Agenda packet — San Carlos City Council, June 24, 2024 (part 1 of 2)

CITY OF SAN CARLOS
City Council/Successor Agency to the
Redevelopment Agency/Housing Authority
Regular Meeting
June 24, 2024 7:00 PM
Council Chambers, City Hall
600 Elm Street, San Carlos, CA 94070
www.cityofsancarlos.org
AGENDA
This meeting will be conducted both inperson at City Hall and virtually via Zoom. Members of the public will have the option to observe the meeting and address the City Council as outlined below.

InPerson Participation:

Location. City Hall – 600 Elm Street, Council Chambers.

Masks are no longer required, but are still recommended by the California Department of Health. To maintain public health and safety, please do not attend in person if you are experiencing respiratory symptoms (e.g. cough, runny nose, and/or sore throat).

Provide Public Comment. To address the City Council on any item on the posted agenda, fill out a Request to Speak Form located in the back of the Council Chambers and submit it to the City Clerk; or, you may raise your hand when the Mayor calls for public comments.

Remote Participation :

Observe via:
Zoom. https://us02web.zoom.us/j/88256140939; or call 16699009128 and enter the Meeting ID #: 882 5614 0939
Meeting Webportal . www.cityofsancarlos.org/agenda Local TV. Comcast Channel 27 and AT&T Uverse Channel 99 Provide Public Comment. If you plan to make a public comment on any item on the posted agenda, please observe the meeting via Zoom (see above access information), and during the public comment period for the agenda item you wish to address, use the “raise hand” feature. If joining Zoom by phone, press *9 to “raise hand”.

Councilmembers may participate in this meeting remotely as authorized by Assembly Bill 2449.

MAYOR: John Dugan
COUNCIL: Ronald Collins, Sara McDowell, Adam Rak, Pranita Venkatesh

1. CALL TO ORDER

2. ASSEMBLY BILL 2449 TELECONFERENCE REQUESTS

3. PLEDGE OF ALLEGIANCE

4. CHANGES TO THE ORDER OF THE AGENDA

5. PRESENTATIONS
a. Present a Proclamation Recognizing July 2024 as Parks and Recreation Month. b. Receive a Presentation from Silicon Valley Clean Water (SVCW) on their Long Range Capital Improvement Projects.

6. COUNCIL COMMUNICATIONS AND ANNOUNCEMENTS
Council Communications and Announcements are brief items from members of the City Council regarding upcoming events in the community and correspondence that they have received. They are informational in nature and no action will be taken on these items at this meeting.

7. PUBLIC COMMENT
Persons wishing to address the City Council on matters NOT on the posted agenda may do so. Each speaker is limited to two minutes.

If the item you are speaking on is not listed on the agenda, please be advised that the City Council may briefly respond to statements made or questions posed as allowed under the Brown Act (Government Code Section 54954.2). The City Council's general policy is to refer items to staff for attention, or have a matter placed on a future City Council agenda for a more comprehensive action or report and formal public discussion and input at that time.

8. CONSENT CALENDAR
a. Motion to Waive Reading of All Ordinances.
b. Approve the May 13, 2024 City Council Regular Meeting Minutes. c. Adopt a Resolution Approving and Adopting an Updated Comprehensive Master Salary Schedule for Fiscal Year 202425 in Accordance with Title 2 of the California Code of Regulations Section 570.5 and the California Employees Retirement System ("CalPERS").
d. Adopt a Resolution Approving the Submittal of Annual Property Assessments to San Mateo County for National Pollutant Discharge Elimination System Stormwater Fees, Pulgas Creek Levee Assessment Fees, and Sewer Service Charges for Fiscal Year 20242025.
e. Adopt a Resolution Authorizing the City Manager to Enter Into an Agreement with Midpeninsula Regional Open Space District for Management of Trail Access to Pulgas Ridge Open Space Preserve from the End of Los Vientos Way. f. Adopt a Resolution Authorizing the City Manager to Sign the Third Amended and Restated Agreement Between the Cities of Redwood City and San Carlos for Fire and Emergency Services for the Period of July 1, 2024 through June 30, 2027, with an Option to Extend the Agreement for up to Two Additional Years and Authorizing the OneTime Payment in the Amount of $492,026 for Fiscal Year 202324. g. Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with WTrans for Consulting Services to Prepare Updates to the City of San Carlos’ Transportation Demand Management Ordinance and On Street and OffStreet Parking Regulations in the Amount of $572,296 and Authorizing a Contingency for a Total NottoExceed Project Amount of $622,280. h. Adopt a Resolution Authorizing the City Manager to Execute an Amendment to the Existing Professional Services Agreement with WRT for Additional Consulting Services Related to Survey Services Associated with the Downtown Specific Plan + Streetscape Master Plan Project in an Amount of $172,939 and Authorizing a 20% Contingency for a NottoExceed Amount of $207,529. i. Adopt a Resolution Authorizing the City Manager to Sign an Amendment to Extend the School District Field Maintenance Agreement through December 31, 2024. j. Reappoint Jim Iacoponi and David Roof to Continue Serving on the Planning and Transportation Commission Until an Appointment is Made. k. Adopt a Resolution Authorizing the City Manager to Execute a ThreeYear Agreement for Products and/or Services with Folger Graphics for Activity Guide Printing Services with an Option to Renew for Two Additional Years in an Amount Not to Exceed $173,400.20.
l. Adopt a Resolution Authorizing the City Manager to Execute a ThreeYear Agreement for Products and/or Services with Studio Em for Activity Guide Publishing Services with an Option to Renew for Two Additional Years in an Amount Not to Exceed $87,361.22.
m. Adopt a Resolution Authorizing the City Manager to Execute a FiveYear Products and/or Services Agreement with Sierra Display, Inc. for Design, Production, and Installation of Citywide Decorative Pole Banners (Project C2322) and Ongoing Maintenance in the Amount of $332,380.
n. Adopt a Resolution Authorizing the City Manager to Execute an Amendment to the Professional Services Agreement with HdL Coren & Cone, ("HdL") for Property Tax Consulting and Auditing Services
o. Adopt a Resolution Accepting the 1232 Cherry Street Building Demolition Project C2216 and Authorizing the Public Works Director to Issue and Record a Notice of Completion.
p. Adopt a Resolution Appointing Amy Newby as the San Carlos Representative to the San Carlos Development Corporation Board of Directors.
q. Adopt Ordinance 1616 Amending San Carlos Municipal Code Chapter 2.24.060 Commissions Length of Service, to Add a Provision Allowing Extension or Reappointment of Term Limited Commissioners.
r. Adopt Ordinance 1617 Amending San Carlos Municipal Code Section 13.08.160 – Sewer Service Charges and Fees Established.

9. NEW BUSINESS
a. Adopt a Resolution Approving a Master Plan Concept for North Crestview Park.

10. PUBLIC HEARING
a. Consideration of the Below Three Actions for the Annexation of the Property Located at 244 Club Drive (APN 049050070):
i. Adopt a Resolution Adopting a General Plan Map Amendment to a Land Use Designation of Single Family, Low Density (3DUS/ACRE) for the Property Located at 244 Club Drive.
ii. Introduce an Ordinance Adopting a Zoning District Boundary Map Amendment to Allow PreZoning of the Property to RS3: Single Family, Low Density for the Property Located at 244 Club Drive. iii. Adopt a Resolution Making a Determination of Property Tax Exchange Pursuant to Provisions of Chapter 282, Section 59, Part .05, Implementation of Article XIIIA of the California Constitution Commencing with Section 95, Division 1, of the Revenue and Taxation Code for the Property Located at 244 Club Drive.

11. STUDY SESSION
a. Discuss and Provide Direction on Current Rules and Process Related to Construction Time Limits and Associated Fines and Penalties.

12. AGENDA SETTING
Items discussed in this Agenda Setting Section will be considered by the Council for placing on a future agenda. No action will be taken on these items at this meeting.

13. ADJOURNMENT
Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection upon request.

In compliance with the Americans with Disabilities Act and Title VI, and as outlined in the City’s Reasonable Accommodations Policy, if you need special assistance or translation services to participate in this meeting, please contact the City Clerk’s Office at (650) 8024222 or via email at cityclerk @cityofsancarlos.org. Notification in advance of the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.

1 CITY OF SAN CARLOS
City Council/Successor Agency to the
Redevelopment Agency/Housing Authority
Regular Meeting
June 24, 2024 7:00 PM
Council Chambers, City Hall
600 Elm Street, San Carlos, CA 94070
www.cityofsancarlos.org
AGENDA
This meeting will be conducted both inperson at City Hall and virtually via Zoom. Members of the public will have the option to observe the meeting and address the City Council as outlined below.

InPerson Participation:

Location. City Hall – 600 Elm Street, Council Chambers.

Remote Participation :

Councilmembers may participate in this meeting remotely as authorized by Assembly Bill 2449.

MAYOR: John Dugan
COUNCIL: Ronald Collins, Sara McDowell, Adam Rak, Pranita Venkatesh

1. CALL TO ORDER

2. ASSEMBLY BILL 2449 TELECONFERENCE REQUESTS

3. PLEDGE OF ALLEGIANCE

4. CHANGES TO THE ORDER OF THE AGENDA

7. PUBLIC COMMENT
Persons wishing to address the City Council on matters NOT on the posted agenda may do so. Each speaker is limited to two minutes.

9. NEW BUSINESS
a. Adopt a Resolution Approving a Master Plan Concept for North Crestview Park.

11. STUDY SESSION
a. Discuss and Provide Direction on Current Rules and Process Related to Construction Time Limits and Associated Fines and Penalties.

12. AGENDA SETTING
Items discussed in this Agenda Setting Section will be considered by the Council for placing on a future agenda. No action will be taken on these items at this meeting.

13. ADJOURNMENT
Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection upon request.

2 CITY OF SAN CARLOS
City Council/Successor Agency to the
Redevelopment Agency/Housing Authority
Regular Meeting
June 24, 2024 7:00 PM
Council Chambers, City Hall
600 Elm Street, San Carlos, CA 94070
www.cityofsancarlos.org
AGENDA
This meeting will be conducted both inperson at City Hall and virtually via Zoom. Members of the public will have the option to observe the meeting and address the City Council as outlined below.

InPerson Participation:

Location. City Hall – 600 Elm Street, Council Chambers.

Remote Participation :

Councilmembers may participate in this meeting remotely as authorized by Assembly Bill 2449.

MAYOR: John Dugan
COUNCIL: Ronald Collins, Sara McDowell, Adam Rak, Pranita Venkatesh

1. CALL TO ORDER

2. ASSEMBLY BILL 2449 TELECONFERENCE REQUESTS

3. PLEDGE OF ALLEGIANCE

4. CHANGES TO THE ORDER OF THE AGENDA

7. PUBLIC COMMENT
Persons wishing to address the City Council on matters NOT on the posted agenda may do so. Each speaker is limited to two minutes.

9. NEW BUSINESS
a. Adopt a Resolution Approving a Master Plan Concept for North Crestview Park.

11. STUDY SESSION
a. Discuss and Provide Direction on Current Rules and Process Related to Construction Time Limits and Associated Fines and Penalties.

12. AGENDA SETTING
Items discussed in this Agenda Setting Section will be considered by the Council for placing on a future agenda. No action will be taken on these items at this meeting.

13. ADJOURNMENT
Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection upon request.

3 CITY OF SAN CARLOS
City Council/Successor Agency to the
Redevelopment Agency/Housing Authority
Regular Meeting
June 24, 2024 7:00 PM
Council Chambers, City Hall
600 Elm Street, San Carlos, CA 94070
www.cityofsancarlos.org
AGENDA
This meeting will be conducted both inperson at City Hall and virtually via Zoom. Members of the public will have the option to observe the meeting and address the City Council as outlined below.

InPerson Participation:

Location. City Hall – 600 Elm Street, Council Chambers.

Remote Participation :

Councilmembers may participate in this meeting remotely as authorized by Assembly Bill 2449.

MAYOR: John Dugan
COUNCIL: Ronald Collins, Sara McDowell, Adam Rak, Pranita Venkatesh

1. CALL TO ORDER

2. ASSEMBLY BILL 2449 TELECONFERENCE REQUESTS

3. PLEDGE OF ALLEGIANCE

4. CHANGES TO THE ORDER OF THE AGENDA

7. PUBLIC COMMENT
Persons wishing to address the City Council on matters NOT on the posted agenda may do so. Each speaker is limited to two minutes.

9. NEW BUSINESS
a. Adopt a Resolution Approving a Master Plan Concept for North Crestview Park.

11. STUDY SESSION
a. Discuss and Provide Direction on Current Rules and Process Related to Construction Time Limits and Associated Fines and Penalties.

12. AGENDA SETTING
Items discussed in this Agenda Setting Section will be considered by the Council for placing on a future agenda. No action will be taken on these items at this meeting.

13. ADJOURNMENT
Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection upon request.

4 CITY OF SAN CARLOS
City Council/Successor Agency to the
Redevelopment Agency/Housing Authority
Regular Meeting
June 24, 2024 7:00 PM
Council Chambers, City Hall
600 Elm Street, San Carlos, CA 94070
www.cityofsancarlos.org
AGENDA
This meeting will be conducted both inperson at City Hall and virtually via Zoom. Members of the public will have the option to observe the meeting and address the City Council as outlined below.

InPerson Participation:

Location. City Hall – 600 Elm Street, Council Chambers.

Remote Participation :

Councilmembers may participate in this meeting remotely as authorized by Assembly Bill 2449.

MAYOR: John Dugan
COUNCIL: Ronald Collins, Sara McDowell, Adam Rak, Pranita Venkatesh

1. CALL TO ORDER

2. ASSEMBLY BILL 2449 TELECONFERENCE REQUESTS

3. PLEDGE OF ALLEGIANCE

4. CHANGES TO THE ORDER OF THE AGENDA

7. PUBLIC COMMENT
Persons wishing to address the City Council on matters NOT on the posted agenda may do so. Each speaker is limited to two minutes.

9. NEW BUSINESS
a. Adopt a Resolution Approving a Master Plan Concept for North Crestview Park.

11. STUDY SESSION
a. Discuss and Provide Direction on Current Rules and Process Related to Construction Time Limits and Associated Fines and Penalties.

12. AGENDA SETTING
Items discussed in this Agenda Setting Section will be considered by the Council for placing on a future agenda. No action will be taken on these items at this meeting.

13. ADJOURNMENT
Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection upon request.

5 San Carlos City Council/Successor Agency to the
Redevelopment Agency/Housing Authority Regular Meeting
Council Chambers, City Hall
600 Elm Street, San Carlos, CA 94070
May 13, 2024 7:00 PM

MINUTES

ROLL CALL

City Council Present: John Dugan, Mayor
Sara McDowell, Vice Mayor
Adam Rak, Councilmember
Pranita Venkatesh, Councilmember

City Council Absent:

Ronald Collins, Councilmember
Staff Present: Adam Aronson, Economic Development and Housing Manager Nil Blackburn, Assistant City Manager
Lisa Costa Sanders, Principal Planner Consultant
Brandon DeLucas, Senior Planner Consultant
Steven Machida, Public Works Director
Jeff Maltbie, City Manager
Andrea Mardesich, Assistant Community Development Director Caitlyn Matoso, Recreation Supervisor
Rebecca Mendenhall, Administrative Services Director
Crystal Mui, City Clerk
Amy Newby, Parks and Recreation Director
Gregory Rubens, City Attorney
Al Savay, Community Development Director
Chris Valley, Building Official

1. CALL TO ORDER

Mayor Dugan called the meeting to order at 7:00 PM. He announced that Councilmember Collins will not be present at this meeting.

2. ASSEMBLY BILL 2449 TELECONFERENCE REQUESTS

None.

3. PLEDGE OF ALLEGIANCE

Mayor Dugan led the Pledge of Allegiance.

4. CHANGES TO THE ORDER OF THE AGENDA

None.

5. REPORT FROM CLOSED SESSION

City Attorney Greg Rubens provided the following reports on the three closed session items from

8.b
June 24, 2024

Packet Pg. 6

City Council's 6:00 PM special meeting held earlier this evening:

Item 3a - Conference to Discuss the Potential Sale of Property at 676 and 680 El Camino Real. - No reports from this item

Item 3b - Conference with Legal Counsel - Anticipated Litigation:
- Council voted 4 – 0 – 1 (with Councilmember Collins absent) to approve the proposed settlement agreement with the property owner of 731 Cordilleras Ave. - The substance of the agreement states that the City will:
 purchase an easement for $93,000 and accept the easement  pay for removal and abandonment of the existing storm water pipe and construction of a manhole and a new storm water pipe in the easement  pay reasonable attorney fees to the property owner
 pay the cost to close escrow
- The property owner will release the City of all future claims.

Item 3c - Conference to Discuss the Property Located at 731 Cordilleras Avenue:
- Council voted 4- 0 – 1 (with Councilmember Collins absent) to approve the acquisition of a 5-foot storm water easement on 731 Cordilleras Ave for $93,000.

6. PRESENTATIONS

a. Present a Proclamation Recognizing May 2024 as Asian American and Pacific Islander Heritage Month.

Mayor Dugan recognized Asian American and Pacific Islander (AAPI) Heritage Month and presented a proclamation to community member Victoria Cheng.

Ms. Cheng thanked the Council for recognizing AAPI Month and spoke on the success of the City’s first Lunar New Year festival.

Public Comment
Twisha Anand, resident, thanked Council for recognizing AAPI Heritage Month and advocated for more cultural competency.

b. Present a Proclamation Recognizing May 2024 as Mental Health Awareness Month.

Mayor Dugan recognized Mental Health Month and presented the County’s Community Health Planner Sylvia Tang with a proclamation.

Ms. Tang spoke on the importance of reducing the stigma of mental health and substance use conditions and shared ways on how the community can participate in Mental Health Month.

Vice Mayor McDowell recognized Ms. Tang and her team at the County’s Behavioral Health and Recovery Services Office for their advocacy throughout the County.

Public Comment
Twisha Anand, resident, advocated for more mental health services and awareness.

c. Present a Proclamation Recognizing May 19-25, 2024 as Public Works Week.

Mayor Dugan recognized Public Works Week and presented a proclamation to Public Works Director Steven Machida.

8.b
June 24, 2024

Packet Pg. 7

On behalf of his department, Mr. Machida thanked the Council for the recognition.

d. Receive a Presentation from MidPeninsula Regional Open Space District (MidPen) on their Projects.

Zoe Kersteen -Tucker, MidPeninsula Open Space District Board Member from Ward 7, presented on their District’s services and current projects and responded to Council comments.

7. COUNCIL COMMUNICATIONS AND ANNOUNCEMENTS

Vice Mayor McDowell reported that the San Mateo County l ibraries offers Mental Health first aid training to the community.

Councilmember Rak announced that he attended an Earth Day celebration at the Recology Transfer Station and spoke on the City/County Association of Government’s opposition to S enate Bill 1031 (Regional Measure for Transportation Improvements).

Mayor Dugan announced the City’s open recruitment for commissions and also invited everyone to join the Hometown Days festivities this weekend.

8. PUBLIC COMMENT

Josh Saffren, resident, spoke on the need for traffic calming measures in the Carmelita neighborhood.

David Saisi, resident, spoke on the need for traffic calming measures in the Carmelita neighborhood.

Michael Frost , resident, spoke on the need for traffic calming measures in the Carmelita neighborhood.

Lana Grecko, resident, spoke on the need for traffic calming measures in the Carmelita neighborhood.

Jeff Wong, resident, spoke on the need for traffic calming measures in the Carmelita neighborhood.

Trista Handisides, resident, spoke on the need for traffic calming measures in the Carmelita neighborhood.

9. CONSENT CALENDAR

Public Comment
Fynn Miller -Bowen advocated on the importance of 4-H activities and thanked Council for their support (item 9e).

MOTION: Approve City Council Consent Calendar Items ‘a’ through ‘n”.

MOVER: Adam Rak
SECONDER: Sara McDowell
AYES: Venkatesh, Rak, McDowell, Dugan
NAYS: None
ABSENT: Collins
RESULT: Motion Passed 4 – 0 – 1

a. Motion to Waive Reading of All Ordinances.

b. Approve the March 25, 2024 City Council Regular Meeting Minutes.

8.b
June 24, 2024

Packet Pg. 8

c. Approve the April 8, 2024 City Council Regular Meeting Minutes.

d. Authorize Cancellation of the City Council May 28, 2024 Meeting.

e. Adopt a Resolution Authorizing the City Manager to Execute the Third Amendment to the Lease Agreement for the Use of a Portion of Eaton Park with the Regents of the University of California on Behalf of Its UC Cooperative Extension Office for San Mateo and San Francisco for 4 -H Activities. Resolution 2024-048

f. Deny Claim of Sonia Montes.

g. Adopt a Resolution Approving the Plans and Specifications and Authorizing a Call for Bids for Qualified Bidders for the 2nd Floor Library Remodel (Suite 202) Phase II Project C2316.

Resolution 2024-049

h. Adopt a Resolution Authorizing the City Manager to Execute an Amendment to the Professional Services Agreement with Lamphier Gregory to Prepare an Environmental Impact Report for the Alexandria Life Sciences & Technology Project at 987 Commercial Street in an Additional Amount Not to Exceed $72,098. Resolution 2024-050

i. Adopt a Resolution Authorizing Cash-in-Lieu of Debt Financing in the Amount of $2,062,478 Offset by $810,000 of Debt Service Reserve Funds in Fiscal Year 2024-25 from the Wastewater Fund in Accordance with the Long-Range Financial Plan of the Silicon Valley Clean Water Joint Powers Authority. Resolution 2024-051

j. Adopt a Resolution Awarding the 2024 Sewer Lateral Replacement Project C1737 in the Amount of $140,500, Authorizing the City Manager to Execute an Agreement with Smelly Mel’s Plumbing, and Providing Authority to the City Manager to Approve Additional Work as provided in the Bid, Not to Exceed a Total of $280,000. Resolution 2024-052

k. Adopt a Resolution Accepting the Storm Drain Easement at 731 Cordilleras Avenue.

Resolution 2024-053

l. Adopt a Resolution Authorizing the City Manager to Execute an Agreement with the City of Redwood City for Fire Equipment Maintenance and Retrofitting Services and Authorizing the Renewal of Additional One Year Terms for a Maximum of Ten Years from the Effective Date in an Amount Not to Exceed $75,000 per Year. Resolution 2024-054

m. Adopt a Resolution Approving the List of Proposed Streets Scheduled to be Resurfaced as Part of the Annual Pavement Rehabilitation Project in Fiscal Year (“FY”) 2024 -25 Funded by Senate Bill 1, the Road Repair and Accountability Act. Resolution 2024-055

n. Adopt a Resolution Appropriating an Additional $250,000 in Fiscal Year 2023 -24 from the Park- in-Lieu Unassigned Fund Balance ("Fund 0027”) to Project C2329; Authorizing the City Manager to Execute an Agreement for Professional Services with Gates + Associates for the Parks Master Plan Project C2329 and Conceptual Design of the Community Center Project C2331 in the Amount of $718,469; and Authorizing an Expenditure of Contingency i n the amount of $56,000, for a Total Contract Amount Not to Exceed $774,469. Resolution 2024-056

10. REPORTS TO COUNCIL

a. Receive a Report on the Sections of the San Carlos Municipal Code that Relate to Solicitations and Distribution of Literature and Materials at an Individual’s Residence or Place of Business.

8.b
June 24, 2024

Packet Pg. 9

Assistant City Manager Nil Blackburn presented on the City’s practices with unwanted solicitors and unwanted materials and, along with City Attorney Greg Rubens responded to Council questions.

Council provided the following feedback and suggestions:
- i n the community engagement notification, include a photo of what the standard solicitor permit looks like and include the non-emergency sheriff phone number - post a link on the City’s website that lists vendors who have a solicitors permit license

Public Comment
Suzanne Emerson, resident and Girl Scout volunteer, provided suggested edits to the solicitor process, including an exception for San Carlos youth soliciting on behalf of a youth-serving non- profit, local school or youth sports team.

Mayor Dugan directed Ms. Blackburn to work with Ms. Emerson on her suggestions.

11. NEW BUSINESS

a. Consideration of Adopting a Resolution Accepting the San Carlos Age-Friendly Action Plan.

Parks and Recreation Director Amy Newby commenced the item by providing background on the City’s Age-Friendly designation and then turned the presentation over to Recreation Supervisor Caitlyn Matoso to speak on the City’s proposed Age-Friendly Action Plan.

MOTION: Adopt Resolution 2024 -057 Accepting the San Carlos Age -Friendly Action Plan.

MOVER: Adam Rak
SECONDER: Pranita Venkatesh
AYES: McDowell, Venkatesh, Rak, Dugan
NAYS: None
ABSENT: Collins
RESULT: Motion Passed 4 – 0 – 1

12. PUBLIC HEARING

a. Consideration of Introducing an Ordinance Amending San Carlos Municipal Code Title 18 – Zoning, Section 18.15.120 (Underground Utilities) and Section 18.23.210 (Accessory Dwelling Units/Junior Accessory Dwelling Units) to Exempt Specific Single-Family Home Projects from the Requirement to Underground Utility Service Drops.

Principal Planner Consultant Brandon DeLucas presented proposed updates to exempt specific home project s from the requirement of utility undergrounding and provided Council with an alternate Ordinance “desk item” for consideration. He, along with City Attorney Greg Rubens, responded to Council questions.

Public Comment
None.

MOTION: Close the Public Hearing.

MOVER: Adam Rak
SECONDER: Sara McDowell

8.b
June 24, 2024

Packet Pg. 10

AYES: Rak, McDowell, Venkatesh, Dugan
NAYS: None
ABSENT: Collins
RESULT: Motion Passed 4 – 0 – 1

Mr. Rubens , City Manager Jeff Maltbie and Community Development Director Al Savay responded to Council’s additional questions.

MOTION: Introduce Ordinance 1615 Amending San Carlos Municipal Code Title 18 – Zoning, Section 18.15.120 (Underground Utilities) and Section 18.23.210 (Accessory Dwelling Units/Junior Accessory Dwelling Units) to Exempt Specific Single-Family Home Projects from the Requirement to Underground Utility Service Drops including the A mended Language Item from the Alternate Ordinance Presented this Evening.

MOVER: Adam Rak
SECONDER: Sara McDowell
AYES: Venkatesh, Rak, McDowell, Dugan
NAYS: None
ABSENT: Collins
RESULT: Motion Passed 4 – 0 – 1

13. AGENDA SETTING

None.

14. ADJOURNMENT

Mayor Dugan adjourned the meeting at 9:20 PM.

Crystal Mui,
City Clerk

8.b
June 24, 2024

Packet Pg. 11

CITY COUNCIL

STAFF REPORT
MEETING DATE: June 24, 2024
ITEM TITLE: Adopt a Resolution Approving and Adopting an Updated Comprehensive Master Salary Schedule for Fiscal Year 2024-25 in Accordance with Title 2 of the California Code of Regulations Section 570.5 and the California Employees Retirement System ("CalPERS").

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution approving and adopting a Comprehensive Master Salary Schedule for Fiscal Year (FY) 2024-25 in accordance with Title 2 of the California Code of Regulations Section 570.5 and the California Employees Retirement System.

FISCAL IMPLICATIONS:

There is no fiscal impact. All changes have been previously approved and incorporated into the Adopted FY 2024-25 Operating Budget.

BACKGROUND:

The attached Resolution is being brought to the City Council for adoption to meet the California Public Employees’ Retirement System (“CalPERS”) financial reporting requirements. The City of San Carlos belongs to CalPERS, an agency that manages pension and health benefits for more than two million California public employees, retirees, and their families. Overseen by a 13- member Board of Administration whose members are elected, appointed, or ex officio, CalPERS has provided retirement security for California's public employees for more than eight decades.

In April 2016, CalPERS conducted a standard agency audit of the City’s practices related to financial reporting for pension plans (Governmental Accounting Standards Board (GASB) Statement No. 67). As a result of that audit, CalPERS now requires that the City adopt a Resolution re-approving any previously approved individual employee groups’ salary schedules into a single, Citywide schedule in a format approved by CalPERS. Therefore, when there is a change to any of our employee groups’ salary schedules, the City Council must adopt a Resolution approving the Citywide schedule.

The most current salary schedule was approved by the City Council on October 9, 2023. Since that time, updates to the pay schedules for FY 2024-25 were approved individually by the City Council as follows:
•AFSCME. The pay schedule reflects the pay increases effective July 1, 2024, as approved by the City Council on September 11, 2023 (Resolution 2023-111).

8.c
June 24, 2024

Packet Pg. 12

•Management. The pay schedule reflects the pay increases effective July 1, 2024, as approved by the City Council on September 11, 2023 (Resolution 2023-112). •Confidential. The pay schedule reflects the pay increases effective July 1, 2024, as approved by the City Council on September 11, 2023 (Resolution 2023-113). •City Attorney. The City Attorney pay schedule reflects a cost-of-living adjustment effective July 29, 2024, commensurate with that provided to the Management Employee Group as per his employment agreement and approved by the City Council on June 26, 2023 (Resolution 2023-088).
•City Manager. The City Manager received a cost-of-living adjustment on March 25, 2024, commensurate with that provided to the Management Employee Group as per his employment agreement and approved by the City Council on September 25, 2023 (Resolution 2023-119).
•Teamsters. The pay schedule reflects the pay increases effective September 9, 2024, as approved by the City Council on August 28, 2023 (Resolution 2023-105).

ANALYSIS:

The Government Code and California Code of Regulations (CCR) requirement 570.5 states that the City of San Carlos must maintain a single, duly approved and adopted pay schedule that identifies the positions for every employee classification. Previously, the City Council approved and adopted salary schedules by individual employee groups. Based on this new interpretation, each time there is a modification, the Council must approve and adopt one new salary schedule in its entirety.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution approving and adopting a Comprehensive Master Salary Schedule for FY 2024-25 in accordance with Title 2 of the California Code of Regulations Section 570.5 and the California Employees Retirement System (CalPERS); or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Rebecca Mendenhall, Administrative Services Director
Approved for submission by:
_______________________
Jeff Maltbie, City Manager

8.c
June 24, 2024

Packet Pg. 13

ATTACHMENT(S):

1. Resolution
Exhibit A to Resolution - Master Salary Schedule FY 2024-2025

8.c
June 24, 2024

Packet Pg. 14

RESOLUTION NO. 2024 – ____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS

APPROVING AND ADOPTING AN UPDATED COMPREHENSIVE MASTER SALARY SCHEDULE FOR FISCAL YEAR 2024-25 IN ACCORDANCE WITH TITLE 2 OF THE CALIFORNIA CODE OF REGULATIONS SECTION 570.5 AND THE CALIFORNIA EMPLOYEES’ RETIREMENT SYSTEM ("CALPERS").

WHEREAS, on August 28, 2023, the City Council adopted a Memorandum of Understanding between the City of San Carlos and the Teamsters Local 856 Unit (Resolution 2023-105); and WHEREAS, on September 11, 2023, the City Council adopted a Memorandum of Understanding between the City of San Carlos and the AFSCME Local 829 Unit (Resolution 2023- 111); and
WHEREAS, on September 11, 2023, the City Council adopted a Salary and Benefit Resolution for the Management employee group (Resolution 2023-112); and WHEREAS, on September 11, 2023, the City Council adopted a Salary and Benefit Resolution for the Confidential employee group (Resolution 2023-113); and WHEREAS, the City Attorney received a cost-of-living adjustment commensurate with that provided to the Management Employee Group as approved by the City Council on June 26, 2023 (Resolution 2023-088); and
WHEREAS, the City Manager received a salary increase and cost of living adjustment commensurate with that provided to the Management Employee Group as approved by the City Council on September 25, 2023 (Resolution 2023-119); and WHEREAS, the salary schedule proposed for adoption was previously approved by the City Council using its practice of adopting a salary schedule for each employee group; and WHEREAS, based on CalPERS interpretation, each time there is a modification to the salary schedule for one employee group, the Council must approve and adopt a new salary schedule in its entirety.

NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of San Carlos hereby approves the salary schedules attached hereto as Exhibit A for Fiscal Year 2024-25. * * * * *
I, City Clerk Crystal Mui, hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the City of San Carlos at a scheduled meeting thereof held on the 24th day of June 2024, by the following vote:

AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

8.c
June 24, 2024

Packet Pg. 15

________________________________
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos
Exhibit A: Salary Schedules for Fiscal Year 2024-25

8.c
June 24, 2024

Packet Pg. 16

City of San Carlos
Salary Schedule Fiscal
Year 2024-2025
(Updated 06/24/2024)

8.c
June 24, 2024

Packet Pg. 17

City of San Carlos – Pay Rates and Ranges
Elected Officials
Effective 12/10/2018
Classification Title Monthly Annually
City Council Members $560.00 $6,720.00
Classification Title Monthly Annually
City Treasurer $560.00 $6,720.00

8.c
June 24, 2024

Packet Pg. 18

City of San Carlos – Pay Rates and Ranges
City Manager
Effective 3/25/2024
Classification Title Hourly Bi-Weekly Monthly Annually
City Manager $197.5817 $15,806.54 $34,247.50 $410,970.0 (By Employment Agreement)

8.c
June 24, 2024

Packet Pg. 19

City of San Carlos – Pay Rates and Ranges
City Attorney
Effective 7/29/2024
Classification Title Step Hourly Bi-Weekly Monthly Annually City Attorney $155.9856 $12,478.85 $27,037.50 $324,450
(By Employment Agreement)

8.c
June 24, 2024

Packet Pg. 20

City of San Carlos – Pay Rates and Ranges
Management Group (Unrepresented)
Effective 7/1/2024
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Administrative Services Director Step 1 $111.2422 $8,899.38 $19,282 $231,384 Step 2 $116.8146 $9,345.17 $20,248 $242,974
Step 3 $122.6648 $9,813.18 $21,262 $255,143
Step 4 $128.7926 $10,303.41 $22,324 $267,889
Step 5 $135.2436 $10,819.48 $23,442 $281,307
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Assistant Building Official Step 1 $69.5758 $5,566.06 $12,060 $144,718 Step 2 $73.0574 $5,844.59 $12,663 $151,959
Step 3 $76.7074 $6,136.59 $13,296 $159,551
Step 4 $80.5448 $6,443.58 $13,961 $167,533
Step 5 $84.5692 $6,765.53 $14,659 $175,904
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Assistant City Manager Step 1 $118.7415 $9,499.32 $20,582 $246,982 Step 2 $124.6871 $9,974.97 $21,612 $259,349
Step 3 $130.9264 $10,474.11 $22,694 $272,327
Step 4 $137.4591 $10,996.73 $23,826 $285,915
Step 5 $144.3381 $11,547.05 $25,019 $300,223
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Assistant Community Development Director Step 1 $92.9320 $7,434.56 $16,108 $193,298 Step 2 $97.5762 $7,806.09 $16,913 $202,958
Step 3 $102.4586 $8,196.69 $17,759 $213,114
Step 4 $107.5796 $8,606.37 $18,647 $223,765
Step 5 $112.9592 $9,036.74 $19,580 $234,955
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Assistant Public Works Director Step 1 $95.3231 $7,625.85 $16,523 $198,272 Step 2 $100.0892 $8,007.14 $17,349 $208,186
Step 3 $105.0937 $8,407.50 $18,216 $218,595
Step 4 $110.3484 $8,827.87 $19,127 $229,525
Step 5 $115.8658 $9,269.26 $20,083 $241,001
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Building Official Step 1 $82.9275 $6,634.20 $14,374 $172,489 Step 2 $87.0737 $6,965.89 $15,093 $181,113
Step 3 $91.4192 $7,313.53 $15,846 $190,152
Step 4 $96.0013 $7,680.10 $16,640 $199,683
Step 5 $100.7975 $8,063.80 $17,472 $209,659
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt City Clerk/Director of Community Relations Step 1 $75.9743 $6,077.95 $13,169 $158,027 Step 2 $79.7737 $6,381.90 $13,827 $165,929
Step 3 $83.7751 $6,702.01 $14,521 $174,252
Step 4 $87.9486 $7,035.88 $15,244 $182,933
Step 5 $92.3464 $7,387.71 $16,007 $192,080

8.c
June 24, 2024

Packet Pg. 21

City of San Carlos – Pay Rates and Ranges
Management Group (Unrepresented)
Effective 7/1/2024
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt City Engineer Step 1 $93.0270 $7,442.16 $16,125 $193,496 Step 2 $97.6794 $7,814.35 $16,931 $203,173
Step 3 $102.5700 $8,205.60 $17,779 $213,346
Step 4 $107.6918 $8,615.35 $18,667 $223,999
Step 5 $113.0800 $9,046.40 $19,601 $235,206
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Communications Manager Step 1 $68.1455 $5,451.64 $11,812 $141,743 Step 2 $71.5549 $5,724.39 $12,403 $148,834
Step 3 $75.1326 $6,010.61 $13,023 $156,276
Step 4 $78.8856 $6,310.85 $13,673 $164,082
Step 5 $82.8338 $6,626.71 $14,358 $172,294
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Community Development Director Step 1 $110.6007 $8,848.06 $19,171 $230,050 Step 2 $116.1353 $9,290.83 $20,130 $241,561
Step 3 $121.9444 $9,755.55 $21,137 $253,644
Step 4 $128.0280 $10,242.24 $22,192 $266,298
Step 5 $134.4392 $10,755.14 $23,303 $279,634
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Economic Development & Housing Manager Step 1 $79.0195 $6,321.56 $13,697 $164,361 Step 2 $82.9706 $6,637.65 $14,382 $172,579
Step 3 $87.1081 $6,968.64 $15,099 $181,185
Step 4 $91.4750 $7,318.00 $15,856 $190,268
Step 5 $96.0354 $7,682.84 $16,646 $199,754
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Economic Development Coordinator Step 1 $60.0650 $4,805.20 $10,411 $124,935 Step 2 $63.0596 $5,044.77 $10,930 $131,164
Step 3 $66.2085 $5,296.68 $11,476 $137,714
Step 4 $69.5187 $5,561.49 $12,050 $144,599
Step 5 $73.0032 $5,840.26 $12,654 $151,847
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Financial Services Manager Step 1 $82.5424 $6,603.39 $14,307 $171,688 Step 2 $86.6709 $6,933.68 $15,023 $180,276
Step 3 $91.0038 $7,280.30 $15,774 $189,288
Step 4 $95.5480 $7,643.84 $16,562 $198,740
Step 5 $100.3386 $8,027.09 $17,392 $208,704
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Human Resources Manager Step 1 $82.2924 $6,583.39 $14,264 $171,168 Step 2 $86.4050 $6,912.40 $14,977 $179,722
Step 3 $90.7165 $7,257.32 $15,724 $188,690
Step 4 $95.2479 $7,619.83 $16,510 $198,116
Step 5 $100.0210 $8,001.68 $17,337 $208,044

8.c
June 24, 2024

Packet Pg. 22

City of San Carlos – Pay Rates and Ranges
Management Group (Unrepresented)
Effective 7/1/2024
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Information Technology Manager Step 1 $80.5255 $6,442.04 $13,958 $167,493 Step 2 $84.5498 $6,763.98 $14,655 $175,863
Step 3 $88.7654 $7,101.23 $15,386 $184,632
Step 4 $93.2155 $7,457.24 $16,157 $193,888
Step 5 $97.8713 $7,829.70 $16,964 $203,572
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Parks & Recreation Director Step 1 $104.8005 $8,384.04 $18,165 $217,985 Step 2 $110.0373 $8,802.99 $19,073 $228,878
Step 3 $115.5413 $9,243.30 $20,027 $240,326
Step 4 $121.3054 $9,704.43 $21,026 $252,315
Step 5 $127.3788 $10,190.31 $22,079 $264,948
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Planning Manager Step 1 $82.2368 $6,578.94 $14,254 $171,053 Step 2 $86.2990 $6,903.92 $14,958 $179,502
Step 3 $90.5636 $7,245.09 $15,698 $188,372
Step 4 $95.0378 $7,603.02 $16,473 $197,679
Step 5 $99.7423 $7,979.39 $17,289 $207,464
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Principal Engineer Step 1 $77.5450 $6,203.60 $13,441 $161,294 Step 2 $81.4177 $6,513.41 $14,112 $169,349
Step 3 $85.4901 $6,839.21 $14,818 $177,819
Step 4 $89.7692 $7,181.54 $15,560 $186,720
Step 5 $94.2617 $7,540.94 $16,339 $196,064
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Principal Planner Step 1 $73.4414 $5,875.31 $12,730 $152,758 Step 2 $77.1076 $6,168.61 $13,365 $160,384
Step 3 $80.9737 $6,477.90 $14,035 $168,425
Step 4 $85.0249 $6,801.99 $14,738 $176,852
Step 5 $89.2836 $7,142.69 $15,476 $185,710
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Public Works Director Step 1 $112.5025 $9,000.20 $19,500 $234,005 Step 2 $118.1363 $9,450.90 $20,477 $245,724
Step 3 $124.0424 $9,923.39 $21,501 $258,008
Step 4 $130.2417 $10,419.34 $22,575 $270,903
Step 5 $136.7553 $10,940.42 $23,704 $284,451
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Public Works Superintendent Step 1 $77.6884 $6,215.07 $13,466 $161,592 Step 2 $81.5708 $6,525.66 $14,139 $169,667
Step 3 $85.6463 $6,851.71 $14,845 $178,144
Step 4 $89.9285 $7,194.28 $15,588 $187,051
Step 5 $94.4246 $7,553.97 $16,367 $196,403

8.c
June 24, 2024

Packet Pg. 23

City of San Carlos – Pay Rates and Ranges
Management Group (Unrepresented)
Effective 7/1/2024
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Recreation Manager Step 1 $69.9373 $5,594.99 $12,122 $145,470 Step 2 $73.4316 $5,874.53 $12,728 $152,738
Step 3 $77.1023 $6,168.19 $13,364 $160,373
Step 4 $80.9618 $6,476.95 $14,033 $168,401
Step 5 $85.0103 $6,800.82 $14,735 $176,821
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Senior Accountant Step 1 $61.2627 $4,901.01 $10,619 $127,426 Step 2 $64.3294 $5,146.35 $11,150 $133,805
Step 3 $67.5458 $5,403.67 $11,708 $140,495
Step 4 $70.9122 $5,672.98 $12,291 $147,497
Step 5 $74.4626 $5,957.00 $12,907 $154,882
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Senior Engineer Step 1 $77.5450 $6,203.60 $13,441 $161,294 Step 2 $81.4177 $6,513.41 $14,112 $169,349
Step 3 $85.4901 $6,839.21 $14,818 $177,819
Step 4 $89.7692 $7,181.54 $15,560 $186,720
Step 5 $94.2617 $7,540.94 $16,339 $196,064
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Senior Management Analyst Step 1 $63.8257 $5,106.05 $11,063 $132,757 Step 2 $67.0140 $5,361.12 $11,616 $139,389
Step 3 $70.3644 $5,629.15 $12,196 $146,358
Step 4 $73.8915 $5,911.32 $12,808 $153,694
Step 5 $77.5731 $6,205.85 $13,446 $161,352
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Senior Planner Step 1 $63.3164 $5,065.31 $10,975 $131,698 Step 2 $66.4745 $5,317.96 $11,522 $138,267
Step 3 $69.8067 $5,584.54 $12,100 $145,198
Step 4 $73.2918 $5,863.34 $12,704 $152,447
Step 5 $76.9578 $6,156.63 $13,339 $160,072
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Senior Sustainability Analyst Step 1 $61.2027 $4,896.21 $10,608 $127,302 Step 2 $64.2600 $5,140.80 $11,138 $133,661
Step 3 $67.4725 $5,397.80 $11,695 $140,343
Step 4 $70.8547 $5,668.38 $12,281 $147,378
Step 5 $74.3851 $5,950.81 $12,893 $154,721
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Senior Traffic Engineer Step 1 $77.5450 $6,203.60 $13,441 $161,294 Step 2 $81.4176 $6,513.41 $14,112 $169,349
Step 3 $85.4901 $6,839.21 $14,818 $177,819
Step 4 $89.7692 $7,181.54 $15,560 $186,720
Step 5 $94.2617 $7,540.94 $16,339 $196,064

8.c
June 24, 2024

Packet Pg. 24

City of San Carlos – Pay Rates and Ranges
Confidential Unit
Effective 7/1/2024
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Accountant Step 1 $49.8369 $3,986.95 $8,638 $103,661 Step 2 $52.3288 $4,186.30 $9,070 $108,844
Step 3 $54.9452 $4,395.61 $9,524 $114,286
Step 4 $57.6924 $4,615.39 $10,000 $120,000
Step 5 $60.5771 $4,846.16 $10,500 $126,000
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Administrative Assistant Step 1 $40.7155 $3,257.24 $7,057 $84,688 Step 2 $42.7524 $3,420.19 $7,410 $88,925
Step 3 $44.8954 $3,591.63 $7,782 $93,382
Step 4 $47.1325 $3,770.60 $8,170 $98,036
Step 5 $49.4991 $3,959.93 $8,580 $102,958
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Deputy City Clerk Step 1 $48.7952 $3,903.61 $8,458 $101,494 Step 2 $51.2351 $4,098.80 $8,881 $106,569
Step 3 $53.7967 $4,303.74 $9,325 $111,897
Step 4 $56.4865 $4,518.92 $9,791 $117,492
Step 5 $59.3108 $4,744.87 $10,281 $123,367
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Executive Assistant Step 1 $47.7295 $3,818.36 $8,273 $99,277 Step 2 $50.1201 $4,009.60 $8,687 $104,250
Step 3 $52.6288 $4,210.30 $9,122 $109,468
Step 4 $55.2557 $4,420.46 $9,578 $114,932
Step 5 $58.0320 $4,642.56 $10,059 $120,706
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Human Resources Management Analyst Step 1 $55.2966 $4,423.73 $9,585 $115,017 Step 2 $58.0806 $4,646.45 $10,067 $120,808
Step 3 $60.9759 $4,878.07 $10,569 $126,830
Step 4 $64.0313 $5,122.50 $11,099 $133,185
Step 5 $67.2261 $5,378.08 $11,653 $139,830
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Legal Secretary Step 1 $44.7309 $3,578.47 $7,753 $93,040 Step 2 $46.9676 $3,757.41 $8,141 $97,693
Step 3 $49.3159 $3,945.27 $8,548 $102,577
Step 4 $51.7816 $4,142.53 $8,975 $107,706
Step 5 $54.3707 $4,349.66 $9,424 $113,091

8.c
June 24, 2024

Packet Pg. 25

City of San Carlos – Pay Rates and Ranges
Confidential Unit
Effective 7/1/2024
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Management Analyst Step 1 $53.6069 $4,288.55 $9,292 $111,502 Step 2 $56.2970 $4,503.76 $9,758 $117,098
Step 3 $59.0966 $4,727.73 $10,243 $122,921
Step 4 $62.0667 $4,965.33 $10,758 $129,099
Step 5 $65.1584 $5,212.67 $11,294 $135,530

8.c
June 24, 2024

Packet Pg. 26

City of San Carlos – Pay Rates and Ranges
Teamsters
Effective 9/11/2023
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Maintenance Worker Step 1 $36.0520 $2,884.16 $6,249 $74,988 Step 2 $37.8545 $3,028.36 $6,561 $78,737
Step 3 $39.7472 $3,179.78 $6,890 $82,674
Step 4 $41.7344 $3,338.76 $7,234 $86,808
Step 5 $43.8215 $3,505.72 $7,596 $91,149
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Senior Maintenance Worker Step 1 $43.1600 $3,452.80 $7,481 $89,773 Step 2 $45.3178 $3,625.42 $7,855 $94,261
Step 3 $47.5837 $3,806.70 $8,248 $98,974
Step 4 $49.9629 $3,997.03 $8,660 $103,923
Step 5 $52.4614 $4,196.91 $9,093 $109,120
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Senior Mechanic Step 1 $43.7448 $3,499.58 $7,582 $90,989 Step 2 $45.9320 $3,674.56 $7,962 $95,539
Step 3 $48.2286 $3,858.29 $8,360 $100,316
Step 4 $50.6400 $4,051.20 $8,778 $105,331
Step 5 $53.1720 $4,253.76 $9,216 $110,598

8.c
June 24, 2024

Packet Pg. 27

City of San Carlos – Pay Rates and Ranges
Teamsters
Effective 9/9/2024
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Maintenance Worker Step 1 $38.0730 $3,045.84 $6,599 $79,192 Step 2 $39.9766 $3,198.13 $6,929 $83,151
Step 3 $41.9754 $3,358.03 $7,276 $87,309
Step 4 $44.0740 $3,525.92 $7,639 $91,674
Step 5 $46.2781 $3,702.25 $8,022 $96,258
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Senior Maintenance Worker Step 1 $45.7884 $3,663.08 $7,937 $95,240 Step 2 $48.0777 $3,846.21 $8,333 $100,002
Step 3 $50.4815 $4,038.52 $8,750 $105,002
Step 4 $53.0056 $4,240.45 $9,188 $110,252
Step 5 $55.6563 $4,452.50 $9,647 $115,765
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Senior Mechanic Step 1 $46.4404 $3,715.23 $8,050 $96,596 Step 2 $48.7624 $3,900.99 $8,452 $101,426
Step 3 $51.2005 $4,096.04 $8,875 $106,497
Step 4 $53.7605 $4,300.84 $9,318 $111,822
Step 5 $56.4485 $4,515.88 $9,784 $117,413

8.c
June 24, 2024

Packet Pg. 28

City of San Carlos – Pay Rates and Ranges
AFSCME
Effective 07/1/2024
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Accounting Technician I Step 1 $32.3672 $2,589.37 $5,610.31 $67,324 Step 2 $33.9866 $2,718.93 $5,891.01 $70,692
Step 3 $35.7065 $2,856.52 $6,189.12 $74,269
Step 4 $37.4693 $2,997.54 $6,494.68 $77,936
Step 5 $39.3407 $3,147.26 $6,819.06 $81,829
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Accounting Technician II Step 1 $36.7819 $2,942.55 $6,375.53 $76,506 Step 2 $38.6181 $3,089.45 $6,693.81 $80,326
Step 3 $40.5528 $3,244.22 $7,029.15 $84,350
Step 4 $42.5776 $3,406.21 $7,380.12 $88,561
Step 5 $44.7090 $3,576.72 $7,749.55 $92,995
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Administrative Clerk Step 1 $29.0824 $2,326.59 $5,040.94 $60,491 Step 2 $30.5320 $2,442.56 $5,292.21 $63,507
Step 3 $32.0590 $2,564.72 $5,556.89 $66,683
Step 4 $33.6634 $2,693.07 $5,834.99 $70,020
Step 5 $35.3454 $2,827.63 $6,126.53 $73,518
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Assistant Planner Step 1 $49.6242 $3,969.93 $8,601.52 $103,218 Step 2 $52.1056 $4,168.45 $9,031.64 $108,380
Step 3 $54.7121 $4,376.96 $9,483.42 $113,801
Step 4 $57.4436 $4,595.49 $9,956.89 $119,483
Step 5 $60.3164 $4,825.31 $10,454.84 $125,458
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Associate Engineer Step 1 $63.7029 $5,096.23 $11,041.83 $132,502 Step 2 $66.8834 $5,350.67 $11,593.12 $139,117
Step 3 $70.2342 $5,618.73 $12,173.93 $146,087
Step 4 $73.7396 $5,899.17 $12,781.53 $153,378
Step 5 $77.4308 $6,194.47 $13,421.34 $161,056
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Associate Planner Step 1 $55.9607 $4,476.86 $9,699.86 $116,398 Step 2 $58.7542 $4,700.33 $10,184.06 $122,209
Step 3 $61.6931 $4,935.45 $10,693.47 $128,322
Step 4 $64.7774 $5,182.19 $11,228.09 $134,737
Step 5 $68.0150 $5,441.20 $11,789.27 $141,471
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Building Inspector I Step 1 $48.6809 $3,894.47 $8,438.02 $101,256 Step 2 $51.1143 $4,089.14 $8,859.81 $106,318
Step 3 $53.6676 $4,293.41 $9,302.39 $111,629
Step 4 $56.3489 $4,507.91 $9,767.14 $117,206
Step 5 $59.1668 $4,733.34 $10,255.58 $123,067

8.c
June 24, 2024

Packet Pg. 29

City of San Carlos – Pay Rates and Ranges
AFSCME
Effective 07/1/2024
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Building Inspector II Step 1 $53.6390 $4,291.12 $9,297.43 $111,569 Step 2 $56.3223 $4,505.78 $9,762.53 $117,150
Step 3 $59.1401 $4,731.21 $10,250.96 $123,012
Step 4 $62.0924 $4,967.39 $10,762.69 $129,152
Step 5 $65.1964 $5,215.71 $11,300.70 $135,608
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Civil Engineering Assistant Step 1 $54.3323 $4,346.58 $9,417.60 $113,011 Step 2 $57.0488 $4,563.90 $9,888.45 $118,661
Step 3 $59.9017 $4,792.13 $10,382.96 $124,595
Step 4 $62.8964 $5,031.71 $10,902.05 $130,825
Step 5 $66.0420 $5,283.36 $11,447.27 $137,367
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Civil Engineering Technician Step 1 $44.2136 $3,537.08 $7,663.68 $91,964 Step 2 $46.4137 $3,713.09 $8,045.04 $96,540
Step 3 $48.7402 $3,899.22 $8,448.30 $101,380
Step 4 $51.1729 $4,093.83 $8,869.97 $106,440
Step 5 $53.7333 $4,298.66 $9,313.77 $111,765
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Communications Coordinator Step 1 $36.8875 $2,951.00 $6,393.83 $76,726 Step 2 $38.7292 $3,098.34 $6,713.07 $80,557
Step 3 $40.6707 $3,253.65 $7,049.59 $84,595
Step 4 $42.7041 $3,416.33 $7,402.05 $88,825
Step 5 $44.8373 $3,586.99 $7,771.81 $93,262
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Cook Step 1 $35.3191 $2,825.52 $6,121.97 $73,464 Step 2 $37.0862 $2,966.90 $6,428.28 $77,139
Step 3 $38.9476 $3,115.81 $6,750.93 $81,011
Step 4 $40.8915 $3,271.32 $7,087.86 $85,054
Step 5 $42.9295 $3,434.36 $7,441.11 $89,293
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Facility Attendant Step 1 $20.5198 $1,641.58 $3,556.76 $42,681 Step 2 $21.5456 $1,723.65 $3,734.58 $44,815
Step 3 $22.6229 $1,809.83 $3,921.31 $47,056
Step 4 $23.7542 $1,900.33 $4,117.39 $49,409
Step 5 $24.9419 $1,995.35 $4,323.26 $51,879
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Fire Prevention Officer Step 1 $65.8594 $5,268.75 $11,415.64 $136,988 Step 2 $69.1548 $5,532.39 $11,986.84 $143,842
Step 3 $72.6247 $5,809.97 $12,588.28 $151,059
Step 4 $76.2497 $6,099.97 $13,216.61 $158,599
Step 5 $80.0588 $6,404.70 $13,876.86 $166,522

8.c
June 24, 2024

Packet Pg. 30

City of San Carlos – Pay Rates and Ranges
AFSCME
Effective 07/1/2024
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Permit Technician Step 1 $38.8484 $3,107.87 $6,733.72 $80,805 Step 2 $40.7907 $3,263.25 $7,070.38 $84,845
Step 3 $42.8302 $3,426.41 $7,423.90 $89,087
Step 4 $44.9718 $3,597.74 $7,795.11 $93,541
Step 5 $47.2203 $3,777.63 $8,184.86 $98,218
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Public Works Assistant Superintendent Step 1 $59.0815 $4,726.52 $10,240.79 $122,889 Step 2 $62.0357 $4,962.85 $10,752.85 $129,034
Step 3 $65.1374 $5,210.99 $11,290.48 $135,486
Step 4 $68.3943 $5,471.54 $11,855.01 $142,260
Step 5 $71.8139 $5,745.11 $12,447.74 $149,373
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Public Works Inspector Step 1 $52.2123 $4,176.99 $9,050.14 $108,602 Step 2 $54.8254 $4,386.03 $9,503.07 $114,037
Step 3 $57.5650 $4,605.20 $9,977.93 $119,735
Step 4 $60.4392 $4,835.14 $10,476.13 $125,714
Step 5 $63.4639 $5,077.11 $11,000.40 $132,005
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Recreation Coordinator Step 1 $40.6884 $3,255.07 $7,052.65 $84,632 Step 2 $42.7200 $3,417.60 $7,404.80 $88,858
Step 3 $44.8615 $3,588.92 $7,775.99 $93,312
Step 4 $47.1044 $3,768.36 $8,164.77 $97,977
Step 5 $49.4575 $3,956.60 $8,572.63 $102,872
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Recreation Supervisor Step 1 $53.8729 $4,309.83 $9,337.97 $112,056 Step 2 $56.5619 $4,524.95 $9,804.06 $117,649
Step 3 $59.3936 $4,751.48 $10,294.88 $123,539
Step 4 $62.3601 $4,988.81 $10,809.09 $129,709
Step 5 $65.4775 $5,238.20 $11,349.44 $136,193
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Senior Administrative Clerk Step 1 $35.0064 $2,800.51 $6,067.78 $72,813 Step 2 $36.7533 $2,940.26 $6,370.57 $76,447
Step 3 $38.5948 $3,087.59 $6,689.77 $80,277
Step 4 $40.5234 $3,241.87 $7,024.05 $84,289
Step 5 $42.5467 $3,403.74 $7,374.77 $88,497
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Senior Facility Attendant Step 1 $30.7330 $2,458.64 $5,327.06 $63,925 Step 2 $32.2697 $2,581.57 $5,593.41 $67,121
Step 3 $33.8832 $2,710.66 $5,873.09 $70,477
Step 4 $35.5773 $2,846.18 $6,166.73 $74,001
Step 5 $37.3563 $2,988.50 $6,475.09 $77,701

8.c
June 24, 2024

Packet Pg. 31

City of San Carlos – Pay Rates and Ranges
AFSCME
Effective 07/1/2024
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Exempt Senior Systems Analyst Step 1 $65.1715 $5,213.72 $11,296.40 $135,557 Step 2 $68.4304 $5,474.43 $11,861.27 $142,335
Step 3 $71.8519 $5,748.15 $12,454.32 $149,452
Step 4 $75.4447 $6,035.58 $13,077.09 $156,925
Step 5 $79.2169 $6,337.35 $13,730.92 $164,771
FLSA Classification Title Step Hourly Bi-Weekly Monthly Annually Non-Exempt Systems Analyst Step 1 $55.8315 $4,466.52 $9,677.46 $116,130 Step 2 $58.6251 $4,690.01 $10,161.69 $121,940
Step 3 $61.5594 $4,924.75 $10,670.29 $128,043
Step 4 $64.6339 $5,170.71 $11,203.21 $134,438
Step 5 $67.8657 $5,429.25 $11,763.38 $141,161

8.c
June 24, 2024

Packet Pg. 32

City of San Carlos – Pay Rates and Ranges
Part-Time Employee Group
Effective 01/03/2024
FLSA Classification Title Step Hourly
Non-Exempt Facility Attendant Step 1 $18.77
Step 2 $19.72
Step 3 $20.71
Step 4 $21.74
Step 5 $22.83
FLSA Classification Title Step Hourly
Non-Exempt Intern Step 1 $21.00
Step 2 $22.05
Step 3 $23.15
Step 4 $24.31
Step 5 $25.53
FLSA Classification Title Step Hourly
Non-Exempt Program Coordinator Step 1 $25.64
Step 2 $26.92
Step 3 $28.28
Step 4 $29.68
Step 5 $31.17
FLSA Classification Title Step Hourly
Non-Exempt Recreation Leader I Step 1 $18.23
Step 2 $19.13
FLSA Classification Title Step Hourly
Non-Exempt Recreation Leader II Step 1 $20.10
Step 2 $21.09
Step 3 $22.16
Step 4 $23.26
Step 5 $24.42

8.c
June 24, 2024

Packet Pg. 33

City of San Carlos – Pay Rates and Ranges
Part-Time Employee Group
Effective 01/13/2025
FLSA Classification Title Step Hourly
Non-Exempt Facility Attendant Step 1 $19.33
Step 2 $20.31
Step 3 $21.33
Step 4 $22.39
Step 5 $23.51
FLSA Classification Title Step Hourly
Non-Exempt Intern Step 1 $21.63
Step 2 $22.71
Step 3 $23.85
Step 4 $25.04
Step 5 $26.29
FLSA Classification Title Step Hourly
Non-Exempt Program Coordinator Step 1 $26.41
Step 2 $27.73
Step 3 $29.12
Step 4 $30.57
Step 5 $32.11
FLSA Classification Title Step Hourly
Non-Exempt Recreation Leader I Step 1 $18.77
Step 2 $19.70
FLSA Classification Title Step Hourly
Non-Exempt Recreation Leader II Step 1 $20.70
Step 2 $21.73
Step 3 $22.82
Step 4 $23.96
Step 5 $25.16

8.c
June 24, 2024

Packet Pg. 34

CITY COUNCIL

STAFF REPORT
MEETING DATE: June 24, 2024
ITEM TITLE: Adopt a Resolution Approving the Submittal of Annual Property Assessments to San Mateo County for National Pollutant Discharge Elimination System Stormwater Fees, Pulgas Creek Levee
Assessment Fees, and Sewer Service Charges for Fiscal Year 2024- 2025.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution approving the submittal of annual property assessments to San Mateo County (“County”) for National Pollutant Discharge Elimination System (NPDES) Stormwater fees, Pulgas Creek levee assessment fees, and sewer service charges for Fiscal Year (FY) 2024-25.

