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1 6.B. CORTE MADERA TOWN COUNCIL STAFF REPORT REPORT DATE: May 28, 2019 MEETING DATE: June 4, 2019 TO: Honorable Mayor and Members of the Town Council FROM: Jared Barrilleaux, Senior Civil Engineer Peter Brown, Public Works Director SUBJECT: Review and Comment on the Draft Capital Improvement Program and Budget for Fiscal Years 2019-2020 and 2020-2021 RECOMMENDED ACTION: Review and provide direction to staff to amend, if needed, the Fiscal Year (FY) 2019-2020 and FY 2020-2021 CIP and return to Town Council with final CIP for adoption during a public hearing at the June 18 th Town Council meeting. BACKGROUND: The state of the practice in Public Works improvements for most municipalities in California is to have both a long-range vision (typically 5 to 20+ years) for capital needs, as well as a short-term (1-4 years) plan and budget for capital improvement projects. The Corte Madera CIP attempts to do both; it includes on-going projects that may be in the planning (PID/PSR), environmental (PA/ED), engineering/design (PS&E), or construction phases (CON), as well as projects that have not begun but may need to be started within the next 5 years. The current Fiscal Year 2018-2019 CIP (effective through June 30, 2019) is wrapping up this month. However the proposed FY 2019-2020 CIP is based on a budgeted two-year cycle, which will be reevaluated going into FY 2020-2021, but can also be done on an as-needed basis. A “Projects Completed” category has been added at the end of the FY2019-2020 CIP, which highlights projects completed during the current fiscal year and notes the estimated cost spent for each item. Longer term projects can be found in the tables at the back of the CIP and would be indicated by having cost estimates for years 2022-2024, and no dollars budgeted in 2020-2021. Additionally, shorter term projects that are at various stages of development have a portion of their budget estimated for the upcoming two fiscal years and larger amounts needed for completion by 2024.
Transcript
Page 1: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

1

6.B.

CORTE MADERA TOWN COUNCIL

STAFF REPORT

REPORT DATE: May 28, 2019

MEETING DATE: June 4, 2019

TO: Honorable Mayor and Members of the Town Council

FROM: Jared Barrilleaux, Senior Civil Engineer

Peter Brown, Public Works Director

SUBJECT: Review and Comment on the Draft Capital Improvement Program and Budget for

Fiscal Years 2019-2020 and 2020-2021

RECOMMENDED ACTION:

Review and provide direction to staff to amend, if needed, the Fiscal Year (FY) 2019-2020 and

FY 2020-2021 CIP and return to Town Council with final CIP for adoption during a public hearing

at the June 18th Town Council meeting.

BACKGROUND:

The state of the practice in Public Works improvements for most municipalities in California is to

have both a long-range vision (typically 5 to 20+ years) for capital needs, as well as a short-term

(1-4 years) plan and budget for capital improvement projects. The Corte Madera CIP attempts to

do both; it includes on-going projects that may be in the planning (PID/PSR), environmental

(PA/ED), engineering/design (PS&E), or construction phases (CON), as well as projects that have

not begun but may need to be started within the next 5 years.

The current Fiscal Year 2018-2019 CIP (effective through June 30, 2019) is wrapping up this

month. However the proposed FY 2019-2020 CIP is based on a budgeted two-year cycle, which

will be reevaluated going into FY 2020-2021, but can also be done on an as-needed basis. A

“Projects Completed” category has been added at the end of the FY2019-2020 CIP, which

highlights projects completed during the current fiscal year and notes the estimated cost spent for

each item.

Longer term projects can be found in the tables at the back of the CIP and would be indicated by

having cost estimates for years 2022-2024, and no dollars budgeted in 2020-2021. Additionally,

shorter term projects that are at various stages of development have a portion of their budget

estimated for the upcoming two fiscal years and larger amounts needed for completion by 2024.

Page 2: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

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Staff plans to implement as much of the Fiscal Year 2019-2020 CIP as is warranted given the

primary constraints; staff time for project management/delivery between now and June 30, 2020,

available budget, environmental/engineering/permitting constraints, and Council direction and

authorization. Council approval of the CIP allows decision makers, staff and members of the public

to move forward with project implementation and Town priorities for improvements. Any projects

not included in the CIP, would need to be amended into the plan by the Town Council prior to

moving forward to the construction phase.

