Agenda, regular meeting, second session — San Bruno City Council, May 9, 2023 (part 1 of 2)

"The City With a Heart"
Rico E. Medina, Mayor
Tom Hamilton, Vice Mayor
Sandy Alvarez, Councilmember, District 1
Marty Medina, Councilmember, District 4
Michael Salazar, Councilmember
AGENDA
SAN BRUNO CITY COUNCIL REGULAR MEETING
May 9, 2023
7:00 PM
City Councilmembers and members of the public may attend in person at the San Bruno Senior Center, or by teleconference, via Zoom or telephone.

IN PERSON* MEETING LOCATION
San Bruno Senior Center
1555 Crystal Springs Road
San Bruno, CA 94066
*Please turn off all electronic devices before the start of the meeting to prevent disruptions*
Zoom Link
https://sanbrunocagov.zoom.us/j/87331067520?
pwd=NmJXUEJnVjRCSlBNcVBnT1U4SWRoZz09
Phone Line: 16465588656
Webinar ID: 873 3106 7520
Webinar Password: 940259
PUBLIC COMMENT: In person attendees who want to provide public comment, will be asked to fill out a speaker card and turn it into the City Clerk. Virtual attendees can comment by using the “Raise Hand” feature in Zoom to request to speak. For dialin comments press *9 to “Raise Hand” and *6 to unmute. Public comment may also be emailed to [email protected] . Comments received via email will not be read aloud during the meeting.

ACCESSIBILITY: In compliance with the Americans with Disabilities Act, individuals requiring special accommodations or modifications to participate in this meeting should contact the City Clerk’s Office 48 hours prior to the meeting at (650) 6167061 or [email protected] .
*Any disclosable public writings related to an open session item on a regular meeting agenda and distributed by the City to at least a majority of the City Council less than 72 hours prior to that meeting are available for public inspection at the City Clerk's Office at City Hall located at 567 El Camino Real, San Bruno, California during normal business hours. In addition, the City may also post such documents on the City’s Website at sanbruno.ca.gov/AgendaCenter .

1. CALL TO ORDER

2. ROLL CALL

3. PLEDGE OF ALLEGIANCE

4. PUBLIC COMMENTS FOR ITEMS NOT ON THE AGENDA
Individuals allowed three minutes. It is the Council’s policy to refer matters raised in this forum to staff for investigation and/or action where appropriate. The Brown Act prohibits the Council from discussing or acting upon any matter not agendized pursuant to State Law.

5. ANNOUNCEMENTS/PRESENTATIONS
Public comment will be requested after each topic in this section a. Receive Update From Recology San Bruno on the Recent Community Clean Up (Drop Off) Event Held on Saturday, April 29, 2023
b. Issue Proclamation to Declare May 2023 as Asian American, Native Hawaiian and Pacific Islander Heritage Month
c. Issue Proclamation to Declare May 2023 as Jewish American Heritage Month d. Issue Proclamation to Declare May 2023 as Wildfire Awareness Month

6. CONSENT CALENDAR
All items are considered routine or implement an earlier Council action and may be enacted by one motion; there will be no separate discussion, unless requested. There will be a single public comment period for all items in this section unless a Councilmember requests to pull an item for a separate vote. a. Approve the Draft Special Meeting Minutes of June 14, 2022, November 1, 2022, November 8, 2022, November 15, 2022, November 19, 2022, November 22, 2022, November 30, 2022 and April 11, 2023 and the Draft Regular Meeting Minutes for the Meetings of November 8, 2022 and April 11, 2023
b. Approve Accounts Payable for April 17, 2023, April 24, 2023, and May 1, 2023 c. Accept Payroll for April 23, 2023
d. Approve Investment Report Dated March 31, 2023
e. Consider Adoption of a Resolution Amending the San Bruno City Council Policies and Procedures Regarding Closed Sessions
f. Consider Adopting a Resolution:
• Approving the Design of the 202223 Slurry Seal Project; • Authorizing the City Manager to Execute a Construction Contract with American Asphalt Repair & Resurfacing Company, Inc. for the 202223 Slurry Seal Project in an Amount Not to Exceed $909,305.41;
• Approving a Material Testing Agreement with SmithEmery of San Francisco, Inc. in an amount not to exceed $35,000.00;
• Approving a Construction Inspection Services Agreement with Consor PMCM, Inc. in an amount not to exceed $75,000.00;
• Approving a Construction Contingency of $136,395.81; and • Determining the Project is Exempt Under the California Environmental Quality Act g. Consider Adoption of Resolution:

1. Approving the Special Event Permit With the Temporary Road Closure of Various Streets in Conjunction With the Annual Posy Parade Subject to Conditions of Approval

2. Approving the Waiver of City Fees/Costs for the Development and Implementation of a Traffic Control and Event Safety Plan and Incident Action Plan for the Event in the Total Amount of up to $96,938.23

3. Appropriating $96,938.23 From the General Fund Reserve in the Fiscal Year 202223 Operating Budget
h. Consider Adoption of Resolution Authorizing the Display of the LGBTQ+ Progress Pride Flag on a Designated City Facility Flagpole to Commemorate LGBTQ+ Pride Month During the Month of June 2023
i. Consider Adoption of a Resolution Accepting the City Council’s Fiscal Year 202324 Focus Areas and Strategic Initiatives as Prepared During the March 25, 2023 City Council Retreat j. Update on the City’s response efforts to the late 2022 to 2023 winter storms and consider adopting a resolution terminating the local state of emergency declared by the City in response to the late 2022 to 2023 winter storms.
k. Consider Adoption of a Resolution Authorizing the City Manager to Execute a Memorandum of Understanding With the County of San Mateo for the Multijurisdictional Safety Element Project in an Amount Not to Exceed $156,964 and Authorizing Payments Per Payment Option Three for the Preparation of the City of San Bruno General Plan Safety Element

7. CONDUCT OF BUSINESS
Public comment will be requested after each topic in this section a. Consider Adoption of an Ordinance of the San Bruno City Council Amending Section

2.04.110(b) of the San Bruno Municipal Code Establishing Procedures for Selection of Vice Mayor
b. Review and Provide Direction on Crestmoor MultiUse Fields Master Plan Design Alternatives

8. COUNCIL COMMITTEE REPORT OUT
Public comment will be requested after each topic in this section

9. COMMENTS FROM COUNCIL MEMBERS
Public comment will be requested after each topic in this section

10. ADJOURNMENT – The Next Regular City Council Meeting Will be Held on May 23, 2023 at 7:00 P.M.

1 of 197

1. CALL TO ORDER

2. ROLL CALL

3. PLEDGE OF ALLEGIANCE

1. Approving the Special Event Permit With the Temporary Road Closure of Various Streets in Conjunction With the Annual Posy Parade Subject to Conditions of Approval

7. CONDUCT OF BUSINESS
Public comment will be requested after each topic in this section a. Consider Adoption of an Ordinance of the San Bruno City Council Amending Section

2.04.110(b) of the San Bruno Municipal Code Establishing Procedures for Selection of Vice Mayor
b. Review and Provide Direction on Crestmoor MultiUse Fields Master Plan Design Alternatives

8. COUNCIL COMMITTEE REPORT OUT
Public comment will be requested after each topic in this section

9. COMMENTS FROM COUNCIL MEMBERS
Public comment will be requested after each topic in this section

10. ADJOURNMENT – The Next Regular City Council Meeting Will be Held on May 23, 2023 at 7:00 P.M.

2 of 197

1. CALL TO ORDER

2. ROLL CALL

3. PLEDGE OF ALLEGIANCE

1. Approving the Special Event Permit With the Temporary Road Closure of Various Streets in Conjunction With the Annual Posy Parade Subject to Conditions of Approval

7. CONDUCT OF BUSINESS
Public comment will be requested after each topic in this section a. Consider Adoption of an Ordinance of the San Bruno City Council Amending Section

2.04.110(b) of the San Bruno Municipal Code Establishing Procedures for Selection of Vice Mayor
b. Review and Provide Direction on Crestmoor MultiUse Fields Master Plan Design Alternatives

8. COUNCIL COMMITTEE REPORT OUT
Public comment will be requested after each topic in this section

9. COMMENTS FROM COUNCIL MEMBERS
Public comment will be requested after each topic in this section

10. ADJOURNMENT – The Next Regular City Council Meeting Will be Held on May 23, 2023 at 7:00 P.M.

3 of 197

4 of 197

5 of 197

6 of 197

Rico Medina, Mayor
Linda Mason, Vice Mayor
Tom Hamilton, Councilmember
Marty Medina, Councilmember
Michael Salazar, Councilmember
“The City with a Heart”

MINUTES

SAN BRUNO CITY COUNCIL SPECIAL MEETING
June 14, 2022
5:30 p.m.

1.CALL TO ORDER
The meeting was called to order at 5:30 p.m.

2.ROLL CALL
Councilmembers Hamilton, Medina, Salazar, Vice Mayor Mason and Mayor R. Medina were all present.

3.PUBLIC COMMENTS FOR ITEMS NOT ON THE AGENDA
No members of the public wished to speak under Public Comment.

4.STUDY SESSION
a. Adopt Resolution Authorizing the City Manager to Execute the Transportation and Infrastructure/Municipal Services Agreement for the Southline Project.

City Manager Grogan gave a brief overview of the item and introduced Public Works Deputy Director Hae Won Ritchie and answered questions.

Public Works Deputy Director Ritchie presented the item to the City Council and answered questions.

Marcus Gilmour Principal with Lane Partners overseeing the Southline project answered questions.

Transportation Engineer for the City Patrick O’Keefe answered questions.

Member of the public John Franklin strongly advocates for the “no intersection” version of the project, he believes it’s the best choice forproviding better walkability for pedestrians and will also be better for vehicle traffic too.

Member of the public Francisco Nunez Director of Field Operations for the Northern California Region of the Laborers International Union of North America very strong support this project will provide good wages and benefits which is good for the economy and offers good opportunities to people entering the work force.

Member of the public Ron Henderson agrees with Mr. Nunez but thinks the project should include an intersection because it will take traffic issues away from Tanforan he strongly supports the project, it will benefit to the community and everyone involved.

Member of the public John Medina with the Sprinkler Fitters Union Local 483 strongly supports the project and intersection improvements. So far the developer has been very considerate of both the South San Francisco and San Bruno communities.

Member of the public Chantal Fitting read a comments from her father Philip who lives on Scott Street supports the project. The reports have been informative and well done alleviating his concerns about traffic and will eliminate the current noise nuisances it is also very attractive with modern buildings and stores in a park like setting.

Richard Hackman with Lighthouse Public Affairs and is doing community outreach for the Southline project. He read an email from Omkar Sharman who lives on Tanforan Avenue and is in strong support of the project it will eliminate the noise of the current industrial use, will be a welcomed addition and create a nice neighborhood feeling.

7 of 197

City Council – Special Meeting Minutes
June 14, 2022

Page 2 of 2 ends

Member of the Public Scott Biele representing the Plumbers Steam Fitters and Refrigeration Unions in San Mateo County is in strong support of this project because it is good all around for the South San Franciso and San Bruno communities and creates impactful job opportunities for the skilled union members and urges the City Council to support it as well.

Member of the public Keifa who is a San Bruno resident with the International Brotherhood of Electrical Workers Union Local 617 and supports the proposed Southline project and associated intersection improvements. Projects like this provide good job opportunities and commended Layne Partners for using union labor creating a positive impact for working class families.

Member of the public Bruce Erhman is in favor of the project but cautioned that between the redevelopment of Tanforan, the CalTrain Station, the proposed Southline project and intersection improvements Huntington Avenue is going to become a very major street so for the transition to go well as possible all the elements need to dovetail each other.

Member of the public Hang Song Gee lives on Scott Street asked if the parking structure in the plan that is adjacent to the residential neighborhood could be placed away from the area to minimize the sound impact and if sound walls could also be included in the plan. He also asked that the traffic speed limit be reduced around the intersection improvements for safety.

5.ADJOURNMENT
The meeting adjourned at 6:54 p.m. The next Regular City Council Meeting will be held on Tuesday, June 14, 2022 at 7:00 p.m.

These City Council meeting minutes were prepared by Vicky Hasha, Deputy City Clerk, and presented to the City Council for approval at the regular meeting of May 9, 2023. ______________________________ ______________________________ Vicky S. Hasha, Rico E. Medina
Deputy City Clerk Mayor

8 of 197

Rico Medina, Mayor
Linda Mason, Vice Mayor
Tom Hamilton, Councilmember
Marty Medina, Councilmember
Michael Salazar, Councilmember
“The City with a Heart”

MINUTES

SAN BRUNO CITY COUNCIL SPECIAL MEETING
November 1, 2022
5:30 p.m.

1.CALL TO ORDER
The meeting was called to order at 5:30 p.m.

2.ROLL CALL
Councilmembers Hamilton, Medina, Salazar, Vice Mayor Mason and Mayor R. Medina were all present.

3.PUBLIC COMMENTS FOR ITEMS NOT ON THE AGENDA
No members of the public wished to speak during Public Comment.

4.CLOSED SESSION
a.Public Employee Performance Evaluation.

Title: Interim City Attorney
There was no reportable action taken.

5.ADJOURNMENT
This meeting adjourned at 6:17 p.m. The next Regular City Council Meeting will be on Tuesday, November 8, 2022 at 7:00 p.m.

9 of 197

Rico Medina, Mayor
Linda Mason, Vice Mayor
Tom Hamilton, Councilmember
Marty Medina, Councilmember
Michael Salazar, Councilmember
“The City with a Heart”

MINUTES

SAN BRUNO CITY COUNCIL SPECIAL MEETING
November 8, 2022
5:00 p.m.

1.CALL TO ORDER
The meeting was called to order at 5:00 p.m.

2.ROLL CALL
Councilmembers Hamilton, Medina, Salazar, Vice Mayor Mason and Mayor R. Medina were All present.

3.PUBLIC COMMENTS FOR ITEMS NOT ON THE AGENDA
No members of the public wished to speak during Public Comment.

4. CLOSED SESSION
a. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION Initiation of Litigation Pursuant to Paragraph (4) of Subdivision (d) of Section 54956.9:

One Potential Case
There was no reportable action taken.

5.STUDY SESSION
a. Fire Department Community Risk Assessment: Standards of Cover Analysis Report Update.

Fire Chief Delay presented the update to the City Council and answered questions.

6.ADJOURNMENT
This meeting adjourned at 5:53 p.m. The next Regular City Council Meeting will be on Tuesday, November 8, 2022 at 7:00 p.m.

10 of 197

Rico Medina, Mayor
Linda Mason, Vice Mayor
Tom Hamilton, Councilmember
Marty Medina, Councilmember
Michael Salazar, Councilmember
“The City with a Heart”

MINUTES

SAN BRUNO CITY COUNCIL SPECIAL MEETING
November 15, 2022
5:00 p.m.

1.CALL TO ORDER
The meeting was called to order at 5:00 p.m.

2.ROLL CALL
Councilmembers Hamilton, Medina, Salazar, Vice Mayor Mason and Mayor R. Medina were all present.

3.PUBLIC COMMENTS FOR ITEMS NOT ON THE AGENDA
No members of the public wished to speak during Public Comment.

4.CLOSED SESSION
a.Conference with Legal Counsel – Anticipated Litigation Significant Exposure to Litigation Pursuant to Government Code Section 54956.9(d)(2) – One Case There was no reportable action taken.

5.ADJOURNMENT
This meeting adjourned at 5:55 p.m. to another Special City Council Meeting at 6:00 p.m.

The next Regular City Council Meeting will be on Tuesday, December 13, 2022 at 7:00 p.m.

11 of 197

Rico Medina, Mayor
Linda Mason, Vice Mayor
Tom Hamilton, Councilmember
Marty Medina, Councilmember
Michael Salazar, Councilmember
“The City with a Heart”

MINUTES

SAN BRUNO CITY COUNCIL SPECIAL
November 15, 2022
6:00 p.m.

1.CALL TO ORDER
The meeting was called to order at 6:00 p.m.

2.ROLL CALL
Councilmembers Hamilton, Medina, Salazar, Vice Mayor Mason and Mayor R. Medina were all present.

3.PUBLIC COMMENTS FOR ITEMS NOT ON THE AGENDA
No members of the public wished to speak under Public Comment.

4.ANNOUNCEMENTS/PRESENTATIONS
a. The regular City Council scheduled for November 22, 2022 is cancelled. The next regular City Council meeting will be held on December 13, 2022. b. Town Hall Meeting scheduled for Tuesday, December 6, 2022 at 6:00 p.m. Join the meeting to hear more on development and school projects in San Bruno by the City of San Bruno and the San Bruno Park School District.
c. Join the City of San Bruno on Thursday, December 1, 2022 at 5:00 p.m. at Centennial Plaza on San Mateo and Jenevein Avenues to usher in the holiday season. Enjoy Santa’s arrival on the fire truck and countdown the annual lighting of the tree with Santa and City Council members. After the lighting, enjoy hot chocolate, cookies, visit Santa at 568 San Mateo Avenue, and walk the Avenue to see all the decorated windows for the holiday season.

No members of the public wished to speak under Announcements/Presentations

5.CONSENT CALENDAR
a.Adopt Resolution Declaring the Continued State of Local Emergency and Need for the City Council and Other Legislative Bodies Subject to the Ralph M. Brown Act to Continue to Teleconference in Order to Ensure the Health and Safety of the Public Pursuant to AB 361. b.Adopt a Resolution Waiving the Encroachment Permit Fees, Staff Labor Reimbursement Fees, and Insurance Rider Premium Cost and Appropriating $636.21 From General Funds for a Holiday Party Road Closure on Glen Avenue.

No items were pulled for a separate vote.

No members of the public wished to speak under Consent Calendar.

M/S Salazar/Hamilton to approve the Consent Calendar. The motion passed unanimously.

6.PUBLIC HEARING(S)
a.Hold Public Hearing and Adopt Resolution Approving Rates for Solid Waste Collection Services.

City Manager Grogan gave a brief overview of the item, introduced Public Works Director Matt Lee and answered questions.

Public Works Director Lee presented a portion of the item to the City Council and answered questions.

Interim Finance Director Magee also presented a portion of the item to the City Council and answered questions.

12 of 197

City Council – Special Meeting Minutes
November 15, 2022

Page 2 of 3 ends

Mayor R. Medina opened Public Hearing.

No members of the public wished to speak on this item.

City Clerk Huerta reported that 17 written protests were received from residents opposed to the proposed rates increase for solid waste collection and that those 17 protests do not represent one half or more of the total properties affected by the proposed rates increase.

M/S Hamilton/Salazar to close the Public Hearing. The motion passed unanimously.

M/S Hamilton/Salazar to adopt the resolution. The motion passed with a majority vote of Councilmembes Hamilton, M. Medina, Salazar and Mayor R. Medina – voting yes and Vice Mayor Mason voting no.
b.1) Hold Public Hearing to Adopt a Resolution Making Draft Findings and Declaring an Intent to Consider Overriding San Mateo City/County Association of Governments (C/CAG) Airport Land Use Commission’s (ALUC) Determination of Inconsistency With Respect to Noise Policies for the Draft 20232031 Housing Element Update and 2) Authorize the City Manager to Submit the Resolution to the Airport Land Use Commission and the State of California Department of Transportation’s Division of Aeronautics, and Schedule a Public Hearing Pursuant to Public Utilities Code Section 21676.

Mayor R. Medina recused himself from this item, the location of his home is close enough to the project to cause a potential conflict of interest.

Assistant City Manager Smith gave a brief overview of the item and introduced Senior Planner Michael Smith. They each gave portions of the presentation to the City Council and answered questions.

City Manager Grogan also answered questions.

Vice Mayor Mason opened the Public Hearing.

Michael Cohen with Strata Investment Group is part of development team for the Tanforan project, they are committed bringing the over 1,000 units of housing to fruition and are very aware of the requirements that apply to housing close airports and are confident there are multiple construction solutions to mitigate the sound and are also committed to meeting easement and indemnification requirements recommended in the presentation.

Member of the public Felix Au Young with Impact Housing appreciates the City making such great efforts to increase the housing supply and seeking flexibility to do that.

Member of the public Vaughn Gregory is opposed to overriding the ALUC’s determination and asked the City Council to visit the site to experience the level of noise themselves.

M/S Hamilton/M. Medina to close the Public Hearing. The motion passed unanimously with Mayor R. Medina recused.

M/S Hamilton/M. Medina to adopt the resolutions. The motion passed unanimously with Mayor R. Medina recused.

7.CONDUCT OF BUSINESS
a.Reappoint Expired Members and Make New Appointments to Fill Current Vacancies on the Culture & Arts Commission, Parks & Recreation Commission, and Traffic Safety & Parking Committee.

M/S R. Medina/Salazar to re-appoint expired members to Commissions, Boards and Committees. The motion passed unanimously.

M/S R. Medina/Salazar to appoint Meghan Dahlgren to the Culture & Arts Commission.

The motion passed unanimously.

13 of 197

City Council – Special Meeting Minutes
November 15, 2022

Page 3 of 3 ends

M/S Salazar/Hamilton to appoint Wesley Liu as the Parks & Recreation Commission Youth Representative. The motion passed unanimously.

M/S Hamilton/Salazar to appoint Sean Quinn to the Traffic Safety & Parking Committee.

The motion passed with a majority vote of Hamilton, M. Medina and Vice Mayor Mason voting yes and Councilmember Salazar and Mayor R. Medina voting no.

No members of the public wished to speak on this item.

8.STUDY SESSION
a.Receive and Discuss Report on Evaluation of San Bruno CityNet Services Enterprise and Business Plan.

City Manager Grogan gave a brief overview of the item introduced CityNet Services Director Sandeep Krishnamurthy and answered questions.

CityNet Services Director Krishnamurthy presented the item to the City Council and answered questions.

The City Council Meeting Recessed at 7:25 p.m. and Returned at 7:30 p.m.

Consultant Dave Lewis, with JSI Strategic Financial Advisory also made a presentation of the item to the City Council and answered questions.

Member of the public Owner was very supportive of CityNet Services as a City of San Bruno owned utility and is in favor of fiber being brought to the rest of the San Bruno residents.

9. ADJOURNMENT
This meeting adjourned at 8:59 p.m. The next Regular City Council Meeting will be held on Tuesday, December 13, 2022 at 7:00 p.m.

14 of 197

Rico Medina, Mayor
Linda Mason, Vice Mayor
Tom Hamilton, Councilmember
Marty Medina, Councilmember
Michael Salazar, Councilmember
“The City with a Heart”

MINUTES

SAN BRUNO CITY COUNCIL SPECIAL MEETING
November 19, 2022
9:00 a.m.

1.CALL TO ORDER
The meeting was called to order at 9:00 a.m.

2.ROLL CALL
Councilmembers Hamilton, Medina, Salazar, Vice Mayor Mason and Mayor R. Medina were all present.

3.PUBLIC COMMENTS FOR ITEMS NOT ON THE AGENDA
No members of the public wished to speak during Public Comment.

4.CONDUCT OF BUSINESS
a.Discuss and review Draft City Council Policies and Procedures.

City Manager Grogan facilitated the discussion and review and answered questions.

Once completed, this item will be brought to the City Council at a future meeting for action.

5.ADJOURNMENT
This meeting adjourned at 1:20 p.m. The next Regular City Council Meeting will be on Tuesday, December 13, 2022 at 7:00 p.m.

15 of 197

Rico Medina, Mayor
Linda Mason, Vice Mayor
Tom Hamilton, Councilmember
Marty Medina, Councilmember
Michael Salazar, Councilmember
“The City with a Heart”

MINUTES

SAN BRUNO CITY COUNCIL SPECIAL MEETING
November 22, 2022
4:30 p.m.

1.CALL TO ORDER
The meeting was called to order at 4:30 p.m.

2.ROLL CALL
Councilmembers Hamilton, Medina, Salazar, Vice Mayor Mason and Mayor R. Medina were all present.

3.PUBLIC COMMENTS FOR ITEMS NOT ON THE AGENDA
No members of the public wished to speak during Public Comment.

4.CLOSED SESSION
a.Public Employee Performance Evaluation.

Title: City Manager
There was no reportable action taken.

5.ADJOURNMENT
This meeting adjourned at 6:07 p.m. The next Regular City Council Meeting will be on Tuesday, December 13, 2022 at 7:00 p.m.

16 of 197

Rico Medina, Mayor
Linda Mason, Vice Mayor
Tom Hamilton, Councilmember
Marty Medina, Councilmember
Michael Salazar, Councilmember
“The City with a Heart”

MINUTES

SAN BRUNO CITY COUNCIL SPECIAL MEETING
November 30, 2022
5:00 p.m.

1.CALL TO ORDER
The meeting was called to order at 5:00 p.m.

2.ROLL CALL
Councilmembers Hamilton, Medina, Salazar, Vice Mayor Mason and Mayor R. Medina were all present.

3.PUBLIC COMMENTS FOR ITEMS NOT ON THE AGENDA
No members of the public wished to speak during Public Comment.

4. CONDUCT OF BUSINESS
a.Conduct Interviews to Fill Vacancies on Commissions Boards and Committees.

Applicants were interviewed by the City Council, appointments will be made at the next regular City Council Meeting.

5.ADJOURNMENT
This meeting adjourned at 6:37 p.m. The next Regular City Council Meeting will be on Tuesday, December 13, 2022 at 7:00 p.m.

17 of 197

Rico Medina, Mayor
Tom Hamilton, Vice Mayor
Sandy Alvarez, Councilmember District 1
Marty Medina, Councilmember District 4
Michael Salazar, Councilmember
“The City with a Heart”

MINUTES

SAN BRUNO CITY COUNCIL SPECIAL MEETING
April 11, 2023
6:00 PM

1. CALL TO ORDER
The meeting was called to order at 6:02 p.m.

2. ROLL CALL
Councilmembers Alvarez, Medina, Salazar, Vice Mayor Hamilton and Mayor R. Medina were all present.

3. PUBLIC COMMENTS FOR ITEMS NOT ON THE AGENDA
No members of the public wished to speak under Public Comment.

4. CONDUCT OF BUSINESS
a. Consider Adoption of Three Resolutions as Follows:
•Authorizing the Creation of a Parking Enterprise Fund and the Transfer of $2 Million From the General Fund Capital Reserve into the Parking Enterprise Fund; •Authorizing the City Manager to Execute a Contract with LAZ Services in an Amount Not to Exceed $2.75 Million for Services Related to Parking Enforcement and Metered Parking Management;
•Authorizing the City Manager to Execute a Contract with T2 Systems in an Amount Not to Exceed $1.3 Million for Services Related to the Purchase, Installation and Operation of Metered Parking Kiosks.

Councilmembers M. Medina and Salazar recused themselves from this item, the location of their homes is close enough to the project to cause a potential conflict of interest.

City Manager Grogan gave a brief overview of the item and introduced Police Chief Ryan Johansen.

Police Chief Johansen presented the item to the City Council and answered questions.

No members of the public wished to speak on this item during the meeting however a public comment was received prior to the meeting via email from:

Member of the public Marsha Glasner who urged the City Council not to charge for parking in the downtown believing that it may drive shoppers to areas that offer free parking.

M/S Hamilton/Alvarez to adopt the three resolutions. The motion passed unanimously with all ayes from Councilmember Alvarez, Vice Mayor Hamilton and Mayor R. Medina and Councilmembers M. Medina and Salazar recused.

18 of 197

City Council – Special Meeting Minutes
April 11, 2023

Page 2 of 2 ends

5. ADJOURNMENT
This meeting adjourned at 6:52 p.m. The next Regular City Council Meeting will be on Tuesday, April 11, 2023 at 7:00 p.m.

19 of 197

Rico Medina, Mayor
Linda Mason, Vice Mayor
Tom Hamilton, Councilmember
Marty Medina, Councilmember
Michael Salazar, Councilmember
“The City with a Heart”

MINUTES

SAN BRUNO CITY COUNCIL
November 8, 2022
7:00 p.m.

1.CALL TO ORDER
The meeting was called to order at 7:00 p.m.

2.ROLL CALL
Councilmembers Hamilton participating remotely, Medina, Salazar, Vice Mayor Mason and Mayor R. Medina were all present.

3.PUBLIC COMMENTS FOR ITEMS NOT ON THE AGENDA
No members of the public wished to speak under Public Comment.

4.ANNOUNCEMENTS/PRESENTATIONS
a. The San Bruno City Council will hold a special meeting on November 15, 2022 at 6:00 p.m. to provide a public hearing on the proposal to increase solid waste rates. This meeting will be held at the San Bruno Senior Center, 1555 Crystal Springs Road, San Bruno. b. Proclamation Declaring November 26, 2022 as Small Business Saturday in San Bruno. c. Adopt Resolution Honoring David Nigel as the 2020 Recipient of the Recognition of Extraordinary Service Award; and Adopt Resolution Honoring Dennis Sammut as the 2021 Recipient of the Recognition of Extraordinary Service Award.

Community Services Director Mottola presented the item to the City Council.

Parks & Recreation Commissioner and award subcommittee member Mike Palmer spoke about how Mr. Nigel had selflessly donated an incredible amount of his time over the years to many different organizations as a mentor and teacher, much of his focus being on sports and recreation and it is Mr. Palmer’s honor and privilege to recommend that the City Council adopt the resolution honoring Dave Nigel as the 2020 Recipient of the Recognition of Extraordinary Service Award.

Planning Commissioner Marco Durazo and award subcommittee member spoke about Mr. Sammut was a very civic minded business owner serving on many committees over the years and also that he was extremely involved and supportive of the San Bruno Lion’s Club’s activities, the Lion’s could not have had the same impact and served as many families in our community without Mr. Sammut’s support. He asked the City Council to move to support this recognition award in Dennis Sammut’s honor tonight.

M/S Hamilton/Salazar to adopt the resolution honoring Dave Nigel as the recipient of the 2020 Extraordinary Service Award. The motion passed unanimously.

Recipient Dave Nigel spoke remotely saying that he is very humbled and honored to receive this award tonight. He loves San Bruno and doesn’t do what he does for the recognition but that this award is very special to him and he thanked the City Council and everyone else.

M/S M. Rico/ Salazar to adopt the resolution honoring Dennis Sammut as the recipient of the 2021 Extraordinary Service Award. The motion passed unanimously. d. There will be a Veterans Day observance at Golden Gate National Cemetery, 1300 Sneath Lane (Veterans Way) on Friday, November 11, 2022 at 11 AM to honor our veterans, with a band concert beginning at 10:30 AM. Presented by the Avenue of Flags Committee.

No members of the public wished to speak under the Announcement/Presentations section.

20 of 197

City Council – Regular Meeting Minutes
November 8, 2022

Page 2 of 3 ends

5.CONSENT CALENDAR
a.Approve Accounts Payable for October 24, 2022 and October 31, 2022. b.Accept Payroll for October 23, 2022.
c.Approve Investment Report Dated September 30, 2022.
d.Receive Written Update on the City’s Response Efforts to COVID19. e.Adopt Resolution Authorizing the City Manager to Execute an Agreement With TJKM Transportation Consultants for Traffic Engineering Services on an AsNeeded Basis in the Amount of $265,000.
f.Waive Second Reading and Adopt an Ordinance Amending Article III (Zoning) of Title 12 (Land Use) of the Municipal Code by Adding Chapter 12.265 (Bayhill Specific Plan Area Development Impact Fee) and Amending Chapter 12.260 (Development Impact Fee). g.Community Flea Market 2023.
h.Adopt Resolution Approving Publicly Available Pay Schedule Effective November 8, 2022, Pursuant to the Public Employees’ Retirement Law (PERL), Public Employees’ Pension Reform Act of 2013 (PEPRA), and Title 2 of the California Code of Regulations (CCR). i.Adopt Resolution Authorizing the City Manager to Execute an Agreement With Wilsey Ham for Design Services in the Amount Not to Exceed $233,740 for the 202122 Street Reconstruction Project (Project Number 60018).
j.Adopt Resolution Authorizing the City Manager to Execute an Agreement With Bellecci & Associates for Design Services in the Amount Not to Exceed $529,760 for the 202223 Street Rehabilitation Project (Project Number 60032).
k.Adopt Resolution Approving CostofLiving Adjustments (COLAs) for the Unrepresented Assistant City Manager Position of 6% in Calendar Year 2022 and 3% in Calendar Year 2023.

Item f. - Mayor R. Medina recused himself from voting on this item, the location of his home is close enough to the project to cause a potential conflict of interest.

M/S Salazar/M. Medina to approve the Consent Calendar with Mayor R. Medina recused from voting on Item f. The motion passed unanimously.

Item k. – Vice Mayor Mason pulled this item for a separate vote.

M/S Salazar/M. Medina to approve the resolution in Item k. The motion passed by a majority vote of Councilmembers Hamilton, M. Medina, Salazar and Mayor R. Medina voting yes and Vice Mayor Mason voting no.

No members of the public wished to speak under the Consent Calendar.

6.CONDUCT OF BUSINESS
a.Receive First Quarter Financial Update Report for FY202223 as of September 30, 2022 and Adopt a Resolution Approving the Carryover of FY202223 Purchase Order Encumbrances and FY202223 Budget Amendments.

Interim Finance Director Magee presented the item to the City Council and answered questions.

City Manager Grogan answered questions.

M/S Hamilton/Salazar to approve the resolution. The motion passed unanimously.

No members of the public wished to speak on this item.

21 of 197

City Council – Regular Meeting Minutes
November 8, 2022

Page 3 of 3 ends

b.Adopt a Resolution Authorizing the Creation of a Parking Fund, Authorizing the Transfer of $331,000 From the Downtown Parking Program Capital Improvement Project Into the Parking Fund, and Authorizing the City Manager to Execute a 5Year Contract With LAZ Parking in an Amount Not to Exceed $3,000,000 for Services Related to Parking Enforcement Following the Conclusion of the Meet and Confer Process per the Memorandum of Understanding Entered Into Between Police and the City.

City Manager Grogan gave a brief overview of the item introduced Police Chief Ryan Johansen and answered questions.

Chief of Police Johansen presented the item to the City Council and answered questions.

Member of the public Paul Wapensky asked if the license plate readers able to read disabled placards, will San Bruno Police still have authority to tow cars, what is the difference between a kiosk and a meter and who will be responsible for the maintenance and operation of them.

Member of the public Bridgette is in favor of the item but asked exactly what information do License plate readers pick up, what is the retention policy of it, will LAZ be able to ticket double parking and what keeps and how will LAZ between and San Bruno Police if LAZ needs help.

Direction given: It was unanimously agreed upon to bring this item back to the City Council at a future meeting.

7.COMMENTS FROM COUNCIL MEMBERS
Councilmember Hamilton:

Thanked staff for setting him up so he could participate in tonight’s meeting virtually.

Vice Mayor Mason:

Believes that the business license renewal process can be streamlined for a faster turnaround.

She also encouraged residents to shop in our downtown.

Mayor R. Medina:

Congratulated the Capuchino Girls Volleyball team on an amazing season, and the fact that they won the Ocean Division League Championship
No members of the public wished to speak under the Comments from Council Members section.

8.ADJOURNMENT
This meeting adjourned at 8:45 p.m. The next Regular City Council Meeting will be held on Tuesday, December 13, 2022 at 7:00 p.m.

22 of 197

Rico Medina, Mayor
Tom Hamilton, Vice Mayor
Sandy Alvarez, Councilmember, District 1
Marty Medina, Councilmember, District 4
Michael Salazar, Councilmember
“The City with a Heart”

MINUTES

SAN BRUNO CITY COUNCIL
April 11, 2023
7:00 p.m.

1. CALL TO ORDER
The meeting was called to order at 7:01 p.m.

2. ROLL CALL
Councilmembers Alvarez, M. Medina, Salazar, Vice Mayor Hamilton and Mayor R. Medina were all present.

3. PUBLIC COMMENTS FOR ITEMS NOT ON THE AGENDA
No members of the public wished to speak under Public Comment.

4. ANNOUNCEMENTS/PRESENTATIONS
a. It's Time: Registration is Now Open for San Bruno Residents to Signup for Summer Camps and Classes. Register at sanbruno.ca.gov/recsignup and Make Sure Your Spot is Saved! Non San Bruno Resident Registration Opens on April 18, 2023. b. Thank You to City Manager Jovan D. Grogan for Serving the San Bruno Community From 20182023.

Mayor R. Medina presented Jovan Grogan with a plaque signed by all the City Councilmembers in gratitude for his dedication and leadership the past five years and also flowers for his wife to thank her for her support during his time with the City of San Bruno.

Randy Torrijos from the Office of San Mateo County Board of Supervisor Dave Pine presented Jovan Grogan with a commendation from the entire Board of Supervisors thanking him for his service.

Vice Mayor Hamilton thanked Jovan for his patience and guidance when he was a new councilmember and feels that the City is in the position it’s in today because he respected the long standing traditions of San Bruno but still embraced the future.

Councilmember M. Medina thanked him and his family for the all the hours he spent getting us on the path we are on today and that his accomplishments are many, Santa Clara is lucky to have him and he wished Jovan all the best.

Councilmember Salazar said that Jovan was the right person at the right time for the City, there were huge expectations of him when he was hired and he didn’t disappoint by meeting every goal he set. He also thanked him for his great leadership and counsel.

Councilmember Alvarez thanked City Manager Grogan for all his assistance since she became a Councilmember last December as she learned about the processes involved and how the council works and also about her the district she represents.

City Manager Grogan said these accomplishments wouldn’t be possible without an amazing team behind him he thanked the Council for their leadership and guidance and everyone who works for the City of San Bruno, City Managers lead the ship but they don’t propel it.

No members of the public wished to speak under Announcements/Presentations.

23 of 197

City Council – Regular Meeting Minutes
April 11, 2023

Page 2 of 4 ends

5. CONSENT CALENDAR
a. Approve the Draft Special Meeting Minutes for December 6, 2022, December 8, 2022, December 13, 2022, March 25, 2023 and March 28, 2023 and the Draft Regular Meeting Minutes for December 13, 2022 and March 28, 2023.
b. Approve Accounts Payable for March 27, 2023.
c. Accept Payroll for March 26, 2023.
d. Approve Investment Report Dated February 28, 2023 and Reconciliation of General Ledger to Bank Report Dated January 31, 2023 and February 28, 2023. e. Adopt an Ordinance of the City of San Bruno Amending Article III (Zoning) of Title 12 (Land Use) of the San Bruno Municipal Code by Amending Section 12.300.070 to Limit Commercial Cannabis Retail Sales (Storefront Sales) to the Transit Corridors Plan Area MXR, TOD1, TOD 2, and PD Zones, Reduce the Number of Commercial Cannabis Retail Sales Permits From Three to One, Allow a Maximum of Two Cannabis Distribution Facility Permits in the M1 Zone North of San Bruno Avenue and East of El Camino Real, and Deleting Section 4.70.070 and Making a Finding of Exemption Under the California Environmental Quality Act.
f. Receive the 2022 General Plan Annual Progress Report and Authorize Transmittal to the California Department of Housing and Community Development and Governor’s Office of Planning and Research.
g. Receive the Building Division Customer Service Survey Results for Quarter 2 and 3 of Fiscal Year 202223.
h. Receive Written Update on the City’s Response Efforts to the Late 2022 to 2023 Winter Storms. i. Consider Adoption of a Resolution Accepting the Lara Field Parking Lot Rehabilitation Project as Complete, Authorizing the Filing of Notice of Completion With the San Mateo County Recorder’s Office, and Authorizing Release of the Construction Contract Retention in the Amount of $49,140.33.
j. Consider Adoption of a Resolution Accepting the Huntington / San Antonio Bicycle Corridor Project as Complete, Authorizing the Filing of Notice of Completion With the San Mateo County Recorder’s Office, and Authorizing Release of the Construction Contract Retention in the Amount of $48,502.24.
k. Consider Adoption of Resolution Authorizing the Public Works Director, Fire Chief and City Manager, to Authorize and Execute California Office of Emergency Services (Cal OES) and Federal Emergency Management Agency (FEMA) Documents for the Purpose of Obtaining Federal Financing Assistance for Any Existing or Future Grant Program. l. Consider Adoption of a Resolution Authorizing the City Manager to Execute an Agreement for a Joint Training Program Between the Central County Fire Department and the City of San Bruno.

Item a – Councilmember M. Medina requested that the presentation and summary of the Strategic Initiatives that were arrived at during the March 25th City Council Special Meeting Retreat, be posted on the website.

