AGENDA
Meeting of the
Scotts Valley City Council
In-Person and Remote Access
Date: October 18, 2023
Time: 6:00 PM
CONTACT
INFORMATION
MEETING LOCATION POSTING
City of Scotts Valley
1 Civic Center Drive
Scotts Valley, CA 95066
(831) 440-5600
City Council Chambers
1 Civic Center Drive
Scotts Valley, CA 95066
OR
Zoom Video Conference
https://us02web.zoom.us/j/83295730901
Agenda posted on 10-13-
2023 at City Hall, SV
Senior Center, SV Public
Works Building, and on the
Internet
at: www.scottsvalley.gov
ELECTED OFFICIALS CITY STAFF MEMBERS
Jack Dilles, Mayor
Randy Johnson, Vice Mayor
Donna Lind, Council Member
Derek Timm, Council Member
Allan Timms, Council Member
Mali LaGoe, City Manager
Kirsten Powell, City Attorney
Steve Jesberg, Interim Public Works
Director
Cathie Simonovich, City Clerk
MEETING NOTICE AND AGENDA PACKET MATERIALS
Notice regarding City Council Meetings:
The City Council meets regularly on the 1st and 3rd Wednesday of each month at 6:00 PM in the City Hall Council Chambers located at 1 Civic Center Drive, Scotts Valley, CA 95066, and via Zoom Webinar remote access.
Agenda and Agenda Packet Materials:
The City Council agenda and the complete agenda packet are available for review by 5:00 PM the Friday before the Wednesday meeting on the Internet at the City’s website:
www.scottsvalley.gov and in the lobby of City Hall at 1 Civic Center Drive, Scotts Valley, CA.
Pursuant to Government Code §54957.5, materials related to an agenda item, submitted after distribution of the agenda packet, are available for public inspection in the lobby of City Hall during normal business hours, Monday-Friday, 8am-12 pm and 1-5 pm. In accordance with AB 1344, such documents will be posted on the City’s website at www.scottsvalley.gov.
Public Participation:
The meeting will be available on Zoom and livestreamed to the City of Scotts Valley’s YouTube channel: https://www.youtube.com/channel/UCLNTBScelB4wTfidYHrocWA
City Council Meeting Agenda Page 2
Date: October 18, 2023
For those wishing to participate via Zoom you can join the following ways:
Zoom Webinar meeting link: https://us02web.zoom.us/j/83295730901 Or dial one of these numbers: (669) 900-9128 or (669) 444-9171 Webinar ID: 832 9573 0901
Whether attendance is in-person or remote, you will be given opportunities to provide public comment at the appropriate times throughout the meeting. The time limit is up to 3 minutes for an individual, or 5 minutes for someone who is representing a group of three or more, at the discretion of the Mayor. Please note that this is not a question-and-answer time, but simply a time to provide comments to the Council. At the appropriate times during the meeting for public comment, on items not on the agenda, and on specific agenda items, the Mayor will announce that public comment will be accepted.
How to comment via in-person attendance:
Please proceed to the public comment podium when the Mayor opens the item for public comment.
How to comment via Zoom Webinar:
Use the webinar attendee option to “raise hand” when the Mayor opens the item for public comment. The Clerk will unmute you when it is your turn. If you have joined via Zoom phone call, dial *9 or your phone to “raise your hand”, and the Clerk will unmute you when it is your turn.
CALL TO ORDER 6:00 PM
PLEDGE OF ALLEGIANCE and MOMENT OF SILENCE
ROLL CALL
SPECIAL SET MATTER
1. Scotts Valley Community Theater Guild Presentation
COMMITTEE REPORTS
Council members are appointed to committees which are either City committees or committees dealing with other jurisdictions. This portion of the agenda allows the committee member to present oral or written reports to the Council regarding their committee assignments. It also allows the Council to make comments and give the committee member direction, as required.
CITY MANAGER REPORT
PUBLIC COMMENT TIME
City Council Meeting Agenda Page 3
Date: October 18, 2023
This is the opportunity for individuals to make and/or submit written or oral comments to the Council on any items within the purview of the Council, which are NOT part of the Agenda. No action on the item may be taken, but the Council may request the matter be placed on a future agenda.
ALTERATIONS TO CONSENT AGENDA
Council can remove or add items to the Consent Agenda.
CONSENT AGENDA
The Consent Agenda is comprised of items which are intended to be non-controversial and are approved without discussion. Persons wishing to speak on any item may request the item be moved to the Regular Agenda by raising their hand to be recognized by the Mayor. An item will only be moved from the Consent Agenda to the Regular Agenda if a City Council Member requests it to be moved and a majority of the Council agrees.
1. Approve City Council minutes of 10-04-2023
2. Approve check register dated 09-30-2023 through 10-12-2023
3. Approve Resolution Declaring an Emergency Related to the Bean Creek Road Slide and Authorizing the City Manager to Enter into Agreements to Repair the Slide in Accordance with Public Contract Code section 22035.
3. Approve Resolution Declaring an Emergency Related to the Green Hills Road Slide and Authorizing the City Manager to Enter into Agreements to Repair the Slide in Accordance with Public Contract Code section 22035.
ALTERATIONS TO REGULAR AGENDA
Council can remove or add items to the Regular Agenda.
REGULAR AGENDA
Persons wishing to speak on any item may do so by raising their hand to be recognized by the Mayor.
1. Fiscal Year 2023-2024 Community Grant Program Recommendations
2. Adopt Resolution Authorizing Grant Submission to the Santa Cruz County Regional Transportation Commission
3. Future Council Agenda Items
ADJOURNMENT
City Council Meeting Agenda Page 4
Date: October 18, 2023
ADA NOTICE
The City of Scotts Valley does not discriminate against persons with disabilities. The City Council Chambers is an accessible facility. If you wish to attend a City Council meeting and require assistance such as sign language, a translator, or other special assistance or devices in order to attend and participate at the meeting, please call the City Clerk's office at (831) 440-5600 five to seven days in advance of the meeting to make arrangements for assistance. If you require the agenda of a City Council meeting be available in an alternative format consistent with a specific disability, please call the City Clerk’s Office. The California State Relay Service (TTY/VCO/HCO to Voice: English 1-800-735-2929, Spanish 1-800-855-3000; or, Voice to TTY/VCO/HCO:
English 1-800-735-2922, Spanish 1-800-855-3000), provides Telecommunications Devices for the Deaf and Disabled and will provide a link between the TDD caller and users of telephone equipment.
City Council Meeting Agenda Page 5
Date: October 18, 2023
PROCEDURAL INFORMATION FOR THE PUBLIC
THE FOLLOWING IS THE PROCEDURE COUNCIL SHOULD TAKE IN
APPROVAL OF A RESOLUTION:
1. Move the Resolution number for approval.
2. Second the motion.
3. Vote by body, a roll call vote is not required.
THE FOLLOWING IS THE PROCEDURE COUNCIL SHOULD TAKE IN
INTRODUCTION/ADOPTION OF AN ORDINANCE:
1. Move the Ordinance number for introduction (or adoption).
2. Move the Ordinance be introduced by title only and waive the reading of the text.
3. Read the Ordinance title.
4. Second the motion.
5. Vote by body, a roll call vote is not required.
THE FOLLOWING IS THE PROCEDURE COUNCIL SHOULD TAKE IN
PUBLIC COMMENT/PUBLIC HEARINGS:
Unless otherwise determined by the presiding officer of the meeting:
1. Three minutes allowed per individual to speak.
2. Five minutes allowed per individual representing a group of three or more. ❖❖❖❖❖❖❖❖
The City of Scotts Valley does not discriminate against persons with disabilities. The City Council Chambers is an accessible facility. If you wish to attend a City Council meeting and require assistance such as sign language, a translator, or other special assistance or devices in order to attend and participate at the meeting, please call the City Clerk's office at (831) 440-5602 five to seven days in advance of the meeting to make arrangements for assistance. If you require the agenda of a City Council meeting be available in an alternative format consistent with a specific disability, please call the City Clerk’s Office. The California State Relay Service (TTY/VCO/HCO to Voice: English 1-800-735-2929, Spanish 1-800-855-3000; Voice to TTY/VCO/HCO: English 1- 800-735-2922, Spanish 1-800-855-3000; or, from or to Speech-to-Speech, English & Spanish 1- 800-854-7787), provides Telecommunications Devices for the Deaf and Disabled and will provide a link between the TDD caller and users of telephone equipment.
