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Agenda Packet 2010-03-23City Con e1*1 Tony Ferrara, Mayor /Chair Jim Guthrie, Mayor Pro Tem/Vice Chair Joe Costello, Council /Board Member Ed Arnold, Council /Board Member Chuck Fellows, Council /Board Member Steven Adams, City Manager Timothy J. Carmel , City Attorney Kelly Wetmore, City Clerk AGENDA SUMMARY CITY COUNCILIREDEVELOPMENT AGENCY MEETING TUESDAY, MARCH 23, 2010 7:00 P.M. Arroyo Grande City Council Chambers 215 East Branch Street, Arroyo Grande 1. CALL TO ORDER 2. ROLL CALL 3. FLAG SALUTE 4. INVOCATION 7:00 P.M. COUNCIL /RDA CUB SCOUT PACK 13 DEN 8 PASTOR DAVID BURGESON FIRST UNITED METHODIST CHURCH 5. SPECIAL PRESENTATIONS 5.a. Honorary Proclamation Declaring April 2010 as "Month of the Child" and "Child Abuse Prevention Month" 5.b. Presentation of Friday Night Live Program by Arroyo Grande High School Students (San Luis Obispo County Drug & Alcohol Services) 6. 6a. Move that all ordinances presented for introduction or adoption be read in title only and all further readings be waived. AGENDA SUMMARY— MARCH 23, 2010 PAGE 2 7. COMMUNITY COMMENTS AND SUGGESTIONS This public comment period is an invitation to members of the community to present issues, thoughts, or suggestions on matters not scheduled on this agenda. Comments should be limited to those matters that are within the jurisdiction of the City Council. The Brown Act restricts the Council from taking formal action on matters not published on the agenda. In response to your comments, the Mayor or presiding Council Member may: ♦ Direct City staff to assist or coordinate with you. ♦ A Council Member may state a desire to meet with you. ♦ It may be the desire of the Council to place your issue or matter on a future Council agenda. Please adhere to the following procedures when addressing the Council: ♦ Comments should be limited to 3 minutes or less. ♦ Your comments should be directed to the Council as a whole and not directed to individual Council members. ♦ Slanderous, profane or personal remarks against any Council Member or member of the audience shall not be permitted. 8. CONSENT AGENDA: The following routine items listed below are scheduled for consideration as a group. The recommendations for each item are noted. Any member of the public who wishes to comment on any Consent Agenda item may do so at this time. Any Council Member may request that any item be withdrawn from the Consent Agenda to permit discussion or change the recommended course of action. The City Council may approve the remainder of the Consent Agenda on one motion. 8.a. Cash Disbursement Ratification (KRAETSCH) Recommended Action: Ratify the listing of cash disbursements for the period March 1, 2010 through March 15, 2010. 8.b. Consideration of Statement of Investment Deposits (KRAETSCH) Recommended Action: Receive and file the report of current investment deposits as of February 28, 2010. 8.c. Consideration of Approval of Minutes (WETMORE) Recommended Action: Approve the minutes of the Regular City Council /Redevelopment Agency Meetings of February 23, 2010 and March 9, 2010 as submitted. 8.d. Consideration to Declare Suralus Proaerty /Police Vehicle and Authorize Vehicle Trade and Acquisition (ANNIBALI) Recommended Action: 1) Adopt a Resolution declaring an existing 2005 Ford F150 pick -up truck as surplus; 2) Approve atrade -in of the pick -up truck for a Chevrolet Impala at Christianson Chevrolet; 3) Approve acceptance of a 1995 Hummer from a Federal Surplus program; and 4) Appropriate up to $10,000 from revenues received from the sale of surplus vehicles to paint and equip the Hummer. AGENDA SUMMARY— MARCH 23, 2010 PAGE 3 8. CONSENT AGENDA (cont'd) 8.e. Consideration to Reject Construction Bids and Solicit New Construction Bids for the West Branch Street Resurfacing Project, PW 2008 -08 (McCLISH) Recommended Action: 1) Reject all construction bids received on March 2, 2010 for the West Branch Street Resurfacing Project; and 2) Direct staff to solicit new construction bids for the West Branch Street Resurfacing Project for an April 13, 2010 bid opening. 8.f. Consideration of Acceptance of the Porter Field Backstop Replacement Project, PW 2010 -04 (PERRIN) Recommended Action: 1) Accept the project improvements as constructed by Town & Country Fencing in accordance with the plans and specifications for the Porter Field Backstop Replacement Project; 2) Direct staff to file a Notice of Completion; and 3) Authorize release of the retention, thirty -five (35) days after the Notice of Completion has been recorded, if no liens have been filed. 8.g. Consideration of Adoption of an Ordinance Approving Development Agreement 09 -002 and Amending the Lease Agreement with the 5 Cities Community Service Foundation (McCLISH) Recommended Action: 1) Adopt an Ordinance approving Development Agreement 09 -002; and 2) Approve the First Amendment to the Lease Agreement with the 5 Cities Community Service Foundation. 9. PUBLIC HEARINGS: None. 10. CONTINUED BUSINESS: 10.a. Presentation by the San Luis Obisao Council of Governments (SLOCOG) on the 2010 Regional Transportation Plan (RTP) Update (McCLISH) Recommended Action: Receive and file a presentation from representatives of SLOCOG on the 2010 Regional Transportation Plan update and provide direction to staff regarding City comments on the plan. 11. NEW BUSINESS 11.a. Consideration of Fiscal Year 2009 -10 Mid -Year Budget Report (KRAETSCH) [COUNCIL/RDA] Recommended Action: 1) Approve detailed budget adjustments listed in the Mid -Year budget report; 2) Approve Schedule A; 3) Approve (Deny) requests for additional appropriations in the General Fund; and 3) Approve staff's recommended strategies to address the projected FY 2010 -11 budget shortfall. AGENDA SUMMARY— MARCH 23, 2010 PAGE 4 12. CITY COUNCIL REPORTS This item gives the Mayor and Council Members the opportunity to present reports to the other members regarding committees, commissions, boards, or special projects on which they may be participating. (a) MAYOR TONY FERRARA: (1) San Luis Obispo Council of Governments /San Luis Obispo Regional Transit Authority (SLOCOG /SLORTA) (2) South San Luis Obispo County Sanitation District (SSLOCSD) (3) Brisco /Halcyon /Hwy 101 Interchange Project Subcommittee (4) Other (b) MAYOR PRO TEM JIM GUTHRIE: (1) South County Area Transit (SCAT) (2) Community Action Partnership (3) California Joint Powers Insurance Authority (CJPIA) (4) Homeless Services Coordinating Council (HSOC) (5) Economic Vitality Corporation (EVC) (6) Tourism Committee (7) Other (c) COUNCIL MEMBER JOE COSTELLO: (1) Zone 3 Water Advisory Board (2) Air Pollution Control District (APCD) (3) Fire Oversight Committee (4) Other (d) COUNCIL MEMBER ED ARNOLD: (1) Other (e) COUNCIL MEMBER FELLOWS: (1) Integrated Waste Management Authority Board (IWMA) (3) County Water Resources Advisory Committee (WRAC) (4) Other 13. CITY COUNCIL MEMBER ITEMS: The following item(s) are placed on the agenda by a Council Member who would like to receive feedback, direct staff to prepare information, and /or request a formal agenda report be prepared and the item placed on a future agenda. No formal action can be taken. a) Request to consider cancelling second meeting in July instead of the first meeting in July (FELLOWS) AGENDA SUMMARY— MARCH 23, 2010 PAGE 5 14. CITY MANAGER ITEMS The following item(s) are placed on the agenda by the City Manager in order to receive feedback and /or request direction from the Council. No formal action can be taken. None. 15. COUNCIL COMMUNICATIONS: Correspondence /Comments as presented by the City Council. 16. STAFF COMMUNICATIONS: Correspondence /Comments as presented by the City Manager. 17. COMMUNITY COMMENTS AND SUGGESTIONS: This public comment period is an invitation to members of the community to present issues, thoughts, or suggestions. Comments should be limited to those matters that are within the jurisdiction of the City Council. The Brown Act restricts the Council from taking formal action on matters not published on the agenda. 18. ADJOURNMENT * * * * * * * * * * * * * * * * * * * * * * * ** All staff reports or other written documentation, including any supplemental material distributed to a majority of the City Council within 72 hours of a regular meeting, relating to each item of business on the agenda are available for public inspection during regular business hours in the City Clerk's office, 214 E. Branch Street, Arroyo Grande. If requested, the agenda shall be made available in appropriate alternative formats to persons with a disability, as required by the Americans with Disabilities Act. To make a request for disability - related modification or accommodation, contact the Legislative and Information Services Department at 805 - 473 -5414 as soon as possible and at least 48 hours prior to the meeting date. * * * * * * * * * * * * * * * * * * * * * * * ** This agenda was prepared and posted pursuant to Government Code Section 54954.2. Agenda reports can be accessed and downloaded from the City's website at www.arroyogrande.orq * * * * * * * * * * * * * * * * * * * * * * * * ** City Council /Redevelopment Agency Meetings are cablecast live and videotaped for replay on Arroyo Grande's Government Access Channel 20. The rebroadcast schedule is published at www.slo - span.org. THIS PAGE INTENTIONALLY LEFT BLANK CITY OF L I F 0RI 7 911 „ HILDREN"S OPPORTUNITIES - O UR RESPONSISILITIES t o WHEREAS, s aturday, April 10, 2010, will commemorate the "Day of the Child" celebration during Childrens Children Day In the Plaza at the San Luis Obispo Mission Plaza, a day where children and fan►ilies can play, learn and interact with the agencies and programs providing services t the County; and WHEREAS, Month of the Child and Child Abuse Prevention Month is a tim e to recognize that c i drer►' opporfiunities ore a�ur responsibilities, and to commit ourselves o ensuring that each and emery child experiences a high quality early ear ironment of home, at child care, at school, and in the community - that will promote their optimal development; and WHEREAS, the City of Arroyo Grande recognizes that emery moment in a child's life is an opportunity for that child to learn, and that the quality of these experiences may determine whether a child succeeds in school and in life, and that all children need caring and loving adults in their lives; and WHEREAS the activities of this month will provide an opportunity to act nowledge youth and early care and education programs and their dedicated staff, and to raise the awareness of the community, employers and elected officials of the need to improve the quality, ovdilability, and accessibility of such programs. NOW, THEREFORE, BE IT RESOLVED, that I, Worry Ferrara, Mayor of the City of Arroyo Grande, on behalf of the City Council, do hereby proclaim April 2010 as "Month of the Child" and "Child Abuse Prevention Month", and April 10, 2010 as "Day of the Child," and may we remember to listen to and watch the children around us, to havre patience, and to allow them the opportunity to enjoy the ,journey of childhood. IN WITNESS NESS W HEREOF, I have hereunto set my hand and caused the Seal of the City of Arroyo Grande to be off fixed this ' day of March 2010. TONY FERRARA, MAYOR 1 IMCORPORATE0 C,] ITI JULY 10. 1911 �} ' IFF HO NORARY PROCLAMATION ECLARING APRIL 2010 S "MONTH THE CHILD" and "CHILD ABUSE PREVENTION MONTH" THIS PAGE INTENTIONALLY LEFT BLANK Agenda Item 5.a. Page 2 M!R 0 r � r 0> INCORPORATEO LZ JULY 10. 1011 F 0 W04% To: CITY COUNCIL MEMORANDUM FROM: ANGELA K AETSCH, DIF ECTOF of AD INIST; E SERVICE BY: FRANCES R, HEAD, ACCOUNTING SUPEF VISo SUBJECT: CONSIDERATION of CASH DISBURSEMENT RATIFICATION DATE. MARCH 23, 201 RECOMMENDATION ENDATION It is recommended the City Council ratify the attached listing of cash disbursements for the period March 1 through March 15, 2010. FINANCIAL IMPACT: There is a $804,305.61 fiscal impact that includes the following items: Accounts Payable Checks 144401 - 144562 $ 374 * Payroll Checks & Benefit check $ 429,529 -94 BACKGROUND: Cash disbursements are made weekly used on the submission of all required documents supporting the invoices submitted for payment. Prior to payment, Administrative Services staff reviews all disbursement documents to ensure that they meet the approval requirements adopted in the Municipal Code nd the City's Purchasing Policies and Procedures Manual of February 2000. ANALYSIS of ISSUES: x The attached listing represents the cash disbursements required of normal and usual operations during the period. The disbursements are accounted for in the FY 2009 -1 budget. ALTERNATIVES: The following alternatives are provided for the Council's consideration: • Approve staffs recommend • Do not approve staffs recommendation; • Provide direction to staff. Agenda Item 8.a. Page 1 CITY COUNCIL CONSIDERATION OF CASH DISBURSEMENT RATIFICATION MARCH 23, 2Q14 PAGE 2 ADVANTAGES: The Administrative Services Department monitors payment of invoices for accountability, accuracy and completeness using standards approved by the Council. Invoices are paid in a timely manner to establish goodwill with merchants. Discounts are taken where applicable. DISADVANTAGES: No disadvantages have been identified as long as City Council confirms all expenditures are appropriate. ENVIRONMENTAL REVIEW: IEW: No envir review is required for this item. PUBLIC NOTIFICATION AND COMMENTS: TS: The Agenda was posted in front of City Hall on Thursday, March 18, 2010. The Agenda and report were posted on the City's website on Friday, March 19, 2010. No public comments were received. Attachments: 1. March 1 -15 2010 — Accounts Payable Check Register 2. March 12, 201 — Payroll Check & Benefit Checks Register Agenda Item 8.a. Page 2 pDkHist 03115/2010 9 :2 AM Check History Listin CITY OF ARROYO GRANDE ATTACHMENT 1 Page: 1 im c� c� CL 0 � M V 00 W Bank code: boa C heck # Date Vendor 144401 03/02/2010 004548 CARMEL & NACCASHA, LLP 144416 03/03/2010 007635 SANTA BARBARA COUNTY 144417 03/0412010 005829 AK & COMPANY 1 44418 03/04/2010 003175 AQUA - METRIC SALES 144410 03/04/2010 005507 AT & T 144420 03/04/2010 006188 BFGC ARCHITECTS 144421 03/04/2010 000078 BLUEPRINT EXPRESS 144422 03104/2010 000090 BRISCO MILL & LUMBER 144423 03/0412010 000137 CA BT DEPT OF SOCIAL 144424 03/04/2010 000129 DA BT EMPLOYMENT REVEL 144425 03/04 /201 000603 CAR QUEST AUTO PARTS 144426 03/0412010 003188 CELLULAR ONE 144427 0310412010 000174 COASTLINE 144428 03/0412010 006556 COMPUCOM SYSTEMS, INC 144429 03/0412010 000190 CREEK ENVIRONMENTAL TAL 144430 03104/2010 000195 CRYSTAL SPRINGS WATER 144431 03/04/2010 007548 CSG SYSTEMS INC 144432 03/04/2010 000211 DISCOUNT SCHOOL SUPPLY 144433 03/04/2010 005712 ELE TRIDRAI`T INC Statue ClearNold Date Invoice 12853/12854 030310 AG 2 OF 2 0031427 217 -0183 110001098 8873 8874 1 43028 144001 030410 22410 7314- 388023 7314 - 390102 00613 3967445 60200849 80843 1 62876 63152 P2348260001 12507 Inv. Date Amount Pa id Chec Total 0310212010 03/03/2010 02/27/2010 02/18/2010 02/07/2010 02/10/2010 02/25/2010 02125/2010 02125/2010 03/03/2010 03/0412010 02/24/2010 02/10/2010 0212312010 0310112010 02/11/2010 02/17/2010 02/17/2010 0113112010 02/12/2010 02/24/2010 02108/2010 02/ 16,121.99 180.00 875.00 9,588.62 808.93 18,500.00 51.66 13.05 6.51 4.31 1 16,427.00 9.96 6.46 147.74 9.05 16,220.07 45.90 23.80 1,597.78 500.10 97.81 1,128.97 16,121.99 1 875.00 9,588.02 808.93 18,500.00 64.71 10.82 1, 980.00 16T427.0 1 0.42 147.74 9.05 16,220.07 45.00 23.80 2,097.88 97.81 1 f 128.97 Page: I ap kHi t Check History Listing Page: 2 031'15120' 0 :26AM CITY OF ARROYO GRANDE Bank code: boa Check # Date Vendor Statue C lear/Vold Date Invoice Inv. Date Amount Paid Check Total 144434 03/0412010 904164 FETE 9-497-84046 I IMAI n A 1 qA Page: 9-482-75403 61/291201 35.64 96.98 144435 9310412010 001525 FERGUSON ENTERPRISES, 1739744 0212412010 304.50 1742447 02/26/2010 211.29 1739725 0211712010 144.57 660.36 144436 9310412010 000262 FRANK'S LOCK K 3907 1/29/2010 9.79 9.7 144437 03/04/2010 904372 GARING TAYLOR& 1 011 1 013112009 465.00 10109 1013112009 326.25 10319 911311291 11 0.00 921.25 144438 0319412010 692813 GRAINGER, INC 9192311737 0212512010 144.13 913E 600983 02/11/2010 1 34.74 9185857993 92/1712919 70.34 349.21 1 44439 03104/2010 001153 KELLY HEFFERNON 030410 0310412010 570.00 570.00 144449 03/0412010 999343 J W ENTERPRISES 233465 0212512010 101,38 1 01.33 144441 03/04/2010 000388 SUSAN L I NTN E R 510701793-001 02/2612010 192.81 192.81 144442 0319412010 996393 LUCIA MAR UNIFIED SCHOOL 109542 0210912010 2,379.35 109543 0210912010 1,197.88 100545 0210912010 855.73 109549 0210912010 170.40 4,603.36 144443 9310412010 907711 JENAE MERTL 022619 0212612010 30.00 30.00 144444 0310412010 000429 MINER'S ACE HARDWARE, L04009 0212412010 120.68 K25055 055 0212212010 64.85 L04143 02125/2010 35.82 D k25208 02/2312010 34.23 125048 0212212010 3.25 258.83 144445 03/0412010 006334 TAMMY MOYNAGH 022419 0212412010 60.00 60.00 - 144446 03104/2010 000466 NOBLE SAW, INC 57900 0616412009 100.62 59516 0710612009 77.41 178.03 M 00 -gh.iD Page: a CkHi t Check History Listing 211 7 -1 54503 0211 7/2010 Page: 03/1512010 :2 AM CITY O ARROYO Y GRANDE 03/0412010 004221 PERIMETER SECURITY 360332 0211012010 Bank code: boa 125.00 144451 03/0412010 001697 PET PICK -LAPS Check # Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total 144447 03/0412610 000466 OFFICE DEFT 503641451001 0210912010 32.09 32.09 144448 0310412010 900472 ORCHARD SUPPLY AUTH #061001 03/02/2010 40.76 40.76 144449 03104/2010 000431 PACIFIC CAS & ELECTRIC 2112- 704669 0211212010 65 A 2 1 73.39 Page: 211 7 -1 54503 0211 7/2010 i 50.39 116.21 1 44450 03/0412010 004221 PERIMETER SECURITY 360332 0211012010 125.00 125.00 144451 03/0412010 001697 PET PICK -LAPS 32437 02/10/2010 1 1,130.74 144452 0310412010 000520 QUINN COMPANY PC 301 84543 02/2212010 1 6.56 18.56 144453 0310412010 005284 R & B MOBILE EQUIPMENT & 3989 0612912009 27.16 27.16 144454 0310412010 000838 S & L SAFETY PRODUCTS 856708 02/25/2010 1 73.39 173.89 144455 0310412010 000869 SAN LUIS PAINTS G558 0713012009 60.46 60.46 144456 6310412010 007715 RO SEMARY SIMMONS 030110 0310112010 245.54 245.54 144457 0310412010 000564 SLO COUNTY NEWSPAPERS 6667756 0113112010 296.35 6666012 0113112010 274.04 6667623 01/29/2010 244.12 726366 0113112010 234.50 6666560 01/31/2010 152.40 6862364 01/01/2010 131.92 6663966 0113112010 126.16 6663969 0113112910 1 20.70 6666367 01/31/2010 115.09 6665439 01/18/2010 83.91 1 144453 03104/2010 003641 SOUTH COUNTY SANITARY 2846803 0310112010 212.32 2846566 03/01/2010 112.16 (^ 2349051 03/01/2010 112.16 I'f's /1'.�� 2849292 03/01/2010 /V�� 5.9'1 /J� 44 0 144459 03/0412010 000602 SOUTH SLO COUNTY SAN1T 922310 0212812010 116 118 rok 144460 03/0412010 090620 STREATOR PIPE SUPPLY 11 46720 02119/2010 1 52.12 152.12 c� M 00 CA iD Page: p kHist 5.18 Check History Listing 6, 973.56 02109/2010 P a g e: 0311612010 9:26AM CITY OF ARROYO GRANDE 663.75 02/1012010 573.75 Bark code: boa 02110/2410 337.50 02/10/2010 236.25 Check Date Vendor Status Clear/Vold Date Invoice Inv. Date Amount Paid Check Teal 1 4446 1 0319412010 007713 KATHRYN TATUM 02261 92/26/201 105.00 145.09 144462 93/0412910 007712 J TAYLOR 022619 02/26/ 30.09 30.00 144463 03/04/2010 990660 USA BLUE BOOK 995525 02/23/2010 216.66 216.66 144464 93/0412010 002137 VERIZON WIRELESS 984 59661 02/22/2010 70.09 70.09 144465 03/04/2010 000685 WALLACE E GROUP A CALIF 29384 9211012010 6 4 im 0 CL 0) M0 (D c� cD co 144455 93/4412619 902609 tJ ATEI B YB PLUMBIN 144467 03104/2010 007716WHITE'S HVAC SERVICES 144468 03/0412910 007339 WOESTE ELECTRIC INC 144469 03108/2910 006333 F 1A CARD D E1 VICES 144470 9310612910 000666 UNITED RENTALS TALS 144471 93/08/2010 097719 ASSET IVIGIIIIT SERVICES 29385 29329 29389 29,341 29394 29392 29388 29386 29391 29393 29390 29387 15789 9225'10 PW 2008 -06 212 0 - 6362 2/20- 1331 2 2120 - 7845 2120 -6347 2/20 -7837 2120 -6321 85496057 -001 1f000101289 01/05/2010 1 1 69.57 03/05/2010 126-56 23,082.36 932.20 60.00 20 652.02 2,097.73 2,'1 69.67 126.56 Page: 5.18 02/1 012010 6, 973.56 02109/2010 4,690.43 02/10/2010 3 02/49/2010 663.75 02/1012010 573.75 02/1 0/2010 371.25 02110/2410 337.50 02/10/2010 236.25 02/1 012010 135.00 0211 012010 1 35.00 02110/2010 101.25 0211012010 33.75 0211612014 932.20 02/2512010 60.00 03104/2010 20 02/20/2010 722.90 02/20/2014 511.43 02/20/2010 332.12 0212012310 263.26 02/20/2019 211.03 02120/2010 32.54 02/2012010 24.45 01/05/2010 1 1 69.57 03/05/2010 126-56 23,082.36 932.20 60.00 20 652.02 2,097.73 2,'1 69.67 126.56 Page: ap kHlst Check History Listing 000001192584 0212512910 Page: 5 0311512010 9:2 AM CITY OF ARROYO GRANDE 000901192583 02/2512910 Bank code: boa 000001192577 Check 0 Date Vendor S tatus ClearNoid Date Invoice Inv. Dane Amount Paid Check Total 144472 03/88/2010 007713 NANCY L MABERRY RefOOO 10 1288 6318512810 21.83 21.83 144473 03/08/2018 007720 RAINBOW 1 VENTURES Ref0001 0129 03/05/2018 15.83 16.83 1 44474 03/08/2010 007717 BRENDA WATERS Ref00 1 01287 03/05/2010 71.79 71.79 144479 03111/2010 001259 AGP VIDEO, INC 3777 021101201 1 1,962.50 144480 03/11/2010 000040 ARROYO GRANDE COMM A T##AGPD 0210412010 927.00 927.00 144431 03/11/2010 008607 AT&T 000001192581 0212512010 1 258 12 REFUND Page: 000001192584 0212512910 1 85.32 000901192583 02/2512910 86.45 000001192577 02/25/2010 36.73 000001187877 02/22/2010 29.67 009001192578 02/25/2010 29.47 1187878 0212212010 28.42 000001192580 03/10/2010 18.88 000001192579 0212512010 14.42 1,888.98 144482 0311112019 007724 GUANGDONG B I REFUND 0318912010 500.00 500.00 1 44483 031111291 000957 BER HT LD EQUIPMENT CO SW 4690 02102/2010 2 208.56 144484 0311112010 000078 BLUEPRINT EXPRESS 8985 0310512010 25.75 8960 03103/2010 18.11 43.88 144485 03/11/2010 000087 BREZDEN PEST CONTROL, 11 7487 02/19/2010 114.00 118115 0212312010 109-00 11 7433 02/23/2010 105-00 117482 . 0212312010 80.00 408.00 144486 0311112010 007727 RH N DA B R I I E R 03081 0 03/08/2010 130.00 130.00 144437 03111/2010 000090 BRISCO MILL & LUMBER 143740 02104 /2010 55.09 c> 143878 112912010 9.12 CL 143718 02/0212010 3.52 65.73 0 - 144433 03/11/2010 000095 BUR E AND PACE OF AG 2398365 02108/201 75.21 2398846 02/1 912010 31.74 106.95 M 00 ft-4 0 Page: Page. apCkHist Check History Listing P 0311612010 :2 AM CITY OF ARROYO GRANDE Bank code: boa C heck Date Vendor statue ClearNoid Date Invoice Inv. Date Amount Paid Check Total 1 44439 03/1112010 007304 BUR1 E, WILLIAMS & 1 34913 0212612019 191.50 191.59 1 44490 03/11/2010 000122 CA ST BOARD OF 03991 03/09/2010 U1 3,017.00 1 44491 0311112010 000134 CA ST DEPT OF JUSTICE 775356 02104/2010 3 3,235.00 144492 0311112010 000143 ARON DANBY WELDING 7207 0111212010 21.63 21.68 144493 03/1112010 000803 CARQUEST AUTO PARTS 7314 - 390323 02/26/2010 31.28 31.28 144494 03/1112010 000164 CHRISTIANS ON CHEVROLET 72303 031041201 51.1 72102 0212212010 51.1 72158 0212212010 51.16 72157 02/22/2010 51.16 204.64 1 44495 0311112010 007725 CLIMB ASSIST INC 204 1211312099 1 ,342.33 1 1 44496 0311112010 007726 DYNDI .D RNETT 022510 0212812010 10.00 10.00 1 44497 931111201 007728 SCOTT CRAIG 030910 0310912010 60.60 80.00 1 44498 0311112010 000195 CRYSTAL SPRINGS WATER 2123 -14273 021281201 10.00 2128 - 48817 0212812010 5.95 312 -63949 0310212010 3.50 19.45 144499 03/11/2010 006703 SANDRA N. DEAL P H . D 921910 0211912010 325.00 325.00 144500 03111/2010 000208 J B DE AR, INC 723586 0212812010 90.33 90.33 144501 03/11/2010 007721 BRIM N E D NAH J E 631110 9311112010 336.00 336.00 144502 9311112010 007722 ED D RFMAN 931110 03/11/2010 158.00 156.00 144503 0311112010 007793 DUNCE'S ROOT CONTROL INC 6474 0310412019 2,279.82 2 D 144504 0 3/1112010 000225 EARTH SYSTEMS PACIFIC 233232 0210912010 1 1 144505 3/1112010 007129 TERRY ENDER 030910 03/09/2010 126.00 126.00 0 144596 03/11/2010 040250 FIREHOUSE MAGAZINE 912210 0112212010 24.95 24.95 rok 144807 03/11/2010 000897 FIRST ASSEMBLY OF CLOD 997 31201 4,714.05 4 c� M 00 00 iD Page. im t� c� CL 0) M0 M t� c� 00 apCk Hist Check History Listing P 7 03/15/2010 9 :2 AM CITY OF ARROYO GRANDE Bank code: boa Check # Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total 144503 0311112010 005422 FIVE ITI E S DUPLICATE 0305 10 03/0512010 237.56 237.50 144509 03/1112010 007547 GRAHAM CONTRACTORS 031010 03/10/2010 14 14,552.01 144510 03/11/2010 006056 FDN EY GRAY 030910 0311 012010 1 60.00 160.00 144511 03111/2010 002353 GREAT WESTERN ALARM 100200013101 0310112010 26.00 100200713101 03/01/2010 23.00 56.00 144512 0311112010 000330 GSA-INFORMATION TECH 175 03/04/2010 360.50 1 0310412010 241.14 601.64 144513 03/11/2010 000202 HAD H CO MPANY 6629 1 12 0310212010 269.65 269.65 144514 03/11/2010 000340 INTOXIMETERS, INC D 296824 02/2212010 202.04 202.04 144515 0311112010 001066 PATRICK J IREY 030810 0310612010 35.42 35.42 144516 0311112010 005201 JAS PACIFIC INC BI 10373 0310412010 3 3 1 616.00 144517 03/1112010 003949 KERN'S PAPER 26200 02/2512010 233.54 233.54 144513 0311112010 007299 GAT N KEIF ING O LIVIER 03092010 0310912010 180.00 160.00 144519 0311112010 005511 CHRISTOPHER LINT/ ER 030910 0310912010 144.00 144.00 144520 03/1112010 007520 STEPHANIE MASTRO 030910 0310912010 66.00 66.00 144521 03/11/2010 007711 J E NAE ME I TL 030810 0310612010 75.00 75.00 144522 0311112010 002651 BECKY MILTON 030110 0310112010 1,200.60 1,200.80 144523 0311112010 000429 MINER'S ACE HARDWARE, L04946 0310412010 261.21 125976 0310212010 74.96 L03973 0212412016 54.36 K26184 0310412010 52.97 1250 0310212616 47.65 K25347 0310112010 36.37 61346 0210912010 29.67 5000 03104/2010 26.65 25476 0212512010 16,60 L04590 03/01/2010 11.92 Page: 7 Page: p kH! t 03/1612010 9:26AM Check History Listing CITY OF ARROYO GRANDE Page: Bank code: boa Check # Dane Vendor Status Clear/Vold Date Invoice Inv. Date Amount Paid Check Total 2093 03/0312010 8.59 26906 03/02/2010 3.2 24442 02/16/2010 2.52 614.49 144524 0311112910 900441 /MULLAHEY FORD D F CS204'151 02125/2010 150.26 FOCS204254 0212512010 55.21 205.47 144525 03/11/2010 009452 N FPA - NATL FIRE 020210 02102/2010 150.00 150-00 144526 03/11/2010 000452 N FPA - NATL FIRE 2333397 03102/201 150-00 150.00 144527 03/11/2010 006323 NICK'S TELECOM (DBA) 3959 0310212010 172.75 172.75 144525 0311112010 000466 NOBLE SAW, INC 73644 0210412010 479.33 479.33 144529 03/1112010 007054 NORTH COAST 32648 01125/2010 15,659.50 15 144530 0311112010 007202 N S AMAN LLP 367830 02/10/2010 581.45 581.46 144531 0311112010 000468 OFFICE DEPOT 510336971001 02/24/2010 259.44 509986203001 0212212010 106.83 509833236001 02117/2010 36.80 403.07 144532 93/1112010 000481 PACIFIC GAB & ELECTRIC I 211 194097 02/1712010 14,937.28 2/18- 853299 02118/2010 1 3 28,220.66 144533 03/11/2010 007103 PARAMOUNT CLEANERS 3001 01/31/2010 1 1,071.00 144534 03/11/2010 004158 PHOENIX GROUP 0120101 02122/2010 110.50 110.50 144533 03/11/2010 002363 PRIMARY Y CARE DOG & CAT 76258 0310412010 1 06.00 1 06.00 144536 03/11/2010 002751 RANGE E MA TEF 3878 02125/2010 152.24 3674 02/23/2010 64.92 217.16 144537 03/11/2010 002825 RESERVE VE ACCOUNT ACCT#21 326976 03110/2010 600.00 600.00 D 144538 0311112010 095963 FRANCES ES F ICE .031010 03/11/2010 250.00 260.00 144539 0311112010 000531 I ICHETTI COMPLETE WATER 79993 03103/2010 15.00 15.00 144 540 03/1112010 002670 F I C H LEASING 5018770 02120/2616 1 57.45 167.45 F 144541 0311112010 007665 WILLIAM FINEHAFT 031919 9311 612010 690.00 590.00 o� Page: apCkHist Che History Listing Pag 03/1512010 9 :26AM CITY OF ARROYO GRANDE Bank code. boa C heck # Date Vendor Status Clear/Vold Date Invoice Inv. Data Amount Paid Check Total 144542 03/1112010 006021 BLAKE E R S ELLY 030910 03/0912010 286.00 286.00 1 44543 03/11/2010 006594 LAWRENCE RUCK ER 030910 03/09/2010 175.00 176.00 1 44544 03111/2010 003649 CHARLES D (DON) RUIZ 030910 03/0912010 60.00 60.00 144545 0311112010 000539 SAFETY -1 LEEN SYSTEMS, 5024181 02/2612010 1 62.03 162.03 144546 03/11/2010 007635 SANTA BARBARA COUNTY 030910 0310912010 150.00 150.00 144547 0311112010 000552 SLO COUNTY 020910 02109/2010 398.00 398.00 144548 0311112010 000553 SLO COUNTY 031010 0311012010 25.00 25.00 1 44549 0311112010 000598 SNAP -ON TOOLS CRP 1 94597 0310312010 106.57 106.57 1 44550 08111 12010 004 393 SP MAINTENANCE 30215 03/0112010 6 6,994.40 1 44551 0311 112010 000809 BOB SPEAR 030910 03109/2010 198.00 198.00 144552 03/11/2010 007176 SPRINKLER KING INC 031 0311112010 522.00 522.00 1 44553 03/1 1/2010 000540 ST PATRICK'S SCHOOL 030510 0310512010 1 1 1 44554 03/11/2010 007729 CRAIG STANLEY 030910 03109/2010 60.00 80.00 144555 03/1112010 000613 STATEWIDE SAFETY & 76749 03/0412010 121.24 121.24 144556 03/11/2010 002904 TE IPLETON UNIFORMS 36019 03102/2010 118.59 86147 03/05/2010 31.13 35906 03105/2010 74.54 274.35 144557 03/11/2010 004876 THOMSON 212210 03102/2010 437.00 437.00 144553 03111/2010 002370 TITAN INDUSTRIAL 1039668 0212312010 85.92 35.92 D 144559 03/11/2010 007683 THE TOP SHOP CIP10010150 03101 /2010 131.59 131.59 144560 03/11/2010 005252 LTR X BUSINESS 105156 1'1113/20 14.94 �14. 3 94 � CL 144561 03/11/2010 000687 IAN E'S TI R E } I NC 791389 0310212010 420. 790382 0111312010 10.00 790624 01/25/2010 16.00 �F Page: ap kHist Check History Listing P 10 031161 010 9: 6AM CITY OF ARROYO GRANDE Banc co de: boa C heck # Date Vendor Status Clear/ Void Date Invoice Inv. Date Amount Paid Check Total D c� c� CL 0 U3 c� �F N� 144562 0311112019 000699 LEE WILSON ELECTRIC 144 checks in this report 760627 791224 0306 01/25/2010 16.00 02/23/2010 16.00 484.00 01112/2010 157.59 167.80 boa Total: 374,775.67 Total Checks: 374 Page: 10 ATTACHMENT CITY OF ARROYO GRANDE DEPARTMENTAL LABOR DISTRIBUTION PAY PERIOD 2119/201 - 3/412010 0.3/12110 FUND D 1 3819034.54 5101 Salaries Full time 2113560-14 FUND 220 16 5102 Salaries Part-Time - PPT 23,842.D FUND 225 1 5103 Salaries Part-Time - TPT 18, 301.18 FUND 284 3 5105 Salaries OverTime 109099.52 FUND 285 1 5107 Salaries Standby 355.50 FUND 812 8 5108 Holiday Pay 8,495.09 FUND 840 19,279.88 5109 Sick Pay 5 429 5119 Annual Leave Buyback - 5111 Vacation Buyback - 112 Sick Leave Buyback 5113 Vacation Pay 1,942.81 5114 Corp Pay 3 5115 Annual Leave Pay 621.02 5121 PET S Retirement 74 5122 Social Security 19 5123 PADS Retirement 542.21 5125 State Disability Ins. 1 * 289.43 5127 Deterred Compensation 736-59 5131 Health Insurance 44 5132 Dental Insurance 4 5133 Vision Insurance 1 5134 Life Insurance 551.26 5135 Long Terra Disability - 5143 Uniform Allowance - 5144 Car Allowance 675.00 5148 Council Expense - 5147 Employee Assistance - 5148 Boot Allowance - 5149 Motor Pay 159.06 5150 Ei- Lingual Pay 125.96 5151 Cell Phone Allowance 350.96 429, 529.94 Agenda Item 8.a. Page 13 THIS PAGE INTENTIONALLY LEFT BLANK Agenda Item 8.a. Page 14 pRO If+I RP R . j _ 21 L� JULY 10 1911 F ORW MEMORANDUM To: CITY COUNCIL FROM: ANGELA KRAETSCH DIRECTOR of ADMIT ISTRA SERVICES : FRANCES R. MEAD, ACCOUNTING SUPERVISo SUBJECT: CONSIDERATION of STATEMENT of IN1 ESTI�IEN EPOSITS DATE: MARCH 23 201 RECOMME It is recommended the City Council receive and fife the attached report listing the current investment deposits of the City of Arroyo Grande, as f February 28, 2010, as required b Government Code Section 5 3646(b). FINANCIAL IMPACT: There is no funding impact to the City related to this report. -However, the City does receive interest revenue based on the interest rate of the investment(s). B ACKGROUND: This report represents the City's investments as of February 28, 2010. It includes all investments managed by the city, the investment institution, investment type, book value, maturity date, and rate of interest. As of February 28 the investment portfolio was in compliance with all State lavers and the City's investment policy. ANALYSIS of ISSUES: The Director of Administrative Services has historically submitted to the City Council a monthly report, providing the following information: 1. Type of investment. 2. Financial institution (bank, savings and loan, broker, etc. 3 . Date of maturity. 4 . Principal amount. 5 . Fate of interest. 8. Current market value for all securities having a maturity of more than 12 months. 7 . Relationship of the monthly report to the annual statement of investment policy. Agenda Item 8.b. Page 1 CITY COUNCIL CONSIDERATION of INVESTMENT T DEPOSITS MARCH 23, 2010 PAGE ALTERNATIVES: ES: The following alternatives are provided for the council's consideration: - Recommended mende d Al ema ive - Approve staff s recommendation to receive and file the attached report listing the current investment deposits. Do not approve staff's recommendation Provide direction to staff ADVANTAGES: Safety of principal is the foremost objective of the city. Investments ents are undertaken in manner that seeks to ensure the preservation of capital in the overall portfolio. DISADVANTAGES: TAGES: Some level of risk is present in any investment transaction. Losses could be incurred due to market price changes, technical cash flow complications such as the need to withdraw a non- negotiable Time certificate of Deposit early, or even the default of an issuer. To minimize such risks, diversifications of the investment portfolio by institution and by investment instruments are being used as much as is practical and prudent. ENVIRONMENTAL REVIEW: No environmental review is required for this item. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of city Hall on Thursday, March 18, 2010. The Agenda and report were posted on'the city's web site on Friday, March 19, 2010. No public comments were received. Attachments: 1. Portfolio Summary: February 28, 2010 Agenda Item 8.b. Page 2 ATTACHMENT T 1 • am[-z S r' CITY O ARROYO G RANDE Portfolio Management Portfolio S ummar y February 2, 2010 City of Arroyo Grande 21 E. Branch Bt. Arroyo Grande, CA 93430 Phone: (805)473 -5400 I nterest I nvestments Bask Val Interest Rate Rate PY Date of Purc Term M aturity Date % of Portfoli Local Agency Investment Funds 16,730,053.67 0.577% 1.669% 96.05% C articates of Deposit - Banks Golden Security Bank 90,000.00 4.40 October 9, 2006 760 October 9 2090 0.52 First Federal Bank o California 99,000.00 2.53% September 96, 2009 739 September 2 1, 2091 0.57 Redding Bank of ommerce 250,000.00 2.40 September 21, 2009 91 3 March 21, 2012 9.43 First Republic Bark 250,000.00 3.00 November 9, 2009 36 m os November 9, 2012 1.43% Taal Certificates of Deposit 689,000.00 3.95 D To Investments 17,422,053.87 100. t� c� CL 0 t� M 00 cw Cr THIS PAGE INTENTIONALLY LEFT BLANK Agenda Item 8.b. Page 4 MINUTES REGULAR MEETING OF THE CITY COUNCIL /REDEVELOPMENT AGENCY TUESDAY, FEBRUARY 23, 2010 COUNCIL CHAMBERS, 215 EAST BRANCH STREET ARROYO GRANDE, CALIFORNIA 1. CALL TO ORDER Mayor /Chair Ferrara called the Regular City Council meeting to order at 7:01 p.m. 2. ROLL CALL City Council /RDA: Council /Board Member Chuck Fellows, Council /Board Member Ed Arnold, Council /Board Member Joe Costello, Mayor Pro Tem/Vice Chair Jim Guthrie, and Mayor /Chair Tony Ferrara were present. City Staff Present: City Manager Steven Adams, City Attorney Tim Carmel, Director of Legislative and Information Services /City Clerk Kelly Wetmore, Director of Administrative Services Angela Kraetsch, Chief of Police Steve Annibali, Police Commander Chuck Gearhart, Police Commander John Hough, Building Official Johnathan Hurst, Assistant Planner Ryan Foster, and Community Development Director Teresa McClish. 3. FLAG SALUTE Mayor /Chair Ferrara led the Flag Salute. 4. INVOCATION Pastor Randy Ouimette, Saint John's Lutheran Church, delivered the invocation. 5. SPECIAL PRESENTATIONS 5.a. Oath of Office Administered to New Police Officer Francisco Ramirez. Chief Annibali introduced Police Officer Francisco Ramiriez and provided a brief biography of his background; Mrs. Ramirez pinned on Officer Ramirez's new badge; and City Clerk Wetmore administered the Oath of Office. 5.b. Honorary Proclamation Declaring February 23, 2010 as "Spay Day USA ". Mayor Ferrara presented an Honorary Proclamation declaring February 23, 2010 as "Spay Day USA ". Mary Buehnerkemper, accepted the Proclamation on behalf of Feline Network of the Central Coast and various animal rescue organizations. 6. AGENDA REVIEW 6.a. Ordinances Read in Title Only. Council /Board Member Arnold moved, Mayor Pro Tem/Vice Chair Guthrie seconded, and the motion passed unanimously that all ordinances presented at the meeting shall be read by title only and all further readings be waived. Agenda Item 8.c. Page 1 Minutes: City Council /Redevelopment Agency Meeting Tuesday, February 23, 2010 Page 2 7. CITIZENS' INPUT, COMMENTS, AND SUGGESTIONS Otis Page Myrtle Street, expressed concerns about the City's financial state; commented on the State's declining fiscal status; expressed concerns about the City's proposed expansion project; and requested an independent audit of the City's finances. Michael Teixteira candidate for Sheriff; expressed concern about gang violence in San Luis Obispo County and pledged resources to address the problem. Nolan Hughes Canyon Way, read a prepared statement expressing concern that a vote was not taken at the last meeting on the Centennial Plaza project; spoke in opposition to the proposal; and stated this was an inappropriate delay. Ira Hughes Canyon Way, referred to changes in Item 9.c. since the last meeting and asked if the City could re -open the public hearing without re- noticing the project. 