Item j – Councilmember M. Medina will recuse himself from this item, the location of his home is close enough to the project to cause a potential conflict of interest.

No members of the public wished to speak under the Consent Calendar.

M/S Salazar/Hamilton to approve Consent Calendar Items a. – l., excluding Item e. and with Councilmember M. Medina recused from Item j. The motion passed unanimously.

Item e – Vice Mayor Hamilton requested this item be pulled for a separate vote, because it doesn’t coincide with the goal of the City to bring in more revenue, the Planning Commission also concurred and rejected these changes unanimously, therefore he opposed to this item.

24 of 197

City Council – Regular Meeting Minutes
April 11, 2023

Page 3 of 4 ends

No members of the public wished to speak on Consent Calendar Item e.

M/S Salazar/Alvarez to approve Item e. The motion passed with a majority vote of Councilmembers Alvarez, Salazar and Mayor R. Medina – yes and Councilmember M. Medina and Vice Mayor Hamilton – no

6. CONDUCT OF BUSINESS (This section was moved up from a later position in the agenda) a. Consider Adoption of a Resolution Directing Staff to Initiate the Property Owner Notice and Protest Process as Required by Proposition 218 for the FY 202324 Solid Waste Rate Increase Proposed by Recology San Bruno.

Interim Finance Director Magee gave a brief overview of the item and introduced Public Works Director Matt Lee.

Public Works Director Lee and Interim Finance Director Magee presented the item to the City Council and answered questions.

No members of the public wished to speak on this item.

M/S Salazar/Alvarez to adopt the resolution. The motion passed unanimously. b. Consider Adoption of a Resolution Authorizing the Allocation of $3 Million From the General Fund Capital Reserve Fund for the Planned San Bruno CityNet Services Upgrade to Fiber Technology in Recommended Areas of San Bruno.

City Manager Grogan gave a brief overview of the item and introduced CityNet Services Director Sandeep Krishnamurthy.

CityNet Services Director Krishnamurthy presented the item to the City Council and answered questions.

City Manager Grogan also answered questions and gave more information about the item.

No members of the public wished to speak on this item.

Direction given: to bring this item back at a future meeting including the following information:
•Options for types of investments to improve the CityNet Enterprise as presented at the 11-22-22 City Council Meeting.
•Broad analysis and context which takes into account all investments needed to make CityNet profitable.
•Context of this investment into CityNet ($3 million) vs all other investments that can be made from the General Fund reserves into City infrastructure and/or services. This includes the Return on Investment (ROI) from the proposed CityNet investment into fiber infrastructure. •Updated financial analysis of the CityNet Enterprise.
•Debt options available to fund the proposed fiber upgrade. •Status of competition in San Bruno for internet and pay TV services. Any available information on the laying of conduit either underway or recently begun in San Bruno.

The City Council Meeting Recessed at 9:25 p.m. and Returned at 9:31 p.m.

7. PUBLIC HEARING (This section was moved down from an earlier position in the agenda) a. Consider Adoption of a Resolution Approving, Authorizing and Directing Execution of a Joint Exercise of Powers Agreement Related to the California Municipal Finance Authority and Approving the Issuance of Exempt Facility Bonds for a Qualified Housing Project at 732 – 740 El Camino Real by the Authority for the Purpose of Financing or Refinancing the Acquisition, Construction and Improvement of Certain Facilities for the Benefit of San Bruno Pacific Associates, a California Limited Partnership.

25 of 197

City Council – Regular Meeting Minutes
April 11, 2023

Page 4 of 4 ends

Councilmember Salazar will recuse himself from this item, the location of his home is close enough to the project to cause a potential conflict of interest.

Community & Economic Development Director Gilli presented the item to the City Council and answered questions.

Mayor R. Medina opened the Public Hearing.

Member of the public Alexander Melendrez National Chapter Manager with Community Action, has worked in housing for six years spoke in strong support of this project.

Member of the public Irving Torres urged the City Council to adopt this resolution also spoke in strong support of the project and the need for housing and affordable housing.

M/S Hamilton/M. Medina to close the Public Hearing. The motion passed with a majority 4 - 0 vote of all in favor with Councilmember Salazar recused.

M/S Hamilton/Alvarez to approve adopting the resolution. The motion passed with a majority vote of 4 – 0, Councilmembers Alvarez, M. Medina, Vice Mayor Hamilton and Mayor R. Medina all in favor and Councilmember Salazar recused.

8. COUNCIL COMMITTEE REPORT OUT
Vice Mayor Hamilton:

Participated in a new board member orientation with Peninsula Clean Energy, there was a lot of information given about California energy markets and the good work they are doing in procuring and developing clean sources of energy for our residents to purchase. Since its inception electric customers have saved $107 million in energy costs by purchasing clean energy and prevented 1.2 million metric tons of CO2 from being created.

No members of the public wished to speak under this section

9. COMMENTS FROM COUNCIL MEMBERS
Councilmember M. Medina:

Announced that on April 7th his father celebrated his 90th birthday and wished him a happy birthday.

Vice Mayor Hamilton:

Also wished Mr. Medina a happy birthday.

Mayor R. Medina:

Wished Mr. Medina a happy birthday then thanked departing City Manager Jovan Grogan again for his time and service then shared some sad news. He had attended the funerals of two gentlemen in the past week who were involved in two separate fatal auto accidents. He will adjourn tonight’s meeting in memory of, Ruben Lopez and Sergio Quilici used these tragedies to remind people to take the time to drive safely.

No members of the public wished to speak under this section

10. ADJOURNMENT
This meeting adjourned at 10:02 p.m. The next Regular City Council Meeting will be on Tuesday, April 25, 2023 at 7:00 p.m.

26 of 197

27 of 197

28 of 197

29 of 197

30 of 197

31 of 197

32 of 197

33 of 197

DocuSign Envelope ID: 9D28F43F-D7E7-43DA-B5D4-23DF49E306AC 5/2/2023

34 of 197

DocuSign Envelope ID: 9D28F43F-D7E7-43DA-B5D4-23DF49E306AC

35 of 197

DocuSign Envelope ID: 9D28F43F-D7E7-43DA-B5D4-23DF49E306AC

36 of 197

37 of 197

38 of 197

39 of 197

40 of 197

41 of 197

City Council Agenda Item
Staff Report

CITY OF SAN BRUNO
DATE:May 9, 2023
TO:Honorable Mayor and Members of the City Council
FROM:Alex D. McIntyre, Interim City Manager
PREPARED BY:Trisha Ortiz, City Attorney
SUBJECT: Consider Adoption of a Resolution Amending the San Bruno City Council Policies and Procedures Regarding Closed Sessions
BACKGROUND:

On December 13, 2022, the City Council adopted its “San Bruno City Council Policies and Procedures.” As described in the December 13, 2022 staff report, “[t]he purpose of the City Council Policies and Procedures document is to assure the orderly and most efficient conduct of the City Council meetings. These policies and procedures are intended to assure the right of the majority of the City Council to decide items of business brought before the City Council; and the right of the minority to be heard. The guidelines are also intended to foster and promote the right of residents to have adequate notification of City Council meetings and a fair and reasonable opportunity to participate in meetings to be heard. The document consists of 17 sections, including Section 9 regarding meetings.

DISCUSSION:

The Brown Act generally requires all local government business to be conducted at open and public meetings. However, the Brown Act allows a legislative body to convene a “closed session” during a meeting in order to meet privately with its advisors on specifically enumerated topics. Examples of business that may be conducted in closed session include personnel actions and evaluations, threats to public safety, labor negotiations, pending litigation, real estate negotiations and consideration of a response to an audit report.

The closed session business must be described on the public agenda and the public must be given an opportunity to comment on a closed session item before convening the closed session.

After a closed session, the legislative body must reconvene the public meeting and publicly report certain types of actions if they were taken and the vote on those actions, or report that no such actions were taken. The Brown Act does not authorize the legislative body to take an action to adjourn the meeting during closed session.

The proposed amendment to the Policies and Procedures clarifies that the City Council will return to the public meeting to provide a report on the closed session and that the meeting will not be adjourned during the closed session.

42 of 197

Honorable Mayor and Members of the City Council
May 9, 2023

Page 2 of 2 ends

FISCAL IMPACT:

There is no fiscal impact associated with the proposed action to amend the City Council Policies and Procedures.

ENVIRONMENTAL IMPACT:

City Council’s action is not considered a “Project” per CEQA Guidelines and therefore no further environmental analysis is required.

RECOMMENDATION:

Adopt a Resolution of the City Council of the City of San Bruno amending the San Bruno City Council Policies and Procedures regarding closed sessions.

ALTERNATIVES:

None.

ATTACHMENTS:

1. Resolution

2. City Council Policies and Procedures

43 of 197

RESOLUTION NO. 2023 - ___

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN BRUNO

AMENDING THE SAN BRUNO CITY COUNCIL POLICIES AND PROCEDURES

REGARDING CLOSED SESSIONS
WHEREAS, on December 13, 2022, the City Council adopted its “San Bruno City Council Policies and Procedures” (Policies and Procedures); and WHEREAS, the Policies and Procedures document consists of 17 sections, including Section 9 regarding meetings; and
WHEREAS, the City desires to clarify that when the City Council holds a closed session, the City Council will return to the public meeting to provide a report to the public.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Bruno hereby amends Section 9.B.4. of the Policies and Procedures to read as follows (stricken language shown with strikethrough and added language shown with double underline):
“Closed Sessions – May be scheduled by the Mayor, a majority of the City Council, the City Manager, or the City Attorney. Closed sessions can be part of either a regular or special meeting. All closed sessions shall be noticed and conducted in accordance with the provisions of the Brown Act. Actions taken in closed session shall be publicly reported in open session when appropriate in accordance with section 54957.1 of the Brown Act. After a closed session, the City Council must reconvene the public meeting to provide a report as required by Government Code Section 54957.1, or report that the City Council took no reportable action in closed session. Closed sessions may be held to discuss certain matters specified by law, including:
•Personnel matters to consider the appointment, employment, performance, or dismissal of a public employee
•Public safety threats
•Labor negotiations
•License applications by persons with criminal records
•Real estate negotiations
•Pending and existing litigation”
---oOo---
I hereby certify that foregoing Resolution No. 2023 - ______ was introduced and adopted by the San Bruno City Council at a regular meeting on ___________, 2023, by the following vote:

AYES: Councilmembers:

NOES: Councilmembers
ABSENT: Councilmembers:
_____________________
Lupita Huerta, City Clerk

44 of 197

CITY OF SAN BRUNO

CITY COUNCIL

POLICIES AND PROCEDURES

Adopted on December 13, 2022

45 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
2 TABLE OF CONTENTS

Section 1. General Rules .................................................................................................................... 4 A. Preamble ........................................................................................................................................... 4 B. Statutory Authority ........................................................................................................................... 4 C. Quorum ............................................................................................................................................. 4 D. Training Requirements ...................................................................................................................... 5 Section 2. Responsibilities of the City Council ............................................................................ 5 A. Responsibilities of the City Council as the governing body for the City of San Bruno shall be to: ... 5 Section 3. Responsibilities of the Mayor and Vice Mayor ......................................................... 5 A. Responsibilities of the Mayor: .......................................................................................................... 5 B. Responsibilities of the Vice Mayor:................................................................................................... 6 Section 4. City Councilmember Duties .......................................................................................... 7 A. The duties for all Councilmembers (including the Mayor and Vice Mayor): .................................... 7 Section 5. Strategic Initiatives and Goal Setting ......................................................................... 9 Section 6. Advisory Commissions, Boards and Committees ................................................ 10 Section 7. Standing and Ad Hoc Subcommittees of the City Council ................................. 11 Section 8. Appointments to City Commissions, Boards and Committees (CBCs) .......... 11 A. Appointments per San Bruno Municipal Code Process .................................................................. 11 B. Alternative Appointment Process for Commission, Board or Committee Members ..................... 12 C. Appointment Process for SBCF Board of Director Appointments .................................................. 13 D. Recruitment Officer for Commission, Board or Committee Members ........................................... 14 Section 9. Meetings ........................................................................................................................... 15 A. City Council Meeting Dates ............................................................................................................. 15 B. Types of Meetings ........................................................................................................................... 15 C. Meeting Requirements ................................................................................................................... 17 Section 10. Action Minutes ................................................................................................................ 20 Section 11. Public Participation ........................................................................................................ 20

46 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
3 Section 12. Appeals ............................................................................................................................... 21 Section 13. Communication with City Council and Staff ............................................................. 22 Section 14. Communication to the City Council and Use of Social Media ............................. 23 Section 15. Budget Controls for the City Council Budget .......................................................... 24 Section 16. Ceremonial Matters ......................................................................................................... 25 Section 17. Enforcement ...................................................................................................................... 25

47 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
4 Section 1. General Rules

A. Preamble

1. The purpose of this policy and procedure manual is to assure the orderly and efficient conduct of the meetings of the City Council. These policies and procedures are intended to assure the right of the majority of the City Council to decide items of business brought before the Council; and the right of the minority to be heard. These rules are also intended to foster and promote the right of residents to have adequate notification of city council meetings and a fair and reasonable opportunity to be heard.

2. The City Council includes the Mayor and four Councilmembers. The Mayor is elected at-large and serves a two-year term. On March 8, 2022, the San Bruno City Council authorized a conversion to district-based elections. The conversion will take place over two election cycles in 2022 and 2024. In

November 2022, the first Councilmembers for District 1 and District 4 will be elected to serve four -year terms . In November 2024, the first Councilmembers for District 2 and District 3 will be elected to serve four - year terms. District elections do not affect the Mayor’s position.

3. In November 2022, San Bruno voters adopted term limits of no more than 12 consecutive years for the Mayor and members of the City Council. Only terms that begin after November 2022 count towards 12 co nsecutive year term limit.

B. Statutory Authority

1. These policies and procedures for the meetings of the City Council are adopted in compliance with laws of the State of California, in particular, Government Code Sections 54940 et. Seq. (herein referred to as the “Brown Act”). Whenever these policies are found to be in conflict with the terms and provisions of the Brown Act, the Act shall apply and govern.

Further, the City of San Bruno Municipal Code shall control whenever these rules are found to be in conflict therewith.

C. Quorum

1. A quorum shall be three or more Councilmembers. Policies, goals and priorities for the City of San Bruno shall be established by a majority vote of at least a quorum of the Council unless otherwise required by State law.

2. Per Government Code section 36936, ordinances and resolutions must be adopted by a majority vote of the total membership of the City Council. As such, a majority of the City Council is defined as three of the total five Councilmembers. In limited circumstances, State law requires a s uper-

48 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
5 majority of the City Council to authorize specific actions. In such cases, a super-majority is defined as four of the total five Councilmembers.

D. Training Requirements

1. Per California Assembly Bill (AB) 1234, each Councilmember shall receive at least two hours of training in general ethics principles and ethics laws relevant to their public service every two years.

2. Per California Assembly Bill (AB) 1661, each Councilmember shall receive at least two hours of t raining in prevention of harassment, discrimination and retaliation.

Section 2. Responsibilities of the City Council

A. Responsibilities of the City Council as the governing body for the City of San Bruno shall be to:

1. Be stewards of the public interest as the primary concern.

2. Establish clear goals and priorities for addressing short and long -range needs of the community.

3. Adopt policies that define a course of action that shape the City now and in the future.

4. Demonstrate dignity, courtesy, honesty, integrity and respect during every public meeting.

5. Assure the fair and equal treatment of all persons coming before the City Council and Commissions.

6. Value all opinions, be tolerant of new and different ideas, and encourage different viewpoints while being mindful to not unnecessarily prolong discourse, or block consensus or majority action.

7. Strive to keep comments clear, concise, and on topic.

8. Work towards the common good, not personal interests.

9. Start City Council meetings on time.

Section 3. Responsibilities of the Mayor and Vice Mayor

A. Responsibilities of the Mayor:

49 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
6 1. Conduct meetings of the City Council as its Presiding Officer . (SB MuniCode 2.04.120)

2. Ensure that items on the agenda move along without delay or disruption.

3. If necessary, to keep Councilmember questions, and comments from members of the public relevant and on topic.

4. Maintain meeting order and limit meeting disruptions.

5. Convey the Mayor’s positions regarding ceremonial proclamations (or the City’s position, subject to City Council approval).

6. Represent City Government as its chief elected official at community functions, events, meetings, and business outreach and retention visits.

7. Represent the City to officially welcome/thank dignitaries, outside officials and open formal city sponsored gatherings.

8. Appoint Councilmembers for liaison positions to various external government agencies on an annual basis or from time to time as necessary, subject to City Council approval.

9. Convey the Mayor’s position regarding potential federal, state and regional legislative actions on behalf of the Mayor (or the City, subject to Council approval).

10. Make all appointments to and removals from City boards, commissions, and committees, subject to approval by the City Council. Also, see Section 7 in this document and SB MuniCode 2.04.120.

11. To vote as the City’s “voting delegate” at the League of Californi a Cities Annual Conference and other similar meetings. This responsibility may be delegated to another Councilmember, as desired by the Mayor.

12. City letterhead, logo, insignia and brand representing the “Office of the Mayor” may be used in written communications by the Mayor in furtherance of the Mayor’s duties.

B. Responsibilities of the Vice Mayor:

1. Rotation of Vice Mayor will be ranked by time of service on the City Council, with the longest serving member at the top of the rotation, and the newest member placed at the bottom of the rotation. The process is outlined in the San Bruno MuniCode 2.04.110.

50 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
7 2. In the absence or incapacity of the Mayor, or upon specific delegation by the Mayor, to perform the functions of the Mayor and possess all of the powers and duties thereof. (SB MuniCode 2.04.120)

Section 4. City Councilmember Duties

A. The duties for all Councilmembers (including the Mayor and Vice Mayor):

The items listed below are a guideline for all members of the City Council.

1. As independently elected members of the City Council, each Councilmember shall:

i. Treat each other, city employees , and members of the public with dignity, courtesy and respect.

ii. Be attentive to other s and not interrupt or distract during public meetings.

iii. Keep comments during meetings clear, concise, and on-topic; manage meeting time appropriately.

iv. Respect the role of the Presiding Officer in maintaining order during public meetings.

v. Arrive on time for Council meetings, having reviewed meeting materials in preparation for the meeting.

vi. In the absence of the mayor and the vice mayor, the City Council shall select a temporary presiding officer. (SB MuniCode 2.04.120)

vii. Comply with all requirements of the Brown Act when communicating with each other.

viii. At the request of the Mayor, when available, represent the City at ceremonial functions, or at meetings of other agencies or bodies.

ix. Respect the roles of staff in ensuring open and effective government.

2. Additionally, each Councilmember (including the Mayor and Vice Mayor ) shall abide by the following policies:

i. No Councilmember who attends a Closed Session meeting may disclose or discuss any statements, items or documents which were developed for or presented in any Closed Session, except when specifically authorized by State law. Violation of this rule shall be

51 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
8 considered a breach of confidentiality. Violations of closed session confidentiality may include the city obtaining injunctive relief in court and/or referral of the Councilmember to the grand jury. – Government Code Section 54963

ii. Councilmembers may not utilize City letterhead, logo, insignia and brand. Such materials are intended for official communications of the City and their use is delegated to the City Manager and City Attorney, or their designees, or as otherwise provided herein.

iii. Councilmembers shall not attempt to interfere , direct, inhibit, or become involved in administrative functions and operations of the City, unless granted specific permission by the City Manager. (SB
MuniCode 2.12.060)

iv. Councilmembers should respect and adhere to the City’s form of government which is a general -law City operating under a Council - Manager form of government, with the City Council acting as the legislative body of the City. Council is the visionary policy maker; the City Manager is responsible for implementation of the Council’s vision through the administration of staff and resources, subject to the delegation of legislative authority.

v. Councilmembers must not influence or attempt to influence a decision on a matter or project on which they have a conflict of interest.

vi. When using City reporting tools, such as SB Responds , email, or telephonic messages , Councilmembers shall identify themselves when possible commenting on open/archived reports.

Councilmembers shall not attempt to influence staff responses to comments/service requests from the public.

vii. Emails addressed to all Councilmembers by default will be handled by their area representative on the City Council, if it is able to be determined who their representative is.

viii. Councilmembers are encouraged to refer operational and policy interpretation questions on specific matters from residents to the appropriate staff members. Resident concerns/complaints should be referred to the Office of the City Manager for resolution by email to [email protected]
.

ix. Councilmembers will comply with Brown Act communication protocols.

x. Email and any other written communications amongst
Councilmembers on general , non-policy matters shall include a copy

52 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
9 to the City Manager, the City Attorney, or the general City Manager’s Office email account at [email protected] . Additionally, Councilmembers shall be included via a blind carbon- copy (bcc) in order to avoid inadvertent Brown Act violations.

xi. If a Councilmember is unable to attend a specific regional agency meeting that they are the liaison for, they should notify their alt ernate as soon as possible, and alert the regional agency staff representative of their absence and provide information as to where to send any packet materials.

xii. Use of City offices by the City Council should be limited to official City business review of physical documents and meetings with constituents and staff. City offices shall not be used for campaigning nor any other political or personal purpose. Space at City facilities may be reserved by emailing [email protected]
.

Section 5. Strategic Initiatives and Goal Setting

1. The City Council and individual Councilmembers are often tasked with balancing myriad community needs, concerns, and potential policy directives, and as such the Council agrees to undertake an annual Strategic Initiatives & G oal Setting Process which is designed to:

i. Set a basic framework for action within a specific timeframe; supporting council in allocating time to accomplish the most important tasks and focus on the most critical issues, with less distraction.

ii. Provide clear direction to staff on budgetary guidelines and the City Council’s priorities and initiatives for the upcoming year. This is important because clearly defined goals offer the City Manager and staff a roadmap to meet the expectations of C ouncil and avoid any conflicting priorities that do not meet the collective vision of the Council as a whole.

2. Strategic planning is one of the tools that enable a council to define their vision and determine methods for accomplishing short -term and long -term goals.

Strategic planning and goal setting will be identified during Study Sessions.

3. Each year before the budget sessions, the Council shall hold a Study Session in January to March to review progress on goals previously set , reprioritize existing goals as needed, and define and prioritize new goals and objectives for the City of San Bruno.

53 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
10 4. An update on City Council Strategic Initiatives will be submitted to the City Council on a quarterly basis, but only reprioritized by vote of the Council annually at the City Council Retreat, unless altered as prescribed in Section 5.5.

Section 6. Advisory Commissions, Boards and Committees

1. The City has established several Commissions, Boards and Committees that are advisory to the City Council as a means of gathering community input. Those who serve on Commissions, Boards and Committees are volunteers who have taken their positions in an effort to become more involved with local government and to serve on advisory bodies to the City Council.

2. City Councilmembers are encouraged to not regularly attend advisory body meetings in order to avoid interference in the operation of the advisory body or an appearance of specific City Council direction as to matters under consideration by the advisory body.

3. City Councilm embers who plan to attend Commissions, Boards or Committee meetings shall adhere to the following protocols:

A. When a Councilmember attends a particular Commission, Board or Committee, they may address the body before them, but may do so only when stating that the comments they are about to make do not necessarily reflect the views of the entire City Council, unless they are explicitly referencing an action that was taken by the City Council at a public meeting.

B. Refrain from lobbying any Commission, Board or Committee Member s on behalf of any particular project, in an effort to sway their decision to match that of the Councilmember.

C. Keep political campaign discussions away from the Commission, Board or Committee meetings. For example, i f a Commission, Board or Committee Member is running for a particular elected office, a Council Member may not voice their support of the candidate during any public meeting.

4. Fireworks Permits: As per Section 9C of Resolution No. 2008 – 67 relating to temporary fireworks stands pursuant to San Bruno Municipal Code S ection

6.50.060, “a city council subcommittee may review the applications and the city clerk findings and make recommendations to the city council”. Notwithstanding this provision, the City Council has elected to not establish an annual subcommittee to review fireworks stand permits. Instead, the City Council has directed staff to process the permit applications and calendar action by the City Council pursuant to Section 9D of the same resolution, which states that at a regularly scheduled public meeting, the city council shall determine which applicants shall be granted permits and whether as a “grandfathered permittee” or “lottery permittee.”

54 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
11 Section 7. Standing and Ad Hoc Subcommittees of the City Council

For purposes of the State of California’s open meeting law, the Ralph M. Brown Act (Brown Act), there are two types of subcommittees created by the City Council:
standing committees and ad hoc committees.

City Council committees are generally used to pr ovide more detailed review and analysis of complex issues. Committees make recommendations to the City Council but cannot take formal action on behalf of the City Council.

Per the Brown Act: “standing committees of a legislative body, irrespective of thei r composition, which have a continuing subject matter jurisdiction, or a meeting schedule fixed by charter, ordinance, resolution, or formal action of a legislative body" are subject to all open meeting requirements.

Ad hoc committees are composed solely of less than a quorum of the City Council and are created for a limited time for a particular purpose, and generally do not have regularly scheduled meetings. Under the Brown Act, ad hoc committees are not required to comply with open meeting requirements.

A. All City Council standing and ad hoc committees shall be established by the City Council and the membership will be appointed by the City Council pursuant to Section 8.

B. Standing and ad hoc committees exist, with the initially appointed membership, until the next annually scheduled City Council assignment process for City committees and regional appointments.

C. Standing and ad hoc committees shall select their own chair during their first meeting. If the committee is unable to select a chair, or if the timing requires immediate action, the Mayor may appoint a chair from the members.

D. Any action to create a standing or ad hoc committee, appoint new or different members, or modify its duties must be placed on a City Council agenda for action.

E. Standing and ad hoc committees must provide reports to the City Council at a public meeting at least once per calendar year, or from time to time as needed or requested by the City Council.

Section 8. Appointments to City Commissions, Boards and Committees (CBCs)

A. Appointments per San Bruno Municipal Code Process

1. In accordance with the San Bruno Municipal Code, the Mayor shall m ake all appointments to and removals from City boards, commissions, and

55 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
12 committees, subject to approval by the City Council. (SB MuniCode

2.04.120 and CA Gov’t Code §40605)

2. Use of the Alternative Appointment Process for Commission, Board or Committee Members
a. The Mayor may elect to use the Alternative Appointment Processes outlined in Sections 7.B and 7.C.
b. A majority of the City Council may only elect to use the Alternative Appointment Process after the Mayor has proposed an
appointment(s) that the City Council has not approved in accordance with SB MuniCode 2.04.120 and CA Gov’t Code §40605.

3. Removals from City boards, commissions, and committees shall follow the process outlined in S B MuniCode 2.04.120 as well as applicable Federal and State law.

B. Alternative Appointment Process for Commission, Board or Committee Members

Does not apply to San Bruno Community Foundation Board of Director Appointments, see Section 7.C.

Round One: Nominations

o Mayor or Presiding Officer of the Meeting to facilitate nominations

o Council members to be given the opportunity to make a Motion for Consideration for Appointment for any applicant
 Requires a Second

Note: Any applicant that receives a Motion and a Seco nd advances to Round 2 (no vote of the full City Council taken at this time). During the nomination process, Council members will not be called upon in alpha order. Members must ask to be recognized through the Presiding Officer if they would like to make a nomination.

Round Two: Simultaneous Voting Process for Nominees

o City Clerk to call Council members alphabetically, with the Vice Mayor and Mayor last.

o Once called upon, Council members shall vote for their preferred nominee or abstention.

o In the event of a tie or if no single nominee receives three votes from the City Council, the appointment process proceeds to Round Three.  The nominee(s) that receive the lowest number of votes (or are tied for the lowest number of votes) shall be eliminated.

56 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
13 Note: If five nominees each receive one vote, all five nominees advance to Round Three.

Round Three: Simultaneous Voting Process for Nominees, if needed o City Clerk to call Council members alphabetically, with the Vice Mayor and Mayor last.

o Once called upon, Council members shall vote for their preferred nominee or abstention.

o In the event of a tie or if no single nominee receives three votes from the City Council, the appointment process proceeds to Round Four.  The nominee(s) that receive the lowest nu mber of votes (or are tied for the lowest number of votes) shall be eliminated.

Note: If five nominees each receive one vote, all five
nominees advance to Round Four.

Round Four:

Simultaneous Voting Process for Nominees, if needed
o City Clerk to call Counc il members alphabetically, with the Vice Mayor and Mayor last.

o Once called upon, Council members shall vote for their preferred nominee or abstention.

o In the event of a tie or if no single nominee receives three votes from the City Council, the appointment process ends and Council shall provide direction to staff whether to leave the position vacant or conduct a new recruitment process to fill the vacancy.

C. Appointment Process for SBCF Board of Director Appointments

Founded in 2013 by the City of San Bruno, the San Bruno Community Foundation (SBCF) is a 501(c)(3) tax -exempt nonprofit organization. T he SBCF is distinguished from other City CBC’s in that its legal structure is a dependent - nonprofit corporation under the City of San Bruno and SBCF Board members have a legal fiduciary duty to the Foundation (not the City). As such, the City Council has established the following Alternativ e Process for appointing SBCF Board members, which may be used at the discretion of the Mayor or a majority of the City Council.

1. Advertising for and recruitment of S BCF Board members shall be done in accordance with Section 7D of this document, with the exception that:
o The City Council shall receive all applications.
o The Council may meet to review applications and determine which applicants to invite for an interview.

57 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
14 o The SBCF Board shall select two members to attend and participate in the City Council interview process.
o The appointment process for SBCF Board members shall follow the procedures outlined in Section 7A ( option: Section 7B) of this document.

D. Recruitment Officer for Commission, Board or Committee Members

1. The City Clerk serves as the official Recruitment Officer for members of the CBC’s. As such, the City Clerk is responsible for advertising vacancies (whether scheduled or unscheduled) in conformance with Government Code section 54974, receiving and processing applications, scheduling interviews , and preparing staff reports related to CBC appointments . Additionally, as the CBC Recruitment Officer, the City Clerk is responsible for maintaining the City’s official lists of CBC membership, vacancies, appointment dates , and term expirations.

2. Prior to the end of the term for a filled position or w hen a CBC position is vacated, the City Clerk shall initiate a recruitment , which includes an initial recruitment period of 10 business days or greater, and/ or schedule interviews to fill the position, if there are at least 2 individuals have applied for vacancy.

3. Per Government Code Section 54974 (a), a Notice of Vacancy, shall be posted not earlier than 20 days before, or not later than 20 days after the vacancy occurs. The Notice of Vacancy shall be posted to the City’s website, as well as published on the City’s social media accounts, and the City Clerk’s Office will share the Notice of Vacancy with the City Council during the initial recruitment period, schedule permitting. The initial recruitment period may be extended at the discretion of the City Clerk in the event that fewer than 2 individuals have applied for the vacancy.

4. Per Government Code Section 54974 (a), f inal appointment to the board, commission, or committee shall not be made by the legislative body for at least 10 working days after the posting of the notice in the clerk’s office.

5. Notwithstanding a decision to extend the initial recruitment period, the City Clerk shall furnish all submitted applications to the City Council at the close of the initial recruitment period and each subsequent recruitment period. During the period when the recruitment is extended, if a majority of the City Council requests to interview the applicants, the City Clerk shall work to schedule interviews with the City Council.

6. Unless directed by a majority of the City Council, all CBC applicants shall be given the opportunity to be interview by the City Council.

58 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
15 Section 9. Meetings

A. City Council Meeting Dates

1. Regular meetings of the City Council shall be held on the second and fourth Tuesday, at 7:00 p.m. (SB MuniCode 2.04.020)

2. The second regular meeting shall not be held in December. (SB MuniCode

2.04.020)

B. Types of Meetings

1. Regular Meetings – Agendas for regular meetings shall be released to the public no later than 72 hours in advance of the meeting, as required by the Brown Act and will include the meeting location and access information.

Every effort will be made to release agendas and distribution materials prior to 72 hours before the meeting, when possible.

2. Special Meetings – May be held on a non-regular meeting date and/or time.

Special Meetings may be called with a minimum of 24 hours’ notice, versus the required 72 hours’ notice for regular meetings.

3. Study Sessions – Can occur during a Regular Meeting or a Special Meeting.

They are held for the purpose of providing information to the City Council, typically on issues that are more complex and time-consuming than matters scheduled during a regular meeting agenda. During Study Sessions, Councilmembers may state their individual responses, preferences and questions based on the information provided during the meeting, and the Council may provide direction to staff regarding the discussed topic. For maximum clarity and to minimize any confusion by staff on the direction given by the City Council, all Council direction to staff on study session items will be provided in the standard format that provides a clear direction in a motion, a second and a vote.

4. Closed Sessions – May be scheduled by the Mayor, a majority of the C ity Council, the City Manager, or the City Attorney. Closed sessions can be part of either a regular or special meeting. All closed sessions shall be noticed and conducted in accordance with the provisions of the Brown Act.

Actions taken in closed session shall be publicly reported in open session when appropriate in accordance with section 54957.1 of the Brown Act.

Closed sessions may be held to discuss certain matters specified by law, including:

 Personnel matters to consider the appointment, employment, performance, or dismissal of a public employee
 Public safety threats

59 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
16  Labor negotiations
 License applications by persons with criminal records  Real estate negotiations
 Pending and existing litigation

5. A request from a Councilmember (other than the Mayor) for a c losed session for personnel matters to consider the appointment, employment, performance, or dismissal of a public employee, such shall occur during the “Comments from Councilmembers” section of a regular meeting agenda (as per Section 9.C.9 of this policy) and such requests are not required to be published on the printed agenda.

6. Closed sessions (excluding those related to employee performance evaluations) are attended by the City Council, City Manager, City Attorney, and if r equested, appropriate management staff or special consultants.

Except for public comment at the beginning of the meeting, C losed Sessions are not open to the public. The City Attorney shall keep a record of the Closed Session, including the votes taken on each closed session item where appropriate. No other notes or minutes of closed session discussions shall be recorded. The record of the votes taken shall constitute the exclusive record of the closed session, shall not be considered a public record, and shall be confidential pursuant to section 54957.2 of the Brown Act. Violations of the closed session confidentiality requirement are serious and may have impacts with respect to litigation exposure and represent a violation of the law for the person violating the confidentiality requirement.

For maximum clarity and to minimize any confusion by staff on the direction given by the City Council, all Council direction to st aff on closed session items will be provided in the standard format that provides a clear direction in a motion, a second and a vote.

7. Emergency Meetings – Are allowed per the Brown Act when an emergency situation involving matters upon which prompt action is necessary due to the disruption or threatened disruption of the public’s well-being.

8. Accessibility of City Council Meetings – All meetings of the City Council shall be conducted in accordance with the Brown Act (as amended), which guarantees the public's right to attend and participate in meetings of local legislative bodies. Subject to technical constraints and consideration of other factors at the City Manager’s discretion, broadcasting of such meetings shall be conducted as follows:

 Regular Meetings / Special Meetings / Study Sessions : Open to the public for in-person attendance, recorded, televised and/or livestreamed online, and available to on-demand viewing online.

Action minutes prepared and published.

60 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
17  Retreats & Committee Member Candidate Interview ( a type of special meeting) : Open to the public for in- person attendance.

Action minutes prepared and published.

 Closed Sessions: Closed to the public . Action minutes prepared and published, as per applicable laws.

 Emergency Meetings: As directed by the City Manager, as per applicable laws.

C. Meeting Requirements

1. In the event that provisions of the Brown Act are suspended in order to allow for local legislative bodies to conduct meetings telephonically or by other electronic means to comply with public health or emergency orders , councilmembers, staff and members of the public may attend the meeting by video or phone linked to the agenda or watch by livestream when the meeting is not available for in-person attendance at a physical location.

2. Except as otherwise provided in Section 1 above, i f the Councilmember attends a meeti ng telephonically or digitally , the Councilm ember must ensure that:

i. The City Clerk is provided the teleconference/digital address location, and the councilmember must ensure the agenda is posted at that location 72 hours prior to the meeting and is visible 24 hours per day until the meeting is adjourned.

ii. The teleconference location is open and fully accessible to the public, as well as fully accessible under the Americans with Disabilities Act, throughout the entire meeting.

iii. These requirements apply to private residences, hotel rooms, conference rooms, and similar facilities as well as digital platforms all of which must remain access ible throughout the duration of the meeting, without requiring identification or registration on the part of the public to attend. These rules also apply to the same type of locations outside of the United States.

3. The City Council and members of staff wil l make every effort to end its meetings before 11 :00 p.m. At 10:30 p.m. during a regular or special meeting, the City Council will decide by majority vote and announce whether it will begin consideration of any agenda items after 11:00 p.m. and, if so, which specific items will be discussed.

61 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
18 4. It is recommended that a Councilmember or staff notify the Presiding Officer prior to the meeting if they desire to reorder an item on the agenda.

5. Regular meeting agendas will include an item for “Council Committee Report Out”, placed before “Comments from Council members”. This item will be an opportunity to inform the full City Council of significant agenda items or updates from Council subcommittees or ad hoc committees.

For detailed Committee Reports, the Councilmember(s) shall notify the City Clerk at [email protected]
(with a copy to the City Manager and
City Attorney) of the subject of their comments one week prior to the meeting, so that the topic may be placed on the agenda in accordance with the Brown Act. Brief announcements or reports do not need to be placed on the agenda as an item.

6. A City Councilmember may request that the City Council remove an item from the Consent Calendar; however, the Councilmember should strive to notify the City Manager’s Office, via email, of the request no later than noon on the day of the City Council meeting. Given that, from time to time , new information or questions may arise after noon on the day of the meeting, a Councilmember may also request to pull an item from the consent calendar for clarifying questions, or they may have written the City Manager earlier with questions regarding a specific agenda item. The City Manager may report answers for any agenda item questions when the item is being discussed during the meeting or provide a written response to the entire City Council (and made available to the public) before the meeting and prior to the close of business for the City Clerk’s Office on the day of the meeting.

7. Council Comments on Agenda Items – No discussion or debate shall be permitted upon items on the Consent Calendar; however, any Councilmember may request that their vote on a particular Consent Calendar item be noted as “Abstain” or “Recuse” due to a potential conflict of interest. In such case, a vote may be taken on the item the Councilmember is abstained from, and a separate vote must be taken for the remaining Consent Calendar items. Alternatively, a Councilmember may announce their recusal or abstention before the vote on the Consent Calendar. In such cases, a vote on the entire Consent Calendar will occur and the official minutes will reflect the Councilmember’s recusal or abstention on the specific items.

8. If a Councilmember would like to pull any item(s) from the Consent Calendar for further discussion at the meeting, they may do so before voting on the Consent Calendar begins . Consent items are meant to address routine items. The Mayor should first ask Councilmembers if they wish to move any consent agenda items to the regular agenda for further discussion. If requested, the Mayor would move the item and open it up for discussion

62 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
19 during the Conduct of Business portion of the agenda, or make it a “parking lot” item for a future agenda. Ideally, Councilmembers should ask for such a move before the meeting so it can be placed on the Conduct of Business agenda before the meeting starts. A dditionally, Councilmembers sh ould strive to notify the City Manager’s Office, via email , of any requests to pull an item from the Consent Calendar by noon on the day of the City Council meeting.

9. Comments from Councilm embers – The purpose of this regular meeting agenda item is to allow the City Council an opportunity to make important city announcements, such as City-sponsored, or City-related public events and pertinent information. Each Councilmember shall strive to make comments that are respectful and benefic ial to the community.

Councilmembers shall refrain from making any campaign announcements or solicit votes for an election-related matter during this agenda item. Each Councilmember shall strive to be brief during this agenda item .

Councilmembers shall notify the City Clerk [email protected] (with
a copy to the City Manager and City Attorney) of the subject of their comments one week prior to the meeting, so that the topic may be placed on the agenda in accordance with the Brown Act.

10. Voting – A motion, second, and a majority vote of the City Council shall be required for any formal action detailed on the agenda. If a motion is stated and there is no second verbally stated, the Mayor must ask the City Council for a second to the motion made. If no second is presented, the motion fails for lack of a second. Any vote of abstention must clearly indicate for the record the basis for the abstention.

Similarly, a motion, second, and a majority vote of the City Council shall be required for any Council direction to staff that occurs during any type of meeting. If direction to staff is proposed through a motion and there is no second verbally stated, the Mayor must ask the City Council for a second to the motion made. If no second is presented, the motion fails for lack of a second. Any vote of abstention must clearly indicate for the record the basis for the abstention.

11. Reconsideration – Once an item has been voted on, it will not be permitted for further discussion, unless a motion for reconsideration is made by a Councilmember who voted in the majority on that item at the same meeting (as per Robert’s Rules of Order).

