Agenda packet — Morgan Hill City Council, August 28, 2024 (part 1 of 3)

Special/Regular Meeting Agenda
City Council
Mark Turner - Mayor
Marilyn Librers - Mayor Pro Tem
Gino Borgioli - Council Member
Rene Spring - Council Member
Yvonne Martínez Beltrán - Council Member
Wednesday, August 28, 2024 5:00 PM
Council Chamber Building
17555 Peak Avenue, Morgan Hill, CA 95037

MEETING PARTICIPATION
Morgan Hill City Council meetings are held in person. The community may attend in person or via Zoom (video/teleconference). The meetings are also live-streamed on the City’s website, Facebook page, and Channel 17.

Those wishing to participate in the meetings remotely must register in advance at https://bit.ly/CityCouncilZoomRegistration. Additionally, Zoom participants must be running the latest version or will be required to update to the latest version before being able to join the meeting remotely.

Remote participation is also available by calling (669) 900-9128 and entering webinar id: 873 3200 8380#. Dial *9 to raise your hand, and be called upon to speak for up to 3 minutes. Dial *6 to unmute.

PUBLIC COMMENT
Public comment may be offered verbally at the meeting or in writing before the meeting.

Those attending remotely may only offer public comment for items on the agenda in one of four categories:
• Consent Calendar
• Other Business
• Public Hearings
• Closed Session

Page 1 of 468 ends

August 28, 2024
2 Public comment will be heard from those attending in person first with the submission of a speaker card. Once that is complete, we will move to those on Zoom that have their hand raised. Following public comment from Zoom, we will close the public comment period for that item.

Remote public comment for items not on the agenda will not be accepted.

Written public comment may be submitted to the City Clerk:
• In person at the City Council Meeting;
• Via email to [email protected]; or
• Hand delivered or mailed 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) so that your comments can be submitted to the members of the City Council with sufficient time to review them. 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 noon (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. It is recommended that you do not include any personal information that you do not want to be posted on the web. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law. Communications will NOT be edited for redactions and will be printed/posted as submitted.

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 or by email at [email protected]. Requests must be made as early as possible and at least two full business days before the start of the meeting.

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

SPECIAL MEETING
5:00 p.m. Closed Session

Page 2 of 468 ends

August 28, 2024
3 CALL TO ORDER

ROLL CALL ATTENDANCE

DECLARATION OF POSTING AGENDA

SILENT INVOCATION

PLEDGE OF ALLEGIANCE

CLOSED SESSION

CONFERENCE WITH LEGAL COUNSEL-ANTICIPATED LITIGATION
Initiation of litigation pursuant to § 54956.9(c)
Two Cases

OPPORTUNITY FOR PUBLIC COMMENT

ADJOURN TO CLOSED SESSION

REGULAR MEETING
6:00 pm

CITY COUNCIL REPORTS
Council Member Spring

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

Page 3 of 468 ends

August 28, 2024
4 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)

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 ANNUAL EVALUATION REPORT FOR THE SANTA CLARA

COUNTY MULTI-JURISDICTIONAL PROGRAM FOR PUBLIC INFORMATION (PPI) FOR FY 2023-24 (YEAR 3) 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 2023-24 (Year 3) for the 2021 Santa Clara County Multi-Jurisdictional Program for Public Information (PPI).

2. ACCEPT COMMUNITY LAW ENFORCEMENT FOUNDATION (CLEF)

DONATION
Recommendation:

1. Authorize the City Manager to accept a donation from the Community Law Enforcement Foundation in the amount of $53,123 for the reimbursement of protection plates; and

2. Amend the adopted Fiscal Year (FY) 2024-25 budget in the General Fund (010) to recognize the CLEF donation as revenue, and appropriate $53,123 in the Police Department Field Operation budget.

3. APPROVE A REIMBURSEMENT AGREEMENT WITH VCBLA NIDO, LLC

FOR THE VOICES CHARTER SCHOOL PROJECT (NORTHWEST CORNER

OF MONTEREY ROAD AND COSMO AVENUE)
Recommendation:

1. Approve a Reimbursement Agreement with VCBLA NIDO, LLC for the Voices Charter School; and

Page 4 of 468 ends

August 28, 2024
5 2. Authorize the City Manager to execute the Reimbursement Agreement.

4. APPROVE CHANGE ORDER #1 WITH IRISH EXCAVATION FOR
WOODLAND BOOSTER RETAINING WALLS IN THE AMOUNT OF $27,838 Recommendation:

1. Approve and authorize the City Manager to execute Change Order #1 with Irish Excavation in the amount of $27,838 for two retaining walls at the Woodland Booster Station; and

2. Approve and authorize the City Manager to add a 10% Contingency to the project in the amount of $10,262.

5. APPROVE FINAL MAP FOR CROSSWINDS PHASE 1 - TRACT NO. 10618

AND RELATED SUBDIVISION IMPROVEMENTS AGREEMENT
Recommendation:

1. Approve the Final Map;

2. Authorize the City Manager to execute the Subdivision Improvements Agreement with THE CROSSWINDS AT MORGAN HILL LLC
(“Subdivider”), and KB HOME SOUTH BAY INC. (“Developer”); and

3. Authorize the recordation of the Final Map and Subdivision Improvements Agreement.

6. APPROVE THE JUNE 26, 2024 CITY COUNCIL MEETING MINUTES Recommendation:

Approve minutes.

7. AWARD CONTRACT TO MOUNTAIN CASCADE, INC. FOR THE SANITARY

SEWER LIFT STATIONS K & F REHABILITATION PROJECT IN THE AMOUNT OF $3,042,500 AND CONTINGENCY FUNDS NOT TO EXCEED $304,250
Recommendation:

1. Approve Sanitary Sewer Lift Stations K & F Rehabilitation Project plans and specifications;

2. Award contract to Mountain Cascade, Inc. for the Sanitary Sewer Lift Stations K & F Rehabilitation Project in the amount of $3,042,500;

3. Authorize expenditure of construction contingency funds not to exceed $304,250; and

4. Authorize the City Manager to execute and administer the construction contract with Mountain Cascade, Inc.

Page 5 of 468 ends

August 28, 2024
6 8. APPROVE PROFESSIONAL SERVICES AGREEMENT WITH
HYDROSCIENCE ENGINEERS FOR THE EAGLE VIEW WELL #1 PROJECT FOR A TOTAL AMOUNT NOT TO EXCEED $429,590
Recommendation:

1. Approve Service Agreement for Design Professionals with HydroScience Engineers, Inc. for a total not to exceed contract amount of $429,590 to design the Eagle View Well #1 project; and

2. Authorize the City Manager to execute and administer the Service Agreement for Design Professionals with HydroScience Engineers, Inc. for the Eagle View Well #1 project.

9. APPROVE SECOND AMENDMENT TO THE WEST COAST ARBORISTS, INC. MAINTENANCE SERVICE AGREEMENT TO INCREASE THE NOT TO EXCEED AMOUNT BY $540,728 FOR A TOTAL AGREEMENT AMOUNT OF $1,392,728
Recommendation:

1. Approve the Second Amendment to the Maintenance Service Agreement with West Coast Arborists, Inc. for $540,728, for a total agreement amount of $1,392,728, which includes increasing the annual amount of extra services to $300,000;

2. Authorize the City Manager to execute and administer the Second Amendment to the Maintenance Service Agreement with West Coast Arborists, Inc; and

3. Authorize the City Manager to extend the term of the Agreement with West Coast Arborists, Inc. for up to two additional one-year terms.

10. RATIFY CITY POSITION ON PENDING LEGISLATION, ASSEMBLY BILL 2557 (ORTEGA): LOCAL AGENCIES: CONTRACTS FOR SPECIAL
SERVICES AND TEMPORARY HELP: PERFORMANCE REPORTS
Recommendation:

Ratify the City’s opposing position on pending legislation, Assembly Bill 2557 (Ortega): Local Agencies: Contracts for Special Services and Temporary Help:

Performance Reports.

11. RATIFY THE CITY MANAGER'S EXECUTION OF THE FIRST AMENDMENT

TO AGREEMENT WITH THE COUNTY OF SANTA CLARA TO PROVIDE THE

CITY WITH FUNDING FOR EMERGENCY MEDICAL SERVICES
Recommendation:

Ratify the City Manager's execution of the first amendment to the agreement with the County of Santa Clara to provide funding for the City of Morgan Hill to purchase Emergency Medical Services supplies and equipment.

Page 6 of 468 ends

August 28, 2024
7 PUBLIC HEARINGS

12. APPEAL (AAE2024-0004) OF DEVELOPMENT SERVICES DIRECTOR DECISION ON SR2024-0007 (MONTEREY-GLENROCK): EXPIRATION OF PRELIMINARY APPLICATION UNDER SB330 DUE TO EXPIRATION OF THE 180-DAY PRELIMINARY APPLICATION PERIOD
Recommendation:

1. Grant a hearing de novo;

2. Open/close public hearing; and

3. Adopt resolution denying the appeal and reaffirming the decision of the Development Services Director.

13. HOLD PUBLIC HEARING REGARDING ADJUSTMENTS TO WASTEWATER RATES
Recommendation:

1. Receive and adopt final 2024 Wastewater Rate Study Report prepared by NBS;

2. Open public hearing and receive public comment;

3. Request submission or withdrawal of proposition 218 protest letters from the public/audience;

4. Suspend public hearing and allow City Clerk, or designee, to tabulate the final Proposition 218 protest letter count;

5. Reconvene meeting and reopen public hearing;

6. Receive and accept verbal report from City Clerk, or designee, on ballot tabulation results;

7. Close public hearing; and

8. Adopt resolution approving wastewater rate adjustments.

OTHER BUSINESS

14. APPOINT VOTING DELEGATES FOR THE 2024 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 staff to complete and forward the voting delegate form to CalCities.

Page 7 of 468 ends

August 28, 2024
8 15. RECEIVE MONTHLY BUDGET UPDATE; PRELIMINARY FY 2023-24 FINANCIAL AND INVESTMENT REPORTS; AND CITY MANAGER

AUTHORITY REPORT
Recommendation:

Accept and file report.

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.

ADJOURNMENT

Page 8 of 468 ends

August 28, 2024
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 described in the notice of this meeting during consideration of that item. If you wish to address the Council on any item on this agenda, please complete a speaker request card located in the foyer of the Council Chambers and deliver it to the Minutes Clerk before the City Council discussion on the item. You are not required to give your name on the speaker card 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 participating via Zoom, please raise your virtual hand to be called. When called, you will be unmuted and recognized for speaking. 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 note that public comment for items not on the agenda are not accepted virtually.

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 request an item on the agenda for a future City Council meeting. 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].

Page 9 of 468 ends

August 28, 2024
10

Page 10 of 468 ends

1 CITY COUNCIL STAFF REPORT
MEETING DATE: August 28, 2024
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 2023-24 (YEAR 3) 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 2023-24 (Year 3) for the 2021 Santa Clara County Multi-Jurisdictional Program for Public Information (PPI).

COUNCIL PRIORITIES, GOALS & STRATEGIES
City Council Ongoing Priorities
Enhancing Public Safety
2024-2025 Strategic Priorities
Community Engagement
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 Reports for FY 2021-22 (Year 1) and FY 2022-23 (Year 2) were previously submitted to City Council at its meetings on October 19, 2022 and August 23, 2023, respectively. Attached is our submittal of the Annual Evaluation Report for FY 2023-24 (Year 3) (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

Page 11 of 468 ends

1 additional 5% discount for property owners who pay flood insurance premiums in 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 July 2024 NFIP data, there are 333 flood insurance policies in force within the City of Morgan Hill (an increase of 100 policies from June 2023 data) and policy holders paid a total of $403,129 in annual flood insurance premiums (an average annual premium of $1,200 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 third report for the 2021 PPI.

Based on the City's CRS 5-year Verification Cycle Visit (or CRS audit) in June 2022, 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 third 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 August 23, 2023, the City Council received the Annual Evaluation Report for FY 2021-22 (Year 2).

Page 12 of 468 ends

1 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 MultiJurisdictional Program for Public Information (PPI).

FISCAL AND RESOURCE IMPACT:

The acceptance of this report has no fiscal impact. The City's current 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.

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."

Page 13 of 468 ends

Santa Clara County Multi-Jurisdictional Program for Public Information 2021 FY24 Annual Evaluation Report
(Year 3: July 2023 to June 2024)
June 2024
Prepared by:

Santa Clara Valley Water District
and
Santa Clara County CRS communities

Page 14 of 468 ends

1 of 12
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.

Page 15 of 468 ends

Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY24 Annual Evaluation Report (Year 3: July 2023 to June 2024) 2 of 12
Valley Water is the lead flood protection 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 standardizes our flood preparedness outreach messages and increases 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. Adoption Dates 2021 PPI.

Page 16 of 468 ends

Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY24 Annual Evaluation Report (Year 3: July 2023 to June 2024) 3 of 12
II. 2021 PPI DEVELOPMENT PROCESS
Valley Water, CRS, and non-CRS communities initiated the 2021 PPI process in February 2020. Due to COVID-19, discussions were postponed; the process was reinitiated 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
x Know your flood risk
x Contact your floodplain manager to find out if your
property is in a floodplain
x Check if your home or business is in a
Special Flood Hazard Area
TOPIC #2 Insure your property for your flood
hazard
x Get flood insurance ahead of time
x Insure your property
x There is a 30-day waiting period for the policy to take place
TOPIC #3 Protect people from the flood hazard
x Put your 3-day emergency kit together
x Follow evacuation orders
x Learn the best route to high ground
TOPIC #4 Protect your property from the flood
hazard
x Protect your home from flood threats
x Prepare your home
x Sandbags can offer protection against a foot or less of floodwater
x Get sandbags before a flood
TOPIC #5 Build responsibly
x Build responsibly in floodplains
x Comply with development requirements
x Check with your city/county floodplain manager before you build
TOPIC #6 Protect natural floodplain functions
x Keep creeks clean and flowing
x Keep debris and trash out of our streams
x Don’t pollute, dump, or drain anything in creeks
Additional Outreach Topic Messages
(only one message per topic)
TOPIC #7 Develop an emergency plan x Develop an emergency plan TOPIC #8 Download disaster apps x Download disaster emergency apps TOPIC #9 Understand shallow flooding risks––
don’t drive through standing water
x 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.

FEMA's ISO CRS Specialist and Technical Reviewers determine how many CRS points the 2021 PPI activities will earn. The PPI Committee estimates that of the possible 350 points for Activity 330, each CRS community could earn up to 300+/—points for PPI efforts.

Page 17 of 468 ends

Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY24 Annual Evaluation Report (Year 3: July 2023 to June 2024) 4 of 12
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 each agency's 2021 PPI approval dates; all 11 CRS communities have adopted the 2021 PPI.

Table 1. Adoption Dates of the 2021 PPI
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 the ongoing efforts and initiatives of the Santa Clara County CRS Users Group and/or PPI Committee; however, those who 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 program's impact 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 scheduled 5-year cycle visits). The annual evaluation report is then shared with each CRS community governing body as an informational item.

Section V. 2024 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 FY24 Annual Evaluation Report (Year 3 of the 2021 PPI).

Page 18 of 468 ends

Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY24 Annual Evaluation Report (Year 3: July 2023 to June 2024) 5 of 12
Table 2 below shows how each community expects to share the FY24 Annual Evaluation Report with its governing body.

Table 2. How the 2021 PPI FY24 Annual Evaluation Report, Year 3 will be shared with the 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 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 FY24
The 2021 PPI Committee identified three efforts needed from each CRS community to prepare and finalize subsequent annual evaluation reports.

1. Governing bodies must adopt the 2021 PPI (Table 1. Adoption dates of the 2021 PPI). The 2021 PPI Committee must prepare an annual evaluation report and share it with its governing body as informational items (Table 2. How the 2021 PPI Annual Evaluation Report for FY24, Year 3 will be shared with the Community’s Governing Body).

2. For each fiscal year (July 1 - June 30), the communities must implement and monitor 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: All 11 CRS communities’ governing bodies, including Valley Water, adopted the 2021 PPI. Each agency (Community) shows the approval dates in Table 1 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 outreach projects accomplished in any given fiscal year by each 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.

Page 19 of 468 ends

Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY24 Annual Evaluation Report (Year 3: July 2023 to June 2024) 6 of 12
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 FY24 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 FY24
Attachment 2 of this annual evaluation report includes the complete list of outreach/flood response projects. It lists all projects proposed in the 2021 PPI, with a “Project Accomplishments” column noting actions taken during the third year, FY24 of the 2021 PPI.

Audiences Projects Accomplished
Community at Large (CAL) 81 potential projects, 64 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 90 of 109
* Note: All projects carried out by CRS communities were accomplished in FY24. Variance in the number of potential projects versus accomplished projects is due to no updates 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 FY24.

Valley Water’s 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 ‘FY24 (Year 3) of the 2021 PPI Project Accomplishments’ column of Attachment 2.

FY24 Annual Flood Awareness Campaign
Valley Water's FY24 Flood Awareness Campaign (Attachment 3 for more details) theme was "Get Flood Ready.

You Live In a Flood Zone.” Valley Water's outreach employed digital geo-targeting technologies to reach businesses and residents in the flood zone. The campaign sought to drive awareness of flood risk, encourage residents to sign up for emergency alerts, and know where to find sandbags. Our materials emphasized our efforts to reduce the risk of flooding by working on capital improvement projects and showcasing our crews' work before, during, and after a storm emergency to keep the community safe from flooding. The overarching message was that we are ready and ask everyone to take steps to be flood-ready.

Page 20 of 468 ends

Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY24 Annual Evaluation Report (Year 3: July 2023 to June 2024) 7 of 12
CRS Communities Outreach/Flood Response Projects
Other Community Engagement Efforts
October officially kicked off the flood season. CRS staff regularly met with the California Department of Water Resources and state-wide partner agencies (communities and local, state, and federal agencies) to discuss the flood season, including sharing information about flood risk and how to prepare, and the 12th Annual California Flood Preparedness Week (CFPW). On September 26, 2023, Valley Water’s Board passed a resolution declaring October 21-28, 2023, as CFPW in Santa Clara County. Valley Water set-up a “Get Flood Ready” display in our Headquarters’ lobby. The resolution and display encourage residents and businesses to “Get Flood Ready” by preparing for the flood season.

Valley Water CRS staff provided materials for the Office of Communications’ Flood Preparedness 2023 Press Conference held on October 25, 2023 (https://www.youtube.com/watch?v=g5CbaVSWIuw). The Flood Preparedness Press Conference marked the launch of Valley Water’s 2023 flood campaign and coincided with California Flood Preparedness Week (CFPW).

Valley Water, the County of Santa Clara, and the City of San Jose are preparing for a strong El Niño and the possibility of extreme winter storms. Watch the news conference to learn about the National Weather Service's winter outlook forecast and an outline of our joint flood emergency preparedness efforts.

Valley Water CEO, staff, and then Chair John Varela, Valley Water Board of Directors; Brian Garcia, Warning Coordination Meteorologist, National Weather Service SF Bay Area/Monterey; Supervisor Sylvia Arenas, Santa Clara County Board of Supervisors, District 1, and Councilmember Domingo Candelas, San Jose City Council, District 8 were in attendance.

The event was live-streamed on Valley Water’s Facebook page. Valley Water staff showcased our Stream Maintenance Program heavy equipment and set up a sandbagging demo booth and an emergency kit table similar to the one displayed in Valley Water’s headquarters lobby at the onset of CFPW and remains throughout the flood season.
“Get Flood Ready” HQ lobby table display with sample contents encouraging visitors and staff to create a three-day emergency kit.

In November 2023, Valley Water presented and hosted a booth on flood preparedness at the Community Emergency Response Team (CERT) City of San José District 5 Emergency Preparedness Event at the Mayfair Community Center in San José. Attendees included the San José Fire Department, the American Red Cross, the San José Neighborhood Watch Program, CERT volunteers, and members of the public.

Page 21 of 468 ends

Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY24 Annual Evaluation Report (Year 3: July 2023 to June 2024) 8 of 12
In November, Valley Water, along with other emergency preparedness organizations, presented flood preparedness tips at the Mayfair Community Center in San José.

In December 2023, the Organization for Latino Affairs (OLA) provided Valley Water’s emergency starter kits, English and Spanish flood preparedness information, and giveaways to approximately 500 attendees at the Santa Visits Alviso Foundation event in San José.

In February 2024, Valley Water partnered with Sacred Heart Community Service to provide free emergency starter kits and multilingual educational materials to distribute at events to help residents “Get Flood Ready!” In addition, Valley Water hosted a booth with “Get Flood Ready!” materials at the Silicon Valley Bicycle Coalition’s King Tide Ride Event 2024 held on February 10, 2024, at Riverwalk Park in San Jose.

Valley Water provides “Get Flood Ready!” materials and tips at Silicon Valley Bicycle Coalition’s King Tide Ride event in the Alviso community in north San José.

In April 2024, Valley Water participated in two emergency preparedness events to share the “Get Flood Ready” message. Staff hosted a booth at the Eggstravaganza Family Event organized by the Strong Neighborhood Initiative Program Mayfair Neighborhood Advisory Council in San Jose, which had more than 350 attendees. Valley

Page 22 of 468 ends

Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY24 Annual Evaluation Report (Year 3: July 2023 to June 2024) 9 of 12
Water also participated in an educational workshop with 40 attendees at The Links, Incorporated “Emergency Preparedness: Safety Now, Peace Later” event at the African American Community Service Agency in San Jose.

Valley Water provided flood-preparedness materials at the Eggstravaganza Family Event in San Jose.

Valley Water Education Outreach Program
Valley Water’s Education Outreach includes flood awareness messaging in year-round classroom lessons. A dedicated flood-focused lesson is offered from October through April. Valley Water’s role as a flood protection agency is introduced in all lessons so that participants in Education Outreach programs know that flood protection is one of Valley Water’s core objectives in Santa Clara County.

The following are the Education Outreach efforts from October 2023 April 2024.

Flood-Focused Programs
Education Outreach offers two lessons focused on flood awareness and preparedness: The Three Little Pigs and the Bad Weather Wolf for transitional kindergarten through second grade, and Watershed Maps for second and third grades.

The results of the Flood-Focused Programs delivered are as follows:
x 82 lessons
x 2,142 students
x 82 educators
Flood Awareness Messaging
In addition to Flood-Focused Programs, Education Outreach provided additional flood awareness messaging in general classroom presentations, assemblies, libraries, and public events.

The results of the general flood protection messaging are as follows:
x 241 events
x 8,021 students
x 343 educators
x 2,211 members of the public in Santa Clara County

Page 23 of 468 ends

Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY24 Annual Evaluation Report (Year 3: July 2023 to June 2024) 10 of 12
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 FY24 (from September 2023 – May 2024), Valley Water and the communities’ staff hosted 25 booths and distributed flood preparedness information on flood safety and emergency preparedness materials, including Valley Water’s annual FPM. Those events are listed below:
1) 2023 Santos Family 17th Annual Car Show, Alviso, CA – 9/2/23 2) Silicon Valley Fall Festival (Day n Night Festival), Cupertino, CA – 9/9/23 3) Mountain View Art & Wine Festival – 9/9 – 9/10/23
4) Viva Calle, San Jose, CA – 9/10/23
5) Picnic by the Lake Multicultural Festival and Resource Fair, San Jose, CA – 9/20/23 6) County Parks La Fuente Celebration, San Jose, CA – 9/23/23 7) Children’s Moon Festival. San Jose, CA – 9/30/23
8) Assembly Member Ash Kalra’s Veggie Fest, San Jose, CA – 10/7/23 9) Supervisor Lee’s Day on the Bay, Alviso, CA – 10/14/23 10) Bay Area Diwali Festival of Lights, Cupertino, CA – 10/14/23 11) Pumpkins in the Park, San Jose, CA – 10/14/3
12) Shoreline 40th Anniversary Event, Mountain View, CA – 10/15/23 13) Teatro Vision Dia de Los Muertos Matinee, San Jose, CA – 10/20/23 14) South Asian Cultural Association of Sunnyvale’s Diwali Festival – 10/21/23 15) Morgan Hill Kidz Fest and Safe Trick or Treat – 10/28/23 16) City of Morgan Hill Fourth Saturday Downtown Event – 10/28/23 17) D8 Family Fall Festival, San Jose, CA – 10/28/23
18) Santa Visits Alviso – 12/9/23
19) Vietnamese American Roundtable Lunar New Year, San Jose, CA – 2/3/24 20) VMC Foundation Women’s Leadership & Policy Summit, San Jose, CA – 3/23/24 21) AAUW Wildflower Run, Morgan Hill, CA – 3/24/24
22) Cupertino Earth and Arbor Day Festival – 4/20/24
23) Emergency Preparedness Workshop, San Jose, CA – 4/27/24 24) Tech Interactive Tech Challenge, San Jose, CA – 4/28/24 25) Berryessa Art Festival, San Jose, CA – 5/11/24
Speakers Bureau Program
In FY24, Valley Water's ‘Let’s Talk Water Speakers Bureau Program’ reached the 22 organizations listed below. All general presentations mention flood protection and the need to ‘Get Flood Ready’ regardless of the county’s drought status. They also include links to Valley Water’s ‘Flood Ready’ information and resources webpage (ValleyWater.org/floodready), the hotline to call to report obstructions in creeks, and flood preparedness collateral available for all in-person events.