CALL TO ORDER 6:00 PM
PLEDGE OF ALLEGIANCE and MOMENT OF SILENCE
ROLL CALL
CITY STAFF MEMBERS PRESENT:
Mali LaGoe, City Manager
Kirsten Powell, City Attorney
Scott Garner, Police Captain
Taylor Bateman, Community
Development Director
Cathie Simonovich, City Clerk
ELECTED OFFICIALS
PRESENT:
Jack Dilles, Mayor
Randy Johnson, Vice Mayor
Donna Lind, Council Member
Derek Timm, Council Member
Allan Timms, Council Member
SPECIAL SET MATTER
MINUTES
Meeting of the
Scotts Valley City Council
Date: October 4, 2023
Time: 6:00 PM
CONTACT
INFORMATION
MEETING LOCATION POSTING
City of Scotts Valley City Council Chambers The agenda was posted 1 Civic Center Drive 1 Civic Center Drive on 9-29-2023 at City Hall, Scotts Valley, CA Scotts Valley, CA 95066 SV Senior Center, SV 95066 OR Public Works Building,
(831) 440-5600 Zoom Video Conference and on the Internet https://us02web.zoom.us/j/83295730901 at www.scottsvalley.gov.
The City Council meeting was called to order at 6:03 PM.
1. Introduction of Terence Concannon, Visit Santa Cruz Chief Executive Officer The new Visit Santa Cruz Chief Executive Office introduced himself and gave a brief presentation.
City Council Meeting Minutes
Date: October 4, 2023
COMMITTEE REPORTS
2. Mayor's Proclamation for Ageism Awareness
Mayor Dilles presented the Mayor's proclamation to honor Ageism Awareness Day, October 7, 2023. Accepting the proclamation on behalf of the Seniors Council of Santa Cruz County was Zack Johnson, the Administrative Services Officer for the Seniors Council of Santa Cruz County and San Benito County. Mr. Johnson said a few words and thanked the Council for the proclamation.
CM Timm attended the Town Center subcommittee meeting, along with CM Johnson, where they interviewed four architectural firms. There is a recommendation on the regular agenda this evening.
CM Timm attended a meeting of the Association of Monterey Bay Area Governments (AMBAG) and they worked on the 2026 regional growth forecast, including selecting a methodology for this forecast. The REAP 2.0 grant is on the consent agenda this evening which will assist the City with the Housing Element.
CM Timm attended the City's Chamber of Commerce Committee where they worked on the annual Halloween event. Businesses interested in being involved in this event can reach out to Greg Wimp at Togo's or Danny Reber at the Chamber of Commerce.
CM Timm attended the Visit Santa Cruz County Board meeting.
CM Timms attended a meeting which included City Manager LaGoe, Mayor Dilles, and two community volunteers where they discussed the upcoming video project which promotes the services of the City of Scotts Valley.
CM Timms attended the League of California Cities annual conference and found the sessions to be valuable.
CM Timms attended a meeting of the Local Agency Formation Commission (LAFCO) board. There were zero protests regarding the merger of the Branciforte Fire Protection District and the Scotts Valley Fire District, so LAFCO approved the merger. The next step is for the Chief Executive of LAFCO to finalize the merger to make it official. The Chief Executive of LAFCO has submitted public comment regarding Scotts Valley's General Plan Update.
CM Lind attended a meeting of the Santa Cruz Metropolitan Transit District (METRO).
METRO has recently purchased 57 hydrogen-fuel cell electric buses. Out of the $87.4 million total cost, all but $900K was covered by federal grants. There has been a 400% increase in youth ridership as a result of the free student rider program. At a public hearing, METRO adopted the first phase of Reimagine Metro, which will implement major bus service improvements starting in December.
CM Lind attended a planning meeting for the Hitchcock Festival which will be in March
City Council Meeting Minutes
Date: October 4, 2023
CITY MANAGER REPORT
at the Scotts Valley Performing Arts Center.
CM Lind attended the monthly meeting of the Community Advocates and she noted that the crossing guard program is running smoothly. They are also working on other possible community projects. The Advocates will be finalizing the 501(c)(3) status this month.
CM Lind attended the Chamber of Commerce ribbon cutting ceremony for T-Mobile.
CM Lind and CM Timm were contacted by the Santa Cruz Chamber regarding the Santa Cruz County Chamber Community Leadership visit. Due to a location cancellation, they were able to secure Ambient Photonics to host a tour in Scotts Valley.
CM Lind congratulated the Scotts Valley Police Department on another successful annual inspection.
Mayor Dilles spoke at the closing of the exhibit From Footprints to the Superhighway - How Connections Shape Scotts Valley, which was held at the Belardi Memorial Library in Felton.
Mayor Dilles, along with CM Lind and CM Timms, presented a proclamation to the longtime director of Meals on Wheels, Lisa Berkowitz, upon her retirement.
Mayor Dilles attended the investiture of the new Santa Cruz County Judge, the Honorable Leila Sayar.
Mayor Dilles attended the League of California Cities annual conference and learned about fees, compassion, housing, retail landscape, disaster recovery, joint powers agreements, climate change, artificial intelligence (AI), and the complexities of the housing element.
Mayor Dilles attended the Valley Churches United (VCU) Ruby Gala and presented proclamations (Angel awards) to three individuals for their long-term contributions to VCU. The proclamations were given to Rosemary Chalmers, Colly Grucselak, and husband and wife team Linnaea and Bert Donlin.
Mayor Dilles moderated and presented at the State of the City Address. Also presenting were City Manager LaGoe, and representatives of the Police Department, Water District, Fire District, and School District.
Mayor Dilles presented at the State of the County hosted by the Santa Cruz County Association of Realtors.
City Council Meeting Minutes
Date: October 4, 2023
Town Center Future Site Construction: The City of Scotts Valley has partnered with the City of Santa Cruz and our environmental consultant, Weber Hayes, to begin the cleanup (removal and replacement) of the contaminated soil at the future site of the Town Center. For questions, please go to scottsvalley.gov/towncenter or scan the QR code that is on the signage at the site.
Staffing: The recruitment process has been successful and has resulted in two new staff members who will start work on October 16th. The City filled the position of Recreation Coordinator to round out the Recreation Division, and the position of Finance Manager to round out the Administrative Services Department. Additionally, we are in the final selection process for the Building Official, and Public Works Director recruitment is moving forward. Congratulations to Cody Wentworth for being promoted from Maintenance Supervisor to Public Works Project Manager. Cody will be responsible for managing projects such as road repairs, emergency storm repairs, culvert projects, and more.
Pavement Repairs: The pavement contractor is solidifying their plan for several repair projects, and the work will happen in the next 4-6 weeks.
Citizen's Academy: The second meeting of the Citizen's Academy happened last night and it focused on public safety with tours of the Police Department and the Fire District, and it even included a police canine demonstration.
Facility Condition Assessment: The City's contractor completed the facilities condition assessment and we look forward to receiving the results.
Street Signs: Several street signs have been replaced throughout the City, including the signs on Bethany Drive that have been missing for a long time. On Scotts Valley Drive the signs have been replaced with new reflective signs.
Community Garden Sign - A local artist created a new sign for the Scotts Valley Community Garden, and a celebration was held with the artist and the community garden users.
Upcoming Dates:
10/13 SVHS Homecoming Parade - the Police Department will be assisting with rolling traffic controls on Vine Hill School Road, Scotts Valley Drive, and Glenwood Drive. The parade begins at the Siltanen parking lot at 1:45 PM and ends at the high school.
10/17 Annual Senior Center Membership Meeting - where the membership will nominate two members for the at-large board position and these recommendations will come to Council for ratification.
Federal Government Impact on Local Government: We are closely watching the federal budget process. Our Congress Member Jimmy Panetta is advocating for the
City Council Meeting Minutes
Date: October 4, 2023
PUBLIC COMMENT TIME
ALTERATIONS TO CONSENT AGENDA
CONSENT AGENDA
ALTERATIONS TO REGULAR AGENDA
City regarding funds to assist with the Town Center project. We have been working closely with HUD and FEMA on projects so a government shutdown could impact the City's ability to move certain projects forward.
