rMILL VALLEY]

STAFF REPORT

TO: Mayor and City Council

FROM: Vin Smith, Director of Planning and Building 4SUBJECT: Lovell Avenue Construction Activity Update

DATE: October 20,2014

Approved for Forw arding:

#_c.~....1 Issue:

2 To receive a report on the status of: specific private development projects; scheduled3 public drainage and road improvements; and, construction management/communication4 efforts and improvements.

5 Recommendation:

6 Receive the presentation and provide direction as necessary.

7 Background:

8 Over the past year, several neighbors voiced concerns regarding impacts from multiple9 concurrent development projects and the resulting neighborhood disruption that was

10 occurring along Lovell Avenue. The neighbors requested relief from the disturbances11 and also reinforced concerns raised by the Planning Commission regarding Development12 Review and Construction Oversight practices. The City responded to the neighborhood13 complaints with the following actions:

14 1. On two occasions, the Mayor and City Manager met with the Lovell Avenue15 neighborhood to hear their specific concerns, objections and suggestions;

16 2. In April, Staffreported to the City Council regarding the issues and observations17 received from the neighborhood meetings and concerns expressed regarding18 development review and recommended an action plan;

19 3. With City Council direction, the action plan was quickly implemented;

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ITEM 10

City Council Staff ReportLovell Avenue UpdateOctober 20, 2014

20 a. A Supplemental Construction Management Plan (SCMP) was created and21 implemented for the 200-600 block of Lovell Avenue (addressing22 specifics on parking, construction and delivery hours, etc.)

23 b. City personnel presence was dramatically increased (Code Enforcement24 Officer on-site daily, Building Officials regularly checking on25 construction progress, police enforcement ofSCMP regulations, etc.)

26 c. A single point ofcontact was established

27 d. Regular neighborhood e-notifications began regarding large construction28 vehicle use, special delivery times/days, future road closures and/or other29 possible impacts to the neighborhood that are construction related.

30 e. Staff reported back to the neighborhood, providing the SCMP and31 committing that the rules and regulations created therein would be32 revisited and changed as necessary

33 4. Based on City Council direction, Staffcommenced a larger internal evaluation of34 the Development Review and Construction Oversight process and procedures.35 On four (4) separate occasions, Staffprovided the City Council with reports36 updating the evaluation progress, providing summaries of actions taken and37 recommendations for additional action.

38 5. In August, 2014, the City Council accepted City Staffs final report which39 included a list of suggested further actions, some ofwhich we have implemented40 and some of which we are in the midst ofbeing implementing.

41 Discussion:

42 The purpose of this Council report is to provide an update on: the active development43 projects on Lovell Avenue; the scheduled public drainage and road improvements; and,44 the improvements to construction management and communication efforts.

45 Project Update Status: There are currently two active significant construction projects46 on Lovell Avenue where originally there were more than six. Attached is a summary of47 the Lovell Avenue activity and Staff will be prepared to provide a specific project up date48 at the Council meeting on Monday October 20 th (see Attachment 1).

49 Drainage and Roadway Improvements: The City will be commencing public drainage50 improvements along Lovell Avenue to correct an existing deficiency between 366 and51 342 Lovell Avenue. Following the completion of these improvements, road surface52 improvements will commence which include potholing and widening for emergency53 access purposes (see Attachment 1).

54 Construction Management and Communication Efforts: Since the August City55 Council hearing, staffhas diligently implemented changes recommended in the accepted56 August StaffReport. We continue to evaluate the success and applicability ofour actions57 and continue to examine where improvements can be made. Below is a summary of58 some of our recent changes and where we continue to re-evaluate to improve.

59

2

City Council Staff ReportLovell Avenue UpdateOctober 20,2014

60 Construction Management Plans61 As discussed above, earlier this year the individual Construction Management Plans62 (CMP) were identified as inadequate in addressing the conflicts present by virtue of the63 level ofactivity on Lovell Avenue and as such staff created the Supplemental64 Construction Management Plan for the 200-600 Block ofLovell Avenue (SCMP). Staff65 should note that the CMP requirement has been in place for over lO-years and has66 worked acceptably on an individual project level basis. The concurrent multiple building67 permits on Lovell Avenue, coupled with the constrained nature of the neighborhood,68 presented a relatively unique circumstance that went unaddressed in a meaningful or69 effective way utilizing only the individual "standard" CMP. The resulting changes to the70 Construction Management Plan requirements, specifically creating special regulations for71 Impacted Neighborhoods, better addressed the needs for the Lovell Avenue72 Neighborhood but also have been adapted to be applied City-wide for other73 circumstances where multiple building permits have the potential to concurrently occur.

