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HomeMy WebLinkAboutAgenda Packet - CC - 2009.09.08 CITY G BURLINgA ME m "co a go �NaTco sur,[6• BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 CITY COUNCIL MEETING AGENDA Tuesday, September 8, 2009 CLOSED SESSION: 6:30 p.m. - Conference Room A a. Conference with Labor negotiator pursuant to Government Code §54957.6(a): City Negotiators: Deirdre Dolan, Jim Nantell Employee Organizations: AFSCME 829, AFSCME 2190, BAMM, Fire Administration, IAFF 2400, Police;Administrators, Police Officers Association, Teamsters Local 856, and Department Head/Unrepresented 1. CALL TO ORDER—7:00 p.m.—Council Chambers 2. PLEDGE OF ALLEGIANCE TO THE FLAG 3. ROLL CALL 4. APPROVAL OF MINUTES—Regular Council Meeting of August 17, 2009 5. PRESENTATION a. Presentation of Business Landscape Award to Earthbeam 6. PUBLIC COMMENTS—At this time,persons in the audience may speak on any item on the agenda or any other matter within the jurisdiction of the Council. The Ralph M.Brown Act(the State local agency open meeting law)prohibits Council from acting on any matter that is not on the agenda. Speakers are requested to fill out a"request to speak"card located on the table by the door and hand it to staff. The Mayor may limit speakers to three minutes each. 7. STAFF REPORTS AND COMMUNICATIONS a. Holiday Tree Lighting 1 Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection at the Water Office Counter at City Hall located at 501 Primrose Road during normal business hours. b. Disposition of Civil Service Commission c. Approval of Broadway Merchants movie nights for three Saturday nights in September d. Closure of Primrose Road for Library Centennial on October 18, 2009 8. APPROVAL OF CONSENT CALENDAR a. Adopt Resolutions awarding a construction contract to Engineering/Remediation Resources Group for the Hillside Drive and Skyview pressure tanks upgrade project and authorizing a professional services agreement with Kennedy Jenks for construction management b. Adopt a Resolution authorizing a professional design engineering services contract with Wilsey Ham, Inc. for the Marsten storm drainage pipeline outfall structure and Easton Creek widening project c. Resolution authorizing a professional services agreement with Erler &Kalinowski for program management services of the storm drainage capital improvement management d. Approve out-of-state travel for Finance Director/Treasurer 9. COUNCIL COMMITTEE AND ACTIVITIES REPORTS/AND ANNOUNCEMENTS Council Members report on committees and activities and make announcements. a. Staff Support for Peninsula Cities Consortium 10. PUBLIC COMMENTS—At this time,persons in the audience may speak on any item on the agenda or any other matter within the jurisdiction of the Council. The Ralph M.Brown Act(the State local agency open meeting law)prohibits Council from acting on any matter that is not on the agenda. Speakers are requested to fill out a"request to speak"card located on the table by the door and hand it to staff. The Mayor may limit speakers to three minutes each. 11. OLD BUSINESS 12. NEW BUSINESS a. Discussion of placement of elected and appointed officials' home addresses and telephone numbers on the City's website and City Council direction to staff regarding this matter 13. ACKNOWLEDGMENTS a. Commission Minutes: Beautification, August 6, 2009; Planning, August 24, 2009 b. Department Reports: Building, July&August 2009; Police, July 2009; Parks &Recreation, August 13, 2009 2 Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection at the Water Office Counter at City Hall located at 501 Primrose Road during normal business hours. C. Letters from Youth &Family Enrichment Services; Burlingame Historical Society; Mission Hospice; Samaritan House; Jobs for Youth; Parca; and Community Overcoming Relationship Abuse gratefully acknowledging the City's contribution 14. ADJOURNMENT Notice: Any attendees wishing accommodations for disabilities please contact the City Clerk at 650 558-7203 at least 24 hours before the meeting. A copy of the Agenda Packet is available for public review at the City Clerk's office,City Hall,501 Primrose Road,from 8:00 a.m.to 5:00 p.m.before the meeting and at the meeting. Visit the City's website at www.burlingame.org. Agendas and minutes are available at this site. NEXT REGULAR CITY COUNCIL MEETING—MONDAY, SEPTEMBER 21, 2009 3 Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection at the Water Office Counter at City Hall located at 501 Primrose Road during normal business hours. CITY 0 BURLINGAME m wco< o0 �MaTEG JUNE 6 BURLINGAME CITY COUNCIL Unapproved Minutes Regular Meeting of August 17, 2009 1. CALL TO ORDER A duly noticed regular meeting of the Burlingame City Council was held on the above date in the City Hall Council Chambers. Mayor Ann Keighran called the meeting to order at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE TO THE FLAG Led by John Eaton. CLOSED SESSION: CA Guinan advised that Council met in closed session and gave direction to the Labor negotiators with regard to the Teamsters Local 856 and discussed an interim Police Chief. There was no further reportable action. 3. ROLL CALL COUNCILMEMBERS PRESENT: Baylock, Deal, Keighran, Nagel, O'Mahony COUNCILMEMBERS ABSENT: None 4. MINUTES Councilwoman Nagel made one correction to the minutes of July 20, 2009 to change the wording on item 6a, paragraph 3, what other cities charge, to add the word "planning"to charge. Vice Mayor Baylock made a motion to approve the minutes of the July 20, 2009 regular Council meeting; seconded by Councilman Deal. The motion was approved unanimously by voice vote, 5-0. 5. PRESENTATIONS a. PRESENTATION BY SENATOR LELAND YEE CONCERNING THE STATE BUDGET Senator Yee was unable to attend the meeting. b. BADGE PINNING FOR SGT. JOHN KIELY AND OATH OF OFFICE FOR OFFICER MICHAEL MARTYN COP Van Etten introduced the officers administered the oath of office. 1 Burlingame City Council August 17,2009 Unapproved Minutes C. RECOGNITION OF BURLINGAME AS BEST PRACTICES CITY BY ASSOCIATION OF BAY AREA GOVERNMENTS FinDir Nava addressed the Council and said the certificate was awarded to the City in recognition of best practices in the risk management area. d. INTRODUCE STUDENTS ADRIAN EATON AND CAROLINE SMITH Mayor Keighran introduced the two students who spent the day with her and visited all the City offices. She presented each of them with a certificate from the City in recognition of their day. 6. PUBLIC HEARINGS a. PUBLIC HEARING AND ADOPTION OF AN ORDINANCE AMENDING CHAPTER 4.09 OF THE BURLINGAME MUNICIPAL CODE TO INCREASE THE TRANSIENT OCCUPANCY TAX(TOT) FROM 10 % TO 12% FinDir Nava reviewed the staff report and requested Council hold a public hearing and adopt Ordinance No. 1840-2009 to increase the transient occupancy tax from 10%to 12% and add a measure to the November 3, 2009 ballot asking the voters to approve the increase. FinDir Nava reported that the cities of San Bruno, Millbrae and San Mateo are also planning to have ballot measures to increase their TOT. Councilwoman Nagel reported that in San Francisco the TOT is 14% and slightly higher in some districts. Mayor Keighran opened the public hearing. There were no comments from the floor, and the hearing was closed. Mayor Keighran asked CC Kearney to read the title of the ordinance. Vice Mayor Baylock made a motion to waive further reading of the ordinance; seconded by Councilwoman Nagel. The motion was approved unanimously by voice vote, 5-0. Councilwoman O'Mahony made a motion to approve adoption of Ordinance No.1840 amending chapter 4.09 of the municipal code; seconded by Vice Mayor Baylock. The motion was approved unanimously by voice vote, 5-0. Mayor Keighran directed CC Kearney to publish a summary of the ordinance within 15 days of adoption. 7. PUBLIC COMMENTS There were no public comments. 8. STAFF REPORTS AND COMMUNICATIONS a. ADOPT A RESOLUTION AMENDING 2009-10 CAPITAL IMPROVEMENTS BUDGET TO INCLUDE STORM DRAINAGE CAPITAL IMPROVEMENT PROGRAM DPW Murtuza reviewed the staff report and requested Council approve Resolution No. 73-2009 amending the FY 2009-10 Capital Improvement Budget to include storm drainage capital improvement program (CIP) funded by the voter approved storm drain ballot measure. 2 Burlingame City Council August 17,2009 Unapproved Minutes DPW Murtuza gave an update on what has taken place since the ballot measure passed in May 2009. He said that since the passage of the ballot measure, staff reviewed and processed several requests for fee adjustments by property owners. In addition, staff has been working with the County's Assessor's office to develop the implementation process for the fee collection. The FY 2009-10 storm drain fee revenue is estimated to be $2,490,000,with $2,460,000 being collected by the County through property taxes, and the remaining $30,000 through direct billing to utility companies. Councilwoman O'Mahony made a motion to approve adoption of Resolution No. 73-2009 amending the Capital Improvements Budget; seconded by Vice Mayor Baylock. The motion was approved unanimously by voice vote, 5-0. CM Nantell requested that the Council move next to item 8d on the agenda. d. REVIEW AND APPROVE THE HIGH SPEED RAIL PUBLIC OUTREACH PLAN FOR THE CITY OF BURLINGAME DPW Murtuza reviewed the staff report and requested Council approve the high speed rail public outreach plan. Mayor Keighran confirmed that it was just the outreach plan that was going to be discussed. DPW Murtuza introduced Michael Garvey who works for HNTB the Engineering firm performing the environmental impact report for the high speed rail project. Mr. Garvey said the environmental impact reports are done in an impartial manner and used to evaluate major alternatives for completing a project. He advised that they had drafted a standard outreach plan on how to meet with residents in each city along the proposed rail line in order to receive input from them. He said they have met and received input from city staff and fine tuned the outreach plan to make it uniquely applicable to Burlingame. Council discussion followed concerning the number of staff devoted to public outreach for the Peninsula and Mr. Garvey said there is one person per County and he is the San Mateo County contact person. Discussion continued concerning the number of meetings that will take place with the public directly impacting the Burlingame portion of the project. Mr. Garvey said they will have a better idea of that at the end of September after the Planners complete their first report on the alternatives on how the rail could be built. When asked about a workshop for Burlingame, Mr. Garvey said the scope of work does not provide, nor is it budgeted, to have workshop in every City. It was noted that the Peninsula Cities Consortium will be having their meetings in Burlingame beginning September 11, 2009 from 8:30 a.m. to 10:30 a.m.; there is also a workshop and Teach-In coming up in the evening in Palo Alto; a town hall meeting with Senator Yee and Assemblyman Hill in Burlingame on Saturday, September 26, 2009 from 2:00 to 4:00 p.m. Burlingame residents were encouraged to attend all the meetings and the dates and times would be provided on the City of Burlingame website. Concern was again expressed about design workshops taking place in a more centralized, convenient location. Council also requested staff try to find a larger location for the September 26 town hall meeting. b. APPROVAL OF RESPONSE TO THE FINDINGS AND RECOMMENDATIONS OF THE SAN MATEO COUNTY 2008-2009 CIVIL GRAND JURY REPORT ON REVERSING THE UPWARD TRAJECTORY OF EMPLOYEE COSTS CM Nantell reviewed the staff report and recommended that Council approve the response to Findings and Recommendations of the San Mateo County 2008-2009 Grand Jury Employee Costs Report. He indicated that the response is due to the Grand Jury by September 3, 2009. 3 Burlingame City Council August 17,2009 Unapproved Minutes CM Nantell reported on the significant steps the City of Burlingame has taken to curtail rising employee costs such as: the majority of City bargaining groups agreed to waive contractually scheduled 2%to 3% salary increases in FY 2009-10; for most labor agreements the City has eliminated the practice of tying salary increases to a particular position in the survey market; at the Department Head level, employees have begun to contribute 5% to the cost of monthly health care premiums and will continue to discuss this practice with labor units in future contract negotiations; in order to maximize resources, the City has been a leader in shared services with other jurisdictions and will continue to explore other options for shared services. CM Nantell requested support to continue participation in the San Mateo County Municipal Employees Relations Committee; endorse the goal of moving to a two tier retirement system for new hires; work with labor units on the possibility of a joint effort at the State level to encourage two tier retirement system; and return to Council in 2010 with an update. Council discussion followed and there was unanimous praise for the City Manager for all his effort in undertaking this issue,providing the leadership, and foreseeing the future. Council requested that the City's response to the Grand Jury be posted on the website. Councilwoman O'Mahony made a motion to approve adoption of Resolution No. 74-2009 approving the City's response to the Grand Jury; seconded by Vice Mayor Baylock. The motion was approved unanimously by voice vote, 5-0. C. SUBCOMMITTEE REPORT ON DISCUSSION OF THE ROLE OF THE CIVIL SERVICE COMMISSION HRD Dolan reviewed the staff report and reported that on July 20, 2009 the Civil Service Commission met with the Ad Hoc Subcommittee, Mayor Keighran and Councilwoman O'Mahony and discussed the role, purpose and value of the Civil Service Commission. Council discussion followed without consensus. Councilwoman Nagel made a motion to table the item to the next Council meeting and requested that any interested Civil Service Commissioners present their recommendations to Council at least a week prior to the meeting so Council can take action at the next meeting; seconded by Vice Mayor Baylock. The motion was approved unanimously by voice vote, 5-0. e. CONSIDER TWO APPOINTMENTS TO THE PARKS & RECREATION COMMISSION CM Nantell reviewed the staff report and recommended Council call for applications for the Parks & Recreation Commission. The application deadline was set for September 21, 2009. f. CONSIDER THREE APPOINTMENTS TO THE BEAUTIFICATION COMMISSION CM Nantell reviewed the staff report and recommended Council call for applications for Beautification Commission. The application deadline was set for September 21, 2009. 9. CONSENT CALENDAR Vice Mayor Baylock requested Item 9f be pulled from the Consent Calendar for further discussion. Councilman Deal requested Item 9d be pulled for further discussion. 4 Burlingame City Council August 17,2009 Unapproved Minutes Councilwoman Nagel made a motion to approve Items 9a, b, c, e, g, h, i,j and k; seconded by Vice Mayor Baylock. The motion was approved unanimously by voice vote, 5-0. a. ADOPT A RESOLUTION ACCEPTING THE MISCELLANEOUS WATER MAIN REPLACEMENT PROJECT BY NORTH BAY CONSTRUCTION FOR LOS ROBLES AND FEY DRIVE DPW Murtuza requested Council adopt Resolution No. 75-2009 accepting improvements for miscellaneous water main replacement project by North Bay Construction. b. ADOPT RESOLUTION APPROVING PROFESSIONAL SERVICES AGREEMENT WITH ERLER& KALINOWSKI, INC. FOR THE FY2009-10 WATER SYSTEM PROGRAM MANAGEMENT AND MASTER PLAN UPDATE DPW Murtuza requested Council adopt Resolution No. 76-2009 approving agreement with Erler & Kalinowski for FY 2009-10 water system program management and master plan update. C. ADOPT A RESOLUTION AWARDING A CONSTRUCTION CONTRACT TO W. R. FORDE ASSOCIATES FOR THE LA MESA DRIVE WATER MAIN REPLACEMENT PROJECT DPW Murtuza requested Council adopt Resolution No. 77-2009 awarding contract to W. R. Forde for construction contract for La Mesa Drive water main replacement project. d. ADOPT A RESOLUTION REJECTING ALL BIDS FOR BAYSHORE HIGHWAY INTERCONNECT PROJECT Councilman Deal requested that in the future there be a break down in the cost of software. DPW Murtuza said that for this particular item the software vendor did not inform the contractor that there is an existing license. DPW Murtuza requested that Council adopt Resolution No. 78-2009 rejecting all bids for the Bayshore signal interconnect project. Councilwoman O'Mahony made a motion to approve adoption of Resolution No. 78-2009 rejecting the bids for Bayshore Highway Interconnect Project; seconded by Vice Mayor Baylock. The motion was approved unanimously by voice vote, 5-0. e. ADOPT A RESOLUTION APPROVING A MEMORANDUM OF UNDERSTANDING WITH THE WEST BAY INFORMATION SHARING SYSTEM AND AUTHORIZING SIGNATURE COP Van Etten requested that Council adopt Resolution No. 79-2009 approving an MOU and other law enforcement agencies in San Francisco and San Mateo Counties to create the West Bay Information Sharing System. 5 Burlingame City Council August 17,2009 Unapproved Minutes C ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER AND HIS DESIGNEE TO COMMENCE FRANCHISE NEGOTIATIONS WITH RECOLOGY (FORMERLY NORCAL WASTE SYSTEMS) IN ANTICIPATION OF A NEW TEN YEAR FRANCHISE AGREEMENT FOR THE COLLECTION OF SOLID WASTE AND RECYCLING MATERIALS Vice Mayor Baylock questioned the reason for the 15% increase in the first year. FinDir Nava clarified that the new service increase would probably be around 9.9% and the additional 5%was to fund the new facility in San Carlos. FinDir Nava also noted that the recycling would be weekly and would include the green waste. FinDir Nava requested Council adopt Resolution No. 80-2009 authorizing the City to commence negotiations with Recology for a new ten year franchise agreement for the collection of solid waste and recycled materials within the City. Vice Mayor Baylock made a motion to approve adoption of Resolution No. 80-2009 approving negotiations with Recology; seconded by Councilwoman Nagel. The motion was approved unanimously by voice vote, 5-0. g. APPROVE A RESOLUTION AMENDING THE TOLLING AGREEMENT WITH THE COUNTY OF SAN MATEO REGARDING CITY OF BURLINGAME'S CLAIM FOR TAX ADMINISTRATION FEE CA Guinan requested Council approve Resolution No. 81-2009 approving and authorizing the City Manager to execute an amendment to the Tolling Agreement between the City of Burlingame and the County of San Mateo regarding the City's claim for return of excess property tax administration. h. APPROVE OUT-OF-STATE TRAVEL CM Nantell requested that Council approve his travel to the ICMA conference in September 2009. i. ADOPT A RESOLUTION APPROVING CONVERSION OF CITY PARKING LOT H FROM FREE PARKING TO PAY PARKING DPW Murtuza requested Council adopt Resolution No. 82-2009 revising the regulations governing time limits and charges for City Parking Lot H. j. APPROVE RESOLUTION AUTHORIZING THE FINANCE DIRECTOR/TREASURER TO ENTER INTO A RECIPROCAL AGREEMENT WITH THE CALIFORNIA STATE FRANCHISE TAX BOARD FOR THE PURPOSE OF EXCHANGING AND SHARING BUSINESS TAX DATA FinDir Nava requested Council approve Resolution No. 83-2009 approving and authorizing the Finance Director to execute an agreement with the California State Franchise Tax Board for the purpose of exchanging and sharing business tax data. 6 Burlingame City Council August 17,2009 Unapproved Minutes k. WARRANTS AND PAYROLL FinDir Nava requested approval for payment of Warrants#40961-41408 and Visa payments C1034-C1047 duly audited, in the amount of$4,189,949.78; Payroll checks #174662-174897 in the amount of $2,803,151.19 for the month of July 2009. 10. COUNCIL COMMITTEE AND ACTIVITIES REPORTS AND ANNOUNCEMENTS Council reported on various events and committee meetings each of them attended on behalf of the City. 11. PUBLIC COMMENTS Pat Giorni, 1445 Balboa Avenue spoke on several items. There were no further comments from the floor. 12. OLD BUSINESS 13. NEW BUSINES a. SUPPORT FOR ART MUSEUM ON STATE LANDS Councilman Deal reported that he is still perfecting the letter and making some phone calls in support of Don Fisher's art museum on State Lands Council voiced support of this endeavor and acknowledged it would greatly benefit Burlingame. 14. ACKNOWLEDGMENTS a. Commission Minutes: Civil Service, May 18, 2009; Library, June 16, 2009; Parks &Recreation, June 18, 2009 &July monthly report; Planning, July 27, 2009 b. Department Reports: Police, June 2009; Finance, June &July 2009 c. Letter from Comcast concerning programming adjustments d. Draft MOU between California High Speed Rail Authority and Peninsula Cities Consortium 15. ADJOURNMENT Mayor Keighran adjourned the meeting at 9:57 p.m. in memory of Don Chang's father, Shou-Thai Chang. Respectfully submitted, Mary Ellen Kearney City Clerk 7 Burlingame City Council August 17,2009 Unapproved Minutes �� CITY o� STAFF REPORT 6URUNGAME AGENDA ITEM# 7a `y�oq �o MTG. Set. 8, 2009 q�AK.- DATE p TO: HONORABLE MAYOR AND CITY COUNCIL SUBMITTED ' BY DATE: September 81 2009 APPROV D FROM: Jim Nantell (558-7205) BY /l� SUBJECT: HOLIDAY TREE LIGHTING RECOMMENDATION: Review the survey results regarding annual holiday tree lighting event and provide direction to staff. BACKGROUND: The annual holiday tree lighting and downtown open house was moved from it traditional first Friday night in December to the following Sunday The idea was to focus all of the events on the Avenue, the center of the holiday retail activity. In addition closing Burlingame Avenue on Sunday vs. Friday afternoon and evening has less impact on the retailers, as Sunday is a less robust shopping day for many of our merchants. The event was kicked off with the parade followed by music and other entertainment in the afternoon and culminating with faux tree lighting in front of the Burlingame Ave. train station. The shift in the event resulted in some mixed feedback to city council members consequently the City Council Civic Engagement subcommittee decided to solicit feedback from surveying our recently formed Community Insight Team consisting of two randomly selected voters from each precinct. In addition the same survey was sent to the 5000+residents that have signed up for the city's weekly e-news letter. The key issues for the Council have been the day of the week and the time of day for the event, the location of the holiday lighting portion of the annual event and the use of city funds to cover the cost of the tree lighting event. The results of the survey showed that there was a clear difference of opinion from the two groups surveyed as shown on Attachment A. Since 80% of the List Serve respondents have attended the event vs. 47% of the community insight team staff believes more credence should be given to the list serve responses when deciding when and where to hold the event. Findings: A. 80% of the e-news respondents have attended the event vs. 47% of the Community Insight Team (CIT). B. 70% of the e-news respondents like the event vs. 47% CIT. C. Of those stating a preference 75% of the e-news respondents like the event at city hall vs. 100% of the CIT. D. Of those stating a preference 60% of the e-news respondents want the event on Friday vs. 30% of the CIT. E. Prior to reviewing budget information 50% of the e-news respondents support using city funds for the event on Friday vs. 20% of the CIT. F. After reviewing budget information 37% of the e-news respondents support using city funds for the event on Friday vs. 13% of the CIT. Mayor Keighran and the City Manager met with Kevin Osborne, President of the Downtown Burlingame Business Association and Georgette Naylor,President of the Burlingame Chamber of Commerce to discuss plans for the Holiday open house. The consensus from that meeting was as follows: A. Move the holiday open house back to Friday night (Dec 4"') and push back the start of the Tree lighting to 6:00 p.m. with the Parade starting at 7:00 p.m. B. Explore the possibility of a tree lighting in the downtown area, possibly at Crosby Commons or Fox Plaza Mall with singing from school children prior to the actual tree lighting as has been done in the past. C. Because of reduced funding available for the holiday open house ($7,500) reduce the number of free rides for kids (probably to the train and jump house) and charge for the other carnival type rides which would be located in the 300 block of Primrose Road and begin at 4:00 p.m. or 5:00 p.m. D. Seek event signature and supporting sponsorships that could help make up the gap between current funds available and the more traditional budget of$15,000 to $25,000. BUDGET IMPACT: Since 2001 the holiday event has been cut from the city budget, however the Council has raised some funds from a few sponsors. As of the last two years Joe Putnam has been the only ongoing contributor to the annual event in the amount of$2,000. As per the attachments B, C, and D the real cost to the city has been primarily in staff overtime which has come out of year end fund balance. The cost has ranged from about $10,000 to $15,000. Given the unbudgeted nature and the current fiscal state of the city it is staff recommendation that we reduce the number of streets that need to be closed and focus all activities on the Burlingame Ave. and the 300 block of Primrose Road, so as to reduce the amount of unbudgeted overtime. We further recommend that tree lighting be held downtown and the out of pocket cost be limited to the funds available through donations which has been $2,000. ATTACHMENTS: A. Holiday Event Survey Summary B. 1/31/07 Summary of Police Department overtime and cost for the 2006 Holiday open house and tree lighting. C. 1/27/07 Invoice for Public Works Department overtime and cost for the 2006 Holiday open house and tree lighting. D. Historical Information on 2002 Tree Lighting and projected for 2003. E. Full Holiday Lighting Event Survey results for List Serve Respondents (e-news) F. Full Holiday Lighting Event Survey results for Community Insight Team Attachment A Holiday Event Survey Summary 1. How do you feel about the change in the event? Community Insight Team e-news respondents Go back to Friday nights 38% (5) 65% (136) Keep it on Sunday 62% (8) 35% (90) 2. What is the best time and day of the week for such an event? Community Insight Team e-news respondents Friday Night 37% (10) 60% (136) Sunday 63% (17) 40% (90) 3. Have you ever attended the open house and tree lighting? Community Insight Team I a-news respondents Yes 47% (14) 80% (200) 4. Percentage of people who like tree lighting Community Insight Team I a-news respondents 47% (14) 69% (173) 5. Percentage of people who like parade/open house Community Insight Team I a-news respondents 47% (14) 74% (184) 6. At City Hall Community Insight Team I a-news respondents 100% (25) 75% (49) 7. At Burlingame Avenue Community Insight Team a-news respondents 0 25% (16) 8. Time of da Community Insight Team a-news respondents Sunday 62% (8) 40% (136) Community Insight Team a-news respondents Friday 38% (5) 60% (90) City Financial Support 9. Support City fu ding it With more info re: budget cuts Community List Serve Community e-news Insight Team respondents Insight Team respondents 20% (6) 50% (115) 13% (4) 37% (81) 10. Downtown merchants should With more info re: budget cuts fund Community List Serve Community e-news Insight Team respondents Insight Team respondents 17% (5) 10% (22) 23% (7) 13% (29) 11. Mixed feelings With more info re: budget cuts Community List Serve Community e-news Insight Team respondents Insight Team respondents 28% (8) 37% (83) 30% (9) 38% (84) 12. Don't use Cityfunds With more info re: budget cuts Community List Serve Community e-news Insight Team respondents Insight Team respondents 14% (4) 9% (21) 23% (7) 19% (41) Note for questions 1,2,6,7,& 8 percentages shown are of those indicating a preference. ATTACHMENT B CITY OF B URLINGAME INTER-DEPARTMENT MEMO TO: Jim Nantell, City Manager FROM: Jack Van Etten, Chief of Police DATE: 1/31/2007 RE: Summary—Police Department Time and Costs associated with the Holiday Open House Attached please find a summary of the Police Department's time (volunteer, flex and in-lieu), as well as the overtime costs associated with the 2006 Holiday Open House. As you can see, in 2006, the city(police department)provided the following contributions towards the event: Total of 111.75 hours (30.5 in lieu, 44.25 OT and 52 volunteer) Total OT costs - $2,610.68 For 2007, it is anticipated that the city(police department)will need to provide 146 hours (in- lieu, OT and volunteer) to staff the event as compared to 111.75 in 2006. The anticipated number of hours for 2007 is consistent with past years, with the exception of 2006, when the police department experienced staffing and personnel shortages. ATTACHMENT B MEMORANDUM To: Chief Van Etten From: Sgt Shepley Date: 01/31/07 Subject: 2006 Holiday Open House OT The 2006 Holiday Open House staffing was a bit unusual. Due to the lack of traffic officers, sick leave, and training issues, the staffing was a challenge and an abnormal amount of OT had to be paid. We also worked this event short. We had fewer PEOs, cadets, and reserves than we have had in the past. This presented itself with a few challenges that were transparent to the public. Thus, the 2006 staffing, not including volunteers,was as follows: DRTR OT (1400 to 1600 straight time then OT from 1600 till event conclusion.) PEO 1 (Moran) OT (0600 to 1400. Worked 1400 to 2100 as a reserve officer.) PEO 2 (Alviso) Flex Hours to work event with no OT paid. PEO 3 (Feitelberg) Flex Hours to work event with no OT paid. PEO 4 (Dotson) Assigned to event and paid 7 hrs of per diem in lieu of normal duties. OFF 1 (Harman) OT (1400 to 1600 straight time then OT from 1600 to 2000. Worked in place of PEO Garrett who called in sick..) OFF Motor 2 (Witt) OT on motor OFF Motor 3 (Boll) OT on motor OFF 4 (Caine)OT as dispatcher It should be noted, that this event starts at 1400 hrs. with a briefing. We plan on going off duty at 2200. However, in reality,personnel go off duty closer to 2100 hrs. OT would only need to be paid for one PEO and the director of traffic. It is helpful to have these two positions staffed prior to the event. They take care of last minute planning issues and support the public's needs and patrol division. At this time,we are planning on the following schedule: DRTR OT (1400 to 1600 straight time then OT from 1600 till event conclusion.) PEO 1 OT (0800 to 1400 hrs) Dispatcher OT (1400 to 2200) OFF Motor 1 Flex hours to work event with no OT paid. OFF Motor 2 Flex hours to work event with no OT paid. PEO 2 Flex hours to work event with no OT paid. PEO 3 Flex hours to work event with no OT paid. PEO 4 Flex hours to work event with no OT paid. PEO 5 Flex hours to work event with no OT paid. PEO per diem Assigned to event and paid 8 hrs of per diem in lieu of normal duties. In addition to the above staffing, it should be noted that PEOs are removed from enforcement duties on the date of the event. Normally, we would have at least 4 PEOs working enforcement. However, as mentioned above,we only have one. This PEO spends the majority of his/her time enforcing, but is also used to ensure no parking signs remain posted and provide other public notifications. On the Wednesday prior to the event, the entire PEO staff is dedicated to posting no parking signs. This results in at least 8 hours (combined staff time) removed from parking enforcement duties. It should also be noted that PEOs provide support to residents (vehicles blocking driveways, abandoned vehicles, etc...) and traffic control (collision scenes, malfunctioning signal lights, etc...). This event takes them away from these duties. The PD also provides approximately six to eight reserve officers and cadets for traffic control during the event. In addition to this,the cadets donate approximately 8 hours (combined staff time) to distribute flyers, advising of street closures, to the residents that surround city hall. A PD staff person also donates his/her time (approx. 2 hours)to chaperone the cadets during this distribution. The following tables represent the amount of PD staff time needed to implement this event. Obviously, the tables do not represent the time spent in meetings, coordinating with other departments, and planning. 2006 Hours of Staff Time Event Staffing Position In Lieu OT Volunteer 1 DRTR 2 5.25 2 PEOs 17 1 Officer(in place of PEO) 2 4 2 Motor Officers 14.5 1 Dispatcher 1.5 5.5 2 Reserves 14 4 Cadets 28 Pre Event Staffing Position In Lieu OT Volunteer PEO Sign Posting 8 Cadet Flyer Distribution 8 DRTR Flyer Distribution 2 Total Hours 30.5 29.25 52 111.75 2007 Anticipated Hours of Staff Time Event Staffing Position In Lieu OT Volunteer 1 DRTR 2 6 4 PEO 32 1 Per Diem PEO 8 2 Motor Officer 16 1 Dispatcher 8 2 Reserves 16 5 Cadets 40 Pre Event Staffing Position In Lieu OT Volunteer PEO Sign Posting 8 Cadet Flyer Distribution 8 DRTR Flyer Distribution 2 Total Hours 66 14 66 146 ATTACHMENT C A RM,I WN9 CITY OF BURLINGAME INVOICE Bkl URLE 501 Primrose Road Burlingame, CA 94010 5R=01 (650) 558-7200 Invoice Date: January 24, 2007 BILL TO: Invoice Number: SS2007-002 Date of Incident: December 1, 2006 Account Number 101-39800 Amt. Charged to Acct. $6,394.64 DESCRIPTION: Cost for the Brulingame Tree Lighting Ceremony, and the Burlingame Santa's Parade. qAMM QTY HOURS RATE 1 Street&Sewer Supervisor 8.5 $102.79 $873.72 1 Street&Sewer Leadworker 4.5 $84.64 380.88 4 Street&Sewer Maintenance Workers 25.0 $73.15 1,828.75 1 Street&Sewer Laborer 8.0 $60.98 487.84 SUBTOTAL: $3,571.19 QTY MATERIALS RATE COST , 100 Rental Barricades(4 0 per day @ 3 days+rax) $1.30 $129.90 50 City Barricades(No cHARGE) 0.00 50 Traffic Cones(No cHARGE) 0.00 515 No Parking Signs _ $0.57 295.47 30 Signs(No CHARGE) 0.00 SUBTOTAL: $425.37 QTY EauIP - HOURS E 4 COST 1 #7484 Pickup Truck 8 $21.00 $168.00 1 #7488 Pickup Truck 14 $27.00 378.00 1 #39 Small Dump Truck 14 $37.00 518.00 1 Message Board ($250 per day @ 2 days) 2 Days $250.00 500.00 2 Copies To Payee SUBTOTAL: $1,564.00 1 Copies To Finance 1 Copy For City Attorney 2 Copies For Office Files SUBTOTAL: $5,560.55 15% OVERHEAD & SUPERVISION: 834.08 Questions Concerning Invoice Call Phil Scott, Public Works Superintendent TOTAL: $6,394.64 (650)558-7673 ATTACHMENT D 2002 Tree Lighting Projected 2003 Public Works Regular Overtime Projected Actual Street&Sewer Supervisors 640 1274 1300 796.4 Lead Workers 411 1800 1800 724.89 Maintenace Workers 1960 2229 500 1285.33 Hourly Internal Out of Pocket Barricade Rental-100 80 100 120 Arrow Boards 230 No charge Trucks 1760 No charge Overhead of Mat&Eqp. 300 No charge Sponsor Banners 3000 1019 Publicity/fliers 500 0 Police 670 750 1002 Lost Parking Citiation Revenue 2,676 2,676 2,676 Fire 375 400 0 Recreation Entertainment 200 0 0 Misc supplies 120 150 90 Sound and Lighting 1100 1750 1700 Part time staff 145 150 0 Tree Lighting 5000 2220 2220 School District Truck Rental 50 BSD* Piano Movers 100 BSD* Overtime to break down after the event 200 BSD* Retuning piano 100 BSD* 5301 15669 1 15746 11633.62 Note:Regular time and internal charges are expenses that were not additional out of pocket costs. *The Burlingame School District covered these items this year. There is no agreement that they will such cover expenses in the future. ATTACHMENT E Copy of Holiday Lighting Event - List Serve 1 Prior to reading this information, were you aware of this holiday event? Response Response Percent Count was not aware of it exitence. Pq 6.4% 16 1 was vaguely aware of it. 0 4.8% 12 1 was aware of it 19.7% 49 1 was well aware of it. F777777777 249 skipped`'question 0 2. If you were aware of this event, did you know about the tree lighting event at City Hall as well as the parade and: downtown activities? Response Response Percent Count knew about the tree lighting at City Hall as well as the parade 85.6°J° 24 ' and downtown activities. I knew about the tree lighting, but was unaware of the parade and 0 6.4% 16 downtown activities. I knew about the parade and downtown activities, but was Q 1.6°l0 4 unaware of the tree lighting. I was unaware of any aspects of 9 6.4% 16 ' this holiday event. answered question - 250 skipped question 4 1 of 8 3. Have you ever attended the holiday tree lighting event at City Hall? Response Response ' Percent Count Yes 79.4% 200 No 0 20.6% 52 answered question 252 skipped question 2,- 4. Based on what you knew (or didn't know) of the tree lighting event, what was your general feeling about it? Please select all that apply. Response Response Percent Count None, as I was not aware of this 5.6% 14 event. I was aware of this event, but I had 9.6% 24 no real feeling about it. I thought it was a wonderful event, and 1 have attended it one68.9% 173 or more times. It sounded like a nice event, but 1 12.0% 30 never attended it. I found the event to be an inconvenience due to traffic Q 4.0% 10 impacts. I was annoyed with the event and 2.0% 5 hoped it would be discontinued. Q answered question 251 skipped question 3 2 of 8 5. Have you ever attended the downtown holiday parade and rides? Response Response Percent Count Yes 80.1% 201 No 0 19.9% 50 answered question 251 skipped question 3 6. Based on what you knew (or didn't know) of the downtown parade and rides, what was your general feeling about the event? Please select all that apply. Response Response Percent Count None, as I was not aware of this 0 9.6% 24 event. I was aware of this event, but I had 7.2% 18 no real feeling about it. I thought it was a wonderful event, and I have attended it one 73.6% 184 or more times. It sounded like a nice event, but I 6.4% 16 never attended it. I found the event to be an inconvenience due to traffic ❑ 2.8% 7 impacts. I was annoyed with the event and 1.6% hoped it would be discontinued. 4 answered question 250 skipped question 4 3of8 7. Where you aware of this change? Response Response Percent Count No, I was unaware of this change. 28.4% 69 1 was vaguely aware of this 14.0% 34 change. I was aware of this change, but 30.5% 74 did not attend the Sunday event. I was aware of this change, and I attended at least part of the 27.2% 66 Sunday event. answered question 243 skipped question 11 4 of 8 8. How do you feel about the change in the event? Please check all that apply. Response Response Percent Count I have no particular feeling about 16.2% 39 the event change. I think having the event on Sunday afternoon is better than on Friday 19.9% 48 night. I prefer having the event on Friday night rather than on 36.9% 89 Sunday afternoon. I prefer having the holiday tree lighting at City Hall rather than at 20.3% 49 the Burlingame Avenue Train Station. I prefer focusing the event on Burlingame Avenue rather than 6.6% 16 having the tree lighting and singing at City Hall. Comment 84 answered question 241 skipped question 13 5of8 2. How do you feel about the change in the event? Please check all that apply. Your system is not letting me check all that apply- I did not like the tree lighting Thu Jul 1 at the Train Station-there was no Tree lighting. It was a"Building Lighting"and 2 2009 was very lame. Bring it back to City Hall with the"real tree". It was so very anti- 8;33 AM Find... climatic. Wed,Jul 2. it was nice to only have to go to one place 1,2009 Ul- 6:39 PM Find... 3 We were interested when our son was young but no longer have much interest Wed I in attending, regardless of time/day 6:24 PM Find... Tue,Jun ; 4. only one of the checks register on number 2. 30,2009 4:54 PM Find... survey did not allow me to also select"I prefer focusing the event on Tue,Jun 5. Burlingame Avenue rather than having the tree lighting and singing at City 30, 2009 a Hall." 4:47 PM Find... Mon,Jun 6. 1 believe city-sponsored christmas events are inappropriate 29,2009 9:27 PM Find... Mon,Jun 7. (won't let you check more than one!)Friday is better. 29,2009 8:24 PM Find... Multiple selections were not allowed. In addition having event on Burlingame Mon,Jun 8. Ave., I prefer having the event on Sunday afternoon over Friday night 5 , 00 Find... The"lighting"of the train station was pathetic. The lighting could certainly stay Mon,Jun 9. at the train station, but it needs to have more impact. Many houses have more 29, 2009 lights. 5:07 PM Find... Mon,Jun 10. 1 would like to check#3&#4 29,2009 4:40 PM Find... I twill not let me check all that apply. I prefer tree lighting at City Hall than train Mon,Jun 11. 29, 2009 station. 4:34 PM Find... I wanted to check" I prefer Friday night to Sunday"but it wouldn't let me Mon,Jun 12. choose more than 1 option. 49 5 PM Find... Mon,Jun 13. 1 prefer the lighting of the tree at City Hall 29,2009 3:04 PM Find... How much money is spent on this event in overtime,etc? I was unable to check Mon,Jun 14. more than one item. Sunday might be better for small children. 2 29, 00 Find... Mon,JunAl 15. Please continue this wonderful tradition! 29, 2009 Find... 2. How do you feel about the change in the event?Please check all that apply. 