12. Full Participation - To encourage full participation of all members of the Council, no member or members shall be permitted to monopolize the discussion of the question or agenda item. If a councilmember has already spoken and other members wish to speak, the latter members should be recognized in preference to the member who has already spoken. However,

63 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
20 if no other members seek recognition, the Mayor may recognize the member who has already spoken or make a motion on the item. The Mayor has the responsibility of controlling and expediting any debate or item. It is the duty of the Mayor to keep the subject clearly before the members, to rule out irrelevant discussion, and to restate the question whenever necessary.

13. Questions on Agenda Items - Councilmembers are encouraged to submit any detailed questions on agenda items to the City Attorney or the City Manager at least 24 hours prior to the meeting. Th is will allow senior staff to request information from other City staff that may not be present at the meeting and provide time to formulate a response. If a response is provided to the entire City Council prior to the meeting, State law requires (Government Code Section 54957.5) that the response be made avai lable to the public. This is done by posting the response at C ity Hall and posting the response online. Questions should be emailed directly to the City Attorney and/or to the City Manager’s Office at
[email protected]
.

Section 10. Action Minutes

1. The City Council shall use Action Minutes to record their proceedings.

2. Action minutes shall be defined as decision- only minutes that exclude any discussion that went into making the decision and capture only the conclusion and/or action to be taken. The minutes shall include the definition of action minutes.

3. Motions and votes are outlined in the action minutes.

4. Members of the public /media are authorized to bring personal recording devices to the public meeting, as long as the equipment used does not cause a disturbance or disruption to the official business of the City Council or the official recording and documentation of the meeting by the City or its agents.

Section 11. Public Participation

1. Public Participation - Members of the public are encouraged to participate in the legislative process by either submitting written comments before the meeting or speaking in person during a meeting. The following is a list of rules designed to explain how members of the public may address the governing board:

i. The public is welcome to address the City Council on items that are not listed on the agenda during the Public Comment section of the agenda, which occurs directly before the Consent Calendar is approved.

64 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
21 ii. In the interest of facilitating the Council’s conduct of City business, speakers are provided up to 3 minutes to speak by the Presiding Officer of the meeting. Members of the public may not defer their time to another member of the public. If a speaker decides not to address the Council after submitting a speaker card, they may decline their time when their name is called by the City Clerk.

iii. Those in the audience may not jeer, boo, or applaud if these activities cause any disruption during the meeting, including times when other members of the public are speaking at the podium. If a disruption occurs, which will not allow the meeting to continue unimpeded, the Mayor may recess the meeting. The Mayor also has the right to request removal of any member of the audience who actually disrupts the meeting.

iv. No member of the audience, or person(s) speaking at the podium may approach the dais at any time before, during, or after the meeting.

Any documents being presented to the City Council, or an y Committee, Board, or Commission must be provided to the City Clerk, or staff liaison before public comment.

v. For public comment on items not on the agenda, the Brown Act prohibits councilmembers from discussing or acting upon any matter not agendized pursuant to State Law. Councilmembers and staff may respond briefly to comments by members of the public or ask questions for clarification. The City Council may refer the matter back to staff for a future reply or may direct staff to place the matter on a future agenda.

vi. All statements made to the City Council must be made at the appropriate time of the meeting and may not be shouted from the audience. Any person wishing to address the City Council will be called to the podium at the appropriate time by the Mayor.

Section 12. Appeals

1. Appeals are public hearings and will follow the time allocations for addressing the City Council detailed below, unless otherwise required, or provided by law:

i. Applicant – 10 minutes combined

ii. Appellant – 10 minutes combined

iii. Individual Speakers (public comments) – up to 3 minutes (as per Section 10)

65 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
22 2. Appeals from decisions of the City’s Committees , Boards and Commissions shall appear on the City Council agenda for discussion. The City Council has the option to affirm the action of the commission, modify the action of the commission, refer the matter back to the commission, or revers e the decision, unless otherwise provided by law.

3. Any person that addressed the City Council during one of the 10- minute periods (as an applicant or appellant), may not speak again during the public comment period unless explicitly authorized to rebut or provide clarification by the Presiding Officer of the meeting.

4. Members of the public may not defer their time at the podium to another member of the public. If a member of the public has already addressed the City Council or has a speaker card in queue to address the City Council, they may not speak on behalf of another member of the audience.

Section 13. Communication with City Council and Staff

1. All communications between staff and councilmembers may be determined to be public records.

2. The Council, in adopting this policy, does not waive attorney -client privilege, the attorney work product privilege, or any other privilege associated with a clos ed session authorized under the Brown Act.

3. All emails sent and received through the City server are retained per the City’s Records Retention Schedule and are subject to the Public Records Act.

4. Members of the public are permitted to email members of the City Council by sending each Council Member an individual email.

5. From time to time, the need for a new City Council Strategic Initiatives or special projects may arise outside of the Council’s annual priority setting process. When this occurs, a Councilmember may request that the topic of their proposed Strategic Initiative be placed under the “Comments from Councilmembers” section on the agenda of regularly sc heduled meeting, as described in Section 9.C.9 of this document. At such meeting, the Councilmember shall articulate why the new Strategic Initiative or special project is of critical importance and requires immediate action from the City Council to consider and/or be prioritized above existing Strategic Initiatives. Upon a majority vote of the City Council, the Council may request the City Manager and/or the City Attorney analyze the impact on other priorities if directed to work on the requested item and provide the City Council with an estimated timeframe and resources needed for the work effort at a subsequent Council meeting.

66 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
23 6. Periodically, a member of the City Council may desire for the City Attorney’s Office to conduct detailed/complex legal research on a particular topic or policy area. The Councilmember shall contact the City Attorney t o discuss the topic. If the City Attorney determines that the desired research is a significant endeavor and/or recommends that the item be placed before the City Council for direction prior to initiating the legal research, the Councilmember will need to obtain support from the City Council. This shall be accomplished by under the “Comments from Councilmembers” section on the agenda of regularly scheduled meeting, as described in Section 9.C.9 of this document. The City Attorney will determine if the request needs to be published on the printed agenda. Upon a majority vote of the City Council, the City Attorney will conduct the legal research and report back to the full City Council (a confidential/privileged memo, public report, email, or off- agenda staff report ). The limitations in this paragraph do not apply to legal research and advice regarding conflicts of interest.

7. In the event of an emergency, critical incident or activation of the City’s Emergency Operations Center (EOC), the City Councill will receive instructions and information from the City Manager or a designated liaison. At no time should a member of the City Council attempt to contact or communicate with the Incident Commander or anyone that reports to or is under the direction of the Incident Commander. Additionally, members of the City Council should not go to the scene of an emergency/critical incident and attempt to enter any evacuated or cordoned off area without prior authorization from the City Manager or the Incident Commander. During and immediately following an emergency or critical incident, the City will establish a contact for media inquiries. The Councilmembers shall make every attempt to contact the City Manager, the Council L iaison, and/or the City’s established Media Liaison prior to providing any information on the incident to members of the public or the media.

Section 14. Communication to the City Council and Use of Social Media

1. The following guidelines apply to City Councilmember personal communications including use of various forms of social media, letters to the editor of newspapers, personal endorsements, email, newsletters, participation in public forums or other meetings and the like.

i. Individual City Councilmembers should confirm and clarify that the comments they are about to make do not necessarily reflect the views of the entire City Council. Because members of the public will hear and understand comments by a Councilmember to represent City policy and/or the City Council as a whole, it is important that Councilmembers use discretion while engaging with members of the public on any social media/media platform or public forum , regarding matters of City

67 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
24 business or policy. Suggested language for a disclaimer to be used when clarifying opinions or statements are made is:

“I am a City Councilmember of the City of San Bruno. These are my own opinions and they may not represent those of the San Bruno City Council as a whole.”

ii. City Councilmembers are expected to actively protect any information received the course of service as a Councilmember which is considered confidential or protected, such as information that is protected under personnel privacy laws.

iii. City Councilmembers shall not post information, images or icons to any social media platform, which was obtained in their official capacity and not otherwise available to the general public without specific confirmation by the City Manager that such infor mation may be used and distributed publicly.

iv. If a City Councilmember creates a post on social media about city business (examples: upcoming meeting dates, public safety issues, etc.), they may not delete comments made by other users, or block any person who comments on the post(s). City Councilmembers should not block content or users due to a personal dislike of the user, or because of comments the other user makes, or has made.

v. Councilmembers’ use of social media is restricted by AB 992 (Mullin), and is limited to answering questions posed by the public, providing information to the public, or soliciting information from the public regarding a matter that is within the subject matter jurisdiction of the legislative body.

vi. A majority of Councilmembers are prohibited from discussing business of a specific nature that is within the subject matter jurisdiction of the legislative body.

vii. Councilmembers may not directly respond to any communication made, posted, or shared by any other Councilmember regarding a matter that is within the subject matter jurisdiction of the legislative body.

Section 15. Budget Controls for the City Council Budget

1. The annual City budget includes appropriations for City Council expenses and conferences. The amount allocated in the budget should be at least sufficient to cover City Council stipends, as well as limited funding to cover approved attendance at conferences or educational seminars when deemed appropriate.

68 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
25 2. If a City Councilmember wishes to attend a conference, educational seminar or training, they should contact the City Clerk, who will manage reservations for the Councilmember. Any out-of-state conferences or trainings for a Councilmember must be approved by a majority of the City Council during a regular or special meeting before the scheduled conference takes place.

3. If a City Councilmember attends a conference or educational seminar on the City’s behalf, then the Councilmember must present a brief oral report of the conference or seminar at the next regularly scheduled City Council meeting during the “Comments from Council Members” section of the agenda.

Section 16. Ceremonial Matters

1. The City may issue ceremonial proclamations, resolutions or certificates of appreciation when such an issuance positively impacts the community and conveys an affirmative message to residents. It will be the policy of the City Council to process requests for ceremonial documents in the following manner:

i. If the Mayor determines that a request is consistent with the policy stated above, the Mayor can request that the City Clerk prepare the document and coordinate the release of the document, either privately, or at a future public meeting.

ii. The person who submitted the request must provide specific details regarding the request, including language for a proclamation or resolution, or information for a certificate of appreciation at the time the request is made.

iii. Depending on the nature and time- sensitivity of a particular request, the Mayor may act without full formal concurrence of the City Council when the situation warrants. When there is no formal concurrence the Mayor shall clearly indicate the issue is from the Mayor and not the Council.

Section 17. Enforcement

1. Councilmembers have the primary responsibility to assure that these practices and protocols are understood and are followed. Councilmembers entering office shall sign a statement affirming receipt of the Council Policies and Procedures Manual.

All Councilmembers shall also sign a statement affirming receipt when the Manual is amended.

2. The following sets forth the procedures to be followed when one or more Councilmembers allege that a Councilmember has violated this Policy or any other applicable City policy.

69 of 197

City Council Policies and Procedures Manual
Adopted on December 13, 2022
26 i. A majority of the City Council may request, at a public meeting, that an item be agendized at a regular or special meeting to discuss an alleged violation of this Policy. Such requests shall occur during the “Comments from Councilmembers” section of a regular meeting agenda (as per Section 9.C.9 of this policy) and suc h requests are not required to be published on the printed agenda.
ii. After consideration of the alleged violation, the City Council may direct that an investigation be conducted.
iii. The City Council may also schedule a hearing and provide the councilmember who is the subject of the allegation with the opportunity to submit a response in writing and/or orally at the hearing. iv. The City Council may consider admonishing the councilmember by issuing a statement of disapproval, imposing a sanction such as removal from committee assignments, and/or censuring the councilmember by adopting a formal resolution (with specific restrictions, as applicable).

3. The aforementioned shall not be used for violations of State or Federal laws, as such laws are subject to separate penalty and enforcement provisions outside of the City’s purview.

70 of 197

City Council Agenda Item
Staff Report

CITY OF SAN BRUNO
DATE:May 9, 2023
TO:Honorable Mayor and Members of the City Council
FROM:Alex D. McIntyre, Interim City Manager
PREPARED BY:Matthew Lee, P.E., Public Works Director
SUBJECT: Consider Adopting a Resolution:
• Approving the Design of the 2022-23 Slurry Seal Project; • Authorizing the City Manager to Execute a Construction Contract with American Asphalt Repair & Resurfacing Company, Inc. for the 2022- 23 Slurry Seal Project in an Amount Not to Exceed $909,305.41; • Approving a Material Testing Agreement with Smith-Emery of San Francisco, Inc. in an amount not to exceed $35,000.00;
• Approving a Construction Inspection Services Agreement with Consor PMCM, Inc. in an amount not to exceed $75,000.00;
• Approving a Construction Contingency of $136,395.81; and • Determining the Project is Exempt Under the California Environmental Quality Act
BACKGROUND: The City’s Capital Improvement Program (CIP) includes the Pavement Management Program to repair and apply preventative maintenance treatment to local, collector, and arterial streets. Street condition is measured in terms of the pavement condition index (PCI) from a numerical range between 0 and 100. A rating of 0 represents a failed street and a rating of 100 represents a newly paved street. The City’s current average PCI is 61 for the approximately 89 center miles of streets maintained by the City.

Similar to other cities throughout the Bay Area, the City utilizes the Metropolitan Transportation Commission’s (MTC’s) Streetsaver program to serve as a database for tracking the condition of the City’s streets and to recommend streets to be selected for treatment. Streetsaver analyzes the pavement lifecycle of each individual street segment to suggest the appropriate treatment to apply. Treatments vary from applying preventative maintenance on streets in good condition to reconstruction of failed streets. Reconstruction of failed streets is the most expensive treatment and can cost ten to twenty-five times as much as applying preventative maintenance to non-failed streets. Preventative maintenance is considered the most cost-effective treatment when applied appropriately due to this cost differential.

Other factors are taken into consideration when selecting and scheduling streets for repair and maintenance. For instance, the City may accelerate or postpone pavement treatment if it anticipates other City projects or third party utilities companies will be opening the street for utility replacement.

71 of 197

Honorable Mayor and Members of the City Council
May 9, 2023

Page 2 of 5 ends

5 6
9 After a street has been selected for repair or maintenance, there are multiple steps that occur prior to construction. For routine pavement projects, this typically includes design and advertising for bids.

For slurry seal projects, each street is visually observed to confirm preventative maintenance is the correct treatment and areas with observed base failure are marked for base repair. A series of plans and specifications with increased levels of design detail are prepared and routed for review prior to preparation of the final contract documents. The design period typically lasts 4 to 6 months, or longer if a separate process is needed to procure a consultant to provide design services. The final project contract documents are advertised for construction, bids are received, the project is brought before City Council for contract award, and contract documents are signed. The advertising and award process typically takes 3 to 4 months. The contractor then provide submittals for review and a kick- off meeting commences construction.

Pavement rehabilitation and reconstruction projects typically include additional steps such as pavement structural investigation and curb ramp design. Pavement investigation involves collecting core samples and running tests on the existing pavement to assist in the pavement treatment design. In accordance with the Americans with Disabilities Act (ADA), curb ramps for street crossings within pavement rehabilitation and reconstruction projects limits must be upgraded to comply with the latest ADA standards. Curb ramp design can require field surveys to be conducted. With these additional steps, the design of pavement rehabilitation projects can take 8 to 12 months. After project advertising, award, and the commencement of construction, concrete curb ramps are constructed prior to the pavement work to avoid cutting into new pavement. Each ramp requires demolition of existing concrete, formwork, and pouring of new concrete. Depending on the number of ramps, ramp construction can take several weeks to months. Typically, through a contractor’s means and methods, all curb ramps are installed first as one set of operation and followed by another operation of paving. These sets of operations can be performed by different crews and contractors. Work is sequenced this way to help save on mobilization costs and reduce conflicts and coordination requirements of separate operations performing work in the same work area.

The City’s 2022-23 Street Slurry Seal project is a preventative maintenance project that will apply a slurry seal treatment to various streets throughout the City. A slurry seal application consists of a mixture of asphaltic emulsion and fine aggregates that is spread over an existing roadway to seal the surface and protect the underlying pavement structure.

Preserving and performing preventative maintenance on existing streets that are in good condition is critical in order to prevent them from prematurely failing.

The project consists of the following base bid and bid additive streets:

BASE BID

STREET NAME FROM TO

AEGEAN WAY WEST END CUL DE SAC EAST END CUL DE SAC

CHABOT DRIVE OAKMONT DRIVE FLEETWOOD DRIVE

72 of 197

Honorable Mayor and Members of the City Council
May 9, 2023

Page 3 of 5 ends

5 6
9 BASE BID

STREET NAME FROM TO

COMMODORE DRIVE CHERRY AVENUE GATE (SCHOOL)

GEOFFREY DRIVE FASMAN DRIVE SUSN DRIVE

SAN BRUNO AVE EB ONLY CHERRY AVENUE EL CAMINO REAL
SAN BRUNO AVE WB ONLY I-280 100' W/O CRESTMOOR DRIVE
SAN BRUNO AVE EB ONLY I-280 CHERRY AVENUE

SEVENTH AVENUE BELLE AIR SCHOOL SAN BRUNO AVENUE

SEVENTH AVENUE SAN BRUNO AVENUE NORTH CITY LIMITS

SONOMA COURT SNEATH LANE CUL DE SAC

YUBA COURT RIVERSIDE DRIVE CUL DE SAC

CHERRY AVENUE JENEVEIN AVENUE PARK AVENUE

BID ADDITIVES

BID ADDITIVE STREET NAME FROM TO
1 EVERGREEN DRIVE VALLEYWOOD DRIVE FLEETWOOD DRIVE
1 SAN JOAQUIN COURT SNEATH LANE CUL DE SAC
1 VALLEYWOOD DRIVE CRESTWOOD DRIVE OAKMONT DRIVE
2 LUCIA COURT SANTA LUCIA AVENUE END
2 SANTA LUCIA AVENUE DE SOTO AVENUE CITY LIMITS
On September 27, 2022, City Council adopted a resolution authorizing the City Manager to execute an agreement for consultant services with CSG Consultants, Inc. for the design of the 2022-23 Slurry Seal Project. CSG Consultants, Inc. completed the final design in early April 2023.

Two additional pavement projects are currently on an actively accelerated schedule for design completion this calendar year. The 2021-22 Street Reconstruction Project is estimated for design completion in Summer/Fall 2023 and construction to begin in Fall/Winter 2023. The 2022-23 Street Rehabilitation Project is scheduled for design completion in Summer 2023 and construction to begin in Fall/Winter 2023. Both construction timelines depend on weather conditions. Due to the complexity of the reconstruction project, additional design activities such as pot holing and surveying may result in a longer design schedule. Staff anticipates returning to City Council to request for authorization to award construction contracts for the two pavement projects in Summer/Fall 2023.

DISCUSSION: In April 2023, the City issued a notice inviting bids for the construction of the 2022-23 Slurry Seal Project. Notice to bidders was sent to contractors listed in the City’s contractor directory, posted on the City’s website and provided to construction distribution centers. The project was advertised twice in the San Mateo County Times newspaper on April 3, 2023 and April 10, 2023. Staff held a non-mandatory pre-bid meeting on April 10, 2023. On April 17, 2023, staff conducted the bid opening for the project and received one (1) bid which is summarized as follows:

73 of 197

Honorable Mayor and Members of the City Council
May 9, 2023

Page 4 of 5 ends

5 6
9 No. Contractor Name
Base Bid
(Basis of Award)
Total of Bid
Additives 1&2 Total Bid
1 American Asphalt
Repair & Resurfacing
Company, Inc. $737,788.96 $171,516.45 $909,305.41
The base bid from American Asphalt Repair & Resurfacing Company, Inc. was in the amount of $737,788.96. The total bid (including base and all bid additives) from American Asphalt Repair & Resurfacing Company, Inc. is $909,305.41, which is approximately $220,000 below the engineer’s estimate of $1,134,272.00. Staff reviewed the bid materials and determined that the submitted bid is responsive.

Staff contacted other contractors that typically work in the Bay Area to inquire about their reasons for not submitting bids. Several contractors chose not to provide bids for the project because they did not have the capacity to perform the work due to their current project loads. Because the bid submitted was approximately $220,000 less than the Engineer's Estimate, staff believes it would be unlikely the City would receive more favorable bids if the project were readvertised. Readvertising could result in higher bids and would delay construction by several months.

Staff recommends awarding the base bid with all additives to American Asphalt Repair & Resurfacing Company, Inc., which has an office located in Hayward, CA and has successfully completed other street slurry seal projects for the City. Based on the contractor’s experience and performance with other agencies including San Bruno, staff determined that American Asphalt meets the qualifications to perform the work for the 2022- 23 Slurry Seal Project as specified in the contract documents.

Construction of the project will have impacts on residents in the project vicinity such as temporary roadway closures, noise, dust, and accessibility in and out of private properties.

Parking will also be restricted within each roadway as construction work is occurring. At the end of each day, the roadway will be reopened and on-street parking will be re-established.

Should the project be awarded, staff anticipates starting construction in Summer 2023, and taking approximately forty (40) calendar days to complete.

FISCAL IMPACT: The 2022-23 Slurry Seal Project is a project within the approved FY 2022-23 Capital Improvement Program. The estimated total cost of the project of $1,438,486.22 is within the current total budget of $1,495,943 available in the current fiscal year. This estimated total project cost includes design and construction support services, staff management, construction management and inspection, construction materials testing and construction contingency.

Total estimated cost for the project:

Design Contract (CSG Consultants, Inc.) $ 130,785.00 Staff Management for Design $ 30,000.00
Construction Contract (American Asphalt Repair & Resurfacing Co., Inc.)
$ 909,305.41

74 of 197

Honorable Mayor and Members of the City Council
May 9, 2023

Page 5 of 5 ends

5 6
9 Construction Contingency (15%) $ 136,395.81
Materials & Compaction Testing (Smith-Emery of San Francisco, Inc.) $ 35,000.00 Estimated Construction Management $ 122,000.00
Construction Inspection (Consor PMCM, Inc.) $ 75,000.00 Estimated Total Project Cost $ 1,438,486.22
ENVIRONMENTAL IMPACT: This project falls within the Categorical Exemption set forth in CEQA Guidelines, Section 15301(c), which exempts the repair and maintenance of existing streets, sidewalks, gutters, bicycle and pedestrian trials, and similar facilities.

RECOMMENDATION:

Consider Adopting a Resolution:
 Approving the Design of the 2022-23 Slurry Seal Project;  Authorizing the City Manager to Execute a Construction Contract with American Asphalt Repair & Resurfacing Company, Inc. for the 2022-23 Slurry Seal Project in an Amount Not to Exceed $909,305.41;
 Approving a Material Testing Agreement with Smith-Emery of San Francisco, Inc. in an amount not to exceed $35,000.00;
 Approving a Construction Inspection Services Agreement with Consor PMCM, Inc. in an amount not to exceed $75,000.00;
 Approving a Construction Contingency of $136,395.81; and  Determining the Project is Exempt Under the California Environmental Quality Act

ALTERNATIVES:

1. Reject bid and direct staff to re-advertise the project. This action will delay the completion of the FY2022-23 Slurry Seal Project and may result in the City receiving higher bids.

2. Award only the base bid.

3. Award the base bid and a different selection of bid additives.

ATTACHMENTS:

1. Resolution

2. CIP Budget

75 of 197

RESOLUTION NO. 2023-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN BRUNO APPROVING THE DESIGN OF THE 2022-23 SLURRY SEAL PROJECT; AUTHORIZING THE CITY

MANAGER TO EXECUTE A CONSTRUCTION CONTRACT WITH AMERICAN ASPHALT REPAIR & RESURFACING COMPANY, INC. FOR THE 2022-23 SLURRY SEAL PROJECT IN AN AMOUNT NOT TO EXCEED $909,305.41; APPROVING A MATERIAL TESTING AGREEMENT WITH SMITH-EMERY OF SAN FRANCISCO, INC.

IN AN AMOUNT NOT TO EXCEED $35,000.00; APPROVING A CONSTRUCTION INSPECTION SERVICES AGREEMENT WITH CONSOR PMCM, INC. IN AN AMOUNT TO NOT EXCEED $75,000.00; APPROVING A CONSTRUCTION CONTINGENCY OF $136,395.81; AND DETERMINING THE PROJECT IS EXEMPT UNDER THE

CALIFORNIA ENVIRONMENTAL QUALITY ACT
WHEREAS, the City’s Capital Improvement Program (CIP) includes the Pavement Management Program (PMP) to repair and apply preventative maintenance treatment to local, collector, and arterial streets; and
WHEREAS, treatments vary from applying preventative maintenance on streets in good condition to reconstruction of failed streets; and WHEREAS, preventative maintenance is considered the most cost-effective treatment when applied appropriately; and
WHEREAS, the 2022-23 Slurry Seal Project is a preventative maintenance project that will apply a slurry seal treatment to various streets throughout the City; and WHEREAS, on September 27, 2022, City Council adopted a resolution authorizing the City Manager to execute an agreement for consultant services with CSG Consultants, Inc. for the design of the 2022-23 Slurry Seal Project; and WHEREAS, two additional pavement projects are currently on an actively accelerated schedule for design completion this calendar year, being: (i) the 2021-22 Street Reconstruction Project estimated for design completion in Summer/Fall 2023 and construction to begin in Fall/Winter 2023, and (ii) the 2022-23 Street Rehabilitation Project estimated for design completion in Summer 2023 and construction to begin in Fall/Winter 2023; and
WHEREAS, the start of construction will depend on weather conditions and staff anticipates returning to City Council to request authorization to award construction contracts for the two pavement projects in Summer 2023; and
WHEREAS, in early April 2023, CSG Consultants, Inc. completed the project final design for the 2022-23 Slurry Seal Project; and
WHEREAS, in April 2023, the City issued a notice inviting bids for the construction of the 2022-23 Slurry Seal Project; and
WHEREAS, notice to bidders was sent to contractors listed in the City’s contractor directory, posted on the City’s website, provided to construction distribution centers, and advertised twice in the San Mateo County Times newspaper; and

76 of 197

WHEREAS, on April 17, 2023, staff conducted the bid opening for the project and received one bid; and
WHEREAS, the base bid was from American Asphalt Repair & Resurfacing Company, Inc. in the amount of $737,788.96 and total of bid additives 1 and 2 of $171,516.45; and WHEREAS, the total bid (including base and all bid additives) from American Asphalt Repair & Resurfacing Company, Inc. is $909,305.41, approximately $220,000 below the engineer’s estimate; and
WHEREAS, American Asphalt Repair & Resurfacing Company, Inc. has satisfactorily completed slurry seal projects for public agencies in the Bay Area, meets the contractor qualifications, and has a valid contractor’s license required to perform the scope of work of this project; and
WHEREAS, the 2022-23 Slurry Seal Project is a project within the approved FY 2022-23 Capital Improvement Program and adequate project budget is available to fund the construction contract.

NOW, THEREFORE, BE IT RESOLVED that the San Bruno City Council hereby:
•Approves the 2022-23 Slurry Seal Project design;
•Authorizes the City Manager to execute a construction contract with American Asphalt Repair & Resurfacing Company, Inc. for the 2022-23 Slurry Seal Project in an amount not to exceed $909,305.41;
•Approves a Material Testing Agreement with Smith-Emery of San Francisco, Inc. in an amount not to exceed $35,000.00;
•Approves a Construction Inspection Services Agreement with Consor PMCM, Inc. in an amount not to exceed $75,000.00;
•Approves a construction contingency of $136,395.81; and •Determines that the Project is exempt under Section 15301 (c) of the California Environmental Quality Act Guidelines as repair and maintenance of existing streets. ---oOo---
I hereby certify that foregoing Resolution No. 2023 - ______ was introduced and adopted by the San Bruno City Council at a regular meeting on May 9, 2023, by the following vote:

AYES: Councilmembers:

NOES: Councilmembers
ABSENT: Councilmembers:

Lupita Huerta, City Clerk

77 of 197

CIP BUDGET

78 of 197

City Council Agenda Item
Staff Report

CITY OF SAN BRUNO
DATE:May 9, 2023
TO:Honorable Mayor and Members of the City Council
FROM:Alex D. McIntyre, Interim City Manager
PREPARED BY:Ryan Johansen, Chief of Police
Jennifer Dianos, Assistant to the City Manager
SUBJECT:Consider Adoption of Resolution:

1. Approving the Special Event Permit With the Temporary Road Closure of Various Streets in Conjunction With the Annual Posy Parade Subject to Conditions of Approval

3. Appropriating $96,938.23 From the General Fund Reserve in the Fiscal Year 2022-23 Operating Budget
BACKGROUND:

The City of San Bruno received a Special Event application from the San Bruno Lions Club (Lions Club) for their annual Posy Parade (Event). In 2023, the Posy Parade will be in its 81st year of existence in San Bruno. The Posy Parade is a long-standing tradition held on the first Sunday in June, showcasing the youth of the San Bruno community. Over the last 80 years, youth organizations and local San Bruno schools have worked together to create a parade with floats and local school marching bands.

The Special Event process is a new process for this event, and City staff worked with members of the Lions Club to align the event with the City of San Bruno Municipal Code Chapter 4.081 titled Dance and Entertainment Events. The Posy Parade is planned, organized and delivered by the Lions Club. The City of San Bruno has coordinated with the Lions Club each year in an effort to deliver a fun and safe parade. The traditional historic route of the Parade has been along San Mateo Avenue and up Crystal Springs Road ending in San Bruno City Park where baseball games and festivities are held. City staff met with members of the Lions Club early in the process to discuss the requirements of the parade route and other components required to hold a large community event.
1 https://library.qcode.us/lib/san_bruno_ca/pub/municipal_code/item/title_4-chapter_4_08?view=all

79 of 197

Honorable Mayor and Members of the City Council
May 9, 2023

Page 2 of 6 ends

5 8
0 For several prior years, the City and the Lions Club have coordinated the Posy Parade and the City’s Community Day, in a joint effort to provide the local community a fun-filled day of a parade, games, art, rides, food and more. Last year, the Posy Parade used San Mateo Avenue from Angus Avenue to El Camino Real in collaboration with the City’s Community Day. This stretch of roadway is in a commercial area where there is only on-street vehicle parking. With the posting of no parking/tow away signs prior to the event, all vehicles can be cleared from the parade route. A Traffic Control and Event Safety Plan (Plan) was developed by the Police Department, with input from the City’s Public Works Department including the Traffic Engineer.

Implementation of the Plan is proposed to be facilitated through a joint effort of the Police Department and the City’s Public Works Department, using vehicles and rented concrete barriers to secure the perimeter of the parade route. In years past, the Plan did not follow industry standards and identified best practices, leaving several areas of the parade route vulnerable to a vehicle, deliberately or otherwise, entering the route and harm pedestrians who are using the roadway for the parade. This vulnerability was created by the use of Type 3 barricades at several of the closure points that provide no physical barrier to prevent a vehicle from passing. The industry standards and identified best practices for parades includes placing vehicle resistant barriers along the entirety of the parade and then clearing the secured route of all vehicles.

Due to the new Recreation and Aquatic Center Project construction in 2022, the City was unable to hold Community Day in San Bruno City Park and moved the event to San Mateo Avenue. Given the challenges with holding two large community events on the same day and time, the City decided to postpone the planning of Community Day for 2023.

In order to follow current safety standards for the parade route, City staff worked extensively with the Lions Club over the last several months on considering an alternative parade route for participants to not have to cross State Route 82-El Camino Real (ECR), which has eight travel lanes and a high volume of vehicle traffic. In addition, City staff highlighted the requirement of ensuring adequate safety measures in order to remain in compliance with the Manual on Uniform Traffic Control Devices (MUTCD) standards, as well as industry best practices for protecting parade participants from potential harm caused by vehicles. In the previous 12 months, there have been at least nine known incidents in the United States in which parade participants were harmed by vehicles due to substandard safety practices by the local jurisdiction. It is imperative that the City take all necessary precautions to protect the many residents, most of whom are children, who participate in this parade. The Lions Club does not possess the expertise to provide the required Traffic Control and Event Safety Plan, and indicated to staff that it did not have the financial capability to have it completed by consultants.

The Lions Club requested that the City assist in this effort to ensure that the parade could continue, which City staff immediately stepped in to do.

Other services that the City provides in order to hold a large community event include parking enforcement, traffic control, opening and closing of intersections, noticing of street closures, event security, post event clean-up, community outreach, and Fire Department support for fire and rescue and emergency medical services. The City has provided services in the past, with the coordination of the two events (Posy Parade and Community Day).

80 of 197

Honorable Mayor and Members of the City Council
May 9, 2023

Page 3 of 6 ends

5 8
0 Attached to this report is an excerpt titled “The Posy Parade: A Unique Tradition” from the La Peninsula: The Journal of the San Mateo County Historical Association, volume xIii, No.22, which provides additional historical relevance of the Posy Parade to the San Bruno community.

DISCUSSION:

The City provides critical logistical and operational support for the Posy Parade each year to support the Lions Club in the delivery of this important community event. The San Bruno Lions Posy Parade is scheduled for Sunday, June 4, 2023 from 11:00 a.m. to 1:00 p.m. Parades and other community events that make use of the public rights-of-way have been more scrutinized after numerous tragic events worldwide where vehicles have entered closed event areas. This includes at least nine such occurrences in the United States in just the 12 months leading up to this Staff Report. It is important to note that not all of these incidents involve malicious acts as many of them were simply tragic accidents that could have been avoided with proper planning and precautions. Any event that knowingly places pedestrians onto a roadway that is normally restricted to vehicular use creates tremendous liability for the City. Proper planning, consistent with lessons learned from prior tragedies, is absolutely essential to protect human life, as well as the financial viability of the City.

The Lions Club requested the City assist with the development of the Traffic Control and Safety Plan, and to consider the waiver of costs associated with the development and implementation of the Plan as well as the costs associated with the Special Event Application Fee.

As stipulated in Municipal Code Chapter 4.08, the Chief of Police shall impose conditions and requirements upon the issuance of the permit as deemed necessary in order to protect and preserve the safety of the persons attending the event and the peace and quiet of the neighborhood in which the event is being held.

Section 4.08.050 provides that the Chief of Police shall make all necessary arrangements with the applicant for the presence of a sufficient number of either off-duty police officers, security guards, or both, as determined by the Chief of Police, who shall be required to be present during the event. The costs of the presence of any such personnel shall be paid by the applicant. In addition, the Chief of Police may deny the application if he or she makes any determination that the proposed event would be contrary to the public safety, health, or welfare and could not be mitigated by reasonable conditions which might be imposed by the Chief of Police.

At the request of the Lions Club, the Police Department has developed a Traffic Control and Safety Plan for the proposed event, which meets the above-described conditions for approval by our Chief of Police.

Security Concerns
From 2022 to 2023, there have been a combined twenty (20) injuries and zero (0) deaths at similar events. A deeper analysis of these events and the driver’s motivation has revealed that in only one case it was determined to be an “intentional act,” but all the others were a 2 https://historysmc.org/wp-content/uploads/2020/08/La-Peninsula-San-Bruno-Summer-2014.pdf

81 of 197

Honorable Mayor and Members of the City Council
May 9, 2023

Page 4 of 6 ends

5 8
0 combination of confused drivers, drivers under the influence, or a driver wanting to leave or return to their residence which was inside the closure.

In three of the events, security measures in place prevented countless additional injured participants. In all the cases, a vehicle unexpectedly entering the parade route caused mass panic. These events have changed the way public safety looks at the way street closures can be safely achieved.

There has also been a change in best practices when looking at parade pre-planning and selection of a parade route, to use current environmental and street conditions to assist with providing safety to the attendees of the event.

Proposed Parade Route
For 2023, the updated parade route is proposed to be on Linden Avenue, from Angus Avenue to Crystal Springs Road and then on Crystal Springs Road to San Bruno City Park. This identified route traverses mostly residential neighborhood streets, avoids crossing ECR but adds additional hazards to mitigate.

The additional hazards come in the unknown number of vehicles parked in private driveways or garages along the parade route. These vehicles cannot be legally removed from inside the closure area and while there will be security components along the parade route, there would be nothing physically preventing a vehicle from leaving their driveway and traversing the closed parade route.

This route also crosses more intersections than years prior as the route is longer. To analyze the approximate cost, a draft Plan was developed by the Police Department with assistance from Public Works. As proposed, this Plan for the Posy Parade route will have a staging area on Angus Avenue from Elm Avenue to Linden Avenue and from Elm Avenue and Linden Avenue to the rear of San Bruno City Hall.

Traffic Control and Event Safety Plan
The proposed parade route map is attached to this staff report.

The proposed Plan requires 15 separate traffic posts. Many are unstaffed and require K-rails, Type-3 barricades, signage and/or traffic cones. Some of the posts are staffed and require vehicles to be used as a movable barrier. The Plan relies extensively on K-rails and vehicles to provide risk mitigation for this pre-planned event.

Option 1. Estimated Costs with City Staff Providing Full Implementation of the Traffic Control and Event Safety Plan and the Incident Action Plan
a. The estimated costs for the Police Department with assistance from Public Works to create the MUTCD-compliant Plan for this event with drafting, edits, revisions, and coordination would be $2,400.
b. The estimated costs for Public Works to support this event with staff hours, K-rail rentals and delivery, forklift rentals, creating and posting signage 72 hours prior to the event, advance

82 of 197

Honorable Mayor and Members of the City Council
May 9, 2023

Page 5 of 6 ends

5 8
0 notification to affected residents and businesses, etc. are $67,238.23. It should be noted that Public Works would normally require a minimum of 30 days advance notice to formally plan and procure additional signage and K-rails. Public Works has preliminarily inquired with vendor United Rentals and the vendor has already stated they may not be able to supply the currently estimated required 44 K-rails.

c. The Police Department would be able to plan and create an Incident Action Plan and provide the estimated 25 staff members and 14 vehicles for this event at an estimated cost of $27,300. It should be noted that estimated vehicle operational costs were not factored into this estimate.

Total Estimated Cost for Option 1: $96,938.23

Option 2. Estimated Costs with BATS Traffic Solutions Providing Street Closures and the City Police Department Providing the Incident Action Plan
a. The estimated costs for BATS Traffic Solutions to create a MUTCD-compliant Traffic Control Plan for this event with drafting, edits, revisions and coordination would be $2,100. b. The estimated costs for BATS Traffic Solutions to support this event with staff hours, K-rail rentals, forklift rentals, creating and posting signage 72 hours prior to the event, etc. are $56,478.50. It should be noted that BATS Traffic Solutions will not do any pre-closure public outreach.

c. The Police Department would be able to plan, create an Incident Action Plan and provide the estimated 25 staff members and 14 vehicles for this event at an estimated cost of $27,300. It should be noted that estimated vehicle operational costs were not factored into this estimate.

Total Estimated Cost for Option 2: $85,875.50
Staff recommends the City Council approve Option 1, as it will provide for the highest level of City involvement and direct control of implementation of the Traffic Control and Event Safety Plan to ensure safety for the community.

Special Event Permit Application Fee
Per the City of San Bruno’s Fiscal Year 2022-23 Master Fee Schedule3, the cost for applying for a Special Event Permit includes the actual cost of staff and/or consultant time to review the application and coordinate with the applicant. Typically, this would require a deposit to be made at the time of application submittal. A deposit was not collected from the Lions Club. The estimated cost for the review and processing of the special event application is $7,500, which includes, but is not limited to, internal staff coordination and review of the application, meeting with the applicants, and the processing of material associated with the event, including this report to the City Council for consideration. This cost has not been included in the fee waiver amount, as the staff time expended can be absorbed through the Fiscal Year (FY) 2022-23 Operating Budget within department operating budget.
3 https://www.sanbruno.ca.gov/ArchiveCenter/ViewFile/Item/154

83 of 197

Honorable Mayor and Members of the City Council
May 9, 2023

Page 6 of 6 ends

5 8
0 FISCAL IMPACT:

The City of San Bruno FY 2022-23 Operating Budget does not include any appropriations for this special event as it is not a City event. Should City Council consider approving the event and closures for the Posy Parade utilizing Option 1 presented in this report with City staff providing full implementation for the Event Traffic Control and Event Safety Plan and the Incident Action Plan, an allocation of $96,938.23 would require City Council action. The resolution attached to this report allows the City Council to consider and approve the amount appropriated from the General Fund Reserve Fund. There are currently sufficient funds to cover this amount in the General Fund Reserve Fund. Other costs associated with the event, such as community outreach, and Fire Department support for fire and rescue and emergency medical services will be absorbed through the FY 2022-23 Operating Budget within department operating budget.