FISCAL IMPLICATIONS:

Due to the delayed release of the San Mateo County July 2024 Secured Master Roll, projected assessment collections are based on the May 2024 Secured Master Roll and are therefore approximations. The estimated total amounts for each assessment to be collected by the County Controller are projected to be:

Assessment Type Projected Amount to be Collected
NPDES Stormwater Fee* $438,249.54
Pulgas Creek Levee Assessment District Fee $28,614.24 Sewer Service Charges* $21,273,890.91
*Projected amount to be collected does not include non-tax roll parcels, which are invoiced separately.

The total amount of the levy to be collected by the County Controller is projected to be $21,740,754.69. The fees and service charges are assessed against approximately 11,000 San Carlos parcels. The City’s FY 2024-25 budget is based on these revenue assumptions.

BACKGROUND:

The City levies various assessments annually through the County to support programs and projects already committed to by the City. The tax roll billing administration is done in partnership between City staff and financing district consultant, NBS. A Council Resolution is required to authorize the County to place these charges on the property tax roll.

Non-tax roll sewer billing is done by the City and accounts for the San Carlos Airport, San Mateo County, San Carlos Elementary School District, and the Peninsula Corridor Joint Powers Board (“JPB”), all of which are connected to the San Carlos sewer system. Similarly, NPDES Stormwater

8.d
June 24, 2024

Packet Pg. 35

non-tax roll billing is done by the City and accounts for San Mateo County, San Carlos Elementary School District, Transit District, and the Peninsula Corridor JPB, all of which generate stormwater runoff that is captured by the San Carlos storm drain system. The following is a brief synopsis of each of the assessments:

NPDES Stormwater Fee
San Carlos, along with all other municipal stormwater dischargers in the County, is required to develop and implement a Stormwater Management Plan as a condition of the joint Municipal Regional Permit for Stormwater. The San Mateo Countywide Storm Water Management Plan 1993-1994 was approved by all cities, including San Carlos, and adopted by the Regional Water Quality Control Board in September 1993 as part of the NPDES Municipal Storm Water Discharge Permit. In 1994, the Council approved an Engineer’s Report establishing the Stormwater NPDES program charges for every parcel of land within the City limits. The fee for single-family residential properties is $20 per year and the fee for all other parcels is calculated based on the parcel area. This revenue is used to support stormwater pollution prevention activities undertaken by City staff.

Pulgas Creek Levee Assessment District Fee
On September 13, 2010, the Council approved the formation of an Assessment District (“District”) to make improvements to San Carlos’ portion of the Redwood Shores levee system at an estimated cost of $250,000. The Engineer’s Report for the District specified that the City be repaid by the assessments over a 10-year period at a nominal interest rate of 6%. After 10 years, the assessments will continue at a significantly reduced rate to fund the operation and maintenance of the levee, which is operated and managed by City staff.

Sewer Service Charges
The City’s sewer utility is a self‐supporting enterprise fund. The utility receives no General Fund revenues and relies primarily on sewer service charges as its main source of revenue. As such, the City’s sewer rates need to be set at levels adequate to fund the cost of providing sewer service. Costs include City sewer operations, maintenance, and capital improvements, and a share of maintenance, operations, and capital improvement needs at the Silicon Valley Clean Water treatment plant. A sewer rate holiday was in effect for FY 2023-24, wherein all sewer rates remained the same as FY 2022-23. At its June 24, 2024 meeting, the City Council will adopt Ordinance 1617 to increase sewer rates by 3% annually beginning in FY 2024-25 through FY 2026-27. No additional rate structure modifications are proposed.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution approving submittal of property assessments to San Mateo County for NPDES stormwater fees, Pulgas Creek levee assessment fees, and sewer service charges; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

8.d
June 24, 2024

Packet Pg. 36

Respectfully submitted by:

Steven Machida, Public Works Director
Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Resolution

8.d
June 24, 2024

Packet Pg. 37

RESOLUTION NO. 2024 – ____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS

APPROVING THE SUBMITTAL OF ANNUAL PROPERTY ASSESSMENTS TO SAN MATEO

COUNTY FOR NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM

STORMWATER FEES, PULGAS CREEK LEVEE ASSESSMENT FEES, AND SEWER SERVICE CHARGES FOR FISCAL YEAR 2024-25.

WHEREAS, the City requires revenues to fund various programs and activities to serve the citizens of San Carlos; and
WHEREAS, the City collects some of its revenues through San Mateo County, which as a service to cities and other taxing entities, collects certain special assessments through the countywide property tax bill; and
WHEREAS, Section 13.16.020 of the San Carlos Municipal Code establishes the basis for stormwater charges for parcels in the city and that the charges for stormwater National Pollutant Discharge Elimination System (NPDES) program fees shall be billed annually on the real property tax roll; and
WHEREAS, after formation of the City of San Carlos Pulgas Creek Levee Improvements Assessment District in 2010, the fees were determined by the Engineer’s Report and are billed annually on the real property tax roll; and
WHEREAS, Section 13.04.050 of the San Carlos Municipal Code provides that the charges for sewer collection and treatment shall be billed annually on the real property tax statement for the City of San Carlos; and
WHEREAS, the Public Works Director prepared, in accordance with the methods passed and approved by the City Council, a levy of NPDES program fees, Pulgas Creek Levee assessment fees, and sewer service charges for Fiscal Year (FY) 2024-25; and WHEREAS, due to the delayed release of the San Mateo County July 2024 Secured Master Roll, projected assessment collections are based on the May 2024 Secured Master Roll and are therefore approximations; and
WHEREAS, the estimated total amounts for each assessment to be collected by the County Controller are projected to be:

Assessment Type Projected Amount to be Collected
NPDES Stormwater Fee* $438,249.54
Pulgas Creek Levee Assessment District Fee $28,614.24
Sewer Service Charges* $21,273,890.91
TOTAL $21,740,754.69
*Projected amount to be collected does not include non-tax roll parcels, which are invoiced separately.

NOW THEREFORE BE IT RESOLVED that the City Council of the City of San Carlos does hereby approve the levy of NPDES program fees, Pulgas Creek Levee assessment fees, and sewer service charges for FY 2024-25; and

8.d
June 24, 2024

Packet Pg. 38

THAT the Public Works Director be, and hereby is, directed to file with the County Controller of San Mateo County a copy of said levy of fees to be collected with the real property taxes for FY 2024-25; and
THAT the County Controller of San Mateo County shall, upon receipt of said levy, enter the amounts of said fees against the respective lots or parcels as they appear on the assessment roll for FY 2024-25; and
THAT the Administrative Services Director of the City of San Carlos be authorized to approve corrections of said roll of fees when investigation of requests for corrections indicate the charges were incorrectly computed or erroneously entered on the roll. * * * * *
I, City Clerk Crystal Mui, hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the City of San Carlos at a regularly scheduled meeting thereof held on the 24th of June, 2024 by the following vote:
________________________________
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos
AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

8.d
June 24, 2024

Packet Pg. 39

CITY COUNCIL

STAFF REPORT
MEETING DATE: June 24, 2024
ITEM TITLE: Adopt a Resolution Authorizing the City Manager to Enter Into an Agreement with Midpeninsula Regional Open Space District for Management of Trail Access to Pulgas Ridge Open Space Preserve from the End of Los Vientos Way.

RECOMMENDATION:

Staff recommends that the City Council authorize the City Manager to enter into an agreement with Midpeninsula Regional Open Space District (Midpen) for management of trail access to Pulgas Ridge Open Space Preserve from the end of Los Vientos Way.

FISCAL IMPLICATIONS:

There is no fiscal impact and no additional appropriation is needed. The cost to service the trash and recycling receptacles and provide dog waste disposal bags will be covered by the Parks Maintenance operating budget.

BACKGROUND:

At its September 11, 2023 City Council meeting, the Council adopted a Resolution making a finding that hiking and pedestrian use of the one-foot wide, no-access strip and easement dedicated to and accepted by the City of San Carlos, at the end of Los Vientos Way, is consistent with the public use granted. Subsequently, the Mayor sent a letter to the Midpen Board formally supporting the public trail access point at this location and asking the Board to consider opening the gate.

At its February 14, 2024 Midpen Board Meeting, the Board unanimously approved public access into Pulgas Ridge Open Space be opened at the end of Los Vientos Way. As part of this agenda item, a Board request was made to formalize the responsibilities of the City of San Carlos and Midpen by entering into an agreement.

Following both the San Carlos City Council action and Midpen Board action, Midpen park rangers and City staff began work in April to remove the existing fence and install a pedestrian gate. In addition, a dog waste bag dispenser, trash and recycling receptacles, and signage were also installed. Public access into the preserve officially opened on Friday, April 26, 2024.

ANALYSIS:

The agreement between Midpen and the City of San Carlos (Attachment 1) outlines the

8.e
June 24, 2024

Packet Pg. 40

responsibilities of each party. The formal agreement has been reviewed and accepted by the City and Midpen’s legal staff. At its May 22, 2024 Board Meeting, Midpen’s Board unanimously authorized the General Manager to enter into an agreement with the City of San Carlos regarding the management of the public access into Pulgas Ridge Open Space Preserve at the end of Los Vientos Way.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution authorizing the City Manager to enter into an agreement with Midpeninsula Regional Open Space District for management of trail access to Pulgas Ridge Open Space Preserve from the end of Los Vientos Way; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Amy Newby, Parks & Recreation Director
Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Resolution for Agreement with Midpeninsula Regional Open Space District

2. Partnership Agreement

8.e
June 24, 2024

Packet Pg. 41

RESOLUTION NO. 2024 – ____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS

AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH

MIDPENINSULA REGIONAL OPEN SPACE DISTRICT FOR MANAGEMENT OF TRAIL

ACCESS TO PULGAS RIDGE OPEN SPACE PRESERVE FROM THE END OF LOS VIENTOS WAY.

WHEREAS, under the Recreation Services goal of the 2024 City Council Strategic Plan, the Council included an objective to assess new opportunities to implement the Trails Connection Plan recommendations for public trails; and
WHEREAS, the Parks and Recreation Element of the General Plan and the 2012 Hillside Trails Plan include a vision for the establishment of a public pedestrian trailhead into the Pulgas Ridge Open Space Preserve (“Preserve”) at the end of Los Vientos Way, a public street owned by the City; and
WHEREAS, Midpeninsula Regional Open Space District’s (“District”) mission is to acquire, restore, preserve and protect, in perpetuity, open space land as part of the regional greenbelt, and to provide opportunities for ecologically sensitive public enjoyment and education; and WHEREAS, the City and the District desire to further their common goal to provide public regional trails that increase access to open space and further the recreational opportunities of their constituents; and
WHEREAS, the City has found that pedestrian access over and across the one-foot-wide no access easement at the end of Los Vientos Way is consistent with the public purposes of the easement and requested that the District provide a public trailhead at this location into the Preserve; and
WHEREAS, on February 14, 2024, the District approved creation of a public trailhead into the Preserve at the end of Los Vientos Way; and
WHEREAS, the City and District wish to cooperate and specify their respective roles in establishing, managing, and maintaining the new public trailhead and access point at the end of Los Vientos Way.

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby authorizes City Manager to enter into an agreement with Midpeninsula Regional Open Space District for management of trail access to Pulgas Ridge Open Space Preserve from the end of Los Vientos Way.
* * * * *

8.e
June 24, 2024

Packet Pg. 42

I, City Clerk Crystal Mui, hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the City of San Carlos at a scheduled meeting thereof held on the 24th day of June 2024, by the following vote:
________________________________
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos
AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

8.e
June 24, 2024

Packet Pg. 43

- 1 -

PARTNERSHIP AGREEMENT BETWEEN THE CITY OF SAN CARLOS AND

THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT FOR PUBLIC ACCESS

TO PULGAS RIDGE OPEN SPACE PRESERVE AT LOS VIENTOS WAY

THIS AGREEMENT is entered into by and between the CITY OF SA N CARLOS, a municipal corporation under the laws of California ("CITY") and the MIDPENINSULA REGIONAL OPEN SPACE DISTRICT, an independent public district under the laws of California ("DISTRICT"). For purposes of this Agreement, each of CITY and DISTRICT may be individually referred to as a “Party,” and collectively as the “Parties.”

RECITALS

WHEREAS, DISTRICT’s mission is to acquire, restore, preserve and protect, in perpetuity, open space land as part of the regional greenbelt, and to provide opportunities for ecologically sensitive public enjoyment and education; and

WHEREAS, DISTRICT’S Board of Directors approved the “Priority Action - Pulgas Ridge: Regional and Neighborhood Trail Extensions” as one of the 54 priority actions of the Open Space Vision Plan (priority action #26) on January 29, 2014; and

WHEREAS, CITY’s Parks and Recreation Element of the General Plan and the 2012 Hillside Trails Plan includes a vision for the establishment of a public pedestrian trailhead into the DISTRICT’S Pulgas Ridge Open Space Preserve (“Preserve”) at the end of Los Vientos Way, a public street owned by the CITY (the “Project”); and

WHEREAS, CITY and DISTRICT desire to further their common goal of providing public regional trails that increase access to open space and further the recreational opportunities of their constituents; and

WHEREAS, CITY has found that pedestrian access over and across the one-foot-wide no access easement at the end of Los Vientos Way is consistent with the public purposes of the easement and requested that the DISTRICT provide a public trailhead at this location into the Preserve; and

WHEREAS, DISTRICT has approved creating a public trailhead into the Preserve at the end of Los Vientos Way;

WHEREAS, CITY and DISTRICT wish to cooperate and specify their respective roles in establishing, managing and maintaining the new public trailhead and access point at the end of Los Vientos Way;

NOW, THEREFORE, in consideration of the mutual promises, covenants and obligations contained herein, CITY and DISTRICT agree:

8.e
June 24, 2024

Packet Pg. 44

- 2 -

1. Term. The term of this Agreement shall commence upon the full execution hereof by the duly authorized representatives of the CITY and the DISTRICT and continue until terminated by either Party as set forth herein.

2. Project Establishment, Management and Maintenance. The Parties’ duties to establish, manage and maintain the Project shall be as set forth below. The general intent is for each Party to be responsible for any improvements or issues that occur on their respective properties (i.e., the District’s Preserve or City’s rights-of-way), except as expressly specified herein.

a. CITY will install a garbage receptacle within Los Vientos Way and maintain and regularly service it as needed to prevent it from overflowing. The garbage receptacle will be a DISTRICT-approved design to exclude wildlife from removing and feeding on garbage. CITY will provide a dog waste bag receptacle and will regularly resupply dog waste bags to ensure the dispenser is reasonably stocked. b. CITY shall remain responsible for the management, maintenance and repair of the CITY rights-of-way in the Project vicinity, including, without limitation, Los Vientos Way and Crestview Drive. Such responsibilities include parking management, street improvements or street signage in connection with the Project as determined in the City’s sole discretion. CITY also will be responsible for responding to inquiries or complaints regarding parking in the vicinity of the Project. c. DISTRICT will replace the existing chain link fence and gate located at the Preserve boundary with Los Vientos Way with a new vehicle gate and standard DISTRICT fencing. DISTRICT will provide its standard regulatory and trail directional signage at the trail entrance. District will be responsible for the maintenance and repair of any improvements it installs in the Preserve in connection with the Project. d. DISTRICT will be responsible for managing and responding to public inquires and complaints regarding the Preserve.

3. Public Access Restrictions. The Preserve will generally be open for public use ½ hour before sunrise to an ½ hour after sunset and closed outside those hours. The DISTRICT may temporarily obstruct or restrict public access through the Project site if, in the DISTRICT’s reasonable discretion, it determines that such restrictions are necessary for public safety, research, natural resources protection, trail conditions, maintenance work or other temporary closures necessary to conduct the work of the DISTRICT. Furthermore, nothing in this Agreement shall be construed to limit the DISTRICT’s right to manage the Preserve at its discretion including the types of uses allowed in the Preserve. However, neither Party shall permanently obstruct or close public pedestrian access at the end of Los Vientos Way into the Preserve without that Party having attempted to consult with the other Party pursuant to the process in Section 6 below, and having provided a minimum of six months’ advance written notice to the other Party.

4. Insurance. At all times during the term of this Agreement, CITY shall carry general liability insurance, or a policy of self-insurance, including owned, non-owned and hired auto; property damage; and death and bodily injury, covering its risks arising out of the

8.e
June 24, 2024

Packet Pg. 45

- 3 -

performance of any acts pursuant to this Agreement or relating to its operation of the Project.

DISTRICT shall be named as additional insured on the policy. Said policy shall be in an amount not less than Two Million Dollars ($2,000,000) for bodily injury and property damage liability in aggregate per occurrence combined single limit and One Million Dollars ($1,000,000) combined single limit for auto liability. CITY shall furnish DISTRICT with a Certificate of Insurance evidencing such insurance coverage. At all times during the term of this Agreement DISTRICT shall carry general liability insurance, or a policy of self- insurance, including owned, non-owned and hired auto; property damage; and death and bodily injury, covering its risks arising out of the performance of any acts pursuant to this Agreement or relating to its operation of the Project. CITY shall be named as additional insured on the policy. Said policy shall be in an amount not less than Two Million Dollars ($2,000,000) for bodily injury and property damage liability in aggregate per occurrence combined single limit and One Million Dollars ($1,000,000) combined single limit for auto liability. DISTRICT shall furnish CITY with a Certificate of Insurance evidencing such insurance coverage.

5. Indemnification. In lieu of and notwithstanding the pro rata risk allocation, which might otherwise be imposed between the Parties pursuant to Government Code Section 895.6, the Parties agree that all losses or liabilities incurred by a Party shall not be shared pro rata but, instead, DISTRICT and CITY agree that, pursuant to Government Code Section 895.4, each of the Parties hereto shall fully indemnify and hold each of the other Parties, their officers, board members, employees, and agents, harmless from any claim, expense or cost, damage or liability imposed for injury (as defined in Government Code 810.8) occurring by reason of the negligent acts or omissions or willful misconduct of the indemnifying Party, its officers, employees, or agents, under or in connection with or arising out of any work, authority, or jurisdiction delegated to such Party under this Agreement. No party, nor any officer, board member, or agent thereof shall be responsible for any damage or liability occurring by reason of the negligent acts or omissions or willful misconduct of the other Party hereto, its officers, board members, or agent thereof shall be responsible for any damage or liability occurring by reason of the negligent acts or omissions or willful misconduct of the other Party hereto, its officers, board members, employees, or agents, under or in connection with or arising out of any work authority or jurisdiction delegated to such other Party under this Agreement. The rights, duties, and obligations of the Parties as set forth above in this section survive termination, expiration, and suspension of this Agreement.

6. Termination, Failure to Perform, and Dispute Resolution. In the event of a dispute between the Parties in connection with this Agreement, the Parties shall first meet at the project manager level to attempt to resolve the matter. If the dispute is not resolved at the project manager level, the Parties shall meet at the City Manager / General Manager level to attempt to resolve the matter. If the matter remains in dispute following these meetings, either Party may terminate this Agreement upon six months advance written notice without attempts at further dispute resolution.

7. Applicable Laws. This Agreement shall be construed and enforced pursuant to the laws of the State of California with venue in the County of San Mateo.

8.e
June 24, 2024

Packet Pg. 46

- 4 -

8. Notices.

Any notice required to be given to DISTRICT shall be deemed to be duly and properly given if mailed, postage prepaid with a receipt and signature from the receiving party, and addressed to:

Midpeninsula Regional Open Space District
Attn: General Manager
5050 El Camino Real
Los Altos, CA 94022

or personally delivered to DISTRICT at such address or at such other address as DISTRICT may designate in writing to CITY.

Any notice required to be given to CITY shall be deemed to be duly and properly given if mailed, postage prepaid with a receipt and signature from the receiving party, and addressed to:

City of San Carlos
Attn: City Manager
600 Elm Street
San Carlos, CA 94070

or personally delivered to CITY at such address or such other address as CITY may designate in writing to DISTRICT, with a receipt and signature from the receiving party.

9. Amendment. This Agreement contains all of the terms, covenants, and conditions agreed to by the Parties and may not be modified orally or in any manner other than by an agreement in writing signed by both Parties or their respective successors in interest. The Parties may amend this Agreement in writing as necessary to accommodate evolving conditions to effectuate the purpose of the Agreement. In particular, the Parties agree to coordinate on the development of the East Boundary Ridge Trail and amend this agreement, if needed, to accommodate a separate trail access into the preserve, at such time as the City and County of San Francisco agree to provide trail access onto their property. The Parties agree to timely meet, and to negotiate in good faith on any requests for amendment.

10. Waiver. The failure of any party to insist upon a strict performance of any of the terms, conditions and covenants contained herein shall not be deemed a waiver of any rights or remedies that the Parties may have and shall not be deemed a waiver of any subsequent breach or default of the terms, conditions and covenants contained herein.

11. Severability. If any one or more of the covenants or agreements or portions thereof provided in this Agreement shall be held by a court of competent jurisdiction in a final judicial action to be void, voidable or unenforceable, such covenant or covenants, such agreement or agreements or such portions thereof shall be null and void and shall be deemed separable from the remaining covenants or agreements or portions thereof and shall in no way affect the validity or enforceability of the remaining portions of this Agreement.

8.e
June 24, 2024

Packet Pg. 47

- 5 -

12. Time of the Essence. Time is of the essence as to all of the provisions of this Agreement as to which time of performance is a factor.

13. Survival. The terms and conditions of this Agreement, which by their nature may extend beyond termination of this Agreement, shall survive the expiration or termination of this Agreement to the full extent necessary for their enforcement and for the protection of the Party in whose favor they operate.

14. Captions. The captions in the articles of this Agreement are inserted for convenience purposes only and shall not affect the terms of this Agreement.

15. Counterparts. This agreement may be executed in duplicate counterparts, each of which will be deemed an original.

16. Authority. Each of the parties represent and warrant that they have the right, power, legal capacity and authority to enter into and perform their respective obligations under this Agreement.

IN WITNESS WHEREOF, CITY and DISTRICT execute this Agreement.

CITY OF SAN CARLOS

By: _______________________ Date: ________________

City Manager

Attest: _____________________ Approved as to form:______________________

City Clerk City Attorney

MIDPENINSULA REGIONAL OPEN SPACE DISTRICT

By: _______________________ Date: ________________

General Manager

Attest: ____________________________ Approved as to form: ______________________

District Clerk General Counsel

8.e
June 24, 2024

Packet Pg. 48

CITY COUNCIL

STAFF REPORT
MEETING DATE: June 24, 2024
ITEM TITLE: Adopt a Resolution Authorizing the City Manager to Sign the Third Amended and Restated Agreement Between the Cities of Redwood City and San Carlos for Fire and Emergency Services for the Period of July 1, 2024 through June 30, 2027, with an Option to Extend the Agreement for up to Two Additional Years, and Authorizing the One- Time Payment in the Amount of $492,026 for Fiscal Year 2023-24.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution authorizing the City Manager to sign the Third Amended and Restated Agreement (“Agreement”) between the Cities of Redwood City and San Carlos for Fire and Emergency Services for the period of July 1, 2024 through June 30, 2027, with an option to extend the Agreement for up to two additional years, and authorizing a one-time payment in the amount of $492,026 for Fiscal Year (FY) 2023-24.

FISCAL IMPLICATIONS:

The proposed contract includes a 5.505% annual cost increase and additional costs to share the costs of certain positions and services as noted in the table below. These costs have been incorporated into the Adopted FY 2024-25 Operating Budget.

The contract extension agreed to by both City Councils in May 2023 states that “the Participating Agencies acknowledge and agree that the Agreement, except as amended by this Addendum, remains unmodified and in full force and effect in accordance with its terms.” Therefore, the contract extension through June 30, 2024, does not include any cost of living increase. As such, the Agreement proposes that the 5.505% increase be applied to the full FY 2023-24 year in a one-time lump sum amount of $492,026.

8.f
June 24, 2024

Packet Pg. 49

BACKGROUND:

As summarized below, the City of San Carlos has been contracting for fire services from the City of Redwood City since 2011.

June 27, 2011 Agreement (Shared Services/Hybrid Model)
On June 27, 2011, the City of San Carlos (“SC”) City Council unanimously approved a resolution to authorize the City Manager to execute an agreement with the City of Redwood City (“RWC”) for Fire and Emergency Services in conjunction with the establishment of the San Carlos Fire Department (SCFD). The agreement provided for a “shared services/hybrid” model that would include the following:
•RWC Fire Chief and RWC Deputy Fire Chief to manage the SCFD. •RWC Fire Marshal to provide fire prevention oversight and management. •RWC Battalion Chief to provide coverage at incidents requiring command officer coverage.
•RWC Training Battalion Chief to assist the SCFD with mandatory training. •Woodside Fire Protection District EMS Battalion Chief to provide emergency medical services oversight, with supervision from the RWC Fire Chief and RWC Deputy Fire Chief.
•Emergency Preparedness Coordinator services to be shared between SCFD and RWC. •Truck company service during the first year of the agreement, with alternatives studied during that year.

On July 9, 2012, the SC City Council received a report from the RWC Fire Chief regarding the staffing situation in SC. The Chief stated that staffing was at a tipping point due to the number of vacancies and lack of trained personnel in the department. From the period of October 1, 2011 through July 9, 2012, the department had four resignations, three of whom were tenured employees from the former Belmont San Carlos Fire Department (BSCFD). The hiring of lateral firefighters had become difficult as well, and it was the Chief’s opinion that the major contributor SERVICES FY 2023-24 FY 2024-25 FY 2025-26 FY 2026-27
(A) Administrative Services 624,719 659,110 695,394 733,676 (B) Command and Operations 7,523,363 7,937,524 8,374,485 8,835,500 (C) Fire Prevention 364,522 384,589 405,760 428,098
(D) Training 154,605 163,116 172,095 181,569
(E) Supplies and Services 295,853 312,140 329,323 347,452 (F) Contractual Costs 466,757 492,452 519,562 548,164
Additonal costs
Emergency Mgmt Coord 33% 33,000 34,817 36,733
Training Captain 20% 77,000 81,239 85,711
Wellness Program 20% 15,000 15,826 16,697
Recruitment 20% 27,000 28,486 30,055
GRAND TOTAL COSTS 9,429,820$ 10,100,931$ 10,656,987$ 11,243,655$ increase over prior year 5.505% 7.117% 5.505% 5.505%
Total paid for FY 2023-24 to date 8,937,794$
one-time true-up cost 492,026$

8.f
June 24, 2024

Packet Pg. 50

to the staffing situation was directly related to the compensation package. As a result of these staffing issues and concerns presented by the Chief, the SC City Council directed the City Manager to begin discussions with RWC on what a full-service option would look like.

On February 25, 2013, the SC City Council reviewed the initial proposal from RWC related to providing full-service fire services. The Council also reviewed options to continue the hybrid model or invest more in total compensation under our current structure. Following those discussions, the SC City Council authorized the City Manager to move forward with negotiations with RWC for a full-service fire contract.

June 24, 2013 Amended and Restated Agreement (Full-Service Model) On June 24, 2013, the City Council adopted resolutions to execute the Amended and Restated Agreement between RWC and SC for Fire and Emergency Services. While the cost for the full- service model would increase the SCFD costs by $2 million, contracting with RWC had the potential to achieve future cost savings through station consolidation. The potential for a fire station consolidation would bring cost savings to both organizations. SC Fire Station 16 located at 1280 Alameda de las Pulgas and RWC Fire Station 12 located at 3700 Jefferson Avenue are adjacent stations/districts and were both in need of replacement. The ability to join them together into one fire station with two companies was discussed and studies were commenced to evaluate the costs and to ensure there would be no degradation of service. In addition, the County had made inquiries into having RWC and SC assume emergency response into Station 18’s area.

The agreement to move from the hybrid model to a full-service model included the services from the hybrid model, plus the following key components:
•Five-year term from July 1, 2013 through June 30, 2018. •Terms and conditions of the agreement, including costs associated with the CalPERS unfunded liabilities, were to be revisited on December 1, 2014. If the agencies were not able to come to an agreement, either party could terminate the contract upon written notice at least one year in advance, with an expiration date of June 30, 2016. The opportunity to terminate would be on or before June 30, 2017, with an effective date of June 30, 2018. Before sending a notice to terminate, the cities would be required to meet and confer and then mediate for up to 180 days.
•Cost of services reflected in Exhibit C were to be reviewed annually and amended to reflect actual increases or decreases in cost and would be brought forward to the Council each year.
•Increases and decreases in the actual costs incurred during the previous year would be subject to a “true-up” and reconciled and applied to the quarterly payment due to RWC. •Supplies and services costs would not increase more than 2% per year which would also be reconciled against actual costs at the end of the fiscal year. Any payments in excess shall be a credit and any payment due will be applied to the next fiscal year. •SC would hire and employ a Fire Prevention Officer (safety position). •RWC’s Fire Chief would act as the Fire Chief of SCFD with all powers and responsibilities entrusted to the Fire Chief by law.
•In addition to the Fire Chief, RWC would provide a Deputy Fire Chief to oversee the SCFD operations.
•SC City Manager could direct general operations of the SCFD through the RWC Fire Chief and may request that the fire department perform additional activities in SC

8.f
June 24, 2024

Packet Pg. 51

including attendance at community events, participation in community outreach, responses to local community concerns, and responses to declared or undeclared emergencies.
•RWC Fire Chief and RWC Deputy Fire Chief would consult with the City Manager of SC regarding operations and services performed in SC.
•Personnel decisions of the RWC Fire Chief could be appealed or reviewed by the SC City Manager or the City Manager’s designee.
•SC would retain ownership and maintenance of Fire Stations 13 and 16. RWC will lease the stations from SC.
•SC would retain ownership and maintenance of all existing fleet including fire engines, self-contained breathing apparatus, communication equipment, and personal protective equipment.

In addition to the approval of the agreement for fire services, on June 24, 2013, the SC City Council approved resolutions to transfer the personnel from the SCFD to the RWC Fire Department. This transfer agreement was approved by both the IAFF and AFSCME unions.

April 23, 2018 Second Amended and Restated Agreement
On April 23, 2018, the SC City Council approved the Second Amended and Restated Agreement for Fire and Emergency Services for the period of July 1, 2018 through June 30, 2023. For the most part, all terms were continued as originally negotiated in the first agreement However, summarized below are the key changes that were included:
•Workers’ Compensation – the calculation for workers’ compensation changes due to a difference in headcount. The new agreement stated that the total amount of self-incurred worker’s compensation would be paid based on the number of positions allocated to SC at an 80% confidence level. In the first agreement, the calculation was similar but started at 70%, increasing to 80% in Year 3 and beyond.
•CalPERS Unfunded Liability – the unfunded liability varied based on actuarial assumptions. SC and RWC agreed on a proposed structure for the payment of the unfunded liability:
oYear 1 (FY 2018-19) – SC would pay 45% of the Unfunded Rate oYear 2 (FY 2019-20) – SC would pay 60% of the Unfunded Rate oYear 3 and beyond (FYs 2020-23) – would be determined based on the results of an actuarial study commenced by SC to be performed by Milliman, Inc. Actuarial Services. In the first agreement, SC paid 0% the first year, increasing 10% per year, to 40% in the fifth year.
•Truck Company Services – in the first agreement, the City contracted for 21 full-time employees, which included a relief firefighter position per shift, for a total of three relief staff that could backfill vacancies in either RWC or SC. As a result, RWC provided truck company services at no charge in consideration of RWC’s ability to use relief staff in RWC stations. In the new agreement, it was recommended to eliminate the three relief staff positions and backfill with overtime. Since overtime is not pensionable, this was done to reduce overall pension costs. As a result of eliminating the relief staff, RWC would charge SC for providing truck company services in the amount of $400,000, to be increased annually based on the percentage of labor cost increases. •Fire Prevention and Oversight – the new agreement called for a split of outsourced fire prevention workload including plan checks, permit management, fire code enforcement, public education, and investigation services. SC would pay for 58.5% and RWC would

8.f
June 24, 2024

Packet Pg. 52

pay for 41.5% of the costs for any third-party plan check services. The new agreement also included a Shared Fire Prevention Officer that would be split equally between RWC and SC.

October 22, 2021 Amendment to the Second Amended and Restated Agreement On June 28, 2021, the City Council approved an Amendment to the Second Amended and Restated Agreement which set the CalPERS unfunded rates for Year 3 and beyond (FYs 2020- 23) based on information from the completed actuarial study. Although the actuarial report reflected that SC should be contributing at a lower percentage (30%), SC also recognized that there are benefits received from this partnership. Therefore, the City Council reviewed and approved the amended unfunded schedule as follows:
oYear 1 (FY 2018-19) – SC would pay 45% of the Unfunded Rate oYear 2 (FY 2019-20) – SC would pay 45% of the Unfunded Rate oYear 3 (FY 2020-21) – SC would pay 40% of the Unfunded Rate oYear 4 (FY 2021-22) – SC would pay 45% of the Unfunded Rate oYear 5 (FY 2022-23) – SC would pay 50% of the Unfunded Rate oYear 6 and beyond would be determined by a new actuarial study A new actuarial study was completed on October 4, 2023. The study found that if the goal is to achieve a “middle ground” between a more precise split of the liabilities, while also recognizing the value of other benefits of the SC/RWC arrangement, the actuaries recommended pausing future increases, leaving the rate at 50% and reassessing again at the start of the next 5-year period.

May 22, 2023 First Extension to the Second Amended and Restated Agreement On May 22, 2023, the City Council adopted Resolution 2023-060 which extended the term of the Agreement six months through December 31, 2023, with an additional mutually agreed City Manager extension through March 31, 2024. Under the extension, the current terms of the Agreement will be extended, including the costs for services. In good faith, San Carlos remitted a payment in the amount of $8,937,794 for FY 2023-24.

March 11, 2024 Second Extension to the Second Amended and Restated Agreement On March 11, 2024, the City Council adopted Resolution 2024-021 which further extended the term of the Agreement through June 30, 2024, with one additional mutually agreed upon extension to August 31, 2024.

ANALYSIS:

Beginning with the initial contract negotiations in 2011, a key component was established between RWC and SC that contract terms be based on the actual costs of services. Unlike a Joint Powers Authority (JPA) arrangement wherein member agencies have input and authority over budget and employment decisions, the Agreement with RWC did not allow for that. In exchange for this lack of governance, both agencies agreed that there would not be overhead allocation charges and instead it would be a direct cost of service model similar to SC’s contract with the Sheriff’s Office.

As such, the structure of the contract was based on Government Code Section 51350. Although this Code Section applies to counties and cities, the agreement between both RWC and SC is that the costs for services should be fair and neutral. The past 10 years of the Agreement reflect

8.f
June 24, 2024

Packet Pg. 53

the extensive efforts that have been made to account for these costs.

Based on an analysis using FY 2022-23 budget numbers, SC currently pays the most per staffed equipment – see below. Using a staffed equipment scenario is the best method to analyze the services across multiple organizations. The SC budget includes the direct costs for the RWC agreement, building and vehicle maintenance, and utility costs for the stations and equipment owned by SC.

The contract that has been in place between SC and RWC for the past 10 years includes the sharing of costs for Fire Administration. These costs would otherwise be paid for entirely by RWC.

Using the FY 2022-23 contracted costs amounted to savings (through shared costs) in the amount of $1,521,845 to RWC. In addition to the savings RWC achieves associated with shared positions, there is also cost sharing among the truck services costs totaling $441,504 and to a lesser extent, supplies and services. SC pays 100% of the costs of staffing the two fire stations in SC, including six fire Captains and 12 Firefighter/Engineer positions.

For these reasons, the new Agreement has been drafted with the same framework of the original agreement negotiated in 2013. Acknowledging that there have been cost increases over the past few years, it was proposed that San Carlos would agree to cost increases of 5.505% in each year of the Agreement. This escalator was based on the average five-year increase of the actual costs of services under the old agreement as shown in the table below.

Recognizing that most of the costs are associated with compensation, a survey of other agencies found the following increases have been negotiated through FY 2024-25:
•San Mateo Consolidated: 4% increase effective July 2024 RWC 5-Year Contract Costs FY 2018-19 FY 2019-20 FY 2020-21 FY 2021-22 FY 2022-23Admin Services 497,609 530,685 548,893 579,886 592,123Command/Operations 5,926,906 6,161,120 6,453,642 6,812,350 7,130,812Fire Prevention 263,022 291,605 322,392 334,056 345,502Training 119,518 127,362 141,040 141,399 146,538Supplies/Services 259,060 264,241 269,527 274,918 280,416Contractual Costs 400,894 412,899 425,260 433,746 442,403Total before true-up $7,467,009 $7,787,912 $8,160,754 $8,576,355 $8,937,794 True-up costs (4,981) (140,970) 14,191 115,450 TBDTotal Contract Costs $7,462,028 $7,646,942 $8,174,945 $8,691,805 $8,937,794 % incr per Exhibit C 4.30% 4.79% 5.09% 4.21%Avg 5yr increase after true-up 5.505% Agency Organization Service Engine Truck Ops Budget # Staffed AssociatedServed Type Agreement Basis Companies* Company FY 22-23 Equipment Annual CostsSan Carlos City Contract 2 0 $9,387,000 2 $4,693,500 $2,362,300Belmont Fire District JPA 2 0 $8,982,696 2 $4,491,348$4,491,348 $3,334,930Coastside Fire Fire District JPA 3 0** $9,350,447 3 $3,116,815$3,116,815 $3,997,951Foster City City JPA 2 0 $8,960,282 2 $4,480,141$4,480,141 $2,360,515Burlingame City JPA 2 1 $12,501,367 3 $4,167,122$4,167,122 $582,500Hillsborough City JPA 2 0 $9,023,098 2 $4,511,549$4,511,549 $225,000Millbrae City Contract 2 0 $8,655,032 2 $4,327,516$4,327,516 $1,966,953San Bruno City Standalone 2 1 $10,445,818 3 $3,481,939$3,481,939 $2,242,623 Staffed Equipment***Ops Cost Per
* All engine companies have 3 person staffing** Coastside has a truck cross-staffed*** Equipment costs set by total cost divided by the number of pieces of equipment

8.f
June 24, 2024

Packet Pg. 54

•Central County Fire: 5% increase effective July 2024
Therefore, to provide for better budget planning and in accordance with other compensation increases, San Carlos recommends that the Agreement increase by a 5.505% each year. In addition, since the contract extension through June 30, 2024, does not include any cost-of-living increase, the Agreement proposes that this 5.505% increase be applied to the full FY 2023-24 year in a one-time lump sum amount of $492,026.

Following discussions with the Fire Department, SC understands that there are additional services being provided that have not been included in the Agreement before. Therefore, SC has agreed to pay for a portion of the following positions: Emergency Management Coordinator (CERT) Employee to be split 33%/67% with Redwood City for a total of $33,000 and Training Captain to be split 20%/80% with Redwood City for a total of $77,000. In addition to sharing these two positions, SC has agreed to pay 20% of the $75,000 wellness program in the amount of $15,000 and to cover 20% of the costs of the $135,000 recruitment contract in the amount of $27,000.

These services would increase at the same rate of 5.505% over the term of the Agreement. This amounts to shared costs or savings to RWC in the amount of $2.3 million in FY 2024-25 as reflected in the table below:

Per Section 2.h.4 of the Agreement, increases and decreases in the actual costs incurred during the previous year will be reconciled and applied to the quarterly payment due to RWC. This benefits both parties in that if the budget is understated, RWC will have an avenue to collect what might not have been accounted for in the budget. Similarly, if the budget were to be estimated too high, SC would then be credited for the amounts paid over the actual costs.

Below is a chart that reflects the historical costs and true-up calculations over the past 10 years.

As noted below, both agencies have benefited from this process.

SHARED SERVICES COST
Position FTE
FY 2022-23
SC Costs
Proposed FY
2024-25
SC Costs
Fire Chief 0.25 134,469$ 149,682$
Deputy Fire Chief 0.66 325,123$ 361,904$
Battalion Chief 1.00 437,682$ 467,717$
Training Battalion Chief 0.33 146,538$ 163,116$
Fire Marshal 0.33 155,929$ 173,569$
Management Analyst 0.33 74,001$ 82,373$
Administrative Assistant 0.33 58,530$ 65,152$
Fire Prevention Secretary 0.33 48,816$ 54,339$
Shared Fire Prevention Officer 0.50 140,757$ 156,681$ Truck Services 441,504$ 491,452$
TOTALS 4.06 1,963,349$ 2,165,985$
Proposed Shared Positions
Emergency Mgmt Coordinator 33% 0.33 33,000
Training Captain 20% 0.20 77,000
Wellness Program 20% 15,000
Recruitment 20% 27,000
SAVINGS TO RWC THROUGH CONTRACT 1,963,349$ 2,317,985$
% increase from FY 2022-23 18%

8.f
June 24, 2024

Packet Pg. 55

The true-up process will be completed within 12 months following the second fiscal year and every year thereafter for the term of the Agreement. Increases and decreases in the actual cost of services incurred during any fiscal year shall be carried on the books of Redwood City as a credit or charge in the fiscal year following the bi-annual true-up process.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution authorizing the City Manager to sign the Third Amended and Restated Agreement between the Cities of Redwood City and San Carlos for Fire and Emergency Services for the period of July 1, 2024 through June 30, 2027, with an option to extend the Agreement for up to two additional years, and authorizing the one-time payment in the amount of $492,026 for FY 2023-24; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Rebecca Mendenhall, Administrative Services Director
Greg Rubens, City Attorney
Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Resolution
Exhibit A to Resolution - Fire and Emergency Services Agreement Fiscal Year
Contract
Costs
True-Up
Amount
Actual Cost
of Services
2013-14 $ 5,570,024 $ (392,270) $ 5,177,754
2014-15 $ 5,822,411 $ 119,232 $ 5,941,643
2015-16 $ 6,319,005 $ 102,660 $ 6,421,665
2016-17 $ 6,639,230 $ (58,172) $ 6,581,058
2017-18 $ 6,966,771 $ (210,244) $ 6,756,527
2018-19 $ 7,467,009 $ (4,981) $ 7,462,028
2019-20 $ 7,787,912 $ (140,970) $ 7,646,942
2020-21 $ 8,160,754 $ 14,191 $ 8,174,945
2021-22 $ 8,576,355 $ 115,450 $ 8,691,805
2022-23 $ 8,937,794 TBD $ 8,937,794

8.f
June 24, 2024

Packet Pg. 56

RESOLUTION NO. 2024 – ____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS

AUTHORIZING THE CITY MANAGER TO SIGN THE THIRD AMENDED AND RESTATED

AGREEMENT BETWEEN THE CITIES OF REDWOOD CITY AND SAN CARLOS FOR FIRE AND EMERGENCY SERVICES FOR THE PERIOD OF JULY 1, 2024 THROUGH JUNE 30, 2027, WITH AN OPTION TO EXTEND THE AGREEMENT FOR UP TO TWO ADDITIONAL YEARS, AND AUTHORIZING THE ONE-TIME PAYMENT IN THE AMOUNT OF $492,026 FOR FISCAL YEAR 2023-24.

WHEREAS, the City of San Carlos provides fire and emergency services to the residents, businesses and properties within its jurisdiction; and
WHEREAS, on April 23, 2018, the City Council approved the Second Amended and Restated Agreement for Fire and Emergency Services for the period of July 1, 2018 through June 30, 2023; and
WHEREAS, on May 22, 2023, the City Council approved Resolution 2023-060 which extended the term of the Agreement six months through December 31, 2023, with an additional mutually agreed City Manager extension through March 31, 2024; and WHEREAS, on March 11, 2024, the City Council approved Resolution 2024-021 which further extended the term of the Agreement through June 30, 2024, with one additional mutually agreed upon extension through August 31, 2024; and
WHEREAS, the attached Agreement incorporates most of the same terms that have been in place for the past ten years with an inflationary escalator of 5.505% in each year of the Agreement; and
WHEREAS, San Carlos agrees to share the costs of the following positions and programs in Fiscal Year (FY) 2024-25 and whereby these costs will also increase by 5.505% over the term of the Agreement:
o 33% of the Emergency Management Coordinator in the amount of $33,000 o 20% of the Training Captain in the amount of $77,000
o 20% of the Wellness Program in the amount of $15,000
o 20% of the Recruitment costs in the amount of $27,000 WHEREAS, the attached Agreement includes a provision for a one-time retroactive payment in the amount of $492,026 to cover the cost increases for services provided to San Carlos during FY 2023-24.

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby authorizes the City Manager to sign the Third Amended and Restated Agreement between the Cities of Redwood City and San Carlos for Fire and Emergency Services for the period of July 1, 2024, through June 30, 2027, with an option to extend the Agreement for up to two additional years, and authorizing the one-time payment in the amount of $492,026 for FY 2023-24. * * * * *

8.f
June 24, 2024

Packet Pg. 57

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

8.f
June 24, 2024

Packet Pg. 58

THIRD AMENDED AND RESTATED AGREEMENT

BETWEEN CITIES OF REDWOOD CITY AND SAN

CARLOS FOR FIRE & EMERGENCY SERVICES
This Third Amended and Restated Agreement (“Agreement”) is entered into as of _______, 2024 (“Effective Date”) by and between the City of Redwood City, a charter city and municipal corporation of the State of California (“Redwood City”), and the City of San Carlos, a municipal corporation of the State of California (“San Carlos”), collectively “Participating Agencies.”

RECITALS
WHEREAS, the Participating Agencies are public corporations organized and operating under the laws of the State of California; and
WHEREAS, the Participating Agencies have the authority to perform fire protection activities, emergency medical services, and other related activities for their respective agencies and for each other; and
WHEREAS, the Participating Agencies entered into that certain Agreement between Cities of Redwood City and San Carlos for Fire and Emergency Services dated July 7, 2011, as amended by a First Amendment dated October 19, 2011 and a Second Amendment dated August 13, 2012, for the delivery of certain fire and emergency services (collectively, “Original Agreement”); and
WHEREAS, the Original Agreement was amended and restated on July 1, 2013 (the “Amended and. Restated Agreement”); and
WHEREAS, in connection with the Amended and Restated Agreement, the Participating Agencies entered into that certain Agreement for Transfer of Fire Services Personnel from the City of San Carlos to the City of Redwood City, dated July 1, 2013 (the “Transfer Agreement”), and certain sections of the Transfer Agreement, including, among others, Section 2.6.1 regarding the eligibility of certain employees for the San Carlos longevity incentive benefit, survive and remain in full force and effect; and
WHEREAS, the Participating Agencies entered into a Second Amended and Restated Agreement, dated May 18, 2018 for the period of July 1, 2018 through June 30, 2023; and WHEREAS, the Participating Agencies executed an Addendum to the Second Amended and Restated Agreement on May 22, 2023 to extend the term through March 31, 2024 and a Further Addendum on March 11, 2024 to extend the term to August 31, 2024; and WHEREAS, this contractual arrangement is intended to achieve an effective and efficient delivery of service from Redwood City to San Carlos to the benefit of both Participating Agencies; and
WHEREAS, the Participating Agencies desire to amend and restate the agreement for delivery of fire and emergency services pursuant to this Agreement.

AGREEMENT

8.f
June 24, 2024

Packet Pg. 59

NOW THEREFORE, the Participating Agencies, for and in consideration of the mutual benefits, covenants and agreements set forth herein, agree as follows:

1. Services.
(a) San Carlos agrees to retain a fire department including certain personnel and infrastructure at its sole cost sufficient to provide specified fire and emergency services, as more particularly described in Exhibit “A” attached hereto and incorporated herein by reference (collectively “San Carlos Obligations”).
(b) Redwood City agrees through its Fire Department to provide to San Carlos fire and emergency services, such as fire suppression, prevention, investigation, training, and emergency medical services, all as more particularly described in Exhibit “B” attached hereto and incorporated herein by reference (collectively, “Services”). The Participating Agencies acknowledge that Redwood City provides IT systems, network infrastructure, cybersecurity, help desk support, telephone service, and in some cases, hardware and software upgrades/replacements to both Redwood City and San Carlos fire stations at little to no cost to San Carlos.

2. Staffing and Compensation.
(a) San Carlos shall pay Redwood City a fee for the Services pursuant to the staffing and compensation schedule described in Exhibit “C”, attached hereto and incorporated herein by reference. No other staffing, assistance or compensation for the Services shall be allowed except for items covered by subsequent amendments to this Agreement in writing. (b) Within thirty days of the execution of this Agreement, San Carlos shall make a retroactive payment of $492,026 to catch up on increases in costs for Fiscal Year (“FY”) 2023-24.
(c) Effective July 1, 2024, and every year of the Agreement thereafter, the cost for services will increase by 5.505% from the immediately preceding Fiscal Year costs pursuant to Exhibit “C.”
(d) Effective July 1, 2024, San Carlos agrees to share the costs of the following positions and programs in FY 2024-25. These costs will also increase by 5.505% annually over the term of the Agreement:

1. 33 percent of the actual cost of the Emergency Management Coordinator, initially in the amount of $33,000

2. 20 percent of the actual cost of the Training Captain in the initial amount of $77,000

3. 20 percent of the actual cost of the Wellness Program in the initial amount of $15,000

4. 20 percent of the actual cost of recruitment costs in the initial amount of $27,000.

8.f
June 24, 2024

Packet Pg. 60

(e) The actual cost of the Services shall be reviewed and amended annually to reflect all of the following:
(i) San Carlos shall pay the actual increase in the Personnel Staffing costs, including the then applicable “Employer Normal Cost” or its equivalent as shall be provided by CalPERS and the self-insured workers compensation cost, associated with providing the Services (which are included in Exhibit “C”, Items A-D). (1)The actual increase in the self-insured workers compensation cost will be based on recommendations outlined in an actuarial report provided to Redwood City by its actuary. Each year Redwood City shall have an actuarial study performed on the Fire Department (exclusive of Labor Code section 4850 benefits and Temporary Disability time) for the primary purpose of providing Redwood City with a reasonably accurate estimate of the self-insured workers compensation cost associated with providing the Services for the following fiscal year. San Carlos shall pay Redwood City for 1/3 of the cost of the actuarial study but not to exceed One Thousand Dollars ($1,000) in any given year. The actuarial report shall reflect an 80% Confidence Level.
(2)The total amount of self-insured workers compensation that San Carlos will pay shall be based on the number of positions allocated to San Carlos. For example, if the actuarial report determines that the cost of workers compensation at the 80% confidence level is $1 million with 65 positions allocated to Redwood City and 18 positions allocated to San Carlos, the actual cost to San Carlos would be 21.69% of $1 million or $216,900.
(3)Redwood City is currently making reasonable efforts to reduce its workers compensation costs, though implementation of “best practices”.