10:44 AM Mon,Jun 16. Also prefer Friday night-who lights trees in the day time?? 29,2009 10:17 AM Find... Mon, Jun r 17. It was difficult to get off work and to the event early on a Friday. 29,2009 9:57 AM Find... Mon, Jun 18. Not a strong preference, have not treid the Sunday afternoon 29,2009 9:38 AM Find... Sun,Jun 19. 1 prefer the event be held at the City Hall in front of the Lit tree 28,2009 11:16 PM Find... I think the"tree"at the train station was utterly ridiculous and very embarassing. Sun,Jun 20 What was that,four strands of lights?Who thought that was a good idea? 1 28 2009 hated the thought of a Sunday day-time event and I decided not to go. First Find... time in many, many years,that we did not attend. 9:19 PM Sun,Jun ; 21. i agree with the third and fourth options 28, 2009 9:16 PM Find... The train station sounds like a better place to have the tree lighting ceremony, Sun,Jun 22. but I did not attend last year. 98'4 PM Find... It will not let me check more than one box. I also prefer the event on Friday Sun,Jun 23' night rather than Sunday afternoon. 8 28, 00 Find... Also prefer Friday night to Sunday(couldn't check both).The"tree"at the train SunJun - . 009 24. station was pitiful. 6:15,PM Find... Cannot select multiple options.We would like the tree lighting at City Hall on Sun,Jun 25. 28, 2009 Friday night. 5:45 PM Find... Sun, Jun C,, 26. Friday night preferred 28, 2009 5:39 PM Find... Sun,Jun = 27. Hard to do"tree lighting"and Christmas stuff during the day. 28,2009 3:55 PM Find... Evening has a more"magical"feel to it for kids. I like tree lighting at City Hall Sun,Jun 28. too. 28,2009 1:46 PM Find... Sun, Jun 29. 1 prefer the tree lighting to be at City Hall. 28,2009 10:01 AM Find... 2. How do you feel about the change in the event? Please check all that apply. Last year's event had none of the charm and magic of the previous Friday night Sun,Jun ; 30. events. No one that I have spoken with is in favor of continuing this as a 28,2009 Sunday event. 9:36 AM Find'... I was very confused with the lack of information about this change. I found it to Sun,Jun 31, be very poorly publicized(if at all)and was looking forward to attending the 2g 2009 traditional Friday night event that we have enjoyed with my family for the past 8 9:11 AM Find... years.We started attending when my first child who is now 10 was only 2. Sat,Jun , 32. Lighting the pole was silly. I would skip that if not lighting a real tree. 27,2009 Find... 11:53 PM Sat,Jun c 33. Keep it Friday night at City Hall 27,2009 8:01 PM Find...` 34. There is already too uch to do on Satudays and Sundays in December-Friday 27t 2 un night is better. 7:59 PM Find... change the event to Saturday,then there is no time contraint and less traffic Sat,Jun 35. problems because many citizens are off on Saturday and don't have to worry 27,2009 about traffic congestion 12:12 PM Find... Sat,Jun 36. the tree at city hall is so beautiful 27,2009 9:34 AM Find... Sat,Jun 37. We need more advance notice if event times are changed. 27, 2009 9:21 AM Find... Very sad to see the event turn into a advertisment for sponsors. It was so much Sat, Jun tri more genuine when it was put on by Michelle Gutierrez several years ago. Of 38. 2009 course,the big name merchants did not support it,only the mom& pop stores. 27,9:20 AM AM Find... It's lost that unique feeling to it. Sat, Jun Ilk 39. and stick to the avenue and train station 27,2009 8Find... :02 AM I have just ret'd to Burlingame after living in Redwood City for the past 20 yrs. see no reason why this event can't be somewhat like RWC's. RWC has their Holiday event on a Saturday with a parade (probably simular to Burlingame's). The parade runs along Broadway and then the tree lighting at City Hall is done when it's dark with preformance from the Woodside High School Marching Sat,Jun 40. Band.To finish the night fireworks are lit off. During the day there is craft 27, 2009 booths, etc run by local folks and nonprofits.All this takes place downtown& 7:03 AM Find... brings in tons of people. I would assume that the downtown merchants see more customers&do not feel that the event impacts their business in a negative way.Why can't Burlingame consider something like this? Have the parade, etc and still have the Tree lighting at City Hall. If memory serves me it may only be a few block apart from each other. YOU NEED to publicize changes well in advance-it had been the first Friday Sat, Jun T 41, for many years and then out of nowhere it was changed and no one knew what 27,'2009 was going on-i had called several times to have my G'S troops march in the 6:50 AM Find... parade-but the people in charge were not organized and certainly NOT 2. How do you feel about the change in the event?Please check all that apply. helpfuM! and I prefer the Friday night b/c it was more festive, but more important than the Fri,Jun (14 42. time/day is restoring the City Hall Tree Lighting-our entire family greatly 26,2009 Find... missed that this past year 10:07 PM Fri,Jun 43. 1 prefer the event be on Friday night 26,2009 9:41 PM Find... I would have also checked that I prefer having the tree lighting at City Hall Fri,Jun 44. rather than the Train Station along with the item that I did check. Both apply to 26,2009 my feelings. 9:21 PM Finnd... Fri,Jun 45. Our city should not sponsor a christian event 26,2009 8:46 PM Find... Fri,Jun 46. Youranswer grid does not work correctly here. I would also check item 4 26,2009 8:45 PM Find... 47 The event is more appropriate as an evening activity.The merchants should not 26,2un 009 view this as a shopping event but rather as a community event. Find... 8:18 PM Fri,Jun 48 1 missed the parade this year, did they have one? It was not the same having it 26,2009 on a Sunday afternoon 8:13 PM Find... ri,Jun 49 it would not let me check all that applied. I like Sunday better, but preferred the 26, 2009 tree being lit. 8:08 PM Find... Fri,Jun �. 50. The tree lighting and parade should be right after the Caltrain holiday train. 26,2009 Find 7:07 PM Fri, Jun 1 51. Keep the tradition and provide more music groups along Burlingame 26, 2009 (411 businesses.This creates the Christmas Spirit. Find... 6:59 PM Fri,Jun 52. Friday night 26,2009 6:13 PM Find... 53. The tree should stay at city hall with more effort to incorporate a community Fri26,Jun 2009 walking parade to the Avenue. 6:04 PM Find... Fri,Jun (:� 54. The tradition predates Christianity and therefore is not a PC issue. 26, 2009 6Find... :01 PM Fri, Jun 55. 3, 4 and 5 26,2009 5:46 PM Find... 2. How do you feel about the change in the event?Please check all that apply. Fri,Jun 56. A real decorated tree on the Avenue would be nice. 26,2009 5:27 PM Find... Fri,Jun { 57. Providing traffic is routed away from the station 26,2009 5:19 PM Find... Fri,Jun 58. 1 also prefer it on Friday evening!This last year was a joke. 26,2009 qk 5:19 PM Find... I was extemely disappointed at last year's event.We did not like the Sunday time as it did not have the same"holiday"feel as the evening event.The sleigh ride was not available and we were there later in the day and did not see carolers. I have no idea why the Burlingame spends so much money on"rides" and jumpees and did not concentrate`'on holiday themed events. I did not see the BHS band while I was there, but again we missed the parade.We have Fri,Jun 59 attended the Tree Lighting ceremony for 12 years with our infant children and 26,2009 LOVED it. I did not like the 2008 event at all. (can you tell from my 5:15 PM Find... comments??) I even spoke to the gentleman (I can't remember his name, but he was an insurance agent)and I let him know how unhappy I/my family was. He really had no time forme at all and made it sound like I did not matter. I'd heard the reason for the change was because the City lost out on revenue from the parking meters.Are you kidding me?? I felt the merchants lost more business with the event beign held on a Sunday afternoon anyway. Fri,Jun 60. 1 would have checked more but that option didn't work. 26,2009 5:10 PM Find... Jun 61. I prefer Friday night and also tree lighting at City Hall. Can't get survey to mark 26,2009 both. 5:01 PM Find...I Fri,Jun 62. The lighting of the Train Station was truely disappointing. 26,2009 5:01 PM Find... I think the traditional location and time is important and meaningful. It's a,great Fri,Jun 63. evening event and great way to start shopping and strolling in the evening down 26,2009 the Avenue is so special. 5:01 PM Frnd... This is a better time for parents with little kids. Daytime is always better for Fri, Jun 64. 26, 2009 events. 4:47 PM Find... Fri,Jun 65. We missed the event last year because we did not know about the change. 26,2009 4:47 PM Find... Fri, Jun 66. Train station tree lighting was'cheesy' 26, 2009 4:28 PM Find... The tree and its lighting at city hall was a sorry site for such a wonderful town. It Fri, Jun Q 67. looks like the few lights were thrown on a tree randomly. I expect more from this 26, 2009 town. 4:25 PM Find... 2. How do you feel about the change in the event? Please check all that apply. I could go either way, but I would think Friday night would be best for merchants Fri,Jun 68. as the foot traffic is huge.Customers don't need to drive down the avenue and 26, 2009 park in front of your store to patronize your business. 4:24 PM Find... Fri, Jun 69. Prefer Friday night as before! 26,2009 4:04 PM Find... Fri,Jun 70. If we are to broke, don't hold this event 26,2009 qk 4:02 PM Find...' Fri,Jun j 71. couldn't check more than one, but would prefer CH,on Sunday 26,2009 3:54 PM Find... Fri,Jun 'ri 72. you can only check one item here 26,2009 `k 3:46 PM Find... Fri,Jun 73. I also prefer Friday night over Sunday afternoon'. 26,2009 3:46 PM Find... Fri, Jun 74, only able to select one option-plese add number 4 as well to my response 26, 2009 3:39 PM Find... 75 this years tree lighting and parade change was not advertised well enough to 26, 2009 get a crowd. 3:38 PM Find.., Fri, Jun r 76. Friday is a more festive time(people watch football on Sundays) 26,2009 ' 3:35 PM Find...' Fri,Jun 77. im not even sure where city hall is-bgame ave is better 26,2009 3Find.,. :33 PM First,despite the direction that says check all that apply, it won't allow me to do that,so...I prefer the even to be held on a Friday evening--or any evening. The change to an afternoon didn't work well and the time between the parade and the lighting was too long. I might add that the speecehes by city officials was Fri,Jun 78. too long. Nothing wrong with having the Mayor do the countdown and a holiday 26, 2009 greeting but it shouldn't take more than 20 seconds. In addition I believe a tree 3:30 PM Find... lighting or hoiday lighting at the train station is a good idea, but the so called tree,was a little weak. Perhaps the purchase of several trees to be placed in the landscaped circle in front of the station would look nice Fri, Jun 79. Tree lighting at City Hall not Train Station 26, 2009 3:29 PM Find... I always looked forward to the Friday night event.This just doesn't feel nearly Fri, Jun 80. as Christmas-like on a Sunday afternoon and I enjoyed shopping after the tree 26, 2009 lighting. 3:27 PM Find... 81. 1 prefer having the holiday tree lighting at City Hall rather than the train depot. Fri, Jun r 2. How do you feel about the change in the event? Please check all that apply. 26,2009 Find... 3:27 PM Fri,Jun 82. The event needs to be better promoted-its a great event 26,2009 3:23 PM Find... please take the event back to City Hall....lighting a"pole"at the train station Fri,Jun seems silly.At least on a Friday evening,we can take our families to dinner at a 83. local restaurant after the ceremony.On a Sunday,we are all rushing off to get 3 22 PM Find... our kids to be for school the next day. Fri,Jun 84. Last years event was a JOKE! 26,2009 3:20 PM Find... 9 Many merchants prefer the event on Sunday afternoon rather than impacting their business on Friday afternoon and evening.to your opinion,to what extent should their preference be taken into consideration? Response Response Percent Gaunt The merchants' preference is an 0 important consideration. " 30.7/0 74 The merchants' preference w .. . 34.0% 82 should carry some weight. " ,, i I am not sure how I feel. 0 7.9% 19 The preference of those attending the event should be the main 23.2% 56 consideration. The merchants' preference should not be a factor in deciding when to 7.5% 18 hold the event. answered question 241 skipped question 73 6of8 10. From your;perspective, regardless of the location, what is the best time and day of the week for such an event? Response Response Percent Count Go back to Friday and the old 20.8% 47 starting time of 4:30 p.m. 0 Go back to Friday but start at 6 or 7 p.m. so more families can — 39.4% 89 participate. Keep the event on Sunday and continue it as a full afternoon 10.6% 24 event. Keep the event on Sunday but start the parade at 3 p.m. or later so 29.2% 66 there is no need to wait for the r— holiday tree lighting at dusk. Other (please specify) 37 answered question 226 skipped question 28 11. In thinking about the City's financial support of this event, please check any items below that reflect your feelings. Response Response Percent Gount I support the use of City funds for the event. 50.4% 115 I think the downtown merchants 9.6% 22 should totally fund the event. I have mixed feelings about using 36.4% 83 city funds to support this event. -� I don't believe the City should be a 9.2% 21 financial supporter of this event. Other (please specify) 53 answered question 228 skipped question 26 7of8 4. From your perspective, regardless of the location,what is the best time and day of the week for such an event? Starting later may help the merchants issue?The tree lighting needs to be at Thu,Jul 1 City Hall-much better venue than the Train Station.Also automatcially 2,2009 coincided with the parade immediately following. I rather liked the earlier time Find... so that we could also squeeze in dinner on the Ave. 8:33 AM Mon,Jun 2. 1 believe city-sponsored christmas events are inappropriate 29,2009 9:27 PM Find... Mon,Jun 3. 1 like Saturday the best...just my opinion 29, 2009 1:47 PM Find... Sun,Jun 4. If the Merchants want to control it they should pay for it 28,2009 11:16 Find... PM Sun,Jun 5. whatever will cost the taxpayer the least. 28, 2009 7:31 PM Find... Sun,Jun ami 6. Why would you light a tree when it is still light out? 28, 2009 6:15 PM Find"' The merchants want to make it about them instead of making it about drawing Sun,Jun ; 7. families to downtown Burlingame.Yes, Sunday may work better for the 28,2009 merchants but what good will that do if no-one attends? 9:36 AM Find... whatever is decided-it should be well publicized--there was a huge Jun 8 disconnect last year in which I had to inquire w/the city then got very little 28,n2009 information about what was happening -it seemed very poorly organized last 9:11 AM Find... year. Sat,Jun 9: or started about 5:30 27, 200912:19 Find... PM Sat, Jun 10. change event to Saturday, many towns do tree lighting on Saturday 27, 2009 -` 12:12 Find... PM Sat, Jun 11. consider adding a Wine&Hot Cocoa venue as well 27,2009 9:36 AM Find... I think a Saturday would be better for all. Make it an all day event so all can Sat,Jun 12 attend. Families,the elderly and everybody in between. Sundays to me are 27 2009 hard since the next day is a work&school day, if the tree lighting took place at 7:03 AM Find... dark. See comment in question#2 above the time needs to be accomodating to young children-maybe start at 5/5:30-it Sat,Jun 13. was a fabulous tradition for our family for 10 years before it was poorly 27, 2009 ` changed. how are the merchants negatively affected on a friday night-there 6:50 AM Find... are hundreds of people around town...that cannot be a bad thing! 4. From your perspective, regardless of the location,what is the best time and day of the week for such an event? The rides and food booths this past year were great.We loved the previous timeline, but I also understand if it does not work for the merchants. Is it Fri,Jun 14. Possible to change the order of events? Start with an open house on Friday 26,2009 (late afternoon)with rides and food booths to encourage families to come to the 10;07 Find... Avenue early and then maybe use the merchants for dinner..Follow with the PM tree lighting and caroling at 6 and the parade immediately after. I would be interested to know what sort of impact is being referred to in Fri,Jun 15. question 3. One merchant that I spoke to after the event was open on Sunday 26,2009 and did not feel the change in date effected her business one way or the other. 9:21 PM Find... 16. Who's paying for it? If the merchants,then they should have the choice of Fri26,Jun 2009 scheduling. 9:18 PM Find... Fri,Jun ' 17. our city should not have a christian event 26,2009 8Find... :46 PM Fri,Jun 18. Bring back more carolers,small musical groups, bells,dancers, and bands. 26,2009 8:18 PM Find... Fri,Jun , 19. let he merchants decide 26,2009 8:04 PM Find... The tree lighting and parade should be held in conjunction with the Caltrain Fri,Jun 20. 26,2009 Holiday Train. 7:07 PM Find... You would think the merchants would profit from the walk-by business for the Fri,Jun ; 21. 26,2009 evening event. 6.59 PM Find... Fri',Jun ; 22. merchants should stay open to accomodate attendees 26, 2009 6:13 PM Find... Possibly consider a two-tier event with afternoon candy land type child's event Fri,Jun 23. with merchants open,Then Friday evening Open Table dinners with tree 26,2009 lighting and Santa. 6:04 PM Find... parking for the handicapped who have lived here for 47 years and still want to Fri, Jun 24. see the parade etc. 26,2009 Find... 5:40 PM 25 Please, please, please light the tree at city hall. Or at least put up a tree at the 2ri Jun 6, 2009 train station to be lit. 5:01 PM Find... this isn't about what the merchants want; it's about what the citizens want, and Fri,Jun 26. 26,2009 as a result the merchants benefit. 5:01 PM Find... Fri, Jun - 27. Sunday afternoons are a good time for parents with kids. Keep it for sure. 26,2009 4:47 PM Find... 4. From your perspective, regardless of the location,what is the best time and day of the week for such an event? 28 Friday is good, but it needs to be later to allow more attendance given commute 26,2009 situations. 4:25 PM Find... Fri,Jun 29. We are broke, leave the lights off 26,2009 4:02 PM Find... Fri, Jun 30. 1 don't care when it is. 26,2009 3:54 PM Find... Fri,Jun R 31. On Sundays, people are getting ready for mondays workday 26, 2009 311 3:46 PM Find... Fri,Jun - 32. My second choice would be Sunday but starting later so there is no wait. 26,2009 3:46 PM Find... Fri, Jun 33. Also, please keep the political speeches short. 26,2009 3:44 PM Find,:. the entire event is such atradition for a lot of families we wanted the event to Frig Jun ` 34. last longer the place was cleared out early and the community feeling was not 26, 2009 the same as in the past. 3:38 PM Find... Fri,Jun 35. Event was tacky in 2008. Raise some funds!! 26,2009 3:28 PM Find... Fri, Jun 36. work with merchants for ideal timing&coord with tree lighting 26,2009 3:27 PM Find... Fri, Jun 37. Or if they change it consider the timing so it all flows together 26, 2009 3:23 PM Find... 1. In thinking about the City's financial support of this event, please check any items below that reflect your feelings. ,It's a community event and is something our kids and families have enjoyed for ThuJul 2 1 2009 8:35, years. Maybe bring on more sponsors to help fund the event? AM Find... both the city and the merchant should sponsor the event if the city can afford Tue,Jun 2. it 30,2009 4:57 PM Find... Tue, Jun `- 3. not sure 30, 2009 9:01 AM Find... Mon,Jun 4. 1 believe city-sponsored christmas events are inappropriate 29,2009 9:29 PM Find... "Tree lighting"is a euphamism for"Christmas celebration"the city should not Mon, Jun 5. engage in any form of public religious activity, especially allocating funds to 29,2009 such activity. 6:29 PM Find... If moving the event away from City Hall saves money, it should be moved. But Mon, Jun 6. the merchants should consider helping an effort to make the lighting of the 29, 2009 train station more substantial. 5:11 PM Find... Mon,Jun 7. My reason for mixed feelings is the state of the Burlingame economy. 29,2009 5:09 PM Find... Given budget difficulties, I agree the City should reduce its spending on the Mon, Jun 29, 2009 8. event. 3:25 PM Find... Mon, Jun 9. Merchants should be asked-not required-to donate. 29,2009 10:18 AM Find... Mon, Jun 10. 1 am uncertain as to the funding process. 29, 2009 10:02 AM Find.- Mon, Jun 11. Not sure of the total costs 29,2009 9:42 AM Find... Either way is fine.While cost is important It is important if we are going to have Sun,Jun r) 12. an event then let's do it right.We need to spend the money it takes to do it 28, 2009 right. 11:27 PM Find... i don't see any problem with saving money and holding the tree lighting at the Sun, Jun 13. train station. 98 30 0Find... Sun,Jun 14. Merchants should want to be included-we support them too! 28, 2009 6:17 PM Find... Sun, Jun 15. a combination of city& merchant funds 28, 2009 5:42 PM Find... 1. In thinking about the City's financial support of this event, please check any items below that reflect your feelings. This should be a combined responsibility of city and merchants-- I'm sure that Sun, Jun 16. some of the merchants who serve food and coffee have better business due to 28,2009 the event. 9:17 AM Find... If Burl.Ave is blocked have all the activities on the ave and just light the tree Sat,Jun . 17. 27,2009 without having a ceramony their. 12:23 PM Find... Sat,Jun 18. a combo of City Funds and merchant contributions would be best 27,2009 9:39 AM Find... Sat,Jun 19. The merchants have always gained from this event, let them pitch in! 27,2009 9:28 AM Find... is there overtime on a Sunday?this is a community building event-i am Sat,Jun 20. shocked the merchants do not benefit from it...this event makes Burlingame 27,2009 Ave shine! 6:56 AM Find... mix of city funds and downtown merchants.what about donations from Fri,Jun r 21. residents? 26,2009 `• 9:52 PM Find... I enjoy the tree and lights, and support the City funding these, but I am not Fri,Jun 22. sure of the value of the parade....I have no sense of how well it is attended. 9:35 PM d 9:35 PM Fri, Jun 23. Inappropriate use of city funds, esp in tough financial times 26,2009 Ck 8:48 PM Find... Merchants could also collect donations from customers that could be used to Fri,Jun - 24' offset their costs. 26, 2009 8:18 PM Find... but if we need to cut something from the budget I would prefer to cut this then Fri,Jun ; 25' other items. 26,2009 8:10 PM Find... Fri,Jun 26. the event should be by donation only 26,2009 8:07 PM Find... Fri, Jun r i 27. you have a$30 million budget. Come on ?$15K bid deal 26,2009 7:36 PM Find... I think the funds gathered from the new photo/intersection machines used to Fri,Jun 28. catch red light runners should be use to fund this event. 26,2009 Find... 7:06 PM Fri, Jun 29. event brings crowds to support their businesses 26, 2009 6:16 PM Find... Fri, Jun 30. Split it three ways. Merchants, Corporate Sponsors, City 26,2009 ' 6:15 PM Find... 1. In thinking about the City's financial support of this event, please check any items below that reflect your feelings. Fri,Jun 31. Should be city and merchant funded 26, 2009 6:10 PM Find... Hmm, if that's the case,then keep it at the train station for the next year or Fri,Jun 32. two.The savings is only one-fivehundredth of revenue loss, but every bit 26,2009 Qk helps! 6:05 PM Find... Businesses should also contribute as they benefit from people coming to the Fri,Jun - 33. Avenue. 26, 2009 5:30 PM Find... In the past merchants through the Downtown area were asked to donate Fri, Jun 34. money for this event.Why is this not continued?My company supported the 26,2009 event for years and then the donation letters just stopped. Poor funraising on 5:19 PM Find... the merchant orgainization and the City. Fri,Jun -i 35. the merchants should help pay as well 26, 2009 5:14 PM Find... Fri,Jun 36. Don't light the tree.The parade,etc. is better for families. 26,2009 5:10 PM Find... the event is always sponsored by school students performing; mayor etc. Fri,Jun w 37 speeching, and lighting the tree.The merchants get the benefit of the open 26 2009 store hours and shopping, so they should pay for things that happen along the 5:04 PM Find... avenue.The tree lighting should be city sponsored. I consider the tree lighting to be a religious event and don't think it's Fri,Jun 38' appropriate to use cit funds for it. 26,2009 y 4:55 PM Find... if changing the event to downtown saves$8000,may have different answers Fri, Jun 39 to previous questions.Also, if the merchants pay,they should have a say as to 26,2009 the time/day.The merchants used to sponsor it before did they not? DBBA or 4:46 PM Find... something? Maybe just the in-kind from the City,whatever that entails. I believe that merchants should help fund and have the city make up the Fri,Jun r 40. difference. Also, you should ask city workers for volunteerism. I am sure most 26,2009 would. 4:31 PM Find... I'll string the lights- how much can it cost-the employees could do it as a gift to Fri, Jun 41. their city. 26, 2009 Find... 4:30 PM Fri, Jun 42. Not when you are laying people off! 26, 2009 4:29 PM Find... It brings sales tax revenue to the city. It is a venue for"connecting"with our Fri,Jun 43. 26,2009 city. 4:29 PM Find... Fri, Jun 44. Split cost between city and merchants 26, 2009 4:11 PM Find... 1. In thinking about the City's financial support of this event, please check any items below that reflect your feelings. Fri, Jun 45. How about a combination of the city and meerchants. 26,2009 ` 4:09 PM Find... Fri,Jun 46. We are broke 26,2009 4:06 PM Find... since this event is also to draw customers to b'game ave,they should share Fri,Jun 47. the cost. 26,2009 3:50 PM Find... If the merchants are seeing the benefit,they should fund it. It wouldn't take Fri,Jun 48. 26,2009 much if all chipped in. 3:48 PM Find... Fri,Jun 49. What about Hillsborough donating?We share the same community. 26, 2009 3:38 PM Find... 50. Merchants should pony up at least 25%of the cost since it brings more Fri, Jun 26, 2009 business into the stores. 3:36 PM Find... Fri,Jun 51. City and Merchants 50/50 26, 2009 3:33 PM Find... Could the city and merchants both fund the event and as the communicty Fri, Jun µ 52. participants to donate money at the event as well. I would be happy to donate 26,2009 at the event. 3:31 PM Find... I think it should be shared by the City and Merchants.....the merchants Fri, Jun 53. certainly benefit from our participation each year....shopping at the stores and 26,2009 dining. 3:26 PM Find... 12. The City has experienced a loss of over $4 million in revenue which has required reductions in the number of police officers, the number of staffed fire engines, cuts in library hours and money for books, and reductions in Parks and Recreation programs and maintenance. In thinking about the City's financial`support of this event, with this additional information, please check any items below that reflect your feelings. Response Response Percent Count I support the use of City funds for this event. r - 36.7% 81 I think the downtown merchants should totally fund this event. 0 13.1% 29 1 have mixed feelings about using city funds to support the .r. 38.0% 84 event. I don't believe the City should be a financial supporter of the event. 18.6% 41 Other (please specify) 58 answered question 221 skipped question 33- 13. Please list any comments or suggestions you have about the holiday tree lighting, parade and downtown events. Response Count 105 answered question 105 skipped question 149 8of8 2.The City has experienced a loss of over$4 million in revenue which has required reductions in the number of police officers,the number of staffed fire engines, cuts in library hours and money for books,and reductions in Parks and Recreation programs and maintenance. In thinking about the City's financial support of this event,with this additional information, please check any items below that reflect your feelings. Thu, Jul 1. Again-get more sponsors to help out. 2, 2009 8:35 AM Find... Tue, Jun 2. not sure 30,2009 9:01 AM Find... Tue,Jun 3. Discontinue the event until city revenues increase&the economy improves 30, 2009 8:30 AM Find... Mon, 4 During the last decade the salaries and pension benefits have risen Jun 29, dramatically. 2009 Find... 9:54 PM Mon, 5. 1 believe city-sponsored christmas events are inappropriate Jun 29, 2009 Find... 9:29 PM "Tree lighting"is a euphamism for"Christmas celebration"the city should not Mon, 6. engage in any form of public religious activity, especially allocating funds to Jun 29, such activity. 2009 Find... 6:29 PM Mon, 7 If there is evidence that the event helps to stimulate sales a the merchants,the Jun 29, City should continue to support the event. 2009 Find... 5:11 PM It does not seem that this year this is he best use of city funds this year. Maybe Mon, 8 when the financial gets better. Especially if the merchants feel this has a Jun 29, - negative impact on their business. I thought we were doing this to help the 2009 Find... merchants! 2:57 PM Mon, 9 The downtown merchants should also contribute as it benefits their Jun 29, 2009 businesses/restaurants. 11:1 11:13 Find... AM Mon, Jun 29, 10. Ask for donations too. 2009 10:18 Find... AM Mon, Would it be possible to ask the Library oundation to take past in the event and Jun 29, 11. 2009 also assist in the funding? Find...... 10::117 AM 12. 1 don't think the merchants have the funds for this event either. Mon, 2. The City has experienced a loss of over$4 million in revenue which has required reductions in the number of police officers,the number of staffed fire engines,cuts in library hours and money for books,and reductions in Parks and Recreation programs and maintenance. In thinking about the City's financial support of this event,with this additional information, please check any items below that reflect your feelings. Jun 29, Find... 2009 10:02 AM Mon, 13. How much does the city contribute vs.the merchants? Jun 29, 2009 Find... 9:42 AM As a resident I am willing to help support this event. I would welcome the City asking me for finanacial help as a resident and as a business owner in the Sun,Jun Downtown area.While I am not in the retail business I totally support this event 28 2009 14. as an event that is family oriented and helps parents bring their families together 11:27 Find... for a wholesome event in the City. There are so many negative distractions that PM kids are hit with I think it our responsibility to provide something very nice that is Community oriented...no matter what your religious belief. Let's be creative about funding.There are all sorts of ways to pay for this event Sun,Jun without merchants or city paying for all or some of it.Why not a raffle? Each 15. merchant could offer a "prize"and citizens would buy tickets for those prizes. It 28 2009 Find... would create more community, raise interest and draw people to the event. 9:24 PM Sun, Jun ; 16. a combination of city&merchant funds 28, 2009 5:42 PM Find... Sun, Jun 17. Merchants should be more involved and accept some of the costs 28,2009 3:56 PM Find... Sun,Jun 18. have City funds and Merchants support event 28,2009 3:42 PM Find... I just think that it is sad how many cuts have been made to city funds-and think Sun, Jun 19 our State is in a terrible mess-- I think it is disgusting that so many cuts have 28 2009 been made to our public schools, library, recreation etc.that enhance the lives 9:17 AM Find... and future of our residents. Sat, Jun 20. Public donations as well as merchants 27,2009 1:10 PM Find... Sat, Jun 21. but maybe the merchants can share the cost too 27,2009 C-41 12:23 Find... PM Sat, Jun 22. solicit more funds from merchants and community 27,2009 ; 9:39 AM Find... I think this kind of an event helps to make Burlingame the city that it is, even Sat, Jun 23. though I don't completely like the changes that have taken place. I still support 27,2009 the event. It's a wonderful way to bring the city and the community together.We 9:28 AM Find... 2. The City has experienced a loss of over$4 million in revenue which has required reductions in the number of police officers,the number of staffed fire engines, cuts in library hours and money for books,and reductions in Parks and Recreation programs and maintenance. In thinking about the City's financial support of this event,with this additional information, please check any items below that reflect your feelings. should have MORE events for families! How about asking donations from the residents? all merchants should share the financial burden equally-this event makes Sat,Jun t 24. Burlingame Ave shine and will bring consumers to the AVE on another day as 27, 2009 well. 6:56 AM Find... Fri,Jun 25. if the city can't afford it,discontinue until it can 26, 2009 f 10:22 Find... PM Fri,Jun 26. ask residents to donate. 26,2009 9:52 PM Find... Fri,Jun 27. See below 26,2009 Fin nd. 9:35 PM .. Fri,Jun 28. 1 think it should be a combination--city and merchants 26,2009 8:52 PM Find... This activity is one that make Burlingame unique. It is a way of keeping the Fri,Jun 29' small town atmosphere and family orientation. 26,2009 Find... 8:18 PM Fri,Jun 30. Donation Only 26,2009 8:07 PM Find... Fri,Jun 31. Use the red light runner photo camera funds. 26,2009 7:06 PM Find... you don't ask if the expense should be shared. your questionnaire seems Fri,Jun 32. biased. 26,2009 6:55 PM Find... Fri,Jun 33. See above. 26,2009 6:15 PM Find... We are a community in good times and bad. I thought the parcel tax was going Fri,Jun 34. to enable the City to avoid layoffs,etc. 26, 2009 Find... 6:05 PM Fri,Jun 35. The city and merchants should share the cost 26,2009 5:21 PM Find... Fri, Jun 36. Please charge for the"rides"and this would also offset the cost. 26,2009 5:19 PM Find... 2. The City has experienced a loss of over$4 million in revenue which has required reductions in the number of police officers,the number of staffed fire engines, cuts in library hours and money for books,and reductions in Parks and Recreation programs and maintenance. In thinking about the City's financial support of this event,with this additional information, please check any items below that reflect your feelings. Fri, Jun 37. merchants should help pay 26, 2009 5:14 PM Find... for the treelighting itself, i can't imagine that it costs a lot.give some speeches, Fri,Jun 38 listen to the kids,turn the lights. end of story. now the merchants c an take over 26, 2009 funding anything else. oh,yes,the library gives out hot cider.can't cost too 5:04 PM Find... much. i'll gladly donate cider. This is not as important as police,fire engines etc. so if the city doesn't have the Fri,Jun 39" money,find someone else to a for it ie merchants or cancel it. 26, 2009 y pay 4:49 PM Find... I think many families will have little money for Holidays this year which means this may be one of the few bright spots in what may be an otherwise bleak Fri, Jun 40. Holiday season.The Merchants will feel the pinch in sales too and find it difficult 26, 2009 to contribute much. You could ask for donaations from Citizens to keep the 4:36 PM Find... tradition going. Fri,Jun 41. These types of events are why we live here. 26, 2009 4:31 PM Find... This survey is a marketing ploy from the city:"Poor us." Less employees= more Fri,Jun 42. 26, 2009 $for the citizens. 4:30 PM Find... Fri,Jun 43. Use the money to keep services 26,2009 4:29 PM Find... In poor years this could be an area tosave especially if the merchants don't Fri,Jun 44. benefit 26, 2009 4:21 PM Find... Fri, Jun 45. Still think city and merchants should split costs 26,2009 4:11 PM Find... Fri,Jun `- 46. How about a combination of the city and meerchants. 26, 2009 -41 4:09 PM Find... Fri,Jun 47. We are cutting services,this is a low priority 26, 2009 " 4:06 PM Find... I know new police officers have been hired, and b'game is part of central county Fri, Jun 48. fire,soublic safte is not impacted 26, 2009 ' p y p 3:50 PM Find... You could charge them a little more than the event costs,and make a profit on Fri, Jun 49. it! 26, 2009 3:48 PM Find... 50. maybe ask groups and down town merchants and citizens to help fund the Fri, Jun 2.The City has experienced a loss of over$4 million in revenue which has required reductions in the number of police officers,the number of staffed fire engines,cuts in library hours and money for books, and reductions in Parks and Recreation programs and maintenance. In thinking about the City's financial support of this event,with this additional information, please check any items below that reflect your feelings. event. 26,2009 Find... 3:41 PM The Cit should fund the event, but should cut costs back in an way Fri,Jun 51. y y y possible. 26, 2009 Perhaps just the tree lighting and singing with no rides? Find... 3:38 PM What about asking BMC to combine a holiday parade or help coordinate? Fri,Jun 52 Girl/Boy Scout groups-all to donate their time. Have the private sectar donate 26, 2009 and do the lighting install-Volunteer groups to aid in traffic control like they do 3:38 PM Find... with the bike rides. B-game hasn't had many fires in the past year so a temporary reduction in frefighter personnel makes sense.We need police to spend less time in their Fri,Jun 53. 26 vehicles and more time walking the beat discouraging vandelism, ,2009 Find... skateboarders, public drunkeness,etc. 3:36 PM I think further private/public partnerships could be built for the expenses incurred.The merchants could step up on this one. Despite their copmplaints, the merchants do very little in the way of promoting their own location as a Fri,Jun 54. destination.This is oen opportunity to do that without much effort.Additionally, it 26,2009 seems unlike Art oin the Avenue, many visit the shops and restaurants during 3:35 PM Find... this event because there are no competing food or merchandise booths on the street. Fri,Jun 55. Both need to support the event 26, 2009 3:33 PM Find... Fri,Jun 56. same response as above 26,2009 3:31 PM Find... Perhaps rafFle tickets can be sold with donations from some of the menc�ants Fri,Jun 57. for the prizes to offset the costs. 26, 2009 3:30 PM Find... Again, it should be shared by both. Especially in this financial climate, it makes Fri,Jun 58 sense to encourage folks to remain"local"and to support our local 26, 2009 merchants...this event is a great way to do this. But please get rid of the pole- 3:26 PM Find... lighting....go back to the tree! 3. Please list any comments or suggestions you have about the holiday tree lighting, parade and downtown events. I feel that this event is a great community-builder. Because it's so accessible, it Tue,Jun 1 shouldbe heavily marketed around the peninsula,so others from neighboring 30, 2009 cities are encouraged to come out and support our downtown merchants on a 4:49 PM Find... festive occasion. The city workers should be asked to volunteer their time and/or money for some of these events.The citizens,the merchants and the civic groups Mon, 2 (Rotary)all donate time and energy to make Burlingame a better place.Yet, Jun 29, the city workers charge overtime to staff these events. It's time the employees 2009 Find... start showing appreciation for the fact that they have jobs--and very lucrative 9:54 PM ones at that. Mon, 3. The"Holiday"for which the tree is being lit is called Christmas. I believe city- Jun 29, sponsored christmas events are inappropriate. 2009 Find... 9:29 PM If there is a public vote for this religious display, I will pay careful attention to Mon, who supports it.Those that do, I will not support. (And I will consider Jun 29 4. supporting campaigns of those running against such members.)Religion 2009 Find... should not be promoted by government in the public sphere.Thank you for your consideration. Enjoy your holiday. 6:29 PM Increase promotion and donations for event.Solicit volunteers from local Mon, ^ 5. organizations,groups to help with set up and clean up effort to decrease city Jun 29, costs. 2009 Find... 5:37 PM Mon, 6 Saving $10,000 will not rehire a police officer or staff an engine. If the event Jun 29, helps to stimulate economic activity downtown,the investment is worthwhile. 