CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
2/27/2023
1 SUBJECT:
Beach Boulevard Infrastructure Resiliency Project Phase 2 Engagement Plan RECOMMENDED ACTION:
Receive a presentation on key elements of a Communication & Engagement Plan for the Beach Boulevard Infrastructure Resiliency Project Phase 2A, provide input on the key elements, and appoint a Council ad hoc subcommittee to continue to give input to the staff and consultant team in finalizing and beginning to implement the plan.
STAFF CONTACT:
Ryan Marquez, P.E. - Project Manager
(650) 738-3769
[email protected]
Roland Yip, P.E. - Deputy Director of Public Works/City Engineer (650) 738-3771
[email protected]
Lisa Petersen, P.E. - Director of Public Works
(650) 738-3767
[email protected]
BACKGROUND:
On November 28, 2022, City Council approved an amendment with GHD, Inc. to begin the second phase of the Beach Boulevard Infrastructure Resiliency Project (BBIRP). More specifically, the approval was for the first subphase of phase 2, titled phase 2a - preliminary design. This subphase begins the preliminary design of the hybrid concept approved by the City Council on June 9, 2021, following public input -- a seawall, rock scour apron, and beach nourishment. This phase will advance the shoreline protection concept, approved by City Council in Phase 1, through preliminary design development resulting in a well-defined Project supported with analyses, drawings and visualizations suitable for community outreach meetings to share information on the Project and solicit feedback on specific Project features.
At the November 28, 2022 meeting, staff stated that the project team would return with a communication and engagement outline, to be subsequently developed into a more detailed plan. The previous final engagement plan prepared in phase 1 is attached (Attachment A). This plan followed a similar formulation as being proposed; an outline brought to City Council for feedback and then a Council ad hoc subcommittee approving the plan later on. Elements of the plan for phase 1 apply to phase 2 and are expected to be carried over into the phase 2 communication and engagement plan. The purpose of tonight’s Council discussion is to receive input on the communication and engagement outline, and appoint a Council ad hoc subcommittee to continue to give input to the staff and consultant team in finalizing and beginning to implement the plan.
Pacifica City Council 2
February 27, 2023
KEY ELEMENTS OF PHASE 2 ENGAGEMENT PLAN:
The City Manager is seeking Council input on the following key elements of a Communication and Engagement Plan:
A. Objectives of Engagement;
B. Engagement Tools;
C. Focus of Engagement.
Objectives of Engagement
Staff and the consultant team have preliminarily identified the following proposed objectives of engagement:
1. Continue to communicate broadly the purpose and need of the project;
2. Employ varied tools to ensure equitable communication and engagement;
3. Engage with regulatory partners early and frequently;
4. Clearly communicate the project components that will be focused on in the engagement process
The City Manager is seeking Council input and confirmation of these objectives.
Engagement Tools
The November 2022 approved agreement has the following engagement tools scoped out, combining tools used in phase 1 with new tools. Although the overall budget is set, the scope of the engagement tools could be shifted around based on Council input if such changes do not result in increased expenditures (unless the Council authorizes additional expenditures). The City Manager is seeking Council input on this proposed scope of engagement tools. • Public Workshops - 2 virtual and 1 in person;
• Website information repository and social media blasts; • Online Surveys - 2 surveys to reach a wide audience.
• Council ad hoc subcommittee - to help guide the staff and consultant team in communications and engagement, and amplify the project. 5 planned meetings. • Regulatory Engagement - early and frequent meetings to keep agencies up to date. 5 planned meetings.
• Pop-Up Workshops (new tool) - to reach a wider audience, the team plans to setup numerous pop-ups with project information, at events such as Fog Fest, Farmers Market, Earth Day, a nice weekend day at the Pier, etc. Up to 5 events. • Project Team Office Hours (new tool, when requested) - The team realizes there may be members of the community who will want specific information outside the scope of engagement activities or more information that may not be able to be provided during engagement activities. The project team will offer monthly times where the public can sign up with specific requests and team members can make themselves available for virtual meetings to discuss the project or specific requests. • Postcards to all residents (new tool) - Mail a postcard(s) to all residents in the city advertising the public workshops.
• Physical signage on Beach Boulevard Promenade and Pier • Subscription list of e-mail addresses - Maintain a list of e-mail subscribers to disseminate information directly (current list is over 300)
A high-level preliminary schedule can be found in Attachment B for the overall engagement activities.
Pacifica City Council 3
February 27, 2023
Focus of Engagement:
The City Council has previously approved the design concept for the project -- a seawall, rock scour apron, and beach nourishment. The project team of professional licensed engineers and scientists will make engineering design and science decisions based on technical analyses and input from regulatory agencies and experts. For example, engineering design for the seawall (height, wall type, and alignment), the rock scour apron (rock size and apron dimensions), and natural shoreline infrastructure/beach nourishment (placement location of sand, quantity, and frequency), are highly specialized areas of professional expertise. Although these design features will be communicated and explained to the community, they are not intended to be the focus of engagement and input. However, input from members of the community who have specialized expertise in any of these areas will be welcomed, but most likely appropriate for the Project Team Office Hours tool described above or written comments.
