TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Philippe Eskandar, City Manager
Nicole Tibbet, Community Engagement Manager
DATE: February 12, 2025
SUBJECT: CONSIDERATION OF RESOLUTION R-25-06, EXTENDING
THE DECLARATION OF LOCAL EMERGENCY, RATIFYING
THE CITY MANAGER’S ADOPTION OF CERTAIN INTERIM
RULES, AND TEMPORARILY SUSPENDING THE
COLLECTION OF THE LACY PARK WEEKEND NONRESIDENT ADMISSION FEE
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
Safe Community
Inviting and Relevant City Facilities
Engaged and Connected Residents
BACKGROUND
In the midst of the destructive windstorm on January 7, 2025, acting in his capacity as Director of Emergency Services, the City Manager proclaimed a state of local emergency that was subsequently ratified by the City Council on January 8, 2025. The City Council voted unanimously to approve Resolution NO. R-25-03 ratifying the proclamation of local emergency, an action that must be re-approved every 60 days until the local emergency is terminated. 2025 Windstorm and Wildfire Event Summary
On Monday, January 6, 2025, the Fire Department sent a notice to all City Department Heads, all Fire Department personnel, Police Department Command staff, and Public Works. The notice was titled, “Life Threatening Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
Wind Event Forecast.” Beyond a more common Red Flag Warning, the National Weather Service (NWS) forecasted a Particularly Dangerous Situation (PDS) for high winds for Southern California.
The local Cities specifically mentioned in the forecast included La Crescenta; Altadena; Pasadena; Azusa; Glendora; and Claremont. There were several other areas of Southern California that were forecast to experience similar conditions.
The NWS also stated that this event could potentially mirror the 2011 Windstorm that brought down hundreds of trees, powerlines, and caused widespread power outages in the San Gabriel Valley.
The City’s Emergency Operation’s Center (EOC) was activated at a Level III at 8 AM on Tuesday, January 7, 2025, lowest level, monitoring forecast information and conditions. Department Heads and EOC responders were instructed to keep their phones on for the possibility of a response back to work during the evening hours. The Fire, Police, and Public Works Departments all developed augmented staffing plans for the evening hours in conjunction with the City Manager as part of a citywide preplanning for the expected weather.
On January 7, 2025, Verdugo Fire Dispatch (VFC) also notified all Fire Departments that as the high volume of calls starts to impact operations, VFC would institute the Emergency Mode Protocol. Under the Emergency Mode Protocol, VFC stops normal dispatching and directs emergency responses to the jurisdictional Battalion Chief, or the EOC if activated.
At 6:15 PM, VFC dispatched Engine 91 to a vegetation fire in the City of Pasadena’s Eaton Canyon area. Initial units on scene reported 10 acres of vegetation burning and immediately exposing homes. At this point, wind speeds had significant increased and were impacting the area, including San Marino. Engine 91 was assigned to protect structures immediately threatened by fire and remained in the Altadena area for the next 24 hours protecting home after home.
At 6:30 PM, VFC instituted the Emergency Mode Protocol. All emergency calls for service were being relayed to the City’s EOC for response. Emergency response in the city began to build with 911 calls reporting multiple trees coming down blocking streets, arcing wires igniting small fires, traffic accidents due to signal outages and small vegetation fires. These calls were in addition to the customary fire department emergency medical responses, and the Police Department calls for service.
At 8:47 PM, the EOC activation was increased from a Level III to a Level II as this event required additional staff to fill positions in the Operations, Planning Sections, and the Public Information Officer. During this phase of the emergency, the operational objective and priority was saving lives and property, control of the situation, and minimizing effects of the disaster. Wind speeds increased along with the rate of emergency responses until they peaked around midnight. The EOC dispatched personnel to over 160 calls for service. The emergency responses were handled by available resources from the Fire, Police and Public Works crews until the winds decreased in the early hours of January 8, 2025.
Notices regarding incident updates and the City’s response were created and posted to the City’s website, social media, and Nixle channels throughout the preparation for the incident, through the continued cleanup efforts. Staff also stood up the City’s ‘One Stop’ alert information page used for various incidents found at www.SanMarinoCA.gov/Alert.
On January 8, 2025, at 5 PM VFC returned to normal dispatch. The EOC activation level was reduced to a Level III, monitoring only, including debris removal, and cost recovery.
