MEETING MINUTES  San Anselmo Flood Advisory Committee  MEETING: RECORDER: PARTICIPANTS:  1/14/13  MZ Tom Mclnerney Ross Asselstine Glen Dearth, PE Erik Stromberg Richard Stutsman Marty Zwick Sean Condry Debbie Stutsman Gerhard Epke Ross Asseilstine Glen Dearth, PE Ford Greene Eric Stromberg Richard Stutsman, PE Tom Mcinerney Marty Zwick San Anselmo Sean Condry Gerhard Epke Stetson Engineering James Reilly Debbie Stutsman BRIEF  ABBREVIATIONS:  RA GD FG. ES RS TM MZ SA SC GE SE JR DS  ITEM-D DISCUSSION 1.0  MEETINGMINUTES  Unanimously. approved minutes of November 12, 2012 meeting. UPDATE -E EMERGENCY PROCEDURES FOR WINTER STORM PREP storms that nearly triggered floods in December.  2.0  DS reviewed the report she prepared for the Town Council regarding the winter DS, with the help of graphs supplied by RS, described how the unprecedented intensity oft the rainfall nearly created floods when none were predicted. Generally, floods occur in SA later in the season when the ground is saturated and a weather system dumps steady rain over a period of days. This storm was very unusual - a short duration with very intense rain over relatively dry ground DS noted that many citizens of San Anselmo do notr realize how dangerousa flood can be. Some think. that thei flood siren is a notification to come downtown  conditions.  San Anselmo Flood/ Advisory Committee  1    to see how high the creek is. DS recommends more community outreach to  address this.  DS went over the Town's response to impending storms. The Town's response is graduated into five steps as outlined below: 1. AWARENESS OF IMPENDING! STORMS Alert merchants/.communiy ofu upcoming storms; mayi includef flyers to merchants, emails, etc. Participate in County conference calls tos stay up to date ont forecast and conditions Conference call with Ross, FX and RVFD.t to ensure all are ons same page. Ensure sufficient supply ofs sand and bags Deliver sand and sandk bags tot tennis courtl lot Update Website, Town newsletter Evaluate need and timing for additional staffing or staff call back Checkf floodg gates for readiness 2. 6.5F FEET- FIRST ALERT Fairfax and Ross creek levels Notify merchants and public ofs storm situation. Advise preparations w/sandbags, flood gates Update website 3. 8.14 FEET - SECOND ALERT  Check current and expected conditions- Radar; NWSf forecast, advisory, watches, warnings;  Send email tor merchant/newsletter list advising of current conditions. Prepare MEANS announcement in case it's neededi in Stage 4- consider timing of announcement, coordinate with Fairfax, Ross, Kentfield, Larkspur, Corte Madera Contact County regarding possible TENS announcement in Stage 4. Schedule call out ofF Public' Works crews, consider calling int two members now, ifnôt already here Stage flood gates consider installing Alert EOC staff to possible callout by email/text Update website Check current and expected conditions- Radar; NWS forecast, advisory, watches, warnings; Fairfax and Ross creek levels 4. 11.14 FEET-1 THIRD ALERT Activate! MEANS phone call tor merchants Coordinate with Fairfax, Ross, Kentfield, Larkspur, Corte Madera Activate TENS phone call tof flood prone areas plus MEANS notification tol local officials. Coordinate with Fairfax, Ross, Kentfield, Larkspur, Corte Madera, alerting them to creek height and tor move cars. Ring down all Ross Valley stations alerting re: TENS message Consider call out of all EOC personnel Consider call outa all staff as disaster workers Consider opening Emergency Operating Center (EOC) Placef flood gates (may! be done in Stage 3) Activate Emergency Notification icon on website 5. 13+F FEET- FLOODING IMMINENT first. Prepare fort flooding  Consider evacuation of downtown- decide level ofe evacuation: public, merchants, mandatory,  voluntary  Sound Flood! Horn -51 blasts, a pause, 5 blasts, a pause and 5 more blasts. Alert other cities Runi flooding incident per individual department procedures fore emergency incidents As part of the Towns response, the TENS (Telephone Emergency Notification System) auto dialing warning system was activated Ross Valley wide. DS noted that it costs approximately $5000 to activate the system. DS noted that in this age of pervasive cell phone use, the phone calls actually reached relatively few people. (The system does not have access to cell phone numbers unless people opti in.). A public relations campaign asking people to putt their cell numbers into  the system is underway.  San Anselmo Flood Advisory Committee  2    ACTIVATION SUMMARY 7,000 calls 4,000 no answer 2,000 voicemail 1,000 answers  Inr response to GDs request to gather more rain intensity data at Sorich Park. GE asked if we might install one of the transducers we now own to gather some data for future use as we learn how to operate the future flood gates at Memorial Park.  3.0  UPDATE ONT THE STORMWATER ORDINANCE SUBCOMMITTEE  SC reported that hel had upgraded some of the elements describing the intent of the ordinance. He stated that he needs an ordinance and guideline for upgrades sO that he can more effectively guide homeowners. He also needs an ordinance to referee neighbors' concerns when uninformed construction impacts neighbors. He has already found thatt the Stormwater Handbook he put togetheri is helpful in this regard. He added a section on permits and asked for a vote so that the ordinance can be sent on to Council. RA wanted to remove. any reference to pervious pavement. Pervious pavement requires maintenance.  The committee voted to send the ordinance on to council recommending  approval.  4.0  UPDATE ONI MEMORIAL PARK DETENTION MEETINGS  There have been two community meetings to hear residents questions and concerns. This activity has been triggered because of an opportunity to apply for One aspect of the discussion is just how many components are included in the grant proposal. SC and his team are intentionally making this this a very inclusive, all encompassing, application because items can be eliminated from the project's scope later (for various reasons, including budget) but we cannot Regarding the actual scope of work to bei included in the final plàn, SC stated that there would be many more meetings to address this - assuming we receive The grant application requires the proposed items to be incorporated into schematic plan constituting a 30% complete set of design/construction documents. The grant covers 50% of the cost of construction. The County may This means that we have to get additional grant funding (or identify another  agrant. The grant application is 90% complete.  add items after the grant has been submitted.  the grant.  pay up to 35% of the remaining çosts source) to pay for the rest of the project.  San Anselmo Flood Advisory Committee  3    5.0  UPDATE ON BOLINAS AVENUE ADVISORY COMMITTEE  SC said that the committee is considering forming an assessment district. They are preparing a poll to see if there is any. neighborhood support for such a district. Additional funding for at least a portion oft the needed work may come from other sources including: Safe Paths to School program, an OBAG grant which can be used for streets and sidewalks, and coordination with the upcoming work SC feels that together these sources will address many of the deficiencies that  proposed in this areal by the Seminary.  need attention.  6.0  DISCUSSION OF POTENTIAL DRAINAGE IMPACT FEE  SC noted that we budget an average of $710,000 dollars per year for road improvements. Any drainage work (maintenance ofe existing. systems or potential new additions) is paid for by these funds. Other municipalities in Marin have a separate Drainage Impact Fee (DIF). A.5 % drainage impact fee might generate $85,000 per year. The total for all existing fees for at typical project equal 2.5% of the cost of construction. Adding a DIF wouldi increase this total to 3%. All agreed to move this along and asked SC to take a proposed DIF directly to  town council. NEXT MEETING  7.0  Next meeting is March 11, 2013.  San Anselmo Flood Advisory Committee  4