David Alreck, a resident of Scotts Valley, commended the Police Department on their leadership and character. He appreciates their personal service. Mr. Alreck also spoke regarding the appearance and condition of Scotts Valley Drive and the fact that the current bond is ending. The road is in disrepair and he suggested a new, smaller bond to complete the repairs and to make it look more appealing.
Victor Alejandro, a resident of Scotts Valley, announced that the Hitchcock Festival is March 8th - 10th. He thanked CM Lind for mentioning the festival in her report, and noted that they will be contacting Visit Santa Cruz County for additional outreach.
M/S: Timm/Timms
To approve the Consent Agenda with no alterations.
Carried 5/0 (AYES: Dilles, Johnson, Lind, Timm, Timms)
1. Approve City Council minutes of 09-06-2023
2. Approve check registers dated 09-01-2023 through 09-14-2023 and 09-15- 2023 through 09-29-2023
3. Resolution accepting AMBAG REAP 2.0 Local Suballocation Grant Program (LSGP) funds in the amount of $128,750 to implement the 6th Cycle Housing Element Update and Authorizing the City Manager to Execute Agreements
4. Consideration of Approval of an Off-Site Improvement Agreement for Sanitary Sewer Improvements on Polo Heights
5. Approve salary schedule for the position of Senior Administrative Analyst M/S: Lind/Timm
To approve the Regular Agenda with no alterations.
Carried 5/0 (AYES: Dilles, Johnson, Lind, Timm, Timms)Lind/Timm
City Council Meeting Minutes
Date: October 4, 2023
CLOSED SESSION SUBJECT
RECONVENE TO OPEN SESSION
REPORT ON ACTION TAKE DURING CLOSED SESSION
ADJOURNMENT
1. Consider approval of a Professional Services Contract with Urban Field Studio for Town Center Master Architecture services
City Manager LaGoe gave a PowerPoint presentation and introduced Jane Lin and Ryan Call from Urban Fields Studio. The Council Members had questions and comments.
M/S: Johnson/Timm
To accept the recommendation to select Urban Field Studio for Town Center Master Architectural services and authorize the City Manager to execute a contract in a form acceptable to the City Attorney, not to exceed $160,000.
Carried 5/0 (AYES: Dilles, Johnson, Lind, Timm, Timms)
2. Future Council Agenda Items
None.
The City Council convened to closed session at 7:18 PM to discuss the following item:
1. Conference with labor negotiator regarding employee negotiations Legal Authority: Government Code section 54957.6
Bargaining Groups: Police Bargaining Unit, Police Supervisors Association Staff Present: City Manager, City Attorney, Administrative Services Director, Labor Negotiator
The City Council reconvened to open session at 8:04 PM.
City Attorney Powell stated that there was no report from the Closed Session meeting.
The meeting adjourned at 8:04 PM.
REGULAR AGENDA
CONVENE TO CLOSED SESSION
City Council Meeting Minutes
Date: October 4, 2023
Attest:
Cathie Simonovich, City Clerk
Approved:
Jack Dilles, Mayor
apadatecr2 City of Scotts Valley along 10/13/2023 09:03 Page 1 A/P Check Register Checks from 09/30/2023 to 10/12/2023
Check Check Vendor Name Net Check Check CheckNumber Date Amount Status Type Cash Account: 999-10100-000-000-000000
130222 10/05/23 ACC BUSINESS 1,218.93 O Regular
130223 10/05/23 ACCENT CLEAN & SWEEP INC 2,739.00 O Regular130224 10/05/23 ACCO ENGINEERED SYSTEMS 408.00 O Regular130225 10/05/23 ACE PORTABLE SERVICES 1,500.48 O Regular130226 10/05/23 AET. 340.00 O Regular130227 10/05/23 AIRTEC 604.36 O Regular130228 10/05/23 ALHAMBRA 512.68 O Regular130229 10/05/23 AMAZON CAPITAL SERVICES 269.92 O Regular130230 10/05/23 ANDERSON PACIFIC ENG INC. 32,304.93 O Regular130231 10/05/23 ART SOTO 24.79 O Regular130232 10/05/23 AT&T 1,917.72 O Regular130233 10/05/23 AVENU HOLDINGS, LLC 2,110.25 O Regular130234 10/05/23 BAY TREE, LLC 3,620.38 O Regular130235 10/05/23 BRASS KEY LOCKSMITH 400.07 O Regular130236 10/05/23 BRIDGETTE ANDERSEN 1,000.00 O Regular130237 10/05/23 BRIGHTVIEW LANDSCAPE 9,430.16 O Regular130238 10/05/23 CITY OF SANTA CRUZ 641.74 O Regular130239 10/05/23 COMCAST 684.30 O Regular130240 10/05/23 CRYSTAL SPRINGS WATER CO 155.80 O Regular130241 10/05/23 CUMMING MANGEMENT GROUP, INC 13,977.45 O Regular130242 10/05/23 DYNAMIC PRESS 333.64 O Regular130243 10/05/23 Foster & Foster Inc, 1,950.00 O Regular130244 10/05/23 GRAINGER 839.02 O Regular130245 10/05/23 GRANITE CONSTRUCTION CO 378.71 O Regular130246 10/05/23 HOSE SHOP 133.04 O Regular130247 10/05/23 IDEXX LABORATORIES, INC. 4,436.24 O Regular130248 10/05/23 INTERSTATE SALES 2,855.83 O Regular 130249 10/05/23 Jon Wilcox 500.00 O Regular130250 10/05/23 K & D LANDSCAPING, INC. 4,748.13 O Regular130251 10/05/23 KIMBERLY ANN PETERSEN 666.25 O Regular130252 10/05/23 L & M FIRE PROTECTION 14,362.00 O Regular130253 10/05/23 LA FORGE, WILLIAM 110.46 O Regular130254 10/05/23 LINCOLN FINANCIAL GROUP 1,479.43 O Regular130255 10/05/23 LLOYDS TIRE SERVICE INC. 1,238.48 O Regular 130256 10/05/23 Martha Macambridge 935.00 O Regular 130257 10/05/23 MESITI-MILLER ENGINEERING 2,038.00 O Regular130258 10/05/23 MID VALLEY SUPPLY 749.14 O Regular130259 10/05/23 MISSION UNIFORM SERVICE 516.24 O Regular130260 10/05/23 MONTEREY BAY ANALYTICAL SVCS 66.00 O Regular130261 10/05/23 MONTEREY REGIONAL 5,982.48 O Regular130262 10/05/23 NBS GOVERNMENT FINANCE GROUP 337.50 O Regular130263 10/05/23 NORTH CENTRAL LABORATORIES 616.73 O Regular130264 10/05/23 OLIN CORPORATION AS SOLE 10,231.72 O Regular130265 10/05/23 PRESS BANNER 202.50 O Regular
apadatecr2 City of Scotts Valley along 10/13/2023 09:03 Page 2 A/P Check Register Checks from 09/30/2023 to 10/12/2023
Check Check Vendor Name Net Check Check CheckNumber Date Amount Status Type130266 10/05/23 PRODESSE PROPERTY GROUP 3,523.52 O Regular130267 10/05/23 QUAD KNOPF, INC. 696.46 O Regular130268 10/05/23 RANDALL KRUSEE 329.42 O Regular130269 10/05/23 ROBERT ORMONDE 227.27 O Regular130270 10/05/23 ROD MARKELL 1,974.00 O Regular130271 10/05/23 SAN LORENZO VALLEY WATER DISTR 45.01 O Regular130272 10/05/23 SANTA CRUZ CO ENVIRONMENTAL 3,982.00 O Regular130273 10/05/23 SCOTTS VALLEY FIRE DISTRICT 10,943.00 O Regular130274 10/05/23 SCOTTS VALLEY KIWANIS CLUB 1,086.00 O Regular130275 10/05/23 SCOTTS VALLEY SPRINKLER 596.81 O Regular130276 10/05/23 SECURITY SHORING & 234.00 O Regular130277 10/05/23 Skate XP 543.00 O Regular130278 10/05/23 SOIL CONTROL LAB 204.00 O Regular130279 10/05/23 STATE WATER RESOURCES CONTROL 4,250.00 O Regular130280 10/05/23 SUPERIOR ALARM COMPANY 87.00 O Regular130281 10/05/23 SYCAL ENGINEERING INC 1,896.60 O Regular130282 10/05/23 THE PIED PIPER INC. 3,279.50 O Regular130283 10/05/23 TORO PETROLEUM CORP 4,657.22 O Regular130284 10/05/23 TRIAD ELECTRIC 330.62 O Regular130285 10/05/23 TRISH MC GRATH 249.55 O Regular130286 10/05/23 U.S. BANCORP OFFICE 1,300.62 O Regular130287 10/05/23 UNITED RENTALS 3,785.01 O Regular130288 10/05/23 VISION SERVICE PLAN 1,276.80 O Regular130289 10/05/23 WIZIX TECHNOLOGY GROUP, INC 816.84 O Regular130290 10/05/23 ACC BUSINESS 598.66 O Regular130291 10/05/23 WAGE WORKS 250.00 O Regular 130292 10/05/23 Allan Timms 848.74 O Regular130293 10/05/23 BOYS & GIRLS CLUBS SC COUNTY 8,030.00 O Regular130294 10/05/23 BUSINESS WITH PLEASURE 174.73 O Regular130295 10/05/23 CSG CONSULTANTS, INC 33,712.02 O Regular 130296 10/05/23 Ground Penetrating Radar Systm 2,275.00 O Regular130297 10/05/23 INTERWEST CONSULTING GROUP 2,592.50 O Regular130298 10/05/23 K & D LANDSCAPING, INC. 24,337.43 O Regular130299 10/05/23 M-GROUP 742.50 O Regular130300 10/05/23 REGIONAL GOVERNMENT SERVICES 443.66 O Regular130301 10/05/23 SYCAL ENGINEERING INC 62,592.50 O Regular130302 10/05/23 U.S. BANK CORPORATE 14,804.29 O Regular130303 10/12/23 AT&T 166.03 O Regular130304 10/12/23 BRINKS AWARDS & SIGNS 439.18 O Regular 130305 10/12/23 CHLOE GRAHAM 345.00 O Regular130306 10/12/23 DUNCAN AUTO TECH 145.69 O Regular130307 10/12/23 DYNAMIC PRESS 240.35 O Regular130308 10/12/23 FORREST BROWN 90.00 O Regular130309 10/12/23 GARRETT KUBOTA DDS 328.00 O Regular130310 10/12/23 JAYSON RUTHERFORD 345.00 O Regular
