City Council and Authorities Concurrent
August 22, 2023

RECORD WITHOUT FEE
PURSUANT TO GOV'T CODE SECTION 6103
Recording Requested by:

Office of the City Attorney
City of Santa Clara, California
When Recorded, Mail to:

Office of the City Clerk
City of Santa Clara
1500 Warburton Avenue
Santa Clara, CA 95050
Form per Gov't Code Section 27361.6 [SPACE ABOVE THIS LINE FOR RECORDER'S USE]

HISTORIC PROPERTY PRESERVATION AGREEMENT
This Agreement, (herein, "Agreement"), is made and entered into this ___ day of ___________, 2023, ("Effective Date"), by Lily Chen, owner of certain real property located at 1053 Lexington Street, Santa Clara, CA 95050 (“OWNERS”) and the City of Santa Clara, California, a chartered California municipal corporation with its primary business address at 1500 Warburton Avenue, Santa Clara, California 95050 ("CITY"). CITY and OWNERS may be referred to herein individually as a "Party" or collectively as the "Parties" or the "Parties to this Agreement." A. Recitals.
(1) California Government Code Section 50280, et seq. authorizes the CITY to enter into a contract with the OWNERS of qualified Historical Property to provide for the use, maintenance, and restoration of such Historical Property so as to retain its characteristics as property of historical significance.
(2) OWNERS possesses fee title in and to that certain real property, together with associated structures and improvements thereon, shown on the 2023 Santa Clara County Property Tax Rolls as Assessors' Parcel Number 269-28-075, and generally located at the street address 1053 Lexington Street, in the City of Santa Clara ("Historic Property"). A legal description of the Historic Property is attached hereto as "Legal Description," marked as "Exhibit "A," and incorporated herein by reference.
(3) The Historic Property is on the City of Santa Clara Architecturally or Historically Significant Properties list. OWNERS submitted a Mills Act Proposal to City on March 1, 2023. The Proposal included a Primary Record from the State of California’s Department of Parks and Recreation. A true and correct copy of the Proposal is attached to this Agreement as “Exhibit B”. (4) CITY and OWNERS, for their mutual benefit, now desire to enter into this Agreement both to protect and preserve the characteristics of historical significance of the Historic Property and to qualify the Historic Property for an assessment of valuation pursuant to Section 439.2 of the California Revenue and Taxation Code.

Historic Property Preservation Agreement/1053 Lexington Street Typed: 04/14/2023

B. Agreement.

NOW, THEREFORE, CITY and OWNERS, in consideration of the mutual covenants and conditions set forth herein, do hereby agree as follows:
(1) Effective Date and Term of Agreement. The term of this Agreement shall commence on the effective date of this Agreement and shall remain in effect for a term of ten (10) years thereafter. Each year upon the anniversary of the effective date, such term will automatically be extended as provided in paragraph 2, below.
(2) Renewal.
(a) Each year on the anniversary of the effective date of this Agreement, ("renewal date"), one (1) year shall automatically be added to the term of this Agreement unless notice of nonrenewal is mailed as provided herein.
(b) If either the OWNERS or CITY desires in any year not to renew the Agreement, OWNERS or CITY shall serve written notice of nonrenewal of the Agreement. Unless such notice is served by OWNERS to CITY at least ninety (90) days prior to the annual renewal date, or served by CITY to OWNERS at least sixty (60) days prior to the annual renewal date, one (1) year shall automatically be added to the balance of the remaining term of the Agreement as provided herein.
(c) OWNERS may make a written protest of a nonrenewal notice issued by CITY.

CITY may, at any time prior to the annual renewal date of the Agreement, withdraw its notice to OWNERS of nonrenewal. If either CITY or OWNERS serves notice to the other of nonrenewal in any year, the Agreement shall remain in effect for the balance of the term then remaining, from either original execution date or the last renewal date of the Agreement, whichever is applicable. (3) Standards for Historical Property. During the term of this Agreement, the Historic Property shall be subject to the following conditions, requirements, and restrictions:
(a) OWNERS shall preserve and maintain the characteristics of historical significance of the Historic Property. "The Secretary of the Interior's Standardsfor Rehabilitation," marked as “Exhibit C” to this agreement, and incorporated herein by this reference, contains a list of those minimum standards and conditions for maintenance, use, and preservation of the Historic Property, which shall apply to such property throughout the term of this Agreement. (b) OWNERS shall, when necessary or as determined by the Director of Planning and Inspection, restore and rehabilitate the property to conform to the rules and regulations of the Office of Historic Preservation of the State Department of Parks and Recreation, the United States Secretary of the Interior Standards for Rehabilitation and the California Historical BuildingCode and in accordance with the attached schedule of potential home improvements, drafted by the OWNERS and approved by the City Council, attached hereto as "The Description of the Preservation and Restoration Efforts," marked as “Exhibit D” to this agreement, and incorporated herein by this reference.

Historic Property Preservation Agreement/1053 Lexington Street Typed: 04/14/2023

(c) OWNERS shall allow, and CITY requires, that after five (5) years, and every five (5) years thereafter, an inspection of the property’s interior and exterior shall be conducted by a party appointed by CITY, to determine OWNERS’ continued compliance with the terms of this Agreement. OWNERS acknowledge that the required inspections of the interior and exterior of the property were conducted prior to the effective date of this Agreement. (4) Provision for Information.
(a) OWNERS hereby agree to furnish CITY with any and all information requested by the CITY to determine compliance with the terms and provisions of this Agreement. (b) It shall be the duty of the OWNERS to keep and preserve, for the term of the Agreement, all records as may be necessary to determine the eligibility of the property involved, and the OWNERS compliance with the terms and provisions of this Agreement, including, but not limited to blueprints, permits, historical and/or architectural review approvals, and schedules of potential home improvements drafted by the OWNERS and approved by the City Council. (5) Cancellation.
(a) CITY, following a duly noticed public hearing as set forth in California Government Code Section 50280, et seq., shall cancel this Agreement or bring an action in court to enforce this Agreement if it determines any one of the following:
(i) the OWNERS breached any of the terms or conditions of this Agreement; or
(ii) the OWNERS have allowed the property to deteriorate to the point that it no longer meets standards for a qualified historic property. (b) CITY may also cancel this Agreement if it determines that:
(i) the OWNERS have allowed the property to deteriorate to the point that it no longer meets building standards of the City Code and the codes it incorporates by reference, including, but not limited to, the Uniform Housing Code, the California Historical Building Code, the California Fire Code, and the Uniform Code for the Abatement of Dangerous Buildings or; (ii) the OWNERS have not complied with any other local, State, or federal laws and regulations.
(iii) the OWNERS have failed to restore or rehabilitate the property in the manner specified in subparagraph 3(b) of this Agreement. (c) In the event of cancellation, OWNERS shall pay those cancellation fees set forth in California Government Code Section 50280, et seq. As an alternative to cancellation, OWNERS may bring an action in court to enforce the Agreement. (6) No Waiver of Breach.

Historic Property Preservation Agreement/1053 Lexington Street Typed: 04/14/2023

(a) No waiver byCITY of any breach under this Agreement shall be deemed to be a waiver of any other subsequent breach. CITY does not waive any claim of breach by OWNERS if CITY does not enforce or cancel this Agreement. All other remedies at law or in equity which are not otherwise provided for under the terms of this Agreement or in the City's laws and regulations are available to the City.
(7) Mediation.
(a) Any controversies between OWNERS and CITY regarding the construction or application of this Agreement, and claim arising out of this contract or its breach, shall be submitted to mediation upon the written request of one party after the service of that request on the other party. (b) If a dispute arises under this contract, either party may demand mediation by filing a written demand with the other party.
(c) The parties may agree on one mediator. If they cannot agree on one mediator, there shall be three: one named in writing by each of the parties within five days after demand for mediation is given, and a third chosen by the two appointed. Should either party refuse or neglect to join in the appointment of the mediator(s) or to furnish the mediator(s) with any papers or information demanded, the mediator(s) may proceed ex parte. (d) A hearing on the matter to be arbitrated shall take place before the mediator(s) in the city of Santa Clara, County of Santa Clara, State of California, at the time and place selected by the mediator(s). The mediator(s) shall select the time and place promptly and shall give party written notice of the time and place at least fifteen (15) days before the date selected. At the hearing, any relevant evidence may be presented by either party, and the formal rules of evidence applicable to judicial proceedings shall not govern. Evidence may be admitted or excluded in the sole discretion of the mediator(s). The mediator(s) shall hear and determine the matter and shall execute and acknowledge the award in writing and cause a copy of the writing to be delivered to each of the parties.
(e) The submission of a dispute to the mediator(s) and the rendering of a decision by the mediator(s) shall be a condition precedent to any right of legal action on the dispute. A judgment confirming the award may be given by any Superior Court having jurisdiction, or that Court may vacate, modify, or correct the award in accordance with the prevailing provisions of the California Mediation Act.
(f) Each party shall bear their own cost(s) of mediation. (8) Binding Effect of Agreement.
(a) The OWNERS hereby subjects the Historic Property described in Exhibit "A" hereto to the covenants, reservations, and restrictions as set forth in this Agreement. CITY and OWNERS hereby declare their specific intent that the covenants, reservations, and restrictions as set forth herein shall be deemed covenants running with the land and shall pass to and be binding upon the OWNERS successors and assigns in title or interest to the Historic Property. Each and every contract, deed, or other instrument hereinafter executed, covering, encumbering, or conveying the Historic Property, or any portion thereof, shall conclusively be held to have been executed, delivered, and accepted subject to the covenants, reservations, and restrictions expressed in this Agreement, Historic Property Preservation Agreement/1053 Lexington Street Typed: 04/14/2023

regardless of whether such covenants, reservations, and restrictions are set forth in such contract, deed, or other instrument.
(b) CITY and OWNERS hereby declare their understanding and intent that the burden of the covenants, reservations, and restrictions set forth herein touch and concern the land in that OWNERS’ legal interest in the Historic Property.
(c) CITY and OWNERS hereby further declare their understanding and intent that the benefit of such covenants, reservations, and restrictions touch and concern the land by enhancing and maintaining the historic characteristics and significance of the Historic Property for the benefit of the CITY, public (which includes, but is not limited to the benefit to the public street generally located at 957 Lewis Street), and OWNERS.
(9) Notice.
(a) Any notice required to be given by the terms of this Agreement shall be provided at the address of the respective parties as specified below or at any other address as may be later specified by the parties hereto.

CITY: City of Santa Clara
Attn: City Clerk
1500 Warburton Avenue
Santa Clara, CA 95050
OWNERS: Lily Chen
1053 Lexington Street
Santa Clara, CA 95050
(b) Prior to entering a contract for sale of the Historic Property, OWNERS shall give thirty (30) days notice to the CITY and it shall be provided at the address of the respective parties as specified above or at any other address as may be later specified by the parties hereto. (10) No Partnership or Joint Enterprise Created. None of the terms, provisions, or conditions of this Agreement shall be deemed to create a partnership between the parties hereto and any of their heirs, successors, or assigns; nor shall such terms, provisions, or conditions cause them to be considered joint ventures or members of any joint enterprise. (11) Hold Harmless and Indemnification. To the extent permitted by law, OWNERS agree to protect, defend, hold harmless and indemnify CITY, its City Council, commissions, officers, agents, and employees from and against any claim, injury, liability, loss, cost, and/or expense or damage, however same may be caused, including all costs and reasonable attorney's fees in providing a defense to any claim arising there from for which OWNERS shall become legally liable arising from OWNERS’ acts, errors, or omissions with respect to or in any way connected with this Agreement.
(12) Attorneys' Fees. In the event legal proceedings are brought by any party or parties to enforce or restrain a violation of any of the covenants, reservations, or restrictions contained herein, or to determine the rights and duties of any party hereunder, the prevailing party in such proceeding Historic Property Preservation Agreement/1053 Lexington Street Typed: 04/14/2023

may recover all reasonable attorney's fees to be fixed by the court, in addition to costs and other relief ordered by the court.
(13) Restrictive Covenants Binding. All of the agreements, rights, covenants, reservations, and restrictions contained in this Agreement shall be binding upon and shall inure to the benefit of the parties herein, their heirs, successors, legal representatives, assigns and all persons acquiring any part or portion of the Historic Property, whether by operation of law or in any manner pursuant to this Agreement.
(14) Mills Act Historic Property Contract Application Requirements. An application for a Mills Act Historic Property Contract shall be made through the Planning Division and shall include the following:
a. a Historic Resources Inventory form;
b. the description of the preservation or restoration efforts to be undertaken as referenced in paragraph 3 (b) as Exhibit "D";
c. a statement of justification for the Mills Act Historic Property designation and reassessment; and,
d. the Mills Act Historic Property Contract filing fee pursuant to paragraph 17. (15) Mills Act Historic Property Contract Approval. Based upon the Historical and Landmarks Commission's ("Commission") review of the Mills Act Historic Property Contract criteria and recommendation to Council, and based upon the recommendation and approval by Council, a Mills Act Historic Property Contract may be entered into with OWNERS. The decision of the City Council shall be final and conclusive in the matter. (16) Recordation and Notice. No later than twenty (20) days after the parties execute and enter into this Agreement, the CITY shall cause this Agreement to be recorded in the office of the County Recorder of the County of Santa Clara.
(17) Fees. The Planning Department may collect such Mills Act Historic Property Contract application fee of 8,078.70 (eight thousand, seventy-eight dollars and seventy cents), or other fees for the administration of this contract as are authorized from time to time by the City Council. Such fees do not exceed the reasonable cost of providing the service for which these fees are charged. OWNERS shall pay the County Recorder's Office recordation fees for recordation of this Mills Act Historic Property Contract and the recordation of the OWNERS updated Historic Resources Inventory form.
(18) Ordinary Maintenance. Nothing in this contract shall be construed to prevent the ordinary maintenance or repair of any exterior architectural feature in or on any Historic Property covered by this contract that does not involve a change in design, material, or external appearance thereof, nor does this contract prevent the construction, reconstruction, alteration, restoration, demolition, or removal of any such external architectural feature when the Director of Planning and Inspection determines that such action is required for the public safety due to an unsafe or dangerous Historic Property Preservation Agreement/1053 Lexington Street Typed: 04/14/2023

condition which cannot be rectified through the use of the California Historical Building Code and when such architectural feature can be replaced according to the Secretary of Interior's Standards. (19) California Historical Building Code. The California Historical Building Code ("CHBC") provides alternative building regulations for the rehabilitation, preservation, restoration, or relocation of structures designated as Historic Properties. The CITY's building permit procedure shall be utilized for any Historic Property which is subject to the provisions of this Agreement, except as otherwise provided in this Agreement or the CHBC. Nothing in this Agreement shall be deemed to prevent any fire, building, health, or safety official from enforcing laws, ordinances, rules, regulations, and standards to protect the health, safety, welfare, and property of the OWNERS or occupants of the Historic Property or the public.
(20) Conservation Easements.
(a) Conservation easements on the facades of the Historical Property may be acquired by the CITY, or on the CITY's behalf, by a nonprofit group designated by the CITY through purchase, donation, or condemnation pursuant to California Civil Code Section 815. (b) The OWNERS, occupant, or other person in actual charge of the Historical Property shall keep in good repair all of the exterior portions of the Historic Property, and all interior portions thereof whose maintenance is necessary to prevent deterioration and decay of any exterior architectural feature.
(c) It shall be the duty of the Director of Planning and Building Inspection to enforce this section.
(21) Severability. If any section, sentence, clause, or phrase of this Agreement is, for any reason, held to be invalid or unconstitutional by a decision of any court of competent jurisdiction, or by subsequent preemptive legislation, such decision shall not affect the validity and enforceability of the remaining provisions or portions of this Agreement. CITY and OWNERS hereby declare that they would have adopted this Agreement, and each section, sentence, clause, or phrase thereof, irrespective of the fact that any one or more sections, subsections, sentences, clauses, or phrases may be declared invalid or unconstitutional.
(22) Integrated Agreement - Totality of Agreement. This Agreement embodies the agreement between CITY and OWNERS and its terms and conditions. No other understanding, agreements, or conversations, or otherwise, with any officer, agent, or employee of CITY prior to execution of this Agreement shall affect or modify any of the terms or obligations contained in any documents comprising this Agreement. Any such verbal agreement shall be considered as unofficial information and in no way binding upon CITY.
(23) Captions. The captions of the various sections, paragraphs and subparagraphs are for convenience only and shall not be considered or referred to in resolving questions of interpretation. (24) Statutes and Law Governing Contract. This Agreement shall be governed and construed in accordance with the statutes and laws of the State of California.

Historic Property Preservation Agreement/1053 Lexington Street Typed: 04/14/2023

(25) Amendments. This Agreement may be amended, in whole or in part, only by a written recorded instrument executed by the parties hereto.

IN WITNESS WHEREOF, CITY and OWNERS have executed this Agreement on the day and year first written above.

CITY OF SANTA CLARA, CALIFORNIA,
a chartered California municipal corporation
APPROVED AS TO FORM:
___________________________ ______________________________ Office of the City Attorney Office of the City Manager
City of Santa Clara 1500 Warburton Avenue
Santa Clara, CA 95050
Telephone: (408) 615-2210
Fax: (408)-241-6771
“CITY”
Lily Chen,
Owner of 1053 Lexington Street
By: _____________________________
Lily Chen
1053 Lexington Street
Santa Clara, CA 95050
“OWNERS”
Historic Property Preservation Agreement/1053 Lexington Street Typed: 04/14/2023

Exhibits:

A – Property Description
B – Primary Record
C – Standards for Rehabilitation
D – Restoration Schedule
I:\PLANNING\2023\Project Files Active\PLN23-00069 1053 Lexington (Mills Act)\Mills Act Contract.doc City of Santa Clara
Meeting Minutes
Historical & Landmarks Commission
Draft
6:00 PM Hybrid Meeting
City Hall Council
Chambers/Virtual
1500 Warburton Avenue
Santa Clara, CA 95050
06/01/2023
The City of Santa Clara is conducting the Historical and Landmarks Commission meeting in a hybrid manner (in-person and methods for the public to participate remotely) • Via Zoom:
o https://santaclaraca.zoom.us/j/97233262035 or
o Phone: 1 (669) 900-6833
Webinar ID: 972 3326 2035
Public Comments prior to meeting may be submitted via email to [email protected] no later than noon on the day of the meeting. Clearly indicate the project address, meeting body, and meeting date in the email.

PUBLIC PARTICIPATION IN ZOOM WEBINAR:

Please follow the guidelines below when participating in a Zoom Webinar:
- The meeting will be recorded so you must choose 'continue' to accept and stay in the meeting. - If there is an option to change the phone number to your name when you enter the meeting, please do so as your name will be visible online and will be used to notify you that it is your turn to speak.
- Mute all other audio before speaking. Using multiple devices can cause an audio feedback. - Use the raise your hand feature in Zoom when you would like to speak on an item and lower when finished speaking. Press *9 to raise your hand if you are calling in by phone only. - Identify yourself by name before speaking on an item. - Unmute when called on to speak and mute when done speaking. If there is background noise coming from a participant, they will be muted by the host. Press *6 if you are participating by phone to unmute.
- If you no longer wish to stay in the meeting once your item has been heard, you may leave the meeting.

CALL TO ORDER AND ROLL CALL
Chair Leung called the meeting to order at 6:01 p.m.

Chair Patricia Leung, Commissioner Kathleen Romano,
Commissioner Ed Stocks, and Vice Chair Ana Vargas-Smith Present 4 -
Absent 2 - Commissioner Michael Celso , and Commissioner Amy Kirby City of Santa Clara Page 1 Printed on 06/09/2023
Historical & Landmarks Commission Meeting Minutes 06/01/2023 A motion was made by Commissioner Romano, seconded by
Commissioner Vargas-Smith, to excuse Commissioners Kirby and Celso.

Aye: Chair Leung, Commissioner Romano, Commissioner Stocks, and Vice Chair Vargas-Smith
4 -

Absent: 2 - Commissioner Celso, and Commissioner Kirby

CONSENT CALENDAR
Item 1 was moved to GENERAL BUSINESS.

1. 23-512 Consideration of Historic Resource Inventory Property Designation and a Historical Preservation Agreement (Mills Act Contract) for 1053 Lexington Street
A motion was made by Commissioner Stocks, seconded by
Commissioner Romano, to recommend approval to the City Council with an update the 10 Year Plan to include language that any repairs to the exterior will be done with like materials and in a comparable style that maintains its character-defining features, to modify Year 4 to foundation inspection, and for a "1935" bronze plaque.

Aye: Chair Leung, Commissioner Romano, Commissioner Stocks, and Vice Chair Vargas-Smith
4 -
Excused: 2 - Commissioner Celso, and Commissioner Kirby

PUBLIC PRESENTATIONS

GENERAL BUSINESS

2. 23-647 Consideration of the 950 Monroe Street Mixed-Use Project This item was not considered due to lack of quorum and will be heard at a future HLC meeting.

Not considered

STAFF REPORT

1. Berryessa Adobe Maintenance

TRAINING AND TRAVEL REQUESTS
City of Santa Clara Page 2 Printed on 06/09/2023
Historical & Landmarks Commission Meeting Minutes 06/01/2023

COMMISSIONERS REPORT

1. Subcommittee Reporting - 20 minutes

2. Board/Committee Lead/Alternate
Santa Clara Arts and Historic Consortium Leung / Romano Historic Preservation Society of Santa Clara Vargas-Smith / Leung Old Quad Residents Association Leung / Romano
Development Review Hearing Romano / Vargas-Smith
BART/ High Speed Rail/ VTA BRT Committee Vargas-Smith/ Vacant Zoning Ordinance Update Romano / Vacant
El Camino Real Specific Plan Community Advisory Committee Leung Downtown Precise Plan Vargas
Commissioner Travel and Training Requests
A motion was made by Commissioner Romano, seconded by
Commissioner Stocks, to retroactively approve a Commission budget expenditure for Commissioner Vargas-Smith to attend the California Preservation Foundation conference in San Francisco.

Aye: Chair Leung, Commissioner Romano, Commissioner Stocks, and Vice Chair Vargas-Smith
4 -
Excused: 2 - Commissioner Celso, and Commissioner Kirby

ADJOURNMENT
The meeting was adjourned at 6:30 p.m.

A motion to adjourn the meeting was made by Commissioner Romano, seconded by Commissioner Vargas-Smith.

MEETING DISCLOSURES
City of Santa Clara Page 3 Printed on 06/09/2023
Historical & Landmarks Commission Meeting Minutes 06/01/2023 The time limit within which to commence any lawsuit or legal challenge to any quasi-adjudicative decision made by the City is governed by Section 1094.6 of the Code of Civil Procedure, unless a shorter limitation period is specified by any other provision. Under Section 1094.6, any lawsuit or legal challenge to any quasi-adjudicative decision made by the City must be filed no later than the 90th day following the date on which such decision becomes final. Any lawsuit or legal challenge, which is not filed within that 90-day period, will be barred. If a person wishes to challenge the nature of the above section in court, they may be limited to raising only those issues they or someone else raised at the meeting described in this notice, or in written correspondence delivered to the City of Santa Clara, at or prior to the meeting. In addition, judicial challenge may be limited or barred where the interested party has not sought and exhausted all available administrative remedies.

If a member of the public submits a speaker card for any agenda items, their name will appear in the Minutes. If no speaker card is submitted, the Minutes will reflect "Public Speaker."
In accordance with the requirements of Title II of the Americans with Disabilities Act of 1990 ("ADA"), the City of Santa Clara will not discriminate against qualified individuals with disabilities on the basis of disability in its services, programs, or activities, and will ensure that all existing facilities will be made accessible to the maximum extent feasible. The City of Santa Clara will generally, upon request, provide appropriate aids and services leading to effective communication for qualified persons with disabilities including those with speech, hearing, or vision impairments so they can participate equally in the City’s programs, services, and activities. The City of Santa Clara will make all reasonable modifications to policies and programs to ensure that people with disabilities have an equal opportunity to enjoy all of its programs, services, and activities.

Agendas and other written materials distributed during a public meeting that are public record will be made available by the City in an appropriate alternative format.

Contact the City Clerk’s Office at 1 408-615-2220 with your request for an alternative format copy of the agenda or other written materials.

Individuals who require an auxiliary aid or service for effective communication, or any other disability-related modification of policies or procedures, or other accommodation, in order to participate in a program, service, or activity of the City of Santa Clara, should contact the City’s ADA Coordinator at 408-615-3000 as soon as possible but no later than 48 hours before the scheduled event.

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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-110 Agenda Date: 8/22/2023

REPORT TO COUNCIL

SUBJECT
Action Authorizing the Use of City Electric Forces at Various Locations

COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure

BACKGROUND
Section 1310 of the Santa Clara City Charter, (Contracts on Public Works) states “that every contract involving an expenditure of more than one thousand dollars ($1,000) for the construction or improvement (excluding maintenance and repair) of public buildings, works, streets, drains, sewers, utilities, parks and playgrounds shall be let to the lowest responsible bidder.” The section further states that “the City Council may declare and determine that, in its opinion, the work in question may be performed better or more economically by the City with its own employees, and after the adoption of a resolution to this effect by at least four affirmative votes, it may proceed to have said work done in the manner stated, without further observance of the provisions of this section.” Section 713 of the City Charter states in part that “an oral motion or order duly passed by the City Council and entered in the minutes of the Council shall have the same force and effect as a written Resolution duly introduced and passed by said City Council and shall be deemed to be a Resolution for all purposes.”

DISCUSSION
Large or extensive projects involving significant electric facilities or related infrastructure are performed by a construction contractor through a public works contract. SVP spends up to $1 million per year on these public works contracts.

Staff believes that the work described below is best and most efficiently performed with City forces based upon the following factors: (1) the work is limited in size and scope; (2) City forces have knowledge and training in operating and maintaining the electric system that can be leveraged to more economically perform this work; and (3) bidding out the work and contracting with a private entity would not likely result in a lower overall cost or time savings. Therefore, staff recommends that the City Council declare and determine that City forces can better perform the installation of the following electric facilities and approve the use of City forces.

Estimate Number: 37879
Location: 73 Jenkins Place
Type of Service: New Business
Description of Work: Riser service cables down utility pole and energize pull box for customer service.

Estimated Cost: $2,777
Appropriation: Electric Utility Capital Fund (591) Project 2005 - New Business Estimate City of Santa Clara Page 1 of 3 Printed on 8/18/2023
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23-110 Agenda Date: 8/22/2023
Work
Source of Revenue: Customer/Developer Contribution
Estimate Number: 35991
Location: 2300 Calle De Luna
Type of Service: New Business
Description of Work: Install ± 4600' high voltage conductor, ± 2500' low voltage conductor, 7 padmount transformers, 6 padmount switches, 1 air switch, 75 termination elbows, 123 high voltage splices, 30 low voltage connectors, 1 - 55' pole, 8 streetlights, & 2 - 4000A meters.

Estimated Cost: $772,375
Appropriation: Electric Utility Capital Fund (591) Project 2005 - New Business Estimate Work
Source of Revenue: Customer/Developer Contribution

ENVIRONMENTAL REVIEW
Staff recommends that the City Council determine that the action being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to the following sections of Title 14 of the California Code of Regulations: (1) section 15302(c) (Class 2 - Replacement or Reconstruction) as the proposed work involves the replacement or reconstruction of existing utility systems and/or facilities involving negligible expansion of capacity; and (2) section 15303 (Class 3 - New Construction or Conversion of Small Structures) as the proposed work involves the construction of a limited number of small electric utility facilities.

FISCAL IMPACT
The funds to support the staff time for work performed by SVP and related construction materials for the work detailed in this report, totaling $775,152 are included in the Fiscal Year 2023/24 Capital Budget, New Business Estimate Work project in the Electric Utility Capital Fund. All referenced work will be performed with City Silicon Valley Power staff. Some work associated with encroachment permits may be performed by the Department of Public Works (DPW). DPW costs are recovered through payment of permit fees.

COORDINATION
This report has been coordinated with the Finance Department and City Attorney’s Office.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION
In accordance with Section 713 of the City Charter, the City Council hereby resolves as follows:

1. Determine the proposed action is exempt from CEQA pursuant to Sections 15302(c) (Class 2 - Replacement or Reconstruction) and 15303 (Class 3 - New Construction or Conversion of Small City of Santa Clara Page 2 of 3 Printed on 8/18/2023
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23-110 Agenda Date: 8/22/2023
Structures) of Title 14 of the California Code of Regulations; and

2. Declare and determine that the public works located at 73 Jenkins Place and 2300 Calle De Luna are better performed by the City with its own employees based on the information set forth in this Report to Council.

Reviewed by: Manuel Pineda, Chief Electric Utility Officer Approved by: Jōvan D. Grogan, City Manager
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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-553 Agenda Date: 8/22/2023

REPORT TO COUNCIL

SUBJECT
Action to Adopt a Supplemental Resolution to include Additional Findings of Fact and amend several 2022 California Fire Code Appendices in Ordinance 2054; Action to Waive First Reading and Approve Introduction of an Ordinance Amending Chapter 15.60 “Municipal Fire and Environmental Code” and setting September 12, 2023, for a Public Hearing on Adoption of said Ordinance.

COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure

BACKGROUND
The International Fire Code (IFC) is a model fire code that regulates minimum fire and life safety requirements for new and existing buildings, facilities, storage, and processes. The California Building Standards Commission adopts the International Fire Code with state-wide amendments on a triannual code adoption cycle. The City’s adoption process for the 2022 code adoption cycle was completed on November 1, 2022 and went into effect on January 1, 2023.

DISCUSSION
On April 4, 2023, the City of Santa Clara Fire Department received correspondence from the California Building Standards Commission noting that Part 9, 2022 California Fire Code Adoption of appendices E and N and the amendments to appendices B, C, and D required additional topographical, climatic, or geological findings. The City Attorney’s Office was consulted and recommended proceeding with a supplemental resolution to provide the necessary findings to support the adoption of referenced appendices.

Notice and publication of the amended ordinance shall be provided in the same manner as the original adoption in late 2022, in compliance with Government Code Sections 50022, et seq., and 6066.

There were no substantive changes to the ordinance or resolution previously approved by the Council on November 1, 2022, beyond the fourteen specific findings requested. Formatting, grammar, and section number modifications were necessary to incorporate the supplemental materials and improve accuracy.

ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.

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23-553 Agenda Date: 8/22/2023

FISCAL IMPACT
There are no economic or fiscal impacts anticipated. Council has previously approved a cost recovery mechanism for the development and inspection mandates in the form of inspection fees as allowed by the Health and Safety Code.

COORDINATION
This report has been coordinated with the City Attorney’s Office and the City Manager’s Office.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION

1. Approve introduction of an Ordinance amending Chapter 15.60 of the Santa Clara City Code (“Santa Clara Municipal Fire and Environmental Code”) to adopt the several 2022 California Fire Code appendices, as amended;

2. Adopt a Supplemental Resolution establishing the findings of fact necessary for the specified supplemental amendments; and

3. Set a public hearing date for September 12, 2023, for final adoption of the Supplemental Ordinance amending Chapter 15.60 of the Santa Clara City Code (“Santa Clara Municipal Fire and Environmental Code”) to adopt the 2022 Supplemental California Fire Code, appendices as amended.

Reviewed by: Ruben Torres, Fire Chief, Fire Department
Approved by: Jovan Grogan, City Manager

ATTACHMENTS

1. A Supplemental Resolution of the City of Santa Clara, California, finding and determining the need for modifications to the California Fire Code, 2022 edition.

2. A Supplemental Ordinance of the City of Santa Clara, California, amending Chapter 15.60 (“Santa Clara Municipal Fire and Environmental Code”) of the Code of the City of Santa Clara to adopt the 2022 California Fire Code, as amended.

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Supplemental Resolution/Adopting and Amending Several Appendices of the 2022 California Fire Code Page 1 of 9 Rev: 010/18/2022
RESOLUTION NO. _____

A SUPPLEMENTAL RESOLUTION OF THE CITY OF SANTA

CLARA, CALIFORNIA, TO ADOPT ADDITIONAL FINDINGS AND

DETERMINE THE NEED FOR ADOPTION AND MODIFICATIONS
TO SEVERAL CALIFORNIA FIRE CODE, 2022 EDITION

APPENDICES
BE IT RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:

WHEREAS, the State of California recently adopted and amended the 2021 International Fire Code, establishing the 2022 California Fire Code;
WHEREAS, in November 2022, the City Council adopted Ordinance 2054, approving amendments to the California Fire Code;
WHEREAS, the 2022 California Fire Code went into effect on January 1, 2023; WHEREAS, the City of Santa Clara Fire Department was notified by the California Building Standards Commission that adoption of the 2022 California Fire Code Appendices and associated local amendments required additional climatic, geological, and/or topographaical findings;
WHEREAS, the 2022 California Fire Code is contained within, and is a subset of, the California Building Standards Code, which may be amended by a local jurisdiction to establish more restrictive standards, pursuant to California Health and Safety Code, §18941.5 and §17958, et seq.;
WHEREAS, restrictive standards established by a local jurisdiction pursuant to this authority must be reasonably necessary because of local climatic, geological, or topographical conditions; WHEREAS, restrictive standards established by a local jurisdiction must be supported by the findings required by Health and Safety Code §17958, et seq.; and, WHEREAS, the City of Santa Clara (“City”) finds it necessary to amend the 2022 California Fire Code, as adopted and amended by the State of California, in order to maintain a reasonable degree of fire and life safety within the City because of local climatic, geological, and/or topographical conditions, and in accordance with direction from the California Building Supplemental Resolution/Adopting and Amending Several Appendices of the 2022 California Fire Code Page 2 of 9 Rev: 010/18/2022
Standards Division.

NOW THEREFORE, BE IT FURTHER RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:

1. Legislative Findings. Modifications and changes contained in the Santa Clara Municipal and Environmental Code, 2022, with amendments set forth in Exhibit 1, are required in order to provide specific and greater protections to the public health, safety and welfare than are afforded by the California Fire Code due to geological, climatic, and topographic conditions.

A. This amendment is necessary for administrative clarification and does not modify a California Building Standard pursuant to California Health and Safety Code Sections 17958, 17958.5 and 17958.7. This amendment established administrative standards for the effective enforcement of the Fire Code within the City of Santa Clara.

B. This amendment is justified on the basis of a local geological condition. The City is subject to earthquake hazards caused by its location between San Francisco Bay and the San Andreas Fault zone and being situated on alluvial soils. The City's location makes its taller and older structures particularly vulnerable to damage caused by significant seismic events.

The relatively young geological processes that have created the San Francisco Bay Area are still active today. Seismically, the City sits between two active earthquake faults (San Andreas and the Hayward/Calaveras) and other potentially active faults. According to the Association of Bay Area Governments the City of Santa Clara is located in a very high-risk seismic zone. This includes the industrial area, which contains the largest concentration of hazardous materials. Fire following an earthquake has the potential of causing greater loss of life and damage than the earthquake itself. A large number of residential dwellings in the City of Santa Clara have combustible roofs which add significantly to the risk of structural fires after an earthquake. Should a significant seismic event occur, hazardous materials, particularly toxic gases could pose the greatest threat to the largest number of people. In the event of a widespread catastrophic event, public safety resources would be seriously Supplemental Resolution/Adopting and Amending Several Appendices of the 2022 California Fire Code Page 3 of 9 Rev: 010/18/2022
impacted and may be unavailable to effectively respond to all emergencies. Other variables may tend to increase the risk from fire and hazardous material releases after a major earthquake:

1. The extent of damage to the water system;

2. The extent of isolation due to bridge and/or freeway overpass collapse;

3. The extent of roadway damage and/or amount of debris blocking the roadways;

4. Climatic conditions (hot, dry weather with high winds);

5. Time of day will influence the amount of traffic on roadways and could intensify the risk to life during normal business hours;

6. The availability of timely mutual aid or military assistance;

7. The concentration of combustible structures (wood frame) in the residential, mercantile and light industry zones.

C. This amendment is justified on the basis of a local climatic condition. The seasonal climatic conditions during the late summer and fall create severe fire hazards to the public health and welfare in the city. The city and region continue to experience extended periods of drought. This cyclical pattern of extreme weather is expected to continue, increasing the fire and flood risk as the impacts of global warming intensify. Each of these cycles has the potential of adversely impacting the fire department’s capabilities, from staffing to response times. The average relative humidity ranges from 50% during daytime to 70% at night. It drops to approximately 40% during the summer months and occasionally exceeds 80% in the winter months. Temperatures have been recorded as high as 109° F. and as low as 19°F. Average summer highs are in the 78°–82° F. range and winter lows average 28°–35° F. Wind velocities are generally in the 5-mph to 15-mph range, with a mean speed of 5.8 mph, and gusts ranging from 7.4 mph to 30 mph, particularly during the summer months.