8. CONSENT AGENDA Mayor /Chair Ferrara invited members of the public who wished to comment on any Consent Agenda Item to do so at this time. No public comments were received. Mayor Pro TemNice Chair Guthrie requested Item 8.g. be pulled for clarification. Mayor /Chair Ferrara requested Item 8.1. be pulled for comment. Action Council /Board Member Fellows moved, and Council /Board Member Arnold seconded the motion to approve Consent Agenda Items 8.a. through 8.m., with the exception of Items 8.g. and 8.1., with the recommended courses of action. The motion passed on the following roll -call vote: AYES: Fellows, Arnold, Guthrie, Costello, Ferrara NOES: None ABSENT: None 8.a. Cash Disbursement Ratification. Action Ratified the listing of cash disbursements for the period February 1, 2010 through February 15, 2010. 8. b. Consideration of Statement of Investment Deposits. Action: Received and filed the report of current investment deposits as of January 31, 2010. 8.c. Consideration of Acceptance of the Comprehensive Annual Financial Report. Action Received and filed the Comprehensive Annual Financial Report for the fiscal year ended June 30, 2009. 8.d. Consideration of Approval of Minutes. Action Approved the minutes of the Regular City Council Meeting of January 26, 2010, as submitted. 8.e. Consideration of Amendment to Consultant Services Agreement with Planning Company Associates. Action Authorized the City Manager to execute an amendment extending the consultant services agreement with the Planning Company Associates for an additional six month period for assistance in obtaining Caltrans approval for a proposal to address deficiencies at the Brisco Road /Halcyon Road — Highway 101 Interchange. Agenda Item 8.c. Page 2 Minutes: City Council /Redevelopment Agency Meeting Tuesday, February 23, 2010 Page 3 8.f. Consideration of Amendment to Financing Agreement Between the City and Redevelopment Agency for Costs to Acquire Property at Faeh Street and El Camino Real [COUNCIL /RDA]. Action Approved an Amendment to the Financing Agreement between the City and the Redevelopment Agency in order to eliminate future interest payments for costs associated with acquisition of the property at Faeh Street and El Camino Real. 8.h. Consideration of Program Supplement Agreement for the West Branch Street Overlay Project PW 2008 -08. Action 1) Adopted Resolution No. 4257 as follows: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE APPROVING PROGRAM SUPPLEMENT AGREEMENT NO. 008 -N TO ADMINISTERING AGENCY -STATE AGREEMENT FOR FEDERAL -AID PROJECTS NO. 05 -5199R FOR THE WEST BRANCH OVERLAY PROJECT "; and, 2) Directed the City Clerk to submit Program Supplement Agreement No. 008 -N and authorizing Resolution to Caltrans. 81 Consideration of Resolution Authorizing the Community Development Director to Execute Right of Way Certifications for Federal -Aid Projects. Action Adopted Resolution No. 4258 as follows: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE PROVIDING THE DIRECTOR OF COMMUNITY DEVELOPMENT WITH BLANKET AUTHORIZATION TO EXECUTE RIGHT OF WAY CERTIFICATIONS ". 8.j. Consideration of a Resolution of Application to the Local Area Formation Commission and Plan for Services for the Pearwood Property. Action Adopted Resolution No. 4259 as follows: "A RESOLUTION OF APPLICATION FROM THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE APPROVING INITIATION OF PROCEEDINGS FOR THE AMENDMENT OF THE SPHERE OF INFLUENCE AND ANNEXATION OF TERRITORY, 8.k. Consideration of Changes to Appointment of Council Members to the San Luis Obispo County Integrated Waste Management Authority (IWMA) Board and the San Luis Obispo Economic Vitality Corporation Board. Action 1) Appointed Council Member Fellows as the City's primary representative on the San Luis Obispo County IWMA Board of Directors and Council Member Arnold as the Alternate; and 2) Appointed Mayor Pro Tem Guthrie as the City's primary representative on the San Luis Obispo County Economic Vitality Corporation Board and Council Member Arnold as the Alternate. 8.m. Consideration of Appropriation of Funds to Implement Irrigation Audit Recommendations for Wildwood Ranch Residential Development. Action Appropriated $7,650 from the Water Neutralization Fund to help implement irrigation audit recommendations for the Wildwood Ranch residential development. ITEMS PULLED FROM THE CONSENT AGENDA 8.g. Consideration of Five -Year Radar Speed Survey for Selected City Streets. Recommended Action: Adopt a Resolution certifying the five -year radar speed survey and establishing speed limits on Fair Oaks Avenue, North Elm Street, Traffic Way and West Branch Street. Agenda Item 8.c. Page 3 Minutes: City Council /Redevelopment Agency Meeting Tuesday, February 23, 2010 Page 4 Mayor Pro Tem Guthrie noted the supplemental information, which included a modification to the proposed Resolution to extend the 25 mph speed limit northward on North Elm Street from Brighton to the end of the North Elm Street cul -de -sac. Action Mayor Pro Tem Guthrie moved to adopt a Resolution as follows: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE CERTIFYING THE FIVE -YEAR RADAR SPEED SURVEY AND ESTABLISHING SPEED LIMITS ON FAIR OAKS AVENUE, NORTH ELM STREET, TRAFFIC WAY AND WEST BRANCH STREET ", as amended to reflect a 25 mph speed limit on North Elm Street, north of East Grand Avenue. Council Member Arnold seconded, and the motion passed on the following roll -call vote: AYES: Guthrie, Arnold, Costello, Fellows, Ferrara NOES: None ABSENT: None 8.1. Consideration of Recommendation to Caltrans for Test Closure of Los Berros Road to Traffic Way Median Barrier Project. Recommended Action: Authorize the City Manager to submit a letter to Caltrans requesting a test closure of the proposed Los Berros Road to Traffic Way median barrier project. Mayor Ferrara stated he had attended a workshop regarding closure of Los Berros Road at El Campo; provided an overview of the concerns and potential traffic impacts relating to the project; and explained the intent of the proposed letter to be sent to Caltrans. Action: Mayor Ferrara moved to approve staff's recommendation. Mayor Pro Tem Guthrie seconded, and the motion passed on the following roll -call vote: AYES: Ferrara, Guthrie, Costello, Arnold, Fellows NOES: None ABSENT: None 9. PUBLIC HEARINGS 9.a. Consideration of Final Approval of Proposed Projects to be Funded with the City's Allocation of Community Development Block Grant Funds for Year 2010 and to Approve Reallocation of Prior Years' Outstanding Balances. Community Development Director McClish recommended the Council continue the public hearing to the March 9, 2010 City Council Meeting due to County noticing requirements. Action Council Member Fellows moved to continue this item to the March 9, 2010 meeting. Council Member Costello seconded, and the motion passed on the following roll -call vote: AYES: Fellows, Costello, Guthrie, Arnold, Ferrara NOES: None ABSENT: None Agenda Item 8.c. Page 4 Minutes: City Council /Redevelopment Agency Meeting Tuesday, February 23, 2010 Page 5 9.b. Consideration of Conditional Use Permit 09 -012 to Construct a New 14,468 Square -Foot Police Station at the Northwest Corner of West Branch Street and Rodeo Drive. Associate Planner Foster presented the staff report and recommended the Council: 1) Adopt a Resolution approving Conditional Use Permit 09 -012; 2) Authorize the City Manager to submit a final application to the United States Department of Agriculture for low- interest finances of up to $6 million for the project; and 3) Appropriate $25,000 for the purpose of a design cost efficiency peer review. Staff responded to questions from Council regarding an apparent conflict with Land Use Element goals and objectives as it relates to scale and design of structures in the Village Core and other designated Mixed -Use areas; discussion held at the Planning Commission meeting concerning the use of metal roofs; clarification regarding the drainage plans as it relates to the use of swale designs; and clarification regarding the use permit approval process as it relates to the ability to make future design modifications. Craig Atkinson bfgc Architects, gave a presentation which included responses to concerns and suggestions proposed by Mark Vasquez; and an overview of the proposed site plan, conceptual landscape plan, preliminary grading plan, preliminary utility plan, first and second floor plans, and an overview of various architectural style studies. Brief discussion ensued regarding the potential for trash trucks having to back up into Rodeo Drive and providing a method for bringing the trash receptacle closer to the street. Mayor opened the public hearing, and upon hearing no comments, he closed the public hearing. Council comments ensued regarding concern for the design; whether the future Community Recreation Center may tie in with the project; final design to go to ARC and PC, should come back to Council; elimination of sharp corners and batwings;$25,000 for peer review is appropriate. Action Council Member Costello moved to approve a Resolution as follows: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE ADOPTING A MITIGATED NEGATIVE DECLARATION AND APPROVING CONDITIONAL USE PERMIT 09 -012; LOCATED AT THE NORTHWEST CORNER OF WEST BRANCH STREET AND RODEO DRIVE; APPLIED FOR BY THE CITY OF ARROYO GRANDE "; and Mayor Pro Tem Guthrie seconded the motion to approve, with the recommended course of action. The motion passed on the following roll -call vote: AYES: Costello, Guthrie, Arnold, Fellows, Ferrara NOES: None ABSENT: None Mayor Ferrara called for a break at 8:00 p.m. The Council reconvened at 8:10 p.m. 9.c. Consideration of Redesign of Short Street to be One -Way and a Purchase and Sale and Improvement Agreement with NKT Commercial for Acquisition of Property at 300 East Branch Street and Sale and Development of City Property at 200 and 208 East Branch Street and the Adjacent Parking Area. Agenda Item 8.c. Page 5 Minutes: City Council /Redevelopment Agency Meeting Tuesday, February 23, 2010 Page 6 City Manager Adams provided brief introductory comments regarding cost efficiency efforts relating to the project; acknowledgement regarding concerns expressed about spending money; and that the proposal is an approach to restructure services as a result of the Citywide reorganization that has been implemented. He then presented the staff report and recommended the Council: 1) Adopt a Resolution adopting a Negative Declaration with mitigation measures; 2) Approve Short Street and Centennial Park preliminary design concepts and direct staff to prepare conceptual design drawings; 3) Approve a Purchase and Sale and Improvement Agreement with NKT Commercial for acquisition of property at 300 East Branch Street, sale of City property at 200 East Branch Street, 208 East Branch Street and the parking area in between, development of a 5,700 square foot commercial building at Short Street and East Branch Street, and adaptive reuse of the 208 East Branch Street building; 4) Authorize the City Manager to execute documents to obtain debt financing of up to $1.2 million for costs associated with acquisition of the 300 East Branch Street property through the United States Department of Agriculture (USDA) Rural Development Community Facilities low- interest loan program; and 5) Award a bid in the amount of $39,991 for construction of a fire sprinkler system in the 300 East Branch Street building. Jeff Ferber RRM Design, provided an overview of the proposed Short Street and Centennial Park Enhancements conceptual plan. Mayor Ferrara referred to the last meeting where discussion was held concerning the status and potential sale of the current City Hall building, concerns about space, the feasibility of locating all staff to the Farm Credit building and inquired whether the Council would need to direct staff to bring this issue back on a future Council agenda. Brief discussion ensued with regard to the previous analysis and evaluation concerning this matter and City Manager Adams indicated that there was nothing in staff's recommendation that would preclude the Council from moving forward with the proposed purchase agreement since sale of the City Hall property would have to be considered separately. Mayor Ferrara opened the public hearing. Carol Florence Oasis and Associates, representing NKT Commercial, thanked the Council for providing direction at the last meeting, stated they met quickly thereafter on a revised design for Short Street and tried to balance the direction for a one -way street with the applicant's desire for a fully functional exterior space for the proposed restaurant area; thanked Gary Scherquist and RRM Design for responding to all concerns; confirmed City Manager Adam's response regarding the applicant's acceptance of this design; and requested approval of the proposal. Pete Giambalvo Arroyo Grande In Bloom and Police Department Volunteer, and long time resident, stated he was disappointed that the last plan was abandoned; liked the alternative plan which would improve the Village; and spoke in support of the project as proposed. Kristen Barneich Canyon Way, spoke in favor of not tearing down but adaptively reusing the building at 200 East Branch Street; displayed photos of the building which is 1950's architecture and suits the Village; stated it could be expanded while maintaining the scale and saving the front fagade; supported relocating the public restrooms; and displayed additional photos of the building from 1955 and 1958 Arroyo Grande High School yearbooks which show the building unchanged; stated it would be a tribute to the Village to save and reuse the building; and urged the Council to save the building and help preserve the charm of the Village. Agenda Item 8.c. Page 6 Minutes: City Council /Redevelopment Agency Meeting Tuesday, February 23, 2010 Page 7 Judith Bean President and CEO of the Arroyo Grande Chamber of Commerce, stated the Chamber consists of over 400 small business owners who live, volunteer, and vote here; donate money to local beautification efforts and charities; and sponsor many City events and programs. She spoke in favor of the proposed project and commented on the declining economic business climate, and supported efforts to create and maintain a vibrant downtown and provide additional parking to assist the business merchants in the Village. Bob Lund Project Coordinator, Arroyo Grande In Bloom, was sorry to see the Centennial Square project go away; however, he recognized the needs of the community and spoke in support of the proposed alterative. He expressed concern about the impacts to the City and the community if the project was not approved. Gar Scherquist urged the Council to reconsider its decision regarding the building at 200 East Branch Street; believed the building to be of historical importance and that it should be retained. Shirley Gibson Halcyon, provided a visual history by displaying photos dating back to 1958 showing the various uses of the building at 200 E. Branch Street and stated the City should not destroy its history. Patty Welsh Pradera Court, thanked the Council for keeping Short Street open; questioned whether the City is compensating business owners for the parking spaces used for Farmer's Market; inquired whether the City would outgrow the Farm Credit building; and stated she would have liked to have had a public workshop regarding this project. Manetta Bennett Allen Street, stated Farmer's Market is in a poor place and should be moved back to its original place; would like to see the 200 East Branch Street building preserved; that we are not a grand City so there is no need for a grand City Hall; the small buildings need to be preserved in the Village; and stated the finances for the NKT Commercial development need to be reviewed further. Greg Steinberger Village business owner, stated that change can enhance a community and still preserve its historic character. He spoke of the remodel of his business in the Village; reiterated that change can be good and still preserve the historic nature and character of the Village while making changes; referred to the new bandstand and new street trees that were added to enhance the community. Tim Brown Allen Street, thanked the Council for the additional time to review the proposal; would support whatever decision is made; expressed concerned about City Hall and how the required retrofit would be funded; commented on space needs; and requested more discussion on this matter as it relates to the overall decision. Tim Moore Fair Oaks Avenue, quoted from a Times Press Recorder article by City Manager Adams regarding parking spaces and availability and noted that the 24 spaces at the Farm Credit building already exist and are not new. He also stated that if Olahan Alley crosswalks are closed for special events, it becomes a public safety issue. Ron DeCarli Executive Director of the San Luis Obispo Council of Governments ( SLOCOG) and former Arroyo Grande resident, stated SLOCOG is not directly involved in the proposed project, but was highly interested in the project; have advocated similar types of projects such as public - private partnerships and more walkable communities; have funded major improvements in the Village area including the creekside path, the parking lot, bridge railings, and Village streetscape; have been reviewing the project to see if they can provide additional support; commented on the staff report as it relates to financial impacts, the closure of Short Street, traffic impacts, truck delivery and turning radius, and parking; stated it was a good proposal; and supported the project. Agenda Item 8.c. Page 7 Minutes: City Council /Redevelopment Agency Meeting Tuesday, February 23, 2010 Page 8 Nolan Hughes referred to a letter from the Law Offices of Babak Naficy and inquired whether the Council had reviewed it and requested that the City Attorney respond to it. Ira Hughes Canyon Way, commented on the Chamber of Commerce's efforts to support the project; those from the Chamber who were opposed to the project; stated that the City has many vacant commercial properties that the City could rent for a specific period of time to see if growth occurs; commented that so much has transpired since October regarding this project; and expressed concern about financial impacts to the City. Steve Hollister former manager of the Farm Credit building, spoke in support of the proposal by NKT Commercial and stated it would be a good addition to the City. Mike McConville E. Branch Street, asked if anyone tracked how many speakers are for and against the project; how many letters were received in support or opposition; stated he has a problem with outdoor restaurant seating and that if it is not leased to the restaurants, it is a taking of public land; a town hall meeting should have been conducted; Short Street should be left open; and need to further review costs. Patty Christian E. Branch Street, stated Farmer's Market is taking over many parking spaces that are impacting their customers and it should be relocated to the park by the bandstand. Susan Flores E. Branch Street, anticipated seeing a cost sheet for the City Hall project and plaza; where are funds coming from; quoted from May 2007, January 2007, and October 2007 Stagecoach Express articles regarding identified City needs; opposed the use of local sales tax funds for the project; and expressed concern over the shortfall in the FY 2009 -10 budget. Manetta Bennett Allen Street, stated that notice of the meeting was published in The Tribune. Tony Cochiolo stated his son owns a trucking company and referred to information he submitted about truck access on Short Street and stated he could answer questions about circulation in this area. Henry Gonzales spoke in opposition to changes in the Village; however, he appreciated Nick Tomkins' willingness to work with him. Camay Arad Village business owner, expressed concern about the scale of the building; supported keeping the fagade; wants to see more financial information; and encouraged the Council to take all these things into consideration. Greg Steinberger stated that following the applause that resulted from people not wanting change, that perhaps he should apologize to the City for making changes to a business in the Village that was not surviving and people were not frequenting. Mayor Ferrara closed the public hearing. Mayor Ferrara provided the following comments: Responded to public comments at the beginning of meeting and apparent unfounded accusations concerning the project's development process; stated the process has been very transparent regarding financial aspects; that staff has provided exact budget information related to City finances for the project; and that this information is open to the public at any time; Stated he believes the Council is representing all of the City's citizens and that many comments were received from people who did not attend the meetings; Addressed concerns expressed regarding the approach to the project; that assumptions were made regarding the closure of Short Street as it was tied to the entire project; and that this was previously identified as and intended to be Phase 2 of the East Branch Streetscape Agenda Item 8.c. Page 8 Minutes: City Council /Redevelopment Agency Meeting Tuesday, February 23, 2010 Page 9 project; and referred to several public workshops which were held and televised, but were sparsely attended; - Acknowledged the state of the economy and concern about public perception of government; - Referred to the temporary closure of Short Street to study traffic circulation, not economic impact; - Referred to examples of projects from other cities and agreed that the City is unique and not like other cities, however, he believed the City has the ability to learn from challenges in other jurisdictions; - Addressed the need for economic development efforts so businesses in the Village can be successful; - Acknowledged Ron DeCarli and the City's relationship with SLOCOG; the benefits of pedestrian oriented areas in a downtown core to draw business away from big box centers; - Believed the proposal to be a compromise as it relates to traffic circulation and a one -way street; - Stated he was not going to deny the project because trucks have to adjust their delivery routes; - Referred to and commented on a letter received concerning the historic designation criteria and process as it relates to the "malt shop" building at 200 E. Branch Street; - Quoted from letters received about Short Street and the building on the corner from people who did not believe the sites to be historic; stated the notion of mid - century modern is not in the General Plan or Village Design Guidelines; there is no interpretation in the historic designation criteria; does not believe there is a CEQA issue and does not want to re -open the decision made regarding the status of the Building Department building; - Appreciated comments regarding real estate and fiscal concerns of the proposal which can be complicated; stated there is a need to take advantage of this opportunity; - Commented on the economy as a whole; not confident it is looking up; referred to petition for ballot measure to protect local resources from the State; noted that the City has done a good job managing its budget; - Noted that these funding opportunities will be lost and it will cost City much more to accomplish similar projects in the future; - With regard to the local sales tax, he referred to the Annual Report which shows that local sales tax has been allocated to all identified priorities; stated that because City facilities were identified as a low priority does not mean the City should not take advantage of this opportunity; - Talked about purchase of City Hall building and would support reviewing further to see if that might work; - Stated the Farm Credit building would serve the public better by consolidating development services; stated that staff growth or reduction is based on the budget and Council has to approve based on workload in the community; - Commented on ADA compliance issues in the existing City Hall building and explained that if the rule of common sense is applied from a practical approach, this project gives the City an opportunity to manage liability by acquiring a building that can better accommodate special needs; - Stated that this proposal was delayed and continued to achieve a compromise; supported the project as proposed; will provide staff with a safe, healthy, working environment; and concluded by assuring that nothing has gone on behind the scenes. Agenda Item 8.c. Page 9 Minutes: City Council /Redevelopment Agency Meeting Tuesday, February 23, 2010 Page 10 Council Member Costello provided the following comments: - Stated he has asked for an option to keep Short Street open so he could support the project; - Stated this is a complex set of proposals that are tied together; that due to shrinking government, a strategy has been implemented for the City to stay on budget which included a restructuring and reduction of staff to consolidate services; - Stated this proposal is the most cost efficient solution; there is a very low rate of interest on loan; savings in the budget will offset those costs; - If City tries to retrofit and repair existing buildings, would be much more costly; - If City sells the buildings, the buyer would inherit the problems that they have and they would not generate the revenue; - Leasing another location is not the most efficient way to solve this problem; - The proposed approach maintains City services in a central location; - Not necessarily in favor of selling the City Hall building now and does not consider as part of this proposal; - The solution to move most of the City functions into the Farm Credit building makes sense; and would like to get staff out of the existing Engineering Building as soon as possible; - With regard to renovating City Hall, there is a plan in place that includes upgrades to the building to be funded over the next two to three years; - There are costs involved if this project does not move forward in order to solve a lot of problems; - Received numerous public comments about the project outside of the meeting, which are divided 50 -50 in support and opposition; at last meeting, most of the opposition was closure of Short Street; - Acknowledged comments about impact on existing Village businesses from Farmer's Market; suggested exploring solutions to keep the Market within the Village; - Acknowledged that progress is going to happen and change is going to occur; - Supported project as proposed and redesigned; - Would like to see the 200 E. Branch building relocated and maintained somewhere if possible; accepts that it would be difficult to be adaptively reused. Council Member Arnold provided the following comments: - Questioned the cost of leasing the Farm Credit building; referred to the USDA loan and inquired whether there were restrictions that would prevent purchase of the building only; - Acknowledged community /business interest in acquisition of 200 and 208 East Branch Street buildings and inquired whether anyone else has come forward; - Inquired about costs to continue operating and maintaining the current City Hall; - Has heard and listened to all public comments; - Had concerns initially about the Centennial Park /Square and closure of Short Street; believes that the revised proposal is much better than what was originally proposed; traffic flow will be better; design is flexible so that it can be converted to pedestrian space in future; - Understands that the applicant is not willing to adaptively reuse the buildings at 200 E. Branch Street or have Short Street remain as two lanes; - Could approve portion of project proposed for Short Street /Centennial Square; - Does not support expanding office space beyond the Farm Credit building; believes that Agenda Item 8.c. Page 10 Minutes: City Council /Redevelopment Agency Meeting Tuesday, February 23, 2010 Page 11 the project is only viable if City Hall building is sold; provided estimated comparison of costs; - Does not consider the 200 East Branch Street building as historic; is a good example of 1950's architecture which is not necessarily compatible with the Village; - Believes the historic designation process is flawed; - With regard to ADA compliance issues with City Hall versus the Farm Credit building, there is no elevator access at the Farm Credit building, however, it solves a lot of the ADA issues; - Can support locating all City staff in the Farm Credit building and purchasing the building outright; however, he is concerned about whether or not this project should be approved or the existing buildings be saved; would consider continuing to a future date to determine whether City Hall could be sold; - At this time, could support the Centennial Square and related street improvements, buying the Farm Credit building, and the investigation of selling the other properties; wants to consolidate staff into one building. - Noted that if the public bathrooms are moved, it could be a better project. City Manager Adams briefly responded to questions regarding relocation of the public restrooms; the potential for implementing future phases of the project; the reappraised value of the Farm Credit building; an employee space needs analysis; and selling the City Hall building. Council Member Fellows provided the following comments: - Stated there was not enough time allocated for public comment tonight and there should be no set time limit; - Acknowledged letter submitted by Donna Shook expressing concern about the costly changes in this economic environment and that the Village park should remain as it is; - Stated he had previously referred to General Plan and Land Use Element policies and objectives and the General Plan Survey responses, and that they are a matter of record; - With regard to City Hall working conditions, looked at space limitations again and agreed that there are some areas that are crowded; - Would like to see staff have enough room to work effectively within two buildings if economically feasible; - Does not support selling City Hall, and noted that the building is on the local historic register; - With regard to acquiring the Farm Credit building, he would be more supportive in a better economic climate because it would provide the extra space while bringing the existing City Hall up to date; - Noted that the staff report itself states the City is in the midst of a downturn economic environment and indicators point to a continued decline; property and sales tax revenues are declining and it could get worse; - Cannot support buying the building with borrowed money; - Not comfortable with the proposal as presented; public perception demands more transpency, not less; - Commented that the City is selling assets in a declining real estate market; could sell other City properties in order to buy an asset; - Regarding the 200 East Branch Street building; expressed concern that it is not mentioned in the Initial Study /Mitigated Negative Declaration; Agenda Item 8.c. Page 11 Minutes: City Council /Redevelopment Agency Meeting Tuesday, February 23, 2010 Page 12 - Local experts and members of the Historic Resources Committee mentioned the building is part of the Village environment and part of the Historic Overlay and is worth saving; - Stated the City hired a historic consultant who concluded that the building was not eligible for the State register, but that it could be eligible for the local historic register; - Cannot approve demolition of any one of the old, historic, or vintage buildings that are part of the historic downtown; - Disagreed with findings in the Initial Study /Mitigated Negative, specifically Section I. (Aesthetics), Section V (Cultural Resources), and Section XVII (Mandatory Findings of Significance); - Does not believe the 200 E. Branch Street building can be relocated without being destroyed and taking it out of the Village removes it as a contributor and puts it somewhere where it provides false history; - There is no compelling reason for a Centennial Park; it is worth celebrating the City's Centennial but not at this expense; only private funds should be used; - Acknowledged Gary Scherquist's pro -bono work; - Should keep Short Street as is; if plan is approved now or in the future, there should be strict limitations on the number of days the bollards can be used to close the street; - Stated he is not against development; stated the Conrad house (Engineering Building) could be used for restaurant or small office use; the "malt shop" (200 East Branch Street building) could be sold with a condition that it maintain its outward appearance; part of the parking lot could be left for parking and part of the parking lot could be used for expansion of the "malt shop" building; - Parking behind the Council Chambers building is on a slope and not convenient; - Any development in the Village in the Historic Overlay District cannot result in false history; - Cannot support the proposal as presented. Mayor Pro Tem Guthrie provided the following comments: - Stated the project overall is a good one; - Need to honor the historic designation process in which the Building Department building was not deemed historic; have been told the building can't be reused in this proposal; - Noted that the Council is entrusted to make decisions based on recommendations from the advisory bodies and based on design guidelines that are in place; - Believed there was a need for an alternative financing plan; stated the City Manager had developed a financial plan and felt that it would be more expensive to remodel City Hall to accommodate staff, although he didn't believe it would be quite that expensive; acknowledged that the project could not be completely funded from the General Fund; - Could support the project side of this proposal; public came out strongly about not closing Short Street; believed that the traffic study was accurate as far as traffic studies go; agreed that Short Street needs to stay open; - He voted against this proposal at least three times based on the fact he does not believe that the City should be spending money at this time, specifically local sales tax funds; also would be creating too much space; - Stated that staff had previously analyzed whether staff could fit into one building and was rejected, maybe too quickly; Agenda Item 8.c. Page 12 Minutes: City Council /Redevelopment Agency Meeting Tuesday, February 23, 2010 Page 13 - Stated that he had three fundamental problems with the project: 1) it is too big; 2) would require spending local sales tax funds; and 3) does not address current ADA issues at City Hall; - Said the City must meet this need to address facility deficiencies; - Believed that current staff could fit into the Farm Credit building; - Could support going forward on two conditions: 1) do not finance this with local sales tax funds, should come out of other General Funds; 2) take a serious look at what current needs really are; - Would like to determine how to conduct a needs analysis of City Hall as well as the potential for selling the City Hall building; - Could move forward with the proposal if we can bring these issues back for consideration; - Questioned whether funds could be borrowed to make improvements; - Likes both projects, but does not really like moving into a third building and would like to see staff relocate to a single building. Mayor Ferrara referred to discussions with the Finance Director regarding anticipated projections for transient occupancy tax and sales tax revenue and noted that the City is currently maintaining its budget reserve goal even in these economic times. Brief discussion ensued about the City budget, how the local sales tax is administered in the budget; and the potential for leasing the City Hall building. Mayor Pro Tem Guthrie suggested a subcommittee be formed to do a space and needs assessment. Further discussion ensued with staff and the applicant concerning options and how best to proceed. City Manager Adams requested a brief break to confer with the City Attorney and to formulate a revised recommendation for Council consideration. Mayor Ferrara called for a break at 11:15 p.m. The Council reconvened at 11:31 p.m. City Attorney Carmel explained the Council could approve the project with contingencies and provided a draft motion for discussion and consideration. Action: Mayor Pro Tem Guthrie moved to approve staff recommendations 1, 2 and 3, which include adoption of a Resolution as follows: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE ADOPTING A MI TI GA TED NEGATIVE DECLARATION, INSTRUCTING THE CITY CLERK TO FILE A NOTICE OF DETERMINATION, AND APPROVING CONCEPT DESIGNS FOR SHORT STREET /CENTENNIAL PARK AND DEVELOPMENT AND REDEVELOPMENT OF 200 AND 208 E. BRANCH STREET PROJECT APPLIED FOR NKT COMMERCIAL", approval of Short Street and Centennial Park preliminary design concepts and directing staff to prepare conceptual design drawings; and approve a Purchase and Sale and Improvement Agreement with NKT Commercial for acquisition of property at 300 East Branch Street, sale of City property at 200 East Branch Street, 208 E. Branch Street and the parking area in between, development of a 5,700 square foot commercial building at Short Street and East Branch Street, and adaptive reuse of the 208 E. Branch Street building; subject to the following contingencies 1) Within 45 days, the Council shall determine whether to maintain, lease or sell the City Hall building; 2) The Council shall identify specific funding sources and a financing plan to acquire the Farm Credit Building; and 3) Designate two Agenda Item 8.c. Page 13 Minutes: City Council /Redevelopment Agency Meeting Tuesday, February 23, 2010 Page 14 Council Members (Guthrie and Arnold) to work with staff to determine staffing and operational capacities of the Farm Credit and City Hall Buildings. It was further moved to schedule a Special City Council Meeting on Monday, March 29, 2010 at 6:00 p.m. Council Member Arnold seconded, and the motion passed on the following roll -call vote: AYES: Guthrie, Arnold, Costello, Ferrara NOES: Fellows ABSENT: None 10. CONTINUED BUSINESS None. 11. NEW BUSINESS None. 12. CITY COUNCIL REPORTS Mayor Ferrara requested, and the Council concurred, that City Council Reports be postponed until the next Council meeting. 