DISCUSSION:

Provide direction to staff on the adequacy and content of the proposed Draft Capital Improvement

Program (CIP) for the upcoming two fiscal years. The new CIP is a carryover of existing Town

projects that are in various phases of development and also includes new projects that may need

to be initiated in the coming one to five years. The CIP serves as the guiding document for ongoing

and needed capital improvements. Council is being asked to review and comment on the draft CIP

in this meeting, and formally adopt by resolution the final FY2019-2020 and FY2020-2021 CIP at

its June 18, 2019 meeting. The public is also encouraged to provide input to staff and council on

capital priorities.

FISCAL IMPACT:

The CIP is perhaps the most significant Town planning document in regard to fiscal impacts and

future infrastructure. The plan estimates up to $7,500,000 and $10,200,000 in need for capital

improvements in the coming year two fiscal years respectively, and $55,000,000 through 2024.

The bulk of the work is in Multimodal Transportation. The Flood Control budget is around

$800,000 each year, which exceeds the revenue previously collected for the Flood Control Parcel

Tax. The Town has various funding sources to pay for projects in all of the project categories.

These funding sources are detailed in the annual budget.

A separate Sanitary District No. 2 staff report is forthcoming for the Sanitary District No. 2 Board.

ENVIRONMENTAL IMPACT:

The activity (planning document) is covered by the general rule that CEQA does not apply where

it can be seen with certainty that there is no possibility that the activity will have a significant

effect on the environment (CEQA, Article 5, Section 15061(b)(3)).

OPTIONS:

1. Review and comment on the draft CIP, and direct staff to return with the final CIP on

June 18, 2019.

Page 3: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

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2. Provide comments to staff and direct that the item be brought back at a later date.

3. Take no action at this time.

ATTACHMENTS:

1. Attachment 1- Draft CIP

THIS ITEM HAS BEEN REVIEWED AND APPROVED BY THE TOWN MANAGER.

Page 4: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

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Attachment 1:

Draft CIP

Page 5: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

1

Town of Corte Madera

Capital Improvement

Program CIP for 2020 & 2021

Department of Public Works

Page 6: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

Town of Corte Madera Five Year Capital Improvement Program (CIP)

June 4, 2019 Page 1

INTRODUCTION TO THE TOWN OF CORTE MADERA CAPITAL

IMPROVEMENT PROGRAM

The term Capital Improvement Program, or CIP, refers a list of construction projects that are needed

to maintain and replace critical public infrastructure. Last year’s 2018/2019 CIP was adopted by

the Town Council in June 2018. The CIP should be updated every one to two years and is one of

the most critical documents for public safety, quality of life, and assurance of public services like

functional roadways, safe sidewalks, regular flood control measures and sewage delivery services.

Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich

history, maintaining high quality of life, and carefully planning its future. Corte Madera is located

in central Marin County, and has everything at its doorstep: access to a major urban city in San

Francisco, Sonoma County wine country, the San Francisco Bay, and the Pacific Ocean Coast.

The public services are provided through the work of the Town of Corte Madera and Sanitary

District Number 2 (“SD2”), otherwise referred to as “The Town” or “SD2.” The Town serves the

public through various departments: Administration; Central Marin Police Department; Finance;

the Central Marin Fire Department; Planning and Building; Public Works Engineering and

Maintenance; and Parks and Recreation. Overall, these departments, along with the Sanitary

District No. 2 (a subsidiary district of the Town of Corte Madera), work together to address the

concerns of the community through fiscal stability, capital project delivery and infrastructure

improvement.

Like all local jurisdictions, location is a significant factor in the planning and decision-making

process. Corte Madera is uniquely positioned between a forested picturesque hillside of Mount

Tamalpais to the west, a tidal-influenced drainage of Corte Madera Creek and the City of Larkspur

to the north, "Horse Hill" and the ridge delineating Mill Valley to the south, and most critically,

miles of San Francisco Bay Area shoreline and marshland to the east. This geography makes the

Town highly vulnerable to a wide-variety of climate change impacts: sea-level rise (SLR), deluge,

coastal and tidal flooding, drought and wildfires. Proximity to the San Andreas and Hayward Faults,

and underlying presence of bay mud cause Town concern for earthquakes, liquefaction and

differential settlement.

