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indirectly and directly in jurisdictions'content management systems to ensure that preparing a web-based format requires little effort from City staff.
Deliverable(s):
> Hard-copy and web-based GP formats
Task 6.4 Development Regulations and Zoning Map Updates Provost & Pritchard will update language in the Zoning Ordinance and Subdivision Ordinance and PlaceWorks will update the Zoning Map for consistency with the adopted General Plan. Updates to the language and map will be focused on changes necessary for consistency with the updated General Plan, including implementation of those Zoning Ordinance updates identified in the City's Housing Element. The updates to the Zoning Ordinance and Subdivision Ordinance will be included as action items in the lmplementation Plan for the General Plan.
Deliverable(s):
> Admin draft, draft, and final updates to development regulations and zoning maps Task 5.5 Adoption Hearings
PlaceWorks will participate in public hearings with the Planning Commission and City Council to adopt the General Plan updates and certify the ElR. The PlaceWorks team will attend the hearings and be available for presentations and responding to comments/questions. PlaceWorks will also draft a presentation for review and refinement by City staff.
Deliverable(s):
> Prep for and attendance at adoption hearings
TASK 7. PROGRAM ENVIRONMENTAL IMPACT REPORT
The consideration of the environmental clearance-both for the GPU and post-adoption-will occurthroughout all ofthe tasks outlined in this scope ofwork. As a firm that prepares both general plans and associated ElRs concurrently and works with the public and private sectors in implementing general plans and tiering off of general plan ElRs, PlaceWorks will bring its unique insight to prepare a GPU EIR that is legatly defensible and streamlines future development projects that align with the City's overall vision, guiding principles, and updated general plan. All deliverables are stated within each task.
Task 7.1CEqA lnitiation Meeting
Mark Teague, AICP (CEOA Principal-ln-Charge) and Malia Durand (CEaA Project Manager) will attend one virtual project initiation meeting to discuss the proposed project and confirm the project approach, scope, goals, objectives, communication protocol, and schedule with the project team. At this meeting we will also provide our strategy to maximize future project streamlining from the General Plan Program Environmental lmpact Report (PEIR). After this meeting, PlaceWorks will prepare a detailed CEQA schedule and create a detailed data needs list.
Task 7.2 Project Description
The project description will include text detailing the project characteristics, land use summary tables, statisticaltables, and figures comparing existing conditions (on the ground) to the proposed GPU and associated development regulation changes. We assume the project description will be Proposal: City of Shafter General Plan Update and EIR December 4, 2023 | Page 23
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revised based on one consolidated set of comments from the City. Our scope of work assumes coordination with our in-house planning team to ensure that the Project Description includes Existing and Proposed Project population, residential units, non-residential square feet, and employment for use in the PEIR and technical studies, including traffic.
Task 7.3 Notice of Preparation, Scoping Meeting, and Tribal Consultation As the General Plan PEIR is a comprehensive document, we do not anticipate'scoping out'topics as pa rt of the notice of prepa ration (NOP). lf one or more of the individual im pact statements u nder a specific topic do not apply to the City, we can either discuss that in the relevant PEIR section or include the impacts statement(s) in an "impacts found not to be significant" chapter of the PEIR.
Regardless of format, all the CEQA topics will be addressed to help in future tiering efforts.
As the need for a PEIR has already been determined, PlaceWorks will prepare the NOP as soon as the project description has been approved. The condensed version of the NOP will describe the proposed project, include maps of the planning area, and a listof environmentaltopics thatwillbe discussed in the PEIR. The NOP willalso specifythe public review period and contact person atthe City along with their address for submitting responses; and provide the time/date for the scoping meeting. PlaceWorks' scope assumes the City will publish the NOP in the local newspaper and arrange for a location for the scoping meeting. PlaceWorks will coordinate with the City to develop a distribution list and willdistribute the NOP to the State Clearinghouse (SCH), applicable State and local agencies, and other interested parties on the City's distribution list for a 30-day public review period.
Tribal Consultation
The GPU triggers two levels of tribal consultation. The first is SB-18 that is linked to consideration of the general plan. The second is AB-52 that is linked to public circulation of the PEIR. PlaceWorks will coordinate with the City and the Native American Heritage Commission (NAHC) to determine which tribes have submitted general requests in writing to consult under AB 52 and SB 18. AB 52 and SB 18 requires that each group that has submitted general consultation requests must be contacted by letter to provide them with information about the project and ask if they wish to consult with the agency for the project being proposed.
PlaceWorks will draft the template consultation letters on behalf of the City and submit them to City staff for review and use. PlaceWorks will coordinate with the City to print the final letters on agency letterhead and send them to the tribes. PlaceWorks can assist with the consultation, however the expectation is that the City will want to take the lead with the tribes.
Public Scoping Meeting
PlaceWorks will assist the City with organizing and conducting one public scoping meeting to present the major features of the GPU and solicit comments about the scope and content of the PEIR. We will be prepared to discuss the environmental review process and to answer questions, as desired by City staff. We have had better attendance at virtual scoping meetings than in-person, however this scope allows for either.
7.4 Screen Check Draft PEIR
PlaceWorks'approach to environmental analyses is informed by our extensive experience providing cities with general plan PEIRs that ultimately serve as the cornerstone for environmental compliance and streamlining for their jurisdiction. Our strategy centers on data-driven Proposal: City of Shafter General Plan Update and EIR December 4, 2023 | Page 24
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methodology and well-crafted mitigation by subject matters experts to ensure the legal defensibility of the PEIR. Our goal for the City's GPU PEIR is to create a "living document" that can be used for future tiering and streamlining of development projects. We also ensure that the agency is fully apprised of the assumptions that go into the analysis so that later projects can be evaluated through Section 15183 to the maximum extent possible.
The PEIR analyses will thoroughly address current regulatory framework, document existing conditions, and design mitigation to provide a solid foundation forfuture streamlining and willbe prepared with the following sections, in accordance with the CEQA Guidelines:
> Executive Summary
> lntroduction
> Project Description
> Environmental Setting
> Discussion of Existing Conditions, Environmental lmpacts, and Mitigation Measures > Consideration of Significant Effects
> Project Alternatives
> Other CEQA-Mandated Sections
> Organizations and Personals Consulted
Each topical section of the document will: (a) describe existing environmental conditions and pertinent regulatory policies and programs that apply to this project, (b) define the criteria by which impacts will be determined to be significant, (c) determine the environmental changes that would result from implementation of the GPU, (d) evaluate the significance of those changes with respect to the impact significance thresholds, (e) determine whether CEQA mitigation measures are required after the application of relevant General Plan policies and regulatory requirements, (f) recommend mitigation measures as necessary to reduce or eliminate potentially significant adverse impacts, and (g) provide a conclusion as to whether significant impacts would remain even after successful implementation of recommended mitigation measures. This task assumes that PlaceWorks will respond to one round of consolidated City review comments. * Aesthetics. The aesthetics analysis will address the proposed project's potential effect on scenic vistas, visual and community character and quality; consistency with regulations and/or policies governing scenic quality; and lightin g/glare.