13. CITY COUNCIL MEMBER ITEMS: None. 14. CITY MANAGER ITEMS: None. 15. COUNCIL COMMUNICATIONS: None. 16. STAFF COMMUNICATIONS: None. 17. COMMUNITY COMMENTS AND SUGGESTIONS: Shirley Gibson Halcyon, read from the Agenda where it states that personal remarks against any Council Member or member of the audience shall not be permitted. She expressed dismay that her mother, Manetta Bennett, was singled out by name in a condescending way during the Mayor's presentation. Tim Brown Allen Street, referred to the preservation and relocation of the Stilwell house to Allen Street and noted that the City is requiring $40,000 in fees to move the building from its current location. He hoped the Council would consider a waiver of some or all of the fees in order to save the house. Mayor Ferrara responded to Ms. Gibson's comments and noted that throughout the process, he had met with Gordon and Manetta Bennett, he respects them, and has gone to great lengths to understand their position. He believed that there was mutual respect between himself and the Bennetts, there had been no malice or disrespect, and that the statements are not true or valid. Agenda Item 8.c. Page 14 Minutes: City Council /Redevelopment Agency Meeting Tuesday, February 23, 2010 18. ADJOURNMENT Mayor /Chair Ferrara adjourned the meeting at 11:40 p.m. Tony Ferrara, Mayor /Chair ATTEST: Kelly Wetmore, City Clerk (Approved at CC Mtg ) Page 15 Agenda Item 8.c. Page 15 MINUTES REGULAR MEETING OF THE CITY COUNCIL /REDEVELOPMENT AGENCY TUESDAY, MARCH 9, 2010 COUNCIL CHAMBERS, 215 EAST BRANCH STREET ARROYO GRANDE, CALIFORNIA 1. CALL TO ORDER Mayor /Chair Ferrara called the Regular City Council /Redevelopment Agency meeting to order at 7:02 p.m. 2. ROLL CALL City Council /RDA: Council /Board Members Joe Costello, Ed Arnold, Chuck Fellows, Mayor Pro Tem/Vice Chair Jim Guthrie and Mayor /Chair Tony Ferrara were present. City Staff Present: City Manager Steven Adams, City Attorney Tim Carmel, Director of Legislative and Information Services /City Clerk Kelly Wetmore, Director of Administrative Services Angela Kraetsch, Chief of Police Steve Annibali, Police Commander John Hough, Director of Community Development Teresa McClish, and Planning Manager Jim Bergman. 3. FLAG SALUTE Members of Boy Scout Troop 234 and Cub Scouts Pack 13 Den 1 led the Flag Salute. 4. INVOCATION Pastor Robert Banker, Open Door Church, delivered the invocation. 5. SPECIAL PRESENTATIONS None. 6. AGENDA REVIEW 6.a. Ordinances Read in Title Only. Council /Board Member Costello moved, Council /Board Member Arnold seconded, and the motion passed unanimously that all ordinances presented at the meeting shall be read in title only and all further readings be waived. 7. CITIZENS' INPUT, COMMENTS, AND SUGGESTIONS Ira Hughes Canyon Way, stated Council agreed to do research on space needs for City staff; requested a copy of the proposed Purchase and Sale Agreement; commented that the City had laid off employees; referred to other vacant commercial properties available in the City that are motivated to sell or lease; and requested the Council investigate these other building options. Tim Moore Fair Oaks Avenue, expressed concern about time limits for public comments; stated the Mayor should recues himself from the Centennial Plaza project; agreed with Council Member Arnold that the City should buy the building at the new appraised value; agreed with Council Member Jim Guthrie that if the building is financed, it should not be done with sales tax funds; stated that the City Manager does not have the City's needs first; energy should be used towards paving roads and repairing sidewalks; and said if the City is laying off people, how can the City afford to buy a new building. Agenda Item 8.c. Page 16 Minutes: City Council /Redevelopment Meeting Tuesday, March 9, 2010 8. CONSENT AGENDA Page 2 Mayor /Chair Ferrara invited members of the public who wished to comment on any Consent Agenda Item to do so at this time. There were no public comments received. Action Council /Board Member Fellows moved, and Council /Board Member Arnold seconded the motion to approve Consent Agenda Items 8.a. through 8.1., with the recommended courses of action. The motion passed on the following roll -call vote: AYES: Fellows, Arnold, Guthrie, Costello, Ferrara NOES: None ABSENT: None 8.a. Cash Disbursement Ratification Action Ratified the listing of cash disbursements for the period February 16, 2010 through February 28, 2010. 8.b. Consideration of Approval of Minutes Action Approved the minutes of the Regular City Council Meeting of February 9, 2010, as submitted. 8.c. Consideration of Approval of Service Agreement with Citizenserve Action Approved a Service Agreement with Online Solutions, LLC ( "Citizenserve ") for purchase and implementation of the Citizenserve e- government software service and authorize the City Manager to execute the Agreement. 8.d. Authorization to Reject Claim Filed Against the City — Claimant: K. Westfall Action Rejected the claim and authorize the City Clerk to send a standard rejection letter to the claimant as recommended by the City's Claims Administrator, Carl Warren & Company. 8.e. Consideration of Council Appointment to Parks and Recreation Commission Action: Approved the recommendation of Council Member Joe Costello to appoint Shannon Kessler to the Parks and Recreation Commission. 8.f. Consideration of Council Appointment to the Brisco Road - Halcyon Road Interchange Subcommittee Action Approved the appointment of Council Member Costello to replace Council Member Arnold on the Brisco Road - Halcyon Road Interchange Subcommittee. 8.g. Consideration of Resolution in Support of Legislation to Enable the Redevelopment Agency to Utilize Affordable Housing Set -Aside Funds Outside the City Limits for Development of a Regional Homeless Housing and Shelter Project [COUNCIL /RDA] Action Adopted Resolution No. RDA 10 -01 as follows: "A RESOLUTION OF THE ARROYO GRANDE REDEVELOPMENT AGENCY IN SUPPORT OF LEGISLATION TO ENABLE THE REDEVELOPMENT AGENCY TO UTILIZE AFFORDABLE HOUSING SET -ASIDE FUNDS OUTSIDE THE CITY LIMITS FOR DEVELOPMENT OF A REGIONAL HOMELESS HOUSING AND SHELTER PROJECT, 8.h. Consideration of an Agreement with Witmer -Tyson Imports, Inc. for the Purchase and Training of Police Canines Action Approved and authorized the Mayor to execute an Agreement with Witmer -Tyson Imports, Inc. for the purchase and training of police canines. Agenda Item 8.c. Page 17 Minutes: City Council /Redevelopment Meeting Tuesday, March 9, 2010 Page 3 8.i. Consideration of Acceptance of the Fair Oaks Avenue /Halcyon Road Traffic Signal Upgrade Project, PW 2008 -06 Action: 1) Accepted the project improvements as constructed by Woeste Electric Inc., in accordance with the plans and specifications for the Fair Oaks Avenue /Halcyon Road Traffic Signal Upgrade Project, PW 2008 -06; 2) Approved an appropriation of $20,000 from the Traffic Signalization fund; 3) Directed staff to file a Notice of Completion; and 4) Authorized release of the retention, thirty -five (35) days after the Notice of Completion has been recorded, if no liens have been filed. 8.j. Consideration to Approve Construction Plans and Specifications and Environmental Exemption for the Pearwood Avenue Rehabilitation Project, PW 2010 -03 Action 1) Approved the construction plans and specifications for the Pearwood Avenue Rehabilitation Project, PW 2010 -03; 2) Found that the Pearwood Avenue Rehabilitation Project is categorically exempt from CEQA pursuant to Section 15301(c); and 3) Directed the City Clerk to file a Notice of Exemption. 8.k. Consideration of a Resolution Approving FY 2009/10 Memorandum of Understanding with the International Association of Fire Fighters Local 4403 Action Adopted Resolution No. 4263 as follows: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE ADOPTING A SALARY AND BENEFIT PROGRAM FOR EMPLOYEES REPRESENTED BY THE INTERNATIONAL ASSOCIATION OF FIRE FIGHTERS LOCAL 4403 AND REPEALING THOSE SECTIONS OF RESOLUTION NO. 4043 ADOPTED ON NOVEMBER 13, 2007 IMPACTING SAID EMPLOYEES ". 8.1. Approval of Minor Use Permit — Plot Plan Review and Consideration of a Request to Waive Fees Associated with the Relocation of the "Stilwell House" from 734 Myrtle Street to 122 Allen Street Action: Adopted Resolution No. 4264 as follows: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE APPROVING MINOR USE PERMIT — PLOT PLAN REVIEW 10 -005 AND THE WAIVER OF FEES; LOCATED AT 122 ALLEN STREET; APPLIED FOR BY DUKE AND LORI STERLING ". 9. PUBLIC HEARINGS 9.a. Consideration of a Proposed Ordinance Approving Development Agreement 09 -002; Arroyo Grande Regional Recreation Center. Planning Manager Bergman presented the staff report and recommended the Council introduce an Ordinance approving Development Agreement 09 -002 to construct a multi - purpose recreation center on a property located at the corner of West Branch Street and Old Ranch Road. Warren Hemrick project architect, stated he and other members of the design team would be available to answer any questions. Allan Buck project coordinator, 5 Cities Community Services Foundation, stated that there has been a concerted effort to bring this project forward and that it could be self supporting and could be built for less than $20 million dollars; stated a subcommittee has been formed, research has been done, and public meetings have been held; a new project design has been designed; stated there would be a fundraising plan; and the Foundation would address operational issues during the construction process. He then gave a presentation which included a Recreation Center Mission Agenda Item 8.c. Page 18 Minutes: City Council /Redevelopment Meeting Page 4 Tuesday, March 9, 2010 Statement; an overview of goals and objectives for the Center; programs and classes for all ages; sports activities; possible City or other entity sponsored activities; marketing summary and business plan to operate the Center at a profit; and an overview of community benefits. Craig Bouck representing the 5 Cities Community Services Foundation, provided an overview of the project design, including a site rendering; first floor plan; second floor plan; existing topographic map; site photo; site plan; reviewed vehicular and pedestrian circulation patterns in and out of the site; site sections (grading and height); landscape plan; elevations; project rendering; a proposed windmill (as a symbol to represent the project); and review of sustainable features on the site and for the building. Council questions and comments ensued regarding the fundraising and whether there would be corporate sponsorships; frequency of tournaments; if the upper parking lot would be restricted; whether there would be discretion on design and landscaping for the facility in the future; use of rainwater harvesting; concern about the soil as it relates to appropriate landscape materials for the site; use of sustainable materials; the proposed windmill; clarification regarding the term of agreement as it relates to start of construction; clarification regarding sign regulations and height; request to modify condition #40 to replace the reference to "Commissioner Barneich" with "Tree Guild "; and clarification concerning the project description as it relates to findings in the Initial Study /Mitigated Negative Declaration. David Foote landscape architect, responded to questions from Council Member Fellows regarding the soil conditions and the types and varieties of trees and plants that could be planted on the site. Mr. Foote described a variety of trees and plants that could be used and placed in favorable spots, and stated he would welcome additional input regarding the final landscape plan. Further questions ensued concerning the proposed windmill, sign regulations and height limits. In response to questions regarding timelines for the project, City Attorney Carmel provided clarification regarding the term of commencement and completion of construction under the Development Agreement as it relates to the same provisions under the Lease Agreement. Mr. Buck requested that the lease agreement be amended to extend the time period for commencement of project improvements from three years to five years for the purposes of meeting fundraising goals. Mayor Ferrara called for a break at 8:35 p.m. The Council reconvened at 8:45 p.m. Mayor Ferrara opened the public hearing. Ed Peltzman Larchmont Drive, expressed concern about the size of the facility; the cost to build the facility; increases in construction costs over the next 5 years; the proposed management company to operate the facility; tournaments and drawing people from outside the area; coordination of parking between the Woman's Club and the Regional Center; and traffic impacts on Larchmont. Jim DiCecco Pismo Beach, former Vice President of Oceano Community Center, explained the funding issues that Oceano Community Center faced was due to project loans that could not be paid and the Center was subsequently sold to Lucia Mar School District; stated that its current Agenda Item 8.c. Page 19 Minutes: City Council /Redevelopment Meeting Page 5 Tuesday, March 9, 2010 activity sustains the Center as there are no loans and no debt; and spoke in favor of the project noting that the sustainable features will reduce operating costs. James Battersby Shell Beach, stated he has worked 45 years in the Parks and Recreation field; wants a facility to provide amenities to maximize its services; ensured the neighboring communities that teams that come from out of town are well supervised by their coaches and are representing their own communities and will contribute to the community; that the project will economically enhance the community; that Special Olympics athletes will benefit; YMCA will utilize the facility and office space; and supported the project. Vincent Bozanich Old Ranch Road, referred to the traffic study and expressed concerns about reduced levels of service and stated that the Brisco improvements should be completed first. Steve Ross Garden Street, referred to the lack of recreation and gym facilities in the area; spoke about the condition of gym floors that are heavily used; stated that youth crimes go down when there is a recreational facility available; and spoke in favor of the project. Janet George Shell Beach, spoke in favor of the project, stating that it is a project similar to the Clark Center which is an asset to the community. Dave Ekbom Grover Beach, spoke in favor of the project; stated it will be privately funded and is a win -win situation. Steve Loomis Huasna Road, spoke in favor of the project; stated there is a need for the facility in this area; the overall concept involves multi - generational uses; and it is a good use of the property. Upon hearing no further comments, Mayor Ferrara closed the public hearing. Council comments ensued in support of the Development Agreement for the proposed project; that it is a positive project for everyone inside and outside of the City; clarification that the City would not be funding the project and it would be privately funded; that Larchmont should experience some traffic relief when W. Branch Street improvements are completed; that the quality of visiting sports teams is high and should not present any problems for the City; support for the proposed design; clarification that the proposed sign or other identifying element for the recreation center would require a conditional use permit; support for the name of the center as Arroyo Grande Regional Recreation Center; that any proposed sign would be reviewed at a later date and should not be too tall or contain any imitation materials; that there is a potential for providing parking permits if necessary; and suggestions for the sidewalk design along W. Branch Street. Further comments were provided regarding the Foundation's selection of a management company to operate the center; that most likely there would not be a need to hold tournaments every weekend; that there should be no egress from the project onto Rodeo Drive; that the Council is sensitive to the needs of the neighbors; acknowledgement of the Foundation's fundraising efforts to fund the project as well as the creation of an endowment to fund operation of the center; that the Foundation should work with the Tree Guild on the landscape plan; support for a photovoltaic system for solar energy; that there would be no showers or locker rooms; that the Halcyon / Brisco problem will be solved within six to ten years; support for a meandering sidewalk along W. Branch Street to protect pedestrians; acknowledgement of former Council Member Jim Dickens for starting this effort in 1998; support for the design and multi - purpose use; that if the money is not raised, the project would not be built; confidence that the money would be raised by the Foundation; that the signage issue needs to come back for final approval; that parking at the rear of the site will be needed; that the proposed Business Plan will change as time proceeds; support for sustainability; that the YMCA and other youth oriented organizations will be interested in office space within the Agenda Item 8.c. Page 20 Minutes: City Council /Redevelopment Meeting Page 6 Tuesday, March 9, 2010 center; acknowledgement that traffic is a concern and that the City is working with Caltrans to obtain approval for the Brisco /Halcyon project. Action Council Member Arnold moved to introduce an Ordinance as follows: "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE APPROVING DEVELOPMENT AGREEMENT 09 -002 TO CONSTRUCT A MULTI- PURPOSE RECREATION CENTER ON A PROPERTY LOCATED AT THE CORNER OF WEST BRANCH STREET AND OLD RANCH ROAD ", as amended to modify the timelines in the Development Agreement, Section 3.i., from three (3) years to five (5) years; and to modify Section 2.a., from seven (7) years to ten (10) years to be consistent with the Lease Agreement. It was further moved to remove the monument sign /windmill and have the issue brought back through a conditional use permit at a later date. Council Member Fellows seconded and the motion passed on the following roll call vote: AYES: Arnold, Fellows, Costello, Guthrie, Ferrara NOES: None ABSENT: None 9.b. Consideration of Community Development Block Grant (CDBG) Projects for Year 2010. Planning Manager Bergman presented the staff report and recommended the Council adopt a Resolution approving projects to be funded with the City's allocation of CDBG funds for the Year 2010. Staff responded to questions from Council regarding the University of California Merced's assistance with the Small Business Development Center program; the methods used for determining allocation of funding; the funding for administration and planning of the CDBG program; and clarification concerning the reallocation of funding from SLO Hotline to the United Way as they are taking over the SLO Hotline program. Mayor Ferrara opened the public hearing. The following members of the public addressed the Council, thanking them for their past support, considering this year's funding requests, and speaking briefly about their respective organizations and programs: Sarah Rudd - Lawler representing Big Brothers Big Sisters Larry Felt representing Community Action Partnership Carl Hansen representing the Food Bank Coalition Pearl Munak representing Transitional Food and Shelter Upon hearing no further comments, Mayor Ferrara closed the public hearing. Council comments ensued in support of the proposed projects and the recommended allocation of CDBG funding, and the representatives that were present on behalf of their respective organizations were acknowledged and thanked for their service to the community. Agenda Item 8.c. Page 21 Minutes: City Council /Redevelopment Meeting Page 7 Tuesday, March 9, 2010 Action: Council Member Fellows moved to adopt a Resolution as follows: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE APPROVING COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROJECTS FOR YEAR 2010 55 . Council Member Costello seconded. The motion passed on the following roll call vote: AYES: Fellows, Costello, Guthrie, Arnold, Ferrara NOES: None ABSENT: None Mayor Ferrara called for a break at 10:07 p.m. The Council reconvened at 10:15 p.m. 10. CONTINUED BUSINESS ITEMS None. 11. NEW BUSINESS ITEMS 11.a. Consideration of Potential Changes to Historic Resources Criteria and Related Policies. Planning Manager Jim Bergman presented the staff report and recommended the Council: 1) Discuss and give direction to staff regarding potential changes to the historic resources criteria; and 2) Reprogram $30,000 in Redevelopment Agency funds for consultant services to prepare a Historic Resource Survey. Council questions and comments ensued regarding the City's CEQA Guidelines; whether other cities' guidelines have been challenged; and whether it was premature to conduct a historic resource survey before determining potential changes to the criteria. Mayor Ferrara invited comments from those in the audience who wished to be heard on the matter. Greg Nester stated he went through the historic designation process and expressed concern with the process; that there are good ideas; that he is not sure a study is the right thing to do at this time; that the process is very subjective; and that criteria should be analyzed and investigated. Bill Hart Historic Resources Committee (HRC) Chair, commented on existing criteria 1 through 8 which was based on the National criteria; supported use of the National Register Criteria, use of the National Register Bulletin, and development of a defined and articulated historical context (matrix); did not support the development of criteria to designate different levels of historic resources; did not support development of a process to allow the relocation of historic resources; requested direction from the Council on how best to integrate review procedures for designated or potential historic resources with the Architectural Review Committee (ARC) and recommended that the Council allow the HRC to review projects within the D -2.4 overlay district and make recommendations to the Council; did not support amending the CEQA guidelines; supported a contract for a historic resource survey; and supported the establishment of a Mills Act Program. He concluded by stating it was important for the HRC to be professional and consistent in its recommendations. Agenda Item 8.c. Page 22 Minutes: City Council /Redevelopment Meeting Page 8 Tuesday, March 9, 2010 Steve Ross Garden Street, supported the idea to designate different levels or classes of historic resources; and stated that the physical value of a property needs to be considered as it relates to historic designation and potential relocation. Hearing no further public comments, Mayor Ferrara closed the public comment period. Council comments ensued regarding the historic designation process with acknowledgement that it is a very subjective process, even among consultants and experts. Following individual Council comments regarding the ten recommendations listed in the staff report, City Manager Adams summarized the direction a majority of the Council provided, as follows: 1. Modify the Historic Resources Criteria by adopting the National Register Criteria; 2. Utilize the National Register Bulletin: How to Apply the National Register Criteria for Evaluation with a modifying statement related to Arroyo Grande's unique history; 3. Develop a defined and articulated historical context; 4. Do not develop criteria to designate different levels of historic resources; 5. Do not develop a specific process to allow the relocation of historic resources; 6. Establish ARC and HRC review procedures for designated or potential historic resources and allow the HRC to review discretionary projects within the D -2.4 overlay district; 7. Encourage information exchange between HRC and ARC on projects of mutual interest with a visiting committee member not having voting rights; 8. Do not amend the City's CEQA Guidelines; 9. Contract for a Historic Resource Survey once the modified criteria is in place, and reprogram $30,000 in Redevelopment Agency funds for consultant services to prepare the survey; 10. Establish a Mills Act Program. It was also recommended that staff review Santa Barbara County's historic resources criteria and designation process further and to provide Council with an analysis and recommendation. The Council concurred and noted that these items would return to the Council for further consideration at a future date. No formal action was taken. 11.b. Consideration of Critical Needs Action Plan Process and Top City Priorities. City Manager Adams provided a brief introduction and recommended that the Council continue consideration of the Critical Needs Action Plan at this time; however, he recommended the Council approve the identified preliminary City priorities. City Manager Adams provided additional clarification by defining operational efficiencies. There was consensus of the Council to continue consideration of the Critical Needs Action Plan Process and to approve the identified City priorities. No formal action was taken. Agenda Item 8.c. Page 23 Minutes: City Council /Redevelopment Meeting Tuesday, March 9, 2010 12. CITY COUNCIL MEMBER REPORTS Page 9 Mayor Ferrara requested, and the Council concurred, to postpone City Council reports to the next meeting due to the late hour. 13. CITY MANAGER ITEMS None. 14. COUNCIL COMMUNICATIONS Mayor Ferrara noted that at the last meeting Otis Page had asked for a financial review of the City Hall project, and additional information with regard to the State budget as it relates to potential financial impacts on the City. He stated he followed up with Mr. Page who suggested a review committee to include financial and banking representatives from the community to include Mr. Carol Pruett and Mr. Mike McKenzie. Mayor Ferrara stated a review meeting has been scheduled later in the week which would also include an overview by David Mullinax from the League of California Cities Channel Counties Division of the proposed State ballot measure. He requested a member of the Council also be included on the review committee. Council Member Arnold suggested Mayor Pro Tem Jim Guthrie and the Council unanimously concurred. Council Member Arnold referred to the City's website and noted that the Agenda and staff reports could be accessed, reviewed, and printed from the website. He suggested that staff look into ways to provide a paperless agenda with the use of a digital tablet or something similar to the Council in the future, to reduce the cost of producing a paper packet. 15. STAFF COMMUNICATIONS None. 16. COMMUNITY COMMENTS AND SUGGESTIONS None. 17. ADJOURNMENT Mayor /Chair Ferrara adjourned the meeting at 11:59 p.m. Tony Ferrara, Mayor /Chair ATTEST: Kelly Wetmore, City Clerk /Agency Secretary (Approved at CC Mtg ) Agenda Item 8.c. Page 24 NCR INC 0 OR ;)E077 M E AN D U IAA JULY 10, 19 c• TO: CITY COUNCIL FROM: STEVEN N. ANNI ALI, CHIEF OF POLIO SUBJECT: CONSIDERATION TO DECLARE SURPLUS PROPERTY ! POLICE VEHICLE AND AUTHORIZE VEHICLE TRADE AND ACQUSITION DATE: MARCH 23,2010 RECOMMENDATION: It is recommended that the City Council: 1 adopt ar Resolution declaring an existing 2005 Ford F1 50 pick -up truck as surplus; 2 ) approve ar trade -in of the pick -up truck for a Chevrolet Impala at Christianson Chevrolet; 3 approve acceptance of 199 Hummer from ar Federal Surplus program; and appropriate up to $10,000 fr revenues received fr the sale o f surplus vehicles to paint and equip the Hummer. FINANCIAL IMPACT: The trade o f the surplus vehicle would have no financial impact due to the City receiving a vehicle of comparable value. The acceptance f the Federal Surplus 1033 vehicle would result in using approximately $10,000 of the $17,000 in unanticipated revenue from the sale of former surplus vehicles to paint and equip the Federal Surplus vehicle. There would be approximately 7,00 in unanticipated revenues gained. BACKGROUND: IJND: The Police Department possesses ar 2005 Ford F150 pick-up truck, which was originally assigned to a Police Officer serving in the Regional nail tar i s Task Force. Currently, the Pismo Beach Police Department has assigned an officer to the Narcotics Task Force and the Arroyo Grande Police Department has returned its officer to uniform services. As a result, this vehicle is no longer needed. ANALYSIS OF ISSUES: The Police Department currently has the need for two specialty vehicles. The first 4 is a basic sedan for the Citizen's Assisting Police Volunteer Patrol Program and the second need is for a suitab le vehicle to tow aw new $30,000 grant funded DUI trailer that the City will receive in exchange for managing the Avoid the 14 County-wide DUI effort. Agenda Item 8.d. Page 1 CITY COUNCIL CONSIDERATION ATION T DECLARE SURPLUS PROPERTY POLICE VEHICLEAND AUTHORIZE VEHICLE TRADE AND ACQUSITI N MARCH 23, 201 PACE 2 By declaring the 2005 Ford F150 as surplus, the Police Department has made a rrangements with Christianson Chevrolet to trad the truck for a 2006 Chevrolet Impala to be used by the volunteer patrol staff. This white Impala will match the other Impalas being obtained by both Pismo Beach and Grover Beach for use in their volunteer programs. The newly formed South County Police Volunteers will be able to volunteer their services in any of the three jurisdictions using like volunteer vehicles. The National narl Automotive Dealers Association I AL A value of the 2005 Ford F150 is ppr imately $10,975. The value of the 2006 Chevrolet Impala is $8,892.'19 including all fees. The difference in the value of the two vehicles will be credited to the Police Department's service account at Christianson Chevrolet. The second need is for a vehicle that has the c apability to tow the new DUI trailer. The 2005 Ford F1 50 does not have that capability. Through the sale o f two surplus motorcycles and a former police sedan, the Police Department o btained $17,000 in unanticipated revenue. The initial plan was to utilize those funds for a potential tow vehicle. However, the Police Department has been working with the City of Santa Maria to obtain at no cost an AM General Hummer from the Federal Surplus 1033 Program. The Hummer has only 2,100 original miles and is in very good working order. The Hummer has the ability to tow the DUI trailer and would be used as a limited use vehicle. The Santa Maria Police Department has committed to supply any repair or maintenance parts that may be needed in the foreseeable future. Staff is recommending that Council approve the acquisition of the Hummer and authorize using $10,000 of the $17,000 unanticipated revenue to " iviliani e" the vehicle and paint it in the traditional black and white color scheme. This would return approximately $7,000 back to the General Fund. The Santa Maria Police Department has been actively involved in the Federal surplus program and has assisted in providing more than 13 of these vehicles to public safety agencies throughout California. ALTERNATIVES: The following alternatives are provided for the Council's consideration: Approve staff's recommendations; Do not approve staff's recommendation. • Modify as appropriate and approve s taff's recommendation; or Provide direction to staff. Agenda Item 8.d. Page 2 CITY COUNCIL CONSIDERATION TO DECLARE SURPLUS PROPERTY /POLICE VEHICLE AND AUTHORIZE VEHICLE TRADE AND AC I SIT'I N MARCH 23, 2010 PAGE 3 ADVANTAGES: TAGES: The advantage of approving the recommended action is that it will provide for the trade of s urplus property, provide for a volunteer vehicle and provide a cost effective ter vehicle. DISADVANTAGES: No disadvantages have been identified. ENVIRONMENTAL REVIEW: This project is exempt from CEQA pursuant to CEQA Guidelines Section 15061 (b)(3). PUBLIC NOTIFICATION AND COMMENTS: The public impacted by the proposal is the Arroyo Grande Police Department's rtment's servi population. The public has been made aware o f the proposal before Council by ar posting of the Agendas in the front of City Hall on Thursday, March 18, 2010 and public notice posted on the City's webite on Friday, March 1, 2010. No public input has been received to d ate. Agenda Item 8.d. Page 3 RESOLUTION N . RESOLUTION F THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE DECLARING ING ITEMS AS SURPLUS AND AUTHORIZING THEIF TRADE WHEREAS, E S, the City o Arroyo Grande has certain vehicles which are no longer used; and WHEREAS, the vehicles can be classified as surplus property and made available for sale or trade NOW THEREFORE F E IT BE RESOLVED that the City Council of the City of Arroyo Grande does hereby declare as surplus the vehicle described in Exhibit A attached hereto and incorporated herein by this reference and authorizing the trade. On motion f Council Member , seconded by Council Member and by the following role call Grote, to wit. AYES: NOES: ABSENT: The foregoing Resolution was passed and adopted this day of 2010. Agenda Item 8.d. Page 4 RESOLUTION IV . PAGE TONY F E F A A, MAYOR ATTEST: KELLY WETMORE, CITY CLERK APPROVED AS TO CONTENT, STEVE ADAMS, CITY MANAGER APPROVED AS TO FORM* TIMOTHY J. CA EL, CITY ATTORNEY E Agenda Item 8.d. Page 5 EXHIBIT A SURPLUS VEHICLES AVAILABLE FOR SALE AND /OR AUCTION EHIl_F� 1. 2005 Ford F150 4x4 Pick Up (Unit #054) VIN #1 FTRF14595NA55851 Agenda Item 8.d. Page 6 RO INCORPORATE)'- " ESAOIRAN UIII .DULY 10. 