Morgan Hill City Council
August 23, 2023

Special/Regular Meeting Agenda
City Council
Mark Turner - Mayor
Rene Spring - Mayor Pro Tem
Gino Borgioli - Council Member
Marilyn Librers - Council Member
Yvonne Martínez Beltrán - Council Member
Wednesday, August 23, 2023 5:00 PM
Council Chamber Building
17555 Peak Avenue, Morgan Hill, CA 95037
Morgan Hill City Council meetings are held in person with the option for the public to attend in-person or by teleconference/video conference. Information on how the public may observe and participate in the meeting is located below.

MEETING PARTICIPATION AND PUBLIC COMMENT
City Council meetings will be live-streamed on Channel 17, the City’s website, and the City’s Facebook page.

Those members of the community that would like to participate in the meetings remotely may do so by joining virtually at: https://bit.ly/MHCityCouncilMeeting or by calling (669) 900-9128, then enter the webinar id: 873 3200 8380#. Public comment may be provided in the following ways:
• Provide public comment in-person
• Join the City Council meeting virtually via the link above. When public comment is opened, raise your virtual hand and be called upon to speak for up to 3 minutes (YOU MUST BE RUNNING THE MOST CURRENT VERSION OF

ZOOM TO BE UNMUTED)
• Join virtually by calling the number above, dial *9 to raise your hand, and be called upon to speak for up to 3 minutes
• Public comment in writing may be submitted via email to [email protected] or by mail to the City Clerk at 17575 Peak Avenue, Morgan Hill, CA 95037. Please email your comments to the City Clerk no later than 3:00 p.m. on Tuesday (the day before the City Council meeting) for your comments to be submitted to the members of the City Council with sufficient

August 23, 2023
2 time to review the comments. You may continue to provide written comments up to noon on Wednesday (the day of the meeting) although Council Members may not have sufficient time to review them before the meeting. Public comments submitted to the City Clerk after 12:00 p.m. the day of the meeting will be provided to the City Council as time allows.

Written comments WILL NOT be read aloud during the City Council Meeting. Please note that written comments are posted on the City’s website, so do not include any personal information you do not want to be posted on the web.

SPECIAL/REGULAR MEETING
A special meeting of the City Council is called at 5:00 pm for the purpose of conducting a closed session.

SPECIAL MEETING
5:00 pm Closed Session

CALL TO ORDER

ROLL CALL ATTENDANCE

DECLARATION OF POSTING AGENDA

CLOSED SESSION

CONFERENCE WITH LABOR NEGOTIATORS
Authority: Pursuant Government Code Section 54957.6
City Negotiators: Christina Turner, City Manager; Donald Larkin, City Attorney; Michael Horta, Human Resources Director; Dat Nguyen, Finance Director; Edith Ramirez, Assistant City Manager, Development Services
Employee Organization: Morgan Hill Police Officers Association; AFSCME Local 101 Morgan Hill; Community Service Officers Association; Employees Covered under Management Resolution #21-050

OPPORTUNITY FOR PUBLIC COMMENT

ADJOURN TO CLOSED SESSION

August 23, 2023
3 REGULAR MEETING
6:00 pm

SILENT INVOCATION

PLEDGE OF ALLEGIANCE

RECOGNITIONS
The City of Morgan Hill recognizes the Independence Day Celebrations Team for their outstanding success with the 2023 Freedom Fest.

PROCLAMATIONS
Proclaiming the Celebration of Women's Right to Vote and Women's Equality Day

CITY COUNCIL REPORTS
Council Member Martinez Beltran

CITY MANAGER'S REPORT

CITY ATTORNEY'S REPORT

OTHER REPORTS

PUBLIC COMMENT
This opportunity for public comment is for items that are not on the agenda. If you would like to make comments on an item that is on the agenda, please wait until we get to that item to offer your comments. Members of the public are entitled to address the City Council concerning any item within the Morgan Hill City Council’s subject matter jurisdiction. Public comments are limited to no more than three minutes. Except for certain specific exceptions, the City Council is prohibited from discussing or taking action on any item not appearing on the posted agenda. Public comment is intended for comments. Questions posed during public comment are not generally answered. If you have questions, please send them to the City Clerk at [email protected] to receive a response. (See additional noticing at the end of this agenda)

August 23, 2023
4 ADOPTION OF AGENDA

CONSENT CALENDAR
Items appearing on the Consent Calendar are considered routine and may be approved by one motion. Pursuant to City Council Policies and Procedures (CP 97-01), any member of the Council or public may request to have an item removed from the Consent Calendar for comment and action.

1. ACCEPT 2020 INFLOW AND INFILTRATION SEWER REPAIR PROJECT IN THE AMOUNT OF $2,420,982
Recommendation:

1. Accept as complete the 2020 Inflow and Infiltration Sewer Repair Project;

2. Authorize the City Engineer to sign the Notice of Completion; and

3. Direct the City Clerk to file said Notice of Completion with the County Recorder's Office.

2. ACCEPT ANNUAL EVALUATION REPORT FOR THE SANTA CLARA

COUNTY MULTI-JURISDICTIONAL PROGRAM FOR PUBLIC INFORMATION (PPI) FOR FY 2022-23 (YEAR 2) RELATING TO THE FEDERAL
EMERGENCY MANAGEMENT AGENCY’S NATIONAL FLOOD INSURANCE
PROGRAM’S COMMUNITY RATING SYSTEM PROGRAM
Recommendation:

Accept the Annual Evaluation Report for FY 2022-23 (Year 2) for the 2021 Santa Clara County Multi-Jurisdictional Program for Public Information (PPI).

3. ACCEPT PHASE 1 OF HALE AVENUE EXTENSION PROJECT IN THE AMOUNT OF $15,446,002
Recommendation:

1. Accept as complete the Phase 1 Hale Avenue Extension Project;

2. Authorize the City Engineer to sign the Notice of Completion; and

3. Direct the City Clerk to file said Notice of Completion with the County Recorder's Office.

4. ADOPT A RESOLUTION AMENDING THE CITY'S COUNTYWIDE SOLID

WASTE BUDGET AND APPROVE THE FIRST AMENDMENT TO THE JOINT

VENTURE SILICON VALLEY CONSULTANT AGREEMENT FOR THE FY
2023-24 COUNTYWIDE SOLID WASTE PROGRAM
Recommendation:

1. Adopt a Resolution appropriating an additional $203,182 to the City’s Countywide Solid Waste Program (Fund 246);

August 23, 2023
5 2. Approve the first amendment to the consultant agreement with Joint Venture Silicon Valley to add Food Recovery Program Infrastructure Enhancements for $203,182 and the Surplus to Go Program for $100,000 for a revised total contract amount of $591,627; and

3. Authorize the City Manager to execute and administer the first amendment to the consultant agreement with Joint Venture Silicon Valley.

5. ADOPT ORDINANCE 2347, NEW SERIES, AMENDING SECTION 18.24.020 (LAND USE REGULATIONS) OF 18.24 (COMMERCIAL ZONING DISTRICTS) OF TITLE 18 (ZONING) OF THE MUNICIPAL CODE OF THE CITY OF

MORGAN HILL IMPLEMENTING MINOR AMENDMENTS TO THE
ADMINISTRATIVE OFFICE (CO) ZONING DISTRICT TO ALLOW VEHICLERELATED USES AND OTHER COMPATIBLE USES ON MINIMUM ONEACRE LOTS Recommendation:

Waive the reading, adopt Ordinance No. 2347, New Series, and declare that said title, which appears on the agenda, shall be determined to have been read by title and further reading waived.

6. APPROVE ACQUISITION OF SEWER EASEMENT (TSAI) APN 841-09-061

FOR THE SEWER RELIEF TRUNK LINE PROJECT
Recommendation:

1. Adopt resolution approving the purchase of a sewer easement (4,046 square feet), APN 841-09-061 for $50,000 plus escrow and closing costs from Undine Tsai, Trustee, for the Sewer Relief Trunk Line Project; and

2. Authorize the City Manager to execute all documents and make minor modifications as necessary in order to consummate the transaction.

7. APPROVE CONTRACTS WITH ANDERSON PACIFIC ENGINEERING

CONSTRUCTION AND GOLDEN BAY CONSTRUCTION FOR ON-CALL

UNDERGROUND CONSTRUCTION
Recommendation:

Authorize the City Manager to execute and administer on-call water and sewer repair contracts with Anderson Pacific Engineering Construction with compensation up to $400,000, and Golden Bay Construction with compensation up to $400,000.

8. APPROVE FINAL MAP FOR MANZANITA PARK - TRACT NO. 10585 AND

RELATED SUBDIVISION IMPROVEMENTS AGREEMENT AND

ENCROACHMENT AGREEMENT
Recommendation:

August 23, 2023
6 1. Approve the Final Map;

2. Approve a Subdivision Improvements Agreement with TOLL WEST COAST LLC, a Delaware Limited Liability Company;

3. Approve an Encroachment Agreement with TOLL WEST COAST LLC;

4. Authorize the City Manager to execute the Subdivision Improvements Agreement and Encroachment Agreement; and

5. Authorize the recordation of the Final Map, Subdivision Improvements Agreement, and Encroachment Agreement.

9. APPROVE FINAL MAP FOR SAN SEBASTIAN PHASE 4B - TRACT NO. 10604
Recommendation:

1. Approve the Final Map; and

2. Authorize recordation of the Final Map.

10. APPROVE PARKS AND RECREATION COMMISSION WORK PLAN
Recommendation:

Approve the proposed Parks and Recreation Commission FY 2023-24 Work Plan.

11. APPROVE THE JUNE 21, 2023 CITY COUNCIL MEETING MINUTES Recommendation:

Approve the June 21, 2023 City Council Meeting Minutes.

12. APPROVE UTILITY BOX ART FOR DEPOT STREET AND EAST DUNNE AVENUE
Recommendation:

Approve Utility Box Art for Utility Box Located at Depot Street and East Dunne Avenue.

PUBLIC HEARINGS

13. INTRODUCE ORDINANCE ESTABLISHING CHAPTER 18.29 (MONTEREY CORRIDOR FORM-BASED CODE) OF TITLE 18 (ZONING) OF THE

MUNICIPAL CODE OF THE CITY OF MORGAN HILL AND ESTABLISHING

THE MONTEREY CORRIDOR FORM-BASED CODE REGULATING PLAN

IMPLEMENTING A FORM-BASED CODE ALONG THE MONTEREY ROAD

CORRIDOR CREATING A VIBRANT MIXED-USE CORRIDOR THAT

ENCOURAGES WALKING AND BIKING AS ENVISIONED WITHIN THE CITY OF MORGAN HILL 2035 GENERAL PLAN
Recommendation:

August 23, 2023
7 1. Open/close public hearing;

2. Waive first and second reading of the Ordinance Amendment; and

3. Introduce Ordinance Amendment.

14. ADOPT A RESOLUTION ESTABLISHING CREDIT CARD PAYMENT

SERVICE FEES FOR UTILITIES, BUSINESS LICENSES, RECREATION

SERVICES, AND ALL OTHER PAYMENTS MADE BY CREDIT CARD
Recommendation:

1. Open/Close public hearing;

2. Adopt a resolution establishing credit card service fees for utilities, business licenses, recreation services, and all other payments made by credit card;

3. Approve an additional 0.50 FTE Accounting Assistant II if the credit card service fee for utilities is established; and

4. Authorize the City Manager to review and adjust the credit service fees annually to offset any potential future increases in bank fees.

OTHER BUSINESS

15. APPROVE DESIGN GUIDELINES FOR VEHICLE DEALERSHIPS
Recommendation:

Approve Design Guidelines for Vehicle Dealerships

16. RECEIVE MONTHLY BUDGET UPDATE; PRELIMINARY FY 22-23 FINANCIAL AND INVESTMENT REPORTS; AND CITY MANAGER
AUTHORITY REPORT.

Recommendation:

Accept and file Preliminary Fiscal Year (FY) 2022-2023 Financial and Investment Report and City Manager Authority Report.

17. APPOINT VOTING DELEGATES FOR THE 2023 CALCITIES (LEAGUE)

ANNUAL CONFERENCE
Recommendation:

1. Appoint a voting delegate and up to two (2) alternate voting delegates to the CalCities Annual Conference; and

2. Direct the Clerk team to complete and forward the voting delegate form to CalCities.

August 23, 2023
8 18. APPROVE AMENDMENTS TO POLICIES NO. 97-01 and 18-04, REMOVING

REFERENCES TO THE STANDARD CODE OF PARLIAMENTARY

PROCEDURE AND ADOPTING ROSENBERG'S RULES OF ORDER
Recommendation:

Approve amendments to City policies removing references to the Standard Code of Parliamentary Procedure and adopting Rosenberg's Rules of Order for the conduct of City Council and Planning Commission meetings.

FUTURE COUNCIL INITIATED AGENDA ITEMS
Note: in accordance with Government Code Section 54954.2(a), there shall be no discussion, debate and/or action taken on any request other than providing direction to staff to place the matter of business on a future agenda.

CLOSED SESSION

CONFERENCE WITH LEGAL COUNCEL - ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to § 54956.9(b): (One Case) Claim of Sarita Alanis

OPPORTUNITY FOR PUBLIC COMMENT

ADJOURN TO CLOSED SESSION

ADJOURNMENT

August 23, 2023
9 NOTICE
Any documents produced by the City and distributed to the majority of the City Council less than 72 hours prior to an open meeting, will be made available for public inspection at the City Clerk’s Counter at City Hall located at 17575 Peak Avenue, Morgan Hill, CA, 95037 and at the Morgan Hill Public Library located at 660 West Main Avenue, Morgan Hill, California, 95037 during normal business hours. (Pursuant to Government Code 54957.5)

PUBLIC COMMENT
Members of the Public are entitled to directly address the City Council concerning any item that is described in the notice of this meeting, before or during consideration of that item. If you wish to address the Council on any issue that is on this agenda, please complete a speaker request card located in the foyer of the Council Chambers and deliver it to the Minutes Clerk prior to discussion of the item. You are not required to give your name on the speaker card in order to speak to the Council, but it is very helpful. When you are called, proceed to the podium and the Mayor will recognize you. If you wish to address the City Council on any other item of interest to the public, you may do so during the public comment portion of the meeting following the same procedure described above. Please limit your comments to three (3) minutes or less.

Please submit written correspondence to the Minutes Clerk, who will distribute correspondence to the City Council.

Persons interested in proposing an item for the City Council agenda should contact a member of the City Council who may plan an item on the agenda for a future City Council meeting. Should your comments require Council action, your request may be placed on the next appropriate agenda. Council discussion or action may not be taken until your item appears on an agenda. This procedure is in compliance with the California Public Meeting Law (Brown Act) Government Code §54950.

City Council Policies and Procedures (CP 03-01) outlines the procedure for the conduct of public hearings.

Notice is given, pursuant to Government Code Section 65009, that any challenge of Public Hearing Agenda items in court, may be limited to raising only those issues raised by you or on your behalf at the Public Hearing described in this notice, or in written correspondence delivered to the City Council at, or prior to the Public Hearing on these matters.

The time within which judicial review must be sought of the action by the City Council, which acted upon any matter appearing on this agenda is governed by the provisions of Section 1094.6 of the California Code of Civil Procedure.

For a copy of City Council Policies and Procedures CP 97-01, please contact the City Clerk’s office (408) 779-7259, (408) 779-3117 (fax) or by email [email protected].

AMERICANS WITH DISABILITIES ACT (ADA)
In compliance with the Americans with Disabilities Act, if you are a disabled person and you need a disability-related modification or accommodation to participate in this meeting, please contact the City Clerk's Office at (408)779-7259, (408)779-3117 (fax) or by email [email protected]. Requests must be made as early as possible and at least two-full business days before the start of the meeting.

August 23, 2023
10

1 CITY COUNCIL STAFF REPORT
MEETING DATE: August 23, 2023
PREPARED BY:

Yat Cho, Senior Project Manager
APPROVED BY: City Manager
ACCEPT 2020 INFLOW AND INFILTRATION SEWER REPAIR
PROJECT IN THE AMOUNT OF $2,420,982

RECOMMENDATION(S)

1. Accept as complete the 2020 Inflow and Infiltration Sewer Repair Project;

2. Authorize the City Engineer to sign the Notice of Completion; and

3. Direct the City Clerk to file said Notice of Completion with the County Recorder's Office.

COUNCIL PRIORITIES, GOALS & STRATEGIES
City Council Ongoing Priorities
Enhancing Public Safety
Maintaining and Enhancing Infrastructure
2022-2023 Strategic Priorities
Fiscal Sustainability
Guiding Documents
Wastewater System Master Plan
REPORT NARRATIVE:

On March 3, 2021, the 2020 Inflow and Infiltration Sewer Repair Project was awarded to Pacific Underground Construction, Inc. in the amount of $2,034,350 with an authorized contingency of $406,870. The project resulted in sewer main repairs at 22 locations within the City (See Attachment 1).

The project began on July 2021 and was substantially completed in June 2023. Four change orders were authorized in the amount of $386,632, due to unforeseen conditions at various locations along with additional sewer main repair work at Crest Avenue, Wright Avenue, and Monterey Road (See Attachment 2).

The final construction contract with Pacific Underground Construction is $2,420,982.

Staff recommends accepting this project as it is complete in accordance with the plans and specifications. By accepting this project, the City Clerk will file a Notice of

1 Completion for the Project (See Attachment 3).

COMMUNITY ENGAGEMENT:

Inform
Prior to and during construction, City staff coordinated construction activities with affected residents/businesses through citywide emails, social media posts, and the City's website. Pacific Underground Construction, Inc. also provided notifications to residents that were directly affected during construction of this project in advance of the actual work.

ALTERNATIVE ACTIONS:

Accepting the project in accordance with the contract documents is a required process and enables the City to release any retained funds owed to the contractor per California Public Contract Code Section 7107.

PRIOR CITY COUNCIL AND COMMISSION ACTIONS:

October 18, 2017 – City Council adopted the 2017 Sewer System Master Plan.

January 17, 2018 – City Council approved a professional design agreement with Schaaf and Wheeler for sewer condition assessment of the existing sewer system.

December 4, 2019 – City Council approved design services agreement with Schaaf and Wheeler for Inflow and Infiltration Project.

June 17, 2020 - City Council adopted the FY 2020-21 through FY 2025-26 Capital Improvement Budget which identifies funding for the proposed sewer projects through bond proceeds.

November 20, 2020 – City Council adopted a resolution authorizing the execution of an installment purchase agreement to provide financing of the City’s anticipated projects through the sale of $20 million in sewer revenue bonds.

March 1, 2021 - City Council awarded the 2020 Inflow and Infiltration Sewer Repair Project.

FISCAL AND RESOURCE IMPACT:

The final contract amount for the 2020 Inflow and Infiltration Sewer Rehabiliation Project is $2,420,982 (including four change orders in the amount of $386,632). The project was awarded to Pacific Underground Construction, Inc. in the amount of $2,034,350 with an authorized contingency of $406,870 (Total of $2,441,220).

CEQA (California Environmental Quality Act):

The activities as described in this Staff Report are categorically exempt under CEQA, specifically pursuant to Section 15301 of the CEQA Guidelines (Existing Facilities), as the subject work involves the repair, maintenance, or minor alteration of existing City

1 facilities involving negligible or no expansion of use of those facilities.

O
0 1,250 2,500 5,000 7,500 10,000
Feet
2020 INFLOW AND INFILTRATION

SEWER REPAIR PROJECT
Engineering and Utilities Department
Capital Improvement Program Division
G:\R-14\Proj\GIS\John\Yat_I_and_I.mxd
EASY ST.

LA MAR DR.

LA JOLLA DR.

LA SIERRA CT.

LA CROSSE DR.

KEITH WAY
EDES CT.

MANOR CT.

BARNELL AVE.

PEBBLE CREEK CT.

MONTEREY RD.

DEL MONTE AVE.

W. FIRST ST.

LINDO LN.

CREST AVE.

HILL RD.

JACKSON OAKS DR.

OAKRIDGE RD.

OAKRIDGE LN.

OAK LN.

MALAGUERRA AVE.

WRIGHT AVE

CIP Contract Acceptance
Funding Closeout Statement
Project: 2020 Inflow and Infiltration Sewer Replacement Project Project No: 302018
Date of Project
Award: 3-Mar-21 Project AwardAmount:

Funding Source: 643
Contingency
Authorized:

Date of Project
Acceptance: 23-Aug-23 Total Authorized:

Actual Base
Contract Spent:

Change Orders
Description Date
Council Approval
Reqd? (Y/N)
C.O. #1: Replace 215' of Sewer Main near Crest Avenue 13-Oct-21 N C.O. #2 Miscellaneous adds and deducts to project 1-Jun-22 N C.O. #3:

Additional time and material work at various
locations 20-Sep-22 N
C.O. #4:

Additional Time and Material Work at Various
Locations and Overage and Underages Final
Tally
31-May-23 N
Total C.O.:

Additional Appropriations
Source Amount Date
None
Total Construction
Amount (Base
Contract plus
CO's):

Construction Fund Balance: $20,238.23

$2,034,350
$406,870
$2,441,220
$2,034,350
$110,610.00
-$45,450.00
$178,104.96
$143,366.81
$386,631.77

$2,420,981.77

<Project Title> 2020 Form NOTICE OF COMPLETION
<Project Number> Page 1
Recording Requested By:

The City of ___________
When Recorded Mail To:
_____________________ <name, title>
_____________________ <street address>
_____________________ <city, state and zip>

EXEMPT FROM RECORDING FEES PER
GOVERNMENT CODE §§ 6103, 27383
SPACE ABOVE THIS LINE IS FOR RECORDER’S USE

NOTICE OF COMPLETION
Civil Code §§ 8182, 8184, 9204, and 9208
NOTICE IS HEREBY GIVEN THAT:

1. The undersigned is the agent of the owner of the Project described below.

2. Owner’s full name is City of Morgan Hill (“City”)

3. City’s address is 17575 Peak Avenue Morgan Hill, CA 95037

4. The nature of City’s interest in the Project is:

XX Fee Ownership __ Lessee __ Other:__________________

5. Construction work on the Project performed on City’s behalf is generally described as follows:

Sewer Main Repairs at Various Locations within City Limits

6. The name of the original Contractor for the Project is: Pacific Underground Construction, Inc.

7. The Project was accepted as complete on: August 23, 2023

8. The Project is located at: City of Morgan Hill
Verification: In signing this document, I, the undersigned, declare under penalty of perjury under the laws of the State of California that I have read this notice, and I know and understand the contents of this notice, and that the facts stated in this notice are true and correct. __________________________ ________________________________ Date and Place Signature
________________________________
Name and Title

EXEMPT FROM NOTARY ACKNOWLEDGMENT REQUIREMENTS PER
GOVERNMENT CODE § 27287 AND CIVIL CODE § 920

2 CITY COUNCIL STAFF REPORT
MEETING DATE: August 23, 2023
PREPARED BY:

Maria Angeles, Senior Civil Engineer
APPROVED BY: City Manager

ACCEPT ANNUAL EVALUATION REPORT FOR THE SANTA CLARA

COUNTY MULTI-JURISDICTIONAL PROGRAM FOR PUBLIC
INFORMATION (PPI) FOR FY 2022-23 (YEAR 2) RELATING TO THE FEDERAL EMERGENCY MANAGEMENT AGENCY’S NATIONAL
FLOOD INSURANCE PROGRAM’S COMMUNITY RATING SYSTEM

PROGRAM

RECOMMENDATION(S)
Accept the Annual Evaluation Report for FY 2022-23 (Year 2) for the 2021 Santa Clara County Multi-Jurisdictional Program for Public Information (PPI).

COUNCIL PRIORITIES, GOALS & STRATEGIES
City Council Ongoing Priorities
Enhancing Public Safety
2022-2023 Strategic Priorities
Community Outreach, Engagement, and Messaging
REPORT NARRATIVE:

On June 16, 2021, the City Council adopted the 2021 Santa Clara County MultiJurisdictional Program for Public Information (2021 PPI). The Federal Emergency Management Agency (FEMA) requires that annual evaluation reports on the MultiJurisdictional PPI be shared with the elected bodies that approved them. The Annual Evaluation Report for FY 2021-22 (Year 1) was previously submitted to City Council at its meeting on October 19, 2022. Attached is our submittal of the Annual Evaluation Report for FY 2022-23 (Year 2) (Attachment 1).

Community Rating System (CRS) Program and PPI Background CRS is a voluntary program under FEMA’s National Flood Insurance Program (NFIP) that allows communities to earn flood insurance premium discounts for their residents and businesses. Communities earn CRS points for activities that promote good flood risk reduction practices, including implementation of outreach activities under the PPI.

Communities are assigned class ratings based on the points earned. CRS Class ratings are assigned at 500-point increments and each improvement in class rating nets an additional 5% discount for property owners who pay flood insurance premiums in

2 participating communities.

The City of Morgan Hill has participated in the CRS Program since May 2003 and has a current CRS class rating of 7 which allows Morgan Hill residents and businesses a 15% discount on their flood insurance premium. Based on June 2023 NFIP data, there are 233 flood insurance policies in force within the City of Morgan Hill and policy holders paid a total of $204,876 in annual flood insurance premiums (an average annual premium of almost $900 per policy). There is an average savings of $150 per policy as a result of the City's CRS class 7 rating.

The Program for Public Information (PPI) was introduced into the CRS in 2013. The PPI encourages participating CRS communities to work together with local stakeholders to design a program for community outreach on flood risk reduction that best fits local needs. The PPI must be developed by a committee comprised of both staff and nongovernmental representatives/stakeholders from each of the participating agencies, known as the PPI Committee. Valley Water led the development of a PPI for all participating CRS communities in Santa Clara County, which resulted in the completion of the first Multi-Jurisdictional PPI adopted in 2015 (2015 PPI).

Program for Public Information (PPI) Requirements
Under the CRS, the PPI must be updated every five years. Valley Water led the development of the second Multi-Jurisdictional PPI, the 2021 Santa Clara County MultiJurisdictional PPI (2021 PPI). As previously mentioned, the City Council adopted the 2021 PPI on June 16, 2021.

Each subsequent year after adopting the PPI, the PPI Committee must submit an Annual Evaluation Report to FEMA describing the PPI implementation for the prior fiscal year. The attached Annual Evaluation Report is the second report for the 2021 PPI.

Based on the City's recent CRS 5-year Verification Cycle Visit (or CRS audit), the City received a total of 297 points on the City’s Outreach Projects due to the 2021 PPI.

These points contribute to the flood insurance discounts for policy holders in the City.

COMMUNITY ENGAGEMENT:

Inform and Involve
This report serves to inform the community about the second Annual Evaluation Report for the 2021 PPI and the City's PPI activities.

ALTERNATIVE ACTIONS:

Not Applicable – acceptance of a report only; no action required.

PRIOR CITY COUNCIL AND COMMISSION ACTIONS:

On October 19, 2022, the City Council received the Annual Evaluation Report for FY 2021-22 (Year 1).

On June 16, 2021, the City Council adopted the 2021 Santa Clara County MultiPage 21 of 476 2 Jurisdictional Program for Public Information (PPI).

FISCAL AND RESOURCE IMPACT:

The acceptance of this report has no fiscal impact. The City's participation in the implementation of the PPI can be accommodated with the existing staff and operating budgets for the Floodplain Management Program within the Public Services Department. Valley Water is incurring the cost to manage and coordinate the meetings and other tasks associated with the Multi-Jurisdictional PPI. There are currently no expected additional costs in the staff's continued PPI participation.

CEQA (California Environmental Quality Act):

Not a Project
The acceptance of this report is considered "an organizational or administrative activity of a government that will not result in direct or indirect physical changes in the environment."

Santa Clara County Multi-Jurisdictional Program for Public Information 2021 Annual Evaluation Report for FY23
(Year 2: July 2022 to June 2023)
July 2023
Prepared by:

Santa Clara Valley Water District
and
Santa Clara County CRS communities

1 of 20
I. INTRODUCTION
The Community Rating System (CRS) is a voluntary program of the Federal Emergency Management Agency’s (FEMA) National Flood Insurance Program (NFIP). The CRS program allows communities to earn flood insurance premium discounts for their residents and businesses by implementing local mitigation, floodplain management, and outreach activities that exceed the minimum NFIP requirements to reduce the risk of flooding.

In Santa Clara County, 11 (eleven) communities, including Santa Clara Valley Water District (Valley Water) have actively participated in the FEMA NFIP CRS for over 30 years.

The CRS participating communities (CRS communities) are City of Cupertino, City of Gilroy, City of Los Altos, City of Milpitas, City of Morgan Hill, City of Mountain View, City of Palo Alto, City of San Jose, City of Santa Clara, City of Sunnyvale, and the Santa Clara Valley Water District (Valley Water).

CRS communities, along with their external non-governmental stakeholders, non-CRS communities: City of Saratoga, Town of Los Altos Hills, Town of Los Gatos, and the County of Santa Clara who opted to join the 2021 Program for Public Information (PPI), comprised the 2021 PPI Committee. The original 2021 PPI Committee is listed in Table 1. Original Members of the Santa Clara County Multi-Jurisdictional 2021 PPI Committee of the 2021 PPI (Attachment 1). Since the development of the 2021 PPI, there may have been changes to the community’s original 2021 PPI Committee members (either the internal representatives to the organization and/or the external stakeholders). Those member changes are noted on the meeting attendance sheets.

For CRS credit, FEMA requires that each CRS community provide at least two representatives to the regional PPI Committee, with at least half of the representatives from outside the local government. Additionally, at least half of the representatives must attend all the meetings of the regional PPI Committee. Non-CRS communities are also required to provide an external stakeholder.

An important benefit of the PPI Committee’s work is close collaboration between local public agency staff who work on flood protection throughout Santa Clara County. Together, PPI Committee members continue strengthening their individual CRS programs and ensuring communities can evaluate their flood programs against a nationally recognized benchmark.

The 2021 PPI Committee, the remaining non-CRS communities (City of Campbell and City of Monte Sereno), and other interested parties make up the Santa Clara County CRS Users Group.

The Santa Clara County CRS Users Group collaborates to ensure floodplain management activities provide enhanced public safety, reduced damage to property and public infrastructure, and avoidance of economic disruption and loss in Santa Clara County. Through the five-year PPI development and the annual reporting process, members of the SC County CRS Users Group learn from one another about local floodplain management activities, including flood protection and land use issues. For both the Santa Clara County CRS Users Group and the 2021 PPI Committee, the PPI is one of the most impactful activities of the CRS program.

Under the CRS program, flood insurance premium rates are discounted to reward CRS communities’ actions that meet the three goals of the CRS:
(1) reduce flood damage to insurable property
(2) strengthen and support the insurance aspects of the NFIP; and (3) encourage a comprehensive approach to floodplain management.

Flood insurance premiums for CRS communities are reduced in 5% increments for every 500 CRS points earned.

As of April 30, 2023, the total savings for Santa Clara County residents from CRS discounts is approximately $1.5 million.