74 Recently, we re-evaluated the SCMP with the goal of creating better construction75 management standards to be applied in "Impacted Neighborhoods" (i.e. neighborhoods76 with multiple concurrent proximate building permits). Specifically, we have unified the77 hours of operation, hours for delivery, restrictions on large truck use and other78 organizational items for these projects to eliminate the potential for inconsistencies79 between existing and future projects. We will continue to attach special conditions to80 projects to address each site's unique conditions; however, we feel that this standardized81 and consistent approach for most of the requirements help the community understand the82 established rules and help reduce the burdens which construction projects place on83 neighborhoods.

84 We have also updated project specific provisions for the Lovell neighborhood projects to85 address vehicle turnaround concerns and clarify parking restrictions and protocols.86 Attached is a copy of the latest SCMP which has been shared with the property owners87 and contractors of the active Lovell Avenue projects and has been distributed to the88 neighborhood through the Lovell Neighborhood communication list. In addition, we89 have asked each project to refresh their required construction signs, including the90 information required to be identified by the provisions of the revised Construction91 Management Plan. We will post all CMP's on the City Website once we receive revised92 copies of the plans.

93 With regard to enforcement of the SCMP, the City Code Enforcement Officer is actively94 involved in daily operations on Lovell Avenue and is intimately aware of the95 requirements for all issued Building Permits. It is true we have not issued many citations96 for violations to the SCMP's. However, our approach has been to make it clear with97 contractors the City's expectations, desired goals and results, and for the most part we98 have been successful in getting most contractors to comply with the requirements. On99 occasion, enforcement tools are necessary, including issuance of Stop Work Notices (Red

100 Tags). We will continue to be actively involved and regularly monitor and manage the101 projects on Lovell Avenue which has been consistent since March, 2014.

102103

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City Council Staff ReportLovell Avenue UpdateOctober 20,2014

104 StaffCommunications105 Throughout the last six-plus months, Linn has been the primary point of contact, sending106 regular road closure notices, as well as other informational pieces to the Lovell Avenue107 neighborhood. In addition, Linn has regularly communicated with the Planning and108 Building Department and the Department ofPublic Works on any complaints or109 comments received by the Lovell Avenue Neighborhood. We have taken these110 complaints and requests very seriously, have responded, and have taken action where111 applicable. With regard to our ongoing communication with the Lovell Avenue112 Neighborhood, we have phased-out Linn Walsh's ongoing communication113 responsibilities and have placed Maria Amao, Planning and Building Department114 Administrative Aide as the single point of contact for the neighborhood.

115 Most recently, I provided the Lovell Avenue Neighborhood with an update on the various116 improvements the Planning and Building Department is making to ensure proper117 management of the active projects will occur in the future, as well as upcoming activities118 along Lovell specific to 351 Lovell. Included in this update is the contact information for119 Maria Amao who will field all communication from the Lovell Avenue communications120 list.

121 Our expanded communication efforts, specific to Lovell Avenue but also on a larger city-122 wide basis, have been positive and resulted in:

123 ~ Open and regular communications with the Lovell Avenue Neighborhood (an124 email list over 80 addresses long);

125 ~ Regular and constructive communication with the contractors working on the126 active projects;

127 ~ Increased connection with the neighbors, contractors and other interested parties128 with the Code Enforcement Officer;

129 ~ Improved communication with Mill Valley residents outside of the Lovell Avenue130 communications link

131 ~ Shared and timely communication of issues and needs interdepartmentally within132 the City

133 Finally, the City ofMill Valley Code Enforcement Complaint Form is now available on134 the City Website to complete and send to the Code Enforcement Officer (another135 suggestion from the neighborhood meeting).

136 Improved Public Noticing137 Staffhas been extremely cautious to ensure that proper public notice is sent for any138 public meeting or discretionary project action. Internally, a draft of every notice is first139 prepared by the Administrative Aide, reviewed by the Project Planner and finalized by140 the Planning and Building Director before the notice is printed and mailed. The Planning141 and Building Department has routinely sent notice well beyond the minimum 300-foot142 radius required by City of Mill Valley Municipal Code, for reasons of either a project143 located within an impacted neighborhood, or a project that does not generate many144 notices if the 300-foot minimum is followed. It should also be noted that we: send E-145 Notifications to several hundred recipients of all public meetingslhearing; upload the

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City Council Staff ReportLovell Avenue UpdateOctober 20, 2014

146 agenda and all attached materials for all public meetings/hearings; and, physically post147 the site of all proposed development projects subject to a public hearing.