ENVIRONMENTAL IMPACT:

The action is not a project subject to CEQA.  City Council’s action is not considered a “Project” per CEQA Guidelines and therefore no further environmental analysis is required.

RECOMMENDATION:

Consider Adoption of Resolution:

1. Approving the Special Event Permit with the Temporary Road Closure of Various Streets in Conjunction with the Annual Posy Parade Subject to Conditions of Approval

2. Approving the Waiver of City Fees and Costs for the Development and Implementation of a Traffic Control and Safety Plan and Incident Action Plan for the Event in the Total Amount of up to $96,938.23

3. Appropriating $96,938.23 from the General Fund Reserve in the Fiscal Year 2022-23 Operating Budget
ALTERNATIVES:

1. Do not approve the Special Event Permit and Road Closures for the Posy Parade.

2. Do not approve the waiver of City Costs/Fees associated with the Posy Parade.

3. Provide direction to staff regarding City participation and support to the Posy Parade.

ATTACHMENTS:

1. Resolution

2. Proposed Parade Route

3. “The Posy Parade: A Unique Tradition” from the La Peninsula: The Journal of the San Mateo County Historical Association, volume xIii, No.2

84 of 197

RESOLUTION NO. 2023 - _____

RESOLUTION APPROVING THE SPECIAL EVENT PERMIT WITH THE TEMPORARY ROAD

CLOSURE OF VARIOUS STREETS IN CONJUNCTION WITH THE ANNUAL POSY PARADE

SUBJECT TO CONDITIONS OF APPROVAL, APPROVING THE WAIVER OF CITY FEES

AND COSTS FOR THE DEVELOPMENT AND IMPLEMENTATION OF A TRAFFIC

CONTROL AND SAFETY PLAN AND INCIDENT ACTION PLAN FOR THE EVENT IN THE TOTAL AMOUNT OF UP TO $96,938.23, AND APPROPRIATING $96,938.23 FROM THE GENERAL FUND RESERVE IN THE FISCAL YEAR 2022-23 OPERATING BUDGET WHEREAS, the San Bruno Lions Club (Lions Club) submitted a Special Event Application for their 81st Annual Posy Parade, scheduled for on Sunday, June 4, 2023 in the City of San Bruno between the approximate hours of 11:00 a.m. and 1:00 p.m.; and WHEREAS, the Posy Parade (Event) is a long-standing tradition held on the first Sunday in June, showcasing the youth of the San Bruno community; and WHEREAS, the Posy Parade is planned, organized and delivered by the San Bruno Lions Club and City staff worked with members of the Lions Club to align the event with the City of San Bruno Municipal Code Chapter 4.081 titled Dance and Entertainment Events; and WHEREAS, parades and other community events that make use of the public right away have been scrutinized after numerous events throughout the United States and the world where vehicles have entered closed event areas and in order to follow current safety standards for the parade route, City staff worked extensively with the Lions Club on considering an alternative parade route for youth participants to not have to cross the 8-lane State Route 82-El Camino Real (ECR) and to remain in compliance with the Manual on Uniform Traffic Control Devices (MUTCD) standards; and
WHEREAS, the Lions Club agreed to amend the parade route to begin on Linden Avenue behind San Bruno City Hall, follow Linden to Crystal Springs Road, go up Crystal Springs Road and end at San Bruno City Park; and
WHEREAS, the Lions Club requested the City of San Bruno to assist with the development of the Traffic Control and Safety Plan (Plan), and to consider the waiver of costs associated with the development and implementation of the Plan and Incident Action Plan for the Event; and WHEREAS, the City desires to provide community outreach to notify residents about the parade and associated street closures and temporary no-parking restrictions along the parade route that will temporarily affect public street parking and vehicular access to private property; and
WHEREAS, as stipulated in Municipal Code Chapter 4.08, the Chief of Police shall impose conditions and requirements upon the issuance of the permit as deemed necessary in order to protect and preserve the safety of the persons attending the event and the peace and quiet of the neighborhood in which the event is being held; and
1 https://library.qcode.us/lib/san_bruno_ca/pub/municipal_code/item/title_4-chapter_4_08?view=all

85 of 197

WHEREAS, Municipal Code Section 4.08.050 authorizes the Chief of Police to require the applicant to provide a sufficient number of off-duty police officers, security guards, or both, to be present for an event, and to deny an application if any determination is made with regard to the public safety, health, or welfare that could not be mitigated by reasonable conditions which might be imposed by the Chief of Police; and
WHEREAS, the conditions under which the event may be held will include: (I) an obligation for the applicant to indemnify, defend, and hold harmless the city, its officers, employees, and agents, from any and all claims and lawsuits involving or related to the special event, as well as the City’s consideration and approve of the application, (ii) an obligation for the applicant to hold insurance for the parade, (iii) a prohibition against cooking or serving food without the permission of the San Mateo County Health Department, and requiring all food vendors to hold valid Health Department permits, and (iv) any other conditions deemed necessary or useful in the sole and absolute discretion of Chief of Police in consultation with City staff pursuant to Section 4.08.050; and
WHEREAS, the proposed waiver of all City fees and costs for the parade in an amount of up to $96,938.23 serves a valid public purpose in promoting the health, safety and welfare of the public, including bringing the community together to celebrate a unique historical tradition and fostering community pride and wellbeing by strengthening community relationships.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Bruno hereby:

1. Declares that the recitals above are all true and correct and are incorporated herein by reference.

2. Approves the Special Event Permit with the temporary road closure of various streets in conjunction with the annual Posy Parade, subject to any and all conditions of approval deemed necessary or useful in the sole and absolute discretion of the Chief of Police in consultation with city staff pursuant to Section 4.08.050; and

2. Approve the waiver of City fees and costs for the for the development and implementation of a Traffic Control and Safety Plan and Incident Action Plan for the Event in the total amount of up to $96,938.23; and

3. Appropriates $96,938.23 from the general fund reserve in the fiscal year 2022-23 operating budget.
---oOo---
I hereby certify that foregoing Resolution No. 2023 - ____ was introduced and adopted by the San Bruno City Council at a regular meeting on May 9, 2023, by the following vote:

AYES:

NOES:

ABSENT:

_________________________________
Lupita Huerta, City Clerk

86 of 197

Proposed Parade Route and Estimated Costs: Special Event (2023 Posy Parade)

Proposed Parade Route:

Proposed Parade Route
Parade Staging

87 of 197

Proposed Parade Route and Estimated Costs: Special Event (2023 Posy Parade)

Itemized Breakdown
Labor 31-May 1-Jun 2-Jun 3-Jun 4-Jun 5-Jun
Head Count Per Day 7 Staff 3 Staff 3 Staff 10 Staff 10 Staff 7 Staff Regular Time Hours @
$42hr 56.00 24.00 24.00 28.00 $5,544.00
Overtime Hours @
$62hr 148.00 148.00 $19,536.00
Sub Total $25,080.00
Manager Time for Prep
Regular Time @
$72.52hr 24.00 $1,788.48
Mark-up w/fringes $9,672.65
Sub Total $11,461.13
Equipment:

Pick-up truck @ $ 21.78 /hr x $0.00
Truck(s) w/Tools @ $ 45.17 /hr x $0.00
Backhoe 0 @ $ 66.41 /hr x $0.00
Sub Total
Materials:
$1,000.00
$150.00
$11,609.20
$3,000.00
$500.00
1,500.00$
Tax $1,731.52
Sub Total $19,490.72
Sub Total $11,206.37
GRAND TOTAL $67,238.23
20% Planning Fee
300 - No Parking Signs
Tape and misc. supplies
44 10' K-Rail Rental (Trench Shoring Company)
2 Fork lift Rentals - K rail deployment
Crew Lunches for 6/3 & 6/4
Detour Signage

CITY OF SAN BRUNO
Streets/Wastewater Divisions
Labor and Materials Estimate Posy Parade
Event Dates: 5/31/2023 - 6/5/2023
(No Vehicle Charges were included or Engineering Time)

88 of 197

Proposed Parade Route and Estimated Costs: Special Event (2023 Posy Parade)

89 of 197

orchestra. Tickets sold for $1.00 each.

From 1945 to 1950, a baseball game called “The
Posy Parade Classic” was held in City Park after the
parade pitting teams from North Brae and Edgemont
Elementary Schools against each other. Through the
years various other pairs of local schools vied to win
the big game. Currently, the challengers are Parkside
Intermediate School and St. Robert’s Catholic School.

In 1955, the Exchange Club disbanded and the
Optimists club took over and worked tirelessly to fund
and organize a parade that was truly achieving fame.

As San Bruno’s population ballooned, the number of
parade participants grew to 2,000 and the number of
spectators was estimated at 20,000. Any child could
enter and march as long as flowers predominated the
decoration of their cycles, buggies, floats, pets, etc.

By 1964, the local newspaper solicited extra flowers
from readers to help with the parade effort. Children
gathered flowers from neighbors and nurseries all
around the city. Participation was open to non-San
Bruno residents but it was all about the children.

The 1956 parade was particularly exciting as a house
caught fire along the parade route. The San Francisco Chronicle reported, “Fire trucks detoured 15 blocks to
reach the blaze. When the marchers arrived, fire hoses were lying across their path. But the happy, not to say dazed children, dragging their flower-banked fairy-tale vehicles, forged serenely ahead, into the swirling smoke, onward and into the sunlight again….It took an hour
passing the judges stand.”
By 1957, the workload of producing the parade
was so great the Optimists were getting assistance
from other chapters throughout the Bay Area. But
1968 was a dark year in the annals of the event. The
sponsoring Optimists canceled the event due to “a lack
of manpower.” The next year, the Optimists got offers
San Bruno’s Posy Parade is a celebration of the
community’s children that evolved from the Admission
Day Parade the city held each September starting in
the 1920s. Those parades consisted of the usual mix
of bands and dignitaries waving from flag-bedecked fire trucks as well as a procession of children and young
women chosen as the “Queen” and her court.

In 1941, Wayne Poland, a member of a service
organization called the Exchange Club, had the idea of
a “festival of flowers” dedicated to children. The late Carl Hultberg, an Exchange Club member, recalled, “We
wanted to pattern the parade after the Tournament of
Roses in Pasadena, so we selected a popular flower, the posy, to name the parade after.”
The first parade attracted about 80 children who
assembled on Hensley Avenue and marched from San
Bruno Avenue to Huntington Avenue and then south on
San Mateo Avenue. The marchers were grouped into
“divisions” which included wheeled toys, pulled wagons
or carts, doll and baby carriages, bicycles, floats done by groups or children’s organizations and “unique or
original ideas.”
The parade grew in popularity during the War years
and in 1943 the parade route was extended across El
Camino to the City Park on Crystal Springs Road. In
1944, Patty Lang rode a pony in the parade as the first Posy Parade Princess. In the early years, the princess was chosen by a superintendent of the San Bruno Park
School District. Starting in 1970, the princess and her court were chosen by drawing.

To raise funds for the parade, the first Posy Parade
Ball was held in 1945 at the North Brae School. The
Ball became an annual event and for at least ten years
was held at the Tanforan Race Track Clubhouse. The
1953 Ball, which the Exchange Club hailed as “San
Bruno’s most gala social event,” featured a ten-piece
22 Maryanne Dornlas
The Posy Parade: A Unique Tradition

90 of 197

La Peninsula, volume xlii, no. 2
of help to stage the parade. By 1984, the Lions took
over sponsorship.

Newspaper photos of the parade over the last 30
years show a wondrous, sometimes whimsical, display
of floats, some quite elaborate. The space race
influenced entries in the 1960s. In 1962, a prize went to a floral Aurora rocket built by Cub Pack 271 and
the Division 6 winner was the William Tieken family’s
flowering flying saucer.

As the parade continued through the 1970s, more
marching bands from around the area came to strut
their stuff down San Mateo Avenue. Excellent bands
from Capuchino and Crestmoor High Schools, the San
Bruno Park School District, Parkside Junior High, and
Laguna Salada School District represented the City’s
educational institutions. Also appearing over the years were bands from schools in South San Francisco and
San Mateo.

In 1982, San Bruno born entertainer Suzanne Somers
returned to town to join Mayor Bob Marshall as a co-
grand marshal. Throngs of spectators showed up to
see the hometown girl who made it big in Hollywood.

Her family home had been right along the parade route,
so from ages 3 to 14, she either marched in or viewed
the parade. She said, “...it’s such a wonderful effort to bring the community together; it’s just a real nice event for the town to get involved in, especially in this age when people are isolated from each other.”
Former parade participant Jennifer Gravem, now
grown and an educator, was pictured in 1983’s San
Bruno Herald coverage dressed in a polka-dot clown
suit, waving from her flower-bedecked tricycle. Jennifer noted, “It’s wonderful for a community to be brought
together on a happy occasion, for it seems that in
this world today, we only unite for tragedy. The Posy
Parade is the opposite. I was able to be a part of my
community and have fun with old friends as well as
make new ones that lived just around the corner.”
In 1989, the 49th parade was a celebration of San
Bruno’s 75th anniversary of incorporation. The parade
procession time, which had dwindled over the years,
23 Maryanne Dornlas
Maryanne Dornlas has lived in San Bruno since 1956
and was educated at San Bruno schools until attending
the University of San Francisco. She retired in 2005 after at 31 year career at the San Bruno Public Library as the Circulation Services Manager. She’s been happily married to husband Dave for 37 years.
increased to 2 hours of floats, classic cars, dignitaries, and, of course, children. San Bruno’s 1914 Parade
Queen Edith Cook, smiled and waved to onlookers from
the back of a convertible. A host of past and present mayors, Council members, City staff and prominent
citizens joined in the celebration and the floral
decorations (albeit mostly artificial) once again made the Posy Parade true to its name.

In the last 20 years, the parade’s look has greatly
altered. Division 1 now consists of “sports” teams that are allowed to march without any decoration. By 1999,
there were only 3 decorated carriage/buggy entries and
only 2 cart/wagon entries. The Independent newspaper
still called the event “a floral parade for boys and girls” but there was hardly a flower in sight.

San Bruno’s Centennial celebration has renewed
interest in the City’s unique civic event. The 2014
parade brought back more familiar faces and
community pride. Hopefully, the City’s claim to fame
will grow again in popularity and participation and San Bruno’s Posy Parade will live on and prosper.

Posy Parade float from 2014. Courtesy San Bruno Library.

91 of 197

Summer 2014

PRSRT STD
U.S. Postage
PAID
Redwood City, CA
Permit No. 277
San Mateo County
Historical Association

2200 Broadway
Redwood City, CA 94063
650.299.0104
www.historysmc.org
La Peninsula
Woodside Store
650.851.7615
Sanchez Adobe
650.359.1462
San Mateo County
History Museum
and Archives
650.299.0104
Change Service Requested
On January 15, 1911, Eugene Ely took off from Tanforan and landed on the USS Pennsylvania. It was the first time a plane landed on a ship.

92 of 197

City Council Agenda Item
Staff Report

CITY OF SAN BRUNO
DATE:May 9, 2023
TO:Honorable Mayor and Members of the City Council
FROM:Alex D. McIntyre, Interim City Manager
PREPARED BY:Jennifer Dianos, Assistant to the City Manager SUBJECT: Consider Adoption of Resolution Authorizing the Display of the LGBTQ+ Progress Pride Flag on a Designated City Facility Flagpole to Commemorate LGBTQ+ Pride Month During the Month of June 2023 BACKGROUND: The City of San Bruno recently received a request on behalf of the San Mateo County Lesbian, Gay, Bisexual, Transgender, and Queer/Questioning (LGBTQ) Commission requesting that the City of San Bruno support the LGBTQ+ community during Pride Month (June 2023).

On June 9, 2020, the San Bruno City Council approved a policy regarding the display of commemorative and ceremonial flags and banners at City facilities. Following is a summary of the policy:

1. The United States Flag and the State of California flag shall be displayed in accordance with Federal and State laws and regulations.

2. The City Manager is authorized to order that the United States Flag, California State Flag and any commemorative and ceremonial flags or banners on display be lowered to half-staff by the order of the President of the United States, or by the Governor of the State of California.

3. Commemorative or Ceremonial Flags and Banners: may only be displayed on a designated City Flag flagpole located at a San Bruno city facility; commemorative flags shall be displayed for a period of time authorized by resolution of the City Council; the City will not display a commemorative or ceremonial flag or banner based on a request from a third party, unless approved by a City Council resolution.

DISCUSSION: On April 24, 2023, correspondence received from the San Mateo LGBTQ Commission to San Bruno for support of the LGBTQ+ community during the month of June 2023 for Pride Visibility & Pride Month (Pride Month). A suggested way to demonstrate support for Pride Month includes the raising of the LGBTQ+ Progress Pride Flag on a City flagpole in San Bruno. This is intended to bring visibility and inclusion to the forefront of San Bruno for the San Bruno LGBTQ+ residents and community.

Should the City Council authorize the LGBTQ+ Progress Pride Flag to be on display in accordance with the City’s Flag Policy, the Flag will be raised at San Bruno City Hall and will be on display from June 1 – June 30, 2023.

93 of 197

Honorable Mayor and Members of the City Council
May 9, 2023

Page 2 of 2 ends

FISCAL IMPACT: There is no fiscal impact. The City already owns a Progress Pride Flag, and can be ready to raise it without the need to purchase additional supplies.

ENVIRONMENTAL IMPACT: There is no environmental impact. The action is not a project subject to CEQA. City Council’s action is not considered a “Project” per CEQA Guidelines and therefore no further environmental analysis is required.

RECOMMENDATION: Consider Adoption of Resolution Authorizing the Display of the LGBTQ+ Progress Pride Flag on a Designated City Facility Flagpole to Commemorate LGBTQ+ Pride Month During the Month of June 2023.

ALTERNATIVES:

1. Recognize LGBTQ+ Pride month using another method other than displaying the LGBTQ+ Progress Flag for the month of June 2023.

2. Authorize display of the LGBTQ+ Progress Flag for a different duration or location.

ATTACHMENTS:

1. Resolution

2. Image of Progress Pride Flag

94 of 197

Attachment 1
1 6
5 2
RESOLUTION NO. 2023 - _____

RESOLUTION AUTHORIZING THE DISPLAY OF THE LGBTQ PROGRESS PRIDE

FLAG ON A DESIGNATED CITY FACILITY FLAGPOLE TO COMMEMORATE LGBTQ+ PRIDE MONTH DURING THE MONTH OF JUNE 2023
WHEREAS, the City Council of the City of San Bruno wishes to express their support for Pride Month and the Lesbian, Gay, Bisexual, Transgender, and Queer/Questioning (LGBTQ+) community in the United States and LGBTQ+ residents in San Bruno; and
WHEREAS, the display of the LGBTQ+ Progress Pride Flag, serves to express the City’s official commitment to celebrating diversity, visibility and inclusion in the San Bruno community; and,
WHEREAS, the City’s flagpoles are not intended to be a forum for free expression by the public; and
WHEREAS, the LGBTQ+ Progress Pride Flag will be flown on a designated City facility flagpole at San Bruno City Hall for the full month of June 2023; and NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Bruno hereby authorizes the display of the LGBTQ+ Progress Pride Flag on a designated city facility flagpole for the duration of June 2023 to celebrate and honor LGBTQ+ Pride Month.
---oOo---
I hereby certify that foregoing Resolution No. 2023 - ____ was introduced and adopted by the San Bruno City Council at a regular meeting on May 9, 2023, by the following vote:

AYES:

NOES:

ABSENT:

_________________________________
Lupita Huerta, City Clerk

95 of 197

LGBTQ Progress Pride Flag
June 1 – 30, 2023
Attachment 2

96 of 197

City Council Agenda Item
Staff Report

CITY OF SAN BRUNO
DATE:May 9, 2023
TO:Honorable Mayor and Members of the City Council
FROM:Alex D. McIntyre, Interim City Manager
PREPARED BY:Jennifer Dianos, Assistant to the City Manager SUBJECT:Consider Adoption of a Resolution Accepting the City Council’s Fiscal Year 2023-24 Priority Focus Areas and Strategic Initiatives as Prepared During the March 25, 2023 City Council Retreat
BACKGROUND:

Each year the San Bruno City Council meets to review the City Council’s Priority Focus Areas and the related Strategic Initiatives that support each focus area. On Saturday, March 25, 2023, the City Council and City staff met at the San Bruno Senior Center for a City Council Retreat.

Staff provided an update on the current status of previous City Council initiatives and presented on various department operating initiatives. The City Council was given the opportunity to remove, create, or change the priority category of initiatives.

For clarity, below are the definitions of Priority Focus Area and Strategic Initiative:

A Priority Focus Area is a particular area of organizational focus for the City of San Bruno’s government, as defined by the City Council annually. The focus areas can and do change over time based on interest, need, and resources.

A Strategic Initiative is a specific effort that must align to one or more of the City Council’s Priority Focus Areas. It requires a work effort that is above normal operations and capital maintenance. Often, a Strategic Initiative requires direct leadership and guidance from the City Manager and department directors. Some initiatives can be accomplished within an annual cycle, while others are multi-year efforts.

In addition, City Council confirmed its prioritization category for each new Strategic Initiative.

The categories are:
1 – Extremely Important
2 – Highly Important
3 – Important

97 of 197

Honorable Mayor and Members of the City Council
May 9, 2023

Page 2 of 4 ends

1 2
1 1
DISCUSSION:

At the March 25, 2023 Retreat, the City Council confirmed its adopted Priority Focus Areas for the upcoming fiscal year (FY 2023-24) are unchanged from the current year. In summary, City Council also removed 12 initiatives and created 12 new initiatives. This agenda item serves for the City Council to review and consider adoption of a Resolution accepting the City Council’s Fiscal Year 2023-24 Focus Areas and Strategic Initiatives as prepared during the March 25, 2023 City Council Retreat. The Resolution is provided as Attachment 1. The new initiatives are denoted with an asterisk in Attachment 1 - Exhibit A, City Council’s Fiscal Year 2023-24 Priority Focus Areas and Strategic Initiatives.

They FY 2023-24 are as follows (not listed in any order of preference or priority):
•Implement Transit Corridor Vision to Revitalize Downtown and Commercial Corridor •Assure Rehabilitation & Replacement of Critical Community Facilities and Infrastructure •Grow City Revenues to Assure On-Going Fiscal Stability and Economic Vitality •Continue to Strengthen Community Connections, Engagement and Communication •Protect and Improve Community Aesthetics and Safety
•Continue Proactive Planning for the Future of San Bruno •Strong Governance, Organizational Health and Employee Success The following 12 strategic initiatives were removed from the comprehensive list of initiatives due to completion, and no further work required, or there was a change in Council’s direction to staff:

Priority Focus Area  Removed Strategic Initiative
Implement Transit Corridor Vision to
Revitalize Downtown and
Commercial Corridor
- No Strategic Initiative removed in this Priority Focus Area
Assure Rehabilitation & Replacement
of Critical Community Facilities and
Infrastructure
- On Call Concrete Repair
Grow City Revenues to Assure On-
Going Fiscal Stability and Economic
Vitality
- (Completed) Charter City - focused on Commercial
transfer tax.
- (Completed) Water Rate Study
- (Completed) Sewer Rate Study
- City Shared Services, Including Grant Writing
- Short-term Rentals
Continue to Strengthen Community
Connections, Engagement, and
Communication
- (Completed) Campaign Finance Contribution Limits
- Stormwater / Infrastructure Financing
Protect and Improve Community
Aesthetics and Safety
- (Completed) Reduced Speed Limits near School
Sites 15mph / Safe Routes to Schools
Continue Proactive Planning for the
Future of San Bruno
- Small Business Attraction Program (with Chamber)
- Support a relaunch of the San Bruno Chamber of
Commerce
Organizational Health, Employee
Success, and Governance
- (Completed) Council Policies Procedures Manual
Development

98 of 197

Honorable Mayor and Members of the City Council
May 9, 2023

Page 3 of 4 ends

1 2
1 1
The following 12 Strategic Initiatives were added to the comprehensive list of initiatives by the Council, including their respective priority category as set by Council:

Priority Focus Area New Strategic Initiative Prioritization Category
Implement Transit Corridor Vision
to Revitalize Downtown and
Commercial Corridor
- Develop an Economic Development
initiative around attracting businesses
and developers to execute on the Transit
Corridor Plan vision
2 Assure Rehabilitation &
Replacement of Critical
Community Facilities and
Infrastructure
- Explore alternative options to the
regulated output (RO) streetlight system
- Analyze a redesignation of the City’s
Undergrounding Utility District
1 3
Grow City Revenues to Assure
On-Going Fiscal Stability and
Economic Vitality
- Explore potential ballot measure in
11/2024 for stormwater funding
- Explore potential ballot measure in
11/2024 for Fire Station 52
- Explore potential ballot measure in
11/2024 for fire mitigation
- Expand and improve productivity for the
Community and Economic Development
Department
1 1
1 1
Continue to Strengthen
Community Connections,
Engagement, and
Communication
- Establish a City Council ad hoc
committee to examine solutions to
address citywide parking
3 Protect and Improve Community
Aesthetics and Safety
- No Strategic Initiative added in this
Priority Focus Area
Continue Proactive Planning for
the Future of San Bruno
- Develop an Economic Development
program focused on small, medium, and
large businesses
- City Offices renovations
2 3
Organizational Health, Employee
Success, and Governance
- CBC governance and workplan review 3
The completed comprehensive list of the City Council Strategic Initiatives are attached to this report, with a total of 35 Strategic Initiatives identified within the 7 Priority Focus Areas. These 35 initiatives are in addition to department operating initiatives which are detailed in the operating and capital improvement budget and are often times mandated by law of governing agencies or standard business practices. Following the retreat, staff reviewed the lists and aligned initiatives that were in both the City Council and department lists to reduce duplicative initiatives and/ combined the efforts.

Staff will plan to bring an update back to the City Council each quarter for a progress update.

99 of 197

Honorable Mayor and Members of the City Council
May 9, 2023

Page 4 of 4 ends

1 2
1 1
FISCAL IMPACT:

Adoption of the City Council’s FY 2023-24 Priority Focus Areas and Strategic Initiatives does not have an immediate fiscal impact. The costs associated with initial review and evaluation of each of the Strategic Initiatives are incorporated in the annual operating and capital improvement budget process. Once evaluated the additional budget implications, if not already appropriated, will be brought forward to the City Council for full consideration and authorization.

RECOMMENDATION:

Consider Adoption of a Resolution Accepting the City Council’s Fiscal Year 2023-24 Focus Areas and Strategic Initiatives as Prepared During the March 25, 2023 City Council Retreat.

ALTERNATIVES:

1. Direct staff to review the list of Strategic Initiatives and identify alternatives.

2. Amend the list of Priority Focus Areas and/or Strategic Initiatives based on Council interest.

3. Consider staff returning to the City Council with a mid-year progress update in lieu of quarterly updates.

DISTRIBUTION:

None
ATTACHMENTS:

1. Resolution with Exhibit A: City Council’s Fiscal Year 2023-24 Priority Focus Areas and Strategic Initiatives

100 of 197

RESOLUTION NO. 2023 - _____
RESOLUTION ACCEPTING THE CITY COUNCIL’S FISCAL YEAR 2023-24

PRIORITY FOCUS AREAS AND STRATEGIC INITIATIVES AS PREPARED DURING THE MARCH 25, 2023 CITY COUNCIL RETREAT
WHEREAS, each year the San Bruno City Council meets to review the City Council’s Priority Focus Areas and the related Strategic Initiatives that support each focus area; and
WHEREAS, on Saturday, March 25, 2023, the City Council and City staff met at the San Bruno Senior Center for a City Council Retreat for an opportunity to remove, create, or change the priority category of initiatives for Fiscal Year 2023-24; and, WHEREAS, at the March 25, 2023 Retreat, the City Council confirmed its adopted Priority Focus Areas for the upcoming FY 2023-24 are unchanged from the current year and removed a total of 12 initiatives and created 12 new initiatives; and WHEREAS, attached to this resolution are a total of 35 City Council strategic initiatives identified within the existing 7 focus areas; and NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Bruno hereby accepts the City Council’s Fiscal Year 2023-24 Priority Focus Areas and Strategic Initiatives as prepared during the March 25, 2023 City Council retreat. ---oOo---
I hereby certify that foregoing Resolution No. 2023 - ____ was introduced and adopted by the San Bruno City Council at a regular meeting on May 9, 2023, by the following vote:

AYES:

NOES:

ABSENT:

_________________________________
Lupita Huerta, City Clerk
Exhibit A: City Council’s Fiscal Year 2023-24 Priority Focus Areas and Strategic Initiatives

101 of 197

City of San Bruno
May 9, 2023
City Council's Fiscal Year 2023-24 Priority Focus Areas and Strategic Initatives (Active/Anticipated to Start/Unlikely to Start this FY/NEW) Council's
Summary
Priority
Category
1 - Extremely
Important
2 - Highly
Important
3 - Important
Lead Dept(s)
Implementation Timing
Category
1-Active Project
2-Anticipated to Start Later this FY
3-Unlikely to Start this FY
or NEW (Timing TBD)
Budget
Note: Some initiatives
may require additional
funding after initial
analysis and project
scoping.

Budget
Allocated
Project Update / Comments
May 2023

1.0 Downtown Parking Management

1.1 - Installation of Parking Meters Downtown
and Enhanced Parking Enforcement
3 Police 1 - Active Project $2,000,000 Yes Approved by the City Council at the April 11, 2023 meeting for budget expenditure approval and contract authorization for parking enforcement and meter kiosks.

1.2 - Way finding Signage 3 Public Works / Police 2 - Anticipated to Start Later this FY
Unfunded No Developing RFP for wayfinding signage design development. Anticipate issuing RFP in Spring 2023.

1.3 - Designation of special parking zones 3 Public Works / Police 1 - Active Project Unfunded No City is running a community engagement survey in May to get input on short term parking needs in the downtown. Business and property owners on San Mateo Ave in the downtown were contacted to complete the survey. The next step will be to present to the TSPC. This will be done in conjunction with initiative 1.1, installation of parking meters.

2.0 Short-term Downtown Improvements

2.1 - Newspaper Racks and Enclosures 2 Public Works 1 - Active Project $30,000 Partial The vendor developed design options and the City will share with the downtown community to obtain community input. The FY 2023-24 CIP Budget will include a budget request for additional funding for completion of the work. The final recommended racks and enclosures will be presented to the City Council for final selection in Summer/Fall 2023.

3.0 Downtown Streetscape and Public Spaces

3.1 - Downtown Greening / Landscape Plan 3 Community Services 3 - Unlikely to Start this FY Unfunded No On-hold, pending identification of staff resource to undertake or oversee the effort.

Council's request to launch this initiative with a tree planting effort along Jenevein Ave in downtown requires funding for landscape architectural services to assess subterranean infrastructure as well as design and develop cost estimates. Landscape architectural services for feasibility study cost undetermined at this time, but likely $25-50,000.

Projected cost for full design services and estimated construction costs will be determined through the feasibility study.

3.2 - Posy Park Improvements 3 Community Services 2 - Anticipated to Start Later this FY
$575,000 Partial Staff will work with the City's on call Landscape Architect to develop scope and estimated budget. Complexity of site needs to be evaluated to ensure funding is adequate to launch project. The City received $200,000 in funding from the Measure K Grant, with a current deadline for the completion by December 31, 2024.

3.3 - Centennial Plaza Improvements 1 Community Services 1 - Active Project $675,515 Partial Staff and the consultant are working on completion of the 35% construction documents and obtaining Planning Commission approval of the Conditional Use Permit. The FY 2023- 24 CIP Budget will include a budget request for additional funding for this work. This project is to move forward with bidding, award of contract (and potentially a request for additional budget), to construction in Fiscal Year 2023-24. Construction is estimated to start in late 2023/early 2024.

4.0 Transit Corridor Plan
*4.1 - Develop an Economic Development
initiative around attracting businesses and
developers to execute on the Transit Corridor
Plan vision
2 City Manager's Office /
Com and Econ Dev
NEW Unfunded No City's Economic Development Manager position filled in Q4 of FY 2022-23, and is in process of establishing a work plan that will be presented to the City Council in FY2023-24 for consideration, including program implementation funding.

Title
Implement Transit Corridor Vision to Revitalize Downtown and Commercial Corridor

Page 1 of 5 ends

102 of 197

Budget
Allocated
Project Update / Comments
May 2023Title

5.0 Community Fiber Upgrade 1 CityNet Services 1 - Active Project $3,000,000 No Phase I pilot project completed in Mirasol, Mira Luna and Skyline Developments, with the Spyglass and Sea Cliff neighborhood estimated at 70% complete. Phase II planning underway for 2,400 home rollout over a 3 year period to be considered by the City Council.

City Council requested more information before proceeding with Phase II.

6.0 Adopt-a-Drain Program 1 Public Works 1 - Active Project Unfunded No Researching various adopt-a-drain programs

7.0 Streetlight System
*7.1 - Explore alternative options to the
regulated output (RO) streetlight system.
1 Public Works NEW $500,000 Partial Staff has tested the option of converting to solar streetlights and will be preparing memo to the City Council with a status update and proposed next steps. Current Capital Improvement Budget includes $500,000, and the future additional budget is to be determined depending analysis and alternative selection.

8.0 Utility Undergrounding District Analysis
*8.1 - Analyze a redesignation of the City's
current Utility Undergrounding District
3 Public Works NEW Unfunded No Staff to provide council with requirements for Rule 20A, provide history on the current district and project, and confirm if additional research is desired to identify potential areas for a new utility undergrounding district and project to provide hazard reduction benefits (i.e. wildfire mitigation, prevention of power outages, etc.), which would require defunding of the current active CIP on Crystal Springs Road.

9.0 Comprehensive Fiscal Sustainability Project

9.1 - Cannabis Regulations and Permitting 1 Com and Econ Dev 1 - Active Project $40,000 Yes The commercial cannabis operator's permit application period will open on May 15, 2023, reflecting the new City Council ordinance adopted in spring 2023. Fall 2023 is the anticipated date to bring the cannabis operator's permit applications to City Council for selection. Ordinance preparation by consultant funded in FY 2022-23, and all budget has been expended.
*9.2 - Explore potential ballot measures in
November 2024 for stormwater funding.
1 City Manager's Office /
Finance
NEW
*9.3 - Explore potential ballot measures in
November 2024 for Fire Station 52.
1 City Manager's Office /
Finance
NEW
*9.4 - Explore potential ballot measures in
November 2024 for fire mitigation.
1 City Manager's Office /
Finance
NEW

10.0 Operational Efficiencies
*10.1 - Expand and improve productivity for
the Community and Economic Development
Department
Com and Econ Dev NEW Unfunded No Scope of work being developed. Needs include additional management resources, expanded use of technology, training and team-building, improved interdepartmental coordination, and amending zoning regulations to streamline planning permit processes.

Additional funding will be necessary in future years. The FY 2023-24 Budget will include a budget request to partially fund this.

Assure Rehabilitation & Replacement of Critical Community Facilities and Infrastructure Grow City Revenues to Assure On-Going Fiscal Stability and Economic Vitality $100,000 Explore feasibility of potential ballot measure and next steps. $100,000 allocated toward Fiscal Sustainability project.

Partial

Page 2 of 5 ends

103 of 197

Budget
Allocated
Project Update / Comments
May 2023Title

11.0 Summer Saturdays or Sundays for Street
Closures
2 City Manager's Office 3 - Unlikely to Start this FY Unfunded No On-hold, pending identification of staff resource to undertake or oversee the effort.

12.0 Citywide Street Sweeping 1 Public Works / Police 1 - Active Project Unfunded No Analyze current approach to street sweeping to optimize operational success.

13.0 Citywide Parking Programs
*13.1 Establish a City Council ad hoc
committee to examine solutions to address
citywide parking.
3 City Manager's Office /
Police
NEW Unfunded No On-hold, pending identification of staff resource to undertake or oversee the effort.

14.0 *Community Perceptions Survey 3 City Manager's Office NEW $30,000 Partial New initiative, implementation is pending identification of staff resource to undertake or oversee the effort, and approval of additional funding if needed.

15.0 CAFE Age Friendly Certification Process Community Services 1 - Active Project Unfunded No City Council directed staff to begin this effort to work closely with CAFE, who will provide technical assistance, consultation, applied research access, community organizing, and coordination of the assessment process, while also helping to write the official application to be submitted to World Health Organization (WHO) for San Bruno to receive the Global Age Friendly Cities Designation.

16.0 Wildland Risk Mitigation

16.1 - Crestmoor Wildfire Mitigation Project 1 Fire 1 - Active Project $3.2M Partial A Wildfire Mitigation Plan to do additional mitigation work than the routine yearly maintenance is being developed with a consultant, and staff is working on developing an RFP for a CEQA consultant to prepare the required environmental review clearance for the Plan. The City is also working on securing a Project Manager to oversee the completion of the project. This Project Manager will also supervise the work to be carried out in the canyon. The FY 2023-24 CIP Budget will include a budget request for additional funding for this work.

16.2 - Citywide Wildfire Mitigation Project &
Public Education Programs Covering Fire
Safety and Emergency Preparedness
1 Fire 1 - Active Project $655,900 Partial Ongoing project that prioritizes treatment areas based on the 2019 No-Harm Study that identifies the fire hazard severity areas. The FY 2023-24 CIP Budget will include a budget request for additional funding for this work.

17.0 City of San Bruno Sign/Arch at Caltrain
Station
3 Public Works 3 - Unlikely to Start this FY Unfunded No On-hold, pending identification of staff resource to undertake or oversee the effort.

Project would be to develop a plan to beautify the location where an archway was previously planned at the San Bruno Caltrain Station, near the intersection of San Bruno Avenue and San Mateo Avenue on the eastern side of the station.

Continue to Strengthen Community Connections, Engagement and Communication Protect and Improve Community Aesthetics and Safety

Page 3 of 5 ends

104 of 197

Budget
Allocated
Project Update / Comments
May 2023Title

18.0 Adopt an Affordable Housing Fund
Implementation Plan
1 Com and Econ Dev 3 - Unlikely to Start this FY $70,000 Yes On-hold, pending identification of staff resource to undertake or oversee the effort.

Budgeted funds from FY 2022-23 from the Affordable Housing In-Lieu Fee Fund, to be carried over to FY 2023-24.

19.0 Affordable Housing, including Development
Partnership
1 Com and Econ Dev 3 - Unlikely to Start this FY Unfunded No On-hold, pending completion of the Affordable Housing Fund Implementation Plan and/or identification of sites. Funds are available from Affordable Housing In-Lieu Fee and Impact Fee Funds.

20.0 Implement Online Permitting 1 Com and Econ Dev 1 - Active Project $22,885 Yes Testing of the new My Government Online (MGO) online permitting system underway through Spring 2023. Public launch of the new system anticipated at the start of the FY 2023-24. Funded from the FY 2022-23 budget by the Permit Revenue Technology Fee Fund.

21.0 Economic Development Program
*21.1 Develop an Economic Development
program focused on small, medium, and large
businesses
2 City Manager's Office 1 - Active Project Unfunded No City's Economic Development Manager position filled in Q4 of FY 2022-23, and is in process of establishing a work plan that will be presented to the City Council in FY 2023-24 for consideration.

22.0 Climate Action Plan 1 Com and Econ Dev 3 - Unlikely to Start this FY Unfunded No On-hold, pending identification of staff resource to undertake or oversee the effort.

23.0 *City Offices Renovations 3 City Manager's Office / Facilities
NEW Unfunded No Review of office quarters to satisfy staffing resources needs. Staff are reevaluating the office spaces to ensure that there is adequate spacing for staff to provide exemplary customer service and maximize office efficiencies. The FY 2023-24 CIP Budget will include a budget request for partial funding for this work.

Continue Proactive Planning for the Future of San Bruno

Page 4 of 5 ends

105 of 197

Budget
Allocated
Project Update / Comments
May 2023Title

24.0 Council Governance

24.1 HEART Committee, TSPC Committee,
Culture & Arts Committee Review
3 City Manager's Office / City
Clerk's Office
3 - Unlikely to Start this FY Unfunded No Review of CBCs expected to occur in FY 2023-24. *24.2 CBC Governance and Workplan Review City Manager's Office / City Clerk's Office
NEW Unfunded No Review of CBCs expected to occur in FY 2023-24.

25.0 Citywide Metrics 1 City Manager's Office 3 - Unlikely to Start this FY Unfunded No On-hold, pending identification of staff resource to undertake or oversee the effort, with the onboarding CM and CFO.