Agriculture and Forestry Resources. The City is surrounded by Prime, Unique Farmland, and farmland of Statewide importance according to the mapping provided by the Department of Conservation. As any development is likely to result in the conversion of prime agricultural land to non-agricultural uses, the PEIR will need to evaluate the impact and discuss mitigation potentia l.
Air Quality. PlaceWorks will conduct a robust air quality analysis using current methodology of the San Joaquin Valley Air Quality Management District (SJVAQMD). (See Task 8.1) The results of the technical modeling will be compiled into the PEIR. Model outputs will be included as an appendix.
Biological Resources. Provost & Pritchard will prepare a desktop biological assessment with results integrated into the Biological Resources section of the PEIR. s
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t Cultural Resources. Cultural resources include historical, archaeological, and tribal cultural resources. (See Task 8.2) Provost & Pritchard will prepare a desktop cultural resources record search to assess the potential cultural resource impacts of the GPU.
Energy. PlaceWorks will identify the existing and forecast electricity and natural gas use in the city. We will also provide an overview and review of consistency of the General Plan policies with the California Renewables Portfolio Standard Program (RPS) and other energy-related regu lations.
Geology and Soils. This PEIR section will define the city's existing geologic, soil, and groundwater characteristics and regional seismic influences. lmpacts of the GPU will be analyzed based on the proposed land use plan. Mitigation measures known to be effective in addressing various geotechnical constraints and potential impacts to paleontological resources will be defined, if necessary.
Greenhouse Gas Emissions. PlaceWorks will conduct emissions forecasts for the GPU. The emissions forecast will be based on historical information compiled for the existing conditions and forecast based on the increase in population and employment in the Cityfrom the GPU.
The increase in vehicle miles traveled (VMT) will be based on the data provided by the traffic engineer.
Hazards and Hazardous Materials. This section of the PEIR will describe known hazards in the planning area, and if necessary, will identify mitigation measures as required to avoid significant environmental impacts. The chapter will rely on a database search for the city from the California Department of Toxic Control (DTSC) also known as the Cortese List.
Hydrology and Water Quality. The hydrology and water quality section of the EtR will detail existing conditions that will include the regulatory setting, water quality and groundwater issues, the City's existing storm drain system and any capacity issues, FEMA maps and flooding potential, and the City of Shafter's local regulations, municipalcode, and stormwater development standards for new development and redevelopment projects. PlaceWorks will coordinate this effort with the City's Public Works Department.
The hydrology and water quality section of the f tR will include the regulatory framework, regional and hydrological setting of the area, stormwater drainage characteristics, water quality data (both surface and groundwater), local receiving water bodies, pollutants of concern based on changes in land use, and flooding hazards. Pertinent local plans, laws, and regulations pertaining to hydrology and water quality will be identified, including the requirements of the area-wide municipal stormwater urban runoff permit issued by the California Regional Water Quality Control Board-Central Valley (Order No. R5-2016-0040, NPDES Permit No. CAS0085324).
The analysis will also include issues pertaining to stormwater and flooding, creek protection, and FEMA floodplains. The EIR section willconclude with a discussion of the potentialwater impacts attributable to the proposed buildout pursuantto the General Plan, based on applicable significance criteria. The analysis will be prepared under the direction of a Civil Engineer licensed in the State of California.
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Land Use and Planning. This section of the pf tn will evaluate the potential impacts related to land use from implementation of the GPU. This section will also review the consistency and compatibility of the proposed GPU with applicable regional plans and local plans.
Mineral Resources. As noted in the current General Plan the City has oiland naturalgas resources within the planning area. Any changes to existing policy or approach in the updated general plan will be evaluated in the PEIR.
Noise. A noise study will be prepared by PlaceWorks (See Task 8,3). Findings from the study willbe integrated intothis PElRsection, and mitigation measures, if necessary, willbe incorporated to reduce potentially significant noise impacts. The noise study will be based on the traffic impact analysis and will also be used to inform the Noise Element of the General Plan.
Population and Housing. This section will identify the potential changes to population, housing units, employment forecast, and the City's jobs-housing ratio resulting from the proposed GPU. This section will describe existing and proposed land uses and how they would affect population, housing, and employment compared to existing conditions. lncreases in population, housing, and employment will also be compared to regional projections.
Public Services. The PEIR will assess impacts to public services providing fire protection and emergency services, police protection, school services, and library services associated with the proposed GPU. The City'sfire and police service providers, school districts, and libraries will be contacted at the onset for input on existing staffing and capacities and long-term plans to demonstrate their ability to serve buildout of the proposed GPU.
Recreation. The PEIR will discuss existing recreational facilities and the demand that the proposed GPU would have on them. Demand for parkland and recreation facilities associated with the potential population growth will be estimated. Proposed parks, trails, and any other private or public recreational uses in the GPU will be identified, and consistency with applicable parks, trails, or other recreation plans or programs will be assessed. Satisfaction of parkland dedication requirements willalso be discussed.
Transportation. Using the traffic study by Fehr & Peers the PEIR will summarize the study findings and include a consistency analysis related to programs, plans, ordinances, or policies addressing the circulation system, including transit, roadway, bicycle, and pedestrian facilities. This PEIR section will also analyze the GPU's consistency with CEQA Guidelines Section 15064.3, subdivision (b), including vehicle miles traveled (VMT). This section will analyze impacts related to hazardous designs, incompatible uses, and emergency access.
Tribal Cultural Resources. The results of the tribal consultation will be summarized in the PEIR along with any mitigation measures or policy considerations. Note that any reported resources will be kept confidential and not included in the PEIR. Record results will be given to the City however the confidentiality of the sites is required by state law. *
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* Utilities and Service Systems. The utility and service systems section would detail the existing conditions and potential capacity constraints for the water supply system, wastewater/sewer system, and storm drain system. The utilities and service systems section of the EIR will provide the regulatory setting and impacts associated with water supply and demand, wastewater infrastructure, stormwater drainage, and solid waste disposal. ln addition, the impacts associated with electricity, natural gas, and communications systems will be included. lnformation will be incorporated from the latest (2020) Urban Water Management Plan (UWMP), Water Master Plans, lnfrastructure Master Plans, Sewer System Management Plans, Storm Drainage Facility Guidelines, and CalRecycle's Solid Waste lnformation System as a pp lica ble.