191 0 1% To: CITY COUNCIL p&' FROM: TERESA McCLISH, COMMUNITY DEVELOPMENT ELOPMENT DIRECTOR BY: MIKE LINN, ASSISTANT CITY ENGINEER SUBJECT: CONSIDERATION To REJECT CONSTRUCTION BIDS AND SOLICIT NEW CONSTRUCTION BIDS F O R THE WEST BRANCH STRE ET RESURFACING PROJECT, P II 2008-08 DATE: MARCH 23, 2010 RECOMMENDATION: ATION: It is recommended the City Council: . reject aII construction bids received on March 2, 201 o for the vest Branch Street Resurfacing Project; 2. direct staff to solicit new construction bids for the West Branch Street Resurfacing Project for an April 13, 2010 bid opening. FINANCIAL IMPACT: The emended Capital Improvement Program budget included $1,131,014 for the vilest Branch Street Resurfacing Project, of which $1,01 1,769 is slated for construction costs and $49,807 for construction contingencies. The budget includes $ of American Recovery and Reinvestment Act of 200 ARRA funds. The remaining funding sources are from the Local Sales Tax initiative ($473,,000) and the Sewer Fund ($90,900). BACKGROUND: On December 8, 2009, Council approved the construction plans and specifications, determined the project to be categorically exempt in accordance with CEA pursuant to Section 15301 c, and directed staff to solicit construction bids following receipt of authorization from Caltrans. The project scope of work includes the resurfacing o f West Branch Street, between Oak Perk Boulevard and East Grand Avenue, construction of sewer improvements to serge the future Police Station and the Arroyo Grande Recreation center and construction of storm drain improvements at the intersection of West Branch Street and Vernon street. Staff included an additive bid alternate to perform an asphalt concrete overlay for a Agenda Item 8.e. Page 1 CITY COUNCIL CONSIDERATION To REJECT CONSTRUCTION BIDS FOR PROJECT, P 112008-08 MARCH 23, 2 1 PAGE 2 ALL CONSTRUCTION BIDS AND SOLICIT NEW THE WEST BRANCH STREET RESURFACING segment of Camino Mercado, from the Vilest Branch intersection to approximately 400 feet to the north, in the event that favorable bids were received. Staff designed the project bid proposals to include a base bid schedule and five separate additive alternates to enable the project to be constructed within the available funding. The base bid and additive alternates are as follows: Base Bid Asphalt Overlay— E Grand to Brisco Microsurfacing — Brisco to Camino Mercado Asphalt overlay — Camino Mercado to oak Park Alternate A Differential Price for Asphalt overlay in Lieu of Microsurfacing Alternate B Differential Price for Base Bid Grinding & Overlay at Night Alternate D Differential Price for Microsurfacing at Might Alternate D Differential Price to Perform Alternate "A" at Night Alternate E Perform Asphalt overlay of Camino Mercado Segment ANALYSIS of ISSUES: On March 2, 2010, ten bids were opened for the vest Branch street Resurfacing Project (see Attachment No. 1). staff has tabulated the bid results and performed an analysis of the various contract award scenarios (see Attachment No. 2. The bids were well below the Engineer's Estimates of $1,011,769 (combination overlay and microsurfacing ) and $1 ,335,912 (entire overlay option). Although Papich Construction Company Inc. submitted the lowest responsive bid for the Base Bid, Granite Construction Company submitted the lowest responsive bid for the combination of the Base Bid and additive alternates recommended by staff. On March 17, 2010, Papich Construction submitted a letter to staff alleging inconsistencies in the bid documentation. that dictates the City's decision process for contract award (see Attachment lo. 3. Staff reviewed the information presented and consulted with the City Attorney. Upon confirmation of the discrepancies and the advice of the City Attorney, staff recommends that council reject all Hest Branch Street construction bids received on March 2, 2010 and d irect staff to read vertise the project to solicit new construction bids for an April 13, 2010 bid opening. The contract time is 120 calendar days. Work is now expected to begin in late May 2010 and complete by the end of September 2010. ALTERNATIVES: The following alternatives are provided for the Council's consideration: Reject all construction bids opened on March 2, 2010 for the project and direct staff to readvertise the project for an April 13 2010 bid opening; Agenda Item 8.e. Page 2 CITY COUNCIL CONSIDERATION To REJECT CONSTRUCTION BIDS FOR PROJECT, PW 2008 -8 MARCH 23, 201 PAGE 3 ALL CONSTRUCTION BIDS AND SOLICIT IEII THE WEST BRANCH STREET RESURFACING 0 Reject all construction bids opened on March h 2, 2010 for the project and delay readvertisernent to a future date; 0 Award a construction contract to Granite Construction for Contract Award Option E; 0 Provide direction to staff. ADVANTAGES: Rejecting the construction bids will eliminate inconsistencies in the bidding documentation to ensure a level playing field for all firms submitting bids. staff has corrected the bid proposal documentation to address the inconsistencies. DISADVANTAGES: Rejecting the bids will essentially delay the construction timeline for the project b approximately one month. ENVIRONMENTAL REVIEW: The project is categorically exempt from CE QA pursuant to Section 15301 (c). PUBLIC NOTIFICATION AND COMMENTS: The agenda was posted on Thursday, March 18, 2010. The agenda and staff reports were posted on the Cit is we bsite on F rid ay, March 19, 2010. N o public comments were received as of the time of preparation of this report. Attachments: 1. Bid Tabulations 2. Contract Award Options 3. Letter— Papih Construction to City Agenda Item 8.e. Page 3 ICOAPORATED f1! F Olt BID OPENING LOG SHEET CITY OF ARROYO GRANDE March 2 , 2010 2:00 p.m. West Branch Street Project P11 0- 0 �IDDEF�� E TOTAL BASE SID TOTAL ALT. T ALT, B Papich Construction San Luis Obispo, CA $ 9 779.00 � $ $� alPortlan d C onstruction Santa Maria, CA $8609695,75 $5,50.0 Burke Corporation Sari Luis Obi spo, CA $867 $2329910.00 $21,000.00 CA Coastal Development, Inc Santa Maria, DA $839,903.00 $296 17 5.00 ' Souza Construction, Inc. $850, $205 San Luis Obispo, CA G ranite C onstructi on C o Bar bara, CA D $827,880.00 $ 8 588.00 (47 c� c� Xe Wetmore g ityderk c� M co .16 : Director of Community Development Assistant City Engineer Ci Manag TOTAL $0 $4 9 180.00 $13,000.00 $25746,00 $18,920.00 $ TOTAL ALT. D $ $3,640.00 $13$000.00 $9000.00 $4 ,210,00 - $3 TOTAL ALT. E $84,995.00 $70 $83,940.00 s123.76 $ $53,075.25 n BEA im tD CL 0) rMIL M CI M M 00 Contract Award Options West Branch Resurfacin Project, PW 2008-08 March 23, 201Q Base Bid Alt "A" - AC Overla in Lieu of Microsurfacin Alt T" - Differential Price to Perform Base Bid Grindin & Asphalt Oveda at Ni Alt "C" - Differential Price to Perform Base Bid Microsurfacin at Ni Alt "D" - Differential Price to Perform Alternate "A" Grindin at Resurfacin at Ni - Alt "E" - AC Overla for Camino Mercado Option A Option B I Option C Option D Option E Total Bid All AC - W Branch AC w l Micro - W All AC - W Branch + ACIMicro - W Branch, Branch Camino Mercado AC - Camino Mercado Granite Papich Granite Papich Granite Papich Granite Papich Granite Papich 801,740 790,709 801,7401 790,709 801,740 790,709 801,740 790,709 801.740 790,709 182,586 201,192 182.586 201,192 182,586 201,192 ( 7,080 ) 0 ( 7,080 ) 0 (7,080 0 ( 7,080 ) 0 ( 7,080 ) 0 0 0 0 0 0 0 ( 3,540 ) 0 (3,540 0 ( 3,540 ) 0 53,075 84,955 58 075 84,955 53*075 84,955 1.026,781, 1.076.856 97.3,706 1991,901 794,660 790.709 1,026,781 MML� 1,076,856 847,735 875,6654 I .-_ I r-4- 3 (D z 0 A CA M 0 CON 3/17/1 City of Arroyo Grande Departm of Public Works 214 East Branch Sheet Arroyo Grande, Ca 93420 Attn: Nfichael Linn 0 I][ ., INC. Attachment No, 3 RECEIVED MA 17 7 0 1 CITY OF ARROYO Ps ANOF ENGINEERING DF-PA17RT?,v11ENT Subject: Project No. W 2008 -8: West Branch Street Resurfacing R e: Contract Award Mr. Iron — It has come to the attention of P pith Construction that are inconsistency in the West Branch Street Resurfacing project specifications and bid documents has caused considerable confusion as to who the project will ultimately be awarded to. Respectfully, Papih Construction submits this letter to your office in order to offer clarification as to the position which our company maintains. The discrepancy in the specifications and bid documents revolves around the definition of how P 200$- 8 shall be awarded. In two separate locations, the project specifications male contradictory s tatements regarding evaluation for award. Specifically, award of contract is discussed under the Bid Requirements section and states that: "The City will award a Contract, at its discretion, solely on the lowest base contract bid" Additionally, award of contract is discussed under the Bid Proposal section and states that: "The City will award a Contract based on the aggregate total of the Base Bid and all additive bid items" WhEe two methods of evaluation are discussed in the contract documents, the only logical means to evaluate this project is by way of using the base bid as the grounds for award. This is the case because all the acid alternates are not completely separate, specifically defined scopes of work. Selection of certain add alternates precludes the selection of other add alternates — making there mutually exclusive. Comparison based upon a total derived by adding the base bid plus all add alternates provides a logically meaningless number to the City as is shown on Table 1 below: Table 1: Alternates A and C are Mutuall y Exclusive Base Bid Alt A Alt B Alt Potential Opti 1 �� N/ Potential option /A Alt D I Alt MA JUNG Anol ss: Po Box 2210 G ENERAL ENGMERING CONTRACTOR Pismo BEACH, CA 93448 UCE SE #767055 www.poichcon OFFICE: 805 - 473 -3016 EST IMATOR' FAX: 805-473-221 ACC OUNUNG F 481 =5966 Agenda Item 8.e. Page 6 r PAPIC.H CONSTRUCTION CO., INC. Additionally, California Public Contract Code, Section 10116, Part C states that: "Whenever additive or deductive items are included in a bid, the bid solicitation shall specify which one of the folioxxing methods will be used to d t nine the lowest bird. In the absence of such spe if only the method provided by paragraph 1 uU be used "' Section 101261, Part C. Paragraph 1 states that: "The lowest bid shall be the lowest bid price on the base contract without consideration of the prices on the additive or deductive items "' The project documents did not provide an express method for deter irmatl n of the lowest bidder. By default, the City, should folio xr the procedures outlined in Paragraph 1 of Section 1 0126 and make the award solely using the vase bid for comparison. Furthermore, fart C of eetion 10126 specifically stags that "Whenever additive or deductive bid items are included in a bid, the bi solidtation shall specify which one of the following methods will be used to determine the lowest bid" The bid solicitation for this project did not include the method for evaluation of the lowest bidder — agar resulting to a default award by comparison of base bid only as outlined in Paragraph 1 of Section 10 126. Papih Construction respectfully requests that your office award PW-2008-08 based solely upon the base bid for comparison purposes as previously outlined. To do so will be in compliance with California Public Contract Code in addition to being the only logical means for evaluation. Should any questions arise, please contact our office. Sincerely, PAPICH CONSTRUCTION COMPANY, INC. Nae Akins Estimator MAILINci ADDRESS: Po Box 2210 Pismo BEACH, CA 93448 GENERAL ENGINEERING INN CONTRACTOR LICENSE 4767055 ww%N..Vapi ticolistruction.conI OFFICE: 805 - 473 -3016 ESTIMATOR'S FAX: 805 -473 -2217 'cOUNTIN FAx: 805-481-5966 Agenda Item 8.e. Page 7 THIS PAGE INTENTIONALLY LEFT BLANK Agenda Item 8.e. Page 8 X. INCORPORATE 7 • MEMORANDUM JULY 10 1811 F To: CITY COUNCIL FROM: DOUG PERRIN, DIRECTOR of RECREATION EATION AND MAINTENANCE SERVICES 1 � ) 9, BY: MIKE LINT , ASSISTANT CITY ENGINEER SUBJECT: CONSIDERATION of ACCEPTANCE of THE PORTER FIELD BA CKSTOP REPLACEMENT PROJECT, ECT, PW 2010- DATE: : M ARCH 23,201 RECOMMENDATION IEI D ►TION It is recommended the City Council: 1. accept the project improvements as constructed by Town & Country Fencing in accordance with the plans and specifications for the Porter Field Ba Replacement ement project; 2. direct staff to file a Notice of Completion; 3. authorize release of the retention, thirty -five 3 days after the Notice of Completion has been recorded, if no liens have been filed. FINANCIAL IMPACT: The FY 2009110 Capital Improvement Program included $20,000, consisting solely of Park Improvement Funds, for the Porter Field Backstop Replacement ement Project. The accepted construction bid was higher than budgeted at $23,823 $21 ,657 base construction plus $2,166 contingencies). Staff coordinated a commitment from Babe Ruth Baseball for the additionally required project amount of $3,823. The actual total construction cost is $22,008. Babe Ruth Baseball will be billed $2 to cover the additional cost. BACKGROUND: O n February 9, 2010, the City Council awarded a construction contract to Torn Country Fencing to construct a new backstop assembly. The original Porter Field bac kstop was constructed by citizen volunteers in the mid - seventies from discarded oil Agenda Item 8.f. Page 1 CITY COUNCIL CONSIDERATION of AN AWARD of CONTRACT To TOWN & COUNTRY FENCING FOR THE PORTER FIELD BACKSTOP REPLACEMENT CEMEI T PROJECT, P 112010-04 FEBRUARY 9, 2010 PACE field piping. The backstop stop had deteriorated considerably and required replacement as It had been identified as a potential safety hazard. As a budget saving measure, City maintenance staff dismantled and disposed of the existing backstop materials and exposed the foundation footings. ALTERNATIVES: TIVES: The following alternatives are provided for the City Council's consideration: Approve staffs recommendations; - Do not accept the project; - Accept the project, but do not authorize release of retention; or - Provide direction to staff. ANALYSIS of ISSUES; The contractor has c ompleted the work in accordance with the approved plans and specifications. ADVANTAGES: The project is complete. Accepting the improvements will allow staff to close the project and invoice Babe Ruth Baseball $2,008. DISADVANTAGES: The disadvantage of accepting the improvements would be if subsequent deficiencies in the work were identified. However, the contract documents include a one -year warranty period for the contractor to address any construction defects that may arise. ENVIRONMENTAL REVIEW: The project is categorically a empt from C. E QA pursuant to section 15301 (d). PUBLIC NOTIFICATION AND COMMENTS: TS: The Agenda was posted in front of City Hall on Thursday, March h 1 , 2010. The Agenda and report were posted on the City's website on Friday, March 19, 2010. No public comments were received. A 1. Notice of Completion Agenda Item 8.f. Page 2 RECORDING REQUESTED BY AND WHEN RECORDED RETURN TO: CITY CLERK CITY OF ARROYO GRANDE '.. BOX 550 .ARROYO GRANDE, CA 93421 NOTICE OF COMPLETION NOTICE IS HEREBY GIVEN THAT: 1. The undersigned is owner or agent of owner of the interest or estate or the property hereinafter described as stated below, 2. The FULL NAME of the OWNER is: The CitE of Arroyo Grand 3. The FULL ADDRESS of the OWNER is: _ 214 East Branch Street, Arroyo Grande, ... ahLbrnia 93420 _ 4. The NATURE OF THE INTEREST or ESTATE of the undersigned is: in fee -- „ THE FULL NAME and FULL ADDRESS of ALL PERSONS, if a ny, w ho hold such interest or estate with the undersigned as JOINT 'rEI IANTS o as TENANTS [N COMMON are: NAMES ADDRESSES Non 6. THE FULL NAVIES and FULL AF DRES ES of the P EI ECESS 1 'S in interest of the undersigned if the property w a s tra ns feffe i subsequent to the commencement of the work of improvements ments herein referred to: NAMES ADDRESSES Von e 7. All work of improvement on the property hereinafter described was COMPLETED March 10, 2010 8. The NAME OF THE ORIGINAL CONTRACTOR, if any, for such work of improvement is: To wn & Counny Fenci 9. The street address of said property is: Non J. The property on which said work of improvement was completed is in the City of Arroyo Grande, Count} of Sari Luis Obispo, State of California, and is described as follows: Porter Field Backstop Rola cement Pro `ect P W 2 010- 0 Verification of NON-INDIVIDUAL I IDUAL ow er: I, the undersigned, declare under penalty of perjury under the laws of the State of California that I am the Director of Recreation and Maintenance Services of the aforesaid interest or estate in the property described in the above notice; that I have read the said notice, that I know and understand the contents thereof, and the facts stated therein are true and correct. Doug Perrin, Director of Recreation and Maintenance Services March 24, 2010, Arroyo Grande, California -- END OF DOCUMENT -- Agenda Item 8.f. Page 3 THIS PAGE INTENTIONALLY LEFT BLANK Agenda Item 8.f. Page 4 RO 0. INCORPORATE 0 rn JULY 10, 11011 MEMORANDUM q4LIFO %4 To: CITY COUNCIL FROM: TERESA MCCLIS , IRECTOR of COMMUNITY DE ELOPI ENT Y. ,JIM BERGMAN, PLANNING MAN SUBJECT: CONSIDERATION of ADOPTION of AN ORDINANCE APPROVING DEVELOPMENT AGREEMENT T 2 AND AMENDING THE LEASE AGREEMENT WITH THE 5 CITIES COMMUNITY SERVICE FOUNDATION DATE: MARCH 23, 201 RECOMMENDATION: It is recommended the city Council: 1 adopt an Ordinance approving Development Agreement 09 -992; and 2 approve the First Amendment to the Lease Agreement with the 5 cities Community Service Foundation. FINANCIAL IMPACT: The city has provided assistance in the.pre aration of the application for the proposed project. Accordingly, the proportional project share for this work includes approximately $19,372 for title, tentative map, biological resources survey, archeological resources surrey and traffic study preparation. The City also did not charge application or environmental review fees for the proposed development agreement. lender the terms of the Development Agreement, 'all City permit fees will be waived. The proposed project area is included as part of the recently approved subdivision that also included four residential lots. It is proposed that the income generated from the sale of three of the lots conservatively estimated at $999,090, be dedicated to the construction of the project. The fourth lot mould be utilized for emergency access and potential parking. BACKGROUND: On March 9, 2919, the City Council held a public hearing to consider introducing an Ordinance approving Development Agreement 99 -002 for the construction of a recreation center on a five -acre parcel at the corner of West Branch Street and Old Punch Road. At the conclusion of the public hearing, the Council voted -9 to introduce the Ordinance, as modified, approving Development Agreement 99 -902. ANALYSIS of ISSUES: During consideration of the Development Agreement, the applicant requested consideration of: 1 a 43'6' windmill feature to be located near the corner of Vilest Agenda Item 8.g. Page 1 CITY COUNCIL CONSIDERATION of ADOPTION of A PROPOSED ORDINANCE APPROVING DEVELOPMENT T AG EEMENT -002 AND AMENDING THE LEASE AGREEMENT; FI IE CITIES RECREATION E ITIOI CENTER MARCH 2 , 2 1 PAGE 2 Branch Street and Old Ranch Road; and 2 the time parameters in the Development Agreement and the Lease Agreement that requires construction to start 3 years after approval and budgeting of improvements related to risco /Halcyon interchange be changed to b years. The council introduced the Ordinance as amended to modify the timelines in the Development Agreement, Section 3.i., from three 3 years to years; and to modify Section 2.a., from seven years to ten 10 years to be consistent with the Lease Agreement. It was further moved to remove the monument signtwindmill and have the issue brought back for consideration as a conditional use permit at a later date. ADVANTAGES: The following advantages related to the development include:' The project will develop a recreation canter at minimal cost to the City that includes areas for court games and multipurpose rooms and offices to serge a large spectrum of residents. Conditions of approval include the provision of public infrastructure such as sidewalks and public transft facilities, which has been identified as an important unmet need in the community. DISADVANTAGES: The following disadvantages related to the development include: Concerns have been expressed by neighboring residents regarding potential traffic and parking impacts. ALTERNATIVES: The following alternatives are provided for the Council's consideration: - Adopt an Ordinance approving Development Agreement 09-02 and amend the Lease Agreement. - Modify and adopt an Ordinance approving Development Agreement 0-002 and do not amend the Lease Agreement - Do not adopt an Ordinance approving Development Agreement -02 - Provide direction to staff. ENVIRONMENTAL ONMENTAL F E IE : In compliance with the California Environmental Quality Act DEQA , the Community Development Department has completed and circulated a Mitigated Negative Declaration. Mitigation measures to reduce impacts to less than significant levels have been created related to biological resources, utilities /service systems, hydrology water quality, noise, air quality, and geologysoils. The City Council adopted the Mitigated Negative Declaration at the March 9, 2010 meeting. Agenda Item 8.g. Page 2 CITY COUNCIL CONSIDERATION OF ADOPTION OF A PROPOSED OR INA CE APPROVING DEVELOPMENT AG EEMENT 09-002 AND AMENDING THE LEASE AGREEMENT; FIVE CITIES RECREATION CENTER MARCH 23, 2010 PAGE 3 PUBLIC NOTICE: The Agenda was posted In front of City Hall on Thursday, March 18, 2010. The Agenda and staff report were posted on the City's website on Friday, March 19, 2010. No public comments were received. Attachments: 1. First Amendment to the Lease Agreement Agenda Item 8.g. Page 3 ORDINANCE No, AN ORDINANCE of THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE APPROVING DEVELOPiIAENT AGREEMENT 09-002 To CONSTRUCT A MULTi- PURPOSE RECREATION CENTER ON A PROPERTY LOCATED AT THE CORNER ER GF WEST BRANCH STREET AND OLD RAN C H ROAD WHEREAS, S, space devoted to indoor recreation court facilities are limited in the City of Arroyo Grande and are currently used at full capacity; and WHEREAS, the Fire Cities Community Service Foundation seeks to develop a two story, 5 3,712 square feet recreation center that includes areas for court games, multipurpose rooms and offices; surface parking facilities; and wall signs totaling 142 square feet; and WHEREAS, the City of Arroyo Grande, owns an approximately -acre parcel on the corner of West Branch Street and Old Ranch Road which is zoned as Public Facilities; and WHEREAS, a development agreement is a contractual agreement which specifies the intensity, timing and conditions of development of real property; and WHEREAS, development agreements are used to provide an enhanced degree of certainty in the development process for both the property o ner de eloper and the public agency; and WHEREAS, duce to the long - terra fundraising efforts needed for a project of this type and the importance of aw recreational facility of this nature to the community, the 5 Cities Community Foundation is pursuing a Development Agreement with the City of Arroyo Grande; and WHEREAS, Municipal Code Section 1 .1 .1 o addresses development agreements; and WHEREAS, the City's Architectural Revie w Committee has reviewed the proposed recreation center at their meetings of January 11, 2010; and WHEREAS, pursuant to Municipal Code Section 16.16-150, a duly noticed public hearing was held by the Planning Commission on February 16, 2010; and WHEREAS, pursuant to Municipal Code Section 16.16.150, the Planning Commission, on February 16 2010 adopted a resolution recommending that the City Council approve a development agreement for the recreation center; and WHEREAS, S, pursuant to Municipal Code Section 16.16.150, after consideration of all testimony and all relevant evidence, the City Council has determined that the following findings of fact can be made in an affirmative manner: Agenda Item 8.g. Page 4 ORDINANCE NO. PAGE 2 a The development agreement is consistent with the goals, objectives, policies, general land uses, and programs specified in the general plan and any applicable specific plan; b The development agreement is compatible with the uses authorized in, and the regulations prescribed for, the land use district In which the real property is located; c The development agreement is in conformity with public convenience, general welfare, and good lead use practice; d The development agreement will not be detrimental to the health, safety, or general welfare; e The development agreement will not, in respect to the subject property, or any other property, adversely affect the orderly development thereof or the preservation of property values. NOW THEREFORE, E, THE CITY COUNCIL OF THE CITY OF ARROYO DOES ORDAIN AS FOLLOWS: SECTION 1: The above recitals and findings are true and correct and are incorporated herein by this reference. SECTION 2: The City Council adopts the Mitigated Negative declaration. SECTION : The City Council hereby approves the Development Agreement with the 5 Cities Foundation as set forth in Exhibit " A SECTION : A summary of this ordinance shall be published in a newspaper published and circulated in the City of Arroyo Grande at least five days prior to the City Council meeting at which the proposed ordinance is to be adopted. A certified copy of the full tent of the proposed ordinance shall be posted in the office of the city Clerk. Within fifteen (15) days after adoption of the Ordinance, the summary with the names of those City Council members voting for and against the ordinance shall be published again, and the City Clerk shall post a certified copy of the full text of such adopted ordinance. This Ordinance shall take effect and be in full force and effect thirty 30 days after its passage. SECTION 5: This ordinance shall take effect and be in full force and effect thirty 30 days after its passage. SECTION : If any section, subsection, sentence, clause, or phrase of this Ordinance is for any reason held to be invalid or unconstitutional by a decision of any court of competent Agenda Item 8.g. Page 5 ORDINANCE NO, PAGE 3 jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have passed this ordinance and each and every section, subsection, sentence, clause, or phrase not declared invalid or unconstitutional without regard to whe any portion of the ordinance would be subsequently declared invalid or unconstitutional. On motion of $ seconded by , and on the following roll call vote to wit. AYES: NOES: ABSENT. the foregoing Ordinance was adopted this day of 2010. Agenda Item 8.g. Page 6 ORDINANCE NO, PAGE TONY EEAFA, MAYOR ATTEST: KELLY WETMORE, CITY CLERIC APPROVED AS TO CONTENT: STEVEN ADAMS, CITY MANAGER APPROVED AS TO FORMA. TIMOTHY J. CARMEL, CITY ATTORNEY Agenda Item 8.g. Page 7 EXHIBIT RECORDING DING F E UESTED Y AND WHEN RECORDED RETURN N To: City of Arroyo Grande Attn: city Clem Po Box 550 Arroyo Grande, CA 93421 FOR RECORDER'S DEF 'S US ONLY DEVELOPMENT AGREEMENT {NO RECORDING FEE -- EXEMPT} THIS DEVELOPMENT AGREEMENT (this "Agreement" ) dated as of this � day of , 2010 {the "Effective Date"), by and between the City of Arroyo Grande ("City"), a municipal corporation, and 5 Cities Community services Foundation "5 Cities Foundation ", a California non - profit corporation. RECITALS WHEREAS, City is the o wner of a real property located at 400 West Branch street in the City of Arroyo Grande, State of California and legally described in E A, at- tached hereto and incorporated herein by this reference (hereinafter referred to as the "Property "); WHE EAS on November er 1 , 2006, the parties entered into a Lease Agreement (the "Lease"), a copy of which is on file at the Office of the City Clerk, located at 214 E. Branch street and incorporated herein by this reference, leasing the Property to 5 Cities Foundation for a term of fifty 50 years automatically renewing for an additional year after each January 1; and WHE the purpose of the Lease is for 5 Cities Foundation to construct and operate a community sports and recreational center (the "Project"); and WHEREAS, EAS, the City Council finds that construction and operation of the Project provides a significant overall public benefit for the community by providing valuable recreational facilities; and WHEREAS, to strengthen the public planning process, encourage private participation in comprehensive planning and reduce the economic risk of development, the Legislature of the State of California enacted California Government Code § 65864; and I Agenda Item 8.g. Page 8 WHEREAS, City in order to accomplish the same, enacted Arroyo Grande Municipal Code § 16.16.150, setting forth the required process for reviewing, processing and approving development agreements; and WHEREAS, city published a notice of intention to consider adoption of this Agreement pursuant to Government code sections §§ 65090 and 65091 and duly held a public hearing; end WHEREAS, by this Agreement, the City intends to provide 5 cities Foundation certain assurances with respect to development of the Project in an effort to reduce the economic costs of development of the Project, encourage investment and provide maximum efficient utilization of resources at the least economic cost to the public; WHEREAS, the City finds the following: a. This Agreement is consistent with the goals, objectives, policies, general land uses and programs specified in the General Plan. b. This Agreement is compatible with the uses authorized in, and the regulations prescribed for, the Community Facilities district in which the Project is located. c. This Agreement is in conformity with public convenience, general welfare and good lend use practice. d. This Agreement will not be detrimental to the health, safety or general welfare. e. This Agreement will not, in respect to the Property, or any other property, adversely affect the orderly development thereof or the preservation of property values; and WHEREAS, pursuant to ordinance No. # the City approved this Agreement with Cities Foundation,, setting forth the conceptual plans and conditions of approval, the permitted uses of the Property, design guidelines, density or intensity of use, and the maximum height and size of building. Not, THEREFORE, in consideration of the foregoing and other good and valuable consideration, the receipt and sufficiency of which is acknowledged, City and 5 Cities Foundation agree as follows: N Agenda Item 8.g. Page 9 Section 1. Recitals. The above recitals are hereby incorporated into the body of this Agreement as though set forth In full herein. Section 2. Tern and Periodic Review. a. This Agreement shall be effective immediately upon the Effective Date and shall expire ten 10 years from funding budgeted for, and California Department of Transportation's "CalTrans" approval of, the risco Halcyon interchange project, unless otherwise extended by City In writing pursuant to Section 7. b. City shall, not less than every twelve 12 months from the Effective Date, comprehensively review 5 Cities Foundation's efforts to comply with the terms and conditions of this Agreement. Section 3. Development Entitlements For the terra of this Agreement, the Project is hereby approved, pursuant to the Project conce plans presented to the Arroyo Grande City Council on [March 9, 2019 and on file in the Community Development Department, located at 214 E. Branch street, and subject to the terms and conditions set forth herein and in Exhibit "E" attached hereto and incorporated herein by this reference. a. The Project shall include an approximately 53,712 square foot recreational facility (the "Facility"), for use as a sports courts, multi- purpose rooms and offices. The Facility shall be divided into two 2 separate building areas with a "non - separated occupancy including 37,692 square feet of sports courts and a mezzanine running track, and a 15,572 square foot multi - purpose building. b. The Facility shall not exceed a height of forty eight feet,, 2 inches (48 c. 5 Cities Foundation shall construct a minimum of 179 parking spaces. d. Hours of operation of the Facility shall be limited from 7 am to 10 pm seven days per week. e. City shall eater into a shared parking agreement with the Women's Club and City of Arroyo Grande Community y Center for o verflow parking of the Facility. f. Final design shall be coordinated with and accommodate the final design of the proposed interchange at Old Ranch Road and West Branch Street as part of the Brisco Interchange Improvements. g. No construction shall take place until the city's Interim Urgency Ordinance Igo. 618 has expired. 3 Agenda Item 8.g. Page 10 h. No construction improvements are budgeted. shall take place until the Brisco interchange approved by the City and Caltrans and funding is i. 5 Cities Foundation shall commence construction of the Project within five (5) years of approval and funding of the Brisco interchange improvements. j. City shall have the right of first refusal to be the operator of the facility. if the City chooses to operate the facility, the City would be required to pay all operational costs of the Facility, but would not be required to pay any fee to 5 Cities Foundation or any reimbursement for construction costs. The entitlements set forth above will include various additional conditions and requirements including, but not limited to additional discretionary and ministerial approvals, with which 5 Cities Foundation will be required to comply in order to develop the Property and construct and operate the Project. Such approvals shall be reviewed and approved in accordance with the City of Arroyo Grande Municipal Code, California Environmental Quality Act and all other applicable local, state and federal lags and regulations. Section 4. Nested Ri f . 5 cities Foundation shall have a vested right to develop the Project in accordance with this Agreement. Section 5. Fees 5 Cities Foundation shall pay to city all fees, including, but not limited to development impact, building permit, plan check, inspection,, water and sever connection fees, encroachment permit, improvement plan, application and processing or other City development related fees. Section 6. Referendum. The parties acknowledge that City's approval of this Agreement is a legislative act subject to referendum. Section 7. Amendment or cancellation. This Agreement may be amended, or canceled in whole or in part, by mutual written consent of the parties subject to compliance with Arroyo Grande Municipal Code section § 16.16.150.F.2. Notice of intention to amend or cancel any portion of the Agreement shall be given in a manner provide! by Government Code section § 65867. Section 8. Environmental Comp liance. A Mitigated Negative declaration has been created, reviewed and adopted for the project. Mitigation measures to reduce impacts to less than significant levels have been created related to biological resources, utilities /service systems, hydrology /water quality,, noise, air quality, and geology /soils. These mitigation measures will be monitored by the City of Arroyo Grande and must be completed by the 5 Cities Foundation per the Mitigated Negative Declaration. Agenda Item 8.g. Page 11 Section 9. At#orne st Fees Costs and Expenses. In any litigation, arbitration, or other proceeding in law or equity by which one party to the Agreement seeps to enforce its rights under the Agreement, to resolve an alleged dispute, breach, default, or misrepre- sentation in connection with any of the provisions of this Agreement, to seek a declara- tion of any rights or obligations under this Agreement, or to interpret the provisions of this Agreement, the prevailing party shall be entitled to recover from the losing party ac- tual attorneys' fees incurred to resolve the dispute and to enforce the final judgment, award, decision, or order and such fees, costs; or expenses shall be in addition to any other relief to which the prevailing party may be entitled. Section 10. Notices. To be effective, all notices, requests, demands, and other commu- nications required or permitted under this Agreement shall be in writing and shall be de- livered either in person or by certified mail, postage prepaid, return receipt requested. Notice is deemed effective on delivery if served personally on the party to whom notice is to be given and delivery is confirmed by a receipt. Notice is deemed effective on the second day after mailing if mailed to the party to whom notice is to be given, by first class mail, registered or certified, return receipt requested, postage prepaid, and proper - ly addressed as set forth below. Any correctly addressed notice that is refused, un- claimed, or undeliverable because of an act or omission of the party to be notified shall be deemed effective as of the first date that said notice was refused, unclaimed, or deemed undeliverable by the postal authorities. The addresses for purposes of giving notice are as set forth below but each party may change its address by written notice in accordance with this paragraph. If to FIVE CITIES FOUNDATION: Fire Cities Community service Foundation oo West Branch Street Arroyo Grande, CA 93421-0633 If to CITY: City of Arroyo Grande Attn: city Manager P.O. B ox 55 Arroyo Grande, CA 93421-0550 Section 11. Authorizations. All officers and individuals executing, this and other docu- ments on behalf of the respective parties do hereby certify and warrant that they have the capacity and have been duly authorized to so execute said documents on behalf of the entity so indicated. Section 12. Headings and Captions The captions and headings of this Agreement are inserted for convenience only and shall not be deemed a part of this Agreement and shall not be used in interpreting this Agreement or in determining any of the rights or ob- ligations of the parties to this Lease. Agenda Item 8.g. Page 12 Section 13. Sever bilit r . If any term, provision, covenant, or condition of this Agreement shall be or become illegal, invalid, null, void unenforceable, or against public policy, in whole or in part, or shall be held by any court of competent jurisdiction to be illegal, invalid, null, or void, or against public policy, the term, provision, covenant or condition shall be deemed severable, and the remaining provisions of this Agreement shall re- rain in full force and effect and shall not be affected, unpaired, or invalidated. The term, provision, covenant, or condition that is so invalidated, voided or held to be unenforce- able shall be modified or changed by the parties to the extent possible to carry out the intentions and directives set forth in this Lease. Section 14. Counterpart Execution This Agreement may be executed in any number of counterparts, each of which shall be an original, but all of which together shall constitute one and the same instrument. Section 15. Entire Agreement This Agreement constitutes the find, complete, and ex- clusive statement of the terms of the agreement between the parties pertaining to the Agreement and supersedes all prior and contemporaneous agreements, promises, re- presentations, warranties, understandings, or undertakings by either of the parties, ei- ther oral or written, of any character or nature. No party has been induced to enter into this Agreement by, nor is any party relying on, any representation or warranty outside those expressly set forth in this Lease. Section 16. Ambiguities Each party and its counsel have participated fully in the review and revision of this Lease. Any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in interpreting this Lease. IN WITNESS WHEREOF, the parties have executed this Agreement which shall be deemed effective as of the first date set forth above. [Signatures an following page] Agenda Item 8.g. Page 13 CITY OF ARROYO GRANDE Tony Ferrara, Mayor Date: Attest: Kelly Wetmore, re, City Clerk Date: As Approved to form: Timothy J. Carmel, City Attorney Date: CITIES COMMUNITY SERVICES FOUNDATION Its: Date: Agenda Item 8.g. Page 14 EXHIBIT A Order Number: 4001 1-1 Page Number: LEGAL DESCRIPTION Real property in the City of Arroyo Grande, County of San Luis Obispo, State of Cafifornia, described as follows: Parcel 1 of Parcel Map AG 87-203, in the City of Arroyo Grande, County of San Luis Obispo, Mate of California, according to map recorded March 21, 1989 In Book 4 , Page 96 of Parcel Maps. Excepting therefrom an undivided 5112ths intert in and to all oil, gas and other hydrocarbon substances produced on said land as reserved by William Quaresma Joseph Quaresma, Edward uar sma, E eline Lovacz, formerly Evelline Quaresma Ernest olive and Lucille Olive Sirius, in deed dated lanaury 3, 1952 and recorded Jan ury 28, 1952 in Boob 643, Page 426 of Official Records. APN : 007-011-044 First American Title Agenda Item 8.g. Page 15 EXHIBIT "B" CONDITIONS of APPROVAL DEVELOPMENT AGREEMENT THE CORNER of WEST BRANCH. STREET AND OLD RANCH ROAD This Agreement authorizes the construction of a two story, 5 3,712 square foot recreation center that includes areas for court games and multipurpose rooms and offices; surface parking facilities; and wall signs totaling 142 square feet. PLANNING DIVISION GENERAL CONDITIONS: 'l. The applicant shall ascertain and comply with all Federal, State, county and city requirements as are applicable to this project. 