apadatecr2 City of Scotts Valley along 10/13/2023 09:03 Page 3 A/P Check Register Checks from 09/30/2023 to 10/12/2023
Check Check Vendor Name Net Check Check CheckNumber Date Amount Status Type130311 10/12/23 NORTH BAY FORD-LINCOLN- 127.80 O Regular130312 10/12/23 SCOTT GARNER 234.00 O Regular130313 10/12/23 STEVE WALPOLE 345.00 O Regular130314 10/12/23 SUMMIT UNIFORMS 1,648.97 O Regularapadatecr2 City of Scotts Valley along 10/13/2023 09:03 Page 3 A/P Check Register Checks from 09/30/2023 to 10/12/2023
93 Checks total: 331,738.80
0 ACH total:0 EFTPS total:0 Wire transfer total:0 Payment Manager total:
93 GRAND TOTALS 331,738.80
AGENDA ITEM 3.
DATE: 10/18/2023
City of Scotts Valley
CITY COUNCIL STAFF REPORT
DATE: 10/18/2023
TO: Honorable Mayor and City Council
FROM: Steve Jesberg, Interim Public Works Director
APPROVED: Mali LaGoe, City Manager
SUBJECT: Approve Resolution Declaring an Emergency Related to the Bean Creek Road Slide and Authorizing the City Manager to Enter into Agreements to Repair the Slide in Accordance with Public Contract Code section 22035.
SUMMARY OF ISSUE
BACKGROUND
During the Winter of 2022-2023, the City and Santa Cruz County saw unprecedented rainfall which resulted in significant damage throughout the County. On December 30 and 31, 2022, the City of Scotts Valley experienced a major rain event (the “December 2022 Atmospheric River Winter Storm”). As a result of the December 2022 Atmospheric River Winter Storm, flooding, debris from trees, and mud impacted the City of Scotts Valley. Soil conditions remained saturated as a result of the December 2022 Atmospheric River Winter Storm.
On January 4 and 5, 2023, and January 8 and 9, 2023 major rain events (the “January 2023 Atmospheric River Winter Storms”) occurred which caused additional flooding and other storm impacts, including downed trees, power outages, retaining wall failures and mudslides. The December 2022 and January 2023 Atmospheric River Winter Storms resulted in rainfall exceeding 16 inches over a 14-day period and wind in excess of 60 MPH.
A fourth winter storm hit Scotts Valley on January 13 and 14, 2023, which brought 3 inches of rainfall and resulted in additional damage to the City. On March 9, 2023, the City and the County experienced yet another major rain event (the “March 2023 Atmospheric River Winter Storm”) which caused a significant slide on Bean Creek Road resulting in the downing of power lines and the failure of a portion of Bean Creek Road and debris blocking the remainder of the road (“Bean Creek Slide”). The March 2023 Atmospheric River Winter Storms resulted in rainfall exceeding 3.8 inches in 24 hours. At that point the total rainfall during the Winter 2022- 2023 was 51.71 inches, with 27.2” since January 1, 2023.
SUMMARY OF THE ISSUE
Bean Creek Road was closed for 26 days following the Bean Creek Slide. Since that time, the roadway has been significantly narrowed. As stated by the City’s geotechnical expert, Pacific
Crest Engineering, the Bean Creek Slide has left a narrowed roadbed with a steep escarpment supported by weak soil on the outside edge of the road which will continue to fail. See letter from Pacific Crest Engineering dated October 13, 2023.
Due to the significant damage caused by the atmospheric river events throughout Santa Cruz County, testing and design to repair and secure the slide area was significantly delayed.
Borings of the hillside were not completed August 15, 2023. The Geotechnical report was received on September 30, 2023. At this point, the geologists have determined that the hillside poses an imminent threat to public safety if it slides again. Without repair work, the hillside will slide again and possibly cause the complete closure of Bean Creek Road.
Any repair to the slide area is a public works project which requires public bidding in accordance with the California Public Contract Code. By council resolution Nos. 1137 and 1137.1, the City Council elected to be subject to the Uniform Construction Accounting Procedures set forth in Article 2 of the California Public Contract Code (the "Act"). The Act requires that public works projects be put out for competitive bid unless a specific exemption applies. Once a public works project is designed, the competitive bidding process takes at least 6 weeks before work can begin on a project and additional time is needed for the selected contractor to mobilize.
In the case of Bean Creek Road, the design could not be completed until the necessary studies and borings were conducted. This would mean the project to repair the slide damage could not begin until at least mid-December which is the middle of the rainy season. At this point, a delay of more than 6 weeks before the repair work can begin poses a clear and imminent danger of the hillside sliding and the roadway failing. Such situation constitutes an emergency under Public Contracting Code section 1102 which defines as emergency as “…a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services.”
Under the Public Contract Code, “In cases of emergency when repair or replacements are necessary, the governing body may proceed at once to replace or repair any public facility without adopting plans, specifications, strain sheets, or working details, or giving notice for bids to let contracts. The work may be done by day labor under the direction of the governing body, by contractor, or by a combination of the two.” Public Contract Code section 22035. In order to do so, the City Council must adopt a resolution by 4/5 vote making “a finding, based on substantial evidence set forth in the minutes of its meeting, that the emergency will not permit a delay resulting from a competitive solicitation for bids, and that the action is necessary to respond to the emergency.” Public Contract Code section 23050(a)(2). In this case, the delay resulting from a competitive bidding process will pose a clear and imminent danger to the residents of Bean Creek Road and the road itself. Immediate repairs to the hillside are needed to prevent loss or impairment of life, health and property.
If the resolution is approved, the City Manager will be authorized to enter into all agreements necessary to repair the damage caused by the Bean Creek Slide.
FISCAL IMPACT
The cost of the slide repair is unknown at this time but the costs will be reimbursed from the
FHWA funds as part of the emergency declared in 2023.