148 Along with the significant efforts to ensure all members of the public receive ample149 notice ofpublic hearings, we provide individual neighborhood notice ofupcoming events150 within their neighborhood. Specifically, we regularly notify the Lovell Avenue151 Neighborhood ofupcoming road closures or lane closures, as well as large truck access152 needs and deliveries. We plan to continue with this communication effort as we have153 received a tremendous amount ofpositive support and feedback on helpful it is to know154 the delivery and work schedule associated with the active development projects.

155 Regular Neighborhood Oversight and Code Enforcement156 In addition to a consistent assignment to City departments for monitoring and157 enforcement including the intermittent site visits and check-in visits by Planning &158 Building Director, Building Inspectors, Department ofPublic Works and Police159 personnel, the City Code Enforcement Officer is a regular presence on Lovell Ave.160 throughout each work-day. Since the completion of some ofthe projects, the Code161 Enforcement Officer's time has been reduced to intermittent daily visits; down from the162 regular hourly oversight provided for projects during the spring and summer. It should163 be noted that these visits are regular, involve personal communication with the164 contractors and sub-contractors on the active projects (primarily 432 and 347), and have165 been very helpful in limiting significant issues, as well as getting quick response from the166 contractors when issues arise. I should note that the activity at 351 Lovell has only167 recently increased due to the erosion control installation requirements and the168 contractor's desire to remove the large pieces of equipment.

169 As discussed above, the Code Enforcement Officer's efforts to date have been focused on170 working directly with the General Contractors and property owners to anticipate potential171 conflicts with construction activities and have plans in place to ensure disruption is172 minimized. This "counselling to achieve and maintain compliance" is focused on173 avoiding violations or disruptions, has been an effective approach with the majority of the174 active projects and has produced good results. As an example, the Parking Placard175 requirement was fully implemented and monitored during the peak of concurrent project176 activity on Lovell Avenue. As projects completed or stopped, the Code Enforcement177 Officer and Parking Control Officer more actively managed parking by requesting178 relocation, carpooling and/or parking on private property rather than within the public179 right-of-way. The placard system is still an available; however, recent activities have not180 required full implementation and parking on Lovell has not been as impacted as181 previously experienced.

182 Fees, Fines and Penalties183 The City of Mill Valley's Fees, Fines and Penalties are extremely low as compared to184 other communities within Marin County. Staff is currently working on an update to185 many ofthe fees as a "First Step" to right-sizing the fees and fines. This update is186 currently scheduled for the November 3,2014 City Council meeting. Following187 adoption, Staff intends to then build on this first step and return with a more robust study188 that ensures all fees, fines and penalties are addressed in a more comprehensive and in-189 depth manner. Staffbelieves the first step is necessary simply to align some basic fees

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City Council Staff ReportLovell Avenue UpdateOctober 20,2014

190 with the cost of the service provided. The follow-up step will take a more in-depth look191 at the overall fee structure to include all departments that provide input and review on the192 construction review and management process. It is anticipated that this follow-up step193 would be back to the City Council in the first quarter of201~.

194 One category that Staffwill be proposing is connecting a timeline for completing a195 building permit (already in the Municipal code) with a monetary penalty if completion is196 not achieved within the code timeline (similar to the provisions in place in Belvedere).197 This approach has been found to be very effective in other Marin communities at getting198 projects completed efficiently and avoiding protracted disruption and burden to199 neighborhoods.

200 On-Line access to public records/Complaint Tracking201 The City has never provided on-line public access to data records on a parcel specific202 basis. Our long-range plan is to utilize the CRW data management software to provide203 this service so that members of the public can access GIS-based information through the204 public website portal. Our first step to the implementation is to get the software fully205 utilized internally by City departments that participate in the development review and206 construction oversight process. We are approaching proficiency with this system as our207 departments intensively utilize this software and have found it to be an extremely useful208 tool. We are committed to providing this tool for public use; e.g. allowing access to past209 and current project information; searching for past permits and approvals; researching210 information on individual parcels, etc. We plan to accomplish this during this Fiscal211 Year and provide an update to the City Council as we near launching it publicly.