2. The applicant shall comply with all conditions of approval for Development Agreement 09-002. 3. Development shall occur in substantial conformance with the plans presented to the Planning commission at its meeting of February 16, 2010 and marked Exhibit "B", 4. Development shall conform to all applicable development standards for the Public Facility (PF) zoning district except as otherwise approved. b. All conditions of approval for the project shall be included in construction drawings. 6. The applicant shall agree to defend at his/her sole expense any action brought against the City its present or former agents, officers, or employees because of the issuance of said approval, or in anyway relating to the implementation thereof or in the alternative, to relinquish such approval. The applicant shall reimburse the City, its agents, officers, or employees, for any court costs and attorney's fee's which the City, its agents, officers or employees may be required by a court to pay as a result of such action. The City may, at its sole discretion, participate at its own expense in the defense of any such action but such participation shall not rel ieve applicant of his/her obligations under this condition. ENGINEERING DIVISIO 7. All conditions of approval included in city council Resolution 1o. 4219 will apply. 8. Install city standard curb, gutter and sidewalk across all frontages of the project. This includes the frontages along Hest Branch Street from Old Punch Road to Vernon Street, and on Old Ranch Road from West Branch Street to the northerly side of the project site. Agenda Item 8.g. Page 16 g. Install a wheel chair ramp at the corner of Old Punch Road and West Branch Street. 10. Install street lights along West Branch Road and Old ranch Road to City Standards. 11. Install fire hydrants as directed by the Fire Department. Shover easements for any on -site waterlines serving fire hydrants. 12. Connect to the " sewer main in West Branch Street and extend an 8 " severer main northerly along the easterly edge of the property to the north boundary of the site. 13. Connect fire hydrants and fire and domestic w ater services to the existing 12" PC. waterline located along the easterly edge of the site. 14. The double check detector can be installed in the Fecretion Center equipment room rather than near the entrance to the site. 15. Show easement(s) for the existing 2" PVC waterline and the proposed " severer main along the easterly edge of the property. Provide a minimum of 15' of paved drivable access along the waterline and sewer easement to the pressure reduction vault. 16. Connect the on-site storm water collection facilities to the storm drain on West Branch Street. 17. Maintain post - development peak run -off rate and average volume of run -off at levels that are similar to pre - development levels. 18. Provide bio- swales, flow-through planters or other buffer strips to treat sheet flow from the parking lot prior to discharge into the storm drain system. 1. Relocate the trash enclosure out of the utility easement. 20. Provide a striping plan for West Stanch Street showing, at a minimum, ' bicycle lanes on each side of the street, two 12' travel lanes and a 12' turn lane. The street section must be compatible with future plans for West Branch Street. BUILDING DIVISION 21. Provide fire flow and hydrants per California Fire Code and locate hydrants on site with one hydrant to be within 50 feet of the fire department connection. 22. Provide fire sprinklers per NFPA 13 and the California Fire Code, include an appropriate coverage for the Kitchen area. 23. Provide a remote Fite Department connection so as to be within bo feet of a hydrant. 2. Provide accessible and emergency egress at all doors (note doors at ream of building to be accessible and for fire department usage) Agenda Item 8.g. Page 17 28. Provide calculations for maximum possible occupant load including but not limited to, assembly uses without fixed seats, with concentrated uses as well as standing space. 26. This building will require an emergency voice/ alarm communications system per NFPA 72. This will necessitate the inclusion of emergency power for that system. 27. Provide an all weather surface for fire department access around the perimeter of the building. ARCHITECTURAL AL F E IEI COMMITTEE 28. Windows on the north side shall be added at the approximate eye level of the jogging mezzanine. 29. Tall fast-growing trees shall be planted along Old Ranch Road to screen /mask that portion of the roofline from the residences above. 30. Monument signs at the entrances are d eemed acceptable, but need review b y ARC before execution. 31. AFDC encourages balancing the grade (cut and fill). PLANNING COMMISSION 82. The water tourer /sign shall not be included in the project. 33. The addition of the extra 13 parking spaces at the back of the property and an appropriate driveway is needed to allow for improved emergency access. This is opposite of the recommendation of the Architectural Review Committee. 34. Add additional street level signage to minimize the chance of people missing the building and driving up Old Punch Road. 38. The metal roof shall be reviewed by Architectural Review Committee before issuance of a building permit. 8. The applicant shall consider the possibility of the Branch Street sidewalk being relocated away from the street. 37. The trees to be removed shall be tagged; and the Tree Guild and the City Arborist shall be consulted on the necessity for their removal. 38. Unnecessary wording regarding car era h facilities shall be removed from Mitigation Measure 11 -I. MITIGATION MEASURES: TIM III -1 Naturally ccurring Asbestos The project site is located in a candidate area for Naturally Occurring Asbestos i A , which has been identified as a tonic air contaminant by the California Air Resources Board (AFB). Under the AFB Air Tonics Control Measure (ATOM) for Construction, Grading, Quarrying, and Agenda Item 8.g. Page 18 Surface Mining Operations, prior to any gradinn aotivities at the site the proiect proponent shall ensure that a geolo-gic evaluation is conducted to determine if NOA is present within the area that will be disturbed. If NOA is not present, an exemption r guest must be filed with the District (see Attachment 1). If NOA is found at the site, the applicant must comply with all re quirements outlined in the Asbestos ATCM. This may include development of an Asbestos Gust Mitigation Plan and an Asbestos Health and Safety Program for approval by the APCD. Please refer to the APCD web page at ht(p.i.Avww.slocleanair.oM&usinesslasbestos.a,s for more information or contact the APB Enforcement Division at 781-5912. 11111111 111 -2 Developmental Burning Effective February 25, 2000, the APCD prohibited developmental burning of vegetative material within San Luis Obispo County. Under certain circumstances where no technically feasible alternatives are available, limited developmental burning under restrictions may be allowed. This requires prior application, payment of fee based on the size of the project, APCD approval, and issuance of a burn permit by the APCD and the local fire department authority. The applicant is required to furnish the APCD with the study of technical feasibility which includes costs and other constraints) at the time of application. If you have any questions regarding these requirements, contact the APCD Enforcement Division at 781-5912. MM 111 - Demolition Activities The project referral indicated that the lot is vacant, however the following information is provided in the event that some demolition of existing structures or pipelines is required. Demolition activities can have potential negative air quality impacts, including issues surrounding paper handling, demolition, and disposal of asbestos containing material (ACM). Asbestos containing materials could be encountered during demolition or remodeling of existing buildings. Asbestos can also be found in utility pipes /pipelines transite pipes or insulation on pipes). If utility pipelines are scheduled for removal or relocation; or buildin are removed o renovated this project may be sub'eot to various r ulat iurisdictions, including the requirements stipulated in the National Emission standard for Hazardous Air Pollutants (40CFR61,, subpart M - asbestos INIESHAK, These requirements include but are not limited to: 1 ) notification requirements to the District, 2 asbestos survey conducted by a Certified Asbestos Inspector, and, 3 applicable removal and disposal requirements of identified ACM. Please contact the APCD Enforcement Division at 781-5912 for further information. 11111111 1114 Dus Co ntrol Measure Construction activities can generate fugitive dust, which could be a nuisance to local residents and businesses in close proximity to the proposed construction site. Dust complaints could result in a violation of the APCD's 402 "Nuisance" Rule. Any project with a grading area greater than 4.0 acres exceeds the APCD's P10 quarterly Agenda Item 8.g. Page 19 threshold. This project is near potentialliv sensitive recep residences and a school and shall be conditioned to I with all appli Air Pollution Control District requiations pertaining to the control of - fugitive dust PIM110 as contained in section 6.6 of the Air Quality Handb All site grading.-and demolition plans noted shall list the following regulations: a. Reduce the amount of the disturbed area where possible, b. Use of water trucks or sprinkler systems in sufficient quantities to prevent airborne dust from leaving the site. Increased watering frequency would be required whenever wind speeds exceed 15 mph. Reclaimed (non- potable) water should be used whenever possible C. All dirt stock pile areas should be sprayed daily as needed, d. Permanent dust control measures identified in the approved project revegetation and landscape plans should be implemented as soon as possible following completion of any soil disturbing activities, e. Exposed ground areas that are planned to be reworked at dates greater than one month after initial grading should be sown with a fast germinating native grass seed and watered until vegetation is established, f. All disturbed soil areas net subject to regegetation should be stabilized using approved chemical soil binders, jute netting, Or other methods approved in advance by the APC, g. All roadways, driveways, sidewalks, etc. to e paged should be completed as soon as possible. In addition, building pads should be laid as soon as possible after grading unless seeding or soil binders are used, h. Vehicle speed for all construction vehicles shall not exceed 15 mph on any unpaved surface at the construction site, i. All trucks hauling dirt, sand, soil, or other loose materials are to be covered or should maintain at least two feet of freeboard minimum vertical distance between top of load and top of trailer) in accordance with Cc Section 23114, j. Install wheel washers where vehicles enter and exit unpaged roads Onto streets, or wash off trucks and equipment leaving the site, and k. Sweep streets at the end of each day if visible soil material is carried onto adjacent paved roads. Water sweepers with reclaimed water should be used where feasible. All PM10 mitigation measures required should be shown on grading and building plans. In addition, the contractor or builder should designate a person o persons to monitor the dust control program and to order increased watering, as necessary, to prevent transport of dust offsite. Their duties shall include holidays and weekend periods when work may not be in progress. The name and telephone number of such persons shall be provided to the APCD prior to land use clearance for map recordation and finished grading of the area. IIIIM 111 - Construction Permit Requirements Agenda Item 8.g. Page 20 Ba se d on the information provided, we are unsure of the types of equipment that may be present during the project's construction phase. Portable equipment, 50 horsepo wer ( hp) or greater, used during construction activities will require California statewide portable equipment registration (issued by the California Air Resources Board) br an APCD permit. The following list is provided as a guide to equipment and operations that may have permitting requirements, but should not be viewed as exclusive. For a more detailed listing, refer to the District's CEQA Handbook. 0 Power screens, conveyors, diesel engines, and/or crushers; • Portable generators and equipment with engines that are 50 hp or greater; 0 Internal Combustion engines; Unconfined abrasive blasting operations; 0 Concrete batch plants; 0 Rock and pavement crushing; Tub grinders; and Tromrnel screens. To minimize potential delays, prior to the start of the project, please contact the APC En ineerin Division at 1 -5912 for specific information regardin rmit incg re luirements. III Ill 111-6 Diesel riling Restrictions for Construction Pluses Malley V iew School is net to the project site. used on the proximity of the school and residences, the following idling restrictions are needed to reduce exposure to diesel exhaust. The APCID recognizes the public health risk reductions that can be realized by idle limitations for both on and off -road equipment. The following idle restricting measures are required for the construction phase of projects: a. Idling Restrictions blear Sensitive Re for Bo th,.. On and Off-Road Equipment 1. Staging and queuing areas shall not be located within 1,000 feet of sensitive rece ptors; 2. Diesel idling within 1,0 feet of sensitive receptors is not permitted; 3. Use of alternative fueled equipment is recommended whenever possible; and, 4. Signs that specify the no idling requirements must be posted and enforced at the construction site. b. idling Restrictions for On-Road Vehicles Section 2485 of Title 13, the California Code of Regulations limits diesel - fueled c ommercial motor vehicles that operate in the State of California with gross vehicular weight ratings of greater than 10,000 pounds and licensed for operation on highways. It applies to California and non - California based vehicles. In general, the regulation specifies that drivers Agenda Item 8.g. Page 21 of said vehicles: 1. shall not idle the vehicle's primary diesel engine for greater than minutes at any location, except as noted in Subsection d of the regulation; and, 2. Shall net operate a diesel - fueled auxiliary power system (APS) to poorer a heater, air conditioner, or any ancillary equipment on that vehicle during sleeping or resting in a sleeper berth for greater than 5.0 minutes at any location when within 100 feet of a restricted area except as noted in Subsection d of the regulation. Signs must be posted in the designated queuing areas and job sites to remind drivers of the 5 minute idling limit. The specific requirements and exceptions in the regulation can be reviewed at the following web site: www.arb.ca.gov/msprog/truck-idling/2485.pdf C. Idling Restrictions for Off-Road Equipment Ofd road diesel equipment shall comply with the 5 minute idling restriction identified in Section 2449d3 of the California Air Resources Board's In- se off-Road Diesel regulation: www.arb-ca-gov/regact/2007/ordiesIO7/frooal.pdf. Signs shall be posted in the designated queuing areas and job sites to remind off -road equipment operators of the 5 minute idling limit. OPERATIONAL PHASE MITIGATION MM 111-7 O perational Permit Requirements Based on the information provided, we are unsure of the types of equipment that may be present at the site. operational sources may require APCD permits. The following list is - provided as a guide to equipment and operations that may have permitting requirements, but should not be viewed as exclusive. For a more detailed listing, refer to the District's CEA Handbook. Portable generators and equipment with engines that are 50 hp or greater; The use of standby generator; 0 Boilers; 0 Internal Combustion Engines; MM 111 -8 Reactive r anic Gas and Nitrogen Oxide Impacts and Mitigation APCD staff has determined the operational impacts of this development through the use of the URBEMIS2007 computer model, a tool for estimating vehicle travel, fuel use and the resulting emissions related to this project's land uses. The results of the model demonstrated that the operational impacts will likely exceed the APCD's CE QA Tier 11 Agenda Item 8.g. Page 22 significance threshold value of 25 lbs /day for the criteria ozone precursor pollutants, namely reactive organic gases OG) plus nitrogen o Ox. As a result of this estimated threshold exceedence, this project ject must implement eight (8) APCD Mitigation Measures listed in Table 3-5 of the 2009 CE QA Air Quality Handbook (see Attachment 2). Implement measures that reduce ozone ) pollution and , „ly to Commercial ercial C.)_land use. Should this project move for ward, the APCD will consider the overall criteria pollutant air quality impacts from this project to have been reduced to a level of insignificance with the implementation of these mitigation measures. Other measures may b proposed a replacements by contacting the APCD's Planning Division at 781 -5912. MM IV-1 If any tree is proposed to be removed during the nesting bird season (larch 1 st through September 1), then a qualified biologist should conduct a nesting bird survey t o ensure no birds or their nests are impacted. If active nests are located, then all construction work must be conducted at least 20 to 20 feet from the nest until the adults and young are no longer reliant on the nest site, as determined by a qualified biologist. This mitigation measure must be completed to the satisfaction of the Director of Community Development. I I 1 111 -'1 Prior to issuance of a building permit the applicant shall submit a geotechnical investigation and report detailing potential impacts and recommendations to be adopted due to the proximity of the 1Jilrnar Avenue Fault. POST CONSTRUCTION IMPS MM 11_1 The following BlVIPs shall be Incorporated into the project: ■ Roof Downspout System. Direct roof drains to pervious areas to allover infiltration prior to discharging to water bodies or the municipal storm drain system. ■ Faun -off Control. (Maintain post - development peak runoff rate and average volume of runoff at levels that are similar to post - development levels. ■ Labeling and Maintenance of Storm Drain Facilities Label new storm drain inlets with "No Dumping — Drains to ocean to alert the public to the destination of storrnater and to prevent direct discharge of pollutants into the storm drain. ■ Vehicle /Equipment Cleaning, Commercial /industrial facilities or multi - family residential developments of 50 units or greater should either provide a covered, berrned area for washing activities or discourage vehicle /equipment washing by removing hose bibs and Agenda Item 8.g. Page 23 installing signs prohibiting such uses. Vehicle/equipment washing areas shall be paved designed to prevent run -on or run off from the area, and plumbed to drain to the sanitary serer. ■ Common Area Litter Control. Implement trash management and litter control for commercial and industrial projects or large -scale residential developments to prevent litter and debris from being carried to water bodies or the storm drain system. ■ Food Service Facilities. Design food service facilities (including restaurants and grocery stores) to have a sink or other area for cleaning floor mats, containers, and equipments that is connected to a grease interceptor prior to discharging to the sanitary sewer system. The cleaning area should be large enough to clean the largest mat or piece of equipment to be cleaned. Refuse Areas. Trash compactors, enclosures and dumpster areas should be covered and protected from reef and surface drainage. Install a self - contained drainage system than discharges to the sanitary sewer if grater cannot be diverted from the areas. Outdoor Storage Controls. Oils, fuels, solvents, coolants, and other chemicals stored outdoors must be in containers and protected from drainage by secondary containment structures such as berms, liners, vaults or roof covers and drain to the sanitary severer system. Bulk materials stored outdoors must also be protected from drainage with berms and covers. Process equipment stored outdoors must be inspected for proper function and leaks, stored on impermeable surfaces and covered. Implement a regular program of sweeping and litter control and develop a spill cleanup plan for storage areas. ■ Cleaning, Maintenance and Processing C, ntr l . Areas used for washing, steam cleaning, maintenance, repair or processing must have impermeable surfaces and containment berms, roof covers, recycled grater wash facility, and dischar to the sanitary serer. Discharges to the sanitary serer may require pretreatment systems and/or approval of an industrial waste discharge permit. Loading Dock Controls Design loading docks to be covered, surrounded by berms or curbs, or constructed to prevent drainage onto or from the area. Position roof downspouts to direct stormwater away from the loading area. Water from loading dock areas shall be drained to the sanitary severer, or diverted and collected for ultimate discharge to the sanitary sewer. Door skirts Agenda Item 8.g. Page 24 between the trailers and the building should be installed to prevent exposure of leading activities to rain. ■ Street parking lot Sweeping: - Implement a program to regularly sweep streets, sidewalks and parking lots to prevent the accumulation of litter and debris. Debris resulting from pressure washing should be trapped and collected to prevent entry into the storm drain system. Washwater containing any cleaning agent or degreaser should be collected and discharged to the sanitary sewer. MM X1_1 Construction activities shall be restricted to the hours of 8 a.m. and 7 p.m. Monday through Friday, and between 8 a.m. and b p.m. o n Saturday. No construction shall occur on Sunday. Equipment maintenance and servicing shall be confined to the same hours. To the greatest extent possible, grading and construction activities should occur during the middle of the day to minimize the potential for disturbance of neighboring noise sensitive uses. II I I X1 -2 All construction equipment utilizing internal combustion engines shall be required to have mufflers that are in good condition. MM XV1 -1 The applicant shall offset the 'estimated water demand of the project by either: 1. Implementing an off -site water neutralization program for any facility or proper served by the City that reduces grater use by an equivalent or greater) number of acre - feet per year as estimated project demand; or 2. Payment of a water neutralization fee (currently $5,995/acre-foot) to offset estimated project demand through funding of various water conservation programs administered by the City (cash for grass, appliance rebates, etc). MM VI -2 Prior to construction, the applicant shall subunit detailed calculations showing the total estimated water demand of the project based on implementation of specific on -site grater- saving strategies (ultra lour -flow fixtures conversion of turf areas to drought tolerant landscaping, graater systems, etc). Agenda Item 8.g. Page 25 ATTACHMENT 1 FIRST AMENDMENT To LEASE AGREEMENT This First Amendment to Lease Agreement ( "First Amendment') is made and entered into this day of 2010, by and between the CITY of ARROYO GRANDE, a municipal corporation duly organized and existing pursuant to the Constitution and laws of the State of California ("City"), and 5 CITIES COMMUNITY SERVICE FOUNDATION C5 Cities Foundation"), a California non - profit corporation. The City and Five Cities Foundation are sor etimes referred to herein the "Parties ". WHEREAS, on November 14, 2006 the parties entered into a Lease Agreement (the "Agreement' ) for the use of City owned reel property located at 400 West Branch Street in the City of Arroyo Grande; and WHEREAS, the 5 Cities Foundation has leased the property from City for the purpose of developing community recreation facilities and related purposes; and WHEREAS, it is the intention of the Parties by this First Amendment ent to amend the Agreement concerning the timelines for commencement of construction and commencement of project im provements. NOW THEREFORE, in consideration of the mutual covenants and conditions set forth herein, the Parties agree as follows: 1. Section 2.2 of the Agreement is hereby amended in its entirety as follows: 2.2 Lease Conditional upon Approval by City for Use. 5 cities Foundation acknowledges that this Lease is subject to and conditioned upon final approval of the Project by city and that this Lease does not warrant, represent, promise, guarantee or secure final approval of the Project. Additionally, 5 cities Foundation acknowledges that commencement of construction of the recreation center project is subject to and conditioned upon the design completion and approval of funding for Improvements related to the Brisco /Halcyon Interchange, as further specified herein. Notwithstanding the above, 5 Cities Foundation agrees that if final approval of the Project is not obtained within four gears of the Lease Commencement ent Date "Final Project Approval Requirement"), either party shall have the right to cancel the remaining terra of the Lease, without incurring any liability. The City may, in its sole discretion, approve up to a two 2 year extension to the Final Project Approval Requirement. 2. section 2. 5 of the Agreement is hereby amended in its entirety as follows: 2.5 Failure to Commence Project Improvements. 5 Cities Foundation hereby acknowledges that failure to commence Project Improvements within five ( 5 ) years after the completion of final design and approval of all funding for the Brisco /Halcyon Interchange as determined by city, in its sole discretion, will result in the City being vested with the absolute right to cancel the remaining terra of the Agenda Item 8.g. Page 26 Deese, without incurring any liability. City will provide written notice to 5 Cities Foundation of completion of final design and approval of all funding for the ri c Halcyon Interchange =n otice of Design Completion and Funding Approval"), 3. Except as modified herein, all other terms and conditions of the Agreement shall re m a in in full force and effect IN WITNESS WHEREOF, this Fiat Amendment has been duly executed as of the date fiat set forth above. CITY of ARROYO GRANDE Tony Ferra 1 ar r ATTEST: Kelly Wetmore, City Clerk APPROVED AS TO FIB: Timothy J. Carmel, City Attorney CITIES COMMUNITY SERVICES FOUNDATION Its: Agenda Item 8.g. Page 27 THIS PAGE INTENTIONALLY LEFT BLANK Agenda Item 8.g. Page 28 O` r,RRO yo P INCORPORATE• 9 .t it JURY 10. fan MEMORANDUM 41 FOR 0P TO: CITY COUNCIL tit FROM: TERESA MCCLISH; DIRECTOR OF COMMUNITY DEVELOPMENT BY: JIM BERGMAN, PLANNING MANAGER SUBJECT: SUPPLEMENTAL INFORMATION: REGARDING AGENDA ITEM 8.g. DATE: MARCH 23, 2010 RECOMMENDATION It is recommended that the City Council: 1) Re- introduce an Ordinance approving Development Agreement 09 -002 with modifications; and 2) Amend the Lease Agreement; 5 Cities Community Service Foundation. On March 9, 2010, the City Council held a public hearing to consider introducing an Ordinance approving Development Agreement 09 -002 for the construction of a recreation center on a five -acre parcel at the corner of West Branch Street and Old Ranch Road. At the conclusion of the public hearing, the Council voted 5 -0 to introduce the Ordinance, as modified, approving Development Agreement 09 -002. The Ordinance was placed on the agenda of the March 23, 2010 City Council meeting to consider adoption. After publishing the staff report and Ordinance, it was found that Section 5 of the Development Agreement was inconsistent with the intent to waive all applicable City fees since this is a public facility project as discussed in the Financial Impact section of the staff report dated March 9, 2010. Total estimated fees are approximately $1 million dollars. In order to rectify this situation, staff recommends the Council: 1) re- introduce the Ordinance approving Development Agreement 09 -002 with modifications correcting Section 5 to waive all applicable City fees (Attachment 1); and 2) amend the Lease Agreement. Staff will schedule and re- notice a public hearing for the April 13, 2010 regular Council meeting for consideration of Ordinance adoption. Attachment: 1. Revised Section 5 of the Development Agreement r DEVELOPMENT AGREEMENT (5 Cities Community Services Foundation) ATTACHMENT 1 REVISED Section 5, Fees. City shall waive - =- - . • •- - • - =- - all fees, including, but not limited to development impact, building permit, plan check, inspection, water and sewer connection fees, encroachment permit, improvement plan, application and processing or other City development related fees. RO INCORPORATED JULY 10. 