STAFF RECOMMENDATION
The City Council approve Resolution No. 2034, Declaring An Emergency Regarding the Bean Creek Slide and Authorizing The City to Proceed In Accordance with Public Contract Code section 22035 to Repair the Slide.
TABLE OF CONTENTS
1. BeanCreekEmergencyReso10.12.23
2. City of Scotts Valley - Green Hills Rd AND Bean Creek Road - Status of emergency work
RESOLUTION NO. 2034
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SCOTTS VALLEY
DECLARING AN EMERGENCY REGARDING THE BEAN CREEK ROAD SLIDE AND
AUTHORIZING THE CITY TO PROCEED IN ACCORDANCE WITH PUBLIC CONTRACT CODE SECTION 22035 TO REPAIR THE SLIDE
WHEREAS, on December 30 and 31, 2022, the City of Scotts Valley experienced a major rain event (the “December 2022 Atmospheric River Winter Storm”); and WHEREAS, as a result of the December 2022 Atmospheric River Winter Storm, flooding, debris from trees, and mud impacted the City of Scotts Valley; and WHEREAS, soil conditions in the City of Scotts Valley remained saturated as a result of the December 2022 Atmospheric River Winter Storm; and
WHEREAS, on January 4 and 5, 2023, and January 8 and 9, 2023 major rain events (the “January 2023 Atmospheric River Winter Storms”) occurred which caused additional flooding and other storm impacts, including downed trees, power outages, retaining wall failures and mudslides; and
WHEREAS, the December 2022 and January 2023 Atmospheric River Winter Storms resulted in rainfall exceeding 16 inches over a 14-day period and wind in excess of 60 MPH is impacting the City; and
WHEREAS, a fourth winter storm hit Scotts Valley on January 13 and 14, 2023, which brought 3 inches of rainfall and resulted in additional damage to the City; and WHEREAS, the County of Santa Cruz proclaimed the existence of a local emergency in the County on January 3, 2023; and
WHEREAS, the Governor of California declared a state of emergency on January 4, 2023; and
WHEREAS, on January 14, 2023, the President of the United States issued a Presidential Major Disaster Declaration to support the California’s emergency response to the ongoing storm impacts including flooding, mudslides and landslides in communities across the state; and
WHEREAS, on January 18, 2023, the City Council ratified the decision of the City Manager to declare an emergency due to the January 2023 Atmospheric River Winter Storms; and
WHEREAS, on March 9, 2023, the City and the County experienced yet another major rain event (the “March 2023 Atmospheric River Winter Storm”) which caused a mudslide on Bean Creek Road that downed power lines and closed the roadway (“Bean Creek Slide”); and
WHEREAS, the March 2023 Atmospheric River Winter Storms resulted in rainfall exceeding 3.8 inches. At that point, the total rainfall this was 51.71 inches, with 27.2” since January 1, 2023; and
WHEREAS, the County proclaimed the existence of a local emergency in the County on March 6, 2023; and
WHEREAS, the Governor of California declared a state of emergency on March 8, 2023; and
WHEREAS, on March 10, 2023, the President of the United States issued a Presidential Major Disaster Declaration to support the California’s emergency response to the ongoing storm impacts including flooding, mudslides and landslides in communities across the state beginning March 9, 2023; and WHEREAS, on March 15, 2023, the City Council ratified the decision of the City Manager to declare an emergency due to the March 2023 Atmospheric River Winter Storms; and
WHEREAS, Bean Creek Road was closed for 26 days following the Bean Creek Slide; and
WHEREAS, the City’s geologist determined that Bean Creek Slide left a narrowed roadbed with a steep escarpment supported by weak soil on the outside edge of the road which will continue to fail if not repaired; and
WHEREAS, due to the significant damage caused by the atmospheric river events throughout Santa Cruz County, testing and design work to repair and secure the Bean Creek Slide was significantly delayed; and
WHEREAS, borings of the hillside were not completed until August 15, 2023; the Geotechnical report was just received on September 30, 2023; and the final design of the repair work has yet to be completed; and
WHEREAS, the geologists have determined that without immediate repair work, the hillside will slide again and possibly cause the complete closure of Bean Creek Road; and
WHEREAS, the condition of the slide area and the additional delay caused by following the competitive bidding process poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services; and
WHEREAS, the City Council desires to proceed with the Bean Creek Slide repairs at once without adopting plans, specifications, strain sheets, or working details, or giving notice for bids to let contracts in accordance with Public Contract Code section 22035 in order to prevent the imminent danger.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Scotts Valley hereby declares as follows:
1. The Bean Creek Slide is a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services; and
2. Based on substantial evidence, the current state of the Bean Creek Slide will not permit a delay resulting from a competitive solicitation for bids because the roadbed will continue to fail and result in additional sliding and the possible closure of the roadway; and
3. Based on the existence of the emergency posed by the Bean Creek Slide, the City may proceed at once to replace or repair any public facility without adopting plans, specifications, strain sheets, or working details, or giving notice for bids to let contracts.
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to take all actions and enter into any agreements necessary to complete the Bean Creek Slide repair.
The above and foregoing Resolution was duly and regularly adopted by the City Council of the City of Scotts Valley at a special meeting held on the 18th day of October, 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Approved: _______________________
Jack Dilles, Mayor
Attest:
___________________________
Cathie Simonovich, City Clerk
GEOTECHNICAL | ENVIRONMENTAL | CHEMICAL | MATERIAL TESTING | SPECIAL INSPECTIONS 444 AIRPORT BLVD., SUITE 106 | WATSONVILLE, CA 95076 | PHONE 831-722-9446 | WWW.4PACIFIC-CREST.COM Revised 13 October 2023 Job No. 2321
City of Scotts Valley Public Works Department
Attention: Steve Jesberg, Director of Public Works
701 Lundy Lane
Scotts Valley, CA 95066
[email protected]
Subject: State of emergency for repairs of storm damage from winter of 2023 Landslide damaged portions of Green Hills Road and Bean Creek Road Scotts Valley, CA
Dear Steve:
This letter summarizes our opinion regarding the need to commence emergency work for the landslide damage to Green Hills Road and Bean Creek Road triggered by the storms of January through March 2023.
GREEN HILLS ROAD
The 2023 landsliding that happened at the Green Hills Road site (680 feet north-northeast along Green Hills Road from it’s intersection with Falcon Ridge Road) resulted in the blockage of Green Hills Road twice last winter and the undermining of a large concrete drainage ditch at the top of the landslide scar.. The concrete drainage structure is precipitously overhanging the landslide scar and has already been pulled apart by ongoing failure of the landslide escarpment. At this point the drainage structure now drains directly on to the landslide scar in the area where it is overhung and pulled apart.
We have since completed a soils report with some geological input (dated 31 May 2023) that provided the project with soils engineering parameters and recommendations for mitigating the ongoing failure of the slope and drainage system above Green Hills Road.
We reiterate our finding from our 26 January 2023 letter that the proposed retaining structure solution be constructed before the onset of winter 2023-2024. If this objective is not met, the existing landslide scar from 2023 that lies above Green Hills Road, with oversteepened slopes underlain by weak soil and an undermined and ruptured concrete drainage structure, will continue to fail and will:
1. Likely result in the catastrophic failure of the drainage structure, resulting in large blocks of concrete falling into the roadway. If a car, bicyclist or pedestrian is struck by the falling concrete, they may be injured or killed.
2. Likely result in continued drainage from the ruptured drainage structure dumping directly onto the unstable soil exposed in the landslide scar. This may result in continued
Bowman & Williams – Green Hills & Bean Creek Rds.– Recommendation for emergency work Job No. 2321 & 2351 Revised 13 October 2023
landsliding similar to last winter and complete blockage of the road. There is also potential that a car, bicyclist or pedestrian passing by the site might be struck by landslide debris if the two intersect at the moment of failure.
In our opinion construction should commence as quickly as possible at the Green Hills Road site, in order to have the mitigation in place by the time our typical winter rains arrive (November through April). If this objective is not met, landsliding is very likely to continue even during small storms and undermine the drainage structure and cause portions of it to fall downslope and onto the road, potentially striking and injuring or killing passersby. Continued landsliding may also completely occlude the road as it did twice last winter.
