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City Council Meeting

City of East Palo Alto CITY COUNCIL AGENDA

EPA Government Center

2415 University Avenue, First Floor - City Council Chamber East Palo Alto, CA 94303 TUESDAY, APRIL 17, 2018 SPECIAL MEETING - 6:30 P.M. REGULAR MEETING - 7:30 P.M. MAYOR: RUBEN ABRICA VICE MAYOR: LISA GAUTHIER

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distributed to the majority of the City Council will be available for public inspection at the

City Clerk s Office, 2415 University Avenue, East Palo Alto, CA at the same time that the public records are distributed or made available to the City Council. Such documents may
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also be available on the East Palo Alto website www.ci.east-palo-alto.ca.us subject to staff s ability to post the documents prior to the meeting. Information may be obtained by calling

(650) 853-3100.

Community Forum and Special Presentations: Members of the audience may address the

No additional detail provided

City Council on any agenda item or on any item of interest to the public within the Council's

No additional detail provided

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purview, before or during the Council's consideration of the item. If you wish to address the

City Council, please fill out a Speaker Sheet and give it to the Deputy City Clerk. When your name is called, step to the podium and address the City Council. Speakers are limited to 2

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minutes each, and Presentations are limited to 10 minutes. The Mayor has the discretion

to lengthen or shorten the allotted times. East Palo Alto City Council Chambers is ADA compliant. Requests for disability related modifications or accommodations, aids or services may be made by a person with a disability to the City Clerk's office at (650) 853-3127 no less than 72 hours prior to the meeting as required by Section 202 of the Americans with Disabilities Act of 1990 and the federal rules and regulations adopted in implementation thereof.

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CALL AND NOTICE OF SPECIAL MEETING AT 6:30 P.M.

OF THE EAST PALO ALTO CITY COUNCIL
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TO THE MEMBERS OF THE EAST PALO ALTO CITY COUNCIL:

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You are hereby notified that I, Ruben Abrica, do hereby call the East Palo Alto City Council

in special session to consider only the matters stated on the agenda listed below.

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Notice to the Public: Members of the public shall have the opportunity to address the City

1.
CALL TO ORDER AND ROLL CALL

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2.
APPROVAL OF THE AGENDA (Government Code Section 54957.7(a))

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3.
PUBLIC COMMENT ON CLOSED SESSION ITEMS

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4.
ADJOURNMENT INTO CLOSED SESSION

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5.
PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Government Code Section 54957)

TITLE: CITY MANAGER

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6.
CITY COUNCIL TO RECONVENE INTO OPEN SESSION

No additional detail provided

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7.
REPORT OUT OF CLOSED SESSION

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8.
ADJOURNMENT (Adjourn to City Council Meeting)

REGULAR CITY COUNCIL MEETING AT 7:30 P.M.

1.
CALL TO ORDER AND ROLL CALL

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2.
APPROVAL OF THE AGENDA

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3.
PUBLIC COMMENT REGARDING CONSENT CALENDAR ITEMS

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Notice to the public: Members of the public wishing to address the City Council on Consent Calendar Items are requested to submit a completed Speaker Sheet to the Deputy City

Clerk. Each speaker is limited to two minutes. The Mayor has the discretion to lengthen or shorten allotted times. There will be no separate discussion of Consent Calendar items as they
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are considered to be routine by the City Council and will be adopted by one motion. If a member

of the City Council, staff, or public requests discussion on a particular item, then that item may be removed from the Consent Calendar and considered separately.

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4.
APPROVAL OF CONSENT CALENDAR City Council Ordinances, Resolutions/ Informal Reports/ Approval of Actions

and Motions

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Recommendation: That the City Council adopts the Consent Calendar as

indicated below. A. Adopt a Proclamation Celebrating Lottie Mae Kirk s 100th Birthday (Larry Moody, Councilmember; Maria Buell, Deputy City Clerk)

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B.
That the City Council adopt a resolution approving the City s 2017-2018 Classification Plan and Compensation Schedule

(Irene Camarena, Human Resources Manager) C. Adopt a resolution accepting the Final Map at 2389 Glen Way, and direct
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City staff to record the Final Map with the County of San Mateo.

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(Guido Persicone, Planning Manager)

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D.
By motion, authorize the City Manager to provide a one-time waiver of

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encroachment permit fees for the East Palo Alto Sanitary District in the

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amount of 7,899.55.

(Kamal Fallaha, Public Works Director)
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5.
SPECIAL PRESENTATIONS - NONE (Government Code Section 54954.3(b))

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6.
ORAL REPORTS

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A.
Staff Reports B. City Council Reports

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7.
COMMUNITY FORUM Notice to the public: Anyone wishing to address the City Council on any matter for which another opportunity to speak is not provided on the Agenda, and which is within the Council s purview, is requested to submit a completed Speaker Sheet to the Deputy City Clerk. When your name is called, step to the podium and address

the Council. Each speaker is limited to 2 minutes. The Mayor has the discretion to lengthen or shorten allotted times.

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8.
INFORMATIONAL REPORTS NONE

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9.
PUBLIC HEARINGS - NONE

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10.
POLICY AND ACTION REPORT

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A.
Entering into contracts with VCY Stratagem, LLC, and Bay Area Tutoring

No additional detail provided

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Association (BATA) to continue supporting the My Brother s Keeper (MBK) Community Challenge Initiative and Action Plan

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(Marie McKenzie, Administrative Services Director, Emily Pharr, Community

Programs Manager, Lisa Gauthier, Vice Mayor) Recommendation Adopt a resolution:
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1.
Waiving the formal bid procedures of the City s Municipal Code section 2.84.080 due to special circumstances;

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2.
Authorizing the City Manager to enter into two contracts in a form to be approved by the City Attorney, with: a) VCY Stratagem, LLC, in an amount

not exceed 53,950, and, b) Bay Area Tutoring Association (BATA) in an amount not to exceed 10,000; and

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3.
Appropriating 63,950 from the City s General Fund