Additionally, many Californians, along with local residents, travel from or through Corte Madera

on a daily basis via the State Highway System on routes such as US 101, Highway 37 and Interstate

580. Transportation is a very important factor in the economic and environmental functioning of

the Town. Corte Madera is taking a proactive effort to mitigate the risks associated with climate

change and is also developing implementable strategies for successful adaptation of the Town’s

multi-modal transportation infrastructure. All of these factors create the need for a comprehensive

Capital Improvement Program that prioritizes investment in the repair and replacement of all Town

assets and infrastructure.

FUNDING CONSTRAINTS OF CIP DEVELOPMENT

State and federal transportation funding sources continue to diminish. Even with the passing of

President Obama’s Fixing America’s Surface Transportation (FAST) Act, which he signed into law

Page 7: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

Town of Corte Madera Five Year Capital Improvement Program (CIP)

June 4, 2019 Page 2

in 2015, and the Road Repair and Accountability Act of 2017

(SB1) signed by Governor Brown in 2017, Corte Madera is

challenged by funding constraints to address considerable

infrastructure and maintenance needs. To be clear, asset and

infrastructure costs and needs exceed revenues.

Corte Madera currently has dedicated funding sources that are

insufficient for the capital needs identified. However, in 2013

Corte Madera voters approved a general transaction and use tax

(local sales tax) which is used to maintain essential services

including but not limited to flood control, street repairs, and safe

routes to school. Corte Madera staff, elected officials, and voters

worked hard to renew the local sales tax in 2018. This sales tax

renewal, otherwise known as Measure F, increased revenue by

raising the sales tax rate from ½ cents to ¾ cents to help meet the

Town’s current and future infrastructure needs, fortify the Town,

build in resiliency, anticipate maintenance needs, prolong the

useful life of current assets, and allow the Town of Corte Madera

to become a model for how to fund and implement Public Works

transportation improvements and flood control systems.

ASSET INVENTORY

In order to provide information on the long-term viability of all

of the infrastructure assets within the Town, the findings from

the Government Accounting Standings Board, or GASB

Statement 34 can be referenced. GASB 34 provides updated

infrastructure asset reports by adding construction, replacement

information, and current value of the Town’s infrastructure

assets. Based on the findings of GASB 34, the following assets

represent a total replacement value of about $200 million in 2017

dollars. While illustrative, the more pertinent figure is the $55

million in needed investments in the Town between 2020 and

2024.

Examples of Town-owned assets:

Flood control systems – Levees, ten (10) pump stations,

lagoons, and both the “high” and “low” canals

Sanitary District – Nineteen (19) pump stations, manhole

covers, mains, and related subterranean conveyances

Roadways - Pavement, curbs/gutters, sidewalks, ADA

ramps, walls and barriers

This CIP is planning

document that contains a

five-year list of capital

improvements. It is

connected to, and informs

the budgets of both the

Town and Sanitary

District Number 2.

However, there are key

distinctions.

First, the CIP project

listing typically contains

total project cost by phase,

whereas the budget

document only allocates

funds controlled by the

Town or SD2. Sometimes

total costs of projects

exceed the impact to the

budget when for example,

project partners contribute

to funding completion.

Secondly, the first two

years are estimates of

costs and every attempt is

made to allocate funds by

appropriate source to each

project. Fiscal years 2020

and 2021 can be described

as “fiscally constrained.”

The last 3 years, 2022-

2024 however, better

describe need than

anticipated budget impacts

and are unconstrained,

meaning full funding has

not been identified.

How does the CIP

relate to the

Budget?