BEAN CREEK ROAD
Bean Creek Road (adjacent to 606 Bean Creek Road ) was damaged by a large debris flow landslide that was triggered by the storms of early March 2023, resulting in the failure of the outboard portion of the road and blockage of what remained of the road at that time. The failure of the roadbed has left a narrowed roadbed with a steep escarpment supported by weak soil on the current outboard edge which will continue to fail if subjected to continued rainfall and storm drainage.
In our opinion construction should commence as quickly as possible at the Bean Creek Road site, in order to have the mitigation in place by the time our typical winter rains arrive (November through April).. If this objective is not met, the roadbed will likely continue to fail, possibly to the extent of closing the road completely.
This concludes our letter. Please do not hesitate to contact us at your convenience regarding further recommendations for the damaged areas.
Sincerely
PACIFIC CREST ENGINEERING INC.
Erik N. Zinn
Principal Geologist
P.G. #6854, C.E.G. #2139
ec: Joel Ricca – Bowman & Williams
Samantha Vroomen – Bowman & Williams
CERTIFIED ENGINEERING GEOLOGIST
STATE OF CALIFORNIA
ERIK N. ZINN
No. 2139
PROFESSIONAL GEOLOGIST
STATE OF CALIFORNIA
ERIK N. ZINN
No. 6854
AGENDA ITEM 3.
DATE: 10/18/2023
City of Scotts Valley
CITY COUNCIL STAFF REPORT
DATE: 10/18/2023
TO: Honorable Mayor and City Council
FROM: Steve Jesberg, Interim Public Works Director
APPROVED: Mali LaGoe, City Manager
SUBJECT: Approve Resolution Declaring an Emergency Related to the Green Hills Road Slide and Authorizing the City Manager to Enter into Agreements to Repair the Slide in Accordance with Public Contract Code section 22035.
SUMMARY OF ISSUE
BACKGROUND
On December 30 and 31, 2022, the City of Scotts Valley experienced a major rain event (the “December 2022 Atmospheric River Winter Storm”). As a result of the December 2022 Atmospheric River Winter Storm, flooding, debris from trees, and mud impacted the City of Scotts Valley. Soil conditions remained saturated as a result of the December 2022 Atmospheric River Winter Storm.
On January 4 and 5, 2023, and January 8 and 9, 2023 major rain events (the “January 2023 Atmospheric River Winter Storms”) occurred which caused additional flooding and other storm impacts, including downed trees, power outages, retaining wall failures and mudslides. The December 2022 and January 2023 Atmospheric River Winter Storms resulted in rainfall exceeding 16 inches over a 14-day period and wind in excess of 60 MPH.
A fourth winter storm hit Scotts Valley on January 13 and 14, 2023, which brought 3 inches of rainfall and resulted in additional damage to the City, including a mudslide on Green Hills Road which closed the roadway. On January 18, 2023, the City Council ratified an emergency order issued by the City Manager based on the damage caused by the numerous atmospheric river events during the Winter of 2022-2023. At that time, the City engaged engineering and geotechnical support to design temporary measures to secure the Green Hills slide area.
Temporary measures were installed during February 2023.
On March 9, 2023, the City and the County experienced yet another major rain event (the “March 2023 Atmospheric River Winter Storm”) which caused another mudslide on Green Hills Road which closed the roadway. The March 2023 Atmospheric River Winter Storms resulted in rainfall exceeding 3.8 inches in 24 hours. At that point the total rainfall during the Winter 2022- 2023 was 51.71 inches, with 27.2” since January 1, 2023.
SUMMARY OF THE ISSUE
The damage to Green Hills Road caused by the two landslides and the unprecented rainfall resulted in the blockage of Green Hills Road on two occasions and a landslide scar with oversteepened slopes underlain by weak soil which undermined a large concrete drainage ditch at the top of the landslide scar. The concrete drainage structure is precipitously overhanging the landslide scar and has already been pulled apart by ongoing failure of the landslide scar. At this point the drainage structure now drains directly on to the landslide scar in the area where it is overhung and pulled apart.
Due to the significant damage caused by the multiple atmospheric river events throughout Santa Cruz County, testing and design work to repair and secure the slide area has been significantly delayed. Borings of the hillside were not completed until late April 2023. It was not until June 2023 that the geotechnical report was received that provided the project with soils engineering parameters and recommendations for mitigating the ongoing failure of the slope and drainage system above Green Hills Road.
Until the geotechnical report was completed, the final design of the repair work could not be completed. Based on the recommendations in the geotechnical report, a specialty design firm was needed to design a soil nail wall to secure the hillside. The design engineer contacted several firms and met with one firm in late July. The design report was provided on September 7, 2023. The final bid documents, which include the design report, are now being completed.
However, the geotechnical firm, Pacific Crest Engineering, has determined that the hillside poses a significant risk of additional sliding and a catastrophic failure of the drainage ditch which could result in large blocks of concrete falling into the roadway. If addition, they opined that if allowed to stay in its current condition, the ruptured drainage ditch will continue to dump drainage directly onto the unstable soil exposed in the landslide scar. This may result in continued landsliding similar to last winter and complete blockage of the road. See October 13, 2023, letter from Pacific Crest Engineering attached to this report.
Any repair to the slide area is a public works project which requires public bidding in accordance with the California Public Contract Code. By council resolution Nos. 1137 and 1137.1, the City Council elected to be subject to the uniform construction accounting procedures set forth in Article 2 of the California Public Contract Code (the "Act"). The Act requires that public works projects be put out for competitive bid unless a specific exemption applies. Once a project has been designed, the competitive bidding process takes at least 6 weeks before work can begin and additional time is needed for the selected contractor to mobilize.
In the case of Green Hills Road, the design could not be completed until the necessary studies and borings were conducted. The design is still being completed. At this point, a delay of more than 8 weeks before the repair work can begin poses a clear and imminent danger of the hillside sliding and possibly dislodging the concrete drainage ditch located within the slide area. Such situation constitutes an emergency under Public Contracting Code section 1102 which defines as emergency as “…a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services.”
Under the Public Contract Code, “In cases of emergency when repair or replacements are
necessary, the governing body may proceed at once to replace or repair any public facility without adopting plans, specifications, strain sheets, or working details, or giving notice for bids to let contracts. The work may be done by day labor under the direction of the governing body, by contractor, or by a combination of the two.” Public Contract Code section 22035. In order to do so, the City Council must adopt a resolution by 4/5 vote making “a finding, based on substantial evidence set forth in the minutes of its meeting, that the emergency will not permit a delay resulting from a competitive solicitation for bids, and that the action is necessary to respond to the emergency.” Public Contract Code section 23050(a)(2). In this case, the delay resulting from a competitive bidding process will pose a clear and imminent danger to the residents of Scotts Valley and the road itself. Immediate repairs to the hillside and the removal and replacement of the drainage system are needed to prevent loss or impairment of life, health and property.
If the resolution is approved, the City Manager will be authorized to enter into all agreements necessary for the repair work.
FISCAL IMPACT
The cost of the slide repair is unknown at this time but the costs will be reimbursed from the FHWA funds as part of the emergency declared in 2023.
STAFF RECOMMENDATION
The City Council approve Resolution No. 2035, Declaring An Emergency Regarding the Green Hills Slide and Authorizing The City to Proceed In Accordance with Public Contract Code section 22035 to Repair the Slide.