No additional detail provided

B.
Pavement Management Program Overview, FY 2018/19 Annual Street

Maintenance and Rehabilitation Program (Sean Charpentier, Assistant City Manager; Kamal Fallaha, Public Works Director) Recommendation:

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Receive an update on the City Pavement Management Program and provide staff

with direction about the implementation of the Pavement Management Program C. City Manager s message for the proposed Budget for Fiscal Year 2018-2019 (Carlos Martinez, City Manager) Recommendation:
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1.
Receive the City Manager s message for the proposed Fiscal Year 2018-19 budget; and

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2.
Provide staff feedback regarding budget adoption process, including meeting schedule, format and any additional information Council may wish to consider

as part of the budget adoption process

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D.
Contract Amendment with David J. Powers for Planning Consulting services

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to increase the contract amount by 172,610 for a new total contract amount

not to exceed 1,126,891 (Sean Charpentier, Assistant City Manager, Guido Persicone, Planning Manager) Recommendation:
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Adopt a resolution authorizing the City Manager to enter into a contract

amendment with David J. Powers in an amount not to exceed 172,610 for current planning services for three projects: 2020 Bay Road, The Primary School and

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Sobrato Phase II, for a new total contract amount not to exceed 1,126,891.

E. RV Safe Parking Pilot Program on City Property at 1798 Bay Road (Sean Charpentier, Assistant City Manager) Recommendation: Receive update on progress related to RV Safe Parking Pilot Program and provide direction to City staff.

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F.
Tucker Construction Contract Amendment 2 for Abatement Services (Sean Charpentier, Assistant City Manager, Kamal Fallaha, Public Works

Director, and Michelle Daher, Management Analyst) Recommendation:

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Adopt a resolution waiving the City s Municipal Code formal bidding procedures, and authorizing the City Manager to enter into contract Amendment 2 with

Tucker Construction for a new total contract amount not to exceed 118,362.

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11.
ADJOURNMENT

This Notice is posted in accordance with Government Code 54954.2(a) or 54956.

Members of the public can view electronic agendas and staff reports by accessing the City

website at http://www.ci.east-palo-alto.ca.us/AgendaCenter and can receive e-mail

notification of agenda and staff report postings by subscribing to the Notify Me service at http://www.ci.east-palo-alto.ca.us/list.aspx agendaCenter

Agendas and staff reports may also be obtained by contacting the City Clerk s Office at 650-853-3127. Posted April 13, 2018 at 3:30 p.m. UPCOMING CITY COUNCIL MEETINGS: Tuesday, April 24, 2018 (7:00 p.m.) Special City Council Meeting Tuesday, May 1, 2018 (7:30 p.m.) Regular City Council Meeting Tuesday, May 15, 2018 (7:30 p.m.) Regular City Council Meeting

Mission Statement The City of East Palo Alto provides responsive, respectful, and efficient public services to enhance

the quality of life and safety for its multi-cultural community.
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PROCLAMATION THE CITY OF EAST PALO ALTO

CELEBRATES THE 100 TH

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BIRTHDAY OF

MS. LOTTIE MAE KIRK

WHEREAS, Ms. Lottie Mae Kirk was born on April 25, 1918, in Marks, Mississippi then moved to St. Louis at the age of 13; and WHEREAS, Lottie grew up in Popular Bluff, Missouri and learned how to sew at a young age

from her grandmother and later went to school to become a seamstress; and

WHEREAS, Lottie met her late husband, Solomon Kirk, in St. Louis Missouri who encouraged her to start her own business called La Modiste (a female maker of fashionable dresses); and WHEREAS, Ms. Kirk turned sewing into her love and passion and at age 99 she is still sewing
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many of her own clothes; and

WHEREAS, Ms. Kirk and her husband had no children of their own but God blessed them with Solomon s many nieces and nephews who they considered as their own; and

WHEREAS, Mr. and Mrs. Kirk moved to East Palo Alto, where Lottie worked at Stanford

University until retirement in 1983; and WHEREAS, Ms. Kirk and her husband have given young folks around them the love, guidance and encouragement needed during challenging times; and WHEREAS, Ms. Kirk has been able to enjoy the tremendous growth of East Palo Alto during her (50+) fifty plus years of residency in our City that she loves; and

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WHEREAS, Ms. Kirk adores the diversity of East Palo Alto and is proud to call it her home.

NOW THEREFORE, BE IT RESOLVED that I, Ruben Abrica, Mayor of the City of East Palo Alto, and on behalf of the City Council, hereby join in the celebration of her 100 th Birthday; and we thank Ms. Lottie Mae Kirk for her support of our City these many years.

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Dated: April 17, 2018

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Ruben Abrica, Honorable Mayor

_________________ Attested by:

Mar a Buell, Deputy City Clerk

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CITY OF EAST PALO ALTO OFFICE OF THE CITY MANAGER

2415 UNIVERSITY AVENUE EAST PALO ALTO, CA 94303 Consent Item: 4B
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City Council Agenda Report

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Date: April 17, 2018

To: Honorable Mayor and Members of the City Council

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Via: Carlos Mart nez, City Manager

From: Marie McKenzie, Administrative Services Director
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Irene P. Camarena, Human Resources Manager

No additional detail provided

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Subject: Adopting the City s 2017-2018 Classification and Compensation Schedules for All Adopted City Classifications

Recommendation That the City Council adopt a resolution approving the City s 2017-2018 Classification Plan and Compensation Schedule.
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Alignment with City Council Strategic Plan

This recommendation is primarily aligned with: Priority 3: Increase Organizational Effectiveness and Efficiency Background In accordance with Personnel Policies and Procedures approved by the City Council on

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management, confidential and hourly classifications. This includes the salary ranges that

depict five salary steps associated with such authorized classifications. The City is presenting the 2017-2018 City of East Palo Alto Compensation Schedule to add and delete classifications and/or make adjustments to authorized compensation of approved classifications. This staff report supports our goal to ensure our fiscal viability and provide fair and equitable rates of pay for City employees. The purpose of the proposed, updated Compensation Schedule is to reflect all increases that were approved by City Council for Police Officers Association (POA); Service Employees

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International Union (SEIU); and Management Employees Association (MEA) as a result of

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labor negotiations for Fiscal Year 2017-2018, which took effect in 2017. The

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Compensation Schedule also provides consistency with the work outlined in the class

specification and based on the principle that comparable salaries shall be paid for
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comparable duties and responsibilities.