212 With regard to complaint tracking and actions, as noted above the Code Enforcement213 Complaint Form is now on-line and available for electronic completion and submittal.214 This format will better lend itself to a more accessible logging and tracking system.215 Currently, the Code Enforcement Officer logs and tracks all submitted complaint forms;216 however, the City does not currently have a City-wide master tracking system. The City217 Council has directed staff to create and implement such a system and staff is currently218 working on establishing it. The City Manager has directed each department to monitor219 complaints and inquiries and respond within 24-hours with an initial acknowledgement220 with a subsequent follow-up action ifnecessary.

221 Neighborhood Concerns222 Notwithstanding Staff's efforts outlined above, following distribution of the attached223 letter and information packet (Attachment 1), City Staff received neighborhood224 comments that all Lovell Avenue Neighborhood construction oversight issues had not yet225 been addressed. Specifically, concerns were raised that:

226 ~ Construction Management Plans are inadequate and not fully enforced

227 ~ Communication with and from City Staff is insufficient/inadequate

228 ~ Proper noticing is not occurring

229 ~ Regular enforcement and neighborhood oversight is not occurring

230 ~ City Fees, Fines and Penalties are not updated

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City Council Staff ReportLovell Avenue UpdateOctober 20, 2014

231 ~ On-line access to all records associated with an address is not available

232 ~ Complaints are not logged/tracked

233 Staffbelieves the above report highlights areas where Staff has focused its efforts to234 ensure proper construction management continues to occur, where Staffhas modified235 operations to ensure proper and timely responses to neighborhood concerns, as well as236 upcoming improvements to better address communication and information dissemination.237 Staff admits that not all items or procedures have been fully accomplished and/or238 implemented, but we believewe have taken great strides towards better addressing issues239 through more complete and topical management practices, as well as greatly improved240 communication.

241 Conclusion:

242 Based on feedback received from the September Joint City Council/Planning243 Commission meeting, the findings and recommendations contained in the August244 Council report adopted in August are well accepted by both the Council and Commission.245 The Joint body noted general support for the recommended actions understanding that246 some actions would be implemented quickly, while others will take a little more time to247 achieve.

248 Staffhas repeatedly acknowledged a lack of adequate oversight and responsiveness to the249 issues that arose from the multiple concurrent projects on Lovell Avenue in 2013 and250 early 2014. In addition, Staff has repeatedly noted that past decisions had been made that251 either exceeded Staffjurisdiction and/or were founded in poor judgment. Staffhas252 addressed these shortcomings head-on and much has been done to change and improve;253 both internally with multi-departmental communication improvements, and externally254 with enhanced public interactions and communication. Staffhas embraced the challenges255 and is steadily working toward greater improvement through implementation of all256 recommended changes in the August City Council Report. We welcome further257 suggestions for improvement to our oversight processes.

258 Fiscal Impact:

259 Planning and Building Department Staffhave regularly visited the Lovell Avenue260 Neighborhood during active and inactive construction periods. Numerous Staff field-261 hours have been dedicated to this neighborhood not only to address Construction262 Management Plan related activities, but also to address non-permitted263 building/construction occurring at addresses with no Building Permits, and for large and264 small vehicle parking management (parking illegally or blocking traffic unassociated265 with construction activities and without required lane closure permits). In addition, staff266 has dedicated resources for direct email communications to the Lovell Neighborhood,267 project research and staff reporting to the City Manager's office as well as reports268 directly to the City Council.

269 Attachments:270271 1. Letter, Memorandum and Supplemental Construction Management Plan sent to272 the Lovell Avenue Neighborhood dated October 1,2014

7

kMILLVALLEY]

October 1,2014

Dear LovellAvenueNeighbors,

I am writingto giveyou an updateon construction activities in the Lovell Avenueneighborhood andsome changesmoving forwardconcerning Construction Management Plans (CMP's) andcommunications to and fromthe City regarding construction. I haveattacheda summaryof the status ofthe construction projects in the 200 to 600 blockof the LovellAveand changeswe have implemented tothe CMP's for projects in your neighborhood.

For the past six months, City ManagerJim McCannhas designated Assistantto the City ManagerLinnWalshto be your singlepoint ofcontact regarding construction issuesand concerns. After settingupsystemsfor communicatons, Linn is transitioning out ofthis role, to be replacedby MariaArnao,Administrative Aide in the Departmentof Planning andBuilding. Maria is regularlyinvolved inthedevelopment reviewand construction activitiesofthe Planning and BuildingDepartmentandas suchwillbe a well informed and effectivepointofcontact.