Extreme winds, up to 60 mph, have been recorded. The winds experienced in Santa Clara can have a tremendous impact upon structure fires where buildings are in close proximity to Supplemental Resolution/Adopting and Amending Several Appendices of the 2022 California Fire Code Page 4 of 9 Rev: 010/18/2022
one another, which is commonly found in the City. During structure fires, winds can carry embers and burning brands to other structures, spreading the fire and posing the risk of conflagration. In building fires, winds can force fires back into the building and can create a “blowtorch effect,” increasing the fire’s intensity and speed of spread throughout the building.

These local climatic conditions affect the acceleration, intensity, and size of fires in a community. Times of little or no rainfall, low humidity, and high temperatures create extremely hazardous fire conditions, particularly as they relate to vegetation and combustible construction. These impacts are only expected to grow as the region’s population increases and the effects of global warming intensify.

D. This amendment is justified on the basis of a local topographic condition. While Santa Clara topography is relatively flat its location to the San Francisco Bay, and being bisected by a major highway (101) poses unique hazards. Traffic and circulation congestion is an artificially created, obstructive topographical condition, which is common throughout Santa Clara. These topographical conditions create a situation, which places emergency response times at risk and makes it necessary to provide enhanced fire protection and life safety systems and measures to protect the property, people, environment, and community.

The legislative finding for each modification and changes for each modification, as set forth in Exhibit 1, are made pursuant to Sections 17958.5 and 17958.7 of the California Health and Safety Code as set forth in the staff report dated August 22, 2023, and attached hereto, as Exhibit “1” and by this reference incorporated herein.

2. Effective date. This Resolution shall become effective on the same date as Ordinance No.__________, which adopts and amends the California Building Standards Code, as the Santa Clara Municipal Fire & Environmental Code, 2022.

Supplemental Resolution/Adopting and Amending Several Appendices of the 2022 California Fire Code Page 5 of 9 Rev: 010/18/2022

3. Transmission. The City Clerk is hereby authorized and directed to transmit a certified copy of this Resolution to the California Building Standards Commission of the State of California.

I HEREBY CERTIFY THE FOREGOING TO BE A TRUE COPY OF A RESOLUTION PASSED

AND ADOPTED BY THE CITY OF SANTA CLARA, CALIFORNIA, AT A REGULAR MEETING THEREOF HELD ON THE ___ DAY OF _________, 2023, BY THE FOLLOWING VOTE:

AYES: COUNCILORS:

NOES: COUNCILORS:

ABSENT: COUNCILORS:

ABSTAINED: COUNCILORS:

ATTEST: ______________________________

NORA PIMENTEL, MMC

ASSISTANT CITY CLERK

CITY OF SANTA CLARA
Attachment: Exhibit 1 List of Supplemental Amendments to the California Fire Code and the Santa Clara Municipal Fire & Environmental Code, 2022
Supplemental Resolution/Adopting and Amending Several Appendices of the 2022 California Fire Code Page 6 of 9 Rev: 010/18/2022
EXHIBIT 1
Amendment 1
Appendix B - Fire-Flow Requirements for Building in its entirety as amended.

Amendment 2
B105.2 Buildings other than one- and two two-family dwellings, Group R-3 and R-4 buildings other than one- and two-family dwelling, Group R-3 and R-4 buildings and townhouses shall be as specified in Tables B105.1(2) and B105.2.

Exceptions: [SFM] Group B, S-2 and U occupancies having a floor areas not exceeding 1,000 square feet, primarily constructed of noncombustible exterior walls with wood or steel roof framing, having a Class A roof assembly, with uses limited to the following or similar uses.

1. California State Parks buildings of an accessory nature (restrooms).

2. Safety roadside rest areas (SRRA, public restrooms.

3. Truck inspection facilities (TIF), CHP office space and vehicle inspection bays.

4. Sand/salt storage buildings, storage of sand and salt.

The maximum fire flow reduction for all commercial buildings shall not exceed 25 percent of the fire flow specified in Table B105.1(2). The maximum fire flow reduction for all other buildings shall not exceed 50 percent of the fire flow specified Table B105.1(2). The maximum fire flow reduction for all other buildings shall not exceed 50 percent of the fire flow specified in Table B105.1(2).

Amendment 3
Appendix C – Fire Hydrant Location and Distribution in its entirety as amended.

Amendment 4
C102.1 Minimum number of fire hydrants for buildings. The number of fire hydrants available to a building shall be not less than the minimum specific in Table C102.1, utilizing the base fire flow without fire sprinkler reduction.

Amendment 5
C103.1 Hydrant spacing. Fire apparatus access roads and public streets providing required access to buildings in accordance with Section 503 of the California Fire Code shall be provided with one or more fire hydrants, as determined by Section C102.1. Where more than one fire hydrant is required, the distance between required fire hydrants shall be in accordance with Supplemental Resolution/Adopting and Amending Several Appendices of the 2022 California Fire Code Page 7 of 9 Rev: 010/18/2022
Section 103.2 and C103.3, but in no case shall the average spacing be more than 300 feet on center
Amendment 6
Appendix D – Fire Apparatus Access Roads in its entirety as amended.

Amendment 7
D103.2 Grade. The maximum grade of a fire department apparatus access road shall not exceed 15-percent, unless approved by the fire code official.

Amendment 8
D103.3 Turning radius. The required turning radium of a fire apparatus access roads shall be a minimum of 30 feet inside, and a minimum 50 feet outside.

Amendment 9
D103.4 Dead ends. Dead-end fire apparatus access roads in excess of 150 feet (45750mm) shall be provided with width and turnaround provisions in accordance with Table D103.4, as approved by the fire code official.

Amendment 10
Table D103.4

REQUIREMENTS FOR DEAD-END

FIRE APPARATUS ACCESS ROADS
LENGTH (feet) WIDTH (feet) TURNAROUNDS REQUIRED
0 - 150 26 Not required, unless determined
necessary by the fire code official
151 - 500 26 120-foot Hammerhead, 60-foot
“Y” or 96-foot-diameter cul-desac in accordance with Figure D103.1
500 - 750 26 120-foot Hammerhead, 60-foot
“Y” or 96-foot-diameter cul-desac in accordance with Figure D103.1
Over 750 Special approval required
Amendment 11
D103.5 Fire apparatus access road gates. Gates securing the fire apparatus access roads shall comply with all of the following criteria:

1. Where a single gate is provided, the gate width shall be not lets than 20 feet (6096 mm).

Where a fire apparatus road consists of a divided roadway, the gate width shall be not less than 20 feet (6096 mm),

2. Gates shall be automatic horizontal swing, horizontal side, vertical life or vertical pivot type.

3. Construction of gates shall be of materials that allow manual operation by one person.

4. Gate components shall be maintained in an operative condition at all times and replaced or repaired when defective.

Supplemental Resolution/Adopting and Amending Several Appendices of the 2022 California Fire Code Page 8 of 9 Rev: 010/18/2022

5. Electric gates shall be equipped with a means of opening the gate by fire department personnel for emergency access. Emergency opening device shall be approved by the fire code official.

6. Methods of locking shall be submitted for approval by the fire code official.

7. Electric gate operators, where provided, shall be listed in accordance with UL 325.

8. Gate intended for automatic operation shall be designed, constructed and installed to comply with the requirements of ASTM F2200.

Amendment 12
Appendix E – Hazard Categories in its entirety.

Amendment 13
Appendix N – Indoor Trade Shows and Exhibitions in its entirety.

Local Amendments Justification Matrix – California Fire Code Amendment
No.

CFC
Section or
Table
Title Added
to
CFC
Amended
from
CFC
Justification
(As referenced
in the
Legislative
Findings)

1. Appendix B
Fire-Flow
Requirements
for Buildings
Fire-flow requirements for
buildings

X B, C, & D

2. B105.2 Buildings other than oneand two-family dwellings, group R-3, and R-4
buildings and townhouses

X B, C, & D

3. Appendix C
Fire Hydrants
Locations and
Distribution
Fire hydrants locations and
Distribution

X B, C, & D

4. C102.1 Minimum number of fire
hydrants for buildings

X B, C, & D

5. C103.1 Hydrant spacing X B, C, & D
Supplemental Resolution/Adopting and Amending Several Appendices of the 2022 California Fire Code Page 9 of 9 Rev: 010/18/2022

6. Appendix D
Fire Apparatus
Access Roads
Fire apparatus access
Roads

X B, C, & D

7. D103.2 Grade X B, C, & D

8. D103.3 Turning radius X B, C, & D

9. D103.4 Dead ends X B, C, & D

10. Table D103.4 Requirements for dead-end
fire apparatus access roads

X B, C, & D

11. D103.5 Fire apparatus access road
gates

X B, C, & D

12. Appendix E
Hazard
Categories
Hazard Categories X B, C, & D

13. Appendix N
Indoor trade
shows and
exhibitions
Indoor trade shows and
exhibitions

X B, C, & D
Supplemental Ordinance/Adoption of 2022 California Fire Code Page 1 of 7 Rev: 09/2019
ORDINANCE NO. _____

AN ORDINANCE OF THE CITY OF SANTA CLARA,
CALIFORNIA, AMENDING CHAPTER 15.60 (“SANTA
CLARA MUNICIPAL FIRE AND ENVIRONMENTAL CODE”)
OF TITLE 15 (“BUILDING AND CONSTRUCTION”), OF
“THE CODE OF THE CITY OF SANTA CLARA,
CALIFORNIA” TO ADOPT AND AMEND SEVERAL
APPENDICES OF THE 2022 CALIFORNIA FIRE CODE
BE IT ORDAINED BY THE CITY OF SANTA CLARA AS FOLLOWS:

WHEREAS, the State of California recently adopted and amended the 2021 International Fire Code to establish the 2022 California Fire Code;
WHEREAS, the 2022 California Fire Code, as duly adopted and amended by the City Council in November 2022, went into effect on January 1, 2023; WHEREAS, the City of Santa Clara Fire Department was notified by the California Building Standards Commission that adoption of the 2022 California Fire Code Appendices and associated local amendments required additional climatic, geological, and/or topographical, findings;
WHEREAS, the 2022 California Fire Code is contained within, and is a subset of, the California Building Standards Code, which may be amended by a local jurisdiction to establish more restrictive standards, pursuant to California Health and Safety Code §18941.5 and §17958, et seq.;
WHEREAS, restrictive standards established by a local jurisdiction pursuant to this authority must be reasonably necessary because of local climatic, geological, or topographical conditions; and,
WHEREAS, the City of Santa Clara (“City”) finds it necessary to amend the 2022 California Fire Code, as adopted and amended by the State of California, in order to maintain a Supplemental Ordinance/Adoption of 2022 California Fire Code Page 2 of 7 Rev: 09/2019
reasonable degree of fire and life safety within the City because of local climatic, geological, and/or topographical conditions, which conditions and findings are set forth in the accompanying Supplemental Resolution, and in accordance with guidance from the California Building Standards Commission.

NOW THEREFORE, BE IT FURTHER ORDAINED BY THE CITY OF SANTA CLARA, AS FOLLOWS:

SECTION 1: That Chapter 15.60 “Santa Clara Fire and Environmental Code” of Title 15 “Building and Construction” of “The Code of the City of Santa Clara” (“SCCC”) is amended with the following:
“15.60.480 Appendix B – Fire-flow requirements for buildings California Fire Code, Appendix B - Fire-flow requirements for buildings is hereby added in its entirety as amended below.

15.60.490 Appendix B – Fire-flow requirements for buildings California Fire Code Section B105.2 is hereby amended to read:

B105.2 Buildings other than one- and two-family dwellings, Group R-3 and R4 buildings and townhouses. The minimum fire-flow and flow duration for buildings other than one- and two-family dwellings, Group R-3 and R-4 buildings and townhouses shall be as specified in Tables B105.1(2) and B105.2.

Exceptions: [SFM] Group B, S-2 and U occupancies having a floor area not exceeding 1,000 square feet, primarily constructed of noncombustible exterior walls with wood or steel roof framing, having a Class A roof assembly, with uses limited to the following or similar uses:

1. California State Parks buildings of an accessory nature (restrooms).

Supplemental Ordinance/Adoption of 2022 California Fire Code Page 3 of 7 Rev: 09/2019

2. Safety roadside rest areas (SRRA), public restrooms.

3. Truck inspection facilities (TIF), CHP office space and vehicle inspection bays.

4. Sand/salt storage buildings, storage of sand and salt.

The maximum fire flow reduction for all commercial buildings greater than 30,000 square feet and residential podium buildings shall not exceed 25 percent of the fire flow specified in Table B105.1(2). The maximum fire flow reduction for all other buildings shall not exceed 50 percent of the fire flow specified in Table B105.1(2).

15.60.500 Appendix C – Fire hydrant locations and distribution California Fire Code, Appendix C Fire Hydrants Locations and Distribution is hereby added in its entirety as amended below.

15.60.510 Appendix C - Number of fire hydrants
California Fire Code Section C102.1 is hereby amended to read:

C102.1 Minimum number of fire hydrants for a building. The number of fire hydrants available to a building shall be not less than the minimum specified in Table C102.1, utilizing the base fire flow without fire sprinkler reduction.

15.60.520 Fire hydrant spacing
California Fire Code Section C103 is hereby amended to read:

Section C103 Fire hydrant spacing
C103.1 Hydrant spacing. Fire apparatus access roads and public streets providing required access to buildings in accordance with Section 503 of the California Fire Code shall be provided with one or more fire hydrants, as determined by Section Supplemental Ordinance/Adoption of 2022 California Fire Code Page 4 of 7 Rev: 09/2019
C102.1. Where more than one fire hydrant is required, the distance between required fire hydrants shall be in accordance with Sections C103.2 and C103.3, but in no case shall the average spacing be more than 300 feet on center.

15.60.530 Appendix D – Fire Apparatus Access Roads
California Fire Code, Appendix D – Fire Apparatus Access Roads is hereby added in its entirety as amended below.

15.60.540 Appendix D – Minimum specifications
California Fire Code Section D103.2 is hereby amended to read:

D103.2 Grade. The maximum grade of a fire department apparatus access road shall not exceed 15-percent, unless approved by the fire code official.

California Fire Code Section D103.3 is hereby amended to read:

D103.3 Turning radius. The required turning radius of a fire apparatus access roads shall be a minimum of 30 feet inside, and a minimum of 50 feet outside.

California Fire Code Section D103.4 is hereby amended to read:

D103.4 Dead ends. Dead-end fire apparatus access roads in excess of 150 feet (45 720 mm) shall be provided with width and turnaround provisions in accordance with Table D103.4, as approved by the fire code official.

California Fire Code Table D103.4 is hereby amended to read:

TABLE D103.4

REQUIREMENTS FOR DEAD-END

FIRE APPARATUS ACCESS ROADS
Length (feet) WIDTH (feet) TURNAROUDS REQUIRED
0 – 150 26 Not required, unless determined
necessary by the fire code official
151 – 500 26 120-foot Hammerhead, 60-foot “Y”
or 96-foot-diameter cul-de-sac in
accordance with Figure D103.1
500– 750 26 120-foot Hammerhead, 60-foot “Y”
Supplemental Ordinance/Adoption of 2022 California Fire Code Page 5 of 7 Rev: 09/2019
or 96-foot-diameter cul-de-sac in
accordance with Figure D103.1
Over 750 Special approval required
California Fire Code Section D103.5 is hereby amended to read:

D103.5 Fire apparatus access road gates. Gates securing the fire apparatus access roads shall comply with all of the following criteria: the fire apparatus access roads shall comply with all of the following criteria:

1. Where a single gate is provided, the gate width shall be not less than 20 feet (6096 mm). Where a fire apparatus road consists of a divided roadway, the gate width shall be not less than 20 feet (6096 mm).

2. Gates shall be of automatic horizontal swing, horizontal slide, vertical lift, or vertical pivot type.

3. Construction of gates shall be of materials that allow manual operation by one person.

4. Gate components shall be maintained in an operative condition at all times and replaced or repaired when defective.

5. Electric gates shall be equipped with a means of opening the gate by fire department personnel for emergency access. Emergency opening devices shall be approved by the fire code official.

6. Methods of locking shall be submitted for approval by the fire code official.

7. Electric gate operators, where provided, shall be listed in accordance with UL 325.

8. Gates intended for automatic operation shall be designed, constructed, and installed to comply with the requirements of ASTM F2200.

Supplemental Ordinance/Adoption of 2022 California Fire Code Page 6 of 7 Rev: 09/2019

15.60.550 Appendix E – Hazard categories
California Fire Code, Appendix E – Hazard Categories is hereby added in its entirety.

15.60.560 Appendix N – Indoor trade shows and exhibitions California Fire Code, Appendix N – Indoor Trade Shows and Exhibitions is hereby added in its entirety.”
SECTION 2: Ordinances repealed. With the exception of the provisions protected by the savings clause, all ordinances (or parts of ordinances) in conflict with or inconsistent with this ordinance are hereby repealed.

SECTION 3: Savings clause. The changes provided for in this ordinance shall not affect any offense or act committed or done or any penalty or forfeiture incurred or any right established or accruing before the effective date of this ordinance; nor shall it affect any prosecution, suit, or proceeding pending or any judgment rendered prior to the effective date of this ordinance. All fee schedules shall remain in force until superseded by the fee schedules adopted by the City Council.

SECTION 4: Effective date. This supplemental ordinance shall take effect thirty (30) days after its final adoption; however, prior to its final adoption it shall be published in accordance with the requirements of Section 808 and 812 of “The Charter of the City of Santa Clara, California” as well as California Government Code Sections 50022.2, 50022.3, and 6066.

PASSED FOR THE PURPOSE OF PUBLICATION this XX day of XXXXXX, 2023, by the following vote:

Supplemental Ordinance/Adoption of 2022 California Fire Code Page 7 of 7 Rev: 09/2019
AYES: COUNCILORS:

NOES: COUNCILORS:

ABSENT: COUNCILORS:

ABSTAINED: COUNCILORS:

ATTEST: ___________________________

NORA PIMENTEL, MMC

ASSISTANT CITY CLERK

CITY OF SANTA CLARA
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-813 Agenda Date: 8/22/2023

REPORT TO COUNCIL

SUBJECT
Action on a Resolution Delegating Authority to the City Manager to Execute Documents Associated with the Acceptance of a Grant from the Santa Clara Valley Open Space Authority Grant Program in the Amount of $21,076 for Funding of the City of Santa Clara’s Container Gardening Program and Related Budget Amendments

COUNCIL PILLAR
Enhance Community Sports, Recreational and Arts Assets

BACKGROUND
The City of Santa Clara operates a community garden at Everett N. "Eddie" Souza Park, 2380 Monroe Street, and will open a second community garden in the near future in the Lawrence Station Area at 3450 Copper Road. Both community gardens are located near high-density housing. The Parks & Recreation Department (Department) operates the community garden program within established guidelines and offers classes, workshops, and special events under the supervision of a Recreation Coordinator with the assistance of volunteers and community partners.

In November 2022, the Santa Clara Valley Open Space Authority (Authority) announced the release of a Program Grant application cycle. The Program Grant is funded through voter initiatives, Measure Q and Measure T (parcel tax). The Grant application process sought project proposals that bring nature into the urban areas within the Authority’s boundaries and in one or more of the following categories: Environmental Stewardship & Restoration; Parks, Trails, and Public Access; Environmental Education; and/or Urban Agriculture/Food Systems. Grants would be evaluated based on project proposals that meet one or more of the above categories, provided recreational opportunities had public support and emphasized community building. The advertised range of Program Grant funds to be awarded was between $20,000-$100,000.

DISCUSSION
On February 9, 2023, the Department applied for an Authority Program Grant for an Urban Gardening Initiative supporting container gardening in the category of environmental education. The Department’s grant application responded to an identified need for access to community garden programs by residents who live in condominiums and apartment complexes. The Department’s program will help connect residents living in high-density housing with nature through a series of sustainable gardening workshops integrated with hands-on projects that encourage social connections, access to resources and support plant as well as insect biodiversity.

Santa Clara’s Urban Gardening Initiative will include six educational workshops focused on container gardening for residents living in apartments and condominiums. Participantswill establish and maintain sustainable container gardens in their homes. The grant will provide 50 containers City of Santa Clara Page 1 of 3 Printed on 8/18/2023
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23-813 Agenda Date: 8/22/2023
appropriate for gardening in various sizes as well as plants, soil, and tools to sustain the garden after the workshops conclude. The program is scheduled for the 2024 calendar year. The grant will also support the development of the workshop curricula so that workshops can continue to be offered after the grant lifecycle. The program guidelines can be found in Attachment 1.

On May 18, 2023, the Authority Board approved thirteen Program Grants for the two-year program cycle for non-profits and agencies who met the eligibility and grant criteria. The City of Santa Clara was awarded $21,076 for its Urban Gardening Initiative supporting container gardening. The approved budget can be found in Attachment 2.

The Grant requires an authorizing Resolution by the City Council (Attachment 3) and the appropriation and allocation of funds to be received. The purpose of this item is to seek Council approval of the required resolution as well as the appropriation and allocation of funds to the Parks and Recreation Operating Grant Trust Fund.

ENVIRONMENTAL REVIEW
The action being considered, the adoption of a Resolution for the acceptance and allocation of funds does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.

FISCAL IMPACT
Acceptance and appropriation of the $21,076 Santa Clara Valley Open Space Authority Grant will help support the gardening education program with staffing and supplies. The requested budget amendment appropriates the grant in the Parks and Recreation Operating Grant Trust Fund. The grant requires a city match in the amount of $5,945, for a total grant project amount of $27,021. The source of the match will be the FY 2023/24 Parks and Recreation General Fund Operating Budget.

Attachment 2 provides additional budget details.

Budget Amendment
FY 2023/24
Current Increase/
(Decrease)
Revised
Parks and Recreation Operating Grant
Trust Fund
Revenue
Other Agencies Revenue $124,918 $21,076 $145,994
Expenditure
Santa Clara Valley Open Space Authority
Grant
$0 $21,076 $21,076

COORDINATION
This report has been coordinated with the City Attorney’s Office and Finance Department.

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23-813 Agenda Date: 8/22/2023

PUBLIC CONTACT
Public contact was made by posting the City Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, e-mail [email protected].

RECOMMENDATION

1. Adopt a resolution delegating authority to the City Manager to execute all documents associated with Santa Clara Valley Open Space Authority Grant;

2. Approve the FY 2023/24 budget amendment in the Parks and Recreation Operating Grant Trust Fund to recognize the grant revenue of $21,076 and establish a Santa Clara Valley Open Space Authority Grant appropriation in the amount of $21,076 for funding of the City’s Container Gardening Program (five affirmative Council votes required to appropriate additional revenue).

Reviewed by: James Teixeira, Director of Parks & Recreation Approved by: Jōvan D. Grogan, City Manager

ATTACHMENTS

1. Urban Grant Program (UGP) Guidelines 2022/23

2. UGP Container Gardener Budget

3. Resolution for SCVOSA Urban Grant Program
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Open Space Authority
Urban Grant Program Guidelines:

PROGRAM PROJECTS Program projects include classes, trainings, curriculum-building, special events, program development, and other impactful community services that help connect people living in urban areas to nature. 2022-2023 Grant Cycle
PRE-APPLICATION DEADLINE:
5:00 p.m. Tuesday, November 8, 2022
FULL-APPLICATION DEADLINE (PROGRAMS):
5:00 p.m. Thursday, February 9, 2023
, OPEN \, J SPACE
""" .... AUTHORITY

SANTA CLARA VALLEY

OPEN SPACE AUTHORITY URBAN GRANT PROGRAM SUMMARY
The Santa Clara Valley Open Space Authority is seeking high quality grant proposals for projects that bring nature to the urban areas within the Authority’s boundaries in one or more categories:

1. Environmental Stewardship & Restoration

2. Parks, Trails, and Public Access

3. Environmental Education

4. Urban Agriculture / Food Systems

AWARD INFORMATION
Total funding: $1,500,000 between two grant solicitations, below. These guidelines are for the Programs solicitation. To find the guidelines for the Capital Improvement Projects solicitation, please go to https://www.openspaceauthority.org/programs/grant. Summary for both grant solicitations:

Programs
o Request range: $20,000 - $100,000
o Estimated amount available: $ 750,000
o Anticipated grants awarded: 11-15
o Grant period: 2 years to complete project
o Required matching funds: 0-25%*
o Grant type: Reimbursement basis
Capital/Planning
o Request range: $40-250,000
o Estimated amount available: $ 750,000
o Anticipated grants awarded: 4-6
o Grant period: 3 years to complete project
o Required matching funds: 0-25%*
o Grant type: Reimbursement basis
*See p. 10 for Match Requirements

ELIGIBLE APPLICANTS
• Local public agencies located within the Authority’s boundaries. • Schools and school districts located within the Authority’s boundaries. • Non-profit organizations whose project is located within the Authority’s boundaries.

PUBLIC WORKSHOPS
The Authority will hold two public information workshops to provide an overview of the grant and the application process. Participation is recommended but not mandatory. Registration and other information is available at https://www.openspaceauthority.org/programs/grant.

Programs Application Webinar: Tuesday, October 18, 2022 2:00 – 3:30 p.m., ONLINE WORKSHOP ONLY. Please register to receive access information.

For the Capital/Planning solicitation information, please see the grant webpage. The recordings of the Program and Capital workshops will be available at
https://www.openspaceauthority.org/programs/grant following the webinars.

DEADLINE AND MORE INFORMATION
The required Pre-Application must be submitted by 5:00 p.m. Tuesday, November 8, 2022. Eligible applicants must submit a complete Full-Application Proposal by 5:00 p.m. Thursday, February 9, 2023.

The application, this document, mailing list information, and any program updates can be found at https://www.openspaceauthority.org/programs/grant. For questions about this Grant Program, please contact Jackie Latham, Grants Program Coordinator at [email protected].

CONTENTS
About the Santa Clara Valley Open Space Authority.................................................................................... 2 Measure Q and Measure T ........................................................................................................................... 2 Purpose of the Urban Grant Program........................................................................................................... 3 Application Process....................................................................................................................................... 3 Eligible Applicants......................................................................................................................................... 4 Grant Awards .............................................................................................................................................. 5 Estimated Grant Timeline ............................................................................................................................. 6 Grant Project Categories............................................................................................................................... 7 Grant Project Types ...................................................................................................................................... 9 Grant Project Requirements......................................................................................................................... 9 Evaluation Criteria.......................................................................................................................................12 Application Questions and Scoring .............................................................................................................13 Pre-Application Information .......................................................................................................................13 Full Application Information .......................................................................................................................15 Application Review .....................................................................................................................................21 Grant Administration ..................................................................................................................................21 : Glossary ............................................................................................................................... A-1 : Map of Eligible Grant Area ................................................................................................... B-1 : Fiscal Sponsorship Agreement.............................................................................................. C-1 : Project Budget..................................................................................................................... D-1 : Direct and Indirect Cost Examples........................................................................................ E-3 Appendix F: Application Checklists............................................................................................................F-3 Appendix A
Appendix B
Appendix C
Appendix D
Appendix E
2 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines About the Santa Clara Valley Open Space Authority
The Open Space Authority works to protect the quality of life in Santa Clara County by preserving open space and natural resources. Since 1993, the Authority has protected over 28,000 acres of open space, natural areas, watersheds, and wildlife habitat – providing ecologically friendly outdoor recreation and preserving the natural beauty and environmental health of the Santa Clara Valley.

The Open Space Authority is a public, independent
special district created by the California state
legislature in 1993 at the urging of community leaders
who saw the importance of maintaining the ecological
integrity of the region.

The Authority’s jurisdiction includes the cities of San Jose, Santa Clara, Milpitas, Campbell, Morgan Hill,
and parts of unincorporated Santa Clara County.

Measure Q and Measure T
The Urban Grant Program is funded by a parcel tax approved by voters. In November 2014, voters approved the Open Space, Wildlife Habitat, Clean Water and Increased Public Access Measure (Measure Q) to increase the capacity of the Authority to protect and preserve natural open space areas for future generations by: improving parks, open spaces and trails; protecting land around creeks, rivers and streams to prevent pollution and improve local water quality; preserving and restoring wildlife habitat and natural areas; expanding public access; enhancing environmental education; and protecting scenic hillsides. In 2020, Measure T was overwhelmingly approved by voters, extending the Measure Q funding. Through this $24 annual parcel tax, the Authority receives approximately $7.9 million per year for open space protection. This funding will be used to help achieve the goals and objectives of the Santa Clara Valley Greenprint, which serves as the Authority’s strategic vision to inform investments in open space protection. The Santa Clara Valley Greenprint is available online at https://www.openspaceauthority.org/system/documents/Santa Clara Valley Greenprint Report.pdf.

The Measure Q Expenditure Plan (Measure Q Expenditure Plan) describes four key programs that emerged from the Santa Clara Valley Greenprint, including a Grants Program. Each year, the Board of Directors will determine the appropriate amount to be allocated to the grant program, up to 25 percent of the revenues generated. The amount of funding allocated each year may vary based on the total funding accrued to-date, to take advantage of available matching funds, and to provide flexibility in addressing emerging issues. Grant awards will strive to reward a diversity of projects and to be balanced geographically across the Authority’s jurisdiction. The grant solicitation process and the individual awards shall be subject to approval by the Authority’s Board of Directors.

Mission Statement
The Open Space Authority conserves the
natural environment, supports agriculture
and connects people to nature, by
protecting open spaces, natural areas,
and working farms and ranches for future
generations.
3 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines Purpose of the Urban Grant Program
The purpose of this Grant Program is to create healthy and safe open space and park areas in cities and unincorporated urban areas within the Authority’s boundaries by:
• Creating or improving parks
• Preserving open space and maintaining or creating trails • Enhancing and restoring habitat, natural resources and water resources • Enhancing access to healthy food through urban farms and gardens • Developing environmental education programs or facilities The Grant Program is also intended to promote investments in underserved, disadvantaged, and parkpoor neighborhoods and to distribute the benefits of nature more equitably throughout the diverse communities and neighborhoods within the Authority’s jurisdiction. As the grant program has a focus on projects that advance equity, applicants are encouraged to describe the ways that their projects address under resourced communities and describe the resources and tools used to identify the communities as such.

The Grant Program will be evaluated annually and redesigned as needed in future funding cycles.

Application Process
Applications and related materials are available at the Authority’s website. The Authority will maintain a list of interested parties to receive updates or notices. To receive notices on future grant solicitations, sign up at https://www.openspaceauthority.org/programs/grant.

SUBMISSION DATE
The required Pre-Application must be submitted by 5:00 p.m. Tuesday, November 8, 2022. Eligible applicants must submit a complete Full-Application Proposal by 5:00 p.m. Thursday, February 9, 2023.

A link is available at https://www.openspaceauthority.org/programs/grant, or directly through the Wizehive link at https://webportalapp.com/sp/santaclaravalleyopenspaceauthority-homepage.

Applications must be submitted through Wizehive. Each organization must use one email and password for all grant projects. You may find the link as well as a Wizehive Tutorial on our website https://www.openspaceauthority.org/programs/grant. Please note that all application materials are public record and may be included in public meeting packets and/or online. 4 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines

PUBLIC WORKSHOPS
The Authority will hold an online workshop to provide an overview of the grant and the application process. Participation is recommended but not mandatory. Registration and other information is available at https://www.openspaceauthority.org/programs/grant. The webinar will be recorded and available online following the event.

Workshop dates:

Programs Application Webinar: Tuesday, October 18, 2022 3:00 – 4:30 p.m., ONLINE WORKSHOP ONLY. Please register to receive access information.

For the Capital/Planning webinar, please see our website for more information. The recordings will be available at https://www.openspaceauthority.org/programs/grant following the webinars.

Questions:

Jackie Latham, Grants Program Coordinator
408.224.7476
[email protected]
Eligible Applicants
Eligible applicants for grant funding are:
• Local public agencies, including the cities of Campbell, Milpitas, Morgan Hill, Santa Clara and San Jose, Santa Clara County, and special districts. State and Federal agencies are not eligible. • Private, non-profit organizations that qualify under Section 501(c)(3) of the United States Internal Revenue Code. The Authority will accept applications from non-profit organizations headquartered outside of its boundaries, but all projects and programs must be located within or directly serve the residents of the Authority’s boundaries. • Local schools and school districts located within the Authority’s boundaries.

Details about the Authority’s boundaries can be found on our Board District Map at https://www.openspaceauthority.org/public-information/board-of-directors.html.

FISCAL SPONSOR
If your organization does not have a tax-exempt ruling from the IRS, you can apply for a grant through a qualified fiscal sponsor. A fiscal sponsor is a tax-exempt 501(c)(3) organization that agrees to accept and be responsible for grant funds on behalf of another organization. If a fiscal sponsor is used, the fiscal sponsor is considered the legal applicant and therefore is responsible for all legal aspects of the grant.

When filling out the application:
5 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines • The fiscal sponsor is the applicant
• The required documents must be from the fiscal sponsor (applicant) • The application must include a Fiscal Sponsorship Agreement form (Appendix C) Grant Awards
The total funding available for Urban Grant Program awards for this cycle is $1,500,000. The Authority expects to award between 15-20 grants, aiming for a diversity of project types, project locations, and project size. Awards range from $20,000 - $250,000 and will be divided between two separate solicitations:
• PROGRAM GRANTS:
o PROGRAMS only (NO CAPITAL IMPROVEMENT OR PLANNING)
o Request range: $20,000 - $100,000
o Estimated amount available: $750,000
o Anticipated grants awarded: 11-15
o Grant period: 2 years to complete project
o Required matching funds: 0-25% (see p. 10)
o Grant type: Reimbursement basis
o Expedited review process
• PLANNING FOR CAPITAL PROJECTS AND OTHER CAPITAL IMPROVEMENT PROJECT GRANTS:
o Capital Improvement and Planning Projects only
o Request range: $40,000 - $250,000
o Estimated amount available: $750,000
o Anticipated grants awarded: 4-6
o Grant period: 3 years to complete project
o Required matching funds: 0-25% (see p. 10)
o Grant type: Reimbursement basis
Applicants may submit multiple applications in Program Grants, Capital/Planning Grants, or both. These guidelines are for the Program solicitation. To find the guidelines for the Capital/Planning solicitation, please go to https://www.openspaceauthority.org/programs/grant. 6 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines Estimated Grant Timeline
The following is an approximate timeline for the 2022-2023 grant cycle. Note that Program grants and Capital/Planning grants have different timelines and these dates are subject to change.

PRE-APPLICATION October 4, 2022 Grant application packet released October 18, 2022 Public Workshop - Programs
November 8, 2022 Pre-applications due by 5:00 p.m.

November 9 -
December 13, 2022
Eligibility Reviewed and Applicants Notified
FULL APPLICATION February 9, 2023 Full applications due by 5:00 p.m.

REVIEW & AWARD February - May 2023 Review Committee prepares preliminary award recommendations
May 18, 2023* Board meeting for award decisions. Staff
recommendations presented to the Board of
Directors for award decisions. *Date subject to
change
AWARD

PROCESSIG
June 2023 Award Notifications
June 2023 Grantees submit final paperwork
July 2023 Once all grantee paperwork is submitted and
approved, grant agreements will be sent to
grantees within 1-2 months. If grantee
paperwork is delayed, the grant agreement
process will not move forward and the project
start date will be postponed.

September 2023 Earliest date grant agreements are anticipated to be executed and projects begin. Some
grant agreements may take longer.
7 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines Grant Project Categories
Examples of the types of project elements that could be considered for funding within each of the Project Categories are provided for illustrative purposes only. Proposed projects must demonstrate elements within one or more of these Categories to qualify for the Program. Project examples include:

ENVIRONMENTAL STEWARDSHIP AND RESTORATION
In general, this broad category includes green infrastructure and natural resources projects. Some examples include:
• Programs related to environmental stewardship and restoration efforts • Planning, design, and/or implementation of habitat restoration and enhancement projects • Restoration of wetlands, floodplains, or riparian areas • Urban forestry, canopy census, and tree planting projects • Integrating open space with stormwater management using raingardens, bioswales, permeable pavement, green roofs, etc.