Analysis The Administrative Services Director, with the assistance of the Human Resources

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Manager, is assigned responsibility for administering the Classification Plan and for

reviewing and allocating each position to its proper class and salary range in accordance with the City s Personnel Policies and Procedures. The Administrative Services Director and the Human Resources Manager recommend amendments to the Classification Plan, which shall be submitted to the City Council for consideration and shall become effective upon adoption by the Council. In accordance with Section 3.9.01 of the City of East Palo Alto s Personnel Policies and Procedures manual, the City Council of the City of East Palo Alto desires to revise the Compensation Schedule for the City s Classification Plan. Fiscal Impact The estimated salary and benefit costs, based on salary tables at time of negotiations excluding City the Manager and City Attorney contractual amounts were as follows: On July 31, 2017 the City Council approved the terms of the Tentative Agreement between the City of East Palo Alto and the MEA, effective July 27, 2017. Consequently, salaries increased by 4.5 , which resulted in appropriating 98,815 from the General Fund and approximately 16,935 from Other Funds budgets for Fiscal Year 2017-2018. On September 5, 2017 the City Council approved the terms of the Tentative Agreement between the City of East Palo Alto and the POA, effective August 12, 2017. Salaries increased by 5 , which resulted in appropriating 215,420 from General Fund vacancy and
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other salary savings within the Police Department for Fiscal Year 2017-2018.

On November 9, 2017 City Council approved the terms of the Tentative Agreement between the City of East Palo Alto and the SEIU, effective October 17, 2017. Salaries increased by

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5
, which resulted in appropriating 237,000 from the General Fund and approximately

36,000 Other Funds budgets for Fiscal Year 2017-2018.

On November 9, 2017 City Council approved compensation rates for non-bargaining, unrepresented and restricted classifications with regular full-time status to receive similar
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concessions as those represented by the recognized bargaining groups; and allocated

existing appropriation of 121,255 from the General Fund for Fiscal Year 2017- 2018.
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Based upon the current employee count, projected costs, and general economic outlook for

the City, the Finance Department anticipates this is to be funded through a balanced budget.

It is noted that economic conditions are subject to change.
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By adopting the 2017-2018 compensation schedule this does not change the fiscal impact

for any previously agreed union contracts or salary tables. When the above mentioned positions were approved, the salary schedules for those positions were budgeted. Public Notice The public was provided notice of this agenda item by posting the City Council agenda on the City s official bulletin board outside City Hall and making the agenda and report available at the City s website and at the San Mateo County Library located at 2415 University Avenue, East Palo Alto. Environmental The action being considered by the City Council is exempt from the California
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Environmental Quality Act (CEQA) because it is not a project under Section 15378(b)(5) of the CEQA Guidelines. The action involves an organizational or administrative activity of

government that will not result in the direct or indirect physical change in the environment. Attachments

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1.
Resolution

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Exhibit A: Classification Plan 2017-2018

Exhibit B: Compensation Schedule 2017-2018

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RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EAST PALO ALTO ADOPTING THE CITY S 2017-2018 COMPENSATION SCHEDULE FOR ALL ADOPTED CITY CLASSIFICATIONS WHEREAS, the Classification Schedule shall consist of a list of the titles of classified and exempt classes in the City service and for each classification; and WHEREAS, the Personnel Policies and Procedures requires the Personnel Officer to administer the Classification Plan and review and allocate each position to its proper class and salary range; and WHEREAS, the Classification Plan, consisting of 108.88 positions, shall become

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effective upon adoption by the City Council; and

WHEREAS, the Compensation Plan establishes the pay range and steps assigned to each classification in the City Service; and WHEREAS, the purpose of the pay plan shall be to provide fair and equitable rates of pay for City employees; and WHEREAS, the salary for each class shall be consistent with the work as outlined in the class specification and shall be based on the principle that comparable salaries shall be paid for comparable duties and responsibilities; and WHEREAS, the Personnel Policies and Procedures requires the Personnel Officer to recommend the pay plan annually to the City Council for consideration; and WHEREAS, the City Council desires to fill the classifications with permanent full- time and/or permanent part-time employees; and

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WHEREAS, unless changes during the course of the Fiscal Year are presented to the

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City Council for consideration, the following Schedule shall constitute the Classification

and Compensation Plan. NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF EAST PALO ALTO HEREBY:

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1.
Adopts the City s 2017-2018 Classification Plan, as set forth in Exhibit A, attached hereto and incorporated herein by this reference; and

2.
Adopts the Compensation Schedule, as set forth in Exhibit B, attached hereto and incorporated herein by this reference.

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ADOPTED this 17 th

day of April 2018, by the following vote:

AYES: NOES: ABSENT: ABSTAIN: SIGNED: Ruben Abrica, Mayor ATTEST: APPROVED AS TO FORM: Maria Buell, Deputy City Clerk Rafael E. Alvarado Jr., City Attorney
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CITY OF EAST PALO ALTO OFFICE OF THE CITY MANAGER

2415 UNIVERSITY AVENUE EAST PALO ALTO, CA 94303 Consent Calendar Item: 4C

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City Council Agenda Report

No additional detail provided

Date: April 17, 2018

To: Honorable Mayor and Members of the City Council

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Via: Carlos Mart nez, City Manager

From: Sean Charpentier, Assistant City Manager Guido Persicone, Planning Manager, AICP Subject: Final Map-2389 Glen Way Recommendation
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Adopt a resolution accepting the Final Map at 2389 Glen Way, and direct City staff to

record the Final Map with the County of San Mateo.