Santa Clara County 2021 Multi-Jurisdictional Program for Public Information Annual Evaluation Report for FY23 (Year 2: July 2022 to June 2023) 2 of 20
Valley Water is the lead flood risk reduction agency for Santa Clara County. Valley Water performs many flood preparedness outreach and stream stewardship/maintenance activities that earn credit points for CRS communities. Since Valley Water is not a land-use agency, the points Valley Water earns, as a “fictitious community, provide a foundation upon which the CRS communities can build. FEMA approved this unique arrangement with Valley Water in 1998.

The CRS Coordinator’s Manual, 2013 Edition, included the option to undertake a Program for Public Information (PPI) which is a method that standardizes our flood risk and loss reduction outreach messages and increase communities’ CRS points. Each participant of the PPI Committee brings unique perspectives and suggestions that enhance the PPI. Each community must adopt the PPI through a formal vote by the community’s governing body.

In 2013, Valley Water initiated and facilitated the effort to develop the first Multi-Jurisdictional PPI so that all Santa Clara County CRS communities could work together and benefit from this activity.

Non-CRS communities were also invited to participate in the development of the PPI. This work effort resulted in the 2015 Multi-Jurisdiction PPI (2015 PPI).

On April 14, 2015, Valley Water’s Board adopted the 2015 PPI, which sunset in April 2020. Following Valley Water’s lead, the other CRS communities’ governing bodies adopted the 2015 PPI soon thereafter.

Under the CRS, the PPI must be updated every five years. Each subsequent year after adopting the PPI, the PPI Committee must submit an annual evaluation report to FEMA describing the PPI implementation for the prior fiscal year. The PPI Committee must evaluate whether the flood risk reduction messages in the PPI are still relevant and adjust the PPI, if needed. The annual evaluation report is shared with each CRS community’s governing body as an informational item.

As required, annual evaluation reports for FY16 (Year 1 of the 2015 PPI) through FY19 (Year 4 of the 2015 PPI) were prepared, sent to each CRS community’s governing body, and included in each community’s respective annual recertifications or as part of a community’s documentation for those that were cycled on any given year.

In FY20 (Year 5 of the 2015 PPI), the PPI Committee was required to update the 2015 PPI. The Insurance Services Office (ISO), FEMA’s CRS program management contractor, exempted the PPI Committee from submitting an annual evaluation report for FY20 (Year 5 of the 2015 PPI) as the committee focused on updating the document.

In February 2020, Valley Water hosted the start of the five-year PPI updated process. Fifteen Santa Clara County communities worked together to update the 2015 PPI. These communities included the current 11 CRS communities as well as four non-CRS communities that expressed interest in joining the 2015 PPI and possibly the CRS program. Staff and external stakeholders from each agency participated in developing the new PPI.

In March 2020, the Coronavirus (COVID-19) outbreak started. The California State Emergency Services Act, the Governor’s Emergency Declaration related to the COVID-19 pandemic, the Governor’s Executive Order N-29-20, and Order of the County of Santa Clara Public Health Officer dated March 16, 2020, went into effect.

The COVID-19 pandemic caused far-reaching, unprecedented changes. Businesses and organizations faced economic and operational uncertainty across every industry and sector. The workforce impacts during COVID-19 caused delays beyond control, including the PPI Committee’s ability to continue its work of updating the 2015 PPI. Many communities shifted priorities to respond to the public health crisis; therefore, FEMA provided an extension of completing the update to the 2015 PPI to early 2021.

The 2021 PPI Committee reconvened in October 2020 to resume the 2015 PPI update. Several virtual meetings followed until the 2021 PPI Committee completed the 2021 PPI in April 2021. The 2021 PPI was adopted by CRS communities, as indicated in Table 1. Dates 2021 PPI Adopted.

II. 2021 PPI DEVELOPMENT PROCESS
Valley Water, CRS and non-CRS communities initiated the 2021 PPI process in February 2020. Due to

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COVID-19, discussions were postponed, and reinitiated the process in October 2020. The Santa Clara County 2021 Multi-Jurisdictional Program for Public Information document was completed in April 2021 (refer to Section I. Introduction for COVID-19 related delays).

Virtual meetings were held between 2020 and 2021 to develop the 2021 PPI. FEMA’s six priority topic messages and the three additional messages identified in the 2015 PPI carried forward into the 2021 PPI. The 2021 PPI Committee felt all nine topics and supporting messages were still relevant for reaching Santa Clara County residents and ensuring they are Flood Ready.

The below listed is Table 3 in the 2021 PPI: CRS Priority Messages Topic
Number Topic message Public Message
(Select one message per topic)
TOPIC #1 Know your flood hazard
• Know your flood risk
• Contact your floodplain manager to find out if your
property is in a floodplain
• Check if your home or business is in a
Special Flood Hazard Area
TOPIC #2 Insure your property for your flood
hazard
• Get flood insurance ahead of time
• Insure your property
• There is a 30-day waiting period for the policy to take place
TOPIC #3 Protect people from the flood hazard
• Put your 3-day emergency kit together
• Follow evacuation orders
• Learn the best route to high ground
TOPIC #4 Protect your property from the flood
hazard
• Protect your home from flood threats
• Prepare your home
• Sandbags can offer protection against a foot or less of floodwater
• Get sandbags before a flood
TOPIC #5 Build responsibly
• Build responsibly in floodplains
• Comply with development requirements
• Check with your city/county floodplain manager before you build
TOPIC #6 Protect natural floodplain functions
• Keep creeks clean and flowing
• Keep debris and trash out of our streams
• Don’t pollute, dump, or drain anything in creeks
Additional Outreach Topic Messages
(only one message per topic)
TOPIC #7 Develop an emergency plan • Develop an emergency plan TOPIC #8 Download disaster apps • Download disaster emergency apps TOPIC #9 Understand shallow flooding risks––
don’t drive through standing water
• Understand shallow flooding risks - don’t drive through standing water
The 2021 PPI Committee worked between the meetings to draft the 2021 PPI and review the extensive list of outreach and flood response projects (Attachment 2).

Based on the 2021 PPI Committee’s evaluation of the 2015 PPI, the consensus was that most of the 2015 PPI flood risk reduction messages were still relevant, so only minor edits were incorporated as needed.

This became the basis for the 2021 PPI; therefore, no additional FEMA review was required, as the 2015 PPI already ensured its provisions were fully compliant with FEMA requirements.

The number of CRS points that the 2021 PPI activities will earn is determined by FEMA’s CRS Specialist and Technical Reviewers from ISO. The PPI Committee estimates that of the possible 350 points for Activity 330, each CRS communities could earn up to 300+/- points for PPI efforts.

Once Valley Water approved the 2021 PPI (5-Year Plan), the final document was provided to the 2021 PPI Committee to present to their governing bodies for adoption and implementation. Table 1. Dates of 2021 PPI Adoption shows the 2021 PPI approval dates by each agency; all 11 CRS communities have

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adopted the 2021 PPI.

Table 1. Dates 2021 PPI Adopted
Community Date Presented Adopted
Santa Clara Valley
Water District 4/27/21 X
City of Cupertino 8/17/21 X
City of Gilroy 7/01/21 X
City of Los Altos 7/13/21 X
Town of Los Altos Hills
(*non-CRS community)
Not required Not required
Town of Los Gatos
(*non-CRS community)
Not required Not required
City of Milpitas 5/18/21 X
City of Morgan Hill 6/16/21 X
City of Mountain View 6/22/21 X
City of Palo Alto 6/14/21 X
City of San Jose 11/16/21 X
City of Santa Clara 7/06/21 X
County of Santa Clara
(*non-CRS community)
Not required Not required
City of Saratoga
(*non-CRS community)
Not required Not required
City of Sunnyvale 6/29/21 X
Total Approved 11
*Non-CRS communities are encouraged to participate in Santa Clara County CRS Users Group and/or PPI Committee ongoing efforts and initiatives; however, for those that opted to participate in the 2021 PPI, are not required to adopt the PPI or share annual evaluation reports with their governing bodies.

III. ANNUAL EVALUATION REPORTS
The 2021 PPI states that the 2021 PPI Committee will meet at least once yearly to evaluate the PPI and incorporate any needed revisions. This meeting is coordinated in conjunction with the ongoing CRS User’s Group meetings, which occur at least twice a year.

The evaluation will cover the following:
● Review of projects that were completed;
● Evaluate progress toward outcomes;
● Provide recommendations on projects that have not been completed; ● Provide recommendations for new projects not previously identified; ● Address any Target Audience changes; and
● Assess the impact of the program during an actual flood event if one has occurred.

The 2021 PPI Committee prepares the annual evaluation report for submission with each CRS community’s annual CRS recertification package (or schedule 5-year cycle visits). The annual evaluation report is then shared with each CRS communities’ governing body as an informational item.

Section V. 2022 Santa Clara County CRS Users Group/PPI Committee Meetings – Monitoring and Evaluating the 2021 PPI of this annual evaluation report summarizes the meetings held to develop the FY23 Annual Evaluation Report (Year 2 of the 2021 PPI).

Table 2 below shows how each community expects to share the FY23 Annual Evaluation Report with its governing body.

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Table 2. How the 2021 PPI Annual Evaluation Report for FY23, Year 2 will be shared with Community’s Governing Body Community Method for Sharing
Santa Clara Valley Water District Board Non-Agenda Item City of Cupertino Consent Item Council Agenda
City of Gilroy Consent Calendar
City of Los Altos Council Consent Calendar or Informational Staff Report
Town of Los Altos Hill (*non-CRS community) Not required Town of Los Gatos (*non-CRS community) Not required
City of Milpitas Memo to City Council
City of Morgan Hill Council Consent Calendar
City of Mountain View Council Weekly Update “Council
Connection”
City of Palo Alto Informational Staff Report
City of San Jose Council Consent Calendar
City of Santa Clara Council Consent Calendar
County of Santa Clara (*non-CRS community) Not required City of Saratoga (*non-CRS community) Not required
City of Sunnyvale City Manager’s “Update Sunnyvale”
*Non-CRS communities are not required to share annual evaluation reports with their governing bodies.

IV. 2021 PPI ACCOMPLISHMENTS FOR FY23
The 2021 PPI Committee identified three efforts needed from each CRS community in order to prepare and finalize subsequent annual evaluation reports.

1. Governing bodies must adopt the 2021 PPI (Table 1. Dates 2021 PPI Adopted). The 2021 PPI Committee must prepare an annual evaluation report and share the reports with its governing body as informational items (Table 2. How the 2021 PPI Annual Evaluation Report for FY23, Year 2 will be shared with Community’s Governing Body).

2. For each fiscal year (July 1 - June 30), the communities must carry out and monitor the implementation of the outreach/flood response projects identified in Appendix A CRS Creditable Outreach and Flood Response Projects by CRS Community of the 2021 PPI (Attachment 2).

3. The PPI Committee must review and consider the ‘New Initiatives’ identified in the 2021 PPI (page 66) for advancing flood risk reduction efforts.

Governing Bodies Approval: Including Valley Water, all 11 CRS communities’ governing bodies adopted the 2021 PPI. The approval dates are shown by each agency (Community) in Table 1. Dates of 2021 PPI Adopted noted above.

Tracking System: The 2021 PPI is multi-jurisdictional and includes 15 agencies (11 CRS communities and four non-CRS communities). Tracking implementation is quite complex compared to a single-agency PPI. As the informal lead agency, Valley Water oversees the record-keeping to ensure consistency throughout the county.

An electronic file-sharing system, Egnyte, is set up with folders for each community to file and share documents related to the 109 potential outreach/flood response projects identified in the 2021 PPI and all CRS-related documentation. This also includes a comprehensive spreadsheet tracking which lists projects that were accomplished in any given fiscal year by each individual community (Attachment 2). This spreadsheet, along with the annual evaluation report, will be submitted with annual CRS recertifications or as part of scheduled 5- year cycle visits.

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ISO assigns credit for Valley Water outreach/flood response projects to all Santa Clara County CRS communities’ ratings. Some communities also choose to carry out and report on their own outreach/flood response projects, in addition to those of Valley Water. These projects are shown on the composite spreadsheet (Attachment 2 - Appendix A from 2021 SC County Multi-Jurisdictional PPI noting FY23 Project Accomplishments) and include input from each agency.

The PPI Committee discussed the benefits of using the Egnyte shared-filing system for tracking the 2021 PPI outreach/flood response projects and all CRS-related documentation. The PPI Committee also discussed the importance of ensuring each agency regularly uploads its CRS documentation. These benefits are:
- Information Share/Knowledge Transfer: CRS communities can view each other’s program documentation. When a community improves its CRS rating, another community can access the documents submitted to determine how the CRS credited activities helped improve the score. - Document Repository: A central location for CRS-related documentation, organized to mirror the CRS Coordinator’s Manual (by community/activity/element), proves helpful when a community experiences staff turnover.
- Documentation Submittals: CRS documents are organized and easy to share with the CRS Specialists conducting cycle visits and/or annual recertification.

Summary of PPI Projects Accomplished in FY23
The complete list of outreach/flood response projects is included as Attachment 2 of this annual evaluation report, listing all projects proposed in the 2021 PPI, with a “Project Accomplishments” column noting actions taken during the second year of the PPI, FY23.

Audiences Projects Accomplished
Community at Large (CAL) 81 potential projects, 63 accomplished Residents and Businesses in the Special Flood
Hazard Area (SFHA)
18 potential projects, 16 accomplished
Messengers to Other Target Audiences
(Organizations & Businesses Serving the
Community)
10 potential projects, 10 were accomplished
*Total Accomplished Projects 89 of 109
* Note: All projects carried out by CRS communities were accomplished in FY23. Variance in the number of potential projects versus accomplished projects is due to no updates received from non-CRS communities, which is not required for this annual evaluation report.

These numbers go well beyond the minimum requirements of the CRS program for PPI credit under Activity 330; we anticipate all CRS communities will receive the maximum number of credits for our collective efforts in FY23.

Valley Water’s Outreach/Flood Response Projects
Annual Flood Awareness Campaign
Valley Water's FY23 Flood Awareness Campaign theme was "Our Climate Has Changed." It launched after the 1Fourth National Climate Assessment was published; there could not have been a better time for this conversation.

The federal report assessed that intense extreme weather and climate-related events are becoming more frequent and will have catastrophic impacts on vulnerable communities, infrastructure, ecosystems, and our economy.

Extreme storm events could result in more frequent and severe flooding in our region. Valley Water’s message emphasized its commitment to reducing flood risks and protecting the community but acknowledged that we cannot eliminate all risks. Thus, our communities must adapt and prepare; and it starts with being informed and aware of risks.
1 US Global Change Resource Program (USGCRP) has a legal mandate to conduct a state-of-the-science synthesis of climate impacts and trends across U.S. regions and sectors every four years, known as the National Climate Assessment (NCA).

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An educational paid advertising campaign supplemented Valley Water’s community outreach effort. The advertising campaign was supported by a series of formative research to understand target audiences and their awareness levels and explore what educational messages and images most appealed to them.

The Flood Awareness Campaign lasted four months, from mid-November 2022 to February 2023. The paid advertisement campaign cost a total of $330,000.

Valley Water’s FY23 Annual Flood Awareness Campaign continued the shift from general digital and public space advertising to a series of direct mailings to the 51,120 homes and businesses in Santa Clara County's FEMA SFHA.

Valley Water sent two separate targeted mailers to all homes and businesses in or near a high-risk flood area, as designated by the FEMA SHFA. The mailers were multilingual (English, Spanish, Chinese, and Vietnamese) and are posted on Valley Water’s website.

1. Annual Floodplain Mailer (FPM) - Valley Water’s multi-language (English, Spanish, Chinese, and Vietnamese) annual FPM “Our Climate Has Changed - Be Aware, Be Prepared, Take Action” (dated 11/22) mailed on November 28, 2022. https://online.flipbuilder.com/tkap/tmie/

2. Trifold “You Live in a Flood Zone– Make Sure You Are Ready. Do You Know What to Do Before, During, and After a Flood?” mailed on January 6, 2023. https://online.flipbuilder.com/tkap/zmox/ Additionally, Valley Water’s FY23 Countywide Mailer (CWM) included a ‘Floods Can Follow Droughts’ section and was sent starting November 8 through 18, 2022, countywide to 744,025 addresses (USPS: ECRWSS ‐ Extended/Enhanced Carrier Route Walking Sequence Saturation Postal Customer). The CWM includes flood protection and preparedness measures information, knowing your flood risk, getting flood insurance, developing an emergency plan and kit, protecting your home from flood threats, signing up for AlertSCC and the American Red Cross Disaster Emergency App, and understanding shallow flooding – Turn Around Don’t Drown®. https://s3.us-west-1.amazonaws.com/valleywater.org.us-west-1/s3fs-public/2022-10- 26_Drought%20Countywide%20Mailer.pdf
Lastly, ‘Are You Flood Ready?’ multilingual postcards that included the nine CRS topics and supporting messages, and links to various flood readiness/preparedness webpages were produced and distributed. https://www.valleywater.org/are-you-flood-ready
Requested copies of the FPM, postcards, and trifold mailers were sent to all Santa Clara County cities and county Public Works and Planning Departments.

Public Agency
Annual Floodplain
Mailer (FPM) Postcard
Trifold
(Mailed Jan 2023) (Mailed late Nov 2022 and early Jan 2023) City of Los Altos 50 100 20
Town of Los Altos Hills 25 150 20
City of Milpitas 50 25 20
City of Mountain View 25 25 20
City of Cupertino 100 100 20
VW CRS Program 150 300 20
All other 10 cities & County (10 count) 250
25 count each
250
25 count each
200
20 count each

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In mid-November 2022, Valley Water’s 2022-2023 Flood Awareness Outreach Partner Social Media Toolkit, ‘Our Climate Has Changed,’ was made available for download to all partnering agencies, including CRS communities.

The toolkit provided links to the multilingual annual FPM, the ‘Flood Can Follow Droughts’ 2001-2023 Timeline, the ‘Are You Flood Ready?’ postcard, social media graphics and videos that included messages for all nine flood awareness tips (PPI CRS message topics), and blog posts for all Santa Clara County communities to use. https://www.dropbox.com/s/p438zrw8lwi614r/Flood%20Awareness%202022- 2023%20Partner%20Toolkit.pptx?dl=0.

Valley Water HQ Lobby Displaying Flood Readiness Materials FY 23 Floodplain Mailer
FY 23 Postcard

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During FY23, Santa Clara County experienced a drought emergency. Valley Water’s annual FPM reminded everyone that flooding can happen anytime it rains and that climate change has made extreme weather the new normal. Drought conditions can harden the ground and increase run-off to streams and creeks during the first few days of heavy rain, increasing the risk of flooding. In addition, the flood mailer showcased Valley Water's ongoing flood protection projects in areas susceptible to flooding.

In FY23, the FPM featured a QR code, a cling with important flood safety websites, a detachable emergency phone list, photos of our most recent flood protection projects, and a graphic image displaying how historical floods have followed droughts in Santa Clara County (see below attached “Santa Clara County Floods & Droughts Timeline [2001-2023]).

FY 23 Countywide Mailer
FY 23 Trifold Mailer

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Valley Water also deployed a small-scale multilingual social media campaign, with the slogan "Flooding can happen during a drought," on social media and web platforms. The campaign launched in Winter FY23, starting with the season's first rains, and continuing through March 2023.

A key strategy for the paid flood awareness campaign was incorporating the 2021 PPI 6 priority topics and the three additional outreach topics, including messages supporting the nine topics, in Valley Water ads. Staff crafted messages derived from Valley Water's annual FPM to residents in the SFHA. Additionally, the Valley Water Board of Directors shared posts on Nextdoor highlighting the "Flooding can happen during a drought" messaging and the nine CRS topics in Winter 2022-23. Valley Water also posted a flood preparedness blog, a digital copy of the FPM, and a guide on what to do before, during, and after a flood.

Valley Water 2022-23 Flood Media Campaign (October 2022 – February 2023) Target: Santa Clara County residents
Objective: Flood Awareness for All SCC Residents
Digital ads targeted residents and commuters in or near the SFHA, using zip codes from published FEMA flood maps.

The Media Plan

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The Ads
Boosts: Animated Facebook posts “Boosted” on Facebook, Instagram, NextDoor Boost #1 (Nov8-9) Boost #2 (Dec01-05) Boost #3 (Dec7-11) Boost #4 (Dec26-30) Boost #5 (Dec28-31) Boost #6 (Jan4-10) Boost #7 (Jan10-17) Boost #8 (Jan15-20)

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Display Ads
300X250
Served to all adults in Santa Clara County
Delivered: 6,246,254 Impressions
Audio
30-second audio ads served via Streaming and Local On-Air Radio stations Delivered: 1,724,173 Impressions

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FY 23 Flood Awareness Campaign Results
Valley Water also used its monthly newsletter, news blog, and social media profiles to enhance flood awareness efforts before and during forecasted storms starting as early as September 2022. During the length of the campaign and leading up to anticipated storm events, Valley Water posted flash flood warnings, shared posts with critical messages about flood safety, and promoted the Flood Watch Tool throughout the winter.

Valley Water’s flood protection resources page at ValleyWater.org/floodready serves as a hub of flood safety information with icons leading to a series of related web pages, including information on flood zone maps, signing up for emergency alerts, sandbags, reporting local flooding, and safety tips.

All cities and the county were requested to add a link redirecting site visitors from their respective flood protection resource pages and/or homepage to ValleyWater.org/floodready, Floodsmart.gov, and Ready.gov.

All Santa Clara County communities received hard copies of Valley Water's FPM, postcard, and trifold for their outreach efforts.

Valley Water shared the 2022-2023 Flood Awareness Outreach Partner Social Media Toolkit with all Santa Clara County cities/county, including CRS communities. The toolkit provided links to the multilingual annual FPM, social media graphics, messages for all nine flood awareness tips (PPI CRS message topics), and blog posts for all communities to use.

The 2022-2023 post-Flood Awareness Campaign survey found:
• 39% recalled receiving mail with information about flood safety (59% in 2021-22). • 64% are confident they have taken all necessary precautions to protect themselves from floods (76% in 2021-22).
• 43% rate the job Valley Water is doing at keeping them informed as excellent, good, or fair (61% in 2021-22).
• 48% are aware that their home was located in a flood zone awareness over last year (56% in 2021-22).
• 39% of respondents clearly understood Valley Water’s three main calls to action to be Flood Ready [develop an emergency plan, build an emergency kit, and get flood insurance] (58% in 2021-22). • 39% of respondents have flood insurance; 15% of renters polled have insurance (51% in 2021-22).

The results above demonstrate an effective campaign that is less expensive than general advertising, yielding a savings of approximately $150,000 with more robust results. Based on the findings, we will continue with targeted mailings to the FEMA SFHA as our outreach strategy for the flood awareness campaign rather than targeted advertising.

Flood Emergency Starter Kit Distribution
Pilot ‘Get Flood Ready’ Flood Event Kits (Flood Kits) were distributed to all cities and the county from late October through early November 2022. The Flood Kits included the following items: rolling storage bins, customized and branded (both Valley Water and agency’s logos) ‘Get Flood Ready’ banners and tablecloths, flood emergency starter kits, flood preparedness materials, and giveaway items. The Flood Kits will standardize local floodpreparedness outreach throughout the county and expand Valley Water’s ‘Get Flood Ready’ campaign.

In addition to the Flood Kits, CRS will increase and broaden our flood-preparedness outreach to underserved communities by partnering with other community organizations to distribute multilingual flood-preparedness materials and flood emergency starter kits.

This year, Valley Water acquired 6,000 flood emergency starter kits (Starter Kits). These Starter Kits will be distributed by all Santa Clara County communities and Valley Water’s CRS and other public-facing programs.

The Starter Kits include essential supplies, such as a hand squeeze flashlight, rain poncho, safety whistle, N95

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mask, and gloves. These popular Starter Kits encourage the community to ‘Get Flood Ready’ by developing an emergency plan and putting together a more comprehensive three-day emergency kit.

CRS communities Outreach/Flood Response Projects
The 2021 PPI Committee identified the outreach/flood response projects for each community. The implementation of these projects is reflected in the ‘FY 2023 (Year 2 of the 2021 PPI) Project Accomplishments’ column of Attachment 2.

Valley Water Education Outreach Program
Valley Water’s Education Outreach includes flood awareness messaging in every program presented year-round.

A dedicated flood-focused program is offered from October through April, depending on the rainfall situation in any given year.

Valley Water’s role as a flood protection agency is highlighted in all presentations so that participants in the Education Outreach Programs know that flood protection is one of Valley Water’s core objectives in Santa Clara County.

Flood-focused Programs
Education Outreach has three programs focusing on flood awareness and preparedness: ‘The Three Little Pigs and The Bad Weather Wolf,’ ‘Mapping Landforms,’ and ‘Watershed Maps.’ In FY23, Valley Water more than doubled its flood-focused programs from FY22. A high demand for in-person programs brought us back into the community and schools; therefore, we added a third flood-focused program, ‘Mapping Landforms,’ for 1st - 2nd grades. The demand for flood-focused programs was due to the unusually long rainy season extending into April 2023.

The results of Flood-focused programs delivered between October 2022 and April 2023 are as follows:
• 113 Presentations
• 2,751 Attendees
• 122 Educators
Flood Awareness Messaging
In addition to the Flood-focused Programs, the Education Outreach Program provided additional flood awareness messaging in their general classroom presentations, STEAM (Science, Technology, Engineering, Art, and Math) programs, libraries, and camp programs.

The results of the general flood protection messaging between October 2022 and April 2023 are as follows:
• 233 Presentations
• 8,548 Attendees
• 323 Educators
Community Events and Engagement
Booth Support at Events
Valley Water staff made a concerted effort to actively participate in community events, including community festivals and emergency preparedness affairs, particularly in communities and neighborhoods in or near flood zones. In FY23 (from September 2022 – May 2023), both Valley Water and the communities staff hosted 18 booths

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and distributed flood preparedness information on flood safety and emergency preparedness materials, including Valley Water’s annual FPM. Those events are listed below.

1. 2022 Santos Family 16th Annual Car Show-9/3/22 Alviso, CA

2. Emergency Preparedness Resource Fair-9/10/22 San Martin, CA

3. Mountain View Art & Wine Festival-9/11/22

4. Assembly Member Ash Kalra’s VeggieFest-9/17/22 San Jose, CA

5. Rotary Club Fall Festival-9/24/22 Cupertino, CA

6. Friends of Stevens Creek Trail Trailblazer Race-9/25/22 Mountain View, CA

7. Fall Festival at Martial Cottle Park-10/1/22 San Jose, CA

8. Santa Clara Parade of Champions-10/1/22

9. Pumpkins in the Park-10/8/22 San Jose, CA

10. Bay Area Diwali Festival of Lights-10/8/22 Cupertino, CA

11. Supervisor Lee’s Day on the Bay-10/8/22 Alviso, CA

12. Santa Visits Alviso-12/10/22

13. AAUW Wildflower Run-3/26/23 Morgan Hill, CA

14. VMC Foundation Women’s Leadership & Policy Summit-4/29/23 Saratoga, CA

15. Tech Interactive Tech Challenge-4/30/23 San Jose, CA

16. Berryessa Art Festival-5/13/23

17. San Jose Giants-5/13/23

18. Campbell Boogie Music Festival, 5/20/23-5/21/23
Speakers Bureau Program
In FY23, Valley Water's ‘Let’s Talk Water: Speakers Bureau Program’ reached the 18 organizations listed below. All general presentations include mention of flood protection, the need to ‘Get Flood Ready’ regardless of the county’s drought status, and links to Valley Water’s ‘Flood Ready’ information and resources webpage (ValleyWater.org/floodready), and the hotline to call to report obstructions in creeks.

Valley Water’s Speakers Bureau Program can customize presentations to update community groups on waterspecific issues and provide updates on projects in their area. ‘Let’s Talk Water’ also discusses local water conservation efforts and rebate programs. The FY23 presentations that included flood preparedness information are listed below.

1. October 13, 2022 – City of San Jose Board of Retirees meeting

2. October 20, 2022 – Palo Alto Kiwanis meeting

3. October 22, 2022 – Greentown Los Altos Library event

4. November 3, 2022 – Harbor Industrial Association luncheon

5. December 6, 2022 – RE/MAX Realtor informational meeting

6. January 4, 2023 – Mount Pleasant Neighborhood Assoc meeting

7. January 18, 2023 – Cupertino Library presentation hosted by Cupertino Library Foundation

8. February 9, 2023 – Sons in Retirement: Branch 54 monthly meeting

9. February 13, 2023 – Rotary Club of Evergreen Valley meeting

10. February 14, 2023 – Santa Clara County: Sustainability Working Group presentation

11. March 1, 2023 – Seven Trees Neighborhood Association meeting

12. March 6, 2023 – Leadership Morgan Hill presentation

13. March 9, 2023 – Presentation during Mountain View Senior Center afternoon workshop

14. March 23, 2023 – Mission San Jose Rotary Zoom meeting

15. April 6, 2023 – Water 101 Academy presentation

16. April 11, 2023 – Presentation during Terraces Los Gatos monthly speaker series

17. May 4, 2023 – West San Jose Kiwanis meeting

18. May 19, 2023 – Rotary Club of San Jose Silicon Valley

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Other Community Engagement Efforts
Valley Water partnered with the Silicon Valley Bike Coalition at the Ride Out the Drought event held on October 15, 2022; the Salvation Army on October 22, 2022; Santa Visits Alviso Foundation on December 7, 2023; Sacred Heart Community Services on February 8, 2023, and Ms. Gail Osmer, homeless advocate, on March 15, 2023 by providing and/or distributing FEMA, US Army Corps of Engineers, and Valley Water multilingual flood preparedness educational materials, flood insurance promotion, AlertSCC, American Red Cross All-Hazard APP, and emergency preparedness starter kits which supports Valley Water’s ‘Get Flood Ready’ campaign.

Additionally, presentations on flood preparedness were made at the City of Cupertino Public Safety and Community Emergency Response Team (CERT) held on October 26, 2022, and at the City of San Jose Neighborhood CERT event held on November 15, 2022. Flood resources were also shared at these events.

V. 2023 SANTA CLARA COUNTY CRS USERS GROUP/PPI COMMITTEE MEETINGS – MONITORING AND EVALUATING THE 2021 PPI
The FY23 Santa Clara County CRS Users Group/PPI Committee meetings were held on March 21, 2023, and May 16, 2023. Attendance was good and quorum was met with staff from the 11 CRS communities for both meetings. Staff from some non-CRS communities, external stakeholders, and other interested parties were also in attendance. Agendas/minutes, and attendance sheets for each meeting are included (Attachments 3-6).

As required by CRS, the objective for both the March and May 2023 meetings was to monitor the implementation of the 2021 PPI, determine if the desired outcomes were achieved, and discuss if any changes to the 2021 PPI were needed to complete this annual evaluation report. The PPI Committee agreed that the 2021 PPI messaging and projects would remain the same for the duration of the 2021 PPI, which sunsets in 2026.

At the March 21, 2023, meeting, a draft FY 2023 (Year 2 of the 2021 PPI) Project Accomplishments worksheet was shared with the PPI Committee for their review/input.

The PPI Committee:
● Assessed whether the desired outcomes of the 2021 PPI were achieved in FY23 and what, if anything, should be changed. The consensus of the PPI Committee is that our 2021 PPI implementation for FY23 continues to be on target and that no changes are needed. Cities with the PPI approved by their elected officials reported receiving strong support.
● Reviewed which communities have adopted the 2021 PPI. Ensured that those communities who have adopted the PPI have all the conformed/enacted copies and supporting documentation in their respective governing bodies uploaded into Egnyte and a copy sent to Valley Water. ● Provided instruction on how communities will submit their updates to Appendix A of the 2021 PPI to Valley Water for consolidating annual evaluation report, including the spreadsheet (Attachment 2). ● Communities were informed that all updates were due by the next CRS Users Group Meeting or sooner. ● Reviewed and discussed ‘Other New Initiatives’ identified in the 2021 PPI (see below, Section VI. Future Messaging – Other New Initiatives).

Amy Fonseca, Valley Water CRS Program Administrator asked the group to share any ideas they may have on how we could carry out a new initiative as a group.

Initiative #1 - Continue and expand the standardized flood message prepared for each community to include flood messages in utility bills yearly, including PG&E − Utility bills will continue to be offered by Valley Water. − The PPI Committee decided to continue discussion of this initiative discussion to the May 16, 2023, meeting; Valley Water’s as Communications would be providing an update of the FY23 Flood Awareness Campaign which those results could impact and guide initiative actions.

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Initiative #2 - Expand on partnerships with local chambers of commerce to disseminate and share flood preparedness information
− Group was asked if anyone have any ideas or contacts to share? For example, the Santa Clara County Chamber of Commerce. Does anyone have any contacts with them? Who are these events catered to? − Beginning of FY23-24 flood season, we will work together to coordinate something county-wide or locally?
Initiative #3 - Expand on outreach to the Asian and Latino communities who live in flood prone areas − Group was asked if they had any ideas to expand outreach Asian or Latino communities in your areas that have been impacted by flooding?
Paola Giles, Valley Water Communications offered that we could reach out to school districts (specific schools with the Asian/Latino demographics), libraries, recreational and senior centers.

Jenn Chu, City of Cupertino mentioned that their Safe Routes to School Coordinator meets with schools and provides flyers, communications.
− Valley Water shared the ArcGIS Online: Valley Water Open Data https://datavalleywater.opendata.arcgis.com/, a free public data and resource. We demonstrated the Disadvantaged Community Web Mapping Application layer:
https://gis.valleywater.org/portal/apps/webappviewer/index.html?id=9c12e4acd60d4e14a4839ce01fcc8b c2.

Initiative #4 - Expand on outreach to “hot spot” flood-prone areas by hosting on-site or virtual events Pointed out that the ArcGIS tool has several layers, including Santa Clara County Low Income Census Tracts (Poverty Zones) and Valley Water Flood Hot Spots. If any community is interested in accessing this information, reach out to Valley Water. We asked the group if there was any overlap of Valley Water’s hot spots versus their jurisdiction’s hot spots? Initiative #5 - Expand on reaching local homeowners associations (HOA)s and apartment associations (i.e., Executive Council of Homeowners [ECHO])
Shared with the group that Valley Water’s Speakers Bureau: Valley Water’s ‘Let's Talk Water: Speakers Bureau Program (https://www.valleywater.org/learning-center/lets-talk-water-speakers-bureau) offers presentations on the history of Valley Water and how we operate and includes information on flood preparedness. Presentations can be customized for groups, as requested.

Steve Golden, City of Los Altos suggested communities could assist with providing contacts for HOA’s and property management companies that interact with renters.

Initiative #6 - Expand on reaching residents in marginal and low-income communities through partnering with organizations that reach these communities (i.e., Second Harvest Food Bank and others) Demonstrated the ArcGIS Disadvantaged Community Application Map Tool Santa Clara County Low Income Census Tracts (Poverty Zones) layer
Initiative #7 - Communities could pursue FEMA Matching Funds Grants for severe Repetitive Loss Areas
This is something we could possibly investigate in future years; as was mentioned earlier during the meeting, as part of the Feasibility Study for CRS regionalization in Santa Clara County. The immediate need is us to retain the 280 points for Activity 510 FMP that are currently credited under the 2017 County of Santa Clara Multi-Jurisdictional Hazard Mitigation Plan (MJHMP).

Valley Water and Santa Clara County are looking into Valley Water possibly developing a separate floodcentric FMP rather than including it as part of the update of the County’s 2017 MJHMP. The proposed flood-centric FMP could have a direct tie-in to this initiative; however, it may not include the RLAA element as part of the FMP.

Valley Water has shared some grant opportunities Climate Change Resiliency, CAL Office of Emergency Services (OES) with our Grant’s Team. It was also mentioned, that under Valley Water’s Safe Clean Water, we have some community grants available to cities/county through our Grants Program.

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Initiative #8 - Review and expand other public information activities, such as Flood Protection Assistance (Activity 360) and Flood Insurance Promotion (Activity 370) This initiative ties in with the ongoing CRS regionalization efforts. We will see what recommendations come out of the draft Feasibility Study.

Initiative #9 - Develop a region-wide Flood Response Preparations (FRP) messaging plan Demonstrated an electronic copy of the City of Santa Clara’s FRP. As the PPI Committee has discussed in past meetings, we are still considering using the City of Santa Clara’s FMP as a model for developing a countywide FRP that can be credited uniformly. ISO indicated this approach would likely be credited regionally.
● Discussed usage of Flood Event Kits that Valley Water provided to all communities at the end of October – early November 2022. We requested that communities share these flood preparedness resource materials with other appropriate departments within their organization. ● Provided a status update on the Feasibility Study for CRS Regionalization in Santa Clara County. Discussed the Multi-Jurisdictional Floodplain Management Plan (MJFMP) that Valley Water, its consultant, Tetra Tech, and all Santa Clara County communities will develop. This MJFMP will be a flood-centric FMP and separate from the update to the County of Santa Clara’s 2017 Multi-Jurisdictional Hazardous Mitigation Plan (MJHMP). ● Reminded all CRS communities to review their flood information landing page monthly and to verify all links are valid and annually to ensure content is still relevant and current to comply with CRS Activity 350 - Flood Protection Information, Element c), Flood Protection Website, from the CRS Coordinator's Manual, CRS. They were also reminded to ensure their flood resources landing page re-directs to Valley Water’s Flood Ready landing page, ValleyWater.org/FloodReady, FEMA’s floodsmart.gov and ready.gov.

At the May 16, 2023, meeting, a draft 2021 PPI FY23 Annual Evaluation Report was briefly shared with the communities. The PPI Committee discussed that the FY22 Annual Evaluation Report was used as the starting basis for the FY23 Annual Evaluation Report. We reminded communities that the annual evaluation report will be due as part of communities’ annual CRS recertification package, which will be due on August 1, 2023, or during scheduled 5-year cycle visits (for Cities of Santa Clara, Palo Alto, Sunnyvale, and Mountain View) which are tentatively scheduled to be conducted in November 2023.

Valley Water Communications staff presented an overview of the 2022-2023 Flood Awareness Campaign, including the annual FPM that was mailed in November 2022 to all addresses in the FEMA Special Flood Hazard Area (SFHA) and was also sent to city/town/county managers, public works and planning directors, and communities’ staff at the end of December 2022.

Additionally, Valley Water Communications staff and their consultant, Probolsky Research, shared the FY23 post-campaign polling results the PPI Committee. It was determined that future flood awareness campaigns have an opportunity for expanded outreach to renters of both single-family homes and multi-family units, as well as providing localized historical flood information and outreach materials in public spaces. The FY24 Flood Awareness Campaign approach was discussed.

Valley Water shared the status on the Feasibility Study for regionalizing the CRS program in Santa Clara County.

We are shared that Valley Water will be leading a flood-centric Multi-Jurisdictional Floodplain Management Plan (MJFMP) in lieu of including CRS requirements as part of the update of the County of Santa Clara’s 2017 MultiJurisdictional Hazard Mitigation Plan (MJHMP).

There was discussion regarding forming a separate working group for communities scheduled to be cycled in November 2023 (Cities of Mountain View, Palo Alto, Santa Clara, and Sunnyvale). Valley Water will first meet with Marlene Jacobs, ISO CRS Specialist assigned to all Santa Clara County communities, to see what Valley Water can provide to streamline the document process for activities we perform that are creditable under the CRS program, and which said credit transfers to the CRS communities. In the July/August 2023 timeframe, a coordination meeting between Valley Water, ISO, and the communities scheduled to be cycled will be set up.

Valley Water CRS staff shared information on the Department of Water Resources (DWR) statewide agency coordination calls scheduled to begin by late June – early July 2023. The DWR calls lead up to the California Flood Preparedness Week (CFPW) held each October annually (specific dates for October 2023 to be announced). We

Santa Clara County 2021 Multi-Jurisdictional Program for Public Information Annual Evaluation Report for FY23 (Year 2: July 2022 to June 2023) 19 of 20
shared Valley Water's experience participating in these calls, including the benefits of learning about CFPW, what other agencies throughout the state are doing, ways to participate, setting up lobby displays for the public, and accessing available resources for public events. All communities were strongly encouraged to participate this year, including presenting a resolution (Valley Water’s template available upon request) to their city councils to adopt CFPW and to forward information to other staff that can help promote flood-preparedness.

We also discussed the usage of the Flood Event Kits that Valley Water provided to all communities in late 2022. Communities were encouraged to use the Flood Event Kits at various city-hosted events, safety fairs, etc., where flood preparedness messaging and materials are shared with residents. These resources will ensure our messaging and information on how to ‘Get Flood Ready’ is uniformed throughout the county.

The group was asked if there was interest in Valley Water, in coordination with the California State Department of Water Resource (DWR), hosting CRS/ISO training required for Certified Floodplain Managers (CFMs) for their continuing education credit requirement. The group expressed interest; Valley Water will work with Robert Lampa of DWR to explore options to bring a four-day training course to California (possibly Valley Water’s facility) sometime in early 2024.

We reviewed actions needed to complete the development of the 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Evaluation Report, FY 23 (Year 2: July 2022 to June 2023). This annual evaluation report is the second report for the 2021 PPI which documents our collective outreach project activities.

VI. FUTURE MESSAGING – Other New Initiatives
The PPI Committee identified several opportunities to expand on existing initiatives and initiate new ones as follows:

1. Continue and expand the standardized flood message prepared for each community to include flood messages in utility bills yearly, including PG&E.

2. Expand on partnerships with local chambers of commerce to disseminate and share flood preparedness information.

3. Expand on outreach to the Asian and Latino communities who live in flood-prone areas.

4. Expand on outreach to ‘hot spots’/flood-prone areas by hosting on-site or virtual public events.

5. Expand the reach to local homeowners associations (HOA)s and apartment associations (i.e., Executive Council of Homeowners [ECHO]).

6. Expand the reach to residents in historically underserved and low-income communities through partnerships with organizations that serve these communities (i.e., Second Harvest Food Bank and others).

7. Communities could pursue FEMA Matching Funds Grants for severe Repetitive Loss Areas.

8. Review and expand other public information activities, such as Flood Protection Assistance (Activity 360) and Flood Insurance Promotion (Activity 370).

9. Develop a region-wide Flood Response Preparations (FRP) messaging plan.

The messages that the PPI Committee originally chose are still relevant to Santa Clara County. The committee will continue to increase its efforts to encourage people to prepare personal/family emergency plans and be Flood Ready. This will be incorporated into the flood preparedness outreach starting every fall. The PPI Committee will also continue coordinating efforts with Valley Water’s Education Outreach Program to promote flood preparedness in local schools.

The PPI Committee recommends continued use of social media for messaging. Mobile usage among individuals has increased exponentially over the years, and online platforms are rapidly adjusting to mobile-friendly standards. This provides an excellent opportunity to modernize campaign ad efforts by utilizing social media and digital advertising to increase exposure and reach more residents in Santa Clara County. Furthermore, these modern advertising methods allow for specialized demographic targeting to reach a narrow and defined audience, improving the ability to reach vulnerable populations effectively.

In support of our preparedness messaging, the PPI Committee will continue to promote the importance of having family emergency plans and kits ready before an emergency/flood event occurs.

The PPI Committee will continue to promote the American Red Cross All-Hazard App which monitors alerts for

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severe weather, including floods, and the Floodsmart.gov and Ready.gov websites. The communities will distribute American Red Cross Emergency Contact Cards at events throughout the county.

VII. CONCLUSION
Overall, the CRS Users Group/PPI Committee successfully implemented the 2021 PPI in FY23. The 2021 PPI allowed PPI Committee members to mutually decide which flood risk reduction messages are most appropriate for our residents and identified how to effectively deliver these messages. The objectives of participating in the 2021 PPI are to enhance the effectiveness of the flood risk messages to residents, reduce flood risks within Santa Clara County, and to earn valuable CRS credit points when identified outreach projects are implemented.

The CRS Users Group/PPI Committee will continue their outreach efforts through FY24. ________________________________________________________________________________________ Attachments for submission to Valley Water Board, City Councils/Managers, and FEMA as part of 2023 Annual Recertification/5-year Verification Package, as required:

1. Members of the Santa Clara County Multi-Jurisdictional 2021 PPI Committee

2. Appendix A from 2021 SC County Multi-Jurisdictional PPI noting FY23 Project Accomplishments

3. March 21, 2023, Santa Clara County CRS Users Group Meeting Agenda** 4. March 21, 2023, Santa Clara County CRS Users Group Meeting Attendance Sheet

5. May 16, 2023, Santa Clara County CRS Users Group Meeting Agenda**

6. May 16, 2023, Santa Clara County CRS Users Group Meeting Attendance Sheet ** Meeting minutes are included in Section V of this report.

Table 1. Original Members of the Santa Clara County Multi-Jurisdictional 2021 PPI Committee Community Local Government
Representative and Alternates External Stakeholders
County of Santa
Clara
Chris Freitas, Sr. Civil Engineer
Neville R. Pereira, PE, Development Services Manager,
Department of Planning and Development, Floodplain
Manager
Marsha Hovey, CADRE Board Chair
Cupertino Chad Mosley, Assistant Public Works Director/City Engineer, Public Works Department, Floodplain
Manager
Jennifer Chu, Senior Civil Engineer
Public Works Department
Jim Oberhofer, Emergency Coordinator
Cupertino ARES/RACES
Gilroy Gary Heap, City Engineer
Public Works Department
Jorge Duran, Senior Civil Engineer, Floodplain Manager
Public Works Department
Merna Leal, City of Gilroy resident
Los Altos Steven Golden, Senior Planner, Floodplain Manager Andrea Trese, Associate Civil Engineer
Christopher Wilson, Operations Manager,
Los Altos Suburban District, California Water
Company
Los Altos Hill Carl Cahill, City Manager, Floodplain Manager Nichol Bowersox, Public Works Director/
City Engineer
Christine Hoffmann, Assistant Engineer (DPW)
Phil Witt, General Manager Purissima Hills
Water District
Los Gatos WooJae Kim, P.E, Town Engineer
Parks and Public Works, Floodplain Manager
Annamaria Swardenski, Swardenski
Consulting
Milpitas Steven Erickson, City Engineer/Engineering Director, Floodplain Manager
Kan Xu, Principal Civil Engineer,
Engineering Land Development Section
Brian Petrovic, Associate Civil Engineer
Engineering Land Development Section
Elizabeth Koo, Administrative Analyst, Engineering Land Development Section
Warren Wettenstein, Chairman of the
Economic Development & Trade
Commission and President of the Milpitas
Chamber
Morgan Hill Maria Angeles, Senior Civil Engineer, Floodplain Manager, CFM
Charlie Ha, Supervising Civil Engineer
Engineering & Utilities Department
Swanee Edwards, City of Morgan Hill
resident
Mountain View Renee Gunn, Senior Civil Engineer, Public Works Department
Gabrielle Abdon, Assistant Engineer, CFM
Kevin Conant, PG&E
Palo Alto Rajeev Hada, Project Engineer, CFM
Public Works Department, Engineering Services Division, Floodplain Manager
Dan Melick, CERT Volunteer
City of Palo Alto resident
San Jose Arlene Lew, Principal Engineering Technician
Vivian Tom, Senior Transportation Specialist
Department of Public Works Development Services
Division
Shari Carlet, City of San Jose resident,
certified Floodplain Manager
Santa Clara Evelyn Liang, Senior Civil Engineer
Falguni Amin, Principal Engineer
Public Works – Engineering
Kevin Moore, Retired City Council member
Saratoga David Dorcich, PE, QSP/D, Associate Civil Engineer, Community Development Department, Floodplain
Manager
Rebecca Gallardo, Real Estate Agent for
Intero, a Berkshire Hathaway Affiliate,
servicing all areas of the Bay Area
Sunnyvale Tamara Davis, Senior Management Analyst Jeff Holzman, Director, Real Estate District Development Google
Agnes Veith, City of Sunnyvale resident
Valley Water Trisha Howard, Program Administrator
Paola Giles, Public Information Representative III
Sherilyn Tran, Office of Civic Engagement Unit Manager
Nikki Rowe, American Red Cross
Note: Since the development of the 2021 PPI there may have been changes to a community’s 2021 PPI Committee members (either the local government representatives and/or the external stakeholders). Those member changes are noted on the meeting attendance sheets.

ATTACHMENT NO. 1

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
Community At Large
(CAL)
- Multilingual
Communities
- Groups with Special
Evacuation Needs
- New Residents,
Visitors and Tourists
Topic 1: Know your flood hazard
Message 1A - Know your flood risk
Message 1B - Contact your floodplain manager to find out if your property is in a floodplain
Message 1C - Check if your home or business is in a Special Flood Hazard Area
Topic 2: Insure your property for your flood hazard
Message 2A - Get flood insurance ahead of time
Message 2B – Insure your property
Message 2C – There is a 30-day waiting period for the policy to take place
Topic 3: Protect people from the flood hazard
Message 3A - Put your 3-day emergency kit together
Message 3B - Follow evacuation orders
Message 3C – Learn the best route to high ground
Topic 4: Protect your property from the flood hazard
Message 4A - Protect your property from the flood hazard Message 4B - Prepare your home
Message 4C - Sandbags can offer protection against a foot or less of floodwater
Message 4E - Get sandbags before a flood
Topic 5: Build responsibility
Message 5A - Build responsibly in floodplains
Message 5B - Comply with development requirements
Message 5C - Check with your local floodplain manager before you build Topic 6: Protect natural floodplain functions
Message 6A -Keep creeks clean and flowing
Message 6B - Keep debris and trash out of our streams
Message 6C - Don’t pollute, dump, or drain anything in creeks Educate our community
on flood protection and
preparedness measures
(VW OP #01) Multi-language Countywide Mailer (CWM) to every postal address in Santa Clara County (Topics 1-5 and 7, 8)
Valley Water
Communications
Each late
October or
November
All Santa Clara
County CRS
Communities
Valley Water’s FY23 Countywide Mailer (CWM) included
a ‘Floods Can Follow Droughts’ section and was sent
starting November 8 through 18, 2022, countywide to
744,025 addresses (USPS: ECRWSS ‐Extended/Enhanced
Carrier Route Walking Sequence Saturation Postal
Customer). The CWM includes flood protection and
preparedness measures information, knowing your
flood risk, getting flood insurance, developing an
emergency plan and kit, protecting your home from
flood threats, signing up for AlertSCC and the American Red Cross Disaster Emergency App, and understanding
shallow flooding – Turn Around Don’t Drown®.
https://s3.us-west-1.amazonaws.com/valleywater.org.u
s-west-1/s3fs-public/2022-10-26_Drought%20Countywi
de%20Mailer.pdf
All Santa Clara communities support and promote Valley
Water’s outreach projects.
(VW OP #02) Distributes a soft copy of our Flood Safety Tips brochure for all SCC CRS communities’ use (print hard copies to distribute at events and/or post of flood preparedness webpages) (Topics 1-9)
Valley Water
Communications
Annually,
November/
December
All Santa Clara
County CRS
Communities
Multilingual postcards that included the 9 CRS topics and supporting messages, and links to various flood
readiness/preparedness webpages were produced and
distributed to all Santa Clara County communities, including CRS communities, in early January 2023.

Additionally, in mid-November 2022, Valley Water’s
2022-2023 Flood Awareness Outreach Partner Social Media Toolkit, “Our Climate Has Changed,” which included the
postcards, were made available for download to all
partnering agencies.

The toolkit includes the following items which contained messages for all nine flood awareness tips (PPI CRS message topics) for all Santa Clara County communities to use:
● Key flood outreach messages,
● SFHA floodplain mailer (multilingual)
3 A stakeholder can be any agency, organization, or person (other than the community itself) that supports the message. Stakeholders can be: an insurance company that publishes a brochures on flood insurance, even if it is set out at City Hall; a local newspaper that publishes a flood or hurricane season supplement each year; FEMA, if, for example, a FEMA brochure is used as an informational material; schools that implement outreach activities; a local newspaper; a neighborhood or civic association that sponsors and hosts a presentation by a community employee; a utility company that includes pertinent articles in its monthly bills; or presentations made by state or FEMA staff at a Risk Map meeting. 2 Each September, all deliverables need to be reported to Valley Water for tracking purposes. 1 Message Topics: Outreach Projects (OP): Topic 1 – Know your flood hazard; Topic 2 – Insure your property for your flood hazard; Topic 3 – Protect people from the flood hazard; Topic 4 – Protect your property from the hazard; Topic 5 – Build responsibly; Topic 6 – Protect natural floodplain functions; Topic 7 – Develop a Family Emergency Plan; Topic 8 – Download disaster Apps; Topic 9 – Understand shallow flooding risks – “Don’t drive through standing water.” Flood Response Preparations (FRP): What to Do Before, During and After a Flood/Storm 1 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
Topic 7: Develop a Family Emergency Plan
Message 7A: Develop an emergency plan
Topic 8: Download disaster Apps
Message 8A - Download disaster emergency apps
Topic 9: Understand shallow flooding risks – don’t drive through standing water
Message 9A - Understand shallow flooding risks - don’t drive through standing water
FEMA’s message: “Turn Around Don't Drown®.”
● ‘Are You Flood Ready?’ Postcard
● Flood Awareness ‘Our Climate Has Changed”
(dated 11/2022) double-sided flyer (multilingual)
for digital use and print
● Digital multilingual ads (web and social media
graphics)
● Videos,
● Flood Awareness text, tips, and URLs
(multilingual), and
● Flood Can Follow Droughts 2001-2023 Timeline
Cupertino distributes copies of Valley Water’s Flood Safety Tips at various fairs/events (i.e., Earth Day Festival) and provides additional copies for the public on display at City Hall. Cupertino also has a direct link to Valley Water’s annual mailer and Flood Ready webpage on the City’s
“Floodplain Management” webpage.

Los Altos distributes brochures available at City Hall, library, and community center. They are also distributed at
community events (emergency training, wine stroll, etc.).

Morgan Hill hosted ‘National Night Out’ on August 2, 2022.

Flood preparedness information (Valley Water floodplain mailer, red ‘Get Flood Ready’ which includes an emergency supply list tote bags, etc.) were distributed.

Mountain View promotes and distributes Valley Water’s
Flood Safety Tips and emergency kits at fairs (i.e., Earth Day Celebration). Valley Water’s flood safety brochures are available at city hall.

Palo Alto promotes and distributes Valley Water’s Flood Safety Tip and emergency kits at fairs (i.e., Earth Day Festival) and provides as an informational item on Utility Inserts sent every year. Valley Water’s flood safety
brochures are available at city hall.

The City of Santa Clara has hard copy brochures available at city hall and central library. They are distributed at the yearly art & wine festivals as well.

All Santa Clara communities support and promote Valley
Water’s outreach projects.
2 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
(CUP OP #03) Flood notice in the local newsletter, “The Cupertino Scene” (Topics 1-9)
City of Cupertino Each October
or November
issue
N/A Cupertino published the annual flood preparation article in the October 2022 issue of “The Cupertino Scene”.
(LA OP #04) Two (2) newspapers ads, in the Los Altos Town Crier (Topics 1-5) City of Los Altos Each fall N/A Los Altos published two newspaper ads titled “Assess Your Flood Risk and Flood Insurance Availability” on 10/5/22 and on 10/19/22 in the Los Altos Town Crier.
(LAH OP #05) The town’s “Our Town” quarterly newsletter includes information on flood preparedness. The newsletter is mailed out town-wide and is also available online on the town’s website (Topics TBD during cycle visit) Town of Los Altos
Hills
Each fall N/A Town of Los Altos Hills: No update available - non-CRS participating community.
(LAH OP #06) The town distributes various flood preparedness and safety materials at events, including Valley Water’s annual floodplain mailer and promotional item (e.g., emergency starter kits, Get Flood Ready Emergency Supply Checklist tote bags, etc.), FEMA flood insurance information, ReadySCC, and American Red Cross Flood apps, AlertSCC, sandbag guidelines, flood protection project-specific notices, FEMA NFIP materials, and preparedness activity/coloring books, etc.) to the public
Town of Los Altos
Hills
Annually,
spring and late
summer
N/A Town of Los Altos Hills: No update available - non-CRS participating community.
(MIL OP #07) “Flood Public Advisory” brochure to community at large (Topics 1-6) City of Milpitas Each December or
January
N/A Milpitas: A utility bill insert was sent to every address in Milpitas on 11/16/22. This was sent out in four languages (English, Vietnamese, Spanish, and Chinese).
(MH OP #08) Sends a citywide “Flood Report” brochure (Topics 1-9) City of Morgan Hill
Annually, close
to or during
the start of the
rainy season
N/A It is anticipated that the City of Morgan Hill will mail out citywide the “2023 Flood Report” in late June 2023 or
sometime in July 2023.
(MV OP #09) Sends “The View” citywide newsletter, Winter version, includes information on flood risk, flood safety, and the importance of buying flood insurance (Topics 1-9)
City of Mountain
View
Fall newsletter
edition
N/A Mountain View’s publications have been updated. This year in March 2023 after a large round of storms we provided information (link to webpage, reporting flooding, sandbags) in the “City Hall Connection” which is sent to all registered users in the city.
(MV OP #10) Mails a utility bill insert to all resident and businesses that contains information on flood risk, flood safety, and the importance of buying flood insurance (Topics 9)
City of Mountain
View
Between July -
September
N/A Mountain View sent out Valley Water’s Get Flood Ready flier as a utility billing insert to every City utility customer in December 2022.
(PA OP #11) Sends the “Are You Ready for Winter Storms?’ flier (aka utilities insert) to all residents and businesses in the City, along with their utility bills (Topics 1-9)
City of Palo Alto Each Fall N/A Palo Alto sent “Are You Ready for Winter Storms?” fliers to all residents and businesses along with their utility bills in October 2022. The social media ad campaign (i.e. Facebook, Instagram, Nextdoor) was also included in the utility bills that went out in October 2022.
(PA OP #12) Sends out utility announcement, “Anytime it can rain, it can flood.

Don’t get caught off-guard” (Topics 1, 2,3, 4, 5, 6, 7, & 9 – will pursue adding other topic)
City of Palo Alto Each
March/April
N/A Palo Alto sent a utility announcement as an informational announcement on utility bills went out in December 2022.

Effective FY 23, the City’s Public Works Department has 3 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
shifted from the March/April time frame of this
announcement, to December each year.
(PA OP #13) The city distributes various flood preparedness and safety documents, including FEMA NFIP materials for public/policyholders City of Palo Alto Year Round N/A Palo Alto distributed flood preparedness documents, including the emergency starters kit, to the local libraries and also made informational materials available in the HQ lobby.
(SC OP #14) Mails out a citywide newsletter for residents and businesses called “Inside Santa Clara” (Topics 1-9)
City of Santa Clara Each fall N/A Santa Clara: Citywide newsletter was sent to residents and is available on the city website in November 2022.

Educate our community
on flood protection and
preparedness measures
Increase in ‘hits’ on
Valley Water and
communities Flood
Protection Resources
webpage
____________________
__
These website projects
are credited under
Activity 350 – Flood
Protection Information,
element c). Flood
protection website
(WEB),
not credited under
Activity 330
Note: To receive any
WEB credit, the
community’s website
must meet the following
criteria:

The community must
check the website’s links
at least monthly, and fix
those that are no longer
accurate. At least
annually, the community
must review the content
to ensure that it is still
current and pertinent
(VW OP #15) Flood Ready webpage: Flood & Safety, Flood Protection Resources, includes floodplain and countywide mailers
https://www.valleywater.org/floodready
Valley Water Year Round All Santa Clara
County CRS
Communities
Valley Water’s flood protection resources landing page
includes the most current version of the annual floodplain mailer “Our Climate Has Changed - Be Aware, Be Prepared, Take Action”(dated 11/22
https://online.flipbuilder.com/tkap/tmie/) and “Floods Can Follow Drought” countywide mailer (dated 10/2022
https://s3.us-west-1.amazonaws.com/valleywater.org.us-w est-1/s3fs-public/2022-10-26_Drought%20Countywide%20
Mailer.pdf ), and “You Live in a Flood Zone, Make Sure You Are Ready. Do You Know What to Do Before, During, and
After a Flood”’ trifold (dated 12/2022
https://online.flipbuilder.com/tkap/zmox/).

Cupertino’s “Floodplain Management” webpage has a link
that redirects to Valley Water’s Flood Ready landing page.

Gilroy’s “Flood Management” and “Emergency
Preparedness” web pages link to Valley Water’s Flood ready landing page.

Los Altos’ “Floodplain Management Information” web page links to Valley Water’s Flood Ready web page.

Morgan Hill’s “Floodplain Management” landing page
redirects to Valley Water’s Flood Ready landing page.

Palo Alto’s “Flood Information and Winter Storm
Preparedness” webpage redirects to Valley Water’s Flood Ready landing page.

City of Santa Clara’s “Flood Protection Information” web page redirected to Valley Water’s Flood Ready page.

All Santa Clara communities flood protection resource
landing pages redirect to Valley Water’s Flood Ready
landing page.
4 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
(ALL OP #16) All communities’ website flood protection resources webpage includes language that contains the three additional PPI priority messages noted below:

7. Develop an emergency plan

8. Download disaster apps

9. Understand shallow flooding risks––don’t drive through standing water All Santa Clara
County
Communities
Year Round N/A Valley Water’s flood protection resources landing page includes the top 6 CRS priority topic messages, as well as the 3 additional messages identified in the 2021 PPI (page 45).

Cupertino’s “Floodplain Management” webpage has a link
to Valley Water’s annual mailer which includes the CRS 9 topics.

Gilroy’s “Emergency Preparedness”' webpage redirects to Valley Water’s Flood Ready landing page, ‘9 Essential Tips to Get Flood Ready.’ Our Emergency Preparedness page also
includes topics 7, 8, and 9.

Morgan Hill’s “Flood Information, Floodplain Management” webpage includes a link to the “2021 Flood Report” that includes the CRS 9 topics.

Palo Alto’s utility insert includes all three additional PPI priority messages, and the Flood Information and Winter Storm Preparedness website has a link to the utility insert which shows the three additional PPI.

City of Santa Clara’s “Flood Protection Information” web page includes resources for preparedness.
(SCC OP #17) Hosts a “Storm and Flood Information and Resources” webpage available for all residents in the county, includes re-directing to www.floodsmart.gov https://www.sccgov.org/sites/opa/Pages/storm.aspx Santa Clara County
Office of Public
Affairs
Year Round N/A Santa Clara County: No update available - non-CRS participating community
(SCC OP #18) Hosts a “Flood Safety Information” webpage, includes re-directing to www.valleywater.org/floodready https://cpd.sccgov.org/flood-safety-information Santa Clara County
Consumer
Protection Division
Year Round N/A Santa Clara County: No update available - non-CRS participating community
(SCC OP #19) Hosts a “Be a Prepared Community Member” webpage that includes emergency preparedness information
https://emergencymanagement.sccgov.org/be-prepared-community-member Santa Clara County
Office of
Emergency
Management
Year Round N/A Santa Clara County: No update available - non-CRS participating community
(SCC OP #20) Hosts a “People with Access and Functional Needs (AFN)” webpage https://emergencymanagement.sccgov.org/people-access-and-functional-needs-a fn
Santa Clara County
Office of
Emergency
Management
Year Round N/A Santa Clara County: No update available - non-CRS participating community
5 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
(CUP OP#21) Hosts a “Citizen Preparedness” webpage that includes emergency preparedness information, includes re-directing to Valley Water’s www.valleywater.org/floodready webpage
https://www.cupertino.org/residents/community-services-programs/emergency-s ervices/citizen-preparedness
City of Cupertino
Office of
Emergency
Services
Year Round N/A Cupertino has archived the “Citizen Preparedness” webpage and created a new “Floodplain Management”
webpage:
https://www.cupertino.org/our-city/departments/public-w orks/permitting-development-services/floodplain-manage
ment
(GIL OP #22) The city hosts an “Emergency Preparedness” webpage Emergency Preparedness | Gilroy, CA - Official Website (cityofgilroy.org) (listed in Appendix B) City of Gilroy
Fire Department
Year Round N/A Gilroy continues to maintain an “Emergency Preparedness” webpage, including a link that redirects to Valley Water’s Flood Ready landing page, the National Weather Service
webpage, Ready.gov, FloodSmart.gov, and the City’s Flood Management webpage. The Emergency Preparedness
webpage is reviewed once a month and updated as needed. (LA OP #23) The city’s Public Works Department hosts a ‘Flood Zone Information’ webpage on its website (listed in Appendix B)
https://www.losaltosca.gov/publicworks/page/flood-zone-information City of Los Altos
Public Works
Department
Year Round N/A Los Altos’ webpage is updated as needed. The webpage URL is:
https://www.losaltosca.gov/publicworks/page/floodplainmanagement-information (LAH OP #24) The town hosts a “Flood Information” webpage on the town’s website. This webpage includes information on the PPI nine topics, including a supporting message. The webpage redirects to the following key resource websites: www.valleywater.org/floodready, www.floodsmart.org, www.ready.gov, and www.weather.gov
Town of Los Altos
Hills
Year Round N/A Town of Los Altos Hills: No update available - non-CRS participating community
(LG OP #25) The town’s website encourages residents and businesses to purchase flood insurance and redirects visitors to www.floodsmart.gov Town of Los Gatos Year Round N/A Town of Los Gatos: No update available - non-CRS participating community
(MIL OP #26) The city’s’ website has a “Flood Information” webpage that contains information on several of the PPI message topics; the webpage also redirects to Valley Water, FEMA, NOAA, www.floodsmart.gov, www.Ready.gov, and USGS webpages
The city’s website also has a “Important Flood Hazard Information” webpage that contains information on several of the PPI message topics; the webpage also redirects to Valley Water, FEMA, NOAA, www.floodsmart.gov (listed in Appendix B)
https://www.ci.milpitas.ca.gov/milpitas/departments/engineering/flood-informat ion/
City of Milpitas
Engineering
Department
Year Round N/A Milpitas: On-going.

Link:
https://www.ci.milpitas.ca.gov/milpitas/departments/engin eering/flood-information/
(MH OP #27) The city’s website has a “Flood Information, Floodplain Management” webpage that contains city’s flooding information which redirects to their Floodplain Management page and includes a link to the city’s latest annual “Flood Report.” The webpage redirects Valley Water’s flood ready webpage and also contains FEMA flood information
http://www.morgan-hill.ca.gov/747/Flood-Information
City of Morgan Hill
Engineering Land
Development
Year Round N/A Morgan Hill’s “Flood Information, Floodplain Management” webpage will be updated to include a link to the “2023
Flood Report” brochure.
6 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
Floodplain Management | City of Morgan Hill, CA - Official Website (MH OP #28) The city’s website has an “Emergency Preparedness’ webpage (listed in Appendix B) http://www.morgan-hill.ca.gov/133/Emergency-Preparedness City of Morgan Hill
Police Department
Year Round N/A Morgan Hill continues to maintain its “Emergency Preparedness” landing page.

The Emergency Preparedness landing page promotes “Do
1 Thing” a 12-month program with a goal of assisting the community to be better prepared for emergencies and
disasters. This information was also included in the “Weekly 411.”
(MV OP #29) Hosts a “Flood Protection and Insurance Information” webpage on its website (listed in Appendix B)
www.mountainview.gov/depts/pw/flood_protection.asp
City of Mountain
View Public Works
Department
Year Round N/A City of Mountain View’s “Flood Protection and Insurance Information” web page includes resources for
preparedness.
(PA OP #30) Hosts a “Floodplain Management” webpage (listed in Appendix B) https://www.cityofpaloalto.org/gov/depts/pwd/stormwater/floodzones.asp City of Palo Alto
Public Works
Department
Year Round N/A Palo Alto continues to host the “Floodplain Management” webpage that has all relevant information regarding flood plain management topics.
(PA OP #31) Hosts a “Flood Safety Tips” webpage www.cityofpaloalto.org/storms; flood_safe_11-16.cdr (cityofpaloalto.org)
City of Palo Alto
Public Works
Department
Year Round N/A Palo Alto continues to host the “Flood Information and Winter Storm Preparedness Webpage” which has links to
the “Flood Safety Tips” flier under ‘Before the Storm
Additional Information.’
(PA OP #32) Hosts a ‘Creek Monitor’ webpage (listed in Appendix B) https://www.cityofpaloalto.org/gov/depts/pwd/creek_monitor/default.asp City of Palo Alto
Public Works
Department
Year Round N/A Palo Alto continues to host the real time creek monitor webpage that warns residents of imminent danger of
flooding.
(PA OP #33) Hosts a “Flood Information and Winter Storm Preparedness” web page which contains useful information for flood readiness (listed in Appendix B) https://www.cityofpaloalto.org/services/public_safety/flood_information_winter _storms/default.asp
City of Palo Alto
Office of
Emergency
Services
Year Round N/A Palo Alto continues to host the “Flood Information and Winter Storm preparedness” website has useful
information on flood preparedness for before storm, during storm and after storm.
(SJ OP #34) The city’s webpages includes a “Flood Hazard Zones” webpage which includes information of flood preparedness
https://www.sanjoseca.gov/your-government/departments/public-works/develo pment-services/floodplain-management
City of San Jose
Public Works,
Development
Services
Year Round N/A San Jose: Website includes flood zone and flood smart information. Updated link:
https://www.sanjoseca.gov/your-government/departments
-offices/public-works/development-services/flood-hazard-z one
(SC OP #35) The city’s “Flood Protection Information” webpage contains valuable information on flood related topics
https://www.santaclaraca.gov/our-city/departments-g-z/public-works/engineerin g/flood-protection (also listed in Appendix B)
City of Santa Clara Year Round N/A Santa Clara: Website is updated and maintains flood topic information
(SAR OP #36) The city’s website encourages residents/businesses to purchase flood insurance and redirects visitors to www.floodsmart.gov City of Saratoga Year Round N/A Saratoga: No update available - non-CRS participating community
(SAR OP #37) The city has a “Staying Safe, Winter Storms” webpage. They have also linked the city’s Winter Storms webpage to Valley Water’s Flood Ready webpage https://www.saratoga.ca.us/218/Winter-Storms
City of Saratoga Year Round N/A Saratoga: No update available - non-CRS participating community
7 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
(SUN OP #38) The city has a “Flood Protection” webpage Sunnyvale, CA - Flood Protection (listed in Appendix B)
City of Sunnyvale Year Round N/A Sunnyvale: The City continues to maintain its flood protection website.

Topics 1-9 and supporting messages
Flood Awareness Media Campaign, including social media
Educate our community
on flood protection and
preparedness measures
(VW OP #39) Conducts a flood awareness media campaign, reaching the community at large, including our multilingual community. Many of the Santa Clara County CRS Communities recognize Valley Water’s Flood Awareness Campaign and link it on their community’s flood information web page and redirect to Valley Water’s Flood Ready webpage (Topics 1-9) Campaign features social media videos and postings on various platforms (i.e., Facebook, Twitter, Instagram, Nextdoor, etc.), digital banners, newspaper advertorials, radio ads, billboards, utility bill inserts for communities to use, communities redirect to ValleyWater.org/FloodReady and television/mobile ads targeting residents who live in flood-prone areas and multilingual ethnic communities
Valley Water
Communications
Annually, for
the duration of
the rainy
season,
typically from
November to
April
All Santa Clara
County CRS
Communities
The Flood Awareness Campaign lasted four months, from
mid-November 2022 to February 2023. The paid
advertisement campaign cost a total of $330,000.

Valley Water’s FY23 Annual Flood Awareness Campaign
continued the shift from general digital and public space advertising to a series of direct mailings to the 51,120 homes and businesses in Santa Clara County's FEMA SFHA.

As part of Valley Water’s FY23 Flood Awareness Campaign, Valley Water sent two separate targeted mailers to all
homes and businesses in or near a high-risk flood area, as designated by the FEMA SHFA. The mailers were
multilingual (English, Spanish, Chinese, and Vietnamese) and are posted on Valley Water’s website.

1. Annual Floodplain Mailer (FPM) - Valley Water’s
multi-language (English, Spanish, Chinese, and
Vietnamese) annual FPM “Our Climate Has Changed -
Be Aware, Be Prepared, Take Action” (dated 11/22)
mailed on November 28, 2022.
https://online.flipbuilder.com/tkap/tmie/

2. Trifold “You Live in a Flood Zone– Make Sure You Are Ready. Do You Know What to Do Before, During, and
After a Flood?” mailed on
January 6, 2023.
https://online.flipbuilder.com/tkap/zmox/
Additionally,, ‘Are You Flood Ready?’ multilingual
postcards that included the 9 CRS topics and supporting messages, and links to various flood
readiness/preparedness webpages were produced and
distributed.
https://www.valleywater.org/are-you-flood-ready
Requested copies of the FPM, postcards and trifold mailers were sent to all Santa Clara County cities and county
Public Works and Planning Departments.

In mid-November 2022, Valley Water’s 2022-2023 Flood
Awareness Outreach Partner Social Media Toolkit “Our
Climate Has Changed,” was made available for download to all partnering agencies, including CRS communities. The 8 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
toolkit provided links to the multilingual floodplain mailer, Flood Can Follow Droughts 2001-2023 Timeline, ‘Are You
Flood Ready?’ postcard, and social media graphics and
videos, that included messages for all nine flood awareness tips (PPI CRS message topics), and blog posts for all Santa Clara County communities to use.
https://www.dropbox.com/s/p438zrw8lwi614r/Flood%20A
wareness%202022-2023%20Partner%20Toolkit.pptx?dl=0.

During FY23, Santa Clara County experienced a drought
emergency. Valley Water’s annual FPM reminded
everyone that flooding can happen anytime it rains, and that climate change has made extreme weather the new
normal. Drought conditions can harden the ground and
increase run-off to streams and creeks during the first few days of heavy rain, increasing the risk of flooding. In addition, the flood mailer showcased Valley Water's
ongoing flood protection projects in areas susceptible to flooding.

In FY23 the FPM featured a QR code, a cling with
important flood safety websites, a detachable emergency phone list, photos of our most recent flood protection
projects and a graphic image displaying how historical
floods have followed droughts in Santa Clara County (see below attached “Santa Clara County Floods & Droughts
Timeline [2001-2023]).

Valley Water also deployed a small-scale multilingual social media campaign, with the slogan "Flooding can happen
during a drought," on social media and web platforms. The campaign launched in Winter FY23, starting with the
season's first rains, and continuing through March 2023.

At the May 16, 2023 CRS Users Group/PPI Committee
Meeting, Adam Probolsky shared the FY 22-23
post-campaign polling results.
● 39% recalled receiving mail with information about
flood safety (59% in 2021-22).
● 64% are confident they have taken all necessary
precautions to protect themselves from floods
(76% in 2021-22).
● 43% rate the job Valley Water is doing at keeping them informed as excellent, good, or fair
(61% in 2021-22).
9 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
● 48% is aware that their home is located in a food zone awareness over last year
(56% in 2021-22).
● 39% of respondents clearly understood Valley Water’s
three main calls to action to be Flood Ready [develop an emergency plan, build an emergency kit, and get flood
insurance] (58% in 2021-22).
● 39% respondents have flood insurance; 15% of renters
polled, have insurance (51% in 2021-22).

The results above demonstrate an effective campaign that is less expensive than general advertising, yielding a savings of approximately $150,000 with more robust results. We
will continue with targeted mailings to the FEMA SFHA as our outreach strategy for the flood awareness campaign
rather than targeted advertising.

All Santa Clara communities support and promote Valley
Water’s outreach projects.

Los Altos included an insert provided by Valley Water to all residents and businesses via a refuse collection bill insert in November 2022 (non-residential) and January 2023
(residential).

Morgan Hill’s flood preparedness outreach efforts for FY23 are listed below:
● August 2, 2022 - Hosted ‘National Night Out.’ Flood
preparedness information (Valley Water floodplain
mailer, red ‘Get Flood Ready’ which includes an
emergency supply list tote bags, etc.) were distributed. ● September 2022 - Announced in its Weekly 411 that
September was National Emergency Preparedness
Month.
● October 2022 - Starting in June 2022, began
participating in the ongoing statewide agency
coordination calls that led up to California Flood
Preparedness Week held during the week of October
22-29, 2022. The City also supported Valley Water’s
efforts throughout the month of October 2022
promoting flood preparedness.
● January 2023 - Included information regarding
flooding and weather precautions via the “Weekly
411.” Additionally, later in the month, another
“Weekly 411” included information on signing up for
Alert SCC and information on flood preparedness.
10 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
● March 2023 - Promoted “Do 1 Thing” s a 12-month
program with a goal of assisting the community to be
better prepared for emergencies and disasters. This
information was included in the “Weekly 411” and is
also included on the City’s Emergency Preparedness
landing page:
https://www.morgan-hill.ca.gov/133/Emergency-Prep
aredness
(VW OP #40) As part of the flood awareness campaign, a ‘Get Flood Ready, Social Media and Web Resources Guide’ is provided to all cities/county in Santa Clara County for their use as part of their outreach efforts
Valley Water Upon the
completion of
the annual
FPM
All Santa Clara
County CRS
Communities
In mid-November 2022, Valley Water’s 2022-2023 Flood
Awareness Outreach Partner Social Media Toolkit “Our
Climate Has Changed,” was made available for download to all partnering agencies, including CRS communities. The toolkit provided links to the multilingual floodplain mailer, Flood Can Follow Droughts 2001-2023 Timeline, ‘Are You
Flood Ready?’ postcard, and social media graphics and
videos, that included messages for all nine flood awareness tips (PPI CRS message topics), and blog posts for all Santa Clara County communities to use.
https://www.dropbox.com/s/p438zrw8lwi614r/Flood%20A
wareness%202022-2023%20Partner%20Toolkit.pptx?dl=0.

All Santa Clara communities support and promote Valley
Water’s outreach projects.

Los Altos has included links to the flood awareness
campaign web resources in electronic newsletters during the 2022/2023 flood season and on the city’s website.

Morgan Hill’s Public Information utilizes Valley Water’s Get Flood Ready social media and resources as they deem
applicable on any given period.

Palo Alto has Valley Water’s Flood Awareness Campaign
linked on the City’s Flood Information and Winter Storm Preparedness website.

Santa Clara has Valley Water’s Flood Awareness Campaign linked on the City’s Public Works, Engineering, Flood
Protection Information landing page on their website.
(SCC OP #41) Shares Valley Water’s digital social media resource links during the flood season. The “Floods Follow Fires. Are you Ready?” and “Got Sandbags” messages redirect to Valley Water’s website. Messages are used on social media, short form newsletter, short form email, web, and Nextdoor Santa Clara County
Office of
Emergency
Management
Year Round N/A Santa Clara County: No update available - non-CRS participating community
11 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
(CUP OP #42) Recognizes the robust social media campaign led by Valley Water and has linked the city’s main flood preparation webpage to Valley Water’s Flood Ready webpage
City of Cupertino Year Round N/A Cupertino continues to maintain the “Floodplain Management” webpage, including a link that redirects to Valley Water’s Flood Ready webpage.
(GIL OP #43) The city recognizes Valley Water’s Flood Awareness Campaign and has linked the city’s main flood webpage to Valley Water’s Flood Ready webpage City of Gilroy Year Round N/A Gilroy: The “Emergency Preparedness” and Public Works “Flood Management” webpage both link to Valley Water’s
Flood Ready webpage.
(LAH OP #44) The town recognizes Valley Water’s Flood Awareness Campaign and has linked the town’s main flood webpage to Valley Water’s Flood Ready webpage Town of Los Altos
Hills
Year Round N/A Town of Los Altos Hills: No update available - non-CRS participating community
(LG OP #45) Recognizes Valley Water’s Flood Awareness Campaign and has linked the Town’s main flood webpage to Valley Water’s Flood Ready webpage Town of Los Gatos Year Round N/A Town of Los Gatos: No update available - non-CRS participating community
(MV OP #46) The city does a social media notification about storm preparation for winter storms ahead of time. The notification directs residents to their “Flood Protection and Insurance Information” webpage. The city has also linked the city’s webpage to Valley Water’s Flood Ready webpage
City of Mountain
View
Year Round N/A Mountain View shared several social media posts before, during and after the major rain events during the winter.

Posts included information on preparation, forecasts for rain events and real time updates on current flooding . (SC FRP #47) City publishes social media posts, on Facebook, Twitter, and other platforms, focused on safety.

The city has prepared a pre-flood plan (FRP) for public information projects that will be implemented before, during, and after a storm/flood, as well as identifying who is responsible for posting these messages, what type of events they apply to, what social media platforms to post to and how often
City of Santa Clara
Office of
Emergency
Services
During the
storm season
N/A Santa Clara: Information was posted on social media for flood awareness week led by City Streets Division
(SJ OP #48) Recognizes Valley Water’s Flood Awareness Campaign and has linked the city’s main flood webpage to Valley Water’s Flood Ready webpage. Keeps Valley Water’s floodplain mailer static location at City Hall for residents to pick-up and is also distributed at various events throughout the year City of San Jose Year Round N/A San Jose places Valley Water’s FPM at City Hall and their website redirects to Valley Water’s Flood Ready webpage.

The City recognizes and supports Valley Water’s Flood
Awareness Campaign.
(SAR OP #49) Recognizes Valley Water’s Flood Awareness Campaign and has linked the city’s main flood webpage to Valley Water’s Flood Ready webpage City of Saratoga Year Round N/A Saratoga: No update available - non-CRS participating community
(SAR OP #50) The city does a social media notification about storm preparation for winter storms ahead of time
City of Saratoga Year Round N/A Saratoga: No update available - non-CRS participating community
(SUN OP #51) The city actively posts flood safety and preparedness messaging through social media platforms (i.e., Facebook and Twitter) City of Sunnyvale
Environmental
Services
During the
rainy season
(October –
March)
N/A Sunnyvale: City staff posted information to Facebook regarding keeping the storm drain clear to prevent clogging. 12 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
Topics 1-9 and supporting messages
Community Events – Distribute flood preparedness materials to the community
Educate our community
on flood protection and
preparedness measures
Increase in ‘hits’ on
Valley Water and cities
Flood Protection
Resources pages and
improve Valley Water’s
Flood Campaign results
Residents less stress
during emergencies and
better prepared before a
flood event
(VW OP #52) Copies of Valley Water’s multilanguage floodplain mailer is made available to all Santa Clara County CRS Communities to disseminate at various events, including keeping the mailer static in lobby areas for visitors to pick-up.

Valley Water attends various communities’ events/fairs throughout the county and disseminates flood readiness materials, including various FEMA flood-related publications and Valley Water flood ready materials (Topics 1– 9) Valley Water Annually,
September -
May
All Santa Clara
County CRS
Communities
Valley Water’s FY23 Annual Flood Awareness Campaign
continued the shift from general digital and public space advertising to a series of direct mailings to the 51,120 homes and businesses in FEMA SFHA for Santa Clara
County.

Valley Water’s multi-language (English, Spanish, Chinese, and Vietnamese) annual FPM “Our Climate Has Changed -
Be Aware, Be Prepared, Take Action” (dated 11/22) was
mailed on November 28, 2022 to all parcels in the FEMA
SFHA and copies were mailed to all Santa Clara County
cities and county Public Works and Planning Departments in December 2022.

The below table reflects the quantities requested/sent
by/to the agency.

Community Floodplain
Mailer
Postcard
City of Los Altos 50 100
Town of Los Altos Hills 25 150
City of Milpitas 50 25
City of Mountain View 25 25
City of Cupertino 100 100
VW CRS Program 150 300
All other cities/county (10 ct. ) 25 25
The FPM is posted on our website
https://online.flipbuilder.com/tkap/tmie/.

Valley Water’s 2022-2023 Flood Awareness Outreach
Partner Toolkit was made available for download to all
partnering agencies:
https://www.dropbox.com/s/p438zrw8lwi614r/Flood%20A
wareness%202022-2023%20Partner%20Toolkit.pptx?dl=0 .

The toolkit includes the following:
● Key flood outreach messages,
● SFHA FPM (multilingual)
● Flood awareness double-sided flier (multilingual)
for digital use and print,
● Digital multilingual ads (web and social media),
and
● Flood Awareness text, tips, and URLs
(multilingual).
13 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
Cupertino distributes copies of Valley Water’s Floodplain Mailer at various fairs/events and provides additional
copies for the public on display at City Hall.

Los Altos distributes copies of the Valley Water’s Floodplain Mailer and postcards at City Hall and Community Center
buildings.

Palo Alto distributes Valley Water’s multi-language
floodplain mailer during fairs during Earth Day event and Palo Alto’s Open House every year.

Santa Clara: Fliers and additional information are currently at city hall and public library.
(CUP OP #53) Distributes flood readiness outreach materials at various events/ facilities
City of Cupertino Year Round, as
needed
N/A Cupertino distributes copies of Valley Water’s Floodplain Mailer and other promotional items provided by Valley
Water at various fairs/events and provides additional copies of the mailer for the public on display at City Hall.
(GIL OP #54) Participates in two fair/events: Gilroy Garlic Festival (GF) and city’s Public Works Week Community Open House (PWWCOH)
City of Gilroy End of July
(GF)
Typically, in
May
(PWWCOH)
N/A Gilroy: There was no Garlic Festival (due to the shooting at this festival in July 2019, the City has postponed this event indefinitely) or PWWCOH in 2023, so no materials were
distributed at those events. However, on October 4, 2022, the City hosted National Night Out where flood readiness materials were distributed.
(LAH OP #55) Hosts two events - Earth Day (ED) and the Town Picnic (TP) Town of Los Altos Hills
Annually,
Spring (ED) and
late Summer
(TP)
N/A Town of Los Altos Hills: No update available - non-CRS participating community
(MIL OP #56) Distributes FEMA flood-related publications at various events City of Milpitas Year Round N/A Milpitas: Ongoing. Distributing flood ready kits and information on “Earth Day” which is on April 22, 2023.
(MV OP #57) The city participates Mountain View Art & Wine Festival (MVA&WF) and Thursday Night Live (TNL) and distributes flood preparedness information City of Mountain
View
Each
September
(MVA&WF)
Months of
June/July (TNL)
Valley Water Many events have changed post-COVID. Mountain View attends various events such as Earth Day, Public Works
Week and distributes flood readiness fliers and handouts during these events.
(PA OP #58) Staff hosts a flood readiness table at city’s annual Earth Day (ED) event and at the city Municipal Corporation Open House (MCOH). Upon request, the city also participates in other fairs and promotes flood readiness, including Creekwise mailer/brochure
City of Palo Alto Each April (ED)
and July
(MCOH)
Can vary
depending on
requests made
to City to
support fairs
Palo Alto was not able to host a flood readiness table at the Earth Day Event, however, in substitute to that, the City will host a table at the July 4th event (FY24) and City Municipal Corporation Open House which will be held on July 15,
2024 (FY24). During FY23, the City provided the local library with flood readiness materials, including the emergency starter kits.
14 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
(SJ OP #59) Staff hosts and participates in the ‘Building Permits and Home Safety Open House.’ The city’s also hosts ‘Pumpkins in the Park’ event which Valley Water staff participates in and promotes flood preparedness City of San Jose Each May and
October
Valley Water San Jose hosts the annual Building and Home Safety Open House. However, this year’s event was on hold due to
COVID-19 pandemic. The Open House is scheduled to be
back on 7/18/23. The City hosted “Pumpkins in the Park” on 10/8/22. Valley Water hosted an information booth and distributed flood preparedness information on flood safety and emergency preparedness materials, including Valley
Water’s annual floodplain mailer.
(SC OP #60) City hosts a flood readiness table at the Art & Wine Festival. Valley Water also sponsors a table at the festival promoting flood preparedness and distributes various flood readiness materials to the community City of Santa Clara Each
September
N/A Santa Clara: Flood readiness table was set-up at Arts & Wine Festival September 2022. Flood promotional packets and fliers provided by Valley Water were distributed to visitors.

Topic 3: Protect people from the flood hazard
Message 3A - Put your 3-day emergency kit together
Message 3B - Follow evacuation orders
Message 3C – Learn the best route to high ground
Topic 9: Understand shallow flooding risks – don’t drive through standing water
Message 9A - Understand shallow flooding risks - don’t drive through standing water
FEMA’s message: “Turn Around Don't Drown®.”
Less damage due to the
floods; improve sandbag
distribution
Fewer accidents and
rescues
(SUN OP #61) City has permanent “Road May Flood” street signs in areas of the City prone to flooding and promotes the “Flood Zone Look Up” featured on the city’s website
City of Sunnyvale Year Round N/A Sunnyvale: Ongoing. City staff still promote the use of the “Flood Zone Lookup.”
Topic 4: Protect your property from the flood hazard
Message 4A - Protect your property from the flood hazard Message 4B - Prepare your home
Message 4C - Sandbags can offer protection against a foot or less of floodwater
Message 4E - Get sandbags before a flood
Topic 5: Build responsibility
Message 5A - Build responsibly in floodplains
Message 5B - Comply with development requirements
Message 5C - Check with your local floodplain manager before you build Increase in inquiries on
retrofitting measures.

Decrease the number of
repairs and elevations
without permits.

Increase number of
repairs with permits
Ensure people who are
interested in protecting
their property from
flooding are getting the
help they need
Keep families safe
(CUP OP #62) The city offers Flood Protection Assistance, Property Protection Advice. Staff provides in-person flood risk consultation at the front counter and/or site visits when requested
City of Cupertino Year Round N/A Cupertino: Ongoing. The City maintains a log of FEMA-related requests.
(MIL OP # 63) The city offers Flood Protection Assistance, Property Protection Advice and provides in-person flood risk consultation at the front counter City of Milpitas Year Round N/A Milpitas: Ongoing. City maintains logs of FEMA-related requests.
(SC OP #64) The city offers Flood Protection Assistance, Property Protection Advice
City of Santa Clara Year Round N/A Santa Clara: On-going per requests to the city Topic 6: Protect natural floodplain functions
Message 6A -Keep creeks clean and flowing
Message 6B - Keep debris and trash out of our streams
Message 6C - Don’t pollute, dump, or drain anything in creeks Cleaner streams and
fewer dumping
violations
Fewer debris blockages
during high-flow events
Drainage inspectors
report fewer calls and a
(VW OP #65) “Do Not Dump”/illegal dumping message is sent each year to all Santa Clara County residents in Valley Water’s CWM and FPM Valley Water
Communications
Each late
October or
November
(CWM)
Each
November/
December
(FPM)
All Santa Clara
County CRS
Communities
Valley Water’s FY23 FPM included the 'Do Not Dump'
messaging. Additionally, Valley Water’s website flood ready landing page contains ‘Do not pollute, dump, or drain
anything in creeks’ under the ‘Before a Flood’ section. https://www.valleywater.org/flooding-safety/flood-ready/fl ood-safety-advice
Valley Water hosted Coastal Cleanup Day (CCD) on
September 17, 2022 (Results: 1,056 people participated;

52.905 distance cleaned miles; 25,912.83, includes
15 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
decrease in the amount
of trash removed
recyclables, weight of trash collected; 2,217.25weight of recyclables collected), and
National River Cleanup Day (NRCD) on May 20, 2023
(Preliminary Results: 676 people participated; 50.54
distance cleaned miles; 28,981.02 includes recyclables, weight of trash collected; 1,500.11 weight of recyclables collected). Several of our CRS communities participated. https://cleanacreek.org/past-results-2/
Several Santa Clara communities participate in these
clean-up events..

Cupertino’s “Floodplain Management” webpage has a link
to Valley Water’s Floodplain Mailer. The City also includes the “Do Not Dump” messaging in The Cupertino Scene’s
annual flood preparedness article.

Morgan Hill includes this message in their annual Flood Report. The report is posted on the City’s “Floodplain
Management” landing page.

Palo Alto has Valley Water’s CWM and FPM linked on the
City’s Flood Information and Winter Storm Preparedness
website.
(VW OP #66) “Do Not Dump” signs placed by waterways/channels Valley Water O&M Year Round N/A Valley Water’s Operations & Maintenance continues its practice of placing ‘Do Not Dump’ signs on waterways/
channels.
(VW OP #67) Lists Pollution Hotline number in all Project Notices Valley Water Communications
Year Round N/A Valley Water’s project notices lists the pollution hotline number.
https://www.valleywater.org/project-updates/your-neighbo rhood
(SCC OP #68) Storm Drain Stenciling/Medallion Program Santa Clara County Year Round All Santa Clara County CRS
Communities
Palo Alto installs Storm Drain Stenciling/Medallion on all public right of way catch basin and inlets.

City of Santa Clara: Stenciling/Medallion installed on public catch basins/inlets.

Santa Clara County: No update available - non-CRS
participating community.
(SUN OP #69) The city’s “Horizon” newsletter, includes Do Not Dump messaging City of Sunnyvale Annually, fall N/A Sunnyvale: The City still produces the Horizon newsletter and includes a “Do Not Dump” message. It was published in fall 2022.
16 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
(ALL OP #70) Developments that are modifying or constructing new catch basins/storm drains/inlets are required, per the below-noted permits, to stencil the “No Dumping! Flows to Bay.” In addition, some of these cities require all bid documents for capital projects which are modifying or constructing new catch basins, and require the contractors to install the same stencil. The program is also highlighted on cities’ websites.
▪ South County municipalities are subject to the statewide “Phase II” NPDES Permit
▪ North County municipalities are subject to the SF Bay Municipal Regional Stormwater NPDES Permit
All
Add Headings
(Format >
Paragraph styles)
and they will
appear in your
table of contents.

Year Round N/A Valley Water mark’s each inlet with a “No Dumping! Flows to Bay” message on Valley Water properties.

Cupertino requires all storm drain inlets to include a
medallion with “NO DUMPING - FLOWS TO CREEK/BAY” for
development projects.

Gilroy requires all new storm inlets and catch basins to include a stencil or medallion with no dumping, flows to creek/waterway language for development projects.

Morgan Hill requires all storm drain inlets and catch basins within the project area of development applications to be stenciled with prohibitive language (such as: “NO DUMPING – DRAINS TO CREEK”) and/or graphical icons to discourage illegal dumping.

Mountain View requires all storm drain inlets to include a medallion with “NO DUMPING - FLOWS TO CREEK/BAY” for
development projects.

Palo Alto requires all storm drain inlets to include a
medallion with “NO DUMPING-FLOWS TO CREEK/BAY” for
development projects.

City of Santa Clara provides and installs “No Dumping Flows to Bay” plaques near each catch basin for any new storm drain inlets constructed as part of a project per the City specifications
(CUP OP #71) The city’s annual flood notice in the local newsletter, ‘The Cupertino Scene,’ contains dumping is illegal messaging and how to report City of Cupertino Annually,
October
-November
N/A Cupertino includes the “Do Not Dump” messaging in The Cupertino Scene’s annual flood preparedness article.
(CUP OP #72) Participates in clean-up events: the annual National River Clean-up Day (NRCD) and Coastal Clean-Up Day (CCD). They coordinate with Valley Water on both these clean-up efforts. The city also participates in Valley Water’s Adopt-a-Creek Program
City of Cupertino Each May
(NRCD) and
September
(CCD)
Volunteers
Valley Water
Stream
Stewardship
Cupertino participated in Coastal Clean-Up Day on 9/17/22 and National River Clean-Up Day on 5/20/23.

The City no longer participates in Valley Water’s
Adopt-a-Creek Program.
(LAH OP #73) The town participates in annual clean-up events: National River Clean-up Day (each May) and Coastal Clean-up Day (each September) and coordinates volunteers. They coordinate with Valley Water on both these clean-up efforts. The town also participates in Valley Water’s Adopt-a-Creek Program
Town of Los Altos
Hills
Each May
(NRCD) and
September
(CCD)
Volunteers
Valley Water
Stream
Stewardship
Town of Los Altos Hills: No update available - non-CRS
participating community.
17 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
(MIL OP #74) “Flood Public Advisory” brochure contains dumping is illegal messaging and how to report
City of Milpitas Each
December or
January
N/A Milpitas: The City’s flood advisory utility bill insert has information about illegal dumping and how to report it. (MIL OP #75) Participates in annual clean-up events: National River Clean-up Day (NRCD) and Coastal Clean-Up Day (CCD). They coordinate with Valley Water on both these clean-up efforts. The city also participates in Valley Water’s Adopt-a-Creek Program
City of Milpitas Each May
(NRCD) and
September
(CCD)
Volunteers
Valley Water
Stream
Stewardship
Milpitas: CCD held as an in-person event on September 17, 2022. NRCD is planned for May 20, 2023 with one cleanup location.
(MH OP #76) “Flood Report” contains message on keeping debris and trash out of streams – Do Not Dump messaging
City of Morgan Hill Annually, close
to or during
the start of the
rainy season
N/A Morgan Hill’s “2023 Flood Report” brochure will contain the message “It’s illegal to dump debris and trash into our creeks.”
(PA OP #77) “Are You Ready for Winter Storms?” utilities insert contains the Do Not Dump and report illegal dumping messages
City of Palo Alto Each fall N/A Palo Alto includes Do Not Dump and Report Illegal Messages on City’s utility insert that was sent out in
October 2022.
(PA OP #78) Utility bill insert includes a ‘Utility Announcement on Flood Safety Tips,’ including Protect natural floodplains - keep rain gutters and drainage channels free of debris
City of Palo Alto Annually,
March-April
N/A Palo Alto includes Protect Natural Floodplains-keep rain gutters and creeks free of debris messages on flood safety tips sent as Utility Announcement and the flier sent as an attachment on utility bills every year.
(PA OP #79) Participates in annual clean-up events: National River Clean-up Day (NRCD) and Coastal Clean-Up Day (CCD). They coordinate with Valley Water on both these clean-up efforts. Additionally, the city participates in Valley Water’s Adopt-a-Creek Program
City of Palo Alto Each May
(NRCD) and
September
(CCD)
Volunteers
Valley Water
Stream
Stewardship
Palo Alto participates every year during National River Clean-up Day on Matadero and Adobe Creek. Palo Alto also participates in the multi-jurisdictional effort on creek clean-up of San Francisquito Creek.
(PA OP #80) Clean-ups of trash booms located in Matadero Creek and Adobe Creek are done annually on an as-needed basis. The city also assesses its hot spots and cleans up the local drainage system on an ongoing basis and part of its operations and maintenance
City of Palo Alto Annually,
as needed
N/A Palo Alto City staff continue clean-ups of trash booms on Matadero Creek and Adobe Creek, assess hot spots and
clean ups on an ongoing basis on the entire City’s storm drain network system.
(SUN OP #81) “Horizon” newsletter includes a “Know How to Be FloodSafe” article that promotes the Do Not Dump message
City of Sunnyvale Each October,
Fall Edition
N/A Sunnyvale: The City still includes a “flood Safe” message in the fall Horizon. It was published in fall 2022.

Residents and
Businesses in the
Special Flood Hazard
Area (SFHA)
- Low Lying Areas, Along
Rivers and Creeks
- Coastal Communities
at Risk for Sea Level
Rise/Tsunamis
Topic 1: Know your flood hazard
Message 1A - Know your flood risk
Message 1B - Contact your floodplain manager to find out if your property is in a floodplain
Message 1C - Check if your home or business is in a Special Flood Hazard Area
Topic 2: Insure your property for your flood hazard
Message 2A - Get flood insurance ahead of time
Message 2B – Insure your property
Message 2C – There is a 30-day waiting period for the policy to take place
Topic 3: Protect people from the flood hazard
Message 3A - Put your 3-day emergency kit together
Message 3B - Follow evacuation orders
Residents/businesses in
the SFHA are aware
they’re in the SFHA and
prepare before floods
Increase in number of
flood insurance policies
in the SFHAs and RLAs in
the county in general
Prospective buyers
understand flood risks
Increase number of
elevation certificates on
file, and structures
repaired with permits;
(VW OP #82) Multi-language floodplain mailer (FPM) to all residents and businesses within the SFHA in Santa Clara County (Topics 1– 9) Valley Water Each
November/
December
All Valley Water’s multi-language (English, Spanish, Chinese, and Vietnamese) Floodplain Mailer (FPM) 2022-2023 ‘Our
Climate Has Changed - Be Aware, Be Prepared, Take Action’’ was mailed to all SC County parcels in the FEMA SFHA;
51,120 FPMs were mailed in late November 2022. Hard
copies of the FPM’s (quantities noted below, as requested by the communities), along with “Our Climate Has Changed” (dated 11/2022) postcards were also mailed to each
city/County in early January 2023..

Community Floodplain
Mailer
Postcard
City of Los Altos 50 100
Town of Los Altos Hills 25 150
City of Milpitas 50 25
City of Mountain View 25 25
City of Cupertino 100 100
VW CRS Program 150 300
All other cities/county (10 ct. ) 25 25
18 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
- Repetitive Loss (RL)
Areas
Message 3C – Learn the best route to high ground
Topic 4: Protect your property from the flood hazard
Message 4A - Protect your property from the flood hazard Message 4B - Prepare your home
Message 4C - Sandbags can offer protection against a foot or less of floodwater
Message 4E - Get sandbags before a flood
Topic 5: Build responsibility
Message 5A - Build responsibly in floodplains
Message 5B - Comply with development requirements
Message 5C - Check with your local floodplain manager before you build Topic 6: Protect natural floodplain functions
Message 6A -Keep creeks clean and flowing
Message 6B - Keep debris and trash out of our streams
Message 6C - Don’t pollute, dump, or drain anything in creeks Topic 7: Develop a Family Emergency Plan
Message 7A: Develop an emergency plan
Topic 8: Download disaster Apps
Message 8A - Download disaster emergency apps
Topic 9: Understand shallow flooding risks – don’t drive through standing water
Message 9A - Understand shallow flooding risks - don’t drive through standing water
FEMA’s message: “Turn Around Don't Drown®.”
decrease the number of
repetitive loss increase
homes
Increase in the number
of flood insurance
policies with contents
coverage
Additionally, electronic copies (flipbook style) of the FMP’s were emailed to all City Managers, Public Works and
Planning Directors, Floodplain Managers, CRS Coordinator's and CRS staff on December 30, 2022, for their use
throughout the flood season and beyond
(i.e., websites, lobby area, for distribution at events).

Valley Water’s FPM is posted on our flood protection
resources landing page (FloodReady); we distributed the mailer at our various events throughout the year, and we kept copies in our main office lobby area.

All Santa Clara communities support and promote Valley
Water’s outreach projects.

The City of Los Also posted Valley Water’s FPM on our flood protection website and we kept copies in the city hall lobby.

The City of Cupertino posted Valley Water’s FPM on our
flood protection website and we kept copies in the City Hall lobby.
(CUP OP #83) Flood notice in the local newsletter, The Cupertino Scene, which reaches residents and businesses in the SFHA (Topics 1-9) City of Cupertino Each October
or November
issue
N/A Cupertino published the annual flood preparation article in the October 2022 issue of “The Cupertino Scene”.
(LA OP #84) Letter, along with a “Are You Prepared for a Flood in Your Neighborhood?” brochure to property owners in the SFHA (Topics 1-8) City of Los Altos Annually, each
fall
N/A Los Altos mailed letters to all SFHA property owners in November 2022.
(LAH OP #85) The town’s “Our Town” quarterly newsletter includes information on flood preparedness. The newsletter is mailed out town-wide and is also available online on the town’s website (Topics TBD during cycle visit) Town of Los Altos
Hills
Each fall N/A Town of Los Altos Hills: No update available - non-CRS participating community.
(MIL OP #86) “Flood Public Advisory” brochure to residents and businesses within SFHA (Topics 1-6)
City of Milpitas Each
December or
January
N/A Milpitas: A utility bill insert was sent to every address in Milpitas on 11/16/22. This was sent in four languages
(English, Vietnamese, Spanish and Chinese).
(MH OP #87) Sends a citywide “Flood Report” brochure, including to those in the SFHA (Topics 1-9)
City of Morgan Hill Annually, close
to or during
the start of the
rainy season
N/A Morgan Hill’s “2023 Flood Report” brochure is anticipated to go out late June 2023 or some time in July 2024.
(MV OP #88) Sends “The View” citywide newsletter, Winter version, includes information on flood risk, flood safety, and the importance of buying flood insurance (Topics 1-9)
City of Mountain
View
Fall newsletter
edition
N/A Mountain View’s publications have changed. This year the information was distributed in the ‘City Hall Connection’ newsletter.
19 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
(MV OP #89) Mails a utility bill insert to all resident and businesses that contains information on flood risk, flood safety, and the importance of buying flood insurance (Topics 9)
City of Mountain
View
Between July -
September
N/A Mountain View sent out Valley Water’s Get Flood Ready flier as a utility billing insert to every City utility customer in December 2022.
(PA OP #90) Sends the “Are You Ready for Winter Storms?’ flier (aka utilities mailer) to all residents and businesses in the city, including to those in the SFHA, along with their utility bills (Topics 1-9)
City of Palo Alto Each fall N/A Palo Alto sent “Are you Ready for Winter Storms?” flier as utility inserts was sent out in October 2022.
(PA OP #91) Sends out utility announcement, “Anytime it can rain, it can flood.

Don’t get caught off-guard” (Topics 1, 2,3, 4, 5, 6, 7, & 9 – will pursue adding other topic)
City of Palo Alto Each
March/April
N/A Palo Alto sent flood safety tips as a utility announcement in December 2022.
(SC OP #92) Mails out a citywide, including all addresses in the SFHA, newsletter for residents and businesses called “Inside Santa Clara” (Topics 1-9) City of Santa Clara Each fall N/A Santa Clara: Newsletter was sent on November 1, 2022, and available on the City’s website.
(SUN OP #93) Sends two (2) mailers and one (1) “Horizon” newsletter article “Know How to Be Flood Safe” that promotes flood safety and flood preparedness messaging targeted to all residents and businesses within the SFHA (Topics 2 and 4)
City of Sunnyvale Each fall
around
October
N/A Sunnyvale: The City still sends out mailers to targeted residents and a flood safe newsletter article. The mailers were sent November 2022.
(SUN OP #94) Sends mailer to all those in the SFHA (Topics 1-4, and 7) City of Sunnyvale Each October N/A Sunnyvale: The City still sends out these mailers. The mailers were sent October 2022.

Topic 2: Insure your property for your flood hazard
Message 2A - Get flood insurance ahead of time
Message 2B – Insure your property
Message 2C – There is a 30-day waiting period for the policy to take place
Increase in number of
flood insurance policies
in the SFHAs, RLAs, and
in the county in general
Prospective buyers
understand flood risks
Increase in the number
of flood insurance
policies with contents
coverage
(SCC OP #95) Sends letters to the properties in the unincorporated section in the areas of the county’s mapped repetitive loss areas
Santa Clara County Annually, each
fall
N/A Santa Clara County: No update available - non-CRS
participating community.
(CUP OP #96) Continues to send a letter to former repetitive loss properties City of Cupertino Annually, mid-year
N/A Cupertino continues to send out an annual letter to former repetitive loss properties.
(MH OP #97) Sends a notice to repetitive loss (RL) areas as required by FEMA City of Morgan Hill Annually, each summer
N/A Morgan Hill will sent letters to properties in the City’s mapped repetitive loss areas in June 2023.
(PA OP #98) Sends letters to the properties in the city’s mapped repetitive loss areas, highlighting flood safety tips
City of Palo Alto Annually,
typically
August -
September
N/A Palo Alto sent letters to properties in the City’s mapped repetitive loss areas, highlighting flood safety tips in August 2022.
(SJ OP #99) Sends letters to the properties in the city’s mapped repetitive loss areas
City of San Jose Annually, each
typically
between
September -
December
N/A San Jose sent letters to general repetitive loss property areas in April 2023.
20 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
Messengers to Other
Target Audiences
(Organizations &
Businesses Serving the
Community)
Topic 1: Know your flood hazard
Message 1A - Know your flood risk
Message 1B - Contact your floodplain manager to find out if your property is in a floodplain
Message 1C - Check if your home or business is in a Special Flood Hazard Area
Topic 2: Insure your property for your flood hazard
Message 2A - Get flood insurance ahead of time
Message 2B – Insure your property
Message 2C – There is a 30-day waiting period for the policy to take place
Topic 3: Protect people from the flood hazard
Message 3A - Put your 3-day emergency kit together
Message 3B - Follow evacuation orders
Message 3C – Learn the best route to high ground
Topic 4: Protect your property from the flood hazard
Message 4A - Protect your property from the flood hazard Message 4B - Prepare your home
Message 4C - Sandbags can offer protection against a foot or less of floodwater
Message 4E - Get sandbags before a flood
Topic 5: Build responsibility
Message 5A - Build responsibly in floodplains
Message 5B - Comply with development requirements
Message 5C - Check with your local floodplain manager before you build Topic 6: Protect natural floodplain functions
Message 6A -Keep creeks clean and flowing
Message 6B - Keep debris and trash out of our streams
Message 6C - Don’t pollute, dump, or drain anything in creeks Topic 7: Develop a Family Emergency Plan
Message 7A: Develop an emergency plan
Topic 8: Download disaster Apps
Message 8A - Download disaster emergency apps
Topic 9: Understand shallow flooding risks – don’t drive through standing water
Message 9A - Understand shallow flooding risks - don’t drive through standing water
FEMA’s message: “Turn Around Don't Drown®.”
Educate our community
on flood protection and
preparedness measures
by working and
coordinating with groups
who serve as
messengers, to people
who are at risk of
flooding, as they provide
their respective business
service
(VW OP #100) Administers a “Let’s Talk Water” Speakers Bureau Program that customizes presentations to update groups on specific issues, provide updates on Valley Water projects, including flood protection projects and to educate residents on existing flood risks as well as provide resources and tips to be flood ready. https://www.valleywater.org/learning-center/lets-talk-water-speakers-bureau Valley Water
Communications
Unit
On a
project-specific
basis or as
requested
Could vary from
year-to-year
Kiwanis
Rotary Clubs
Homeowners
and
Neighborhood
Associations
Forum Groups
Association of
Realtors
Valley Water’s ‘Let’s Talk Water’ Speakers Bureau Program is active and available to the community. General
presentations discuss Valley Water’s flood protection,
including flood preparedness and awareness, and our
creeks and ecosystems. Customized presentations for
groups on specific issues are also available.

1. October 13, 2022 – City of San Jose Board of Retirees meeting

2. October 20, 2022 – Palo Alto Kiwanis meeting

3. October 22, 2022 – Greentown Los Altos Library event

4. November 3, 2022 – Harbor Industrial Association
luncheon

5. December 6, 2022 – RE/MAX Realtor informational
meeting

6. January 4, 2023 – Mount Pleasant Neighborhood
Assoc meeting

7. January 18, 2023 – Cupertino Library presentation
hosted by Cupertino Library Foundation

8. February 9, 2023 – Sons in Retirement: Branch 54
monthly meeting

9. February 13, 2023 – Rotary Club of Evergreen Valley
meeting

10. February 14, 2023 – Santa Clara County: Sustainability Working Group presentation

11. March 1, 2023 – Seven Trees Neighborhood
Association meeting

12. March 6, 2023 – Leadership Morgan Hill presentation

13. March 9, 2023 – Presentation during Mountain View
Senior Center afternoon workshop

14. March 23, 2023 – Mission San Jose Rotary Zoom
meeting

15. April 6, 2023 – Water 101 Academy presentation

16. April 11, 2023 – Presentation during Terraces Los
Gatos monthly speaker series

17. May 4, 2023 – West San Jose Kiwanis meeting

18. May 19, 2023 – Rotary Club of San Jose Silicon Valley (VW OP #101) Participates in booth duty support at various events and fairs throughout the county, including Valley Water Capital project meetings or other events, as requested by various organizations
Valley Water Office
of Government
Relations
Annually.

During the
flood season
(starting in
September –
May)
All Santa Clara
County CRS
Communities
Valley Water staff made a concerted effort to actively
participate in community events, including community
festivals and emergency preparedness affairs, particularly in communities and neighborhoods in or close to flood zones.

In FY23 (from September 2022 – May 2023), both Valley
Water and City staff hosted 18 booths and distributed flood preparedness information on flood safety and emergency
21 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
preparedness materials, including Valley Water’s annual floodplain mailer.

1. 2022 Santos Family 16th Annual Car Show-9/3/22
Alviso, CA

2. Emergency Preparedness Resource Fair-9/10/22 San
Martin, CA

3. Mountain View Art & Wine Festival-9/11/22

4. Assembly Member Ash Kalra’s Veggie Fest-9/17/22 San
Jose, CA

5. Rotary Club Fall Festival-9/24/22 Cupertino, CA

6. Friends of Stevens Creek Trail Trailblazer Race-9/25/22 Mountain View, CA

7. Fall Festival at Martial Cottle Park-10/1/22 San Jose, CA

8. Santa Clara Parade of Champions-10/1/22

9. Pumpkins in the Park-10/8/22 San Jose, CA

10. Bay Area Diwali Festival of Lights-10/8/22 Cupertino, CA

11. Supervisor Lee’s Day on the Bay-10/8/22 Alviso, CA

12. Santa Visits Alviso-12/10/22

13. AAUW Wildflower Run-3/26/23 Morgan Hill, CA

14. VMC Foundation Women’s Leadership & Policy
Summit-4/29/23 Saratoga, CA

15. Tech Interactive Tech Challenge-4/30/23 San Jose, CA

16. Berryessa Art Festival-5/13/23

17. San Jose Giants-5/13/23

18. Campbell Boogie Music Festival, 5/20/23-5/21/23
Morgan Hill hosted ‘National Night Out’ on August 2, 2022.

Flood preparedness information (Valley Water floodplain mailer, red ‘Get Flood Ready’ which includes an emergency supply list tote bags, etc.) were distributed.
(VW OP #102) Partner with local Second Harvest Food Bank with distributing FEMA and Valley Water flood preparedness materials, including promotional item(s) as available
Valley Water CRS
Program
In October
(during CFPW)
Second Harvest
Food Bank of
Silicon Valley
Valley Water partnered with the Silicon Valley Bike Coalition at the Ride Out the Drought event held on October 15,
2022; the Salvation Army on October 22, 2022; Santa Visits Alviso Foundation on December 7, 2023; Sacred Heart
Community Services on February 8, 2023, and Ms. Gail
Osmer, homeless advocate, on March 15, 2023 by providing and/or distributing FEMA, US Army Corps of Engineers, and Valley Water multilingual flood preparedness educational materials and emergency preparedness starter kits which supports Valley Water’s ‘Get Flood Ready’ campaign.

Additionally, presentations on flood preparedness were
made at the City of Cupertino Public Safety and Community Emergency Response Team (CERT) held on October 26,
2022, and at the City of San Jose Neighborhood CERT event 22 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
held on November 15, 2022. Flood resources were also
shared at these events.
(ALL OP #103) Other New Initiatives (as noted in the PPI document)

1. Continue and expand the standardized flood message prepared for each community to include flood messages in utility bills each year, including PG&E.

2. Expand on partnerships with local chambers of commerce to disseminate and share flood preparedness information.

3. Expand on outreach to the Asian and Latino communities who live in flood prone areas.

4. Expand on outreach to “hot spot” flood prone areas by hosting on-site or virtual events.

5. Expand on reaching local homeowners associations (HOA)s and apartment associations (i.e. Executive Council of Homeowners [ECHO])

6. Expand on reaching residents in marginal and low-income communities through partnering with organizations that reach these communities. (i.e.

Second Harvest Food Bank and others)

7. Communities could pursue FEMA Matching Funds Grants for severe Repetitive Loss Areas.

8. Review and expand other public information activities, such as Flood Protection Assistance (Activity 360) and Flood Insurance Promotion (Activity 370).

9. Develop a region-wide Flood Response Preparations (FRP) messaging plan.

All TBD TBD The 2021 PPI Committee identified three efforts needed from each CRS community per the 2021 PPI in order to
prepare and finalize subsequent annual evaluation reports.

One of those efforts is that the PPI Committee must review and consider the ‘Other New Initiatives’ identified in the 2021 PPI (page 66) for advancing flood risk reduction
efforts.

The Santa Clara County CRS Group/PPI Committee, included the ‘Other New Initiatives’ topic for discussion at both the March 21, 2023 and May 16, 2023 meetings. See Section V.

SC County CRS Users Group/PPIM Committee Meetings -
Monitoring and Evaluating the 2021 PPI in the FY23 Annual Evaluation Report for details regarding the
review/discussion of the nine other new initiatives.

In FY 23, the following ‘Other New Initiatives’ were
accomplished. The below-noted numbers correspond with
the initiatives listed as (ALL OP #103) on left side of this column:

1. Valley Water offered assistance with developing utility bill inserts to all communities. The insert tied into Valley Water’s FY23 Flood Awareness Campaign theme, “Our
Climate Has Changed.” The utility bill insert/mailer/flier were co-branded with 3 communities.

3. Targeted mailers (FPM and trifolds) addressed to all those in the FEMA SFHA were mailed out (see page 7 of the
Annual Evaluation Report) and were multi-language
which included Spanish, Vietnamese, and Chinese.

4. Valley Water’s ‘Let's Talk Water: Speakers Bureau
Program offers presentations on the history of Valley
Water and how we operate and includes information on
flood preparedness. Presentations can be customized for groups, as requested. Several HOA’s were given
presentations that included flood preparedness
information (see page 15 of the Annual Evaluation
Report).

Discussion at the March 21, 2023 CRS Users Group/PPI
Committee meeting, Valley Water pointed out that the
ArcGIS tool has several layers, including Santa Clara
County Low Income Census Tracts (Poverty Zones) and
Valley Water Flood Hot Spots. If any community is
23 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
interested in accessing this information, reach out to
Valley Water. We asked the group if there was any
overlap of Valley Water’s hot spots versus their
jurisdiction’s hot spots?

6. Valley Water staff actively participated in community events, including community festivals and emergency
preparedness affairs, particularly in communities and
neighborhoods in or near flood zones. In FY23 (from
September 2022 – May 2023), both Valley Water and the
communities staff hosted 18 booths and distributed
flood preparedness information on flood safety and
emergency preparedness materials, including Valley
Water’s annual FPM (see page 15 of the Annual
Evaluation Report).

Other Community Engagement Efforts
Valley Water partnered with the Silicon Valley Bike
Coalition at the Ride Out the Drought event held on
October 15, 2022; the Salvation Army on October 22,
2022; Santa Visits Alviso Foundation on
December 7, 2023; Sacred Heart Community Services on
February 8, 2023, and Ms. Gail Osmer, homeless
advocate, on March 15, 2023 by providing and/or
distributing FEMA, US Army Corps of Engineers, and
Valley Water multilingual flood preparedness educational materials, flood insurance promotion, AlertSCC,
American Red Cross All-Hazard APP, and emergency
preparedness starter kits which supports Valley Water’s ‘Get Flood Ready’ campaign.

Additionally, presentations on flood preparedness were
made at the City of Cupertino Public Safety and
Community Emergency Response Team (CERT) held on
October 26, 2022, and at the City of San Jose
Neighborhood CERT event held on November 15, 2022.

Flood resources were also shared at these events.

7. Discussion at the March 21, 2023 CRS Users Group/PPI Committee meeting regarding Valley Water and Santa
Clara County looking into Valley Water possibly
developing a separate flood-centric FMP rather than
including it as part of the update of the County’s 2017 MJHMP. The proposed flood-centric FMP could have a
direct tie-in to this initiative; however, it may not include the RLAA element as part of the FMP.
24 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
Valley Water has shared some grant opportunities
Climate Change Resiliency, CAL Office of Emergency
Services (OES) with our Grant’s Team. It was also
mentioned that under Valley Water’s Safe Clean Water,
we have some community grants available to
cities/county through our Grants Program.

8. Discussion at the March 21, 2023 CRS Users Group/PPI Committee meeting it was discussed that this initiative ties in with the ongoing CRS regionalization efforts. We will see what recommendations come out of the draft
Feasibility Study.

9. At the March 21, 2023 CRS Users Group/PPI Committee
meeting, Valley Water demonstrated an electronic copy
of the City of Santa Clara’s FRP. As the PPI Committee has discussed in past meetings, we are still considering using the City of Santa Clara’s FMP as a model for developing a countywide FRP that can be credited uniformly. ISO
indicated this approach would likely be credited
regionally.
(CUP OP #104) The city provides a Winter Preparedness notification informing contractors that during the winter season, they need to winterize their project(s) site as certain soil disturbance activities are not allowed during the rainy season City of Cupertino On a
project-specific
basis
Various
contractors
Cupertino continues to prepare and mail the rainy season letters every year to applicable projects. These letters were mailed in late August 2022.
(MIL OP#105) On a project-specific basis, the city provides contractors a Winter Preparedness notification that informs them that during the winter season, they need to winterize their project(s) site. Certain soil disturbance activities are not allowed during the rainy season
City of Milpitas On a
project-specific
basis
Various
contractors
Milpitas: On-going. The City of Milpitas will be sending out winterization notices to larger development projects this winter.

Topic 2: Insure your property for your flood hazard
Message 2A - Get flood insurance ahead of time
Message 2B – Insure your property
Message 2C – There is a 30-day waiting period for the policy to take place Increase in number of
flood insurance policies
in the SFHAs and in the
county in general
Prospective buyers
understand flood risks
These projects are
credited under Activity
340 (DFH and REB) –
Additional credit is
provided if the PPI states
that real estate agents
should (or have agreed
to) advise house hunters
about the flood hazard
and that real estate
(MH OP #106) The city mails out a newsletter, “Ask Before You Buy: Know Your Flood Risk!” to local real estate agents which are provided to homebuyers to help determine the flood risk of the property being purchased (listed in Appendix B) City of Morgan Hill During or prior
to the rainy
season
Real Estate
Agencies/Agent
Morgan Hill will be sending the brochure to real estate agents in June 2023.
(PA OP #107) Sends out letters to real estate agencies informing them of their responsibility to identify flood hazard areas and to take advantage of the Flood Zone Lookup on the city’s website
City of Palo Alto Annually,
beginning of
flood season
(September/
October)
Real Estate
Agencies/Agent
Palo Alto sent letters to real estate agencies informing of their responsibility to identify flood hazard areas in
August 2022.
(SJ OP #108) Sends out letters to real estate and insurance agencies and lenders, informing them of their responsibility to identify flood hazard areas and to take advantage of the Flood Zone Lookup on the city’s website on the “Flood Hazard Zones webpage and advises to contact the city for map reading services and elevation certificates on file
City of San Jose At the
beginning of
the flood
season
(September –
December)
Real Estate
Agencies/Agent
San Jose emailed letters to real estate, insurance agencies and lenders in March 2023.
25 ATTACHMENT NO. 2

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
agents give house
hunters a REB brochure
(SUN OP #109) Sends mailer/postcard targeted to real estate agents informing them of the client’s responsibility for identification and purchase of flood insurance and the availability of the automatic 15% discount City of Sunnyvale Each October Real Estate
Agencies/Agents
Sunnyvale: The City sent the mailers to real estate agents October 2022.
26 ATTACHMENT NO. 2

Agenda
Santa Clara County CRS Users Group & Program for Public Information (PPI) Committee Meeting March 21, 2023 | 9:30 – 11:30am
Zoom Meeting
https://valleywater.zoom.us/j/81783191992?pwd=Q1VkRWxlRnc4WCtGS3NIbGR3SkxEUT09 Meeting ID: 817 8319 1992
Passcode: 273986
+1 669 900 9128 US (San Jose)
Purpose: PPI Stakeholder Committee Annual Evaluation Meeting per Activity 330, Outreach Project, Element 332.c. Program for Public Information, Step 7 requirement (page 2) Outcome: Complete development of the 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Report for FY23 (Year 2: July 2022 to June 2023) Section Meeting Topic Presenter Time

1. Introductions Amy Fonseca 10 min

2. Review of the meeting goals and agenda Amy Fonseca 2 min

3. Annual review of CRS Communities Roster Amy Fonseca 2 min

4. Brief status update on the CRS Regionalization in Santa Clara County Feasibility Study
• Floodplain Management Plan (FMP) vs Update to the County’s 2017 Multi-Jurisdictional Hazardous Mitigation Plan (MJHMP)
Amy Fonseca 5 min

5. Review 2021 PPI ‘Other New Initiatives’ Amy Fonseca 20 min

6. 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Evaluation Report
Complete development of the Annual Evaluation Report for FY23 (Year 2:

July 2022 to June 2023)
• Use Activity 330 Outreach Project sheets located here https://fta.valleywater.org/fl/1a2Jh3wyoO to update Appendix A from 2021 SC County Multi-Jurisdictional PPI
• Update FY23 Project Accomplishments column for your community https://docs.google.com/document/d/14MiExVqFA0_Oq4ROnxx_T7RHReV- _5p8/edit?usp=sharing&ouid=104583139517453360848&rtpof=true&sd=true • Communities’ updates due by next CRS Users Group Meeting or sooner Amy Fonseca 45 min

7. Activity 350 – Flood Protection Information
The community must:
• Monthly, check the website’s links at least monthly, and fix those that are no longer accurate
• Annual review the community must review the content to ensure that it is still current and pertinent
Amy Fonseca 2 min

8. Next meeting – Joint CRS Users Group/Program for Public Information (PPI) Committee meeting
• Complete the development of the 2021 PPI Annual Report Year 2 (FY 2023)
2 min

9. Adjourn
ATTACHMENT NO. 3

For questions, please contact Amy Fonseca at (408) 630-3005 or [email protected] Excerpt from 2017 CRS Coordinator’s Manual:
“Step 7: Implement, monitor, and evaluate the program. The Program for Public Information committee meets at least annually to monitor the implementation of the outreach projects. The committee assesses whether the desired outcomes were achieved and what, if anything, should be changed. This work is described in an evaluation report that is prepared each year, sent to the governing body, and included in the annual recertification.

The community must update its Program for Public Information at least every five years. This can be a new document or an addendum to the existing document that updates the needs assessment and all sections that should be changed based on evaluations of the projects.

The Program for Public Information update will be reviewed for CRS credit according to the Coordinator’s Manual currently in effect, not the version used when the community originally requested this credit. The update can qualify as the annual evaluation report for the year it was prepared. The updated Program for Public Information must be adopted following the same process as adoption of the original document.” ATTACHMENT NO. 3

Santa Clara County CRS Users Group / PPI Committee Meeting Attendance Sheet
March 21, 2023 | 9:30 - 11:30am | Zoom
Name Agency
Robb Lampa California Department of Water Resources
Jenn Chu City of Cupertino
Susana Ramirez City of Gilroy
Erin McDannold City of Los Altos
Steve Golden City of Los Altos
Thanh Nguyen City of Los Altos
Brian Petrovic City of Milpitas
Elizabeth Koo City of Milpitas
Charlie Ha City of Morgan Hill
Maria Angeles City of Morgan Hill
Renee Gunn City of Mountain View
Rajeev Hada City of Palo Alto
Arlene Lew City of San Jose
Brandon Coco City of Santa Clara
Christian Tran City of Santa Clara
David Dorcich City of Saratoga
Lea Velasco City of Sunnyvale
Suzanne Park City of Sunnyvale
Tamara Davis City of Sunnyvale
Darrell Wong County of Santa Clara
Michael Alvarez County of Santa Clara
Los Gatos PPW (Public Works) Town of Los Gatos
Nicolle Burnham Town of Los Gatos
Amy Fonseca Valley Water
Don Rocha Valley Water
Merna Leal Valley Water
Paola Reyes (Paola Giles) Valley Water
Quorum Met. All CRS Communities in attendance.

Missing Cities: City of Campbell, City of Monte Sereno, and Town of Los Altos Hills ATTACHMENT NO. 4

Agenda
Santa Clara County CRS Users Group & Program for Public Information (PPI) Committee Meeting May 16, 2023 | 9:00am – 11:00 a.m.

Join Zoom Meeting
https://valleywater.zoom.us/j/84766026839?pwd=ekFMSEpXTTQzNlZuYnh4ZU00NnM5UT09 Meeting ID: 847 6602 6839 | Passcode: 185970 | +1 669 900 9128 US (San Jose) Purpose: PPI Stakeholder Committee Annual Evaluation Meeting to monitor the Implementation of the 2021 Santa Clara County Multi-Jurisdictional Program for Public Information per Activity 330, Outreach Project, Element 332.c. Program for Public Information (PPI), Step 7 requirement Outcome: 2021 PPI Annual Evaluation Report, FY23 (Year 2 of 5) Section Meeting Topic Presenter Time

1. Introductions Amy
Fonseca 10 min

2. Review of the meeting goals and agenda Amy
Fonseca 5 min

3. FY22-23 Flood Awareness Campaign Results approach: targeted outreach, including to renters, items to all addresses in the FEMA SFHA FY23-24 Flood Awareness Campaign
Paola Giles
& Probolsky
Research
20 min

4. Status of Feasibility Study for Regionalizing CRS in Santa Clara County Status of flood-centric Floodplain Management Plan (FMP) in lieu of Santa Clara County Multi-Jurisdictional Local Hazard Mitigation Plan Amy
Fonseca 10 min

5. CRS 2023 Cycle Group (Mountain View, Palo Alto, Santa Clara, Sunnyvale) Updates
Amy
Fonseca
5 min
10 min

6. California Flood Preparedness Week (October 2023)
• Statewide Agency Coordination Calls leading up to CFPW (kicks off mid-May to early June 2023)
• Annual Valley Water Board Resolution
• Flood event kits for all cities/county
• Lobby display example (use you Flood Event Kits: vertical banner, table cover, materials)
Amy
Fonseca 5 min

7. Complete development of the 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Report, FY 23 (Year 2: July 2022 to June 2023) DEADLINE 5/31/23 (Wednesday)
• Use Activity 330 Outreach Project sheets located here https://fta.valleywater.org/fl/oLY0MMAJw3 to update Appendix A from 2021 SC County Multi-Jurisdictional PPI
• Update FY23 Project Accomplishments column for your community https://docs.google.com/document/d/14MiExVqFA0_Oq4ROnxx_T7RHReV- _5p8/edit?usp=sharing&ouid=104583139517453360848&rtpof=true&sd=true REPORT DUE 8/1/23: Due during 5-year cycle visit or as part of annual re-cert.

Amy
Fonseca 20 min

8. Other items
• ISO Training - TBD
Amy
Fonseca 5 min

9. Adjourn
For questions, please contact Amy Fonseca at (408) 630-3005 (office) or (408) 691-8889 (cell) or [email protected]
ATTACHMENT NO. 5

Santa Clara County CRS Users Group / PPI Committee Meeting Attendance Sheet
May 16, 2023 | 9:00 - 11:00am | Zoom
Name Agency
Robb Lampa California Department of Water Resources
Jenn Chu City of Cupertino
Susana Ramirez City of Gilroy
Steve Golden City of Los Altos
Brian Petrovic City of Milpitas
Maria Angeles City of Morgan Hill
Renee Gunn City of Mountain View
Lauren Cody City of Mountain View
Rajeev Hada City of Palo Alto
Vicki Thai City of Palo Alto
Vivian Tom City of San Jose
Brandon Coco City of Santa Clara
Christian Tran City of Santa Clara
Suzanne Park City of Sunnyvale
Jennifer Ng City of Sunnyvale
Adam Probolsky Probolsky Research
Katie Thompson Probolsky Research
Amy Fonseca Valley Water
Sherilyn Tran Valley Water
Clarissa Sangalang Valley Water
Paola Reyes (Paola Giles) Valley Water
Quorum Met. All CRS Communities in attendance.

Missing Cities: City of Campbell, City of Monte Sereno, City of Los Gatos, City of Saratoga, Santa Clara County, and Town of Los Altos Hills
ATTACHMENT NO. 6

3 CITY COUNCIL STAFF REPORT
MEETING DATE: August 23, 2023
PREPARED BY:

David Gittleson, Associate Engineer
APPROVED BY: City Manager
ACCEPT PHASE 1 OF HALE AVENUE EXTENSION PROJECT IN THE
AMOUNT OF $15,446,002

RECOMMENDATION(S)

1. Accept as complete the Phase 1 Hale Avenue Extension Project;

2. Authorize the City Engineer to sign the Notice of Completion; and

3. Direct the City Clerk to file said Notice of Completion with the County Recorder's Office.

COUNCIL PRIORITIES, GOALS & STRATEGIES
City Council Ongoing Priorities
Enhancing Public Safety
Maintaining and Enhancing Infrastructure
2022-2023 Strategic Priorities
Fiscal Sustainability
Transportation
Guiding Documents
Bikeways, Trails, and Recreation Master Plan
Morgan Hill 2035 General Plan
Storm Drain Master Plan
Water System Master Plan
REPORT NARRATIVE:

The Hale Avenue Extension project is a significant and long-planned transportation improvement for the City of Morgan Hill. It has been included and identified in the City’s General Plan since 1969 as a north/south arterial street for the west side of the community. The limits of the Hale Avenue Extension project are West Main Avenue at the north end and Spring Avenue at the south end (Attachment 1). The project was split into two phases due to the timing of Valley Water's Llagas Creek Flood Control Project.

Phase 1 includes the section of roadway between Spring Avenue and Warren Avenue while Phase 2 extends from Warren Avenue to West Main Avenue. Valley Water is constructing the phase 2 improvements as part of a cost shared agreement with the

3 City.

On November 18, 2020, the City Council awarded the Phase 1 construction contract to Desilva Gates Construction for $14,174,174 plus a 10% contingency of $1,417,417 for a total amount of $15,591,591. The scope of work included constructing approximately 4,000 linear feet of new roadway, including a roundabout at the West Dunne Avenue/Hale Avenue intersection, bike lanes, median, separated pedestrian pathway, sound walls, retaining walls, street lights, striping, fiber optic conduits, undergrounding of overhead utility crossings, water line and fire hydrants, stormwater bioswales, storm drain system, irrigation and landscaping, traffic control and project clean-up.

The project started construction in April, 2021 and was substantially completed on July 18, 2023. During construction, the project incurred 35 change orders which totaled $3,648,132. A significant number of change orders were the result of necessary changes to the project in the field. Change orders on the project related to reducing resident impacts during construction, unforeseen conditions in the field, and adjustments found to be needed in the design. While many of these changes created extra costs, many other changes supported cost savings (such as reducing earthwork quantities), ultimately reducing the base contract to $11,797,870. These savings not only kept the project under budget, but allowed enough savings to construct a traffic signal at the Spring and Hale intersection, which was not included in the original bid due to cost constraints.

The final construction contract with Desilva Gates Construction is $15,446,002, which allows for $145,589 in unused funds to be returned to the Traffic Impact Fund. Staff recommends accepting this project as it is complete in accordance with the plans and specifications. By accepting this project, the City Clerk will file a Notice of Completion for this project (Attachment 2).

Phase 2 of Hale Avenue is currently under construction in coordination with Valley Water’s Upper Llagas Creek Flood Control Phase 2A Project. The two projects have a common work area at the intersection of Hale Avenue and West Main Avenue. Thus, Phase 2 is not scheduled to be completed until early 2024.

COMMUNITY ENGAGEMENT:

Significant engagement occurred over the last decade as it relates to the Hale Avenue Extension Project. Projects of this size require long-term decisions be made for the future of Morgan Hill. The City’s General Plan Updates and the Environmental Impact Report for this project both included significant engagement that set the framework for developing a funding strategy and the planning documents. The City Council approved the funding for the project in June 2020. More recently, City staff held a Town Hall meeting on Thursday, June 11 to specifically discuss the Hale Avenue Extension. The City’s Hale Avenue Project webpage (www.morganhill.ca.gov/880/Hale-AvenueExtension-Project) provides significant project background on the history of the project and its intended purpose.

3 ALTERNATIVE ACTIONS:

Accepting the project in accordance with the contract documents is a required process and enables the City to release any retained funds owed to the contractor per California Public Contract Code Section 7107.

PRIOR CITY COUNCIL AND COMMISSION ACTIONS:
• In 1969 the City Council added the Hale Avenue Extension Project to the City’s General Plan
• The Hale Extension Project is first programmed into the Capital Improvement Program in 2010-11 fiscal year
• The City Council included the Roadway in the General Plan Circulation Element in February 2010
• The City Council meeting on community engagement and moving forward in February 2011
• The City Council community meeting for intersection design in August 2011 • Public Meeting on Draft EIR was held on June 8, 2016
• The City Council approved design contract with Mark Thomas on January 18, 2017
• The City Council certified the EIR and adopted a Plan Line on August 23, 2017 • The City Council approved Tran property purchase on December 6, 2017 • The City Council approved Giancola property purchase on December 6, 2017 • The City Council approved Howard property purchase on January 17, 2018 • The City Council approved a first amendment with Mark Thomas for design on April 18, 2018
• The City Council adopted the Fiscal Year 2018-19 through 2023-24 Capital Improvement Program Budget, including the Hale Avenue Extension Project • The City Council approved Kerr property purchase on July 18, 2018 • The City Council approved a property conveyance with the County on August 22, 2018
• The City Council adopted a resolution of necessity to acquire property from PG&E on September 5, 2018
• The City Council approved Garcia property purchase on October 3, 2018 • The City Council adopted a relocation plan for the project on October 17, 2018 • The City Council approved Betpolice property purchase on February 20, 2019 • The City Council approved a second amendment with Mark Thomas on April 17, 2019
• The City Council approved a third amendment with Mark Thomas on December 18, 2019
• The City Council approved the funding agreement with the Valley Transportation Authority on June 17, 2020 for the Hale Avenue Extension project • The City Council Awarded the construction contract to Desilva Gates Construction on November 18, 2020.

3 FISCAL AND RESOURCE IMPACT:

Fiscal:

The total authorization for this project was $15,591,591, which included a 10% contingency amount of $1,417,417. The Phase 1 project received $16.5M in Measure B monies which were applied to the construction, project management, inspection and testing portions of the project. Remaining funding for Phase 1 and for Phase 2 of Hale Avenue Extension Project has been funded from the Traffic Impact Fund and Storm Drain Impact Fund (for storm system improvements).

The total cost of the construction of the Phase 1 portion of the Hale Extension project was $15,446,002. The unspent balance of $145,589 ($15,591,591-$15,446,002) will go back to the Traffic Impact Fund (309).

CEQA (California Environmental Quality Act):

Project
An Environmental Impact Report (EIR) was certified for the Hale Avenue Extension and Santa Teresa Corridor Widening and Realignment Project in accordance with the California Environmental Quality Act (CEQA). In addition, a Mitigation Monitoring and Reporting Program was prepared and implemented during the construction process.

The project included linear bioswales to filter the water before it enters into the storm drain system. These swales will require yearly monitoring and maintenance.

CIP Contract Acceptance
Funding Closeout Statement
Project: Hale Avenue Extension Project
Project No: 546007
Date of Project
Award: 18-Nov-20 Project Award Amount: $14,174,174
Funding Source: f355
Contingency
Authorized: $1,417,417
Date of Project
Acceptance: 18-Jul-23 Total Authorized: $15,591,591
Actual Base
Contract Spent: $11,797,870
Change Orders
Description Date
Council Approval
Reqd? (Y/N)
Paid from
Contingency
C.O. #1 Delete US Army Permit, not required. 29-Mar-21 N $0 C.O. #2 Modify existing storm drain system 9-Apr-21 N $48,500 C.O. #3 Modify new storm drain system 15-Apr-21 N $1,817 C.O. #4 Delete street light at sta 7+40-Credit 14-Jun-21 N -$13,678 C.O. #5 Increase in basin earthwork qunatity 15-Jun-21 N $4,197 C.O. #6 Raise grades-south of Dunne. Savings in
Earthwork bid of $98,550. 16-Jun-21 N $70,396
C.O. #7 Raise grades north of Dunne. Savings of
$582,112 in Earthwork bid quantities 9-Nov-21 N $128,456 C.O. #8 Delete retaining wall 3. Savings of $238,460
in bid quantities. 9-Nov-21 N $77,213
C.O. #9 Hydroseed slope areas with soil growth
amendment due to rocky soil. 22-Sep-23 N $53,760

C.O. #10 Replace Drain Inlets with gallery inlets,
Savings of $87,240 in bid quanties 11-Feb-22 N $77,350
C.O. #11 Add traffic signal at Spring/Dewitt 2-Mar-22 N $596,800 C.O. #12
Modification to retaining wall 4. Delete
retaining walls 1 and 2. Savings of $568,400
in bid quantities
16-Mar-22 N $347,090
C.O. #13
Misc change orders: Sound wall 1 grading,
add water line stub, slurry backfill, demo
existing sound wall and install temp fencing.
20-Mar-22 N $123,719
C.O. #14
Misc change orders: Relocate fire hydrant,
delete 3 fire hydrants, cover stock piles,
unmarked sewer repair, abandon 2 drain
inlets, DA1 inlet conflit.
21-Apr-22 N $43,468
C.O. #15 Underground overhead power lines at station
22+00. 22-Apr-22 N $67,681
C.O. #16 Lower storm drain line at roundabout to clear
multiple utilities. 28-Apr-22 N $77,927
C.O. #17 Connect to existing water line on Spring 18-May-22 N $88,593 C.O. #18 Waterline modifications at roundabout 21-Jul-22 N $205,236 C.O. #19 Misc change orders: 15-Jun-22 N $83,371
C.O. #20
Misc change orders: grading, finishing, HMA
pathway, curb revisions, subgrade diggouts,
place fill, move backfill material
25-Jul-22 N $69,262
C.O. #21
Demo existing curb/gutter return, additional
grading at return, add cutback in trench,
relocate K-rail.
26-Aug-22 N $23,912
C.O. #22 Close Dunne to traffic to expedite work 14-Sep-22 N $79,500 C.O. #23 Revise landscape planting and convert to drip
irrigation 24-Oct-22 N $164,900
C.O. #24 Disinfect water lines, multiple connections. 9-Nov-22 N $70,782

C.O. #25 Modify AC grinding limits to expedite project
and reduce costs. 15-Nov-22 N $37,733
C.O. #26 Remove and replace soft soil within subgrade. 2-Nov-22 N $38,715 C.O. #27 Time extension issued 28-Dec-22 N $0
C.O. #28 Additional BMP's, additional traffic control,
install freez bags on backflows, UAQ locate. 7-Jun-23 N $42,901 C.O. #29 Misc. grade revisions 25-Jan-23 N $59,009
C.O. #30 Grade revisions, bioswale repairs due to
storms, irrigation and landscaping revisions 26-Jan-23 N $86,148 C.O. #31 Resequence work & resolve subcontractor
change orders 2-Mar-23 N $159,881
C.O. #32 Revisions to project scope and timeline 6-Mar-23 N $659,712 C.O. #33 Add 19 trees, USA locate, plant credit, signal extras, grade & compact AB sidewalk 2-May-23 N $73,589
C.O. #34 PG&E vault relocation, BMP work, demo AC,
traffic control, freeze blankets, USA locate 7-Jun-23 N $21,817 C.O. #35 Credit for damaged RCP pipe 30-Jun-23 N -$21,625 Total C.O.: $3,648,132
Additional Appropriations
Source Amount Date
Total
Construction
Amount (Base
Contract plus
CO's): $15,446,001.91
Construction Fund Balance: $145,589
None

Recording Requested By:
___________________________
When Recorded Mail To:
___________________________
___________________________
___________________________
___________________________
SPACE ABOVE THIS LINE IS FOR RECORDER’S USE

NOTICE OF COMPLETION
Civil Code §§ 8182, 8184, 9204, and 9208
NOTICE IS HEREBY GIVEN THAT:

1. The undersigned is the Owner or agent of the Project described below.

2. Owner’s full name is City of Morgan Hill.

3. Owner’s address is 17575 Peak Avenue, Morgan Hill, CA 95037.

4. The nature of Owner’s interest in the Project is:
_X_ Fee ownership __ Lessee __ Other:________________________

5. Construction work on the Project performed on Owner’s behalf is generally described as follows: Construct two lane roadway, including: bike lanes, median pedestrian path, roundabout, water and storm mains, street lights, traffic signal, and landscaping.

6. The name of the original Contractor for the Project is: DeSilva Gates Construction.

7. The Project was completed on: July 18, 2023.

8. The Project is located at: Hale Avenue, between Main Avenue and Spring Avenue.

Verification: In signing this document, I, the undersigned, declare under penalty of perjury under the laws of the State of California that I have read this notice, and I know and understand the contents of this notice, and that the facts stated in this notice are true and correct.
__________________________ ________________________________ Date and Place Signature
________________________________
Scott Creer, City Engineer

4 CITY COUNCIL STAFF REPORT
MEETING DATE: August 23, 2023
PREPARED BY:

Tanya Carothers, Environmental Services Administrator
APPROVED BY: City Manager

ADOPT A RESOLUTION AMENDING THE CITY'S COUNTYWIDE SOLID

WASTE BUDGET AND APPROVE THE FIRST AMENDMENT TO THE

JOINT VENTURE SILICON VALLEY CONSULTANT AGREEMENT FOR
THE FY 2023-24 COUNTYWIDE SOLID WASTE PROGRAM

RECOMMENDATION(S)

1. Adopt a Resolution appropriating an additional $203,182 to the City’s Countywide Solid Waste Program (Fund 246);

2. Approve the first amendment to the consultant agreement with Joint Venture Silicon Valley to add Food Recovery Program Infrastructure Enhancements for $203,182 and the Surplus to Go Program for $100,000 for a revised total contract amount of $591,627; and

3. Authorize the City Manager to execute and administer the first amendment to the consultant agreement with Joint Venture Silicon Valley.

COUNCIL PRIORITIES, GOALS & STRATEGIES
City Council Ongoing Priorities
Protecting the Environment
Advancing Regional Initiatives
REPORT NARRATIVE:

The purpose of this report is to provide the City Council with an opportunity to adopt a resolution appropriating an additional $203,182 in the City’s Countywide Solid Waste Program (Attachment 1), and to approve a first amendment to the City's Consultant Agreement with Joint Venture Silicon Valley (JVSV) for the administration and implementation of Santa Clara County's FY 2023-24 Food Recovery Program (Attachment 2).

Background
In July 2021, City of Morgan Hill staff began providing Technical Advisory Committee (TAC) Administrator and Contracting Agent roles for administering the work of the Countywide Solid Waste Program. The County has retained the third role of Fiscal Agent for these programs and is the entity authorized and responsible for collecting

4 County solid waste fees as well as managing and reporting to the State on various Countywide solid waste planning efforts. One of the largest contracts the City administers is for the Countywide Food Recovery Program (Food Recovery Program) which is required under State of California law (SB 1383). The Food Recovery Program focuses on the collection of food from specified food-generating businesses and redistribution of that food to feed people in need.

Proposed Amendment
The current contract with JVSV for management and implementation of the Food Recovery Program is for $288,445 and covers base operations to reach minimum compliance with SB 1383 requirements for food recovery programs. The proposed First Amendment will add additional food recovery resources beyond minimum compliance by adding funds to the contract to cover costs for Infrastructure Enhancements and the Surplus to Go Program, as described below.

The proposed Infrastructure Enhancements include two components: 1) Small Capacity Grants which will be issued to increase the food recovery capacity of food recovery organizations; and 2) Food Waste Prevention Classes which will promote food waste prevention measures specific to each regulated sector (e.g., restaurants, hospitals, schools, large events), provide food recovery tips and best practices, and teach businesses and organizations how to comply with SB 1383 food recovery requirements and local ordinances. The total cost of the Infrastructure Enhancements is $203,182.

The Surplus to Go Program will use emerging technologies and services to develop a system that distributes surplus food directly from businesses to those in need. The total cost of the Surplus to Go Program is $100,000.

Both the Infrastructure Enhancements and the Surplus to Go Program have been approved by the Recycling and Waste Reduction Commission (RWRC). The FY 2023- 24 JVSV Consultant Agreement will increase to $591,627 with the proposed amendment.

JVSV Contract Summary Table
Current JVSV Contract. Includes Base SB 1383
Compliance Costs Only.
$288,445
ADD Infrastructure Enhancements to JVSV
Contract
$203,182
ADD Surplus to Go Program to JVSV Contract $100,000
Revised JVSV Contract Amount with Approval of
First Amendment
$591,627
COMMUNITY ENGAGEMENT:

4 Not Applicable
The subject of this staff report is entirely administrative in nature and does not impact services directly provided to the Morgan Hill community. Given this, no community engagement was conducted prior to this meeting.

ALTERNATIVE ACTIONS:

The City Council could decline approval of the Resolution appropriating an additional $203,182 to the City’s Countywide Solid Waste Program budget, and could also decline to approve the first amendment to the JVSV Contract for implementation of the Food Recovery Program. In this scenario, the City could still administer the base Food Recovery Program costs for minimum SB 1383 compliance, however, the City would be unable to administer the Infrastructure Enhancements and the Surplus to Go Program which is work that participating jurisdictions have asked that the City implement in their role as the Countywide Solid Waste Program Contracting Agent and Administrator.

PRIOR CITY COUNCIL AND COMMISSION ACTIONS:

The City Council has not taken prior action on this agreement. The amount of the original agreement was $288,445, therefore it was approved via City Manager authority on July 4, 2023. Per Ordinance 2321, purchases up to $300,000 can be made under the City Manager's purchasing authority if they were made exclusively with Countywide funds for the administration of the Countywide Solid Waste Program.

FISCAL AND RESOURCE IMPACT:

While the Surplus to Go Program needs to be added to the JVSV contract, it should be noted that this program was approved by the Recycling and Waste Reduction Commission (RWRC) as a funded project using County solid waste fees in the FY 2023- 24 budget, and the $100,000 cost is already accounted for in the City's contract budget for the Countywide Solid Waste Program. The Infrastructure Enhancements for $203,182 were approved later as part of an amendment to the 2023-24 RWRC budget and will be funded by participating jurisdictions who will contribute their share of the cost for the enhancements to the Fiscal Agent. The cost for the Infrastructure Enhancements still needs to be added to the City's contract budget for Countywide Solid Waste Services.

There is currently $1,273,097 authorized in Fund 246 for Countywide Solid Waste Administrative Services Contracts for FY 2023-24. The First Amendment to the JVSV Contract for implementation and management of the Food Recovery Program ($203,182) will bring the total amount of Countywide Solid Waste Administrative Services contracts to $1,476,279. The additional $203,182 will be appropriated to Fund 246 via the attached resolution and budget scorecard (Attachment 1). This increase in expense is completely offset by the increase in revenue.

As Fiscal Agent, the County is the entity authorized and responsible for collecting County solid waste fees as well as revenues from other sources (e.g. grant funds, jurisdiction contributions, etc.). The City sends a Fund Transfer Request quarterly to the County to cover costs related to the City’s role as TAC Administrator and Contracting

4 Agent as well as all contract costs. The City’s Fund Transfer Requests will be adjusted to cover the costs associated with the requested increased appropriation and there will be no net impact on the General Fund. Because of the Fund Transfer Requests, in no case would Fund 246 go into a negative balance. However, there is a possibility that Fund 246 will have a positive balance at the end of the year if some of the planned contract expenditures come in under budget. Any balance in Fund 246 at the end of the year would be available for future expenditures on the countywide solid waste programs.

CEQA (California Environmental Quality Act):

Not a Project
The activities associated with this item are administrative activities that will not result in direct changes to the physical environment.

RESOLUTION NO. 23-_____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF MORGAN HILL APPROVING AN AMENDMENT TO
THE CITY’S FISCAL YEAR 2023-2024 BUDGET IN THE

COUNTYWIDE SOLID WASTE ADMINISTRATIE
SERVICES FUND (FUND NO. 246), TO APPROPRIATE
$203,182.00, THEREFOR
WHEREAS, the City of Morgan Hill, a municipal corporation and general law city duly organized and existing under and pursuant to the Constitution and laws of the State of California (“City”), is authorized to enter into contracts and agreements for the benefit of the City; and WHEREAS, the reasons supporting this Resolution are set forth in detail in that certain City Council Staff Report entitled “Adopt a Resolution Amending the City’s Countywide Solid Waste Budget and Approve the First Amendment to the Joint Venture Silicon Valley Consultant Agreement for the FY 2023-24 Countywide Solid Waste Program” submitted for City Council consideration at its meeting of August 23, 2023, submitted to the City Council by the City Manager (the “Staff Report”), the contents of which Staff Report are incorporated herein by this reference; and
WHEREAS, recommended amendments are needed and proposed to the City’s previously adopted Annual Budget for Fiscal Year 2023-2024 as set forth on Exhibit A to this Resolution, to appropriate the requisite funds to implement the actions authorized by this Resolution; and WHEREAS, the consideration by City Council of the adoption of this Resolution has been duly noticed pursuant to applicable laws and has been placed upon the City Council Meeting Agenda on the date set forth in the Staff Report, or to such date that the City Council may have continued or deferred consideration of this Resolution, and on such date the City Council conducted a duly noticed public meeting at which the City Council provided members of the public an opportunity to comment and be heard and considered any and all testimony and other evidence provided in connection with the adoption of this Resolution; and WHEREAS, the City Council determines that adoption of this Resolution is in the public interest.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MORGAN HILL DOES HEREBY FIND, DETERMINE, RESOLVE AND ORDER AS FOLLOWS:

Section 1. Recitals. The City Council does hereby find, determine and resolve that all of the foregoing recitals are true and correct.

Section 2. Approval and Authorization. The City Council does further resolve, order and/or direct as follows:

City of Morgan Hill
Resolution No. 23-_____

a. That the City’s previously adopted Fiscal Year 2023-2024 Budget, as the same has been amended to date, is hereby further amended in accordance with and as reflected on Exhibit A attached hereto and incorporated herein by this reference; and
b. That the City Clerk is hereby authorized and directed to forward a copy of this Resolution to the City’s Finance Director, who is hereby authorized and directed to take all actions necessary to implement the terms of this Resolution pertaining to the Fiscal Year 2023-2024 Budget of City.

Section 3. This Resolution shall take effect immediately upon adoption.

PASSED, APPROVED, AND ADOPTED by the City Council of the City of Morgan Hill at its meeting held on this 23rd day of August 2023 by the following vote:

AYES: COUNCIL MEMBERS: None
NOES: COUNCIL MEMBERS: None
ABSTAIN: COUNCIL MEMBERS: None
ABSENT: COUNCIL MEMBERS: None
APPROVED: ATTEST:
___________________________________ _______________________________ MARK TURNER, Mayor MICHELLE BIGELOW, City Clerk
 CERTIFICATION 
I, Michelle Bigelow, City Clerk of the City of Morgan Hill, California, do hereby certify that the foregoing is a true and correct copy of Resolution No. 23-_____ adopted by the City Council at the meeting held on the 23rd day of August 2023.

WITNESS MY HAND AND THE SEAL OF THE CITY OF MORGAN HILL.

DATE: _____________________ ___________________________________ MICHELLE BIGELOW, City Clerk

City of Morgan Hill
Resolution No. 23-_____

EXHIBIT A

AGENDA BUDGET SCORECARD
FISCAL YEAR 2023-2024
ADJUSTMENT # 006
FUND: 246 Countywide Solid Waste Administration
FUNTION: 40 Public Works and Services
DEPARTMENT: 40 Public Services
DIVISION: 5820 Solid Waste Program Management
OBJECT: 42231 Contract Services
AGENDA DATE: 08/23/23
AGENDA ITEM TITLE:
07/01/23 06/30/24

UN-AUDITED PROJECTED

BEGINNING AMENDED ENDING

FUND ESTIMATED APPROPRI- FUND

BALANCE REVENUES ATIONS BALANCE
ORIGINAL BUDGET 276,974 1,398,223 1,397,763 277,434

CUMULATIVE REVISIONS PRIOR - - - -

TO RECOMMENDED ACTION
RECOMMENDED ACTION 203,182 203,182 -
RESULT OF RECOMMENDED ACTION 276,974 1,601,405 1,600,945 277,434 FY 23-24 Countywide Solid Waste Program

1 FIRST AMENDMENT TO AGREEMENT

JOINT VENTURE SILICON VALLEY
This FIRST AMENDMENT TO AGREEMENT is entered into and becomes effective on ______________________ (Effective Date), by THE CITY OF MORGAN HILL, a municipal corporation, in its capacity as contracting agent on behalf of the County of Santa Clara Recycling and Waste Reduction Commission Implementation Committee ("CITY") and JOINT VENTURE SILICON VALLEY, a California nonprofit corporation ("CONSULTANT"), hereinafter referred to collectively as the “Parties".

RECITALS
The following recitals are a substantive part of this Agreement:

1. This First Amendment to Agreement is entered into pursuant to the action of the Morgan Hill City Council taken on ___________, ____, 20___.

2. The CITY and CONSULTANT entered into that “Consultant Agreement” made as of July 4, 2023, for consultant services for a maximum compensation of Two Hundred Eighty-Eight Thousand Four Hundred Forty-Five Dollars ($288,445.00) (“CONSULTANT AGREEMENT”). The CONSULTANT AGREEMENT is attached as Exhibit “1” to this Agreement.

AGREEMENT
THE PARTIES MUTUALLY AGREE AS FOLLOWS:

1. Amendments: All terms and conditions of the CONSULTANT AGREEMENT, as amended, as attached as Exhibit "1,” shall remain in full force and effect; except that the following amendments shall be made as set forth below:

A. Paragraph 3 shall be amended by adding the following:
"The services to be performed by CONSULTANT shall consist of the following additional services set forth in Revised Exhibit ‘A’ dated August 24, 2023:

Santa Clara County Food Recovery ‘Enhancements’ Program and Surplus to Go: App based Method to Increase Food Recovery Capacity.”
B. Paragraph 4.1 shall be amended and replaced in its entirety by the following:
"4.1. Amount. Compensation under this Agreement shall not exceed FIVE HUNDRED NINETY-ONE THOUSAND SIX HUNDRED TWENTY-SEVEN DOLLARS ($591,627.00) and shall be billed based on the rate and basis set forth in Revised Exhibit B dated August 24, 2023. If the City Manager extends the term of this Agreement pursuant to the provisions of Section 2 above, the City Manager shall have the authority to increase the maximum compensation allowed to be paid to CONSULTANT, during that extended term period, so long as City Council has appropriated sufficient funds therefor, the Parties mutually agree to such amount in a writing signed by both Parties to this Agreement and provided further that in no event shall such maximum compensation allowed for the term exceed the City Manager's authority pursuant to Chapter 3.04 of the Morgan Hill Municipal Code, unless otherwise authorized by City Council.”
C. Paragraph 6 shall be amended and replaced in its entirety by the following:

2 “6. Performance of Work. CONSULTANT represents that it is qualified by virtue of experience, training, education, and expertise to accomplish these services. Services shall be performed by the CONSULTANT in accordance with professional practices in a manner consistent with a level of care, competence and skill exercised by qualified members of the CONSULTANT’s profession. By delivery of completed work, CONSULTANT certifies that the work conforms to the requirements of this Agreement and all applicable federal, state, and local laws. CONSULTANT shall perform all work and services under this Agreement in conformance with the time schedule set forth on Exhibit C and Revised Exhibit C, ‘Schedule of Performance,’ attached hereto and incorporated herein by this reference. CITY’s City manager is authorized on behalf of CITY to modify the timeframes set forth on the Schedule of Performance within the term of this Agreement. If CONSULTANT desires to leave or store any of CONSULTANT’s equipment at a CITY site while CONSULTANT is performing work or service pursuant to this Agreement, CONSULTANT will first obtain the consent of CITY’s City manager, or his/her delegate, to do so, and any such storage shall occur only in the manner and location allowed by such CITY official and entirely at CONSULTANT’s sole risk.” ///
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[Signatures on the Next Page]

3 2. Conflicts. In the event of a conflict between the terms and provisions of this First Amendment to Agreement and the terms and provisions of the CONSULTANT AGREEMENT, the terms of this First Amendment to Agreement shall govern and control.

TWO SIGNATURES ARE REQUIRED FOR CORPORATIONS:
(1) CHAIRPERSON OF THE BOARD, PRESIDENT, OR VICE PRESIDENT; AND (2) SECRETARY, ASSISTANT SECRETARY, CHIEF FINANCIAL OFFICER, OR ASSISTANT TREASURER.

ATTEST: CITY OF MORGAN HILL
Michelle Bigelow, City Clerk Christina Turner, City Manager Date: Date:

APPROVED AS TO FORM:

Donald Larkin, City Attorney

JOINT VENTURE SILICON VALLEY
By:

By:

Date: Title:

Date:

Print Name and Title of Signer.

If Corporate: Chairman, President,
or Vice President
By:

Title:

Date:

Print Name and Title of Signer.

If Corporate: Secretary, Assistant
Secretary, Chief Financial Officer, or
Assistant Treasurer
Russell Hancock, President & CEO
08/15/2023

1 REVISED EXHIBIT A
DATED AUGUST 24, 2024
Scope of Services
TO BE ADDED TO THE EXISTING SCOPE OF SERVICES:

1. Santa Clara County Food Recovery “Enhancements” Program

2. Surplus to Go: App-based Method to Increase Food Recovery Capacity

1. Santa Clara County Food Recovery “Enhancements” Program Services:

Capacity Enhancements: Small Grant Program
Joint Venture will create a small grant program to fund existing food recovery programs in Santa Clara County. The grant program will focus mainly on infrastructure needs identified in the Capacity Assessment Survey: seven organizations reported the need for additional refrigeration, three for freezers, and six for dry storage. Additionally, we will open the application program to distribution sites, knowing that food isn’t truly ‘recovered ’until it is safely provided to the end recipient.

Capacity Enhancements: Food Waste Prevention Education
Joint Venture will promote and deliver a webinar/in-person education session series for different sectors regulated under SB 1383 (e.g. restaurants, hospitals, schools, large events). The series will promote food waste prevention measures specific to each regulated sector; provide food recovery tips and best practices; and teach businesses and organizations how to comply with SB 1383 and local ordinances. Education for generators about current FRO safety practices will be included.

Services:

A. Develop localized application process and create a timeline for promoting the grant program, administering the application process, and awarding of funds.

2 B. Solicit applications from FRO/FRS and distribution sites in Santa Clara County.

C. Evaluate applications, and distribute awards.

D. Report on funding distribution at TAC.

E. Promote and design 6 webinar/in-person sessions over the course of the fiscal year, targeted towards specific sectors of the food industry.

F. Conduct at least 6 webinars or in-person sessions.

G. Solicit feedback from participants about the education sessions, both immediately after the session and 2 months later, regarding effectiveness of training.

H. Report back on effectiveness of the program to TAC/IC, and share information with contributing jurisdictions for inclusion in CalRecycle reporting.

2. Surplus to Go: App-based Method to Increase Food Recovery Capacity
Use emerging technologies and services to develop a system to distribute surplus food directly from Tier Two businesses and organizations to clients in need free of charge. This will likely be coordinated through an existing mobile technology solution that could bring food assistance clients to restaurants/healthcare facilities for surplus food. The mobile technology company will partner with food recovery organizations who can record the pounds, as they send their clients directly to businesses to pick up the food.

Services:

A. Partner with an existing technology company to customize and leverage their technology for use in the program.

B. Partner with Food Recovery Organizations and possibly the Santa Clara County Public Health Department to register clients for the program.

C. Track key statistics such as the total meals claimed and T1/T2 and client participation in the program anonymously.

D. Create and share a Final Report with TAC/IC.

EXHIBIT B
Effec�ve August 24, 2023
First Amendment to FY 23-24 JVSV Consultant Agreement
Program
Management
Cost type Cost
Overhead, 20%, to include access to web development,
communica�ons support, and accoun�ng.
$57,689.00
Staff �me. Tasks include database management, Tier
review, inspec�ons, educa�on, solicita�on of generator
and FRO repor�ng, analysis of repor�ng results,
documenta�on for CalRecycle compliance for each
jurisdic�on, communica�ons about the program, FRO list
maintenance, and website maintenance, among other
tasks. Staff include an Execu�ve Director, Associate
Director, Program Manager, and Inspector/Educator.
$215,000.00
Travel, inspec�on, and educa�on supplies, iPad, prin�ng of compliance leters and educa�onal documents,
database and extension subscrip�ons, mailings
$15,756.00
Total $288,445.00
Surplus to Go Cost type Cost
Overhead, 20%, to include access to web development,
communica�ons support, and accoun�ng.
$20,000.00
Staff: Assoc director, Execu�ve Director and contractor �me
$60,000.00
FRO s�pend, admin fees, vouchers for clients $20,000.00 Total $100,000.00
Capacity
Enhancements
Cost type Cost
Overhead, 20%, to include access to web development,
communica�ons support, and accoun�ng.
$38,461.00

EXHIBIT B
Effec�ve August 24, 2023
Staff �me. Includes created of educa�onal materials,
crea�on and distribu�on of 6 preven�on webinars,
crea�on of a small grants program, solicita�on of
applica�ons, awarding of funds, and distribu�on of
funds. Staff include Execu�ve Director, Program
Manager, and contracted staff.
$55,876.00
Printed materials $845.00
Grants- to be distributed to food recovery organiza�ons and food distribu�on loca�ons.
$108,000.00
Total $203,182.00
REVISED CONSULTANT AGMT AMOUNT $591,627.00

1 REVISED EXHIBIT C

SCHEDULE OF PERFORMANCE

TO BE ADDED TO EXISTING SCHEDULE OF PERFORMANCE
Deliverables:

1. Santa Clara County Food Recovery Program Enhancements a. Submit a quarterly invoice to Countywide Solid Waste Services (City of Morgan Hill) separated into program components, categorized as Base Program, Infrastructure Enhancements, and Surplus to Go and summarize a list of tasks completed over the previous quarter. b. Evaluate FRO and distribution site applications for infrastructure, and distribute awards.
c. Report on funding distribution at TAC.
d. Promote and design 6 webinar/in-person sessions over the course of the fiscal year, targeted towards specific sectors of the food industry. e. Conduct at least 6 webinars or in-person sessions.
f. Solicit feedback from participants regarding effectiveness of training. g. Report on program to RWRC, TAC and/or IC.

2. Surplus to Go: App-based Method to Increase Tier Two Food Recovery Capacity
a. Develop and implement an app-based method to distribute recovered food directly to individuals free of charge.
b. Create and share a Final Report with RWRC, TAC and/or IC.

DocuSign Envelope ID: 085EBC92-E26B-4886-A510-F1851 CB1D4AE

CONSULTANT AGREEMENT
Joint Venture Silicon Valley
128-04-23-038
THIS AGREEMENT is entered into and becomes effective on 7/4/2023 (Effective Date), by and between the CITY OF MORGAN HILL, a municipal corporation, in its capacity as contracting agent on behalf of the County of Santa Clara Recycling and Waste Reduction Commission Implementation Committee ("CITY"), and Joint Venture Silicon Valley a California nonprofit corporation ("CONSUL TANT") hereinafter referred to collectively as "Parties." In consideration of the promises and the mutual covenants contained in this Agreement, the Parties agree as follows:

1. City Authority. This Agreement is entered into pursuant to the authority of the City Manager pursuant to Chapter 3.04 of the Morgan Hill Municipal Code.

2. Term of Agreement. This Agreement shall cover services rendered from the Effective Date of this Agreement until June 30, 2024 at which time CONSULTANT'S services shall be completed. The City Manager is authorized to extend the term of this Agreement for a maximum period of one year. Any such extension shall be in writing and signed by both Parties to this Agreement.

3. Scope of Service. The services to be performed by CONSUL TANT shall be the Santa Clara County Food Recovery Program - Base Program and Surplus to Go Program as further described in Exhibit A.

4. Compensation. CONSUL TANT shall be compensated as follows:

4.1. Amount. $288,445.00. Total compensation to CONSUL TANT under this Agreement during its initial term set forth in Section 2 above shall not exceed Two Hundred Eighty-Eight Thousand Four Hundred Forty-Five dollars and shall be billed based on the rate and basis set forth in Exhibit B. If the City Manager extends the term of this Agreement pursuant to the provisions of Section 2 above, the City Manager shall have the authority to increase the maximum compensation allowed to be paid to CONSULTANT, so long as City Council has appropriated sufficient funds therefor, the Parties mutually agree to such amount in a writing signed by both Parties to this Agreement and provided further that in no event shall such maximum compensation allowed for the term exceed the City Manager's authority pursuant to Chapter

3.04 of the Morgan Hill Municipal Code, unless otherwise authorized by City Council.

4.2. Billing. CONSUL TANT shall provide CITY with an invoice containing the dated, detailed, and itemized descriptions of all services performed and expenses incurred (if such expenses are reimbursable pursuant to Exhibit B) by CONSUL TANT on a monthly basis unless otherwise specified in Exhibit B. All invoices shall be sent to the CITY addressed to the department head or project manager identified below in Section 13 Notices. Any rate charged shall be prorated where services are interrupted or not provided for any rate period (for example, any monthly rate charge should be prorated when services were interrupted or provided for only part of the month). For services billed on an hourly rate, the minimum unit of billed time shall not exceed one tenth of one hour. CITY shall pay for services and expenses (if so provided in Exhibit B) up to the limit of compensation set forth above, that in the CITY's judgment were necessary and reasonable. Services for work performed and expenses incurred in excess of the total compensation set forth in paragraph 4.1 above shall be at no cost to CITY.

5. Termination. CITY or CONSUL TANT shall have the right to terminate this Agreement, without cause, by giving thirty (30) days' written notice or less under urgent circumstances. Upon such termination, CONSUL TANT shall submit to CITY an itemized statement of services performed for which compensation has not been paid. CITY may require CONSUL TANT to complete certain work product or documents and 1 Updated April 2023
EXHIBIT 1

DocuSign Envelope ID: 085EBC92-E26B-4886-A510-F1851 CB1D4AE CONSUL TANT shall deliver to CITY all documents in its possession without additional compensation to CONSUL TANT. The City Manager of CITY is authorized to terminate this Agreement, in whole or in part, on behalf of CITY.

5.1. Non-Appropriations. Notwithstanding anything contained in this Agreement to the contrary, if insufficient funds are appropriated, or funds are otherwise unavailable in the budget for CITY for any reason whatsoever in any fiscal year, for payments due under this Agreement, CITY will immediately notify CONSUL TANT of such occurrence, and this Agreement shall terminate after the last day during the fiscal year for which appropriations shall have been budgeted for CITY or are otherwise available for payments.

6. Performance of Work. CONSUL TANT represents that it is qualified by virtue of experience, training, education, and expertise to accomplish these services. Services shall be performed by CONSUL TANT in accordance with professional practices in a manner consistent with a level of care, competence and skill exercised by qualified members of the CONSULTANT'S profession. By delivery of completed work, CONSUL TANT certifies that the work conforms to the requirements of this Agreement and all applicable federal, state and local laws. CONSUL TANT shall perform all work and services under this Agreement in conformance with the time schedule set forth on Exhibit C, "Schedule of Performance," attached hereto and incorporated herein by this reference. CITY's City Manager is authorized on behalf of CITY to modify the timeframes set forth on the Schedule of Performance within the term of this Agreement. If CONSULT ANT desires to leave or store any of CONSUL TANT's equipment at a CITY site while CONSUL TANT is performing work or service pursuant to this Agreement, CONSUL TANT will first obtain the consent of CITY's City Manager, or his/her delegate, to do so, and any such storage shall occur only in the manner and location allowed by such CITY official and entirely at CONSUL TANT's sole risk.

7. Insurance Requirements. CONSULTANT shall procure and provide proof of the insurance coverage required by this section in the form of certificates and endorsements. The required insurance must cover the activities of CONSUL TANT, including its subcontractors, employees and agents, relating to or arising from the performance of any work or service under this Agreement, and must remain in full force and effect at all times during the period covered by this Agreement. The coverages may be arranged under a single policy for the full limits required or by a combination of underlying policies with the balance provided by excess or "umbrella" policies, provided each such policy complies with the requirements set forth herein. Any deductibles or self-insured retentions must be declared to and approved by City. CONSUL TANT further understands that the CITY reserves the right to modify the insurance requirements set forth herein, with thirty (30) days' notice provided to CONSUL TANT, at any time as deemed necessary to protect the interests of the CITY.
7 .1. Insurance Types and Amounts.

7.1.1. Commercial General Liability (CGL). CONSUL TANT shall maintain CGL against claims and liabilities for personal injury, death, or property damage providing protection in the minimum amount of: (i) one million dollars ($1,000,000.00) combined single limit for any one accident or occurrence, or (ii) the maximum amount of such insurance available to CONSUL TANT under CONSUL TANT's combined insurance policies (including any excess or "umbrella" policies), whichever is greater. 7 .1.2. Automobile Liability. CONSUL TANT shall maintain Automobile Liability covering all owned, non-owned and hired automobiles (if CONSUL TANT does not own automobiles, then CONSUL TANT shall maintain Hired/Non-owned Automobile Liability) against claims and liabilities for personal injury, death, or property damage providing protection in the minimum amount of: (i) one million dollars ($1,000,000.00) 2 Updated April 2023

DocuSign Envelope ID: 085EBC92-E26B-4886-A510-F1851CB1D4AE combined single limit for any one accident or occurrence, or (ii) the maximum amount of such insurance available to CONSUL TANT under CONSUL TANT's combined insurance policies (including any excess or "umbrella" policies), whichever is greater. 7 .1.3. Workers' Compensation Insurance and Employer's Liability. CONSUL TANT shall maintain Workers Compensation coverage, as required by law, in the minimum amount of: (i) one million dollars ($1,000,000.00) for any one accident or occurrence, or (ii) the maximum amount of such insurance available to CONSUL TANT under CONSUL TANT's combined insurance policies (including any excess or "umbrella" policies), whichever is greater. If CONSUL TANT is self-insured, CONSUL TANT shall provide its Certificate of Permission to Self-Insure, duly authorized by the Department of Industrial Relations.

7.1.4. Pollution (Environmental) Liability. If the performance of CONSULTANT'S work or service under this Agreement involves hazardous materials, contaminated soil disposal, and/or a risk of accidental release of fuel oil, chemicals or other toxic gases or hazardous materials, CONSUL TANT shall procure and maintain Pollution Liability covering the CONSULTANT'S liability for bodily injury, property damage and environmental damage resulting from pollution and related cleanup costs arising out of the work or services to be performed under this Agreement. Coverage shall be provided for both work performed on site, as well as during the transport of hazardous materials.

Such coverage shall be in the minimum amount of: (i) one million dollars ($1,000,000.00) for any one accident or occurrence, or (ii) the maximum amount of such insurance available to CONSULTANT under CONSULTANT's combined insurance policies (including any excess or "umbrella" policies), whichever is greater.

7.1.5. Professional Liability.

7.1.5.1. If the performance of CONSUL TANT's work or service under this Agreement involves professional and/or technical services (examples include, but are not limited to, architects, engineers, land surveyors, and appraisers), CONSUL TANT shall procure and maintain either a claims made or occurrence Errors and Omission liability insurance in the minimum amount of: (i) one million dollars ($1,000,000.00) each claim, or (ii) the maximum amount of such insurance available to CONSUL TANT under CONSUL TANT's combined insurance policies (including any excess or "umbrella" policies), whichever is greater. Further, if CONSUL TANT maintains a claims-made policy, CONSUL TANT shall provide written evidence of such insurance to the CITY for at least five (5) years after the completion of work performed under this Agreement.

7.1.5.2. If the performance of CONSULTANT's work or service under this Agreement relates to Information Technology or related services (examples include, but are not limited to computer programmers, software designers, hardware engineers, or other systems consultants), CONSUL TANT shall procure and maintain a claims made Errors and Omission liability insurance, including Cyber Liability and Data Breach, in the minimum amount of: (i) one million dollars ($1,000,000.00) each claim, or (ii) the maximum amount of such insurance available to CONSUL TANT under CONSUL TANT's combined insurance policies (including any excess or "umbrella" policies), whichever is greater.
3 Updated April 2023

DocuSign Envelope ID: 085EBC92-E26B-4886-A510-F1851 CB 1 D4AE

7.1.6. Sexual Abuse/Molestation Liability (SML): If the performance of CONSULTANT's work or service under this Agreement involves contact with minors, CONSUL TANT shall procure and maintain Sexual Abuse and Molestation insurance in the minimum amount of: (i) two hundred thousand dollars ($200,000.00) each claim, or (ii) the maximum amount of such insurance available to CONSUL TANT under CONSUL TANT's combined insurance policies (including any excess or "umbrella" policies), whichever is greater.

7.2. Endorsements. CONSUL TANT shall provide proof of the following endorsements, listed for each policy for which endorsements are required, as outlined below:

7.2.1. General Liability and pollution liability (when pollution liability applies).

7.2.1.1. "Additionally Insured" - The City of Morgan Hill, its elected or appointed officials, boards, agencies, officers, agents, employees, and volunteers are named as additional insureds on a form at least as broad as ISO Form CG 20 10 for ongoing operations.

7.2.1.2. "Waiver of Rights of Subrogation" - The insurer waives the right of subrogation against the City of Morgan Hill and CITY'S elected or appointed officials, boards, agencies, officers, agents, employees, and volunteers; and 7 .2.1.3. "Primary and Non-Contributing" - Insurance shall be endorsed to be primary and non-contributory and will not seek contribution from the City's insurance or selfinsurance and shall be at least as broad as ISO Form CG 20 01.

7.2.2. Workers Compensation.

If the performance of CONSULTANT'S work or service under this Agreement involves access to or activity on any property or premises owned or occupied by the CITY, including, but not limited to, CONSULTANT'S presence during site visits and meetings, then insurer waives the right of subrogation against the City of Morgan Hill and the CITY's elected or appointed officials, boards, agencies, officers, agents, employees, and volunteers.

7.3. Qualification of Insurers. All insurance required pursuant to this Agreement must be issued by a company licensed and admitted, or otherwise legally authorized to carry out insurance business in the State of California, and each insurer must have a current A.M. Best's financial strength rating of "A" or better and a financial size rating of "VII" or better.

7.4. Certificates. CONSUL TANT shall furnish CITY of Morgan Hill with copies of all certificates as outlined herein, whether new or modified, promptly upon receipt. In the event of a claim or legal action, CONSUL TANT shall promptly furnish CITY of Morgan Hill with copies of all policies outlined herein. No policy subject to the CONSUL TANT's agreement with the CITY shall be canceled or materially changed except after thirty (30) days' notice by the insurer to CITY. A "material change" is a change that results in non-compliance with any insurance requirements in this section 7. Certificates, including renewal certificates, may be mailed electronically to [email protected] or delivered to the Certificate Holder address provided herein.
4 Updated April 2023

DocuSign Envelope ID: 085EBC92-E26B-4886-A510-F1851CB104AE Certificate Holder address:

City of Morgan Hill
Attn: Risk Management
17575 Peak Avenue
Morgan Hill, CA 95037

8. Non-Liability of Officials and Employees of the CITY. No official or employee of CITY shall be personally liable for any default or liability under this Agreement.

9. Compliance with Law.

9.1. CONSUL TANT and its officers, employees, agents, and subcontractors shall comply with all applicable laws, ordinances, administrative regulations, and permitting requirements in carrying out their obligations under this Agreement. CONSUL TANT and its officers, employees, agents, and subcontractors covenant there shall be no discrimination based upon race, color, creed, religion, gender, marital status, age, sexual orientation, national origin, mental disability, physical disability, medical condition, or ancestry, in any activity pursuant to this Agreement.

9.2. Compliance with Wage and Hour Laws: Consultant, and any subcontractor it employs to complete work under this Agreement, shall comply with all applicable federal, state and local wage and hour laws. Applicable laws may include, but are not limited to, the Federal Fair Labor Standards Act and the California Labor Code.

Final Judgments, Decisions, and Orders: For purposes of this Section, a "final judgment, decision, or order" refers to one for which all appeals have been exhausted or the time to appeal has expired. Relevant investigatory government agencies include: the federal Department of Labor, the California Division of Labor Standards Enforcement, or any other governmental entity or division tasked with the investigation and enforcement of wage and hour laws.

Prior Judgments against CONSUL TANT and/or its Subcontractors: BY SIGNING THIS

AGREEMENT, CONSUL TANT AFFIRMS THAT IT HAS DISCLOSED ANY FINAL

JUDGMENTS, DECISIONS OR ORDERS FROM A COURT OR INVESTIGATORY GOVERNMENT AGENCY FINDING - IN THE FIVE (5) YEARS PRIOR TO EXECUTING THIS

AGREEMENT - THAT CONSUL TANT OR ITS SUBCONTRACTOR(S) HAS VIOLATED ANY APPLICABLE WAGE AND HOUR LAWS. CONSUL TANT FURTHER AFFIRMS THAT IT OR

ITS SUBCONTRACTOR(S) HAS SATISFIED AND COMPLIED WITH - OR HAS REACHED

AGREEMENT WITH THE CITY REGARDING THE MANNER IN WHICH IT WILL SATISFY - ANY SUCH JUDGMENTS, DECISIONS OR ORDERS.

Judgments or Decisions During Term of Contract: If at any time during the term of this Agreement, a court or investigatory government agency issues a final judgment, decision or order finding that CONSUL TANT or an subcontractor it employs to perform work under this Agreement has violated any applicable wage and hour law, or CONSUL TANT learns of such a judgment, decision, or order that was not previously disclosed, CONSUL TANT shall inform the City Attorney, no more than fifteen (15) days after the judgment, decision or order becomes final or of learning of the final judgment, decision or order. CONSUL TANT and its subcontractors shall promptly satisfy and comply with any such judgment, decision, or order, 5 Updated April 2023

DocuSign Envelope ID: 085EBC92-E26B-4886-A510-F1851 CB1 D4AE and shall provide the City Attorney with documentary evidence of compliance with the final judgment, decision or order within five (5) days of satisfying the final judgment, decision or order. The City reserves the right to require CONSUL TANT to enter into an agreement with the City regarding the manner in which any such final judgment, decision, or order will be satisfied.

City's Right to Withhold Payment: Where CONSUL TANT or any subcontractor it employs to perform work under this Agreement has been found in violation of any applicable wage and hour law by a final judgment, decision or order of a court or government agency, the City reserves the right to withhold payment to CONSUL TANT until such judgment, decision or order has been satisfied in full.

Material Breach: Failure to comply with any part of this Section constitutes a material breach of this Agreement. Such breach may serve as a basis for immediate termination of this Agreement and/or any other remedies available under this Agreement and/or law.

Notice to City Related to Wage Theft Prevention: Notice provided to the City Attorney as required under this Section shall be addressed to: City Attorney, City of Morgan Hill, 17575 Peak Avenue, Morgan Hill, CA 95037. The Notice provisions of this Section are separate from any other notice provisions in this Agreement and, accordingly, only notice provided to the above address satisfies the notice requirements in this Section.

10. Independent Contractor. CONSUL TANT is an independent contractor and not an agent or employee of CITY.

11. Confidentiality. All data, documents, or other information received by CONSUL TANT from CITY or prepared in connection with CONSULTANT'S services under this Agreement are deemed confidential and shall not be disclosed to any third party by CONSUL TANT without prior written consent by CITY.

12. Conflict of Interest and Reporting. CONSUL TANT shall at all times avoid conflict of interest or appearance of conflict of interest in performance of this Agreement.

13. Notices. All notices shall be personally delivered or mailed, via first class mail to the below listed address. These addresses shall be used for delivery of service of process. Notices shall be effective five (5) days after date of mailing, or upon date of personal delivery.

Address of CONSUL TANT is as follows:

Joint Venture Silicon Valley
Robin Franz Martin, Executive Director, Silicon Valley Food Recovery P.O. Box 720010
San Jose, CA 95172
Address of CITY is as follows:

Environmental Services
Manager/TAC Administrator
City of Morgan Hill
17575 Peak Avenue
Morgan Hill, CA 95037
with a copy to:

City Clerk
City of Morgan Hill
17575 Peak Avenue
Morgan Hill, CA 95037
6 Updated April 2023

DocuSign Envelope ID: 085EBC92-E268-4886-A510-F1851CB1D4AE

14. Licenses, Permits and Fees. CONSUL TANT shall obtain a City of Morgan Hill Business License, all permits and licenses to the extent required by ordinances, codes and regulations of the federal, state and local government.

15. Consultant's Proposal. If applicable, this Agreement shall include CONSULTANT'S proposal or bid which is incorporated herein. In the event of any inconsistency between the terms of the proposal and this Agreement, this Agreement shall govern.

16. Maintenance of Records.

16.1. Maintenance. CONSUL TANT shall prepare, maintain, and preserve all reports and records that may be required by federal, state, and CITY rules and ordinances related to services provided under this Agreement. CONSUL TANT shall maintain records for a period of at least 3 years after receipt of final payment under this Agreement. If any litigation, claim, negotiation, audit exception, or other action relating to this Agreement is pending at the end of the 3-year period, then CONSUL TANT shall retain said records until such action is resolved.

16.2. Access to and Audit of Records. The CITY shall have the right to examine, monitor and audit all records, documents, conditions, _and activities of the CONSUL TANT and its subcontractors related to services under this Agreement. Pursuant to Government Code Section 8546.7, if this Agreement involves the expenditure of public funds in excess of $10,000, the Parties to this Agreement may be subject, at the request of the CITY or as part of any audit of the CITY, to the examination and audit of the State Auditor pertaining to matters connected with the performance of this Agreement for a period of three years after final payment under the Agreement.

16.3. Ownership of Work Product. Documents created by CONSUL TANT for work performed exclusively for the Recycling and Waste Reduction Commission Implementation Committee shall be the property of the Recycling and Waste Reduction Commission Implementation Committee. CONSUL TANT shall provide CITY, in its capacity as contracting agent for the Recycling and Waste Reduction Commission Implementation Committee, with copies of these items upon demand.