Although Mariawill be the primarypointof contact, fromtime to time, you will receivenoticesfromVera Tyler (who goesby Tyler), who is the Administrative Aide in the Departmentof Public Worksregarding issues pertaining to the public right ofway, such as truck routes,parking, and road/laneclosures.

You will note in the attachedsummarythat we are makingsomeminor changesto the ConstructionManagement Plans.Specifically, we are utilizingsomeof the helpfuland supportive managementrequirements createdspecifically for the LovellNeighborhood, and applyingthem to otherneighborhoodswith similarmultiple concurrentBuildingPermit sites. You will also note that we have "tightened-up"the restrictions on construction vehicleturnarounds, a very important point of neighborhood concern.

Pleasecontactme withquestions, concernsor comments aboutthe revisedCMP's, and contactMaria(contactinformation is below) in the futurewith any otherconcerns or questionsabout compliance withthe termsofthe CMP's. Maria will be sure to get your question or commentto the right City staffpersonfor promptreviewand follow-up.

As you may be aware,we have made nwnerous changes to the planning, building, inspection,development reviewand construction oversightprocesses in the past few months. Many of thesechangesare a resultofthe good suggestions we heard from you and otherresidents. Earlierthis year, the CityCouncil and City Managerdirected me to conductan evaluation of the construction plans of morethan100buildingpennits issuedby the City over the past year to confirm that the plans and construction workare in substantial conformance with the project approvals. The analysisconcludedthat while the vastmajority of building permitsand construction projectswere in substantial conformance withthe approvalsgrantedby the City,our developmentreview and construction oversightprocessand procedures neededimprovement. The analysisalso spurreda nwnber of changesat the PlanningDivision, including: greater

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scrutinyand oversightof building proposals and construction activity; heightened coordination withthePlanningCommission; more robustConstruction Management Plansto reducethe burden of constructionprojects on neighbors; measurable and enforceable conditions of approval; and, expanded, more effectivepublicnoticingofhearings on permitapplications. I have taken stepsto implementthese improvements.

The City Counciland City staffare committed to providing the community with a fair and reliableprocess that will build confidence that projects are held to a consistent set of rulesand are in compliancewith granted approvals. We set an agendaitemfor the October20, 2014 City Councilmeeting-to discussthe changesand improvements contained in the attachedupdate, and we will send the agendaand staffreportto the LovellAvenuecommunication listwell beforethe meeting.

In my short time withthe City ofMillValley, first in an interimcapacityand more recentlyas the full­time Director, I have had many interactions with residentsof the LovellAvenue neighborhood. I havefoundyour concernsto be legitimate and appreciate the burdensand disruption you have experiencedduringthis long periodof construction. I am committed to ensuringthat the direction from the CityManagerand City Councilto reducethese burdens and minimizethe disruptions is followed and toensuring that the construction projects proceed in substantial conformance withtheir approvals(includingthe provisions of the CMP's). Thankyou for givingme the opportunity to updateyou on these importanttopics, and I look forwardto servingthe Mill Valleycommunity in my new role. I welcomeyourthoughtsregardingthe effectiveness of the revised CMP's once they are fully in place.

Should you have any questions, concerns or suggestions, pleasecontactme at the phone numberor emailaddressprovided below.

~#Vin SmithDirectorofPlanningand BuildingCity ofMillValley26 CorteMaderaAve.MillValley, CA 94941Phone: 415-388-4039Email: vsmith@cityofmillvalley.org

Lovell Ave Neighborhood/City ofMill Valley Point of Contact:

Maria AmaoPlanningand BuildingAdministrative AideCity of Mill Valley26 CorteMaderaAvenueMill Valley, CA 94941Phone: 415-384-4809Email: marnao@cityofinillvalley.org

ene: Lovell Neighborhood Update - Details

DATE:

TO:

FROM:

SUBJECT:

October 1, 2014

Jim McCann, City Manager ~/./

Vin Smith, Planning & Building DirectorPrLovell Avenue Neighborhood Update

This memo provides an update on: 1) six active development projects on Lovell Avenue; 2) ongoingexamination of, and improvements to the management of construction activities on Lovell Avenue; and3).planned drainage and roadway improvements.

Lovell Avenue

Generally, based on regular briefings from Dan Martin and Denise Stoneham, project contractors havecomplied with our requests for regular communication, including notification of major site activity suchas the need for lane/road closures. In addition, construction projects are proceeding in conformancewith their Design Review and Building Permit approvals and the requirements of the constructionmanagement plans.