Organizational Health, Employee Success, and Governance

Page 5 of 5 ends

106 of 197

City Council Agenda Item
Staff Report

CITY OF SAN BRUNO

DATE: May 9, 2023
TO:Honorable Mayor and Members of the City Council
FROM:Alex D. McIntyre, Interim City Manager
PREPARED BY: Damian Sandholm, Interim Community Services Director Matthew Lee, P.E., Public Works Director

SUBJECT:Update on the City’s Response Efforts to the Late 2022 to 2023 Winter Storms and Consider Adopting a Resolution Terminating the Local State of Emergency Declared by the City in Response to the Late 2022 to 2023 Winter Storms
BACKGROUND:

This report is to provide an update on the City’s response efforts to the Late 2022 to 2023 winter storms. The information provided in this report is as of the time it was produced and may be subject to change.

In late December 2022 and early January 2023, California began experiencing severe winter storms related to a series of atmospheric river systems causing record rainfall. This event brought high winds, substantial precipitation, flooding, and other safety hazards across San Mateo County and neighboring regions.

Typically, before each rainy season and significant weather event, City staff undertake various storm preparation activities. This includes trash/debris removal, inspection/cleaning of catch basin grates and storm drain trash capture devices, resupply of the City’s free sandbag station and other preparatory tasks.

In response to this storm event, the City activated the Emergency Operations Center (EOC) on January 3, 2023, to redeploy City resources and personnel to perform essential functions and ensure public safety by working to protect infrastructure. If evacuations were needed, the City designated the San Bruno Senior Center as a temporary evacuation point (TEP) and stood ready to open the TEP at a moment’s notice.

As the rain subsided, the City deactivated the EOC on January 12 with the EOC ready to be reactivated, as needed. The City remains under a Local State of Emergency for the late December 2022 and early January 2023 winter storms. The City also continues to identify and assess both short-term and long-term repairs to storm-related damage.

As severe weather patterns persisted throughout March and early April, in particular strong winds, the City began experiencing additional damage, with several tree failures throughout the City that we are continuing to address.

107 of 197

Honorable Mayor and Members of the City Council
May 9, 2023

Page 2 of 3 ends

5 6
4 DISCUSSION:

While the major rain has stopped and the flooding has subsided, the City continues to proactively respond to infrastructure damage and implement repairs as quickly as is feasible from the event. Over 85 percent of the infrastructure repair cost estimate (approximately $1,000,000) from the winter storms in late December 2022 and early January 2023 is related to repairs to failures of the City’s storm water system, particularly a sinkhole and failure of a 54- inch stormwater drainpipe at the north west corner of Skyline Boulevard and Sneath Lane. As of April 25, repairs for that failed storm drain pipe have been completed. The only remaining item left to perform is to restore the hillside slope that was disturbed as a result of the construction activities.

Staff is also continuing to investigate and determine an engineering repair for a sunken manhole in the 2600 block of Oakmont Drive. The recommendation from the geotechnical consultant is to perform borings and a review of the subsurface conditions in order to develop recommendations to bridge the sinkhole and support the roadway. Those exploratory borings were performed on April 4 and the geotechnical consultant is currently analyzing the results.

As strong wind patterns persisted throughout March and early April, the City experienced several tree failures which were expeditiously responded to by the City including:
•On March 9, three Eucalyptus trees fell on the 3rd base line at Diamond 3 severely damaging the backstop, 3rd base line fence, and 3rd base dugout; structurally compromising the 3rd base bleachers; and damaging the infield light pole along 3rd base beyond repair.
oThe tree removal was completed on April 20 and staff are developing a contract with Bothman Construction to repair the fence, dugouts, bleachers, and field. The repair work is anticipated to begin in early May and take approximately 4-6 weeks to complete. •A tree fell near the Senior Center which caused a power outage to the facility and a short circuit to the traffic signal at Crystal Springs Road and Cunningham Way. oStaff are working on a solution to ensure the intersection is fully functional again. •On April 2, a Eucalyptus tree failed on the uphill slope of City property near 2306 Valleywood Drive, causing a power outage in the area.
oThe City immediately began working with the occupants, neighboring properties, PG&E, and a contractor for the tree removal. As of April 10, the Eucalyptus tree near 2306 Valleywood Drive has been removed by PG&E and the City is awaiting an estimate for additional emergency tree removal work to remove additional trees in this Eucalyptus grove on the City-owned parcel behind 2300 through 2326 Valleywood Drive.

All outstanding repairs will continue to be addressed until they are fully resolved.

As the City continues its winter storm-related recovery efforts, focus continues on reimbursement recovery for the substantial storm-related costs for the winter storms between December 24, 2022, through January 31, 2023, which, have amassed to approximately $1,000,000 as of April 24, with a large portion of it currently attributing to one project. To assist with reimbursement recovery efforts, the City has engaged with professional consulting firm, Kermani Consulting Group, to provide disaster cost recovery and grant management support for the 2023 storm disasters under the State of California Office of Emergency Services (CalOES) California Disaster Assistance Act (CDAA) and Federal Emergency Management Agency

108 of 197

Honorable Mayor and Members of the City Council
May 9, 2023

Page 3 of 3 ends

5 6
4 (FEMA) Public Assistance (PA) programs (FEMA-4683-DR-CA/CDAA 2023-01). On April 17, the City hosted a meeting with Kermani Consulting Group and several representatives from both CalOES and FEMA to further discuss the City’s storm-related infrastructure damage and determine the City’s final damage inventory list to proceed with next steps in the City’s reimbursement recovery efforts.

Municipal Code Section 2.48.050 empowers the City Manager to serve as Director of Emergency Services and San Bruno Municipal Code Section 2.48.060 empowers the Director of Emergency Services to proclaim (subject to ratification by the City Council within seven days) the existence or threatened existence of a local emergency. On January 3, the Director of Emergency Services proclaimed a Local State of Emergency. The City concurrently then activated and staffed its Emergency Operations Center on January 3, through January 12.

Since then the City continued to experience severe weather patterns that we are continuing to address, and though the City may still potentially experience residual storm-related expenses, there are no additional active threats to the City related to the late 2022 to 2023 winter storms.

Therefore, the interim City Manager, acting as the Director of Emergency Services of the City, is recommending to end the City’s Local State of Emergency declaration related to these storms.

FISCAL IMPACT:

Public infrastructure repairs for the late December 2022 and early January 2023 winter storms are currently estimated at $1,000,000. As of April 24, expenditures (i.e., staff time and other storm expenses) are totaled at approximately $1,155,364.

ENVIRONMENTAL IMPACT:

There is no environmental impact. The informational update is not considered a “Project” per CEQA Guidelines and therefore no further environmental analysis is required.

RECOMMENDATION:

Update on the City’s response efforts to the late 2022 to 2023 winter storms and consider adopting a resolution terminating the local state of emergency declared by the City in response to the late 2022 to 2023 winter storms.

ALTERNATIVES:
1) Keep the Local State of Emergency declaration open and active. 2) Direct staff to develop criteria to measure when the Local State of Emergency declaration should be terminated.

ATTACHMENTS:
1) Resolution

109 of 197

RESOLUTION NO. 2023-__

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN BRUNO TERMINATING THE LOCAL EMERGENCY DECLARED BY THE CITY IN RESPONSE TO THE LATE 2022 TO 2023 WINTER STORMS
WHEREAS, on January 4, 2023, as part of the State of California's response to address the severe winter storms related to a series of atmospheric river systems striking California, Governor Gavin Newsom declared a State of Emergency to make additional resources available and formalize emergency actions across multiple state agencies and departments; and WHEREAS, the City Manager, acting as Director of Emergency Services, declared a Local State of Emergency on January 3, 2023, in response to the late 2022 to 2023 winter storms; and
WHEREAS, the City of San Bruno may potentially still experience residual storm-related expenses, there are no additional active threats to the City related to the late 2022 to 2023 winter storms. Therefore, the City desires to terminate its Local State of Emergency.

NOW, THEREFORE, BE IT RESOLVED THAT the City Council hereby declares that the Local State of Emergency for the late 2022 to 2023 winter storms, which was declared on January 3, 2023, shall be terminated as of May 9, 2023. ---oOo---
I hereby certify that foregoing Resolution No. 2023 - ______ was introduced and adopted by the San Bruno City Council at a regular meeting on ___________, 2023, by the following vote:

AYES: Councilmembers:

NOES: Councilmembers
ABSENT: Councilmembers:

Lupita Huerta, City Clerk

110 of 197

City Council Agenda Item
Staff Report

CITY OF SAN BRUNO
DATE:May 9, 2023
TO:Honorable Mayor and Members of the City Council
FROM:Alex D. McIntyre, Interim City Manager
PREPARED BY:Peter Gilli, Community and Economic Development Director SUBJECT: Consider Adoption of a Resolution Authorizing the City Manager to Execute a Memorandum of Understanding With the County of San Mateo for the Multijurisdictional Safety Element Project in an Amount Not to Exceed $156,964 and Authorizing Payments Per Payment Option Three for the Preparation of the City of San Bruno General Plan Safety Element BACKGROUND:

The City of San Bruno’s General Plan Safety Element was last updated in 2009 and is required to be updated pursuant to state law. A safety element is a required component of the city’s general plan, and recent changes to State law require local jurisdictions to update their safety elements when the housing element is updated. Specifically, the main components of the safety element update will include:

1. Updated background information and mapping on hazardous conditions and evacuation concerns;

2. A vulnerability assessment that considers how climate change may affect natural hazards in the community, and the effects on populations and assets;

3. Amendments to goals, policies, objectives, and implementation measures, especially as they relate to climate change resiliency; and

4. Alignment of programs from applicable City and County planning documents and State resources.

In recent years, the complexity of safety elements has increased along with increasing State requirements, more sophisticated mapping, and expanded community outreach based on higher levels of public interest in climate change and hazard planning. In late 2021, several agencies in San Mateo County expressed interest in collaborating on an update of their respective safety elements. The cities, towns and County in San Mateo have a history of collaboration and resource sharing on regional initiatives, including a Multijurisdictional Local Hazard Mitigation Plan (MJLHMP) which was completed in December 2021 providing baseline information for the safety element updates.

This project will update the safety elements of the County of San Mateo and six participating San Mateo County municipalities (Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, and San Bruno) to comply with latest requirements for safety elements, as described above and codified at Government Code 65302. The cities of Brisbane and Pacifica are also participating in a few tasks, like the vulnerability analysis, but are not requesting a complete

111 of 197

Honorable Mayor and Members of the City Council
May 9, 2023

Page 2 of 4 ends

safety element update.

DISCUSSION:

On September 6, 2022, the County of San Mateo Planning and Building Department released a Request for Proposals (RFP) for the Multijurisdictional Safety Element Project. The Department received two proposals in response to the RFP. The evaluation and selection committee determined the proposal submitted by PlaceWorks to be the most suitable based on the overall criteria of project understanding, qualifications of the consulting team, relative project experience, project approach and methodology, and proposed cost. PlaceWorks has extensive experience with creating General Plan, Safety Elements, and local hazard mitigation plans throughout California. Recently, PlaceWorks completed safety elements, vulnerability assessments, and/or climate adaptation plans for Santa Barbara County (2022) and the following other Bay Area communities: City of San Mateo, Contra Costa County, Solano County, Orinda, Lafayette, Benicia, Dixon, Rio Vista, Suisun City, Vacaville, Vallejo, Santa Rosa, and Windsor. PlaceWorks also has experience supporting a multijurisdictional safety element process in Solano County.

The scope of work for this project includes thoughtful approaches to community engagement and equity. PlaceWorks has partnered with Climate Resilient Communities, a local nonprofit, to help lead engagement and outreach to community groups and hard to reach community members, and to provide equity reviews of work products. Climate Resilient Communities is a community-based organization dedicated to serving the underrepresented through empowering community voices to implement climate solutions that bring about unity and resilience.

Community Planning Collaborative (formerly Baird + Driskell Community Planning) has acted as the project manager for the Safety Element Collaborative Project through the Collaborative’s initial formation and the RFP process, ensuring that the voice of each participating agency is heard, and their needs addressed. To date, Community Planning Collaborative acted as project manager through their role as lead consultant for the 21 Elements Project. 21 Elements was originally created to assist San Mateo County jurisdictions (20 cities and the county) with required Housing Element updates and has now expanded to assist with other General Plan element updates.

Obligations of Participating Agencies
Each participating agency will enter into a Memorandum of Understanding (MOU) with San Mateo County to participate in the Safety Element Collaborative. The MOUs outline the services to be performed by the consultants and set forth the participating agency’s contribution toward the costs of the consultant services. All participating jurisdictions will have a staff member representing their agency on a Collaborative Steering Committee. This committee will oversee the progress of the project and will provide input on the project direction/issues.

Each participating agency is responsible for funding their portion of the agreement with Community Planning Collaborative.

The San Mateo County Planning and Building Department will serve as the fiscal agent for the Safety Element Collaborative. As fiscal agent, San Mateo County will enter into agreements with the designated consultants and will pay consultant invoices using deposits from all participating

112 of 197

Honorable Mayor and Members of the City Council
May 9, 2023

Page 3 of 4 ends

agencies.

Additional partners in the Safety Element Collaborative Project include the San Mateo County Office of Sustainability and San Mateo County Department of Emergency Management. A key stakeholder for this collaborative is OneShoreline, the San Mateo County Flood and Sea Level Rise Resiliency District. OneShoreline will be a valuable resource for collaboration, clarification, and input on several aspects of this project.

For the City of San Bruno, the Safety Element update will involve numerous departments: City Manager’s Office, Community and Economic Development, Fire Department, Police Department, Public Works, and Community Services.

The Safety Element update will be a multi-year process, with the PlaceWorks agreement with the County from extending from June 2023 to June 2026.

FISCAL IMPACT:

The County’s contracts with PlaceWorks and Community Planning Collaborative are for an amount not to exceed $1,224,016 and $92,400, respectively. With contingencies included, the City’s portion is $156,964. The County is offering three payment options in one, two or three fiscal years. Staff is recommending payment option three of the MOU, which would spread payments over three fiscal years with a 20% contribution by June 1, 2023, 60% by August 1, 2023, and the remaining 20% by August 1, 2024. Below is a chart illustrating the City’s portion of the costs as outlined above.

Table 1: City of San Bruno – Proportionate Share of Cost

SAFETY ELEMENT CONSULTANT
Placeworks Team

Base Contract $118,475
Additional scope items (public meetings/technical support) $1,714 CEQA Contingency $12,821
General Contingency $12,019
Subtotal $145,029

PROJECT MANAGER
Community Planning Collaborative – 21 Elements

Subtotal $11,935
TOTAL COST $156,964
The City FY2022-23 operating budget includes a budget appropriation of $95,000 from the City’s General Plan Maintenance Fund available for this effort. This is a restricted revenue fund that contains revenues from the fee assessed on building permits for the purposes of updating the City’s General Plan. On February 28, 2023, the City Council adopted a resolution approving a mid-year budget amendment for the FY2022-23 operating budget that included an authorization of $60,500 from the City’s General Plan Maintenance Fund for this effort. At this time, the total authorized budget is $155,000. The CED Department has sufficient funds available in the FY2022-23 operating budget to fund the additional $1,964 expenditure.

113 of 197

Honorable Mayor and Members of the City Council
May 9, 2023

Page 4 of 4 ends

ENVIRONMENTAL IMPACT:

City Council’s action on the MOU has been determined not to be a project subject to the California Environmental Quality Act (CEQA) because it reflects general fiscal and administrative activity of the city that does not commit the city to any specific project that may have an impact on the environment. Further, the safety element itself will be subject to appropriate CEQA review for consideration at the time adoption of the safety element is considered. Thus, City Council’s present action on the MOU is not considered a “Project” per CEQA Guidelines and therefore no further environmental analysis is required at this time.

RECOMMENDATION:

Adopt a Resolution Authorizing the City Manager to Execute a Memorandum of Understanding (MOU) with the County of San Mateo County for the Multijurisdictional Safety Element Project in an Amount Not to Exceed $156,964 and authorizing payments per payment option three of the MOU for the preparation of the City of San Bruno General Plan Safety Element.

ALTERNATIVES:

The City Council could choose to not authorize the City Manager to execute the MOU. This alternative would require the City to prepare an RFP and hire a consultant to prepare the safety element for the city. Administrative time and consultant costs for this alternative is estimated to be at least twice the cost of this multijurisdictional approach.

ATTACHMENTS:

1. Resolution

2. MOU with exhibits:

Exhibit A – Project Contributions by Agency
Exhibit B – PlaceWorks - Scope of Work and Fee Proposals Exhibit C – Community Planning Collaborative – Scope of Work and Fee Proposal

114 of 197

RESOLUTION NO. 2023-____

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN BRUNO

AUTHORIZING THE CITY MANAGER TO EXECUTE A MEMORANDUM

OF UNDERSTANDING WITH THE COUNTY OF SAN MATEO FOR A

MULTIJURISDICTIONAL SAFETY ELEMENT PROJECT IN AN
AMOUNT NOT TO EXCEED $156,964 AND AUTHORIZING PAYMENTS

PER PAYMENT OPTION THREE
WHEREAS, the cities, towns and County of San Mateo have a strong history of collaboration and resource sharing on various planning studies and initiatives, including a new initiative to participate in the Multijurisdictional Safety Element Project (“Project”); and, WHEREAS, recent changes to State law require local jurisdictions to review and update their safety elements of the general plans to address climate adaptation and resiliency strategies, fire hazards, flood hazards, and evacuation routes; and, WHEREAS, nine (9) jurisdictions in San Mateo County have formed a Safety Element Collaborative to address the legal requirements to update safety elements and to share analysis and resources for greater efficiency for the jurisdictions participating in this collaborative effort; and,
WHEREAS, seven (7) of the jurisdictions will participate in the Project’s full scope of work (Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, San Mateo County), and two (2) of the jurisdictions will participate in certain tasks (Brisbane, Pacifica); and, WHEREAS, for the seven jurisdictions participating in the Project’s full scope of work, a legally compliant safety element will be produced; and, WHEREAS, through a competitive Request for Proposals (RFP) process facilitated by San Mateo County, PlaceWorks, Inc. (“Contractor”) was identified as the preferred firm to provide consulting services for the development and outreach associated with the Project; and, WHEREAS, Community Planning Collaborative, the consulting firm for the prior 21 Elements Project, has served as the project manager (“Project Manager”) for the Safety Element Collaborative through the Collaboratives’ initial formation and the RFP process to ensure the voice of each participating agency is heard and their needs addressed; and WHEREAS, Community Planning Collaborative will continue to serve as Project Manager for the Safety Element Collaborative for the duration of the Project; and WHEREAS, the County will serve as fiscal agent for the Project and will enter into contracts with PlaceWorks, Inc. and Community Planning Collaborative and oversee the payment of invoices on behalf of the participating agencies; and WHEREAS, each participating agency will execute a Memorandum of Understanding (MOU) with the County outlining the roles of each participating agency, the County, the consultants, and the funding obligations for the Project; and,

115 of 197

2 1
6 6
2 WHEREAS, this action has been determined not to be a project subject to the California Environmental Quality Act (CEQA) because it reflects general fiscal and administrative activity of the City that does not commit the City to any specific project that may have an impact on the environment. Further, the safety element itself will be subject to appropriate CEQA review for consideration at the time adoption of the safety element is considered. Thus, City Council’s present action on the MOU is not considered a “Project” per CEQA Guidelines and therefore no further environmental analysis is required at this time.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL that the City Manager is hereby authorized to execute a Memorandum of Understanding with San Mateo County to join the Multijurisdictional Safety Element Project with consultant support from PlaceWorks, Inc. and Community Planning Collaborative for the term of June 15, 2023 through June 15, 2026 with a total obligation not to exceed $156,964, which shall be paid to the County pursuant to paragraph IV.a.(3) of the MOU as follows: 20% of its contribution by June 1, 2023, 60% by August 1, 2023, and the remaining 20% by August 1, 2024.

NOW, THEREFORE, BE IT FURTHER RESOLVED BY THE CITY COUNCIL that the City Manager, in consultation and with agreement between the County and other participants, is authorized to make minor changes to the MOU that may be necessary to ensure consistency, accuracy and clarification across all of the participating jurisdictions.

Dated: May 9, 2023
-o0o-
I, Lupita Huerta, City Clerk, do hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the City of San Bruno this 9 th day of May 2023 by the following vote:

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers:

ATTEST:

Lupita Huerta, City Clerk

116 of 197

1 1
6 6
3 MEMORANDUM OF UNDERSTANDING
Between

SAN MATEO COUNTY PLANNING AND BUILDING DEPARTMENT
and

THE CITY OF SAN BRUNO
for the

MULTIJURISDICTIONAL SAFETY ELEMENT PROJECT
This Memorandum of Understanding (“MOU”), effective the 15th day of June, 2023 is entered into by and between the County of San Mateo (“County”) and the City of San Bruno (“Agency”), together referred to herein as the "Parties." WHEREAS, the County and cities and towns in San Mateo County have a strong history of collaboration and resource sharing on various planning studies and initiatives, including a new initiative to participate in the Multijurisdictional Safety Element Project (“Project”); and
WHEREAS, recent changes to State law require local jurisdictions to review and update the safety elements of their general plans to address climate adaptation and resiliency strategies, fire hazards, flood hazards, and evacuation routes; and WHEREAS, nine (9) jurisdictions in San Mateo County have formed a Safety Element Collaborative (“Collaborative” and “Collaborative Partners”) to address the legal requirement to update safety elements and to share analysis and resources for greater efficiency for the jurisdictions participating in this collaborative effort; and WHEREAS, seven (7) jurisdictions will participate in the full project scope of work (Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, San Mateo County), and two (2) jurisdictions will only participate in certain tasks (Brisbane, Pacifica); and
WHEREAS, for those agencies participating in the Collaborative’s full scope of work, a legally compliant safety element will be produced; and WHEREAS, through a competitive RFP process facilitated by San Mateo County,

117 of 197

2 1
6 6
3 PlaceWorks (“Contractor”) was identified as the preferred firm to provide consulting services for the Project for tasks such as community engagement, the vulnerability assessment, and drafting updated safety elements; and
WHEREAS, Community Planning Collaborative, the consulting firm for the 21 Elements Project, has served as the project manager (“Project Manager”) for the Safety Element Collaborative through the Collaboratives’ initial formation and the RFP process to ensure the voice of each participating agency is heard and their needs addressed; and WHEREAS, Community Planning Collaborative will continue to serve as the Project Manager for the Safety Element Collaborative for the duration of the Project; and WHEREAS, the County will serve as the fiscal agent for the Project; and WHEREAS, the total cost of the Project is $1,316,416 and the Agency’s contribution is $156,964; and
WHEREAS, the County and Agency desire to enter into this MOU to memorialize the understanding that the Parties will work cooperatively to implement and fund the Project in accordance with Exhibits A, B and C.

NOW, THEREFORE, BE IT RESOLVED that the County and Agency agree as follows:

I. PURPOSE
The purpose of this MOU is to memorialize the understanding between the County and Agency that (1) the Agency wishes to participate in the Multi-Jurisdictional Safety Element Project, (2) the Agency wishes to utilize the Contractor and the Project Manager as the consulting team, and (3) the County will serve as the fiscal agent to facilitate the Project.

II. EXHIBITS
The following exhibits are attached to this MOU and incorporated into this MOU by this reference:

Exhibit A – Project Contributions by Agency
Exhibit B – PlaceWorks - Scope of Work and Fee Proposals

118 of 197

3 1
6 6
3 Exhibit C – Community Planning Collaborative – Scope of Work and Fee Proposal
III. ROLES AND RESPONSIBILITIES
a. The County will serve as the Fiscal Agent for the Project and will enter into separate agreements with Contractor and Project Manager. The County will review and process payments and invoices on behalf of the Collaborative Partners to the consultants pursuant to the terms of the relevant consulting agreements.
b. The Agency will provide funding as set forth in Exhibit A for the Project and will participate in obligations identified in the Scope of Work in Exhibit B, including participating in the overall plan development and implementation. c. Community Planning Collaborative will serve as Project Manager and will manage and implement all aspects of the Project, in accordance with the Scope of Work set forth in Exhibit C.
d. PlaceWorks will serve as Contractor and will carry out the tasks described in the Scope of Work set forth in Exhibit B.

IV. FUNDING AND METHOD OF PAYMENT
a. Agency agrees to pay the County for the Agency contribution identified in Exhibit A of this MOU. The Agency agrees to pay the County either (1) 100% of its contribution by July 15, 2023, (2) 50% of its contribution by July 15, 2023 and the remaining 50% by September 15, 2023, or (3) 20% of its contribution by July 15, 2023, 60% by September 15, 2023, and the remaining 20% by August 1, 2024.

The Agency will notify the County of its payment selection upon execution of this MOU.

1. The Contractor will submit invoices to the Project Manager on a monthly basis for Project activities. A brief narrative progress report shall be included with each invoice. The Project Manager will review the Contractor’s invoices and submit the invoices to the County for payment.

2. The Project Manager will submit the Project Manager’s invoices and brief narrative progress reports to the County on a monthly basis for review and payment.

3. The Contractor and Project Manager will provide a quarterly accounting of invoices, charged and remaining funds for each Collaborative Partner to the County and Agency.
b. The County and Agency each agree they are not entitled to reimbursement of costs incurred while performing obligations as set forth in Section III, Roles and Responsibilities.
c. In the event that the actual costs of completing the scopes of work, as set forth in Exhibits B and C, exceed the budgets set forth in Exhibits B or C, respectively, the Collaborative Partners, including the County and Agency, will confer and agree either to reduce the relevant scope of work and/or to provide additional

119 of 197

4 1
6 6
3 funding subject to further written mutual agreement of the Parties. The Collaborative Partners agree to use best efforts in such case to reach resolution without causing a Project delay.
d. At the conclusion of the Project, the Project Manager will submit a final accounting to each Collaborative Partner with any remaining funds returned to each Collaborative Partner or a final invoice if required.

V. TERM
This MOU shall be effective from June 15, 2023 to June 15, 2026, unless terminated sooner pursuant to Section XIII.

VI. AMENDMENTS
The Agency contact, or designee, is authorized to make minor modifications to the scopes of work in Exhibits B and C, in consultation with the Project Manager and County, to respond to necessary changes as the Project evolves as long as the Project cost does not exceed the total approved cost estimate in Exhibit A. Such minor modifications to the scopes of work shall be documented in writing, but shall not require an amendment to this MOU.

This MOU can be amended, modified, or supplemented only in writing(s) signed by both Parties. No oral understanding or agreement not incorporated herein will be binding on either of the Parties.

VII. INDEMNIFICATION
a. It is agreed that Agency shall defend, hold harmless, and indemnify County and its officers, employees, agents, and servants from any and all claims, suits, or actions of every name, kind, and description brought by a third party which arise out of the terms and conditions of this MOU (collectively, “Claims”); provided that such Claims are the direct result from the acts or omissions of Agency and/or its officers, employees, agents, and servants.
b. Agency shall defend, hold harmless, and indemnify County from and against any and all claims for wages, salaries, benefits, taxes, and all other withholdings and charges payable to, or in respect to, Agency’s representatives for services provided under this MOU.
c. It is agreed that County shall defend, save harmless, and indemnify Agency and its officers, employees, agents, and servants from any and all claims, suits, or actions of every name, kind, and description brought by a third party which arise out of the terms and conditions of this MOU and which result from the acts or omissions of County and/or its officers and employees, agents and servants. d. The duty of each party to defend, hold harmless, and indemnify the other as set forth herein shall include the duty to defend as set forth in Section 2778 of the California Civil Code.

120 of 197

5 1
6 6
3 e. In the event of concurrent negligence (or intentional/reckless acts) of County and/or its officers and employees, on the one hand, and Agency and/or its officers, employees, agents, and servants, on the other hand, then the liability for any and all claims for injuries or damage to persons and/or property which arise out of terms and conditions of this MOU shall be apportioned according to the California theory of comparative fault.
f. This indemnification will survive termination or expiration of this MOU.

VIII. NOTICES
a. All notices and communications deemed by either party to be necessary or desirable must be in writing and may be given by personal delivery to a representative of the other party or by mailing the same, postage prepaid, addressed as follows:

If to the County:

San Mateo County Planning & Building Department
455 County Center
2nd Floor
Redwood City, CA 94063
Steve Monowitz, Director of Community Development
650/363-1861; [email protected]
If to the Agency:

City of San Bruno Community & Economic Development Department 567 El Camino Real
San Bruno, CA 94066
Peter Gilli, Director of Community & Economic Development 650/616-7039
b. The address to which mailings may be made may be changed from time to time by notice mailed as described above. Any notice given by mail will be deemed given on the day after that on which it is deposited in the United States Mail as provided above.

IX. INDEPENDENT CONTRACTOR
The Parties agree and understand that the work/services performed by either of the Parties or any consultant retained by either of the Parties under this MOU are performed as independent contractors and not as employees or agents of the other party. Nothing herein will be deemed to create any joint venture between the County and Agency or any employment relationship between Agency and County, Contractor and Project Manager.

X. SUCCESSORS AND ASSIGNS

121 of 197

6 1
6 6
3 Neither party will assign, transfer, or otherwise substitute its interest in this MOU, nor its obligations, without the prior written consent of the other party. All obligations created under this MOU will be binding on, and the rights established herein will inure to the benefit of, any successors or assigns of the Parties.

XI. COMPLIANCE
The Parties must comply with any and all laws, statues, ordinances, rules, regulations, or requirements of the federal, state, and local governments, and any agency thereof, which relate to or in any manner affect the performance of this MOU.

XII. DISPUTE RESOLUTION
The Parties agree to work together in good faith to resolve any dispute arising from this MOU and agree to refer any dispute not resolved within 30 days to the County’s Community Development Director and Agency’s Planning Director for resolution. In the event resolution cannot be reached, the Parties may submit the dispute to mediation by a neutral party mutually agreed to by the Parties prior to initiating any formal action in court.

XIII. TERMINATION
Either Party may terminate this MOU with or without cause upon 30 days' prior written notice. If either Party terminates this MOU with or without cause, the Agency will be responsible for its pro rata share of costs incurred by the County or the County’s Project consultants up through the effective date of termination.

XIV. SEVERABILITY
If any provision of this MOU is be deemed invalid or unenforceable by a court of competent jurisdiction, that provision will be reformed and/or construed consistently with applicable law as nearly as possible to reflect the original intentions of this MOU; and in any event, the remaining provisions of this MOU will remain in full force and effect.

XV. GOVERNING LAW
This MOU will be governed by the laws of the State of California as applied to contracts that are made and performed entirely in California.

XVI. NO WAIVER
No waiver of any default or breach of any covenant of this MOU by either party will be implied from any omission by either party to take action on account of such default if such default persists or is repeated. No express waiver will affect any default not specified in the waiver, and the waiver will be operative only for the time or extent stated. The consent or approval by either party to or of any act by either party requiring further consent or approval will not be deemed to waive or render necessary consent or approval to any subsequent, similar acts.

122 of 197

7 1
6 6
3 IN WITNESS WHEREOF, the Parties have executed this MOU as follows:
[AGENCY NAME]
By: ____________________________
Alex McIntyre, Interim City Manager
ATTEST:

By:________________________________
Lupita Huerta, City Clerk
APPROVED AS TO FORM:

By: ____________________________
Trisha Ortiz, City Attorney

SAN MATEO COUNTY
By: ____________________________
David Pine, President, Board of
Supervisors, County of San Mateo
ATTEST:

By:_________________________________
Michael Callagy, Clerk of Said Board
APPROVED AS TO FORM:

By: ____________________________
Melissa Andrikopoulos, Deputy County
Attorney

123 of 197

8 1
6 6
3 EXHIBIT A

PROJECT CONTRIBUTIONS BY AGENCY
City OF SAN BRUNO– TOTAL COST

SAFETY ELEMENT CONSULTANT
Placeworks Team
Base Contract $118,475
Additional scope items (public meetings/technical support) $1,714 CEQA Contingency $12,821
General Contingency $12,019
Subtotal $145,029

PROJECT MANAGER
Community Planning Collaborative – 21 Elements
Subtotal $11,935
TOTAL COST $156,964

124 of 197

9 1
6 6
3 EXHIBIT B

PLACEWORKS SCOPE OF WORK AND FEE PROPOSALS
*See Exhibits A AND B to the agreement between the County of San Mateo and PlaceWorks, Inc., incorporated herein by this reference*

125 of 197

10 1
6 6
3 EXHIBIT C

COMMUNITY PLANNING COLLABORATIVE SCOPE OF WORK AND FEE

PROPOSAL

126 of 197

Multi-Jurisdictional Safety
Element Update
for the County of San Mateo
February 9, 2023 | Revised Proposal for Services

127 of 197

Multi-Jurisdictional Safety
Element Update
for the County of San Mateo
February 9, 2023 | Revised Proposal for Services
ORANGE COUNTY • BAY AREA • SACRAMENTO • CENTRAL COAST • LOS ANGELES • INLAND EMPIRE www.placeworks.com
Prepared By: PlaceWorks
2040 Bancroft Way, Suite 400
Berkeley, California 94704
t 510.848.3815
In Association with:

Atlas Planning Solutions
Nexus Planning & Research
Climate Resilient Communities

128 of 197

Technical
Proposal

129 of 197

Proposal for Services • PLACEWORKS 3

TECHNICAL PROPOSAL
Understanding and Approach
California residents understand that natural hazards are an inescapable and inherent character of our state, and San Mateo County is no exception. Lakes and streams regularly shrink and swell in cycles of drought and downpours, hills and forests turn dry a nd burn, and the ground occasionally shakes and rumbles. As a background of all of this, the consequences of global climate change alter our expectations of normality, changing the frequency and intensity of many of our natural hazards, often with increasi ngly severe effects.

We cannot ignore these hazardous conditions, nor can we completely eliminate the risk they pose. The continued success of San Mateo County, as with the rest of our region and state, depends on finding ways to adapt to these conditions and increase our resilience to their harmful effects. We can reduce the chance of these hazards occurring, design our physical and social systems to resist their effects, and plan for rapid, effective responses and recovery when they do inevitably happen. The Safety Element of each jurisdiction’s General Plan serves as a comprehensive framework and foundation for
community resilience with goals, policies, and programs that address safety issues in the community, providing
opportunities to build community r esilience throughout all phases of the emergency management cycle.

The PlaceWorks team understands that nine jurisdictions in San Mateo County have formed a Safety Element Collaborative (Collaborative) for a coordinated up date of their Safety Elements (or in the case of Brisbane and Pacifica, selected aspects of the Safety Element). The Collaborative includes the County of San Mateo and the Cities of Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pa cifica, and San Bruno (also referred to as Participating Agencies or Participating Jurisdictions). The updated Safety Elements should be responsive to all applicable State laws and pertinent public safety issues, including climate change, the intersection between risks and equity, and evacuation access. For many of these communities , there is a significant amount of overlap in the types of hazard conditions they must address (refer to Table 1 ). In addition, they should integrate with other safety -related planning efforts, including the recently updated Multijurisdictional Local Hazard Mitigation Plan, local emergency operation plans, and climate adaptation plans , and comprehensively address both short -term and long-term safety and resilience issues.

Disaster
Response
RecoveryMitigation
Preparation
The emergency management cycle

130 of 197

Technical Proposal
4 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update Table 1. Participating Jurisdictions and Hazards of Concern Jurisdiction
Scope
Participation
Hazards of Concern
Dam
Inundation
Evacuation
Concerns Flooding Geologic-
Landslides
Geologic-
Liquefaction
Sea
Level
Rise
Tsunami
Wildfire

CAL FIRE
review
San Mateo
County
Full        
Atherton Full    
Belmont Full ex. SB 99        
Brisbane VA & Maps      
Burlingame Full      
East Palo
Alto
Full      
Half Moon
Bay
Full        
Pacifica VA & Maps      
San Bruno Full      
Tailored Holistic Planning
While recognizing the importance of having safety elements that are tailored to each community, the PlaceWorks team understands that these elements must mesh and sync up with each other to create a unified framework to public safety and resilience as much as possible. The successful efforts of OneShoreline illustrate how effective a county -wide approach can be when it comes to policy frameworks, capital projects, educational efforts, and data sharing, among others. Although not all jurisdictions in San Mateo County are participating in this project, we still intend to pursue cross -boundary analyses and solutions that can help inform surrounding communities and which other communities may be able to join later. For example, unincorporated San Mateo County, Half Moon Bay, and Belmont include very high fire hazard severity zones.

As feasible, a unified approach to reduce the risks to new and existing development in these zones can help ensure increased protection across community limi ts and make sure these Participating Jurisdictions are prepared for any future fires.

The PlaceWorks team understands that despite the relatively close proximity of the nine Participating Jurisdictions, there are substantial differences between these communities. These differences include physical distinctions, such as terrain and distribution of land uses; socioeconomic differences among community residents, such as income; a range of community characteristics, including quality and age of housing stock; exposure to different hazards and safety issues; and numerous other factors.

131 of 197

Proposal for Services • PLACEWORKS 5

We know that this project cannot be approached as a single Safety Element distributed to each community.

Each community must receive analyses, policies, community engagement st rategies, and other resources as part of their Safety Element that is uniquely prepared for that community’s needs. Pacifica’s vulnerabilities are different from Belmont’s, and many policy solutions that work for East Palo Alto are not likely to be applicable to Atherton. We pride ourselves on working with municipal agency staff, community -based organizations (CBOs), and other local experts to better understand the unique challenges and opportunities facing each community, allowing us to prepare plans that are specifically suited to each jurisdiction and not cookie-cutter “one-size-fits-all” documents.

Assessing Vulnerability Through an Equity Lens
The PlaceWorks team is aware that acknowledging and helping to correct inequities is a key principle of this planning effort, and this is a topic we are eager to address. Our team understands the nexus between equity and resilience, recognizing that lack of access to secure housing, financial resources, healthcare and education, decision -making, and numerous other consequences of systemic injustices and marginalization make an individual or a group more likely to be harmed by natural hazards and their consequences, both directly and indirectly. Many populations in the Participating Jurisdictions have experienced suc h discrimination and vulnerability, and we see a key part of our role as learning from their experiences and using our understanding of equity issues to elevate their needs and priorities.

Part of our understanding of equity, disproportionate impacts, and vulnerability is knowing the different forms that these issues take. There are numerous factors that contribute to vulnerability, and we want to make sure that the updated S afety Elements comprehensively address these issues. For example, it is well known that income and other financial resources are one of the biggest determinants of resilience. Higher - income persons can more easily afford to rehabilitate and harden their homes, pa y for protective resources, absorb temporary loss of income from hazard -related impacts, relocate to less vulnerable areas, and take many other steps to reduce their vulnerability. However, this does not mean that wealthy individuals may not also be vulnerable to the effects of natural hazards. In a county where the median income for a family of four is $166,000, factors such as overpaying for housing, overcoming obstacles to home ownership (e.g., lack of affordable homes, saving for down payment), and over crowding can contribute substantially to vulnerability. Social isolation, access and functional needs, chronic health conditions, and many other factors also make an individual more sensitive to natural hazards regardless of their financial resources. A ke y goal of these Safety Element updates will focus on working with community members, CBOs, and jurisdiction staff to ensure that these plans include a comprehensive understanding of vulnerability that accurately reflects • Brisbane: 4,850
• Unincorporated
San Mateo
County: 129,270
Population
• East Palo Alto:
$83,510
• Atherton: Over
$250,000
Median
household
income
• Half Moon Bay:
49%
• San Bruno: 84%
Percentage of
houses built
before 1980

132 of 197

Technical Proposal
6 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update the very real needs and priorities of the most at -risk groups, while also not excluding those who may not be considered “traditionally” vulnerable but who may still suffer disproportionate impacts.

County-wide income limits for a household of four and median household income.

