CC 2023-05-23 Agenda PackageCITY COUNCIL MEETING
AGENDA SUMMARY
Tuesday, May 23, 2023, 6:00 p.m.
In person at:
Arroyo Grande City Council Chambers
215 E. Branch Street, Arroyo Grande, CA 93420
AND via Zoom at:
https://us02web.zoom.us/j/86752345420
Please click the link above to join the Zoom Meeting:
Webinar ID: 867 5234 5420
Or by Telephone: 1-669-900-6833; 1-346-248-7799
This City Council meeting is being conducted in a hybrid in-person/virtual format. Members of the public may
participate and provide public comment on agenda items during the meeting in person at the location identified
above, by joining the Zoom meeting, or by submitting written public comments to the Clerk of the Council at
publiccomment@arroyogrande.org. Meetings will be broadcast live on Channel 20 and streamed on the City’s
website and www.slo-span.org.
1.CALL TO ORDER
2.ROLL CALL
3.MOMENT OF REFLECTION
4.FLAG SALUTE
5.AGENDA REVIEW
5.a Closed Session Announcements
None.
5.b Ordinances read in title only
None.
6.SPECIAL PRESENTATIONS
6.a Honorary Proclamation Declaring June 2023 as “Pride Month”
6.b Honorary Proclamation Declaring June 2, 2023 as “World Hunger Day”
6.c City Manager Communications
(McDONALD)
Recommended Action:
Receive correspondence/comments as presented by the City Manager and Provide
direction, as necessary.
7.CITY COUNCIL REPORTS
7.a MAYOR RAY RUSSOM:
California Joint Powers Insurance Authority (CJPIA)1.
Central Cost Blue Regional Recycled Water Authority Board2.
San Luis Obispo County Mayor's Meeting3.
South San Luis Obispo County Sanitation District (SSLOCSD)4.
Other5.
7.b MAYOR PRO TEM BARNEICH:
Audit Committee1.
Homeless Services Oversight Council (HSOC)2.
Zone 3 Water Advisory Board3.
Other4.
7.c COUNCIL MEMBER GEORGE:
Five Cities Fire Authority1.
Tourism Business Improvement District Advisory Board2.
Visit SLO CAL Advisory Board3.
Other4.
7.d COUNCIL MEMBER GUTHRIE:
County Water Resources Advisory Committee (WRAC)1.
Council of Governments/Regional Transit Authority/ South County Transit
(SLOCOG/SLORTA/SCT)
2.
Integrated Waste Management Authority Board (IWMA)3.
REACH Economic Development Roundtable4.
Other5.
7.e COUNCIL MEMBER SECREST:
Air Pollution Control District (APCD)1.
South County Chambers of Commerce Arroyo Grande Business Meeting2.
South County Chambers of Commerce Governmental Affairs Committee3.
Other 4.
8.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. Members of the public may provide
public comment in-person or remotely by joining the Zoom meeting utilizing one of the methods
provided below. Please use the “raise hand” feature to indicate your desire to provide public
comment.
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Click the link below to join the webinar: https://us02web.zoom.us/j/86752345420; Webinar
ID: 867 5234 5420
•
Or by Telephone: 1-669-900-6833; 1-346-248-7799
Press * 9 to “raise hand” for public comment
•
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.
9.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.
9.a Consideration of Cash Disbursement Ratification
(VALENTINE)
Recommended Action:
1) Ratify the attached listing of cash disbursements for the period of April 15 through April
30, 2023; 2) Determine that ratifying the cash disbursements is not a project subject to the
California Environmental Quality Act (“CEQA”) because it has no potential to result in either
a direct, or reasonably foreseeable indirect, physical change in the environment. (State
CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)
9.b Consideration of Fiscal Year 2022-23 Third Quarter Status Report and Request to Approve
Four Budget Adjustment Requests
(VALENTINE)
Recommended Action:
Receive, consider, and file the FY 2022-23 Third Quarter Financial Status Report; and
approve four Budget Adjustment Requests.
9.c Approval of Minutes
(MATSON)
Recommended Action:
Approve the minutes of the Regular City Council Meetings of April 25, 2023, and May 9,
2023, as submitted.
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9.d Consideration of Adoption of a Resolution Declaring a Continued Local Emergency Related
to the Ongoing Storm Events
(McDONALD)
Recommended Action:
1) Adopt a Resolution declaring a continued local emergency related to the ongoing storm
events, beginning in December 2022 and continuing through the present. 2) Make findings
that adopting the Resolution continuing a local emergency is not a project subject to the
California Environmental Quality Act (“CEQA”) because the continued declaration in itself
has no potential to result in either a direct, or reasonably foreseeable indirect, physical
change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)
9.e Consideration of a Professional Services Agreement with Kosmont Real Estate Services
dba Kosmont Realty
(McDONALD)
Recommended Action:
1) Authorize the City Manager to enter into the attached agreement with Kosmont Real
Estate Services dba Kosmont Realty (“Kosmont”) for the continued provision of real estate
advisory services associated with 400 W. Branch in the City of Arroyo Grande (“Property”),
in substantially final form, subject to minor modifications approved by the City Manager in
consultation with the City Attorney. 2) Make findings that approving an agreement is not a
project subject to the California Environmental Quality Act (“CEQA”) because it has no
potential to result in either a direct, or reasonably foreseeable indirect, physical change in
the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)
9.f Consideration of Authorizing the Display of the LGTBQ+ Pride Flag During the Month of
June 2023 at Heritage Square Park and at City Hall
(McDONALD)
Recommended Action:
Authorize the display of the Pride Flag during the month of June 2023 at Heritage Square
Park and at City Hall.
9.g Consideration of the Sidewalk Tile Bands, Tree Well Borders and Crosswalk Improvements
in the Village as Components of the 2022 Concrete Repairs Project
(ROBESON)
Recommended Action:
1) Approve the selection of Bear Path clay brick pavers in a red flash color, or
equal, with a basketweave pattern in the sidewalk bands and tree well surrounds,
and a 90-degree herringbone pattern in selected crosswalks in the Village of Arroyo
Grande; 2) Find the action exempt from CEQA under a Class 1 Exemption, which
applies to which applies to the operation, repair, maintenance, permitting, leasing,
licensing, or minor alteration of existing structures, facilities, mechanical equipment,
or topographical features where the project involves negligible or no expansion of
existing or former use (State CEQA Guidelines, § 15301), and where none of the
exceptions to the Class 1 exemption set forth in State CEQA Guidelines Section
15300.2 apply.
9.h Consideration of an Award of Contract to Main Line Engineering Construction for
Construction of the Fair Oaks Avenue Water Line Replacement Project, PW 2023-05
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(ROBESON)
Recommended Action:
1) Allocate $71,998.05 from the Water Facility fund to the Fair Oaks Avenue Water Line
Replacement Project; 2) Award a contract for the Fair Oaks Avenue Water Line
Replacement Project to Main Line Engineering Construction in the amount of $669,435.50;
3) Authorize the City Manager to approve change orders of 10% of the contract amount,
$66,943.55, for unanticipated costs during the construction phase of the Project; and 4)
Determine that the project is categorically exempt from the California Environmental Quality
Act (CEQA) pursuant to Guidelines Class 1 Section 15301 Existing Facilities, Class 2
Section 15302 Replacement or Reconstruction, and Class 4 Section 15304 Minor
Alterations of Land.
9.i Consideration to Approve the Sewer System Management Plan Revision 2
(ROBESON)
Recommended Action:
1) Approve the Sewer System Management Plan - Revision 2; 2) Make findings that
approving the Sewer System Management Plan revision is not a project subject to the
California Environmental Quality Act (“CEQA”) in accordance with Sections 15301, 15302,
15308 of the (CEQA) Guidelines.
9.j April 2023 Monthly Water Supply and Demand Update
(ROBESON)
Recommended Action:
Receive and file the Monthly Water Supply and Demand Update.
10.PUBLIC HEARINGS
10.a Public Hearing to Consider Adoption of Resolutions Levying an Annual Assessment for the
Arroyo Grande Tourism Business Improvement District (AGTBID); Approving the AGTBID
FY 2023-24 Budget; and Direction Regarding Amendments to the Board By-Laws
(McDONALD)
Recommended Action:
1) Conduct a public hearing to receive public comment and protests regarding the City
Council’s intention to continue the AGTBID and levy an annual assessment for FY 2023-
24; 2) Determine whether a legally sufficient number of protests have been made; 3) If a
legally sufficient protest is not made, adopt a Resolution levying an annual assessment for
the AGTBID for FY 2023-24; 4) Adopt a Resolution approving the FY 2023-24 operating
budget for the AGTBID; 5) Approve changes to the administration of the AGTBID; 6)
Provide direction regarding proposed revisions to the AGTBID Advisory Board By-Laws;
and 7) Determine that conducting a public hearing to adopt a resolution to levy and collect
assessments, adopting a resolution to approve the AGTBID operating budget, and
approving changes to the administration of the AGTBID Advisory Board is not subject to
the California Environmental Quality Act (“CEQA”) because it has no potential to result in
either a direct, or reasonably foreseeable indirect, physical change in the environment.
(State CEQA Guidelines, §§ 15061, subd. (b)(2)-(3), 15378.).
11.OLD BUSINESS
11.a Discuss Terms for a Potential Contract for Fire and Emergency Response Services
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Between the Five Cities Fire Authority and the Oceano Community Services District
(McDONALD)
Recommended Action:
Discuss and provide direction regarding the proposed terms for a future fire and
emergency services contract between the FCFA and the OCSD.
12.NEW BUSINESS
12.a Review Preliminary FY 2023-25 Biennial Operating Budget
(VALENTINE)
Recommended Action:
Review the preliminary budget and provide feedback to staff in preparation for the public
hearing scheduled for June 13, 2023, to consider the Fiscal Years (FY) 2023-25 Biennial
Budget.
13.COUNCIL COMMUNICATIONS
Any Council Member may ask a question for clarification, make an announcement, or report briefly
on his or her activities. In addition, subject to Council policies and procedures, Council Members
may request staff to report back to the Council at a subsequent meeting concerning any matter or
request that staff place a matter of business on a future agenda. Any request to place a matter of
business for original consideration on a future agenda requires the concurrence of at least one other
Council Member.
14.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,
300 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 805-473-5400 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.org If you
would like to subscribe to receive email or text message notifications when agendas are posted, you
can sign up online through the “Notify Me” feature.
City Council 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.
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Item 6.a.Page 7 of 476
Item 6.b.Page 8 of 476
Item 9.a.
MEMORANDUM
TO: City Council
FROM: Nicole Valentine, Administrative Services Director
BY: Lynda Horejsi, Accounting Manager
SUBJECT: Consideration of Cash Disbursement Ratification
DATE: May 23, 2023
SUMMARY OF ACTION:
Review and ratify cash disbursements.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There is a $894,305.50 fiscal impact that includes the following items:
Accounts Payable Checks $501,806.29
Payroll & Benefit Checks $392,499.21
RECOMMENDATION:
1) Ratify the attached listing of cash disbursements for the period of April 15 through April
30, 2023; 2) Determine that ratifying the cash disbursements is not a project subject to
the California Environmental Quality Act (“CEQA”) because it has no potential to result in
either a direct, or reasonably foreseeable indirect, physical change in the environment.
(State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)
BACKGROUND:
Cash disbursements are made weekly based 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 and the City’s Purchasing Policies and
Procedures Manual.
ANALYSIS OF ISSUES:
The attached listing represents the cash disbursements required of normal and usual
operations during the period. The disbursements are a ccounted for in the FY 2022-23
budget.
Page 9 of 476
Item 9.a.
City Council
Consideration of Cash Disbursement Ratification
May 23, 2023
Page 2
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve staff’s recommendation;
2. Do not approve staff’s recommendation; or
3. Provide other direction to staff.
ADVANTAGES:
The Administrative Services Department monitors payments of invoices for
accountability, accuracy, and completeness using standards approved by the City
Council.
Invoices are paid in a timely manner to establish goodwill with merchants.
Discounts are taken where applicable.
DISADVANTAGES:
There are no disadvantages identified in this recommendation.
ENVIRONMENTAL REVIEW:
Ratifying the cash disbursements is not a project subject to the California Environmental
Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably
foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§
15060, subd. (b)(2)-(3), 15378.)
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s websit e in accordance with
Government Code Section 54954.2.
Attachments:
1. April 16 – April 30, 2023 – Accounts Payable Check Register
2. April 21, 2023 – Payroll and Benefit Check Registers
Page 10 of 476
CITY OF ARROYO GRANDECHECK LISTINGAPRIL 16 - APRIL 30, 2023ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name1 04/18/2023 297210 $ 4,682.69 05/23 RETIREE MEDICAL 010.4099.5136 ICMA RETIREMENT CORP2 04/18/2023 297210 358.87 05/23 RETIREE MEDICAL 220.4303.5136 ICMA RETIREMENT CORP3 04/18/2023 297210 602.12 05/23 RETIREE MEDICAL FCFA 010.0000.1111 ICMA RETIREMENT CORP4 04/21/2023 297211 364.20 AMMUNITION 010.4204.5255 ADAMSON INDUSTRIES, INC5 04/21/2023 297212 50.00 PARK DEPOSIT REFUND-ELM ST 010.0000.2206 MARIA ALCANTAR6 04/21/2023 297213 19.92 OFFICE SUPPLIES 010.4120.5201 AMAZON CAPITAL SERVICES7 04/21/2023 297214 7.01 BLDG MAINT UNIFORMS 010.4213.5143 ARAMARK UNIFORM SERVICES8 04/21/2023 297214 7.01 BLDG MAINT UNIFORMS 010.4213.5143 ARAMARK UNIFORM SERVICES9 04/21/2023 297214 28.50 CORP YARD MATS 010.4213.5303 ARAMARK UNIFORM SERVICES10 04/21/2023 297214 3.51 AUTO SHOP UNIFORMS 010.4305.5143 ARAMARK UNIFORM SERVICES11 04/21/2023 297214 3.51 AUTO SHOP UNIFORMS 010.4305.5143 ARAMARK UNIFORM SERVICES12 04/21/2023 297214 10.45 AUTO SHOP TOWELS 010.4305.5303 ARAMARK UNIFORM SERVICES13 04/21/2023 297214 15.91 PARKS DEPT UNIFORMS 010.4420.5143 ARAMARK UNIFORM SERVICES14 04/21/2023 297214 15.91 PARKS DEPT UNIFORMS 010.4420.5143 ARAMARK UNIFORM SERVICES15 04/21/2023 297214 7.00 SOTO SPORTS COMPLEX UNIFORMS010.4430.5143 ARAMARK UNIFORM SERVICES16 04/21/2023 297214 7.00 SOTO SPORTS COMPLEX UNIFORMS010.4430.5143 ARAMARK UNIFORM SERVICES17 04/21/2023 297214 14.00 STREETS DEPT UNIFORMS 220.4303.5143 ARAMARK UNIFORM SERVICES18 04/21/2023 297214 14.00 STREETS DEPT UNIFORMS 220.4303.5143 ARAMARK UNIFORM SERVICES19 04/21/2023 297214 7.50 SEWER DEPT UNIFORMS 612.4610.5143 ARAMARK UNIFORM SERVICES20 04/21/2023 297214 7.50 SEWER DEPT UNIFORMS 612.4610.5143 ARAMARK UNIFORM SERVICES21 04/21/2023 297214 24.44 WATER DEPT UNIFORMS 640.4712.5143 ARAMARK UNIFORM SERVICES22 04/21/2023 297214 24.44 WATER DEPT UNIFORMS 640.4712.5143 ARAMARK UNIFORM SERVICES23 04/21/2023 297215 183.52 ACCT#238451-01839190 RADIO 010.4145.5403 AT & T24 04/21/2023 297215 31.43 ACCT#235841-39568063 ALARM 220.4303.5303 AT & T25 04/21/2023 297216 130.48 04/23 TOWER LEASE 010.4201.5303 ATC SEQUOIA LLC26 04/21/2023 297217 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 MARGARITA AYALA27 04/21/2023 297218 2,151.28 PD-4602 REPAIR WATER PUMP 010.4203.5601 BACK ON THE ROAD AUTOMOBILE28 04/21/2023 297219 49.23 STREETS-BATTERY 220.4303.5603 BATTERY SYSTEMS29 04/21/2023 297219 942.79 FLEET STOCK BATTERIES 010.4203.5601 BATTERY SYSTEMS30 04/21/2023 297220 50.00 PARK DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 JAMES BERGMAN31 04/21/2023 297221 18,489.98 02/23 - PROF LEGAL SVCS 010.4003.5304 BEST BEST & KRIEGER LLP32 04/21/2023 297221 13,759.50 02/23 LITIGATION & RELATED MATTERS 010.4003.5327 BEST BEST & KRIEGER LLP33 04/21/2023 297222 25,293.42 BUILDING DEPARTMENT SERVICES 010.4212.5303 BPR CONSULTING GROUP LLC34 04/21/2023 297223 338.21 SOFTBALLS FOR LEAGUE 010.4424.5257 BSN SPORTS, LLC35 04/21/2023 297224 14,785.00 WOMENS CLUB-REMOVE 2 LARGE EUCALYPTUS 010.4420.5303 BUNYON BROS TREE SERVICE36 04/21/2023 297225 273.00 01/23-03/23 DIESEL FUEL TAX RETURN 010.0000.1202 CA DEPT OF TAX & FEE ADMIN37 04/21/2023 297226 443.46 24 TON FILL SAND 220.4303.5613 CALPORTLAND CONSTRUCTIONPage 11 of 476
CITY OF ARROYO GRANDECHECK LISTINGAPRIL 16 - APRIL 30, 2023ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name38 04/21/2023 297226 $ 310.00 TRUCK RENTAL 220.4303.5613 CALPORTLAND CONSTRUCTION39 04/21/2023 297226 614.38 5.83 TON HMA PAVEMENT MIX 220.4303.5613 CALPORTLAND CONSTRUCTION40 04/21/2023 297227 31.50 PW-5 CLEANING SUPPLIES 612.4610.5255 CARQUEST AUTO PARTS41 04/21/2023 297227 (162.92)PW-51-CREDIT FOR HYDRAULIC HOSE 612.4610.6201 CARQUEST AUTO PARTS42 04/21/2023 297227 431.76 PW-51 HYDAULIC HOSE & FITTINGS 612.4610.6201 CARQUEST AUTO PARTS43 04/21/2023 297228 13,291.00 SUMMER 2023 ACTIVITY GUIDE 010.4421.5504 CASEY PRINTING, INC44 04/21/2023 297229 987.20 ACCT#8245100960223598 PD DARK 010.4145.5401 CHARTER COMMUNICATIONS45 04/21/2023 297230 58.63 ACCT#090058901-CITY HALL BUSINESS TV 010.4145.5401 CHARTER COMMUNICATIONS46 04/21/2023 297231 3,724.00 HPE POINTNEXT TECH CARE-POST WARRANTY 1 YR. 010.4140.5303 CIO SOLUTIONS LP47 04/21/2023 297232 646.48 OFFICE SUPPLIES-TONERS 010.4102.5602 COAST TO COAST48 04/21/2023 297233 1,625.00 PD LASERFICHE SUPPORT RENEWAL 010.4204.5607 COMPLETE PAPERLESS SOLUTIONS49 04/21/2023 297234 1,125.00 POST MGMT COURSE-5 DAYS, 3 MEETINGS, $75 X 5, X 3 010.4204.5501 DAVID CULVER50 04/21/2023 297235 488.50 REFUND SPRING COED SOFTBALL LEAGUE 010.0000.4608 RYAN DALLDORF51 04/21/2023 297236 400.00 03/23 NETBILL MONTHLY MAINT. 640.4710.5303 DATAPROSE LLC52 04/21/2023 297236 459.20 03/23 NETBILL CC TRANS 640.4710.5555 DATAPROSE LLC53 04/21/2023 297236 1,434.01 03/23 UTILITY BILL MAILING 640.4710.5208 DATAPROSE LLC54 04/21/2023 297236 114.80 03/23 NETBILL CC TRANS 612.4610.5555 DATAPROSE LLC55 04/21/2023 297237 2,500.00 TREEKEEPER 1 YR RENEWAL 010.4420.5303 DAVEY RESOURCE GROUP INC56 04/21/2023 297238 372.59 ACCT#2901-1271650-01 METRO INTERNET 010.4140.5303 DIGITAL WEST NETWORKS INC57 04/21/2023 297239 6,531.00 FCFA PORTABLE GENERATOR RENTAL 350.5473.7001 ELECTRICRAFT INC58 04/21/2023 297240 1,798.75 191 TALLY HO DESIGN WORK 010.4301.5303 GARING TAYLOR & ASSOCIATES INC59 04/21/2023 297240 356.25 ONGOING SURVEY WORK 010.4301.5303 GARING TAYLOR & ASSOCIATES INC60 04/21/2023 297241 2,870.01 GIS SERVICES 010.4301.5303 GHD INC61 04/21/2023 297242 2,198.00 CASH FOR GRASS-2198 SQFT 226.4306.5554 WAYNE GINTER62 04/21/2023 297243 100.00 PARK DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 BRENDA GONZALEZ63 04/21/2023 297244 177.57 WYPALLS CLEANING CLOTHS 612.4610.5255 GRAINGER, INC64 04/21/2023 297245 21,950.00 AG SHARE-FCFA ORG REVIEW BY BAKER TILLY 010.4120.5303 CITY OF GROVER BEACH65 04/21/2023 297246 150.00 PARK DEPOSIT REFUND-HERITAGE SQUARE 010.0000.2206 STEVE HENRY HARVEST CHURCH66 04/21/2023 297247 106.08 03/23 PORTABLE TOILET RENTAL220.4303.5552 HARVEY'S HONEY HUTS67 04/21/2023 297248 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 TONI HINCKLEY68 04/21/2023 297249 845.39 CONTRACT SVCS-SALES TAX 010.4120.5303HINDERLITER, DE LLAMAS & ASSOC69 04/21/2023 297249 154.76 AUDIT SVCS-SALES TAX 010.4120.5303 HINDERLITER, DE LLAMAS & ASSOC70 04/21/2023 297249 416.38 CONTRACT SVCS-SALES TAX 218.4101.5303HINDERLITER, DE LLAMAS & ASSOC71 04/21/2023 297250 300.00 SOFTBALL UMPIRE COORDINATOR-SPRING 2023 SEASON 010.4424.5352 LARRY JUAREZ, SR72 04/21/2023 297251 300.00 BASKETBALL REFEREE COORDINATOR 010.4424.5352 GASTON KETTING OLIVIER73 04/21/2023 297252 471.41 RESOULUTIONS BOOK, RECORD PAPER 010.4002.5201 LAUTZENHISER'S STATIONERY INC74 04/21/2023 297253 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 TIERZA LITTLEPage 12 of 476
CITY OF ARROYO GRANDECHECK LISTINGAPRIL 16 - APRIL 30, 2023ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name75 04/21/2023 297254 $ 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 BRANDY LOPEZ76 04/21/2023 297255 630.00 03/23 FACILITY USAGE-OCEANO COMM CTR-ZUMBA & 010.4424.5251 LUCIA MAR UNIFIED SCHOOL DIST77 04/21/2023 297255 480.00 02/23 FACILITY USAGE-OCEANO COMM CTR-ZUMBA & 010.4424.5251 LUCIA MAR UNIFIED SCHOOL DIST78 04/21/2023 297255 1,185.00 03/23 FACILITY USE-OCEANO COMM CTR-BASKETBALL 010.4424.5257 LUCIA MAR UNIFIED SCHOOL DIST79 04/21/2023 297256 50.00 PARK DEPOSIT REFUND-ELM ST 010.0000.2206 VICTORIA MATTHEWS80 04/21/2023 297257 630.00 REFUND SOFTBALL-SPRING COED LEAGUE 010.0000.4608 LARA MCLURE81 04/21/2023 297258 78.59 PICKUP TOOL, BATTERIES, SCRAPER 010.4213.5604 MINER'S ACE HARDWARE, INC82 04/21/2023 297258 11.98 FASTENERS, GALV CAP & NIPPLE 010.4420.5605 MINER'S ACE HARDWARE, INC83 04/21/2023 297258 25.30 FAST SET CONCRETE, SAFETY GLAS 220.4303.5255 MINER'S ACE HARDWARE, INC84 04/21/2023 297258 224.10 IMPACT DRIVER, HAMMER 220.4303.5273 MINER'S ACE HARDWARE, INC85 04/21/2023 297258 0.96 PW-51 FASTENERS 612.4610.5601 MINER'S ACE HARDWARE, INC86 04/21/2023 297258 17.23 COBWEB BRUSH 640.4712.5273 MINER'S ACE HARDWARE, INC87 04/21/2023 297259 400.00 RES #5 BOOSTER-PROGRAM VFD 640.4712.5610 NVIRO88 04/21/2023 297260 24.32 ELECTRIC-WELL#11 352 LA CANADA 640.4711.5402 PACIFIC GAS & ELECTRIC CO89 04/21/2023 297261 26.50 UNIFORM CLEANING- PD ADMIN 010.4201.5303 PARAMOUNT CLEANERS90 04/21/2023 297261 399.00 UNIFORM CLEANING-PD PATROL 010.4203.5303 PARAMOUNT CLEANERS91 04/21/2023 297261 94.50 UNIFORM CLEANING-PD SUPPORT SV 010.4204.5303 PARAMOUNT CLEANERS92 04/21/2023 297262 50.00 PARK DEPOSIT REFUND-ELM ST 010.0000.2206 MARK PRIEST93 04/21/2023 297263 89.07 REIMBURSE -FOOD FOR VOLUNTEERS 010.4424.5250 KELLY REYNOLDS94 04/21/2023 297264 1,000.00 REFUND SECURITY DEPOSIT-WOMEN'S CLUB 010.0000.2206 ALMA RIZO95 04/21/2023 297265 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 JONATHAN RODRIGUEZ96 04/21/2023 297266 43.00 REFUND-BL23-105 010.0000.4050 SARAH SELZER97 04/21/2023 297267 50.00 PRE-EMPLOYMNT CREDIT CKS-ANNUAL FEE 010.4201.5315 SERVICE FIRST INFORMATION98 04/21/2023 297268 50.00 FILING FEE-NOTICE OF EXEMPTN-2022 ST REPAIRS 010.4002.5201 SLO COUNTY CLERK-RECORDER99 04/21/2023 297269 230.06 GAS SERVICES-1375 ASH ST 010.4145.5401 SOCALGAS100 04/21/2023 297269 204.68 GAS SERVICES-200 N HALCYON 010.4145.5401 SOCALGAS101 04/21/2023 297269 14.30 GAS SERVICES-350 S ELM 010.4145.5401 SOCALGAS102 04/21/2023 297270 2,908.80 ADOBE PRO ENTERPRISE 010.4140.5607 SOFTWAREONE, INC103 04/21/2023 297270 1,558.88 CREATIVE CLOUD ALL APPS 010.4140.5607 SOFTWAREONE, INC104 04/21/2023 297270 342.30 INDESIGN 010.4140.5607 SOFTWAREONE, INC105 04/21/2023 297271 3,500.00 04/23 TBID ADMIN FEE 240.4150.5303 SOUTH COUNTY CHAMBERS106 04/21/2023 297272 750.00 FACILITY USAGE-WINTER SESSION 010.4424.5251 ST JOHN'S LUTHERAN CHURCH107 04/21/2023 297273 516.08 TONER, PRINTER CARTRIDGES 010.4421.5201 STAPLES108 04/21/2023 297274 105.00 REFUND BASKETBALL 010.0000.4605 BRITTANY SULLIVAN109 04/21/2023 297275 389.73 PW-23 SOCKET/FLEX RATCHET, PLIERS 010.4305.5273 TCA TOOLS INC110 04/21/2023 297276 367.78 RECYCLE CLASS II BASE 220.4303.5613 TROESH RECYCLING, INC111 04/21/2023 297277 48.79 MEETING SUPPLIES-COUNCIL 010.4001.5201 U.S. BANKPage 13 of 476
CITY OF ARROYO GRANDECHECK LISTINGAPRIL 16 - APRIL 30, 2023ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name112 04/21/2023 297277 $ 358.61 MAYOR'S MEETING SUPPLIES-TJS 010.4001.5501 U.S. BANK113 04/21/2023 297277 41.00 MEETING SUPPLIES-GOAL SETTING 010.4002.5201 U.S. BANK114 04/21/2023 297277 875.00 CAPIO CONF REGISTRATION & MEMBERSHIP 010.4002.5501 U.S. BANK115 04/21/2023 297277 115.00 TRAINING-PUBLIC SECTOR EXCELLENCE 010.4002.5501 U.S. BANK116 04/21/2023 297277 800.00 TRAINING-CAPIO CONFERENCE REGISTRATION 010.4002.5501 U.S. BANK117 04/21/2023 297277 15.13 TRAINING-LUNCH 010.4002.5501 U.S. BANK118 04/21/2023 297277 13.00 TRAINING-PARKING 010.4002.5501 U.S. BANK119 04/21/2023 297277 141.81 MEETING SUPPLIES-WALMART, SMART & FINAL 010.4101.5201 U.S. BANK120 04/21/2023 297277 38.41 WALMART-OFFICE SUPPLIES 010.4120.5201 U.S. BANK121 04/21/2023 297277 675.00 CALCITIES REGISTRATION 010.4130.5501 U.S. BANK122 04/21/2023 297277 1,040.00 AEP CONFERENCE REGISTRATION 010.4130.5503 U.S. BANK123 04/21/2023 297277 586.47 ZOOM 010.4140.5303 U.S. BANK124 04/21/2023 297277 76.23 EOC SUPPLIES 010.4145.5201 U.S. BANK125 04/21/2023 297277 719.43 EOC SUPPLIES 010.4145.5201 U.S. BANK126 04/21/2023 297277 16.57 EOC SUPPLIES 010.4145.5201 U.S. BANK127 04/21/2023 297277 27.22 EOC SUPPLIES 010.4145.5201 U.S. BANK128 04/21/2023 297277 9.81 EOC SUPPLIES 010.4145.5201 U.S. BANK129 04/21/2023 297277 53.20 AUTHORIZE.NET CC FEE 010.4145.5555 U.S. BANK130 04/21/2023 297277 (116.22) CREDIT FOR ZOOM 010.4201.5201 U.S. BANK131 04/21/2023 297277 18.00 MEETING SUPPLIES-LEADERSHIP 010.4201.5501 U.S. BANK132 04/21/2023 297277 157.65 FLOWERS FOR EMPLOYEE 010.4201.5504 U.S. BANK133 04/21/2023 297277 72.58 SQUAD ROOM-MOUNTS FOR AV CAMERAS 010.4201.5604 U.S. BANK134 04/21/2023 297277 221.65 ISA STUDY GUIDE 010.4420.5501 U.S. BANK135 04/21/2023 297277 345.00 ISA EXAM, DUES 010.4420.5501 U.S. BANK136 04/21/2023 297277 57.65 FATTE'S PIZZA-STAFF MEETING 010.4421.5255 U.S. BANK137 04/21/2023 297277 180.00 NRPA MEMBERSHIP 010.4421.5503 U.S. BANK138 04/21/2023 297277 344.78 PICKLEBALL CENTRAL-PICKLEBALLS 010.4424.5251 U.S. BANK139 04/21/2023 297277 14.00 AG HOME & GARDEN-EVENT SUPPLIES 010.4424.5252 U.S. BANK140 04/21/2023 297277 928.34 SPECIAL EVENT SUPPLIES-SR DANCE 010.4424.5252 U.S. BANK141 04/21/2023 297277 1,259.44 FUN EXPRESS0EGG HUNT SUPPLIES 010.4424.5252 U.S. BANK142 04/21/2023 297277 250.00 PEACHJAR-EGG HUNT 010.4424.5252 U.S. BANK143 04/21/2023 297277 340.00 CENTRAL COAST PARTY FACTORY-EGG HUNT 010.4424.5252 U.S. BANK144 04/21/2023 297277 34.17 AMAZON-ADULT BASKETBALL LEAGUE 010.4424.5257 U.S. BANK145 04/21/2023 297277 619.20 EPIC ENTERTAINMENT-EGG HUNT 010.4424.5353 U.S. BANK146 04/21/2023 297277 134.68 CHILDCARE SUPPLIES 010.4425.5255 U.S. BANK147 04/21/2023 297277 21.47 SNACK SUPPLIES 010.4425.5259 U.S. BANK148 04/21/2023 297277 13.53 POSTAGE/SHIPPING 010.4201.5208 U.S. BANKPage 14 of 476
CITY OF ARROYO GRANDECHECK LISTINGAPRIL 16 - APRIL 30, 2023ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name149 04/21/2023 297277 $ 409.45 TOUCHSCREEN MONITOR-REYES 010.4307.5201 U.S. BANK150 04/21/2023 297277 203.25 SUPPLIES-INTOXIMETERS MOUTH PIECES 010.4203.5255 U.S. BANK151 04/21/2023 297277 4.85 PATROL SUPPLIES-KEYS FOR SIGN BOARD 010.4203.5255 U.S. BANK152 04/21/2023 297277 1,089.92 EQUIPMENT-BALLISTIC HELMETS 010.4203.5272 U.S. BANK153 04/21/2023 297277 135.68 EQUIPMENT-BWC DOCK 010.4203.5272 U.S. BANK154 04/21/2023 297277 178.97 TRAINING-LODGING 010.4203.5501 U.S. BANK155 04/21/2023 297277 6.89 TRAINING-TOLL RD FEE 010.4203.5501 U.S. BANK156 04/21/2023 297277 1,321.27 PD-4621 MAINTENANCE 010.4203.5601 U.S. BANK157 04/21/2023 297277 42.26 SAFETY EQUIPMENT-EJECTOR ASSEMBLY 010.4203.5603 U.S. BANK158 04/21/2023 297277 140.06 EQUIP MAINT-RIFLE PARTS 010.4203.5603 U.S. BANK159 04/21/2023 297277 109.72 FUEL 010.4203.5608 U.S. BANK160 04/21/2023 297277 2,474.05 EQUIPMENT-SUPPORT SVCS-MICROPHONE 010.4204.5272 U.S. BANK161 04/21/2023 297277 1,142.95 TRAINING-LODGING 010.4204.5501 U.S. BANK162 04/21/2023 297277 369.99 TRAINING-REGISTRATION, TUITION 010.4204.5501 U.S. BANK163 04/21/2023 297277 1,360.31 TRAINING-LODGING 010.4204.5501 U.S. BANK164 04/21/2023 297277 650.00 TRAINING-TUITION 010.4204.5501 U.S. BANK165 04/21/2023 297277 71.55 FUEL 010.4204.5608 U.S. BANK166 04/21/2023 297277 148.90 FUEL 010.4204.5608 U.S. BANK167 04/21/2023 297277 38.75 GOLDEN DONUT-VOLUNTEER SUPPLIES 010.4424.5250 U.S. BANK168 04/21/2023 297277 164.83 PUBLIC RELATIONS-BOOSTED FACEBOOK ADS 010.4101.5504 U.S. BANK169 04/21/2023 297278 382.69 PAYROLL FOR:W/E 04/02 OFFICE ASSISTANT 612.4610.5303 UNITED STAFFING ASSOC.170 04/21/2023 297278 382.70 PAYROLL FOR:W/E 04/02 OFFICE ASSISTANT 640.4710.5303 UNITED STAFFING ASSOC.171 04/21/2023 297279 1,350.00 SUCCESSOR AGENCY-PROF SVCS 286.4103.5303 URBAN FUTURES, INC172 04/21/2023 297280 50.00 PARK DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 MICAELA VALDEZ173 04/21/2023 297281 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 ESME VASQUEZ174 04/21/2023 297282 11,664.56 02/23 TMD ASSESSMENT REMITTANCE 761.0000.2007 VISIT SLO CAL175 04/21/2023 297282 7,419.17 01/23 TMD ASSESSMENT REMITTANCE 761.0000.2007 VISIT SLO CAL176 04/21/2023 297282 (233.29) 02/23 TMD CITY ADMIN FEE 010.0000.4771 VISIT SLO CAL177 04/21/2023 297282 (148.38) 01/23 TMD CITY ADMIN FEE 010.0000.4771 VISIT SLO CAL178 04/21/2023 297283 735.00 BASKETBALL SCORER- 3/6-4/18, 49 GAMES X $15 010.4424.5352 JHADE LA PAZ179 04/21/2023 297284 40,636.33 FEDERAL WITHHOLDING: Payment 011.0000.2104 CITY OF ARROYO GRANDE180 04/21/2023 297284 11,981.28 MEDICARE: Payment 011.0000.2105 CITY OF ARROYO GRANDE181 04/21/2023 297284 48,114.58 SOCIAL SECURITY: Payment 011.0000.2105 CITY OF ARROYO GRANDE182 04/21/2023 297285 15,797.38 STATE WITHHOLDING: Payment 011.0000.2108 CA ST EMPLOYMENT DEVEL DEPT183 04/21/2023 297285 1,781.97 CASDI: Payment 011.0000.2111 CA ST EMPLOYMENT DEVEL DEPT184 04/21/2023 297286 565.60 DEPT OF CHILD SUPPORT SERVICES 011.0000.2114 CA STATE DISBURSEMENT UNIT185 04/21/2023 297287 177.07 ROTH % - AFTER TAX: Payment 011.0000.2117 ICMA RETIREMENT CORPPage 15 of 476
CITY OF ARROYO GRANDECHECK LISTINGAPRIL 16 - APRIL 30, 2023ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name186 04/21/2023 297287 $ 350.00 ROTH - AFTER TAX: Payment 011.0000.2117 ICMA RETIREMENT CORP187 04/21/2023 297287 866.66 DEFERRED COMPENSATION - ER: Payment 011.0000.2117 ICMA RETIREMENT CORP188 04/21/2023 297287 10,767.20 DEFERRED COMPENSATION - EE: Payment 011.0000.2117 ICMA RETIREMENT CORP189 04/21/2023 297287 3,420.63 DEFERRED COMPENSATION - EE %: Payment 011.0000.2117 ICMA RETIREMENT CORP190 04/21/2023 297288 1,134.85 PERS Employer Pick Up: Payment 011.0000.2106 PERS - RETIREMENT191 04/21/2023 297288 117.11 PERS BUYBACK - AFTER TAX: Payment 011.0000.2106 PERS - RETIREMENT192 04/21/2023 297288 46,086.96 PERS RETIREMENT: Payment 011.0000.2106 PERS - RETIREMENT193 04/21/2023 297288 34,159.46 PERS RETIREMENT: Payment 011.0000.2106 PERS - RETIREMENT194 04/21/2023 297288 (0.05) ROUNDING DIFFERENCE 010.0000.4818 PERS - RETIREMENT195 04/21/2023 297289 1,269.36 PARS: Payment 011.0000.2107 US BANK OF CALIFORNIA196 04/24/2023 297290 10.00 POSTAGE FOR METER 010.4120.5208 PITNEY BOWES BANK INC197 04/28/2023 297291 900.00 STORMWATER SAMPLING 010.4301.5303 ABALONE COAST ANALYTICAL INC198 04/28/2023 297292 240.42 TRANSLATION SVCS FOR 2022 SALES TAX ANNUAL 218.4101.5201 ALBOUM & ASSOCIATES LLC199 04/28/2023 297293 26.00 CAR WASH-PD ADMIN 010.4201.5601 BOB'S EXPRESS WASH200 04/28/2023 297293 13.00 CAR WASH-PW4 010.4301.5601 BOB'S EXPRESS WASH201 04/28/2023 297293 11.00 CAR WASH-PW16 220.4303.5601 BOB'S EXPRESS WASH202 04/28/2023 297293 13.00 CAR WASH-PW44 612.4610.5601 BOB'S EXPRESS WASH203 04/28/2023 297293 82.00 CAR WASH-PD PATROL 010.4203.5601 BOB'S EXPRESS WASH204 04/28/2023 297293 52.00 CAR WASH-PF SUPPORT SVCS 010.4204.5601 BOB'S EXPRESS WASH205 04/28/2023 297294 57.09 BLDG OFFICIAL BUSINESS CARDS 010.4212.5201BOONE PRINTING & GRAPHICS INC206 04/28/2023 297294 83.02 PATROL SUPPLIES-BUSINESS CARDS 010.4203.5255BOONE PRINTING & GRAPHICS INC207 04/28/2023 297295 12.30 LUMBER-2X4, 1X4 220.4303.5613 BURKE AND PACE OF AG, INC208 04/28/2023 297296 631.20 5.995 TON, TYPE A PAVEMENT MIX 220.4303.5613 CALPORTLAND CONSTRUCTION209 04/28/2023 297297 7.81 PW-17 V BELT 010.4420.5601 CARQUEST AUTO PARTS210 04/28/2023 297297 32.73 SOTO-ANTIFREEZE 010.4430.5601 CARQUEST AUTO PARTS211 04/28/2023 297298 65.00 04/23 REIMBURSE FOR JUIJITSU 010.4203.5501 JASON CASTILLO212 04/28/2023 297299 300.00 2023 ANNUAL MEMBERSHIP -LOCC 010.4145.5503 CHANNEL COUNTIES DIVISION213 04/28/2023 297300 199.98 ACCT#8245100960104152 PD INTERNET 010.4201.5403 CHARTER COMMUNICATIONS214 04/28/2023 297301 65.00 PW-51 REPAIR TO HYDRAULIC RAM 612.4610.5603 CONTRACTORS MAINT.SERVICE215 04/28/2023 297302 10,261.00 ECS/LASERFICHE ANNUAL RENEWAL 010.4140.5303 ECS IMAGING, INC.216 04/28/2023 297303 2,420.00 ESRI ARCGIS ANNUAL RENEWAL 010.4140.5303 ESRI217 04/28/2023 297304 709.00 (40) 50# BAGS LIME DOLOMITE-SOTO 010.4430.5605 FARM SUPPLY CO218 04/28/2023 297305 950.00 FLEET DELIVERY- 2 FORD RANGERS 010.4203.5601 FOLSOM LAKE FORD INC219 04/28/2023 297306 189.00 STRIPING PLAN 010.4301.5303 GHD INC220 04/28/2023 297306 471.25 PEDESTRIAN CROSSING IMPROVEMENTS 350.5607.7301 GHD INC221 04/28/2023 297307 104.04 FUEL-PD 010.4203.5608 JB DEWAR, INC222 04/28/2023 297307 78.36 FUEL-PD 010.4203.5608 JB DEWAR, INCPage 16 of 476
CITY OF ARROYO GRANDECHECK LISTINGAPRIL 16 - APRIL 30, 2023ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name223 04/28/2023 297308 $ 242.75 04/14 FIELD TRIP TRANSPORTATION 010.4425.5303 LUCIA MAR UNIFIED SCHOOL DIST224 04/28/2023 297309 116.35 BATTERIES, LED BULBS 010.4213.5604 MINER'S ACE HARDWARE, INC225 04/28/2023 297309 38.75 KEY STEM, LOOSE KEY HANDLE, SILLCOCK KEY 010.4213.5604 MINER'S ACE HARDWARE, INC226 04/28/2023 297309 30.42 SOTO-VALVE KEY, WD40, PIPE CUTTER 010.4430.5605 MINER'S ACE HARDWARE, INC227 04/28/2023 297309 10.97 ROLLER FRAME & COVER 220.4303.5603 MINER'S ACE HARDWARE, INC228 04/28/2023 297309 21.53 SCRAPER 220.4303.5613 MINER'S ACE HARDWARE, INC229 04/28/2023 297310 4,736.03 MAP CHECKING SERVICES 010.4301.5303 MNS ENGINEERS INC230 04/28/2023 297311 101.03 REPAIR CHAIN SAW-SPARKPLUG, HOSE, LABOR 010.4430.5603 NOBLE SAW, INC231 04/28/2023 297312 85.00 PRE-EMPLYMT MEDICAL TESTING 010.4425.5315 PACIFIC CENTRAL COAST HEALTH232 04/28/2023 297313 39.50 UNIFORM CLEANING-PD ADMIN 010.4201.5303 PARAMOUNT CLEANERS233 04/28/2023 297313 395.50 UNIFORM CLEANING-PATROL SVCS 010.4203.5303 PARAMOUNT CLEANERS234 04/28/2023 297313 62.50 UNIFORM CLEANING-PD SUPPORT SVCS 010.4204.5303 PARAMOUNT CLEANERS235 04/28/2023 297314 200.00 03/23 PARKING CITATION PROCESS 010.4204.5303 PHOENIX GROUP236 04/28/2023 297315 23.54 BLDG MAINT UNIFORMS 010.4213.5143 PRUDENTIAL OVERALL SUPPLY237 04/28/2023 297315 15.95 AUTO SHOP UNIFORMS 010.4305.5143 PRUDENTIAL OVERALL SUPPLY238 04/28/2023 297315 34.76 PARKS DEPT UNIFORMS 010.4420.5143 PRUDENTIAL OVERALL SUPPLY239 04/28/2023 297315 22.22 SOTO SPORTS COMPLEX UNIFORMS 010.4430.5143 PRUDENTIAL OVERALL SUPPLY240 04/28/2023 297315 32.85 STREETS DEPT UNIFORMS 220.4303.5143 PRUDENTIAL OVERALL SUPPLY241 04/28/2023 297315 22.22 SEWER DEPT UNIFORMS 612.4610.5143 PRUDENTIAL OVERALL SUPPLY242 04/28/2023 297315 44.22 WATER DEPT UNIFORMS 640.4712.5143 PRUDENTIAL OVERALL SUPPLY243 04/28/2023 297316 5.38 WATER FOR COUNCIL CHAMBERS 010.4213.5303 READYREFRESH BY NESTLE244 04/28/2023 297317 15.00 03/23 REVERSE OSMOSIS RENTAL 010.4201.5303 RICHETTI COMPLETE WATER245 04/28/2023 297318 46.00 TRAINING TUITION 010.4203.5501 SAN DIEGO MIRAMAR COLLEGE246 04/28/2023 297319 7,200.00 STREET SWEEPING JAN-JUN 2023 220.4303.5303 SCA247 04/28/2023 297319 2,700.00 STREET SWEEPING JAN-JUN 2023 010.4307.5303 SCA248 04/28/2023 297320 38.40 HUNTER I-20 ROTOR W/CK VALVE 010.4420.5255 SITEONE LANDSCAPE SUPPLY LLC249 04/28/2023 297320 17.49 HUNTER PRO 12" POP UP 010.4420.5605 SITEONE LANDSCAPE SUPPLY LLC250 04/28/2023 297320 146.10 SOTO-REPAIR KIT, SOLENOID 010.4430.5605 SITEONE LANDSCAPE SUPPLY LLC251 04/28/2023 297320 297.65 (2) LATCHING SOLENOIDS, (2) HERBICIDE 220.4303.5255 SITEONE LANDSCAPE SUPPLY LLC252 04/28/2023 297321 269.00 03/23 PARKING CITATION REV DIS 010.0000.4203 SLO COUNTY AUDITOR-CONTROLLER253 04/28/2023 297322 3,019.21 TRITECH CAD BILLING 010.4204.5606 SLO COUNTY SHERIFF'S DEPT254 04/28/2023 297323 15.99 GAS SERVICES-1500 W BRANCH 010.4145.5401 SOCALGAS255 04/28/2023 297324 1,000.00 ANNUAL CHAMBER MEMBERSHIP-GOLD 010.4145.5503 SOUTH COUNTY CHAMBERS256 04/28/2023 297325 90.00 T-3 CERTIFICATION RENEWAL 640.4712.5501 SWRCB-DWOCP257 04/28/2023 297326 119.30 (2) RESHEET CITY SIGNS-RANCHO, STROTHER 010.4420.5605 TRAFFIC MANAGEMENT PRODUCTS258 04/28/2023 297326 1,930.50 (120) 50# BAGS ASPHALT COLD PATCH 220.4303.5613TRAFFIC MANAGEMENT PRODUCTS259 04/28/2023 297327 550.00 EDEN UB ALLOTMENT ADJUSTMENT REBILL 640.4710.5303 TYLER TECHNOLOGIES INCPage 17 of 476
CITY OF ARROYO GRANDECHECK LISTINGAPRIL 16 - APRIL 30, 2023ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name260 04/28/2023 297328 $ 18,918.25 03/23 TBID SOCIAL MEDIA MARKET 240.4150.5301 VERDIN MARKETING INK261 04/28/2023 297329 304.08 ACCT#472480460-00002 CITY IPAD 010.4145.5403 VERIZON WIRELESS262 04/28/2023 297329 858.60 ACCT#208620661-00002 PD CELL PHONES 010.4201.5403 VERIZON WIRELESS263 04/28/2023 297330 3,269.60 FATS, OILS AND GREASE PROGRAM 612.4610.5303 WALLACE GROUP A CALIF CORP264 04/28/2023 297331 462.00 SOTO RESTROOM-REPLACED FLUSHOMETER 010.4213.5303 WATERBOYS PLUMBING265 04/28/2023 297332 564.59 COPY MACHINE LEASE PYMT 010.4201.5803 WELLS FARGO VENDOR FINANCIAL266 04/28/2023 297333 13.45 UB Refund Cst #00026393 640.0000.2301 NAWAR BISHARD267 04/28/2023 297334 90.49 UB Refund Cst #00028239 640.0000.2301 KAREN BROWN268 04/28/2023 297335 57.63 UB Refund Cst #00028491 640.0000.2301 MICHAEL R COYKENDAL269 04/28/2023 297336 134.31 UB Refund Cst #00027852 640.0000.2301 ANDREA DARNELL270 04/28/2023 297337 49.72 UB Refund Cst #00024090 640.0000.2301 FRANK & JOANN SOSA271 04/28/2023 297338 678.92 AFLAC PRE TAX: Payment 011.0000.2126 AFLAC INSURANCE272 04/28/2023 297339 3,078.55 POLICE DEPT DUES: Payment 011.0000.2116 ARROYO GRANDE POLICE ASSN273 04/28/2023 297340 3,740.00 AG CAREER FIREFIGHTERS ASSN: Payment 011.0000.2115 FIVE CITIES PROF. FIREFIGHTERS274 04/28/2023 297341 43.90 PRE-PAID LEGAL SERVICES: Payment 011.0000.2125 LEGALSHIELD275 04/28/2023 297342 1,262.12 SEIU DUES: Payment 011.0000.2118 S.E.I.U. LOCAL 620 $ 501,806.29 Page 18 of 476
ATTACHMENT 2
.
