SUBJECT: ANTI-GRAFFITI AND ANTI-LITTER DATE: March 2, 2016 PROGRAMS ANNUAL REPORT

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1 PSFSS COMMITTEE: 3/17/16 ITEM: (d) 7 CITY OP SAN JOSE CAPITAL OF SILICON VALLEY Memorandum TO: PUBLIC SAFETY, FINANCE, AND STRATEGIC SUPPORT COMMITTEE FROM: Angel Rios, Jr. SUBJECT: ANTI-GRAFFITI AND ANTI-LITTER DATE: March 2, 2016 PROGRAMS ANNUAL REPORT Accept the Annual Report on the Anti-Graffiti and Anti-Litter Programs; and refer the report the Anti-Graffiti and Anti-Litter Programs Annual Report to the full City Council on the April 5, 2016, City Council meeting. OUTCOME To provide an annual update on the status of the Anti-Graffiti and Anti-Litter Programs and the impact they have had within our neighborhoods to keep San Jose clean. EXECUTIVE SUMMARY During , the Parks, Recreation and Neighborhood Services Department (PRNS) Anti- Graffiti and Anti-Litter Programs made great strides to better engage the community to impact our community's livability. There are three trends that the programs experienced during the past fiscal year. First, the Anti-Graffiti Program continues to eradicate over 2,000,000 square feet of graffiti each year. Second, there has been an increase in the number of volunteers who support the Anti-Litter Program and volunteers who report graffiti via the San Jose Clean App. Third, for the second year, we have experienced an increase of graffiti located on residential property. Additionally, the program was able to implement volunteer recruitment systems which allowed the program to more aggressively engage service groups, neighborhood associations and businesses to address litter and graffiti in their communities. This volunteer engagement led to more residents becoming involved in addressing and preventing litter. While both the Anti-Litter and Anti-Graffiti Programs continue to make an impact each year, the Anti-Graffiti Program will continue to be challenged with addressing more graffiti than current funding allows.

2 March 2,2016 Page 2 In 2013, the Anti-Graffiti Program was audited, which led to twenty program recommendations related to program efficiency and resident engagement. To date, the program has implemented all but six of the original recommendations. Over the remaining calendar year, the programs' goal is to implement and put into operation the remaining six recommendations. Moving forward, the Anti-Graffiti and Anti-Litter Programs will continue to engage the community to address graffiti by reporting it via the San Jose Clean App, continue to abate the maximum amount of graffiti, as determined by the program's budget, and host annual community litter events, in an effort to keep San Jose clean. BACKGROUND The Anti-Graffiti and Anti-Litter programs continue to make a positive impact to the livability of San Jose. Since 2011, the City has contracted with Graffiti Protective Coatings, Inc. (GPC) to abate graffiti and support the beauty and quality of life in San Jose. Beginning in February 2013, the Anti-Graffiti and Anti-Litter programs began operating as a component of the Mayor's Gang Prevention Task Force in order to maximize community engagement efforts. In June 2013, an audit of the Anti-Graffiti Program was performed, which resulted in 20 recommendations for program efficiency. To date, the program has implemented all but six recommendations. The Department anticipates implementing the majority of the remaining graffiti recommendations throughout the remainder of the calendar year. Located in the PRNS Department, currently, the Anti-Graffiti Program has 2.75 positions in City staffing and the Anti-Litter Program has 2.0 positions in staffing. The 1.0 Community Services Supervisor is responsible for managing both the Anti-Graffiti and Anti-Litter Programs including contract oversight, managing the daily program operations, graffiti eradication, citywide and neighborhood litter events, implementing audit recommendations and coordinating with major property owners (Santa Clara County, VTA, CalTrans, Caltrain, Union Pacific Railroad) to address graffiti. Anti-Graffiti Program staff include 1.0 of Community Activity Worker who responds to graffiti located on private property (residential and businesses) including notification to private property owners to remove graffiti within a specified timeframe; and 0.75 Recreation Leader who manages the graffiti work order system, responds to resident inquiries, and assists with prioritizing work order requests. The Anti-Litter Program staff includes 1.0 Community Coordinator who coordinates litter cleanup events with internal departments as well as outside agencies, manages the annual work plan and provides presentations regarding the impact of litter in neighborhoods; and the 1.0 Community Activity Worker who works directly with neighborhood associations and volunteers to provide needed supplies for litter cleanups, schedules litter bag pick-ups, attends resource fairs, and collects volunteer data and information. During , there was a temporary Community Coordinator position that was charged with developing and implementing a work plan that included a neighborhood engagement strategy; coordinated litter and creek cleanups; recruited individual and group volunteers; participated in community resource fairs; and coordinated projects with the Environmental Services Department to leverage resources to address litter in designated trash hot spots. This position was essential in the