Alignment with City Council Strategic Plan

This recommendation is primarily aligned with: Priority 3: Increase Organizational Effectiveness and Efficiency Priority 6: Create a Healthy and Safe Community Background On November 13, 2017 the East Palo Alto Planning Commission approved a Tentative Parcel Map (TPM 17-01) to subdivide the existing parcel at 2389 Glen Way by creating two legal lots (see Attachment A-Planning Commission Minutes.) Analysis The submitted Final Map has been reviewed by the Planning Division and Public Works Department and a third party reviewer, Bureau Veritas and all find that the Final Map is in

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compliance with the General Plan, Subdivision Map Act, the City s Subdivision Regulations and the subdivision approval process.

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Public Notice

The public was provided notice of this agenda item by posting the City Council agenda on the City s official bulletin board outside City Hall and making the agenda and report available at the City s website and at the San Mateo Co. Library located at 2415 University Avenue, East Palo Alto. Fiscal Impact There is no fiscal impact on the General Fund as part of this project. The developer has paid

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all fees and any improvements required for the new parcel shall be paid upon issuance of a

building permit. Environmental Preparation of a Final Parcel Map within an urbanized area is exempt from the California

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Environmental Quality Act (CEQA) pursuant to Section 15332(Infill Development) of the

CEQA Guidelines. Attachments 1) Resolution 2) Final Map 2389 Glen Way

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RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EAST PALO ALTO ACCEPTING THE FINAL MAP AT 2389 GLEN WAY, AND DIRECT CITY STAFF TO RECORD THE FINAL MAP WITH THE COUNTY OF SAN MATEO. WHEREAS, on November 12, 2017 the City of East Palo Alto Planning Commission approved a Tentative Parcel Map (TPM 17-01) to subdivide and create two legal lots at 2389 Glen Way; and WHEREAS, on November 12, 2017 the City of East Palo Alto Planning Commission affirmed that the proposed subdivision was exempt under the California

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Environmental Quality Act (CEQA) pursuant to section 15332 of the CEQA Guidelines;

and WHEREAS, the Final Map has been reviewed by City staff for consistency with the Tentative Parcel Map, the General Plan, the Subdivision Map Act, and the City s Subdivision Regulations and the subdivision approval process of the City s Engineering Division; and

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WHEREAS, City staff finds that the Final Map is in compliance in all respects with

the above; and WHEREAS, all applicant fees shall be paid prior to the issuance of building permits for the development of the parcel. NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF EAST PALO ALTO HEREBY accepts the Final Map, shown in Exhibit

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A
subdividing the property at 2389 Glen Way into two individually owned residential lots

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PASSED AND ADOPTED this 17th day of April 2017, by the following vote:

AYES: SIGNED: NOES: ABSENT: ABSTAIN: Ruben Abrica, Mayor ATTEST: APPROVED AS TO FORM: Maria Buell, Deputy City Clerk Rafael E. Alvarado Jr. City Attorney

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Final Map 2389 Glen Way

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CITY OF EAST PALO ALTO OFFICE OF THE CITY MANAGER

2415 UNIVERSITY AVENUE EAST PALO ALTO, CA 94303 Consent Calendar Item: 4D

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City Council Agenda Report

No additional detail provided

Date: April 17, 2018

To: Honorable Mayor and Members of the City Council

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Via: Carlos Mart nez, City Manager

From: Kamal Fallaha, Public Works Director
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Subject: One time waiver of Encroachment Permit fee for the East Palo Alto Sanitary

District. Recommendation By motion, authorize the City Manager to provide a one-time waiver of encroachment permit fees for the East Palo Alto Sanitary District in the amount of 7,899.55.
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Alignment with City Council Strategic Plan

This recommendation is primarily aligned with: Priority 1: Enhance Public Safety and Emergency Preparedness Priority 3: Increase Organizational Effectiveness and Efficiency Priority 4: Improve Public Facilities and Infrastructure Priority 6: Create a Healthy and Safe Community Background The East Palo Alto Sanitary District (the District) had to replace a sewer pipeline on

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Demeter Street due to deposits of suspended solids in the pipe. After unsuccessful multiple

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repairs to improve flow, the District determined that there was a pipe collapse that impeded

the flow of sewage in the pipe. Therefore, the District decided to replace the pipes with a

large 8 diameter PVC pipe, and install an additional manhole for ease of preventive maintenance.

No additional detail provided

In order to proceed with the construction of the pipeline, the District secured an

No additional detail provided

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encroachment permit ( PW2018-0017) from the City of East Palo Alto at a cost of

No additional detail provided

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7,899.55. The District General Manager, in on behalf of the East Palo Alto Sanitary

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District Board of Directors is requesting a waiver of the permit cost. See Attachment 1.

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Analysis

The East Palo Alto Sanitary District and the City of East Palo Alto have a very collaborative working relationship. On November 2017, when City staff asked the District for assistance

in flushing an illegal discharge of sewer into the City storm drain at the eastern end of

No additional detail provided

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Weeks Street, they responded quickly in coordination with the East Bay Sanitary District who provided equipment and staff by authorizing the pumping of the sewage discharge from the storm drain to the District s sanitary sewer line. This combined rapid response enabled the City to flush the storm drain of sewage, and prevent a potential health crisis.

The District did not charge the City for the discharge of sewage into their sewer line.

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More recently, the City connected a sewer lateral for the Gloria Way Well to allow for

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discharge of backwash water as part of the Gloria Way Well treatment system. The District

waived the connection fees for the City. The City also had to conduct a pump test of the Gloria Way well as part of the well s permitting process and with permission of the District, the groundwater from the pump test was discharged into the sanitary sewer and the District
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again waived the discharge fees.