General Fund 340,350.25 5101 Salaries Full time 222,363.87
Streets Fund 14,812.02 5101 Volunteer Employee Retirement -
Sewer Fund 9,588.97 5102 Salaries Part-Time - PPT 3,455.65
Water Fund 27,747.97 5103 Salaries Part-Time - TPT 19,609.02
392,499.21 5105 Salaries OverTime 11,260.95
5106 Salaries Strike Team OT -
5107 Salaries Standby 1,692.60
5108 Holiday Pay 757.92
5109 Sick Pay 3,919.54
Administrative Services - 5110 Annual Leave Buyback -
Information Services - 5111 Vacation Buyback -
Community Development - 5112 Sick Leave Buyback -
Police 9,901.54 5113 Vacation Pay 6,899.78
Public Works - Maintenance 304.75 5114 Comp Pay 3,078.61
Public Works - Enterprise 1,054.66 5115 Annual Leave Pay 13,828.12
Recreation - Administration - 5116 Salaries - Police FTO 352.32
Recreation - Special Events - 5121 PERS Retirement 29,824.44
Children In Motion - 5122 Social Security 20,252.69
11,260.95 5123 PARS Retirement 242.08
5126 State Disability Ins. 824.20
5127 Deferred Compensation 741.66
5131 Health Insurance 46,674.51
5132 Dental Insurance 2,720.72
5133 Vision Insurance 734.86
5134 Life Insurance 382.93
5135 Long Term Disability 605.82
5137 Leave Payouts -
5142 Unemployment Insurance -
5143 Uniform Allowance -
5144 Car Allowance 837.50
5146 Council Expense -
5147 Employee Assistance -
5148 Boot Allowance -
5149 Motor Pay 194.42
5150 Bi-Lingual Pay 150.00
5151 Cell Phone Allowance 1,095.00
392,499.21
OVERTIME BY DEPARTMENT:
CITY OF ARROYO GRANDE
DEPARTMENTAL LABOR DISTRIBUTION
PAY PERIOD
03/31/2023 - 04/13/2023
4/21/2023
BY FUND BY ACCOUNT
Page 19 of 476
Item 9.b.
MEMORANDUM
TO: City Council
FROM: Nicole Valentine, Administrative Services Director
SUBJECT: Consideration of Fiscal Year 2022-23 Third Quarter Status Report and
Request to Approve Four Budget Adjustment Requests
DATE: May 23, 2023
SUMMARY OF ACTION:
Consider and file the Fiscal Year (FY) 2022-23 Third Quarter Financial Status Report and
approve four Budget Adjustment Requests.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
Preparation of the Third Quarter Financial Status Report requires staff time within the
existing work plan and budget for the Administrative Services Department. At the end of
the third quarter, FY 2022-23 revenues for the General Fund were $14.1 million, or one
percent (1%), higher the Budget Target (“Target”). Actual Expenditures were $1 5.8
million, and below the Budget Target by approximately $2.6 million, or eleven percent
(11%).
Council is being asked to approve four budget adjustments. The overall impact to the
budget is an increase in General Fund expenditures of $378,734 and in Water Availability
Fund expenditures of $20,000, as reflected in the following table:
RECOMMENDATION:
Receive, consider, and file the FY 2022 -23 Third Quarter Financial Status Report; and
approve four Budget Adjustment Requests.
Request
Original
Budget
Q3 BA
Requested
Updated
Budgeted Total
General
Fund Impact
Water Availability
Fund Impact
FCFA UAL Payment 550,000 337,401 887,401 337,401
Utility Bed increased Cost for PW Truck 61,000 18,433 79,433 18,433 -
Cash for Grass Program 100,000 20,000 120,000 - 20,000
November 2022 Election Increased Cost 30,000 22,830 52,830 22,900 -
Totals 741,000 398,664 1,139,664 378,734 20,000
Page 20 of 476
Item 9.b.
City Council
Consideration of Fiscal Year 2022-23 Third Quarter Status Report and Request to
Approve Four Budget Adjustment Requests
May 23, 2023
Page 2
BACKGROUND:
Each fiscal year the City Council adopts a budget, which commits government resources
and services to accomplish the City’s mission of making Arroyo Grande the best place
possible for everyone who lives, works, and visits here. The Third Quarter Financial
Status Report is the third of four financial performance reports that staff will present to
Council during the 2022-23 fiscal year. The purpose of the FY 2022-23 Third Quarter
Financial Status Report is to:
Compare third quarter revenues received and expenditures incurred to the third
quarter of the prior year and to the budgeted Target to determine the City’s financial
performance;
Provide explanations for key account variances and identify any potential trends
that might impact financial planning; and
Provide other key third quarter information including headcount statistics, Capital
Improvement Projects status, and requests for City Council approval of Budget
Adjustment Requests that have not previously been approved.
The City’s actual third quarter financial results will be compared to both the prior year’s
third quarter and the budgeted Target. The Target for expenditures is calculated as three
fourths (75%) of the FY 2022-23 Budget and represents the 9-month period from July
2022 through March 2023, except for the Non-Departmental Annual Payments line that
has a Target of the full budget. This approach increases the expenditure Target from 75%
to 78% for the third quarter. The Target for revenues does not use the 75% Target but a
Target of 65.8% that more accurately reflects the anticipated revenues to be received in
the third quarter of the fiscal year. Using the Target as a comparator against actual results
provides a simplified method to evaluate performance for the quarter.
The Third Quarter Report also includes a section regarding Budget Adjustments
Requests. This section summarizes individual budget adjustments approved by the City
Council during the third quarter, as well as administrative adjustments completed by City
staff. Additionally, this section of the report includes new Budget Adjustment Requests
not otherwise addressed in individual City Council agenda items that staff recommends
Council approve to enable the City to complete important work items and meet the need s
of the community.
ANALYSIS OF ISSUES:
Third Quarter (Q3) Revenue and Expenditures Compared to Prior Year
Page 21 of 476
Item 9.b.
City Council
Consideration of Fiscal Year 2022-23 Third Quarter Status Report and Request to
Approve Four Budget Adjustment Requests
May 23, 2023
Page 3
Current Year Q3 Actuals Compared to Prior Year Q3 Actuals
The General Fund is the primary operating fund of the City and accounts for resources
and services traditionally associated with government. General Fund revenues at the third
quarter of this year were approximately $540,826 higher than the third quarter of the prior
year. Expenditures were approximately $2.6 million higher at the end of the third quarter
of the current fiscal year versus the third quarter of the prior year. A more thorough
explanation of third quarter variances is set forth in the attached financial report. The
following is a summary of the third quarter variances between the two fiscal years.
Revenue (approximately $540,826 higher)
The majority of the $540,826 variance between the third quarter of this year and the prior
third quarter is related to the increase in Sales Tax received in the third quarter of FY
2022-23 when compared to the third quarter of FY 2021-22.
Expenditures (approximately $2.6 million higher)
As mentioned, third quarter expenditures compared to the prior year were higher by $2.6
million. The majority of the variance between the two fiscal quarters is related to increased
costs of one-time payments for Liability and Property Insurance, CalPERS Unfunded
Accrued Liability, and Workers Compensation. Additionally, the Em ployee Retention
Incentive Program increased expenditures in FY 2022-23 compared to the prior year.
Third Quarter (Q3) Revenue and Expenditures Compared to Target
Current Year Q3 Actuals Compared to Target
The table above compares third quarter actual results to the budgeted Target. Third
Quarter actual revenue was above the Target by $219,003. Third Quarter actual
expenditures were short of the Target by approximately $2.6 million. The following is a
summary of the third quarter revenue and expenditure variances compared to the
budgeted Target. A more thorough explanation of third quarter variances is set forth in
the attached financial report.
Third Quarter
FY 2022-23
Third Quarter
FY 2021-22 Variance
Revenue 14,119,614$ 13,578,788$ 540,826$
Expenditures 15,861,492$ 13,178,274$ 2,683,218$
General Fund
FY 2022-23
Third Quarter Target
FY 2022-23
Third Quarter Actuals Variance
Revenue 13,900,611$ 14,119,614$ 219,003$
Expenditures 18,475,701$ 15,861,492$ (2,614,209)$
General Fund
Page 22 of 476
Item 9.b.
City Council
Consideration of Fiscal Year 2022-23 Third Quarter Status Report and Request to
Approve Four Budget Adjustment Requests
May 23, 2023
Page 4
Revenue ($219,003 higher)
The actual third quarter General Fund revenue is more than the budgeted Target by
$219,000. Property Tax, Sales Tax and Transient Occupancy Tax are all trending to show
positive results when compared to the Target through the third quarter. Some of the larger
revenue variances are explained below.
The largest single source of City revenue is Secured Property Tax. Secured
Property Tax is billed by the County to property owners and payable in two (2)
installments. Property owners typically receive their second property tax bill at the
end of September or early October, with a due date of November 1st. Most of the
property tax related to the first installment was received in December 2022. The
second installment is due on April 1st and will be reflected in the fourth quarter
report. The revenue Target includes the equivalent of eight months of property tax
revenue, actuals were higher than this revenue assumption by $233,467.
Sales tax realization through third quarter is 6% higher than the target. Actual
sales tax revenue above target through third quarter was $298,700 and represents
seven months of payments (Jul – Feb).
Transient Occupancy Tax (TOT) revenue reflects a $125,875 favorable variance
to the Target. The Target and actual TOT revenue represents only eight months
of TOT receipts due to the timing of payments. Lodging facilities have thirty days
after the month’s end to make their TOT payments.
Other revenue is made up of Business License Tax, Fines, Intergovernmental
Income, Other Charges for Service, and Other Revenues. The actual revenu e in
this category is lower than the Target by $504,657. The largest variance in this
grouping is related to the anticipated revenue from the sale of the police fleet that
will be received in Q4 after the new Police Explorers are outfitted and ready for
use.
Expenditures (approximately $2.6 million lower)
Actual third quarter expenditures were $2,614,209 under the Target. All of the City’s
departments are under their spending Targets. Some of the more significant savings
occurred in the Police, Administrative Services, Public Works, and Community
Development Departments. The third quarter report provided in Attachment 1 includes
greater detail regarding the causes for the expenditure variances in these departments.
Budget Adjustments
Staff identified four line items for consideration of reallocation through budget adjustment
approval, as described in more detail below:
$337,401 Administrative Services Department: The Non-Departmental Division
budget includes $550,000 for funding as a true-up payment to the Five Cities Fire
Authority (FCFA) for the City’s share of accrued actuarial liability for employees
who worked for the City before the FCFA was formed. The FCFA was formed in
July 2010 as a Joint Powers Authority. At that time, the FCFA became the
Page 23 of 476
Item 9.b.
City Council
Consideration of Fiscal Year 2022-23 Third Quarter Status Report and Request to
Approve Four Budget Adjustment Requests
May 23, 2023
Page 5
employer for fire safety personnel previously employed by its member agencies.
The City of Grover Beach and the Oceano Community Services District retained
the CalPERS liabilities for the past service of their employees. No new CalPERS
plan was created for the FCFA and, instead, all FCFA employees have been
covered under the City of Arroyo Grande’s CalPERS pension plans. As a result,
the City’s CalPERS plans include liabilities for employees and retirees of the City
and of FCFA. Since the JPA was formed, FCFA has paid the full costs of the
City’s Fire Safety CalPERS plans. As a result, the FCFA has been paying the
CalPERS liabilities of City of Arroyo Grande employees that were incurred before
the FCFA was formed. The FCFA retained the actuarial firm Foster & Foste r to
calculate the actuarial accrued liability (AAL) for each person in the Fire Safety
Classic tier, mirroring CalPERS actuarial valuation methods and assumptions.
The actual cost the City owes FCFA is $887,401, which is $337,401 more than is
currently budgeted. It is requested that the City Council approve a budget
adjustment in the amount of $337,401 from the General Fund balance to
appropriate sufficient funds for the City to pay the total amount owed to the FCFA
for its past CalPERS payments on behalf of Arroyo Grande fire personnel
employed by the City prior to formation of the Authority.
$18,433 Public Works Department: The Public Works Governmental Building
Division budgeted $61,000 for a 3/4 Ton Pickup with Utility Bed. Vehicle and
Equipment costs continue to increase with supply chain issues continuing to play
a factor when replacing equipment. The truck has been received ; however, the
cost for the utility bed has increased from the original estimate. Therefore, the
Department is requesting an additional amount of $18,433 to outfit the Utility Bed
of the Pickup Truck.
$20,000 Public Works Department: The Public Utilities is requesting to increase its
Water Availability Rebates budget by $20,000 to continue to offer the Cash for Grass
program to residents. This increase is based on direction provided by Council at the
March 28, 2023, meeting when the Stage 1 Water Shortage Emergency was
rescinded to continue to encourage water conservation for the community.
$22,830 Legislative & Information Services Department: The Legislative &
Information Services Department received the final invoice from the County Clerk-
Recorder related to the November 2022 election totaling $52,829.13. This is
substantially more than the $30,000 originally budgeted. The County Clerk-
Recorder's Office stated the increase in cost for the election is due to additional
mandated requirements, such as sending every voter a vote -by-mail ballot, City
Page 24 of 476
Item 9.b.
City Council
Consideration of Fiscal Year 2022-23 Third Quarter Status Report and Request to
Approve Four Budget Adjustment Requests
May 23, 2023
Page 6
Council Districts, as well as general increases in the cost of supplies, postage, and
labor.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Receive and file the Fiscal Year 2022-23 Third Quarter Financial Status Report
and approve four Budget Adjustment Requests;
2. Provide other direction to staff regarding the FY 2022-23 Third Quarter Financial
Status Report and the four Budget Adjustment Requests;
3. Receive and file the FY 2022-23 Third Quarter Financial Status Report and do not
approve the Budget Adjustment Requests and provide further direction to staff; or
4. Provide other direction to staff.
ADVANTAGES:
The financial report presents an updated review of the City’s financial performance in the
third quarter of FY 2022-23. Approval of the requested budget adjustments will enable
staff to continue providing high quality services to the organization and to the public.
DISADVANTAGES:
No disadvantages have been identified at this time.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachments:
1. Fiscal Year 2022-23 Third Quarter Financial Status Report
Page 25 of 476
ATTACHMENT 1
Page 1
City of Arroyo Grande
Fiscal Year 2022-23
Third Quarter Financial Status Report
INTRODUCTION
The following report is an overview of the City’s fiscal position at the end of the third quarter of Fiscal Year
(FY) 2022-23. The purpose of this report is to update the public and the City Council on the City’s financial
position at the end of the third quarter of the fiscal year and compare actual results to the prior year and
the budgeted Target, to determine the City’s performance. The third quarter timeframe is July 1 through
March 31, 2023.
The financial report is organized in the following sections:
Section 1 – an overview of City’s financial position at the
end of the third quarter of the FY 2022-23. This includes a
comparison of third quarter results between the current
and prior year. In addition, third quarter results will be
compared to the budgeted Target. As part of the analysis,
brief explanations of significant revenue and expenditure
variances are included.
Section 2 – a listing of any personnel changes occurring
during the third quarter and a summary of headcount by
department. This section also includes the City’s calculated
vacancy rate.
Section 3 – an update on the Capital Improvement Projects
(CIP) managed by the Public Works and Community
Development Departments. This section includes CIP that
were completed in the third quarter along with their final
costs.
Section 4 – a listing of Budget Amendment Requests previously approved by Council and completed in
the third quarter, as well as a list of additional budget adjustments that are being presented to Council
along with the third quarter report for consideration and approval.
ENSURING FISCAL
STABILITY:
In Fall 2020, the City Council
established a goal to ensure
financial stability for the
organization throughout the
planning, budgeting, and
expenditure process, including
preparation and presentation
of year-end and quarterly
financial reports.
Page 26 of 476
ATTACHMENT 1
Page 2
SECTION 1: OVERVIEW OF FINANCIAL POSITION
CITY FUND STRUCTURE
The overall City budget is comprised of many individual funds, which are categorized below. This financial
report will focus primarily on the General Fund but will also report on all Governmental Funds.
General Fund – The General Fund is the primary operating fund of the City, which accounts for resources
and services traditionally associated with government.
Special Revenue Funds – Special revenue funds are used to account and report the proceeds of specific
revenue sources that are restricted or committed to expenditure for specified purposes other than debt
service or capital projects.
Debt Service Funds – This fund is used to account for the accumulation of resources and payment of long-
term debt principal interest. This includes the USDA loan issued by the City to finance the relocation of
City Hall.
Enterprise Funds - An enterprise fund is a separate accounting and financial reporting mechanism for
which revenues and expenditures are segregated into a fund with financial statements separate from all
other governmental activities. These funds include Water and Sewer services provided to City residents.
Private Purpose Fund – The private-purpose fund was created to hold the assets of the former
Redevelopment Agency of the City of Arroyo Grande until they are distributed.
Agency Funds – Agency funds are funds that the City holds on behalf of another entity. Currently, there
are three Agency funds. One is the Sanitation District fund, which accounts for the receipt and remittance
of wastewater processing fees on behalf of the South San Luis Obispo County Sanitation District. The
second is the Downtown Parking Fund, which collects assessments from Arroyo Grande Village merchants
within the boundaries of the Parking and Business Improvement Area for maintenance of the Village
parking lots. The third is the San Luis Obispo Tourism Marketing District (SLOTMD) Fund, which accounts
for the receipt and remittance of assessments collected from lodging operators on behalf of the SLOTMD.
The following chart below shows an overview of the City’s fund structure.
Legislative & Information Services Fire Protection Impact Fees City Hall Debt Service Sewer Successor Agency to RDA Downtown Parking
Administrative Services Public Access Television Sewer Facility Sanitation Distribution
Community Development Police Protection Impact Water San Luis Obispo Tourism
Police Department Park Development Water Facility Marketing District
Recreation Services Park Improvement Lopez Water (SLOTMD)
Public Works Recreation Community Center
Grace Lane Assessment District
Local Sales Tax Fund
Parkside Assessment District
Street (Gas Tax)
Traffic Signalization
Traffic Circulation
Transportation Facility Impact
Transportation
In-Lieu Water Neutralization
In-Lieu Affordable Housing
Tourism Business Improvement Dist.
Water Availability
CDBG Grant Fund
American Rescue Plan Act (ARPA)
State COPS Block Grant Agency FundsSpecial Revenue FundsFIDUCIARY FUNDSGOVERNMENTAL FUNDS
ALL FUNDS
PROPRIETORY FUNDS
General FundDebt Service FundsEnterprise FundsPrivate Purpose FundPage 27 of 476
ATTACHMENT 1
Page 3
CURRENT YEAR ACTUALS COMPARED TO PRIOR YEAR
Table 1 below reflects revenue and expenditure patterns through the end of the third quarter of FY 2022-
23 and compares the current quarter results against the prior year’s results for all Governmental Funds
as well as the City’s General Fund. The totals in the table reflect the third quarter actuals for both revenue
and expenditures, divided by that fiscal year’s annual budget.
Table 1
The following discussion focuses on both the City’s Governmental Funds and the General Fund and
provides a comparison between third quarter results for the current and prior year for both revenue and
expenditures. Governmental Funds and General Fund revenue and expenditures for the third quarter of
this year are generally higher than the prior year. The Governmental Funds category includes Special
Revenue Funds, Debt Service Funds, as well as the General Fund.
Governmental Funds – At the end of the third quarter of FY 2022-23, Governmental Fund revenue
was 12.2%, or $2.3 million higher than prior year, and expenditures were higher by 20.7% or $3.1
million.
The majority of the revenue and expenditure variances in Governmental Funds were attributed to
variances within the General Fund and the newly created American Rescue Plan Act (ARPA) Fund,
which is separate from the General Fund and not otherwise addressed in this report. The
Governmental Funds category includes the General Fund as well as other Special Revenue Funds. The
General Fund and ARPA Fund variances are explained as follows:
General Fund - The General Fund is the primary operating fund of the City and accounts for resources
and services traditionally associated with government. General Fund revenue in the third quarter was
4%, or $540,826 higher than the third quarter of the prior year. Expenditures increased by 20.4% or
$2.7 million higher than the third quarter of the prior year. The majority of the variance between the
two fiscal quarters is related to increased costs of one-time payments for Liability and Property
Insurance, CalPERS Unfunded Accrued Liability, and Workers Compensation. Additionally, the
Employee Retention Incentive Program increased expenditures in FY 2022-23 compared to the prior
year.
Third Quarter
FY 2022-23
Third Quarter
FY 2021-22 Variance
Revenue 21,556,870$ 19,216,446$ 2,340,424$
Expenditures 18,066,687$ 14,970,655$ 3,096,032$
Third Quarter
FY 2022-23
Third Quarter
FY 2021-22 Variance
Revenue 14,119,614$ 13,578,788$ 540,826$
Expenditures 15,861,492$ 13,178,274$ 2,683,218$
Governmental Funds
General Fund
Page 28 of 476
ATTACHMENT 1
Page 4
ARPA Fund – The ARPA Fund was created to help separately track funding provided pursuant to the
American Rescue Plan Act. This Act is intended to provide financial aid to families, governments,
businesses, schools, non-profits and others impacted by the COVID-19 public health crisis. To date the
City has received the full amount allocated totaling $4,300,241. In FY 2021-22 expenditures incurred
totaled $604,246, the remaining $3,695,996.22 is currently recognized as revenue in FY 2022-23.
GENERAL FUND IMPACTS
The following discussion focuses on the City’s General Fund performance. Chart 1 starts off with a simple
overview of General Fund performance compared to the Target. Next are expenditures by category (Table
2). This is followed by a summarized look at FY 2022-23 third quarter actual expenditures compared to
the Target (Table 3). Lastly, a discussion of General Fund revenue is included, which compares third
quarter actual results to the Target (Table 4).
Using the Target as a comparator against actual results provides a simplified method to evaluate
performance for quarter. The Target for revenues does not use the 75% Target but a Target of 65.8% that
more accurately reflects the anticipated revenues to be received in the third quarter of the fiscal year.
Revenue realization is typically low at the end of the third quarter of the fiscal year due to the timing of
receipt of major tax revenues, the time lag involved in billing cycles, and the receipt of reimbursements.
The City’s actual third quarter financial results will be compared to both the prior year’s third quarter and
the budgeted Target. The Target
for expenditures is calculated as
three-fourths (75%) of the FY
2022-23 Budget and represents
the 9-month period from July
2022 through March 2023, except
for the Non-Departmental Annual
Payments line that has a Target of
the full budget. This approach
increased the Target from 75% to
78% for the third quarter.
Chart 1
Chart 1 shows a simple
comparison of actual third quarter revenue and expenditures to the Target. The actual third quarter
General Fund revenue is more than the budgeted Target by $219,000. Property Tax, Sales Tax and
Transient Occupancy Tax are all trending to show positive results when compared to the Target through
the third quarter. Actual expenditures through third quarter totaled $15.9 million, or 67% of the full year’s
Budget, and are under the Target by $2.6 million. A more detailed discussion on General Fund revenue
and expenditure variances is included later in this report.
Page 29 of 476
ATTACHMENT 1
Page 5
Table 2
Table 2 reflects major expenditure cost
categories within the General Fund. This chart is
intended to explain where the City’s resources
were spent during the third quarter. Within the
total expenditures of $15.9 million, 61.3% of the
City’s costs are associated with personnel, 34.1%
with operating and maintenance, 1.9% for the
City’s debt service, 1.8% for Capital Outlay, and
0.9% with transfers to other funds.
Table 3 reflects the third quarter status of all General Fund operating departments. Some departments
include multiple divisions. The divisions are consolidated under their respective department, rather than
reflected individually within the table.
Table 3 – General Fund Expenditures by Department
Overall, third quarter expenditures were $2,614,209 under the Target. Though all City departments were
under their spending Targets, some of the more significant savings occurred in the Non-Departmental
Annual Payments, Police, Public Works, and Community Development Departments. The third quarter
Target is based on nine months or 75%, except for the Non-Departmental Annual Payments line that has
a Target of the full budget. This line includes the City’s Unfunded Accrued Liability (UAL) retirement
payment and the General and Liability Insurance payment. A more detailed explanation of key
expenditure variances by individual department/division is provided below.
KEY EXPENDITURE VARIANCES FOR INDIVIDUAL DIVISIONS/DEPARTMENTS FOR
FISCAL YEAR 2022-23
The Administrative Services Department includes the
City’s Fiscal as well as Information Technology
functions. The annual CalPERS UAL retirement payment
was budgeted at $1,856,772 but the actual expenditure
was $1,319,522. This budget also includes funding for a
true-up payment to the Five Cities Fire Authority (FCFA)
totaling an estimated $550,000 ($50,000 per year for 10 ye ars + $50,000 for FY 2022-23) for the City’s
City Administration 1,355,056$ 1,016,292$ 711,873$ 304,419$ 22%
Legislative & Information Services 496,875 372,656 268,483 104,173 21%
Administration Services 6,239,729 4,679,797 4,650,485 29,312 0%
Non-Departmental Annual Payments 3,218,631 3,218,631 2,685,301 533,330 17%
Community Development 2,099,600 1,574,700 1,242,079 332,621 16%
Police Department 6,543,934 4,907,951 4,156,148 751,803 11%
Recreation Services 1,230,500 922,875 782,381 140,494 11%
Public Works 2,377,065 1,782,799 1,364,741 418,058 18%
TOTAL EXPEDITURES 23,561,390 18,475,701 15,861,491 2,614,210 11%
%
Fav/(Unfav)
General Fund Department Variances - Third Quarter
General Fund Department 2022-23 Budget
2022-23 Q3
Actuals
Dollar
Fav/(Unfav)
2022-23 Q3
Target
Department: Administrative Services
Division: 4120-Administrative Services and
4145-Non Departmental
Issue: Overall savings in Contractual Services
and CalPERS prepayment
Impact to General Fund: $562,642 savings
FY 2022-23 % of
Q3 Acutals Actuals
Personnel Costs 9,726,183$ 61.3%
Operating Costs 5,402,124 34.1%
Debt Service 300,390 1.9%
Capital Outlay 293,247 1.8%
Transfers Out 139,547 0.9%
Total 15,861,491$
Expenditure Category
Page 30 of 476
ATTACHMENT 1
Page 6
share of accrued actuarial liability for employees who worked for the City before the FCFA was formed.
No new CalPERS plan was created for the FCFA and instead all FCFA employees have been covered under
the City of Arroyo Grande’s CalPERS pension plans. As a result, the City’s CalPERS plans include liabilities
for employees and retirees of the City and of FCFA. Since the JPA was formed, FCFA has paid the full costs
of the City’s Fire Safety CalPERS plans. As a result, the FCFA has been paying the CalPERS liabilities of City
of Arroyo Grande employees that were incurred before the FCFA was formed. The City will be required to
pay back these amounts as part of the unwinding process contemplated in the Third Amendment to the
JPA. The final results of the Actuarial Analysis has been completed and will be discussed in Section 4:
Budget Adjustment Requests for the Third Quarter.
Police Services includes the functions of Administration,
Patrol Services, Support Services and the Office of
Traffic Safety (OTS) Grant for Traffic/DUI Enforcement
Program. For simplicity, Police Services will be analyzed
in total rather than by individual divisions. Some of the
more significant variances include:
The Police Department has $247,300 budgeted for vehicle replacement for a Ford Ranger Crew
Cab, Ford F250, and Ford Transit Van. With vehicle order delays from the manufacture, none of
these vehicles have arrived, creating a variance of approximately $90,400.
The Police Department currently has one vacancy, one medical leave, and has had filled position
vacancies with successive promotions throughout the first half of the fiscal year, resulting in labor
savings of approximately $496,000.
The contract with the County Sheriff Department for dispatch services is paid semiannually in the
months of February and June. Payments for these services will not be made until the third and
fourth quarters, resulting in a third quarter favorable variance to the Target of $111,400.
The Public Works Department includes the functions of
Government Buildings, Auto Shop, Administration, Park
Maintenance, and Soto Sports Complex Divisions within
the General Fund. The majority of the favorable
variance in this department can be attributed to salary
savings and lower spending in contractual services. For
simplicity, Public Works will be analyzed in total rather than by individual divisions. Some of the more
significant variances include:
The Government Buildings Division vehicle replacement payment for the 3/4 Ton Pickup with
Utility Bed will not be paid until the City receives the equipment later this fiscal year, resulting in
a favorable variance of $45,750.
The Public Works Administration Division currently has a vacant Assistant Capital Projects
Manager position in the third quarter resulting in labor savings of approximately $199,800.
The amount billed by PG&E for electricity charges through the third quarter was lower than
anticipated resulting in a third quarter favorable variance of $18,100.
Minimal contractual services for the Public Works Administration Division were incurred through
third quarter resulting in $44,522 of favorability to the Target. The following table will summarize
where these savings occurred:
Department: Police Services
Division: Various (4201, 4203, 4204, 4209)
Issue: Overall savings in salaries and
benefits
Impact to General Fund: $751,803 savings
Department: Public Works
Division: Various (4213, 4305, 4307, 4420,
4430)
Issue: Overall savings in salaries and
contractual services
Impact to General Fund: $418,058 savings
Page 31 of 476
ATTACHMENT 1
Page 7
The vacancy of the Maintenance Worker position in the Parks Maintenance division in the third
quarter resulted in labor savings of approximately $62,900.
The Parks Maintenance Division equipment replacement payment for the Riding Lawn Mower
that is being delayed until FY 2024-25 and a portion of the Wood Chipper will not be paid until
the City receives the equipment later this fiscal year, resulting in a favorable variance of $50,250.
The Community Development Department includes the
functions of Planning, Engineering, and Building &
Safety Divisions. The majority of the favorable variance
in this department can be attributed to salary savings
and lower spending in contractual services. Salary
savings within Community Development is attributed to several staffing variances that occurred through
the third quarter of the fiscal year and include:
The Planning Division filled position vacancies with successive promotions throughout the first
half of the fiscal year, resulting in labor savings of approximately $106,500.
Minimal contractual services for the Planning Division were incurred through third quarter
resulting in $118,713 of favorability to the Target. The following table will summarize where these
savings occurred:
The City Engineer and Engineering intern positions were vacant in the third quarter resulting in a
favorable variance of $55,200.