Taking the Long View
Under recent changes to State law, safety elements must be reviewed and updated (as needed) at least every eight y ears. Despite this, safety elements must continue to provide a framework for long -term safety and resilience. While they can (and should) include relevant short- term actions, as a part of the General Plan, a safety element should traditionally support comm unity action for 15 to 30 years. However, the PlaceWorks team understands that this historic horizon is no longer sufficient in the era of climate change, and that our communities should be planning for conditions decades in the future. We know that a building or piece of critical infrastructure constructed during the eight- year active period of these safety elements may still be operational by 2100. For example, Census data shows that approximately 11 percent of the houses in San Mateo
County were construc ted before 1940, long before the
advent of modern building codes, safety standards, or
many of the other land use planning tools that inform
today’s deve lopment. Meanwhile, consider that State
guidance recommends planning for at least 84 inches of
sea level rise by 2100, a level that would cause significant inundation in parts of Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San B runo, and the unincorporated county, and would likely create impacts in $0 $50,000 $100,000 $150,000 $200,000 $250,000
Acutely
low
Extremely
low Very low Low Moderate
Above
moderate
East Palo
Alto
County average, San
Bruno, and Brisbane
Belmont Atherton
Pacifica and
Half Moon Bay
2100 sea level rise projections in East Palo Alto, according to Adapting to Rising Tides modeling.

Burlingame

133 of 197

Proposal for Services • PLACEWORKS 7
all other communities. We understand the importance of planning our communities now to account for long- term future conditions, helping to ensure that future generations, including the infrastructure and critical facilities that they rely on, are out of harm’s way as much as possible and are prepared for hazard events.

Inclusive Community Engagement
Any plan must have support from the community, or its success is in jeopardy. The PlaceW orks team understands the importance of building community backing for the Safety Element updates. Our approach to community engagement for comprehensive planning and resilience projects ensures that community member concerns, goals, priorities, and values are elevated in the Safety Element updates and made central to their intent. Our approach to public engagement emphasizes the importance of conducting outreach to as broad a segment of the community as possible, including to people who historically have not participated in community planning efforts. This includes using a range of in- person and virtual engagement approaches and tools, using interactive and compelling ways to gather community feedback, and making information available to community members in plain, easy -to-understand ways to help support informed participation.

Critically, we intend to collaborate very closely with CBOs and jurisdictions ’ staff to understand how best to reach out to community members, to learn what strategies have been successful in the past, as well as what’s working well now in similar projects in Participating Jurisdictions, and to improve the engagement process.

We also intend to collaborate with CBOs and jurisdiction staff to conduct outreach in other languages, as necessary.

Feasible Implementation
We cannot overstate the importance of implementation, and as many of our staff are former public jurisdiction staff themselves, the PlaceWorks team understands that a plan that only sits on the shelf is of no value to anyone regardless of how nicely it reads or how well it was put together. It is critical that the strategies in the Safety Elements be appropriate and feasible for the communities, including that they can be implemented with available staff time, funding levels, and other resources. Right n ow, there are numerous opportunities to fund safety, resilience, and adaptation work coming from regional, state, and federal sources, as well as private organizations. We plan to prepare Safety Elements that help to best position the Participating Jurisdictions to secure these funds and take advantage of other emerging resources that can support these efforts.

134 of 197

Technical Proposal
8 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update Scope of Work
PlaceWorks supports the work program presented in the Request for Proposals (RFP) with minor modifications. The work program described in this section includes all tasks identified in the RFP plus an additional sub task for project management and coordination with the Community Planning Collaborative (CPC) Project Manager in Task 1 and small modifications to combine sub tasks. Task 1, project coordination and communication, is an ongoing task. Task 2, community engagement and equity approach, will occur throughout the process with targeted outreach or touchpoints at key points in the process. Tasks 3 through 10 will occur sequentially as each task builds up to the final review and approval of the Safety Element.

Our Scope of Work presents our proposed approach to the project; however, we look forward to discussing the approach with the Collaborative and adjusting it as needed to support achievement of the project goals.

We recognize that not all Participating Agencies will participate in all tasks. Our understanding of agency participation by task is shown in Table 2.

Table 2. Participating Agency Participation by Task
Participating Agency Participation by Task
1 2 3 4 5 6 7 8 9 10
Atherton         
Belmont          
Brisbane    
Burlingame         
East Palo Alto         
Half Moon Bay          
Pacifica   
San Bruno         
Unincorporated San
Mateo County
         

135 of 197

Proposal for Services • PLACEWORKS 9
Task 1. Project Coordination and Communication

1.1 Collaborative Steering Committee
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.

The PlaceWorks team will participate in meetings with the Collaborative Steering Committee throughout the project. As noted in the RFP, we anticipate this Collaborative will include participation by at least one representative from each Par ticipating City and San Mateo County , in addition to the CPC Project Manager and staff the PlaceWorks team .

Meetings of the Collaborative Steering Committee will be opportunities to share information, provide feedback at key points in the process, discuss options and opportunities for community engagement , and review approaches to addressing key hazards of concern.

As part of the project kick -off meeting, we propose to review the project schedule and identify topics, key project milestones, and opportuniti es to engage the Collaborative Steering Committee. Some topics, like community engagement, will likely occur on each meeting agenda, though the time needed will vary by phase of the project. For scoping purposes, we anticipate up to nine (9) meetings by vi deo conference with the Steering Committee .

PlaceWorks will develop the meeting approach and draft agenda in collaboration with the CPC Project Manager and prepare deliverables and presentation materials for each meeting. PlaceWorks and the CPC Project Man ager will identify key decisions and discussion items for each agenda. PlaceWorks will review meeting materials with the CPC Project Manager before distribution to the Committee members. After each meeting, the CPC Project Manager will prepare and distribu te a high -level summary of key points, action items, decisions, and next steps. PlaceWorks understands the CPC Project Manager will facilitate each meeting and that the PlaceWorks team will lead presentation and discussion of our work products during the meeting. All meetings will be held online through Zoom.

Our scope for this task assumes the CPC Project Manager will lead the formation and overall coordination of this Committee and serve as the Committee’s primary point of contact. At the time of project initiation, the Committee and PlaceWorks will confirm the preferred option(s) for sharing files, either through email or through a file -sharing site that is accessible by all Committee members.

1.2 Participating Agency Technical Advisory Committees and 1x1 Support Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.

Each Participating Agency has the option to create a Technical Advisory Committee (TAC) to provide topi c- specific feedback and guidance on the development of their jurisdiction’s Safety Element. TACs may include staff representatives from planning, building, public works, emergency management, parks, police/sheriff, Collaborative Steering
Committee Members
Project Manager:

Community Planning
Collaborative (CPC)/21
Elements
Representatives from 8
Participating Cities and
County of San Mateo Dept.
of Planning & Building and
Office of Sustainability
Consultant Team

136 of 197

Technical Proposal
10 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update fire, city manager/county executive’s off ice, and other departments as identified by the Participating Agency.

Each TAC will be coordinated by the key staff from the Participating Agency who will use materials prepared by PlaceWorks to support the ir discussions and decisions.

The role of the TAC is to support preparation of the Safety Element Update and to provide community - specific expertise and background to the project team. We recommend TACs review interim and draft project deliverables and provide important feedback to the PlaceWorks team . An example of an interim deliverable is the review of draft lists of populations, hazards, and assets and confirmation of mapped data that will be used to inform the key task of vulnerability scoring. This interim deliverable leads to the main task of conducting a Vulnerability Assessment. It will be important to the success of the Safety Element for Participating Agency staff with direct knowledge and local expertise to contribute to the project. Most meetings will be to ensure key tasks are moving forward and producing locally appropriate results, although some meetings might need to be reserved for focused i ssue-specific discussions, like wildfire or flooding.

Some of the work of the TAC can be done through email and may not require an in -person or virtual meeting of all members. We recommend a brief kick -off for each TAC that include s a review of the project schedule and roles and responsibilities to set expectations. The formation and role of TAC will vary by Participating Agency. For budgeting purposes, we will provide the following support for each Participating Agency per their request:
» Cities of Atherto n, Brisbane, and Pacifica: No formal TAC meetings; all coordination will occur by email.

PlaceWorks will support informal communication and coordination appropriate to key deliverables. » Cities of Belmont, Burlingame, East Palo Alto, Half Moon Bay, and San Bruno: Support for up to six (6) virtual TAC meetings and up to eight (8) hours reserved for PlaceWorks staff to participate in TAC meetings (virtual attendance).
» County of San Mateo: Meeting support and attendance in up to eight (8) TAC meetings. Our budget assumes 6 hours of PlaceWorks team time to prepare for, attend, and summarize each meeting, assuming average TAC meeting duration is 90 minutes.

For each meeting, the PlaceWorks team will provide a briefing packet that includes draft project deliverab les and project updates that each agency can share with their own internal jurisdiction -specific TAC. The timing of the meetings will align with key product deliverables and milestones. In our experience, we have found it helpful to agency staff and the project when the consultant team is available to meet with interdepartmental teams, like TACs, to review materials, questions, and comments in a timely manner and ensuring an efficient and consistent process. Our participation is at the discretion of the pro ject team and the budget.

In addition to TACs, one -on-one meetings with the key staff from the Participating Agencies will be helpful throughout the project, in addition to the Collaborative Steering Committee and TAC meetings. These one - on-one meetings will allow time for more detailed review and discussion of key issues or deliverables for one community. Between scheduled meetings, PlaceWorks will be available to coordinate and communicate with Participating Agencies by email or by phone if that is easier .

Our budget assumes time for at least three one-on-one meetings (up to 1 -hour meeting time per meeting) by video conference for each Participating Agency. As part of this task, we will also offer all Participating Jurisdictions up to four (4), shared drop-in sessions or “office hours” as an additional opportunity for Participating Agency staff to sign -up or drop -in with a question. Office hours will be hosted through Zoom with the option for small breakout rooms based on a topic or deliverable.

137 of 197

Proposal for Services • PLACEWORKS 11

1.4 Ongoing Project Management
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.

Consistent and regular communication between the CPC Project Manager and the PlaceWorks team throughout the project will provide the opportunity for the project team to coordinate and keep the project moving forward on time and within budget. This task inc ludes a project kick -off meeting and regular project check-ins of the project management team. At the project kick -off meeting, we will establish a schedule for project check-ins with the CPC Project Manager.

Our budget assumes one monthly 1 -hour meeting during most of the project or one 30 -minute check -in meeting twice a month, throughout the 24-month project. During these progress meetings, the PlaceWorks project management team and CPC Project Manager will discuss deliverables and active tasks for the S afety Element Update, identify any issues of concern and potentials solutions, and generally review the progress of the project. Other staff may join occasional meetings as needed. Prior to each meeting, we will work with staff to draft an agenda and identify the necessary participants to best meet the needs of each meeting. The status meetings w ill be in addition to regular email and phone communication between project team members.

This task includes project management activities, such as m onitoring and tracking the budget, preparing and reviewing monthly invoices, maintaining the schedule, and managing the overall team throughout the process. The monthly invoice will detail PlaceWorks’ labor and expenses by task.

Deliverables:
» Monthly invoices and progress memos (electronic).
» Regular check-in meetings with the CPC Project Manager, including agenda preparation and action item summaries (by email).
» Regular email communication and coordination with the CPC Project Manager and leads for each Participating Agency.
» Preparation for and participation of the project management team in up to nine (9) meetings of the Collaborative Steering Committee (online/virtual).
» Preparation for and participation in Technical Advisory Committee meetings as follows:
» Town of Atherton: No TAC meetings; email coordination/communication only. » City of Belmont: Support for up to six (6) virtual TAC meetings and up to eight (8) hours reserved for PlaceWorks staff to participate in one or more TAC meetings (virtual attendance). » City of Brisbane: No TAC meetings; email coordination/communication only. » City of Burlingame: Support for up to six (6) virtual TAC meetings and up to eight (8) hours reserved for PlaceWorks staff to participate in one or more TAC meetings (virtual attendance). » City of East Palo Alto: Support for up to six (6) virtual TAC meetings and up to eight (8) hours reserved for PlaceWorks staff to participate in one or more TAC meetings (virtual attendance). » City of Half Moon Bay: Support for up to six (6) virtual TAC meetings and up to eight (8) hours reserved for PlaceWorks staff to participate in one or more TAC meetings (virtual attendance). » City of Pacifica: No TAC meetings; email coordination/communication only. » City of San Bruno: Support for up to six (6) virtual TAC meetings and up to eight (8) hours reserved for PlaceWorks staff to participate in one or more TAC meeting (virtual attendance).

138 of 197

Technical Proposal
12 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update » County of San Mateo: Full support, including attendance, for up to eight (8) TAC meetings. » Participation in up to three (3) one-on-one meetings with Participating Agencies (online/virtual).

Participating Jurisdictions can use their contingency budget if additional meeting time is needed. » Up to four (4) virtual, shared office hour sessions (1 hour per session).

Task 2. Community Engagement and Equity Approach
Project success depends on successful community engagement. PlaceWorks ensures this by working with clients to create a solid yet flexible community engagement plan that will guide engagement efforts throughout the project. We strive for a community engagement process that invites participation, provides a safe and inclusive collaborative space, builds capacity, and strengthens community relationships and ensures the end product reflects the community’s experience and goals.

Our team offers the San Mateo County Collaborative expertise in community engagement and how community engagement can inform and improve the technical tasks, like the Vulnerability Assessment and policy development. Our team has recently worked in communities, like Butte County, Santa Rosa, and Santa Barbara County that experienced devastating hazard events and has developed engagement plans that are sensitive to and create space for the emotional, social, and physical disruption and l oss, and trauma, caused by these events and supportive techniques to reflect and improve the community’s public safety and hazard mitigation framework to support recovery and resiliency in the face of likely future events. We also have worked in Bay Area a nd Peninsula communities to integrate equity and environmental justice into comprehensive plans. We look forward to the opportunity to partner with the Participating Agencies and CBOs to engage with stakeholders in the Participating Jurisdictions . We recog nize that many communities have started conversations around climate change, adaptation, and resilience, and our team will work diligently to get up -to-speed with recent and ongoing work to ensure it is incorporated into the project and the outreach approa ch.

We support the Community Engagement tasks presented in the RFP and offer the following approach to these tasks. In some instances, we found the RFP approach to be similar to our recommendation. We recognize these are minimum levels of outreach ; however, we have followed many of the same tasks in similar projects and find them to be successful for a Safety Element Update as scoped in Tasks 3 -10. As noted in the RFP, we recognize the following assumptions for this task:
 PlaceWorks will lead the development and implementation of certain tasks and defer to CBO partners and/or Participating Agency staff to lead other tasks, with support from the PlaceWorks team, as noted in the sub-task descriptions.
 PlaceWorks commits to design ing outreach materials to be easily accessible to non -technical audiences and include the use of graphics and illustrations.
 PlaceWorks and CRC will provide language translation as identified in this Scope of Work . Language translation will be limited to public outreach and communication items identified in Task 2. The contingency budget is available to support additional translation and/or interpretation if requested by the Participating Jurisdictions. PlaceWorks will ensure that there is sufficient time to review and translate materials and ensure they meet equity and inclusion goals.

139 of 197

Proposal for Services • PLACEWORKS 13
 PlaceWorks will attend only online outreach events, while most in -person events will be attended by agency staff or contracted CBOs. In our task descriptions, we have noted opportunities for PlaceWorks to support in-person events if needed.
 Each Participating Agency will use their communication channels (social media, web) to publicize the outreach initiatives. PlaceWorks will provide marketing content to support these tools.

2.1 Community Engagement Plan
Participating Jurisdictions: Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

We begin our community engagement planning process for every project with preparation of an outreach and engageme nt approach or Community Engagement Plan (CEP). The engagement plan is the foundation for the engagement process and provides transparency to all participants throughout the process. We follow the International Association for Public Participation (IAP2)’s core values and code of ethics in our approach and design our strategies with IAP2’s Spectrum of Public Participation in mind, with flexibility to support
community-driven processes. PlaceWorks is a member of IAP2 and supports ongoing training of our staff to ensure we are responsive to best practices and techniques.

For each phase of the planning process, we collaborate with staff to identify the desired level of engagement on the spectrum (inform, consult, involve, collaborate, and empower), who should be involved, why they should be involved, what their involvement will mean to the process and project, h ow they should be involved, and how we will use their input in the process and project. We work with our clients to develop goals and their commitment to the public for the outreach and planning process, and to ensure those goals and objectives are shared with all stakeholders throughout the process.

Developing and implementing a strong community engagement process is a cornerstone of our work. As a result, PlaceWorks’ projects reflect the interests and concerns of community members and decision makers.

We employ a variety of in-person and online outreach tools—including workshops, open houses, stakeholder discussion groups, listening sessions, pop -up events, intercept surveys, phone calls, online surveys, and special events —to elicit creative input and par ticipation from all stakeholders. By successfully opening dialogue and building support, we help move projects from vision to final approval. We are also able to support translation and interpretation in a variety of languages.

At the kick-off meeting with the Collaborative Steering Committee, we will facilitate an outreach assessment and discussion with Participating Agency staff to learn about previous, ongoing, and planned community engagement approaches and strategies for similar projects, begin to ide ntify key stakeholders and opportunities for engagement, and discuss goals and objectives for the engagement process. Following the kick-off meeting, PlaceWorks will prepare a draft Community Engagement Plan (CEP) integrating the feedback and guidance from Participating Agencies. We anticipate the draft CEP that will be shared with the Collaborative Steering Committee and the prospective CBO(s) for review and input. Following their review, PlaceWorks will revise the CEP, discuss revisions with staff, and pr epare a working draft CEP. This version will guide the outreach and engagement activities, with the option to modify as needed to respond to unexpected information or changes in conditions.

140 of 197

Technical Proposal
14 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update For scoping purposes, we anticipate that the CEP will include the following:
 The purpose and desired outcomes for community engagement throughout the planning process and for the project overall.
 Identify target audiences and include a list of community stakeholders with identification of their networks and areas of expertise, preferred outreach and engagement opportunities for stakeholder types, and key questions and information for stakeholders.
 Public information items, including the project timeline, a process chart showing the relationship of community engagement activities to the plan preparation process, deliverables, and similar materials.  Protocol for documenting engagement activities and sharing the results with the project team and members of the public.
 Indicators of assessing effectiveness of community engagement and a process to collect information.  A protocol for communication, including how the project will be branded and messaged.  Protocol for marketing in-person and online engagement events. Promotion of the project and related community engagement opportunities will be through a mix of techniques to reach residents and stakeholders, including articles in agency newsletters, inclusion in newsletters or e -blasts from Council or Board members, social media postings, newspaper advertisements, postings on onlin e community calendars, email blasts, word of mouth, and other techniques found successful by agency and CBO staff for similar projects.
 Protocol for interpretation and translation of English to Spanish for events and materials.  A description of community engagement activities, including targeted stakeholders, purposes, costs, timing, and approach for each activity based on the activities included in Task 2. This will include general community engagement and strategies for inclusive and equity -focused enga gement to engage communities that are traditionally under-represented in planning processes.  A schedule of outreach activities, including the responsible team members, location, format, and needs for each event.
 Roles and responsibilities of the PlaceWorks team, Participating Agencies, the CPC project manager, CBOs, community members and stakeholders, and supporting agencies.

2.2 Equity Approach
Participating Jurisdictions: Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

As noted in the RFP, we’ve retained the Equity Approach as a stand- alone task; however, we anticipate preparation of this approach as part of the Community Engagement Plan though it will be identified separately. The intention of this task is to clearly identify how equity will be incorporated into public engagement and a ll aspects of project development and execution. As part of our approach to integrating equity into project development, we will review best practices and case studies used in the region to assess goals, policies, and actions with equity considerations. In addition, we will ensure the community and

141 of 197

Proposal for Services • PLACEWORKS 15
stakeholder engagement approach is sensitive to community characteristics. We support the Collaborative’s acknowledgement that communities of color, low -income communities, persons with disabilities, and other historically underrepresented groups bear a disproportionately high -risk burden in relation to natural hazards and face higher exposure to hazards with fewer resources to withstand and recover from them. We fully support and commit to meaningfully engagement of these groups throughout this project to ensure that their lived experiences with hazard risk and priorities for policies and implementation strategies are reflected in the updated Safety Elements.

2.3 Community-Based Organizations Partnerships
Participating Jurisdictions: Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

In most of our recent comprehensive planning and community -scale design projects, PlaceWorks has partnered with one or more CBOs to support general an d focused community outreach and engagement.

We highlighted two examples of these partnerships in our discussion of our firm’s cultural competence. In addition to PlaceWorks’ experience with CBOs in the county and the Bay Area, our teaming partners Atlas Planning Solutions and Nexus Planning are currently contracting with CBO partners to support outreach for the Santa Clara County Safety Element Update. We anticipate some CBOs supporting the Santa Clara County project that are based in San Mateo County will also have an interest in the San Mateo County Collaborative Safety Element Update project.

Our goal is to continue successful partnerships in previous efforts to conduct targeted outreach with small group meetings, pop-up events, and other engagement efforts. We agree that CBOs are trusted voices within their communities and can provide targeted outreach to groups based on hazard issues, geography, special needs, or equitable engagement.

This task will be led by Climate Resilient Communities (CRC), a loca l CBO that is well established in the county with trusted partnerships and a successful track record with engagement and community -driven planning for climate resilience. CRC is part of the PlaceWorks outreach and engagement team and will have a leading role in the identification and engagement of San Mateo County-based CBOs in this process and the targeted outreach and engagement for hard -to-reach community members . Their work to identify, include, and engage local CBOs is integrated into multiple outreach and engagement sub -tasks. CRC will also provide equity-focused reviews of select project deliverables to ensure goals, policies, and implementation programs reflect the input and expertise received during community and stakeholder engagement .

This task i s primarily dedicated to coordination with and compensation for the local CBO participation. CRC will be a collaborator in the preparation of the overall Community Engagement Plan, during which time their role in supporting multiple outreach tasks will be defined. CRC will lead identification of and outreach to key CBO partners as well as representatives of hard -to-reach and vulnerable populations that might not be represented by a formal CBO. CRC’s work on this project will build from lessons learned and s uccesses in similar outreach and engagement supporting the LHMP and adaptation planning work in the county.

The budget for this task assumes compensat ion of targeted stakeholders up to $25 per hour, assuming an average of 2 hours per meeting , activity, or event. During preparation of the engagement plan, the project team will detail the terms of eligibility for compensation. Priority use of the compensation will be to support engagement of hard-to-reach community groups , vulnerability populations, and others as outline in Task 2.5

142 of 197

Technical Proposal
16 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update with funds also being available for participation in community workshops and review of draft materials if supported by the Collaborative. The approach to compe nsation will be transparent, accountable, and equitable.

2.4 Community Workshops
Participating Jurisdictions: Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

As part of a community engagement plan, we anticipate community workshops serving as one key opportunity for broad community engagement. The purpose of the community workshops will be to provide agency-wide and county -wide opportunities for the public to provide input and engage with the Safety Element process. We support the use of virtual community workshops to provide opportunities for broad access. As we have worked with our clients to provide meaningful engagement opportunities throughout the COVID-19 pandemic and changing conditions, PlaceWorks developed guidi ng principles and best practices for virtual engagement and developed expertise in using various online meeting and collaboration tools. The agenda and activities used for each workshop will reflect the desired outcomes and expected participants for the workshop. During virtual meetings, we use a mix of presentations, polls, small group discussions with dedicated facilitators and notetakers, transparent and live notetaking using Google Docs (or similar online tool), and a variety of online activities using Mentimeter, Jamboard, or similar tools to receive input and feedback.

We ensure our virtual meetings are accessible during and after the event. During the meeting, we enable the chat feature, provide closed captioning and an option for interpretation to o ther languages as appropriate to our projects and clients. Before the meeting, w e provide workshop registrants and participants with pre -meeting materials and emails . We supplement our virtual meetings with online content, usually through a project website , online surveys, and social media posts. These materials will be provided in English and translated to Spanish as noted in the list of deliverables for this task . After the meeting, we will send a post-event survey and provide a recording that can be posted on the project website for viewing at the convenience of stakeholders. We prefer to use th e Zoom platform to host virtual workshops or events, but we are comfortable and able to use other software if preferred by Participating Agencies.

For each worksho p series, PlaceWorks will provide the workshop approach, agenda, marketing materials (e.g. flyer, e-blast/newsletter content, social media content), a PowerPoint presentation with speaking notes, facilitator training, appropriate digital engagement tools, a meeting summary, meeting recording, and a summary for each phase. We will coordinate and collaborate with partner CBOs on workshop design and materials to ensure that the workshops are accessible to a wide range of community members. For each workshop, the PlaceWorks team will provide a facilitator/moderator and a key staff member to present technical or project details. We can provide additional staff on a time -and-materials basis. As noted in the RFP, workshop approaches that use breakout rooms will be supported by Participating Agency staff and/or partner CBOs following facilitator training provided by PlaceWorks. PlaceWorks will manage logistics.

For scoping purposes, we assume two series of workshops with two workshops in each round for a total of four virtual community workshops for the project. During development of the Community Engagement Plan , we will further develop the timing and content of the workshop ; though as noted in the RFP, we anticipate

143 of 197

Proposal for Services • PLACEWORKS 17
one round of workshops during Task 3, preparatio n of the vulnerability assessment, and one round during Tasks 5 and 6, during development of goals, policies, and implementation actions.

All community workshops will be facilitated in English. Simultaneous interpretation from English to Spanish or other languages can be provided on a time-and-materials basis upon request. The contingency budget can be used to accommodate these costs at the request of a Participating Agency.

2.5 Hard-to-Reach / Community Group Meetings
Participating Jurisdictions: Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

The Community Engagement Plan will provide options and recommendations for smaller community group meetings or activities to complement the larger community workshops and allow ou treach to specific groups that are often hard -to-reach, historically underrepresented in community engagement, identified as vulnerable to the impacts of climate change, and/ or offer focused expertise on a certain hazard, population, hazard, or other compo nent of the project. We’ve found in -person, small group meetings to be excellent opportunities to have meaningful discussions and receive helpful input for climate adaptation and resilience projects. Through preparation of the Community Engagement Plan, we will determine the locations and target participants for these meetings. They could address specific geographic areas, topics, vulnerable populations and communities, and/or historically underrepresented groups.

PlaceWorks, in partnership with our CBO pa rtner Climate Resilient Communities (CRC), will create a Toolkit for these small group meetings. The Toolkit could include a PowerPoint presentation with discussion questions and/or live polling exercises and promotional flyer and text for promotion throug h various networks. As noted in the RFP, Agency Staff and/or CRC will u se the Toolkits to present Safety Element information and lead discussions with community groups. The groups will be identified during preparation of the Engagement Plan (Task 2.1).

CRC staff will organize, promote, and attend a minimum of seven in-person Hard-to-reach/Community Group Meetings to provide technical expertise, answer questions, and take notes on community input.

Simultaneous interpretation from English to Spanish or othe r languages can be provided on a time -and- materials basis upon request. CRC will identify language needs during preparation of the meeting approaches and invitation lists for these meetings.

2.6 Stakeholder Meetings
In addition to engagement of community o rganizations, the Safety Element updates will benefit from engagement of other key stakeholders, such as service providers and partners in emergency preparedness, risk reduction, response, and management. This task targets private and public sector service providers like utilities (PG&E, water/wastewater providers, Caltrans, OneShoreline, etc. ). Engaging service providers (including public, non -profit, and for -profit providers of energy, water, transportation, and communication services), agency partners, business owners, employers, public land managers, and other community partners early in the process s upports preparation of the vulnerability assessment and safety elements. This focused engagement supports preparation of goals, policies, and strategies that build upon the successes and lessons learned, leverage existing and potential programs that share resilience goals and/or co -benefits,

144 of 197

Technical Proposal
18 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update reflects shared values, and ensures a collaborative and equitable approach to implementation. The PlaceWorks team will coordinate with the Collaborative to prepare a stakeholder list during preparation of the engagement plans, recognizing the Participating Agencies have several stakeholder groups with which to coordinate and leverage for guidance, input , and feedback.

The approach to engagement will be small, facilitated group meetings or conversations hosted through Zoom. Each group can be organized by location, stakeholder type, hazard, asset, or population group.

PlaceWorks will lead preparation of meeting logistics, agenda, discussion questions, facilitation, and a summary for each meeting. The full series will include up to six meetings of 8 -12 participants (no more than 15 per group ) and will occur during Task 3, preparation of mapping and the vulnerability assessm ent. The PlaceWorks team will provide a facilitator and notetaker for each meeting. At the completion of all stakeholder meetings, PlaceWorks will prepare a memo summarizing what we heard during the discussions.

2.7 Develop Project Website
Participating Jurisdictions: Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

PlaceWorks will create and maintain an accessible and engaging website for the Safety Element Update. The website will contain information about the project, including an explanation of the project, its key steps and products, and what it means to stakeholders; a description of the Safety Element preparation process; project schedule and updates as major milestones are achieved; links to each Participating Juri sdiction’s website for review of existing safety elements and related materials; a document library; links to other relevant resources; frequently asked questions (and answers); contact information; and an opportunity to submit comments and questions, if d esired. The website can be organized to allow viewing by geographic area as well as by key topics and hazards.

The website will also provide information about upcoming events and activities, including community events, online engagement opportunities, and Planning Commission and City Council/Board of Supervisors meetings on the Safety Element Updates. Activities may include online surveys and interactive exercises. Public review draft documents will be posted on the website when available, and links to othe r online engagement or interactive products developed for the project, such as Esri -based maps, will also be provided if desired.

PlaceWorks staff will be responsible for creating, managing, and updating the website for the duration of the project. PlaceWo rks will prepare a mock-up of the website for the Collaborative’s review and approval prior to building it. PlaceWorks will share a draft build of the website for the Collaborative’s review and incorporate staff comments prior to launching the website. Thi s scope does not assume significant redesign or restructuring of the website once it is launched. Upon completion of the project, PlaceWorks can transfer management of the website to the County if desired.

145 of 197

Proposal for Services • PLACEWORKS 19

2.8Mapped Survey Tool
Participating Jurisdictions: Belmont, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.

Leveraging Survey123 for ArcGIS, PlaceWorks will create an interactive, map-based online survey that stakeholders can access with any device with an internet connection (i.e., computer , tablet, smartphone, or similar devices) . Survey123 allows for web-based survey forms and for the creation of interactive activities that incorporate the online surveys with interactive activities that allow the user to place location-based comments, attach images, and incorporate other geographic information in their responses. (This feature is optimized when using a smart phone with location services enabled.)
This tool will connect residents with information, decisi on makers, and other residents in a professionally facilitated community discussion that builds public awareness of and trust in the project process, without constraints on the time, place, or method of public input. We propose to use this mapped survey to ol to support community outreach and engagement related to identification of hazards, impacts, and adaptive capacity as part of the Vulnerability Assessment. Based on recent storm events, we anticipate receiving valuable information related to experiences with wildfire and flooding in particular.

PlaceWorks will prepare one survey activity during Task 3 related to hazard mapping and vulnerability assessment. The survey will be available in English and Spanish.

2.9 Story Map
Interested agencies: Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

PlaceWorks will design and format the results of the mapping, vulnerability assessment, and safety element goals and policies using Esri’s Story Map application. A Story Map will complement the traditional hard -copy materials and provide a way for the public to interact with the maps and data more closely. This interactive platform could be used to help promote the project as well as provide a dynamic and accessible platform where users can explore the data and gain deeper insights into the key hazard and climate issues affecting their communit y. This Story Map will be available beginning with the public review of the vulnerability assessment results. We will add more information about the draft goals, policies, and objectives to the Story Map in advance of the public review of draft safety elem ents.

Story Maps provide a platform that is highly suited for Safety Element engagement and allows for the combination of dynamic and interactive maps with narrative text, diagrams, images, and a full range of multimedia content. While most planning proces ses strive to create a “living, breathing, document,” the Story Map application empowers agencies to truly achieve this goal. The digital platform allows for regular and seamless updates to the content prior to adoption and into implementation.

146 of 197

Technical Proposal
20 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update

2.10 Community Input Report
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

In addition to providing summaries of outreach and engagement events and activities for each touchpoint, PlaceWorks will lead preparation of a consolidated report that summarizes all outreach efforts for this project, the input received, and how input was included or not included in the Vulnerability Assessment, mapping, or Safety Elements. The Community Input Report w ill include feedback from all public outreach led by PlaceWorks, CBO partners, or Participating Agency staff, including engagement with hard -to-reach and underrepresented communities. In support of this report, PlaceWorks will provide a data collection and summary template to all project teammates leading outreach to ensure consistency in assessment and presentation of information. The report will include graphics, images, tables, and charts as appropriate to share results and summaries of key takeaways. In the presentation of outreach and engagement results in this report, PlaceWorks will not attribute comments to specific stakeholders or organizations to protect privacy and ensure open engagement in the process, unless specifically requested by a stakeholder or organization; however, we will provide a list of types of stakeholders and organizations engaged in each touchpoint.

Deliverables:
» Public Engagement Plan (draft and final, electronic)
» Equity Approach (draft and final, electronic)
» Community Based Organization Partnership, including compensation for up to 400 participants at $50 per 2-hour meeting.
» Two series Virtual Community Workshops (two workshops per series) with the following materials for each series:
» Agenda, meeting approach, agenda, facilitation, and small group facilitator training.. » Workshop promotional flyer and text for Collaborative member announcements/e-blasts in English and Spanish
» Content for posting by Participating Agencies to their s ocial media accounts, including suggested text for posts and supporting graphics. Text will be provided in English and Spanish. » PowerPoint presentation and use of break -out rooms, surveys, and/or live polling exercises available in English and Spanish.
» Summary notes from all workshops, including easy segmentation for each Participating Jurisdiction. » Two members of PlaceWorks team for each workshop . Additional staff can be provided with authorization of the contingency budget.
» Community Group Meetings Support and Toolkits and in -person facilitation and notetaking with up to 7 meetings lead by CRC.
» Six stakeholder meetings (virtual), including an agenda, discussion questions, facilitation, and note taking for each meeting.
» Project Website design, hosting, and content updates (English) during project. » Community Input Report (draft and final, electronic, English only) » Mapped Survey Tool (draft and final, English and Spanish) » Story Map includes draft outline, template, and content and final Story Map (English with option to provide Spanish with contingency funds).

147 of 197

Proposal for Services • PLACEWORKS 21
TASK 3. Vulnerability Assessment and Hazard Maps
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.

The vulnerability assessm ent and hazard mapping are core parts of the technical work needed to update the Safety Element. The vulnerability assessment helps community members, agency staff, and decision makers understand how community hazards may alter conditions due to climate ch ange and what parts of the community (people and places) are most at risk. Not only is the vulnerability assessment required by State law, but it helps each community clearly understand the potential and far-reaching effects of climate change.

The vulnerability assessment incorporates hazard mapping that translates technical reports and data into an easy-to-understand visual that drives home the threats posed by natural hazards. Understanding the extent of wildfire hazard zones, projected flood inundation areas for sea level rise, how hazard areas overlap with critical infrastructure, and other key facts illustrated by hazard mapping helps the community clearly grasp the potential effects on their well -being.

The PlaceWorks team has unrivaled experience pre paring vulnerability assessments and has worked closely with State agencies to write this guidance. Our GIS experts have prepared both static and dynamic mapping for hundreds of communities and are well versed in using the latest interactive visualization tools to communicate hazard issues to members of the public and agency decision makers.

3.1 GIS Database for Hazards
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.

Spatial data is at the heart of understanding current hazard conditions and potential future risks caused by the effects of climate change. The PlaceWorks team understands that precise, accurate, and up- to-date data play a critical role in the plannin g process and are necessary to garner support and incorporate ideas from community members. PlaceWorks’ team of GIS experts have an intimate knowledge of the available datasets, including a deep understanding of the key components and underlying data that define each layer. Building on work done on past studies in the region, the PlaceWorks GIS team will start by gathering GIS datasets that speak to existing hazards and future climate conditions , including the potential effects of climate change.

These datasets include, but are not limited to the following natural hazards :
• Seismic hazards
» Faults (on and offshore)
» Shaking potential
» Liquefaction potential
» Level of earthquake hazard
• Water hazards
» Federal Emergency Management Agency (FEMA) Special Flood Hazard Area » Department of Water Resources (DWR) Awareness zones
» Dam inundation areas
» Sea level rise and coastal flooding
» Coastal erosion due to sea level rise

148 of 197

Technical Proposal
22 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update » Tsunami inundation zones (including any State mapping updates) » Levees
• Fire Hazards
» Fire hazard severity zones
» Future fire risk projections
» Historic wildfire perimeters
» Wildland-urban interface
» Tree mortality
• Other Hazards
» Landsides and debris flows
» Smoke and air quality
» Heat islands tree equity score
• Future Climate Projections
» Extreme precipitation events and drought
» Extreme heat and cold
PlaceWorks will ask Participating Jurisdictions that include human- made/caused hazards in their existing safety elements to confirm if those hazards should be retained and updated. These hazards could include hazardous materials, airport operation -related hazards, or others requested by the community or decisionmakers. This scope of work does not include updates to noise modeling and contours or noise - related goals, policies, and implementation programs.

Deliverables:
» Geodatabase of hazard data (electronic, draft and final) » Memo summarizing GIS database and any associated methods (electronic, draft and final)

3.2 GIS Database for Asset Layers
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.

Along with the comprehensive set of hazards data, the PlaceWorks team will prepare a GIS database of community assets that may be affected by climate change and so should be analyzed in the vulnerability assessment. These assets will include aspects of the built environment, including public and private buildings, infrastructure, habitats, and natural resources. Community assets will include assets that span jurisdictions, such as freeways, the Caltrain line, and natural ecosystems, as well as assets that are fully within each community. Preparation of this database will be done in consultation and collaboration with Participating Jurisdictions through Steering Committee and TAC meetings and with community members and stakeholders through Task 2.

These datasets include, but are not limited to:
• Bicycles and pedestrian trails
• Communication towers
• Commercial centers
• Electricity transmission lines and substations
• Forest and woodland habitat

149 of 197

Proposal for Services • PLACEWORKS 23
• Government administrative buildings
• Grassland and chaparral habitat
• Historic buildings
• Highways and major roadways
• Medical facilities
• Natural gas pipelines
• Parks and other recreation facilities
• Public transit infrastructure, including bus stops, Caltrain stations, and BART stations. • Police and fire stations
• Railway lines
• Residential structures
• Road and rail bridges
• Schools
• Water and wastewater infrastructure
• Wetland and riparian habitat
Deliverables:
» List of assets for each community (electronic, draft and final) » Memo summarizing GIS database and any associated methods (electronic, draft and final)

3.3 Identify Sensitive Populations
Participating Jurisdictions: Atherton, Belmont, Brisbane, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.

Although everyone is likely to be affected by climate change, not everyone is likely to be affected to the same degree. We know that certain populations are likely to be disproportionately affected, including many groups that already face systemic inequities, marginalization, and environmental racism. Climate change is already exacerbating many of the challenges faced by these populations, and in the absence of robust action to correct these issues, such inequities are likely to only get worse. The vulnerability assessment will help identify these sensitive populations and describe the threats they face, forming a foundation for necessary action to reduce these challenges and move to a more equitable futu re.

The PlaceWorks team will collaborate with Participating Jurisdiction staff, key stakeholders, and the broader community through the engagement and equity approach discussed in Task 2, to identify sensitive populations in the Participating Jurisdictions . We anticipate using as refined and detailed data as possible from the US Census Bureau, the California Office of Environmental Health Hazard Assessment, the California Healthy Places Index, and other sources. After developing an initial list, we will consult and collaborate with Participating Jurisdictions through Steering Committee and TAC meetings and with community members and stakeholders through Task 2 to ensure th is list is accurate and comprehensive before beginning the vulnerability assessment. We expect that this effort will occur in parallel with conversations about the connection between climate change and inequity, which may be part of community engagement efforts or stand-alone small group discussions. Our past experiences in the county and wo rking in other jurisdictions throughout the state informs our methodical, yet flexible approach to collaboration. We believe the engagement process is iterative , whereby information is revealed, analyzed, and validated through continuous, transparent engag ement with the public. Our team anticipates developing strong, trusting

150 of 197

Technical Proposal
24 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update connections from the start of the project, ensuring that as we begin analytical tasks, we don’t rely solely on external data sources to tell the community’s story.

We want to ensure th at the list of sensitive populations reflects the full range of groups who may be disproportionately affected by climate change hazards. This includes people who are socially and physically isolated, have limited financial resources, face elevated exposure to hazards, have underlying behavioral or physical health issues, and other groups. We understand that the harm posed by natural hazards , especially those driven or influenced by climate change , can lead to physical injuries, impacts to mental health, economic damages, and reduced well -being and quality of life.

We will identify sensitive populations unique to each Participating Jurisdiction . While there are likely to be similarities across the communities in San Mateo County, the different histories and s ocioeconomic characteristics of each community necessitates tailored responses driven by individual community needs.

This will let us create vulnerability assessments with a continuous framework and format, but that reflect the unique conditions in each Participating Jurisdiction.