San Carlos acknowledges the efforts that Redwood City is currently making to reduce workers compensation costs, including safety prevention and early detection programs as well as early engagement and weekly management of workers’ compensation claims. San Carlos further acknowledges that Redwood City may alter such efforts in its sole and absolute discretion as dictated by the best interests of its program. (4)San Carlos shall pay the CalPERS Unfunded Liability associated with providing the Services (which are included in Exhibit “C”, Item F) at 50% of the “Unfunded Rate” or its equivalent as shall be provided by CalPERS.
(5)San Carlos shall pay the other post-employment benefits (OPEB) Unfunded Liability associated with providing the Services (which are included in Exhibit “C”, Item F) at 50% of the “Unfunded Rate.” (f) Redwood City shall submit quarterly invoices to San Carlos pursuant to this Agreement and payments shall be made by San Carlos to Redwood City within thirty (30) days of invoice.

8.f
June 24, 2024

Packet Pg. 61

(g) The City Managers of the Participating Agencies may extend any deadline set forth in this Section 2 through a written agreement signed by both City Managers. (h) During the term of the Agreement, the Participating Agencies will verify the actual cost of services through a true-up process shall be as follows:

1. Salaries and benefits will be reconciled based on actual costs.

2. The Unfunded Liability cost shall reflect the 50% rate set forth in Subsections 2(e)(i)(4) and 2(e)(i)(5) above for the term of the Agreement and will be calculated and applied at the end of the fiscal year based on the actual headcount charged to the contract.

This is based on the actuarial report completed in October 2023.

The Unfunded Liability cost shall reflect the terms of Subsections 2(e)(i)(4) and 2(e)(i)(5) and the workers’ compensation cost shall reflect the terms of Subsection 2(e)(i)(1), and such costs are not subject to review by San Carlos.

3. Supplies and services charges will not be reconciled.

4. The true-up process will be completed within 12 months following the second fiscal year and every year thereafter for the term of the Agreement. Increases and decreases in the actual cost of services incurred during any fiscal year shall be carried on the books of Redwood City as a credit or charge in the fiscal year following the bi-annual true-up process. Any payments by San Carlos in excess of actual cost shall be carried on the books of Redwood City as a credit against the Personnel Staffing costs in the fiscal year following the true-up process, with one quarter of the amount applied in each of the four quarterly payments. Any shortfall in payment of actual cost of services shall be added to the Personnel Staffing costs in the fiscal year following the true-up process, with one quarter of the amount applied in each of the four quarterly payments.
(i) Redwood City will prepare an annual report prepared with the key Fire Department performance data for presentation to San Carlos by February 15 of each year. The report will include calls for service trends in San Carlos, response times for service calls, and information about community engagement activities. The City Managers shall meet by March 15 each year to discuss the annual report and any issues both Participating Agencies want to discuss.
(j) Following the second fiscal year, either Participating Agency shall have the right to request an independent audit no more than annually for the purpose of verifying the actual cost of providing the Services to San Carlos. The cost of the audit shall be borne equally by the Participating Agencies. The parties shall agree on a mutually acceptable auditor.

3. Relationship of the Participating Agencies.
(a) Redwood City’s Fire Chief shall act as Fire Chief over the Redwood City Fire Department and the San Carlos Fire Department with all the powers and responsibilities

8.f
June 24, 2024

Packet Pg. 62

entrusted to him by law. Redwood City’s City Manager alone shall exercise supervisory authority over the Redwood City Fire Chief. In the event of a Fire Chief vacancy, the San Carlos City Manager will be consulted on the recruitment and selection process. (b) San Carlos shall provide Redwood City and its Fire Chief with all necessary regulations, policies, procedures, manuals, and other information, to facilitate supervision of San Carlos Fire Department employees. Grievances, claims, and causes of action that may develop or accrue relating to San Carlos Fire Department employees shall be addressed and handled by San Carlos personnel and Redwood City personnel shall have the duty to cooperate. Personnel decisions of the Redwood City Fire Chief with respect to San Carlos Fire Department employees may be appealed to or reviewed by the San Carlos City Manager or other designated person as specified by San Carlos Municipal Code or by contract.
(c) Subject to the memorandum of understanding with affected labor groups, mutual aid agreements, state law and federal law, the San Carlos City Manager as the Director of Emergency Services in San Carlos shall have all the powers and authority under law during a declared Emergency in San Carlos. In addition to the above provisions, the San Carlos City Manager may direct general operations of the Fire Department in San Carlos, through the Redwood City Fire Chief, acting as Fire Chief for San Carlos, and may request the Fire Department in San Carlos, through the Redwood City Fire Chief, acting as Fire Chief for San Carlos, to perform additional activities in the City of San Carlos as are usual and customary for a municipal fire department (as the Redwood City Fire Department is available to provide these additional services), including attendance at community events, participation in community education and outreach, response to localized community concerns or conditions and response to declared or undeclared emergencies. In the event of a dispute between the Participating Agencies as to the San Carlos City Manager’s direction regarding general operation of the San Carlos Fire Department or the additional activities requested, the City Managers shall promptly meet and confer to resolve such disputes.

4. Employment of Personnel.
(a) The Redwood City Fire Chief, and any other officers, agents and employees of Redwood City are not, and shall not be deemed, San Carlos employees for any purpose.

Redwood City shall be solely responsible for all salary, benefits, workers’ compensation, and insurance for its personnel providing services pursuant to this Agreement, and said personnel shall be considered solely employees of Redwood City for all supervisory, disciplinary and other employment related purposes. The San Carlos City Manager may request reassignment of personnel assigned to San Carlos at any time. The Redwood City Fire Chief and the San Carlos City Manager shall meet and confer regarding the request within ten (10) days with the understanding that all personnel assignment decisions are within the Redwood City Fire Chief’s ultimate discretion. The City Managers of the Participating Agencies may extend this deadline through a written agreement signed by both City Managers. (b) The officers, agents and employees of San Carlos are not, and shall not be deemed, Redwood City employees for any purpose. San Carlos shall be solely responsible for all salary, benefits, workers’ compensation, and insurance for its personnel providing services pursuant to this Agreement, and said personnel shall be considered solely employees of San Carlos for employment related purposes, except that the Redwood City Fire Chief and officers shall supervise San Carlos Fire Department employees and shall apply the applicable labor agreement for San Carlos for purposes of discipline and grievances. (c) The Participating Agencies acknowledge and agree that nothing within this

8.f
June 24, 2024

Packet Pg. 63

Agreement for providing the services creates a “special relationship,” as that term may be defined by law, is created or established, with the other agency, or their officials, officers, employees, or successors, or with any third party as a result of this Agreement. Further, nothing in this Agreement is intended to or shall in any manner affect or limit the privileges or immunities or other protections accorded to Redwood City or its employees under federal law or state law or other law or to San Carlos or its employees under federal law or state law or other law.

5. Use of Facilities.
(a) San Carlos shall furnish, at its sole cost and expense, the fire stations, furniture and furnishings, supplies, utilities (including electricity, gas, and water), apparatus and equipment (collectively, “Facilities”) described in Exhibit “A” for use by Redwood City during the Term of this Agreement in order for Redwood City to provide its Services to San Carlos, all as more particularly described in Exhibit “B”. San Carlos shall use, and shall cause its employees to use, due care at all times to avoid damage or harm to Redwood City’s personal property stored or found within the Facilities.
(b) Except as may reasonably be required for repair, maintenance, access by Fire Prevention Officer in the course of her/his duties pursuant to this Agreement, and limited use by San Carlos that will not interfere with Redwood City’s use of the Facilities (as more fully described in that certain Lease to be executed between the Participating Agencies), or in a declared or other emergency, Redwood City shall have the exclusive right to use the Facilities during the Term of this Agreement. Redwood City shall use, and shall cause its employees to use due care to avoid damage or harm to San Carlos’ Facilities. Redwood City shall at all times during use keep the Facilities in a safe, secure, broom-clean and sightly condition.

Redwood City shall execute a Lease for use of said San Carlos Facilities, in the form attached hereto as Exhibit “D”.

6. Term.
(a) The term of this Agreement shall commence on July 1, 2024, and shall expire on June 30, 2027 (“Term”). The Participating Agencies may mutually agree to extend the Agreement for two additional years through June 30, 2029. Any such extension(s) shall be on the same terms as this Agreement, including the annual increases, and the City Managers of the Participating Agencies are hereby authorized to execute such extension(s). . (b) San Carlos shall notify Redwood City no later than January 1, 2026 of its desire for Redwood City to continue to provide Fire and Emergency Services for and on behalf of San Carlos after the expiration of the Term. Upon such notice, the Participating Agencies shall meet and confer for a period of up to ninety (90) days to negotiate and reach a mutual agreement for the Services to take effect upon expiration of this Agreement. If no agreement is reached by the Participating Agencies during this ninety (90) day period, then the parties shall mediate any disputes as set forth in Section 15 until a total of one hundred eighty (180) days has elapsed. If the Participating Agencies cannot reach mutual agreement on terms and conditions on or before November 30, 2026, then the Agreement shall terminate and be of no further force or effect as of June 30, 2027.
(c) Each Participating Agency shall fully discharge all obligations that accrue under this Agreement prior to expiration or earlier termination of the Term. The Participating

8.f
June 24, 2024

Packet Pg. 64

Agencies shall meet and confer in good faith to engage in an orderly termination of this Agreement, including reaching agreement on the financial expense of supporting retiree benefits, including pensions, heath care, and insurance, associated with Redwood City having provided the Services to San Carlos, and if agreement is not reached within ninety (90) days, then the parties shall mediate any disputes as set forth in Section 15.
(d) The City Managers of the Participating Agencies may extend any deadline set forth in this Section 6 through a written agreement signed by both City Managers, so long as the deadlines do not extend past the term of the Agreement, as may be extended in accordance with Section 6(a).

7. Indemnification.
(a) Redwood City shall defend, hold harmless and indemnify San Carlos, its officers, agents and/or employees from any claims for injuries to persons (including workers’ compensation claims) and/or damage to property, which arise out of the terms and conditions of this Agreement and which result from the negligent acts or omissions of Redwood City, its officers, agents, and/or employees.
(b) San Carlos shall defend, hold harmless and indemnify Redwood City, its officers, agents and/or employees from any claims for injuries to persons (including workers’ compensation claims) and/or damage to property, which arise out of the terms and conditions of this Agreement and which result from the negligent acts or omissions of San Carlos, its officers, agents, and/or employees.
(c) In the event of concurrent negligence of Redwood City, its officers and/or employees, and San Carlos, its officers and/or employees, 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 Agreement shall be apportioned according to the California theory of comparative negligence.

This Section shall include, without limitation, any actions, claims, suits, demands, and liability of every name, kind, and description brought for, or on account of injuries to or death of any person, including Redwood City and/or San Carlos, or damage to property of any kind whatsoever and to whomsoever belonging. The duty to indemnify and hold harmless as set forth herein shall include the duty to defend as set forth in Civil Code Section 2778.

8. Insurance. Each Participating Agency shall obtain and maintain for the duration of the Agreement and any and all amendments, insurance or an equivalent through a pooled risk group mutually acceptable to the Participating Agencies against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services under this Agreement.
(a) Coverages and Limits. Each Participating Agency, at its sole expense, shall maintain the types of coverages and minimum limits indicated below. (i) Commercial General Liability Insurance. $5,000,000 combined single-limit per occurrence for bodily injury, personal injury and property damage.

If the submitted policies contain aggregate limits, general aggregate limits shall apply separately to the services or work under this Agreement or the general aggregate shall be twice the required per occurrence limit. (ii) Automobile Liability. $5,000,000 combined single-limit per

8.f
June 24, 2024

Packet Pg. 65

accident for bodily injury and property damage.
(iii) Workers' Compensation and Employer's Liability. Workers' Compensation limits as required by the California Labor Code and Employer's Liability limits of $1,000,000 per accident for bodily injury. Workers' Compensation and Employer's Liability insurance shall not be required if the Participating Agency has no employees and provides, to the other Participating Agency’s satisfaction, a declaration stating this.
(b) Additional Provisions. Each Participating Agency shall ensure that the policies of insurance required under this Agreement contain, or are endorsed to contain, the following provisions:
(i) For Commercial General Liability Insurance and Automobile Liability Insurance: each Participating Agency, its officers, agents, volunteers and employees shall be named as additional insureds of the other. (ii) This insurance shall be in force during the life of the Agreement and any extensions of it and shall not be canceled without thirty (30) days prior written notice to the other Participating Agency sent pursuant to the Notice provisions of this Agreement.
(c) Providing Certificates of Insurance and Endorsements. Prior to execution of this Agreement, each Participating Member shall furnish certificates of insurance and endorsements to City.
(d) Submission of Insurance Policies. The Participating Agencies reserve the right to require, at any time, complete and certified copies of any or all required insurance policies and endorsements.

9. Litigation Support. The Participating Agencies shall make their employees available to testify in any litigation brought regarding work or services performed under this Agreement.
(a) Should Redwood City request that San Carlos’s employee testify in litigation following the termination of this Agreement, Redwood City shall compensate San Carlos for employee’s costs and expenses in preparing for, traveling to, and testifying in such matters at the employee’s then current hourly rate of compensation, unless such litigation is brought by San Carlos’s employees or is based solely on allegations of San Carlos’s negligence or wrongdoing.
(b) Should San Carlos request that Redwood City’s employee testify in litigation following the termination of this Agreement, San Carlos shall compensate Redwood City for employee’s costs and expenses in preparing for, traveling to, and testifying in such matters at the employee’s then current hourly rate of compensation, unless such litigation is brought by Redwood City’s employees or is based solely on allegations of Redwood City’s negligent performance or wrongdoing.

10. Not a Joint Venture or Joint Powers Authority. The Participating Agencies intend by this Agreement to establish only a cost sharing arrangement of the Participating Agencies with regard to fire and emergency services, and do not intend to create a joint powers agency, partnership, joint venture, or joint enterprise of any kind.

8.f
June 24, 2024

Packet Pg. 66

11. No Third-Party Beneficiary. This Agreement is only for the benefit of the Participating Agencies as corporate entities and shall not be construed as or deemed to operate as an agreement for the benefit of any third party or parties, and no third party or parties shall have any right of action or obtain any right to benefits or position of any kind for any reason whatsoever.

12. Notices. All notices required or permitted to be given under this Agreement shall be in writing and mailed postage prepaid by certified or registered mail to the appropriate address indicated below.

To San Carlos:

San Carlos City Manager
600 Elm Street
San Carlos, CA 94070-1309
To Redwood City:

Redwood City City Manager
1017 Middlefield Road
Redwood City, CA 94063

13. Waiver. No failure on the part of any Participating Agency party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that any Participating Agency may have hereunder, nor does waiver of a breach or default under this Agreement constitute a continuing waiver of a subsequent breach of the same or any other provision of this Agreement.

14. Amendment. No modification, waiver, mutual termination, or amendment of this Agreement is effective unless made in writing and signed by all of the Participating Agencies.

15. Mediation of Disputes. Should any dispute arise out of this Agreement, the parties shall first meet and confer. If after thirty (30) days (unless otherwise provided herein) the dispute has not been resolved in a mutually satisfactory manner, the parties shall meet in mediation and attempt to reach a resolution with the assistance of a mutually acceptable mediator. The City Managers of the Participating Agencies may extend the deadline through a written agreement signed by both City Managers. Neither party shall be permitted to file legal action without first meeting in mediation and making a good faith attempt to reach a mediated resolution. The costs of the mediator, if any, shall be paid equally by the parties. If a mediated settlement is reached, neither party shall be deemed the prevailing party for purposes of the settlement and each party shall bear its own legal costs. If a party refuses or fails to participate in mediation in good faith prior to filing a lawsuit, then that party shall be barred from recovery of attorney's fees and costs of suit.

16. Dispute. In dispute over any aspect of this Agreement, the prevailing party shall be entitled to reasonable attorney’s fees and costs, up to a maximum of fifteen thousand dollars ($15,000).

17. Governing Law. This Agreement, regardless of where executed, shall be governed by and construed to the laws of the State of California. Venue for any action regarding this Agreement shall be in the Superior Court of the County of San Mateo.

8.f
June 24, 2024

Packet Pg. 67

18. Entire Agreement. This Agreement constitutes the complete and exclusive Statement of the Agreement between the Participating Agencies, and supersedes all prior terms, conditions, understandings or agreements. No terms, conditions, understandings or agreements purporting to modify or vary this Agreement, unless hereafter made in writing and signed by each Participating Agency to be bound, shall be binding on any of the Participating Agencies.

19. Interpretation. Unless provided otherwise, the terms “includes” and “including” are not limiting, and the term “days” shall mean calendar days.

20. Electronic Signatures. If both Participating Agencies agree, electronic signatures may be used in place of original signatures on this Agreement. Each Participating Agency intends to be bound by the signatures on the electronic document, is aware that the other party will rely on the electronic signatures, and hereby waives any defenses to the enforcement of the terms of this Agreement based on the use of an electronic signature.

IN WITNESS WHEREOF, the Participating Agencies have executed this Agreement as of the Effective Date.

City of Redwood City,
a charter city and municipal
corporation of the State of California
City of San Carlos,
a municipal corporation of the State of
California
By: By:

Melissa Stevenson Diaz, City Manager Jeff D. Maltbie, City Manager ATTEST: ATTEST:

By: By:

City Clerk, Yessika Castro City Clerk, Crystal Mui
Approved as to Form: Approved as to Form:

By: By:

Veronica Ramirez, City Attorney Gregory J. Rubens, City Attorney

8.f
June 24, 2024

Packet Pg. 68

EXHIBIT “A”

SAN CARLOS OBLIGATIONS
San Carlos will retain one Fire Prevention Employee that Redwood City will supervise and support. San Carlos will retain ownership of all capital equipment and maintenance thereof. The billing and collection of fees for services rendered in San Carlos will be the responsibility of San Carlos.

A. Fire Prevention Officer
San Carlos will employ one Fire Prevention Officer who will work under the supervision of the Redwood City Fire Marshal.

The San Carlos Fire Prevention Officer, with the assistance of the Redwood City Fire Prevention Bureau, will provide the following specific activities:
•Wildland urban interface inspections and enforcement
•State and local mandated fire and life safety inspections •Plan Checking
•New construction inspections
•Builder consultation
•Coordination and management of Company Inspection Program •Develop and provide public education services
•Fire origin and cause determination and investigation of fires within the City of San Carlos
•Inspection, clearance, and issuance of fire permits
•Serve as a staff member within the San Carlos Emergency Operations Center during EOC activations and training exercises
B. Fee Collection
San Carlos will remain responsible for the actual billing and collection of fire prevention, code enforcement, inspection cost recovery, as well as report fees for San Carlos. Redwood City administrative staff will maintain and electronically forward the necessary information to the San Carlos Finance Department for the billing and collection of said revenue within sixty (60) days after the end of each month. San Carlos will retain all associated fees.

C. Facilities

1. Fire Stations
San Carlos shall retain ownership of, and provide for use by Redwood City, the following:
a.Fire Station 13 and associated fixtures* (525 Laurel Street., San Carlos, CA) b.Fire Station 16 and associated fixtures* (1280 Alameda de Las Pulgas, San Carlos, CA)
* Fixtures to include, but not be limited to, exercise equipment, refrigerators, stoves, compressors and electric generators.

8.f
June 24, 2024

Packet Pg. 69

San Carlos shall perform all routine maintenance and repairs on the Fire Stations in order to keep the Fire Stations in good working order, to all Cal and Fed OSHA requirements, and in a manner consistent with a clean and functional work environment. Items noted in the San Carlos Civic Facilities Master Plan dated March 16, 2012 (the “Plan”), are to be completed by San Carlos as set forth in the Plan. In addition, the Redwood City Fire Department may recommend improvements to the San Carlos Fire Station 13 and Fire Station 16. San Carlos has completely rebuilt Station 16 as part of the implementation of the Plan.

San Carlos shall directly, and at its sole cost, pay all charges for utilities associated with Fire Station 13 and Fire Station 16 including, but not limited to: water, sewer, electric, gas, pest control, landscape and trash collection.

San Carlos shall provide all necessary office equipment and furnishings (beds, night stands, bedroom desks, training room tables, chairs, kitchen tables, and day room furnishings, etc.) currently existing in the Fire Stations as of the Effective Date of this Agreement. Replacement thereof by San Carlos shall be by mutual agreement of Redwood City and San Carlos. The Redwood City Fire Department may recommend additional equipment and furnishings to the San Carlos Fire Station 13 and Fire Station 16.

2. Fleet
San Carlos shall retain ownership of, and provide for use by Redwood City, the following:

VEHICLE
NUMBER

REPLACEMENT

DESCRIPTION

PURCHASE
COST

YEAR OF

REPLACEMENT
SC08 2014 Ford Explorer 27,748 FY 2024-25
SC09
2014 Seagrave
Pumper 658,464 FY 2031-32
SC10
2019 Hi-Tech
Spartan Gladiator 599,998 FY 2034-35
NEW
2023 Hi-Tech
Spartan Gladiator 901,000 FY 2039-40
San Carlos shall maintain, at the current level, all existing fleet associated with this Agreement, for use by Redwood City in providing its Services to San Carlos. Fire apparatus and smaller vehicles will be maintained and replaced by San Carlos under the Fleet Service Agreement in accordance with the standards and specifications established by the Redwood City Fleet Services Division and the Redwood City Fire Department and pursuant to the vehicle replacement schedule set forth in the foregoing table. The vehicle replacement schedule may be adjusted by mutual agreement of the Participating Agencies’ City Managers.

Redwood City and San Carlos entered into that certain Agreement for Redwood City to Provide Fire Equipment Maintenance Services to San Carlos dated June 4, 2024 (“Fleet Service Agreement”). San Carlos shall maintain the Fleet Service Agreement in place for the entire Term of this Agreement.

3. Equipment
San Carlos will be responsible for the maintenance and replacement of all capital equipment

8.f
June 24, 2024

Packet Pg. 70

(equipment the amount of which collectively totals $5,000 or more) located in the Fire Stations and on the Fleet (i.e. self-contained breathing apparatus, communication equipment and personal protective equipment) in accordance with the standards and specifications established by the Redwood City Fire Department and pursuant to the Equipment Replacement Schedule, available upon request.

Equipment used by Redwood City shall be of design, specification and quality that meet the standards of the Redwood City Fire Department and the Redwood City Fleet Services Division.

An Inventory dated October 2012 identifying all equipment owned by San Carlos to be used by Redwood City for the Fire Station, Fleet, and fire suppression duties is available for review upon request to Redwood City.

8.f
June 24, 2024

Packet Pg. 71

EXHIBIT “B”

REDWOOD CITY SERVICES
Redwood City will maintain firefighting personnel sufficient to deliver emergency and non- emergency services to be provided within the jurisdictional limits of the City of San Carlos.

Redwood City will provide San Carlos a full array of fire, emergency medical, and other emergency and non-emergency services. Such services will include the following, and as more specifically described below:
•Fire suppression
•Incident command
•Fire administration and support
•Emergency Medical Advanced Life Support (ALS) non-transport response •Vehicle and technical rescue
•Training and personnel development
•Emergency management
•Assistance with and management of code enforcement, plans review, inspections, fire scene investigation, and public education By mutual agreement of the City Managers of the Participating Agencies, Redwood City may provide the services contemplated by this Agreement directly or through the use of third- party contractors.

A. Fire Administration Services
Services will include a full array of emergency operations and routine fire service, administrative and support activities, including budget administration, records management, incident reporting, quarterly data analysis of emergency and non-emergency activities, cost accounting, and other services necessary to administer a full-service emergency service system.

A Command Staff member will be available to attend San Carlos City Council meetings as necessary. Redwood City Fire Department personnel will be available to represent the City’s interests at other meetings as necessary.

The services to be provided to San Carlos will be managed by the Redwood City Fire Chief.

As an employee of Redwood City, the Fire Chief reports directly to the City Manager of Redwood City. The City Managers will work with each other as it relates to the services and operations provided in San Carlos.

In addition to the Fire Chief oversight, a Deputy Fire Chief will oversee the additional workload required to effectively manage the City of San Carlos Fire operations.

The San Carlos City Manager shall have Operational authority in San Carlos as described in Section 3(c) of the Agreement.

B. Command and Operational Services

8.f
June 24, 2024

Packet Pg. 72

Redwood City will provide San Carlos with a minimum of two fully staffed Advanced Life Support (ALS) companies. A fully staffed ALS company means a fire captain, firefighter paramedic, and firefighter. The Redwood City Fire Department will staff Fire Station 13 located at 525 Laurel Street and Fire Station 16 located at 1280 Alameda de Las Pulgas.

Services will include the initial response of a qualified command officer (Battalion Chief or higher) to all incidents requiring response under the protocols used by Fire Departments located in San Mateo County. A command officer will be available 24/7 with a response travel time average not to exceed ten minutes absent unusual circumstances. In addition to response activities, the command officers will coordinate the daily staffing of the two fire stations located in San Carlos and supervise station personnel during emergency and daily routine activities.

C. Truck Company Services
Truck Service is essential to emergency response and will be provided by Redwood City “Truck 9” out of Fire Station 9. Typical responsibilities of Truck Company personnel include conducting primary search, rescuing trapped victims, ventilation, forcible entry, laddering the fire building, checking for fire extension, accessing concealed spaces, providing ladder-pipe water application, providing above ground access, extricating victims from vehicle collisions with the Jaws of Life, performing complex rope and other technical rescue operations. Truck Company functions are essential to support suppression efforts of Engine Company personnel. Truck response is required for structure fires, Full Assignment responses, gas main breaks, and vehicle accidents in the region. Redwood City will charge San Carlos for providing Truck Service as outlined in Exhibit “C”. The cost of Truck Service will increase annually based on the percentage of labor cost increases.

D. Fire Prevention, Code Enforcement and Investigation Services Fire prevention oversight and management will be provided by the Redwood City Fire Marshal located at Fire Administration in Redwood City. The fire prevention workload includes plan checking, permit management, fire code enforcement, public education, and fire investigation services.

E. Emergency Preparedness Services
Emergency preparedness services will be provided by the Redwood City Fire Department. The following are examples of services that will be provided:
•Provide staffing for the EOC during training, exercises and actual EOC activations •Provide annual CERT training courses open to San Carlos Residents •Provide a liaison to coordinate between community CERT groups and the Fire Department
•Develop and provide public education services
F. Training Services
Redwood City will provide training services to all Redwood City and San Carlos Fire Department personnel. Training services will include a full array of mandatory training including, but not limited to personnel development, fireground operations, emergency management, confined space, apparatus operations, safety, live fire training, and other subject matter as needed by the

8.f
June 24, 2024

Packet Pg. 73

organization.

EXHIBIT “C”

STAFFING, RATES AND PAYMENTS
Effective July 1, 2024
A.Administrative Services
STAFF FTE FY 2024-25 FY 2025-26 FY 2026-27Fire Chief 0.25 149,682 157,922 166,615Deputy Chief 0.66 361,904 381,827 402,847Management Analyst 0.33 82,373 86,907 91,692Administrative Assistant 0.33 65,152 68,738 72,522TOTAL ADMINISTRATIVE SERVICES $659,110 $695,394 $733,676 B.Command and Operations
STAFF FTE FY 2024-25 FY 2025-26 FY 2026-27C300 Battalion Chief 1 467,717 493,465 520,631F630 Fire Captain 6 2,245,455 2,369,067 2,499,484F700 Firefighter/Engineers 12 3,725,918 3,931,030 4,147,433Workers Compensation 80% CL 563,427 594,443 627,167Overtime Budget 935,007 986,480 1,040,785TOTAL COMMAND/OPERATIONS $7,937,524 $8,374,485 $8,835,500 C.Fire Prevention
STAFF FTE FY 2024-25 FY 2025-26 FY 2026-27Fire Marshal 0.33 173,569 183,124 193,205Fire Prevention Secretary 0.33 54,339 57,330 60,486Shared Fire Prevention Officer 0.5 156,681 165,306 174,406TOTAL FIRE PREVENTION $384,589 $405,760 $428,098 D.Training
STAFF FTE FY 2024-25 FY 2025-26 FY 2026-27Training Battalion Chief 0.33 163,116 172,095 181,569TOTAL TRAINING $163,116 $172,095 $181,569

8.f
June 24, 2024

Packet Pg. 74

E.Supplies and Services
SUPPLIES AND SERVICES FY 2024-25 FY 2025-26 FY 2026-27Office Expense (Field/Program Supplies) 17,169 18,114 19,111Operating Supplies (PPE Replacement and Ongoing Costs) 61,965 65,376 68,975Repair and Maintenance Supplies (Emergency Preparedness & Safety Equip36,388 38,391 40,505Small Tools/Minor Equipment 12,267 12,942 13,654Professional Services Salvage Equipment 444 469 494 Mapping 2,523 2,662 2,809 CERT, Pub Ed 2,409 2,541 2,681 Net Six Maintenance 5,540 5,845 6,167 Radio Repair & Maintenance 2,167 2,287 2,412 Department Pagers 1,792 1,891 1,995 Hand Cutting Tools 170 180 190 SCMA Bench Calibration 1,169 1,233 1,301 Fire Net Six JPA 17,684 18,658 19,685 Zoll, Telestaff, Licensing and Software 15,878 16,752 17,674 TB & SCBA Testing 6,206 6,547 6,908 Recruitments 6,722 7,092 7,483 Communications Expenses 8,013 8,455 8,920 iPad Subscriptions 4,764 5,026 5,303 Administrative Operating Supplies/Expense 4,615 4,869 5,137 Training Expenses 522 551 581 Membership & Meetings 1,175 1,240 1,308 Conferences 1,228 1,295 1,367 EMS Chief 54,902 57,924 61,113 Hose Replacement 3,944 4,161 4,390 Fire Prevention 6,172 6,512 6,871 Ergonomics 3,231 3,409 3,597Training Expense 33,079 34,900 36,821TOTAL SUPPLIES AND SERVICES $312,140 $329,323 $347,452 F.Contractual Costs
CONTRACTUAL COSTS FY 2024-25 FY 2025-26 FY 2026-27Self-insured Workers Compensation Actuarial Costs 1,002 1,057 1,115Fire Station Rental Credit (1) (1) (1)Fire Truck Services 491,452 518,506 547,050TOTAL CONTRACTUAL COSTS $492,452 $519,562 $548,164

8.f
June 24, 2024

Packet Pg. 75

G.Summary of Costs to San Carlos

EXHIBIT D

SAN CARLOS FIRE STATION LEASE
THIS LEASE, made and entered into this ___day of _____, 2024 by and between the CITY OF SAN CARLOS, (“City”) and the CITY OF REDWOOD CITY (“Lessee”) executed in the County of San Mateo.

WITNESSETH:

The parties hereto mutually agree as follows:

SERVICES FY 2024-25 COST FY 2025-26 COST FY 2026-27 COST(A) Administrative Services 659,110 695,394 733,676(B) Command and Operations 7,937,524 8,374,485 8,835,500(C) Fire Prevention 384,589 405,760 428,098(D) Training 163,116 172,095 181,569(E) Supplies and Services 312,140 329,323 347,452(F) Contractual Costs 492,452 519,562 548,164Additonal costsEmergency Mgmt Coord 33% 33,000 34,817 36,733Training Captain 20% 77,000 81,239 85,711Wellness Program 20% 15,000 15,826 16,697Recruitment 20% 27,000 28,486 30,055GRAND TOTAL COSTS 10,100,931$ 10,656,987$ 11,243,655$

8.f
June 24, 2024

Packet Pg. 76

1. Premises. City hereby Leases unto Lessee and Lessee hereby hires from City those certain Premises situated in the City of San Carlos, County of San Mateo, State of California, and more particularly described as follows: San Carlos Fire Station 13, 525 Laurel Street, San Carlos and San Carlos Station 16, 1280 Alameda de las Pulgas, San Carlos (the “Premises”).

2. Lease Term. To have and hold said Leased Premises, together with the appurtenances, rights, privileges, and easements thereunto belonging or appertaining unto Lessee for a term commencing on the Effective Date of that certain Third Amended and Restated Agreement between Cities of Redwood City and San Carlos for Fire & Emergency Services dated for reference purposes only as of July 1, 2024 (“Fire Services Agreement”), and terminating concurrently with the Fire Services Agreement with rental payable by Lessee in the amount of One Dollar ($1) annually, payable to City as a credit in Exhibit “C” to the Fire Service Agreement for the term of this Lease.

3. Rental Payment Address. Lessee agrees to pay the said rental to City at the address specified in Paragraph 5, or to such other address as the City may designate by a notice in writing.

4. Notices. All notices herein provided to be given, or which may be given, by either party to the other, shall be deemed to have been fully given when hand delivered or sent via overnight courier to:

City at: City Manager
City of San Carlos 600
Elm Street
San Carlos, CA 94070
Lessee at: City Manager
City of Redwood City
Redwood City City Hall 1017
Middlefield Rd.

Redwood City, CA 94063

5. Indemnification.

5.1. Lessee shall defend, hold harmless and indemnify City, its officers, agents and/or employees from any claims for injuries to persons (including without limitation workers’ compensation claims) and/or damage to property, which result from the negligent acts or omissions of Lessee, its officers, agents, and/or employees.

5.2. City shall defend, hold harmless and indemnify Lessee, its officers, agents and/or employees from any claims for injuries to persons (including without limitation workers’ compensation claims) and/or damage to property, which result from the negligent acts or omissions of City, its officers, agents, and/or employees.

5.3. In the event of concurrent negligence of Lessee, its officers and/or employees, and City, its officers and/or employees, then the liability for any and all claims for injuries or damage to persons and/or property shall be apportioned according to the California law of comparative negligence. This Section shall include, without limitation, any actions, claims, suits, demands, and liability of every name, kind, and description brought for, or on account of injuries to

8.f
June 24, 2024

Packet Pg. 77

or death of any person, including Lessee and/or City, or damage to property of any kind whatsoever and to whomsoever belonging. The duty to indemnify and hold harmless as set forth herein shall include the duty to defend as set forth in Civil Code Section 2778.6.

6. City’s Obligations to Provide Services and Utilities. City shall, at its sole cost and expense, furnish to Lessee the Premises with furniture and furnishings, supplies, utilities (except telephone and internet which Lessee shall be responsible for per Section 7 below), apparatus and equipment in accordance with the Fire Services Agreement.

7. Telephone and Internet Services. Lessee shall be responsible for providing their own telephone services and equipment as well as Internet services and equipment during the term of the Lease.

8. Maintenance, Repairs and Alterations.

8.1.City’s Obligations to Maintain and Repair. Except for damage caused by any negligent or intentional act or omission of Lessee, Lessee’s agents, employees, or invitees, in which event Lessee shall repair the damage, or as required under this Lease, City shall keep in good order, condition and repair the Premises. San Carlos shall perform all routine maintenance and repairs on the Fire Stations in order to keep the Fire Stations in good working order to all California and Federal OSHA requirements, and in a manner consistent with a clean and functional work environment, in accordance with the Fire Services Agreement. City shall have no obligation to make repairs until a reasonable time after receipt of written notice of the need for such repairs.

The City of San Carlos City Manager or designee will be the contact for Lessee for any repairs and maintenance services described in this section.

8.2.Lessee’s Obligations to Clean. Except as otherwise provided by this lease, Lessee, at Lessee’s expense, shall keep the Premises in a safe, secure, broom-clean and sightly condition, in accordance with the Fire Services Agreement. In addition, Lessee is responsible for lamp bulb replacement. No repairs or maintenance services, including, but not limited, to tenant improvements, electrical work, structural work, interior remodeling, light fixture replacement and modifications shall be made without approval of the City of San Carlos City Manager or designee.

Lessee will bear the costs of these repairs and maintenance services based on current cost of time and materials.

Any outside vendor selected by Lessee to perform any repairs or maintenance services including, but not limited, to tenant improvements, electrical work, structural work, light fixture replacements and modifications shall be approved by the City of San Carlos City Manager or designee.

8.3.Alterations and Additions. Lessee shall not, without City’s prior written consent make any alterations, improvements, additions or Utility installations in, on or about the Premises, except for nonstructural alterations not exceeding $1,000 in cost. As used in this section the term “Utility installation” shall mean bus ducting, power panels, wiring, fluorescent fixtures, space heaters, conduits, air-conditioning and plumbing. City may require that Lessee remove any or all of said alterations, improvements, additions or Utility Installations at the expiration of the term, and restore the Premises to their prior condition.

9. Premises Rights. City reserves the exclusive right to the roof, exterior walls and unimproved rear and side yard areas of the Premises.

8.f
June 24, 2024

Packet Pg. 78

10. Assignment and Subletting Prohibited. Lessee shall not assign or transfer this Lease or any interest therein, nor sublet the whole or any part of the Premises. The Lessee understands that it is leasing space in a government building and that City reserves the right to determine who shall occupy its Premises. Lessee further covenants and agrees that neither this Lease nor any interest therein shall be assignable or transferable in any proceedings in execution against Lessee, or in any voluntary or involuntary proceedings in bankruptcy, or insolvency taken by or against Lessee, or by process of law applying to such proceedings.

11. Use of Premises. The Premises are hereby leased to Lessee upon the express condition that Lessee shall use said Premises for use as full-service fire stations, subject to the provisions of the Fire Services Agreement. Lessee shall not use any portion of the Premises for purposes other than those specified hereinabove, and no use shall be made or permitted to be made upon the Premises, nor acts done, which will increase the existing rate of insurance upon the property, or cause cancellation of insurance policies covering said property.

12. Entry on Premises. City may enter the Premises with consent of Lessee or upon prior reasonable written notice to Lessee (24 hours shall be deemed reasonable advance notice) for the purposes of reasonable inspection, making repairs, alterations or additions, or for any other valid and reasonable business purpose. In addition, City shall be entitled to utilize the Premises without notice if required for response to a declared emergency in the City or disaster response.

In the event of other emergencies (such as a localized fire, plumbing leak or other event causing damage to the Premises, etc.), City may enter the Leased Premises without consent or prior notice. Lessee shall provide the current working key to the leased premises to City. Except for an emergency, entry shall be made during regular business hours.

13. Binding on Successors.This Lease is and shall be binding upon the heirs, executors, administrators, successors and assigns of the respective parties hereto.

14. Insurance.

14.1.Liability Insurance.
(a) Lessee shall, at Lessee’s expense, obtain and keep in force during the term of this Lease a policy of combined single limit bodily injury insuring against any liability arising out of Lessee’s use or occupancy of the Premises and all areas appurtenant thereto.

Such insurance shall be a combined single limit policy in an amount not less than Two Million Dollars ($2,000,000). The policy shall insure performance by Lessee of its indemnity provisions of this Lease. The limits of said insurance shall not, however, limit the liability of Lessee hereunder. The City and its agents, employees and officials shall be named as additional insureds on said policy and Lessee shall provide the City with a certificate of said insurance coverage.
(b) City shall, at City’s expense, obtain and keep in force during the term of this Lease a policy of combined single limit bodily injury insuring against any liability arising out of City’s maintenance, use, or occupancy of the Premises and all areas appurtenant thereto. Such insurance shall be a combined single limit policy in an amount not less than Two Million Dollars ($2,000,000). The policy shall contain cross liability endorsements and shall insure performance by City of its indemnity provisions of this Lease. The limits of said insurance shall not, however, limit the liability of City hereunder. Lessee and its agents, employees and officials shall be named as additional insureds on said policy and City shall provide Lessee with a certificate of said insurance coverage.

8.f
June 24, 2024

Packet Pg. 79

14.2.Property Insurance. City shall procure, pay for and maintain in effect policies of property insurance covering the Premises and all areas appurtenant thereto in an amount not less than 100% of their actual replacement cost of the Premises, providing protection against all risks of physical loss or damage. Lessee and its agents, employees and officials shall be named as additional insureds on said policy and City shall provide Lessee with a certificate of said insurance coverage.

14.3.Insurance Company. Notwithstanding the references to commercial general liability insurance in this Section 14, the parties acknowledge and agree that each is a public entity with general liability coverage through a self-insurance joint powers authority (JPA). The parties agree that the coverages through their respective JPA will satisfy the insurance requirements in this Lease. Each party shall deliver to the other copies of policies of liability insurance required or certificates evidencing the existence and amounts of such insurance with loss payable clauses satisfactory to the other. No such policy shall be cancelable or subject to reduction of coverage or other modification except after ten (10) days prior written notice to the other party.

Lessee and City shall each, within ten (10) days prior to the expiration of such policies, furnish to the other with renewals or “binders” thereof, or the other party may order such insurance and charge the cost thereof to the defaulting party, which amount shall be payable by the defaulting party upon demand. Neither Lessee nor City shall do or permit to be done anything which shall invalidate the insurance policies referred to herein.

14.4.Waiver of Subrogation. Lessee and City each hereby waives any and all rights of recovery against the other, or against the officers, employees, agents and representatives of the other, for loss of or damage to such waiving party or its property or the property of others under its control, where such loss or damage is insured against under any insurance policy in force at the time of such loss or damage. Lessee and City shall, upon obtaining the policies of insurance required hereunder, give notice to the insurance carrier or carriers that the foregoing mutual waiver of subrogation is contained in this Lease.

15. Severability. If any provision of the Lease Agreement, or its application, is held invalid, it will not affect other provisions or application herein which can be given effect without the invalid provision or application. To this end all provisions of the Lease Agreement are severable.

16. City Repair of Lessee Damage.

16.1.Partial Destruction. If at any time during the term hereof the Premises are damaged, except by a negligent or willful act of Lessee (in which event Lessee shall make the repairs, at its expense) and such damage was caused by a casualty not covered under an insurance policy required to be maintained by City, City may at City’s option either (i) repair such damage as soon as reasonably possible at City’s expense, in which event this Lease shall continue in full force and effect, or (ii) give written notice to Lessee within (30) days after the date of the occurrence of such damage of City’s intention to cancel and terminate this Lease as of the date of the occurrence of such damage, in which event the parties will meet and confer regarding any change in scope of work for the Fire Services Agreement in light of such Lease termination. In the event City elects to give such notice of City’s intention to cancel and terminate this Lease, Lessee shall have the right within ten (10) days after the receipt of such notice to give written notice to the City of Lessee’s intention to repair such damage at Lessee’s expense, without reimbursement from City, in which event this Lease shall continue in full force and effect, and Lessee shall proceed to make such repairs as soon as reasonably possible. If Lessee does not give such notice within such ten (10) day period this Lease shall be canceled and terminated as of the date of the occurrence of such

8.f
June 24, 2024

Packet Pg. 80

damage.

16.2 Total Destruction. If at any time during the term hereof the Premises are totally destroyed from any cause whether or not covered by the insurance required to be maintained by City (including any total destruction required by any authorized public authority) this Lease shall automatically terminate as of the date of such total destruction, in which event the parties will meet and confer regarding any change in scope of work for the Fire Services Agreement in light of such Lease termination.

17. Default; Remedies. If either party defaults with regard to any of the provisions of this Lease Agreement, the non-defaulting party shall serve written notice of such default upon the defaulting party. If the default is not cured by the defaulting party within thirty (30) days after service of the notice of default, the defaulting party shall be liable to the other party for damages caused by such default, and the non-defaulting party shall have the right to give a written termination notice to the defaulting party. In the event of any Lease termination, the parties will meet and confer regarding any change in scope of work for the Fire Services Agreement. Each right and remedy provided for herein or now or hereafter existing at Law or equity, by statute or otherwise, shall be cumulative and shall not preclude either party from exercising any other rights or remedies provided for in this Lease Agreement or now or hereafter existing at Law or in equity, by statute or otherwise.

18. Time of Essence. Time is of the essence.

19. Notices. All notices required or permitted to be given under this Agreement shall be in writing and mailed postage prepaid by certified or registered mail to the appropriate address indicated below.

To San Carlos:

San Carlos City Manager
600 Elm Street
San Carlos, CA 94070-1309
To Redwood City:

Redwood City City Manager
1017 Middlefield Road
Redwood City, CA 94063
Either party may by notice to the other specify a different address for notice purposes except that upon Lessee taking possession of the Premises.

20. Electronic Signatures. If both parties agree, electronic signatures may be used in place of original signatures on this Lease. Each party intends to be bound by the signatures on the electronic document, is aware that the other party will rely on the electronic signatures, and hereby waives any defenses to the enforcement of the terms of this Lease based on the use of an electronic signature.

IN WITNESS WHEREOF, this Lease has been executed by the parties hereto as of the date first above written.

8.f
June 24, 2024

Packet Pg. 81

[Signature Page Follows]
CITY:

City of San Carlos
LESSEE:

CITY OF REDWOOD CITY
By: By:

Melissa Stevenson Diaz, City Manager Jeff D. Maltbie, City Manager ATTEST: ATTEST:

By: By:

City Clerk, Yessika Castro City Clerk, Crystal Mui
Approved as to Form: Approved as to Form:

By: By:

Veronica Ramirez, City Attorney Gregory J. Rubens, City Attorney

8.f
June 24, 2024

Packet Pg. 82

CITY COUNCIL

STAFF REPORT
MEETING DATE: June 24, 2024
ITEM TITLE: Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with W-Trans for Consulting Services to Prepare Updates to the City of San Carlos’ Transportation Demand Management Ordinance and On-Street and Off-Street Parking Regulations in the Amount of $572,296 and Authorizing a Contingency for a Total Not-to-Exceed Project Amount of $622,280.

RECOMMENDATION:

Adopt a Resolution authorizing the City Manager to enter into a professional services agreement with W-Trans for consulting services to prepare updates to the City of San Carlos’ Transportation Demand Management Ordinance and on-street and off-street parking regulations in the amount of $572,296 and authorizing contingency for a total not-to-exceed project amount of $622,280.

FISCAL IMPLICATIONS:

There is no fiscal impact and no additional appropriation is needed.

Funding for this project has been appropriated in the Fiscal Year (FY) 2024-25 Adopted Capital Improvement Program Budget under Project #C2206 Parking Strategy and Project #C2210 Transportation Demand Management Ordinance Amendment. Available project budget funds are $100,000 in C2206 and $522,300 in C2210, for a total of $622,300.

BACKGROUND:

The City Council’s 2024 Strategic Plan includes the following Strategic Goal:
“Actively pursue plans and strategies for improving mobility, traffic, parking, transportation infrastructure, and street maintenance while encouraging alternative modes of transportation to provide efficient, safe, and effective movement throughout the city.” The City’s existing and adopted long-range plans also include similar goals to improve mobility across the city, such as reducing current and future traffic congestion and addressing parking demand. Mobility, transportation, and parking objectives can be found in the City’s 2030 General Plan, East Side Innovation District Vision Plan (2021), San Carlos Economic Development Plan (2021-2024), San Carlos Climate Mitigation and Adaptation Plan (2021), and the San Carlos Bicycle and Pedestrian Master Plan (2020). Additional plans and studies that address traffic congestion and parking demand are currently being developed, including the Northeast Area Specific Plan, the Downtown Specific Plan and its accompanying Downtown Parking Study, and the Traffic Impact Analysis (TIA) Guidelines.

8.g
June 24, 2024

Packet Pg. 83

Accordingly, City staff recommends moving ahead to develop and implement (with additional Council and community input) citywide parking reforms, shared parking, and transportation demand management (TDM) strategies.

Below are examples of objectives from adopted City of San Carlos plans that this project will advance:
a. Reduce congestion through coordinated transportation strategies and incorporate holistic transportation strategies at a range of scales to help address long-term and citywide transportation objectives (East Side Innovation District Vision Plan). b. Ensure public parking is available at key locations to encourage “park once” strategies that locate parking within walking distance of a mix of uses. Successful “park-once” districts will encourage people conducting multiple trips to use only one parking space and ensure public parking is available at key nodes (East Side Innovation District Vision Plan). c. Promote safe, multi-modal streets by promoting biking and walking, minimize vehicle traffic, more transit options, and improved freight circulation (East Side Innovation District Vision Plan).
d. Reduce vehicle miles traveled (VMT) and increase safety of active transportation within the community (San Carlos Bicycle and Pedestrian Master Plan and San Carlos Climate Mitigation and Adaptation Plan).
e. Aid new and existing multi-family and commercial developments in implementing and expanding transportation demand management strategies. Explore revisions to the City’s Transportation Demand Management ordinance as needed to achieve additional trip reductions (San Carlos Climate Mitigation and Adaptation Plan). f. Pursue strategies to improve parking, reduce congestion, and better connect workers and residents to services and retail (San Carlos Economic Development Plan). g. Enable drivers, pedestrians, and bicyclists to more seamlessly navigate the city by reducing congestion and making San Carlos a more accessible and user-friendly place to visit (San Carlos Economic Development Plan).
h. Develop permit shared parking arrangements for commercial and industrial uses in which a single parking area serves different uses that generate peak-parking demand at different hours of the day (San Carlos 2030 General Plan).

Other Factors Driving This Work
In addition to the City’s long-range and strategic planning processes, over the last four years, state and federal laws have been adopted pertaining to parking policy (e.g. AB 413, AB 894, AB 1317, AB 2097, AB 2345, Accessibility Guidelines for Pedestrian Facilities in the Public Right-of- Way, etc.) which have changed how local jurisdictions shape parking and transportation demand management policies. For example, given that much of the City’s land is affected by AB 2097, maximum vehicle parking requirements will require analysis on a citywide scale and a comprehensive approach. Other regional agencies are adopting new policies that will require the City to analyze its parking strategies citywide. For example, beginning January 1, 2026, MTC/ABAG will require that parking maximums be adopted in some areas of cities in order for jurisdictions to be eligible for funding for certain transportation projects (such as the One Bay Area Grant or OBAG funds).

To address parking and transportation demand management in a comprehensive way, City staff recommends a scope of work that includes an analysis that is both citywide and tailored to specific subareas within the city. This will ensure that citywide policies are appropriate for citywide

8.g
June 24, 2024

Packet Pg. 84

implementation and that each area of the city is analyzed and parking and transportation demand management policies are developed that meet the specific needs of each area.

Consultant Selection
The City released the request for proposals and received two proposals.

An interdisciplinary proposal review team consisting of senior City staff from Community Development, Public Works, and a senior strategic advisor from Good City Consulting reviewed the written proposals and participated in the interview process.

Following the oral interview process and reference checks, the City’s review team reached consensus and recommends that the City select W-Trans & Nelson Nygaard to prepare a updates to the City’s Transportation Demand Management Ordinance and on-street and off-street parking regulations. W-Trans & Nelson Nygaard is recommended due to their technical skills, expertise, and extensive experience in preparing parking reform plans and TDM policies, focus on implementation, ability to meet established deadlines, and the quality of the written and oral proposals/presentations.

W-Trans
W-Trans will prepare a parking reform plan and shared parking strategy which will include both off-street parking code reforms and on-street parking code reforms that carefully consider and respond to council and community input, guidance from existing long-range plans, regional, state and federal law or policy requirements, and recent parking supply and demand data. W-Trans will develop parking policies that are applicable citywide, as well as to support geographic subareas of the city that may benefit from additional strategies beyond the tools that are applicable citywide.

W-Trans will identify additional strategies that are appropriate for and will meet the goals of specific geographic subareas within the city such as the East Side Innovation District, Industrial Arts District, Northeast Area, Greater East San Carlos Neighborhood, the Downtown, and South Laurel. Nelson Nygaard, subconsultant to W-Trans, will develop an updated citywide transportation demand management strategy and implementation plan as well as an updated TDM Ordinance. The City’s current TDM Ordinance was adopted in 2011 and applies citywide.

W-Trans Scope of Work

1. Project Management, Work Plan and Meetings

2. Existing Conditions

3. Parking and TDM Best Practices Review

4. Community Engagement – Community engagement will include six virtual focus group/interview meetings, three in-person Planning and Transportation Commission meetings, three in-person City Council study sessions, and four virtual City Council subcommittee meetings.

5. TDM Goals, Objectives and Strategies

6. TDM Policy and Ordinance Assembly and Approval

7. Off-Street Parking Code Reforms

8. On-Street Parking Code Reforms

9. Shared Parking Strategy

10. Parking Reform Plan (Red-Lined Code Edits)

11. Formal Public Hearings

12. Additional Data Collection (Optional)

8.g
June 24, 2024

Packet Pg. 85

13. Additional Virtual Stakeholder Meeting (Optional)

14. Additional Virtual City Council Subcommittee Meeting (Optional)

15. Additional In-Person Meeting/Hearing (Optional)

16. General Plan Consistency (Optional)
Next Steps
Should Council authorize the City Manager to move forward with a professional services agreement with W-Trans, the next steps will include a kick-off meeting with the project team, as well as meetings with the Planning and Transportation Subcommittee, City Council Subcommittee, Councilmembers, and development of the civic engagement plan for the project.

The Citywide Parking Reforms and Transportation Demand Management Update is targeted for completion by the end of 2025.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution authorizing the City Manager to enter into a Professional Services Agreement with W-Trans; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Al Savay, Community Development Director
Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Resolution

2. W-Trans Scope of Work

8.g
June 24, 2024

Packet Pg. 86

RESOLUTION NO. 2024 - _______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS

AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES

AGREEMENT WITH W-TRANS FOR CONSULTING SERVICES TO PREPARE UPDATES TO THE CITY OF SAN CARLOS’ TRANSPORTATION DEMAND MANAGEMENT ORDINANCE

AND ON-STREET AND OFF-STREET PARKING REGULATIONS IN THE AMOUNT OF $572,296 AND AUTHORIZING A CONTINGENCY FOR A TOTAL NOT-TO-EXCEED PROJECT AMOUNT OF $622,280.
___________________________________________________________________________ WHEREAS, the City of San Carlos has traditionally used the expertise of consulting firms to respond to the workload generated by State mandates and City Council direction; and WHEREAS, the City Council of the City of San Carlos adopted a strategic goal to “actively pursue plans and strategies for improving mobility, traffic, parking, transportation infrastructure, and street maintenance while encouraging alternative modes of transportation to provide efficient, safe, and effective movement throughout the city;” and
WHEREAS, the City of San Carlos’ existing, adopted long-range plans also include similar goals to improve mobility across the city, such as reducing current and future traffic congestion and addressing parking demand; mobility, transportation and parking objectives can be found in the City’s 2030 General Plan, East Side Innovation District Vision Plan (2021), San Carlos Economic Development Plan (2021-2024), San Carlos Climate Mitigation and Adaptation Plan (2021), and the San Carlos Bicycle and Pedestrian Master Plan (2020); and additional plans and studies that address traffic congestion and parking demand are currently being developed, including the Northeast Area Specific Plan, the Downtown Specific Plan and its accompanying Downtown Parking Study, and the Traffic Impact Analysis (TIA) Guidelines; and WHEREAS, over the last four years, state and federal laws have been adopted pertaining to parking policy (e.g. AB413, AB894, AB1317, AB2097, AB2345, and Accessibility Guidelines for Pedestrian Facilities in the Public Right-of-Way, etc.) which have changed how local jurisdictions shape parking and transportation demand management policies; and WHEREAS, a formal request for proposal process was used to select the best qualified firm to prepare updates to the City’s Transportation Demand Management Ordinance and parking strategies; and
WHEREAS, key city staff from multiple departments reviewed the responses to the Request for proposals from two consulting firms and, following interviews with both firms, found the firm of W-Trans, partnering with Nelson Nygaard, to be the best qualified to perform the services.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of San Carlos authorizes the City Manager to execute an agreement for professional services to prepare updates to the City’s Transportation Demand Management Ordinance and on-street and off-street parking regulations in a total amount not to exceed $622,280. * * * * * * *

8.g
June 24, 2024

Packet Pg. 87

I, City Clerk Crystal Mui, hereby certify that the foregoing Resolution was passed and adopted by the City Council of the City of San Carlos at a scheduled meeting thereof held on the 24th day of June, 2024, by the following vote:

AYES, COUNCILMEMBERS:______________________________________________ NOES, COUNCILMEMBERS:______________________________________________ ABSENT, COUNCILMEMBERS:______________________________________________ __
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos

8.g
June 24, 2024

Packet Pg. 88

1Proposal to Prepare Parking and Transportation Demand Management (PTDM) Policies June 18, 2024
Scope of Work
Task 1 Project Management, Work Plan and Meetings
As the prime consultant, W-Trans will manage the day-to-day implementation of the project, with Brian Canepa serving as project manager and reporting to the City’s designated project manager.

W-Trans will deliver monthly invoices with line items related to tasks and subtasks, hold regularly scheduled bi-weekly conference call progress meetings, and prepare invoicing based on percentage of task complete.