The Building Division contractual services has a variance of $45,300 related to the timing of
invoices from BPR, the City’s building services contractor. The March invoice was not received
until April resulting in a favorable variance.
PW Administration Services Budget Target Expenditures Variance
Street sweeping services 28,800 21,600 18,900 2,700
Traffic signal services 43,000 32,250 11,445 20,805
Facility Dude Annual Fee 1,000 750 - 750
CIP Consultant Services 7,000 5,250 - 5,250
Charter Communication 600 450 433 17
Misc. consultant services 20,000 15,000 - 15,000
100,400 75,300 30,778 44,522
Budget Target Expenditures Variance
100,000 75,000 - 75,000
50,000 37,500 - 37,500
30,000 22,500 16,288 6,212
180,000 135,000 16,288 118,712
On-Call Planning Services and Misc. Planning Studies
On-Call Environmental Review Services
Comprehensive General Plan Update
Planning Contractual Services
Department: Community Development
Division: Various (4301, 4130, 4212)
Issue: Overall savings in salaries and
contractual services
Impact to General Fund: $332,621 savings
Page 32 of 476
ATTACHMENT 1
Page 8
KEY REVENUE VARIANCES BY ACCOUNT FOR THE THIRD QUARTER
Table 4 – General Fund Revenue
As reflected in Table 4, third quarter actual revenue was higher than the Target by $219,003. This table
uses a Target of 65.8% that more accurately reflects the anticipated revenues to be received in the third
quarter of the fiscal year. Property Tax, Sales Tax and Transient Occupancy Tax are all trending to show
positive results when compared to the Target through the third quarter. A more detailed discussion is
included below to help explain actual revenue variances through third quarter compared to the Target.
Property Tax –The majority of the City’s property tax revenue comes from Secured Property Taxes. This
tax is billed on a fiscal year (July 1- June 30) basis and is payable in two (2) annual installments. Property
owners typically receive their second property tax bill at the end of September or early October, with a
due date of November 1st. Most of the property tax related to the first installment was received in
December 2022. The second property tax bill installment is received in April 2023 and will be included in
the fourth quarter report. Property tax typically represents around 29% of the City’s annual revenue. The
Target is based on eight months of Property Tax revenue. Actual revenue received in this category was
higher than this Target in part because many taxpayers made the full payment in December.
Sales Tax – Sales tax realization through third quarter is 6% higher than the target. Actual sales tax revenue
received through third quarter was $3,058,085 and represents seven months of payments (Jul – Feb). The
Target is also based on seven months of revenue, taking into account the timing of anticipated payments.
Transient Occupancy Tax (TOT) – TOT revenue is reflecting an $125,875 favorable variance to the Target.
The Target and actual TOT revenue represents eight months of TOT receipts due to the timing of
payments. Lodging facilities have thirty days after the month’s end to make their TOT payments.
Property Tax in Lieu of Vehicle License Fees (VLF) – Property tax in lieu of VLF is received in two
installments during the fiscal year. Typically, the revenue is received in the months of January (3rd quarter)
and June (4th quarter). The Target for this revenue is 50% at the end of the third quarter of the fiscal year.
Property Tax 6,079,509$ 4,053,006$ 4,286,473 233,467$ 4%
Sales Tax 4,730,375 2,759,385$ 3,058,085 298,700 6%
Transient Occ. Tax 1,300,000 866,667$ 992,542 125,874 10%
Property Tax in Lieu of VLF 1,933,600 966,800$ 1,007,376 40,576 2%
Franchise Fees 703,900 469,267$ 395,336 (73,931) -11%
License & Permit Fees 431,100 323,325$ 394,110 70,785 16%
User Fees 536,800 402,600$ 502,203 99,603 19%
Planning Fees 353,700 265,275$ 301,129 35,854 10%
Recreation Fees 822,610 616,958$ 553,189 (63,769) -8%
Transfers In 3,012,700 2,259,525$ 2,216,025 (43,500) -1%
Other Revenue 1,223,738 917,804$ 413,147 (504,657) -41%
TOTAL 21,128,032 13,900,612$ 14,119,615 219,003 1%
General Fund Revenue Variances - Third Quarter
REVENUE BY CATEGORY 2022-23
Budget
FY 2022-23
Q3 Actuals
Dollar
(Unfav)/Fav
FY 2022-23
Q3 Target % Fav/(Unfav)
Page 33 of 476
ATTACHMENT 1
Page 9
Franchise Fees – Only eight months of South County Sanitary (Waste Connection) franchise fees were
received through the third quarter. In addition, Charter Communications franchise fees earned in the third
quarter will not be paid and received until the third quarter. In light of the timing of payments, the Target
is based on 8 months of revenue. Without the Charter communications franchise fee receipts, the actual
revenue at the end of the third quarter is lower than the Target by $73,931.
License & Permit Fees and Planning Fees– License and permit revenue is above the Target by $70,785.
Planning revenue exceeded the Target by $35,854. The Target is based on 75% or 9 months of the fiscal
year’s total budget. Revenue in this category is customer driven and fluctuates over the course of a year
as well as year over year based on demand.
Recreation Fees– Recreation revenue fell short of the Target by $63,769. The Target is based on 9 months
of the fiscal year’s total budget.
Other Revenues – This revenue category includes business license tax, fines, revenue from other
government agencies, charges for services and any other revenues accounts received in the general fund.
The largest variance in this category is related to three revenue accounts. The expense recovery for police
vehicles revenue related to the sale of surplus Police Patrol vehicles has not taken place since the new
leased vehicles have not yet been received. This results in a revenue shortfall of approximately $290,250.
The revenue from other government agencies accounts for the SB 1090 funds earmarked for use of the
general plan update. Once these funds are spent for this project, the revenue will be recognized at that
time, resulting in a revenue shortfall to the Target of approximately $125,000. The revenue from Office of
Traffic Safety Grant for Police is a reimbursable grant. A reimbursement for approximately $108,900 was
submitted in April and is anticipated to be received before the end of the fiscal year and should correct
the variance related to this specific grant.
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ATTACHMENT 1
Page 10
SECTION 2: POSITION CHANGES AND HEADCOUNT NUMBERS
POSITION ALLOCATION CHANGES MADE BY THE CITY COUNCIL (2nd Quarter)
None made during this quarter.
FULL TIME EQUIVALENT (FTE) BY DEPARTMENT – PERMANENT STAFF ONLY
The following table reflects FTE staffing by department. The table only includes permanent staff and does
not include part-time or temporary staffing. While departments may hire part-time staff on a regular or
seasonal basis, they are not included in the analysis below.
EMPLOYEE VACANCY RATE
The City’s employee vacancy rate at the end of the third quarter of FY 2022-23 was 7.7%. This equates to
six (6) vacant positions. The vacancy rate tracks the number of permanent vacant positions at the end of
the quarter in comparison to the total number of permanent positions available. Unlike a turnover rate,
which tracks employees that separated during the period, the vacancy rate only looks at vacancies at the
end of period. The costs associated with turnover includes the cost of advertising new positions, training,
overtime, lowered productivity, and workload balance.
Department Adopted Budget
Headcount (FTE’s)
Vacancies
(3rd Qtr)
% of
Total Vacant Positions
City Manager & Human Resources 3 - 4%
Administrative Services 7 1 9%IT Manager
Community Development 10 2 13%City Engineer and Permit Tech.
Legislative & Info Services 2 - 3%
Police Services 29 1 37%Police Officer
Public Works 24 2 31%Maintenance Worker and Assistant Capital
Projects Manager
Recreation Services 3 - 4%
Total 78 6 100%
Page 35 of 476
ATTACHMENT 1
Page 11
SECTION 3: UPDATE ON COMPLETED CAPITAL PROJECTS
This information is provided to keep the Council apprised of the status of the City’s Capital Improvement
Projects (CIP).
Project
Number Project Fund
Budget
FY 2022-23*
Current
Status
Project Budget
Expended
350-5564 Elm St. Park Playground Structure
State
Grant/Donations/Park
Improvement/Sales Tax 280,703$ Completed 250,372$
350-5607 Pedestrian Crossing Enhancements HSIP/RSHA 370,977$ Completed 328,456$
350-5795
Oak Park Boulevard / El Camino Real
Storm Drain System ARPA 384,570$ Completed 218,382$
612-5821
Trenchless Sewer Rehabilitation -
Wood, Sandalwood, Cameron,
Woodland Backyards ARPA 246,777$ Completed 145,111$
350-5797
Storm Drain System at 251 East Grand
Avenue ARPA 14,731$ Completed 3,176$
350-5515 Various Park Renovations Park Improvement 43,418$ In Progress 31,761$
350-5563
Citywide Trash/Recycle Receptacle
Replacement Park Improvement 1,582$ In Progress -$
350-5565 Soto Sports Complex Fencing Repairs Park Improvement 17,952$ In Progress 11,250$
350-5612
Systematic Safety Analysis Report
Program (SSARP)General 2,664$ In Progress -$
350-5614 Bridge Street Bridge Habitat Mitigation HBP 48,628$ In Progress 49,971$
350-5620 Swinging Bridge Rehabilitation Sales Tax 1,160,474$ In Progress 24,387$
350-5658 Sidewalk Repairs and Improvements Sales Tax/CDBG 205,924$ In Progress 50,258$
350-5679 Traffic Way Bridge Replacement HBP/Sales Tax 629,030$ In Progress 85,369$
350-5463 Woman's Club Improvements Sales Tax/Donations 4,367$ In Progress 1,345$
350-5473 Replacement Generator at Station 1
Other Gov
Agencies/General/Sales
Tax 660,911$ In Progress 36,647$
350-5474
Fuel Management System/Dispenser
Replacement
General/Sewer/Water/
Sales Tax 64,350$ In Progress 33,333$
350-5540 Central Irrigation Controls Park Improvement 15,000$ In Progress 5,253$
350-5559 ADA Drinking Fountains Park Improvement 12,484$ In Progress -$
350-5681
Fair Oaks/Halcyon Road Traffic Signal
Update Traffic Signalization 40,000$ In Progress 14,137$
640-5944 Water Well #11 Facilities Water Availability 42,771$ In Progress -$
640-5946 Galvanized Service Replacements Water 88,093$ In Progress 20,183$
640-5975 Central Coast Blue Water Availability 1,774,574$ In Progress 1$
350-5638 Pavement Management Program
USHA/General/SB1/Sale
s Tax 5,407,698$ In Progress 717,961$
612-5852 The Pike Sewer Line Replacement Sewer 24,977$ In Progress -$
350-5621 Arroyo Grande Creek Stabilization Sales Tax 40,000$ In Progress 12,000$
350-5453 Financial Management Software Sewer/Water/Sales Tax 225,000$ In Progress -$
350-5468 Public Safety Video Cameras COPS/Sales Tax 125,000$ In Progress -$
350-5472 Network Switch Replacement Sales Tax 24,000$ In Progress
640-5953 SCADA Software/Electronics Upgrade Water 229,900$ In Progress -$
350-5450 Corporation Yard Renovations
General/Sewer/Water/
Sales Tax 80,502$ In Progress -$
350-5476 City Hall Front Door ADA (CDBG)CDBG 53,341$ In Progress -$
350-5422 Le Point Street Parking Lot Expansion Sales Tax 85,000$ In Progress 2,699$
350-5695 Active Transportation Plan ATP/Sales Tax 125,000$ In Progress -$
350-5794 Corrugated Metal Pipe (CMP) Lining Sales Tax/ARPA 500,000$ In Progress -$
Page 36 of 476
ATTACHMENT 1
Page 12
Project
Number Project Fund
Budget
FY 2022-23*
Current
Status
Project Budget
Expended
640-5911
Phased Mains Replacement - South
Halcyon Road, Cornwall Street to Fair
Oaks Avenue Water Facility/ARPA 719,474$ In Progress -$
350-5566
Various Open Space Fire / Fuel
Management Sales Tax 100,000$ In Progress 4,100$
350-5601
Fair Oaks/Orchard Avenue Intersection
Improvements Developer 50,000$ In Progress -$
350-5470
Report Management System (RMS)
Upgrade at PD COPS 150,000$ In Progress -$
350-5556
Recreation Services / Community
Center Building Sales Tax 46,195$ In Progress -$
350-5796
Storm Water Master Plan Update /
Watershed Management Plan ARPA 222,500$ In Progress -$
350-5642 Brisco Road / US 101 Interchange
RSHA/STIP/MPDG/
Traffic Signalization
/Transportation Facility 1,407,468$
This Project
is No Longer
Happening -$
612-5849 Maintenance Hole Rehabilitation Developer/Sewer 69,842$ Not Started -$
350-5629 Guardrail Replacement Sales Tax 55,000$ Not Started -$
350-5430 Short Street Plaza General 30,000$ Not Started -$
350-5554 Soto Sports Complex ADA Bleachers Park Improvement 15,000$ Not Started -$
640-5973
Phased Main Replacement - Highway
101 Crossing Upgrade, El Camino Real
to West Branch Street ARPA 291,200$ Not Started -$
612-5826
Trenchless Sewer Rehabilitation -
Woodland Drive and Ash Street Developer/Sewer 132,200$ Not Started -$
Page 37 of 476
ATTACHMENT 1
Page 13
SECTION 4: APPROPRIATION TRANSFERS AND BUDGET ADJUSTMENTS
Administrative and Previously-Approved Third Quarter Budget Adjustments
The following third quarter budget adjustments were previously approved by Council or are classified as
administrative and not requiring Council approval.
Water Fund: Reallocated $20,000 of budgeted expenditures within the Water Fund from the
Maintenance: Machinery and Equipment line item to the newly created Central Coast Blue (CCB)
Operating expenditures line item. The Central Coast Blue Regional Recycled Water Authority Board of
Directors approved an operating Budget for the remainder of FY 2022-23 on March 22, 2023. The total
budget is $78,580, and Arroyo Grande’s 25% share is $19,645.
Administrative Services Department: Appropriated funds for 2 budget adjustments reviewed in the
Second Quarter Financial Status Report that have been completed and are listed below:
$75,000 Administrative Services Department: The IT Division had two failed recruitments for IT
Manager since the retirement of the City’s long-term employee in August 2022. Since that time,
staff used an existing Consultant for staff augmentation support. This budget request reallocated
$75,000 from salary savings to consultant services within the IT Division.
$100,000 Public Works Department: The Public Works Administrative Divisions has had an
employee taking long-term leave. Contractual services have been required in order to continue
providing CIP management services to City staff and the community. Additionally, this division
had two vacancies, its Associate Engineer and Administrative Secretary positions, in the second
quarter resulting in labor savings of approximately $100,000. This budget request reallocated
$100,000 from salary savings to consultant services to provide CIP Support necessitated by
employee leave in the Department.
Additional Requested Third Quarter Budget Adjustments
In addition to the adjustments described above, four new budget adjustments are proposed for approval
along with the review and receipt of this report.
$337,401 Administrative Services Department: The Non-Departmental Division budget includes
$550,000 for funding as a true-up payment to the Five Cities Fire Authority (FCFA) for the City’s
share of accrued actuarial liability for employees who worked for the City before the FCFA was
formed. The FCFA was formed in July 2010 as a Joint Powers Authority. At that time, the FCFA
became the employer for fire safety personnel previously employed by its member agencies. The
City of Grover Beach and the Oceano Community Services District retained the CalPERS liabilities
for the past service of their employees. No new CalPERS plan was created for the FCFA and,
instead, all FCFA employees have been covered under the City of Arroyo Grande’s CalPERS
pension plans. As a result, the City’s CalPERS plans include liabilities for employees and retirees
of the City and of FCFA. Since the JPA was formed, FCFA has paid the full costs of the City’s Fire
Safety CalPERS plans. As a result, the FCFA has been paying the CalPERS liabilities of City of Arroyo
Grande employees that were incurred before the FCFA was formed. The FCFA retained the
actuarial firm Foster & Foster to calculate the actuarial accrued liability (AAL) for each person in
the Fire Safety Classic tier, mirroring CalPERS actuarial valuation methods and assumptions. The
actual cost the City owes FCFA is $887,401, which is $337,401 more than is currently budgeted. It
is requested that the City Council approve a budget adjustment in the amount of $337,401 from
the General Fund balance to appropriate sufficient funds for the City to pay the total amount
Page 38 of 476
ATTACHMENT 1
Page 14
owed to the FCFA for its past CalPERS payments on behalf of Arroyo Grande fire personnel
employed by the City prior to formation of the Authority.
$18,433 Public Works Department: The Public Works Governmental Building Division budgeted
$61,000 for a 3/4 Ton Pickup with Utility Bed. Vehicle and Equipment costs continue to increase
with supply chain issues continuing to play a factor on replacing equipment. The truck has been
received but the cost for the utility bed has increased. Therefore, the Department is requesting
and additional amount of $18,433 to outfit the Utility Bed of the Pickup Truck.
$20,000 Public Works Department: The Public Utilities Divisions is requesting to increase its Water
Availability Rebates budget by $20,000 to continue to offer the Cash for Grass program to residents.
This increase is based on direction provided by Council at the March 28, 2023, meeting when the
Stage 1 Water Shortage Emergency was rescinded to continue to encourage water conservation for
the community.
$22,830 Legislative & Information Services Department: The Legislative & Information Services
Department received the final invoice from the County Clerk-Recorder for costs related to the
November 2022 election totaling $52,829.13. This is substantially more than the $30,000
originally budgeted. The County Clerk-Recorder's Office stated the increase in cost for the election
is due to additional mandated requirements, such as sending every voter a vote-by-mail ballot,
city council districts, as well as general increases in the cost of supplies, postage, and labor.
Page 39 of 476
1 Item 9.c.
ACTION MINUTES
REGULAR MEETING OF THE CITY COUNCIL
April 25, 2023, 6:00 p.m.
Hybrid City Council Chamber/Virtual Zoom Meeting
215 East Branch Street, Arroyo Grande
Council Members Present: Mayor Ray Russom, Council Member
George, Council Member Guthrie, Council
Member Secrest
Council Members Absent: Mayor Pro Tem Barneich
Staff Present: City Clerk Jessica Matson, City Attorney Isaac
Rosen, City Manager Whitney McDonald,
Assistant City Manager/Public Works Director
Bill Robeson, Recreation Services Director
Sheridan Bohlken, Administrative Services
Director Nicole Valentine, Five Cities Fire
Chief Steve Lieberman
This meeting was conducted in a hybrid in-person/virtual format.
_____________________________________________________________________
1. CALL TO ORDER
Mayor Ray Russom called the Regular City Council Meeting to order at 6:00 p.m.
2. ROLL CALL
City Clerk Matson took roll call.
3. MOMENT OF REFLECTION
4. FLAG SALUTE
Mayor Ray Russom led the flag salute.
5. AGENDA REVIEW
5.a Closed Session Announcements
None.
5.b Ordinances read in title only
Page 40 of 476
2 Item 9.c.
None.
6. SPECIAL PRESENTATIONS
6.a Honorary Proclamation Declaring May as National Foster Care Month
Mayor Ray Russom read the Honorary Proclamation Declaring May as National Foster Care
Month. Felipe Gonzalez, Program Review Specialist for Foster Care Support, accepted the
proclamation.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
6.b Honorary Proclamation Recognizing May 7-13, 2023 as National Travel and Tourism Week
Mayor Ray Russom read the Honorary Proclamation Recognizing May 7-13 as National Travel
and Tourism Week. Melissa Murray, Project Manager, Destination Management, Visit SLO CAL,
and Kathy McCorry, South County Chambers of Commerce, accepted the proclamation.
Mayor Ray Russom invited public comment. Speaking from the public was Sean Dasmann,
Agrarian Hotel. No further public comments were received.
No action was taken on this item.
6.c Honorary Proclamation Declaring May 7-13, 2023 as Public Service Recognition Week
Mayor Ray Russom read the Honorary Proclamation Declaring May 7-13, 2023 as Public
Service Recognition Week. Tashina Ureno, Human Resources Officer, accepted the
proclamation.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
6.d City Manager Communications
City Manager McDonald thanked the community for supporting the We Heart AG event;
provided information regarding a public workshop regarding the Halcyon Complete Streets Plan;
Recreation Department Mother's Day Tea Party; the new City newsletter; and discussed
upcoming items for Council consideration.
Mayor Ray Russom invited public comment. Speaking from the public was Alexandria Davis.
No further public comments were received.
No action was taken on this item.
7. CITY COUNCIL REPORTS
The City Council provided brief reports from the following committee, commission, board, or other
subcommittee meetings that they attended as the City’s appointed representative.
7.a MAYOR RAY RUSSOM:
1. California Joint Powers Insurance Authority (CJPIA)
Page 41 of 476
3 Item 9.c.
2. Central Cost Blue Regional Recycled Water Authority Board
3. San Luis Obispo County Mayor's Meeting
4. South San Luis Obispo County Sanitation District (SSLOCSD)
5. Other
7.b MAYOR PRO TEM BARNEICH:
1. Audit Committee
2. Homeless Services Oversight Council (HSOC)
3. Zone 3 Water Advisory Board
4. Other
7.c COUNCIL MEMBER GEORGE:
1. Five Cities Fire Authority
2. Tourism Business Improvement District Advisory Board
3. Visit SLO CAL Advisory Board
4. Other
7.d COUNCIL MEMBER GUTHRIE:
1. County Water Resources Advisory Committee (WRAC)
2. Council of Governments/Regional Transit Authority/ South County Transit
(SLOCOG/SLORTA/SCT)
3. Integrated Waste Management Authority Board (IWMA)
4. REACH SLO Advisory Commission
5. Other
7.e COUNCIL MEMBER SECREST:
1. Air Pollution Control District (APCD)
2. South County Chambers of Commerce Arroyo Grande Business Meeting
3. South County Chambers of Commerce Governmental Affairs Committee
4. Other
8. COMMUNITY COMMENTS AND SUGGESTIONS
Mayor Ray Russom invited public comment. Speaking from the public were Robin Barnes, Dan
Pittaway, Central Coast Veterans Museum. No further public comments were received.
9. CONSENT AGENDA
Page 42 of 476
4 Item 9.c.
Mayor Ray Russom asked the Council if there were any questions or any items to be pulled from the
consent agenda for further discussion.
Mayor Ray Russom invited public comment. No public comments were received.
Mayor Ray Russom called for a brief break at 6:40 p.m. The Council reconvened at 6:45 p.m.
Moved by Council Member Guthrie
Seconded by Council Member George
Approve Consent Agenda Items 9.a. through 9.g., with the recommended courses of action.
AYES (4): Council Member Guthrie, Council Member George, Council Member Secrest, and Mayor Ray
Russom
ABSENT (1): Mayor Pro Tem Barneich
Passed (4 to 0)
9.a Consideration of Cash Disbursement Ratification
1) Ratify the attached listing of cash disbursements for the period of March 16 through March
31, 2023. 2) Determine that ratifying the cash disbursements is not a project subject to the
California Environmental Quality Act (“CEQA”) because it has no potential to result in either a
direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA
Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)
9.b Approval of Minutes
Approve the minutes of the Regular City Council Meetings of March 28, 2023 and April 11,
2023, as submitted.
9.c Consideration of Adoption of a Resolution Declaring a Continued Local Emergency
Related to the Ongoing Storm Events
1) Adopt a Resolution declaring a continued local emergency related to the ongoing storm
events, beginning in December 2022 and continuing through the present. 2) Make findings that
adopting the Resolution continuing a local emergency is not a project subject to the California
Environmental Quality Act (“CEQA”) because the continued declaration in itself has no potential
to result in either a direct, or reasonably foreseeable indirect, physical change in the
environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)
9.d Acceptance of Oak Park Boulevard Drainage Repairs Project PW 2020-04
1) Accept the project improvements as constructed by Raminha Construction, Inc. in
accordance with the plans and specifications for the Oak Park Boulevard Drainage Repairs
Project, PW 2020-04; 2) Direct staff to file a Notice of Completion; and 3) Authorize release of
retention, thirty-five (35) days after the Notice of Completion has been recorded if no liens have
been filed.
9.e Consideration of Approval of an Agreement for Traffic Signal Maintenance with Lee
Wilson Electric Company
Page 43 of 476
5 Item 9.c.
1) Approve a 2-year agreement with Lee Wilson Electric Company for traff ic signal maintenance
with the option of two (2) 2-year extensions; and 2) Determine that approving an agreement
for traffic signal maintenance is categorically exempt from the California Environmental
Quality Act (“CEQA”) under the Class 1 exemption, which applies to the repair,
maintenance, or minor alteration of existing structures, facilities, mechanical equipment,
or topographical features, among others, where the project involves negligible or no
expansion of existing or former use(State CEQA Guidelines, § 15301), and further finds
that none of the exceptions set forth in State CEQA Guidelines section 15300.2 apply.
9.f Consideration of a Purchase Order for (1) New Air Compressor; and Declaration of PW-
243 - 1989 Air Compressor as Surplus
1) Approve a purchase order for the purchase of a new air compressor and find that the
Purchase Order for the specific equipment is unique because of its quality, durability, availability
and fitness for the contemplated use; 2) Declare PW-243 - 1989 Air Compressor as surplus; 3)
Determine that approving a purchase order for a new air compressor is not a project
subject to the California Environmental Quality Act (“CEQA”) because it has no potential
to result in either a direct, or reasonably foreseeable indirect, ph ysical change in the
environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)
9.g Monthly Water Supply and Demand Update
Receive and file the Monthly Water Supply and Demand Update.
10. PUBLIC HEARINGS
None.
11. OLD BUSINESS
11.a Consider a Draft Amended and Restated JPA of the FCFA, Discuss Terms for a Potential
Contract for Fire and Emergency Response Services with the OCSD, and Receive and
File the FCFA Final Organizational Assessment Report completed by Baker Tilly
City Manager McDonald provided a brief background of the report, recommendations for
Council consideration, and responded to questions from Council. City Attorney Rosen provided
clarification regarding negotiations of the JPA.
Mayor Ray Russom invited public comment. No public comments were received.
Council comments included support for staff's recommendations regarding the draft Amended
and Restated Joint Powers Agreement for the Five Cities Fire Authority as well as contract
terms for negotiation with Oceano Community Service District for future fire and emergency
response service past June 30, 2023.
Moved by Council Member George
Seconded by Council Member Guthrie
1) Approve staff's recommendation regarding the draft Amended and Restated Joint Powers
Agreement for the Five Cities Fire Authority; 2) Direct staff to look at a 9-month agreement with
a month-to-month extension for service between the FCFA and the OCSD for future fire and
Page 44 of 476
6 Item 9.c.
emergency response service past June 30, 2023; and 3) Receive and file the final report from
Baker Tilly providing an organizational assessment of the FCFA.
AYES (4): Council Member George, Council Member Guthrie, Council Member Secrest, and
Mayor Ray Russom
ABSENT (1): Mayor Pro Tem Barneich
Passed (4 to 0)
12. NEW BUSINESS
12.a Discussion of Preschool and Child Care Programs Offered through the Recreation
Services Department and the Mark M. Millis Community Center
Recreation Services Director Bohlken and City Manager McDonald presented the report and
staff responded to questions from Council.
Mayor Ray Russom invited public comment. Speaking from the public were Stacy Hall,
Bernadette Somo, Niccola Nelson, Michael Newsom, Karla Brown, Natalie Lackey, Nick, Chris
Clark, Carrie Van Beveren, No Name Provided, Wendy Wendt, Shana Paulson, Jill Fitzgerald,
Ashley Gray, Evelyn Brown, Claire Clark, Ashlee Akers, and No Name Provided. City Clerk
Matson read into the record written comments received by Jack, Charlie, Maggie, Ashley
Beene, Traci Walker, Amy Southcott, Ashley Gray, Rachel Naccarati, Mykel Rangel, and Julie
Casey. No further public comments were received.
Council discussion ensued regarding childcare capacity, cost for preschool, and before and after
school childcare. Council Member George provided a recommendation to continue the
preschool program through June 2024. Council discussion ensued regarding facility conditions.
Moved by Mayor Ray Russom
Seconded by Council Member Guthrie
Provided direction to staff to phase out its existing child care programs by the fall of 2023 and to
provide a list of childcare providers to current participants.
AYES (4): Mayor Ray Russom, Council Member Guthrie, Council Member Secrest, and Council
Member George
ABSENT (1): Mayor Pro Tem Barneich
Passed (4 to 0)
12.b Consideration of Annual Report, Adoption of Resolution of Intention to Levy Annual
Assessments for the AGTBID; Consideration of Alternatives for Future of AGTBID
Mayor Ray Russom declared of conflict of interest due to being a vacation rental and homestay
provider, called for a brief break at 10:10 p.m., and left the meeting. The Council reconvened at
10:15 p.m.
Council Member George presided over the meeting.
Page 45 of 476
7 Item 9.c.
City Manager McDonald presented the report; Ashlee Akers and Natalie Bovee, Verdin
Marketing, presented the Annual Report and responded to questions from Council.
At 10:50 p.m., Council Member George stated that pursuant to Council policy, the Council must
vote unanimously to continue the meeting past 11:00 p.m. Council Member Guthrie moved to
continue the meeting to 11:30 p.m. Council Member Secrest seconded the motion, and the
motion passed unanimously by voice vote.
Council Member George invited public comment. No public comments were received. Council
Member George left public comment open.
Discussion continued regarding the Resolution of Intention to levy and collect assessments
within the Arroyo Grande Tourism Business Improvement District area for Fiscal Year 2023-24,
including the possibility of the disestablishment of the AGTBID and winding up of its affairs in
accordance with applicable State law. City Attorney Rosen and City Clerk Matson provided
clarification regarding the the public hearing process and public noticing.
Council discussion ensued around using assessment funds towards host compliance,
Destination Management Organizations (DMO) versus TBIDs, and the make-up of the TBID
Advisory Board. City Attorney Rosen provided clarification regarding DMOs and TBIDs.
Council Member George invited public comment. Speaking from the public was Kathy Cartier,
Kathy McCorry, Gaea Powell and Sean Dasmann. No further public comments were received
and Council Member George closed public comment.
At 11:30 p.m., Council Member Guthrie moved to continue the meeting to 11:45 p.m. Council
Member Secrest seconded the motion, and the motion passed unanimously by voice vote.
Council discussion included support for changing the make-up of the Advisory Board to a 5-
member Board, appointed individually by City Council members, consistent with other City
advisory bodies. City Manager McDonald commented that updated Board Bylaws and a
discussion of administration of the AGTBID Board will be brought to Council for consideration on
May 23, 2023.
Moved by Council Member George
Seconded by Council Member Secrest
Receive and Approve the Annual Report
AYES (3): Council Member George, Council Member Secrest, and Council Member Guthrie
ABSENT (2): Mayor Ray Russom, and Mayor Pro Tem Barneich
Passed (3 to 0)
Moved by Council Member Guthrie
Seconded by Council Member Secrest
Adopt a Resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE DECLARING ITS INTENTION TO CONTINUE THE ARROYO GRANDE
TOURISM BUSINESS IMPROVEMENT DISTRICT, TO CONTINUE THE BASIS FOR AND TO
Page 46 of 476
8 Item 9.c.
LEVY THE ASSESSMENTS FOR THE DISTRICT, AND TO SET A DATE FOR THE PUBLIC
HEARING ON THE DISTRICT AND THE ASSESSMENT FOR THE 2023-24 FISCAL YEAR";
set a public hearing date of May 23, 2023; and direct staff to place proposed updated TBID
Board Bylaws and consideration of transitioning the administration of the AGTBID to City staff
on the May 23, 2023 City Council Agenda.
AYES (3): Council Member Guthrie, Council Member Secrest, and Council Member George
ABSENT (2): Mayor Ray Russom, and Mayor Pro Tem Barneich
Passed (3 to 0)
13. COUNCIL COMMUNICATIONS
Council Member Guthrie requested that the Council consider directing staff to agendize a discussion
regarding IWMA direction. Council Member George concurred.
14. ADJOURNMENT
There being no further business to come before the City Council, Council Member George adjourned
the meeting at 11:41 p.m.
_________________________
Caren Ray Russom, Mayor
_________________________
Jessica Matson, City Clerk
Page 47 of 476
1
ACTION MINUTES
REGULAR MEETING OF THE CITY COUNCIL
May 9, 2023, 6:00 p.m.
Hybrid City Council Chamber/Virtual Zoom Meeting
215 East Branch Street, Arroyo Grande
Council Members Present: Mayor Ray Russom, Mayor Pro Tem
Barneich, Council Member George, Council
Member Guthrie, Council Member Secrest
Staff Present: City Clerk Jessica Matson, City Attorney Isaac
Rosen, City Manager Whitney McDonald,
Assistant City Manager/Public Works Director
Bill Robeson, Administrative Services Director
Nicole Valentine, Community Development
Director Brian Pedrotti, Associate Planner
Patrick Holub, IT Manager Kevin Waddy
This meeting was conducted in a hybrid in-person/virtual format.
_____________________________________________________________________
1. CALL TO ORDER
Mayor Ray Russom called the Regular City Council Meeting to order at 6:01 p.m.
2. ROLL CALL
City Clerk Matson took roll call.
3. MOMENT OF REFLECTION
4. FLAG SALUTE
Mayor Ray Russom led the flag salute.
5. AGENDA REVIEW
Council concurred to hear City Council Communications after Special Presentations.
5.a Closed Session Announcements
None.
5.b Ordinances read in title only
None.
Page 48 of 476
2
6. SPECIAL PRESENTATIONS
6.a Honorary Proclamation Declaring May 2023 as Asian American & Native Hawaiian/Pacific
Islander Heritage Month
Mayor Ray Russom read the Honorary Proclamation Declaring May 2023 as Asian American &
Native Hawaiian/Pacific Islander Heritage Month. Mia Shin, AAPI SLO, accepted the
proclamation.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
6.b Honorary Proclamation Declaring May 2023 as Mental Health Awareness Month
Mayor Ray Russom read the Honorary Proclamation Declaring May 2023 as Mental Health
Awareness Month. Emmy Landers and Cole Kynsie Coleburn, Members of the Arroyo Grande
High School AIM Club, accepted the proclamation.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
6.c Introduction of New Employee Kevin Waddy, IT Manager
Administrative Services Director Valentine introduced Kevin Waddy, the City's new IT Manager,
and highlighted his educational and professional background.
6.d City Manager Communications
City Manager McDonald welcomed Kevin Waddy, discussed upcoming items for Council
consideration, and highlighted upcoming workshops regarding ADUs.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
7. CITY COUNCIL REPORTS
None.
Reports are made during the Second Council Meeting each month.
8. COMMUNITY COMMENTS AND SUGGESTIONS
Mayor Ray Russom invited public comment. No public comments were received.
Page 49 of 476
3
9. CONSENT AGENDA
Mayor Ray Russom asked the Council if there were any questions or any items to be pulled from the
consent agenda for further discussion. There were none.
Mayor Ray Russom invited public comment. No public comments were received.
Moved by Mayor Pro Tem Barneich
Seconded by Council Member George
Approve Consent Agenda Items 9.a. through 9.e., with the recommended courses of action.
AYES (5): Mayor Ray Russom, Council Member George, Council Member Guthrie, Council Member
Secrest, and Mayor Pro Tem Barneich
Passed (5 to 0)
9.a Consideration of Cash Disbursement Ratification
1) Ratified the listing of cash disbursements for the period of April 1 through April 15, 2023; 2)
Determined that ratifying the cash disbursements is not a project subject to the California
Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or
reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines,
§§ 15060, subd. (b)(2)-(3), 15378.)
9.b Consideration of Statement of Investment Deposits
1) Received and filed the report listing investment deposits of the City of Arroyo Grande as of
March 31, 2023, as required by Government Code Section 53646(b); 2) Determined that
receiving the report of investment deposits is not a project subject to the California
Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or
reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines,
§§ 15060, subd. (b)(2)-(3), 15378.)
9.c Consideration of Adoption of a Resolution Declaring a Continued Local Emergency
Related to the Ongoing Storm Events
1) Adopted a Resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE DECLARING A CONTINUED LOCAL EMERGENCY WITHIN THE CITY
OF ARROYO GRANDE (MARCH 2023 AND ONGOING STORM EVENTS BEGINNING
DECEMBER 27, 2022)", and 2) Made findings that adopting the Resolution continuing a local
emergency is not a project subject to the California Environmental Quality Act (“CEQA”)
because the continued declaration in itself has no potential to result in either a direct, or
reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines,
§§ 15060, subd. (b)(2)-(3), 15378.)
9.d Consideration of Change to Appointment of an Alternate Board Member to Serve on the
Central Coast Community Energy Policy Board Through November 30, 2023
Appointed Mayor Pro Tem Barneich to serve as an alternate on the Central Coast Community
Energy (CCCE) Policy Board for the term ending November 30, 2023.
Page 50 of 476
4
9.e Consideration of a Communications Facility License Agreement with Dish Wireless, LLC,
for the Operations of a Telecommunications Facility Located at Branch Mill Road
(Reservoir 4)
1) Approved the License with Dish Wireless for the operation of a telecommunications facility
located at Branch Mill Road, commonly known as the Reservoir 4 site, and authorize the City
Manager to execute it on behalf of the City, and 2) Determined the application to establish the
telecommunication facility is categorically exempt pursuant to Section 15301 of the CEQA
Guidelines regarding existing facilities.
10. PUBLIC HEARINGS
None.
11. OLD BUSINESS
None.
12. NEW BUSINESS
12.a Consideration of the 5-Year Capital Improvement Program and 5-year Local Sales Tax
Fund Expenditure Program
Assistant City Manager/Public Works Director Robeson provided a presentation on the 5-Year
Capital Improvement Program, and Administrative Services Director Valentine provided
information regarding project funding. Staff responded to questions from Council.
Discussion ensued regarding additional projects and staff capacity.
Mayor Ray Russom invited public comment. Speaking from the public was Alexandria Davis. No
further public comments were received.
Council discussion included support of staff's recommendation. Council Member Guthrie
suggested adding James Way pavement management to the 5-year CIP plan. Mayor Ray
Russom suggested the James Way item come back to Council for consideration at a later time.
Council Member Guthrie moved to allocate $1.5 million from reserves to support the James Way
pavement management project during FY 24-25 in addition to staff's recommendation. The
motion failed due to a lack of a second.
The report was received and filed.
12.b Study Session Regarding Short Term Rentals (Vacation Rentals and Homestays) and
Potential Revisions to the City’s Short Term Rental Ordinance
Mayor Ray Russom, Mayor Pro Tern Barneich, declared conflicts of interest due to ownership of
a vacation rental, and Council Member George declared a conflict of interest due to ownership
of a permitted accessory dwelling unit.
Page 51 of 476
5
City Attorney Rosen commented on the Fair Political Practices Commission's (FPPC) advice
regarding the conflicts of interest and explained the process for randomly drawing straws to
determine which of the conflicted Council members may continue to hear the item.
City Clerk Matson administered the drawing of straws with Mayor Ray Russom, Mayor Pro Tem
Barneich, and Council Member George. City Clerk Matson announced that Mayor Ray Russom
drew the short straw and would remain in the meeting to hear the item.
Mayor Pro Tem Barneich and Council Member George left the meeting.
Mayor Ray Russom called for a brief break at 7:45 p.m. The Council reconvened at 7:52 p.m.
Community Development Director Pedrotti introduced the item and Associate Planner Holub
presented the staff report. Staff responded to questions from Council. City Attorney Rosen
clarified language in the Ordinance regarding the collection of Transient Occupancy Taxes
(TOT).
Mayor Ray Russom invited public comment. Speaking from the public was Glen, and Brenda.
No further public comments were received. Mayor Ray Russom directed staff to connect with
the commenters.
Council discussion ensued regarding returning to the 300-foot buffer for both vacation rentals
and homestays, and modifying language in the Ordinance to state the minimum TOT paid
annually should be equal to the cost of the permit. Council also discussed providing amnesty to
the few properties that were notified of non-compliance, giving them 60 days to become
compliant.
City Attorney Rosen provided clarification regarding zone text amendments and commented
Council could agendize a discussion for a future Council meeting.