Deliverables:
» List of sensitive populations for each community (electronic, draft and final)

3.4 Prepare Asset Lists
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.

Along with the list of sensitive populations, the PlaceWorks team will also work with Participating J urisdiction staff , stakeholders, and community members to prepare a list of for inclusion in the vulnerability assessment.

This list will be based on the assets included in the GIS database discussed in Task 3.2, along with some additional assets, such as key community services and economic drivers, which may not be able to be easily mapped but are still a critical component of their communities. This appro ach allows for a vulnerability assessment that more accurately reflects the breadth of climate change effects and can identify potential vulnerabilities that might not show up in a more limited analysis.

After preparing an initial list of assets for each Participating Jurisdiction , the PlaceWorks team will vet this list with Participating J urisdiction staff , key stakeholders, and community members through engagement activities presented in Task 2 . Through CBO engagement described in Task 2, CRC will ensure CBOs are involved in this review, even if the assets are not directly related to their missions, since many such organizations could rely on these assets for their daily operations and have a detailed understanding of how such assets may be affected. Afte r this review, we will prepare a final list of assets for inclusion in the vulnerability assessment.

WHY ANALYZE SERVICES

SEPARATE FROM
INFRASTRUCTURE?

Often, climate change can
affect an important service
without damaging the
underlying infrastructure
that the service depends on.

For example, droughts can
threaten a community’s
reliable water supply
without damaging water
pipelines, pumps, or
treatment plants. Analyzing
services and infrastructure
separately lets the
vulnerability assessment
more accurately consider a
fuller range of effects that
climate change may have.

151 of 197

Proposal for Services • PLACEWORKS 25
Deliverables:
» List of assets for each Participating Jurisdiction (electronic, draft and final)

3.5 Identify Flood and Fire Hazard Data
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.

State law requires that safety elements address flood and fire hazards in the jurisdiction, as well as develop specific policy language to help protect communities against these hazards. The PlaceWorks team has already secured many of the necessary pieces of data as part of our work on safety elements and related documents across the state, but we will work with jur isdiction staff to secure the remaining data and to confirm the relevance of the files we have already obtained.

We expect that we will collect or confirm the following datasets, consistent with the list in the RFP and our understanding of Sections 65302(g)(2) and 65302(g)(3) of the California Government Code:
• Flood hazard maps as prepared by FEMA. This will cover all areas identified as 100-year (including all Zone A designations) and 500 -year floodplains. At the time of writing , these maps appear t o have been updated between 2012 and 2019, but we will incorporate any new mapping as it becomes available. • DWR 100-year Flood Awareness zones.
• Levees and the areas they protect, along with identification of areas that have a reduced flood risk as a result and areas that may be subjected to flooding in the event of levee failure and overtopping. We expect this will include areas at risk of overtopping as a result of sea level rise, as identified in the Adapting to Rising Tides modeling or other relevant datasets.
• Dam failure inundation maps that are available from DWR, as well as any other inundation mapping that may be available from the California Office of Emergency Services or other resources. • Sea level rise datasets available from the San Mateo County Sea Level Rise Mapping Tool, the Sea Level Rise Risk Assessment for County -owned and operated assets and leased facilities , and the shallow/emergent groundwater data from the San Francisco Estuary Institute . Additional datasets may include the San Mateo County Sea Level Rise Project Database of major existing and planned sea level rise adaptation projects .

Finally, detailed information can be extracted and analyzed from the United State s Geological Survey’s Coastal Storm Modeling System (CoSMoS) of storm-induced coastal flooding and erosion for both current and future sea-level rise scenarios for San Mateo County (CoSMoS V3.1). • Fire Hazard Severity Zones, as prepared by CAL FIRE. We will identify the areas in the unincorporated county designated as Moderate, High, or Very High, as well as the areas in incorporated communities designated as Very High. Our team is aware that these maps currently date to 2007, and that CAL FIRE is in the process of updating them, with the expectation that updated mapping will be available over the timeframe of this project. We will use the most up-to-date mapping in all circumstances. • Wildland-urban interface zone mapping, based on regional, state, and federal studies. • Public and other critical facilities in mapped flood and wildfire hazard zones. Such facilities may include roads and highways, power lines, public safety buildings, community centers, schools, hospitals, and others to be determined in coordination with jurisdiction staff and CBOs. • Current and future land uses in mapped flood and wildfire hazard zones. • Records of past flood and wildfire events in Participating Jurisdictions and the region, including information on any injuries or death, extent and cost of damage, and other disruptions as available.

152 of 197

Technical Proposal
26 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update • The local, regiona l, state, and federal agencies responsible for flood and wildfire protection in the Participating Jurisdictions.

We will collect this data for all Participating Jurisdictions , which will inform the hazard mapping, vulnerability assessment, and background i nformation sections. They will also be integrated into the online map viewer.

As part of these tasks, the data will help identify areas of greatest exposure to flood and wildfire hazards, as well as the people, buildings, infrastructure, and other key asse ts in these areas who are most at risk. Based on these findings, we expect that these data will inform policies in the Safety Elements intended to help increase resilience to these hazards, prioritizing the areas, people, and assets who face the greatest p otential for harm.

Based on our initial survey of available data, we are not aware of any flood hazard mapping from the US Army Corps of Engineers, or of any 200 -year floodplains, in San Mateo County. However, we will conduct a more thorough review of the available data and will include any new information as it becomes available.

Deliverables:
» Geodatabase of hazard mapping (electronic, draft and final) » List of other relevant data sources (electronic, draft and final)

3.6 Evacuation Constraints Analysis
Participating Jurisdictions: Atherton, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.

In 2019, the State adopted Senate Bill (SB) 99, requiring that Safety Elements identify residential areas in any hazard area that lack at least two emergency evacuation routes. This law is intended to help identify evacuation-constrained areas and to indicate where any additional resources may be necessary to facilitate a smooth and effective evacuation if there is ever such a need for it. The PlaceWorks team has developed an approach to identifying these areas that we have vetted with CAL FIRE and used in numerous communities across the state.

Given the widespread potential of some hazard issues
across San Mateo County (su ch as seismic hazards), and the fact that hazards may occur outside of mapped hazard zones (such as recent wildfires, which have burned in
areas not officially identified as fire hazard zones), we recommend that the SB 99 analysis apply to all residential properties in the Participating Jurisdictions . We will identify the roads that can function as likely evacuation routes, including highways, arterials, and relevant
neighborhood roads, in coordination with jurisdiction
staff. We then assess the distance be tween residential parcels and likely evacuation routes, as measured along the road network. Parcels that lack convenient access to multiple evacuation routes, or to a single evacuation route that would allow them to evacuate in multiple directions, are fla gged as potentially evacuation constrained. We
Screenshot from an evacuation constraints analysis,
identifying residential parcels that lack convenient access to multiple evacuation routes or options. Properties on
roadways with a single access point are particularly at risk of evacuation constraints.

153 of 197

Proposal for Services • PLACEWORKS 27
then vet these parcels with Participating J urisdiction staff, community members , and local emergency responders to confirm their accuracy.

We understand that the California Governor’s Office of Planning and Research is developing guidance to support evacuation analysis. We are prepared to modify our approach as necessary to comply with any guidance from the State that may be released prior to the completion of this project, or to better meet the needs of Participating Jurisdictions . We can review our method with staff before beginning work to make sure it is suitable and appropriate for all communities. We also understand that an Assembly Bill (AB) 747 analysis will be conducted separately and is not part of this project. To the extent possible, we will sync our efforts with that analysis to use the same datasets and other fundamental assumptions.

Deliverables:
» GIS layers of evacuation constraints analysis results (electronic, draft and final) » Memo summarizing method for evacuation constraints analysis (electronic, draft and final)

3.7 Vulnerability Assessment

Exposure
The presence of
populations or assets that
are subject to climate
hazards.

Sensitivity
Levels to which a
population or asset would
be affected by exposure to
a changing climate.

Potential Impact
Potential effects on a
population or asset based
on its exposure and
sensitivity to a hazard.

Adaptive Capacity
The ability to moderate
harm or exploit
opportunities.

Vulnerability
The degree to which
natural, built, and human
systems are susceptible to
harm.

Adapted from the Adaptation
Planning Guide

154 of 197

Technical Proposal
28 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update After we confirm the lists of sensitive populations and assets, identify the hazard zones and supporting data, and prepare hazard mapping, the PlaceWorks team will prepare vulnerability assessments for all Participating Jurisdictions. We will prepare this in ac cordance with the recommendations in the Adaptation Planning Guide.

San Mateo County has already performed a substantial vulnerability assessment of sea level rise on community, built, and natural assets. Through the Sea Change program, the County has a st rong understanding as to how rising seas pose risks to its people and places. The PlaceWorks team does not intend to redo the sea level rise vulnerability assessment, but rather extract information to (1) Inform policies and actions in the Safety Element related to flooding and coastal hazards; and (2) Inform the development of policies and actions for hazards or vulnerabilities that may be exacerbated or influenced by sea level rise impacts.

We will begin by identifying the current risk posed by these haza rds and how these hazards are likely to change in the future given climate change projections and other considerations. We will assess which of the populations and assets are likely to be harmed, given their locations, degree of connection, and other factors, collectively known as the exposure. We will next determine how susceptible each population and asset is to each relevant hazard (the sensitivity). This will allow us to identify the impact, or the anticipated effects that a population or asset may experience as a result of climate change -related hazards on future conditions. We will then assess the adaptive capacity of all populations and assets for each relevant hazard, determining their ability to resist or respond to these impacts. Based on the combined impact and adaptive capacity score, we can assign a draft vulnerability score.

Low Impact Medium Impact High Impact
Low Adaptive
Capacity V3 (medium vulnerability) V4 (high vulnerability) V5 (severe vulnerability) Medium Adaptive
Capacity V2 (low vulnerability) V3 (medium vulnerability) V4 (high vulnerability) High Adaptive
Capacity V1 (minimal vulnerability) V2 (low vulnerability) V3 (medium vulnerability) An illustration of how impact and adaptive capacity scores can translate to vulnerability, on a five-point scale from Minimal to Severe.

155 of 197

Proposal for Services • PLACEWORKS 29
The impact and adaptive capacity analyses and the resulting vulnerability score will draw on data from numerous sources. We will look at published reports and studies that describe the impacts and adaptive capacities of relevant populations and hazards, tailoring these findings to ensure they are applicable to the Participating Jurisdictions . These sources include academic papers, State and regional reports, and publications from nonprofits, CBOs, and other groups. We will use the GIS data layers identified in earlier tasks to inform the findings of the vulnerability assessment. For example, we will look at where sensitive populatio ns are concentrated to see if they may be more exposed to a hazard than other groups or if they are farther away from facilities that can provide resources during emergencies. Where relevant, we will split populations or assets by jurisdiction or region, r ecognizing that the vulnerability of the same population or asset may vary depending on location.

We will make sure that the vulnerability assessment also considers cascading and indirect impacts. This involves identifying instances in which one hazard situation may lead to another (such as a severe wind event that contributes to a significant wildfire), or in instances where a population or asset is not directly harmed by a hazard but is ultimately susceptible to the effects of other direct damage (such as a flood that damages an important business and forces it to close, creating economic harm for employees, even if they were not physically harmed). Consideration of these factors allows us to conduct a more holistic vulnerability assessment, taking a much wider range of potential effects of climate change into account. By extension, this supports greater opportunities for resilience in the updated Safety Elements.

We will prepare an individual vulnerability assessment for each Participating Jurisdiction , but we will prepare these sets of scores in coordination with each other, drawing on common datasets and studies to the extent they are relevant. This approach will allow us to make sure that the findings of the vulnerability assessment are tailored to the u nique conditions present in each Participating Jurisdiction , but also that they have a common background and foundation. This balance will help identify appropriate responses to the issues facing each Participating Jurisdiction , as well as common vulnerabi lities across San Mateo County that support regional collaboration and resilience efforts.

It is critical that we vet the findings of the vulnerability assessment with the community and Participating Jurisdiction staff. While the PlaceWorks team is proud o f our expertise on this subject, we recognize that we do not have the on-the-ground experience of people and organizations who have been living and working in these communities for years. We plan to submit all potential data sources for staff and the commu nity to confirm through the activities identified in the Community Engagement Plan (see Task 2). All draft vulnerability assessment scores will be released for public review following review by Participating Jurisdiction. This approach allows us to incorporate the lived experience of the community and staff thoroughly into the assessment process, creating a vulnerability assessment that is more accurate and better representative of local understanding. Based on our experience with other communities, we expect this to be a conversation between all involved to refine the scores and get to a set of results that satisfy both the legal requirements and the needs of the participants.

CASCADING EFFECTS

Instances where one climate
change-related hazard
results in another.

INDIRECT EFFECTS

When a population or asset
is not directly harmed by
hazardous conditions, but
experiences impacts as a
result of other damage.

156 of 197

Technical Proposal
30 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update Deliverables:
» Summary of vulnerability assessment methods and relevant hazards (electronic, draft and final) » Vulnerability assessment scoring results for review (electronic, for each Participating Jurisdiction)

3.8 Summarize Results of Vulnerability Assessment
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.

An important part of the Safety Element Update will be helping members of the community and other involved stakeholders understand the risks present in their community and what can be done to improve resilience. The PlaceWorks team will prepare vulnerability assessment summaries to support this goal and to help build a foundation of key findings that can be used to inform the development of resilience policies.

We will prepare these written summaries after Participating J urisdiction staff review the findings of the vulnerability assessment and we revise the scores accordingly to respond to these comments. We will draft one summary for each Participating Jurisdiction. These summaries can function as stand -alone reports but can also act as appendices to the Safety Elements or other resilience documents as appropriate. We will submit a proposed outline of the written reports to Participating J urisdiction staff to ensure that the approach meets expectations before drafting the summaries.

These summaries will highlight the primary hazards of concern, along with the populations and assets who are most vulnerable and why. The summaries will include a brief methodological description, explaini ng the process that the team used to prepare the vulnerability assessment. We will write these summaries to be easily accessible to community members without over -simplifying the content or omitting important detail s.

We will also make use of mapping and G IS files, including any already -prepared mapping, to help explain key issues.

As with the vulnerability assessment scores themselves, we will submit the drafts of the vulnerability assessment summaries to members of the public, jurisdiction staff, key CBOs and other stakeholders, the Technical Advisory Committees and Collaborative Steering Committee, and other groups, consistent with the approach laid out in the Public Engagement Plan. We expect that these reviewers will provide feedback on the written summaries to make sure that they are highlighting important issues, presenting findings in a way that is consistent with community experiences, and meeting all other expectations. We will revise the written reports to incorporate these comments and ensure tha t the reports serve community needs.

Deliverables:
» Outline of vulnerability assessment summaries (electronic, draft and final) » Vulnerability assessment summar ies for each Participating Agency ( electronic, draft and final, for each Participating Jurisdiction)

3.9 Online Map Viewer
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.

The goal of the online data viewer is to provide the project team, Technical Advisory Committee members, stakeholder groups, and community members with a comprehensive repository of the GIS data layers u sed for the vulnerability assessment along with the results of our analysis. Metadata will be included for each

157 of 197

Proposal for Services • PLACEWORKS 31
layer presented through the online map viewer , which will provide details on the source data and analysis methodology where applicable. PlaceWorks will u se the latest web mapping technology available through ArcGIS Online to create a user -friendly streamlined application that will pr ovide users with deep understanding of each of the included datasets and how they work together to answer key questions and shed light on current and future conditions.

PlaceWorks team will use this task to supplement and enhance the County’s existing map viewer that was created for the 2021 Multi-Jurisdictional Hazard Mitigation Plan. If this is desired, we can modify our process above to ensure our efforts expand on this existing resource and further enhances the outcomes. This allows the Co llaborative to capitalize on efficiencies from past work and enhancements that expand both the knowledge base and usability of this information for all agencies participating i n the process.

Deliverables:
» Online map viewer (electronic, draft and final)

3.10 Hazard Maps for Inclusion in Safety Element
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.

PlaceWorks understands the importance of communicating technical information to a broad audience using well-designed maps. PlaceWorks staff has the unique ability to understand complex planning issues and distill them in an accessible, graphically-rich way. The California Government Code requires that the Safety Element includes up-to-date maps. The PlaceWorks GIS team will prepare a comprehensive set of maps for the Safety Element that will include data gathered in Tasks 3.1 , GIS Database for Hazards, and 3.2, GIS Database for Asset Layers . We will prepare a base map with community facilities and infrastructure and once reviewed and approved by City staff, we will use the base map to create the hazard maps for the Background Report.

Deliverables:
» A set of PDF maps (electronic, draft and final)
Task 4. Background Information on Hazards
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

The background reports of t he updated Safety Elements provide important context and other information that helps describe the issues present in the community. This information serves as a foundation for the updated policies, along with the results of the vulnerability assessment, ha zard mapping, and other analyses.

When written well, these documents help explain relevant issues to members of the public, jurisdiction staff and officials, and other engaged stakeholders.

We know the importance of preparing these background reports to be thorough and complete, while still ensuring that they are engaging and interesting. Despite their often -technical nature, we pride ourselves in writing background reports that can be easily understood, allowing them to serve as valuable educational materials in the S afety Element process. We will prepare a stand -alone background report for each Participating Jurisdiction .

158 of 197

Technical Proposal
32 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update

4.1 Update Hazard Background Information
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

The PlaceWorks team will prepare a background report for each participating jurisdiction, complying with all State laws and guidance regarding what must be included in this document. We expect that these background reports will discuss the regulatory context that informs the Safety Element, the purpose of the Safety Element and the reason for updating them, and each of the key issue areas. For issues that relate to a specific hazard, such as wildfire or floods, we wil l introduce the hazard and why it is a community concern ; discuss past events in the Participating Jurisdiction or region; review the agency or agencies responsible for protecting against it; and the future risk posed by it, including changes as a result o f climate change. For issues not related to a specific hazard, such as evacuations or emergency preparation, we will discuss other relevant topics as needed to give the reader a good understanding of the issue and include mapping and graphics, where releva nt.

We plan to draft the background reports as stand- alone documents that can function as appendices to the main Safety Element, along with the vulnerability assessment summaries discussed in Task 3.8. We recommend this approach, as it allows us to incorpo rate sections of the background report into the main Safety Element document, providing context to the policies while keeping much of the detailed information in the appendix. However, if desired by Participating J urisdictions, we can draft the background reports to be part of the main document.

For all the background reports , we intend to follow the same basic format, although we recognize that the issues discussed will vary from community to community, and some communities may wish to organize topics differently. We will prepare an outline of the background report for review by jurisdiction staff and other interested stakeholders before drafting the reports themselves. We will provide the final background reports in the same formatted template f or the draft Safety Elements themselves discussed in Task 7.

Deliverables:
» Outline of background reports (electronic, draft and final, for each Participating Jurisdiction) » Background reports for each Participating Agency (electronic, draft and final, for each Participating Jurisdiction)
Task 5. Goals, Objectives, and Policies
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

Developing goals, objectives, and policies into a framework is a major step in element development for a jurisdiction. The previous tasks help set a strong foundation that this framework builds upon to ensure future development and activities within a community are safer and more resilient. For many jurisdictions , policies can take many forms depending on the issues that need to be addressed. For that reason, this task will work with each jurisdiction to understand their needs and the types of policies that work best .

159 of 197

Proposal for Services • PLACEWORKS 33

Examples of the types of policies that can be included in the updated Safety Elements.

5.1 Regional Best Practices Summary
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

The diver sity of jurisdictions involved in this project requires a thorough review of best practice examples from across the region, including a review of plans, policies, and programs prepared and implemented by cities and partner agencies in San Mateo County that are not participating in this collaborative. Based on the results of the Vulnerability Assessment (Task 3) and the review of the existing plans discussed in Task 5.2 the PlaceWorks team will work to identify the policy needs for each jurisdiction. While w e know there are cross - cutting issues that all Participating Jurisdictions may face, there are a number of ways to address these issues to better accommodate individual community needs. This summary will focus on key factors such as:
 Methods for monitoring and evaluating progress towards risk-reduction goals.  Applicable guidance pertaining to resilience.
 Equity-focused climate change policies.
 Cross-cutting issues that may affect many jurisdictions.  Regional initiatives and collaboration that promote and enhance resilience at the local level.

We will identify potential solutions that take advantage of best practices and successful efforts in the county and nearby communities , informed by jurisdiction staff and key stakeholders, input from membe rs of the community, and emerging opportunities in San Mateo County and the region. Following our review of best practices appropriate to the project, PlaceWorks will prepare a Best Practices Summary Memo tailored to the specific conditions in the Particip ating. We will build from and complement existing and planned efforts whenever possible, allowing for a more efficient use of time and resources that avoid unnecessary Programmatic: Strategies to expand or create new programs, activities, and initiatives.

Plans, regulations, and policy development: Strategies to revise policies, plans, regulations, and guidelines.

Capital improvement projects: Strategies to address physical and functional needs in the built and natural environment, or to secure funding for these projects.

Education, outreach, and coordination: Strategies to begin or expand partnerships and relationships, communication, and expanding awareness.

Evaluation: Strategies to improve feedback, input, and data and information to conduct further or new analyses.

160 of 197

Technical Proposal
34 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update duplication. At the same time, we plan to recommend entirely new programs where appropri ate. This will include actions that San Mateo County and Participating Jurisdictions can launch in partnership with other agencies and CBOs .

Deliverables:
» Regional Best Practices Summary Memorandum (electronic, draft and final)

5.2 Review of Existing Plans, Requirements, and
Gaps
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

The PlaceWorks team will prepare a review of each participating jurisdiction’s existing S afety Element (or comparable document), along with other relevant sections of the General Plan and other supporting documents, such as the Multijurisdictional Local Hazard Mitigation Plan, climate action/adaptation or sustainability plans, and emergency operations plans. We will check each existing Safety Element for consistency with current State requirements and identify any co ntent that can be incorporated from supporting documents or other technical documents to help meet these requirements.

While consistency with State laws is an important objective for Safety Elements, it is not the only standard that they have to meet. We expect that the vulnerability assessments will identify key gaps in each community’s adaptation and resilience approach that are critical to community well -being, but which may not be explicitly required by the State. Similarly, we expect that community me mbers, CBOs, and other stakeholders who participate in the public engagement process will raise other issues that the updated Safety Element s should address but are not mandated to do so. There may also be other best practices or emerging opportunities tha t will be helpful to the updated Safety Element s.

We will prepare a gap analysis memo identifying these additional issues that we recommend the updated Safety Elements address.

As part of this review, we will also consider the policies in the existing Safety Elements and provide recommendations for whether to keep policies as -is, modify them, or remove them. We will use current State requirements and the results of the gap analysis to inform these recommendations. As a part of this work, we will coordinate with local jurisdiction staff to understand which policies have already been implemented, what policies have been effective, and where policies can be revised or improved to better meet the needs of the community.

We understand that the adoption dates of t he existing Safety Elements vary widely across the Participating Jurisdictions. Some were adopted within the past few years, while others are a few decades old. We expect that compliance with current State laws and other community needs will be at least pa rtly a function of age and are prepared to make more substantial recommendations as needed.

RECENT STATE

REQUIREMENTS

- Include detailed
information about flood and
wildfire risks.
- Include specific policies
related to reducing the
threat from floods and
wildfires.
- Prepare a climate change
vulnerability assessment.
- Include policies to improve
adaptation and resilience to
climate-related hazards.
- Assess evacuation
constraints of residential
areas.

161 of 197

Proposal for Services • PLACEWORKS 35
Deliverables:
» Review matrix for consistency with State laws (electronic, draft and final, for each Participating Jurisdiction) » Review matrix of existing policies and recommendations (electronic, draft and final, for each Participating Jurisdiction)
» Gap analysis memo (electronic, draft and final, for each Participating Jurisdiction)

5.3 Draft Goals, Policies, and Objectives
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

The PlaceWorks team will work with local jurisdiction staff, CRC , and other key stakeholders to prepare a set of draft goals, policies, and objectives for each of the updated Safety Elements . These goals, policies, and objectives will respond to State requirements, findings in the vulnerability assessment, results from the gap assessment, and input from the public engagement process. The over arching goal will be to provide increased protection for all populations, buildings and infrastructure, and other assets in the community, with a specific focus on populations and assets that are uniquely susceptible.

The PlaceWorks team, in partnership w ith CRC, will ensure the draft goals, policies, and objectives incorporate the equity approach prepared as part of Task 2. As part of this commitment, when drafting and reviewing the goals, policies, and objectives, the PlaceWorks team will use the County’ s equity assessment tool, or other tool as directed by the Participating Jurisdiction or recommended through best practice. As part of the equity review, CRC will ensure the draft goals, policies, and objectives fairly incorporate comments, suggestions, an d requests received through the engagement and outreach activities conducted as part of Task 2.

We will draft the goals, policies, and objectives to take advantage of the full range of strategies available for local communities to improve public safety, ad apt to changing conditions, and grow their community resilience. These may include new regulatory standards or development review processes, educational efforts, community partnerships, specific capital improvement projects, and more involved planning processes. We will also recommend goals, policies, and objectives that support monitoring and reporting of Safety Element strategies to determine their effectiveness and to allow them to be revised in future updates.

We will incorporate recommendations from th e Adaptation Planning Guide, California Climate Adaptation Strategy, and other reports and guidance documents where appropriate. We will include strategies from existing local plans, such as policies in the Multijurisdictional Hazard Mitigation Plan and On eShoreline’s priority projects, where it makes sense to have a clear linkage between the documents. State law also requires including certain strategies in the draft elements, such as policies around siting new critical facilities outside of hazard -prone areas and using natural infrastructure systems to support resilience efforts.

Deliverables:
» Draft Goals, Policies, and Objectives Memorandum (electronic, for each Participating Jurisdiction) » Equity Assessment of draft goals, policies, and objectives.

162 of 197

Technical Proposal
36 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update

5.4 Revise Goals, Policies, and Objectives
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

Upon completion of Task 5.3 , the Goals, Policies, and Objectives will be shared with the Technical Advisory Committees, stakeholder groups , and members of the public for review and feedback. Based on this feedback, which will be integrated with engagement and outreach opportunities in Task 2, the PlaceWorks team will gather input received and identi fy the changes and recommendations necessary and what content was removed or not included in the final draft. In our experience , many goals, policies, and objectives that do not make it into a Safety Element are usually out of scope from what a Safety Elem ent is intended to accomplish or may be infeasible because of political or financial constraints. However, as part of this task , any goals, policies, and objectives that aren’t taken forward will be documented to ensure decision makers understand how the p rocess informed the final element development.

Deliverables:
» Final Goals, Policies, and Objectives Memorandum (electronic, for each Participating Jurisdiction) Task 6. Implementation Measures
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

The implementation measures will build upon the data collection efforts, vulnerability assessment, and community and stakeholder feedback to detail the specific steps required to implement the Saf ety Element policies. Collectively, the measures will also serve as a guidance and reference document for the jurisdictional staff from each city. The PlaceWorks team will develop a framework with the full list of the implementation measures to include whi ch agencies, partners, or departments are responsible for implementation; agency, department, or partner implementation costs based on a scale of low to medium to high (i.e., $, $$, $$$); timeframe for implementation on a scale of near -term or long -term; a nd potential funding opportunities.

These metrics will be used to prioritize implementation of the Safety Element policies and actions. Our team’s standard planning and analytical process already includes collecting a variety of these variables. Therefore, our team will provide efficiencies for the cities and County in development of the measures.

6.1 Develop Draft Implementation Measures
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

We will develop draft implementation measures designed to carry out the updated goals, policies, and objectives of each jurisdiction. As part of the implementation measure development, the team will review state and federal guidance, including guidance for equitable climate planning from sources such as the California Adaptation Planning Guide, the Urban Sustainability Directors Network (USDN), and the Governor’s Office of Planning and Research (OPR). We will also review examples of best practices from other relevant local jurisdictions throughout the state to identify resilience and adaptation projects and programs that may be advantageous for the Participating Jurisdictions to consider and incorporate. We will identify needed updates to zoning regulations, subdivision regulations, Local Coastal Programs, building regulations, and

163 of 197

Proposal for Services • PLACEWORKS 37
similar to inform the crea tion or revision of goals, policies, and objectives. Implementation measures from SB 379 (Government Code Section 65302(g)(4)I) and SB 1241 (Government Code Section 65302(g)(3)(C)) will be incorporated as appropriate to comply with state law. In keeping wi th our team’s holistic integration of equity in our planning processes, we will objectively evaluate the placement of projects, benefits and burdens, and cumulative risks to historically underserved communities from the implementation measures.

The PlaceWorks team, in partnership with CRC, will ensure the draft implementation measures incorporate the equity approach prepared as part of Task 2. As part of this commitment, when drafting and reviewing the implementation measures the PlaceWorks team will use a n equity assessment tool, either prepared by the Participating Jurisdiction or recommended through best practice. As part of the equity review, CRC will ensure the draft implementation measures fairly incorporate comments, suggestions, and requests receive d through the engagement and outreach activities conducted as part of Task 2.

6.2 Revise Implementation Measures
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

The project team wi ll s hare draft implementation measures , and any prioritization as determined by Participating Jurisdictions, with the Technical Advisory Committees, stakeholder groups , and members of the public, as determined by the Public Engagement Plan to gather feedba ck and input. We will r evise draft implementation measures based on that feedback and input , and then will use the Community Input Report to communicate what implementation measures were or were not incorporated. This subtask should incorporate with Task 2 .

6.3 Implementation Recommendations
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

The team will offer recommendations for critical next steps to implement the mitigation measures , including strategies for the: ( 1) monitoring and evaluation of implementation of measures; (2) bundling of measures to optimize efficiencies in funding, planning, and implementation; and (3) incorporation o f new, best available science and best management practices . This document will also include any recommendations on prioritization as made by Participating Jurisdictions .

Deliverables
» Implementation Measures Document (electronic, draft and final, for each Participating Jurisdiction) » Recommended Next Steps: Implementation Memorandum (electronic, draft and final, for each Participating Jurisdiction)

164 of 197

Technical Proposal
38 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update Task 7. Safety Elements Drafted for Jurisdictions
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

After all the individual segments of the Safety Element updates are ready, we will assemble the results into a complete Safety Element. These documents will incorporate all the content and an alyses prepared to date.

As a part of this stage of the work , we anticipate preparing two drafts of each Safety Element : an administrative draft for jurisdiction staff, and a public review draft for widespread review that includes staff revisions.

The PlaceWorks team, in partnership with CRC, will ensure the draft safety elements incorporate the equity approach prepared as part of Task 2. As part of this commitment, when drafting and reviewing the safety elements the PlaceWorks team will use an equity asses sment tool, either prepared by the Participating Jurisdiction or recommended through best practice. As part of the equity review, CRC will ensure the draft safety elements fairly incorporate comments, suggestions, and requests received through the engageme nt and outreach activities conducted as part of Task 2.

7.1 Administrative Draft Safety Elements for Jurisdictions Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

The PlaceWorks te am will prepare a stand -alone administrative draft Safety Element for each of the Participating Jurisdictions . These Safety Elements will compile all the previously prepared content. We expect that the Safety Element s will include the goals, objectives, and policies from Task 5, the implementation measures from Task 6, and all relevant mapping. We recommend incorporating short sections of text from the background reports and vulnerability assessment summaries to help provide important context while keeping the elements short and streamlined. However, if desired, we can fully include the content from these documents to create a much larger element. We will confirm preferences with jurisdiction staff before preparing the combined element.

We will include the final Community Input Report prepared as part of Task 2.8 along with the administrative draft Safety Element . This will illustrate how we incorporated feedback and comments from the public engagement process into the element. If requested, we can also include a section in the main body of the element to discuss how public comments have informed the preparation of the document.

Prior to preparing the administrative draft Safety Element s, we will prepare a template for the document.

These templates may be the same across all jurisdictions or may be unique to each Participating Jurisdiction , depending on staff preferences. We can also use an existing General Plan template or prepare the new template to match existing styles.

Deliverables:
» Safety Element template (electronic, draft and final, for each Participating Jurisdiction) » Administrative draft Safety Element (electronic, for each Participating Jurisdiction) » Community Input Report (electronic, for each Participating Jurisdiction)

165 of 197

Proposal for Services • PLACEWORKS 39

7.2 Public Review Draft Safety Elements
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

After each jurisdic tion’s staff provide us with a compiled set of comments on the administrative draft Safety Element, we will make revisions in response to the feedback. This will include a discussion with jurisdiction staff to review potential changes and confirm the revis ions. We will return the revised draft Safety Elements to jurisdiction staff for review by members of the public.

Deliverables:
» Public review draft Safety Element (electronic, for each Participating Jurisdiction) TASK 8. CEQA Analysis
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

PlaceWorks will prepare the required environmental review for each of the seven proposed Safety Elements pursuant to the California Environmental Quality Act (CEQA). Over the years , PlaceWorks has prepared a variety of CEQA documents for Safety Elements , including making use of CEQA streamlining mechanisms such as the Common Sense Exemptions (CEQA Guidelines Section 15061(b)(3)) and General Plan Environmental Impact Report ( EIR) Addenda (CEQA Guidelines Section 15164). In some cases, PlaceWorks has also prepared Negative Declarations or Mitigated Negative Declarations (CEQA Guidelines Section 15071) and Focused EIRs (CEQA Guidelines Section 15168).

PlaceWorks understands that each of the six proposed Safety Elements will come with their own unique circumstances and proposed changes. However, the proposed action for each jurisdiction, the adoption of an updated Safety Element, in general would have no effect on the environment because they do not commit the County or City to any particular development project. In addition, the updated Safety Elements, as we understand them to date, would consist of County/City conditions of approval, existing regulatory requirements, and other best practices that are adopted for the purpose of reducing the effects of land use development and infrastructure projects on the environment. For these reasons and based on our previous work preparing Safety Element updates, we believe that the preparation of either a CEQA Exemption pursuant to CEQA Guidelines Section 15061(b)(3) or a General Plan EIR Addendum pursuant to CEQA Guidelines Section 15164 will be appropriate for the proposed Safety Elements.

However, if the proposed Safety Elements require changes to the project or mitigation measures to reduce impacts to a less -than-significant level , this scope of work also includes the preparation of Negative Declaration (ND) as a contingency. If impacts cannot be mitigated to a less -than-significant level and an EIR is required, then PlaceWorks will collaborate with staff to discuss next steps and modify scope of work, budget, and schedule as appropriate.

Additionally, because each Safety Element update constitutes an amendment to the Ge neral Plan for each jurisdiction, our scope of work under this task also includes assisting the County and each City with Native American tribal consultation pursuant to Senate Bill (SB) 18.

166 of 197

Technical Proposal
40 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update The following Tasks 8.1 through 8.4 describe the scope of work for the preparation of the CEQA streamlining documents and Native American tribal consultation that PlaceWorks will complete for each Safety Element Update. Task 8.5 is an optional, add -on task for Participating Jurisdictions that determine, after preparation of the Environmental Checklist Memo in Task 8.2, to prepare an Initial Study and Negative Declaration, which will also include tribal consultation as directed by AB 52.

8.1 CEQA Project Management and Initiation
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

Terri McCracken will serve as the Principal -in-Charge. Vivian Kha and Miles Barker will serve as the Project Managers for each participating jurisdiction. Terri will be responsible for overseeing the preparation and final review of the CEQA document, as well as overseeing the budget and schedule. Vivian and Miles will serve as the day-to-day contact and will oversee the coordination of data needs and conference calls. Vivian and Miles will also be responsible for overall team coordination throughout the preparation of the CEQA document.

For the initiation of each CEQA process, the CEQA management team will begin by reviewing all relevant documents pertaining to proposed Safety Elements for baseline information and any certified/approved CEQA documents to be used for tiering. PlaceWorks will then schedule and participate in a kick -off meeting with staff to discuss expectations and concerns, and to re view key issues, information needs, work products, and delivery schedule. The data to be used for environmental impact analysis will also be reviewed at this meeting to ensure it is fully aligned with that used on other CEQA documents in the jurisdiction.

8.2 Environmental Checklist Memo
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

Making use of the CEQA Guidelines Appendix G, Environmental Checklist Form, PlaceWorks will prepar e a qualitative memo (i.e., no technical modeling will be conducted) following the environmental checklist topics to support the preparation of a notice of exemption (NOE) or General Plan EIR Addendum for the proposed Safety Elements depending on the appro priateness and the preference of the jurisdiction as discussed at the kick-off meeting in Task 8.1. Given the Safety Element is a required part of the General Plan, the memo will address each environmental topic at a programmatic level. PlaceWorks will mak e maximum use of existing information from each jurisdiction and other governmental agencies.

Deliverable(s):
» Administrative and Final Draft Environmental Checklist Memo (Word and PDF formats)

167 of 197

Proposal for Services • PLACEWORKS 41

8.3 Prepare CEQA Document – Notice of Exemption or Addendum Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

Based on the outcome of the environmental checklist memo and preferences of the jurisdiction as described in Task 8.2, PlaceWorks will prepare either a NOE pursuant to CEQA Guidelines Section 15062 , an Addendum to the General Plan EIR, pursuant to CEQA Guidelines Section 15164 , or a Negative Declaration (refer to Task

8.5). This task presents the approach to preparation of an Exemption or Addendum. If a Participating Jurisdiction selects a Negative Declaration, that work is described in Optional Task 8.5. The CEQA document will include a brief project description and through the prepar ation of the environmental checklist memo in Task 8.2 and will provide the substantial evidence to demonstrate how the proposed projects would not result in any significant effects. The CEQA document will be submitted to the jurisdiction for review, as follows:
» One electronic copy of an Administrative Draft to the jurisdiction for review. Staff will provide PlaceWorks with a single set of consolidated comments on the Administrative Draft. » One electronic copy of a revised, second draft as an electronic “Screencheck.” PlaceWorks assumes that a minimal level of effort, not exceeding four hours, would be required to respond to a single set of consolidated comments from the jurisdiction on the Screencheck Draft.

Following approval of the Screencheck, PlaceWork s will provide the jurisdiction with one electronic copy of the Final document for inclusion in the staff reports and approval by the decision -making body.

If it is determined that potential impacts from the proposed Safety Elements require changes to the project or mitigation measures to reduce impacts to a less -than-significant level, then Task 8.5 would be implemented based on collaboration with staff.

Following the approval of the Safety Elements, PlaceWorks will prepare the Notice of Determination (NO D).

Our scope of work assumes that staff will be responsible for overseeing the filing of the NOE (if the selected document) and NOD with the County Clerk following the approval of the proposed projects and PlaceWorks will post the NOE/NOD with the State Clearinghouse.

Deliverable(s):
» Administrative, Screencheck, and Final Draft NOD/NOE (Word and PDF formats) » Administrative and Final Draft NOE/NOD (Word and PDF formats) Our proposed schedule for the environmental review includes two -week review periods for the jurisdiction at each submittal phase. Applying these assumptions and depending on the receipt of all the project materials, we anticipate that each CEQA document can be completed within 60 days.

168 of 197

Technical Proposal
42 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update

8.4 Native American Tribal Consultation (SB 18)
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

PlaceWorks will complete the Native American Heritage Commission (NAHC) form requesting a tribal contact list for each jurisdiction. Using t he addresses on the list from NAHC, PlaceWorks will draft letters (on the letterhead of each jurisdiction) to each of the tribes on the NAHC list inquiring whether they want consultation. As consultation is a government -to-government process, it must be in itiated by the local government agency, and counties are usually represented at the consultation(s). PlaceWorks can facilitate and attend the consultation(s); however, each jurisdiction must be represented. Following the consultation meetings (or conferenc e calls), PlaceWorks will provide a record for the environmental documentation showing that consultation has been completed. Completion of the SB 18 process is needed prior to acting on the project.

Deliverable(s):
» Draft letter to the NAHC
» Draft letters to the identified tribes
» Facilitation, attendance, and documentation of requested consultations

8.5 Optional Add-on: Prepare Initial Study/Mitigated Negative Declaration and Conduct AB 52 Tribal Consultation
Potential Participating Jurisdictions: Belmont, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

Based on the outcome of the environmental checklist memo and preferences of the Participating Jurisdiction as described in Task 8.2, PlaceWorks will complete a N egative Declaration form in accordance with CEQA Guidelines Section 15071. PlaceWorks will prepare a Screencheck of the environmental checklist memo as an Initial Study, responding to staff comments on the Administrative Draft document described in Task 8.2.