Page 8: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

Town of Corte Madera Five Year Capital Improvement Program (CIP)

June 4, 2019 Page 3

Streetlights for nighttime multimodal safety

Traffic signals – The Town owns and maintains fourteen (14) traffic signals

Guardrails – The Town owns and maintains approximately 2,800 linear feet of guardrails

Retaining walls

Pedestrian bridges – two (2) pedestrian bridges

Storm-drain system – Forty-seven (47) linear miles of pipes: Consists of pipe mains, manholes,

ditches, vaults, catch basins, and other assets

Recreational facilities – three (3) park and recreation facilities including the land

Bike paths and trails – twenty (20) trails and paths

Hanging baskets – nineteen (19) baskets on nine (9) non-lighted poles, thirty-three (33)

baskets, and one basket in a planter box

Buildings network – fifty (50) building structures, from Town Hall and the Corp Yard, to the

Community Center and many pump station buildings

Although GASB 34 estimates the replacement costs for all assets to be about $200 million, the

Public Works Capital Improvement Program (CIP) must prioritize the most-needed projects that

require replacement and rehabilitation. This means that Corte Madera will be focusing on a list of

fiscally constrained projects at a value of approximately $15 to $20 million through 2021. It is

important to note that the unconstrained list of projects is estimated $50-$55 million that will be

needed by 2024.

PURPOSE OF THE CIP

The primary purpose of the CIP is to ensure that elected officials, the public, and all staff within the

Town are clear about the Town’s capital priorities. This is critical to ensuring that capital projects

are coordinated to deliver capital improvements in the most cost and time efficient manner possible.

It also serves to inform the Town’s bond holders and funding partners of the capital priorities.

Including a capital project in the CIP is typically a precursor to submitting funding requests and

applying for grant opportunities. Finally, it provides the Town’s stakeholders and the public with a

clear description of its capital needs, as well as the process used to determine the order and timing

of the Town’s capital investments.

The CIP is the catalogue of the Town of Corte Madera’s anticipated capital project needs for the

upcoming five years. Many of the Town’s investment decisions, grant applications, and project

prioritization rely upon the information described in this plan. Included are capital projects to

replace, rehabilitate, and enhance flood control infrastructure; the transportation system; bicycle

and pedestrian amenities; as well as improve system safety. The plan describes the capital projects

Page 9: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

Town of Corte Madera Five Year Capital Improvement Program (CIP)

June 4, 2019 Page 4

needed to enhance and expand the transportation and flood control systems along with the facilities

and technologies that support them.

Completing projects within the CIP strengthens the Town’s ability to achieve many of its strategic

goals, including: safeguarding and improving public transportation infrastructure, extending the life

of assets, and improving safety conditions for Corte Madera’s residents and visitors. The Plan

serves as the basis for developing the fiscally constrained two-year CIP and the Operating Budget

and Work Plan. Given limited funding availability, the Town will prioritize the capital projects

which can be advanced during each five-year CIP and programmed during the two-year budget.

The CIP has a five-year horizon and has a two-year fiscally constrained budget which will be

formally updated every other year, and reviewed and revised if needed along the way.

HOW WAS IT DEVELOPED?

The capital projects included in this CIP were identified through a number of sources; existing lists

of capital projects, assessments of infrastructure by PW staff, engineers and maintenance crew,

community requests, regional project priorities, and grant funding opportunities.

As previously discussed, the premise of the CIP is to maintain the Town’s existing capital assets as

identified in the state of good repair programs and prioritize capital projects given constrained

resources. In addition, there are a large number of projects that were identified as part of a formal

planning process. These include the Casa Buena Complete Streets Project, the Tamal Vista

Complete Streets Project, the Paradise Drive Complete Streets project between Ring Mt. trailhead

and Robin Drive, and the Redwood Highway Multi-use Pathway. Prior to the end of the fiscal year

the Town holds a public hearing where resident comments are considered regarding capital needs

and priorities. Finally, the Town has established a process to add capital needs to the CIP which is

led by the Department of Public Works.

CAPITAL PROGRAMS

The CIP is organized by Capital Programs and the relative rank of each capital project within its

capital program. Rank is indicated by whether or not a project has funding allocated in year one

or two. The Finance Department of the Town of Corte Madera uses these categories to organize

and allocate funding for programs. The Public Works Department oversees the capital program to

ensure that projects are prioritized and moving forward based on stage of completion, funding

availability, readiness, and Town goals.

Capital Program Description

Flood Control and Storm

Drainage

Addresses storm drain replacements, repairs, and

improvements, pump station modifications and flood

control infrastructure management.

Multimodal Transportation Focuses on bike and pedestrian improvements like ramp

improvements, sidewalk replacements, bike lanes and

traffic signal updates. Includes automobile circulation.

Planning and Building Includes updates to the Zoning Ordinance/General Plan,

and fee programs, including any necessary studies.