3 March 2, 2016 Page 3 initial phase to increase volunteerism from residents, developing internal systems to better track data and increasing the program's capacity to work with service groups. ANALYSIS PRNS manages both the Anti-Graffiti and Anti-Litter Programs to support the quality and livability of San Jose. Through the City's graffiti vendor, GPC, residents are able to easily submit graffiti work order requests through the San Jose Clean App and receive a follow-up once the graffiti has been eradicated. In 2015, both the Anti-Graffiti and Anti-Litter Programs were able to make strides in three key areas. First, the program abated and will continue to abate 2,057,500 square feet of graffiti each fiscal year. The program receives requests to abate more graffiti than the program can fund, which leads to some graffiti not being addressed within the programs specified time frames. The program will continue to prioritize graffiti work orders based on where and what type of graffiti is being reported. Offensive graffiti (hate-speech, offensive and gang-affiliated graffiti) will continue to be prioritized and addressed within 24 hours. The Proactive Zones are the priority for the GPC contract. Other types of graffiti located in the Reactive Zones may have to wait longer to be abated. Second, there has been an increase in both the number of Anti-Litter Program volunteers and San Jose Clean App users who report graffiti. Through the outreach efforts of the overstrength Community Coordinator, the program was able to more aggressively recruit service group, neighborhood and business association volunteers to address litter. There has continued to be an increase in San Jose Clean App users with the public submitting 60 percent of the graffiti work order requests. Third, since , there has continued to be an increase in graffiti located on residential property. While the homeowner is responsible for removing this graffiti, the program provides assistance in removing any offensive graffiti, when practical. However, homeowners may be challenged by the cost to remove this graffiti and the damage that is caused. While both programs have made great strides over the past fiscal year to address graffiti and litter throughout the City, there is still an opportunity for the program to operate more efficiently. First, in order to address new square footage that is built by the City (trails, parks, pedestrian bridges, libraries, and community centers), it is prudent to prepare for additional graffiti intervention. Second, the program has continued to increase its outreach efforts to encourage residents to use the San Jose Clean App to report graffiti in an effort to reduce the occurrence of additional graffiti. Anti-Graffiti Program Updates As requested in the audit, this memo includes detailed reporting on the Anti-Graffiti Program's actual expenditures and remaining budget, geographic changes in service delivery, the number of active volunteers, events held, amount of paint distributed, response times for graffiti removed, and major inter-jurisdictional challenges and efforts.

4 March 2, 2016 Page Anti-Graffiti Program Annual Budget and Expenditures The budget for the City of San Jose's Graffiti Program was $1.3 million, of which $864,150 is for eradication services with the graffiti eradication vendor GPC and the remaining budget is for staff, materials and supplies. In , the cost to eradicate graffiti was $0.40 per square foot. The current rate for to eradicate graffiti is $0.42 per square foot. PRNS had an initial contract with GPC for five years in the amount of $4,166,300 for the term of June 27, 2011 through June 26, In May 2015, the City Council approved an amendment to the current agreement with options until June 26, Contract expenditures June 2011-June 2016 Fiscal Year Annual GPC Cost Contract Balance $4,166, $800,000 $3,366, $815,000 $2,551, $823,000 $1,728, $864,150 $864, $864,150 $0 In , PRNS continued to manage the eradication of graffiti throughout San Jose. There are two primary strategies that are used to address graffiti within the City. These strategies include eradicating graffiti in specified zones: Proactive Zones: There are five areas that are considered Proactive Zones. They are in Council Districts 3, 5 & 7 which are specifically managed by PRNS and assigned entirely to GPC. (Attachment A) Reactive Zones: The remainder of San Jose is coordinated by PRNS staff and assigned to GPC for graffiti eradication or any other viable eradication resource. (Attachment A). In , the City began the process of transitioning the entire City to a Proactive Zone, which will allow the program to proactively seek out and eradicate graffiti throughout the City, in addition to responding to public work order requests. PRNS eradicates graffiti throughout the City with the goal of removing urgent/offensive graffiti (hate-speech, offensive and gang-affiliated graffiti) within 24 hours, and all other graffiti within the program's purview within 72 hours. The table below illustrates the amount of graffiti removed for throughout the City. Moreover, the City continued to refer requests for graffiti removal to several major property owners including: CalTrans (California Department of Transportation), CalTrain, Pacific Gas and Electric, Santa Clara County Department of Transportation, Valley Transportation Authority, San Jose Water Company and Union Pacific Railroad.