2009 Find... 5:11 PM I think having the event in the afternoon with a long gap between the parade Mon, 7 and the rather pitiful'tree'lighting was not a great experience. I do think that a Jun 29, �- lot of the costs could be avoided if the city relied on more help from the service 2009 Find... clubs and other volunteers. Count me in! 4:47 PM I appreciate receiving this survey. However, question 4 does not offer any Mon, additional choices for those of us who do not attend the event because it lacks Jun 29, 8. inclusion.The only choice that really fit was"I was aware of this event, but I 9 Find... had no real feeling about it"which is not really the case. It would have been 202000PM helpful to have an"other"option in the choices. Mon, 9 If merchants/Chamber are willing to pick up some/most of costs,do whatever Jun 29, they want to make it work. 2009 Find... 3:25 PM Mon, 10. with all the financial issues there should be no holiday tree lighting. Jun 29, E 2009 Find... 3:09 PM Changing the types of tree lights to LED or something that requires less Mon, 11 electricity may also help to reduce costs. I think working with the merchants in Jun 29, the community it should be an equal exchange for businesses and the city 2009 Find... itself. 3:07 PM 3. Please list any comments or suggestions you have about the holiday tree lighting, parade and downtown events. The merchants are basically the tenants of downtown Burlingame. I am a Burlingame resident and not a downtown business owner but I'm sure they pay high rents as well as taxes. Burlingame City is low on funds because they Mon, failed to do proper accounting and save enough money when times were Jun 29 12. good.They did not prepare for a financial"rainy day". Not a surprise considering our Federal Government did basically the same thing. I think it's a 2009 Find... crime the way our tax money is allocated not only in this city but also in our 1:54 PM state. Our local, state and federal representatives should be held accountable and should be ashamed of their performance and overall lack of foresight. Mon, Jun 29, f 13. Very nice community event. Part of the reason to live in a smaller community. 2009 11:13 Find... AM Mon, 14. Last year's event was poorly attended (I was there). Bring back the previous Jun 29, event-it's what makes Burlingame great!!! 10::1 2018 Find... AM Mon, 15. Using the Recreation Fall bulletin to advertise the event and also asking for Jun 29, donations. Perhaps a raffle of gift certificates from local businesses. 2017 10::1Find... AM Mon, Jun 29, 16. Discontinue the tree lighting ceremony until the City can afford it. 2009 10:02 Find... AM Excellent comunity building event. Hightlight of the civic year. Not sure how Mon, much money the city should spend on it. Parade is least important component, Jun 29, E 17, siging and tree lighting are most important. Little amusments, (train,jumpers, horse carriages)add much ambiance.Could be more carrolling, merchant tie- 2009 Find... ins. 9:42 AM Mon, 18 1 think the merchants and the city should share the cost;during this economic Jun 29, downturn the event should be scaled down, but not eliminated. 2009 Find... 8:43 AM I am pleased you are taking the time to ask this question. I also think we need to make sure the tree is properly lit. Not paying for enough lights for the tree,or Sun, Jun 19 using a company that knows how to hang the lights is just embarrasing. 1 28,2009 encourage you to reach out to the Community of residents and business 11:27 Find... Community. many many of us would be interested is helping to support this PM event.Thank you for all the work you do. Chuck Pappalardo 650-208-4000 1 don't understand the interest of the merchants to move it to Sunday.Why is it Sun, Jun 20. better for this event to ha 28, 2009 happen on Sunday?Y• 9:24 PM Find This event is a large community builder and probably the biggest event for Sun,Jun families living in Burlingame. It is the type of event that should be sponsored 21. and supported by the City.We have been attending this event since we moved 28,2009 Find... to Burlingame in 1996 and even though my kids are grown up I still attend with 9:23 PM 3. Please list any comments or suggestions you have about the holiday tree lighting, parade and downtown events. friends. Our family has attended the"tree lighting"for the past 6 years(every year since living here).The"pole lighting"was embarrassing and a total let down. We consider the tree ligting (and the tree being lit nightly throughout the holiday season)a Burlingame city tradition and look forward to it every year. Our kids have us drive by whenever we can throughout the holiday season to Sun,Jun 22 see the lights on the tree in front of city hall. Maybe the city can look into 28,2009 getting more of the tree lighting funds donated/off set...maybe request resident 8:16 PM Find... donations!!! I don't think the tree lighting and the downtown parade/events have to be the same day/night...especially if the merchants are not paying for the tree lighting. But if they are the same night,the tree lighting should kick off the event not end it and should be on a Friday night at dusk to kick off the Holiday season the first weekend in December. Let's minimize any financial burden on taxpayer and forego the tree lighting. Sun,Jun 23. Besides, it draws crowd from other neighborhoods which we are paying for. 28, 2009 g p y g 7:33 PM Find,.. Please bring this wonderful tradition back!The 2008 parade was very poorly Sun,Jun q 24. attended (I was there).The faux tree(strings of lights was pathetic,and why 28, 2009 ilght the tree during daylight?One doesn't light fireworks at noon.... 6:17 PM Find... I think until we have the funds for needed services, events like this need to be Sun,Jun -- 25. supported b merchants and the public or not held. 28,2009 pp y 1:20 PM Find... Although our family looks forward to attending the annual tree lighting Sun, Jun 26 ceremony each year,we support shifting the event from City Hall to the Train 28, 2009 Ck Station or cancelling the event if necessary in order to meet more pressing 10:17 Find... bugetary concerns. AM Now is the time for the city to reach out to attract people to our downtown.The Sun, Jun 27 long-term benefit is increased revenue in the form of retail sales, restaurant Sun, sales, parking revenue, etc. It is important to make people in the surrounding g:39 AM Find... area aware that they are more than welcome in downtown Burlingame. Sun, Jun 28. Wish I had the answers-- I don't. 28,2009 9:17 AM Find... It was a bit long and spread out this last year. If the city can save money by Sat,Jun 29. confining the location and also the hours, that would be good. But don't light 27,2009 the pole--that was silly. 11:54 Find... PM Sat,Jun -i 30. Keep it kids and family oriented. 27, 2009 8:08 PM Find... I have enjoyed the tree lighting in Burlingame for many years. Our children have grown up with this tradition. I feel it is a great family outing and should continue. I missed last years tree lighting, because I was not aware of the change in date. I was very annoyed that I had'nt heard of the change.As much Sat,Jun 31. as I love this tradition, I feel that Police and Fire reductions should never 27,2009 happen. So, if we want this tradition to continue, maybe the people benifiting 3:39 PM Find... from this event should pay for it.....the merchants. I also am aware of the over priced rents these merchants must pay, so I am torn as to whom should pay for this event. 3. Please list any comments or suggestions you have about the holiday tree lighting, parade and downtown events. Will merchants and/or community organizations consider funding a Burlingame Ave"holiday lights"ceremony on the Avenue(Friday or Sunday)and then stay Sat,Jun 32. open late(9 pm)for shopping and refreshments?Think Union Square tree 27,2009 lighting...all ages Ooo and ahhhh over the lights being illuminated and then 1:37 PM Find... delight in choral music(school sponsored event)and or refreshments for sale. If you do return to the tree Sat,Jun 33. lighting @ city hall... Have to do a much better job @ 27, 2009 c with putting more light on 12:44 Find... the tree ! PM It's a wonderful Burlingame tradition that brings the city together to kick off the Sat,Jun 34. holidays. I have gone back to shop at businesses following this event and 27,2009 always eat downtown after the event. 12:23 Find... PM Sat,Jun How much revenue does it bring to merchants? It must bring some revenue. 27,2009 35. Why can't they chip in? 12:16 Find... PM I think the event should be modified to decrease the need for city financial Sat,Jun 36. support.We definitely should have a community event on a Friday evening -it 27 2009 is fun for kids and families-evening is more convient and festive. Rides are g;55 AM Find... not needed!!! This event brings the community together and offers the holiday spirit to those Sat,Jun _ 37. who may otherwise be alone.This festive holiday event, as short as it is, is all 27,2009 good for Burlingame. 9:42 AM Find... It is an important community event, and is part of why Bgame is such a great Sat,Jun 38. place to live.We would hate to see it cancelled! 27, 9:39 AM AM Find... solicit funds from community and merchants prior to event and advertise the Sat,Jun 39' event more. 27, 2009 9:39 AM Find... The City tree crew should install the tree lighting.Why pay a contractor to do Sat,Jun 40. it?City tree crew will take more pride in work&will have finer quality,with less 27,2009 cost to the city. 9:37 AM Find... Love the events. Let's have more! How about making it mandatory that big corporations like Gap, Pottery Barn, Safeway, etc. have to monetarily support Sat,Jun , 41. downtown events as part of their contract to do business?They certainly have 27,2009 the money! It's interesting how they don't support events as much as the 9:28 AM Find... smaller retailers do. But,they sure like the extra foot traffic and business!!! Several years ago the Avenue was lined with lights on the trees,the street was packed with people,the atmosphere was of friendly communitee, a gathering of friends, children experiencing a safe place while running free in the streets. It was a wonderful evening.The last couple of years the Avenue has reminded me of Scrooge. It's dark, unapproachable, not a place we want to attend. My Sat, Jun ; 42. family and I go to the Avenue parade,walk the street, (apparently the time we 27,2009 - go no one is there and you could fire a canon down the middle of the street) 8:02 AM Find... we have dinner at a local restaurant and go home.There used to be kids singing Christmas carols, hot cocoa and cookies were served,the businesses were open........boy have things changed. I feel so old remembering the good 'ol days. Having said that, I understand the problem with lack of funds. It's a 3. Please list any comments or suggestions you have about the holiday tree lighting, parade and downtown events. difficult decision. I totally understand about the budget cuts as I work fir the Redwood City School District, but at the same time I feel that with cuts being done sometimes we still need to have the traditions to help us"forget"the times that we are living in. Sat,Jun 43. 27,2009 Thanks for doing this survey 7:08 AM Find... Kim Abbott 1480 Highway Road Whatever the decision-COMMUNICATE it as soon as possible to all the Sat,Jun 44. schools,etc. Families NEED/WANT to know when this event is... 27, 6:56 AM AM Find... It's a nice event but would rather fund police officers,fire engine staff and Sat,Jun 45. library,etc. 27, 2009 6:04 AM Find... Fri, Jun 46. Reduce#of hrs tree is on. Request for volunteers.Ask public for donations- 1 26,2009 < would send a check. 10:47 Find... PM If the city must have a tree lighting at the train station,at least make it a real Fri, Jun 47. tree not a strand of lights. It was a real dissapointment`last year. I f Burlingame 26, 2009 residents support10:28 Find... local merchants,why can't they the event in part. PM I have led our Brownie Troop from Lincoln school in the parade the past two years. Prior to that, my family attended the parade and tree lighting every year as just spectators. I understand the budget constraints. However,this is a major community event that we look forward to all year long. I do think the parade needs to be bigger.Why isn't the BIS band playing and marching?And what about the elementary school bands?The children love to come out and see their friends parade down the street. Primarily, it has been scouting troops Fri,Jun and dance schools. But that is not a good representation of entire community. 26, 2009 48. What about some of the local preschools? I am sure they would love to don 10:18 Find... their preschool tshirts and march down the road with some of their little ones in PM wagons wearing fun headbands or blowing bubbles. It just doesn't feel like the parade gives us a sense of Burlingame as a community.Who we are and what we are proud of.The tree lighting at City Hall was a wonderful time for families to gather as a community and celebrate the holiday season. Most of the families I knew had gone home before the lighting at the train station this past year. There lacked a real gathering-and thus a real sense of community. Thank you for taking the time to think about this. Fri,Jun 49. would like to see these events continued! 26,2009 9:52 PM Find... I like the idea of a city tree lighting with carol singing/the chance for children to Fri,Jun 50. perform music, but I am not sure of the need for the parade in addition to the 26,2009 tree lighting event. 9:35 PM Find... These events are designed to primarily benefit the merchants,therefore they Fri,Jun 51. should bear the full cost of an such events. 26, 2009 y 9:20 PM Find... 3. Please list any comments or suggestions you have about the holiday tree lighting, parade and downtown events. Let the merchants do what they wish on their private property at their own cost, FriJun , 52. but the city should not be sponsoring religious-based events. 26: PM Find... I have enjoyed this event for the 15 years i have lived in Burlingame. I do a lot Fri,Jun 53. of shopping on that evening and feel that, despite bad economic times,we still 26, 2009 - need to maintain these traditions. 8:47 PM Find... Keep the event as it was in previous years. For the last ten years,a group of Fri,Jun 54. friends have attended the activities then have had dinner in one of the Avenue 26, 2009 eateries. Sunday at the train station doesn't sound like Christmas. 8:18 PM Find... asses a special parcel tax based on who voted yes on the sewer bill as they Fri,Jun t�, 55. have plenty to give 26, 2009 Find... 8:07 PM I think it is important to bring the community together in events like this and the Fri,Jun 56. Halloween event. 26,2009 7:50 PM Find... Fri,Jun 57. Please continue the event. 26, 2009 7:43 PM Find... Fri,Jun 58. it is what burlingame is all about. community.you can't put a price tag on that 26, 2009 7:36 PM Find... Other cities hold their holiday celebration in conjunction with the Caltrain Fri,Jun 59' Holiday Train. It would be better to plan these events for the same night. 26,2009 Find... 7:08 PM Fri,Jun ; 60. Keep the Tradition going. It's a Burlingame event! 26, 2009 - 7:06 PM Find... Although I never bought presents during the Friday night event,that's when I would shop for ideas.Then I always spent Saturdays and Sundays buying gifts.Who wants to carry merchandise around during a parade or even dinner time?! Friday night momentum is different- I'm sure the restaurants profitted nicely during the Friday night event,too. I suggest starting the Train Station lighting at dusk before the parade on Friday night, and leave the buying for the weekend. No need to trek to/from City Hall with added City costs,then.And you need more entertainment on the Avenue after the parade. Get the Fri,Jun 61. students to sing at the Station Lighting ceremony and bring back the"trios" 26,2009 r and "quartets"of student musicians to play on the Avenue. It appeared there 7:03 PM Find... were more families with children at the last event-and they weren't buying presents.The parents were busy with their kids getting them on the rides. Consequently you lost a lot of buying adults that day. My friends and I went home long before the lighting ceremony(right, no kids). One more comment- suggest to the merchants to encourage local shopping rather than the mall to avoid crowds, etc. and maybe ask for donations for the holiday event starting with the Thanksgiving weekend shopping. maybe this year we should do it on a smaller scale, Fri,Jun 62. Tree(lighting at the train station so less streets need to be closed. Merchants 26,2009 contribute a little more money. less rides. 6:50 PM Find... 63. Put out a request for volunteers to help reduce costs.Why does it cost$5000 Fri, Jun 3. Please list any comments or suggestions you have about the holiday tree lighting, parade and downtown events. to light one tree?When it was at city hall, it was a sad,sad display of lights-- 26, 2009 Find... looked like someone literally threw up 3 strands of white lights and then one of 6:44 PM the strands didn't even work! Couldn't you solicit a tree donation that's lit up more like a Christmas tree, if that's what you're going for?Either do it right or not at all. PLEASE bring a marching band back to the parade! It makes a parade so Fri,Jun 64. much better.A few years ago some of the Stanford marching band participated 26,2009 and they were wonderful. BHS marching band would be equally as great. 6:35 PM Find... The tree lighting is a time-honored tradition that should continue with a marketing plan to include Sponsors for Open Table Reservations for dinner Fri,Jun 65. and a Santa's viiage type afternoon event that incldes store specials and 26,2009 community music and make it,take it booths(fee based)for children to make 6:15 PM Find... holiday gifts to give and donate.Would love to plan this!! Thank you for the survey! Melinda Earlywine from Earlywine Design Event Marketing Nope! I'm glad we live here and understand we have only nine more years to Fri,Jun 66. meet the 35-year"native"requirement! 26, 2009 Find... 6:05 PM Community events are what make Burlingame a great place to live.These are Fri,Jun 67. needed. 26,2009 5:30 PM Find... I adore the tree lighting event on the first Friday evening of December! It is what makes Burlingame so special. Couple notes: 1.)the tree doesn't need to Fri,Junti1 68. be lit the entire month (limit the hours.);2.)we have always purchased 26, 2009 something on Burlingame Ave.after the parade--plus we have dinner 5:30 PM Find... downtown as well. Again, m family and I LOVE this event.We attend eve Fri,Jun K- 69 g Y Y every year.We hated (too 26,2009 `k strong maybe)the event last year.There was no"holiday"feel at all. 5:19 PM Find... I was very unhappy that the event was changed to meet the desires of the Fri,Jun f-=, 70 . ll merchants last year(so i was informed). 26,2009 Find... 5:04 PM In general, I like downtown events(wine walk, Halloween, etc)and I like them Fri,Jun 71. to be on Burlingame Ave. I just don't care for the tree lighting. 26, 2009 g � g g' 4:55 PM Find... While this is a civic event,the merchants are the main beneficiaries.They Fri,Jun 72' should fund this event. 26, 2009 4:49 PM Find... I think it's a great event for our City, but inot sureits the right time to spend Fri, Jun 73. $15,000. 1 hope the merchants can itch in$8000 and hold it on Sunda 26,2009 p p Y' 4:46 PM Find... I support the use of City funds for this event, but suggest that it be done at the Fri,Jun 74. Burlingame Train Station to keep the City funds to a minimum (if I did the math 26,2009 - right, it is about$2000 for the City when done at the train station). 4:34 PM Find... I like the tree lighting event and I beleive it is good for the community. I think Fri,Jun having it at the train station is fine, but I want it more of a traditional tree.The 75. the lights are thrown on a tree in front of cit hall looks mess and 26, 2009 way g Y y 4:31 PM Find... unplanned. I completely believe that most city employees and others would 3. Please list any comments or suggestions you have about the holiday tree lighting, parade and downtown events. volunteer to support the event to keep it going and merchants would contribute and help fund this important event. I don't think the City should be doing anything that requires funds that would Fri,Jun 76. take away from City services or impact employees-such as laying off 26, 2009 employees or hours. 4:29 PM Find... I missed the event on Sunday last year and was dissapointed! Its a great Fri,Jun 77. "community mixer"and is worth the cost even in hard times. Perhaps the 26, 2009 police will donate their time as many other community members do? 4:29 PM Find... I love the event, but today's economic climate must be considered. If Fri,Jun 78. merchants don't think it's good for their business-there's lost tax revenue there 26,2009 too. I imagine the restaurants ok w/the event? 4:21 PM Find... It is a traffic mess so our kids sing then we to away from the area for dinner. Fri,Jun 79 The tree lighting is our favorite part so maybe the event can focus on that in 26,2009 afternoon and decrease the parade/downtown event to cut costs?We really 4:11 PM Find... missed seeing the tree light up this year! Fri,Jun 80. This is a worthwhile event for our city and should be continued. 26,2009 4:09 PM Find... The city is making huge financial cuts, how can we afford such luxeries at the Fri,Jun 81. expences of essencial city services?Where are your priorities? 26, 2009 Find 4:06 PM It is important to host selective events that welcome and strengthen the Burlingame community and contribute to making our city attractive. However, turning the flag pole at the train station into a*christmas tree'was laughable, as was the christmas tree at city hall.The christmas tree at city hall was only Fri,Jun r 82. seen by those walking underneath it at night-a select few. It actually took me 26,2009 about 2 years to find the tree after moving here. 4:01 PM Find... Although times are tough (and maybe this is a suggestion for future years) I would prefer to see a properly decorated and lit tree somewhere on Burlingame avenue where it can be fully appreciated by all. This is event is good for everyone, merchants included. Community bonding is Fri,Jun 83. important to keep us going to the ave and supporting the merchants. It keeps 26, 2009 the village feel of Burlingame ever present.That's why we choose to live here. 4:00 PM Find... I understand the economic struggles the city is going through in these difficlt times. I also understand that many of the chain store merchants don't Fri,Jun 84. participate in the Burlingame 26,2009 community. But I also think that in difficult times it is particularly important to 3:51 PM Find... have community-building activities. Attended the tree lighting in 2007. it was so depressing and sad that I haven't 85 Fri,Jun 26,2009 been since.the few lights that were there were mismatched and very poorly Fr hung, couldn't believe how bad it looked. I hope it is improved upon b/c its a 3:50 00 Find... nice and cheery touch and it made our fair city look pretty low rent! use LED lights on the tree rather than just on the stalks of the palm trees. Use Fri,Jun 86. storeable solar power for the lights. I see much more waste in city spending 26, 2009 than the cost of the tree lighting. 3:50 PM Find... 87 If you decide to charge the merchants,you need to make sure they are getting Fri, Jun -t. a good return on their investment. I think this is a great event to gear toward 26,2009 Find... 3. Please list any comments or suggestions you have about the holiday tree lighting, parade and downtown events. families,who are always looking for something to do with their kids around the 3:48 PM holidays. Help the merchants make this a holiday shopping and entertainment event that's a draw for families and shoppers. I think having a holiday parade and tree lighting is a great community building Fri,Jun 88. opportunity. I think that it is important for the City to help fund community 26,2009 events such as this and other similar activities. 3:48 PM Find... I was sorry to see that the event was moved to a Sunday, although I attended. Fri, Jun 89. It just did not have the same holiday feel that had been such a tradition over 26,2009 the years. 3:40 PM Find... I believe whole-heartedly in community tree lightings. I don't think the merchants should pay for it, since it doesn't likely bring them any additional Fri,Jun 90. revenue and may cut their revenue that day, due to parking issues and street 26, 2009 closures.The City should maintain this wonderful tradition, but should cut any 3:38 PM Find... excess costs during this difficult economy. I think its a great event that we have enjoyed bringing our family too. Better promotion is a must. Email is awesome and cheap. I think there would be more volunteers if we all new the city needed help. Have people go to where people congregate-stop at a Starbucks on a Saturday at gam,the soccer fields, Fri, Jun 91 Washington Park on a Sunday afternoon, announce through at Church, etc.. Fr, 2009 Broadway Grill has nitely performers that might volunteer to sing. By going to Find... this event we've ended up holiday shopping, eating dinner out and grabbing a 3:38 PM hot cocoa since its usually chilly-so it does promote the merchants too. If they had special menu's, sales...only good on that night/day? Mother Nature is always the wild card :) 1. Keep the city hall tree lighting--let's be frank,the city is celebrating a holiday and wants people to shop in B-game. Lighting up the train station is nice but it doesn't have that"holiday feeling." 2. More lively music! I remember the Stanford Marching Band and oneother volunteer band that really got people tapping their toes. Maybe more Christmas Carolers, and sectioned off eating and drinking areas. 3. 1 think all businesses within the B-game Avenue area need to cough up a few bucks--determined by square footage of their business. It's nice that Fri,Jun 92 Putnam helps out(what about Mike Harvey?) but the American car business is 26, 2009 pretty pathetic right now so I doubt he'll come through like he has over the 3:36 PM Find... years.Also, maybe have the entire even cordoned off and issue bracelets (like at concerts)--charge guests one dollar(kids free).The city can make up for any overtime and garbage clean up.Any profit can go into a beautifucation fund. 4.Think big, Burlingame. It's a beautiful city but there is so much untapped beauty(buried creeks, possible open spaces), historical buildings, (like the train station)that can be promoted to greater advantage for its citizens and visitors alike. save money-leave on bgame ave Fri,Jun 93. if you are going to take the merchants into consideration have them fund part 26, 2009 of it 3:35 PM Find... Train station should be lit as it is the focal point of the town. Singers could be Fri,Jun 94 placed in front of station. Close off the parking lot in front of station. Invest 26 2009 some in permanent lighting rather than string of lights that have to be installed 3:35 PM Find... and taken down every year. This event is a true delight for children of all ages. Fri, Jun - 95' 26, 2009 We needspirit to car through hard dark times. carry us g 3:33 PM Find... 3. Please list any comments or suggestions you have about the holiday tree lighting, parade and downtown events. Its the one large community that attracts hundreds (if not thousands)of Fri, Jun 96' 26,2009 Burlingame residents.The city expense for this is tiny. 3:32 PM Find... It is such a great community gathering event. It makes Burlingame so special. Fri,Jun 97. Times are really tough for everyone and this really brightens up the holiday for 26,2009 many people. 3:31 PM Find... It is unfortunate that we can't continue all the above items but priorities dictate Fri,Jun 98' curtailing the sponsoring of the tree lighting ceremony and associated costs. 26,2009 Fd... 3:30 PM Should be fabulous for our families who contribute Fri,Jun r 99' EVERYTHING to the merchants of Burlingame 26, 2009 g 3:30 PM Find... As a merchant in Burlingame, I loved having the Friday event and having a Fri, Jun C, 100. special o en time on Friday night for families enjoying the event. 26,2009 3:30 PM this event is one of the things which characterizes Burlingame for me. I would Fri, Jun 101. hate to see it go, even temporarily, as it is much harder to re-start such an 26,2009 event than to keep it going. 3:27 PM Find... My kids have always looked forward to this event.When it was moved to the Fri, Jun 102. train station last year,we were VERY disappointed....and the wait between 26,2009 parade and lighting was really a pain. 3:26 PM Find... I don't mind that city funds are used, but do think the merchants/donors should Fri,Jun t 103. cover most of the expense.We do attend the Christmas Train visits and enjoy 26, 2009 dinner and shopping afterwards. 3:24 PM Find... The event WAS great for families and to bring the community together. Last Fri,Jun ; 104. years event was a DISASTER and either go back to the original format of 26,2009 scrap it 3:22 PM Find... I know that the city budget should be a concern but I also feel that continuing Fri,Jun 105. this tradition is important to the community.To me, having a community event 26,2009 that many can share and participate in is priceless. 3:22 PM Find... Holiday Lighting Event - Community Insight Team ATTACHMENT . F 1.Prior to reading this information,were you aware of this holiday event? Response Response Percent Count I was never knew it existed. 19.4% 6 1 was vaguely aware of it. 12.9% 4 1 was aware of it. 29.0% 9 I was well aware of it. 38.7% 12 answered question 31 skipped question 0 2.If you were aware of this event,did you know about the tree lighting event at City Hall as well as the parade and downtown activities? Response Response Percent Count I knew about the tree lighting at City Hall as well as the parade and 58.1% 18 downtown activities. I knew about the tree lighting, but was unaware of the parade and 0 3.2% 1 downtown activities. I knew about the parade and downtown activities, but was 0 9.7% 3 unaware of the tree lighting. I was unaware of any aspects of this 29,0% 9 holiday event. answered question 31 skipped question 0 3. Have you ever attended the holiday tree lighting event at City Hall? Response Response Percent Count Yes 46.7% 14 No . . . . 53.3% 16 answered question 30 skipped question 1 4.Based on what you knew(or didn't know)of the tree lighting event,what was your general feeling about it?Please select all that apply. Response Response Percent Count None, as I was not aware of this 23.3% 7 event. I was aware of this event, but I had 6.7% 2 no real feeling about it. I thought it was a wonderful event, and I have attended it one or more 46.7% 14 times. It sounded like a nice event, but I 26.7% 8 never attended it. I found the event to be an 0.0% 0 inconvenience due to traffic impacts. I was annoyed with the event and 0.0% 0 'JqC _ nopeo it wouia oe aisconunuea. answered question 30 skipped question 1 5.Have you ever attended the downtown holiday parade and rides? Response Response Percent Count 46.7% 14 Yes M. � x„..�,... � 53.3% 16 No answered question 30 skipped question 1 6.Based on what you knew(or didn't know)of the downtown parade and rides,what was your general feeling about the event?Please select all that apply. Response Response Percent Count None, as I was not aware of this 16.7% 5 event. I was aware of this event, but I had 10.0% 3 no real feeling about it. I thought it was a wonderful event, 14 46.7% and I have attended it one or more times. It sounded like a nice event, but 1 30.0% 9 never attended it. I found the event to be an 0.0% 0 inconvenience due to traffic impacts. z:; _. I was annoyed with the event and 0.0% 0 hoped it would be discontinued. answered question 30 skipped question 1 7.Where you aware of this change? Response Response Percent Count No, I was unaware of this change. 54.8% 17 I was vaguely aware of this change. a 12.9% 4 I was aware of this change, but did 22.6% 7 not attend the Sunday event. 1 was aware of this change, and I attended at least part of the Sunday 9.7% 3 event. answered question 31 skipped question 0 8.How do you feel about the change in the event?Please check all that apply. Response Response Percent Count I have no particular feeling about ri 32.3% 10 the event change. I think having the event on Sunday 8 25.8% afternoon is better than on Friday night. I prefer having the event on Friday 5 16.1% night rather than on Sunday afternoon. I prefer having the holiday tree 8 25.8% lighting at City Hall rather than at the Burlingame Avenue Train Station. I prefer focusing the event on Burlingame Avenue rather than 0.0% 0 having the tree lighting and singing at City Hall. Comment 10 answered question 31 skipped question 0 How do you feel about the change in the event?Please check all that apply. Tue,May 19, 1. The evening event was easier for me to attend with my kids. 2009 12:10 PM Find... Wed,May 2. 1 prefer the event on Sunday afternoon 13,2009 9:28 AM Tue,May 12, 3. Light the WHOLE tree. AM 9:10 AM Find... The real question is what is the purpose of the event?Is it to draw people to shop?Is it to draw young families to the area?Did the change serve to bring more Sat,May 9, lz 4. 2009 5:39 "�A people than the evening event? PM Find... Fri,May 8, 5. 1 took my kids to the event when they were young the evening event was more interesting to them.lf the current time helps businesses better that's fine. 2009 10:22 PM Find.., Fri,May 8, 6. it said check all that apply,but would only let me choose 1.1 think Friday night is better, 2009 7:41 PM Find... Fri,May 8, n 7. 1 also think Sunday is better than Friday 2009 2:40 PM Find... Fri,May 8, 8. I want to answer#2 and#4 2009 12:31 PM Find... It.s a great small town event that makes Burlingame feel really charming.Sundays are often busy with other obligations for the many resident families that attend Fri May 8, y 9 this annual event.There also is an atmosphere of a Winter Holiday Spirit for the Friday Evening event,gathering along Burlingame Ave.for the parade with a hot 2009 10:49 lz" chocolate,bundled up against the cold winter air with mittens and gloves,in anticipation of seeing Santa appear,that gets lost during the Sunday afternoon time AM Find... event. Fri,May 8, ^y 10. 1 also prefer having the tree lighting at City Hall 2009 9:47 `�l AM Find.,. 9.Many merchants prefer the event on Sunday afternoon rather than impacting their business on Friday afternoon and evening.in your opinion,to what extent should their preference be taken into consideration? Response Response Percent Count The merchants' preference is an .- 32.3% 10 important consideration. The merchants'preference should e Nom... _------- 61.3% 19 carry some weight. 9.7% 3 1 am not sure how I feel. The preference of those attending 3.2% 1 the event should be the main consideration. The merchants' preference should 3.2% 1 not be a factor in deciding when to 0 hold the event. answered question 31 skipped question 10.From your perspective,regardless of the location,what is the best time and day of the week for such an event? Response Response Percent Count Go back to Friday and the old 3.7% 1 starting time of 4:30 p.m. Go back to Friday but start at 6 or 7 p.m.so more families can 33.3% 9 participate. Keep the event on Sunday and 29.6% 8 continue it as a full afternoon event. Keep the event on Sunday but start the parade at 3 p.m.or later so 33.3% 9 there is no need to wait for the holiday tree.lighting at dusk. Other(please specify) 5 answered question 27 skipped question 4 CJiIt _ From your perspective, regardless of the location,what is the best time and day of the week for such an event? 1 Define the purpose of the event: Is it to drum up more business for the merchants? Is it to provide to be a community event? Tue, May 19, t Which time works best for the purpose of the event? 2009 12:10 PM Find... 2 Again the best time should be based on the purpose of the event and what time seems to provide a better draw from the Sat, May 9, 2009 5:39 PM Find... community. The main question is what is the purpose of the event to increase business on the avenue,a general community event for Fri, May 8, 2009 3. young families or something else?The purpose of the event will determine the timing and whose input should be weighted 10:22 PM Find... heaviest. Fri, May 8, 2009 4. Forget the parade! 7:41 PM Find... Fri, May 8, 2009 5. Should be dark out when the tree is lit 9:47 AM Find... 11.In thinking about the City's financial support of this event,please check any items below that reflect your feelings. Response Response Percent Count I support the use of City funds for the 20.7% 6 event. I thinl<the downtown merchants 17.2% 5 should totally fund the event. I support shifting the event from 34.5% 10 City Hall to Burlingame Avenue. I have mixed feelings about using 27.6% 8 city funds to support this event. I don't believe the City should be a 13.8% 4 financial supporter of this event. Other(please specify) 6 answered question 29 skipped question 2 lag" In thinking about the City's financial support of this event, please check any items below that reflect your feelings. 1 Having the city invest some funds to develop businesses in the city makes sense so it can get more business Tue, May 19, 2009 12:16 taxes. PM Find... Tue, May 19, 2009 12:06 1--,, 2. City should contribute but the merchants should carry a large part of it. PM Find... 3. Given the financial constraints of the city it sound like the change in venue is useful. Sat, May 9, 2009 5:47 PM Find... 4. Why can't the City and the merchants split the cost? Fri, May 8, 2009 7:44 PM d 5. 1 think the merchants should help fund the event Fri, May 8,2009 2:42 PM d 6. This is one of the very few special"small town"things we do Fri, May 8, 2009 9:56 Find... 12.The City has experienced a loss of over$4 million in revenue which has required reductions in the number of police officers,the number of staffed fire engines, cuts in library hours and money for books,and reductions in Parks and Recreation programs and maintenance.In thinking about the City's financial support of this event,with this additional information,please check any items below that reflect your feelings. Response Response Percent Count I support the use of City funds for 13.3% 4 this event. I think the downtown merchants .,,.� 23.3% 7 should totally fund this event. I support shifting the event from .� .-�...�..,.:_..rv..� 36.7% 11 City Hall to Burlingame Avenue. I have mixed feelings about using ° �.� ....�.._..�,...�.�... 30.0/° 9 city funds to support the event. I don't believe the City should be a ° 23.3/° 7 financial supporter of the event. Other(please specify) 4 answered question 30 skipped question 1 13.Please list any comments or suggestions you have about the holiday tree lighting, parade and downtown events. Response Count 13 answered question 13 skipped question 18 The City has experienced a loss of over$4 million in revenue which has required reductions in the number of police officers,the number of staffed fire engines,cuts in library hours and money for books, and reductions in Parks and Recreation programs and maintenance. In thinking about the City's financial support of this event,with this additional information, please check any items below that reflect your feelings. 19, The investment in this is very small and may help to develop more revenues for the city. It makes sense to continue involvement if Tue, May 200912:166 1 Find... it generates enough interest to create additional business in the city. PM This is a relatively small amount of money given the budget problem. I don't know how many small amounts of money the city has Sat, May 9, 2. but it would be most useful to focus on the larger areas that can make a significant adjustments to the budget.This event if it helps 2009 5:47 Find... to bring shoppers to Burlingame has the potential of helping the city have a larger tax base than it would have without it. PM Fri, May 8, 3. The event should be eliminated until the economy is better. 2009 7:44 Find... PM Fri, May 8, 12, 4. This is one of the very few special"small town"things we do AM 9:56 Find... AM Please list any comments or suggestions you have about the holiday tree lighting,parade and downtown events. Tue, May I 1. Perhaps the event should be scaled back further for a couple years until the economy turns around. 26, 2009 9Find... :30 AM I do not believe Burlingame is in a deficit due to such high water and sewage bills Burlingame citizens pay. Paying$15,000 on a Wed, May 2. tree lighting ceremony during an economic downturn is not a good idea in itself. 20, 2009 Find... 2:25 PM 3 Given the larger issues at hand this seems like a small subject to be concerned about compared to areas that can more effectively 1 ge2009 �, affect the current shortfall in revenue the city is experiencing. 12:16 PM Find... Mon, May 4. 1 think the merchant's association should take over this event and do what makes sense to them 11,2009 9:04 AM Find... Given the budget issues I would think the city would want to help out in events that can help draw more people to the city to buy, Sat, May 9, 5. eat or whatever. It should be very focused on what it will be involved in to make its investment have the best chances to promote 2009 5:47 and improve the city's businesses which in turn will help to increase the city's tax base. PM Find... Sat, May 9, 6. Just raise my water bill a couple hundred dollars more to fund the Christmas tree lighting i don't mind.... 2009 2:28 Find... PM City should consider a temporary moratorium on the event until it is financially feasible and cost can be shared by City and Fri, May 8, 7' Merchants. P0091:44 Find... Fri, May 8, 8. 1 have mixed feelings, I love our little city, but we have big city problem. MONEY. 2009 1:43 PM Find... Fri, May 8, C, 9. Is there also a Menorah lighting? 2009 11:41 Find... AM I like the idea of having it at City Hall because it takes some of the materialism out of the event. It also brings people more to the center of what a city is-its city hall and library, and away from the stores. I am in support of the merchants on Burlingame Avenue Fri, May 8, (41 10. in that they need to have the streets clear to conduct business. But shopping is shopping and tree lighting and traditional holiday 2009 11:09 Find... events should be kept separate from that.Also,can we put our heads together to find additional sources of private funding in this AM recession? Cost will always be a factor, but losing this rich tradition to the merchants, so they can push their agenda...sales, changes the Fri, May 8, 11. whole meaning of what this event is really about. Holiday Spirit and a sense of community, not retail promotions. Is it possible to 2009 10:57 Find... find a corporate,or local business that would underwrite this event annually in exchange for considerations? AM LOTS of small children on our Acacia block&most parents work; it is these families for whom the Xmas event is most important. Fri, May 8, 12. Choose the best time and location for them. AM 10:54 Find... AM The event should be at night(why light a tree during the day?). I am OK with The Cit spending $on a community event like this- Fri, May 8, ;^ 13. 9 ( Y 9 9 Y ) Y P 9 Y 2009 9:56 there are many other ways The City can offset the cost/cut from other places within the budget(like healthcare costs...). AM Find... 0; M CITY o4 STAFF REPORT BUAME AGENDA [TEM# 7b MTG. DATE 9/8/09 gA,FD�. TO: HONORABLE MAYOR AND CITY COUNCIL SUBMITTED BY DATE: September 8,2009 APPROVE /i 411 FROM: Jim Nantell, City Manager BY fl- -, SUBJECT: Disposition of Civil Service Commission BACKGROUND: At the August 17, 2009 Council Meeting, Council heard a report of the Ad Hoc Subcommittee and discussion regarding the role and purpose of the Civil Service Commission. (See attached Staff Report entitled Subcommittee Report on Discussion of Role of Civil Service Commission.) The Council tabled the item to the September 8, 2009 meeting, and directed staff to advise the Commission to submit any additional input in writing one week prior to the next Council meeting. On August 19, 2009, Human Resources Director Deirdre Dolan notified the Civil Service Commissioners of the Council's request that they submit any suggestions they as individuals might have relative to the future of the Civil Service Commission by September 1, 2009 (one week prior to the City Council meeting). At the requests of Civil Service Commissioners Jim Delia and Stephen Hamilton,the City Manager met with both Commissioners on Wednesday, August 26, 2009 to discuss their thoughts regarding the City Council's request for suggestions. Following is a summary of Commissioner Delia's and Hamilton's input during those discussions. The Civil Service Commission(CSC) was initially chartered, like all Burlingame City Commissions, to provide the City Council with citizens' review and input on practices, policies and procedures related to a specific area of responsibility. In the case of the CSC,that area has been focused on the City of Burlingame's employment and merit systems. There has been unanimous agreement by the Civil Service Commissioners that positive changes in the City's human resources function, along with the evolution of labor laws and practices over the past 40 years, have made the original function and charter of the Civil Service Commission less valuable to the Council, city, staff and the citizens. Therefore, the Commission felt there were basically three options for the City Council: Option 1: Decommission the Civil Service Commission. Option 2: The City Council, and not the existing Civil Service Commission members, to review how a re-chartered Commission could provide a more valuable service to the Council, and the citizens, in matters relating to employment and labor issues in the City of Burlingame. Option 3: Continue the Civil Service Commission with out any change. While individual Commissioners have made general and specific suggestions for what the future role of this Commission might be,they believe that it is solely for the City Council, and not the Civil Service Commission, to identify that role and charter. If the Council wishes to change the role of the Civil Service Commission, both Commissioners Delia and Hamilton made it very clear that they would tender their resignations so that the Council may appoint Commissioners specifically to the new role or expanded charter. Aside from the August 26, 2009 meeting between Commissioners Delia and Hamilton and the City Manager, as characterized above, no other input was received from Civil Service Commissioners. BUDGET IMPACT: None. ATTACHMENTS: A. August 17, 2009 Staff Report: Subcommittee Report on Discussion of Role of Civil Service Commission ���CITY a� STAFF REPORT BURLINGAME AGENDA ITEM# 8c A'o°4Q 9°e MTG. DATE August 17,2009 TO: HONORABLE MAYOR AND CITY COUNCIL SU MITTED \ ,� M DATE: August 17 2009 LJ� f APPROVED FROM: Deirdre Dolan, Human Resources Director BY SUBJECT: Subcommittee Report on Discussion of Role of Civil Service Commission RECOMMENDATION: The City Council Ad Hoc Subcommittee will report on the discussion with the Civil Service Commission and make a recommendation regarding its future role. BACKGROUND: The Civil Service Commission has had continuing discussions regarding the role and purpose of the Commission. Pursuant to the City's Municipal Code (Chapter 3.48) originally enacted in 1941, the primary duties of the Civil Service Commission include participating on recruitment oral boards, approving hiring eligibility lists after a recruitment has been completed, approving disability retirements for safety employees, and hearing disciplinary appeals for employees not covered by an MOU with an alternate appeal process. The Commission has questioned the value of their current role, recognizing that there are alternative ways to more efficiently meet these responsibilities at the staff level, as is the practice in the vast majority of cities in the bay area(see Attachment A). This is especially true since the Commission charter was established many years prior to the enactment of the Meyers-Milias Brown Act and the growth of the Human Resources profession, two developments that have eroded the value of the role the Civil Service Commission was originally charged to perform. On July 20, 2009, the Civil Service Commission met with the Council Ad Hoc Subcommittee, Mayor Keighran and Council Member O'Mahoney, and discussed the role, purpose and value of the Civil Service Commission. Commissioners were in agreement that the role of the Civil Service Commission is outdated and does not provide sufficient value to warrant continuation under its current charter. The Commission is open to the possibility of revising their role, if it were to provide true value for the Council and the City in the context of current professional Human Resources practices. The Commissioners offered suggestions on various ways the Civil Service Commission could be restructured, including revising the Commission charter to assign more valuable duties (without duplicating or overlapping functions already assigned to the City's Human Resources department); disbanding the Commission and establishing a task force to carry out specific duties (such as a "Citizen Wage Benefit and City Staffing Task Force" as suggested in the June 4, 2009 Grand Jury report, "Reversing the Upward Trajectory of Employee Costs in the Cities of San Mateo County"); or disbanding the Commission altogether. The Commissioners also agreed that regardless of any new format the Commission may take, if at all, it would be necessary to appoint new Commissioners or task force members based on appropriate criteria for the new charter. The Ad Hoc Council Subcommittee will report back to Council on the input received and make a recommendation at the Council meeting on the future role of the Civil Service Commission. Staff Recommendation Staff's recommendation is to disband the Civil Service Commission. Neither the Commissioners nor staff have been able to clearly identify or articulate a viable new role for a continuing, permanent Civil Service Commission. If at some future point a citizen's task force would be appropriate, Council could create the task force at that time for the specific purpose and time period intended. Staff does not recommend that Council appoint the Commissioners to the task force suggested in the Grand Jury report referenced in this report. The Grand Jury report calls for a task force drawn by lottery, rather than specifically identified and appointed as a Commission would be. Also, as noted in the Response to Grand Jury Report, a previous item on tonight's meeting agenda, staff feels it is more effective and efficient to continue to work through the San Mateo County Municipal Employee Relations Committee (SMC-MERC) as the forum to develop information for San Mateo County cities, rather than have Human Resources Directors and City Managers work with 20 different citizen committees (one for each city)to educate them on the issues and the options to address them. Staff also suggests that we provide the Council with a status report on the SMC-MERC work in early 2010, and should the Council not be comfortable with that effort at that time, Council might consider appointing a task force. Given the leadership role that Burlingame has played in the SMC-MERC, staff feels a decision to establish a Burlingame Task Force separate from the SMC-MERC might undermine that effort. BUDGETIMPACT: None. ATTACHMENTS: A. Alternatives to Civil Service Commission ALTERNATIVES TO CIVIL SERVICE COMMISSION FUNCTION PERFORMED BY COMMISSION ALTERNATIVE 1 Approve Eligibility Lists In accordance with the Civil Service Rules,the Human Resources Department establishes and maintains eligible lists for the various classes. The Human Resources Director can and does approve such eligible lists. No additional authority is required by the Civil Service Rules. 2 Participate on Oral Boards The Human Resources Department can solicit outside subject matter experts to serve as unbiased oral board participants. The HR Department already follows this practice for oral boards for which no Civil Service Commissioner is available to serve, and/or for those positions with minimal public contact. 3 Approve Disability Retirements for Safety Employees PERS law requires that the governing body(City Council)of the agency approve disability retirements for public safety members. The governing body by resolution may delegate this authority. Resolution No. 3-74 delegates this authority to the Civil Service Commission. This authority could be delegated by resolution to the City Manager, a more common practice found in many other jurisdictions. 4 Hear disciplinary appeals for middle management and Common practices in other agencies include utilizing an Adjustment unrepresented employees, and make recommendations Board or Ad Hoc Review Board, comprised of an equal number of to the City Council for final decision. City representatives and Employee representatives who hear the evidence and make a recommendation to the City Manager for a final decision. Several of the City's bargaining groups have such a procedure in their MOUS, as do many other jurisdictions. AGENDA ITEM: 7c DATE: 9/8/09 O AD�AY ''�''B URI'ING BROADWAY VILLAGE SHOPS RESTAURANTS SERVICES Dear Neighbor, On three consecutive Saturdays, September 12th, 191h, & 26th, 2009, between 7:30pm and 9:45pm, you are invited to an outdoor movie night. Admission is free and the movies will be Iron Man, King Kong, & Elf. And will be brought to you by The Broadway Grill, in conjunction with the Broadway Merchants. Bring a beach blanket or lawn chair. If you have any questions call Ross Bruce at (650)342-2073. Broadway Business Improvement District • 1399 Broadway, Burlingame,California 94010 BROADWAY VILLAGE SHOPS RESTAURANTS SERVICES August 28, 2009 Honorable Mayor&City Council c/o Burlingame City Hall 501 Primrose Burlingame, CA 94010 RE: Broadway Dear Mayor& City Council With your permission, the Broadway Merchants in conjunction with the Broadway Grill propose to have three outdoor movie nights from 7:30pm until 9:45pm on September 12, 19, & 26, 2009.This would occur Saturday evenings and be placed where the Fresh Market was on Wednesday. In other words Capuchino Ave. would be closed at Broadway, north to about 100 feet. The movies to be shown would be Iron Man, King Kong, & Elf. Admission would be free and all arrangements including signage, erecting and removing the barricades, as well as insurance requirements would be handled by the Broadway Grill. The responsible person on site will be Peggy Dohrman, of The Broadway Grill, Peggy's cell number is 415- 577-7349. Sincerely, Ross Bruce, Peggy Broadway BID The Broadway Grill CC: Police Chief, Jack Van Etten CC: Nick Bovus, The Broadway Grill Broadway Business Improvement District • 1399 Broadway,Burlingame,California 94010 A CITY 0� STAFF REPORT BUMJNIGAME AGENDA ITEM# 7d MTG. DATE Sept. 8, 2009 TO: HONORABLE MAYOR AND CITY COUNCIL SUBMITTED BY DATE: September 2,2009 APPROVED FROM: Al Escoffier,City Librarian BY SUBJECT: Closure of Primrose Road for Library Centennial Overview: The Library Trustees, Library Foundation and Library Staff are planning a wrap up celebration of the Library's Centennial year. Part of the celebration will include an antique car show. We would like to request that we close one block of Primrose Road on Sunday, October 18, 2009, from 11 AM-3 PM so that the antique cars can be displayed safely in the street adjacent to the Library. Centennial Event: The Centennial event will include: an Ice Cream Social, Antique car show, Barbershop Quartet, entertainments, refreshments, a lecture on the history of the Burlingame Library, and other surprises. There will a brief program and ribbon-cutting. We will be displaying automobiles from the early part of the century. We would like to provide a safe place for children and families to view the car exhibit. Working with Chief Van Etten, we have been asked to seek City Council approval for the road closure. Should the closure be approved, the Traffic Division will work with the Library and Public Works on the safest means of securing the closure of the street. BUDGET IMPACT: There would be some indirect costs of the Police and Public Works Departments. Neither Syed Murtuza, Public Works Director, nor Police Chief Jack Van Etten have an objection to the closure. Agenda Item # 8a Meeting BURLINGAME STAFF REPORT Date: September 8, 2009 y SUBMITTED B eat APPROVED BYJ llta l-Qg TO: HONORABLE MAYOR AND CITY COUNCIL DATE: August 14, 2009 FROM: PUBLIC WORKS SUBJECT: RESOLUTIONS AWARDING A CONSTRUCTION CONTRACT TO ENGINEERING/REMEDIATION RESOURCES GROUP FOR THE HILLSIDE DRIVE AND SKYVIEW PRESSURE TANKS UPGRADE PROJECT AND AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT WITH KENNEDY JENKS FOR CONSTRUCTION MANAGEMENT; CITY PROJECT NO. 82040 RECOMMENDATION: It is recommended that Council approve the attached resolutions as follows: • Awarding a construction contract to Engineering/Remediation Resources Group (ERRG) for the Hillside Drive and Skyview water pressure tanks upgrade in the amount of $325,165.46 and • Authorizing a Professional Services Agreement with Kennedy Jenks Consultants for construction management services in the amount of $109,630. BACKGROUND: The existing pressure tanks at both the Hillside and Skyview Water Storage reservoir sites are over fifty (50) years old and have reached the end of their useful service life. Furthermore, during the last several decades, the operating conditions have changed so much that these tanks do not provide optimum pressure for their service areas. The project involves replacement of the existing pressure tanks with newer and efficient tank systems and integration of new pressure monitoring devices with existing pump controls. DISCUSSION: Construction Contract: On August 13, 2009, the project bids were opened and a total of 6 bids were received ranging from $325,165 to $498,770. ERRG is the lowest responsible bidder with its bid price of $325,165 being 38% below the engineer's estimate of $525,270. Staff has verified references of ERRG and believes that the contractor is well qualified to perform the work. Professional Services Agreement: Kennedy Jenks has performed the project engineering design and is very familiar with the project requirements. Staff has negotiated the following scope of work with the firm in the amount $109,630. • Providing construction support services, including reviewing and approving contractor submittals as well as responding to design clarifications • Performing daily construction inspection • Attending biweekly construction meetings • Reviewing and processing contract change orders • Providing construction quality assurance reports and • Preparing record(as-built)drawings It is anticipated that the shop submittals for the new equipments will be complex requiring a greater degree of review from Kennedy Jenks. The equipment submittal review process is critical to ensure that the contractor provides the equipment with the correct features necessary to meet the operational requirements. Staff believes that the professional services fee is reasonable based on the complexity of the project and potential risks. BUDGET IMPACT: The following are estimated expenditures: Construction award $325,165 Construction management 109,630 Staff engineering and administration 10,000 Contingencies(10%) 32,517 Total $477,312 Sufficient funds are available in the FY2009-2010 Water System Capital Improvement Program budget to cover these costs. EXHIBITS: Resolution, Bid Summary, Professional Services Agreement and Project Map. ///,/d. /"f//, — Philiponaghan Senior Civil Eng' eer c: City Clerk, ity At ERRG,Kennedy Jenks Consultants SAA Public Works Directory\Staff Reports\52040-Award Constructionand Construction manager Hydro Tank Replacement Project.doc RESOLUTION NO. - AWARDING CONTRACT FOR THE HILLSIDE DRIVE AND SKYVIEW PRESSURE TANK UPGRADE PROJECT TO ENGINEERING/REMEDIATION RESOURCES GROUP CITY PROJECT NO. 82040 WHEREAS, the City Council has authorized an invitation for proposals for the - CITY PROJECT 82040 - CONTRACT FOR THE HILLSIDE DRIVE AND SKYVIEW PRESSURE TANK UPGRADE PROJECT WHEREAS, on AUGUST 13, 2009, all proposals were received and opened before the City Clerk and representatives of the Public Works Department; and WHEREAS, ENGINEERING/REMEDIATION RESOURCES GROUP, submitted the lowest responsible bid for the job in the amount of $325,165.46. NOW, THEREFORE, be it RESOLVED, and it is hereby ORDERED, that the Plans and Specifications, including all addenda, are approved and adopted; and BE IT FURTHER RESOLVED that the bid of ENGINEERING/REMEDIATION RESOURCES GROUP, for said proj ect in the amount of$325,165.46, and the same hereby is accep- ted; and BE IT FURTHER RESOLVED THERETO that a contract be entered into between the successful bidder hereinabove referred to and the City of Burlingame for the performance of said work, and that the City Manager be, and he hereby is authorized for and on behalf of the City of Burlingame to execute said contract and to approve the faithful performance bond and the labor materials bond required to be furnished by the contractor. Mayor I, MARY ELLEN KEARNEY, City Clerk of the City of Burlingame, do hereby certify that the foregoing Resolution was introduced at a regular meeting of the City Council held on the day of , 2009, and was adopted thereafter by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: City Clerk s:\apubI i cworksdi r\proj ects\reso I utionaward RESOLUTION NO. AUTHORIZING EXECUTION OF AGREEMENT FOR PROFESSIONAL SERVICES WITH KENNEDY JENKS FOR THE HILLSIDE DRIVE AND SKYVIEW PRESSURE TANK UPGRADE PROJECT CONSTRUCTION MANAGEMENT CITY PROJECT NO. 82040 RESOLVED, by the CITY COUNCIL of the City of Burlingame, California and this Council does hereby FIND, ORDER and DETERMINE AS FOLLOWS: 1. The public interest and convenience require execution of the agreement cited in the title above. 2. The City Manager be, and he is hereby, authorized to sign said agreement for and on behalf of the City of Burlingame. 3. The City Clerk is hereby ordered and instructed to attest such signature. Mayor I,MARY ELLEN KEARNEY,City Clerk of the City of Burlingame,do hereby certify that the foregoing Resolution was introduced at a regular meeting of the City Council held on the day of , 2009 and was adopted thereafter by the following vote. AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: City Clerk CITY OF BURLINGAME,CALIFORNIA BID SUMMARY HILLSIDE DRIVE AND SKYVIEW PRESSURE TANK UPGRADE PROJECT CITY PROJECT NO.82040 Bid Opening Date:AUG 13,2009;2:OOPM Engineering/Remediation ENGINEER'S ESTIMATE Resources Group,Inc JMB Construction,Inc Pacific Infrastructure Corp. Martins,CA South San Frenosico,CA Pleasanton,CA BID BID Unit Total Unit Total Unit Total Unit Total ITEM NO. DESCRIPTION QUANITY Unit Price Price Price Price Price Price Price Price Remove and Replace the Hillside Drive Pressure 1 Tank and Associated Appurtenances 1 LS $ 294,000 $ 294,000 $ 175,266.81 $ 217,000.00 $ 215,300.00 Remove and Replace the Skyview Pressure 2 Tank and Associated Appurtenances 1 LS $ 222,000 $ 222,0001 $ 134542.55 1 $ 180,500.00 1 $ 192,330.00 Services to Modify RTU Software for Both Tank 3 Sites :�LL $ 9,270 $ 9,270 $ 9,270.00 $ 9,270.00 $ 9,270.00 4 Aclof-God Insurance(Additive Bid Item) $ $ $ 6,086.30 $ 1,700.00 $ 100.00 TOTAL BASE BID PRICE FOR BID ITEMS 14 $ 525,270.00 $ 325,165.46 $ 408,470.00 $ 417,000.00 Pacific Underground Constr,Inc. Rodan Builders,Inc. WR Fords Associates San Jose,CA Burlingame,CA Richmind,CA r BID Unit Total Unit Total Unit Total DESCRIPTION QUANIIY Unit Price Price Price Price Price Price Remove and Replace the Hillside Drive Pressure Tank and Associated Appurtenances 1 LS $ 251,155.00 $ 288,400.77 $ 268,000.00 Remove and Replace the Skyview Pressure Tank and Associated Appurtenances 1 LS $ 225,950.00 1 $ 192,267.18 $ 219,000.00 Services to Modify RTU Software for Both Tank 3 Sites 1 LS $ 9,270 $ 9,270.00 $ 9,270.00 $ 9,270.00 q Act-of-God Insurance(Additive Bid Item) 1 LS $ 1,500 $ 4,000.00 $ 2,500.00 TOTAL BASE BID PRICE FOR BID ITEMS 1.4 $ 487,876.00 $ 493,937.96 $ 498,770.00 81370 BW Summary Page 1 of 1 C:tDocumsras and Sennili lamurtura\Local Sedkgs\Temporary Internet Fi1WOLKl"2040 Bid Summary.Ws Updated:8/24/2009 AGREEMENT FOR PROFESSIONAL ENGINEERING CONSULTANT SERVICES KENNEDY JENKS CONSULTANTS CONSTRUCTION MANAGEMENT FOR THE HILLSIDE DRIVE AND SKYVIEW PRESSURE TANKS UPGRADE PROJECT CITY PROJECT NO. 82040 THIS AGREEMENT is entered into this day of , 2009, by and between the City of Burlingame, State of California, herein called the "City", and KENNEDY JENKS CONSULTANTS engaged in providing PROFESSIONAL ENGINEERING CONSULTANT services herein called the "Consultant". RECITALS A. The City is considering conducting undertaking activities for the consultant engineering services for the Hillside Drive and Skyview Pressure Tanks Upgrade Project. B. The City desires to engage a professional engineering consultant to provide survey and engineering services because of Consultant's experience and qualifications to perform the desired work, described in Exhibit A. C. The Consultant represents and affirms that it is qualified and willing to perform the desired work pursuant to this Agreement. AGREEMENTS NOW, THEREFORE, THE PARTIES HERETO AGREE AS FOLLOWS: 1 . Scope of Services. The Consultant shall provide all services as set forth in Exhibit A of this agreement. 2. Time of Performance. The services of the Consultant are to commence upon the execution of this Agreement with completion of the program by May 2010. 3. Compliance with Laws. The Consultant shall comply with all applicable laws, codes, ordinances, and regulations of governing federal, state and local laws. Consultant represents and warrants to City that it has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Consultant to practice its profession. Consultant represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement any licenses, permits, and approvals which are legally required for Consultant to practice its profession. Consultant shall maintain a City of Burlingame business license. Page 1 of 7 4. Sole Responsibility. Consultant shall be responsible for employing or engaging all persons necessary to perform the services under this Agreement. 5. Information/Report Handling. All documents furnished to Consultant by the City and all reports and supportive data prepared by the Consultant under this Agreement are the City's property and shall be delivered to the City upon the completion of Consultant's services or at the City's written request. All reports, information, data, and exhibits prepared or assembled by Consultant in connection with the performance of its services pursuant to this Agreement are confidential until released by the City to the public, and the Consultant shall not make any of the these documents or information available to any individual or organization not employed by the Consultant or the City without the written consent of the City before such release. The City acknowledges that the reports to be prepared by the Consultant pursuant to this Agreement are for the purpose of evaluating a defined project, and City's use of the information contained in the reports prepared by the Consultant in connection with other projects shall be solely at City's risk, unless Consultant expressly consents to such use in writing. City further agrees that it will not appropriate any methodology or technique of Consultant which is and has been confirmed in writing by Consultant to be a trade secret of Consultant. 6. Compensation. Compensation for Consultant's professional services shall not exceed $109,630.00; and payment shall be based upon City approval of each task. Billing shall be accompanied by a detailed explanation of the work performed by whom at what rate and on what date. Also, plans, specifications, documents or other pertinent materials shall be submitted for City review, even if only in partial or draft form. 7. Availability of Records. Consultant shall maintain the records supporting this billing for not less than three (3)years following completion of the work under this Agreement. Consultant shall make these records available to authorized personnel of the City at the Consultant's offices during business hours upon written request of the City. 8. Project Manager. The Project Manager for the Consultant for the work under this Agreement shall be Mr. Thomas Yeager, Vice President. 9. Assi ngnability and Subcontracting. The services to be performed under this Agreement are unique and personal to the Consultant. No portion of these services shall be assigned or subcontracted without the written consent of the City. Page 2 of 7 10. Notices. Any notice required to be given shall be deemed to be duly and properly given if mailed postage prepaid, and addressed to: To City: Director of Public Works City of Burlingame 501 Primrose Road Burlingame, CA 94010 To Consultant: Tom Yeager Kennedy Jenks Consultants 2191 East Bayshore Road, Suite 200 Palo Alto, Ca. 94303 or personally delivered to Consultant to such address or such other address as Consultant designates in writing to City. 11. Independent Contractor. It is understood that the Consultant, in the performance of the work and services agreed to be performed, shall act as and be an independent contractor and not an agent or employee of the City. As an independent contractor he/she shall not obtain any rights to retirement benefits or other benefits which accrue to City employee(s). With prior written consent, the Consultant may perform some obligations under this Agreement by subcontracting, but may not delegate ultimate responsibility for performance or assign or transfer interests under this Agreement. Consultant agrees to testify in any litigation brought regarding the subject of the work to be performed under this Agreement. Consultant shall be compensated for its costs and expenses in preparing for, traveling to, and testifying in such matters at its then current hourly rates of compensation, unless such litigation is brought by Consultant or is based on allegations of Consultant's negligent performance or wrongdoing. 12. Conflict of Interest. Consultant understands that its professional responsibilities is solely to the City. The Consultant has and shall not obtain any holding or interest within the City of Burlingame. Consultant has no business holdings or agreements with any individual member of the Staff or management of the City or its representatives nor shall it enter into any such holdings or agreements. In addition, Consultant warrants that it does not presently and shall not acquire any direct or indirect interest adverse to those of the City in the subject of this Agreement, and it shall immediately disassociate itself from such an interest should it discover it has done so and shall, at the City's sole discretion, divest itself of such interest. Consultant shall not knowingly and shall take reasonable steps to ensure that it does not employ a person having such an interest in this performance of this Agreement. If after employment of a person, Consultant discovers it has employed a person with a direct or indirect interest that would conflict with its Page 3 of 7 performance of this Agreement, Consultant shall promptly notify City of this employment relationship, and shall, at the City's sole discretion, sever any such employment relationship. 13. Equal Employment Opportunity. Consultant warrants that it is an equal opportunity employer and shall comply with applicable regulations governing equal employment opportunity. Neither Consultant nor its subcontractors do and neither shall discriminate against persons employed or seeking employment with them on the basis of age, sex, color, race, marital status, sexual orientation, ancestry, physical or mental disability, national origin, religion, or medical condition, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment& Housing Act. 14. Insurance. A. Minimum Scope of Insurance: i. Consultant agrees to have and maintain, for the duration of the contract, General Liability insurance policies insuring him/her and his/her firm to an amount not less than: one million dollars ($1,000,000) combined single limit per occurrence/aggregate for bodily injury, personal injury and property damage in a form at least as broad as ISO "Occurrence" Form CG 0001. ii. Consultant agrees to have and maintain for the duration of the contract, an Automobile Liability insurance policy ensuring him/her and his/her staff to an amount not less than one million dollars ($1,000,000) combined single limit per accident for bodily injury and property damage. iii. Consultant agrees to have and maintain, for the duration of the contract, professional liability insurance in amounts not less than one million dollars ($1,000,000) each claim/aggregate sufficient to insure Consultant for professional errors or omissions in the performance of the particular scope of work under this agreement. iv. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration, and defense expenses. Page 4 of 7 B. General and Automobile Liability Policies: i. The City, its officers, officials, employees and volunteers are to be covered as insured as respects: liability arising out of activities performed by or on behalf of the Consultant; products and completed operations of Consultant, premises owned or used by the Consultant. The endorsement providing this additional insured coverage shall be equal to or broader than ISO Form CG 20 10 11 85 and must cover joint negligence, completed operations, and the acts of subcontractors. This requirement does not apply to the professional liability insurance required for professional errors and omissions. ii. The Consultant's insurance coverage shall be endorsed to be primary insurance as respects the City, its officers, officials, employees and volunteers. Any insurance or self-insurances maintained by the City, its officers, officials, employees or volunteers shall be excess of the Consultant's insurance and shall not contribute with it. iii. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. iv. The Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer's liability. C. In addition to these policies, Consultant shall have and maintain Workers' Compensation insurance as required by California law. Further, Consultant shall ensure that all subcontractors employed by Consultant provide the required Workers' Compensation insurance for their respective employees. D. All Coverages: Each insurance policy required in this item shall be endorsed to state that coverage shall not be canceled except after thirty(30) days' prior written notice by mail, has been given to the City(10 days for non-payment of premium). Current certification of such insurance shall be kept on file at all times during the term of this agreement with the City Clerk. E. Acceptability of Insurers. Insurance is to be placed with insurers with a Best's rating of no less than A-:VII and authorized to do business in the State of California. Page 5 of 7 F. Verification of Coverage. Upon execution of this Agreement, Contractor shall furnish the City with certificates of insurance and with original endorsements effecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be on forms approved by the City. All certificates and endorsements are to be received and approved by the City before any work commences. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. 15. Indemnification. To the fullest extent permitted by law, (including without limitation, California Civil Code sections 2782 and 2782.6), Consultant shall save, keep and hold harmless indemnify and defend the City, its officers, employees, authorized agents and volunteers from all damages, liabilities, penalties, costs, or expenses in law or equity, including but not limited to attorneys' fees, that may at any time arise, result from, relate to, or be set up because of damages to property or personal injury received by reason of, or in the course of performing work which arise out of, pertain to, or relate to, directly or indirectly, in whole or in part, the negligence, recklessness, or willful misconduct of Consultant, or any of the Consultant's officers, employees, or agents or any subconsultant. This provision shall not apply if the damage or injury is caused by the sole negligence, active negligence, or willful misconduct of the City, its officers, agents, employees, or volunteers. 16. Waiver. No failure on the part of either party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder, nor does waiver of a breach or default under this Agreement constitute a continuing waiver of a subsequent breach of the same or any other provision of this Agreement. 17. Governing Law. This Agreement, regardless of where executed, shall be governed by and construed to the laws of the State of California. Venue for any action regarding this Agreement shall be in the Superior Court of the County of San Mateo or Santa Clara. 18. Termination of Agreement. The City and the Consultant shall have the right to terminate this agreement with or without cause by giving not less than fifteen (15) days written notice of termination. In the event of termination, the Consultant shall deliver to the City all plans, files, documents, reports, performed to date by the Consultant. In the event of such termination, City shall pay Consultant an amount that bears the same ratio to the maximum contract price as the work delivered to the City bears to completed services contemplated under this Agreement, unless such termination is made for cause, in which event, compensation, if any, shall be adjusted in light of the particular facts and circumstances involved in such termination. Page 6 of 7 19. Amendment. No modification, waiver, mutual termination, or amendment of this Agreement is effective unless made in writing and signed by the City and the Consultant. 20. Disputes. In any dispute over any aspect of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, as well as costs not to exceed $7,500 in total. 21. Entire Agreement. This Agreement constitutes the complete and exclusive statement of the Agreement between the City and Consultant. No terms, conditions, understandings or agreements purporting to modify or vary this Agreement, unless hereafter made in writing and signed by the party to be bound, shall be binding on either party. IN WITNESS WHEREOF, the City and Consultant have executed this Agreement as of the date indicated on page one (1). City of Burlingame By Syed Murtuza Kennedy Jenks Consultants. Director of Public Works Print Name: Thomas Yeager Title: Vice President ATTEST: Approved as to form: City Clerk - Mary Ellen Kearney Gus Guinan - Larry Anderson SAA Public Works Directory\PROJECTS\82040-Hillside Skyview Pressure Tank Replace\Kennedy Jenks Prof Agreement.wpd Page 7 of 7 Exhibit A Kennedy/Jenks Consultants Engineers&Scientists g 2191 East Bayshore Road,Suite 200 Palo Alto,California 94303 650-852-2800 FAX:650-856-8527 14 May 2009 Mr. Jeff Tarantino Erler and Kawlinowski, Inc. MAY 15 NO 1870 Ogden Burlingame, CA 94010 ER ER&NAI,INOVVSKI, INN, Subject: Proposal for Construction Management Services City of Burlingame Hillside Drive Pressure Tank Upgrade Skyview Pressure Tank Upgrade City Project No. 81210 K/J Proposal B09054 Dear Jeff: We are pleased to submit this proposal for providing additional engineering services related to the replacement of the Burlingame Hillside Drive Pressure Tank Upgrade and Skyview Pressure Tank Upgrade Projects. This proposal is for the provision of engineering services during the bidding and the construction phases of the project. The construction management services are based on a construction period of 120 working days. Of these 120 working days, we are assuming 10 working days for the waterline installation at Hillside and 60 working days for the installation of the hydropneumatic tanks and appurtenances. The remaining working days would include time for submittal review and hydropneumatic tank fabrication. Scope of Services Based on our initial assessment of the nature of the construction work required for this project, it is our opinion that only part time on-site construction observation of the construction will be required for the hydropneumatic tank installation, but full time installation is required for the waterline installation. The scope of work for this project is divided into 3 phases associated with the City of Burlingame ("City") Pressure Tank Replacement Project as described below: • Phase 1 —Bid Services • Phase 2— Construction Management Services • Phase 3— Project Management The scope of our services is described as follows: Phase 1 — Bid Services • Prepare and issue a maximum of 1 addendum with a maximum of 10 items p:10710788022_budingampressure tanksls don_04-projecLadminisbabonlcmJefler agreement&_!ee_esfldraftlederagreemenL.bgarnehydro mala Exhibit A Kennedy/Jenks Consultants Mr. Jeff Tarantino 14 May 2009 Page 2 • Attend a pre-bid meeting and site visit • Attend the bid opening Phase 2— Construction Management Services • Review a maximum of 24 submittals and resubmittals • Respond to a maximum of 8 RFls • Provide a maximum of 256 hours of field review services • Provide for specialty inspection of the tank coating by Bay Area Coating Consultant • Provide engineering assistance with system start-up for both sites • Prepare a maximum of 2 change orders with 5 items each • Attend a maximum of 10 Bi-Weekly progress meetings with the contractor and City staff • Prepare record drawings and project closeout material Phase 3— Project Management • Set up of an internal project accounting system • Reviewing project progress along with budget status • Monthly Status and Billing Reports in both paper and Adobe Acrobat format for the City that will include a summary of the work performed during the billing period, a schedule update, and a summary of current and anticipated problems (34 hours) Basis of Compensation Based on our estimate of services required, we propose a budget of$109,630, which will not be exceeded without authorization. This budget assumes that the coating inspection of the tank will occur at the site and/or at a fabrication facility in California. Compensation for our services shall be on a time and expense reimbursement basis in accordance with our Schedule of Charges dated 1 January 2009, attached. Payments shall be made monthly based on invoices which describe services and list actual costs and expenses. A detailed staffing estimate and breakdown of our proposed budget is shown on the attached spreadsheet. This staffing estimate is based on a construction duration lasting 120 working days. Please note, according to prevailing wage requirements on public works projects, wages for personnel performing field review services must meet the state standard minimum wage requirements. For this reason, in the attached staffing estimate, field review services will be charged at a minimum billing rate for an Engineer/Scientist Grade 4. Terms and Conditions This proposal is based on current projections of staff availability and costs and, therefore, is valid for 90 days following the date of this letter. p:\07\0788022_budingam-pressae_lankslsec6on_04-project adminlstafionlcm_lerier agreement_&tee_eslldraftletteragreement bgarr*hydro_cm.doc Exhibit A Kennedy/Jenks Consultants Mr. Jeff Tarantino 14 May 2009 Page 3 To assure a clear understanding of all matters related to our mutual responsibilities, we assume that the standard City of Burlingame contract terms and conditions which have been in our previous contracts will be made a part of our agreement. Thank you for considering us for this work. We look forward to working with you and the City. Very truly yours, TKDY/JENK CO , S L ANTS, INC. . WyckoffI , esident �� Yall� Thomas E. Yeager Palo Alto Office Manager Enclosures p:10110788022_budingaro-pressure_tanks�secton_04-projecLadminlstrabon�cm_letter_agreemenLB_tee_estldraft lefter agreemem_bgamehydro_cm.doc Exhibit A Client/Address: City of Burlingame Hillside Pressure Tank Upgrade Skyview Pressure Tank Upgrade City project 81210 Contract/Proposal Date: 14 May 2009 Schedule of Charges January 1,2009 Personnel Compensation Classification Hourly Rate CAD-Technician..................................................................................................$95 Designer-Senior Technician..............................................................................$125 Engineer-Scientist-Specialist 2.........................................................................$120 Engineer-Scientist-Specialist 3.........................................................................$135 Engineer-Scientist-Specialist 4.........................................................................$150 Engineer-Scientist-Specialist 5.........................................................................$165 Engineer-Scientist-Specialist 6.........................................................................$185 Engineer-Scientist-Specialist 7.........................................................................$210 Engineer-Scientist-Specialist 8.........................................................................$220 Engineer-Scientist-Specialist 9.........................................................................$225 ProjectAdministrator...........................................................................................$85 Administrative Assistant.............................................................:........................$70 Aide..................................................:.................................................................$55 In addition to the above Hourly Rates,a three percent Communications Surcharge will be added to Personnel Compensation for normal and incidental copies,communications and postage. Direct Expenses Reimbursement for direct expenses,as listed below,incurred in connection with the work,will be at cost plus ten percent for items such as: a. Maps,photographs,reproductions,printing,equipment rental,and special supplies related to the work. b. Consultants,soils engineers,surveyors,contractors,and other outside services. c. Rented vehicles,local public transportation and taxis,travel and subsistence. d. Specific telecommunications and delivery charges. e. Special fees,insurance,permits,and licenses applicable to the work. f. Outside computer processing,computation,and proprietary programs purchased for the work. Reimbursement for vehicles used in connection with the work will be at the federally approved mileage rates or at a negotiated monthly rate. Reimbursement for use of computerized drafting systems(CAD),geographical information systems(GIS),and other specialized software and hardware will be at the rate of$12 per hour. Rates for professional staff for legal proceedings or as expert witnesses will be at rates one and one-half times the Hourly Rates specified above. Other in-house charges for prints and reproductions,equlpment.usage,laboratory analyses,etc.will be at standard company rates. Excise and gross receipts taxes,if any,will be added as a direct expense. The foregoing Schedule of Charges is incorporated into the agreement for the services provided,effective January 1,2009 through December 31,2009.After December 31,2009,invoices will reflect the Schedule of Charges currently in effect. Proposal Fee Estimate Kennedy/Jenks Consultants CLIENT Name: City of Burlingame PROJECT Description: Hillside Drive and Skyview Pressure Tank Design Proposal/Job Number: B09054 5/15/2009 TEY THG DLE/AR NEP NEP FNE JAH January 3,2009 Rates E KJ Sub KJ KJ KJ + m ai n m q c? Q � yo` � [i[nnt `ra -0 Z a `ny U Q. a 01 C1 c Q s a ° x Claflcatlon: w w u1 w w w U it Total -- V W * O O Lu d m F Hours Rate: $725 $220 $210 $185 $150 $135 $95 $85 Hours Fees Fees 10% Fees 10% Fees ask 1 .$ld Support Serwce_s Subtask-Addendums a 4 12 20 $3,100 $0 $0 $0 $3,100 Subtask-Pre-Bid Meeting 4 4 8 $1,420 so $0 $o $1,420 Subtask-Bid O eni 4 4 $540 $0 $0 $0 $540 Task 1-Subtotal 0 8 0 0 4 20 0 0 32 $5,060 $0 $0 $0 $0 $0 $5,060 . . . .... �ask2 Construction[martaget+tetrtServlces:; . . .: .. .. ... .... .. .. .. . .. .. .. .. Subtask-Review Submittals and Resubmittals s 6 12 40 66 $10,640 $0 $0 $0 $10,640 Subtask-Respond to RFls 8 6 24 38 $6,260 $0 $0 $0 $6,260 Subtask-Field Review Services Subtask-Field Review Pipeline(10 working days) 8 80 88 $13,680 $0 $0 $0 $13,680 Subtask-Hydro Tank Instalaltion (60 working days) 40 8 120 168 $27.880 $0 $2,500 $250 $2,750 $30,630 Subtask-Specialty Inspections 2 4 s 14 $2,360 $5,000 Wo $0 $5,500 $7,860 Subtask-Start-Up 8 16 24 s 56 $9,800 $o $0 $0 $9,800 Subtask-Change Orders 4 4 8 16 $2,800 so $0 $0 $2,800 Subtask-Bi-Weekly Progress Meetings (10 ea) 40 40 80 $13,800 $0 $0 $0 $13,800 Subtask-Prepare Record Drawings&Closeout Material 2 4 12 18 36 $4,610 $0 $0 $0 $4.610 Task 2-Subtotal 0 32 128 20 224 140 1s 0 562 $91,830 $5,000 $500 $2,500 $280 $8,250 $100,080 Task 3-Project m anagement . .. . Subtask-Setup of Internal Accounting System 1 2 4 7 $630 $0 $0 $0 $830 Subtask-Prepare Monthly Billings 12 12 $1,020 $0 $0 $o $1,020 Subtask-Monthly Status and Billing Reports 6 ea s 6 6 18 $2.640 $0 $0 $0 $2,640 Task 3-Subtotal 0 7 0 0 0 8 0 22 37 $4,490 $0 $0 $0 $01 $0 1 4,490 All Tasks Total 0 47 128 20 228 166 18 221 631 $101,380 $5,000 $500 $2,500 '$250 $8,250 $109630 M x 3 is r-r D P10710788022-Burlirgan-Preswra_TagslSectior�04-Rojeot-AdminiWzdDriCL4-Letter-AgreemeriL&_Fee_EstBut garre-'ressue_Ta*.Fce_EeLTEY-051309.1Is ®zeoeNaNeadknb owauno,m,nc DEPARTMENT OF PUBLIC WORKS AGREEMENT FOR PUBLIC IMPROVEMENT HILLSIDE DRIVE AND SKYVIEW PRESSURE TANKS UPGRADE CITY PROJECT NO. 82040 THIS AGREEMENT, made in duplicate and entered into in the City of Burlingame, County of San Mateo, State of California on , by and between the CITY OF BURLINGAME, a municipal corporation, hereinafter called "City", and En ing eering/Remediation Resources Group, hereinafter called "Contractor," WITNESSETH : WHEREAS, City has taken appropriate proceedings to authorize construction of the public work and improvements herein provided for and to authorize execution of this Contract; and WHEREAS, pursuant to State law and City requirements, a notice was duly published for bids for the contract for the improvement hereinafter described; and WHEREAS, on August 13, 2009, after notice duly given, the City Council of Burlingame awarded the contract for the construction of the improvements hereinafter described to Contractor, which the Council found to be the lowest responsible bidder for these improvements; and WHEREAS, City and Contractor desire to enter into this agreement for the construction of said improvements, NOW, THEREFORE, IT IS AGREED by the parties hereto as follows: 1. Scope of work. Contractor shall perform the work described in those Specifications entitled: HILLSIDE DRIVE AND SKYVIEW PRESSURE TANKS UPGRADE PROJECT, CITY JOB NO. 82040. 2. The Contract Documents. The complete contract consists of the following documents: this Agreement,Notice Inviting Sealed Bids, the prevailing wage rates of the State of California applicable to this project by State law, the accepted Bid Proposal, the complete plans, profiles, detailed drawings and Standard Specifications, Special Provisions and all bonds, and are hereinafter referred to as the Contract Documents. All rights and obligations of City and Contractor are fully set forth and described in the Contract Documents. All of the above described documents are intended to cooperate so that any work called for in one, and not mentioned in the other, or vice versa, is to be executed the same as if mentioned in all said documents. 3. Contract Price. The City shall pay, and the Contractor shall accept, in full, payment of the work above agreed to be done, the sum of three hundred twenty-five thousand one hundred sixty-five dollars ($325,165). This price is determined by the unit prices contained in Contractor's Bid. In the event authorized work is performed or materials furnished in addition to those set forth in Contractor's Bid and the Specifications, such work and materials will be paid for at the unit prices therein contained. Said amount shall be paid in progress payments as provided in the Contract Documents. 4. Provisions Cumulative. The provisions of this Agreement are cumulative and in addition to and not in limitation of any other rights or remedies available to the City. 5. Notices. All notices shall be in writing and delivered in person or transmitted by certified mail, postage prepaid. Notices required to be given to the City shall be addressed as follows: Phil Monaghan, Sr. Civil Engineer CITY OF BURLINGAME 501 Primrose Road Burlingame, California 94010 Notices required to be given to Contractor shall be addressed as follows: Rowan Tucker Engineering/Remediation Resources Group 4585 Pacheco Blvd. Ste 200 Martinez, Ca. 94553 6. Interpretation. As used herein, any gender includes the other gender and the singular includes the plural and vice versa. 7. Waiver or Amendment. No modification, waiver, mutual termination, or amendment of this Agreement is effective unless made in writing and signed by the City and the Contractor. IN WITNESS WHEREOF, two identical counterparts of this Agreement, consisting of three (3)pages, including this page, each of which counterparts shall for all purposes be deemed an original of this Agreement, have been duly executed by the parties hereinabove named on the day and year first hereinabove written. CITY OF BURLINGAME, "CONTRACTOR" a Municipal Corporation By By Syed Murtuza, Director of Public Works Engineering/Remediation Resources Group Approved as to form: Gus Guinan, City Attorney ATTEST: Mary Ellen Kearney, City Clerk Agenda Item # 8b Meeting BURLINGAME STAFF REPORT Date: September 8, 2009 SUBMITTED B APPROVED BY TO: HONORABLE MAYOR AND CITY COUNCIL DATE: August 26, 2009 FROM: PUBLIC WORKS SUBJECT: RESOLUTION AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT WITH WILSEY HAM, INC., FOR THE MARSTEN STORM DRAINAGE OUTFALL STRUCTURE AND EASTON CREEK WIDENING PROJECT, CITY PROJECT NO. 80520 RECOMMENDATION: It is recommended that Council approve the attached resolution authorizing a professional services agreement with Wilsey Ham, Inc., for the Marsten Storm Drainage Outfall Structure and Easton Creek Widening Project in the amount of $119,834. BACKGROUND: The Easton Creek watershed drainage improvements have four phases of which the City has successfully completed the first two phases. Phases 1 and 2 included the construction of 820 feet of sixty-six inch diameter bypass pipeline with manhole structures from Marsten pump station to Old Bayshore Highway. Phase 3 of the project includes construction of a pipeline outfall structure into the creek as well as widening of Easton Creek from Old Bayshore Highway to its outlet at San Francisco Bay. The final project phase will include the reconstruction of Marsten pump station for which staff will return to Council at a later date for approval. Once completed, the project will alleviate chronic flooding in the Easton Creek watershed area and will improve water quality. DISCUSSION: Staff issued `Request for Proposals' for professional engineering design services and received four proposals from qualified firms. Staff evaluated the proposals and interviewed the qualified firms. The interview panel rated Wilsey Ham Inc. as the most qualified consultant to perform the work due to its extensive experience, project approach and successful past performance on similar work for the City and other agencies. Staff has negotiated a professional services agreement with Wilsey Ham, Inc. in the amount of $119,834 for the following scope of services: ■ Perform geotechnical investigation and field survey ■ Perform design alternative analysis ■ Prepare final engineering plans and specifications ■ Prepare landscape planting plan for creek habitat restoration ■ Coordinate access easement acquisition for construction The professional fee amount represents 8.6% of the $1,400,000 estimated project construction cost,which is below the industry standard of 10%to 15%for this type of work. BUDGET IMPACT: Following are the estimated expenditures: Engineering design and geotechnical services $ 119,834 Contingency(15%) 18,000 Staff administration 10,000 Total $ 147,834 The project is funded by the voter approved storm drainage fee program and is included in the amended FY2009-10 Capital Improvement Program. EXHIBITS: Resolution,Agreement with scope of services,location map c: Wilsey Ham, Inc. S:W Public Works Directory\Staff Reports\80520 Approving Wilsey Ham.doc RESOLUTION NO. AUTHORIZING EXECUTION OF AGREEMENT FOR PROFESSIONAL SERVICES WITH WILSEY HAM, INC., FOR THE MARSTEN STORM DRAINAGE OUTFALL STRUCTURE AND EASTON CREEK WIDENING PROJECT ENGINEERING DESIGN SERVICES CITY PROJECT NO. 80520 RESOLVED, by the CITY COUNCIL of the City of Burlingame, California and this Council does hereby FIND, ORDER and DETERMINE AS FOLLOWS: I . The public interest and convenience require execution of the agreement cited in the title above. 2. The City Manager be, and he is hereby, authorized to sign said agreement for and on behalf of the City of Burlingame. 3. The City Clerk is hereby ordered and instructed to attest such signature. Mayor 1, MARY ELLEN KEARNEY, City Clerk of the City of Burlingame, do hereby certify that the foregoing Resolution was introduced at a regular meeting of the City Council held on the day of , 2009 and was adopted thereafter by the following vote. AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: City Clerk AGREEMENT FOR PROFESSIONAL ENGINEERING CONSULTANT SERVICES WILSEY HAM ENGINEERS INC. FOR THE MARSTEN STORM DRAINAGE OUTFALL STRUCTURE AND EASTON CREEK WIDENING PROJECT CITY PROJECT NO. 80520 THIS AGREEMENT is entered into this day of , 2009, by and between the City of Burlingame, State of California, herein called the "City", and WILSEY HAM ENGINEERS INC. engaged in providing PROFESSIONAL ENGINEERING CONSULTANT SERVICES herein called the "Consultant". RECITALS A. The City is considering conducting undertaking activities for Professional Engineering Consultant Services for the Marsten Storm Drainage Outfall Structure and Easton Creek Widening Project. B. The City desires to engage a professional engineering consultant to provide Engineering Design Services because of Consultant's experience and qualifications to perform the desired work, described in Exhibit A. C. The Consultant represents and affirms that it is qualified and willing to perform the desired work pursuant to this Agreement. AGREEMENTS NOW, THEREFORE, THE PARTIES HERETO AGREE AS FOLLOWS: 1. Scope of Services. The Consultant shall provide all services as set forth in Exhibit A of this agreement. 2. Time of Performance. The services of the Consultant are to commence upon the execution of this Agreement with completion of services by December 2009. 3. Compliance with Laws. The Consultant shall comply with all applicable laws, codes, ordinances, and regulations of governing federal, state and local laws. Consultant represents and warrants to City that it has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Consultant to practice its profession. Consultant represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement Page 1 of 7 any licenses, permits, and approvals which are legally required for Consultant to practice its profession. Consultant shall maintain a City of Burlingame business license. 4. Sole Responsibility. Consultant shall be responsible for employing or engaging all persons necessary to perform the services under this Agreement. 5. Information/Report Handling. All documents furnished to Consultant by the City and all reports and supportive data prepared by the Consultant under this Agreement are the City's property and shall be delivered to the City upon the completion of Consultant's services or at the City's written request. All reports, information, data, and exhibits prepared or assembled by Consultant in connection with the performance of its services pursuant to this Agreement are confidential until released by the City to the public, and the Consultant shall not make any of the these documents or information available to any individual or organization not employed by the Consultant or the City without the written consent of the City before such release. The City acknowledges that the reports to be prepared by the Consultant pursuant to this Agreement are for the purpose of evaluating a defined project, and City's use of the information contained in the reports prepared by the Consultant in connection with other projects shall be solely at City's risk, unless Consultant expressly consents to such use in writing. City further agrees that it will not appropriate any methodology or technique of Consultant which is and has been confirmed in writing by Consultant to be a trade secret of Consultant. 6. Compensation. Compensation for Consultant's professional services shall not exceed $119,834.00; and payment shall be based upon City approval of each task. Billing shall be accompanied by a detailed explanation of the work performed by whom at what rate and on what date. Also, plans, specifications, documents or other pertinent materials shall be submitted for City review, even if only in partial or draft form. 7. Availability of Records. Consultant shall maintain the records supporting this billing for not less than three (3) years following completion of the work under this Agreement. Consultant shall make these records available to authorized personnel of the City at the Consultant's offices during business hours upon written request of the City. 8. Project Manager. The Project Manager for the Consultant for the work under this Agreement shall be Mr. Jeff Peterson, President. 9. Assi ng ability and Subcontracting. The services to be performed under this Agreement are unique and personal to the Consultant. No portion of these services shall be assigned or subcontracted without the written consent of the City. Page 2 of 7 10. Notices. Any notice required to be given shall be deemed to be duly and properly given if mailed postage prepaid, and addressed to: To City: Director of Public Works City of Burlingame 501 Primrose Road Burlingame, CA 94010 To Consultant: Jeff Peterson, President Wilsey Ham Engineers, Inc. 383 A Vintage Park Drive. Foster City, Ca. 94404 or personally delivered to Consultant to such address or such other address as Consultant designates in writing to City. 11. Independent Contractor. It is understood that the Consultant, in the performance of the work and services agreed to be performed, shall act as and be an independent contractor and not an agent or employee of the City. As an independent contractor he/she shall not obtain any rights to retirement benefits or other benefits which accrue to City employee(s). With prior written consent,the Consultant may perform some obligations under this Agreement by subcontracting, but may not delegate ultimate responsibility for performance or assign or transfer interests under this Agreement. Consultant agrees to testify in any litigation brought regarding the subject of the work to be performed under this Agreement. Consultant shall be compensated for its costs and expenses in preparing for, traveling to, and testifying in such matters at its then current hourly rates of compensation, unless such litigation is brought by Consultant or is based on allegations of Consultant's negligent performance or wrongdoing. 12. Conflict of Interest. Consultant understands that its professional responsibilities is solely to the City. The Consultant has and shall not obtain any holding or interest within the City of Burlingame. Consultant has no business holdings or agreements with any individual member of the Staff or management of the City or its representatives nor shall it enter into any such holdings or agreements. In addition, Consultant warrants that it does not presently and shall not acquire any direct or indirect interest adverse to those of the City in the subject of this Agreement, and it shall immediately disassociate itself from such an interest should it discover it has done so and shall, at the City's sole discretion, divest itself of such interest. Consultant shall not knowingly and shall take reasonable steps to ensure that it does not employ a person having such an interest in this performance of this Agreement. If after employment of a person, Consultant discovers it Page 3 of 7 has employed a person with a direct or indirect interest that would conflict with its performance of this Agreement, Consultant shall promptly notify City of this employment relationship, and shall, at the City's sole discretion, sever any such employment relationship. 13. Equal Employment Opportunity. Consultant warrants that it is an equal opportunity employer and shall comply with applicable regulations governing equal employment opportunity. Neither Consultant nor its subcontractors do and neither shall discriminate against persons employed or seeking employment with them on the basis of age, sex, color, race, marital status, sexual orientation, ancestry, physical or mental disability, national origin, religion, or medical condition, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment& Housing Act. 14. Insurance. A. Minimum Scope of Insurance: i. Consultant agrees to have and maintain, for the duration of the contract, General Liability insurance policies insuring him/her and his/her firm to an amount not less than: two million dollars ($2,000,000) combined single limit per occurrence/aggregate for bodily injury, personal injury and property damage in a form at least as broad as ISO "Occurrence" Form CG 0001. ii. Consultant agrees to have and maintain for the duration of the contract, an Automobile Liability insurance policy ensuring him/her and his/her staff to an amount not less than one million dollars ($1,000,000) combined single limit per accident for bodily injury and property damage. iii. Consultant agrees to have and maintain, for the duration of the contract, professional liability insurance in amounts not less than one million dollars ($1,000,000) each claim/aggregate sufficient to insure Consultant for professional errors or omissions in the performance of the particular scope of work under this agreement. iv. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration, and defense expenses. Page 4 of 7 B. General and Automobile Liability Policies: i. The City, its officers, officials, employees and volunteers are to be covered as insured as respects: liability arising out of activities performed by or on behalf of the Consultant; products and completed operations of Consultant, premises owned or used by the Consultant. The endorsement providing this additional insured coverage shall be equal to or broader than ISO Form CG 20 10 11 85 and must cover joint negligence, completed operations, and the acts of subcontractors. This requirement does not apply to the professional liability insurance required for professional errors and omissions. ii. The Consultant's insurance coverage shall be endorsed to be primary insurance as respects the City, its officers, officials, employees and volunteers. Any insurance or self-insurances maintained by the City, its officers, officials, employees or volunteers shall be excess of the Consultant's insurance and shall not contribute with it. iii. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. iv. The Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer's liability. C. In addition to these policies, Consultant shall have and maintain Workers' Compensation insurance as required by California law. Further, Consultant shall ensure that all subcontractors employed by Consultant provide the required Workers' Compensation insurance for their respective employees. D. All Coverages: Each insurance policy required in this item shall be endorsed to state that coverage shall not be canceled except after thirty (3 0) days' prior written notice by mail, has been given to the City (10 days for non-payment of premium). Current certification of such insurance shall be kept on file at all times during the term of this agreement with the City Clerk. E. Acceptability of Insurers. Insurance is to be placed with insurers with a Best's rating of no less than A-:VII and authorized to do business in the State of California. Page 5 of 7 F. Verification of Coverage. Upon execution of this Agreement, Contractor shall furnish the City with certificates of insurance and with original endorsements effecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be on forms approved by the City. All certificates and endorsements are to be received and approved by the City before any work commences. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. 15. Indemnification. To the fullest extent permitted by law, (including without limitation, California Civil Code sections 2782 and 2782.6), Consultant shall save, keep and hold harmless indemnify and defend the City, its officers, employees, authorized agents and volunteers from all damages, liabilities, penalties, costs, or expenses in law or equity, including but not limited to attorneys' fees, that may at any time arise, result from, relate to, or be set up because of damages to property or personal injury received by reason of, or in the course of performing work which arise out of, pertain to, or relate to, directly or indirectly, in whole or in part, the negligence, recklessness, or willful misconduct of Consultant, or any of the Consultant's officers, employees, or agents or any subconsultant. This provision shall not apply if the damage or injury is caused by the sole negligence, active negligence, or willful misconduct of the City, its officers, agents, employees, or volunteers. 16. Waiver. No failure on the part of either parry to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder, nor does waiver of a breach or default under this Agreement constitute a continuing waiver of a subsequent breach of the same or any other provision of this Agreement. 17. Governing Law. This Agreement, regardless of where executed, shall be governed by and construed to the laws of the State of California. Venue for any action regarding this Agreement shall be in the Superior Court of the County of San Mateo or Santa Clara. 18. Termination of Agreement. The City and the Consultant shall have the right to terminate this agreement with or without cause by giving not less than fifteen (15) days written notice of termination. In the event of termination, the Consultant shall deliver to the City all plans, files, documents, reports, performed to date by the Consultant. In the event of such termination, City shall pay Consultant an amount that bears the same ratio to the maximum contract price as the work delivered to the City bears to completed services contemplated under this Agreement, unless such termination is made for cause, in which event, compensation, if any, shall be adjusted in light of the particular facts and circumstances involved in such termination. Page 6 of 7 19. Amendment. No modification, waiver, mutual termination, or amendment of this Agreement is effective unless made in writing and signed by the City and the Consultant. 20. Disputes. In any dispute over any aspect of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, as well as costs not to exceed $7,500 in total. 21. Entire Agreement. This Agreement constitutes the complete and exclusive statement of the Agreement between the City and Consultant. No terms, conditions, understandings or agreements purporting to modify or vary this Agreement, unless hereafter made in writing and signed by the party to be bound, shall be binding on either party. IN WITNESS WHEREOF, the City and Consultant have executed this Agreement as of the date indicated on page one (1). City of Burlingame By Syed Murtuza Wilsey Ham Engineers, Inc. Director of Public Works Print Name: Jeff Peterson Title: President ATTEST: Approved as to form: City Clerk - Mary Ellen Kearney City Attorney- Gus Guinan U:\8052OMarstenOutfallProj.2009\WilseyHamCA.Aug3l.09.wpd Page 7 of 7 Exhibit A WI LSEY■■ HAMS■ August 3,2009 ENGINEERING■PLANNING■SURVEYING Marsten Outfall & Easton Creek Widening Project Scope of Work Task 1—Project Kick-off and Data Collection The following work will be included in this task: • Attend a project kick-off meeting with the City. Collect record drawings,reports and information from the City. ■ Perform a geotechnical site investigation and recommendations.This work includes the following: Field Exploration ➢ Fugro will complete a project-specific health and safety plan according to our company's policies. ➢ Mark site with underground utility locator. ➢ Obtain a drilling permit to complete the CPTs. Our estimate includes up to$700 for County permit fees. ➢ Perform 4 to 5 cone penetrometer test (CPT) borings including soil and groundwater sampling. Our subcontractor will provide one day onsite with the CPT rig. The subcontractor bills time based on a 10-hour day including travel. It is estimated that the subcontractor can complete the following within one day: 1. Five locations with CPT with about 125 to 150 total linear feet. 2. Grouting of the CPT holes. The subcontractor will provide us with a report of the CPT using appropriate standards and conventions. Our field engineer or geologist will direct and observe the field exploration. Geotechnical Analyses and Report ➢ Fugro will evaluate geotechnical data provided by the owner and collected during the current field exploration. Evaluations will include vertical and lateral capacity of proposed piles or piers, assessment of settlement 393 Vintage Park Drive,Suite 100 0 Foster City,CA 94404■650/349-2151■Fax 650/345-4921 Exhibit A potential, creek sidewall stability for one or two critical cross sections, and liquefaction potential based on the CPT data. ➢ Fugro will prepare a geotechnical report documenting the field exploration and our analyses. The report will include: 1. A site vicinity map and a site plan indicating the locations of our subsurface explorations, and relevant previous explorations, if identified. 2. Sections on Introduction, Data Review and Field Exploration, Geologic Setting, Site Conditions, Discussions and Conclusions, and Recommendations. 3. Geotechnical recommendations for vertical and lateral support of the proposed pipeline, and lateral resistance of thrust, including recommended foundation type. 4. Geotechnical recommendations for design of a rigid retaining wall or box culvert structure at the southern creek bank, including recommended foundation type, lateral earth pressure assuming at-rest conditions, and bracing or tie-back guidelines, if required. The presence of potential influence of the retaining structure on nearby buildings will be discussed. 5. Geotechnical recommendations for addressing vibrations during pile driving. 6. Geotechnical recommendations for design of sloped creek banks. 7. Discussion of geotechnical construction concerns. 8. CPT logs. Geotechnical Engineering Consultation and Meeting§ ➢ Our fee estimate includes up to 4 hours to review various schemes for the outfall structure prepared by other teams, and to provide concise comments on the geotechnical aspects of the schemes. ➢ Our fee estimate includes up to 10 hours for geotechnical engineering consultation,and meetings,including preparation and travel. ■ Set up base sheets from topo surveys. 393 Vintage Park Drive,Suite 100 0 Foster City,CA 94404■650;349-2151■Fax 650/345-4921 Exhibit A Deliverables: Geotechnical report with deep foundation (pile/pier) design recommendations, retaining wall design recommendations,cofferdam&dewatering recommendations. Task 2—Review Design Alternatives - Recommend Preferred Alternative The following work will be included in this task: ■ Review design alternatives of force main outfall provided by City from past engineering evaluations. ■ Prepare Memorandum to the City summarizing the Pros&Cons of the Alternatives and recommending a Preferred Alternative. Deliverables: Memorandum summarizing the Pros &Cons of the Alternatives and recommending a Preferred Alternative. Task 3—Preliminary Design & PS&E Preparation The following work will be included in this task: ■ Perform a site visit to review site conditions. • Prepare preliminary design sketches of outfall,manhole access structure,retaining wall for discussion with the City. ■ Prepare preliminary structural calculations for outfall,access manhole,and retailing wall. ■ Research tide gate manufacturer information. ■ Review geotechnical engineer's recommendations for deep foundation design (piles/piers) and prepare a preliminary pile design. ■ Meet with the City to discuss and confirm preliminary design approach/sketches. ■ Prepare preliminary structural plans. ■ Prepare preliminary channel widening plans, cross sections,inlet details. ■ Prepare preliminary technical specifications. ■ Prepare preliminary engineer's estimate of construction costs. • Submit the plans,specifications and estimate to the City. Deliverables: Three sets of preliminary plans,specifications,bid package and engineer's estimate. Task 4—95% &Final PS&E Preparation The following work will be included in this task: ■ Attend a meeting to discuss the City's preliminary plan review comments. ■ Fully develop the structural plans,details and calculations ■ Fully develop channel widening plans and details. ■ Fully develop technical specifications. ■ Prepare front-end contract documents including invitation to bid,bid schedule, etc. ■ Update Engineer's construction cost estimate. ■ Perform Quality Control review and submit the PS&E package to the City. 393 Mintage Park Drive,Suite 100 0 Foster City,CA 94404■650/349-2151■Fax 650/345-4921 Exhibit A ■ Attend a meeting to discuss the City's 95% PS&E review comments. ■ Incorporate the City's 95%PS&E review comments and prepare the final plans. ■ Prepare the final specifications and bid documents. ■ Prepare final engineer's estimate and submit the plans, specifications, bid package and estimate to the City for bidding. Deliverables: Three sets of 95%plans, specifications and engineer's estimate and one set of final, reproducible plans, specifications and engineer's estimate and bid package. Task 5—Prepare Planting Plans & Specifications After preparation of the preliminary plan set and review by the City,Wilsey Ham will deliver 24" x 36" plan and detail sheets to Sandra Etchell for her design and preparation of redline markups. The following work will be included in this task: ■ Sandra Etchell will markup paper copies of Wilsey Ham's preliminary plans with her planting design. These markups will be forward back to Wilsey Ham. ■ Wilsey Ham will autocad draft the design markups from Sandra Etchell onto a planting plan. This will include a plan view and up to two cross sections. ■ Sandra Etchell will prepare technical planting specifications to be included in the overall set of specification. ■ Final revisions will be made to the planting plans as a result of City comments. Deliverables: Three sets of 95% landscape plans and specifications and one set of final, reproducible plans, specifications and engineer's estimate and bid package. Task 6—Topo Survey &Access Easement Coordination The following work will be included in this task: ■ Perform supplemental topo survey and 3 to 4 cross sections of the creek. Add to topo map and prepare cross sections. ■ Coordination with property owners to negotiate access for geotechnical investigations and construction. Deliverables: Revised topographic base map, cross sections of the creek,geotech drilling and construction access agreements, facilities and maintenance agreements. 393 Vintage Park Drive,Suite 100■Foster City,CA 94404■650/349-2151■Fax 650/345-4921 City of Burlingame Marsten Outfall Project Fee Estimate .k, st 3,20(19 ENGINEER ENGNEER ENGNEER TECH I SUNEY CREW SUB. d1RSABLE vM TOTAL WH LABOR TASK DESCRIPTION $196 Has $152 NRS $114 HIS $114 HRS $275 HRS COM WANTS E)TENSES LABOR$ ALL S HOURS 1 Project Kickoff&Data Collection 1. Attend Kick off mtg Collcct Rccord Info 588 3 608 4 1,196 1,196 7 2. ?crform Geotech Investig,Provdc Recommendations 27,600 27,600 3 Prepare Base Maps w/City provided mpo 456 4 456 456 4 Subtotal 588 3 608 4 456 4 27,600 1,652 29,252 11 2 Review Design Alternatives&Recorrs Pref Alt I_ Res+cav up to 6 Dcugn Ahs Pmvtded by Caty 3,648 24 3,648 3,648 24 2. Prep Nlcmo summarizing Pros/Cons!Rccommcndation 392 2 1.216 8 1 608 1.608 10 Subtotal 392 2 4,864 32 5-756 5,256 34 3 Preliminary Design&PS&E Preparation 1 Site twit 304 2 25 304 329 2 2 Prepare poem design sketch%for outfall,R04,tet wall 392 2 2,432 16 2,824 2,824 IS 3 Prepare prelim mics for outfall,Mit,ret wall 3,W8 24 3,648 3,648 24 4 Research tide gates 608 4 608 608 4 5 Review geotech rice's fin piles prep prelim pile design. 1,216 8 1,216 1,216 8 6 Nicest-ith City to discuss prelim design approach 784 4 608 4 25 1,392 1,417 8 7 Pic?prelim structural plans 4,864 32 5,472 48 10,336 10,336 80 8 Prepare prel channel widmntg plans,\ sects,irelet deds 392 2 4,864 32 3,648 32 8,904 8,904 66 9 Prepare prelun tech specs 392 2 4,864 32 5,256 5,256 34 10 Prepare prel enges tstim of constr costs 196 1 1,216 8 1,412 1,412 9 11 Submit pmisn PS&E package to City 304 2 228 21 1 100 5321 632 4 Subtotal 2,156 11 24,624 162 9,348 82 125 36,128 1 36,253 255 4 95%&Final PS&E Preparation 1. \,Itg wl City to discuss City comments 784 4 608 4 1,392 1,392 8 2 Fully deed struct plats,dets&calcs 196 1 4,864 32 2,736 24 7,796 7,796 57 3. Fully devel channel widning plans&details 196 1 2,432 16 2-780 20 4,908 4,908 37 4. Fully deed tech specs 2,432 16 2,432 2,432 16 5. Prep front end contract docs ind Invit,Bid Sch,etc 392 2 2,432 16 2,824 2,824 18 6. Update enges constr coat estimate 196 1 608 4 804 804 5 7. Perform QC check&submit to City 1,176 6 1,216 8 912 8 3,304 3,304 22 8. Mtg w/City to go over comments 456 3 25 456 481 3 9 Ineorp City's emmnts&Prep final Plans 1,216 8 912 8 2,128 2,128 16 10 Prep foal specs&bid document 1,216 8 1-716 1,216 8 11 Prep foul enges estim&submit to City for bid 608 41 456 41 200 1 1,064 1,264 1 8 Subtotal 2,940 15 19,088 119 7,296 W 225 2832! 28,549 198 S Prepare Planting Plan&Specifications 1. Prep Markup Planting Pin on WH base map(Etchell) 2,588 1002,688 2. Draft Planting Plan View,&2 cross sections;+coord 912 6 2,736 24 3,648 3,648 30 3. Prep Plantar g Specs Inwcp into main set(Etchell+WH) 304 2 1380 304 1,684 2 4. Plan rcvmmns per City comments 684 6 684 684 6 Subtotal 1,216 8 3,420 30 3,968 100 4,636 8,704 38 6 Topo Survey&Access Easement Coordination 1. Perf Supplemntal topo Survey&Cross Sections 196 1 1,824 16 4,500 20 300 6,520 6,820 37 2. Property Owner Coordination for Consrr Access 5,000 5 Doo Subtotal 196 1 1,824 16 4,500 20 5,000 300 6,520 11,820 37 M x TOTAL 6.272 32 49 400 325 0 20 201161 176 4,500 20 36568 1 750 32,516 119AU 573 =r Notre:I.The amounts may my bet-tasks and isid idials but the Gsand'roml amount will not he exceeded wthout app-I of the Client. 2.Total ALIS includes rubeansvlann and reurbuoabk costs ort 3.Kwdr rams effrcnve through December 31,2009 and subject.¢vision annually thereafter. 4.All posmtms mar ma be shown I f a position is not shown the Charge Rue Fee Schedule wll gen en, WILSEYN HAMEW MARSTEN STORM DRAINAGE OUTFALL STRUCTURE AND EASTON CREEK WIDENING PROJECT CITY PROJECT NO. 80520 ry �yy S r PROJECT a _ �q a LOCATION P o� S� y 4p qL va ,��yl aiavo r -WAY ROLL D BAYSh1� 'PrEZ q(vEO C9 'k9 VE O �3et� � �/Fo'PN�q Nrer srwse�"s 49, <<o vE 91 oma ! qvOE Q rq� 0 9 � � 94- ° niFn � � & Agenda Item # 8c Meeting BURLINGAME STAFF REPORT Date: September 8, 2009 11 SUBMITTED B APPROVED BY TO: HONORABLE MAYOR AND CITY COUNCIL DATE: AUGUST 27, 2009 FROM: PUBLIC WORKS SUBJECT: RESOLUTION AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT WITH ERLER & KALINOWSKI, INC., FOR PROGRAM MANAGEMENT SERVICES OF THE STORM DRAINAGE CAPITAL IMPROVEMENT PROGRAM, CITY PROJECT NO. 82410 RECOMMENDATION: It is recommended that City Council approve the attached resolution authorizing a professional services agreement with Erler & Kalinowski, Inc. (EKI) for program management services of the storm drainage system capital improvement program in the amount of $264,000. BACKGROUND: In August 2009, the Council approved an amended capital improvement program budget to include implementation of storm drainage projects funded by the voter approved storm drainage ballot measure. In order to successfully implement the storm drainage program, assistance of a program management consultant is essential and a key component. The consultant would assist staff to develop the implementation plan including confirming project scopes, setting project priorities and schedule, State and Federal permitting as well as managing engineering designs and construction. DISCUSSION: Staff issued 'Request for Proposals' for seeking program management professional services and received six proposals from qualified firms. Staff evaluated the proposals and interviewed four qualified firms. EKI received the highest ranking from the interview panel due to their extensive experience in program management services, their understanding of the program goals and successful performance on similar work for the City and other agencies. Their past success in managing the City's water system program has demonstrated that they are well suited to address and resolve any program issues. Staff has negotiated the attached professional services agreement with EKI in the amount of $264,000 for the following scope of work: • Developing program scoping documents with project summaries for each watershed with an overall implementation strategy. • Providing assistance in consultant selection and management for design, environmental permitting and construction management. • Developing, tracking and reporting program budgets and schedules. • Providing project management services as needed during design, permitting and construction phases of the projects. • Assisting in public outreach activities to inform the community of the status of the program. • Developing and implementing environmental permitting strategies that will identify critical path issues and assist in prioritization of projects for timely delivery. The professional fee amount represents 11% of the overall $2,400,000 proposed Capital Improvement program and is reasonable based on industry standards. BUDGET IMPACT: Following are the estimated expenditures: Program Management Services $264,000 Contingency(10%) 26,000 Staff Administration 10,000 Total $300,000 The program management services is included in the amended FY2009-10 Capital Improvement Program budget and is funded by the voter approved storm drain fee program. EXHIBITS: Resolution, Professional Services Agreement c: Erler&Kalinowski, Inc. Doug Bell, Senior En neer SAA Public Works Directory\Staff Reports\82410 EKI PROFESSIONAL SERVICES STORM DRAIN SYSTEM.doc RESOLUTION NO. AUTHORIZING EXECUTION OF AGREEMENT FOR PROFESSIONAL SERVICES WITH ERLER & KALINOWSKI INC., FOR PROGRAM MANAGEMENT SERVICES OF THE STORM DRAINAGE CAPITAL IMPROVEMENT PROGRAM CITY PROJECT NO. 82410 RESOLVED, by the CITY COUNCIL of the City of Burlingame, California and this Council does hereby FIND, ORDER and DETERMINE AS FOLLOWS: 1 . The public interest and convenience require execution of the agreement cited in the title above. 2. The City Manager be, and he is hereby, authorized to sign said agreement for and on behalf of the City of Burlingame. 3. The City Clerk is hereby ordered and instructed to attest such signature. Mayor 1, MARY ELLEN KEARNEY, City Clerk of the City of Burlingame, do hereby certify that the foregoing Resolution was introduced at a regular meeting of the City Council held on the day of , 2009 and was adopted thereafter by the following vote. AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: City Clerk AGREEMENT FOR PROFESSIONAL SERVICES WITH ERLER&KALINOWSKI,INC.FOR FY 2009-10 PROGRAM MANAGEMENT OF STORM DRAINAGE CAPITAL IMPROVEMENTS PROGRAM CITY PROJECT NO. ?c?VIO THIS AGREEMENT is entered into this day of 2009,by and between the City of Burlingame,State of California,herein called the "City",and ERLER&KALINOWSKI,INC.engaged in providing PROFESSIONAL PROGRAM MANAGEMENT consulting services herein called the"Consultant". RECITALS A. The City is considering undertaking professional program management consulting services for the FY 2009-10 Storm Drainage Capital Improvements Program. B. The City desires to engage a professional consultant to provide program management services,because of Consultant's experience and qualifications to perform the desired work,described in Exhibit A. C. The Consultant represents and affirms that it is qualified and willing to perform the desired work pursuant to this Agreement. AGREEMENTS NOW,THEREFORE,THE PARTIES HERETO AGREE AS FOLLOWS: 1. Scope of Services. The Consultant shall provide all services as set forth in Exhibit A of this agreement. 2. Time of Performance. The services of the Consultant are to commence upon the execution of this Agreement with completion of the program by June 30,2010. 3. Compliance with Laws. The Consultant shall comply with all applicable laws, codes,ordinances,and regulations of governing federal,state and local laws. Consultant represents and warrants to City that it has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Consultant to practice its profession. Consultant represents and warrants to City that Consultant shall,at its sole cost and expense,keep in effect or obtain at all times during the term of this Agreement any licenses,permits,and approvals Page 1 of 9 which are legally required for Consultant to practice its profession. Consultant shall maintain a City of Burlingame business license. 4. Sole Responsibility. Consultant shall be responsible for employing or engaging all persons necessary to perform the services under this Agreement. 5. Information/Report Handling. All documents furnished to Consultant by the City and all reports and supportive data prepared by the Consultant under this Agreement are the City's property and shall be delivered to the City upon the completion of Consultant's services or at the City's written request. All reports, information,data,and exhibits prepared or assembled by Consultant in connection with the performance of its services pursuant to this Agreement are confidential until released by the City to the public,and the Consultant shall not make any of the these documents or information available to any individual or organization not employed by the Consultant or the City without the written consent of the City before such release. The City acknowledges that the reports to be prepared by the Consultant pursuant to this Agreement are for the purpose of evaluating a defined project,and City's use of the information contained in the reports prepared by the Consultant in connection with other projects shall be solely at City's risk, unless Consultant expressly consents to such use in writing. City further agrees that it will not appropriate any methodology or technique of Consultant which is and has been confirmed in writing by Consultant to be a trade secret of Consultant. 6. Compensation. The scope of work necessary to perform the requested Services cannot be fully defined at present. As a result,the Scope of Work attached as Exhibit A of this Agreement reflects the current understanding of the scope of work anticipated by both parities. Inasmuch as the exact scope of work and effort is not yet determined,compensation for the Consultant's Services shall be on a time and expense reimbursement basis in accordance with the Consutant's Schedule of Charges,dated 2 January 2008,contained in Exhibit A. Compensation for Consultant's professional services shall not exceed26S 4.000 without prior written notice. Exhibit A contains a preliminary breakdown of costs for the Scope of Work covered by this Agreement. The costs presented in Exhibit A for individual program elements and tasks are for the purposes of determining an overall budget for the currently anticipated Scope of Work under this Agreement and do not represent individual task budgets to which Consultant will be limited in order to satisfactorily perform individual tasks. The total overall budget amount shown hereinabove may be allocated among individual tasks as needed to reflect actual project conditions. Billing shall be accompanied by a detailed explanation of the work performed by whom at what rate and on what date. Page 2 of 9 7. Payment Schedule. Payment shall be based on City approval of progress toward each program element. City will render payment within thirty (30) days of receiving Consultant's invoice in satisfactory form. City agrees to pay for the Services provided in accordance with the attached Schedule of Charges, and such payment shall be considered as full compensation for all personnel, materials, supplies, and equipment used in performing Consultant's Services. If City questions any portion of an invoice, City shall inform the Consultant of such question and shall pay the balance of the invoice that is not disputed within the time established in this paragraph. 8. Availability of Records. Consultant shall maintain the records supporting this billing for not less than three (3) years following completion of the work under this Agreement. Consultant shall make these records available to authorized personnel of the City at the Consultant's offices during business hours upon written request of the City. 9. PJect Manager. The Project Manager for the Consultant for the work under this Agreement shall be Matthew Zucca. 10.Assignability and Subcontracting. The services to be performed under this Agreement are unique and personal to the Consultant. No portion of these services shall be assigned or subcontracted without the written consent of the City. 11.Notices. Any notice required to be given shall be deemed to be duly and properly given if mailed postage prepaid, and addressed to: To City: Douglas Bell, P.E. City of Burlingame 501 Primrose Road Burlingame, CA 94010 To Consultant: Matthew Zucca, P.E. Erler& Kalinowski, Inc. 1870 Ogden Drive Burlingame, CA 94010 or personally delivered to Consultant to such address or such other address as Consultant designates in writing to City. 12.Indeoendent Contractor. It is understood that the Consultant, in the performance of the work and services agreed to be performed, shall act as and be an Page 3 of 9 independent contractor and not an agent or employee of the City. As an independent contractor he/she shall not obtain any rights to retirement benefits or other benefits which accrue to City employee(s). With prior written consent, the Consultant may perform some obligations under this Agreement by subcontracting, but may not delegate ultimate responsibility for performance or assign or transfer interests under this Agreement. 13.Consultant agrees to testify in any litigation brought regarding the subject of the work to be performed under this Agreement. Consultant shall be compensated for its costs and expenses in preparing for, traveling to, and testifying in such matters at its then current hourly rates of compensation, unless such litigation is brought by Consultant or is based on allegations of Consultant's negligent performance or wrongdoing. 14.Standard of Care. Consultant agrees that, in connection with its Services to be performed under this Agreement, such Services are performed with the care and skill ordinarily exercised by members of the Consultant's profession practicing under similar conditions at the same time and in the same or a similar locality. City recognizes that the state of practice is changing and evolving. While Consultant will perform in reasonable accordance with standards in effect at the time its Services are performed, it is recognized that such standards may subsequently change because of improvements in the state of practice. When the findings and recommendations of Consultant are based on information supplied by City and entities engaged by City, Consultant shall have the right to rely on the accuracy and completeness of such information. No warranty or guarantee, expressed or implied, is made or intended by providing of consulting Services or by furnishing oral or written reports of the findings made. 15.Cost Estimates. Any statements of estimated construction costs or future operation and maintenance costs furnished by Consultant are projected costs based on available information and professional opinions and judgment. Consultant is not responsible for fluctuations in construction costs due to bidding conditions and other factors that could not reasonably be anticipated at the time of preparation of the particular estimate. 16.Conflict of Interest. Consultant understands that its professional responsibilities is solely to the City. The Consultant has and shall not obtain any holding or interest within the City of Burlingame. Consultant has no business holdings or agreements with any individual member of the Staff or management of the City or its representatives nor shall it enter into any such holdings or agreements. In addition, Consultant warrants that it does not presently and shall not acquire any direct or indirect interest adverse to those of the City in the subject of this Agreement, and it shall immediately disassociate itself from such an interest should it discover it has done so and shall, at the City's sole discretion, divest Page 4 of 9 itself of such interest. Consultant shall not knowingly and shall take reasonable steps to ensure that it does not employ a person having such an interest in this performance of this Agreement. If after employment of a person, Consultant discovers it has employed a person with a direct or indirect interest that would conflict with its performance of this Agreement, Consultant shall promptly notify City of this employment relationship, and shall, at the City's sole discretion, sever any such employment relationship. 17.Equal Employment Opportunity. Consultant warrants that it is an equal opportunity employer and shall comply with applicable regulations governing equal employment opportunity. Neither Consultant nor its subcontractors do and neither shall discriminate against persons employed or seeking employment with them on the basis of age, sex, color, race, marital status, sexual orientation, ancestry, physical or mental disability, national origin, religion, or medical condition, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment & Housing Act, 18.Insurance. A. Minimum Scope of Insurance: i. Consultant agrees to have and maintain, for the duration of the contract, General Liability insurance policies insuring him/her and his/her firm to an amount not less than: one million dollars ($1,000,000) combined single limit per occurrence for bodily injury, personal injury and property damage in a form at least as broad as ISO "Occurrence" Form CG 0001. ii. Consultant agrees to have and maintain for the duration of the contract, an Automobile Liability insurance policy ensuring him/her and his/her staff to an amount not less than one million dollars ($1,000,000) combined single limit per accident for bodily injury and property damage. iii. Consultant agrees to have and maintain, for the duration of the contract, professional liability insurance in amounts not less than one million dollars ($1,000,000) sufficient to insure Consultant for professional errors or omissions in the performance of the particular scope of work under this agreement. iv. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and Page 5 of 9 volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration, and defense expenses. B. General and Automobile Liability Policies: i. The City, its officers, officials, employees and volunteers are to be covered as insured as respects: liability arising out of activities performed by or on behalf of the Consultant; products and completed operations of Consultant, premises owned or used by the Consultant. The endorsement providing this additional insured coverage shall be equal to or broader than ISO Form CG 20 10 11 85 and must cover joint negligence, completed operations, and the acts of subcontractors. This requirement does not apply to the professional liability insurance required for professional errors and omissions. ii. The Consultant's insurance coverage shall be endorsed to be primary insurance as respects the City, its officers, officials, employees and volunteers. Any insurance or self-insurances maintained by the City, its officers, officials, employees or volunteers shall be excess of the Consultant's insurance and shall not contribute with it. iii. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. iv. The Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurers liability. C. In addition to these policies, Consultant shall have and maintain Workers' Compensation insurance as required by California law. Further, Consultant shall ensure that all subcontractors employed by Consultant provide the required Workers' Compensation insurance for their respective employees. D. All Coverages: Each insurance policy required in this item shall be endorsed to state that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. Current certification of such insurance shall be kept on file at all times during the term of this agreement with the City Clerk. Page 6 of 9 E. Acceptability of Insurers. Insurance is to be placed with insurers with a Best's rating of no less than A-:VII and authorized to do business in the State of California. F. Verification of Coverage. Upon execution of this Agreement, Contractor shall furnish the City with certificates of insurance and with original endorsements effecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be on forms approved by the City. All certificates and endorsements are to be received and approved by the City before any work commences. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. 19.Indemnification. To the fullest extent permitted by law, the Consultant shall save, keep and hold harmless indemnify and defend the City, its officers, agent, employees and volunteers from all damages, liabilities, penalties, costs, or expenses in law or equity, including but not limited to attorneys' fees, that may at any time arise, result from, relate to, or be set up because of damages to property or personal injury received by reason of, or in the course of performing work which may be occasioned by willful misconduct or negligent act or omissions of the Consultant, or any of the Consultant's officers, employees, or agents or any subconsultant. This provision shall not apply to the extent the damage or injury is caused by the negligence or willful misconduct of the City, its officers, agents, employees, or volunteers. 20.Waiver. No failure on the part of either party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder, nor does waiver of a breach or default under this Agreement constitute a continuing waiver of a subsequent breach of the same or any other provision of this Agreement. 21.Governing Law. This Agreement, regardless of where executed, shall be governed by and construed to the laws of the State of California. Venue for any action regarding this Agreement shall be in the Superior Court of the County of San Mateo or Santa Clara. 22.Termination of Agreement. The City and the Consultant shall have the right to terminate this agreement with or without cause by giving not less than fifteen (15) days written notice of termination. In the event of termination, the Consultant shall deliver to the City all plans, files, documents, reports, performed to date by the Consultant. In the event of such termination, City shall pay Consultant an amount that bears the same ratio to the maximum contract price as the work Page 7 of 9 delivered to the City bears to completed services contemplated under this Agreement, unless such termination is made for cause, in which event, compensation, if any, shall be adjusted in light of the particular facts and circumstances involved in such termination. 23.Amendment. No modification, waiver, mutual termination, or amendment of this Agreement is effective unless made in writing and signed by the City and the Consultant. 24.Disputes. In any dispute over any aspect of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, as well as costs not to exceed $7,500 in total. 25.Force Majeure. Any delay or default in the performance of any obligation of Consultant under this agreement resulting from any cause(s) beyond Consultant's reasonable control, shall not be deemed a breach of this Agreement. The occurrence of any such event shall suspend the obligations of Consultant as long as performance is delayed or prevented thereby, and the fees due hereunder shall be equitably adjusted provided that no time extension because of Force Majeure shall ever be allowed unless: (a) promptly upon the occurrence of a Force Majeure, the party whose performance delayed thereby shall provide the other party with written notice of the cause and extent thereof as well as request for a time extension equal to the estimated duration thereof: and (b) within seven (7) calendar days of the cessation of the Force Majeure, the party whose delay shall provide the other party with written notice of the actual delay incurred, upon receipt of which the time of the delayed performance shall be extended for the time actually lost by reason of the Force Majeure. 26.Entire Agreement. This Agreement constitutes the complete and exclusive statement of the Agreement between the City and Consultant. No terms, conditions, understandings or agreements purporting to modify or vary this Agreement, unless hereafter made in writing and signed by the party to be bound, shall be binding on either party. Page 8 of 9 IN WITNESS WHEREOF, the City and Consultant have executed this Agreement as of the date indicated on page one (1). City of Burlingame By City Manager Stephen A. Tarantino, P.E. Jim Nantell Vice President Erler & Kalinowski, Inc. ATTEST: Approved as to form: City Clerk - Mary Ellen Kearney City Attorney- Gus Guinan PIBURLINGAME STORM DRAIN A90039.00\CONTRACT\DRAFT AGREEMENT 2009-2010 SD PROGRAM MANAGEMENT CONTRACT.DOC Page 9 of 9 EXHIBIT A Scope of Work for Program Management of the Storm Drainage Capital Improvements Program Fiscal Year 2009-2010 The City of Burlingame ("City") is retaining Erler & Kalinowski, Inc. ("Consultant") to provide Program Management services to assist the City with implementing a multi-year storm drainage capital improvement projects program ("CIP Program"). BACKGROUND The following presents Consultant's understanding of the background information that is related to the CIP Program. Project Understanding The City's storm drain system is 80 years old and has deteriorated substantially. In response, the City is implementing a CIP Program to upgrade the storm drain system in order to reduce pollutants flowing into creeks and San Francisco Bay, control street flooding that can impede traffic and emergency access, and improve local drainage. The City is retaining the services of a Program Manager to augment City staff in implementing the CIP Program. The Program Manager will serve as an extension of City staff, effectively functioning as a Public Works project manager. Key functions will include budget management, schedule monitoring, consultant management, review of consultants work products, and progress reporting. Storm Drain Fee To fund this capital improvements program, the City adopted a storm drain fee assessed to property owners. The storm drainage fee is calculated at 4.192 cents per square foot of impervious surface for each parcel including concrete driveways, walkways, patios, and buildings. The fee is expected to generate $2.5 million annually, the amount necessary to fund $39 million in municipal bonds for the improvement projects over a thirty-year period. Based upon the anticipated revenue, the City will sell financial bonds to fund the CIP Program with the goal of implementing and financing the projects as promptly as practicable. On 20 January 2009, the City Council adopted Ordinance No. 1836 to administer the then- proposed storm drainage fee. Its provisions include the following: 0 Requires that the fees be placed into a storm drain fund; Exhibit A Agreement for Consulting Services Page 2 of 11 • Establishes a citizens' committee to ensure that the funds are being properly used; • Establishes a process for an owner to appeal the impervious surface calculation; and • Authorizes collection as part of the County tax bill. In accordance with California Proposition 218,the City Council also adopted Resolution No. 4- 2009, which called for a mail ballot election for the proposed storm drain fee. On Tuesday, 5 May 2009 the ballot measure was approved by Burlingame property owners. WORK COMPLETED TO DATE The City has completed several engineering tasks to identify City-wide and local storm drain improvements and to develop preliminary project scope and budget requirements in support of the CIP Program. The following summarizes the work completed to date. 1992 Storm Drain Improvements Master Plan The City contracted with Wilsey Ham to prepare a City-Wide Storm Drain Improvements Master Plan dated 1990 and updated in 1992 ("the 1992 Master Plan"). As part of the 1992 Master Plan, preliminary improvements plans for the Easton Creek, Burlingame Creek, Ralston Creek, Sanchez Creek, Terrace Creek, Mills Creek, El Portal Creek, Trousdale Creek, and Gilbreth Creek watersheds were developed. The improvements identified in the 1992 Master Plan were primarily in the areas between El Camino Real and Highway 280. The 1992 Master Plan developed the following information for each of the watersheds listed above: • Estimated watershed areas and runoff, • Estimated existing facility capacities including identification of deficiencies, • Preliminary scope of proposed improvements including plans and profiles, and • Preliminary estimated construction costs. 2000 Storm Drain Improvements Master Plan Update The City contracted with Kleinfelder and D.G. Bell and Associates to review and update the 1992 Master Plan as well as incorporate other local storm drain improvements projects that had been identified by City staff and other consultants since 1992. The 2000 Master Plan Update incorporated the original 1992 Master Plan watershed projects plus added projects to address storm drain improvements in the area between El Camino Real and San Francisco Bay. In addition to the watershed-wide improvements,the 2000 Master Plan identified localized pipeline rehabilitation, curb and gutter improvements, bridge and culvert improvements, and storm drain pump station improvements. Page 2 of 11 Exhibit A Agreement for Consulting Services Page 3 of 11 Storm Drain Fee Engineer's Report Willdan Engineering prepared the Engineer's Report for the City of Burlingame Storm Drainage Fee ("Engineer's Report"), dated November 2008, to support the Proposition 218 process. The Engineer's Report incorporated the project scopes presented in the 2000 Master Plan update and updated the project costs. SCOPE OF WORK The following describes Consultant's general scope of work under this Agreement. Task 1. Develop Project Scoping Documents The 1992 Master Plan and 2000 Master Plan Update plus the Engineer's Report established the scope and budget for the CIP Program. Additionally, the City has developed preliminary designs for some of the projects within the Easton Creek watershed. Consultant will review all City- furnished information related to the CIP Program to outline the scope of the CIP Program on a watershed basis. Consultant will use the City-furnished information to develop a Project Scoping Memorandum. The purpose of the Project Scoping Memorandum will be to summarize the projects for each watershed and develop an overall implementation strategy for the CIP Program. The project definition component of the Project Scoping Memorandum is anticipated to include the following information: • Project summary for each watershed, • Preliminary evaluation of project permitting requirements, • Preliminary project schedule for each watershed, • Identified additional engineering necessary, • Potential CIP Program integration with Municipal Regional Permit including, o CIP Projects Scope and Compare to LID Requirements, o Recommended Design Criteria to Meet LID Requirements, and • Updated Preliminary Opinions of Probable Costs. Once the project definition component is completed, Consultant will work with the City Engineering and Finance departments to develop an overall implementation strategy for the CIP Program. The implementation strategy will develop a project ranking considering criteria such as: • Project funding opportunities related to favorable markets for the sale of bonds, • Total funding availability, Page 3 of 11 Exhibit A Agreement for Consulting Services Page 4 of 11 • Anticipated schedule of completion for each project, • Preliminary opinions of probable cost, • Permitting requirements, • Identified potential for project delays associated with project uncertainties, and • Frequency of flooding and public nuisance. It is anticipated that the implementation strategy will facilitate development of the 2009/2010 CIP Program budget and funding strategies as well as the implementation of subsequent years of the CIP Program. Consultant will submit five copies of the draft Project Scoping Memorandum to the City for review. Consultant anticipates conducting one workshop to review the draft Project Scoping Memorandum and facilitate the City's comments. Following the workshop and receipt of the City's comments, Consultant will prepare a final Project Scoping Memorandum. Task 2. Issue Global Request for Proposals Following completion of Task 1, Consultant will develop draft Global Request for Proposal ("Global RFP") including suggested technical areas for consultant selection. The intent of the Global RFP is to streamline the consultant selection process by issuing one RFP for all of the identified consultant service needs for the CIP Program. Each consultant can be selected for a single or multiple technical areas. Currently, the three anticipated technical areas for which consultants will be selected include (1)mechanical/civil design (e.g., pump stations), (2) civil design(e.g., pipes, creek widening, and curb and gutters), and (3)construction management (e.g., third-party construction management services). Consultant will assist the City in reviewing and ranking all of the proposals submitted in each technical area. Consultant will also assist the City in coordinating and implementing consultant interviews, as necessary and will be available to participate on the interview committee and assist in consultant selection as requested by the City. Task 3. General Storm Drain CIP Program Coordination(Assume up to 9 month duration) Consultant will provide general coordination and assistance services for City staff as described in the subtasks below. Subtask 3.1 Coordination with City Staff Consultant will prepare for and meet with City staff on a monthly basis in Consultant's office to provide project status updates. Consultant will prepare agendas and distribute the agendas in advance to the meeting attendees. Following the meeting, Consultant will prepare and distribute meeting minutes summarizing key discussions from the meeting. Page 4 of 11 Exhibit A Agreement for Consulting Services Page 5 of 11 Subtask 3.2 Presentations to City Council (Assume 2 presentations) Consultant will assist the City staff with the preparation of up to two presentations to the City Council to provide progress updates on the CIP Program. Consultant will develop a draft presentation and submit to City staff for review and will meet with the City staff to review the draft presentations and discuss the City's comments. Consultant will incorporate the City's comments and prepare final presentations. If requested by City staff, Consultant can also perform the presentations to City Council. Subtask 3.3 Coordination with Finance Department Consultant understands that City staff require assistance in projecting quarterly expenditures for the CIP Program. Consultant will coordinate with the City's finance department to develop a format for the projected quarterly expenditures. The projected quarterly expenditures will be a rough estimate based upon assumptions regarding total project costs, contractor rates of expenditures, and consultant fees. As such, the quarterly expenditure projections are intended to provide City staff a general idea of the capital needed to cover anticipated expenditures during the forecast period. Subtask 3.4 Project Reporting(Assume 9 reports) Consultant will develop Monthly Report template based on similar reports prepared by Consultant for other project's including the City's Water System Capital Improvements Program. The purpose of the Monthly Report is to provide a brief summary of individual project scope, work efforts conducted during the previous period, planned activities during the upcoming period, projected City Council actions required during the upcoming 90 day period, potential issues including steps being taken to resolve the issues, approved project budgets including forecast costs, and approved schedules and milestones. Consultant will endeavor to provide Monthly Report by the 201h of each month to allow sufficient time for all consultant invoices to be submitted and identify all accomplishments during the reporting period. Task 4. Development of Program Budget and Schedule Following completion of Task 1 and in conjunction with Task 2, Consultant will develop CIP Program baseline schedules and budgets as described below. Subtask 4. 1 Budget Development and Management Baseline budgets will be developed for each of the projects identified in the scoping documents. The baseline budgets are intended to identify the then current understanding of planning, permitting, environmental documentation, engineering design, right-of-way, construction, and construction management costs. Consultant will utilize several sources to develop preliminary opinions of probable costs including but not limited to RS Means, bid results for similar projects in the San Francisco Bay Area, and project experience. These budgets will be updated regularly Page 5 of 11 Exhibit A Agreement for Consulting Services Page 6 of 11 as new information is available, but the baseline budget will be maintained for ongoing comparison. Consultant will meet with City staff to review the baseline budgets and discuss the City's comments. Consultant will incorporate the City's comments and finalize the baseline budgets for use in project reporting and tracking described in Task 3. Once the baseline budgets are prepared,the budgets will be updated regularly, at least on a quarterly basis,to track variations in original budgets versus actual and planned expenditures. These updated budgets and expenditures will be reported to the City along with monthly reports discussed above. Subtask 4.2 Schedule Development and Management Baseline schedules will be developed for each of the projects identified in the scoping documents. Consultant will develop the baseline schedules by project phase including but not limited to planning,permitting, environmental documentation, engineering design, right-of-way, construction, and construction management. Consultant will meet with City staff to review the baseline schedules and discuss the City's comments. Consultant will incorporate the City's comments and finalize the baseline schedules for use in project reporting and tracking described in Task 3. Once the baseline schedules are prepared,the schedules will be updated regularly, at least on a monthly basis,to track variations in original versus actual schedules. These updated schedules will be reported to the City each month along with monthly reports discussed above. Task 5. Marsten Creek Outfall Consultant Management and Coordination Consultant understands the City has selected Wilsey Hamm ("WH") to provide final engineering design services for the Marsten Creek Outfall project. Subtask 5.1 Final Design Phase Management Consultant will assist City staff in managing WH design efforts including day-to-day communications with WH, review of monthly invoices, and responding to questions. It is anticipated that monthly in person meetings will be held at Consultant's office to review progress and will be attended by Consultant, City, and WH. Consultant will provide technical review of up to two design submittals from WH. Consultant's technical review is intended to help determine whether WH's design assumptions are generally in accordance with City-established design criteria and industry standards. Consultant will provide written comments in tabular format. Page 6 of 11 Exhibit A Agreement for Consulting Services Page 7 of 11 Subtask 5.2 Construction Phase Management Consultant understands that the City intends to hire a third-party construction management firm to contract directly with the City to provide management services during construction. Additionally, the City anticipates using WH for engineering services during construction. Consultant will assist the City in negotiating the scope and budget for both the third-party construction management firm to be selected from the Global RFP process described in Task 2 and for WH's engineering services during construction. Based upon Consultant's current understanding of the schedule for construction, Consultant has assumed that the scope of work for this task is to provide services up through construction bidding and actual construction activities will not commence until after the end date of this Agreement. Consultant will assist the City in distributing bid packages, responding to bidder questions, facilitating one pre-bid meeting, and tabulating and evaluating bids received. Task 6. Street Improvements Projects Consultant Management and Coordination Consultant understands that the City intends to select a design consultant for the Street Improvements Project as part of the Global RFP process described in Task 2. Consultant will provide assistance to City with the planning and implementation strategy for the Street Improvement Projects. Task 6.1. Development of Street Improvement Strategy and Plan Consultant understands that the City has identified several projects within the City limits that require improvements to existing curb and gutter systems, catch basins, and minor storm drain improvement work. The City desires to develop a strategy for the implementation of individual projects that allows the City to implement the improvements in sequential manner to minimize disruption to the public yet implement the projects efficiently. However, the City also desires that the implementation strategy consider the visibility to the public of various street improvement projects and how these projects may influence public perception. Consultant will assist the City to develop an implementation strategy to meet the City's overall goal of demonstrating progress on CIP Program projects. Consultant will develop preliminary implementation strategy alternatives and present to the City during a meeting in Consultant's office. Consultant will prepare meeting minutes to document the preferred implementation strategy in format that can be delivered to the engineering design consultant that is anticipated to be selected to provide design services for the Street Improvements Projects. Task 6.2. Assistance with Implementing Street Improvement on El Camino Real As part of the strategy for implementing street improvements, the City would like to work with the California Department of Transportation("CalTrans")to address needed storm drain improvements along Highway 82 (i.e., El Camino Real). EKI will review existing information provided by the City regarding previous negotiation efforts and will work with the City's Page 7 of 11 Exhibit A Agreement for Consulting Services Page 8 of 11 selected street improvements consultant to begin to further pursue implementation of the storm drain improvements along El Camino Real. Task 7. Marsten Pump Station Consultant Management and Coordination Consultant understands that the City intends to select a design consultant for the Marsten Pump Station Improvements project as part of the Global RFP process described in Task 2. Subtask 7.1 Negotiate Design Consultant Scope and Budget Consultant will assist the City in negotiating a scope and budget with the Marsten Pump Station design consultant including up to two meetings in Consultant's office. Consultant will develop an outline of the intended scope to be expanded by the Marsten Pump Design consultant. Once City staff has approved the proposed scope and budget, Consultant will prepare draft staff report and submit to the City for review prior to the deadline for submitting City Council agenda items. Consultant will incorporate the City's comments, if any, and finalize the staff report. Subtask 7.2 Environmental and Other Permitting Consultant understands that the City has initiated the permitting process for the Marsten Pump Station project. Consultant has assumed one meeting with the City's environmental consultant and that the City will provide all existing and relevant documentation regarding any permits that have been obtained or are needed for the project. Based upon this meeting and a review of the existing and outstanding permitting information, Consultant will provide the City with alternatives for completing environmental permitting. Inasmuch as the exact level of effort to complete the permitting for the Marsten Creek Outfall project is currently unknown, Consultant has assumed that remaining permitting efforts will be conducted by the City's environmental consultant. Consultant can assume responsibility for performing additional permitting efforts either on a time and expense reimbursement basis or as part of a subsequent work authorization. Regardless of the consultant selected to complete the permitting efforts, Consultant will evaluate the remaining permitting issues as part of Task 9, discussed below. Subtask 7.3 Predesign Phase Management(Assume 2 Month Duration) Consultant will assist City staff to manage the selected Marsten Pump Station design consultant including day-to-day communications, review of monthly invoices, and responding to technical questions. It is anticipated that biweekly in person meetings will be held at Consultant's office to review progress and will be attended by Consultant, City, and the selected design consultant. Consultant will provide technical review of one submittal from Marsten Pump Station design consultant. Consultant's technical review is intended to confirm that Marsten Pump Station Page 8 of 11 Exhibit A Agreement for Consulting Services Page 9 of 11 design consultant's design assumptions comply with City-established design criteria and industry standards. Consultant will provide written comments in tabular format. Subtask 7.4 Final Design Phase Management(Assume 3 Month Duration) Consultant will assist City staff to manage the selected Marsten Pump Station design consultant including day-to-day communications, review of monthly invoices, and responding to technical questions. It is anticipated that biweekly in person meetings will be held at Consultant's office to review progress and will be attended by Consultant, City, and the selected design consultant. Consultant will provide technical review of up to two submittals from Marsten Pump Station design consultant. Consultant's technical review is intended to help determine whether the Marsten Pump Station design consultant's design assumptions are generally in accordance with City-established design criteria and industry standards. Consultant will provide written comments in tabular format. Task 8. Public Outreach Communication Consultant will develop a Storm Drain CIP fact sheet that can be distributed at the Public Works counter. Consultant will also provide staff to perform the initial web site update to add the Storm Drain CIP to the existing CIP project web site (www.burl in ag mecip.org). Consultant will also update Storm Drain CIP website on a quarterly basis to keep the general public informed of the progress being made. Task 9. Global Permitting Strategy Document(Assume 6 month duration) The following subtasks present Consultant's effort to prepare a report documenting identified permitting issues and suggested approaches for obtaining necessary environmental permits for the projects included in the CIP Program. Subtask 9.1 Review of Project Scoping Documents and Required Environmental Documentation In parallel with Task 1, Consultant will review those elements of the CIP Program that may require California Environmental Quality Act("CEQA") documentation and/or permitting related to natural resources, e.g. wetlands, streams, sensitive species habitats, and/or other biological resources. Consultant will also meet with City staff and the City's environmental consultant to review the current status of discussions and/or permitting with federal and state resource and coastal management agencies. Consultant will initially prepare a general overview of the permits that may apply to the project, their general conditions, permit fees charge by the agencies, and the time frames during which they are processed. Where sufficient design and/or project descriptions are available, Consultant will review project elements, to determine if there are opportunities to avoid or reduce permitting requirements through design changes. In conducting this review, Consultant will consider the presence of sensitive species or habitats,the various permits available and their conditions, and the time Page 9 of 11 Exhibit A Page 10 of 11 frames that are normally required to process such permits or authorizations. Consultant will prepare a list of recommendations for consideration in project design or engineering to reduce permit delays. Consultant will also prepare a critical path analysis of the project after any changes are determined from the first two steps. The critical path analysis will identify what additional studies, in any, may be required by resource agencies for proposed projects,what timelines are necessary to prepare such studies, and the level of effort or special contractors that may be required. Consultant will then provide a master list of environmental resource documentation and permitting activities and schedule to complete the overall project with a focus on those elements of the project that can begin early (without permitting) and those that can be prioritized based on short permit time frames. Subtask 9.2 Development of Master Environmental Documentation and Permit Schedule Consultant will prepare a Master Permit Schedule and description of the environmental documentation and permits that will be needed for the project to move forward in a timely and efficient way, which will be incorporated to the baseline schedule described in Task 4.2 above for each project. The permitting schedule will detail what agency permits are required, the conditions associated with each permit, and details on timing for application materials, associated technical reports, and mitigation measures as well as a description of CEQA compliance tasks. Subtask 9.3 Environmental Consultant Scope of Work Consultant will prepare a Scope of Work for any additional environmental consultants that the City believes may be necessary to conduct the work identified in Subtask 9.2. The Scope of Work will detail qualifications necessary, the type of permits or documentation required,the existing information that will be provided to the consultant, and the elements of the scope of work that must be submitted to the City for its review. Work under Subtask 9.3 will be completed in parallel with Task 2 described above. POTENTIAL ADDITIONAL TASKS Consultant has identified potential additional tasks that can be incorporated into the scope of work described above and by reallocating budget between tasks. The potential additional tasks listed below are not included in the initial authorized budget and therefore do not have any specific assigned budgets. These potential additional tasks may include: • Identify opportunities to modify specific project scopes to incorporate LID improvements, • Prepare small project environmental documentation and permit applications, and • Perform additional hydraulic analyses for individual watersheds or projects. Exhibit A Page 11 of 11 SCHEDULE The schedule for implementation of this scope of work shall be upon a mutually agreeable timeframe. COMPENSATION FOR CONSULTING SERVICES The scope of work assumed herein and the estimated budget identified in Table 1 are an estimate of the anticipated tasks, level of effort, and costs to manage the currently anticipated CIP projects during the 2009-2010 fiscal year. Both the City and Consultant recognize that it is not possible to accurately determine the complete scope of work and level of effort required to manage the anticipated projects. Some tasks may actually require more effort than assumed herein and from time to time additional tasks beyond those contemplated herein may arise. Therefore,this scope of work and the estimated budget in Table 1 reflect the City's and Consultant's current best ability to determine the scope of work and budget. In light of this uncertainty, Consultant will submit with each invoice a comparison of the remaining budget to the anticipated remaining level of effort to complete each task. If it becomes apparent that an individual task will exceed it estimated budget, Consultant will inform the City and include a projected budget to complete the task. Additionally, at such time as significant new tasks are identified, Consultant will inform the City of the new task and, if possible, the estimated cost to complete the newly identified task. Inasmuch as the exact level of effort to complete the proposed Scope of Work cannot be identified at this time, we propose that compensation for consulting services by Consultant be on a time and expense reimbursement basis in accordance with the Schedule of Charges dated 2 January 2008 included as Attachment 1, which will be used for the entire contract duration. On the basis of the Scope of Work described above, we propose a budget of$264,000, which will not be exceeded without authorization. Tables: 1. Table 1 - Estimated Program Consulting Effort and Associated Costs, Program Management of City of Burlingame Storm Drainage Capital Improvements Projects (2009-2010 Fiscal Year), City of Burlingame, San Mateo County, California Attachments: 1. Schedule of Charges dated 2 January 2008 TABLE 1 BUDGET ESTIMATE FOR FIRST YEAR OF PROGRAM MANAGEMENT SERVICES FOR THE STORM DRAINAGE SYSTEM CAPITAL IMPROVEMENTS PROGRAM City of Burlingame,California EXPENSES ESTIMATED COST TOTAL UNIT QNTY UNIT 10% COST SUB EKI AHE WRA LOA Circle Point Contland COST Mukup PER TOTALS W wi rrEM si o a td a S3 e 8 5 °a < rn 0 o Its 0 TASKS U W r7 (1 M 110 170 210 219 219 214.3 114.4 125.4 264 227 1 154 264 116 160 193 es Task 1.Develo Pro'ect Sco in Documents Review City-Furnished Information Regarding Work Completed to Date 40 8 8 8 24 6 6 16,911 Develop Project Scoping Memorandum Prepare project definition component for each watershed for up to 6 watersheds 40 S 2 8 10,634 Prepare Updated Preliminary Opinions of Probable Costs for up to 6 watersheds 40 S 8,480 i Prepare project schedule for each watershed 16 4 4 4 5.324 I Integrating OF Program with Municipal Regional Permit 8 1.913 Develop Implementation Strategy 40 40 4 Prepare Draft Project Scoping Memorandum(Assume 2 new figures produced) 16 24 4 2 2 8 8 4 2 b 1 300 11,726 Meet with City to Review Project Scoping Memorandum 8 8 8 8 L 1 200 1 5,468 Prepare Final Project Scoping Memorandum 8 24 2 2 L 1 200 6.018 Communication Charges 3% 61.928 1,858 T k Subtotal 24 232 82 4 8 28 20 40 18 0 68,232 T k 2 I sue lobal R for proposals Develop Request for Proposal 16 a 2 4,838 Coordinate Request for Proposals Process 16 8 4,400 Coordinate with Selection Committee 8 8 3.040 Communication Charges 3% 12.278 368 Task Subrotaf 40 24 2 1 12,646 Task 3 rdinati nA m o 9 m n h r ion) Subtask 3.1 Coordination with City Staff Prepare agendas for monthly meetings(Assume 9 meetings) 8 1,360 Monthly meetings(Assume 9 meetings:2 people,2 hrs/meeting) 18 18 4 It 1 1,000 1 8,816 Prepare monthly meeting minutes(Assume 9 meetings,2 hrs/meeting plus 0.5 hrs/meeting QA/QC) 18 4 3.900 Subusk 3.2 Presentations to City Council(Assume 2 presentations) Prepare draft presentations(Assume 2 people,10 hours per meeting plus support) 4 20 20 4 8,916 Meet with City stiff to review presentations(Assume 2 people,2 hours per meeting) 4 4 2 1 is 1 200 1 2,178 _ Prepare final presentations(Assume 2 people.2 hours per meeting plus QA/QC) 4 4 2 1.958 City Council Presentation(Assume 2 people,2 hours per meeting) 4 4 2 is 1 800 l 2,938 Subtask 3.3 Coordination with Finance Department _ Prepare Quarterly cash Dow projections(Assume 1 person,4 hours per quarter plus QA/QC) 12 4 2,880 Meet with City Finance Department(Allowance) 4 4 1.520 Subtask 3.4 Project Reporting(Assume 9 reports) Develop Repon Template(Assume 1 person.8 hours plus QA/QC) 8 2 1.780 _ Prepare monthly repos(Assume 1 person.4 hours per report plus QA/QC) 36 4 is 1 400 1 7,400 Communication Charges EE� 3% 1 40,906 1.227 Task Sa6tora/ 4 136 1 68 1 1 14 44,773 I Table I Estimated Budget 2009-2010 SD Program Management ContractmFinal.xls Erler&Kalinowski,Inc. 8/28/2009 Page 1 of 3 (EKI A9-038) TABLE 1 BUDGET ESTIMATE FOR FIRST YEAR OF PROGRAM MANAGEMENT SERVICES FOR THE STORM DRAINAGE SYSTEM CAPITAL IMPROVEMENTS PROGRAM City of Burlingame,California EXPENSES ESTIMATED COST TOTAL UNIT QNTY MITT 10% COST SUE EKI AHE WRA LOA Circle Point Coastland COST Markup PER TOTALS ty J. rMM a m a to d N ,N F 3 s Z5 d r TASKS U ss ° ° e 110 170 1 210 219 219 214.51114.41125.41 264 227 154 264 116 160 193 es Task J.Devrolo ment of Pro ram Bud et and Schedule Assume 2 month duration Submsk 4.1 Budget Development and Management Develop project budgets 20 B 2 5.518 Meet with City to review project budgets(Assume 2 people,4 boors for meeting prep and minutes) 4 2 Is 1 200 1 1.320 Incorporate City comments and prepare final budgets(Assume I person,8 hours plus QA/QC) 8 2 1,780 _ Sublask 4.2 Schedule Development and Management Develop project schedules 20 8 2 5.518 Meet with City to review project schedules(Assume 2 people,4 hours for meeting prep and minutes) 4 2 Is 1 200 1 1,320 Incorporate City comments and prepare final schedules(Assume 1 person,4 hours plus QA/QC) 4 2 1.100 Communication Charges 3% 16,116 453 Task Subtotal 60 24 4 17,039 Task 5,Marsten Creek Outfall Consultant Mane ement and Coordination Subtask 5 2 Final Design Phase Management(.Assume 3 Month Duration) Standing Meetings(Assume monthly meetings,1 person,2 hows/meeting) 6 1,020 Day-to-Da}Management(Assume I person.2 howalweek plus QA/QC) 24 B 5.760 Project Schedule and Budget Tracking/Status Reporting(Assume 2 hours/month) 6 1 1,020 Review Technical Submittals(Assume 2 submittals,3 people,6 hours/submittal) 12 12 12 1 7,188 Submsk 5.2 Construction Phase Management(Assume Bid Phase only) Assist with Bidding Activities(Assume 4-week bid period,1 penon,2 hrs/wk plus QA/QC) B 2 1 1.7811 Attend Pre-bid meeting(Assume 2 people,1 how meeting plus prep ume) 2 2 760 Evaluate Bids(Assume 1 person,2 hours plus QA/QC) 2 1 550 Communication Charges 3% 18.078 542 Task Sabtwa/ 60 25 12 1 Task 6.Street Im rovemenl Consultant Man-einem and Coordination Subtask G.1 Development of Street Improvement Strategy and Plan Develop preliminary implementation options 16 8 2 4.838 Meet with the City to review preliminary implementation options. 4 2 __ _ 1,100 Prepare Draft Meeting Minutes 4 2 11100 Incorporate Cit)'s Comments and Finalize Meeting Minutes 4 2 1.100 Submsk 6.2 Assistance with Implementing Street Improvement on EI Camino Real 16 10 4.820 Communication Charges 3% 13.396 _ 402 Task=n 44 1 24 1 2 1 2 113,360 Table 1 Estimated Budget 2009-2010 SD Program Management Contract.vFinal.xls Erler&Kalinowski,Inc. 8/28/2009 Page 2 of 3 (EKI A9-038) TABLE 1 BUDGET ESTIMATE FOR FIRST YEAR OF PROGRAM MANAGEMENT SERVICES FOR THE STORM DRAINAGE SYSTEM CAPITAL IMPROVEMENTS PROGRAM City of Burlingame,California EXPENSES ESTIMATED COST TOTAL UNIT QNTY UNIT 10% COST SUB EKI JAHF WRA EOA Circle Poinl Caseload COST Maokup PER TOTALS ul a I ITEM Is;vi d W cvu F N � m TASKS < ri (1— (S) 110 170 210 12191219 214.5 114.4 125.4 264 227 154 1 264 116 160 193 ea Task 7.Marsten PumStation Consultant Matta nt and Coordination Subtask 7.l Negotiate Design Consultant Scopeemeand Budget Review and Comment Draft Scopes and Budgets(Assume 2 people,16 hours plus QA/QC) 72 _ 2 6.518 Meet with City Staff(Assume 2 meetings,2 hours,2 people per meeting) 1.520 Prepare Staff Report 340 Subtask 7.2 Environmental and Other Permitting(assume 6 months of active permitting work) Day-to-Day Coordination with City's Environmental Consultant(Assume I person,1 hr/week plus QA/QC) 4 6.216 Subtas►7.3 Predesign Phase Management(Assume 2 Month Duration) Standing Meetings(Assume 4 meetings,1 person,2 hours/meeting) 8 1. Day-to-Day Management(Assume 1 person,2 hours/week plus QA/QC) 16 4 3,560 Project Schedule and Budget Tmckmg/Status Reporting(Assume 2 hours/month) 4 690 Review Technical Submittals(Assume I submittal,3 people.6 hours submittal) 6 6 6 3.594 Subtask 7.4 Final Design Phase Management(Assume 3 Month Duration) Standing Meetings(Assume biweekly meetings,I person,2 hours/meeting) 12 2,040 Day-to-Day Management(Assume 1 person,2 hours/week plus QA/QC) u 6 5,340 Project Schedule and Budget Tracking/Status Repotting(Assume 2 hours/month) 6 1.020 Review Technical Submittals(Assume 2 submittals,3 people.6 hours/submitu) 12 12 12 7.198 Communication Charges _ 3% 39.376 1 1.I81 Task Sabrotal 134 54 18 6 Task N Pu li Outreach Communication Develop Storm Drain CIP Fact sheets including printing 2 2 8 2 is 1 2,000 I 4,720 Develop Strom Dram CIP Web Site 2 8 1.572 Quarterly Updates to Storm Dram CIP Web Site(Assume 4 updates,2 hours per update) 2 8 1,572 I Communication Charges I 1 3% 1,440 43 Task Subtotal 6 2 24 2 1 7 Task 9Permitting r D m Subtask 9.1 Review of Project Scoping Documents and Required Environmental Documentation Prepare overview of applicable permits and CEQA for CIP Program 4 2 16 16 8 is 1 200 1 7,269 Identify project scope changes to reduce permitting 2 16 16 4 5.233 Identify additions studies required,if any 2 2 8 8 4 3.734 Subtask 9.2 Development of Master Environmental Documentation and Permit Schedule Develop draft manor schedule _ 2 40 16 4 7,978 Meet with City in review schedule(assume 1 meeting,3 people,2 hr meeting) 2 2 1 2 1,288 Finalize schedule 2 2 16 1 8 2 1 Is I I too 1 4132 Subtesk 9.3 Environmental Consultant Scope of WorkDevelop draft scope of work 4 2 16 8 1 Is 1 200.0 I 4,418 Meet with the City to review draft scope of work(assume 2 meetings,3 people,2 hrs/meeting) 4 4 4 2,576 Firalim scope of work 2 16 8 1 3.438 Communication Charges 3°/. 7,020 211 Task Subtotal 24 14 200 110 30 40,376 GRAND TOTALS 28 736 317 38 32 20 138 30 30 2A 2 40 18 8 264,000 Table 1 Esfimated Budget 2009-2010 SD Program Management Contract vFinal.xls Eder 6 Katllnowsid,Inc. 8/28/2009 Page 3 of 3 (EKI A9-038) CITY 0 STAFF REPORT BURUNGAME AGENDA ITEM# 8d ti�oq Som MTG. DATE September 7,2009 TO: HONORABLE MAYOR AND CITY COUNCIL SUBMITTED BY �4 DATE: August 31,2009 APPROVED B FROM: Jesus Nava, Finance Director i% SUBJECT: Approval of Out-of-State Travel for Finance Director/Treasurer RECOMMENDATION: That the City Council approve out-of-state travel for the Finance Director/Treasurer. BACKGROUND: Jesus has been selected as an international financial policy advisor to ICMA LatinoAmerica, which launched a program to help Mexican cities, states, and other sub-national authorities improve their ability to borrow funds at reasonable interest rates. The program is funded by a grant from the World Bank through the Public-Private Infrastructure Advisory Facility. The project is part of a broader goal to improve the quality of management in Latin American cities. The Finance Director/Treasurer will travel to Puebla, Mexico, a city of 1.4 million inhabitants, located 70 miles south of Mexico City. Puebla is one of three selected Mexican municipalities that will receive technical assistance. The cities were chosen because: ■ They intend to borrow from banks or bond markets within the next 18 months. ■ Their anticipated borrowing is for infrastructure projects that are expected to help reduce poverty and promote sustainable development. • They are committed to financial management reform. ■ They will commit the resources to implement improvements in their creditworthiness. The selected municipal finance practitioners from the United States will help the Mexican cities review the factors under their control that affect their ability to borrow at favorable rates and develop an improvement plan that can be implemented within a year. These practitioners will provide advice throughout the process, some of it through city-to-city exchange visits. The specific goal of the program is improved creditworthiness as reflected by new or improved municipal credit ratings. The advisors will provide a final assessment of progress against the improvement plan that each participating city developed and will document"lessons learned." FISCAL IMPACT: There is no fiscal impact to the City. All travel costs will be paid by the World Bank grant. 41 CITY o� STAFF REPORT BURUNGAME AGENDA ITEM# 12a �ooq qo MTG. '-.AT.. DATE DATE 9/08/09 TO: HONORABLE MAYOR AND CITY COUNCIL SUBMITTED BY Gus Guinan,City Attorney DATE: September 8,2009 APPROVE FROM: Gus Guinan,City Attorney BY SUBJECT: DISCUSSION OF PLACEMENT OF ELECTED AND APPOINTED OFFICIALS' HOME ADDRESSES AND TELEPHONE NUMBERS ON THE CITY'S WEBSITE AND CITY COUNCIL DIRECTION TO STAFF REGARDING THIS MATTER BACKGROUND: In the past several months, the question has been asked whether the City is required to post the addresses and telephone numbers of City Commissioners on the City's website as it has done over the past several years. The answer is, no, there is no such requirement. However, an additional, related statutory requirement was noted, Government Code section 6254.21, which prohibits the City from posting on its website the home address and phone numbers of its elected and appointed officials without their written permission. While ostensibly this statute is designed to protect the safety of elected and appointed officials, it should be noted that there may be other ways that someone might be able to obtain this personal information. Each elected and appointed official is required to file a form 700 which requires an address and telephone number; however, the filing official can use a business address and telephone number. The form 700's are public records and, upon request, must be provided to members of the public requesting to review them. The City also requires a written application form from each commissioner candidate. This form requires that the commissioner-candidate list a home address so that residency, a qualification for appointment, can be verified. However, verification of residency might be accomplished in some other manner (presentation of a tax bill with parcel number and address, etc). If so, the address requirement might be deleted from the application form. The application forms themselves are public records and, upon request, must be provided to members of the public requesting to review them. The City has not obtained the written permission of its elected and appointed officials to place their home addresses and telephone numbers on the City's website. Pending further direction from the City Council, the home addresses and telephone numbers of the City's elected and appointed officials have been removed from the City's website in order to comply with the law. ACTION REQUIRED: At the request of Council member Deal, this matter has been agendized so that the City Council can discuss the matter and direct staff to 1) request written permission of the elected and appointed officials to place their home addresses and telephone numbers on the City website; 2)place City Hall address and telephone numbers for the elected and appointed officials on the City website or 3)permanently delete the home address and telephone numbers of the elected and appointed officials from the City website. BURLINGAME BEAUTIFICATION COMMISSION August 6,2009 The regularly scheduled meeting of the Beautification Commission was called to order at 6:00 p.m. by Vice Chairperson Wright ROLL CALL Present: Vice Chair Wright, Commissioners Benson, Dittman, Hunt, and McQuaide Absent: Chairperson Lahey and Commissioner Carney Staff: Administrative Secretary Harvey Guests: Dale Perkins MINUTES—Minutes were approved as submitted. CORRESPONDENCE Letter to Judy Schneider, 1812 Easton Drive, informing her that the Commission voted to approve the removal of the City-owned Cypress tree at 1812 Easton Drive, but that she would be responsible for costs related to stump removal and the purchase of one 24" box size Eucalyptus citriodora replacement tree. Letter to Judy Dostal Schneider, 1812 Easton Drive, clarifying the Commission's decision and the process, noting that once she had secured a contractor to remove the stump and obtained a permit for the stump work to be done from the Parks Division, the removal of the Cypress tree would be scheduled; and that, she would be billed after the new tree was planted by the Parks crew. Letter to David and Anne Hinckle, owners of Earthbeam Natural Foods, informing them that their business landscape design had won the Business Landscape Award for 2009 and that the award presentation would be held at the September 8"' City Council meeting. FROM THE FLOOR There was no comment `From the Floor'. OLD BUSINESS 2009 Business Landscape Award—Council Meeting, September 8`h V. Chair Wright thanked Dale Perkins for attending the meeting. Mr. Perkins shared his plan to donate a watercolor rendering of the winning business as well as smaller scaled versions to be placed at the Library, City Hall. He added that he would also provide smaller prints and note cards of the winning business for each Councilmember. Administrative Secretary Harvey noted that she had confirmed with the Librarian and the City Manager's office that the new renderings could replace last year's business renderings. The Commission discussed various options of what could be done with the two publicly displayed renderings of last years art pieces. Commissioner Benson mentioned that the Burlingame Historical Society might be interested and it was suggested that the owners of Solo Bambini might be interested in having the other water color rendering of their business. Mr. Perkins thought those ideas were good options to consider. The Commission reviewed the watercolor rendering of the business, discussed various options for publicity of the award, discussed presentation of the award at the Council meeting, and thanked Mr. Perkins for his work and donation to the City. 1 NEW BUSINESS—Urban Forest Management Plan—Public Information Ideas Administrative Secretary Harvey reported that Supervisor Disco will be adding the plan to the City of Burlingame website and the following items would be available in pdf format for the public to download: * Policy for Expanding Width of Planter Strips to Accommodate Larger Canopy Trees • Planting Techniques * Landscaping Around Established Trees • Tree Protection During Construction • Landscaping Impacts Secretary Harvey added that an article would be placed in the E-Newsletter and the Recreation Brochure informing the public of the changes to the Urban Forest Management Plan, and would include a link to the plan. Commissioner McQuaide stated that contained within the information that would be posted in the E-Newsletter and the Recreation Brochure, she would like the same language included in the letter to the Realtors for new residents: "The City of Burlingame values its trees", etc. Secretary Harvey stated that could be included and asked the Commission to think about other public information ideas they may have that could be discussed at the September Commission meeting. REPORTS Administrative Secretary Harvey • A total of$446.00 was raised at the Beautification Commission's booth at Art-in-the Park on Sunday, June 14''. Staff thanks those Commissioner's who "woman'd" the booth that day. • Owners of Earthbeam were notified that they are the recipients of the 2009 Business Landscape Award; and that the award plaque and artist rendering of their business would be presented at the City Council meeting on Tuesday, September 8. • Broadway Improvement District contracted with Community Gatepath to plant and maintain the plants in the small pots on Broadway. City Park's crew repaired all irrigation in the small pots, and new plants were planted in the bulbouts by Park's crew. At the request of Community Gatepath, irrigation of the "small pots" was increased to 3 x's per week. • Notice regarding the "City of Trees" fundraising campaign was placed in the June 26th Burlingame-News as well as a reminder to Burlingame residents to"water"newly planted City trees (and their private trees) during"dry, drought-like" conditions. • The "Trees, What's the Big Deal" brochure, (with fundraising inserts), was placed in the Recreation Center, Water Office, and the Planning/Building Departments at City Hall. • Once the property owner at 1812 Easton Drive has contracted with a stump removal company and obtained a"no fee" permit from the Parks Division, arrangements would be made for City crews to remove and replace the City tree at 1812 Easton Drive, • Tim Richmond will work on special projects in the department on an "as needed"basis. 2 REPORTS—Contd. Parks Supervisor Disco • On the July 20, 2009 City Council meeting, the Council approved the revisions and additions to the Urban Forest Management Plan and also approved a new policy to expand the width of planter strips during new additions or substantial remodels. • In the month of June, the City tree crew watered approximately 470 newly planted trees; re-staked 32 trees, and liquid-fertilized 37 trees as well as watered and re-staked all the Accolade Elms along ECR belonging to CalTrans. • A park bench dedicated to the memory of Marilyn Short of the Historical Society was installed in the Fragrance Garden in Washington Park. • Park Crews planted new 5 gal lantana and lavender in several of the corner planting areas on Broadway and installed new mulch. • The Centennial Tree donor plaque was installed on a boulder in front of the Centennial tree at Washington Park. • Park Crews continue there work removing old shrubs on the islands on Airport Blvd to make room for new mulch and irrigation for the grant trees planted last year. • The Park Supervisor will now be reviewing all Private Tree Removal applications for retiring City Arborist, Steve Porter. • Caltrans will soon be removing several dead elms on ECR north of Adeline. Park Supervisor will be meeting with CalTrans representative to confirm trees and locations. • PG&E continue their plans to trim several Eucalyptus trees on the west side of ECR between Oak Grove and Bellevue. No confirmed date has been set yet. Commissioner Wright Commissioner Wright reported that Broadway looks beautiful with the colorful flowers but noted that there is no trash container in front of the Broadway Cleaners on Chula Vista and is really needed. Secretary Harvey referred Commissioner Wright to the Public Works Department who J s responsible for placement of trash receptacles in the business districts. Commissioner Dittman Commissioner Dittman stated the "garage sales" signs and other signs are being posted on poles throughout Burlingame, commenting that it looks awful and wished something could be done about it. Commissioner Dittman commented that though the Beautification Commission's primary responsibility is oversight of the trees, she would like to see a Public Arts Committee or Commission. Commissioner Benson replied that the Council has also considered the formation of a committee or commission. Commissioner Dittman asked about Newsracks in the City. Commissioner Benson responded that Gordon Goettsche from Public Works had asked her to inventory Newsracks in the business districts that do not have permits and once the notification process had been completed, racks without permits could be removed. Commissioner McQuaide Commissioner McQuaide stated that in the spring she would like to see the City of Burlingame have a community vegetable garden but added that a fenced space would be required, she wondered if Cuernavaca Park would have space for a community garden. r REPORTS—Contd. Commissioner Hunt Commissioner Hunt expressed her concern that two large trees located in Lot L, behind the Atherton Culinary business, may be removed as part of the plan for the new Safeway project. Commissioner Benson Commissioner Benson reported that she spruced up the planters on Broadway, was disappointed to see that some of the newer plants she had planted had been removed and replaced, but stated that the large and small pots are looking beautiful. Commissioner Benson also reported on the following items: 1) Three of the large planters on Broadway were moved to the Burlingame History museum which she will plant and maintain; 2) She cleaned the gutters at the train station and deadheaded the Park Road Rose Garden; 3) The plants in the "adopted" planters on Burlingame Avenue are dying due to a lack of water. There being no further business, the meeting adjourned at 7:40 p.m. Respectfully submitted, Karlene Harvey X, Recording Secretary 4 CITY OF BURLINGAME PLANNING COMMISSION BURLINGAME UNAPPROVED MINUTES Monday, August 24, 2009—7 00 p.m. City Council Chambers—501 Primrose Road Burlingame, California I. CALL TO ORDER Chair Terrones called the August 24, 2009, regular meeting of the Planning Commission to order at 7:00 p.m. II. ROLL CALL Present: Commissioners Auran, Brownrigg, Terrones, Terrones, Yie, and Lindstrom Absent: Commissioner Vistica Staff Present: Community Development Director,William Meeker; Planning Manager, Maureen Brooks;and City Attorney, Gus Guinan III. MINUTES Commissioner A uran moved, seconded by Commissioner Brownrigg to approve the minutes of the August 10, 2009 regular meeting of the Planning Commission, with the following change.- Page hange:Page 9, "Discussion of Motion",revised statement to read: "Supports concern expressed regarding the negative environmental effects of installing vinyl windows". ■ Page 9, last paragraph (record of vote); record Commissioner Lindstrom as absent. Motion passed 6-0-1 (Commissioner Vistica absent). IV. APPROVAL OF AGENDA There were no changes to the agenda. V. FROM THE FLOOR Pat Giorni, 1445 Balboa Avenue, spoke: ■ Suggested that the Planning Commission and Building Division require dumpsters to be placed upon properties during construction, unless extenuating circumstances prevent this approach, or request that Public Works increase the permit fee for dumpster placement to cover the cost of damaged pavement. VI. STUDY ITEMS 1. AMENDMENT TO TITLE 25 OF THE BURLINGAME MUNICIPAL CODE(ZONING CODE)TO INCREASE THE TIME LIMIT FOR EXERCISING APPROVALS GRANTED BY THE PLANNING COMMISSION AND CITY COUNCIL, TO AMEND THE TIME LIMIT FOR EXTENSIONS AND TO CLARIFY THE APPEAL PERIOD FOR DESIGN REVIEW. STAFF CONTACT: RUBEN HURIN CITY OF BURLINGAME PLANNING COMMISSION—Unapproved Minutes August 24,2009 Community Development Director Meeker presented a summary of the staff report,dated August 24,2008 The proposed changes would extend the initial approval term for development entitlements from one-year t(, three-years. Project proponents would be permitted to request one,two-year extension of the initial term for a combined term of five-years. Current policy is to grant one,one-year extension;though a literal reading of the code implies that more than one extension is possible. The proposed amendments also include language that would create consistency between the appeal periods applicable to design review permits and other entitlements;creating a uniform ten-day appeal period;the appeal period for a design review permit is presently seven-days. Commission comments: • How did staff arrive at the 3-year time frame? (Meeker—reviewed other cities'approaches,also considered the timeframe applied to projects that involve a subdivision map.) • Is there a sense for the number of approvals that are actually used;how many approvals are never used? (Brooks-We haven't kept records of the number of applications that are not pursued,the number of outstanding permits represents about 25%of the number approved in a year.) • Does the department intend to notify applicants of the change in the time frame for extensions? (Meeker—parties that currently hold valid approvals granted prior to the effective date of the ordinance change will be notified that their permits will be automatically extended;by two years if they are in the initial term,and by one year if the permit is in an extension period.) • Could it be tailored based upon project type; residential versus commercial; multi-family versus single-family? (Meeker—discouraged such a differentiation,would be hard to keep track,and all types are impacted by the economic downturn.) • How will the City ensure ongoing maintenance of properties prior to construction? (Meeker—the City's Code Enforcement Officer has the ability to work with property owners to ensure that., properties are maintained in a clean and safe condition,many of the delayed projects are singl, family homes where someone still resides on the property.) • Would building code changes apply to project where the approvals were granted in advance of the changes?(Meeker—unless the project included approval of a vesting subdivision map,the codes in place at the time of issuance of a building permit would apply.) • Would fees be frozen at the time of project approval? (Meeker—Building Permit fees would be collected at the rate in place at the time of building permit issuance. If a project included approval of a vesting subdivision map,development impact fees would be those in place at the time the project was approved.) No changes to the proposed amendments were requested,and the item was scheduled for the Regular Action Calendar when ready for consideration. This item concluded at 7:22 p.m. VII. ACTION ITEMS Consent Calendar-Items on the Consent Calendar are considered to be routine. They are acted upon simultaneously unless separate discussion and/or action is requested by the applicant,a member of the public or a Commissioner prior to the time the Commission votes on the motion to adopt. Chair Terrones asked if anyone in the audience or on the Commission wished to call any item off the consent calendar. Pat Giorni, 1445 Balboa Avenue;requested that Item 2a(1613 Easton Drive)be pulled from the Consent Calendar. 2 CITY OF BURLINGAME PLANNING COMMISSION— Unapproved Minutes August 24, 2009 �1b. 1428 CARLOS AVENUE, ZONED R-1 — APPLICATION FOR DESIGN REVIEW FOR A FIRST AND SECOND STORY ADDITION TO AN EXISTING SINGLE FAMILY DWELLING (RAY BRAYER, APPLICANT AND DESIGNER; AND JOHN AND JILL THOMAS, PROPERTY OWNERS) STAFF CONTACT: ERICA STROHMEIER 2c. 808 BURLINGAME AVENUE, ZONED R-1 — REQUEST FOR ONE-YEAR EXTENSION OF AN APPLICATION FOR LOT COVERAGE AND PARKING VARIANCES FORA FIRST FLOOR ADDITION TO A SINGLE FAMILY DWELLING (CONNIE KNIVETON, APPLICANT AND PROPERTY OWNER; AND JOHN MATTHEWS ARCHITECT) STAFF CONTACT: RUBEN HURIN Commissioner Brownrigg moved approval of the Consent Calendarbased on the facts in the staff reports, Commissioner's comments and the findings in the staff reports, with recommended conditions in the staff reports and by resolution. The motion was seconded by Commissioner Cauchi. Chair Terrones called for a voice vote on the motion and it passed 6-0-1 (Commissioner Vistica absent). Appeal procedures were advised. This item concluded at 7:25 p.m. Commissioner A uran indicated that he would recuse himself from participating in the discussion regarding Item 2a (1613 Easton Drive), since he has a business relationship with the applicant. He left the Council Chambers. VIII. REGULAR ACTION ITEMS 2a. 1613 EASTON DRIVE,ZONED R-1 —APPLICATION FOR DESIGN REVIEW AND SPECIAL PERMIT FOR DECLINING HEIGHT ENVELOPE FOR A NEW, TWO-STORY SINGLE FAMILY DWELLING AND DETACHED GARAGE (CHU DESIGN AND ENGINEERING, APPLICANT AND DESIGNER; AND BOB AND CINDY GILSON, PROPERTY OWNERS) STAFF CONTACT: ERICA STROHMEIER Reference staff report dated August 24, 2009,with attachments. Community Development Director Meeker presented the report, reviewed criteria and staff comments. Sixteen (16) conditions were suggested for consideration. Chair Terrones opened the public hearing. James Chu, 55 West 43`d Street, San Mateo; and Bob Gilson, 30 Woodgate Court, Hillsborough; represented the applicant: • Indicated that the survey for the property does not show the presence of a sewer lateral serving the property lying to the rear of the site on Cortez Avenue. Commission comments: None. Public comments: Pat Giorni, 1445 Balboa Avenue; spoke: • She noted a property on Balboa Avenue that was constructed a few years ago did have a sewer lateral from the adjacent property that connected to the line on the property. Became a City matter with that project, not a civil matter. Asked the City Attorney to clarify that it would be a civil matter, or a City matter. (Guinan- If the lateral is totally on private property, on the property side of the clean- 3 CITY OF BURLINGAME PLANNING COMMISSION — Unapproved Minutes August 24, 2009 out; the responsibility would lie with the private property owners. Has seen connected laterals or private properties, but these problems must be resolved by the private property owners. Does not see it as a City issue, based upon the current understanding of the situation.) There were no further comments and the public hearing was closed. Additional Commission comments: None. Commissioner Brownrigg moved to approve the application, by resolution, with the following conditions: 1 . that the project shall be built as shown on the plans submitted to the Planning Division date stamped August 12, 2009, sheets A.1 through A.6, Landscape Plan and Boundary and Topographic Survey; 2. that any changes to building materials, exterior finishes, windows, architectural features, roof height or pitch, and amount or type of hardscape materials shall be subject to Planning Division or Planning Commission review (FYI or amendment to be determined by Planning staff); 3. that any changes to the size or envelope of the basement, first or second floors, or garage, which would include adding or enlarging a dormer(s), shall require an amendment to this permit; 4. that the proposed street tree located in the City's planter strip shall be a Eucalyptus Citriodora; and that the applicant shall apply for a tree planting permit through the Parks Department before planting the proposed tree; 5. that all proposed debris boxes shall be stored on the site during demolition and construction; 6. that the conditions of the Chief Building Official's July 21 , 2009 and June 19, 2009 memos, the City Engineer's June 22, 2009 memo, the Fire Marshal's June 22, 2009 memo, the CityArborist's June 26, 2009 memo, and the NPDES Coordinator's June 19, 2009 memo shall be met; 7. that demolition for removal of the existing structures and any grading or earth moving on the site shall not occur until a building permit has been issued and such site work shall be required to comply with all the regulations of the Bay Area Air Quality Management District; 8. that prior to issuance of a building permit for construction of the project, the project construction plans shall be modified to include a cover sheet listing all conditions of approval adopted by the Planning Commission, or City Council on appeal; which shall remain a part of all sets of approved plans throughout the construction process. Compliance with all conditions of approval is required; the conditions of approval shall not be modified or changed without the approval of the Planning Commission, or City Council on appeal; 9. that all air ducts, plumbing vents, and flues shall be combined, where possible, to a single termination and installed on the portions of the roof not visible from the street; and that these venting details shall be included and approved in the construction plans before a Building permit is issued; 10. that the project shall comply with the Construction and Demolition Debris Recycling Ordinance which requires affected demolition, new construction and alteration projects to submit a Waste Reduction plan and meet recycling requirements; any partial or full demolition of a structure, interior or exterior, shall require a demolition permit; 4 CITY OF BURLINGAME PLANNING COMMISSION—Unapproved Minutes August 24,2009 11. that during demolition of the existing residence, site preparation and construction of the new residence, the applicant shall use all applicable "best management practices" as identified in Burlingame's Storm Water Ordinance,to prevent erosion and off-site sedimentation of storm water runoff; 12. that the project shall meet all the requirements of the California Building and Uniform Fire Codes, 2007 Edition,as amended by the City of Burlingame; THE FOLLOWING CONDITIONS SHALL BE MET DURING THE BUILDING INSPECTION PROCESS PRIOR TO THE INSPECTIONS NOTED IN EACH CONDITION 13. that prior to scheduling the foundation inspection, a licensed surveyor shall locate the property corners,set the building footprint and certify the first floor elevation of the new structure(s)based on the elevation at the top of the form boards per the approved plans;this survey shall be accepted by the City Engineer; 14. that prior to scheduling the framing inspection the project architect or residential designer,or another architect or residential design professional, shall provide an architectural certification that the architectural details shown in the approved design which should be evident at framing,such as window locations and bays,are built as shown on the approved plans;architectural certification documenting framing compliance with approved design shall be submitted to the Building Division before the final framing inspection shall be scheduled; 15. that prior to scheduling the roof deck inspection,a licensed surveyor shall shoot the height of the roof ridge and provide certification of that height to the Building Department;and 16. that prior to final inspection, Planning Department staff will inspect and note compliance of the architectural details (trim materials, window type, etc.)to verify that the project has been built according to the approved Planning and Building plans. The motion was seconded by Commissioner Cauchi. Discussion of motion: None. Chair Terrones called for a voice vote on the motion to approve. The motion passed 6-0-1-1. (Commissioner Vistica absent,CommissionerAuran recused). Appeal procedures were advised. This item concluded at 7:35 p.m. Commissioner Auran returned to the dais. 3. 1701 ALBEMARLE WAY,ZONED R-1 —APPLICATION FOR DESIGN REVIEW FOR A FIRST AND SECOND STORY ADDITION TO A SINGLE FAMILY DWELLING(MRS.JING LING LAU,APPLICANT AND PROPERTY OWNER'AND LI-SHENG FU,ARCHITECT) STAFF CONTACT: ERICA STROHMEIER Reference staff report dated August 24,2009,with attachments. Planning Manager Brooks presented the report,reviewed criteria and staff comments. Twelve(12)conditions were suggested for consideration. Chair Terrones opened the public hearing. 5 CITY OF BURLINGAME PLANNING COMMISSION — Unapproved Minutes August 24, 2009 Julia (last name unknown, representing the architect Li-Sheng Fu), 180 Martingale Drive, Fremont; an( ' ` Russell Lau, 1701 Albemarle; represented the applicant. Commission comments: ■ On the rear elevation, will all of the windows be "short"? (Julia — all will be short.) ■ Like the improvements to the design that have been made; is the porch being raised, there appear to be more steps shown on the plans than exist currently? (Julia — drawing is incorrect) ■ On left side of front elevation (Albemarle), will siding only run to bottom of window? (Julia — this portion is not changing). ■ The grade line on the plans appears to be drawn incorrectly. ■ What type of material is being used for the porch railing? (Julia — wood.) ■ No gutters or downspouts shown on the plans; will they be installed? Painted? (Julia — will be installed and painted.) ■ Design reviewer suggested that the brick water table be taken around the entire building, but it is not shown in that manner. Should at least be extended along the Davis Drive side. Continue the brick cap along the top of the water table in other areas where it is run. ■ On the rear elevation, suggested carrying the brick line straight across, rather than dropping it to line up with the staircase. ■ Any consideration to wood windows, rather than vinyl clad? (Julia — wood windows would be more expensive; is a money issue.) ■ The Commission has almost always insisted on wood windows; the difference in cost is usually worth the investment. ■ Doesn't understand how the trellis structure works on the front; how does it connect? Is it sitting on the roof? (Julia — yes.) ■ Consider adding knee braces to the other gables at the front of the house to add more character t( the gable ends. ■ Trellis appears skimpy; maybe a larger cross member would provide more presence; consider placing a column on the other side. Consider supporting it with knee braces from the gable ends. • There are no elevations shown on the left side of the garage (Julia — currently no brick veneer, but can add it). Don't need a brick water table on the garage. Public comments: Chris Foley, 1504 Davis Drive; spoke: • Indicated that she is happy with the changes that the neighbor has made; and appreciates their cooperation. There were no further comments and the public hearing was closed. Additional Commission comments: ■ All five of the rear windows on the second floor shall be short. ■ The railing on the porch shall be wood. • Brick veneer continued onto Davis Drive elevation; continue the height on the rear. ■ Metal painted gutters and downspouts shall be shown on the plans. ■ Show knee braces on the other gables on the front, also show them supporting the trellis. ■ Brick veneer shall also continue on the alley side of the house (across from garage); all with a brick cap to match the front. ■ Correct the grade shown on the plans. 6 CITY OF BURLINGAME PLANNING COMMISSION— Unapproved Minutes August 24, 2009 ■ Omit the brick veneer from the garage. Correct the height of the porch as shown on the plans to match the existing condition. Commissioner Yie moved to continue the item to the Consent Calendar with direction to the applicant to reflect all requested changes on revised project plans before placing the item back on the agenda for consideration. The motion was seconded by Commissioner Brownrigg. Discussion of motion: None. Chair Terrones called for a voice vote on the motion to continue to the Consent Calendar. The motion passed 6-0-1 (Commissioner Vistica absent). The action continuing the item is not subject to appeal. This item concluded at 7:58 p.m. IX. DESIGN REVIEW STUDY ITEMS There were no Design Review Study items. X. COMMISSIONERS' REPORTS There were no Commissioner's Reports. `-'XI. DIRECTOR'S REPORT Commission Communications: ■ None. Actions from Regular City Council meeting of August 17, 2009: ■ None. FYI: 1595 Columbus Avenue — review of required changes to a previously approved Design Review project: ■ Accepted. FYI: 1531 Columbus Avenue — requested changes to a previously approved Design Review project: • Accepted. 7 CITY OF BURLINGAME PLANNING COMMISSION— Unapproved Minutes August 24, 2009 Miscellaneous: Chair Terrones noted that the Community Development Director will be putting together an outline of subcommittee items for discussion by the full Commission. A subcommittee representative will be assigned responsibility for preparation of a brief report to elicit discussion by the full Commission, prior sending the back to the subcommittee for further work. These discussions will be placed on light Commission agendas. XII. ADJOURNMENT Chair Terrones adjourned the meeting at 8:05 p.m. Respectfully submitted, Sandra Yie, Secretary 8 City of Burlingame JULY PERMIT ACTIVITY ** Building permits were issued for two new single family dwellings in July. Although the volume of permits was about the same as in July 2008 the permit valuations for residential and non-residential alterations were significantly higher. This accounted for improved performance over July of last year. ** No pre-application meetings were held during the month of July. THIS MONTH THIS MONTH LAST YEAR DIFF F. Y. 2009 F. Y.2008 DIFF Permit Type # # % # # % WATER HEATER 1 575 1 575 SWIMMING POOL 1 42,000 1 42,000 SIGN 2 25,000 3 15,400 62 2 25,000 3 15,400 62 ROOFING 15 215,850 27 447,511 -52 15 215,850 27 447,511 -52 RETAINING WALL PLUMBING 8 31,489 9 36,108 -13 8 31,489 9 36,108 -13 NEW SFD 2 662,000 2 662,000 NEW COMMERCIAL NEW 5 UNIT APT OR CO NEW 3 OR 4 UNIT APT MECHANICAL 6 35,196 7 64,175 -45 6 35,196 7 64,175 -45 KITCHEN UPGRADE 3 60,000 7 222,755 -73 3 60,000 7 222,755 -73 FURNACE 1 19,800 1 19,800 ELECTRICAL SERVICE 2 15,200 2 15,200 City of Burlingame JULY PERMIT ACTIVITY THIS MONTH THIS MONTH LAST YEAR DIFF F. Y. 2009 F. Y.2008 DIFF Permit Type # # % # # % ELECTRICAL 7 44,819 8 29,845 50 7 44,819 8 29,845 50 BATHROOM UPGRADE 7 116,200 1 15,000 675 7 116,200 1 15,000 675 ALTERATION RESIDENTI 39 2,745,865 39 1,820,549 51 39 2,745,865 39 1,820,549 51 ALTERATION NON RES 9 471,728 10 264,324 78 9 471,728 10 264,324 78 Totals: 102 494659922 112 2,935,467 52 102 4,465,922 112 2,935,467 52 City of Burlingame AUGUST PERMIT ACTIVITY Total building permit valuation for this month was about the same as August of 2008. Residential and non-residential alterations increased compared to August of last year.A permit for only one new single family home was issued this August. Overall permit activity for this fiscal year is up by 22% compared to the first two months of FY08-09. "*A pre-application meeting was held for a proposed indoor recreation facility at 1744 Rollins Road. THIS MONTH THIS MONTH LAST YEAR DIFF F. Y. 2009 F. Y.2008 DIFF Permit Type # # % # # % WATER HEATER 5 9,522 1 575 5 9,522 -94 SWIMMING POOL 1 42,000 SIGN 2 21,300 3 33,150 -36 4 46,300 6 48,550 -5 ROOFING 17 202,100 20 268,833 -25 32 417,950 47 716,344 -42 RETAINING WALL 1 4,000 1 4,000 PLUMBING 15 81,699 7 49,500 65 23 113,188 16 85,608 32 NEW SFD 1 500,000 2 1,200,000 -58 3 1,162,000 2 1,200,000 -3 NEW COMMERCIAL NEW 5 UNIT APT OR CO NEW 3 OR 4 UNIT APT MECHANICAL 2 19,320 1 3,300 485 8 54,516 8 67,475 -19 KITCHEN UPGRADE 4 97,000 4 105,000 -8 7 157,000 11 327,755 -52 FURNACE 3 17,610 4 37,410 ELECTRICAL SERVICE 3 27,700 4 12,000 131 5 42,900 4 12,000 258 City of Burlingame AUGUST PERMIT ACTIVITY THIS MONTH THIS MONTH LAST YEAR DIFF F. Y. 2009 F. Y.2008 DIFF Permit Type # # % # # % ELECTRICAL 6 85,000 1 200 42,400 13 129,819 9 30,045 332 BATHROOM UPGRADE 4 75,950 5 28,979 162 11 192,150 6 43,979 337 ALTERATION RESIDENTI 24 1,046,769 17 741,638 41 63 3,792,634 56 2,562,187 48 ALTERATION NON RES 11 1,205,948 13 1,013,091 19 20 1,677,676 23 1,277,415 31 Totals: 89 3,362,786 86 3,486,823 -4 191 7,828,708 198 6,422,290 22 POLICE DEPARTMENT BURLINGAME City of Burlingame Jack L. Van Eften Chief of Police August 14, 2009 Honorable Mayor and Members of the City Council: Police Department statistics and highlights for the month of July, 2009 DEPARTMENTAL INFORMATION: -One new recruit officer(funded with the state COPS grant)will graduate from the police academy on 8/14/09. -One sworn officer(22 months)continues to remain out on long-term leave. -One dispatcher continues to be out on leave(indefinitely). -Citizen crime identification system"Crimereports.com"is in place;RapidNotify(a reverse 911 notification system) is currently in use by the police department,CCFD and PW. -BPD continues its active involvement with the County Gang Task Force which is currently in its active mode during the spring and summer months. -Reported Part I (Serious/Violent)Crimes in Burlingame for July continue to be slightly up(third month in a row) from last year(93)compared to(76)and YTD(580 vs. 549);while Reported Part 2 Crimes for July continue to be slightly down from last year,(190)compared to(214)and YTD(1,212 vs. 1,3 64). As I've mentioned our community should NEVER take safety for granted. The downturn in the economy,unemployment and uncertainty,reductions in state and local budgets,the elimination of law enforcement officers and programs in every community statewide will certainly cause reported crime to rise in all communities, including ours. CrimeReports.com is a very efficient program where citizens can see the location of reported crimes in our city and in our neighborhoods. There is also an email notification portion to this service that can alert persons of reported crimes near their homes. TRAFFIC AND PARKING INFORMATION: -Moving citations have increased this FY for YTD: 3,413 vs. 3,268(the same time last year). This is due to specialized traffic motorcycle officer enforcement,selective enforcement of citizen generated traffic complaints in problem areas by patrol officers and the diligence of our new officers; all of which are committed to our community's safety. -Parking citation totals have also increased this FY for YTD 20,590 vs.18,922(the same time last year). -Red Light photo enforcement is actively working at ECR and Broadway; system expansion is being considered. -The pilot daytime parking permit program will be considered for permanent status(by Council)in the future. MONTHLY STATISTICAL INFORMATION: -Please remember that the monthly police department report is displayed in both numbers and percentages. When reviewing the police department report remember to consider the actual numbers of various crime categories in conjunction with the percentages. Kindly feel free to contact me if yo v y questions. Chief Jack Van Etten Burlingame Police Departmen 1 111 Trousdale Drive-Post Office Box 551-Burlingame,California 94011-0551 -(650)777-4100-Fax(650)697-8130 BURLINGAME CRIME STATISTICS 2002—2009 (Jan-June) ACTUAL YEARLY NUMBERS AND COMPARISONS Part I Offenses (Reported Crimes) Part 2 Offenses (Reported Crimes) By Calendar Year By Calendar Year 2009 (Jan-June)—6 Months 2009 (Jan-June)—6 Months Actual YTD—487 Actual YTD - 1,022 Previous YTD—473 Previous YTD— 1,150 (6 Month Change: Increase of 14 + 3%) (6 Month Change: Reduction of 128— 11%) ------------------------------------------------------------------------------------------------------------ 2008 2008 Actual YTD— 1,055 Actual YTD—2,363 Previous YTD— 1,067 Previous YTD—2,435 (Change:Reduction of 12) (Change:Reduction of 72) 2007 2007 Actual YTD— 1,067 Actual YTD—2,435 Previous YTD— 1,145 Previous YTD—2,499 (Change:Reduction of 78) (Change:Reduction of 64) 2006 2006 Actual YTD— 1,145 Actual YTD—2,499 Previous YTD— 1,193 Previous YTD—2,569 (Change:Reduction of 48) (Change:Reduction of 70) 2005 2005 Actual YTD— 1,193 Actual YTD—2,566(adjusted) Previous YTD— 1,271 Previous YTD—2,638 (Change: Reduction of 78) (Change:Reduction of 72) 2004 2004 Actual YTD— 1,271 Actual YTD—2,63 8 Previous YTD— 1,220 Previous YTD—2,594 (Change:Increase of 51) (Change:Increase of 44) 2003 2003 Actual YTD— 1,220 Actual YTD—2,594 Previous YTD— 1,219(2002) Previous YTD—2,914 (2002) (Change: Increase of 1) (Change:Reduction of 320) AVERAGES AND RELATED YEARLY COMPARISONS 2002-2008 Part 1 Offenses(Reported Crimes) Part 2 Offenses(Reported Crimes) (2002-2008 Comparisons) (2002-2008 Comparisons) High 1,271 (2004) High 2,914(2002) Low 1,055 (2008) Low 2,363 (2008) Difference: -216 Less Reported Crimes Difference: -551 Less Reported Crimes Average Reported Crimes per Year: 1,167 Average Reported Crimes per Year:2,572 Comparison of Lowest year vs Average: Comparison of Lowest Year to Average: Difference: -112 Less Reported Crimes Difference: -209 Less Reported Crimes SELECTIVE ENFORCMENT Updated 07/08/09 Location Violation Description Time of Offense Date of Report City Wide (Emphasize W/end of Hillside) 27151(a)VC Modified Exhaust(noise) All Hours 7/6/2009 City Wide (Emphasize W/end of Hillside) 26708(a)(2)VC Tinted Windshield All Hours 7/6/2009 City Wide (Emphasize W/end of Hillside) 23123(a)VC Cell Phone w/o Handsfree All Hours 7/6/2009 Oak Grove (Cal - ECR) 22350 VC Speeding Mornings and 5pm 7/4/2009 Trousdale 22450 VC Stop Signs All Hours 6/16/2009 Skyline 22350 VC Speeding All Hours 6/16/2009 Columbus N and S of Hillside 22350 VC Speeding All Hours 6/3/2009 Carolan at Morrell 21950(a)VC Yield to Ped in Crosswalk Afternoon 5/12/2009 1500 Block of Floribunda 13.32.040 BCO Red Zone All Hours 5/8/2009 1200 Block Capuchino 13.32.040 BCO Red Zone All hours 4/3/2009 1200 Block Capuchino 13.36.065 BCO 10,000 lbs in residential dist. All Hours 4/3/2009 SELECTIVE ENFORCMENT Updated 07/10/09 Location Violation Description Time of Offense Date of Report Burlingame Av(Cal-ECR) 22102 VC U-Turn Business District Lunch Hours 7/10/2009 Burlingame Av (Cal-ECR) 13.16.125 BCO Reverse Direction to Parking Space Lunch Hours 7/10/2009 City Wide (Emphasize W/end of Hillside) 27151(a)VC Modified Exhaust(noise) All Hours 7/6/2009 City Wide (Emphasize W/end of Hillside) 26708(a)(2)VC Tinted Windshield All Hours 7/6/2009 City Wide (Emphasize W/end of Hillside) 23123(a)VC Cell Phone w/o Handsfree All Hours 7/6/2009 Oak Grove (Cal - ECR) 22350 VC Speeding Mornings and 5pm 7/4/2009 Trousdale 22450 VC Stop Signs All Hours 6/16/2009 Skyline 22350 VC Speeding All Hours 6/16/2009 Columbus N and S of Hillside 22350 VC Speeding All Hours 6/3/2009 Carolan at Morrell 21950(a)VC Yield to Ped in Crosswalk Afternoon 5/12/2009 1200 Block Capuchino 13.36.065 BCO 10,000 lbs in residential dist. All Hours 4/3/2009 1200 Block Capuchino 13.32.040 BCO Red Zone All hours 4/3/2009 SELECTIVE ENFORCMENT Updated 07/30/09 Location Violation Description Time of Offense Date of Report California Dr(Unit Block thru Howard) 22350 VC Speeding Business Hours 7/30/2009 Hale Dr 22350 VC Speeding All Hours 7/18/2009 Emphasize Morning Commute Burlingame Av(Cal-ECR) 22102 VC U-Turn Business District Lunch Hours 7/10/2009 Burlingame Av(Cal-ECR) 13.16.125 BCO Reverse Direction to Parking Space Lunch Hours 7/10/2009 City Wide (Emphasize W/end of Hillside) 27151(a)VC Modified Exhaust(noise) All Hours 7/6/2009 City Wide(Emphasize W/end of Hillside) 26708(a)(2)VC Tinted Windshield All Hours 7/6/2009 City Wide (Emphasize W/end of Hillside) 23123(a)VC Cell Phone w/o Handsfree All Hours 7/6/2009 Oak Grove (Cal - ECR) 22350 VC Speeding Mornings and Spm 7/4/2009 Trousdale 22450 VC Stop Signs All Hours 6/16/2009 Skyline 22350 VC Speeding All Hours 6/16/2009 Columbus N and S of Hillside 22350 VC Speeding All Hours 6/3/2009 1200 Block Capuchino 13.36.065 BCO 10,000 lbs in residential dist. All Hours 4/3/2009 1200 Block Capuchino 13.32.040 BCO Red Zone All hours 4/3/2009 SELECTIVE ENFORCMENT Updated 08/04/09 Location Violation Description Time of Offense Date of Repurt Winchester and Oak Grove 22450 VC Stop Sign All Hours 8/4/2009 California Dr(Unit Block thru Howard) 22350 VC Speeding Business Hours 7/30/2009 Hale Dr 22350 VC Speeding All Hours 7/18/2009 Emphasize Morning Commute Burlingame Av(Cal-ECR) 22102 VC U-Turn Business District Lunch Hours 7/10/2009 Burlingame Av (Cal-ECR) 13.16.125 BCO Reverse Direction to Parking Space Lunch Hours 7/10/2009 City Wide (Emphasize W/end of Hillside) 27151(a)VC Modified Exhaust(noise) All Hours 7/6/2009 City Wide (Emphasize W/end of Hillside) 26708(a)(2)VC Tinted Windshield All Hours 7/6/2009 City Wide (Emphasize W/end of Hillside) 23123(a)VC Cell Phone w/o Handsfree All Hours 7/6/2009 Oak Grove (Cal - ECR) 22350 VC Speeding Mornings and 5pm 7/4/2009 Trousdale 22450 VC Stop Signs All Hours 6/16/2009 Skyline 22350 VC Speeding All Hours 6/16/2009 1200 Block Capuchino 13.36.065 BCO 10,000 lbs in residential dist. All Hours 4/3/2009 1200 Block Capuchino 13.32.040 BCO Red Zone All hours 4/3/2009 08-12-09 SUMMARY OF PART ONE OFFENSES PAGE: 1 FOR: JULY, 2009 Prev Last Act Act YTD YTD Crime Classification.................... Current Year.. YTD... YTD... Change W Change Murder and Nonnegligent Manslaughter 0 0 0 0 0 Manslaughter by Negligence 0 0 1 0 1 Rape By Force 0 0 3 3 0 0.00 Attempt to Commit Forcible Rape 0 0 0 0 0 Robbery Firearm 0 2 3 4 -1 -25.00 Robbery Knife 0 0 2 3 -1 -33.33 Robbery Other Dangerous Weapon 0 0 2 0 2 Robbery Strong-Arm 0 2 7 7 0 0.00 Assault - Firearm 0 0 0 0 0 Assault - Knife 0 1 1 2 -1 -50.00 Assault - Other Dangerous Weapon 2 3 20 9 11 122.22 Assault - Hands,Fists,Feet 1 2 4 7 -3 -42.86 Assault - Other (Simple) 14 10 91 68 23 33.82 Burglary - Forcible Entry 4 1 27 30 -3 -10.00 Burglary - Unlawful Entry 10 6 47 45 2 4.44 Burglary - Attempted Forcible Entry 1 2 5 6 -1 -16.67 Larceny Pocket-Picking 0 0 0 0 0 Larceny Purse-Snatching 0 0 0 1 -1 -100.00 Larceny Shoplifting 2 0 29 11 18 163.64 Larceny From Motor Vehicle 30 23 165 145 20 13.79 Larceny Motor Veh Parts Accessories 3 3 39 59 -20 -33.90 Larceny Bicycles 6 5 16 15 1 6.67 Larceny From Building 3 2 35 42 -7 -16.67 Larceny From Any Coin-Op Machine 2 0 9 0 9 Larceny All Other 8 6 35 46 -11 -23.91 Motor Vehicle Theft Auto 7 7 32 33 -1 .-3.03 Motor Vehicle Theft Bus 0 1 6 9 -3 -33.33 Motor Vehicle Theft Other 0 0 1 4 -3 -75.00 - ------ ------ ------ 93 76 580 549 93 76 580 - 549 08-12-09 MONTHLY SUMMARY OF PART TWO OFFENSES PAGE: 1 CITY REPORT FOR: JULY, 2009 Prev Last Act Act YTD YTD Crime Classification.................... Current Year.. YTD... YTD... Change % Change All Other Offenses 42 43 257 266 -9 -3.38 Animal Abuse 0 0 0 0 0 Animal Nuisance 0 0 1 0 1 Arson 2 0 6 4 2 50.00 Assists to Outside Agencies 0 0 0 0 0 Bicycle Violations 0 0 0 0 0 Bigamy 0 0 0 0 0 Bomb Offense 0 0 0 0 0 Bomb Threat 0 0 0 1 -1 -100.00 Bribery 0 0 0 0 0 Check Offenses 0 0 1 3 -2 -66.67 Child Neglect/prot custody 2 6 26 32 -6 -18.75 Computer Crime 0 0 0 0 0 Conspiracy 0 0 0 0 0 Credit Card Offenses 0 1 4 3 1 33.33 Cruelty to Dependent Adult 0 0 0 0 0 Curfew and Loitering Laws 0 0 1 0 1 Death Investigation 3 1 13 16 -3 -18.75 Disorderly Conduct 4 2 6 7 -1 -14.29 Driver's License Violations 0 1 2 2 0 0.00 Driving Under the Influence 3 5 39 57 -18 -31.58 I Drug Abuse Violations 2 1 14 13 1 7.69 Drug/Sex Registrants/Violations 0 0 0 0 0 Drunkeness 1 4 13 26 -13 -50.00 Embezzlement 1 1 6 4 2 50.00 Escape 0 0 0 0 0 Extortion 0 0 0 0 0 False Police Reports - 0 1 1 1 0 0.00 False Reports of Emergency 0 0 0 0 0 Fish and Game Violations 0 0 0 0 0 Forgery and Counterfeiting 4 2 20 34 -14 -41.18 Found Property 11 5 43 42 1 2.38 Fraud 1 7 13 20 -7 -35.00 Gambling 0 0 0 0 0 Harrassing Phone Calls 1 1 9 11 -2 -18.1.8 .. . .. ._._ ....... 08-12-09 MONTHLY SUMMARY OF PART TWO OFFENSES PAGE: 2 CITY REPORT FOR: JULY, 2009 Prev Last Act Act YTD YTD Crime Classification.................... Current Year.. YTD... YTD... Change % Change Hit and Run Accidents 4 6 20 26 -6 -23.08 Impersonation 0 0 2 2 0 0.00 Incest 0 0 0 0 0 Indecent Exposure 0 0 1 2 -1 -50.00 Intimidating a Witness 0 0 0 1 -1 -100.00 Kidnapping 0 0 0 0 0 i Lewd Conduct 0 0 0 0 0 Liquor Laws 1 0 16 1 15 1,500.00 Littering/Dumping 0 0 0 0 0 Marijuana Violations 2 0 21 10 11 110.00 Mental Health Cases 9 8 72 41 31 75.61 Missing Person 1 2 12 25 -13 -52.00 Missing Property 6 13 39 39 0 0.00 Municipal Code Violations 7 5 20 29 -9 -31.03 Narcotics Sales/Manufacture 1 0 1 1 0 0.00 Offenses Against Children 0 1 3 4 -1 -25.00 Other Assaults 14 10 91 68 23 33.82 Other Juvenile Offenses 0 2 2 13 -11 -84.62 Other Police Service 2 2 6 16 -10 -62.50 Pandering for immoral purposes 0 0 0 0 0 Parole Violations 0 0 2 3 -1 -33.33 Perjury 0 0 0 0 0 Possession of Burglary Tools 0 1 0 2 -2 -100.00 Possession of drug paraphernalia 0 0 0 0 0 ,Possession of obscene literature;picture 0 0 0 0 0 Probation Violations 0 0 ]. 2 -1 -50.00 Prostitution and Commercial Vice 0 0 0 0 0 Prowling 0 0 3 0 3 Resisting Arrest 1 2 2 5 -3 -60.00 Restraining Orders 0 0 0 -1 -1 -100.00 Runaways (Under 18) 0 0 0 0 0 Sex Offenses 0 0 2 0 2 Sex Offenses against Children 0 0 0 2 -2 -100.00 Sodomy 0 0 0 0 0 Stalking 0 1 0 1 -1 -100.00 08-12-09 MONTHLY SUMMARY OF PART TWO OFFENSES PAGE: 3 CITY REPORT FOR: JULY, 2009 Prev Last Act Act YTD YTD Crime Classification.................... Current Year.. YTD... YTD... Change Change Statutory Rape 0 0 0 0 0 Stolen Property;Buying;Receiving;Possess 1 0 2 2 0 0.00 Suspended License 3 6 35 32 3 9.38 Tax Evasion 0 0 0 0 0 Terrorist Threats 0 0 1 5 -4 -80.00 Towed Vehicle 36 45 200 235 -35 -14.89 Trespassing 0 4 5 7 -2 -28.57 Truants/Incorrigible Juvs 0 0 0 1 -1 -100.00 US Mail Crimes 0 0 0 0 0 Vagrancy 0 0 0 0 0 Vandalism 11 11 88 143 -55 -38.46 Vehicle Code Violations 3 1 28 21 7 33.33 Violation of Court Order 1 4 8 18 -10 -55.56 Warrants - Felony 3 3 9 12 -3 -25.00 Warrants - Misd 5 6 41 46 -5 -10.87 Weapons;Carrying,Possessing 2 0 4 6 -2 -33.33 Welfare Fraud 0 0 0 0 0 190 214 1,212 1,364 190 214 1,212 1,364 08-12-09 MONTHLY SUMMARY OF CITATIONS PAGE : 1 CITY REPORT FOR: JULY, 2009 Prev Last Act Act Crime Classification. . . . . . . . . . . . . . . . . . . . Current Year. . YTD. . . YTD. . . Parking Citations 2473 3 , 194 20, 590 18, 922 Moving Citations 457 569 3 , 413 3 , 268 ------ - -- ---- ------ ------ 2930 3 , 76324, 003 22 , 190 2930 3 , 763 24 , 003 22 , 190 BURLINGAME Officer Productivity. . . . generated on 08/12/2009 at 10 : 30 : 12 AM Reported On: All Officers Report Range: 07/01/2009 to 07/31/2009 Data Type Reported on: PARKING Valid % All Voids % All % Officer: ID: Cnt Valid Cnt Voids Valid ------------------------------------------------------------------------------------------------------------------------ ALVISO 355 465 22.64 12 29.27 97.48 DOTSON 509 625 30.43 10 24.39 98.43 MACDEVITT 511 527 25.66 11 26.83 97.96 SERRANO 510 367 17.87 8 19.51 97.87 SMITH 654 70 3.41 0 0.00 100.00 xxxxxxexxxexxxxxxxxxxxxmxxxsxxxxxxxxxxxxsoxsxxxxxsasaaxexxxxxaxxxxxx=exxxxxxxxxxxxxsxxxxxexe=e.._=eeveexoc.cvee==eoxcocc Total 2054 41 Page 1 of 1 City of Burlingame - Parks & Recreation Dept. 850 Burlingame Ave., Burlingame, CA 94010 ���g°' •�"""" , BURL hone: 650 558-7300 • fax: 650 696-7216 recreationgburlin ag_me.org.W1J, � Y ��il[e LO LKa Date: August 13, 2009 To: Parks and Recreation Commission City Council From: Lynn Mutto, Recreation Superintendent RE: Monthly Report Parks Division 1. Parks crews aerated and fertilized fields throughout the City. 2. Old landscaping shrubs were removed on airport Blvd. New irrigation, chips and plants will be added in the future. 3. Tree crew continue grid pruning in the section south of Burlingame Ave and Eat of ECR. 4. Staff attended training in `Flagging and Coning", "Driver's Safety", "Aerial Rescue" and Hazardous Waste". Recreation Division 1. Music in the Park • Completed the 2009 summer series with hundreds attending each concert. Veolia Water again sponsored the series with a$5,000 donation. They expressed the possibility of a larger donation for 2010. 2. Aquatics • Swim lessons for 7/6-8/13 had 1,490 participants • Recreation Swim from 7/6-8/2 had 2,276 participants • Lap Swim from 7/6-8/2 had 1,295 participants • Sent 1 team(4 persons)to Lifeguard Games. 34 teams participated and Burlingame came in 13`h overall. Received 5`h place for swim relay and 4"'place for female active out of 68 participants. 3. Seniors • Emeritus Lecture"Taking Care of Your Feet"had 10 seniors • Weekly attendance for drop-in bridge 16, drop-in movie 20,Bingo and Bag Lunch 16 • Trip to Modern Museum had 16 seniors • History in the Afternoon has 55 per week 4. Adult Sports • Basketball Leagues have completed their 71h week using the smaller gyms at BIS and have adjusted well. 5. Youth and Teens • Young Explorers, Discovery Days and Extreme Adventures have averaged 100+participants each week They have attended trips to Blackberry Farm,Jungle Island, Great America, Raging Waters, Lazer Quest, Cull Canyon. End of summer BBQ and Fun Day is planned for Aug. 14. • Bay Badminton Camps had 53 participants • Fencing Camps had 19 participants • Karate Classes had 30 participants • Shakespeare in the Park Camp had 29 participants with a performance in the Park on Aug. 14 • Serve and Splash Camps had 238 participants • Starting Line-up Baseball Camp had 329 participants Upcoming Events 1. Movie in the Park—Washington Park Baseball Field-Free- Saturdays—8:OOpm August 22—Hotel for Dogs September 5 —Kung Fu Panda September 19—Back to the Future (Classics Night) 2. Autumn registration begins August 25 Benefits of Parks and Recreation 1. Every time sedentary people walk a mile they add 21 minutes to their life, saving society 34 cents in medical and related costs. RECEIVED n AUGYouth and Family G 2 8 2009 Enrichment Services CITY CLERK'S OFFICE CITY OF BURLINGAME 610 Elm Street,Suite 212 San Carlos,CA 94070 650-591-9623 ( www.yfes.org August 14, 2009 Jesus Nava, Finance Director/Treasurer Finance Department 501 Primrose Road Burlingame CA 94010 Dear Mr. Nava, On behalf of all of us at Youth and Family Enrichment Services (YFES) I would like to thank the city of Burlingame for the generous grant in the amount of$1,024 to help support the cost of the Crisis Intervention and Suicide Prevention Center. Like the City of Burlingame, YFES knows that when any one of our neighbors struggles with substance abuse, domestic violence, mental health, or homelessness, we are all affected. We are very grateful for the city's support, which is especially appreciated during these times of increased difficulty for many of our clients. Thank you for helping to strengthen our communities. Sincerely, 4�,� Sharon Navarro Grants and Development Manager RECEIVED •ham AUG 21 2009 L _ CITY CLERK'S OFFICE CITY OF BURLINGAME° THE BURLINGAME HISTORICAL SOCIETY P,O, BOX I"•BURLINGAME, CA 94_011 19 August 2009 Mr. Jesus Nava Finance Director/Treasurer City of Burlingame 501 Primrose Road Burlingame, CA 94010-3997 Dear Mr. Nava: Thank you so much for your efforts in securing the very generous donation of$1,000 to the Burlingame Historical Society through the 2009 Community Funding Program. For your information, the Burlingame Historical Society is a registered 501(c)(3) organization, Tax ID No. 94-2411929. Not only is this financial aid extremely important to the organization as we attempt to display and protect our collection at the station, but the official involvement of the City of Burlingame in our activities provides a level of credibility throughout the community that is invaluable to us in attracting additional support. Thank you again for your assistance with this matter. As we face the challenges of the current economic situation and the exciting prospect of developing our plans for the Burlingame-Hillsborough History Museum, support such as this is vital and greatly appreciated. Sincerely, Mary Packard Corresponding Secretary /mp RECEIVED AUG 1 9 2009 MISSION HOSPICE CITY CLERIC'S OFFICE CITY OF RORLINGAME August 13, 2009 Finance DirectoriTreas. City of Burlingame 501 Primrose Rd. Burlingame, CA 94010 Dear Finance Director/Trews. , On behalf of Mission Hospice, I would like to thank you for your kind donation of $988 dated 8/7/2009. Your contribution makes it possible for us to provide physical, emotional and spiritual care to people who are facing the end of their life and offer support to their families. Since its inception in 1979, Mission Hospice has been able to serve the San Mateo County community with compassionate quality care, bereavement support, and community outreach. This is only possible because of thoughtful contributions from people like you, who are committed to providing quality of life services when they are needed most. Once in, thank you f r yo kindness. W i ht iIson N 9 r ief Executive Officer Please consider this letter as the official receipt of your tax-deductible contribution. No goods or services were provided to you in consideration of this gift. Our federal tax identification number is 94-2567162. This organization is a 501 c (3) tar-exempt organization, IRS Section 170(b) (2) (iii)for both federal and state tax purposes. 1900 O'Farrell Street, Suite 200 • San Mateo, California 94403 • T 650-554-1000 • F 650-554-1001 • www.missionhospice.org MISSION HOSPICE A special thanks from our Board of Directors Mary Chigos,Chair* Shiela Young,Vice-Chair Robert M.Adams,Treasurer Ann Regan,Secretary* Judy DiPaolo* Peggy Andrews Sean Stannard-Stockton Ralph Garcia,Jr. Kevin Gilmore Helen Lagen Shiela Littrell Danette H.Magilligan Robert Sawyer Michael N.Teutschell George Thomas Glenda Carney, President, Auxiliary to Mission Hospice (*) Executive Committee 1900 O'Farrell Street,Suite 200 San Mateo,California 94403 T 650-554-1000 • F 650-554-1001 www.missionhospice.org 00 RECEIVED r F r AUG 1- 8 2009 CITY CLERK'S OFFICE SAMARITAN CITY OF BURLINGAME H O U S E August 11, 2009 City Council of Burlingame c/o Mayor Ann Keighran 501 Primrose Road Burlingame, CA 94010 Dear Mayor Keighran: I write to acknowledge receipt of your 2009-20010 Community Funding grant payments as follows: Amount Date Issued Date Received _ Purpose $5,74600 08/07/09 08/11/09 Safe Harbor Shelter As you know, we will put these funds to good use, helping to improve the lives of our low-income neighbors. In providing continued support for Samaritan House's work, you are making it possible for us to realize our vision - "A caring community helping neighbors in need." We truly appreciate the compassionate spirit in which these funds have been yr un���. .J, u.(J ve fe-.I nr,Vil,e y2d to JJ;;+:l.-! %�/ot, t!^!.c ivrti�ntnn} : t.. work for the community we share. Sincerely, Kitty Lopez Executive Director cc: Jesus Nava, Finance Director ADMINISTRATIVE OFFICE • 1511 South Claremont Street San Mateo, CA 94402 (650) 341-4081 Fax (650) 341-0 526 www.SamaritanHouse.com Food & Nutrition • Shelter • Healthcare • Clothing • Counseling • Worker Resources • Holiday Assistance SAN MATED COUNTY RECEIVED 1v Lj.9 T� AUG 17 2009 PeninsulaWorks CITY CLERK'S OFFICE Your one-stop job connection 49CITY OF BURLINGAME July 30, 2009 City of Burlingame 501 Primrose Road Burlingame, CA 94010-3997 Dear City Council, The San Mateo County Jobs for Youth program wishes to extend to you a heartfelt thank you for your generous donation of$3,000.00. This year, we granted 14 $1,000.00 to well deserving youth in San Mateo County. The monies raised at the Jobs for Youth fund-raising event on May 28, 2009 will help to serve youth, ages 14 through 21 years old, with employment services throughout the year. There is no cost to the youth or employers. The San Mateo County Jobs for Youth program relies on the kindness of business and individuals such as you to keep this worthwhile program afloat especially in this difficult economy. Thank you very much for supporting the youth in our community. The event rose over $25,000 in monetary donations. Your donation is tax-deductible to the fullest extent allowed by law. Our Federal Tax number ID is 94-6000-532. We use this in lieu of a 501 (C3) designation. If you have any questions, please feel free to contact Ruby Tomas, San Mateo County Jobs for Youth program coordinator, at (650) 301-8492. Sincerely, 4Rubyyomas Program Coordinator PeninsulaWorks-Daly City 271 92nd Street Daly City,CA 94015 650/3018440 650/3018455 fax www.peninsulaworks.org RECEIVED AUG 7 2009 CITY CLERK'S OFFICE. CITY OF BURLINGAME Serving People with Developmental Disabilities & their Families August 13, 2009 Mr. Jesus Nava, Finance Director City of Burlingame 501 Primrose Road Burlingame, CA 94010-3997 Dear Mr. Nava: On behalf of Parca clients, staff, volunteers, and Board of Directors, I would like to express my sincere thanks to the City of Burlingame for its recent grant to Parca's Family Support Services program. The funds we received will be used to offset the cost of general program expenses. Grants are becoming increasingly difficult to obtain at a time when we need them more than ever. We truly appreciate the City's commitment to helping local nonprofits in this challenging environment. We are most grateful for your support of this program. Thanks again. Sincerely, �—r)- �/V�, Diana M. Conti Executive Director 800 Airport Blvd.,Suite 320,Burlingame,CA 94010 Phone 650.3 12.0730 Fax 650.3 12.0737 E-mail parca@parca.org Donation pickup 1-877-99PARCA (toll free) www.parca.org *CORA RECEIVED Community Overcoming BelationshipAbuse �,n,� A 3 a_n9 as.. _ 3-FiCE CITY OF BURLINGAME August 11, 2009 The City of Burlingame Finance Department Attn: Jesus Nava 501 Primrose Road Burlingame, CA 94010-3997 Dear Mr. Nava: r This letter is to inform you that we have received a check for the full amount($2,178) from the City of Burlingame in response to our request for Community Funding. I would like to thank you on behalf of CORA's board and staff for your support of our organization. This current award will help our agency continue to serve the needs of domestic violence victims in the City of Burlingame. Please feel free to contact me atjoyd@corasupport.org or 650.777.9820. Thank you for your continued investment in our work. Sincerely, Joy Dickinson Grants Manager 1 P.O.Box 5o9o,San Mateo,CA 94402 Office:65o.652.o800 Fax:65o.652.o8o8 ! 24-hr Hotline:8o0.300.io8o • www.corasupport.org