CITY OF PACIFICA
CITY COUNCIL AGENDA
Council Chambers
2212 Beach Blvd
Pacifica, CA 94044
Mayor Sue Beckmeyer
Mayor pro Tem Christine Boles
Councilmember Mary Bier
Councilmember Mayra Espinosa
Councilmember Greg Wright
City Council Regular Meeting 1 June 23, 2025
June 23, 2025 (MONDAY)
www.cityofpacifica.org
One Councilmember will participate in this meeting at the teleconference site listed below. The teleconference location is accessible to the public. The public teleconference site for this meeting is as follows:
Heart Hotel Milano
Piazzale Principessa Clotilde, 10,
20121 Milano MI, Italy
Lower Level Meeting Room
Reception: +39 02 80030401
(Mayor Sue Beckmeyer)
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Vehicles parked without permits are subject to citation. You should obtain a permit from the rack in the lobby and place it on the dashboard of your vehicle in such a manner as is visible to law enforcement personnel.
PLEASE SILENCE CELL PHONES DURING MEETING
Alternative Ways to Observe and Participate in the Meeting:
The primary method for observing and participating in the meeting is in-person at the meeting location published in the meeting agenda. However, there are alternative ways to observe and participate:
• Join Zoom Webinar: https://pacifica-gov.zoom.us/j/81156158241 • Watch on TV on Comcast channel 26
• Watch a Live Stream of the meeting by following https://www.cityofpacifica.org/LiveStream or www.pacificcoast.tv
• Live Remote Public Comments (offered on a pilot basis):
• Join Zoom Webinar: https://pacifica-gov.zoom.us/j/81156158241 • OR Dial-in: 1-669-900-6833 | Webinar ID: 811 5615 8241 o Press * 9 to raise your hand to request to speak.
o Press * 6 to unmute when called upon to speak by the last 4-digits of your phone #. • When the Mayor announces the Agenda Item on which you would like to comment, raise your hand in Zoom. You will be called upon my screenname or last 4-digits of phone number if dialing in. Please mute any background sound and state your full name at the start of your comment.
Please note that Alternative platforms for participation are subject to underlying technology functionality and may be modified or interrupted at any time without notice. • Written Public Comments:
BEFORE THE MEETING: Written public comments may be submitted in advance by 12:00 p.m. on the meeting date by email to: [email protected]. Written public comments submitted by email should adhere to the following:
• Clearly indicate the Agenda Item No. or specify “Public Comment on Item Not on Agenda” in City Council Regular Meeting 2 June 23, 2025
the Subject Line
• Include the submitter’s full name
Written public comments received by 12:00 p.m. on the meeting date will be provided in their entirety to the City Council and posted to the City’s website prior to the meeting but will not be read verbally at the meeting.
AT THE MEETING: Materials in writing provided at the meeting should provide seven (7) copies to provide for each Councilmember, City Clerk and City staff. 7:00 PM OPEN SESSION
Call to Order
Roll Call
Reading of Land Acknowledgment
The City of Pacifica acknowledges that we occupy the unceded ancestral homeland of the Ramaytush Ohlone peoples, who are the original inhabitants of the San Francisco Peninsula. We honor the Ramaytush Ohlone peoples for their enduring commitment to Mother Earth. As the Indigenous protectors of this land and in accordance with their traditions, the Ramaytush Ohlone have never ceded, lost, nor forgotten their responsibilities as the caretakers of this place, as well as for all peoples who reside in their traditional territory. We affirm their sovereign rights as First Peoples and wish to pay our respects to the ancestors, elders, and relatives of the Ramaytush Ohlone peoples.
Salute to the Flag led by Councilmember Bier
SPECIAL PRESENTATIONS
A. Proclamation: Parks and Recreation Month - July 2025
CONSENT CALENDAR
Persons wishing to address the Council on any Consent Calendar item may do so at this time. Each speaker will be allotted three minutes. Those wishing to address the Council on any item listed on the agenda should submit a speaker card to the City Clerk.
Public meetings are a limited public forum, meaning that there are rules for commenting at these meetings. Comments on consent agenda items must relate to that specific item.
If comments do not relate to a specific agenda item, then City will provide you with an initial warning to stay on topic. If the warning is not followed, the Mayor will direct the City Clerk to cut off the microphone.
Items on the consent calendar will be adopted by one motion unless a Councilmember requests, before the vote on the motion, to have an item discussed. Time limit on comments is three minutes or less.
1. Approval of Minutes
PROPOSED ACTION: Move to approve the minutes for the May 27, 2025 City Council Special and Regular Meeting.
City Council Regular Meeting 3 June 23, 2025
2. Adoption of Resolution Repealing Resolution No. 39-2018 (a Resolution of Necessity) that was adopted to authorize the acquisition of 310 and 320 Esplanade Avenue, Pacifica
PROPOSED ACTION: Adopt Resolution Repealing Resolution No. 39-2018 (a Resolution of Necessity) that was adopted to authorize the acquisition of real property commonly known as 310 and 320 Esplanade Avenue, Pacifica, CA 94044 for the 310- 330 Esplanade Avenue Infrastructure Preservation Project and finding that the public interest, convenience and necessity do not require acquisition of the property for the project.
3. Adoption of new job classifications and salary ranges for Economic and Housing Development Manager and Economic and Housing Development Specialist positions in alignment with the reorganization of the Economic Development Division included in the FY 2025-26 Budget.
PROPOSED ACTION: Adopt a Resolution approving the new classifications of Economic and Housing Development Manager and Economic and Housing Development Specialist, and include both in the Unrepresented Management and Confidential Employees’ Resolution. Approval of these classifications is contingent on the City Council’s adoption of the FY 2025-26 Proposed Budget later in this meeting.
4. Agreement to terms with the Pacifica School District for rental space for Child Care services in the amount of $190,828 for the 2025-2026 school year.
PROPOSED ACTION: Adopt a Resolution to Approve the Agreement between the City of Pacifica and the Pacifica School District to provide extended child care services during the 2025-2026 school year and to utilize certain school facilities for those services in the amount of $190,828; authorize the City Manager to execute the agreement; and find the adoption of the agreement exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 15301.
5. Adoption of A Resolution of the City Council of the City of Pacifica Extending the Temporary Safe Parking Program, Approving the First Amendment to the Operations Agreement with the Pacifica Resource Center and Funding for the Program; and Finding the Actions Exempt From the California Environmental Quality Act.
PROPOSED ACTION: Adopt A Resolution of the City Council of the City of Pacifica Extending the Temporary Safe Parking Program, Approving the First Amendment to the Operations Agreement with the Pacifica Resource Center and Funding for the Program; and Finding the Actions Exempt From the California Environmental Quality Act.
6. Approval of Consultant Services Agreement between the City of Pacifica and NCE for Design and Engineering Services related to the FY 2026-27 Pavement Resurfacing Project
PROPOSED ACTION: Adopt the Resolution Approving the Consultant Services Agreement with NCE for Design and Engineering Services in the amount of $213,500 for the FY 2026-27 Pavement Resurfacing Project; approve budget authority in the amount of $234,850 which includes a 10% contingency and authorize the City Manager to execute all documents related to the project.
City Council Regular Meeting 4 June 23, 2025
7. Re-Certification of the Sewer System Management Plan PROPOSED ACTION: Move to adopt a Resolution approving the re-certification of the Sewer System Management Plan (SSMP) for the City of Pacifica
PUBLIC COMMENTS ON ITEMS NOT ON THE POSTED AGENDA
This portion of the Agenda is available for the public to address the City Council on any issue that is not on the Agenda. Any person wishing to address the Council shall be recognized by the Mayor during this time, provided, however, that only items not on the Agenda for that meeting may be addressed. Comments on non-agendized items must address matters within the subject matter jurisdiction of the City. If comments do not address matters within the subject matter jurisdiction of the City, the City will provide you with an initial warning to stay within the subject matter jurisdiction of the City. If the warning is not followed, the Mayor will direct the City Clerk to cut off the microphone.
Councilmembers shall not enter into debate with speakers under Public Comments on Items Not on the Posted Agenda. A maximum of three minutes will be allowed for any speaker.
COUNCIL COMMUNICATIONS
The purpose of Council Communications is for Councilmembers to inform each other of items of potential interest to other Councilmembers, such as interagency meetings.
STAFF COMMUNICATIONS
The purpose of Staff Communications is for the City Manager to offer announcements as appropriate.
PUBLIC HEARINGS
8. AB 2561 Compliance – Vacancy Rate and Workforce Planning Public Hearing PROPOSED ACTION: Conduct a Public Hearing in accordance with Government Code Section 3502.3 (AB 2561) to present the status of vacancies and recruitment and retentions efforts in advance of the adoption of an annual budget.
9. Adoption of the Fiscal Year 2025-26 Operating and Capital Budget.
PROPOSED ACTION:
Hold a public hearing, review, and move to adopt the following resolutions:
1. Adopt the resolution approving the FY 2025-26 Operating and Capital Budget;
2. Adopt the resolution establishing the GANN Appropriation Limit for FY 2025-26;
3. Adopt the resolution approving the Citywide Fee Schedule included as Exhibit A to the resolution;
4. Adopt the resolution approving the City's annual review of the Investment Policy included as Exhibit A to the resolution.
City Council Regular Meeting 5 June 23, 2025
CONSIDERATION - NONE.
ADJOURN
NOTICE: If you challenge a city's zoning, planning or other decision in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this notice, or in written correspondence delivered to the City Council at, or prior to, the public hearing. Judicial review of any city administrative decision may be had only if a petition is filed with the court not later than the 90th day following the date upon which the decision becomes final. Judicial review of environmental determinations may be subject to a shorter time period for litigation, in certain cases 30 days following the date of the final decision The City of Pacifica will provide assistance for disabled citizens upon at least 24 hours advance notice to the City Manager’s Office (650) 738-7301, or send request via email to:
[email protected] if you need sign language assistance or written material printed in a larger font or taped, advance notice is necessary. All meeting rooms are accessible to the disabled.
The Pacifica Municipal Code is available online at the City’s website (www.cityofpacifica.org/municode);
HOW TO OBTAIN CITY COUNCIL AGENDAS
Posted agendas:
Agendas are posted no later than Friday prior to the City Council meeting date, at the entrance to the City Hall location at 170 Santa Maria Avenue, Pacifica.
View on the Internet:
Follow the link to Council agenda, at www.cityofpacifica.org E-mail subscription:
Send a request to Sarah Coffey, at [email protected] City Clerk’s Office/City Manager’s Office
City Hall, 170 Santa Maria Ave.
Council meetings:
Agendas are available at the City Council meeting
HOW TO REACH YOUR GOVERNMENT OFFICIALS
• San Mateo County Supervisor Ray Mueller, District 3, 500 County Center, Redwood City CA 94063 (650) 363-4569
• Governor Gavin Newsom, State Capitol Building, Sacramento CA 95814 (916) 445-2841 • State Senator Josh Becker, 1528 So. El Camino Real, Suite 303, San Mateo CA 94402 (650) 212-3313 • Assembly Member Marc Berman, 721 Colorado Ave, Suite 101, Palo Alto CA 94303 (650) 324-0224 • Congressman Sam Liccardo, 1117 Longworth House Office Building, Washington DC 20515 (202) 225-8104
• Senator Alex Padilla, 331 Hart Senate Office Building, Washington DC 20510 (202) 224-3553 • Senator Adam Schiff, SD-B40B Dirksen Senate Office Building, Washington DC 20510 (202) 224-3841 • President Donald J. Trump, 1600 Pennsylvania Ave. NW, Washington DC 20500
CITY COUNCIL
• Mayor Sue Beckmeyer, [email protected]
• Mayor pro Tem Christine Boles, [email protected]
• Councilmember Mary Bier, [email protected]
• Councilmember Mayra Espinosa, [email protected]
• Councilmember Greg Wright, [email protected]
CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
6/23/2025
1 SUBJECT:
Approval of Minutes
RECOMMENDED ACTION:
Move to approve the minutes for the May 27, 2025 City Council Special and Regular Meeting.
STAFF CONTACT:
Sarah Coffey, City Clerk
650-738-7307
[email protected]
BACKGROUND/DISCUSSION:
Move to approve the minutes for the May 27, 2025 City Council Special and Regular Meeting (Attachment A).
FISCAL IMPACT:
Within budgeted operational expenses.
ORIGINATED BY:
City Clerk
ATTACHMENT LIST:
Attachment A: Minutes of 5-27-2025 Special and Regular City Council Meeting (PDF) 1 Packet Pg. 6
CITY OF PACIFICA
CITY COUNCIL MINUTES
Council Chambers
2212 Beach Blvd
Pacifica, CA 94044
Mayor Sue Beckmeyer
Mayor pro Tem Christine Boles
Councilmember Mary Bier
Councilmember Mayra Espinosa
Councilmember Greg Wright
City Council Regular Meeting 1 May 27, 2025
SPECIAL AND REGULAR MEETING
May 27, 2025 (TUESDAY)
www.cityofpacifica.org
Mayor Sue Beckmeyer called the study session to order on May 27, 2025 at 5:12 PM 5:00 PM - STUDY SESSION
Annual Reports to City Council from the Planning Commission; Parks, Beaches & Recreation Commission; Emergency Preparedness & Safety Commission; Beautification Advisory Committee; Open Space and Parkland Advisory Committee; Economic Development Committee; Library Advisory Committee; and Measure Y Citizens' Oversight Committee
PROPOSED ACTION: Receive informational annual report presentations from each commission and committee, provide feedback, and receive and file the annual report of each commission and committee.
Representatives from the Planning Commission; Parks, Beaches & Recreation Commission; Emergency Preparedness & Safety Commission; Beautification Advisory Committee; Economic Development Committee; and Open Space & Parkland Advisory Committee presented their annual reports to Council. Council thanked all Commissions/Committees for their hard work.
Mayor Beckmeyer opened public comment for the Study Session.
Sue Digre, Pacifica, spoke in favor of physical outreach to residents and thanked all commissions/committees for their hard work.
Mayor Beckmeyer closed public comment for the Study Session. 7:00 PM OPEN SESSION
Call to Order
Mayor Beckmeyer reconvened the meeting at 7:17 p.m.
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Attachment: Attachment A: Minutes of 5-27-2025 Special and Regular City Council Meeting (5968 : Approval of Minutes) City Council Regular Meeting 2 May 27, 2025
Attendee Name Title Status Arrived
Sue Beckmeyer Mayor Present
Christine Boles Mayor pro Tem Present
Mary Bier Councilmember Present
Mayra Espinosa Councilmember Present
Greg Wright Councilmember Present
City Clerk Coffey took a verbal roll call.
Staff Present: Kevin Woodhouse, City Manager; Denise Bazzano, Asst. City Attorney; Yulia Carter, Asst. City Manager; Samantha Updegrave, Community Development Director; Marisol Gómez, Finance & Administrative Services Director; Maria Sarasua, Police Chief; Ron Myers, Fire Chief; Melissa Tigbao, Public Works Director; Scott Leslie, PB&R Director; Zach Harris, Human Resources Manager; Tara Schiff, Economic Development Manager; Brianne Harkousha, Community Development Deputy Director; Bill Glasgo, Police Captain; Elizabeth Brooks, Management Analyst; Katelyn Snodgrass, Associate Planner; Craig Wittner, Fire Marshall; Stephanie Douglas, Recreation Manager; Brittany Hernandez, Program Manager; Sarah Coffey, City Clerk; Emily La, Dep. City Clerk.
Reading of Land Acknowledgment
Mayor Beckmeyer read the Land Use Acknowledgement.
Salute to the Flag led by Mayor Beckmeyer
SPECIAL PRESENTATIONS
A. Proclamation: Pride Month - June 2025
Mayor Beckmeyer read the proclamation in recognition of Pride Month (June 2025).
Mimir Castro, Program Director of CoastPride, thanked Council for the intention and effort put into writing that proclamation and appreciated the ongoing conversation between our representative and our community.
Mayor Beckmeyer opened public comment.
Kimberly Finale, Pacifica, stated she was speaking as a private citizen and thanked Council and Pacifica for acknowledging Pride Month. She added that Pacifica Pride 2025 are looking for volunteers for the upcoming Pride celebration day and shared information on this event.
Mayor Beckmeyer closed public comment.
Councilmember Bier thanked them for being here and highlighting the ongoing discussion and education. She encouraged everyone to come out for the parade and all the events.
Mayor pro Tem Boles added there was decorating the night before. She stated, along Palmetto, many merchants are opening their parking lots and providing materials, and she said it was a fun event to celebrate and educate everyone.
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Attachment: Attachment A: Minutes of 5-27-2025 Special and Regular City Council Meeting (5968 : Approval of Minutes) City Council Regular Meeting 3 May 27, 2025
CONSENT CALENDAR
Mayor Beckmeyer asked if any councilmember wanted to pull an item from consent. Seeing none, she opened public comment. There were no public comments on Consent Items.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Christine Boles, Mayor pro Tem
SECONDER: Mary Bier, Councilmember
AYES: Beckmeyer, Boles, Bier, Espinosa, Wright
1. Approval of Minutes
PROPOSED ACTION: Move to approve the minutes for the April 28, 2025 City Council Regular Meeting.
2. Adopt a Resolution Amending Administrative Policy No. 83, "Display of Flags at City Facilities"
PROPOSED ACTION: Adopt a Resolution Amending Administrative Policy No. 83, "Display of Flags at City Facilities" to allow for Display of Ceremonial Flags at additional City Facilities.
3. Approval of Agreement with HFS Systems (a division of Howell Electric) for the purchase and upgrade to the existing security cameras, access controls to the Pacifica Police Department, and replacement of intercoms in the Police Department's holding facility.
PROPOSED ACTION: Move to adopt a resolution approving the Agreement with HFS Systems (a division of Howell Electric) for the purchase and upgrade to the existing security cameras, access controls to the Pacifica Police Department, and replacement of intercoms in the Police Department’s holding facility in the amount of $130,232; and Authorize the City Manager or Designee to Execute all Documents Associated with the Project.
4. Data Sharing Memorandum of Understanding (MOU) with the County of San Mateo and San Mateo County law enforcement agencies for a Data Aggregation Platform to provide a standardized approach and method of collection and sharing of information within their electronic data systems.
PROPOSED ACTION: Adopt a resolution of the City Council of the City of Pacifica authorizing the execution of a Data Sharing Memorandum of Understanding (MOU) with the County of San Mateo, the Town of Atherton, the City of Belmont, the City of Brisbane, the Town of Broadmoor, the City of Burlingame, the City of Colma, the City of Daly City, the City of East Palo Alto, the City of Foster City, the City of Menlo Park, the City of Redwood City, the City of San Bruno, the City of San Mateo, and the City South San Francisco for a Data Aggregation Platform to provide a standardized approach and method of collection and sharing of information within their electronic data systems with no cost to the City of Pacifica.
5. Adoption of the updated Classification Plan and related recommended Implementation actions based on findings from the Comprehensive Classification Study conducted by Sloan Sakai Yeung & Wong LLP
PROPOSED ACTION: Adopt the Resolution approving the updated Citywide Classification Plan, based on changes identified through the comprehensive review of essential duties, minimum qualifications and Fair Labor Standards Act (FLSA) exemption
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Attachment: Attachment A: Minutes of 5-27-2025 Special and Regular City Council Meeting (5968 : Approval of Minutes) City Council Regular Meeting 4 May 27, 2025
status including revisions to job classifications, and FLSA status modifications as recommended by the Consultant, and authorizing the City Manager to implement related personnel actions.
PUBLIC COMMENTS ON ITEMS NOT ON THE POSTED AGENDA
Mrs. D’Amato, San Francisco, shared her experience at having her family’s home vandalized, as well as her family history and supporting businesses in the community. She described several meetings at the pier with City engineers and other interested parties, as well as with Congressman Sam Liccardo. Lastly, she thanked Pacificans for their support.
Robert Azzaro, Pacifica, stated he is present on behalf of Sharp Park neighbors and shared their concerns and questions concerning three RVs on Paloma Avenue. He described negative experiences with parking, safety, and proximity to school children. He also asked about Paloma Avenue being on the map for oversized vehicles.
Connie Campbell, Pacifica, stated she is also a neighbor on Paloma Avenue and concerned about the appropriateness for RV parking. She described difficulties driving on the street with RVs as well as safety for pedestrians and foot traffic.
Cindy Abbott, Pacifica, stated she is the Executive Director at Sanchez Art Center and shared her concerns on the Planning Commission’s May 19 Housing Element item and provided Council with written public comments submitted with Pacificans’ concerns on housing at that location.
Elina Jovel, Pacifica, stated she is a sixth grader at Ingrid B. Lacey Middle School and shared her concerns on climate change affecting our homes, animals, plants, and planet.
Abigail Aloway, Pacifica, stated she is a sixth grader at Ingrid B. Lacy Middle School and shared her concerns on what caused climate change and what we can do to fight it.
Vivi Smith, Pacifica, shared her concerns on the results of climate change and what we can do to fix climate change for a better situation.
Kerry Romero, Pacifica, shared her concerns on RV parking on Paloma Avenue and keeping the nearby school and their after-school events safe. She described sewage concerns and police presence and asked to consider removing RV parking from the area.
Peter Loeb, Pacifica, echoed Cindy Abbott’s comments and emphasized the need to protect and maintain the existing facilities of the Sanchez Art Center and Mildred Owen Concert Hall.
Remi Tan, Pacifica, echoed Cindy Abbott’s and Peter Loeb’s comments and added concerns about mixed-use increasing rents to artists and losing the artist community.
COUNCIL COMMUNICATIONS
Mayor Beckmeyer asked if there were any who would like to address any of the public comments during Council communications.
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Attachment: Attachment A: Minutes of 5-27-2025 Special and Regular City Council Meeting (5968 : Approval of Minutes) City Council Regular Meeting 5 May 27, 2025
Councilmember Wright stated he would like to acknowledge the young people who were here, he felt it was a pleasure to have the youth in our community speaking out and it is meaningful that Pacifica’s youth are speaking out, not just for themselves, but for us, too.
Mayor pro Tem Boles referred to confusion about the oversized vehicles and Temporary Safe Parking Program and she asked if staff could answer that the spaces on Paloma and Sharp Park are not part of the Temporary Safe Parking Program.
Councilmember Wright became part of the Bicycle and Pedestrian Advisory Committee (BPAC) with Councilmember Bier and he looks forward to being an additional voice for Pacifica on that committee. He stated it was a pleasure to see Congressman Sam Liccardo advocating for us with our climate issue and he looks forward to much more of that kind clear collegial collaborative effort with many of our future partners.
Councilmember Bier added BPAC will be reviewing OBAG 3 and it will be good to work with PB&R and she would love to look more closely at the Bicycle & Pedestrian Master Plan. She thanked those from Sharp Park for coming out and meeting with her to allow her time to share history and policies and issues around the oversize vehicle ordinance. It was always good to see the young people and makes her heart feel so good. She went to the Memorial Day event at the American Legion Hall and it was beautiful. She thanked everyone who came out and organized the event to honor our fallen troops.
Mayor pro Tem Boles stated she has an update on the Temporary Safe Parking Program as she meets monthly with the PRC and Unhoused on the Coast group. The Temporary Safe Parking Program is full, with three people on the waitlist and one was moved to permanent housing in the last month. Based on Council direction and approval of funds, ten spaces will be opening up in the RV Park on July 1 and we will be getting some of the spots off the street on Lundy Way. They had a wonderful dinner at the San Mateo League of Cities, where they rotate once a month, and there was a presentation from San Mateo County Fire Department which has brought in more drones and she is excited that we have approved a couple of drones to use here. At Peninsula Clean Energy’s meeting, they announced that the solar and batteries at our Community Center project here went live last week. They are waiting for all the federal tax credits before they launch the next program of grants to government organizations. She shared that Congressman Sam Liccardo would be having a Town Hall at Sunset Ridge School.
Councilmember Espinosa asked City Manager that some people in her community received a letter and are asking about what is going to happen with those sites that have been identified in the Housing Element.
City Manager Woodhouse stated those letters went out to everyone in the City in proximity to sites and that was announcing the rezoning hearings happening with the Planning Commission.
He does not think it is appropriate in his communications to give an overview of the Housing Element process, but we will brief councilmembers about the Housing Element process.
Mayor Beckmeyer shared her observations regarding QR codes in Redwood City that would help with signage and navigating recreational activities in the City; she thought it would be a good start to align with Economic Development Committee. She shared that Congressman Sam Liccardo’s Town Hall will take place at Sunset Ridge on May 29, as well as follow-up visits by State Senator Josh Becker and Congressman Marc Berman. She thanked Councilmember Bier for bringing up the Memorial Day event, and she wanted to take one minute of her time to read the dedication on the back of the monument located at the American Legion Hall on Buel
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Attachment: Attachment A: Minutes of 5-27-2025 Special and Regular City Council Meeting (5968 : Approval of Minutes) City Council Regular Meeting 6 May 27, 2025
Avenue in Rockaway: “This monument is dedicated to all veterans in honor of their service to the County and its people. The World War II and Korean War veterans came to Pacifica to start new lives and build a future for themselves and their children. Many arrived before Pacifica was incorporated as a city. These veterans worked, raised their family, volunteered for school and community activity. They built the city from a farm field to what it is now. They’re called the greatest generation for what they did here and throughout the country. The children and grandchildren of the greatest generation went on to serve their country and community. Many of these next generation Pacificans became veterans of the Cold War, Vietnam, Central America, Desert Storm, Somalia, the Balkans, Iraq, Afghanistan, and Syria. Future generations of Pacificans will continue to honorably serve the country in places unknown. Special thanks to American Legion Post 238 for their sponsorship.” She stated that, on the other side of the monument are the lists of names of the young men who lost their lives during war. She encouraged everyone to visit.
STAFF COMMUNICATIONS
City Manager Woodhouse announced that, as a result of Council’s adoption of the consent calendar, one of the items on the consent calendar was a revision to the city’s flag policy related to ceremonial flags and the Pride flag is our ceremonial flag and that revision authorizes the flying of the Pride flag to expanded sites at Civic Center, Community Center, and both libraries.
He was asked to comment regarding oversized vehicles on Paloma Avenue; our oversized vehicle ordinance is based on street width and traffic safety and it allows for the parking of oversized vehicles on Paloma Avenue. The Police Department, as mentioned by one of the speakers, has had a heavy presence there monitoring those vehicles and has cited some of them and will continue to enforce the law related to the parking of those vehicles, but they can legally park there. Finally, the Police Department and the PRC are working closely together to bring services to them if they are interested. It happens to be the case that not everyone who is living in an oversized vehicle is interested in the PRC’s services. He also introduced Pacifica’s new Public Works Director, Melissa Tigbao, who has over 20 years of Public Works experience.
PW Director Tigbao thanked everyone as they have been very gracious and it has been wonderful meeting staff around the city. She looked forward to contributing to the community.
PUBLIC HEARINGS - NONE.
CONSIDERATION
6. Introduction of Ordinance to adopt Fire Hazard Severity Zone (FHSZ) for the Local Responsibility Area (LRA) Map for the City of Pacifica
PROPOSED ACTION: Introduce by title only and waive further reading of an ordinance adding a new Article 3, “Fire Hazard Severity Zones” within Chapter 3, “Fire Protection” to Title 4, “Public Safety” of the Pacifica Municipal Code to adopt the City of Pacifica Fire Hazard Severity Zones Map; and finding the ordinance exempt from review under the California Environmental Quality Act (CEQA) per CEQA Guidelines section 15061(b)(3).
Mayor Beckmeyer asked if any councilmembers needed to state any conflict of interest.
Councilmember Wright stated he has a conflict of interest as he owns real property within the zone.
Mayor pro Tem Boles stated she has the same conflict of owning real property within the zone.
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Attachment: Attachment A: Minutes of 5-27-2025 Special and Regular City Council Meeting (5968 : Approval of Minutes) City Council Regular Meeting 7 May 27, 2025
Mayor Beckmeyer stated she has the same conflict of owning real property within the zone.
Councilmember Bier stated she does not own property so she does not think she has a conflict.
Asst. City Attorney Bazzano stated that requires a different analysis. She would need to look at the code of regulations to make a determination on whether or not Councilmember Bier can participate. The analysis she prepared was that she did own real property within one of the zones. She stated we potentially have four Councilmembers who have a conflict of interest and, when that happens, the Political Reform Act provides a way within which the Council can continue forward to make a decision which is called the rule of necessity, which would allow the minimum necessary of the officials to come back into the decision to participate; we would use the rule of necessity by selecting names, at random, until we have created the majority of Councilmembers who can participate in the decision. Once we make a determination on whether Councilmember Bier can participate, we can proceed with the rule of necessity and select names at random to determine which councilmembers can participate in the decision.
Mayor Beckmeyer called for a break and then reconvened the meeting.
Asst. City Attorney Bazzano discussed with Councilmember Bier and she will participate, meaning there are two members who can participate, Councilmembers Espinosa and Bier.
City Clerk Coffey stated that the three Councilmembers were determined to have a conflict of interest for the real property owned within the zone were Mayor Beckmeyer, Mayor pro Tem Boles, and Councilmember Wright. Their names are placed inside a bag. She stated that City Manager Woodhouse will hold the bag, she will draw a name out of the bag, and the name chosen will be the Councilmember who will participate to form the majority required to make that decision on this item.
Mayor Beckmeyer concluded that we only need a majority, not a super majority for the item.
Asst. City Attorney Bazzano confirmed a majority.
City Clerk Coffey stated she drew Councilmember Wright’s name and he will be the councilmember participating in this decision.
Mayor Beckmeyer stated that she and Mayor pro Tem Boles will leave the dais.
Councilmember Wright asked, as a point of order, who will run the meeting.
Asst. City Attorney Bazzano stated that is a good point and we will have the three participating decide who will run the meeting.
Mayor pro Tem Boles stated for the record that Council was notified this afternoon about potential conflicts of interest and calls could have been made to the FPPC to clarify. This is an item that is important to her that she has been working on for a number of years and she is upset at having to step down.
Mayor Beckmeyer stated that it is her understanding that there are two choices, i.e., go to the room or join the audience but not comment.
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Attachment: Attachment A: Minutes of 5-27-2025 Special and Regular City Council Meeting (5968 : Approval of Minutes) City Council Regular Meeting 8 May 27, 2025
Asst. City Attorney Bazzano stated, because this involves real personal property interests, Councilmembers have to leave the dais; they can go to the back room and listen to the meeting from there, or they can come and sit in the audience and observe and they can speak as a member of the public, but only as to their personal property interests.
Councilmember Wright asked, as point of order, is it possible to reconsider the selection of the councilmember participating in the discussion.
Asst. City Attorney Bazzano stated that the selection of the name has to be random.
Commissioner Bier stated we will carry on and she will run the meeting for this item.
Fire Chief Myers began the staff report
Fire Marshal Wittner completed the staff report.
City Manager Woodhouse was anticipating that there will be comment from the public and potentially questions from Council that go beyond just the focus on this agenda item, i.e., adoption of these state required fire hazard zone maps, and ask questions about what we are doing about safety, fire resiliency, etc., and he wanted to make comments about. He stated that Fire Chief Myers mentioned the education that North County Fire Authority does. The City has been working for years with the San Mateo County Resource Conservation District, CalFire, CalTrans, and San Mateo County Midcoast on a fire resiliency project related to evacuation routes on Highway 1 near the Tom Lantos Tunnel, as well as resiliency work in the Pedro Point Headlands around the Pedro Point private property neighborhood. In February 2024, the Coastal Conservancy allocated a grant for over $4 million, led by the RCD, to do the study and implement the work related to Highway 1 evacuation and resiliency work, fuel reduction work around the neighborhood, etc. The map shown on the screen is from their grant proposal of the scope of work for the grant that shows the buffer area around Pedro Point neighborhood that will be studied and fuel reduction work implemented. The actual implementation of the evacuation route work, removal of lots of eucalyptus around Highway 1 for fire safety evacuation, is not funded by this $4 million because that will be extremely more expensive than that. He wanted to make sure Council knows that the City is focused on and seeking funding for important projects like this, and this is a recent success that the Coastal Conservancy funded, and it is underway, led by the RCD.
Councilmember Bier asked where the public can find that information.
City Manager Woodhouse stated, at this point in time, the scope of work is public and was approved by the Coastal Conservancy. He stated it is on their webpage and the scope of work that this grant will fund. He is sure in the future, as the work gets underway, the RCD will be providing much more information to the public.
Councilmember Wright asked if he understands correctly that no local knowledge or input was sought or received in the formation of these maps.
Fire Marshal Wittner stated not at this time.
Councilmember Wright asked if it was possible to submit any kind of public comment to them in the formation of these maps or official City position.
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Fire Marshal Wittner stated not officially.
Councilmember Wright asked if earthquake potential was considered in the making of these maps.
Fire Marshal Wittner stated earthquake information is not something that was included, to his knowledge.
Councilmember Wright asked if NCFA coordinated with North Coast County Water District to make sure we would have sufficient water pressure.
Fire Chief Myers thinks NCCWD provided an overview with their evaluation of their water system and they provided adequate support for their ability to provide water. He stated that NCFA did not have any concerns based upon what they provided and their ability to serve the community with water.
Councilmember Wright asked, regarding inclusion of the high fire zones for the inspections, if that means we would have to have fences moved five feet away from our house, have to cut down trees and, if we sell it, have to cut down bushes. He asked what all was included.
Fire Marshall Wittner stated no for fences, and he thinks Councilmember Wright is referring to the zero zone requirements. The Board of Forestry has not come up with their final determinations or recommendations yet, as he understands that they have been given to the end of this year to come up with their final recommendations. He concluded that no on fences, which is strictly voluntary, best practice, but not a requirement, until zone zero comes into play.
He stated, for the rest of it, the answer is yes; each property during sale would be required to have a defensible space inspection and may have to modify fuels in order to comply with defensible space requirements and each property is going to be different.
Councilmember Wright stated based on not yet available standards.
Fire Marshal Wittner stated we do have standards for inspections or defensible space, and we have guidance that will be given to the public. For defensible space inspections, yes, zone zero is not going to be coming into play for us until next year at the earliest, if it does.
Councilmember Wright asked where are those defensible space recommendations available to the public.
Fire Marshal Wittner stated that they are not assembled, i.e., he has not assembled regulations for folks to digest yet. NCFA will be working on those, and they can be viewed on the CalFire website, https://readyforwildfire.org/prepare-for-wildfire/defensible-space/.
Councilmember Wright stated it was his understanding that it is not ever eligible to be downgraded at all for any reason.
Fire Marshal Wittner stated there is no option for that.
Councilmember Wright thought, even if you do fuel load mitigations, you still do not get reduced.
Fire Marshal Wittner stated that the Fire Hazard Severity Zone will not be reduced. It is established by the State and legislature did not give any options for input or options to reduce,
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only options to increase. If one were to apply defensible space or fuel reduction in order to comply with or be able to sell a home, they can do defensible space as a mitigation measure at any time and NCFA is encouraging people to reach out to their local insurance companies to find out what their standards might be and whether the person is in a zone or not.
Councilmember Wright asked if we have considered additional fire breaks and fire roads for additional evacuation routes.
Fire Chief Myers thinks it is very difficult to do those kinds of things and not have 100% confidence that we are going to be successful in evacuating people. To create any new evacuations, it would have to be a very improved road. They will utilize current street systems and make sure that, if evacuation should occur, traffic keeps flowing instead of being backed up.
Councilmember Wright asked if proactive defensible space inspections are available to the public, and is that a service that the fire department can offer.
Fire Chief Myers thinks there is literature, information, etc. they can share if someone calls.
Councilmember Bier asked if they can define zone zero again.
Fire Marshal Wittner stated zone zero is the first five feet from the exterior walls of your structure outward. Zone zero in the initial guidance means zero, nothing combustible. The Board of Forestry has softened some of their proposed regulations to gain public input, but they will not come out with final recommendations until the end of the year.
Councilmember Espinosa asked if a homeowner who lives in a high hazard zone will be notified.
Fire Marshal Wittner stated that, the way the legislation is written, local jurisdictions would have responsibility to notify homeowners if their property was in violation; that would be mandated inspections in a very high fire hazard severity zone.
Fire Chief Myers added but not in the high zone; if you are in the high zone, there is no requirement for you to do anything other than, if you sell your property, you have to meet the defensible space requirements.
Asst. City Attorney Bazzano stated, for clarification, the City is not going to proactively send out notices to residents to alert them to what zone they live in; the map is posted on the website for NCFA and there is a link in the proposed ordinance to that map. Homeowners should take the initiative and look to see where their property is located in relation to the map if they are interested.
Councilmember Espinosa concluded that they will not be notified and will have to find out on their own.
Asst. City Attorney Bazzano added that there could be some regulation that comes into play in the very high zones, but the City will not proactively send out notices for the residents to alert them to where their property is in relation to the map.
Fire Chief Myers stated there is no consequence to a property owner that is in the high or moderate and there was no push by the State legislature to say you have to notify people as
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there is nothing for you to do. Those maps were just established and put upon those communities and there is nothing you need to do with them at this point.
Councilmember Espinosa asked about the very high.
Fire Chief Myers stated unfortunately we have no developed areas in the very high and it would precipitate us doing inspections in forced compliance, including liening people’s properties to get them into compliance if they did not come into compliance. He stated that we are fortunate that we have no very high zone that is upon any of the developed areas of the City.
Councilmember Bier asked if we could have it available on the website, Connect with Pacifica, etc. She stated that we will not be sending out things to people’s homes.
Asst. City Attorney Bazzano answered affirmatively. She mentioned that there is a link to the website in the City’s proposed ordinance and it is available on the State’s website.
Fire Chief Myers agreed, adding there is an interactive map.
Councilmember Espinosa thought that would be something we could put to find out if your house is located in a high zone.
Fire Chief Myers stated once we have the ability to make that available when you type in your address, we can put that on the website.
Councilmember Wright asked what happens if we say no.
Fire Chief Myers would turn to Asst. City Attorney as it is State law.
Asst. City Attorney Bazzano agreed. If Council does not adopt the State maps, then we would be out of compliance with State law and the repercussions could be enforcement by the State.
As mentioned earlier, there is no way to reduce the designations, but Council could consider increasing the designations of very high Fire Hazard Severity Zone if there is substantial evidence to support that and discuss what the reasons would be for that consideration to determine whether or not there is substantial evidence.
Councilmember Wright asked if that would then make us have to do the inspections and forced compliance if we were to elevate something into very high.
Fire Chief Myers agreed, and it would be a huge challenge if we designate areas in the very high zone. He stated that you could do vegetation management without creating very high Fire Hazard Severity Zones. Everyone in Pacifica should be considering reducing the vegetation around their properties to make their homes more safe and it does not require severity zones to do anything like that; but if you were to move into the very high, it requires a huge amount of money as we do not have the ability to do the forced compliance without adding positions and programs with millions of dollars to do that. He does not see the necessity to go to very high and he also does not see any modeling out there better than California to determine the zones that they have already determined.
Councilmember Wright thanked him for that information as that is what led him to create some defensible space.
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Councilmember Espinosa asked to clarify how many feet of defensible space is reasonable.
Fire Marshal Wittner stated that, historically, defensible space has been comprised of two zones, zone one which is the first 30 feet from the exterior walls of your home (lean and green zone) and the remaining 70 feet up to 100 feet or to the property line, whichever is closer. He stated, for our communities, where we have small lot subdivisions, we are mostly going to be talking about the property line in that first 30 feet. He stated that it does not mean clear cutting.
It may or likely lead to a reduction in the amount of vegetation we have in the close proximity to our homes, but it is about maintenance. He stated that their goal is to enforce reasonable regulations in compliance with State law, but it does not mean clear cutting.
Councilmember Wright asked if there are any upgrades that NCFA might want to mention at this time to educate the public about what else might help protect them from fires.
Fire Chief Myers stated NCFA has a document called “Ready, Set, Go” that shows you all the kinds of things you can do to harden your home from wildfire, and he would recommend that people go and take a look at that.
Councilmember Wright asked if it was digitally available on their website.
Fire Chief Myers answered affirmatively.
Councilmember Bier opened public comments.
Ken Miles, Pacifica, spoke in favor of mail notifications and being proactive in notifying the public. He shared concerns about fire insurance rates. He urged removing fireworks in July due to fire safety, undergrounding PGE’s electric lines, and expanding the defensible space ordinance for the very high and high zones.
Aren Clark, Pacifica, shared his discussion with a forester at the Presidio on how they manage that area, including forestry practices and sand dune restoration, and compared it to similar solutions possible in Pacifica.
Cindy Abbott, Pacifica, asked about maps with local responsibility areas and federal responsibility areas and which map the City will be looking at when approving development.
She shared her concerns about not getting a clear picture of the hazards in Pacifica and needing strong fire protections with any development.
Remi Tan, Pacifica, echoed Mr. Miles’ comments and spoke in favor of a fireworks ban. He also cautioned new development in fire danger zones. He posed questions about the zones in the maps and where councilmembers’ properties were in relation to it.
Kimberly Finale, Pacifica, stated she is speaking as a private citizen and shared her concerns regarding vegetation management and adequate disposal of green waste. She also described the lack of maintenance by GGNRA at Milagra Ridge.
Councilmember Bier closed public comments.
Councilmember Wright asked if NCFA could speak to the situational nature of evacuation plans.
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Fire Chief Myers confirmed that we have an evacuation plan. The issue of wildfire and other disasters is that you do not know where it is going to be and you cannot train people to go down the same route each and every time only to have the fire be on that route. What NCFA does in their evacuation plan is work to alert people and direct them away from the disaster, not to the disaster. We can have defined large routes, such as keeping Highway 1 open, but there is no way to come up with an evacuation plan that says you will always go down a specific road, as that road may be impaired for some reason and be the wrong way to go. Thus, there is not a plan that says you always go down a specific road. NCFA alerts people, with Law Enforcement and public information, to route people away from a disaster or emergency.
Councilmember Wright asked if he is aware of a map that exists that has an overlay of the local and federal maps.
Fire Chief Myers stated that the law of the land in California are the maps we are looking to adopt at this meeting; all the decisions that are going to be made in each community is based upon what zone you are in, which is the defining factor in California.
Councilmember Wright asked if he could speak to the history of wildfires in Pacifica.
Fire Chief Myers stated he has been in Pacifica for 24 years and the largest fire we have had has been six acres several years ago. He stated one of the reasons we do not get grants is we do not have a fire history. He talked to people in the Fire Department 50 years ago and they refer to two-acre grass fires that they put out. We do not get grants because we do not have the same kind of conditions as other parts of California, such as no 0 or 1% humidity, no 100-mile an hour winds, or the same type of vegetation and the type that burns as you see on TV. It does not mean you cannot have a five-acre vegetation fire that would damage or destroy some homes, but we do not have as severe a situation as others.
Councilmember Wright asked what the air support response time is.
Fire Chief Myers stated that what has been established in San Mateo County and Pacifica and all cities in North County Fire Authority is that they have a mutual threat zone. The minute they are being dispatched to a wildfire, it augments that dispatch by sending aircraft to our jurisdiction. If a new fire starts in Pacifica, the policy is that they will divert aircraft from any of those closer wildfires and move them in to come to the new fire to prevent a large fire.
Councilmember Wright asked about NCFA’s input on any potential development permit.
Community Development Director Updegrave stated that our development projects go through plan checks with the Fire Department. They would be reviewing those projects against whatever the applicable fire codes are, which includes entitlement and building permits.
Councilmember Wright asked if that considers the fire maps.
Community Development Director Updegrave stated it does consider the fire maps, as that is what determines which part of the Building and Fire Codes apply.
Councilmember Wright asked if it was NCFA’s position that green waste disposal would be considered a constructive fuel management tool.
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Fire Chief Myers stated, if you are not able to get rid of the green waste vegetation that you are trying to have people cut around their property, that will absolutely be an issue. There are not enough contractors and vendors out there to hire to come in and cut your brush, even if they wanted to do that; so as long as property owners are willing to do it, there needs to be a place to take that vegetation they are removing from the property.
Councilmember Wright referred to the public comment regarding councilmembers’ property lines within the Fire Hazard Severity Zones and asked if that could be discussed.
Asst. City Attorney Bazzano stated that is not relevant to the issue at hand.
Councilmember Bier asked what is underneath the green lines in the middle of the map.
Fire Chief Myers stated that was federal responsibility, as it is GGNRA land.
Councilmember Bier stated that it does not tell us what the environment is there.
Fire Chief Myers stated he was not sure that the State has jurisdiction to determine that piece of it, as it only covers State and local plans.
Councilmember Bier thought it would be helpful to reach out to GGNRA to find that out.
Fire Chief Myers stated that GGNRA is not all that responsive when it comes to answering requirements to clear their brush, etc. If there is a specific question, they would be happy to contact GGNRA and see if they are willing to provide or assist.
Councilmember Bier asked if the City owns a chipper.
Fire Chief Myers is not aware of the City owning a chipper.
City Manager Woodhouse would follow up with Public Works.
Asst. City Attorney Bazzano stated that this is an ordinance and we need a motion to introduce the ordinance by title only and waive further reading of an ordinance adding a new Article 3, “Fire Hazard Severity Zones” within Chapter 3, “Fire Protection” to title 4, “Public Safety” of the Pacifica Municipal Code to adopt the City of Pacifica Fire Hazard Severity Zones Map; and finding the ordnance exempt from review under the California Environmental Quality Act per CEQA Guidelines, Section 15061(b)(3).
Councilmember Wright stated so moved; seconded by Councilmember Bier.
RESULT: ADOPTED [3 TO 0]
MOVER: Greg Wright, Councilmember
SECONDER: Mary Bier, Councilmember
AYES: Bier, Espinosa, Wright
RECUSED: Beckmeyer, Boles
Councilmember Bier called for a break.
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Mayor Beckmeyer reconvened the meeting. Mayor Beckmeyer and Mayor pro Tem Boles rejoined the dais.
7. Resolution to Adopt the Climate Action and Adaptation Plan PROPOSED ACTION:
A. Direct that the Climate Action and Adaptation Plan be renamed the Climate Action and Resilience Plan;
B. Find the adoption of the Climate Action Plan categorically exempt from California Environmental Quality Act; and
C. Adopt a resolution approving the May 21, 2025 Draft Plan under its new title, the Climate Action and Resilience Plan.
Climate Action and Adaptation Plan Task Force Chair Meagher began the staff report.
Management Analyst Brooks completed the staff report.
City Manager Woodhouse wanted to augment the presentation with three points that there may be Council questions about and he would recommend Council consider during discussion in adoption of the Climate Action and Resilience Plan (CARP). He stated that the technical change regarding zero NOx is an example of a more general discussion point that Council may want to consider in the final CARP which is “Should the document include a general statement about how the menu of recommended actions in the plan will serve to inform the Council’s annual strategic planning and priority setting to assess the legal, financial and operational feasibility for inclusion on that year’s work plan?” If that is a general statement in the discussion that Council decides would be good to include in the final plan, staff is prepared with some draft language to suggest regarding that. He asked, alternatively to that first point, “Should language of individual actions be revised to make clear that they should be considered, such as this technical revision to the zero Nox, pending legal, financial and operational feasibility, rather than ‘shall be implemented’?” The second point he wanted to add is “Should the Resiliency and Adaptation chapter in the actions be updated to reflect the city’s Local Coastal Land Use Plan certification?” A recent change was the Coastal Commission’s certification of the LCLUP. That work plan is the City’s official guidance for coastal zone and shoreline adaptation work, and the action menu in the Resiliency and Adaptation chapter in the CARP should be consistent with the LCLUP. Thus, Council may wish to consider a general action referencing the LCLUP instead of the numerous individual actions that talk about shoreline adaptation and other actions that the LCLUP covers as an official work plan. He stated that, finally, a more specific consideration for Council that relates to the second point is that there is an action in the plan, R2.17, regarding Pacifica Land Trust grant funded work related to nature-based solutions and consideration to ensure that City collaboration is consistent with and in the context of the LCLUP’s Shoreline Adaptation Program planning process, which is a global umbrella involving many stakeholders throughout the City to achieve. That particular action, R2.17, speaks to specifically working with the Land Trust on that without having the benefit of having scoped out in the context for the Shoreline Adaptation planning process that we will be embarking on. He stated that is a more specific point that Council may wish to consider during deliberations.
Management Analyst Brooks reminded Council that Anna Yip from Rincon Consultants is available online for any questions.
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Councilmember Wright commended the CARP as an impressive body of work. He is supportive of the CARP and thinks it is a wonderful set of goals. He does have some concerns about making promises that he was not sure we can keep. He will wait for deliberation.
Mayor Beckmeyer concluded that he did not have any questions.
Mayor pro Tem Boles referred to the points of consideration made by the City Manager and asked if those have all been discussed with the Task Force prior to this meeting.
City Manager Woodhouse stated no, as the report before Council is the Task Force recommendation for the plan. They are an advisory body to Council, and Council can consider the report and consider recommendations in the review and analysis of this and looking at specific actions in there. From questions he has received, that is why he raised those points as things that may be important to discuss if Council is interested in discussing those points before final adopted plan. He added that one option for Council would be to discuss them and send the work back with questions to the Task Force to get input from them or to staff or both. He wanted to be sure to lay them out on the table in case Council wants to take those up.
Mayor pro Tem Boles was confused about process as if there were issues legally with some of the policies that might have been reviewed before.
City Manager Woodhouse agreed, as he thought that would have been ideal. His understanding is that some of these actions that were included in the report were brought to the Task Force by public comments as late as in April and staff did not have time to assess and do cross comparisons and consistency analysis with the LCLUP policies and such, hence why he is raising it at this point.
Mayor pro Tem Boles stated she has a few comments and suggestions on some language and asked how much detail we will go through today or are we allowed to make those suggestions versus comments that would be a definite change and would it go back to the Task Force.
City Manager Woodhouse stated, in response to that, anything is at play for Council. There is a final draft of a report, and there are numerous new things that were not part of the joint study session with Council. Council can dig in to as much detail as they want and discuss any aspects of this report. He stated that it is great work, but this is Council’s final consideration before adoption; they can take more time to consider this, continue this, send it back for more research, or just make some specific changes and adopt it.
Mayor pro Tem Boles stated her concern is that some of the Task Force members may step off and they may not have a quorum, thus what do they see as a process and what would be their preference if there are major things they still want to discuss.
Task Force Chair Meagher hoped that anything major could be discussed at this meeting with any specific amendments adopted with the final draft. She referred to the suggestions brought up by City Manager Woodhouse and stated that she thought it was a given that a plan will be used as part of Strategic Goal Setting, and she did not know if it was necessary to state that.
She stated that to soften the language of policy actions to change it from “shall be” to “consider” is a substantial change. As someone who manages a Climate Action Plan at a different agency, she thought it would be easy to hold a meeting to consider it and check the box as complete.
She strongly urged against that unless there are any actions that are untenable to keep, and that may be where we can soften them down to consider. However, doing that as a blanket
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across the whole Plan would reduce the strength of the Plan. She agreed with changing the language in that introductory paragraph to state what has been done with the LCLUP. It is very common for Climate Action Plans to have actions and other things that touch on different plans that the City has, indicated throughout the Plan with various icons.
Mayor pro Tem Boles asked, in terms of the capacity of the Task Force, if the work is continuing beyond today.
Task Force Chair Meagher stated that the current Task Force is chartered for Plan adoption.
Therefore, if Council does not adopt the Plan at this meeting, she thinks the Task Force would be obligated to continue to meet until they hit that requirement of their charter for adoption.
Mayor pro Tem Boles asked of the consultant why there was not newer data than 2021 used for the transportation impacts on packet page 597 (CAAP page 9).
Consultant Yip stated that, in an ideal scenario, we use the most up-to-date data as possible. In this instance, we had to also consider where all of the data was coming from and what year all the other data would be based on. One of the things we avoid in planning scenarios like this is having 2021 data for one sector, having 2023 data for another sector, and compiling it altogether. Therefore, what they do is use the most recent date available for all of the data sources. While there are more recent years for some data available, 2021 was the most recent one available across the board for all data sources.
Mayor pro Tem Boles thought we would be looking at data every few years for future updates, and there might be an opportunity to readjust that as we get clean data for all sectors.