5 March 2,2016 Page 5 As illustrated in the table below, the amount of graffiti eradicated increased each year since Currently, the City is on track to remove as much graffiti in as was removed in As noted below from July December 2015, the program eradicated 7,169,171 square feet of graffiti, averaging 2,000,000 square feet per year. Emerging Trends Square Footage of Graffiti Removed by Fiscal Year Graffiti Vendor GPC (first 6 months) 1,043, ,098, ,088, ,939,426 Over the past two years the Anti-Graffiti Program has continued to witness similar graffiti trends as experienced by other large urban cities. These trends include: larger tags, which lead to more square footage of graffiti that needs to be abated; graffiti returning within a matter of days upon abatement; an increase of graffiti on residential property; the appearance of graffiti in areas that previously had no or little graffiti; an increase in graffiti on freeway signage, overpasses and railings; more prolific tagging occurring in all areas of the City; graffiti located above the vendors designated reach area; and continued presence of graffiti slap tags (stickers, that are placed on signs) throughout the City. To combat these trends, the program has continued its outreach strategy with the goals of: increasing the current volunteer corps; encouraging residents to download the San Jose Clean App to report graffiti; reporting graffiti on partner organizations property within one business day; working closely with the Department of Transportation to address graffiti on pedestrian bridges and on street median areas; contracting with San Jose Conservation Corps to assist with graffiti abatement; educating the public on the impact of graffiti to the livability of the community; working closer with major property owners to abate graffiti within the City; and addressing graffiti on private property. Community Reporting of Graffiti The City experienced an increase in graffiti removal due to the success of the San Jose Clean App in This technology continued to make it easier for residents to quickly and accurately report graffiti throughout the City. PRNS has found that the ease in graffiti reporting has led to: 1) an increase in overall reporting of graffiti on City and non-city property each year; 2) an increased community expectation to remove graffiti immediately, even when the City has no jurisdiction; and 3) a concern that the continued growth in popularity with the app will cause PRNS to further lengthen the response time it takes to remove non-urgent graffiti throughout the City. With the continued increase in San Jose Clean App users, the Anti-Graffiti Program is not able to respond to all work orders received within 48 hours;, this was a previous performance measure and was adjusted to 72 hours, beginning in , to allow the additional time needed to respond to the increase in community reported work orders.

6 March 2,2016 Page 6 The City currently has more than 23,000 San Jose Clean App users who report graffiti via their mobile devices. In addition to the San Jose Clean App, residents can also quickly and accurately report graffiti via the Call Center ( ), antigraffiti@,sanioseca.gov), and the program website. From the data, it is evident that this technology greatly enhances the ability of residents to actively participate in the abatement of graffiti in San Jose. As shown in the table below, the San Jose Clean App continues to be a very popular tool for 84% of the volume of service requests reported to the Anti-Graffiti Program through the San Jose Clean App by the public. During , calls to the Call Center and ed work order requests increased due to outreach efforts in targeted neighborhoods with historically low volume of residents reporting graffiti. These communities have now been encouraged to call in or to report graffiti work order requests, which has led to the increased volume in reporting. Community Reporting Methods San Jose Clean App Reports Walkin Call Center Phone Calls to Office Total Total ( ) 30,264 2, , ,966 Total ( ) 20,389 1, , ,003 Total ( ) 15,224 2, , ,596 Graffiti Audit Highlights The 2013 audit provided many recommendations for program efficiencies. Attachment B is the City Auditor's Semi-Annual Recommendation Follow-Up Report as of June 2015 for graffiti abatement. This attachment reflects the remaining six audit recommendations that still need to be fully implemented. PRNS has continued to make progress on implementing the Anti-Graffiti Program recommendations since June While PRNS is working diligently to implement the remaining audit recommendations, additional staffing or technology resources may be necessary. The following sections have been added as a recommendation from the Anti-Graffiti Program Audit to ensure additional transparency in key program areas. Geographic Changes in Graffiti Abatement Service Delivery There have been no additional geographic service delivery changes for Attachment A illustrates the current proactive and reactive graffiti abatement zones managed by PRNS. Please note that beginning in , the Anti-Graffiti Program has begun to transition the entire City to a Proactive Zone in an effort to better address graffiti located within all areas of the City.