The main focus of engagement and input is intended to be on less technical design features such as:
▪ Promenade Landscaping/Hardscaping
▪ Beach access (location & type)
▪ Community amenities
Although there may be more categories than these examples for the focus of engagement, it is important to be clear at the outset about the focus of the engagement process.
AD HOC SUBCOMMITTEE:
During the first phase of this project, City Council convened a City Council ad hoc subcommittee consisting of Councilmembers Bier & Beckmeyer with a defined scope and duration. This tool was very useful and the City Manager recommends establishing a new City Council ad hoc subcommittee for this second phase of work. The previous purpose was to meet with staff and the project team on an as-needed basis to assist with the following four specific tasks:
i. Identifying a broad range of project stakeholders;
ii. Providing suggestions on the best methods to reach these stakeholders and encourage their participation;
iii. Amplifying the project’s community involvement opportunities during their own work in the community.
iv. Provide overall input & feedback on the engagement strategy plan document.
Staff believes points ii to iv are still applicable. Point i was completed in phase 1 and will be used in phase 2, with stakeholders added as recommended by the ad hoc as necessary. During phase 1, it was found the ad hoc was a great sounding board for both feedback after the engagement activities as well as during the planning of activities. Thus, staff is proposing the following focus for the ad hoc.
i. Provide suggestions on the best methods to reach stakeholders and encourage their participation;
ii. Amplify the project’s community involvement opportunities during their own work in the community;
iii. Provide overall input, feedback, and approval on the communication and engagement plan document;
iv. Provide content and approach feedback and suggestions during planning for and after engagement activities.
Pacifica City Council 4
February 27, 2023
The City Manager recommends that both of the Councilmembers who were on the previous ad hoc be appointed onto the new ad hoc, as their background and familiarity with how the first phase outreach was planned and executed will allow for good continuity and streamlining of the process. The previous ad hoc was convened five times during phase 1. The current scope allows for five meetings of the new ad hoc during business hours for phase 2a (the currently funded phase). The ad hoc will be delegated by Council to approve a final Communication and Engagement Plan to be implemented during phase 2.
The City Manager is requesting the Council appoint Councilmembers Beckmeyer and Bier to a Phase 2 BBIRP ad hoc subcommittee for the above stated purposes.
ALTERNATIVE ACTION:
Alternative actions may include:
1. Requesting the project team return to a future City Council meeting for approval of the final Communications and Engagement Plan rather than delegating approval authority to the ad hoc subcommittee. This alternative will cause a project delay and increase consultant costs and staff time.
2. Appoint one or two different Councilmembers to the ad hoc subcommittee rather than those recommended by the City Manager.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
This item is consistent with the following Council-adopted goals and Work Plan initiatives:
● “An Engaged Community” includes taking actions to restore trust in city government, expanding communication, and building community.
● “Stewardship of City Infrastructure” includes repairing/replacing outdated city facilities such as city hall, the libraries, fire stations, etc., improving streets, and responding to impacts of sea level rise.
● “Maintaining a Safe Community” includes supporting our first responders (police, fire, public works), responding to storm emergencies, protecting people, property, businesses, and our infrastructure (streets, sidewalks, storm, seawall, and waste water), and engaging in emergency preparedness activities.
FISCAL IMPACT:
There is no additional anticipated fiscal impact due to the recommendation action beyond the budget and agreement approved for this work in November 2022, unless the Council directs additional elements for the communication and engagement plan not mentioned in this report.
As a reminder, the agreement with GHD for phase 2a has a budget of $1,554,633 . The associated Source and Use of Funds table for this project thus far is shown below:
Source of Funds Funding
California State Budget Grant $1,500,000
Disaster Accounting Fund (Fund 38) $1,000,000
Total $2,500,000
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February 27, 2023
Use of Funds
Phase 1 Feasibility (completed) $ 804,455.17
Grant Services (completed) $ 36,260.00
Phase 2a - GHD, Inc.(remaining GHD
budget from 2020)
$ 697,984.66
Phase 2a - GHD, Inc. (new amendment
to task order 1)
$ 856,448.34
Future Independent Design Review (2a) $ 100,000
Total $2,495,348.17
Estimated Budget Remaining $ 4,651.83
Staff has been and will continue to monitor and apply for potential grants for this project, as Phases 2B & 2C do not have any identified funding source at this time, yet are still needed as part of the design work, and are estimated to cost $4 to $5 million.
ORIGINATED BY:
Engineering
ATTACHMENT LIST:
Attachment A -BBIRP Phase 1 Engagement Plan (PDF)
Attachment B - Engagement Prelim Timeline (PDF)