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The utilities section will include existing conditions for water, wastewater, storm drainage, and solid waste and will include water and wastewater demands for the proposed project as compared to existing supplies and sewer/wastewater treatment capacities. Best Management Practices (BMPs) and Low lmpact Development (LlD) measures will be considered in determining the potential for additional stormwater with the proposed project ln addition, the capacity of landfills to accept solid waste and the State and local solid waste diversion programs will be considered in determining potential solid waste impacts.
Wildfire. The September 29,2023, Fire Hazard Severity Zone maps do not show the City as being within any of the state responsibility areas. However, the City surrounded by agriculturalfields and wildfire is always a possibility and will be evaluated in the PEIR.
Alternatives. ln compliance with Section 15126.6 of the CEQA Guidelines, the PEIR will evaluate a reasonable range of alternatives. Alternatives will be selected based on their ability to: (1) avoid or reduce one or more of the project's significant impacts; and (2) feasibly attain most of the basic objectives of the project. Our team's expertise in design and planning provides a unique opportunity to create alternatives that address potential environmental issues, including air quality/greenhouse gas emissions, aesthetics, cultural resources, land use compatibility, transportation, and noise. PlaceWorks will coordinate with the City and project team members to craft meaningful alternatives with the potential to reduce or eliminate significant impacts (if any). Up to three alternatives will be evaluated for their potentialto reduce significant impacts identified in PEIR. The Alternatives section will identify the "environmentally superior alternative," in accordance with the CEOA Guidelines and will evaluate the relative potentialfor each of the alternatives to achieve the project's objectives.
Provost & Pritchard will provide a summary of water demand calculations for use in the analysis of one EIR alternative. Water demand assumptions will be documented in a memo for use by PlaceWorks and shall be based on assumptions provided or confirmed by City of Shafter staff. lt is assumed that no modeling efforts will be required to determine planning level demand estimates.
7.5 Public Draft PEIR
PlaceWorks will revise the screen check Draft PEIR to address all City comments. PlaceWorks will then prepare a "print ready" Draft PEIR and distribute it electronically to the City for final approval.
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Upon final City approvalof the print-check Draft PEIR, PlaceWorks will prepare the Draft PEIR for public review. This will include final formatting, editing, final QA/QC, and printing.
PlaceWorks will prepare the Notice of Completion (NOC) and Notice of Availability (NOA) for City approval and signature. PlaceWorks will distribute the NOC and NOA to the State Clearinghouse, Kern County Clerk, and parties on the City's distribution list (provided by the City) for a 45-day public review period. This scope of work does not include development or placement of notices in newspapers.
7.5 FinalPElR
At the conclusion of the Public Draft PEIR public review period, PlaceWorks will prepare a screen check Final PEIR containing any revisions to the PEIR and the compiled responses to comments.
The Final Program PEIR will contain an introduction describing the public review process for the PEIR, copies of all comment letters, and written responses to allcomments. The estimated budget assumes that no new technical studies or extensive research will be required to respond to comments, and that the comments will be directed at the substance and technical adequacy of the PEIR. Modification to the scope of work, budget, and timeline frame may be necessary if any comments from agencies or the public require substantially increasing the scope of impacts and issues addressed in the PEIR.
The screen check Final PEIR will also include any revisions, updates, or corrections needed to respond to comments or address minor errors in the Draft PEIR. Revisions will be made in underline and/or strike-out text. This document will be submitted to the City staff for review. PlaceWorks will edit the screen check Final PEIR based on comments provided by the City. Our scope is limited to two rounds of City review of the screen check Final PEIR. lt is assumed that City comments on the screen check Final PEIR will be consolidated into one document.
Upon approval by the City, the Final PEIR will be prepared. This will include final formatting, editing, and QA/QC. Responses to comments from responsible agencies will be distributed a minimum of 10 days prior to consideration of the Final PEIR by the City Council.
7.7 Certification Documents
Mitigation Monitoring and Reporting Program
PlaceWorks will prepare the Mitigation Monitoring and Reporting Program (MMRP) pursuant to Section 21081".6 of the Public Resources Code. lt will identify the significant impacts that would result from the proposed GPU, proposed mitigation measures for each impact, the times at which the measures will need to be conducted, the entity responsible for implementing the mitigation measure, and the City department or other agency responsible for monitoring the mitigation effort and ensuring its success.
Statement of Overriding Considerations/Findings of Fact PlaceWorks will prepare findings and facts in support of findings, describing each of the significant impacts identified by the PEIR and the determination of whether those impacts would be reduced to below a level of significance by proposed mitigation measures. Additionally, Section 15093 requires that when an agency approves a project that will have significant adverse environmental effects that are unavoidable, it must make a statement of its views on the ultimate balancing of the merits of approving the project despite the environmental consequences. PlaceWorks will Proposal: City of Shafter General Plan Update and EIR December 4, 2023 | Page 29
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coordinate with the City to draft the statement of overriding considerations, if necessary, for any unavoidable significant impacts that may be identified by the Final PEtR.
Notice of Determination
lf the project is approved bythe lead agency, a notice of determination (NOD)will be filed within five working days. PlaceWorks will be responsible for filing the NOD with the Kern County Clerk as well as the State Clearinghouse. The California Department of Fish and Wildlife (CDFW) mitigation fee and county filing fees are included in this proposal. We assume the City will post the NOD on the City's website in accordance with AB 817.
7.8 CEQA Project Management and Coordination
Communication is key to a project's success. Therefore, PlaceWorks will be in regular communication with our internal planningteam and City staff and participate in progress updates (virtual) related to project approach, scheduling, and other environmental issues throughout the CEQA process. This task includes time for our CEQA principal (Mark Teague) and project manager (Malia Durand)through the duration of the project to closely coordinate with both in-house project teams (planning and environmental), and our environmental subconsultants. This task also includes processing invoices, reviewing, and managing deliverables, ensuring quality control, and adherence to the schedule for environmental processing.
PlaceWorks' PIC and PM will attend 1 kick-off meeting with City staff. PlaceWorks' PtC will attend meetings on an as needed basis and PlaceWorks' PM will attend twice-monthly checkin/coordination meetings with City staff with a mix of in-person meetings and conference calls; 2 Planning Commission meetings/workshops; and 2 City Council meetings.
TASK 8 CEQA TECHNICAL STUDIES
Like the Draft PEIR, PlaceWorks'approach to technical studies focuses on quantitative data and well substantiated documentation to support legally defensible impact conclusions. Based on PlaceWorks' prior experience preparing general plan PElRs, the technical studies discussed below will provide the City with the data and information required for environmental tiering, thereby reducing redundant costs associated with CEQA in the long-term. All deliverables, unless otherwise stated, involve an admin draft, draft, and final copy of the technical study associated with each ta sk.