1911 MEMORANDUM FOR TO: CITY CODICIL 4XIN FROM: TERESA I ICCLISH, COMMUNITY ITY DEVELOPMENT DIRECTOR SUBJECT: PRESENTATION BY THE SAN LUIS OBISPO COUNCIL OF GOVERNMENTS (SLOCOG) ON THE 2010 REGIONAL TRANSP4RTION PLAN (RTP) UPDATE DATE: MARCH 23, 2010 RECOMMENDATION: It is recommended the city council receive and file a presentation from representatives of SLOCOG on the 2010 Regional Transportation Plan I TP update and provide direction to staff regarding City comments n the plan. FINANCIAL IMPACT: There is no projected financial impact to the City. However, the 2010 RTP update integrates components of SB375 S 375 Sustainable Communities Strategy that may affect future state and federal transportation funding that is programmed by SLOCOG, limiting transportation system expansions particularly in fringe areas in favor of focusing funding primarily in existing commercial and multifamily areas (such as risco load Interchange) and on transportation system operational and demand and management efforts. BACKGROUND: SLOCOG staff has prepared a report to the SLOCOG Board describing the 2010 F TP update that is used to conduct long -range transportation planning on a regional basis (Attachment 1). The update is being prepared with major emphasis on planning for projected declining and less predictable revenues for transportation projects overall, and compliance with requirements to reduce greenhouse gases through the linkage of transportation and land use planning. ANALYSIS OF ISSUES: Models were prepared to develop a "Preliminary sustainable Communities strategy" {Preliminary SCS ) consistent with the Community 2050 Regional Blueprint and evaluating a range o f future growth scenarios on a regional basis. Community 2050 is a long range regional plan adopted by SLOCOG in December 2008 that focuses future growth array from large -lot suburban sprawl (http://www.slocog.o[g/cm/CommuniIY2050.) The recommended model strategy (scenario 2 ) represents the most ;;reasonably anticipated" growth scenario and is based on the general plan strategies of each jurisdiction. The range and descriptions of growth scenarios are more fully described in Attachment 1. Agenda Item 10.a. Page 1 CITY COUNCIL INFORMATION ON THE SAN LUIS OB1SP0 COUNCIL OF GOVERNMENT'S 2014 RTP UPDATE MARCH 23, 2010 PAGE 2 One of the key issues for the City is how the Williams and Fredericks Sphere of Influence properties are treated. The City's General Plan identifies these areas for limited future growth, but the inability to fund necessary transportation infrastructure makes this questionable in the net 20 -gear period. For the City of Arroyo Grande, target development areas were identified consistent with the City's General Plan focusing on infill strategies within the multi- family areas and mixed use corridors. SLOCOG scenario 1 includes fairly aggressive growth for the areas at or beyond urban boundaries, for example within the City's sphere of Influence that would include the 'Williams" and "Fredericks" properties at and outside the southern City limits. scenario 2 SLOCOG recommended includes limited gro wth at these fringe areas because these areas are not in the target development areas. scenarios 3 and 4 included assumptions of very limited or no development for this sphere of Influence area for 2035 and requiring all growth be integrated within the target areas. It should be noted that although the Preliminary SCs includes intensification of land within the areas Identified by the City's General Plan, there will be future refinement of the SCs in the future update of the 2010 I TP as to how much intensification is needed to accommodate State housing allocation and accompanying jobs necessary to balance that Dousing, and to what extent this places pressure to more intensely develop areas at the fringe of the City in order to accommodate the numbers dictated by he state. ALTERNATIVES: — Provide comments and develop consensus directing staff to draft a comment letter to SLOCG; — Receive presentation but do not provide comments; — Provide other direction to staff. ADVANTAGES: This item has been scheduled for City Council in order to inform the Community on SL C G's proposed 2010 RTP update and the Preliminary SCS. The 2012 SCs will be developed through a process that will include a series of countywide meetings to evaluate future Dousing demand under the requirements of s35. DISADVANTAGES: There are no disadvantages identified as this is an information item only. ENVIRONMENTAL REVIEW: SLOCOG is preparing a bequest for Proposals for the preparation of an Environmental Impact Report in compliance with the California Environmental Quality Act. If Agenda Item 10.a. Page 2 CITY COUNCIL INFORMATION ON THE SAN LUIS O ISPO COUNCIL OF GOVERNMENT'S 2010 lTP UPDATE MARCH 23, 2010 PAGE 3 PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hail On Thursday, Marnhl , 2010. The Agenda and staff report were posted on the City's website on Friday, March 19, 2010. A# a hments: 1. SLOCOG Staff Report to the SLOCOG Board describing the 2010 F TP update. Agenda Item 10.a. Page 3 ATTACHMENT 1 SAN LUIS OBISPO COUNCIL OF GOVERNMENTS STAFF REPORT MEETING DATE: MARCH 3, 2010 SUBJECT: 2010 Regional Transportation Plan (RTP) Update SUMMARY This staff report provides background on the current RTP update and seeks to clarify questions raised in your February meeting regarding the approach and structure of this required document. As noted, in February the updated RTP's major changes are three -fold: 1 updated policies and programs, 2 major reduction in revenues and their predictability, and integrating the thrust of the SB 375 Sustainable Comrrrunffies Strategy (SCS) requirements that will be further refined by 2012 with the inclusion of the California Air Resources Board ARB greenhouse gas (GHG) reduction targets that will be developed over the upcoming year. This report uses a "frequently asked question " format to try and simplify the context and issues of the RTP Update effort and the integration of the rand use - transportation connection that is the focus of the Sustainable Comm nfties Strategy as well as the very challenging funding environment that will heavily constrain Our ability to maintain and expand our transportation network, transit services, as Drell as the demand and system management efforts. RECOMMENDATION 1 Staff: Review and Comment BACKGROUND D Regional Transportation Plan Update The Regional Transportation Plan (RTP), also called along -Range Transportation Plan is the mechanism used in California by both Metropolitan Planning Organizations (MP Os) and Regional Transportation Planning Agencies RTPA to conduct long -range minimum of 20 years) planning in their- regions. .... ............. mot} Since the mid-1970s, with the passage of AB 69, (Chapter 1253, Statute of 10 '2) California state law has required the preparation of RTPs to address transportation issues and assist local and Mate decision - makers in shaping California's transportation infrastructure. The purpose of RTPs is to encourage and promote the safe and efficient management, operation and development of a regional intermodal transportation system that will serge the mobility creeds of goods and people. RTP Guidelines are provided by the California Transportation Commission CTC to provide guidance so that MP Os and RTPAs will develop their RTPs to be consistent with Federal and Mate transportation planning requirements. The CTC is currently updating these guidelines to include the SB 375 emphasis on the SCs and GHG reduction strategies. This is important because State statutes require that RTPs serge as the foundation of the Federal Transportation Improvement Program (FTIP). The FTIPs are prepared by MPOs and identify the next four years of transportation projects to be funded for construction. The CTC cannot program projects that are not identified in an up -t -date RTP. The SLOCG RTP must be u gdated in 2010 to be el ig 'ible to receive state and federal transpgrtation funding — millions of dollars in 12 at stake. DISCUSSION Intermoda! Systems Emphasis: The 2005 Regional Transportation Plan Vis orr 2025) was developed with an emphasis on a balanced system wide approach for all modes of transportation including: highways, streets and roads; public transportation; non - motorized transportation improvements and transportation demand and system management efforts. B - -1 Agenda Item 10.a. Page 4 Balanced investment Vi 2025 (2005 RTP) was also developed under a `funding scenario' that presents a balanced investment in highways, streets, and roads; public transportation; and non - motorized transportation improvements. E g u itable dis ribut on between mode and agggraphic area: Vision 2025 (2005 RTP ) also identifies transportation improvements that are distributed equitably across all modes of transportation and distributed geographically across the region. Funding constrained: Three basic revenue forecast scenarios were developed for Vi sion 2025: 1. "Financially Constrained" scenario - the "R easona bly Expected Revenue scenario based only on current sources and levels of federal, state, and local transportation revenue projected out to the year 2025.; 2. Reasonably Expected Revenue scenario - ; (the scenario selected as the basis for Vision 2025) is based on current sources and levels of federal, state, and local transportation revenue projected to the year 2025 and includes some additional sources of transportation revenue that are expected to become available in 2025, including higher levels of state and federal discretionary funds, and minor increases in state and federal gas taxes based on historical treads and, 3. "supplemental Revenue scenario - includes additional revenue options, including a local option sales tax and other potential revenue sources, to fully fund the desired list of transportation system improvements. Lanai use corm onent — smart growth principles: Vision 2025 (2005 RTP ) fosters the integration of smart growth land uses and transportation facilities in communities across the region. The land use component of Vision 2525 focuses on the following major objectives: 1. Design communities to be more multi -modal and less auto - dependent; 2. Promote the use of integrated modes of travel that provides seamless transportation options; 3 . Encourage the use of bicycling, walling, and transit; 4 . Enhance I nterodal and multi -modal connectivity; and 5. Provide smart growth principles for future land use development. ¢vn.t „¢,v.iv.vn ¢; ,. ..,n,.... .,....v,¢, t h'', a¢ °a••a a�;nav,�n¢ °¢;a,.«& ;stn °n;¢.. tt, }°r 1. Revenues have declined dramatically: o Decrease in the amount of dedicated funding and predictability o Key impact areas: ■ significant decrease in f unding for highway and roadway expansion ■ No regional funding for street and road maintenance ■ Flat or decreased funding for transit ■ Nominal increase in f unding for livable communities, transportation enhancements and TDM 2. New state requirements — SB 375 in 2012): Transportation planning and land use planning became more closely linked following the passage of SB 375 (Chapter 728, Statutes of 2008) in September 2008. As a result of this legislation, the reduction of greenhouse gases (GHG) has become a new priority in the transportation planning process in addition to: improving transportation mobility; assuring a fiscally constrained plan. The RTP must now ensure that the regional transportation system addresses local, regional and statewide mobility and economic needs through the development of a Sustainable Communities Strategy. n ;;.saxa;aa< :an•� ¢ °'«�;;¢;t¢naa;:. >;. v; ;` • Addressing revenues and expenditures ("follow the money” o Focus on system interco and Operational efficiency o Focus on livable communitie o Very limited funding on highway and roadway system expansion By developing a `Prelr'm nary' Sus ainable Communities strategy SCS) Our objective is to integrate the principles of the Community 2050 Regional Blueprint; influence the AB32 greenhouse gas reduction targets for our area; model transportation and land use patterns under different development and investment scenarios and provide a transition to the new requirements. B Agenda Item 10.a. Page 5 What is reliminary Sustainable C rrr #?'1# rifts Strategy The Preliminary Sustainable Commun tfe Strategy SCS) is meant to identify a preferred way to accommodate anticipated growth in the region. As part of the process, several land use scenarios are considered to demonstrate how differing patterns of growth impact the region's resources, particularly the transportation system. Land use and traffic modeling tools are utilized to estimate these different impacts and help demonstrate to elected officials and the public how different ways to grow will impact Our region's transportation system in the future. ., re v *• : • The Community 2050 Regional Growth Strategy, developed over several years of public input, was used as a starting point to identify target growth areas within each city and urban areas within the County consistent with the strategic growth principles identified in Community 2050. SL e G staff worked with planning staff from member jurisdictions in order to share general plan and zoning data and assure that land use assumptions were appropriate and consistent with each community's General Plan. Land use modeling software was used to allocate future growth and produce statistical data that is used in the traffic model. staff also updated and continued to improve the specificity of the Regional Traffic Model to produce results that are then used to calculate greenhouse gas generation levels using software that is provided by the Air Resources Board. • The preliminary results were reviewed by a Working Team comprised of staff from SL a G, the county Air Pollution Control District APCD , Local Agency Formation Commission LAFC and member jurisdictions) to help shape the development of land use alternative scenarios as part of the Preliminary Sustainable Communities Strategy. • A Joint Policy Committee (comprised of two SLOCOG Board members, one board member each from APCD, LAFC , the county, and one of the seven cities) was formed to provide guidance for the process of developing the Preliminary Sustainable Communities Strategy. M . vaoo xaco• okx. °o >ACo >ak< ;. # "::# #;080" > o¢oo >�o fo,�%w OKI The long -range population and employment forecast for the region completed in 2006 by Economic Research Associates for SLOG was updated in May 2000 to reflect the changing economic conditions. The region's population is estimated to increase by abut 61 ,000 people by 2036, from 269,300 in 2008 to 330,800 in 2036. This is a moderate population growth rate of less than 1 percent per gear. It is projected that the region will need 26,000 new housing units to accommodate this population growth. The region is anticipated to add 36,100 jobs to the region's work force, from 103,000 jobs in 2006 to 138 100 in 2036, an 'increase of about 1 percent per year over the next 25 years. .......... Four scenarios were developed as part of the PSCS process. The Joint Policy Committee supported Scenario 2 as the "recommended scenario" for adoption. Scenarios 3 and 4 evaluated further intensification and were not considered to be realistic or achievable for growth in the reg ion and were reiected. scenarios 1 and 2 are briefly described below. Scenario 1 assumes a future development pattern that follows the trends of the recent past, which is a row density development pattern throughout the region. Generally, new development has occurred in an outward growth pattern, with limited reinvestment in existing commercial corridors. This scenario also assumes development in the rural unincorporated area continues at its present pace. Scenario 2 assumes intensification within the Target Development Areas, which are the existing c ommercial corridors and nodes throughout the county. Twenty percent of new residential units are accommodated in mixed -use development along these commercial corridors. The scenario also assumes some reduction in the scale of proposed land use projects that are outside county communities and city spheres of influence. This scenario assumes development continues to occur in the rural unincorporated area to a lesser degree than in Scenario I Lard Use Model Indicators The land use modeling process produces a set of land use indicators, including residential density, housing mix, and change in developed acres. An abbreviated set of land use modeling results are presented here. B -3-3 Agenda Item IO.a. Page 6 Figure 'I — change in Developed Acres About half as many acres are converted from non -urban land into built or urbanized land in Scenario 2 as opposed to Scenario 1. 40,000 35,000 30,000 25,000 2V t 00 1 5,000 10,000 5,000 0 Change in Developed Acreage {2035 Scenarios I and 36, ¢,t, :- ---------------- ----- - .. '-- . -. - -- ¢vn v U 1 , ' :$` & °¢O >o >'30 �.¢ °•�oxtV %x�xox< >< >$` s- i o 's<'sxtxa ° •¢o$o£o¢¢;xo & § # § ggg "'orF$a # 54U% , 4 ,% % - - - - - - - >ox<no >: >x >oo %mss #i.> g °r,o-o$o > °: g< �o < >�txok$xo >x �og r> ¢e ag �o >o - - - - - - - - - - - - - - - - - - - - i - - - - - - - - - - - - - 28° Mv% >L oc> :>#:;.':# o"¢• <o > ° :: >8n 'o�" ° <ox'o�` ° •o:$v <: °« ° '' #',�11' # 8' „3.f "<on82" $K$v<:o# °•$ > °$ > °.o >0:, °• 9£3008 &oo,"x$o - - - - - - - - - ,.,t8 8`"v;. °'8,. 8;. &0`�¢ ° 83F�x ° xoo<oo8 ° .8:vt - - - - - - - - - - - - - - 8n ?;.8�:.8� °, 8�; " #; ° •: >$< _ _ :t ¢ >K }' 0x8 °ooxo£o 4 5 N g ��v�� trh Jo< 0x &0x0KMMMg: ffA -, bah �_w> 8 °�; &nv <oxoo�... _ &0¢08.08x;.0,0 " " > °8.8 >$; z<, #«•¢ 8 }8��,�s #�s°.< > t . ¢. _,�E" 8 " z 8 " x' & °� � °0 8 x' t 0 �� o o8¢axb BE" � " $# "� KO�xo¢ry ppyyHE> , ,� ¢o>Aox #�k:,.n, -.n ' "8 s iifo�o'x "ot > >xo ¢ zgo r -,& g°a�o >,5 So - - - - - - - - - - - - - - s �° ¢¢ > � g >-0# k ° 8 ° $ °L ° 8 Z > °bx a &00 #00 <ff 8 m & ° •¢"k "0 ° .o: 0:�0':'0' $¢<8n8aFa :# x 0 10° "x0 0 0X }" ,ont 0x0• *: 'o ° aa ° >oo. 88 §3Fg rF ° a¢ as 000vo,roxox ° ovo °yf. ¢8 8 o- "` >, '�¢,�¢x¢¢¢$< °. %0 °.a$0 °o• °# °<o o°uitca`" > °s ": ? "$' °< ° "<< °;o;0 #ok0"oh S8 4 ° aa is °a < x<o-4T vA- }` °'0'` -, < ><0 .. - .. - - - <x x ° o• ° o E` H -11 `'. a > ° >x ` >'.• - - - - - - - >x �N,44'.. &¢ ¢x¢ °' t � �8 ¢ � r< ^o�cafix°a °gz< ' �� °H! g xxox x<0 <o *0x« IRPR #axog_g?g�oo` >, o #ti11,1g1 s¢0¢0 00 xo >t > om 0 ° 3 > ° $ > ",'o-`> ° <` o°•0 ° ° ° 0 ° c 3< < ° 0 ° x o " O x "$ : <.:8K' i & x00 2035 Scenario's 2035 Scenario v ¢¢ change in Developed Acreage Fiauire 2 — Mix of Units by Tpe Scenario 2 represents the most "reasonably anticipated" alternative. Over the planning horizon of the RTP it mould reduce the amount of viral development from the current "business - s- usualo projection of 19 of total new development to 7 %. Attached units would be increased from 27 to % of the total representing a major shift from current practices. Housing Mix of Now Housing Units (2008 -2035) (2035 Scenarios 1 and 2) 100% 0 % 80% 0% 0 % 50 % 0% 0 % 0 % 10 % 0 % 2035 Scenario 1 2035 Scenario 2 E3 Rura Reside 0 Single Family, La rge - Lot 0 Single Family, Sma ll-Lot Attached Res ide nUa i B - 3 - 4 Agenda Item 10.a. Page 7 (4,680 du) 28° - - -- (6,780 du ) 26% - -- - - - - - -- (6,940 du) - - -- 28% X7,170 du - - - - - -- 2035 Scenario 1 2035 Scenario 2 E3 Rura Reside 0 Single Family, La rge - Lot 0 Single Family, Sma ll-Lot Attached Res ide nUa i B - 3 - 4 Agenda Item 10.a. Page 7 Figure 3 — Distribution by Unit Type Due to the relatively slow pace of development and the existing inventory of hou sin g units, there was little variation in the o verall distribution of unit types. Total Housing Type DisWbtin (2008 Existing Conditions & 2035 Scenarios I and 100 :. ::..... El Rural Residential 1 2%:': 0 .::::..:..... - - 8 0% 70% 6 0 % 0% 0% 0 % 2 0% 10% 0 % 0 Single Family, Large -Lot 0 Single ftmily, Small -Lot Attached Residential a Mobile Home Park 2008 Existing 2035 Scenario 1 2035 Scenario Conditions Figure 4 — Residential Density This chart compares the relative densities examined in each scenario. Dale to the large agricultural areas in the county, residential density is calculated two different ways. The darker - colored gars On the chart show the regional average � residential density without including agricultural properties with residential units. R esidential De nsi t (2008 Existing Conditions and Scenarios 1 and 2) . 3 .0 2.6 2 .0 1. 1.0 0 .5 0.0 2008 Existing 2035 Scenario 1 2036 Scenario Conditions Rasdential Density (kri iuding Ag - Ras 20 ■ Residential Density (Nbt including Ag -ides 20 - B -- Agenda Item 10.a. Page 8 Traffic Model Indicators Preliminary results for the following indicators were generated to compare 2008 results with future land use scenarios. 1. Vehicle Miles of Travel 1T , 2. Vehicle Hours of Travel, and 3. C2 emissions (as well as per capita results for each indicator) The Regional Traffic Model is limited in its abilities in a number of areas, but improvements have been made to account for benefits of Destination (lard -use), Design, Density, and Diversity — commonly referred to as the 4' Ds'. Additionally, a new tool that is connected to the regional traffic model has been created to reflect changes to VMT due to investments in; 9 Transit, 9 Rideshadng, • Ianpools, * Park and Fide lots, and • other Transportation Demand Management elements as shown in Figure 5. This allows our existing model to help evaluate the impacts to the transportation network that are not easily modeled. Figure Ow I V ni. The short answer is - 2robably not much. Each jurisdiction's g eneral 12 1an will continue as it is — under the control and direction of the resl2ective governina boards of each 'urisdiction. The PSCS will help shape SL C G's 2010 I TP and decisions regarding transportation funding allocations by placing a higher priority on projects that serve the Target Development Areas i.e. the commercial and multifamily areas of each community) and less emphasis on the outlying fringe areas. The interrn dal emphasis maintaining an interconnected and balanced transportation network) of the I TP will remain. Limited funding will likely have a much greater iml2act on our abilily to maintain service levels. The 121an will likely be increasing the transl2ortation demand and manaciement efforts as a means to hell2 reduce demand and system ca aci in the most efficient and cost effective manner. Little to no funding is l2rojected for system ._expansion. We also believe that the emphasis on investments in the existing commercial and multifamily areas is the hest economic strategy that will help improve and maintain our communities as well as provide better series for or residents and visitors. B-3-6 Agenda Item 10.a. Page 9 Next Steps (Post 2014 RTP) The more fully developed ses that will be developed following the establishment of AB GHG reduction targets that will become effective at the end of the year. The SCS will be developed through a process that requires a new series of countywide meetings that will take a look at how we have been able to integrate the PSCS elements into our transportation planning process and how the various jurisdictions are seeing their respective futures in light of a more thorough analysis of housing demand. Inteciration of long term housing demand will likely have the greatest impact in the subsequent SS 875 compliant F TP for SL e G and its member agencies Under SB 075 SLOCOG is required to prepare an SCS as part of the f TP addressing the following areas: • Identification of general land uses, residential densities, and building intensities within the region. The SCS shall set forth a forecasted development pattern for the region, which, when integrated with the transportation network, and other transportation measures and policies, will reduce the regional greenhouse gas emissions from automobiles and light trucks to achieve, if feasible, the regional greenhouse gas emissions reduction targets approved by the California Air Resources Board. • In addition the SCS must identify areas within the region sufficient to house all of the current and projected population of the region, including all economic segments, Over the course of the planning period of the Regional Transportation Plan. "All economic segments" means the extremely low, very low, low, moderate, and above moderate income categories, as those categories are defined and used for purposes of the region's Regional Housing Needs Assessment pursuant to Section 85584 of the Government code. Areas sufficient to house" could mean an aggregate number of acres designated at densities consistent with Section 5580.2c0b of the Government code to accommodate the housing needs of very low and low income households. SB 375 and the new CTC guidelines mandate the programming of revenues to farther advance the adopted SCS. • In projecting future housing creeds, SLOCOG must take into account net migration into the region, population growth, household formation, and employment growth. The SCS is required to identify areas within SL e G boundary sufficient to house the projection of the Regional Housing Needs Allocation I HNA as established pursuant to Housing Element Law Govern ment Code 85584) and in consultation with the California Department of Housing and Community Development HCD . The allocation of the region's housing creeds must be consistent with the development pattern contained within the SCS Go eminent code Section 85584.01 i ) (1). State housing goals as specified in Government Code sections 85500 and 85581 must be considered in the SCS. ,wnwnwi*i8 1 If SL c G does not adequately address the requirements of s 0 5 transportation funding will be withheld. In addition, SB 075 requires that future voter initiatives for transportation funding will need to demonstrate that the proposed projects are consistent with the SCS. SLOCOG would be unable to proceed with a legally defensible local option supplemental funding program without an I TP that is SB 375-compliant. Agenda Item 10.a. Page 10 o G „ � + � Al > `�” INCORPORATED RATTED JULY 10, 191 MEMORANDUM I TO: CITY COUNCIL/REDEVELOPMENT AGENCY BOARD of DIRECTORS FROM: ANGELA KI AETSCH, DIRECTOR of ADMINISTRATIVE SERVICES SUBJECT: FISCAL YEAR 2009-10 TIMID YEAR BUDGET REPORT T DATE. MARCH 23, 201 RECOMMENDATION: It is recommended the City council Agency Board: o Approve detailed budget adjustments listed in the Mid -Year budget report; 0 Approve Schedule A; and 0 Approve (Deny) requests for additional appropriations in the General Fund; and o Approve staffs recommended strategies to address the projected Fly 2010-11 budget shortfall. FINANCIAL IMPACT: The General Fund ending balance will be impacted by the approval of the recommended revenue and appropriation adjustments as llows: Fund Balance at I Quarter Budget Report: $ In crease i n Reven $ Increase in Expenditures 2 3, 358 Total Increase to General Fund Balance Adjusted Fund Balance 12 2 1 995 BACKGROUND: Each year, the City council/ DA Board of Directors adopts a budget, which commits resources to the accomplishment of its policies. The Administrative Services Department routinely prepares quarterly budget updates for the City Council. The purpose of the city's Mid Y ear Budget Report is to: Compare revenues received and e made to budgeted amounts to determine appropriate adjustments. Agenda Item II.a. Page 1 CONSIDERATION of MID YEAR BUDGET REPORT T MARCH 23, 2010 PAGE 2 Report on Departmental accomplishments. Provide a link between the City budget, the financial records, and the independent financial audit. Compare current revenues and ependitures against the prior fiscal year. ANALYSIS of ISSUES: Fly 2009-10 The City is once again faced with a significant decrease in revenue. Staff is estimating that actual revenues will be approximately $300,000 less than the adopted 2009-10 budget. The main decreases are in Sales Tax, Transient Occupancy Tax, children in Motion and Expense recovery revenue. In addition, due to recent layoffs, estimated unemployment costs gill be approximately $64,000 more than budgeted. Staff is recommending that this shortfall be addressed with salary savings due to several vacant positions and departmental savings (these are explained in detail on pages 9-10 in the attached Mid Year Budget Report). . A hold has been issued on many equipment purchases travel, and limited remaining expenditures to only those essential for the remainder of the year. The current bg k eted General Fund Balance for June 30, 201 g is $2,1128,996, an increase of $358,323 from the projected fund balance of $1,770,672 published in the FY 2009 -1 Budget. The Fund Balance is projected to be at 15% of appropriations. As part of the I'lllid Year process, staff was asked to review their current budgets and determine if any adjustments are required. Due to the current economic climate, staff is only recommend i g /reporting minor adjustments to the General Fund Departmental budgets, one of which has already been approved by council. They consist of the following: 1. The increase in Fire Strike Team revenue of $86,760. Staff is recommending that Fire salary expense be increased by $86,760. 2. An increase of $196,598 for the Police "Avoid the 14 DUI Campaign" grant. Fy 2n1 -11 When the current two -year budget was adopted, a shortfall of approximately $625,000 was projected for FY 2010 -11. The majority of staff effort at that time was aired at addressing a shortfall of app ro cirnately $2 million in FY 2009-10. It was agreed to address the deficit in the second year of the budget after additional iinformation regarding revenues was obtained and staff had more time to develop additional funding strategies. Updated projections have increased the expected deficit to approximately $830,000. The increase in the shortfall is due to a continued drop in projected sales tax revenues, funds that were budgeted for a Federal grant for the Police School Resource Officer position that was not approved, and a decrease that has been experienced in the Children in Motion childcare program revenue. Building and development permit revenue is projected to increase b approximately ately $30,000 over original projections. Agenda Item II.a. Page 2 CONSIDERATION of MID YEAR BUDGET REPORT MARCH 23,2010 PAGE 3 The following is a breakdown of this amount: rsgrnal Projected Shortfall Sales Tax Police School Resource Officer grant budgeted, but not approved Children In Motion Program revenues 0 Building and development permit revenue Total The following measures are proposed to address the shortfall. -$625 - $K000 _$ _$100 $ 30,000 $825,000 • Improvements to the City Mall building will be delayed, or under an alternate plan to relocate all staff~ to the former Farm credit building, improvements to City Hall will no longer be necessary. This will enable the City to deprogram $550,000 in General Fund monies for this project. It is projected that $200,000 will be necessary to address the decrease in revenues in Fly 2009-10. The remainder will be carried over to FY 2010 -11. Labor contracts are being renegotiated in an attempt to delay the majority of salary increases budgeted in FY 2010 -11. recent vacancy has occurred in a Water Services Maintenance Worker position. It is proposed to transfer a Parks Maintenance Worker to fill the vacancy, transfer the Building Maintenance Worker to Parks, and reduce the Building Maintenance function to a part -time position. In order to eliminate the majority of subsidy for the Children in Motion program, it is proposed to layoff and eliminate one full -time Child Care Coordinator position. A decrease is proposed in engineering services by reducing contractual services and delaying filling of a full - time Engineering Associate position by maintaining it as a part- time position to at least January 1, 2011. • Efforts with the County regarding animal services costs are projected to result in a $40,000 decrease to the animal services budget. It is proposed to maintain a vacancy in the Neighborhood Services Coordinator position by reassigning code enforcement responsibilities to existing Community Development and Police staff. The Police Department is working on reducing the number of officers classified as Senior Police Officer. This will not reduce the number of Police Officer positions. 0 It is proposed to suspend the management merit pay program. 0 Workers' compensation costs are projected to decrease by $10 1 gg in FY 2010 -11. Agenda Item II.a. Page 3 CONSIDERATION of MID YEAR BUDGET REPORT T MARCH 23,2010 PAGE These measures result in the following savings: 0 Delay or eliminate City Fall improvements 0 Renegotiation of labor agreements Reduction in building maintenance to part -time 0 Elimination of Children in Motion position 0 Reduction in Engineering Services costs Animal control costs 0 Reassignment ent of Neighborhood Services functions • Reduction in Senior Officer classifications Suspension of management merit pay program 0 Worker's er's Compensation 0 Total $350,Q00 $225,000 $57,000 $70,000 $25,400 $40,000 $20,000 $25,000 $3,000 $ 10,000 $825,000 If these overall strategies are approved, staff will prepare the necessary budg adjustments for consideration during the third quarter budget review. Manamment Revortim System Status Report The Management Reporting system Status Report on departmental accomplishments and i p fey issues n progress is presented as a separate section at the end of this report. Each department division reports the work accomplished during the first half of the fiscal year toward an improved City government. Also reported is the progress toward those ongoin g g projectstwork efforts that will continue into the remaining quarters. ALTERNATIVES: The following alternatives are provided for City Council RDA Board consideration: 1. Approve Sched ule A included in the Mid Year Budget Report; 2■ Do not approve recommended budget adjustments and propose reductions to balance the budget and/or increase General Fund reserve; 3. Provide direction to staff. ADVANTAGES: Staff conducted a revie w of City funds and is recommending budgets savings, which will r result in the funds remaining balanced. Department staff is working on additional efficiency measures to further increase the General Fund balance. The recommended budget adjustments will maintain a balanced budget and a General Fund reserve consistent with Cit policies through the end of Fiscal bear 2010-11. DISADVANTAGES: TAGES: Based on the recommendations, departmental budgets will continue to be constrained and will present a challenge to some accounts to maintain expenses within the budgeted amounts and to maintain current service ievels. Bence one -time revenues are utilized to address a portion of the shortfall, concems exist regarding the projected budget in FY 2011 --12. Agenda Item II.a. Page 4 CONSIDERATION OF MID YEAR BUDGET REPO T MARCH 23, 2010 PAGE 5 E VIROMEI TAL REVIEW: No environmental review is required for this item. PUBLIC NOTIFICATION AID COMMENTS: The Agenda was posted in front of City Hall on Thursday, March 18, 2010. The Agenda and report were posted on the City's website on Friday, March 1, 2010. No public comments were received. Attachment(s): 0 lipid Year Budget Report Agenda Item II.a. 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X)j Xm7 #Tf y nS * ■ 1.�A F . ■ f 1 4 ■ Lf ■ � ■ F c +♦.** #0*. 4004400440 ■r.s ■��..a.•r * * *rt # 00 *40 *40 ■. 00004400. ■r.4arrr.ra•r ;0000 * * *. 40000.1 Owe 0.. 0044 age 050 - 4 0 * *40. 400 ....... 0 .............. 0....................... MVIiU Ao s4uajuo:) jo alqrjL OIOZ HVEIkIVDSIJ OJOZ 41ICZ 1 1:)JeL1i OIOl /6002 - Uo ag }a pnff Jaa,L -pryQ apubif) oho"y fi4za City of Arroyo Grande Mid -Year Budget - 2009/2010 March 23,2010 Overview The City's. Mid- Deport is prepared to compare the revenues and expenditures occurring during the first sic months of the fiscal year against budgeted amounts to determine appropriate adjustments; to report on departmental accomplishments; to provide links between the City budget, the financial records, and the independent financial audit; and to compare revenues earned and expenses made during the first sic months of the 2009 - Fiscal Year against the FY 2008-09 figures. This information is provided in the following forrnat: Schedule A: The starting point is the audited 200 8 -09 Fiscal Year ending fund balances, which is also the beginning Unreserved Fund balances for the 2009 -10 Fiscal Year. Combining the be ` g Unreserved Fund Balances with the estimated revenues, transfers, and appropriations adopted in the Annual Budget and the 15t Quarter report, provides the estimated fund balances. A s a result of a comprehensive review, adjustments are recommended where actual receipts and d are materially different from the budgeted amounts. Although budget adjustments are recommended across several City funds, the emphasis of the Mid -Year budget Report continues to be directed at the General Fund. The General fund is deemed to b e the most critical as it provides most services commonly associated with government (public safety, recreation, parks, building, and planning) and is limited primarily by tax-generated revenues. Summary of Key Points The total Citywide Fund balance reported at June 30, 2009 was $35,651,7 This is an increase of approximately $727,855 over June 30, 200 8. The beginning Gen Fund balance is $2,191,544, which was an increase of $149,155 from the prior year and was 1 % of General Fund appropriations at year -end. The audited Fund Balances reported in e� the Comprehensive Annual Financial Report (CAFR) h ve been incor orated into the be 'nnin fund balances on p p p beg inning Schedule A. There is one adjustment to the beginnIng fund balances that is different from the CAFR. The adjustment was to subtract the Fixed Asset balance of $9,670,367 from the Water Fund in order to reflect a more accurate cash PIP, fund balance. c� c� 00 iD City of Arroyo Grande Mid -Year Budget Report - 2009/2010 March 23, 2010 • The current projected available General Fund Balance for June 30, 2009 is $2,128,995, an increase of $358,323 from the projected fund balance of $1,770,672 published in the FY 2009- Budget. This fund balance is projected to e 15% of appropriations, which meets the City Co fund balance goal. The increase in the projected fund balance is clue to higher than expected savings in Fiscal Year 2008-09. The projected Fund Balance assumes revenues are received exactly as budgeted, all budget expenditures are made, and all capital transfers required by the CIP Program are completed. Historically, the General Fund has not been required to fund all budgeted capital transfers and expenditures at year - end are traditionally less than budgeted. The Management Deporting System Status Deport is presented as a separate section at the end of this report. This provides a summa of what individual departments have accomplished during the year. Also reported are the key issues and work efforts in progress that wfll continue into the remaining quarters. 