Project Activity

The following summarizes the status of certain addresses:

230 Lovell: Hillside lift was approved by the Zoning Administrator and has an approved building permit.The applicants should be starting this month.

347 Lovell: (kitchen and 2 bath remodel) work Is progressing. Completion is projected to be this month.

351 Lovell: Temporary Shoring Walls are complete; however, drainage and wall back-fill must still beinstalled. Temporary ramp for excavator removal is currently getting installed. Developer has beeninformed that erosion control measures, including completion of the drainage improvements and back­fill associated with the Temporary Shoring Walls must be approved and in place by October is". On July24, 2014, plans were submitted for Design Review ofthe home; this application is currently incomplete(letter requesting outstanding application materials was sent on August 18, 2014; a broad range earlycourtesy notice and a subsequent formal public notice will be sent to neighbors for the PlanningCommission Design Review public hearing.

432 Lovell: This new single-family home project still has approximately 4-6 months to go. Remainingsignificant steps include pouring the retaining wall along the road fronting the property, which startedrecently. This wall and utility construction activity will require road closures which are projected tocontinue into mid-October with traffic controls/delays throughout this period; erosion control measureswill be installed by October ts",

Summary of Lovell Ave. Projects

October 1, 2014 2

433 Lovell: Final inspection of this home scheduled for early October 2014.

511 Lovell: The project is currently In Building Permit Plan Check. We have comments out the applicantand are waiting for the third submittal. Plansdo not yet include a Construction Management Plan (CMP)as the property owner/architect have not selected a General Contractor for the project. No BuildingPermit will be issued until the CMP is shared with the Lovell Avenue Neighborhood and approved by theCity. No construction activity (demolition, grading or new construction) is expected to occur thiscalendar year.

City Management of Construction on Lovell Ave - Details

Construction Management Plans:

Earlier this year we found that the individual Construction Management Plans were inadequate inaddressing the conflicts present by virtue of the level of activity on Lovell Avenue and as such wecreated the Supplemental Construction Management Plan for the 200-600 Block of Lovell Avenue(SCMP). We have re-evaluated the SCMP with the goal of creating construction management standardsto be applied in "Impacted Neighborhoods" (i.e. neighborhoods with multiple concurrent proximatebuilding permits). Specifically, we have unified the hours of operation, hours for i:Ielivery, restrictions onlarge truck use and other organizational items for these projects to eliminate the potential forinconsistencies between existing and future projects. We will continue to attach special conditions toprojects to address each site's unique conditions; however, we feel that this standardized andconsistent approach for most of the requirements help the community understand the established rulesand help reduce the burdens which construction projects place on neighborhoods.

We have also update project specific provisions for the Lovell neighborhood projects to address vehicleturnaround concerns a~ clarify parking restrictions and protocols. I have attached a copy of the latestSCMPwhich has been shared with the property owners and contractors of the active Lovell Avenueprojects and will be distributed to the neighborhood through the Lovell Neighborhood communicationlist. In addition, we have asked each project to refresh their required construction signs, including theinformation required to be identified by the Construction Management Plan. We will post all CMP'sonthe City Website once we receive revised copies of the plans.

Personnel:

In addition to the intermittent site visits and check-in visits by Building Inspectors, Department of PublicWorks and Police personnel, Denise Stoneham, Code Enforcement Officer is a regular presence on lovellAve. throughout each work-day. Since the completion of some of the projects, Denise's time has beenreduced to intermittent daily visits; down from the regular hourly oversight provlded for projects duringthe spring and summer. It should be noted that Denise's visits are regular, involve personalcommunication with the contractors and sub-contractors on the active projects (primarily 432 and 347),and have been very helpfulln limiting significant issues, as well as getting quick response from thecontractors when issues arise. I should note that the activity at 351 Lovell has been low and verysporadic.

With regard to our ongoing communication with the Lovell Avenue Neighborhood, we have phased-outLinn Walsh's ongoing communication responsibilities and have placed Marla Arnao, Planning andBuilding Department Administrative Aide as the single point of contact for the neighborhood.