8.1Air Quality and Greenhouse Gas Emissions (PlaceWorks) PlaceWorks will prepare an air quality and greenhouse gas (GHG) emissions analysis for the GpU and PEIR. The analysis will be based on the current methodology of the San joaquin Valley Air Pollution Control District (SJVAPCD) for projects in the San Joaquin Valley Air Basin (SJVAB).
PlaceWorks will prepare a communitywide criteria air pollutant and GHG emissions inventory and forecast for the GPU. The results of the technical modeling will be compiled into the ElR. Model outputs will be included as an appendix.
AQ and GHG Emissions lnventory
For the ElR, we will prepare a current year inventory (CEQA Baseline). The inventory will be consistent with ICLEI's U.S. Community Protocol for Accounting and Reporting of Greenhouse Gas Emissions (2012) for the following sectors.
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Energy - Electricity and Natural Gas. Buildings in the City consume electricity and natural gas.
Activity data provided by Pacific Gas & Electric (PG&E)will be used to compile the criteria air pollutant and GHG emissions inventory. Carbon intensity of electricity will be based on PG&E's Sustainability Report.
On-Road Transportation. Buildout of the Land Use Plan would generate criteria air pollutant and GHG emissions from an anticipated increase in trips and vehicle miles traveled (VMT) by passenger vehicles and trucks. VMT will be modeled using the California Air Resources Board's (CARB) latest emissions factor model (EMFAC) based on VMT data provided by Fehr and Peers.
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o Water Use/Wastewater Generation. Electricity is used to transport and treat water for indoor and outdoor purposes. Additionally, treatment of wastewater generates fugitive GHG emissions. PlaceWorks will utilize information from the City's Urban Water Management Plan and other relevant sources to evaluate GHG emissions from this sector. o Solid Waste Disposal. Disposal of municipal solid waste generate indirect GHG emissions from decomposition of organic materials. This sector will be based on data available from CalRecycle for Shafter and modeled using CARB's latest landfill gas model. o Other Applicable Sources (Off-Road, Point Sources). Use of off-road equipment, such as those used during construction activities and industrial warehouses, in the City also generates criteria air pollutant and GHG emission. Emissions from the use of gasoline, diesel, and other fuels bythese pieces of equipmentwill be included in the inventory. While industrialsources in the City generate emissions, these stationary sources are permitted sources of emissions and not under the direct or indirect control of the City. lf information is available for permitted sources from SJVAPCD, these sources will be identified within the inventory separately. Potential regional localized air quality impacts from construction activities associated with implementation of the GPU will be described qualitatively.
AQ and GHG Emissions Forecast
Once the General Plan horizon year land use statistics are compiled, PlaceWorks will conduct emissions forecasts for the GPU. The emissions forecast will be based on historic information compiled for the existing conditions and forecasted based on the increase in population and employment in the City as a result of implementation of the GPU. The increase in VMT will be based on the data provided by Fehr & Peers. For the General Plan horizon year air quality and GHG forecast, PlaceWorks will consider existing regulations that reduce criteria air pollutant and GHG emissions.
AQ Energy, and GHG EIR Sections
Regional emissions will be compared to the applicable thresholds. Potential localized air quality impacts from construction activities associated with implementation of the GPU will be described q ua litatively.
The SJVAB is designated nonattainment under California and/or National ambient air quality standards (AAOS) for ozone (O:) and particulate matter (PM1e and PMzs).Consistency of the project's regional emissions will be evaluated against SJVAPCD's Air Quality Management plans to attain the long-term National and California AAQS. The SJVAB has been designated in attainment for carbon monoxide (CO) and particulate matter (PMro) under the California and/or National Proposal: City of Shafter General Plan Update and EIR December 4,2023 | Page 31
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AAQS. Therefore, the air quality analysis will include only a qualitative assessment of CO hotspots. ln addition, the EIR will include a qualitative assessment of potential odor generators to describe potential odor impacts.
For the Energy analysis, PlaceWorks will identify the existing and forecasted electricity and natural gas use in the City. We will also provide an overview and review of consistency of the General Plan policies with the California Renewables Portfolio Standard Program (RPS) and other energy-related regu lations.
For GHG analysis, the EIR will include a discussion of the GHG reduction targets of Assembly Bill32 (AB 32), Senate Bill 32 (SB 32), SB 375, and Executive Order 5-03-05. The GHG impact analysis will identify GHG emissions from the buildout of the GPU. To date, there is no comprehensive statewide plan that identifies GHG reduction programs past 2020. However, the California Air Resources Board (CARB) recently released lhe 2022 Scoping Plon update which lays out a path to achieve targets for carbon neutrality and reduce GHG emissions by 85 percent below 1990 levels no later than 2045. The GHG section in the EIR will discuss the City's commitment to reducing GHG emissions in accordance with the GHG reduction goals of AB 32, SB 32, SB 375, and Executive Order 5-03-05. Project consistency with the Kern County Regional Transportation Plan (RTP) will also be reviewed.
8.2. Biological and Cultural Resources (Provost & Pritchard) Provost & Pritchard will conduct a California Natural Diversity Database (CNDDB) records search to identify documented biological resources. Provost & Pritchard will also conduct a California Historical Resources lnformation System (CHRIS) records search for historical and cultural resources as wellas search the National, California, and local historic resource registers to identify known historic resources and conduct a Native American Heritage Commission (NAHC) Sacred Lands File records search for cultural resources. Provost & Pritchard will document the results in a memorandum for use by PlaceWorks to prepare the applicable impact analysis sections of the Environmental lmpact Report (ElR). This task does not include field visits or responses to comments. Any required noticing under AB 52 or SB 18 will be conducted by PlaceWorks staff.
8.3 Noise and Vibration Analysis (PlaceWorks)
PlaceWorks will prepare the noise and vibration technical analyses to support the focused GpU.
The PEIR will discuss relevant standards and criteria for noise exposure, including those in the City's General Plan Noise Element and Municipal Code. The noise analysis will include a field study. The results of this analysis will be summarized in the PEIR, and modeling will be provided in an appendix.
Existing Conditions. PlaceWorks will identify major sources of noise in the City and document existing noise levels. The primary source of noise in the City is traffic on major arterials and highways and the rail line through the City.
Transportation Noise: PlaceWorks will model existing and Plan buildout traffic noise levels using a version of the U.S. Federal Highway Administration (FHWA) Traffic Noise Prediction Model. The PEIR will identify areas along roadway segments that would be exposed to noise levels above established criteria. Existing and future noise from rail operations will be characterized using the Federal Transit Administration (FTA) and the Federal Railroad Administration (FRA) noise models and available freight operational data.