ENVIRONMENTAL EDUCATION
This includes both education facilities and educational programs. Transportation may be included as a component of a project but must be within the Authority’s jurisdiction. Some examples include:
• Nature centers and environmental education facilities • Life labs, gardens, outdoor classrooms, and school greening projects • Transportation and access to Authority preserves as a component of a program • Job training related to protection and stewardship of the natural environment, wildlife, water resources and agricultural lands
• Citizen science programs
• Development or implementation of environmental education curriculum • Nature-based learning through field tours and hands-on stewardship projects • Nature-based playgrounds for unstructured outdoor play

URBAN AGRICULTURE / FOOD SYSTEMS
This includes projects related to cultivating, and distributing food grown within the urban areas. Some examples include:
• On-farm research and demonstration projects that balance agricultural production with environmental protection and enhancement
• Farm education programs
• Planning, design and implementation of urban farms and community gardens • Farm access programs such as farm trails
8 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines

PARKS, TRAILS, AND PUBLIC ACCESS
This includes parks and trails projects as well as projects which add to the connectivity between existing open space areas. Some examples include:
• Programs related to parks, trails, and public access
• Planning, design and construction of new parks, trails, and open space facilities • Conversion of brownfields or vacant lots into parks or preserves • Conversion of underutilized parking, street width, or public right of way into pocket parks, parklets, or linear parks
• Trails, bike lanes, and bicycle transit programs including bike share programs • Trail sections which close gaps in the existing trail network • Public nature-themed art that inspires understanding and appreciation of nature 9 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines Grant Project Types
Three broad project types that are eligible in the grant program are below. These are the guidelines for Program grants. For Capital and Planning Project Guidelines, please see https://www.openspaceauthority.org/programs/grant.

PROGRAM GRANTS:

PROGRAMS
• Social and educational programs, such as classes, training, or special events (e.g. creek clean-up day). This work can include curriculum and program development.

PLANNING FOR CAPITAL AND CAPITAL IMPROVEMENT PROJECT GRANTS:

PLANNING
• Planning activities in service of work on specific properties prior to construction. This might include community outreach, site analysis, or site design. • Other plans related to the use and management of the site, including recreation and management of natural resources.
• Planning projects generally result in a final report, plan, or construction documents. • Capital/Planning grants only, see Capital Improvement Projects and Planning guidelines

CAPITAL IMPROVEMENT
• Improvements to real property, including, but not limited to: construction of natural area improvements, rehabilitation, restoration, and enhancement. • Capital/Planning grants only, see Capital Improvement Projects and Planning guidelines.

Grant Project Requirements

ELIGIBLE PROJECTS MUST
• Be consistent with the Authority’s enabling legislation [Division 26, Sections 35100-35174 of the Public Resources Code]
• Achieve at least one of the purposes established in the Measure Q Expenditure Plan:
o Protect and enhance open space, wildlife habitat and wildlife corridors, and develop land for nature-based parks, open space preserves, trails and greenbelts. o Create, develop and implement pedestrian and bicycle trail connections to connect urban communities to local and regional parks, Open Space Preserves, creeks and flood control channels, to improve public health.
o Implement urban tree planting and tree protection/maintenance. 10 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines o Create and expand urban farms and community gardens to support public health and local agriculture.
o Expand nature and science-based environmental education programs and hands-on youth engagement projects.
• Support the Santa Clara Valley Greenprint goals and objectives (Santa Clara Valley Greenprint Report).
• Comply with all applicable California laws, including California law concerning prevailing wages. • Meet all Grant Project Requirements outlined in this document.

LOCATION
• PROGRAMS must be located within the Authority’s jurisdiction and directly serve residents of the urban areas.
• Urban areas, for the purposes of these guidelines, are currently defined by the United States Census Bureau. See Appendix B for a map of the eligible grant area.

BUDGET AND MATCHING FUNDS
• A detailed Project Budget is required for all applicants. An Excel template is available in the Wizehive application. See Appendix D or our grant webpage for a copy of the template. • A minimum match of 25% of the grant request is required for organizations with annual revenues of $10 million and above. This can be through a cash match and/or an in-kind match.

Budget includes a minimum of 25% matching funds (includes in-kind). o Cash match is a monetary contribution and can be from:
 The grantee’s own funds (general revenue).
 Cash donations from third parties (i.e. partner organizations).  Other grants.
o In-kind match is a non-cash contribution from the grantee organization and can include:
 Staff time spent on the project.
 Volunteer hours valued at $31.51 per hour for general volunteer hours (more for volunteers with specialized skills). Note that this figure typically changes annually. For an updated value, please see California’s rate at https://www.independentsector.org/volunteer_time.
 Staff on loan from another organization.
 Use of existing equipment.
 Goods or services donations from third parties.
 Indirect costs cannot be counted match.
• Projects can include staff time if it is demonstrated that it is required to effectively implement the project.
• Indirect costs (administrative overhead) are eligible for 501(c)(3) non-profit organizations only.

However, the indirect costs are limited to 5% of the grant award. See Appendix E for more information on direct vs. indirect costs.
11 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines

HIGHLY DESIRED PROJECT ELEMENTS
• Projects that benefit underserved communities.
• Projects that enhance wildlife habitat and provide other environmental benefits. This includes appropriate plant selection, with a strong preference for native species wherever possible. • Projects that provide recreational opportunities.
• Projects with multiple benefits (i.e. provides benefits in more than one area: wildlife, habitat, water quality, recreation, education, social justice, etc.). • Projects that feature sustainable materials and practices. • Projects implemented through partnerships with other agencies and groups. • Projects with strong public support.
• Projects with emphasis on community building.
• Projects in more than one category (e.g. Environmental Education and Urban Agriculture). • Projects that provide opportunities for free public access to the project site and/or project materials (e.g. curriculum).

INELIGIBLE ELEMENTS
• Grant awards will NOT fund long term maintenance or any practices that are required as mitigation of any kind.
• Projects by public agencies CANNOT be related to ongoing maintenance or repair of publiclyowned parkland, open space, or facilities. • Projects by public agencies CANNOT be projects for which public funds have previously been allocated.
• Developed facilities (structures, parking lots, etc.) may be included but will be evaluated to ensure that the developed footprint is balanced with the overall benefits. • Grant awards CANNOT be utilized to fund land acquisition. 12 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines Evaluation Criteria
Authority staff will evaluate each application based on how well it meets the Evaluation Criteria.

Additional factors in award recommendations may include: the total funding available, the geographic distribution of awards, and the variety of project types awarded.

Application Scoring:

CRITERIA Points
PROJECT PLANNING 20
PROJECT BUDGET 15
PROJECT GOALS 15
PROJECT IMPACT 15

COMMUNITY ENGAGEMENT / STAKEHOLDER SUPPORT /

COMMUNITY BUILDING
15 ORGANIZATIONAL CAPACITY 15
UNDERSERVED COMMUNITIES 15
LEADERSHIP & INNOVATION 10
CLIMATE RESILIENCE BENEFITS 5
TOTAL POSSIBLE SCORE 125

13 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines Application Questions and Scoring
The application uses an online application tool called Wizehive-Zengine (Wizehive). A link to the application as well as a Wizehive tutorial is available during the solicitation at https://www.openspaceauthority.org/programs/grant. The application includes a required PreApplication, and eligible applicants will be approved to submit a Full Application. The application questions and requirements are listed below.

Pre-Application Information

PRE-APPLICATION
This section includes general questions about the applicant. These questions are not included in the application scoring, but they are used to determine eligibility. After an applicant submits a PreApplication, the information will be determined to be eligible or ineligible for a Full Application. Once deemed eligible, an applicant will have approximately 8 weeks to submit a Full Application.

Project Title
What type of organization is this?  Public Agency
 School
 School District
 501(c)3 Nonprofit
 Eligible organization acting as Fiscal Sponsor for another organization
Is this applicant serving as a FISCAL
SPONSOR for another organization?
If the project includes a fiscal sponsor,
the fiscal sponsor must be the
applicant.
 YES
 NO
If YES to the question above The Fiscal Sponsor will be the APPLICANT. Please describe the SPONSORED ORGANIZATION. Please upload Fiscal
Sponsorship agreement.

Which type of grant are you
requesting?
Check all that apply:
 Program
 Planning for Capital Improvement Projects
 Capital Improvement Projects
Dollar Amount Requested Min: $20,000 Max: $100,000
Matching Funds Organizations with annual revenues of $10 million or more are required to have at least 25% of the grant award in matching funds. Please choose the following for your
organization’s match eligibility:
14 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines • Our organization meets the match requirements
because we have an annual revenue of less than
$10 million and do not need to submit matching
funds.
• Our organization meets the match requirement
because we have an annual revenue of $10 million
or more and we have or will have 25% of the grant
award in matching funds.
• Our organization does not meet the match
requirement because we have an annual revenue
of $10 million or more and we do not and will not
have 25% of the grant award in matching funds.

Please note that this makes the project ineligible
for funding.

Project Description (500 word max)
Is the project within the Authority's
jurisdiction?
A detailed map of the Authority's jurisdiction can be found online at https://www.openspaceauthority.org/publicinformation/board-of-directors.html Project location: Address /
Neighborhood
What is the physical location of the project? If the project will be in multiple locations, please describe. Note: All project locations must be within the Authority's jurisdiction. 15 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines Full Application Information

FULL APPLICATION
This section includes detailed questions about the project. Applicants will be able to submit a Full Application after the Pre-Application is deemed eligible.

OVERVIEW
Type of Project (check all that apply) Check all that apply:
 Program
 Capital Improvement Projects (see Capital
Application)
 Planning for Capital Improvement Projects (see
Capital Application)
Grant category (check all that apply)  Environmental Stewardship and Restoration  Parks, Trails, and Public Access
 Environmental Education
 Urban Agriculture / Food Systems
Project Location: Address /
Neighborhood
What is the physical location of the project? If there is no physical location, please enter "N/A”. If the project will be in multiple locations, please list all. Note: project
location(s) must be within the Authority's jurisdiction.

Project Location: Open Space Authority
District (check all that apply)
A detailed map of the Authority’s Districts is online at https://www.openspaceauthority.org/publicinformation/board-of-directors.html.

Who does the project serve? Please
indicate which Open Space Authority
District(s) are served (check all that
apply)
A detailed map of the Authority’s Districts is online at https://www.openspaceauthority.org/publicinformation/board-of-directors.html.

Project Abstract (Brief, 3-4 sentences)
16 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines PROJECT PLANNING (20 PTS)
SCORING for this category is based on how well the application demonstrates that the project:
⇒ Promotes the Authority’s mission and vision
⇒ Supports the goals and objectives of the Santa Clara Valley Greenprint ⇒ Achieves multiple objectives of the Measure Q Expenditure Plan (Measure Q Expenditure Plan) ⇒ Provides multiple benefits (i.e. provides benefits in more than one area: wildlife, habitat, water quality, education, social justice, etc.)
⇒ Includes a clear project description with deliverables that are aligned with project budget ⇒ Applicant has demonstrated resources to ensure ongoing stewardship of land, management of facilities, and continuing programs
⇒ Is ready to begin
⇒ Features sustainable materials and practices, and includes native plants wherever possible ⇒ Provides public access where feasible and/or access to project materials (e.g. curriculum) Describe the proposed project. For PROGRAM projects, please include intended audience, location, and whether the program meets Common Core
and Next Generation Science Standards (NGSS).

Describe key project deliverables and
estimated completion dates.

A deliverable is something produced as a result of this project. (e.g. benches installed, trees planted, new
curriculum developed, educational programs delivered,
etc.).

Does this project require permission,
permits, or other approvals? If so, please
describe the status of these.

The project must comply with all local, state, and federal environmental and permitting requirements. Any
necessary approvals or permits must be obtained in a
timely manner.

For PROGRAM projects, this includes any permissions
needed for the site of the event(s) and delivery of the program.

If no permission, permits, or other approvals are required for your project, please briefly explain.

What is the lifetime of this project? If
applicable, describe plans for operating
and maintaining the project in the
future.

For PROGRAM projects, please answer if applicable,
otherwise enter "N/A."
Describe the project's readiness for
implementation.
17 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines PROJECT BUDGET (15 PTS)
SCORING for this category is based on how well the application demonstrates:
⇒ Budget is cost-effective
⇒ Budget includes a minimum of 25% matching funds (includes in-kind) for organizations with annual revenues of $10 million and above
⇒ Budget is aligned with project description and deliverables Note: The Project Budget is a separate Excel document to submit in the Documents Upload section. An Excel version of the template is available in the Wizehive application and on our webpage at https://www.openspaceauthority.org/programs/grant. See p.17 10 for more information about budget and match requirements
Budget Summary – Grant Request This is a budget summary only; a detailed Project Budget must be submitted in the Documents Upload section.

Note: these fields will automatically total once application is submitted.
___________Grant request: Personnel
___________Grant request: Contracted Services
___________Grant request: Supplies/Materials
___________Grant request: Other Direct Costs
___________Grant request: Indirect Costs
Budget Summary – Matching Funds Some projects may not require match, please see p. 10 for more details.

This is a budget summary only; a detailed Project Budget must be submitted in the Documents Upload section.
___________Total Matching Funds (includes in-kind)
Budget Narrative Provide a brief budget narrative to explain the expenses listed in each of the budget categories (e.g. Personnel).

Award Amount The Board reserves the right to award partial funding on projects. If your project were to receive partial funding, what would this mean for your project?
18 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines PROJECT GOALS (15 PTS)
SCORING for this category is based on how well the application demonstrates:
⇒ Measurable goals and measures of success are well defined (e.g. # visitors, etc.) ⇒ Measurable goals are realistic and appropriate to project ⇒ Project provides clear social and/or environmental benefits Describe the specific problems, issues,
or unserved needs the project will
address.

How does this project serve the
community?
___________Number of people served
___________Number of youth served (under 18 years)
___________Number of programs provided (in
person/hybrid/virtual)
___________Other Grantee Goal #1
___________Other Grantee Goal #2
IMPACT (15 PTS)
SCORING for this category is based on how well the application demonstrates:
⇒ The likelihood that the project will have a profound social and/or environmental impact ⇒ The project effectively addresses identified need
Describe the lasting impact of the
project.

Please include whether the program is open to the public and whether any materials developed will be available to the public.

COMMUNITY ENGAGEMENT / STAKEHOLDER SUPPORT / COMMUNITY BUILDING (15 PTS) SCORING for this category is based on how well the application demonstrates that the project:
⇒ Has strong public support and/or was developed with widespread community participation and engagement
⇒ Provided letters of support and/or commitment from local governments (employees/officials), Board members, Board of Supervisors, stakeholders, etc. Letters of support must be submitted as part of the application within Wizehive in order to be considered by the Review Committee for scoring
Describe the community support and/or
community engagement process.

Please submit letters in the Documents Upload section.

ORGANIZATIONAL CAPACITY (15 PTS)
SCORING for this category is based on how well the application demonstrates:
19 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines ⇒ Applicant has demonstrated resources, capacity, expertise, and support to ensure project completion. This can be demonstrated through evidence of successful projects or by providing references of individuals knowledgeable about the organization’s work.

Briefly describe the organization and its
ability to successfully implement this
project. This might include successful
past projects, key staff qualifications,
financial resources, etc.

If the applicant is a Fiscal Sponsor, please describe both the Fiscal Sponsor and the sponsored organization.

UNDERSERVED COMMUNITIES (10 PTS)
SCORING for this category is based on how well the application demonstrates:
⇒ Project addresses open space needs for sensitive populations such as residents of park-poor neighborhoods, under-served, under-resourced, or disadvantaged communities, youth, seniors, etc. ⇒ Project provides job training or skills development opportunities for youth, underserved populations, or at-risk populations
Describe how the project addresses
open space needs for sensitive
populations such as residents of parkpoor neighborhoods, under-served, or disadvantaged communities, youth,
seniors, persons with disabilities, or is
located within an under-resourced
community.

For example: DECs from The Authority’s Understanding Our Community resource, CalEnviroScreen, EJScreen, National School Lunch Program/Title 1, Healthy Places Index, US
Census Bureau data, or other resources and please explain.

LEADERSHIP & INNOVATION (10 PTS)
SCORING for this category is based on how well the application demonstrates:
⇒ The project employs new or innovative approaches resulting in greater efficiency, energy savings, climate resilience or advances in the field of parks, open space, urban agriculture, land conservation, or environmental education
⇒ The project encourages collaboration and partnership between agencies and organizations or promotes leadership in the field of conservation
Describe how this project employs
innovative approaches or encourages
collaboration and partnerships.

If there are project partners, please upload partner letters in the Documents Upload section.

CLIMATE RESILIENCE (5 PTS)
SCORING for this category is based on how well the application demonstrates:
20 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines ⇒ Project actively addresses climate resilience, which includes reducing, adapting, preparing for, and/or responding to the impacts of climate change
How does this project enhance and/or
raise awareness about climate
resilience?
Please include any metrics that can be used to help
quantity or understand the climate benefits of the project.

DOCUMENTS UPLOAD
This portion includes a section for uploading documents. All applications must include a project budget.

Additional documents may be required, depending on the project. See Appendix F for a Documents Checklist. All documents must be submitted in Wizehive before the application due date.

FISCAL SPONSORSHIP AGREEMENT REQUIRED for applications with Fiscal Sponsors.

See Appendix C for more information. The template is
available as a Word document from Wizehive. If the
application includes a fiscal sponsor, the documentation should be for the fiscal sponsor.

PROJECT BUDGET REQUIRED for ALL PROJECTS
See Appendix D for more information. The template is
available as an Excel document from Wizehive.

LETTERS OF SUPPORT • Letters of support must be submitted as part of the application within Wizehive in order to be considered
by the Review Committee for scoring. Letters
submitted outside of the Wizehive application or after
the application deadline will not be included in the
Review Committee scoring, but can be sent to the
relevant group (Citizens’ Advisory Committee or Board
of Directors) for distribution at the meeting. Letters
sent to the Citizens’ Advisory Committee or Board of
Directors must be dropped off, mailed, or emailed by
noon on the date of the meeting.
o Drop off or mail: 33 Las Colinas Lane, San Jose, CA
95119
o Email: [email protected]
OTHER • Maps, site design, brochures, etc. if relevant
21 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines Application Review

PRE-APPLICATION
All applications will first be screened for eligibility and completeness. Applications that fail to meet these requirements will be notified and may be ineligible to apply for a Full Application.

FULL APPLICATION
Once eligible to apply for the Full Application, applicants will have approximately 8 weeks to submit their application. Applicants applying for the Program grants will have a different timeline than those applying for the Capital or Planning grants. Please see p. 6 for due dates.

STAFF REVIEW
Once the applications have been screened, they will be split into two groups: one for Program grants and one for Capital Improvement Projects and Planning grants. Authority staff will then review, evaluate, and recommend projects for funding based on how well each application meets the Evaluation Criteria. Additional factors in staff award recommendations may include: the total funding available, the geographic distribution of awards, and the variety of project types awarded. Applicants may be contacted to provide additional information during the review process. Authority staff may seek assistance from outside agencies and organizations in evaluating the applications.

AWARD PROCESS
For Program grants, staff recommendations will be summarized and presented at a publicly noticed Board of Directors meeting on May 18, 2023 (date subject to change). The Board will make the determination about project funding in consideration of staff recommendations and any public comments. The Board of Directors reserves the right not to award all the funds allocated.

Grant Administration

POST-AWARD PROCESS

1. Following the Board decisions, the Authority will send official award letters to applicants whose projects have been selected for funding.

2. All necessary paperwork must be submitted prior to initiating the grant agreement process. This includes a resolution or formal statement adopted by the grantee’s governing body authorizing the terms of the grant. More information and a resolution template is available at https://www.openspaceauthority.org/programs/grant.

3. The Authority will send out grant agreements based on the Open Space Authority Urban Grant Program Agreement Template, available at
https://www.openspaceauthority.org/programs/grant. A summary of key grant agreement terms is below.
22 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines

4. The grant agreements must be fully executed (signed and dated by all parties) and all required material must be submitted (W9, insurance certificates, etc.).

5. The Authority will notify Grantees that the grant agreement has been executed and the project can begin.

6. The Authority will provide an overview of the reimbursement and reporting process.

GRANT AGREEMENT TERMS
• The applicant must enter into an agreement with the Authority to conduct the proposed project according to the terms and conditions that correspond to the project type, without negotiation.

See Sample Grant Agreement: https://www.openspaceauthority.org/programs/grant. The Authority reserves the right to modify the terms and conditions prior to executing grant agreements.
• Please note: The Authority’s approval is required for any major amendments to the project, such as changes in the scope of work, budget, and the grant period.

GRANT PERIOD
• The grant period begins when the grant agreement is fully executed (signed and dated by all parties) and extends for two years. Note: Expenses incurred before or after the grant period cannot be billed to the grant.

INSURANCE
• Grantees must meet the insurance requirements in the Grant Agreement and agree to the indemnification obligation. See the Sample Grant Agreement for the insurance requirements.

REPORTING
• During the grant period, projects are required to submit semiannual performance reports using a template provided at the time of the award.
• A Final Report is due by the end of the grant period. A report template will be provided at the time of the award.

FUND DISBURSEMENT
• The Authority reimburses grantees for expenses after they are incurred. • Invoices can be submitted monthly and reimbursement typically occurs within six weeks.

Disbursements of grant funds are made incrementally, as work is satisfactorily completed. Ten percent of the grant award will be held back to ensure satisfactory completion of the project.

This holdback money will be paid after the final report is submitted and the project is properly closed out.
• All reimbursement requests must be supported by appropriate invoices, purchase orders, canceled warrants/checks, payroll documents and other approved documents. Only actual and direct project-related costs incurred during the approved term of the grant agreement and 23 2022-2023 Open Space Authority Urban Grant Program: Program Guidelines other costs specified in the grant agreement budget (i.e., indirect costs/administrative overhead) are eligible for reimbursement.
• Expenses incurred before the grant agreement is executed cannot be billed to the grant. • Grantees may be required to reimburse the Authority for some or all of the disbursed grant funds if the project is not completed according to the provisions of the agreement.

ACCOUNTING REQUIREMENTS
• Grantees should be familiar with and maintain financial operations, records, systems, and procedures, and maintain sufficient documentation to support their expenses.

RECORDS RETENTION
• Applicants must retain all records pertaining to the project for audit purposes for a period of three (3) years after completion of the project or until all project-related claims have been fully and finally settled, whichever occurs last. Applicants shall make all project records and data available to the Authority within five (5) business days of the Authority’s written request.

PROJECT RECOGNITION
• Authority funding of projects shall be recognized through appropriate site signage (if applicable) as well as on all publications, press releases, web sites, and other electronic media associated with the project.
• Authority shall be invited to any ribbon cutting ceremony.

A-1
2022-2023 Open Space Authority Urban Grant Program: Program Guidelines : GLOSSARY
CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) is a statute that requires state and local agencies to identify the significant environmental impacts of their actions and to avoid or mitigate those impacts, if feasible. Most proposals for physical development in California are subject to the provisions of CEQA.

CAPITAL IMPROVEMENT projects are improvements to real property, including, but not limited to:
improvement, rehabilitation, restoration, or enhancement.

CONSERVATION EASEMENTS are legal agreements between a landowner and a land trust or government agency that permanently limit the use of the land in order to protect its conservation values.

DIRECT COSTS are the labor, material, and other expenses directly related to a project or service.

GRANT PERIOD is the period of time between the effective date and the expiration date of a grant. The grant period begins when the grant agreement is fully executed (signed and dated by all parties).

INDIRECT COSTS are expenses that are not directly related to a particular project or service, such as depreciation or administrative costs. These are often referred to as general operating expenses.

MATCHING FUNDS are cash or in-kind support contributed by the applicant to augment grant funds in order to attain project objectives. In-kind support, also called “soft” match, is goods, services or other things of value that will benefit the project (e.g. staff time).

PLANNING projects including planning activities only; there are no capital improvements. This might include community outreach, needs assessments, coordination with stakeholders, or site analysis.

Planning projects generally result in a final report.

PROGRAM projects are social and educational programs, such as classes, training, or special events (e.g. creek clean-up day).

UNDER RESOURCED COMMUNITIES Includes definitions from Cal OES Enviroscreen 3.0, Housing and Community Development definitions, and Disadvantaged definitions including: State median income (Prop 68) and area median income. This definition also includes community identified pursuant to Section 39711 of the Health and Safety Code, subdivision (d) of Section 39713 of the Health and Safety Code, or subdivision (g) of Section 75005.

URBAN AREAS are defined by the US Census Bureau as densely settled areas that meet minimum population density requirements. For more information, see https://www.census.gov/programssurveys/geography/guidance/geo-areas/urban-rural.html.

VOLUNTEER HOURS can be included as in-kind matching funds. Currently, volunteers are valued at $31.51 per hour for general volunteer hours in California. This rate may change annually. For more information, see https://www.independentsector.org/volunteer_time.

Appendix A
B-1
2022-2023 Open Space Authority Urban Grant Program: Program Guidelines : MAP OF ELIGIBLE GRANT AREA
Below is a map showing the eligible grant areas. There is also an interactive version of this map available at https://www.openspaceauthority.org/programs/grant or directly at this link: Urban Grant Program:

Eligible Grant Areas (arcgis.com)
If you have questions about whether a project is in an eligible grant area, please contact Jackie Latham, Grants Program Coordinator, [email protected].

Appendix B
Legend
Santa Clara Valley Open Space
Authority Jurisdiction
Type Of Boundary
t:::J A horityJur"sd"cfon
» G'lroy (Outs de of Au,hority
· Jurisdiction}
Deep Engagement
Communities
Eligible Grants Area
C-1
2022-2023 Open Space Authority Urban Grant Program: Program Guidelines : FISCAL SPONSORSHIP AGREEMENT
This form is also available as a separate Word document found at https://www.openspaceauthority.org/programs/grant.

FISCAL SPONSORSHIP AGREEMENT
Date:

Fiscal Sponsor (Legal Applicant):

Fiscal Sponsor Contact Person:

Fiscal Sponsor Contact Email:

Fiscal Sponsor Full Mailing Address:

Sponsored Organization Conducting Project:

Project Name:
[FISCAL SPONSOR] (hereafter referred to as the Applicant) has agreed to serve as a fiscal sponsor for [ORGANIZATION BEING SPONSORED] (hereafter referred to as the Sponsored Organization) and serve as the legal applicant for the Open Space Authority Urban Grant Program as outlined in the attached application and supporting materials.

Since the Sponsored Organization is not recognized by the IRS as a charitable tax-exempt entity, the Applicant must exercise full control over the Sponsored Organization’s financial administration, management and disbursement of funds resulting from this grant application. The Applicant is responsible for ensuring completion of timely reports and submission of necessary financial statements to the Open Space Authority.

This agreement shall be in effect from the date of a grant award to support the above-named project until the grant funds are expended and the final report has been submitted and accepted.

We agree to the terms stated above in this agreement.

Fiscal Sponsor Representative Signature: ___________________________________________________ Printed Name:

Title:

Date:

Sponsored Organization Representative Signature: ___________________________________________ Printed Name:

Title:

Date:

Appendix C
D-1
2022-2023 Open Space Authority Urban Grant Program: Program Guidelines : PROJECT BUDGET
The Project Budget is required for all projects. The Excel template is available on our webpage at https://www.openspaceauthority.org/programs/grant. The excel template includes instructions and a sample budget as well as the blank form.

Appendix D
Santa Clara Valley Open Sp,ace Authority I 2:022 Urban Grant Program

PROJECT BUDGET
Highlighted cells are autom at ically calcul at ed.

PERSONNEL
E.st i mate employee and vol unteer t i me directly rel ated t,o t he project. Hourly rates f or empl oyees Descripti:on, of
Pos,it i.on Titl'I~ Bu.dget lltem

TOTAL PERSONNEL

CONTRACTED SERVICES
Gran,t Re,q,u:est (S) Matching Fun.d:s (SI
s s
Total
s
s
s
Lab or, s upplies, and materi als to be provi ded by consultants/ cont ra,cto rs for project Item

TOTAL ,GONTRACTED

SERVICES
Descripti:on, of
Budget lltem

SUPPLIES AND MATERIALS
Gran,t Re,q,u.est (S) Matching Fun.d:s (SI
I
s s
Suppli es and materi als t hat are directly rel ated to t he project.

Item

TOTAL SUPPLIES AND

MATERIALS

OTHER DIRECT
COSTS
I
Descripti:on, of
Budget !Item Gr.an,t Re,q,u:est (S) Ma1ching Fun.d:s (SI I
s s
Total
s
s
s
Total
s
s
s
Other direct costs t hat are -directly rel ate-d to t he project. This might i ncl ude travel, service f ees Item

TOTAL OTHER DIRECT
COSTS
Descripti:on, of
Budget lltem
I
Gran,t Re,q,u:est (S) Ma1ching Fun.d:s (SI
s s
Total
s
s
s
I
I
D-2
2022-2023 Open Space Authority Urban Grant Program: Program Guidelines

INDIRECT COSTS
Indirect costs are e ligible for grant funding only for 501(c)(3) Nonprofits and are limited to 5% of Oe.scripti,,n of
Item Budget Item Grant Request (S) Matching Funds (S)
.,.

TOTAL INDIRECT
COSTS s . .,.

PERCENT OF GRANT
REQUEST . ,. I

COST SHARE
A minimum of 25% of grant request in matching funds is required. This field is automaticall calculated.

MATCHING
FUNDS
Total
s -
s .
., .

Matching Funds
(%)
Please describe the source of matching funds listed above. The tota l matching funds listed here Type of Match Status of match Matching Funds
Source Oe.scripti,,n (cash or in-kind) (Secured or Pending) (S)

TOTAL MATCHING
FUNDS s
E-3
2022-2023 Open Space Authority Urban Grant Program: Program Guidelines : DIRECT AND INDIRECT COST EXAMPLES
The Measure Q Expenditure Plan limits administrative expenses, or INDIRECT COSTS, to no more than 5%. The following table is provided differentiate DIRECT COSTS, which are generally eligible for grant funding, and INDIRECT COSTS, which are eligible only in limited circumstances.

DIRECT COSTS
Direct costs are eligible for grant funding
provided they are directly attributable to the
project. This applies to all project types:

CAPITAL IMPROVEMENT, PLANNING, and
PROGRAMS. These costs should be included in
the project budget.

The following costs are generally eligible:
 Hourly rate for employees
• CAN include salary plus fringe benefits,
workers’ compensation, payroll tax, etc.
• CANNOT include indirect costs
• Includes employees working directly on
the project, including Project
Management, Grant Management, and
directly attributable administrative
support, legal or accounting functions
 Travel for employees
 Consultants or contractors
 Grant service fees for fiscal sponsorship
 Supplies and materials
The following may be included as direct costs
only if they are directly attributable to the
project AND are newly acquired specifically for
the project:
 Equipment purchases [Note that all existing
equipment would be indirect costs]
 Newly-acquired facilities [Note all existing
facilities would be indirect costs]
 Newly acquired Information Technology
equipment and support for the project

INDIRECT COSTS
Indirect costs are eligible for grant funding ONLY
FOR 501(c)(3) NONPROFITS and are limited to 5%
of grant funding.
 Existing facilities costs (e.g. rent,
maintenance, etc.)
 Utilities
 Existing Information Technology equipment
and support
 Existing equipment
 Existing equipment maintenance
 Depreciation on equipment
 Insurance
 Communications expenses (e.g. phones, etc.)
 Administrative office supplies
 General administrative support:
• Executive management (CEO, etc.)
unless DIRECTLY attributable to the
project
• Executive administrators
• General financial management staff
• General ledger accounting
• Institutional legal support
• Information Technology support staff
• Facilities support personnel
• Scientific support functions
• Environmental health/safety personnel
• Human resources
• Shared procurement resources
• General logistics support
• Other shared resources not directly
attributable to the project
Appendix E
F-3
2022-2023 Open Space Authority Urban Grant Program: Program Guidelines APPENDIX F: APPLICATION CHECKLISTS
The application uses an online application tool called Wizehive. A link to the application as well as a Wizehive tutorial is available at https://www.openspaceauthority.org/programs/grant.

In addition to the online application questions, the following documents may be required. Please submit these items in the Documents Section within the online application.

REQUIRED DOCUMENTS FOR ALL PROJECTS
 Project Budget The Excel template is available in the list of materials found at
https://www.openspaceauthority.org/programs/grant.

See p. D-1 for a copy of the template.

For information about budget and match requirements,
see p. 10.
 Fiscal Sponsorship Agreement Required if using a Fiscal Sponsor. A Word template is available in the list of materials found at
https://www.openspaceauthority.org/programs/grant.

See Appendix C for a copy of the template. For more
information about fiscal sponsors, see p. 20.

OPTIONAL DOCUMENTS
 Letters of Support See p. 20 for more information.
 Photographs If applicable

PROJECT
Project Name:

Organization:

PERSONNEL
Position Title Description of Budget Item Grant Request ($) Matching Funds
($) Total
Recreation Coordinator
150 hours @ $49/hr. Manages all aspects of
the container gardenining curriculum including
creating printed handouts, scheduling
speakers, and marketing. $ 7,350.00 $ 7,350.00
Recreation Supervisor
60 hours @ $51/hr. Manages budget and grant
management of the container gardening
program and assists with workshop content
and delivery. $ 3,060.00 $ 3,060.00
As-Needed Part Time Employee
50 hours @ $22/hr. Assists with administration,
workshop execution, and door-to door
marketing of program. $ 1,100.00 $ 1,100.00
As-Needed Part Time Employee
50 hours @ $22/hr. Assists with administration,
workshop execution, and door-to door
marketing of program. $ 1,100.00 $ 1,100.00
$ -
TOTAL PERSONNEL $ 9,550.00 $ 3,060.00 $ 12,610.00
City of Santa Clara Parks and Recreation Department
Estimate employee and volunteer time directly related to the project. Hourly rates for employees can include salarly plus fringe benefits, payroll tax, etc, but can not include indirect costs. Note: please list position titles only.

Educational Workshops for Container Gardening
Santa Clara Valley Open Space Authority | 2022-2023 Urban Grant Program

PROJECT BUDGET
Highlighted cells are automatically calculated.

CONTRACTED SERVICES
Item Description of Budget Item Grant Request ($)
Matching Funds
($) Total
Workshop Speaker
Budget for guest speaker in case we are
unable to find partners who can donate
their time. $ 400.00 $ 400.00
Workshop Speaker
Budget for guest speaker in case we are
unable to find partners who can donate
their time. $ 400.00 $ 400.00
Workshop Speaker
Budget for guest speaker in case we are
unable to find partners who can donate
their time. $ 400.00 $ 400.00
Workshop Speaker
Budget for guest speaker in case we are
unable to find partners who can donate
their time. $ 400.00 $ 400.00
Workshop Speaker Budget for guest speaker in case we are $ 400.00 $ 400.00 Workshop Speaker
Budget for guest speaker in case we are
unable to find partners who can donate
their time. $ 400.00 $ 400.00
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
TOTAL CONTRACTED SERVICES $ 2,400.00 $ - $ 2,400.00
Labor, supplies, and materials to be provided by consultants/contractors for project implementation.

SUPPLIES AND MATERIALS
Item Description of Budget Item Grant Request ($)
Matching Funds
($) Total
Containers - 6 workshops
Containers for Workshops, expecting to give
away about 50 containers per workshop,
purchasing about 100 containers of 3 diferent
sizes to split in half for each location.
21" - Oval planters - 28pk x 4
14" - Decor Pot - 30pk x 4
15" hanging Pot - 100pk x 2 $ 4,000.00 $ 4,000.00
Potting Soil
Soil for Workshops Giveaway.