Given the previous actions of the District, staff is recommending that the City Council reciprocate and waive for this one time only, the City s encroachment fee for the District s repair on Demeter Street. The City and the District are working on a Memorandum of
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Understanding (MOU) that among other things, more clearly will define our collaborative

relationship and how the District and the City will charge fees to each other to continue

improving our operational efficiencies. Staff expects to bring a draft of the MOU for

Council consideration in the next few months. The MOU will have to be approved by both the City and the District. Meanwhile, the District and the City will charge each other fees pursuant to our respective Master Fee Schedule. Fiscal Impact Waiving the permit fee will have a 7,899.55 impact on the City s General Fund. Public Notice The public was provided notice of this item by posting the Council agenda on the City s official bulletin board outside City Hall and making the agenda and report available at the City s website and at the San Mateo Co. Library at 2415 University Avenue, East Palo Alto. Environmental The action being considered by the City Council is exempt from the California
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Environmental Quality Act (CEQA) because it is not a project pursuant to 15378(b)(4), it is a fiscal activity which does not involve any commitment to any specific project which

may result in a potentially significant impact on the environment. Attachment

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1.
EPA Sanitary District Waiver Request

No additional detail provided

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25

No additional detail provided

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CITY OF EAST PALO ALTO OFFICE OF THE CITY MANAGER

2415 UNIVERSITY AVENUE EAST PALO ALTO, CA 94303 Policy Action Item: 10A

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City Council Agenda Report

No additional detail provided

Date: April 17, 2018

To: Honorable Mayor and Members of the City Council

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Via: Carlos Mart nez, City Manager

From: Marie McKenzie, Administrative Services Director Emily Pharr, Community Programs Manager Lisa Gauthier, Vice Mayor
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Subject: Entering into contracts with VCY Stratagem, LLC, and Bay Area Tutoring

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Association (BATA) to continue supporting the My Brother s Keeper (MBK) Community Challenge Initiative and Action Plan

Recommendation Adopt a resolution:

1.
Waiving the formal bid procedures of the City s Municipal Code section 2.84.080 due to special circumstances;

Tagged Passions:rfp, RFP, and procedure

2.
Authorizing the City Manager to enter into two contracts in a form to be approved by the City Attorney, with: a) VCY Stratagem, LLC, in an amount not exceed 53,950, and, b)

Bay Area Tutoring Association (BATA) in an amount not to exceed 10,000; and

Tagged Passions:contract, legal, administrator, manager, and tutoring

3.
Appropriating 63,950 from the City s General Fund.

No additional detail provided

Alignment with City Council Strategic Plan

This recommendation is primarily aligned with:

Tagged Passions:council and strategic

Priority 6: Create a Healthy and Safe Community

Background In February 2014, President Barack Obama launched the My Brother s Keeper (MBK) initiative to address persistent opportunity gaps faced by young men of color and ensure that all young people can reach their full potential. In September 2014, President Obama issued

a
challenge to communities across the United States to become MBK Communities.

No additional detail provided

27
On October 6, 2015, City Council , by resolution voted unanimously to accept President

Barack Obama s MBK Community Challenge, making East Palo Alto a MBK Community, which requires the development of a Local Action Plan (LAP).

Tagged Passions:council, development, and Development

On December 15, 2015, City Council approved the acceptance of a 10,000 grant from the

Silicon Valley Community Foundation and authorized the City Manager to enter into a professional services agreement with Applied Survey Research to assist in the development of the LAP. On July 5, 2016, by motion, City Council accepted a 25,000 grant from The San Francisco Foundation to assist with funding the development and completion of a LAP for the MBK Community Challenge. At that time, Staff indicated that upon completion of the LAP it might need to return to City Council for additional funding and support for the initiative. Staff also committed to seeking additional foundation support for MBK for implementation. Through a series of public meetings, the City and its stakeholder community partners decided to focus on three milestones highlighted by the MBK Challenge. Getting a Healthy Start and Entering School Ready to Learn All children should have a healthy start and enter school ready cognitively, physically, socially, and emotionally. Reading at Grade Level by Third Grade All children should be reading at grade level by age 8 the age at which reading to learn becomes essential. Keeping Kids on Track and Giving Them Second Chances All youth and young adults should be safe from violent crime; and individuals who are confined should receive the education, training, and treatment they need for a second chance. On April 4, 2017, the City Council adopted a resolution authorizing the City Manager to enter into a no-cost agreement, in a form to be approved by the City Attorney, with PolicyLink to provide support to the City in implementing the MBK Community Challenge Local Action Plan. PolicyLink was awarded 250,000 from the Chan Zuckerberg Initiative over a one year period to support the City in successfully implementing our MBK LAP. PolicyLink a national research and action institute advancing economic and social equity by Lifting up What Works. The institute assigned consultant Victor Young of VCY Stratagem, LLC to the task of overseeing the project. Analysis Despite the progress made, to continue providing planning and implementation support for the MBK Community Challenge Action Plan, VCY Stratagem, LLC, needs additional funding, for the following uses identified in Table 1 below.
Tagged Passions:legal, administrator, manager, education, services, council, development, youth, training, funding, planning, Development, grant, and crime

28
Uses Amount

No additional detail provided

Consultant Fees 38,250

Conference Attendance 8,700

Tagged Passions:services

Webpage Design 7,000

No additional detail provided

VCY Consultant fees for the scope of services included in Exhibit A to the resolution are

No additional detail provided

Tagged Passions:services

38,250. Attendance to the MBK Grade Level Reading (GLR) Conference for our

No additional detail provided

consultant, staff, and Initiative lead Councilmember Lisa Gauthier are estimated at 8,700.

Technical design of a webpage is estimated at 7,000. The MBK initiative made great progress with the support of Policy Link. Given the fact that VCY has already provided services for the MBK initiative, under these special circumstances, it is proposed to waive bidding procedures. The proposed operating principles and objectives of working with Policy Link to implement the LAP were:

Tagged Passions:policy, services, and procedure

Population Accountability Partner with stakeholders to achieve results for at least 60 of the population that needs assistance.

Implementing a Results Framework The City will partner with local leaders to prioritize three indicators and develop strategies to turn the baseline on the indicators in the right direction.

Tagged Passions:accountability

High Action and High Alignment The City will align the contributions of local leaders around three indicators, and begin using data for learning, continuous improvement and shared accountability.

No additional detail provided

Tagged Passions:accountability

Using Programmatic Strategies to Leveraging Systems and Policy Improvements The City understands that achieving population-level impact will require implementing

the right mix of solutions and that leveraging programmatic work into systems and policy improvements will increase our chances of success. Current Status Within our community, the three milestones have been synthesized into two programmatic strategies viewed as important phases along the cradle to career continuum for the children and young adults primarily from the East Palo Alto / Belle Haven community. See next

Tagged Passions:policy

page, Figure 1. The stakeholders have agreed to:

No additional detail provided

1.
Ensure that ALL eligible EPA/Belle Haven children have access to and are enrolled in licensed, high quality preschool programs. Currently there are approximately

3,200 children (ages 0 to 5) and 1,350 eligible 3 and 4 year olds in the targeted EPA/Belle Haven community. Approximately 45 of eligible children are currently being served.

Tagged Passions:license, preschool, and program

29
2. Develop, implement and support in and out of school opportunities for ALL school age children, K-3

No additional detail provided

Tagged Passions:education

rd grade, to spend additional hours reading.

3. Building on the successes of the SWAG program for ensuring high school graduation and job/high education matriculation for the most challenged students, work to

Tagged Passions:education, graduation, students, and program

dramatically increase the number of high school students served through expansion

and partnership with other successful efforts, such as the Boys and Girls Clubs. The key partners who have agreed to work under the East Palo Alto MBK Initiative to identify the collaborative strategies, clarify the timetable for meeting specific outcome targets, identify their contributions to advancing the work and help to map out a results- based framework as the basis for a community master plan for which to seek external funding are City of East Palo Alto, City of Menlo Park, San Mateo Board of Supervisors, Ravenswood City Schools, Boys and Girls Club of the Peninsula, Ravenswood Family
Tagged Passions:education, grocery, expansion, students, parks, and funding

Health Center, The Primary School, Silicon Valley Community Foundation, Live in Peace,

and Creative Montessori Learning Center. While the aforementioned groups have already agreed to continue working towards the stated objectives and outcomes, the expectation is that over time additional organizations that support the theory of change and collaborative approach will naturally be incorporated into these efforts. See Figure 1 below.
Tagged Passions:education and health

2
Programmatic

Strategies

3
Milestones

30
Bay Area Tutoring Association (BATA) is a 501c3 organization that provides tutor

No additional detail provided

Tagged Passions:tutoring

professional development and certification opportunities in preparation for future careers.

No additional detail provided

Tagged Passions:development and Development

BATA designs and implements online and offline academic support for various

organizations. BATA will be providing these services (See Exhibit B, Scope of Services) to the MBK initiative. Next Steps The program is now actively working to partner with the City of Menlo Park and other key partners to launch a collaborative, researched-based MBK Initiative supporting youth in the East Palo Alto / Belle Haven neighborhoods. The product of this effort will be the production of a master plan with clear timetables, benchmarks, a proposal / presentation for seeking external funding, an interactive website supporting the ongoing growth and accountability and a strategy for providing long-term staff support to the initiative. The areas of staff and consultants work and deliverables over this year are to:

Tagged Passions:services, youth, accountability, strategic, parks, funding, program, neighborhood, and growth

1.
Articulate a group of research-based collaborative strategies for ensuring that all EPA/Belle Haven children have access to and are enrolled in an effective quality

preschool program; 2. Agree upon what will constitute quality and how we can ensure that all programs can and are operating at that standard;
Tagged Passions:preschool and program

3.
Position the MBK Initiative to launch a multicity (EPA and Menlo Park) literacy/reading initiative focused on the importance for everyone being a reader and lifelong learner;

Tagged Passions:parks and literacy

4.
Explore and begin articulating ways in which the core partners, and others, might contribute now to addressing the identified needs;

No additional detail provided

5.
Incorporate and build on the successful work of SWAG under the MBK Initiative as a proven approach for addressing the MBK third milestone;

6. Craft a master plan and subsequent funding proposals for supporting the MBK Initiative into the foreseeable future;

Tagged Passions:funding

7.
Identify interested potential funding partners for the effort; 8. Strengthen the City s internal capacity for supporting and managing the effort moving

forward. The aforementioned deliverables are expected to take three to six months. Additional

Tagged Passions:funding

deliverables include technical development of a high functioning interactive website to be

officially launched by the end of this engagement. In order to maintain momentum and continuity, staff recommends, VCY Stratagem, LLC, be retained to lead this MBK planning and implementation and implementation support for the My Brother s Keeper (MBK) Community Challenge Action Plan given their previous involvement. Exhibit A provides a scope of services. Awarding this contract would require waiving the City s bidding procedures due to these special circumstances.
Tagged Passions:contract, services, development, planning, Development, and procedure

31
Fiscal Impact

Award of this request will have an impact of 63,950 in the City s General Fund

Public Notice The public was provided notice of this agenda item by posting the City Council agenda on the City s official bulletin board outside City Hall and making the agenda and report available at the City s website and at the San Mateo Co. Library located at 2415 University Avenue, East Palo Alto, CA. Environmental The action being considered by the City Council is exempt from the California
Tagged Passions:university, library, and environment

Environmental Quality Act (CEQA) because it is not a project pursuant to 15378(b)(4) because it is a fiscal and budget activity which does not involve any commitment to any

specific project which may result in a potentially significant impact on the environment. Attachments

Tagged Passions:budget, Conservation, and environment

1.
Resolution

Exhibit A: Scope of Services and Qualifications VCY Exhibit B: Scope of Services and Qualifications BATA