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Stationary Noise: Noise impacts from non-transportation sources will be evaluated on a programmatic level, qualitatively based on local noise standards. PlaceWorks will analyze noise impacts from non-transportation sources such as major commercial and industrial uses in terms of potential impacts to nearby noise-sensitive receptors and the noise limitations identified within the City's Municipal Code.
Construction Noise and Vibration: PlaceWorks will provide a qualitative analysis for potential construction impacts associated with buildout of the Plan. Future noise and vibration effects from construction activities will be discussed in terms of accepted standards from the FTA and the City's Municipal Code. Feasible mitigation measures will be identified to minimize noise and vibration impacts associated with buildout of the plan.
8.4 Transportation (Fehr & Peers)
Fehr & Peers will review the proposed land use plan and the current Kern COG Travel Demand Model. Fehr & Peers will also review the 2046 RTP/SCS MIP 3.0 model and modify roadway networks and land use information (number of jobs, household, population, etc.) fortransportation analysis zones (TAZ) in the City of Shafter to ensure consistency with General Plan assumptions.
Fehr & Peers will prepare two full model runs forthe base year (existing scenario) and cumulative year (General Plan preferred horizon scenario). Additional scenarios and full model runs can be undertaken if required with an additional budget.
Fehr & Peers will incorporate the roadway network developed in Task 5 into the KernCOG Travel Demand Model in order to understand network sizing needs. The model output results will be used for evaluating LOS under cumulative conditions. After the model is completed and appropriately estimates travel on major streets, we will utilize it to estimate traffic volumes on key roadways in the City, as well as develop VMT estimates for use in the CEQA document.
Fehr & Peers will evaluate up to two alternative scenarios, and will provide quantitative comparisons for VMT measures, qualitative analysis for LOS measures, and the required hazards and safety analysis. Additional details are provided below.
Level of Service Assessment. Post-processing travel model volume and LOS assessment - Fehr & Peers will process the outputs of travel demand volumes using available count data in order to develop final forecasts for 15 segments and 10 intersections. This information will be used to estimate LOS during typical weekday AM and PM peak periods for each of the segments and intersections using the latest methodology from the Highway Capacity Manual, summarized in both tabular and graphical format. The LOS assessment will cover the following scenarios:
r Existing Conditions - using the collected traffic count data. . Future Year No Project Conditions -volume forecasts using the land use and roadway network assumptions that are already included in the Kern COG 2024 RTP/SCS travel demand model and generally reflect the existing General Plan of the City. o Future Year With Project Conditions - volume forecasts using the proposed land use and proposed roadway network for the preferred General Plan Scenario.
VMT Assessment. Fehr & Peers will work with the project team and City staff to identify the appropriate methodology and threshold for evaluating VMT impacts for the General Plan. This scope assumes that VMT will be estimated in the following three ways:
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o Regional Targets Advisory Committee (RTAC) Method - This method estimates VMT by using 100% VMT accounting for trips that begin and end in the City, 50% VMT accounting for trips with only one trip ending within the City, and 0% VMT accounting for trips that pass through the City.
This methodology was established to provide the information needed to assess the performance of plans in achieving the GHG targets set under 58375.
o Full Accounting Origin-Destination (OD) Method - This method estimates VMT using 100% accounting for alltrips that have both or one trip end within the City. This is typical accounting for project-level assessments and will provide useful information for the City if they desire to include a VMT-related policy or use the information for revising the City's adopted VMT threshold for identifying significant project impacts from future development. o Boundary Method Accounting - This method applies a boundary (typically the city limits and/or city limits plus the sphere of influence) and includes all VMT within the identified boundary, regardless of the trip origin/destination. This method provides a useful comparison of VMT; especially if the project displaces traffic to longer routes due to anticipated congestion along the route.
The VMT estimates will be provided for the three analysis scenarios in tabular format.
Emergency Evacuation Assessment. Two recent bills have been passed by the state legislator that affect the Safety Element of the General Plan: SB 99 and AB 747. SB 99 requires parcels with only one point of access to be identified within the Safety Element or Hazard Mitigation Plan, and AB 747 requires the evaluation of the transportation network and its adequacy/viability to accommodate an evacuation under a range of evacuation scenarios.
The SB 99 assessment is completed using GIS and Fehr & Peers has developed an additional layer to the typical SB 99 assessment we call RESILIENCY+ that also looks at the distance neighborhoods need to travel to access evacuation centers and/or exit the City. This can be overlaid with other hazard data (high fire severity zones, flood maps, fault zones, etc.) to identify potential neighborhoods that have limited redundancy from an accessibility perspective. This could provide useful information for plan. This analysis will be coordinated with the Safety Element analyses (for SB 99) conducted by PlaceWorks.
A8747 can be completed in a variety of different ways. These include review of a limited amount of evacuation events (say two fire evacuation event scenarios) where the number of evacuation trips are estimated based on household size, employment information, and the number of autos owned per household, and we utilize planning level segment capacity to estimate the amount of time required to facilitate that assessment. We have also completed an internaltool, EVAC+, that estimates origins/destinations of the evacuation trips in l-5-minute increments and simulates those trips onto the roadway network that can account for vehicle rerouting (when parallel routes are less congested) but also account for how congestion builds over space and time. This is all incorporated into a dynamic traffic assignment (DTA) model to better inform how much time would be required to evacuate under the specified evacuation event.
For purposes of scoping, Fehr & Peers has assumed that onlythe GIS assessment identifying parcels with only one point of access will be completed and we have assumed that the A8747 assessment will include two evacuation scenarios and will be completed at a higher planning-level scale using estimated hourly capacities (e.g., we will not be applying RESILIENCY+ nor EVAC+ for this assessment). This scope also assumes that we will attend one meeting with emergency services Proposal: City of Shafter General Plan Update and EIR December 4,2023 | Page 34
@ PI.ACEWORKS
personnel to assist in refining emergency evacuation routes and to define the emergency evacuation scenarios.
EIR Support and Meeting Attendance. Fehr & Peers has budgeted a total of 40 hours to support the project team in writing the transportation section of the General Plan and General Plan ElR.
We envision that our work will provide final quality assurance and quality control (aA/aC) of each section written by PlaceWorks, that Fehr & Peers will answer any questions from PlaceWorks as they write these sections and/or respond to comments on each section.
Response to Comments. At this stage, it is unknown how many comments will be received on the Draft ElR. Fehr & Peers will assist the City by preparing written responses to transportation-related comments on the Draft ElR. Up to 10 hours of staff time has been budgeted for this task. No new technical analysis is assumed as part of this task. Should a greater level of effort be required, Fehr & Peers will inform the client and submit a revised scope and fee.