FoxFarms Tote - 27 cuft. x4 ($532) $ 2,128.00 $ 2,128.00 Plants
Variety of plants and vegetables for Worshops

1. Herbs - Price varies

2. flowers - Price varies

3.succulents/house plants - 90 pK - $149 $ 1,500.00 $ 1,500.00 Self Watering - Adapters for Plant
Watering Self watering adapters (24ct for $11.99) $ 150.00 $ 150.00 Seed Giveway Variety of plants and vegetables seeds $ 200.00 $ 200.00 Marketing
Paid social media posts and printed materials
such as posters and handouts $ 2,500.00 $ 2,500.00
Hand Trowels 100ct hand Trowels for Tool Giveaway $ 300.00 $ 300.00 PPE - Gloves, Masks $ 100.00 $ 100.00
Water Bottles
Limited access to drinking water at the
community gardens. Provide water bottles for
attendees (18 value packs of 35ct @ $6.90
each) $ 135.00 $ 135.00
Plant Saucer Drip Trays 10" - 20pk x 10 ($15 ea) $ 150.00 $ 150.00 Watering Cans Small Watering Cans (100ct x 3.98 each) $ 440.00 $ 440.00 Corrugated Trays 200 ct. $258 $ 258.00
TOTAL SUPPLIES AND MATERIALS $ 9,126.00 $ 2,735.00 $ 11,861.00 Supplies and materials that are directly related to the project.

OTHER DIRECT COSTS
Item Description of Budget Item Grant Request ($)
Matching Funds
($) Total
Personnel Mileage
Travel Expenses from office to both
community gardens. Eddie Souza 1.9 miles
one way. Nuevo Community Garden 3.7
miles one way. Runs to home depot or
Lowes for supplies 4.6+ miles one way.
(Miles x $0.585) $ 150.00 $ 150.00
$ -
$ -
TOTAL OTHER DIRECT COSTS $ - $ 150.00 $ 150.00
Other direct costs that are directly related to the project. This might include travel, service fees for fiscal sponsorship, or newly-acquired equipment.

INDIRECT COSTS
Item Description of Budget Item Grant Request ($)
Matching Funds
($) Total
n/a $ -
TOTAL INDIRECT COSTS $ - n/a $ -
PERCENT OF GRANT REQUEST 0.0% n/a n/a

GRAND TOTAL
Grant Request ($)
Matching Funds
($) Total
TOTALS $ 21,076.00 $ 5,945.00 $ 27,021.00

COST SHARE
Matching Funds
(%)
A minimum of 25% of grant request in matching funds is required. This field is automatically calculated. 28.2% Indirect costs are eligible for grant funding only for 501(c)(3) Nonprofits and are limited to 5% of grant funding. Indirect costs cannot be counted as matching funds.

MATCHING FUNDS
Source Description
Type of Match
(cash or in-kind)
Status of match
(Secured or
Pending)
Matching Funds
($)
City of Santa Clara General Fund
City funds from the general fund will be
allocated for this project. Cash Pending $ 5,945.00
TOTAL MATCHING FUNDS $ 5,945.00
Please describe the source of matching funds listed above. The total matching funds listed here should match the total matching funds listed under Grand Total above. This might include cash match (e.g. grantee's own funds, donations, grants, etc) or in-kind match (non-cash contribution such as volunteer time).

RESOLUTION NO. _____

A RESOLUTION OF THE CITY OF SANTA CLARA, CALIFORNIA

AUTHORIZING THE ACCEPTANCE OF A GRANT FROM THE

SANTA CLARA VALLEY OPEN SPACE AUTHORITY URBAN
GRANT PROGRAM FOR FUNDING OF THE CITY’S

CONTAINER GARDENING PROGRAM
WHEREAS, in accordance with the voter-approved Measure Q Expenditure Plan, the Santa Clara Valley Open Space Authority (Authority) has established a competitive Urban Grant Program (the Program) for projects that provide healthy and safe open space and park areas and environmental education programs within and near urban areas of Santa Clara County; and WHEREAS, the City of Santa Clara has identified the Urban Gardening Initiative Container Gardening (Project) at the Lawrence Station Area Community Garden and Eddie Souza Community Garden as a priority; and
WHEREAS, the Santa Clara Valley Open Space Authority believes that the Project meets the criteria for the Authority’s Urban Grant Program; and
WHEREAS, the total project cost for the implementation of the Project is $27,021; and WHEREAS, the Authority’s Program requires applicants with annual revenue above $10 million to provide at least 25% match of grant request; and
WHEREAS, the City of Santa Clara has secured $5,945 from City of Santa Clara General Fund Parks & Recreation Operating Budget; and
WHEREAS, the City of Santa Clara will be responsible for operation and maintenance of the Project; and
NOW, THEREFORE, BE IT RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:

1. That this City Council of City of Santa Clara hereby finds, determines, declares, and orders as follows:

A. That the forgoing recitations are true and correct.

B. That the Project is consistent with the Measure Q Expenditure Plan.

C. The City of Santa Clara City Manager is hereby authorized to conduct all negotiations and submit and sign all documents, including but not limited to, grant agreement, conservation easement, amendments, reimbursement requests, all in final forms approved by the City Attorney, as may be necessary for completion of the project.

D. The City of Santa Clara has available $5,945 for matching funds as cash or in-kind and sufficient funds to complete the project.

E. The City of Santa Clara has available and sufficient funds necessary to operate and maintain the project.

F. The City of Santa Clara has reviewed, understands, and agrees to abide by the provisions contained in the Authority’s Program Guidelines.

G. The City of Santa Clara acknowledges that it will comply with all federal, state and local laws applicable to the Project.

2. Effective date. This resolution shall become effective immediately.

I HEREBY CERTIFY THE FOREGOING TO BE A TRUE COPY OF A RESOLUTION PASSED

AND ADOPTED BY THE CITY OF SANTA CLARA, CALIFORNIA, AT A REGULAR MEETING THEREOF HELD ON THE ___ DAY OF _________, 2023, BY THE FOLLOWING VOTE:

AYES: COUNCILORS:

NOES: COUNCILORS:

ABSENT: COUNCILORS:

ABSTAINED: COUNCILORS:

ATTEST: ______________________________

NORA PIMENTEL, MMC

ASSISTANT CITY CLERK

CITY OF SANTA CLARA
Attachments incorporated by reference: None
S:\Attorney\RESOLUTIONS\Form Resolution-City.doc
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-835 Agenda Date: 8/22/2023

REPORT TO COUNCIL

SUBJECT
Action on the Annual Report for FY2023 for the Santa Clara County Multi-Jurisdictional Program for Public Information related to the Federal Emergency Management Agency’s National Flood Insurance Program’s Community Rating System

COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure

BACKGROUND
The City has participated in the Federal Emergency Management Agency’s (FEMA) National Flood Insurance Program’s (NFIP) Community Rating System (CRS) program since 2002. CRS is a voluntary incentive program that recognizes and encourages community floodplain management activities that exceed the minimum NFIP requirements.

Flood insurance premium rates for residents and businesses are discounted to reflect the reduced flood risk resulting from the community activities meeting the three goals of the CRS:

1. Reduce flood damage to insurable property

2. Strengthen and support the insurance aspects of the NFIP

3. Encourage a comprehensive approach to floodplain management The City is currently CRS Class 7, which means that residents and businesses in the City’s Special Flood Hazard Area (SFHA) are eligible for up to a 15 percent insurance premium discount. The average annual flood policy premium for City residents and businesses within the SFHA is approximately $884, with the total insurance premiums being $604,976. Due to participation in the CRS program, the 2023 estimated total flood insurance premium savings is approximately $90,000 a year for Santa Clara residents and businesses.

The City works closely with the Santa Clara Valley Water District (Valley Water), whose participation in CRS dates back to 1998. Valley Water’s participation in the CRS program allows them to document qualifying flood risk reduction activities they perform throughout Santa Clara County and receive credits that are then transferred to each CRS participating community, including the City of Santa Clara. These credits contribute to the flood insurance premium discount that residents and businesses enjoy.

The Program for Public Information (PPI) was introduced as part of the CRS in 2013. The PPI encourages participating CRS communities to work together with local stakeholders to design a program incorporating community outreach on flood risk reduction that best fits local needs. Valley Water took the lead in the development of the Santa Clara County Multi-Jurisdictional PPI, a City of Santa Clara Page 1 of 3 Printed on 8/18/2023
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countywide collaborative outreach program to increase flood awareness.

FEMA requires that an annual evaluation report on the Multi-Jurisdictional PPI be shared with the elected bodies.

DISCUSSION
The annual report to FEMA documenting PPI activities and accomplishments in FY2023 was released by Valley Water in July 2023 and the report is being provided to the City Council as an informational item to satisfy the FEMA requirement. In addition to the general flood awareness message that FEMA wants all CRS communities to share, three additional messages were added specifically for communities in Santa Clara County based on input received through the PPI stakeholder process. They are (1) “Turn Around, Don’t Drown ®,” which encourages people to stay out of flooded roads, whether driving or walking; (2) Download disaster apps; and (3) Make a family emergency plan before an emergency happens. A draft of the Annual Evaluation Report for FY2023 is included as Attachment 1.

The PPI gives the City opportunities to earn extra credit points under the NFIP CRS program. Every 500 CRS points translates to a 5 percent discount on flood insurance premiums for properties in the SFHA. In addition to the annual recertification submittal to FEMA, a field audit is performed by a FEMA representative every five years to verify flood reduction activities that have been implemented.

The City’s last verification visit occurred in September 2018. The next five-year field audit for the City is scheduled for November 2023.

ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.

FISCAL IMPACT
The staff time for the City’s participation in CRS is and has been supported by the General Fund.

Since the outreach projects are set to repeat annually, the increase in staff effort due to implementation of PPI is small and it is mainly for project documentation. There are no other financial impacts associated with this item other than the staff time.

COORDINATION
This report has been coordinated with the City Attorney’s Office.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION
Note and File the Annual Report for FY2023 for the Santa Clara County Multi-Jurisdictional Program City of Santa Clara Page 2 of 3 Printed on 8/18/2023
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23-835 Agenda Date: 8/22/2023
for Public Information related to the Federal Emergency Management Agency’s National Flood Insurance Program’s Community Rating System
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jōvan D. Grogan, City Manager

ATTACHMENTS

1. Annual Evaluation Report for FY2023
City of Santa Clara Page 3 of 3 Printed on 8/18/2023
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MEMORANDUM
FC 14 (01-25-23)
TO: Rick L. Callender, Esq. FROM: Marta Lugo
SUBJECT: Annual Evaluation Report for FY23
(Year 2: July 2022 – June 2023) for the
2021 Santa Clara County Multi-Jurisdictional
Program for Public Information (PPI)
DATE: July 3, 2023
Valley Water continues to participate in the Federal Emergency Management Agency's (FEMA's) National Flood Insurance Program (NFIP) Community Rating System (CRS) program. The CRS is a voluntary incentive program that recognizes and encourages community floodplain management activities that exceed the minimum NFIP requirements.

Through the CRS, flood insurance holders in participating communities receive discounted premium rates to reflect the reduced flood risk. The three goals of the CRS are:

1. Reduce flood damage to insurable property,

2. Strengthen and support the insurance aspects of the NFIP, and

3. Encourage a comprehensive approach to floodplain management.

Background
Valley Water began participating in the CRS program in 1998. Since Valley Water is not a land-use agency, it is not considered an NFIP community and does not technically qualify to participate in the CRS program. However, in 1998, Valley Water staff worked with FEMA to create a "fictitious community" status for Valley Water. It is a unique designation; in fact, Valley Water is the only fictitious CRS community in the nation.

Valley Water's participation as a fictitious community allows it to document qualifying flood risk reduction activities it performs throughout Santa Clara County (county). CRS credits Valley Water earns for activities within those communities are transferred to each CRS participating community, supporting savings on NFIP insurance policies within those jurisdictions.

Under the CRS program guidelines, every 500 points a community earns translates to a 5% discount on NFIP flood insurance premiums for that community's residents and businesses. Currently, 11 of the 16 communities (cities, towns, and the county) within Santa Clara County participate in the CRS program.

In its fictitious community designation, Valley Water has a CRS rating of Class 7. Many of Valley Water’s CRS credits are transferable to Santa Clara County CRS participating communities. For many of our communities, Valley Water’s CRS credits serve as a baseline. Between Valley Water’s baseline and the CRS community’s credit, NFIP flood insurance policyholders receive an average 15% discount.

The average NFIP flood policy premium in Santa Clara County is approximately $1,000, meaning that CRS participating communities save their flood insurance holders about $150 to $200 per year by documenting the flood risk reduction activities it performs. Participation in the CRS program generates an annual savings of approximately $1.5M for policyholders in Santa Clara County.

The Santa Clara County Multi-Jurisdictional Program for Public Information FEMA first introduced the Program for Public Information (PPI) as a CRS creditable activity in 2013.

The PPI encourages CRS participating communities to work with local stakeholders to design a program for community outreach on flood risk reduction that best fits local needs.

Valley Water led the development of a PPI for all CRS participating communities in Santa Clara County, which resulted in the completion of the first Multi-Jurisdictional PPI adopted in 2015 (2015 PPI), a countywide collaboration outreach program that standardizes our flood risk and loss reduction outreach messages and increase communities’ CRS points.
~ Valley Water
Rick L. Callender, Esq. 2 July 3, 2023
Program for Public Information Requirements
Participating communities must update the PPI every five years to maintain CRS credit. Valley Water continued its role as the lead agency in developing the subsequent 2021 Santa Clara County MultiJurisdictional PPI (2021 PPI). On April 27, 2021, the Valley Water Board of Directors adopted the 2021 PPI; the other CRS participating communities' governing bodies adopted the 2021 PPI soon thereafter.

In addition to updating the PPI every five years, FEMA requires an Annual Evaluation Report on PPI efforts and requires the communities to share the annual report with their governing bodies. Attached is our submittal of the Annual Evaluation Report for Fiscal Year 23 (Year 2). Below are key highlights from this fiscal year.

Key Year-2 Valley Water Accomplishments in FY 2023
FY 2023 Flood Awareness Campaign: Valley Water's award-winning flood awareness campaign continues to be the backbone of the PPI. Every year, the committee continues to increase efforts that encourage residents to prepare their personal/family emergency plans and ‘Get Flood Ready.’ Valley Water's FY23 Flood Awareness Campaign theme was “Our Climate Has Changed - Be Aware, Be Prepared, Take Action” (dated 11/22). Valley Water’s message emphasized its commitment to reducing flood risks and protecting the community. The campaign lasted four months, cost $330,000, and included a multilingual floodplain mailer, social media graphics, messages for all nine flood awareness tips (PPI CRS message topics), and blog posts for all Santa Clara County communities to use. Valley Water shared the 2022-2023 Flood Awareness Outreach Partner Social Media Toolkit with all Santa Clara County cities/county, including CRS communities.

Valley Water also used its monthly newsletter, news blog, social media profiles, and videos to enhance flood awareness efforts before and during forecasted storms starting as early as September 2022.

During the length of the campaign and leading up to anticipated storm events, Valley Water posted flash flood warnings, shared posts with critical messages about flood safety, and promoted the Flood Watch Tool throughout the winter.

Education Outreach Programs: Valley Water's Education Outreach includes year-round flood awareness messaging in all students’ programs. In FY23, a dedicated flood-focused program was offered from October 2022 through April 2023. Valley Water's role as a flood protection agency is highlighted in all presentations so that participants know that flood protection is one of Valley Water's core objectives. In FY 2023, staff provided 233 general program presentations with 8,548 attendees and 323 educators.

In addition, Education Outreach offered three flood-focused programs that promote flood awareness and preparedness: "The Three Little Pigs and The Bad Weather Wolf,” “Mapping Landforms,” and "Watershed Maps." In FY 2023, staff provided 113 flood-focused presentations to 2,751 attendees and 122 educators.

Other CRS Program Outreach Initiatives: In FY 23, Valley Water piloted ‘Get Flood Ready’ Flood Event Kits (Flood Kits). The Flood Kits included the following items: rolling storage bins, customized and branded (both Valley Water and agencies logos) ‘Get Flood Ready’ banners and tablecloths, flood emergency starter kits, flood preparedness materials, stickers, and giveaway items. From late October through early November 2022, the Valley Water CRS Program distributed the Flood Kits to all communities in Santa Clara County with the aim of standardizing local flood-preparedness messaging and expanding Valley Water’s ‘Get Flood Ready’ campaign regionally.

The PPI Committee continued to promote the American Red Cross All-Hazard App, which monitors alerts for severe weather including floods, and the ValleyWater.org/floodready, Floodsmart.gov and Ready.gov websites.

In FY23, Valley Water’s CRS Program staff provided ‘Get Flood Ready’ materials and participated at outreach events at the Silicon Valley Bike Coalition at the Ride Out the Drought event; the Downtown San Jose Neighborhood Association Emergency Preparedness event with the local Salvation Army; Rick L. Callender, Esq. 3 July 3, 2023
Santa Visits Alviso Foundation. They also partnered with Sacred Heart Community Services and a local advocate for the unhoused to provide emergency starter kits and flood-preparedness materials to the communities they serve.

Valley Water’s CRS Program staff made presentations and shared resources on flood preparedness at the City of Cupertino Public Safety and Community Emergency Response Team (CERT) and at a City of San Jose Neighborhood CERT event.

Valley Water’s CRS Program, along with the 2021 PPI Committee will continue to promote the American Red Cross All Hazard App which monitors alerts for severe weather, including floods, and the Floodsmart.gov and Ready.gov websites. The communities will distribute American Red Cross Emergency Contact Cards at events throughout the county.

To support the PPI Committee’s flood preparedness messaging, Valley Water’s CRS Program and communities will continue to promote the importance of having family emergency plans and emergency kits ready to go before an emergency/flood event occurs.

Conclusion
Overall, the CRS Users Group/PPI Committee successfully implemented the 2021 PPI in FY23. The 2021 PPI facilitated participating communities to mutually decide on which flood-risk reduction messages are most appropriate moving forward and identified means by which messages are effectively delivered.

The objectives of participating in the 2021 PPI continue to reduce flood risks and earn valuable CRS credit points by continually enhancing the effectiveness of the flood-preparedness messaging to Santa Clara County. Valley Water’s CRS Program staff, the CRS Users Group, and 2021 PPI Committee will continue their work efforts through FY24.

Please direct questions about the PPI Annual Evaluation Report to Don Rocha, External Affairs Assistant Deputy Administrative Officer at (408) 630-2338. _______________________
Marta Lugo
Deputy Administrative Officer, acting for
Rachael Gibson
Chief of External Affairs
External Affairs Division
Attachment: Annual Evaluation Report for FY23 (Year 2) for the 2021 Santa Clara County Multi-Jurisdictional Program for Public Information (PPI) cc: R. Gibson, D. Rocha, S. Tran, A. Fonseca, CRS File, Egnyte electronic filing system ML:af
W:\External Affairs\Office of Civic Engagement\CRS Program\62041023 Community Rating System (CRS)\CRS\PPI\PPI Annual Evaluation Reports\2021 PPI\2021 PPI Year 2 (FY23)\07-03-23 Memo to CEO from Acting CEA_Final.docx Santa Clara County Multi-Jurisdictional Program for Public Information 2021 Annual Evaluation Report for FY23
(Year 2: July 2022 to June 2023)
July 2023
Prepared by:

Santa Clara Valley Water District
and
Santa Clara County CRS communities

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1 of 20
I. INTRODUCTION
The Community Rating System (CRS) is a voluntary program of the Federal Emergency Management Agency’s (FEMA) National Flood Insurance Program (NFIP). The CRS program allows communities to earn flood insurance premium discounts for their residents and businesses by implementing local mitigation, floodplain management, and outreach activities that exceed the minimum NFIP requirements to reduce the risk of flooding.

In Santa Clara County, 11 (eleven) communities, including Santa Clara Valley Water District (Valley Water) have actively participated in the FEMA NFIP CRS for over 30 years.

The CRS participating communities (CRS communities) are City of Cupertino, City of Gilroy, City of Los Altos, City of Milpitas, City of Morgan Hill, City of Mountain View, City of Palo Alto, City of San Jose, City of Santa Clara, City of Sunnyvale, and the Santa Clara Valley Water District (Valley Water).

CRS communities, along with their external non-governmental stakeholders, non-CRS communities: City of Saratoga, Town of Los Altos Hills, Town of Los Gatos, and the County of Santa Clara who opted to join the 2021 Program for Public Information (PPI), comprised the 2021 PPI Committee. The original 2021 PPI Committee is listed in Table 1. Original Members of the Santa Clara County Multi-Jurisdictional 2021 PPI Committee of the 2021 PPI (Attachment 1). Since the development of the 2021 PPI, there may have been changes to the community’s original 2021 PPI Committee members (either the internal representatives to the organization and/or the external stakeholders). Those member changes are noted on the meeting attendance sheets.

For CRS credit, FEMA requires that each CRS community provide at least two representatives to the regional PPI Committee, with at least half of the representatives from outside the local government. Additionally, at least half of the representatives must attend all the meetings of the regional PPI Committee. Non-CRS communities are also required to provide an external stakeholder.

An important benefit of the PPI Committee’s work is close collaboration between local public agency staff who work on flood protection throughout Santa Clara County. Together, PPI Committee members continue strengthening their individual CRS programs and ensuring communities can evaluate their flood programs against a nationally recognized benchmark.

The 2021 PPI Committee, the remaining non-CRS communities (City of Campbell and City of Monte Sereno), and other interested parties make up the Santa Clara County CRS Users Group.

The Santa Clara County CRS Users Group collaborates to ensure floodplain management activities provide enhanced public safety, reduced damage to property and public infrastructure, and avoidance of economic disruption and loss in Santa Clara County. Through the five-year PPI development and the annual reporting process, members of the SC County CRS Users Group learn from one another about local floodplain management activities, including flood protection and land use issues. For both the Santa Clara County CRS Users Group and the 2021 PPI Committee, the PPI is one of the most impactful activities of the CRS program.

Under the CRS program, flood insurance premium rates are discounted to reward CRS communities’ actions that meet the three goals of the CRS:
(1) reduce flood damage to insurable property
(2) strengthen and support the insurance aspects of the NFIP; and (3) encourage a comprehensive approach to floodplain management.

Flood insurance premiums for CRS communities are reduced in 5% increments for every 500 CRS points earned.

As of April 30, 2023, the total savings for Santa Clara County residents from CRS discounts is approximately $1.5 million.

Santa Clara County 2021 Multi-Jurisdictional Program for Public Information Annual Evaluation Report for FY23 (Year 2: July 2022 to June 2023) 2 of 20
Valley Water is the lead flood risk reduction agency for Santa Clara County. Valley Water performs many flood preparedness outreach and stream stewardship/maintenance activities that earn credit points for CRS communities. Since Valley Water is not a land-use agency, the points Valley Water earns, as a “fictitious community, provide a foundation upon which the CRS communities can build. FEMA approved this unique arrangement with Valley Water in 1998.

The CRS Coordinator’s Manual, 2013 Edition, included the option to undertake a Program for Public Information (PPI) which is a method that standardizes our flood risk and loss reduction outreach messages and increase communities’ CRS points. Each participant of the PPI Committee brings unique perspectives and suggestions that enhance the PPI. Each community must adopt the PPI through a formal vote by the community’s governing body.

In 2013, Valley Water initiated and facilitated the effort to develop the first Multi-Jurisdictional PPI so that all Santa Clara County CRS communities could work together and benefit from this activity.

Non-CRS communities were also invited to participate in the development of the PPI. This work effort resulted in the 2015 Multi-Jurisdiction PPI (2015 PPI).

On April 14, 2015, Valley Water’s Board adopted the 2015 PPI, which sunset in April 2020. Following Valley Water’s lead, the other CRS communities’ governing bodies adopted the 2015 PPI soon thereafter.

Under the CRS, the PPI must be updated every five years. Each subsequent year after adopting the PPI, the PPI Committee must submit an annual evaluation report to FEMA describing the PPI implementation for the prior fiscal year. The PPI Committee must evaluate whether the flood risk reduction messages in the PPI are still relevant and adjust the PPI, if needed. The annual evaluation report is shared with each CRS community’s governing body as an informational item.

As required, annual evaluation reports for FY16 (Year 1 of the 2015 PPI) through FY19 (Year 4 of the 2015 PPI) were prepared, sent to each CRS community’s governing body, and included in each community’s respective annual recertifications or as part of a community’s documentation for those that were cycled on any given year.

In FY20 (Year 5 of the 2015 PPI), the PPI Committee was required to update the 2015 PPI. The Insurance Services Office (ISO), FEMA’s CRS program management contractor, exempted the PPI Committee from submitting an annual evaluation report for FY20 (Year 5 of the 2015 PPI) as the committee focused on updating the document.

In February 2020, Valley Water hosted the start of the five-year PPI updated process. Fifteen Santa Clara County communities worked together to update the 2015 PPI. These communities included the current 11 CRS communities as well as four non-CRS communities that expressed interest in joining the 2015 PPI and possibly the CRS program. Staff and external stakeholders from each agency participated in developing the new PPI.

In March 2020, the Coronavirus (COVID-19) outbreak started. The California State Emergency Services Act, the Governor’s Emergency Declaration related to the COVID-19 pandemic, the Governor’s Executive Order N-29-20, and Order of the County of Santa Clara Public Health Officer dated March 16, 2020, went into effect.

The COVID-19 pandemic caused far-reaching, unprecedented changes. Businesses and organizations faced economic and operational uncertainty across every industry and sector. The workforce impacts during COVID-19 caused delays beyond control, including the PPI Committee’s ability to continue its work of updating the 2015 PPI. Many communities shifted priorities to respond to the public health crisis; therefore, FEMA provided an extension of completing the update to the 2015 PPI to early 2021.

The 2021 PPI Committee reconvened in October 2020 to resume the 2015 PPI update. Several virtual meetings followed until the 2021 PPI Committee completed the 2021 PPI in April 2021. The 2021 PPI was adopted by CRS communities, as indicated in Table 1. Dates 2021 PPI Adopted.

II. 2021 PPI DEVELOPMENT PROCESS
Valley Water, CRS and non-CRS communities initiated the 2021 PPI process in February 2020. Due to Santa Clara County 2021 Multi-Jurisdictional Program for Public Information Annual Evaluation Report for FY23 (Year 2: July 2022 to June 2023) 3 of 20
COVID-19, discussions were postponed, and reinitiated the process in October 2020. The Santa Clara County 2021 Multi-Jurisdictional Program for Public Information document was completed in April 2021 (refer to Section I. Introduction for COVID-19 related delays).

Virtual meetings were held between 2020 and 2021 to develop the 2021 PPI. FEMA’s six priority topic messages and the three additional messages identified in the 2015 PPI carried forward into the 2021 PPI. The 2021 PPI Committee felt all nine topics and supporting messages were still relevant for reaching Santa Clara County residents and ensuring they are Flood Ready.

The below listed is Table 3 in the 2021 PPI: CRS Priority Messages Topic
Number Topic message Public Message
(Select one message per topic)
TOPIC #1 Know your flood hazard
• Know your flood risk
• Contact your floodplain manager to find out if your
property is in a floodplain
• Check if your home or business is in a
Special Flood Hazard Area
TOPIC #2 Insure your property for your flood
hazard
• Get flood insurance ahead of time
• Insure your property
• There is a 30-day waiting period for the policy to take place
TOPIC #3 Protect people from the flood hazard
• Put your 3-day emergency kit together
• Follow evacuation orders
• Learn the best route to high ground
TOPIC #4 Protect your property from the flood
hazard
• Protect your home from flood threats
• Prepare your home
• Sandbags can offer protection against a foot or less of floodwater
• Get sandbags before a flood
TOPIC #5 Build responsibly
• Build responsibly in floodplains
• Comply with development requirements
• Check with your city/county floodplain manager before you build
TOPIC #6 Protect natural floodplain functions
• Keep creeks clean and flowing
• Keep debris and trash out of our streams
• Don’t pollute, dump, or drain anything in creeks
Additional Outreach Topic Messages
(only one message per topic)
TOPIC #7 Develop an emergency plan • Develop an emergency plan TOPIC #8 Download disaster apps • Download disaster emergency apps TOPIC #9 Understand shallow flooding risks––
don’t drive through standing water
• Understand shallow flooding risks - don’t drive through standing water
The 2021 PPI Committee worked between the meetings to draft the 2021 PPI and review the extensive list of outreach and flood response projects (Attachment 2).

Based on the 2021 PPI Committee’s evaluation of the 2015 PPI, the consensus was that most of the 2015 PPI flood risk reduction messages were still relevant, so only minor edits were incorporated as needed.

This became the basis for the 2021 PPI; therefore, no additional FEMA review was required, as the 2015 PPI already ensured its provisions were fully compliant with FEMA requirements.

The number of CRS points that the 2021 PPI activities will earn is determined by FEMA’s CRS Specialist and Technical Reviewers from ISO. The PPI Committee estimates that of the possible 350 points for Activity 330, each CRS communities could earn up to 300+/- points for PPI efforts.

Once Valley Water approved the 2021 PPI (5-Year Plan), the final document was provided to the 2021 PPI Committee to present to their governing bodies for adoption and implementation. Table 1. Dates of 2021 PPI Adoption shows the 2021 PPI approval dates by each agency; all 11 CRS communities have I
Santa Clara County 2021 Multi-Jurisdictional Program for Public Information Annual Evaluation Report for FY23 (Year 2: July 2022 to June 2023) 4 of 20
adopted the 2021 PPI.

Table 1. Dates 2021 PPI Adopted
Community Date Presented Adopted
Santa Clara Valley
Water District 4/27/21 X
City of Cupertino 8/17/21 X
City of Gilroy 7/01/21 X
City of Los Altos 7/13/21 X
Town of Los Altos Hills
(*non-CRS community)
Not required Not required
Town of Los Gatos
(*non-CRS community)
Not required Not required
City of Milpitas 5/18/21 X
City of Morgan Hill 6/16/21 X
City of Mountain View 6/22/21 X
City of Palo Alto 6/14/21 X
City of San Jose 11/16/21 X
City of Santa Clara 7/06/21 X
County of Santa Clara
(*non-CRS community)
Not required Not required
City of Saratoga
(*non-CRS community)
Not required Not required
City of Sunnyvale 6/29/21 X
Total Approved 11
*Non-CRS communities are encouraged to participate in Santa Clara County CRS Users Group and/or PPI Committee ongoing efforts and initiatives; however, for those that opted to participate in the 2021 PPI, are not required to adopt the PPI or share annual evaluation reports with their governing bodies.

III. ANNUAL EVALUATION REPORTS
The 2021 PPI states that the 2021 PPI Committee will meet at least once yearly to evaluate the PPI and incorporate any needed revisions. This meeting is coordinated in conjunction with the ongoing CRS User’s Group meetings, which occur at least twice a year.

The evaluation will cover the following:
● Review of projects that were completed;
● Evaluate progress toward outcomes;
● Provide recommendations on projects that have not been completed; ● Provide recommendations for new projects not previously identified; ● Address any Target Audience changes; and
● Assess the impact of the program during an actual flood event if one has occurred.

The 2021 PPI Committee prepares the annual evaluation report for submission with each CRS community’s annual CRS recertification package (or schedule 5-year cycle visits). The annual evaluation report is then shared with each CRS communities’ governing body as an informational item.

Section V. 2022 Santa Clara County CRS Users Group/PPI Committee Meetings – Monitoring and Evaluating the 2021 PPI of this annual evaluation report summarizes the meetings held to develop the FY23 Annual Evaluation Report (Year 2 of the 2021 PPI).

Table 2 below shows how each community expects to share the FY23 Annual Evaluation Report with its governing body.

Santa Clara County 2021 Multi-Jurisdictional Program for Public Information Annual Evaluation Report for FY23 (Year 2: July 2022 to June 2023) 5 of 20
Table 2. How the 2021 PPI Annual Evaluation Report for FY23, Year 2 will be shared with Community’s Governing Body Community Method for Sharing
Santa Clara Valley Water District Board Non-Agenda Item City of Cupertino Consent Item Council Agenda
City of Gilroy Consent Calendar
City of Los Altos Council Consent Calendar or Informational Staff Report
Town of Los Altos Hill (*non-CRS community) Not required Town of Los Gatos (*non-CRS community) Not required
City of Milpitas Memo to City Council
City of Morgan Hill Council Consent Calendar
City of Mountain View Council Weekly Update “Council
Connection”
City of Palo Alto Informational Staff Report
City of San Jose Council Consent Calendar
City of Santa Clara Council Consent Calendar
County of Santa Clara (*non-CRS community) Not required City of Saratoga (*non-CRS community) Not required
City of Sunnyvale City Manager’s “Update Sunnyvale”
*Non-CRS communities are not required to share annual evaluation reports with their governing bodies.

IV. 2021 PPI ACCOMPLISHMENTS FOR FY23
The 2021 PPI Committee identified three efforts needed from each CRS community in order to prepare and finalize subsequent annual evaluation reports.

1. Governing bodies must adopt the 2021 PPI (Table 1. Dates 2021 PPI Adopted). The 2021 PPI Committee must prepare an annual evaluation report and share the reports with its governing body as informational items (Table 2. How the 2021 PPI Annual Evaluation Report for FY23, Year 2 will be shared with Community’s Governing Body).

2. For each fiscal year (July 1 - June 30), the communities must carry out and monitor the implementation of the outreach/flood response projects identified in Appendix A CRS Creditable Outreach and Flood Response Projects by CRS Community of the 2021 PPI (Attachment 2).

3. The PPI Committee must review and consider the ‘New Initiatives’ identified in the 2021 PPI (page 66) for advancing flood risk reduction efforts.

Governing Bodies Approval: Including Valley Water, all 11 CRS communities’ governing bodies adopted the 2021 PPI. The approval dates are shown by each agency (Community) in Table 1. Dates of 2021 PPI Adopted noted above.

Tracking System: The 2021 PPI is multi-jurisdictional and includes 15 agencies (11 CRS communities and four non-CRS communities). Tracking implementation is quite complex compared to a single-agency PPI. As the informal lead agency, Valley Water oversees the record-keeping to ensure consistency throughout the county.

An electronic file-sharing system, Egnyte, is set up with folders for each community to file and share documents related to the 109 potential outreach/flood response projects identified in the 2021 PPI and all CRS-related documentation. This also includes a comprehensive spreadsheet tracking which lists projects that were accomplished in any given fiscal year by each individual community (Attachment 2). This spreadsheet, along with the annual evaluation report, will be submitted with annual CRS recertifications or as part of scheduled 5- year cycle visits.

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ISO assigns credit for Valley Water outreach/flood response projects to all Santa Clara County CRS communities’ ratings. Some communities also choose to carry out and report on their own outreach/flood response projects, in addition to those of Valley Water. These projects are shown on the composite spreadsheet (Attachment 2 - Appendix A from 2021 SC County Multi-Jurisdictional PPI noting FY23 Project Accomplishments) and include input from each agency.

The PPI Committee discussed the benefits of using the Egnyte shared-filing system for tracking the 2021 PPI outreach/flood response projects and all CRS-related documentation. The PPI Committee also discussed the importance of ensuring each agency regularly uploads its CRS documentation. These benefits are:
- Information Share/Knowledge Transfer: CRS communities can view each other’s program documentation. When a community improves its CRS rating, another community can access the documents submitted to determine how the CRS credited activities helped improve the score. - Document Repository: A central location for CRS-related documentation, organized to mirror the CRS Coordinator’s Manual (by community/activity/element), proves helpful when a community experiences staff turnover.
- Documentation Submittals: CRS documents are organized and easy to share with the CRS Specialists conducting cycle visits and/or annual recertification.

Summary of PPI Projects Accomplished in FY23
The complete list of outreach/flood response projects is included as Attachment 2 of this annual evaluation report, listing all projects proposed in the 2021 PPI, with a “Project Accomplishments” column noting actions taken during the second year of the PPI, FY23.

Audiences Projects Accomplished
Community at Large (CAL) 81 potential projects, 63 accomplished Residents and Businesses in the Special Flood
Hazard Area (SFHA)
18 potential projects, 16 accomplished
Messengers to Other Target Audiences
(Organizations & Businesses Serving the
Community)
10 potential projects, 10 were accomplished
*Total Accomplished Projects 89 of 109
* Note: All projects carried out by CRS communities were accomplished in FY23. Variance in the number of potential projects versus accomplished projects is due to no updates received from non-CRS communities, which is not required for this annual evaluation report.