If mitigation measures are required, PlaceWorks will prepare a Mitigation Monitoring or Reporting Program (MMRP) for the mitigation measures pursuant to the jurisdiction’s policies and procedures. The MMRP, shown in tabular form, will identify responsibility f or implementing and monitoring each mitigation measure, along with monitoring triggers and reporting frequencies.

PlaceWorks will draft a Notice of Intent (NOI) of a N egative Declaration pursuant to CEQA Guidelines Section 15072. PlaceWorks will work together with agency staff to prepare a master distribution list. PlaceWorks will be responsible for circulation to the State Clearinghouse, and mailings to local, regional, and state agencie s.

Agency staff will be responsible for local noticing.

A maximum 30-day public review period will be required under CEQA if the notification of a State Agency(s) is determined to be necessary, pursuant to CEQA Guidelines Section 15073. This scope does no t include participation in any public hearings conducted during the 30 -day review period.

While not required under CEQA, following the close of the public review period, PlaceWorks will respond to substantive comments received on the Initial Study/Negative Declaration in a memorandum form. This scope of work includes 8 hours of PlaceWorks time to respond to comments in an Administrative Draft Response to Comments Memorandum. If public comments exceed assumptions and more than 8 hours is required to

169 of 197

Proposal for Services • PLACEWORKS 43
address comments received on the I nitial Study/Negative Declaration, we will request use of contingency funds or a contract amendment to complete Response to Comments . We will prepare an Administrative Draft Response to Comments Memorandum for review by staff. Bas ed on staff comments, we will complete revisions and deliver a Final Response to Comments Memorandum.

If it is determined that the preparation of a CEQA document requires public circulation (Negative Declaration, Mitigated Negative Declaration, or an EIR) , consultation with any Native American tribes that have requested consultation pursuant to AB 52 would be required, which can be combined with outreach efforts described in Task 8.4.

Deliverables:
» Screencheck and Public Review Drafts of the IS/ND (Word and PDF formats) » Administrative and Public Review Draft of the MMRP (Word and PDF formats) » Administrative and Final Draft of the NOI (Word and PDF formats) » Administrative and Final Draft of the Response to Comments Memorandum (Word and PDF formats) » Draft letters to the identified tribes
» Facilitation, attendance, and documentation of requested consultations Task 9: Board of Forestry Review
Participating Jurisdictions: Belmont, Half Moon Bay, and San Mateo County.

Any Participating Jurisdiction that includes State Responsibility Areas or Very High Fire Hazard Severity Zones must submit its updated Safety Element to the California Board of Forestry and Fire Protection (Board of Forestry) at least 90 days prior to adoption, per State law. The PlaceWorks team has collaborated extensively with staff from CAL FIRE’s Land Use Planning Program, who review the Safety Elements and present them to the Board of Forestry and has established very good working relationships with them. We work closely with CAL FIRE staff to ad dress any recommended revisions to the Safety Element informally, before submitting them to the Board of Forestry. Many of our Safety Elements require no revisions before going to the Board of Forestry, and all others need only minor changes. We have never had the Board of Forestry recommend changes for any Safety Element that we have submitted.

Per California Government Code 51178, the State Fire Marshal is required to provide local agencies with the areas within their jurisdiction that meet Fire Hazard Severity Zone criteria for their local adoption and implementation, including inclusion in the Safety Element of the General Plan . Cal FIRE has been working to review, update, identify, and map Fire Hazard Severity Zones in Local Responsibility Areas. We anticipate CAL FI–E - Office of the State Fire Marshal will begin providing local governments updated draft Fire Hazard Severity Zone m aps for Local Responsibility Areas in mid to late 2023 or possibly early 2024. These updated maps could chang e High Fire Severity Areas within the incorporated cities, which could result in the requirement for CAL FIRE/Board of Forestry review for additional cities than currently identified in this task.

The PlaceWorks team can provide Task 9 services to addition al Participating J urisdictions upon Participating Jurisdiction approval through the use of the contingency budget.

170 of 197

Technical Proposal
44 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update

9.1 CAL FIRE/Board of Forestry Safety Element Review
Participating Jurisdictions: Belmont, Half Moon Bay, and San Mateo County.

As required b y State law, PlaceWorks will submit draft Safety Element s to CAL FIRE’s Land Use Planning Program for all applicable jurisdictions. CAL FIRE staff will review the draft Safety Element s and make recommendations. We will discuss any recommendations with juri sdiction staff and will either revise the Safety Element in response or will provide a written explanation for why the revision has not been made. We will make all appropriate revisions to the Safety Element before CAL FIRE staff pass the element on to the Board of Forestry. We recommend that we submit the Safety Elements to CAL FIRE staff at the beginning of the public review process.

State law requires that any jurisdiction containing State Responsibility Areas or Very High Fire Hazard Severity Zones must submit their Safety Element to CAL FIRE/Board of Forestry. Currently, this applies to Belmont, Half Moon Bay, and unincorporated San Mateo County. However, we are aware that CAL FIRE is currently revising their hazard severity zone mapping, and it is poss ible that additional communities may include Very High Fire Hazard Severity Zones in this updated mapping. The updated mapping is expected to be released sometime in 2023.

Deliverables:
» CAL FIRE Safety Element review checklist (electronic, for each relevan t Participating Jurisdiction ) and submittal to CAL FIRE.
» Coordination, and meetings if needed, with CAL FIRE staff during review of Safety Element. » Participation in Board of Forestry Resource Protection Committee meeting during review of Safety Element (1 virtual meeting per participating jurisdiction).

Task 10: Public Agency Boards – Review and Approval
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

Each Participating Agency’s Planning Commission and City Council/Board of Supervisors must formally review the draft Safety Element and its associated environmental review document. To support a successful review and adoption of each Safety Element, we will support staff to provide regular updates to their Planning Commission and City Council/Board of Supervisors as informational items or as Commission/Council/Board workshops or study sessions at key points during the process . At the end of the process, a fter all public and external agency comments are incorporated into the draft Safety Elements, they will be ready for final review and adoption by each jurisdiction through public hearings . These hearings will be the culmination of the Safety Element Update process and will all ow members of the public to provide additional input prior to adoption. The PlaceWorks team will work with Participating J urisdiction staff materials in support of these hearings.

171 of 197

Proposal for Services • PLACEWORKS 45

10.1 Prepare Planning Commission and City Council/Board of Supervisor Materials
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

During the planning process, the PlaceWorks team will prepare a Planning Commission/City Council/Board of Super visors Briefing Packet for Participating Jurisdiction staff at three points in the process: (1) project initiation/vulnerability assessment, (2) draft goals, policies, and action preparation, and (3) draft element review. These Briefing Packets will provide an overview of the project status in a brief memo and set of slides that will highlight work completed to -date, opportunities for public engagement, and next steps.

Participating Jurisdiction staff will be responsible for putting this content into agency specific templates or formats, modifying it if needed to include jurisdiction specific details, and for presenting it to their Planning Commission/City Council/Board of Supervisors.

Following completion of Tasks 2 -9, t he PlaceWorks team will prepare drafts of the Safety Elements incorporating all relevant comments from members of the public, CAL FIRE/Board of Forestry and other public agencies, and other stakeholders as relevant. These drafts will serve as the “public hearing drafts” that will be brought f orward to the Planning Commission and City Council/Board of Supervisors for review and adoption. Additionally, we will work with jurisdiction staff to support preparation of materials for the Planning Commission and City Council/Board of Supervisors public hearings. This support may include preparing drafts of materials and reviewing content prepared by Participating J urisdiction staff. We anticipate that such materials may be staff reports, presentations, resolutions, or other items that may be helpful for hearings. We will prepare all materials us ing consistent graphics, branding, and other design features as requested.

Deliverables:
» Public hearing draft Safety Element (electronic, for each Participating Jurisdiction) » Briefing packets (three, electronic, draft and final) » Staff report content and PowerPoint slides to support on study session during the final public review phase and two public hearings (electronic, for each Participating Jurisdiction, draft and final)

10.2 Attend Planning Commission and City Council/Board of Supervisor Meetings
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.

Staff from the PlaceWorks team will attend one study session of the Planning Commission or City Council (or a joint meeting) at the initial release of the draft Safety Element , and one Planning Commission, and one City Council/Board of Supervisor meeting for each participating jurisdiction at the adoption stage. We expect that these meetings will be in-person, although we are able to participate virtually if preferred. PlaceWorks will be prepared to support staff with presentations , respond to questions from officials, and fill other roles as needed.

If any Planning Commissions or City Councils/Boar d of Supervisors direct changes to the draft Safety Elements prior to recommendation/adoption, we will incorporate these changes into a separate final draft

172 of 197

Technical Proposal
46 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update following adoption. Otherwise, the public hearing drafts will serve as final drafts, with any neces sary changes to reflect their adopted state.

Deliverables:
» Final draft Safety Element (electronic, for each Participating Jurisdiction) » Attendance at one study session and two public hearings (one Planning Commission meeting and one City Council/Board of Supervisors meeting) for Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County. Meeting attendance is assumed to be in person and includes travel time from the office location of the lead staff person assigned to the agency plus travel costs. Participating Jurisdictions can elect for virtual participation of the PlaceWorks team to reduce costs.

10.3 Add-on: Attend Additional Public Meetings
Participating Jurisdictions: East Palo Alto, San Bruno, and San Mateo County.

We recognize that the preferences and processes for review of General Plan Amendments can vary by jurisdiction and that some Participating Jurisdictions may need additional meeting support beyond the three public meetings scoped in Task 10.2. Members of the PlaceWorks team can participate in additional meetings of the Planning Commission and/or City Council/Board of Supervisors if requested by Participating Jurisdiction staff. Participation in additional meetings may be virtual or in -person as desired. We can support Participating Jurisdiction staff to prepare or review any additional meeting materials as may be needed. This task assumes additional meeting support as noted below by jurisdiction; however, if additional meeting is requested, i t can be available on a time -and-materials basis through the contingency budget. Meeting attendance is assumed to be in person and includes travel time from the office location of the lead staff person assigned to the agency plus travel costs. Jurisdiction s can elect for virtual participation of the PlaceWorks team to reduce costs.
» East Palo Alto: One additional public meeting, hearing, or study session with Planning Commission and/or City Council.
» San Bruno: One additional public meeting, hearing, or study session with Planning Commission and/or City Council.
» San Mateo County: Three additional public meeting s, hearing s, or study session s with the Planning Commission and/or Board of Supervisors.

Deliverables:
» Attendance at additional public hearings as noted.
» Support with meeting materials for additional meetings. (electronic, draft and final)

173 of 197

Proposal for Services • PLACEWORKS 47
Project Schedule
PlaceWorks’ proposed schedule for completion of the Safety Element Multi -Agency Collaborative is shown in Figure 1. In our experience, Safety Element preparation with the tasks included in the proposed scope of work can average 18 to 24 months to allow for robust stakeholder engagement, potential delays with receipt of data from external agencies, and environmental review. We have prepared a 24 -month schedule.

PlaceWorks has a strong track record in meeting project schedules and coordinating closely with its clients as part of our approach to quality project management . Our project management process allows for potential project delays to be revealed early and to identify options to keep the project on -track or to adjust the schedule if needed. W e recommend reviewing and confirming a detailed schedule during contract negotiations or as part of project initiation. Over years of managing projects, we have developed a variety of tools to keep projects on schedule and ensure that staff are well informed at all times .  We maintain an up-to-date schedule throughout the project, to ensure that all team members are aware of upcoming meetings and product due dates.
 We stay in close, regular contact with staff and our community partners and document important decisions about the project in writing, which ensures that decisions are understood by all team members.  We schedule project due dates for staff with adequate time for editing and formatting into finished reports.

Our team takes a project management approach that focuses on providing a quality process and product in sync with the budget and schedule while enjoying our work and colla borating as a team to ensure that everyone’s strength and input are well -integrated. We approach project management as a dynamic process and one that is critical to the process. This starts during the preparation of the proposal and continues through the project initiation, execution, and completion. Our project manager maintains regular coordination and check -ins with the project team, including our teaming partners and clients. We use tools such as Deltek, Asana, MS Project, and others as needed to suppor t our projects.

In addition to our overall project kick -off meeting, we begin each task by reviewing objectives, budget, schedule, roles, and workflows with all members of our team so that everyone knows both their individual roles and the big picture. We also review each task at completion to assess the work, identify any issues of concern for the project team, identify any lessons learned that should be applied to later tasks, and consider any potential scope or budget considerations. Our project managers assess financial project performance monthly as part of invoice preparation.

Our team uses ongoing quality assurance and quality control (QA/QC) processes throughout the project development process as an integral component of our project management approach. We deliver work that is scientifically accurate, consistent with all legal requirements, and meets all needs of our clients. This not only includes plan documents and memos, but technical analyses, data workbooks, outreach materials, and all other work products prepared for our projects. All work is reviewed by the project manager and other senior PlaceWorks staff to ensure that it meets this rigorous set of criteria. A technical editor reviews all work to ensure accurate spelling and grammar, consistent tone, and proper sourcing. Our Word processing staff and graphic designers also review work products for consistent formatting and readability.

174 of 197

Technical Proposal
48 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update Figure 1 Project Schedule

Tasks April
2023 May June July Aug Sept Oct Nov Dec Jan
2024 Feb Mar April May June July Aug Sep Oct Nov Dec Jan 2025 Feb Mar
Task 1. Project Coordination and Communication

1.1. Collaborative Steering Committee * * * * * * * *

1.2. Technical Advisory Committees and 1x1 Support * * * * * *

1.4. Ongoing Project Management * * * * * * * * * * * * * * * * * * * * * * * * Task 2. Community Engagement and Equity Approach

2.1. Public Engagement Plan

2.2. Equity Approach

2.3. Community Based Organizations Partnerships

2.4. Community Workshops * * * *

2.5. Hard-to-Reach/Community Group Meetings * * * * * * * * *

2.6. Stakeholder Meetings * * * * * * * *

2.7. Develop Project Website

2.8. Mapped Survey Tool

2.9. Story Map * *

2.10. Community Input Report
Task 3. Vulnerability Assessment and Hazard Maps

3.1. GIS Database for Hazards *

3.2. GIS Database for Asset Layers *

3.3. Identify Sensitive Populations *

3.4. Prepare Asset Lists *

3.5. Identify Flood and Fire Hazard Data *

3.6. Evacuation Constraints Analysis *

3.7. Vulnerability Assessment *

3.8. Summarize Results of Vulnerability Assessment *

3.9. Online Map Viewer

3.10. Hazard Maps for Inclusion in Safety Element
Task 4. Background Information on Hazards

4.1. Update Hazard Background Information
Task 5. Goals, Objectives, and Policies

5.1. Regional Best Practices Summary

5.2. Review of Existing Plans, Requirements, and Gaps

5.3. Draft Goals, Policies, and Objectives *

5.4. Revise Goals, Policies, and Objectives
Task 6. Implementation Measures

6.1. Develop Draft Implementation Measures *

6.2. Revise Implementation Measures

6.3. Implementation Recommendations
Task 7. Safety Elements Drafted for Jurisdiction

7.1. Administrative Draft Safety Elements for Jurisdictions

7.2. Public Review Draft Safety Elements
Task 8. CEQA Analysis

8.1. CEQA Project Management and Initiation *

8.2. Environmental Checklist Memo

8.3. CEQA Document

8.4. Native American Tribal Consultation
Task 9. Board of Forestry Review

9.1. CAL FIRE/Board of Forestry Safety Element Review * Task 10. Public Agency Boards - Review and Approval

10.1. Prepare Planning Commission and City Council/Board of Supervisor Materials

10.2. Attend Planning Commission and City Council/Board of Supervisor Meetings * * *

10.2. Attend Additional Public Hearings or Meetings * * * PlaceWorks Preparation of Project Task
Staff Review of Work Products
Meetings - Conference Calls or In-Person *

175 of 197

Proposal for Services • PLACEWORKS 71

PRICE PROPOSAL
As shown in Table 3 , the estimated cost to complete the scope of work described in this proposal is $1,224,016 for the baseline scope of work plus add -on tasks, expenses, and a contingency budget.

Table 4 shows the fee proposal broken down by agency. Tables 3 and 4 are inclu ded as separate files.

PlaceWorks bills its work on a time -and-materials basis with monthly invoices.

Assumptions
In addition to the assumptions for the scope of work, this cost estimate assumes that:
 PlaceWorks bills its work on a time-and-materials basis with monthly invoices.  Our cost estimate includes the meetings as scoped. Additional meetings will be billed on a time-and- materials basis at the direction of the CPC Project Manager. At least one member of the project management team will attend project meetings, public workshops, and other public meetings identified in the scope.
 All products will be submitted to the City in electronic format, which includes Microsoft Word, Microsoft Excel, and Adobe Acrobat.
 Participating Jurisdiction staff will be responsible for TAC, planning commission, City Council/Board of Supervisors, and advisory body meeting logistics, including coordination, document production, applicable public noticing, mailing costs, room reservations, room set-up and take-down, refreshments, and final preparation and posting of staff reports.

176 of 197

Price Proposal
72 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update Table 3 – PlaceWorks Fee Proposal - Detailed by Task
Seale Krispi Rohr Jansen McCracken Mazur Guy/Giffin Barker/Kha Lau DiPierro Robbins/ Miller
Atlas Planning
Solutions
Nexus
Planning CRC
Principal-in-
Charge
Project
Manager
Asst. Project
Manager
Principal
Advisor CEQA Lead GIS
Principal
GIS
Associate Associate Website &
Outreach
GIS
Analyst
Project
Planner
$250 $210 $175 $260 $245 $225 $155 $155 $165 $125 $140 $135 $135 $125 TASK 1. TASK 1. PROJECT COORDINATION AND COMMUNICATION (9 agencies) 1 Collaborative Steering Committee 27 36 45 4 36 148 $565 $28,830 $3,150 $0 $0 $315 $3,465 $32,295 2 Participating Agency Support: Technical Advisory Committees and 1x1 Support 18 56 56 24 12 6 172 $636 $32,426 $9,440 $0 $0 $944 $10,384 $42,810 3 Ongoing project management 44 56 48 148 $623 $31,783 $0 $0 $0 $0 $0 $31,783 Task 1. Subtotal 89 148 149 4 0 0 0 0 0 0 60 0 12 6 468 $1,824 $93,039 $12,590 $0 $0 $1,259 $13,849 $106,888 TASK 2. COMMUNITY ENGAGEMENT AND EQUITY APPROACH (8 agencies) 1 Public Engagement Plan (PEP) 8 8 8 8 16 2 50 $193 $9,863 $700 $0 $2,275 $298 $3,273 $13,136 2 Equity Approach 6 8 8 4 4 10 40 $154 $7,834 $350 $0 $2,020 $237 $2,607 $10,441 3 Community Based Organizations (CBOs) Partnerships 8 4 4 16 $71 $3,611 $0 $0 $21,275 $2,128 $23,403 $27,014 4 Community Workshops (4) 20 20 32 36 40 4 4 156 $540 $27,560 $700 $0 $3,650 $435 $4,785 $32,345 5 Hard-to-Reach / Community Group Meetings 2 4 4 12 6 2 2 32 $101 $5,151 $0 $0 $14,250 $1,425 $15,675 $20,826 6 Stakeholder Meetings 6 18 24 18 18 84 $296 $15,086 $2,100 $0 $0 $210 $2,310 $17,396 7 Develop Project Website 8 8 24 40 32 40 8 160 $509 $25,949 $1,180 $0 $0 $118 $1,298 $27,247 8 Mapped Survey Tool 4 4 8 2 4 16 50 12 100 $294 $15,014 $2,360 $0 $0 $236 $2,596 $17,610 9 Story Map 4 4 8 4 8 50 16 6 100 $294 $14,974 $1,180 $0 $0 $118 $1,298 $16,272 10 Community Input Report 6 8 16 40 2 4 4 80 $258 $13,148 $1,660 $0 $3,550 $521 $5,731 $18,879 Task 2. Subtotal 72 86 136 12 0 6 12 70 44 100 196 60 14 10 818 $2,710 $138,190 $10,230 $0 $47,020 $5,726 $62,976 $201,166 TASK 3. VULNERABILITY ASSESSMENT AND HAZARD MAPS (9 agencies) 1 GIS Database for Hazards 1 2 2 1 1 27 34 $96 $4,871 $700 $0 $840 $154 $1,694 $6,565 2 GIS Database for Asset Layers 1 2 9 1 1 27 41 $120 $6,120 $700 $0 $840 $154 $1,694 $7,814 3 Identify Sensitive Populations 2 9 18 4 1 16 18 16 4 88 $285 $14,530 $700 $0 $840 $154 $1,694 $16,224 4 Prepare Asset Lists 2 9 9 1 32 18 40 111 $339 $17,269 $700 $0 $840 $154 $1,694 $18,963 5 Identify Flood and Fire Hazard Data 2 9 9 2 2 32 56 $175 $8,900 $1,400 $0 $0 $140 $1,540 $10,440 6 Evacuation Constraints Analysis 8 8 16 2 16 96 146 $428 $21,838 $2,800 $0 $420 $322 $3,542 $25,380 7 Vulnerability Assessment 8 18 54 70 70 220 $718 $ 3 6,598 $2,800 $4,680 $1,180 $866 $9,526 $46,124 8 Summarize Results of Vulnerability Assessment 10 18 54 40 40 24 24 210 $675 $34,445 $2,800 $3,120 $1,180 $710 $7,810 $42,255 9 Online Map Viewer 2 8 16 2 9 60 97 $287 $14,612 $3,060 $0 $840 $390 $4,290 $18,902 10 Hazard Maps for Inclusion in Safety Element 2 9 18 2 9 72 112 $328 $16,713 $0 $0 $0 $0 $0 $16,713 Task 3. Subtotal 38 92 205 4 0 10 40 158 0 350 166 4 24 24 1115 $3,451 $175,896 $15,660 $7,800 $6,980 $3,044 $33,484 $209,380 TASK 4. BACKGROUND INFORMATION ON HAZARDS (8 agencies)
1 Update Hazard Background Information 8 24 32 60 68 30 24 246 $770 $39,280 $8,560 $1,560 $0 $1,012 $11,132 $50,412 Task 4. Subtotal 8 24 32 0 0 0 0 60 0 0 68 0 30 24 246 $770 $39,280 $8,560 $1,560 $0 $1,012 $11,132 $50,412 TASK 5. GOALS, OBJECTIVES, AND POLICIES (7 agencies)
1 Regional Best Practices Summary 4 6 12 12 12 2 48 $163 $8,333 $1,530 $0 $0 $153 $1,683 $10,016 2 Review of Existing Plans, Requirements, and Gaps 7 12 14 40 48 8 8 137 $434 $22,154 $5,940 $2,340 $0 $828 $9,108 $31,262 3 Draft Goals, Policies, and Objectives 14 16 16 40 48 32 16 182 $578 $29,478 $11,800 $4,680 $4,650 $2,113 $23,243 $52,721 4 Revise Goals, Policies, and Objectives 7 12 12 20 24 16 8 99 $320 $16,310 $5,200 $3,120 $0 $832 $9,152 $25,462 Task 5. Subtotal 32 46 54 0 0 0 0 112 0 0 132 0 58 32 466 $1,495 $76,275 $24,470 $10,140 $4,650 $3,926 $43,186 $119,461 TASK 6. IMPLEMENTATION MEASURES (7 agencies)
1 Develop Draft Implementation Measures 8 14 24 4 24 24 14 8 120 $403 $20,553 $9,440 $3,120 $4,650 $1,721 $18,931 $39,484 2 Revise Implementation Measures 4 4 24 16 16 4 68 $225 $11,485 $4,720 $1,560 $0 $628 $6,908 $18,393 3 Implementation Recommendations 8 14 24 16 16 4 82 $287 $14,647 $4,720 $1,560 $0 $628 $6,908 $21,555 Task 6. Subtotal 20 32 72 4 0 0 0 56 0 0 56 0 14 16 270 $915 $46,685 $18,880 $6,240 $4,650 $2,977 $32,747 $79,432 TASK 7. SAFETY ELEMENTS DRAFTED FOR JURISDICTION (7 agencies) 1 Administrative Draft Safety Elements for Jurisdictions 14 32 32 32 60 60 60 290 $896 $45,676 $9,960 $3,120 $4,225 $1,731 $19,036 $64,712 2 Public Review Draft Safety Elements 8 24 24 24 32 28 32 172 $544 $27,764 $7,820 $1,170 $0 $899 $9,889 $37,653 Task 7. Subtotal 22 56 56 0 0 0 0 56 0 0 92 0 88 92 462 $1,440 $73,440 $17,780 $4,290 $4,225 $2,630 $28,925 $102,365 TASK 8. CEQA ANALYSIS (7 agencies)
1 CEQA Project Management and Initiation 36 24 60 $251 $12,791 $0 $0 $0 $0 $0 $12,791 2 Environmental Checklist Memo 2 2 24 36 48 12 12 136 $441 $22,511 $0 $0 $0 $0 $0 $22,511 3 CEQA Document (NOE or Addendum) 2 2 4 12 24 36 12 12 104 $329 $16,769 $0 $0 $0 $0 $0 $16,769 4 Native American Tribal Consultation (SB 18) 4 24 36 48 112 $378 $19,258 $0 $0 $0 $0 $0 $19,258 Task 8. Subtotal 2 4 10 0 96 0 0 120 0 0 132 0 24 24 412 $1,399 $71,329 $0 $0 $0 $0 $0 $71,329 TASK 9. BOARD OF FORESTRY REVIEW (3 agencies)
1 CAL FIRE/Board of Forestry Safety Element Review 6 6 12 $46 $2,356 $7,080 $0 $0 $708 $7,788 $10,144 Task 9. Subtotal 0 6 6 0 0 0 0 0 0 0 0 0 0 0 12 $46 $2,356 $7,080 $0 $0 $708 $7,788 $10,144 TASK 10. PUBLIC AGENCY BOARDS – REVIEW AND APPROVAL (7 agencies) 1 Prepare Planning Commission and City Council/Board of Supervisor Materials 14 58 30 40 40 8 21 211 $733 $37,378 $7,600 $0 $0 $760 $8,360 $45,738 2 Attend Planning Commission and City Council/Board of Supervisor Meetings (21) 120 120 $504 $25,704 $8,400 $0 $0 $840 $9,240 $34,944 Task 10. Subtotal 14 178 30 0 0 0 0 40 0 0 40 8 21 0 331 $1,237 $63,082 $16,000 $0 $0 $1,600 $17,600 $80,682 Labor Hours Total 297 672 750 24 96 16 52 672 44 450 942 72 285 228 4600 956 170 529 Labor Dollars Total $74,250 $141,120 $131,250 $6,240 $23,520 $3,600 $8,060 $104,160 $7,260 $56,250 $131,880 $9,720 $38,475 $28,500 $15,287 $779,572 $131,250 $30,030 $67,525 $22,882 $251,687 $1,031,259

EXPENSES
PlaceWorks Reimbursable Expenses $8,487
Subconsultants' Reimbursable Expenses $2,500
Expenses Total $10,987
Subtotal: Baseline Tasks + Expenses $1,042,246

CONTINGENCY
Varies by agency $100,135
ADD ON TASKS - Vary by Agency

8.5 CEQA Contingency Add-on: Initial Study/Negative Declaration/AB 52 (per agency) 2 4 8 22 36 4 4 80 $251 $12,821 0 0 0 $0 $0 $64,105

10.3 Optional Add On: Attend Additional Public Meetings/Cost per meeting 8 8 $34 $1,714 $0 $0 $8,570

1.2 Additional TAC Meeting Support & Attendance (County only) 0 $0 $0 0 0 $0 $0 $8,960 Add-On Task Total $81,635

ALL TASKS
PlaceWorks Grand Total $1,224,016
PlaceWorks
Total
10% Subconsultant
Markup
Subconsultant
Total Safety
Element
Planning
SLR/VA Community
Outreach

PLACEWORKS SUBCONSULTANTS
Total
Labor
Budget
Hourly Rate:

GRAPHICS TECH.

EDITOR
WP/
CLERICAL PlaceWorks
Hours
PlaceWorks
2% Office
Expenses

177 of 197

Price Proposal
Proposal for Services • PLACEWORKS 73
Table 4 – PlaceWorks Fee Proposal - By Agency

COUNTY ALL
San Mateo Atherton Belmont Brisbane Burlingame East Palo Alto Half Moon Bay Pacifica San Bruno Total Task 1. Project Coordination and Communication 14,095$ 10,525$ 14,095$ 6,223$ 14,095$ 14,095$ 14,095$ 5,570$ 14,095$ 106,888$ Task 2. Community Engagement and Equity Approach $ 102,394 $ - $ 19,754 $ 19,754 $ 19,754 $ 19,754 $ 19,754 201,166$ Task 3. Develop Vulnerability Assessment and Hazard Maps $ 67,839 $ 15, 180 $ 15,180 $ 18,530 $ 18,530 $ 18,530 $ 18,530 $ 18,530 $ 18,530 209,380$ Task 4. Background Information on Hazards $ 10,082 $ 5, 761 $ 5,761 $ 5,761 $ 5,761 $ 5,761 $ 5,761 $ 5,761 50,412$ Task 5. Goals, Objectives, and Policies $ 29,865 $ 14, 933 $ 14,933 $ 14,933 $ 14,933 $ 14,933 $ 14,933 119,461$ Task 6. Implementation Measures $ 19,858 $ 9, 929 $ 9,929 $ 9,929 $ 9,929 $ 9,929 $ 9,929 79,432$ Task 7. Safety Elements Drafted for Jurisdictions $ 25,591 $ 12, 796 $ 12,796 $ 12,796 $ 12,796 $ 12,796 $ 12,796 102,365$ Task 8. CEQA Analysis (Exemption or Addendum) $ 10,190 $ 10, 190 $ 10,190 $ 10,190 $ 10,190 $ 10,190 $ 10,190 71,329$ Task 9. Board of Forestry Review $ 3,381 $ 3, 381 $ 3,381 10,144$ Task 10. Public Agency Board – Review & Approval $ 11,526 $ 11, 526 $ 11,526 $ 11,526 $ 11,526 $ 11,526 $ 11,526 80,682$ PW Reimbursable Expenses (Website Hosting, GIS fee, limited travel) $ 3,296 $ 961 $ 961 $ 961 $ 961 $ 961 $ 961 $ 961 $ 961 10, 987$ PlaceWorks Total $ 298,118 $ 91,801 $ 118, 507 $ 31,476 $ 118,475 $ 118,475 $ 121,857 $ 25,061 $ 118,475 1,042,246$ Add-On Tasks San Mateo Atherton Belmont Brisbane Burlingame East Palo Alto Half Moon Bay Pacifica San Bruno Total Additional TAC Meeting Support & Attendance $ 8,960 8, 960$ Additional Public Agency Meetings $ 5,142 $ 1, 714 $ 1,714 8,570$ Contingency - CEQA (Initial Study/Negative Declaration/AB 52 consultation) $ 12,821 $ 12,821 $ 12, 821 $ 12,821 $ - $ 12,821 64,105$ Contingency - General (5% or 10%) $ 31,222 $ 4, 590 $ 11,851 $ 3,148 $ 11,848 $ 12,019 $ 12,186 $ 1,253 $ 12,019 100,135$ PlaceWorks Total $ 356,263 $ 96,391 $ 143, 178 $ 34,623 $ 130,323 $ 145,029 $ 146,863 $ 26,314 $ 145,029 $ 1,224,016 Baseline Scope of Work
CITIES

178 of 197

2635 Benvenue Ave
Berkeley, CA 94704
510.761.6001

[email protected] | planningcollaborative.com February 11, 2023

Katie Faulkner, Planner III
County of San Mateo
455 County Center
Redwood City, CA 94063

Subject: Project Management -- San Mateo County Safety Element Collaborative Multi-Jurisdictional Safety Element

We are pleased to provide this proposal for continued project management services for the Multi- Jurisdictional Safety Element Collaborative.

For the past year, Community Planning Collaborative (formerly Baird + Driskell Community Planning) has been serving as the convenor, facilitator and project manager of a collaborative of nine agencies working together on efforts related to their Safety Elements. Specifically, Community Planning Collaborative (CPC) has acted the project manager for the Safety Element Collaborative project through the Collaborative’s initial formation and the RFP process, ensuring that the voice of each participating agency was heard, and their needs addressed. To date, Community Planning Collaborative acted project manager through their role as lead consultant for the 21 Elements Project. 21 Elements was originally created to assist San Mateo County jurisdictions (20 cities and the county) with required Housing Element updates and has now expanded to assist with other General Plan element updates.

With the selection of PlaceWorks, Inc. to serve as the professional Safety Element consultant, there is still the need to provide oversight and orchestration of this multi-agency effort over the next two years. To support staff from the nine agencies, CPC will convene and facilitate the Steering Committee meetings, meet with PlaceWorks to provide preliminary review and direction of process and product components; review public outreach and engagement materials and other deliverables; monitor and provide updates on budget and deliverable requirements to each agency; coordinate with PlaceWorks for efficient and effective work with all agencies; and prepare documents for staff for their communications to Planning Commissions and elected bodies.

As a Principal, Josh Abrams is authorized to bind CPC to the contents of this submittal and to negotiate contracts on behalf of CPC. We propose to have Cathy Capriola continue to serve as the Project Manager of the Safety Element Collaborative. Please contact me if you have any questions.

Sincerely,

Josh Abrams
Principal

179 of 197

[email protected]

SCOPE OF WORK
In consideration of the payments set forth in Exhibit B, Contractor shall provide the following services:

Multi-Jurisdictional Safety Element
Overall, serve as PROJECT MANAGER for the Multi-Jurisdictional Safety Element project with nine public agencies in San Mateo County.
 Full Scope Participating Agencies: San Mateo County and six San Mateo County cities (Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, and San Bruno)  Partial Scope Participating Agencies: Cities of Brisbane and Pacifica; and

1. Steering Committee – Coordinate, facilitate and communicate with the agencie s individually and together as a Collaborati ve Steering Committee throughout the project. Lead the Steering Committee and serve as the Committee’s primary point of contact. Ensure meetings of the Collaborative Steering Committee provide opportunities to s hare information, provide feedback at key points in the process, discuss options and opportunities for community engagement, and review approaches to addressing key hazards of concern. Review meeting materials prepared by PlaceWorks Team before distributi on to the Committee members. After each meeting, prepare and distribute a high -level summary of key points, action items, decisions, and next steps.

2. Project Management – Monitor and oversee the overall project per the executed contract with PlaceWorks. E nsure timeline and project deliverables are met in a timely manner and at the quality expectation of the project.

3. Reporting & Agency Communication – Conduct quarterly check -in meetings with each participating agency and ensure concerns, ideas or issues are reviewed and resolved with the PlaceWorks Team.

Prepare quarterly project progress reports regarding status of the project, overall progress on budget, and update on individual agency costs to date.

4. Invoice Review & Budget Monitoring – Review submitted invoices by PlaceWorks; monitor and track invoices and submitted charges against the overall approved budget for the project as a whole and for each individual agency. Communicate with County as fiscal agent on monthly invoices and provide updates to the Steering Committee as a whole and individual agencies as needed.

5. Coordination with Lead Safety Element Consultant (PlaceWorks) – Coordinate on a regular basis with PlaceWorks on project process, delive rables, and community outreach. Provide guidance and conduct necessary outreach to individual agencies or the Steering Committee as a whole.

6. Work Product Review – Review all public engagement tools and products in a comprehensive manner.

Review technica l work products (such as vulnerability analysis and individual safety elements) at a higher level focused on clarity and broad objectives with the detailed review to be completed by the individual agencies based on their specific knowledge and expertise).

7. Adoption Staff Reports – Prepare staff reports and enacting resolutions at the completion of the project for adoption of the completed Safety Elements by each jurisdiction.

180 of 197

[email protected]

8. Participate in Key Community Outreach Activities – Participate in occasional comm unity outreach activities, such as the community workshops, to monitor outcomes and to understand the key community issues within the Safety Element processes.

9. Respond to Requests from Participating Agencies -- Provide easy and direct access for Jurisdict ions to ask questions, distribute information, query other jurisdictions, obtain updated information on State laws and particular items of importance, etc.

181 of 197

[email protected]

FEE PROPOSAL

Contractor shall submit monthly invoices for services rendered during the prior month to [email protected], identifying the Agreement Number, specific work completed, the contract do- not-exceed amount, and the amount remaining unspent under this Agreement. The invoice shall be based on the following fee schedule and terms as set forth in the table below which identify the overall budget, distribution of total hours by task, and the amount to be billed to the County by fiscal year. Modifications to the estimated annual billing amounts may be made separately, without amendment to this Agreement, through consultation between the Director of Community Development or designee, and Contractor followed by written authorization from the Director of Community Development or designee. County shall pay Contractor within thirty (30) business days of receipt of a satisfactory invoice.

In no event shall total payment for services under this Agreement exceed ninety two thousand four hundred dollars ($92,400) without a written amendment signed by both parties.

The hourly rate for this project is $200 per hour.

Estimated Annual Billing Amounts: The project spans three fiscal years and is roughly expected to be executed within these parameters:

FY 22/23 – 20% equal to $18,480
FY 23/24 – 60% equal to $55,440
FY 24/25 – 20% equal to $18,480

Hours Costs
Steering Committee Coordination 54 $10,800
Coordination Meetings with Fiscal Agent 36 $7,200
Coordination Meetings with Safety Element Consultant
Team
78 $15,600
Quarterly 1x1 Outreach to Participating Agencies &
Quarterly Reports on Progress, Timeline and Budget
Updates by Project and via Individual Agencies
136 $27,200
Monthly Invoice Review 48 $9,600
Review of Work Products & Community Engagement 60 $12,000 Preparation of Final Staff Report and Resolutions 10 $2,000 Sub-Total 422 $84,400
Contingency 40 $8,000
TOTAL 462 $92,400

182 of 197

[email protected]

COST SHARING

Below is a chart outlining the cost sharing based on scope of each agency (full scope with full public engagement; full scope with limited engagement; and partial scope with no public engagement and technical aspects only.)

AGENCY ESTIMATED COSTS
San Mateo County $11,935
Atherton $8,778
Belmont $11,935
Brisbane $6,006
Burlingame $11,935
East Palo Alto $11,935
Half Moon Bay $11,935
Pacifica $6,006
San Bruno $11,935
TOTAL $92,400

183 of 197

City Council Agenda Item
Staff Report

CITY OF SAN BRUNO
DATE:May 9, 2023
TO:Honorable Mayor and Members of the City Council
FROM:Alex D. McIntyre, Interim City Manager
PREPARED BY:Lupita Huerta, City Clerk, and Trisha Ortiz, City Attorney SUBJECT: Consider Adoption of an Ordinance of the San Bruno City Council Amending Section 2.04.110(b) of the San Bruno Municipal Code Establishing Procedures for Selection of Vice Mayor
BACKGROUND:

Section 2.04.110(b) of the San Bruno Municipal Code provides a process for the selection of the vice mayor. The current process provides a rotation schedule for the position of vice mayor ranked by time of service on the council, with the longest serving member at the top of the rotation and newly elected members added to the bottom of the list. In the event that more than one newly elected member is added, the current Code provides for the names to be added in the order they appeared on the ballot. However, on March 22, 2022, the San Bruno City Council established a City district map and by-district elections of city council members. By-district elections mean that no two members will appear on the same ballot and the current rotational process will not work for selecting the order of two newly elected members.

DISCUSSION:

The proposed ordinance amends the procedure for selection of vice mayor so that it is consistent with the City’s new by-district election process. The ordinance retains the procedure whereby members are appointed as vice mayor on a rotational basis according to the amount of time served on council, but amends the process for appointment when two members are elected to council at the same time. The current process adds members to the rotational order according to the order they appeared on the ballot. The proposed ordinance provides that the names of members, who are elected at the same time, will be added to the rotational order according to district number, in order of lowest to highest number.

FISCAL IMPACT:

There is no immediate fiscal impact from the adoption of the ordinance.

ENVIRONMENTAL IMPACT:

Adoption of the proposed ordinance is not considered a “project" under the California Environmental Quality Act (CEQA) Guidelines and is therefore exempt from CEQA requirements. As provided by CEQA Guidelines Section 15378(b)(5), a “project” does not include “organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.” Adoption of the ordinance is therefore exempt

184 of 197

Honorable Mayor and Members of the City Council
May 9, 2023

Page 2 of 2 ends

San Bruno City CouncilMay 9, 2023

San Bruno City Council
May 9, 2023