Page 10: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

Town of Corte Madera Five Year Capital Improvement Program (CIP)

June 4, 2019 Page 5

Parks Pathway repairs, replacement of stairs/railings, improved

basketball courts, and resurfacing of tennis courts.

Environmental Implements projects and programs to increase diversion

of waste and for overall reduction of environmental.

impacts

Sanitary District No. 2 Reduce inflow and infiltration (I&I) of ground water into

the sewer system, the replacement of aging gravity mains

and the improvement of the level of maintenance

conducted to reduce the number of sewer stoppages.

Plans that will lead to future

Capital Investments

Climate Adaptation Plan

CIP IMPLEMENTATION

Any capital project that seeks Town or outside funding must be included in the CIP. However,

because the plan has not been fiscally constrained, but rather represents agency needs instead of

existing resources, an additional step is needed. The CIP provides the basis for creating a Five-year

CIP which looks at anticipated capital resources. Further refinement comes in the development of

the two-year operating and capital budgets. These documents must be financially constrained and

only projects and phases which are fully funded can move forward in the first year or two.

The Town Council has the ultimate responsibility to fund and implement capital projects from the

CIP to advance through the process for funding, inclusion in the CIP and implementation, based on

the following factors:

Project priority;

Project readiness (safety concerns, environmental clearance, public support, etc.);

Funding opportunities;

Coordination with other capital improvements;

Special conditions (regulatory requirements and project dependencies); and

Available funding

Project Priority – Staff uses a qualitative and quantitative methodology to assess the demand of

an investment relative to other improvement needs. Factors such as state of good repair, safety and

security, funding, and alignment with Town goals impact a project’s priority.

Project Readiness - Readiness is a measure of all of the appropriate preliminary requirements for

project implementation. Preliminary requirements include environmental clearance and public

support. It also considers project interdependencies, that is if a project must proceed prior to or after

Page 11: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

Town of Corte Madera Five Year Capital Improvement Program (CIP)

June 4, 2019 Page 6

another project. For example, the Town cannot construct a platform to service the gate at the

Shorebird Marsh Pump Station without first replacing the inside gate of the pump station.

Funding Alignment and Opportunities – The Town Manager can approve these projects to

advance through the capital budget process for inclusion into the Council-Adopted five-year CIP if

coordination with other projects or funding proposals provides the opportunity for advancement.

The multimodal nature of the Town of Corte Madera allows for the combining of several projects

into singular programs for several reasons:

Proximity to other projects to avoid multiple construction disruptions in the same

location;

Enhancing multi-modal traffic and quality of life;

Cost savings through economies of scale; and

Project management and oversight cost savings

Special Conditions - Some projects satisfy legal requirements to provide facilities and equipment

of a certain nature, such as the ADA requirements for the physically-disadvantaged population; or

some grants that require project implementation and construction to occur within a given time

frame.

CIP SUMMARY AND NEXT STEPS

In last year’s CIP there was a total of 61 projects. In an attempt to address all Town and District

needs, Public Works Staff have increased the number of Capital Improvements needed. Summaries

of the 83 projects included in the CIP, categorized by capital program, and investment type are

included in Appendix A. The critical next steps are the development of the five-year CIP based

upon constrained and anticipated revenues. The CIP will be a living document and will be updated

through the Department of Public Works.

APPENDIX A Town of Corte Madera: Tables of Project Summaries and Cost Estimates

Page 12: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

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JBarrilleaux
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Page 13: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

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JBarrilleaux
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Page 14: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

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Page 15: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

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020

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JBarrilleaux
Stamp
Page 16: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

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JBarrilleaux
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Page 17: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

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JBarrilleaux
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Page 18: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

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Page 19: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

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JBarrilleaux
Stamp
Page 20: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

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JBarrilleaux
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Page 21: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

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JBarrilleaux
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Page 22: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

Proj

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JBarrilleaux
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Page 23: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

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add

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00

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radi

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pgra

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echa

nica

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anita

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JBarrilleaux
Stamp
Page 24: CORTE MADERA TOWN COUNCIL REPORT DATE MEETING DATE: … · Corte Madera is a community of approximately 10,000 people and is devoted to preserving its rich history, maintaining high

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JBarrilleaux
Stamp

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