These numbers go well beyond the minimum requirements of the CRS program for PPI credit under Activity 330; we anticipate all CRS communities will receive the maximum number of credits for our collective efforts in FY23.

Valley Water’s Outreach/Flood Response Projects
Annual Flood Awareness Campaign
Valley Water's FY23 Flood Awareness Campaign theme was "Our Climate Has Changed." It launched after the 1Fourth National Climate Assessment was published; there could not have been a better time for this conversation.

The federal report assessed that intense extreme weather and climate-related events are becoming more frequent and will have catastrophic impacts on vulnerable communities, infrastructure, ecosystems, and our economy.

Extreme storm events could result in more frequent and severe flooding in our region. Valley Water’s message emphasized its commitment to reducing flood risks and protecting the community but acknowledged that we cannot eliminate all risks. Thus, our communities must adapt and prepare; and it starts with being informed and aware of risks.
1 US Global Change Resource Program (USGCRP) has a legal mandate to conduct a state-of-the-science synthesis of climate impacts and trends across U.S. regions and sectors every four years, known as the National Climate Assessment (NCA).

I
Santa Clara County 2021 Multi-Jurisdictional Program for Public Information Annual Evaluation Report for FY23 (Year 2: July 2022 to June 2023) 7 of 20
An educational paid advertising campaign supplemented Valley Water’s community outreach effort. The advertising campaign was supported by a series of formative research to understand target audiences and their awareness levels and explore what educational messages and images most appealed to them.

The Flood Awareness Campaign lasted four months, from mid-November 2022 to February 2023. The paid advertisement campaign cost a total of $330,000.

Valley Water’s FY23 Annual Flood Awareness Campaign continued the shift from general digital and public space advertising to a series of direct mailings to the 51,120 homes and businesses in Santa Clara County's FEMA SFHA.

Valley Water sent two separate targeted mailers to all homes and businesses in or near a high-risk flood area, as designated by the FEMA SHFA. The mailers were multilingual (English, Spanish, Chinese, and Vietnamese) and are posted on Valley Water’s website.

1. Annual Floodplain Mailer (FPM) - Valley Water’s multi-language (English, Spanish, Chinese, and Vietnamese) annual FPM “Our Climate Has Changed - Be Aware, Be Prepared, Take Action” (dated 11/22) mailed on November 28, 2022. https://online.flipbuilder.com/tkap/tmie/

2. Trifold “You Live in a Flood Zone– Make Sure You Are Ready. Do You Know What to Do Before, During, and After a Flood?” mailed on January 6, 2023. https://online.flipbuilder.com/tkap/zmox/ Additionally, Valley Water’s FY23 Countywide Mailer (CWM) included a ‘Floods Can Follow Droughts’ section and was sent starting November 8 through 18, 2022, countywide to 744,025 addresses (USPS: ECRWSS ‐ Extended/Enhanced Carrier Route Walking Sequence Saturation Postal Customer). The CWM includes flood protection and preparedness measures information, knowing your flood risk, getting flood insurance, developing an emergency plan and kit, protecting your home from flood threats, signing up for AlertSCC and the American Red Cross Disaster Emergency App, and understanding shallow flooding – Turn Around Don’t Drown®. https://s3.us-west-1.amazonaws.com/valleywater.org.us-west-1/s3fs-public/2022-10- 26_Drought%20Countywide%20Mailer.pdf
Lastly, ‘Are You Flood Ready?’ multilingual postcards that included the nine CRS topics and supporting messages, and links to various flood readiness/preparedness webpages were produced and distributed. https://www.valleywater.org/are-you-flood-ready
Requested copies of the FPM, postcards, and trifold mailers were sent to all Santa Clara County cities and county Public Works and Planning Departments.

Public Agency
Annual Floodplain
Mailer (FPM) Postcard
Trifold
(Mailed Jan 2023) (Mailed late Nov 2022 and early Jan 2023) City of Los Altos 50 100 20
Town of Los Altos Hills 25 150 20
City of Milpitas 50 25 20
City of Mountain View 25 25 20
City of Cupertino 100 100 20
VW CRS Program 150 300 20
All other 10 cities & County (10 count) 250
25 count each
250
25 count each
200
20 count each
Santa Clara County 2021 Multi-Jurisdictional Program for Public Information Annual Evaluation Report for FY23 (Year 2: July 2022 to June 2023) 8 of 20
In mid-November 2022, Valley Water’s 2022-2023 Flood Awareness Outreach Partner Social Media Toolkit, ‘Our Climate Has Changed,’ was made available for download to all partnering agencies, including CRS communities.

The toolkit provided links to the multilingual annual FPM, the ‘Flood Can Follow Droughts’ 2001-2023 Timeline, the ‘Are You Flood Ready?’ postcard, social media graphics and videos that included messages for all nine flood awareness tips (PPI CRS message topics), and blog posts for all Santa Clara County communities to use. https://www.dropbox.com/s/p438zrw8lwi614r/Flood%20Awareness%202022- 2023%20Partner%20Toolkit.pptx?dl=0.

Valley Water HQ Lobby Displaying Flood Readiness Materials FY 23 Floodplain Mailer
FY 23 Postcard
Santa Clara County 2021 Multi-Jurisdictional Program for Public Information Annual Evaluation Report for FY23 (Year 2: July 2022 to June 2023) 9 of 20
During FY23, Santa Clara County experienced a drought emergency. Valley Water’s annual FPM reminded everyone that flooding can happen anytime it rains and that climate change has made extreme weather the new normal. Drought conditions can harden the ground and increase run-off to streams and creeks during the first few days of heavy rain, increasing the risk of flooding. In addition, the flood mailer showcased Valley Water's ongoing flood protection projects in areas susceptible to flooding.

In FY23, the FPM featured a QR code, a cling with important flood safety websites, a detachable emergency phone list, photos of our most recent flood protection projects, and a graphic image displaying how historical floods have followed droughts in Santa Clara County (see below attached “Santa Clara County Floods & Droughts Timeline [2001-2023]).

FY 23 Countywide Mailer
FY 23 Trifold Mailer
SANTA CLARA COUNTY :---
& DROUGHTS
TIMELINE (2001-2023) • :7_:t
"""
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2001 20IO
.....
:tO:tO 2021 20ll 2022
Santa Clara County 2021 Multi-Jurisdictional Program for Public Information Annual Evaluation Report for FY23 (Year 2: July 2022 to June 2023) 10 of 20
Valley Water also deployed a small-scale multilingual social media campaign, with the slogan "Flooding can happen during a drought," on social media and web platforms. The campaign launched in Winter FY23, starting with the season's first rains, and continuing through March 2023.

A key strategy for the paid flood awareness campaign was incorporating the 2021 PPI 6 priority topics and the three additional outreach topics, including messages supporting the nine topics, in Valley Water ads. Staff crafted messages derived from Valley Water's annual FPM to residents in the SFHA. Additionally, the Valley Water Board of Directors shared posts on Nextdoor highlighting the "Flooding can happen during a drought" messaging and the nine CRS topics in Winter 2022-23. Valley Water also posted a flood preparedness blog, a digital copy of the FPM, and a guide on what to do before, during, and after a flood.

Valley Water 2022-23 Flood Media Campaign (October 2022 – February 2023) Target: Santa Clara County residents
Objective: Flood Awareness for All SCC Residents
Digital ads targeted residents and commuters in or near the SFHA, using zip codes from published FEMA flood maps.

The Media Plan
MEDIA PLATFORM: TARGET: BUDGET $$ SPENT IMPs CPM
Digital Banners (four languages) Zip Codes
Social Media {FB - IG - ND)
AUDIO (Local On Air and Streaming)
LOCAL NEWSPAPERS (Online)
OVERALL TOTALS:

Media Spend by Month
$1 50,000
$100,000
$50,000
$0

OCT NOV
sec
sec
sec
DEC
$18,000 $18,000 6,246,254 $2.88
12000 $9,552 267,508 $35.71
75500 $75,500 3,339,773 $22.61
$30,000 $30,000 2,625,000 $11.43
$135,500 $133,052 12,478,535 $10.66
JAN FEB $$ SPENT
Santa Clara County 2021 Multi-Jurisdictional Program for Public Information Annual Evaluation Report for FY23 (Year 2: July 2022 to June 2023) 11 of 20
The Ads
Boosts: Animated Facebook posts “Boosted” on Facebook, Instagram, NextDoor Boost #1 (Nov8-9) Boost #2 (Dec01-05) Boost #3 (Dec7-11) Boost #4 (Dec26-30) Boost #5 (Dec28-31) Boost #6 (Jan4-10) Boost #7 (Jan10-17) Boost #8 (Jan15-20) ~ Valley Water
0 Sponsored
So you put together a flood
emergency plan, now what? ... See more
.,. Valley Water & - f\Or)ftQl,d X
You found out your home Is In a flood zone,
now what? Now Its lime to look Into getting
Oood Insurance to help protect your •. See more
X
A flowing creek is a happy, healthy creek and a
happy, healthy creek reduces flood
risks. . .. See more
~- Valley Water 0
Sponsored
You have your emergency plan filled out and
your emergency kit at the ready.

X
Now, you need to make sure you're ... See more
Santa Clara County 2021 Multi-Jurisdictional Program for Public Information Annual Evaluation Report for FY23 (Year 2: July 2022 to June 2023) 12 of 20
Display Ads
300X250
Served to all adults in Santa Clara County
Delivered: 6,246,254 Impressions
Audio
30-second audio ads served via Streaming and Local On-Air Radio stations Delivered: 1,724,173 Impressions
Boosts: Click Thru Rate (CTR) by Platform Boosts: Cost Per Click by Platform S15.00
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"' ...
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0,25%
0,15'1\

0.10%
SS.00
DJJSI,
CTR •0.03%
0,0011, S0.00
Facebook lnstagram Nu:tdoor
Boosts: Cost Per Thousand by Platform
$25.00
!1 Best BOOST perto,maoce
Boost #6: So you found out your home is in a Flood Zone ... <l><I>
Ad seen 171 ,113 times
... Ad clicked on 425 times
$ Lowest Cost Per Click: $2.42 on Facebook
Facebook lnstagram Nextdoor
Santa Clara County 2021 Multi-Jurisdictional Program for Public Information Annual Evaluation Report for FY23 (Year 2: July 2022 to June 2023) 13 of 20
FY 23 Flood Awareness Campaign Results
Valley Water also used its monthly newsletter, news blog, and social media profiles to enhance flood awareness efforts before and during forecasted storms starting as early as September 2022. During the length of the campaign and leading up to anticipated storm events, Valley Water posted flash flood warnings, shared posts with critical messages about flood safety, and promoted the Flood Watch Tool throughout the winter.

Valley Water’s flood protection resources page at ValleyWater.org/floodready serves as a hub of flood safety information with icons leading to a series of related web pages, including information on flood zone maps, signing up for emergency alerts, sandbags, reporting local flooding, and safety tips.

All cities and the county were requested to add a link redirecting site visitors from their respective flood protection resource pages and/or homepage to ValleyWater.org/floodready, Floodsmart.gov, and Ready.gov.

All Santa Clara County communities received hard copies of Valley Water's FPM, postcard, and trifold for their outreach efforts.

Valley Water shared the 2022-2023 Flood Awareness Outreach Partner Social Media Toolkit with all Santa Clara County cities/county, including CRS communities. The toolkit provided links to the multilingual annual FPM, social media graphics, messages for all nine flood awareness tips (PPI CRS message topics), and blog posts for all communities to use.

The 2022-2023 post-Flood Awareness Campaign survey found:
• 39% recalled receiving mail with information about flood safety (59% in 2021-22). • 64% are confident they have taken all necessary precautions to protect themselves from floods (76% in 2021-22).
• 43% rate the job Valley Water is doing at keeping them informed as excellent, good, or fair (61% in 2021-22).
• 48% are aware that their home was located in a flood zone awareness over last year (56% in 2021-22).
• 39% of respondents clearly understood Valley Water’s three main calls to action to be Flood Ready [develop an emergency plan, build an emergency kit, and get flood insurance] (58% in 2021-22). • 39% of respondents have flood insurance; 15% of renters polled have insurance (51% in 2021-22).

The results above demonstrate an effective campaign that is less expensive than general advertising, yielding a savings of approximately $150,000 with more robust results. Based on the findings, we will continue with targeted mailings to the FEMA SFHA as our outreach strategy for the flood awareness campaign rather than targeted advertising.

Flood Emergency Starter Kit Distribution
Pilot ‘Get Flood Ready’ Flood Event Kits (Flood Kits) were distributed to all cities and the county from late October through early November 2022. The Flood Kits included the following items: rolling storage bins, customized and branded (both Valley Water and agency’s logos) ‘Get Flood Ready’ banners and tablecloths, flood emergency starter kits, flood preparedness materials, and giveaway items. The Flood Kits will standardize local floodpreparedness outreach throughout the county and expand Valley Water’s ‘Get Flood Ready’ campaign.

In addition to the Flood Kits, CRS will increase and broaden our flood-preparedness outreach to underserved communities by partnering with other community organizations to distribute multilingual flood-preparedness materials and flood emergency starter kits.

This year, Valley Water acquired 6,000 flood emergency starter kits (Starter Kits). These Starter Kits will be distributed by all Santa Clara County communities and Valley Water’s CRS and other public-facing programs.

The Starter Kits include essential supplies, such as a hand squeeze flashlight, rain poncho, safety whistle, N95 Santa Clara County 2021 Multi-Jurisdictional Program for Public Information Annual Evaluation Report for FY23 (Year 2: July 2022 to June 2023) 14 of 20
mask, and gloves. These popular Starter Kits encourage the community to ‘Get Flood Ready’ by developing an emergency plan and putting together a more comprehensive three-day emergency kit.

CRS communities Outreach/Flood Response Projects
The 2021 PPI Committee identified the outreach/flood response projects for each community. The implementation of these projects is reflected in the ‘FY 2023 (Year 2 of the 2021 PPI) Project Accomplishments’ column of Attachment 2.

Valley Water Education Outreach Program
Valley Water’s Education Outreach includes flood awareness messaging in every program presented year-round.

A dedicated flood-focused program is offered from October through April, depending on the rainfall situation in any given year.

Valley Water’s role as a flood protection agency is highlighted in all presentations so that participants in the Education Outreach Programs know that flood protection is one of Valley Water’s core objectives in Santa Clara County.

Flood-focused Programs
Education Outreach has three programs focusing on flood awareness and preparedness: ‘The Three Little Pigs and The Bad Weather Wolf,’ ‘Mapping Landforms,’ and ‘Watershed Maps.’ In FY23, Valley Water more than doubled its flood-focused programs from FY22. A high demand for in-person programs brought us back into the community and schools; therefore, we added a third flood-focused program, ‘Mapping Landforms,’ for 1st - 2nd grades. The demand for flood-focused programs was due to the unusually long rainy season extending into April 2023.

The results of Flood-focused programs delivered between October 2022 and April 2023 are as follows:
• 113 Presentations
• 2,751 Attendees
• 122 Educators
Flood Awareness Messaging
In addition to the Flood-focused Programs, the Education Outreach Program provided additional flood awareness messaging in their general classroom presentations, STEAM (Science, Technology, Engineering, Art, and Math) programs, libraries, and camp programs.

The results of the general flood protection messaging between October 2022 and April 2023 are as follows:
• 233 Presentations
• 8,548 Attendees
• 323 Educators
Community Events and Engagement
Booth Support at Events
Valley Water staff made a concerted effort to actively participate in community events, including community festivals and emergency preparedness affairs, particularly in communities and neighborhoods in or near flood zones. In FY23 (from September 2022 – May 2023), both Valley Water and the communities staff hosted 18 booths Santa Clara County 2021 Multi-Jurisdictional Program for Public Information Annual Evaluation Report for FY23 (Year 2: July 2022 to June 2023) 15 of 20
and distributed flood preparedness information on flood safety and emergency preparedness materials, including Valley Water’s annual FPM. Those events are listed below.

1. 2022 Santos Family 16th Annual Car Show-9/3/22 Alviso, CA

2. Emergency Preparedness Resource Fair-9/10/22 San Martin, CA

3. Mountain View Art & Wine Festival-9/11/22

4. Assembly Member Ash Kalra’s VeggieFest-9/17/22 San Jose, CA

5. Rotary Club Fall Festival-9/24/22 Cupertino, CA

6. Friends of Stevens Creek Trail Trailblazer Race-9/25/22 Mountain View, CA

7. Fall Festival at Martial Cottle Park-10/1/22 San Jose, CA

8. Santa Clara Parade of Champions-10/1/22

9. Pumpkins in the Park-10/8/22 San Jose, CA

10. Bay Area Diwali Festival of Lights-10/8/22 Cupertino, CA

11. Supervisor Lee’s Day on the Bay-10/8/22 Alviso, CA

12. Santa Visits Alviso-12/10/22

13. AAUW Wildflower Run-3/26/23 Morgan Hill, CA

14. VMC Foundation Women’s Leadership & Policy Summit-4/29/23 Saratoga, CA

15. Tech Interactive Tech Challenge-4/30/23 San Jose, CA

16. Berryessa Art Festival-5/13/23

17. San Jose Giants-5/13/23

18. Campbell Boogie Music Festival, 5/20/23-5/21/23
Speakers Bureau Program
In FY23, Valley Water's ‘Let’s Talk Water: Speakers Bureau Program’ reached the 18 organizations listed below. All general presentations include mention of flood protection, the need to ‘Get Flood Ready’ regardless of the county’s drought status, and links to Valley Water’s ‘Flood Ready’ information and resources webpage (ValleyWater.org/floodready), and the hotline to call to report obstructions in creeks.

Valley Water’s Speakers Bureau Program can customize presentations to update community groups on waterspecific issues and provide updates on projects in their area. ‘Let’s Talk Water’ also discusses local water conservation efforts and rebate programs. The FY23 presentations that included flood preparedness information are listed below.

1. October 13, 2022 – City of San Jose Board of Retirees meeting

2. October 20, 2022 – Palo Alto Kiwanis meeting

3. October 22, 2022 – Greentown Los Altos Library event

4. November 3, 2022 – Harbor Industrial Association luncheon

5. December 6, 2022 – RE/MAX Realtor informational meeting

6. January 4, 2023 – Mount Pleasant Neighborhood Assoc meeting

7. January 18, 2023 – Cupertino Library presentation hosted by Cupertino Library Foundation

8. February 9, 2023 – Sons in Retirement: Branch 54 monthly meeting

9. February 13, 2023 – Rotary Club of Evergreen Valley meeting

10. February 14, 2023 – Santa Clara County: Sustainability Working Group presentation

11. March 1, 2023 – Seven Trees Neighborhood Association meeting

12. March 6, 2023 – Leadership Morgan Hill presentation

13. March 9, 2023 – Presentation during Mountain View Senior Center afternoon workshop

14. March 23, 2023 – Mission San Jose Rotary Zoom meeting

15. April 6, 2023 – Water 101 Academy presentation

16. April 11, 2023 – Presentation during Terraces Los Gatos monthly speaker series

17. May 4, 2023 – West San Jose Kiwanis meeting

18. May 19, 2023 – Rotary Club of San Jose Silicon Valley Santa Clara County 2021 Multi-Jurisdictional Program for Public Information Annual Evaluation Report for FY23 (Year 2: July 2022 to June 2023) 16 of 20
Other Community Engagement Efforts
Valley Water partnered with the Silicon Valley Bike Coalition at the Ride Out the Drought event held on October 15, 2022; the Salvation Army on October 22, 2022; Santa Visits Alviso Foundation on December 7, 2023; Sacred Heart Community Services on February 8, 2023, and Ms. Gail Osmer, homeless advocate, on March 15, 2023 by providing and/or distributing FEMA, US Army Corps of Engineers, and Valley Water multilingual flood preparedness educational materials, flood insurance promotion, AlertSCC, American Red Cross All-Hazard APP, and emergency preparedness starter kits which supports Valley Water’s ‘Get Flood Ready’ campaign.

Additionally, presentations on flood preparedness were made at the City of Cupertino Public Safety and Community Emergency Response Team (CERT) held on October 26, 2022, and at the City of San Jose Neighborhood CERT event held on November 15, 2022. Flood resources were also shared at these events.

V. 2023 SANTA CLARA COUNTY CRS USERS GROUP/PPI COMMITTEE MEETINGS – MONITORING AND EVALUATING THE 2021 PPI
The FY23 Santa Clara County CRS Users Group/PPI Committee meetings were held on March 21, 2023, and May 16, 2023. Attendance was good and quorum was met with staff from the 11 CRS communities for both meetings. Staff from some non-CRS communities, external stakeholders, and other interested parties were also in attendance. Agendas/minutes, and attendance sheets for each meeting are included (Attachments 3-6).

As required by CRS, the objective for both the March and May 2023 meetings was to monitor the implementation of the 2021 PPI, determine if the desired outcomes were achieved, and discuss if any changes to the 2021 PPI were needed to complete this annual evaluation report. The PPI Committee agreed that the 2021 PPI messaging and projects would remain the same for the duration of the 2021 PPI, which sunsets in 2026.

At the March 21, 2023, meeting, a draft FY 2023 (Year 2 of the 2021 PPI) Project Accomplishments worksheet was shared with the PPI Committee for their review/input.

The PPI Committee:
● Assessed whether the desired outcomes of the 2021 PPI were achieved in FY23 and what, if anything, should be changed. The consensus of the PPI Committee is that our 2021 PPI implementation for FY23 continues to be on target and that no changes are needed. Cities with the PPI approved by their elected officials reported receiving strong support.
● Reviewed which communities have adopted the 2021 PPI. Ensured that those communities who have adopted the PPI have all the conformed/enacted copies and supporting documentation in their respective governing bodies uploaded into Egnyte and a copy sent to Valley Water. ● Provided instruction on how communities will submit their updates to Appendix A of the 2021 PPI to Valley Water for consolidating annual evaluation report, including the spreadsheet (Attachment 2). ● Communities were informed that all updates were due by the next CRS Users Group Meeting or sooner. ● Reviewed and discussed ‘Other New Initiatives’ identified in the 2021 PPI (see below, Section VI. Future Messaging – Other New Initiatives).

Amy Fonseca, Valley Water CRS Program Administrator asked the group to share any ideas they may have on how we could carry out a new initiative as a group.

Initiative #1 - Continue and expand the standardized flood message prepared for each community to include flood messages in utility bills yearly, including PG&E − Utility bills will continue to be offered by Valley Water. − The PPI Committee decided to continue discussion of this initiative discussion to the May 16, 2023, meeting; Valley Water’s as Communications would be providing an update of the FY23 Flood Awareness Campaign which those results could impact and guide initiative actions.

Santa Clara County 2021 Multi-Jurisdictional Program for Public Information Annual Evaluation Report for FY23 (Year 2: July 2022 to June 2023) 17 of 20
Initiative #2 - Expand on partnerships with local chambers of commerce to disseminate and share flood preparedness information
− Group was asked if anyone have any ideas or contacts to share? For example, the Santa Clara County Chamber of Commerce. Does anyone have any contacts with them? Who are these events catered to? − Beginning of FY23-24 flood season, we will work together to coordinate something county-wide or locally?
Initiative #3 - Expand on outreach to the Asian and Latino communities who live in flood prone areas − Group was asked if they had any ideas to expand outreach Asian or Latino communities in your areas that have been impacted by flooding?
Paola Giles, Valley Water Communications offered that we could reach out to school districts (specific schools with the Asian/Latino demographics), libraries, recreational and senior centers.

Jenn Chu, City of Cupertino mentioned that their Safe Routes to School Coordinator meets with schools and provides flyers, communications.
− Valley Water shared the ArcGIS Online: Valley Water Open Data https://datavalleywater.opendata.arcgis.com/, a free public data and resource. We demonstrated the Disadvantaged Community Web Mapping Application layer:
https://gis.valleywater.org/portal/apps/webappviewer/index.html?id=9c12e4acd60d4e14a4839ce01fcc8b c2.

Initiative #4 - Expand on outreach to “hot spot” flood-prone areas by hosting on-site or virtual events Pointed out that the ArcGIS tool has several layers, including Santa Clara County Low Income Census Tracts (Poverty Zones) and Valley Water Flood Hot Spots. If any community is interested in accessing this information, reach out to Valley Water. We asked the group if there was any overlap of Valley Water’s hot spots versus their jurisdiction’s hot spots? Initiative #5 - Expand on reaching local homeowners associations (HOA)s and apartment associations (i.e., Executive Council of Homeowners [ECHO])
Shared with the group that Valley Water’s Speakers Bureau: Valley Water’s ‘Let's Talk Water: Speakers Bureau Program (https://www.valleywater.org/learning-center/lets-talk-water-speakers-bureau) offers presentations on the history of Valley Water and how we operate and includes information on flood preparedness. Presentations can be customized for groups, as requested.

Steve Golden, City of Los Altos suggested communities could assist with providing contacts for HOA’s and property management companies that interact with renters.

Initiative #6 - Expand on reaching residents in marginal and low-income communities through partnering with organizations that reach these communities (i.e., Second Harvest Food Bank and others) Demonstrated the ArcGIS Disadvantaged Community Application Map Tool Santa Clara County Low Income Census Tracts (Poverty Zones) layer
Initiative #7 - Communities could pursue FEMA Matching Funds Grants for severe Repetitive Loss Areas
This is something we could possibly investigate in future years; as was mentioned earlier during the meeting, as part of the Feasibility Study for CRS regionalization in Santa Clara County. The immediate need is us to retain the 280 points for Activity 510 FMP that are currently credited under the 2017 County of Santa Clara Multi-Jurisdictional Hazard Mitigation Plan (MJHMP).

Valley Water and Santa Clara County are looking into Valley Water possibly developing a separate floodcentric FMP rather than including it as part of the update of the County’s 2017 MJHMP. The proposed flood-centric FMP could have a direct tie-in to this initiative; however, it may not include the RLAA element as part of the FMP.

Valley Water has shared some grant opportunities Climate Change Resiliency, CAL Office of Emergency Services (OES) with our Grant’s Team. It was also mentioned, that under Valley Water’s Safe Clean Water, we have some community grants available to cities/county through our Grants Program.

Santa Clara County 2021 Multi-Jurisdictional Program for Public Information Annual Evaluation Report for FY23 (Year 2: July 2022 to June 2023) 18 of 20
Initiative #8 - Review and expand other public information activities, such as Flood Protection Assistance (Activity 360) and Flood Insurance Promotion (Activity 370) This initiative ties in with the ongoing CRS regionalization efforts. We will see what recommendations come out of the draft Feasibility Study.

Initiative #9 - Develop a region-wide Flood Response Preparations (FRP) messaging plan Demonstrated an electronic copy of the City of Santa Clara’s FRP. As the PPI Committee has discussed in past meetings, we are still considering using the City of Santa Clara’s FMP as a model for developing a countywide FRP that can be credited uniformly. ISO indicated this approach would likely be credited regionally.
● Discussed usage of Flood Event Kits that Valley Water provided to all communities at the end of October – early November 2022. We requested that communities share these flood preparedness resource materials with other appropriate departments within their organization. ● Provided a status update on the Feasibility Study for CRS Regionalization in Santa Clara County. Discussed the Multi-Jurisdictional Floodplain Management Plan (MJFMP) that Valley Water, its consultant, Tetra Tech, and all Santa Clara County communities will develop. This MJFMP will be a flood-centric FMP and separate from the update to the County of Santa Clara’s 2017 Multi-Jurisdictional Hazardous Mitigation Plan (MJHMP). ● Reminded all CRS communities to review their flood information landing page monthly and to verify all links are valid and annually to ensure content is still relevant and current to comply with CRS Activity 350 - Flood Protection Information, Element c), Flood Protection Website, from the CRS Coordinator's Manual, CRS. They were also reminded to ensure their flood resources landing page re-directs to Valley Water’s Flood Ready landing page, ValleyWater.org/FloodReady, FEMA’s floodsmart.gov and ready.gov.

At the May 16, 2023, meeting, a draft 2021 PPI FY23 Annual Evaluation Report was briefly shared with the communities. The PPI Committee discussed that the FY22 Annual Evaluation Report was used as the starting basis for the FY23 Annual Evaluation Report. We reminded communities that the annual evaluation report will be due as part of communities’ annual CRS recertification package, which will be due on August 1, 2023, or during scheduled 5-year cycle visits (for Cities of Santa Clara, Palo Alto, Sunnyvale, and Mountain View) which are tentatively scheduled to be conducted in November 2023.

Valley Water Communications staff presented an overview of the 2022-2023 Flood Awareness Campaign, including the annual FPM that was mailed in November 2022 to all addresses in the FEMA Special Flood Hazard Area (SFHA) and was also sent to city/town/county managers, public works and planning directors, and communities’ staff at the end of December 2022.

Additionally, Valley Water Communications staff and their consultant, Probolsky Research, shared the FY23 post-campaign polling results the PPI Committee. It was determined that future flood awareness campaigns have an opportunity for expanded outreach to renters of both single-family homes and multi-family units, as well as providing localized historical flood information and outreach materials in public spaces. The FY24 Flood Awareness Campaign approach was discussed.

Valley Water shared the status on the Feasibility Study for regionalizing the CRS program in Santa Clara County.

We are shared that Valley Water will be leading a flood-centric Multi-Jurisdictional Floodplain Management Plan (MJFMP) in lieu of including CRS requirements as part of the update of the County of Santa Clara’s 2017 MultiJurisdictional Hazard Mitigation Plan (MJHMP).

There was discussion regarding forming a separate working group for communities scheduled to be cycled in November 2023 (Cities of Mountain View, Palo Alto, Santa Clara, and Sunnyvale). Valley Water will first meet with Marlene Jacobs, ISO CRS Specialist assigned to all Santa Clara County communities, to see what Valley Water can provide to streamline the document process for activities we perform that are creditable under the CRS program, and which said credit transfers to the CRS communities. In the July/August 2023 timeframe, a coordination meeting between Valley Water, ISO, and the communities scheduled to be cycled will be set up.

Valley Water CRS staff shared information on the Department of Water Resources (DWR) statewide agency coordination calls scheduled to begin by late June – early July 2023. The DWR calls lead up to the California Flood Preparedness Week (CFPW) held each October annually (specific dates for October 2023 to be announced). We Santa Clara County 2021 Multi-Jurisdictional Program for Public Information Annual Evaluation Report for FY23 (Year 2: July 2022 to June 2023) 19 of 20
shared Valley Water's experience participating in these calls, including the benefits of learning about CFPW, what other agencies throughout the state are doing, ways to participate, setting up lobby displays for the public, and accessing available resources for public events. All communities were strongly encouraged to participate this year, including presenting a resolution (Valley Water’s template available upon request) to their city councils to adopt CFPW and to forward information to other staff that can help promote flood-preparedness.

We also discussed the usage of the Flood Event Kits that Valley Water provided to all communities in late 2022. Communities were encouraged to use the Flood Event Kits at various city-hosted events, safety fairs, etc., where flood preparedness messaging and materials are shared with residents. These resources will ensure our messaging and information on how to ‘Get Flood Ready’ is uniformed throughout the county.

The group was asked if there was interest in Valley Water, in coordination with the California State Department of Water Resource (DWR), hosting CRS/ISO training required for Certified Floodplain Managers (CFMs) for their continuing education credit requirement. The group expressed interest; Valley Water will work with Robert Lampa of DWR to explore options to bring a four-day training course to California (possibly Valley Water’s facility) sometime in early 2024.

We reviewed actions needed to complete the development of the 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Evaluation Report, FY 23 (Year 2: July 2022 to June 2023). This annual evaluation report is the second report for the 2021 PPI which documents our collective outreach project activities.

VI. FUTURE MESSAGING – Other New Initiatives
The PPI Committee identified several opportunities to expand on existing initiatives and initiate new ones as follows:

1. Continue and expand the standardized flood message prepared for each community to include flood messages in utility bills yearly, including PG&E.

2. Expand on partnerships with local chambers of commerce to disseminate and share flood preparedness information.

3. Expand on outreach to the Asian and Latino communities who live in flood-prone areas.

4. Expand on outreach to ‘hot spots’/flood-prone areas by hosting on-site or virtual public events.

5. Expand the reach to local homeowners associations (HOA)s and apartment associations (i.e., Executive Council of Homeowners [ECHO]).

6. Expand the reach to residents in historically underserved and low-income communities through partnerships with organizations that serve these communities (i.e., Second Harvest Food Bank and others).

7. Communities could pursue FEMA Matching Funds Grants for severe Repetitive Loss Areas.

8. Review and expand other public information activities, such as Flood Protection Assistance (Activity 360) and Flood Insurance Promotion (Activity 370).

9. Develop a region-wide Flood Response Preparations (FRP) messaging plan.

The messages that the PPI Committee originally chose are still relevant to Santa Clara County. The committee will continue to increase its efforts to encourage people to prepare personal/family emergency plans and be Flood Ready. This will be incorporated into the flood preparedness outreach starting every fall. The PPI Committee will also continue coordinating efforts with Valley Water’s Education Outreach Program to promote flood preparedness in local schools.

The PPI Committee recommends continued use of social media for messaging. Mobile usage among individuals has increased exponentially over the years, and online platforms are rapidly adjusting to mobile-friendly standards. This provides an excellent opportunity to modernize campaign ad efforts by utilizing social media and digital advertising to increase exposure and reach more residents in Santa Clara County. Furthermore, these modern advertising methods allow for specialized demographic targeting to reach a narrow and defined audience, improving the ability to reach vulnerable populations effectively.

In support of our preparedness messaging, the PPI Committee will continue to promote the importance of having family emergency plans and kits ready before an emergency/flood event occurs.

The PPI Committee will continue to promote the American Red Cross All-Hazard App which monitors alerts for ----
Santa Clara County 2021 Multi-Jurisdictional Program for Public Information Annual Evaluation Report for FY23 (Year 2: July 2022 to June 2023) 20 of 20
severe weather, including floods, and the Floodsmart.gov and Ready.gov websites. The communities will distribute American Red Cross Emergency Contact Cards at events throughout the county.

VII. CONCLUSION
Overall, the CRS Users Group/PPI Committee successfully implemented the 2021 PPI in FY23. The 2021 PPI allowed PPI Committee members to mutually decide which flood risk reduction messages are most appropriate for our residents and identified how to effectively deliver these messages. The objectives of participating in the 2021 PPI are to enhance the effectiveness of the flood risk messages to residents, reduce flood risks within Santa Clara County, and to earn valuable CRS credit points when identified outreach projects are implemented.

The CRS Users Group/PPI Committee will continue their outreach efforts through FY24. ________________________________________________________________________________________ Attachments for submission to Valley Water Board, City Councils/Managers, and FEMA as part of 2023 Annual Recertification/5-year Verification Package, as required:

1. Members of the Santa Clara County Multi-Jurisdictional 2021 PPI Committee

2. Appendix A from 2021 SC County Multi-Jurisdictional PPI noting FY23 Project Accomplishments 3. March 21, 2023, Santa Clara County CRS Users Group Meeting Agenda** 4. March 21, 2023, Santa Clara County CRS Users Group Meeting Attendance Sheet

5. May 16, 2023, Santa Clara County CRS Users Group Meeting Agenda**

6. May 16, 2023, Santa Clara County CRS Users Group Meeting Attendance Sheet ** Meeting minutes are included in Section V of this report.

