MONTE SERENO BETTER STREETS COMMISSION AGENDA 7:00 P.M. Thursday March 8, 2018 Regular Meeting

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1 MONTE SERENO BETTER STREETS COMMISSION AGENDA 7:00 P.M. Thursday March 8, 2018 Regular Meeting Monte Sereno City Council Chambers Saratoga-Los Gatos Road, Monte Sereno, CA MEETING CALLED TO ORDER ROLL CALL ORDERS OF THE DAY ELECTION OF CHAIR AND VICE-CHAIR ORAL COMMUNICATIONS WRITTEN COMMUNICATIONS None PRESENTATIONS 1. Traffic Enforcement - Los Gatos/Monte Sereno Police Department 2. Traffic Control Devices: Study and Installation - Jim Helmer, Transportation Consultant APPROVAL OF MINUTES None UNFINISHED BUSINESS None NEW BUSINESS 1. Commission Orientation Kirsten Powell, City Attorney RECOMMENDATION: Receive an orientation from the City Attorney on being a member of the Better Streets Commission. 2. Overview of City Projects and Activities Terry Blount, City Manager and Jim Helmer, Transportation Consultant

2 AGENDA City of Monte Sereno Better Streets Commission March 8, 2018 Page 2 RECOMMENDATION: Accept a report on City projects and activities related to traffic, pedestrian, and bicycle infrastructure and safety. 3. Future Topics of Discussion Terry Blount, City Manager RECOMMENDATION: Discuss potential future topics related to traffic, pedestrian, and bicycle infrastructure and safety. COMMITTEE/COMMISSION REPORTS COMMISSIONER COMMENTS STAFF COMMENTS ADJOURNMENT Next meeting to be announced at a future date.

3 B E T T E R S T R E E T S C O M M I S S I O N S t a f f R e p o r t NEW BUSINESS MARCH 8, 2018 TERRY BLOUNT, CITY MANAGER terry@cityofmontesereno.org Current City Projects and Activities Information on current City projects and activities related to traffic, pedestrian, and bicycle infrastructure and safety RECOMMENDATION Staff recommends the Better Streets Commission accept this report on City projects and activities related to traffic, pedestrian, and bicycle infrastructure and safety. BACKGROUND On October 17, 2017, the City Council took action to form the Better Streets Commission. They agreed that it was time to dissolve the Traffic Circulation Advisory Ad Hoc Committee and create a citizen-advisory group that could meet the requirements for requesting funds through Measure B, approved in 2016, as well as serve as a sounding board for the community on all things related to traffic, pedestrian, and bicycle infrastructure and safety. The duties and responsibilities of the Commission are outlined in Section of the City s Municipal Code. It states: The Commission shall advise the City Manager on the design, operations and maintenance of the Monte Sereno street system by putting people first, considering pedestrians, bicyclists, transit, traffic controls, lighting, vehicular circulation and parking. It shall identify and advise on integrated, coordinated, environmentally sustainable and economically efficient street rehabilitation solutions that address multiple demands on the street system such as underground utilities, street trees, storm water management and contamination runoff issues. The Commission shall have no independent duties

4 CURRENT CITY PROJECTS AND ACTIVITIES BETTER STREETS COMMISSION PAGE 2 OF 4 MARCH 8, 2018 and no authority to take actions on behalf of the City. The City Manager may refer any recommendation from the Commission to the City Council for direction. The ordinance establishing the Commission specifies that the Commission consist of five (5) members of the public selected by a majority of the City Council and one (1) member of the Youth Commission to serve on the Commission as an Ex Officio member. At its meeting December 19, 2017, the City Council appointed the following to the Commission (term length shown in parenthesis): Barry Chaffin (2-year term) Liz Lawler (1-year term) Philip Levine (2-year term) Aaron Peth (1-year term) Meaghan Spencer (2-year term) Koosha Azim (Youth Commissioner; 2-year term) ANALYSIS Staff and the City Council have been busy this past year with a number of projects and activities related to the City s streets. Below is some background info on these. Pavement Management Program In January 2017 the City accepted the Pavement Management Budget Options Report which led, through discussion with the City Council, to the adoption of the Fiscal Year Pavement Management Program (PMP) budget of $845,000 and a five-year PMP financing plan to raise the overall condition of the City s roadway pavement from its current level of 63 (fair) to over 70 (good) within five years. At the City Council meeting of February 20, 2018, staff presented a status report on the Fiscal Year PMP which outlined the streets to be included in the first year, as well as the schedule (see Attachments 1 and 2). Public Works Standard Details In conjunction with the PMP, the City Council also approved Public Works Standard Details that will be used for future street maintenance and rehabilitation projects, as well as for frontage, driveway and/or drainage improvements associated with private development projects. Standard Details are drawings and construction notes that are accurate and comprehensive enough to be used in different projects with little or no change. Applying Standard Details to projects will aide staff, project architects and contractors, improve longevity of street repairs and enhance drainage, parking, driving, pedestrian and cycling conditions.