TABLE OF CONTENTS
1. GreenHillsEmergencyReso10.13.23
2. City of Scotts Valley - Green Hills Rd AND Bean Creek Road - Status of emergency work
RESOLUTION NO. 2035
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SCOTTS VALLEY
DECLARING AN EMERGENCY REGARDING THE GREEN HILLS ROAD SLIDE AND
AUTHORIZING THE CITY TO PROCEED IN ACCORDANCE WITH PUBLIC CONTRACT CODE SECTION 22035 TO REPAIR THE SLIDE
WHEREAS, on December 30 and 31, 2022, the City of Scotts Valley experienced a major rain event (the “December 2022 Atmospheric River Winter Storm”); and WHEREAS, as a result of the December 2022 Atmospheric River Winter Storm, flooding, debris from trees, and mud impacted the City of Scotts Valley; and WHEREAS, soil conditions in the City of Scotts Valley remained saturated as a result of the December 2022 Atmospheric River Winter Storm; and
WHEREAS, on January 4 and 5, 2023, and January 8 and 9, 2023 major rain events (the “January 2023 Atmospheric River Winter Storms”) occurred which caused additional flooding and other storm impacts, including downed trees, power outages, retaining wall failures and mudslides; and
WHEREAS, the December 2022 and January 2023 Atmospheric River Winter Storms resulted in rainfall exceeding 16 inches over a 14-day period and wind in excess of 60 MPH is impacting the City; and
WHEREAS, a fourth winter storm hit Scotts Valley on January 13 and 14, 2023, which brought 3 inches of rainfall and resulted in additional damage to the City, including a landslide on Green Hills Road which closed the roadway; and WHEREAS, the County of Santa Cruz proclaimed the existence of a local emergency in the County on January 3, 2023; and
WHEREAS, the Governor of California declared a state of emergency on January 4, 2023; and
WHEREAS, on January 14, 2023, the President of the United States issued a Presidential Major Disaster Declaration to support the California’s emergency response to the ongoing storm impacts including flooding, mudslides and landslides in communities across the state; and
WHEREAS, on January 18, 2023, the City Council ratified the decision of the City Manager to declare an emergency due to the January 2023 Atmospheric River Winter Storms; and
WHEREAS, on March 9, 2023, the City and the County experienced yet another major rain event (the “March 2023 Atmospheric River Winter Storm”) which caused another landslide on Green Hills Road and closed the roadway; and
WHEREAS, the March 2023 Atmospheric River Winter Storms resulted in rainfall exceeding 3.8 inches. At that point, the total rainfall this was 51.71 inches, with 27.2” since January 1, 2023; and
WHEREAS, the County proclaimed the existence of a local emergency in the County on March 6, 2023; and
WHEREAS, the Governor of California declared a state of emergency on March 8, 2023; and
WHEREAS, on March 10, 2023, the President of the United States issued a Presidential Major Disaster Declaration to support the California’s emergency response to the ongoing storm impacts including flooding, mudslides and landslides in communities across the state beginning March 9, 2023; and WHEREAS, on March 15, 2023, the City Council ratified the decision of the City Manager to declare an emergency due to the March 2023 Atmospheric River Winter Storms; and
WHEREAS, the City’s geologist determined that the Green Hills landslides resulted in a landslide scar with oversteepened slopes underlain by weak soil which undermined a large concrete drainage ditch at the top of the landslide scar; and WHEREAS, the concrete drainage structure is precipitously overhanging the landslide scar, has already been pulled apart by ongoing failure of the landslide scar and at this point the drainage structure now drains directly on to the landslide scar in the area where it is overhung and pulled apart; and
WHEREAS, due to the significant damage caused by the atmospheric river events throughout Santa Cruz County, testing and design work to repair and secure the hillside and drainage structure was significantly delayed; and
WHEREAS, borings of the hillside were not completed until late April 2023 and it was not until June 2023 that the geotechnical report was received that provided the project with soils engineering parameters and recommendations for mitigating the ongoing failure of the slope and drainage system above Green Hills Road; and WHEREAS, based on the recommendations in the geotechnical report, a specialty design firm was needed to design a soil nail wall to secure the hillside; and WHEREAS, the design engineer contacted several firms and met with one firm in late July and the design report was finally provided on September 7, 2023; and WHEREAS, the geotechnical firm, Pacific Crest Engineering, has determined that the hillside poses a significant risk of additional sliding and a catastrophic failure of the drainage ditch which could result in large blocks of concrete falling into the roadway. In addition, if allowed to stay in its current condition, the ruptured drainage ditch will
continue to dump drainage directly onto the unstable soil exposed in the landslide scar; and
WHEREAS, the geologists have determined that without immediate repair work, the hillside will slide again and possibly cause the closure of Green Hills Road and cause damage to the public; and
WHEREAS, the condition of the slide area and the additional delay caused by following the competitive bidding process poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services; and
WHEREAS, the City Council desires to proceed with the Green Hills Road repairs at once without adopting plans, specifications, strain sheets, or working details, or giving notice for bids to let contracts in accordance with Public Contract Code section 22035 in order to prevent the imminent danger.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Scotts Valley hereby declares as follows:
1. The slide on Green Hills Road and the resulting damage to the drainage system is a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services; and
2. Based on substantial evidence, the current state of the Green Hills Road landslide and drainage system will not permit a delay resulting from a competitive solicitation for bids because the hillside poses a significant risk of additional sliding and a catastrophic failure of the drainage ditch which could result in large blocks of concrete falling into the roadway and the ruptured drainage ditch will continue to dump drainage directly onto the unstable soil exposed in the landslide scar; and
3. Based on the existence of the emergency posed by the Green Hills Road slide, the City may proceed at once to replace or repair any public facility without adopting plans, specifications, strain sheets, or working details, or giving notice for bids to let contracts.
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to take all actions and enter into any agreements necessary to complete the Green Hills Road slide repair.
The above and foregoing Resolution was duly and regularly adopted by the City Council of the City of Scotts Valley at a special meeting held on the 18th day of October, 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Approved: _______________________
Jack Dilles, Mayor
Attest:
___________________________
Cathie Simonovich, City Clerk
GEOTECHNICAL | ENVIRONMENTAL | CHEMICAL | MATERIAL TESTING | SPECIAL INSPECTIONS 444 AIRPORT BLVD., SUITE 106 | WATSONVILLE, CA 95076 | PHONE 831-722-9446 | WWW.4PACIFIC-CREST.COM Revised 13 October 2023 Job No. 2321
City of Scotts Valley Public Works Department
Attention: Steve Jesberg, Director of Public Works
701 Lundy Lane
Scotts Valley, CA 95066
[email protected]
Subject: State of emergency for repairs of storm damage from winter of 2023 Landslide damaged portions of Green Hills Road and Bean Creek Road Scotts Valley, CA
Dear Steve:
This letter summarizes our opinion regarding the need to commence emergency work for the landslide damage to Green Hills Road and Bean Creek Road triggered by the storms of January through March 2023.
GREEN HILLS ROAD
The 2023 landsliding that happened at the Green Hills Road site (680 feet north-northeast along Green Hills Road from it’s intersection with Falcon Ridge Road) resulted in the blockage of Green Hills Road twice last winter and the undermining of a large concrete drainage ditch at the top of the landslide scar.. The concrete drainage structure is precipitously overhanging the landslide scar and has already been pulled apart by ongoing failure of the landslide escarpment. At this point the drainage structure now drains directly on to the landslide scar in the area where it is overhung and pulled apart.
We have since completed a soils report with some geological input (dated 31 May 2023) that provided the project with soils engineering parameters and recommendations for mitigating the ongoing failure of the slope and drainage system above Green Hills Road.
We reiterate our finding from our 26 January 2023 letter that the proposed retaining structure solution be constructed before the onset of winter 2023-2024. If this objective is not met, the existing landslide scar from 2023 that lies above Green Hills Road, with oversteepened slopes underlain by weak soil and an undermined and ruptured concrete drainage structure, will continue to fail and will:
1. Likely result in the catastrophic failure of the drainage structure, resulting in large blocks of concrete falling into the roadway. If a car, bicyclist or pedestrian is struck by the falling concrete, they may be injured or killed.
2. Likely result in continued drainage from the ruptured drainage structure dumping directly onto the unstable soil exposed in the landslide scar. This may result in continued
Bowman & Williams – Green Hills & Bean Creek Rds.– Recommendation for emergency work Job No. 2321 & 2351 Revised 13 October 2023
landsliding similar to last winter and complete blockage of the road. There is also potential that a car, bicyclist or pedestrian passing by the site might be struck by landslide debris if the two intersect at the moment of failure.
In our opinion construction should commence as quickly as possible at the Green Hills Road site, in order to have the mitigation in place by the time our typical winter rains arrive (November through April). If this objective is not met, landsliding is very likely to continue even during small storms and undermine the drainage structure and cause portions of it to fall downslope and onto the road, potentially striking and injuring or killing passersby. Continued landsliding may also completely occlude the road as it did twice last winter.
BEAN CREEK ROAD
Bean Creek Road (adjacent to 606 Bean Creek Road ) was damaged by a large debris flow landslide that was triggered by the storms of early March 2023, resulting in the failure of the outboard portion of the road and blockage of what remained of the road at that time. The failure of the roadbed has left a narrowed roadbed with a steep escarpment supported by weak soil on the current outboard edge which will continue to fail if subjected to continued rainfall and storm drainage.