Table 1. Original Members of the Santa Clara County Multi-Jurisdictional 2021 PPI Committee Community Local Government
Representative and Alternates External Stakeholders
County of Santa
Clara
Chris Freitas, Sr. Civil Engineer
Neville R. Pereira, PE, Development Services Manager,
Department of Planning and Development, Floodplain
Manager
Marsha Hovey, CADRE Board Chair
Cupertino Chad Mosley, Assistant Public Works Director/City Engineer, Public Works Department, Floodplain
Manager
Jennifer Chu, Senior Civil Engineer
Public Works Department
Jim Oberhofer, Emergency Coordinator
Cupertino ARES/RACES
Gilroy Gary Heap, City Engineer
Public Works Department
Jorge Duran, Senior Civil Engineer, Floodplain Manager
Public Works Department
Merna Leal, City of Gilroy resident
Los Altos Steven Golden, Senior Planner, Floodplain Manager Andrea Trese, Associate Civil Engineer
Christopher Wilson, Operations Manager,
Los Altos Suburban District, California Water
Company
Los Altos Hill Carl Cahill, City Manager, Floodplain Manager Nichol Bowersox, Public Works Director/
City Engineer
Christine Hoffmann, Assistant Engineer (DPW)
Phil Witt, General Manager Purissima Hills
Water District
Los Gatos WooJae Kim, P.E, Town Engineer
Parks and Public Works, Floodplain Manager
Annamaria Swardenski, Swardenski
Consulting
Milpitas Steven Erickson, City Engineer/Engineering Director, Floodplain Manager
Kan Xu, Principal Civil Engineer,
Engineering Land Development Section
Brian Petrovic, Associate Civil Engineer
Engineering Land Development Section
Elizabeth Koo, Administrative Analyst, Engineering Land Development Section
Warren Wettenstein, Chairman of the
Economic Development & Trade
Commission and President of the Milpitas
Chamber
Morgan Hill Maria Angeles, Senior Civil Engineer, Floodplain Manager, CFM
Charlie Ha, Supervising Civil Engineer
Engineering & Utilities Department
Swanee Edwards, City of Morgan Hill
resident
Mountain View Renee Gunn, Senior Civil Engineer, Public Works Department
Gabrielle Abdon, Assistant Engineer, CFM
Kevin Conant, PG&E
Palo Alto Rajeev Hada, Project Engineer, CFM
Public Works Department, Engineering Services Division, Floodplain Manager
Dan Melick, CERT Volunteer
City of Palo Alto resident
San Jose Arlene Lew, Principal Engineering Technician
Vivian Tom, Senior Transportation Specialist
Department of Public Works Development Services
Division
Shari Carlet, City of San Jose resident,
certified Floodplain Manager
Santa Clara Evelyn Liang, Senior Civil Engineer
Falguni Amin, Principal Engineer
Public Works – Engineering
Kevin Moore, Retired City Council member
Saratoga David Dorcich, PE, QSP/D, Associate Civil Engineer, Community Development Department, Floodplain
Manager
Rebecca Gallardo, Real Estate Agent for
Intero, a Berkshire Hathaway Affiliate,
servicing all areas of the Bay Area
Sunnyvale Tamara Davis, Senior Management Analyst Jeff Holzman, Director, Real Estate District Development Google
Agnes Veith, City of Sunnyvale resident
Valley Water Trisha Howard, Program Administrator
Paola Giles, Public Information Representative III
Sherilyn Tran, Office of Civic Engagement Unit Manager
Nikki Rowe, American Red Cross
Note: Since the development of the 2021 PPI there may have been changes to a community’s 2021 PPI Committee members (either the local government representatives and/or the external stakeholders). Those member changes are noted on the meeting attendance sheets.

ATTACHMENT NO. 1
Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
Community At Large
(CAL)
- Multilingual
Communities
- Groups with Special
Evacuation Needs
- New Residents,
Visitors and Tourists
Topic 1: Know your flood hazard
Message 1A - Know your flood risk
Message 1B - Contact your floodplain manager to find out if your property is in a floodplain
Message 1C - Check if your home or business is in a Special Flood Hazard Area
Topic 2: Insure your property for your flood hazard
Message 2A - Get flood insurance ahead of time
Message 2B – Insure your property
Message 2C – There is a 30-day waiting period for the policy to take place
Topic 3: Protect people from the flood hazard
Message 3A - Put your 3-day emergency kit together
Message 3B - Follow evacuation orders
Message 3C – Learn the best route to high ground
Topic 4: Protect your property from the flood hazard
Message 4A - Protect your property from the flood hazard Message 4B - Prepare your home
Message 4C - Sandbags can offer protection against a foot or less of floodwater
Message 4E - Get sandbags before a flood
Topic 5: Build responsibility
Message 5A - Build responsibly in floodplains
Message 5B - Comply with development requirements
Message 5C - Check with your local floodplain manager before you build Topic 6: Protect natural floodplain functions
Message 6A -Keep creeks clean and flowing
Message 6B - Keep debris and trash out of our streams
Message 6C - Don’t pollute, dump, or drain anything in creeks Educate our community
on flood protection and
preparedness measures
(VW OP #01) Multi-language Countywide Mailer (CWM) to every postal address in Santa Clara County (Topics 1-5 and 7, 8)
Valley Water
Communications
Each late
October or
November
All Santa Clara
County CRS
Communities
Valley Water’s FY23 Countywide Mailer (CWM) included
a ‘Floods Can Follow Droughts’ section and was sent
starting November 8 through 18, 2022, countywide to
744,025 addresses (USPS: ECRWSS ‐Extended/Enhanced
Carrier Route Walking Sequence Saturation Postal
Customer). The CWM includes flood protection and
preparedness measures information, knowing your
flood risk, getting flood insurance, developing an
emergency plan and kit, protecting your home from
flood threats, signing up for AlertSCC and the American Red Cross Disaster Emergency App, and understanding
shallow flooding – Turn Around Don’t Drown®.
https://s3.us-west-1.amazonaws.com/valleywater.org.u
s-west-1/s3fs-public/2022-10-26_Drought%20Countywi
de%20Mailer.pdf
All Santa Clara communities support and promote Valley
Water’s outreach projects.
(VW OP #02) Distributes a soft copy of our Flood Safety Tips brochure for all SCC CRS communities’ use (print hard copies to distribute at events and/or post of flood preparedness webpages) (Topics 1-9)
Valley Water
Communications
Annually,
November/
December
All Santa Clara
County CRS
Communities
Multilingual postcards that included the 9 CRS topics and supporting messages, and links to various flood
readiness/preparedness webpages were produced and
distributed to all Santa Clara County communities, including CRS communities, in early January 2023.

Additionally, in mid-November 2022, Valley Water’s
2022-2023 Flood Awareness Outreach Partner Social Media Toolkit, “Our Climate Has Changed,” which included the
postcards, were made available for download to all
partnering agencies.

The toolkit includes the following items which contained messages for all nine flood awareness tips (PPI CRS message topics) for all Santa Clara County communities to use:
● Key flood outreach messages,
● SFHA floodplain mailer (multilingual)
3 A stakeholder can be any agency, organization, or person (other than the community itself) that supports the message. Stakeholders can be: an insurance company that publishes a brochures on flood insurance, even if it is set out at City Hall; a local newspaper that publishes a flood or hurricane season supplement each year; FEMA, if, for example, a FEMA brochure is used as an informational material; schools that implement outreach activities; a local newspaper; a neighborhood or civic association that sponsors and hosts a presentation by a community employee; a utility company that includes pertinent articles in its monthly bills; or presentations made by state or FEMA staff at a Risk Map meeting. 2 Each September, all deliverables need to be reported to Valley Water for tracking purposes. 1 Message Topics: Outreach Projects (OP): Topic 1 – Know your flood hazard; Topic 2 – Insure your property for your flood hazard; Topic 3 – Protect people from the flood hazard; Topic 4 – Protect your property from the hazard; Topic 5 – Build responsibly; Topic 6 – Protect natural floodplain functions; Topic 7 – Develop a Family Emergency Plan; Topic 8 – Download disaster Apps; Topic 9 – Understand shallow flooding risks – “Don’t drive through standing water.” Flood Response Preparations (FRP): What to Do Before, During and After a Flood/Storm 1 ATTACHMENT NO. 2
Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
Topic 7: Develop a Family Emergency Plan
Message 7A: Develop an emergency plan
Topic 8: Download disaster Apps
Message 8A - Download disaster emergency apps
Topic 9: Understand shallow flooding risks – don’t drive through standing water
Message 9A - Understand shallow flooding risks - don’t drive through standing water
FEMA’s message: “Turn Around Don't Drown®.”
● ‘Are You Flood Ready?’ Postcard
● Flood Awareness ‘Our Climate Has Changed”
(dated 11/2022) double-sided flyer (multilingual)
for digital use and print
● Digital multilingual ads (web and social media
graphics)
● Videos,
● Flood Awareness text, tips, and URLs
(multilingual), and
● Flood Can Follow Droughts 2001-2023 Timeline
Cupertino distributes copies of Valley Water’s Flood Safety Tips at various fairs/events (i.e., Earth Day Festival) and provides additional copies for the public on display at City Hall. Cupertino also has a direct link to Valley Water’s annual mailer and Flood Ready webpage on the City’s
“Floodplain Management” webpage.

Los Altos distributes brochures available at City Hall, library, and community center. They are also distributed at
community events (emergency training, wine stroll, etc.).

Morgan Hill hosted ‘National Night Out’ on August 2, 2022.

Flood preparedness information (Valley Water floodplain mailer, red ‘Get Flood Ready’ which includes an emergency supply list tote bags, etc.) were distributed.

Mountain View promotes and distributes Valley Water’s
Flood Safety Tips and emergency kits at fairs (i.e., Earth Day Celebration). Valley Water’s flood safety brochures are available at city hall.

Palo Alto promotes and distributes Valley Water’s Flood Safety Tip and emergency kits at fairs (i.e., Earth Day Festival) and provides as an informational item on Utility Inserts sent every year. Valley Water’s flood safety
brochures are available at city hall.

The City of Santa Clara has hard copy brochures available at city hall and central library. They are distributed at the yearly art & wine festivals as well.

All Santa Clara communities support and promote Valley
Water’s outreach projects.
2 ATTACHMENT NO. 2
Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
(CUP OP #03) Flood notice in the local newsletter, “The Cupertino Scene” (Topics 1-9)
City of Cupertino Each October
or November
issue
N/A Cupertino published the annual flood preparation article in the October 2022 issue of “The Cupertino Scene”.
(LA OP #04) Two (2) newspapers ads, in the Los Altos Town Crier (Topics 1-5) City of Los Altos Each fall N/A Los Altos published two newspaper ads titled “Assess Your Flood Risk and Flood Insurance Availability” on 10/5/22 and on 10/19/22 in the Los Altos Town Crier.
(LAH OP #05) The town’s “Our Town” quarterly newsletter includes information on flood preparedness. The newsletter is mailed out town-wide and is also available online on the town’s website (Topics TBD during cycle visit) Town of Los Altos
Hills
Each fall N/A Town of Los Altos Hills: No update available - non-CRS participating community.
(LAH OP #06) The town distributes various flood preparedness and safety materials at events, including Valley Water’s annual floodplain mailer and promotional item (e.g., emergency starter kits, Get Flood Ready Emergency Supply Checklist tote bags, etc.), FEMA flood insurance information, ReadySCC, and American Red Cross Flood apps, AlertSCC, sandbag guidelines, flood protection project-specific notices, FEMA NFIP materials, and preparedness activity/coloring books, etc.) to the public
Town of Los Altos
Hills
Annually,
spring and late
summer
N/A Town of Los Altos Hills: No update available - non-CRS participating community.
(MIL OP #07) “Flood Public Advisory” brochure to community at large (Topics 1-6) City of Milpitas Each December or
January
N/A Milpitas: A utility bill insert was sent to every address in Milpitas on 11/16/22. This was sent out in four languages (English, Vietnamese, Spanish, and Chinese).
(MH OP #08) Sends a citywide “Flood Report” brochure (Topics 1-9) City of Morgan Hill
Annually, close
to or during
the start of the
rainy season
N/A It is anticipated that the City of Morgan Hill will mail out citywide the “2023 Flood Report” in late June 2023 or
sometime in July 2023.
(MV OP #09) Sends “The View” citywide newsletter, Winter version, includes information on flood risk, flood safety, and the importance of buying flood insurance (Topics 1-9)
City of Mountain
View
Fall newsletter
edition
N/A Mountain View’s publications have been updated. This year in March 2023 after a large round of storms we provided information (link to webpage, reporting flooding, sandbags) in the “City Hall Connection” which is sent to all registered users in the city.
(MV OP #10) Mails a utility bill insert to all resident and businesses that contains information on flood risk, flood safety, and the importance of buying flood insurance (Topics 9)
City of Mountain
View
Between July -
September
N/A Mountain View sent out Valley Water’s Get Flood Ready flier as a utility billing insert to every City utility customer in December 2022.
(PA OP #11) Sends the “Are You Ready for Winter Storms?’ flier (aka utilities insert) to all residents and businesses in the City, along with their utility bills (Topics 1-9)
City of Palo Alto Each Fall N/A Palo Alto sent “Are You Ready for Winter Storms?” fliers to all residents and businesses along with their utility bills in October 2022. The social media ad campaign (i.e. Facebook, Instagram, Nextdoor) was also included in the utility bills that went out in October 2022.
(PA OP #12) Sends out utility announcement, “Anytime it can rain, it can flood.

Don’t get caught off-guard” (Topics 1, 2,3, 4, 5, 6, 7, & 9 – will pursue adding other topic)
City of Palo Alto Each
March/April
N/A Palo Alto sent a utility announcement as an informational announcement on utility bills went out in December 2022.

Effective FY 23, the City’s Public Works Department has 3 ATTACHMENT NO. 2
Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
shifted from the March/April time frame of this
announcement, to December each year.
(PA OP #13) The city distributes various flood preparedness and safety documents, including FEMA NFIP materials for public/policyholders City of Palo Alto Year Round N/A Palo Alto distributed flood preparedness documents, including the emergency starters kit, to the local libraries and also made informational materials available in the HQ lobby.
(SC OP #14) Mails out a citywide newsletter for residents and businesses called “Inside Santa Clara” (Topics 1-9)
City of Santa Clara Each fall N/A Santa Clara: Citywide newsletter was sent to residents and is available on the city website in November 2022.

Educate our community
on flood protection and
preparedness measures
Increase in ‘hits’ on
Valley Water and
communities Flood
Protection Resources
webpage
____________________
__
These website projects
are credited under
Activity 350 – Flood
Protection Information,
element c). Flood
protection website
(WEB),
not credited under
Activity 330
Note: To receive any
WEB credit, the
community’s website
must meet the following
criteria:

The community must
check the website’s links
at least monthly, and fix
those that are no longer
accurate. At least
annually, the community
must review the content
to ensure that it is still
current and pertinent
(VW OP #15) Flood Ready webpage: Flood & Safety, Flood Protection Resources, includes floodplain and countywide mailers
https://www.valleywater.org/floodready
Valley Water Year Round All Santa Clara
County CRS
Communities
Valley Water’s flood protection resources landing page
includes the most current version of the annual floodplain mailer “Our Climate Has Changed - Be Aware, Be Prepared, Take Action”(dated 11/22
https://online.flipbuilder.com/tkap/tmie/) and “Floods Can Follow Drought” countywide mailer (dated 10/2022
https://s3.us-west-1.amazonaws.com/valleywater.org.us-w est-1/s3fs-public/2022-10-26_Drought%20Countywide%20
Mailer.pdf ), and “You Live in a Flood Zone, Make Sure You Are Ready. Do You Know What to Do Before, During, and
After a Flood”’ trifold (dated 12/2022
https://online.flipbuilder.com/tkap/zmox/).

Cupertino’s “Floodplain Management” webpage has a link
that redirects to Valley Water’s Flood Ready landing page.

Gilroy’s “Flood Management” and “Emergency
Preparedness” web pages link to Valley Water’s Flood ready landing page.

Los Altos’ “Floodplain Management Information” web page links to Valley Water’s Flood Ready web page.

Morgan Hill’s “Floodplain Management” landing page
redirects to Valley Water’s Flood Ready landing page.

Palo Alto’s “Flood Information and Winter Storm
Preparedness” webpage redirects to Valley Water’s Flood Ready landing page.

City of Santa Clara’s “Flood Protection Information” web page redirected to Valley Water’s Flood Ready page.

All Santa Clara communities flood protection resource
landing pages redirect to Valley Water’s Flood Ready
landing page.
4 ATTACHMENT NO. 2
Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
(ALL OP #16) All communities’ website flood protection resources webpage includes language that contains the three additional PPI priority messages noted below:

7. Develop an emergency plan

8. Download disaster apps

9. Understand shallow flooding risks––don’t drive through standing water All Santa Clara
County
Communities
Year Round N/A Valley Water’s flood protection resources landing page includes the top 6 CRS priority topic messages, as well as the 3 additional messages identified in the 2021 PPI (page 45).

Cupertino’s “Floodplain Management” webpage has a link
to Valley Water’s annual mailer which includes the CRS 9 topics.

Gilroy’s “Emergency Preparedness”' webpage redirects to Valley Water’s Flood Ready landing page, ‘9 Essential Tips to Get Flood Ready.’ Our Emergency Preparedness page also
includes topics 7, 8, and 9.

Morgan Hill’s “Flood Information, Floodplain Management” webpage includes a link to the “2021 Flood Report” that includes the CRS 9 topics.

Palo Alto’s utility insert includes all three additional PPI priority messages, and the Flood Information and Winter Storm Preparedness website has a link to the utility insert which shows the three additional PPI.

City of Santa Clara’s “Flood Protection Information” web page includes resources for preparedness.
(SCC OP #17) Hosts a “Storm and Flood Information and Resources” webpage available for all residents in the county, includes re-directing to www.floodsmart.gov https://www.sccgov.org/sites/opa/Pages/storm.aspx Santa Clara County
Office of Public
Affairs
Year Round N/A Santa Clara County: No update available - non-CRS participating community
(SCC OP #18) Hosts a “Flood Safety Information” webpage, includes re-directing to www.valleywater.org/floodready https://cpd.sccgov.org/flood-safety-information Santa Clara County
Consumer
Protection Division
Year Round N/A Santa Clara County: No update available - non-CRS participating community
(SCC OP #19) Hosts a “Be a Prepared Community Member” webpage that includes emergency preparedness information
https://emergencymanagement.sccgov.org/be-prepared-community-member Santa Clara County
Office of
Emergency
Management
Year Round N/A Santa Clara County: No update available - non-CRS participating community
(SCC OP #20) Hosts a “People with Access and Functional Needs (AFN)” webpage https://emergencymanagement.sccgov.org/people-access-and-functional-needs-a fn
Santa Clara County
Office of
Emergency
Management
Year Round N/A Santa Clara County: No update available - non-CRS participating community
5 ATTACHMENT NO. 2
Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
(CUP OP#21) Hosts a “Citizen Preparedness” webpage that includes emergency preparedness information, includes re-directing to Valley Water’s www.valleywater.org/floodready webpage
https://www.cupertino.org/residents/community-services-programs/emergency-s ervices/citizen-preparedness
City of Cupertino
Office of
Emergency
Services
Year Round N/A Cupertino has archived the “Citizen Preparedness” webpage and created a new “Floodplain Management”
webpage:
https://www.cupertino.org/our-city/departments/public-w orks/permitting-development-services/floodplain-manage
ment
(GIL OP #22) The city hosts an “Emergency Preparedness” webpage Emergency Preparedness | Gilroy, CA - Official Website (cityofgilroy.org) (listed in Appendix B) City of Gilroy
Fire Department
Year Round N/A Gilroy continues to maintain an “Emergency Preparedness” webpage, including a link that redirects to Valley Water’s Flood Ready landing page, the National Weather Service
webpage, Ready.gov, FloodSmart.gov, and the City’s Flood Management webpage. The Emergency Preparedness
webpage is reviewed once a month and updated as needed. (LA OP #23) The city’s Public Works Department hosts a ‘Flood Zone Information’ webpage on its website (listed in Appendix B)
https://www.losaltosca.gov/publicworks/page/flood-zone-information City of Los Altos
Public Works
Department
Year Round N/A Los Altos’ webpage is updated as needed. The webpage URL is:
https://www.losaltosca.gov/publicworks/page/floodplainmanagement-information (LAH OP #24) The town hosts a “Flood Information” webpage on the town’s website. This webpage includes information on the PPI nine topics, including a supporting message. The webpage redirects to the following key resource websites: www.valleywater.org/floodready, www.floodsmart.org, www.ready.gov, and www.weather.gov
Town of Los Altos
Hills
Year Round N/A Town of Los Altos Hills: No update available - non-CRS participating community
(LG OP #25) The town’s website encourages residents and businesses to purchase flood insurance and redirects visitors to www.floodsmart.gov Town of Los Gatos Year Round N/A Town of Los Gatos: No update available - non-CRS participating community
(MIL OP #26) The city’s’ website has a “Flood Information” webpage that contains information on several of the PPI message topics; the webpage also redirects to Valley Water, FEMA, NOAA, www.floodsmart.gov, www.Ready.gov, and USGS webpages
The city’s website also has a “Important Flood Hazard Information” webpage that contains information on several of the PPI message topics; the webpage also redirects to Valley Water, FEMA, NOAA, www.floodsmart.gov (listed in Appendix B)
https://www.ci.milpitas.ca.gov/milpitas/departments/engineering/flood-informat ion/
City of Milpitas
Engineering
Department
Year Round N/A Milpitas: On-going.

Link:
https://www.ci.milpitas.ca.gov/milpitas/departments/engin eering/flood-information/
(MH OP #27) The city’s website has a “Flood Information, Floodplain Management” webpage that contains city’s flooding information which redirects to their Floodplain Management page and includes a link to the city’s latest annual “Flood Report.” The webpage redirects Valley Water’s flood ready webpage and also contains FEMA flood information
http://www.morgan-hill.ca.gov/747/Flood-Information
City of Morgan Hill
Engineering Land
Development
Year Round N/A Morgan Hill’s “Flood Information, Floodplain Management” webpage will be updated to include a link to the “2023
Flood Report” brochure.
6 ATTACHMENT NO. 2
-
I
,.._
Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
Floodplain Management | City of Morgan Hill, CA - Official Website (MH OP #28) The city’s website has an “Emergency Preparedness’ webpage (listed in Appendix B) http://www.morgan-hill.ca.gov/133/Emergency-Preparedness City of Morgan Hill
Police Department
Year Round N/A Morgan Hill continues to maintain its “Emergency Preparedness” landing page.

The Emergency Preparedness landing page promotes “Do
1 Thing” a 12-month program with a goal of assisting the community to be better prepared for emergencies and
disasters. This information was also included in the “Weekly 411.”
(MV OP #29) Hosts a “Flood Protection and Insurance Information” webpage on its website (listed in Appendix B)
www.mountainview.gov/depts/pw/flood_protection.asp
City of Mountain
View Public Works
Department
Year Round N/A City of Mountain View’s “Flood Protection and Insurance Information” web page includes resources for
preparedness.
(PA OP #30) Hosts a “Floodplain Management” webpage (listed in Appendix B) https://www.cityofpaloalto.org/gov/depts/pwd/stormwater/floodzones.asp City of Palo Alto
Public Works
Department
Year Round N/A Palo Alto continues to host the “Floodplain Management” webpage that has all relevant information regarding flood plain management topics.
(PA OP #31) Hosts a “Flood Safety Tips” webpage www.cityofpaloalto.org/storms; flood_safe_11-16.cdr (cityofpaloalto.org)
City of Palo Alto
Public Works
Department
Year Round N/A Palo Alto continues to host the “Flood Information and Winter Storm Preparedness Webpage” which has links to
the “Flood Safety Tips” flier under ‘Before the Storm
Additional Information.’
(PA OP #32) Hosts a ‘Creek Monitor’ webpage (listed in Appendix B) https://www.cityofpaloalto.org/gov/depts/pwd/creek_monitor/default.asp City of Palo Alto
Public Works
Department
Year Round N/A Palo Alto continues to host the real time creek monitor webpage that warns residents of imminent danger of
flooding.
(PA OP #33) Hosts a “Flood Information and Winter Storm Preparedness” web page which contains useful information for flood readiness (listed in Appendix B) https://www.cityofpaloalto.org/services/public_safety/flood_information_winter _storms/default.asp
City of Palo Alto
Office of
Emergency
Services
Year Round N/A Palo Alto continues to host the “Flood Information and Winter Storm preparedness” website has useful
information on flood preparedness for before storm, during storm and after storm.
(SJ OP #34) The city’s webpages includes a “Flood Hazard Zones” webpage which includes information of flood preparedness
https://www.sanjoseca.gov/your-government/departments/public-works/develo pment-services/floodplain-management
City of San Jose
Public Works,
Development
Services
Year Round N/A San Jose: Website includes flood zone and flood smart information. Updated link:
https://www.sanjoseca.gov/your-government/departments
-offices/public-works/development-services/flood-hazard-z one
(SC OP #35) The city’s “Flood Protection Information” webpage contains valuable information on flood related topics
https://www.santaclaraca.gov/our-city/departments-g-z/public-works/engineerin g/flood-protection (also listed in Appendix B)
City of Santa Clara Year Round N/A Santa Clara: Website is updated and maintains flood topic information
(SAR OP #36) The city’s website encourages residents/businesses to purchase flood insurance and redirects visitors to www.floodsmart.gov City of Saratoga Year Round N/A Saratoga: No update available - non-CRS participating community
(SAR OP #37) The city has a “Staying Safe, Winter Storms” webpage. They have also linked the city’s Winter Storms webpage to Valley Water’s Flood Ready webpage https://www.saratoga.ca.us/218/Winter-Storms
City of Saratoga Year Round N/A Saratoga: No update available - non-CRS participating community
7 ATTACHMENT NO. 2
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~
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Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
(SUN OP #38) The city has a “Flood Protection” webpage Sunnyvale, CA - Flood Protection (listed in Appendix B)
City of Sunnyvale Year Round N/A Sunnyvale: The City continues to maintain its flood protection website.

Topics 1-9 and supporting messages
Flood Awareness Media Campaign, including social media
Educate our community
on flood protection and
preparedness measures
(VW OP #39) Conducts a flood awareness media campaign, reaching the community at large, including our multilingual community. Many of the Santa Clara County CRS Communities recognize Valley Water’s Flood Awareness Campaign and link it on their community’s flood information web page and redirect to Valley Water’s Flood Ready webpage (Topics 1-9) Campaign features social media videos and postings on various platforms (i.e., Facebook, Twitter, Instagram, Nextdoor, etc.), digital banners, newspaper advertorials, radio ads, billboards, utility bill inserts for communities to use, communities redirect to ValleyWater.org/FloodReady and television/mobile ads targeting residents who live in flood-prone areas and multilingual ethnic communities
Valley Water
Communications
Annually, for
the duration of
the rainy
season,
typically from
November to
April
All Santa Clara
County CRS
Communities
The Flood Awareness Campaign lasted four months, from
mid-November 2022 to February 2023. The paid
advertisement campaign cost a total of $330,000.

Valley Water’s FY23 Annual Flood Awareness Campaign
continued the shift from general digital and public space advertising to a series of direct mailings to the 51,120 homes and businesses in Santa Clara County's FEMA SFHA.

As part of Valley Water’s FY23 Flood Awareness Campaign, Valley Water sent two separate targeted mailers to all
homes and businesses in or near a high-risk flood area, as designated by the FEMA SHFA. The mailers were
multilingual (English, Spanish, Chinese, and Vietnamese) and are posted on Valley Water’s website.

1. Annual Floodplain Mailer (FPM) - Valley Water’s
multi-language (English, Spanish, Chinese, and
Vietnamese) annual FPM “Our Climate Has Changed -
Be Aware, Be Prepared, Take Action” (dated 11/22)
mailed on November 28, 2022.
https://online.flipbuilder.com/tkap/tmie/

2. Trifold “You Live in a Flood Zone– Make Sure You Are Ready. Do You Know What to Do Before, During, and
After a Flood?” mailed on
January 6, 2023.
https://online.flipbuilder.com/tkap/zmox/
Additionally,, ‘Are You Flood Ready?’ multilingual
postcards that included the 9 CRS topics and supporting messages, and links to various flood
readiness/preparedness webpages were produced and
distributed.
https://www.valleywater.org/are-you-flood-ready
Requested copies of the FPM, postcards and trifold mailers were sent to all Santa Clara County cities and county
Public Works and Planning Departments.

In mid-November 2022, Valley Water’s 2022-2023 Flood
Awareness Outreach Partner Social Media Toolkit “Our
Climate Has Changed,” was made available for download to all partnering agencies, including CRS communities. The 8 ATTACHMENT NO. 2
Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
toolkit provided links to the multilingual floodplain mailer, Flood Can Follow Droughts 2001-2023 Timeline, ‘Are You
Flood Ready?’ postcard, and social media graphics and
videos, that included messages for all nine flood awareness tips (PPI CRS message topics), and blog posts for all Santa Clara County communities to use.
https://www.dropbox.com/s/p438zrw8lwi614r/Flood%20A
wareness%202022-2023%20Partner%20Toolkit.pptx?dl=0.

During FY23, Santa Clara County experienced a drought
emergency. Valley Water’s annual FPM reminded
everyone that flooding can happen anytime it rains, and that climate change has made extreme weather the new
normal. Drought conditions can harden the ground and
increase run-off to streams and creeks during the first few days of heavy rain, increasing the risk of flooding. In addition, the flood mailer showcased Valley Water's
ongoing flood protection projects in areas susceptible to flooding.

In FY23 the FPM featured a QR code, a cling with
important flood safety websites, a detachable emergency phone list, photos of our most recent flood protection
projects and a graphic image displaying how historical
floods have followed droughts in Santa Clara County (see below attached “Santa Clara County Floods & Droughts
Timeline [2001-2023]).

Valley Water also deployed a small-scale multilingual social media campaign, with the slogan "Flooding can happen
during a drought," on social media and web platforms. The campaign launched in Winter FY23, starting with the
season's first rains, and continuing through March 2023.

At the May 16, 2023 CRS Users Group/PPI Committee
Meeting, Adam Probolsky shared the FY 22-23
post-campaign polling results.
● 39% recalled receiving mail with information about
flood safety (59% in 2021-22).
● 64% are confident they have taken all necessary
precautions to protect themselves from floods
(76% in 2021-22).
● 43% rate the job Valley Water is doing at keeping them informed as excellent, good, or fair
(61% in 2021-22).
9 ATTACHMENT NO. 2
Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
● 48% is aware that their home is located in a food zone awareness over last year
(56% in 2021-22).
● 39% of respondents clearly understood Valley Water’s
three main calls to action to be Flood Ready [develop an emergency plan, build an emergency kit, and get flood
insurance] (58% in 2021-22).
● 39% respondents have flood insurance; 15% of renters
polled, have insurance (51% in 2021-22).

The results above demonstrate an effective campaign that is less expensive than general advertising, yielding a savings of approximately $150,000 with more robust results. We
will continue with targeted mailings to the FEMA SFHA as our outreach strategy for the flood awareness campaign
rather than targeted advertising.

All Santa Clara communities support and promote Valley
Water’s outreach projects.

Los Altos included an insert provided by Valley Water to all residents and businesses via a refuse collection bill insert in November 2022 (non-residential) and January 2023
(residential).

Morgan Hill’s flood preparedness outreach efforts for FY23 are listed below:
● August 2, 2022 - Hosted ‘National Night Out.’ Flood
preparedness information (Valley Water floodplain
mailer, red ‘Get Flood Ready’ which includes an
emergency supply list tote bags, etc.) were distributed. ● September 2022 - Announced in its Weekly 411 that
September was National Emergency Preparedness
Month.
● October 2022 - Starting in June 2022, began
participating in the ongoing statewide agency
coordination calls that led up to California Flood
Preparedness Week held during the week of October
22-29, 2022. The City also supported Valley Water’s
efforts throughout the month of October 2022
promoting flood preparedness.
● January 2023 - Included information regarding
flooding and weather precautions via the “Weekly
411.” Additionally, later in the month, another
“Weekly 411” included information on signing up for
Alert SCC and information on flood preparedness.
10 ATTACHMENT NO. 2
Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
● March 2023 - Promoted “Do 1 Thing” s a 12-month
program with a goal of assisting the community to be
better prepared for emergencies and disasters. This
information was included in the “Weekly 411” and is
also included on the City’s Emergency Preparedness
landing page:
https://www.morgan-hill.ca.gov/133/Emergency-Prep
aredness
(VW OP #40) As part of the flood awareness campaign, a ‘Get Flood Ready, Social Media and Web Resources Guide’ is provided to all cities/county in Santa Clara County for their use as part of their outreach efforts
Valley Water Upon the
completion of
the annual
FPM
All Santa Clara
County CRS
Communities
In mid-November 2022, Valley Water’s 2022-2023 Flood
Awareness Outreach Partner Social Media Toolkit “Our
Climate Has Changed,” was made available for download to all partnering agencies, including CRS communities. The toolkit provided links to the multilingual floodplain mailer, Flood Can Follow Droughts 2001-2023 Timeline, ‘Are You
Flood Ready?’ postcard, and social media graphics and
videos, that included messages for all nine flood awareness tips (PPI CRS message topics), and blog posts for all Santa Clara County communities to use.
https://www.dropbox.com/s/p438zrw8lwi614r/Flood%20A
wareness%202022-2023%20Partner%20Toolkit.pptx?dl=0.

All Santa Clara communities support and promote Valley
Water’s outreach projects.

Los Altos has included links to the flood awareness
campaign web resources in electronic newsletters during the 2022/2023 flood season and on the city’s website.

Morgan Hill’s Public Information utilizes Valley Water’s Get Flood Ready social media and resources as they deem
applicable on any given period.

Palo Alto has Valley Water’s Flood Awareness Campaign
linked on the City’s Flood Information and Winter Storm Preparedness website.

Santa Clara has Valley Water’s Flood Awareness Campaign linked on the City’s Public Works, Engineering, Flood
Protection Information landing page on their website.
(SCC OP #41) Shares Valley Water’s digital social media resource links during the flood season. The “Floods Follow Fires. Are you Ready?” and “Got Sandbags” messages redirect to Valley Water’s website. Messages are used on social media, short form newsletter, short form email, web, and Nextdoor Santa Clara County
Office of
Emergency
Management
Year Round N/A Santa Clara County: No update available - non-CRS participating community
11 ATTACHMENT NO. 2
Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
(CUP OP #42) Recognizes the robust social media campaign led by Valley Water and has linked the city’s main flood preparation webpage to Valley Water’s Flood Ready webpage
City of Cupertino Year Round N/A Cupertino continues to maintain the “Floodplain Management” webpage, including a link that redirects to Valley Water’s Flood Ready webpage.
(GIL OP #43) The city recognizes Valley Water’s Flood Awareness Campaign and has linked the city’s main flood webpage to Valley Water’s Flood Ready webpage City of Gilroy Year Round N/A Gilroy: The “Emergency Preparedness” and Public Works “Flood Management” webpage both link to Valley Water’s
Flood Ready webpage.
(LAH OP #44) The town recognizes Valley Water’s Flood Awareness Campaign and has linked the town’s main flood webpage to Valley Water’s Flood Ready webpage Town of Los Altos
Hills
Year Round N/A Town of Los Altos Hills: No update available - non-CRS participating community
(LG OP #45) Recognizes Valley Water’s Flood Awareness Campaign and has linked the Town’s main flood webpage to Valley Water’s Flood Ready webpage Town of Los Gatos Year Round N/A Town of Los Gatos: No update available - non-CRS participating community
(MV OP #46) The city does a social media notification about storm preparation for winter storms ahead of time. The notification directs residents to their “Flood Protection and Insurance Information” webpage. The city has also linked the city’s webpage to Valley Water’s Flood Ready webpage
City of Mountain
View
Year Round N/A Mountain View shared several social media posts before, during and after the major rain events during the winter.

Posts included information on preparation, forecasts for rain events and real time updates on current flooding . (SC FRP #47) City publishes social media posts, on Facebook, Twitter, and other platforms, focused on safety.

The city has prepared a pre-flood plan (FRP) for public information projects that will be implemented before, during, and after a storm/flood, as well as identifying who is responsible for posting these messages, what type of events they apply to, what social media platforms to post to and how often
City of Santa Clara
Office of
Emergency
Services
During the
storm season
N/A Santa Clara: Information was posted on social media for flood awareness week led by City Streets Division
(SJ OP #48) Recognizes Valley Water’s Flood Awareness Campaign and has linked the city’s main flood webpage to Valley Water’s Flood Ready webpage. Keeps Valley Water’s floodplain mailer static location at City Hall for residents to pick-up and is also distributed at various events throughout the year City of San Jose Year Round N/A San Jose places Valley Water’s FPM at City Hall and their website redirects to Valley Water’s Flood Ready webpage.