7 March 2,2016 Page 7 Number of Active Volunteers, Gallons of Paint Distributed, Events Held The chart below lists the number of registered and active volunteers for Registered volunteers are volunteers who are registered with the City's Anti-Graffiti and Anti-Litter Programs and regularly report volunteer hours. The Anti-Graffiti and Anti-Litter programs attracts three categories of volunteers: service group volunteers who are individuals who participate in graffiti eradication events as part of a group through a school event, college/university, neighborhood and business associations, fraternities, service organization, church or other organized community effort; individual volunteers interested in keeping a particular street or neighborhood clean; and residents who report graffiti via the San Jose Clean App. Through community engagement and volunteer recruitment, we have found that there are fewer individuals interested in volunteering for the Anti- Graffiti Program versus the Anti-Litter Program. Registered Anti-Graffiti & Anti-Litter Program Volunteers San Jose Clean Service Group Total Individual App User TOTAL Fiscal Year Volunteers Volunteers Volunteers Volunteers , * 23,658 28, , ,000 14, N/A 8,000 8,062 *65 volunteers focus the majority of their time abating graffiti but will also support litter removal efforts. Community Engagement Events Held in In , information was provided about the Anti-Litter and the Anti-Graffiti Programs at 46 resource fairs and in 54 presentations to groups, neighborhood and business associations. Below is a sampling of the fairs and presentations that were provided. National Night Out, August 2014 (six sites) Plata Del Royo Neighborhood Association, August 2014 Hammond Park Neighborhood Association, September th Annual Teen Volunteer Fair, September 2014 Council District 2, Village Festival, September 2014 Council District 8, Day in the Park, October 2014 Community Health Fair, October 2014 Public Safety Fair, October 2014 Valley Palms Community Meeting, November 2014 Center for Training and Careers Presentation, November 2014 Luna Neighborhood Association, December 2014 District 3, Community Leadership Council Presentation, January 2015 Mayfair Neighborhood Association, January 2015 Blackford Neighborhood Association, February 2015 Lynhaven Neighborhood Association, February 2015 Burbank Community Association, February 2015

8 March 2, 2016 Page 8 Lyndale Neighborhood Association, February 2015 Capitol Goss Neighborhood Association, March 2015 Spring Fest Resource F air, April 2015 Kiwanis Club Presentation, April 2015 Roosevelt Park Neighborhood Association, May 2015 Foxdale Apartments Safety Meeting Presentation, May 2015 North Willow Glen Neighborhood Association, June 2015 Response Times for Graffiti Eradication within the Zones During , the Anti-Graffiti Program refined the programs' Performance Measures to address the increase in San Jose Clean App users who report graffiti. The new measures are based on a 72-hour response time for addressing non-urgent graffiti, but maintains response times for urgent (hate-speech, offensive and gang-affiliated graffiti) graffiti within 24 hours (for graffiti reported during the weekdays). Graffiti located on private property (residential and business) or other non-city property continues to take longer to coordinate and eliminate even when courtesy abatements are offered. Often times, Anti-Graffiti Program staff must refer a graffiti complaint on private property to the Planning, Building and Code Enforcement Department to be resolved. For example, the program received 1,379 complaints of graffiti on private property (this does not include complaints for graffiti located on CalTRANS, CalTrain, Union Pacific, Santa Clara County or Valley Transportation Authority Property), which led to 1,230 site visits in order to close these complaints. Overall there was a slight increase in the amount of square footage for graffiti eradication, from 2,088,466 in to 2,098,196 in The total number of work orders, including proactive and reactive work order requests, received in was 50,265. The program continues to manage to budget, while addressing an increase in more prolific graffiti, larger tags, and slap tags. In , there was an increased need to respond to work order requests in the Reactive Zones when compared to Zone 4, a Proactive Zone, also experienced an increase in graffiti, which led to more work order requests. The program has been working closer with neighborhood associations and businesses in an effort to research the cause of and combat these increases in graffiti. Due to the priority of the work order requests and the programs' specified time frame, the requests for services in the Proactive Zones has required that graffiti abatement resources be diverted to this area, away from the Reactive Zones. While work order requests in the Proactive Zones have continued to stabilize, the trends suggest that graffiti located in the Reactive Zones will continue to increase.

9 March 2,2016 Page 9 Response Times - Response Metrics from 7/1/14-6/30/15* Work Orders Completed % Zone 1 Zone 2 Zone 3 Zone 4 Zone 5 Reactive TOTAL Within 24 hours 63.2% 3,392 1,468 2,577 9, ,194 31, days 24.6% ,429 3, ,433 12, days 6.4% , ,639 3, days 5.8% ,622 2,886 TOTAL 100% 3,712 1,666 4,667 15,041 1,291 23,888 50,265 Response Times - Response Metrics from 7/1/13-6/30/14 Work Orders Completed % Zone 1 Zone 2 Zone 3 Zone 4 Zone 5 Reactive TOTAL Within 24 hours 63.3% 3,466 1,458 2,319 7,170 1,097 12,916 28, days 22.1% ,358 3, ,038 9, days 8.0% , ,652 3, days 6.6% , ,452 2,959 TOTAL 100% 3,676 1,626 4,662 12,388 1,473 21,058 44,883 Variance N/A ,653 (182) 2,830 5,382 *In the Program introduced new Performance Measures to address non-urgent graffiti within 72 hours. Major Multi-Jurisdictional Challenges and Efforts PRNS continues to meet with key stakeholders (Caltrans, Caltrain, Union Pacific, San Jose Water, Pacific Gas and Electric Company, Valley Transportation Authority and Santa Clara County) to collaboratively address and develop strategies to combat graffiti located within the City, on non- City property. Our partner organizations have continued to address graffiti that is reported to them from the City's Anti-Graffiti Program. The one challenge that will continue is that our partner organizations own significant areas of very visible public and private property within San Jose making their properties susceptible to large volumes of tagging. The City meets on a regular basis with these key stakeholders to address graffiti. In January 2016, the Anti-Graffiti Program partnered with the California Department of Transportation (Caltrans), California Highway Patrol, Graffiti Protective Coatings and the City's Department of Transportation to abate graffiti on the McKee Road overpass and 13 th Street/Old Oakland Road Trestle located on Highway 101. Through leveraging our resources we were able to address this unsightly graffiti. Additionally, to address long-term and recurring graffiti, PRNS continues to meet with major stakeholders with the goal of moving towards mutual agreements on abatement timing. Over the past two years the Anti- Graffiti Program has developed stronger relationships with key partners in an effort to address graffiti including the development of strategies to prevent the recurrence of graffiti. Anti-Litter Program Updates The Anti-Litter Program continued to make progress in working with service groups, schools and community associations to educate neighborhoods about the impact of litter and to coordinate