Summary of Lovell Ave. Projects

October 1, 2014

LargeVehicle Accessand Turnaround:

3

Asa requirement contained In the current Supplemental Construction Management Plan for the 200­600 blocks of Lovell Ave, we continue to receive from the contractors, and provide to the neighborhood,advance notice of large vehicle usage and/or lane/road closures. Denise and/or Traffic Control continueto escort all large vehicles for both the in-bound and out-bound trips to the active projects. There havebeen two recent Incidences of large vehicles using various locations along Lovell Ave. to turnaroundwithout Denise's or Traffic Control's prior permission. These two occurrences were Isolated incidencesand occurred as a result of unknowledgeable subcontractors. Denise was on site for both and requiredthe vehicles to leave the area. Denise has shared the neighborhood concerns with the relevant activecontractors and believes compliance will continue into the future. To further address this disruption wehave modified the SCMPto address neighbors' concerns, to reduce confusion, and to reduce thepotential for violations. Specifically, all large truck access related to Lovell Avenue projects, including432 Lovell (the most active of the projects), will utilize only the project driveway or construction site orthe pUblic right-of-way area at 511 Lovell Avenue. No turnaround at other locations on Lovell Avenue(e.g. at 437/467 Lovell Avenue) will be permitted.

Roadway and Drainage Inspections/Repairs:

During the neighborhood meetings this spring with the Mayor and City Manager, several Lovell Avenueneighbors raised the need for emergency vehicular accessimprovements and general pavement anddrainage Improvements along Lovell Avenue. Subsequently, the City inspected the Lovell Avenueroadway condition and met with residents to: 1) prioritize the surface and right-of-way Improvements;and, 2) explore opportunities to improve the drainage along Lovell Avenue. As a result of these fieldInspections, the City Council added an Improvement project to the City Capital Improvement Programand included a budget item to fund Lovell Avenue drainage and roadway improvements. The project isstarting and the Department of Public Works projects commencement of the drainage Improvementsthe week of October 20th (notice will be provide regarding the start date and duration). Saidimprovements will start from the drain-Inlet at the driveway at 366 Lovell Ave.and extend down to theexisting culvert near 342 Lovell Ave. These improvements will substantially improve the containment ofrunoff on the "up-hill" side of Lovell Ave~ Department of Public Works Staff has performed maintenanceand cleaning of gutters, ditches and drainage inlets In the neighborhood this summer.

Strategic roadway Improvements will occur along Lovell Avenue within the 200-800 blocks in Octoberand November. These improvements are primarily isolated surface replacement (not a full repaving ofthe street) and include the widening of two hairpin turns. In addition, Improvements to the pavementand striping of the right-of-way near 511 Lovell will enhance this area as an appropriate turnaround.

Ene: Supplemental Construction Management PlanLetter to Lovell Avenue Neighborhood

SUPPLEMENTAL CONSTRUCTION MANAGEMENT PLAN REQUIREMENTS FORALL PERMITTED CONSTRUCTION PROJECTS

IN IMPACTED NEIGHBORHOODS

Current impacted neighborhoods include:

LOVELL AVENUE (between 200 block and 600 block)IllLLSIDE AVENUE (entire street)JANES STREET (entire street)

Revised October 1,2014

CMP NARRATIVE:

In additionto the 24 x 36 Construction Management Plan (CMP)sheetprovidedas part of theprojectplan set, the Applicant, their ProjectArchitect or General Contractor shall alsoprovide allrequiredCMFinformation in an easily readable narrative form, including maps and graphics.'This additional information shall be submitted electronically and on 8-112 x 11 sheets suitable forpublic reviewat CityHall and on the City's website.

CONSTRUCfION HOURS:

Construction hoursare weekdays from 7:00 AM to 6:00PM. Construction noise is not allowedbefore8 AM or after 5 PM. Constructionon weekends and holidays is not permitted,

TRUCKS ANDTRUCK ROUTES:

Restricted Hours:Project-related construction trucks (includingthevehicles of any contractors, sub-contractors and/orworkers, deliveries ofanyjob-relatedmaterialsorequipment) largerin length or height than a DodgeSprinteror similar(including pick-uptrucks towingatrailer)shall only be permitted in ImpactedNeighborhoods no earlier than 9:30 AM and no later3:00 PM on dayspermittedfor construction.

Large Vehicle Advance Notice:The General Contractor shall providenotice to and receive the writtenpermissionfromtheDeparbnentof PublicWorksat least 48-hours in advance for any project-related use of any largeconstruction truck(s) or vehicle(s), as describedabove, or for lane or road closuresbetween thehours of 9:30AM and 3 PM. Contractorwill be required to provideflaggers for largevehicleson Impacted Neighborhood streets.