8.5 Water Supply Analysis (Provost & Pritchard)
Provost & Pritchard will provide a summary of water demand calculations for use in the analysis of the GPU PEIR alternative. Water demand assumptions will be documented in a memo for use by PlaceWorks and shall be based on assumptions provided or confirmed by City of Shafter staff. lt is assumed that no modeling efforts will be required to determine planning level demand estimates.
TASK 9 GIS
An accurate inventory of GIS maps and information is essential for any GPU. GIS is used not only for the production of maps, but for data analytics, and it will play a central role in developing the plan. The key is to maximize the value of accurate GIS data while minimizing the cost of obtaining and correcting information. PlaceWorks recommends a combination of City data augmented by external authoritative data sources.
GIS Data. PlaceWorks is an Esri Partner and has been certified by Esri with an ArcGlS Online Specialty designation, with an ability to quickly and cost-effectively integrate external authoritative data from a variety ofgovernment and nongovernment sources. The data can be displayed through interactive web-based maps (at little additional cost) as well as visually compelling hard copy maps-both options suitable for use by City staff and the public. The data will also be integrated into the City's GIS system suitable for internal use and, as appropriate and/or required, to online portals for public access. As part of this task, PlaceWorks will:
> Obtain relevant map information and GIS data from the City. > Supplement City GIS data with new or updated information from other authoritative so u rces.
> Assemble GIS data sources into GIS platforms.
> ldentify and resolve any outstanding data deficiencies and potential inaccuracies. ) Establish protocols regarding data quality control, documentation, transfer, database schema, and formats for data and metadata.
> Prepare an accurate parcel-level base map that is transferable and viewable in electronic and physical formats.
> Deliver parcel-level base map as an interactive web map Gls Mapping. Gls maps will support all the major tasks in the GPU, starting with those prepared for the kick-off meetings. This task also includes additional GIS analysis necessary to understand the Proposal: City of Shafter General PIan Update and EIR December 4, 2023 | Page 35
@ nr-ncru/oRKs
needs and implications of potential policies and environmental analysis. PlaceWorks will develop a design template for digital files and hard copy reproduction to ensure a consistent image and quality. We will also prepare an accurate parcel-level map for use by other studies and reports prepared by other consultants. Based on our experience with general plans in similar cities, we have budgeted for the creation of approximately 75 maps/exhibits (including draft and final maps).
Depending on the complexity of data and functionality, between 20 and 30 maps will also be uploaded as interactive web-based layers.
TASK 10 PROJECT MANAGEMENT
This task accounts for the ongoing activities that are essential for keeping a project on schedule and within budget, such as communication and meetings with City stafl schedule and budget management, and internal coordination. Effective project management is especially important to meet the City's targeted deadline of January 2026.
10.1 Ongoing Project Management
PlaceWorks will serve as the primary consultant and point of contact, responsible for coordination with the City, other agencies, and consultants (subconsultants or other consultants hired by the City). Colin Drukker will serve as Principal-in-Charge (PlC), Halley Grundy will serve as the project Manager (PM), and Maria Ceja will serve as the Assistant Project Manager (APM). Colin and Halley will also serve as points of contact for all communications with the City.
PlaceWorks will maintain a live schedule that is updated as needed and identifies the status of each task, critical paths, and key milestones for the duration of the project. PlaceWorks can provide the schedule in a format best suited to the need throughout the project, whether it be to communicate a simplified schedule to the public or to dive into day-to-day detail with City staff and other consultants. An overall status report of the project and budget will be provided monthly, concu rrent with invoici ng.
10.2 Coordination Meetings
PlaceWorks will participate in monthly meetings with City staff to coordinate work tasks and deliverable products among our team members and other consultants, review project progress, schedule future tasks, and discuss and identify solutions for any issues impacting the successful performance of the work program. For budgeting purposes, we assume one virtual meeting on average every other week over the course of the project schedule (frequency adjusted based on need and availability). PlaceWorks has also included time and budget for key staff members to attend conduct periodic conference calls on an as-needed basis throughoutthe projecttimeline.
Deliverable(s):
> Coordination meetings (up to 60)
Proposal: City of Shafter General Plan Update and EIR December 4, 2023 | Page 36
EXHIBIT'B"
SCHEDULE OF SERVICES
Schedule of Services on the following page
BB&K (2021)
t 7 236.00000\34523367 - I
Exhibit "B"-1 PROFESSIONAL SERVICES AGREEMENT
3.2lReview of Existinq Goak. obiedives. and Policjes I I]II
4.4lDEftVhion, cuidins Principles, and Ov€Grchinr coah tt tt j I
8.3lNobe and Vibration Analvsis (PlaceWorkj tt tt tt tt tt tt GHG Emissions
tt tt tl tt I
6.2lGPAC Meetiiq f5 tt tt I tt ttTf
5.4lGPAC Meetinss4 tt tt I tt tt
3.6lClimate Chaice VulneGbiliW Assessment2,SlCommuniW Poo-Uos tt I II r I I IT I i+Hi#
Schedule
Shatter Genera! Plan (-N ?nd EIR
BB&K (2021)
EXHIBIT'C"
COMPENSATION
Compensation on the following page.
I 7236.00000\34s23367. l
Exhibit "C'-1 PROFESSIONAL SERVICES AGREEMENT
li'lE Pt ;\CilrVORl(5 TEAtVi
';ir;;,, .',1 ,1, {.1 ;lr;l:',.]l=ri,lil I,jL,,..1 :l i-1 ,;r'1.; l:.rri COST PROPOSAT updated 2l2tl2024
Placeworks
Hours
PlaceWorks
[abor Total
F&P P&P
Trsnsportation
& Mobilitv lnfrastrudute
Subcons.