Valley Water’s Speakers Bureau Program can customize presentations to update community groups on waterspecific issues and provide updates on projects in their area. The FY24 presentations that included flood preparedness information are listed below.
1) June 2, 2023 – Rotary Club of Saratoga luncheon (FY23) 2) June 12, 2023 – Almaden Valley Community Association meeting (FY23) 3) June 22, 2023 – Gilroy Sons in Retirement meeting (FY23) 4) July 11, 2023 – Morgan Hill Kiwanis Club meeting
5) July 19, 2023 – Rotary Club of Morgan Hill meeting
6) July 25, 2023 – After Hours Rotary Club of Gilroy meeting 7) August 3, 2023 – Evergreen Community Roundtable
8) October 4, 2023 – Almaden Senior Association meeting

Page 24 of 468 ends

Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY24 Annual Evaluation Report (Year 3: July 2023 to June 2024) 11 of 12
9) November 16, 2023 – San Jose Sons in Retirement meeting 10) November 29, 2023 – Rocketship School Parents meeting 11) December 1, 2023 – Leadership Sunnyvale meeting
12) December 7, 2023 – Palo Alto Kiwanis Club meeting
13) January 8, 2024 – Berryessa Citizen Advisory Committee 14) January 26, 2024 – Valley Water Next Gen Career Pathways 15) February 4, 2024 – Unitarian Fellowship of Los Gatos 16) February 9, 2024 – The Forum
17) February 28, 2024 – Lions Club of Willow Glenn meeting 18) March 4, 2024 – Leadership Morgan Hill meeting
19) March 12, 2024 – Oak Grove Neighborhood Association meeting 20) March 19, 2024 – Santa Clara City Libraries
21) April 4, 2024 – Valley Water 101 Academy
22) April 18, 2024 – Kaiser Permanente Physicians
V. 2024 SANTA CLARA COUNTY CRS USERS GROUP/PPI COMMITTEE MEETINGS – MONITORING AND EVALUATING THE 2021 PPI
The FY24 Santa Clara County CRS Users Group/PPI Committee meetings were held on March 26, 2024 and May 29, 2024. Attendance by CRS communities was high. Staff from some non-CRS communities, external stakeholders, and other interested parties were also in attendance. Agendas, meeting notes, and attendance sheets for each meeting are included (Attachments 4-8).

As required by CRS, the objective of the March and May 2024 meetings was to monitor the implementation of the 2021 PPI, determine if the desired outcomes were achieved, and discuss whether 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.

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 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 floodready. 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

Page 25 of 468 ends

Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY24 Annual Evaluation Report (Year 3: July 2023 to June 2024) 12 of 12
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 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 FY24. The 2021 PPI allowed PPI Committee members to mutually decide which flood risk reduction messages are most appropriate for our residents and identify how to deliver these messages effectively. Participating in the 2021 PPI aims to enhance the effectiveness of the flood risk messages to residents, reduce flood risks within Santa Clara County, and earn valuable CRS credit points when identified outreach projects are implemented.

The CRS Users Group/PPI Committee will continue its outreach efforts through FY25. ________________________________________________________________________________________ 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 FY24 Outreach Project Accomplishments 3. Valley Water's FY24 Flood Awareness Campaign

4. March 26, 2024, Santa Clara County CRS Users Group Meeting Agenda

5. March 26, 2024, Santa Clara County CRS Users Group Meeting Attendance Sheet

6. March 26, 2024, Santa Clara County CRS Users Group Meeting Notes

7. May 29, 2024, Santa Clara County CRS Users Group Meeting Agenda

8. May 29, 2024, Santa Clara County CRS Users Group Meeting Attendance Sheet

9. May 29, 2024, Santa Clara County CRS Users Group Meeting Notes

Page 26 of 468 ends

ATTACHMENT 1
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.

Page 27 of 468 ends

Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2024 (Year 3) Outreach Projects 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 2024 (Year 3 of the 2021 PPI)
Outreach Projects Accomplishments

INPUT HERE ONLY
Community At Large(CAL)
- Multilingual
Communities
- Groups with
Special EvacuationNeeds
- New Residents,
Visitors andTourists
Topic 1: Know your flood hazard
Message 1A - Know your flood riskMessage 1B - Contact your floodplain manager to find out ifyour property is in a floodplainMessage 1C - Check if your home or business is in a SpecialFlood Hazard Area Topic 2: Insure your property for your flood hazard
Message 2A - Get flood insurance ahead of timeMessage 2B – Insure your propertyMessage 2C – There is a 30-day waiting period for the policy totake place Topic 3: Protect people from the flood hazard
Message 3A - Put your 3-day emergency kit togetherMessage 3B - Follow evacuation ordersMessage 3C – Learn the best route to high groundVVW cTopic 4: Protect your property from the flood hazard
Message 4A - Protect your property from the flood hazardMessage 4B - Prepare your homeMessage 4C - Sandbags can offer protection against a foot orless of floodwaterMessage 4E - Get sandbags before a flood Topic 5: Build responsibility
Message 5A - Build responsibly in floodplainsMessage 5B - Comply with development requirementsMessage 5C - Check with your local floodplain manager beforeyou build Educate our community on floodprotection 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 WaterCommunications
Each lateOctober orNovember
All Santa ClaraCounty CRSCommunitiesC
Valley Water’s Countywide Mailer (CWM) ‘Floodingcan happen. Anytime. Anywhere. Get Flood Ready’was mailed countywide from November 17 throughDecember 5, 2023, to 755,210 addresses. The CWMincluded an update on Valley Water's floodprotection projects, stream maintenance, and stormpreparation efforts. The mailer also included amultilingual section outlining the 9 CRS flood tips:know your flood risk, get flood insurance ahead oftime, develop an emergency plan and kit, protectyour home from flood threats, keep creeks clean andflowing, sign up for emergency alerts (AlertSCC andthe American Red Cross Disaster Emergency App),build responsibly in floodplains, and avoidfloodwaters - understanding shallow flooding: TurnAround Don’t Drown®.https://s3.us-west-1.amazonaws.com/valleywater.org.us-west-1/s3fs-public/2023%20CountywideMailer.pdfAll Santa Clara communities support and promoteValley Water’s outreach projects. (VW OP #02) Distributes a soft copy of our FloodSafety Tips brochure for all SCC CRS communities’ use(print hard copies to distribute at events and/or postof flood preparedness webpages) (Topics 1-9) Valley WaterCommunications
Annually,November/December
All Santa ClaraCounty CRSCommunities
‘Get Flood Ready. You Live in a Flood Zone’multilingual postcards that included the nine CRStopics and supporting messages, and links to variousflood readiness/preparedness webpages, were 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 pertinentarticles 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 2

Page 28 of 468 ends

INPUT HERE ONLY
Topic 6: Protect natural floodplain functions
Message 6A -Keep creeks clean and flowingMessage 6B - Keep debris and trash out of our streamsMessage 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 throughstanding water Message 9A - Understand shallow flooding risks - don’t drivethrough standing waterFEMA’s message: “Turn Around Don't Drown®.” produced and distributed to 49,806 properties in theFEMA SFHA in October 2023.Additionally, Valley Water’s floodplain mailerfeatured QR codes, a magnet with important floodsafety websites, a detachable emergency phone list,photos of our most recent flood protection projects,a slideshow of our storm management efforts, whichinclude operating an EOC, filling sandbags,monitoring stream levels, and removing blockages, AQR code led to a video showcasing our streammaintenance work to prevent flooding.https://youtu.be/XCEixz0JzFQ?si=X7llwwnCSJolLdkpA trifold ‘You Live in a Flood Zone– Get Flood Ready.Do You Know What to Do Before, During, and After aFlood?’ was mailed in January 2024.In mid-October 2023, Valley Water’s 2023-2024Flood Awareness Outreach Partner Social MediaToolkit, 'Get Flood Ready', was available fordownload to all partnering agencies, including CRScommunities. The toolkit provided digital and socialmedia banners and animations featuring thecampaign’s calls to action: Get flood ready, knowyour risk, sign up for emergency alerts, and findsandbags. The toolkit included multilingual graphicsshowcasing the 9 CRS tips and offered theopportunity to request co-branded bill inserts andbanners.The toolkit includes the following items whichcontained messages for all nine flood awareness tips(PPI CRS message topics) for all Santa Clara Countycommunities to use:
● Get Flood Ready● Know your risk● Sign up for emergency alerts● Find sandbags● Flood zone cards and banners● Multilingual Flood Ready tips 2 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 29 of 468 ends

INPUT HERE ONLY
Cupertino distributes copies of Valley Water’s FloodSafety Tips at various fairs/events (i.e., Earth DayFestival) and provides additional copies for the publicon display at City Hall. Cupertino also has a directlink to Valley Water’s annual mailer and Flood Readywebpage on the City’s “Floodplain Management”webpage.Los Altos distributes brochures available at City Hall,library, and community center. They are alsodistributed at community events (emergencytraining, wine stroll, etc.).Morgan Hill hosted ‘National Night Out’ onAugust 1, 2023. Flood preparedness information(Valley Water floodplain mailer, red ‘Get FloodReady’ which includes an emergency supply list, totebags, etc.) were distributed and general Flood Factswere posted for the public’s information. Morgan Hillalso held other events (Leadership Morgan Hill inFebruary 2023 and Public Works Week in May 2023)where flood prepared information was shared.Valley Water’s flood safety brochures were alsoavailable at City Hall.Mountain View promotes and distributes ValleyWater’s Flood Safety Tips and emergency kits at fairs(i.e., Earth Day Celebration, Community SummerKick-Off Event). Valley Water’s flood safety brochuresare available at city hall.Palo Alto promotes and distributes Valley Water’sFlood Safety Tip and emergency kits at fairs (i.e.,Earth Day Festival) and provides as an informationalitem on Utility Inserts sent every year. Valley Water’sflood safety brochures are available at city hall.The City of Santa Clara has hard copy brochuresavailable at city hall and central library. They aredistributed at the yearly art & wine festivals as well. 3 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 30 of 468 ends

INPUT HERE ONLY
All Santa Clara communities support and promoteValley Water’s outreach projects. (CUP OP #03) Flood notice in the local newsletter,“The Cupertino Scene” (Topics 1-9) City of Cupertino Each October
or Novemberissue
N/A Cupertino changed the frequency of the local
newsletter from monthly to quarterly. Therefore, theannual flood preparation article was published in theSeptember 2023 issue of “The Cupertino Scene”. (LA OP #04) Two (2) newspapers ads, in the Los AltosTown 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” on10/4/23 and on 10/11/23 in the Los Altos Town Crier. (LAH OP #05) The town’s “Our Town” quarterlynewsletter includes information on floodpreparedness. The newsletter is mailed out town-wideand is also available online on the town’s website(Topics TBD during cycle visit) Town of Los AltosHills
Each fall N/A Town of Los Altos Hills: No update available - non-CRS participating community.
(LAH OP #06) The town distributes various floodpreparedness and safety materials at events, includingValley Water’s annual floodplain mailer andpromotional item (e.g., emergency starter kits, GetFlood Ready Emergency Supply Checklist tote bags,etc.), FEMA flood insurance information, ReadySCC,and American Red Cross Flood apps, AlertSCC,sandbag guidelines, flood protection project-specificnotices, FEMA NFIP materials, and preparednessactivity/coloring books, etc.) to the public Town of Los AltosHills
Annually,spring and latesummer
N/A Town of Los Altos Hills: No update available -
non-CRS participating community.
(MIL OP #07) “Flood Public Advisory” brochure tocommunity at large (Topics 1-6) City of Milpitas Each December
to January
N/A Milpitas: Utility bill inserts was sent to every address in Milpitas in May 2024, and will be sent out withinthe fiscal year going forward. This was sent out infour languages (English, Vietnamese, Spanish, andChinese). (MH OP #08) Sends a citywMide “Flood Report”brochure (Topics 1-9) City of MorganHill
Annually, closeto or duringthe start of therainy season N/A The City of Morgan Hill will mail out the citywide
“2024 Flood Report” in July/August 2024.
(MV OP #09) Sends “The View” citywide newsletter,Winter version, includes information on flood risk,flood safety, and the importance of buying floodinsurance (Topics 1-9) City of MountainView
Fall newsletteredition
N/A Mountain View sent out “The View” for Fall/Winter
2023 with information on flood risk, flood safety, andthe importance of buying flood insurance (Topics 1-9) 4 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 31 of 468 ends

INPUT HERE ONLY
(MV OP #10) Mails a utility bill insert to all residentand businesses that contains information on flood risk,flood safety, and the importance of buying floodinsurance (Topics 9) City of MountainView
Between July -September
N/A Mountain View sent out Valley Water’s Get Flood
Ready flier as a utility billing insert to every Cityutility customer in Winter 2023/2024. (PA OP #11) Sends the “Are You Ready for WinterStorms?’ flier (aka utilities insert) to all residents andbusinesses 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 theirutility bills in September 2023. The social media adcampaign (i.e. Facebook, Instagram, Nextdoor) wasalso included in the utility bills that went out inSeptember 2023. (PA OP #12) Sends out utility announcement, “Anytimeit can rain, it can flood. Don’t get caught off-guard”(Topics 1, 2,3, 4, 5, 6, 7, & 9 – will pursue adding othertopic) City of Palo Alto Each
March/April
N/A Palo Alto sent a utility announcement as an
informational announcement on utility bills went outin December 2023. Effective FY23, the City’s PublicWorks Department shifted from the March/Apriltime frame of this announcement, to December eachyear. (PA OP #13) The city distributes various floodpreparedness and safety documents, including FEMANFIP materials for public/policyholders City of Palo Alto Year Round N/A Palo Alto distributed flood preparedness documents, including the emergency starters kit, during EarthDay Event on 4/20/24, and also makesdinformational materials available in our HQ lobby. (SC OP #14) Mails out a citywide newsletter forresidents and businesses called “Inside Santa Clara”(Topics 1-9) City of Santa Clara Each fall N/A Santa Clara: For the flood 2023 season, in-lieu of the newsletter, a Flood Ready email was sent out toresidents in 12/12/23, as well as a Utility BIll Inserton flood information in Spring 2024. The nextnewsletter is projected to be in Fall 2024.

Educate our community on floodprotection and preparedness measuresIncrease in ‘hits’ on Valley Water andcommunities Flood Protection Resourceswebpage______________________These website projects are credited underActivity 350 – Flood ProtectionInformation, element c). Flood protectionwebsite (WEB),not credited under Activity 330 (VW OP #15) Flood Ready webpage: Flood & Safety,Flood Protection Resources, includes floodplain andcountywide mailershttps://www.valleywater.org/bfloodready Valley Water Year Round All Santa Clara
County CRSCommuniohties
Valley Water’s flood protection resources landingpage includes the most current version of the annualfloodplain mailer ‘Get Flood Ready. You Live in aFlood Zone. Know your flood risk. Sign up for alerts.Get Sandbags’ (dated 9/23)https://online.flipbuilder.com/tkap/qkwt/; andCWM “‘Flooding can happen. Anytime. Anywhere.

Get Flood Ready’ (dated 10/23)
https://s3.us-west-1.amazonaws.com/valleywater.org.us-west-1/s3fs-public/2023%20CountywideMailer.pdf,; and 5 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 32 of 468 ends

INPUT HERE ONLY
Note: To receive any WEB credit, thecommunity’s website must meet thefollowing criteria:The community must check the website’slinks at least monthly, and fix those thatare no longer accurate. At least annually,the community must review the content toensure that it is still current and pertinent “You Live in a Flood Zone, Make Sure You Are Ready.

Do You Know What to Do Before, During, and After aFlood?”’ trifold (dated 12/23)https://s3.us-west-1.amazonaws.com/valleywater.org.us-west-1/s3fs-public/2023%20flood%20mailer.pdf; and‘Get Flood Ready. You Live in a Flood Zone’multilingual postcards (dated 09/23) DownloadpostcardCupertino’s “Floodplain Management” webpage hasa link that redirects to Valley Water’s Flood Readylanding page.Gilroy’s “Flood Management” and “EmergencyPreparedness” web pages link to Valley Water’sFlood ready landing page.Los Altos’ “Floodplain Management Information”web page links to Valley Water’s Flood Ready webpage.Morgan Hill’s “Floodplain Management” landingpage redirects to Valley Water’s Flood Ready landingpage.Mountain View’s “Flood Protection and InsuranceInformation” webpage links to Valley Water’s FloodReady web page.Palo Alto’s “Flood Information and Winter StormPreparedness” webpage redirects to Valley Water’sFlood Ready landing page.City of Santa Clara’s “Flood Protection Information”web page redirected to Valley Water’s Flood Readypage. 6 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 33 of 468 ends

INPUT HERE ONLY
All Santa Clara communities flood protectionresource landing pages redirect to Valley Water’sFlood Ready landing page. (ALL OP #16) All communities’ website floodprotection resources webpage includes language thatcontains the three additional PPI priority messagesnoted below:

7. Develop an emergency plan8. Download disaster apps9. Understand shallow flooding risks––don’t drive through standing water
All Santa ClaraCountyCommunities
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 the2021 PPI (page 45). Reminders to verify requiredlanguage/links was on all communities websites wasdiscussed at both the 3/26/24 and 5/29/24 CRSUsers Group/PPI Meetings.Cupertino’s “Floodplain Management” webpage hasa link to Valley Water’s annual mailer which includesthe CRS 9 topics.Gilroy’s “Emergency Preparedness”' webpageredirects to Valley Water’s Flood Ready landing page,‘9 Essential Tips to Get Flood Ready.’ Our EmergencyPreparedness page also includes topics 7, 8, and 9.Morgan Hill’s “Flood Information, FloodplainManagement” webpage currently includes a link tothe “2023 Flood Report” that includes the CRS 9topics. The link will be updated when the “2024Flood Report” version is available in July/August2024.Mountain View’s “Flood Protection and InsuranceInformation” webpage has a link to Valley Water’sannual mailer which includes the CRS 9 topics.Palo Alto’s utility insert includes all three additionalPPI priority messages, and the Flood Information andWinter Storm Preparedness website has a link to theutility insert which shows the three additional PPI.City of Santa Clara’s “Flood Protection Information”web page includes resources for preparedness. 7 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 34 of 468 ends

INPUT HERE ONLY
(SCC OP #17) Hosts a “Storm and Flood Informationand Resources” webpage available for all residents inthe county, includes re-directing towww.floodsmart.govhttps://www.sccgov.org/sites/opa/Pages/storm.aspx Santa Clara CountyOffice of PublicAffairs
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 towww.valleywater.org/floodreadyhttps://cpd.sccgov.org/flood-safety-information Santa Clara CountyConsumerProtection Division
Year Round N/A Santa Clara County: No update available - non-CRS participating community
(SCC OP #19) Hosts a “Be a Prepared CommunityMember” webpage that includes emergencypreparedness informationhttps://emergencymanagement.sccgov.org/be-prepared-community-member Santa Clara CountyOffice ofEmergencyManagement
Year Round N/A Santa Clara County: No update available - non-CRS participating community
(SCC OP #20) Hosts a “People with Access andFunctional Needs (AFN)” webpagehttps://emergencymanagement.sccgov.org/people-access-and-functional-needs-afn Santa Clara CountyOffice ofEmergencyManagement
Year Round N/A Santa Clara County: No update available - non-CRS participating community
(CUP OP#21) Hosts a “Citizen Preparedness” webpagethat includes emergency preparedness information,includes re-directing to Valley Water’swww.valleywater.org/floodready webpagehttps://www.cupertino.org/residents/community-services-programs/emergency-services/citizen-preparedness City of CupertinoOffice ofEmergencyServices
Year Round N/A Cupertino has archived the “Citizen Preparedness” webpage and created a new “FloodplainManagement” webpage:https://www.cupertino.org/our-city/departments/public-works/permitting-development-services/floodplain-management (GIL OP #22) The city hosts an “EmergencyPreparedness” webpage Emergency Preparedness |Gilroy, CA - Official Website (cityofgilroy.org) (listed inAppendix B) City of GilroyFire Department
Year Round N/A Gilroy continues to maintain an “Emergency Preparedness” webpage, including a link thatredirects to Valley Water’s Flood Ready landing page,the National Weather Service webpage, Ready.gov,FloodSmart.gov, and the City’s Flood Managementwebpage. The Emergency Preparedness webpage isreviewed once a month and updated as needed. (LA OP #23) The city’s Public Works Department hostsa ‘Flood Zone Information’ webpage on its website(listed in Appendix B)https://www.losaltosca.gov/publicworks/page/flood-zone-information City of Los AltosPublic WorksDepartment
Year Round N/A Los Altos’ webpage is updated as needed. The webpage URL is:https://www.losaltosca.gov/publicworks/page/floodplain-management-information (LAH OP #24) The town hosts a “Flood Information”webpage on the town’s website. This webpage Town of Los AltosHills
Year Round N/A Town of Los Altos Hills: No update available - non-CRS participating community
8 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 35 of 468 ends

INPUT HERE ONLY
includes information on the PPI nine topics, includinga supporting message. The webpage redirects to thefollowing key resource websites:www.valleywater.org/floodready,www.floodsmart.org, www.ready.gov, andwww.weather.gov(LG OP #25) The town’s website encourages residentsand businesses to purchase flood insurance andredirects 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 “FloodInformation” webpage that contains information onseveral of the PPI message topics; the webpage alsoredirects to Valley Water, FEMA, NOAA,www.floodsmart.gov, www.Ready.gov, and USGSwebpagesThe city’s website also has a “Important Flood HazardInformation” webpage that contains information onseveral of the PPI message topics; the webpage alsoredirects to Valley Water, FEMA, NOAA,www.floodsmart.gov (listed in Appendix B)https://www.ci.milpitas.ca.gov/milpitas/departments/engineering/flood-information/ City of MilpitasEngineeringDepartment
Year Round N/A Milpitas: On-going.