10 March 2, 2016 Page 10 litter cleanup events throughout the City. Additionally, the Anti-Litter Program worked closely with the Environmental Services Department and City Council offices to coordinate litter cleanup efforts and activities by leveraging resources to have the most impact. In an effort to continue maximizing its impact, the Anti-Litter Program staff has and will continue to focus on outreach and community engagement to increase volunteerism and further educate the community on the impact of litter during Currently, the program is preparing to launch the new "Adopt an Area" Program in spring 2016 in an effort to attract more neighborhood volunteers; and is coordinating the Great American Litter Pick Up Event, which will occur in April 2016, and is launching new outreach strategies to further educate and attract volunteers to continue to keep San Jose beautiful. The program continues to work in collaboration with the Environmental Services Department to address litter and trash within the City, participate in citywide and community initiatives, and coordinate activities and events. The Anti-Litter Program focuses on educating the community about the impact of litter, coordinating individual and service group volunteers, coordinating neighborhood cleanups with neighborhood associations and council offices, working with volunteers groups to address litter, in addition to coordinating three large litter events each year including the Great American Litter Pick Up. Over the past year, the Anti-Litter Program has seen a significant increase in litter collected through volunteer and partnership efforts. While we have seen an increase in individual volunteers, the program has had more success with recruiting volunteers to participate in group events. Anti-Litter Program Data Total Number of Volunteers (Individuals) 138* 72 Partner Organizations 2 3 Total Litter Bags Collected 9,618 4,075 Total Number of Volunteer Hours 17,326 13,235 Square Footage of Graffiti Eradicated by Volunteers 23,160 **598 * 73 Volunteers focus the majority of their time on litter but also will abate some graffiti. ** Volunteers were not asked to track graffiti abatement until In , there were three large environmental organizations that the program coordinated with: Friends of Coyote Creek, Friends of Los Gatos Creek, and Restore Coyote Creek to address litter and trash located within our creeks and along the trails. Two of these organizations continue to coordinate cleanup efforts with our program. These organizations provide a significant resource to the program to address litter. Partner Organizations Volunteer Hours Number of Volunteers Litter Bags Collected Graffiti Eradicated Santa Clara County Probation Department (mandated volunteers) N/A N/A ,329 Friends of Los Gatos Creek 1, ,198 N/A Restore Coyote Creek 3,725 1,157 2,379 N/A

11 March 2,2016 Page 11 Currently the program does not respond to complaints of litter as there are no dedicated staffing resources for this task. To address litter complaints, staff works with neighborhood associations and/or utilizes other resources, when feasible. At this time, the program has two options that are available to address litter complaints received from the public. First, the program has a contract with the Santa Clara County Probation Department that provides up to six youth participants to pick up litter in assigned areas, who need to complete court mandated hours each Saturday. Second, the program has a contract with the San Jose Conservation Corps to address both litter and graffiti one day per week (this vendor began providing services in ). These two partners allow the program to address limited litter complaints that are reported to the program. Over the past year the program has seen an increase in the amount of litter within neighborhoods, expressways and other major thoroughfares. Some of this increase can be attributed to the rise in homeless encampments, a rise in illegal dumping that is often accompanied by trash dumping, and an increase of litter along freeway entrances and exits. Our office also receives complaints regarding litter and trash on the freeways that we forward to the appropriate State agency. Since the Anti-Litter Program transitioned under the Mayor's Gang Prevention Task Force, the Department has been able to tap into key resources that allowed for additional community engagement; outreach in communities impacted by litter; the ability to leverage key MGPTF partners; and additional staff support to assist with coordinating volunteer groups and large-scale community events. Past Major Events Coastal Clean Up Day - September 19, 2014: hosted a site at Woz Way along the Guadalupe River. There were 115 volunteers, who collected 136 bags of litter along a 1.2 mile stretch of the river. Great American Litter Pick Up San Jose - April 25, 2015: had 1340 volunteers that removed 2,089 bags of trash and litter from City streets, parks, and neighborhoods. National River Clean Up - May 16,2015: hosted a site at Woz Way along the Guadalupe River. There were 30 volunteers, who collected 1,500 pounds of litter, clearing 1.2 miles along the river. Upcoming Events Great American Litter Pick Up Day, Saturday, April 23, 2016 National River Clean Up Day, Saturday, May 21, 2016 Summer Litter Educational Events, June - August 2016 PRNS Volunteer Recognition Event, August 2016 Coastal Clean Up Day, September 17, 2016 The Anti-Litter Program continues to work to increase awareness and volunteerism with the goal of reducing litter in City designated litter hot spots. The program's outreach strategy seeks to educate residents on the impact of litter to our neighborhoods and creeks, and engage communities in the City's overall goal to significantly reduce litter and blight.