Tagged Passions:services

32
RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EAST PALO ALTO (1) WAIVING THE FORMAL BID PROCEDURES OF THE CITY S MUNICIPAL CODE SECTION 2.84.080 DUE TO SPECIAL CIRCUMSTANCES, (2) AUTHORIZING THE CITY MANAGER TO ENTER INTO TWO CONTRACTS IN A FORM TO BE APPROVED BY THE CITY ATTORNEY, WITH: (A) VCY STRATAGEM, LLC, IN AN AMOUNT NOT EXCEED 53,950, AND, (B) BAY
Tagged Passions:contract, legal, administrator, rfp, manager, RFP, council, and procedure

AREA TUTORING ASSOCIATION (BATA) IN AN AMOUNT NOT TO EXCEED

10,000; AND, (3) APPROPRIATING 63,950 FROM THE GENERAL FUND. WHEREAS, on October 6, 2015, the City Council by resolution accepted President Barack Obama s MBK Community Challenge ( MBK ), allocating 26,000 from Administrative Services Department salary savings to fund the cost of developing a Local Action Plan (LAP), and received a grant from the Silicon Valley Community Foundation and the San Francisco Foundation in a total amount of 35,000 to support the City s MBK efforts; and

Tagged Passions:services, council, tutoring, and grant

WHEREAS, PolicyLink partnered with the City and local leaders to drive

multi sector collaborations to lay the foundation for dramatic improvement in life outcomes for East Palo Alto s boys and men and girls and women of color, and Victor Young of VCY Stratagem, LLC was assigned to work with the City to lead these efforts; and

WHEREAS, in the interest of maintaining momentum and continuity, VCY

Stratagem, LLC will continue the work started under Policy Link, and Bay Area Tutoring

No additional detail provided

Tagged Passions:policy and tutoring

Association will also support these efforts.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF EAST PALO ALTO HEREBY authorizes the City Manager to:
Tagged Passions:administrator, manager, and council

1.
Waive the formal bid procedures of the City s Municipal Code section 2.84.080 due to special circumstances;

Tagged Passions:rfp, RFP, and procedure

2.
Enter into two contracts, in a form to be approved by the City Attorney, with:

No additional detail provided

Tagged Passions:contract and legal

a.
VCY Stratagem, LLC, in an amount not exceed 53,950, to provide the services outlined in the attached Scope of Services included herein as Exhibit A, and,

No additional detail provided

Tagged Passions:services

b.
Bay Area Tutoring Association (BATA) in an amount not to exceed 10,000, to provide the services outlined in the attached Scope of Services included herein as

No additional detail provided

Tagged Passions:services and tutoring

Exhibit B; and

No additional detail provided

3.
Appropriating 63,950 from the City s General Fund.

No additional detail provided

33
PASSED AND ADOPTED this 17 th

day of April 2018, by the following vote:

AYES: NOES: ABSENT: ABSTAIN: SIGNED: Ruben Abrica, Mayor ATTEST: APPROVED AS TO FORM: Maria Buell, Deputy City Clerk Rafael E. Alvarado Jr., City Attorney
Tagged Passions:legal

34
EXHIBIT A

35
36

No additional detail provided

37
jprado Typewritten Text Exhibit B

No additional detail provided

38
39

No additional detail provided

40
CITY OF EAST PALO ALTO OFFICE OF THE CITY MANAGER

2415 UNIVERSITY AVENUE EAST PALO ALTO, CA 9430 P A Item 10B

Tagged Passions:university, administrator, and manager

City Council Agenda Report

No additional detail provided

Date: April 17, 2018

To: Honorable Mayor and Members of the City Council

Tagged Passions:council

Via: Carlos Mart nez, City Manager

From: Sean Charpentier, Assistant City Manager Kamal Fallaha, P.E., Public Works Director
Tagged Passions:administrator, manager, Public Works, and public works

Subject: Pavement Management Program Overview, FY 2018/19 Annual Street

Maintenance and Rehabilitation Program Recommendation

Tagged Passions:streets and program

Receive an update on the City Pavement Management Program and provide staff with

Tagged Passions:program

direction about the implementation of the Pavement Management Program.

Tagged Passions:program

Alignment with City Council Strategic Plan

The recommendation is primarily aligned with: Priority 1: Enhance public safety and emergency preparedness. Priority 4: Improve public facilities and infrastructure. Background

Tagged Passions:public safety, council, strategic, and emergency

City streets and roads are one of the major capital investments of the City. The condition of

City streets can be a reflection on the community and affect the quality of life and property

Tagged Passions:streets, property, and investment

values in the City. Without a well-maintained street system, the transportation needs of the

public cannot be met. The City of East Palo Alto is faced with ever-increasing street maintenance problems due to a reduced availability of funds, compounded by significant
Tagged Passions:streets, funding, and transportation

increase in the cost of maintenance and rehabilitation of city streets.

Today, as pavement deterioration rates exceed available funds, a more systematic approach to determining maintenance needs, priorities and funding allocations is required. Road networks must be managed, not just maintained. The Metropolitan Transportation Commission (MTC) requires local agencies to develop and adopt a pavement management program plan as a condition of state grant eligibility (California Streets and Highway Code, Section
Tagged Passions:streets, boards and commissions, rates, funding, program, grant, and transportation

2108.1). The program requires the City to maintain an inventory of City streets and identify

sections needing maintenance, rehabilitation or replacement and the associated budget.

Tagged Passions:budget, streets, and program

41
MTC assists cities through a Pavement Technical Assistance Program (P-TAP), which

Tagged Passions:program

provides grants to fund detailed condition distress surveys that must be conducted every two

years. These surveys use the Pavement Condition Index (PCI) to assesses, weigh, and combine various defects to give an overall indication of the pavement condition, refer to Figure 1 for PCI categories. The Pavement Condition Index describes the condition of the pavement.