Consultant Yip agreed. To Mayor pro Tem Boles’ original point around transportation, especially around COVID-19, she can say that, from trends they have looked at over COVID-19 with more recent data, we are reaching more normal transportation levels that they were experiencing prepandemic. For our own edification and best scenario, we can essentially assume and expect transportation numbers to reach back to the level they were at pre-pandemic level (before 2019- 2020).
Mayor pro Tem Boles stated that, on packet page 604 or CAAP page 16, Figure 2, in green shows on road transportation, and she is curious why those numbers do not change very much, given our Housing Element goals to build 2000 new units of housing in the next six years of the planning period.
Consultant Yip stated her question was around why on road transportation does not increase as much and even decreases. She stated that the projections that they use take into account the already approved State climate-related legislation so this is taking into account the measures and actions that the State has enforced, especially related to zero-emission vehicles. In transportation in particular, we have goals related to achieving zero-emission vehicles, at 100% adoption by 2035, if not 2040 for sales of new cars and then transitioning fully. These projections we use take those into account, assuming that we will be meeting those goals the State has already set in front of us. If you look at the dotted line, while you cannot see the breakdown of the different sectors, the dotted line takes into account the business as usual scenario without these considerations of these climate-related goals that the State has set forth already and you can see the dotted line goes up as you might anticipate as a more business as usual scenario without any kind of climate-related adjustments.
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Mayor pro Tem Boles stated that makes a lot of sense.
Mayor Beckmeyer opened public comments.
Remi Tan, Pacifica, urged Council to look at the language as written by the Task Force, as they have done a tremendous amount of work and have them continue implementing the Plan.
He agreed with Chair Meagher’s comments.
Cindy Abbott, Pacifica, shared her positive thoughts on the work done and partnership between the Task Force and staff. She shared concerns regarding possible changes and urged approval of the Plan as submitted.
Sue Digre, Pacifica, stated she agreed with Mr. Tan and Ms. Abbott’s comments and shared her positive thoughts on the Task Force’s hard work on this Plan.
Nancy Tierney, Pacifica, referred to The Language of Climate Politics by Genevieve Gunther which emphasized the need for clear and direct language. She felt the recommendations for this Plan were appropriate and acknowledged the great resources the City has had from other County groups.
Mayor Beckmeyer closed public comments.
Mayor Beckmeyer mentioned the recommendation about the NOx. She noted packet page 597, CAAP page 9, references other goals and actions in the 2014 plan and actual results, such as REACH Codes adopted in 2022. She asked the City Attorney if something like that informed the recommended language change on packet page 613 or CAAP page 25 with reference to E1.6 and E1.7.
Asst. City Attorney Bazzano answered affirmatively, adding that our concern is making sure that standards that are adopted by the City conform with the Energy Policy and Conservation Act.
Additionally, there is a bill going through the legislature, AB 306, that would prohibit adoption of REACH codes for a certain period of time. Those are the concerns that we have in using language that is mandating a legislative act.
Mayor Beckmeyer wanted to clarify that the recommendation was for those two specific policies, not every instance of “shall” and change it to “consider”.
Asst. City Attorney Bazzano thinks the City Manager was using the recommendation on these two policies as an example of the language where it says “mandates the legislative action” and the City Manager was recommending an alternative of using different language.
Mayor Beckmeyer clarified in these particular two cases.
Asst. City Attorney Bazzano stated these particular two cases were of concern because of the Berkeley case and also the legislation that is not adopted yet and is not law, but is being reviewed by the legislature. She stated that E1.6 and E1.7 have specific language but we would also recommend, if Council is willing to change the language, to also allow making conforming edits throughout the document relating to E1.6 and E1.7. She thought there are other locations where it is mentioned in a mandatory way that there would be an adoption of REACH Code and just making conforming edits to E1.6 and E1.7.
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Mayor Beckmeyer stated that, essentially, while these statements as written in the Plan conform with Bay Area Air District zero NOx rules, they do not conform with Energy Policy and Conservation Act.
Asst. City Attorney Bazzano stated she cannot say that with certainty as the City Attorney’s Office has not analyzed that.
City Manager Woodhouse wanted to clarify the points he stated were not recommendations, but points to raise in case Council wanted to discuss them.
Mayor pro Tem Boles thought AB 306 was retroactive to January 1, 2025.
Community Development Director Updegrave stated that is in the current version of the bill.
Asst. City Attorney Bazzano stated the version she had says June 1, 2025, to June 1, 2031.
Mayor pro Tem Boles stated, in any case, we could not do it before June 1.
Councilmember Wright stated he was supportive of these goals, but he has concerns about the City’s ability to live up to them if we make this promise. He does not think we have enough staff to run the City as is, and he is not sure that it is implementable in the timeline outlined by this paperwork. For example, PG&E does not have the great infrastructure to support it and get it done in this timeline. He doubts if 5% of the houses in Pacifica have enough electrical infrastructure to support all of these changes. He wants to get there but he is not sure that we can make promises on this kind of timeline.
Councilmember Bier asked if he was concerned about the timeline or the process. She thinks this is the single most important work that we can possibly do, so the harder we push, the more results we will get, but she was concerned about the timeline.
Councilmember Wright asked what they are going to do in light of the budget and staffing.
Mayor Beckmeyer stated that is a question she has as well. She wants to understand regarding the implementation action, for the result of approving this Plan tonight, what impact does that have to staff’s work plan. When she heard the City Manager say informing Strategic Planning goals, throughout this Plan it says low, medium, and high, in terms of the length of time, and she does not know how that overlays with what staff is already working on, especially regarding the Strategic Plan and workplan.
Councilmember Wright stated it seems to him that the roles of the CARP are staff-driven, committee-supported, and Council-directed. He asked what the Task Force’s and staff’s impressions were.
Mayor pro Tem Boles agreed that those things are not as well-defined in the CARP, such as the short, medium, and long timelines. She stated that these are goals we want to set, and we are not necessarily committing, in her mind, to meeting all these in specific years.
Councilmember Wright stated that is not what the document says.
Mayor pro Tem Boles agreed but noted that was how she understood it in her mind. She stated these are important things for us to consider and we will not be able to figure out the exact
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Attachment: Attachment A: Minutes of 5-27-2025 Special and Regular City Council Meeting (5968 : Approval of Minutes) City Council Regular Meeting 20 May 27, 2025
timeline of each of these. She asked if we can say that these are good goals and that the Task Force will be working on this, looking for grants, and talking to staff to see what departments are impacted, and if it is possible.
Councilmember Wright agreed.
Mayor pro Tem Boles agreed. She stated that these are goals, not exact projects we are committing to over the next year, and that is the way she sees the document.
Councilmember Wright appreciated that. If that is what the document says, he would be 100% on board, but that is not what it says, which is his concern. He stated that we would then be making promises and not living up to it. He questioned the challenges involved in the process, such as PG&E.
Mayor pro Tem Boles agreed PG&E is a problem, but she also thinks PCE is a huge resource.
That is some of the language she wanted to strengthen. She stated that there are PCE grants for seniors, low-income, service upgrades, etc. and there is so much we can do if we just can get the work done.
Councilmember Wright supported doing anything we can do but he was afraid of making a promise we cannot keep.
Councilmember Espinosa asks what happened if we do not do anything.
Mayor pro Tem Boles stated that that was what happened with the previous Climate Action Plan and nothing happened. She thinks we need to start doing things. She would like to hear from the Task Force about how they are taking our concerns and is there a way to adjust language.
Task Force Chair Meagher stated, for the implementation, the direction they heard from Council was to move forward with this work. Council wanted to have the Task Force drive the implementation. She heard at that meeting about the burden on staff time and what can we push to commissions and committees, which included the implementation of this Plan. She stated that the next steps was having the Task Force bring a proposed charter to Council to switch the focus of the Task Force from adoption to implementation of the Plan. She thinks, instead of being staff-driven and committee-supported, it would be Task Force-driven and staffsupported.
Councilmember Wright asked where she sees the funding piece for that.
Task Force Chair Meagher stated her understanding is that staff is applying for another CivicSpark Fellow. Even though the federal funding landscape is more uncertain for this work, there is still a lot of funding at the State and regional county level to support this work. To Mayor pro Tem Boles’ point, once they get to that project level with implementation, that is when they start carving out grants to apply to these specific projects. They also intend to bring forward a draft work plan that takes these actions and assigns them to different committees and commissions and the ones that the implementation task force would take in each year. She wants to bring that forward and that is a work plan not for staff but for the Task Force.
Councilmember Wright asked if that was in an advisory capacity or discretionary capacity.
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Attachment: Attachment A: Minutes of 5-27-2025 Special and Regular City Council Meeting (5968 : Approval of Minutes) City Council Regular Meeting 21 May 27, 2025
Management Analyst Brooks stated they would be advisory to Council and the direction that Chair Meagher is referring to was at the April 14 Council meeting where Council directed that the Task Force would come back with a proposed change to the charter, scope of work, as well as the first 1-2 year work plan for the Task Force. All of that would be presented to Council.
She stated that no actions would be taken without specific Council direction.
Councilmember Wright asked how we determine how much staff time to allot and does that budget fit within our work plan.
Management Analyst Brooks stated in the work plan currently for the Community Development Department, we are tasked with implementing the Climate Action and Adaptation Plan.
Councilmember Wright concluded that those hours are already budgeted.
Management Analyst Brooks stated that those hours are budgeted and we took into consideration and will be bringing budget talks that we did apply for a CivicSpark Fellow who is a full-time staff augmentation and does require some support from full time staff so there is some portion of full-time staff member going toward the supervision of that; we will also be asking to continue the temporary Program Manager position that also requires some supervision. Between those that is a full-time person and a half-time person who can give their time to the support of the Task Force if we are to move forward with the implementation action.
Councilmember Wright asked where this fits in the priority scale on the rest of the Community Development responsibilities.
Management Analyst Brooks stated she is the supervisor for both of those positions which is a part of her normal course of work; supervising those staff and the work of the Task Force is of equal importance.
City Manager Woodhouse stated he would try to bring together some of the questions about timeline, goals, and expectations. He stated that the reason why he raised that potential discussion point about a general statement about this menu of options informing the Council’s Strategic Planning and developing of the annual work plans is because it is implied in the language, as Chair Meagher said, but not stated explicitly in the Plan. What is laid out in the plan is excellent because it prioritizes actions and establishes timelines that would be a goal to strive for. That helps in grant applications and annually regarding implementation of the CAAP in our work plan. As we look at the specific actions to implement, we will be referring to those and say these are the three most important ones, and they will go through the annual process.
Some of the actions say who is the lead, such as Task Force, Community Development staff, or the City Manager’s Office; annually, he can look at what capacity do we have realistically, given all the Housing Element implementation, LCLUP implementation, our Public Works work, etc. during Strategic Planning to balance everything out and say this is what we think we can accomplish this year and that is how this document is so helpful and beneficial. To the comments about filtering the language, that was not the point he was raising but instead each year we need to look at what can operationally, financially, and legally guide the menu of choices each year as we develop the Strategic Plan and the staff work plan.
Councilmember Wright thought “will” and “shall” mean that we will do it, not see how much staff they have to devote to it.
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Attachment: Attachment A: Minutes of 5-27-2025 Special and Regular City Council Meeting (5968 : Approval of Minutes) City Council Regular Meeting 22 May 27, 2025
Councilmember Bier stated she moved to extend the meeting to 11:30 p.m.: seconded by Mayor Beckmeyer.
EXTEND MEETING TO 11:30 PM
RESULT: ADOPTED [UNANIMOUS]
MOVER: Mary Bier, Councilmember
SECONDER: Sue Beckmeyer, Mayor
AYES: Beckmeyer, Boles, Bier, Espinosa, Wright
Councilmember Bier appreciated Management Analyst Brooks’ explanation. She thinks that anything implemented will have to be studied by the City Attorney’s office, come back to Council with all the information, etc. and all those decisions will be made in the future. She stated that this is a guide and thanked them for the fine work they all did on this as it was the most important work they are doing. She stated this is where we start. She could agree to the changes for E1.6 and E1.7, and the references to LCLUP, but other than that, she thinks we should accept it as is with those changes.
Mayor pro Tem Boles was okay with that also but thinks we can clarify that the expectation is that the Task Force will be set up and working on implementation; and when it comes to goal setting, that is when they are bringing to Council the goals for the year. Staff takes all that, analyzes it with the budget, look at what grants they can get to fill in the places, and then they decide on the projects we can undertake that year. She does not think we have to refine all that language.
Councilmember Wright asked if that is what the document says.
Mayor pro Tem Boles stated she was reading the particulars of the policies and had suggestions there, but she was not looking at that language. She thought they could ask Management Analyst Brooks who has looked at that language if there was a sentence we can add. She worries about weakening it too much.
Councilmember Espinosa stated we have to start somehow and the first step is to start.
Mayor Beckmeyer wants to point everyone’s attention to Packet page 626, plan page 38, Item R2.4, which has a completion date of December 2027. She thought, if it is written down in this Plan, to Councilmember Wright’s point, then when goal setting for 2027 comes, would it be the expectation of the maker of this suggestion or the Task Force itself to come to goal setting and point out that the Plan says Council is going to do this by December 2027 and we have to do it then. She asked what if the timing is not right and other priorities are higher, etc. She heard what Councilmember Wright is saying that he does not want to commit to things we cannot live up to. She stated that we have set goals before where we needed to change it and modify it.
Councilmember Wright stated that this is not a goal but a plan.
Mayor Beckmeyer understood and asked if his concern is that we are signing off that we are committing to doing all these things by these dates.
Councilmember Wright responded affirmatively.
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Attachment: Attachment A: Minutes of 5-27-2025 Special and Regular City Council Meeting (5968 : Approval of Minutes) City Council Regular Meeting 23 May 27, 2025
Mayor Beckmeyer asked if it would be helpful if there were a list or table that made it clearer what the expectations are.
Councilmember Wright stated that it would be helpful if there was a list and staff reviewed it and told Council what they thought was achievable.
Mayor pro Tem Boles stated that is going to be year by year.
Councilmember Wright stated that we should not call it a plan but call it goals. He stated that he wants this done and to implement these things.
Mayor pro Tem Boles stated that page 607, section 5, CAAP goals and action, says, “This CAAP provides a list of recommended actions.” It says recommended, not enforceable.
Councilmember Wright stated he can find six pages of lists where it says “will” and “shall”.
Mayor pro Tem Boles stated those are in the individual policy. She is okay adding text if Council wants and sending it back to the CAAP force where it softens some of that.
Management Analyst Brooks stated that part of the utility of having the dates in there helps with the calculation that are done by figuring out how much emissions could be reduced. If there were not target dates, we would not be able to make projections. This is a five-year plan, and we had to have some dates in there in order for Rincon and others who worked on the projections to put those in place. As science evolves and as this is looked at annually by the implementation task force or staff and with legal review based on that, some of those things will have to be tweaked and a calculation adjustment would be done based on those alterations.
Mayor pro Tem Boles stated that makes sense and we may have to, if still maintaining those goals, look at other policies and moving them up if we find one is easier.
Councilmember Wright stated everything is a give and take.
Mayor Beckmeyer stated she is hearing urgency about approving it and hearing concern about overcommitting to that which we cannot accomplish.
Councilmember Wright would like to see us be able to achieve the goals and be heading off in that direction, but he wants to be careful.
Program Manager Hernandez has had the honor and privilege to work alongside all of these volunteers and, for every community event that they have been to, she has also been a part of for the last few months. The number one thing she hears is that it is not so much that the community cannot implement these things, more that they do not know what is out there and do not have the resources, guidance, or body guiding them. Having been a part of this team and everything they have put into it, she knows the implementation phase in the next 1-2 years will be the priority of making sure that more community members know that there is a Climate Action Plan and then to continue that implementation, including youth engagement. The implementation team with the right guidance and right support will get this done and get more people reading the Plan and going to the resource page that they created and continue to do outreach.
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Attachment: Attachment A: Minutes of 5-27-2025 Special and Regular City Council Meeting (5968 : Approval of Minutes) City Council Regular Meeting 24 May 27, 2025
Councilmember Wright asked if they analyzed whether we have the grid infrastructure to support the car goal.
Task Force Chair Meagher stated that there is one goal that we backed down on because of the feasibility around PG&E. They have not done that analysis yet but that would be part of what they do when they move into implementation. To the point of this being a living, breathing document, there is a whole section around measurement and verification and how this will be modified and changed over time as they get more information. That is when they start to update it.
Councilmember Wright stated, when he sees timelines that are based on unrealistic goals, it scares him. He wants them to do this work and to be part of the solution, but there are some realities that he is afraid they will run into. As long as he has had an opportunity to put a voice to that, so when the problem comes, that they worked in a collaborative way to get to a resolution, he feels much more comfortable.
Task Force Chair Meagher stated that they see this as a living document. This is with the information they have now, what they think they can do, but as they get more information, things are going to shift. She knows that timelines can be unfavorable, and she knows that Pacifica’s infrastructure is not ideal for some of these electrical changes.
Councilmember Wright sees her and staff working like this with Council having some oversight and decision-making. While he does not believe the document says it, he believes in her and the Task Force and in our staff and Council. He thinks we can get it done but it needs us all to work together and to give each other grace and space as we will run into problems.
Task Force Chair Meagher agreed. She stated that they have been very fortunate to have the City staff they have to work on this Plan and she thinks that is the foundation for them to start moving forward into that implementation phase.
Consultant Yip added that the EV charger-related goal specifically looks at public-facing EV chargers. The Plan does not have any specific goals related to personal or private EV chargers.
Councilmember Wright referenced some issues that individual homeowners might have, but the chargers they are talking about would be publicly accessible; usually, when installing public accessible chargers, it does require infrastructure upgrade for almost all instances because they are installing a new charger in a location where that sort of electricity was not previously being brought to. They factored into consideration that public-facing chargers likely would require energy upgrades that are very common for this kind of EV charging and that would not be a burden on a homeowner but rather would be the type of charger they see installed in public places like a shopping center or a public library. She reminded everyone that this was a nonCEQA qualified CARP and therefore not technically an enforceable Climate Action and Resilience Plan; it is not a legally binding document in the same way a CEQA-qualified CARP would be. It is very common to have these kind of CARP documents adopted with “will” or “shall” language even though it is more used as a guiding document for developing policies for the future.
Councilmember Wright stated the EV goal goes by miles traveled in this document. Most people he knows that have electric cars only charge at home. He stated it is that range anxiety and that lack of ease to go ahead and fill up that he is concerned will not get us to the goal. It is those kinds of challenges he looks forward to trying to resolve in a collegial collaborative way.
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Attachment: Attachment A: Minutes of 5-27-2025 Special and Regular City Council Meeting (5968 : Approval of Minutes) City Council Regular Meeting 25 May 27, 2025
Councilmember Bier agreed, adding that we will not know if we do not try.
Councilmember Wright agreed.
Councilmember Bier stated he said we should all move through life, giving each other grace and space. She thinks that is beautiful and she thinks our community does that for each other, even though sometimes it might not seem like it. She thinks she is ready to make a motion.
Asst. City Attorney Bazzano clarified something stated by the consultant about this Plan not CEQA-certified. This is not a document that can be tiered off for environmental analysis, but it is a policy that Council is adopting; there could be an argument that it is legally enforceable as a policy document Council has adopted and is to be implemented, not as a CEQA document that can be used to be tiered off of. She stated that there is an important distinction there.
Councilmember Wright asked if she can recommend some language that would help Council with that and not have it be mandatorily forcible.
City Manager Woodhouse stated what he was referring to earlier was making it clear in the introduction that this Plan will provide all recommended actions and will serve to inform Council’s Strategic Planning process year after year for what would be feasible to implement in that work plan year. When we do that evaluation, we are considering if the law has changed, are there legal restrictions, operational concerns that make it infeasible, etc.
Community Development Director Updegrave stated that a potential statement that could be added within the introduction or beginning of the document could be something along the lines of, “The CARP provides a menu of options for the City Council to consider annually during Strategic Goal Setting based on legal, financial, and operational feasibility”.
Councilmember Wright asked for the Task Force’s input on that part of the introduction.
Task Force Chair Meagher thought, from an intent standpoint, it makes sense for the Task Force. She asked if we would need to recalculate the targets each year if we start getting fluid with states and commitment.
Mayor Beckmeyer asked if C1.1 and C1.2 have been evaluated as part of the budget or are they aspirational.
Community Development Director Updegrave stated that we have Program Manager Hernandez on staff as their part-time coordinator and one of the budget requests that we hope to be putting forward is continuation of funding for that position.
Councilmember Wright reminded all that we have a $3 million structural deficit.
Mayor Beckmeyer stated the other thing she would like to say is that she has concerns about the reference to the Pacifica Land Trust project that is grant-funded by the Coastal Conservancy where it is calling for a partnership and she does not know what packet page 628 exactly entails. She stated she needs to understand that better in light of the LCLUP approval by Coastal Commission and the concurrent requirements for the Coastal Management Resiliency Plan and Shoreline Adaptation Plan, etc. She stated that Pacifica Land Trust has no such constraints and apply for a grant and start working. This Plan calls for the City to collaborate
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Attachment: Attachment A: Minutes of 5-27-2025 Special and Regular City Council Meeting (5968 : Approval of Minutes) City Council Regular Meeting 26 May 27, 2025
with them and her concern is how much overlap there might potentially be between these two efforts.
Mayor pro Tem Boles stated that she had flagged that one too, partly because we have no control over the Pacifica Land Trust and what they are doing and whether they are working on City policies or not. There are also other opportunities, and she would rather keep that broad.
Mayor Beckmeyer agreed.
City Manager Woodhouse stated, to Mayor pro Tem Boles’ point, what he said earlier is in this chapter we should update the introduction to be current with the status of the LCLUP and any of these actions in here that relate to the work of the LCLUP; we should also say that we need to be consistent with the work of the LCLUP. We can state that in the introduction and/or make this one more general as there may be many different external stakeholders that, in our Shoreline Adaptation Planning process, we will work with. To direct Public Works to collaborate directly with the Pacifica Land Trust may not be the most feasible thing until we know what the scope of that grant study compared to OneShoreline, Army Corps, etc.
Councilmember Bier stated we are not saying we will not partner, but expanding it without naming.
Mayor pro Tem Boles responded affirmatively. She was leaning toward not adopting it at this meeting but having staff and the Task Force work on these to flesh out the new language and bring it back to them for adoption at another meeting.
Councilmember Wright agreed.
Mayor Beckmeyer agreed. She thought phrase “external stakeholders,” for example, could be a more inclusive grouping instead of naming specific ones. She asked City Attorney and City Manager how we take action on tonight.
City Manager Woodhouse stated he wanted to make sure Council had discussed an introductory statement in the report that Community Director Updegrave read. He did not have a sense of whether there is majority Council on that. Staff will work on the language but is the general direction that we should include that kind of introductory statement in the Plan.
Mayor pro Tem Boles thought she agreed but would like to hear from the Task Force; she was okay with staff drafting something, as long as it is reviewed by the Task Force and then it comes back to Council where they can see it. She thought “menu of options” was not necessarily clear for us to meet our goals to reduce greenhouse gas emissions and wanted to verify that it comes back as part of goal setting and budgeting and Council review.
City Manager Woodhouse stated the other direction related to this resiliency chapter is to update the references to the LCLUP and the framework that creates, at least for R2.17, a question would be if there are other actions, making sure that they are general enough to not be inconsistent with the LCLUP requirements.
Mayor Beckmeyer agreed and wanted to make sure we are completely aligned with the 15- month deadline of the LCLUP.
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Attachment: Attachment A: Minutes of 5-27-2025 Special and Regular City Council Meeting (5968 : Approval of Minutes) City Council Regular Meeting 27 May 27, 2025
Councilmember Bier stated that she wanted to adopt the Plan at this meeting and did not feel good about adjourning. She did not want to have to send it back to the Task Force.
Mayor pro Tem Boles moved to extend the meeting to 12:00 a.m.; seconded by Councilmember Wright.
EXTEND MEETING TO 12:00 AM
RESULT: ADOPTED [UNANIMOUS]
MOVER: Christine Boles, Mayor pro Tem
SECONDER: Greg Wright, Councilmember
AYES: Beckmeyer, Boles, Bier, Espinosa, Wright
Councilmember Bier thought we should have started this a long time ago and she would rather adopt this tonight. She heard Council talk about adjourning the meeting to a meeting to be determined, but she needs to understand why. She is hearing one thing about the introduction, and she wants that to go back to the Task Force to look at. She heard about expanding the language about to be inclusive of other agencies and community groups, and she heard changes for E1.6 and E1.7 and references to the LCLUP. She asks what she is missing that needs to go back and they need to take more time to deal with.
Mayor pro Tem Boles thought we did not know all the references to the LCLUP to approve. She stated she would like them to review that language. She is hoping this can all be worked out, but she does not know staff’s or the Task Force’s capacity.
Asst. City Attorney Bazzano stated it may be difficult to continue it to a date certain, given that we would need to convene another Brown Act meeting for the CAAP Task Force. Staff would need to work on revisions. There may be difficulties in identifying a date tonight that works to continue this hearing.
Management Analyst Brooks asked if the determinations need to be made by a quorum of the Task Force or would it suffice to have the implementation subcommittee work on the revisions.
As a body, they agreed that the implementation subcommittee could carry forth with any Council direction that happened as a result of this meeting. She thinks they are willing to get a quorum together, if needed, but is this the decision that needs to be made by a quorum.
Councilmember Bier stated that the implementation subcommittee work is fine with her.
Mayor pro Tem Boles stated it is okay with her also.
Task Force Chair Meagher stated that the implementation subcommittee can take what has been said here. She would recommend to come back with a redline of the draft and final draft by the next feasible Council meeting.
City Manager Woodhouse stated that June 23 has tentatively planned the rezoning EIR certification for the Housing Element as well as the final budget adoption, so it is a packed agenda. He posed to Council that this could be the final discussion and adoption of the CARP may be quick, but an elongated discussion like tonight could be an agenda planning challenge.
Mayor pro Tem Boles thought it could be quick and can go over her questions with them.
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Attachment: Attachment A: Minutes of 5-27-2025 Special and Regular City Council Meeting (5968 : Approval of Minutes) City Council Regular Meeting 28 May 27, 2025
Councilmember Wright stated he has pages and pages too.
Councilmember Bier asked if Council will all be getting the answers to those questions.
Mayor pro Tem Boles stated there were questions sent to staff awaiting answers and some questions sent to Task Force Chair Meagher as well. She had a few other suggestions that she was planning to go over tonight and she is happy to do that.
City Manager Woodhouse stated, to clarify, there were questions submitted on the CARP that staff did not have time to respond in writing today but staff is prepared to respond to those.
Mayor pro Tem Boles referred to Packet page 612, E1.3, which talks about partnering with funding agencies to offer incentives. She thought it was important to add “and educate the public, especially income qualified homeowners”. She also had a question about E1.4, multifamily, which talked about green point rating especially for multi-family projects. There is no definition of multi-family and she did not know if townhouses and condos count. She felt it would be helpful to clarify the definition.
Community Development Director Updegrave stated that there is currently no definition of multifamily for planning purposes within the General Plan or the Zoning Ordinance. Staff would need to look at what the standards are in build green or green point to see if they have a definition. In adopting any kind of policies or regulations, that would probably be something we would need to determine or define. Generally, for land use purposes, multi-family is more than one unit. but it is typical to have definitions of that; that is something we would need to analyze and contact through the program and how the program is laid out.
Mayor pro Tem Boles wanted to make sure we are not missing the opportunity to ask for high green building standards for larger projects even if they are townhouses or condos.
Community Development Director Updegrave stated, if we were to adopt any kind of green building standards, that would be work that would need to be directed by Council and would come back to Council for review.
Mayor pro Tem Boles stated on packet page 616, T.I.11, regarding a TDM plan and Congestion Management Plan. TDM is about reducing the number of trips for a given project but then a Congestion Management Plan is what is needed to identify potential roadway improvements.
This policy talks about doing a TDM plan but then the performance indicators talk about a major California 1 Highway project. She thinks we either need to add the Congestion Management Plan or possibly take that out of Item C. She referred to packet page 627, R2.8, which did not make much sense to her, “plans for coastal erosion and storm surges by developing a policy that requires new or upgraded infrastructure to consider high risk zones” and then “the performance indicator policy in place, number of projects or structures constructed in high risk zone” makes it sounds like we want to build projects in high risk zones.
City Manager Woodhouse stated this is an example where the LCLUP governs this and he is not sure that this very specific action stated here is appropriate. Staff have to look at the LCLUP and see what it says but generally in this chapter the LCLUP is the guiding document.
Mayor Beckmeyer thanked her. She stated Councilmember Bier wanted to approve this tonight and she asked her if she understands the reasons why that might not be feasible.
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Attachment: Attachment A: Minutes of 5-27-2025 Special and Regular City Council Meeting (5968 : Approval of Minutes) City Council Regular Meeting 29 May 27, 2025
Councilmember Bier did not like it but she understands.
Mayor Beckmeyer asked adjourning to a date certain.
Management Analyst Brooks thought the suggestion was that staff bring back the redline version with these changes at the next feasible City Council meeting.
Councilmember Wright asked if the point of date certain was to not reopen public comment.
Mayor Beckmeyer stated no, it is to emphasize that we are not kicking it down the road.
Management Analyst Brooks asked if Council would consider, at that time, the revised scope of work and charter of the Task Force at that meeting potentially.
City Manager Woodhouse stated we can consider that. He stated tentatively scheduled on July 14 is the STR ordinance introduction. It is also the backup meeting for the Housing Element Zoning EIR which will be reviewed by Planning Commission on June 2. He stated that there were some variables there but we could be aspirational and it could be a combined item for the CARP adoption plus establishment of the Task Force. Discussion about the charter for the Task Force would make it longer. Those would be some of the factors.
Mayor Beckmeyer understood and asked if we can leave it with as soon as practicable.
Mayor pro Tem Boles asked, when it comes back, that we highlight what has changed.
City Manager Woodhouse asked Councilmembers to send staff any of their specific text changes to the CARP.
Councilmember Wright expressed how much he appreciates the work that was done and how valuable it is to this community.
Mayor Beckmeyer thought this Council is committed and we want to make sure we are being fair and reasonable in what we are committing to.
Mayor pro Tem Boles moved to continue the Climate Action and Resilience Plan discussion to a date uncertain; seconded by Mayor Beckmeyer.
CONTINUE MEETING TO A DATE UNCERTAIN
RESULT: ADOPTED [UNANIMOUS]
MOVER: Christine Boles, Mayor pro Tem
SECONDER: Sue Beckmeyer, Mayor
AYES: Beckmeyer, Boles, Bier, Espinosa, Wright
ADJOURN
Mayor Beckmeyer adjourned the meeting at 11:47 p.m.
Transcribed by Barbara Medina, Public Meeting Stenographer.
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Attachment: Attachment A: Minutes of 5-27-2025 Special and Regular City Council Meeting (5968 : Approval of Minutes) City Council Regular Meeting 30 May 27, 2025
Respectfully Submitted,
Sarah Coffey, City Clerk
__________________________
Sue Beckmeyer, Mayor
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Attachment: Attachment A: Minutes of 5-27-2025 Special and Regular City Council Meeting (5968 : Approval of Minutes)
CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
6/23/2025
1 SUBJECT:
Adoption of Resolution Repealing Resolution No. 39-2018 (a Resolution of Necessity) that was adopted to authorize the acquisition of 310 and 320 Esplanade Avenue, Pacifica RECOMMENDED ACTION:
Adopt Resolution Repealing Resolution No. 39-2018 (a Resolution of Necessity) that was adopted to authorize the acquisition of real property commonly known as 310 and 320 Esplanade Avenue, Pacifica, CA 94044 for the 310-330 Esplanade Avenue Infrastructure Preservation Project and finding that the public interest, convenience and necessity do not require acquisition of the property for the project.
STAFF CONTACT:
Kevin Woodhouse, City Manager
650-738-7409
[email protected]
Michelle Marchetta Kenyon, City Attorney
[email protected]
BACKGROUND/DISCUSSION:
On September 10, 2018, the City of Pacifica adopted a Resolution No. 39-2018 (a Resolution of Necessity) pursuant to Code of Civil Procedure section 1245.235 to authorize the acquisition of approximately 74,670 square feet of property commonly known as 310 and 320 Esplanade Avenue, Pacifica, CA 94044 (the “Property”) for the 310-330 Esplanade Avenue Infrastructure Preservation Project (the “Project”). Before adopting Resolution No. 39-2018, the City had the Property appraised. That appraisal estimated the Property’s fair market value at $76,500. After filing the eminent domain action, the City deposited $76,500 into the State of California Condemnation Fund as the deposit of probable just compensation.
On October 9, 2018, the City filed a condemnation action captioned City of Pacifica v. Tong et al., San Mateo Superior Court Case No. 18CIV05455 (“Tong Action”) to acquire the Property by eminent domain from fee owners Millard W. Tong and Alicia W. Tong, Trustees, U.D.T April 30, 1990 (“Tong”). On March 18, 2019, the City took prejudgment possession of the Property pursuant to Code of Civil Procedure section 1255.410 et seq.
On June 5, 2021, the Honorable Marie Weiner, following a bench trial, entered a judgment finding that just compensation for the Property was $2 million. On May 22, 2023, Judge Weiner ordered the City to increase the amount of the deposit of probable just compensation from $76,500 to $2 million. The City withdrew $1,923,500 from its Disaster Accounting Fund (Fund 38) to make the additional deposit of $1,923,500 into the State of California Condemnation Fund.
The City appealed the Judgment, but on December 18, 2024, the California Court of Appeal 2 Packet Pg. 37
Pacifica City Council 2
June 23, 2025
affirmed the Judgment.
On February 11, 2025, the City filed a timely notice of abandonment pursuant to Code of Civil Procedure section 1268.510(a). Tong filed the Motion to Set Aside the Abandonment on March 12, 2025. On June 4, 2025, the Honorable Nicole Healy denied Tong’s Motion to Set Aside the City’s Notice of Abandonment. Accordingly, the City is authorized to abandon the eminent domain action and to deliver possession of the Property back to Tong.
The City Manager and City Attorney’s office recommends that the Council adopt the attached Resolution repealing Resolution No. 39-2018 to formally declare and establish that the City no longer intends to acquire the Property for the Project through eminent domain, to remove any cloud on title associated with Resolution No. 39-2018 or the Tong Action, to authorize and direct that possession of the Property be delivered back to its fee owner, and to direct that the $2 million deposit of probable just compensation be withdrawn from the State of California Condemnation Fund.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Enhance organizational and fiscal stability.
ENVIRONMENTAL REVIEW:
This Resolution is not subject to California Environmental Quality Act (CEQA) pursuant to section 15061(b)(3) as the activity is covered by the common sense exemption that CEQA applies to projects which have the potential for causing a significant effect on the environment.
FISCAL IMPACT:
None
ORIGINATED BY:
City Manager's Office
ATTACHMENT LIST:
2 Packet Pg. 38
Pacifica City Council 3
June 23, 2025
RESOLUTION NO. ____-2025
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA REPEALING RESOLUTION NO. 39-2018 (A RESOLUTION OF NECESSITY) THAT WAS
ADOPTED TO AUTHORIZE THE ACQUISITION OF REAL PROPERTY COMMONLY KNOWN AS 310 AND 320 ESPLANADE AVENUE, PACIFICA, CA 94044 FOR THE 310-330
ESPLANADE AVENUE INFRASTRUCTURE PRESERVATION PROJECT AND FINDING
THAT THE PUBLIC INTEREST, CONVENIENCE AND NECESSITY DO NOT REQUIRE
ACQUISITION OF THE PROPERTY FOR THE PROJECT
WHEREAS, on September 10, 2018, the City of Pacifica adopted Resolution No. 39-2018 (a Resolution of Necessity) pursuant to Code of Civil Procedure section 1245.235 authorizing the acquisition of approximately 74,670 square feet of property commonly known as 310 and 320 Esplanade Avenue, Pacifica, CA 94044 (the “Property”) for the 310-330 Esplanade Avenue Infrastructure Preservation Project (the “Project”); and WHEREAS, prior to adopting Resolution No. 39-2018, the City caused the Property to be appraised. That appraisal estimated the Property’s fair market value at $76,500; and WHEREAS, on October 9, 2018, the City filed a condemnation action captioned City of Pacifica v. Tong et al., San Mateo Superior Court Case No. 18CIV05455 (“Tong Action”) to acquire the Property by eminent domain. The Property’s fee owners were Millard W. Tong and Alicia W. Tong, Trustees, U.D.T April 30, 1990 (“Tong”); and WHEREAS, on November 28, 2018 the City deposited $76,500 into the State of California Condemnation Fund as the deposit of probable just compensation pursuant to Code of Civil Procedure sections 1255.010 et seq.; and
WHEREAS, on March 18, 2019, the City took prejudgment possession of the Property pursuant to Code of Civil Procedure section 1255.410; and WHEREAS, on June 5, 2021, the Honorable Marie Weiner entered a judgment (“Judgment”) finding that that just compensation for the Property is $2 million; and WHEREAS, on May 22, 2023, Judge Weiner ordered the City to increase the amount of the deposit of probable just compensation from $76,500 to $2 million; and WHEREAS, on June 20, 2023, the City withdrew $1,923,500 from its Disaster Accounting Fund to make the deposit of the additional $1,923,500 into the State of California Condemnation Fund; and
WHEREAS, the City appealed the Judgment, but on December 18, 2024, the California Court of Appeal affirmed the Judgment; and
WHEREAS, on February 11, 2025, the City filed a notice of abandonment pursuant to Code of Civil Procedure section 1268.510(a) in the Tong Action; and 2 Packet Pg. 39
Pacifica City Council 4
June 23, 2025
WHEREAS, on March 12, 2025, Tong filed a Motion to Set Aside the City’s Notice of Abandonment; and
WHEREAS, on June 4, 2025, the Honorable Nicole Healy denied Tong’s Motion to Set Aside the City’s Notice of Abandonment; and
WHEREAS, the City now desires to repeal Resolution No. 39-2018, to deliver possession of the Property back to Tong, to thereby formally declare and establish that the City no longer intends to acquire the Property for the Project through eminent domain, to remove any cloud on the Property’s title associated with Resolution No. 39-2018 or the Tong Action, and to withdraw its $2 million deposit of probable just compensation from the State of California Condemnation Fund.
NOW, THEREFORE, after consideration of the information contained above as well as in the June 23, 2025, Agenda Staff Report.
IT IS HEREBY RESOLVED, that the City Council of the City of Pacifica finds, determines, and directs:
1. In light of the Judgment fixing just compensation for the Property at $2 million, the public interest, convenience and necessity do not require the acquisition of the Property for the Project.
2. Resolution No. 39-2018 is hereby repealed in its entirety.
3. The Council hereby directs and authorizes the City Manager and City Attorney to take all actions necessary to effectuate and finalize the abandonment of the Tong Action, to deliver possession of the Property back to Property’s owner, to remove any cloud on title associated with Resolution No. 39-2018 or the Tong Action, and to cause the City’s $2 million deposit of probable just compensation to be withdrawn from the State of California Condemnation Fund.
• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 23rd day of June, 2025, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Sue Beckmeyer, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney 2 Packet Pg. 40
CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
6/23/2025
1 SUBJECT:
Adoption of new job classifications and salary ranges for Economic and Housing Development Manager and Economic and Housing Development Specialist positions in alignment with the reorganization of the Economic Development Division included in the FY 2025-26 Budget.
RECOMMENDED ACTION:
Adopt a Resolution approving the new classifications of Economic and Housing Development Manager and Economic and Housing Development Specialist, and include both in the Unrepresented Management and Confidential Employees’ Resolution. Approval of these classifications is contingent on the City Council’s adoption of the FY 2025-26 Proposed Budget later in this meeting.
STAFF CONTACT:
Zach Harris, HR Manager
650-501-0443
[email protected]
Yulia Carter, Assistant City Manager
(650) 738-7301
[email protected]
BACKGROUND/DISCUSSION:
As discussed during the June 9, 2025 Budget Study Session, a reorganization of the Economic Development Division was approved for inclusion in the FY 2025-26 Proposed Budget. This reorganization is intended to better align the Division with the City’s Strategic Plan and FY 2025- 26 priorities, while also addressing Pacifica’s structural budget deficit and long-term fiscal sustainability. These changes are reflected in the FY2025-26 Proposed Budget that is being presented for adoption on June 23, 2025, and represent a strategic shift to integrate housing as a critical component of the City’s economic development strategy.
This reorganization was driven by multiple factors, including underperformance of projected revenue from recent tax measures, changes to the Short-Term Rental (STR) program that are projected to significantly reduce Transient Occupancy Tax (TOT) revenues, and the City’s continued structural deficit. In response to these trends, the City is prioritizing its focus on larger-scale, revenue-generating initiatives, such as mixed-use and housing development, and evaluating and creating financing tools, such as Enhanced Infrastructure Financing Districts (EIFDs), Community Facility Districts (CFDs), or Climate Resilience Districts (CRDs).
Recognizing that these efforts require a higher level of technical and policy expertise, the 3 Packet Pg. 41
Pacifica City Council 2
June 23, 2025
Council supported the reclassification of the current Economic Development Manager position into a limited one-year term Economic and Housing Development Specialist, and the creation of a new, permanent Economic and Housing Development Manager classification. Together, this new division’s structure is intended to:
• Support implementation of the City’s Housing Element; • Coordinate affordable housing development and manage agreements; • Lead mixed-use and economic development initiatives; and • Coordinate with developers, agencies, and regional partners on compliance and funding opportunities.
The limited-term Specialist role will ensure continued business support through programs like Shop Pacifica, business outreach, and the economic development education series while the permanent Manager classification is recruited and onboarded.
Salary ranges for each classification were developed through market benchmarks and internal alignment with comparable roles within the City's management structure and other San Mateo County jurisdictions.
Classification Monthly
Minimum
Monthly
Maximum
Economic and Housing Development Specialist (LT) $9,124 $11,051 Economic and Housing Development Manager $11,604 $15,479 Chapter 5 Article 4 - Personnel system of the Pacifica Municipal Code, establishes the procedures for the City Manager, as Personnel Officer that require the Council’s approval of any revisions to a classification plan covering all positions in the City service. Any new or revised classification is established upon adoption by the City Council. After the Council’s approval of new classifications and salary schedule, the City could proceed with the recruitment.
The classifications and salary ranges for these two positions were developed following a comprehensive review of essential duties, minimum qualifications, and Fair Labor Standards Act (FLSA) exemption status analysis in collaboration with the consulting team that recently prepared the citywide classification plan. Both classifications are aligned with the organizational structure in other departments and will be assigned to the Unrepresented Management and Confidential Group.
FISCAL IMPACT:
There is no additional fiscal impact associated with the approval of these classifications, as the new positions, as well as unfunding the existing Economic Development Manager position have been already included in the Proposed FY 2025-26 Budget as discussed during the last budget study session. The actual fiscal impact will be dependent on the selected candidate’s placement within the salary range and is expected to be lower than budgeted, due to the City’s practice of hiring at the mid-range and the time required to complete the recruitment process. 3 Packet Pg. 42
Pacifica City Council 3
June 23, 2025
ORIGINATED BY:
City Manager's Office
ATTACHMENT LIST:
Exhibit A: Proposed Job Classifications - Economic & Housing Development Manager & Specialist LT Positions (PDF)
3 Packet Pg. 43
Pacifica City Council 4
June 23, 2025
RESOLUTION NO. ____-2025
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA
APPROVING THE JOB CLASSIFICATIONS AND SALARY RANGES OF ECONOMIC AND
HOUSING DEVELOPMENT MANAGER AND ECONOMIC AND HOUSING DEVELOPMENT
SPECIALIST, AND ASSIGNING THESE CLASSIFICATIONS TO THE UNREPRESENTED
MANAGEMENT AND CONFIDENTIAL EMPLOYEE GROUP
WHEREAS, Chapter 5, Article 4 of the Pacifica Municipal Code establishes a civil service personnel system and procedures for the administration of personnel matters; and WHEREAS, said Chapter requires that the City Manager, as Personnel Officer, prepare and recommend to the City Council a position classification plan, class specifications, and revisions thereto; and
WHEREAS, said Chapter requires that personnel rules and policies be adopted by resolution of the City Council; and
WHEREAS, adding an Economic and Housing Development Manager job classification, and reclassifying the existing Economic Development Manager into a limited-term one-year Economic and Housing Development Specialist will improve the service delivery provided by the Economic Development; and
WHEREAS, these classifications reflect a strategic alignment with the City’s focus on revenue-generating initiatives, such as housing and mixed-use development, and support longterm fiscal sustainability.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pacifica, California, that the new proposed job classifications are hereby approved, and the City Manager or his designee is authorized to assign these classes to the Unrepresented Management and Confidential Employee Group.
• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 23rd day of June, 2025, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_____________________________________________
Sue Beckmeyer, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney 3 Packet Pg. 44
City of Pacifica
ECONOMIC AND HOUSING
DEVELOPMENT MANAGER
DEFINITION
Under general direction, organizes and implements an economic development program to promote the growth and development of the City’s economic base, assists in the retention and expansion of existing businesses, and seeks out new businesses for the City; is the staff lead to the City’s Economic and Community Development Committee. This is an at-will position.
DISTINGUISHING CHARACTERISTICS
The Economic and Housing Development Manager provides leadership to support a diverse business community and all economic and housing development activities. This class requires the employee to work well independently and cooperatively with the City Manager’s Office, city departments and the community to preserve and promote growth and development of the City’s economic base.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the Assistant City Manager. May exercise supervision of support, technical and professional staff.
ESSENTIAL FUNCTIONS - INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:
• Plans, directs and organizes City’s Housing and Economic Development programs and activities. • Develops strategy to achieve goals and objectives for Housing and Economic Development Program to the City Manager; monitors relevant local, state, and federal legislation. • Implements Pacifica Economic Development Strategic Plan in cooperation with the City Manager and Assistant City Manager, the business community and other key stakeholders. • Develops and implements the Economic Development Marketing Plan and provides leadership for active participation of the business community and residents in marketing the City to visitors and attracting new businesses.
• Prepares and maintains demographic and market data and trends; responds to inquiries regarding economic data and trends; develops and provides resources for retail, hotel, and other commercial development opportunities.
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Packet Pg. 45
Attachment: Exhibit A: Proposed Job Classifications - Economic & Housing Development Manager & Specialist LT Positions (5965 : New • Develops housing opportunities with developers, establishes loan opportunity marketing efforts and develops effective application review and approval process for rehabilitation loans and grants.
• Communicates the City’s redevelopment, housing and economic development strategies, programs and policies in meetings with individuals and public and private organizations. • Works to develop a business-friendly climate in the City, and organize and assist in developing processes which are responsive to the needs of the business community in coordination with other City departments.
• Actively engages with the business community and acts as liaison to the Pacifica Chamber of Commerce and other key stakeholders.
• Makes presentations regarding redevelopment, housing and economic development issues to the City Council, commissions, committees, citizen groups, and other agencies, relevant committees and civic groups; actively participates in various committees and task forces at the local, regional, and state levels.
• Makes presentations to the City Council, Planning Commission, Economic Development Committee, other agencies, and community groups.
• Represents the City in meetings with outside agencies and professional groups. • Performs duties as required.
QUALIFICATIONS
Knowledge of:
• Theory, principles and practices of economic, housing and community development, land development, land use economics, demographic research, and grant writing. • Concepts, precedents, principles, laws, practices, methods, standards, procedures, trends and innovations in the field of city planning, redevelopment, public administration, and urban economics; of relevant land use, physical design, environmental, and social concepts • Finance, marketing, local government, and general business administration. • State, federal and regional grant programs pertaining to economic and community development • Report preparation and data collection techniques.
Skill and Ability to:
• Communicate effectively in oral and written form.
• Make important judgments with regard to varied business matters of significance to the City. • Think analytically and creatively.
• Work independently and as part of a team
• Establish and maintain effective working relationships with local business leaders, business association officials, federal, state, local and regional economic development officials, City staff, City Council, Boards and Commissions and the general public.
EDUCATION AND EXPERIENCE
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
3.a
Packet Pg. 46
Attachment: Exhibit A: Proposed Job Classifications - Economic & Housing Development Manager & Specialist LT Positions (5965 : New Experience: Five (5) years of progressively responsible professional economic development experience with knowledge of economic development, housing, retail and commercial development, and marketing/marketing research.
Training: Equivalent to a Bachelor’s degree in business administration, public administration, economics, political science, urban planning or a related field. A Master’s degree from an accredited college or university with major coursework in public policy, real estate development, city or urban planning may substitute for one year of experience Licenses:
Possession of a valid California Driver’s License.
ADDITIONAL INFORMATION:
Physical Skills
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, to operate a motor vehicle, and to visit various City and meeting sites. Able to use standard office equipment, including a computer; sit, stand, walk, kneel, crouch, stoop, squat, crawl, twist, and climb; lift and carry 50 pounds; vision to read printed materials and a computer screen; hearing and speech to communicate in person, over the telephone, and to make public presentations.
Ability to drive safely to different sites and locations; maintain a safe driving record; work protracted and irregular hours; attend evening meetings as needed.
Work Environment
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
Job Title: Economic and Housing Development Manager
Reports To: Assistant City Manager
Job Type: Full-time (40 hours per week / 2080 hours per year) FLSA Status: Exempt
Bargaining Unit: UNREP
Adopted:
3.a
Packet Pg. 47
Attachment: Exhibit A: Proposed Job Classifications - Economic & Housing Development Manager & Specialist LT Positions (5965 : New City of Pacifica
ECONOMIC AND HOUSING
DEVELOPMENT SPECIALIST
LIMITED TERM
DEFINITION
Under general supervision, assists in the design and implementation of housing, economic and community development programs that will benefit the City; to assist property owners in acquiring loans and grants for financing home improvements; to process housing and commercial loans and grants; to manage assigned projects
DISTINGUISHING CHARACTERISTICS
This is the journey level class within the Housing and Economic and Housing Development Specialist series. Employees perform the full range of duties as assigned. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Economic and Housing Development Manager.
May exercise technical or functional supervision over less experienced staff.
ESSENTIAL FUNCTIONS - INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:
• Implements and monitors economic and housing development programs and projects. • Prepares studies, business surveys, and other documents for the Economic and Housing Development program;
• Conducts research and analysis and prepares reports, memorandums, and letters on assigned programs or projects.
• Researches and identifies grants, prepares grant application documents, processes received awards, and monitors grant compliance.
• Acts as a liaison with local businesses to maintain an accurate and current inventory of businesses within the community.
• Conducts financial analysis of proposed real estate and business development projects. • Assists with the development and implementation of business recruitment strategies.
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Attachment: Exhibit A: Proposed Job Classifications - Economic & Housing Development Manager & Specialist LT Positions (5965 : New • Assists with the marketing and promotion of City programs and events; prepares informational • materials for business community outreach and engagement. • Reads, understands, and explains complex legislation, regulations, ordinances, contracts, and financial documents.
• Provides technical assistance to various parties and groups, such as small business owners, business associations, citizen groups and other City departments and divisions, related to the City’s economic and housing development programs and projects. • Assists in the coordination of the City’s economic and housing development activities and efforts with other public agencies, business community, and community groups. • Establishes and maintains work plans, expenditure reports, and project schedules, and monitors for
• compliance with local, state, and federal regulations. • Assists with or manages special programs and projects as assigned. • Performs other duties as assigned.
QUALIFICATIONS
Knowledge of:
• Principles and practices of economic, community and housing development. • Federal, state, local, and other resources for economic, community and housing development and business assistance.
• Applicable City, local, state, and federal ordinances, guidelines, codes, laws and regulations pertinent to economic, community and housing development. • Principles and practices of marketing and marketing research; implementation of marketing and • outreach efforts.
• Principles and practices of business finance, budgeting, and business arithmetic. • Grants preparation and monitoring.
• Principles and practices of research and analysis methods. • Business retention, expansion, and attraction methods. • Principles and practices of negotiation methods and contract administration. • Principles of economic development opportunities and challenges in the San Francisco Bay Area.
Skill/Ability to:
• Read, understand, interpret, and apply applicable City, local, state, and federal ordinances, guidelines, codes, legislation, laws and regulations pertinent to economic development. • Perform research and collect and analyze data, including financial analysis and technical information.