12 March 2,2016 Page 12 CONCLUSION In conclusion, the Anti-Graffiti program and Anti-Litter Programs continue to provide services to reduce blight and maintain San Jose's livability. The Anti-Graffiti Program continues to eradicate over 2,000,000 square feet of graffiti each year. While the program makes great strides in abating graffiti and will continue to look for efficiences, there is still the potential to make an even greater impact within the City with additional funding. The Anti-Litter Program continues to attract volunteers to assist in addressing litter which impacts our streets, neighborhoods and waterways. Moreover, the program continues to host the annual Great American Litter Pick Up which serves a catalyst to get residents more involved in addressing and preventing litter in their community and neighborhoods. COORDINATION This report was coordinated with the City Attorney's Office, City Manager's Budget Office, Environmental Services Department, and Planning, Building and Code Enforcement Department. Is/ ANGEL RIOS, JR. Director of Parks, Recreation and Neighborhood Services For questions, please contact Suzanne Wolf, Deputy Director, at (408) Attachment A: Attachment B: City of San Jose Council Districts and Zones 1-5 Graffiti Abatement Semi-Annual Audit Recommendation Foliow-Up Report as of June 2015

13 ATTACHMENT A City of San Jose Council Districts and Zones 1-5 District 4 District 5 District 1 District 6 district District 8 District 9 Districts AJi District 10 Map Key Proactive Zones - 1, 2, 3, 4 & 5 Reactive Zones - all other areas

14 ATTACHMENT B Graffiti Abatement Semi-Annual Audit Recommendation Foliow-Up Report as of June 2015 GRAFFITI ABATEMENT: IMPLEMENTING A COORDINATED APPROACH(lssued 6/13/13) The objective of our audit was to review the changes in the City's program after outsourcing, the impacts of outsourcing, the overall effectiveness of the program, contractor performance, and concerns about the methodology used in the citywide graffiti survey. Of the 20 recommendations in the report, 14 were previously implemented, and 6 are partly implemented. #6: To better involve property owners and parties responsible for non-city properties, we recommend PRNS develop: a) Door-hangers, fliers, or other notices in multiple languages to inform property owners of their responsibilities, and of City services; and b) A permission gathering process or proposal to amend the Municipal Code to allow for implied consent to remove graffiti on non-city owned property. PRNS Partly Auditor's update as of December 2013: PRNS has begun developing implemented fliers in multiple languages, and plans to work with the Department of Planning, Building & Code Enforcement on Municipal Code changes. Target date: FY Auditor's update as of June 2014: PRNS provides property owners with brochures in English and Spanish that informs property owners of their responsibilities and City services. PRNS also provides property owners with a courtesy letter that informs properly owners that the City has received complaints alleging the presence of graffiti on their property and a description of the San Jose Municipal Code Section Target date: TBD. Auditor's update as of December 2014: PRNS provides property owners with brochures in English. Spanish, and Vietnamese. The