The City recognizes and supports Valley Water’s Flood
Awareness Campaign.
(SAR OP #49) Recognizes Valley Water’s Flood Awareness Campaign and has linked the city’s main flood webpage to Valley Water’s Flood Ready webpage City of Saratoga Year Round N/A Saratoga: No update available - non-CRS participating community
(SAR OP #50) The city does a social media notification about storm preparation for winter storms ahead of time
City of Saratoga Year Round N/A Saratoga: No update available - non-CRS participating community
(SUN OP #51) The city actively posts flood safety and preparedness messaging through social media platforms (i.e., Facebook and Twitter) City of Sunnyvale
Environmental
Services
During the
rainy season
(October –
March)
N/A Sunnyvale: City staff posted information to Facebook regarding keeping the storm drain clear to prevent clogging. 12 ATTACHMENT NO. 2
I
____________ I __ _
I
____________ I __ _
Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
Topics 1-9 and supporting messages
Community Events – Distribute flood preparedness materials to the community
Educate our community
on flood protection and
preparedness measures
Increase in ‘hits’ on
Valley Water and cities
Flood Protection
Resources pages and
improve Valley Water’s
Flood Campaign results
Residents less stress
during emergencies and
better prepared before a
flood event
(VW OP #52) Copies of Valley Water’s multilanguage floodplain mailer is made available to all Santa Clara County CRS Communities to disseminate at various events, including keeping the mailer static in lobby areas for visitors to pick-up.

Valley Water attends various communities’ events/fairs throughout the county and disseminates flood readiness materials, including various FEMA flood-related publications and Valley Water flood ready materials (Topics 1– 9) Valley Water Annually,
September -
May
All Santa Clara
County CRS
Communities
Valley Water’s FY23 Annual Flood Awareness Campaign
continued the shift from general digital and public space advertising to a series of direct mailings to the 51,120 homes and businesses in FEMA SFHA for Santa Clara
County.

Valley Water’s multi-language (English, Spanish, Chinese, and Vietnamese) annual FPM “Our Climate Has Changed -
Be Aware, Be Prepared, Take Action” (dated 11/22) was
mailed on November 28, 2022 to all parcels in the FEMA
SFHA and copies were mailed to all Santa Clara County
cities and county Public Works and Planning Departments in December 2022.

The below table reflects the quantities requested/sent
by/to the agency.

Community Floodplain
Mailer
Postcard
City of Los Altos 50 100
Town of Los Altos Hills 25 150
City of Milpitas 50 25
City of Mountain View 25 25
City of Cupertino 100 100
VW CRS Program 150 300
All other cities/county (10 ct. ) 25 25
The FPM is posted on our website
https://online.flipbuilder.com/tkap/tmie/.

Valley Water’s 2022-2023 Flood Awareness Outreach
Partner Toolkit was made available for download to all
partnering agencies:
https://www.dropbox.com/s/p438zrw8lwi614r/Flood%20A
wareness%202022-2023%20Partner%20Toolkit.pptx?dl=0 .

The toolkit includes the following:
● Key flood outreach messages,
● SFHA FPM (multilingual)
● Flood awareness double-sided flier (multilingual)
for digital use and print,
● Digital multilingual ads (web and social media),
and
● Flood Awareness text, tips, and URLs
(multilingual).
13 ATTACHMENT NO. 2
Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
Cupertino distributes copies of Valley Water’s Floodplain Mailer at various fairs/events and provides additional
copies for the public on display at City Hall.

Los Altos distributes copies of the Valley Water’s Floodplain Mailer and postcards at City Hall and Community Center
buildings.

Palo Alto distributes Valley Water’s multi-language
floodplain mailer during fairs during Earth Day event and Palo Alto’s Open House every year.

Santa Clara: Fliers and additional information are currently at city hall and public library.
(CUP OP #53) Distributes flood readiness outreach materials at various events/ facilities
City of Cupertino Year Round, as
needed
N/A Cupertino distributes copies of Valley Water’s Floodplain Mailer and other promotional items provided by Valley
Water at various fairs/events and provides additional copies of the mailer for the public on display at City Hall.
(GIL OP #54) Participates in two fair/events: Gilroy Garlic Festival (GF) and city’s Public Works Week Community Open House (PWWCOH)
City of Gilroy End of July
(GF)
Typically, in
May
(PWWCOH)
N/A Gilroy: There was no Garlic Festival (due to the shooting at this festival in July 2019, the City has postponed this event indefinitely) or PWWCOH in 2023, so no materials were
distributed at those events. However, on October 4, 2022, the City hosted National Night Out where flood readiness materials were distributed.
(LAH OP #55) Hosts two events - Earth Day (ED) and the Town Picnic (TP) Town of Los Altos Hills
Annually,
Spring (ED) and
late Summer
(TP)
N/A Town of Los Altos Hills: No update available - non-CRS participating community
(MIL OP #56) Distributes FEMA flood-related publications at various events City of Milpitas Year Round N/A Milpitas: Ongoing. Distributing flood ready kits and information on “Earth Day” which is on April 22, 2023.
(MV OP #57) The city participates Mountain View Art & Wine Festival (MVA&WF) and Thursday Night Live (TNL) and distributes flood preparedness information City of Mountain
View
Each
September
(MVA&WF)
Months of
June/July (TNL)
Valley Water Many events have changed post-COVID. Mountain View attends various events such as Earth Day, Public Works
Week and distributes flood readiness fliers and handouts during these events.
(PA OP #58) Staff hosts a flood readiness table at city’s annual Earth Day (ED) event and at the city Municipal Corporation Open House (MCOH). Upon request, the city also participates in other fairs and promotes flood readiness, including Creekwise mailer/brochure
City of Palo Alto Each April (ED)
and July
(MCOH)
Can vary
depending on
requests made
to City to
support fairs
Palo Alto was not able to host a flood readiness table at the Earth Day Event, however, in substitute to that, the City will host a table at the July 4th event (FY24) and City Municipal Corporation Open House which will be held on July 15,
2024 (FY24). During FY23, the City provided the local library with flood readiness materials, including the emergency starter kits.
14 ATTACHMENT NO. 2
________ I __ _
Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
(SJ OP #59) Staff hosts and participates in the ‘Building Permits and Home Safety Open House.’ The city’s also hosts ‘Pumpkins in the Park’ event which Valley Water staff participates in and promotes flood preparedness City of San Jose Each May and
October
Valley Water San Jose hosts the annual Building and Home Safety Open House. However, this year’s event was on hold due to
COVID-19 pandemic. The Open House is scheduled to be
back on 7/18/23. The City hosted “Pumpkins in the Park” on 10/8/22. Valley Water hosted an information booth and distributed flood preparedness information on flood safety and emergency preparedness materials, including Valley
Water’s annual floodplain mailer.
(SC OP #60) City hosts a flood readiness table at the Art & Wine Festival. Valley Water also sponsors a table at the festival promoting flood preparedness and distributes various flood readiness materials to the community City of Santa Clara Each
September
N/A Santa Clara: Flood readiness table was set-up at Arts & Wine Festival September 2022. Flood promotional packets and fliers provided by Valley Water were distributed to visitors.

Topic 3: Protect people from the flood hazard
Message 3A - Put your 3-day emergency kit together
Message 3B - Follow evacuation orders
Message 3C – Learn the best route to high ground
Topic 9: Understand shallow flooding risks – don’t drive through standing water
Message 9A - Understand shallow flooding risks - don’t drive through standing water
FEMA’s message: “Turn Around Don't Drown®.”
Less damage due to the
floods; improve sandbag
distribution
Fewer accidents and
rescues
(SUN OP #61) City has permanent “Road May Flood” street signs in areas of the City prone to flooding and promotes the “Flood Zone Look Up” featured on the city’s website
City of Sunnyvale Year Round N/A Sunnyvale: Ongoing. City staff still promote the use of the “Flood Zone Lookup.”
Topic 4: Protect your property from the flood hazard
Message 4A - Protect your property from the flood hazard Message 4B - Prepare your home
Message 4C - Sandbags can offer protection against a foot or less of floodwater
Message 4E - Get sandbags before a flood
Topic 5: Build responsibility
Message 5A - Build responsibly in floodplains
Message 5B - Comply with development requirements
Message 5C - Check with your local floodplain manager before you build Increase in inquiries on
retrofitting measures.

Decrease the number of
repairs and elevations
without permits.

Increase number of
repairs with permits
Ensure people who are
interested in protecting
their property from
flooding are getting the
help they need
Keep families safe
(CUP OP #62) The city offers Flood Protection Assistance, Property Protection Advice. Staff provides in-person flood risk consultation at the front counter and/or site visits when requested
City of Cupertino Year Round N/A Cupertino: Ongoing. The City maintains a log of FEMA-related requests.
(MIL OP # 63) The city offers Flood Protection Assistance, Property Protection Advice and provides in-person flood risk consultation at the front counter City of Milpitas Year Round N/A Milpitas: Ongoing. City maintains logs of FEMA-related requests.
(SC OP #64) The city offers Flood Protection Assistance, Property Protection Advice
City of Santa Clara Year Round N/A Santa Clara: On-going per requests to the city Topic 6: Protect natural floodplain functions
Message 6A -Keep creeks clean and flowing
Message 6B - Keep debris and trash out of our streams
Message 6C - Don’t pollute, dump, or drain anything in creeks Cleaner streams and
fewer dumping
violations
Fewer debris blockages
during high-flow events
Drainage inspectors
report fewer calls and a
(VW OP #65) “Do Not Dump”/illegal dumping message is sent each year to all Santa Clara County residents in Valley Water’s CWM and FPM Valley Water
Communications
Each late
October or
November
(CWM)
Each
November/
December
(FPM)
All Santa Clara
County CRS
Communities
Valley Water’s FY23 FPM included the 'Do Not Dump'
messaging. Additionally, Valley Water’s website flood ready landing page contains ‘Do not pollute, dump, or drain
anything in creeks’ under the ‘Before a Flood’ section. https://www.valleywater.org/flooding-safety/flood-ready/fl ood-safety-advice
Valley Water hosted Coastal Cleanup Day (CCD) on
September 17, 2022 (Results: 1,056 people participated;

52.905 distance cleaned miles; 25,912.83, includes
15 ATTACHMENT NO. 2
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Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
decrease in the amount
of trash removed
recyclables, weight of trash collected; 2,217.25weight of recyclables collected), and
National River Cleanup Day (NRCD) on May 20, 2023
(Preliminary Results: 676 people participated; 50.54
distance cleaned miles; 28,981.02 includes recyclables, weight of trash collected; 1,500.11 weight of recyclables collected). Several of our CRS communities participated. https://cleanacreek.org/past-results-2/
Several Santa Clara communities participate in these
clean-up events..

Cupertino’s “Floodplain Management” webpage has a link
to Valley Water’s Floodplain Mailer. The City also includes the “Do Not Dump” messaging in The Cupertino Scene’s
annual flood preparedness article.

Morgan Hill includes this message in their annual Flood Report. The report is posted on the City’s “Floodplain
Management” landing page.

Palo Alto has Valley Water’s CWM and FPM linked on the
City’s Flood Information and Winter Storm Preparedness
website.
(VW OP #66) “Do Not Dump” signs placed by waterways/channels Valley Water O&M Year Round N/A Valley Water’s Operations & Maintenance continues its practice of placing ‘Do Not Dump’ signs on waterways/
channels.
(VW OP #67) Lists Pollution Hotline number in all Project Notices Valley Water Communications
Year Round N/A Valley Water’s project notices lists the pollution hotline number.
https://www.valleywater.org/project-updates/your-neighbo rhood
(SCC OP #68) Storm Drain Stenciling/Medallion Program Santa Clara County Year Round All Santa Clara County CRS
Communities
Palo Alto installs Storm Drain Stenciling/Medallion on all public right of way catch basin and inlets.

City of Santa Clara: Stenciling/Medallion installed on public catch basins/inlets.

Santa Clara County: No update available - non-CRS
participating community.
(SUN OP #69) The city’s “Horizon” newsletter, includes Do Not Dump messaging City of Sunnyvale Annually, fall N/A Sunnyvale: The City still produces the Horizon newsletter and includes a “Do Not Dump” message. It was published in fall 2022.
16 ATTACHMENT NO. 2
Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
(ALL OP #70) Developments that are modifying or constructing new catch basins/storm drains/inlets are required, per the below-noted permits, to stencil the “No Dumping! Flows to Bay.” In addition, some of these cities require all bid documents for capital projects which are modifying or constructing new catch basins, and require the contractors to install the same stencil. The program is also highlighted on cities’ websites.
▪ South County municipalities are subject to the statewide “Phase II” NPDES Permit
▪ North County municipalities are subject to the SF Bay Municipal Regional Stormwater NPDES Permit
All
Add Headings
(Format >
Paragraph styles)
and they will
appear in your
table of contents.

Year Round N/A Valley Water mark’s each inlet with a “No Dumping! Flows to Bay” message on Valley Water properties.

Cupertino requires all storm drain inlets to include a
medallion with “NO DUMPING - FLOWS TO CREEK/BAY” for
development projects.

Gilroy requires all new storm inlets and catch basins to include a stencil or medallion with no dumping, flows to creek/waterway language for development projects.

Morgan Hill requires all storm drain inlets and catch basins within the project area of development applications to be stenciled with prohibitive language (such as: “NO DUMPING – DRAINS TO CREEK”) and/or graphical icons to discourage illegal dumping.

Mountain View requires all storm drain inlets to include a medallion with “NO DUMPING - FLOWS TO CREEK/BAY” for
development projects.

Palo Alto requires all storm drain inlets to include a
medallion with “NO DUMPING-FLOWS TO CREEK/BAY” for
development projects.

City of Santa Clara provides and installs “No Dumping Flows to Bay” plaques near each catch basin for any new storm drain inlets constructed as part of a project per the City specifications
(CUP OP #71) The city’s annual flood notice in the local newsletter, ‘The Cupertino Scene,’ contains dumping is illegal messaging and how to report City of Cupertino Annually,
October
-November
N/A Cupertino includes the “Do Not Dump” messaging in The Cupertino Scene’s annual flood preparedness article.
(CUP OP #72) Participates in clean-up events: the annual National River Clean-up Day (NRCD) and Coastal Clean-Up Day (CCD). They coordinate with Valley Water on both these clean-up efforts. The city also participates in Valley Water’s Adopt-a-Creek Program
City of Cupertino Each May
(NRCD) and
September
(CCD)
Volunteers
Valley Water
Stream
Stewardship
Cupertino participated in Coastal Clean-Up Day on 9/17/22 and National River Clean-Up Day on 5/20/23.

The City no longer participates in Valley Water’s
Adopt-a-Creek Program.
(LAH OP #73) The town participates in annual clean-up events: National River Clean-up Day (each May) and Coastal Clean-up Day (each September) and coordinates volunteers. They coordinate with Valley Water on both these clean-up efforts. The town also participates in Valley Water’s Adopt-a-Creek Program
Town of Los Altos
Hills
Each May
(NRCD) and
September
(CCD)
Volunteers
Valley Water
Stream
Stewardship
Town of Los Altos Hills: No update available - non-CRS
participating community.
17 ATTACHMENT NO. 2
Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
(MIL OP #74) “Flood Public Advisory” brochure contains dumping is illegal messaging and how to report
City of Milpitas Each
December or
January
N/A Milpitas: The City’s flood advisory utility bill insert has information about illegal dumping and how to report it. (MIL OP #75) Participates in annual clean-up events: National River Clean-up Day (NRCD) and Coastal Clean-Up Day (CCD). They coordinate with Valley Water on both these clean-up efforts. The city also participates in Valley Water’s Adopt-a-Creek Program
City of Milpitas Each May
(NRCD) and
September
(CCD)
Volunteers
Valley Water
Stream
Stewardship
Milpitas: CCD held as an in-person event on September 17, 2022. NRCD is planned for May 20, 2023 with one cleanup location.
(MH OP #76) “Flood Report” contains message on keeping debris and trash out of streams – Do Not Dump messaging
City of Morgan Hill Annually, close
to or during
the start of the
rainy season
N/A Morgan Hill’s “2023 Flood Report” brochure will contain the message “It’s illegal to dump debris and trash into our creeks.”
(PA OP #77) “Are You Ready for Winter Storms?” utilities insert contains the Do Not Dump and report illegal dumping messages
City of Palo Alto Each fall N/A Palo Alto includes Do Not Dump and Report Illegal Messages on City’s utility insert that was sent out in
October 2022.
(PA OP #78) Utility bill insert includes a ‘Utility Announcement on Flood Safety Tips,’ including Protect natural floodplains - keep rain gutters and drainage channels free of debris
City of Palo Alto Annually,
March-April
N/A Palo Alto includes Protect Natural Floodplains-keep rain gutters and creeks free of debris messages on flood safety tips sent as Utility Announcement and the flier sent as an attachment on utility bills every year.
(PA OP #79) Participates in annual clean-up events: National River Clean-up Day (NRCD) and Coastal Clean-Up Day (CCD). They coordinate with Valley Water on both these clean-up efforts. Additionally, the city participates in Valley Water’s Adopt-a-Creek Program
City of Palo Alto Each May
(NRCD) and
September
(CCD)
Volunteers
Valley Water
Stream
Stewardship
Palo Alto participates every year during National River Clean-up Day on Matadero and Adobe Creek. Palo Alto also participates in the multi-jurisdictional effort on creek clean-up of San Francisquito Creek.
(PA OP #80) Clean-ups of trash booms located in Matadero Creek and Adobe Creek are done annually on an as-needed basis. The city also assesses its hot spots and cleans up the local drainage system on an ongoing basis and part of its operations and maintenance
City of Palo Alto Annually,
as needed
N/A Palo Alto City staff continue clean-ups of trash booms on Matadero Creek and Adobe Creek, assess hot spots and
clean ups on an ongoing basis on the entire City’s storm drain network system.
(SUN OP #81) “Horizon” newsletter includes a “Know How to Be FloodSafe” article that promotes the Do Not Dump message
City of Sunnyvale Each October,
Fall Edition
N/A Sunnyvale: The City still includes a “flood Safe” message in the fall Horizon. It was published in fall 2022.

Residents and
Businesses in the
Special Flood Hazard
Area (SFHA)
- Low Lying Areas, Along
Rivers and Creeks
- Coastal Communities
at Risk for Sea Level
Rise/Tsunamis
Topic 1: Know your flood hazard
Message 1A - Know your flood risk
Message 1B - Contact your floodplain manager to find out if your property is in a floodplain
Message 1C - Check if your home or business is in a Special Flood Hazard Area
Topic 2: Insure your property for your flood hazard
Message 2A - Get flood insurance ahead of time
Message 2B – Insure your property
Message 2C – There is a 30-day waiting period for the policy to take place
Topic 3: Protect people from the flood hazard
Message 3A - Put your 3-day emergency kit together
Message 3B - Follow evacuation orders
Residents/businesses in
the SFHA are aware
they’re in the SFHA and
prepare before floods
Increase in number of
flood insurance policies
in the SFHAs and RLAs in
the county in general
Prospective buyers
understand flood risks
Increase number of
elevation certificates on
file, and structures
repaired with permits;
(VW OP #82) Multi-language floodplain mailer (FPM) to all residents and businesses within the SFHA in Santa Clara County (Topics 1– 9) Valley Water Each
November/
December
All Valley Water’s multi-language (English, Spanish, Chinese, and Vietnamese) Floodplain Mailer (FPM) 2022-2023 ‘Our
Climate Has Changed - Be Aware, Be Prepared, Take Action’’ was mailed to all SC County parcels in the FEMA SFHA;
51,120 FPMs were mailed in late November 2022. Hard
copies of the FPM’s (quantities noted below, as requested by the communities), along with “Our Climate Has Changed” (dated 11/2022) postcards were also mailed to each
city/County in early January 2023..

Community Floodplain
Mailer
Postcard
City of Los Altos 50 100
Town of Los Altos Hills 25 150
City of Milpitas 50 25
City of Mountain View 25 25
City of Cupertino 100 100
VW CRS Program 150 300
All other cities/county (10 ct. ) 25 25
18 ATTACHMENT NO. 2
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Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
- Repetitive Loss (RL)
Areas
Message 3C – Learn the best route to high ground
Topic 4: Protect your property from the flood hazard
Message 4A - Protect your property from the flood hazard Message 4B - Prepare your home
Message 4C - Sandbags can offer protection against a foot or less of floodwater
Message 4E - Get sandbags before a flood
Topic 5: Build responsibility
Message 5A - Build responsibly in floodplains
Message 5B - Comply with development requirements
Message 5C - Check with your local floodplain manager before you build Topic 6: Protect natural floodplain functions
Message 6A -Keep creeks clean and flowing
Message 6B - Keep debris and trash out of our streams
Message 6C - Don’t pollute, dump, or drain anything in creeks Topic 7: Develop a Family Emergency Plan
Message 7A: Develop an emergency plan
Topic 8: Download disaster Apps
Message 8A - Download disaster emergency apps
Topic 9: Understand shallow flooding risks – don’t drive through standing water
Message 9A - Understand shallow flooding risks - don’t drive through standing water
FEMA’s message: “Turn Around Don't Drown®.”
decrease the number of
repetitive loss increase
homes
Increase in the number
of flood insurance
policies with contents
coverage
Additionally, electronic copies (flipbook style) of the FMP’s were emailed to all City Managers, Public Works and
Planning Directors, Floodplain Managers, CRS Coordinator's and CRS staff on December 30, 2022, for their use
throughout the flood season and beyond
(i.e., websites, lobby area, for distribution at events).

Valley Water’s FPM is posted on our flood protection
resources landing page (FloodReady); we distributed the mailer at our various events throughout the year, and we kept copies in our main office lobby area.

All Santa Clara communities support and promote Valley
Water’s outreach projects.

The City of Los Also posted Valley Water’s FPM on our flood protection website and we kept copies in the city hall lobby.

The City of Cupertino posted Valley Water’s FPM on our
flood protection website and we kept copies in the City Hall lobby.
(CUP OP #83) Flood notice in the local newsletter, The Cupertino Scene, which reaches residents and businesses in the SFHA (Topics 1-9) City of Cupertino Each October
or November
issue
N/A Cupertino published the annual flood preparation article in the October 2022 issue of “The Cupertino Scene”.
(LA OP #84) Letter, along with a “Are You Prepared for a Flood in Your Neighborhood?” brochure to property owners in the SFHA (Topics 1-8) City of Los Altos Annually, each
fall
N/A Los Altos mailed letters to all SFHA property owners in November 2022.
(LAH OP #85) The town’s “Our Town” quarterly newsletter includes information on flood preparedness. The newsletter is mailed out town-wide and is also available online on the town’s website (Topics TBD during cycle visit) Town of Los Altos
Hills
Each fall N/A Town of Los Altos Hills: No update available - non-CRS participating community.
(MIL OP #86) “Flood Public Advisory” brochure to residents and businesses within SFHA (Topics 1-6)
City of Milpitas Each
December or
January
N/A Milpitas: A utility bill insert was sent to every address in Milpitas on 11/16/22. This was sent in four languages
(English, Vietnamese, Spanish and Chinese).
(MH OP #87) Sends a citywide “Flood Report” brochure, including to those in the SFHA (Topics 1-9)
City of Morgan Hill Annually, close
to or during
the start of the
rainy season
N/A Morgan Hill’s “2023 Flood Report” brochure is anticipated to go out late June 2023 or some time in July 2024.
(MV OP #88) Sends “The View” citywide newsletter, Winter version, includes information on flood risk, flood safety, and the importance of buying flood insurance (Topics 1-9)
City of Mountain
View
Fall newsletter
edition
N/A Mountain View’s publications have changed. This year the information was distributed in the ‘City Hall Connection’ newsletter.
19 ATTACHMENT NO. 2
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Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
(MV OP #89) Mails a utility bill insert to all resident and businesses that contains information on flood risk, flood safety, and the importance of buying flood insurance (Topics 9)
City of Mountain
View
Between July -
September
N/A Mountain View sent out Valley Water’s Get Flood Ready flier as a utility billing insert to every City utility customer in December 2022.
(PA OP #90) Sends the “Are You Ready for Winter Storms?’ flier (aka utilities mailer) to all residents and businesses in the city, including to those in the SFHA, along with their utility bills (Topics 1-9)
City of Palo Alto Each fall N/A Palo Alto sent “Are you Ready for Winter Storms?” flier as utility inserts was sent out in October 2022.
(PA OP #91) Sends out utility announcement, “Anytime it can rain, it can flood.

Don’t get caught off-guard” (Topics 1, 2,3, 4, 5, 6, 7, & 9 – will pursue adding other topic)
City of Palo Alto Each
March/April
N/A Palo Alto sent flood safety tips as a utility announcement in December 2022.
(SC OP #92) Mails out a citywide, including all addresses in the SFHA, newsletter for residents and businesses called “Inside Santa Clara” (Topics 1-9) City of Santa Clara Each fall N/A Santa Clara: Newsletter was sent on November 1, 2022, and available on the City’s website.
(SUN OP #93) Sends two (2) mailers and one (1) “Horizon” newsletter article “Know How to Be Flood Safe” that promotes flood safety and flood preparedness messaging targeted to all residents and businesses within the SFHA (Topics 2 and 4)
City of Sunnyvale Each fall
around
October
N/A Sunnyvale: The City still sends out mailers to targeted residents and a flood safe newsletter article. The mailers were sent November 2022.
(SUN OP #94) Sends mailer to all those in the SFHA (Topics 1-4, and 7) City of Sunnyvale Each October N/A Sunnyvale: The City still sends out these mailers. The mailers were sent October 2022.

Topic 2: Insure your property for your flood hazard
Message 2A - Get flood insurance ahead of time
Message 2B – Insure your property
Message 2C – There is a 30-day waiting period for the policy to take place
Increase in number of
flood insurance policies
in the SFHAs, RLAs, and
in the county in general
Prospective buyers
understand flood risks
Increase in the number
of flood insurance
policies with contents
coverage
(SCC OP #95) Sends letters to the properties in the unincorporated section in the areas of the county’s mapped repetitive loss areas
Santa Clara County Annually, each
fall
N/A Santa Clara County: No update available - non-CRS
participating community.
(CUP OP #96) Continues to send a letter to former repetitive loss properties City of Cupertino Annually, mid-year
N/A Cupertino continues to send out an annual letter to former repetitive loss properties.
(MH OP #97) Sends a notice to repetitive loss (RL) areas as required by FEMA City of Morgan Hill Annually, each summer
N/A Morgan Hill will sent letters to properties in the City’s mapped repetitive loss areas in June 2023.
(PA OP #98) Sends letters to the properties in the city’s mapped repetitive loss areas, highlighting flood safety tips
City of Palo Alto Annually,
typically
August -
September
N/A Palo Alto sent letters to properties in the City’s mapped repetitive loss areas, highlighting flood safety tips in August 2022.
(SJ OP #99) Sends letters to the properties in the city’s mapped repetitive loss areas
City of San Jose Annually, each
typically
between
September -
December
N/A San Jose sent letters to general repetitive loss property areas in April 2023.
20 ATTACHMENT NO. 2
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1. Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
Messengers to Other
Target Audiences
(Organizations &
Businesses Serving the
Community)
Topic 1: Know your flood hazard
Message 1A - Know your flood risk
Message 1B - Contact your floodplain manager to find out if your property is in a floodplain
Message 1C - Check if your home or business is in a Special Flood Hazard Area
Topic 2: Insure your property for your flood hazard
Message 2A - Get flood insurance ahead of time
Message 2B – Insure your property
Message 2C – There is a 30-day waiting period for the policy to take place
Topic 3: Protect people from the flood hazard
Message 3A - Put your 3-day emergency kit together
Message 3B - Follow evacuation orders
Message 3C – Learn the best route to high ground
Topic 4: Protect your property from the flood hazard
Message 4A - Protect your property from the flood hazard Message 4B - Prepare your home
Message 4C - Sandbags can offer protection against a foot or less of floodwater
Message 4E - Get sandbags before a flood
Topic 5: Build responsibility
Message 5A - Build responsibly in floodplains
Message 5B - Comply with development requirements
Message 5C - Check with your local floodplain manager before you build Topic 6: Protect natural floodplain functions
Message 6A -Keep creeks clean and flowing
Message 6B - Keep debris and trash out of our streams
Message 6C - Don’t pollute, dump, or drain anything in creeks Topic 7: Develop a Family Emergency Plan
Message 7A: Develop an emergency plan
Topic 8: Download disaster Apps
Message 8A - Download disaster emergency apps
Topic 9: Understand shallow flooding risks – don’t drive through standing water
Message 9A - Understand shallow flooding risks - don’t drive through standing water
FEMA’s message: “Turn Around Don't Drown®.”
Educate our community
on flood protection and
preparedness measures
by working and
coordinating with groups
who serve as
messengers, to people
who are at risk of
flooding, as they provide
their respective business
service
(VW OP #100) Administers a “Let’s Talk Water” Speakers Bureau Program that customizes presentations to update groups on specific issues, provide updates on Valley Water projects, including flood protection projects and to educate residents on existing flood risks as well as provide resources and tips to be flood ready. https://www.valleywater.org/learning-center/lets-talk-water-speakers-bureau Valley Water
Communications
Unit
On a
project-specific
basis or as
requested
Could vary from
year-to-year
Kiwanis
Rotary Clubs
Homeowners
and
Neighborhood
Associations
Forum Groups
Association of
Realtors
Valley Water’s ‘Let’s Talk Water’ Speakers Bureau Program is active and available to the community. General
presentations discuss Valley Water’s flood protection,
including flood preparedness and awareness, and our
creeks and ecosystems. Customized presentations for
groups on specific issues are also available.

1. October 13, 2022 – City of San Jose Board of Retirees meeting

2. October 20, 2022 – Palo Alto Kiwanis meeting

3. October 22, 2022 – Greentown Los Altos Library event

4. November 3, 2022 – Harbor Industrial Association
luncheon

5. December 6, 2022 – RE/MAX Realtor informational
meeting

6. January 4, 2023 – Mount Pleasant Neighborhood
Assoc meeting

7. January 18, 2023 – Cupertino Library presentation
hosted by Cupertino Library Foundation

8. February 9, 2023 – Sons in Retirement: Branch 54
monthly meeting

9. February 13, 2023 – Rotary Club of Evergreen Valley
meeting

10. February 14, 2023 – Santa Clara County: Sustainability Working Group presentation

11. March 1, 2023 – Seven Trees Neighborhood
Association meeting

12. March 6, 2023 – Leadership Morgan Hill presentation

13. March 9, 2023 – Presentation during Mountain View
Senior Center afternoon workshop

14. March 23, 2023 – Mission San Jose Rotary Zoom
meeting

15. April 6, 2023 – Water 101 Academy presentation

16. April 11, 2023 – Presentation during Terraces Los
Gatos monthly speaker series

17. May 4, 2023 – West San Jose Kiwanis meeting

18. May 19, 2023 – Rotary Club of San Jose Silicon Valley (VW OP #101) Participates in booth duty support at various events and fairs throughout the county, including Valley Water Capital project meetings or other events, as requested by various organizations
Valley Water Office
of Government
Relations
Annually.

During the
flood season
(starting in
September –
May)
All Santa Clara
County CRS
Communities
Valley Water staff made a concerted effort to actively
participate in community events, including community
festivals and emergency preparedness affairs, particularly in communities and neighborhoods in or close to flood zones.

In FY23 (from September 2022 – May 2023), both Valley
Water and City staff hosted 18 booths and distributed flood preparedness information on flood safety and emergency
21 ATTACHMENT NO. 2
Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
preparedness materials, including Valley Water’s annual floodplain mailer.

1. 2022 Santos Family 16th Annual Car Show-9/3/22
Alviso, CA

2. Emergency Preparedness Resource Fair-9/10/22 San
Martin, CA

3. Mountain View Art & Wine Festival-9/11/22

4. Assembly Member Ash Kalra’s Veggie Fest-9/17/22 San
Jose, CA

5. Rotary Club Fall Festival-9/24/22 Cupertino, CA

6. Friends of Stevens Creek Trail Trailblazer Race-9/25/22 Mountain View, CA

7. Fall Festival at Martial Cottle Park-10/1/22 San Jose, CA

8. Santa Clara Parade of Champions-10/1/22

9. Pumpkins in the Park-10/8/22 San Jose, CA

10. Bay Area Diwali Festival of Lights-10/8/22 Cupertino, CA

11. Supervisor Lee’s Day on the Bay-10/8/22 Alviso, CA

12. Santa Visits Alviso-12/10/22

13. AAUW Wildflower Run-3/26/23 Morgan Hill, CA

14. VMC Foundation Women’s Leadership & Policy
Summit-4/29/23 Saratoga, CA

15. Tech Interactive Tech Challenge-4/30/23 San Jose, CA

16. Berryessa Art Festival-5/13/23

17. San Jose Giants-5/13/23

18. Campbell Boogie Music Festival, 5/20/23-5/21/23
Morgan Hill hosted ‘National Night Out’ on August 2, 2022.

Flood preparedness information (Valley Water floodplain mailer, red ‘Get Flood Ready’ which includes an emergency supply list tote bags, etc.) were distributed.
(VW OP #102) Partner with local Second Harvest Food Bank with distributing FEMA and Valley Water flood preparedness materials, including promotional item(s) as available
Valley Water CRS
Program
In October
(during CFPW)
Second Harvest
Food Bank of
Silicon Valley
Valley Water partnered with the Silicon Valley Bike Coalition at the Ride Out the Drought event held on October 15,
2022; the Salvation Army on October 22, 2022; Santa Visits Alviso Foundation on December 7, 2023; Sacred Heart
Community Services on February 8, 2023, and Ms. Gail
Osmer, homeless advocate, on March 15, 2023 by providing and/or distributing FEMA, US Army Corps of Engineers, and Valley Water multilingual flood preparedness educational materials and emergency preparedness starter kits which supports Valley Water’s ‘Get Flood Ready’ campaign.

Additionally, presentations on flood preparedness were
made at the City of Cupertino Public Safety and Community Emergency Response Team (CERT) held on October 26,
2022, and at the City of San Jose Neighborhood CERT event 22 ATTACHMENT NO. 2
Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
held on November 15, 2022. Flood resources were also
shared at these events.
(ALL OP #103) Other New Initiatives (as noted in the PPI document)

1. Continue and expand the standardized flood message prepared for each community to include flood messages in utility bills each year, including PG&E.

2. Expand on partnerships with local chambers of commerce to disseminate and share flood preparedness information.

3. Expand on outreach to the Asian and Latino communities who live in flood prone areas.

4. Expand on outreach to “hot spot” flood prone areas by hosting on-site or virtual events.

5. Expand on reaching local homeowners associations (HOA)s and apartment associations (i.e. Executive Council of Homeowners [ECHO])

6. Expand on reaching residents in marginal and low-income communities through partnering with organizations that reach these communities. (i.e.

Second Harvest Food Bank and others)

7. Communities could pursue FEMA Matching Funds Grants for severe Repetitive Loss Areas.

8. Review and expand other public information activities, such as Flood Protection Assistance (Activity 360) and Flood Insurance Promotion (Activity 370).

9. Develop a region-wide Flood Response Preparations (FRP) messaging plan.

All TBD TBD The 2021 PPI Committee identified three efforts needed from each CRS community per the 2021 PPI in order to
prepare and finalize subsequent annual evaluation reports.

One of those efforts is that the PPI Committee must review and consider the ‘Other New Initiatives’ identified in the 2021 PPI (page 66) for advancing flood risk reduction
efforts.

The Santa Clara County CRS Group/PPI Committee, included the ‘Other New Initiatives’ topic for discussion at both the March 21, 2023 and May 16, 2023 meetings. See Section V.

SC County CRS Users Group/PPIM Committee Meetings -
Monitoring and Evaluating the 2021 PPI in the FY23 Annual Evaluation Report for details regarding the
review/discussion of the nine other new initiatives.

In FY 23, the following ‘Other New Initiatives’ were
accomplished. The below-noted numbers correspond with
the initiatives listed as (ALL OP #103) on left side of this column:

1. Valley Water offered assistance with developing utility bill inserts to all communities. The insert tied into Valley Water’s FY23 Flood Awareness Campaign theme, “Our
Climate Has Changed.” The utility bill insert/mailer/flier were co-branded with 3 communities.

3. Targeted mailers (FPM and trifolds) addressed to all those in the FEMA SFHA were mailed out (see page 7 of the
Annual Evaluation Report) and were multi-language
which included Spanish, Vietnamese, and Chinese.

4. Valley Water’s ‘Let's Talk Water: Speakers Bureau
Program offers presentations on the history of Valley
Water and how we operate and includes information on
flood preparedness. Presentations can be customized for groups, as requested. Several HOA’s were given
presentations that included flood preparedness
information (see page 15 of the Annual Evaluation
Report).

Discussion at the March 21, 2023 CRS Users Group/PPI
Committee meeting, Valley Water pointed out that the
ArcGIS tool has several layers, including Santa Clara
County Low Income Census Tracts (Poverty Zones) and
Valley Water Flood Hot Spots. If any community is
23 ATTACHMENT NO. 2
Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
interested in accessing this information, reach out to
Valley Water. We asked the group if there was any
overlap of Valley Water’s hot spots versus their
jurisdiction’s hot spots?

6. Valley Water staff actively participated in community events, including community festivals and emergency
preparedness affairs, particularly in communities and
neighborhoods in or near flood zones. In FY23 (from
September 2022 – May 2023), both Valley Water and the
communities staff hosted 18 booths and distributed
flood preparedness information on flood safety and
emergency preparedness materials, including Valley
Water’s annual FPM (see page 15 of the Annual
Evaluation Report).

Other Community Engagement Efforts
Valley Water partnered with the Silicon Valley Bike
Coalition at the Ride Out the Drought event held on
October 15, 2022; the Salvation Army on October 22,
2022; Santa Visits Alviso Foundation on
December 7, 2023; Sacred Heart Community Services on
February 8, 2023, and Ms. Gail Osmer, homeless
advocate, on March 15, 2023 by providing and/or
distributing FEMA, US Army Corps of Engineers, and
Valley Water multilingual flood preparedness educational materials, flood insurance promotion, AlertSCC,
American Red Cross All-Hazard APP, and emergency
preparedness starter kits which supports Valley Water’s ‘Get Flood Ready’ campaign.

Additionally, presentations on flood preparedness were
made at the City of Cupertino Public Safety and
Community Emergency Response Team (CERT) held on
October 26, 2022, and at the City of San Jose
Neighborhood CERT event held on November 15, 2022.

Flood resources were also shared at these events.

7. Discussion at the March 21, 2023 CRS Users Group/PPI Committee meeting regarding Valley Water and Santa
Clara County looking into Valley Water possibly
developing a separate flood-centric FMP rather than
including it as part of the update of the County’s 2017 MJHMP. The proposed flood-centric FMP could have a
direct tie-in to this initiative; however, it may not include the RLAA element as part of the FMP.
24 ATTACHMENT NO. 2
Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
Valley Water has shared some grant opportunities
Climate Change Resiliency, CAL Office of Emergency
Services (OES) with our Grant’s Team. It was also
mentioned that under Valley Water’s Safe Clean Water,
we have some community grants available to
cities/county through our Grants Program.

8. Discussion at the March 21, 2023 CRS Users Group/PPI Committee meeting it was discussed that this initiative ties in with the ongoing CRS regionalization efforts. We will see what recommendations come out of the draft
Feasibility Study.

9. At the March 21, 2023 CRS Users Group/PPI Committee
meeting, Valley Water demonstrated an electronic copy
of the City of Santa Clara’s FRP. As the PPI Committee has discussed in past meetings, we are still considering using the City of Santa Clara’s FMP as a model for developing a countywide FRP that can be credited uniformly. ISO
indicated this approach would likely be credited
regionally.
(CUP OP #104) The city provides a Winter Preparedness notification informing contractors that during the winter season, they need to winterize their project(s) site as certain soil disturbance activities are not allowed during the rainy season City of Cupertino On a
project-specific
basis
Various
contractors
Cupertino continues to prepare and mail the rainy season letters every year to applicable projects. These letters were mailed in late August 2022.
(MIL OP#105) On a project-specific basis, the city provides contractors a Winter Preparedness notification that informs them that during the winter season, they need to winterize their project(s) site. Certain soil disturbance activities are not allowed during the rainy season
City of Milpitas On a
project-specific
basis
Various
contractors
Milpitas: On-going. The City of Milpitas will be sending out winterization notices to larger development projects this winter.

Topic 2: Insure your property for your flood hazard
Message 2A - Get flood insurance ahead of time
Message 2B – Insure your property
Message 2C – There is a 30-day waiting period for the policy to take place Increase in number of
flood insurance policies
in the SFHAs and in the
county in general
Prospective buyers
understand flood risks
These projects are
credited under Activity
340 (DFH and REB) –
Additional credit is
provided if the PPI states
that real estate agents
should (or have agreed
to) advise house hunters
about the flood hazard
and that real estate
(MH OP #106) The city mails out a newsletter, “Ask Before You Buy: Know Your Flood Risk!” to local real estate agents which are provided to homebuyers to help determine the flood risk of the property being purchased (listed in Appendix B) City of Morgan Hill During or prior
to the rainy
season
Real Estate
Agencies/Agent
Morgan Hill will be sending the brochure to real estate agents in June 2023.
(PA OP #107) Sends out letters to real estate agencies informing them of their responsibility to identify flood hazard areas and to take advantage of the Flood Zone Lookup on the city’s website
City of Palo Alto Annually,
beginning of
flood season
(September/
October)
Real Estate
Agencies/Agent
Palo Alto sent letters to real estate agencies informing of their responsibility to identify flood hazard areas in
August 2022.
(SJ OP #108) Sends out letters to real estate and insurance agencies and lenders, informing them of their responsibility to identify flood hazard areas and to take advantage of the Flood Zone Lookup on the city’s website on the “Flood Hazard Zones webpage and advises to contact the city for map reading services and elevation certificates on file
City of San Jose At the
beginning of
the flood
season
(September –
December)
Real Estate
Agencies/Agent
San Jose emailed letters to real estate, insurance agencies and lenders in March 2023.
25 ATTACHMENT NO. 2
-
I
Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2023 (Year 2) Project Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2023 (Year 2 of the 2021 PPI)
Project Accomplishments

INPUT HERE ONLY
agents give house
hunters a REB brochure
(SUN OP #109) Sends mailer/postcard targeted to real estate agents informing them of the client’s responsibility for identification and purchase of flood insurance and the availability of the automatic 15% discount City of Sunnyvale Each October Real Estate
Agencies/Agents
Sunnyvale: The City sent the mailers to real estate agents October 2022.
26 ATTACHMENT NO. 2
Agenda
Santa Clara County CRS Users Group & Program for Public Information (PPI) Committee Meeting March 21, 2023 | 9:30 – 11:30am
Zoom Meeting
https://valleywater.zoom.us/j/81783191992?pwd=Q1VkRWxlRnc4WCtGS3NIbGR3SkxEUT09 Meeting ID: 817 8319 1992
Passcode: 273986
+1 669 900 9128 US (San Jose)
Purpose: PPI Stakeholder Committee Annual Evaluation Meeting per Activity 330, Outreach Project, Element 332.c. Program for Public Information, Step 7 requirement (page 2) Outcome: Complete development of the 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Report for FY23 (Year 2: July 2022 to June 2023) Section Meeting Topic Presenter Time

1. Introductions Amy Fonseca 10 min

2. Review of the meeting goals and agenda Amy Fonseca 2 min

3. Annual review of CRS Communities Roster Amy Fonseca 2 min

4. Brief status update on the CRS Regionalization in Santa Clara County Feasibility Study
• Floodplain Management Plan (FMP) vs Update to the County’s 2017 Multi-Jurisdictional Hazardous Mitigation Plan (MJHMP)
Amy Fonseca 5 min

5. Review 2021 PPI ‘Other New Initiatives’ Amy Fonseca 20 min

6. 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Evaluation Report
Complete development of the Annual Evaluation Report for FY23 (Year 2:

July 2022 to June 2023)
• Use Activity 330 Outreach Project sheets located here https://fta.valleywater.org/fl/1a2Jh3wyoO to update Appendix A from 2021 SC County Multi-Jurisdictional PPI
• Update FY23 Project Accomplishments column for your community https://docs.google.com/document/d/14MiExVqFA0_Oq4ROnxx_T7RHReV- _5p8/edit?usp=sharing&ouid=104583139517453360848&rtpof=true&sd=true • Communities’ updates due by next CRS Users Group Meeting or sooner Amy Fonseca 45 min

7. Activity 350 – Flood Protection Information
The community must:
• Monthly, check the website’s links at least monthly, and fix those that are no longer accurate
• Annual review the community must review the content to ensure that it is still current and pertinent
Amy Fonseca 2 min

8. Next meeting – Joint CRS Users Group/Program for Public Information (PPI) Committee meeting
• Complete the development of the 2021 PPI Annual Report Year 2 (FY 2023)
2 min

9. Adjourn
ATTACHMENT NO. 3
For questions, please contact Amy Fonseca at (408) 630-3005 or [email protected] Excerpt from 2017 CRS Coordinator’s Manual:
“Step 7: Implement, monitor, and evaluate the program. The Program for Public Information committee meets at least annually to monitor the implementation of the outreach projects. The committee assesses whether the desired outcomes were achieved and what, if anything, should be changed. This work is described in an evaluation report that is prepared each year, sent to the governing body, and included in the annual recertification.

The community must update its Program for Public Information at least every five years. This can be a new document or an addendum to the existing document that updates the needs assessment and all sections that should be changed based on evaluations of the projects.

The Program for Public Information update will be reviewed for CRS credit according to the Coordinator’s Manual currently in effect, not the version used when the community originally requested this credit. The update can qualify as the annual evaluation report for the year it was prepared. The updated Program for Public Information must be adopted following the same process as adoption of the original document.” ATTACHMENT NO. 3
Santa Clara County CRS Users Group / PPI Committee Meeting Attendance Sheet
March 21, 2023 | 9:30 - 11:30am | Zoom
Name Agency
Robb Lampa California Department of Water Resources
Jenn Chu City of Cupertino
Susana Ramirez City of Gilroy
Erin McDannold City of Los Altos
Steve Golden City of Los Altos
Thanh Nguyen City of Los Altos
Brian Petrovic City of Milpitas
Elizabeth Koo City of Milpitas
Charlie Ha City of Morgan Hill
Maria Angeles City of Morgan Hill
Renee Gunn City of Mountain View
Rajeev Hada City of Palo Alto
Arlene Lew City of San Jose
Brandon Coco City of Santa Clara
Christian Tran City of Santa Clara
David Dorcich City of Saratoga
Lea Velasco City of Sunnyvale
Suzanne Park City of Sunnyvale
Tamara Davis City of Sunnyvale
Darrell Wong County of Santa Clara
Michael Alvarez County of Santa Clara
Los Gatos PPW (Public Works) Town of Los Gatos
Nicolle Burnham Town of Los Gatos
Amy Fonseca Valley Water
Don Rocha Valley Water
Merna Leal Valley Water
Paola Reyes (Paola Giles) Valley Water
Quorum Met. All CRS Communities in attendance.

Missing Cities: City of Campbell, City of Monte Sereno, and Town of Los Altos Hills ATTACHMENT NO. 4
Agenda
Santa Clara County CRS Users Group & Program for Public Information (PPI) Committee Meeting May 16, 2023 | 9:00am – 11:00 a.m.

Join Zoom Meeting
https://valleywater.zoom.us/j/84766026839?pwd=ekFMSEpXTTQzNlZuYnh4ZU00NnM5UT09 Meeting ID: 847 6602 6839 | Passcode: 185970 | +1 669 900 9128 US (San Jose) Purpose: PPI Stakeholder Committee Annual Evaluation Meeting to monitor the Implementation of the 2021 Santa Clara County Multi-Jurisdictional Program for Public Information per Activity 330, Outreach Project, Element 332.c. Program for Public Information (PPI), Step 7 requirement Outcome: 2021 PPI Annual Evaluation Report, FY23 (Year 2 of 5) Section Meeting Topic Presenter Time

1. Introductions Amy
Fonseca 10 min

2. Review of the meeting goals and agenda Amy
Fonseca 5 min

3. FY22-23 Flood Awareness Campaign Results approach: targeted outreach, including to renters, items to all addresses in the FEMA SFHA FY23-24 Flood Awareness Campaign
Paola Giles
& Probolsky
Research
20 min

4. Status of Feasibility Study for Regionalizing CRS in Santa Clara County Status of flood-centric Floodplain Management Plan (FMP) in lieu of Santa Clara County Multi-Jurisdictional Local Hazard Mitigation Plan Amy
Fonseca 10 min

5. CRS 2023 Cycle Group (Mountain View, Palo Alto, Santa Clara, Sunnyvale) Updates
Amy
Fonseca
5 min
10 min

6. California Flood Preparedness Week (October 2023)
• Statewide Agency Coordination Calls leading up to CFPW (kicks off mid-May to early June 2023)
• Annual Valley Water Board Resolution
• Flood event kits for all cities/county
• Lobby display example (use you Flood Event Kits: vertical banner, table cover, materials)
Amy
Fonseca
5 min

7. Complete development of the 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Report, FY 23 (Year 2: July 2022 to June 2023) DEADLINE 5/31/23 (Wednesday)
• Use Activity 330 Outreach Project sheets located here https://fta.valleywater.org/fl/oLY0MMAJw3 to update Appendix A from 2021 SC County Multi-Jurisdictional PPI
• Update FY23 Project Accomplishments column for your community https://docs.google.com/document/d/14MiExVqFA0_Oq4ROnxx_T7RHReV- _5p8/edit?usp=sharing&ouid=104583139517453360848&rtpof=true&sd=true REPORT DUE 8/1/23: Due during 5-year cycle visit or as part of annual re-cert.

Amy
Fonseca 20 min

8. Other items
• ISO Training - TBD
Amy
Fonseca 5 min

9. Adjourn
For questions, please contact Amy Fonseca at (408) 630-3005 (office) or (408) 691-8889 (cell) or [email protected]
ATTACHMENT NO. 5
I
Santa Clara County CRS Users Group / PPI Committee Meeting Attendance Sheet
May 16, 2023 | 9:00 - 11:00am | Zoom
Name Agency
Robb Lampa California Department of Water Resources
Jenn Chu City of Cupertino
Susana Ramirez City of Gilroy
Steve Golden City of Los Altos
Brian Petrovic City of Milpitas
Maria Angeles City of Morgan Hill
Renee Gunn City of Mountain View
Lauren Cody City of Mountain View
Rajeev Hada City of Palo Alto
Vicki Thai City of Palo Alto
Vivian Tom City of San Jose
Brandon Coco City of Santa Clara
Christian Tran City of Santa Clara
Suzanne Park City of Sunnyvale
Jennifer Ng City of Sunnyvale
Adam Probolsky Probolsky Research
Katie Thompson Probolsky Research
Amy Fonseca Valley Water
Sherilyn Tran Valley Water
Clarissa Sangalang Valley Water
Paola Reyes (Paola Giles) Valley Water
Quorum Met. All CRS Communities in attendance.

Missing Cities: City of Campbell, City of Monte Sereno, City of Los Gatos, City of Saratoga, Santa Clara County, and Town of Los Altos Hills
ATTACHMENT NO. 6
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-845 Agenda Date: 8/22/2023

REPORT TO COUNCIL

SUBJECT
Action to Designate a Voting Delegate and Alternate(s) for the 2023 League of California Cities Annual Conference and Expo

BACKGROUND
The League of California Cities (Cal Cities) Annual Conference will be held in Sacramento on September 20-22, 2023.

During the conference, Cal Cities will hold its General Assembly, in which city officials can directly participate in the development of the Cal Cities policy. Annual Conference resolutions guide Cal Cities and member cites to improve the quality, responsiveness, and vitality of local government in California. The City of Santa Clara (City) is a full voting member of Cal Cities. Each member city has a right to cast one vote on matters pertaining to Cal Cities policy.

Consistent with the Cal Cities policy, to vote at the General Assembly, the City Council (Council) must designate a voting delegate and up to two alternate voting delegates, one of whom may vote if the designated voting delegate is unable to serve in that capacity.

DISCUSSION
Cal Cities requests that the City of Santa Clara designate a voting delegate and up to two alternates who will be present at the General Assembly. Mayor Lisa M. Gillmor, Vice Mayor Kevin Park, and Councilmember Kathy Watanabe are currently registered to attend the 2023 Cal Cities Annual Conference and Expo. Since both the Mayor and Vice Mayor will be attending the conference, the recommendation is to have Mayor Gillmor as the voting delegate and Vice Mayor Park as the alternate.

Cal Cities issued a memo advising Council action by August 28, 2023 as the final date to designate a voting delegate. The memo notes that designating the voting delegate and alternates must be done by City Council action and cannot be accomplished by individual action or by the Mayor or City Manager alone.

During the General Assembly, voting delegates will debate and consider resolutions from the Cal Cities Resolutions Committee. Council will take action on City positions on the League of California Cities’ 2023 Annual Conference proposed resolutions at a September 2023 Council meeting prior to the conference.

ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California City of Santa Clara Page 1 of 2 Printed on 8/18/2023
powered by Legistar™
23-845 Agenda Date: 8/22/2023
Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.

FISCAL IMPACT
The Cal Cities Annual Conference expenses for Council attendance are included in the FY 2023/24 Adopted Biennial Operating Budget. It is valuable for City representatives to participate and represent the City given the legislative activity that is in the City’s interest.

COORDINATION
This report was coordinated with the City Attorney’s Office.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]>.

RECOMMENDATION
Designate Mayor Lisa M. Gillmor as a voting delegate and Vice Mayor Kevin Park as the alternate voting delegate for the 2023 League of California Cities Annual Conference and Expo Reviewed by: Maria Le, Assistant to the City Manager
Approved by: Jōvan D. Grogan, City Manager

ATTACHMENTS

1. 2023 League of California Cities, City Council Action Advisory City of Santa Clara Page 2 of 2 Printed on 8/18/2023
powered by Legistar™
1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org DATE: Wednesday, June 21, 2023
TO: Mayors, Council Members, City Clerks, and City Managers RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES
League of California Cities Annual Conference and Expo, Sept. 20-22, 2023, Sacramento SAFE Credit Union Convention Center
Every year, the League of California Cities convenes a member-driven General Assembly at the Cal Cities Annual Conference and Expo. The General Assembly is an important opportunity where city officials can directly participate in the development of Cal Cities policy.

Taking place on Sept. 22, the General Assembly is comprised of voting delegates appointed by each member city; every city has one voting delegate. Your appointed voting delegate plays an important role during the General Assembly by representing your city and voting on resolutions.

To cast a vote during the General Assembly, your city must designate a voting delegate and up to two alternate voting delegates, one of whom may vote if the designated voting delegate is unable to serve in that capacity. Voting delegates may either be an elected or appointed official.

Please complete the attached voting delegate form and email it to Cal Cities office no later than Monday, August 28.

New this year, we will host a pre-conference information session for voting delegates to explain their role. Submitting your voting delegate form by the deadline will allow us time to establish voting delegate/alternate records prior to the conference and provide preconference communications with voting delegates.

Please view Cal Cities’ event and meeting policy in advance of the conference.

Action by Council Required. Consistent with Cal Cities bylaws, a city’s voting delegate and up to two alternates must be designated by the city council. When completing the attached Voting Delegate form, please attach either a copy of the council resolution that reflects the council action taken or have your city clerk or mayor sign the form affirming that the names provided are those selected by the city council.

Please note that designating the voting delegate and alternates must be done by city council action and cannot be accomplished by individual action of the mayor or city manager alone.

Council Action Advised by August 28, 2023

LEAGUE OF

CALIFORNIA
CITIES
Conference Registration Required. The voting delegate and alternates must be registered to attend the conference. They need not register for the entire conference; they may register for Friday only. Conference registration is open on the Cal Cities website.

For a city to cast a vote, one voter must be present at the General Assembly and in possession of the voting delegate card and voting tool. Voting delegates and alternates need to pick up their conference badges before signing in and picking up the voting delegate card at the voting delegate desk. This will enable them to receive the special sticker on their name badges that will admit the voting delegate into the voting area during the General Assembly.

Transferring Voting Card to Non-Designated Individuals Not Allowed. The voting delegate card may be transferred freely between the voting delegate and alternates, but only between the voting delegate and alternates. If the voting delegate and alternates find themselves unable to attend the General Assembly, they may not transfer the voting card to another city official.

Seating Protocol during General Assembly. At the General Assembly, individuals with a voting card will sit in a designated area. Admission to the voting area will be limited to the individual in possession of the voting card and with a special sticker on their name badge identifying them as a voting delegate.

The voting delegate desk, located in the conference registration area of the SAFE Credit Union Convention Center in Sacramento, will be open at the following times:

Wednesday, Sept. 20, 8:00 a.m.- 6:00 p.m. and Thursday, Sept. 21, 7:30 a.m.- 4:00 p.m. On Friday, Sept. 22, the voting delegate desk will be open at the General Assembly, starting at 7:30 a.m., but will be closed during roll calls and voting.

The voting procedures that will be used at the conference are attached to this memo.

Please share these procedures and this memo with your council and especially with the individuals that your council designates as your city’s voting delegate and alternates.

Once again, thank you for completing the voting delegate and alternate form and returning it to Cal Cities office by Monday, Aug. 28. If you have questions, please contact Zach Seals at [email protected].

Attachments:
• General Assembly Voting Guidelines
• Voting Delegate/Alternate Form
• Information Sheet: Cal Cities Resolutions and the General Assembly

LEAGUE OF

CALIFORNIA
CITIES
1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org 1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org General Assembly Voting Guidelines

1. One City One Vote. Each member city has a right to cast one vote on matters pertaining to Cal Cities policy.

2. Designating a City Voting Representative. Prior to the Cal Cities Annual Conference and Expo, each city council may designate a voting delegate and up to two alternates; these individuals are identified on the voting delegate form provided to the Cal Cities Credentials Committee.

3. Registering with the Credentials Committee. The voting delegate, or alternates, may pick up the city's voting card at the voting delegate desk in the conference registration area. Voting delegates and alternates must sign in at the voting delegate desk. Here they will receive a special sticker on their name badge and thus be admitted to the voting area at the General Assembly.

4. Signing Initiated Resolution Petitions. Only those individuals who are voting delegates (or alternates), and who have picked up their city’s voting card by providing a signature to the credentials committee at the voting delegate desk, may sign petitions to initiate a resolution.

5. Voting. To cast the city's vote, a city official must have in their possession the city's voting card and voting tool; and be registered with the credentials committee. The voting card may be transferred freely between the voting delegate and alternates but may not be transferred to another city official who is neither a voting delegate nor alternate.

6. Voting Area at General Assembly. At the General Assembly, individuals with a voting card will sit in a designated area. Admission to the voting area will be limited to the individual in possession of the voting card and with a special sticker on their name badge identifying them as a voting delegate.

7. Resolving Disputes. In case of dispute, the credentials committee will determine the validity of signatures on petitioned resolutions and the right of a city official to vote at the General Assembly.

LEAGUE OF

CALIFORNIA
CITIES
CITY: ________________________________________
2023 ANNUAL CONFERENCE

VOTING DELEGATE/ALTERNATE FORM
Please complete this form and return it to Cal Cities office by Monday, August 28, 2023.

Forms not sent by this deadline may be submitted to the Voting Delegate Desk located in the Annual Conference Registration Area. Your city council may designate one voting delegate and up to two alternates.

To vote at the General Assembly, voting delegates and alternates must be designated by your city council. Please attach the council resolution as proof of designation. As an alternative, the Mayor or City Clerk may sign this form, affirming that the designation reflects the action taken by the council.

Please note: Voting delegates and alternates will be seated in a separate area at the General Assembly. Admission to this designated area will be limited to individuals (voting delegates and alternates) who are identified with a special sticker on their conference badge. This sticker can be obtained only at the voting delegate desk.

1. VOTING DELEGATE
Name:

Title:

2. VOTING DELEGATE - ALTERNATE
Name:

Title:

Email: _______________________________
Email: ______________________________

3. VOTING DELEGATE - ALTERNATE
Name:

Title:

Email: _____________________________

ATTACH COUNCIL RESOLUTION DESIGNATING VOTING DELEGATE AND ALTERNATES OR ATTEST: I affirm that the information provided reflects action by the city council to designate the voting delegate and alternate(s).

Name: ____________________________________ Email: _________________________________ Mayor or City Clerk: ________________________ Date: __________ Phone: ________________ (circle one) (signature) Please complete and email this form to [email protected] by Monday, August 28, 2023.

I.______ _JI
Sixty days before the
Annual Conference and
Expo, Cal Cities members
may submit policy
proposals on issues of
importance to cities. The
resolution must have the concurrence
of at least five additional member cities
or individual members.

How it works: Cal Cities
Resolutions and the General Assembly
General Assembly
General Resolutions
Policy Committees
Developing League of California Cities policy is a dynamic process that engages a wide range of members to ensure that we are representing California cities with one voice. These policies directly guide Cal Cities advocacy to promote local decision-making, and lobby against statewide policy that erodes local control.

The resolutions process and General Assembly is one way that city officials can directly participate in the development of Cal Cities policy. If a resolution is approved at the General Assembly, it becomes official Cal Cities policy. Here’s how Resolutions and the General Assembly works.

The petitioned resolution
is an alternate method
to introduce policy
proposals during the
annual conference. The
petition must be signed by
voting delegates from 10% of member
cities, and submitted to the Cal Cities
President at least 24 hours before the
beginning of the General Assembly.

Petitioned Resolutions
The Cal Cities President
assigns general resolutions
to policy committees where
members review, debate,
and recommend positions for
each policy proposal. Recommendations are
forwarded to the Resolutions Committee.

Who’s who
The Resolutions
Committee includes
representatives from
each Cal Cities diversity
caucus, regional
division, municipal
department, policy
committee, as well as
individuals appointed by
the Cal Cities president.

Voting delegates
are appointed by each
member city; every city
has one voting delegate.

The General Assembly
is a meeting of the
collective body of
all voting delegates —
one from every
member city.

Seven Policy
Committees meet
throughout the year to
review and recommend
positions to take on
bills and regulatory
proposals. Policy
committees include
members from each Cal
Cities diversity caucus,
regional division,
municipal department,
as well as individuals
appointed by the Cal
Cities president.

During the General Assembly, voting delegates
debate and consider general and petitioned
resolutions forwarded by the Resolutions Committee.

Potential Cal Cities bylaws amendments are also
considered at this meeting.

Cal Cities policy
development is a
member-informed
process, grounded
in the voices and
experiences of city
officials throughout
the state.

For more information visit www.calcities.org/general-assembly Prior to the Annual Conference and Expo
Resolutions Committee
The Resolutions Committee
considers all resolutions.

General Resolutions approved1
by either a policy committee
or the Resolutions Committee
are next considered by the General
Assembly. General resolutions not approved,
or referred for further study by both a policy
committee and the Resolutions Committee
do not go the General Assembly. All
Petitioned Resolutions are considered by the
General Assembly, unless disqualified.2
• Voting delegates will receive increased communications to prepare them for their role during the General Assembly.
• The General Assembly will take place earlier to allow more time for debate and discussion.
• Improvements to the General Assembly process will make it easier for voting delegates to discuss and debate resolutions.

What’s new in 2023?
During the Annual Conference and Expo
1 The Resolution Committee can amend a general resolution prior to sending it to the General Assembly. 2 Petitioned Resolutions may be disqualified by the Resolutions Committee according to Cal Cities Bylaws Article VI. Sec. 5(f). ••• ----.► G
••• G
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-1027 Agenda Date: 8/22/2023

REPORT TO COUNCIL AND STADIUM AUTHORITY BOARD

SUBJECT
Action to Approve Up to Four Hours of Cancellation Pay for City Employees Related to the Cancelled July 22, 2023 Non-NFL Event at Levi’s Stadium

COUNCIL PILLAR
Ensure Compliance with Measure J and Manage Levi’s Stadium

BACKGROUND
On July 22, 2023, a Soccer Champions Tour match between FC Barcelona and Juventus scheduled to play at Levi’s Stadium at 7:30 p.m. Citing an illness affecting several players, Barcelona cancelled the game in the morning of July 22nd. While the public soccer match was cancelled, a closed practice session was held in its place.

The timing of the announced cancellation allowed City departments to contact most staff prior to their scheduled shift. To accommodate the practice session, a handful of City employees were required to staff the event. These employees were able to post hours and have been paid. However, an unforeseen cancellation has resulted in 161 employees not receiving cancellation pay for hours they were scheduled to work on July 22.

While State law requires private employers to provide employees with four hours of pay for canceled work shifts longer than six hours, the City’s collective bargaining agreements (which do not fall under those provisions of State law) do not expressly provide for cancellation pay. This has created a situation where non-City personnel (concession workers, security staff, and contractors) received cancellation pay, but City staff did not.

Impacted and represented employees were from Units 1, 2, 4, 578, 6, 9B and 10 and included employees in the Police, Fire and Public Works Departments. There were also a significant number of employees that are as needed/unrepresented who were also impacted.

DISCUSSION
Council approval is required to provide cancellation pay to City employees as this pay is neither required by State law or under collective bargaining agreements. Staff is recommending that Council approve cancellation pay that aligns to the number of hours that State law provides for employees of private companies. If Council approves the recommended action, 161 impacted employees will be provided with up to four hours of pay at the rate that would have been paid if the event was not cancelled.

Staff is recommending this action for both alignment with State law and to recognize the unusual circumstance of this event. To date, the Stadium has not had a scheduled event cancel with less City of Santa Clara Page 1 of 3 Printed on 8/18/2023
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23-1027 Agenda Date: 8/22/2023
than a 24-hour notice (and in this case the cancellation occurred within an eight-hour window of reporting times).

As noted above, a few employees worked their scheduled shifts and were compensated. There were a few employees that worked less than four hours and approval of the recommended action will provide them with additional pay to bring them to a four-hour minimum.

This item addresses the July 22, 2023 event only and does not set future policy. Discussion related to language changes in the collective bargaining agreements will follow at a later date.

The 49ers Management Company (ManCo) has been coordinating with the City Attorney’s Office regarding their ongoing discussions with AEG, the event promoter, regarding financial obligations associated with the cancelled event and available insurance. Recognizing that it may be weeks or months before this matter is resolved, the recommended action allows for a pathway to pay employees and invoice these costs, both to ensure compliance with Measure J and provide equitable compensation.

ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.

FISCAL IMPACT
The estimated total cost for the cancellation pay is $80,000 for employees in the Police, Fire and Public Works Departments. Public safety staffing costs for non-NFL events are budgeted in the City’s Non-Departmental General Fund Budget based on an assumption of events at the Stadium in a typical year. These costs are invoiced by the City to the Stadium Manager and subsequently reimbursed to the City as part of non-NFL event expenses paid for by the Stadium Authority. While a net loss for the cancelled July 22, 2023 event is anticipated and is a matter of ongoing discussions with the event promoter AEG, it will likely be offset by other profitable ticketed events that occurred throughout the year. A reporting of the actual revenue and expenses will be included in future quarterly Stadium Authority Financial Reports.

It should also be noted that based on existing stadium staffing policies and to ensure compliance with Measure J, the compensation will be distributed for actual pay rather than compensatory time.

COORDINATION
This report has been coordinated with Finance Department, Human Resources and City Attorney’s Office.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.

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23-1027 Agenda Date: 8/22/2023

RECOMMENDATION
That City Council approve and authorize the City Manager to provide cancellation pay for up to four hours to City employees at their respective Stadium pay rate at an amount not to exceed $80,000 for the cancelled July 22, 2023 Event at Levi’s Stadium
Reviewed by: Ruth Mizobe Shikada, City Manager’s Office Approved by: Jōvan D. Grogan, City Manager/Executive Director City of Santa Clara Page 3 of 3 Printed on 8/18/2023
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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-1005 Agenda Date: 8/22/2023

REPORT TO COUNCIL

SUBJECT
Action to Adopt Ordinance No. 2062 Amending the Santa Clara City Code to Create a Limited-Term Pilot Project Regulating Vending Upon Certain Public Sidewalks and Pedestrian Paths Surrounding Levi’s Stadium on Event Days

BACKGROUND
At the July 18, 2023 Council meeting, proposed Ordinance No. 2062 was passed for the purpose of publication. Pursuant to City Charter Sections 808 and 812, a summary of proposed Ordinance No. 2062 was published to the Santa Clara Weekly on August 9, 2023, and copies were posted in three public places.

DISCUSSION
SB 946 prohibits California cities and counties from banning sidewalk vendors from operating on public sidewalks or other pedestrian pathways and prohibits cities from regulating sidewalk vendors unless cities establish a permitting system that is consistent with the provisions of SB 946. SB 946 also requires that any restrictions placed on sidewalk vendors be directly related to objective health, safety or welfare concerns. Local jurisdictions that wish to regulate sidewalk vending are required to first adopt a program with regulations consistent with SB 946. The new state law was explained in detail at the April 18, 2023 Council meeting.

During the past event season, the Police Department experienced a drastic increase in the number of unpermitted food and merchandise vendors within the immediate footprint of large-scale stadium events. This increase has caused several health and safety concerns. As currently written, the City Code and regulations do not align with SB 946 and, consequently, the City’s ability to address these health and safety concerns would be limited without first updating the City Code.

Following Council’s direction at the April 18th meeting, staff prepared ordinance amendments outlining a pilot project prohibiting sidewalk vending on certain enumerated streets surrounding Levi’s Stadium on event days. These ordinance amendments were introduced and passed on July 18th.

Council inquired at the July 18th meeting whether the City would include insurance requirements in its permit application, and what similar requirements other cities had. Cities vary on this requirement throughout the state; San Jose and Oakland both require peddlers to obtain commercial general liability insurance policies, while San Francisco and Los Angeles do not. At this time, the City Manager and Police Department do plan to continue to include the insurance requirement for peddlers in the permit application for the pilot project.

Council has already taken action to waive fees and taxes for all required City business licenses and permits for qualified sidewalk vendors operating at stadium events during the pilot program period City of Santa Clara Page 1 of 3 Printed on 8/18/2023
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23-1005 Agenda Date: 8/22/2023
(September 21, 2023 through January 31, 2024) on a first come first serve basis in an amount not to exceed $30,000. Council has also authorized the City Manager to develop administrative guidelines to implement this fee waiver program.

ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.

FISCAL IMPACT
There will be Police Department and Community Development staff time associated with implementing and enforcing new permit requirements for sidewalk vendors, establishing a sidewalk vendor management program and developing a communication plan to vendors ahead of implementation and at events during the pilot period. The most significant impact from a staffing perspective will be conducting enforcement on Levi’s Stadium event days. At this time, there are approximately 8 major events scheduled at Levi’s Stadium during the pilot program; additional event (s) may be added through January 2024.

Up to $30,000 in Stadium Authority funds will be used to support the permitting initiative. This should make the City general fund whole with respect to any waived fee or tax amounts. This funding proposal will be administered by the Stadium Authority Executive Director out of existing Stadium Authority funds. If a Stadium Authority appropriation is required, a budget amendment will be brought back to the Stadium Authority for its consideration and approval at the next scheduled Stadium Authority meeting.

The Stadium Manager has advised that Stadium will enforce vending regulations on Stadium grounds and parking lots. As such, the Stadium Manager will be handling signage, and the corresponding costs on Stadium grounds and parking lot and will produce signs for public right-ofway (ROW) as appropriate.

COORDINATION
This report was coordinated with the Community Development Department, Police Department, City Attorney’s Office, and City Manager’s Office.

PUBLIC CONTACT
A summary of proposed Ordinance No. 2062 was published to the Santa Clara Weekly on August 9, 2023, and copies were posted in three public places and made available for public inspection at the City Clerk’s Office.

Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] or at the public information desk at any City of Santa Clara public library.

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23-1005 Agenda Date: 8/22/2023

RECOMMENDATION
Waive Second Reading and Adopt Ordinance No. 2062 Amending Chapter 5.05 (Solicitors and Peddlers) and Section 9.05.165 (Activities and Conduct Prohibited in Parking Facilities Adjacent to the Stadium or Parking Facilities Used for Stadium Events) of the Santa Clara City Code to Create a Limited-Term Pilot Project Regulating Vending Upon Certain Public Sidewalks and Pedestrian Paths Surrounding Levi’s Stadium on Event Days Pursuant to SB 946 Reviewed by: Pat Nikolai, Chief of Police
Approved by: Jōvan D. Grogan, City Manager

ATTACHMENTS

1. Ordinance No. 2062 (Intro)
City of Santa Clara Page 3 of 3 Printed on 8/18/2023
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Ordinance/Sidewalk Vending Pilot Project
Rev: 09/2019