Moved by Mayor Ray Russom
Seconded by Council Member Guthrie
Change the Ordinance language 1) to allow the homestays that were part of a series of 28
properties identified by the enforcement agency to have the ability within 60 days to become
legally non-conforming if they met the requirements of the existing Ordinance at that time; 2) to
state that the TOT remittance penalty be an annual amount equal to the cost of the permit; and
3) to state revocation would occur when there are municipal code violations, an arrest, or
combination of the two.
AYES (3): Mayor Ray Russom, Council Member Guthrie, and Council Member Secrest
ABSENT (2): Mayor Pro Tem Barneich, and Council Member George
Passed (3 to 0)
13. COUNCIL COMMUNICATIONS
This item was heard before Item 8.
Mayor Pro Tem Barneich requested staff look into the solar company that is going door-to-door without
a permit.
Page 52 of 476
6
14. ADJOURNMENT
There being no further business to come before the City Council, Mayor Ray Russom adjourned the
meeting at 9:03 p.m.
_________________________
Caren Ray Russom, Mayor
_________________________
Jessica Matson, City Clerk
Page 53 of 476
Item 9.d.
MEMORANDUM
TO: City Council
FROM: Whitney McDonald, City Manager
BY: Aleah Bergam, Management Analyst
SUBJECT: Consideration of Adoption of a Resolution Declaring a Continued
Local Emergency Related to the Ongoing Storm Events
DATE: May 23, 2023
SUMMARY OF ACTION:
Adoption of the Resolution will continue the two declared and ratified local emergencies
related to the ongoing storm events, beginning in December 2022.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There are no direct fiscal impacts related to the proposed action; however, adoption of
the Resolution will facilitate the ability for the City to request resources including financial
support and reimbursement from the State Office of Emergency Services and the Federal
Emergency Management Agency for costs incurred in preparation and/or response to the
storm events.
RECOMMENDATION:
1) Adopt a Resolution declaring a continued local emergency related to the ongoing storm
events, beginning in December 2022 and continuing through the present. 2) Make
findings that adopting the Resolution continuing a local emergency is not a project subject
to the California Environmental Quality Act (“CEQA”) because the continued declaration
in itself has no potential to result in either a direct, or reasonably foreseeable indirect,
physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3),
15378.)
BACKGROUND
As the City Council is aware, in accordance with Section 8.12.060 of the Arroyo Grande
Municipal Code, the City Manager, in her capacity as the Director of Emergency Services,
proclaimed a local emergency on January 18, 2023, regarding the severe January 2023
winter storms. The City Council ratified the emergency proclamation at its regular meeting
on January 24, 2023.
Page 54 of 476
Item 9.d.
City Council
Consideration of Adoption of a Resolution Declaring a Continued Local Emergency
Related to the Ongoing Storm Events
May 23, 2023
Page 2
Multiple additional atmospheric river systems again struck the Central Coast beginning
on March 9, 2023, and the City Manager, again in her capacity as the Director of
Emergency Services, proclaimed a local emergency on March 11, 2023 , to account for
the impacts and potential damage incurred subsequent to the declaration of the first local
emergency. The City Council ratified the emergency proclamation at its regular mee ting
on March 14, 2023.
ANALYSIS OF ISSUES:
Arroyo Grande Municipal Code Section 8.12.065(C) provides that the City Council is to
“Review the need for a continuing emergency declaration at regularly scheduled meetings
at least every twenty-one (21) days until the emergency is terminated.” Accordingly, to
date, the City Council has adopted the appropriate Resolutions declaring a continued
local emergency related to both the January 2023 storm events and subsequent storm
events within the required 21-day time period. Moving forward, provided there is adoption
of this Resolution consistent with the prior ratification of the emergency proclamations at
the City Council’s January 24, 2023, February 14, 2023, February 28, 2023, March 14,
2023, March 28, April 11, April 25, 2023, May 9, 2023 regular meetings, respectively; and
the City with adoption of this resolution, the City will remain in compliance with its
Municipal Code.
This item is being presented to the City Council to satisfy the requirements of Section
8.12.065(C). Given the current state of emergency proclaimed by the Governor, the
Presidential Major Disaster Declaration declared on January 14, 2023, and the
Presidential Emergency Declaration declared on March 10, 2023, it is recommended that
the City Council adopt the attached Resolution declaring the need to continue the
emergency declarations made to date in response to the storm events beginning
December 27, 2022. The County of San Luis Obispo issued a similar emergency
declaration, which remains in effect. Federal, State and County emergency declarations
associated with the January 2023 storm events, and resulting damage, continue to remain
in effect.
Since the initial emergency declarations, multiple additional atmospheric river systems
continued to strike the Central Coast beginning on March 9, 2023. On March 10, 2023,
the Emergency Services Director for the County of San Luis Obispo issued a
Proclamation of a Local Emergency related to severe winter storms and a series of
atmospheric rivers systems that struck California beginning on December 27, 2022, and
have been ongoing since that date. On March 1, 2023, Governor Newsom issued an
emergency proclamation related to the severe winter storms impacting San Luis Obispo
and other counties throughout the State.
City staff continue to dedicate time towards responding to numerous storm recovery
efforts and continue to require support from County, State, and Federal emergency
Page 55 of 476
Item 9.d.
City Council
Consideration of Adoption of a Resolution Declaring a Continued Local Emergency
Related to the Ongoing Storm Events
May 23, 2023
Page 3
response resources to support these efforts. Staff continue to work with State and Federal
officials to request funding for the City’s response and recovery efforts. It is recommended
that the local emergency declarations be continued until this funding is received.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Adopt the Resolution declaring a continued local emergency related to the ongoing
storm events, beginning in December 2022; or
2. Provide other direction to staff.
ADVANTAGES:
Adoption of the Resolution will satisfy the requirement of the Arroyo Grande Municipal
Code regarding the periodic review of the declared local emergency related to the severe
winter storms and support the City’s efforts to obtain assistance from County, State, and
federal emergency response resources to recover from the disaster.
DISADVANTAGES:
No disadvantages have been identified to adopting the Resolution.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item. Adopting the Resolution continuing a
local emergency is not a project subject to the California Environmental Quality Act
(“CEQA”) because that declaration in itself has no potential to result in either a direct, or
reasonably foreseeable indirect, physical change in the environment. (State CEQA
Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and o n the City’s website in accordance with
Government Code Section 54954.2.
Attachments:
1. Proposed Resolution
Page 56 of 476
ATTACHMENT 1
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF ARROYO GRANDE DECLARING A CONTINUED
LOCAL EMERGENCY WITHIN THE CITY OF ARROYO
GRANDE (MARCH 2023 AND ONGOING STORM EVENTS
BEGINNING DECEMBER 27, 2022)
WHEREAS, on January 18, 2023, in accordance with Section 8.12.060 of the Arroyo
Grande Municipal Code, the City Manager, in her capacity as the Director of Emergency
Services Director, proclaimed a local emergency within the City commencing on or
about 8:00 am on January 4, 2023, due to the storm events that began on December
27, 2022; and
WHEREAS, the City Council ratified the emergency proclamation through adoption of
Resolution No. 5259 at its regular meeting on January 24, 2023; and
WHEREAS, Arroyo Grande Municipal Code Section 8.12.065(C) provides that the City
Council is to review the need for a continuing emergency declaration at regularly
scheduled meetings at least every twenty-one (21) days until the emergency is
terminated; and
WHEREAS, the City Council has adopted Resolution s declaring a continued local
emergency related to the ongoing storm events on February 14, 2023, February 28,
2023, March 14, 2023, March 28, April 11, April 25, 2023, May 9, 2023; and
WHEREAS, pursuant to the provisions of Government Code section 8558(b), on
January 4, 2023, the Governor of the State of California issued a Proclamation of a
State of Emergency (“Governor’s Proclamation”) related to severe winter storms and a
series of atmospheric river systems that struck California, bringing high winds,
substantial precipitation, and river, stream and urban flooding; and
WHEREAS, on January 8, 2023, the President of the United States declared that an
emergency exists in the State of California relating to severe winter storms, flooding,
landslides, and mudslides, and enabling public agencies in impacted counties that
suffered damage or losses from the storms eligible to apply for federal disaster
assistance; and
WHEREAS, on January 9, 2023, the County Administrative Officer of San Luis Obispo
issued a Proclamation of Local Emergency relating to severe winter storms and a series
of atmospheric river systems that struck San Luis Obispo County, bringing high winds,
substantial precipitation, and river, stream and urban flooding; and
Page 57 of 476
RESOLUTION NO.
PAGE 2
WHEREAS, on January 17, 2023, the Department of Homeland Security amended the
major disaster declaration issued in January 14, 2023 related to the January 2023 storm
events to add San Luis Obispo County as an affected county, enabling Arroyo Grande
residents who had damage or losses from the storms to apply for Federal Emergency
Management Agency (FEMA) disaster assistance; and
WHEREAS, on March 11, 2023, in accordance with Section 8.12.060 of the Arroyo
Grande Municipal Code, the City Manager, in her capacity as the Director of Emergen cy
Services Director, proclaimed a local emergency within the City commencing on or
about March 9, 2023, in response to the latest series of atmospheric river systems and
the damage to the City due to the storm events that began on December 27, 2022; and
WHEREAS, the City Council ratified the emergency proclamation through adoption of
Resolution No. 5273 at its regular meeting on March 14, 2023; and
WHEREAS, the City Manager’s March 11, 2023 proclamation followed a County of San
Luis Obispo issued Proclamation of Local Emergency on March 10, 2023 for the entire
County due to severe storms; and
WHEREAS, on March 10, 2023, President Biden approved a California Emergency
Declaration beginning on March 9, 2023, ordering Federal assistance to supplement
State, tribal and local response efforts; and
WHEREAS, the ongoing atmospheric rivers caused significant flooding of City
infrastructure and streets, as well as homes in Arroyo Grande; and
WHEREAS, adopting this Resolution continuing a local emergency is not a project
subject to the California Environmental Quality Act (“CEQA”) because the continued
declaration in itself has no potential to result in either a direct, or reasonably foreseeable
indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd.
(b)(2)-(3), 15378.).
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo
Grande, that:
1. The recitals set forth herein are true, correct and incorporated by reference.
2. A local emergency is declared to continues to exist throughout the City of Arroyo
Grande (see Resolution No. 5259), and the City has been undertaking, and will
continue through termination of this emergency to undertake necessary
measures and incur necessary costs, which are directly related to the damage
caused by the severe winter storms and are taken in furtherance of; the
Governor’s Proclamation of a State of Emergency on January 4, 2023; the
Page 58 of 476
RESOLUTION NO.
PAGE 3
President of the United States’ Declaration of a National Emergency on January
8, 2023; and related orders and directives.
3. A local emergency is declared to continue to exist throughout the City of Arroyo
Grande (see Resolution Nos. 5269 and 5273) resulting from subsequent storm
events, and the City has been undertaking, and will continue in effect through
termination of this emergency, to undertake necessary measures and incur
necessary costs, which are directly related to the damage caused by the severe
winter storms and are taken in furtherance of the Governor’s Proclamation of a
State of Emergency on January 4, 2023; the President of the United States’
approval of a California Emergency Declaration beginning January 8, 2023; the
County of San Luis Obispo’s Proclamation of a Local Emergency on March 10,
2023; and related orders and directives.
On motion of Council Member___________, seconded by Council Member
________, and by the following roll call vote, to wit:
AYES:
NOES:
ABSENT:
the foregoing Resolution was passed and adopted this 23rd day of May, 2023.
Page 59 of 476
RESOLUTION NO.
PAGE 4
CAREN RAY RUSSOM, MAYOR
ATTEST:
JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
WHITNEY McDONALD, CITY MANAGER
APPROVED AS TO FORM:
ISAAC ROSEN, CITY ATTORNEY
Page 60 of 476
Item 9.e.
MEMORANDUM
TO: City Council
FROM: Whitney McDonald, City Manager
BY: Isaac Rosen, City Attorney
SUBJECT: Consideration of a Professional Services Agreement with Kosmont
Real Estate Services dba Kosmont Realty
DATE: May 23, 2023
SUMMARY OF ACTION:
The City is pursuing the sale of land it owns at 400 W. Branch (Property), which the City
Council declared as surplus and for which a Notice of Availability was transmitted under
the Surplus Land Act on December 2, 2022. Approval of the recommended actions would
authorize the City Manager to approve a new agreement for Kosmont to continue to
negotiate a land sale for the Property.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The proposed Agreement would require a payment of a not -too-exceed amount of
$25,000, billed based on time spent from Kosmont on those items.
RECOMMENDATION:
1) Authorize the City Manager to enter into the attached agreement with Kosmont Real
Estate Services dba Kosmont Realty (“Kosmont”) for the continued provision of real
estate advisory services associated with 400 W. Branch in the City of Arroyo Gra nde
(“Property”), in substantially final form, subject to minor modifications approved by the
City Manager in consultation with the City Attorney. 2) Make findings that approving an
agreement is not a project subject to the California Environmental Quality Act (“CEQA”)
because it has no potential to result in either a direct, or reasonably foreseeable indirect,
physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3),
15378.)
BACKGROUND:
The City of Arroyo Grande and Kosmont previously entered into an agreement in March
of 2017 to provide real estate advisory services in connection with a 4.3-acre City-owned
opportunity site located along W. Branch St. parallel to U.S. Highway 101, 400 West
Branch Street (“Property”). In March 2018, the City directed Kosmont to prepare a
Page 61 of 476
Item 9.e.
City Council
Consideration of a Professional Services Agreement with Kosmont Real Estate
Services dba Kosmont Realty
May 23, 2023
Page 2
Request for Qualifications/Proposals to solicit interest from developers/hotels for a hotel
use on the Property. On May 10, 2019, the City entered into an agreement with Kosmont
to provide continuing real estate advisory services relating to an approximately 1.6-acre
opportunity site located along Halcyon Rd. and El Camino Real (the “Halcyon Site”). On
August 13th, 2021, the City and Kosmont revived and amended the March 10, 2019
agreement, to be in effect until August 31, 2022, with an updated “Work Plan for
Continued Real Estate Advisory Services,” dated July 23, 2021. The scope of Kosmont’s
work was a hotel market analysis, business / developer attraction, and initial public-private
partnership with a hotel developer under an exclusive negotiation agreement (“ENA”),
and initial compliance activities pursuant to AB 1486 and the Surplus Land Act regarding
the potential reuse and/or redevelopment of the property.
ANALYSIS OF ISSUES:
Approval of an agreement with Kosmont will result in the provision of ongoing services
with respect to the Property. Kosmont will provide “ongoing pre -sale/disposition real
estate advisory/technical services to continue to identify, evaluate, and negotiate a
preferred commercially viable development transaction supported by necessary
compliance activities under the Surplus Land Act.” Kosmont has previously provided the
City with services in connection with the Property, and it is familiar with the City’s
processes, State law, and the Property site.
Under the Agreement, Kosmont would provide (or continue to provide), in consultation
with the City Attorney’s office, the following 4 tasks:
(1) coordination of the Notice of Availability (“NOA”) solicitation process ;
(2) good faith negotiation with respondents to those who submit a notice of interest and
a presentation to Council seeking authorization to proceed;
(3) review all project-based materials related to the transaction; and
(4) assist the City/City Attorney in ensuring compliance and coordinate with the City/City
Attorney processes/requirements/deadlines under a Disposition and Development
Agreement and under the Surplus Land Act.
The costs of those services are discussed further in the “Financial Impacts” section of this
report. Kosmont’s December 2022 proposal (Attachment 2) includes an additional task
(Task 5) to provide real estate brokerage services in connection with the Property that
has not been included in the proposed agreement. The City intends to negotiate separate
with Kosmont related to this additional task. So while brokerage services is included in
the Scope of Services, Section 3.3.1 of the Agreement makes clear the $25,000 contract
extension for all work, including work incurred to date, is for Tasks 1-4 and excludes Task
5, which is listed in the Scope of Services as a “Future” task.
Page 62 of 476
Item 9.e.
City Council
Consideration of a Professional Services Agreement with Kosmont Real Estate
Services dba Kosmont Realty
May 23, 2023
Page 3
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve an Agreement with Kosmont Real Estate Services for an amount not to
exceed $25,000;
2. Do not approve an Agreement; or
3. Provide other direction to staff.
ADVANTAGES:
Approval of an agreement with Kosmont will result in the provision of ongoing services
with respect to the Property.
DISADVANTAGES:
No disadvantages are identified.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachments:
1. Proposed Agreement
2. Kosmont’s December 22, 2022 Proposal
Page 63 of 476
65501.00003\41242592.3
ATTACHMENT 1
-1-
PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF ARROYO GRANDE AND KOSMONT & ASSOCIATES
1. PARTIES AND DATE.
This Agreement is made and entered into this __th day of ____, 2023, by and between the
City of Arroyo Grande, a municipal corporation, organized under the laws of the State of California
("City") and Kosmont & Associates, Inc., a California Corporation, doing business as Kosmont
Companies, with its principal place of business at 2301 Rosecrans Avenue, Suite 4140, El
Segundo, CA 90245 ("Consultant"). City and Consultant are sometimes individually referred to
herein as "Party" and collectively as "Parties."
2. RECITALS.
2.1 Consultant.
Consultant desires to perform and assume responsibility for the provision of certain
professional services required by the City on the terms and conditions set forth in this Agreement.
Consultant represents that it is experienced in providing real estate and economic development
services to public clients, is licensed in the State of California, and is familiar with the plans of
City.
2.2 Project.
City desires to engage Consultant to render such professional services for the Economic
Development Strategy and Opportunity Site Implementation project ("Project") as set forth in this
Agreement.
3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Consultant promises and agrees to furnish to
the City all labor, materials, tools, equipment, services, and incidental and customary work
necessary to fully and adequately supply the professional real estate and economic development
consulting services necessary for the Project ("Services"). The Services are more particularly
described in Exhibit "A" attached hereto and incorporated herein by reference. All Services shall
be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto
and incorporated herein by reference, and all applicable local, state and federal laws, rules and
regulations.
3.1.2 Term. The term of this Agreement shall not expire until the sooner of the
completion of the Services, or 365 days following execution of this Agreement, unless earlier
terminated as provided herein. If the Services are not complete at the conclusion of 365 days
following execution of this Agreement, the City shall have the unilateral option, at its sole
discretion, to renew this Agreement automatically for no more than three additional one-year
terms. Consultant shall complete the Services within the term of this Agreement, and shall meet
any other established schedules and deadlines. The Parties may, by mutual, written consent,
extend the term of this Agreement if necessary to complete the Services.
Page 64 of 476
65501.00003\41242592.3
ATTACHMENT 1
-2-
3.2 Responsibilities of Consultant.
3.2.1 Independent Contractor; Control and Payment of Subordinates. The
Services shall be performed by Consultant or under its supervision. Consultant will determine the
means, methods and details of performing the Services subject to the requirements of this
Agreement. City retains Consultant on an independent contractor basis and not as an employee.
Any personnel performing the Services on behalf of Consultant shall not be employees of City
and shall at all times be under Consultant's exclusive direction and control. Consultant shall pay
all wages, salaries, and other amounts due such personnel in connection with their performance
of Services under this Agreement and as required by law. Consultant shall be responsible for all
reports and obligations respecting such additional personnel, including, but not limited to: social
security taxes, income tax withholding, unemployment insurance, disability insurance, and
workers' compensation insurance.
3.2.2 Schedule of Services. Consultant shall perform the Services in a prompt
and timely manner. Consultant represents that it has the professional and technical personnel
required to perform the Services expeditiously. Upon request of City, Consultant shall provide a
more detailed schedule of anticipated performance to meet the Schedule of Services.
3.2.3 Conformance to Applicable Requirements. All work prepared by
Consultant shall be subject to the approval of City.
3.2.4 Substitution of Key Personnel. Consultant has represented to City that
certain key personnel will perform and coordinate the Services under this Agreement. Should
one or more of such personnel become unavailable, Consultant may substitute other personnel
of at least equal competence upon written approval of City. In the event that City and Consultant
cannot agree as to the substitution of key personnel, City shall be entitled to terminate this
Agreement for cause. The key personnel for performance of this Agreement are as follows: Ken
K. Hira, President.
3.2.5 City's Representative. The City hereby designates Whitney McDonald,
City Manager, or her designee, to act as its representative in all matters pertaining to the
administration and performance of this Agreement ("City's Representative"). City's
Representative shall have the power to act on behalf of the City for review and approval of all
products submitted by Consultant but not the authority to enlarge the Scope of Services or change
the total compensation due to Consultant under this Agreement. The City Manager shall be
authorized to act on City's behalf and to execute all necessary documents which enlarge the
Scope of Services or change the Consultant's total compensation subject to the provisions
contained in Section 3.3 of this Agreement. Consultant shall not accept direction or orders from
any person other than the City Manager, City's Representative or his/her designee.
3.2.6 Consultant's Representative. Consultant hereby designates Ken Hira,
Project Manager, or his/her designee, to act as its representative for the performance of this
Agreement ("Consultant's Representative"). Consultant's Representative shall have full authority
to represent and act on behalf of the Consultant for all purposes under this Agreement. The
Consultant's Representative shall supervise and direct the Services, using his/her best skill and
attention, and shall be responsible for all means, methods, techniques, sequences, and
procedures and for the satisfactory coordination of all portions of the Services under this
Agreement.
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3.2.7 Coordination of Services. Consultant agrees to work closely with City staff
in the performance of Services and shall be available to City's staff, consultants and other staff at
all reasonable times.
3.2.8 Standard of Care; Performance of Employees. Consultant shall perform all
Services under this Agreement in a skillful and competent manner, consistent with the standards
generally recognized as being employed by professionals in the same discipline in the State of
California. Consultant represents and maintains that it is skilled in the professional calling
necessary to perform the Services. Consultant warrants that all employees and subconsultants
shall have sufficient skill and experience to perform the Services assigned to them. Consultant
represents that it, its employees and subconsultants have all licenses, permits, qualifications and
approvals of whatever nature that are legally required to perform the Services, and that such
licenses and approvals shall be maintained throughout the term of this Agreement. Consultant
shall perform, at its own cost and expense and without reimbursement from the City, any services
necessary to correct errors or omissions which are caused by the Consultant's failure to comply
with the standard of care provided for herein. Any employee of the Consultant or its sub -
consultants who is determined by the City to be uncooperative, incompetent, a threat to the
adequate or timely completion of the Project, a threat to the safety of persons or property, or any
employee who fails or refuses to perform the Services in a manner acceptable to the City, shall
be promptly removed from the Project by the Consultant and shall not be re-employed to perform
any of the Services or to work on the Project.
3.2.9 Period of Performance. Consultant shall perform and complete all Services
under this Agreement within the term set forth in Section 3.1.2 above (“Performance Time”).
Consultant shall also perform the Services in strict accordance with any completion schedule or
Project milestones described in Exhibits “A” attached hereto, or which may be separately agreed
upon in writing by the City and Consultant (“Performance Milestones”). Consultant agrees that if
the Services are not completed within the aforementioned Performance Time and/or pursuant to
any such Performance Milestones developed pursuant to provisions of this Agreement, it is
understood, acknowledged and agreed that the City will suffer damage.
3.2.10 Laws and Regulations; Employee/Labor Certification. Consultant shall
keep itself fully informed of and in compliance with all local, state and federal laws, rules and
regulations in any manner affecting the performance of the Project or the Services, including all
Cal/OSHA requirements, and shall give all notices required by law. Consultant shall be liable for
all violations of such laws and regulations in connection with the Services and this Agreement.
All violations of such laws and regulations shall be grounds for the City to terminate the Agreement
for cause.
3.2.10.1 Employment Eligibility; Consultant. Consultant certifies that it
fully complies with all requirements and restrictions of state and federal law respecting the
employment of undocumented aliens, including, but not limited to, the Immigration Reform and
Control Act of 1986, as may be amended from time to time and shall require all subconsultants
and sub-subconsultants to comply with the same. Consultant certifies that it has not committed
a violation of any such law within the five (5) years immediately preceding the date of execution
of this Agreement, and shall not violate any such law at any time during the term of the Agreement.
3.2.10.2 Equal Opportunity Employment. Consultant represents that it is
an equal opportunity employer and it shall not discriminate against any subconsultant, employee
or applicant for employment because of race, religion, color, national origin, handicap, ancestry,
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sex or age. Such non-discrimination shall include, but not be limited to, all activities related to
initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or
termination. Consultant shall also comply with all relevant provisions of City's Minority Business
Enterprise program, Affirmative Action Plan or other related programs or guidelines currently in
effect or hereinafter enacted.
3.2.10.3 Safety. Consultant shall execute and maintain its work so as to
avoid injury or damage to any person or property. In carrying out its Services, the Consultant
shall at all times be in compliance with all applicable local, state and federal laws, rules and
regulations, and shall exercise all necessary precautions for the safety of employees appropriate
to the nature of the work and the conditions under which the work is to be performed.
3.2.11 Insurance.
3.2.11.1 Time for Compliance. Consultant shall not commence work
under this Agreement until it has provided evidence satisfactory to the City that it has secured all
insurance required under this section. In addition, Consultant shall not allow any subconsultant
to commence work on any subcontract until it has provided evidence satisfactory to the City that
the subconsultant has secured all insurance required under this section. Failure to provide and
maintain all required insurance shall be grounds for the City to terminate this Agreement for cause.
3.2.11.2 Types of Insurance Required. As a condition precedent to the
effectiveness of this Agreement for work to be performed hereunder , and without limiting the
indemnity provisions of the Agreement, the Consultant, in partial performance of its obligations
under such Agreement, shall procure and maintain in full force and effect during the term of the
Agreement the following policies of insurance. If the existing policies do not meet the insurance
requirements set forth herein, Consultant agrees to amend, supplement or endorse the policies
to do so.
(A) Commercial General Liability: Commercial General Liability
Insurance which affords coverage at least as broad as Insurance Services Office "occurrence"
form CG 0001, or the exact equivalent, with limits of not less than $1,000,000 per occurrence and
no less than $2,000,000 in the general aggregate. Defense costs shall be paid in addition to the
limits. The policy shall contain no endorsements or provisions (1) limiting coverage for contractual
liability; (2) excluding coverage for claims or suits by one insured against another (cross-liability);
(3) products/completed operations liability; or (4) containing any other exclusion(s) contrary to the
terms or purposes of this Agreement.
(B) Automobile Liability Insurance: Automobile Liability
Insurance with coverage at least as broad as Insurance Services Office Form CA 0001 covering
"Any Auto" (Symbol 1), or the exact equivalent, covering bodily injury and property damage for all
activities with limits of not less than $1,000,000 combined limit for each occurrence. Workers'
Compensation: Workers' Compensation Insurance, as required by the State of California and
Employer's Liability Insurance with a limit of not less than $1,000,000 per accident for bodily injury
and disease.
(C) Professional Liability (Errors & Omissions): Professional
Liability insurance or Errors & Omissions insurance appropriate to Consultant’s profession with
limits of not less than $1,000,000. Covered professional services shall specifically include all
work to be performed under the Agreement and delete any exclusions that may potentially affect
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the work to be performed (for example, any exclusions relating to lead, asbestos, pollution,
testing, underground storage tanks, laboratory analysis, soil work, etc.). If coverage is written on
a claims-made basis, the retroactive date shall precede the effective date of the initial Agreement
and continuous coverage will be maintained or an extended reporting period will be exercised for
a period of at least five (5) years from termination or expiration of this Agreement.
3.2.11.3 Insurance Endorsements. Required insurance policies shall
contain the following provisions, or Consultant shall provide endorsements on forms approved by
the City to add the following provisions to the insurance policies:
(A) Commercial General Liability: (1) Additional Insured: The
City, its officials, officers, employees, agents, and volunteers shall be additional insureds with
regard to liability and defense of suits or claims arising out of the performance of the Agreement.
Additional Insured Endorsements shall not (1) be restricted to "ongoing operations"; (2) exclude
"contractual liability"; (3) restrict coverage to "sole" liability of Consultant; or (4) contain any other
exclusions contrary to the terms or purposes of this Agreement. For all policies of Commercial
General Liability insurance, Consultant shall provide endorsements in the form of ISO CG 20 10
10 01 and 20 37 10 01 (or endorsements providing the exact same coverage) to effectuate this
requirement. (2) Cancellation: Required insurance policies shall not be canceled or the coverage
reduced until a thirty (30) day written notice of cancellation has been served upon the City except
ten (10) days shall be allowed for non-payment of premium.
(B) Automobile Liability. (1) Cancellation: Required insurance
policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of
cancellation has been served upon the City except ten (10) days shall be allowed for non-payment
of premium.
(C) Professional Liability (Errors & Omissions (1) Cancellation:
Required insurance policies shall not be canceled or the coverage reduced until a thirty (30) day
written notice of cancellation has been served upon the City except ten (10) days shall be allowed
for non-payment of premium. (2) Contractual Liability Exclusion Deleted: This insurance shall
include contractual liability applicable to this Agreement. The policy must “pay on behalf of” the
insured and include a provision establishing the insurer’s duty to defend.
(D) Workers' Compensation: (1) Cancellation: Required
insurance policies shall not be canceled or the coverage reduced until a thirty (30) day written
notice of cancellation has been served upon the City except ten (10) days shall be allowed for
non-payment of premium. (2) Waiver of Subrogation: A waiver of subrogation stating that the
insurer waives all rights of subrogation against the City, its officials, officers, employees, agents,
and volunteers.
3.2.11.4 Primary and Non-Contributing Insurance. All policies of
Commercial General Liability and Automobile Liability insurance shall be primary and any other
insurance, deductible, or self-insurance maintained by the City, its officials, officers, employees,
agents, or volunteers shall not contribute with this primary insurance. Policies shall contain or be
endorsed to contain such provisions.
3.2.11.5 Waiver of Subrogation. All required insurance coverages,
except for the professional liability coverage, shall contain or be endorsed to waiver of subrogation
in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically
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allow Consultant or others providing insurance evidence in compliance with these specifications
to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery
against City, and shall require similar written express waivers and insurance clauses from each
of its subconsultants.
3.2.11.6 Deductibles and Self-Insured Retentions. Any deductible or self-
insured retention must be approved in writing by the City and shall protect the City, its officials,
officers, employees, agents, and volunteers in the same manner and to the same extent as they
would have been protected had the policy or policies not contained a deductible or self-insured
retention.
3.2.11.7 Evidence of Insurance. The Consultant, concurrently with the
execution of the Agreement, and as a condition precedent to the effectiveness thereof, shall
deliver either certified copies of the required policies, or original certificates on forms approved by
the City, together with all endorsements affecting each policy. Required insurance policies shall
not be in compliance if they include any limiting provision or endorsement that has not been
submitted to the City for approval. The certificates and endorsements for each insurance policy
shall be signed by a person authorized by that insurer to bind coverage on its behalf. At least
fifteen (15 days) prior to the expiration of any such policy, evidence of insurance showing that
such insurance coverage has been renewed or extended shall be filed with the City. If such
coverage is cancelled or reduced and not replaced immediately so as to avoid a lapse in the
required coverage, Consultant shall, within ten (10) days after receipt of written notice of such
cancellation or reduction of coverage, file with the City evidence of insurance showing that the
required insurance has been reinstated or has been provided through another insurance company
or companies.
3.2.11.8 Acceptability of Insurers. Each such policy shall be from a
company or companies with a current A.M. Best's rating of no less than A:VII and authorized to
transact business of insurance in the State of California, or otherwise allowed to place insurance
through surplus line brokers under applicable provisions of the California Insurance Code or any
federal law.
3.2.11.9 Enforcement of Agreement Provisions (non estoppel).
Consultant acknowledges and agrees that actual or alleged failure on the part of the City to inform
Consultant of non-compliance with any requirement imposes no additional obligation on the City
nor does it waive any rights hereunder.
3.2.11.10 Requirements Not Limiting. Requirement of specific coverage
or minimum limits contained in this Section are not intended as a limitation on coverage, limits, or
other requirement, or a waiver of any coverage normally provided by any insurance.
3.2.11.11 Additional Insurance Provisions
(A) The foregoing requirements as to the types and limits of
insurance coverage to be maintained by Consultant, and any approval of said insurance by the
City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations
otherwise assumed by the Consultant pursuant to this Agreement, including but not limited to, the
provisions concerning indemnification.
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(B) If at any time during the life of the Agreement, any policy of
insurance required under this Agreement does not comply with these specifications or is canceled
and not replaced, City has the right but not the duty to obtain the insurance it deems necessary
and any premium paid by City will be promptly reimbursed by Consultant or City will withhold
amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel
this Agreement.
(C) The City may require the Consultant to provide complete
copies of all insurance policies in effect for the duration of the Project.
(D) Neither the City nor any of its officials, officers, employees,
agents or volunteers shall be personally responsible for any liability arising under or by virtue of
this Agreement.
(E) The limits set forth herein shall apply separately to each
insured against whom claims are made or suits are brought, except with respect to the limits of
liability. Further the limits set forth herein shall not be construed to relieve the Consultant from
liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations
to the City and shall not preclude the City from taking such other actions available to the City
under other provisions of the Agreement or law.
(F) Consultant shall report to the City, in addition to Consultant’s
insurer, any and all insurance claims submitted by Consultant in connection with the Services
under this Agreement.
3.2.11.12 Insurance for Subconsultants. Consultant shall include all
subconsultants engaged in any work for Consultant relating to this Agreement as additional
insureds under the Consultant's policies, or the Consultant shall be responsible for causing
subconsultants to purchase the appropriate insurance in compliance with the terms of these
Insurance Requirements, including adding the City, its officials, officers, employees, agents, and
volunteers as additional insureds to the subconsultant's policies. All policies of Commercial
General Liability insurance provided by Consultant’s subconsultants performing work relating to
this Agreement shall be endorsed to name the City, its officials, officers, employees, agents and
volunteers as additional insureds using endorsement form ISO CG 20 38 04 13 or an
endorsement providing equivalent coverage. Consultant shall not allow any subconsultant to
commence work on any subcontract relating to this Agreement until it has received satisfactory
evidence of subconsultant’s compliance with all insurance requirements under this Agreement, to
the extent applicable. The Consultant shall provide satisfactory evidence of compliance with this
section upon request of the City.
3.2.12 Water Quality Management and Compliance. Consultant shall keep itself
and all subcontractors, staff, and employees fully informed of and in compliance with all local,
state and federal laws, rules and regulations that may impact, or be implicated by the performance
of the Services including, without limitation, all applicable provisions of the City’s ordinances
regulating water quality and storm water; the Federal Water Pollution Control Act (33 U.S.C.
§ 1251, et seq.); the California Porter-Cologne Water Quality Control Act (Water Code § 13000
et seq.); and any and all regulations, policies, or permits issued pursuant to any such authority.
Consultant must additionally comply with the lawful requirements of the City, and any other
municipality, drainage district, or other local agency with jurisdiction over the location where the
Services are to be conducted, regulating water quality and storm water discharges. City may
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seek damages from Consultant for delay in completing the Services caused by Consultant’s
failure to comply with the laws, regulations and policies described in t his Section, or any other
relevant water quality law, regulation, or policy.
3.3 Fees and Payments.
3.3.1 Compensation. Consultant shall receive compensation, including
authorized reimbursements, for all Services rendered under this Agreement at the rates set forth
in Exhibit "B" attached hereto and incorporated herein by reference. The total compensation shall
not exceed Twenty Five Thousand ($25,000) for any work, including work incurred to date at
the time of the execution of this Agreement, without written approval of the City Council or City
Manager as applicable for tasks 1 through 4 described in Exhibit “A.” Extra Work may be
authorized, as described below, and if authorized, will be compensated at the rates and manner
set forth in this Agreement. The City Manager will have authority to approve Extra Work within
10% of the total compensation.
3.3.2 Payment of Compensation. Consultant shall submit to City a monthly
invoice, no later than the fifteenth (15th) calendar day of each month, which indicates work
completed and hours of Services rendered by Consultant during the prior month. The invoice
shall describe the amount of Services provided since the initial commencement date, or since the
start of the subsequent billing periods, as appropriate, through the date of the invoice. City shall,
within 30 days of receiving such invoice, review the invoice and pay all non-disputed and approved
charges. If the City disputes any of Consultant's fees, the City shall give written notice to
Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth therein.
Payment shall not constitute acceptance of any Services completed by Consultant. The making
of final payment shall not constitute a waiver of any claims by the City for any reason whatsoever.
3.3.3 Reimbursement for Expenses. Consultant shall not be reimbursed for any
expenses unless authorized in writing by City, or included in Exhibit "B" of this Agreement.
3.3.4 Extra Work. At any time during the term of this Agreement, City may
request that Consultant perform Extra Work. As used herein, "Extra Work" means any work which
is determined by City to be necessary for the proper completion of the Project, but which the
Parties did not reasonably anticipate would be necessary at the execution of this Agreement.
Consultant shall not perform, nor be compensated for, Extra Work without written authorization
from the City.
3.3.5 Rate Increases. In the event that this Agreement is renewed pursuant to
Section 3.1.2, the rate set forth in Exhibit “B” may be adjusted at the time of renewal as set forth
in Exhibit “C.”
3.4 Accounting Records.
3.4.1 Maintenance and Inspection. Consultant shall maintain complete and
accurate records with respect to all costs and expenses incurred under this Agreement. All such
records shall be clearly identifiable. Consultant shall allow a representative of City during normal
business hours to examine, audit, and make transcripts or copies of such records and any other
documents created pursuant to this Agreement. Consultant shall allow inspection of all work, data,
documents, proceedings, and activities related to the Agreement for a period of three (3) years
from the date of final payment under this Agreement.
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3.5 General Provisions.
3.5.1 Termination of Agreement.
3.5.1.1 Grounds for Termination. City may, by written notice to
Consultant, terminate the whole or any part of this Agreement at any time and without cause by
giving written notice to Consultant of such termination, and specifying the effective date thereof,
at least seven (7) days before the effective date of such termination. Upon termination, Consultant
shall be compensated only for those services which have been adequately rendered to City, and
Consultant shall be entitled to no further compensation. Consultant may not terminate this
Agreement except for cause.
3.5.1.2 Effect of Termination. If this Agreement is terminated as
provided herein, City may require Consultant to provide all finished or unfinished Documents and
Data and other information of any kind prepared by Consultant in connection with the performance
of Services under this Agreement. Consultant shall be required to provide such document and
other information within fifteen (15) days of the request.
3.5.1.3 Additional Services. In the event this Agreement is terminated
in whole or in part as provided herein, City may procure, upon such terms and in such manner as
it may determine appropriate, services similar to those terminated.
3.5.2 Delivery of Notices. All notices permitted or required under this Agreement
shall be given to the respective parties at the following address, or at such other address as the
respective parties may provide in writing for this purpose:
Consultant: Kosmont Companies
1601 N. Sepulveda Blvd., #382 Manhattan Beach, CA
90266
ATTN: Ken K. Hira
City: City of Arroyo Grande
300 E. Branch Street
Arroyo Grande, California 93420
ATTN: Whitney McDonald, City Manager
Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48)
hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its
applicable address. Actual notice shall be deemed adequate notice on the date actual notice
occurred, regardless of the method of service.
3.5.3 Ownership of Materials and Confidentiality.
3.5.3.1 Documents & Data; Licensing of Intellectual Property. This
Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or
sublicense any and all copyrights, designs, and other intellectual property embodied in plans,
specifications, studies, drawings, estimates, and other documents or works of authorship fixed in
any tangible medium of expression, including but not limited to, physical drawings or data
magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be
prepared by Consultant under this Agreement ("Documents & Data"). All Documents & Data shall
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be and remain the property of City, and shall not be used in whole or in substantial part by
Consultant on other projects without the City’s express written permission. Within thirty (30) days
following the completion, suspension, abandonment or termination of this Agreement, Consultant
shall provide to City reproducible copies of all Documents & Data, in a form and amount required
by City. City reserves the right to select the method of document reproduction and to establish
where the reproduction will be accomplished. The reproduction expense shall be borne by City
at the actual cost of duplication. In the event of a dispute regarding the amount of compensation
to which the Consultant is entitled under the termination provisions of this Agreement, Consultant
shall provide all Documents & Data to City upon payment of the undisputed amount. Consultant
shall have no right to retain or fail to provide to City any such documents pending resolution of
the dispute. In addition, Consultant shall retain copies of all Documents & Data on file for a
minimum of fifteen (15) years following completion of the Project, and shall make copies available
to City upon the payment of actual reasonable duplication costs. Before destroying the
Documents & Data following this retention period, Consultant shall make a reasonable effort to
notify City and provide City with the opportunity to obtain the documents.