15 Audit Report and Recommendation Department Current Status Comments brochures inform property owners of their responsibilities and City services. PRNS also provides property owners with a courtesy letter that informs property owners that the City has received complaints alleging the presence of graffiti on their property. The letter contains a description of the San Jose Municipal Code Section The department plans to work with the City Attorney's Office on an "implied consent" arrangement to facilitate the removal of graffiti on private property. Target date: Auditor's update as of June 2015: PRNS reports that it has plans to work with the City Attorney's Office and Code Enforcement to discuss an "implied consent" arrangement to facilitate the removal of graffiti on private property. Target date: #8: To improve PRNS' ability to hold property owners and responsible parties accountable, we recommend PRNS: a) Work with the contractor to standardize addresses and link them to the City's property ownership data; b) Establish limits-on the number of courtesy abatements within a specific time frame to be performed on non-city property; c) Track the number of abatements on properties; and d) Refer to Code Enforcement and seek reimbursement after limit is reached. PRNS Partly Auditor's update as of December 2013: After talking with the contractor, Implemented PRNS reports that additional modifications to the smartphone app will have a budgetary impact and may increase costs. The current contractorprovided work order management system provides data that may allow for staff to track number of visits. Technological improvements are necessary to link work orders to property owner information. PRNS reports that it will meet with Code Enforcement to discuss strategies to seek reimbursement and establish limits on the number of courtesy abatements on non-city owned property. Target date:tbd. Auditor's update as of June 2014: PRNS met with Code Enforcement (see Recommendation #9). Target date: TBD. Auditor's update as of December 2014: Currently, standardized addresses and information about property ownership is not available through the contractor's smartphone app. PRNS is developing internal guidelines that will outline the number of courtesy abatements within a yet-to-be-determined timeline. PRNS reports that it will meet with the City Attorney's Office about seeking reimbursement after established limits on courtesy abatements on non-city owned properties. Target date: TBD. Auditor's update as of June 2015: PRNS has adopted a practice to provide three courtesy abatements per calendar year to private property owners. The Department reports that it plans to meet with the City Attorney's Office about seeking reimbursement after the established limit on courtesy abatements on non-city owned properties has been reached. The Anti-Graffiti Program refers complaints about graffiti on private property to Code Enforcement after the number of courtesy abatements has been reached or if the graffiti is located above 10 feet or otherwise inaccessible for removal. Target date:

16 Audit Report and Recommendation Department Current Status Comments #10: To better hold non-city property owners and responsible parties PRNS accountable and help preserve limited graffiti removal resources, we recommend PRNS: a) Identify other jurisdictions, agencies, districts, and contractors who are responsible for graffiti removal within City boundaries; b) Formalize acceptable timelines with parties through Memoranda of Understanding; c) As technology allows, refer work orders for these types of properties directly to the responsible parties; and d) Establish a process such that when timelines have expired, it can remove the graffiti and seek reimbursement. Partly Implemented Auditor's update as of December 2013: PRNS will pursue MOUs with partner agencies. The department has discussed possible solutions with Santa Clara County and the State of California, and is in periodic contact with Caltrans and Union Pacific. PRNS forwards graffiti removal service requests for non-city owned property via , phone and agency specific websites, when it receives them. PRNS continues to discuss the best methods to remove stagnant graffiti with partner organizations and continues to discuss the best ways to seek reimbursement. Target date: TBD. Auditor's update as of June 2014: PRNS developed a list of key non- City property owners. The Department coordinates graffiti removal with these property owners when feasible. PRNS continues to add businesses to this list as they are identified. PRNS continues to work with key property owners to establish MOU's and/or acceptable timeframes to remove graffiti. The Department has been able to establish graffiti removal timeframes with Santa Clara County that are closely aligned with those of the City. The current app used by the City does not allow for reporting to other agencies or jurisdictions. Staff forward service requests for non-city property to those agencies via or telephone call. Target date: TBD. Auditor's update as of December 2014: No change. Target date: Auditor's update as of June 2015: PRNS continually works with key partners to establish MOUs related to graffiti removal timelines. If feasible, the department anticipates that these MOUs will address a process for the City to remove graffiti and seek reimbursement after agreed-upon timelines have passed. Additionally, the Department has scheduled a meeting with key stakeholders to address graffiti located within the City on non-city property. Target date: #11: To address graffiti on freeways, railways, and expressways, PRNS Partly the City should continue building relationships by: Implemented a) Continue meeting periodically with large property owners (e.g. Caltrans) who also have a graffiti problem, to address joint areas of concern; and b) Explore possible Memoranda of Understanding between parties. Auditor's update as of December 2013: PRNS continues to meet periodically with partner organizations that own property within City boundaries to develop the most feasible methods to address one-time and ongoing Graffiti, PRNS has scheduled a meeting with CaiTrans for Spring 2014 to address graffiti located on freeway overpasses. PRNS reports that it will continue to pursue Memoranda of Understanding with partner agencies. Target date: TBD. Auditor's update as of June 2014: PRNS meets quarterly with large property owners to address graffiti and plan dates for future graffiti removal. The City continues to coordinate graffiti removal efforts. The graffiti contractor currently has a contract with CaiTrans to abate graffiti in San Jose. PRNS reports that it will continue to pursue Memoranda of Understanding