Link:https://www.milpitas.gov/280/Flood-Information
(.MH OP #27) The city’s website has a “FloodInformation, Floodplain Management” webpage thatcontains city’s flooding information which redirects totheir Floodplain Management page and includes a linkto the city’s latest annual “Flood Report.” Thewebpage redirects Valley Water’s flood ready webpageand also contains FEMA flood informationhttp://www.morgan-hill.ca.gov/747/Flood-InformationFloodplain Management | City of Morgan Hill, CA -Official Website City of Morgan HillEngineering LandDevelopment
Year Round N/A Morgan Hill’s “Flood Information, Floodplain Management” webpage will be updated to include alink to the “2024 Flood Report” brochure which isestimated to be available in July/August 2024. 9 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 36 of 468 ends

INPUT HERE ONLY
(MH OP #28) The city’s website has an “EmergencyPreparedness’ webpage (listed in Appendix B)http://www.morgan-hill.ca.gov/133/Emergency-Preparedness City of Morgan HillPolice 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 ofassisting the community to be better prepared foremergencies and disasters. This information was alsoincluded in the “Weekly 411.” (MV OP #29) Hosts a “Flood Protection and InsuranceInformation” webpage on its website (listed inAppendix B)www.mountainview.gov/depts/pw/flood_protection.asp City of MountainView Public WorksDepartment
Year Round N/A City of Mountain View’s “Flood Protection and Insurance Information” web page includes resourcesfor preparedness and links to Valley Water’sFloodplain Mailer. (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 AltoPublic WorksDepartment
Year Round N/A Palo Alto continues to host the “Floodplain Management” webpage that has all relevantinformation regarding flood plain managementtopics. (PA OP #31) Hosts a “Flood Safety Tips” webpagewww.cityofpaloalto.org/storms; flood_safe_11-16.cdr(cityofpaloalto.org) City of Palo AltoPublic WorksDepartment
Year Round N/A Palo Alto continues to host the “Flood Information and Winter Storm Preparedness Webpage” whichhas links to the “Flood Safety Tips” flier under‘Before the Storm Additional Information.’ (PA OP #32) Hosts a ‘Creek Monitor’ webpage (listed inAppendix B)https://www.cityofpaloalto.org/gov/depts/pwd/creek_monitor/default.asp City of Palo AltoPublic WorksDepartment
Year Round N/A Palo Alto continues to host the real time creek monitor webpage that warns residents of imminentdanger of flooding. (PA OP #33) Hosts a “Flood Information and WinterStorm Preparedness” web page which contains usefulinformation for flood readiness (listed in Appendix B)https://www.cityofpaloalto.org/services/public_safety/flood_information_winter_storms/default.asp City of Palo AltoOffice ofEmergencyServices
Year Round N/A Palo Alto continues to host the “Flood Information and Winter Storm preparedness” website has usefulinformation on flood preparedness for before storm,during storm and after storm. (SJ OP #34) The city’s webpages includes a “FloodHazard Zones” webpage which includes information offlood preparednesshttps://www.sanjoseca.gov/your-government/departments/public-works/development-services/floodplainmanagement City of San JosePublic Works,DevelopmentServices
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-zone 10 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 37 of 468 ends

INPUT HERE ONLY
(SC OP #35) The city’s “Flood Protection Information”webpage contains valuable information on floodrelated topicshttps://www.santaclaraca.gov/our-city/departments-g-z/public-works/engineering/flood-protection (alsolisted 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 encouragesresidents/businesses to purchase flood insurance andredirects 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, WinterStorms” webpage. They have also linked the city’sWinter Storms webpage to Valley Water’s Flood Readywebpagehttps://www.saratoga.ca.us/218/Winter-Storms City of Saratoga Year Round N/A Saratoga: No update available - non-CRS participating community
(SUN OP #38) The city has a “Flood Protection”webpage Sunnyvale, CA - Flood Protection (listed inAppendix 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 floodprotection and preparedness measures (VW OP #39) Conducts a flood awareness mediacampaign, reaching the community at large, includingour multilingual community. Many of the Santa ClaraCounty CRS Communities recognize Valley Water’sFlood Awareness Campaign and link it on theircommunity’s flood information web page and redirectto Valley Water’s Flood Ready webpage (Topics 1-9) Campaign features social media videos and postingson 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/FloodReadyand television/mobile ads targeting residents who livein flood-prone areas and multilingual ethniccommunities Valley WaterCommunications
Annually, forthe duration ofthe rainyseason,typically fromNovember toApril All Santa ClaraCounty CRSCommunities
Valley Water's FY24 Flood Awareness Campaigntheme was "Get Flood Ready. You Live in a FloodZone.” Valley Water's outreach employed digitalgeo-targeting technologies to reach businesses andresidents in the flood zone. The campaign sought todrive awareness of flood risk, encourage residentsto sign up for emergency alerts, and know where tofind sandbags. Our materials emphasized ourefforts to reduce the risk of flooding by working oncapital improvement projects and showcasing ourcrews' work before, during, and after a stormemergency to keep the community safe fromflooding. The overarching message was that we areready and ask everyone to take steps to beflood-ready.An educational paid advertising campaignsupplemented Valley Water's community outreacheffort. Polling results from the prior wintercampaign supported the advertising campaign,helping to understand target audiences and theirawareness levels and explore what educationalmessages and images most appealed to them. 11 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 38 of 468 ends

INPUT HERE ONLY
The Flood Awareness Campaign lasted six months,from October 2023 to March 2024, and cost$336,000. Valley Water’s FY24 Annual FloodAwareness Campaign cemented the shift to a digitalgeo-targeted campaign supplemented by fourdirect multilingual mailings to approximately 49,806homes and businesses in or near a high-risk floodarea, as designated by the FEMA Special FloodHazard Area (SFHA).See Attachment 3 of the FY24 Annual EvaluationReport for flood awareness campaign and postcampaign survey details.Los Altos included an insert provided by Valley Waterto all residents and businesses via a refuse collectionbill insert in November 2022 (non-residential) andJanuary 2023 (residential).Morgan Hill’s flood preparedness outreach efforts forFY24 are listed below:● August 1, 2023 - Hosted ‘National Night Out.’ Flood preparedness information (Valley Waterfloodplain mailer, red ‘Get Flood Ready’ whichincludes an emergency supply list, tote bags,etc.) were distributed and general Flood Factswere posted for the public’s information. ● August 25, 2023 - Included Emergency
Preparedness resources and tips in its Weekly411.
● September 2023 - Announced in its Weekly 411
that September was Emergency PreparednessMonth. City’s Office of Emergency Services alsoheld an Emergency Preparedness Presentationon September 20, 2023 at the City’s CentennialRecreation Senior Center. ● October 2023 - Starting in July 2023, began
participating in the ongoing statewide agencycoordination calls that led up to California FloodPreparedness Week held during the week ofOctober 21-28, 2023. 12 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 39 of 468 ends

INPUT HERE ONLY
All Santa Clara communities support and promoteValley Water’s outreach projects (VW OP #40) As part of the flood awareness campaign,a ‘Get Flood Ready, Social Media and Web ResourcesGuide’ is provided to all cities/county in Santa ClaraCounty for their use as part of their outreach efforts Valley Water Upon the
completion ofthe annualFPM
All Santa ClaraCounty CRSCommunities
Valley Water also deployed a small-scalemultilingual social media campaign with the slogan"Get Flood Ready’ on social media and webplatforms. The campaign launched in winter 2023,starting with the season's first rains, and continuedthrough March 2024.A key strategy for the paid flood awareness campaignwas incorporating the 2021 Program for PublicInformation (PPI) 6 priority topics and the threeadditional outreach topics, including messagessupporting the nine topics, in Valley Water ads. Staffcrafted messages derived from Valley Water's annualFPM to residents in the SFHA.The ‘Get Flood Ready’ Partner Toolkit(https://conta.cc/46LwBzd) includes ‘MultilingualFlood Ready Tips’ for communities to share the 9 keymultilingual flood preparedness tips on social mediaor post individually as a multilingual slideshow.Download CRS tipsSee Attachment 3 of the FY24 Annual EvaluationReport for flood awareness campaign and postcampaign survey details.Los Altos has included links to the flood awarenesscampaign web resources in electronic newslettersduring the 2022/2023 flood season and on the city’swebsite.Morgan Hill’s Public Information utilizes ValleyWater’s Get Flood Ready social media and resourcesas they deem applicable on any given period.Mountain View’s “Flood Protection and InsuranceInformation” webpage has links to Valley Water’s GetFlood Ready webpage. 13 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 40 of 468 ends

INPUT HERE ONLY
Palo Alto has Valley Water’s Flood AwarenessCampaign linked on the City’s Flood Information andWinter Storm Preparedness website.Santa Clara has Valley Water’s Flood AwarenessCampaign linked on the City’s Public Works,Engineering, Flood Protection Information landingpage on their website.All Santa Clara communities flood protectionresource landing pages redirect to Valley Water’sFlood Ready landing page. (SCC OP #41) Shares Valley Water’s digital social mediaresource links during the flood season. The “FloodsFollow Fires. Are you Ready?” and “Got Sandbags”messages redirect to Valley Water’s website.Messages are used on social media, short formnewsletter, short form email, web, and Nextdoor Santa Clara CountyOffice ofEmergencyManagement
Year Round N/A Santa Clara County: No update available - non-CRS participating community
(CUP OP #42) Recognizes the robust social mediacampaign led by Valley Water and has linked the city’smain flood preparation webpage to Valley Water’sFlood Ready webpage City of Cupertino Year Round N/A Cupertino continues to maintain the “Floodplain Management” webpage, including a link thatredirects to Valley Water’s Flood Ready webpage. (GIL OP #43) The city recognizes Valley Water’s FloodAwareness Campaign and has linked the city’s mainflood 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 toValley Water’s Flood Ready webpage. (LAH OP #44) The town recognizes Valley Water’sFlood Awareness Campaign and has linked the town’smain flood webpage to Valley Water’s Flood Readywebpage Town of Los AltosHills
Year Round N/A Town of Los Altos Hills: No update available - non-CRS participating community
(LG OP #45) Recognizes Valley Water’s FloodAwareness Campaign and has linked the Town’s mainflood 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 notificationabout storm preparation for winter storms ahead oftime. The notification directs residents to their “FloodProtection and Insurance Information” webpage. Thecity has also linked the city’s webpage to ValleyWater’s Flood Ready webpage City of MountainView
Year Round N/A Mountain View shared several social media posts before, during and after the major rain events duringthe winter. Posts included information onpreparation, forecasts for rain events and real timeupdates on current flooding. 14 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 41 of 468 ends

INPUT HERE ONLY
(SC FRP #47) City publishes social media posts, onFacebook, Twitter, and other platforms, focused onsafety.The city has prepared a pre-flood plan (FRP) for publicinformation projects that will be implemented before,during, and after a storm/flood, as well as identifyingwho is responsible for posting these messages, whattype of events they apply to, what social mediaplatforms to post to and how often City of Santa ClaraOffice ofEmergencyServices
During thestorm 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 FloodAwareness Campaign and has linked the city’s mainflood webpage to Valley Water’s Flood Readywebpage. Keeps Valley Water’s floodplain mailer staticlocation at City Hall for residents to pick-up and is alsodistributed 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 Readywebpage. The City recognizes and supports ValleyWater’s Flood Awareness Campaign. (SAR OP #49) Recognizes Valley Water’s FloodAwareness Campaign and has linked the city’s mainflood 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 notificationabout storm preparation for winter storms ahead oftime City of Saratoga Year Round N/A Saratoga: No update available - non-CRS participating community
(SUN OP #51) The city actively posts flood safety andpreparedness messaging through social mediaplatforms (i.e., Facebook and Twitter) City of SunnyvaleEnvironmentalServices
During therainy season(October –March)
N/A Sunnyvale: City staff posted information to Facebook regarding keeping the storm drain clear to preventclogging.

Topics 1-9 and supporting messages
Community Events – Distribute flood preparedness materials tothe community Educate our community on floodprotection and preparedness measuresIncrease in ‘hits’ on Valley Water and citiesFlood Protection Resources pages andimprove Valley Water’s Flood CampaignresultsResidents less stress during emergenciesand better prepared before a flood event (VW OP #52) Copies of Valley Water’s multilanguagefloodplain mailer is made available to all Santa ClaraCounty CRS Communities to disseminate at variousevents, including keeping the mailer static in lobbyareas for visitors to pick-up. Valley Water attendsvarious communities’ events/fairs throughout thecounty and disseminates flood readiness materials,including various FEMA flood-related publications andValley Water flood ready materials (Topics 1– 9) Valley Water Annually,
September -May
All Santa ClaraCounty CRSCommunities
The below table reflects the quantities
requested/sent by/to the agency. FPM estimateddelivery date December 2023, Postcard and Trifoldestimated delivery date January 2024.

Community Floodplain
Mailer
Postcard /
Trifold
City of Los Altos 50 100 / 20Town of Los Altos Hills 25 150 /20City of Los Gatos 25 25/20City of Milpitas 50 25/20City of Morgan Hill 150 150/150City of Mountain View 25 25/20City of Cupertino 50 50/20VW CRS Program 150 300/50City of Palo Alto 100 25/20City of Sunnyvale 25 25/20All other cities/county(6 ct. ) 25 25/25
15 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected) https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 42 of 468 ends

INPUT HERE ONLY
The FPM is posted on our website
https://online.flipbuilder.com/tkap/qkwt/Valley Water’s 2023-2024 Flood Awareness OutreachPartner Toolkit (https://conta.cc/46LwBzd) wasmade available for download to all partneringagencies and includes access to our FPM:In mid-October 2023, Valley Water’s 2023-2024Flood Awareness Outreach Partner Social MediaToolkit, 'Get Flood Ready', was available fordownload to all partnering agencies, including CRScommunities. The toolkit provided digital and socialmedia banners and animations featuring thecampaign’s calls to action: Get flood ready, knowyour risk, sign up for emergency alerts, and findsandbags. The toolkit included multilingual graphicsshowcasing the 9 CRS tips and offered theopportunity to request co-branded bill inserts andbanners.Cupertino distributes copies of Valley Water’sFloodplain Mailer at various fairs/events andprovides additional copies for the public on display atCity Hall.Los Altos distributes copies of the Valley Water’sFloodplain Mailer and postcards at City Hall andCommunity Center buildings.Mountain View distributes copies of Valley Water’sFloodplain Mailer and postcards at City Hall andduring tabling events such as Earth Day and SummerKick-Off.Palo Alto distributes Valley Water’s multi-languagefloodplain mailer during fairs during Earth Day eventand Palo Alto’s Open House every year.Santa Clara: Fliers and additional information arecurrently at city hall and public library. 16 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 43 of 468 ends

INPUT HERE ONLY
All Santa Clara communities support and promoteValley Water’s outreach projects. (CUP OP #53) Distributes flood readiness outreachmaterials 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 itemsprovided by Valley Water at various fairs/events andprovides additional copies of the mailer for thepublic on display at City Hall. (GIL OP #54) Participates in two fair/events: GilroyGarlic Festival (GF) and city’s Public Works WeekCommunity Open House (PWWCOH) City of Gilroy End of July (GF)
Typically, inMay(PWWCOH)
N/A Gilroy: There was no Garlic Festival (due to the
shooting at this festival in July 2019, the City haspostponed this event indefinitely), so no materialswere distributed at this event. However, on August1, 2023, the City hosted National Night Out whereflood readiness materials were distributed.Materials were also distributed during the PWWCOHon May 22, 2024. (LAH OP #55) Hosts two events - Earth Day (ED) andthe Town Picnic (TP) Town of Los AltosHills
Annually,Spring (ED) andlate Summer(TP)
N/A Town of Los Altos Hills: No update available -
non-CRS participating community
(MIL OP #56) Distributes FEMA flood-relatedpublications at various events City of Milpitas Year Round N/A Milpitas: Ongoing. Distributing flood ready kits and information on “Earth Day” which is onApril 22, 2024.
(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 MountainView
EachSeptember(MVA&WF)Months ofJune/July (TNL)
Valley Water Mountain View attends various events such as Earth Day, Summer Kick-Off, and Public Works Week anddistributes flood readiness fliers and handoutsduring these events. (PA OP #58) Staff hosts a flood readiness table at city’sannual Earth Day (ED) event and at the city MunicipalCorporation Open House (MCOH). Upon request, thecity also participates in other fairs and promotes floodreadiness, including Creekwise mailer/brochure City of Palo Alto Each April (ED)
and July(MCOH)
Can varydepending onrequests madeto City tosupport fairs Palo Alto hosted a flood readiness table at the EarthDay Event on 4/20/24 and will host a table at the CityMunicipal Corporation Open House which will beheld on 7/15/24 (FY25). (SJ OP #59) Staff hosts and participates in the ‘BuildingPermits and Home Safety Open House.’ The city’s alsohosts ‘Pumpkins in the Park’ event which Valley Waterstaff 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. This year’s open house was held on5/2/24. The City also hosted “Pumpkins in the Park”on 10/14/23. Valley Water hosted an information 17 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 44 of 468 ends

INPUT HERE ONLY
booth and distributed flood preparednessinformation on flood safety and emergencypreparedness materials, including Valley Water’sannual floodplain mailer. (SC OP #60) City hosts a flood readiness table at theArt & Wine Festival. Valley Water also sponsors a tableat the festival promoting flood preparedness anddistributes various flood readiness materials to thecommunity City of Santa Clara Each
September
N/A Santa Clara: Flood readiness table was set-up at Arts & Wine Festival September 2023. Flood promotionalpackets and fliers provided by Valley Water weredistributed to visitors.

Topic 3: Protect people from the flood hazard
Message 3A - Put your 3-day emergency kit togetherMessage 3B - Follow evacuation ordersMessage 3C – Learn the best route to high ground Topic 9: Understand shallow flooding risks – don’t drive throughstanding water Message 9A - Understand shallow flooding risks - don’t drivethrough standing waterFEMA’s message: “Turn Around Don't Drown®.” Less damage due to the floods; improvesandbag distributionFewer accidents and rescues (SUN OP #61) City has permanent “Road May Flood”street signs in areas of the City prone to flooding andpromotes the “Flood Zone Look Up” featured on thecity’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 hazardMessage 4B - Prepare your homeMessage 4C - Sandbags can offer protection against a foot orless of floodwaterMessage 4E - Get sandbags before a flood Topic 5: Build responsibility
Message 5A - Build responsibly in floodplainsMessage 5B - Comply with development requirementsMessage 5C - Check with your local floodplain manager beforeyou build Increase in inquiries on retrofittingmeasures. Decrease the number ofrepairs and elevations without permits.Increase number of repairs with permitsEnsure people who are interested inprotecting their property from floodingare getting the help they needKeep families safe (CUP OP #62) The city offers Flood ProtectionAssistance, Property Protection Advice. Staff providesin-person flood risk consultation at the front counterand/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 ProtectionAssistance, Property Protection Advice and providesin-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 ProtectionAssistance, 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 flowingMessage 6B - Keep debris and trash out of our streamsMessage 6C - Don’t pollute, dump, or drain anything in creeks Cleaner streams and fewer dumpingviolationsFewer debris blockages during high-floweventsDrainage inspectors report fewer callsand a decrease in the amount of trashremoved (VW OP #65) “Do Not Dump”/illegal dumping messageis sent each year to all Santa Clara County residents inValley Water’s CWM and FPM Valley WaterCommunications
Each lateOctober orNovember(CWM)EachNovember/December(FPM) All Santa ClaraCounty CRSCommunities
Valley Water’s FY24 FPM included the 'Do NotDump/Illegal to Dump' (Topic 7, page 5) messaging.Additionally, Valley Water’s website ‘Get Flood ReadyEssential Tips’ landing page contains ‘Keep debrisand trash out of our streams,’ and the, dump, ordrain anything in creeks’ under the ‘Flood SafetyAdvice: Before a Flood’ section., and our ‘ReportCreek Blockages and local street flooding’ promotesthe do not dump/illegal dumping message. 18 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 45 of 468 ends

INPUT HERE ONLY
https://www.valleywater.org/flooding-safety/flood-readyhttps://www.valleywater.org/flooding-safety/flood-ready/flood-safety-advicehttps://www.valleywater.org/flooding-safety/flood-ready/report-creek-blockages-local-floodingValley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 53 sites; 1,209Volunteers; 61.06 distance cleaned (miles); 23,456weight of trash collected (rounded up to the nearestpound); 3,614 weight of recyclables collected(rounded up to the nearest pound); andNational River Cleanup Day (NRCD) on May 18, 2024(Preliminary Results: 43 sites; 690 Volunteers; 66.22distance cleaned (miles); 16,481 weight of trashcollected (rounded up to the nearest pound); 773weight of recyclables collected (rounded up to thenearest pound)https://cleanacreek.org/past-results-2/Several Santa Clara communities participate in theseclean-up events.Cupertino’s “Floodplain Management” webpage hasa link to Valley Water’s Floodplain Mailer. The Cityalso includes the “Do Not Dump” messaging in TheCupertino Scene’s annual flood preparedness article.Morgan Hill includes this message in their annualFlood Report. The report is posted on the City’s“Floodplain Management” landing page.Mountain View’s “Flood Protection and InsuranceInformation” webpage has a link to Valley Water’sFloodplain Mailer and notes who to call in the city toreport illegal dumping. 19 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 46 of 468 ends

INPUT HERE ONLY
Palo Alto has Valley Water’s CWM and FPM linked onthe City’s Flood Information and Winter StormPreparedness website.All Santa Clara communities support and promoteValley Water’s outreach projects. (VW OP #66) “Do Not Dump” signs placed bywaterways/channels Valley Water O&M Year Round N/A Valley Water’s Operations & Maintenance continues its practice of placing ‘Do Not Dump’ signs onwaterways/ channels.All Santa Clara communities support and promoteValley Water’s outreach projects. (VW OP #67) Lists Pollution Hotline number in allProject Notices Valley WaterCommunications
Year Round N/A Valley Water’s project notices lists the pollution hotline number.All Santa Clara communities support and promoteValley Water’s outreach projects. (SCC OP #68) Storm Drain Stenciling/MedallionProgram
Santa Clara CountyYear Round All Santa Clara
County CRSCommunities
Mountain View installs Stenciling/Medallion on allcatch basins and inlets in the public right of way.Palo Alto installs Storm Drain Stenciling/Medallionon all public right of way catch basin and inlets.City of Santa Clara: Medallion installed on publiccatch basins/inlets.Santa Clara County: No update available - non-CRSparticipating community. (SUN OP #69) The city’s “Horizon” newsletter, includesDo 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 2023. 20 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 47 of 468 ends

INPUT HERE ONLY
(ALL OP #70) Developments that are modifying orconstructing new catch basins/storm drains/inlets arerequired, per the below-noted permits, to stencil the“No Dumping! Flows to Bay.” In addition, some ofthese cities require all bid documents for capitalprojects which are modifying or constructing newcatch basins, and require the contractors to install thesame 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
AllAdd Headings(Format >Paragraph styles)and they willappear in yourtable 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 amedallion with “NO DUMPING - FLOWS TOCREEK/BAY” for development projects.Gilroy requires all new storm inlets and catch basinsto include a stencil or medallion with no dumping,flows to creek/waterway language for developmentprojects.Morgan Hill requires all storm drain inlets and catchbasins within the project area of developmentapplications 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 toinclude a medallion with “NO DUMPING - FLOWS TOCREEK/BAY” for development projects.Palo Alto requires all storm drain inlets to include amedallion with “NO DUMPING-FLOWS TOCREEK/BAY” for development projects.City of Santa Clara provides and installs “No DumpingFlows to Bay” medallions near each catch basin forany new storm drain inlets constructed as part of aproject per the City specifications (CUP OP #71) The city’s annual flood notice in the localnewsletter, ‘The Cupertino Scene,’ contains dumping isillegal 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 preparednessarticle. (CUP OP #72) Participates in clean-up events: theannual National River Clean-up Day (NRCD) andCoastal Clean-Up Day (CCD). They coordinate withValley Water on both these clean-up efforts. The cityalso participates in Valley Water’s Adopt-a-CreekProgram City of Cupertino Each May
(NRCD) andSeptember(CCD)
VolunteersValley WaterStreamStewardship
Cupertino participated in Coastal Clean-Up Day on9/23/23 and National River Clean-Up Day on5/18/24.The City no longer participates in Valley Water’sAdopt-a-Creek Program. 21 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 48 of 468 ends

INPUT HERE ONLY
(LAH OP #73) The town participates in annual clean-upevents: National River Clean-up Day (each May) andCoastal Clean-up Day (each September) andcoordinates volunteers. They coordinate with ValleyWater on both these clean-up efforts. The town alsoparticipates in Valley Water’s Adopt-a-Creek Program Town of Los AltosHills
Each May(NRCD) andSeptember(CCD)
VolunteersValley WaterStreamStewardship
Town of Los Altos Hills: No update available -non-CRS participating community. (MIL OP #74) “Flood Public Advisory” brochurecontains dumping is illegal messaging and how toreport City of Milpitas Annually from
December toJanuary
N/A Milpitas: Utility bill inserts was sent to every address in Milpitas in May 2024, and will be sent out withinthe fiscal year going forward. This was sent out infour languages (English, Vietnamese, Spanish, andChinese). (MIL OP #75) Participates in annual clean-up events:National River Clean-up Day (NRCD) and CoastalClean-Up Day (CCD). They coordinate with ValleyWater on both these clean-up efforts. The city alsoparticipates in Valley Water’s Adopt-a-Creek Program City of Milpitas Each May
(NRCD) andSeptember(CCD)
VolunteersValley WaterStreamStewardship
Milpitas: CCD held as an in-person event onSeptember 22, 2023. NRCD was held orMay 18, 2024 with one cleanup location. (MH OP #76) “Flood Report” contains message onkeeping debris and trash out of streams – Do NotDump messaging City of Morgan Hill Annually, close
to or duringthe start of therainy season
N/A Morgan Hill’s “2024 Flood Report” brochure will
contain the message “It’s illegal to dump debris andtrash into our creeks.” (PA OP #77) “Are You Ready for Winter Storms?”utilities insert contains the Do Not Dump and reportillegal 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 inOctober 2023. (PA OP #78) Utility bill insert includes a ‘UtilityAnnouncement on Flood Safety Tips,’ including Protectnatural floodplains - keep rain gutters and drainagechannels 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 onflood safety tips sent as Utility Announcement andthe flier sent as an attachment on utility bills everyyear. (PA OP #79) Participates in annual clean-up events:National River Clean-up Day (NRCD) and CoastalClean-Up Day (CCD). They coordinate with ValleyWater on both these clean-up efforts. Additionally, thecity participates in Valley Water’s Adopt-a-CreekProgram City of Palo Alto Each May
(NRCD) andSeptember(CCD)
VolunteersValley WaterStreamStewardship
Palo Alto participates every year during NationalRiver Clean-up Day on Matadero and Adobe Creek.Palo Alto also participates in the multi-jurisdictionaleffort on creek clean-up of San Francisquito Creek. (PA OP #80) Clean-ups of trash booms located inMatadero Creek and Adobe Creek are done annuallyon an as-needed basis. The city also assesses its hotspots and cleans up the local drainage system on anongoing basis and part of its operations andmaintenance 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, assesshot spots and clean ups on an ongoing basis on theentire City’s storm drain network system. 22 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 49 of 468 ends

INPUT HERE ONLY
(SUN OP #81) “Horizon” newsletter includes a “KnowHow to Be FloodSafe” article that promotes the DoNot 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 fall2023.

Residents andBusinesses in theSpecial Flood HazardArea (SFHA) - Low Lying Areas,
Along Rivers andCreeks
- Coastal Communities
at Risk for Sea LevelRise/Tsunamis
- Repetitive Loss (RL)
Areas
Topic 1: Know your flood hazard
Message 1A - Know your flood riskMessage 1B - Contact your floodplain manager to find out ifyour property is in a floodplainMessage 1C - Check if your home or business is in a SpecialFlood Hazard Area Topic 2: Insure your property for your flood hazard
Message 2A - Get flood insurance ahead of timeMessage 2B – Insure your propertyMessage 2C – There is a 30-day waiting period for the policy totake place Topic 3: Protect people from the flood hazard
Message 3A - Put your 3-day emergency kit togetherMessage 3B - Follow evacuation ordersMessage 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 hazardMessage 4B - Prepare your homeMessage 4C - Sandbags can offer protection against a foot orless of floodwaterMessage 4E - Get sandbags before a flood Topic 5: Build responsibility
Message 5A - Build responsibly in floodplainsMessage 5B - Comply with development requirementsMessage 5C - Check with your local floodplain manager beforeyou build Topic 6: Protect natural floodplain functions
Message 6A -Keep creeks clean and flowingMessage 6B - Keep debris and trash out of our streamsMessage 6C - Don’t pollute, dump, or drain anything in creeks Topic 7: Develop a Family Emergency Plan
Message 7A: Develop an emergency plan
Residents/businesses in the SFHA areaware they’re in the SFHA and preparebefore floodsIncrease in number of flood insurancepolicies in the SFHAs and RLAs in thecounty in generalProspective buyers understand flood risksIncrease number of elevation certificateson file, and structures repaired withpermits; decrease the number ofrepetitive loss increase homesIncrease in the number of flood insurancepolicies with contents coverage (VW OP #82) Multi-language floodplain mailer (FPM)to all residents and businesses within the SFHA inSanta Clara County (Topics 1– 9) Valley Water Each
November/December
All Annual Floodplain Mailer (FPM) - Valley Water’s
multi-language (English, Spanish, Chinese, andVietnamese) annual FPM “Get Flood Ready. You LiveIn A Flood Zone” (dated 09/23) mailed on December2023 to approximately 49,806 homes and businessesin or near a high-risk flood area, as designated by theFEMA Special Flood Hazard Area (SFHA)..https://online.flipbuilder.com/tkap/qkwt/The FPM featured QR codes, a magnet withimportant flood safety websites, a detachableemergency phone list, photos of our most recentflood protection projects, a slideshow of our stormmanagement efforts, which include operating anEOC, filling sandbags, monitoring stream levels, andremoving blockages, A QR code led to a videoshowcasing our stream maintenance work to preventflooding.https://youtu.be/XCEixz0JzFQ?si=X7llwwnCSJolLdkpHard copies of the FPM’s (quantities noted below, asrequested by the communities), postcards andtrifolds were also mailed to each city/County inapproximately January 2024 and the FPM was mailedin approximately November/December 2023 Community Floodplain
Mailer
Postcard /
Trifold
City of LosAltos
50 100 / 20
Town of LosAltos Hills
25 150 /20
City of LosGatos
25 25/20
City of Milpitas 50 25/20City of MorganHill
150 150/150
City ofMountain View
25 25/20
City ofCupertino
50 50/20
VW CRSProgram
150 300/50
23 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 50 of 468 ends

INPUT HERE ONLY
Topic 8: Download disaster Apps
Message 8A - Download disaster emergency apps
Topic 9: Understand shallow flooding risks – don’t drive throughstanding water Message 9A - Understand shallow flooding risks - don’t drivethrough standing waterFEMA’s message: “Turn Around Don't Drown®.” City of PaloAlto
100 25/20
City ofSunnyvale
25 25/20
All othercities/county(6 ct. )
25 25/25
The FPM, postcards, and trifolds posted on Valley
Water’s website ‘Flood Ready’ landing page:https://www.valleywater.org/flooding-safety/flood-readyValley Water’s FPM was distributed throughout thecounty various events through the flood season, andwe kept copies in our HQ lobby area.The City of Los Also posted Valley Water’s FPM onour flood protection website and we kept copies inthe city hall lobby.The City of Cupertino posted Valley Water’s FPM onour flood protection website and we kept copies inthe City Hall lobby.All Santa Clara communities support and promoteValley Water’s outreach projects. (CUP OP #83) Flood notice in the local newsletter, TheCupertino Scene, which reaches residents andbusinesses in the SFHA (Topics 1-9) City of Cupertino Each October
or Novemberissue
N/A Cupertino published the annual flood preparation
article in the September 2023 issue of “TheCupertino Scene”. (LA OP #84) Letter, along with a “Are You Prepared fora Flood in Your Neighborhood?” brochure to propertyowners 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 October 2023.
(LAH OP #85) The town’s “Our Town” quarterlynewsletter includes information on floodpreparedness. The newsletter is mailed out town-wideand is also available online on the town’s website(Topics TBD during cycle visit) Town of Los AltosHills
Each fall N/A Town of Los Altos Hills: No update available - non-CRS participating community.
(MIL OP #86) “Flood Public Advisory” brochure toresidents and businesses within SFHA (Topics 1-6) City of Milpitas Each December
or January
N/A Milpitas: Utility bill inserts was sent to every address in Milpitas in May 2024, and will be sent out withinthe fiscal year going forward. This was sent out in 24 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 51 of 468 ends

INPUT HERE ONLY
four languages (English, Vietnamese, Spanish, andChinese). (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 duringthe start of therainy season
N/A Morgan Hill’s “2024 Flood Report” brochure is
anticipated to be mailed out in July/August 2024.
(MV OP #88) Sends “The View” citywide newsletter,Winter version, includes information on flood risk,flood safety, and the importance of buying floodinsurance (Topics 1-9) City of MountainView
Fall newsletteredition
N/A Mountain View sent out “The View” for Fall/Winter
2023 with information on flood risk, flood safety, andthe importance of buying flood insurance (Topics1-9) (MV OP #89) Mails a utility bill insert to all residentand businesses that contains information on flood risk,flood safety, and the importance of buying floodinsurance (Topics 9) City of MountainView
Between July -September
N/A Mountain View sent out Valley Water’s Get Flood
Ready flier as a utility billing insert to every Cityutility customer in December 2022. (PA OP #90) Sends the “Are You Ready for WinterStorms?’ flier (aka utilities mailer) to all residents andbusinesses 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 inSeptember 2023. (PA OP #91) Sends out utility announcement, “Anytimeit can rain, it can flood. Don’t get caught off-guard”(Topics 1, 2,3, 4, 5, 6, 7, & 9 – will pursue adding othertopic) City of Palo Alto Each
March/April
N/A Palo Alto sent flood safety tips as a utility
announcement in December 2023.
(SC OP #92) Mails out a citywide, including alladdresses in the SFHA, newsletter for residents andbusinesses called “Inside Santa Clara” (Topics 1-9) City of Santa Clara Each fall N/A Santa Clara: An additional Flood Preparedness email was sent out 12/13/23, with a utility bill insertmailed to residents in Spring of 2024. (SUN OP #93) Sends two (2) mailers and one (1)“Horizon” newsletter article “Know How to Be FloodSafe” that promotes flood safety and floodpreparedness messaging targeted to all residents andbusinesses within the SFHA (Topics 2 and 4) City of Sunnyvale Each fall
aroundOctober
N/A Sunnyvale: The City still sends out mailers to targeted residents and a flood safe newsletter article. Themailers were sent October 2023. (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 2023.

Topic 2: Insure your property for your flood hazard
Message 2A - Get flood insurance ahead of timeMessage 2B – Insure your property Increase in number of flood insurancepolicies in the SFHAs, RLAs, and in thecounty in generalProspective buyers understand flood risks (SCC OP #95) Sends letters to the properties in theunincorporated section in the areas of the county’smapped repetitive loss areas Santa Clara CountyAnnually, each
fall
N/A Santa Clara County: No update available - non-CRS
participating community.
25 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 52 of 468 ends

INPUT HERE ONLY
Message 2C – There is a 30-day waiting period for the policy totake place Increase in the number of flood insurance policies with contents coverage
(CUP OP #96) Continues to send a letter to formerrepetitive 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 send letters to properties in the
City’s mapped repetitive loss areas in June 2024.
(PA OP #98) Sends letters to the properties in the city’smapped repetitive loss areas, highlighting flood safetytips City of Palo Alto Annually,
typicallyAugust -September
N/A Palo Alto sent letters to properties in the City’s
mapped repetitive loss areas, highlighting floodsafety tips in August 2023. (SJ OP #99) Sends letters to the properties in the city’smapped repetitive loss areas City of San Jose Annually, each
typicallybetweenSeptember -December
N/A San Jose sent letters to general repetitive loss
property areas in March 2024.
26 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 53 of 468 ends

INPUT HERE ONLY
Messengers to OtherTarget Audiences(Organizations &Businesses Servingthe Community) Topic 1: Know your flood hazard
Message 1A - Know your flood riskMessage 1B - Contact your floodplain manager to find out ifyour property is in a floodplainMessage 1C - Check if your home or business is in a SpecialFlood Hazard Area Topic 2: Insure your property for your flood hazard
Message 2A - Get flood insurance ahead of timeMessage 2B – Insure your propertyMessage 2C – There is a 30-day waiting period for the policy totake place Topic 3: Protect people from the flood hazard
Message 3A - Put your 3-day emergency kit togetherMessage 3B - Follow evacuation ordersMessage 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 hazardMessage 4B - Prepare your homeMessage 4C - Sandbags can offer protection against a foot orless of floodwaterMessage 4E - Get sandbags before a flood Topic 5: Build responsibility
Message 5A - Build responsibly in floodplainsMessage 5B - Comply with development requirementsMessage 5C - Check with your local floodplain manager beforeyou build Topic 6: Protect natural floodplain functions
Message 6A -Keep creeks clean and flowingMessage 6B - Keep debris and trash out of our streamsMessage 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
Educate our community on floodprotection and preparedness measures byworking and coordinating with groupswho serve as messengers, to people whoare at risk of flooding, as they providetheir respective business service (VW OP #100) Administers a “Let’s Talk Water”Speakers Bureau Program that customizespresentations to update groups on specific issues,provide updates on Valley Water projects, includingflood protection projects and to educate residents onexisting flood risks as well as provide resources andtips to be flood ready.https://www.valleywater.org/learning-center/lets-talkwater-speakers-bureau Valley WaterCommunicationsUnit
On aproject-specificbasis or asrequested
Could vary fromyear-to-yearKiwanisRotary ClubsHomeownersandNeighborhoodAssociationsForum GroupsAssociation ofRealtors In FY24, Valley Water's ‘Let’s Talk Water SpeakersBureau Program’ reached the 22 organizations listedbelow. All general presentations mention floodprotection and the need to ‘Get Flood Ready’regardless of the county’s drought status. They alsoinclude links to Valley Water’s ‘Flood Ready’information and resources webpage(ValleyWater.org/floodready), the hotline to call toreport obstructions in creeks, and floodpreparedness collateral available for all in-personevents.Valley Water’s Speakers Bureau Program cancustomize presentations to update communitygroups on water-specific issues and provide updateson projects in their area. The FY24 presentations thatincluded flood preparedness information are listedbelow

1. June 2, 2023 – Rotary Club of Saratoga
luncheon (FY23)

2. June 12, 2023 – Almaden Valley
Community Association meeting (FY23)

3. June 22, 2023 – Gilroy Sons in
Retirement meeting (FY23)

4. July 11, 2023 – Morgan Hill Kiwanis
Club meeting

5. July 19, 2023 – Rotary Club of Morgan
Hill meeting

6. July 25, 2023 – After Hours Rotary Club
of Gilroy meeting

7. August 3, 2023 – Evergreen Community
Roundtable

8. October 4, 2023 – Almaden Senior
Association meeting

9. November 16, 2023 – San Jose Sons in
Retirement meeting

10. November 29, 2023 – Rocketship
School Parents meeting
27 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 54 of 468 ends

INPUT HERE ONLY
Topic 9: Understand shallow flooding risks – don’t drive throughstanding water Message 9A - Understand shallow flooding risks - don’t drivethrough standing waterFEMA’s message: “Turn Around Don't Drown®.”

11. December 1, 2023 – Leadership
Sunnyvale meeting

12. December 7, 2023 – Palo Alto Kiwanis
Club meeting

13. anuary 8, 2024 – Berryessa Citizen
Advisory Committee

14. January 26, 2024 – Valley Water Next
Gen Career Pathways

15. February 4, 2024 – Unitarian Fellowship
of Los Gatos

16. February 9, 2024 – The Forum17. February 28, 2024 – Lions Club of Willow Glenn meeting

18. March 4, 2024 – Leadership Morgan
Hill meeting

19. March 12, 2024 – Oak Grove
Neighborhood Association meeting

20. March 19, 2024 – Santa Clara City
Libraries

21. April 4, 2024 – Valley Water 101
Academy

22. April 18, 2024 – Kaiser Permanente
Physicians
All Santa Clara communities support and promoteValley Water’s outreach projects. (VW OP #101) Participates in booth duty support atvarious events and fairs throughout the county,including Valley Water Capital project meetings orother events, as requested by various organizations Valley WaterOffice ofGovernmentRelations
Annually.During theflood season(starting inSeptember –May) All Santa ClaraCounty CRSCommunities
Valley Water staff made a concerted effort toactively participate in community events, includingcommunity festivals and emergency preparednessaffairs, particularly in communities andneighborhoods in or near flood zones. In FY24(from September 2023 – May 2024), Valley Waterand the communities’ staff hosted 25 booths anddistributed flood preparedness information onflood safety and emergency preparednessmaterials, including Valley Water’s annual FPM.Those events are listed below:
28 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 55 of 468 ends

INPUT HERE ONLY
1) 2023 Santos Family 17th Annual Car Show,
Alviso, CA – 9/2/23
2) Silicon Valley Fall Festival (Day n Night
Festival), Cupertino, CA – 9/9/23
3) Mountain View Art & Wine Festival – 9/9 –
9/10/23
4) Viva Calle, San Jose, CA – 9/10/235) Picnic by the Lake Multicultural Festival and Resource Fair, San Jose, CA – 9/20/23
6) County Parks La Fuente Celebration, San
Jose, CA – 9/23/23
7) Children’s Moon Festival. San Jose, CA –
9/30/23
8) Assembly Member Ash Kalra’s Veggie Fest,
San Jose, CA – 10/7/23
9) Supervisor Lee’s Day on the Bay, Alviso, CA –
10/14/23
10) Bay Area Diwali Festival of Lights, Cupertino,
CA – 10/14/23
11) Pumpkins in the Park, San Jose, CA – 10/14/312) Shoreline 40th Anniversary Event, Mountain View, CA – 10/15/23
13) Teatro Vision Dia de Los Muertos Matinee,
San Jose, CA – 10/20/23
14) South Asian Cultural Association of
Sunnyvale’s Diwali Festival – 10/21/23
15) Morgan Hill Kidz Fest and Safe Trick or Treat –
10/28/23
16) City of Morgan Hill Fourth Saturday
Downtown Event – 10/28/23
17) D8 Family Fall Festival, San Jose, CA –
10/28/23
18) Santa Visits Alviso – 12/9/2319) Vietnamese American Roundtable Lunar New Year, San Jose, CA – 2/3/24
20) VMC Foundation Women’s Leadership &
Policy Summit, San Jose, CA – 3/23/24
21) AAUW Wildflower Run, Morgan Hill, CA –
3/24/24
22) Cupertino Earth and Arbor Day Festival –
4/20/24
29 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 56 of 468 ends

INPUT HERE ONLY
23) Emergency Preparedness Workshop, San
Jose, CA – 4/27/24
24) Tech Interactive Tech Challenge, San Jose, CA
– 4/28/24
25) Berryessa Art Festival, San Jose, CA – 5/11/24
Morgan Hill hosted ‘National Night Out’ onAugust 1, 2023. Flood preparedness information(Valley Water floodplain mailer, red ‘Get FloodReady’ which includes an emergency supply list, totebags, etc.) were distributed and general Flood Factswere posted for the public’s information.All Santa Clara communities support and promoteValley Water’s outreach projects. (VW OP #102) Partner with local Second Harvest FoodBank with distributing FEMA and Valley Water floodpreparedness materials, including promotional item(s)as available Valley Water CRSProgram
In October(during CFPW)
Second HarvestFood Bank ofSilicon Valley
In February 2024, Valley Water partnered withSacred Heart Community Service to provide freeemergency starter kits and multilingual educationalmaterials to distribute at events to help residents“Get Flood Ready!” In addition, Valley Water hosteda booth with “Get Flood Ready!” materials at theSilicon Valley Bicycle Coalition’s King Tide RideEvent 2024 held on February 10, 2024, at RiverwalkPark in San Jose.In April 2024, Valley Water participated in twoemergency preparedness events to share the “GetFlood Ready” message. Staff hosted a booth at theEggstravaganza Family Event organized by theStrong Neighborhood Initiative Program MayfairNeighborhood Advisory Council in San Jose, whichhad more than 350 attendees. Valley Water alsoparticipated in an educational workshop with 40attendees at The Links, Incorporated “EmergencyPreparedness: Safety Now, Peace Later” event atthe African American Community Service Agency inSan Jose.In December 2023, the Organization for LatinoAffairs (OLA) provided Valley Water’s emergencystarter kits, English and Spanish flood preparednessinformation, and giveaways to approximately 500 30 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 57 of 468 ends

INPUT HERE ONLY
attendees at the Santa Visits Alviso Foundationevent in San José. (ALL OP #103) Other New Initiatives (as noted in thePPI document)1. Continue and expand the standardized flood message prepared for each community to includeflood messages in utility bills each year, includingPG&E.

2. Expand on partnerships with local chambers of
commerce to disseminate and share floodpreparedness 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 withorganizations 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 Santa Clara County CRS Group/PPI Committee, included the ‘Other New Initiatives’ topic fordiscussion at both the March 26, 2024 and May 29,2024 meetings. See Section V. SC County CRS UsersGroup/PPIM Committee Meetings - Monitoring andEvaluating the 2021 PPI in the FY24 AnnualEvaluation Report for details regarding thereview/discussion of the nine other new initiatives.3/26/24 Meeting, Item #6: Review 2021 PPI “OtherNew Initiatives” discussion was as follows:Focus on two PPI New Initiatives:Initiative #2: Expand partnerships with the localchamber of commerce to disseminate and shareflood preparedness information. ■ Approach the Silicon Valley Chamber of
Commerce and identify opportunities forpartnerships. We need to be able to reachresidents and businesses. ■ Morgan Hill—Chamber of
Commerce/Downtown Association. EconomicDevelopment staff can support thedistribution of information.· Outreach timing – End of Summer 2024.

Action Item:

Identify each city's chamber of commerce orequivalent and find ways to share information viawebsites, blogs, and newsletters.Who in each organization can help establish aconnection with the chamber of commerce anddowntown associations? 31 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 58 of 468 ends

INPUT HERE ONLY
Initiative #4: Expand on outreach to "hot spot"flood-prone areas by hosting on-site or virtualevents.■ Valley Water has hotspot data; cities may maintain different hotspot data depending onneed (e.g., trash hot spots).■ Valley Water has floodplain flood data; it’s been provided to cities.
■ Identify high-risk areas (e.g., libraries,
parks, stores, etc.) to provide floodpreparedness information. ■ Valley Water maintains GIS layers with
hotspot information.

We have flexibility with this initiative; we can getcreative on addressing it.

Questions:
● What do we mean by "hot spot"? Is it a
real event or a modeling hotspot?
● Valley Water has modeling results for
design flows with hot spot GIS layers. TheGIS layer is based on historicalobservations of repeated flooding. ● Valley Water has recently installed
cameras to assist with flood monitoring.
○ https://alert.valleywater.org/ma
p?p=map
● Valley Water and cities might have
different hot spot information based onwhat they manage (e.g., storm drains) 5/29/24 Meeting, Item #2: Review of the MeetingGoals and Agenda discussion was as follows:Review pending “Action Items” from the committee’smeeting on March 26, 2024.Agenda Item #6: Review 2021 PPI “Other NewInitiatives”Based on targeted outreach efforts utilizing hotspotinformation, initiative #4 (expand on outreach to 32 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 59 of 468 ends

INPUT HERE ONLY
"hot spot" flood-prone areas by hosting on-site orvirtual events) is complete.Initiative #2I: Identify the Chamber of Commerce orequivalent in each city and find ways to shareinformation via websites, blogs, and newsletters.This initiative will be re-evaluated next fiscal year.All Santa Clara communities support and promoteValley Water’s outreach projects. (CUP OP #104) The city provides a WinterPreparedness notification informing contractors thatduring the winter season, they need to winterize theirproject(s) site as certain soil disturbance activities arenot allowed during the rainy season City of Cupertino On a
project-specificbasis
Variouscontractors
Cupertino continues to prepare and mail the rainyseason letters every year to applicable projects.These letters were mailed in mid-August 2023. (MIL OP#105) On a project-specific basis, the cityprovides contractors a Winter Preparednessnotification that informs them that during the winterseason, they need to winterize their project(s) site.Certain soil disturbance activities are not allowedduring the rainy season City of Milpitas On a
project-specificbasis
Variouscontractors
Milpitas: On-going. The City of Milpitas sent outwinterization notices to larger development projectsin October 2023.

Topic 2: Insure your property for your flood hazard
Message 2A - Get flood insurance ahead of timeMessage 2B – Insure your property Message 2C – There is a 30-day waiting period for the policy to takeplace Increase in number of flood insurancepolicies in the SFHAs and in the county ingeneralProspective buyers understand flood risksThese projects are credited under Activity340 (DFH and REB) – Additional credit isprovided if the PPI states that real estateagents should (or have agreed to) advisehouse hunters about the flood hazard andthat real estate agents give house huntersa REB brochure (MH OP #106) The city mails out a newsletter, “AskBefore You Buy: Know Your Flood Risk!” to local realestate agents which are provided to homebuyers tohelp determine the flood risk of the property beingpurchased (listed in Appendix B) City of Morgan Hill During or prior
to the rainyseason
Real EstateAgencies/Agent
Morgan Hill will be sending the brochure to realestate agents in June 2024. (PA OP #107) Sends out letters to real estate agenciesinforming them of their responsibility to identify floodhazard areas and to take advantage of the Flood ZoneLookup on the city’s website City of Palo Alto Annually,
beginning offlood season(September/October)
Real EstateAgencies/Agent
Palo Alto sent letters to real estate agenciesinforming of their responsibility to identify floodhazard areas in August 2023. (SJ OP #108) Sends out letters to real estate andinsurance agencies and lenders, informing them oftheir responsibility to identify flood hazard areas andto take advantage of the Flood Zone Lookup on thecity’s website on the “Flood Hazard Zones webpageand advises to contact the city for map readingservices and elevation certificates on file City of San Jose At the
beginning ofthe floodseason(September –December)
Real EstateAgencies/Agent
San Jose emailed letters to real estate, insuranceagencies and lenders in March 2024. 33 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 60 of 468 ends

INPUT HERE ONLY
(SUN OP #109) Sends mailer/postcard targeted to realestate agents informing them of the client’sresponsibility for identification and purchase of floodinsurance 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 estateagents October 2023. 34 ATTACHMENT 2
Valley Water hosted Coastal Cleanup Day (CCD) onSeptember 23, 2023 (Results: 52 organized clean-up sites; 1,100 volunteers;24,076 pounds of garbage on roadsides, along water channels and other public properties; 3,584 pounds of recyclable material that had been improperly discarded was collected)https://morganhilltimes.com/volunteers-pick-up-tons-of-garbage-on-coastal-cleanup-day/;

Page 61 of 468 ends

1 of 11
Santa Clara Valley Water District
FY24 Flood Awareness Campaign
Valley Water's FY24 Flood Awareness Campaign theme was "Get Flood Ready. You Live in a Flood Zone.” Valley Water's outreach employed digital geo-targeting technologies to reach businesses and residents in the flood zone. The campaign sought to drive awareness of flood risk, encourage residents to sign up for emergency alerts, and know where to find sandbags. Our materials emphasized our efforts to reduce the risk of flooding by working on capital improvement projects and showcasing our crews' work before, during, and after a storm emergency to keep the community safe from flooding. The overarching message was that we are ready and ask everyone to take steps to be flood-ready.

An educational paid advertising campaign supplemented Valley Water's community outreach effort. Polling results from the prior winter campaign supported the advertising campaign, helping to understand target audiences and their awareness levels and explore what educational messages and images most appealed to them.

The Flood Awareness Campaign lasted six months, from October 2023 to March 2024, and cost $336,000. Valley Water’s FY24 Annual Flood Awareness Campaign cemented the shift to a digital geo-targeted campaign supplemented by four direct multilingual mailings to approximately 49,806 homes and businesses in or near a high-risk flood area, as designated by the FEMA Special Flood Hazard Area (SFHA).

Targeted Mailings

1. FLOOD CAMPAIGN ANNUAL FLOODPLAIN MAILER
Annual Floodplain Mailer (FPM) - Valley Water’s multi-language (English, Spanish, Chinese, and Vietnamese) annual FPM ‘Get Flood Ready. You Live in a Flood Zone. Know your flood risk. Sign up for alerts. Get Sandbags’ was mailed in December 2023.
https://online.flipbuilder.com/tkap/qkwt/
The FPM featured QR codes, a magnet with important flood safety websites, a detachable emergency phone list, photos of our most recent flood protection projects, a slideshow of our storm management efforts, which include operating an EOC, filling sandbags, monitoring stream levels, and removing blockages, A QR code led to a video showcasing our stream maintenance work to prevent flooding. https://youtu.be/XCEixz0JzFQ?si=X7llwwnCSJolLdkp
ATTACHMENT 3

Page 62 of 468 ends

2 of 11

2. FLOOD CAMPAIGN POSTCARD MAILER
‘Get Flood Ready. You Live in a Flood Zone’ multilingual postcards that included the nine CRS topics and supporting messages, and links to various flood readiness/preparedness webpages, were produced and distributed to 49,806 properties in the FEMA SFHA in October 2023.

Download postcard

3. FLOOD CAMPAIGN TRI-FOLD BROCHURE
Trifold ‘You Live in a Flood Zone– Get Flood Ready. Do You Know What to Do Before, During, and After a Flood?’ was mailed in January 2024.
https://s3.us-west-1.amazonaws.com/valleywater.org.us-west-1/s3fs-public/2023%20flood%20mailer.pdf

4. COUNTYWIDE MAILER
Valley Water’s Countywide Mailer (CWM) ‘Flooding can happen. Anytime. Anywhere. Get Flood Ready’ was mailed countywide from November 17 through December 5, 2023, to 755,210 addresses. The CWM included an ATTACHMENT 3

Page 63 of 468 ends

3 of 11
update on Valley Water's flood protection projects, stream maintenance, and storm preparation efforts. The mailer also included a multilingual section outlining the 9 CRS flood tips: know your flood risk, get flood insurance ahead of time, develop an emergency plan and kit, protect your home from flood threats, keep creeks clean and flowing, sign up for emergency alerts (AlertSCC and the American Red Cross Disaster Emergency App), build responsibly in floodplains, and avoid floodwaters - understanding shallow flooding: Turn Around Don’t Drown®. https://s3.us-west-1.amazonaws.com/valleywater.org.us-west-1/s3fs-public/2023%20CountywideMailer.pdf CRS Community Resources
Santa Clara County cities and County Public Works and Planning Departments received requested copies of Valley Water’s FPM, postcards, and trifold mailers for their outreach efforts.

Public Agency
Annual Floodplain
Mailer (FPM) Postcard Trifold
(Estimated Mail Date
January 2024) (Estimated mail dates Nov/Dec 2023
and January 2024)
City of Los Altos 50 100 20
Town of Los Altos Hills 25 150 20
City of Los Gatos 25 25 20
City of Milpitas 50 25 20
City of Morgan Hill 150 150 150
City of Mountain View 25 25 20
City of Cupertino 50 50 20
City of Palo Alto 100 25 20
City of Sunnyvale 25 25 20
VW CRS Program 150 300 50
All other cities & County
(6 count)
25 count each 25 count each 25 count each
ATTACHMENT 3

Page 64 of 468 ends

4 of 11
All cities and the County were requested to add a link redirecting site visitors from their respective flood protection resource pages and homepage to ValleyWater.org/floodready, Floodsmart.gov, and Ready.gov.

Partner Toolkit
In mid-October 2023, Valley Water’s 2023-2024 Flood Awareness Outreach Partner Social Media Toolkit, 'Get Flood Ready', was available for download to all partnering agencies, including CRS communities. The toolkit provided digital and social media banners and animations featuring the campaign’s calls to action: Get flood ready, know your risk, sign up for emergency alerts, and find sandbags. The toolkit included multilingual graphics showcasing the 9 CRS tips and offered the opportunity to request co-branded bill inserts and banners. https://conta.cc/46LwBzd
Partnerships and Media
On October 26, 2023, Valley Water, the County of Santa Clara, and the City of San Jose held a news conference at a recently completed stream maintenance site to inform the community about preparedness for the possibility of extreme winter storms. The news conference included an update from the National Weather Service and an interactive display on proper sandbagging techniques. https://youtu.be/g5CbaVSWIuw?si=XH54H-Fg8fgUBemn ATTACHMENT 3

Page 65 of 468 ends

5 of 11
On November 14, 2023, a joint news conference involving Valley Water leaders and the City of San Jose was held at the Coyote Creek Flood Protection Measurements Project site. Valley Water CEO Rick Callender attended the event and was joined by Valley Water Board Director Richard Santos, San Jose Mayor Matt Mahan, and Assistant City Manager Lee Wilcox to brief the public and the media on winter storm preparations.

New Technologies and Animations
In November 2023, Valley Water created an animation explaining the use of our stream gauge portal. The animation outlines how users can see live updates on the stream levels in the County. Our newsletter shared the animation and sent it to 61,000 email addresses and social media channels. https://youtu.be/XCEixz0JzFQ?si=X7llwwnCSJolLdkp
The FY23-24 campaign also featured geotargeted digital alerts sent to the IP addresses of homes in areas prone to flooding (hot spots). The alerts were deployed with National Weather Service alerts, and residents were encouraged to sign up for emergency alerts.

Leveraging Community Channels
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 2023. 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.

Additionally, the Valley Water Board of Directors shared posts on Nextdoor highlighting the ‘Get Flood Ready’ messaging and the nine CRS topics throughout winter 2023-24. 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’s flood protection resources page at ValleyWater.org/floodready acted as a hub of flood safety information, with icons leading to a series of related web pages. The page includes information on flood zone maps, signing up for emergency alerts, sandbags, reporting local flooding, and safety tips.

Organic Social Media
Valley Water also deployed a small-scale multilingual social media campaign with the slogan "Get Flood Ready’ on social media and web platforms. The campaign launched in winter 2023, starting with the season's first rains, and continued through March 2024.

A key strategy for the paid flood awareness campaign was incorporating the 2021 Program for Public Information (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.

The campaign achieved the following social media metrics with a modest spend:

ATTACHMENT 3

Page 66 of 468 ends

6 of 11
ATTACHMENT 3

Page 67 of 468 ends

7 of 11
ATTACHMENT 3

Page 68 of 468 ends

8 of 11
Public space banners and lobby display
Valley Water also hung ‘Get Flood Ready’ banners in 10 areas identified as flooding hot spots. The banners included our calls to action and a QR code leading to our ValleyWater.org/floodready page. A display featuring the contents of an emergency kit was placed at a prominent location in Valley Water’s headquarters. Readiness materials were made available.

Get Flood Ready banners placed throughout the County in Valley Water hotspot areas.

ATTACHMENT 3

Page 69 of 468 ends

9 of 11
Valley Water HQ Lobby Displaying FY24 Flood Readiness Materials Valley Water HQ Lobby Displaying FY24 Flood Readiness Materials Valley Water 2023-24 Flood Media Campaign
The main objective of the 2023-24 Flood Awareness Campaign was to alert the public in Santa Clara County of FY 24 Floodplain Mailer
FY 24 Postcard
FY 24 Countywide Mailer
FY 24 Trifold Mailer
Emergency
Contact Cards
ATTACHMENT 3

Page 70 of 468 ends

10 of 11
the area's ongoing flood risks. Valley Water used geo-mapping data to target residents in areas at high risk of flooding, demographically targeting ads in the four most prominent languages in Santa Clara County (English, Spanish, Chinese, and Vietnamese).

The digital outreach campaign featured three engaging multilingual animations encouraging residents to get floodready by knowing their risk, signing up for emergency alerts, and finding sandbags. Platforms used included Google and Meta and digital banners on multilingual community newspaper sites. Our website and social media platforms were also branded with the Get Flood Ready theme for the campaign's duration.

The campaign spent $107,778 overall. The campaign served over 20 million impressions and sent over 2.9 million people to the landing pages to learn more about their flood risks and options to prevent danger in their neighborhood.

The Media Buy:

The Ads
ATTACHMENT 3

Page 71 of 468 ends

11 of 11
2023-24 Flood Awareness Campaign Results
Probolsky Research conducted A post-Flood Awareness Campaign survey of 400 residents in the FEMA Special Flood Hazard Area between March 7 and 14, 2024. Results indicated a 15.3% increase in outreach mailing recollection versus 2023 and a 21% increase in flood preparation. The number of residents who think Valley Water is doing an excellent or good job of informing Valley Water on what to do when flooding occurs increased by 10% versus 2023 and now sits at 54%.

The post-2024 Flood Awareness Campaign survey found:
x 54% remember receiving mail with information about flood safety in the past year (39% in 2022-23). x 82% are confident they have taken all necessary measures to protect themselves from flooding impacts (64% in 2022-23).
x 54% say Valley Water does an excellent/good job keeping residents informed about what to do when flooding occurs (43% in 2022-23).
o Among those who said excellent/good
o 76% said good, 24% said excellent.
x 53% say their home is located in a flood zone or at risk of flooding area (48% in 2022-23). x 45% of respondents have flood insurance (39% in 2022-23). o 24% of renters polled have flood insurance (15% in 2022-23) x 64% do not have flood insurance because they don’t think they need it. x 72% say their home is prepared for a flood.
o Among those who said they are confident, 57% are very confident. x 85% have never experienced flooding in their home.
x 47% are most likely to notice and remember social media ads.

Based on the findings, we will continue with targeted mailings to the FEMA SFHA as our outreach strategy for the flood awareness campaign and targeted advertising.

ATTACHMENT 3

Page 72 of 468 ends

1 of 2
Agenda Meeting
Santa Clara County CRS Users Group & Program for Public Information (PPI) Committee Meeting March 26, 2024 _ 2:30 PM – 4:30 PM
Join Zoom Meeting
https://valleywater.zoom.us/j/86013495419
Meeting ID: 860 1349 5419 _ +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 FY24 (Year 3: July 2023 to June 2024) Item 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 (Google Link) Amy Fonseca 2 min

4. Valley Water CRS Program updates Amy Fonseca 5 min

5. Floodplain Management Plan (FMP) update
Amy Fonseca
Melissa Mitchell
Tetra Tech
15 min

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

7. 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Evaluation Report
Complete development of the Annual Evaluation Report for FY24 (Year 3:

July 2023 to June 2024)
x Reference the Activity 330 Outreach Project sheets located here https://fta.valleywater.org/fl/1a2Jh3wyoO as a starting point to update Appendix A from 2021 SC County Multi-Jurisdictional PPI x Update the FY24 Project Accomplishments column for your community Google Link NOTE: Update Input Here Only column; Do Not edit anything else x Communities’ updates are due by next CRS Users Group/PPI Meeting or no later than May 31, 2024
Amy Fonseca 45 min

8. Activity 350 – Flood Protection Information, c. flood protection website (WEB) (page 350-7)
The community must:
1) The community must check the website’s links at least monthly, and fix those that are no longer accurate.
2) At least annually, the community must review the content to ensure that it is still current and pertinent (e.g., make sure names, addresses, phone numbers, and other contact information are still correct; update any ordinance changes; etc.).

Amy Fonseca 2 min

9. Next meeting – Joint CRS Users Group/Program for Public Information (PPI) Committee meeting x Complete the development of the 2021 PPI Annual Report Year 3 (FY 2024)
Amy Fonseca 2 min

10. Adjourn
ATTACHMENT 4

Page 73 of 468 ends

2 of 2
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.”
AGENDA ITEM NO. 6 [Excerpt from page 66 from 2021 PPI]
For questions, please contact Amy Fonseca at (408) 630-3005 (office) or (408) 691-8889 (cell) or [email protected]
ATTACHMENT 4

Page 74 of 468 ends

Name Agency
Robb Lampa California Department of Water Resources
Jenn Chu City of Cupertino
Susana Ramirez City of Gilroy
Vency Woo City of Los Altos
Chris Wilson City of Los Altos External Stakeholder
Arthur Valderrama City of Milpitas
Brian Petrovic City of Milpitas
Roberto Alonzo City of Milpitas
Maria Angeles City of Morgan Hill
Renee Gunn City of Mountain View
Rajeev Hada City of Palo Alto
Vicki Thai City of Palo Alto
Arlene Lew City of San Jose
Vivian Tom City of San Jose
Brandon Coco City of Santa Clara
Christian Tran City of Santa Clara
Lea Velasco City of Sunnyvale
Tamara Davis City of Sunnyvale
Darrell Wong County of Santa Clara
Emma Kilkelly Tetra Tech, Consultant
Amy Fonseca Valley Water
Diana Padilla Valley Water
Emily Zedler Valley Water
Jessica Vasquez Valley Water
Kristen Yasukawa Valley Water
Merna Leal Valley Water
Rene Moreno Valley Water
Santa Clara County CRS Users Group / PPI Committee Meeting Attendance Sheet
March 26, 2024 | 2:30 - 4:30pm | Zoom
ATTACHMENT 5

Page 75 of 468 ends

1 | Page
The meeting notes correspond with the discussion of the meeting agenda items.

Agenda Meeting
Santa Clara County CRS Users Group & Program for Public Information (PPI) Committee Meeting Notes
March 26, 2024 | 2:30 pm – 4:30 pm
Item #1: Introductions/Attendance
Item #2: Review of Meeting Goals and Agenda / Agenda Item #3: Annual Review of CRS Communities Roster:
x The main objectives of the meeting are as follows:
o Fulfill the requirements for CRS PPI credit as per the CRS Coordinator’s Manual. o Initiate the Annual PPI Reporting process for the 2021 PPI, year 3, which will conclude at the end of May 2024.
o Review the status of the outreach initiatives listed in the 2021 PPI. o Discuss the Multi-jurisdictional Hazard Mitigation Plan. o Provide updates on the Regionalization Project and other Valley Water updates. x Action Items:
o Review the CRS community roster within the next 2 weeks and ensure accurate information.

Item #4: Valley Water CRS Program Updates
x Transition the Hazard Mitigation Plan to the watersheds division for better alignment, with Emily Zedler (Valley Water) being the new contact.
x Amy Fonseca has taken a new leadership role at Valley Water. Amy and Merna Leal will continue to support certain aspects of the plan during the transition to the watershed division. x Valley Water is collaborating with Emma Kilkelly from Tera Tech, who will assist with the Hazard Mitigation Plan.
x Valley Water has been receiving several event tabling requests from different communities. We will share relevant events with the group and invite you to participate. This could be a great opportunity to use the flood event kits provided last year. Valley Water will try to attend the event, but if you cannot, we would encourage you or someone else from your office to attend. o Valley Water wants to coordinate with cities to prevent duplicating efforts and attend the same events (and distribute the same materials).
o Valley Water receives calls/emails from residents and will forward calls/emails to respective cities' contacts as listed in the CRS roster.

Item #5: Floodplain Management Plan (FMP) Update:
x Valley Water/Tetra Tech will coordinate a meeting to discuss the mitigation plan. x Emma Kilkelly (Lead Planner, Tetra Tech) presented an overview of the Flood Hazard Mitigation Plan.
o The purpose of this plan is to reduce the adverse impacts of flooding by assessing existing measures and conducting hazard and risk assessments. Emma outlined the 10- step planning process, following the Community Rating System (CRS) guidelines. x Action Items:
o Provide Tetra Tech presentation to the group.
o Merna to meet with Emily Zedler to continue the conversation on hotspots. x Questions:
o When will the plan be valid? Is it a five-year plan, and if so, what are the active dates? This information is important for people who plan their schedules around their cycle. For instance, we just passed our cycle for Santa Clara in 2023. Will the new plan be active from 2024 until 2029, and will it be valid during our next cycle? x The validity of the document will start from the time it is adopted or approved by CRS, and it will last for 5 years. The document will still be valid during ATTACHMENT 6

Page 76 of 468 ends

2 | Page
The meeting notes correspond with the discussion of the meeting agenda items.

Santa Clara’s next cycle. If, for any reason, it increases your points, you can always request a modification of your score.
o In the past, we had an appendix for the mitigation plan when we used it for our floodplain management credits, and the county prepared the documents for this. Will there be an appendix for each of our agencies so that we can provide specific details and data for you to fill in? Or will it be just one comprehensive document that's standard for all agencies? It's important to have an appendix for each agency as the issues we face are different and specific to each of us.
x All agencies will be covered under the general floodplain plan, but the specifics regarding the appendices are currently uncertain. We need to address specific requirements for each jurisdiction. Our goal is to include all agencies within the general plan.
o Could we get a copy of the presentation provided by Tetra Tech? x Yes, the presentation will be shared with the group.
o The all-hazard mitigation plan is typically developed by the county with input from representatives of the Office of Emergency Services (OES) rather than Floodplain managers or CRS coordinators. Will we be working with or mentioning the plan to the county OES to stay informed on its progress? Will there be regional coordination to ensure that everyone is aware of what is happening with the plan? x We intend to create a flood hazard mediation plan, which will be rolled into the counties either as an appendix or at the time of their next update. We hope they will be able to add the CRS requirements in a way that is similar to what they did in 2017. However, that is still a long way away, and we all need to be thinking about it. It may not affect you, but sometime in 2028 or 2029, we need to ensure everyone is on board with the CRS requirements, as they could impact your credit rating.
o Is the plan to assess and evaluate the known flood hotspots part of the new initiative? Could this be done to align with other efforts?
x It depends on the hotspot definition; there's no formal definition. But Valley Water and cities could align. As we start the planning process, there is an opportunity for credits when evaluating hotspot information.

Item #6: Review 2021 PPI “Other New Initiatives”
x Focus on two PPI New Initiatives:
o Initiative #2: Expand partnerships with the local chamber of commerce to disseminate and share flood preparedness information.
x Approach the Silicon Valley Chamber of Commerce and identify opportunities for partnerships. We need to be able to reach residents and businesses. x Morgan Hill—Chamber of Commerce/Downtown Association. Economic Development staff can support the distribution of information. x Outreach timing – End of Summer 2024.
o Action Item:
x Identify each city's chamber of commerce or equivalent and find ways to share information via websites, blogs, and newsletters. Who in each organization can help establish a connection with the chamber of commerce and downtown associations?
o Initiative #4: Expand on outreach to "hot spot" flood-prone areas by hosting on-site or virtual events.
x Valley Water has hotspot data; cities may maintain different hotspot data depending on need (e.g., trash hot spots).
Valley Water has floodplain flood data; it’s been provided to cities. Identify high-risk areas (e.g., libraries, parks, stores, etc.) to provide flood preparedness information.
Valley Water maintains GIS layers with hotspot information. x We have flexibility with this initiative; we can get creative on addressing it.

ATTACHMENT 6

Page 77 of 468 ends

3 | Page
The meeting notes correspond with the discussion of the meeting agenda items. x Questions:
What do we mean by "hot spot"? Is it a real event or a modeling hotspot? x Valley Water has modeling results for design flows with hot spot GIS layers. The GIS layer is based on historical observations of repeated flooding.
x Valley Water has recently installed cameras to assist with flood monitoring.
x https://alert.valleywater.org/map?p=map
x Valley Water and cities might have different hot spot information based on what they manage (e.g., storm drains)
Agenda Item #7: 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Evaluation Report
x 330 Outreach Project (OP) Worksheet (on Egnyte):
o Each city has a worksheet available. Sections include 1) All OP projects – each city can receive credits, 2) City-specific and 3) Valley Water-specific credits. x Appendix A
o Review and update information in the “FY 2024 (Year 2 of the 2021 PPI)” column. Focus only on each respective community and two OP #All. Double-check information to ensure relevance. If there are any changes, provide a brief explanation.
Do not update or change any information in the other columns. x If changes to other columns are needed, please note any changes in the “FY 2024 (Year 2 of the 2021 PPI)” column.
Reminder—Appendix A is due August 1, 2024. However, it must be approved by the governing body as part of the annual recertification package. Check if the governing body takes a summer recess to ensure it's approved by 8/1/24 (annual recertification due date), and/or when you are cycled by ISO. o When the PPI report is unavailable, cities are given a draft report by Valley Water, which is submitted along with an explanation regarding the governing body approving PPI. This is an information item. The report describes how each city takes it to its governing body.
o Action Item:
Review and update information in the “FY 2024 (Year 2 of the 2021 PPI)” column by the end of May 2024.

Agenda Item# 8: Activity 350 – Flood Protection, c. flood protection website x Action Item:
o Check flood protection resource web page links monthly to ensure active links; update the entire content annually.
x Make sure to redirect to 1) valleywater.org/floodready, 2) floodsmart.gov, and 3) ready.gov.

Agenda Item#9: Next meeting – Joint CRS Users Group/Program for Public Information (PPI) Committee meeting
x Upcoming meeting in May 2024. A Doodle Poll will be sent. o Upcoming Agenda Items:
Valley Water’s Communications Unit will provide an update on their flood preparedness campaign.
Solicit ideas for next year’s campaign.
Discuss promotional materials for future flood readiness campaigns.

ATTACHMENT 6

Page 78 of 468 ends

4 | Page
The meeting notes correspond with the discussion of the meeting agenda items.

General Updates/Announcements:
o CRS regionalization Feasibility Study:
x Thank you for your feedback. Your input has been used to readjust the study recommendations. Along with the baseline model suggested by Tetra Tech, Valley Water is currently exploring ways to simplify the program. The study is still ongoing, and Valley Water is evaluating various models. We will keep you informed as we move forward.
o Upcoming State CRS Users Group meeting – April 17, 2024. o Reflections on recent ISO evaluations and efforts to improve documentation for ISO certification. Participants discuss their experiences with ISO specialists, challenges faced during ISO evaluations, and strategies for improving their scores, particularly in areas like floodplain management and hazard mitigation plans.
o Reminder to upload post-cycle documentation to Egnyte to ensure information is available for future use.
o Questions:
Can ISO revisit the evaluation if sufficient points are obtained from Valley Water's hazard mitigation plan? ISO may agree to a revision if points from the hazard mitigation plan can elevate the city's rating, but this depends on meeting or surpassing the threshold for the next class.
What documentation does ISO require from Valley Water for water drainage within Milpitas? ISO requirements for documentation from Valley Water may have changed over time. Previously, a comprehensive cost and accomplishment report sufficed, but confirming current requirements is essential. If documentation is needed, submit a request to Valley Water with enough time to pull reports/documentation. It is up to each community to conduct the impact adjustment analysis.

ATTACHMENT 6

Page 79 of 468 ends

Agenda Meeting
Santa Clara County CRS Users Group & Program for Public Information (PPI) Committee Meeting May 29, 2024 _ 2:30pm – 4:30pm
Join Zoom Meeting
https://valleywater.zoom.us/j/81019341372?pwd=MmpVU1RJK1RsU0pNcXkvanBFcU53UT09 Meeting ID: 810 1934 1372 _ Passcode: 653912 _ +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, FY24 Year 3 of 5 Item Meeting Topic Presenter Time

1. Introductions
Roll Call / Roster Updates
Amy Fonseca 10 min

2. Review of the Meeting Goals and Agenda
Review pending Action Items from this committee’s 3/26/24 meeting (see attached list)
Amy Fonseca 10 min

3. Flood Awareness Survey 2024 Results Presentation
FY23-24 Flood Awareness Campaign Results
Launch of Valley Water’s Annual Flood Awareness Campaign kicks-off October 2024.

Adam
Probolsky
Paola Reyes
15 min
10 min

4. Valley Water update of the Feasibility Study for Regionalizing CRS in Santa Clara County and the Santa Clara County Multi-Jurisdictional Floodplain Management Plan (FMP) (flood-focused)
Amy Fonseca 10 min

5. CRS 2024 Cycle Group (San Jose and Valley Water) and Annual Recertification Amy Fonseca 5 min

6. California Flood Preparedness Week (October 2024)

1. The committee roster is shared w/CA DWR to include all communities to the CFPW meetings.

2. Please attend for good ideas, networking, and sharing resources (DWR has a lot of samples and other items).

3. Invite your Communications and OES staff to help promote flood-readiness.

4. Opportunity for DWR to report on your work and participation and vis-versa.

Amy Fonseca 5 min

7. Complete Development of the 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Report, FY 24 (Year 3: July 2023 to June 2024) Reference the Activity 330 Outreach Project sheets located here https://fta.valleywater.org/fl/1a2Jh3wyoO as a starting 0oint to update Appendix A from 2021 SC County Multi-Jurisdictional PPI Update the FY24 Project Accomplishments column for your community Google Link NOTE: Update Input Here Only column; Do Not edit anything else
Communities’ updates are due by next CRS Users Group/PPI Meeting or by the DEADLINE no later than May 31, 2024 (Friday)
Amy Fonseca 20 min

8. Other Items 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 7

Page 80 of 468 ends

Pending Action Items from the
3/26/24 CRS Users Group / PPI Committee Meeting
AGENDA ITEM #2: Review of Meeting Goals and Agenda / Agenda Item #3: Annual Review of CRS Communities Roster:

Action Item:

Review the CRS community roster within the next 2 weeks and ensure accurate information. https://docs.google.com/spreadsheets/d/1ttp_t7c6-XXCfQ5urxqRJ-GxZDZ0jG6g/edit#gid=1135493871 AGENDA ITEM #5: Floodplain Management Plan (FMP) Update Action Items:

Merna will meet with Emily Zedler to continue the conversation on hotspots.

Amy & Merna briefly met with Emily. It was determined that VW hotspots most likely differ from a community-identified hotspot/problem area. VW conducted hotspot outreach in FY24; we sent a community toolkit, materials, and signs to organizations in hotspot areas on 11/23 and 2/24. This will be reflected in the FY24 Annual Evaluation Report, and Paola Reyes will share details at the 5/29/24 PPI Committee Meeting.

You could build on VW's Field Information Team (FIT) hotspot GIS layer for communities wanting to do their own outreach to hotspot areas. https://tinyurl.com/scvwdfit.

AGENDA ITEM #6: Review 2021 PPI “Other New Initiatives” Action Items:

Who in each organization can help establish a connection with the Chamber of Commerce and downtown associations? Initiative #4: Expand on outreach to "hot spot" flood-prone areas by hosting on-site or virtual events.

Valley Water has hotspot data; cities may maintain different hotspot data depending on need (e.g., trash hot spots). Valley Water has floodplain flood data; it’s been provided to cities. Identify high-risk areas (e.g., libraries, parks, stores, etc.) to provide flood preparedness information. Valley Water maintains GIS layers with hotspot information. https://data-valleywater.opendata.arcgis.com/ We have flexibility with this initiative; we can get creative on how to address it. See notes on Action Item #5 mentioned above.

AGENDA ITEM #7: 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Evaluation Report Action Item:

Review and update information in the “FY 2024 (Year 2 of the 2021 PPI)” column by the end of May 2024. https://docs.google.com/document/d/1zYW25x_MB3lNnmTBV8CrlfgTE7zoEZKJ/edit AGENDA ITEM # 8: Activity 350 – Flood Protection, c. flood protection website Action Item:

Check flood protection resource web page links monthly to ensure active links; update the entire content annually.

Make sure to redirect to 1) valleywater.org/floodready, 2) floodsmart.gov, and 3) ready.gov.

AGENDA ITEM #9: Next meeting – Joint CRS Users Group/Program for Public Information (PPI) Committee meeting Upcoming meeting in May 2024. A Doodle poll will be sent.

Upcoming Agenda Items:
Valley Water’s Communications Unit will provide an update on their flood preparedness campaign. Solicit ideas for next year’s campaign.

Discuss promotional materials for future flood readiness campaigns. Due to budget constraints, Valley Water's approach to giveaway items for community use will change starting in the October 2024 flood season.

ATTACHMENT 7

Page 81 of 468 ends

Name Agency
Robb Lampa CA Department of Water Resources
Jenn Chu City of Cupertino
Susana Ramirez City of Gilroy
Brian Petrovic City of Milpitas
Charlie Ha City of Morgan Hill
Maria Angeles City of Morgan Hill
Lauren Cody City of Mountain View
Renee Gunn City of Mountain View
Rajeev Hada City of Palo Alto
Vivian Tom City of San Jose
Brandon Coco City of Santa Clara
Christian Tran City of Santa Clara
Darrell Wong County of Santa Clara
Lea Velasco City of Sunnyvale
Amy Fonseca Valley Water
Kristen Yasukawa Valley Water
Merna Leal Valley Water
Paola Reyes Valley Water
Rene Moreno Valley Water
Adam Probolsky Valley Water Consultant, Probolsky Research Santa Clara County CRS Users Group / PPI Committee Meeting Attendance Sheet
May 29, 2024 | 2:30 - 4:30pm | Zoom
ATTACHMENT 8

Page 82 of 468 ends

1 | Page
The meeting notes correspond with the discussion of the meeting agenda items.

Agenda Meeting
Santa Clara County CRS Users Group & Program for Public Information (PPI) Committee Meeting Notes
May 29, 2024 | 2:30 pm – 4:30 pm
Item #1: Introductions/ Roll Call/ Roster Updates
Item #2: Review of the Meeting Goals and Agenda
x Review pending “Action Items” from the committee’s meeting on March 26, 2024. o Agenda Item #2: Review of Meeting Goals and Agenda / Agenda Item #3 – Annual Review of CRS Communities Roster – Reminder to update the CRS community roster. o Agenda Item #5: Floodplain Management Plan (FMP) Update – Valley Water met with Emily Zedler to discuss hotspots. Based on the conversation, there was no specific outreach to hotspots because they differ based on agency. A GIS layer is available for agencies to use to conduct targeted outreach. o Agenda Item #6: Review 2021 PPI “Other New Initiatives” – Based on targeted outreach efforts utilizing hotspot information, initiative #4 (expand on outreach to "hot spot" flood-prone areas by hosting on-site or virtual events) is complete.

Initiative #2: Identify the Chamber of Commerce or equivalent in each city and find ways to share information via websites, blogs, and newsletters. This initiative will be re-evaluated next fiscal year.
o Agenda Item # 8: Activity 350 – Flood Protection, c. flood protection website – Check links and ensure links direct to 1) valleywater.org/floodready, 2) floodsmart.gov, and 3) ready.gov. to ensure agencies receive CRS WEB credit. o Giveaway Items: Starting in FY25, Valley Water will be limited on giveaway items due to budget constraints. For the October 2024 flood season, Valley Water has purchased first aid pocket kits that will be provided to all SC County agencies for their use. Valley Water will also order emergency starter kits that we will distribute throughout the county; emergency starter kits shared previously will no longer be available to communities.

Action Items:
o Review and update the CRS community roster, including additional staff positions outside the CRS coordinator (if needed).
x CRS community roster link: https://docs.google.com/spreadsheets/d/1ttp_t7c6- XXCfQ5urxqRJ-GxZDZ0jG6g/edit#gid=1135493871
o Review and check links to ensure they direct to Valley Water's website.

Item #3: Flood Awareness Survey 2024 Results Presentation ATTACHMENT 9

Page 83 of 468 ends

2 | Page
The meeting notes correspond with the discussion of the meeting agenda items. x Paola Reyes from Valley Water’s Communications Unit shared a presentation providing an overview of the launch of Valley Water’s Annual Flood Awareness Campaign (FY24). x Adam Probolsky from Probolsky Research shared a presentation providing an overview of the 2024 Flood Awareness Survey Results.

Item #4: Valley Water update of the Feasibility Study for Regionalizing CRS in Santa Clara County and the Santa Clara County Multi-Jurisdictional Floodplain Management Plan (FMP) (flood-focused)
x A draft of the Feasibility Study for regionalizing CRS was shared with the CRS Users Group and Valley Water management. Valley Water Management is still considering the ideas proposed in the plan and has requested ways to streamline the program's administration. Tetra Tech, Valley Water’s consultant, continues to work on the study, and there have been no major changes since it was shared with the CRS Users Group. x Valley Water is working on the flood-centric Multi-Jurisdictional Floodplain Management Plan and aims to provide an update soon. Tetra Tech is assisting in developing the floodplain management plan; they will reach out to Marlene Jacobs, ISO CRS Specialist, to review the 510 FMP checklists for both Valley Water and the City of San Jose (communities scheduled to be cycled in 2024) using the 2023/2024 (?) SC County Multi-Jurisdictional Hazard Mitigation Plan. The goal is to avoid duplicating efforts as the flood-centric FPM is developed.

Item #5: CRS 2024 Cycle Group (San Jose and Valley Water) and Annual Recertification x If you completed the cycle last year, please upload the information to Egnyte. This will enable Valley Water to support future efforts in potential transition and provide examples for other cycling agencies.
x San Jose and Valley Water are scheduled to be cycled in November 2024. There have been no updates regarding the upcoming cycle. Valley Water can schedule a meeting with San Jose if they need our assistance/Valley Water documentation. x Letters from ISO/FEMA for the annual recertifications should arrive soon. Valley Water will start gathering information for Activity 540; agencies requiring this and other Valley Water documentation for other activities should contact us. x Final PPI Annual Evaluation Report should be ready to submit to ISO for recertification due on August 1, 2024 (see Agenda Item #7).
x Action Item:
o If you do not receive a recertification letter or email from ISO by mid-June 2024, please contact Bradley Arkens @ [email protected] for further information.
x Question:
o Where can agencies upload their recertification files to Egnyte? Is there a specific folder? All recertification documents should be uploaded to respective community folders. If there are any access or questions, please contact Valley Water.

ATTACHMENT 9

Page 84 of 468 ends

3 | Page
The meeting notes correspond with the discussion of the meeting agenda items.

Item #6: California Flood Preparedness Week (October 2024) x In preparation for California Flood Preparedness Week, the Department of Water Resources (DWR) will begin planning the upcoming campaign. Partner meetings will start soon. Please ensure that the contact information in the CRS community roster is current, as it will be shared with DWR to send out meeting invitations. x Valley Water will have its separate kickoff event, including a flood preparedness week resolution and outreach, in October 2024.

Item #7: Complete Development of the 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Evaluation Report, FY 24 (Year 3: July 2023 to June 2024) x All agencies should review and update FY24 Project Accomplishments column as soon as possible. Valley Water is preparing the non-agenda item for the Valley Water Board (June 21, 2024) submitting the Annual Evaluation Report. x Each community should specify how the PPI Annual Evaluation Report will be shared with its governing board. At the meeting, each community confirmed the method of sharing the annual report with its governing body, and the present communities noted no changes.
o Note that the PPI Annual Evaluation Report only needs to be sent (does not need to be adopted – only the PPI itself has to be adopted) to their respective governing body before submitting the report as part of the recertification documentation submittal that’s due on August 1, 2024.
o Valley Water will provide the committee with the final PPI Annual Evaluation Report and our Board non-agenda item cover memo by June 21, 2024 (after 5:00 pm PST). x If communities do not update the PPI Annual Evaluation Report, Valley Water will proceed with the report without community information.

Action Item:
o Deadline – May 31, 2024: Update the FY24 Project Accomplishments column for your community Google Link NOTE: Update Input Here Only column; Do Not edit anything else
x Question:
o It was mentioned that Valley Water plans to take the report to the Valley Water Board on June 21, 2024. Will the report be available after that? Cupertino plans to present to the council in July and will need the report in late June. The PPI Annual Report will be posted and sent to the CRS community group on June 21 (after 5:00 pm PST). If content is required before June 21, contact Valley Water for draft content.

Agenda Item #8: Other Items
x Rob Lampa from DWR is preparing to send an invite to an upcoming webinar series.

ATTACHMENT 9

Page 85 of 468 ends

2 CITY COUNCIL STAFF REPORT
MEETING DATE: August 28, 2024
PREPARED BY:

Christopher Woodrow, Admin Police Sergeant
APPROVED BY: City Manager

ACCEPT COMMUNITY LAW ENFORCEMENT FOUNDATION (CLEF)

DONATION

RECOMMENDATION(S)

1. Authorize the City Manager to accept a donation from the Community Law Enforcement Foundation in the amount of $53,123 for the reimbursement of protection plates; and

2. Amend the adopted Fiscal Year (FY) 2024-25 budget in the General Fund (010) to recognize the CLEF donation as revenue, and appropriate $53,123 in the Police Department Field Operation budget.

COUNCIL PRIORITIES, GOALS & STRATEGIES
City Council Ongoing Priorities
Enhancing Public Safety
Fostering a Positive Organizational Culture
2024-2025 Strategic Priorities
Fiscal Sustainability
Guiding Documents
Public Safety Master Plan
REPORT NARRATIVE:

The Community Law Enforcement Foundation (CLEF) is a non-profit volunteer organization dedicated to supporting and promoting public safety through partnerships that provide resources to enhance the operation of the Police Department. CLEF Board of Directors and volunteers work to raise funds for the purchase of equipment and materials that are not within the Department’s operating budget. The CLEF Board wishes to provide a donation in the amount of $53,123 for the purchase of Level III ICW Multi Curve Shooter’s Cut Plates (Rifle Threat Protection Plates).

These Rifle Threat Protection Plates provide a higher level of ballistic protection to the officer than their regular ballistic body armor vest can provide.

Page 86 of 468 ends

2 COMMUNITY ENGAGEMENT:

This staff report will serve as notification to the community of the monetary donation from CLEF in the amount of $53,123 towards the reimbursement for the purchase of replacement Rifle Threat Protection Plates.

ALTERNATIVE ACTIONS:

City Council could decide not to accept the donation.

PRIOR CITY COUNCIL AND COMMISSION ACTIONS:

The Council has previously accepted donations from CLEF to enhance the Police Department’s operations every year since 2010. CLEF’s total donations to date have exceeded $250,000.

FISCAL AND RESOURCE IMPACT:

Recognize $53,123 as revenue towards CLEF Donations (010.37516). Appropriate $53,123 in Field Operations Other Supplies with the purchase of replacement Rifle Threat Protection Plates. A Budget Scorecard is attached.

CEQA (California Environmental Quality Act):

Not a Project.

Continuing administrative activities, such as purchases for supplies and equipment, are not a project subject to environmental review.

Page 87 of 468 ends

Quote
Date
11/29/2023
Estimate #
23-199
Name / Address
Morgan Hill Police Dept.
16200 Vineyard Blvd.

Morgan Hill, CA. 95037
111 Deerwood Road #200
San Ramon, CA. 94583
Project
Customer Signature
Total
Description Qty Cost Total
Level III ICW Multi Curve Shooter's Cut Plate. 9.6"x11.8" .35" 90 540.00 48,600.00T Shipping Charge 86.00 86.00
Sales Tax 9.13% 4,437.18
_____________________________________
$53,123.18

Page 88 of 468 ends

RESOLUTION NO. 24-_____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF MORGAN HILL APPROVING AN AMENDMENT TO
THE CITY’S FISCAL YEAR 2024-2025 BUDGET IN THE
GENERAL FUND (FUND NO. 010), TO APPROPRIATE
$53,123.00, 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 “Community Law Enforcement Foundation (CLEF) Donation” submitted for City Council consideration at its meeting of August 28, 2024, 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 2024-2025 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:
a. That the City’s previously adopted Fiscal Year 2024-2025 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

Page 89 of 468 ends

City of Morgan Hill
Resolution No. 24-_____

Page 2 of 3 ends

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 2024-2025 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 28th day of August 2024 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. 24-_____ adopted by the City Council at the meeting held on the 28th day of August 2024.

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

DATE: _____________________ ___________________________________ MICHELLE BIGELOW, City Clerk

Page 90 of 468 ends

City of Morgan Hill
Resolution No. 24-_____

Page 3 of 3 ends

Exhibit A

AGENDA BUDGET SCORECARD
FISCAL YEAR 2024-2025
ADJUSTMENT # 001
FUND: 010 General Fund
FUNCTION: 020 Public Safety
DEPARTMENT: 020 Police
DIVISION: 3210 Filed Operations
OBJECT: 42248 OTHER SUPPLIES
AGENDA DATE: 08/28/24
AGENDA ITEM TITLE:
07/01/25
07/01/24 PROJECTED

PROJECTED AMENDED ENDING

BEGINNING FUND ESTIMATED APPROPRI- FUND

BALANCE REVENUES ATIONS BALANCE
ORIGINAL BUDGET 29,684,560 56,220,919 64,717,663 21,187,816

CUMULATIVE REVISIONS PRIOR - - - -

TO RECOMMENDED ACTION
RECOMMENDED ACTION 53,123 53,123 -
RESULT OF RECOMMENDED ACTION 29,684,560 56,274,042 64,770,786 21,187,816 Other Supplies

Page 91 of 468 ends

3 CITY COUNCIL STAFF REPORT
MEETING DATE: August 28, 2024
PREPARED BY:

Charlie Ha, Supervising Civil Engineer
APPROVED BY: City Manager

APPROVE A REIMBURSEMENT AGREEMENT WITH VCBLA NIDO,

LLC FOR THE VOICES CHARTER SCHOOL PROJECT (NORTHWEST

CORNER OF MONTEREY ROAD AND COSMO AVENUE)

RECOMMENDATION(S)

1. Approve a Reimbursement Agreement with VCBLA NIDO, LLC for the Voices Charter School; and

2. Authorize the City Manager to execute the Reimbursement Agreement.

COUNCIL PRIORITIES, GOALS & STRATEGIES
Guiding Documents
Morgan Hill 2035 General Plan
REPORT NARRATIVE:

The Voices Charter School Project is located at the northwest corner of Monterey Road and Cosmo Avenue (see Attachment 1). As part of the project's conditions of approval, the developer, VCBLA NIDO, LLC, was required to construct public improvements along the project's Monterey Road and Cosmo Avenue frontages, which includes sidewalk, curb, gutter, street widening, undergrounding of overhead utilities, and modification of the existing traffic signals for the installation of a new crosswalk across Monterey Road.

A portion of the public improvements were outside the project boundaries; therefore, the developer is seeking reimbursement for this work. Specifically, the reimbursable work outside the project boundaries includes the following: 1) The undergrounding of overhead utilities along Monterey Road from the centerline of Cosmo Avenue to the southwest corner of the intersection and the elimination of overhead power supply line to an existing streetlight at the westerly end of the project on Cosmo Avenue; 2) Asphalt conform with sidewalk and street pavement at the north end of the property on Monterey Road; and 3) Relocating and updating to current city standards an existing commercial water meter which was in conflict with the new ADA ramp at the new crosswalk on the east side of the Monterey Road and Cosmo Avenue intersection.

The total reimbursement cost is $181,711. The actual cost and construction work has been reviewed and deemed acceptable. Therefore, staff recommends that the City

Page 92 of 468 ends

3 enter into a Reimbursement Agreement (Attachment 2) with the developer, VCBLA NIDO, LLC.

COMMUNITY ENGAGEMENT:

Inform
This staff report serves to inform the public of development projects which partner with the City to contribute to the undergrounding of overhead utilities. Undergrounding of overhead utility lines increases safety and reduces the potential of electrical fires that can occur with overhead utility lines.

ALTERNATIVE ACTIONS:

None.

PRIOR CITY COUNCIL AND COMMISSION ACTIONS:

An Improvement Agreement for public improvements with VCBLA NIDO, LLC for the Voice Charter School was approved by the City Council on December 16, 2020.

FISCAL AND RESOURCE IMPACT:

The reimbursement for the public improvements of $181,711 will be funded from the Undergrounding Fund (350) and the Water Capital Improvement Fund (653). Adequate funding is available within the existing approved Capital Budget for these expenses.

CEQA (California Environmental Quality Act):

Project
On October 8, 2019, the Planning Commission adopted a Mitigated Negative Declaration.

Page 93 of 468 ends

130
150
16500
16595
16375
16570
16433
16360
16390
16310
16455
16715
16295
16485
120
16410
135
16450
16430
110
16340
105
16405
110
16415
16330
16415
24 105
16670
16290 20
120
16380
115 16685
40 16325
16345
16355
County of Santa Clara, Sanborn
Engineering and Utilities Department
Land Development Engineering Division

SITE MAP

VOICES CHARTER SCHOOL
APN 767-17-047
Document Path: G:\R-14\PROJ\Agustin\GIS\Voices Charter School.mxd O
0 150 300 450 600 75
Feet

COSMO AVE

MONTEREY RD

VOICES CHARTER SCHOOL
APN 767-17-047

Page 94 of 468 ends

R E I M B U R S E M E N T A G R E E M E N T

VCBLA NIDO, LLC
16505 Monterey Road
Voice Charter School
THIS AGREEMENT is made this _____ day of , 2024, by the CITY OF MORGAN HILL, a municipal corporation ("CITY"), and VCBLA NIDO, LLC, a California Limited Liability Company ("DEVELOPER").

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

1. This Agreement is entered into pursuant to City Council approval on August 28, 2024.

2. CITY desired the DEVELOPER to furnish public improvements for undergrounding beyond the project frontage, asphalt conform, and relocation of a water meter conflicting with the location of a new ADA ramp.

3. DEVELOPER agreed to, at its own cost and expense, install these improvements ("IMPROVEMENTS").

4. DEVELOPER requests that CITY reimburse it for a portion of the cost incurred for IMPROVEMENTS.

AGREEMENT
THE PARTIES MUTUALLY AGREE AS FOLLOWS:

1. Term of Agreement. This Agreement covers services rendered from the date of building permit issuance for the project until such time as the amount or portion for reimbursement has been paid to DEVELOPER or its designee. This Agreement shall terminate in two years or upon full reimbursement, whichever occurs first.

2. Scope of Project. The Project scope consists of public improvements along the project frontage, modifications of the existing traffic signal for the installation of a new crosswalk across Monterey Road.

3. IMPROVEMENTS PROVIDED. IMPROVEMENTS performed by DEVELOPER consisted of the following: Specific to this agreement are:
1) Undergrounding overhead utilities along Monterey Road from the centerline of Cosmo Avenue to the southwest corner of Monterey Road and Cosmo, and the elimination of overhead power of the existing public streetlight at the west end of the property on Cosmo Avenue

Page 95 of 468 ends

2) Asphalt conform with sidewalk and street pavement at the north end of the property on Monterey Road
3) Relocating and updating to current city standards an existing commercial water meter which was in conflict with the new ADA ramp at the new crosswalk on the east side of the Monterey Road.

4. Compensation. DEVELOPER had expended the following amount in construction of IMPROVEMENTS:

4.1 Amount. One hundred eighty-one thousand seven hundred ten dollars sixty-six cents ($181,710.66).

4.2 Portion to be Reimbursed. One hundred eighty-one thousand seven hundred ten dollars sixty-six cents ($181,710.66).

4.3 Payment. CITY shall reimburse DEVELOPER upon completion of the improvements to CITY’s satisfaction.

4.4 Records of Expenses. DEVELOPER has kept records in which complete and correct entries are made of all construction costs, including overhead, related to IMPROVEMENTS. These records have been made available to CITY upon request.

4.5 Termination. CITY and DEVELOPER shall have the right to terminate this Agreement, without cause, by giving not less than thirty (30) days written notice of termination as provided in Paragraph 12 below.

5. Assignment of Payments.

5.1 Payment Stream. DEVELOPER may assign the payments upon written instruction to CITY as provided in Paragraph 12 below. CITY shall have no liability whatsoever for failure to follow these instructions or for any claim by any entity for the funds or for their assignment.

7. 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.

8. Non-Discrimination. DEVELOPER covenants there shall be no discrimination based upon race, color, creed, religion, gender, marital status, age, disability, sexual orientation, national origin, or ancestry, in any activity pursuant to this Agreement.

9. Independent Contractor. It is agreed to that DEVELOPER shall act and be an independent contractor and not an agent or employee of CITY.

10. Compliance with Law. DEVELOPER shall comply with all applicable laws, ordinances, codes, and regulations of the federal, state, and local government.

Page 96 of 468 ends

11. Conflict of Interest and Reporting. DEVELOPER shall at all times avoid conflict of interest or appearance of conflict of interest in performance of this Agreement.

12. Notices. All notices shall be personally delivered or mailed, via first class mail to the below listed addresses. 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. a. Address of DEVELOPER is as follows:

VCBLA NIDO LLC
6840 VIA DEL ORO, SUITE 160
SAN JOSE, CA 95119
b. Address of CITY is as follows: With a copy to:

Public Works Director City Clerk
City of Morgan Hill City of Morgan Hill
17555 Peak Avenue 17555 Peak Avenue
Morgan Hill, CA 95037 Morgan Hill, CA 95037

13. Licenses, Permits and Fees. DEVELOPER shall obtain a City of Morgan Hill Business License, all permits, and licenses as may be required by this Agreement.

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

15. Limitations Upon Subcontracting and Assignment. Neither this Agreement nor any portion shall be assigned by DEVELOPER without prior written consent of CITY.

16. Authority to Execute. The persons executing this Agreement on behalf of the parties warrant that they are duly authorized to execute this Agreement.

17. Indemnification. DEVELOPER agrees to protect, and hold harmless CITY and its elective or appointive boards, officers, agents, and employees from any and all claims, liabilities, expenses, or damages of any nature, including attorneys' fees, for injury or death of any person, or damage to property, or interference with use of property, arising out of, or in any way connected with performance of the Agreement by DEVELOPER, DEVELOPER'S agents, officers, employees, subcontractors, or independent contractors hired by DEVELOPER. The only exception to DEVELOPER'S responsibility to protect, defend, and hold harmless CITY, is due to the sole negligence of CITY. This hold harmless agreement shall apply to all liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by DEVELOPER.

18. Modification. 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 subsequent mutual written agreement executed by CITY and DEVELOPER.

Page 97 of 468 ends

19. California Law. This Agreement shall be construed in accordance with the laws of the State of California. Any action commenced about this Agreement shall be filed in the central branch of the Santa Clara County Superior Court.

20. Interpretation. This Agreement shall be interpreted as though prepared by both parties.

21. Preservation of Agreement. Should any provision of this Agreement be found invalid or unenforceable, the decision affected only the provision interpreted, and all remaining provisions shall remain enforceable.

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

CITY OF MORGAN HILL "DEVELOPER"

VCBLA NIDO, LLC
By: ________________________ By:_________________________ Christina J. Turner, City Manager Frances Quintanar Teso, CEO Date: ____________ Date: ____________
ATTEST:
______________________________ By:_______________________________ Michelle Bigelow, City Clerk John Cesare, CFO
Date: ____________ Date: ____________
APPROVED AS TO FORM:
______________________________
Donald A Larkin, City Attorney
Date: ____________

Page 98 of 468 ends

Exhibit A
Reimbursement Cost
Public Improvement Cost Cost
1 Underground overhead utilities beyond project frontage At Monterey Road undergrounding from centerline of Cosmo Avenue to the southwest corner of Monterey Road and Cosmo Avenue. $56,897.18 Hardscape restoration at southwest corner of Monterey Road and Cosmo Avenue. $17,300.00
Eliminate overhead power feed existing public streetlight on Cosmo Avenue. $4,029.00 Portion PG&E Undergrounding Utility Contract Cost $37,748.78 Portion of Frontier Undergrounding Utility $1,280.15
2 Asphalt conform at north end of property on Monterey. $756.00 3 Water Meter Relocation out of new ADA ramp.

New lateral and installing meter manifold for two 1" meters outside of new ADA ramp footprint. $46,859.00
Additional curb, gutter, and sidewalk work at new meter locations. $5,900.00 Water shutdown. $8,059.00
4 Portion of consultants cost $2,881.55
Total $181,710.66

Page 99 of 468 ends

4 CITY COUNCIL STAFF REPORT
MEETING DATE: August 28, 2024
PREPARED BY:

Inga Alonzo, Management Analyst
APPROVED BY: City Manager
APPROVE CHANGE ORDER #1 WITH IRISH EXCAVATION FOR

WOODLAND BOOSTER RETAINING WALLS IN THE AMOUNT OF
$27,838

RECOMMENDATION(S)

1. Approve and authorize the City Manager to execute Change Order #1 with Irish Excavation in the amount of $27,838 for two retaining walls at the Woodland Booster Station; and

2. Approve and authorize the City Manager to add a 10% Contingency to the project in the amount of $10,262.

COUNCIL PRIORITIES, GOALS & STRATEGIES
City Council Ongoing Priorities
Enhancing Public Safety
Maintaining and Enhancing Infrastructure
2024-2025 Strategic Priorities
Fiscal Sustainability
Guiding Documents
Water System Master Plan
REPORT NARRATIVE:

The project‘s scope of work is described as the removal and disposal of existing fence and furnish materials, labor, equipment, and installation of two concrete masonry (CMU) retaining walls, one upper and one lower, approximately 30 feet each at the Woodland Acres Booster Station. The Public Works informal bidders list was utilized for this bid and the bid opening was held on November 8, 2023. The City Council awarded the contract to the lowest bidder, Irish Excavation, on December 6, 2023. This change order allows the contractor to replace the CMU retaining walls originally scoped with steel soldier piles and treated timbers.

After construction began, unknown conditions in the field caused the original scope to be inadequate to address retaining the hillside adjacent to the booster station. The City

Page 100 of 468 ends

4 Engineer worked to develop an alternative to retain the hillside using materials available and owned by the City. This change order will allow appropriate retaining of the hillside and eliminates the need to build a concrete foundation across the top of the water main leaving the booster station. City staff believe the proposed change order is the most cost-effective means of completing the project.

COMMUNITY ENGAGEMENT:

Not Applicable
As maintenance and security of an existing facility is expected to be performed by the City, no community engagement for this project was performed.

ALTERNATIVE ACTIONS:

Staff recommends that the Council approves the change order with Irish Excavation.

However, the Council could decide not to approve the change and direct staff to go with the original plan, but this action would more likely delay the project, would not address the issues raised in the narrative above, and would make it more difficult to maintain and/or replace the water main in the future.

PRIOR CITY COUNCIL AND COMMISSION ACTIONS:

On December 6, 2023, Council awarded the Woodland Booster Station Retaining Walls project to Irish Excavation for the amount of $74,780.

FISCAL AND RESOURCE IMPACT:

Funding for this agreement is in the Council approved Capital Improvement Program Budget under project WA6010 Utilities Security Enhancement.

CEQA (California Environmental Quality Act):

Categorical Exemption
This project is Categorically Exempt pursuant to Section 15301 of CEQA Guidelines because the work to be performed is repair, maintenance and/or minor alteration of an existing booster station facility involving no expansion of existing use.

Page 101 of 468 ends

Contract Change Order
Contract Number:_________________
Contract Effective Date:_________________
Change Order Number:_________________
Change Order Effective Date:_________________
CONTRACT CHANGE ORDER PAGE 1 OF 2
All defined terms used in this Change Order are subject to the definitions in the Contract General Conditions.

Project
Project Title:

Contractor/Firm:

Summary of Change Order
Reason for change(s):

Description of change(s):

Incorporates Change Order
Request Number(s):

Change in Contract Price, if
any, based on payment
method (check one):
[See General Conditions
Article 6]
Unit Pricing Lump Sum Time and Materials
$ _______ Not to exceed $ _________
Cost Time
This Change Order will modify the Contract Price as
follows (check one):
 No change to Contract Price
 Increase Contract Price by $___________
 Decrease Contract Price by $___________
The Contract Price is now:
$
This Change Order will modify the Contract Time as
follows (check one):
 No change to Contract Time
 Increase Contract Time by ___ calendar days
 Decrease Contract Time by ___ calendar days
The deadline for Final Completion is now:

Page 102 of 468 ends

Contract Change Order
Contract Number:_________________
Contract Effective Date:_________________
Change Order Number:_________________
Change Order Effective Date:_________________
CONTRACT CHANGE ORDER PAGE 2 OF 2
Change Order Reference Documents
Description of Document
(e.g., bid schedule, schedule of values, Change
Order request, RFI, field directive, ect.)
Cost
CONTRACTOR CERTIFICATION: By signing below, Contractor agrees that:
1) Contractor will provide all labor, materials, equipment and services necessary to perform and timely complete the Work under this Change Order according to the Contract Documents and in an economic and efficient manner in the best interests of the City.
2) This Change Order constitutes full resolution, settlement, accord and satisfaction with respect to any and all pending or future Claims for modifications of Contract Price or extensions of Contract Time that were or may be asserted, or that could have been asserted, in connection with the Work covered by this Change Order.

FAILURE TO EXECUTE:

If Contractor fails to promptly execute this Change Order within 10 days after it has been submitted for Contractor’s signature, the City may unilaterally issue this Change Order pursuant to Article 6 of the Contract General Conditions.

Contractor may dispute the terms of a unilaterally-issued Change Order, in whole or in part, by submitting a Claim within 15 days after the Change Order has been submitted and according to the dispute resolution procedures set forth in Article 12 of the Contract General Conditions. Contractor’s failure to submit a timely Claim under those procedures will be deemed unqualified acceptance of this Change Order as if it were duly executed by Contractor, and any and all Claims regarding this Change Order are deemed waived.

Submitted to Contractor for execution on _________________ By: ______________________________ Date Name/Title
Accepted by Contractor: Approved by the City of Morgan Hill:

By: By:

Name: Name:

Title: Title:

Date: Date:

Date of City Council approval (if required): _________________________, 20___ Note: This Change Order requires City Council approval if the new Contract Price exceeds the total authorized funding for the Project (original contract award plus any approved contingency amount). The City Manager must sign this Change Order if it increases the Contract Price by more than $20,000 or if it reduces the Project contingency amount to less than 50% of the authorized amount. etc.
__________________________________________________________ City Manager*
____________________________
Date
*
Date

Page 103 of 468 ends

The following page is
for Internal Use only.

Page 104 of 468 ends

Contract Change Order
Contract Number:_________________
Contract Effective Date:_________________
Change Order Number:_________________
Change Order Effective Date:_________________

CONTRACT CHANGE ORDER
Change Order Document Preparer (Signature Required)
By:

Name/Title:

Date:

City Staff Approval – Project Manager (Signature Required) By :

Name:

Date:

City Staff Approval – Public Services Director (Signature Required) By:

Name:

Date:

Received by City Clerk: _________________________, 20___ Signed copy of this Change Order transmitted to:

Contractor Public Works Payables Contract File
Summary of Amounts Now Payable Under the Contract (For Internal Purposes Only) Original Contract Price: $ Original Contingency $
Previous Change Orders
[net adjustment] $ Contingency Added $
This Change Order $
Revised Contract Price: $
Paid to Date $ Contingency Used to Date $
Contract Balance $ Contingency Balance $

Page 105 of 468 ends

5 CITY COUNCIL STAFF REPORT
MEETING DATE: August 28, 2024
PREPARED BY:

Maria Angeles, Senior Civil Engineer
APPROVED BY: City Manager
APPROVE FINAL MAP FOR CROSSWINDS PHASE 1 - TRACT NO.
10618 AND RELATED SUBDIVISION IMPROVEMENTS AGREEMENT

RECOMMENDATION(S)

1. Approve the Final Map;

2. Authorize the City Manager to execute the Subdivision Improvements Agreement with THE CROSSWINDS AT MORGAN HILL LLC (“Subdivider”), and KB HOME SOUTH BAY INC. (“Developer”); and

3. Authorize the recordation of the Final Map and Subdivision Improvements Agreement.

COUNCIL PRIORITIES, GOALS & STRATEGIES
City Council Ongoing Priorities
Protecting the Environment and Preserving Open Space and Agricultural Land Maintaining and Enhancing Infrastructure
2024-2025 Strategic Priorities
Economic Development and Tourism
Guiding Documents
Morgan Hill 2035 General Plan
REPORT NARRATIVE:

The Crosswinds Project is a 269-unit residential development located at the southwest intersection of Half Road and Mission View Drive as shown on the attached Site Map (Attachment 1). The Final Map (Attachment 2) for the first phase of the project, consisting of 94 residential units (Tract No. 10618), is the map recommended for approval. The Subdivider, THE CROSSWINDS AT MORGAN HILL LLC, and the Developer, KB HOME SOUTH BAY INC., have completed all the conditions specified by the Planning Commission in the approval of the project’s Vesting Tentative Map and Design Review Permit (Resolution No. 23-05).

The Subdivider and Developer have furnished the City with the necessary documents to complete the processing of the Final Map and has made provisions to provide the City

Page 106 of 468 ends

5 with the required fees, security, and insurance prior to recordation of the Final Map. The Final Map conforms to the requirements of the Subdivision Map Act, and conditions of approval have been met.

The City Council is required to approve the Final Map if it conforms to all the requirements of the Subdivision Map Act, and any conditions of approval for the Vesting Tentative Map. After approval and recordation of the project’s Final Map, the Subdivider will transfer title to the Developer, KB HOME SOUTH BAY INC.

Subdivision Improvements Agreement
The project’s Subdivision Improvements Agreement (Attachment 3) contains a Fee Credit and Reimbursement section (Section 9 of the agreement) described below.

1. The City will give Traffic Impact Fee credits to the Subdivider and/or Developer for the actual cost of out-of-tract public improvements along portions of Mission View Drive and at other non-frontage locations that will be completed by the Subdivider and/or Developer on behalf of the City. The Traffic Impact Fee credit will not exceed the cost of the total Traffic Impact Fees due from the project’s 269 total residential units estimated to be $1,798,328.

2. The Subdivider and/or Developer is also required to reimburse TC MORGAN HILL VENTURE, LLC, the developer of the industrial development named Redwood Tech (or Cochrane Tech), for costs of the public improvements along De Paul Drive and a sanitary sewer main extension pursuant to the Subsequent Development Reimbursement Agreement executed by TC MORGAN HILL VENTURE, LLC and the City.

Staff recommends that City Council approve the Final Map and authorize the City Manager to sign the Subdivision Improvements Agreement pending review and approval by the City Attorney.

COMMUNITY ENGAGEMENT:

Inform
The Planning Commission recommended approval of the project’s Vesting Tentative Map and Design Permit at its May 23, 2023 meeting. The project was publicly noticed including a mailing to property owners within 600 feet of the project.

ALTERNATIVE ACTIONS:

There is no feasible alternative action as the Subdivider and Developer have met the requirements of the Vesting Tentative Map conditions approved by the Planning Commission to file for a Final Map approval and have furnished the necessary documents to complete the processing of the Subdivision Improvements Agreement.

PRIOR CITY COUNCIL AND COMMISSION ACTIONS:

Page 107 of 468 ends

5 May 23, 2023 – Planning Commission adopted Resolution No. 23-05 that recommended approval of the Vesting Tentative Map and Design Permit.

June 21, 2023 – City Council adopted Resolution No. 23-032 that approved the Vesting Tentative Map and Design Permit.

FISCAL AND RESOURCE IMPACT:

Development review costs for this project are paid for from development processing fees.

CEQA (California Environmental Quality Act):

Project
An Environmental Impact Report was certified for this project on June 21, 2023.

Page 108 of 468 ends

Page 109 of 468 ends

Page 110 of 468 ends

Page 111 of 468 ends

Page 112 of 468 ends

Page 113 of 468 ends

Page 114 of 468 ends

Page 115 of 468 ends

Page 116 of 468 ends

Page 117 of 468 ends

Page 118 of 468 ends

Page 119 of 468 ends

Page 120 of 468 ends

Page 121 of 468 ends

Page 122 of 468 ends

Page 123 of 468 ends

Page 124 of 468 ends

Page 125 of 468 ends

Page 126 of 468 ends

Page 127 of 468 ends

Page 128 of 468 ends

Page 129 of 468 ends

Page 130 of 468 ends

Page 131 of 468 ends

Page 132 of 468 ends

Page 133 of 468 ends

Page 134 of 468 ends

Page 135 of 468 ends

Page 136 of 468 ends

Page 137 of 468 ends

Page 138 of 468 ends

Page 139 of 468 ends

Page 140 of 468 ends

Page 141 of 468 ends

Page 142 of 468 ends

Page 143 of 468 ends

Page 144 of 468 ends

Page 145 of 468 ends

Page 146 of 468 ends

Page 147 of 468 ends

Page 148 of 468 ends

Page 149 of 468 ends

Page 150 of 468 ends

Page 151 of 468 ends

Page 152 of 468 ends

Page 153 of 468 ends

Page 154 of 468 ends

Page 155 of 468 ends

Page 156 of 468 ends

Page 157 of 468 ends

Page 158 of 468 ends

Page 159 of 468 ends

Page 160 of 468 ends

City Council
Meeting Minutes
Mark Turner - Mayor
Marilyn Librers - Mayor Pro Tem
Gino Borgioli - Council Member
Rene Spring - Council Member
Yvonne Martinez Beltran - Council Member
Wednesday, June 26, 2024 6:00 PM
Council Chamber Building
17555 Peak Avenue, Morgan Hill, CA 95037

CALL TO ORDER
Mayor Turner called the City Council meeting to order at 6:00 p.m.

ROLL CALL ATTENDANCE
City Clerk Michelle Bigelow called the roll.

PRESENT Rene Spring, Gino Borgioli, Yvonne Martinez Beltran, Mark Turner, Marilyn Librers
ABSENT None

DECLARATION OF POSTING AGENDA
City Clerk Michelle Bigelow declared the posting of the agenda.

SILENT INVOCATION

PLEDGE OF ALLEGIANCE

CITY COUNCIL REPORTS
Council Member Martinez Beltran reported that the League of California Cities held a

Page 161 of 468 ends

June 26, 2024
2 Policy Committee meeting she attended. She is the Chair of the Housing, Community, and Economic Development Committee. She said that they discussed a number of different bills and policies that they are looking to support and advance, including economic development. They also held policy committees for transportation, public safety, environmental, governance, and transparency.

CITY MANAGER'S REPORT
City Manager Christina Turner mentioned that the City Council will be on recess through July and the next City Council meeting is scheduled for August 21, 2024. She spoke about a project that is at the library called Story Walk. It starts at the Magical Bridge Playground in the Community Park. She recognized Rebecca Garcia, Housing Director for the City of Morgan Hill for her 9 years of dedication and service to Morgan Hill. Rebecca will be joining the Santa Clara County Housing Authority overseeing the operations of the housing voucher program.

CITY ATTORNEY'S REPORT
None.

OTHER REPORTS
Council Member Borgioli provided an update on the Little Llagas Creek and Anderson Dam Committee report.

PUBLIC COMMENT
Public comment opened at 6:13 p.m. The following people were called to speak:

Dennis Jamison
Kenny Silva
There being no further requests to speak, public comment closed.

ADOPTION OF AGENDA
MOTION:

Adopting the agenda as posted.

RESULT: Passed
MOVER: Council Member Borgioli
SECONDER: Council Member Spring
AYES: Council Member Spring, Council Member Borgioli, Mayor Turner, Mayor Pro Tem Librers
NAYS: None
ABSTAIN: None

Page 162 of 468 ends

June 26, 2024
3 ABSENT: Council Member Yvonne Martinez Beltran

MOTION:

Approving the consent calendar.

RESULT: Passed
MOVER: Council Member Borgioli
SECONDER: Council Member Spring
AYES: Council Member Spring, Council Member Borgioli, Mayor Turner, Mayor Pro Tem Librers
NAYS: None
ABSTAIN: None
ABSENT: Council Member Yvonne Martinez Beltran

1. APPROVE A CONSULTANT AGREEMENT WITH BIGGS CARDOSA
ASSOCIATES, INC. FOR THE COMPLETION OF DESIGN AND

ENGINEERING WORK FOR GRADE SEPARATIONS FOR DUNNE AND

TENNANT AVENUE AND DOWNTOWN CALTRAIN STATION PEDESTRIAN CROSSING FOR THE NOT TO EXCEED AMOUNT OF $2 MILLION,
INCLUDING A CONTINGENCY OF $200,000
Recommendation:

1. Approve an agreement with Biggs Cardosa Associates, Inc. for design and engineering work for Phase 1 for grade separations for Dunne Avenue and the Downtown Caltrain Station Pedestrian crossing for an amount not to exceed $1 million ($900,000 with $100,000 contingency);

2. Authorize the City Manager to increase the maximum compensation paid to Biggs Cardosa Associates, Inc. by $1 million ($900,000 with $100,000 contingency) for design and engineering work for Phase 2 to include Tennant Avenue upon award and receipt of the Federal Railroad Administration grant; and

3. Authorize the City Manager to execute the Agreement with Biggs Cardosa Associates, Inc. and necessary amendments.

Page 163 of 468 ends

June 26, 2024
4 2. APPROVE OBJECTIVE DEVELOPMENT STANDARD WAIVERS AND DENY

CONCESSION REQUEST FOR THE BARNELL - HAREN PROPERTIES LLC

RESIDENTIAL PROJECT AT BARNELL AVENUE AND DUNNE AVENUE (LJ

COMMONS)
Recommendation:

Adopt resolution approving the request for four waivers and denying the request for a concession to the City's Objective Development Standards for residential development.

3. APPROVE REQUEST BY EDEN HOUSING, INC. (EHI) TO WAIVE THE 2023

ANNUAL SURPLUS PAYMENT TO CITY FOR VILLA CIOLINO AFFORDABLE

APARTMENTS TO MAKE NECESSARY REPAIRS
Recommendation:

Authorize the approval of a waiver for the receipt of the 2023 annual payment from Villa Ciolino's surplus cash in the amount of $101,197 to support the property's urgent rehabilitation needs.

4. APPROVE THIRD AMENDMENT TO AGREEMENT WITH CITY OF GILROY

FOR PROVIDING STAFF SERVICES
Recommendation:

Authorize the City Manager to execute the Third Amendment to the City of Gilroy Staff Services Agreement for Stormwater Permitting Requirements and Environmental Management Services.

5. APPROVE THE CLOSEOUT ANALYSIS REPORT FOR THE
REASSESSMENT DISTRICT 2015-1 (MORGAN HILL RANCH)
Recommendation:

1. Adopt resolution declaring the remaining reassessment revenue fund balance to be surplus, ordering the disposition of such surplus; and

2. Approve the Closeout Analysis Report for the Reassessment District 2015-1 (Morgan Hill Ranch).

6. APPROVE THE JUNE 19, 2024 CITY COUNCIL MEETING MINUTES Recommendation:

Approve minutes.

7. AUTHORIZE EXECUTION OF COST SHARING AGREEMENT WITH VALLEY WATER FOR THE UPPER LLAGAS FLOOD CONTROL PROJECT PHASE 2B Recommendation:

1. Authorize the City Manager to execute and administer a cost-share

Page 164 of 468 ends

June 26, 2024
5 agreement with Valley Water for the construction of improvements supporting the Upper Llagas Creek Flood Control Project for up to $4.5 million; and

2. Authorize the City Manager to make minor modifications to the agreement as necessary with the approval of the City Attorney.

8. AWARD THE EAST DUNNE HILLSIDE WATER RESERVOIR PROJECT TO AZUL WORKS, INC. IN THE AMOUNT OF $8,296,000 AND APPROVE

CONSULTANT AGREEMENT WITH KENNEDY/JENKS CONSULTANTS FOR

CONSTRUCTION SUPPORT SERVICES FOR A NOT TO EXCEED AMOUNT OF $300,000
Recommendation:

1. Approve the East Dunne Hillside Water Reservoir Project plans and specifications;

2. Award contract to Azul Works, Inc. for the East Dunne Hillside Water Reservoir Project in the amount of $8,296,000;

3. Authorize expenditures of construction contingency not to exceed $829,600;

4. Approve consultant agreement with Kennedy/Jenks Consultants for Construction Support Services for a not to exceed amount of $300,000; and

5. Authorize the City Manager to execute and administer the construction contract with Azul Works, Inc. and consultant agreement with Kennedy/Jenks Consultants.

9. RECEIVE MONTHLY BUDGET UPDATE AND MAY 2024 FINANCIAL AND

INVESTMENT REPORTS
Recommendation:

Accept and file report.

PUBLIC HEARINGS

10. AWARD THE ENERGY SERVICES CONTRACT TO SYSERCO ENERGY SOLUTIONS, INC. FOR DESIGN AND CONSTRUCTION OF SOLAR
SYSTEMS AT MULTIPLE CITY FACILITIES IN THE AMOUNT OF $7,583,500 Recommendation:

1. Open and close the Public Hearing;

2. Authorize the City Manager to execute and administer an energy service contract with Syserco Energy Services for $7,583,500;

3. Authorize contingency funds of $379,175; and

4. Adopt a resolution making findings in compliance with California

Page 165 of 468 ends

June 26, 2024
6 Government Code Section 4217.12 on Energy Conservation Contracts.

Public Services Director Chris Ghione provided the report.

The public hearing opened at 6:48 p.m. There being no requests to speak, the public hearing closed.

MOTION:

Approving the recommended actions.

RESULT: Passed
MOVER: Council Member Borgioli
SECONDER: Mayor Pro Tem Librers
AYES: Council Member Spring, Council Member Borgioli, Council Member Martinez Beltran, Mayor Turner, Mayor Pro Tem Librers
NAYS: None
ABSTAIN: None
ABSENT: None

OTHER BUSINESS

11. AUTHORIZE THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH

HOTEL MOHI BY APPELLATION FOR A TRANSIENT OCCUPANCY TAX

AND SALES TAX SHARING AGREEMENT
Recommendation:

Authorize the City Manager to prepare and execute a Transient Occupancy Tax (TOT) and Sales Tax Sharing Agreement for the Hotel MOHI by Appellation project based on the Draft Deal Points as memorialized by KMA.

Economic Development Director Matt Mahood provided a presentation and report.

The meeting recessed at 7:35 p.m. and reconvened at 7:41 p.m.

Public comment opened at 8:06 p.m. The following people were called to speak:

Frank Leal and Charlie Palmer (Applicants)
Brian Sullivan
Eric and Carolyn Wallace
Nick Gaich on behalf of the Chamber of Commerce
John Horner

Page 166 of 468 ends

June 26, 2024
7 David Dindak
Krista Rupp on behalf of Visit Morgan Hill
Michael Van Every (Zoom)
Cosme Fagundo (Zoom)
Armando Benavides (Zoom)
Joe Baranowski (Zoom)
Miguel Jimenez (Zoom)
Daniel Fenton (Zoom)
Joe Guerra (Zoom)
Alex Vo (Zoom)
Frank Leal (Applicant)
There being no further requests to speak, public comment closed.

MOTION:

Motion to remove Deal Point 4(b) and to revisit after the Project has reached $6 million in assistance in present value terms.

RESULT: Failed
MOVER: Council Member Martinez Beltran
SECONDER: None
AYES: None
NAYS: None
ABSTAIN: None
ABSENT: None
The motion failed due to a lack of second.

MOTION:

Approving the recommended action.

RESULT: Passed
MOVER: Council Member Borgioli
SECONDER: Mayor Pro Tem Librers
AYES: Council Member Borgioli, Mayor Turner, Mayor Pro Tem Librers NAYS: Council Member Spring, Council Member Martinez Beltran ABSTAIN: None
ABSENT: None

12. RECEIVE WASTEWATER RATE STUDY REPORT, ADOPT RESOLUTION

DECLARING INTENT TO IMPLEMENT NEW WASTEWATER RATES AND

Page 167 of 468 ends

June 26, 2024
8 COMMENCING PROPOSITION 218 NOTICES, AND SET AUGUST 28, 2024,

AS THE DATE FOR A PUBLIC HEARING
Recommendation:

1. Receive Wastewater Rate Study report;

2. Consider implementing an alternative rate structure of a 100% fixed wastewater rate charge for residential customers and/or an additional wastewater meter account charge for those residential customers with detached Accessory Dwelling Units (ADU);

3. Adopt resolution declaring intent to adjust wastewater rates and authorizing the commencement of Proposition 218 noticing; and

4. Set August 28, 2024, as the date for the Public Hearing and adoption of new wastewater rates.

The meeting recessed at 9:22 p.m. and reconvened at 9:28 p.m.

Finance Director Dat Nguyen provided a presentation and report.

The Council extended the meeting to 10:30 p.m.

Public comment opened at 10:11 p.m.

Armando Benavides (Zoom) was called to speak.

There being no further requests to speak, public comment closed.

MOTION:

Adopt resolution declaring intent to adjust wastewater rates and authorizing the commencement of Proposition 218 noticing with the current rate structure and an additional wastewater meter account charge for those residential customers with detached ADU; and set August 28, 2024, as the date for the Public Hearing and adoption of new wastewater rates.

RESULT: Passed
MOVER: Council Member Spring
SECONDER: Mayor Pro Tem Librers
AYES: Council Member Spring, Council Member Borgioli, Council Member Martinez Beltran, Mayor Turner, Mayor Pro Tem Librers
NAYS: None
ABSTAIN: None
ABSENT: None

PROPOSED FUTURE COUNCIL INITIATED AGENDA ITEMS

13. PROVIDE DIRECTION TO STAFF ON PROPOSED FUTURE COUNCIL

INITIATED AGENDA ITEM

Page 168 of 468 ends

June 26, 2024
9 Recommendation:

Determine if the majority of the City Council wants the following item agendized at a future meeting for discussion:

Bring Viva Calle to Morgan Hill.

City Manager Christina Turner provided a report.

Public comment opened at 10:26 p.m.

Nick Gaich was called to speak.

There being no further requests to speak, public comment closed.

Council agreed to bring the item back at a future meeting.

FUTURE COUNCIL INITIATED AGENDA ITEMS
None.

ADJOURNMENT
There being no further business, Mayor Turner adjourned the meeting at 10:30 p.m.

Minutes Prepared by:

Michelle Bigelow, City Clerk

Page 169 of 468 ends

7 CITY COUNCIL STAFF REPORT
MEETING DATE: August 28, 2024
PREPARED BY:

Mario Jimenez, Associate Engineer
APPROVED BY: City Manager
AWARD CONTRACT TO MOUNTAIN CASCADE, INC. FOR THE

SANITARY SEWER LIFT STATIONS K & F REHABILITATION PROJECT IN THE AMOUNT OF $3,042,500 AND CONTINGENCY FUNDS NOT TO EXCEED $304,250

RECOMMENDATION(S)

1. Approve Sanitary Sewer Lift Stations K & F Rehabilitation Project plans and specifications;

2. Award contract to Mountain Cascade, Inc. for the Sanitary Sewer Lift Stations K & F Rehabilitation Project in the amount of $3,042,500;

3. Authorize expenditure of construction contingency funds not to exceed $304,250; and

4. Authorize the City Manager to execute and administer the construction contract with Mountain Cascade, Inc.

COUNCIL PRIORITIES, GOALS & STRATEGIES
City Council Ongoing Priorities
Enhancing Public Safety
Protecting the Environment and Preserving Open Space and Agricultural Land Maintaining and Enhancing Infrastructure
2024-2025 Strategic Priorities
Fiscal Sustainability
Community Engagement
Guiding Documents
Wastewater System Master Plan
REPORT NARRATIVE:

The Adopted Fiscal Year 2024-25 through 2029-30 Six Year Capital Improvement Program includes the rehabilitation of the City's sewer lift stations "K" and "F". The rehabilitation of lift stations "K" and "F" is part of the City's ongoing maintenance program to improve the existing lift stations that are near the end of their life expectancies. The improvements to the lift stations will increase reliability, reduce the

Page 170 of 468 ends

7 potential for overflows, and ensure compliance with the Regional Water Quality Control Board Requirements by replacing and upgrading aging equipment/facilities.

The scope of the work involves the replacement of the lift station pumps, valving, force main piping and fittings, mounting equipment, power pedestal equipment, installation of protective/restorative coatings, relocation of existing electrical services, restoration of site improvements (i.e. pavement, site lighting), temporary sewer bypass operations and new generator for Lift Station F. The bid opening for the project was held on June 26, 2024, and the base bids received are listed below.

Mountain Cascade, Inc. $2,962,500
GSW Construction, Inc. $3,044,281
Pacific Underground Const. Inc. $3,449,885
The bid included two bid alternates for spare pumps for each lift station. Adding bid alternates to the base bids still resulted in Mountain Cascade, Inc. being the lowest bidder. Results including bid alternates are listed below.

Mountain Cascade, Inc. $3,042,500
GSW Construction, Inc. $3,106,281
Pacific Underground Const. Inc. $3,542,885
The low bidder, Mountain Cascade, Inc. is an experienced contractor with this type of work and has worked on numerous wastewater and recycled water rehabilitation projects for local agencies and sanitary districts in Alameda, Contra Costa, Placer, San Francisco, San Luis Obispo and Santa Clara Counties. Mountain Cascade, Inc.’s base bid amount of $2,962,500 was approximately 29% higher than the engineer's estimate of $2,288,000 which is most likely due to the competitive bidding climate and increasing construction costs coinciding with the ongoing regional economic growth. Thus, staff recommends award of the contract to Mountain Cascade, Inc. in the amount of $3,042,500. The project is scheduled to begin in October 2024 and be completed in the first quarter of 2026.

The project plans and specifications can be found on the City's web page at the following links: https://www.morganhill.ca.gov/DocumentCenter/View/49606/TechnicalSpecifications-K-and-F-Rehab https://www.morganhill.ca.gov/DocumentCenter/View/49605/Plans-K-and-FRehabilitation COMMUNITY ENGAGEMENT:

Inform
The Sanitary Sewer Lift Stations K & F Rehabilitation Project are located at 3300 East Dunne Ave (Lift Station "K") and 17109 Holiday Drive (Lift Station "F"). Staff will provide email and door notifications prior to construction activities. Staff will also provide updated construction information on the City's website. Staff met with Holiday Lake Estates representatives to discuss project and obtain feedback prior to finalizing design.

Page 171 of 468 ends

7 ALTERNATIVE ACTIONS:

City Council could elect not to award this construction contract. However, this would leave the existing lift stations in poor condition, vulnerable to equipment failures, and possibly result in sewer spills.

PRIOR CITY COUNCIL AND COMMISSION ACTIONS:
• On November 4, 2015, City Council awarded a service agreement for design professionals with Schaaf & Wheeler Consulting Engineers for $135,535 to design the Sewer Lift Station J & K Rehabilitation Project. • On November 18, 2015, City Council awarded a service agreement for design professionals with Schaaf & Wheeler Consulting Engineers for $148,575 to design the 2015 Sewer Lift Station Improvements — D, F, & W Project. • On December 16, 2016, the City Manager authorized the First Amendment to Agreement with Schaaf & Wheeler Consulting Engineers for the Sewer Lift Station J & K Rehabilitation Project.
• On December 16, 2016, the City Manager authorized the First Amendment to Agreement with Schaaf & Wheeler Consulting Engineers for the 2015 Sewer Lift Station Improvements — D, F, & W Project.
• On January 17, 2018, City Council ratified a second amendment with Schaaf & Wheeler Consulting Engineers for Professional Design Services for Sewer Lift Stations J, K, D, F, and W.

FISCAL AND RESOURCE IMPACT:

The total authorization for this project would be $3,346,750 which includes a 10% contingency of $304,250. The construction costs are sufficiently funded in the Fiscal Year 2024-25 Capital Improvement Program (CIP) budget under CIP Project WW3006 — Lift Station Improvements.

CEQA (California Environmental Quality Act):

Categorical Exemption
The activities 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 facilities involving negligible or no expansion of use of those facilities.

Page 172 of 468 ends

O
0 60 120 180 240 30
Feet

SANITARY SEWER

LIFT STATION K
Engineering and Utilities Department
Capital Improvement Division
G:\R-14\Proj\GIS\Agustin\Liftstationk.mxd

E DUNNE AVE

HOLIDAY
DR

PROJECT LOCATION
HILL
TOP
CT
HELEN
E
LN

WHITE OAK CT
S
A
RA JA
N
E
L
N

Page 173 of 468 ends

Sources:

Esri,
O
0 110 220 330 440 55
Feet

SANITARY SEWER

LIFT STATION F
Engineering and Utilities Department
Capital Improvement Division
G:\R-14\Proj\GIS\Agustin\Liftstationf.mxd
E
DUNNE
AVE
SHADY
LAN
E
D
R

PROJECT LOCATION

COPPER HILL DR

HOLIDAY
DR

Page 174 of 468 ends

Page 175 of 468 ends

Page 176 of 468 ends

Page 177 of 468 ends

Page 178 of 468 ends

Page 179 of 468 ends

Page 180 of 468 ends

Page 181 of 468 ends

Page 182 of 468 ends

Page 183 of 468 ends

Page 184 of 468 ends

Page 185 of 468 ends

Page 186 of 468 ends

Page 187 of 468 ends

Page 188 of 468 ends

8 CITY COUNCIL STAFF REPORT
MEETING DATE: August 28, 2024
PREPARED BY:

David Gittleson, Associate Engineer
APPROVED BY: City Manager

APPROVE PROFESSIONAL SERVICES AGREEMENT WITH
HYDROSCIENCE ENGINEERS FOR THE EAGLE VIEW WELL #1
PROJECT FOR A TOTAL AMOUNT NOT TO EXCEED $429,590

RECOMMENDATION(S)

1. Approve Service Agreement for Design Professionals with HydroScience Engineers, Inc. for a total not to exceed contract amount of $429,590 to design the Eagle View Well #1 project; and

2. Authorize the City Manager to execute and administer the Service Agreement for Design Professionals with HydroScience Engineers, Inc. for the Eagle View Well #1 project.

COUNCIL PRIORITIES, GOALS & STRATEGIES
City Council Ongoing Priorities
Enhancing Public Safety
Maintaining and Enhancing Infrastructure
2024-2025 Strategic Priorities
Fiscal Sustainability
Healthy Community
Guiding Documents
Water System Master Plan
REPORT NARRATIVE:

The need for new water wells was identified in the City's 2021 Water Master Plan in order to meet the future water needs of the community, enhance reliability and provide redundancy. In addition, the Adopted Fiscal Year 2024-25 through 2029-30 Capital Improvement Program includes the construction of four new groundwater wells by the year 2030 under the Capital Improvement Project number WA6001.

On September 6, 2023, the City Council approved the drilling of two test wells. Test wells are typically drilled prior to investing in the development of a large-scale municipal well to determine if the well site will produce acceptable drinking water and provide

Page 189 of 468 ends

8 enough capacity for the investment. The two potential well sites studied by staff were located at the end of Laurel Road and a small lot along Eagle View Drive (Attachment 1). The Laurel Road location was determined to be a non-viable site due to not being able to meet the minimum well setback requirements in accordance with the State Department of Drinking Water. Thus, staff will continue to search for a replacement location for drilling a second test well. The site at Eagle View Drive did meet the setback requirements and therefore a test well was drilled on November 27, 2023. Upon completion of the test well, water samples were taken and tested for primary and secondary water quality standards for drinking water. Since the water samples met all the requirements for the State drinking water standards, the staff is requesting that the City move forward with the design of a large scale municipal well at this location.

Staff requested proposals from qualified firms in April 2024. Proposals were received by Hydroscience Engineers and by Luhdorff and Scalmanini in May and June 2024, respectively. The consultant proposals were reviewed and scored by engineering and maintenance staff. HydroScience Engineers, Inc. were chosen for this work due to their site-specific proposal and strong well design experience. HydroScience Engineer's scope of work will consist of the design of a new municipal water well, including the wellhead, pumps, piping/valves, building, electrical, disinfection/testing, site work, landscaping and all appurtenances to construct and operate the new well (Attachment 2). Special attention will focus on reducing noise and adding architectural features to the building so it blends in with the surrounding neighborhood. In addition to design services, HydroScience Engineers will also provide bid and construction support as well as important field inspections during the project. The project will be constructed in two phases. Phase 1 includes the drilling of the municipal well, water quality testing and the pumping/volume capacity analysis. This information is critical to sizing the well pumps/motors and piping system for Phase 2. Thus, Phase 2 construction would include the building, electrical, piping, landscaping and all site work for a fully functioning municipal well.

New municipal wells are a vital component to the City’s water distribution system.

Therefore, staff recommends that HydroScience Engineers, Inc. be awarded the Eagle View Well #1 design contract. According to HydroScience Engineer's tentative schedule, the Eagle View Well #1 should be operational in early 2026.

COMMUNITY ENGAGEMENT:

The City contacted the two adjacent residents next to the well site prior to drilling the test well. Staff also posted the test well information in "The Scoop". Staff will continue to engage with them and the rest of the neighborhood during the design and construction processes. Staff will also provide weekly project updates through Nextdoor and the City's website.

ALTERNATIVE ACTIONS:

The approval of this agreement will facilitate the City's goal to construct four new wells by 2030. No alternative actions are presented at this time.

Page 190 of 468 ends

8 PRIOR CITY COUNCIL AND COMMISSION ACTIONS:

On December 15, 2021, the City Council adopted the 2021 Water System Master Plan.

On September 6, 2023, the City Council approved an agreement with Luhdorff & Scalmanini to drill two test wells for an amount not to exceed $347,100.

On June 19, 2024, the City Council approved the Fiscal Year 2024-25 through 2029-30 Capital Improvement Program Budget, which includes the construction of four new wells by 2030.

FISCAL AND RESOURCE IMPACT:

There is sufficient funding for this action in the current Fiscal Year 2024-25 through 2029-30 Capital Improvement Budget, in project #WA6001 – Water Wells, from Water Impact Fund (651) and Water Capital Project Fund (653).

CEQA (California Environmental Quality Act):

Categorical Exemption
The activities described in this Staff Report are categorically exempt under CEQA, specifically pursuant to Section 15303(d) of the CEQA Guidelines (New construction or conversion of small structures), as the subject work involves the construction of a small municipal water facility and related equipment to connect to the City’s water distribution system.

Page 191 of 468 ends

G:\R-14\Proj\GIS\Agustin\2022 pvmnt.mxd
Engineering and Utilities Department
CIP Engineering Division
Source: Esri, DigitalGlobe, GeoEye, Earthstar Geographics, CNES/Airbus DS, USDA, USGS, AeroGRID, IGN, and the GIS User Community
EAGLE VIEW WELL #1

PROJECT LOCATION O
310 0 310 620 930 155
Feet
Test Well
Location
Mission View Dr
Rising Sun Dr
White Moon Dr
Eagle
View
Dr
Morning Star Dr

Page 192 of 468 ends

1 Updated February 2024

CONSULTANT AGREEMENT FOR DESIGN PROFESSIONALS
HydroScience Engineers, Inc.

THIS AGREEMENT is entered into and becomes effective on _______________ (Effective Date), by and between the CITY OF MORGAN HILL, a municipal corporation, ("CITY"), and HydroScience Engineers, Inc. a California corporation ("CONSULTANT") 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 action of the Morgan Hill City Council taken on _____________, ____, 20___.

2. Term of Agreement. This Agreement shall cover services rendered from the Effective Date of this Agreement until December 19, 2026 at which time CONSULTANT’S services shall be completed.

The City Manager is authorized to extend the term of this Agreement provided the compensation does not exceed the City Manager's authority pursuant to Chapter 3.04 of the Morgan Hill Municipal Code, unless otherwise authorized by City Council. 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 CONSULTANT shall be to provide engineering design, bid, construction and inspection services as further described in Exhibit A.

4. Compensation. CONSULTANT shall be compensated as follows:

4.1. Amount. $429,590.00. Total compensation to CONSULTANT under this Agreement during its initial term set forth in Section 2 above shall not exceed Four Hundred Twenty Nine Thousand Five Hundred Ninety 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. CONSULTANT 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 CONSULTANT 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.

Page 193 of 468 ends

2 Updated February 2024

5. Termination. CITY or CONSULTANT 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, CONSULTANT shall submit to CITY an itemized statement of services performed for which compensation has not been paid. CITY may require CONSULTANT to complete certain work product or documents and CONSULTANT shall deliver to CITY all documents in its possession without additional compensation to CONSULTANT. 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 CONSULTANT 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. CONSULTANT represents that it is qualified by virtue of experience, training, education, and expertise to accomplish these services. Services shall be performed by 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, "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.

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 CONSULTANT, 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. CONSULTANT further understands that the CITY reserves the right to modify the insurance requirements set forth herein, with thirty (30) days’ notice provided to CONSULTANT, 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). CONSULTANT 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 CONSULTANT under CONSULTANT’S

Page 194 of 468 ends

3 Updated February 2024
combined insurance policies (including any excess or “umbrella” policies), whichever is greater.

7.1.2. Automobile Liability. CONSULTANT shall maintain Automobile Liability covering all owned, non-owned and hired automobiles (if CONSULTANT does not own automobiles, then CONSULTANT 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) combined single limit 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.

7.1.3. Workers’ Compensation Insurance and Employer’s Liability. CONSULTANT 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 CONSULTANT under CONSULTANT’S combined insurance policies (including any excess or “umbrella” policies), whichever is greater. If CONSULTANT is selfinsured, CONSULTANT 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, CONSULTANT 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 CONSULTANT’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), CONSULTANT shall procure and maintain either a claims made or occurrence Errors and Omission liability insurance in the minimum amount of:
(i) two million dollars ($2,000,000.00) each claim, 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. Further, if CONSULTANT maintains a claims-made policy, CONSULTANT 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.

Page 195 of 468 ends

Morgan Hill City CouncilAugust 28, 2024

Morgan Hill City Council
August 28, 2024