• Assist with negotiations with building owners, contractors, and developers and develop appropriate contracts for programs and projects.
• Prepare clear, effective, and accurate reports, correspondence, and other written materials. • Establish and maintain cooperative-working relationships with those contacted in the course of work.
• Develop effective marketing and outreach materials and programs. • Maintain complete and accurate records.
• Set priorities, meet deadlines, and make sound decisions on a variety of matters. • Represent the City effectively in contacts with elected officials, representatives of other agencies, City departments, and the public.
• Communicate effectively, both orally and in writing, to assimilate, understand, and convey information
• Operate a personal computer and its associated applications.
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Attachment: Exhibit A: Proposed Job Classifications - Economic & Housing Development Manager & Specialist LT Positions (5965 : New Experience and Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Three years of progressively responsible experience involving economic development, housing, retail and commercial development, and marketing/marketing research.
Training:
Equivalent to a Bachelor’s degree in business administration, public administration, economics, political science, urban planning or a related field. A Master’s degree from an accredited college or university with major coursework in public policy, real estate development, city or urban planning may substitute for one year of experience.
Licenses and Certification
Possess and maintain a valid California Driver’s license.
ADDITIONAL INFORMATION:
Physical Skills
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, to operate a motor vehicle, and to visit various City and meeting sites. Able to use standard office equipment, including a computer; sit, stand, walk, kneel, crouch, stoop, squat, crawl, twist, and climb; lift and carry 50 pounds; vision to read printed materials and a computer screen; hearing and speech to communicate in person, over the telephone, and to make public presentations.
Ability to drive safely to different sites and locations; maintain a safe driving record; work protracted and irregular hours; attend evening meetings as needed.
Work Environment
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
Job Title: Economic and Housing Development Specialist
Reports To: Economic and Housing Development Manager
Job Type: Full-time (40 hours per week / 2080 hours per year) FLSA Status: Exempt
Bargaining Unit: UNREP
Adopted:
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Attachment: Exhibit A: Proposed Job Classifications - Economic & Housing Development Manager & Specialist LT Positions (5965 : New
CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
6/23/2025
1 SUBJECT:
Agreement to terms with the Pacifica School District for rental space for Child Care services in the amount of $190,828 for the 2025-2026 school year.
RECOMMENDED ACTION:
Adopt a Resolution to Approve the Agreement between the City of Pacifica and the Pacifica School District to provide extended child care services during the 2025-2026 school year and to utilize certain school facilities for those services in the amount of $190,828; authorize the City Manager to execute the agreement; and find the adoption of the agreement exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 15301.
STAFF CONTACT:
Scott Leslie, Parks, Beaches and Recreation Director
(650) 446-4683
[email protected]
BACKGROUND/DISCUSSION:
The City of Pacifica has historically partnered with the Pacifica School District to provide extended childcare and preschool services at various elementary school campuses. These services support families by offering before- and after-school care, as well as programming during school holidays and breaks. As part of the agreement with the Pacifica School District for extended childcare services, the City pays Pacifica School District for the use of certain designated facilities for the services.
This year’s agreement reflects a waiver of costs for the Cabrillo School in July due to a scheduled construction project. Additionally, Ocean Shore School will only be utilized through the summer, as students are expected to transition to the Sunset Ridge campus in August.
The existing agreement expires on June 30, 2025. Staff has worked with the district to negotiate the terms of the 2025-2026 agreement, which continues this collaborative partnership.
The proposed agreement covers the following school sites:
• Cabrillo School (601 Crespi Dr.): Three portable classrooms; rent waived for July 2025 due to site construction
• Ocean Shore School (411 Oceana Blvd.): Two portable classrooms available July 1- August 31, 2025 only
• Sunset Ridge School (340 Inverness Dr.): Three portable classrooms • Vallemar School (377 Reina Del Mar): Five portable classrooms plus Band Room F2 4 Packet Pg. 51
Pacifica City Council 2
June 23, 2025
Monthly compensation to the District is based on square footage and use, as follows:
School Site Monthly Rent
Cabrillo $3,538 (excluding July)
Ocean Shore $2,359 (for July-August only)
Sunset Ridge $3,538
Vallemar $8,728
The agreement maintains all key responsibilities, insurance requirements, and operating conditions from prior years. The City will continue to provide childcare services in accordance with state licensing standards and Pacifica School District policies. The agreement also includes protocols for maintenance responsibilities, utility costs, custodial services, internet access, and insurance.
ALTERNATIVE ACTION:
Staff could be directed to renegotiate specific terms with the Pacifica School District.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
This action helps support youth services, which is a component of A Healthy and Compassionate Community.
FISCAL IMPACT:
The total cost associated with this agreement is $190,828 which will be covered by program revenue from the City's childcare services. The agreement terms remain within the FY 2025- 2026 Child Care Division budget.
ORIGINATED BY:
Parks, Beaches & Recreation Department
ATTACHMENT LIST:
Attachment A: City of Pacifica Annual Contract 2025-2026. Final (PDF) 4 Packet Pg. 52
Pacifica City Council 3
June 23, 2025
RESOLUTION NO. ______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING THE 2025–2026 AGREEMENT WITH PACIFICA SCHOOL DISTRICT FOR EXTENDED CHILD
CARE SERVICES AND TO UTILIZE CERTAIN SCHOOL FACILITIES FOR THOSE SERVICES IN THE AMOUNT OF $190,828; AUTHORIZE THE CITY MANAGER TO EXECUTE THE AGREEMENT; AND FIND THE APPROVAL OF THE AGREEMENT EXEMPT
FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) PURSUANT TO CEQA GUIDELINES SECTION 15301
WHEREAS, the City of Pacifica (“City”) has a longstanding partnership with the Pacifica School District (“District”) to provide licensed before- and after-school childcare and preschool services on District campuses; and
WHEREAS, the City and the District wish to continue this partnership for the 2025–2026 school year through an agreement for extended childcare services that allows the City to use facilities at Cabrillo, Ocean Shore, Sunset Ridge, and Vallemar Schools for extended childcare programming; and
WHEREAS, the proposed agreement specifies terms of the service, monthly compensation for the use of the facilities, facility responsibilities, insurance requirements, and the scope of services to be provided by the City;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pacifica that:
1. The approval of the 2025–2026 Agreement with Pacifica School District for Use of School District Facilities for Extended Child Care Services is not subject to review under the California Environmental Quality Act (CEQA) pursuant to Public Resources Code Section 21000, et seq. and the CEQA Guidelines (14 Cal. Code Regs. §§ 15000 et. seq.), including but not limited to section 15301 (Class 1-Existing Facilities) as this agreement involves negligible or no expansion of existing use.
2. The City Council hereby approves the Agreement between the City of Pacifica and Pacifica School District for the 2025–2026 school year, as attached hereto, in the amount of $190,828.
3. The City Council authorizes the City Manager or designee to execute the agreement and any related documents necessary to implement this action. • • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 23rd day of June, 2025, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________________
4 Packet Pg. 53
Pacifica City Council 4
June 23, 2025
Sue Beckmeyer, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney 4 Packet Pg. 54
1 CONTRACT BETWEEN THE CITY OF PACIFICA AND THE
PACIFICA SCHOOL DISTRICT
ELEMENTARY SCHOOL SITES
FOR EXTENDED CHILD CARE SERVICES
This Contract is entered into July 1, 2025, by and between the Pacifica School District, hereinafter known as “DISTRICT”, and City of Pacifica, hereinafter known as “CONTRACTOR”, a municipal corporation.
RECITALS
WHEREAS, the DISTRICT desires certain extended child care services (“Services”), as more fully described in Exhibit “A”, and
WHEREAS, DISTRICT desires to engage CONTRACTOR, including its employees, if any, in providing the Services by reason of its qualifications and experience in performing such Services, and CONTRACTOR has offered to provide the Services on the terms and in the manner set forth herein; WHEREAS, the DISTRICT and CONTRACTOR desire to enter into this partnership to provide child care services to further educate and benefit the students of the District.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Contract, the parties agree:
SECTION 1. TERM
1.1 The term of this Contract shall be one (1) year, commencing on July 1, 2025 and terminating on June 30, 2026, unless terminated sooner as provided in this contract.
1.2 The obligation of CONTRACTOR to perform the Services will commence in accordance with the time schedule set forth in Exhibit “A”. Time is of the essence of this Contract.
1.3 Both parties may agree to extend the term of the contract for additional periods of one year, subject to all of the provisions of this Contract. Each party will notify each other by April 15th of the current year of its intent to renew this contract.
1.4 DISTRICT agrees to provide to CONTRACTOR the following collectively referred to as “PREMISES”:
A. At the Cabrillo School, located at 601 Crespi Drive, in Pacifica, California, DISTRICT shall provide to CONTRACTOR three DISTRICT-owned portable buildings which are habitable for occupancy and use for providing Services, and the land on which they are located, constituting approximately 2,880 square feet.
CONTRACTOR will not be charged for Cabrillo School site during the month of July
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Attachment: Attachment A: City of Pacifica Annual Contract 2025-2026. Final (5961 : 2025/26 Lease Agreement with the PSD for Child Care 2 2025 due to school site construction.
B. At Ocean Shore School, located at 411 Oceana Blvd., in Pacifica, California, DISTRICT shall provide to CONTRACTOR two DISTRICT-owned portable buildings which are habitable for occupancy and use for providing Services, and the land on which they are located, constituting approximately 1,920 square feet, at a mutually agreed upon site. CONTRACTOR to utilize Ocean Shore space from July 1, 2025 through August 31, 2025 only.
C. At the Sunset Ridge School, located at 340 Inverness Way in Pacifica, California, DISTRICT shall provide to CONTRACTOR three DISTRICT-owned portable buildings which are habitable for occupancy and use for providing Services, and the land on which they are located, constituting approximately 2,880 square feet, at a mutually agreed upon site.
D. At the Vallemar School, located at 377 Reina Del Mar, in Pacifica, California, DISTRICT shall provide to CONTRACTOR five DISTRICT-owned portable buildings which are habitable for occupancy and use for providing Services, and the land on which they are located, constituting approximately 4,800 square feet, at a mutually agreed upon site. CONTRACTOR will also utilize Band Room F2 at Vallemar School which is an additional 1,151 square feet of program space.
E. In consideration for use of the above mentioned space, CONTRACTOR shall compensate DISTRICT on a monthly basis as follows:
a. For the portion of the PREMISES described in Section 1.4 (a): $3,538. b. For the portion of the PREMISES described in Section 1.4 (b): $2,359. c. For the portion of the PREMISES described in Section 1.4 (c): $3,538. d. For the portion of the PREMISES described in Section 1.4 (d): $8,728.
SECTION 2. QUALIFICATIONS, STATUS, AND DUTIES OF CONTRACTOR
2.1 CONTRACTOR represents and warrants that it has the expertise and professional qualifications to furnish or cause to be furnished the Services. CONTRACTOR further represents and warrants that the project director and every individual charged with the performance of the Services under this Contract are duly licensed or certified by the State of California, to the extent such licensing or certification is required by law to perform the Services.
2.2 In reliance on the representation and warranty set forth in Section 2.1, the District retains CONTRACTOR to perform, and CONTRACTOR covenants and agrees that it will furnish or cause to be furnished, the Services.
2.3 CONTRACTOR will assign a site manager to have supervisory responsibility for the performance, progress, and execution of the services at each site.
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Attachment: Attachment A: City of Pacifica Annual Contract 2025-2026. Final (5961 : 2025/26 Lease Agreement with the PSD for Child Care 3 2.4 CONTRACTOR represents and warrants that it will:
2.4.1 Procure all permits and licenses, pay all charges and fees, and give all notices, which may be necessary and incidents to the due and lawful prosecution of the Services.
2.4.2 Keep itself fully informed of all existing and future Federal, State of California, and local laws, ordinances, regulations, orders, and decrees which may affect those engaged or employed under this Contract, any materials used in CONTRACTOR’S performance under this Contract, or the performance of the Services;
2.4.3 At all times observe and comply with, and cause its employees and contractors (and consultants), if any, who are assigned to the performance of this Contract to observe and comply with the laws, ordinances, regulations, orders and decrees mentioned above; and
2.4.4 Report immediately to the DISTRICT Chief Business Official, in writing, any discrepancy or inconsistency it discovers in the laws, ordinances, regulations, orders, and decrees mentioned above in relation to providing the Services.
2.5 CONTRACTOR will be responsible for employing or engaging all persons necessary to perform the Services. All employees of CONTRACTOR will be deemed to be directly controlled and supervised by CONTRACTOR, which will be responsible for their performance. If any employee of CONTRACTOR fails or refuses to carry out the provisions of this Contract or appears to be incompetent or to act in a disorderly or improper manner, the employee will be disciplined in an appropriate manner.
SECTION 3. DUTIES OF THE DISTRICT
3.1 The Superintendent will represent DISTRICT for all purposes under this Contract. The Chief Business Official is designated as the project manager for the Superintendent. The project manager will supervise the performance, progress, and execution of the Services.
3.2 It shall be the responsibility of the project manager to establish general policies and guidelines, and mediate disputes among CONTRACTOR, parents, parent representatives, and the DISTRICT.
3.3 CONTRACTOR shall furnish to DISTRICT all data, statements, records, information, and reports reasonably necessary to DISTRICT to monitor, review, and evaluate the performance of CONTRACTOR’S services hereunder.
3.4 In the event DISTRICT should determine from any source, including but not limited to information submitted by CONTRACTOR under this Contract or any evaluation report from any source, that there is a condition, which requires investigation or correction, the DISTRICT will meet formally with CONTRACTOR to discuss the condition. The
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Attachment: Attachment A: City of Pacifica Annual Contract 2025-2026. Final (5961 : 2025/26 Lease Agreement with the PSD for Child Care 4 DISTRICT may then forward to CONTRACTOR requests for corrective action. Such requests shall indicate the nature of the issues which are to be reviewed to determine the need for corrective action and may include a recommendation as to the appropriate corrective action. Within thirty (30) days of DISTRICT’S request, CONTRACTOR shall submit its response, which shall include its views of the problems and proposed action, if any. Upon requests of either party, the parties shall meet to discuss any such request and response within the thirty (30) day period specified.
3.5 For DISTRICT owned buildings and portables, the DISTRICT shall be responsible for maintenance of roof, exterior doors, exterior walls, plumbing and electrical systems, flooring and heating systems (if operable at time PREMISES are leased), and foundations; unless damage to any of the items listed herein is caused in part or in whole by the act, neglect, fault or omission of any duty by CONTRACTOR, its employees, agents, invitees, licenses or contractors, in which case CONTRACTOR shall be responsible for the cost of such repairs. DISTRICT shall at all times, maintain the PREMISES in good and safe condition. DISTRICT shall be responsible for all repairs required. DISTRICT shall provide facilities equipped with necessary amenities including, but not limited to, running water (hot and cold), sinks, toilets, playground structures, fenced yard as required by local laws, ordinances, regulations for CONTRACTOR to perform services stated in the contract.
3.6 CONTRACTOR shall pay for utility service to CONTRACTOR owned portable buildings. Contractor shall pay for garbage collection services for all premises.
3.7 DISTRICT shall pay for utility service to DISTRICT-owned buildings and portable buildings.
3.8 DISTRICT shall provide internet access for Vallemar, Sunset Ridge and Ocean Shore Schools.
3.9 CONTRACTOR shall pay for internet access for Cabrillo School.
3.10 The CONTRACTOR shall obtain written permission in advance from the DISTRICT for any physical modification of any interior or exterior space. This includes attachments to floors, ceilings, walls, doors, and any modification to electrical and mechanical systems or door locks.
SECTION 4. RESPONSIBILITIES OF CONTRACTOR
4.1 CONTRACTOR will furnish or cause to be furnished the specified services set forth in Exhibit “A” and such other information regarding its requirements as may be reasonably requested by DISTRICT. CONTRACTOR shall have sole discretion to determine the manner and method of provision of services.
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Attachment: Attachment A: City of Pacifica Annual Contract 2025-2026. Final (5961 : 2025/26 Lease Agreement with the PSD for Child Care 5 4.2 CONTRACTOR shall ensure that all services offered under this Contract shall be secular in nature. CONTRACTOR shall further ensure that it shall refrain from offering religious instruction, worship, or other religious activities while providing child care services, in accordance with the provision of the California and United States Constitution.
4.3 CONTRACTOR shall make all arrangements for and pay for all custodial work required to maintain PREMISES in clean, orderly, and sanitary condition at all times during the term of this Contract.
4.4 If CONTRACTOR does not maintain PREMISES in clean, orderly, and sanitary condition, DISTRICT may, but shall not be obligated to, have the PREMISES cleaned and charge all costs associated with such cleaning to the CONTRACTOR.
4.5 For CONTRACTOR owned portables, the CONTRACTOR shall be responsible for maintenance of roof, exterior doors, exterior walls, plumbing and electrical systems, and heating systems (if operable at time PREMISES are leased), and foundations.
CONTRACTOR shall at all times, maintain the PREMISES in good and safe condition.
CONTRACTOR shall be responsible for all repairs required.
4.6 DISTRICT will not be responsible for any loss, inconvenience, annoyance, or damage to CONTRACTOR because of such cleaning.
4.7 CONTRACTOR will be responsible for the security of the building space it uses and shall not hold the DISTRICT responsible for any theft or damage property. In addition, if DISTRICT property is damaged or stolen due to a negligent act of the CONRACTOR, its employees, agents, contractors, parents, and students, the CONTRACTOR shall be responsible for its repair or replacement.
4.8 CONTRACTOR shall provide the DISTRICT access to the property for maintenance and other inspection purposes.
4.9 The CONTRACTOR will obey all laws and policies that govern school district property including those laws and policies applying to possession and use of alcohol and tobacco (such as, for example, Board Policy 3513.3, Tobacco-Free Schools). The CONTRACTOR will follow all California Education Code and other local, state, and federal laws and policies that pertain to school property.
SECTION 5. COST OF SERVICES OFFERED BY CONTRACTOR
5.1 The CONTRACTOR shall at all times maintain a written schedule setting forth operating hours and operating procedures for each required and optional use provided on or from the PREMISES. A schedule of prices charged for all services related to the required and optional use of this CONTRACT shall be maintained. A copy of such written schedules or procedures shall be made available upon written request.
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Attachment: Attachment A: City of Pacifica Annual Contract 2025-2026. Final (5961 : 2025/26 Lease Agreement with the PSD for Child Care 6 If DISTRICT or CONTRACTOR feels the other is not maintaining or meeting their obligation under this contract, there will be a meeting to resolve any issues.
If parties are unable to resolve the issue in that meeting, the matter shall be submitted to mediation by an independent third party.
SECTION 6. INDEMNITY
6.1 It is agreed that the CONTRACTOR shall defend, hold harmless and indemnify the DISTRICT, its officers, agents and/or employees from any and all liability, damage, cost, expense, and/or claims for injuries to persons and/or damage to property which arise from the CONTRACTOR’S use of the PREMISES (including ingress and egress to the PREMISES), and for such liability, damage, cost, expense, and/or claims arising from the negligent acts or omissions of the CONTRACTOR, its officers, agents and/or employees.
6.2 It is agreed that the DISTRICT shall defend, hold harmless and indemnify the CONTRACTOR, its officers, agents and/or employees from any and all liability, damage, cost, expense, and/or claims for injuries to persons and/or damage to property which arise from the DISTRICT’S use of the PREMISES (including ingress and egress to the PREMISES), and for such liability, damage, cost, expense, and/or claims arising from the negligent acts or omissions of the DISTRICT, its officers, agents and/or employees.
6.3 The duty to indemnify and hold harmless shall include the duty to defend set forth in California Civil Code Section 2778.
SECTION 7. WAIVERS
7.1 The waivers by either party of any breach or violation of any covenant, term, condition or provision of this Contract, or of the provisions of any ordinance or law, will not be deemed to be a waiver of any other term, covenant, condition provisions, ordinance or law, or of any subsequent breach or violation of the same or of any other term, covenant, condition, provision, ordinance or law. The subsequent acceptance by either party of any fee or other money, which may become due hereunder, will not be deemed to be a waiver of any preceding breach or violation by the other party of any term, covenant, condition or provision of this CONTRACTOR or of any applicable law or ordinance.
7.2 No payment, partial payment, acceptance, or partial acceptance by DISTRICT will operate as a waiver on the part of DISTRICT of any of its rights under this Contract.
SECTION 8. INSURANCE
8.1 CONTRACTOR, at its sole cost and expense, will obtain and maintain, in full force and effect during the term of this Contract, personal liability insurance coverage of not less than two million dollars ($2,000,000) insuring not only CONTRACTOR and its
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Attachment: Attachment A: City of Pacifica Annual Contract 2025-2026. Final (5961 : 2025/26 Lease Agreement with the PSD for Child Care 7 contractors, if any, but also, with the exception of workers’ compensation, employer’s liability, and professional liability insurance, naming DISTRICT as an additional insured concerning CONTRACTOR’S performance under this Contract. DISTRICT acknowledges that CONTRACTOR is self-insured and may fulfill the obligation of this Section through its self-insurance pool administrator.
8.2 Any and all contractors of CONTRACTOR retained to perform Services under this Contract will obtain and maintain, in full force and effect during the term of this Contract, identical insurance coverage, naming DISTRICT as an additional insured under such policies as required above.
8.3 Certificates of such insurance will be filed with DISTRICT concurrently with the execution of this Contract. The certificates will be subject to the approval of DISTRICT’S Chief Business Official and will contain an endorsement stating that the insurance is primary coverage and will not be canceled or altered by the insurer except after filing with the DISTRICT’S Chief Business Official thirty (30) days’ prior written notice of such cancellation or alteration, and that the Pacifica School District is named as an additional insured except in policies of workers’ compensation, employer’s liability, and professional liability insurance. Current certificates of such insurance will always be kept on file during the term of this Contract with the Chief Business Official.
8.4 The procuring of such required policy or policies of insurance will not be construed to limit CONTRACTOR’S liability hereunder nor to fulfill the indemnification provisions of this Contract.
SECTION 9. WORKERS’ COMPENSATION
9.1 CONTRACTOR, by executing this contract, certifies that it is aware of the provisions of the Labor Code of the State of California which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that Code, and certifies that it will comply with such provisions, as applicable, before commencing the performance of the Services.
SECTION 10. TERMINATION OR SUSPENSION OF CONTRACT OR SERVICES
10.1 The Superintendent may suspend the performance of the Services, in whole or in part, or terminate this Contract, with cause, by giving ninety (90) days’ prior written notice thereof to CONTRACTOR.
10.2 CONTRACTOR may terminate this Contract or suspend its performance of the Services by giving ninety (90) days’ prior written notice thereof to DISTRICT, but only in the event of a substantial failure of performance by DISTRICT or in the event DISTRICT indefinitely withholds or withdraws its request for the initiation or continuation of the Services to be performed or if the City of Pacifica ceases providing child care services.
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Attachment: Attachment A: City of Pacifica Annual Contract 2025-2026. Final (5961 : 2025/26 Lease Agreement with the PSD for Child Care 8 SECTION 11. ASSIGNMENT
11.1 CONTRACTOR will not assign, transfer, convey or otherwise dispose of this Contract or any right, title or interest in or to the same or any part thereof without the prior written consent of DISTRICT. A consent to one assignment will not be deemed to be a consent to any subsequent assignment. Any assignment made without the approval of the Superintendent will be void and, at the option of the Superintendent, this Contract may be terminated. This Contract will not be assignable by operation of law.
SECTION 12. NOTICES
12.1 All notices hereunder will be giving in writing and mailed, postage prepared, by certified mail, and addressed as follows:
To DISTRICT: Office of the Superintendent
Pacifica School District
375 Reina Del Mar
Pacifica, CA 94044
To CONTRACTOR: Tracy Gilbert, Supervisor of Child Care Services City of Pacifica
540 Crespi Drive
Pacifica, CA 94044
SECTION 13. CONFLICT OF INTEREST
13.1 In accepting this Contract, CONTRACTOR covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services.
13.2 CONTRACTOR further covenants that, in the performance of this Contract, it will not employ any contractor or persons having such an interest. CONTRACTOR certifies that no person who has or will have any financial interest under this Contract is an officer or management employee of DISTRICT. This provision will be interpreted in accordance with the applicable provisions of the Government Code of the State of California.
SECTION 14. NONDISCRIMINATION
14.1 As set forth in DISTRICT Policy, no discrimination will be made in the employment of any person under this Contract because of the age, race, color, national origin, ancestry,
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Attachment: Attachment A: City of Pacifica Annual Contract 2025-2026. Final (5961 : 2025/26 Lease Agreement with the PSD for Child Care 9 religion, disability, sexual preference or gender of that person. CONTRACTOR agrees to meet all requirements of the DISTRICT Policy pertaining to nondiscrimination in employment, including completing the requisite form furnished by DISTRICT.
14.2 If CONTRACTOR is found in violation of the nondiscrimination provisions of the State of California Fair Employment Practices Act or similar provisions of Federal law or executive order in the performance of this Contract, it will be in default of this Contract.
Only a finding of the State of California Fair Employment Practices Commission or the equivalent federal agency or officer will constitute evidence of a breach of this Contract.
SECTION 15. MISCELLANEOUS PROVISIONS
15.1 CONTRACTOR and DISTRICT represents and warrants that it has knowledge of the requirements of the Americans with Disabilities Act of 1990, and the Government Code and the Health and Safety Code of the State of California, relating to access to public buildings and accommodations for disable persons, and relating to facilities for disabled persons. CONTRACTOR and DISTRICT will comply with or ensure by its advice that compliance with such provisions will be effected in the performance of this Contract.
15.2 This Contract will be governed by the laws of the State of California, excluding its conflicts of law.
15.3 In the event that an action is brought, the parties agree that trial of such action will be vested exclusively in the state courts of California or in the United States District Court for the Northern District of California in the County of San Mateo, State of California.
15.4 The prevailing party in any action brought to enforce the provisions of this Contract may recover its reasonable costs and attorney’s fees expended in connection with that action.
15.5 This document represents the entire and integrated agreement between parties and supersedes all prior negotiations, representations, and contracts, either written or oral.
This document may be amended only by a written instrument, which is signed by the parties.
15.6 All provisions of this Contract, whether covenants or conditions, will be deemed to be both covenants and conditions.
15.7 The covenants, terms, conditions and provisions of this Contract will apply to, and will bind, the heirs, successors, executors, administrators, assignees, and contractors, as the case may be, of the parties.
15.8 If a court of competent jurisdiction finds or rules that any provision of this Contract or any amendment thereto is void or unenforceable, the unaffected provisions of this Contract and any amendments thereto will remain in full force and effect.
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Attachment: Attachment A: City of Pacifica Annual Contract 2025-2026. Final (5961 : 2025/26 Lease Agreement with the PSD for Child Care 10 15.9 All exhibits referred to in this Contract and any addenda, appendices, attachments, and schedules which, from time to time, may be referred to in any duly executed amendment hereto are by such reference incorporated in this Contract and will be deemed to be a part of this Contract.
15.10 This Contract may be executed in any number of counterparts, each of which will be an original, but all of which together will constitute one and the same instrument.
IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Contract on the date first above written.
ATTEST
For DISTRICT
(Pacifica School District)
By:
DeWayne Davis
Chief Business Official
For CONTRACTOR
(City of Pacifica.)
By:
ATTACHMENTS:
EXHIBIT “A”: Scope of Services for Providers of Extended Child Care Services
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Attachment: Attachment A: City of Pacifica Annual Contract 2025-2026. Final (5961 : 2025/26 Lease Agreement with the PSD for Child Care 11 EXHIBIT “A”
SCOPE OF SERVICES FOR PROVIDERS OF
EXTENDED CHILD CARE AND PRESCHOOL SERVICES AT
PACIFICA SCHOOL DISTRICT
ELEMENTARY SCHOOL SITES
2025-2026
SERVICES: Under this Agreement, The City of Pacifica shall provide extended child care services to the child(ren) of families at Cabrillo, Ocean Shore, Sunset Ridge, and Vallemar School site(s), located on property owned by the Pacifica School District. Services shall be furnished as specified in this Exhibit “A”: Scope of Services for Providers of Extended Child Care and Preschool Services at Pacifica School District Elementary School Sites.
The extended child care program shall admit children currently enrolled in Grades Transitional Kindergarten through Grade Eight (8) in the Pacifica School District on a priority basis, but may also admit others on a space available basis.
PROGRAM GOALS:
1. To offer affordable child care services to child(ren) of families enrolled in Pacifica School District elementary schools.
2. To provide parents with access to licensed child care services year-round including Pacifica School District school holidays, school vacations, and staff development days.
3. To provide a quality program which seeks to maintain standards set forth by the National Association for the Education of Young Children (NAEYC) and the National School Age Child Care Alliance.
PROGRAM SPECIFICATIONS:
1. Program Schedule.
Services rendered shall include before-and after-school care and preschool care. Program schedule shall be operable daily throughout the year, including school holidays and vacation periods except for holidays, which are recognized by the Pacifica School District. a. Regular School Days
The designated hours of operation for extended child care services on regular school days shall commence not earlier than 6:30 a.m. but not later than 7:30 a.m. and shall operate until the scheduled start of school at the site. The contractor shall reopen at the earliest scheduled end of the school day and shall remain open until at least 6:00 p.m. but not later than 6:30 p.m.
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Attachment: Attachment A: City of Pacifica Annual Contract 2025-2026. Final (5961 : 2025/26 Lease Agreement with the PSD for Child Care 12 Regular school days are defined as Monday through Friday except holidays recognized by the Pacifica School District, PSD vacations, and PSD staff development days.
It is understood that the contractor shall have exclusive use of the site while child care programs are in session. When the site is not in use by the contractor, the DISTRICT, or its agents or assigns, may use the site for academic curriculum or other DISTRICT purposes upon reasonable notice to contractor. DISTRICT shall assume any and all liability for damages to property owned by contractor while using the facilities and shall indemnify and hold harmless contractor from injuries of any variety to all persons, which may occur while the facilities are in use by the DISTRICT or its personnel or agents. b. Holidays
Services shall be offered as outlined in this Exhibit “A”: Scope of Services for Extended Child Care Services at Pacifica School District Elementary School Sites, with the only exception being holidays recognized by the Pacifica School District. Contractor shall have the option to close all facilities for one week each summer. c. School Holidays
The designated hours of operation for extended child care services on school holidays (including winter and spring breaks and summer vacation) shall be 7:00 a.m. to 6:00 p.m. d. Consolidation of Services
The contractor may consolidate services with another licensed or legally exempt school age contractor during school vacations and summer periods when enrollment or attendance is low. Programs may close for the purpose of offering staff development or inservice training for child care staff. All such closings are subject to approval by the DISTRICT’S project manager.
e. Location of Summer Program
CONTRACTOR agrees that DISTRICT shall have the opportunity to designate the site or sites to be used for operation of the program during summer vacation. It is understood that the availability of facilities for the summer program shall, in part, be dependent upon the construction and modernization schedule of the DISTRICT. DISTRICT shall advise contractor no less than one hundred and twenty (120) days prior to the termination of each school year as to which facilities shall be available for use during the summer and the dates of their respective availability. DISTRICT shall have the option to provide for a change in location of facilities to be used during the course of the summer, provided, however, that no less than one hundred and twenty (120) days notice of a location change shall be provided to CONTRACTOR by DISTRICT. In complying with the requirements of this paragraph, DISTRICT and CONTRACTOR shall co-operate to ensure that the safety of all students is adequately insured and that the licensure requirements of DISTRICT and CONTRACTOR are complied with. f. Other Uses
The contractor may use the contracted space outside of the normal hours of operation for staff, parent, and/or student meetings.
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Attachment: Attachment A: City of Pacifica Annual Contract 2025-2026. Final (5961 : 2025/26 Lease Agreement with the PSD for Child Care 13 2. Licensing and Exemptions
Services rendered shall include before- preschool care and after-school care for school age children in Grades Transitional Kindergarten through Grades Eight. Program schedule shall be operable daily throughout the year, including school holidays and vacation periods except for holidays, which are recognized by the Pacifica School District.
3. Licensing Reports
The contractor shall forward to the DISTRICT’S Project Manager, within ten (10) days of all licensing visits, copies of all licensing reports issued by the California Department of Social Services, Community Care Licensing Division.
4. Staffing Ratios and Requirements
The contractor shall meet or exceed the staffing ratios and requirements for school age children as specified in the licensing requirements of Title 22 of the California Code of Regulations.
5. Health and Safety Standards: Emergency Preparedness
The contractor shall enforce health and safety standards that are consistent with state regulations and Pacifica School District policies.
6. Staff Development
The contractor shall offer appropriate staff development activities on an ongoing basis, including staff training, in order to fully meet the child development needs of children enrolled in the program. Staff development activities related to literacy shall be designed in cooperation with the Pacifica School District Curriculum Department and Special Education Department.
7. Articulation Activities
The contractor shall attend occasional meetings with the elementary school staff. The purpose of these meetings is to articulate educational practices in the areas of literacy, numeracy and support in the “homework” aspect of the program. These meetings can be faculty or grade-level meetings.
8. Written Schedules
The contractor shall at all times maintain a written schedule setting forth the operating hours and operating procedures for each required and optional use provided on or from the elementary school site. A fee schedule for prices charged for all services related to the required and optional uses set forth in this Contract shall be maintained.
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Attachment: Attachment A: City of Pacifica Annual Contract 2025-2026. Final (5961 : 2025/26 Lease Agreement with the PSD for Child Care 14 9. Children with Special Needs
The contractor shall identify children with special needs at the time of enrollment to ensure adequate child care staffing levels. Children with special needs who require assistance during an emergency evacuation shall be accommodating special needs children shall be designed in cooperation with Pacifica School District Special Education Department.
If any students participating in the Before and After School Extended Day Program are referred for the “Student Study Team” process at the elementary school, a staff member, who is familiar with the student, will participate in the SST meeting, and upon request by the district, participate in any IEP meetings during the time the student is still a participant in the Before and After School Extended Day Program. It is understood that written education IEP goals apply to the school day only.
10. Equipment and Supplies
The contractor shall assume responsibility for program implementation, and shall provide furniture, equipment, and supplies except as otherwise agreed upon with the Pacifica School District.
11. Waiting Lists
The contractor shall maintain a current waiting list when program is a licensed capacity.
12. Annual Parent Survey
The contractor shall conduct an annual parent survey. Results of the parent survey shall be made available to the Project Manager as part of the DISTRICT’S annual site evaluation process.
13. Materials to be Kept on File
The contractor shall ensure that materials required by the DISTRICT, as more specifically outlined in this Contract and this Exhibit “A”: Scope of Services For Providers of Extended Child Care Services, be maintained on file with the DISTRICT’S Project Manager. Materials to be kept on file include:
Calendar of days open and closed
Current operating license
Emergency evacuation plan
Licensing reports issued by the California Department of Social Services Operating Procedures and Policies (Parent Handbook)
Summary sheet of annual parent evaluations
Tuition schedule
14 Annual Site Evaluation
The DISTRICT shall conduct an annual site evaluation of CONTRACTOR based on all data, statements and records reasonably necessary to evaluate the program. Results of the annual site evaluation shall be sent to the CONTRACTOR.
15. Reports to the DISTRICT
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Attachment: Attachment A: City of Pacifica Annual Contract 2025-2026. Final (5961 : 2025/26 Lease Agreement with the PSD for Child Care 15 All correspondence relating to this Exhibit “A”: Scope of Services for Providers of Extended Child Care Services at Pacifica School District Elementary School Sites shall be sent to the following address:
Pacifica School District
375 Reina Del Mar
Pacifica, CA 94044
Attention: DeWayne Davis
Chief Business Official
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Attachment: Attachment A: City of Pacifica Annual Contract 2025-2026. Final (5961 : 2025/26 Lease Agreement with the PSD for Child Care
CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
6/23/2025
1 SUBJECT:
Adoption of A Resolution of the City Council of the City of Pacifica Extending the Temporary Safe Parking Program, Approving the First Amendment to the Operations Agreement with the Pacifica Resource Center and Funding for the Program; and Finding the Actions Exempt From the California Environmental Quality Act.
RECOMMENDED ACTION:
Adopt A Resolution of the City Council of the City of Pacifica Extending the Temporary Safe Parking Program, Approving the First Amendment to the Operations Agreement with the Pacifica Resource Center and Funding for the Program; and Finding the Actions Exempt From the California Environmental Quality Act.
STAFF CONTACT:
Kevin Woodhouse, City Manager
650-738-7409
[email protected]
BACKGROUND/DISCUSSION:
The City Council discussed the Temporary Safe Parking Program at the March 24, 2025, Council meeting and authorized an expansion and continuation of the program by renting and utilizing spaces in the San Francisco RV (SFRV) Resort in Pacifica. The March report, which summarizes the background and success of the program, is provided as Attachment B.
Following this authorization, the City Manager has worked in cooperation with the Pacifica Resource Center and the SFRV to secure the rental spaces and to amend the Operating Agreement with the PRC. The City Manager recommends adoption of the attached resolution (Attachment A) extending the program and amending the PRC Operating Agreement (Exhibit 1 to Attachment A) for the extension. The original PRC Operating Agreement dated April 22, 2022 is provided as Attachment C. The expanded program is set to begin July 1, 2025.
The Operating Agreement provisions remain largely the same as the agreement entered into between the City and the PRC three years ago, with amendments to reflect the one-year extension, the City’s financial obligation to fund the rental of spaces at SFRV and payment to the PRC for full operation and client support for the program, and program permit provisions for the length of stay in a single parking space in the SFRV, which is different than the 29-day limit for an on-street parking space before having to rotate to a new on-street space.
As directed at the March meeting, the City and the PRC will work in cooperation to seek continuing County participation in this successful program, in addition to seeking grant funding to potentially extend the program beyond the one-year extension. In addition, the City Manager will bring back to the Council in the near future amendments necessary to the Pacifica Municipal Code to ensure consistency with this program extension. 5 Packet Pg. 70
Pacifica City Council 2
June 23, 2025
ALTERNATIVE ACTION:
The City Council could choose to not approve the Operating Agreement with the PRC, which would prevent continuation of the program.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
The Temporary Safe Parking Program generally relates to the City’s Mission, Vision, and Values and specifically relates to its housing related strategies as a program that provides assistance to the unhoused moving towards permanent housing.
FISCAL IMPACT:
As authorized by the City Council at their meeting on March 24, 2025, expansion and continuation of the TSPP will cost the City $412,000 to be paid from the Housing Action Fund, which includes $204,000 for rental of 10 spaces at SFRV for 12 months and $208,000 for the PRC to continue operating the program with the level of case management provided during the first three years of the program.
ORIGINATED BY:
City Manager's Office
ATTACHMENT LIST:
Attachment A: Exhibit 1 - Amended PRC Operating Agreement (PDF) Attachment B: March 24, 2025 staff report to City Council (PDF) Attachment C: April 22, 2022, PRC Operating Agreement (PDF) 5 Packet Pg. 71
Pacifica City Council 3
June 23, 2025
RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA EXTENDING THE
TEMPORARY SAFE PARKING PROGRAM, APPROVING THE FIRST AMENDMENT TO THE
OPERATIONS AGREEMENT WITH THE PACIFICA RESOURCE CENTER AND FUNDING FOR THE PROGRAM; AND FINDING THE ACTIONS EXEMPT FROM THE CALIFORNIA
ENVIRONMENTAL QUALITY ACT
WHEREAS, on November 8, 2021, the City Council of the City of Pacifica adopted Resolution No. 72-2021, approving execution of a Settlement Agreement in the matter Legal Aid Society of San Mateo County and Disability Rights Advocates (Geary, et al. v. City of Pacifica, Case No. 3:21-cv-01780) and approving a Memorandum of Understanding (“MOU”) with Pacifica Resource Center (“PRC”), which formalized the City and PRC’s agreement to work together to identify the substantive terms and details of a temporary safe parking program and an operations agreement for the program; and
WHEREAS, the City of Pacifica created via Resolution No. 12-2022 and Ordinance No. 873-C.S., a three-year Temporary Safe Parking Program (“Program”) in the City of Pacifica which provides participants living in an operational recreational vehicle, trailer or motorhome with an operating toilet (collectively “Designated Vehicle”), a temporary parking space for a limited period of time as participants in the Program try to find permanent housing solutions; and WHEREAS, the City required specialized services to assist in the implementation of the Program and entered into an Operations Agreement with PRC on April 22, 2022 (“Operations Agreement”) to provide the services necessary to implement and operate the Program; and WHEREAS, the PRC provides individuals throughout Pacifica with groceries, housing support, and other critical services; and
WHEREAS, PRC is the core agency in San Mateo County that provides these services to individuals in Pacifica; and
WHEREAS, PRC is the point of entry for homeless services in Pacifica and offers a number of programs and services to assist the unhoused in finding and maintaining temporary and permanent shelter and has established connections with non-governmental and governmental agencies to coordinate the various housing programs; and WHEREAS, the Program, which commenced on June 28, 2022, has been successful in moving unhoused community members to permanent housing and to date has enabled nine participants from six households to return to permanent housing; and WHEREAS, 85% of the participants in the Program have developed plans to return to permanent housing; and
WHEREAS, the Program originally included thirteen temporary parking sites but four of the parking spaces (in two locations) in the coastal zone required Coastal Development Permits, which were appealed and the implementation of these spaces was stayed during the pendency of the appeal to the Coastal Commission; and
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Pacifica City Council 4
June 23, 2025
WHEREAS, the City recently identified an opportunity to expand and continue the Program by renting and utilizing additional spaces in the San Francisco RV (SFRV) Resort in Pacifica, which would expand the Program to a total of 15 parking spaces; and WHEREAS, the Operations Agreement must be amended to reflect the changes to the Program because of the additional spaces in the SFRV Resort and extend the Term of the Agreement an additional year.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pacifica hereby finds that the approval of this Resolution would not be subject to review under the California Environmental Quality Act (CEQA) pursuant to Public Resources Code Section 21000, et seq. and the CEQA Guidelines (14 Cal. Code Regs. §§ 15000 et. seq.), including without limitation, Public Resources Code section 21065 and California Code of Regulations 15378 as this is not a “project” that may cause a direct, or reasonably foreseeable indirect, physical change in the environment and if a “project,” is exempt under the “common sense” exception (14 Cal. Code Regs. § 15061(b)(3)) because it can be seen with certainty that there is no possibility that this action to expand the Program to a total of 15 parking spaces, extending the Program an additional year and making conforming amendments to the Operations Agreement would have a significant effect on the environment.
BE IT FURTHER RESOLVED that the Council hereby approves a one year extension of the Temporary Safe Parking Program in the City of Pacifica for a total Program period of four years (now expiring on July 1, 2026), which provides participants living in an operational recreational vehicle, trailer or motorhome with operating toileting facilities a temporary parking space for a limited period of time while participants in the Program try to find permanent housing solutions which Program is more fully described in the staff report prepared for adoption of this Resolution.
BE IT FURTHER RESOLVED that the Council hereby approves the First Amendment to the Operations Agreement between the City and PRC and authorizes the City Manager to execute the First Amendment to the Operations Agreement in substantially the form attached hereto as Exhibit 1, with minor revisions that may be approved by the City Manager and the City Attorney, and to execute any other necessary documents to effectuate the terms of the First Amendment to the Operations Agreement, including the expansion of the Program with the additional spaces in the SFRV Resort.
BE IT FURTHER RESOLVED that the Council approves the spaces for the Program identified in the First Amendment to the Operations Agreement with PRC as the parking sites for the Program (including both On-Street and SFRV Parking Sites).
BE IT FURTHER RESOLVED that the Council hereby approves funding for the City’s obligations relating to the Program, as set forth in the Operations Agreement, and payments to PRC in the amount of $208,000 to PRC and $204,000 to SFRV Resort by June 30, 2025. • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 23rd day of June, 2025, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
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Pacifica City Council 5
June 23, 2025
ABSTAIN, Councilmembers:
Sue Beckmeyer, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ ______________________________ Sarah Coffey, City Clerk Michelle Marchetta Kenyon, City Attorney 5 Packet Pg. 74
Exhibit 1
4913-1577-7611 v1 - 1 - OAK #4853-1869-5575 v2
FIRST AMENDMENT TO SAFE PARKING PROGRAM OPERATIONS AGREEMENT This First Amendment (“First Amendment”) is made and entered into effective this 23rd day of June, 2025 (“Effective Date”), by and between the City of Pacifica (“City”), a municipal corporation and Pacifica Resource Center, a 501 (c)(3) organization (“PRC”). City and PRC shall be identified as “City,” “PRC” or individually as “Party” or collectively as “Parties.”
RECITALS
This First Amendment is made in contemplation of the following Recitals:
A. WHEREAS, in 2022 the City created via Resolution No. 12-2022 and Ordinance No. 873-C.S., a three-year Temporary Safe Parking Program (“Program”) in the City of Pacifica which provides participants living in an operational recreational vehicle, trailer or motorhome with an operating toilet (collectively “Designated Vehicle”), a temporary parking space for a limited period of time as participants in the Program try to find permanent housing solutions; and B. WHEREAS, the City required specialized services to assist in the implementation of the Program and entered into an Operations Agreement with PRC on April 22, 2022 (“Operations Agreement”) to provide the services necessary to implement and operate the Program; and
C. WHEREAS, the Agreement Term was from April 22, 2022 to July 21, 2025; and D. WHEREAS, the Program has been successful in moving unhoused community members to permanent housing and has enabled nine participants from six households to return to permanent housing; and
E. WHEREAS, 85% of the participants in the Program have developed plans to return to permanent housing; and
F. WHEREAS, the Program originally included thirteen temporary parking sites but four of the parking spaces (in two locations) in the coastal zone required Coastal Development Permits, which were appealed and the implementation of these spaces was stayed during the pendency of the appeal to the Coastal Commission; and
G. WHEREAS, the City recently identified an opportunity to expand and continue the Program by renting and utilizing additional spaces in the San Francisco RV (SFRV) Resort in Pacifica, which would expand the Program to a total of 15 parking spaces; and H. WHEREAS, the City and PRC now desire to amend the Operations Agreement to reflect the changes to the Program because of the additional spaces in the SFRV and extend the Term of the Agreement an additional year.
AMENDMENT
NOW, THEREFORE, based on and in consideration of the mutual promises and
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Attachment: Attachment A: Exhibit 1 - Amended PRC Operating Agreement (5970 : Resolution - Extending Temporary Safe Parking Program - 2 - OAK #4810-5151-6874 v1
agreements contained herein and the recitals set forth above and incorporated in this First Amendment, and for other good and valuable consideration the receipt and sufficiency of which are hereby acknowledged, the Parties hereby agree as follows:
1. Recitals. The foregoing Recitals are true and correct and are incorporated as terms of this First Amendment.
2. Amendment. The Parties agree that the following sections of the Agreement shall be amended as stated herein.
a. Section 2 (Term) shall be deleted and replaced to state the following:
“2. Unless earlier terminated pursuant to Section 14 below, the term of this Agreement shall commence on the Effective Date and terminate on July 21, 2026 unless otherwise extended by the Parties in writing (“Term”).” b. Section 3 (D)(i) and (ii) (Obligations of PRC) shall be deleted and replaced and a new subsection (iii) shall be added to state the following:
“D. PRC shall issue permits at its discretion under the Program. A Permit cannot be issued or re-issued/renewed for a period beyond termination of the Program. The design, format, layout, and wording of the Permit shall be subject to review and approval by the City. Written documentation and/or agreements provided to Permit Holders that describe the terms of the Program shall also be subject to review and approval by the City. (i) Applicants to the Program who meet all of the qualifications for the Program may be issued a “Regular Permit” upon admittance to the Program for a single term of up to 29 days for an On-Street Parking Site (as defined in Section 4). Issuance of a Regular Permit for On-Street Parking Sites for additional 29 day terms for Regular Permit Holders who continue to meet all of the qualifications for the Program may be granted by PRC, in PRC’s sole discretion, with PRC striving to issue the additional permit for a different Parking Site than the previous Permit. Renewals or multiple issuances of the Permit do not create a tenancy. The Permit Holder must move their vehicle between renewals or reissuances of the Permit.
(ii) Applicants to the Program who do not meet all of the qualifications for the Program at the time the application is filed with the PRC and who may need additional time to comply with the Program may be issued a “Provisional Permit” upon admittance to the Program for one single term of 29 days for an On-Street Parking Site (as defined in Section 4) with no renewal or re-issuance period.
(iii) Regular Permits issued for an SFRV Parking Site (as defined in Section 4) may be issued by PRC for a period of time between four and thirteen weeks. Renewals or multiple issuances of the Permit do not create a tenancy. The Permit Holder must move their vehicle between renewals or reissuances of the Permit.” c. Section 3 (E) (Obligations of PRC) shall be deleted and replaced to state the following:
“E. PRC, in its sole discretion, may assess a Program Fee and collect the Program Fee at the time the Regular Permit or Provisional Permit is issued, as well as upon re5.a Packet Pg. 76
Attachment: Attachment A: Exhibit 1 - Amended PRC Operating Agreement (5970 : Resolution - Extending Temporary Safe Parking Program - 3 - OAK #4810-5151-6874 v1
issuance or renewal of the Regular Permit in accordance with Section 3(D)(i-iii). The Program Fee shall be set on a sliding scale and will be paid to PRC pursuant to the following fee schedule:
• $1/day for families with income at 30% or below median income; • $10/day for families with income between 30% and 50% of median income; • $20/day for families with income between 50% and 80% of median income; and
PRC may adjust these fees as necessary, without approval of the City. PRC shall use any fees collected for the Program.
Income determination is based on current income and proof of income may include selfcertification, paycheck stub, or bank statement. PRC shall advise all Permit Holders of the applicable renewal fee.”
c. Section 3(F) shall be replaced in its entirety to state the following:
“F. PRC will, at its discretion, assign Permit Holders a designated parking space selected by PRC from the spaces identified by the City in Section 4 (“Parking Sites”), and shall help ensure that Permit Holders display their Permits and that Regular Permit Holders and Provisional Permit Holders move their Designated Vehicles to a new On-Street or SFRV Parking Site as specified in Section 3 (D)(i-iii), while they are participating in the Program.” d. Section 3(H) shall be replaced in its entirety to state the following:
“H. PRC will provide Permit Holders with written documentation that describes the terms of the Program. For Regular Permit Holders, this information at a minimum will explain that they must park the Designated Vehicle in the appropriate On-Street or SFRV Parking Site; display the Permit on the dashboard; they must move their Designated Vehicle from the designated Parking Site as specified in Section 3(D)(i-iii); no tenancy rights are created; and the Permit is non-transferable. For Provisional Permit Holders, this information at a minimum will explain that they must (i) park the Designated Vehicle in the appropriate On-Street or SFRV Parking Site; display the Permit on the dashboard; the Permit shall be valid for the period specified by PRC in accordance with Section 3(D)(i and iii); no tenancy rights are created; and the Permit is non-transferable. For Short-Term Permit Holders, this information at a minimum will explain that they must (i) park the Designated Vehicle in the appropriate On-Street or SFRV Parking Site; display the Permit on the dashboard; the Permit is subject to the 72 hour parking limitations set forth in Pacifica Municipal Code section 5-2.01 et seq.; they must move their vehicle from the Parking Site between renewals or re-issuances of the Permit in accordance with Section 3(D)(ii); no tenancy rights are created; and the Permit is non-transferable. ” e. Section 4(A) (Obligations of City) shall be deleted and replaced to state the following:
“The Parking Sites shall be comprised of five on-street parking spaces (“OnStreet Parking Sites”) in the locations identified below and ten parking spaces at the San Francisco RV Resort (“SFRV Parking Sites”) located at 700 Palmetto Ave, Pacifica, California 94044, which shall be paid for by the City.
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Attachment: Attachment A: Exhibit 1 - Amended PRC Operating Agreement (5970 : Resolution - Extending Temporary Safe Parking Program - 4 - OAK #4810-5151-6874 v1
A. The City shall be responsible for striping the On-street Parking Sites with an average length of thirty (30) feet which will be made available as an On-Street Parking Site to Permit Holders for the period of time specified in Section 3(D), in the following locations determined by the City:
(i) 4 spaces on the west side of Oceana Boulevard, west of the City of Pacifica Public Works Department Building at 151 Milagra Avenue; (ii) 1 space on Milagra Drive, across the road from the City of Pacifica Public Works Department Building at 151 Milagra Avenue.
B. The locations listed above may be subject to change by the City. The City will provide adequate notice to PRC of any changes to the On-Street or SFRV Parking Sites that are part of the Program.
C. When not reserved by a Permit Holder, PRC can in its discretion make the On-Street or SFRV Parking Sites available for Designated Vehicles for those who sign and abide by the Code of Conduct for Short-Term Permit Holders and display the shortterm parking permit granted by PRC, subject to the City’s preexisting parking regulations (e.g. 72 hour parking limitations).”
f. Section 5 (City Funding) shall be deleted and replaced to state the following:
“The City’s funding obligation for the Program will total $412,000 (“Funding Obligation”). $204,000 of this will be for rental of ten parking spaces in SFRV, to be paid directly from the City to SFRV. $208,000 of this Funding Obligation will be for PRC’s continuing operations and case management services, to be paid from the City to PRC. If the Program requires additional funding, the City Council may approve additional City funding.
PRC must maintain adequate records to evidence the costs and expenses associated with the Services and shall provide those records to the City, upon request of at least 10 business days. In accordance with California Government Code § 8546.7, this Agreement shall be subject to the examination and audit of the California State Auditor, at the request of the City or as part of any audit of the City, for a period of three years after final payment.”
3. All other terms and conditions of the Agreement not specifically amended herein shall remain in full force and affect.
[SIGNATURES ON NEXT PAGE]
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Attachment: Attachment A: Exhibit 1 - Amended PRC Operating Agreement (5970 : Resolution - Extending Temporary Safe Parking Program - 5 - OAK #4810-5151-6874 v1
IN WITNESS WHEREOF, the Parties have executed this First Amendment effective as of the date first written above.
By: Kevin Woodhouse, Pacifica City Manager
PRC:
By: Anita M. Rees, Executive Director
ATTEST:
By:
Sarah Coffey, Pacifica City Clerk
APPROVED AS TO FORM:
By:
Michelle Marchetta Kenyon, City Attorney
City Attorney, City of Pacifica
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Attachment: Attachment A: Exhibit 1 - Amended PRC Operating Agreement (5970 : Resolution - Extending Temporary Safe Parking Program
CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
3/24/2025
1 SUBJECT:
Funding for the Temporary Safe Parking Program in Partnership with the Pacifica Resource Center
RECOMMENDED ACTION:
Receive an update about the City of Pacifica and Pacifica Resource Center’s Temporary Safe Parking Program and consider extending Temporary Safe Parking Program and approving use of $204,000 from the City’s Housing Action Fund toward expansion and continuation of the program by renting and utilizing spaces in the San Francisco RV (SFRV) Resort in Pacifica.
STAFF CONTACT:
Kevin Woodhouse, City Manager
(650) 738-7409
[email protected]
BACKGROUND/DISCUSSION:
In 2022 the City of Pacifica City Council approved implementation of an innovative program designed to assist community members living in their motorhomes on city streets to return to permanent housing. Called the Temporary Safe Parking Program (TSPP), this program was implemented in compliance with a settlement agreement between the American Civil Liberties Union (ACLU) and the City after the ACLU, the Legal Aid Society of San Mateo County and Disability Rights Advocates filed a class action lawsuit against the City over the City’s Oversized Vehicle (OSV) Ordinance. The TSPP began in 2022 under a memorandum of understanding with the Pacifica Resource Center for implementation of the program.
Per the settlement agreement, the TSPP was developed as a three-year program. It began June 28, 2022, and is set to expire June 28, 2025. It has been operated in accordance with an operations agreement between the PRC and the City, and also includes other supporting documents developed by the PRC to be used between PRC and the participants in the Program, such as a Participant Bill of Rights and Onsite Code of Conduct, as well as a Release of Liability. More information about the background to the program and how the program was designed and to be implemented and funded can be found in the February 28, 2022 City Council agenda report, Item #10, when the City Council approved the program:
<https://pacificacityca.iqm2.com/Citizens/Detail_Meeting.aspx?ID=1448>.
As described further in this report, the program has been successful in moving unhoused community members to housing. The purpose of this agenda item is for the City Council to consider approval of $204,000 from the City’s Housing Action Fund toward expansion and continuation of the program by renting and utilizing spaces in the San Francisco RV (SFRV) Resort in Pacifica. While there remain operational and funding details to work out with the Pacifica Resource Center and other potential collaborators such as San Mateo County and/or other potential grant funding sources, the City Council’s early commitment of a significant share of the funding is important to securing the SFRV rental space arrangements and establishing the City’s commitment to the continuation of the program.
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Attachment: Attachment B: March 24, 2025 staff report to City Council (5970 : Resolution - Extending Temporary Safe Parking Program (TSPP) Pacifica City Council 2
March 24, 2025
Temporary Safe Parking Program Summary
The TSPP has been very successful in its goal of supporting community members living in motor homes to return to permanent housing. As described in more detail in Attachment A, the September 2024 Mid-point Evaluation Report (which will be summarized during the City Council meeting by Pacifica Resource Center Executive Director Anita Rees), the program has enabled nine participants from six households (which represents 27% of the program participants) to return to permanent housing. In addition, 85% of the participants have developed plans to return to permanent housing. These are remarkable results for a safe parking program when compared to other safe parking programs in the region.
The program per the settlement agreement included 13 parking spaces on city streets in six locations as detailed in the February 28, 2022, City Council report. However, four of the spaces in the coastal zone (two locations) required Coastal Development Permits and the City issued Coastal Development Permits were appealed to the Coastal Commission. Pursuant to the terms of the Settlement Agreement, the implementation of those spaces was stayed during the pendency of the appeals. One location, representing one parking space was also delayed due to appeal to the Coastal Commission but the appeal was withdrawn. The space then had to be relocated during the program due to construction activity adjacent to the space. That space was relocated to the SFRV Resort, and its successful operation there has led to the opportunity to expand more spaces into the SFRV Resort, as described in the next section of this report.
Per the operational agreement with the PRC (Attachment B), the City’s obligations included preparation of the parking spaces, regular police patrol, co-hosting a program for safe disposal of waste at a cost of up to $30,000 per year, provision of dumpsters or drop-off service for garbage disposal, and operating payments to the PRC of $120,000 per year for 3 years. The PRC’s obligations included screening of applicants, issuance of Regular, Provisional and Short Term permits, assignment of parking spaces, requiring adherence to codes of conduct, written documentation provided to Permit Holders, assistance in maintenance of parking spaces, cohosting of the program for safe disposal of waste, and periodic reporting to the City on the status of the program.
In addition to the City’s funding toward the program, the County of San Mateo has also provided funding amounting to $400,000 over three years, and the PRC secured $150,000 in additional grant funding for the three-year program.
Program Expansion Summary
The TSPP now has the opportunity to expand into additional spaces off-street at the SFRV Resort. The Resort has offered up to 9 additional spaces (10 total counting the one currently being used) for rent towards the program. The annual cost for 10 spaces is $204,000 ($1,700/space/month). Utilization of 10 spaces in the SFRV Resort, combined with the 8 spaces currently utilized on City streets, would expand the program to 18 spaces, doubling the number of clients served. However, the PRC has indicated interest in flexibility with some of the on-street spaces based on safety concerns expressed by participants, and therefore recommends maintaining 5 on-street spaces in addition to the 10 SFRV Resort spaces, which would expand the program to 15 participants. The City Manager is requesting the Council’s consideration of $204,000 toward the program to fund the 10 SFRV Resort spaces for one year, with additional program costs or additional years of program operation contingent on financial commitments from Pacifica Resource Center and other potential collaborators such as San Mateo County and/or other potential grant funding sources.
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Attachment: Attachment B: March 24, 2025 staff report to City Council (5970 : Resolution - Extending Temporary Safe Parking Program (TSPP) Pacifica City Council 3
March 24, 2025
Through discussions with PRC Executive Director Anita Rees, the City Manager has preliminarily confirmed that the PRC can continue to operate the program, but their operational funding needs are as follows:
• The annual funding the City provides to the PRC ($100,000 for FY 2025-26) cannot be used for the program as those funds are already allocated to the PRC’s other core work in Pacifica;
• The PRC can utilize other homeless outreach funding to continue outreach for the program, but those funds only have the capacity to provide case management services to up to 5 program families;
• Without additional programmatic funding, particularly for case management, the PRC would not expect to have the same outcomes as the first 3 years of the program which saw a 27% return to permanent housing;
• Continuing the operation with the level of case management currently provided would cost $104,000 for 6 months, $208,000 for one year.
• At a minimum, to continue the program with minimal coordination and management of the permits, an additional $20,000 would be needed for 6 months, $40,000 for one year.
Next Steps
Following Council’s direction about extending and expanding the TSPP, and depending on the level of funding approved, the City Manager will work in cooperation with the PRC and the SFRV Resort to secure the rental spaces, will work in cooperation with the PRC to seek continuing County participation in this successful program, and will extend the Operating Agreement with the PRC and return to Council for any necessary approvals of agreements and/or funding allocations.
ALTERNATIVE ACTION:
The City Council could choose to pursue several alternatives:
1. Decline to continue the program, letting it end by June 28, 2025;
2. Consider committing less funding to the continuation and expansion of the program, specifying the amount and directing the City Manager to pursue financial contributions from other sources;
3. Consider committing more funding to the continuation and expansion of the program in order to cover PRC operating costs for a period of time, specifying the amount.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
The TSPP generally relates to the City’s Mission, Vision, and Values and specifically relates to its housing related strategies as a program that provides assistance to the unhoused moving towards permanent housing.
FISCAL IMPACT:
The Recommended Action would have a fiscal impact of $204,000, to be paid out of the unrestricted Housing Action Fund (Fund 21), which has a current balance of $2,924,870.
ORIGINATED BY:
City Manager's Office
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Attachment: Attachment B: March 24, 2025 staff report to City Council (5970 : Resolution - Extending Temporary Safe Parking Program (TSPP) Pacifica City Council 4
March 24, 2025
ATTACHMENT LIST:
Attachment A: Pacifica Safe Parking Program September 2024 Mid-point Evaluation Report (PDF)
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Attachment: Attachment B: March 24, 2025 staff report to City Council (5970 : Resolution - Extending Temporary Safe Parking Program (TSPP)
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Attachment: Attachment C: April 22, 2022, PRC Operating Agreement (5970 : Resolution - Extending Temporary Safe Parking Program (TSPP) &
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Attachment: Attachment C: April 22, 2022, PRC Operating Agreement (5970 : Resolution - Extending Temporary Safe Parking Program (TSPP) &
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Attachment: Attachment C: April 22, 2022, PRC Operating Agreement (5970 : Resolution - Extending Temporary Safe Parking Program (TSPP) &
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Attachment: Attachment C: April 22, 2022, PRC Operating Agreement (5970 : Resolution - Extending Temporary Safe Parking Program (TSPP) &
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Attachment: Attachment C: April 22, 2022, PRC Operating Agreement (5970 : Resolution - Extending Temporary Safe Parking Program (TSPP) &
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Attachment: Attachment C: April 22, 2022, PRC Operating Agreement (5970 : Resolution - Extending Temporary Safe Parking Program (TSPP) &
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Attachment: Attachment C: April 22, 2022, PRC Operating Agreement (5970 : Resolution - Extending Temporary Safe Parking Program (TSPP) &
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Attachment: Attachment C: April 22, 2022, PRC Operating Agreement (5970 : Resolution - Extending Temporary Safe Parking Program (TSPP) &
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Attachment: Attachment C: April 22, 2022, PRC Operating Agreement (5970 : Resolution - Extending Temporary Safe Parking Program (TSPP) &
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Attachment: Attachment C: April 22, 2022, PRC Operating Agreement (5970 : Resolution - Extending Temporary Safe Parking Program (TSPP) &
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Attachment: Attachment C: April 22, 2022, PRC Operating Agreement (5970 : Resolution - Extending Temporary Safe Parking Program (TSPP) &
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Attachment: Attachment C: April 22, 2022, PRC Operating Agreement (5970 : Resolution - Extending Temporary Safe Parking Program (TSPP) &
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Attachment: Attachment C: April 22, 2022, PRC Operating Agreement (5970 : Resolution - Extending Temporary Safe Parking Program (TSPP) &
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Attachment: Attachment C: April 22, 2022, PRC Operating Agreement (5970 : Resolution - Extending Temporary Safe Parking Program (TSPP) &
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Attachment: Attachment C: April 22, 2022, PRC Operating Agreement (5970 : Resolution - Extending Temporary Safe Parking Program (TSPP) &
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Attachment: Attachment C: April 22, 2022, PRC Operating Agreement (5970 : Resolution - Extending Temporary Safe Parking Program (TSPP) &
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CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
6/23/2025
1 SUBJECT:
Approval of Consultant Services Agreement between the City of Pacifica and NCE for Design and Engineering Services related to the FY 2026-27 Pavement Resurfacing Project RECOMMENDED ACTION:
Adopt the Resolution Approving the Consultant Services Agreement with NCE for Design and Engineering Services in the amount of $213,500 for the FY 2026-27 Pavement Resurfacing Project; approve budget authority in the amount of $234,850 which includes a 10% contingency and authorize the City Manager to execute all documents related to the project.
STAFF CONTACT:
Bryan Bautista, Assistant Civil Engineer
(650) 738-3769
[email protected]
Roland Yip, P.E., Deputy Director of Public Works/City Engineer (650) 738-3771
[email protected]
Melissa Tigbao, P.E., Director of Public Works
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
The City of Pacifica is responsible for maintaining over 90 centerline miles of street pavement.
In order to complete this street maintenance, the City identifies a budget every year for annual street maintenance projects as part of the Capital Improvement Program (CIP). It is important for the City to complete the annual street maintenance projects each year to prevent City streets from falling into more expensive repair categories. One year missed in completing the City’s annual street maintenance projects can escalate the decline of the City’s overall Pavement Condition Index (PCI) and increase the ongoing cost of maintenance.
At the July 8, 2024 City Council meeting, Council approved the new 5-year Street Maintenance Program with identified streets for rehabilitation and resurfacing. The goal of the 5-year Street Maintenance program is to prevent streets from falling into more expensive repair categories.
The City’s approved program does this by using slurry seal treatments to keep good streets in the good condition category (which is the least expensive way to maintain streets and considered best practice) and using a stopgap cape seal treatment on suitable residential and collector streets in the poorer condition categories. The cape seal, along with localized pavement repairs, will provide significant protection to the street surface of these poorer condition category streets for a period of seven to ten years preventing further deterioration of the street surface. This will allow time for the City to identify other pavement funding sources for street rehabilitation. In addition to slurry seal and cape seal treatments, the program will continue to assign overlay and reconstruction treatments to a limited number of arterial, 6 Packet Pg. 108
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June 23, 2025
collector and residential streets based on the extent of pavement deterioration and/or traffic volumes. The FY 2026-27 Pavement Resurfacing Project will resurface various street segments in Edgemar Pacific Manor, Westview Pacific Highlands, Fairmont neighborhoods in Pacifica.
See Attachment 2 for a map and complete list.
Due to the condition of the City’s pavement, it is necessary to choose a consultant who is knowledgeable in specialized pavement design and rehabilitation for the cost-effective stop gap pavement treatments. Therefore, staff from the Engineering Division issued a Request for Proposal for the Design and Engineering Services related to the FY 2026-27 Pavement Resurfacing Project. Eight (8) companies on the approved Qualified On-call Consultant list for Civil Engineering were invited to participate and five (5) companies submitted proposals.
1. Bellecci & Associates (dba Sanbell)
2. BKF Engineers
3. CSG Consultants, Inc.
4. NCE
5. Wilsey Ham
Consultant proposal evaluations were conducted by staff from the Engineering Division. The proposals were scored based upon the consultants’ quality of proposal and responses to specific questions included in the RFP, experience of the proposer conducting similar work in California, relevant qualifications of key personnel assigned to this project, accessibility of key personnel to the City’s staff during the project, understanding of the City’s objectives and reasonableness of fees and cost proposal.
Based upon the above criteria’s, NCE was selected by staff to proceed with the FY 2026-27 Pavement Resurfacing Project. The cost estimate for the project is $213,500. Staff recommends including a 10% contingency of $21,350 for any additional or unforeseen work needed.
NCE has been working in the Bay Area since 1990 and is highly regarded for their expertise in pavement design and rehabilitation, for their work with the pavement research branch of the Federal Highways Administration and for their work with the various pavement resurfacing projects throughout San Mateo County and northern California. NCE has completed several City projects in the past and their work has been satisfactory.
ALTERNATIVE ACTION:
Council may choose not to authorize design and engineering of the FY 2026-27 Pavement Resurfacing Project. However, this will result in continued deterioration of the City’s pavement network. Staff does not recommend this alternate action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the Master Agreement and Task Order is consistent with the following Council adopted Goals:
· Improve and steward City infrastructure, streets and facilities: The FY 2026-27 Pavement Resurfacing Project will improve various city streets in Pacifica.
FISCAL IMPACT:
The contract will be a total of $213,500 with a budget authority of $234,850, which includes a 10% contingency that could be used for additional design needs, such as field work. Measure A funds from Fund 09 will cover the cost of the design and engineering. $2.2M of yearly funding 6 Packet Pg. 109
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was identified for the new 5-year Street Maintenance Program, including the NCE design work, with $1M allocated from SB1 funds, $650K from Measure W funds, and the remaining funds coming from Measure A and the City’s heavy vehicle impact fees and pavement cut fees.
ORIGINATED BY:
Public Works
ORIGINATED BY:
Public Works
ATTACHMENT LIST:
Pacifica Consultant Services Agreement with NCE (PDF)
Pacifica FY26-27 Resurfacing Street List (PDF)
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June 23, 2025
RESOLUTION NO. ____-2025
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING THE
CONSULTANT SERVICES AGREEMENT BETWEEN THE CITY OF PACIFICA AND NCE FOR DESIGN AND ENGINEERING SERVICES IN THE AMOUNT OF $213,500 FOR THE FY 2026-27 PAVEMENT RESURFACING PROJECT; APPROVE BUDGET AUTHORITY IN THE AMOUNT OF $234,850 WHICH INCLUDES CONTINGENCIES IN AN AMOUNT NOT TO EXCEED 10% AND AUTHORIZE THE CITY MANAGER TO EXECUTE ALL DOCUMENTS
RELATED TO THE PROJECT
WHEREAS, the City desires to move forward with the design and engineering of the FY 2026- 27 Pavement Resurfacing Project using a portion of funds allocated to street maintenance; and
WHEREAS, the City issued a Request for Proposal for the Design and Engineering Services related to the FY 2026-27 Pavement Resurfacing Project; and WHEREAS, the City evaluated proposal from five companies, and selected NCE to complete the work and have been satisfied with their services on past City projects; THEREFORE, BE IT RESOLVED that the City Council of the City of Pacifica authorizes the City Manager to execute the Agreement for Professional Consultant Services with NCE for design and engineering services in the amount of $213,500 for the FY 2026-27 Pavement Resurfacing Project and approve a budget authority in the amount of $234,850 that includes a contingency of 10% and authorize the City Manager to execute all documents related to the project.
• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 23rd day of June, 2025, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Sue Beckmeyer, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney 6 Packet Pg. 111
4866-2656-6648 v1 - 1 -
AGREEMENT FOR PROFESSIONAL CONSULTANT SERVICES
This Agreement for Consultant Services (the "Agreement") is made and entered into this 23rd day of June, 2025, by and between THE CITY OF PACIFICA, a municipal corporation (hereinafter referred to as "CITY") and NCE a, corporation (hereinafter referred to as "CONSULTANT"). CITY and CONSULTANT may be referred to individually as “Party” and collectively as the “Parties.”
RECITALS
WHEREAS, CITY requires professional Design and Engineering Services related to the FY 2026-27 Pavement Resurfacing Project; and
WHEREAS, CONSULTANT is qualified to perform such services; and WHEREAS, CONSULTANT has agreed to provide CITY with such services on the terms and conditions set forth herein.
NOW, THEREFORE, for the considerations hereinafter set forth, CONSULTANT and CITY agree as follows:
ARTICLE 1 - SCOPE OF SERVICES
1.1. Scope of Work. CONSULTANT agrees to furnish the services set forth in Exhibit A, Scope of Work, which is attached hereto and incorporated herein (the "Services").
1.2. Compliance with Law. The Services shall be performed in accordance with all applicable federal, state and local laws, ordinances, rules, regulations and orders.
1.3. Time is of the Essence. CONSULTANT agrees to diligently prosecute the Services. In the performance of this Agreement, time is of the essence.
1.4. Professional Competence. CONSULTANT represents that it has the professional skills necessary to perform the Services and that it will perform the Services in a skillful and professional manner. CONSULTANT represents that it has all the necessary licenses to perform the Services and shall maintain them throughout the term of this Agreement.
CONSULTANT agrees that the Services shall be performed consistent with the professional skill and care ordinarily provided by Civil Design and Engineering Consultants practicing in the same or similar locality under the same or similar circumstances. CITY and CONSULTANT agree that CONSULTANT is in responsible charge of the Services. Acceptance by CITY of the Services does not operate as a release of CONSULTANT from professional responsibility for the Services performed.
1.5. Independent Contractor. CONSULTANT is an independent contractor and not an employee of CITY. CONSULTANT expressly warrants that it will not represent that it is an employee of CITY.
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1.6. Confidentiality. CONSULTANT agrees to maintain in confidence and not disclose to any person, firm, governmental entity, or corporation, without CITY's prior written consent, any trade secret or confidential information, knowledge or data relating to the products, process, or operation of CITY. CONSULTANT further agrees to maintain in confidence and not to disclose to any person, firm, governmental entity, or corporation any data, information, technology, or material developed or obtained by CONSULTANT during the performance of the Services. The covenants contained in this Section 1.6 shall survive the termination of this Agreement for whatever cause.
1.7. Ownership of Material. Any reports and other material prepared by or on behalf of CONSULTANT under this Agreement (collectively, the "Documents") and provided to the CITY shall be and remain the property of CITY. All Documents not already provided to CITY shall be delivered to CITY on the date of termination of this Agreement for any reason. The Documents may be used by CITY and its agents, employees, representatives, and assigns, in whole or in part, or in modified form, for all purposes CITY may deem appropriate without further employment of or payment of any compensation to CONSULTANT.
1.8. Documentation. CONSULTANT shall keep and maintain full and complete documentation and accounting records, employee time sheets, and correspondence pertaining to the performance of the Services, and CONSULTANT shall make such documents available for review and/or audit by CITY and CITY's representatives at all reasonable times for at least four years after the termination of this Agreement or completion of the Services.
1.9. Testimony. CONSULTANT agrees to testify at CITY's request if litigation is brought against CITY in connection with the Services. Unless the action is brought by CONSULTANT or is based upon CONSULTANT's negligence, CITY will compensate CONSULTANT for the preparation and the testimony at CONSULTANT's standard hourly rates.
ARTICLE 2 - COMPENSATION
2.1. Compensation. Compensation for the Services shall be in accordance with Exhibit B, Compensation, attached hereto and incorporated herein. It is agreed that the compensation for the Services shall not exceed $234,850.00 ("Cost Ceiling").
2.2. Invoices. CONSULTANT shall submit monthly invoices in a form satisfactory to CITY on or before the tenth day of each month for Services provided during the preceding month. CONSULTANT shall submit time and cost records as necessary to substantiate performance of the Services. Within 35 days after receipt of each such invoice, CITY shall verify the accuracy of the invoice, correct the charges where appropriate and as discussed and mutually agreed with CONSULTANT, and make payment to CONSULTANT in an amount equal to the amount of such invoice, as verified or corrected by CITY. No payment hereunder shall be construed as evidence of acceptance of any of CONSULTANT's work. CITY reserves the right to withhold payment from CONSULTANT on account of Services not performed satisfactorily, delays in
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CONSULTANT's performance of Services, or other defaults hereunder. CONSULTANT shall not stop or delay performance of the Services under this Agreement on account of payment disputes with CITY.
2.3. Status Reports. Together with each monthly invoice, CONSULTANT shall submit a status report detailing the amount expended on the Services to that date and the remaining amount to be expended before the Cost Ceiling is reached. CONSULTANT shall notify CITY in writing when payments have reached 90 percent of the Cost Ceiling.
2.4. Withholding. In lieu of holding retention, CITY shall withhold CONSULTANT's final payment until the Services are complete and CITY has received all Documents.
CONSULTANT shall diligently continue and complete performance of the Services if the Services are not complete at the time CONSULTANT has performed services up to the Cost Ceiling.
ARTICLE 3 - TIME OF PERFORMANCE
3.1. Effective Date. This Agreement shall become effective upon execution of the second signature and shall remain in full force and effect until the Services are completed (the "Term"). CONSULTANT agrees to complete all services by December 31, 2026.
3.2. Termination. This Agreement may be terminated at any time by CITY upon written notice to CONSULTANT.
3.3. Final Payment. CONSULTANT shall be entitled to compensation for Services performed up to the time of such termination, it being understood that any payments are full compensation for the Services rendered under this Agreement.
3.4. Other Remedies. Nothing in this Article 3 shall be deemed to limit the respective rights of the parties to terminate this Agreement for cause or otherwise to exercise any rights or pursue any remedies which may accrue to them.
ARTICLE 4 - DESIGNATED CONTACTS
4.1. CITY Contact. CITY designates Roland Yip, PE, its DPW Deputy Director/City Engineer, as its contact who shall be responsible for administering and interpreting the terms and conditions of this Agreement, for matters relating to CONSULTANT's performance under this Agreement, and for liaison and coordination between CITY and CONSULTANT. In the event CITY wishes to make a change in CITY 's representative, CITY will notify CONSULTANT of the change in writing.
4.2. CONSULTANT Contact. CONSULTANT designates J. Ryan Shafer, its Principal as its contact, who shall have immediate responsibility for the performance of the Services and for all matters relating to performance under this Agreement. Any change in CONSULTANT's designated contact shall be subject to written approval by CITY.
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ARTICLE 5 - INDEMNIFICATION AND INSURANCE
5.1. Indemnification. To the fullest extent allowed by law, CONSULTANT hereby agrees to defend, indemnify, and save harmless CITY, its Council, boards, commissions, officers, employees, directors, volunteers and agents, from and against any and all claims, suits, actions liability, loss, damage, expense, injury (including, without limitation, economic harm, injury to or death of any person, including an employee of CONSULTANT or its Subconsultants), cost (including, without limitation, costs and fees of litigation) of every nature, kind or description, at law or equity, which may be brought against, or suffered or sustained by, City of Pacifica, its Council, boards, commissions, officers, employees, directors, volunteers or agents that arise out of, pertain to, or relate to any negligence, recklessness, or willful misconduct of CONSULTANT, any Subconsultant, anyone directly or indirectly employed or retained by them, or anyone that they control. In the event one or more defendants is unable to pay its share of defense costs due to bankruptcy or dissolution of the business, the CONSULTANT shall meet and confer with other parties regarding unpaid defense costs.
The duty of CONSULTANT to indemnify and save harmless, as set forth herein, shall include the duty to defend as set forth in Section 2778 of the California Civil Code; provided, however, that nothing herein contained shall be construed to require CONSULTANT to indemnify City of Pacifica, its Council, boards, commissions, officers, employees and agents against any responsibility or liability in contravention of Section 2782 of the California Civil Code.
CONSULTANT’s responsibility for such defense and indemnity obligations shall survive the termination or completion of this Agreement for the full period of time allowed by law.
The defense and indemnification obligations of this agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained within this Agreement.
If CONSULTANT is a “design professional,” as defined in California Civil Code Section 2782.8(c), CONSULTANT shall indemnify, defend, and hold the Indemnitees harmless against Liability only to the extent such Liability arises out of, pertains to, or relates to CONSULTANT’s negligence, recklessness, or willful misconduct. In such an event, the cost to defend charged to CONSULTANT shall not exceed CONSULTANT’s proportionate percentage of fault.
5.2. Health and Safety. CONSULTANT may perform part of the Services at sites which contain unknown working conditions and contaminated materials. CONSULTANT shall be solely responsible for the health and safety of CONSULTANT's employees during the performance of the Services.
5.3. Insurance. CONSULTANT and all of CONSULTANTS employees, subcontractors, consultants and other agency shall procure, provide and maintain at all times during the performance of this Agreement, and for such additional periods as described herein, the
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insurance listed below with insurers licensed to do business in the State of California and with a Best's rating of no less than A: VII.
A. Commercial Automobile Liability Insurance. Commercial Automobile Liability Insurance providing bodily injury liability and property damage, to protect against all liability arising out of the use of any owned, leased, passenger or commercial automobile at a minimum amount of $1,000,000 combined single limit and $2,000,000 aggregate. Coverage shall apply to hired and non-owned autos.
B. Commercial General Liability Insurance. Commercial General Liability Insurance, with limits providing a minimum amount of $1,000,000 combined single limit coverage for each occurrence, $2,000,000 general aggregate and $2,000,000 products/completed operations aggregate. The insurance shall cover all operations including but not limited to the following: (1) premises, operations and mobile equipment liability; (2) completed operations and products liability; (3) contractual liability insuring the obligations assumed by CONSULTANT in this Agreement; (4) broad form property damage liability; (5) personal injury liability endorsement, including death; and (6) automobile bodily injury and property damage insurance, including all owned, hired and non-owned equipment.
C. Professional Liability Insurance. Professional Liability Insurance protecting against liabilities arising out of or in connection with negligent acts, errors, or omissions of CONSULTANT and all of CONSULTANTS employees, subcontractors, consultants and other agency in connection with this Agreement, at a minimum amount of $1,000,000 combined single limit coverage and $1,000,000 aggregate, on a "claims made basis" with a continuation of coverage extension for liabilities for two years from the date the Services are substantially complete. Such professional liability policies shall include coverage for liability assumed by the CONSULTANT under this Agreement.
D. Workers Compensation Insurance. Workers Compensation insurance, occupational disease insurance and employer’s liability insurance shall be required with minimum limits as required by law, covering all workplaces involved in this Agreement.
E. Policy Terms. Concurrently with execution of this Agreement, CONSULTANT shall provide CITY with Certificates of Insurance evidencing that CONSULTANT has obtained or maintains the insurance required by this Section
5.3. The Certificates shall be on forms acceptable to CITY. CONSULTANT shall also furnish CITY with original endorsements with the following documentation:
• Precluding cancellation or reduction in coverage before the expiration of thirty (30) days after CITY shall have received written notification thereof from CONSULTANT by United States mail;
• Providing that CONSULTANT's insurance shall apply separately to each insured against whom claim is made or suit is brought, and include a “separation of insureds” or “severability” clause which treats each insured separately,
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except with respect to the limits of the insurer's liability (cross-liability endorsement);
• Excepting CONSULTANT’S professional liability insurance, naming CITY, its City Council, boards, commissions, committees, officers, employees and agents as additional insureds (“Additional Insureds”); and • Providing that for any claims relating to CONSULTANT's services hereunder, CONSULTANT's insurance coverage shall be primary insurance with respect to CITY, its City Council, boards, commissions, committees, officers, employees and agents, and that any insurance or self-insurance maintained by CITY for itself, its City Council, boards, commissions, committees, officers, employees and agents shall be in excess of CONSULTANT's insurance and shall not be contributory with it.
• It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverages requirements and/or limits shall be available to the Additional Insured, including but not limited to any umbrella or excess insurance.
Furthermore, the requirements for coverage and limits shall be the greater of:
(a) the minimum coverage and limits specified in this Agreement; or (b) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured.
F. Material Breach. If CONSULTANT fails to maintain insurance coverage or provided insurance documentation which is required pursuant to this Agreement, it shall be deemed a material breach of this Agreement. CITY, at its sole option, may terminate this Agreement and obtain damages from CONSULTANT resulting from said breach. Alternatively, CITY may purchase the required insurance coverage, and without further notice to CONSULTANT, may deduct from sums due to CONSULTANT any premium costs advanced by CITY for such insurance. These remedies shall be in addition to any other remedies available to CITY.
ARTICLE 6 - NOTICES
All notices or other communications required or permitted hereunder shall be in writing, and shall be personally delivered or sent by facsimile or reputable overnight courier and shall be deemed received upon the earlier of: (1) if personally delivered, the date of delivery to the address of the person to receive such notice; (2) if delivered by Federal Express or other overnight courier for next business day delivery, the next business day; (3) if sent by facsimile, with the original sent on the same day by overnight courier, the date on which the facsimile is received, provided it is before 5:00 P.M. Pacific Time; or (4) if sent electronically, the date of delivery on the confirmed read receipt. Notice of change of address shall be given by written notice in the manner described in this Article 6. Rejection or other refusal to accept or the inability to deliver because of a change in address of which no notice was given shall be deemed to constitute receipt of the notice or communication sent. Unless changed in accordance herewith, the addresses for notices given pursuant to this Agreement shall be as follows:
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CITY: Kevin Woodhouse, City Manager
170 Santa Maria Avenue
Pacifica, CA 94044
Phone: (650) 738-7409
Facsimile: (650) 359-6038
Email: [email protected]
CONSULTANT: J. Ryan Shafer, Principal
1003 W. Cutting Blvd, Suite 110
Point Richmond, CA 94804
Phone: (510) 215-3620
Email: [email protected]
ARTICLE 7 - MISCELLANEOUS
7.1. Entire Agreement. This Agreement represents the entire understanding of CITY and CONSULTANT as to those matters contained herein. No prior oral or written understanding shall be of any force or effect with respect to those matters covered hereunder. This Agreement may only be modified by an amendment in writing signed by each party.
7.2. No Assignment. The Services are deemed unique and neither party shall assign, transfer, subcontract or otherwise substitute its interest in this Agreement or any of its obligations hereunder without the prior written consent of the other party. As limited by this Section
7.2, this Agreement is to be binding on the successors and assigns of the parties hereto.
7.3. Severability. If any part of this Agreement is determined to be unconstitutional, invalid or beyond the authority of either party, such decision shall not affect the validity of the remainder of this Agreement, which shall continue in full force and effect, provided that the remainder of this Agreement can be interpreted to give effect to the intentions of the parties.
7.4. Counterparts. This Agreement may be signed in counterparts and, when fully signed, such counterparts shall have the same effect as if signed in one document.
7.5. Choice of Law. This Agreement and all matters relating to it shall be governed by the laws of the State of California without reference to its choice of laws principles and venue shall be in the appropriate court in San Mateo County, California.
7.6. Waiver. No failure on the part of either Party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder. A waiver by either CITY or CONSULTANT of any breach of this Agreement shall not be binding upon the waiving party unless such waiver is in writing. In the event of a written waiver, such a waiver shall not affect the waiving party's rights with respect to any other further breach.
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7.7. Mediation. In the event the parties are unable to resolve a dispute arising under this Agreement through good faith negotiations, the parties agree to submit the matter to mediation with a mutually agreeable mediator. Prior to the mediation, the parties shall exchange any documents reasonably necessary to resolve the matter to be mediated.
Interpretation. In the event this Agreement is ever construed in any dispute between the parties, it and each of its provisions shall be construed without regard to the party or parties responsible for its preparation and shall be deemed to have been prepared jointly by the parties.
The rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not be employed in interpreting this Agreement.
7.8. Authority. Each individual executing this Agreement on behalf of one of the parties represents that he or she is duly authorized to sign and deliver the Agreement on behalf of such party and that this Agreement is binding on such party in accordance with its terms.
7.9. Third Parties. Nothing contained in this Agreement shall create a contractual relationship with, or cause of action in favor of, a third party against either the CITY or CONSULTANT. CONSULTANT’s Services hereunder are being performed solely for the benefit of CITY.
7.11 Entire Agreement. This Agreement, including Exhibits A, B and B1 comprise the entire Agreement.
[Signature on Next Page]
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IN WITNESS WHEREOF, the parties have executed this Agreement as of the date set forth above.
CITY OF PACIFICA
By: Date
Kevin Woodhouse, City Manager
ATTEST:
________________________________
Sarah Coffey, City Clerk
APPROVED AS TO FORM:
Michelle Marchetta Kenyon, City Attorney
Consultant: NCE
By: Date
J. Ryan Shafer, Principal
June 17, 2025
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-2656-6648 v1
EXHIBIT A
SCOPE OF WORK
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Design and Engineering Services for the FY 2026-27 Pavement Resurfacing Project Page | 1
2. Proposal
Statement of Understanding and Approach
NCE has recently updated the FY 2025/26 to FY 2029/30 Work Plan with an average of $2.2 million annual paving budget and completed construction documents for City’s FY 2025/26 Pavement Resurfacing Project in early 2025. In the 5-year work plan, the City indicated that they wanted to use conventional and rubberized cape seals, double slurry seals, multi-layer seal with base repairs, or single-layer surface seal in lieu of more costly conventional overlays or reconstruction as a stop gap interim measure until additional funding sources can be identified. Cost-effective cape seal, double slurry seal, or multi-layer seal will be applied on residential and collector streets in generally fair to very poor condition and slurry seals will be applied to residential and collector streets in generally fair to good condition in an effort extend pavement life, address moderately cracked pavement, and improve ride quality. The City has applied rubber cape seal or multi-layer seal to streets in very poor condition (i.e. PCI less than 25) over the past 5 years. When combined with appropriate localized repairs, these surface treatments have performed well, showing minimal reflective cracking or localized damage along the treated streets. Before construction and current condition photos of Anza Drive are shown below. A rubber cape seal was applied to this section in 2021. While the surface seal has experienced some minor wear, the pavement remains in very good condition (PCI > 70) in 2025, with only limited reflective cracking observed along the edges of previous base repair areas.
The City would now like to complete the FY 2026/27 Pavement Resurfacing Project with a total construction cost of approximately $2.4 million, not including design, construction management or construction contingency. We understand that the City would like to begin the design and complete construction documents for bidding in early 2026 and begin construction in Summer 2026. Two (2) separated packages will be prepared: one for concrete improvements and one for pavement resurfacing. An optional task of professional service support is also included in the scope. We have collected pavement structure information over the past five years and had average existing material thicknesses in various neighborhoods throughout the City. Since all selected streets in FY 2026/27 projects are surface seal candidates without rehabilitation or reconstruction, pavement core samples will not be performed for this project. We have included one (1) day coring as an optional task (up to 8 core samples including 2 bulk samples) for sections with problematic subgrade issues identified in the pavement condition survey if needed. In addition, topography surveys on selected curb ramp locations on areas with steep slopes, complex grading conditions or potential drainage issues are also listed as an optional task in the scope.
Scope of Work
Task 1 – Project Management & Meetings
1A) Project Kick-off Meeting/Progress Meetings
NCE’s Project Manager will arrange a Kick-Off Meeting with the City to initiate work on the project. The objectives of the Kick-Off Meeting will be:
• Review of the Scope of Work
• Establish Lines of Communication
• Confirm Deadlines
• Establish Project Schedule and Milestones
• Define Design and Operation Criteria
Before Construction
(PCI < 10)
2021 Cape Seal
(2025 PCI > 70)
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Design and Engineering Services for the FY 2026-27 Pavement Resurfacing Project May 29, 2025
Page | 2
Whether a simple preventive maintenance project or a complex reconstruction project, it is critical to establish effective lines of communication with, and coordination amongst, the various stakeholders from the start to ensure the delivery a high-quality project within budget and on schedule.
In addition to City staff (Engineering, Maintenance, etc.), NCE will research and coordinate, as-needed, with other agencies such as PG&E, AT&T, North Coast County Water District, Sewer and Stormwater, Schools, etc., to identify any potential conflicts, requirements, or design issues early to help minimize delays (and costs) later in the design process or during construction. At the Kick-Off Meeting, key deliverables for each Task and the Project Schedule would be reviewed and adjusted accordingly to meet City needs.
NCE is very sensitive to construction costs, particularly the volatile price of materials, which have affected the scope of many similar projects. In order to keep the City aware of overall project costs, NCE will begin developing Preliminary Engineering Cost Estimates as soon as we have developed our engineering design recommendations to closely monitor any potential funding issues, which may develop. During the course of the project, NCE will be seeking to develop the most appropriate and costeffective pavement surface seal alternatives as we completed in FY 2020/21 to FY 2025/26 pavement resurfacing program to stay within the planned project budget and schedule.
Throughout the project, NCE staff will be available to attend regularly scheduled progress meetings with the City, to maintain good communications for this project to offer up efficiency and reduce the number of design review and coordination meetings.
Therefore, we have assumed up to four (4) progress meetings for FY 2026/27 resurfacing project to be included in our scope.
The purpose of the progress meetings will be to identify and resolve any design or funding issues that may surface in a timely manner, present design alternatives and recommendations to City staff, and continue coordination with project stakeholders as necessary.
Deliverables
• Kick-off/Progress Meeting Agendas and Minutes
1B) Utility Coordination
NCE will coordinate with utility agencies early in the design process to help avoid potential construction delays and unnecessary disruptions to public services. Utility coordination will be a critical item to keep utility providers informed about the project and schedule. One of the first and earliest items that NCE will complete is sending notification letters to applicable utility providers with a preliminary project schedule for street surface seal in this project. This will allow for the earlier notification to allow utility providers to perform maintenance on their facilities prior to moratorium on the street paving area. NCE will also carefully document all utility coordination notifications, conversations, and meetings with utility contacts and information in a matrix format with dates of contacts and mailing detailed in this matrix. Follow-up calls will be made for each of the above notifications to confirm receipt.
NCE will also keep the City informed of any project delays related to utilities.
Deliverables
• Utility notification letters
Task 2 – Pavement Design
The scope of work we would perform under this task consists of the following:
2A) Pavement and Curb & Gutter Condition Survey
NCE will perform a pavement condition survey of each street. The surveys will generally cover the travel and parking lanes. Pavement condition surveys serve the purpose of further refining the appropriate pavement surface treatments.
This condition survey will generally note the presence of load related and environmental distresses, such as alligator cracking, longitudinal and transverse cracking, rutting, patches and utility cuts, distortions and depressions as they pertain to developing appropriate pavement treatments. In addition, potential spot/base repairs will be identified in the condition survey. Our scope of work and condition surveys do not address issues including but not limited to traffic, safety and road hazards, geometric issues, or short-term maintenance that should be performed (i.e. pothole that should be repaired).
A visual assessment of all curb and gutters will be included to identify areas where drainage or the adjacent pavement has been compromised. Our scope will limit repair recommendations to only those sections of curb and gutter that are damaged to the extent that they will affect pavement surface seals or cause ponding water or tripping hazard (i.e., tree root damage extending
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into pavement). If damaged curb and gutter areas are more extensive than anticipated, it may require additional time to complete, and we will notify the City if more time is required to complete these surveys.
We assume curb and gutter replacement criteria will remain the same as previous projects. NCE will meet with the City and establish updated condition criteria for assessment and replacement if needed. Based on the criteria established with the City, NCE will then determine what level of curb and gutter replacement will be pursued for design plans and documents. 2B) Pavement Design Recommendations
Based on a combination of existing pavement condition, construction consideration and City’s budget, NCE will perform pavement design analysis and design services, and develop pavement preventive maintenance recommendations for each street section.
No pavement core samples will be performed for this project. If sections with severe problematic subgrade are identified in the pavement condition survey and pavement rehabilitation is needed, NCE will discuss with the City and perform pavement coring as an optional task. NCE will next develop recommendations including, but not limited to, the following:
• Slurry Seal or Double Slurry Seal
• Rubber Cape Seal
• Multi-layer Surface Seal
• Locations and treatments of failed pavement sections
(base repairs or spot repairs)
NCE will then summarize its recommendations in a pavement design tables to the City that, at a minimum, will include street inventory, pavement structure thickness, base repair percentage, and recommended treatments.
NCE will submit the draft pavement design tables to the City for initial review. Upon receipt of any comments from the City, NCE will then prepare its final pavement design tables and submit to the City.
Task 2 Deliverables
• Draft & Final Pavement Design Tables
Task 3 – Plans, Specifications & Estimates
The work that will be performed during developing design PS&E are outlined in the subsequent Tasks. 3A) Design Data Gathering
NCE will review relevant available data and records from the City as listed in the previous section, public and private utility providers, and other sources that may be appropriate to support the preparation of project contract documents. These may include, but are not limited to, the City drainage structure inventory maps, aerial photographs of the City; as-built street improvement and infrastructure plans, striping and markings, as-built plans from utility providers, including any preliminary plans for future work that may conflict with this project. The gathered information will be compiled and included in the base map used for design. It shall be noted that available record data (e.g., utilities, right-of-way) used to prepare the base map for streets undergoing rehabilitation will only be shown in their approximate location and that the depth of utilities will not be indicated. Based on our review we will identify any data gaps or missing information and provide this information to the City for review and discussion. 3B) 60% PS&E
NCE will prepare the 60% PS&E for the planned surface seal street sections. The 60% plans for subject street sections will incorporate schematic design elements, localized spot/base repairs (digouts) quantities, striping quantities, curb and gutter repair schedules, and limits of work. On subject street sections to offer the most cost-effective approach, plans will only include vicinity maps delineating limits of treatment with accurate field inventories for bid quantities and appropriate detail sheets with exceptions noted under key assumptions. Plan sheets will include curb and gutter replacement and base repair schedules only but will not show individual locations on design plans. Base repair and curb repairs will be marked in the field on the pavement in white paint and numbered and verified prior to construction. Additionally, a table summarizing major work items (e.g. surface seal area, spot/base repair area, etc.) and their estimated quantities will be developed and included on the respective plan sheets. We find that this information is particularly useful to contractors when assembling construction bids and schedules, thus resulting in more competitive bids, and to the City for verifying pay quantities during construction.
NCE understands that the City will provide the “Front End” documents and Special Provisions. The technical specifications will be prepared in MS Word format and will follow the City’s formatting conventions. The technical specifications and details will reference the City’s standard provisions and Caltrans 2023 Standards (including subsequent updates). NCE will, however, recommend deviating from Caltrans standards where, from our experience, such changes will improve the likelihood of achieving a successful construction project without compromising the integrity of the design. NCE recognizes the value of incorporating Caltrans Standard Specifications in projects such as these, both because these specifications have been developed by an agency that designs and
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builds a vast amount of highway work, and because most contractors performing public works construction in Northern California are familiar with them. Caltrans, however, has the resources to administer projects quite differently than most local agencies, so NCE advocates modifying the Caltrans Standard Specifications to better fit the abilities, needs, and budgets of municipal agencies.
NCE also believes that an efficient, yet thorough Quality Control/Quality Assurance program is essential for getting the maximum value out of every dollar spent on construction. Projects designed by NCE therefore contain technical specifications that attempt to optimize the balance between using rigid, but time-tested, specifications and meeting local agency needs, with the ultimate goal of obtaining the very best value for its clients.
The Engineer’s Cost Estimate will be prepared in MS Excel format and will be based on the most recent construction cost data available to NCE for projects of this type. Because of NCE’s involvement in the design and construction of numerous similar projects throughout California, we are confident in our ability to estimate the construction cost of the City’s project. This initial estimate will then be updated and refined as the design effort progresses.
It is assumed that the City will require a 10-day review/comment period once the 60% PS&E package is submitted.
Deliverables
• One reproducible copy of 60% plans, technical specifications, and engineer’s estimate 3C) 90% PS&E
The 60% PS&E will be revised to incorporate comments received from the City. NCE will meet with the City to review these comments, from which the 90% PS&E will be prepared. NCE will provide a response to each comment that is included in a comment table provided by the City. The 90% PS&E will include additional design information and details typically expected at this stage of completion. The 90% PS&E will then be packaged and submitted similar to the 60% PS&E unless directed otherwise.
The technical specifications will be further refined and at this stage of the design. We will review and comment on the City’s Front End documents (bid and contract forms, General Provisions, Special Provisions, etc.), which the City will prepare and provide.
The Engineer’s Cost Estimate will also be updated to reflect the revised quantities of work depicted on the plans.
It is assumed that the City will require a 5-day review/comment period once the 90% PS&E package is submitted.
Deliverables
• One reproducible copy of 90% plans, technical specifications, and engineer’s estimate 3D) Final (100%) PS&E
The 90% PS&E will be revised to incorporate comments received from the City. NCE will again meet with the City to review these comments, from which the final (100%) PS&E will be prepared. NCE will provide a response to each comment that is included in a comment table provided by the City. The final (100%) PS&E will include all notes and details necessary for construction. One reproducible copy of the final (100%) PS&E will then be packaged and submitted similar to the 90% PS&E unless directed otherwise. It is assumed that the City will require a 5-day review/comment period once the final (100%) PS&E package is submitted.
Upon receipt of the City’s final review comments, the project documents will be finalized for bidding purposes.
A final quantity calculation will be tabulated, and this will be entered into the final Engineer’s Cost Estimate for the project. All final documents will be reviewed, stamped and signed by NCE’s registered civil engineer, and the final PS&E will be delivered to the City in both hard copy and electronic formats.
Deliverables
• One electronic file of the final plans, technical specifications, and engineer’s estimate. The electronic files for the final construction plans, specifications, and engineer’s estimate will be in AutoCAD 2024, Microsoft Word, and Microsoft Excel, respectively
Task 4 – Bidding and Construction Supports
4A) Bidding Support Services:
NCE will provide the City with assistance during the advertisement and bidding periods for surface seal bid package. This will include providing assistance to the City in attending the pre-bid conference, responding to questions received about the project design, and preparation of any addenda and/or clarifications to the PS&E that are deemed necessary. NCE can also assist the City in determining the responsiveness of bids received and with checking and tabulating bid results.
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4B) Construction Support Services:
NCE will provide support services to the City during construction of the project for each bid package. At a minimum, these services are anticipated to include attendance at the pre-construction conference, reviewing contractor submittals and responding to contractor requests for information, field verification of localized repair (or pavement digouts) areas, providing recommendations for any necessary construction changes due to unforeseen field conditions, assisting with the review of Contract Change Orders, and reviewing construction for acceptance. This task does not provide any field inspection services and we understand that all construction inspections will be provided by the City.
Task 5 – As Needed Professional Services (Optional)
5A) Pavement Coring:
NCE will collect pavement section core samples (4” – 8” diameter cores) on streets with problematic subgrade issues identified in pavement condition survey. All coring locations will be marked with white paint for utility locations by Underground Service Alert (USA). Our current fee estimate assumes up to 8 core locations (including up to 2 bulk samples) that we have allocated one (1) day to complete. For each core sample, NCE will measure and record the thickness and material type of each layer encountered in the pavement section, including the presence of any pavement reinforcing fabric. Bulk samples of subgrade will be obtained at up to two (2) locations. We will collect bulk samples of subgrade materials at the core locations for laboratory testing such as Rvalue, moisture content and Atterberg Limits (plasticity index) determinations. The thickness of aggregate base (AB) will be measured at the bulk sample location only and be estimated at remaining coring locations by Dynamic Cone Penetrometer (DCP) testing.
The core holes will penetrate through the pavement section and will then be backfilled with the excavated materials and capped with AC cold patch. NCE will then compile the coring and laboratory data and append it to its pavement design memorandum.
Each core sample will be logged and stored at NCE’s office and retained through the duration of the project including construction before they are disposed. Additionally, NCE will apply for and obtain a no-fee encroachment permit from the City prior to starting the coring and provide traffic control in accordance with the same standards discussed in pavement deflection testing.
Additional scope and fee for traffic control will be required for performing any coring activities and laboratory testing if bulk samples of subgrade are performed. NCE can provide additional scope and fee depending on the type of coring to be performed. 5B) Topography Survey for Curb Ramps and 3D Design:
NCE has identified approximately 28 locations for curb ramp improvements in this project based on preliminary field review in mid-May 2025. All curb ramps will be field verified to determine the appropriate standard case ramp and NCE will develop a detail for those that will require custom curb ramp locations. As an optional task, NCE will discuss with City to identify curb ramp locations that require topography survey to obtain more accurate measurements and elevations for 3D design. The survey effort will focus on areas with known or suspected steep slopes, complex grading conditions, or potential drainage issues that may impact ADA compliance or constructability. The survey will capture high-accuracy horizontal and vertical data within the project limits, including sidewalk and ramp areas, curb and gutter flowlines, pavement edges, existing ramps, driveways, and nearby drainage inlets.
Elevation data will be collected at sufficient intervals to support detailed 3D design and grading analysis. The collected topographic data will be used to develop ADA-compliant ramp designs and ensure proper surface drainage and tie-ins with adjacent infrastructure. Additional scope and fee will be provided when the final list of ramp locations for survey is finalized. We have assumed up to 28 curb ramp locations will require topography survey in the fee estimates. Grade and slope corrections within cross-walks or implied crossings are not included in our scope work, but should be confirmed with final pavement treatments as they apply to PROWAG requirements and the latest guidance from Caltrans Design Information Bulletins (e.g. DIB 82-06).
Preliminary Project Schedule
Similar to previous projects we completed for City’s Pavement Resurfacing Project since 2021, NCE will prepare the construction documents for bidding in 2025. Two separate packages for concrete repairs and resurfacing will be developed in this project.
Detailed design schedule will be provided in the kickoff meeting with the City.
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Company Information
Firm Profile
Founded in 1990, NCE is a client-focused professional consulting firm integrating the disciplines of engineering, science, and planning to address the infrastructure and resources challenges facing our communities today and in the future. Over 85% of NCE’s work is on public works projects with local public entities. This contract will be managed and primarily conducted from our Point Richmond office. Our Point Richmond office has 25 staff to help facilitate on various types of projects. In addition, NCE has over 130 employees available on an as-needed basis depending on service disciplines required from our Oakland, Sacramento, and Anaheim, California offices, as well as from our Reno (headquarters), Lake Tahoe, and Las Vegas, Nevada offices.
Complete Streets. We understand the importance of incorporating and designing complete streets elements, such as bulbouts, landscaping, green infrastructure (e.g., bioretention), bus transit improvements, lighting, restriping, road diet, buffered and separated bike lanes, and dedicated bike lanes, into street improvement projects – making them safe for multi-modal users, including transit riders, motorists, bicyclists, and pedestrians. We are currently working on complete street designs for the City of Alameda (Grand Street), City of Richmond, City of San Leandro, and City of South San Francisco as part of the many rehabilitation projects that we are leading including recently the MLK Junior Way Vision Zero Quick Build Project for safety improvements at 9 intersections. When rehabilitating or designing complete streets, NCE meets with our clients to discuss options to improve safety and overall user experience, whether it is crossing the street, bicycling to work, or calming/slowing traffic.
Civil Design. NCE’s civil and pavement design engineers and technicians are experienced in developing plans, specifications, and engineer’s cost estimates (PS&E) for many City, County, and State rehabilitation and complete street projects. The benefit of this experience to the City is that we thoroughly understand the cost and community impacts of our recommended designs. NCE staff pride themselves in thinking about how construction will impact a neighborhood, a busy arterial, or pedestrian bicycle traffic and access. Our civil engineers are well versed in civil design elements that include bike and pedestrian safety improvements, drainage improvements such as stormwater run-off reduction with bio-retention basins, landscape and planter improvements, ADA curb ramps and sidewalks, curb and gutter, traffic striping and signs, and utility relocation and have expertise in the latest guidelines from Caltrans, FHWA, and NACTO.
Pavement Design. Pavement design and PS&Es for maintenance, rehabilitation, and reconstruction are NCE’s specialty. We offer unrivaled experience and expertise with pavement treatment alternatives. We have designed thousands of roads and trails throughout California. Our expertise in pavement treatment alternatives includes, but is not limited to, cost saving, cutting edge, and green/sustainable paving technologies, such as multi-layer seal, warm mix asphalt and in-place recycling technologies. We consider many factors during pavement design, including cost, performance, future maintenance, traffic, access, pavement section properties, geometric constraints, and climate, including shaded areas and drip lines. NCE has comprehensive knowledge of both the Greenbook and Caltrans Standard Plans and Specifications, which are most commonly referenced throughout California towns and cities.
Pavement Management. NCE has extensive experience evaluating and implementing pavement management systems for numerous public agencies throughout California and the west coast. We are a nationally recognized pavement specialty firm, with broad capabilities and expertise in pavement management. We provide pavement management services and are proficient with most software currently in use, including PAVER™, StreetSaver®, and Cartegraph, which account for 76% of all California agencies. We have successfully implemented PMP for numerous cities and have assisted the City in the development of a multiJuly Aug Sep Oct Nov Dec Jan Feb Project Kickoff
Pavement Design
60% PS&E - Concrete Package
60% PS&E - Resurfacing Package
90% PS&E - Concrete Package
90% PS&E - Resurfacing Package
Final (100% PS&E) - Concrete Package
Final (100% PS&E) - Resurfacing Package
2025 2026 Task
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year capital improvement program more effectively. We are active in over 10 pavement-related (including pavement and asset management) committees at the Transportation Research Board, a national research organization. NCE’s prior project experience with hundreds of other cities on PMP and pavement design allows us to deliver accurate, reliable, consistent pavement data that may then be used by the City to develop pavement strategies and make future funding decisions.
Landscape Architecture. NCE’s staff of licensed landscape architects provide landscape architectural, urban design, presentation graphics, renderings, and planning services to our clients during the design phase, permitting, and construction.
NCE’s landscape staff specialize in complex urban projects that require patience, vision, and an ability to listen closely to the community, park users, funders, agency staff and elected officials combined with an extensive knowledge of the policies, building codes and legislation.
Green Infrastructure and Municipal Regional Stormwater Permit (MRP) 3.0. NCE’s Engineers and Landscape Architects incorporate Green Infrastructure elements into their projects to provide communities with healthier public spaces, visually appealing streetscapes, enhanced pedestrian experience, storm water quality/management, reduced impervious pavements and minimize the impacts of climate change. Specific techniques include the adaptive reuse of tires as a component of rubberized cape seals and hot mix asphalt, reducing heat island impacts with the use of light aggregate and replacing impervious pavements with permeable pavers within parkways. With an innovative approach, NCE’s landscape architects worked with South San Francisco on its 2021 Green Infrastructure Program to study opportunities to integrate a range of green infrastructure elements.
During our pavement and civil design, we will also consider the recent third reissuance of the San Francisco Bay MRP 3.0) and the new regulated project thresholds in Provision C.3 under the San Mateo Water Pollution Prevention Program (SMWPPP).
Hydrologic and Hydraulic Analysis. Our hydrologists and hydraulic engineers are practiced with the latest methods and modeling software and have assisted our clients with drainage analysis, hydraulic modeling, water quality modeling, infrastructure planning, and storm drain design. NCE has a depth of knowledge in performing hydrologic, hydraulic, and sediment transport analyses and modeling for the design and maintenance of storm drain and flood control improvements and systems, roadways, bridges, and culverts.
California Office Locations
This contract will be managed from the NCE Point Richmond office. NCE’s contact person is Mei-Hui Lee (T: (510) 520-5927; E:
[email protected]).
Point Richmond (contract to be managed from this office) Oakland 1003 West Cutting Blvd. Suite 110 1144 65th Street, Suite B Point Richmond, CA 94804 Oakland, CA 94608
(510) 215-3620 (510) 250-9189
Sacramento Southern California
8801 Folsom Blvd, Suite 265 2300 E. Katella Ave, Suite 125 Sacramento, CA 95826 Anaheim, CA 92806
(916) 388-5655 (657) 275-3018
Organization Type
Chartered
Auditing Standards Affirmative Statement
NCE is independent of the City as defined by generally accepted auditing standards the U.S. General Accounting Office's Government Auditing Standards (1994).
Litigation/Mediation/Arbitration Statement
NCE does not have any current or pending litigation, nor has NCE been involved in any related litigation within the last 5 years, that may affect our ability to perform services. In addition, there have not been any claims or disciplinary action taken against NCE or any of NCE’s key personnel within the past five years.
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Company Personnel
Staff Name and Title Phone Number License/Certification NCE
J. Ryan Shafer, PE, GE, Principal (510) 333-7684 CA Civil Professional Engineer #62349 CA Geotechnical Professional Engineer #2713
Mei-Hui Lee, PhD, PE, Associate Engineer (510) 520-5927 CA Civil Professional Engineer #87635 Franz Haidinger, PE, Principal, Chief Engineer (916) 996-4051 CA Civil Professional Engineer #64725 Victor Lemus, PE, Senior Engineer (209) 373-3176 CA Civil Professional Engineer #89769 Sampat Kedarisetty, PhD, EIT, Project Engineer (646) 881-6521 CA Engineer-in-Training #179078 Julia Shibko, EIT, Staff Engineer (916) 495-7961 CA Engineer-in-Training #181418 Samuel McGolpin, EIT, Staff Engineer (805) 455-1007 CA Engineer-in-Training #179018 Mountain Pacific Surveys
Steven Rohlfs, LS, Project Surveyor (707) 425-6234 CA Registered Professional Surveyor #9260 Chuck Brooks, Party Chief (707) 425-6234 N/A
NCE Roles and Responsibilities
Ryan Shafer, PE, GE | Principal-in-Charge, Client Sponsor Ryan Shafer, PE, GE, serving as Principal-in-Charge and Client Sponsor, will be the key person in any agreement with the City, will be responsible for overseeing the project through all phases and assist in the development of the scope, budget, planning, scheduling, and coordination of the projects. He will assist Mei-Hui Lee, PhD, PE, NCE’s proposed Project Manager, with ensuring the proper resources are available to successfully deliver the project. Ryan will also provide an increased access to the team beyond communication with Mei-Hui.
Mei-Hui Lee, PhD, PE | Project Manager
Mei-Hui Lee, PhD, PE, serving as Project Manager, will be the City’s point on the project, and maintain overall communication with the City and all NCE Team members. It will be her responsibility to share project status with the team and collect information to document monthly and year-to-date progress on individual activities. In consultation with the Principal/Client Liaison, J. Ryan Shafer, it will also be her responsibility to update the schedule, to develop action items to keep the project on schedule, and to examine cost-cutting measures that can be taken to streamline the project.
Franz Haidinger, PE | QA/QC Manager
Franz Haidinger, PE, will be responsible for implementing NCE’s quality assurance management program for the projects related to this on-call. He will address quality control and quality assurance procedures and expectations for each team member and will provide the quality assurance review and its documentation of the documents that will be submitted to the client.
Victor Lemus, PE | Engineering Technical Advisor
Victor Lemus, PE, will provide technical assistance to the project staff on design topics including concrete improvements, pavement design recommendations, ADA curb ramp and curb & gutter improvements, and other project elements. Victor's duties will also include providing assistance to developing the project plans, advising on the engineer's estimate unit costs based on previous experience, and developing technical specifications that are tailored to providing direction and clear measurement and payment clauses for the Contractor. Finally, Victor will assist Mei-Hui in managing changes to scope, cost, and schedule of project work.
Sampat Kedarisetty, PhD, EIT | Pavement Engineer
Sampat Kedarisetty, PhD, EIT, will be responsible for leading all pavement design and materials related aspects on this oncall, including the use of the latest economical treatment methods and materials, and review of technical specifications related to Hot Mix Asphalt (HMA) concrete, surface seals, and pavement recycling. This includes developing and implementing pavement investigations, marking spot repairs and base repairs on selected streets, and design scopes of work using both empirical and mechanistic design approaches.
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Julia Shibko, EIT | Project Engineer Lead
Julia Shibko, EIT, will be responsible for the civil design portion of the project including field data collection, plan preparation, quantity take-off, construction cost estimating, utility coordination, signing and striping, pedestrian crossing enhancements and bicycle facilities and addressing Requests for Information (RFIs) during bidding and construction, as well as Contractor submittal review. It will be Julia’s duty to assist the team in technical engineering matters. It will be Julia’s duty to assist the team in technical engineering matters.
Samuel McGolpin, EIT | Staff Engineer
Samuel McGolpin, EIT, will be a staff engineer and designer for the project. He will assist with the preparation of plans, specifications, and estimates, quantity take-offs, utility coordination, and conduct field measurements and investigations, and provide responses to RFIs. It will be Samuel’s duty to assist the team in technical engineering matters.
Subconsultant Roles and Responsibilities
Steven Rohlfs, LS (Mountain Pacific Surveys, MPS) | Project Surveyor Steven Rohlfs, LS, will be the Project Surveyor on this contract. He will be responsible for overall project management, scheduling of field crews, data research, coordination between Mountain Pacific Surveys and other team members, and final document production of mapping products associated with road infrastructure projects. The MPS team will provide topography survey on selected curb ramp improvement locations as needed, with a focus on areas with steep slopes or potential drainage issues.
Chuck Brooks (Mountain Pacific Surveys, MPS) | Certified Party Chief Chuck Brooks will be the primary Party Chief assigned to perform field surveying associated with any projects. As the on-site survey team member, his duties will be to establish a local survey control network, evaluate site conditions, and perform field data collection as field conditions and project requirements dictate. Of particular importance, Chuck is also the lead safety officer for the crew as Mountain Pacific Surveys executes their work on-site, with an equal responsibility to both the safety of the crew, as well as the public, as the work is executed.
Organization Chart
NCE brings a collaborative and innovative problemsolving mentality to address the technical challenges facing the City’s infrastructure-related, day-to-day
issues. As project manager, Mei-Hui Lee, PhD, PE, will
be the primary point of contact for the City. She serves as the project manager for pavement management and
design projects at NCE. She has the authority to
dedicate resources to City projects. She will work closely with the team and the City to apply cost-effective
pavement treatments and localized repair approach in
results gained to date from previous City Pavement
Resurfacing Projects from 2021 to 2025.
Mei-Hui will be supported by a team of professionals
with demonstrated experience providing services for
similar types of projects – people who will take an
outside of the box approach to problem-solving and who have the ability to draw upon established and new technologies to develop solutions. Our key personnel have worked together on dozens of projects, including recent Pacifica FY2025-26 Pavement Resurfacing Project and South San Francisco 2024 to 2025 Surface Seal Project.
Subconsultants
Mountain Pacific Surveys is a certified small-business professional survey services firm providing boundary surveying and mapping, design surveys, right-of-way engineering, construction surveys, environmental surveys, monitor surveys, and photogrammetric engineering services to the public and private sector. Established in 1992, the firm is a member in good standing with Operating Engineers Local 3 and Bay Counties Association, as well as active members of the California Land Surveyor’s Association (CLSA).
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Mountain Pacific Surveys will provide complete topographic surveys on streets with geometric changes related to grading/reconstruction, road diets, curb ramp, pedestrian and sidewalk areas, and drainage improvements if needed. Mountain Pacific Surveys is a trusted partner of NCE, working together collaboratively for over 15 years on various local roadway projects.
Mountain Pacific Surveys has provided design level topographic surveying and right-of-way (ROW) mapping for approximately 100 miles of street reconstruction and pavement repair projects for numerous public agencies.
Licensed Staff Affirmation Statement
NCE and all assigned key professional staff are properly licensed to practice in California.
Disclosure
NCE does not have any current or past business or personal relationships with any current Pacifica elected official, appointed official, City employee, or family member of any current Pacifica elected official, appointed official, or City employee. We understand any past or current business relationship may not disqualify NCE from consideration.
Experience and References
NCE works with many cities and counties in the San Francisco Bay Area. The following pages provide examples of recent, relevant projects successfully delivered by NCE and NCE key personnel, as well as subconsultants.
1. FY 2020/21to FY2025/26 Pavement Resurfacing and Concrete Improvement Projects, City of Pacifica, CA: NCE developed a 5-Year work plan for the City with surface seal and rehabilitation projects based on the City’s Senate Bill1 funding, as well as pavement management database review and unit cost update. Field reviews were performed to verify pavement conditions and treatments to finalize the work plan. NCE then scheduled a field calibration meeting with City staff to discuss various surface seal applications and base repair criteria. Cost-effective cape seals with leveling courses were designed on residential streets with a lower Pavement Condition Index to prevent water from damaging pavement and help resist reflective cracking. As part of this project, NCE civil and pavement engineering design services included pavement coring, curb/gutter replacement, utility coordination, curb ramp design, drainage improvements, pavement design recommendations, plans, specifications, estimates, and bidding and construction support services. NCE has provide design services and completed design packages for City’s street rehabilitation and resurfacing projects, supporting construction projects totaling over $8.0 million since 2011. NCE Key Personnel: Ryan Shafer, Mei-Hui Lee, Victor Lemus, Julia Shibko, Samuel McGolpin, Sampat Kedarisetty.
2. 2022 West of 101 Pavement Rehabilitation (st2107), City of South San Francisco, CA: NCE provided engineering and design services to facilitate a rehabilitation project of all eligible streets west of 101. The 2022 West of 101 Pavement Rehabilitation Project’s goal was to perform deferred maintenance west of 101, outside of the annual surface seal program. The City is responsible for the maintenance and repair of approximately 140 centerline miles, comprised of 33 arterial miles, 39 collector miles, and 68 residential miles. The City utilizes a program of slurry seals, overlays, and surface reconstruction as maintenance and rehabilitation strategies. West of US-101 there are approximately 123 centerline miles, comprised of 23 arterial miles, 35 collector miles, and 65 residential miles. Every two years the City surveys the streets and enters the data into the South San Francisco Pavement Management Program StreetSaver® database program. NCE is responsible for project management, pavement rehabilitation design, plans, specifications, and estimates, and bidding and construction support services.
NCE also completed City’s 2024 and 2025 Street Resurfacing Projects with a total construction cost of $4.1 million. NCE Key Personnel: Ryan Shafer, Mei-Hui Lee, Victor Lemus, Franz Haidinger, Samuel McGolpin, Sampat Kedarisetty.
3. 2025 Surface Seal Project, City of Millbrae, CA: NCE worked with the City on its 5-year work plan development in early 2024. The 5-year work plan was developed based on City’s budget, the desire to have a resurfacing project each year, grouping and aggregating by neighborhoods for efficiency of design, construction (less mobilization), future maintenance, and to be able to treat more streets with a limited pavement resurfacing annual budget. Costeffective rubberized cape seal or multi-layer surface seal will be applied on streets in generally very poor to fair condition without severe subgrade failure and slurry seals will be applied to streets in generally fair to good condition in an effort to extend pavement life, address moderately cracked pavement,
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Packet Pg. 131 Attachment: Pacifica Consultant Services Agreement with NCE (5960 : Approval of Consultant Services Agreement between the City of Pacifica City of Pacifica
Design and Engineering Services for the FY 2026-27 Pavement Resurfacing Project May 29, 2025
Page | 11
and improve ride quality. Mill and overlay or surface reconstruction will be utilized on streets with very poor to failed condition, high severity fatigue cracking and/or evidence of problematic subgrade. The City would now like to complete the 2025 Surface Seal Project with a total construction cost of approximately $0.9 million. The resurfacing street list includes the street sections, limits, and other pertinent street attributes. The project includes approximately 2.6 centerline miles of streets that will be surface sealed. The project will be constructed in 2025 construction season. NCE is currently working with the City to identify 2026 street candidates for next year’s surface seal project. the City would like to begin design and complete construction documents for bidding in early 2026. NCE Key Personnel: Ryan Shafer, Mei-Hui Lee, Samuel McGolpin, Sampat Kedarisetty.
4. 2016 Pavement Rehabilitation and 2022-2023 Street Resurfacing, City of Daly City, CA: NCE completed pavement and civil design services for the 2016 Street Resurfacing project. The City requested the most cost-efficient pavement rehabilitation strategies with a preference for more conventional paving materials (HMA) that the City has experience with based on limitation of City inspection staff resources. The construction cost for this project was approximately $2 million. The City expected the streets to be mostly candidates for mill and overlays. An optional task/item was included for ground penetrating radar to estimate utility alignments and depths for Geneva Avenue, as it had preliminary been identified as a surface reconstruct candidate. NCE recently developed a work plan for the City with surface seal and rehabilitation projects in 2022, as well as pavement management database review and unit cost update. Field reviews were performed to verify pavement condition and treatments to finalize the work plan. NCE met with City staff to discuss various surface seal applications and base repair criteria. As part of this project, NCE civil and pavement engineering design services included pavement coring, curb/gutter replacement, utility coordination, curb ramp design, drainage improvements, pavement design recommendations, PS&Es, and bidding and construction support services. NCE Key Personnel: Ryan Shafer, Victor Lemus, Mei-Hui Lee.
5. Citywide Surface Treatment Package 6-B, City of San Mateo, CA: NCE is providing engineering design services, including civil and pavement engineering, to support the Citywide Street Rehabilitation Package 6-B project. The majority of the street sections included in this project are located in the Hayward Park, North Central, and Shoreview areas as shown on the map to the left. The Project will resurface approximately 3.0 centerline miles of streets by employing conventional overlay methods or cost-effective recycling like FullDepth Reclamation (FDR) or Cold-in-Place Recycling (CIR) treatments with an estimated construction cost of $4.9 million; recommended by the City’s pavement management report. Pavement conditions of selected streets are generally in poor to failed conditions with pavement condition index (PCI) average less than 50 points. The scope of services includes evaluating the condition of the pavement of the street segments, conduct surveys, perform geotechnical investigations, and recommend pavement rehabilitation solutions. NCE will also prepare the basis of design report, preliminary and final design plans, specifications and estimates for City to advertise the project. NCE Key Personnel: Ryan Shafer, Victor Lemus, Samuel McGolpin, Sampat Kedarisetty.
6. Rumrill Boulevard Complete Streets and Green Infrastructure, City of San Pablo, CA: This project was funded by a variety of federal and state funding sources is under construction and modifies Rumrill Boulevard with a road diet and to add Class IV bikeways in both directions of travel, while reducing the number of through travel lanes in both directions and adding left or right turn pockets along the corridor. Related improvements include widened sidewalks, crosswalks with rapid flashing beacons, landscape buffers, widened bus stop landings with bus shelters, lighting, ADA access, drainage improvements, green infrastructure, landscaping, medians, asphalt regrading and reconstruction, buffered bike lanes, increasing parking, and video detection at traffic signals for vehicles and bicycles.
We also designed 14,000 sf of bioretention basins throughout the street corridor treating approximately 9 acres of development focused on reducing pollutants of concern including PCBs, mercury and trash to achieve targets set by the Municipal Regional Permit. The project also included significant tree plantings in accordance with the California Natural Resources Agency Urban Green grant. NCE was responsible for civil design, pavement design, hydraulic design, community outreach, bidding and construction support, and E-76 for construction including extensive ROW certification coordination with utility relocation. NCE Key Personnel: Ryan Shafer, Franz Haidinger, Victor Lemus, Mei-Hui Lee.
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Packet Pg. 132 Attachment: Pacifica Consultant Services Agreement with NCE (5960 : Approval of Consultant Services Agreement between the City of Pacifica City of Pacifica
Design and Engineering Services for the FY 2026-27 Pavement Resurfacing Project May 29, 2025
Page | 12
Project Award: The City of San Pablo received the Northern California American Public Works Association (APWA) Project of the Year Award and for the project and recognized by APWA National for Transportation.
7. University/Marina/Spinnaker Street Improvement Project, City of Berkeley, CA: NCE completed civil design and environmental review and permitting for realignment of University Avenue just west of I-80 to move the eastbound lanes off the old Berkeley pier structure, a roundabout connection at Marina Boulevard, resurfacing of Marina Boulevard with parking improvements, reconstruction of Spinnaker Way using full-depth reclamation, with pedestrian circulation and safety enhancements (RRFB), sidewalks, green infrastructure, and pervious parking improvements to reduce stormwater runoff to the bay. The alignment is within a sensitive habitat corridor, and within San Francisco Bay Conservation and Development Commission jurisdiction, which NCE’s scientists and resource specialists assessed biological resources, sea level rise and resiliency, and cultural resources. NCE Key Personnel: Ryan Shafer, Franz Haidinger, Victor Lemus.
The City of Berkeley was awarded the Northern California APWA Project of the Year Award and the Public Works Officers Institute Outstanding Local Streets and Roads Project Award.
References
Provided below are three references, within the past five years of clients for whom services have been performed that are comparable in quality and scope to that specified in this RFP.
NCE
FY 2020/21to FY 2025/26 Pavement Resurfacing and Concrete Improvement (Project #1) Client: City of Pacifica, 1800 Francisco Blvd, Pacifica, CA 94044 Contact Name: Roland Yip, PE
Phone Number: (650) 738-3771
Email Address: [email protected]
Services Provided: Civil and Pavement Engineering Design Services Start/End Dates: 11/2020 to Present
2022 West of 101 Pavement Rehabilitation (Project #2)
Agency: City of South San Francisco, 400 Grand Ave, South San Francisco, CA 94080 Contact Name: Angel Torres, PE
Phone Number: (650) 829-6660
Email Address: [email protected]
Services Provided: Engineering and Design Services
Start/End Dates: 3/2021 to Present
2025 Surface Seal (Project #3)
Agency: City of Millbrae, 621 Magnolia Ave, Millbrae, CA 94030 Contact Name: Ahmad Haya
Phone Number: (650) 259-2462
Email Address: [email protected]
Services Provided: Pavement Engineering Design Services Start/End Dates: 11/2024 to Present
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Packet Pg. 133 Attachment: Pacifica Consultant Services Agreement with NCE (5960 : Approval of Consultant Services Agreement between the City of Pacifica Education
MS, Geotechnical Engineering,
University of California, Berkeley,
1998
BS, Geological Engineering,
Colorado School of Mines, 1996
Registrations and
Certifications
Professional Engineer – Civil, CA
#62349
Professional Engineer –
Geotechnical, CA #2713
Affiliations
American Society of Civil
Engineers
American Public Works
Association
Joined NCE
2005
Total Years of Experience
25 years
J. Ryan Shafer, PE, GE
Principal-in-Charge
Ryan is an experienced Principal and Project Manager who is highly skilled in managing interdisciplinary teams of engineers, scientists, and planners for complex projects requiring civil engineering, geotechnical engineering, pavement engineering, structural engineering, transportation, and traffic engineering, hydrology and hydraulics, coastal engineering, regulatory permits, technical studies and resource assessments, and environmental documents. In addition, he has managed and provided civil and geotechnical engineering on a wide range of public and private projects, including vertical development, municipal roads, trails, drainage infrastructure, landfills, public transit, recreation areas, and parks, industrial facilities including refineries, and waterfront structures giving him an understanding of how to work with diverse project types. His clients provide feedback that NCE is an effective partner and steward, understanding what is important to each community.
Representative Projects
FY 2025/26 Pavement Resurfacing and Concrete Improvement Projects City of Pacifica, CA
Principal. NCE has developed a 5-Year work plan for the City with surface seal and rehabilitation projects based on the City’s Senate Bill1 funding, as well as pavement management database review and unit cost update. Field reviews were performed to verify pavement conditions and treatments to finalize the work plan. NCE then scheduled a field calibration meeting with City staff to discuss various surface seal applications and base repair criteria. Cost-effective cape seals with leveling courses were designed on residential streets with a lower Pavement Condition Index to prevent water from damaging pavement and help resist reflective cracking. As part of this project, NCE civil and pavement engineering design services included pavement coring, curb/gutter replacement, utility coordination, curb ramp design, drainage improvements, pavement design recommendations, plans, specifications, estimates, and bidding and construction support services. The City has requested NCE to complete the FY 2024/25 Pavement Resurfacing Project with a total construction cost of $1.7 million. The resurfacing includes street sections, limits, and other pertinent street attributes. 2025 Surface Seal Project
City of Millbrae, CA
Principal. NCE worked with the City on its 5-year work plan development in early 2024.
The 5-year work plan was developed based on City’s budget, the desire to have a resurfacing project each year, grouping and aggregating by neighborhoods for efficiency of design, construction (less mobilization), future maintenance, and to be able to treat more streets with a limited pavement resurfacing annual budget. Cost-effective rubberized cape seal or multi-layer surface seal will be applied on streets in generally very poor to fair condition without severe subgrade failure and slurry seals will be applied to streets in generally fair to good condition in an effort to extend pavement life, address moderately cracked pavement, and improve ride quality. Mill and overlay or surface reconstruction will be utilized on streets with very poor to failed condition, high severity fatigue cracking and/or evidence of problematic subgrade. The City would now like to complete the 2025 Surface Seal Project with a total construction cost of approximately $0.9 million. The resurfacing street list includes the street sections, limits, and other pertinent street attributes. The project includes approximately 2.6 centerline miles of streets that will be surface sealed. The City would like to begin design and complete construction documents for bidding in 2025 and begin construction in 2025 construction season.
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Packet Pg. 134 Attachment: Pacifica Consultant Services Agreement with NCE (5960 : Approval of Consultant Services Agreement between the City of Pacifica J. Ryan Shafer, PE, GE
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Citywide Surface Treatment Package 6-B
City of San Mateo, CA
Principal. NCE is providing engineering design services, including civil and pavement engineering, to support the Citywide Street Rehabilitation Package 6-B project. The majority of the street sections included in this project are located in the Hayward Park, North Central, and Shoreview areas as shown on the map to the left. The Project will resurface approximately 3.0 centerline miles of streets by employing conventional overlay methods or cost-effective recycling like Full-Depth Reclamation (FDR) or Cold-inPlace Recycling (CIR) treatments with an estimated construction cost of $4.9 million; recommended by the City’s pavement management report. Pavement conditions of selected streets are generally in poor to failed conditions with pavement condition index (PCI) average less than 50 points. The scope of services includes evaluating the condition of the pavement of the street segments, conduct surveys, perform geotechnical investigations, and recommend pavement rehabilitation solutions. NCE will also prepare the basis of design report, preliminary and final design plans, specifications and estimates for City to advertise the Project.
2022 West of 101 Pavement Rehabilitation (st2107)
City of South San Francisco, CA
Staff Engineer. NCE is providing engineering and design services to facilitate a rehabilitation project of all eligible streets west of 101. The 2022 West of 101 Pavement Rehabilitation Project’s goal is to perform deferred maintenance west of 101, outside of the annual surface seal program. The City is responsible for the maintenance and repair of approximately 140 centerline miles, comprised of 33 arterial miles, 39 collector miles, and 68 residential miles. The City utilizes a program of slurry seals, overlays, and surface reconstruction as maintenance and rehabilitation strategies. West of US-101 there are approximately 123 centerline miles, comprised of 23 arterial miles, 35 collector miles, and 65 residential miles. Every two years the City surveys the streets and enters the data into the South San Francisco Pavement Management Program StreetSaver® database program. NCE is responsible for project management, pavement rehabilitation design, plans, specifications, and estimates, and bidding and construction support services.
Rumrill Boulevard Complete Streets Project
City of San Pablo, CA
Principal-in-Charge. Ryan was responsible for advising the project team, advocating for staff resources, and providing guidance on technical issues, project management, schedule, and budget. NCE is designing an approximately $15 million construction value, 2.5-mile-long complete streets project along Rumrill Boulevard. This is a community-based design process focused on transforming the street into a safe and friendly place for people and businesses by improving conditions for walking, bicycling, and transit. This street corridor will receive a road diet and Class IV bikeways in both directions of travel. Additional key project elements include landscape buffers, widened bus stop landings, increasing parking, and video detection at traffic signals for vehicles and bicycles. In addition, the project will include low impact development design and bioretention basins, landscaping improvements, curb extensions/bulbouts, sidewalk widening, crosswalk improvements with rectangular rapid flashing beacons, median refuges bus stop shelters, expanded street lighting, ADA concrete and roadway improvements (curb ramps, sidewalks, driveways, medians, and regrading pedestrian roadway crossings), storm drainage improvements, trail crossings, wayfinding signs, pedestrian and street lighting.
Grand Street OBAG 2 Rehabilitation
City of Alameda, CA
Project Manager. The NCE team has been working closely with the City of Alameda’s public works and planning staff to complete pavement and civil design and E-76 documents for the Grand Street Rehabilitation Project. This section of Grand Street from Encinal Avenue to Shoreline Drive is an important major collector street and serves as a north-south connector for neighborhood streets, schools, recreational sports fields, shoreline beach access, and South Shore Center. The project evolved into a very comprehensive complete streets project that includes parking-protected separated bike lanes and two-way cycle tracks, ADAcompliant curb ramps and pedestrian crossings, new lighted pedestrian crossings, minor drainage improvements, transit islands, and curb and gutter repairs. NCE has worked closely with City staff, presenting safety improvements to the local community, the Transportation Commission, and the City Council. As part of community outreach and presentations to the City Council and the Transportation Commission, NCE developed renderings and roll plot style graphics to support City staff and present project details to the public. The project details NCE focused on developing with the City included bike facilities to accommodate the vast range of users, including novice school-aged children and advanced commuter cyclists. The two-way cycle track design was developed to provide a separate path to the school while also accommodating traffic, transit, parking, and pedestrian access for other users
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Packet Pg. 135 Attachment: Pacifica Consultant Services Agreement with NCE (5960 : Approval of Consultant Services Agreement between the City of Pacifica Education
PhD, Civil Engineering, National
Taiwan University, Taiwan, 2009
MS, Civil Engineering, Columbia
University, New York, 2012
BS, Civil Engineering, National
Taiwan University, Taiwan, 2002
Registrations and
Certifications
Professional Engineer – Civil, CA
#87635
Affiliations
American Society of Civil
Engineers
Nevada Water Resources
Association
American Public Works
Association
Joined NCE
2014
Total Years of Experience
12 years
Mei-Hui Lee, PhD, PE
Project Manager
Dr. Mei-Hui Lee has a PhD in civil engineering and is experienced in pavement design, evaluation, and maintenance projects. Dr. Lee has abundant field experience at various international airfields, including runway design, pavement structure evaluation, and field surveys. She also has research experience at the Federal Aviation Administration National Airport Pavement Test Facility in runway design life extension and aircraft baking performance simulation projects. Currently, she serves as the project manager for pavement management and design projects at NCE. Her clients include the Counties of Sacramento, Trinity, Lake, and Mariposa, as well as multiple cities, including Sacramento, South San Francisco, Martinez, and Folsom. She is responsible for the analysis and quality control of pavement distress data collection, updating maintenance and rehabilitation decision trees and the treatment unit costs, and the development of budget scenarios and summary reports. She has developed cost-effective maintenance treatments and strategies, prepared custom multiple-year detailed street maintenance plans and budget option reports, and linked Geographic Information System maps with management sections in the client’s Pavement Management Program database.
Representative Projects
FY 2025/26 Pavement Resurfacing and Concrete Improvement Projects City of Pacifica, CA
Project Manager. NCE has recently updated the FY 2025/26 to FY 2029/30 Work Plan with an average of $2.2 million annual paving budget. The updated 5-year Work Plan was reviewed and approved by the City Council in early July 2024. The City would now like to complete the FY 2025/26 Pavement Resurfacing Project with a total construction cost of approximately $1.8 million, not including design, construction management or construction contingency. The resurfacing street list includes street sections, limits, and other pertinent street attributes. The City would like to begin the design and complete construction documents for bidding in early 2025 and begin construction in Summer 2025. NCE has collected pavement structure information over the past five years and had average existing material thicknesses in various neighborhoods throughout the City. Since all selected streets in the FY 2025/26 projects are surface seal candidates without rehabilitation or reconstruction, pavement core samples will not be performed. 2021-2022 Pavement Resurfacing Program
City of Pacifica, CA
Project Manager. NCE has developed a 5-Year work plan for the City with surface seal and rehabilitation projects based on the City’s Senate Bill1 funding, as well as pavement management database review and unit cost update. Field reviews were performed to verify pavement conditions and treatments to finalize the work plan. NCE then scheduled a field calibration meeting with City staff to discuss various surface seal applications and base repair criteria. Cost-effective cape seals with leveling courses were designed on residential streets with a lower Pavement Condition Index to prevent water from damaging pavement and help resist reflective cracking. As part of this project, NCE civil and pavement engineering design services included pavement coring, curb/gutter replacement, utility coordination, curb ramp design, drainage improvements, pavement design recommendations, plans, specifications, estimates, and bidding and construction support services.
2025 Surface Seal Project
City of Millbrae, CA
Project Manager. NCE worked with the City on its 5-year work plan development in early 2024. The 5-year work plan was developed based on City’s budget, the desire to have a resurfacing project each year, grouping and aggregating by neighborhoods for efficiency of design, construction (less mobilization), future maintenance, and to be able to treat more streets with a limited
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Packet Pg. 136 Attachment: Pacifica Consultant Services Agreement with NCE (5960 : Approval of Consultant Services Agreement between the City of Pacifica Mei-Hui Lee, PhD, PE
Page | 2
pavement resurfacing annual budget. Cost-effective rubberized cape seal or multi-layer surface seal will be applied on streets in generally very poor to fair condition without severe subgrade failure and slurry seals will be applied to streets in generally fair to good condition in an effort to extend pavement life, address moderately cracked pavement, and improve ride quality. Mill and overlay or surface reconstruction will be utilized on streets with very poor to failed condition, high severity fatigue cracking and/or evidence of problematic subgrade. The City would now like to complete the 2025 Surface Seal Project with a total construction cost of approximately $0.9 million. The resurfacing street list includes the street sections, limits, and other pertinent street attributes. The project includes approximately 2.6 centerline miles of streets that will be surface sealed. The City would like to begin design and complete construction documents for bidding in 2025 and begin construction in 2025 construction season. 2022 West of 101 Pavement Rehabilitation
City of South San Francisco, CA
Project Manager. Dr. Lee oversaw the project from start to finish and ensured the project met its objectives and stayed on schedule. NCE is providing engineering and design services to facilitate a rehabilitation project of all eligible streets west of Highway 101. The project’s goal is to perform deferred maintenance on all sections west of Highway 101 with poor or failed pavement conditions, outside of the annual surface seal program. The City is responsible for the maintenance and repair of approximately 140 centerline miles, comprised of 33 arterial miles, 39 collector miles, and 68 residential miles. The City utilizes a program of slurry seals, overlays, and surface reconstruction as maintenance and rehabilitation strategies. This project includes approximately 19 centerline miles of streets (15% of the entire City network) for rehabilitation and reconstruction with approximately $25 million in total project costs. Overall network Pavement Condition Index will improve to the high 80s upon completion of construction in 2022. On average approximately $2.0 million per year will be required to maintain the Pavement Condition Index at the 80s over the next 10 years within the City’s annual resurfacing program by zones, which represents a cost savings of $4.6 million per year from what the City is currently spending to maintain the network. NCE is responsible for project management, pavement rehabilitation design, plans, specifications, estimates, and bidding and construction support services. 2017-2022 Street Surface Seal and Pavement Rehabilitation City of South San Francisco, CA
Project Manager. NCE has completed pavement resurfacing, rehabilitation, and reconstruction projects for the City since 2017, which comprised 47.7 centerline miles of streets for resurfacing and 16.0 centerline miles of streets for rehabilitation. Every two years, the City surveys the streets and enters the data into the StreetSaver® database. This database assists staff in determining the Pavement Condition Index for each street segment and the street network overall. NCE assists the City in updating historical maintenance and rehabilitation records and conducting field reviews to identify candidate streets for the City’s annual surface seal and rehabilitation programs. Based on the City’s paving budgets and maintenance strategy, NCE has utilized the StreetSaver® database and field reviews to develop a multi-year work plan for the City in 2018, 2020, and 2022.
Rumrill Boulevard Complete Streets
City of San Pablo, CA
Pavement Engineer. Dr. Lee conducted field investigation, and pavement design and provided construction support for base repair verification. NCE is designing an approximately $15 million construction value, 2.5-mile-long complete streets project along Rumrill Boulevard. This is a community-based design process focused on transforming the street into a safe and friendly place for people and businesses by improving conditions for walking, bicycling, and transit. This street corridor will receive a road diet and Class IV bikeways in both directions of travel. Additional key project elements include landscape buffers, widened bus stop landings, increased parking, and video detection at traffic signals for vehicles and bicycles. In addition, the project will include low-impact development design and bioretention basins, landscaping improvements, curb extensions/bulbouts, sidewalk widening, crosswalk improvements with rectangular rapid flashing beacons, median refuges bus stop shelters, expanded street lighting, ADA concrete and roadway improvements (curb ramps, sidewalks, driveways, medians, and regrading pedestrian roadway crossings), storm drainage improvements, trail crossings, wayfinding signs, pedestrian and street lighting. 2025 Cape Seal
City of Vallejo, CA
Project Manager. NCE is currently working with City staff to develop a 10-year paving plan with potential bond measure funds for approximately $10 million per year on street network. NCE conducted a field review in late November to identify street candidates and a total of 8.1 centerline miles of streets with approximately $2.3 million construction cost are included in the project. NCE will develop construction documents for bidding in May/June 2025 to allow for construction in late Summer 2025. NCE is also providing bidding support and construction support services.
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Packet Pg. 137 Attachment: Pacifica Consultant Services Agreement with NCE (5960 : Approval of Consultant Services Agreement between the City of Pacifica Education
DI (Diplom-Ingenieur), Civil
Engineering, University of Natural
Resources and Life Sciences,
Vienna, Austria (Equivalent of a
MS, Civil Engineering), 1997
Registrations and
Certifications
Professional Engineer – Civil, CA
#64725
Professional Engineer – Civil, NV
#19430
Nuclear Testing Equipment
Certified, Troxler Electronic
Laboratories #079039
Affiliations
American Society of Civil
Engineer
American Public Works
Association
Joined NCE
2004
Total Years of Experience
27 years
Franz Haidinger, PE
Quality Assurance/Quality Control Manager
Franz Haidinger is a licensed California Civil Engineer and is a Principal/Chief Engineer responsible for overseeing, managing, and developing designs and PS&Es for roadway improvement projects in addition to implementing sustainable pavement technologies and low-impact development features. He has over 25 years of expertise in pavement and roadway design, pavement rehabilitation, and complete streets projects. Franz provides QA/QC, develops engineering standards for NCE and oversees the firm’s QA program, critically reviews for constructability, and focuses on making construction documents practical and clear for bidding. Franz has served as Project Manager and Principal Engineer for a range of large and complex civil and pavement design projects throughout California.
Representative Projects
Pavement Rehabilitation
City of Davis, CA
Project Manager. NCE is providing pavement design and engineering services for the City’s 2024 pavement rehabilitation project with approximately 2.0 centerline miles of streets and 1.4 centerline miles of bike paths exported from the City’s 5-year work plan.
Street sections in the Village Homes neighborhood are in generally poor to failed condition with high percentage fatigue cracking and subgrade failure making those sections good candidates for mill and overlay or reconstruction. Bike paths along Covell Boulevard and in the Aspen neighborhood show evidence of tree root uplift and subgrade movement. Most of the bike paths in this project are thin mill and overlay or reconstruction candidates. The total construction budget for this project is approximately $2.5 million, and the City is planning to construct this project in the summer/fall of 2024. 2018-2023 Annual Overlay/Rehabilitation Pavement Design and Plans, Specifications, and Estimates
City of San Leandro, CA
Quality Assurance/Quality Control Manager. Franz provided quality control reviews of project submittals to be consistent with NCE’s Quality Assurance Management Program. The City selected NCE to prepare construction documents and pavement rehabilitation and reconstruction design for 23 arterial, collector, and residential streets (5 miles). NCE’s scope of work included pavement investigation and design and preparation of civil design plans, specifications, and estimates for construction.
Pavement design solutions included conventional and rubberized hot mix asphalt overlays, full-depth asphalt reconstruction, full-depth reclamation instead of more expensive conventional reconstruction, and a pilot project for cold central plant recycling on an arterial street based on recommendations provided by NCE. Visible drainage issues were addressed, such as localized ponding in the gutter pan, the design of over 100 Americans with Disabilities Act ramps, curb and gutter repairs, and improvements to striping and pavement markings with the addition of class II and class IV bike lanes.
NCE submitted and managed three encroachment permit applications with the California Department of Transportation as the project encroached on three state routes. NCE’s engineer’s estimate matched that of the winning contractor bid, indicating that NCE was able to anticipate the value of the scope of work and contractor climate.
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Packet Pg. 138 Attachment: Pacifica Consultant Services Agreement with NCE (5960 : Approval of Consultant Services Agreement between the City of Pacifica Franz Haidinger, PE
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Spinnaker Way Pavement Rehabilitation and Drainage Improvements City of Berkeley, CA
Project Manager. NCE was retained by the City to provide engineering and design services for the reconstruction of Spinnaker Way, a roadway in the Berkeley Marina. The undulating pavement requires reconstruction and improvements to the roadway drainage. To mitigate the drainage issues, the roadway reconstruction uses full-depth reclamation, which allows existing road materials to be pulverized and regraded to fix drainage issues. In addition, the project includes pervious parking areas to capture and detain stormwater runoff, and a new system of drain inlets, manholes, and storm drainpipes to convey excess runoff to the Bay. NCE also provided permitting services for a San Francisco Bay Conservation and Development Commission permit and prepared the California Environmental Quality Act document for the project. The estimated construction cost is $2,700,000.
Pavement Rehabilitation/Maintenance and Bikeway Improvements Presidio of San Francisco, CA
Quality Assurance/Quality Control Manager/Principal Engineer. Franz is responsible for implementing NCE’s quality assurance management program for the project, performing quality control reviews on plans, specifications, and estimates, and providing design support. NCE was selected by the Presidio Trust to design their pavement rehabilitation and maintenance project. The scope of this project includes preparing plans, specifications, and cost estimates for bidding purposes. Design elements of the project include pavement design, a roundabout, modification to existing striping and markings to introduce class II and III bikeways and an advisory bike lane, roadway grading, drainage solutions and design, and a bus platform. NCE will incorporate the new bikeway facilities with careful consideration for the transit routes and stops that overlap with the project. Drainage issues the Trust is facing on a bike path with a steep grade; water seeping from uphill areas onto the path is causing safety concerns. NCE will evaluate design alternatives to alleviate the drainage issue by collecting water to create safer riding conditions for the path users. 5-Year Pavement Preservation Program/On-Call Pavement Management and Design Services City of Martinez, CA
Quality Assurance/Quality Control Manager. Franz is responsible for ensuring the NCE team has the resources necessary to successfully deliver services during the contract. He also assists the project manager in establishing budgets, and schedules, and monitors the adherence to terms of contract expectations. As part of its 5-year work plan developed by NCE, the City allowed for pavement rehabilitation and resurfacing to be designed in advance of construction and allowed for earlier bidding to obtain competitive bids. It was the City’s desire to have resurfacing and rehabilitation projects for each year, grouping and aggregating by neighborhoods for efficiency of design, construction (less mobilization), and future maintenance. More cost-effective cape seal on poor pavement condition or full depth reclamation under failed pavement condition with base material failure to help the City treat more streets within limited budgets. NCE worked with the City to update pavement strategies and conducted field reviews to verify pavement condition and design of treatments in different neighborhoods. NCE also supported City staff for Measure D workshops and City Council meetings. Currently, NCE is providing pavement and civil design services on 2023 street surface seal and rehabilitation projects (approximately $6 million construction costs) and updating the 5-year work plan with the City’s updated construction budget.
Measure M 2016 Pavement Rehabilitation
City of Berkeley, CA
Project Technical Lead and Quality Control Manager. For the development of pavement design and plans, specifications, and estimates for the second phase of a large pavement rehabilitation project, consisting of 15 rehabilitation and reconstruction street sections and 24 surface seal street sections, replacing/retrofitting nearly 150 curb ramps, replacement of curb/gutter, storm drains, intersection reconstruction and bike and pedestrian improvements Franz was the Technical Lead. The project was completed in a very tight time frame to allow for early bidding to complete construction in the summer of 2016 and required close communication with City staff, utilities, and stakeholders.
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Packet Pg. 139 Attachment: Pacifica Consultant Services Agreement with NCE (5960 : Approval of Consultant Services Agreement between the City of Pacifica Education
PhD, University of California,
Davis, 2025
MTech, Transportation
Engineering,
Indian Institute of Technology,
Kharagpur, India, 2016
BTech, Civil Engineering, Bhilai
Institute of Technology, Durg,
India, 2014
Registrations and
Certifications
Engineer-in-Training, CA 179078
Metropolitan Transportation
Commission StreetSaver® Rater
Certification
Affiliations
American Society of Civil
Engineers
Joined NCE
2023
Total Years of Experience
8 years
Sampat Kedarisetty, PhD, EIT
Pavement Project Engineer
Sampat Kedarisetty, PhD, EIT, has extensive education and laboratory experience in pavement design, rehabilitation, and management. His master’s dissertation was focused on analyzing the use of rubber in pavements through exhaustive laboratory testing for rutting, cracking, and moisture damage. His PhD has been focused on using real-world distress data from cities and counties in California using StreetSaver® and RoadMatrix to analyze treatment performance. Sampat has used Caltrans’ Pavement Design program, CalME, extensively and created a full factorial design for various climate, traffic, and pavement conditions. He has also worked on creating strategies for pavement management using life cycle cost analysis.
Representative Projects
FY 2025/26 Pavement Resurfacing and Concrete Improvement Projects City of Pacifica, CA
Pavement Project Engineer. NCE has developed a 5-Year work plan for the City with surface seal and rehabilitation projects based on the City’s Senate Bill1 funding, as well as pavement management database review and unit cost update. Field reviews were performed to verify pavement conditions and treatments to finalize the work plan. NCE then scheduled a field calibration meeting with City staff to discuss various surface seal applications and base repair criteria. Cost-effective cape seals with leveling courses were designed on residential streets with a lower Pavement Condition Index to prevent water from damaging pavement and help resist reflective cracking. As part of this project, NCE civil and pavement engineering design services included pavement coring, curb/gutter replacement, utility coordination, curb ramp design, drainage improvements, pavement design recommendations, plans, specifications, estimates, and bidding and construction support services. The City has requested NCE to complete the FY 2024/25 Pavement Resurfacing Project with a total construction cost of $1.7 million. The resurfacing includes street sections, limits, and other pertinent street attributes.
FY 2024/25 Pavement Resurfacing Program
City of Pacifica, CA
Pavement Project Engineer. Sampat worked to review pavement conditions in the field, identified locations for localized repairs such as base repairs and spot repairs, attended field discussions with City officials to explain the relevance and applicability of different treatments being recommended, and provided final pavement designs. NCE has been working with the City on its 5-year work plan since 2020 and we have completed the FY 2020/21 to FY 2023/24 pavement resurfacing projects since then. The work plan for the City involves surface seal and rehabilitation projects based on the City’s SB1 funding, as well as pavement management database review and unit cost update. For the FY 2020/21 and 2023/24 projects, field reviews were performed to verify pavement conditions and treatments to finalize the work plan. NCE then scheduled a field calibration meeting with City staff to discuss various surface seal applications and base repair criteria. Cost-effective cape seals with leveling courses were designed on residential streets with a lower PCI to prevent water from damaging pavement and help resist reflective cracking. As part of these projects, NCE civil and pavement engineering design services included pavement coring, curb/gutter replacement, utility coordination, curb ramp design, drainage improvements, pavement design recommendations, plans, specifications, and estimates, and bidding and construction support services. The City has retained NCE to complete the FY 2024/25 Pavement Resurfacing project.
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Packet Pg. 140 Attachment: Pacifica Consultant Services Agreement with NCE (5960 : Approval of Consultant Services Agreement between the City of Pacifica Sampat Kedarisetty, PhD, EIT
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2025 Surface Seal Project
City of Millbrae, CA
Pavement Project Engineer. NCE worked with the City on its 5-year work plan development in early 2024. The 5-year work plan was developed based on City’s budget, the desire to have a resurfacing project each year, grouping and aggregating by neighborhoods for efficiency of design, construction (less mobilization), future maintenance, and to be able to treat more streets with a limited pavement resurfacing annual budget. Cost-effective rubberized cape seal or multi-layer surface seal will be applied on streets in generally very poor to fair condition without severe subgrade failure and slurry seals will be applied to streets in generally fair to good condition in an effort to extend pavement life, address moderately cracked pavement, and improve ride quality. Mill and overlay or surface reconstruction will be utilized on streets with very poor to failed condition, high severity fatigue cracking and/or evidence of problematic subgrade. The City would now like to complete the 2025 Surface Seal Project with a total construction cost of approximately $0.9 million. The resurfacing street list includes the street sections, limits, and other pertinent street attributes. The project includes approximately 2.6 centerline miles of streets that will be surface sealed. The City would like to begin design and complete construction documents for bidding in 2025 and begin construction in 2025 construction season.
Citywide Surface Treatment Package 6-B
City of San Mateo, CA
Pavement Project Engineer. NCE is providing engineering design services, including civil and pavement engineering, to support the Citywide Street Rehabilitation Package 6-B project. The majority of the street sections included in this project are located in the Hayward Park, North Central, and Shoreview areas as shown on the map to the left. The Project will resurface approximately
3.0 centerline miles of streets by employing conventional overlay methods or cost-effective recycling like Full-Depth Reclamation (FDR) or Cold-in-Place Recycling (CIR) treatments with an estimated construction cost of $4.9 million; recommended by the City’s pavement management report. Pavement conditions of selected streets are generally in poor to failed conditions with PCI average less than 50 points. The scope of services includes evaluating the condition of the pavement of the street segments, conduct surveys, perform geotechnical investigations, and recommend pavement rehabilitation solutions. NCE will also prepare the basis of design report, preliminary and final design plans, specifications and estimates for City to advertise the project.
Pavement Rehabilitation 2025 SB1
City of Sunnyvale, CA
Pavement Project Engineer. NCE provided pavement and civil engineering design for the rehabilitation of various residential, collector, and arterial street sections within the City for the 2016 and 2019 Street Rehabilitation Projects, and the City recently retained NCE for the 2025 contract. The projects include utility and outside agency coordination, pavement and curb/gutter condition survey, pavement coring, pavement design recommendations, traffic engineering for traffic signal modification, plans, specifications, estimates, bidding, and construction support services, and California Department of Transportation encroachment permitting. Typical design considerations included Americans with Disabilities Act-compliant curb ramps, striping and markers, spot milling and base repairs, milling, wedge grinds, crack sealing, existing utilities, and traffic loops. 2024 Pavement Rehabilitation
City of Davis, CA
Project Engineer. Sampat worked to review pavement conditions in the field that included city streets as well as bike paths, identified locations to perform pavement investigation through coring, and identified locations for localized base repairs. Performed pavement design for a 20-year design life using the R-value method, attended field discussions, and coordinated with City officials to explain the relevance and applicability of different treatments being recommended and provided final pavement designs. NCE is providing pavement design and engineering services for the City’s 2024 pavement rehabilitation project with approximately 2.0 centerline miles of streets and 1.4 centerline miles of bike paths exported from the City’s 5-year work plan. Street sections in the Village Homes neighborhood are generally in poor to failed condition with high percentage fatigue cracking and subgrade failure making those sections good candidates for mill and overlay or reconstruction. Bike paths along Covell Boulevard and in the Aspen neighborhood show evidence of tree root uplift and subgrade movement. Most of the bike paths in this project are thin mill and overlay or reconstruction candidates. The total construction budget for this project is approximately $2.5 million, and the City is planning to construct this project in the summer/fall of 2024.
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Packet Pg. 141 Attachment: Pacifica Consultant Services Agreement with NCE (5960 : Approval of Consultant Services Agreement between the City of Pacifica Education
BS, Civil & Environmental
Engineering, University of
California, Davis, 2014
Registrations and
Certifications
Professional Engineer, Civil – CA
#89769
Affiliations
Chi Epsilon
Joined NCE
2014
Total Years of Experience
10 years
Victor Lémus, PE
Technical Lead
Victor Lémus, PE, is a high initiative, experienced Project Engineer that regularly assists with management of projects, is a task leader, and is recognized for his attention to detail and great follow-up. He is recognized for his ADA design expertise with curb ramp and bulbouts as part of significant roadway rehabilitation projects on streets throughout Northern California that often include difficult grades, utility issues, tight ROW constraints, and in some cases require consideration of design exceptions. Victor is also proficient at street layout plan and profile design, striping plans, and civil design details for street improvement projects. Victor has extensive field data experience and lead teams of engineers on field data collection on roadway for curb and gutters, sidewalk, digouts or base repairs, ADA curb ramps, crosswalks, striping, and drainage improvements.
Representative Projects
FY 2025/26 Pavement Resurfacing and Concrete Improvement Projects City of Pacifica, CA
Senior Civil Engineer. NCE has developed a 5-Year work plan for the City with surface seal and rehabilitation projects based on the City’s Senate Bill1 funding, as well as pavement management database review and unit cost update. Field reviews were performed to verify pavement conditions and treatments to finalize the work plan. NCE then scheduled a field calibration meeting with City staff to discuss various surface seal applications and base repair criteria. Cost-effective cape seals with leveling courses were designed on residential streets with a lower Pavement Condition Index to prevent water from damaging pavement and help resist reflective cracking. As part of this project, NCE civil and pavement engineering design services included pavement coring, curb/gutter replacement, utility coordination, curb ramp design, drainage improvements, pavement design recommendations, plans, specifications, estimates, and bidding and construction support services. The City has requested NCE to complete the FY 2024/25 Pavement Resurfacing Project with a total construction cost of $1.7 million. The resurfacing includes street sections, limits, and other pertinent street attributes.
FY 20/21 and FY 21/22 Pavement Resurfacing Program
City of Pacifica, CA
Project Engineer. Victor coordinated and led field data collection to produce bid documents for hundreds of resurfacings and rehabilitation street sections. He designed and reviewed the plans, specifications, and estimates elements such as curb ramps, concrete repairs, pavement treatments, and striping improvements. NCE has developed 5-year work plan for the City with surface seal and rehabilitation projects based on the City’s SB1 funding, as well as pavement management database review and unit cost update. Field reviews were performed to verify pavement conditions and treatments to finalize the work plan. NCE then scheduled a field calibration meeting with City staff to discuss various surface seal applications and base repair criteria. Cost-effective cape seals with leveling courses were designed on residential streets with a lower Pavement Condition Index to prevent water from damaging pavement and help resist reflective cracking. As part of this project, NCE civil and pavement engineering design services included pavement coring, curb/gutter replacement, utility coordination, curb ramp design, drainage improvements, pavement design recommendations, plans, specifications, and estimates, and bidding and construction support services.
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Packet Pg. 142 Attachment: Pacifica Consultant Services Agreement with NCE (5960 : Approval of Consultant Services Agreement between the City of Pacifica Victor Lémus, PE
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Four Priority Parks
City of Pacifica, CA
Senior Civil Engineer. Victor conducted initial park reconnaissance and field data collection to identify potential improvements and site constraints. Known for its natural beauty and small-town character, Pacifica is filled with numerous public open spaces that include hiking trails overlooking the ocean and many well-used neighborhood parks. As part of Fiscal Year 2021-22 improvement projects, the City selected NCE to lead and facilitate a community outreach and engagement process, create conceptual designs, and produce construction documents for the renovation of four priority parks (Skyridge, Imperial, Marvilla, and Brighton), strategically located across the City in a range of different neighborhoods. These projects are to modernize play equipment; meet safety standards and conform to the Americans with Disabilities Act; inform and engage adjacent residents; gain approval from the Public, Commissions and City Council; and create a unique identity for each park. The project required a multi-disciplinary team of landscape architects and civil engineers to coordinate cohesively on the design of roadway improvements and stormwater infrastructure.
Citywide Surface Treatment Package 6-B
City of San Mateo, CA
Senior Civil Engineer. NCE is providing engineering design services, including civil and pavement engineering, to support the Citywide Street Rehabilitation Package 6-B project. The majority of the street sections included in this project are located in the Hayward Park, North Central, and Shoreview areas as shown on the map to the left. The Project will resurface approximately 3.0 centerline miles of streets by employing conventional overlay methods or cost-effective recycling like Full-Depth Reclamation (FDR) or Cold-in-Place Recycling (CIR) treatments with an estimated construction cost of $4.9 million; recommended by the City’s pavement management report. Pavement conditions of selected streets are generally in poor to failed conditions with pavement condition index (PCI) average less than 50 points. The scope of services includes evaluating the condition of the pavement of the street segments, conduct surveys, perform geotechnical investigations, and recommend pavement rehabilitation solutions. NCE will also prepare the basis of design report, preliminary and final design plans, specifications and estimates for City to advertise the project.
Pavement Rehabilitation 2025 SB1
City of Sunnyvale, CA
Project Manager. NCE provided pavement and civil engineering design for the rehabilitation of various residential, collector, and arterial street sections within the City for the 2016 and 2019 Street Rehabilitation Projects, and the City recently retained NCE for the 2025 contract. The projects include utility and outside agency coordination, pavement and curb/gutter condition survey, pavement coring, pavement design recommendations, traffic engineering for traffic signal modification, plans, specifications, estimates, bidding, and construction support services, and California Department of Transportation encroachment permitting.
Typical design considerations included Americans with Disabilities Act-compliant curb ramps, striping and markers, spot milling and base repairs, milling, wedge grinds, crack sealing, existing utilities, and traffic loops.
Citywide Phase 4 and 5 Street Rehabilitation
City of San Mateo, CA
Civil Design Lead. Victor is the technical design lead and management of staff to complete the phase 4 and phase 5 citywide reconstruction project. Heavy utility coordination to allow construction of deep pavement sections and meetings with City and internal staff to deal with problematic subgrade under the streets to be improved. NCE is currently preparing construction documents and pavement rehabilitation and reconstruction design for the City’s Phases 4 and 5 of their Smooth Street Program, including 40 residential sections with poor to failed pavement conditions. NCE provided extensive pavement investigation and design, and preparation of civil design plans, specifications, and estimates for construction in the summer of 2023 and 2024.
Pavement design alternatives included conventional hot mix asphalt overlay, surface reconstruction paving, and full-depth reclamation to correct poor subgrade. NCE prepared a comprehensive presentation to discuss existing pavement conditions, structure thickness, subgrade material properties, and utility depth investigation with the City and recommended pavement treatment options. NCE is also coordinating street light relocation work with an electrical sub at the locations where full-depth reclamation is being proposed and these shallow conduits exist.
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Packet Pg. 143 Attachment: Pacifica Consultant Services Agreement with NCE (5960 : Approval of Consultant Services Agreement between the City of Pacifica Education
BS, Civil Engineering,
California State University,
Sacramento, 2024
Registrations and
Certifications
Engineer-in-Training, #181418
Professional Engineer, Civil – CA
#TBD (anticipated 2026)
Joined NCE
2023
Total Years of Experience
3 years
Julia Shibko, EIT
Project Engineer Lead
Julia Shibko, EIT, recently graduated from California State University at Sacramento with a B.S. in Civil Engineering. She has performed field data collection, civil design development including street drainage improvements, intersection reconstruction, pavement resurfacing for the City of Martinez, Vallejo, Sunnyvale and agencies.
Representative Projects
Pavement Rehabilitation
Lake County, CA
Staff Engineer. NCE is providing pavement and civil design for the pavement rehabilitation of the selected roads within the County’s 2025 work plan, plus other roads added by the County for construction in 2024. There is a total of approximately 17 centerline miles with an estimated construction budget of $10 million. Some of the roads in the 2024 construction plan are in areas that were heavily damaged by the Valley Fire, and some residents are rebuilding their homes. The residential pavements in this plan generally exhibit a wide range of distress including significant load-related cracking and potholes, edge breakdown, patches, surface raveling and weathering, and overall are in poor condition. The major roads in the plan also exhibit a range of distress. The geometry of the roads will remain the same and no curb and gutter will be installed. The new striping will match the existing striping using the current Caltrans standard traffic striping details.
Pavement Rehabilitation 2025 SB1
City of Sunnyvale, CA
Staff Engineer. NCE provided pavement and civil engineering design for the rehabilitation of various residential, collector, and arterial street sections within the City for the 2016 and 2019 Street Rehabilitation Projects, and the City recently retained NCE for the 2025 contract. The projects include utility and outside agency coordination, pavement and curb/gutter condition survey, pavement coring, pavement design recommendations, traffic engineering for traffic signal modification, plans, specifications, estimates, bidding, and construction support services, and California Department of Transportation encroachment permitting. Typical design considerations included Americans with Disabilities Act-compliant curb ramps, striping and markers, spot milling and base repairs, milling, wedge grinds, crack sealing, existing utilities, and traffic loops.
FY 2023/24 Surface Seal and Rehabilitation
City of Martinez, CA
Staff Engineer. NCE has had the privilege of working with the City of Martinez (City) on developing the 5-Year Work Plan (5-year Plan) for pavement resurfacing and rehabilitation work since early 2022 and recently completed the 5-year Plan update for FY2023-24 to FY2027-28 earlier this year. The 5-year Plan was submitted to Measure D Committee and City Council for review and the final street list for FY2023-24 was approved in February 2023 by City Council. For the FY 2023-24 Surface Seal and Rehabilitation Project, the City with NCE’s help has programmed to surface seal 5.4 centerline miles of roadway (43 sections) and rehabilitate or reconstruct 2.9 centerline miles (15 sections) of streets with an approximate $6.0 million total budget for both projects (includes concrete work, striping, paving, sealing, and up-front soft costs). The
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Packet Pg. 144 Attachment: Pacifica Consultant Services Agreement with NCE (5960 : Approval of Consultant Services Agreement between the City of Pacifica Julia Shibko, EIT
Page | 2
scope of work for pavement and civil design services included the necessary tasks to develop construction documents and support the City during bidding and construction phases.
FY 2024/25 Surface Seal and Rehabilitation
City of Martinez, CA
Staff Engineer. NCE has had the privilege of working with the City of Martinez (City) on developing the 5-Year Work Plan (5-year Plan) for pavement resurfacing and rehabilitation work since early 2022 and recently completed the 5-year Plan update for FY2024-25 to FY2028-29 and supported City with Franchise and Public Infrastructure Subcommittee meeting in January 2024.
The 5-year Plan was submitted to Measure D Committee and City Council for review and the final street list for FY2024-25 was approved in February 2024 by City Council. For the FY 2024-25 Surface Seal and Rehabilitation Project, the City with NCE’s help has programmed to surface seal 10.7 centerline miles of roadway (106 sections) and rehabilitate or reconstruct 3.6 centerline miles (40 sections) of streets in downtown area (Zone 3). The total budget is approximately $6.0 million for both projects (includes concrete work, striping, paving, sealing, and up-front soft costs). The construction budget is approximately $5.0 million.
Approximately 10 percent of City’s pavement network will be treated in this project. The scope of work for pavement and civil design services includes the necessary tasks to develop construction documents and support the City during bidding and construction phases.
2025 Cape Seal
City of Vallejo, CA
Staff Engineer. NCE is currently working with City staff to develop a 10-year paving plan with potential bond measure funds for approximately $10 million per year on street network. NCE conducted a field review in late November to identify street candidates for 2025 Cape Seal Project. A total of 8.1 centerline miles of streets with approximately $2.3 million construction cost are included in City’s 2025 Cape Seal Project. NCE will develop construction documents for bidding of the Project in May/June 2025 to allow for construction in late Summer 2025. NCE is also providing bidding support and construction support services.
Annual Paving Phase 43
City of Alameda, CA
NCE is providing civil, pavement, and traffic engineering services for the Annual Paving Phase 43 Project. The project includes a resurfacing program focused on Bay Farm with mostly slurry and cape seals and limited street sections that require mill and overlay and surface reconstruct type treatments. The City would like to complete the project with a total budget of approximately $4 million. For the surface seal street sections, NCE is evaluating the use of rubberized cape seals, slurry seals, microsurfacing, and possibly multi-layer seal with base repairs. Rehabilitation streets will consider a combination of conventional overlays and surface reconstructs, and if warranted or needed may also look at alternative recycle in-place technologies such as Full Depth Reclamation (FDR) and Cold In-place Recycling (CIR).
2022 West of 101 Pavement Rehabilitation (st2107)
City of South San Francisco, CA
Staff Engineer. NCE is providing engineering and design services to facilitate a rehabilitation project of all eligible streets west of 101. The 2022 West of 101 Pavement Rehabilitation Project’s goal is to perform deferred maintenance west of 101, outside of the annual surface seal program. The City is responsible for the maintenance and repair of approximately 140 centerline miles, comprised of 33 arterial miles, 39 collector miles, and 68 residential miles. The City utilizes a program of slurry seals, overlays, and surface reconstruction as maintenance and rehabilitation strategies. West of US-101 there are approximately 123 centerline miles, comprised of 23 arterial miles, 35 collector miles, and 65 residential miles. Every two years the City surveys the streets and enters the data into the South San Francisco Pavement Management Program StreetSaver® database program. NCE is responsible for project management, pavement rehabilitation design, plans, specifications, and estimates, and bidding and construction support services.
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Packet Pg. 145 Attachment: Pacifica Consultant Services Agreement with NCE (5960 : Approval of Consultant Services Agreement between the City of Pacifica Education
MS, Business Administration,
San Jose State University, 2024
BS, Civil Engineering, San Jose
State University, 2022
Registrations and
Certifications
Engineer-in-Training, EIT
#179018
Affiliations
Chi Epsilon Honor Society
American Society of Civil
Engineers
San Jose State Club Rugby
Joined NCE
2024
Total Years of Experience
2 years
Samuel McGolpin, EIT
Staff Engineer
Samuel McGolpin joined NCE upon graduation, and since then, he has gained experience in preparing design drawings for pavement and curb ramp projects using Civil 3D. He also has experience with collecting field data to improve curb ramps, curb and gutters, base repairs, and existing utilities. His work includes designing roadways and roadway striping, improving curb ramps, creating cost estimates, preparing quantities, and analyzing project sites for existing utilities.
Representative Projects
FY25-26 Pavement Resurfacing and Concrete Improvement Project City of Pacifica, CA
Staff Engineer. NCE has developed a 5-Year work plan for the City with surface seal and rehabilitation projects based on the City’s Senate Bill1 funding, as well as pavement management database review and unit cost update. Field reviews were performed to verify pavement conditions and treatments to finalize the work plan. NCE then scheduled a field calibration meeting with City staff to discuss various surface seal applications and base repair criteria. Cost-effective cape seals with leveling courses were designed on residential streets with a lower Pavement Condition Index to prevent water from damaging pavement and help resist reflective cracking. As part of this project, NCE civil and pavement engineering design services included pavement coring, curb/gutter replacement, utility coordination, curb ramp design, drainage improvements, pavement design recommendations, plans, specifications, estimates, and bidding and construction support services. The City has requested NCE to complete the FY 2024/25 Pavement Resurfacing Project with a total construction cost of $1.7 million. The resurfacing includes street sections, limits, and other pertinent street attributes. 2021-2022 Pavement Resurfacing Program
City of Pacifica, CA
Staff Engineer. NCE has developed a 5-Year work plan for the City with surface seal and rehabilitation projects based on the City’s Senate Bill1 funding, as well as pavement management database review and unit cost update. Field reviews were performed to verify pavement conditions and treatments to finalize the work plan. NCE then scheduled a field calibration meeting with City staff to discuss various surface seal applications and base repair criteria. Cost-effective cape seals with leveling courses were designed on residential streets with a lower Pavement Condition Index to prevent water from damaging pavement and help resist reflective cracking. As part of this project, NCE civil and pavement engineering design services included pavement coring, curb/gutter replacement, utility coordination, curb ramp design, drainage improvements, pavement design recommendations, plans, specifications, estimates, and bidding and construction support services.
2025 Surface Seal Project
City of Millbrae, CA
Staff Engineer. NCE worked with the City on its 5-year work plan development in early 2024. The 5-year work plan was developed based on City’s budget, the desire to have a resurfacing project each year, grouping and aggregating by neighborhoods for efficiency of design, construction (less mobilization), future maintenance, and to be able to treat more streets with a limited pavement resurfacing annual budget. Cost-effective rubberized cape seal or multi-layer surface seal will be applied on streets in generally
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Packet Pg. 146 Attachment: Pacifica Consultant Services Agreement with NCE (5960 : Approval of Consultant Services Agreement between the City of Pacifica Samuel McGolpin, EIT
Page | 2
very poor to fair condition without severe subgrade failure and slurry seals will be applied to streets in generally fair to good condition in an effort to extend pavement life, address moderately cracked pavement, and improve ride quality. Mill and overlay or surface reconstruction will be utilized on streets with very poor to failed condition, high severity fatigue cracking and/or evidence of problematic subgrade. The City would now like to complete the 2025 Surface Seal Project with a total construction cost of approximately $0.9 million. The resurfacing street list includes the street sections, limits, and other pertinent street attributes. The project includes approximately 2.6 centerline miles of streets that will be surface sealed. The City would like to begin design and complete construction documents for bidding in 2025 and begin construction in 2025 construction season.
FY 2024/25 Surface Seal and Rehabilitation
City of Martinez, CA
Staff Engineer. NCE has had the privilege of working with the City of Martinez (City) on developing the 5-Year Work Plan (5-year Plan) for pavement resurfacing and rehabilitation work since early 2022 and recently completed the 5-year Plan update for FY2024-25 to FY2028-29 and supported City with Franchise and Public Infrastructure Subcommittee meeting in January 2024.
The 5-year Plan was submitted to Measure D Committee and City Council for review and the final street list for FY2024-25 was approved in February 2024 by City Council. For the FY 2024-25 Surface Seal and Rehabilitation Project, the City with NCE’s help has programmed to surface seal 10.7 centerline miles of roadway (106 sections) and rehabilitate or reconstruct 3.6 centerline miles (40 sections) of streets in downtown area (Zone 3). The total budget is approximately $6.0 million for both projects (includes concrete work, striping, paving, sealing, and up-front soft costs). The construction budget is approximately $5.0 million.
Approximately 10 percent of City’s pavement network will be treated in this project. The scope of work for pavement and civil design services includes the necessary tasks to develop construction documents and support the City during bidding and construction phases.
Citywide Surface Treatment Package 6-B
City of San Mateo, CA
Staff Engineer. NCE is providing engineering design services, including civil and pavement engineering, to support the Citywide Street Rehabilitation Package 6-B project. The majority of the street sections included in this project are located in the Hayward Park, North Central, and Shoreview areas as shown on the map to the left. The Project will resurface approximately 3.0 centerline miles of streets by employing conventional overlay methods or cost-effective recycling like Full-Depth Reclamation (FDR) or Coldin-Place Recycling (CIR) treatments with an estimated construction cost of $4.9 million; recommended by the City’s pavement management report. Pavement conditions of selected streets are generally in poor to failed conditions with pavement condition index (PCI) average less than 50 points. The scope of services includes evaluating the condition of the pavement of the street segments, conduct surveys, perform geotechnical investigations, and recommend pavement rehabilitation solutions. NCE will also prepare the basis of design report, preliminary and final design plans, specifications and estimates for City to advertise the project.
2025 CDBG Concrete ADA Ramp Project
City of South San Francisco, CA
Staff Engineer. The City has approximately $800k of Community Development Block Grant (CDBG) funds for the construction contract of the 2025 CDBG Concrete ADA Ramp Project. The improvement locations will be within the block group area and the areas that overlap with the City’s upcoming resurfacing and rehabilitation projects. NCE is providing pre-design for ramp selection, topographic survey for Cypress and Pine Park, civil design for bid documents, and bidding support and construction support services to the City for the successful completion of the 2025 CDBG Concrete ADA Ramp Project. This project will design up to 80 concrete curb ramps and minor concrete throughout the City as well as an accessible pedestrian path to Cypress Park. The curb ramp locations will be determined during the pre-design task with City’s input.
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Packet Pg. 147 Attachment: Pacifica Consultant Services Agreement with NCE (5960 : Approval of Consultant Services Agreement between the City of Pacifica 4866-2656-6648 v1
EXHIBIT B
Compensation
CITY shall pay CONSULTANT for the Services on a cost reimbursement basis, up to the Cost Ceiling (as defined in Section 2.1 of the Agreement). CONSULTANT agrees to use appropriate methods to contain its fees and costs under this Agreement. Compensation shall include only the following costs, which shall all count toward the Cost Ceiling:
1. Direct Labor
Direct labor costs shall be the total number of hours worked on the job by each employee times the agreed hourly rate for such employee's labor as set forth on the attached Exhibit B-1. CITY will pay all personnel at their regular straight-time rate, including any work performed on overtime or on holidays or weekends.
2. Subconsultant Costs
Subconsultant services shall be billed at cost plus a 10 percent markup. CONSULTANT shall provide a copy of each subconsultant's invoice for which it seeks payment from CITY with any invoice in which such payment is requested.
3. Other Direct Costs
The following categories of costs are eligible for reimbursement, which shall be made at the actual cost to CONSULTANT without any additional mark-up:
a. Reasonable living and traveling expenses of employees when away from home office on business in its prosecution of the Services. CONSULTANT must have prior approval of CITY to be reimbursed for these expenses.
b. Automobile expenses for personal vehicle use, if necessary, at the IRS approved mileage rate.
c. Reproduction of drawings and specifications by CONSULTANT as required under this Agreement, at rates prevailing in this community for bulk reproduction or at other reasonable rates approved by CITY.
d. Special overnight delivery or messenger services.
Payments to CONSULTANT for reimbursable costs/expenses will be made only after the specific costs/expenses have been incurred and CONSULTANT has submitted substantiating documentation, such as copies of paid invoices or other documentation confirming that such costs/expenses have been incurred.
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Packet Pg. 148 Attachment: Pacifica Consultant Services Agreement with NCE (5960 : Approval of Consultant Services Agreement between the City of Pacifica 4866
-2656-6648 v1
EXHIBIT B-1
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Packet Pg. 149 Attachment: Pacifica Consultant Services Agreement with NCE (5960 : Approval of Consultant Services Agreement between the City of Pacifica City of Pacifica
Design and Engineering Services for the FY 2026-27 Pavement Resurfacing Project Page | 13
3. Price Proposal
NCE will provide the defined scope of work on a time-and-materials basis for an estimated fee of $168.500, not including the optional tasks for pavement coring and topography surveys. The price breakdown by task is shown in the detailed cost estimated as enclosed. Total compensation will not exceed the amounts set forth without receipt of prior written authorization from the City.
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Packet Pg. 150 Attachment: Pacifica Consultant Services Agreement with NCE (5960 : Approval of Consultant Services Agreement between the City of Pacifica Task Description Principal
Project
Manager
Senior
Engineer
Project
Engineer
Staff
Engineer
Field
Technician Clerical
Labor
Expenses Coring
Traffic
Control
Laboratory
Testing
Topographic
Surveying
Reimbursable
Expenses* Total Cost
Rate $350 $280 $235 $200 $175 $130 $120
1. Project Management & Meetings
1A. Project Kick-off Meeting/Progress Meetings 4 16 6 4 7,770 $ $ 7,900 100 $ 1B. Utility Coordination 2 2 16 2 4,070 $ $ 4,200 100 $ Sub-Total 4 18 8 0 16 0 6 11,840 $ - $ - $ - $ - $ 200 $ 12,100 $
2. Pavement Rehabilitation Design
2A. Pavement and C & G Condition Survey 2 2 24 16 24 11,750 $ $ 12,200 400 $ 2B. Pavement Design Recommendations 8 2 16 4 7,260 $ $ 7,400 100 $ Sub-Total 8 4 2 40 20 24 0 19,010 $ - $ - $ - $ - $ 500 $ 19,600 $
3. Plans, Specifications & Estimates (PS&E)
3A. Design Data Gathering 2 24 56 15,160 $ $ 16,400 1,200 $ 3B. 60% PS&E 16 12 8 8 240 54,440 $ $ 54,500 100 $
3C. 90% PS&E 8 6 4 8 135 30,645 $ $ 30,700 100 $
3D. Final (100%) PS&E 4 4 4 8 56 2 15,100 $ $ 15,300 200 $ Sub-Total 28 24 16 48 487 0 2 115,345 $ - $ - $ - $ - $ 1,600 $ 116,900 $
4. Bidding and Construction Support
4A. Bidding Support Services 2 4 8 8 5,100 $ - $ - $ - $ - $ 100 $ 5,200 $ 4B. Construction Support Services 2 6 12 16 24 12 14,160 $ - $ - $ - $ - $ 500 $ 14,700 $ Sub-Total 4 10 20 16 32 12 0 19,260 $ - $ - $ - $ - $ 600 $ 19,900 $ Total 44 56 46 104 555 36 8 165,455 $ - $ - $ - $ - $ 2,900 $ 168,500 $
5. As Needed Professional Services (Optional) $ -
5A. Pavement Coring 2 86 8 $ 6,000 4,250 $ 2,310 $ 1,980 $ $ 400 $ 14,900 5B. Topographic Survey for Curb Ramps and 3D Design** 4 88 50 2 $ 15,400 14,510 $ $ 200 $ 30,100 Total With Optional Tasks 48 66 54 112 611 44 10 184,215 $ 6,000 $ 2,310 $ 1,980 $ 15,400 $ 3,500 $ 213,500 $ **Assume $550 per ramp of topography survey for curb ramp design provided by the subcontractor. Task 5B includes up to 28 curb ramp locations to be surveyed. A final list of curb ramp locations for a topography survey will be discussed and confirmed by the City. *Reimbursable expenses include travel cost, field data collection supplies, and other miscellaneous expenses related to the project.
City of Pacifica
FY 26/27 Pavement Resurfacing and Concrete Improvements Project Fee Estimate
May 29, 2025
Labor Hours
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Attachment: Pacifica Consultant Services Agreement with NCE (5960 : Approval of Consultant Services Agreement between the City of Pacifica FY 2026/27
City of Pacifica
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Packet Pg. 152 Attachment: Pacifica FY26-27 Resurfacing Street List (5960 : Approval of Consultant Services Agreement Street Name From To Field Treatment
ARCADIA COURT DEL MONTE DR CUL DE SAC DOUBLE SLURRY
ARCADIA DRIVE DEL MONTE DR CITY LIMITS DOUBLE SLURRY
CORAL RIDGE DRIVE BEACHVIEW AVE BEAUMONT BLVD DOUBLE SLURRY
CRENSHAW COURT PALMETTO AVE CUL DE SAC DOUBLE SLURRY
CRENSHAW DRIVE PALMETTO AVE SKYLINE DR/CITY LIMITS DOUBLE SLURRY
DEL MONTE DRIVE ARCADIA DR MAGELLEN DR DOUBLE SLURRY
EL DORADO DRIVE EDGEWOOD DR SUNSHINE DR DOUBLE SLURRY
FARALLON AVENUE CHANNING WAY CORAL RIDGE DR DOUBLE SLURRY
FOREST PARK COURT PALMETTO AVE CUL DE SAC DOUBLE SLURRY
FOREST PARK DRIVE PARADISE DR PALMETTO AVE DOUBLE SLURRY
FREMONT AVENUE MONTEREY RD CHANNING WAY DOUBLE SLURRY
HOLIDAY COURT CORAL RIDGE DR CUL DE SAC DOUBLE SLURRY
MAGELLAN COURT DEL MONTE DR CUL DE SAC DOUBLE SLURRY
MAGELLAN DRIVE PALMETTO AVE DEL MONTE DR DOUBLE SLURRY
MOON GATE COURT FOREST PARK DR CUL DE SAC DOUBLE SLURRY
PARADISE DRIVE GOLDEN BAY DR PALMETTO AVE DOUBLE SLURRY
SEA HAVEN COURT EDGEWOOD DR CUL DE SAC DOUBLE SLURRY
WESTCLIFF COURT GATEWAY DR CUL DE SAC DOUBLE SLURRY
WINWOOD AVENUE FREMONT AVE BONNIE LANE DOUBLE SLURRY
CHANNING WAY FREMONT AVE FARALLON AVE DOUBLE SLURRY + 10% BR CLIFTON ROAD WATERFORD ST BEAUMONT BLVD DOUBLE SLURRY + 10% BR Street List
City of Pacifica
FY 2026-27 Pavement Resurfacing Project
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City of Pacifica
FY 2026-27 Pavement Resurfacing Project
GOLDEN BAY DRIVE PARADISE DR PALMETTO AVE DOUBLE SLURRY + 10% BR PALMETTO AVENUE - 1670 WEST AVALON DR WEST MANOR DR DOUBLE SLURRY + 10% BR
BEVERLY PLACE CHANNING AVE BEAUMONT BLVD MULTI-LAYER
EASTRIDGE CIRCLE GATEWAY DR GATEWAY DR MULTI-LAYER
EASTRIDGE COURT EASTRIDGE CIRCLE CUL DE SAC MULTI-LAYER
SEA BREEZE COURT GATEWAY DR CUL DE SAC MULTI-LAYER
DOLPHIN DRIVE WEST AVALON DRIVE CUL DE SAC RUBBER CAPE SEAL
EDGEWOOD DRIVE GATEWAY DR SUNSHINE DR RUBBER CAPE SEAL
PARKVIEW CIRCLE
HICKEY BLVD (SOUTH
INTERSECTION)
HICKEY BLVD (NORTH
INTERSECTION) RUBBER CAPE SEAL
PARKVIEW COURT PARKVIEW CIRCLE CUL DE SAC RUBBER CAPE SEAL
SUNSHINE DRIVE EDGEWOOD DR EDGEWOOD DR RUBBER CAPE SEAL
BANCROFT WAY WATERFORD ST BEAUMONT BLVD SLURRY SEAL
BEAUMONT BOULEVARD MONTEREY BLVD DEAD END SLURRY SEAL
BILL DRAKE WAY ESPLANADE AVE PALMETTO AVE SLURRY SEAL
EDNA LANE BEAUMONT BLVD FARALLON AVE SLURRY SEAL
FARALLON AVENUE HICKEY BLVD CHANNING WAY SLURRY SEAL
GATEWAY DRIVE FIRECREST AVE
CITY LIMITS/ST HWY 1
OVERPASS
SLURRY SEAL
LINCOLN LANE BONNIE LANE END SLURRY SEAL
WATERFORD STREET MONTEREY RD WINWOOD AVE SLURRY SEAL
WEST AVALON DRIVE ESPLANADE AVE PALMETTO AVE SLURRY SEAL
WEST MANOR DRIVE ESPLANADE AVE PALMETTO AVE SLURRY SEAL
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CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
6/23/2025
1 SUBJECT:
Re-Certification of the Sewer System Management Plan
RECOMMENDED ACTION:
Move to adopt a Resolution approving the re-certification of the Sewer System Management Plan (SSMP) for the City of Pacifica
STAFF CONTACT:
Eddie Pastrano, Collection System Manager
(650) 738-4660
[email protected]
Louis Sun, P.E., Deputy Director of Public Works-Wastewater (650) 738-4660
[email protected]
Melissa Tigbao, P.E., Director of Public Works
(650) 738-3767
[email protected]
BACKGROUND/DISCUSSION:
The Wastewater Sewer System Management Plan (SSMP) is a collection of work plans and directives functioning as a guiding and operational document for the City’s sewer collection system. The SSMP details the Goals, Organization, Legal Authority, Operations and Maintenance Program, Design and Performance Provisions, Spill Emergency Response Plan, Sewer Pipe Blockage Program, System Evaluation, Capacity Assurance, Capital Improvements, Monitoring, Measurement and Program Modifications, Internal Audits and Communications Program. The SSMP is located on the City of Pacifica website under the Public Works Department Wastewater Division Collection Group section.
Because of the evolving nature of the requirements affecting the City’s sewer collection system, the SSMP has been periodically updated since the City first certified the SSMP back in 2011:
• The City certified the first version of the SSMP at the February 28, 2011, City Council Meeting, in response to California State Water Resources Control Board (SWRCB) Statewide General Waste Discharge Requirements (WDRs). WDRs require each public agency that owns or operates a sanitary sewer system to meet specific requirements, including the development and implementation of a system-specific SSMP. • The City’s wastewater collection system is subject to Sanitary Sewer Overflows (SSOs) during severe storm events. An SSO is any overflow, spill, release, discharge, or diversion of untreated or partially treated wastewater from a sanitary sewer system. Due 7 Packet Pg. 155
Pacifica City Council 2
June 23, 2025
to the number of SSOs occurring in the City, in May 2011, the Regional Water Quality Control Board (RWQCB) issued a Cease and Desist Order (CDO) to the City. The CDO was negotiated and signed in 2011 and required the City to update portions of the SSMP and re-certify the document by December 1, 2012. The City fulfilled this requirement and the Council re-certified the updated SSMP at the November 13, 2012, City Council Meeting.
• The City certified the second version of the SSMP at the October 28, 2019 City Council Meeting, in response to a notice of an intent to file suit from California River Watch (“CRW”) as described below.
Because of new policy, the State Water Board adopted Statewide General Waste Discharge Requirements for Sanitary Sewer Systems, Water Quality Order No. 2022-0103-DWQ (Sanitary Sewer Systems General Order). The Sanitary Sewer Systems General Order requires public agencies that own or operate sanitary sewer systems to develop and implement sewer system management plans (SSMP) and report all sanitary sewer spills to the State Water Board’s online California Integrated Water Quality System (CIWQS) Sanitary Sewer System Database.
The new policy also requires re-certification every 6 years and an audit of SSMP every 3 years, and the City of Pacifica is due for re-certification and audit this year.
Staff recommends that the City Council re-certify the Sewer System Management Plan as described herein.
ALTERNATIVE ACTION:
Council may choose not to re-certify the Sewer System Management Plan; however, such action will result in delay to meet the State Water Board Sanitary Sewer System General Order.
Staff does not recommend this alternate action.
RELATION TO CITY GOALS AND WORK PLAN:
Approval of the agreement is consistent with the following Council adopted Goals:
• Stewardship of City Infrastructure and Maintaining a Safe Community: The recertification of the Sewer System Management Plan (SSMP) will provide updated guidelines and fulfill City’s regulatory requirements.
ENVIRONMENTAL REVIEW:
The approval of the SSMP is not subject to review under the California Environmental Quality Act (CEQA) pursuant to Public Resources Code Section 21000, et seq. and the CEQA Guidelines (14 Cal. Code Regs. §§ 15000 et. seq.), including without limitation, Public Resources Code section 21065 and California Code of Regulations 15378 as this is not a “project” that may cause a direct, or reasonably foreseeable indirect, physical change in the environment.
FISCAL IMPACT:
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Pacifica City Council 3
June 23, 2025
This action has no fiscal impact upon the Wastewater Enterprise fund. The fiscal impact of implementing the elements of the SSMP have been included in the 2024-25 Adopted Budget.
ORIGINATED BY:
Public Works - Wastewater Division
ATTACHMENT LIST:
Attachment 1 - SSMP re-certification documentation (PDF) 7 Packet Pg. 157
Pacifica City Council 4
June 23, 2025
RESOLUTION NO. ____-2025
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING THE
RE-CERTIFICATION OF THE SEWER SYSTEM MANAGEMENT PLAN (SSMP) WHEREAS, the Sewer System Management Plan (SSMP) is a collection of work plans and directives functioning as a guiding and operational document for the City’s sewer collection system; and
WHEREAS, the City certified the first version of SSMP on February 28, 2011, and the City Council re-certified the SSMP again on October 28, 2019; and WHEREAS, the California State Water Resources Control Board Statewide General Waste Discharge Requirements (WDRs) for Sanitary System, Water Quality Order No. 2022- 0103-DWQ requires public agencies to re-certify every 6 years and an audit every 3 years; and NOW, THEREFORE, the City Council of the City of Pacifica does hereby approve the recertification of the Sewer System Management Plan (SSMP) for City of Pacifica in compliance to the Statewide General Waste Discharge Requirements for Sanitary Sewer Systems, Water Quality Order No. 2022-0103-DWQ (Sanitary Sewer Systems General Order). • • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 23rd day of June, 2025, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Sue Beckmeyer, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney 7 Packet Pg. 158
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SSMP CHANGE LOG
© 2025 Fischer Compliance, LLC. All rights reserved. Sewer System Management Plan licensed for City of Pacifica use only. COPY THIS PAGE AS NEEDED Revision
Date
SSMP
Section
Approval
Date
Description of Change/Revision Made Initials
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SSMP CHANGE LOG
© 2025 Fischer Compliance, LLC. All rights reserved. Sewer System Management Plan licensed for City of Pacifica use only. COPY THIS PAGE AS NEEDED Revision
Date
SSMP
Section
Approval
Date
Description of Change/Revision Made Initials
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LETTER OF COMPLIANCE
© 2025 Fischer Compliance, LLC. All rights reserved. SSMP licensed for City of Pacifica use only. Page i City of Pacifica
Eddie Pastrano, Legally Responsible Official (LRO)
700 Coast Highway
Pacifica, CA 94044
Dear Eddie,
We are pleased to present the new 2025 Sewer System Management Plan (SSMP) Update developed in partnership with City management. The 2025 Update meets and exceeds compliance with the Reissued WDR (State Water Board, Water Quality Order No. 2022-0103-DWQ, Attachment D-10 and Specifications 5.4). The 2025 SSMP has been completely revised to harmonize with industry standard guidelines and incorporates the City’s latest SSMP Audit findings.
The 2025 SSMP is a declaration of what the City is doing to demonstrate full compliance with the Reissued WDR. Attachment A of the Reissued WDR (page A-4), states “A sewer system management plan is a living document an Enrollee develops and implements to effectively manage its sanitary sewer system(s) in accordance with this General Order.” As required, the City will review and update the SSMP as necessary until its next 6-year SSMP Update is completed.
We look forward to assisting the City wherever necessary to fully implement the new 2025 SSMP Update.
Sincerely,
James Fischer, P.E.
Principal, Fischer Compliance LLC
Credentialed U.S. EPA NPDES Compliance Inspector
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TABLE OF CONTENTS
© 2025 Fischer Compliance, LLC. All rights reserved. Sewer System Management Plan licensed for City use only. Page ii
TABLE OF CONTENTS
INTRODUCTION................................................................................................................................................ 1 SSMP Organization ..................................................................................................................................................................... 2 Abbreviations and Acronyms...................................................................................................................................................... 3
1. GOAL AND INTRODUCTION....................................................................................................................... 4
1.1. Regulatory Context............................................................................................................................................................ 4
1.2. SSMP Update Schedule...................................................................................................................................................... 6
1.3. Sewer System Asset Overview........................................................................................................................................... 8 Specifications 5.2 – SSMP Development and Implementation ................................................................................................ 11 Specifications 5.7 – Allocation of Resources ............................................................................................................................ 12 Provisions 6.1 - Enforcement Provisions.................................................................................................................................. 13 Provisions 6.3 Sewer System Management Plan Availability ................................................................................................... 14
2. ORGANIZATION ......................................................................................................................................15 ......................................................................................................................................................................................... 18
2.1. Organizational Chart........................................................................................................................................................ 18
2.2. Organizational Staffing Responsibilities........................................................................................................................... 19 Chain of Communication for Reporting Spills.................................................................................................................. 21
3. LEGAL AUTHORITY ..................................................................................................................................23
4. OPERATION AND MAINTENANCE PROGRAM ...........................................................................................25
4.1. Updated Map of Sewer System....................................................................................................................................... 25
4.2. Preventive Operation and Maintenance Activities.......................................................................................................... 27
4.3. Training............................................................................................................................................................................ 29
4.4. Equipment Inventory....................................................................................................................................................... 31 Specifications 5.19 - Operations and Maintenance.................................................................................................................. 32
5. DESIGN AND PERFORMANCE PROVISIONS...............................................................................................34
5.1. Updated Design Criteria/Construction Standards/Specifications.................................................................................... 34
5.2. Procedures and Standards............................................................................................................................................... 35
6. SPILL EMERGENCY RESPONSE PLAN.........................................................................................................37
7. SEWER PIPE BLOCKAGE PROGRAM..........................................................................................................39
8. SYSTEM EVALUATION, CAPACITY ASSURANCE, CAPITAL IMPROVEMENTS ................................................43
8.1. System Evaluation and Condition Assessment................................................................................................................ 43
8.2. Capacity Assessment and Design Criteria........................................................................................................................ 46
8.3. Prioritization of Corrective Action ................................................................................................................................... 48
8.4. Capital Improvement Plan ............................................................................................................................................... 50
9. MONITORING, MEASUREMENT, AND PROGRAM MODIFICATIONS ...........................................................52
10. INTERNAL AUDITS...................................................................................................................................55
11. COMMUNICATION PROGRAM.................................................................................................................57 LIST OF APPENDICIES......................................................................................................................................59
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TABLE OF CONTENTS
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LIST OF FIGURES
Figure 1 - Collection System Operational Report – SWRCB CIWQS.............................................................................. 1 Figure 1-2– Sewer System Management Plan, Subsequent Update and Audit Due Dates..........................................6 Figure 1-3 – City Vicinity Map and Service Area...........................................................................................................9 Figure 5 - City Vicinity Map and Service Area...............................................................................................................9 Figure 6 – City of Pacifica – Department of Public Works/ Wastewater Division - Organizational Chart..................18 Figure 2-2 – .................................................................................................................................................................21 Figure 8 - Chain of Communication for Reporting Spills.............................................................................................21 Figure 9 - City Annual Budget (CEI FY 2024-2029)......................................................................................................50 Figure 8-2 – .................................................................................................................................................................50
LIST OF TABLES
Table 1 - Abbreviations and Acronyms......................................................................................................................... 3 Table 2 - City sewer connection flow classifications and connections data...............................................................10 Table 3 - Implementation Responsibilities .................................................................................................................16 Table 4 - Responsible Position Contact Information ..................................................................................................17
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OVERVIEW
© 2025 Fischer Compliance, LLC. All rights reserved. Sewer System Management Plan licensed for City of Pacifica use only Page 1 of 59 Introduction
This Sewer System Management Plan (SSMP) or “Plan” has been prepared for the City of Pacific (City) with technical assistance from Fischer Compliance LLC with the goal of meeting and exceeding compliance with the State Water Resources Control Board 2022 General Waste Discharge Requirements, Order WQ 2022-0103-DWQ for Sanitary Sewer Systems (referred to throughout this document as the WDR). The City provided all details, information and institutional insights for preparation of the SSMP. The document has been developed to meet the size, scale, and complexity of the City, serving as a “living document” used as a tool for managing and operating the City's sanitary sewer collection system. Additionally, the latest 2024 Sewer System Management Plan Guidance Manual published by the Bay Area Clean Water Agencies (BACWA) was utilized as a model for development of the document to harmonize formatting/content and incorporate recommended suggested guidance wherever possible.
The City’s commitment to meeting or exceeding regulatory requirements, along with its proactive approach to operation and management of the collection system, has served it well, as evidenced by the system’s performance relative to other agencies in the region and the state.
Figure 1 provides key spill metrics, including data comparing the City’s spill record with state and regional system data. The City consistently performs below both statewide and regional spill rate indices and net spill volumes for all categories of spills from its sanitary sewer collection system.
Figure 1 - Collection System Operational Report – SWRCB CIWQS
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OVERVIEW
© 2025 Fischer Compliance, LLC. All rights reserved. Sewer System Management Plan licensed for City of Pacifica use only Page 2 of 59 SSMP Organization
This SSMP is organized into 11 core elements following Attachment D of the WDR, with inclusion of applicable Specifications requirements.
Each individual element in the SSMP includes the following technical contents.
1. Requirements – Provides the actual description of applicable requirements in the WDR.
2. Compliance – Describes the City’s approach to complying with the WDR requirements.
3. Effectiveness – As measured by Key Performance Indicators (KPIs.)
4. Implementation – Demonstrates how the City will ensure the SSMP will be carried out as described.
5. Resilience – Demonstrates the resilience that is addressed in the SSMP and built-in to the City’s collection system and procedures.
6. Appendix Inclusions – List the items included in the Appendix for each SSMP Element, if any.
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OVERVIEW
© 2025 Fischer Compliance, LLC. All rights reserved. Sewer System Management Plan licensed for City of Pacifica use only Page 3 of 59 Abbreviations and Acronyms1
BMP Best Management Practices
CCTV Closed Circuit Television
CIP Capital Improvement Program
CIPP Cured in Place Pipe
CIWQS California Integrated Water Quality System (State Water Board Online Spill Database) CMMS Computerized Maintenance Management System
EPA US Environmental Protection City
FOG Fats, Oils and Grease
FSE Food Service Establishment
GCD Grease Control Device
GIS Geographic Information System
I & I Inflow and Infiltration
LRO Legally Responsible Official
NPDES
PM
National Pollutant Discharge Elimination System
Planned Maintenance
RWQCB Regional Water Quality Control Board (Lahontan Region) SCADA Supervisory Control and Data Acquisition
SERP Spill Emergency Response Plan
SOP Standard Operating Procedure
SSMP Sewer System Management Plan
Spill Sanitary Sewer Spill
WDR Sanitary Sewer Systems General Wastewater Discharge Requirements Order issued by the State Water Board (Order No. 2022-0103-DWQ)
SWRCB State Water Resources Control Board
WDID Waste Discharge ID Number (CIWQS)
Table 1 - Abbreviations and Acronyms
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GOAL AND INTRODUCTION
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1. Goal and Introduction
WDR REQUIREMENTS
Att. D-1 (pg. D-2)
“The goal of the Sewer System Management Plan (Plan) is to provide a plan and schedule to: (1) properly manage, operate, and maintain all parts of the Enrollee’s sanitary sewer system(s), (2) reduce and prevent spills, and (3) contain and mitigate spills that do occur.
The Plan must include a narrative Introduction section that discusses the following items:”
1.1. Regulatory Context
WDR REQUIREMENTS
Att. D-1.1 (pg. D-2)
“The Plan Introduction section must provide a general description of the local sewer system management program and discuss Plan implementation and updates”.
COMPLIANCE
The above requirements are addressed below:
The City is committed to fully implementing the WDR2 which includes addressing all requirements by integrating a wide range of programs specifically designed for ensuring the integrity and efficiency of the City’s sanitary sewer collection system. Moreover, the City is dedicated to maintaining its collection system in a systematic manner by implementing various work programs, with a focus on critical areas, to prevent spills, allowing for a comprehensive approach to maintenance. Work programs include CCTV inspections, pipe cleaning, manhole inspections, lift station maintenance, root control, source control and pipe repair, just to name a few. Work programs are described in more detail in Section 4.5 “Specifications 5.19- Operation and Maintenance” of this SSMP.
By prioritizing proactive measures and taking a comprehensive approach, the City is well-equipped with a proven track record of effectively operating its sanitary sewer collection system with the highest levels of service, complying with the WDR, and reducing/eliminating sewage spills.
EFFECTIVENESS
The City Collections System has maintained a low spill incidence rate in the past 5 years. The crew is well trained and effective at every level from cleaning to CCTV to Spill response. Collections partnership with engineering and Source Control is seamless and effective. 2 State Water Resources Control Board, Statewide Waster Discharge requirements, General Order for Sanitary Sewer Systems
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GOAL AND INTRODUCTION
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IMPLEMENTATION PLAN/SCHEDULE
The City has fully modernized their operation utilizing an effective CMMS to track progress in daily operations, planned maintenance and schedule all aspects of their operation. The New CMMS is a big upgrade from their previous system and will take some time to fully realize the potential with a goal of one year to fully reach optimal utilization. The Collections personnel meet regularly with other key departments and supervisors to ensure they have an effective CIP program.
No. Plan Schedule Responsible Party
Dir Eng Sup
1.1.1 1.1.2
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GOAL AND INTRODUCTION
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1.2. SSMP Update Schedule
WDR REQUIREMENTS
Att. D-1.2 (pg. D-3)
“The Plan Introduction section must include a schedule for the Enrollee to update the Plan, including the schedule for conducting internal audits. The schedule must include milestones for incorporation of activities addressing prevention of sewer spills.”
COMPLIANCE
The above items are addressed below:
The City utilizes the State Water Board’s online lookup tool to ensure compliance with all required due dates for updating its SSMP and completing its required SSMP Audits (see chart below).
The City’s most recent SSMP audit was completed for the period August 2021 through August 2024.
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GOAL AND INTRODUCTION
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EFFECTIVENESS
The City utilizes the following Key Performance Indicators for measuring effectiveness of this Element:
• Are SSMP Audits and SSMP Updates being performed as scheduled? • Has the SSMP been approved by the governing board on the required schedule (i.e., every six years)? • Are specific internally established sewer program milestones being monitored?
IMPLEMENTATION PLAN/SCHEDULE
No. Plan Schedule Responsible Party
Dir Eng Sup
1.2.1 Prepare for next SSMP Audit Begin 5/2/2027 X X X
1.2.2 Complete and Upload SSMP audit. By 11/2/2027 X X
1.2.3 Incorporate Audit Findings, update Change
Log and Update SSMP 5/2/2025 X
1.2.4 Board Approval and LRO Certification of
SSMP By 8/2/2031 X X
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GOAL AND INTRODUCTION
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1.3. Sewer System Asset Overview
WDR REQUIREMENTS
Att. D-1.3 (pg. D-3)
“The Plan Introduction section must provide a description of the Enrollee-owned assets and service area, including but not limited to:
• Location, including county(ies);
• Service area boundary;
• Population and community served;
• System size, including total length in miles, length of gravity mainlines, length of pressurized (force) mains, and number of pump stations and siphons; • Structures diverting stormwater to the sewer system;
• Data management systems;
• Sewer system ownership and operation responsibilities between Enrollee and private entities for upper and lower sewer laterals;
• Estimated number or percentage of residential, commercial, and industrial service connections; and
• Unique service boundary conditions and challenge(s).
Additionally, the Plan Introduction section must provide reference to the Enrollee’s up-to-date map of its sanitary sewer system, as required in section 4.1 (Updated Map of Sanitary Sewer System) of this Attachment.”
COMPLIANCE
The above requirements are addressed below:
The City provides collection wastewater services to a 13 square mile service area that includes the City of Pacifica, and no intervening unincorporated areas See Figure 5 below), with an approximate total population in 2023 of 40,000. The City owns 2,592 (waiting for actual number from City) gravity main segments totaling 97.4 miles (with diameters ranging from 6 to 30 inches), 4.2 miles of force main, approximately 12,000 sewer service laterals totaling 227 miles (with diameters ranging from 4 to 6 inches), 5 pump stations, and no sewer mainline siphons. The City does not have any stormwater diversion structures. The City does not own the service laterals.
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GOAL AND INTRODUCTION
© 2025 Fischer Compliance, LLC. All rights reserved. Sewer System Management Plan licensed for City of Pacifica use only Page 9 of 59 The City has a fully effective CMMS system that functions from a GIS backbone. The CMMS system is used to track all maintenance and maintain a material history of all components of the collection system. Due to a recent conversion to a new CMMS not all the material history converted smoothly and will take approximately a year to go through manually to update the system. The City has a fully functional GIS system that is updated when operators discover errors while in the field. The operators will report discrepancies to their supervisor that are submitted to the GIS person to update. Most updates occur within a week of the request.
The City does not own any of the private laterals, the customer is responsible for the entire lateral up to the connection joint to the City system.
Estimated customer connection flow classifications and connection data are presented in Table 2, below, for residential, commercial industrial, and institutional data.
Figure 4 - City Vicinity Map and Service Area
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Packet Pg. 174 Attachment: Attachment 1 - SSMP re-certification documentation (5936 : Re-Certification of the Sewer System Management Plan)
GOAL AND INTRODUCTION
© 2025 Fischer Compliance, LLC. All rights reserved. Sewer System Management Plan licensed for City of Pacifica use only Page 10 of 59 Use Type Number or % of Connections
Residential 98%
Commercial 1%
Industrial/Institutional 1%
Overall, the City is in a good position to maintain its collection system and does not have operation and maintenance challenges due the service area with the exception of extreme King Tides along Beach Blvd.
The City manages the rare tidal events by locking down manholes in the affected area and monitoring flows for Intrusion of tide water.
The City maintains up to date system maps. See Element 4.1 - Updated Map of Sanitary Sewer System for more detail.
EFFECTIVENESS
The City utilizes the following Key Performance Indicators for measuring effectiveness of this Element:
• Are asset statistics periodically reviewed and updated as necessary? • Are omissions or errors addressed in a timely manner? • Are system maps up to date?
IMPLEMENTATION PLAN/SCHEDULE
No. Plan Schedule Responsible Party
Dir Eng Sup
1.3.1 Review City-owned asset
statistics and element
description; update as necessary
At the beginning of the audit cycle and
when significant changes have been made. X X
1.3.2 Update Maps Within 30 Days of Correction Submittal of Completion of Development Project X
RESILIENCE
Resilience is addressed in Element 1 by:
• Adhering to an SOP for collecting and managing asset data. • Redundancy: More than one member of staff is trained and able to retrieve and manage the data. • Implementing a QA/QC process to help ensure information is accurate. • Using Calendar Reminders to ensure compliance deadlines are met.
APPENDIX 1 INCLUSIONS:
• None
Table 2 - City sewer connection flow classifications and connections data
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Packet Pg. 175 Attachment: Attachment 1 - SSMP re-certification documentation (5936 : Re-Certification of the Sewer System Management Plan)
GOAL AND INTRODUCTION
© 2025 Fischer Compliance, LLC. All rights reserved. Sewer System Management Plan licensed for City of Pacifica use only Page 11 of 59 Specifications 5.2 – SSMP Development and Implementation
WDR REQUIREMENTS
Specification. 5.2 (pg. 18)
“To facilitate adequate local funding and management of its sanitary sewer system(s), the Enrollee shall develop and implement an updated Sewer System Management Plan. The scale and complexity of the Sewer System Management Plan, and specific elements of the Plan, must match the size, scale, and complexity of the Enrollee’s sanitary sewer system(s). The Sewer System Management Plan must address, at minimum, the required Plan elements in Attachment D (Sewer System Management Plan – Required Elements) of this General Order. To be effective, the Sewer System Management Plan must include procedures for the management, operation, and maintenance of the sanitary sewer system(s). The procedures must: (1) incorporate the prioritization of system repairs and maintenance to proactively prevent spills, and (2) address the implementation of current standard industry practices through available equipment, technologies, and strategies.”
COMPLIANCE
The above items are addressed below:
This SSMP has been completed updated to meet the requirements of Order WQ 2022-0103-DWQ and address all required Elements and Specifications required by the Order. . The SSMP addresses management, operations and maintenance procedures specific to the City’s collection system. The City maintains a proactive O&M program to operate its system and identify defects, which are then prioritized for repair, replacement, rehabilitation, or placed on modified maintenance schedules. (See Elements 4 and 8 and Specifications 5.19 of this SSMP for more detail).
The City keeps up with current industry standards, technology and best practices by reviewing industry periodicals, networking, vendor visits and attending industry conferences and workshops.
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Packet Pg. 176 Attachment: Attachment 1 - SSMP re-certification documentation (5936 : Re-Certification of the Sewer System Management Plan)
GOAL AND INTRODUCTION
© 2025 Fischer Compliance, LLC. All rights reserved. Sewer System Management Plan licensed for City of Pacifica use only Page 12 of 59 Specifications 5.7 – Allocation of Resources
WDR REQUIREMENTS
Specification. 5.7 (pg. 22)
“The Enrollee shall comply with the following requirements:
• Establish and maintain a means to manage all necessary revenues and expenditures related to the sanitary sewer system; and
• Allocate the necessary resources to its sewer system management program for:
• Compliance with this General Order,
• Full implementation of its updated Sewer System Management Plan, • System operation, maintenance, and repair, and
• spill responses.”
COMPLIANCE
The above items are addressed below:
The City maintains various revenue sources to maintain financial stability, meet its operational needs and manage all necessary expenditures to operate its sewer system. Sources of revenue include:
• Revenue 1 Sewer rate charges primarily earmarked for operation and maintenance as well as CIP activities.
• Revenue 2 Connection fees are used for Collection System capacity improvements and Treatment Plant capacity improvements.
• Revenue 3 Permit Fees for connection of ADUs Construction and FSE are used for inspections and management of these programs.
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Packet Pg. 177 Attachment: Attachment 1 - SSMP re-certification documentation (5936 : Re-Certification of the Sewer System Management Plan)
GOAL AND INTRODUCTION
© 2025 Fischer Compliance, LLC. All rights reserved. Sewer System Management Plan licensed for City of Pacifica use only Page 13 of 59 Provisions 6.1 - Enforcement Provisions
WDR REQUIREMENTS
Provisions 6.1 (pg. 27)
“The following enforcement provisions are based on existing federal and state regulations, laws and policies, including the federal Clean Water Act, the state Water Code and the State Water Board Enforcement Policy.”
COMPLIANCE
The City is aware of the consequences for noncompliance including associated penalties for violations. The City maintains a proactive stance with full implementation of its SSMP.
Noncompliance with requirements of this General Order or discharging sewage without enrolling in this General Order constitutes a violation of the Water Code and a potential violation of the Clean Water Act and is grounds for an enforcement action by the State Water Board or the applicable Regional Water Board.
Failure to comply with the notification, monitoring, inspection, entry, reporting, and recordkeeping requirements may subject the City to administrative civil liabilities of up to $10,000 a day per violation pursuant to Water Code section 13385; up to $1,000 a day per violation pursuant to Water Code section 13268; or referral to the Attorney General for judicial civil enforcement. Discharging waste not in compliance with the requirements of this General Order or the Clean Water Act may subject the City to administrative civil liabilities up to $10,000 a day per violation and additional liability up to $10 per gallon of discharge not cleaned up after the first 1,000 gallons of discharge; up to $5,000 a day per violation pursuant to Water Code section 13350 or up to $20 per gallon of waste discharged; or referral to the Attorney General for judicial civil enforcement.
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Packet Pg. 178 Attachment: Attachment 1 - SSMP re-certification documentation (5936 : Re-Certification of the Sewer System Management Plan)
GOAL AND INTRODUCTION
© 2025 Fischer Compliance, LLC. All rights reserved. Sewer System Management Plan licensed for City of Pacifica use only Page 14 of 59 Provisions 6.3 Sewer System Management Plan Availability
WDR REQUIREMENTS
Provisions 6.3 (pg. 31)
“The Enrollee’s updated Sewer System Management Plan must be maintained for public inspection at the Enrollee’s offices and facilities and must be available to the public through CIWQS and/or on the Enrollee’s website, in accordance with section 3.8 (Sewer System Management Plan Reporting Requirements) of Attachment E1 (Notification, Monitoring, Reporting and Recordkeeping Requirements) of this General Order.”
COMPLIANCE
The City has loaded this SSMP to the CIWQS database and published it on its website. In addition, the SSMP is available for public review at City offices, by appointment, during regular business hours. The SSMP is also available for revue by the public when posted as part of the Board agenda for approval.
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ORGANIZATION
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2. Organization
WDR REQUIREMENTS
Att. D-2 (pg. D-3)
“The Plan must identify organizational staffing responsible and integral for implementing the local Sewer System Management Plan through an organization chart or similar narrative documentation that includes:
• The name of the Legally Responsible Official as required in section 5.1 (Designation of a Legally Responsible Official) of this General Order;
• The position titles, telephone numbers, and email addresses for management, administrative, and maintenance positions responsible for implementing specific Sewer System Management Plan Element;
• Organizational lines of authority; and
• Chain of communication for reporting spills from receipt of complaint or other information, including the person responsible for reporting spills to the State and Regional Water Boards and other agencies, as applicable. (For example, county health officer, county environmental health City, and State Office of emergency Services.)
COMPLIANCE
The above items are addressed below:
City’s Legally Responsible Officials (LRO) are listed below:
• LRO 1 – Louis Sun, Deputy Director PW-WW
• LRO 2 – Eddie Pastrano, Collection System Manager
• LRO 3 – Rey Mendez, Assistant Collection System Manager All meet the requirements set forth in Specifications 5.1 of the WDR.
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Packet Pg. 180 Attachment: Attachment 1 - SSMP re-certification documentation (5936 : Re-Certification of the Sewer System Management Plan)
ORGANIZATION
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IMPLEMENTATION RESPONSIBILITIES
Sewer System Management Plan Elements Responsible Position
1. SSMP Plan, Goal and Introduction
1.1. Regulatory Context Collection System Manager
1.2. SSMP Update Schedule Collection System Manager
1.3. Sewer System Asset Overview Collection System Manager
2. Organization Collection System Manager
3. Legal Authority Collection System Manager
4. Operations and Maintenance Program
4.1. Updated maps of Sanitary Sewer System Assistant Collection System Manager
4.2. Preventive Operation & Maintenance Assistant Collection System Manager
4.3. Training Assistant Collection System Manager
4.4. Equipment Inventory Assistant Collection System Manager
5. Design/Performance
5.1. Updated Design Criteria & Construction
Standards
Engineering
5.2. Procedures and Standards Engineering
6. Spill Emergency Response Plan Assistant Collection System Manager
7. Sewer Pipe Blockage Program Assistant Collection System Manager
8. System Eval, Capacity Assurance, Capital Imp.
8.1. System Evaluation and Condition Assessment Engineering
8.2. Capacity Assessment and Design Criteria Engineering
8.3. Prioritization of Corrective Action Engineering
8.4. Capital Improvement Plan Engineering
9. Monitoring, Measurement & Program Modifications Collection System Manager
10. Internal Audits Collection System Manager
11. Communication Program Collection System Manager
Table 3 - Implementation Responsibilities
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Packet Pg. 181 Attachment: Attachment 1 - SSMP re-certification documentation (5936 : Re-Certification of the Sewer System Management Plan)
ORGANIZATION
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RESPONSIBLE POSITION CONTACT INFORMATION
Responsible Position Contact Information Phone Email
Collection System Manager (650) 738-4669 [email protected] Assistant Collection System Manager (650) 738-7475 [email protected] Wastewater Engineering (650) 922-7248 [email protected] Program Coordinator (650) 738-4660 [email protected]
Table 4 - Responsible Position Contact Information
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ORGANIZATION
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2.1. Organizational Chart
Figure 5 – City of Pacifica – Department of Public Works/ Wastewater Division - Organizational Chart
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ORGANIZATION
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2.2. Organizational Staffing Responsibilities
Director of Public Works:
Under direction, manages the Public Works Department encompassing the Wastewater, Public Works, and Engineering Divisions, performs professional engineering work in connection with the operation of the Wastewater Treatment Plant, and design and construction of streets, storm drainage facilities, solid waste systems, sewers, and other public works; to do related work as required.
Deputy Director of Public Works- WW/CPO:
Under general direction of the Director of Public Works, the Deputy Director of Public Works - Wastewater plans, organizes and directs the activities of the Calera Creek Water Recycling Plant (Plant), the Collection System, and the storm water pump stations; works effectively in a team-based environment, carrying out management, technical, coaching, supervisory, project management, and administrative responsibilities.
Collection System Manager- LRO:
Under the direction of the Director of Wastewater Collections and Plant Operations, plans, organizes, directs, coordinates, supervises and reviews the construction, maintenance, repair and operation of the wastewater collections system, the mechanical equipment and structures used within the wastewater collection system, inflow-infiltration elimination activities, city generators and performs other duties as assigned.
Assistant Collection System Manager:
Under general direction, assist with planning, organizing and supervising the operation, maintenance and repair of the City’s wastewater collections system, supervises, and coordinates assigned City wide programs and operations activities with other departments, divisions and outside agencies. Act as the Collections System Manager as assigned.
WW Engineering Manager:
Under direction of the Director of Public Works, to assist in the administration and supervision of the Engineering Division; to perform professional engineering work; to supervise and review the work of professional and technical staff engaged in the preparation and/or review of plans, specifications, maps, designs, estimates, and inspections of capital improvement, construction, development and maintenance projects; coordinate the work of Engineering Division with the rest of Public Works WWTP Plant Manager:
Plan, organize and manage the activities of the Wastewater Treatment Plant Operation, and coordinate assigned City-wide programs and operations activities with other departments, divisions and outside agencies. Act as the Designated Chief Plant Operator as assigned; perform related duties as required.
Lab Supervisor:
Under general direction and supervision of the Calera Creek Water Recycling Plant Manager, supervises, plan, organizes, directs, and participates in laboratory operations, the Calera Creek Water Recycling Plant (CCWRP) monitoring program, source control programs, storm water and water reclamation, and NPDES compliance. The lab will be full accredited with Environmental Laboratory Accreditation Program (ELAP) and provides service for a designed 3.6 MGD tertiary wastewater treatment plant.
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Packet Pg. 184 Attachment: Attachment 1 - SSMP re-certification documentation (5936 : Re-Certification of the Sewer System Management Plan)
ORGANIZATION
© 2025 Fischer Compliance, LLC. All rights reserved. Sewer System Management Plan licensed for City of Pacifica use only Page 20 of 59 Waste Water Treatment Plant Operator III—Programs Coordinator:
Under general supervision, coordinates, implements, and monitors all wastewater collection system programs including but not limited to: private lateral replacement, supplemental environmental projects, smoke testing, fats-oils and grease collection and disposal, lateral compliance certification; coordinates and performs construction inspections on the City’s wastewater collection system; supervises source control inspector; coordinates and performs inspections and sampling of industrial, commercial and residential sources of discharge to the wastewater and storm water systems to ensure compliance with Federal, State and local regulations; performs laboratory analyses to ensure compliance with Federal, State, and local regulations, reviews building plans for compliance with building code regulations; performs data entry, maintenance tasks and related work as required.
Eddie—need a table of SSMP responsibilities completed (see example below)
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ORGANIZATION
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2.3. Chain of Communication for Reporting Spills
Service Calls during business hours are received by PWCS Admin Forwarded to Asst. CS Manager
Service Calls after business hours are received by Police Department Non-Emergency Forwarded to the On Call CS Operator
Alarm Calls are received by TP Lead Pump Mechanic
City Receives Call for Service
Response staff respond to all calls, assess the spill event, and take appropriate actions to mitigate the spill. All spill events are mitigated in accordance with the City's Spill Emergency Response Plan (SERP) and are documented in adherence to the WDR Notification, Monitoring, Reporting and Recordkeeping requirements.
City’s Response to Spill Event
The responding field staff submit the field report(s) to Asst. CS Manager who reviews for completeness and accuracy and then confers with CS Manager as a layer of quality control.
Once all information is verified, Data Submitter or LRO submits it to CIWQS.
The City's Legally Responsible Official certifies all spill reports.
City Reports Spill Event
Figure 7 - Chain of Communication for Reporting Spills
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ORGANIZATION
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EFFECTIVENESS
The City utilizes the following Key Performance Indicators for measuring effectiveness of this Element:
• Have there been any changes requiring updates to the Organizational Chart? • Have there been instances when a service call for a spill was not properly routed to response personnel?
• Were all spill response activities documented and forwarded to the LRO? • Have there been any changes in assigned responsibilities for implementing the SSMP? • Is there a process in place to ensure all contact information remains up to date?
IMPLEMENTATION PLAN/SCHEDULE
No. Plan Schedule Responsible Party
Dir Eng Sup
2.1 Review names, contact information and position
responsibilities. Update as necessary.
Semi-Annually X X
2.2 Review Chain of Communication outcomes for all
spill responses
Each Spill Event X X
2.3 Review Organizational Chart for any changes. Update as necessary.
Semi-Annually X X
RESILIENCE
Resilience is addressed in Element 2 by:
• Ensuring that more than one person is capable and responsible for specific duties for SSMP implementation, e.g., back-up personnel.
• Designation of more than one LRO to help ensure full and continuous coverage of duties. • Testing the phone notification system to ensure calls are received and routed to appropriate personnel.
APPENDIX 2 INCLUSIONS:
• None
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LEGAL AUTHORITY
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3. Legal Authority
WDR REQUIREMENTS
Att. D-3 (pg. D-4)
“The Plan must include copies or an electronic link to the Enrollee’s current sewer system use ordinances, service agreements and/or other legally binding procedures to demonstrate the Enrollee possesses the necessary legal authority to:
• Prevent illicit discharges into its sanitary sewer system from inflow and infiltration (I&I); unauthorized stormwater; chemical dumping; unauthorized debris; roots; fats, oils, and grease; and trash, including rags and other debris that may cause blockages; • Collaborate with storm sewer agencies to coordinate emergency spill responses, ensure access to storm sewer systems during spill events, and prevent unintentional cross connections of sanitary sewer infrastructure to storm sewer infrastructure; • Require that sewer system components and connections be properly designed and constructed;
• Ensure access for maintenance, inspection, and/or repairs for portions of the service lateral owned and/or operated by the Enrollee;
• Enforce any violation of its sewer ordinances, service agreements, or other legally binding procedures; and
• Obtain easement accessibility agreements for locations requiring sewer system operations and maintenance, as applicable.
COMPLIANCE
The above items are addressed below:
a. Authority to prevent illicit discharges into the City’s sanitary sewer collection system is provided by Ordinance 181-C.S. Sec 6-10.404
b. The City's pre-planned collaboration and coordination with storm drain agencies. Both divisions are part of the City of Pacifica Public Works Utilities and Operations Department. Both Divisions fall under the same department head and have a seamless collaboration. c. Require that sewer system components and connections be properly designed and constructed.
Controls and guidance are found in City Ordinances, Ord 181-C.S. d. Ensure access for maintenance, inspection, and/or repairs for portions of the service lateral owned and/or operated by the Enrollee. The City controls Access through Ord 181-C.S. and City owned easements for mainline access through yards and alleyways. e. Enforce any violation of its sewer ordinances, service agreements, or other legally binding procedures. Ord 784-C.S. Sections 6-10.803 and 6-10.804. f. Obtain easement accessibility agreements for locations requiring sewer system operations and maintenance, as applicable. Ord 181-C.S. delineates the requirements of access for maintenance and inspection.
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LEGAL AUTHORITY
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EFFECTIVENESS
The City utilizes the following Key Performance Indicators for measuring effectiveness of this Element:
• Are the City ordinances and standards adequate for fulfilling the SSMP Plan legal requirements? • Does the City have a process in place for periodic review and evaluation of ordinances? • Have there been instances when the code or ordinance did not address a need or circumstance?
IMPLEMENTATION PLAN/SCHEDULE
No. Plan Schedule Responsible Party
Dir Eng Sup
3.1 Review Ordinance(s) to confirm all documents
provide necessary required legal authority.
Once per 6-year SSMP
Update Cycle X X
3.2 Confer with storm drain owners to ensure current
practices and contact information are up to date.
Annually X
3.3 Monitor and document occasions when Ordinance(s)
failed to address issues as intended.
Continuously X X X
RESILIENCE
Resilience is addressed in Element 3 by:
• Keeping abreast of industry trends and local ordinances that may affect operations.
APPENDIX 3 INCLUSIONS:
• None
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OPERATIONS AND MAINTENANCE PROGRAM
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4. Operation and Maintenance Program
WDR Requirements
Att. D-4 (pg. D-4)
“The Plan must include the items listed below that are appropriate and applicable to the Enrollee’s system.”
4.1. Updated Map of Sewer System
WDR REQUIREMENTS
Att. D-4.1 (pg. D-4)
“An up-to-date map(s) of the sanitary sewer system, and procedures for maintaining and providing State and Regional Water Board staff access to the map(s). The map(s) must show gravity line segments and manholes, pumping facilities, pressure pipes and valves, and applicable stormwater conveyance facilities within the sewer system service area boundaries.”
COMPLIANCE
The above items are addressed below:
System maps include gravity mains, force mains, manholes, pump stations, property boundaries and addresses, creek locations, and storm drain mapping, and pipe asset information (ID number, diameter, flow direction, segment length, material type, and age).
The GIS and system are updated by engineering staff upon request from the Collection System Manager and Asst CS Manager. Once the GIS is corrected these changes are submitted to the CMMS provider and they make changes to the system.
When errors or omissions are discovered by field staff, they report the discrepanciesto the supervisory staff through annotating the workorder, during crew meetings or CCTV feedback.
New facilities accepted by the City are incorporated by the engineering staff upon completion of As-Builts and acceptance CCTV inspection.
The City will make maps available to Water Board Staff upon request, the City will provide State and Regional Water Board staff a link to system maps.
EFFECTIVENESS
The City utilizes the following Key Performance Indicators for measuring effectiveness of this Element:
• Were all map updates completed in a timely manner?
• Are all staff trained in the procedure for providing map update information? • Are newly installed sewer assets incorporated into the system maps? • Are there terrain features or assets that should be incorporated in future map updates (e.g. exposed pipe, siphons, ARVs, surface water, etc.)
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OPERATIONS AND MAINTENANCE PROGRAM
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IMPLEMENTATION PLAN/SCHEDULE
No Plan Schedule Responsible Party
Dir Eng Sup
4.1.1 Review map update procedures with all affected staff. Annually X X
4.1.2 Review/ensure all newly installed facilities have been updated and included in the system maps
Annually X X
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OPERATIONS AND MAINTENANCE PROGRAM
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4.2. Preventive Operation and Maintenance Activities
WDR REQUIREMENTS
Att. D-4.2 (pgs. D-4/D-5)
”A scheduling system and a data collection system for preventive operation and maintenance activities conducted by staff and contractors. The scheduling system must include:
• Inspection and maintenance activities;
• Higher-frequency inspections and maintenance of known problem areas, including areas with tree root problems;
• Regular visual and closed-circuit television (CCTV) inspections of manholes and sewer pipes.
The data collection system must document data from system inspection and maintenance activities, including system areas/components prone to root-intrusion potentially resulting in system backup and/or failure.”
COMPLIANCE
The above items are addressed below:
The purpose of a work order system is to program and track all required inspection and maintenance activities within the collection system to help proactively prevent blockages/operational problems or spills.
The City utilizes the MobileMMS Computerized Maintenance Management System (CMMS), which allows the City to make informed decisions regarding its assets and infrastructure by using the collected data from field work orders and documented inspections.
The City’s CMMS maintains historical data for all maintenance activities and provides a basis for critical analysis and data-driven planning and decision-making today and into the future. This allows for prioritizing and planning routine activities such as CCTV inspections, pipe cleaning and pump station maintenance activities.
In addition, the CMMS is used to plan and schedule higher-frequency inspection and maintenance activities such as Enhanced Maintenance (formally known as Hot Spot) cleaning and selective root control activities.
Emergency and other reactive activities are documented in work orders as well to maintain an accurate material history.
The scheduling system allows staff to put certain activities on a preventive schedule where the CMMS automatically create work orders on a prescribed interval. Work orders for other activities are generated by supervisory personnel on an as-needed basis.
EFFECTIVENESS
The City utilizes the following Key Performance Indicators for measuring effectiveness of this Element:
• Are the City’s maintenance, operations, engineering work orders periodically audited for accuracy and completeness?
• Does the City monitor “open,” “overdue,” or “not yet completed” work orders to ensure completion of tasks?
• Are inspection and maintenance activities reducing the number and volume of spills? • Is maintenance work being completed as scheduled?
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OPERATIONS AND MAINTENANCE PROGRAM
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IMPLEMENTATION PLAN/SCHEDULE
No. Plan Schedule Responsible Party
Dir Eng Sup
4.2.1 Monitor “Past Due” work orders to ensure critical work is being completed Quarterly X X
4.2.2 Review scheduled PMs to ensure the prescribed
schedule remains appropriate. Annually X X
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OPERATIONS AND MAINTENANCE PROGRAM
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4.3. Training
WDR REQUIREMENTS
Att. D-4.3 (pg. D-5)
“In-house and external training provided on a regular basis for sanitary sewer system operations and maintenance staff and contractors. The training must cover:
• The requirements of this General Order;
• The Enrollee’s Spill Emergency Response Plan procedures and practice drills; • Skilled estimation of spill volume for field operators; and • Electronic CIWQS reporting procedures for staff submitting data.”
COMPLIANCE
The City’s training program covers numerous areas involving or associated with wastewater collection systems and serves to develop and maintain highly qualified, knowledgeable, and capable staff. This training is provided through a variety of modes (self-study, seminars, conferences, on-the-job, etc.) and begins from the first day on the job and continues regularly thereafter.
Staff involved in responding to customer service calls, including sewage spills, receive annual training on the City’s Spill Emergency Response Plan. This training is part classroom and part hands-on exercises and drills for responding to spill events and includes containment, restoring flow, spill volume, volume recovered, spill start time estimations, clean up and completing the spill event data collection forms.
The City trains on their SOPs for bypass pumping, portable generating training and traffic control in addition to an annual review of SOPs with the field crews.
The City provides training to contracted services supervisory staff and provides them with applicable procedures to train their staff.
The City has developed spill response procedures for Contract Service personnel who perform work for the City. The Contract Service personnel are required to:
• Immediately notify the City of any sewage spill they encounter; • Make attempts to contain the spill;
• Cordon off the area to keep the public safe; and
• Remain onsite until City staff arrives and relieves them.
This language is included in service agreements and discussed during pre-job meetings.
EFFECTIVENESS
The City utilizes the following Key Performance Indicators for measuring effectiveness of this Element:
• Has all training been completed as scheduled?
• Have records of training and attendance been documented and maintained? • Have all staff demonstrated ability and knowledge after each training event? • Have contractors received, at a minimum, direction for reporting and responding to spills?
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OPERATIONS AND MAINTENANCE PROGRAM
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IMPLEMENTATION PLAN/SCHEDULE
No. Plan Schedule Responsible Party
Dir Eng Sup
4.3.1 Review training documentation to ensure all staff have received required training Quarterly X X
4.3.2 Review agreements with contractors and/or pre-job meeting minutes to ensure contract personnel have
received instruction for responding to sewage spills
Each Contract X X
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OPERATIONS AND MAINTENANCE PROGRAM
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4.4. Equipment Inventory
WDR REQUIREMENTS
Att. D-4.4 (pg. D-5)
“An inventory of sewer system equipment, including the identification of critical replacement and spare parts.”
COMPLIANCE
The City maintains a host of equipment for both routine maintenance and for contingency or emergency operations. Included in this inventory are all pump station critical repair parts not readily available on short notice that would cause the station to be inoperable. The City maintains a ready on hand supply of emergency line repair parts such as couplings and a variety of piping materials.
EFFECTIVENESS
The City utilizes the following Key Performance Indicators for measuring effectiveness of this Element:
• Have inventory lists been audited as scheduled?
• Have any inventory deficiencies or omissions been discovered and rectified? • Has the City experienced any equipment failure that inhibited a spill response?
IMPLEMENTATION PLAN/SCHEDULE
No. Plan Schedule Responsible Party
Dir Eng Sup
4.4.1 Audit inventory lists to ensure stock is adequate Annually X X
4.4.2 Check with vendors to ensure lead times for
critical parts are as expected. Annually X X
4.2.3 Ensure contracts with emergency support
services are current Annually X
RESILIENCE
Resilience is addressed in Element 4 by:
• Developing an SOP for updating maps when errors are discovered. • Developing and using forms (paper or electronic) for data collection to help ensure all pertinent information is consistently collected.
• Periodically evaluating inspection cycle intervals to help ensure they are optimized. • Requiring staff to demonstrate ability and/or knowledge for all training activities. • Monitoring equipment and critical spare parts usage for and trends. • Performing periodic audits of the vehicle and equipment inventory List.
APPENDIX 4 INCLUSIONS:
• None
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OPERATIONS AND MAINTENANCE PROGRAM
© 2025 Fischer Compliance, LLC. All rights reserved. Sewer System Management Plan licensed for City of Pacifica use only Page 32 of 59 Specifications 5.19 - Operations and Maintenance
WDR REQUIREMENTS
Specification. 5.19 (pg. 27)
“To prevent discharges to the environment, the Enrollee shall maintain in good working order, and operate as designed, any facility or treatment and control system designed to contain sewage and convey it to a treatment plant.”
COMPLIANCE
Gravity Main Cleaning:
Collections crews proactively clean all pipes 4 inches to 30 inches in diameter. The core area of the system is scheduled and performed in clusters based on known conditions. All lines are cleaned including easement areas on a one-to-two-year basis, at an average of approximately 90 miles per year.
In general, hydro jetting is utilized for cleaning and maintenance,supplemented by rodding and root cutting where required. The downtown core area has a high concentration of food service establishments (FSEs) that generate significant amounts of FOG and is consequently cleaned quarterly. Easement lines are scheduled for cleaning in clusters in the same manner as the rest of the gravity system.
The City also provides reactive maintenance, which are typically the result of service calls from staff or the public. Quick response from Collections staff often prevent potential spills from occurring, since staff can sometimes clear blockages before a spill occurs. Collections staff can also minimize the impact of spills that do occur by containing and recovering the spill volume as quickly as possible.
Gravity Main Inspection (CCTV):
The City uses CCTV camera units to visually inspect portions of the sanitary sewer system. Currently, CCTV inspection is generally performed on lines subsequent to spill events or problem maintenance areas. The City has completed inspections of their entire system, with a goal to complete an inspection cycle every seven years. Results of this CCTV work sometimes lead to main line and lateral repairs. The City uses a CCTV vehicle to assess system cleaning, repairs and replacements. The vehicle allows for the condition rating of lines. The City utilizes the standard NASSCO scoring system to assess maintenance issues and structural defects. These scores aid in CIP planning as well as emergent repairs. Currently the City is adequately staffed with NASSCO qualified inspectors to perform CCTV and review CCTV for planning purposes. The City has budgeted and is committed to maintaining this staffing.
Manhole Inspections:
The City inspects manholes at the time of cleaning operations. All problem conditions found are then either repaired by Collections staff or contracted for repairs by service contractors. Once the Mobile MMS system is fully functional separate manhole inspection workorders can be issued to expedite complete evaluation of the system. The City has a goal of implementing a formal inspection form and schedule through the CMMS.
Pump Station Inspections/Maintenance:
The City conducts regular maintenance inspections of its five pump stations weekly. Regular mechanical, electrical and/or controls maintenance is performed at the stations on a quarterly basis by collection staff.
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OPERATIONS AND MAINTENANCE PROGRAM
© 2025 Fischer Compliance, LLC. All rights reserved. Sewer System Management Plan licensed for City of Pacifica use only Page 33 of 59 Easement Maintenance:
Easement maintenance is scheduled on an annual basis through the CMMS workorder process. The inspections focus on access and potential damage to the system from vandalism and possible weather conditions causing erosion.
Pipe Repair/Rehabilitation:
The City has an annualsewer rehabilitation and replacement program to rehabilitate orreplace the portions of its wastewater collection system and pump station assets where and when conditions warrant. The annual budgets for all lift station and sewer projects that are included in the City’s Annual Capital Improvement Budget.
In addition to the CIP budget, the collection system staff allocates funds every year to conduct in-house or small project repairs of the wastewater collection system.
Lateral Program:
The City has no responsibility for the installation, maintenance, operation, repair or replacement of private sewer laterals. Beginning on July 1, 2024, the City of Pacifica the City inspects qualifying residents’ sewer laterals for defects, leaks and failures, and provide reimbursement grants for the replacement of qualifying laterals that are leaking due to root infiltration, breaks, cracks, failed pipe, “Orangeburg” pipe, and alignment problems at $2,000. The program will expire on June 30, 2025, or when 100 laterals are replaced, whichever comes first. These inspections will be done on a first come first serve basis and are limited to the first 100 applicants.
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DESIGN AND PERFORMANCE PROVISIONS
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5. Design and Performance Provisions
5.1. Updated Design Criteria/Construction Standards/Specifications
WDR REQUIREMENTS
Attachment D-5.1 (pg. D-5)
“Updated design criteria, and construction standards and specifications, for the construction, installation, repair, and rehabilitation of existing and proposed system infrastructure components, including but not limited to pipelines, pump stations, and other system appurtenances. If existing design criteria and construction standards are deficient to address the necessary componentspecific hydraulic capacity as specified in section 8 (System Evaluation, Capacity Assurance and Capital Improvements) of this Attachment, the procedures must include component-specific evaluation of the design criteria.”
COMPLIANCE
The City has complete standard specifications and drawings that are maintained by the City Public Works Engineering Division, which meet or exceed industry standards. These standards are used for guidance to all developers, design engineers, contractors, and City departments. The City’s current design and performance standards are addressed in its municipal codes and permitting procedures that allow the City to require and enforce the proper design, construction, and connections to the City’s collection system, and ensure access to the City sewer pipelines for maintaining, inspecting, and repairing the system.
EFFECTIVENESS
The City utilizes the following Key Performance Indicators for measuring effectiveness of this Element:
• Are plan checking QA/QC processes helping to ensure adherence to the standards?
IMPLEMENTATION PLAN/SCHEDULE
No. Plan Schedule Responsible Party
Dir Eng Sup
5.1.1 Ensure all project plans are approved in accordance with the City’s Standard Specifications and Details. Each Project X
5.1.2 Verify design standards and hydraulic model
previously completed are adequate and consistent
with current standards of practice.
2025 X
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DESIGN AND PERFORMANCE PROVISIONS
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5.2. Procedures and Standards
WDR REQUIREMENTS
Attachment D-5.2 (pg. D-5)
“Procedures, and standards for the inspection and testing of newly constructed, newly installed, repaired, and rehabilitated system pipelines, pumps, and other equipment and appurtenances.”
COMPLIANCE
Inspecting and Testing
Compliance with the sewer Greenbook requires the contractor performing work on the City’s sewer facilities to be responsible for conducting a CCTV inspection for all new and rehabilitated sanitary sewer systems and other appurtenances. The Greenbook includes procedures and standards for inspecting and testing the installation of sewer mains and related appurtenances and for the rehabilitation and repair of existing sanitary sewer systems. Compliance with the Greenbook specifications requires air tests to be performed in accordance with Section 306-1.1.4. Also, it includes inspection and testing criteria for various pipe materials and installation methods. Sec on 500-1.2.6 requires the Engineer to review pipeline inspection video submitted by the Contractor to verity the pipeline point repair or replacement when retained for construction and installation of wastewater pipelines and manholes prior to backfilling.
EFFECTIVENESS
The City utilizes the following Key Performance Indicators for measuring effectiveness of this Element:
• Were any design or installation deficiencies found during warranty inspections? • Deviations from standard procedures and/or specs, testing, etc., justified and documented through field reports, change notices and Quality Assurance / Quality Control documentation. • Does the City stay abreast of industry design standards and technical advances in the industry?
IMPLEMENTATION PLAN/SCHEDULE
No. Plan Schedule Responsible Party
Dir Eng Sup
5.2.1 Verify inspection procedures are adequate and
consistent with current standards of practice 2027 (10-year cycle) X
5.2.2 Verify design standards and hydraulic model
previously completed are adequate and
consistent with current standards of practice.
2027 (10-year cycle) X
RESILIENCE
Resilience is addressed in Element 5 by:
• Staying abreast of industry trends and standards.
• Performing warranty inspections of newly installed or repaired assets to evaluate design and installation practices.
• Evaluating as-built changes for trends and areas for design and performance improvements.
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Packet Pg. 200 Attachment: Attachment 1 - SSMP re-certification documentation (5936 : Re-Certification of the Sewer System Management Plan)
DESIGN AND PERFORMANCE PROVISIONS
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• None
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SPILL EMERGENCY RESPONSE PLAN
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6. Spill Emergency Response Plan
WDR REQUIREMENTS
Attachment D-6 (pg. D-6)
“The Plan must include an up-to-date Spill Emergency Response Plan to ensure prompt detection and response to spills to reduce spill volumes and collect information for prevention of future spills.
The Spill Emergency Response Plan must include procedures to:
• Notify primary responders, appropriate local officials, and appropriate regulatory agencies of a spill in a timely manner;
• Notify other potentially affected entities (for example, health agencies, water suppliers, etc.) of spills that potentially affect public health or reach waters of the State; • Comply with the notification, monitoring and reporting requirements of this General Order, State law and regulations, and applicable Regional Water Board Orders; • Ensure that appropriate staff and contractors implement the Spill Emergency Response Plan and are appropriately trained;
• Address emergency system operations, traffic control and other necessary response activities;
• Contain a spill and prevent/minimize discharge to waters of the State or any drainage conveyance system;
• Minimize and remediate public health impacts and adverse impacts on beneficial uses of waters of the State;
• Remove sewage from the drainage conveyance system;
• Clean the spill area and drainage conveyance system in a manner that does not inadvertently impact beneficial uses in the receiving waters;
• Implement technologies, practices, equipment, and interCity coordination to expedite spill containment and recovery;
• Implement pre-planned coordination and collaboration with storm drain agencies and other utility agencies/departments prior, during, and after a spill event; • Conduct post-spill assessments of spill response activities; • Document and report spill events as required in this General Order; and • Annually, review and assess effectiveness of the Spill Emergency Response Plan, and update the Plan as needed.”
COMPLIANCE
The City’s Spill Emergency Response Plan (SERP) is a stand-alone document that contains all the key elements necessary for an appropriate spill response: notification, emergency incident response, reporting, and impact mitigation. The current plan, prepared by Fischer Compliance, LLC, meets the requirements of the WDR, which became effective on June 5, 2023. Initial training has been provided to affected staff and refresher training is conducted annually. A copy of the SERP is available for viewing at the City office upon request and is found as an appendix to this SSMP.
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SPILL EMERGENCY RESPONSE PLAN
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EFFECTIVENESS
The City utilizes the following Key Performance Indicators for measuring effectiveness of this Element:
• Have staff’s spill response efforts helped to prevent the discharge of sewage to surface waters? • Do post-spill assessments indicate staff are following the procedures outlined in the SERP? • Is SERP training effective and are trainees demonstrating adequate knowledge and abilities?
IMPLEMENTATION PLAN/SCHEDULE
No. Plan Schedule Responsible Party
Dir Eng Sup
6.1 Perform SERP training including practice drills. Annually X X
6.2 Review Post Spill Assessments to ensure adherence with the SERP and to identify any trends that should be
addressed.
Annually X X
RESILIENCE
Resilience is addressed in Element 6 by:
• Multiple staff are trained to respond to spill events. • Post-spill assessments are conducted to evaluate staff’s adherence to the SERP and to identify areas for improvement.
• Data collection forms are used to direct staff to collect all the required data to be submitted to CIWQS and are designed as a guide to a proper spill event response. • The City employees several different spill volume estimation methods to account for different circumstances.
APPENDIX 6 INCLUSIONS:
• None
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SEWER PIPE BLOCKAGE PROGRAM
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7. Sewer Pipe Blockage Program
WDR REQUIREMENTS
Attachment D-7 (pg. D-7)
“The Sewer System Management Plan must include procedures for the evaluation of the Enrollee’s service area to determine whether a sewer pipe blockage control program is needed to control fats, oils, grease, rags and debris. If the Enrollee determines that a program is not needed, the Enrollee shall provide justification in its Plan for why a program is not needed.
The procedures must include, at minimum:
• An implementation plan and schedule for a public education and outreach program that promotes proper disposal of pipe-blocking substances;
• A plan and schedule for the disposal of pipe-blocking substances generated within the sanitary sewer system service area. This may include a list of acceptable disposal facilities and/or additional facilities needed to adequately dispose of substances generated within a sanitary sewer system service area;
• The legal authority to prohibit discharges to the system and identify measures to prevent spills and blockages.
• Requirements to install grease removal devices (such as traps or interceptors), design standards for the removal devices, maintenance requirements, best management practices requirements, recordkeeping and reporting requirements; • Authority to inspect grease producing facilities, enforcement authorities, and whether the Enrollee has sufficient staff to inspect and enforce the fats, oils, and grease ordinance; • An identification of sanitary sewer system sections subject to fats, oils, and grease blockages and establishment of a cleaning schedule for each section; and • Implementation of source control measures for all sources of fats, oils, and grease reaching the sanitary sewer system for each section identified above.”
COMPLIANCE
The City has a fully functioning FOG Program that identifies, monitors, and regulates sources of FOG so that spills that result from FOG are minimized. The primary purpose of the program is to reduce the occurrence of FOG-related mainline spills in the service area, although the current level of FOG-related SSOs is extremely low. The City focuses on FSEs to effectively prevent or reduce FOG-related mainline spills. The City currently maintains a list of about 120 FSEs that are regularly inspected and monitored for compliance with the City Municipal Code, in particular Sec 6-1.105 and Sec 6-10.406 regarding grease interceptor requirements for FSEs. The City plans to update the Sewer and Sewage Disposal Code again in the next year for updating local limits. During this update there may also be some updates to the FOG sections and FSE requirements.
The City’s FOG Source Control Program is intended to work in conjunction with the City’s PM program to prevent FOG-related spills. It remains an essential component in meeting and maintaining its projected spill reduction performance goals. The City’s program includes FSE reviews and inspections, enforcement of the City’s Municipal Code sections regarding FOG, and is managed by City staff, an Environmental Program Specialist.
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SEWER PIPE BLOCKAGE PROGRAM
© 2025 Fischer Compliance, LLC. All rights reserved. Sewer System Management Plan licensed for City of Pacifica use only Page 40 of 59 The elements of the City’s FOG Source Control Program include:
• Requirement for the installation of grease removal devices (GRDs); • Requirement for proper operation and maintenance of GRDs; • Verification of grease handling and disposal practices; • FSE reviews and inspections;
• Public Education and Outreach; and
• Enforcement.
The Source Control Inspector typically conducts at least one review of each FSE per year. The reviews are done on a random basis or grouped by location A review letter is transmitted to the facility or discharger prior to the review with information regarding the review, such as the date and time of the review and what is to be inspected or reviewed. The results of the review are then sent to the FSE in a letter, generally within two weeks following the review. The City is also looking into performing unscheduled inspections at heavy FOG generators or FSEs with multiple corrective actions.
Public education and outreach remain an integral element of the FOG Program. Outreach is provided to FSE staff and management during routine reviews and inspections, as well as through multiple items of correspondence throughout the year. The City has written communication with FSEs at least four times per year in addition to the two site visits or reviews.
The Source Control Inspector checks GRDs as part of the review process and works with FSE staffs in an ongoing, collaborative relationship to stress the importance the City places on review and inspection items.
Frequent contact and meetings with FSEs and their manager/owners have helped to decrease the need for corrective actions in the last five years.
City staff offers assistance to managers and owners of FSEs with demonstrations and education to FSE employees regarding the cleaning and maintenance of under counter GRDs. City staff also offers FSEs a consultation and inspection of a review of grease interceptors to determine the need for their cleaning. If City staff is asked to check a facility's GRD, there is no charge for this service by City staff and no regulatory liability if it is determined there is a need for immediate cleaning.
Any item that needs corrective action as a result of the City's review and inspections are summarized in the review follow-up letter to FSEs. Such a letter lists the review findings and corrections to be made. Each type of correction has a standard follow up date to have the correction completed. The City may send a specific enforcement letter with milestone dates if the conditions discovered at the review or follow up warrant such an action.
The City has begun using MobileMMS, a web-based data management system, to document inspections, follow-ups, corrective actions, and violations. The data management system is a work in progress to back log previous recordsfor FSE’s and enter new information. This system allows for the follow up letters to be generated directly from the inspection data entered. It will also allow for tracking of an individual FSE, analyzing any repetitive corrective actions so that city staff may investigate, follow up and educate those FSE’s more frequently.
The City is currently managing its FOG with a FOG Source Control Program and an aggressive and focused PM program (sewer cleaning). The "downtown" area has a large concentration of FSEs, and this entire area is cleaned quarterly by field crews. There have been no spills caused by FOG in the last year. Public education outreach materials are regularly provided to FSEs as well as the general public.
The City's Municipal Code provides the legal basis and authority for the City’s FOG Control Program; specifically, Sec.6-10.406 regarding requirements grease interceptors for FSEs.
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Packet Pg. 205 Attachment: Attachment 1 - SSMP re-certification documentation (5936 : Re-Certification of the Sewer System Management Plan)
SEWER PIPE BLOCKAGE PROGRAM
© 2025 Fischer Compliance, LLC. All rights reserved. Sewer System Management Plan licensed for City of Pacifica use only Page 41 of 59 The City’s FOG Control Program described above in currently meets these requirements Ord 784 C.S. of the Municipal Code, Sewers and Sewage Disposal). Staff also works with FSEs to convey standards, BMPs, maintenance and recordkeeping requirements.
The City’s FOG Control Program involves regular inspections or reviews by the City's Source Control Inspector and enforcement by the City (based upon review findings). The authority to inspect or review is granted by the Municipal Code, as previously stated.
The City’s FOG Source Control Program and its PM program are currently focused on problematic grease dischargers and "high frequency" maintenance or cleaning in the area with the greatest concentration of FSEs. The City adapts to FOG-related problems and issues, if and when they occur. a. Public Outreach: The City makes ligature available on their website for both business and residential customers. The City participates in local festivals distributing best practices literature. The City has several outreach videos available on their website under their Wastewater Division banner and videos. Currently they have videos available for residential FOG, Flushable Wipes, Prescription medicines and commercial FOG.
b. The City disposes of FOG and other blockage materials in two specially marked drying bins at the treatment plant. When these bins are full and dry the material is combined with grit chamber waste and transported to the land fill.
c. City Ord. 181-C.S. Sec. 6-10.403. - Materials prohibited in sewers. No person shall discharge or cause to be discharged any of the following described waters or wastes to any public sewer: (a)Any gasoline, benzene, naphtha, fuel oil, or other flammable or explosive liquid, solid, or gas;(b)Any waters or wastes containing toxic or poisonous solids, liquids, or gases in sufficient quantity (either singly or by interaction with other wastes) to injure or interfere with any sewage treatment process, constitute a hazard to humans or animals, create a public nuisance, or create any hazard in the receiving waters of the sewage treatment plant, including, but not limited to, cyanides in excess of two (2) mg/l as CN in the wastes as discharged to the public sewer;(c)Any waters or wastes having a pH lower than five and five-tenths (5.5) or having any other corrosive property capable of causing damage or hazard to the structures, equipment, or personnel of the sewage works; and(d)Solid or viscous substances in quantities or of such size capable of causing obstruction to the flow in sewers or other interference with the proper operation of the sewage works, such as, but not limited to, ashes, cinders, sand, mud, straw, shavings, metal, glass, rags, feathers, tar, plastics, wood, unground garbage, whole blood, paunch manure, hair, and whole or ground paper, dishes, cups, milk containers, and the like.
d. City Ord. 181 C.S. Sec. 6-10.406. - Grease traps required. Grease, oil, and sand interceptors shall be provided when, in the opinion of the Director, they are necessary for the proper handling of liquid wastes containing grease in excess amounts, or any flammable wastes, sand, or other harmful ingredients, except that such interceptors shall not be required for private living quarters or dwelling units. All interceptors shall be of a type and capacity approved by the Director and shall be located so as to be readily and easily accessible for cleaning and inspection. Failure by the owner to properly clean and maintain such interceptors shall be considered sufficient cause for the disconnection of the premises from the public sewer or punitive action as provided for in this chapter.
e. City Ord. 181-C.S., eff. September 13, 1976) Article 7. - Powers and Authority of Inspectors Sec. 6-
10.701. - Inspections of premises. The Director and other duly authorized employees of the City bearing proper credentials and identification shall be permitted to enter all properties for the purposes of inspection, observation, measurement, sampling, and testing in accordance with the provisions of this chapter.
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SEWER PIPE BLOCKAGE PROGRAM
© 2025 Fischer Compliance, LLC. All rights reserved. Sewer System Management Plan licensed for City of Pacifica use only Page 42 of 59 f. The City has developed a list of lines requiring Enhanced Maintenance cleaning due to FOG through observation of field cleaning crews and CCTV Inspections. These lines are scheduled as Enhanced Maintenance areas in the CMMS PM program.
g. The City has an effective Source Control program. FSE’s and Industrial Dischargers are permitted following an initial inspection. Once permitted they are informed both by Source Control Personnel and in writing what their requirements are. The FSE or Industrial Discharger is then placed into a PM program to be periodically inspected. During the inspections the premises are inspected for compliance and records are reviewed to ensure all activities are properly documented.
EFFECTIVENESS
The City utilizes the following Key Performance Indicators for measuring effectiveness of this Element:
• Have there been any blockages/spills from any identified problem area? • Is the City receiving feedback on public outreach efforts? • Are the debris and other sewage solids collected during cleaning activities being disposed of appropriately?
• Have there been spills due to excessive fats, oil, grease, roots, or non-disposable wipes discovered in the sewer system during the audit period?
• Are there repeat offenders among FSEs?
• Are enforcement trends decreasing?
• Are Source Control and Collection staff included in the plan check process?
IMPLEMENTATION PLAN/SCHEDULE
No Plan Schedule Responsible Party
Dir Eng Sup
7.1 Review/evaluate enforcement and inspection findings and implement changes as necessary. Annually X X
7.2 Review spill rates and causes and make changes to
maintenance programs, as necessary. Annually X X
RESILIENCE
Resilience is addressed in Element 7 by:
• Inspection of select assets directly downstream of grease producing businesses to ensure source control is effective.
• Residential FOG outreach and education program.
• Performance of regular assessments of system assets to monitor performance. • QA/QA process for evaluating pipe cleaning effectiveness. • Daily disposal of pipe blocking materials retrieved during maintenance activities.
APPENDIX 7 INCLUSIONS:
• None
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SYSTEM EVALUATION, CAPACITY ASSURANCE, CAPITAL IMPROVEMENTS © 2025 Fischer Compliance, LLC. All rights reserved. Sewer System Management Plan licensed for City of Pacifica use only Page 43 of 59
8. System Evaluation, Capacity Assurance, Capital Improvements
WDR REQUIREMENTS
Attachment D-8 (pg. D-)
“The Plan must include procedures and activities for:
• Routine evaluation and assessment of system conditions; • Capacity assessment and design criteria;
• Prioritization of corrective actions; and
• A capital improvement plan.”
8.1. System Evaluation and Condition Assessment
WDR REQUIREMENTS
Attachment D-8.1 (pgs. D-7/D-8)
“The Plan must include procedures to:
• Evaluate the sanitary sewer system assets utilizing the best practices and technologies available;
• Identify and justify the amount (percentage) of its system for its condition to be assessed each year;
• Prioritize the condition assessment of system areas that:
• Hold a high level of environmental consequences if vulnerable to collapse, failure, blockage, capacity issues, or other system deficiencies;
• Are located in or within the vicinity of surface waters, steep terrain, high groundwater elevations, and environmentally sensitive areas;
• Are within the vicinity of a receiving water with a bacterial-related impairment on the most current Clean Water Act section 303(d) List.
• Assess the system conditions using visual observations, video surveillance and/or other comparable system inspection method;
• Utilize observations/evidence of system conditions that may contribute to exiting of sewage from the system which can reasonably be expected to discharge into a water of the State; • Maintain documents and recordkeeping of system evaluation and condition assessment inspections and activities; and
• Identify system assets vulnerable to direct and indirect impacts of climate change, including but not limited to: sea level rise; flooding and/or erosion due to increased storm volumes, frequency, and/or intensity; wildfires; and increased power disruptions.”
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COMPLIANCE
The above requirements are addressed below:
a. The assessment of a collection system involves every component of the City collection system, including pipelines, manholes, and pump stations. The assessment of pipeline condition is the most significant condition assessment responsibility the City has. It is of key importance to regularly perform pipeline condition assessments to initially establish a condition baseline and to monitor condition changes over time.
g. The City currently is converting to the MobileMMS system allowing them to gather data from Cleaning workorder scoring, CCTV Inspections and pump station inspections. This data is assessed by the management staff creating a good current state of material maintenance of the entire system. b. The CS staff is fully NASSCO trained and certified. Utilizing this industry standard system, they are able to assess and target their maintenance and repair efforts to the maximum extent possible. c. Utilizing the data collected in the CMMS and CCTV scoring system the City maintains an effective system.
d. The NASSCO scoring system is an international recognized standard that allows operators and supervisors to gain a good profile of the systems maintenance and repair needs. e. The City is sensitive to the need to locate, assess and mitigate any exfiltration from their system. When the CCTV operators identify infiltration, they assess the possibility of exfiltration when the ground water level drops below the system piping. They are most sensitive to conditions near water bodies and drainage systems.
f. With the utilization of the CMMS system the City is able to maintain an effective and comprehensive documentation system. For special occurrences like spills comprehensive digital and hardcopy records are kept of all field notes, drawing, photographs, videos and after-action assessments. g. The City conducts an annual assessment to identify system assets vulnerable to direct and indirect impacts of climate change, including but not limited to: (a) sea level rise, (b) flooding and/or erosion due to increased storm volumes, frequency, and/or intensity; (c) wildfires; and increased power disruptions. These assessments are reviewed and if needed, incorporated into the City’s CIP program.
EFFECTIVENESS
The City utilizes the following Key Performance Indicators for measuring effectiveness of this Element:
• Has the City maintained its schedule for maintenance and is data being reviewed in a timely manner? o CCTV Gravity Mains
o Laterals
o Manholes
o Pump Stations
• Are inspection efforts discovering deficiencies in a timely manner? • Are maintenance and inspection activities being properly documented?
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Packet Pg. 209 Attachment: Attachment 1 - SSMP re-certification documentation (5936 : Re-Certification of the Sewer System Management Plan)
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IMPLEMENTATION PLAN/SCHEDULE
No. Plan Schedule Responsible Party
Dir Eng Sup
8.1.1 Review/evaluate enforcement and inspection findings and implement changes as necessary. Annually X X
8.1.2 Review spill rates and causes and make changes to maintenance programs, as necessary. Annually X X
8.1.3 Hold a meeting to discuss any issues that may result from climate changes. Annually X X X
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8.2. Capacity Assessment and Design Criteria
WDR REQUIREMENTS
Attachment D-8.2 (pgs. D-8/D-9)
“The Plan must include procedures to identify system components that are experiencing or contributing to spills caused by hydraulic deficiency and/or limited capacity, including procedures to identify the appropriate hydraulic capacity of key system elements for:
• Dry-weather peak flow conditions that cause or contributes to spill events; • The appropriate design storm(s) or wet weather events that causes or contributes to spill events.
• The capacity of key system components; and
• Identify the major sources that contribute to the peak flows associated with sewer spills.
The capacity assessment must consider:
• Data from existing system condition assessments, system inspections, system audits, spill history, and other available information;
• Capacity of flood-prone systems subject to increased infiltration and inflow, under normal local and regional storm conditions;
• Capacity of systems subject to increased infiltration and inflow due to larger and/or higherintensity storm events as a result of climate change; • Increases of erosive forces in canyons and streams near underground and above-ground system components due to larger and/or higher-intensity storm events; • Capacity of major system elements to accommodate dry weather peak flow conditions, and updated design storm and wet weather events; and
• Necessary redundancy in pumping and storage capacities.”
COMPLIANCE
In 2019 The City contracted Woodard and Curran to conduct and complete system assessment and create a Master Plan that was completed and accepted in August 2021.
Capacity Assessment:
The capacity of the collection system was assessed using a hydraulic model. The assessment focused on the trunk sewer network, the system of pipes that convey flow generated throughout the system to the major pump stations and CCWRP. The modeled network includes all gravity sewers 10 inches in diameter and larger and additional 6- and 8-inch pipes, totaling about 30 percent of the length of sewers in the collection system, plus four of the system’s pump stations and their associated force mains.
Flow loads to the model were developed from customer water use data provided by the City, estimates of additional flows from potential future development (fairly minimal for Pacifica, as the city is largely built out), and from a flow monitoring program conducted for this study. Winter water use data typically provides a very accurate estimate of base wastewater flow (BWF), as outside water use is minimal during that time of year.
Flow monitoring was conducted at 21 sites in the collection system during the winter 2019/20, with rainfall data also collected by three temporary rain gauges. The purpose of the monitoring was to obtain data to confirm base wastewater flows and to quantify the I&I response of the system to rainfall. The flow monitoring data was used to estimate the amount of groundwater infiltration (GWI) and rainfall dependent I&I (RDI&I) for various areas of the system and to confirm, through model calibration, that the hydraulic
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A comprehensive list of recommendations and plan of action schedule can be found in the 2021 Master Plan.
EFFECTIVENESS
The City utilizes the following Key Performance Indicators for measuring effectiveness of this Element:
• Number of capacity-related spills or surcharge condition during the audit period. • Has the system responded to rain events as indicated by the hydraulic model? • Has there been any changes to zoning designations (residential, commercial, industrial)?
IMPLEMENTATION PLAN/SCHEDULE
No Plan Schedule Responsible Party
Dir Eng Sup
8.2.1 Monitor/evaluate significant rain
events to see if they exceed the
design storm in the hydraulic model.
Each significant rain evet
X X
8.2.2 Identify and monitor flood-prone
areas susceptible to erosion from rain
events
After each significant rain event
X X
8.2.3 Monitor flows in each basin and
update the hydraulic model
Per Engineering Department
schedule X
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8.3. Prioritization of Corrective Action
WDR REQUIREMENTS
Attachment D-8.3 (pg. D-9)
“The findings of the condition assessments and capacity assessments must be used to prioritize corrective actions. Prioritization must consider the severity of the consequences of potential spills.”
COMPLIANCE
The City prepares an annual list of capital improvement projects that includes projects to address recently identified wastewater collection system capacity issues, and the recommendations found in the Master Plan. Engineering staff prioritize and select the projects to be included on the annual list:
Fiscal Year 2023/2024
• Pump Stations SCADA Communications Project- Provide modern communication hardware and connections with the Calera Creek Water Recycling Plant SCADA system. • Juanita Easement Project – Replacement of approximately 390 linear feet of sewer main along a public utility easement which required significant operations and maintenance resources. Approximately $40,000 construction value.
• Heathcliff Drive / Manor Drive Sewer Replacement – Replacement of a manhole and approximately 125 linear feet of sewer piping.
Fiscal Year 2024 / 2025
• Linda Mar Pump Station Project – Replacement of electrical equipment and engine pump upgrades.
This project has a construction value of approximately $1.1 million. • Lower Linda Mar Rehabilitation and Repair Project – The Lower Linda Mar R&R project includes replacing approximately 30,000 LF of sewer main in the Lower Linda Mar neighborhood to reduce I&I and improve system reliability. This project has a construction value of approximately $8.5 million. • Rockaway Pump Station Rehabilitation and Repair Project – Replacement of the emergency backup generator with a portable generator and associated electrical improvements. $488,000 construction value.
Fiscal Year 25/26
• Linda Mar Peralta Project – Improvements along Linda Mar and Peralta Blvds, including pipe bursting approximately 1000' and open trench replacement (approximately 500 feet) of sanitary sewers.
EFFECTIVENESS
The City utilizes the following Key Performance Indicators for measuring effectiveness of this Element:
• Has the City adhered to its system evaluation/condition assessment schedule? • Has the City adhered to its prioritization/corrective procedures for sewer repair and capacity improvement projects?
• Have projects been completed before deficiencies caused failures?
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IMPLEMENTATION PLAN/SCHEDULE
No. Plan Schedule Responsible Party
Dir Eng Sup
8.3.1 Utilize all available data for prioritizing corrective actions considering severity and consequences of
potential spills.
Each CIP Update
X X
8.3.2 Maintain documents and recordkeeping of system
evaluation and condition assessment inspections
and activities.
Continuously
X X
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8.4. Capital Improvement Plan
WDR REQUIREMENTS
Attachment D-8.4 (pg. D-9)
“The capital improvement plan must include the following items:
• Project schedules include completion dates for all portions of the capital improvement program;
• Internal and external project funding sources for each project; and • Joint coordination between operation and maintenance staff, and engineering staff/consultants during planning, design, and construction of capital improvement projects; and InterCity coordination with other impacted utility agencies.”
COMPLIANCE
Refer to previous SSMP and City CIP
EFFECTIVENESS
The City utilizes the following Key Performance Indicators for measuring effectiveness of this Element:
• Has the City’s capital improvement plan schedule been adhered to? Figure 8 - City Annual Budget (CEI FY 2024-2029)
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IMPLEMENTATION PLAN/SCHEDULE
No. Plan Schedule Responsible Party
GM CSM Coach
8.4.1 Hold regular coordination meetings, with all
parties, to help keep the projects on track and
resolve issues that may arise in a timely manner.
Annually
X X
8.4.2 For schedules that are not followed, justify and
document the reason.
Each Delayed
Project X
RESILIENCE
Resilience is addressed in Element 7 by:
• Is there an annual review of the Capital Improvement Plan by all appropriate individuals including both Engineering and Operations?
APPENDIX 8 INCLUSIONS
• None
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MONITORING, MEASURING, AND PROGRAM MODIFICATION
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9. Monitoring, Measurement, and Program Modifications
WDR REQUIREMENTS
Attachment D-9 (pg. D-9)
“The Plan must include an Adaptive Management section that addresses Plan-implementation effectiveness and the steps for necessary Plan improvement, including:
• Maintaining relevant information, including audit findings, to establish and prioritize appropriate Plan activities;
• Monitoring the implementation and measuring the effectiveness of each Plan element; • Assessing the success of the preventive operation and maintenance activities:
• Updating Plan procedures and activities, as appropriate, based on results of monitoring and performance evaluations; and
• Identifying and illustrating spill trends, including spill frequency, locations, and estimated volumes.”
COMPLIANCE
The above requirements are addressed below:
a. The City maintains accurate and relevant inspection and maintenance records for the collection system. Much of the documentation today is maintained electronically, which allows for ease of access and analysis. This aids City staff to make sound decisions and prioritize activities when dealing with the routine and the unexpected.
b. Monitoring of the City’s SSMP focuses on each element in terms of its implementation and effectiveness. The SSMP has been designed to include key performance indicators for each element, which are used to measure effectiveness. In addition, implementation responsibilities are included for each element to help ensure the SSMP is being implemented as intended. c. The City assesses the success of maintenance and operation activities by ensuing activities are being performed as expected, by monitoring actual outcomes compared to intended outcomes, as well as monitoring spill trends.
d. The City is committed to continuous improvement and monitors and evaluates performance of work programs and SSMP elements to ensure intended outcomes are achieved while looking for areas for improvement. Although the SWRCB requires that the SSMP be updated every six years, the SSMP should be considered as a dynamic document and may require updating on a more frequent basis.
Routine changes to administrative information, notwithstanding, minor changes will likely be required to address improvements identified through the SSMP Audit or through modifications required as conditions change.
e. The City monitors spill trends, at a minimum every three years during required audits, utilizing the CMMS database, inspection records and CIWQS data. These resources are helpful in planning and programing work, and adjusting as needed, enabling the City to be adaptive and capitalize on lessons learned.
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MONITORING, MEASURING, AND PROGRAM MODIFICATION
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EFFECTIVENESS
The City utilizes the following Key Performance Indicators for measuring effectiveness of this Element:
• Are SSMP Elements being periodically evaluated for effectiveness? • Are work activities and spill events being documented? • Has a plan and schedule been established to address audit findings/deficiencies from the last audit? • Is Trend Analysis being performed on spill causes?
• Have work programs been assessed and updated as necessary?
IMPLEMENTATION PLAN/SCHEDULE
No. Plan Schedule Responsible Party
Dir Eng Sup
9.1 Assess work programs to ensure
outcomes are as intended.
Annually
X X
9.2 Prepare updates to work programs
and the SSMP based on assessments.
As Needed
X X
9.3 Monitor and evaluate spill trends.
Document efforts.
Annually
X X
RESILIENCE
Resilience is addressed in Element 9 by:
• Development of key performance indicators to measure effectiveness of the SSMP. • Performing periodic reviews of the SSMP to help ensure it is being properly implemented. • Developing and adhering to a timeline to correct deficiencies found during the audit process. • Periodically evaluating work programs to help ensure effectiveness.
APPENDIX 9 INCLUSIONS:
• None
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INTERNAL AUDITS
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10. Internal Audits
WDR REQUIREMENTS
Attachment D-10 (pg. D-10)
“The Plan shall include internal audit procedures, appropriate to the size and performance of the system, for the Enrollee to comply with section 5.4 (Sewer System Management Plan Audits) of this General Order.”
COMPLIANCE
The City completed its last audit in Month/Year and will complete audits every three (3) years moving forward. The objective of the audit is to evaluate compliance, implementation and effectiveness of the SSMP. Additionally, the SSMP includes a description of how the City will comply with the requirements of each Element. The audit review includes an evaluation to determine if compliance has been met. • Implementation is evaluated by determining if the City is executing the SSMP as stated. • Effectiveness is evaluated by using key performance indicators, which have been developed specifically for each element. An additional evaluation is performed to comply with Specifications 5.6 addressing resilience.
• Resilience indicators have been developed for each element. These indicators serve to demonstrate how resilience is built into the SSMP and inspection, maintenance and spill response activities.
Any deficiencies discovered through the audit process are noted and a plan and schedule to implement corrective measures are established.
EFFECTIVENESS
The City utilizes the following Key Performance Indicators for measuring effectiveness of this Element:
• Have audits been performed as required?
• Have the audits assessed compliance, implementation, and effectiveness? • Have deficiencies been identified?
• Has a plan and schedule to rectify the deficiencies been established?
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INTERNAL AUDITS
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IMPLEMENTATION PLAN/SCHEDULE
No. Plan Schedule Responsible Party
DIR ENG SUP
10.1 Schedule audits in advance of due dates to
ensure adequate time to complete. City has 6
months to complete the audit from the end of
the audit period.
Beginning at end of
audit period X X
10.2 Ensure a plan and schedule is developed to
address deficiencies.
Once the Audit is
completed X X
RESILIENCE
Resilience is addressed in Element 10 by:
• Periodically evaluating key performance indicators during the audit period to assess effectiveness and make corrections, if necessary, prior to the audit.
• Evaluating previous audits to ensure deficiencies have been rectified. • Scheduling the audit due dates and completing the audit on time.
APPENDIX 10 INCLUSIONS:
• 10.1. 2021-2024 SSMP Audit
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COMMUNICATION PROGRAM
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11. Communication Program
WDR REQUIREMENTS
Attachment D-11 (pg. D-10)
“The Plan must include procedures for the Enrollee to communicate with:
• The public for:
o Spills and discharges resulting in closures of public areas, or that enter a source of drinking water; and
o The development, implementation, and update of its Plan, including opportunities for public input to Plan implementation and updates.
• Owners/operators of systems that connect into the Enrollee’s system, including satellite systems, for:
o System operation, maintenance, and capital improvement-related activities.”
COMPLIANCE
a. When the City experiences a spill, it is standard procedure to secure the affected area and keep the public away. This is generally done using barricades, cones and caution tape. Should the City experience a spill that may require closure of public areas or enter a source drinking of water, signs will be immediately placed indicating the issue and providing contact information. Staff will remain on site to provide an additional safety factor until appropriate authorities respond and direct otherwise. In all cases, the City will follow the advice of higher authorities, such as the local environmental health department and other regulatory authorities.
There are several opportunities for stakeholders and the public to participate and provide input into the development and update of the City SSMP. During its initial development stage, as with each SSMP Audit and update of the SSMP, the SSMP and related documents are presented to the City Board for review and acceptance. As previously noted, SSMP Audits are now performed every three years and re-certification and acceptance of updated SSMPs is now required every six years. In addition to the extensive initial development process, to date there have been five updates and recertifications of the SSMP that have been presented to the Board.
Prior to each Board Meeting, these documents are included in Board Agenda packet which are readily available for review on the City’s website. The SSMP is posted on the City’s website, which provides the public several ways to contact the City, via the “Contact Us” feature. b. The City does not currently have satellite systems.
EFFECTIVENESS
The City utilizes the following Key Performance Indicators for measuring effectiveness of this Element:
• Does the City place all SSMP action items on the agenda for regular counsel/board meetings? • Does the City have signage, or other means, readily available to notify the public of environmental or public risk factors related to a sewage spill?
• Does the City perform outreach to residential customers?
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COMMUNICATION PROGRAM
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IMPLEMENTATION PLAN/SCHEDULE
No. Plan Schedule Responsible Party
Dir Eng Sup
11.1 Ensure the Board of Directors
approves the SSMP per schedule.
Every 6 years
X X
11.2 Ensure the SSMP is posted on the City
website and the link functions
properly.
Annually
X X
11.3 Ensure Sewage Spill Warning signs are
readily available to communicate with
the public when necessary
Annually
X
RESILIENCE
Resilience is addressed in Element 11 by:
• Use the SSMP as a tool to communicate to the public how the City is managing the system. • Maintain a consistent presence in the service area by attending community events or issuing periodic newsletters or other communications to the public.
• Make it clear and easy for the public to contact the City.
APPENDIX 11 INCLUSIONS
• None
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APPENDICIES
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LIST OF APPENDICIES
APPENDIX 1
• None
APPENDIX 2
• None
APPENDIX 3
• None
APPENDIX 4
• None
APPENDIX 5
• None
APPENDIX 6
• None
APPENDIX 7
• None
APPENDIX 8
• 8.1 Capital Improvement Program
APPENDIX 9
• None
APPENDIX 10
• 10.1 2021-2024 SSMP Audit
APPENDIX 11
• None
APPENDIX 12
• None
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CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
6/23/2025
1 SUBJECT:
AB 2561 Compliance – Vacancy Rate and Workforce Planning Public Hearing RECOMMENDED ACTION:
Conduct a Public Hearing in accordance with Government Code Section 3502.3 (AB 2561) to present the status of vacancies and recruitment and retentions efforts in advance of the adoption of an annual budget.
STAFF CONTACT:
Zach Harris, HR Manager
650-501-0443
[email protected]
Yulia Carter, Assistant City Manager
(650) 738-7301
[email protected]
BACKGROUND/DISCUSSION:
Overview of AB 2561:
AB 2561 is a new state mandate that requires "a public agency to present the status of vacancies and recruitment and retention efforts at a public hearing at least once per fiscal year", prior to budget adoption. The legislation calls for agencies to review and publicly report on barriers to recruitment and retention, identify any necessary changes to policies, procedures, or recruitment activities, and outline workforce strategies to address these issues. Recognized employee organizations must also be notified and given the opportunity to participate.
Vacancy Analysis:
As of the first week of February 2025, the City of Pacifica had 200.75 budgeted positions.
Vacancy rates were reviewed by department and bargaining unit to provide a focused and actionable overview of staffing gaps across the organization. These figures were presented in visual form and will be updated annually to meet AB 2561’s transparency requirements. 8 Packet Pg. 225
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Barriers to Hiring and Retention:
• Highly Competitive Job Market: Neighboring agencies and private sector employers frequently offer higher salaries and more flexible work environments. • Cost of Living Constraints: High housing and living costs in the Bay Area continue to discourage applicants from relocating.
• Limited Career Advancement Opportunities: Some positions are viewed as offering few promotion opportunities, reducing applicant interest. • Retirement Wave and Talent Drain: A large portion of the City's workforce is eligible for retirement within the next five years, risking loss of institutional knowledge and increased vacancy backfill pressure.
Strategic Recruitment and Retention Initiatives:
To support the City’s Strategic Goal of attracting and retaining a talented workforce, several recruitment and retention strategies have been implemented:
Recruitment Initiatives
• Streamlined job posting and interview scheduling processes to reduce time-to-hire. • Continued development of the City’s internship program to build a local talent pipeline. • Refresh the City of Pacifica careers webpage with a new “Why Work Here” message. • Exploration of diversity-focused recruitment strategies through potential grant funding.
Retention Initiatives
• Annual employee engagement surveys launched in 2025 to inform future planning. • Structural career barriers identified during the classification study have been addressed through the creation of new job series, enhancing internal career mobility. Examples include:
o Child Care Teacher Series: Child Care Teacher I-III consolidated into Child Care Teacher and Child Care Teacher Lead.
o Administrative Series: Admin Clerk, Project Coordinator, Rec Specialist, and Administrative Assistant consolidated into an Administrative Services Series. o Engineering and Planning Series: Assistant to Associate Civil Engineer and Planner roles created to address difficult-to-fill positions. o Wastewater Series: Positions combined into a Plant and Collections Operator Series.
• Ongoing compensation studies are conducted to ensure market alignment and 8 Packet Pg. 226
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competitiveness.
Conclusion:
The City of Pacifica is committed to proactively addressing workforce vacancies and planning needs in accordance with AB 2561. These efforts will continue to evolve with ongoing collaboration between City leadership, departments, and meeting with employee organizations and designated representatives to build a resilient and sustainable workforce.
FISCAL IMPACT:
None. This is an informational report only.
ORIGINATED BY:
Human Resources
ATTACHMENT LIST:
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CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
6/23/2025
1 SUBJECT:
Adoption of the Fiscal Year 2025-26 Operating and Capital Budget.
RECOMMENDED ACTION:
Hold a public hearing, review, and move to adopt the following resolutions:
1. Adopt the resolution approving the FY 2025-26 Operating and Capital Budget;
2. Adopt the resolution establishing the GANN Appropriation Limit for FY 2025-26;
3. Adopt the resolution approving the Citywide Fee Schedule included as Exhibit A to the resolution;
4. Adopt the resolution approving the City's annual review of the Investment Policy included as Exhibit A to the resolution.
STAFF CONTACT:
Kevin Woodhouse, City Manager
[email protected]
650-738-7409
Yulia Carter, Assistant City Manager
[email protected]
650-738-7301
Marisol Gómez, Director of Finance and Administrative Services [email protected]
650-501-0257
BACKGROUND:
Each year, the City of Pacifica adopts an annual operating budget that reflects the planned activities for the next fiscal year based on the best information available at the time of adoption.
Then, at mid-year, staff revisits the projections and reports to the Council any changes needed to reflect new information and keep the City on track. The FY 2024-25 Mid-Year adjustments were presented to the Council on March 24, 2025.
The Budget Study Session 1 was held on April 14, 2025, and staff presented the Narrative Budget report outlining the Budget planning process, methodology, timeline, and preliminary budget strategies. As part of the presentation, staff introduced the preliminary Long-Term Financial Forecast (LTFF) which highlighted the City’s ongoing preliminary structural deficit ranging from $2.1 million in the upcoming year to as high as $5.5 million in future years. If this deficit were to be left unaddressed, the forecast indicated that the City’s reserves could fall below the Government Finance Officers Association (GFOA)-recommended two months of operating expenditure reserves as early as FY2026-27.
The Council reviewed and supported incorporating the following budget strategies into the budget development process:
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1. Modify the allocation of Excess Educational Revenue Augmentation Funding (Excess ERAF) to ensure it remains in the General Fund to help address the projected budget deficit.
2. Address Financial Uncertainties Related to Vehicle License Fee In-Lieu Backfill Payments from the State by assigning a portion of the General Fund reserves as assigned fund balance designation to offset the potential loss.
3. Prioritize Revenue-Generating Development to Strengthen the City's Long-Term Financial Base and address the ongoing structural deficit.
At the May 12, 2025 budget study session, staff introduced the FY 2025-26 Base Budget and FY 2025-30 Capital Improvement Program. The base budget revealed a more refined $3.2 million structural deficit between operating revenues and expenditures at the baseline level of services, an increase from the initial projections, driven by insufficient general revenues to keep pace with the rising costs of providing municipal services. Staff emphasized that this level of structural imbalance cannot be sustained and that reliance on uncertain revenues like ERAF exposes the City to long-term financial risk.
As clearly demonstrated in both budget study sessions and reinforced in the long-term financial forecast, the City is at a tipping point. Without decisive action, including a shift toward strategic, revenue-generating development and innovative financing mechanisms, the City will face increasingly difficult tradeoffs, including reductions to core services, further reliance on limited reserves, and diminished capacity to maintain infrastructure and service levels.
At the June 9, 2025 budget study session, staff presented to Council the City Manager’s recommended program options for the FY 2025-26 Proposed Budget and received additional policy direction for any additional inclusions in, or changes to, the proposed budget.
Since the last meeting, staff has prepared the final Proposed FY 2025-26 Budget for all city funds. The primary focus of today’s discussion is to provide the Council with the final Proposed FY 2025-26 Operating and Capital Budgets, presented in Attachments 5 and 6, for adoption.
DISCUSSION
The overarching goal of the budget process is to develop a balanced and sustainable Budget by thoroughly analyzing the City's revenue structure and current service levels. This includes analysis of necessary service increases and/or reduction options, which, when combined, will achieve a balanced and sustainable budget, This also involves making difficult decisions about where to invest limited resources and where to delay or scale back, while ensuring alignment with the City Council’s adopted Strategic Plan.
Budgetary Reserves and Fund Balance Structure
The Proposed FY 2025-26 Operating and Capital Budget is being presented as a balanced budget, meaning that the City’s operating expenditures do not exceed operating general fund revenues. With the City Manager’s recommended program options included, which were presented in detail at the last meeting, the General Fund will project an ending marginal surplus of about $42,109 largely created by reallocating excess ERAF to the General Fund, one-time debt service payment relief to the General Fund, and backing out the projected contribution to the pension trust. The Proposed Budget also maintains all previously approved reserves necessary for long-term fiscal and operational sustainability.
The General Fund Proposed Budget revenues and transfers-in are projected at $53.18 million. 9 Packet Pg. 229
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The total General expenditures and transfers-out are budgeted at $53.19 million, which includes a one-time General Fund contribution of $50,000 towards the FY 2025-26 CIP Budget for the Annex Lighting project.
The table below demonstrates the Net change to the General Fund Balance.
After incorporating the City Manager’s budget recommendations and the Council’s policy directions from the last budget study session, the Proposed General Fund Budget will have a modest surplus of $42,109, leaving $10.1 million in the Unassigned General Fund Balance. This balance is about 23% of the City’s Operating expenditures, in addition to the 10% or $5.3 million minimum policy reserve, and complies with the Government Finance Officers Association of the US and Canada (GFOA) minimum standards of no less than two months of regular General Fund operating revenues or expenditures, which would be approximately $8.8 million for Pacifica in FY 2025-26.
The City’s Fund Balance Policy identifies fund balances (or reserves) that fall into the following categories: non-spendable items or portions of fund balance that cannot be liquidated, restricted amounts for use by outside agencies, committed amounts by Council action such as emergency /contingency reserves and assigned balances to pay off unfunded liabilities and to fund infrastructure improvements.
Under GASB Statement No. 54 requirements and the City policy, the Council established the following designations or contingencies of the General Fund Committed Balance. ➢ Budget Shortfall Policy Reserve of 10% of Expenditures ($5.3 million) ➢ VLF Restriction Budget Strategy #2 ($2.3 million) - new strategy in FY 2025-26 ➢ Facilities Maintenance & Replacement ($0.2 million)
➢ Compensated Absences Reserve ($0.2 million)
➢ Child Care Reserve ($0.5 million)
➢ Legal Reserves ($0.1 million)
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June 23, 2025
Staff is pleased to report that the State Legislature has included San Mateo County’s $114 million FY 2023-24 Vehicle License Fee (VLF) backfill reimbursement in the adopted version of the FY 2025-26 State Budget (SB 101). This represents a significant win for the County and its partner cities. While this funding does not alter the City’s FY 2025-26 Budget, it will eliminate the need to draw from reserves in the upcoming year to cover the potential shortfall previously anticipated. As a result, the assigned designation of the General Fund reserve balance listed above will remain intact, although will remain in the assigned budgetary reserves for the upcoming year to maintain fiscal prudence. The City has submitted a support letter to the Governor encouraging his signature to ensure final approval of this critical funding.
The Recommended FY 2025-26 Budget is balanced and includes an undesignated General Fund Balance of $10.1 million in addition to the rest of the General Fund balances, as detailed in the table below.
Maintaining a sufficient level of the projected ending fund balance is necessary for the City’s fiscal and operational sustainability.
Other Funds
Staff used the same basic assumptions for all other funds to factor in the cost-of-living increase for most contract and professional services and materials and supply categories, as well as proposed program options, as discussed at the last meeting. The summary of Revenues, Expenditures, and Fund Balances for the City’s fund categories is shown in the table below and further described in Attachment 7. Revenues under expenditures for the Enterprise Fund reflect the uses of the available fund balance for one-time needs (e.g., capital investments in Wastewater infrastructure).
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Pacifica City Council 5
June 23, 2025
Following the City Council’s discussion at the last budget study session, and in response to concerns regarding proposed funding policy changes and expenditures for the Housing Action Fund, staff conducted further analysis, specifically reviewing the current status of previously approved projects and associated encumbrances. This review included the $423,000 allocation approved in FY 2024-25 to support the implementation of the City’s Housing Element programs, such as rezoning, zoning code updates, ADU monitoring, and shared housing resources. As a result, the proposed FY 2025-26 appropriations have been reduced to reflect only remaining encumbrances and carryover activities, resulting in a nearly $0.3 million reduction to the base budget, plus the program requests related to the reorganization of the Economic and Housing Development program and housing initiatives discussed during the last study session.
Other Matters (Action Items):
GANN Appropriation Limit
The City is required by the State Constitution to annually establish and adhere to a limit on the amount of its appropriations. Such limit is prescribed by a State formula calculated by taking the prior year's limit and applying growth factors as appropriate. The growth factors are determined by 1) the change in population in either the City or the County and 2) the change in per capita income or non-residential new construction. For the Fiscal Year 2025-26, staff has calculated that the appropriations limit is $58.0 million. Per the Recommended FY 2025-26 Budget, the City expects to collect and has budgeted to appropriate $42.7 million, which is 26.4% or $15.3 million below the appropriations limit (Attachment 2).
Investment Policy
Following the CA Government Code requirement for annual review of the Investment Policy, staff is bringing the City's Investment Policy to the City Council together with the budget to satisfy this requirement. There are no changes to the Investment Policy recommended at this time. The Investment Policy is included in Attachment 4 to this report.
Citywide Fee Schedule & Charges
The Citywide Fee Schedule, which includes all City user fees, charges for services, and business license tax rates, is revised annually, as required by Pacifica Administrative Policy No.2. The proposed Citywide Fee Schedule for FY 2025-26 is provided as Attachment 3 to this report.
Some fees charged for City services are set at a flat dollar amount meeting the consistency benchmark with the neighboring agencies and the community's needs (i.e., recreation class fees). At the same time, others may result from a comprehensive study and also depend on the amount of time spent on services (i.e., development review).
The last Cost Allocation Plan and Fee Study was last developed in 2013 and has been used as a budget baseline since then, adjusted annually by Consumer Price Index (CPI) or Construction Cost Index (CCI) where applicable. Since an update of the Cost Allocation Plan, Development 9 Packet Pg. 232
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June 23, 2025
Impact Fees, and Citywide Fee Schedule project is included in the FY 2025-26 work plan, there were no substantial changes to the Citywide Fee Schedule other than the annual increase by the CPI of 2.4% this year derived from the December 2024 Consumer Price Index from the U.S.
Bureau of Statistics for the Western Metropolitan Area (San Francisco-Oakland-Hayward). The CCI as of December 2024 derived from the Engineering News Record (ENR) had no increase over the previous year, but experienced deflation at -0.7%, thus the fees subject to CCI remained flat.
Conclusion
In conclusion, the FY2025-26 Proposed Budget is presented as a balanced, transparent, and prudent financial plan that reflects significant efforts to preserve and deliver critical programs and services for the Pacifica community.
While the budget is balanced for the coming year, the City continues to face long-term structural challenges, including the need for sustainable strategies to address future staffing levels, infrastructure investments, and service delivery. In response, the City needs to focus not only on maintaining fiscal discipline and operational efficiency, but also on pursuing strategic revenuegenerating initiatives, both in the upcoming fiscal year and over the longer term. These efforts will include evaluating potential funding tools, implementing appropriate fee structures, optimizing existing resources, and identifying new revenue opportunities to enhance the City’s financial resilience and sustainability. Staff looks forward to collaborating with the City Council and the community to address these challenges and ensure that Pacifica remains a vibrant and desirable place to live, work, and play.
ALTERNATIVE ACTION:
The City Council is being asked to adopt the FY 2025-26 Proposed Operating and Capital Improvement Program Budget, establish the GANN appropriation limit, and approve the Citywide Fee Schedule and the unmodified Investment Policy. No alternative action is identified.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
A balanced budget is consistent with all City Council goals.
FISCAL IMPACT:
The FY 2025-26 Recommended Budget is balanced. The General Fund Operating Revenues Budget is $53.18 million and slightly exceeds the General Fund Operating Expenditures Budget of $53.14 million. General Fund capital expenditures consist of $50,000 in a one-time transfer toward the CIP program. The FY 2025-26, Other Funds revenues and expenditures total $41.0 million and $57.5 million, respectively, and include the FY 2025-26 Capital Improvement Plan (CIP) budget of $22.7 million, which is partially funded by one-time use of various fund reserves and outside funding sources.
ORIGINATED BY:
City Manager's Office
ATTACHMENT LIST:
Attachment 1 Resolution Adopting the FY 2025-26 Operating and Capital Budget (PDF) 9 Packet Pg. 233
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June 23, 2025
Attachment 2 Resolution Establishing GANN Appropriation Limit for FY2025-26 (PDF) Attachment 3 Resolution approving the Citywide Fee Schedule for FY2025-26 (PDF) Attachment 4 Resolution Approving the City’s annual review of the Investment Policy (no changes for FY 2025-26) (PDF)
Attachment 5 FY 2025-26 Operating Budget(PDF)
Attachment 6 FY 2025-30 Capital Improvement Program Budget (PDF) Attachment 7 FY 2025-26 Fund Balance Summary (PDF)
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RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA ADOPTING THE FISCAL YEAR 2025-26 ANNUAL OPERATING AND CAPITAL BUDGET WHEREAS, the City Council of the City of Pacifica has held public budget study sessions on April 14, 2025, May 12, 2025, and June 9, 2025, and a public hearing on June 23, 2025, for consideration of adoption of the Recommended Fiscal Year 2025-26 Operating and Capital Budget; and
WHEREAS, the recommended budget was prepared in accordance with governmental accounting standards and the financial policies of the City; and WHEREAS, the recommended budget is a balanced expenditure plan that ensures the maintenance of adequate reserves during Fiscal Year 2025-26; and WHEREAS, the City of Pacifica now desires to adopt the Operating and Capital Improvement Program Budgets for Fiscal Year 2025-26; and WHEREAS, Sections 65400, 654001, and 65403 of the State Planning and Zoning Code require the Planning Commission to review Public Works capital projects for the next fiscal year to determine conformity with the adopted General Plan. The Planning Commission reviewed and approved the Capital Improvement Program Budget on June 2, 2025; and
NOW, THEREFORE, THE CITY COUNCIL HEREBY RESOLVES:
The City Council of the City of Pacifica hereby approves the Fiscal Year 2025-26 Operating and Capital Improvement Program Budgets with the citywide revenues and expenditures as follows:
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Packet Pg. 235 Attachment: Attachment 1 Resolution Adopting the FY 2025-26 Operating and Capital Budget (5969 : Adoption of FY 2025-26 Operating and Section 1. The summary balances shown above represent the Citywide Budget request for Fiscal Year 2025-26. Citywide revenues (including transfers) are budgeted at $94,199,561, and Citywide expenditures (including transfers) are budgeted at $110,625,341.
Section 2. The Capital Improvement Program portion of the budget request totals $22.7 million.
The FY 2025-26 approriation request does not include additional expenditures from the Roy Davies Trust Fund.
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Packet Pg. 236 Attachment: Attachment 1 Resolution Adopting the FY 2025-26 Operating and Capital Budget (5969 : Adoption of FY 2025-26 Operating and Section 3. The Finance and Administrative Services Director shall be authorized to make all necessary budgetary and accounting entires.
Section 4. The City Manager shall be authorized to redistribute budgeted appropriations from one department to another or one capital project to another within the same fund. However any transfers between the funds shall be approved by the City Council.
A copy of the Operating and Capital budgets are on file with the City Clerk and are hereby adopted. The funds appropriated by this resolution are authorized to be expended as necessary and properly used for municipal purposes.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 23rd day of June 2025.
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
Sue Beckmeyer, Mayor
APPROVED AS TO FORM: ATTEST
Michelle Marchetta Kenyon Sarah Coffey
City Attorney City Clerk
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Packet Pg. 237 Attachment: Attachment 1 Resolution Adopting the FY 2025-26 Operating and Capital Budget (5969 : Adoption of FY 2025-26 Operating and RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA ESTABLISHING THE APPROPRIATION LIMIT FOR FISCAL YEAR 2025-2026 PURSUANT TO ARTICLE XIIIB OF
THE CALIFORNIA STATE CONSTITUTION
WHEREAS, Proposition 4 was adopted by voters on November 6, 1979, thereby adding Article XIIIB of the California State Constitution, and WHEREAS, it is the desire of the City Council of the City of Pacifica to establish the Appropriation Limit for fiscal year 2025-2026 pursuant to Article XIIB of the California State Constitution.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PACIFICA THAT:
1. the appropriations subject to limitations for the fiscal year 2025-2026 were $42,710,141;
2. the January 1, 2025 factors for the California per capita personal income increased by 6.44% and the population of the County of San Mateo increased by 0.0749%;
3. the Appropriation Limit for the fiscal year 2025-2026 totals $58,022,039; and BE IT FURTHER RESOLVED THAT $58,022,039 is hereby appropriated to “Reserve for General Operations.” The appropriations authorized by the adopted budget shall be chargeable to said account. Any unspent or unencumbered budget appropriations, and any balance of appropriations in the Reserve account shall not be expended without prior authorization from the City Council of the City of Pacifica; and
BE IT FURTHER RESOLVED that any revenues from proceeds of taxes and user fees in excess of costs received during the fiscal year 2025-2026 over and above the appropriated limit of $58,022,039 must be returned to the taxpayers of the City of Pacifica in accordance with the procedure to be adopted by the Council of the City of Pacifica when such amount of refund is determined.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 23rd day of June, 2025, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
Sue Beckmeyer, Mayor
APPROVED AS TO FORM: ATTEST:
Michelle Marchetta Kenyon, City Attorney Sarah Coffey, City Clerk
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Packet Pg. 238 Attachment: Attachment 2 Resolution Establishing GANN Appropriation Limit for FY2025-26 (5969 : Adoption of FY 2025-26 Operating and RESOLUTION NO. ________
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA TO APPROVE AND
INCREASE CERTAIN USER FEES AND CHARGES AS DESCRIBED IN ADMINISTRATIVE POLICY NO. 2
WHEREAS, Administrative Policy 2 sets forth procedures for the review and approval of City fees and charges and
WHEREAS, it is City policy to establish fees and charges for City services which fully reimburse the City or maximize the City cost recovery for the associated services; and WHEREAS, all fees and charges shall be reviewed and updated annually in conjunction with the review of the City’s budget to ensure that they are adequate and to relate them to their associated program cost;
WHEREAS, the Assistant City Manager has requested City departments to review their fees and charges to utilize the previously performed fee study to ensure compliance with the City policy for full recovery of City costs; and
WHEREAS, regular review and modifications to fees and charges are necessary to ensure that they are adequate; and
WHEREAS, the City of Pacifica uses the San Francisco – Oakland – Hayward (Bay Area) Price Index for All Urban Consumers (CPI-U) in December of each year as a guideline for future annual increases, which was 2.4% in December 2024; and WHEREAS, where applicable the City of Pacifica uses the Engineering News Record (ENR) Construction Cost Index (CCI) in December of each year as a guideline for future annual increases, which experienced deflation of -0.7% in December 2024, therefore fees and charges subject to CCI remained flat this year; and
WHEREAS, staff has modified fees and charges as is described in the Administrative Policy 2 attached hereto as Attachment “A”; and
NOW THEREFORE, THE PACIFICA CITY COUNCIL RESOLVES AS FOLLOWS:
BE IT RESOLVED that based on evidence in the record, the amounts recommended for fees and charges, including increases, do not exceed the reasonable cost of providing the services.
BE IT FURTHER RESOLVED THAT:
1. The modifications to fees and charges set forth as subject to regular CPI or CCI increase, and marked as such in Attachment A are hereby approved and become effective on July 1, 2025
2. All fees and charges listed in the Attachment A - City of Pacifica Fees & Charges Citywide Fee Schedule will become part of Administrative Policy 2. Any fees and charges that have been previously adopted by resolution and are not being modified in Attachment A are incorporated for ease of reference only and without modifying or amending such fees or the
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Packet Pg. 239 Attachment: Attachment 3 Resolution approving the Citywide Fee Schedule for FY2025-26 (5969 : Adoption of FY 2025-26 Operating and Capital underlying approvals in any manner.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 23rd day of June 2025, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
Sue Beckmeyer, Mayor
APPROVED AS TO FORM: ATTEST:
Michelle Marchetta Kenyon, City Attorney Sarah Coffey, City Clerk
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Packet Pg. 240 Attachment: Attachment 3 Resolution approving the Citywide Fee Schedule for FY2025-26 (5969 : Adoption of FY 2025-26 Operating and Capital RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA ACCEPTING
ANNUAL REVIEW OF THE INVESTMENT POLICY
WHEREAS, California Code Section 53646 (a) (2) requires City Council annual review and approval of the Investment Policy; and
WHEREAS, the City’s current Investment Policy was adopted by City Council in August, 2017 and last reviewed in June 2024; and
WHEREAS, staff has reviewed the investment policy to ensure any necessary updates have been incorporated; and
WHEREAS, there are no changes to the investment policy this year; and NOW, THEREFORE, the City Council of the City of Pacifica does hereby approve the City of Pacifica’s Investment Policy with no changes for FY 2025-26 as contained in Exhibit A attached hereto.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 23rd day of June 2025.
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
Sue Beckmeyer, Mayor
APPROVED AS TO FORM: ATTEST
Michelle Marchetta Kenyon Sarah Coffey
City Attorney City Clerk
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Packet Pg. 241 Attachment: Attachment 4 Resolution Approving the City’s annual review of the Investment Policy (no changes for FY 2025-26) (5969 :
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Packet Pg. 242 Attachment: Attachment 5 FY 2025-26 Operating Budget (5969 : Adoption of FY 2025-26 Operating and Capital Budget)
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Packet Pg. 317 Attachment: Attachment 5 FY 2025-26 Operating Budget (5969 : Adoption of FY 2025-26 Operating and Capital Budget) Fund
Number Fund Name
Projected
Fund Balance
6/30/2025
Revenues &
Transfers-In
Proposed Budget
Expenditures
& TransfersOut Proposed
Budget
Revenue Over
(Under)
Expenditures
Projected Fund
Balance
6/30/2026
101 GENERAL FUND $ 19,309,046 $ 53,186,106 $ 53,193,997 $ (7,891) $ 19,301,155
SPECIAL REVENUE FUNDS
207 Supplemental Law Enf Serv 450,410 150,000 137,219 12,781 463,191 209 Measure A 892,696 1,491,000 2,382,873 (891,873) 823 210 Gas Tax (128,922) 2,495,064 2,136,430 358,634 229,712 211 Measure W (303,058) 739,058 436,000 303,058 -
213 Street Improvement 869,905 655,000 305,858 349,142 1,219,047 216 NPDES Stormwater 110,452 210,700 461,100 (250,400) (139,948) 221 Housing Action Fund 3,054,870 - 626,485 (626,485) 2,428,385 224 Housing In-Lieu 265,702 - - - 265,702
225 Parking In-Lieu 146,465 1,764 - 1,764 148,229
227 Davies Trust 2,297,661 - - - 2,297,661
228 PB&R 1,813,538 - 43,637 (43,637) 1,769,901
229 Tree Replacement*** (51,167) - - - (51,167)
238 Disaster Accounting 6,744,680 - 125,000 (125,000) 6,619,680 293 Housing Successor 372,513 - - - 372,513
312 Highway 1 Improvement 617,542 5,000 39,048 (34,048) 583,494 314 Manor Drive Improvement** (391,178) - - - (391,178) 315 Aircraft Noise Project 448 - - - 448
319 Planned Local Drainage 332,685 25,000 2,100 22,900 355,585 322 General Capital Improvmnt 111,493 545,000 497,987 47,013 158,506 323 Frontierland Remediation 214,997 75,000 - 75,000 289,997 326 Parks and Playfield 344,458 100,000 - 100,000 444,458 331 Pacifica Library 53,363 - 50,000 (50,000) 3,363
Total Special Revenue & Capital Funds $ 17,819,553 $ 6,492,586 $ 7,243,737 $ (751,151) $ 17,068,402
DEBT SERVICE FUNDS
440 Debt Service Fund 618,360 1,968,546 2,573,945 (605,399) 12,961 Total Debt Service Funds $ 618,360 $ 1,968,546 $ 2,573,945 $ (605,399) $ 12,961 ENTERPRISE FUNDS*
518 Sewer Utility 20,560,734 22,263,040 37,328,362 (15,065,322) 5,495,412 535 Beach Parking 43,576 525,000 568,576 (43,576) -
Total Enterprise Funds $ 20,604,310 $ 22,788,040 $ 37,896,938 $ (15,108,898) $ 5,495,412 INTERNAL SERVICE FUNDS*
665 Self Insurance - Dental Plan 349,787 302,616 302,616 - 349,787 666 Self Ins - Workers Comp 1,022,526 1,457,211 1,457,211 - 1,022,526 667 Self Ins - General Liability 626,389 3,317,713 3,343,042 (25,329) 601,060 671/2 Motor Pool 1,228,593 4,561,743 4,613,855 (52,112) 1,176,481 674 Fire Equip Replacement 207,852 125,000 - 125,000 332,852 Total Internal Service Funds $ 3,435,147 $ 9,764,283 $ 9,716,724 $ 47,559 $ 3,482,706 Total Other Funds $ 42,477,370 $ 41,013,455 $ 57,431,344 $ (16,417,889) $ 26,059,481 Total All Funds $ 61,786,416 $ 94,199,561 $ 110,625,341 $ (16,425,780) $ 45,360,636 *Enterprise Funds and Internal Service Funds include capital investments and depreciation, the above does not represent cash balance **Fund 314 received $1.2 million in grant funding after the mid-year review, which would adjust 6/30/2026 ending fund balance to $784k ***Sustainability and future uses of the Tree Replacement Fund will be reviewed during the Fee Study Project in the upcoming year City of Pacifica
FY2025-26 Proposed Budget
Summary of Fund Balances
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CITY OF PACIFICA
COMMUNITY DEVELOPMENT DEPARTMENT
Planning Division
Amended Proposed
Actual Actual Budget Budget
2022-23 2023-24 2024-25 2025-26
Expenditures
Salaries & Benefits $ - $ - $ - $ 1,047,587
Contract Services $ - $ - $ 1,275,000 $ 990,500
Legal (reimbursable) $ - $ - $ 150,000 $ 153,000
Material/Supplies/Maintenance $ - $ - $ 124,900 $ 108,600 Total Expenditures $ - $ - $ 1,549,900 $ 2,299,687
*Prior to FY2024-25, The Planning Division & Building Division financials were combined within the overall Community Development budget .
**As of FY2024-25, the Cost Reimbursable charges are separated in both Revenues and Expenditures.
FY 2025-26 BUDGET
$-
$500,000
$1,000,000
$1,500,000
$2,000,000
$2,500,000
2022-23 2023-24 2024-25 2025-26
Material/Supplies/M
aintenance
Contract Services
Salaries & Benefits
178
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CITY OF PACIFICA
Amended Proposed
Actual Actual Budget Budget
2022-23 2023-24 2024-25 2025-26
Expenditures
Salaries & Benefits $ 1,160,335 $ 1,237,673 $ 1,400,502 $ 609,340 Contract Services $ 1,510,793 $ 1,800,989 $ 663,800 $ 688,800 Planning (reimbursable) $ - $ 983 $ 500,000 $ 507,500
Material/Supplies/Maintenance $ 67,759 $ 54,860 $ 12,900 $ 13,000 Total Expenditures $ 2,738,887 $ 3,094,504 $ 2,577,202 $ 1,818,640 *Prior to FY2024-25, The Planning Division & Building Division financials were combined within the overall Community Development budget
**As of FY2024-25, the Cost Reimbursable charges are separated in both Revenues and Expenditures.
COMMUNITY DEVELOPMENT DEPARTMENT
Building Division
FY2025-26 BUDGET
$-
$500,000
$1,000,000
$1,500,000
$2,000,000
$2,500,000
$3,000,000
$3,500,000
2022-23 2023-24 2024-25 2025-26
Material/Supplies/Mai
ntenance
Contract Services
Salaries & Benefits
179
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COMMUNITY DEVELOPMENT DEPARTMENT
Code Enforcement Division
Amended Proposed
Actual Actual Budget Budget
2022-23 2023-24 2024-25 2025-26
Expenditures
Salaries & Benefits $ 306,168 $ 319,188 $ 427,448 $ 576,347 Contract Services $ 27,183 $ 4,920 $ 175,400 $ 178,900
Material/Supplies/Maintenance $ 7,900 $ 40,388 $ 11,300 $ 11,400 Total Expenditures $ 341,251 $ 364,497 $ 614,148 $ 766,647 *Previous to FY2024-25, The Planning Division & Building Division financials were combined within the overall Community Development budget
**As of FY2024-25, the Cost Reimbursable charges are separated in both Revenues and Expenditures.
CITY OF PACIFICA
FY2025-26 BUDGET
$-
$100,000
$200,000
$300,000
$400,000
$500,000
$600,000
$700,000
$800,000
$900,000
2022-23 2023-24 2024-25 2025-26
Material/Supplies/
Maintenance
Contract Services
Salaries & Benefits
180
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