40 _Mid Year Budget A s part of the raid -year process, departments are normally asked to review their current budgets and determine if any adjustments should be proposed in this report. Departments have been asked to closely monitor their budgets and spend only what is absolutely necessary. Therefore, at this tine, staff is only recommending minor adjustments to the General Fund Departmental budgets. General Fund Expenditures: Fire - Fire sal ary expenditures have increased due to strike team responses; staff is recommending an increase of $86,760 in salary expenses. This increase is offset by Fire Strike Team revenue. General Fund Revenues: D Fire Strike Team Reimbursement - This is revenue that the City receives for strike team response. The revenue will increase by $86,760. c� c� c� � City of Arroyo Grande Mid -Year Budget Report - 2009/2010 March 23,2010 Local U se Tai Fund: Staff is requesting an increase in operating transfers of $60,400 for the Streets division. O December 3, 2009, staff received notice from the San Luis Obispo Council of Governments SLOCOG that there had been a reduction in overall Local Transportation Funds LTF . For the City, this r eduction amounted to a loss of $106, It is anticipated that the Streets division will have a savings in salaries of $45,704 due to the retirement of a full -time employee and by replacing the position with a part - time employee. Staff is requesting that the remaining $60,400 be funded from the Local Sales Ta Fund. Streets: A s explained above, staff is requesting a reduction in salary expense of $45,700 due to the retirement of a full time employee. Traffic Congestion Relief Fund: The California Department ment of Finance released revised proposition 42 funds on January 8 , 2010. The revised number for the City of Arroyo Grande lis $153,392; this is a decrease of $7,748 from the FCC 2009-10 budget, T'ranspor'tation: O n December 8, 2049, SLOCOG amended the LTF funding, which lowered the amount that the City of Arroyo Grande would receive by $106,100. Water Availability Fund: Staff is requesting that $21,504 for the recycled water study update be funded from the Water Availability Fund. This was originally budgeted in the Water Neutralization Fund and the Water Fund. in addition, staff is requesting that c> for the Iearood basin well , c� $ 43,844 to testing project be closed and returned to fund balance. Redevelopment Agency Fund; Staff is requesting that fundm* for the Green Corridor project be decreased $90,000. This project currently has $100,000 budgeted but due to a project planned that has not p roceed ed, orb $14,000 is needed. It is reconunended o � Ct A rro yo G ra nd e Mid-Y Budg Repo 2009/2010 March 23,2010 $30,000 be allocated for a village Historical Resources survey per Council direction at the March 9 2010 meeting The remainder will address a shortfall created by the State takeaway of $431,115. Capital Improvement Program Fund CIP): Staff is requesting a decrease in the Green Corridor project of $90,000. In addition, staff is requesting that the Pear wood basin well site testing project be closed and the rema=* ' g $43,844 balance be returned to the water A vailability Fund. sewer Fund: Staff is requesting an mncrease of $800 for the montMY online billing maintenance fee. Staff ofiginally budg eted the upfront costs to set up the online billing system but did not include the monthly maintenance fee. Water Fund: Staff is requesting an additional appropriation of 0,000 for unexpected expenditures for burned out motors and pumps, and damaged fencing. I a ddition, staff is requesting an increase of $3,200 for monthly online billm* g maintenance fees, $1 ,30o for the publishing of the water ordinance and a decrease of $6,250 for the water recycling study � g y (this is being r eplaced with Water A funds). c� c� c� c� 0 City of Arroyo Grande Mid -Year Budget Report - 2009/2010 March 23 2010 General Fund Overview Shown belo w is an overview of the revenues, expenses, and transfers for Fiscal Y ears 2008-09 and 2009 -10. Comparin the two fiscal years in this summary format readily shows the impact of both increases and decreases in revenues and expenditures. Revenues decreased by $562,493, but should have only decreased by $236,278. The County w ithheld $287,027 from the December property tax payment in order to pay the State loan in January Also, TOT pay ments of $12,337 that should have been received in December were paid in January Revenue reimbursement for the months of November and December for the Battalion Chief and the Fire Chief in the amount of $26,851 were received in January In addition, due to the City Hall be�ng closed for the holidays and mandatory furloughs, revenues that were received in the last two creels of December were recognized in January. Finally, the majority of the decrease was anticipated and was budgeted accordingly. FCC 2009-10 Variance 3,700,504 1,133,748 4, 834,252 6,7,9,583 6,759,"583 - (1,925,331) ■..Ili (587,934) 25,441 ( 562 f 4 9�)_ . 139,236 (9 7 f 7 41,485 $ (603,978} 7 Gener Fin FY 2008 - R evenues: Mid -Year Actual 4,288,438 Mid-Year Transfers 1,108,307 Total 5 E xpen ditures: Mid- Actual 6,620 M -Year Transfers 97,751 Total 6 1 71,09 t� tD Impact on Fund ba lance 1,321,3 N FCC 2009-10 Variance 3,700,504 1,133,748 4, 834,252 6,7,9,583 6,759,"583 - (1,925,331) ■..Ili (587,934) 25,441 ( 562 f 4 9�)_ . 139,236 (9 7 f 7 41,485 $ (603,978} 7 City of Arroyo Grande Mid-Year Budget Report - 2009/2010 March 23, 2010 Shown here is a graphic representation of the 2009 -1 Fiscal Year revenues and expenditures, to date, compared with the amended budget including the recommended Mid - Year a djustments. Transfers In and Transfers Out are included on this graph to present the total impact on fe fund balance, M General Fund Budget & Actual as of Dec, 31, 2009 Revenue/ Transfers Operations E q u ipment Purchases Capital Transfers Total Expenditures Budget $14,539,952 13,726,303 326,197 - 550 14,602,501 Actual $4,834,252 6,645,701 113,882 0 759583 Change in Fund Balance 62 549 X1.925,3311 I n S I" 12.0 Y0a S 6D 2D 0.0 After Mid -Year adjustments are recorded, the June 30, 2010 fund balance in the General Fund will be approximately VJ28 if all budget projections are fulfilled. However, at June 30, 2010, the City may find that revenues have not met the budgeted projections and not all budgeted appropriations will be spent as year - end actual expenditures are traditionally less than budgeted amounts i.e, FY 08-09 - $547,717, FY 07 - - $737,598 less, FY -o - $560,025 less, FY 0 - $182,237 less, FY - - $407,581 less, FY 03 -04- $508,399 less). c� c� w � ev enn es Expenses o Actua1YTD Q Budgeted City of Arroyo Grande Mid-Year Budget Report - 2009/10 March 23,2010 General Fund Revenues With half o the year complete, the total General Fund revenue is at 33 %. This is below % for several reasons. The County of San Luis Obispo withheld $287,027 in property takes in order to pay the State loan in January. The Ci participated in the Prop 1A securiti ati n program and receiv the first payment in January. The rnld -year revenue only includes four months of Sales Tax revenue and was shoving a 2% decline. However, after meeting with the City sales tax consultant from Hinderliter de Llamas and Associates (H DL) in February it was determined that the estimated Sales Tax decrease will be % o r $1 70,000 below what the City budgeted. Transient Occupancy Tax (TOT) revenue is for f ive months and is currently down 10 whe compared to the prior year and 7 % when com pared to the current budget. The majority o this decrease is due to the delay in completing the Hampton Inn. Franchise Fee revenue only includes five months of revenue. Children in Motion revenues are de l�ning drastically due to a drop in enrollment. The ,I ovember and December reimbursement payments for the Battalion Chief and Fire Chief were not received until January. The Ci currently has $x.,000,000 budgeted for the sale of the Pearwood property, this property has not been sold as of this report. Finally, the triple flip amounts for sales to $265,032 and VLF $618,81x. were not received until January. A s part of the Mid-Year Report, adjustments are recommended t revenue u ets when mathematical calculati comparing current year revenues With p rior year revenues su ggest that either a signific ov erage or underage may o ccur at year - end. Below are the major revenue variances: 1 TOT is down $32,000 w hen compared to the prior year. The Hampton Inn is not anticipated to open before the end of this fiscal gear; therefore, staff is estima that this revenue will be approximately $50,000 below budget. 2 Children in Motion re are showing a sharp decline d ue to a drop in enrollment. This revenue source i s estimated to be approximately $100,000 below the $422,000 that is budgeted. The current budgeted cost of this program is $426,073. This would amount to the City subside rng this program by approximately $104,000. ca 3 Sales tax revenues continue to decline. When adopting the FCC 2009 -10 budget, staff reduced Sales Tax % below a what was received in FCC 2008-09. The City sales tax consultant, H L, is estimating that the Citys saps tax will decrease an additional 6% or $170,000. Fo a total decrease of approxintately $340,000 when compared to the p rior y ear. 406� 0 City of Arroyo Grande Mid.-Year Budget Report - 2009/10 March 23, 2010 4) When staff prepared the FCC 2009-10 budget, it was anticipated that the City would receive a Police grant of approximately $80,000. However, funding for this grant was discontinued after the City budg was adopted. 5 Several smaller revenue sources are actually corning in higher than budgeted. It is anticipated that these revenues will come in approximately $x.00,000 more than budgeted at year end. Although not a revenue source, the City has seen an increase in unemployment costs due to the recent lay offs. The total cost is estimated to be approximately $74,000 or $64,000 over budget. This variance was included in Staff's b g shortfall strategies that are listed below. The net effect of these variances equals a $364,000 shortfall. Staff has delayed presenting this report until it was determined how to address this budg shortfall. Staff is recommending the following. 1 Currently, the Police department has a Police Sergeant vacancy. This position has been vacant since December. Staff is recommending that this position be held vacant until the end of the fiscal year. This will result in an estimated savings of $50,000. 2 Staff was recently notified that a maintenance worker has accepted another position with a neighborin jurisdiction and will be vacating his position this month. Staff is recommendin g that one of the maintenance workers currently assigned to the Parks Division be moved to Sever to fill this vacancy. The Parks maintenance worker will be replaced with the Building maintenance worker, who will be replaced with a art - time position. This will result in are estimated savings of $20,000. 3 The Neighborhood Services position is currently vacant. Staff is recom that code enforcement be done b a maintenance employee on modified duty at this time and by existing Community Development staff in the future. This savings is estimated at approximately $5,000 for this Fiscal Year. > 4 There is currently $550,000 budgeted for City Hall improvements in General Fund monies. Staff is recommendin that these improvements not be made this fiscal year. It is projected to utilize $200,000 in this fiscal y ear and to use the remaining $350,000 to address the shortfall ' in FCC 2010-11. 5 Staff is recommending that Engineering part - time salaries and contractual services be reduced b y $15,000 this fiscal gear. c� City of Arroyo Grande Mid -Year Budget Report - 2009/10 March 23 2010 c� c� 6 A s mentioned previously in this report, not all budgeted appropriations will he p ent at ear -end. Actual expenditures are traditionally less than budgeted amounts. Departments have been instructed to once ag ain put a hold on expenditures unless absolutely necessary until the end of the fiscal gear. The table shown below presents a comparison of the top ten revenue accounts. The table is followed by an analy of changes in the revenues, both increases and decreases. Because the top revenue sources account forap p roximately % of total General Fund revenues, changes here can have profound impacts. In addition, the trends in these ten revenues can provide a general understanding of the total General Fund revenues. Current year revenues are $541,960 less than the previous fiscal year as shown below). However, this amount should ha ordy been a $236,278 decrease as explained in detail on page 7 of this report). Title Sales & Use Tax Triple Flip - Sales Ta Property Tax Motor Vehicle License Fees Triple Flip - 'ELF Building Per nits Cbildren in Motion Franchise Fees Telecommunication Site leases Transient Occupancy Tax Total Mid -Year Current Fiscal Year Bu dget Actu Md-Year Prior Fiscal Year Actu % Budget Actual Change $ 2 687,523 31% 2 774,049 31% 530,063 - 0% 827,227 - 0% 3 1 49% 3 2,083,867 59% 30,000 11,428 38% 81,000 21,392 26% 1,237,622 - % 1 - % 145,000 48,000 33 194,841 40,750 21% 400,000 143,000 36% 43 7, 000 194,484 45% 660,000 152,604 23% 668,000 143,167 21 175,000 88,842 5 1% 45O 161,524 36% 233,400 550,0 $ 9 $ 3 32% $10,300,596 $ (86526) (370 (91964) 7,250 (51,484) 9,437 96,753 41 (7 193,431 35% (31,907) $ 3 34% $ 541,960) 11 City of Arroyo Grande Mid-Year Budget Report - 2009/10 March 23, 2010 Sales Tax - Sales tax is lover than the prior year due to a decline in sales activity. Staff had anticipated the majority of this decl�ne and had lowered the budget accordingly. Staff is projecting that this revenue source will continue t decrease as mentioned on p 9 o f this report. Property Tax - P y to should a ctually be showing a decline of $83,828. As mentioned previously in this report, the County had with held $287,027 of property tax payments that the City would normally receive in December. Had this revenue been received in December this revenue source would be at 5 7%. The remaining decrease is due to a 2 reduction in assessed value and a $43,000 decrease in supplemental property tax revenue w h e n compared to the prior year. Motor vehicle License Fees - This revenue continues to show a decline due to the way the State calculates their adnm�nistration costs, which are taken out before the VLF payments are apportioned to the cities. Staff anticipated this decrease and reduced the budget accordingly. • Building Permits - The City i s seeing a sl i ght increase when compared to the p rior year due to several rern delrng projects and additions to existing homes as well as the building of new custom homes. However, it is still well below the % budget mark. 0 Children in Mo tion - This revenue is shoving a decrease o approximately $51,000. Due to the ec nornic downturn, this program i seeing a drop in enrollment. Franchise Fees - This revenue source is showing a slight increase when compared with the prior year. This revenue source is below ° due to one -tine payments from PG&E and So Cal Gas that are received in April. Staff will continue to monitor this revenue source to determine an adjustment is r equired once the one -time revenues are received. Telecommunication Site Leases -- This revenue source is showing a slight decrease when compared to the prior year. The reason for this decrease is due to the closure of City mall for the holidays and mandatory furloughs; revenues that are normally received at the end of December were not received until the City Hall reop ened in J anuary . Transient any Tax - While this revenue a p p ears t be showing a decrease y pp se $31, The actual decrease is tD r imatel $20,000. The Cit received $12 337 in late ments in January. Currentl with pp � �, six months of revenue received, this revenue sources is at 43% and down $22,000 when compared to the prior year. ft-4 0 0 All other variances are within normal ranges. 12 City of Arroyo Grande Mid -Year Budget Report - 2009/10 March 23, 2010 General Fund Expenditure Most departmental expenses are under the % budget mark With total Fiscal Year 2009 #10 expenses at 46 of budget. Individual department/ division differences between the current and prior fecal year are highlighted in the table shogun on the next page. This f iscal gear, there is an approximate $41,485 increase in General Fund expenditures over the previous fiscal year. Title Nfid -Ye ar Current Fiscal Y ear mid - ear P ri o r Fiscal Yea B udget Actual % Budget Actual r Actual Chan 13 City Manager $ 412,938 $ 204,025 49 % $ 622,419 $ 271,742 44% $ (67,717) Legislative & Information Svcs 285,057 130,788 4 6% 176,288 78,447 4 4% 52,341 Retirees 128,000 59,979 47% 1 06,300 43,721 0% 16,258 City A tt rney 179,250 70,761 39% 179,250 60,985 34 9,776 Administrative Services 701,302 338,350 48 537,084 245,385 46% 92,965 Community Dev elopment 474,852 227,640 48 504,080 250,378 5 0% (22,738) IT 287,931 145,51 519' 257, 126,531 49 18,985 Non Departmental 1 550, 641 43 % 920,537 653,584 71 (102,943) Pol ice 5 2,694,861 4 5,928,220 2,561,249 43% 133,612 Fire 1 902,070 1 1,789,698 840,096 47% 61,974 Building & Life Safety 256,084 122,005 48 % 284,823 130,774 46% (8,769) Public Works 460,967 236,1 51% 1,111,195 477,974 43 (241,868) Rec reation an Maintenance Svcs 2,395 1 45% 2,303,650 977,233 42% 99,608 D c� Total $ 14,602,501 $ 6 46 % $ 14,720,851 $ 6 $ 41,485 • Non-Departmental th $102,943 decrease in Non - D epartmental is due largely to a decrease in the liability insurance p ayment an that th Gen eral Fund did not provide fun ding to the Streets department this f year. Instead this CO M funding was budgeted from the Local Sal T ax Fun 13 City of Arroyo Grande Mid -Year Budget Report - 2009/10 March 23 2010 Retirees - this cost is the retiree health care that the City pays on behalf of the retired emp loyee. This is higher gher due to health care increases and an increase in retired employees. Fire - This increase of $61,974 is due to increased salary expenses related to fire strike team response. Police - in the prior year the Police department had signi f icant savin s due to leaving several unfilled pos osrtlons, IT - this increase is due to an increase in the Eden financial stem maintenance costs and the purchas +� the m a jority f the budgeted computer equipment in the first half of the fiscal year. B uilding and Life Safety - this decrease is due to transitionin a full -time building emit tech position to a par time positron. All other variances are due to the citywide reorganization and budg saving adjustments that were ma d during the budget process. General Fund Balance The City Council has established an Undesignated General Fund Balance goal of 20% of annual appro priation ` opr�at�on �th a mmun goal of 15%. Th e City's L ndesignated Gener F und Balance represents the available resources to . � provide funding for future contingencies such as earthquakes, civil unrest, economic fluctuations ma infrastructure ` � uct�re repairs and in estrnent in capital for improved productivity and efficiencies. Inadeq reserves increase financial risk , neg ativIy impact cash flow, and reduce the City's ability to attract and sustain economic develop and o th within gr the City of Arroyo Grande. The net impact of the budgeted fund balance and reconnnended Mid-Year adjustments will result in ` a protected fund balance of approximately $2,128,995 as of June 3 2010 which is 1 5% of app The ro`ected fund ] balance is c> based on conservative calculations. c� c� c� 1 City of Arroyo Grande Mid -Year Budget Report - 2009/10 March 23 OTHER FUNDS Local Use Tax Fund Fund 218) This fund has been established to account for the 1 cent sales tax increase that was a roved in November 200 6. With four months of Sales, this revenue source is at 34%. At this time this revenue source is consistent with the budg and staff is not antici pating any decreases. The estimated fund balance in this fund ' is $173,278, which is % of app ropriations if all budgeted funds are expended. However, staff believes the fund balance will remain above % when factorin r i f * r i ncrease + project savings and project delays. Staff is requesting a net increase of $60,400 in approp The details for this appropriation are listed on page 5 of this report under Mid Y ear Budget Req uests. Redevelopment ment Agency (Fund 284) The Redevelopment Agency ILIA fund has an estimated negative fund balance of $3,323, As p art of the recent State Budget revisions, the State is requiring an ERAF take away f rom Redevelopment Agencies. The impact to the Arroy Grande RDA is $431,115, The California Redevelopment Association C has filed a lawsuit hallen in g this take array, Staff has issued a letter to the SLO Counter Auditors office informing them of the lawsuit and reserving the rig to withhold the payment rf the CIA lawsuit is upheld. Staff will wait to make any budget reductions until the outcome of the lawsuit is known. If the lawsuit is upheld this fund will have a positive fund balance and no budget adjustments will b e required. Staff is requesting a decrease of $60,000 in appropriations. The details for this reduction in appropriations are listed on page 5 of this report under Mid Year Budget Requests. CIP (Capital Improvement Program) Fund (Fund 350) The procedures of the CIP require that revenues equal expenses in this fund, which means the fund does not typicall have a fund balance at year-end. If additional expenses are encountered in completing a ro'l ect funding must be found to match the expenses. In reverse, when additional revenues are found, the scope of the p ro j ect can be expanded (^ previous funding returned to other funds, or revenues returned to the source. In this Mid -Year Rep the CIP Fund is requesting a net decrease of $93,844 in appropriations. The details for this reduction 1n ro nations are listed on e a �p p 6 of this report under Mid Year Budget Requests. Sewer Fund Fund 612) The Sewer Brand is p rojected to have a fund balance of approximately $18 Schedule . never w ater and sewer gate o study was a pproved by the Council on June 23, Zoo. The approved rate increases, which cover operations capit outlay,, tlay, 1 City of Arroyo Grande Mid -Year Budget Report - 2009/10 March 23,2010 and reserves, will ensure that the Sever Fund does not have a negative fund balance. Staff is requesting a net increase of $800 in appropriations. The details for this appropriation are listed on pag 6 of this report under livid Year Budge Requests. Water Fund (Fund 640) The Water Fund is projected to have a cash fund balance of approximately $1,590,150 at June 30, 2010. This is a decrease when compared to prior gears. This is due t o the high costs of several larg water pro that are being funded by the Water Fund, such as the construction of reservoir no. 6 ($527,614) and the waterline installation on Chilton and E Canmino ($585,100). In the past, staff was able to use development impact revenue to help offset these ca pital im costs p p p p however, with the reduction in development these fees have decreased g . dramaticall y Staff is requesting a net increase of $18,250 in appropriations. The details for these appropriations are listed o page p of this re p ort under Mid Y ear Budg Requests. Attachments brief overview of the attached schedules is provided to inform the reader of the ur ose of each schedule. p p Sc hedule - Fund Balance. This schedule is provided to incorporate prior y ear fund balance into the current year and to summar the 2009/10 budget adopted by the City Council. This schedule includes adjustments that were s i incorporated ■ �n the l ' quarter report and lists the current requested adjustments n total. • Management Deporting system Status Report. This provides a look at ghat the individual � de p rat have accomplished during the first half of the fiscal gear. Also reported are the key issues and work efforts in progr that will continue into the remamng quarters. c� c� c� c� N� 1 City of Arroyo Grande Fund Balance - Control All Funds Operating Budget 2009/10 Adopted Budget Schedule 1 Estimated Total Total Unreserved Unreserved Fund Balance Original Adjustment Operating Operating FY 2008 - 09 Budgeted Adjustments to Fund Balance Jul 1, 2009 Revenues to Revenues Transfer In Transfer Out Carryove pro ri bons __ Appropriations i June 30, 2010 General Fund 010 Ge nera l Fun $2,191,544 $ $366,182 $2,279,300 $550,000 $95,658 $13,589,467 $367,376 $2,128,995 peal Revenue Fun 210 Fire Protection Impact Fees $10,623 $12,700 0 $0 $6,777 $0 0 $0 $16,546 211 Public Access Television 58 1 672 41, 000 0 0 0 0 35,000 0 69, 212 Police Protection Impact Fees 46,718 1,700 0 0 0 0 0 0 48,418 213 Park Development Fees 657,185 35,000 0 0 207,925 0 0 0 484,260 214 Park I mprovement Fees 395,094 20,400 0 0 404,729 0 0 0 10,765 215 Recreation Community C enter 41,985 1 } 800 0 0 15 } 000 0 0 0 28,785 216 Grace Layne Assessment D istrict 30,294 9,500 0 0 0 0 5,000 0 34,794 217 Landscape Maintenance D istrict 47,094 6,800 0 0 2,900 0 3,900 0 47,094 218 Local U se T ax Fund 1, 1,590,000 0 0 2,522,259 0 154,500 0 17 219 P As District 172,101 57,700 0 0 0 0 8,000 0 221, 220 Streets 0 294,500 0 420,700 0 0 710,900 (45,700) 0 221 Traffic Congestion Relief 106,253 162,140 (7,748) 0 200,000 0 0 0 60,645 222 T Signal 417,623 10,000 0 0 77,170 0 0 0 350,453 223 T Circulation 24 } 783 2,000 0 0 5 0 0 0 21 ,349 224 Transportation Facility Impact 2,813,243 55,000 0 0 1,313,633 0 0 0 1,554,610 225 Transportation 0 248,962 (106,100) 0 135,800 0 7,000 0 62 226 Water Neutra Impact 695,421 26 0 0 45,000 61,069 318,130 27,3000 270,122 30 Construction Tax 3,189 0 0 0 0 0 0 0 3,189 X 231 Drainage Facility In Affordable Housing 11,967 921,202 600 20,000 0 32,076 0 0 0 491 0232 -Lieu 300 0 0 0 0 4,200 0 917,302 P233 In -Lieu Underground Utility 101,213 0 0 0 0 0 0 0 101,213 41 rok Water Availability Fund 1,826,596 41,000 0 0 341,869 0 0 25,000 1,500,7`27 M250 B2 71 CDBG Grant Funds 0 0 254,687 0 0 149,019 0 105,618 0 State COPS Bloc Grant 72,357 101,000 0 0 0 71,272 100,000 0 2,115 N : �! M Redevelopment Agency 1,321,190 1 } 118,000 0 0 1 0 683,050 471,115 (3,323) IV jD 2.5 Redevelopment Set A 2,891,112 340,000 0 0 63,700 995,000 1,432,940 5,000 734,472 ■ Total Sp ecial Revenue Funds $13,925,988 $4,181,502 160,839 $420 } 700 $6,662,626 $1,276,410 3,512,620 $588 { 533 $6,648 } 840 1 City of Arroyo Grande Fund Balance m Control All Funds Operating Budget 2009/10 Adopted Budget Schedule .pi tai Prjet „Funds: 350 Capital Improvement Fund Total Capital Project Funds J n r ise Fun 612 e wee r 634 y� �j r� a �T e 1 €4 cili 640 later Fun 641 Lopez Water 642 Water Fac - $9,480,984 Total Enterprise Funds T rust and Agency Fund: 751 Downtown Paring Total Trust & Agency Fund Grand Total All Funds 0 M N � W Estimated Total Total [unreserved Unreserved Fund Balance Original Adjustment Operating Operating FY 2008 - Budgeted Adjustrnents to Fund Balance MY 1, 2009 Revenues to Revenues Transfer to Transfer Out Carryovers, _ Appropriations Appropriationsi June 30, 2010 $0 $1,564 $3,202,451 $9,480,984 $0 $7,344,241 $6,988 } 150 ($83 $0 $ 1564,9 65 $3!202,451 - $9,480,984 a `I'f ,3"/L l $6*988,150 _ $475,556 $891,600 .$0 0 $846,563 $0 $316, $16,100 $187,610 520,908 12,000 0 0 422,985 0 0 0 109,973 3,227 2,976,600 0 0 2,811 } 965 3,861 1,776,193 21,500 1,590,1 3,417,696 3,246,300 0 0 327,400 0 2,860,878 0 3,475,718 924,392 30,000 0 0 405545 0 0 0 54, 047 $8,565,620 VJ56 5M _ $0 .. 0 $4,817,258 $3,861 $4,953,954 $37,600 $5,909,447 ^ $142,242 $11,600 0 0 $151,100 0 $3,100 ($358) 0 $142,24 $11,600 0 $ 0 , $151,100 $0 $3,100 M-1 $24, $24,809 } 037 $12,180,984 $12, 180,984 $8,720,170 $909,160 $3,729,472 $23,[47 } 291 $14,, 1 1 9 GENERAL FAT - FUND SUMM FUND: 010 GENERAL FUND FISCAL YEAR 2008 -09 BIENNIAL BUDGET 2006 -07 2007-08 I I 'AL AMENDED ESTIMATED 2009 -1 2010 -11 ITEM ACTUAL ACTUAL BUDGET B UDGET ACTUAL BUDGET BUDGET Be ginnin g Fund Balance $ 2,359,078 1,808,404 $ 2 1 042,389 2,042,389 $ 2,042,389 2, 191,544 2 Revenues: Revenues 11,864, 12,3 }4 ,755 13 ,424,285 12, 12,106,971 12,260,652 10,843,670 T ransfers In 1,263 { 951 1,901,942 2,003,600 2 2 2 1 279,300 2 To R evenues 13,128,214 14, 206,697 15,427,885 14,647,356 14,322,290 14,539,952 13,208,870 Expenditures: Salaries and Benefits 10,719,723 11,130548 11,586,190 11 10,848,358 10 10 Current Expenses 2 2 2 2 2,378,508 2,641,135 2 Deft Service 25,468 12,534 - 124, 122, 160,180 160,180 Equip ment Replacement 288,336 204,406 274, 285,640 718,887 326,197 118,480 Transfers Out (280,880) 20,990 60,700 203,119 104,881 - Capital Transfers 140,2$6 4 38,700 - - 550,000 - Total Ex 13,678,890 13,972,712 14,827, 14,695 14,173,135 1402,501 13,833,880 Tota Op Increases (Decreases) w (550,674) 233,985 600,39.E (47,894) 149,155 (62,549) (625,010) A udit Adjustments to Fun Balance = _ _ _ _ Total Adjustments to Fund B a lance X550,674} 233,985 600,39,E {47,894) 149,155 (62,549) (625,010 Ending Fund Balance 1,808,404 2,042,389 2,642,784 1,994,495 2,191 2,128 3 t� Reserve for Carry-Over Of Appropriations 195,892 89,561 - - A CL Availa F un d Balance $ 1 $ 1 $ 2,642, $ 1,994,495 2,191,544 2,128,995 $ 1,503,985 /Y N A 1 9 �pRROy� INCORPORATE 7 XLY 10. 11011 � c9 « + MANAGEMENT REPORTING SYSTEM 'CIF ORN MID -YEAR July 1, 2009 — December 31.2009 FIND: GENERAL FUND DEPARTMENT: CITY ADMINISTRATION Mid- Accomplishments Implemented organizational restructuring plan to reduce staff in order to address budget shortfall. Prepared and obtained approval for Green Corridor business incentive program and contracted for preparation of marketing brochure. Prepared recommendations and obtained approval for formation of the Centennial Celebration Planning Committee and process. Prepared recommended plan to address City Hall Complex A A and structural deficiencies and to consolidate staff. Developed California Energy Commission grant and loan requests for City facility energy efficiency improvements. Updated the Redevelopment ment Implementation Plan. Prepared the Police Building ballot measure and application for USDA low- interest financing. 0 Negotiated IIJIIs with City firefighters union and new Fire JPA union. • Developed budget recommendations for the new Fire ..SPA. 2 Agenda Item II.a. Page 25 Develop a prop osal for State legislation to enable use of RDA housing funds for development of a regional homeless facility. Developed a proposal and obtained approval for consultant services to assist the City in pursuing Caltrans approval for Frisco Interchange improvements, which has led to the first potential successful alternative pursued thus far singe planning began over 15 years ago. Developed an H 1 N 1 Pandemic and Influenza Disease Plan. Developed a proposal and agreement for Redevelopment Agency assistance for a Transitions Mental Health Association affordable housing project. Negotiated purchase of the C urtland property from I KT Commercial and sale to Peoples' Self Help Housing for an affordable housing project. Coordinated a countywide joint dispatch study. Key Issues Work Efforts In Progress Developing a proposed development agreement for acquisition of additional property for expansion of the Le Point Street parking lot. 0 Updating the Administrative Policy Manual. Preparing a ballot measure for the November ber election to make the City Clerk and City Treasurer positions appointed positions. Facilitating redevelopment proposals on Lour tland Street and Past Grand Avenue, Elm Street and Past Grand Avenue and Mason Street and East Branch Street. Preparing recommendations for joint dispatch services. 21 Agenda Item II.a. Page 26 op- NRRO�6 0 INCORPORATED %,JULY 10, lip I1 MANAGEMENT REPORTING SYSTEM MID -YEAR July 1. 2009 - December 31, 2009 FUND: GENERAL FUND D EPARTMENT: LEGISLATIVE AND INFORMATION SERVICES Mid-Year Accomplishments Completed one 1) Municipal Code Supplement to incorporate newly adopted Ordinances into the City's Municipal Code. Coordinated one 1 publication of the City newsletter, stagecoach Express, which was mailed to all City residences and businesses. Assisted in preparation of election documents required for placement o f a City bond measure o n the ballot relating to the new police station project. A dministered oaths of office to ne wly appointed advisory body members who assumed office o various City commissions, boards, and committees. Distributed Semi- Annual Campaign Statement forms to current officeholders. Processed City documents (deeds, contracts, agreements, resolutions, ordinances, minutes, liability claims, agenda packets) in a timely manner. o Met all legal publishing and posting requirements. Updated government access channel with information provided by City departments o n events, programs, and services. Achieved advanced certification and designation as a Master Municipal Clerk by the International Institute of Municipal Clerks. 2 Agenda Item II.a. Page 27 Key Issues I Work Efforts In Pry res Monitor and follow-up n required tasks related to the June 2010 Special Municipal Election (bond measure). 0 Distribute Annual Statement of Economic Interests Frans to all elected and appointed officials of the City, including members o f the City Council, commissions, boards, committees, staff, and consultants. 0 Coordinate publication of net issue of the City newsletter, Sta, ecach.Express for distribution to community. Complete net Municipal Code Supplement to incorporate six ordinances adopted by Council since 2009. Begin planning for the November 2010 General Municipal Election. Assist in update of Municipal code to reflect City reorganization as it relates t o departmental /functional changes. Update the City and Redevelopment Agency Conflict of Interest Codes to reflect organizational /staff changes. 0 Update and redesign the Commissioner's Handbook. 0 Update the Department's Procedural Manual. 23 Agenda Item II.a. Page 28 4 pHRO�p C9 INC ORPORATED � � MANAGEMENT REPORTING SYSTEM k AK JULY 10. 1911 * `��00 M July 1 2009 - December 31, 2009 FUND: GENEF AL FUN D EPARTMENT: T: LEGISLATI E AND INFORMATION SERVICES D IVISION: II F RMATI I TECHNOLOGY Mid -bear Accomplishments • Procured, installed, and configured departmental computer replacements as approved in the FY 09-10 Budget. Relocated computers to designated departments as needed to meet current IT standards within the City. Competed Microsoft Office 2007 upgrade project. Completed implementation o the Identicard City -ride ID Badging System. Completed websrte redesign project. Completed vendor selection process for the new Community Development and Work Order Management system CDDM S . 0 completed Fuel Management System implementation. Kev Issues I W Efforts to Pr Complete fire gall replacement project. * Determine budget and technical requirements necessary to implement broadband red und ancy. Complete CDDANMS proposal. Begin work with vendor on CDDNV IS implementation. Complete IT Help Desk tool. Launch new city website. Procure and install departmentaI printers approved in the FYgg - 1g budget. • Complete MCS Microsoft training and test for certification. • Attend Microsoft Exchange email training to enhance the level of administration and support to the City. 2 Agenda Item II.a. Page 29 �PRRO�O u INCORP014ATE o • JULY 10. 1911 . MANAGEMENT REPORTING SYSTEM / FOR N P MID -YEAR Juiv 1. 2009 - December 31.2009 FUND: GENERAL FIJI D EPARTMENT: ADMINISTRATIVE SERVICES Mid-Year Accompl Completed the Fiscal Year 2008 -9 audit. Completed the California Street Report and California Transportation Deport. Completed the State Controllers Report for the City and the Re Agency. Completed the Statement o f Indebtedness for the R edevelopment Agency. Prepared the City's third Comprehensive Annual Financial Rep Prepared Continuing Disclosure statements for the Lopez bond and the RDA tax allocation bonds. Prepared the GANN appropriation limit calculation. 0 Updated the City's investment policy. Updated the City's Cost Allocation plan. Completed the CJPIA underwriter's report, property insurance update, and criminal bond renewal. Calculated the assessments for the Landscape maintenance district, Grace Lane assessment district and Parlide assessment district. Prepared the annual T A claim form. Calculated the Fire GO Bond Tax levy. Prepared the State Cops reporting forms. Prepared the Prop 1 B annual report. 5 Agenda Item II.a. Page 30 Completed the Al 389 State Controller's report for the FDA pass - through payments. Completed the Public Safety — Maintenance of Effort report. Implemented the new online utility bill payment system. Prepared documents for the Prop 1A seouriti ati n bonds. Completed the 2009 -11 Biennial Budget. Completed guidelines for the Red Flag Law to protect identity theft. Kev IssuesMork Efforts In-Progress 0 Update the City's purchasing policy. Update the financial section of the Administrative Policy Manual. Update the City's Master Fee Schedule. * Update 2010-11 Biennial Budget. Agenda Item 11.a. Page 31 /c RROYD a P YL «\ • 10. lal/. MANAGEMENT REPORTING SYSTEM 0 P 4 ` OR MID -YEAR July 1 2009 - December 31, 2009 FUND: GENERAL FAINT D EPARTMENT: T: coMMUNITY DEVELOPMENT T D IVISION: PLANNING AND ECONOMIC DEVELOPMENT T Mid - Year Accomplishments Processed General Plan and Zoning amendments for seven subareas of the City for underutilized public facility property including preonning the Pear rood property for potential annexation. The Council approved sic of the seven areas. • Processed two tentative tract maps for the City and County properties in order to subdivide land for the police building, Arroyo Grande Recreation Center, and single and multi - family housing property on W. Branch Street. Processed through approval the conditional use permit for in N . Out burger and sic other conditional use permits. Processed through approval nine ruiner use permits, fifteen temporary use permits including festival events, and fourteen sign permits including one planned sign program. Prepared Initial Study drafts for the tentative tract map and planned unit development on the Sclari's property and specific plan for the courtland and E. Grand projects. Prepared Initial Study Mitigated Negative Declaration and processed the James Way Habitat Fuel Modification project Received draft Tally H Creek restoration alternatives study from City consultants for which two public workshops ps were held. 2 Agenda Item II.a. Page 32 Assisted the City Manager on water moratorium and collaborated with other jurisdictions on groundwater pumping reductions and water availability alternatives. Continued general administration of the Community Development Block Grant, Water Conservation /Cash for Grass and Inclusionary Housing programs. Prepared the Landscape Irrigation Hater Audit reporting system and reports for the top eleven commercial/institutional water users in the City, including projected water savings, cost and recommendations. Conducted the six-part Sustainable Landscape Series education program as part of our water conservation program. Prepared initial study /Mitigated Negative Declaration and supplemental traffic studies for the Centennial Square /City Hall Complex project. Approved improvement plans and drainage agreements for the Cherry Creek project. Finalized the update to the City's Storm Water Management Plan with the Regional Water Q uality Control Board. Continued to serve as liaisons between the business community and the City by participation in meetings and events of various business related organizations including the Tourism Committee and. the East Grand Avenue Merchants Committee of the Chamber of Commerce, the pillage Improvement Association, Economic Development Professionals of San Luis Obispo County and the Visitor's and Conference Bureau. Actions include tourism logo development, decorating East Grand Avenue for the holidays, and negotiations to participate in a Sunset Magazine event in the fall. Staff continues to meet with perspective business owners to assist in business startup or relocation to the City. Projects include new retail businesses on East Grand Avenue, automotive repair and green businesses on El Camino teal and Trine and food related businesses in the Village. Administered the Cal Poly agreement for the Existing Settings report for the update to the City's General Plan Conservation and Open Space Element that included two community meetings. Prepared the City's portion of the SL O G Draft Regional Transportation Program update. • Participated on the Joint Policy Working Team for the SB375 Sustainable Communities Strategy in conjunction with the San Luis Obispo Council of Governments SLOG. Agenda Item II.a. Page 33 Executed the SL c G bicycle sharing MOU. * Key Issues / Work Efforts In Progress Prepare and move into the 30 E. Branch facility if approved. 