W-Trans will prepare a work plan which will be a refinement of this proposal. The work plan will define in detail the scope of work, tasks, schedule, and deliverables for the project and will form the basis for the contractual agreement; the project is estimated to be completed within 1.5 years, but the schedule will be adjusted as necessary over the course of the project. The City will review the work plan and provide feedback, and W-Trans will provide up to two (2) iterations of the work plan before it is finalized.

W-Trans will plan and facilitate an in-person project kickoff meeting with City staff to review the work plan, project schedule, and roles and responsibilities. Bi-weekly progress meetings will be held and include key staff from the City as well as the consultant team.

Task 1 Deliverables
a. Project kick-off meeting, agenda, other meeting materials to be submitted by W-Trans one week in advance.
b. Work plan and project schedule (draft – submitted at kick-off and final delivered following kickoff meeting with City staff)
c. W-Trans will provide agendas one week in advance of each regular progress meeting and meeting minutes within one week after each bi-weekly progress meeting.

Task 2 Existing Conditions

2.1 Data Needs & Collection
W-Trans will work with the City to determine a complete list of data needs that can be provided by the City to accomplish the project’s objectives. During a regularly scheduled project/progress meeting, W-Trans will identify and discuss data needs and requests for the City, including any GIS layers, plans, etc.In particular, the data needs analysis will focus on estimating the amount of on- and off-street parking in the Downtown, Northeast Area, Industrial Arts Area, East Side Innovation District, Greater East San Carlos and South Laurel. Existing data may be drawn from the City, previous reports, or other sources. This task also includes budget to inventory all visibly accessible on- an off-street parking stalls in the areas described above (except for the Downtown,

8.g
June 24, 2024

Packet Pg. 89

2 Proposal to Prepare Parking and Transportation Demand Management (PTDM) Policies June 18, 2024
which already has undergone a recent data collection). Any gaps in parking data will be identified and discussed with the City to determine the potential impacts on project findings.

2.2 General Existing Conditions
W-Trans will examine all large approved and planned future developments in the city and qualitatively assess the impact of these projects on traffic congestion and parking demand in the City. For future development, W-Trans use forecasted buildout plans developed as part of the General Plan Capacity revision project. This will enable us to reasonably estimate the anticipated parking demand and potential complementarity with other uses for shared parking.

W-Trans will examine the City’s existing parking, mobility and transportation infrastructure plans and capital improvement projects. Estimates for the amount of off-street parking (based on current requirements) will be developed and incorporated into this analysis. W-Trans will rely on the San Carlos General Plan (both the Existing General Plan and General Plan Reset), other City planning efforts such as the Downtown Plan, Northeast Specific Plan and East Side Innovation District Plan, and previous transportation impact analyses we have prepared for the City of San Carlos to inform the assessment of future traffic congestion.

W-Trans will also review relevant state laws adopted in the last four years pertaining to parking policy (e.g. AB413, AB894, AB1317, AB2097, AB2345, etc.) and federal laws (e.g. Accessibility Guidelines for Pedestrian Facilities in the Public Right-of-Way) to help shape TDM policy and shared parking recommendations.

2.3 TDM Existing Conditions
Nelson\Nygaard will conduct a review of existing conditions, plans, and policies, including both local and regional regulations and will highlight key considerations and implications for a TDM framework in San Carlos. The existing conditions review will specifically spotlight the structure and implications of the existing C/CAG TDM framework as well as the TDM services provided by Commute.org. A nuanced understanding of the function and impact of these two regional TDM entities will provide our team with a strategic starting point from which to develop and evaluate a local TDM framework for San Carlos. A list of plans and policies to be reviewed will be finalized and included in our data needs request. It may include the following. •Relevant sections of San Carlos’s Municipal Code, including the existing TDM ordinance (Section 18.25)
•Existing project TDM Plans approved by the City of San Carlos •San Carlos General Plan (2009/Amended 2023)
•East Side Innovation District Plan (2021)
•Relevant preliminary drafts or deliverables which are available from in-progress plans, including the Downtown Specific Plan and the Northeast Area Specific Plan •C/CAG TDM requirements
•Commute.org TDM programs and performance monitoring efforts •State bills and regulations relevant for TDM implementation, including AB 2097 and SB 743

8.g
June 24, 2024

Packet Pg. 90

3Proposal to Prepare Parking and Transportation Demand Management (PTDM) Policies June 18, 2024

2.4 Parking Existing Conditions
W-Trans will work with City staff to identify and compile all available data, reports, and studies related to recent parking policy and Code revisions as well as supply and demand data for public and private parking supplied by the City from available recent studies such as the Downtown Parking Study, Northeast Area Specific Plan, and East Side Innovation District Vision Plan. This step will allow the team to identify existing data and document the current policy and regulatory framework for on- and off- street parking. The existing data collection effort will include gathering and analyzing current Code requirements (e.g. Chapter 10.32 and 18.20), summaries of parking management programs and existing enforcement policies, and inventories of City-owned/public bicycle parking facilities.

All four subtasks will be compiled into a draft technical memorandum. The memorandum will be reviewed by City staff and a final memorandum submitted.

Task 2 Deliverables
•Existing Conditions General, TDM, and Parking (including Parking Data Summary) Technical Memoranda (draft and final)
Task 3 Parking & TDM Best Practices Review

3.1 Parking Best Practices
Based upon the issues and opportunities identified in the existing conditions analysis and stakeholder/community engagement, W-Trans will conduct a best practices review. The review will document what parking strategies and innovative practices have proven successful, identifying creative solutions in parking policy and management as a city makes the transition away from parking minimums. The review may draw on best practices from communities across the country, focusing on the most progressive examples in other states as well as in cities or city districts (e.g. Downtown) within the Bay Area or California to gather the most germane examples.

Key areas of the best practices review will be confirmed with the project team, but may focus on:
•Cities who have eliminated parking minimums and key lessons learned •Cities who have adopted parking maximums, including creative approaches to the use of maximums in concert with TDM requirements
•Shared parking provisions for existing or new land uses •Car sharing programs with both residential and non-residential projects •Innovative parking policy strategies and management strategies, such as residential permit programs and bicycle parking requirements

3.2 TDM Best Practices & Strategy Matrix
Nelson\Nygaard will study relevant TDM policies, frameworks, and best practices from local peer cities. After the project kickoff, a list of potential peer cities will be proposed that offer relevant

8.g
June 24, 2024

Packet Pg. 91

4 Proposal to Prepare Parking and Transportation Demand Management (PTDM) Policies June 18, 2024
local lessons for successful TDM ordinance implementation. Based on feedback from City staff, a list of up to four (4) peer cities to feature in our review will be finalized. Best practice findings will be comprehensively and succinctly summarized in a visual and user-friendly slide deck that highlights relevant lessons learned for San Carlos and informs our development of a recommended framework. Our findings will highlight topics including, but not limited to the following.
•Ordinance structure and management: What are the roles and responsibilities for managing the TDM program within each jurisdiction? Where in the City code are the TDM requirements housed, and what are the strategic implications?
•Ordinance applicability: Who does the ordinance apply to? Could existing uses be subject to new TDM requirements? Is there a differentiation based on the project size, land use, or location within the City?
•Performance metrics and requirements: How is success of the TDM to be measured? Are there project-level requirements and/or citywide goals or targets? •Monitoring and compliance: What are the processes and mechanisms that ensure the TDM ordinance is followed? What data is collected during the monitoring process, and how is it used to manage and calibrate the overall TDM program? How is non-compliance addressed? Level of staffing required to implement TDM program and monitoring? Nelson\Nygaard will create a matrix of potential TDM strategies that may be applicable in San Carlos and/or the identified subareas. Nelson\Nygaard will draw on a range of sources, including publications from California Air Pollution Control Officers Association (CAPCOA), best practices research, the C/CAG TDM framework and checklist, and other applicable resources. For each TDM strategy, the inventory matrix will include a basic summary of strategy characteristics (name, description, range of impact, range of cost, and potential applicability/feasibility by subarea).

Task 3 Deliverables
a. Parking Best Practices Review Powerpoint, including a key takeaways slide (Draft and Final) b. TDM Best Practices Review Powerpoint, including a key takeaways slide (Draft and Final) c. TDM Strategy Matrix
Task 4 Community Engagement
W-Trans will prepare a draft community outreach and engagement plan and work with City staff on up to two (2) iterations of the plan before it is finalized. The outreach and engagement plan will include the number and type of stakeholder engagement meetings, detailing specific focus group meetings, stakeholder interviews, targeted or citywide surveys or other means to allow for public input. The stakeholder engagement process will include consideration for incorporating input from stakeholders within specific subareas of the City identified for additional strategies beyond citywide requirements.

8.g
June 24, 2024

Packet Pg. 92

5Proposal to Prepare Parking and Transportation Demand Management (PTDM) Policies June 18, 2024
To develop the type of specific recommendations the City is seeking through this process, the assessment of parking and TDM strategies will require a technical understanding of these measures. Therefore, given the resources available for this project, the community engagement efforts will likely be focused on soliciting input from stakeholders that will be faced with implementing parking and TDM measures. It is recommended that, in lieu of holding general public workshops, this be achieved by having the Planning and Transportation Commission serve as a Technical Advisory Committee (PTC/TAC) that will meet periodically throughout this project.

In addition, interviews or focus groups that may include stakeholders such as developers active in San Carlos or other nearby communities will be conducted as part of this task to gauge the impacts of potential recommendations. Study sessions will also be held with the City Council and City Council subcommittee.

The budget for this task includes six (6) virtual focus group/interview meetings, three (3) in-person PTC/TAC meetings, three (3) in-person City Council study sessions, and four (4) virtual City Council subcommittee meetings.

It is assumed in this task that W-Trans will do the following. •Prepare agendas and submit all other meeting materials (i.e. presentations, surveys) for engagement events 15 business days in advance of an event for review and acceptance by the City.
•Facilitate all engagement and stakeholder focus group events. •Record and provide meeting minutes (draft and final).
•Prepare and review relevant meeting and presentation materials as well as content for the City newsletters and website.

Task 4 Deliverables
a. Stakeholder Engagement Plan (draft and final)
b. Events, meetings, materials, and web/online tools, as specified in the Stakeholder Engagement Plan.
c. Draft and final outreach summary and findings memorandum d. Roster of organizational stakeholders
e. Agendas, meeting materials, and meeting minutes
f. Six (6) virtual focus group/interview meetings, three (3) in-person PTC/TAC meetings, three (3) in-person City Council study sessions, and four (4) virtual City Council subcommittee meetings
Task 5 TDM Goals, Objectives, and Strategies

5.1 TDM Goals and Objectives
Nelson\Nygaard will convene an in-person workshop with City staff to review, discuss, refine, and finalize project goals and objectives. We will collaborate with the City project manager to identify a list of invitees, which may include key staff from other City departments. Prior to the

8.g
June 24, 2024

Packet Pg. 93

6 Proposal to Prepare Parking and Transportation Demand Management (PTDM) Policies June 18, 2024
workshop, we will prepare an initial draft set of TDM goals and objectives that reflect the findings from our existing conditions review (Task 3.2), as well as any input received from City staff to date. As applicable, we will calibrate a “base” set of TDM goals by subarea. We will also develop an initial set of potential quantitative and qualitative metrics and evaluation criteria that would help the City benchmark TDM performance against the draft project goals.

Prior to the workshop, Nelson\Nygaard will develop a draft framework for up to six (6) potential TDM subareas in San Carlos. The TDM subarea will be intended to provide a tool for modifying and calibrating the citywide TDM ordinance and its associated requirements and performance targets to specific subarea-level goals and conditions. These subareas will reflect the City’s existing land use and development conditions, long-term vision for growth, and any regional or state-level requirements (such as AB 2097) that may impact TDM implementation in particular parts of San Carlos.

During the workshop, Nelson\Nygaard will facilitate a discussion to review and refine the goals and associated performance metrics. The goals and metrics will be a critical tool for refining and finalizing the TDM strategy list for San Carlos. Nelson\Nygaard will also present the draft TDM subarea framework and will lead a discussion about potential benefits, challenges, and trade- offs. Based on the feedback received during the workshop, we will collaborate with the City project manager to refine and finalize the TDM subarea framework.

Following the workshop, we will refine and submit a set of PowerPoint slides that document the finalized set of project goals, objectives, and geographic subareas.

5.2 Recommended TDM Framework
Following the Task 5.1 workshop, Nelson\Nygaard will develop a high-level TDM framework that envisions what a TDM framework could look like in San Carlos if all aspects were customized to specifically address local needs and priorities rather than aligning with C/CAG.

A presentation will be developed that summarizes the overall structure of the TDM framework, evaluates potential benefits and trade-offs, and addresses key considerations, such as the relationship to City code, implications for monitoring and enforcement processes and responsibilities, required City staffing, and integration with regional and state-level TDM-related requirements and regulations.

After presenting the framework and receiving feedback from City staff, Nelson\Nygaard will collaborate with the City project manager to collect staff feedback and revise to develop a final TDM framework. Nelson\Nygaard will draft a recommended TDM framework memorandum.

5.3 TDM Strategy Playbook and Implementation Plan
Nelson\Nygaard will draft a TDM Strategy Playbook and Implementation Plan that documents the recommended TDM strategies, supporting policies, and implementation guidance. The

8.g
June 24, 2024

Packet Pg. 94

7Proposal to Prepare Parking and Transportation Demand Management (PTDM) Policies June 18, 2024
Playbook will include a range of essential information and supporting visuals, including photographs, diagrams, and communicative graphics. The Playbook will include the following. •Part one will be a library of TDM strategy “cut sheets.” Using the comprehensive strategy matrix developed during Task 3.2 as a starting point, Nelson\Nygaard will conduct a screening process to refine the list of potential TDM strategies for San Carlos. The screening step will reflect the final goals and objectives, the findings from our existing conditions review, and all feedback from City staff heard to date. We will draft a set of succinct TDM strategy cut sheets for each strategy on the finalized list. Each cut sheet will include descriptions of what the strategy is, how it works to reduce trips, the allowable level of reduction in vehicle trips and/or VMT, and a planning-level cost assessment.
•Part two of the playbook will summarize opportunities for cross-policy support and coordination in San Carlos, especially related to shared parking, equity goals, and environmental policy.
•Part three of the playbook will lay out an implementation roadmap for TDM in San Carlos, including strategic steps and sequencing recommendations that help the City move forward with the TDM framework in a way that is sustainable, efficient, and effective. The implementation roadmap will highlight key roles and responsibilities for key stakeholders, including City departments, developers and/or project applicants, and transportation service providers. We will also develop a high-level financial program that ensures the TDM program is financially sustainable in the near- and long-term.
•Part four of the playbook will describe key implementation processes. First, we will draft a recommended monitoring and enforcement framework that reflects stated project goals and associated performance metrics and identifies key roles and responsibilities for City staff and other TDM stakeholders. The monitoring and enforcement framework will include recommended data collection methods and protocols, a yearly cadence of monitoring activities for projects to adhere to during TDM program implementation, and processes to address non-compliance. Second, we will develop an applicant flowchart that visualizes how different types of projects would progress from initial project steps through approval, implementation, and ongoing monitoring. The applicant flowchart will be designed to be user-friendly and easy to understand, helping the City communicate with TDM stakeholders and implementation partners about the key processes and rationale of the TDM framework.

Task 5 Deliverables
a. In-Person City Staff Workshop
b. Slide Deck: Goals, Objective, and Subareas Workshop
c. Slide Deck: TDM Framework Scenarios
d. Technical Memorandum: Recommended TDM Framework (draft and final) e. TDM Strategy Playbook and Implementation Plan (draft and final)

8.g
June 24, 2024

Packet Pg. 95

8 Proposal to Prepare Parking and Transportation Demand Management (PTDM) Policies June 18, 2024
Task 6 TDM Policy Ordinance Assembly and Approval

6.1 Draft and Final TDM Policy Ordinance
Nelson\Nygaard will draft TDM policy ordinance language that builds on all work completed as part of Tasks 1 - 5 and reflects input received from community members, stakeholders, focus groups, PTC/TAC meetings, City Council study sessions and City Council subcommittee meetings.

We will submit the draft ordinance language to the City for review, and after incorporating two rounds of non-conflicting comments and revisions, we will finalize the code language recommendations.

Nelson\Nygaard will provide, based on our expertise, adoptable code language from a transportation planning perspective. The City of San Carlos will be responsible for obtaining any legal counsel in connection with such adoption, and our services do not include legal services.

Task 6 Deliverables
a. TDM ordinance language (draft, revised draft, and final) Task 7 Off-Street Parking Code Reforms
W-Trans will examine the full range of options available to condition, limit, or manage new parking spaces in order to provide recommended updates to the City’s Municipal Code Section

18.20. Given that much of the City’s land is affected by AB2097, maximum vehicle parking requirements will be a focus of the analysis as they have historically been the most frequently used tool to manage parking and can be used in conjunction with shared parking requirements (also affected by AB894). Special consideration will be given to the potential impacts of priced parking and car-share parking as they are also covered by that legislation.

This analysis will also include a review of other measures that can “stand alone” or be paired with parking maximums to provide greater development flexibility and/or help achieve broader City goals. Some examples could include:
•Shared (or publicly-accessible) parking requirements (in combination with AB2097 provisions) during some or all hours
•Parking in-lieu fees (current Code Section 18.20.060) with monies that can be reinvested into multi-modal infrastructure or programs
•“Scaled” maximum requirements (e.g. scaled combination of fees and/or other requirements)
•Flexibility based on transportation demand management requirements •Zero-emission parking requirements
•Required unbundled parking pricing
•Enhanced bicycle and other emerging technology parking requirements •Number of loading vehicles required
•Carshare vehicle requirements

8.g
June 24, 2024

Packet Pg. 96

9Proposal to Prepare Parking and Transportation Demand Management (PTDM) Policies June 18, 2024
•Vehicle-specific parking design standards (i.e. not including sub-sections I through P of Section 18.20.100)
All proposed Code revisions will be summarized in a technical memorandum that includes a user-friendly matrix which clearly describes the proposed strategy and highlights strengths and potential challenges. W-Trans will also provide “red-lined” Code edits in the draft deliverable.

Task 7 Deliverables
a. Off-Street Parking Code Reforms Technical Memoranda
b. Red-lined Code edits (Draft and Final)
Task 8 On-Street Parking Code Reforms
W-Trans will work with staff to develop the City’s approach to managing on-street parking. The ultimate approach will take in consideration factors such as the City’s desired level of decision- making flexibility for staff, staff oversight, necessary enforcement needs, financial requirements, sustainability interaction with off-street and TDM requirements, broader City objectives such as sustainability, and others. Based on this approach, W-Trans will develop recommended updates to the City’s Municipal Code Section 10.32; draft updates will be discussed and vetted with City staff, and modified based on feedback from the City Council subcommittee before the preparation of any written deliverable. Potential updates could include:
•Parking regulatory strategies, including appropriate parking time limits, refined zoning regulations, permit/placard regulations, shared parking, parking benefit districts, and policies on ADA parking
•Residential or employee parking permit strategies, including the pricing, availability, and restrictions of permits
•Pricing strategies and frameworks, including appropriate thresholds, guidelines, or targets for setting pricing, demand-based pricing and adjustment methodologies, long-term stay pricing, unbundling parking, and graduated parking rates
•Maximizing multimodal and TDM investments, focusing on high-level opportunities to coordinate with existing programs and future TDM requirements All proposed Code revisions will be summarized in a technical memorandum that includes a user-friendly matrix which clearly describes the proposed strategy and highlights strengths and potential challenges. W-Trans will also provide “red-lined” Code edits in the draft deliverable.

This task also includes recommended steps regarding an appropriate structure within which to implement various parking management and shared parking (see Task 9) strategies as well as general estimates of capital and ongoing costs that will likely be incurred. The implementation plan will consider elements such as necessary City staffing, enforcement

8.g
June 24, 2024

Packet Pg. 97

10 Proposal to Prepare Parking and Transportation Demand Management (PTDM) Policies June 18, 2024
levels, technology needs to monitor progress, and other items. The plan will assess the program’s financial needs at a high-level in conversation with City staff, estimating the needs for new City staff and potentially City-controlled parking enforcement.

Task 8 Deliverables
a. On-Street Parking Code Reforms Technical Memoranda
b. Red-lined Code edits (Draft and Final)
c. On-Street Management and Shared Parking Implementation Plan Task 9 Shared Parking Strategy
W-Trans will develop a set of shared parking objectives that seek to maximize current and future parking resources and minimize construction, maintenance, and operations costs with the intent of providing a clear basis for evaluating potential recommendations. For example, a key objective may be to optimize the use of the existing parking supply and add future “public” supply through new shared parking of private parking (e.g. using AB2097 provisions). Goals will focus on “park- once” potential where feasible and address the needs of varying user groups from residents and employees to patrons and transit users (who may park for long periods).

Using the shared parking objectives, W-Trans will develop a shared parking policy that may be able to be applied in Code Section 18.20. W-Trans will evaluate several policy options related to the implementation of a shared parking strategy and propose a consolidated set of recommendations based on staff and stakeholder feedback. These options could range from implementing new State legislation (e.g., AB 894) to adjusting Code requirements (e.g. via minimum/maximum requirements) to encourage or incentivize shared or publicly-accessible parking or using state legislation (i.e., AB 2097) to drive developers to share parking resources.

In addition, W-Trans will develop a guide that the City or private development can use in the future to establish shared parking facilities, addressing issues such as liability and insurance, necessary compensation, times of use, and enforcement.

At a high-level, W-Trans will recommend which subareas within the City may benefit most from shared parking arrangements and in what ways shared parking may be applied. For example, recommendations in Downtown may focus more on shared parking agreements between existing uses while those in the Eastside Innovation District may emphasize the use of Code incentives to help generate shared parking resources.

Task 9 Deliverables
•A. Shared Parking Strategy Technical Memoranda (including shared parking objectives, shared parking policy, and guide)
b. red-lined Code edits as applicable (Draft and Final)

8.g
June 24, 2024

Packet Pg. 98

11Proposal to Prepare Parking and Transportation Demand Management (PTDM) Policies June 18, 2024
Task 10 Parking Reform Plan
W-Trans will compile all analysis and recommendations into a comprehensive Parking Reform Plan. The plan will be written in a concise and clear style that will incorporate appropriate graphics to ensure that it is a user-friendly document. W-Trans will submit an Administrative Draft Parking Reform Plan for City staff review that includes the red-lined Code edits from Tasks 7, 8 and 9. Based on a single electronic set of uniform non-contradictory comments from the City, W-Trans will revise and submit a Public Review Draft Parking Reform Plan. Based on feedback from public hearings, W-Trans will revise and submit a Final Parking Reform Plan. Only one Administrative Draft and one Draft Parking Plan are assumed.

Task 10 Deliverables
a. Admin Draft Parking Reform Plan, including red-lined Code edits b. Public Review Draft Parking Reform Plan, including red-lined Code edits c. Final Parking Reform Plan, including red-lined Code edits Task 11 Formal Public Hearings
The W-Trans team will prepare for and present at up to two (2) in-person formal public hearings (e.g. Commission/City Council).

Task 11 Deliverables
Two (2) formal public hearings
Optional Task 12 Additional Data Collection
If additional data analysis is deemed necessary by the City, the W-Trans team will collect and analyze supplemental data up the budget maximum for this task. Data collection may include research, physical data collection (e.g. parking counts), reviews of additional materials provided by the City, or other relevant methods.

Task 12 Deliverables
Data Summary (assumed to be part of the Task 2 deliverable) Task 12 Budget
$20,000
Optional Task 13 Additional Virtual Stakeholder Meeting The W-Trans team will prepare for and participate in one (1) additional virtual stakeholder meeting.

8.g
June 24, 2024

Packet Pg. 99

12 Proposal to Prepare Parking and Transportation Demand Management (PTDM) Policies June 18, 2024
Task 13 Deliverables
One (1) virtual stakeholder meeting
Task 13 Budget
$3,000
Optional Task 14 Additional Virtual City Council Subcommittee Meeting The W-Trans team will prepare for and participate in one (1) additional virtual City Council subcommittee meeting.

Task 14 Deliverables
One (1) virtual City Council subcommittee meeting
Task 14 Budget
$9,000
Optional Task 15 Additional In-Person Meeting/Hearing
The W-Trans team will prepare for and present at one (1) additional in-person meeting or hearing (e.g. City Council).

Task 15 Deliverables
One (1) in-person meeting/hearing
Task 15 Budget
$13,500
Optional Task 16 General Plan Consistency
The W-Trans team will work with the City to identify areas within the Circulation Element of the General Plan to be updated based on the ordinance and policy recommendations of this project.

The team will then craft appropriate policy language to align the General Plan and project recommendations.

Task 16 Deliverables
Red-lined Circulation Element edits (Draft and Final)

8.g
June 24, 2024

Packet Pg. 100

13Proposal to Prepare Parking and Transportation Demand Management (PTDM) Policies June 18, 2024
Task 16 Budget
$27,000
Total Optional Costs (Optional Tasks 12 through 16)
$72,500 (not included in primary Project Budget sheet)

8.g
June 24, 2024

Packet Pg. 101

14 Proposal to Prepare Parking and Transportation Demand Management (PTDM) Policies June 18, 2024

Parking & TDM PolicyW-Trans Team Budget Whitlock Spencer Canepa Sharafian Admin 2 Olmstead Mercuri Constantine Associate 2 Total Hours Senior Principal Senior Principal Principal Assistant Engineer II 0 Miles LS Principal 2 Assc. Principal Associate 3Associate 2 Miles LS$360.00 $320.00 $280.00 $140.00 $145.00 $0.74 1.10 $250.00 $210.00 $155.00 $145.00 $0.74 1.00Task 1 Project Management, Work Plan, and Kickoff Meeting$60,3271.1 Kickoff Meeting $12,433 9 152 15 15 2050 391.2 Bi-Weekly Meetings (Virtual) & Project Administration $47,894 9 77 62 34 24 205Task 2 Existing Conditions Evaluation$57,9152.1 Data Needs & Collection $20,515 2 2 17 22 2 $10,000 452.2 General Existing Conditions $7,975 2 2 9 26 2 422.3 TDM Existing Conditions $17,754 4 4 8 16 40 20 932.4 Parking Existing Conditions $11,671 2 2 18 35 2 59Task 3 Best Practices$29,5793.1 Parking Best Practices $12,375 2 4 15 40 2 643.2 TDM Best Practices $17,204 4 4 6 16 40 20 91Task 4 Community Engagement$128,6614.1 Community Engagement Plan $9,911 2 4 18 18 2 444.2 Focus Group Meetings (6, Virtual) $17,171 26 26 10 10 6 794.3 TAC Meetings (3, In-Person) $30,385 7 26 13 456 36 18 6 3255 1064.4 City Council Study Sessions (3, In-Person) $39,042 10 33 13 456 54 20 8 3255 1384.5 City Council Subcommittee Meetings (4, Virtual) $32,153 9 26 26 40 24 10 136Task 5 TDM Goals, Objectives, and Strategies$78,7195.1 TDM Goals and Objectives $27,019 2 20 8 152 22 20 24 16 2050 1125.2 Recommended TDM Framework $20,702 2 8 8 12 24 24 24 1025.3 TDM Strategy Playbook and Implementation Plan $30,998 2 8 8 12 40 44 44 158Task 6 TDM Policy Ordinance Assembly and Approval$21,8026.1 Draft and Final TDM Policy Ordinance $21,802 2 8 8 16 24 24 24 106Task 7 Off-Street Parking Code Reforms$21,5277.1 Off-Street Parking Code Reforms $13,200 7 22 35 647.2 Draft Techincal Memorandum $5,572 1 2 9 13 1 267.3 Final Technical Memorandum $2,756 1 1 4 4 1 12Task 8 On-Street Parking Code Reforms$45,0678.1 On-Street Parking Code Reforms $36,740 18 66 90 1748.2 Draft Techincal Memorandum $5,572 1 2 9 13 1 268.3 Final Technical Memorandum $2,756 1 1 4 4 1 12Task 9 Shared Parking Strategy$15,8959.1 Shared Parking Strategy $10,032 4 18 26 489.2 Draft Technical Memorandum $3,724 1 2 4 9 1 189.3 Final Technical Memorandum $2,140 1 1 2 4 1 10Task 10 Parking Reform Plan$15,21910.1 Admin Draft Parking Reform Plan $6,892 1 4 9 18 1 3310.2 Public Review Draft Parking Reform Plan $4,956 1 2 7 13 1 2410.3 Final Parking Reform Plan $3,372 1 1 4 9 1 17Task 11 Formal Public Hearings$25,08511.1 Formal Public Hearings (2, In-Person) $25,085 7 22 9 304 36 12 4 1800 8921 111 506 570 21 1520 301 263 230 148 0 2171$7,524 $35,552 $141,680 $79,772 $3,031$1,237$11,000 $82,775 $60,753 $39,215 $23,606 $0$13,651 $499,796 W-Trans $279,796 56.0%Nelson\Nygaard $220,000 44.0%Total $499,796100.0% W-Trans Nelson\NygaardExpenses Expenses
TOTAL HOURS/UNITSTOTAL DOLLAR AMOUNT Total Budget$499,796

8.g
June 24, 2024

Packet Pg. 102

AJune 2024

8.g
June 24, 2024

Packet Pg. 103

CITY COUNCIL

STAFF REPORT
MEETING DATE: June 24, 2024
ITEM TITLE: Adopt a Resolution Authorizing the City Manager to Execute an Amendment to the Existing Professional Services Agreement with WRT for Additional Consulting Services Related to Survey Services Associated with the Downtown Specific Plan + Streetscape Master Plan Project in an Amount of $172,939 and Authorizing a 20% Contingency for a Not-to-Exceed Amount of $207,529.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution authorizing the City Manager to execute an amendment to the existing professional services agreement with WRT for additional consulting services for engineering survey work.

FISCAL IMPLICATIONS:

There is no fiscal impact and no additional appropriation is needed.

On August 28, 2023, the City Council adopted Resolution 2023-106 authorizing the City Manager to enter into a professional services agreement with WRT to prepare a Specific Plan and Streetscape Master Plan for downtown. This project is funded through C2105 – Downtown Planning Initiative. To prepare for fast-tracked implementation of the Downtown Specific Plan + Streetscape Master Plan as directed by the City Council, this amendment would cover the costs associated with surveying streets within the downtown core.

This request would amend the existing contract with WRT by an additional $207,529, which consists of $172,939 to complete survey work, plus a 20% contingency in the amount of $34,590.

Funds to cover this cost would come from C2215 – Downtown Implementation, which has a total of $3,500,000 in programmed funding.

BACKGROUND:

Additional funds in the amount of $207,529 to conduct surveying services will help prepare for implementation of the Downtown Specific Plan + Streetscape Master Plan. While the City could choose to wait to start surveying work until the project is adopted, completing surveying work early will fast track project engineering. Obtaining baseline information about the streets now is also in alignment with the Council’s interest in moving quickly into project construction.

ANALYSIS:

Scope of Work – Survey Work

8.h
June 24, 2024

Packet Pg. 104

There are five primary tasks (with subtasks) to complete the survey work within the downtown core. These tasks include:

Task 1 – Aerial Survey
Task 2 – Laurel Street, Harrington Park, and Wheeler Plaza Task 3 – San Carlos Avenue and Alley Ways
Task 4 – Topography and Boundary of El Camino Real
Task 5 – Record of Survey Per State Law
The areas that will be surveyed are shown in Figure 1 below.

Figure 1. Surveying Services for the Downtown Specific Plan + Streetscape Master Plan, as Outlined in Red.

Survey Work Timeline
Should the Council authorize this contract amendment, surveying work would commence immediately on June 25, 2024, and be completed by November 29, 2024 (or within 5 months).

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution authorizing the City Manager to execute an amendment to an existing agreement with WRT for additional work in an amount of $172,939 and authorize a 20% contingency for a total not-to-exceed project amount of $207,529; or

2. Do not adopt the Resolution; or

3. Provide staff with alternate direction.

Respectfully submitted by:

Al Savay, Community Development Director

8.h
June 24, 2024

Packet Pg. 105

Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Resolution

2. Addendum

3. Survey Costs

4. Survey Scope

8.h
June 24, 2024

Packet Pg. 106

RESOLUTION NO. 2024-___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS

AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE EXISTING

PROFESSIONAL SERVICES AGREEMEMENT WITH WRT FOR ADDITIONAL CONSULTING

SERVICES RELATED TO SURVEY SERVICES ASSOCIATED WITH THE DOWNTOWN SPECIFIC PLAN + STREETSCAPE MASTER PLAN PROJECT IN AN AMOUNT OF $172,939 AND AUTHORIZING A 20% CONTINGENCY FOR A
NOT-TO-EXCEED AMOUNT OF $207,529.

WHEREAS, on August 28, 2023, the City Council unanimously voted to adopt Resolution 2023-106 authorizing the City Manager to enter into a professional services agreement with WRT to prepare a Downtown Specific Plan and Streetscape Master Plan; and WHEREAS, this request would amend the existing contract with WRT for additional services related to engineering survey work, which would increase the overall budget by $207,529, which consists of $172,939 to complete the work, plus a 20% contingency in the amount of $34,590; and
WHEREAS, the work associated with this contract amendment would fast track implementation of the Downtown Specific Plan and Streetscape Master Plan project as directed by the City Council.

NOW, THEREFORE BE IT RESOLVED, by the City Council of the City of San Carlos that the City Manager is authorized to execute an amendment to the existing professional services agreement with WRT for additional services related to engineering survey work. * * * * *
I, City Clerk Crystal Mui, I hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the City of San Carlos at a regular meeting thereof held on the 24th day of June, 2024 by the following vote:

AYES, COUNCILMEMBERS: ____________________________________________________ NOES, COUNCILMEMBERS: ____________________________________________________ ABSENT, COUNCILMEMBERS: _________________________________________________ ______________________________
CITY CLERK of the City of San Carlos
APPROVED:
__________________________
MAYOR of the City of San Carlos

8.h
June 24, 2024

Packet Pg. 107

Addendum to Agreement For Professional Services 1 Revised 06/24/2024

ADDENDUM TO AGREEMENT FOR PROFESSIONAL SERVICES
THIS ADDENDUM TO THE AGREEMENT FOR PROFESSIONAL SERVICES is made to the Agreement for Professional Services dated September 12, 2023 by and between the CITY OF SAN CARLOS, hereinafter referred to as “CITY”, and WRT, hereinafter referred to as “CONSULTANT” and shall accept the attached Exhibit A. In all other respects the terms and conditions in the contract dated September 12, 2023 shall remain in full force and effect.

IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed on the date first written by their respective officers duly authorized in that behalf.

DATED: , 2022 CITY OF SAN CARLOS BY:
_______________________
Jeff Maltbie, CITY MANAGER
DATED: , 2022 APPROVED AS TO FORM:

BY:
__________________________
Greg Rubens, CITY ATTORNEY
DATED: , 2022 CONSULTANT, MIG BY:
___________________________________
(James K Stickley, Principal, WRT)

8.h
June 24, 2024

Packet Pg. 108

Addendum to Agreement For Professional Services 2 Revised 06/24/2024 Exhibit A – Scope of Work

Pursuant to the Terms and Conditions of the original contract dated XXX, the following is a description of “Additional Services.”
Additional funds in the amount of $207,529 will supplement existing work associated with surveying work.

Costs
Subtotal: $172,939
20% Contingency: $34,590
Total: $207,529

8.h
June 24, 2024

Packet Pg. 109

WRT, LLC | 120 2 nd Street, 3 rd Floor | San Francisco, CA 94105 James Stickley CA LA -4251 wrtdesign.com | 415.575.4722 John Gibbs CA LA -4417

N:\8000\8676 San Carlos DTSP\1 - Administration\2-Agreements & Proposals \WRT-Consultant Agreements \CSWST2\Surveying Proposal - WRT CVR 05-13-24.docx May 13, 2024

Lisa Porras
Planning Manager
Advance Planning Division
City of San Carlos
600 Elm Street, San Carlos, CA 94070

Re: San Carlos Downtown Surveying Proposal
WRT #8676.00

Dear Lisa:

We’re pleased to present our team’s proposal for the survey work as requested for the downtown area.

Attached is CSW’s proposal. WRT assumes continuing our role to coordinate these efforts with a proposed administration fee as shown below in the WRT Admin column.

Task Description CSW Cost WRT Admin Total
1 Phase One – Aerial Survey $10,256 $1,025 $11,281

2.1 Phase Two – Topography $29,120 $2,912 $32,032

2.2 Phase Two – Boundary $10,880 $1,088 $11,968

2.3 Title Reports $1,950 $ 195 $2,145

3.1 Phase Three – Topography $36,880 $3,688 $40,568

3.2 Phase Three – Boundary $17,320 $1,732 $19,052

4.1 Phase Four - Topography $25,232 $2,523 $27,755

4.2 Phase Four - Boundary $11,360 $1,136 $12,496

5.1 Record of Survey $12,420 $1,242 $13,662

5.2 Government Fees $1,800 $ 180 $1,980
TOTAL $157,218 $15,721 $172,939

Please don’t hesitate to let us know any questions you may have. We look forward to beginning this important work!

Sincerely,

James K. Stickley, ASLA; LEED AP
Principal, WRT-SF

Attachment: CSW / ST2 Proposal

8.h
June 24, 2024

Packet Pg. 110

P:\Shared\Projects\2022\2200004 City of San Carlos Downtown Specific Area Plan\DOC\100 Administration\101 Proposal\PP-2024-05-01-STICKLEY-WRT-SURVEY.docx Adaptive Solutions for Resilient Designs
504 Redwood Boulevard, Suite 310
Novato, CA 94947
415.883.9850
www.cswst2.com
Berkeley | Novato | Petaluma | Pleasanton | Redwood City | Richmond Rev: May 31, 2024
Date: May 1, 2024
File: 2200004.50
James K. Stickley, ASLA, LEED AP
Principal
Wallace Roberts and Todd
478 Tehama Street, Suite 2B
San Francisco, CA 94103
SUBJECT: SAN CARLOS DOWNTOWN SPECIFIC PLAN SURVEY SERVICES Dear Mr. Stickley,
CSW/ST2 appreciates the opportunity to present our proposal for surveying services for the Downtown Specific Plan for San Carlos the area of which is shown below outlined by a dashed red line.

At the April 18th meeting with City of San Carlos staff, WRT and CSW|ST2 we discussed phasing the project into smaller chunks based on the order of importance, which was determined as follows:

Phase One being an aerial of the overall site,
Phase Two being detailed topography and boundary of Laurel street, Phase Three being detailed topography and boundary of all orange areas with the exception of El Camino Real, which includes San Carlos, and Alley ways Phase Four being detailed topography and boundary of El Camino real Phase Five would be filing a Record of Survey with the County per state law, (8762 of the Professional Land Surveyors Act) that documents the boundary survey conducted during each phase. This also includes government fees for County review and recording

8.h
June 24, 2024

Packet Pg. 111

Page 2 ends

P:\Shared\Projects\2022\2200004 City of San Carlos Downtown Specific Area Plan\DOC\100 Administration\101 Proposal\PP-2024-05-01-STICKLEY-WRT-SURVEY.docx Based on this approach we have prepared the following scope of services tasks for each phase:

SCOPE OF SERVICES

PHASE ONE
TASK 1 AERIAL SURVEY
A manned aerial survey will be conducted of the entirety of the area outlined as a dashed red line. This aerial will be the basis for initial conceptual work and more detailed precised topography will be added as the phases progress.

TASK 1.1 ESTABLISHING AREA CONTROL ON THE GROUND
CSW|ST2 will begin work by establishing a control network throughout the area. We will place aerial control panels on the ground that can be visible from a manned aircraft. Each of these aerial panel locations will be located with GPS equipment on California State Plane Coordinates, North American Datum of 1983 (NAD83), zone 3 with vertical information on North American Vertical Datum of 1988 (NAVD88) via a static GPS receiver processed through OPUS or a network rover using California Real Time Network (CRTN).

TASK 1.2 AERIAL FLIGHT SUB-CONSULTANT
After control is established we will clear our sub-consultant to fly the site. After imagery is collected photogrammetry will be performed in order to generate an aerial base of the entire area shown in orange above. Typically, the photogrammetry process takes 1.5 to 2 weeks to prepare.

Deliverable: AutoCAD file in Civil 3D format for Civil consultants and exploded AEC objects for other disciplines such as Architects, Landscape Architects, Structural Engineers, etc.

8.h
June 24, 2024

Packet Pg. 112

Page 3 ends

P:\Shared\Projects\2022\2200004 City of San Carlos Downtown Specific Area Plan\DOC\100 Administration\101 Proposal\PP-2024-05-01-STICKLEY-WRT-SURVEY.docx

PHASE TWO
TASK 2 LAUREL STREET, HERRINGTON PARK AND WHEELER PLAZA After the overall aerial is complete and the team is working on concepts we will begin phase 2, which is detailed topography, boundary, and utility investigation of Laurel Street.

TASK 2.1 TOPOGRAPHY OF LAUREL STREET
CSW|ST2 will begin work by coming off control established during the aerial survey, so that all future topographic and boundary work is on the same control network and will directly overlay with other efforts.

We will collect information on curb, gutters, flow lines, walkways, sidewalks, walls, seat walls, pathways, surface utilities (boxes, storm drain inlet, catch basins, man holes), inverts if accessible, cleanouts, water valves, hydrants, ADA ramps, buildings, structures, etc. All surface improvements needed for design.

Underground utilities will be based on USA markings on site in conjunction with facility maps and located surface utilities. Once the field survey is complete we will reduce the collected field data, create CAD line work, build a surface, and generate one foot contours for the topographic base drawing.

TASK 2.2 BOUNDARY SURVEY OF LAUREL STREET
CSW|ST2 will conduct a boundary survey of Laurel Street between the entirety of the San Carlos intersection to the north and Arroyo ave to the south. We will tie into existing monuments from recorded maps as well as locate lines of occupation and any other evidence necessary that control the locations of the right of way. Once all data is collected in the field we will then analyze all collected evidence, resolve the boundary and create a boundary base CAD file that directly overlays onto established project control.

TASK 2.3 CONDITION OF TITLE GUARANTEE/TITLE REPORTS OF A FEW PROPERTIES CSW|ST2 will work with a Title Company to order a title report or condition of title guarantee for up to three properties along the corridor of Laurel street to determine if any easements exist between the edge of the right of way and the building face.

8.h
June 24, 2024

Packet Pg. 113

Page 4 ends

P:\Shared\Projects\2022\2200004 City of San Carlos Downtown Specific Area Plan\DOC\100 Administration\101 Proposal\PP-2024-05-01-STICKLEY-WRT-SURVEY.docx TASK 2.4 LAUREL STREET TOPOGRAPHIC AND BOUNDARY MAP
Once the topographic and boundary base is complete, CSW|ST2 will prepare a topographic map that depicts all collected data and includes spot elevations, notes, annotation, boundary evidence, bearings/distances, right of way widths and appropriate references for all research performed.

Deliverable: signed and stamped PDF and AutoCAD files in Civil 3D format for Civil consultants and exploded AEC objects for other disciplines such as Architects, Landscape Architects, Structural Engineers, etc.

PHASE THREE
TASK 3 SAN CARLOS, AND ALLEY WAYS (REMAINING ORANGE AREAS) After the phase 2 topographic and boundary survey is complete of Laurel Street we will then begin on Phase Three, which covers other orange areas except for El Camino Real.

TASK 3.1 TOPOGRAPHY OF SAN CARLOS AND ALLEY WAYS
CSW|ST2 will begin work by coming off control established during the aerial survey, so that all future topographic and boundary work is on the same control network and will directly overlay with other efforts. We will collect information on curb, gutters, flow lines, walkways, sidewalks, walls, seat walls, pathways, surface utilities (boxes, storm drain inlet, catch basins, man holes), inverts if accessible, cleanouts, water valves, hydrants, ADA ramps, buildings, structures, etc. All surface improvements needed for design. Underground utilities will be based on USA markings on site in conjunction with facility maps and located surface utilities. Once the field survey is complete we will reduce the collected field data, create CAD line work, build a surface, and generate one foot contours for the topographic base drawing.

TASK 3.2 BOUNDARY SURVEY OF SAN CARLOS AND ALLEY WAYS
(REMAINING ORANGE AREAS)
CSW|ST2 will conduct a boundary survey of remaining orange areas except for El Camino Real, which covers San Carlos, and Alley ways. We will tie into existing monuments from recorded maps

8.h
June 24, 2024

Packet Pg. 114

Page 5 ends

P:\Shared\Projects\2022\2200004 City of San Carlos Downtown Specific Area Plan\DOC\100 Administration\101 Proposal\PP-2024-05-01-STICKLEY-WRT-SURVEY.docx as well as locate lines of occupation and any other evidence necessary that control the locations of the right of way. Once all data is collected in the field we will then analyze all collected evidence, resolve the boundary and create a boundary base CAD file that directly overlays onto established project control.

TASK 3.3 SAN CARLOS AND ALLEY WAYS TOPOGRAPHIC AND BOUNDARY MAP (REMAINING ORANGE AREAS)
Once the topographic and boundary base is complete, CSW|ST2 will prepare a topographic map that depicts all collected data and includes spot elevations, notes, annotation, boundary evidence, bearings/distances, right of way widths and appropriate references for all research performed.

PHASE FOUR
TASK 4 TOPOGRAPHY AND BOUNDARY OF EL CAMINO REAL
After the phase 3 topographic and boundary survey is complete we will then begin on Phase Four, which covers El Camino Real.

TASK 4.1 TOPOGRAPHY OF EL CAMINO REAL
CSW|ST2 will begin work by coming off control established during the aerial survey, so that all future topographic and boundary work is on the same control network and will directly overlay with other efforts.

8.h
June 24, 2024

Packet Pg. 115

Page 6 ends

P:\Shared\Projects\2022\2200004 City of San Carlos Downtown Specific Area Plan\DOC\100 Administration\101 Proposal\PP-2024-05-01-STICKLEY-WRT-SURVEY.docx TASK 4.2 BOUNDARY SURVEY OF EL CAMINO REAL
CSW|ST2 will conduct a boundary survey of El Camino Real between the entirety of the San Carlos intersection to the north and Arroyo ave to the south. We will tie into existing monuments from recorded maps as well as locate lines of occupation and any other evidence necessary that control the locations of the right of way. Once all data is collected in the field we will then analyze all collected evidence, resolve the boundary and create a boundary base CAD file that directly overlays onto established project control.

TASK 4.3 EL CAMINO REAL TOPOGRAPHIC AND BOUNDARY MAP
Once the topographic and boundary base is complete, CSW|ST2 will prepare a topographic map that depicts all collected data and includes spot elevations, notes, annotation, boundary evidence, bearings/distances, right of way widths and appropriate references for all research performed.

PHASE FIVE
TASK 5 RECORD OF SURVEY PER STATE LAW
After the boundary surveys of phases 2 through 4 are complete we will memorialize the boundary survey work we did as required by state law, specifically 8762 of the Professional Land Surveyors’ Act by filing a multi paged Record of Survey with the County and go through the County Department of Public Works review process.

TASK 5.1 PREPARING A MULTI-PAGE RECORD OF SURVEY
CSW|ST2 will prepare a Record of Survey in compliance with the professional land surveyors act (business and profession code) as described in section 8762. The Record of Survey will show all found monuments, how the boundary was established, right of way locations, right of way widths, bearings and distances of property lines and ties for future retracement and the process we did for establishing boundaries throughout the area. The Record of Survey will be submitted to the County and will go through the review process. Once the review process is complete we will record a mylar with the County recorders office.

TASK 5.2 GOVERNMENT FEES
This line item is to capture government fees for reviewing the Record of Survey and government fee for recording the record of survey. We do not know the exact cost required as its additional per sheet, but we are anticipating government fees to be approximately $1,800.

SCHEDULE
CSW/ST2 can begin work immediately after receiving approval from the City. The following summarizes our anticipated delivery schedule if we were to tackle each Phase subsequently one

8.h
June 24, 2024

Packet Pg. 116

Page 7 ends

P:\Shared\Projects\2022\2200004 City of San Carlos Downtown Specific Area Plan\DOC\100 Administration\101 Proposal\PP-2024-05-01-STICKLEY-WRT-SURVEY.docx after another. We understand that there could be gaps between each phase dependent on direction from the City.

Notice to Proceed June 25th after board
approval on June 24th
Complete Task 1 July 22, 2024
Complete Task 2 August 16, 2024
Complete Task 3 September 20, 2024
Complete Task 4 October 30, 2024
Complete Task 5 November 29, 2024

COMPENSATION
CSW/ST2 agrees to provide the services described above on a time and expense basis, in accordance with our current Hourly Rates and Billing Policy, a copy of which is enclosed. Please allow a total not to exceed and summarized in the following budgets per task:

Task Description Cost
1 Phase One – Aerial Survey $10,256

2.1 Phase Two – Topography $29,120

2.2 Phase Two – Boundary $10,880

2.3 Title Reports for 3 Properties $1,950

3.1 Phase Three – Topography $36,880

3.2 Phase Three – Boundary $17,320

4.1 Phase Four - Topography $25,232

4.2 Phase Four - Boundary $11,360

5.1 Record of Survey $12,420

5.2 Government Fees $1,800
TOTAL $157,218

ASSUMPTIONS
In preparation of this scope of work, we have made the following assumptions.

1. Detailed topography is not needed in streets not highlighted in orange with the exception of EL Camino Real. We are happy to add or omit work as needed and can adjust our proposal accordingly.

2. We will be able to get extensions from the County Surveyor to include all boundary survey work in a single multiple page Record of Survey.

3. The client will authorize this scope of work by their contract or a CSW/ST2 standard agreement.

4. For tasks requested not included in our scope of work, CSW/ST2 will complete these services with approval of the client on a time and materials basis per our attached rate schedule.

8.h
June 24, 2024

Packet Pg. 117

Page 8 ends

P:\Shared\Projects\2022\2200004 City of San Carlos Downtown Specific Area Plan\DOC\100 Administration\101 Proposal\PP-2024-05-01-STICKLEY-WRT-SURVEY.docx

SERVICES AND STANDARD OF CARE
CSW/ST2’s services shall be limited to those expressly set forth above. We shall have no other obligations or responsibilities for the project except as agreed to in writing, or as provided in this agreement. CSW/ST2’s services shall be provided consistent with, and limited to, the standard of care applicable to such services. CSW/ST2 shall provide its services consistent with the professional skill and care ordinarily provided by consultants practicing in the same or similar locality under the same or similar circumstances.

CSW|ST2 provides services for a variety of agencies and clientele in this vicinity. To our knowledge, none present a conflict of interest to our serving on this project team. If you have specific concerns, please call and I will provide any additionally required information. Thank you for the opportunity in supporting the development of your project.

We look forward to working with you and your team. If I can provide any additional information, please contact me at (707) 479-5112 or by email at [email protected].

Sincerely,
CSW/ST2
Josh Woelbing
Senior Project Manager / Survey Manager
P.L.S. #9387, s.U.A.S. Remote Pilot #4117625

8.h
June 24, 2024

Packet Pg. 118

CITY COUNCIL

STAFF REPORT
MEETING DATE: June 24, 2024
ITEM TITLE: Adopt a Resolution Authorizing the City Manager to Sign an Amendment to Extend the School District Field Maintenance Agreement through December 31, 2024.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution authorizing the City Manager to sign an amendment to extend the School District Field Maintenance Agreement (“Agreement”) through December 31, 2024.

FISCAL IMPLICATIONS:

The San Carlos School District (“District”) agrees to reimburse the City $8,852.64 per month for maintenance services for the sports fields at Tierra Linda, Central, and Heather Schools to meet the minimum maintenance standard per the Agreement. Additionally, the District agrees to reimburse the City $900 per month for materials and supplies. The City’s current parks maintenance contractor will perform the maintenance at the school fields.

BACKGROUND:

In 2016, the District and the City entered into an agreement to combine efforts to maintain fields in order to gain some efficiencies and uniformity of maintenance to provide the sports groups with high quality fields. In 2018, the Agreement was extended by both parties through June 30, 2024.

Following the implementation of routine, bi-weekly field maintenance and annual field renovation, the quality of the ballfields at each school site has improved. As a result of the uniformity of the quality of fields between the City and District, the City is able to maximize scheduling of community groups.

ANALYSIS:

The City and District Agreement regarding the maintenance and scheduling of athletic fields include Tierra Linda, Central, and Heather school sites. The Agreement is scheduled to terminate on June 30, 2024. This amendment would extend the agreement for an additional six months until December 31, 2024, and would update the costs and description of work to be performed for the period of July 1, 2024, though December 31, 2024. This extension would allow the City time to work with the San Carlos School District to develop a successor agreement, with a goal of improving outcomes for the City, the District, and the San Carlos community as a whole.

This item was on the June 13, 2024 San Carlos School District Board agenda. The amendment

8.i
June 24, 2024

Packet Pg. 119

was unanimously approved by the Board.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution authorizing the City Manager to sign an amendment to extend the School District Field Maintenance Agreement through December 31, 2024; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Amy Newby, Parks & Recreation Director
Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Resolution

2. Amendment to the Agreement

8.i
June 24, 2024

Packet Pg. 120

RESOLUTION NO. 2024 – ____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS

AUTHORIZING THE CITY MANAGER TO SIGN AN AMENDMENT TO EXTEND THE SCHOOL DISTRICT FIELD USE AGREEMENT THROUGH DECEMBER 31, 2024.

WHEREAS, in 2016, the San Carlos School District (“District”) and the City of San Carlos (“City”) entered into an agreement to combine field maintenance efforts in order to gain efficiencies and uniformity of maintenance; and

WHEREAS, in 2018, the agreement was extended by both parties through June 30, 2024; and

WHEREAS, the City and District agreement regarding the maintenance and scheduling of athletic fields includes Tierra Linda, Central, and Heather school sites; and

WHEREAS, the agreement is scheduled to terminate on June 30, 2024; and

WHEREAS, this amendment would extend the agreement for an additional six months through December 31, 2024; and

WHEREAS, the District agrees to reimburse the City $8,852.64 per month for maintenance services and $900 per month for materials for maintenance of the sports fields at Tierra Linda, Central, and Heather Schools to meet the minimum maintenance standards per the agreement; and

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby authorizes the City Manager to sign an amendment to the School District Field Maintenance Agreement from July 1, 2024 through December 31, 2024.
* * * * *
I, City Clerk Crystal Mui, hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the City of San Carlos at a scheduled meeting thereof held on the 24th day of June 2024, by the following vote:
________________________________
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos
AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

8.i
June 24, 2024

Packet Pg. 121

8.i
June 24, 2024

Packet Pg. 122

8.i
June 24, 2024

Packet Pg. 123

8.i
June 24, 2024

Packet Pg. 124

8.i
June 24, 2024

Packet Pg. 125

CITY COUNCIL

STAFF REPORT
MEETING DATE: June 24, 2024
ITEM TITLE: Reappoint Jim Iacoponi and David Roof to Continue Serving on the Planning and Transportation Commission Until an Appointment is Made.

RECOMMENDATION:

Staff recommends that the City Council reappoint Jim Iacoponi and David Roof to continue serving on the Planning and Transportation Commission until an appointment is made.

FISCAL IMPLICATIONS:

None.

BACKGROUND:

Jim Iacoponi and David Roof were appointed by the City Council on May 22, 2018 to serve on the Planning and Transportation Commission (PTC). They have each served for two consecutive three-year terms and will therefore meet their six-year term limit on June 30,2024.

In March 2024, staff began recruiting to fill these commission seats, however, due to an insufficient pool of qualified applications by the May 17, 2024 filing deadline, staff extended the filing period to August. With this extension, the earliest that the two seats on the PTC could be filled would be after August 28, leaving the PTC to function with only three members for at least two of its meetings.

It is important for the success of our commissions to have full membership. Thus, at its June 10, 2024 meeting, the City Council introduced Ordinance 1616 to add a provision to the Municipal Code that would provide the Council with the ability to extend a commissioner’s length of service if they anticipate a commission seat will not be filled before the commissioner’s term expires, or to allow for a temporary reappointment after the term has expired.

ANALYSIS:

Ordinance 1616 will be brought to the Council for its second reading on June 24. If adopted that evening, the Ordinance will be effective 30 days after.