3.5.3.2 Subconsultants. Consultant shall require all subconsultants to
agree in writing that City is granted a non-exclusive and perpetual license for any Documents &
Data the subconsultant prepares under this Agreement. Consultant represents and warrants that
Consultant has the legal right to license any and all Documents & Data. Consultant makes no
such representation and warranty in regard to Documents & Data which were prepared by design
professionals other than Consultant or its subconsultants, or those provided to Consultant by the
City.
3.5.3.3 Right to Use. City shall not be limited in any way in its use or
reuse of the Documents and Data or any part of them at any time for purposes of this Project or
another project, provided that any such use not within the purposes intended by this Agreement
or on a project other than this Project without employing the services of Consultant shall be at
City’s sole risk. If City uses or reuses the Documents & Data on any project other than this Project,
it shall remove the Consultant’s seal from the Documents & Data and indemnify and hold harmless
Consultant and its officers, directors, agents and employees from claims arising out of the
negligent use or re-use of the Documents & Data on such other project. Consultant shall be
responsible and liable for its Documents & Data, pursuant to the terms of this Agreement, only
with respect to the condition of the Documents & Data at the time they are provided to the City
upon completion, suspension, abandonment or termination. Consultant shall not be responsible
or liable for any revisions to the Documents & Data made by any party other than Consultant, a
party for whom the Consultant is legally responsible or liable, or anyone approved by the
Consultant.
3.5.3.4 Indemnification. Consultant shall defend, indemnify and hold the
City, its directors, officials, officers, employees, volunteers and agents free and harmless,
pursuant to the indemnification provisions of this Agreement, for any alleged infringement of any
patent, copyright, trade secret, trade name, trademark, or any other proprietary right of any person
or entity in consequence of the use on the Project by City of the Documents & Data, including any
method, process, product, or concept specified or depicted.
3.5.3.5 Confidentiality. All ideas, memoranda, specifications, plans,
procedures, drawings, descriptions, computer program data, input record data, written
information, and other Documents & Data either created by or provided to Consultant in
connection with the performance of this Agreement shall be held confidential by Consultant. Any
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material provided to the Consultant in connection with this Agreement is necessary to furthering
the City’s legal interests and shall be deemed privileged. Such materials shall not, without the
prior written consent of City, be used by Consultant for any purposes other than the performance
of the Services. Nor shall such materials be disclosed to any person or entity not connected with
the performance of the Services or the Project. Nothing furnished to Consultant which is
otherwise known to Consultant or is generally known, or has become known, to the related
industry shall be deemed confidential. Consultant shall not use City's name or insignia,
photographs of the Project, or any publicity pertaining to the Services or the Project in any
magazine, trade paper, newspaper, television or radio production or other similar medium without
the prior written consent of City.
3.5.3.6 Confidential Information. The City shall refrain from releasing
Consultant’s proprietary information ("Proprietary Information") unless the City's legal counsel
determines that the release of the Proprietary Information is required by the California Public
Records Act or other applicable state or federal law, or order of a court of competent jurisdiction,
in which case the City shall notify Consultant of its intention to release Proprietary Information.
Consultant shall have five (5) working days after receipt of the Release Notice to give City written
notice of Consultant's objection to the City's release of Proprietary Information. Consultant shall
indemnify, defend and hold harmless the City, and its officers, directors, employees, and agents
from and against all liability, loss, cost or expense (including attorney’s fees) arising out of a legal
action brought to compel the release of Proprietary Information. City shall not release the
Proprietary Information after receipt of the Objection Notice unless either: (1) Consultant fails to
fully indemnify, defend (with City's choice of legal counsel), and hold City harmless from any legal
action brought to compel such release; and/or (2) a final and non-appealable order by a court of
competent jurisdiction requires that City release such information.
3.5.4 Cooperation; Further Acts. The Parties shall fully cooperate with one
another, and shall take any additional acts or sign any additional documents as may be necessary,
appropriate or convenient to attain the purposes of this Agreement.
3.5.5 Indemnification.
3.5.5.1 To the fullest extent permitted by law, Consultant shall defend
(with counsel of City’s choosing), indemnify and hold the City, its officials, officers, employees,
volunteers, and agents free and harmless from any and all claims, demands, causes of action,
costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or
persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any
acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees,
subcontractors, consultants or agents, or any violation of Government Code Section 1090, in
connection with the performance of the Consultant’s Services, the Project or this Agreement,
including without limitation the payment of all damages, expert witness fees and attorney’s fees
and other related costs and expenses except such loss or damage caused by the sole negligence
or willful misconduct of the City. Consultant's obligation to indemnify shall survive expiration or
termination of this Agreement for a period not to exceed four (4) years.
3.5.5.2 If Consultant’s obligation to defend, indemnify, and/or hold
harmless arises out of Consultant’s performance as a “design professional” (as that term is
defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code
section 2782.8, which is fully incorporated herein, Consultant’s indemnification obligation shall be
limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful
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misconduct of the Consultant, and, upon Consultant obtaining a final adjudication by a court of
competent jurisdiction, Consultant’s liability for such claim, including the cost to defend, shall not
exceed the Consultant’s proportionate percentage of fault.
3.5.6 Entire Agreement. This Agreement contains the entire Agreement of the
parties with respect to the subject matter hereof, and supersedes all prior negotiations,
understandings or agreements.
3.5.7 Governing Law; Government Code Claim Compliance. This Agreement
shall be governed by the laws of the State of California. Venue shall be in San Luis Obispo
County. In addition to any and all contract requirements pertaining to notices of and requests for
compensation or payment for extra work, disputed work, claims and/or changed conditions,
Consultant must comply with the claim procedures set forth in Government Code sections 900 et
seq. prior to filing any lawsuit against the City. Such Government Code claims and any
subsequent lawsuit based upon the Government Code claims shall be limited to those matters
that remain unresolved after all procedures pertaining to extra work, disputed work, claims, and/or
changed conditions have been followed by Consultant. If no such Government Code claim is
submitted, or if any prerequisite contractual requirements are not otherwise satisfied as specified
herein, Consultant shall be barred from bringing and maintaining a valid lawsuit against the City.
3.5.8 Attorney’s Fees. If either party commences an action against the other
party, either legal, administrative or otherwise, arising out of or in connection with this Agreement,
the prevailing party in such litigation shall be entitled to have and recover from the losing party
reasonable attorney’s fees and all other costs of such action.
3.5.9 Time of Essence. Time is of the essence for each and every provision of
this Agreement.
3.5.10 City's Right to Employ Other Consultants. City reserves right to employ
other consultants in connection with this Project.
3.5.11 Successors and Assigns. This Agreement shall be binding on the
successors and assigns of the parties.
3.5.12 Assignment; Subcontracting. Consultant shall not assign, sublet, or
transfer this Agreement or any rights under or interest in this Agreement without the writt en
consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer
without such consent shall be void and without legal effect and shall constitute grounds for
termination. Consultant shall not subcontract any portion of the Services required by this
Agreement, except as expressly stated herein, without prior written approval of City.
Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in
this Agreement.
3.5.13 Construction; References; Captions. Since the Parties or their agents have
participated fully in the preparation of this Agreement, the language of this Agreement shall be
construed simply, according to its fair meaning, and not strictly for or against any Party. Any term
referencing time, days or period for performance shall be deemed calendar days and not work
days. All references to Consultant include all personnel, employees, agents, and subconsultants
of Consultant, except as otherwise specified in this Agreement. All references to City include its
elected officials, officers, employees, agents, and volunteers except as otherwise specified in this
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ATTACHMENT 1
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Agreement. The captions of the various articles and paragraphs are for convenience and ease
of reference only, and do not define, limit, augment, or describe the scope, content, or intent of
this Agreement.
3.5.14 Amendment; Modification. No supplement, modification, or amendment of
this Agreement shall be binding unless executed in writing and signed by both Parties.
3.5.15 Waiver. No waiver of any default shall constitute a waiver of any other
default or breach, whether of the same or other covenant or condition. No waiver, benefit,
privilege, or service voluntarily given or performed by a Party shall give the other Party any
contractual rights by custom, estoppel, or otherwise.
3.5.16 No Third-Party Beneficiaries. There are no intended third party
beneficiaries of any right or obligation assumed by the Parties.
3.5.17 Invalidity; Severability. If any portion of this Agreement is declared invalid,
illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions
shall continue in full force and effect.
3.5.18 Prohibited Interests. Consultant maintains and warrants that it has not
employed nor retained any company or person, other than a bona fide employee working solely
for Consultant, to solicit or secure this Agreement. Consultant warrants that it has not paid nor
has it agreed to pay any company or person, other than a bona fide employee working solely for
Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration
contingent upon or resulting from the award or making of this Agreement. Consultant further
agrees to file, or shall cause its employees or subconsultants to file, a Statement of Economic
Interest with the City’s Filing Officer as required under state law in the performance of the
Services. For breach or violation of this warranty, City shall have the right to rescind this
Agreement without liability. For the term of this Agreement, no member, officer or employee of
City, during the term of his or her service with City, shall have any direct interest in this Agreement,
or obtain any present or anticipated material benefit arising therefrom.
3.5.19 Authority to Enter Agreement. Consultant has all requisite power and
authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party
warrants that the individuals who have signed this Agreement have the legal power, right, and
authority to make this Agreement and bind each respective Party.
3.5.20 Counterparts. This Agreement may be signed in counterparts, each of
which shall constitute an original.
3.5.21 Survival. All rights and obligations hereunder that by their nature are to
continue after any expiration or termination of this Agreement, including, but not limited to, the
indemnification obligations, shall survive any such expiration or termination for a period not to
exceed four (4) years.
[SIGNATURES ON NEXT PAGE]
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ATTACHMENT 1
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ATTACHMENT 1
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SIGNATURE PAGE TO
PROFESSIONAL SERVICES AGREEMENT BY AND BETWEEN
THE CITY OF ARROYO GRANDE AND KOSMONT &
ASSOCIATES, INC
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first
written above.
CITY OF ARROYO GRANDE KOSMONT COMPANIES
By: ____________________________ By: ______________________________
Whitney McDonald Ken K. Hira
City Manager President
Attest:
Jessica Matson, City Clerk
Approved as to Form:
______________________________
Best Best & Krieger LLP
Isaac Rosen, City Attorney
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65501.00003\41242592.3
ATTACHMENT 1
EXHIBIT "A"
SCOPE OF SERVICES
I. BACKGROUND AND OBJECTIVE
Kosmont Companies (“Kosmont”) or Consultant has assisted the City on a hotel market
analysis, business / developer attraction, and initial public-private partnership with a hotel
developer under an Exclusive Negotiation Agreement (“ENA”) and with initial compliance
activities pursuant to AB 1486 (“Surplus Land Act” or “SLA”) regarding the potential reuse
and/or redevelopment of the Property, which may include the development of hospitality and/or
other potential uses (e.g., residential). Client is requesting ongoing pre-sale/disposition real
estate advisory/technical services to continue to identify, evaluate, and ultimately to assist in
negotiation of a preferred commercially viable development transaction supported by the
necessary compliance activities pursuant to the Surplus Land Act for the subject Property.
II. SCOPE OF SERVICES
Approach to Scope of Services: The prospective assignment and consulting services that
Kosmont will provide will be of a relatively limited scope and duration, and advisory in nature.
Kosmont will be making recommendations only, which advise the Client, including its elected
officials, appointed officials and staff, which they can accept or reject. None of Kosmont staff
will act in a capacity as an elected official, nor appointed official, nor as staff, nor as serving in
a "designated" position.
Task 1: Surplus Land Act (SLA) Process - N.O.A.
Kosmont will coordinate the Notice of Availability (“NOA”) solicitation process
required by the SLA for the Property, which requires a 60-day noticing period.
Task 2: SLA Respondent Due Diligence/Public-Private Negotiations
The SLA requires that the Client negotiate in good faith with respondents that
submitted a notice of interest for a period of 90 days. Kosmont can assist /
coordinate with City Attorney in reviewing notices of interest, evaluating
proposals/offers submitted, and/or public-private transaction
structuring/negotiations as may be required with the respondents for the
sale/disposition of the Property.
Task 3: Project Due Diligence and Viability Activities
Assist City in requesting and reviewing project-based materials as related to
the transaction structure and documentation including market information and
reports, sale comparables, pro forma schedules, entitlement requirements,
site development and parking conditions, and/or similar information.
Task 4: ENA/Disposition and Development Agreement Negotiation Assistance
In coordination with City/City Attorney, work with the developer to ensure
ongoing compliance with ENA terms and timing of deliverables, receipt of
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ATTACHMENT 1
deposits, transaction timeframes and extensions as may be considered, and
schedule of performance.
Assist and coordinate with the City/City Attorney regarding
processes/requirements/deadlines as pertaining to this transaction including
the Disposition and Development Agreement and in accordance with the
Surplus Land Act.
As needed and as mutually agreed upon between Consultant and City, assist
City/City Attorney with third party negotiation of relevant business terms.
Future Task 5: Real Estate Brokerage Services
Kosmont Real Estate Services dba Kosmont Realty (KR), is a full-service real estate
brokerage firm licensed in the State of California (DRE License # 02058445). KR will
be paid for this task by a real estate commission upon the close of any sales
transaction for the Property in accordance with an Exclusive Authorization to Sell
including:
Execute on potential alternatives /approaches to achieve interest in the
property/opportunity, including stakeholder/marketing outreach materials, as
may be determined necessary, in connection with the sale and disposition of
the entire site and/or portions of the subject Property, as appropriate.
Coordinate with the selected escrow and title company. Prepare required
disclosures and coordinate activities related to the potential transaction to
effectuate the sale of the Property on a basis that seeks to maximize the long-
term economic impact to the City and achieve consistency with the City’s vision
and any other overlapping planning documentation and efforts.
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ATTACHMENT 1
Exhibit “B”-1
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Exhibit “B”-1
EXHIBIT "B"
Kosmont Companies
2023 Fee Schedule
Professional Services
Chairman & CEO $445.00/hour
President $385.00/hour
Sr. Vice President/Sr. Advisor/Sr. Managing Director $350.00/hour
Vice President/Project Advisor $225.00/hour
Senior Project Analyst $195.00/hour
Project Analyst/Project Research $165.00/hour
Assistant Project Analyst/Assistant Project Manager $125.00/hour
Project Promotion/Graphics/GIS Mapping Services $ 95.00/hour
Clerical Support $ 70.00/hour
Additional Expenses
In addition to professional services (labor fees):
1) An administrative fee for in-house copy, fax, phone, postage costs, digital/technological
support and related administrative expenses will be charged, which will be computed at
four percent (4.0 %) of monthly Kosmont Companies professional service fees incurred;
plus
2) Out-of-pocket expenditures, such as travel and mileage, professional printing, and delivery
charges for messenger and overnight packages will be charged at cost.
3) Project/Market data sources for support of evaluation and analysis e.g., ESRI, Placer.ai,
CoStar/STR, IMPLAN, ParcelQuest and other based on quoted project cost.
4) If Kosmont retains Third Party Vendor(s) for Client (with Client’s advance approval), fees
and cost will be billed to Client at 1.1X (times) fees and costs.
5) Consultant’s attendance or participation at any public meeting, whether such participation
is in person, digital, video and/or telephonic (e.g., City Council, Planning Commission,
Public Agency Board, other) requested by Client and are beyond those specifically
identified in the Scope of Work will be billed at the professional services (hourly) fees as
shown on this Attachment A.
Charges for Court/Deposition/Expert Witness-Related Appearances
Court-related (non-preparation) activities, such as court appearances, depositions, mediation,
arbitration, dispute resolution and other expert witness activities, will be charged at a court
rate of 1.5 times scheduled rates, with a 4-hour minimum.
Rates shall remain in effect until December 31, 2023.
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Kosmont Realty
Mailing Address: 1601 N. Sepulveda Blvd., #382 (424) 297-1076 Physical Address: 2301 Rosecrans Ave., Ste. 4140
Manhattan Beach, CA 90266 www.kosmontrealty.com El Segundo, CA 90245 90245
December 23, 2022
Ms. Whitney McDonald
City Manager
City of Arroyo Grande
300 E. Branch St.
Arroyo Grande, CA 93420
Re: Proposal for Real Estate Advisory and Brokerage Services
Dear Ms. McDonald,
Kosmont Real Estate Services dba Kosmont Realty, a licensed California brokerage firm (#02058445),
(“KR” or “Broker”) is pleased to present this proposal to the City of Arroyo Grande (“City” or “Client”) for
pre-disposition real estate advisory/due-diligence services and brokerage services in connection with the
future sale and disposition of an approximately 4.26-acre property located at 400 West Branch Street in
the City (“Property”).
This proposal serves as an agreement (“Agreement”) when executed and returned by Client to KR.
I. BACKGROUND AND OBJECTIVE
Kosmont Companies (KC) has assisted the City on a hotel market analysis, business / developer
attraction, and initial public-private partnership with a hotel developer under an Exclusive Negotiation
Agreement (“ENA”) and with initial compliance activities pursuant to AB 1486 (“Surplus Land Act” or
“SLA”) regarding the potential reuse and/or redevelopment of the Property, which may include the
development of hospitality and/or other potential uses (e.g., residential).
Client is requesting ongoing pre-sale/disposition real estate advisory/technical services by KR, to
continue to identify, evaluate, and ultimately to negotiate a preferred commercially viable development
transaction supported by the necessary compliance activities pursuant to the Surplus Land Act for the
subject Property. In pursuit of these activities, upon execution, KR proposes to perform follow-on advisory
services as identified in Tasks 1-4 below.
To the extent a preferred concept and the lead developer(s) can move forward with acquisition and
development of the subject Property, then pursuant to Task 4, KR will provide real estate brokerage
services in connection with the sale of the Property including: ongoing marketing and collaboration with
developers for the entire Property; evaluation of developer(s) financial capacity to properly execute the
project ; evaluation of track record and relevant prior performance and related due diligence; structuring
ATTACHMENT 2
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City of Arroyo Grande
Real Estate Advisory and Brokerage Services
December 23, 2022
Kosmont Realty 2 | P a g e
(424) 297-1076
www.kosmontrealty.com
and negotiation of Purchase and Sale documentation; coordination of escrow and site due diligence
activities as necessary to close the transaction.
The advantages of working with KR is our multi-faceted expertise and hands-on knowledge of pre-
development market conditions and purchase and sale transactions, in conjunction with our extensive
brokerage experience, a primary focus of which is the disposition of public agency assets. KR’s in-depth
knowledge of real estate transactions between public agencies and private parties can deliver preferable
outcomes for the City. KR has access to a broad base of real estate experts and market/financial
transaction data as pertaining to municipal/former RDA property deals that other brokerage firms typically
do not offer.
Accordingly, KR proposes the following Scope of Services.
II. SCOPE OF SERVICES
Approach to Scope of Services: The prospective assignment and consulting services that KR will provide
will be of a relatively limited scope and duration, and advisory in nature. KR will be making
recommendations only, which advise the Client, including its elected officials, appointed officials and
staff, which they can accept or reject. None of KR or Kosmont Companies staff will act in a capacity as
an elected official, nor appointed official, nor as staff, nor as serving in a "designated" position.
Task 1: Surplus Land Act (SLA) Process - N.O.A.
KR will coordinate and manage the Notice of Availability (“NOA”) solicitation process required by
the SLA for the Property, which requires a 60-day noticing period set to expire on January 31,
2023.
Task 2: SLA Respondent Due Diligence/Public-Private Negotiations
The SLA requires that the Client negotiate in good faith with respondents that submitted a notice
of interest for a period of 90 days. KR can assist with reviewing notices of interest, evaluating
proposals/offers submitted, and/or public-private transaction structuring/negotiations as may be
required with the respondents for the sale/disposition of the Property.
If requested, KR can assist the Client with a presentation to the City Council that will seek
authorization to proceed with any prospective transactions (as mutually agreed upon between
Client and KR).
Task 3: Project Due Diligence and Viability Activities
Assist City in requesting and reviewing project-based materials as related to the transaction
structure and documentation including market information and reports, sale comparables, pro
forma schedules, entitlement requirements, site development and parking conditions, and/or
similar information.
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Real Estate Advisory and Brokerage Services
December 23, 2022
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(424) 297-1076
www.kosmontrealty.com
Task 4: ENA/Disposition and Development Agreement Negotiations
In coordination with City/City Attorney, work with the developer to ensure ongoing compliance
with ENA terms and timing of deliverables, receipt of deposits, transaction timeframes and
extensions as may be considered, and schedule of performance.
Assist and coordinate with the City/City Attorney regarding processes/requirements/deadlines as
pertaining to this transaction including the Disposition and Development Agreement and in
accordance with the Surplus Land Act.
As needed and as mutually agreed upon between KR and City, assist City/City Attorney with third
party negotiation of relevant business terms.
Task 5: Real Estate Brokerage Services
KR is a full-service real estate brokerage firm licensed in the State of California (DRE License #
02058445). KR will be paid for this task by a real estate commission upon the close of any sales
transaction for the Property in accordance with the Exclusive Authorization to Sell in Attachment B to this
proposal:
Execute on potential alternatives /approaches to achieve interest in the property/opportunity,
including stakeholder/marketing outreach materials, as may be determined necessary, in
connection with the sale and disposition of the entire site and/or portions of the subject Property,
as appropriate.
Coordinate with the selected escrow and title company. Prepare required disclosures and
coordinate activities related to the potential transaction to effectuate the sale of the Property on a
basis that seeks to maximize the long-term economic impact to the City and achieve consistency
with the City’s vision and any other overlapping planning documentation and efforts.
III. SCHEDULE AND REQUIRED DATA
Consultant is prepared to commence work upon receipt of executed Agreement.
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Real Estate Advisory and Brokerage Services
December 23, 2022
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(424) 297-1076
www.kosmontrealty.com
IV. COMPENSATION
Compensation for Tasks 1 through 4 is estimated at $25,000 for professional services (hourly) fees at
KR’s billing rates as shown on Attachment A. Future increases in budget will require approval by Client
in advance. Budget may be increased by Client at any time.
Compensation for Task 5 would consist of (1) the higher of a six (6) percent commission of the gross
sales price or independently appraised value or (2) a minimum commission amount of $125,000,
whichever is greater. Compensation for Task 5 shall require Client approval of Attachment B, which is an
Exclusive Authorization to Sell Agreement by and between KR and the Client and includes Exhibit A:
Schedule of Commission, which in the aggregate comprise and are heretofore referred to as “Attachment
B.”
KR anticipates a single consolidated round of Client comments and revisions on draft work product before
Kosmont provides a final version of work product. If necessary, additional rounds of comments and
revisions can be accommodated on an hourly basis.
KR’s attendance or participation at any publicly noticed meeting, whether such participation is in person,
digital, video and/or telephonic (e.g., City Council, Planning Commission, Public Agency Board, other),
as requested by Client is in addition to compensation for Tasks 1 through 4 and will be billed at the
professional services (hourly) fees as shown on Attachment A.
Services will be invoiced monthly at KR’s standard billing rates, as shown on Attachment A. In addition
to professional services (hourly) fees, invoices will include reimbursement for out-of-pocket expenses
such as travel and mileage (provided that there shall be no overnight travel without the Client’s prior
approval and that mileage shall be reimbursed at the current IRS mileage reimbursement rate),
professional printing, conference calls, and delivery charges for messenger and overnight packages at
actual cost. Unless otherwise agreed to in advance, out-of-area travel, if any, requires advance funding
of flights and hotel accommodations.
KR will also include in each invoice an administrative services fee to cover in-house copy, fax, telephone
and postage costs equal to four percent (4.0%) of KR’s monthly professional service fees incurred. Any
unpaid invoices after 30 days shall accrue interest at the rate of 10% per annum.
For the convenience of Kosmont’s clients, we offer a secure credit card payment service. The credit card
payment link is: https://kosmont.paidyet.com and there are two ways to make a secure credit card
payment:
1. Fill in the “Make a Payment” form when you go to the link (https://kosmont.paidyet.com), or
2. Call Kosmont Companies’ accounting desk (Ms. Reny Sultan; (424) 297-1072) to make a credit
card payment
KR is prepared to commence work upon receipt of executed Agreement.
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Real Estate Advisory and Brokerage Services
December 23, 2022
Kosmont Realty 5 | P a g e
(424) 297-1076
www.kosmontrealty.com
DISCLOSURE: Compensation for possible future transaction-based services or consulting
services.
The following is being provided solely as an advance disclosure of possible real estate consulting and
finance services and potential compensation for such services. This disclosure is not intended to commit
the Client.
When assignments involve public finance services on behalf of a public agency, such municipal advisory
services are provided by Kosmont Financial Services (KFS). KFS is an independent Registered Municipal
Advisor with the Securities and Exchange Commission and the Municipal Securities Rulemaking Board.
SEC registration does not constitute an endorsement of the firm by the Commission or state securities
regulators.
When assignments involve advisory services provided by Kosmont & Associates, Inc., dba Kosmont
Companies (“KC”), a separate proposal and hourly rate sheet will be provided.
V. OTHER PROVISIONS
A. Termination. Client or Consultant shall have the right to terminate this Agreement at any time
upon written notification to the other party. Payment for fees accrued through the date of termination
shall be remitted in full.
B. Arbitration. Any controversy or claim arising out of or in relation to this Agreement, or the making,
performance, interpretation or breach thereof, shall be settled by arbitration at JAMS in Los Angeles,
California. Each of the parties to such arbitration proceeding shall be entitled to take up to five
depositions with document requests. The provisions of Section 1283.05 (except subdivision (e) thereof)
of the California Code of Civil Procedure are incorporated by reference herein, except to the extent they
conflict with this Agreement, in which case this Agreement is controlling. If the matter is heard by only
one arbitrator, such arbitrator shall be a member of the State Bar of California or a retired judge. If the
matter is heard by an arbitration panel, at least one member of such panel shall be a member of the State
Bar of California or a retired judge. The arbitrator or arbitrators shall decide all questions of law, and all
mixed questions of law and fact, in accordance with the substantive law of the State of California to the
end that all rights and defenses which either party may have asserted in a court of competent jurisdiction
shall be fully available to such party in the arbitration proceeding contemplated hereby. The arbitrator
and arbitrators shall set forth and deliver their findings of fact and conclusions of law with the delivery of
the arbitration award. Judgment upon the award rendered shall be final and non-appealable and may be
entered in any court having jurisdiction.
C. Attorneys' Fees. In the event of any legal action, arbitration, or proceeding arising out of an
alleged breach of this Agreement, the party prevailing in such legal action, arbitration, or proceeding shall
be entitled to recover reasonable attorneys' fees, expenses and costs, as well as all actual attorneys'
fees, expenses and cost incurred in enforcing any judgment entered.
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Real Estate Advisory and Brokerage Services
December 23, 2022
Kosmont Realty 6 | P a g e
(424) 297-1076
www.kosmontrealty.com
D. Authority. Each of the parties executing this Agreement warrants that persons duly authorized to
bind each such party to its terms execute this Agreement.
E. Further Actions. The parties agree to execute such additional documents and take such further
actions as may be necessary to carry out the provisions and intent of this Agreement.
F. Assignment. Neither this Agreement nor any of the rights or obligations hereunder may be
assigned by either party without the prior written consent of the other party.
G. Successors and Assigns. This Agreement shall be binding upon and inure to the benefit of the
parties hereto and their respective successors and assigns.
H. Entire Agreement; Amendments and Waivers. This Agreement contains the entire agreement
between the parties relating to the transactions contemplated hereby and any and all prior discussions,
negotiations, commitments and understanding, whether written or oral, related hereto are superseded
hereby. No addition or modification of any term or provision of this Agreement shall be effective unless
set forth in writing signed by both parties. No waiver of any of the provisions of this Agreement shall be
deemed to constitute a waiver of any other provision hereof (whether or not similar), nor shall such waiver
constitute a continuing waiver of such provisions unless otherwise expressly provided. Each party to this
Agreement has participated in its drafting and, therefore, ambiguities in this Agreement will not be
construed against any party to this Agreement.
I. Severability. If any term or provision of this Agreement shall be deemed invalid or unenforceable,
the remainder of this Agreement shall not be affected thereby, and each remaining term and provision of
this Agreement shall be valid and in force to the fullest extent permitted by law.
J. Notices. All notices, requests, demands and other communications which may be required under
this Agreement shall be in writing and shall be deemed to have been received when transmitted; if
personally delivered, if transmitted by telecopier, electronic or digital transmission method, upon
transmission; if sent by next day delivery to a domestic address by a recognized overnight delivery service
(e.g., Federal Express), the day after it is sent; and if sent by certified or registered mail, return receipt
requested, upon receipt. In each case, notice shall be sent to the principal place of business of the
respective party. Either party may change its address by giving written notice thereof to the other in
accordance with the provisions of this paragraph.
K. Titles and Captions. Titles and captions contained in this Agreement are inserted only as a matter
of convenience and for reference and in no way define, limit, extend or describe the scope of this
Agreement or the intent of any provision herein.
L. Governing Law. The statutory, administrative and judicial law of the State of California (without
reference to choice of law provisions of California law) shall govern the execution and performance of
this Agreement.
M. Confidentiality. Each of the parties agrees not to disclose this Agreement or any information
concerning this Agreement to any persons or entities, other than to their attorneys and accountants, or
as otherwise may be required by law.
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Real Estate Advisory and Brokerage Services
December 23, 2022
Kosmont Realty 7 | P a g e
(424) 297-1076
www.kosmontrealty.com
N. Counterparts. This Agreement may be executed in one or more counterparts, each of which
constitutes an original, and all of which together constitute one and the same instrument. The signature
of any person on a telecopy of this Agreement, or any notice, action or consent taken pursuant to this
Agreement shall have the same full force and effect as such person's original signature.
O. Disclaimer. Consultant’s financial analysis activities and work product, which may include but
is not limited to pro forma analysis and tax projections, are projections only. Actual results may differ
materially from those expressed in the analysis performed by Consultant due to the integrity of data
received, market conditions, economic events and conditions, and a variety of factors that could
materially affect the data and conclusions. Client’s reliance on Consultant’s analysis must consider the
foregoing.
Consultant services outlined and described herein are advisory services only. Any decisions or actions
taken or not taken by Client and affiliates, are deemed to be based on Client’s understanding and by
execution of this Agreement, acknowledgement that Consultant’s services are advisory only and as such,
cannot be relied on as to the results, performance and conclusions of any investment or project that
Client may or may not undertake as related to the services provided including any verbal or written
communications by and between the Client and Consultant.
Client acknowledges that Consultant's use of work product is limited to the purposes contemplated within
this Agreement. Consultant makes no representation of the work product's application to, or suitability for
use in, circumstances not contemplated by the scope of work under this Agreement.
P. Limitation of Damages. In the event Consultant is found liable for any violation of duty, whether
in tort or in contract, damages shall be limited to the amount Consultant has received from Client.
Q. Force Majeure. Consultant shall not be liable for failure or delay in performance of its obligations
under this Agreement arising out of or caused, directly or indirectly, by significant circumstances beyond
its reasonable control, including, without limitation: epidemic; acts of God; earthquakes; fires; floods;
wars; civil or military disturbances; acts of terrorism; sabotage; strikes; riots; wide-spread power failures
and wide-spread internet failure. Contractual performance and deadline(s) shall be extended for a
period equal to the time lost by reason of the delay.
R. Expiration of Proposal for Services. If this Agreement is not fully executed by the parties within
thirty (30) days from the date of this letter, this proposal shall expire.
S. Not an agreement for Legal Services or Legal Advice. This Agreement does not constitute an
agreement for the performance of legal services or the provision of legal advice, or legal opinion. Client
should seek independent legal counsel on matters for which Client is seeking legal advice.
[ signature page follows]
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Real Estate Advisory and Brokerage Services
December 23, 2022
Kosmont Realty 8 | P a g e
(424) 297-1076
www.kosmontrealty.com
VI. ACCEPTANCE AND AUTHORIZATION
If this Agreement is acceptable to Client, please execute two copies of the Agreement and return both
originals to Kosmont Realty. Upon receipt of both signed contracts, we will return one fully executed
original for your files. Kosmont will commence work upon receipt of executed Agreement.
Read, understood, and agreed to this
____ Day of _______________ 2023
City of Arroyo Grande Kosmont Real Estate Services
doing business as “Kosmont Realty”
By: _________________________ By: _________________________
(Signature) (Signature)
Name: Name: Larry J. Kosmont, CRE®
(Print Name)
Its: Its: President
(Title)
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Real Estate Advisory and Brokerage Services
December 23, 2022
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(424) 297-1076
www.kosmontrealty.com
ATTACHMENT A
Kosmont Realty
2023 Fee Schedule
Professional Services
Chairman & CEO / President $445.00/hour
Senior Managing Director/Senior Advisor $350.00/hour
Managing Director $225.00/hour
Senior Director / Senior Project Analyst $195.00/hour
Director / Project Analyst / Project Manager $165.00/hour
Project Promotion/Graphics/GIS Mapping Services/Research $ 95.00/hour
Clerical Support $ 70.00/hour
Additional Expenses
In addition to professional services (labor) fees:
1) An administrative fee for in-house copy, fax, phone, postage costs, digital/technological support
and related administrative expenses will be charged, which will be computed at four percent
(4.0 %) of monthly Kosmont Realty Corporation professional service fees incurred; plus
2) Out-of-pocket expenditures, such as travel and mileage, professional printing, and delivery
charges for messenger and overnight packages will be charged at cost.
3) Project/Market data sources for support of evaluation and analysis e.g., ESRI, Placer.ai,
CoStar/STR, IMPLAN, ParcelQuest and other based on quoted project cost.
4) For Third Party Vendor(s) retained on behalf of Client (with Client’s advance approval), fees and
costs will be billed to Client at 1.1X (times) fees and costs.
5) Consultant’s attendance or participation at any public meeting, whether such participation is in
person, digital, video and/or telephonic (e.g., City Council, Planning Commission, Public Agency
Board, other) requested by Client and are beyond those specifically identified in the Scope of
Work will be billed at the professional services (hourly) fees as shown on this Attachment A.
Charges for Court/Deposition/Expert Witness-Related Appearances
Court-related (non-preparation) activities, such as court appearances, depositions, mediation,
arbitration, dispute resolution and other expert witness activities, will be charged at a court rate of 1.5
times scheduled rates, with a 4-hour minimum.
Rates shall remain in effect until December 31, 2023.
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ATTACHMENT B
EXCLUSIVE AUTHORIZATION TO SELL AGREEMENT
The Exclusive Authorization to Sell incorporates, by reference, the following attached documents:
Exhibit A: Schedule of Commissions
The City of Arroyo Grande (“Owner” or “Seller”) hereby grants to Kosmont Real Estate Services, doing
business as Kosmont Realty (“Broker”) the exclusive right to sell the subject properties known and
shown/listed below:
1. 400 West Branch Street (APNs: 007-011-055, 007-011-056)
(“Properties”) for a period commencing on _________________ and ending at midnight on
______________________.
The price and terms of the sale shall be as follows:
In consideration of this Authorization and Broker’s agreement to diligently pursue the procurement of a
purchaser for the Properties, or a purchaser and lessees for the Properties, Owner agrees to pay Broker
a commission as set forth in the attached Schedule of Commissions, which is made a part of this
Agreement.
Owner shall pay said commission to Broker if: (a) the Properties or any interest therein is sold, transferred
or conveyed by or through a Broker, Owner or any other party prior to the expiration of this Authorization
or any extension hereof; or (b) a purchaser is procured by or through Broker, Owner or any other party
who is ready, willing and able to purchase the Properties or any interest therein on terms reasonably
acceptable to Owner prior to the expiration of this Authorization or any extension hereof; or (c) any
contract for the sale, transfer or conveyance of the Properties or any interest therein is made directly by
Owner prior to the expiration of this Authorization or any extension hereof; or (d) the Properties are
withdrawn from sale without the written consent of Broker or made unmarketable by Owner’s voluntary
act during the term of this Authorization or any extension hereof; or (e) within one hundred eighty (180)
days after the expiration of this Authorization or any extension hereof, the Properties or any interest
therein is sold, transferred, or conveyed to any person or entity with whom Broker has negotiated or to
whom Broker has exposed or shown the Properties prior to such expiration in an effort to effect a
transaction provided that such buyer, person or entity to whom Broker has negotiated with or has shown
the Properties has been clearly and expressly identified in writing on such list which Broker shall have
mailed to Owner at the address below stated within thirty (30) days following such expiration.
If during the terms of this authorization or any extension hereof an escrow is opened or negotiations
involving the sale, transfer, or conveyance of the Properties has commenced and is continuing, then the
term of this Authorization shall be extended for a period through the closing of such escrow, the
termination of such negotiations or the consummation of such transaction, provided this authorization
would otherwise have expired during such period.
Owner agrees that Broker shall be included as a party to any escrow opened for the sale of the Properties
and the terms of said escrow shall provide that Broker shall have the right to request the escrow holder
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to make payment to Broker in the amount of Broker’s commission as set forth on the Schedule of
Commissions attached hereto from any sale proceeds and/or deposits held in escrow.
Owner agrees to cooperate with Broker in effecting a sale of the Properties and immediately to refer to
Broker all inquiries of any party interested in the Properties. All negotiations are to be through Broker.
Owner agrees to pay all customary escrow, title and revenue charges and to execute such documents
as may be necessary to affect a sale of the Properties. Broker is authorized to accept a deposit from any
prospective purchaser. Broker is further authorized to advertise the Properties and shall have the
exclusive right to place a sign or signs on the Properties if, in Broker’s opinion, such would facilitate the
sale or leasing thereof.
It is understood that it is illegal for either Owner or Broker to refuse to present, sell to any person because
of race, color, religion, national origin, sex, marital status or physical disability.
Owner warrants that it is the owner of record of the Properties or has the legal authority to execute this
Authorization. Owner agrees to hold Broker harmless from any liability or damages arising from any
incorrect information supplied by Owner or any information which Owner fails to supply. Owner
acknowledges receipt of a copy of this Authorization and the attached Schedule of Commissions, which
Owner has read and understands.
DISPUTE RESOLUTION.
Broker and Owner agree to attempt to resolve any claim or controversy by submission to non-
binding mediation. Mediation shall be commenced by providing the opposing party with a written
notice of the dispute or claim within 30 days of the event giving rise to the dispute or claim or
within 30 days after discovery of the conditions giving rise to the dispute or claim, whichever is
later. The written notice to the other party shall summarize the basis of the dispute or claim and
describe the relief sought. Within 15 calendar days thereafter, if the parties have not reached a
mutually satisfactory resolution, the disputing party shall have 15 additional calendar days to
submit the dispute to non-binding mediation at the offices of Judicial Arbitration & Mediation
Services, Inc. (JAMS) in the county where the Property is located. The parties may agree on a
retired judge from the JAMS panel as a mediator. If the parties are unable to agree, JAMS will
provide a list of three (3) available judges and each party may strike one. The remaining judge
will serve as the mediator. Within 15 calendar days of commencement of mediation, each party
agrees to produce any and all documents relied upon to prove or defend their claims. The
assessment of the mediator shall be an appealable result, but only if the appealing party files a
court action within 30 days after the mediator’s assessment is rendered. Each party shall bear
its own costs of mediation including its own attorneys’ fees and related costs, and each party
shall pay an equal share of the costs of the mediator’s fees and expenses.
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By signing below, Seller and Buyer acknowledge that they have read, understand, accept and have
received a copy of this Agreement.
Owner:
City of Arroyo Grande
Broker:
Kosmont Real Estate Services, a
California corporation
CA DRE #: 02058445
By:
___________________________
By:
___________________________
Date:
___________________________
Date:
___________________________
Address:
300 East Branch Street
Arroyo Grande, CA 93420
Address:
1601 N. Sepulveda Blvd., #382
Manhattan Beach, CA 90266
Telephone:
___________________________
Telephone:
(424) 297-1070___________
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EXCLUSIVE AUTHORIZATION TO SELL
EXHIBIT A
SCHEDULE OF COMMISSIONS (for Brokerage Services)
Kosmont Real Estate Services, doing business as Kosmont Realty (“Broker”) is hereby employed
as the agent for the City of Arroyo Grande (“Owner” or “Seller”) in connection with the:
Sale Lease Sublease Other
of that certain Property owned by the Owner and referred to by Owner as:
1. 400 West Branch Street (APNs: 007-011-055, 007-011-056)
(hereinafter referred to as “Properties”).