1

The large vehiclerequest fromthe General Contractorshall include the number of large vehiclesor truckscoming to the job site; the name(s) of the sub-contractors or suppliers; the estimatedtimesof job site arrival and departure; the route of the vehicles to and from the job site; adescription ofwhere and howthe vehicles will be turning around after arrivingat the job site;and whetherit will be necessary to closethe road to all other1raffic duringany time between9:30AM and 3:00 PM.

TRAFFIC DELAY REQUESTS:A trafficdelay notificationprepared by the GeneralContractor, and approved by the City,shallbe postedalong the requestedrouteby the General Contractor 48 hours in advance pursuanttothe requirements of the Department of PublicWorks. The Citymay also require the contractorto provide'a writtennotification to eachhomeon the Impacted Neighborhood streets 48 hours inadvance ofthe delivery.

VEHICLE TURNAROUNDS:All construction related vehicles shallutilizethe projectjob site for any neededvehicle turn­around unless specificwrittenapproval of an off-site (withinthe publicright-of-way) turnaroundis grantedby the Directorof PublicWorks. Any vehicle turnaround on privateproperty, exceptfor thejob site, must include written permission from the propertyownerand shall requirewritten approval from the Directorof PublicWorks.

Alljob-relatedconstruction vehicles smallerin length or height than a Dodge Sprinteror similar(including worker, contractoror sub-contractor vehicles)exitingthe job site shall proceedasfollows:

Lovell Avenue- westbound on Lovell, eastboundto Cascade to ThrockmortonHillsideAve and JanesStreet- per ProjectConditionsof Approval

NOTE: Owners and Contractors areencouraged to coordinate construction activities withotherprojectsin the areato minimizeconstruction disturbances. Please contactPlanningorBuildingDepartmentfor a list ofothercurrentBuilding Permits in your area.

PARKING:Allproject-related worker, contractor and sub-contractor parkingshall be on the project siteonprivate property.Parking in the public right-of-way in Impacted Neighborhoods shall only bepermitted with a City ofMill Valleyparkingplacard whenthe City of Mill Valleydeterminesthata sufficientnumber of parkingspacesexistwithin reasonable proximity of the subjectconstruction site to adequately address residentneeds and contractor demands. Constructionrelated parking within the public right-of-way shall displaya cityplacardor be subjectto theEnforcement section of this SCMP. No more than three parkingplacardsshall be issued to anyjob-siteat one time. Parking in the publicright-of-way shall be withindesignated parkingspacesor in areaswhere a minimum of 11 feet of roadclearancecan be providedat all times.

Anyproject-related workers,contractors or sub-contractors unableto park on-site or use oneofthe parkingplacards must legallycarpoolto the site (ridersare not permittedin the bed of a pick­up truck)and are encouraged to park in the following areas:

• City parking lot on MillerAvenuejust east ofLa Goma.• Private parking lot on Sunnyside just north of MillerAvenue.

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EROSION CONTROL:All CMPsfor projectswith permissionto do winter gradingshall include erosion controlplandetailsas part ofthe CMP. Any violationsof the approvederosion control plans shall be treatedby the City in the same way as a violationof the CMP and subject to the same penaltiesas listedbelow.Repeatedviolations of the erosioncontrolplan shall be grounds for suspensionorrevocation ofthe grading permit and/or buildingpermit.

ENFORCEMENT:

Any violationofany provision of the revisedapprovedCMP shall be the responsibilityof theGeneralContractor,

• First violationshall be an Administrative Citationwith a fine of$100.00 to the GeneralContractorand the offending sub-contractor(s), as necessary.

• Secondviolationmay be an Administrative Citationwith a fine of$200.00to the GeneralContractorand the offending sub-contractor(s), as necessary, and/or a Stop WorkOrder,stoppingall work on the job site for a minimum. of 48 hours.

• Any subsequentviolationmay be an Administrative Citation with a fine of $500.00 to theGeneral Contractorand the offendingsub-contractor(s), as necessary. In addition,theprojectwill be subjectedto: 1) a Stop Work order for a minimum. of7 consecutiveworkingdays; or, 2) the Building Permitbeing revoked. If the Building Permit isrevoked,submittal of a new Building Permit application, including all fees, fines andpenalties,will be required for the project to restart.

SCMP CHANGES AND CITY CONTACT:Prior to any modificationsor updates to the approvedCMP, the contractor or his/herrepresentative shall contact the followingCity Representative to make arrangementsfor reviewand approval of the proposed changes:

MariaArnaoPlanningand Building DepartmentAdministrative AideCity of Mill Valley415-388-4033 (main)415-384-4809 (direct)marnao@cityofmillvalley.org

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