Labor Total
{incl.10% rnarkTOTAL
TASK
BUDGET Task
L.L Kick-off meeting 29 ss,810 5o ss.810
t.2 Public participation protocols 30 s6.132 s0 S5,132
1.3 Stakeholder outreach 32 S7.os6 So s7.0s6
14 Proiect brandins 32 s5-397 so ss.397
Task 1. t23 sc S24.39s
TASK 2. Community taunch (2024)
2.7 Proiect website 36 S5.s76 s0 5s,s75
Project overview collatera I 128 520,727 So
2.3 Proiect marketins for communitv launch LS4 s27,374 So 527,374
2.4 Communitv Survev M 37.119 s0 S7,119
2.5 Commuitv Pop-Ups (x3) 90 S16.s6g So s16.s69
2.6 PCICC Briefing #1
(aligned with pop-up to consolidate travel time) 32 ss.912 So Ss.912
3. Discovery (2024)
3.1 Review of Existing Plans, Studies, and Documentation 78 S13,3G7 t4,420 .., 520,262 s0
S33,529
520,034 3.2 Review of Existing Goals, Obiectives, and Policies toz s20.034
3.3 Existing Land Use Assessment 52 57.739 Sc 739
3.4 Mobilitv Assessment 32 s5.636 21,930 524,L23 s30,7s9
3.5 I nf rastructure Assessement 20 s3.906 31,000 s34.100 s38,006
3.6 Climate Change VulnerabiliW Assessment 94 S15.97s So s15.975
3.7 Safety Element Background Report and Mapping 74 S13,03s So Sr3,o3s
3.8 Environmental Health and Justice Assessment 76 S13.881 s0 s13.881
3.9 Existins Conditions Storu Mao 92 S13.704 So s13.704 Task 3. Subtotal 620 sloa.276 s44,385 S34.1oo s78.485
TASK 4. Vision, Values, and lssu6 (20241
4.r GPAC Formation and Orientation s4 S11-120 So 911,120
4.2 Community Open House 1
(includes travel for Open House 1, GPAC orientation & GPAC meetinE 1) 108 Szo,433 2,520 32.172 s23,20s
4.3 GPAC Meetins #1 52 S10.s74 s0 s10.574
4.4 Draft Vision, Guiding Principles, and Overarching Goals 26 Ss,s86 S8,211
5o
$o
Ss,s86
s8,211 4.5 GPAC Meetins #2 (includes traveltime) M
4.6 Revised Vision, Guiding Princioles, and Overarchins Goals u s11.576 sc iLr,Gt6
4.7 PCICC Briefins #2 a2 s5.912 (n ss.912
Task 4.
I4S( 5. lllustratlng the Vision 12024)
5.1 Charrette
5.1.1 GPAC Meeting *3
5.1.2 Stakeholder interuiews and focus groups
5.1.3 Public Office Hours
362 57r,962 So 5tL,g'z
5.2 Conceptual Land Use Alternatives (2) 196 s3s.238 s9.000 s9,900 s45.138
5.3 Communitv Open House 2 {includes travel time} 150 S2s.2s3 s2,s20 s2.772 s28,02s
5.4 GPAC Meeting #4 (includes travel time) 52 Sro.s74 So s10.574
5.5 Preferred Land Use Plan 52 s10,820 So S1o,8zo
5.5 PC/CC Briefine #3 32 s5.912 s0 Ss.912
u4
5.1 Elements
5.1.1 Land Use
6.1.2 Transportation and Mobility
6.1.3 Economic Growth
6.1.4 Environmental Health and Justice
6.1.5 Air Quality
6.1.5 Environmental Hazards / Safetv
6.1.7 Environmental Management
6.1.8 Housing
6.1.9 Public Seryices & Facilities
6.1.10 lmplementation Actions
4IO S73,633 s31,960 S3s,1s6 s10e,789
6.2 GPAC Meeting #5 (includes travel time) 52 s11,102 So 11.102 PLACEWORKS I Cost Proposal 1 of 2 2/23/2024
Ii'lE PLACEWORK5 TEi\M
i i: -t i'i -'r r il :i it : l',.t I F i "t i fi i) cl,t i':, .r i: rl F r il COST PROPOSAT updated 212312024
F&P P&P 1A%
Task
PlaceWorks
Hours
PlaceWorks
Labor Total
Tronsportation
& Mobilitv lnfrastructute
Subcons.
Labor Total
{incl.:10% markTOTAT
TASK
BUDGET
5.3 Hard Copy and Web-based Formats L72 s28,246 s0 528,246
6.4 Development Regulations and Zonins Mao Uodates 18 34,os7 s24,000 s26.400 s30,4s7
6.5 Adoption Hearings 110 s22.392 s0
lMPACT
7.7 CEQA lnitiation Meetins 18 s4,L72 54.L72
7.2 Project Description 68 S11.03o So s11.030
7.3 NOP, Scoping Meeting, Tribal Consultation 70 S11.40s s0 s11,40s
7.4 Screen Check Draft PEIR 490 S91,s4s S91,s45
Air Quality & Greenhouse Gas Emissions (see Task 8) 0 S( $( Biological Resources (see Task 8) 0 s( s( So
Cultural Resources (see Task 8) 0 Sc S( s0
Energy (included in othertasks) 0 s( So
Geology & Soils 72 S1.8og Sc
Hazards & Hazardous Materials 24 s3.767 sc 53,767
Hydrology & Water Quality 50 E11.34s Sc
land Use & Planning (included in othertasks) 0 sc
$11,345
So
Mineral Resources 2A s3.06S So
\oise (see lask 8) 0
so
34.646 So
Population & Housine
Public Seruices
26 36
R6creation 12 32-036 5o
Iransportation 24 s3,98t 53,988
Tribal Cultural Resources t2 S1.8or S(
Utillties & Service Systems 54
'tt,s2 51L,642
Wildfire 6 S90{ $(
Alternatives 12 s3,153 s3,000 s3.30( 55,463
Other CEQA 30 Ss.12r St Ss.128
Edit & Review 150 s29,894 sc s29,894
7.5 Public Draft PEIR 145 S2s,3s3 So S2s.3s3
7.6 Final PEIR L32 s23.s01 s2,54C s2.26t ss.390 s28,891
7.7 Certification Documents 104 S16,783 s0 S16,783
7.8 Management and Hearings 130 s30,368 s3.000 33_300 s33.668 1158
8.1 Air t72.75
Technical Studies
and Greenhous Gas Emissions
8.2 Cultural and Biolosical Resources (Provost & Pritchard) 0 So s6.OO0 s5.500 S5,5oo
8.3 Noise & Vibration 156 s28.283 So
8.4 Transportation (Fehr & Peers) L2 s3.163 S67.sBo s74.338 s77.sOL
8.5 Water Supply Analvsis (Provost & Pritchard) t2 S3.12q s18.000 S19.80o s22.925 352.75
9. IS
10. 'to.2 Coordination Meetings 240 S51.046 322.A90 S8.740 S34.243 8s.289 524.629 s9,514 s34.243 S134.s7o
Lebor HouB Total s679.75
Labor Dollars Total s816.368
Placeworks Percent of Total labor 93.8%
Subconsultants
ble
REIMBURSABTE EXPENSES TOTAT 51,850
TOTAL 51,499,661
PLACEWORKS I Cost Proposal 2 of 2 2/23/2024
@ nlncEwoRKs
PlaceWorks 2024 Fee Schedule
Staff level
Principal
Associate Principal
Senior Associate ll
Senior Associate I
Associate ll
Associate I
Project Planner
Planner
Graphics Specialist
Administrator
Cl erical/$/ord Processingffech nical Editor
lntern
Subconsultants a re billed at cos plus 10%, Mileage reimbursement at current I85 Rate. possib le yea rlv incrta s of 5% on bill ntes.