Owner agrees to pay Broker, in consideration for their brokerage services relative to the above
referenced Properties, a commission computed as follows:
A. SALES, EXCHANGES, AND OTHER TRANSFERS
1. Vacant Real Property: 6% of the gross sales price or independently appraised value of the
parcel or a minimum commission of $125,000, whichever is greater. For a ground lease, 4%
of the total base rent for the first thirty (30) years of the term of the lease; or a minimum
commission amount as mutually agreed upon between Client and KR, whichever is greater.
2. Improved Real Property: 6% of the gross sales price or independently appraised value
of the parcel, whichever is greater. Additionally, for any lease negotiated, 6% of lease rate for
initial term and 3% for subsequent lease periods and options.
3. Commissions shall be paid through escrow upon the closing of sales and exchange
transactions; absent an escrow; commissions shall be paid upon recordation of a deed or
upon delivery of such deed or other conveyance if recordation is deferred more than one
month thereafter. In the event of a contract or agreement of sales, joint venture agreement,
business opportunity or other transaction not involving the delivery of a deed, commissions
shall be paid upon execution and delivery of the instrument of conveyance or
establishment of the entitlement of ownership.
Miscellaneous:
The provisions hereof are subject, however, to the terms and provisions of any Exclusive Authorization
to Sell to which this Schedule may be attached, and which is executed by the parties hereto.
The parties hereto intend for this Exclusive Authorization to Sell and Schedule of Commissions to
satisfy the requirements of the Civil Code, Business and Professions Code, and regulatory
requirements relative to verifying Broker’s authority to act on behalf of Owner and Owner’s obligation
to pay Broker commissions therefore, in accordance herewith.
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In the event Owner fails to make payments within the time limits called for herein, then from the date
due until paid the delinquent payment shall bear interest at the rate of 10% per annum.
By signing below, Owner and Broker acknowledge that they have read, understand, accept and have
received a copy of this Agreement.
Owner:
City of Arroyo Grande
Broker:
Kosmont Real Estate Services, a
California corporation
CA DRE #: 02058445
By:
___________________________
By:
___________________________
Date:
___________________________
Date:
___________________________
Address:
300 East Branch Street
Arroyo Grande, CA 93420
Address:
1601 N. Sepulveda Blvd., #382
Manhattan Beach, CA 90266
Telephone:
___________________________
Telephone:
(424) 297-1070___________
Page 96 of 476
Item 9.f.
MEMORANDUM
TO: City Council
FROM: Whitney McDonald, City Manager
Bill Robeson, Assistant City Manager/Public Works Director
BY: Jessica Matson, Legislative & Information Services Director/City Clerk
SUBJECT: Consideration of Authorizing the Display of the LGTBQ+ Pride Flag
During the Month of June 2023 at Heritage Square Park and at City Hall
DATE: May 23, 2023
SUMMARY OF ACTION:
Authorize the display of the LGTBQ+ Pride Flag (“Pride Flag”) at Heritage Square Park
and at City Hall during the month of June 2023 in recognition of LGTBQ+ Pride Month.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There is no financial impact and minimal impact on personnel resources related to
authorizing the display of the Pride Flag.
RECOMMENDATION:
Authorize the display of the Pride Flag during the month of June 2023 at Heritage Square
Park and at City Hall.
BACKGROUND:
On September 22, 2020, the City Council adopted a set of Top 10 Priorities for Fiscal
Year 2020-21 identifying the Council’s major goals. One of the identified priorities was to
“develop and implement a Council-adopted goal to promote diversity, equity, and
inclusion.” A similar goal and priority was included in the Fiscal Year 2022-23 Council
Goals and Priorities adopted with the Fiscal Years 2021-23 Biennial Budget, which stated
a goal to “adopt and implement Diversity, Equity, and Inclusion initiatives.”
In May 2021, the City Council considered and adopted a City Flag Display Policy relating
to the display of flags (Attachment 1). The adopted Flag Display Policy (Attachment 2)
outlines the procedures and standards for the display of flags at City facilities, including
the display of commemorative flags at City Hall and Heritage Square Park. As set forth in
the policy, commemorative flags may only be displayed after being authorized by 4/5
members of the City Council and as an expression of the City’s official sentiments. Upon
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Item 9.f.
City Council
Consideration of Authorizing the Display of the LGTBQ+ Pride Flag During the
Month of June 2023 at Heritage Square Park and at City Hall
May 23, 2022
Page 2
City Council authorization of the display of a commemorative flag, the City will display it
at City Hall and/or Heritage Square Park during the designated period.
Also during the May 25, 2021 City Council meeting, the City Council authorized the
display of the commemorative Pride Flag during the month of June 2021, at Heritage
Square Park, where the first Five Cities Pride Celebration occurred in 2019, and at City
Hall.
At the January 11, 2022 City Council meeting, the City Council adopted Resolution 5142,
which adopted a Diversity, Equity, Inclusion, and Justice Policy (Attachment 3),
acknowledging the City’s commitment to the principles of diversity, equity, inclusion, and
justice and to implement measures to support greater inclusivity for the community.
ANALYSIS OF ISSUES:
City Hall has two flag poles and the City of Arroyo Grande has historically displayed the
United States Flag, the California State Flag, and the Arroyo Grande City Flag. The United
States Flag is also displayed at other City facilities such as the Recreation Services
Building at Elm Street Park and at the Corporate Yard. The Police Station also has three
flag poles that can be used to display flags.
As stated in the adopted Flag Display Policy, the City’s flagpoles are not intended to serve
as a forum for free expression by the public. Rather, the City's flagpoles are to be used
exclusively by the City, where the City Council may display a commemorative flag as a
form of government expression. The City will not display a commemorative flag based on
a request from a third party, nor will the City use its flagpoles to sponsor the expression
of a third party. Instead, the policy states that such flag, as an expression of the City’s
official sentiments, must be requested by a member of the City Council itself.
The Government Speech Doctrine, defined by the United States Supreme Court,
establishes that a government organization, such as the City of Arroyo Grande, may
advance its own expression without requiring viewpoint neutrality when the government
itself is the speaker, so long as its expression does not show religious preference or
encourage a certain vote in an election. Therefore, the City could act, based on the Policy,
to display a commemorative flag as a form of government expression, so long as the
commemorative flag does not show religious preference or encourage a certain vote in
an election. Consequently, if the City Council authorizes display of a commemorative flag,
the display of the commemorative flag would be an exercise of government expression,
where the City is the speaker (i.e., government speech).
Council Members Barneich and Mayor Ray Russom have requested that the City Council
consider authorizing the display of the commemorative Pride Flag. According to the
Library of Congress, Lesbian, Gay, Bisexual and Transgender Pride Month (“LGBTQ+
Pride Month”) is currently celebrated each year in the month of June to honor the 1969
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Item 9.f.
City Council
Consideration of Authorizing the Display of the LGTBQ+ Pride Flag During the
Month of June 2023 at Heritage Square Park and at City Hall
May 23, 2023
Page 3
Stonewall riots in New York City. The Stonewall riots were a tipping point for the Gay
Liberation Movement in the United States. In the United States, the last Sunday in June
was initially celebrated as “Gay Pride Day,” although the actual day was flexible.
Eventually, in major cities across the nation, “Gay Pride Day” grew to encompass a
month-long series of events. Today, celebrations include pride parades, picnics, parties,
workshops, symposia and concerts. Memorials are also held for those members of the
community who have been lost to hate crimes or HIV/AIDS. The purpose of the
commemorative month is to recognize the impact that lesbian, gay, bisexual, transgender,
and queer individuals have had on history locally, nationally, and internati onally. Display
of the Pride Flag is consistent with the adopted Diversity, Equity, Inclusion, and Justice
Policy and the Fiscal Year 2022-23 Council Goals and Priorities. If approved by at least
four Council Members, this will be the third consecutive year that the City has displayed
the Pride Flag during the month of June.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Authorize the display of the Pride Flag at Heritage Square Park and at City Hall
during the month of June, 2023.
2. Do not authorize display of the Pride Flag; or
3. Provide other direction to staff.
ADVANTAGES:
Authorizing display of the Pride Flag in recognition of LGTBQ+ Pride Month will
commemorate an important social movement. The display of the Pride Flag also
demonstrates the City’s commitment to diversity, equity, inclusion, and justice.
DISADVANTAGES:
No disadvantages have been identified.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachments:
1. May 25, 2021 Staff Report
2. Resolution 5083 – Adopting a Policy on Display of Flags
3. Resolution 5142 - Adopting a Diversity, Equity, Inclusion and Justice Policy
Page 99 of 476
ATTACHMENT 1
Attachment 1 is available as a link:
May 25, 2021 Staff Report
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ATTACHMENT 2
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RESOLUTION NO. 5142
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE ADOPTING A DIVERSITY, EQUITY,
INCLUSION, AND JUSTICE POLICY
WHEREAS, it is the mission of the City to make Arroyo Grande the best place possible
for everyone who lives, works, and visits; and
WHEREAS, the City is committed to supporting diversity, equity, inclusion, and justice, in
all facets of society; and
WHEREAS, the City of Arroyo Grande does not currently have a policy specifically stating
its commitment to diversity, equity, inclusion, and justice; and
WHEREAS, the City Council desires to establish a diversity, equity, inclusion, and justice
DEIJ) policy that provides guidance and standards for the City to model and implement
the aforementioned objectives within the community and the City organization; and
WHEREAS, in adopting this policy, the City Council declares that it is vital to assume the
responsibility to face the challenges and seize opportunities created by diversity, and to
identify opportunities in policies, regulations, and guidance to address systemic
inequities.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Arroyo Grande
that:
1. All recitals set forth and above, are true, correct and incorporated herein.
2. The Diversity, Equity, Inclusion, and Justice (DEIJ) Policy, attached hereto as
Exhibit A and incorporated herein, is hereby adopted.
3. This Resolution shall be effective immediately upon its adoption.
On motion of Council Member Storton, seconded by Council Member Paulding, and on
the following roll call vote, to wit:
AYES: Council Members Storton, Paulding, Barneich, George, and Mayor Ray Russom
NOES: None
ABSENT: None
the foregoing Resolution was passed and adopted this 11th day of January, 2022.
ATTACHMENT 3
Page 108 of 476
RESOLUTION NO. 5142
PAGE 2
CAREN R USSOM, MAYOR
ATTEST:
JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
te •
WHITNEY MC,IDONALD, 11TY MANAGER
APPROVED AS TO FORM:
C
TIMOTHY J. CARMEL, CITY ATTORNEY
Page 109 of 476
Exhibit A
CITY OF ARROYO GRANDE
DIVERSITY, EQUITY, INCLUSION, AND JUSTICE POLICY
POLICY:
The City is committed to supporting diversity, equity, inclusion, and justice (DEIJ) in all
facets of society, the principles of which include fairness of treatment, recognition of
rights, acceptance of responsibilities, commitment to equity and justice, and dedication to
expanding opportunities for all. The mission of the City is to make Arroyo Grande the best
place possible for everyone who lives, works, and visits here. Valuing diversity is a core
City principle that will be practiced and communicated at all levels of the organization.
PURPOSE:
Members of our community face challenges and opportunities related to their race,
religion, gender, ethnicity, language, age, sexual orientation and gender identity,
socioeconomic background, and diverse abilities. It is important for members of our
community and the City as a whole to assume the responsibility of facing the challenges
and seizing the opportunities created by diversity, and to identify opportunities in policies,
regulations, and guidance to address systemic inequities.
Inclusion and equity do not seek to 'treat everyone the same,' but recognize that everyone
is different, that there are strengths inherent in those differences, and that people's needs
are met in different ways. This can be as a resident, visitor, City Council Member, City
Advisory Body Member, or employee. Diversity awareness recognizes that each
individual is unique, engendering recognition, respect, and celebration of the added value
that differences bring.
DEFINITIONS:
Diversity
Diversity refers to the variety of similarities and differences between people based on
which they experience advantages or encounter barriers to opportunities, including but
not limited to: gender, gender identity, ethnicity, race, native or indigenous origin, age,
generation, sexual orientation, culture, religion/belief system, marital status, parental
status, socio-economic status, appearance, language and accent, physical and mental
ability, mental health, education, geography, and nationality.
Equity
Equity refers to the consistent and systematic, fair, just, and impartial treatment of all
individuals, seeking to ensure that all people have access to the same opportunities and
resources while recognizing that people do not all start from the same place due to
systemic and individual advantages and barriers.
Page 110 of 476
POLICY #:
DIVERSITY, EQUITY, INCLUSION, AND JUSTICE
PAGE 2
Inclusion
Inclusion seeks to support people with different identities to feel valued and welcomed
within a given setting, including fostering a sense of belonging by centering and amplifying
the voices, perspectives, and styles of those who experience more barriers based on their
identities.
Justice
Justice refers to the practice of directly dismantling barriers to resources and opportunities
in society so that all individuals and communities can live a full and dignified life.
IMPLEMENTATION:
The City is committed to modeling and implementing diversity, equity, inclusion, and
justice within the community and the City organization, and will do so through measures
that include but are not limited to the following:
A. Provide informed, authentic leadership supporting diversity, equity, inclusion, and
justice by:
1. Connecting diversity, equity, inclusion, and justice to the City's mission as critical
principles to ensure the well-being of the City's employees and the community;
2. Acknowledging and dismantling inequities within the City's policies, systems,
programs, and services, including continual review and updates to support ongoing
progress;
3. Embedding language in the City's plans, policies, and goals consistent with the
intent of this Policy to promote diversity, equity, inclusivity, and justice;
4. Exploring potential underlying, unquestioned assumptions that interfere with
diversity, equity, inclusivity, and justice;
5. Advocating for and supporting executive team-level thinking about how systemic
inequities impact the City's work, and how best to address these inequities in a
way that is consistent with the City's mission and this Policy;
6. Challenging assumptions about what it takes to be a strong leader within the City
organization and who is well-positioned to provide leadership;
7. Practicing and encouraging transparent and inclusive communication in all
interactions, including focus on and commitment to reducing and preventing
incidents of prejudice;
8. Committing time and resources to expand diverse leadership opportunities within
the City Council, employees, committees, and advisory bodies, including outreach
to diverse social and professional organizations and publications;
9. Championing diversity, equity, inclusivity, and justice by leading with respect,
awareness, and acceptance;
10.Committing to keeping current on "best practices" that take place in other cities
and government jurisdictions, and partnering with other cities in sharing
information and efforts;
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POLICY #:
DIVERSITY, EQUITY, INCLUSION, AND JUSTICE
PAGE 3
11.Expecting all employees to exemplify this Policy in all workplace interactions and
through everyday practices.
B. Abide by the following to help promote diversity and inclusion in the workplace:
1. Pursue cultural competency throughout the organization by creating substantive
learning opportunities and formal, transparent policies;
2. Pursue and evaluate quantitative and qualitative research related to justice, equity,
diversity, and inclusion initiatives and barriers to guide the implementation of
effective measures;
3. Make incremental, measurable progress toward the visibility of the City's diversity,
equity, inclusion, and justice efforts;
4. Improve the City's cultural leadership pipeline by creating and supporting programs
and policies fostering leadership that reflects the full diversity of American society;
5. Identify and incorporate DEIJ efforts and components in the City's recruitment,
retention, and training efforts;
6. Pool resources and expand offerings for underrepresented communities by
connecting with other organizations committed to DEIJ efforts;
7. Develop and present sessions internally on DEIJ to provide education and
resources and to support full implementation of this Policy;
8. Promote opportunities for organizations, businesses, and advocacy groups to
share information with the City and with each other regarding the changing
realties of the workforce and workplace;
9. Be intentional in bringing awareness and consciousness of bias during the hiring,
promoting, and/or evaluating process and institute practices to increase DEIJ in all
aspects of recruitment and retention;
10.Advocate for public and private-sector policies that DEIJ and challenge systems
and policies that create inequity, oppression, and disparity.
C. Promote inclusive outreach to diverse communities by:
1. Identifying traditionally underrepresented or marginalized communities within the
City and developing and implementing strategies to increase effective
communication and engagement;
2. Regularly conferring with representatives of diversity groups to better understand
and support the community and to ensure ongoing application and review of this
Policy;
3. Work with community partners to support opportunities for professional leadership
and DEIJ training for small businesses within the City;
4. Intentionally incorporate DEIJ initiatives into the City's economic development
efforts, including support for small and diverse businesses;
5. Evaluating barriers to participation in decision-making processes by traditionally
underrepresented or marginalized communities and developing mechanisms to
reduce identified barriers;
6. Fostering an environment of inclusivity in internal and public-facing events,
meetings, and processes through intentional application of this Policy.
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OFFICIAL CERTIFICATION
I, JESSICA MATSON, City Clerk of the City of Arroyo Grande, County of San Luis
Obispo, State of California, do hereby certify under penalty of perjury, that the attached
Resolution No. 5142 was passed and adopted at a regular meeting of the City Council
of the City of Arroyo Grande on the 11th day of January, 2022.
WITNESS my hand and the Seal of the City of Arroyo Grande affixed this 13th day of
January, 2022.
JESSICA MATSON, CITY CLERK
Page 113 of 476
Item 9.g.
MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director
BY: Steve Kahn, Interim City Engineer
SUBJECT: Consideration of the Sidewalk Tile Bands, Tree Well Borders and
Crosswalk Improvements in the Village as Components of the 2022
Concrete Repairs Project
DATE: May 23, 2023
SUMMARY OF ACTION:
Approve the selection of the material, color, and pattern for the replacement of the
sidewalk tile bands, tree well surrounds, and etched/painted asphalt in the crosswalks in
the Village.
After the material and designs have been approved for this component of the 2022
Concrete Repairs Project, the entire Project will be brought back to Council for approval
of the plans, specifications, and estimate and a call for bids. The Project will be
constructed in September and October 2023.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The 2022 Concrete Repair Project (Project) is funded with approximately $470,000 of
Sales Tax Funds and $56,000 of Community Development Block Grant Funds (CDBG),
for a total of $526,000. $414,000 will be used for construction, $41,000 for contingencies
and $71,000 for survey and design. The Project will be managed and inspected by City
staff during construction.
RECOMMENDATION:
1) Approve the selection of Bear Path clay brick pavers in a red flash color, or equal, with
a basketweave pattern in the sidewalk bands and tree well surrounds, and a 90-degree
herringbone pattern in selected crosswalks in the Village of Arroyo Grande; 2) Find the
action exempt from CEQA under a Class 1 Exemption, which applies to which applies to
the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of
existing structures, facilities, mechanical equipment, or topographical features where the
project involves negligible or no expansion of existing or former use (State CEQA
Guidelines, § 15301), and where none of the exce ptions to the Class 1 exemption set
forth in State CEQA Guidelines Section 15300.2 apply.
Page 114 of 476
Item 9.g.
City Council
Consideration of the Sidewalk Tile Bands, Tree Well Borders and Crosswalk
Improvements in the Village as Components of the 2022 Concrete Repairs Project
May 23, 2023
Page 2
BACKGROUND:
The City’s 2022 Concrete Repairs Project (Project) is an annual Capital Improvement
Project designed to repair sidewalk segments that are damaged or displaced in priority
areas such as the Village, safe routes to schools, commercial areas, heavily used
pedestrian areas, and to infill missing sidewalk gaps. The Project has three parts
described below and shown in Attachments 1 and 2 :
Concrete improvements in the Village by replacing tile bands in the sidewalks
and tree wells, the colored asphalt crosswalks and two striped crosswalks on
East Branch Street and Mason Street intersection with a brick paver material.
This part of the Project is the subject of this report (See Attachment 1).
Installation of curb ramps and sidewalk at the intersections of Alder St. and
Farroll Ave. and Alder St. and Sandalwood Ave. This work is funded by
Community Development Block Grant (CDBG) and is an important safe route
to school (See Attachment 1).
Installation and/or repair of missing or damaged sidewalks and under sidewalk
drains various locations of the city (See Attachment 2 for locations and details
of work).
ANALYSIS OF ISSUES:
This report will address the selection of materials and designs to be used in the sidewalk,
tree wells, and crosswalk repairs in the Village along East Branch Street between Traffic
Way and Crown Hill Street, the section of Bridge Street from East Branch Street to Nelson
Street and a small section of Mason Street (Attachment 3).
The sidewalks and tree wells in the Village are currently lined with terracotta tiles. These
tiles have cracked and fractured in many locations throughout the Village requiring
extensive maintenance and frequent repairs (Attachment 4). Additionally, these bands
present slipping hazards when wet and are difficult to replace in -like due to color
differentiations, resulting in an overall inconsistent streetscape. Some crosswalks in the
Village are made of etched and painted asphalt and are worn out and in disrepair. This
Project will replace the tiled bands on the sidewalks, the tiled tree wells and the etched
and painted asphalt crosswalks.
The Village Design Guidelines (“the Guidelines”) objective for the Village Core Downtown
area is to enhance and maintain a compact, active street frontage with commercial uses
that attract pedestrians (Attachment 5). The Guidelines require:
Sidewalks to be constructed using exposed aggregate with brick, stone or tile
bands along Branch Street from Traffic Way to Tally Ho Creek and on Bridge Street
between East Branch Street and Nelson Street.
Street trees and sidewalk planters shall be incorporated where feasible and
pedestrian circulation will not be obstructed.
Landscaping shall retain existing trees and plants as much as possible.
Page 115 of 476
Item 9.g.
City Council
Consideration of the Sidewalk Tile Bands, Tree Well Borders and Crosswalk
Improvements in the Village as Components of the 2022 Concrete Repairs Project
May 23, 2023
Page 3
Many of the historic buildings in the Village are made of bricks that were made of clay
sources from Tally Ho Canyon. The following article was published on September 20,
1886, in the San Luis Obispo Tribune.
Staff and the Project design consultant have used the Village Design Guidelines and
historic building materials used in the Village to select materials that could be used in the
sidewalks, tree wells and crosswalks for this Project. Based on the research and
discussions with the local community, the use of a brick shape and color was selected as
a start of the design. Three brick type material options are:
Colored stamped concrete
Brick pavers made of concrete
Brick pavers made of clay (classic brick style)
Both stamped concrete and brick pavers offer a remedy to the frequent maintenance
issues associated with the current terracotta tiles and painted asphalt cross walks and
should provide net cost savings to the City, as well as reducing liability concerns and
potential trip hazards. Both stamped concrete and brick pavers require routine cleaning
and maintenance (every 3 to 5 years) to remove stains and brick pavers require as
needed maintenance to keep the joints filled with sand. The primary distinctions between
the three alternatives are overall aesthetic qualities and the use of a material that is more
historic and classic in nature.
Stamped Concrete
The stamped concrete would be stamped in a brick shape and pattern and colored a brick
color. The stamped concrete requires resealing approximately every 2 years to keep the
original color. Repairing and replacing stamped concrete is considered more difficult and
costly than bricks due to the process involving the replacement of a contiguous slab rather
Page 116 of 476
Item 9.g.
City Council
Consideration of the Sidewalk Tile Bands, Tree Well Borders and Crosswalk
Improvements in the Village as Components of the 2022 Concrete Repairs Project
May 23, 2023
Page 4
than replacing individually damaged brick pavers. Stamped concrete color options include
Terra Cotta, Baja Red, Brick Red, and Tile Red (See below).
Brick Pavers (Concrete)
Concrete bricks from Air Vol Block that are rated for heavy vehicular loads are available
in Red, Cambria Gold, Red Charcoal or custom colors (see below). Red is the most
traditional choice for brick walkways. The colors should complement the tones and
historic characteristics that define the Village Core, without detracting or competing
visually. In observing the actual color of the red brick concrete paver, the color appears
more in the pink or faded light red hue . Additionally, the concrete material appears to be
more of a modern texture.
Brick Pavers (Clay)
The clay brick pavers being recommended for this project are made by Pacific Clay/Bear
Path and are rated for heavy vehicular load. The colors that match many of the bricks
historically used in the Village of Arroyo Grande are red flash, sunset red and burgundy
(see below). A subtlety variegated color, such as “Red Flash” will allow staining and wear
to be less obvious over time.
Page 117 of 476
Item 9.g.
City Council
Consideration of the Sidewalk Tile Bands, Tree Well Borders and Crosswalk
Improvements in the Village as Components of the 2022 Concrete Repairs Project
May 23, 2023
Page 5
Pattern
Stamped concrete and brick placement patterns varieties include basketweave,
herringbone, and running bond. Basketweave is the recommended pattern for the
sidewalks and tree wells. Herringbone is the recommended pattern for the cross walk at
a 90-degree angle. The herringbone pattern is often considered the strongest and most
versatile pattern for bricks.
Stakeholder Feedback
City staff met with members of the South County Historical Society and the Arroyo Grande
Village Association to brief them on the proposed concrete improvements in the Village
and to obtain their input on the material selection. City staff also met several times with
the Architectural Review Committee (ARC) to obtain their input on the material selection
and forward their recommendation to the City Council.
The final meeting with the ARC on the Project was on April 1, 2023. At the meeting, the
ARC unanimously expressed that they were excited about the Project for the Village and
thought improvements were needed. The ARC unanimously voted to recommend to the
City Council the following material and color and pattern of the material (ARC Minutes -
Attachment 6, Construction Details – Attachment 7):
Material – Clay Brick Pavers
Color – Red Flash
Pattern – Basketweave for sidewalk “bands” and planters and a 90-degree
Herringbone for crosswalks
Page 118 of 476
Item 9.g.
City Council
Consideration of the Sidewalk Tile Bands, Tree Well Borders and Crosswalk
Improvements in the Village as Components of the 2022 Concrete Repairs Project
May 23, 2023
Page 6
The purpose of the portions of the Project occurring in the Village is to honor the historic
nature of the Village, improve aesthetics, reduce maintenance and increase safety all
while keeping the budget within the available funds. Staff has carefully researched
materials to replace the existing materials used on the sidewalks, tree wells and
crosswalks. The Village Design Guidelines and historic building materials were used as
the starting point for design. Materials and designs were vetted with community groups
and the ARC. The details of the materials and designs considered are detailed in the
Background section of this report.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Use Bear Path clay brick pavers in a red flash color, or equal, with a basket weave
pattern in the sidewalk bands and tree well surrounds, and a 90-degree herringbone
pattern in the selected crosswalks in the Village of Arroyo Grande for the portions
of the 2022 Concrete Repair Project proposed in the Village;
2. Select a different paver material, color, and/or pattern; or
3. Select stamped concrete; or
4. Provide other direction to staff.
ADVANTAGES:
Based on information gathered from other cities and material suppliers, brick (when
installed correctly) is the most durable and attractive material over a long period of time
and will fit the historic character of the Village of Arroyo Grande. Approval of the proposed
brick components of the sidewalk and crosswalk improvements in the Village will enable
staff to complete the plans and specifications for the 2022 Concrete Repair Project.
DISADVANTAGES:
No disadvantages are identified currently.
ENVIRONMENTAL REVIEW:
In accordance with the California Environmental Quality Act (CEQA), , the project has
been determined to be categorically exempt under a Class 1 Exemption, which applies to
which applies to the operation, repair, maintenance, permitting, leasing, licensing, or
minor alteration of existing structures, facilities, mechanical equipment, or topographical
features where the project involves negligible or no expansion of existing or former use
(State CEQA Guidelines, § 15301), and where none of the exceptions to the Class 1
exemption set forth in State CEQA Guidelines Section 15300.2 apply.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Page 119 of 476
Item 9.g.
City Council
Consideration of the Sidewalk Tile Bands, Tree Well Borders and Crosswalk
Improvements in the Village as Components of the 2022 Concrete Repairs Project
May 23, 2023
Page 7
Attachments:
1. Concrete repairs in the Village and Alder St.
2. Concrete installation and repair at various locations in the city
3. Project Location
4. Existing Conditions
5. Design Guidelines
6. ARC minutes for April 1, 2023
7. 2022 Concrete Repair Project Details in the Village
Page 120 of 476
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7,/(%$1'6 %$6.(7:($9(
9DULHV&5266:$/.6
9(+,&8/$575$9(/3('(675,$175$9(/&21&5(7(%$1'6 7<3 -$9$-6-$9$66+2:11$'(7$,/6&21&5(7(5(3$,56352-(&73:ϰϴϳϱ >D/EKZ >d^ ZK͕ϵϯϰϮϮϴϬϱͲϰϳϬͲϭϵϭϬ&yϴϬϱͲϰϲϭͲϯϭϳϱttt͘ /<,K& ^/'E'ZKhW͘KDBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB BBBBBBBBBBBBB-())5(<$9$1'(1(,.+2)5&( '$7(-$9$-6-$9$66+2:11$'(7$,/6&21&5(7(5(3$,56352-(&735(/,0,1$5<)255(9,(:21/<Page 126 of 476
4'
5'
20 SF OF SIDEWALK PANEL REPLACEMENT PER CITY STANDARD 4110
REMOVE AND REPLACE
EXISTING CONCRETE
APPENDICES
----
1360 EAST GRAND AVENUE
ATTACHMENT 2
Page 127 of 476
6.5'
4'
26 SF OF SIDEWALK PANEL REPLACEMENT PER CITY STANDARD 4110
REMOVE AND REPLACE
EXISTING CONCRETE
APPENDICES
----
135 SOUTH HALCYON ROAD
Page 128 of 476
8 SF OF SIDEWALK PANEL REPLACEMENT PER CITY STANDARD 4110
2'
4'
REMOVE AND REPLACE
EXISTING CONCRETE
APPENDICES
----
239 ELM STREET (1)
Page 129 of 476
68 SF OF SIDEWALK PANEL REPLACEMENT PER CITY STANDARD 4110
7.5'
9'
REMOVE AND REPLACE
EXISTING CONCRETE
APPENDICES
----
239 ELM STREET (2)
Page 130 of 476
14 SF OF SIDEWALK PANEL REPLACEMENT PER CITY STANDARD 4110
3'
4.5'
REMOVE AND REPLACE
EXISTING CONCRETE
APPENDICES
----
239 ELM STREET (3)
Page 131 of 476
90 SF OF SIDEWALK PANEL REPLACEMENT PER CITY STANDARD 4110
7.5'
12'
REMOVE AND REPLACE
EXISTING CONCRETE
APPENDICES
----
239 ELM STREET (4)
Page 132 of 476
29 SF OF SIDEWALK PANEL REPLACEMENT PER CITY STANDARD 4110
4.5'
6.5'
REMOVE AND REPLACE
EXISTING CONCRETE
APPENDICES
----
1200 EAST GRAND AVE (1)
Page 133 of 476
252 SF OF SIDEWALK PANEL REPLACEMENT PER CITY STANDARD 4110
4.5'
56'
REMOVE AND REPLACE
EXISTING CONCRETE
APPENDICES
----
1200 EAST GRAND AVE (2)
Page 134 of 476
16 SF OF SIDEWALK PANEL REPLACEMENT PER CITY STANDARD 4110
4.5'
3.5'
REMOVE AND REPLACE
EXISTING CONCRETE
APPENDICES
----
1200 EAST GRAND AVE (3)
Page 135 of 476
16 SF OF SIDEWALK PANEL REPLACEMENT PER CITY STANDARD 4110
4.5'
3.5'
REMOVE AND REPLACE
EXISTING CONCRETE
APPENDICES
----
1200 EAST GRAND AVE (4)
Page 136 of 476
12 LF OF SIDEWALK UNDERDRAIN REPLACEMENT PER CITY STANDARD 3420
5'
8'12'
40 SF OF SIDEWALK PANEL REPLACEMENT PER CITY STANDARD 4110
REMOVE AND REPLACE
EXISTING CONCRETE
APPENDICES
----
RANCHO PARKWAY AT PALOS
SECOS
Page 137 of 476
7'
5'
23'
13'
5'
5.5'
12 LF OF SIDEWALK UNDERDRAIN REPLACEMENT PER CITY STANDARD 3420
40 SF OF SIDEWALK PANEL REPLACEMENT PER CITY STANDARD 4110
13 LF OF CURB AND GUTTER REPLACEMENT PER CITY STANDARD 4030
REMOVE AND REPLACE
EXISTING CONCRETE
APPENDICES
----
JAMES WAY JUST EAST OF
RODEO
Page 138 of 476
6'
3'
6 LF OF SIDEWALK UNDERDRAIN REPLACEMENT PER CITY STANDARD 3420
3 LF OF CURB AND GUTTER REPLACEMENT PER CITY STANDARD 4030
REMOVE AND REPLACE
EXISTING CONCRETE
APPENDICES
----
388 AVENIDA DE DIAMONTE
Page 139 of 476
6'
6 LF OF SIDEWALK UNDERDRAIN REPLACEMENT PER CITY STANDARD 3420
REMOVE AND REPLACE
EXISTING CONCRETE
APPENDICES
----
785 VIA BANDELERO
Page 140 of 476
6'
6 LF OF SIDEWALK UNDERDRAIN REPLACEMENT PER CITY STANDARD 3420
REMOVE AND REPLACE
EXISTING CONCRETE
APPENDICES
----
724 ASILO
Page 141 of 476
ATTACHMENT 3
Page 142 of 476
ATTACHMENT 4
Page 143 of 476
ATTACHMENT 5
Page 144 of 476
ATTACHMENT 3
Page 145 of 476
ATTACHMENT 3
Page 146 of 476
ATTACHMENT 3
Page 147 of 476
1
ACTION MINUTES
MEETING OF THE ARCHITECTURAL REVIEW COMMITEE
May 1, 2023, 2:30 p.m.
Hybrid City Hall Conference Room/Virtual Zoom Meeting
300 East Branch Street, Arroyo Grande
Committee Members Present: Lori Mainini Hall, Kristin Juette, C.J.
Horstman, Glenn Martin
Staff Present: Planning Manager Andrew Perez, Shayna
Gropen
Given the recent increase in COVID-19 cases in San Luis Obispo County, and in compliance with
Assembly Bill (AB) 361, which allows for a deviation of teleconference rules required by the Ralph M.
Brown Act, this meeting was held by teleconference.
_____________________________________________________________________
1.CALL TO ORDER
Chair Martin called the meeting to order at 2:30 pm.
2.ROLL CALL
Chair Martin performed the roll call. All Committee Members were present.
3.FLAG SALUTE
Committee Member Juette led the flag salute.
4.AGENDA REVIEW
None.
5.COMMUNITY COMMENTS AND SUGGESTIONS
None received.
6.WRITTEN COMMUNICATIONS
None.
7.CONSENT AGENDA
7.a Approval of Minutes
(PEREZ)
ATTACHMENT 6
Page 148 of 476
2
Moved by Lori Mainini Hall
Seconded by C.J. Horstman
Approve the Minutes of the April 24, 2023 Special Meeting as submitted.
AYES (3): Lori Mainini Hall, C.J. Horstman, and Glenn Martin
ABSTAINED (1): Kristin Juette
Passed (3 to 0)
8. PROJECTS
8.a Consideration of Architectural Review 23-002; Construction of a New 6,394 Square Foot
Single Family Residence, 1,200 Square Foot Detached Accessory Dwelling Unit, and
1,322 Square Foot Detached Workshop; Applicant – Magenta Family Trust;
Representative –
(GROPEN)
Assistant Planner Gropen presented the staff report, describing the project location, applicable
development code standards and design guidelines for the subdivision, while specifying that the
proposed accessory dwelling unit is not subject to discretionary review. She also described the
architectural style, including the proposed colors and materials.
Jennifer Martin, project architect, spoke in support of the project and explained the rationale for
the architectural design choices. Wes Arola, landscape architect, answered questions about the
planting plan and retaining wall materials. Rosie and Bill Fitzpatrick, project representatives,
also answered questions from the Committee.
The Committee spoke is support of the project and found the project in compliance with the
design guidelines and appreciated the massing and articulation of the wall planes. The colors
and materials were deemed appropriate and the standing seam metal roof was found to be in
compliance with the design guidelines.
Moved by Glenn Martin
Seconded by Kristin Juette
The Committee recommends that the Community Development Director approve the project
with the condition that the applicant provide evidence that the project, including the detached
workshop, is obtains approval from the subdivision's architectural review board prior to building
permit issuance.
AYES (4): Lori Mainini Hall, Kristin Juette, C.J. Horstman, and Glenn Martin
Passed (4 to 0)
Page 149 of 476
3
8.b Reconsideration of Staff Project 23-005; East Branch Street Tile and Concrete
Replacement; Location – East Branch Street Between Traffic Way and Crown Hill Street;
Applicant – City of Arroyo Grande
(PEREZ)
Interim City Engineer Kahn presented the staff report and described the new information related
to available materials, colors, and pricing for the paving options for this project. He provided
material samples from the manufacturer for the Committee to review.
Chair Martin opened public comment. No public comment was received.
The Committee appreciated the opportunity to refine its recommendation with regards to the
brick material. The Committee spoke in favor of the clay brick in the Red Flashed coloration but
recommended that staff obtain a multiple brick sample to ensure the color variation was not too
extreme.
Moved by C.J. Horstman
Seconded by Kristin Juette
The Committee recommends to the City Council that the project use clay bricks for the entire
project. Tree wells and sidewalk bands should use a basket weave pattern and crosswalks use
a 90-degree herringbone pattern and all bricks be the Red Flashed color.
AYES (4): Lori Mainini Hall, Kristin Juette, C.J. Horstman, and Glenn Martin
Passed (4 to 0)
9. DISCUSSION ITEMS
9.a Consideration of the Architectural Review Committee’s Appointment to the Public Art
Panel
(PEREZ)
Planning Manager Perez presented the staff report and explained the responsibilities of the
Public Art Panel.
Committee Member Hall nominated Committee Member Juette to be the Committee's
representative. The nomination was unanimously supported. The Committee unanimously
supported Chair Martin to serve as the alternate.
10. COMMITTEE COMMUNICATIONS
Committee Member Hall announced she would be absent from the June meetings.
11. STAFF COMMUNICATIONS
None.
12. ADJOURNMENT
The Meeting adjourned at 3:42 pm.
Page 150 of 476
4
_________________________
Glenn Martin, Chair
_________________________
Andrew Perez, Associate Planner
Page 151 of 476
ADJACENT PAVING PER PLAN
12" RADIUS, TYP.
(2)#4 REBAR CONTINUOUS
#4 REBAR VERT.@ 24" O.C.
PAVERS PER PLAN
1'-0"
4"
12"
CLASS 2 AGGREGATE BASE
AT 95% COMPACTION
SUBGRADE @95% COMPACTION
UPPER 12"
FLUSH FLUSH
12" WIDE FLUSH CURBA1 1/2" = 1'-0"
JOINT DIMENTION PER
MANUFACTURER
SAND IN JOINTS
INTERLOCKING PAVER
GEOTEXTILE FABRIC
CLEAN WASHED CONCRETE
BEDDING SAND
CLASS 2 AGG. BASE
@ 95% COMPACTION
SUBGRADE @ 95%
COMPACTION, UPPER 12"
"A"
"B"
"C"
DIMENSION "A" DIMENSION "B" DIMENSION "C"
PEDESTRIAN
RATED 60mm MIN.0'-1"0'-6"
VEHICULAR
RATED 80mm MIN.0'-1"0'-8"
PAVERSB1 1/2" = 1'-0"
5.3'
4.0'
TREE WELLS20'-1" = 1'-0"
4.0'
2.7'
Varies
1.3'
TILE BANDS (BASKET WEAVE)1 0'-1" = 1'-0"
Varies
CROSSWALKS30'-1" = 1'-0"
10.0'
VEHICULAR TRAVEL
PEDESTRIAN TRAVEL12" CONCRETE BANDS (TYP)
5
JAVAJSJAV
AS SHOWN
N/A
DETAILS
2021 CONCRETE REPAIRS PROJECT 65/10/2023
PW 2022-07
4875 EL CAMINO REALATASCADERO, CA 93422805-470-1910 FAX 805-461-3175
WWW.EIKHOFDESIGNGROUP.COM
________________________________________ _____________
JEFFREY A. VAN DEN EIKHOF R.C.E. 59920 DATE
JAVAJSJAV
AS SHOWN
N/A
DETAILS
2022 CONCRETE REPAIRS PROJECT 65/10/2023 PRELIMINARYFOR REVIEW ONLYATTACHMENT 7
Page 152 of 476
Item 9.h.
MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director
BY: Paul Henderson, Interim Capital Improvement Project Manager
SUBJECT: Consideration of an Award of Contract to Main Line Engineering
Construction for Construction of the Fair Oaks Avenue Water Line
Replacement Project, PW 2023-05
DATE: May 23, 2023
SUMMARY OF ACTION:
Award a construction contract for the Fair Oaks Avenue Water Line Replacement Project
(Project) to Main Line Engineering Construction, Inc. The water line section to be replaced
is within Fair Oaks Avenue from South Elm Street to Alder Street.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The FY 2022-23 budget includes $719,474.43 for the Fair Oaks Avenue Water Main
Replacement Project consisting of the following funds: $269,750 of Water Facility Funds
and $449,724.43 of American Rescue Plan Act (ARPA) funds.
After receiving bids and proposals to complete the project, it is estimated to cost
$791,472.48 to complete the Project. Due to higher than estimated bid costs received, an
additional $71,998.05 will be required to be allocated from the Water Facility Fund to
complete the Project. The total project budget amount of $791,472.48 includes a 10%
contingency for unanticipated costs during construction.
Staff time will be necessary during construction for project administration and
management.
RECOMMENDATION:
1) Allocate $71,998.05 from the Water Facility fund to the Fair Oaks Avenue Water Line
Replacement Project; 2) Award a contract for the Fair Oaks Avenue Water Line
Replacement Project to Main Line Engineering Construction in the amount of
$669,435.50; 3) Authorize the City Manager to approve change orders of 10% of the
contract amount, $66,943.55, for unanticipated costs during the construction phase of the
Project; and 4) Determine that the project is categorically exempt from the California
Page 153 of 476
Item 9.h.
City Council
Consideration of an Award of Contract to Main Line Engineering Construction for
Construction of the Fair Oaks Avenue Water Line Replacement Project, PW 2023 -
05
May 23, 2023
Page 2
Environmental Quality Act (CEQA) pursuant to Guidelines Class 1 Section 15301 Existing
Facilities, Class 2 Section 15302 Replacement or Reconstruction, and Class 4 Section
15304 Minor Alterations of Land.
BACKGROUND:
The City’s Water System Master Plan was developed by WSC in 2012 and adopted by
the City Council in 2013. It recommended several sections of cast iron water mains be
replaced due to their condition and age. A section of 8-inch cast iron pipe within Fair Oaks
Avenue between South Elm Street and Alder Street is one of these sections. This section
of water main was installed in 1929 and will be replaced with an equivalent size PVC pipe.
Cast iron pipe has a useful life of 50-100 years.
The project will consist of replacement of 2,050 feet of water main, new service
connections (meters to watermain), and new fire hydrant laterals. Provisions will be made
at connection points to waterlines at Pecan Street, Beech St reet, and Alder Street for
future water main upsizing projects.
On March 28, 2023, the City Council approved the construction plans and specifications
for the project and authorized the City Clerk to advertise for sealed construction bids. Six
bids were received, ranging from $669,435.50 to $1,088,545.30 (See Bid Opening Log –
Attachment 1).
ANALYSIS OF ISSUES:
The lowest responsible bidder for construction of the project was Main Line Engineering
Construction with a bid of $669,435.50. This is $37,935.50 higher than budgeted for the
construction contract on the Project. The FY 2022-23 budget includes $719,474.43 for
the Fair Oaks Avenue Water Main Replacement, South Elm St. to Alder St. Project. After
receiving contractor bids, it is estimated that $791,472.48 will be needed to complete the
Project.
Table 1 summarizes the FY 2022-23 budget and the estimated budget needed to
complete the project.
Table 1 - Project Budget compared to Estimated Cost to Complete
FY 2022-23 Budget Current Estimate Addt'l Budget Req'd
Design/Survey $ 3,109.91 $ 4,904.91 $ 1,795.00
Construction $ 631,500.00 $ 669,435.50 $ 37,935.50
Construction Contingencies $ 63,130.00 $ 66,943.55 $ 3,813.55
Contract Admin/Inspection $ 21,734.52 $ 50,188.52 $ 28,454.00
Total $ 719,474.43 $ 791,472.48 $ 71,998.05
Page 154 of 476
Item 9.h.
City Council
Consideration of an Award of Contract to Main Line Engineering Construction for
Construction of the Fair Oaks Avenue Water Line Replacement Project, PW 2023 -
05
May 23, 2023
Page 3
The current balance of the FY 2022 -23 Water Facility fund is $269,750. City Staff
recommends allocating the required additional $71,998.05 to complete the project from
this fund. The current balance in the fund is not allocated for other projects and is available
for this Project.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. 1) Approve budget increase for the Fair Oaks Avenue Water Line Replacement
Project of $71,998.05 to a total of $791,472.48, 2) Award a contract for the Fair
Oaks Avenue Water Line Replacement Project to Main Line Engineering
Construction in the amount of $669,435.50; 3) Authorize the City Manager to
approve change orders for 10% of the contract amount, $66,943.55, for
unanticipated costs during the construction phase of the project (total construction
costs = $669,435.50 + $66,943.55 = $736,379.05); and 4) Determine that the
project is categorically exempt from the California Environmental Quality Act
(CEQA) pursuant to Guidelines Class 1 Section 15301 Existing Facilities, Class 2
Section 15302 Replacement or Reconstruction, and Class 4 Section 15304 Minor
Alterations of Land;
2. Do not approve staff’s recommendations and request further info rmation;
3. Modify staff’s recommendation and approve; or
4. Provide direction to staff.
ADVANTAGES:
Replacement of the water main on Fair Oaks Avenue between South Elm Street and
Alder Street will provide the following advantages:
a. Mitigate future issues of loss of water service and cost of repairs.
b. Mitigate future maintenance costs by utilizing new PVC pipe.
c. Mitigate future disruptions to traffic and parking for maintenance and repairs.
DISADVANTAGES:
Replacement of the water main within Fair Oaks Avenue between South Elm Street and
Alder Street may have the following disadvantages:
a. There will be a temporary shutdown of water service to customers during
construction. Written notice will be provided, in advance, to all affected. The
duration of service interruption will be minimized by the Contractor to less than 1
working day.
b. There will be temporary disruption to vehicles and pedestrians, including parking.
Construction of the project is scheduled for summer 2023, during the school break,
to minimize impact to traveling students/parents of the nearby Harloe Elementary
School. Signage and traffic flagging will be used during construction to minimize
the impact.
Page 155 of 476
Item 9.h.
City Council
Consideration of an Award of Contract to Main Line Engineering Construction for
Construction of the Fair Oaks Avenue Water Line Replacement Project, PW 2023 -
05
May 23, 2023
Page 4
ENVIRONMENTAL REVIEW:
The project is categorically exempt from the California Environmental Quality Act (CEQA)
pursuant to Guidelines Class 1 Section 15301 Existing Facilities, Class 2 Section 15302
Replacement or Reconstruction, and Class 4 Section 15304 Minor Alterations of Land.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachments:
1. Bid Opening Log Sheet
Page 156 of 476
ATTACHMENT 1
Page 157 of 476
Item 9.i.
MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Director of Public Works
BY: Shane Taylor, Utilities Manager
SUBJECT: Consideration to Approve the Sewer System Management Plan
Revision 2
DATE: May 23, 2023
SUMMARY OF ACTION:
Approve and implement the completed Sewer System Management Plan Revision 2
(“SSMP” – Rev. 2) prepared in accordance with the State Water Resources Control Board
(SWRCB) General Waste Discharge Requirements (GWDR) Order No. 2006 -0003,
Provision D.14.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
A total of $62,000 has been budgeted in th e Sewer Fund within FY 2022-23 budget to
formulate and implement the SSMP Rev. 2. Approximately 80 staff hours will be required
this Fiscal Year to administer the plan.
RECOMMENDATION:
1) Approve the Sewer System Management Plan - Revision 2; 2) Make findings that
approving the Sewer System Management Plan revision is not a project subject to the
California Environmental Quality Act (“CEQA”) in accordance with Sections 15301,
15302, 15308 of the (CEQA) Guidelines.
BACKGROUND:
The City, also known as an “Enrollee” prepared an initial wastewater system plan titled
the “Collection System Management Plan” in 2006 to comply with requirements of the
Central Coast Regional Water Quality Central Board (RWQCB) pursuant to Section
13267 of the California Water Code.
The currently used SSMP was the first revision to the initial Collection System
Management Plan. The State W ater Resources Control Board renamed these plans as
Sewer System Management Plans in 2013, the City’s SSMP was approved by the City
Council on October 14, 2014, and the plan was audited in 2016 and 2018. The 2023,
Page 158 of 476
Item 9.i.
City Council
Consideration to Approve the Sewer System Management Plan Revision 2
May 23, 2023
Page 2
second revision and update to the SSMP being considered meets the requirements of
General Order 2006-0003-DWQ. Through this General Order, the State Water Board
requires an Enrollee to:
• Comply with federal and state prohibitions of discharge of sewage to waters of
the State, including federal waters of the United States;
• Comply with specifications, and notification, monitoring, reporting and
recordkeeping requirements in the General Order that implement the federal Clean
Water Act, the California Water Code (Water Code), water quality control plans
(including Regional Water Board Basin Plans) and policies;
• Proactively operate and maintain resilient sanitary sewer systems to prevent
spills;
• Eliminate discharges of sewage to waters of the State through effective
implementation of a Sewer System Management Plan;
• Monitor, track, and analyze spills for ongoing system-specific performance
improvements; and
• Report noncompliance with this General Order per reporting requirements.
ANALYSIS OF ISSUES:
In coordination with City staff, Wallace Group, the City’s consultant, successfully achieved
compliance with the 2006 Order.
The SSMP Rev. 2 documents the City’s Sanitary Sewer System, defines the City’s goals
for improving its sewer system infrastructure, and establishes an implementation plan and
schedule for achieving these goals.
The main goals of the SSMP Rev. 2 are:
• Be available and responsive to the needs of the public, and work cooperatively
with local, state, and federal agencies to reduce, mitigate, properly report, and
respond to Spills.
• Properly manage and maintain the City of Arroyo Grande public sewer system
lines to minimize Spills.
• Identify, prioritize, and continuously renew and replace sewer system lines to
maintain reliability.
• Implement regular, proactive maintenance of the sewer system to remove roots,
debris, sand, and Fats, Oils and Grease (FOG) in areas prone to blockages that
may cause Spills or sewer backups.
There are eleven (11) elements of the SSMP Rev. 2:
1. Goals
2. Organization
3. Legal Authority
Page 159 of 476
Item 9.i.
City Council
Consideration to Approve the Sewer System Management Plan Revision 2
May 23, 2023
Page 3
4. Sewer System Management Plan Operations and Maintenance
5. Design and Performance Standards
6. Spill Emergency Response Plan
7. Fats, Oils, & Grease Control (FOG) Program
8. System Evaluation and Capacity Assurance Plan
9. Monitoring, Measurement, and Plan Modification
10. Sewer System Management Plan Program Audits
11. Communication Program
To continue compliance with the discharge order, a revised SSMP Rev. 2 was prepared
to meet the new requirements, which is mainly the development of Element 6, a new
Sanitary Sewer Spill Emergency Response Plan (SERP). The SERP addresses issues
such as spill response, detection, mitigation, clean up, investigation, documentation, and
reporting. To achieve full compliance, the City also developed contingency data for each
sewer lift station that provides location and pipeline location information in the event of an
emergency.
SSMP Rev. 2, after approval by the City Council, is required to be submitted to the
SWRCB. The SWRCB does not review the document for compliance but can audit and
perform inspections if a sewage spill emergency occurs.
The City has been operating the Sanitary Sewer System within the guidelines of the
current SSMP. The revised SSMP Rev. 2 meets the current discharge Order.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve the Sewer System Management Plan – Revision 2; approval of the SSMP
allows the City to meet the (GWDR).
2. Do not approve the Sewer System Management Plan – Revision 2; failure to
approve will result in a possible non-compliance with the (GWDR).
3. Modify the Sewer System Management Plan and approve; or
4. Provide direction to staff.
ADVANTAGES:
Approval of the SSMP ensures compliance in meeting with the State certification as
determined by the GWDR.
DISADVANTAGES:
None have been identified other than expending $62,000 to administer the SSMP.
ENVIRONMENTAL REVIEW:
Sewer System Management Plans are primarily plans for the operations and
maintenance of existing sewer systems. The action to adopt this SSMP is exempt from
Page 160 of 476
Item 9.i.
City Council
Consideration to Approve the Sewer System Management Plan Revision 2
May 23, 2023
Page 4
the California Environmental Quality Act (“CEQA”, Public Resources Code §2100 et seq.)
because it is an action taken by a regulatory agency to assure the protection of the
environment and the regulatory process involves procedures for the protection of the
environment. (CEQA Guidelines § 15308.) In addition, the action to adopt this SSMP is
exempt pursuant to CEQA Guidelines §§ 15301, 15302 to the extent that it applies to
existing sanitary sewer collection systems for their operation and maintenance with
negligible or no expansion of use, and to the extent that it results in the repair or
replacement of existing systems involving negligible or no expansion of capacity.
None of the exceptions to the categorical exemptions set forth in State CEQA Guidelin es
section 15300.2 have any applicability here. The SSMP will not impact any environmental
resource of hazardous or critical concern, will not result in significant cumulative impacts,
is not subject to any unusual circumstances that could result in a significant environmental
impact, would not damage any scenic resources within a scenic highway, is not located
on a hazardous waste site identified on any list compiled pursuant to Government Code
section 65962.5, and would not impact any historical resource .
For all of the foregoing reasons, the entirety of the SSMP is categorically exempt from
CEQA.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachments:
1. Sewer System Management Plan
2. Sanitary Sewer Emergency Response Plan
Page 161 of 476
City of Arroyo
Grande
Sewer System
Management Plan
Revision 2
May 2023
WDID#: 3SSO10255
Prepared By
ATTACHMENT 1
Page 162 of 476
Page 163 of 476
Sewer System Management Plan – Revision 02
Certification Statement
City of Arroyo Grande SSMP
CERTIFICATION STATEMENT
I certify under penalty of law that this document and all attachments were prepared under my
direction or supervision in accordance with a system designed to assure that qualified personnel
properly gather and evaluate the information submitted. Based on my inquiry of the person or
persons who manage the system, or those persons directly responsible for gathering the
information, the information submitted is, to the best of my knowledge and belief, true, accurat e,
and complete. I am aware that there are significant penalties for submitting false information,
including the possibility of fine and imprisonment for knowing violations.
______________________________________
Shane Taylor
Utilities Manager/LRO
Page 164 of 476
Sewer System Management Plan – Revision 02
Table of Contents
City of Arroyo Grande SSMP Page TOC-1
TABLE OF CONTENTS
Introduction ................................................................................................................... Intro-1
Element 1 – Goals ..................................................................................................................1-1
1.1 Regulatory Requirements .................................................................................1-1
1.2 Goals Discussion ..............................................................................................1-1
Element 2 – Organization ......................................................................................................2-1
2.1 Regulatory Requirements .................................................................................2-1
2.2 Organization Discussion ...................................................................................2-1
2.3 City of Arroyo Grande Organization ..................................................................2-1
2.4 Description of General Responsibilities .............................................................2-2
2.5 Responsibility for SSMP Implementation ..........................................................2-4
2.6 Chain of Communication for Reporting SSO’s ..................................................2-7
Element 3 – Legal Authority ..................................................................................................3-1
3.1 Regulatory Requirements .................................................................................3-1
3.2 Inspections and Maintenance ...........................................................................3-1
3.3 Design and Construction ...................................................................................3-2
3.4 Ensure Access to Privately Owned Portions of the Lateral ................................3-2
3.5 FOG Control .....................................................................................................3-3
3.6 Enforce Violations of its Sewer Ordinance ........................................................3-3
3.7 Sewer Use Fees ...............................................................................................3-3
Element 4 – Sewer System Management Plan Operations and Maintenance ....................4-1
4.1 Regulatory Requirements .................................................................................4-3
4.2 Collection System Map .....................................................................................4-4
4.3 Preventative Operations & Maintenance ...........................................................4-4
4.4 Rehabilitation and Replacement Program .........................................................4-6
4.5 Capital Improvement Program (CIP) .................................................................4-7
4.6 Employee Training ............................................................................................4-7
4.7 Equipment and Replacement Inventory ............................................................4-8
Element 5 – Design and Performance Standards ................................................................5-1
5.1 Regulatory Requirements .................................................................................5-1
5.2 Design and Construction Standards ..................................................................5-1
5.3 Inspection Standards ........................................................................................5-1
Element 6 – Spill Emergency Response Plan ......................................................................6-1
6-1 Regulatory Requirements .................................................................................6-1
6-2 Spill Response ..................................................................................................6-1
6-3 Spill Emergency Response Plan Procedures……………………………………...6-4
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Table of Contents
City of Arroyo Grande SSMP Page TOC-2
Element 7 – Fats, Oils & Grease Control (FOG) Program ....................................................7-1
7-1 Regulatory Requirements .................................................................................7-1
7-2 FOG Control Program Outreach .......................................................................7-1
7-3 FOG Control Program Discussion .....................................................................7-2
7-4 Identification of Grease Problem Areas and Sewer Cleaning ............................7-3
7-5 Legal Authority ..................................................................................................7-3
7-6 Identify HMA .....................................................................................................7-4
7-7 FOG Control Measures .....................................................................................7-4
7-8 FOG Program Funding......................................................................................7-4
7-9 FOG Characterization .......................................................................................7-5
7-10 FOG Control Program Website………………………………………………………7-6
Element 8 – System Evaluation and Capacity Assurance Plan ..........................................8-1
8-1 Regulatory Requirements .................................................................................8-1
8-2 System Evaluation and Capacity Assurance Plan .............................................8-1
Element 9 – Monitoring, Measurement & Program Modifications ......................................9-1
9-1 Regulatory Requirements .................................................................................9-1
9-2 Establishing and Prioritizing SSMP Activities ....................................................9-1
9-3 SSMP Implementation Monitoring .....................................................................9-3
9-4 Preventative Maintenance Program Assessment ..............................................9-5
9-5 SSMP Updates .................................................................................................9-5
9-6 SSO Trends ......................................................................................................9-5
Element 10 – Sewer System Management Plan Audits ..................................................... 10-1
10-1 Regulatory Requirements ............................................................................... 10-1
10-2 SSMP Program Audits .................................................................................... 10-1
Element 11 – Communication Plan ..................................................................................... 11-1
11-1 Regulatory Requirements ............................................................................... 11-1
11-2 Communication Program ................................................................................ 11-1
11-3 Staff Training and Communication .................................................................. 11-1
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Table of Contents
City of Arroyo Grande SSMP Page TOC-3
APPENDICES
Appendix 1 (No Appendix for Element 1)
Appendix 2 Organization
Appendix 3 Legal Authority
Appendix 4 Sewer System Management Plan Operations and Maintenance
Appendix 5 (No Appendix for Element 5)
Appendix 6 (No Appendix for Element 6)
Appendix 7 Fats, Oils & Grease Control (FOG) Program
Appendix 8 (No Appendix for Element 8)
Appendix 9 (No Appendix for Element 9)
Appendix 10 Sewer System Management Plan Audits
Appendix 11 (No Appendix for Element 11)
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Introduction
City of Arroyo Grande SSMP Page Intro-1
Introduction
Background
The City of Arroyo Grande initially prepared a Wastewater Collection System Management Plan
in 2006 to comply with requirements of the Central Coast Regional Water Quality Control Board
(RWQCB) pursuant to Section 13267 of the California Water Code. The City of Arroyo Grande
also complied with RWQCB Sanitary Sewer Overflow (SSO) reporting requirements issued in
November 2004 through its enrollment in the reporting program at that time.
On May 2, 2006, the State Water Resource Control Board (SWRCB) adopted Order No. 2006-
0003 a new General Waste Discharge Requirement (GWDR) that requires all public wastewater
collection system agencies in California with greater than one mile of sewer collection system to
develop and implement a Sewer System Management Plan (SSMP). The Order also requires
that cities enroll in and begin the reporting of SSOs using the California Integrated Water Quality
System (CIWQS), an electronic reporting system. On February 20, 2008, the State Board
adopted Order No. WQ 2008-0002 EXEC which amended the monitoring and reporting
requirements for the General Statewide Order. On July 30, 2013, the State Board adopted
Order No. WQ 2013-0058-EXEC that further amended the monitoring and reporting
requirements.
This SSMP is being updated pursuant to Order No. 2006-0003, Provision D.14. The
organization of this document is consistent with the General Statewide Order. The SSMP
includes eleven elements, as follows:
1. Goals
2. Organization
3. Legal Authority
4. Sewer System Management Plan Operations and Maintenance
5. Design and Performance Standards
6. Spill Emergency Response Plan
7. Fats, Oils & Grease Control (FOG) Program
8. System Evaluation and Capacity Assurance Plan
9. Monitoring, Measurement and Plan Modifications
10. Sewer System Management Plan Program Audits
11. Communication Program
System Overview
The City of Arroyo Grande is a public agency providing sewage collection services to residential
and commercial/institutional establishments. Providing services for approximately
17,963residents, the City maintains 70 miles of sewer main servicing approximately 5,700
residences and 400 commercial/institutional establishments. The City owns and maintains its
sewer collection system. The system is connected to a trunk sewer system and wastewater
treatment plant (WWTP) that is owned and operated by the South San Luis Obispo County
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Introduction
City of Arroyo Grande SSMP Page Intro-2
Sanitation District (SSLOCSD). The City of Arroyo Grande is a member agency of the
SSLOCSD along with the Oceano Community Services District and the City of Grover Beach.
The City of Arroyo Grande is the largest discharger into the SSLOCSD. The City encompasses
5.45 square miles and has a population of approximately 18,000 people, located by way of
latitude 35 degrees 7’ 15” North and longitude of 120 degrees 35’ 12” West.
Figure A: Aerial Map of City of Arroyo Grande
The City of Arroyo Grande (City) is governed by a Council-Manager form of government. The
citizens of Arroyo Grande elect a mayor and four council members. Elections are held every two
years. Council members serve staggered four-year terms and the mayor is elected every two
years. The City Council is an elected body that makes decisions that are in the best interest of
the city and its residents. The City Council establishes City policy, setting goals and objectives,
approves the annual budget, approves expenditures and performs other related functions. The
names of current council members are provided in Appendix 2-1.
The City is responsible for operation and maintenance of the wastewater collection and
conveyance systems up to the point of discharge into the SSLOCSD trunk system. The City is
dedicated to protecting the environment to the greatest degree possible by ensuring the
collection system is operated and maintained properly. This accountability includes preventing
overflows, which may include restricting or prohibiting the volume, type, or concentration of
wastes allowed to enter the system.
The primary requirement of the GWDR is the management and implementation of a SSMP. By
preparing and implementing this plan, the potential of sewer spills should decrease and/or have
a low rate of occurrence. The City strives to take a proactive approach to sewer system
management.
Beginning in June 2023, a new General Order 2022-0103-DWQ will become effective. A copy of
this Order is on file at the City Public Works Office.
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Element 1 – Goals
City of Arroyo Grande SSMP Page 1-1
Element 1 - Goals
This SSMP element identifies goals the City of Arroyo Grande has established for the
management and maintenance of the sewer system and discusses the role of the SSMP in
supporting these goals. These goals provide focus for the City of Arroyo Grande Staff to
continue high-quality work and to implement improvements in the management of the
wastewater collection system.
1.1 Regulatory Requirements
The summarized requirements for the Goals element of the SSMP are as follows:
The Collection system agency must develop goals to properly manage, operate and maintain all
parts of its wastewater collection system in order to reduce and prevent Sewer Spills, as well as
to mitigate any SSOs that occur. The goals should also address the provisions of adequate
capacity to convey peak wastewater flows.
1.2 Goals Discussion
The City of Arroyo Grande seeks to provide a dependable and properly maintained system for
wastewater collection for its constituents by meeting the following goals:
• Be available and responsive to the needs of the public, and work cooperatively with
local, state and federal agencies to reduce, mitigate, properly report, and respond to
Spills.
• Properly manage and maintain the City of Arroyo Grande public sewer system lines to
minimize Spills.
• Identify, prioritize, and continuously renew and replace sewer system lines to maintain
reliability.
• Implement regular, proactive maintenance of the sewer system to remove roots, debris,
sand, and Fats, Oils and Grease (FOG) in areas prone to blockages that may cause
Spills or sewer backups.
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Element 2 – Organization City of Arroyo Grande SSMP
City of Arroyo Grande SSMP Page 2-1
Element 2 – Organization
The intent of this section is to identify the City of Arroyo Grande Staff that are responsible for
implementing this SSMP, responding to Spill events, and meeting the Spill reporting
requirements. This section also includes the designation of the Authorized Representative to
comply with the SWRCB requirements for completing and certifying spill reporting.
2.1 Regulatory Requirements
The collection system agency’s SSMP must identify:
• The name of the responsible and authorized representative;
• The names and telephone numbers for management, administrative and maintenance
positions responsible for implementing specific measures in the SSMP program. Include
lines of authority as shown in an organization chart or similar documents with a narrative
explanation; and
• The chain of communication for reporting Spills, from receipt of a complaint or other
information, including persons responsible for reporting the Spill to the Office of
Emergency Services, Regional Water Quality Control Board and, County Environmental
Health Agency.
2.2 Organization Discussion
The following section outlines the City of Arroyo Grande organization, general and SSMP
responsibilities of personnel, authorized representative, and chains of communication for SSO
responding and reporting. (Names and contact information of current Staff is available in
Appendix 2-2).
2.3 City of Arroyo Grande Organization
Arroyo Grande was incorporated as a city July 10, 1911. As mentioned earlier, the City of
Arroyo Grande is a member agency with SSLOCSD. Arroyo Grande is the largest city served
by SSLOCSD. The City of Arroyo Grande is governed by a five member Council, with council
members serving four (4) year terms.
The City Council is an elected body that makes decisions in the best interest of the city and its
residents. The City Council establishes City policy, establishes goals and objectives, approves
the annual budget, approves expenditures and performs other related functions.
Daily management of the sewage collection system is carried out by the Utilities Manager. This
individual reports to the Public Works Director who reports to the City Manager. (See Figure 2-1
for The City of Arroyo Grande organization structure). The Utilities Manager is the Legally
Responsible Official (LRO) for the City of Arroyo Grande.
The Director is the authorized representative responsible for implementation of the Sewer
System Management Plan (SSMP). The Director is also the designated Staff member who is
responsible for all Wastewater Collection operations.
A Utilities Lead Worker is on-call during non-office hours.
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City of Arroyo Grande SSMP Page 2-2
Figure 2-1 City of Arroyo Grande Organizational Chart
2.4 Description of General Responsibilities
This section includes a brief description of the job title, authority and respective responsibilities
associated with each position.
City Council Members
The legislative head of the City of Arroyo Grande is the City Council which is composed of five
members. The five city council members are elected at-large, on a non-partisan basis.
Residents elect the Mayor and four Council members.
Council members serve four-year overlapping terms. The mayor is directly elected and serves a
two-year term. The City Council establishes City policies, approves ordinances and resolutions,
makes land use decisions, approves agreements and contracts, and hears appeals on
decisions made by City Staff or advisory committees. The Mayor and City Council members
receive a monthly stipend set by resolution.
One member of the City Council is selected to serve on the South San Luis Obispo County
Sanitation District board. (See Appendix 2-1 for a current list of City Council Members.)
Assistant City Manager/Public Works Director (Director)
This position serves as the primary administrator and liaison between City Manager and Staff.
The Director also makes Public Works policy recommendations. These policies are presented to
City Council Members for approval and adoption. The Director is responsible for directing,
managing and overseeing activities and operations of the Public Works Department including
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City of Arroyo Grande SSMP Page 2-3
streets, water, and sewer services to coordinate assigned activities with other departments and
outside agencies. The Director reviews budget requests and makes recommendations to the
City Manager on final expenditure levels, manages all labor/management activities, and
performs development review and permit issuance. For name of current position holder see
Appendix 2-2.
City Engineer
The City Engineer is responsible for a variety of engineering functions in support of City land
development, traffic, and capital improvement programs; to coordinate and plan projects
including preparation of proposals, reviewing plans, preparing reports and coordinating
construction activities; to ensure work quality and adherence to established policies and
procedures; and to perform the more technical and complex tasks relative to assigned area of
responsibility. For name of current position holder see Appendix 2-2.
Utilities Manager
The Utilities Manager directs the daily operations of all maintenance activities within the
Department. The Utilities Manager develops policies for work activities to ensure compliance
while creating benchmarks of the policies implemented. Additionally, the Utilities Manager works
with the utilities division regarding any clean ups and repairs made to the City of Arroyo Grande
wastewater collection system and related appurtenances. The Utilities Manager also prepares
and administers assigned program budgets, monitors and authorizes expenditures and makes
recommendations for existing and future Department budgets.
This position serves as one of the standby positions for emergency response for the Public
Works Department after office hours. For name of current position holder see Appendix 2-2.
Administrative Secretary
The Administrative Secretary provides administrative support to the Public Works Department
and the Director. The Administrative Secretary provides information and assistance to the public
regarding departmental policies and procedures while performing a variety of duties relative to
an assigned area of responsibility. This position performs secretarial, receptionist and
administrative tasks, some of which are complex and confidential in nature. For name of current
position holder see Appendix 2-2.
Maintenance Services Staff
Provides support to all parts of operation. Maintenance Services Staff perform a variety of
functions related to construction, repair and maintenance of parks, buildings, streets, sewage
collection systems or water distribution systems. Maintenance Services Staff operate vehicles,
equipment, tools and receive training in emergency response.
Office & 24 Hr. Emergency
The City of Arroyo Grande is open Monday through Friday from 7:30 am to 4 pm. All emergency
calls after hours must be placed to the Police Department who will notify the on-call Supervisor.
City of Arroyo Grande
1375 Ash Street
Arroyo Grande, CA 93420
(805) 473-5460 T
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City of Arroyo Grande Police Department
200 N Halcyon Rd
Arroyo Grande, CA 93420
(805) 473-5100 T
2.5 Responsibility for SSMP Implementation
The Director is responsible for overseeing the overall implementation of the SSMP. Various
individuals within the City of Arroyo Grande organization are responsible for implementing one
or more of the SSMP elements. Table 2-1 summarizes the responsibilities for SSMP
implementation by element.
Table 2-1 Responsibility for SSMP Implementation by Element
SSMP Element Responsible Person(s)
Goals Utilities Manager & Public Works Director
Organization Utilities Manager & Public Works Director
Legal Authority Utilities Manager, Public Works Director,
City Attorney
Operations and Maintenance Program Utilities Manager
Design and Performance Provisions Utilities Manager & City Engineer
Overflow Emergency Response Plan Utilities Manager
Fats, Oils and Grease Control Program Utilities Manager
System Evaluation and Capacity Assurance
Plan
Utilities Manager & City Engineer
Monitoring, Measurement and Program
Modification
Utilities Manager
SSMP Program Audits Utilities Manager
Communication Program Utilities Manager
Responsibility for Element 1 – Goals
The Utilities Manager & Public Works Director are responsible for leading Staff in the
implementation of the City of Arroyo Grande goals.
Responsibility for Element 2 – Organization
The Utilities Manager & Public Works Director are responsible for updating the organizational
structure, SSMP implementation assignments, and SSO responding and reporting chain of
communication, as needed.
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Responsibility for Element 3 – Legal Authority
The Utilities Manager, Public Works Director and City Attorney are responsible for upholding
the City of Arroyo Grande Municipal Code and for drafting new ordinances, as needed.
Responsibility for Element 4 – Operations and Maintenance Program
The Utilities Manager is responsible, in part, for 1) Resources and Budget, 2) Outreach to
Plumbers and Building Contractors 3) Prioritizing Preventative Maintenance, 4) Purchasing
Contingency Equipment and Replacement Inventories, 5) Training for Staff, 6) Updating the
Collection System Map, and 7) Scheduling Inspections and Condition Assessments.
Responsibility for Element 5 – Design & Performance Standards
The Utilities Manager & City Engineer are responsible for reviewing design and construction
documents to ensure that all construction projects meet the City of Arroyo Grande standards.
This position is responsible for updating standards for installation, rehabilitation and repair, as
needed. These positions are also responsible for the inspection of construction projects to
ensure City of Arroyo Grande standards have been followed.
Responsibility for Element 6 – Overflow Emergency Response Plan
The Utilities Manager is responsible for implementation of the Overflow Emergency Response
Plan, including revisions to the plan and annual training for maintenance crew members and
Staff.
Responsibility for Element 7 – Fats, Oils and Grease (FOG) Control Program
The Utilities Manager is responsible for identifying grease hot spots and maintains an effective
cleaning program for grease problem areas in the sewers.
Contracted consultant is responsible for inspecting grease traps/interceptors that have been
installed at non-residential locations, at the City of Arroyo Grande direction, and for enforcement
of regulations, as needed.
Responsibility for Element 8 – System Evaluation and Capacity Assurance Plan
The Utilities Manager & City Engineer are responsible for managing the engineering consultant
in establishing and assessing capacity requirements for the City of Arroyo Grande collection
system and for the preparation and implementation of the City of Arroyo Grande System
Evaluation and Capacity Assurance Plan. These positions are responsible for the development
and implementation of the city’s long-term Capital Improvement Plan (CIP), including updating
budgets and schedules.
Responsibility for Element 9 – Monitoring, Measurement, and Plan Modifications
The Utilities Manager is responsible for monitoring the implementation of and assessing the
success of the overall SSMP program elements, with the assistance of supporting Staff and
engineering consultants. These positions are responsible for identifying trends in SSO
occurrences and providing recommendations to the City of Arroyo Grande and the City Council.
Responsibility for Element 10 – SSMP Program Audits
The Utilities Manager are responsible for overseeing the annual SSMP Program audits.
Responsibility for Element 11 – Communication Program
The Utilities Manager are responsible for communicating with the public and regulatory
agencies about the status of the City of Arroyo Grande SSMP.
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City of Arroyo Grande SSMP Page 2-6
2.6 Chain of Communication for Reporting SSO’s
The Chain of Communication for Reporting SSOs begins with contact to the City of Arroyo
Grande Public Works Administrative office by either residents or the Police Department. The
Police Department or Public Works Staff then notifies Operations Staff via phones or pager of
the overflow. The City requires a response time of 15 minutes or less during business hours, a
response time of one-half hour or less is expected after business hours and on the weekends.
The Utilities Manager is responsible for reporting SSOs to the RWQCB.
The City of Arroyo Grande Public Works contact number is answered
Monday – Friday from 7:30 am – 4 pm
(805) 473-5460
All after hour’s emergencies are reported to:
Arroyo Grande Police Department
(805) 473-5100
The City of Arroyo Grande’s procedure is to report all Category 1, 2 and 3 spills as required by
the Statewide General Order.
In the event of a report of a possible wastewater spill, or when Staff is contacted concerning
odors, standing water or an overflowing maintenance hole, the following steps are taken to
verify the report and ensure the safety of the public.
1. The receiver of the call (City Staff or after hours Police Department) will obtain the
location from the caller and any description they may have of the problem. Staff will fill in
a Sewer Incident Report Form (Spill Response Checklist) and obtain caller name and
phone number for follow-up information if necessary. Lift station alarms are also
automatically sent to the Supervisory Control and Data Acquisition (SCADA) system that
then forwards the alarms to the Police Department Dispatch Center.
2. The call receiver will contact the Utilities Manager by phone immediately who will direct
Maintenance Staff to the described location. Utilities Manager will initiate the sewer
overflow response report and provide it to the responding Staff.
3. Maintenance Staff will proceed to the location to verify report.
4. If warranted the Utilities Manager may request further support. If Maintenance Staff
member is dispatched he/she will keep Administrative Staff informed of progress as
necessary.
5. Utilities Manager or his delegate will notify Director.
6. Utilities Manager will notify all appropriate public agencies as described in Element 6
Spill Emergency Response Plan.
Upon completion of containment and clean-up, Utilities Manager will use the Spill Reporting
Form to complete the final spill reports to the CIWQS database, RWQCB, , and the SLO County
Environmental Health Department as needed.
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Figure 2-2 Chain of Communication for Responding to SSO
SSO Identifier contacts City of Arroyo Grande Public Works or if after hours the
Police Department
City of AG Public Works (805) 473-5460
Police Dept (805) 473-5100
Staff notifies Utilities Manager
Utilities Manager contacts other Maintenance Staff for assistance, if needed
Utilities Manager contacts Director for assistance, if needed
Element 2: Organization Appendix
Supporting information for Element 2 is included in Appendix 2. This Appendix includes the
following documents:
• Council names and position currently held (updated as needed)
• Staff Contact Information (updated as needed)
• Public Works Department Organization Chart
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Element 3 – Legal Authority
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Element 3 - Legal Authority
The City of Arroyo Grande has a comprehensive Public Works Sewer Service Systems
Municipal Code which is identified as Chapter 13.12 – Sewer Service System, Section
13.12.010-13.12.510. This Chapter of the Municipal Code is available to the public on the
internet at:
https://library.municode.com/ca/arroyo_grande/codes/code_of_ordinances?nodeId=CD_ORD_T
IT13PUWO_CH13.12SESESY
3.1 Regulatory Requirements
The City will demonstrate, through its sewer codes, service agreements, or other legally binding
procedures, that it possesses the necessary legal authority to:
1. Prevent illicit discharges into its sanitary sewer system (examples may include Inflow &
Infiltration (I/I), storm water, chemical dumping, unauthorized debris and cut roots, etc.);
2. Require that sewers and connections be properly designed and constructed;
3. Ensure access for maintenance, inspection, or repairs for portions of the lateral owned
or maintained by the Public Agency, and
4. Limit the discharge of Fats, Oils, and Grease (FOG) and other debris that may cause
blockages.
3.2 Inspections and Maintenance
In an effort to control infiltration and inflow the City maintains and inspects portions of the sewer
system. All Staff conducting inspections and maintenance to the sewer system are trained,
either through a formal or in-house training program. The work of all contractors performing
work on the sewer system are monitored, reviewed and inspected by the Maintenance Services
Staff.
Specifically, the sections of the City’s Municipal Code to prevent illicit discharges into the sewer
system including I/I from laterals, storm water, unauthorized debris, etc. can be found in:
▪ Chapter 13.12 Sewer Service System
Section 13.12.400 – Prohibited discharges
Section 13.12.410 – Commercial and industrial discharges
Section 13.12.420 – Private Systems - Discharges
Additional Legal Authority for operation and maintenance of the City sewer system is found in
the following South San Luis Obispo Sanitation District Ordinance:
▪ 1994-1 SSLOCSD Pretreatment Ordinance and Requirements
This Pretreatment Ordinance can be found at the following link:
https://sslocsd.org/wp-content/uploads/bsk-pdf-manager/2016/10/Pre-T-1994.pdf
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The City is a satellite wastewater collection system which discharges into the South San Luis
Obispo County Sanitation District’s (SSLOCSD) trunk line.
In addition, the City participates in an active FOG Control and Inspection Program (FOG
Program). As part of the FOG Program, the City authorizes and provides funding for
Environmental Compliance Inspectors to inspect Food Service Establishments (FSEs) and
educate owners regarding Best Management Practices (BMPs) for FSEs.
This FOG Control Ordinance can be found at the following link:
https://sslocsd.org/wp-content/uploads/bsk-pdf-manager/2016/10/Adopted-FOG-Ordniance-
08.pdf
3.3 Design and Construction
The City’s Municipal Code provides the Legal Authority to require the proper design and
construction of the City’s sewer system. Standards concerning design and construction ensure
the sewer lines and connections are properly designed and constructed. The purpose of the
Standards and Specifications is to provide minimum standards for the design, kinds and uses of
materials, and the preparation of plans for construction, repair, or alteration of City sewer and
water facilities. The City’s standard plans and specifications can be found on the City’s website.