5 CURRENT CITY PROJECTS AND ACTIVITIES BETTER STREETS COMMISSION PAGE 3 OF 4 MARCH 8, 2018 Blanchard Drive Pilot Improvement Project The Fiscal Year budget includes an allocation of $180,000 for the City to implement a Pilot Improvement Project on Blanchard Drive which involves repaving the street in the spring-summer of The uniqueness of this project is that it would be the first of its kind in Monte Sereno to utilize the newly adopted Public Works Standard Details and to involve a partnership with property owners fronting Blanchard Drive. A key objective of the Pilot Improvement Project is for it to serve as a model whereby the City partners with property owners to improve and maintain other streets in the City as part of the City s overall Pavement Management Program (PMP). Since July, staff has been very active on this project. Several field visits have been conducted to assess pavement condition, determine the amount and type of frontage improvements, and take measurements. Meetings and phone discussions have occurred with several residents. A topographic survey was performed by contract in August, pot hole patching occurred in October and the newly adopted Public Works Standard Details provided the basis for the development of a conceptual improvement plan in November. On November 30 th, City staff held a neighborhood meeting with the Blanchard Drive residents to update them on the progress of the Pilot Improvement Project, to seek their input on the conceptual improvement plan (see Attachment 3) and to gauge their support for financial participation for their respective frontage curb and gutter improvements. Staff provided a status report to the City Council at its meeting December 19 th, which included an overview of the neighborhood meeting and some of the challenges identified by staff moving forward. At the neighborhood meeting City staff discussed the possibility of an assessment district to fund the needed frontage improvements. By a show of hands, all the property owners present (which was a majority) indicated they would be willing to be assessed to pay for them. Staff pointed out to the City Council that while this straw poll indicated there was support for the idea that the residents of the street were willing to pay for the frontage improvements, there was no guarantee of that as the formation of an assessment district requires a vote of those affected. Staff also pointed out that going the route of an assessment district would add time to the schedule and would likely delay the project start, as well as potentially the overall cost. The later the project is put out to bid the higher the chance the bids will come back higher as the availability of contractors shrinks over time as they will have likely already accepted a number of projects. On February 6 th staff returned to the City Council with its final recommendations on how to move forward with the Pilot Improvement Project. The City Council decided that in order to keep the project on track it would fund both the paving of the travels lanes, as well as the frontage improvements, thus removing the uncertainty associated with the formation of an assessment district. At the same meeting, the City Council directed staff to bring to the Better Streets Commission the PMP, with the goal to advise the City Manager on long-term funding options for pavement maintenance and drainage and sidewalk area improvements on the City s public street system. Staff will be returning to the Commission in the near future with this item.

6 CURRENT CITY PROJECTS AND ACTIVITIES BETTER STREETS COMMISSION PAGE 4 OF 4 MARCH 8, 2018 Bicycle and Pedestrian Master Plan The City, in conjunction with the Town of Los Gatos and the Santa Clara County Public Health Department, commissioned the compilation of a Bicycle and Pedestrian Master Plan. The Plan and appendices were adopted by the City Council at its meeting April 18, The Plan includes sections on: Existing conditions and needs assessment, Goals, policies, and actions, Network recommendations and project prioritization, and Implementation and funding. Staff will be coming to the Commission in the future to discuss the recommendations, including their implementation and funding, outlined in the Master Plan. In a related matter, at its meeting May 16, 2017, the City Council adopted a resolution indicating it is the policy of the City to plan, design, construct, operate, and maintain its street network in accordance with the Complete Streets principles and requirements of the Metropolitan Transportation Commission and the Santa Clara Valley Transportation Authority (see Attachment 4). PUBLIC NOTICING The Better Streets Commission s agenda was posted at City Hall and the agenda and this report appear on the City s website. Attachments: 1. City Council Staff Report - Pavement Management Program Status Report (February 20, 2018) 2. Map of Street Segments Selected within Daves and La Rinconada 3. Blanchard Drive Conceptual Improvement Plan 4. Complete Streets Resolution (May 16, 2017)