Hourly Bill Rate
s2t"o-s36s
$1es-$2ss
sr.70-$280
S160-$23s
513s-$20s
s12s-s 1e0
s 10s-$ r.6s
ss0-s 18o
$eo-$ L6s
5145-S21.0
54s-$ L5o
$80-s 12s
2Ur+ranpEsn- lt-zsa
Proposal: City of Shafter General Plan Update and EIR December 4, 2023 | Page37
MANAGEMENT REPORT
CITY OF SHAFTER
CITY COUNCIL REPORT
MEETING DATE: March 19, 2024
FROM: Gabriel A. Gonzalez, City Manager
PREPARED BY: David Franz, Education Partnership Director SUBJECT: DISCUSSION OF DRAFT PROPOSED GENERATIVE ARTIFICIAL
INTELLIGENCE USE POLICY
RECOMMENDATION
Item presented for information, discussion, and guidance to staff only. No action required.
BACKGROUND
Recent advances in Generative Artificial Intelligence (AI) have created new productivity tools that are increasingly being deployed in private and public work. These tools have the potential to increase organizational capacity and work quality. However, there are risks in using this AI technology, including uncertainty about who owns the AI-created content and security/privacy concerns about inputting proprietary or sensitive information. Additionally, the accuracy of the content created by these technologies cannot be relied upon, as the information may be outdated, misleading, or, in some cases, fabricated.
ANALYSIS
This policy is intended to clarify the appropriate and inappropriate use of AI tools. For example, the policy prohibits sharing confidential or sensitive information, defines user responsibility for fact-checking their work products, and requirements to disclose reliance on AI platforms in drafting official documents, including staff reports to Council.
This policy has been revised by City attorneys and Risk Management. This is a rapidly evolving area of technology and the policy is expected to be revised in the years to come.
FISCAL IMPACT
No budget action is required.
CEQA ANALYSIS
The item is for informational purposes only and therefore, CEQA is not required.
APPROVED BY THE CITY ATTORNEY
ALTERNATIVES
DISCUSSION OF DRAFT PROPOSED GENERATIVE ARTIFICIAL INTELLIGENCE USE POLICY - 2 -
None.
NEXT STEPS
None.
ATTACHMENTS
1. CIty of Shafter Generative AI Use Policy 2024 Final
CITY OF SHAFTER
ADMINISTRATIVE POLICY
GENERATIVE ARTIFICIAL INTELLIGENCE USE
EFFECTIVE DATE: February 14, 2024
I. PURPOSE
While generative Artificial Intelligence (AI) can be used to perform a variety of functions, this City of Shafter (“City”) policy addresses the use of a web-based interface to ask or “prompt” a generative AI platform or tool to find answers to questions or to create or edit content used for City documents and work product.
Some examples of what could be created using a generative AI platform include, but are not limited to:
• Emails and letters
• Blog posts, reports, and other publications
• Agenda Reports
• Policies and job descriptions
• Spreadsheet calculations
• Presentation development
• Foreign language translations
• Document or information sorting
• Outlines or summaries of internal or external information • Visual assets
However, there are risks in using this AI technology, including uncertainty about who owns the AI-created content and security/privacy concerns with inputting proprietary or sensitive information. Additionally, the accuracy of the content created by these technologies cannot be relied upon, as the information may be outdated, misleading, or, in some cases, fabricated.
II. SCOPE
This policy applies to all City employees and to all work associated with the City that City employees produce, whether on or off City-owned property, and any activities using City resources.
III. RULES AND REGULATIONS
The City allows limited use of generative AI platforms for the purposes of performing work for the City of Shafter. City employees with concerns over the use of generative AI platforms and tools should discuss the parameters of their use with their supervisor and/or Department Head.
Supervisors and/or Department Heads may verbally approve, deny, or modify those parameters as best meets City policy, legal requirements, or other City business needs.
General Rules
1. City email addresses, credentials, or phone numbers can be used to create an account with these technologies, with authorization from the employee’s supervisor or Department
GENERATIVE ARTIFICIAL INTELLIGENCE USE Page | 2
EFFECTIVE DATE: FEBRUARY 14, 2024
Head. Accounts created using City-provided credentials must not use any password that the employee also uses to access City resources.
2. Confidential and sensitive personal information must not be inputted into AI tools in any way. No data may be submitted (copied, typed, etc.) into these platforms that you would not share through other communication means with the public. This rule applies regardless of the platform’s privacy settings.
3. All AI-generated content must be properly cited if used without modification. AI-generated content, when used as a resource for City document content, must also be cited regardless of modifications. Use of AI-generated content in general correspondence, such as email, does not need to be cited. It is anticipated that most, if not all, generative AI output will require adaptation and editing to be useable in the production of City documents and applications.
Example citation:
“This document was drafted with support from ChatGPT. The content was edited and fact-checked by City staff.”
A general disclaimer may also be used. For example:
“This document may have been drafted with support of a generative Artificial Intelligence (AI) platform, consistent with the City’s ‘Generative AI Use Policy.’ All content used by such a platform was edited and fact-checked by City staff.”
4. All AI-generated content must be reviewed for accuracy, tone, and context before relying on it for work purposes. If a reliable source cannot be found to verify factual information generated by the generative AI platform, that information cannot be used for work purposes.
5. As generative AI platforms may produce content that is plagiarized from its knowledge base, including copyrighted works, no text generated or partially generated from a generative AI platform can be claimed as an original work.
6. AI-generated images must not be created using prompts that request an image that resembles existing intellectual property (e.g., “create an image that resembles the cover art for [a particular album or artist]”).
7. You must use good judgment and common sense in using any form of generative AI output.
Unacceptable uses of generative AI include, but are not limited to:
• Using any text created by an AI platform in final work products of any kind without thorough human review.
• Copying and pasting, typing, or in any way submitting confidential information, content or data of any kind into the AI platform. If you would not share the information
GENERATIVE ARTIFICIAL INTELLIGENCE USE Page | 3
EFFECTIVE DATE: FEBRUARY 14, 2024
through other publicly available means, do not submit it to AI platforms or use it in City documents.
• Failing to properly cite an AI platform when used as an unedited resource.
IV. COMPLIANCE AND ENFORCEMENT
1. Supervisors and/or Department Heads are responsible for overseeing the work product of their subordinates and ensuring that employees abide by the guidelines established in this policy.
2. The terms of this policy are subject to change as generative AI evolves frequently.
3. Employees are expected to conform to the conditions set forth in this policy and any other related City policies, including, but not limited to:
• Anti-discrimination
• Computer Use
4. Any violation of this policy and guidelines may result in disciplinary action, up to and including termination of employment.
APPROVED AND ADOPTED BY:
____________________________________
Gabriel A. Gonzalez
City Manager