17 Audit Report and Recommendation Department Current Status Comments with partner agencies. Target date: TBD. Auditor's update as of December 2014: PRNS continues to have periodic meetings with CalTrans. The department is in the process of developing Memoranda of Understanding with the Downtown Association, CalTrans, and Santa Clara County. The department will continue to identify new parties for additional MOUs. Target date: TBD. Auditor's update as of June 2015: PRNS is in preliminary discussions with Downtown Groundwerx and Santa Clara County to establish MOUs. Department staff will be discussing the development of MOUs with additional key property owners during the scheduled key stakeholder meeting. The Department will continue to meet with other large property owners as it moves forward with establishing MOUs. Target date: 6-16, #15: We recommend that PRNS work to streamline service requests so that they are entered directly into the work order system (and thus bypass PRNS staff) by: a) Promoting the smartphone app and the contractor's hotline as the primary ways to report graffiti for all of San Jose, including City Councilmembers; b) implement the contractor's online reporting form; and c) Allowing the contractor to reassume entering hotline calls directly into the work order system. PRNS Partly Auditor's update as of December 2013: PRNS promotes the Implemented smartphone app and contractor's hotline as the main avenues to report graffiti at resource fairs, presentations, and on flyers and other program materials. By June 2014, PRNS plans to meet with the contractor to discuss the best way to implement the online reporting form. PRNS has discussed with the contractor, plans to transition the hotline-initiated work orders from City staff to the contractor. Implementation of the online reporting form and having the contractor reassume entering hotline-initiated work orders, will depend on costs. Target date: TBD. Auditor's update as of June 2014: PRNS continues to promote the smartphone app and the contractor's hotline as the primary ways to report graffiti in flyers and other outreach material that is printed. PRNS reports It is working to link the contractor's online reporting form from PRNS' Anti-Graffiti webpage. Target date: TBD. Auditor's update as of December 2014: PRNS promotes the contractor's smartphone app and hotline. The department's Anti-Graffiti webpage now features an online reporting form. The department continues to enter hotline calls into the contractor's work order system. Target date: TBD. Auditor's update as of June 2015: No change. Target date: TBD.

18 Audit Report and Recommendation Department Current Status Comments #19: PRNS should work to improve the Anti-Graffiti Program's visibility and accessibility through: a) Brochures: Develop brochures like previous door-hanger that outline muni code, city policies and services. b) Language accessibility: Develop materials in multiple languages, ensure residents can report graffiti in multiple languages. c) Physical accessibility; Place volunteer materials at more central locations. Consider partnering with retail stores so volunteers can pick up materials (and also get paintmatching services). d) Unifying contact info: Publicize the hotline number on all materials. e) Website improvement: Clearly define City services and improve access to graffiti reporting, including an online reporting form, a QR code on the smartphone app, and contact information for referrals to other agencies. PRNS Partly Auditor's update as of December 2013: PRNS has included the graffiti Implemented hotline, smartphone app and other contact information on all graffiti materials that it currently distributes. The department has also begun translating current program flyers and information into Spanish and Vietnamese. PRNS reports that it is pursuing an RFP to secure a contractor that can develop brochures and other communication materials. As part of this, the department will consider the use of a door hanger to communicate the Municipal Code, and other City policies. PRNS is reviewing the current website to determine what areas will need to be modified for easier accessibility. Target date: TBD. Auditor's update as of June 2014: PRNS has updated its program materials and is working to translate them into multipleianguages. PRNS has identified the Hank Lopez Community Center as future a location to distribute volunteer materials and hold volunteer orientations. According to PRNS, the Program will be partnering with additional sites in the Fall to ensure that volunteer materials are more accessible. PRNS updated the Anti-Graffiti website that includes the graffiti hotline, smart phone app, volunteer opportunities, City services and the contact information to report graffiti located on non-city property. The department is working on implementing an online reporting form from its website. Target date: Auditor's update as of December 2014: PRNS has produced program brochures and courtesy letters in English, Spanish, and Vietnamese. The department has also included its Program hotline number on all materials. The Anti-Graffiti website now contains an online reporting form, and contacts of other agencies. The department is still working on identifying suitable sites and determining required safety measures for improving its physical accessibility to the public. Target date: Auditor's update as of June 2015: PRNS is moving forward with placing program information at City-owned facilities such as libraries, community centers and City Half to increase program awareness. Staff has not identified many private businesses willing to have program materials at their locations for public access. Staff posts program information if allowed at businesses that have community boards, such as coffee houses, independently owned delis and stores, but they typically remain posted for a short duration of time. The Department will continue to explore placing volunteer pick up itemsat off-site locations. However, there are additional safety measures that will need to be implemented when housing anti-graffiti supplies at other locations. These safety measures will incur costs for the program. Additionally, PRNS is ' scheduled to meet with the Public Works Department to address accessibility for volunteers at the current Anti-

19 Audit Report and Recommendation Department Current Status Comments Graffiti Program office located at the Central Service Yard. The modifications will enhance accessibility for volunteers. Target date: