TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Erick Lee, Public Works Director
Katherine Doherty, City Engineer
Helen Shi, Senior Civil Engineer
SUBJECT:Title
Consideration of a Resolution Approving a $40,000 Highway Safety Improvement Program Funding Agreement with the State of California for the Design Phase of the Highway Safety Improvement Program Cycle 11 Crosswalk Improvement Project; Adoption of a Determination of Exemption Pursuant to Section 15301 Class 1(c) of the State California Environmental Quality Act (CEQA) Guidelines; and Approving an Appropriation of $40,000 in the Gas Tax Fund (Public Works Director Lee).
A) ADOPT RESOLUTION NO. 23-0107
B) APPROVE APPROPRIATION
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council adopt Resolution No. 23-0107:
1. Approving a $40,000 Highway Safety Improvement Program (HSIP) Funding Agreement (Agreement) with the State of California for the design phase of the HSIP Cycle 11 Crosswalk Improvement Project (Project).
2. Authorizing the City Manager and/or his or her designee to execute the Agreement and any subsequent administrative amendments.
3. Approving an appropriation of $40,000 in the Gas Tax Fund for the design phase of the Project and adjusting revenues accordingly.
Staff also recommends that the City Council adopt a determination of exemption pursuant to CEQA.
FISCAL IMPLICATIONS:
The State of California, acting by and through its Department of Transportation (Caltrans), approved grant funding from HSIP Cycle 11 for design and construction of the Project. Caltrans will provide a 90% reimbursement of up to $245,000 in eligible expenditures, with the City expected to contribute remaining 10% as a local match. The Agreement under consideration provides grant funding for the Project’s design, which is expected to cost $40,000.
An appropriation of $40,000 in the Gas Tax Fund is required to fund the design phase of this Project along with an adjustment of $36,000 in revenues to record the reimbursement from Caltrans authorized under this grant. A Budget and Expenditures Summary is provided as an attachment. Once the design phase completed, staff will work with Caltrans to process a construction funding agreement for the remaining $205,000 of Project expenditures.
BACKGROUND:
Federal regulations require each State to have a Strategic Highway Safety Plan (SHSP). An SHSP is a statewide data-driven traffic safety plan that coordinates the efforts of a wide range of organizations to reduce traffic accident fatalities and serious injuries on all public roads.
While the SHSP is used as a statewide approach for improving roadway safety, a Local Road Safety Plan (LRSP) can be a means for providing local and rural road owners with an opportunity to address unique highway safety needs in their jurisdictions while contributing to the success of the SHSP. In April 2022, the City Council adopted the City’s LRSP, which was funded by State funding. The LRSP includes:
• Identifying potential safety issues with the City circulation system and pedestrian network;
• Analyzing accident records and determining the critical locations based on accident and injury type;
• Prioritizing roadway safety improvements, including pedestrian/bicycle and vehicular safety improvements; and
• Suggesting improvement types, such as Advanced Dilemma Zone Detection for high-speed approach, leading pedestrian intervals, mid-block pedestrian crossing improvement, etc.
An approved LRSP is a prerequisite to apply for HSIP funds. In July 2022, staff applied for $245,000 through HSIP Cycle 11 for design and construction of the Project.
In March 2023, the State approved the funding application for the full $245,000. On July 5, 2023, Caltrans issued a funding agreement for $40,000 (including 10% of local match funding) for the design phase, subject to the terms and conditions of a fully executed agreement. The Agreement and its Program Supplement are provided as attachments.
DISCUSSION:
The Project will improve safety features at three tentative locations identified as priorities in the LRSP:
• Manhattan Avenue and 36th Street
• Valley Drive and Flournoy Road
• Highland Avenue and 40th Street
Improvements may include installing crosswalks, constructing Americans with Disabilities Act (ADA) compliant ramps, and installing signage and other improvements, including Rectangular Rapid-Flashing Beacon (RRFB), if considered necessary. Exact locations and improvements will be finalized during the design phase following outreach to the community and the Parking and Public Improvements Commission (PPIC).
Design is expected to begin in late 2023 and is scheduled to be completed in summer 2024. Once the design phase is completed, staff will work with Caltrans to process a funding agreement for the remaining $205,000 for the Project’s construction phase.
It’s important to note that the City is currently constructing improvements at the intersection of Valley Drive and Flournoy Road as part of the Cycle 2 Street Resurfacing Project. This new Agreement for $40,000 in HSIP grant funding contemplates additional crosswalk improvements beyond what the City is currently constructing at this location. As part of the design process for the Cycle 11 Crosswalk Improvement Project, staff will conduct full outreach with residents in this area and the PPIC about any additional improvements that are proposed. If the feedback from the outreach does not support these additional improvements, staff will replace the Valley Drive and Flournoy Road location with another priority location.
In order to accept and utilize the HSIP grant fund, the City Council must adopt a resolution approving the Agreement. The attached Agreement outlines the scope of work, expenditures, and reporting requirements as well as the expected timeline for implementation. The Agreement contains standard boilerplate agreement language similar to previous State Funding Agreements approved by City Council for previous City projects. The attached resolution also authorizes the City Manager and/or his or her designee to sign the Agreement and any subsequent administrative amendments, if necessary, due to minor variations and/or adjustments to the terms and conditions therein.
PUBLIC OUTREACH:
Public outreach will be conducted during the design phase of the project to inform the public of the proposed improvements and their benefits to the community safety. All public comments and recommendations on the design and equipment details will be considered, as appropriate, during the design phase. The Project will also be presented to the PPIC for analysis and to obtain its recommendations for City Council consideration. Targeted outreach would occur before the start of construction for residents and businesses located near and/or adjacent to construction activities.
ENVIRONMENTAL REVIEW:
The City reviewed the proposed Project for compliance with the CEQA and determined that the Project qualifies for a Class 1(c) categorical exemption pursuant to Section 15301 (Existing Facilities) of the State CEQA Guidelines. A Notice of Exemption will be filed during the design phase for the Project.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. Resolution No. 23-0107
2. Funding Agreement
3. Program Supplement
4. Budget and Expenditures Summary
5. Location Map