2025 Windstorm Response/Recovery Update
The City has made every effort to provide a coordinated response to ensure resident and employee safety while still providing essential City services through the windstorm and wildfire recovery. While our overall response efforts have been managed by the City Manager’s Office, each City department has played an active role in the development and execution of amended operations through this recovery process. Below is an overview of each department’s unique operations as it related to this incident.
City Manager’s Office
In preparation for the anticipated windstorm, messaging regarding the event went out on the City’s website, social media, and Nixle alert channels in advance of the start of the storm’s peak. During the EOC Level II activation, the City Manager and Community Engagement Manager reported to the EOC to provide staffing for the Emergency Operations Director, Public Information Officer and Planning functions of the EOC.
Messaging was compiled and centralized to the www.SanMarinoCA.gov/Alert webpage to make it easier to direct residents to a single location for pertinent updates. This webpage was used in tandem with social media and Nixle updates to bring the most critical updates to the top of resident’s awareness as the situation evolved.
Throughout the EOC activation, the City Manager coordinated with the City Managers of neighboring cities to ensure adequate resource availability and assessment of surrounding conditions.
Following the EOC’s reduced activation level, the City Manager’s Office continued to respond to direct and indirect communication/concerns from residents and facilitated communication regarding cleanup and restoration efforts. The city’s Alert page continues to house cleanup information, resources for disaster victims, and all other miscellaneous updates regarding the windstorm/wildfires.
Fire Department
The Fire Department routinely monitors the National Weather Service (NWS) Forecasts for weather watches and warnings that may impact our City. The Fire Department developed an augmented staffing plan for the evening hours of the anticipated event. Staffing for the Fire Department was particularly impacted due to a flu epidemic that incapacitated over 1/3 of the Department members. In addition, front line Engine 91 was in for a damaged fire pump and was not available to the Department requiring the Department to utilize Reserve Engine 791.
The Fire Department led the activation and escalation of the EOC operations in tandem with the Police and Parks & Public Works department and the City Manager. The Fire Department staffing through the EOC Level II activation consisted of Battalion 9, Battalion 91 (backup), Rescue Ambulance 91, and Patrol 91. The South Pasadena Fire Department also agreed to send their second Engine to San Marino. Several brush fire calls were responded to, including the dispatch of the City’s Engine 791 to the Eaton Canyon Fire, throughout this incident. During one emergency response, Battalion 91, was also temporarily disabled with a mechanical problem, and required emergency repair.
Following the return to normal operations, the Fire Department has continued to monitor weather forecasts and provide written accounts of the City’s EOC activities.
Police Department
Following information provided to the Executive Team Staff regarding the incident, Police Department staff were directed to provide for a potential lifethreatening event due to the winds. SMPD verified available personnel for staffing, and ensured the equipment needed was in order.
During the Level II EOC activation, the Police Chief and both Commanders provided operational support and deployed SMPD personnel as needed. When Verdugo Fire Dispatch initiated their Emergency Mode Protocol, Dispatch personnel were advised, and additional personnel were assigned to assist with the increased 911 and Business Line calls. Personnel were assigned to handle calls for service and others were assigned to the EOC to assist with Planning and Logistic functions.
Following the conclusion of the EOC activation at Level II, SMPD Drone Operators utilized Department drones to assess damage to City Facilities. This use of our drones proved to be extremely helpful to the other City Departments. To assist with the documentation of the damage, the Operators provided screenshots of the damage to Public Works and Finance.
Parks & Public Works Department
The Parks & Public Works Department created an augmented staffing plan ahead of the EOC activation to provide necessary response during the event.
Public Works also coordinated with Mariposa Tree Management, its tree maintenance contractor, to ensure they were able to provide on-call crews for tree-related emergencies.
Originally, throughout the storm, Public Works staff were split into two teams to work staggered shifts over the course of the night into the next morning.
However, given the severity of the initial damage during the windstorm, all maintenance crew employees were called in to provide response around 9:00 PM.
Public Works maintenance staff and Mariposa worked throughout the duration of the night into the following morning of January 8th, to respond to calls for service, including several instances of fallen trees, as well as clearing roadways of any significant impediments and abating hazardous conditions.
Public Works staff coordinated with the Emergency Operations Center in their response to calls for service and to confirm which calls had been completed.
In total, 75 calls for service were received during the duration of the emergency, including 26 cases of fallen trees in the public right-of-way. The Public Works Department also communicated with Edison regarding power outages and downed wires, as well as its signal maintenance contractor Yunex, to address two traffic signals that stopped functioning during the event.
Beginning on the morning of January 8th, Public Works crews immediately began working daily, including overtime and weekends, to clear the City’s right-of-way, including sidewalks, streets, and parkways, of debris, tree branches, etc. that were generated by the windstorm. City crews coordinated with Mariposa to utilize their assistance with recovery efforts to ensure every street in the City was cleared in an organized manner as quickly as possible.
The City also coordinated with its waste hauler, Athens Services, to provide additional dumpsters to be placed on the streets for residents to dispose of private debris. Public Works crews and Mariposa have also worked to clear fallen trees and debris from Lacy Park to ensure it is safe to reopen to the public.
Damage was also incurred at multiple City facilities, including the Lacy Park garage and offices, which were damaged by fallen trees, as well as the fuel station and garage bay awnings in the City Hall rear yard. Several streetlight poles were also damaged and will require replacement, along with numerous street light globes and street name signs. The City is still assessing the full extent of damaged and/or missing City property and assets.
Community Development Department
In preparation for the windstorm, the Community Development Department (CDD) developed a plan to ensure the appropriate personnel was on stand-by to report to the EOC if the Incident Commander required for staff to report.
During the wind event the CDD management team monitored EOC communications and responded as needed.
After the wind event, CDD personnel assessed both City Hall and Stoneman facilities for any damage and to ensure staff’s safety. The Building Inspector was dispatched to assess all other City facilities for damage. Code Enforcement staff was assigned to comb through every street to assess and document damage to public infrastructure. Additionally, the Building Inspector was dispatched to inspect residential properties that were significantly damaged by the windstorm. CDD personnel assisted residents to report power outages to Southern California Edison and facilitate the removal of damaged/fallen trees with the issuance of emergency tree removal permits.
Finance Department
During a local emergency, it's crucial to track all incurred costs for potential reimbursement. In preparation for the windstorm event, Finance staff set up a separate account number (101-08-4376-2025) in our financial system to track expenditures. Additionally, hours worked related to the windstorm were logged and tracked.
The California Wildfires and Straight-line Winds Disaster #DR-4856-CA was declared on January 8, 2025. The deadline for submitting a Request for Public Assistance (RPA) to FEMA is March 9, 2025. Before the City can apply for reimbursement from FEMA, an initial damage estimate must be submitted.
The City’s Initial Damage Estimate (IDE) of $3.7 million was submitted to the California Office of Emergency Services (CalOES) by the deadline. The City has also submitted its RPA application to FEMA. The next step is for FEMA to review the City’s application and determine if an inspection or additional documentation is necessary.
As part of the reimbursement process, the City will first check if any costs are covered by our insurance. If not, we will seek reimbursement from FEMA for eligible expenses. A proposed budget adjustment for these unbudgeted emergency expenditures will be included in the mid-year budget review. Staff will continue to assess the damage and update costs.
Human Resources/Risk Management Department
One of the key responsibilities of the Human Resources Department is overseeing and managing the City’s risk management program including liability, employee workers’ compensation and safety programs. Due to the poor air quality as a result of the Eaton fire, the city provided field staff with KN95 masks and safety glasses to minimize their exposure to the pollutants in the air. In addition, the City also made KN95 masks available to all staff and community members.
On Wednesday, January 8, 2025, the Human Resources Director requested the Community Development and Public Works Departments to compile a list and take pictures of city property that was damaged as a result of the windstorm. Staff was able to identify damage to city buildings, sidewalks, awnings, several trees were uprooted and fell in public rights-of-way and on city buildings, numerous city-owned streetlights and poles were broken, and the canopy on the playground structure was torn. For a detailed list of damaged City property, refer to Attachment 1: Initial City Damage Inventory On Thursday, January 9, 2025, the Human Resources Director contacted the city’s property liability insurance carrier, California Joint Powers Insurance Authority (CJPIA), to inquire into the documentation needed to submit a claim for property damage. Based on the information that was provided, the Human Resources Director began compiling the documentation necessary to file a claim.
Community Services Department
Before the windstorm event, several proactive measures were taken to ensure safety and preparedness by the Community Services Department (CSD).
Canopies and toys were removed from Stoneman Playground to prevent damage or injury. Branches were trimmed back from the roofs, windows, and doors of all CSD buildings to avoid potential hazards. Additionally, patio furniture at both the Community Center and Library was tied down to secure it against strong winds.
During the event, staff support was provided to the EOC and Parks and Public Works as requested, to manage City-wide debris and fallen branches.
Constant monitoring of CSD buildings took place to assess property damage around the clock.
After the storm efforts shifted to recovery initiatives. Damage assessments were carried out on CSD buildings for IDE reports. Large branches and debris were cleared from parking areas and paths of travel around buildings. Support was also provided to PPW to clear debris and fallen trees from city streets, medians, and properties. Coordination with HVAC contractors led to air filter changes across all city facilities to ensure air quality. Additionally, over 150 telephone calls were made proactively to senior residents, including continued wellness calls each week.
The San Marino Schools Foundation’s efforts were also supported with the City/Department providing two rental spaces at the Community Center and Library, as they operated a donation center for wildfire relief victims. N95 masks were also distributed to residents upon request. Lastly, the Resident Hotline was actively monitored and has fielded 16 calls to date.
DISCUSSION
City staff and residents have made excellent headway on restoring the community after the windstorm caused significant damage to buildings, roadways, and public right of way. While significant progress has been made in restoring operations and the community to normal, several impacts still require an extension of our proclamation of local emergency in San Marino.
Confirmation of Emergency Rules
Section 04.03.02.G.1 of the San Marino Municipal Code provides that the City Manager, acting in the capacity of the Director of Emergency Services, during a proclaimed state of local emergency may “Make and issue rules and regulations on matters reasonably related to the protection of life and property as affected by such emergency; provided, however, such rules and regulations must be confirmed at the earliest practicable time by the City Council.” To that end, and in the furtherance of assisting the local community recover from the impacts of the windstorm in San Marino as well as the fires throughout Los Angeles, the City Manager issued the following rules that require confirmation by the City Council:
1. Temporary waiver of facility use fees – Shortly after the start of the disasters on January 7, 2025, City staff received a request from the San Marino School’s Foundation (SMSF) to utilize one room at the San Marino Community Center for 6 days in order to operate a donation drive for those affected by the fires. SMSF requested that the fees for the use of the portion of the San Marino Community Center be waived in the interest of public good given the humanitarian nature of their efforts.
Due to immense support for the donation drive, the request was then expanded by SMSF to also include temporary use of the Barth Room within the Crowell Public Library. A determination was made that the wavier of the fees would be related to the protection of life and property under the proclamation of local emergency. The total amount of the fees being waived for SMSF is $3,294.
2. Temporary waiver of overnight parking permit fees – Shortly after the start of the disasters on January 7, 2025, City staff proactively suspended overnight parking prohibitions in order to facilitate residents’ ability to house individuals displaced from the fires burning around the region. As evacuation orders were lifted and residents left San Marino, enforcement of the overnight parking restrictions were reinstated.
However, following this reinstatement, a few residents contacted the Police Department expressing a desire for longer exemptions due to their ongoing assistance of families whose homes have been destroyed.
Section 15.07.23.B.2 of the San Marino Municipal Code provides for the issuance of overnight parking permits for on-street parking for a duration of longer than 5 days and requires a fee be charged for such permits; the fee is $5 per night. In order to continue to assist those directly impacted by the fires, a process and rule was developed to assess such request and confirm their relation to the fires and waive the $5 nightly fees. A determination was made that the wavier of the fees would be related to the protection of life and property under the proclamation of local emergency. The total amount of fees that may have been generated if they were charged on these individuals is not known at this time.
3. Streamlined planning review of windstorm damaged properties - Section
23.06.11 of the San Marino Municipal Code provides exemptions to certain zoning rules for properties damaged by fire or earthquake.
However, the exemptions do not extend to damage resulting from windstorms such as that experienced on January 7, 2025. Staff are aware of at least two homes which sustained various levels of damage as a result of the windstorm and a determination was made that Section
23.06.11 should apply to repairs of the damage resulting from this windstorm and is related to the protection of life and property under the proclamation of local emergency.