0 Continue design and processing for the Le Point St. parking expansion. • Prepare cumulative water resource analysis study and continue assistance to City Manager for recycled water study in collaboration with the City of Pismo Beach. Continue to process the Police station conditional use permit including coordination with St. Patrick's school. Process the Arroyo Grande Recreational Center development agreement. Continue annexation application coordination of potential trade of Pearwood basin property with property off of S. Halcyon Rd. 0 Complete update to the City's Historic Resource protection process. Complete update to the City's Agricultural mitigation requirements. Continue working with the LMUSD on interim uses of the Hidden Oaks School site, the Castillo Del Mar project and potential circulation improvements for the AGHS site. • Continue preparation of the General Plan Housing Element update. Continue administration of the cal Poly Agreement for the General Plan Conservation Element update and completion of the update. Prepare the City's Landscape Ordinance in accordance with new state req uirements. Prepare the update to the City's Eire Plan. 9 Agenda Item II.a. Page 34 � � INCORPORATED 0 + �y 10. loll , MANAGEMENT REPORTING SYSTEM C, � /f ONN� MID -YEAR July 1. 2009 - December 31.2009 FUND: GENERAL FUN DEPARTMENT: COMMUNITY DEVELOPMENT DIVISION: ENGINEERING SERVICES Mid. Accomplishment Presented to the Traffic Commission a review of traffic studies completed for the In- -Out and Scolari's projects Presented an overall concept plan for the El Camino Real rehabilitation project to the Traffic Commission, including bicycle lane striping, o n - street parking impacts, and proposed park -and -ride e at Halcyon Road Presented the Tally Ho Sidewalks project to the Traffic Commission for comment and suggestions to be included in the final project design Presented to the Traffic Commission consideration of traffic study for the Courtland and E. Grand project; striping "o Not Block Intersection" at East Branch Street Rest Branch Street; request for Crosswalk at Brighton /Elm Streets; "Share the Roadway" ray" bicycle markings on sections of Hest and East Branch Street; and striping issues at various locations in the City Completed construction of the Fair Oaks Avenue Halcyon Road Traffic Signal Upgrade project Completed construction of the Fair Oaks Avenue Severer Upgrade project Completed construction of the city -tide Asphalt repair project Completed construction of the 2009 Slurry Seal project Completed construction of the ontego Hillcrest Intersection Improvements project Completed construction of the City Hall Parking Lot Bioswale project Completed construction of the Crown Hill Street Safe routes to School project 3 Agenda Item II.a. Page 35 Completed construct ion of the Co bard Exterior Structural Steel Repair project o Completed construction of the James Way Open Space Fuel Break project o Completed design of the West Branch Street overlay project Completed design of the Tally Ho Sidewalks project Kev issues / Work Efforts In Pro ress P aration of an additional feasibility study on recycled water as well as an extension of the proposed Pismo Beach project Update to the City's Pavement Management Program Update to the city's hater Master Plan Complete corrective procedures to the stamped asphalt crosswalks on East Branch as part of the Streetscape project Advertise and award a construction contract for the West Branch Street overlay project Advertise and award a construction contract for the Tally Ho Sidewalks project Advertise and award a construction contract the first phase of the Elm Street Recreation Center A A Upgrades project • Complete design of the Elm /Ash Street Side walks and Bicycle Lane F estriping project Complete design of the El Camino Real retaining gall, rehabilitation, and waterline installation projects • Complete design of the Pear rood Avenue reconstruction project • Complete design of the streets in the vicinity of Arroyo Grande High School project: p g Orchard Street, West Cherry, Arroyo Avenue and Pilgram Way • complete design of the Reservoir Igo. 6 and Oro Booster Station Upgrade projects • Advertise and award a construction contract for the Water Well Igo. 10 project Complete design of the Castillo Del Mar Extension project Initiate design of Water Well Igo. 11 Facilities project 0 Initiate design of the next priority project for the corporation bard Repairs project Develop list of streets for the 2010 Annual Slurry Seal project Construct the Porter Field Backstop Replacement project • Initiate design of the Ikeda / Volunteer Field Lighting Upgrades project 31 Agenda Item II.a. Page 36 0 p,.VtRO �6 G1 INCORPORATED ,Y 10. 1911 lip- MANAGEMENT REPORTING SYSTEM MID -YEAR JuIv 1 2009 - December 3 FUND: GENERAL FUND DEPARTMENT: POLICE Mid-Year Accomplishment Respo times for Priority 1 calls averaged 1 minute and 50 seconds. Priority 2 calls averaged 3 minutes and 44 seconds. The reported national average is 8 minutes. Calls for service increased by 27% over 2008. Arrests increased by 89% over 2008. Completed Police Department reorganization project with a focus on efficiency, accountability, and service delivery. Developed a formal "Career Path" for all levels within the organization that provides for both vertical promotion and horizontal development. Completed the "Lexipel" policy and procedure manual project. Initiated an enhanced sec offender management program with regular and documented checks. Completed new and updated graffiti and massage therapy ordinances. Completed a new Sergeant promotion process than included POST approved supervisory training. The process included role play - situation simulations, oral interviews and written exercises. The process has been recognized as a model of co ntemporary assessments. 3 Agenda Item II.a. Page 37 Completed a new tour contract program that maintains low cost tors and additional revenue. Recognized by "COPS NEST" as Best in Show for the Mobile Emergency Response Vehicle created from the former Cambria Ambulance and community support. Launched the "Project Mustang" traffic safety enforcement vehicle. Designed to attract young drivers and provide education on legal modifications and safe driving. Obtained the management of the county-wide $450,000 "Avoid the 14" Office of Traffic Safety DUI Grant. This result In reimbursement of D enforcement and the acquisition of a DUI trailer, lighting and digital traffic sign for the City of Arroyo Grande. Uncovered a major south county burglary stolen property ring that resulted in the arrest of three suspects, the recovery of nearly 8 00 pieces of property including 50 guns. Uncovered a local counterfeiting ring that was impacting area businesses. This resulted in 2 arrests and the recovery of counterfeiting contraband. Uncovered a tax fraud operation that operated out of Grover Beach. This case has become national in scope and the IRS has now initiated an investigation. Uncovered an identity theft ring that spanned 3 counties with more than 40 victims. This led to the arrest of the suspect in Ventura by Arroyo Grande Police Officers. Coordinated the design contract for the new Police building project. Key Issues / Work Efforts In Proaress Currently working with Community Development to develop a comprehensive Special Event Permit Process • Complete the full transition to the Leipol manual system. • The department is continuing to upgrade the 911 emergency communications system through state funding. A new server and software is scheduled to be installed. The department is continuing to develop the potential of mobile data terminals in all patrol vehicles. The project is scheduled to be funded through the existing COPS program funds. Project `Blue Watch" is currently being developed as a pilot program through a combination of grant funding and the general fund. The first phase of the project is scheduled to include the pillage and Historical Society assets. 33 Agenda Item II.a. Page 38 The department is continuing the process of expanding the website to include neighborhood crime report mapping capabilities. Continue to encourage consolidated public safety services in the Five Cities area. Enhance Neighborhood Officer Program through the use of the police website and electronic newsletter. Continue work on the new Police Facility project. 34 Agenda Item II.a. Page 39 /pR0.0Y0 INCORPORATE C 9 m M + , a. 1911 + MANAGEMENT REPORTING SYSTEM c ' 1 "IF oaN r MID -YEAR July 1 2009 - December 31.2009 FUND: GENERAL FUND DEPARTMENT. BUILDING & FIRE DIVISION: FIRE Mid-Year Accomplishment 0 The 1984 Van Pelt surplus engine was sold. A vehicle cover was constructed to provide protection for fire vehicles. * Fire and Police staff worked on the design of the City ID cards. 0 Fire additional phone lines were installed in the Emergency Operations Center EC. Revised ised Arroyo Grande Emergency Operations Plan and Emergency Operations Center Handbook and posted on Web EC. Staff attended Emergency Preparedness Training at the Emergency Management Institute in Emmits urg, Maryland which was funded through a grant. * Staff received Emergency Managers Certificate # 18 from CaIEMA. Pursued grant funding for the replacement of the aerial apparatus and was awarded the 2009 Assistance to Firefighters Grant AFG Of approximately $775,000 for an aerial platform apparatus. Agenda Item II.a. Page 40 0 Responded to the following incidents: TA e T otal Medical 533 Fire 59 Vehicle Accidents 49 Hazardous Conditions 11 Other 231 Total Incidents 883 Note: e: Out of 883 incidents, 157 were Au of u ual Aid incidents. Deceived approval by City councils and Board of Directors to proceed with implementation of the Joint Pourers Authority JPA. • Amended the Joint Fire Management, Administrative and Training Services and Equipment Sharing Agreement to include fail administration and supervision services to Oceano. A task force and sub -commi tee began meeting on forming the JPA. Drafted an Agreement for the JPA subcommittee to finalize. The Fire Oversight Committee approved the recommendation to name the new department Fire Cities Fire Authorit Continued participating in joint committees with Grover Beach and Oceano Fire Departments. The Five Cities Reserve Firefighter Program continues to be successful with Reserve Firefighters cross - staffing between each fire station. Standard operating Guidelines (SODS) continue to be developed on both a planned and as needed basis. Over half of the planned Sots have been completed. The necessary SG revisions and unplanned SGs continue to be completed as the need arises. Pre -fire planning continues for the target hazards in Arroyo Grande, Grover Beach and oceano. Out of approximately 100 target hazards, half of them have been either completed or are currently being developed. • Revised the Five Cities Automatic Aid operational Plan. The Fourth of July Safe and Sane Fireworks celebration was a success. Sic non - profit organizations were issued permits to sell Safe and Sane Fireworks providing $3,960-00 to the General Fund. 36 Agenda Item 11.a. Page 41 The Annual Weed Abatement Program was successfully coordinated with the assistance of the neighborhood Services Division. 0 Comp leted the Fire Resistance Demonstration Garden funded by a grant from the San Luis Obispo County Community Fire Safe Council. 0 Commenced a major fuels modification program at the James Way Open Space funded by a g rant from the San Luis Obispo County Community Fire Safe Council. Implemented the Fire Chaplaincy Program. Sent letters to all service groups and received a donation for the Public Access Defibrillation (PAD) Automatic Eternal Defibrillation AD Program. Continued Public Education by hosting station tours, visiting schools and making local business presentations. • Successfully coordinated two quarterly blood drives with the United Blood Bank. • The Cost R ecovery Program invoiced $180,386 during this reporting period and $150,791 has been recovered reimbursed. Participated in hosting the countywide First Responders Point of Distribution FFPD Vaccination Drill. Approximately gg citizens were vaccinated for the seasonal flu. Continued to accept interest cards for future recruitment of Reserve Firefighters for the Five Cities Reserve Firefighter Program. Hired Grover Beach and Oceano Reserve Firefighters to participate in the Five Cities Dross Staffi Prog Staff continues to train daily and weekly with the Grover Beach and O ceano Fire Departments. Division members attended classes and schools that allowed the Department to maintain skills and certifications, and to meet local, regional, and State standards. Hosted the 2009 Wildland Urban Interface Training Exercise in Arroyo Grande for all fire service agencies in the county. Hosted two Hazardous Materials drills in support of the San Luis Obispo County Hazardous Materials Team. Through joint training with Grover Beach and Oceano Fire Departments, Confined Space Refresher training was provided to all certified fire d epartment personnel. Agenda Item II.a. Page 42 Six Reserve Firefighters who were hired between Arroyo Grande, Grover Beach and Oceano completed the first Five Cities Fire Academy. Air Ambulance helicopter training was conducted with members from CAL STAR Seven air ambulance service. Two Engineers attended a 2 -week Truck Academy. The Engineers were chosen through the Academy's lottery system. Monthly cooperative multi- company training is being conducted with Pismo Beach Cal Fire personnel. Key Issues 1 Work Efforts in Progress Continue providing Fire Chief and Battalion Chief services for the City o Grover Beach and Oceano Community services District. 0 Continue meeting implementation n schedule benchmarks to implement the ,JPA. Write Request for Proposal (R FP) and specifications for the aerial platform apparatus for the competitive bidding process. Complete the fuels modification program at the James Way O pen Space. Continue writing s Gs that will apply for Arroyo Grande, Grover Beach and O cean o Fire Departments. Continue working on pre -fire plans for target hazards in Arroyo Grande, Grover Beach and Oceano. • Provide additional table top exercise for key personnel in the Emergency Operations Center. • Analog phones will be purchased for the five additional phone lines in the Emergency O perations Center. Continue with the design and implementation of IC cards for City employees and key personnel that will be working in the Emergency Operations Center. Continue providing grant administration and application for additional grants. Continue soliciting donations for the Public Access Defibrillation (PAD) Automatic Eternal Defibrillation AE Program. continue tracking cost recovery fees specifically for strike team reimbursements. 38 Agenda Item II.a. Page 43 Continue training daily and weekly with the Grover Beach and Oceano Fire Departments. Continue conducting cooperative multi- company training drills with Pismo Beach Cal F ire. Developing logo design for badges, emblems and patches for the new Five Cities Fire Authority organization.. 39 Agenda Item II.a. Page 44 4 pRRO�p CP A. O INCORPORAT , MANAGEMENT REPORTING SYSTEM *\ JULY 10, 191 c �� oR P MID -YEAR July 1. 2009 - December 37.2009 FUND: GENERAL FUND DEPARTMENT: T: UIL ING & FIRE DIVISION: BUILDING AND LIFE SAFETY Mid - Accomplishments Completed the first year o f the Multi - dwelling Inspecti Program ( apartments). Staff` has been in contact with all 87 apartment complexes in the City and a significant number o f them have passed inspections done by the on-duty fire crews. 0 Filled the vacated Permit Technician position with a part time employee. Plan revie w has maintained a maximum 2 -week turn around. Maintained same -day inspection if called in the morning before a certain tire. * Major projects that have been completed are: o Completion of the Lucia filar Unified school District Facilities, Maintenance, Operations building (FM O) located on Stanley St. o Completed the installation of a cellular telephone tower located at the Reservoir #1 o Tenant improvements in the former Hallmark store net to Spencer's Market) to convert it to a fully fire protected child care facility. o Construction was completed for the new School Employees o f San Luis Obispo County S SL C building at 1399 E. Grand Ave. Occupancy has been granted and the SESL C tenants moved and opened for business. o Three of the attached single - family homes adjacent to the Arroyo Grande Community Hospital on Fair Oaks Ave. have gotten their final inspection and occupancy granted. o Completed and allowed occupancy of 3 new secondary dwelling units. 4 Agenda Item II.a. Page 45 Kev Issues !Work Efforts In P ron Tess 0 Progress continues on the following projects: o The Hampton Inn Motel & suites has been on hold but appears to be progressing toward final inspection and occupancy soon. o Permits have been obtained for 6 more of the 30 attached single - family homes adjacent t the Arroyo Grande Community Hospital on Fair Oaks Ave. o The VCA Animal Hospital plans have been submitted for review. The first plan check has been completed and we are awaiting resubmittai. o An addition to the Sand Dollar apartments of 2 never, 4 unit apartment buildings and an expansion of the utility /laundry room has been submitted for plan review. proposed lumber storage building for Burke and Pace Lumber on Bennett St. has been submitted for plan review. 41 Agenda Item II.a. Page 46 /ARROYO INCORPORATE 9 0 « a• 1e. MANAGEMENT REPORTING SYSTEM C 1.. _aP MID -YEAR JUIV1,2009 - December31,2009 FUND: GENERALFUND DEPARTMENT: BUILDING & FIRE DIVISION: NEIGHBORHOOD OF HOOD SE ICES Mid -bear Accomplishments • An effective communication network has been built throughout the various city departments. Several hoarding cases have begun the cleanup process. Public education has continued with the dispersal of handouts and door hangers. A database tracking system has been initiated to better our efforts on all cases. Interaction with new businesses has been a key step in informing them of the City Municipal Code. Contacting the business owners at the first opening of their store has made the explanation of issues, such as un- permitted signs and window advertising much clearer and easier to comprehend. The removal of animals located on Station Way has been completed with the property owner's cooperation Use of the City's G.I.S. system has greatly unproved ability to locate and mitigate problem areas in the City. 4 2 Agenda Item II.a. Page 47 Key Issues /Work Efforts In Pro ress Creating and distributing information pamphlets to new businesses and property owners to better educate them on the more dominate violations that occur in the city. Other issues to be acted on proa are signage cases such as temporary banners, illegal garage conversions and construction, and maintenance of foreclosed homes. Other methods of public education are being explored to better inform our community of specific life safety issues and why they are of concern. 43 Agenda Item II.a. Page 48 o 0 ( F", pki�R o Q A. INCORPORATE G a JULY 10. 1911 MANAGEMENT REPORTING SYSTEM MID -YEAR J u ly 1.2009 — December 31.2009 FUND: GENERAL FUND DEPARTMENT: RECREATION AND MAINTENANCE SERVICES DIVISION: PARKS MAII ENANCE Mid — Year Accomplishments • Assumed maintenance of the Berry Gardens retention basin. 0 Worked with Street Maintenance Division to trim trees along City truck routes. Worked with various volunteer groups, including Arroyo Grande In Bloom, Arroyo Grande Tree Guild and Salmon Enhancement on special projects. Mounted special event banners and street light banners for various Village events a nd activities. Staff assisted with various volunteer projects throughout the City, including Creek Ivy Removal Project by volunteers of the Central Coast Salmon on Enhancement and National hake a Difference Day, which included many volunteers that worked on projects coordinated by Arroyo Grande in Bloom. Modified irrigation system, and installed landscape rocks for the Fire Safe Demonstration Garden at the fire station, which was coordinated with Arroyo Grande in Bloom. o Assumed exterior maintenance of the Farm Credit Building. Gathered GPS satellite coordinates at various park sites for future centralized irrigation control systems, 44 Agenda Item II.a. Page 49 Assisted with Summer Carnival, Harvest Festival, and Halloween Carnival and Turkey Trot activities, Soto Sports Complex - Cops `N Kids Day Assumed additional building maintenance duties since the private custodial contract wa s terminated. 0 Installed East Branch streetscape furniture in final locations. * Assumed maintenance o f Past Branch landscape improvements. a k low prevention devices were tested for the required annual inspection. Turf renovation has started at Soto Sports Complex. Christmas decorations were placed throughout the City. Completed irrigation upgrades at Str ther Park,Rancho Grande Park, Elm Street Community Center, and the Car Corral. Continued implementation of City water saving procedures 0 Converted Parkview Estates planters to drip to sage water Key Issues I Work Efforts In Progress 0 Complete pruning Of City trees On City truck routes. a Completion Of annual tree pruning program citywide. AA compliance and concrete repair for Oro Park. 5 Agenda Item II.a. Page 50 ��pRROy � c 9 MANAGEMENT REPORTING SYSTEM C, �� /f oRN MID -YEAR July 1. 2009 - December 31. 2009 FUND: GEl ERAL F I' D DEPARTMENT: RECREATION AND MAINTE SERVICES DIVISION: RECREATION Mid -Year Acc ra Il shment Conducted the Summer Playground Program at Elm Street Park with an average of children participating daily. Conducted 20 field trips to local businesses as well as hosting 5 local business visits to the Summer Playground Program. Conducted Winter Break Program at Elm Street Park with an average of 10 children participating daily. The City of Arroyo Grande and Woman's Club Community Center has hosted 265 groups totaling nearly '11 ,964 participants. The Elm Street Community Center has hosted 223 groups and approximately 4,506 participants. Key Issues/Work E rta In . , Progress All staff will complete or re- certify in CPR and First Aid training this spring. • Activities for the Spring Playground Program are being scheduled. 4 Agenda Item 11.a. Page 51 t ROY INCORPORATED JULY 10, 1911 MANAGEMENT REPORTING SYSTEM MID -YEAR FUND: Julyl,2009 - December 3 GENERALFUND DEPARTMENT: RECREATION AND MAINTENANCE SERVICES DIVISION: RECREATION PROGRAM: RECREATION ADMINISTRATION II Id . Accomplishments Completed revised I I I. with the Lucia Mar school District for the "Bright Futures" Childcare program at Margaret Harloe Elementary School. Coordinated projects with Arroyo Grande In Bloom and Tree Guild of Arroyo Grande. Coordinated Harvest Festival events with the harvest Festival Organizing Committee. Completed and distributed the fall and the inter /spring Activity Guides. Prepared updated Resolutions for pending applications for Urban Forestry Inventory Grant and tree planting grants. 0 Cosponsored the Summer pillage Concert Series with the V IA. Successfully transitioned from Parks and Recreation to Recreation and Maintenance Services. Coordinated continuing improvements to the dog park. 0 Coordinated flag pole and dog park signage projects with Eagle Scout Candidates. Key IssuesfWork Efforts In- Progress Complete ADA improvements of the Elm Street Community Center. • Coordinate the 2010 Summer Concert Series he VIA. • Install centralized irrigation system. • Complete installation of new backstop on Porter Baseball Field • Lighting of Don Roberts Field Agenda Item II.a. Page 52 �pRROyO A� C 9 owan�.e o * ^^•, ^.,•^ ; MANAGEMENT REPORTING SYSTEM c, FORN P MID -YEAR July 1, 2009 - December 3 FUND: GENERAL FUND DEPARTMENT: RECREATION AND MAINTENANCE SERVICES DIVISION: PROGRAM: RECREATION PRE - SCHOOL Mid -bear Accoml2lishments Conducted the Summer Pre - School Program with an average of 20 children participating in ter, three w eek sessions The Fall Pre - Scheel Program operated with 82 students Tools 65 preschoolers o a field -trip to Holloway's Tree Farm in December 10 preschoolers participated in the Holiday Parade in the pillage o Arroyo Grande Key Issues/Work Efforts In- Proaress 0 All staff will co mplete or re-certify in CPR and First Aid training in spring Agenda Item II.a. Page 53 P .V R 0 ' INCORPORATE p � �r 10, ,•" , MANAGEMENT REPORTING SYSTEM MID -YEAR July 1, 2009- December 31, 2009 FUND: GENERA, FUND DEPARTMENT. RECREATION AND MAINTENANCE SERVICES DIVISION. RECREATION PROGRAM: CHILDREN IN MOTION Mid-Year A milli hm nt Children in Motion completed a successful Summer Day Camp once again at Ocean V iew Elementary School. Approximately 40-70 children daily attended and participated in a variety of activities including: 21 field trips, 4 guest speakers, and theme based games crafts, and special events. Staff continues to make improvements on our new payment program which has been effective in decreasing site over staffing. Children in Motion continues to partner with the Economic Opportunity Commission ( EOC) to provide reduced childcare rates for lower income parents. E C pays for eligible families to participate in before and after school childcare. Currently 1 students who utilize the EC program attend the dayares. Three successful weeks of Winter Camp were com pleted at Margaret Harloe Elementary School, with an average daily attendance of 3 children participating daily. The children were visited by 2 guest speakers, and had an opportunity to attend 4 field trips, and participate in a pride variety of crafts, special events and winter time festivities. School Year Programs continue to b e successful at Ocean V iew, Branch and in the afternoon Kindergarten Program at Elm Street Park. Implemented a new Kindercare program for % day kindergarteners at Branch, with an average of -11 children attending daily. 4 Agenda Item II.a. Page 54 Staff completed another MOU with the Lucia Mar Unified School District and implemented the third year of the "Bright Futures' afternoon childcare program at Margaret Harioe Elementary School. All necessary staff attended CalJPIA seminars which included Harassment, Blood Borne Pathogens, and fire e training. Key- Issues/Work Efforts In-Progress Staff has begun the long process of planning for the spring and summer breaks. Due to to wer enrollment, staff is researching ways to reduce staff during these breaks. On April 24, all necessary staff will once again be completing re- certification of First Aid and CPR. Staff is currently completing an examination of children's files for completeness, and will be distributing any missing paperwork to parents in March with proper documentation as to stay in compliance with licensing rules and regulations. All Bright Futures staff who do not have 48 college units will be taking a test given by the School District in order to meet our MO J requirements. Agenda Item II.a. Page 55 MANAGEMENT REPORTING SYSTEM MID -YEAR July 7. 2009 - December 3 FUND: GE[ EI AL FUND DEPARTMENT: TENT: i EC EATI N AND MAINTENANCE SERVICES DIVISION: RECREATION PROGRAM: SPECIAL PROGRAMS Mid-Year Acc r Il rn nt : Held a Summer Carnival o n August 1 I th with 110 children participating. 0 Conducted the Holiday Decorating Contest for business and residences. Worked with Hancock College Cross Country team and the Arroyo Grande Lions Club to organize the 32 " Annual Turkey Trot Fun Faun with 243 participants. Organized Harvest Festival Activities including the D iaper Derby and Chili -Fest. The Parent's Night Out program ran successfully this fall with an average o f 19 children participating on the first Friday of each month. The Preschool and Children In Motion programs participated in the Annual Holiday Parade in the pillage on Sunday, November 29 th . Organized a variety of youth and adult contract classes including art, personal organization, singing, soccer, tennis, basketball, dog obedience and babysitting. Completed the Summer Softball League with 60 teams. Completed Summer and Fall Adult Basketball Leagues with 32 teams. Implemented a new outdoor movie program Key Issues/Work Efforts Im- r press The department is planning the Volunteer Banquet, the Annual Talent shover and the Annual Egg Hunt and Festival. • Organize and conduct the Youth Wrestling Program. 51 Agenda Item II.a. Page 56 Organize and conduct the Winter/Spring Adult Basketball League. 0 Organize and conduct the Spring Adult Softball League. 2 Agenda Item II.a. Page 57 /ppROY� u INCORPORATE 9 ■ my 10. 1•11 * MANAGEMENT REPORTING SYSTEM C �/'/iORN \P MID -YEAR July 7. 2009 - December 31,,2009 FUND: GENERAL FUND DEPARTMENT. RECREATION AND MAINTENANCE SERVICES DIVISION: STREETS Mid-Year A000mWishments • 24 Concrete Replacement projects 0 Completed annual cleaning of Tally Ho and Meadow Creeks Continued with asphalt grinding and paving of city roads ,000 s . ft. 0 Installed rubber sidewalk at 8 locations on South Halcyon Road Key Issues / Work Efforts In Progress Continuing with concrete replacement o Asphalt grinding & repairs .to roads o Annual sign program 0 Painting red curbs, sign poles, and pavement markings citywide 0 Refurbishing one piece of equipment in -house 0 Bi-annual striping of the City Continue with rubber side walk installation on Halcyon Road 5 Agenda Item II.a. Page 58 /pRROy � p — omonn *E 9 0 M• 10. + MANAGEMENT REPORTING SYSTEM IroaN MID -YEAR July 7 1 2009 - December 37 2009 FUND: GENERALFUND DEPARTMENT: ENT: I ECF EATI N AND MAINEN1 NCE SERVICES DIVISION* AUTOMOTIVE SHOP Mid - bear Accomplishments At Mid -bear, the Automotive Shop has carried out the following services: Services Oube, oil, filter, safety insp. 12 Tune Up (scope, spark plugs, rotor, cap 2 General mechanical i.e., pumps, cables) 3 Electric (starter, alternator, wiring) 42 Brake Repair 3 Warranty Repair Transmission Service and Repair Tire Services (replacing, mount & balance 40 Tire repair Pre Trip Check Smog Certificates 1 Fuel Island Maintenance 12 Fleet Retr per ARB requirements & regulations 3 Key issues 1 Work Efforts In Pro ress Biennial Inspection of Terminal (BIT) as per the State of California and California Highway Patrol. 0 Continue to maintain the City fleet at a high level of reliability and safety. Annual Underground Storage Tank Inspections. ,4 Agenda Item II.a. Page 59 Installation of card reader fuel dispenser * Maintenance on new card & key fuel dispenser V ehicle equipment retrofit for diesel particulate matter control Agenda Item II.a. Page 60 /�p0.R0� C, � p �2 • imy 10. lall MANAGEMENT REPORTING SYSTEM FORH MID -YEAR Julv 7. 2009 - December 31.2009 FUND: SE1I EF FUND DEPARTMENT: RECREATION AND MAINEN NCE SERVICES DIVISION: UTILITIES / SEWER MAINTENANCE ANCE Mid -Year Accomplishments Completed Pr bfern Severer Main Cleaning Program Cleaned South San Luis Obispo County Sanitation District Trunk Main System Completed the quarterly cleaning of lift stations 1- Continued the Fats, Oils & Grease (FOG) Program with inspections of commercial businesses Rehabilitation project at Lift Station No. 5 was completed Key Issues / Work Effort In Progress • Pretreatment Program • Approve new contract with S.S.L. .C.S. . for FOG Program Agenda Item 11.a. Page 61 /pRROYp INCORPORATE 7- WLY 10. 1911 *� MANAGEMENT REPORTING SYSTEM +4 /FORN� P MID -YEAR July 1.2009 - December 31.2009 FUND. WATER FUND D EPARTMENT: PARKS AND MAINTENANCE SERVICES DIVISION; WATER ADMINISTRATION ATION Mid-Year Aoc mRli hmen s • Began reduced monitoring program for TT H lull's and HAA5's Completed 156 Service Requests Completed 348 Service Orders /Open & Close Completed 131 USA Marking requests o A total of 23 single family homes, 1 mobile home, 0 apartment units, 1 church, and 2 motels were retrofitted with to w-flog toilets fi tures o A total of 1 6 wate s a m les were ta ke n for EPA UCMR2 m onitoring of List t contaminants Key Issues I Work Efforts In Pr rees • Begin Phase II of the Water Conservation Program • Water Conservation Ordinance Compliance • Water /Sewer Rate Study • Plumbing Retrofit Program Phase I Agenda Item II.a. Page 62 �partor ~ y 0 « MY tell r MANAGEMENT REPORTING SYSTEM \ .nP MID -YEAR July 1, 2009 - December 31.2009 FUND WATER FUND DEPARTMENT: T: I ECF EATION AND MAINTENANCE CE SEF ICES DIVISION: UTILITIES I WATER PRODUCTION Mid -Year Accomplishments Pumped a total of 550 acre - feet of well water .July 1 through December 31' Replaced the electric motor to Well No. 1 !jtI lssues # W Efforts In Progress Completion of Well No. 10 CIP 0 Well #11 FP /Design Agenda Item II.a. Page 63 �pRROy � C N INCORPORATED * XLY 10, 19 11 MANAGEMENT REPORTING SYSTEM C, �IFORN MID -YEAR July 1, 2009 - December 31.2009 FUND: WATER FUND DEPARTMENT: RECREATION EATION AND MAINTENANCE CE SEI 1cES DIVISION: UTILITIES /WATER DISTRIBUTION Mid -Year Accomplishments Replaced seven old grater services city 0 Replaced two 2 grater main valves 0 Replaced four fire hydrants after being damaged and knocked of Strother Park Irrigation Retrofit B egan wheeling . C. S. D. water to 60 mobi homes on South Halcyon Replaced one 1 VFD at Vista Del Mar booster station Converted 101 water meters to "touch read" meters Key Issues W Efforts In Prereea • Complete Reservoir No. 6 /Oro Booster CIP • V alve Exercise Program • Air acuum Valve Maintenance Program 9 Agenda Item II.a. Page 64 � paaov o � c 9 A. INCORPORATED « �LY 1911 + MANAGEMENT REPORTING SYSTEM C,4 IiORN P MID -YEAR July 1. 2009 - December 31.2009 FUND: GENERAL FUND DEPARTMENT: RECREATION AND MAINTENANCE SERVICES DIVISION: 5 CITIES YOUTH BASKETBALL L LEAGUE Mid-Year Accomplishments Reg 110 teams with 890 participants. 0 Coordinated with I ipomo Recreation reation for game scheduling to include an additional 22 team with 10 players. Instituted computer scheduling of games, resulting in savings of 20 staff hours. Prepared game schedules for the league season 650 games). • Recruited, trained and assigned 58 referees. 0 Collected $61,375 in fees. 0 Completed team and individual photos. 0 Completed the first 262 games of the season Including daily preparation of score sheets. Key Issues W Efforts In Progress Preparation of the end of the season tournament schedule for 205 games. Distributing photo packets and sponsor plaques. Continuing preparation of referee schedules. Preparation for tournament finals and a wards c eremony. .c Agenda Item II.a. Page 65 / INCORPORATE ask �ULY 10, 11911 * MANAGEMENT REPORTING SYSTEM C, P , '*IFORN� MID -YEAR July 1.2009 - December 31.2009 FUND: GENERAL FU D DEPARTMENT: TMENT: F EC EATI I AND MAINTENANCE ANCE SERVICES DIVISION: GOVERNMENT T BUILDINGS Mid -Year Accomplishments 0 Completion of 2 + work orders for service to various City facilities. Performed roof repair at the Elm Street Community Center. 0 Performed maintenance o various City air conditioners. Completed plumbing and electrical repairs at various City buildings. Coordinated termite eradication at City Hall Repaired roof and wall leaks at the police station. Hired and trained part -tune custodian Key I ss u es / W o rk Efforts In- Pro a Re-roof Elm Street Community Center. Continue coordination of floor and carpet cleaning 61 Agenda Item II.a. Page 66