17. Familiarity with Work. By executing this Agreement, CONSULTANT represents that: (1) it has investigated the work to be performed; (2) it has investigated the site of the work and is aware of all conditions there; and (3) it understands the difficulties and restrictions of the work under this Agreement. Should CONSUL TANT discover any conditions materially differing from those inherent in the work or as represented by CITY, it shall immediately inform CITY and shall not proceed, except at CONSULTANT'S risk, until written instructions are received from CITY.

18. Time of Essence. Time is of the essence in the performance of this Agreement.

19. No Assignment. Neither this Agreement nor any portion shall be assigned by CONSUL TANT, without prior written consent of CITY. Any attempted assignment not first approved by CITY shall be void and, at CITY's option, shall terminate this Agreement effective as of the date of such attempted assignment.

20. Attorney Fees. In any legal action, dispute or arbitration arising out of or relating to this Agreement, the prevailing party shall be entitled to an award of its reasonable attorney fees, costs and expenses incurred. 7 Updated April 2023

DocuSign Envelope ID: 085EBC92-E26B-4886-A510-F1851CB1D4AE

21. Defense and Indemnification.

21.1. Defense and Indemnification. CONSUL TANT shall, to the fullest extent permitted by law, indemnify, defend and hold harmless CITY, its elected or appointed officials, boards, agencies, officers, agents, employees, and volunteers ("INDEMNITEES") from and against any and all claims, liabilities, expenses, liens, or damages of any nature, including liability for bodily injury, property damage or personal injury, and including reasonable attorneys' fees and expenses, that arise out of, pertain to, or relate to the performance of this Agreement or the failure to comply with any obligations contained in this Agreement by CONSUL TANT, and/or its agents, officers, employees, subcontractors, or independent contractors ("CLAIM").

21.2. Exceptions. CONSUL TANT is not required to indemnify INDEMNITEES against liability for bodily injury, property damage or personal injury, or any other loss, damage or expense arising from the sole negligence or willful misconduct of the CITY.

21.3. Not limited by insurance. The indemnity, defense and hold harmless provisions of this Agreement apply to all CLAIMs alleged against an INDEMNITEE, regardless of whether any insurance policies are applicable. Policy limits do not act as a limitation upon the amount of indemnification or defense to be provided by CONSUL TANT.
21 .4. Right to Offset. CITY shall have the right to offset against any compensation due CONSULTANT under this Agreement any amount due CITY from CONSUL TANT as a result of CONSUL TANT's failure to pay CITY promptly any indemnification arising under this Section (21) and any amount due CITY from CONSUL TANT arising from CONSUL TANT's failure either to (i) pay taxes on amounts received pursuant to this Agreement or (ii) comply with applicable workers' compensation laws.

21.5. Interpretation. This Section shall constitute an agreement or contract of indemnity, incorporating the interpretations under California Civil Code Section 2778. It is expressly understood and agreed that the obligation of the CONSULTANT to indemnify the INDEMNITEE shall be as broad and inclusive as permitted by the laws of the State of California and shall survive termination of this Agreement.

22. Entire Agreement; Modification; Conflicting Provisions. This Agreement constitutes the entire Agreement between the Parties and supersedes any previous agreements, oral or written. This Agreement may be modified or provisions waived only by a subsequent mutual written agreement executed by CITY and CONSUL TANT. If the provisions contained in the main body of this Agreement conflict with any provision contained in an exhibit to this Agreement, the provisions of the main body of this Agreement shall govern and control over any provision contained in an exhibit to this Agreement.

23. Governing Law and Venue. This Agreement shall be construed in accordance with the laws of the State of California. This Agreement was entered into and is to be performed in the County of Santa Clara.

Any action or dispute arising out of this Agreement shall only be brought in Santa Clara County.

24. Interpretation. This Agreement is a negotiated document and shall be deemed to have been drafted jointly by the Parties, and no rule of construction or interpretation shall apply against any particular Party based on a contention that the Agreement was drafted by one of the Parties including, but not limited to, California Civil Code § 1654, the provisions of which are hereby waived. This Agreement shall be construed and interpreted in a neutral manner.
8 Updated April 2023

DocuSign Envelope ID: 085EBC92-E26B-4886-A510-F1851CB1D4AE

25. Preservation of Agreement. If any term, provision, covenant, or condition of this Agreement is held by a court of competent jurisdiction to be invalid or unenforceable, the rest of the Agreement shall remain in full force and effect and shall in no way be affected or invalidated.

26. Binding Agreement. Notwithstanding the provisions of Section 19 above, this Agreement shall bind any and all successors in interest, legal representatives and/or other permitted assignees or transferees of CONSUL TANT in the same manner as if those successors in interest, legal representatives or other permitted assignees or transferees had entered into this Agreement originally.

27. □ Data Sharing. This Agreement requires access by CONSUL TANT to CITY's Geographic Information System (GIS) DATA for CONSUL TANT to perform the work. CITY agrees to provide the GIS DATA to CONSUL TANT solely for the purpose of performance of contracted work with the CITY upon the terms and conditions specified in Exhibit D, incorporated herein by this reference.

28. Electronic Signatures. Unless otherwise prohibited by law or CITY policy, the Parties agree that an electronic copy of a signed contract, or an electronically signed contract, has the same force and legal effect as a contract executed with an original ink signature. The term "electronic copy of a signed contract" refers to a transmission by facsimile, electronic mail, or other electronic means of a copy of an original signed contract in a portable document format. The term "electronically signed contract" means a contract that is executed by applying an electronic signature using technology approved by the CITY.

Ill
II I
II/
II/
Ill
Ill
[Signatures on Next Page J
9 Updated April 2023

DocuSign Envelope ID: 085EBC92-E26B-4886-A510-F1851 CB 1 D4AE

29. Authority to Execute. Those individuals who are signing this Agreement on behalf of entities represent and warrant that they are, respectively, duly authorized to sign on behalf of the entities and to bind the entities fully to each and all of the obligations set forth in this Agreement.

IN WITNESS THEREOF, these Parties have executed this Agreement on the day and year shown below.

AS SET FORTH IN CA. CORP. CODE§ 313, TWO SIGNATURES ARE REQUIRED FOR CALIFORNIA CORPORATIONS:
(1) CHAIRPERSON OF THE BOARD, PRESIDENT, OR VICE PRESIDENT; AND (2) SECRETARY, ASSISTANT SECRETARY, CHIEF FINANCIAL OFFICER OR ASSISTANT TREASURER.

ATTEST:

Michelle Bigelow
Print Name
Date: 7/5/2023
APPROVED AS TO FORM:

Donald A. Larkin
Print Name
Date: 6/29/2023

CITY OF MORGAN HILL
Christina J. Turner
Print Name
Date: 7/4/2023

JOINT VENTURE SILICON VALLEY
,��
By:

Russell Hancock
Print Name and Title of Signer.

If Corporate: Chairman, President or
Vice President
Date: 6/23/2023
Ashley Raggio
Print Name and Title of Signer.

If Corporate: Secretary, Assistant
Secretary, Chief Financial Officer or
Assistant Treasurer
Date: 6/26/2023
U:\Legal Forms\Consultant Agreements\City Standard Consultant Agreement.Docx 10 Updated April 2023

DocuSign Envelope ID: 085EBC92-E26B-4886-A510-F1851CB1D4AE

EXHIBIT A

SCOPE OF SERVICES
Santa Clara County Food Recovery "Base" Program
SB 1383 requires that each jurisdiction in California establish a food recovery program. In Santa Clara County, jurisdictions already working together through the Technical Advisory Committee (TAC) of the Santa Clara County Recycling and Waste Reduction Commission (RWRC) established a county-wide program.

Services for the Santa Clara County Food Recovery "Base" Program will include:

1. Develop and implement a standardized and uniform method to comply with California Code of Regulations, Title 14, Division 7, Chapter 12, "Short-Lived Climate Pollutants." The Program will operate throughout the County and replace the need for each Jurisdiction to create such a program on its own.

2. Maintain the database of Tier 1/Tier 2 entities and food recovery organizations/services, including: keeping contact and other relevant information up to date, recording data related to Food Recovery Reporting, education/outreach; inspections, keeping records of complaints and enforcement actions current; maintaining the functionality and software integrations that enable the Program to efficiently contact regulated entities, support targeted education and outreach activities to different types of Entities, analyze data to support Program decision-making and capacity building, and provide relevant data to the Program and the Implementation Record available to jurisdictions in real-time; maintain current information about Food Recovery organizations/services and food waste prevention services for inclusion on the sccfoodrecovery.org matching tool; and conduct ongoing quality control and data cleaning activities.

3. Each fiscal year, the Program will conduct a review of new Tier 1 and Tier 2 entities, to ensure that as businesses/organizations open in Santa Clara County, the appropriate regulated entities are added to the Tier 1 and Tier 2 lists and assigned to the appropriate Jurisdiction. Businesses that have closed or no longer qualify as Tier 1 or Tier 2 will be identified during the reporting process, and be removed from the regulated business lists.

4. Provide the Jurisdiction with the information and data necessary for the Jurisdiction to make timely required reports to CalRecycle.

5. Retain records of inspections in the Jurisdiction for a minimum of five (5) years.

6. Notify the Jurisdiction promptly about any related issues that require the Jurisdiction's assistance or to request that the Jurisdiction lead in resolving any issue(s) that arises related to non-compliance.

7. Fulfill the annual education requirement for each Jurisdiction. Develop all needed educational materials and distribute to Tier 1 and Tier 2 Generators, and continue extensive educational programming-by phone, email, Zoom and in-person.

8. Solicit required Food Recovery Reports from generators and Food Recovery organizations/services, compile and provide the results to jurisdictions for inclusion in the Implementation Records, and to Santa Clara County for use in future Capacity Planning efforts.

9. Conduct at least 10% in-person and any necessary follow-up inspections for Tier 1 in compliance with CalRecycle expectations. Tier 2 entities and Food Recovery Organizations and Services will only be inspected as necessary.

10. The Program shall supply appropriate content for the web site, SCCFoodRecovery.org, including a list of Food Recovery Organizations and Services (to be updated at least annually) and maintain accessibility for Tier 1 and Tier 2 entities.

11. Represent the interests of the Program with other entities, Counties, and CalRecycle. 11 Updated April 2023

DocuSign Envelope ID: 085EBC92-E26B-4886-A510-F1851CB1D4AE

12. Develop procedures and timelines for cities and unincorporated County to encourage uniformity in enforcement, which the cities and County would be encouraged to follow.

13. Create a Report about Program activities each September, in advance of next fiscal year's budget conversations. This report shall include a narrative about the Food Recovery Program activities, monitoring statistics, Food Recovery Reporting summary statistics, regulated entity compliance with reporting requirements and compliance based on inspections, including by entity type, total number of pounds of food recovered as reported by generators and FROs, and a summary of all enforcement actions taken. Statistics about food waste prevention and food recovery in Santa Clara County will be shared on the Office of Sustainability website as part of the Sustainability Master Plan Data Dashboard at www.sccsustainabilityplan.org and the Annual Report.

14. Develop and/or implement any portion of the Program not stated above, but outlined in the FY 23-24 Food Recovery Program Memorandum of Understanding (Exhibit D) 12 Updated April 2023

DocuSign Envelope ID: 085EBC92-E268-4886-A510-F1851CB1D4AE

EXHIBIT B

SCHEDULE OF COMPENSATION
FOOD RECOVERY PROGRAM BUDGET FY 23-24
Base Program Cost Type
Funding Source: Voluntary Contributions from
Jurisdictions - Countywide Funds
Overhead, 20%, to include access to web development,
communications support, and accounting.

Staff time. Tasks include database management, Tier review, inspections, education, solicitation of generator and FRO reporting, analysis of reporting results, documentation for CalRecycle compliance for each jurisdiction, communications about the program, FRO list mantenance, and website
maintenance, among other tasks. Staff include an Executive Director, Associate Director, Program Manager, and
Inspector/Educator.

Travel, inspection and education supplies, IPad, printing of compliance letters and educational documents, database and extention subscriptions, mailings
Base Program Subtotal
Cost
$57,689.00
$215,000.00
$15,756.00
$288,445.00

DocuSign Envelope ID: 085EBC92-E26B-4886-A510-F1851CB1D4AE

EXHIBIT C

SCHEDULE OF PERFORMANCE
Deliverables-Santa Clara County Food Recovery Program

1. Develop and implement a standardized and uniform method to comply with California Code of Regulations, Title 14, Division 7, Chapter 12, "Short-Lived Climate Pollutants." The Program will operate throughout the County and replace the need for each Jurisdiction to create such a program on its own.

2. Create a report about program activities to distribute in the TAC September meeting packet, and give a presentation at the TAC September meeting, in advance of next fiscal year's budget conversations. This report shall include a narrative about the Food Recovery Program activities, monitoring statistics, Food Recovery Reporting summary statistics, regulated entity compliance with reporting requirements and compliance based on inspections, including by entity type, total number of pounds of food recovered as reported by generators and food recovery organizations (FROs).

3. Share statistics about food waste prevention and food recovery in Santa Clara County with the Office of Sustainability website for inclusion in the Sustainability Master Plan Data Dashboard at www .sccsustai nab ii ityplan .org

4. Distribute CalRecycle Electronic Annual Report data to each jurisdiction by June 30, 2024.

5. Submit a quarterly invoice to Countywide Solid Waste Services (City of Morgan Hill) separated into program components and summarize a list of tasks completed over the previous quarter. 14 Updated April 2023

DocuSign Envelope ID: 085EBC92-E268-4886-A510-F1851 CB104AE DocuSign Envelope ID: F14O4O16-76CD-4EFE-B52C-81A3240516C7

MEMORANDUM OF

UNDERSTANDING AMONG LOCAL

PUBLIC AGENCIES IN

SANTA CLARA COUNTY

FOR FOOD RECOVERY PROGRAM COSTS
SECTION 1. OVERVIEW
This Memorandum of Understanding (''MOU") is between the cities of Cupertino, Gilroy, Los Altqs, Milpitas, Morgan Hill, Mountain View, Palo Alto, San Jose, Santa Clara, and Sunnyvale; the town of Los Altos Hills; the County of Santa Clara; and the West Va1Jey Solid Waste Management Authority on behalf of its member agencies, the cities of Campbell, Monte Sereno and Saratoga; and town of Los Gatos; collectively HParties" or individually as a "Party." SECTION 2. RECITALS
WHEREAS, the signatory Parties are a1so "PARTIES" to the Memorandurt1 of Agreement for the Santa Clara County Recycling and Waste Reduction Technica] Advisory Commjttee, which is a Committee of the County of Santa Clara Recycling and Waste Reduction Commission that advances the interests of Party jurisdictions by performing technical and policy review to infonn parties and advise the Commission on solid waste management issues, and bring together varied expertise and viewpoints for planning and implementing the Commission approved annual workplan and budget;
WHEREAS, the Patties have previously agreed to jointly fund the cost of a countywide edible food recovery program to satisfy their respective obligations under SB 1383 (2016) and the corresponding regulations;
WHEREAS, the County of Santa CJara is the Fiscal Agent for the Technical Advisory Committee (TAC) to the Santa Clara County Recycling and Waste Reduction Commission and the City of Morgan Hill is the Administrator and Contracting Agent for the TAC; WHEREAS, the City of Morgan Hill, as Program Administrator and Contracting Agent, has contracted with Joint Venture SHicon Valley to implement and manage the countywide Food Recovery Program (''Program") for Fisca] Year 2023/24;
WHEREAS, the Parties desire to execute this MOU to provide for their respective share of costs for the Program;
NOW, THEREFORE, for good and va1uab]e consideration, the adequacy and sufficiency of which is hereby acknowledged, the Parties agree as follows:
1 Exhibit D

DocuSign Envelope ID: 085EBC92-E26B-4886-A510-F1851CB1D4AE OocuSlgn Envelope ID: F14D4Df6 .. 76CD-4EFE-852C-B1A3240516C7 SECTION 3. PURPOSE OF THE MOU
The purpose of this MOU is to establish a means of requiring:

Payment by the Parties for their share of the costs for implementation of the Program.

SECTION 4. EFFECTIVE DATE
This MOU shal1 be effective upon execution of this MOU by all Parties (''Effective Date").

SECTION 5. PAYMENTS UNDER TID
S MOU
For purposes of the Program, the County of Santa Clara is the Fiscal Agent and the City of Morgan Hill is the TAC Administrator and Contracting Agent; as specified in the Santa Clara County Recycling and Waste Reduction Technical Advisory Committee MOA.

The Parties agree to share costs for the services as described jn Exhibit A of this MOU.

The County of Santa Clara wiU, within thirty (30) days of the Effective Date of this MOU; submit to the other Parties an invoice for the amounts due under the MOU. Each party will make their payment to the County of Santa Clara based on the invoice amount.

SECTION 6. RECORDS AND ACCOUNTS
The County of Santa Clara wil1 ke�p complete and accurate financial records related to accomplishirtg the purposes of this MOU. Upon reasonable notice to the County of Santa Clara, any Party to this MOU may inspect the financi:d records related to this MOU.

SECTION 7� FURTH

ER ASSURANCES
Each Party will adopt execute, and make any and all further assurances, instnunents and resolutions as may be reasonably necessary or proper to carry out the intention or to facilitate the Parties' performance of their obligations under this MOU.

SECTION 8. REPRESENTATIONS AND WARRANTIES
Each Party represents and warrants to all other Parties as follows:

Authority: Each Party has the full legal right, power and authority under the laws of the State of California to enter into this MOU and to carry out a11 of its obligations herein.

Due Execution: Each Party's representatives who sign this MOU are duly authorized to sign and bind their respective agency.
2

DocuSign Envelope ID: 085EBC92-E268-4886-A510-F1851 CB 1D4AE DocuSign Envelope 10: F14D4D18-76CD•4EFE-B52C-B1A3240516C7 SECTION 9. REMEDIES NOT EXCLUSIVE
No remedy herein conferred upon or reserved in this MOU is exclusive of any other remedy, and each such remedy shall be cumulat'ive and shall be in addition to every other remedy given hereunder or now or hereafter existing in Jaw or in equity or by statute or otherwise, and all such remedies may be exercised without exhausting and without regard to any other remedy.

SECTION 10. INDEMNIFICATION
Jn lieu of and notwithstanding the pro rata risk allocation, which might otherwise be imposed between the Parties pursuant to G9vernment Code Section 895.6, the Parties agree that all losses or liabilities incurred by a Party shall not be shared pro rata but, instead, the Parties agree that, pursuant to Government Code Section 895.4, each of the Parties hereto shall fully indemnify and hold each of the other Parties, their officers, board members, emp]oyees, and agents, ha1mless from any claim, expense or cost, damage or liability imposed for injury (as defined in Government Code Section 8J0.8) occurring by reason ofthe negligent acts or omissions or willful misconduct of the indemnifying Party, its officers., employees , or agents; under or in connection with or arising out of any work� authority, or jurisdiction delegated to such Patty under this MOU. No Party, nor any officer., board member, or a�ent thereof shal1 be responsible for any damage or JiabiJity occun·ing by reason of the negligent acts or omissions or willful misconduct of any other Party hereto, its officers, board members, employees, or agents, under or in connection with or arising out of any work authority or jurisdiction deJegated to such other Party under this MOU. The obligations set forth in this paragraph will survive termination and expiration of this MOU.

SECTION 11. SEVERABILITY
The provisions of this MOU shall be severable, and if any clause, sentence, paragraph, provision or other part shal1 be adjudged by any court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions of this MOU will be valid and binding on the Parties.

SECTION 12. AMENDMENTS
This MOU may only be amended by a written instrument signed by the Parties.

SECTION 13. COUNTERPARTS
This MOU may be executed in counterpatts, each of which shall be deemed to be an original, but all of which together shall constitute one and the same instrument.

SECTION 14. USE OF ELECTRONIC SIGNATURES
Unless otherwise prohibited by law, the Parties agree that an electronic copy of a signed contract, or an electronically signed contract, has the same force and legal effect as a contract executed with an original ink signature. The tenn (electronic copy of a signed contract" refers to a transmission by 3

DocuSign Envelope ID: 085EBC92-E26B-4886-A510-F1851 CB 1 D4AE DocuSlgn Envelope ID: F1404O16-76CD-4EFE-B62C•B1A3240516C7 facsimile, electronic mail, or other electronic means of a copy of an original signed contract in a portable document fonnat. The tenn "electronically signed contract'' means a contract that is executed by applying an electronic signature using technology approved by the City of Morgan Hill. For the purposes of this agreement, the approved methods of signing shall be via DocuSign or original ink signature signed in counterpart and scanned over to the CITY via electronic mail.

SECTION IS. INTERPRETATION, PRIOR AGREEMENTS AND AMENDMENTS.

This MOU, including all Exhibits attached hereto, represents the entire understanding of the Parties as to those matters contained herein. In the event that the terms specified in any of the Exhibits attached hereto conflict with any of the tenns specified in the body of this MOU, the terms specified in the boqy of this MOU shall control. No prior oral or written understanding shall be of any force or effect with respect to those matters covered hereunder, This MOU may be modified only by a written amendment duly executed by the Parties to this MOU.

SECTION 16. NO LEGAL RELATIONSHIP
By �ntering into this MOU, the Parties are neither forming, nor do they intend to fonn a partnership, agency, or any other legal entity relationship. No Party is authorized to bind or to act as the agent or legal representative of the other Party for any purpose, and neither Party is granted any express or implied right or authority to .assume or create any obligation or responsibility on behalf of or in the name of any other Party.

SECTION 17. GOVERNING LAW, VENUE
This MOU has been executed and delivered in, and shall be construed and enforced in accordance with, the laws of the State of California. Proper venue for legal action regarding this MOU shall be in the County of Santa Clara.

IN WITNESS OF, the Parties have executed the MOU as of the last date set forth below:

Ci ffll�efflno - City Manager
Date: 5/2/2023
City Jf{:t'Jr��ity Manager
Date: 5/2/2023
4 ApprcfWti<fffi"fbnn, Cupertino
Date: 5/1/2023
5/1/2023

DocuSign Envelope ID: 085EBC92-E26B-4886-A510-F1851CB104AE OocuSJgn Envelope m: F14D4D16-76CD-4EFE-B52C-B1A3240516C7 Ctty off�Wo� .... City Manager
Date: 5/1/2023
Cf :;;;'•Pi by. J. Town'-os Hills - Town Manager
Date: 5/1/2023
Doca,Slgnl!d by;
0 �ttts· - City Manager/ A-Ct7Hq
Date; 5/10/2023
City om8&r�ffl1"ilm - City Manager
Date: 5/5/2023
City�ffdWtWlttt'View - City Manager
Date; 5/5/2023
1 1�1iffta
in View- Public Works Director
Date: 5/1/2023
City of San Jose - �
Date: 5/2"1 /202..3
5 Appro\,8ftf7�8¥8Tc>rm,LosAJtos
Date: S/1/202 3
Approffl6!�°t9d9r&m, Los Altos HtlJs
Date: 5/19/2023
Appr� � ......... .,,
Date: 5/1/2023
Apptov!fffttrffi'hh, Morgan Hilt
Date: 5/1/2023
DocuSlgn1td by:
i� F9t1ilit App fffflOffl'Eftj� Mountain View
Date: 5/3/2013
�--- c. r M . v· F. 72ACA8,DEF6484BF1ty o ountam 1ew- mance, Administrative Services Director
Date; 5/2/2023
Approvaf8£�8
fA8r8"t'Hr Santa Clara (City)
Date: 5/22/2023

DocuSign Envelope ID: 085EBC92-E26B-4886-A510-F1851CB1D4AE DoouSign Envelope ID: F1404016-76CD-4EFE-852C-81A3240516C7 DoeuSlgned by:
g'iYfnfy0�fk- City Manager
Date: 5/2/2023
OoeuSlg�d by:

Coun �Afilfetara .. Director of Procurement
Date: 5/1/2023
�4�Dq�7640FJ;14�\. .. West va11ey �oua Waste Management Authority - President
Date: 5/1/2023
City oM9&1b��9
:.: City Manager
Date: 5/5/2023
6 Approva1°2fj8f�1ffl1%, Sunnyvale
Date: 5/1/2023
Approv�F
lt{0
f61
1¥>'Fm, West Valley Solid
Waste Management Authority
Date; 5/8/2023
Approvl1f2ift8'9fcf&n, City of Pa]o Alto
Date: 5/ll/2023

OocuSfgn Envelope ID:. F14D4O16-76CD-4EFE-B52C.

B1A3240516C7

EXHIBIT A

COSTS AND SCOPE OF SERVICES
Proposed Jurisdiction Contributions for Base Program and Infrastructure .. FY 23-24 Program Costs I ..... OI it � .,, . ii.l r- . ;\ ' ':'} ,� -· . .:,,-' ,r}' . o,, � . � ,, ·. � • � .• � � ., / □ .-cl � '
,, 0
•
- �
JurisdiJ::ti�ns .,,, � _
Campbell
CUpertino
Gilroy
Los Altos
Los Altos Hills
Los Gatos
Milpitas
Monte Sereno
Morgan Hill
Mountain View
Palo Alto
San Jose
Santa Clara
Saraton
Sunnyvale
Unincorporated sec
- � ' .. :' \
lillt�al!Local'Asst,
f@nt{(��
Allocation� _
$ 55,495
$ 77,953
$ 75,255
$ 41,038
$ 20,000
$ 41,465
$ 100,2.59
$ 20,000
$ 63,156
$ 109,638
$ 89,759
$ 1,351,654
$ 172,504
$ 41,085
$ 202,777
$ 113,337
·�
!' lhitjal
, ·Pi'Qlfam i
�.Piedie�
r19�of.LAG:
,. '
'--!'a,.- .;J
,
1 • lier 1 � f Generators;
'. l ' -;/ ., �
� " ',
H lier 2
f Generator.s,
$ 10,544' 11 49
$ 14,811 10 80
$ 14,298 11 48
$ 7,797 7 34
$ 3,800 0 2
$ 7:478 10. 45
$ 19,G49 21 92
,.,. I
: -� �, f:
� �
.. Tot'al,
Generators'
1aaseif11'.0ll'ant
€ontrac:t: Cost
(§�3per. ,
i�h'erator,)
: easg, �ogram1 ·
t ·:contribution
csai'.�r' : ":,·., q_.
.pneratot).
� ., ..
tnfr,astructure
Potentiil
'-Enhin�ments �
60 $ 7;980 $ 7,980 $ 2,564
90 $ 11,970 $ 11,970 $ 2,841
59 $ 7,847 $ 7,847 "$ 6,451
41 $ 5,453 $ 5,453 $ 2,344
2 $ 266 $ 266 ,,$ 3,534
55 $ 7,315 $ 7,315 $ 563
113 $ 15,029 $ 15,029 "$ 4,020
$ 3,800 0 ·
1 � 1 $ 133 $ 133 $ 3,667
$ 12,000 15 43 58 $ 7,714 $ 7,714 $ 4,286
$ 20,831 17 114 131 $ 17,423 $ 17,423 $ 3,408
$ 17,054 7 106 113 $ 15,C,29 $ 15,029 $ 2,025
$ 256�14 212 787 999 $ 132,702 $ 132,702 $ 124,112
$ 32,776 40 162 202 $ 26,866 $ 26,866 $ 5,910
$ 7,806 2 26, 28 $ 3,724 $ 3,724 $ 4,0S2
$ 39,368 26 144 170 $ 22,610 $ 22,610 $ 16,758
$ 23,000"" 13 35 48 $ 6,384 $ 6,384 $ 16,616
r �- " - ,-/� n •'
Enh�ment
tr �Cgntrilbutioa:a .,,
$ 2,564
$ 2,841
$ 6,451
$ 2,344
$ 3,534
$ 563
$ 4,020 •
$ 3,667
$ 4,286
$ 3,408"'
$ 2,025
$ 124,112
$ 5,910
$ 4,082
$ 16,758
$ 16,616
Totals $ 2,575,374'1 $ 491,627 ..... 402 1768 2170 $ 2.88,44� $ 288,445 111"$ 203,lBf $ 203,182 l ! ; I , ' I West Valley Oties: FY 23-24 contriblltlons funded by West Valley Solid Waste Management Ailthoritl $ 19,152 $ 10,876 �ot�;�'-��ti�_
l_f)r!)�!".P��dge �a� b�sed o�e.�<?!�'1:1 .. �!t estimate before pr���"'! es!a�lls_hment and expe�ence �ith program scope of_work.

Enhancement Contributions may be reduced, but not the Base Program Contribution.

Contributi�ns to lnfrastructure ·Enhancem.ents by each agency are subject to change pen-ding flnai approvals by each Age-ncy. 0 0
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DocuSign Envelope ID: 085EBC92-E26B-4886-A510-F1851 CB 1 D4AE DocuSlgn Envelope ID; f14D4D16-76CD..4�FE�B52C-81A�240�16C7 EXHIBIT A:

SCOPE OF SERVICES
Base Program - Countywide Food Recovery Program Management From July JĂ 2023 to June 30ă 2024Ą Joint Ventw1e Si1icon Valley will ròn the Santa Clara Counêy Food Recoôery Programą serõing as the food recovery program (Frograrn) on behalf of all jurisdictions (JurisdictionsĀ of the PartiesĆ and coordinating ÷ith any Party performing their own enforcement.

The Base Program

1. Will develop and coordinate a standardized and ñniform method to comply With California Code of Regulaðionsć Tiðle 14Ĉ Division 7ĉ Chapter 12Ċ úShortėLived Climate Pollutantsęû The Program will operate within the Party's boòndaries and replace the need for ëhe Party to create such a program on iís ownĚ

2. Each year by Marchċ the Program will conduct a review of new Tier 1 and Tier 2 EntitiesČ to ensure that as businesses open in Santa Clara Countyč the appropriate regulated entities are added to the Tier 1 and Tier 2 Hstsě Closing businesses will be identified dóring the reporting processĎ and be eliminated from the listsĜ

3. Proôide Parties ÷ith requfrements for inclusion in the ülarge eventý list requested from each Partyď as well as provide electronic materials for distribution for large event plannersĝ

4. Shall provide Parties with the information and data necessary for the Parties to make theit' required reports to CalRecycleĞ

5. Shall retain records of inspections for each Party for a minimum of five (5) yearsğ

6. Shall notify the Party promptly about anø related issues éhat require çhe Partyþs assisìance or to reqñest the Party lead in resolving the issueÿs) thaè arise related éo nonĘcomplianceĠ

7. Shall fulfill the annual education requirement for the Parties and proõide the data needed for the Parties ço compleêe required CalRecycle reports.

8. Shall conduct generaëor and Food Recovery Organization/Services reqiiests for reporïsĐ compile the resultsđ and communicate those results to the jurisdictions for inclusion in the lmpJemenèaìion Record Data SummaryĒ and to Santa Clara County for use in future Capacity Planning efforts.

9. Shaāù conduct inspections and monitoring in compliance with CalRecycle expecíaîions for Tier One businessesē Tier Two entities and OrganizationsĔ and Food Recoverø Organizaîions and Services.

10. The Program shall sópply appropriate content for the web siteĕ SCCFoodRecoöery.orgĖ as well as a list of Food Recovery Organizations and Seröices. The list will be annually updated and made accessible to Tier l and 2 Entiïies.
ii