4. Temporary reduction of required replacement trees – Section
23.19.05.E.1 of the San Marino Municipal Code requires a specified number of trees to be replaced in place of those permitted to be removed. This section’s tree replacement matrix also applies to section
23.19.05.I pertaining to emergency tree removals that may have been granted due to damage resulting from the windstorm. In light of the fact that such trees may be required to be removed due to severe damage sustained from the windstorm, and not by voluntary choice of the property owner, the replacement requirement shall be reduced to one (1) thirty-six inch (36”) box size tree for each tree permitted to be removed as a result of the windstorm regardless of the trunk size of the tree to be removed. This reduction of the replacement requirement shall be in effect for permit applications submitted by March 31, 2025 which satisfy the requirements of the code and demonstrate their necessity as a result the windstorm.
Staff do not anticipate the need for additional rules at this time and request that the City Council confirm those listed above.
Suspension of Lacy Park Non-Resident Fees
Given the widespread impacts of the Eaton Fire on the San Gabriel Valley, and the significant impacts on places for individuals to recreate, the City Council has expressed a desire to make Lacy Park more accessible while the region heals. As such, staff are seeking direction from the City Council as to whether or not the non-resident admission fee (currently $4 per person) should be suspended until further notice. Should the Council direct staff to suspend the fee, staff will plan to return to the City Council with an update for further consideration in September or October of this year. It is anticipated that the suspension of the non-resident admission fee would result in a loss of approximately $8,500 per month in revenue.
FISCAL IMPACT & PROCUREMENT REVIEW
Below is a table showing the initial damage estimate submitted to CalOES, which reflects the city’s assessment of the damage caused by the windstorm.
DAMAGE DE S CRIP TION AMOUNT
Personnel Costs- Emergency Response 33,407
Removal/Clearance of City-Owned Trees 100,000
Street Sweeping for Debris Removal and Debris bins 50,000 Building Smoke Remediation- City Buildings 105,500
HVAC filters Replacement 30,000
Repair of Building and E quipm ent
Lacy Park Garage 1,870,000
Lacy Park Office Building 1,370,000
Public Works Fuel Station Awning 32,720
Public Works Storage Awning 40,000
City-Owned Street Light Globes 6,500
City-Owned Street Light Poles 39,606
Fallen Street Signs 5,000
City buildings repairs due to windstorm damage 84,900
TOTAL INITIAL DAMAGE E STIMATE 3,767,633
To date, the city has incurred approximately $261K in Windstorm Incident expenditures as listed in the table below.
In addition to the damage incurred, there is an additional fiscal impact detailed in the considerations requested by Staff in the Discussion section of this report. The total fiscal impact of those considerations is:
• $3,294 for the temporary waiver of facility use fees
• $8,500 per month for the Suspension of Lacy Park Non-Resident Fees • $5 per night, per overnight parking pass needed for homes housing fire victims and needing additional parking space
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the Council take the following action:
1. Approve the continuation of the state of local emergency for San Marino
2. Approve the confirmation of Emergency Rules detailed in the Discussion section of this report
3. Approve the temporary suspension of the Lacy Park Non-Resident Entrance Fee
E XP E NDITURE DE S CRIP TION Am ount
Personnel Costs: Emergency Response $ 33,407
Air purifiers/filter replacements for fire station 403
Tree Removals, Tree Trimming, Debris Clearance 169,742
Replace Damaged Fuel Station Awning 32,712
Replacement Street Light Globes 7,118
Replacement Street Lights 1,918
Replacement of AC Filters - Various Buildings 526
Street Sweeping/Debris Clearance 8,756
Replacement of Playground Canopy at Stoneman 6,621
Replace Cabin Air Filters in (6) vehicles 74
TOTAL E XP E NDITURE S $ 261,277
If Council concurs with Staff’s recommendation, the appropriate motion would be, “I move to adopt Resolution No. R-25-06 to (1) approve the continuation of the declaration of the state of local emergency for San Marino, (2) approve the confirmation of Emergency Rules, and (3) approve the temporary suspension of the Lacy Park Non-Resident Entrance Fee.”
ATTACHMENTS
1. Initial City Damage Inventory
2. Resolution No. R-25-06