7 C I T Y C O U N C I L S t a f f R e p o r t NEW BUSINESS FEBRUARY 20, 2018 JULIE BEHZAD, CITY ENGINEER JIM HELMER, TRANSPORTATION CONSULTANT Pavement Management Program Status Report Status report on year one of the City s five-year Pavement Management Program (Fiscal Years ) RECOMMENDATION Staff recommends the City Council accept this report on the Fiscal Year Pavement Management Program. BACKGROUND In January 2017 the City accepted the Pavement Management Budget Options Report which led, through discussion with the City Council, to the adoption of the Fiscal Year Pavement Management Program (PMP) budget of $845,000 and a five-year PMP financing plan to raise the overall condition of the City s roadway pavement from fair to good. As part of the current fiscal year PMP, the City Council included the Blanchard Drive Pilot Improvement Project to serve as a model of collaboration between the City and residents to include curbs, gutters and drainage improvements to improve life expectancy of future paving investments. At its February 6 th meeting, the City Council approved proceeding with the final design and installation of the Blanchard Drive frontage improvements at the City s expense, and to bring the issue of long-term funding options for roadway maintenance, repairs and drainage improvements before the newly formed Better Streets Commission.

8 PAVEMENT MANAGEMENT PROGRAM STATUS REPORT CITY COUNCIL PAGE 2 OF 6 FEBRUARY 20, 2018 ANALYSIS The overall Pavement Condition Index (PCI) for the mile system of Monte Sereno streets was rated as fair (63/100) in a 2017 technical analysis. To improve the overall rating to optimum (80+/100) would require a five-year investment of over $5.41 million. The City Council approved a five-year financing plan to raise the condition of its street system to good (70+/100) by 2022, requiring an investment of $2.22 million over the five-year period. To reduce further rapid deterioration, nearly 60% of the funds ($1.3 million) would be expended in the first two years. Due to funding shortfalls from recurring street maintenance revenues, the City Council approved a General Fund reserves transfer of $750,000 in the Fiscal Year budget and a proposed $150,000 in the Fiscal Year budget to implement the Pavement Management Program (PMP). Below is a table showing the five-year PMP budget requirements and a preliminary source of funds chart, where the Fiscal Year estimated General Fund transfer is reduced to $135,000 due to an estimated increase in gas tax revenues.

9 PAVEMENT MANAGEMENT PROGRAM STATUS REPORT CITY COUNCIL PAGE 3 OF 6 FEBRUARY 20, 2018 The Fiscal Year PMP is budgeted at approximately $825,000 and consists of programmed maintenance on 16 street segments ($645,000) and the Blanchard Drive Pilot Improvement Project ($180,000). Based upon the actions taken at the February 6 th City Council meeting the Blanchard Drive Pilot Improvement Project will require an additional transfer of approximately $190,000 of City funds this fiscal year (pending actual project bid) as Council elected to have the City fund the entire project and not pursue the formation of an assessment district in this case. Fiscal Year Pavement Management Program Street Segments The attached map shows the street segments identified by staff to be included in the Fiscal Year Pavement Management Program (PMP). The streets were selected based upon the analysis contained in the Pavement Management Budget Options Report (January 2017). The report recommended a best-first philosophy for determining which streets should be worked on and when. This approach is more costeffective in the long run because it is better to treat streets with lower-cost, preventative maintenance treatments before the street condition deteriorates to a state where it requires more costly rehabilitation and reconstruction treatments. Staff also attempted to group the segments into two general neighborhood zones (Daves and La Rinconada) to minimize costs for mobilization, traffic control, travel time and storage. The Blanchard Drive Pilot Improvement Project is the only segment that will include frontage improvements (curbs, gutters and drainage). Attachment 1 shows the 16 street segments selected within Daves and La Rinconada.