Tagged Passions:grant

Figure 1. Pavement Condition Index Categories

Toward this goal, the City utilized the Pavement Management Technical Assistance

Program (P-TAP) Round 17 grant from MTC to prepare the 2017 Pavement Management

Tagged Passions:program and grant

Program (PMP). A condition survey of the City s pavement network was completed in late 2016 and a final report was submitted to the City in May, 2017 (Attachment 1).

An update on the City s Pavement Management Program was provided to the City s Public Works and Transportation Commission on June 21, 2017. Analysis The City of East Palo Alto uses the Pavement Management Program to establish the City Annual Pavement Maintenance and Rehabilitation Program. The program develops the

Tagged Passions:boards and commissions, Public Works, program, transportation, and public works

most cost effective treatments for the overall pavement system, primarily by giving priority

to preventative maintenance. Condition Category Pavement Condition PCI Category 100 I Good to Excellent 70

II/II I

Fair 50 I V Poor
Tagged Passions:poverty

25
V Very Poor

No additional detail provided

Tagged Passions:poverty

0
42

The City of East Palo Alto manages approximately 83 lane miles of streets to maintain. To
Tagged Passions:streets

effectively manage the streets network, the City utilizes the Pavement Management Program

(PMP) to review the condition of every City-owned street and maximizes the number of streets that can be repaired based on available funding. Priority is given to the busier
Tagged Passions:streets, funding, and program

roadways (arterials and collectors), neighborhood areas with poor pavement conditions,

streets that need full reconstruction, and streets eligible for slurry seal (a preventative

Tagged Passions:streets, poverty, and neighborhood

maintenance treatment) that extends the life of the pavement.

No additional detail provided

In general, the City has utilized crack seals and surface treatments, such as slurry seals and

Tagged Passions:drugs

micro-surfacing when the pavements are in fair condition or above. These types of treatments are usually considered cost effective preventive maintenance. When the pavement condition deteriorates to lower levels, overlays and reconstruction have been

performed. These are considered rehabilitation or reconstruction. Due to the shortfall of available funds, the City has been focusing on preventive maintenance treatments to preserve and extend the life of the pavements while rehabilitating smaller numbers of streets
Tagged Passions:streets and funding

and roads. The majority of the Collectors in the City have been maintained and rehabilitated

in the past seven years. The overall condition of the pavement system in the City of East Palo Alto has been in steady improvement since 2010. However, a backlog of deferred maintenance still exists due to funding shortfall. More than 15 of the street network has pavement that is at or near the end of its service life. The City will need to re-invest in its roads in the future to bring the PCI to 80 or better.
Tagged Passions:streets and funding

As of December 2017, the average Pavement Condition Index (PCI) for the City of East

Palo Alto pavement network is 71, which is in the Good Category. The key trade off consideration of how to maintain the pavement is between investing in preventive maintenance or reconstruction. Preventative maintenance is the industry standard and the policy standard because a relatively minor investment in maintenance can
Tagged Passions:policy, trade, and investment

significantly expand the life of the pavement.

The term used is Pay now or Pay More later. Figure 2 below shows the different costs between maintenance and reconstruction. The goal is to make the investment at the point before the PCI rapidly declines and the street requires a reconstruction or thick overlay. Timely investment in roadway preservation can save cities millions of tax dollars in long-
Tagged Passions:taxes, streets, Taxes, investment, and preservation

term maintenance costs. A municipality that spends 1 on timely maintenance to keep a

section of roadway in good condition would have to spend 5 to restore the same road if the

pavement is allowed to deteriorate to the point where major rehabilitation is necessary. Pavements that are still in good condition (a PCI of 70 or above) can be preventively maintained at a low cost, whereas pavements that need significant rehabilitation or reconstruction require five to 20 times the amount of funding. 43 Figure 2- Pavement Condition Curve vs. M R Costs
Tagged Passions:streets and funding

Thus, East Palo Alto s current PCI of 71 should be viewed with caution, as it indicates that the PCI of the local streets and roads is poised to decline if no adequate funding is allocated

No additional detail provided

Tagged Passions:streets and funding

to keep the streets and roads in good to excellent conditions.

There are several streets city-wide that are considered in Poor to Very Poor condition, meaning they have a PCI of 50 or below. There are a total of 32 Streets or approximately 6.25 miles of streets in Poor to Very Poor Condition. The cost of reconstructing these streets is estimated to be over ten million dollars. All of these streets should be reviewed and

Tagged Passions:streets and poverty

prioritized given the lack of funding to address them all at once. Majority of the more recent

street improvement projects were completed utilizing state or federal grants. Staff will continue to seek grants but without establishing a steady annual budget, it is difficult to maintain a consistent schedule. Projects can only be completed as grant funding is identified and awarded. Over the past seven years, the City has maintained, rehabilitated, and reconstructed over ninety streets throughout the City. The maintenance work included cost effective preventive maintenance treatments such as crack sealing, slurry seal, and micro-surfacing as well as
Tagged Passions:budget, streets, funding, drugs, and grant

AC overlays and complete reconstruction of 12 streets.

Staff is proposing a list of streets to be included in the 2018 and 2019 Annual Street

Tagged Passions:streets

Resurfacing Projects (Attachment 2). Contingent on availability of state and local funds, it

is recommended that the City Council consider appropriating 1 million annually for streets maintenance and rehabilitation improvements to improve the conditions of city streets. 44 Fiscal Impact There is no fiscal impact or fund allocation request at this time. Staff is only requesting the Council to provide directions on how to implement the pavement management program and approve the proposed list of streets to be included in the upcoming 2018 Annual Street

Tagged Passions:streets, council, funding, and program

Resurfacing Project. Upon approval of the proposed list of streets, Staff will prepare Project

Tagged Passions:streets

Plans, Specifications and Estimates (PS E) for the projects and will return to the City

No additional detail provided

Council for final approval of the PS E package before it is released for bids.

One new source of funding for streets maintenance and rehabilitation is the newly approved
Tagged Passions:streets, rfp, RFP, council, and funding

SB1. In April 2017, the Senate passed and the Governor signed SB1. SB1 increases the per


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