In our opinion construction should commence as quickly as possible at the Bean Creek Road site, in order to have the mitigation in place by the time our typical winter rains arrive (November through April).. If this objective is not met, the roadbed will likely continue to fail, possibly to the extent of closing the road completely.
This concludes our letter. Please do not hesitate to contact us at your convenience regarding further recommendations for the damaged areas.
Sincerely
PACIFIC CREST ENGINEERING INC.
Erik N. Zinn
Principal Geologist
P.G. #6854, C.E.G. #2139
ec: Joel Ricca – Bowman & Williams
Samantha Vroomen – Bowman & Williams
CERTIFIED ENGINEERING GEOLOGIST
STATE OF CALIFORNIA
ERIK N. ZINN
No. 2139
PROFESSIONAL GEOLOGIST
STATE OF CALIFORNIA
ERIK N. ZINN
No. 6854
AGENDA ITEM 1.
DATE: 10/18/2023
City of Scotts Valley
CITY COUNCIL STAFF REPORT
DATE: 10/18/2023
TO: Honorable Mayor and City Council
FROM: Cathie Simonovich, City Clerk
APPROVED: Mali LaGoe, City Manager
SUBJECT: Fiscal Year 2023-2024 Community Grant Program Recommendations
SUMMARY OF ISSUE
In 2022, staff presented the Community Grant Program Request for Proposals (RFP) and scoring criteria to City Council. The criteria and RFP were created to allow for a formal process to award community grants. Historically, the City has provided small grants to community benefit organizations that serve Scotts Valley. This year the City Council has allocated $50,000 in the budget to be awarded through community grants. The RFP indicated the City's intent to fund 4-8 organizations for a grant amount between $5,000 and $15,000 each.
The RFP was issued on July 20th and remained open until August 31st at 5:00 PM. The City received 16 proposals, with a total requested amount of approximately $120,000. There was an array of organizations requesting funding, such as youth services, vision and dental services, food delivery, senior services, and others. After collecting all proposals, the City Manager created the Application Review Committee, selecting four people to participate in the scoring and review process.
Within the posted RFP was the scoring criteria that the Committee used to score the proposals. The scoring criteria had three main sections: a baseline qualification screening, content criteria (40 points) and financial criteria (25 points). Proposals were required to provide information on how the project or program relates to the City's Strategic Plan themes. The City also emphasized an interest in filling funding gaps left by state or federal funding sources and one-time costs or capital infrastructure. Proposals did not need to score perfectly in each criteria category, they just needed the highest collective score, averaged over the four committee members.
The Committee members independently reviewed all 16 proposals and scored them based on the scoring criteria. Once all independent scores were submitted, the Committee met to discuss the scores and finalize recommendations for City Council. After thoughtful discussion, 8 organizations with the highest average scores were selected with an adjusted total of $50,000.
Organization Name Funding
Requested
Funding
Recommendation
Assisted Living Project $ 2,500 $ 2,500
Boys and Girls Club of Santa Cruz
County
$14,000 $14,000
Cabrillo College Local Government
Fellows Program
$10,000 $10,000
Community Bridges – Meals on
Wheels
$ 6,500 $ 6,500
Conflict Resolution Center of Santa
Cruz County
$ 3,040 $ 3,000
Dientes Community Dental Care $ 5,000 $ 5,000
Scotts Valley Senior Life Association $ 4,500 $ 4,500
Vista Center for the Blind and Visually
Impaired
$ 5,000 $ 4,500
Total: $50,540 $50,000
Once approved by the City Council, contracts will be executed with each organization and will include insurance requirements, reporting requirements, and the specific documentation necessary for payment issuance.
FISCAL IMPACT
The City's budget includes $50,000 of General Fund dollars to support the Community Grant Program. Approving the specific organizations and funding amounts will result in contracts with each organization to expend the budgeted funds.
STAFF RECOMMENDATION
It is recommended that the City Council approve the recommendation outlined above and authorize the City Manager to execute contracts with the grant awardees in a form acceptable to the City Attorney.
TABLE OF CONTENTS
None
AGENDA ITEM 2.
DATE: 10/18/2023
City of Scotts Valley
CITY COUNCIL STAFF REPORT
DATE: 10/18/2023
TO: Honorable Mayor and City Council
FROM: Steve Jesberg, Interim Public Works Director
APPROVED: Mali LaGoe, City Manager
SUBJECT: Adopt Resolution Authorizing Grant Submission to the Santa Cruz County Regional Transportation Commission
SUMMARY OF ISSUE
The Santa Cruz County Regional Transportation Commission issued a call for projects for the 2023 Consolidated Regional Transportation Grants. $26.6 million in funding is anticipated to be available for award from several state and federal programs. Eligible applicants include all governmental agencies operating in Santa Cruz County, including all the cities, the county, the SCCRTC itself, Caltrans, Santa Cruz Metro, and UCSC.
Eligible projects include a wide range of public street, highway, local roadway reconstruction and rehabilitation projects. Bicycle, pedestrian, transit, transportation management improvements are also eligible. There is a minimum 11.5% match required as part of the grant award.
Public Works staff has reviewed the rating criteria and the list of transportation projects in the Capital Improvement Program and is recommending that the City apply for funding for the following projects:
1. Scotts Valley Drive Rehabilitation and Complete Street Improvements. This project will make repairs to the pavement surface, and analyze and include bicycle and pedestrian improvements along the corridor. Such improvements may include protected bike lanes and pedestrian crossings.
2. Mount Hermon Road Rehabilitation, Signal Coordination, and Complete Street Improvements. This project will resurface the roadway from Highway 17 to Scotts Valley Drive, put in an adaptive coordination system for the existing traffic signals, and include active transportation improvements. The signal work will be funded by the City’s Traffic Impact Fee fund.
As part of the application process, the City should prioritize the project submittals. It is recommended that the Scotts Valley Drive project be the first priority and the Mount Hermon Road project be second priority. It is anticipated that these projects will take 2-3 years to complete and the funding request will include this delivery schedule.
FISCAL IMPACT
Staff estimates the city should receive approximately $500,000 to $750,000 in funding through this grant process. The awards will be programmed into the 2024-25 Capital Improvement Program update.
STAFF RECOMMENDATION
Staff recommends the City Council consider and approve Resolution No. 2033 authorizing and directing the Public Works Department to submit two grant applications for roadway improvements on Scotts Valley Drive and Mount Hermon Road to the Santa Cruz County Regional Transportation Commission.
TABLE OF CONTENTS
1. SCCRTC Call for Projects
2. SCCRTC Grant Resolution
RESOLUTION NO. 2033
RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF SCOTTS VALLEY AUTHORIZING THE DEPARTMENT OF PUBLIC WORKS
TO SUBMIT TWO GRANT APPLICATIONS TO THE
SANTA CRUZ COUNTY REGIONAL TRANSPORTATION COMMISSION
FOR THE 2023 CONSOLIDATED REGIONAL
TRANSPORTATION GRANT PROGRAM
WHEREAS, The Santa Cruz County Regional Transportation Commission has issued a call for projects for the 2023 Consolidated Regional Transportation Grant Program; and WHEREAS, this program will provide up to $26.6 million in funding for local transportation rehabilitation, repair and safety projects from both state and federal funding programs; and
WHEREAS, The City of Scotts Valley desires to complete necessary roadway improvement projects on Scotts Valley Drive and Mount Hermon Road.
NOW, THEREFORE, BE IT RESOLVED AND ORDERED as follows: The Department of Public Works is hereby directed and authorized to submit two applications to the Santa Cruz County Regional Transportation Commission for the following projects:
1. Scotts Valley Drive Complete Street Project
2. Mount Hermon Road Rehabilitation, Signal Coordination, and Complete Street Improvements.
BE IT FURTHER RESOLVED, the Director of Public Works is authorized to sign all grant documents and assurances required of the application process.
The above and foregoing resolution was duly and regularly adopted by the City Council of the City of Scotts Valley at a regular meeting held on the 18th day of October, 2023 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Approved: ____________________________
Jack Dilles, Mayor
Attest: ___________________________
Cathie Simonovich, City Clerk