10 PAVEMENT MANAGEMENT PROGRAM STATUS REPORT CITY COUNCIL PAGE 4 OF 6 FEBRUARY 20, 2018 The table below provides more detailed information on each of the 16 street segments. Fiscal Year Pavement Management Program Schedule Staff is attempting to get both the Fiscal Year Pavement Management Program (PMP) and the Blanchard Drive Pilot Improvement Project awarded as early as possible given the current bidding climate. Due to the existing high level of construction activity in the region, the industry is generally seeing higher construction bids than the original estimates. Staff is working on preparing the bid package for the Fiscal Year PMP in the next few weeks for advertising to get the project out to bid to ensure the best chance of receiving the most favorable proposals. Based on the current estimate, the Fiscal Year PMP is tentatively scheduled to be awarded at the April 17th City Council meeting. As noted, it was very difficult this past construction season to attract bids from paving contractors. Staff is also considering including the paving-only portion of the Blanchard Drive Project as an alternate bid in this fiscal year s PMP. This could possibly result in an economy of scale if all of the paving and sealing projects were under one contract

11 PAVEMENT MANAGEMENT PROGRAM STATUS REPORT CITY COUNCIL PAGE 5 OF 6 FEBRUARY 20, 2018 and the concrete and drainage improvements of the Blanchard Drive Project under another contract. Better Streets Commission In October 2017, the City Council took action to form the Better Streets Commission for the purpose of advising the City Manager on the design, operations and maintenance of the City s street system and identifying and advising on integrated, coordinated, environmentally sustainable and economically efficient street rehabilitation solutions. One role the Commission will serve is to provide an open and transparent way for the City to receive community input on the PMP and to address issues raised during the City Council s public testimony taken at the January 20 th and February 6 th meetings. During the next few months, working with the Better Streets Commission, staff will return to the City Council with a report containing policy considerations and long-range PMP funding options. FISCAL IMPACT The Fiscal Year PMP is fully funded, except that an estimated $190,000 will need to be appropriated to design and construct the curb, gutter and drainage improvements as part of the Blanchard Drive Pilot Improvement Project. Due to the high construction activity in the region, PMP bids may come in higher than originally anticipated. The long range fiscal impact of the PMP is positive, in that it is significantly more costeffective to treat streets with lower-cost, preventative maintenance treatments than to have to reconstruct streets after pavement failure. PUBLIC NOTICING The City Council s agenda was posted at City Hall and the agenda and this report appear on the City s website.

12 PAVEMENT MANAGEMENT PROGRAM STATUS REPORT CITY COUNCIL PAGE 6 OF 6 FEBRUARY 20, 2018 Attachment: 1. Map of street segments selected within Daves and La Rinconada

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19 B E T T E R S T R E E T S C O M M I S S I O N S t a f f R e p o r t NEW BUSINESS MARCH 8, 2018 TERRY BLOUNT, CITY MANAGER terry@cityofmontesereno.org Future Topics of Discussion Discussion of potential future topics related to traffic, pedestrian, and bicycle infrastructure and safety RECOMMENDATION Staff recommends the Better Streets Commission have a discussion of potential future topics related to traffic, pedestrian, and bicycle infrastructure and safety. BACKGROUND The duties and responsibilities of the Commission are outlined in Section of the City s Municipal Code. It states: The Commission shall advise the City Manager on the design, operations and maintenance of the Monte Sereno street system by putting people first, considering pedestrians, bicyclists, transit, traffic controls, lighting, vehicular circulation and parking. It shall identify and advise on integrated, coordinated, environmentally sustainable and economically efficient street rehabilitation solutions that address multiple demands on the street system such as underground utilities, street trees, storm water management and contamination runoff issues. The Commission shall have no independent duties and no authority to take actions on behalf of the City. The City Manager may refer any recommendation from the Commission to the City Council for direction.

20 FUTURE TOPICS OF DISCUSSION BETTER STREETS COMMISSION PAGE 2 OF 2 MARCH 8, 2018 ANALYSIS Staff has identified the following topics as those that may potentially be discussed by the newly formed Better Streets Commission: Complete streets grant funding opportunities, Los Gatos/Monte Sereno Bike & Pedestrian Master Plan implementation, Bike & pedestrian safety (traffic calming/safe-routes-to-school, etc.), Traffic enforcement, and Refuse Vehicle Impact Fee (the City Council recently tabled the discussion of this potential fee that could be used for street maintenance). Staff is requesting that in addition to the above, the Commission identify other potential topics that the Commissioners are interested in discussing and providing advice on for future meetings. PUBLIC NOTICING The Better Streets Commission s agenda was posted at City Hall and the agenda and this report appear on the City s website.