Should Ordinance 1616 be adopted on June 24, staff recommends that the City Council reappoint Jim Iacoponi and David Roof, effective July 25, 2024, to continue serving on the PTC until an appointment is made. Both Mr. Iacoponi and Mr. Roof have noted their interest and availability to continue to serve for this additional time.

8.j
June 24, 2024

Packet Pg. 126

ALTERNATIVES:

The alternatives available to the City Council include:

1. Reappoint Jim Iacoponi and David Roof to continue serving on the PTC until an appointment is made; or

2. Do not reappoint Jim Iacoponi nor David Roof to the PTC; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Crystal Mui, City Clerk
Approved for submission by:
_______________________
Jeff Maltbie, City Manager

8.j
June 24, 2024

Packet Pg. 127

CITY COUNCIL

STAFF REPORT
MEETING DATE: June 24, 2024
ITEM TITLE: Adopt a Resolution Authorizing the City Manager to Execute a Three- Year Agreement for Products and/or Services with Folger Graphics for Activity Guide Printing Services with an Option to Renew for Two Additional Years in an Amount Not to Exceed $173,400.20.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution authorizing the City Manager to execute a three-year agreement for products and/or services with Folger Graphics for activity guide printing services with an option to renew for two additional years in an amount not to exceed $173,400.20.

FISCAL IMPLICATIONS:

There is no fiscal impact and no additional appropriation is necessary for Fiscal Year (FY) 2024-

25. Activity guide printing services for the Parks and Recreation Department’s programs have been included as a part of the Adopted Budget. The first-year contract cost of $28,528.72 will be covered by the adopted FY 2024-25 operating budget. The included contingency allows for unforeseen changes or additions to the seasonal activity guide.

Fiscal Year Contract Amount Contingency
(10%)
FY 2024-25 $ 28,528.72 $ 2,852
FY 2025-26 $ 29,955.16 $ 2,995
FY 2026-27 $ 31,452.92 $ 3,145
FY 2027-28 $ 33,025.56 $ 3,302
FY 2028-29 $ 34,676.84 $ 3,467
Total $ 157,639.20 $ 15,761
Total Contract Amount $ 173,400.20
BACKGROUND:

The City currently issues a printed seasonal Guide to Good Living (“Guide”) four times per year.

The fall, winter, and spring/summer guides are 56-page activity guides with a glossy four-page cover. The Parks and Recreation Department also prints a separate, 36-page Summer Camp Guide for the community before the January summer camp registration date and prior to the seasonal spring/summer guide mailing. Parks and Recreation has utilized printing services to

8.k
June 24, 2024

Packet Pg. 128

print, bind, and deliver the guides each season.

Content in the activity guides include Parks and Recreation Department information, a community calendar, community programs, fee-based recreation classes and camps, and listings of community events that occur throughout the year. The Guide is considered one of Parks and Recreation’s most visible and accessible forms of marketing, as it is mailed to all households each season.

ANALYSIS:

A request for proposals (RFP) was released on May 10, 2024, to secure proposals for activity guide printing services. Two vendors responded to the RFP with proposals by the deadline and each vendor was ranked based on set criteria for the services requested.

Both proposals were reviewed by staff and evaluated to determine which vendor met all requirements, as well as to consider proposal pricing. Of the two proposals received, Folger Graphics met all the requirements for the services requested and proposed the lowest cost. In addition, Folger Graphics is the printing services vendor Parks and Recreation has used for the last several years and with whom City staff has established a positive and efficient working relationship. Therefore, staff recommends that Folger Graphics be selected to continue to provide activity guide printing services.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution authorizing the City Manager to execute a three-year agreement for products and/or services with Folger Graphics for activity guide printing services with an option to renew for two additional years in an amount not to exceed $173,400.20; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Amy Newby, Parks & Recreation Director
Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Resolution

2. Folger Graphics Proposal

8.k
June 24, 2024

Packet Pg. 129

RESOLUTION NO. 2024 – ____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS

AUTHORIZING THE CITY MANAGER TO EXECUTE A THREE-YEAR AGREEMENT FOR

PRODUCTS AND/OR SERVICES WITH FOLGER GRAPHICS FOR ACTIVITY GUIDE

PRINTING SERVICES WITH AN OPTION TO RENEW FOR TWO ADDITIONAL YEARS IN AN AMOUNT NOT TO EXCEED $173,400.20.

WHEREAS, the City currently issues a printed seasonal Guide to Good Living four times per year; and

WHEREAS, the Parks and Recreation Department has utilized printing services to print, bind, and deliver the guides each season; and

WHEREAS, content in the activity guides includes Parks and Recreation Department information, a community calendar, community programs, fee-based recreation classes and camps, and a listing of community events that occur throughout the year; and

WHEREAS, a request for proposals (RFP) was released on May 10, 2024 to secure proposals for activity guide printing services; and

WHEREAS, proposals were reviewed by staff and evaluated to determine which vendor met all requirements; and

WHEREAS, staff recommends that Folger Graphics be selected to provide activity guide printing services.

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby authorizes the City Manager to execute a three-year agreement for products and/or services with Folger Graphics for activity guide printing services with an option to renew for two additional years in an amount not to exceed $173,400.20.
* * * * *
I, City Clerk Crystal Mui, hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the City of San Carlos at a scheduled meeting thereof held on the 24th day of June 2024, by the following vote:
________________________________
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos
AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

8.k
June 24, 2024

Packet Pg. 130

8.k
June 24, 2024

Packet Pg. 131

8.k
June 24, 2024

Packet Pg. 132

8.k
June 24, 2024

Packet Pg. 133

8.k
June 24, 2024

Packet Pg. 134

8.k
June 24, 2024

Packet Pg. 135

8.k
June 24, 2024

Packet Pg. 136

CITY COUNCIL

STAFF REPORT
MEETING DATE: June 24, 2024
ITEM TITLE: Adopt a Resolution Authorizing the City Manager to Execute a Three- Year Agreement for Products and/or Services with Studio Em for Activity Guide Publishing Services with an Option to Renew for Two Additional Years in an Amount Not to Exceed $87,361.22.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution authorizing the City Manager to execute a three-year agreement for products and/or services with Studio Em for activity guide publishing services with an option to renew for two additional years in an amount not to exceed $87,361.22.

FISCAL IMPLICATIONS:

There is no fiscal impact and no additional appropriation is necessary for Fiscal Year (FY) 2024-

25. Activity guide publishing services for the Parks and Recreation Department programs is included in the annual operating FY 2024-25 budget. The included contingency allows for unforeseen changes/additions to the seasonal activity guides.

Fiscal Year Contract Amount Contingency (10%)
FY 2024-25 $14,841 $ 1,484
FY 2025-26 $14,841 $ 1,484
FY 2026-27 $16,041.38 $ 1,604
FY 2027-28 $16,848.92 $ 1,684
FY 2028-29 $16,848.92 $ 1,684
Total $79,421.22 $ 7,940
Total Contract
Amount
$87,361.22
BACKGROUND:

The City currently issues a printed seasonal Guide to Good Living four times per year. The fall, winter, and spring/summer guides are 56-page activity guides with a glossy four-page cover. The Parks and Recreation Department also prints a separate, 36-page Summer Camp Guide that is offered to the community before the January summer camp registration date, prior to the seasonal spring/summer guide mailing. Parks and Recreation has utilized publishing services to design the look and feel of the guides each season. Over the years, staff have worked with the publishing firm to reimagine the design of the guide to stay fresh and current.

8.l
June 24, 2024

Packet Pg. 137

Content in the activity guides include Parks and Recreation Department information, a community calendar, a listing of community programs, fee-based recreation classes and camps, and community events that occur throughout the year. The guide is considered one of Parks and Recreation’s most visible and accessible forms of marketing, as it is mailed to every households each season.

ANALYSIS:

A request for proposals (RFP) was released on May 10, 2024, to secure proposals for activity guide publishing services. Four vendors responded to the RFP with proposals by the deadline and each vendor was ranked based on set criteria for the services requested.

All proposals were reviewed and evaluated by Parks and Recreation staff to determine which vendor met all requirements and consider proposal pricing. Of the four proposals received, Studio Em met all the requirements for the services and proposed the lowest cost. In addition, Studio Em is the publishing services vendor Parks and Recreation has used for the last several years.

Therefore, staff recommends that Studio Em be selected to continue to provide activity guide publishing services.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution authorizing the City Manager to execute a three-year agreement for Products and/or Services with Studio Em for Activity Guide Publishing Services with an option to renew for two additional years in an amount not to exceed $87,361.22; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Amy Newby, Parks & Recreation Director
Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Resolution

2. Studio Em Proposal

8.l
June 24, 2024

Packet Pg. 138

RESOLUTION NO. 2024 – ____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS

AUTHORIZING THE CITY MANAGER TO EXECUTE A THREE-YEAR AGREEMENT FOR

PRODUCTS AND/OR SERVICES WITH STUDIO EM FOR ACTIVITY GUIDE PUBLISHING

SERVICES WITH AN OPTION TO RENEW FOR TWO ADDITIONAL YEARS IN AN AMOUNT NOT TO EXCEED $87,361.22.

WHEREAS, the City currently issues a printed seasonal Guide to Good Living four times per year; and

WHEREAS, the Parks and Recreation Department has utilized publishing services to design the look and feel of the guides each season; and

WHEREAS, content in the activity guides include Parks and Recreation Department information, a community calendar, information about community programs, fee-based recreation classes, and camps, and community events that occur throughout the year; and

WHEREAS, a request for proposals (RFP) was released on May 10, 2024 to secure proposals for activity guide printing services; and

WHEREAS, proposals were reviewed by staff and evaluated to determine which vendor met all requirements; and

WHEREAS, staff recommends that Studio Em be selected to provide activity guide publishing services.

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby authorizes City Manager to execute a three-year agreement for products and/or services with Folger Graphics for activity guide printing services with an option to renew for two additional years in an amount not to exceed $87,361.22.
* * * * *
I, City Clerk Crystal Mui, hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the City of San Carlos at a scheduled meeting thereof held on the 24th day of June 2024, by the following vote:
________________________________
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos
AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

8.l
June 24, 2024

Packet Pg. 139

STUDIO EM | 974 Yorkshire Drive, Los Altos, CA 94024 | 650.962.9200 | [email protected] | studioem.com City of San Carlos

REQUEST FOR PROPOSAL
Activity Guide Publishing Services
Presented to
Tyler Muela
Recreation Manager
May 22, 2024

TABLE OF CONTENTS
Scope of Project 1
Statement of Qualifications 2
Pertinent References 3
Samples 4
Approach to Scope of Work 7
Page Redesign 8
Cost Proposal Per Issue 12
Cost Proposal Per Calendar Year 12
Cost Proposal Per Full 2-Year Term of Contract 12
Cost for Additional Marketing Materials 12
Insurance Certification 13
Confirmation of Receipt of IRFP Attachments and Appendices 14 Additional Questions 14
Presented by John Verducci

8.l
June 24, 2024

Packet Pg. 140

STUDIO EM | 974 Yorkshire Drive, Los Altos, CA 94024 | 650.962.9200 | [email protected] | studioem.com Tyler Muela
Recreation Manager
City of San Carlos
600 Elm Street
San Carlos, CA 94070
City of San Carlos RFP for Activity Guide Publishing Services Dear Tyler,
It’s been a long time! Hope you are doing well. Thank you for the opportunity to bid on this project. Below you will find the information as requested in your RFP document.

CONFIRMATION OF RECEIPT OF RFP ATTACHMENTS AND APPENDICES I acknowledge receipt of the complete RFP including the instructions for submittal as well as all attachments and appendices:

E xhibit A – Agreement for Products and/or Services
A ppendix A – Proposer Checklist
A ppendix B – Cost Proposal Worksheet
Signature
John Verducci
Name
650-962-9200 j [email protected]
Telephone Email
Owner
Title
May 22, 2024
Date
560-61-8506
Tax ID Number

ADDITIONAL QUESTIONS
If there are any additional questions or if you need more information on any of the items presented, please contact me at 650-962-9200 or [email protected] .

Sincerely,
John Verducci

8.l
June 24, 2024

Packet Pg. 141

COMPANY INFORMATION AND BACKGROUND
Business Information
John Verducci dba Studio Em Graphic Design
974 Yorkshire Drive
Los Altos, CA 94024
650.962.9200
[email protected]
studioem.com
Number of Years in Operation

......................................................................................................................................... 34 Years Total Current Number of Employees

........................................................................................................................................... 1 Organization
Studio Em has been in business for 34 years. Located in Los Altos, we have been providing the Bay Area and beyond with graphic design services for both digital and print industries. John Verducci has been the art director and lead designer since the company’s inception and has a Bachelor of Science degree from Stanford University.

Contact Information
John Verducci is the sole contact and person who will work on these projects. 650.962.9200 [email protected]
Financial Strength
Studio Em has never been unable to fulfill a contract in 34 years of business.

Portfolio
Full set of samples from all clients available to view online at studioem.com/work Experience with Activity Guides
Studio Em is very familiar with marketing to recreational activities and the specific populations mentioned in the RFP as we are currently designing the Activity Guides for the following municipalities:
•
T
he City of Sunnyvale •
T
he City of San Carlos •
T
he City of Santa Cruz
Studio Em has previously designed the Activity Guides for the Towns of Los Gatos and Saratoga.

Design samples are on the following pages.

8.l
June 24, 2024

Packet Pg. 142

ACTIVITY GUIDE SAMPLES
City of San Carlos
Studio Em has been producing the City of San Carlos Activity Guide since the Fall of 2019. As you know, the City of San Carlos delivers raw data exported from their camp software and sends the file to us. It is then used to format the guide following the City of San Carlos style guide.

THE SAN CARLOS
INDUSTRIAL ARTS DISTRICT – BAYPORT AVENUE AT VARIAN STREET Sundays, 9 a.m. to 1 p.m.

No Pets Please.

FAMILY

CARPENTRY CLASS
Saturday, June 19th
1:00 p.m. – 4:00 p.m.

Join us for a special Father’s Day workshop and let’s build together! Choose your project: the tool box for your workroom or a planter box for the garden. Child must be accompanied by an adult.

Ages: 5+
Cost: $50/per participant
Course: 13566
Location: Les Mundell Grove
For more information, call (650) 802-4122

STARS AND
STRIPES 5K
Presented by San Carlos Parks & Recreation and Parks &
Recreation Foundation of San Carlos
Looking for a fun way to celebrate Independence Day?
Break out your red, white, and blue, and join your neighbors for the Stars and Stripes 5K (virtual) Fun Run! Participants will receive a commemorative t-shirt, medal, and
running bib.

Deadline to register is June 20th
Fee: $20
Course: 13565
For more information, call (650) 802-4122
*******ECRWSSEDDM*******

RESIDENTIAL CUSTOMER
San Carlos, CA 94070
www.cityofsancarlos.org
Parks and Recreation
Foundation of San Carlos
600 Elm Street
San Carlos, CA 94070

NON-PROFIT
U.S. POSTAGE
PAID

SAN CARLOS, CA
PERMIT NO. 48

YOUTH CENTER BLOOD
DRIVES
Presented by San Carlos Parks & Recreation and in partnership with the Community Foundation of San Carlos.

Help COVID-19 patients: all blood donations are tested for antibodies.

We’ll let you know your results and how your plasma could help! Saturday, June 5th
Saturday, July 31st 9:00 a.m. to 3:00 p.m.

Saturday, August 28th
For more information and to schedule an
appointment, visit cityofsancarlos.org/yac
Ribs
on the Run
SATURDAY JULY 31
Cost Per Person: $50
Drive up, pick up and eat up a delicious BBQ rib dinner sponsored by the Friends of the San Carlos Adult Community Center.

Pick up curbside at the San Carlos Adult Community Center, 5:00 – 6:00 p.m. Order online starting June 14 at friendsoftheacc. org/2021-ribsontherun
Friends of the ACC is a 501©3 non-profit organization and all proceeds benefit San Carlos Adult Community Center
Summer movie nightS
Presented by San Carlos Parks & Recreation and Parks & Recreation Foundation of San Carlos Come out to Burton Park for FREE outdoor family movies! Bring lawn chairs and blankets and enjoy an evening of outdoor entertainment. Movies begin at sunset, approximately 8:30 p.m.

FOR MORE INFORMATION, CALL (650) 802-4382
Friday, June 25
The Croods –
A New Age
Friday, July 16
Onward
Friday, August 20
Raya and the
Last Dragon
San Carlos Parks & Recreation | (650) 802-4382

ADVENTURE CAMPS
Weekly Day Camps throughout the summer for kids
ages 4-12 years. Join friends – and make new friends –
in these summer camps filled will all sorts of fun ad-
ventures. Drop your campers off between 8:00 a.m. –
9:00 a.m., camp activities will begin at 9:00 a.m.

Wee Woods Adventure Camp (Ages 4-5 yrs)
Come play with us this summer at San Carlos Wee Woods
Camp! Trained and experienced staff will lead children
through daily adventures of songs, crafts, games, and outdoor activities. Each week, campers will enjoy activities planned around fun themes, such as Colors of the Rainbow, Disney, Around the World and more! Campers should wear layered
play clothes and closed-toe shoes, and bring a snack, bagged lunch, and water each day. Completed Medical Release and Liability forms are required on first day of camp. Staff to camper ratio is 1:6. Drop off at the San Carlos Youth Center (1001 Chestnut) between 8:00 a.m. – 9:00 a.m. Camp
activities will begin at 9:00 a.m.

San Carlos Youth Center
Half Day Fee: $135 ($105 week of 6/29 – 7/2*)
M-F, 8:00 a.m. – 12:00 p.m.

Full Day Fee: $269 ($209 week of 6/29 – 7/2*)
M-F, 8:00 a.m. – 4:00 p.m.

Theme Dates Half Day Full Day
Week 1 Animal Planet 6/15 – 6/19 11397 11388
Week 2 Around the World 6/22 – 6/26 11398 11389
Week 3* Wild West 6/29 – 7/2 11399 11390
Week 4 Disney 7/6 – 7/10 11400 11391
Week 5 Heroes 7/13 – 7/17 11401 11392
Week 6 Olympics 7/20 – 7/24 11402 11393
Week 7 Colors of the Rainbow 7/27 – 7/31 11403 11394
Week 8 Pirates 8/3 – 8/7 11404 11395
Week 9 Blast from the Past 8/10 – 8/14 11405 11396
Burton Adventure Camp (Ages 6-8 yrs)
Discover the wonders of summer with San Carlos Burton
Adventure Camp! Trained and experienced staff will lead campers through daily adventures of songs, games, and
outdoor activities. Each Thursday campers will enjoy an age- appropriate, off-site field trip, which will be chaperoned by Parks & Recreation Camp Staff. Wear layered play clothes and closed-toe shoes, and bring a snack, bagged lunch, and water each day. Thursdays may end later due to fieldtrips. Completed Medical Release and Liability forms are required on the first day of camp. Staff to camper ratio is 1:8. Drop off at the San Carlos Youth Center (1001 Chestnut) between 8:00 a.m. – 9:00 a.m. Camp activities will begin at 9:00 a.m. Pick up at the east-end of Burton field near the bleachers.

Burton Park
Fee: $269 ($209 week of 6/29 – 7/2*)
M-F, 8:00 a.m. – 4:00 p.m.

Thursday camp times vary depending on field trip
Theme Dates Field Trip Code
Week 1 Animal Planet 6/15 – 6/19 Great America 11379
Week 2 Around the World 6/22 – 6/26 Raging Waters 11380 Week 3* Wild West 6/29 – 7/2 Cole Canyon 11326
Week 4 Disney 7/6 – 7/10 Santa Cruz 11381
Week 5 Heroes 7/13 – 7/17 Lost World Adv. 11329
Week 6 Olympics 7/20 – 7/24 Raging Waters 11330
Week 7 Colors of the Rainbow 7/27 – 7/31 Great America 11331 Week 8 Pirates 8/3 – 8/7 Aqua Adventures 11332
Week 9 Blast from the Past 8/10 – 8/14 Blackberry Farm 11334 Adventure Camps Cancellation Policy
Camps cancelled by participant at least two weeks prior to the camp start date will receive a refund minus a $16 refund fee per camp. No refund will be issued within two weeks of the camp start date or after camp begins. However, your satisfaction matters most to us and circumstances will be considered on a case-by-case basis. Participants who are dissatisfied with a program for any reason must fill out a program evaluation prior to receiving a refund so we make the camp better in the future.

Arguello Camp (Ages 9 – 12 yrs)
Tweens will enjoy team-building games, creative craft projects, outdoor activities, water games and more. Campers will venture on field trips Tuesdays and Thursdays chaperoned by Parks & Recreation Camp Staff. We will be swimming at Carlmont High School on Wednesday afternoons. Thursdays may end
later due to fieldtrips. Wear layered play clothes and closed-toe shoes, and bring a snack, bagged lunch, and water each day.

Completed Medical Release and Liability forms are required on first day of camp. Drop off between 8:00 a.m. – 9:00 a.m. at Arguello Park. Camp activates will begin at 9:00 a.m.

Arguello Park
Fee: $299 ($239 week of 6/29 – 7/2*)
M-F, 8:00 a.m. – 4:00 p.m.

Thursday camp times vary depending on field trip
Theme Dates Field Trips Code
Week 1 Animal Planet 6/15 – 6/19 Golfland 11323
Great America
Week 2 Around the World 6/22 – 6/26 Pacifica Beach 11324 Raging Waters
Week 3* Wild West 6/29 – 7/2 Laser Tag 11326
Cole Canyon
Week 4 Disney 7/6 – 7/10 Sky High 11328
Santa Cruz
Week 5 Heroes 7/13 – 7/17 Bel-Mateo 11329
Lost World Adventures
Week 6 Olympics 7/20 – 7/24 Golfland 11330
Raging Waters
Week 7 Colors of the Rainbow 7/27 – 7/31 Boomers 11331
Great America
Week 8 Pirates 8/3 – 8/7 Rockin’ Jump 11332
Aqua Adventures
Week 9 Blast from the Past 8/10 – 8/14 Movies 11334
Blackberry Farm
Looking to Volunteer this
Summer? (Ages 12-16)
8/3-8/7
Fee: $210
Things That Matter Camp introduces San Carlos
youth to local non-profit organizations. This week-
long camp will allow participants to visit various
non-profits incluidng Jasper Ridge Farm and Kainos.

Participants can earn community service hours
during the time that they are actively volunteering
and must attend every day of camp. For more
information on how you can make a difference visit:
www.cityofsancarlos.org/Volunteen
PM Care
Are you looking for afternoon options for your camper?
Adventure Camp offers extended care options for Wee Woods, Burton and Arguello. Qualified staff will provide a variety of games & activities. Extend your child’s Summer Camp by
registering for the PM care!
Fee: $36 ($30 week of 6/29 – 7/2*)
M-F, 4:00 p.m. – 6:00 p.m.

Dates Wee Woods/Burton Arguello
Week 1 6/15 – 6/19 11313 11299
Week 2 6/22 – 6/26 11314 11300
Week 3* 6/29 – 7/2 11315 11301
Week 4 7/6 – 7/10 11316 11302
Week 5 7/13 – 7/17 11317 11303
Week 6 7/20 – 7/24 11318 11304
Week 7 7/27 – 7/31 11319 11305
Week 8 8/3 – 8/7 11320 11306
Week 9 8/10 – 8/14 11321 11311
Camp L.I.T.E Program
Leader In Training Education (Ages 13-17 yrs)
San Carlos Parks and Recreation is looking for confident, enthusiastic, and responsible teens to be leaders in training (L.I.T.E.s) at our Summer Adventure Camps and Science
Camps. If you enjoy working with children and want to learn valuable job and leadership skills working with our trained Day Camp Leaders, you can apply! This is a great way to fulfill service hours or simply to get work experience. L.I.T.Es will assist with both the supervision of campers and the daily operation of camp. Applicants must be least 13 years old by the first day of camp. A mandatory training will be held on Friday, June 12 from 9:00 a.m. – 1:00 p.m.

Fees: $50/week- Science Camp
(9:00 a.m. – 1:00 p.m.)
$25/week – Wee Woods Half Day
(8:00 a.m. – 12:30 p.m.)
$50/week – Wee Woods Full Day
(8:30 a.m. – 3:30 p.m.)
$75/week – Burton and Arguello full day camp
(8:30am-3:30pm)
Thursday Camp may start or end earlier depending on field trip.

How to Apply: Applications available online and at the
San Carlos Youth Center beginning March 2nd. Completed
applications due by March 31st to the San Carlos Youth Center or [email protected]. Interviews will be held week of April 6th. For more information call the San Carlos Youth Center at (650) 802-4471.

ADVENTURE CAMPS

ADVENTURE CAMPS
San Carlos Parks & Recreation | ( 650) 802-4382 Summer 2020 | Register online at cityofsancarlos.org/register 54 CLUB ED CAMPS
Looking for something interesting and fun to do
this summer? We offer a variety of camps such
as creative arts, crafts, performing arts, cooking,
science, language, engineering, and more …
there’s something for everyone!
Camp Cancellation Note
Oh, no! Why did they cancel that camp?
Sometimes camps are canceled because people wait
too long to register. Please register early to avoid
disappointment!
Cooking Camps

JUNIOR CHEF STARS CAMPS
Culinary Passport (Ages 7-12 yrs)
Calling all chefs from across the globe! We’ve got your passport ready. Take your taste buds on a tour around the globe and enjoy flavorful favorites from each country we visit. This camp will teach them important kitchen skills as we introduce them to the richness of the cuisines and cultures from around the world. This camp features both savory and sweet recipes.

A $50 materials fee is payable to the instructor on the first day of camp.

Junior Chef Stars Instructors
Youth Center Kitchen
Resident: $260 Non-resident: $280
11225 M-F 9:00 a.m. – 12:00 p.m. 5 days 6/22 – 6/26
Insane Eats (Ages 7-12 yrs)
Are you crazy about cooking? So are we, so much so that its Guinness Book of World Record worthy. From the largest pulled pork nacho, to a sky-high cupcake tower, and some wacky flavors that are sure to have you thinking outside the bun. This camp is sure to have your mind blown with each new insanely delicious creation. A $50 materials fee is payable to the instructor on the first day of camp.

Junior Chef Stars Instructors
Youth Center Kitchen
Resident: $260 Non-resident: $280
11226 M-F 1:00 p.m. – 4:00 p.m. 5 days 6/22 – 6/26
Cupcake Masters (Ages 7-12 yrs)
What’s sweeter than a bounty of delicious and beautiful cupcakes hand crafted by your own Junior Chef? You will learn the ways of a true cupcake artist! Students will mix, bake, design and complete delectable cupcakes that will showcase their creativity and taste absolutely divine! A $50 materials fee is payable to the instructor on the first day of camp.

Junior Chef Stars Instructors
Youth Center Kitchen
Resident: $260 Non-resident: $280
11227 M-F 9:00 a.m. – 12:00 p.m. 5 days 7/6 – 7/10
Taste of Fame (Ages 7-12 yrs)
Do you ever wonder what your favorite celebrity chefs crave? In this week long camp, your Jr. Chef will explore the palates of many different celebrity chefs like Guy Fieri, Alton Brown, Gordon Ramsey and many more! We will create some amazing dishes loved by these celeb chefs and learn culinary skills that are sure to impress. A $50 materials fee is payable to the instructor on the first day of camp.

Junior Chef Stars Instructors
Youth Center Kitchen
Resident: $260 Non-Resident: $280
11228 M-F 1:00 p.m. – 4:00 p.m. 5 days 7/6 – 7/10
Let Them Eat Cake (Ages 7-12 yrs)
Do you love to bake your cake and eat it, too? This five-day camp will cover basics such as how to properly prepare cake pans, the perfect cake recipe, and carving multiple layers. This course will then transition into a more advanced cake decorating lesson lessons from crumb coats to fondant. A $50 materials fee is payable to the instructor on the first day of camp.

Junior Chef Stars Instructors
Youth Center Kitchen
Resident: $260 Non-resident: $280
11229 M-F 9:00 a.m. – 12:00 p.m. 5 days 8/3 – 8/7
Tour de France (Ages 7-12 yrs)
Join us on a mouth-watering exploration of authentic and traditional French Cuisine with some delicious French classics.

This class will include sweet and savory dishes; everything from sauces, breads, soups, amazing meat dishes all the way to the perfect pate a choux. Come find out how to put a little ooh la la on your plate! A $50 materials fee is payable to the instructor on the first day of camp.

Junior Chef Stars Instructors
Youth Center Kitchen
Resident: $260 Non-resident: $280
11230 M-F 1:00 p.m. – 4:00 p.m. 5 days 8/3 – 8/7

COOKING ROUND THE WORLD CAMPS
Plate of Pixar (Ages 6-12 yrs)
The Incredibles, Toy Story, Moana, Ratatouille, Coco: Each of these films feature foods mentioned in Pixar films. We will be recreating those dishes while exploring the behind the scene stories about how animation works. Other activities include trivia game shows, stories and slide shows about Pixar films.

A $100 materials fee is payable to the instructor on the first day of camp. No camp 7/3.

Cooking Round The World Instructors
Youth Center Kitchen
Resident: $326 Non-resident: $346
11519 M-TH 9:00 a.m. – 4:00 p.m. 4 days 6/29 – 7/2
Harry Potter: Taste the Magic! (Ages 6-12 yrs)
From butterbeer pancakes to double double chocolate cauldron cake, campers will enjoy Hogwarts culinary delights! 100% hands on, children learn cooking techniques through a daily cooking demo. No nuts are used in any recipe. Other activities include themed games, stories, trivia, and slide shows. A $125 materials fee is payable to the instructor on the first day of camp.

Cooking Round The World Instructors
Youth Center Kitchen
Resident: $405 Non-resident: $425
11520 M-F 9:00 a.m. – 4:00 p.m. 5 days 7/13 – 7/17
Super Heroes (Ages 6-12 yrs)
Your child will not need super human powers to cook delicious dishes featured in Marvel and DC comics. From Hulk tacos to Shazam pizza, to Green Lantern matcha milkshake, to Teenage Mutant Ninja Turtle Pizza, to Batman nachos, and much more! No nuts are used in any recipe. Other activities include themed games, stories, trivia, and slide shows. A $125 materials fee is payable to the instructor on the first day of camp.

Cooking Round The World Instructors
Youth Center Kitchen
Resident: $405 Non-resident: $425
11521 M-F 9:00 a.m. – 4:00 p.m. 5 days 7/20 – 7/24
Celebrity Chefs (Ages 6-12 yrs)
TV Food Network Celebrity chefs like Bobby Flay, Rachel Ray, Gordon Ramsey, Giada DeLaurentiis, and Ree Drummond
all have their signature dishes. We will recreate those dishes and learn how these TV chefs became stars! 100% hands
on, children learn cooking techniques through a daily cooking demo. Other activities include themed games, stories, trivia and slide shows. A $125 materials fee is payable to the instructor on the first day of camp.

Cooking Round The World Instructors
Youth Center Kitchen
Resident: $405 Non-resident: $425
11522 M-F 9:00 a.m. – 4:00 p.m. 5 days 7/27 – 7/31
Performing Arts Camps
Magic Academy Camp (Ages 7-10 yrs)
Abracadabra – Sim Sala Bim! Get ready for five days of easy to do magic tricks! Campers will gain skills on how to put on their own short magic show. Learning magic tricks can develop self-confidence and ignite creativity. Each camper receives their very own bag of tricks with a wand, wizard hat, deck of cards, and several magic tricks to keep. A $20 materials fee is payable to the instructor on the first day of camp.

Larry Wertman Instructors
Central Middle School
Resident: $159 Non-resident: $179
11145 M-F 1:30 p.m. – 4:30 p.m. 5 days 7/6 – 7/10

CLUB ED CAMPS

CLUB ED CAMPS
San Carlos Parks & Recreation | ( 650) 802-4382 Summer 2020 | Register online at cityofsancarlos.org/register 76 YOUTH CAMPS

PARKS &

RECREATION
Summer 2020

8.l
June 24, 2024

Packet Pg. 143

STUDIO EM | 974 Yorkshire Drive, Los Altos, CA 94024 | 650.962.9200 | [email protected] | studioem.com CITY OF SAN CARLOS 2024 ACTIVITY GUIDE PUBLISHING SERVICES RFP | PAGE 5 OF 12 Sunnyvale Recreation Summer Camp/Aquatic Guide
Studio Em has been producing the City of Sunnyvale Activity Guide since the Fall of 2014. Each year, a special theme is chosen for this large summer guide. The City gives us the theme and we reformat the document to reflect the choice. In the sample below, the chosen theme was “Children Superheroes” and we set out to give the entire guide a refresh with that look and feel.

ARTS Camps
DANCE
Dance Camp
for Little Ones
Get introduced to various dance styles and help gain
flexibility, strength and spatial awareness all while having fun with creative movement. No prior dance experience is necessary. Class is designed to follow all applicable safety protocols in State and Santa Clara County health orders (whichever is stricter). Hand sanitizer will be available on- site. Participants are required to wear a face mask at all times and to read, understand and agree to the COVID-19 Informed Consent.

Location: Sunnyvale Theatre
Instructor: Starting Arts
Ages: 3 – 6 | M-F | $150/$1888
06/21 – 06/25 9:00 a.m. – 12:00 p.m. MACDGA.CA
Dance Camp
Adventure on a movement journey through various time
periods and dance styles. Campers will also work on
flexibility, strength and confidence through movement. No prior dance experience is necessary. Camp is designed to follow all applicable safety protocols in State and Santa Clara County health orders (whichever is stricter). Hand sanitizer will be available on-site. Participants are required to wear a face mask at all times and to read, understand and agree to the COVID-19 Informed Consent.

Location: Sunnyvale Theatre
Instructor: Starting Arts
Ages: 6 – 10 | M-F | $150/$188
06/28 – 07/02 9:00 a.m. – 12:00 p.m. MBCEGA.DA
Performing Arts
Hip Hop Songwriting
Learn all the major skills in hip hop songwriting. Get your creative juices flowing and explore the ins and outs of the songwriting process with friends. All equipment is provided.

All experience levels are welcome. Camp is designed to
follow all applicable safety protocols in State and Santa Clara County health orders (whichever is stricter). Hand sanitizer will be available on-site. Participants are required to wear a face mask at all times and to read, understand and agree to the COVID-19 Informed Consent.

Location: CNC Gym
Instructor: Youth Technology Incubator
Ages: 12-18 | M-F | FREE
06/14 – 06/18 1:00 p.m. – 4:00 p.m. MCCMVM.BA
Magic Academy
40 Abracadabra! Learn all new tricks for magicians of all skill levels. Discover how to make an object disappear, and read someone’s mind with a simple step-by-step method. Build confidence, creativity, and fine motor skills through practice and performing. Magicians receive supplies, including a wand, wizard’s hat and a selection of easy-to-perform tricks.

Camp is designed with a modification to follow all pertinent safety protocols to align with the most current State
Health or Santa Clara County order (whichever is stricter).

Hand sanitizer will be available on-site. Participants are required to wear a face mask at all times.

Location: Creative Arts Center Art Room
Instructor: Larry Wertman
Ages: 6 – 12 | M-F | $449/$499
06/14 – 07/02 1:00 p.m. – 4:00 p.m. MBCMOC.BA
07/26 – 08/13 1:00 p.m. – 4:00 p.m. MBCMOC.IA
Theater Camp for Little Ones
Get introduced to theater through acting games, creative movement and performance-based activities such as puppet- making and character creation. Class is designed with a modification to follow all pertinent safety protocols to align with the most current State Health or Santa Clara County order (whichever is stricter). Hand sanitizer will be available on-site. Participants are required to wear a face mask at all times.

Location: Sunnyvale Theatre
Instructor: Starting Arts
Ages: 3-6 | M-F | $150/$188
06/14 – 06/18 9:00 a.m. – 12:00 p.m. MACMVV.BA
Visual Arts
Documentary Filmmaking
This is your life and your world. Tell the world YOUR story.

Campers use the documentary genre to express their
voice as they shoot and edit their own film. All equipment is provided. No experience is necessary. Camp is designed to follow all applicable safety protocols in State and Santa Clara County health orders (whichever is stricter). Hand sanitizer will be available on-site. Participants are required to wear a face mask at all times and to read, understand and agree to the COVID-19 Informed Consent.

Location: CNC Gym
Instructor: Youth Technology Incubator
Ages: 12-18 | M-F | FREE
06/21 – 06/25 1:00 p.m. – 4:00 p.m. MCCBKO.CA
Pottery Camp

Learn basic pottery techniques, including hand building, wheel throwing, glazing and firing. Fees include clay, firing and glazes. Camp is designed with a modification to follow all pertinent safety protocols to align with the most current State Health or Santa Clara County order (whichever is
stricter). Hand sanitizer will be available on-site. Participants are required to wear a face mask at all times.

Location: Creative Arts Center Pottery Studio
Instructor: Sunnyvale Staff
Ages: 11 – 15 | $420/$470 | $144 Subsidized
07/12 – 07/23 9:00 a.m. – 4:00 p.m. MBCBSA.CA
Visual Arts Camp
30 Calling all Picassos! Explore creativity through basic techniques in painting, drawing, crafts and mixed media.

Camp included a wide variety of artists styles, mediums and processes. Games and other fun camp activities are included.

Camp is designed with a modification to follow all pertinent safety protocols to align with the most current State Health or Santa Clara County order (whichever is stricter). Hand sanitizer will be available on-site. Participants are required to wear a face mask at all times.

Location: Creative Arts Center Paint Room
Instructor: Sunnyvale Staff
Ages: 6 – 12 | M-F | $530/$580 | $159 Subsidized
06/14 – 06/25 9:00 a.m. – 4:00 p.m. MBCBVA.BA
07/06 – 07/16* 9:00 a.m. – 4:00 p.m. MBCBVA.EA
07/26 – 08/06 9:00 a.m. – 4:00 p.m. MBCBVA.IA
*$479/529
14 15ART CAMPSNew Class For
This Session
Review Camp Info
(pages 4-5)
Supply Fee Due
on First Day
Free T-Shirt
Per Session
Extended Care
Option Available
Camp Includes
Pool Time
Subsidized Rates
Available
Click to View the
Class Online

EXTEND YOUR CAMP DAY
Sunnyvale Recreation has added more extended care
options so that campers can be safe while you are
hard at work. Check out Traditional Camp
and Sports Camp sections for available
options! Look for the clock icon
in the camp listing.

Resident/Nonresident Status
Any person with a Sunnyvale home mailing address
is considered a resident. A Sunnyvale P.O. Box
or business address will not be taken as proof of
residency. A nonresident is someone who lives in
another city.

PROOF OF RESIDENCY: Present one form of
current California picture identification or utility
bill with customer’s name and Sunnyvale address
to the Sunnyvale Community Center front desk. If
your picture identification or utility bill does not
have your current Sunnyvale address, then you will
need to show two forms of identification with your
current Sunnyvale address.

How to Register
Registration opens March 15, 2021
(begins online at 12:01 a.m.)
ONLINE
Sunnyvale.ca.gov
PHONE
408-730-7350

IN-PERSON
Sunnyvale Community Center
550 E. Remington Drive
Columbia Neighborhood Center
785 Morse Ave.

Office hours: M-F, 8:30 a.m. – 5:00 p.m.
welcome to
Camp
Sunnyvale!
Sunnyvale Recreation is very
excited and have worked
hard to put together
some dynamic camps
that are sure to WOW
your camper.

Children with Disabilities
The City of Sunnyvale encourages children with disabilities to participate in our programs. We will make reasonable efforts to accommodate persons with disabilities in accordance with the Americans for Disabilities Act. If your child requires special modifications, please contact 408-730-7350,
TDD 408-730- 7501, at least 14 working days in advance of the program or activity.

QUESTIONS?
Call 408-730-7350 during office hours
Email [email protected]
We’re Only Human
Sometimes changes happen:
occasionally, modifications may need to
be made to planned activities, excursions
or curriculum. At the same time, changes
may occur in location or the number of
class offerings. Please read your receipts
carefully. We will correct any changes in
locations, times, dates and fees online, as well as
alert you to any additional items that you may need
for your camps.

Camp Sunnyvale Splash

Be excited! This is where campers and families learn
about what activities take place during the session.

But make sure you also look at the next page to find
out more.

Location: Sunnyvale Community Center
Instructor: Martin Murphy, Jr.

Ages: 5 – 8 | M-F | $1,000/$1,050 | $300 Subsidized Full Day
06/14 – 07/02 9:00 a.m. – 4:00 p.m. 123456.AA
Extended Care
06/14 – 07/02 8:00 a.m. – 4:00 p.m. 123456.BB
How to read a listing Camp Title
Click the arrow
to register online.

Camp Description
Camp location, instructor and ages.

For directions, see map on page 16.

Resident/Nonresident fee and Subsidized fee
Session Date and Time Options Available
Activity Number for registration.

Additional Information Icons.

See legend in on next page for definitions.

What do the Symbols Mean?
Icons listed with camp descriptions provide
additional camp information. Refer to the
footer on each page for details.
2 3New Class For
This Session
Review Camp Info
(pages 4-5)
Supply Fee Due
on First Day
Free T-Shirt
Per Session
Extended Care
Option Available
Camp Includes
Pool Time
Subsidized Rates
Available
Click to View the
Class Online
Things to Know
Camps
will meet
all COVID-19 safety
protocols.

For select
camps, sign up
for Full Day and
Extended Care to
maximize your day.

It’s a plane!It’s a plane!It’s a plane!
It’s a Bird!It’s a Bird!It’s a Bird!
Have your little superheroes join us for a summer
of traditional, sports, STEM and arts camps.

Summer Summer 20212021Summer 2021
Updated
May 11,
2021

8.l
June 24, 2024

Packet Pg. 144

STUDIO EM | 974 Yorkshire Drive, Los Altos, CA 94024 | 650.962.9200 | [email protected] | studioem.com CITY OF SAN CARLOS 2024 ACTIVITY GUIDE PUBLISHING SERVICES RFP | PAGE 6 OF 12 Sunnyvale Recreation “Regular” Activities Guide
Below is a sample of the City of Sunnyvale’s standard Activites guide which is produced three times per year in addition to the special Summer Camp Sunnyvale Splash guide on the previous page.

Parent/
Guardian
Participation
Required
Free
T-Shirt
per
Session
No
Registration
Required
Performance
on Final Day
$
Supply Fee
Due on
First Day
41Sunnyvale.ca.gov/Activities | 408-730-7350 Summer 2024 | Adults40 Health and Wellness
Buff Bones
This medically endorsed fitness program for bone
and joint health uses proven methodology to focus
on bone-strengthening and balance techniques.

Pilates, functional movement and strength training
are integrated to improve posture, strengthen and
tone arms, hips and abdominals. This program can
be modified to a variety of fitness levels and is safe
for those with osteoporosis. Bring a mat, light hand
weights (2-3lbs) and a small towel to class. Class is
performed barefoot or in non-slip socks.

Location Sunnyvale Theatre – Dance Studio
Instructor Julie Jensen
Ages 50+
Fees $120/$150, **$75/$100
05/07 – 06/11 Tu* 12:00 p.m. – 1:00 p.m. ED5JBG.EA**
07/23 – 09/10 Tu 12:00 p.m. – 1:00 p.m. ED5JBG.GA
*No class 06/04
Meditation and Visualization
Discover easy methods to rest the mind. Watch
thoughts and find a peaceful place inside of yourself.

Learn breathing techniques, listening skills and
visualization methods. Wear comfortable clothing and
bring a mat or blanket.

Location Recreation Center – Community Room
Instructor Robin Pickel
Ages 18+
Fees $117/$146, **$104/$130
05/04 – 06/29 Sa* 11:15 a.m. – 12:15 p.m. ED5JPM.EA**
07/06 – 08/31 Sa 11:15 a.m. – 12:15 p.m. ED5JPM.GA
*No class 05/11
Tai Chi Chuan
Exercise the body and mind with the slow motion,
continuous movements of this traditional Chinese
martial art. The first and second parts of each class
focus on stretching, fundamental stance drills and
form movement combinations. Students are then split
into small groups. Beginners work on the eight- and
28-form short routines. Intermediate students learn
the more challenging Yang Style 85-form long routine.

Advanced students learn the traditional sword and
saber form routines. Wear appropriate clothing and
athletic shoes.

Location Sunnyvale Theatre – Dance Studio
Instructor Peter Wong
Ages 18+
Fees $99/$124, **$88/$110
05/01 – 06/26 W 7:00 p.m. – 8:00 p.m. ED5JWA.EA
05/01 – 06/26 W 8:05 p.m. – 9:05 p.m. ED5JWA.EB
07/10 – 08/28 W 7:00 p.m. – 8:00 p.m. ED5JWA.GA**
07/10 – 08/28 W 8:05 p.m. – 9:05 p.m. ED5JWA.GB**
Circuit Training
Build strength, endurance and flexibility as you travel through the circuits. This class is a balanced total body workout. Program begins with an active warm-up followed by a circuit of weight machines, free weights, bosu and more. The final five minutes focus on flexibility leaving you feeling strong and refreshed. To better meet each person’s fitness needs, each class holds up to 10 participants.

Location Senior Center – Aspen Fitness Room
Instructor Patricia Seivers
Ages 18+
Fees $96/$120
06/03 – 07/22 M 4:30 p.m. – 5:30 p.m. ED5HFC.FA
08/05 – 10/07 M* 4:30 p.m. – 5:30 p.m. ED5HFC.HA
*No class 08/19, 08/21, 09/02
Strength Training
Feel stronger, healthier and more vital. Strengthen your bones and improve balance, coordination and mobility-all through the proper use of fitness machines, medicine balls, kettle weights and Bosu. Classes begin with a warmup
followed by a rotation through various exercise stations and conclude with a cooldown. To better meet each person’s
fitness needs each class holds up to 10 participants.

Location Senior Center – Aspen Fitness Room
Instructor Suzanne Luft
Ages 18+
Fees $72/$90
05/07 – 06/11 Tu 7:00 p.m. – 8:00 p.m. ED5HQA.EA
Zumba
Using a variety of dance styles, including hip-hop, soca, samba, salsa, merengue and mambo, Zumba
® is a feel
happy workout that mixes low and high intensity moves
to create a fun party atmosphere. Middle school students (ages 10-13) may attend if accompanied by a
parent/guardian. High school students (ages 14-17) may
attend with signed waiver from parent/guardian. Note:

Childcare is not available. Children are not allowed to wait in the gym or lobby.

Location Columbia Middle School Multipurpose Room
Instructor Health Expressions
Ages 18+ (see age exception above)
Drop-In Fee $3 donation per class, no one turned away
Ongoing T 6:30 p.m. – 7:30 p.m.

Ongoing Th 6:30 p.m. – 7:30 p.m.

Looking for aquatic fitness classes?
Check out page 31.

Parent/
Guardian
Participation
Required
Free
T-Shirt
per
Session
No
Registration
Required
Performance
on Final Day
$
Supply Fee
Due on
First Day
Sunnyvale.ca.gov/Activities | 408-730-7350 Summer 2024 | Preschool 1312 Little Dancer Combo
Little dancers are introduced to ballet, creative
movement, hip-hop, jazz and tap using props and fun
music. Children learn individual steps, across-the-floor movement and combinations. Location Sunnyvale Theatre – Dance Studio Instructor Dance Force Kids
Ages 3-5
Fee $140/$175
06/25 – 08/13 Tu* 4:30 p.m. – 5:10 p.m. EA1EGG.FA
*No class 07/02
Hip-Hop Boogie Tot Dance
Bounce, jump and spin! Basic hip-hop moves are set
to fun kids’ music in this energetic and action-packed
class designed to build confidence, coordination and
rhythm. Wear jazz shoes or non-black soled tennis
shoes.

Location Sunnyvale Theatre – Dance Studio
Instructor Dance Force Kids
Ages 3-5
Fees $133/$166
06/29 – 08/17 Sa* 10:10 a.m. – 10:40 a.m. EA1ELA.FA
06/29 – 08/17 Sa* 11:20 a.m. – 11:50 a.m. EA1ELA.FB
*No class 07/06
Tiny Tots Ballet
Magic wands, teddy bears and tutus are all part
of the fun as little dancers are introduced to ballet
steps, creative movement and dance terminology.

Participants should wear ballet shoes with leather
soles.

Location Sunnyvale Theatre – Dance Studio
Instructor Dance Force Kids
Ages 3-4
Fees $133/$166
06/29 – 08/17 Sa* 9:30 a.m. – 10:00 a.m. EA1EA0.FA
*No class 07/06
Super Safari Preschool
Super Safari is a play-based recreation program designed to provide children their first experience in a structured environment. The program runs September through May and follows the Sunnyvale School District academic calendar. Children must be toilet trained by the first day of class.

Cheetahs
Experienced staff lead a variety of hands-on
activities that practice and develop social/emotional,
language and counting skills through group circle
times, creative play (indoor and outdoor) and daily
craft projects.

Instructor Sunnyvale Staff
Ages 3-5
Location Murphy Park Building
09/11 – 05/24 MWF 9:00 a.m. – 12:00 p.m. TA1DPF.RI
Giraffes
Experienced staff lead a variety of hands-on
activities that practice and develop social/emotional,
language and counting skills through group circle
times, creative play (indoor and outdoor) and daily
craft projects.

Instructor Sunnyvale Staff
Ages 3-5
Location Murphy Park Building
09/12 – 05/23 TuTh 9:00 a.m. – 12:00 p.m. TA1DPH.RI
Lion Cubs
Experienced staff lead a variety of hands-on
activities that practice and develop social/emotional,
language and counting skills through group circle
times, creative play (indoor and outdoor) and daily
craft projects.

Instructor Sunnyvale Staff
Ages 3-5
Location Serra Park Building
09/11 – 05/24 MWF 9:00 a.m. – 12:00 p.m. TA1DPJ.RI

TUITION
A non-refundable $100 registration fee is required
in order to register for any Super Safari preschool
class.
2023/24 Monthly tuition:MWF $390/$440
TuTh $269/$319
Check out page 7
for open house details!
Camp Sunnyvale
Splash
Experience a Magical
Summer in 2024
100+ Camps
Traditional Full Day Camps
Visual Arts • Performing Arts
Sports • Aquatics • STEM
Teen Leadership • Junior Lifeguard
Therapeutic Recreation
Full & Half Day Camps
• Camps run June 10 – Aug. 9
Aquatic Activities
• Swim lessons run June 15 – Sept. 5
• Recreation Swim
• Pool Party Rentals
Join Our Team
Now hiring great staff ages 16+
for several part-time positions
this summer!
To apply, visit bit.ly/SVRecJobs
REGISTER TODAY!
Sunnyvale.ca.gov/Activities 408-730-7350

IMPORTANT INFORMATION
Register online at Sunnyvale.ca.gov/Activities or in person at our community centers.

Customer Service Desk Hours
Sunnyvale Community Center
408-730-7350 (para Español, numero 1)
M-F 8:30 a.m. – 5 p.m.

Columbia Neighborhood Center
408-730-7800 (para Español, x7815)
M-F 8:30 a.m. – 5 p.m.

Sunnyvale Senior Center
408-730-7360
M-F 8:30 a.m. – 5 p.m.

Other Contacts
Sunnyvale Public Library
408-730-7300
Parks
408-730-7506
Golf
408-738-3666
Tennis Center
408-735-7285
People with Disabilities
The City of Sunnyvale encourages persons with disabilities to participate in City of Sunnyvale all inclusive programs. We will make reasonable efforts to accommodate persons with disabilities in accordance with the Americans for Disabilities Act. If you or your child requires reasonable modifications, contact 408-730-7350 , TDD 408-730-7501, at least 14 days in advance of the program or activity.

Activity Appointments & Passes
Drop-in activities like lap swim, water fitness and the pottery studio require a digital pass. Buy your pass before you arrive to avoid delays. See more information at Sunnyvale.ca.gov search “Activity Appointments and Passes”.

Fees
Resident/Nonresident Status (Res/Nonres)
Any person with a Sunnyvale home mailing address is
considered a resident. A Sunnyvale P.O. Box or business address will not be taken as proof of residency. A nonresident is someone who lives in another city.

Proof of Residency
Present two forms of identification to verify residency to the Sunnyvale Recreation Center front desk. This includes a picture identification card a nd a City of Sunnyvale utility bill, with customer’s name and Sunnyvale address.

We’re Only Human
Occasionally, modifications may need to be made to planned activities, excursions or curriculum. At the same time, changes may occur in location or the number of class offerings. Read your receipts carefully. We will correct any changes in locations, times, dates and fees online.

REGISTRATION
OPENS
Monday, April 1
at 9 a.m.

CLASS LAYOUT EXAMPLE
NEW VIRTUAL Class Title
Be excited! This is where youth and adults learn about
what activities take place during a class session.

$45
Instructor Music For Families
Ages 2-4
Fees $187/$234
Location Creative Arts Center Meeting Room
04/02 – 06/18 Sa 10:30 a.m. – 11:15 a.m. AA1MPM.AW
04/02 – 06/18 Sa 11:30 a.m. – 12:15 p.m. AA1MPM.AX
Level 1A – Beginner
01/03 – 03/14 M 5:15 p.m. – 6:00 p.m. AA1MPM.AA
03/28 – 06/13 M 5:15 p.m. – 6:00 p.m. AA1MPM.AM
*No class 01/10

CONTENTS
Upcoming Events ...........................4
Preschool ......................................11
Youth and Teens ............................17
Adults ............................................31
Older Adults ..................................46
Therapeutic Recreation ................54
Golf ................................................56 Tennis.............................................58
Activity and Facility
Rental Locations ...........................60
Sunnyvale Park Amenities ............ 62
Activities Registration Policies
and Procedures Release, Waiver,
Hold Harmless Agreement and
COVID-19 Informed Consent .......66
Class title
Additional class descriptors
Description of class
Descriptive icons
See class page sidebars
for definitions.

Class dates, days and times
Class level and skill desription
Class registration code
Class closure notes
Class specifics
Activities
Sunshine and Smiles Are on Their Way
• Hands on the Arts Festival, a Sunnyvale Unity Event
• Sunset Movie Series
• Summer Library Reading Program
MAY – AUGUST 2024

8.l
June 24, 2024

Packet Pg. 145

STUDIO EM | 974 Yorkshire Drive, Los Altos, CA 94024 | 650.962.9200 | [email protected] | studioem.com CITY OF SAN CARLOS 2024 ACTIVITY GUIDE PUBLISHING SERVICES RFP | PAGE 7 OF 12 City of Santa Cruz
Studio Em has been producing the City of Santa Cruz Activity Guide since the Spring of 2022. Below is a sample of the City of Santa Cruz Activity guide which is produced four times per year.

Celebrating The Wharf Crew!
The Wharf Crew includes full time and temporary employees who maintain the entire Wharf infrastructure, Cowell Beach and Main Beach.

All the crew maintains the volleyball courts on Main Beach and assists Parks and Recreation with annual events like Woodies on the Wharf, Aloha Outrigger Races, Halloween on the Wharf, Winter on the Wharf and a new this year, the Tuesday Night Live Summer Concert Series!
Within the Wharf Crew is the Wharf Construction Crew, who work to maintain the Wharf Structure year-round. They build the handicap beach access ramp each year at Cowell Beach, drive piles, replace joist, caps, and decking. They all also double as advanced SCUBA and rescue divers!
The Wharf Crew wouldn’t be complete without the Building Maintenance Workers who make sure that the restrooms, beach showers, and water fountains are functioning as well as maintain the buildings and fence with paint. They are also responsible for installing and removing the iconic Tenant flag you see waving from the Wharf during summer!
Another part of the Wharf Crew are the Maintenance Aides who work both on the Wharf and Beaches ensuring that the beach is free of trash and sand sifted for visitors every day in the summer. They have been working especially hard to get the beaches in shape after the Cyclone-Bomb Storm that hit Santa Cruz this winter and covered both Cowell and Main Beach in driftwood and debris.

The Crew loves helping and supporting all the tenant’s businesses and making the Wharf a great place to work and visit for all! 3 City of Santa Cruz Parks & Recreation Summer 2023 Activity Guide Registration ............................................................... 4 Director’s Letter ....................................................... 5 Special Events ........................................................... 6 Little & Junior Guards........................................... 12 Captain Corps I ............................................................... 14 Sports ........................................................................... 15 Skateboarding ................................................................. 15 Soccer.............................................................................. 15 Basketball ........................................................................ 17 Baseball ........................................................................... 18 Volleyball ......................................................................... 18 Aikido ............................................................................... 20 Dance & Theater ...................................................... 24 Dance Camp .................................................................... 24 Salsa ................................................................................ 24 Ballet ................................................................................ 24 Hip-Hop ........................................................................... 25 Polynesian Dance ........................................................... 26 Theater ............................................................................ 26 Art & More .................................................................. 27 Art .................................................................................... 27 Clay .................................................................................. 29 Music ............................................................................... 30 Sewing ............................................................................. 30 Beads ............................................................................... 30 Educational ................................................................ 31 Science ............................................................................ 31 LEGO® .............................................................................. 32 STEAM ............................................................................. 33 STEM ............................................................................... 34 Coding ............................................................................. 34 Special Interest ........................................................ 36 Teen Programs ......................................................... 37 Santa Cruz Teen Center ................................................. 38 Civic Auditorium ...................................................... 39 London Nelson Community Center .................. 40
Downtown Seniors ................................................. 41 Santa Cruz Wharf ................................................... 43 Museum of Natural History ................................ 44 Surfing Museum ...................................................... 45 Nueva Vista ................................................................ 46 DeLaveaga Golf Course .......................................... 47 Park News, Event Permits & Reservations .. 48
Parks & Facilities .................................................... 50 FOPAR
Friends of Parks & Recreation
Santa Cruz
Scholarships Available
for Summer Programs
Applications Due April 7
Friends of Parks and Recreation (FOPAR) has
allocated funds for partial scholarships for limited-
income families residing within the City of Santa Cruz.

Interested Santa Cruz City residents (proof of residency is required) may pick up scholarship applications
at the Parks and Recreation Office, 323 Church
Street or obtain them online at cityofsantacruz.com/
scholarships.

If your child receives a scholarship, a credit will be
applied to your Parks and Recreation account for the
amount awarded. You will be responsible for registering your child in the program(s) online, by mail, in person or by phone at 831-420-5270.

Scholarship credit must be used by August 5. Special
thanks to FOPAR, JR Scott Family and Omega Nu for
making these summer scholarships possible.

Supporting our scholarship program has never
been easier! Visit friendsofparksandrec.org/donate
to make your tax deductible donation online, mail
donations payable to FOPAR, 323 Church St, Santa Cruz,
CA 95060 or donate when you register for a class or
attend one of our special events.

Contents
42 Register at cityofsantacruz.com/register /cityofsantacruzparksandrecreation 43 City of Santa Cruz Parks & Recreation Santa Cruz WharfSummer 2024 Activity Guide Hans Christian Andersen
Writing Contest
The Hans Christian Andersen Writing Contest
is sponsored by the Santa Cruz Sister Cities
Committee and our Italian Sister City, Sestri
Lavante (Riva Trigoso).

Prizes and Downtown Dollar Awards will be
announced in early spring. Stay tuned for more
information or visit the Sister Cities Committee
at cityofsantacruz.com/sistercities .Shingu Student
Delegation
Departing on March 29, 2024.

Local high school students will be departing to
Shingu, Japan for the Spring Student Delegation.

To get involved with Sister Cities, check out the
link in the QR Code.

Locals Parking Pass & Specials
Every Tuesday!
FREE two hour parking plus special discount offers from restaurants and shops.

Did you know the Santa Cruz Wharf has a locals parking
pass? Enjoy two hours of free parking, valid every day! (Limitations in Summer) Available at Wharf gate and
Downtown garages.

City Residents .......................................................$20.00 Santa Cruz County Residents ..............................$25.00 Rentals on the Wharf
The Santa Cruz Wharf is the gateway to the Monterey Bay and the National Marine Sanctuary. Explore this amazing ocean habitat by kayak or boat right off the Wharf.

SC Boat Rentals ...................................... 831-423-1739 Venture Quest Kayaks ............................ 831-427-2267Reserve the Wharf Stage/ Bocce Court
A premier spot for your next event with the iconic
Steamers Lane as your backdrop & view! Reserve the
Wharf Stage by contacting the Parks & Recreation Office 831-420-5270.

Saturday, June 22 • 10:00am – 4:00pm
KICK-OFF SUMMER IN STYLE!
Aloha Outrigger Races
Saturday, September 21, 2024
More information on page 7.

Returning to the Wharf Commons
Tuesday Night Live
Summer Concert Series
Every 2nd Tuesday of the month from May -
September
Live at the Wharf Common’s Stage
6pm – 8pm
Find the line up on our website!
santacruzwharf.com

GATEWAY TO THE BAY
Wharf Headquarters – 21 Municipal Wharf
831-420-5725 | santacruzwharf.com
Instagram and Facebook: @SantaCruzWharf
FOR OVER A CENTURY, the Santa Cruz Wharf has been
an iconic structure in our community, serving as a gateway not only to the Monterey Bay but also as a primary destination for millions of visitors to Santa Cruz County. Its views of the bay and the surrounding coastal mountain ranges are unsurpassed. Visit the “Gateway to the Bay” today!
SHINGU, JAPAN • SESTRI LEVANTE, ITALY
JINOTEPE, NICARAGUA • ALUSHTA, UKRAINE

PUERTO LA CRUZ, VENEZUELA

BIARRITZ, FRANCE
Our Sister Cities program provides the opportunity to build friendships, learn about other cultures and foster international understanding.

Participate
The Sister Cities program provides Santa Cruzans with
the opportunity to build lasting friendships, connect with differing cultures, and foster international understanding.

By volunteering with a Sister Cities subcommittee, you’ll be connecting with other hard working, passionate, caring volunteers that are at the heart of this amazing program.

Upcoming Sister Cities
Committee Meetings
2024 Meetings
March 25 • May 13 • July 8
September 9 • November 25
cityofsantacruz.com/sistercities
(831) 420-5270
Sister Cities
Santa Cruz
Wharf
32 Register at cityofsantacruz.com/register /cityofsantacruzparksandrecreation 33 City of Santa Cruz Parks & Recreation Summer 2024 Activity Guide Adult Classes Mixed Age Group
#215904
Martial Arts for the Family
Come enjoy the benefits of Martial Arts training with your child or family! Classes are taught in a fun, supportive environment and full of action! Not only will you learn an amazing Korean Martial Art but also share in the
experience of learning patience, humility, teamwork,
respect and the importance of working with and being
there for your family. No experience required. Just a good attitude and a hunger to grow as a person. A $45.00
material fee for the uniform is due to the instructor at the first class.

Ages 5+
Location Laird’s Martial Arts Studio, 175 Walnut Ave
Instructor Michael Laird
Fees $163 Residents/$205 Non-Residents
01 M & W 4:00pm-5:00pm 06/03-06/26 8 days
02 M & W 4:00pm-5:00pm 07/08-07/31 8 days
03 Tu & Th 4:00pm-5:00pm 06/04-06/27 8 days
04 Tu & Th 4:00pm-5:00pm 07/09-08/01 8 days
Sports
#214201
Beach Volleyball – Adult Beg/Int
Adult Beach Volleyball is a fun way to discover your
inner athlete. Each class is active and emphasizes skill development, improvement and healthy competitive
play. Conditioning, rules, basic serving, passing, setting and hitting drills are designed for adult beginning/
intermediate players.

Ages 18+
Location Main Beach Volleyball Courts 7-11 & 13,
Beach St
Instructor Liz Fowler
Fees $88 Residents/$108 Non-Residents
01 Tu 5:30pm-7:30pm 06/11- 07/09 5 days
02 Tu 5:30pm-7:30pm 07/16-08/13 5 days
#214204
Beach Volleyball Skills & Drills
Adult Beach Volleyball drills for players who want a beach workout. Designed for players who have some beach
experience. Each class is very active and emphasizes
skill development, improvement and healthy competitive
play: skills, drills and technique!
Ages 18+
Location Main Beach Volleyball Courts 7-11 & 13,
Beach St
Instructor Liz Fowler
Fees $88 Residents/$108 Non-Residents
01 W 5:30pm-7:30pm 06/12-07/10 5 days
02 W 5:30pm-7:30pm 07/17-08/14 5 days
Foreign Language
#210115
Intensive Beginner Italian I
Are you planning to travel to Italy soon? If so, this two- week Intensive Italian Class is designed for you. Students will learn to introduce themselves and greet others
formally and informally. They will practice asking for
information, including directions, using transportation, ordering food and drinks, and shopping for clothes and
souvenirs. Required textbook: Students are required to obtain an Italian language textbook that the instructor will assign before the class start date.

Ages 14+
Location LNCC Room 4, 301 Center St
Instructor Consuelo Endrigo-Williams
Fees $396 Residents/$508 Non-Residents
01 M-Th 12:00pm-1:45pm 06/03-06/13 8 days
#210116
Intensive Beginner Italian II
Are you planning to travel to Italy soon? If so, this two- week Intensive Italian Class is designed for you. Students will expand their knowledge of Italian and practice formal and informal conversation. They will also practice asking for information, including directions, using transportation, ordering food and drinks, and shopping for clothes and
souvenirs. Required textbook: Students are required to
obtain an Italian language textbook that the instructor will assign before the class begin date.

Ages 14+
Location LNCC Room 4, 301 Center St
Instructor Consuelo Endrigo-Williams
Fees $396 Residents/$508 Non-Residents
01 M-Th 10:00am-11:45am 06/03-06/13 8 days
History
#217403
Ancient Time Travelers
Travel back in time to the ancient days of the Egyptians, Mesopotamians, Romans, Greeks, Chinese and Indians
this summer with creative, ancient activities, puzzles, art projects, pyramid building, market trading, ancient outdoor and indoor games, making costumes and jewelry,
tasting traditional foods and more! A $10.00 material fee due to the instructor at the start of class.

Ages 7-10
Location TBD
Instructor Liz Fowler
Fees $323 Residents/$413 Non-Residents
01 M-Th 9:00am-2:30pm 07/08- 07/11 4 days
#217242Fun Korean Teen Camp
Enjoy Korean music and culture? Interested in learning
the Korean alphabet, cooking and games? In this summer
teen camp, students will learn useful Korean words and
phrases, the Korean alphabet and enjoy cooking Korean
dishes together! Come play traditional Korean games and learn more about Korean culture this summer! Spaces
are limited so enroll early! A $25.00 material fee is due to the instructor on the first day of class. This material fee covers the cost of cooking ingredients.

Ages 13-17
Location LNCC Room 3 & Kitchen, 301 Center St
Instructor EunKyung Otte
Fees $211 Residents/$268 Non-Residents
01 Th-Sa 2:00pm-4:00pm 06/13-06/15 3 days
Music Appreciation
#210215
Mindful Listening with the Cabrillo
Festival Orchestra
This course invites you to experience the transformative power of music through mindful listening. Whether
you’re a seasoned music lover or simply seeking a path
to mindful exploration, this class offers an opportunity to cultivate mindfulness and presence; enhance focus
and concentration; connect with yourself and the
world around you on a deeper level; and deepen your
appreciation for orchestral music. Each session includes an introductory session dedicated to mindfulness
practices, where you’ll learn techniques for quieting the mind and honing your awareness; and an open rehearsal
with the Cabrillo Festival Orchestra, where you’ll witness the magic of music unfold firsthand, guided by expert
insights into the music and performance.

Ages 18+
Location TBD
Instructor Claire Schneeberger
Fees $60 Residents/$72 Non-Residents
01 M & Th 1:30pm-5:00pm 07/29- 08/01 2 days
Adult ClassesSpecial Interest
Activity
Guide
Registration Opens on
Saturday, April 13
para la versión
en español
SUMMER 2024
Summer Camps page 10
Free activities celebrating
‘July Is Parks and Recreation Month’ page 8
Little and Junior Guards page 12
Classes for all ages page 15
Register online: cityofsantacruz.com/register
Activity
Guide
Registration Opens on
Saturday, April 15
SUMMER 2023
Summer Camps page 10
Free activities celebrating ‘July Is Parks and Recreation Month’ page 8 Little and Junior Guards page 12
Classes for all ages page 15
Register online: cityofsantacruz.com/register

8.l
June 24, 2024

Packet Pg. 146

PERTINENT REFERENCES
Janet Guerry
City of San Carlos
Recreation Coordinator
650.802.4116
[email protected]
•
A
ctivity Guides
Michele-Bridget Ragsdale
City of Sunnyvale
Recreation Services Manager
408.730.7338
[email protected]
•
A
ctivities Guides, Camp/
Aquatic Brochure
•
Postcards
•
Flyers
•
Posters
•
E
vent Maps
•
Signage
•
Cit
y Event Marketing
Trenton Hill
City of Sunnyvale
Recreation Services Manager
408.730.7378
[email protected]
•
F
acility Maps
•
S
unnyvale Public Art Master
Plan
•
A
ge Friendly Sunnyvale Report
Jennifer Garnett
City of Sunnyvale
Communications Director
408.730.7476
[email protected]
•
Q
uarterly Reports
• W
eb Images
• A
pp Development Images
Karen Gissibl
City of Sunnyvale
Environmental Programs Manager
408.730.7277
[email protected]
•

Brochures
• B
ill Stuffers
• P
rocess Illustrations
•
Flyers
Adam Gorlick
Stanford Institute for Economic
Policy Research
Communications Director
650.724.0614
[email protected]
•
Re
search Briefs
•
E
vent Invitations, Signage
•
A
nnual Reports
• C
orporate Brochures

CLIENT LIST
The client list below is indicative of 34 years of experience with these populations (partial list). •
1 st Capital Bank
• C
ody|Brock Builders
• F
oothill College Celebrity Forum
•
T
he Forum at Rancho San Antonio
Retirement Community
•
L
MC Creative
•
Los A
ltos Chamber of Commerce
•
Los Ga
tos (Town of) Recreation
•
T
he Marconi Society
•
N
K&A Marketing
•
Re
public Bank, of Arizona
•
RethinkWaste
•
S
an Carlos, City of
•
S
an Mateo County
•
S
anta Clara, City of
•
S
anta Clara Public Health
•
S
an Francisco Federal Credit Union
•
S
aratoga (City of) Recreation
•
S
tanford Artificial Intelligence
Laboratory
•
S
tanford Baseball
•
S
tanford Cancer Institute
•
S
tanford Chemistry
•
S
tanford Graduate School
of Business
•
S
tanford Graduate School
of Education
•
S
tanford Health Care
•
S
tanford Health Library
•
S
tanford Institute for
Economic Policy Research
•
S
tanford School of Medicine
• S
tanford Stem Cell Research
•
S
tanford Woods Institute for
Research
•
S
tanford Water in the West
•
S
unnyvale, City of
•
W
oodmont Real Estate Services
•
W
oodside Priory School

8.l
June 24, 2024

Packet Pg. 147

SCOPE OF SERVICES
Studio Em understands this project to be the design and production of four (4) printed recreational Activity Guides (52 pages per issue).

For this project, the City of San Carlos will…
•
P
rovide content for each guide in electronic format, specifically the text, and some photography.

For this project, Studio Em will professionally design and produce the Activity Guide using the articles, pictures, graphs, tables and/or graphics provided by the City of San Carlos, including:
•
P
roject management and coordination.
•
Cl
ient meetings as needed.
•
L
ight copy content review and editing.
•
Cr
eative arts services.
•
A
rt direction.
•
Co
lor correction.
•
Co
py fitting and typography.
•
I
mage selection as needed. Provide addition images at no charge from istockphoto.com to supplement what the City of San Carlos provides.
•
I
mage cropping, sizing, and retouching.
•
A
dd guide hyperlinks.
•
L
ink web addresses.
•
P
resentation of preliminary draft for client review and edits until final approval. • M
asthead design.
•
Press-checking.
•
Cr
eate a master electronic PDF version of the final activity guide that is high resolution and forward it to the City for City website.
•
F
orward finished artwork files for ftp delivery to printer. •
M
eet all deadlines established by the City.

8.l
June 24, 2024

Packet Pg. 148

PROJECT IMPLEMENTATION PLAN
Methodology proposed for a 10-step process to complete a typical Activities Guide. 1 Project Onset
Kickoff phone call or email exchange to confirm
project deadlines.
8 Project Approved
City signs off on a final layout
2 Initial Content Delivered
City delivers exported database files embedded
in a MS Word document. Classes/Camps are in
document flow order and additional elements such
as ads, call out programs, and other special items
are noted in the document.
3 Initial Draft Completed
Studio Em completes initial draft with text layout
only for spacing and order only. No images placed
in the proof at this time. PDF Proof delivered.
4 City Review
The City reviews and marks up any edits and layout
flow changes in a marked-up PDF. City will also add
any classes that were not sent in initial draft.
5 Second (Complete) Draft Completed
Using the City markups, Studio Em updates the
document and uses the additional space within
each Guide section to enhance the layout with
graphics/photos that tie in to class topics.
6 City Reviews
City reviews the completed draft and once again
marks up additional edits and layout comments
and delivers a marked-up PDF file to Studio Em.
7 Studio Em Updates
Using the City markups, Studio Em updates the
document and returns the updated PDF proof to
the City. This process is repeated until City signs off and approved the guide layout.
9 Electronic Delivered for
Uploading to City Web Site
Studio Em produces
web-ready electronic file. File
is delivered to the City.
10 Project Completion
Project is considered
complete when approved
printer-ready file and issuu.
com/ADA electronic files are
delivered to the printer and
City respectively.

Any changes after initial
approval and delivery files will
be billed at the hourly rate.
9 Printer-Ready File Prepared
Studio Em prepares and
delivers the printer-ready file
in accordance to the selected
printer’s specifications and
delivers file to the selected
printer.
of changes at this juncture.No limit on number of rounds

8.l
June 24, 2024

Packet Pg. 149

COST PROPOSAL PER ISSUE
Please also see attached Appendix B for filled out per City of San Carlos request .

Below has some additional details on pricing.
2024-2025 Activities Guide Pricing*
Fall 52 Page Activities Guide

..............................................................................................................$3,500 ($3,710.25 with tax) Winter 52 Page Activities Guide
.........................................................................................................$ 3,500 ($3,710.25 with tax)
Spring/Summer 52 Page Activities Guide

.........................................................................................$3,500 ($3,710.25 with tax) Summer Camp 52 Page Activities Guide

...........................................................................................$3,500 ($3,710.25 with tax) TOTAL COST FOR 2024-2025

............................................................................................................... $14,000 ($14,841 with tax) 2025-2026 Activities Guide Pricing* (same pricing as 2024-2025) Fall 52 Page Activities Guide

.........................................................................................$3,500 ($3,710.25 with tax) Summer Camp 52 Page Activities Guide

...........................................................................................$3,500 ($3,710.25 with tax) TOTAL COST FOR 2025-2026

............................................................................................................... $14,000 ($14,841 with tax) 2026-2027 Activities Guide Pricing* (5% increase from 2025-2026) Fall 52 Page Activities Guide

..............................................................................................................$3,675 ($4,010.34 with tax) Winter 52 Page Activities Guide
.........................................................................................................$ 3,675 ($4,010.34 with tax)
Spring/Summer 52 Page Activities Guide

.........................................................................................$3,675 ($4,010.34 with tax) Summer Camp 52 Page Activities Guide

...........................................................................................$3,675 ($4,010.34 with tax) TOTAL COST FOR 2026-2027

.......................................................................................................... $14,700 ($16,041.38 with tax) 2027-2028 Activities Guide Pricing* (5% increase from 2026-2027) Fall 52 Page Activities Guide

.............................................................................................................. $3,860 ($4,212.23with tax) Winter 52 Page Activities Guide
......................................................................................................... $ 3,860 ($4,212.23with tax)
Spring/Summer 52 Page Activities Guide

......................................................................................... $3,860 ($4,212.23with tax) Summer Camp 52 Page Activities Guide

........................................................................................... $3,860 ($4,212.23with tax) TOTAL COST FOR 2027-2028

......................................................................................................... $15,440 ($16,848.92 with tax) 2028-2029 Activities Guide Pricing* (no increase from 2027-2028) Fall 52 Page Activities Guide

......................................................................................... $3,860 ($4,212.23with tax) Summer Camp 52 Page Activities Guide

........................................................................................... $3,860 ($4,212.23with tax) TOTAL COST FOR 2028-2029

......................................................................................................... $15,440 ($16,848.92 with tax) *Pricing will increase/decrease depending upon addition/removal of pages.

ITEMIZED PRICE LIST OF SERVICES
All other project pricing will be billed at $100 per hour.

Estimates can be requested and will be estimated on a specific per-project basis.

8.l
June 24, 2024

Packet Pg. 150

INSURANCE CERTIFICATION

CERTIFICATE OF LIABILITY INSURANCE

DATE (MM/DD/YYYY)
01/01/2024
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.

THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATIONIS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).

PRODUCER

USAA INSURANCE AGENCY INC/PHS
65812846
The Hartford Business Service Center
3600 Wiseman Blvd
San Antonio, TX 78251

CONTACT
NAME:

PHONE
(A/C, No, Ext):
(888) 242-1430 FAX
(A/C, No):

E-MAIL
ADDRESS:

INSURER(S) AFFORDING COVERAGE NAIC#

INSURED

JOHN VERDUCCI DBA STUDIO EM
974 YORKSHIRE DR
LOS ALTOS CA 94024-7050
INSURER A : Sentinel Insurance Company Ltd. 11000
INSURER B :

INSURER C :

INSURER D :

INSURER E :

INSURER F :

COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:

THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS

CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

INSR

LTR TYPE OF INSURANCE ADDL
INSR
SUBR
WVD

POLICY NUMBER POLICY EFF
(MM/DD/YYYY)

POLICY EXP
(MM/DD/Y YYY) LIMITS
A

COMMERCIAL GENERAL LIABILITY
X 65 SBM IX2471 01/30/2024 01/30/2025
EACH OCCURRENCE $2,000,000

CLAIMS-MADE X OCCUR DAMAGE TO RENTED
PREMISES (Ea occurrence) $1,000,000
X General Liability MED EXP (Any one person) $10,000
PERSONAL & ADV INJURY $2,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $4,000,000

POLICY PRO-
JECT X LOC PRODUCTS - COMP/OP AGG $4,000,000
OTHER:

AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT
(Ea accident)
ANY AUTO BODILY INJURY (Per person)

ALL OWNED
AUTOS

SCHEDULED
AUTOS BODILY INJURY (Per accident)
HIRED
AUTOS

NON-OWNED
AUTOS

PROPERTY DAMAGE
(Per accident)

UMBRELLA LIAB

EXCESS LIAB
OCCUR

CLAIMS-
MADE

EACH OCCURRENCE

AGGREGATE
DED RETENTION $

WORKERS COMPENSATION

AND EMPLOYERS' LIABILITY
ANY

PROPRIETOR/PARTNER/EXECUTIVE
OFFICER/MEMBER EXCLUDED?
(Mandatory in NH)
If yes, describe under
DESCRIPTION OF OPERATIONS below
N/ A
PER

STATUTE
OTH-
ER
Y/N E.L. EACH ACCIDENT
E.L. DISEASE -EA EMPLOYEE
E.L. DISEASE - POLICY LIMIT

A DATA BREACH - DEFENSE &

LIAB COVG
65 SBM IX2471 01/30/2024 01/30/2025 Limit $50,000
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Those usual to the Insured's Operations. Certificate holder is an additional insured per the Business Liability Coverage Form SS0008, attached to this policy.

CERTIFICATE HOLDER CANCELLATION
The City of San Carlos
its officers, employees,
volunteers and agents
600 ELM ST
SAN CARLOS CA 94070-3018

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED

BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.

AUTHORIZED REPRESENTATIVE
© 1988-2015 ACORD CORPORATION. All rights reserved.

ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD

8.l
June 24, 2024

Packet Pg. 151

CITY COUNCIL

STAFF REPORT
MEETING DATE: June 24, 2024
ITEM TITLE: Adopt a Resolution Authorizing the City Manager to Execute a Five- Year Products and/or Services Agreement with Sierra Display, Inc. for Design, Production, and Installation of Citywide Decorative Pole Banners (Project C2322) and Ongoing Maintenance in the Amount of $332,380.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution authorizing the City Manager to execute a five-year products and/or services agreement with Sierra Display, Inc. for design, production, and installation of citywide decorative pole banners (Project C2322) and ongoing maintenance in the amount of $332,380.

FISCAL IMPLICATIONS:

There is no fiscal impact and no additional appropriation is necessary for Fiscal Year (FY) 2023-

24. A project for the new street pole banners was included in the FY 2023-24 Capital Improvement Program budget in the amount of $235,000. Additionally, funding for routine maintenance, storage, and quarterly rotation of City banners is included in the Adopted Public Works Street Maintenance operating budget. The included project contingency allows for unforeseen changes in production and installation.

Banner Design, Production, and Installation $198,625
Project C2322 Contingency (~20%) $ 36,375
Total Project (C2322) Amount $235,000
Banner Maintenance Rotations 2025-2026 $19,400
Banner Maintenance Rotations 2026-2027 $19,980
Banner Maintenance Rotations 2027-2028 $20,570
Banner Maintenance Rotations 2028-2029 $21,200
Banner Maintenance Contingency (20%) $16,230
Total Banner Maintenance Amount $97,380
Total Contract Amount $332,380
BACKGROUND:

For many years, the San Carlos Chamber of Commerce managed the production, replacement,

8.m
June 24, 2024

Packet Pg. 152

and maintenance of the downtown decorative pole banners. Banners are typically rotated five to six times a year, and are used to highlight programs, events, and seasons. Past examples of banner topics include holiday greetings, spring flowers, fall leaves, Art & Wine Faire, shop local campaigns, and the Farmer’s Market. Many of the older banners exhibit wear and tear, and in some cases, display an outdated message or logo.

There are forty-seven single banners on Laurel Street, three sets of double banners on San Carlos Avenue, and twenty-seven sets of double banners on El Camino Real. All pole banner sets are double-sided. Over the years, the hardware on the El Camino Real poles have become worn and will need to be replaced as part of this project. Additionally, there are 159 two-sided, single pole banners in the Industrial Arts area that will also be replaced annually, including a Centennial message in 2025.

ANALYSIS:

A request for proposals (RFP) was released on May 10, 2024 to secure proposals for the design, production, and installation of new decorative pole banners. This would include ten new custom messages, including a Centennial message. One vendor responded to the RFP with a proposal by the deadline. The firm that submitted a proposal is the same firm that has managed the maintenance and rotation of the decorative banners in San Carlos for over 28 years.

Staff recommends executing an agreement with Sierra Display, Inc. to complete the project.

Sierra Display, Inc. has provided commercial and decorative pole banner displays throughout the western United States for over 40 years. It has been the experience of the previous Chamber and City staff that the design and installation teams are professional and responsive and have consistently provided excellent customer service. Additionally, Sierra Display, Inc. has a creative art and graphics team, and continually provides advice on the latest banner and hardware materials.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution authorizing the City Manager to execute a five-year Products and/or Services Agreement with Sierra Display, Inc. for design, production, and installation of citywide decoration pole banners (Project C2322) and ongoing maintenance in the amount of $332,380; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Amy Newby, Parks & Recreation Director

8.m
June 24, 2024

Packet Pg. 153

Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Resolution

2. Sierra Display, Inc. Proposal

8.m
June 24, 2024

Packet Pg. 154

RESOLUTION NO. 2024 – ____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS

AUTHORIZING THE CITY MANAGER TO EXECUTE A FIVE-YEAR PRODUCTS AND/OR SERVICES AGREEMENT WITH SIERRA DISPLAY, INC. FOR DESIGN, PRODUCTION, AND INSTALLATION OF CITYWIDE DECORATIVE POLE BANNERS (PROJECT C2322) AND ONGOING MAINTENANCE IN THE AMOUNT OF $332,380.

WHEREAS, for many years, the San Carlos Chamber of Commerce managed the production, replacement, and maintenance of decorative pole banners in the city; and

WHEREAS, in 2021, the City assumed responsibility for management and maintenance of the downtown decorative pole banners; and

WHEREAS, banner designs highlight programs, events, and seasons; examples include holiday greetings, spring flowers, fall leaves, Art & Wine Faire, shop local campaigns, and the Farmer’s Market; and

WHEREAS, pole banners are located on Laurel Street, San Carlos Avenue, and El Camino Real, as well as in the Industrial Arts area; and

WHEREAS, one proposal from Sierra Display, Inc. was received following a posted request for proposals; and

WHEREAS, staff recommends a contract with Sierra Display, Inc. as they have provided a track record of great service in the city for over 28 years.

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby authorizes the City Manager to execute a five-year products and/or services agreement with Sierra Display, Inc. for design, production, and installation of citywide decorative pole banners and ongoing maintenance in the amount of $332,380.
* * * * *
I, City Clerk Crystal Mui, hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the City of San Carlos at a scheduled meeting thereof held on the 24th day of June 2024, by the following vote:
________________________________
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos
AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

8.m
June 24, 2024

Packet Pg. 155

8.m
June 24, 2024

Packet Pg. 156

8.m
June 24, 2024

Packet Pg. 157

Appendix B – Functionality Matrix
Response Vendor Comment/Solution - Response Codes “F” and “P”Mandatory, Desired, OptionalItem # Description Yes, No, Future, require a written response describing how and when the Partial specification will be met.

A. Design
A-1
A-2
A-3
Art/design consultation M
M
M
YES
YES
YES
5-plus full-color banner messages for various seasons/events Adaptable designs to fit both 30"x94" and 30"x60" banners B. Printing
B-1
B-2
2-sided Banners printed in various sizes (30"x94" and 30"x60") Double-sided waterproof vinyl (single piece), 18oz weight or higher M
M
YES
YES
C. Installation and Storage
C-1
C-2
C-3
C-4
C-5
C-6
C-7
80mph hardware for light standards M
M
M
M
M
D
YES
YES
YES
YES
YES
YES
YES
Removal/replacement of existing hardware as needed
Straps/banding as needed
Removal/replacement of existing banner arms as needed
Timely and safe installation of banners seasonally and as requested Safely store the banners in your facility
Change-out of banners as needed/seasonally M
page 1 of 1

8.m
June 24, 2024

Packet Pg. 158

Section D- Project Implementation Plan
Plan:

The best plan of action would be to start the design process for Centennial Designs along with the concepts/designs of the additional seasonal banners.

We will work together via email with our graphics team to present multiple ideas for each season along with a dynamic Centennial Design. Mockups will be sent from our team via email, then feedback will be given from your team to adjust the art until we have our final design.

Each season can be printed as we approach your requested installation time frame, or we can print all seasons at once. During the printing process, we will need four-weeks from the time you sign off on the approved art to print, sew, grommet and ship to the installer ( Sierra Installations Inc.)
Our company has successfully worked with the city and the Chamber since the 90’s. Our recommendation is that the 27 sets of two-sided double banner hardware along El Camino Real must be replaced due to their age. I have included all costs and labor to do so in Season/Design #1.

Subcontractors:

Sierra Installations Inc. and Sierra Display Inc. are two separate corporations. (We just happen to both have the word Sierra in our names). The City of San Carlos has worked with Sierra Installations Inc. for many years.

Sierra Display Inc. will subcontract out all labor. The attached labor quote is from Sierra Installation’s Inc. I also subcontract with three other installation companies if you would like me to get additional labor bids.

Sierra Installations Inc. will provide all bucket trucks needed for the project along with full storage of all banners that are not in use. It is my understanding that they are currently storing the banner arms that the city owns. The main contact is Jeremy Yeppez 559-647- 8424 located at 2581 S. Golden State Blvd. in Fowler Ca 93625.

We look forward to continuing our relationship with the City of San Carlos and being a part of this very important upcoming banner program.

Sincerely,
Jennifer Schmidt

8.m
June 24, 2024

Packet Pg. 159

APPENDIX C
Cost Proposal Pricing Page

DECORATIVE POLE BANNER PROGRAM
This Cost Proposal Pricing Page must itemize the cost to the City for all services to perform the Scope of Services outlined in Section III of the RFP and itemized in Appendix B. A narrative may be attached to clarify any pricing data submitted (e.g. hourly rates).

In addition to the Cost Proposal Pricing Page, please include an itemized list of all products and services available.

PART 1 ONE TIME COST
A. DESIGN SERVICES $__________0______________
_
B. PRINTING SERVICES + Needed
Hardware
$ 171,834.67 Including
Tax & Freight
Total New Production Cost $ 171,834.67
PART 2 2024-2025
$26,790.00
2025-2026 2026-2027
$19,971.40
2027-2028
$20,569.95
2028-2029
$21,187.75C. INSTALLATION, STORAGE
& MAINTENANCE
$19,389.75
____________________ ___________ ___________ ___________ Total Annual Cost $26,790.00
___________
$20,569.95
___________
$21,187.75
___________$19,389.75 $19,971.40
City of San Carlos, Parks and Recreation Department
600 Elm Street, San Carlos CA 94070 | (650) 802-4421

8.m
June 24, 2024

Packet Pg. 160

INDUSTRIAL DESIGN
(159) Two-sided SINGLE Banners In The Industrial Arts Area Custom 30" x 94" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets159 130.00 20,670.00
Subtotal
Sales Tax 9.375%
Shipping (Estimated)
$20,670.00
1,937.81
600.00
$
Total Order $23,207.81

8.m
June 24, 2024

Packet Pg. 161

Sierra Display, Inc. Price Quotation
4689 West Jennifer Avenue
Fresno, CA 93722
Telephone: 559-275-8695
Fax: 559-276-2238
Account Executive Jennifer Schmidt
Date 5/27/2024
Sold To
City of San Carlos
Attn: Ms. Wendy Schettino
Quantity Unit Price Extension
Centennial Design
(27) Sets of Two-sided DOUBLE Banners Along El Camino Real Custom 30" x 94" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets54 130.00 7,020.00
Centennial Design
(47) Two-sided SINGLE Banners Along Laurel Street
Custom 30" x 60" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets47 80.00 3,760.00
Centennial Design
(3) Sets of Two-sided DOUBLE Banners On San Carlos Avenue 6 Custom 30" x 94" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front 130.00 130.00
780.00
(159) Two-sided SINGLE Banners In The Industrial Arts Area Custom 30" x 94" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets159 20,670.00
Subtotal
Sales Tax
$32,230.00
3,021.56
800.00

9.375% $
Shipping (Estimated)
Total Order $36,051.56
NOTE: Prices in this sales quotation are valid for thirty (30) days SHIPPING: All shipments are f.o.b. Factory
Authorized Purchaser ________________________________________________

8.m
June 24, 2024

Packet Pg. 162

59.00 6,372.00

2.25 1.57
1,125.00
169.56
Design 1
(27) Sets of Two-sided DOUBLE Banners Along El Camino Real Custom 30" x 94" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets54 130.00 7,020.00
Design 1
(47) Two-sided SINGLE Banners Along Laurel Street
Custom 30" x 60" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets47 80.00 3,760.00
Design 1
(3) Sets of Two-sided DOUBLE Banners On San Carlos Avenue Custom 30" x 94" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets6 130.00 780.00
Subtotal
Sales Tax
$19,226.56
1,802.49
380.00

9.375% $
Shipping (Estimated)
Total Order $21,409.05
NOTE: Prices in this sales quotation are valid for thirty (30) days SHIPPING: All shipments are f.o.b. Factory
Authorized Purchaser ________________________________________________

8.m
June 24, 2024

Packet Pg. 163

Sierra Display, Inc. Price Quotation
4689 West Jennifer Avenue
Fresno, CA 93722
Telephone: 559-275-8695
Fax: 559-276-2238
Account Executive Jennifer Schmidt
Date 5/27/2024
Sold To
City of San Carlos
Attn: Ms. Wendy Schettino
Quantity Unit Price Extension
Design 2
(27) Sets of Two-sided DOUBLE Banners Along El Camino Real Custom 30" x 94" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets54 130.00 7,020.00
Design 2
(47) Two-sided SINGLE Banners Along Laurel Street
Custom 30" x 60" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets47 80.00 3,760.00
Design 2
(3) Sets of Two-sided DOUBLE Banners On San Carlos Avenue Custom 30" x 94" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets6 130.00 780.00
Subtotal
Sales Tax
$11,560.00
1,083.75
380.00

9.375% $
Shipping (Estimated)
Total Order $13,023.75
NOTE: Prices in this sales quotation are valid for thirty (30) days SHIPPING: All shipments are f.o.b. Factory
Authorized Purchaser ________________________________________________

8.m
June 24, 2024

Packet Pg. 164

Sierra Display, Inc. Price Quotation
4689 West Jennifer Avenue
Fresno, CA 93722
Telephone: 559-275-8695
Fax: 559-276-2238
Account Executive Jennifer Schmidt
Date 5/27/2024
Sold To
City of San Carlos
Attn: Ms. Wendy Schettino
Quantity Unit Price Extension
Design 3
(27) Sets of Two-sided DOUBLE Banners Along El Camino Real Custom 30" x 94" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets54 130.00 7,020.00
Design 3
(47) Two-sided SINGLE Banners Along Laurel Street
Custom 30" x 60" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets47 80.00 3,760.00
Design 3
(3) Sets of Two-sided DOUBLE Banners On San Carlos Avenue Custom 30" x 94" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets6 130.00 780.00
Subtotal
Sales Tax
$11,560.00
1,083.75
380.00

8.m
June 24, 2024

Packet Pg. 165

Sierra Display, Inc. Price Quotation
4689 West Jennifer Avenue
Fresno, CA 93722
Telephone: 559-275-8695
Fax: 559-276-2238
Account Executive
Date
Jennifer Schmidt
5/27/2024
Sold To
City of San Carlos
Attn: Ms. Wendy Schettino
Quantity Unit Price Extension
Design 4
(27) Sets of Two-sided DOUBLE Banners Along El Camino Real Custom 30" x 94" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets54 130.00 7,020.00
Design 4
(47) Two-sided SINGLE Banners Along Laurel Street
Custom 30" x 60" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets47 80.00 3,760.00
Design 4
(3) Sets of Two-sided DOUBLE Banners On San Carlos Avenue Custom 30" x 94" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets6 130.00 780.00
Subtotal
Sales Tax
$11,560.00
1,083.75
380.00

8.m
June 24, 2024

Packet Pg. 166

Sierra Display, Inc. Price Quotation
4689 West Jennifer Avenue
Fresno, CA 93722
Telephone: 559-275-8695
Fax: 559-276-2238
Account Executive
Date
Jennifer Schmidt
5/27/2024
Sold To
City of San Carlos
Attn: Ms. Wendy Schettino
Quantity Unit Price Extension
Design 5
(27) Sets of Two-sided DOUBLE Banners Along El Camino Real Custom 30" x 94" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets54 130.00 7,020.00
Design 5
(47) Two-sided SINGLE Banners Along Laurel Street
Custom 30" x 60" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets47 80.00 3,760.00
Design 5
(3) Sets of Two-sided DOUBLE Banners On San Carlos Avenue Custom 30" x 94" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets6 130.00 780.00
Subtotal
Sales Tax
$11,560.00
1,083.75
380.00

8.m
June 24, 2024

Packet Pg. 167

Sierra Display, Inc. Price Quotation
4689 West Jennifer Avenue
Fresno, CA 93722
Telephone: 559-275-8695
Fax: 559-276-2238
Account Executive
Date
Jennifer Schmidt
5/27/2024
Sold To
City of San Carlos
Attn: Ms. Wendy Schettino
Quantity Unit Price Extension
Design 6
(27) Sets of Two-sided DOUBLE Banners Along El Camino Real Custom 30" x 94" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets54 130.00 7,020.00
Design 6
(47) Two-sided SINGLE Banners Along Laurel Street
Custom 30" x 60" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets47 80.00 3,760.00
Design 6
(3) Sets of Two-sided DOUBLE Banners On San Carlos Avenue Custom 30" x 94" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets6 130.00 780.00
Subtotal
Sales Tax
$11,560.00
1,083.75
380.00

8.m
June 24, 2024

Packet Pg. 168

Sierra Display, Inc. Price Quotation
4689 West Jennifer Avenue
Fresno, CA 93722
Telephone: 559-275-8695
Fax: 559-276-2238
Account Executive
Date
Jennifer Schmidt
5/27/2024
Sold To
City of San Carlos
Attn: Ms. Wendy Schettino
Quantity Unit Price Extension
Design 7
(27) Sets of Two-sided DOUBLE Banners Along El Camino Real Custom 30" x 94" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets54 130.00 7,020.00
Design 7
(47) Two-sided SINGLE Banners Along Laurel Street
Custom 30" x 60" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets47 80.00 3,760.00
Design 7
(3) Sets of Two-sided DOUBLE Banners On San Carlos Avenue Custom 30" x 94" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets6 130.00 780.00
Subtotal
Sales Tax
$11,560.00
1,083.75
380.00

8.m
June 24, 2024

Packet Pg. 169

Sierra Display, Inc. Price Quotation
4689 West Jennifer Avenue
Fresno, CA 93722
Telephone: 559-275-8695
Fax: 559-276-2238
Account Executive
Date
Jennifer Schmidt
5/27/2024
Sold To
City of San Carlos
Attn: Ms. Wendy Schettino
Quantity Unit Price Extension
Design 8
(27) Sets of Two-sided DOUBLE Banners Along El Camino Real Custom 30" x 94" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets54 130.00 7,020.00
Design 8
(47) Two-sided SINGLE Banners Along Laurel Street
Custom 30" x 60" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets47 80.00 3,760.00
Design 8
(3) Sets of Two-sided DOUBLE Banners On San Carlos Avenue Custom 30" x 94" Banners Printed On 18-Ounce White Block Out Vinyl Fabric With Image On Front and Image On Back With Pockets Double Rolled And Double Stitched With Reinforced Brass Spur Grommets6 130.00 780.00
Subtotal
Sales Tax
$11,560.00
1,083.75
380.00

8.m
June 24, 2024

Packet Pg. 170

CITY COUNCIL

STAFF REPORT
MEETING DATE: June 24, 2024
ITEM TITLE: Adopt a Resolution Authorizing the City Manager to Execute an Amendment to the Professional Services Agreement with HdL Coren & Cone ("HdL") for Property Tax Consulting and Auditing Services.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution authorizing the City Manager to sign an amendment to the Agreement for Professional Services with HdL Coren & Cone (“HdL”) for property tax consulting and auditing services.

FISCAL IMPLICATIONS:

The total change to the agreement would be to increase the annual consulting fee from $15,840 to $17,400 for Fiscal Year (FY) 2024-25. This is the first increase to the consulting fees since 2015. The annual fee would be adjusted by the Consumer Price Index (CPI) each year thereafter.

There is no need for additional funds for this work, as there are sufficient funds included in the Adopted FY 2024-25 Operating Budget.

BACKGROUND:

On January 1, 1993, the City entered into an agreement with HdL for property tax consulting and auditing services. On August 17, 2006, the City Manager approved an amendment to adjust the annual fee to $14,400 and to amend the services provided to include monitoring and auditing of the allocation of tax increment revenue and the administration of tax sharing agreements by the County. On December 22, 2015, the City Manager approved a second amendment to the agreement with HdL which increased the annual fee for services to $15,840. HdL has not adjusted the annual consulting fee since then and has recently evaluated the cost of providing services to the City. HdL has proposed an increase to the annual fee from $15,840 to $17,400 for FY 2024- 25 and to increase the annual fee by the Consumer Price Index (CPI) each year going forward.

ANALYSIS:

The City has been using HdL for property tax consulting and auditing services for over thirty years.

This is in addition to a number of other services including sales and use tax audit and analysis services, transient occupancy tax (TOT) operations management, audit and analysis services, business license tax operations management, and discovery and audit services.

HdL provides detailed property tax information which is used to develop City budgets and forecasts, keeps staff well apprised of property tax trends through regular updates, and has provided various training opportunities to staff over the years. Information provided is high quality, regular, and dependable. Therefore, staff recommends that the Council authorize the City

8.n
June 24, 2024

Packet Pg. 171

Manager to amend the agreement with HdL for property tax consulting and auditing services.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution authorizing the City Manager to execute an amendment to the Agreement for Professional Services with HdL for property tax consulting and auditing services; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Rebecca Mendenhall, Administrative Services Director
Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Resolution

2. HdL Contract Amendment

8.n
June 24, 2024

Packet Pg. 172

RESOLUTION NO. 2024 – ____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS

AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE

PROFESSIONAL SERVICES AGREEMENT WITH HDL COREN & CONE (HDL) FOR PROPERTY TAX CONSULTING AND AUDITING SERVICES.

WHEREAS, on January 1, 1993, the City entered into an agreement with HdL Coren & Cone (HdL) for property tax consulting and auditing services; and WHEREAS, on August 17, 2006, the City Manager approved an amendment to adjust the annual fee to $14,400 and to amend the services provided to include monitoring and auditing of the allocation of tax increment revenue and the administration of tax sharing agreements by the County; and
WHEREAS, on December 22, 2015, the City Manager approved a second amendment to the agreement with HdL which increased the annual fee for services to $15,840; and WHEREAS, HdL has not adjusted the annual fee since 2015 and has now proposed an increase to the annual fee from $15,840 to $17,400 for Fiscal Year 2024-25 and to increase the annual fee by the Consumer Price Index (CPI) each year.

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby authorizes the City Manager to execute an amendment to the Professional Services Agreement with HdL for property tax consulting and auditing services. * * * * *
I, City Clerk Crystal Mui, hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the City of San Carlos at a scheduled meeting thereof held on the 24th day of June 2024, by the following vote:
________________________________
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos
AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

8.n
June 24, 2024

Packet Pg. 173

Addendum to Ag
reement For Professional Services 1 Revised: June 2020

ADDENDUM TO AGREEMENT FOR PROFESSIONAL SERVICES
Dated:

Jeff Maltbie, City Manager
ATTEST:

Dated:

I acknowledge that I have full authority to execute this addendum on behalf of the Consultant, and have read, understand, and agree to comply with the provisions of this Addendum, including the Insurance and indemnity requirements set forth herein.

Dated:

Crystal Mui, City Clerk
Greg Rubens, City Attorney
APPROVED AS TO FORM:

CONSULTANT:

THIS ADDENDUM TO THE AGREEMENT FOR PROFESSIONAL SERVICES is made to the Agreement for Professional Services dated by and between the CITY OF SAN CARLOS, hereinafter referred to as “CITY”, and , hereinafter referred to as “CONSULTANT” and shall accept the attached amended Exhibit A.

In all other respects the terms and conditions in the contract dated shall remain in full force and effect.

IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed on the date first written by their respective officers duly authorized in that behalf.

CITY OF SAN CARLOS:
01/01/1993
01/01/1993
HdL COREN & CONE

8.n
June 24, 2024

Packet Pg. 174

Addendum to Agreement For Professional Services 2 Revised: June 2020

Exhibit A – Scope of Work

8.n
June 24, 2024

Packet Pg. 175

01089/0001/61175.03

CITY OF SAN CARLOS

AGREEMENT FOR PROPERTY TAX

CONSULTING/AUDIT SERVICES
This AGREEMENT (the “Agreement”) is made and entered into as of the _____ day of __________, 2024 by and between the CITY OF SAN CARLOS , a municipal corporation hereinafter called CITY, and HdL Coren & Cone, a California Corporation hereinafter called CONTRACTOR.

RECITALS
WHEREAS, property tax revenues can be verified and potentially increased through a system of continuous monitoring, identification and reconciliation to county records; and WHEREAS, an effective program of property tax management will assist the CITY in fiscal, economic and community development planning; and WHEREAS, CITY desires the property tax data based reports and data analysis required to effectively manage the CITY property tax base and identify and recover revenues misallocated within the CITY, or to other jurisdictions; and
WHEREAS, CONTRACTOR is a state -wide expert in such data analysis with over 260 public agency clients for whom such services are performed and has the programs, equipment, data and personnel required to deliver the property tax services referenced herein; and WHEREAS, CITY prefers to pay for certain of such services through a contingency arrangement where payment is made from monies recovered and CONTRACTOR is willing to base its compensation on such a risk-based formula.

NOW, THEREFORE , CITY and CONTRACTOR, for the consideration hereinafter described, mutually agree as follows:

1.0 DEFINITIONS
For purposes of this Agreement, the following terms shall have the meaning stated below:

Audit Review: “Audit” or “Audit Review” shall mean the comparison of databases to ensure that parcels are correctly coded with the appropriate tax rate area to return revenue to the client city. Audits include the secured and unsecured tax rolls and where secured records are corrected; the corresponding unsecured records related to those properties are also corrected. A review of the calculation methodologies developed by auditor/controller offices in the administration of property tax is made to ensure compliance. New annexations are audited the 1st or 2nd year after the area’s adoption due to the timing of LAFCO and the State Board of Equalization in assigning new tax rate areas and county processing of those changes.

8.n
June 24, 2024

Packet Pg. 176

2 01089/0001/61175.03
County: “County” shall mean the County in which the CITY is located.

Data Base: “Data Base” shall mean a computerized listing of property tax parcels and information compiled for CITY from information provided by the County.

Days: “Days” shall mean calendar days.

Property Tax Roll: “Property Tax Roll” shall mean the assessed values of parcels on the secured and unsecured lien date rolls as reported by the County.

Proprietary Information : “Proprietary Information” shall be the reports, technical information, compilations of data, methodologies, formula, software, programs, technologies and other processes previously designed and developed by CONTRACTOR and used in the performance of the services hereunder.

Successor Agency: “Successor Agency” means the City's administration pursuant to Section 34176 of the Health and Safety Code of the former community redevelopment agency of CITY).

Recovered/Reallocated Revenue: “Recovered or Reallocated Revenue” shall mean additional revenue received as a result of an audit or review of properties submitted for correction or for corrections due erroneous calculations or incorrect methods of distributing revenue discovered by the CONTRACTOR and then made by county agencies which result in a return of additional revenue to the AGENCY. Reviews of AGENCY administered pass throughs are performed to ensure the correctness of distributions being made to participating agencies.

Scope of Services: “Scope of Services” shall mean all of the Base Services specified in Section 2.0, the Optional Services in Section 3.0, the Additional Services in Section 4.0, or any other services rendered hereunder.

TRA: “Tax Rate Area” shall mean the area subject to the tax rate.

2.0 BASE SERVICES
The CONTRACTOR shall perform all of the following duties as part of the Base Services provided hereunder, unless otherwise specified in writing by the Contract Officer:

2.1 Analysis And Identification Of Misallocation Errors (Contingent Fee)
(a) In the first year of this Agreement, and as necessary thereafter but not less than once every five (5) years, CONTRACTOR shall conduct an analysis to identify and verify the CITY parcels on the secured Property Tax Roll which are not properly attributed to a CITY, and will provide the correct TRA designation to the proper County agency. Typical errors include parcels assigned to incorrect TRAs within the CITY or an adjacent city, and TRAs allocated to wrong taxing agencies.

8.n
June 24, 2024

Packet Pg. 177

3 01089/0001/61175.03
(b) CONTRACTOR shall annually reconcile the annual auditor - controller assessed valuations report to the assessor's lien date rolls and identify discrepancies.
(c) CONTRACTOR shall annually review parcels on the unsecured Property Tax Roll to identify inconsistencies such as value variations, values being reported to a mailing address rather than the situs address, and errors involving TRAs (to the extent records are available).
(d) CONTRACTOR may audit general fund or tax increment property tax revenue or other revenues attributable to the CITY departments, districts, (including but not limited to base year value audits; administration of tax sharing agreements; tax increment allocation reviews; county allocation and payments reviews).

2.2 Annual Services (Fixed Fee)
Annually, after the Property Tax Roll is available:
(a) CONTRACTOR shall establish a Data Base for CITY available through CONTRACTOR’S online property tax application
(b) Utilizing the Data Base, CONTRACTOR will provide:
(1) A listing of the major property owners in the CITY, including the assessed value of their property.
(2) A listing of the major property tax payers, including an estimate of the property taxes.
(3) A listing of property tax transfers which occurred since the prior lien date.
(4) A listing of parcels that have not changed ownership since the enactment of Proposition XIIIA.
(5) A comparison of property within the CITY by county-use code designation.
(6) A listing by parcel of new construction activity to identify non-residential parcels with new construction activity and to provide reports for use in the CITY's preparation of Gann (Propositions 4 and 111) State Appropriation Limit calculations.
(7) A listing of multiple owned parcels.
(8) A listing of absentee owner parcels.

8.n
June 24, 2024

Packet Pg. 178

4 01089/0001/61175.03
(9) Calculate an estimate of property tax revenue anticipated to be received for the fiscal year by the CITY. This estimate is based upon the initial information provided by the County and is subject to modification. This estimate shall not be used to secure the indebtedness of the CITY. (10) Development of historical trending reports involving taxable assessed values for the CITY, median and average sales prices and related economics trends.
(11) Upon written request, analyses based on geographic areas designated by the CITY to include assessed valuations and square footage computations for use in community development planning. (12) One and five -year budget projections for the city general fund and special districts. This report is interactive for tax modeling.

2.3 Successor Agency Services
Successor Agency Services including but not limited to:
(a) Annual tax increment projections and, as requested, cash flow analysis for the Successor Agency by Project Area
(b) Review of Redevelopment Obligation Payment Schedules (ROPS) as requested.
(c) Provide property tax information to the Oversight Board at the direction of the Successor Agency
(d) Provide access to the Oversight Board to City and former redevelopment agency documents at the direction of the Successor Agency (e) Monitor the County distribution of tax-sharing revenues to the taxing entities of the former redevelopment agency
(f) Advice and consultation on the City/Successor Agency’s preparation of required reports, such as revenue projections; review of Recognized Obligation Payment Schedules (ROPS), submittals to the Oversight Board and/or County or State agencies, and new or revised legislative requirements
(g) Analysis of legislative and judicial matters impacting Redevelopment Property Tax Trust Fund (RPTTF) revenues to the Successor Agency and to the City.

2.4 Q uarterly Services/Monthly Services (Fixed Fee)
The CONTRACTOR shall perform the following services quarterly:
(a) A listing of property tax appeals filed on properties in the CITY (selected counties).
(b) A listing of property transfers that have occurred since the last report.

8.n
June 24, 2024

Packet Pg. 179

5 01089/0001/61175.03
(c) Monthly update of CONTRACTOR’S web- based software
program to include parcel transfer data and, in select counties, appeal updates.

2.5 On-Going Consultation (Fixed Fee)
During the term of this Agreement, CONTRACTOR will serve as the CITY's resource staff on questions relating to property tax and assist in estimating current year property tax revenues.

On-going consultation would include, but not be limited to, inquiries resolved through use of the CITY's data base.

3.0 OPTIONAL SERVICES
The following services are available on a time and materials basis:

3.1 Specified Data
Generation of specialized data-based reports which would require additional programming, the purchase of additional data, costs for county staff research, or similar matters not necessary to carry out services outlined in Section 2.0.

3.2 County Research
Any research with C ounty agencies for which CONTRACTOR does not have a current database.

3.3 Bond Services
Bond services are available for a fixed negotiated fee, including:
(a) Tax Allocation Bonds fiscal consultant reports
(b) Mello-Roos Special Tax studies

3.4 Additional Meetings Requested
Meetings in excess of the annual meeting to review the analysis of property tax data, trending information, and other findings with AGENCY shall be considered an Optional Service.

4.0 ADDITIONAL SERVICES
CITY shall have the right at any time during the performance of the services, without invalidating this Agreement, to order extra work beyond that specified in the Scope of Services or make changes by altering, adding to or deducting from said work. No such extra work may be undertaken unless a written order is first given by the Contract Officer to the Contractor, incorporating therein any mate rial adjustment in the contract and/or the time to perform this Agreement, which said adjustments are subject to the written approval of the Contractor. Any increase in compensation of up to $75,000, or in the time to perform of up to one hundred eighty

8.n
June 24, 2024

Packet Pg. 180

6 01089/0001/61175.03
(180) days may be approved by the Contract Officer. Any greater increases, taken either separately or cumulatively must be approved by the City Council. It is expressly understood by Contractor that the provisions of this Section shall not apply to services specifically set forth in the Scope of Services or reasonably contemplated therein.

5.0 OBLIGATIONS OF THE PARTIES WITH RESPECT TO SERVICES

5.1 City Materials and Support
CITY agrees to provide the following information:

1. Current CITY maps and zoning map;

2. A copy of reports received by the CITY annually from the Auditor - Controller's office detailing assessed values (secured, unsecured and utilities), as well as unitary values for reconciliation analysis;

3. Parcel listing and maps of CITY parcel annexations since the lien date roll;

4. A listing of completed new construction projects with Assessor's map book, page and parcel numbers (APN) for proper identification and tracking for two years prior to the date of this Agreement. If the data does not include the APN information, CONTRACTOR will research this information at an additional cost;

5. A listing of the CITY levies assessment districts and direct assessments.

5.2 Compliance with Law
All services rendered hereunder shall be provided in accordance with all ordinances, resolutions, statutes, rules, and regulations of the CITY and any Federal, State or local governmental agency having jurisdiction in effect at the time service is rendered.

5.3 License, Permits, Fees and Assessments
CONTRACTOR shall obtain such licenses, permits and approvals ( collectively the “Permits”) as may be required by law for the performance of the services required by this Agreement. CITY shall assist CONTRACTOR in obtaining such Permits, and CITY shall absorb all fees, assessments and taxes which are necessary for any Permits required to be issued by CITY.

5.4 Further Responsibilities of Parties
Both parties agree to use reasonable care and diligence to perform their respective obligations under this Agreement. Both parties agree to act in good faith to execute all instruments, prepare all documents and take all actions as may be reasonably necessary to carry out the purposes of this Agreement. Unless hereafter specified, neither party shall be responsible for the service of the other.

8.n
June 24, 2024

Packet Pg. 181

7 01089/0001/61175.03

6.0 CONSIDERATION

6.1 Base Fixed Fee Services
CONTRACTOR shall provide the Base Services described in Section 2.0 above, for a fixed annual fee of $17,400 (invoiced quarterly).

The Base Fixed Fee shall be adjusted annually by the California Consumer Price Index (CCPI) for all items as determined by the California Department of Industrial Relations as measured February to February by the California All Urban Consumers index.

6.2 Base Contingent Fee Services
For Base Services pursuant to Section 2.1 which are payable on a contingent basis , CONTRACTOR shall receive 25 percent of net general fund attributable to CITY departments, districts, or funds recovered or reallocated which are directly or indirectly the result of an audit, analysis or consultation performed by CONTRACTOR (including but not limited to base year value audits; administration of tax sharing agreements; tax increment allocation reviews ; county allocation reviews). CONTRACTOR shall separate and support said reallocation and provide CITY with an itemized invoice showing all amounts due as a result of revenue recovery or reallocation. CITY shall pay audit fees after Contractor's submittal of evidence that corrections have been made by the appropriate agency. Payment to CONTRACTOR shall be made within thirty (30) days after CITY receives its first remittance advice during the fiscal year for which the correction applies.

6.3 Optional Services
Fees for Optional Services as outlined in Services in Section 3.0 above (except Section 3.3) shall be billed at the following hourly rates:

Partner $250 per hour
Principal $225 per hour
Programmer $200 per hour
Associate $175 per hour
Senior Analyst $125 per hour
Analyst $ 90 per hour
Administrative $ 70 per hour
Hourly rates are exclusive of expenses and are subject to adjustment by CONTRACTOR annually. On July 1st of each year CONTRACTOR shall provide CITY with an updated schedule of hourly rates. The rates will not be increased by more than five percent (5%) per year.

6.4 Fees for Bond Services
Services under Section 3.3 above will be determined depending upon the complexity of the bond issue and the time available for completion of the task and will be mutually agreed to be the parties.

8.n
June 24, 2024

Packet Pg. 182

8 01089/0001/61175.03

6.5 Indirect Expenses
Except as specified above, no other charges shall be made for direct or indirect expenses incurred by CONTRACTOR in performing the services in the Scope of Services including for administrative overhead, salaries of CONTRACTOR’S employees, travel expenses or similar matters.

6.6 Due Date
All fees are due 30 days immediately following billing. All amounts that are not paid when due shall accrue interest from the due date at the rate of one percent per month (12% per annum).

7.0 TERM PERFORMANCE SCHEDULE

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

7.2 Schedule of Performance
CONTRACTOR shall commence the services pursuant to this Agreement upon receipt of a written notice to proceed and shall perform all services within the time period(s) established in the “Schedule of Performance” attached hereto as Exhibit “A ”, and incorporated herein by this reference. When requested by the CONTRACTOR , extensions to the time period(s) specified in the Schedule of Performance may be approved in writing by the Contract Officer but not exceeding one hundred eighty (180) days cumulatively.

7.3 Force Majeure
The time period(s) specified in the Schedule of Performance for performance of the services rendered pursuant to this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of the CONTRACTOR, including, but not restricted to, acts of God or of the public enemy, unusually severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars, litigation, and/or acts of any governmental agency, including the CITY, if the CONTRACTOR shall within ten (10) days of the commencement of such delay notify the Contract Officer in writing of the causes of the delay. The Contract Officer shall ascertain the facts and the extent of delay, and extend the time for performing the services for the period of the enforced delay when and if in the judgment of the Contract Officer such delay is justified.

7.4 Term
Unless earlier terminate d in accordance with Section 11.6 of this Agreement, this Agreement shall continue in full force and effect for five (5) years, and , unless a notice of termination is given on the fourth anniversary date, shall be automatically extended from year to year and such notice shall be given.

8.n
June 24, 2024

Packet Pg. 183

9 01089/0001/61175.03

8.0 COORDINATION OF WORK

8.1 Representative of Contractor
The following principals of CONTRACTOR are hereby designated as being the principals and representatives of CONTRACTOR authorized to act in its behalf with respect to the work specified herein and make all decisions in connection therewith:

Nichole Cone-Morishita
HdL COREN & CONE
120 S. State College Blvd., Suite 200
Brea, CA 92821
It is expressly understood that the experience, knowledge, capability and reputation of the foregoing principals were a substantial inducement for CITY to enter into this Agreement.

Therefore, the foregoing principals shall be responsible during the term of this Agreement for directing all activities of CONTRACTOR and devoting sufficient time to personally supervise the services hereunder. For purposes of this Agreement, the foregoing principals may not be replaced nor may their responsibilities be substantially reduced by CONTRACTOR without the express written approval of CITY.

8.2 Contract Officer
The Contract Officer shall be such person as may be designated by the City Manager of CITY. It shall be the CONTRACTOR’S responsibility to assure that the Contract Officer is kept informed of the progress of the performance of the services and the CONTRACTOR shall refer any decisions which must be made by CITY to the Contract Officer. Unless otherwise specified herein, any approval of CITY required hereunder shall mean the approval of the Contract Officer.

The Contract Officer shall have authority to sign all documents on behalf of the CITY required hereunder to carry out the terms of this Agreement.

8.3 Prohibition Against Subcontracting or Assignment
The experience, knowledge, capability and reputation of CONTRACTOR , its principals and employees were a substantial inducement for the CITY to enter into this Agreement.

Therefore, CONTRACTOR shall not contract with any other entity to perform in whole or in part the services required hereunder without the express written approval of the CITY. In addition, neither this Agreement nor any interest herein may be transferred, assigned, conveyed, hypothecated or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written approval of CITY. Transfers restricted hereunder shall include the transfer to any person or group of persons acting in concert of more than fifty percent (50%) of the present ownership and/or control of CONTRACTOR, taking all transfers into account on a cumulative basis. In the event of any such unapproved transfer, including any bankruptcy proceeding, this Agreement shall be void. No approved transfer shall release the CONTRACTOR or any surety of CONTRACTOR of any liability hereunder without the express consent of CITY.

8.n
June 24, 2024

Packet Pg. 184

10 01089/0001/61175.03

8.4 Independent Contractor
Neither the CITY nor any of its employees shall have any control over the manner, mode or means by which CONTRACTOR, its agents or employees, perform the services required herein, except as otherwise set forth herein. CITY shall have no voice in the selection, discharge, supervision or control of CONTRACTOR’S employees, servants, representatives or agents, or in fixing their number, compensation or hours of service. CONTRACTOR shall perform all services required herein as an independent CONTRACTOR of CITY and shall remain at all times as to CITY a wholly independent CONTRACTOR with only such obligations as are consistent with that role. CONTRACTOR shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of CITY. CITY shall not in any way or for any purpose become or be deemed to be a partner of CONTRACTOR in its business or otherwise or a joint venturer or a member of any joint enterprise with CONTRACTOR.

9.0 INSURANCE AND INDEMNIFICATION

9.1 Insurance
The CONTRACTOR shall procure and maintain, at its sole cost and expense, in a form and content satisfactory to CITY, during the entire term of this Agreement including any extension thereof, the following policies of insurance:
(a) Commercial General Liability. Insurance including coverage for premises and operations, products and completed operations, personal and advertising injury, bodily injury and property damage, with a minimum policy limit of $3,000,000 per occurrence and $5,000,000 in the annual general aggregate (occurrence form).  A combination of primary, excess and umbrella limits are acceptable to satisfy minimum policy limit requirements. (b) A
utomotive. Insurance including coverage for all non- owned and hired automobiles used in the performance of this Agreement and with minimum limits of $1,000,000 combined single limit each accident.
(c) W
orker’s Compensation. A policy of worker’s compensation insurance in such amount as will fully comply with the laws of the State of California and which shall indemnify, insure and provide legal defense for both the CONTRACTOR and the CITY against any loss, claim or damage aris ing from any injuries or occupational diseases occurring to any worker employed by or any persons retained by the CONTRACTOR in the course of carrying out the work or services contemplated in this Agreement.
(d) E
rrors and Omissions (Professional Liability) . A policy of professional liability issuance written on a claims-made basis in an amount not less than $1,000,000.

9.2 G eneral Requirements
All of the above policies of insurance shall be primary insurance and shall name the CITY, its officers, employees and agents as additional insureds. The insurer shall waive all rights of subrogation and contribution it may have against the CITY, its officers, employees and agents and their respective insurers. All of said policies of insurance shall provide that said insurance may

8.n
June 24, 2024

Packet Pg. 185

11 01089/0001/61175.03
not be amended or cancelled without providing thirty (30) days prior written notice by registered mail to the CITY. In the event any of said policies of insurance are cancelled, the CONTRACTOR shall, prior to the cancellation date, submit new evidence of insurance in conformance with this Section 9.0 to the Contract Officer. No work or services under this Agreement shall commence until the CONTRACTOR has provided the CITY with Certificates of Insurance or appropriate insurance binders evidencing the above insurance coverages and said Certificates of Insurance or binders are approved by the CITY.

9.3 Indemnification
CONTRACTOR agrees to indemnify the CITY, its officers, agents and employees against, and will hold and save them and each of them harmless from, any and all actions, suits, claims, damages to persons or property, losses, costs, penalties, obligations, errors, omissions or liabilities, (herein “claims or liabilities”) that may be asserted or claimed by any person, firm or entity arising out of or in connection with the negligent performance of the work, operations or activities of CONTRACTOR, its agents, employees, subcontractors, or invitees, provided for herein, or arising from the negligent acts or omissions of CONTRACTOR hereunder, or arising from CONTRACTOR’S negligent performance of or failure to perform any term, provision, covenant or condition of this Agreement, whether or not there is concurrent passive or active negligence on the part of the CITY, its officers, agents or employees but excluding such claims or liabilities arising from the sole negligence or willful misconduct of the CITY, its officers, agents or employees, who are directly responsible to the CITY.

9.4 Sufficiency of Insurer or Surety
Insurance or bonds required by this Agreement shall be satisfactory only if issued by companies qualified to do business in California, rated “A” or better in the most recent edition of Best Rating Guide, The Key Rating Guide or in the Federal Register, and only if they are of a financial category Class VII or better, unless such requirements are waived by the Risk Manager of the CITY due to unique circumstances. In the event the Risk Manager of CITY (“Risk Manager”) determines that the work or services to be performed under this Agreement creates an increased or decreased risk of loss to the CITY, the CONTRACTOR agrees that the minimum limits of the insurance policies and the performance bond required by this Section 9.0 may be changed accordingly upon receipt of written notice from the Risk Manager; provided that the CONTRACTOR shall have the right to appeal a determination of increased coverage by the Risk Manager to the CITY Council of CITY within 10 days of receipt of notice from the Risk Manager.

10.0 RECORDS AND REPORTS

10.1 Reports
CONTRACTOR shall periodically prepare and submit to the Contract Officer such reports concerning the performance of the services required by this Agreement as the Contract Officer shall require.

8.n
June 24, 2024

Packet Pg. 186

12 01089/0001/61175.03

10.2 Records
CONTRACTOR shall keep, and require subcontractors to keep, such books and records as shall be necessary to perform the services required by this Agreement and enable the Contract Officer to evaluate the performance of such services. The Contract Officer shall have full and free access to such books and records at all times during normal business hours of CITY, including the right to inspect, copy, audit and make records and transcripts from such records. Such records shall be maintained for a period of three (3) years following completion of the services hereunder, and the CITY shall have access to such records in the event any audit is required.

10.3 Non-Disclosure of Proprietary Information
In performing its duties under this Agreement, CONTRACTOR will produce reports, technical information and other compilations of data to CITY. These reports, technical information and compilations of data are derived by CONTRACTOR using methodologies, formulae, programs, techniques and other processes designed and developed by CONTRACTOR at a substantial expense. CONTRACTOR'S reports, technical information, compilations of data, methodologies, formulae, software, programs, techniques and other processes de signed and developed by CONTRACTOR shall be referred to as Proprietary Information. CONTRACTOR'S Proprietary Information is not generally known by the entities with which CONTRACTOR competes.

CONTRACTOR desires to protect its Proprietary Information. Accordingly, CITY agrees that neither it nor any of its employees, agents, independent contractors or other persons or organizations over which it has control, will at any time during or after the term of this Agreement, directly or indirectly use any of CONTRACTOR'S Proprietary Information for any purpose not associated with CONTRACTOR'S activities. Further, CITY agrees that it nor any of its employees, agents, independent contractors or other persons or organizations over which it has control, will disseminate or disclose any of CONTRACTOR'S Proprietary Information to any person or organization not connected with CONTRACTOR, without the express written consent of CONTRACTOR. The CITY also agrees that consistent with its obligations under the California Public Records Act and related disclosure laws, it will undertake all necessary and appropriate steps to maintain the proprietary nature of CONTRACTOR'S Proprietary Information.

Any use of the Proprietary Information or any other reports, records, documents or other materials prepared by CONTRACTOR hereunder for other projects and/or use of uncompleted documents without specific written authorization by the CONTRACTOR will be at the CITY’s sole risk and without liability to CONTRACTOR , and the CITY shall indemnify the CONTRACTOR for all damages resulting therefrom.

10.4 Release of Documents Pursuant to Public Records Act Notwithstanding any other provision in this Agreement, all obligations relating to disclosure of Proprietary Information remain subject to the Freedom of Information Act or California Public Records Act, Cal. Gov’t Code §§ 6250 et seq. (collectively, the “PRA”). The Parties intend that if CITY is served with a request for disclosure under the PRA, or any similar statute, the CITY in good faith will make the determination as to whether the material is disclosable

8.n
June 24, 2024

Packet Pg. 187

13 01089/0001/61175.03
or exempt under the statute, and shall resist the disclosure of Proprietary Information which is exempt from disclosure to the extent allowable under the law. CITY shall advise CONTRACTOR in writing five (5) days prior to the intended disclosure of any decision to disclose Proprietary Information, and the reasons therefore, and if CONTRACTOR then timely advises CITY in writing that it objects to the disclosure, CITY shall not disclose the information . In such case, CONTRACTOR shall then be solely liable for defending the non-disclosure and shall indemnify and hold CITY harmless for such nondisclosure.

11.0 ENFORCEMENT OF AGREEMENT

11.1 California Law
This Agreement shall be construed and interpreted both as to validity and to performance of the parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Los Angeles, State of California, or any other appropriate court in such county, and CONTRACTOR covenants and agrees to submit to the personal jurisdiction of such court in the event of such action.

11.2 Disputes
In the event of any dispute arising under this Agreement, the injured party shall notify the injuring party in writing of its contentions by submitting a claim therefor. The injured party shall continue performing its obligations hereunder so long as the injuring party commences to cure such default within ten (10) days of service of such notice and completes the cure of such default within forty-five (45) days after service of the notice, or such longer period as may be permitted by the injured party; provided that if the default is an immediate danger to the health, safety and general welfare, such immediate action may be necessary. Compliance with the provisions of this Section shall be a condition precedent to termination of this Agreement for cause and to any legal action, and such compliance shall not be a waiver of any party’s right to take legal action in the event that the dispute is not cured, provided that nothing herein shall limit CITY’s or the CONTRACTOR’S right to terminate this Agreement without cause pursuant to Section 11.6.

11.3 Waiver
No delay or omission in the exercise of any right or remedy by a nondefaulting party on any default shall impair such right or remedy or be construed as a waiver. A party’s consent to or approval of any act by the other party requiring the party’s consent or approval shall not be deemed to waive or render unnecessary the other party’s consent to or approval of any subsequent act. Any waiver by either party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement.

11.4 Rights and Remedies are Cumulative
Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the parties are cumulative and the exercise by either party of one or more of such rights or remedies shall not preclude the exercis e by it, at the same or

8.n
June 24, 2024

Packet Pg. 188

14 01089/0001/61175.03
different times, of any other rights or remedies for the same default or any other default by the other party.

11.5 Legal Action
In addition to any other rights or remedies, either party may take legal action, in law or in equity, to cure, correct or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement.

11.6 Termination Prior to Expiration of Term
This Section shall govern any termination of this Agreement. The Parties reserve the right to terminate this Agreement at any time, with or without cause, upon forty-five (45) days’ written notice to the non- terminating party, except that where termination is for cause, the Parties will comply with the dispute resolution process in Section 11.2. Upon issuance of any notice of termination, CONTRACTOR shall immediately cease all services hereunder except such as may be specifically app roved by the Contract Officer. T he CONTRACTOR shall be entitled to compensation for all services rendered prior to the effective date of the notice of termination and for any services authorized by the Contract Officer thereafter. In the event of termination without cause pursuant to this Section, the terminating party need not provide the non- terminating party with the opportunity to cure pursuant to Section 11.2.

11.7 Attorneys’ Fees
If either party to this Agreement is required to initiate or defend or made a party to any action or proceeding in any way connected with this Agreement, the prevailing party in such action or proceeding, in addition to any other relief which may be granted, whether legal or equitable, shall be entitled to reasonable attorney’s fees. Attorney’s fees shall include attorney’s fees on any appeal, and in addition a party entitled to attorney’s fees shall be entitled to all other reasonable costs for investigating such action, taking depositions and discovery and all other necessary costs the court allows which are incurred in such litigation. All such fees shall be deemed to have accrued on commencement of such action and shall be enforceable whether or not such action is prosecuted to judgment.

12.0 CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION

12.1 Non-liability of CITY Officers and Employees
No officer or employee of the CITY shall be personally liable to the CONTRACTOR , or any successor in interest, in the event of any default or breach by the CITY or for any amount which may become due to the CONTRACTOR or to its successor, or for breach of any obligation of the terms of this Agreement.

12.2 Conflict of Interest
No officer or employee of the CITY shall have any financial interest, direct or indirect, in this Agreement nor shall any such officer or employee participate in any decision relating to the

8.n
June 24, 2024

Packet Pg. 189

15 01089/0001/61175.03
Agreement which effects his financial interest or the financial interest of any corporation, partnership or association in which he is, directly or indirectly, interested, in violation of any State statute or regulation. The CONTRACTOR warrants that it has not paid or given and will not pay or give any third party any money or other consideration for obtaining this Agreement.

12.3 Covenant Against Discrimination
CONTRACTOR covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on account of race, color, creed, religion, s ex, marital status, national origin, or ancestry in the performance of this Agreement. CONTRACTOR shall take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, creed, religion, sex, marital status, national origin, or ancestry.

13.0 MISCELLANEOUS PROVISIONS

13.1 Notice
Any notice, demand, request, document, consent, approval, or communication either party desires or is required to give to the other party or any other person shall be in writing and either served personally or sent by prepaid, first-class mail addressed as follows:

CITY CITY OF SAN CARLOS
600 Elm Street
San Carlos, CA 94070

CONTRACTOR: HdL COREN & CONE
120 S. State College Blvd., Suite 200
Brea, CA 92821
Either party may change its address by notifying the other party of the change of address in writing. Notice shall be deemed communicated at the time personally delivered or in seventy- two (72) hours from the time of mailing if mailed as provided in this Section.

13.2 Interpretation
The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply.

13.3 Integration; Amendment
It is understood that there are no oral agreements between the parties hereto affecting this Agreement and this Agreement supersedes and cancels any and all previous negotiations, arrangements, agreements and understandings, if any, between the parties, and none shall be used

8.n
June 24, 2024

Packet Pg. 190

16 01089/0001/61175.03
to interpret this Agreement. This Agreement may be amended at any time by the mutual consent of the parties by an instrument in writing.

13.4 Severability
In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement which are hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder unless the invalid provision is so material that its invalidity deprives either party of the basic benefit of their bargain or renders this Agreement meaningless.

13.5 Corporate Authority
The persons executing this Agreement on behalf of the parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Agreement on behalf of said party, (iii) by so executing this Agreement, such party is formally bound to the provisions of this Agreement, and (iv) the entering into this Agreement does not violate any provision of any other Agreement to which said party is bound.

8.n
June 24, 2024

Packet Pg. 191

17 01089/0001/61175.03

IN WITNESS WHEREOF, the parties have executed and entered into this Agreement as of the date first written above.

CITY OF SAN CARLOS

City Manager

CONTRACTOR:

HdL COREN & CONE
A California Corporation

Nichole Cone-Morishita, CFO

APPROVED AS TO FORM:

8.n
June 24, 2024

Packet Pg. 192

01089/0001/61175.03
EXHIBIT “A”

SCHEDULE OF PERFORMANCE

TIMELINE FOR DELIVERABLES
July/August Data available for purchase from counties September 30 Data available on HdLCC’s web-based property tax application September/October Unsecured audits performed and forwarded to county assessor October Appeals quarterly updates emailed in counties where the data is available October-February Delivery of preliminary property tax reports January Appeals quarterly updates emailed in counties where the data is available January/February General Fund Budget Projections
April Appeals quarterly updates emailed in counties where the data is available April/May Final Books – Addendums emailed to clients
July Appeals quarterly updates emailed in counties where the data is available Ongoing Secured Audits – City
Property sales reports
City and Successor Agency mid-year budget reviews and budget projections
Analytical work at the request of clients
Monthly updates of database with property sale information

8.n
June 24, 2024

Packet Pg. 193

CITY COUNCIL

STAFF REPORT
MEETING DATE: June 24, 2024
ITEM TITLE: Adopt a Resolution Accepting the 1232 Cherry Street Building Demolition Project C2216 and Authorizing the Public Works Director to Issue and Record a Notice of Completion.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution accepting the 1232 Cherry Street Building Demolition Project C2216 (“Project”) and authorizing the Public Works Director to issue and record a Notice of Completion.

FISCAL IMPLICATIONS:

None.

The City Council awarded the contract to Resource Environmental, Inc. (“Contractor”) in the amount of $184,000, plus a 30% contingency, for a total of $239,200. The total cost to complete the Project is $187,182.18. There is sufficient budget to close out the Project.

BACKGROUND:

During the Fiscal Year 2022-23 budget process, the City Council approved the Project to demolish the existing building at 1232 Cherry Street and relocate the alley to its final location prior to the construction of the City’s affordable housing project.

Demolishing the building prior to the approval of the high-density affordable housing project will accommodate additional workspace for the Contractor, relocate the alley to its final location, and allow for the relocation of underground infrastructure and utilities.

The final bid set documents were prepared and signed by the City Engineer on May 1, 2023.

The Project was publicly advertised on May 8, 2023, and sealed bids were opened by the City Clerk on May 30, 2023. The City Council awarded the Project to the Contractor at its meeting on August 14, 2023. The Contractor began the Project on January 16, 2024.

ANALYSIS:

The Project was completed on May 16, 2024, in accordance with the approved Project specifications. Therefore, staff recommends accepting the 1232 Cherry Street Building Demolition Project C2216 and authorizing the Public Works Director to issue and record a Notice of Completion.

8.o
June 24, 2024

Packet Pg. 194

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution accepting the 1232 Cherry Street Building Demolition Project C2216 and authorizing the Public Works Director to issue and record a Notice of Completion; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Steven Machida, Public Works Director
Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Resolution

8.o
June 24, 2024

Packet Pg. 195

RESOLUTION NO. 2024 – ____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS ACCEPTING THE 1232 CHERRY STREET BUILDING DEMOLITION PROJECT C2216 AND

AUTHORIZING THE PUBLIC WORKS DIRECTOR TO ISSUE AND RECORD A NOTICE OF COMPLETION.

WHEREAS, during the Fiscal Year 2022-23 budget process, the City Council approved the 1232 Cherry Street Building Demolition Project C2216 (“Project”) to demolish the existing building at 1232 Cherry Street and relocate the alley to its final location prior to the construction of the City’s affordable housing project; and
WHEREAS, demolishing the building prior to the approval of the high-density affordable housing project will accommodate additional workspace for the contractor, relocate the alley to its final location, and allow for the relocation of underground infrastructure and utilities; and WHEREAS, the final bid set documents were prepared and signed by the City Engineer on May 1, 2023; and
WHEREAS, the Project was publicly advertised on May 8, 2023 and sealed bids were opened by the City Clerk on May 30, 2023; and
WHEREAS, the City Council awarded the Project to Resource Environmental, Inc. (“Contractor”) at its meeting on August 14, 2023; and
WHEREAS, the Contractor began the Project on January 16, 2024, and completed the Project on May 16, 2024, in accordance with the approved Project specifications; and WHEREAS, staff recommends accepting the Project and authorizing the Public Works Director to issue and record a Notice of Completion.

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby accepts the 1232 Cherry Street Building Demolition Project C2216 and authorizes the Public Works Director to issue and record a Notice of Completion.
* * * * *
I, City Clerk Crystal Mui, hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the City of San Carlos at a scheduled meeting thereof held on the 24th day of June 2024, by the following vote:

AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

8.o
June 24, 2024

Packet Pg. 196

________________________________
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos

8.o
June 24, 2024

Packet Pg. 197

CITY COUNCIL

STAFF REPORT
MEETING DATE: June 24, 2024
ITEM TITLE: Adopt a Resolution Appointing Amy Newby as the San Carlos Representative to the San Carlos Development Corporation Board of Directors.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution appointing Parks and Recreation Director Amy Newby as the San Carlos Representative to the San Carlos Development Corporation Board of Directors.

FISCAL IMPLICATIONS:

None.

BACKGROUND:

The San Carlos Elms, located on the 600 block of Elm Street, is an assisted living and memory care community designed especially for older adults. It is designated as a Residential Care facility and offers studio and one- and two-bedroom units. Eighty percent of the units are rented at market rate and the remaining twenty percent are rented below market rate for qualifying residents.

The San Carlos Development Corporation (SCDC) is a California Non-Profit Public Benefit Corporation, incorporated in 1992. It was created for the purpose of developing, owning and operating the Elms Project. The San Carlos Elms is the sole asset of the SCDC.

In 1994, the City and the San Carlos Redevelopment Agency (RDA) entered into a complex set of transactions designed to facilitate the financing and development of San Carlos Elms on property.

ANALYSIS:

The SCDC is comprised of a seven-member Board of Directors which has all powers permitted by law and the Articles of Incorporation for oversight and operation of the Elms. Seat Five on the Board is appointed by the City Council of the City of San Carlos. Nekaya Nachmann was appointed in 2013 and stepped down on March 19, 2024. An individual member of the City Council is unable to serve as the appointment.

ALTERNATIVES:

The alternatives available to the City Council include:

8.p
June 24, 2024

Packet Pg. 198

1. Appoint Amy Newby as the San Carlos representative on the San Carlos Development Corporation Board; or

2. Do not appoint Amy Newby as the San Carlos representative on the San Carlos Development Corporation Board; or

3. Provide staff with alternative direction.

Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT:

1. Resolution

8.p
June 24, 2024

Packet Pg. 199

RESOLUTION NO. 2024 – ____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS

APPOINTING AMY NEWBY AS THE SAN CARLOS REPRESENTATIVE TO THE SAN CARLOS DEVELOPMENT CORPORATION BOARD OF DIRECTORS.

WHEREAS, the San Carlos Elms, located on the 600 block of Elm Street, is an assisted living and memory care community designed especially for older adults; and WHEREAS, the San Carlos Development Corporation (SCDC) is a California Non-Profit Public Benefit Corporation, incorporated in 1992, created for the purpose of developing, owning and operating the Elms Project. The San Carlos Elms is the sole asset of the SCDC; and WHEREAS, in 1994, the City and the San Carlos Redevelopment Agency (RDA) entered into a complex set of transactions designed to facilitate the financing and development of San Carlos Elms on property; and
WHEREAS, the SCDC is comprised of a seven-member Board of Directors which has all powers permitted by law and the Articles of Incorporation for oversight and operation of the Elms; and
WHEREAS, Seat Five on the SCDC Board of Directors is appointed by the San Carlos City Council. Nekaya Nachmann was appointed in 2013 and stepped down on March 19, 2024.

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby appoint Amy Newby as the San Carlos representative to the San Carlos Development Corporation Board of Directors.
* * * * *
I, City Clerk Crystal Mui, hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the City of San Carlos at a scheduled meeting thereof held on the 24th day of June 2024, by the following vote:
________________________________
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos
AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

8.p
June 24, 2024

Packet Pg. 200

CITY COUNCIL

STAFF REPORT
MEETING DATE: June 24, 2024
ITEM TITLE: Adopt Ordinance 1616 Amending San Carlos Municipal Code Chapter

2.24.060 - Commissions - Length of Service, to Add a Provision Allowing Extension or Reappointment of Term Limited
Commissioners.

RECOMMENDATION:

Staff recommends that the City Council adopt Ordinance 1616 amending San Carlos Municipal Code Chapter 2.24.060 - Commissions – Length of Service, to add a provision allowing extension or reappointment of term limited commissioners until the position is filled.

FISCAL IMPLICATIONS:

None.

BACKGROUND AND ANALYSIS:

The San Carlos Municipal Code currently provides that City Council appointed commissioners are limited to serving no more than two consecutive three-year terms for a maximum total of six consecutive years. These term limits provide more opportunities for our community members to serve on commissions and to hear more diverse opinions and input when considering issues that come before the City Council.

It is important for the success of our commissions to have full membership. However, there is sometimes a need to extend a commission recruitment deadline past the date a commissioner’s term expires, resulting in vacant seats on the commission. Many actions take three votes and with only three commissioners, some issues could be approved with only two votes. There are also Brown Act implications, in that with a three-member commission, members would be prohibited from speaking with one other commissioner as currently allowed.

At its June 10, 2024 meeting, the City Council recommended that a provision be added to the Municipal Code to provide the Council with the ability to extend a Commissioner’s length of service if they anticipate a commission seat will not be filled before the commissioner’s term expires, or to allow for a temporary reappointment after the term has expired. The extension or reappointment would be for a specified additional time or until the seat is filled, whichever occurs first.

Staff anticipates that this provision will allow commissions to continue business with a full body, while they wait for a new commissioner appointment from Council.

8.q
June 24, 2024

Packet Pg. 201

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt Ordinance 1616 amending San Carlos Municipal Code Chapter 2.24.060 - Commissions – Length of Service, to add a provision allowing extension or reappointment of term limited commissioners until the position is filled; or

2. Do not Adopt Ordinance 1616; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Crystal Mui, City Clerk
Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Ordinance 1616

8.q
June 24, 2024

Packet Pg. 202

2 5
2 3
ORDINANCE NO. 1616

AN ORDINANCE OF THE CITY OF SAN CARLOS AMENDING SAN CARLOS MUNICIPAL CODE CHAPTER 2.24.060 – COMMISIONS- LENGTH OF SERVICE, TO ADD A

PROVISION ALLOWING EXTENSION OR REAPPOINTMENT OF TERM
LIMITED COMMISSIONERS.

SECTION 1. Findings. The City Council of the City of San Carlos does hereby find and declare as follows:

WHEREAS, San Carlos Municipal Code Section 2.24 establishes the Commissions and Boards in San Carlos; and
WHEREAS, San Carlos Municipal Code Section 2.24.060 provides that City Council appointed commissioners are limited to serving no more than two consecutive three-year terms for a maximum total of six consecutive years; and
WHEREAS, there is sometimes a need to extend a commission recruitment deadline past the date the commissioner’s term expires; and
WHEREAS, it is important for the success of our commissions to have a full complement and participation of its members; and
WHEREAS, staff recommends that a provision be added to the Municipal Code providing Council with the ability to extend a Commissioner’s length of service if a commission seat will not be filled before the commissioner’s term expires or to allow for a temporary reappointment, until the position is filled.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of San Carlos hereby amends the San Carlos Municipal Code Chapter 2.24.060 -Commissions – Length of Service, to read as follows (edits shown in red):

CHAPTER 2.24 - COMMISSIONS

2.24.060 Length of service.

A. Except as set forth herein, time of service by a member on any of the City Council appointed commissions, committees and boards (hereafter “commissions”) mentioned in Section 2.24.010 shall not exceed six years of consecutive service. If a commissioner is appointed to another commission by the City Council, their time of service on the first commission shall not be counted as cumulative service. Former commission members who have not served for one year or more shall be eligible for appointment to a commission, subject to a new limitation of six years of consecutive service.

B. Notwithstanding the above limitation, in order to meet the intent of staggered membership, to avoid subsequent mid-term changes to commissions and for implementation of this chapter:

1. Initial appointees and members currently appointed to a commission as of adoption of the ordinance codified in this chapter may serve up to seven years; and

8.q
June 24, 2024

Packet Pg. 203

2 5
2 3

2. Time served after appointment to fill unexpired terms shall not be counted as a term or against the overall limit of six years of consecutive service.

3. In the event the City Council has not filled a commission seat before June 30 of the year in which such commission term would expire, the City Council may, but is not required to, extend the term or reappoint commissioners expired terms for a specified additional time or until filled by the Council, whichever occurs first.

C. Alternate Member. If an alternate member fills an unscheduled vacancy, their time served as an alternate member does not count towards the overall limit of six years.

Additionally, the time served filling the unscheduled vacancy shall not be counted as a term or against the overall limit of six years of consecutive service.

SECTION 2: CEQA. This Ordinance is exempt from additional environmental review pursuant to California Environmental Quality Act (“CEQA”) Guidelines Section 15061(b)(3); under the general rule that CEQA applies only to projects, which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA.

SECTION 3: Severability. The City Council hereby declares that it would have passed this Ordinance sentence by sentence, paragraph by paragraph, and section by section, and does hereby declare that any provisions of this Ordinance are severable and if for any reason any sentence, paragraph or section of this Ordinance shall be held invalid, such decision shall not affect the validity of the remaining parts of this Ordinance.

SECTION 4: Publication and Effective Date. This Ordinance shall be published and posted according to law and shall take effect and be in force from and after 30 days after its passage and adoption.
* * * *
I, City Clerk Crystal Mui, hereby certify that the foregoing Ordinance was introduced on the 10th day of June, 2024 and passed and adopted as an Ordinance of the City of San Carlos at a regular meeting thereof held on the 24th day of June, 2024 by the following vote:
________________________________
CITY CLERK of the City of San Carlos
APPROVED:
____________________________
MAYOR of the City of San Carlos
AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

8.q
June 24, 2024

Packet Pg. 204

CITY COUNCIL

STAFF REPORT
MEETING DATE: June 24, 2024
ITEM TITLE: Adopt Ordinance 1617 Amending San Carlos Municipal Code Section

13.08.160 – Sewer Service Charges and Fees Established.

RECOMMENDATION:

Staff recommends that the City Council adopt Ordinance 1617 amending San Carlos Municipal Code Section 13.08.160 – Sewer Service Charges and Fees Established.

FISCAL IMPLICATIONS:

There is no impact to the General Fund by approving the changes to the City’s sewer service charges. The Wastewater Fund is a self‐supporting enterprise fund. Revenues are derived primarily from sewer service charges. As such, the City’s sewer rates need to be set at levels adequate to fund the costs of providing wastewater service.

BACKGROUND:

The City owns and operates a wastewater collection system consisting of approximately 104 miles of sanitary sewer pipelines and four pump stations. The City’s sewer utility system is paid for by a self‐supporting enterprise fund, with sewer service charges providing roughly 95% of total revenues. As such, the City’s sewer rates need to be set at levels adequate to fund the cost of providing wastewater service. These costs include both the City’s sewer collection system operating and capital improvement funding needs, and the City’s share of the cost for treatment plant operations and debt service. Therefore, the City must evaluate and adjust City sewer rates to maintain a self-sustaining budgetary status.

The City also requires sewer connection fees on new or expanded connections to the sewer system. Connection fees are levied as a condition of development or change in use, and are designed to recover the cost of capacity in infrastructure and assets benefiting new development.

These capacity charges are one‐time fees, paid up‐front as a condition of new development or expansion. Capacity charges are separate from the City’s rates for sewer service and are not being adjusted at this time.

The City provides sewer service to approximately 11,000 sewer connections within the city.

Roughly 92% of total sewer connections are residential customers, 4% are commercial, 3% are industrial, and the remaining 1% are institutional accounts. Wastewater is conveyed by the City from four San Mateo County sewer maintenance districts to the Silicon Valley Clean Water (SVCW) treatment plant pursuant to agreements with each agency. SVCW is a joint powers authority whose members include San Carlos, Belmont, Redwood City, and the West Bay

8.r
June 24, 2024

Packet Pg. 205

Sanitary District. Since 2008, SVCW has been rebuilding, rehabilitating, and upgrading its wastewater transmission and treatment facilities, and the associated costs are allocated to each agency according to the structure of the original joint powers agreement.

The City has provided strong financial stewardship of the sewer enterprise fund by raising rates each year.

Details about the rate change are listed below.
•The City plans to spend $7 million per year on its Annual Sewer System Rehabilitation Program to repair, rehabilitate, and replace significant structural pipeline deficiencies in the system.
•The sewer enterprise needs small, annual rate adjustments to keep revenues in line with utility cost inflation.
•San Carlos is responsible for funding 15.14% of SVCW capital costs to address the long- range infrastructure rehabilitation and replacement program which will update wastewater conveyance and treatment facilities that are shared with the cities of San Carlos, Belmont, Redwood City and West Bay Sanitary District.
•City operating and maintenance costs are based on the City’s cash flow forecasts through Fiscal Year (FY) 2032-33.
•Rate revenues assume account growth based on the City’s 2030 General Plan, with growth in residential accounts assumed at a ratio of 3:1 multi-family dwelling units compared to newly added single-family residential accounts. •San Carlos’ share of SVCW operating, capital, and future debt service expenses are based on SVCW’s recently updated 2024 Long Range Financial Plan and the City’s cash flow forecasts through FY 2030-31.

The City’s sewer rate increases have improved the sewer enterprise’s financial health and put the fund in a good fiscal position to address future financial challenges.

ANALYSIS:

April 8, 2024 City Council Meeting
At its April 8, 2024 meeting, the City Council authorized publication of a notice of a public hearing to be held on June 10, 2024, pursuant to Proposition 218, to consider a 3.0% sewer rate increase over the next three years, beginning in FY 2024-25 through FY 2026-27. No additional rate structure modifications were proposed. Table 1 below shows the proposed sewer rates for the next three years.

8.r
June 24, 2024

Packet Pg. 206

Table 1 – Proposed Sanitary Sewer Rate Increases
June 10, 2024 City Council Meeting
At this advertised Proposition 218 public hearing, the City Council heard public testimony regarding the three-year sewer rate proposal. The Council was informed that increases are needed to fund all operations and maintenance costs, anticipated SVCW debt service costs, planned capital improvement costs, and an adequate level of Sewer Fund reserves. Several public comments opposed the rate increase or desired to have a rate structure that is usage- based, rather than a flat rate.

Next Steps
The City Council introduced this Ordinance on June 10, 2024. Should the Council adopt the Ordinance at tonight’s meeting, it would become effective on July 25, 2024. A copy of the introduced Ordinance is attached to this staff report (Attachment 1).

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt Ordinance 1617 amending San Carlos Municipal Code Section 13.08.160 – Sewer Service Charges and Fees Established; or
Current Proposed Rates Effective on or After
Units Sewer Rates 7/1/2024 7/1/2025 7/1/2026
Annual Rate Increase 3.0% 3.0% 3.0%
Residential Fixed Service Charges
Single-Family dwelling unit $1,401.27 $1,443.31 $1,486.61 $1,531.21 Multi-Family dwelling unit $1,203.44 $1,239.54 $1,276.73 $1,315.03 Nonresidential Sewer Rates
Commercial High Strength¹ hcf $22.30 $22.97 $23.66 $24.37 Commercial Mod Strength² hcf $19.13 $19.70 $20.29 $20.90 Commercial Std Strength hcf $14.36 $14.79 $15.23 $15.69 Institutional - Hospitals hcf $16.54 $17.04 $17.55 $18.08 Institutional - Public/Other hcf $13.90 $14.32 $14.75 $15.19 Industrial Flow hcf $11.89 $12.25 $12.62 $13.00
Industrial BOD lb $1.48 $1.52 $1.57 $1.62
Industrial TSS lb $1.66 $1.71 $1.76 $1.81
Minimum annual charge³ parcel/account $1,050.95 $1,082.48 $1,114.95 $1,148.40 ¹Includes restaurants, bakeries, mortuaries, markets with garbage disposals, and mixed use accounts whose wastewater is comprised of 75% or higher flow from high strength users. ²Includes hotels with food service and/or laundry facilities, and mixed use accounts whose wastewater is comprised of greater than 25% but less than 75% of flow from high strength users. ³All Commercial, Institutional, and Industrial accounts are subject to the minimum annual charge per parcel or account.

The City shall determine which customers class best reflects the wastewater characteristics of each account.

Note: 1 hcf = One hundred cubic feet, or approximately 748 gallons.

8.r
June 24, 2024

Packet Pg. 207

2. Do not adopt the Ordinance; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Steven Machida, Public Works Director
Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Ordinance 1617

8.r
June 24, 2024

Packet Pg. 208

2 5
5 3
ORDINANCE NO. 1617

AN ORDINANCE OF THE CITY OF SAN CARLOS AMENDING SAN CARLOS MUNICIPAL CODE SECTION 13.08.160 – SEWER SERVICE CHARGES AND FEES ESTABLISHED.

IT IS HEREBY ORDAINED by the City Council of the City of San Carlos as follows:

SECTION 1: Present Section 13.08.160 of the San Carlos Municipal Code entitled “Sewer Service Charges and Fees Established” is deleted.

SECTION 2: New Section 13.08.160, entitled “Sewer Service Charges and Fees Established,” is added to the San Carlos Municipal Code as follows:

Section 13.08.160 Sewer Service Charges and Fees Established The City Council hereby establishes the following schedule of user charges and fees by the classifications set forth. The fees and charges are for the use and maintenance of the sewage facilities and services furnished to and for the user premises.

The City Council finds that the fees and charges herein provide a fair and equitable allocation of the cost to provide sewage facilities and services for the users and are commensurate with the reasonable cost of providing facilities and services. After review and study of the administration, maintenance costs and capital needs of the City Sanitary Sewer facilities, the schedule of users, fees and charges is as follows:

Current Rates Effective on or After
Units Sewer Rates 7/1/2024 7/1/2025 7/1/2026
Annual Rate Increase 3.0% 3.0% 3.0%
Residential Fixed Service Charges
Single-Family dwelling unit $1,401.27 $1,443.31 $1,486.61 $1,531.21 Multi-Family dwelling unit $1,203.44 $1,239.54 $1,276.73 $1,315.03 Nonresidential Sewer Rates
Commercial High Strength¹ hcf $22.30 $22.97 $23.66 $24.37 Commercial Mod Strength² hcf $19.13 $19.70 $20.29 $20.90 Commercial Std Strength hcf $14.36 $14.79 $15.23 $15.69 Institutional - Hospitals hcf $16.54 $17.04 $17.55 $18.08 Institutional - Public/Other hcf $13.90 $14.32 $14.75 $15.19 Industrial Flow hcf $11.89 $12.25 $12.62 $13.00
Industrial BOD lb $1.48 $1.52 $1.57 $1.62
Industrial TSS lb $1.66 $1.71 $1.76 $1.81
Minimum annual charge³ parcel/account $1,050.95 $1,082.48 $1,114.95 $1,148.40 ¹Includes restaurants, bakeries, mortuaries, markets with garbage disposals, and mixed use accounts whose wastewater is comprised of 75% or higher flow from high strength users. ²Includes hotels with food service and/or laundry facilities, and mixed use accounts whose wastewater is comprised of greater than 25% but less than 75% of flow from high strength users. ³All Commercial, Institutional, and Industrial accounts are subject to the minimum annual charge per parcel or account.

The City shall determine which customers class best reflects the wastewater characteristics of each account.

Note: 1 hcf = One hundred cubic feet, or approximately 748 gallons.

8.r
June 24, 2024

Packet Pg. 209

2 5
5 3
SECTION 3: That the City Council hereby declares that it would have passed this Ordinance sentence by sentence, paragraph by paragraph and section by section and does hereby declare that any provisions of this Ordinance are severable and, if for any reason any sentence, paragraph or section of this Ordinance shall be held invalid, such decision shall not affect the validity of the remaining parts of this Ordinance.

SECTION 4: This Ordinance shall be published and posted according to law and shall take effect and be in force from and after 30 days after its passage and adoption.

* * * *
I, City Clerk Crystal Mui, hereby certify that the foregoing Ordinance was introduced on the 10th day of June, 2024 and passed and adopted as an Ordinance of the City Council of the City of San Carlos at a regular meeting thereof held on the 24th day of June, 2024 by the following vote:
________________________________
CITY CLERK of the City of San Carlos
APPROVED:
____________________________
MAYOR of the City of San Carlos
AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

8.r
June 24, 2024

Packet Pg. 210

CITY COUNCIL

STAFF REPORT
MEETING DATE: June 24, 2024
ITEM TITLE: Adopt a Resolution Approving a Master Plan Concept for North Crestview Park.

RECOMMENDATION:

Staff recommends that the City Council select a master plan concept for North Crestview Park and adopt a Resolution approving it.

FISCAL IMPLICATIONS:

There is no fiscal impact and no additional funding is needed. Funding for the North Crestview Master Plan project C2221 was appropriated in the Adopted Fiscal Year (FY) 2022-23 Capital Improvement Budget in the amount of $200,000. Additional funding in the amount of $25,000 was requested when Council approved the contract with the consultant in August 2023.

BACKGROUND:

On January 27, 2023, the City Council held its annual strategic planning retreat to discuss the City’s mission, vision, and core values, review strategic goals and objectives, and consider new priority areas for the upcoming year. At this meeting, a new goal, “Recreational Opportunities” was discussed and added as a goal for 2023. Under this goal, three objectives were identified and include: to create a new master plan for North Crestview Park to explore additional recreational opportunities at this site; to complete a full Parks Master Plan; and to assess new and existing opportunities to expand trails and trail connections with adjacent open space.

Following the Council’s action, a request for proposals was posted on the City’s website on May 26, 2023. Eight firms responded with proposals by the deadline, and each firm was ranked based on set criteria for the project. Four firms, including Gates + Associates, RHAA, SERA, and Verde Design, were invited for an interview and further questions by the selection committee. The selection committee was comprised of staff from both the Community Development and Parks and Recreation Departments.

Interviews were conducted with each firm on July 31, 2023. Questions focused on the firms’ previous park planning efforts. The firms also explained their proposed approaches to the project, so that staff could understand each consultant’s vision and planned approach. After the interviews, the selection committee ranked Verde as the top candidate. Their recommendation was based on Verde’s competitive costs, demonstrated expertise, similar project experience, integrated team of experts, approach to the scope of work, and fit for the community. The City

9.a
June 24, 2024

Packet Pg. 211

Council awarded to contract to Verde for the North Crestview Park Master Plan at its August 14, 2023 meeting.

ANALYSIS:

Community Outreach and Input

The first phase of community outreach included an in-person workshop, online survey, and pop- up event at the Farmers’ Market. The in-person workshop was held on January 24, 2024, at which approximately 40 members of the community joined the team from Verde and City staff to engage in discussion around the possibilities for North Crestview Park and to provide input on their wishes for the park design. Additional input and feedback included 450 responses to the online survey and approximately 20 community member visits at a pop-up event at the Farmers’ Market.

Opportunities that came up in the initial outreach effort included mixed usage for adults and children, structured site usage and accessibility, play for all, native plantings and wilderness exploration, and unique or new recreation features to San Carlos. Some of the more commonly shared ideas centered around a nature theme, picnic area, hillside and terraced seating, meadow for informal play, a climbing feature, and restroom facilities.

The second phase of community outreach included another in-person workshop and online survey. The community workshop, held on March 13, 2024, was attended by approximately 45 participants, while the online survey received over 230 responses were received. Following the first phase of outreach, two options were developed based on feedback and input received from the community. Common elements included a loop trail, native plantings, wind buffers, multi-use meadow, climbing zone, fitness zone, restroom building, shade structure, picnic tables, hillside seating, universal play area, and accessible parking. An added recreation amenity included in the second option is a multi-use court. All presentation materials and outreach summaries can be found on the City’s Parks and Recreation Department Capital Improvement Project website.

Consultants further refined the two options presented at the community meeting and online survey as “Concept A” (Attachment 2) and “Concept B” (Attachment 3). The multi-use court space included in Concept B may accommodate pickleball courts. Additionally, through the second community survey process, the desire for a community pool was the primary response from the question, “As this is the last undeveloped park in San Carlos, we want to make sure we capture the complete recreational needs of the community. Are there any other recreational amenities not included in the plan that should be considered?” Due to the favorable response for a community pool, consultants prepared a Pool Alternative concept (Attachment 4) for the Council’s consideration through the process.

Parks, Recreation and Culture Commission Input

At the June 5, 2024 Parks, Recreation and Culture Commission meeting, consultants from Verde presented the community outreach and input process for the Master Plan. Following the background information provided, they presented the Commission with the three options to consider. Through questions and comments from the Commission and public comment, the Commission recommended, by a 3-2 vote, Concept B (Attachment 3), with the amendment to the design that the multi-use sport court not include pickleball lines. This recommendation from the

9.a
June 24, 2024

Packet Pg. 212

Commission was based on feedback received from the pickleball community that the three proposed courts with additional sport court lines do not meet the recreation and group play needs of the pickleball community. The pickleball community’s desire is for four to six permanent pickleball courts at one location. Additional feedback from the Commission on the design was to include a water fountain and bike rack.

Next Steps
Following the City Council’s selection of the preferred North Crestview Park Master Plan concept, the Verde design team will further refine the design and provide more detailed park plans. During this time, the technical analysis for the CEQA document will be prepared. The final North Crestview Park Master Plan will be presented to the City Council for approval. The City Council will be the decision making authority on the CEQA document as well as the North Crestview Park Master Plan. It is anticipated that the final Master Plan will be available in fall 2024 for review and consideration.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution approving a North Crestview Park Master Plan concept; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Amy Newby, Parks & Recreation Director
Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Resolution

2. Design Concept A

3. Design Concept B

4. Pool Alternative

9.a
June 24, 2024

Packet Pg. 213

RESOLUTION NO. 2024 – ____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS APPROVING A MASTER PLAN CONCEPT FOR NORTH CRESTVIEW PARK.

WHEREAS, on January 27, 2023, the City Council held its annual strategic planning retreat to discuss the City’s mission, vision, and core values and to consider new priorities for the upcoming year; and

WHEREAS, a new goal, “Recreation Services,” was discussed and added in 2023; and

WHEREAS, one objective under the Recreation Services goal is to complete a new North Crestview Park Master Plan to explore additional recreational opportunities at this site; and

WHEREAS, at its April 10, 2023 City Council meeting, $200,000 from Park-in-lieu Fund 27 was appropriated to Project C2221 to complete the master plan process; and WHEREAS, on August 14, 2023, the City Council approved an agreement with Verde Design, as consultants for the Project, and an additional $25,000 was appropriated to Project C2221; and

WHEREAS, Verde and City staff facilitated community outreach and input efforts to gather ideas from the greater community including two, in-person workshops, a pop-up Farmers’ Market booth, and online surveys; and

WHEREAS, consultants prepared two park concepts based on feedback received, which included a large meadow, picnic area, parking lot, restrooms, terraced seating, natural plantings, fitness zone, playground, veterans acknowledgement, Ohlone acknowledgement, and a multi-use court on one of the options; and

WHEREAS, through the second community survey process, the desire for a community pool was expressed and resulted in a third alternative concept option; and

WHEREAS, at the June 5, 2024 Parks, Recreation and Culture Commission meeting, the Commission voted 3-2 in favor of Concept B, with a revision that the multi-use courts do not include pickleball lines; and

WHEREAS, following a selection from the City Council, consultants will further refine the design and provide more detailed park plans as well as prepare the technical analysis for the CEQA document to be prepared.

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby select master plan concept _____ for North Crestview Park.

9.a
June 24, 2024

Packet Pg. 214

* * * * *
I, City Clerk Crystal Mui, hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the City of San Carlos at a scheduled meeting thereof held on the 24th day of June 2024, by the following vote:
________________________________
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos
AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

9.a
June 24, 2024

Packet Pg. 215

CONCEPT PLAN - OPTION A

FITNESS COURT

NORTH CRESTVIEW PARK
5-12 YO

PLAY ZONE

NATIVE PLANTING AND

HABITAT PROTECTION

PICNIC GROVE

ENTRANCE
PLAZA

FITNESS
COURT

LEANING RAIL WITH

EDUCATIONAL SIGNAGE -

NATIVE PLANTS AND ANIMALS

VIEW PLAZA

W SEATWALL

TERRACED SEATING

ACCESSIBLE LOOP
TRAIL `

PICNIC AREAS
OHLONE

ACKNOWLEDGEMENT WITH

EDUCATIONAL SIGNAGE

SEAT WALL WITH

ACESSIBLE AND

COMPANION SEATING

STREETSIDE

SEATWALL

STREETSIDE

SEATWALL

STREETSIDE

SEATWALL

PROJECT SIGN

PROJECT

MONUMENT

LEANING RAIL WITH

EDUCATIONAL SIGNAGE -

MILITARY HISTORY OF SITE

NATURALIZED

PLANTING

NATIVE PLANTING AND

HABITAT PROTECTION
2-5 YO

PLAY ZONE

RESTROOM

SEATWALLS W

FIXED SEATS

HANDICAPPED

PARKING

EXISTING TREES

CONCEPT PLAN - OPTION B
MULTIUSE COURT + FITNESS COURT

NORTH CRESTVIEW PARK

NATIVE PLANTING AND
H

ABITAT PROTECTION

PICNIC GROVE

ENTRANCE
PLAZA

RESTROOM

FITNESS
COURT

MULTIUSE
COURT

FITNESS COURT

EXERCISE
AREA

VIEW PLAZA

W SEATWALL

TERRACED SEATING

ACCESSIBLE LOOP
TRAIL `

PICNIC AREAS
OHLONE

ACKNOWLEDGEMENT WITH

EDUCATIONAL SIGNAGE

SEAT WALL WITH

ACESSIBLE AND

COMPANION SEATING

STREETSIDE

SEATWALL

STREETSIDE

SEATWALL

STREETSIDE

SEATWALL

PROJECT SIGN

PROJECT

MONUMENT

LEANING RAIL WITH

EDUCATIONAL SIGNAGE -

MILITARY HISTORY OF SITE

NATURALIZED

PLANTING

NATIVE PLANTING AND

HABITAT PROTECTION

ACCESSIBLE

PLAY ZONE

SEATWALLS W

FIXED SEATS

HANDICAPPED

PARKING

CONCEPT PLAN -

POOL ALTERNATIVE

NORTH CRESTVIEW PARK

CALIFORNIA NATIVE

PLANTING AND HABITAT

PROTECTION

CALIFORNIA NATIVE

PLANTING

CALIFORNIA NATIVE

PLANTING

ENTRY ARCH
OHLONE

ACKNOWLEDGEMENT WITH

EDUCATIONAL SIGNAGE

HANDICAPPED

PARKING

VIEW PLAZA

W SEATWALL

PICNIC AREAS
GRASS
25 YARD
6 LANE POOL

STREETSIDE

SEATWALL

STREETSIDE

SEATWALL

STREETSIDE

SEATWALL

PROJECT SIGN

PROJECT

MONUMENT

LEANING RAIL WITH

EDUCATIONAL SIGNAGE -

MILITARY HISTORY OF SITE

CALIFORNIA NATIVE

PLANTING AND HABITAT

PROTECTION

EXISTING TREES

PROPOSED
TREES

EXISTING TREES

DISPLAY
SHADED

SEATING AREAAQUATIC BUILDING

ROOF DECK

CALIFORNIA POLINATOR

GARDENFENCE

CALIFORNIA

POLINATOR
GARDEN

PROPOSED
TREES

CITY COUNCIL

STAFF REPORT
MEETING DATE: June 24, 2024
ITEM TITLE: Consideration of Adopting a Resolution Approving a General Plan Map Amendment; Introducing an Ordinance Adopting a Zoning District Boundary Map Amendment to Allow Prezoning and
Annexation; and Adopting a Resolution Authorizing a Property Tax Exchange Between the County of San Mateo and City of San Carlos for the Property Located at 244 Club Drive (APN 049-050-070).

RECOMMENDATION:

Staff recommends that the City Council take the following actions for the prezoning and annexation of the property located at 244 Club Drive (APN 049-050-070):
i. Adopt a Resolution adopting a General Plan map amendment to a land use designation of Single Family, Low Density (3DU/acre) at 244 Club Drive. ii. Introduce an Ordinance adopting a Zoning District Boundary Map amendment to allow for prezoning designation of the property to RS-3: Single Family, Low Density (3 DU/Acre) at 244 Club Drive.
iii. Adopt a Resolution making a determination of property tax exchange pursuant to provisions of Chapter 282, Section 59, Part .05, Implementation of Article XIIIA of the California Constitution Commencing with Section 95, Division 1, of the Revenue and Taxation Code for the property located at 244 Club Drive.

FISCAL IMPLICATIONS:

The costs to process the proposed annexation are paid for by the applicant.

The fiscal implications of the proposed annexation are described in detail in the Fiscal Impact Analysis (FIA) prepared by Economic & Planning Systems, Inc. (“EPS”). The FIA concludes the annual net fiscal impact of the annexation would be roughly neutral (Attachment 8). A slight negative impact is anticipated based on the current assessed value of the property. No additional recurring service costs would be associated with the project. Any future sale would result in a modest positive impact.

BACKGROUND:

The project site at 244 Club Drive contains one developed parcel that is located in the County of San Mateo adjacent to the City’s northwestern boundary. While not within the City’s jurisdictional boundary, the site is located within the Local Agency Formation Commission (“LAFCo”) adopted Sphere of Influence (SOI) of San Carlos. LAFCo is the San Mateo County agency established by

10.a
June 24, 2024

Packet Pg. 219

state law that has the power to adopt changes in boundaries. An SOI is designated by LAFCo to outline future boundaries, organization, and service plans for cities. Unincorporated areas within the LAFCo SOI for San Carlos may be prezoned for the purposes of determining the zoning that will apply to such property following annexation approval by LAFCo.

On September 20, 2023, the property owner applied for prezoning and annexation with the City.

The site is currently served by an existing septic system. Citing a concern for future failure of that system, the property owner is requesting an annexation into the City and connection into the City’s sewer system.

Planning and Transportation Commission Recommendation
On April 1, 2024, the Planning and Transportation Commission conducted a public hearing and adopted two resolutions recommending the City Council’s approval of a General Plan Map Amendment and a Zoning District Boundary Map Amendment to allow for the prezoning and annexation of 244 Club Drive (Attachments 4 and 5). One item of public comment was received from a neighbor at 248 Club Drive stating concern over a five-inch encroachment of the existing detached garage at 244 Club over the property line (Attachment 10). Given the only material change from the annexation would be to connect the 244 Club property to the City’s sewer system, after a review of building records found the structure to have been legally permitted (Attachment 11), the concern noted was not found to impact the proposed annexation. The Resolutions were both adopted by a vote of four in favor with one commissioner absent. The meeting minutes are included as Attachment 6.

ANALYSIS:

Project Site
The 9,754 square foot site contains one existing single-family home and is located in an established single-family residential neighborhood abutting the City boundary line on three of its four sides. On this block of Club Drive, starting at its intersection with Beverly Drive to the east and up to its intersection with Crestview Drive to the west, the majority of parcels are located within the City of San Carlos, while there are only a few, developed single family residential parcels also located along the northern end of this block that are located within unincorporated San Mateo County. The two immediately adjacent City parcels to the east and west are zoned RS-3: Single Family, Low Density (3 DUs/Acre) with a General Plan designation of Single Family, Low Density (3 DUs/Acre.)

10.a
June 24, 2024

Packet Pg. 220

Figure 1: Site Location and Surrounding General Plan Designations Annexation Process
The City is required to process applications for annexation within its SOI. If the application meets the City’s General Plan policies and is within the City’s SOI as outlined by LAFCo for annexation, the property could be pre-zoned for annexation. The City and County must also adopt a property tax exchange prior to LAFCo considering approval of an annexation. A formal petition for annexation at 244 Club Drive has been filed with LAFCo by the property owner. Once the annexation is approved, and assuming waiver of a protest hearing, LAFCo must wait 30 days before recording a Certificate of Completion, or if approved with conditions, at least 30 days until conditions are met. The date of the recordation of the Certificate of Completion is the effective date of annexation.

General Plan Amendment
State law (Government Code Section 68560) requires that the zoning of land must be consistent with the adopted General Plan. Thus, a General Plan Map Amendment is necessary for consideration of the requested prezoning to allow for annexation. In making a recommendation to the City Council, the Planning and Transportation Commission made findings supporting the recommendation. An analysis of the project’s ability to meet the findings to comply with applicable General Plan policies is embedded in the draft Resolution of the City Council (Attachment 1).

Zoning District Boundary Map Amendment
Chapter 18.38 “Prezoning and Annexation Procedure” of the Zoning Ordinance outlines the procedure for prezoning and criteria for annexation of unincorporated territory. Further, the Zoning Ordinance specifies that such requests shall be processed in accordance with the procedures of Chapter 18.35 “Amendments to the Zoning Ordinance and Map”. An analysis of the project’s ability to comply with both the Zoning District Boundary Map Amendment findings and criteria

10.a
June 24, 2024

Packet Pg. 221

established in the Prezoning and Annexation Ordinance is required. The findings recommended by the Planning Commission are embedded in the draft Ordinance of the City Council (Attachment 2).

Property Tax Exchange
To assist the City in determining the tax exchange and the fiscal impacts associated with Annexation, EPS conducted a fiscal analysis of the proposed annexation to evaluate recurring revenues and service costs that may be incurred by the City. The EPS report (Attachment 8) concludes the net fiscal impact of the annexation to the City is roughly neutral. The City would receive a minor annual amount in property tax that would increase with any future sale of the property. No additional recurring service costs would be associated with the project, though the FIA notes the cumulative impact of a high number of annexations could become more significant.

It is not anticipated that a high number of similar annexations are to occur in the future.

Under state law, the City of San Carlos and the County of San Mateo need to adopt a Property Tax Exchange Resolution prior to LAFCo certifying the application (Attachment 3). The relative property tax distribution between the City and County is consistent with City policy for annexations and is in line with prior tax sharing agreements between the City and County. Further, the prepared FIA concludes that the City will receive an incremental annual revenue, while remaining roughly neutral on any impact to the General Fund for associated services. The San Mateo County Board of Supervisors will be required to consider a similar Resolution subsequent to consideration by the City Council.

PUBLIC NOTICE:

The City mailed public notice of this hearing to all property owners within 300 feet of the project site on June 14, 2024, and published notice in the newspaper on June 14, 2024. As of the time of preparation of this report, staff has not received any additional public comments. A public comment received following the noticing of the April 1, 2024 Planning and Transportation Commission meeting, and summarized with the project background, is included as Attachment

10. ENVIRONMENTAL DETERMINATION:

This project has been determined to be exempt from the provisions of the California Environmental Quality Act (CEQA) per Section 15319 Annexation of Existing Facilities and Lots for Exempt Facilities and Section 15303 New Construction or Conversion of Small Structures. A detailed evaluation for applicability of these exemptions has been prepared (Attachment 9).

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt Resolutions to amend the General Plan Map to Single Family, Low Density (3DU/acre), introduce an Ordinance to amend the Zoning District Boundary Map to RS-3:

Single Family, Low Density, and to authorize a property tax exchange to allow for the prezoning and annexation of the property located at 244 Club Drive (APN: 049-050-070); or

10.a
June 24, 2024

Packet Pg. 222

2. Do not adopt Resolutions nor introduce an Ordinance for the prezoning and annexation of 244 Club Drive; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Al Savay, Community Development Director
Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Proposed Resolution - General Plan Amendment

2. Proposed Ordinance - Zoning District Boundary Map Amendment

3. Proposed Resolution - Property Tax Exchange

4. PTC Resolution Recommending Plan Amendment

5. PTC Resolution Recommending Zoning District Boundary Amendment/Prezoning

6. PTC April 1, 2024 Meeting Minutes

7. 244 Club Site Plan

8. Fiscal Impact Analysis, prepared by EPS, dated February 15, 2024

9. Categorical Exemption, prepared by MIG, Inc., dated February 13, 2024

10. Public Comment Submitted for the PTC April 1, 2024 Meeting

11. County Permit Record for Existing Structures

12. Noticing Materials

10.a
June 24, 2024

Packet Pg. 223

RESOLUTION NO. 2024-______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS

ADOPTING A GENERAL PLAN MAP AMENDMENT TO A LAND USE DESIGNATION OF SINGLE FAMILY, LOW DENSITY (3DUS/ACRE) FOR THE PROPERTY LOCATED AT 244 CLUB DRIVE (APN: 049-050-070).
_____________________________________________________________________________ WHEREAS, the San Carlos City Council has received an application from the property owners of 244 Club Drive (APN: 049-050-070) for a General Plan Map Amendment to a land use designation of Single Family, Low Density (3DUs/Acre) with the associated request for a Zoning District Boundary Map Amendment as initial steps to prezoning and annexation of the subject properties from the County of San Mateo into the City of San Carlos; and WHEREAS, it is determined that the aforementioned property is located within the Local Agency Formation Commission (“LAFCo”) adopted sphere of influence (SOI) of San Carlos; and WHEREAS, in accordance with the California Environmental Quality Act (CEQA), the City Council has determined that the application for a General Plan Map Amendment and associated Zoning District Boundary (Map) Amendment for the aforementioned property is exempt from the provisions of CEQA pursuant to Section 15319 Annexation of Existing Facilities and Lots for Exempt Facilities and Section 15303 New Construction or Conversion of Small Structures; and
WHEREAS, on April 1, 2024, the San Carlos Planning and Transportation Commission (PTC) conducted a public hearing to consider a recommendation to the City Council regarding a General Plan Map amendment for the aforementioned property to a land use designation of Single Family, Low Density 3 (DU/acre) and adopted PTC Resolution No. PTC 2024-10 recommending City Council approval of such which includes the reasons for the recommendation, findings for a General Plan Amendment in Chapter 18.34 and the relationship of the proposed amendment to applicable general and specific plans; and WHEREAS, on June 24, 2024, the City Council conducted a public hearing to receive PTC Resolution 2024-10 recommending approval and to consider the application from the property owners of the aforementioned property regarding a General Plan Map amendment to a land use designation of Single Family, Low Density (3 DUs/acre) in conformance with Chapters

18.27 Common Procedures and 18.34 Amendments to the General Plan of the San Carlos Municipal Code; and
WHEREAS, the City Council finds that an amendment to the General Plan Map to a land use designation of Single Family, Low Density (3DUs/acre) for the aforementioned property is consistent the San Carlos General Plan and Municipal Code.

NOW, THEREFORE, THE CITY OF SAN CARLOS DOES HEREBY RESOLVE, DETERMINE, AND ORDER AS FOLLOWS:

A. Findings
The City Council determines that the General Plan Map Amendment meets, and is consistent with, the following required General Plan policies:

10.a
June 24, 2024

Packet Pg. 224

1. POLICY LU-4.2 Annexation of all or portions of unincorporated residential areas shall only be permitted when public services and facilities meeting City standards are available to the lands proposed for inclusion in the city. All streets, sewage and drainage systems and police and fire protection must meet City standards. In no case shall the city taxpayer be burdened with paying for additional services for newly annexed lands.

Funds for these services shall be generated through, property tax revenue, the establishment of special assessment districts or they shall be paid for by the developer/property owner.

Basis for Finding: A review by the Public Works Department has determined that connection of this parcel to the City’s sanitary sewer system is feasible and all costs for connection will be incurred by the property owner. San Mateo County Sheriff’s Office and Redwood City Fire Department services are available to serve these parcels without the need for additional resources. The fiscal impact analysis concludes the net fiscal impact of the annexation is roughly neutral.

2. POLICY LU-4.5 Annexation of developed parcels shall be in substantial compliance with the following criteria:
(a)The parcels are contiguous to parcels located in the City of San Carlos and contiguous to city streets.
(b)The parcels are connected to the city's sanitary sewer system or can be connected to the city's sewer to the satisfaction of the City Engineer. (c)The structures on the parcels shall comply with the Building Codes in effect at the time the structures were constructed. A Code Compliance evaluation prepared by a licensed Civil Engineering or Architect shall be submitted to the San Carlos Building Department for review and approval prior to annexation.

Basis for Finding: The site is contiguous to the City’s boundary and City-maintained Club Drive. Public Works staff has determined that connection of this parcel to the sanitary sewer system is feasible. The buildings and structures on the parcel are found to have been legally permitted based on a review of available City and County building records. Given the age of the structures, in lieu of a Code Compliance evaluation, the City Building Division has reviewed the available building records and is able to support a finding that the structures comply with the Building Codes in effect at the time of construction.

3. POLICY LU-4.6 Parcels proposed for annexation to the City shall be prezoned:
(b) Other parcels proposed for annexation shall be prezoned R-1-LD Low- Density, Single-Family Residential District.

The parcel is proposed to be prezoned RS-3 Single Family, Low Density to allow for General Plan consistency as required.

4. POLICY LU-4.7 Prior to annexation of parcels, public services and facilities meeting City standards shall be installed or provisions for their installation shall have been made to the satisfaction of the City Engineer. Public services and utilities include:
(a)Construction and acceptance of improvements shall be completed prior to issuance of Building Permits or sewer connections.

10.a
June 24, 2024

Packet Pg. 225

Basis for Finding: Public Works staff determined through review of the application that connection of this parcel to the sanitary sewer system is feasible. Detailed parameters of the actual sewer connectivity, street, sidewalk, and other public improvements as required by the Public Works Department shall be met prior to annexation as conditioned.

5. POLICY LU-4.8 Annexation of parcels shall be in compliance with City General Plan policies.

Basis for Finding: The annexation is found to be compliant with applicable General Plan policies as detailed herein.

6. POLICY LU-4.9 An environmental analysis under the provisions of the California Environmental Quality Act and a fiscal impact analysis shall be conducted.

Basis for Finding: Staff has determined the project to be exempt from the provisions of CEQA per Section 15319 Annexation of Existing Facilities and Lots for Exempt Facilities and Section 15303 New Construction or Conversion of Small Structures. A detailed evaluation of the applicability of these exemptions has been prepared. Following final decision, a Notice of Exemption will be filed with the San Mateo County Recorder’s Office stating such exemption as required by CEQA. A fiscal impact analysis has been prepared and concludes the net fiscal impact of the annexation is roughly neutral.

7. POLICY LU-4.10 Allow single existing developed properties which meet all annexation policies, with the exception of minimum lot size requirements, to be considered for annexation and in no circumstances shall such properties be allowed to further subdivide Basis for Finding: The property, as outlined above, meets all requirements for the annexation, with the exception of the minimum lot size, and is not eligible for further subdivision under the City’s subdivision standards within Title 17 of the San Carlos Municipal Code (SCMC).

B. Adoption

1. The City Council adopts an amendment to the General Plan Map with a land use designation of Single Family, Low Density (3 DUs/Acre) for 244 Club Drive (APN: 049- 050-070) as set forth in Exhibit “A”.
*****
I, City Clerk Crystal Mui, hereby certify that the foregoing Resolution was duly and regularly passed and adopted as a Resolution of the City Council of the City of San Carlos at a regular meeting thereof held on the 24th day of June, 2024 by the following vote:

AYES, COUNCILMEMBERS: ___________________________________________________ NOES, COUNCILMEMBERS: __________________________________________________ ABSENT, COUNCILMEMBERS: ________________________________________________

10.a
June 24, 2024

Packet Pg. 226

____
CITY CLERK of the City of San Carlos
APPROVED:
___
MAYOR of the City of San Carlos
Exhibit A. General Plan Map Amendment

10.a
June 24, 2024

Packet Pg. 227

Exhibit A General Plan Map Amendment
General Plan Map Amendment, Land Use Designation: Single Family, Low Density (3 DUs/AC)

10.a
June 24, 2024

Packet Pg. 228

ORDINANCE NO.______

AN ORDINANCE OF THE CITY OF SAN CARLOS ADOPTING A ZONING DISTRICT

BOUNDARY MAP AMENDMENT TO ALLOW FOR PREZONING OF THE PROPERTY TO RS-3: SINGLE FAMILY, LOW DENSITY FOR THE PROPERTY LOCATED AT 244 CLUB DRIVE (APN: 049-050-070).
___________________________________________________________ The City Council of the City of San Carlos does ordain as follows:

SECTION 1:

WHEREAS, the San Carlos City Council has received an application from the property owners of 244 Club Drive (APN: 049-050-070) for a Zoning District Boundary Map Amendment to allow for a prezoning designation of RS-3: Single Family, Low Density as initial steps to annexation of the subject property from the County of San Mateo into the City of San Carlos; and
WHEREAS, the San Carlos City Council has received an associated application from the aforementioned property for a General Plan Amendment to a land use designation of Single Family, Low Density (3 DUs/Acre); and
WHEREAS, it is determined that the aforementioned property is located within the Local Agency Formation Commission (LAFCo) adopted sphere of influence (SOI) of San Carlos; and WHEREAS, in accordance with the California Environmental Quality Act (CEQA), the City Council has determined that the application for a General Plan Map Amendment and associated Zoning District Boundary (Map) Amendment for the aforementioned properties is exempt from the provisions of CEQA pursuant to Section 15319 Annexation of Existing Facilities and Lots for Exempt Facilities and Section 15303 New Construction or Conversion of Small Structures; and
WHEREAS, on April 1, 2024 the San Carlos Planning and Transportation Commission (PTC) conducted a public hearing for consideration of a Zoning District Boundary Map Amendment and Prezoning and Annexation for the aforementioned property to RS-3: Single Family, Low Density in consideration of a recommendation to the City Council regarding adoption of an Ordinance; and
WHEREAS, on April 1, 2024 the San Carlos PTC adopted PTC Resolution No. 2024-11 recommending City Council approval of a Zoning District Boundary Map Amendment and Prezoning and Annexation which includes the reasons for the recommendation, findings related to the criteria for zoning amendments in Section 18.35.080 and the relationship of the proposed amendment to applicable general and specific plans; and WHEREAS, on June 24, 2024 City Council conducted a public hearing to consider the application from the property owners of the aforementioned property regarding a Zoning District Boundary Map Amendment and Prezoning of RS-3: Single Family, Low Density in conformance with Chapters 18.27 Common Procedures, 18.35 Amendments to the Zoning Ordinance and Map and 18.38 Prezoning and Annexation Procedure of the San Carlos Municipal Code and to receive PTC Resolution No. 2024-11 recommending approval of such; and

10.a
June 24, 2024

Packet Pg. 229

WHEREAS, the City finds that a Zoning District Boundary Map Amendment and Prezoning of RS-3: Single Family, Low Density for the aforementioned property is consistent with the City of San Carlos General Plan and Municipal Code.

SECTION 2:

The City Council makes the following findings:

A. Regarding Section 18.35.080 B. Zoning District Boundary Map Amendments of the San Carlos Municipal Code:

1. The change in district boundaries is consistent with the General Plan.

Basis for Finding: The site is proposed for a General Plan land use designation of Single Family, Low Density (3 DUs/Acre) which is consistent and reflective of applicable General Plan policies.

2. The change in district boundaries is consistent with the purpose of this title to promote the growth of the City in an orderly manner and to promote and protect the public health, safety, peace, comfort and general welfare;
Basis for Finding: Annexation of this parcel is occurring in an orderly and systematic matter as City jurisdiction and services are currently immediately adjacent to the subject site and would simply be extended to cover this one developed parcel. Annexation will result in clearer and more efficient emergency service to be provided to the site.

3. The change in district boundaries is necessary to achieve the balance of land uses desired by the City, consistent with the General Plan, and to increase the inventory of land within a given zoning district.

Basis for Finding: Annexation of the parcel results in the addition of one new single-family home into the City’s housing stock and a slight increase in the annual property tax revenue to be received. The use and nature of the existing single-family home is consistent and complimentary to the established surrounding land use pattern of other single-family homes in the adjacent City neighborhoods.

B. Regarding Section 18.38.040 Annexation Regulations:

1. The site is located contiguous both to the City boundary and a city maintained street. A fiscal impact analysis has been prepared by an economic development and consulting firm which concludes that the City will receive annual net revenue and that no additional recurring service costs are directly associated. Staff has determined the project to be exempt from the provisions of CEQA per Section 15319 Annexation of Existing Facilities and Lots for Exempt Facilities and Section 15303 New Construction or Conversion of Small Structures. Public services and facilities are determined to be available. The site is a developed parcel and complies with the associated requirements provided within Section 18.38.040(C).

SECTION 3: The approved Zoning District Boundary Map Amendment to prezone the property to RS-3: Single Family, Low Density is set forth in the map listed as Exhibit “A” and

10.a
June 24, 2024

Packet Pg. 230

with conditions of approval as set forth in Exhibit “B”.

SECTION 4: That the City Council hereby declares that it would have passed this Ordinance sentence by sentence, paragraph by paragraph, and section by section, and does hereby declare that any provisions of this Ordinance are severable and, if for any reason any sentence, paragraph or section of this Ordinance shall be held invalid, such decision shall not effect the validity of the remaining parts of this Ordinance.

SECTION 5: This Ordinance shall be published and posted according to law and shall take effect and be in force from and after 30 days after its passage and adoption. *****
I, City Clerk Crystal Mui hereby certify that the foregoing Ordinance was introduced on the 24 th day of June 2024 and adopted at a regular meeting of the City Council of the City of San Carlos held on the ___ day of ____________ 2024, by the following vote:

AYES, COUNCIL MEMBERS: ______________________________________________ NOES, COUNCIL MEMBERS: ______________________________________________ ABSENT, COUNCIL MEMBERS: ______________________________________________ ________________________________
CITY CLERK of the City of San Carlos
APPROVED:
______________________________________
MAYOR of the City of San Carlos
Exhibits:

A. Zoning District Boundary Map Amendment Map
B. Zoning District Boundary Map Amendment Conditions of Approval

10.a
June 24, 2024

Packet Pg. 231

Exhibit A – Zoning District Boundary Map Amendment Map
Zoning District Boundary Map Amendment: RS-3: Single
Family, Low Density

10.a
June 24, 2024

Packet Pg. 232

Exhibit B– Zoning District Boundary Map Amendment Conditions of Approval

ZONING DISTRICT BOUNDARY MAP AMENDMENT CONDITIONS OF APPROVAL FOR ANNEXATION OF 244 CLUB DRIVE (APN: 049-050-070)

1. The applicant shall apply to the Local Agency Formation Commission (LAFCo) for annexation to the City of San Carlos.

2. The prezoning shall remain the same for two years after annexation in compliance with Chapter 18.38 of the San Carlos Municipal Code.

3. The applicant shall comply with all future conditions of the Public Works Division, to the satisfaction of the Public Works Director, including but not limited to the following prior to annexation:
a. The Applicant shall be responsible for preparing and submitting an application to LAFCo requesting a detachment/annexation of the subject property into the City service boundary and obtain LAFCo approval and provide a recorded LAFCo Certificate of Compliance to the City Engineer prior to the City accepting, reviewing or approving any application for a sewer connection to the City sewer system. The Applicant shall be responsible for coordinating with the County, the lead agency, and LAFCo and pay all applicable and necessary fees as required by LAFCo and the County for processing, review and approval of the detachment/annexation proceedings. b. The applicant shall pay all applicable and required public services charges and City fees including but not limited to sewer connection fees, Building Permit fees, Encroachment Permit fees, Plan Check and Inspections fees prior to issuance of a Building Permit, Sewer Construction Permit, Encroachment Permit or any connection to the City sewer system. c. The Applicant shall prepare and submit engineering design level drawings to the City for review, approval and issuance of applicable permits prior to starting any construction or connection to the City sewer system. The permit drawings shall include traffic control plans.
d. All existing improvements displaced or damaged during construction shall be replaced in kind and to the satisfaction of the City Engineer. e. A Sewer Construction Permit must be obtained from the Public Works Department prior to starting any sewer construction work. f. A new sanitary sewer cleanout shall be constructed at the property line in accordance with the City Standard Specifications and Standard detail No. 17.

Trench replacement within the City public street right of way shall be in accordance with the City Standard Detail No. 18.
g. Any new force mains or pump station shall be installed on private property and shall be owned and maintained by the property owner(s).

10.a
June 24, 2024

Packet Pg. 233

4. The applicant shall comply with any and all future conditions of the Building Division, to the satisfaction of the Chief Building Official, prior to annexation.

5. The applicant shall be responsible to obtain any and all required approvals from the San Mateo County Environmental Health Department.

6. The applicant shall comply with any and all future conditions of the Fire Department, to the satisfaction of the Fire Marshal prior to annexation.

10.a
June 24, 2024

Packet Pg. 234

2 0
5 9
RESOLUTION NO. 2024- ____

A RESOLUTION OF THE CITY COUNICL OF THE CITY OF SAN CARLOS

MAKING A DETERMINATION OF PROPERTY TAX EXCHANGE PURSUANT TO PROVISIONS OF CHAPTER 282, SECTION 59, PART .05, IMPLEMENTATION OF ARTICLE XIIIA OF THE CALIFORNIA CONSTITUTION COMMENCING WITH SECTION 95, DIVISION 1, OF THE REVENUE AND TAXATION CODE FOR THE PROPERTY LOCATED AT 244 CLUB DRIVE (APN: 049-050-070).

WHEREAS, State Law requires that the County of San Mateo (“County”) and City of San Carlos (“City”) negotiate a property tax exchange relating to the proposed reorganization of 244 Club Drive (Assessor’s Parcel Number: 049-050-070) annexing said territory to the City of San Carlos; and
WHEREAS, it has been agreed that the property tax revenue produced by an incremental factor of (.0780377667) for the affected property will be transferred from the County Fire Protection District to the City of San Carlos on an annual basis; and WHEREAS, it has been agreed that the property tax revenue produced by an incremental factor of (0.0516461546) for the affected properties will be transferred from the County of San Mateo to the City of San Carlos on an annual basis; and WHEREAS, the subject determination has been made prior to and as a condition precedent to the Executive Officer of the Local Agency Formation Commission issuing the Certificate of Filing on said proposal; and
WHEREAS, it has been agreed that the property tax revenue will be transferred from the County of San Mateo to the City of San Carlos; and
WHEREAS, the County property of 244 Club Drive (Assessor’s Parcel Number: 049-050- 070) is a developed property comprised of 0.22 acres pre-zoned as RS-3: Single Family, Low Density and the property owners have requested annexation; and WHEREAS, the property is eligible for annexation and the necessary actions for annexation have been initiated; and

NOW, THEREFORE, THE CITY OF SAN CARLOS DOES HEREBY RESOLVE, DETERMINE, AND ORDER AS FOLLOWS:

The total amount of property taxes available for exchange between the two agencies (net of the State ERAF tax shift) is approximately $433.64 per year.

The County share of the property taxes for the property of 244 Club Drive (Assessor’s Parcel Number: 049-050-070), before the State ERAF tax shift, shall be transferred at approximately $172.70 per year from the County of San Mateo and $260.94 from the County Fire Protection District to the City of San Carlos in accordance with Section 3a of Article XIIIB of the State Constitution. The appropriation limit of the City of San Carlos shall be increased based on this agreement.

10.a
June 24, 2024

Packet Pg. 235

2 0
5 9
BE IT FURTHER RESOLVED, Section 56663 specifies that the Local Agency Formation Commission waive conducting authority proceedings for annexations with 100% landowner consent and written consent from all granting agencies; the City of San Carlos hereby consents to waive conducting authority proceedings.

BE IT FURTHER RESOLVED, the territory will be taxed for bonded indebtedness and the regular County assessment roll will be used.
*****
I, City Clerk Crystal Mui, hereby certify that the foregoing Resolution was duly and regularly passed and adopted as a Resolution of the City Council of the City of San Carlos at a regular meeting thereof held on the 24th day of June, 2024 by the following vote:

AYES, COUNCILMEMBERS: ___________________________________________________ NOES, COUNCILMEMBERS: ___________________________________________________ ABSENT, COUNCILMEMBERS: _________________________________________________ ___________________________
CLERK of the City of San Carlos
APPROVED:
____
MAYOR of the City of San Carlos

10.a
June 24, 2024

Packet Pg. 236

RESOLUTION NO. PTC2024-10

A RESOLUTION OF THE PLANNING AND TRANSPORTATION COMMISSION

OF THE CITY OF SAN CARLOS RECOMMENDING CITY COUNCIL APPROVAL OF A GENERAL PLAN MAP AMENDMENT FOR THE PROPERTY LOCATED AT 244 CLUB DRIVE (APN: 049-050-070) TO A LAND USE DESIGNATION OF SINGLE FAMILY, LOW DENSITY (3 DUS/ACRE)
WHEREAS, the San Carlos Planning and Transportation Commission has received an application from the property owners of 244 Club Drive APN: 049-050-070 for a General Plan Map Amendment to a land use designation of Single Family, Low Density (3 DUs/Acre) with the associated request for a Zoning District Boundary Map Amendment as initial steps to prezoning and annexation of the subject property from the County of San Mateo into the City of San Carlos; and
WHEREAS, it is determined that the aforementioned property is located within the Local Agency Formation Commission (LAFCo) adopted sphere of influence (SOI) of San Carlos; and
WHEREAS, in accordance with the California Environmental Quality Act (CEQA), the Planning Commission has determined that the application for a General Plan Map Amendment and associated Zoning District Boundary (Map) Amendment for the aforementioned properties is exempt from the provisions of CEQA pursuant to Section 15319 Annexation of Existing Facilities and Lots for Exempt Facilities and Section 15303 New Construction or Conversion of Small Structures; and WHEREAS, the San Carlos Planning Commission conducted a public hearing for consideration of a General Plan Map Amendment for the aforementioned property in conformance with Chapters 18.27 Common Procedures and 18.35 Amendments to the General Plan of the San Carlos Municipal Code on April 1, 2024.

WHEREAS, the Planning Commission finds that an amendment to the General Plan Map to a land use designation of Single Family, Low Density (3 DUs/Acre) for the afore mentioned property is consistent with the City of San Carlos General Plan and Municipal Code.

NOW, THEREFORE, BE IT FOUND, DETERMINED AND RESOLVED BY THE PLANNING COMMISSION THAT:

1. Findings
The Planning Commission determines that the General Plan Map Amendment meets and is consistent with the following required General Plan policies:
a. POLICY LU-4.2 Annexation of all or portions of unincorporated residential areas shall only be permitted when public services and facilities meeting City standards are available to the lands proposed for inclusion in the city. All streets, sewage and drainage systems and police and fire protection must meet City standards. In no case shall the city taxpayer be burdened with paying for additional services for newly annexed lands. Funds for these services shall be generated through,

10.a
June 24, 2024

Packet Pg. 237

property tax revenue, the establishment of special assessment districts or they shall be paid for by the developer/property owner.

Basis for Finding: A review by the Public Works Department has determined that connection of this parcel to the City sanitary sewer system is feasible and all costs for connection will be incurred by the property owner. San Mateo County Sheriff's Office and Redwood City Fire Department services are available to serve these parcels without the need for additional resources. The fiscal impact analysis concludes the net fiscal impact of the annexation is roughly neutral.
b. POLICY LU-4.5 Annexation of developed parcels shall be in substantial compliance with the following criteria:
(a) The parcels are contiguous to parcels located in the City of San Carlos and contiguous to city streets.
(b) The parcels are connected to the city's sanitary sewer system or can be connected to the city's sewer to the satisfaction of the City Engineer. (c) The structures on the parcels shall comply with the Building Codes in effect at the time the structures were constructed. A Code Compliance evaluation prepared by a licensed Civil Engineering or Architect shall be submitted to the San Carlos Building Department for review and approval prior to annexation.

Basis for Finding: The site is contiguous to the City boundary and City maintained Club Drive. Public Works staff has determined that connection of this parcel to the sanitary sewer system is feasible. The buildings and structures on the parcel are found to comply with the Building Codes in effect at the time of construction. c. POLICY LU-4.6 Parcels proposed for annexation to the City shall be prezoned:
(b) Other parcels proposed for annexation shall be prezoned R-1-LD Low- Density, Single-Family Residential District.

Basis for Finding: This policy was adopted prior to the comprehensive Zoning Ordinance update which renamed these zoning districts. What previously was referred to as “R1-LD Low Density Single Family” has been re-designated as RS-3 Single Family Low Density. The parcel is proposed to be prezoned RS-3 Single Family, Low Density to allow for General Plan consistency as required. d. POLICY LU-4.7 Prior to annexation of parcels, public services and facilities meeting City standards shall be installed or provisions for their installation shall have been made to the satisfaction of the City Engineer. Public services and utilities include:
(a) Construction and acceptance of improvements shall be completed prior to issuance of Building Permits or sewer connections.

Basis for Finding: Public Works staff determined through review of the application that connection of this parcel to the sanitary sewer system is feasible. Detailed parameters of the actual sewer connectivity, street, sidewalk and other public improvements as required by the Public Works Department shall be met prior to annexation as conditioned.

10.a
June 24, 2024

Packet Pg. 238

e. POLICY LU-4.8 Annexation of parcels shall be in compliance with City General Plan policies.

Basis for Finding: The annexation is found to be compliant with applicable General Plan policies as detailed herein.
f. POLICY LU-4.9 An environmental analysis under the provisions of the California Environmental Quality Act and a fiscal impact analysis shall be conducted.

Following final decision, a Notice of Exemption will be filed with the San Mateo County Recorder’s Office stating such exemption as required by CEQA. A fiscal impact analysis has been prepared and concludes the net fiscal impact of the annexation is roughly neutral.
g. POLICY LU-4.10 Allow single existing developed properties which meet all annexation policies, with the exception of minimum lot size requirements, to be considered for annexation and in no circumstances shall such properties be allowed to further subdivide
Basis for Finding: The property, as outlined above, meets all requirements for the annexation with the exception of the minimum lot size and is not eligible for further subdivision under the City’s subdivision standards within Title 17 of the San Carlos Municipal Code (SCMC).

2. Adoption
a. The Planning Commission recommends that the City Council adopt an amendment to the General Plan Map with a land use designation of Single Family, Low Density (3 DUs/Acre) for 244 Club Drive (APN: 049-050-070) as set forth in Exhibit “A”. debi
| hereby certify that the foregoing resolution was duly and regularly passed and adopted by the Planning Commission of the City of San Carlos at a regular meeting thereof held on the 1% day of April 2024, by the following vote:

AYES COMMISSIONERS: Roof, Garvey, Castaneda, Clements
NOES COMMISSIONERS: None
ABSENT COMMISSIONERS: lacoponi
ABSTAIN COMMISSIONERS: None

10.a
June 24, 2024

Packet Pg. 239

Chair, San Carlos Planning’ Commission
Attest: ( ] Wi, ] Hn
Andrea Mardesich, Asst. Community Development Director
Exhibit A —- General Plan Map Amendment

Single Family, Low
Density (3 Dus/Ac)

General Plan Map Amendment, Land Use Designation: Single Family, Low Density (3 DUs/AC)

10.a
June 24, 2024

Packet Pg. 240

RESOLUTION NO. PTC2024-11

A RESOLUTION OF THE PLANNING AND TRANSPORTATION COMMISSION

OF THE CITY OF SAN CARLOS RECOMMENDING CITY COUNCIL APPROVAL OF

A ZONING DISTRICT BOUNDARY MAP AMENDMENT FOR THE PROPERTY LOCATED AT 244 CLUB DRIVE (APN: 049-050-070) TO ALLOW FOR PRE-ZONING OF THE PROPERTY TO RS-3: SINGLE FAMILY, LOW DENSITY
WHEREAS, the San Carlos Planning and Transportation Commission has received an application from the property owners of 244 Club Drive APN: 049-050-070 for a Zoning District Boundary Map Amendment to allow for a prezoning designation of RS-3: Single Family, Low Density as initial steps to annexation of the subject property from the County of San Mateo into the City of San Carlos; and WHEREAS, the San Carlos Planning Commission has received an associated application from the aforementioned property for a General Plan Map Amendment of a land use designation of Single Family, Low Density (3 DUs/acre); and WHEREAS, it is determined that the aforementioned property is located within the Local Agency Formation Commission (LAFCo) adopted Sphere of Influence (SOl) for the City of San Carlos; and
WHEREAS, in accordance with the California Environmental Quality Act (CEQA), the Planning Commission has determined that the application for a General Plan Map Amendment and associated Zoning District Boundary (Map) Amendment for the aforementioned properties is exempt from the provisions of CEQA pursuant to Section 15319 Annexation of Existing Facilities and Lots for Exempt Facilities and Section 15303 New Construction or Conversion of Small Structures; and WHEREAS, the San Carlos Planning Commission conducted a public hearing for consideration of a Zoning District Boundary Map Amendment and Prezoning and Annexation for the aforementioned property in conformance with Chapters 18.27 Common Procedures, 18.35 Amendments to the Zoning Ordinance and Map and 18.38 Prezoning and Annexation Procedure of the San Carlos Municipal Code on April 1, 2024; and
WHEREAS, the Planning Commission finds that a Zoning District Boundary (Map) Amendment and Prezoning of RS-3: Single Family, Low Density for the aforementioned property is consistent with the City of San Carlos General Plan and Municipal Code.

NOW, THEREFORE, BE IT FOUND, DETERMINED AND RESOLVED BY THE PLANNING COMMISSION THAT:

1. Findings
The Planning Commission makes the following findings:

1. The change in district boundaries is consistent with the General Plan.

10.a
June 24, 2024

Packet Pg. 241

Basis for Finding: The site is proposed for a General Plan land use designation of Single Family, Low Density (3 DUs/Acre) which is consistent and reflective of applicable General Plan policies.

2. The change in district boundaries is consistent with the purpose of this title to promote the growth of the City in an orderly manner and to promote and protect the public health, safety, peace, comfort and general welfare; Basis for Finding: Annexation of this parcel is occurring in an orderly and systematic matter as City jurisdiction and services are currently immediately adjacent to the subject site and would simply be extended to cover this one developed parcel.

Annexation will result in clearer and more efficient emergency service to be provided to the site.

Basis for Finding: Annexation of the parcel results in the addition of one new single- family home into the City’s housing stock and a slight increase in the annual property tax revenue to be received. The use and nature of the existing single-family home is consistent and complimentary to the established surrounding land use pattern of other single-family homes in the adjacent City neighborhoods.

2. Adoption
a. The Planning Commission recommends that the City Council adopt a Zoning District Boundary Map Amendment to pre-zone the property of 244 Club Drive APN: 049-050-070 to RS-3: Single Family, Low Density as set forth in Exhibit “A” and with conditions of approval as set forth in Exhibit “B”. tek
| hereby certify that the foregoing resolution was duly and regularly passed and adopted by the Planning Commission of the City of San Carlos at a regular meeting thereof held on the 1° day of April 2024, by the following vote:

AYES COMMISSIONERS: Roof, Garvey, Castaneda, Clements
NOES COMMISSIONERS: None
ABSENT COMMISSIONERS: lacoponi
ABSTAIN COMMISSIONERS: None

, XN
lanai he Ateogrs 6fr2l24
Chair, San Garlos Planning Commission
Attest:
ndieor Wa tts 1M Andrea Mardesich, Asst. Community Development Director

10.a
June 24, 2024

Packet Pg. 242

Exhibit A — Zoning District Boundary Map Amendment Map

Zoning District Boundary Map Amendment: RS-3: Single
Family, Low Density

10.a
June 24, 2024

Packet Pg. 243

Exhibit B — Zoning District Boundary Map Amendment Conditions of Approval

ZONING DISTRICT BOUNDARY MAP AMENDMENT CONDITIONS OF APPROVAL FOR ANNEXATION OF 244 CLUB DRIVE (APN: 049-050-070)

1. The applicant shall apply to the Local Agency Formation Commission (LAFCo) for annexation to the City of San Carlos.

The prezoning shall remain the same for two years after annexation in compliance with Chapter 18.38 of the San Carlos Municipal Code.

The applicant shall comply with all future conditions of the Public Works Division, to the satisfaction of the Public Works Director, including but not limited to the following prior to annexation:
a. The Applicant shall be responsible for preparing and submitting an application to LAFCo requesting a detachment/annexation of the subject property into the City service boundary and obtain LAFCo approval and provide a recorded LAFCo Certificate of Compliance to the City Engineer prior to the City accepting, reviewing or approving any application for a sewer connection to the City sewer system. The Applicant shall be responsible for coordinating with the County, the lead agency, and LAFCo and pay all applicable and necessary fees as required by LAFCo and the County for processing, review and approval of the detachment/annexation proceedings.

The applicant shall pay all applicable and required public services charges and City fees including but not limited to sewer connection fees, Building Permit fees, Encroachment Permit fees, Plan Check and Inspections fees prior to issuance of a Building Permit, Sewer Construction Permit, Encroachment Permit or any connection to the City sewer system.

The Applicant shall prepare and submit engineering design level drawings to the City for review, approval and issuance of applicable permits prior to starting any construction or connection to the City sewer system. The permit drawings shall include traffic control plans.

All existing improvements displaced or damaged during construction shall be replaced in kind and to the satisfaction of the City Engineer.

A Sewer Construction Permit must be obtained from the Public Works Department prior to starting any sewer construction work.

A new sanitary sewer cleanout shall be constructed at the property line in accordance with the City Standard Specifications and Standard detail No. 17.

Trench replacement within the City public street right of way shall be in accordance with the City Standard Detail No. 18.

Any new force mains or pump station shall be installed on private property and shall be owned and maintained by the property owner(s).

10.a
June 24, 2024

Packet Pg. 244

The applicant shall comply with any and all future conditions of the Building Division, to the satisfaction of the Chief Building Official, prior to annexation.

The applicant shall be responsible to obtain any and all required approvals from the San Mateo County Environmental Health Department.

The applicant shall comply with any and all future conditions of the Fire Department, to the satisfaction of the Fire Marshal prior to annexation.

10.a
June 24, 2024

Packet Pg. 245

April 1, 2024 1

San Carlos City Planning and Transportation Commission
Regular Meeting
Council Chambers, City Hall
600 Elm Street, San Carlos, CA 94070
April 01, 2024 7:00 PM

APPROVED MINUTES

1. CALL TO ORDER – Call to order at 7:00pm

2. ASSEMBLY BILL 2449 TELECONFERENCE REQUESTS - None

3. PLEDGE OF ALLEGIANCE

4. ROLL CALL
Commissioners Present:

Kristen Clements, Vice Chair
Janet Castaneda
Ellen Garvey
David Roof

Commissioners Absent
Jim Iacoponi, Chair (Excused)

Staff Present:

Andrea Mardesich, Assistant Community Development Director

5. APPROVAL OF MINUTES

Approval of the March 18, 2024 Planning and Transportation Commission (PTC) Meeting Minutes.

MOTION: Approve the Minutes from the Planning and Transportation Commission Meeting of March 18, 2024, with amendments.

MOVER: Ellen Garvey
SECONDER: Janet Castaneda
AYES: Roof, Garvey Castaneda, Clements
NAYS:

ABSENT:

None
Jim Iacoponi
RESULT: Motion Passed 4 – 0 – 1

6. PUBLIC HEARING

a. 244 Club Drive (APN 049050070) Consider Resolutions Recommending City Council Approval of a Zoning District Boundary Map Amendment and General Plan Amendment to Allow Pre-Zoning/ Annexation of the Property.

Ralph Robinson, Associate Planner Consultant presented the item. Applicant July Farnsworth made remarks.

10.a
June 24, 2024

Packet Pg. 246

April 1, 2024 2

Commissioners asked clarifying questions.

Commissioner Garvey inquired about the existing septic tank.

Vice Chair Clements referenced bottom of package page 13, Findings for LU 4.5 subsection C. She pointed out that there were no findings on that item, but there were findings for subsections A and B.

Vice Chair Clements asked Staff and City Attorney if there is a need to add subsection C into the Resolutions.

City staff answered Commission’s questions.

Public Comment - None

Commissioner Comment

The Commission was supportive of the recommendation and shared their various comments.

MOTION: Close Public Comment
MOVER: David Roof
SECONDER: Janet Castaneda
AYES: Roof, Garvey, Castaneda, Clements
NAYS:

ABSENT:

None
Jim Iacoponi
RESULT: Motion Passed 4 – 0 – 1
MOTION: Adopt Resolutions recommending City Council approval of a General Plan Map and Zoning District Boundary Amendment to allow for the pre- zoning and annexation of one developed single family parcel at 244 Club Drive (APN: 049- 050-070) for the reasons incorporated in the staff report and with the conditions in the Draft Resolutions with the amendment to add the rational for subsection C on Policy -LU 4.5 that the structures on the parcels comply with the building codes in effect at the time the building was constructed.

MOVER: Kristen Clements
SECONDER: Janet Castaneda
AYES: Roof, Garvey Castaneda, Clements
NAYS:

ABSENT:

None
Jim Iacoponi
RESULT: Motion Passed 4 – 0 – 1

Vice Chair Clements stated that the Planning and Transportation Commission’s action will be final unless appealed to the City Council within 10 days of the date of action. She stated that the deadline to file an appeal is 5:00 p.m. on Thursday, April 11, 2024

b. 1524 Cherry Street (APN 050-123-090) – Public Hearing to Consider approving the Design Review, Tentative Map, and Conditional Use Permit to Construct a three-story, four-unit multi- family building in the RM-59 Zoning District.

Brandon DeLucas, Consultant Senior Planner and George Schevon, Applicant presented the item.

Commissioners asked clarifying questions.

10.a
June 24, 2024

Packet Pg. 247

April 1, 2024 3

Commissioner Garvey inquired about the meaning of cement plaster and wanted to know what materials are used on the roof.

Commissioner Castaneda inquired about the safety implication of using glass front doors. She also inquired about the permeable pavement.

Commissioner Roof inquired about the tree in front of the project site and expressing interest in understanding why it lacks protected status. He also inquired about the red curb in front of the site.

Commissioner Garvey inquired about exterior lighting and wanted to know if the front doors have lights.

Commissioner Castaneda inquired about the height of the fence and the side windows facing the adjacent properties.

Vice Chair Clements asked about the cost associated with planting trees that would be jointly shared with the neighboring property behind the parcel. Lastly, Vice Chair Clements referenced the SB 330 affordability requirement and wanted to verify the current occupant is not considered low income.

City staff answered Commission’s questions.

Public Comment

Solomon (Zoom) shared that he appreciated the one car garage, and he thought it was a great project. He wanted to know if the building is LEED certified and to what level.

Michael Harvil (in person) neighbor of the project shared that he reached out to the developer and worked out ways to mitigate issues at hand and was supportive of the project.

The Commission supported the project.

MOTION: Close Public Comment
MOVER: Janet Castaneda
SECONDER: David Roof
AYES: Roof, Garvey Castaneda, Clements
NAYS:

ABSENT:

None
Jim Iacoponi
RESULT: Motion Passed 4 – 0 – 1
MOTION: Approve the request for Design Review, Vesting Tentative Map and Conditional Use Permit to allow for the construction of a new three-story residential building consisting of 4 residential townhome units at 1524 Cherry Street (APN: 050-123- 090) based on the findings and for the reasons incorporated in the staff report.

MOVER: Ellen Garvey
SECONDER: Janet Castaneda
AYES: Roof, Garvey Castaneda, Clements
NAYS:

ABSENT:

None
Jim Iacoponi
RESULT: Motion Passed 4 – 0 – 1

10.a
June 24, 2024

Packet Pg. 248

April 1, 2024 4

7. REPORTS, CORRESPONDENCE AND GENERAL INFORMATION

a. Report on Recent City Council Actions

Andrea Mardesich , Assistant Community Development Director reported that in the last Council meeting, both Commissioner Garvey and Commissioner Roof were presented with the City Coin in recognition of their work in the Residential Design Review Committee, together with Hae Young Datwani.

b. Planning and Transportation Commission comments or reports

Vice Chair Clements shared that the Youth Advisory Council Liaison was here in the audience that evening.

c. Correspondence

Andrea Mardesich shared that the only correspondence was the letter of support for 1524 Cherry Street.

d. Planning Staff comments, reports, and updates on current projects

Andrea Mardesich shared that tentatively on the agenda for next PTC meeting will be the traffic calming roundabout on Crestview and Edmonds and the review of the draft Transportation Study Guidelines, lastly, on the agenda will be the Amendment on Undergrounding Utilities.

8. PUBLIC COMMENTS – None

ADJOURNMENT – The meeting was adjourned at 8:13pm

Andrea Mardesich,
Assistant Community
Development Director

10.a
June 24, 2024

Packet Pg. 249

BKF ENGINEERS
1730 N. FIRST STREET
SUITE 600
SAN JOSE, CA 95112
(408) 467-9100
www.bkf.com

10.a
June 24, 2024

Packet Pg. 250

M E M O R AN DU M
To: Ralph Robinson, Associate Planner
From: Benjamin Sigman and Jenny Lin
Subject: 244 Club Drive Annexation Fiscal Impact Analysis; EPS #231112
Date: February 15, 2024
The City of San Carlos (City) retained Economic & Planning Systems (EPS) to conduct a fiscal impact analysis for the potential annexation of a

0.21-acre developed parcel at 244 Club Drive. The parcel currently is within unincorporated San Mateo County. The site comprises a three- bedroom single-family home that was last sold in 1984 (“Subject Property”).1 The Subject Property currently receives municipal services such as public safety, public works, and land use planning from the County. If annexed, the City would take over as the primary service provider for agreed-upon municipal services.2
As part of the annexation process, the City mandates a fiscal impact analysis to assess the ongoing revenues and service expenses resulting from the annexation. This analysis focuses on expected recurring impacts from annexation, including a review of City services that would be provided to the Subject Property and examining the direct cost of those services, relative to the net new revenues to the City from the annexation.
3 The fiscal impact analysis is presented in constant 2024 dollars and reflects current General Fund cost and revenue factors; local, state and federal budget and tax policy; regional economics and local market conditions, and other factors. Actual fiscal impacts will depend on a 1 Redfin property sale records.
2 The home will be connected to the City’s sewer system, pending annexation approval. Costs for this connection will be borne by the property owner, paid through connection fees assessed by Public Works. Source: City Staff Email Communication, January 26, 2024.
3 San Carlos Municipal Code 18.38.040(A)(3)

10.a
June 24, 2024

Packet Pg. 251

February 15, 2024 Memorandum
244 Club Drive Annexation Fiscal Impact Analysis Page 2 \\EgnyteDrive\epsys\Shared\Projects\Oakland\231000s\231112_San Carlos Annexation Fiscals\Club Drive\231112_Club Drive FIA Memo.docx variety of factors that cannot be predicted with certainty, including future changes in the City or State budgeting practices, the efficiency of various City departments in providing services, and economic conditions. To the degree that such conditions evolve, the fiscal impact from annexation of the Subject Property may change.

Importantly, the analysis focuses on the fiscal impact of a single property and results are sensitive to the property's transaction status. Given that the property has been under the same ownership for nearly forty years, its current assessed value of $327,400, based on the sale in 1984, is significantly lower than current market values for single-family homes in the City. Thus, the analysis presents two analytical scenarios. The "Existing" scenario assumes annexation without a near-term sale and relies on the current assessed valuation to estimate property tax and related revenues. Meanwhile, the "Property Sale" scenario examines the potential fiscal impact to the City if the property is sold, assuming an estimated market transaction value of $1.8 million.4
Key Findings

1. In both scenarios, the annual net fiscal impact on the City's General Fund is roughly neutral, with the Existing scenario yielding a slight negative impact and the Property Sale scenario generating a modest positive impact.

The estimated net cost from the Existing scenario and the net revenue generated from the Property Sale scenario are relatively insignificant relative to the City budget. Given the City's current cost structure and service levels, the Existing scenario is anticipated to yield a net negative fiscal impact on the City's General Fund of approximately $1,200 per year while the Property Sale scenario is anticipated to yield a net surplus of nearly $1,200. Despite the de minimis impact of annexing this single property, the cumulative impact on the City's General Fund from numerous annexations becomes more important. For instance, while annexing 244 Club Drive will not necessitate additional City staff, if numerous residential properties are annexed over time, the City eventually may need to expand staff capacity, leading to additional costs. If multiple annexations occur for properties that are assessed at or near current market values (Property Sale scenario), the City’s General Fund could enjoy a more meaningful fiscal surplus over time.

2. Property tax and other revenues related to assessed valuation are the primary sources of General Fund revenue from annexation, while Public Safety constitutes the greatest City expenditure in both scenarios.

Fiscal impact findings are highly correlated with the magnitude of property tax and other revenues associated with assessed valuation. If the property is sold, property tax would make up nearly 67 percent of total revenue as compared to 36 percent in the Existing scenario. The Existing scenario assumes that the Subject Property will be annexed at its current assessed value and will not undergo sale, renovation, or redevelopment. As a result, no transfer tax revenue is estimated for this scenario, and estimated Property Tax and Vehicle in Lieu revenues are modest due to the property's suppressed valuation under Proposition 13 assessment rules. Conversely, if a sale occurs, the assessed value of the 4 Based on Redfin transaction values for recent single-family homes in the City of San Carlos.

10.a
June 24, 2024

Packet Pg. 252

February 15, 2024 Memorandum
244 Club Drive Annexation Fiscal Impact Analysis Page 3 \\EgnyteDrive\epsys\Shared\Projects\Oakland\231000s\231112_San Carlos Annexation Fiscals\Club Drive\231112_Club Drive FIA Memo.docx Subject Property would rise significantly (to market transaction value), leading to a net fiscal surplus from increased revenues in property tax, vehicle in lieu tax, and transfer tax. In terms of department-level costs, Public Safety comprises the majority of General Fund costs, approximately 57 percent of total expenditures in both scenarios. Public Works follows with nearly 20 percent of total expenditures. Table 1 presents a summary of fiscal impact analysis findings.

Table 1 Fiscal Impact Summary of 244 Club Drive Annexation Scenarios ($2024) Existing Property Sale
City General Fund Revenues
Property Tax $435 $2,394
Vehicle in Lieu $82 $450
Transfer Tax Not Applicable $99
Charges for Current Services $345 $345
Fines & Forfeitures $23 $23
Licenses & Permits $184 $184
Franchise ["Other"] Tax $147 $147
Total General Fund Revenues [1] $1,216 $3,642
City General Fund Expenditures
General Government $116 $116
Community Development $156 $156
Public Safety $1,373 $1,373
Public Works $503 $503
Parks & Recreation $273 $273
Total GF Expenditures $2,420 $2,420
Net Annual Impact ($1,204) $1,222
Systems, Inc.

Annual Impact ($2024)FY 2024-25
Budget Categories
Sources: City of San Carlos Adopted Budget FY 2023-2025; Economic & Planning

10.a
June 24, 2024

Packet Pg. 253

Fe bruary 15, 2024

Page 4 ends

San Carlos City CouncilJune 24, 2024

San Carlos City Council
June 24, 2024