▪ Chapter 13.12 Sewer Service System
Section 13.12.110 – Groups of houses of buildings on one lot – Connections to
main sewers
Section 13.12.120 – Sewer connections--Applications
Section 13.12.130 – Private systems—Construction—Inspections
Section 13.12.140 – Approval – Required
Section 13.12.150 – Approval - Process
Section 13.12.270 – Inspection required
Section 13.12.370 – Sewer pumps – Backflow valves
The sections, from the Municipal Code, above address the standards expected by the City for
conducting repairs or new construction related to the sewer system. In particular, the City
requires the use of the uniform plumbing code and permits be obtained prior to construction. All
work must be completed based upon the uniform plumbing code and any alterations to this must
be approved by the Director.
If it is ever determined that the City’s adopted Standards and Specifications are insufficient the
standards and specifications used will be from “Standard Specifications for Public Works
Construction” known as the “Green Book”.
3.4 Ensure Access to Privately Owned Portions of the Lateral
The City prides itself on its relationship with local residents. The City’s primary goal in instances
where access is requested is to determine if Sanitary Sewer Overflows are likely to occur or if
damage to the treatment plant or sewer lines is probable, this helps protect the public and
environmental health of the City.
▪ Chapter 13.12 Sewer Service System of the City’s Municipal Code
Section 13.12.270 – Inspection required
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Section 13.12.500 – Right of entry
The City’s current Municipal Code permits City representatives to enter premises for inspection,
sampling and testing.
3.5 FOG Control
The City has developed a FOG Control and Inspection Program (FOG Program). The City uses
the SSLOCSDs FOG Ordinance. The SSLOCSD FOG Ordinance and the City’s FOG Program
work in conjunction to include regulations governing the sewer system pertaining to FOG
discharges. The Ordinances along with the Municipal Code contain the regulations allowing the
implementation of the FOG Program. The Sections governing this are as follows:
▪ Chapter 13.12 Sewer Service System
▪ Chapter 13.12.400 Prohibited Discharges
▪ 1994-1 SSLOCSD Pretreatment Ordinance
▪ 2008-01 SSLOCSD FOG Ordinance
See Element 7 for detailed information pertaining to the FOG Program.
3.6 Enforce Violations of its Sewer Ordinance
It is essential to protect the City from chronic illegal discharge violations or manipulations of the
sewer system. In the event that a person fails to comply with the current regulations, violations
will be issued. The right to do so is found in The City Municipal Code under:
▪ Chapter 13.12 Sewer Service System
o Sections 13.12.470 -13.12.490 allows the City to request the resident to pay
overdue bills.
o Chapter 1.16 – Penalty Provisions
o Chapter 9.12 – Nuisances
o SSLOCSD Resolution No. 2011-295 can be utilized to enforce violations of the
SSLOCSD FOG Ordinance: https://sslocsd.org/wp-content/uploads/bsk-pdf-
manager/2016/11/FINAL-Resolution-No.-2011-295-SIGNED.pdf
3.7 Sewer Use Fees
Sewer fees are periodically reviewed for proper fee structure and applicability. This is further
discussed in the City Municipal Code under:
▪ Chapter 13.12 Sewer Service System
o Section 13.12-190 – Connections—Fees—Capacity
o Section 13.12.210 Connections—Fees—Disposition
o Section 13.12.220 Connections—Fees—Exceptions
o Section 13.12.230 Charges for extraordinary services
o Section 13.12.240 Connections—Fees—Credits
Fees are reviewed and adopted by City Council periodically to determine if the current rates
reflect the proper rate pricing.
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City of Arroyo Grande SSMP Page 4-1
Element 4 – Sewer System Management Plan Operations and
Maintenance
The City’s operation and maintenance of its collection system ensures that the system is kept in
good working condition. Sewer lift station operations and maintenance work and sewer line
operations and maintenance is primarily conducted by City of Arroyo Grande Staff with the
support of some additional contract services. This SSMP Element 4 outlines the work that is
conducted to accomplish the optimal operation and maintenance of the City’s collection system.
The sewer collection system consists of approximately seventy-one (71) miles of pipelines:
approximately seventy (70) miles of gravity pipelines, which vary in size from four (4) to twenty-
four (24) inches in diameter and approximately one (1) mile of force main. The majority of the
original sewers were built in the early 1960s.The predominant pipe material is clay pipe. Table
4-1 illustrates the current age of sewer lines in the system, Table 4-2 summarizes a general
system inventory of pipeline types and diameters and Figure 4-1 gives a general overview of
the current system materials, assets and appurtenances.
Table 4-1: Age of Sewer Lines
Sewer Line Age Percent of Sewer System
Year 2000 to Present 5%
1980 to 1999 5%
1960 to 1979 70%
1940 to 1959 15%
1920 to 1939 5%
1900 to 1919 0
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Table 4-2: System Inventory
Pipe
Diameter in
Inches
Length of Gravity
Sewer
Length of Force Main
Feet Miles Feet Miles
4 264 0.1 2,033 0.4
6 844,533 16 1,381 0.3
8 229,909 43.5 3,068 0.6
10 14,757 2.8 0 0
12 24,683 4.7 0 0
14 2,847 0.5 0 0
15 7,748 1.5 0 0
16 425 0.1 0 0
18 2,620 0.5 0 0
24 883 0.16 0 0
Total 368,669 69.9 6,482 1.2
Number of
Maintenance
Holes
1,757
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City of Arroyo Grande SSMP Page 4-3
Figure 4-1: Sewer System Overview
4.1 Regulatory Requirements
The SSMP must include those elements listed below that are appropriate and applicable to the
Enrollee’s system:
a. Each wastewater collection system agency shall maintain up-to-date maps of its
wastewater collection system facilities, showing all gravity line segments and
maintenance holes, pumping facilities, pressure pipes and valves, and applicable
storm water pumping and piping facilities.
b. Describe routine preventive operation and maintenance activities by staff and
contractors, including a system for scheduling regular maintenance and cleaning
of the sanitary sewer system with more frequent cleaning and maintenance
targeted at known problem areas. The Preventive Maintenance (PM) program
should have a system to document scheduled and conducted activities, such as
work orders.
c. Develop a rehabilitation and replacement plan to identify and prioritize system
deficiencies and implement short-term and long-term rehabilitation actions to
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address each deficiency. The program should include regular visual and TV
inspections of maintenance holes and sewer pipes, and system for ranking the
conditions of sewer pipes and scheduling rehabilitation. Rehabilitation and
replacement should focus on sewer pipes that are at risk of collapse or prone to
more frequent blockages due to pipe defects. Finally, the rehabilitation and
replacement plan should include a capital improvement plan that addresses proper
management and protection of the infrastructure assets. The plan shall include a
time schedule for implementation of the short- and long-term plans plus a
schedule for developing the funds needed for the capital improvement plan.
d. Provide training on a regular basis for staff in sanitary sewer system operations
and maintenance and require contractors to be appropriately trained.
e. Provide equipment and replacement part inventories, including identification of
critical replacement parts.
4.2 Collection System Map
The City of Arroyo Grande maintains a collection system map that outlines the following
features: location of the sewer lines, maintenance holes, cleanouts, pipe sizes and pipe
materials, and the direction of flow. Pump stations and other special structures are also
identified. The City also maintains a Storm Drain System Map for use in the event of a SSO so
that staff may locate stormwater inlets and outlets that have the potential to impact surface
waters. Sewer Collection and Conveyance System and Stormwater System Atlases are
maintained at the City Public Works Department. A general overview of the Storm Drain and
Sewer Collection System maps is located in Appendix 4-1. Additional storm water information
can be found in the City’s Stormwater Management Plan on the City Website at:
http://www.arroyogrande.org/documentcenter/view/312
As-built plans and construction drawings are also maintained as the collection system is
improved and new systems are added or altered. As-built drawings are required by the City as a
condition of construction.
4.3 Preventative Operations & Maintenance
The City educates its Staff to think of maintenance in two ways: preventive and corrective.
Corrective maintenance - This can be an actual collapse of an existing sewer; stoppage due to
roots, FOG, or other foreign materials; inflow or infiltration; or pump failure. These conditions
require immediate action to correct the problem and are further discussed in Element 6 –
Overflow Emergency Response. Additionally, the City maintains a Service Request Form to
assist staff in responding to regular and emergency requests for corrective maintenance. A copy
of this form is found in Appendix 4-2.
Preventive maintenance – This involves inspection of the sewer system and analysis of existing
data to identify trouble areas. Inspection and analysis provide guidance in determining the type,
degree, and frequency of preventive maintenance required.
The City currently maintains a Utilities Calendar that is used to schedule the following
preventative maintenance activities:
o Annual Sewer Main Cleaning
o Problem Area Sewer Main Cleaning (High Maintenance Areas)
o Lift Station Cleaning & Maintenance
o Maintenance Hole Maintenance
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City of Arroyo Grande SSMP Page 4-5
o Air/Vacuum Valve Maintenance
The City updates this calendar annually. Current copies of this calendar are maintained at the
Public Works office.
The objectives of both are to improve service, reduce emergency occurrences, and to minimize
the cost of the preventive maintenance program. In general, the greater the amount of
preventive maintenance performed, the less the amount of corrective maintenance that will be
required. However, there should be a reasonable balance between the cost of preventive
maintenance and a corresponding benefit.
4.3a Pipeline Maintenance
The City of Arroyo Grande has developed a year-round pipeline maintenance program with an
emphasis on preventive maintenance, especially in historical trouble areas which are checked
at more frequent intervals. The system is videoed in suspected trouble areas on an as needed
basis. The City sets a goal to clean and flush the entire system annually. Based on cleaning,
flow analysis and video, the City determines which area of the pipeline system would benefit the
most by rehabilitation or replacement. Quarterly cleanings are performed at historical problem
areas (Hot Spots) based on field crew experience. The City also participates in an active FOG
Program and Root treatment program. Overview maps of City sewer system Hot Spots and
Root Foaming can be found in Appendix 4-3.
4.3b Maintenance Holes
The City uses visual maintenance hole inspections, as part of day-to-day maintenance. Visual
inspections are an inexpensive and quick method of detecting inflow / infiltration sources, the
general structural condition of the maintenance hole, and the accuracy of previous system
drawings. Formal maintenance hole inspections are also conducted when staff observes
potential problems during routine sewer line cleaning. A copy of the form used to report on
maintenance hole inspections is located in Appendix 4-4. Visual and video maintenance hole
inspections are used to determine the following:
• Exact location of the maintenance hole;
• Condition of cover and frame (defects that may allow inflow);
• Is the cover subject to ponding or surface run off;
• Potential area that drains to any defects;
• Condition of bench, risers, grade rings and collar; and
• Condition of sewer pipes.
Maintenance hole repairs are required to correct structural deficiencies, effects of corrosion on
the internal surface, and to eliminate the inflow of surface or groundwater. The City of Arroyo
Grande continues to install maintenance hole inflow covers to minimize potential infiltration.
4.3c Lift Station Maintenance
The City of Arroyo Grande maintains five (5) lift stations. Duplication of equipment and functions
provides the flexibility necessary for continued operation during individual shutdowns due to
scheduled maintenance or emergencies. Weekly inspections are performed on the lift stations
that include the, electrical equipment, instrumentation, wet well condition, venting and
housekeeping. Weekly lift station and wet well inspections are performed by field crews. Lift
Station wet wells are cleaned quarterly. Staff follows the City’s Facilities Inspection Program
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Guidelines when conducting weekly lift station inspections. A copy of this program is on file at
the City’s Public Works office.
A summary of Lift Station descriptions is included in Table 4-3 below:
Table 4-3 Lift Station Summary
Lift
Station
Name
Operating
Point
Pump Type
& Model
Motor
Size
(hp)
# of
Pumps
Wet Well
Dimensions
Last
Upgrade
Emergency
Power
1
810 GPM
@ 180’
TDH
Fairbanks
Morse 60 2 6’ diameter
20’ depth 2005 Permanent
Unit
3
305 GPM
@ 54’
TDH
Wemco
Submersible 7.9 2 4’ diameter
20’ depth 2012 Connection
for Portable
4
230 GPM
@ 23”
TDH
Wemco
Submersible 1.5 2 5’ diameter
16’ depth 2016 None
5
125 GPM
@ 30’
TDH
Wemco
Submersible 3 2 4’ diameter
14’ depth 2009 None
7
175 GPM
@ 60’
TDH
Wemco
Submersible 10 2 7’ diameter
16’ depth
Installed
2001
Connection
for Portable
4.3d Investigation (Complaints)
The service request form is used to record complaints from the public or from another
governmental agency. This report becomes a permanent record and is subject to review at a
later time. The Operations Staff ensures all entries they are required to make are complete and
accurate. The City makes every effort to respond immediately to all sewer-related complaints
followed by prompt correction of the defective condition. A sample Work Order is provided in
Appendix 4-5.
4.3e Maintenance Records
The City uses a paper-based Work Order system to keep records of preventive maintenance
and repair service. (See the sample Work Order provided in Appendix 4-5). The Work Orders
allow the City to maintain records concerning a location, basis for required maintenance,
materials used, crew leader and the amount of time required to complete the work.
4.4 Rehabilitation and Replacement Program
The City utilizes a number of measures to keep the existing sewer collection system functional.
These range from local rehabilitation to complete replacement of the sewer section.
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City of Arroyo Grande SSMP Page 4-7
There are several repair methods available. The choice of method or a combination of methods
depends on the physical condition of the sewer system components (i.e., pipeline sections,
maintenance holes, and service connections) and the nature and magnitude of the problem. If
the problem does not involve the structural integrity of the system's components or the need to
increase the capacity of the existing system, rehabilitation can be an effective way of restoring
the utility of the system component.
Replacement involves the removal of the existing non-functioning pipes or maintenance holes
and replacing them with new ones. The cost of this method, however, is generally much higher
than rehabilitation alternatives. Pipe replacement jobs also take longer than pipe rehabilitation
jobs.
Lift Station repairs are normally done in-house. Mechanical repairs are performed at the
maintenance yard. Electrical repairs are undertaken at the lift stations by Operations Staff. In
general, the City maintains in stock a recommended list of spare parts which can be found in
Appendix 4. Repairs requiring outside job contracts are those considered major or complex in
nature such as control systems, motors and variable speed drives. These jobs are
subcontracted.
The City conducted a Wastewater System Master Plan completed by Water Systems Consulting
(WSC) in December of 2012. Several methods of analysis were used in this study for all system
sewer assets, including hydraulic analysis of pipelines, lift station assessments, maintenance
hole assessments, and review of system wide CCTV investigations. A list of Capital Projects
addressing Rehabilitation and Replacement of existing sewer assets were identified in this
study, ranked by priority, and integrated into the City’s Capital Improvement Program through
Fiscal Year 2021/22. This Master Plan Report is located in the following link:
http://www.arroyogrande.org/DocumentCenter/View/1066/Wastewater-System-Master-Plan-
PDF?bidId=. The City is planning to complete an update to this Master Plan in 2022. An
updated list of Capital Projects is provided in Appendix 4-6. Some additional project have been
added to this list (in addition to projects identified by the Master Plan) based on City staffs
observations and investigations.
Future CCTV and other R&R related investigations will be integrated into updates to this Master
Plan in the 2021/22 Fiscal Year. The City will be conducting future CCTV investigations on an
“as needed” basis, when problems are encountered.
4.5 Capital Improvement Program (CIP)
Individual Rehabilitation and Replacement Projects are identified and described in the Capital
Improvement Program (CIP). A CIP budget and plan are prepared annually and covers a 5-year
period. This annual report contains a planned expenditure summary for identified projects,
followed by a detailed project description along with a 5-year project expenditure plan
(See CIP Appendix 4-6 for project summary). The City of adopted a Water and Wastewater
Rate Study Report in 2016 and completed a sewer user fee rate increase. The Resolution and
associated fee structure are located in Appendix 4-7. Based on the findings in the report and
adopted rate increase, the City’s wastewater enterprise fund is currently financially solvent and
is anticipated to be this way for the next five (+) years. Rehabilitation & Replacement projects
are shown to have adequate funding for the next five (+) years.
4.6 Employee Training
Training programs include formal classroom, informal on-the-job and hands-on training. Training
is conducted by both City Staff and by outside training workshops. On-the-job cross training is
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pursued to ensure Staff has a proficient working knowledge of the sewer system. City Staff is
also cross-trained so that critical tasks can be performed without interruption even when the
crew members change. Task proficiency is a requirement for all job positions and promotions.
Training records are maintained to monitor completed classes and for scheduling.
Crews are initially trained in the proper operation and maintenance of all new major mobile
equipment and facilities by the contractor or manufacturer. Written operation and maintenance
manuals are used as resource material for initial start-up training as well as new Staff training.
Safety training is an integral part of the City’s program. Every Staff member receives formal
training. Staff is trained in confined space entry and in hazardous materials management, as
required.
4.7 Equipment and Replacement Inventory
Operations Staff maintain the pump stations but do not perform larger projects to repair or
replace underground pipelines. Repair and replacement of underground pipelines are
contracted out to licensed contractors who have the equipment, materials and personnel to
complete the work. The City maintains an electronic inventory of equipment, replacement parts,
and supplies and follows a structured process to ensure an up-to-date accounting and complete
inventory of equipment and replacement parts. Parts required for preventive maintenance are
identified ahead of time for each specific maintenance task. Parts are secured prior to the start
of preventive maintenance. An up-to-date list of critical parts is located in Appendix 4-8.
The City maintains equipment such as sump pumps, portable generators, traffic control and
night lighting systems for emergency response. These items are maintained in a ready state for
immediate deployment.
Three (3) lift stations are equipped with emergency generator connections that allow the use of
portable generators to operate the stations in the event of a prolonged power outage. One lift
station has a permanent generator with automatic switch over. The remaining lift stations have
connections which allow the use of portable trash pumps. The following pieces of equipment are
utilized as backup systems in the event of a lift station emergency:
Equipment Description & Quantity Model Number/Serial Number
Trailer Mounted 6” Bypass Pump (1) Gorman Rupp 6”,
Model # 16C2F300,
Serial # 703343
Portable 3” Pump (1) Multi Quip 3”
Model #QP-301-TH
Serial # 301TH-7945
Trailer Mounted Bypass Pump 6” (1) Multiquip, MQ 600 HP
Fairbanks Morse 60 hp
4” Submersible Pump (1)
Model #5435MV
Serial #1291086
Tesco-Liquitonic 3: Level Controllers (4) L3000 / N/A
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As a backup, managers have credit authority to purchase needed materials and supplies from
local vendors of non-stock items when they are critically needed. In the event of an emergency,
local retailers are available to supply additional needed equipment and parts on short notice.
The City has a history of purchasing plumbing and wastewater related products from the
distributers listed below. They were contacted in mid-2019 and confirmed that the majority of the
items required for repair and replacement are currently stocked and available for purchase.
Contact information for the four (4) retailer locations is provided below:
Retailer Contact Service
Ferguson Enterprises San Luis Obispo, 4546 Broad
Street (805) 594-5380
Plumbing Supplies and Tools
Nviro San Luis Obispo, 636 Clarion
Court (805) 801-4065
SCADA, Instrumentation and
Automation Systems
Flo-Systems Burbank, 3010 Floyd Street
(818) 562-5282
Pumps and Wastewater
Equipment
Perry’s Electric Motor &
Control
Santa Maria, 414 S. Western
Ave. (805) 925-8761 Pump Motors and Motor
Rehabilitation
As stated in Element 4, the City is also enrolled in the Cal-Warn Mutual Aid Agreement which
makes the eligible to receive equipment from surrounding agencies in the event of an
emergency. Contact formation for enrolled members can be found at www.calwarn.org.
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Element 5 – Design and Performance Standards
City of Arroyo Grande SSMP Page 5-1
Element 5 - Design and Performance Standards
This section describes existing City standards that are in place and the process for revising
them. It also covers compliance inspection standards that are existing and in use.
5.1 Regulatory Requirements
The SSMP must identify design and construction standards and specifications for the
installation of new sanitary sewer systems, pump stations and other appurtenances; and
for the rehabilitation and repair of existing sanitary sewer systems.
The SSMP must identify the procedures and standards for inspecting and testing the
installation of new sewers, pumps, and other appurtenances and for rehabilitation and
repair projects.
5.2 Design and Construction Standards
The purpose of the Standards and Specifications is to provide minimum standards for the
design, types and uses of materials, and the preparation of plans for construction, repair, or
alteration of City sewer and water facilities. The following sections, from the City Municipal
Code, address the standards expected by the City for conducting repairs or new construction
related to the sewer system.
▪ Chapter 13.12 Sewer Service System
Section 13.12.120 – Sewer connections--Applications
Section 13.12.130 – Private systems—Construction--Inspections
Section 13.12.270 – Inspection required
In particular, the City requires the use of the California Uniform Plumbing Code (UPC) and
permits must be obtained prior to construction. All work must be completed based upon the
UPC and alterations must be approved by the Director.
If it is ever determined that the City’s adopted Standards and Specifications are insufficient, the
standards and specifications used will be those of the “Standard Specifications for Public Works
Construction” also known as “the Green Book”.
5.3 Inspection Standards
The City’s standard public works procedure requires work to be placed into service only after it
is accepted by the Utilities Supervisor following satisfactory inspection and testing. The City
provides continuous inspection during the construction of sewer facilities and believes that
proper installation is the key to ensuring proper operation and maximum life expectancy.
The City’s Standard Specifications for Sanitary Sewer Systems can be found in Division VIII:
Miscellaneous Construction, 77-3 at the following link:
https://www.arroyogrande.org/DocumentCenter/View/3151/2016-Standard-Specifications-and-
Engineering-Standards-PDF
These standards provide for design standards, construction standards, specifications and
testing requirements for the installation or reconstruction of sanitary sewer systems.
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Element 6 – Sewer System Management Plan SERP
City of Arroyo Grande SSMP Page 6-1
Element 6 - Spill Emergency Response Plan
The Spill Emergency Response Plan (SERP) is summarized in this SSMP Element. The
complete SERP is on file at the City Public Works Office. The SERP addresses issues such as
Spill response, detection, mitigation, clean up, investigation, documentation, and reporting.
6.1 Regulatory Requirements
WDR Order No. 2022-0103-DWQ Attachment D Section 6 states:
Enrollee shall update and implement its Spill Emergency Response Plan.
The Plan must include an up-to-date Spill Emergency Response Plan to ensure prompt
detection and response to spills to reduce spill volumes and collect information for prevention of
future spills. The Spill Emergency Response Plan must include procedures to:
o Notify primary responders, appropriate local officials, and appropriate regulatory
agencies of a spill in a timely manner;
o Notify other potentially affected entities (for example, health agencies, water suppliers,
etc.) of spills that potentially affect public health or reach waters of the State;
o Comply with the notification, monitoring and reporting requirements of this General
Order, State law and regulations, and applicable Regional Water Board Orders;
o Ensure that appropriate staff and contractors implement the Spill Emergency Response
Plan and are appropriately trained;
o Address emergency system operations, traffic control and other necessary response
activities;
o Contain a spill and prevent/minimize discharge to waters of the State or any drainage
conveyance system;
o Minimize and remediate public health impacts and adverse impacts on beneficial uses of
waters of the State;
o Remove sewage from the drainage conveyance system;
o Clean the spill area and drainage conveyance system in a manner that does not
inadvertently impact beneficial uses in the receiving waters;
o Implement technologies, practices, equipment, and interagency coordination to expedite
spill containment and recovery;
o Implement pre-planned coordination and collaboration with storm drain agencies and
other utility agencies/departments prior, during, and after a spill event;
o Conduct post-spill assessments of spill response activities;
o Document and report spill events as required in this General Order; and
o Annually, review and assess effectiveness of the Spill Emergency Response Plan, and
update the Plan as needed.
6.2 Spill Response
Staff is on-call twenty-four (24) hours per day, seven (7) days per week. The goal for responding
to an SSO during business hours is 15 minutes from receipt of call. During non-business hours,
the City’s goal for responding to a Spill is 30 minutes. The City has invested in Supervisory
Control and Data Acquisition (SCADA) which allows for constant monitoring of Lift Station wet
wells. This feature dispatches maintenance staff to the problem before there is a high level in
the well and the potential for a spill. Staff can also review the performance of each facility via
SCADA prior to responding to determine how serious the problem is and how heavy the flow is,
so that a vacuum truck can be dispatched if necessary.
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Element 6 – Sewer System Management Plan SERP
City of Arroyo Grande SSMP Page 6-2
City of Arroyo Grande operations, maintenance, and emergency response activities are funded
annually through an adopted budget. Staff maintains all equipment necessary to maintain the
sewer collection and conveyance system and respond to Spills. Examples of this equipment
are; Vactor Truck, sewer bypass pumps, service crane trucks, and spill containment materials.
The City’s policy is to respond to all spills within the City service area boundary and provide
mutual aid outside the City boundary, whether on public or private property and to take all steps
possible to prevent the spills from reaching the storm drains, flood control channels, or waters of
the State. The City is enrolled in a mutual aid agreement for assistance with emergency
response activities. Contact information for enrolled members can be found at www.calwarn.org.
The City developed a Spill Emergency Response Plan (SERP) for emergency response to Spills
to help ensure appropriate response to all Spills. These procedures are planned to be
implemented before June 2023. Element 2 of this SSMP addresses the organizational structure
and responsibilities of City staff. The lines of authority during an emergency are shown in
Figure 6-1.
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Element 6 – Sewer System Management Plan SERP
City of Arroyo Grande SSMP Page 6-3
Figure 6-1 SSO Reporting Chain of Command
Figure 6-2 SSO Notification and Reporting Overview
Observer
Public Works
Director
805-473-5466
On-Call
Staff
805-473-5100
Public Works
Staff
805-473-5460
Notifies
City
805-473-5460
5 Cities Fire
Authority
805-473-5490
SLO County
EH/Haz Mat
Division
805-781-5544
Utilities
Manager
805-473-5464
805-459-4859
805-459-4859
Public Works
Director
805-473-5466
Utilities
Manager
805-473-5464
805-459-4859
SSO Notification and
Reporting to Appropriate
Agencies
After-hours,
Message Directs Caller
If Hazardous Substances
Are Involved
If Hazardous
Substances Are Involved
Utilities
Manager
805-473-5464
805-459-4859
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City of Arroyo Grande SSMP Page 6-4
6.3 Spill Emergency Response Plan Procedures
The City has developed a complete Spill Emergency Response Plan that is maintained at the
City Public Works office. The plan contains the following information and procedures:
o Introduction and Definitions
o Prohibitions & Notification Procedures
o Regulatory Agency Contacts
o City Call Out List
o Spill Response Traffic Control
o Spill Containment and Cleanup
o Pump Station and Force Main Failure
o Contingency Contacts Lift Station Failure
o Force Main Spills
o Prolonged Spill Response
o Contractor Spill Response
o Spill Volume Estimation
o Coordination with Storm Drain Agencies and Water Systems
o Receiving Water Monitoring
o Water Body Closures & Beneficial Uses
o Reporting Procedures
o Detailed Reporting Requirements
o Post Spill Investigations
o Training
Attachments
o Post Spill Investigation Form
o Spill Response Field Checklist
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Element 7 – Fats, Oils & Grease Control (FOG) Program
City of Arroyo Grande SSMP Page 7-1
Element 7 - Fats, Oils & Grease Control (FOG) Program
The City of Arroyo Grande has an active FOG control and inspection program. As of 2020
approximately 68 facilities are enrolled in the FOG Program. The City remains very proactive in
addressing its High Maintenance Areas (HMA) attributed to grease that have a history of minor
blockages created by these substances. The City has realized a significant reduction in SSOs
as a result of implementing a FOG Control Program. As a result, the City is entering its
thirteenth year of program implementation.
7.1 Regulatory Requirements
The FOG source control program includes the following as appropriate:
• An implementation plan and schedule for public education outreach program that
promotes proper disposal of FOG.
• An Ordinance establishing the legal authority of the District to prohibit FOG discharges
to the system and identifies measures to prevent SSOs and blockages caused by FOG.
• Requirements to install grease removal devices (such as traps or interceptors); the
development of design standards for such devices, maintenance requirements, Best
Management Practices (BMP) requirements; and record keeping and reporting
requirements.
• Establishes authority to inspect grease producing facilities and assesses whether the
District has sufficient Staff to inspect and enforce the FOG ordinance.
• An identification of sewer system sections subject to FOG blockages and establishment
of a cleaning maintenance schedule for each section,
• Development and implementation of source control measures for all sources of FOG
discharged to the sewer system.
7.2 FOG Control Program Outreach
The City’s FOG Program outreach began in 2007 and it remains a major component of the
SSMP program. Prior to program “kick off” the City, in partnership with South San Luis Obispo
County Sanitation District (SSLOCSD), worked to inform FSEs of the FOG Program and its
requirements. FOG information flyers were mailed to each FSE. Following the distribution of the
flyers; FSE surveys and personal phone calls were made to each owner or manager of the
facility. This allowed each affected party to ask questions and receive information regarding the
FOG Program prior to any inspection of the facility.
The City has made available the following items to each Food Service Establishment (FSE)
within the city:
• Best Management Practices (BMP) in English and Spanish Appendix 7-2
• Grease Hauler List Appendix 7-3
• Cleaning Record Form (English and Spanish) Appendix 7-4
• Contractor Pumping Record Appendix 7-5
• How to Clean Your Grease Trap Poster Appendix 7-6
Inspectors have these items available when an FSE is inspected. The cost of the program is
included in the sewer rates. At this time permitting and inspection require no additional fees.
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Element 7 – Fats, Oils & Grease Control (FOG) Program
City of Arroyo Grande SSMP Page 7-2
Residential outreach is also an important element for reducing the amount of FOG entering the
collection system. While requiring grease traps and interceptors is not possible to the residential
community, education is.
The City recently developed a FOG Control Webpage which can be found in the following link:
http://www.arroyogrande.org/644/Fats-Oils-Grease-FOG
This webpage provides additional FOG control information for both Commercial and Residential
customers in the City service area.
7.3 FOG Control Program Discussion
The City of Arroyo Grande developed a FOG Inspection Program in July 2007 and utilizes the
South San Luis Obispo County Sanitation District FOG Ordinance as the legal authority for
program implementation. This ordinance establishes the regulations and requirements
governing the protection of the sewer system from fats, oils and grease.
The goals of the FOG Control Program are to reduce the amount of fat, oils, and grease
entering the sewer system, inspect all food service establishments for FOG violations, provide
education to FSEs and reduce maintenance costs from grease related problems. Doing so
should reduce the risk of Sanitary Sewer Overflows and increase the longevity of the sewer
collection lines.
The City’s FOG Control Program meets all the guidelines required by the State and Regional
Water Quality Control Board and includes following:
• Restaurants and food service establishments (FSEs) that generate grease are required
to obtain a Source Control/FOG Permit.
• FSEs are inspected at a minimum of twice per year. FSEs may be inspected more
frequently as determined by the City and/or as warranted by current program compliance
and past history.
• All FSEs are required to use best management practices (BMP) to reduce grease
discharged to the sewer system (e.g.; store waste grease in barrels to haul off site,
scrape remaining food off plates and into trash receptacle before washing).
• Any FSE planning a remodel is required to include installation of a grease
trap/interceptor.
• All new FSE construction will require installation of a grease trap/interceptor, regardless
of size (type of foods produced may negate the need for trap installation; a variance will
be issued in lieu of permit for trap installation).
• Exemptions or variances shall be available to FSEs that do not generate grease, do not
cause related sewer blockages, and/or have limited space on their property that makes it
impossible to install a grease trap/interceptor.
• Garbage grinders will be prohibited in all restaurants except where specifically allowed
by the City.
• Several options regarding program fees will be evaluated annually. Program fees are
intended to help alleviate the burden of the program costs and to assist in facilitating a
successful FOG Control Program. The City currently is absorbing the program and
inspection costs in its General Fund.
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Element 7 – Fats, Oils & Grease Control (FOG) Program
City of Arroyo Grande SSMP Page 7-3
7.4 Identification of Grease Problem Areas and Sewer Cleaning
One objective of a FOG control program is the identification of trouble spots, or HMA, that are
likely or prove to have grease accumulation. The City identifies potential grease problem areas
by tracking locations and causes of dry weather blockages and SSO’s. FOG accumulation is
also documented when seen in the sewer system during a visual inspection by Closed Circuit
Television (CCTV). If the specific trouble spots occur in close proximity to several restaurants or
grease-producing facilities the FSEs will be considered a potential source of the FOG in the
sewer and increased inspections will take place. Additionally, the identified locations will be
noted in the O&M program and will be monitored for cleaning frequency requirements.
The City’s Maintenance Staff maintains a sewer atlas depicting each manhole location. This
data is used in conjunction with cleaning logs, for which Staff will note the date and time of
flushing as well as debris type and severity.
Additional information about cleaning and maintenance is included in Element 4: Operations
and Maintenance Program.
7.5 Legal Authority
The City FOG Program is governed by the SSLOCSD FOG Control Ordinance 2008-01. This is
the second Ordinance that the City will be adopting on behalf its treatment plant. This decision
is being made because FOG control is an element of Pretreatment. The other Ordinance
currently in use is the SSLOCSD’s Pretreatment Ordinance 1994-1.
The FOG Ordinance includes:
▪ Establishment of enforcement authority
▪ Limits on types of wastes discharged to public sewers
▪ Requirements for specific design and construction of grease interceptors and/or traps,
▪ Requirements for the installation of grease interceptors
▪ Requirements for maintenance of grease interceptors,
▪ Enforcement, and
▪ Implementation measures, as appropriate.
If the City finds that a grease interceptor or gravity separating device installed prior to the
effective date of the ordinance that is incapable of adequately retaining the grease or oil in the
wastewater flow, the City notifies the user, in writing, that an adequate interceptor or gravity
separating device shall be installed within a specific, reasonable time period. This Ordinance is
found in the following link:
https://sslocsd.org/wp-content/uploads/bsk-pdf-manager/2016/10/Adopted-FOG-Ordniance-
08.pdf
7.6 Identify HMA
The City’s maintenance Staff continues to identify sections of the sewer collections system
subject to grease buildup and establishes a cleaning maintenance schedule for each section.
The City has compiled a list of ‘hot spots’, or HMA, within the community. These areas of
concerns have been put on an increased cleaning schedule and will be monitored annually for
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Element 7 – Fats, Oils & Grease Control (FOG) Program
City of Arroyo Grande SSMP Page 7-4
cleaning frequency. The City tracks these “Trouble Spots” on a Sewer Atlas and in the City’s
GIS Mapping System which is accessed/maintained at the Public Works office.
7.7 FOG Control Measures
The City has implemented FOG control measures for all sources of grease and fats discharged
to the sewer system. One of the elements that is provided to FSEs or other interested parties is
the BMP manual. This manual helps to provide guidance and suggestions to FSEs in reducing
the amount of FOG discharged. Implementing many of the simple inexpensive procedures can
reduce the amount of FOG discharged by 90%. The FOG BMP Manual includes the following:
• Train kitchen Staff and other employees about how they can help ensure BMPs are
implemented
• Post "No Grease" signs above all sinks and on the front of dishwashers
• Use water temperatures less than 140° F in all sinks, especially the pre-rinse sink before
the mechanical dishwasher
• Recycle waste cooking oil
• "Dry wipe" pots, pans, and dishware prior to dishwashing
• Dispose of food waste by recycling and/or solid waste removal
• Properly Maintain Grease Trap/Interceptors
• Clean under-the-sink grease traps according to permitted cleaning frequency, or more
frequently, if needed
• Clean grease interceptors according to permitted cleaning frequency, at least quarterly
• Keep a maintenance log (record keeping)
• Cover outdoor grease and oil storage containers
• Locate grease dumpsters and storage containers away from storm drain catch basins
7.8 FOG Program Funding
The FOG Program is funded annually through the Sewer Fund and has been contracted out for
inspection and administration purposes only. Program fees are included in the sewer rates in
order to help alleviate the cost for an FSE to reach compliance. If at some time it is determined
that program costs exceed maintenance reductions then the City will evaluate a fee-based
program. The City reports a general reduction in Maintenance requirements and emergency
response as a result of the FOG Control Program.
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Element 7 – Fats, Oils & Grease Control (FOG) Program
City of Arroyo Grande SSMP Page 7-5
7.9 FOG Characterization
The City inspects all FSEs that are located within its jurisdiction. Each is closely evaluated to
determine if the FSE is in compliance with the current regulations. Facilities that contain high
fats, oils and grease menu items are inspected for properly working grease traps and/or
interceptors. Facilities are also required to maintain proper documentation for each time their
trap or interceptor is cleaned. These records must be maintained and be made available for a
minimum of two years on-site. In some cases, if a facility does not currently maintain a grease
trap or interceptor, one may be required to be installed. This is based upon current regulations.
The current California Uniform Plumbing Code is closely followed for determining type and size
of unit that will be required. Justification for grease trap versus interceptor installation is based
upon foods served and prepared, number drains within the facility, type of dishwasher (if any),
size and history of SSOs attributed to the establishment. Dye testing is also conducted when it
is necessary to determine specific drainage sources.
There are two types of permits issued. The first is a standard FOG Permit. A standard permit is
issued to all typical FSEs that discharge FOG into the sewer system. Typically, this includes all
facilities that have commercial kitchens. The second permit is a Variance Permit. It is issued to
FSEs that do not discharge high quantities of FOG as determined by FOG inspectors. Examples
of these facilities may be; coffee houses or prepackaged grocery stores. Facilities with a
variance are assessed annually for any potential changes in their operations that would require
a standard FOG Permit and installation of a FOG Control Device. Should a facility with a
Variance Permit change ownership, a new variance will not be issued to the new owner. The
new owner will be required to apply for a FOG permit and will be evaluated as if it is a whole
new facility. If the food served or prepared by the FSE has not changed a new variance will be
provided. The City makes these assessments on a case-by-case basis.
4%
12%
30%
9%
2%1%
36%
3%3%
Types of Food Service Establishments
Bakeries
Cafeteria
Fast Food
Grocery Store
Ice
Cream/Yogurt
Meat Market
Restaurant
Sandwich Shop
Donut Shop
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Element 7 – Fats, Oils & Grease Control (FOG) Program
City of Arroyo Grande SSMP Page 7-6
The charts above show the types of facilities found within the City and the percentages of
Standard Permits issued versus the Variance Permits. An itemized list of the FSEs, locations
and permits issued is on file at the City Public Works Department. The itemized list is updated
continually to reflect FSE regulatory status.
When an FSE is found to be in violation of the City’s Ordinance the facility is re-inspected for
compliance. Additionally, when Operations Staff is sent out on an emergency or they are
conducting regular maintenance and identify high levels of FOG, the Environmental Compliance
Inspectors are notified. The FSE of concern is then inspected regardless of last inspection date.
The FSE is informed of the reason for the inspection and if they are in violation, corrective
actions are required at that time. The inspector may need to conduct a follow-up visit prior to
returning the FSE to its regular facility visit schedule.
Facility inspection paperwork is maintained in the Public Works office and is available
electronically. An inspection form template is located in Appendix 7-1.
Implementation of the FOG Program is an ongoing process of education and compliance.
Together, the City, local businesses, and residents work to protect the collection system and the
health of the environment.
7.10 FOG Control Program Website
Additional supporting information on residential and commercial FOG Control such as FOG
Permit Applications and residential Best Management Practices are located on the City’s FOG
Program Website:
https://www.arroyogrande.org/644/Fats-Oils-Grease-FOG
88%
12%
Permitted Food Service Establishments
Standard FOG Permit
Variance FOG Permit
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Element 8 – System Evaluation and Capacity Assurance Plan
City of Arroyo Grande SSMP Page 8-1
Element 8 – System Evaluation and Capacity Assurance Plan
This element discusses the steps taken by the City to ensure adequate capacity for dry and wet
weather peak flow conditions. This includes evaluation, design criteria and capacity
enhancement measures. A schedule for implementation is also included with the budget.
Element 8 – System Evaluation and Capacity Assurance Plan Appendix
• There is no Appendix for Element 8. Links are provided to supporting documents for this
Element.
8.1 Regulatory Requirements
The Agency shall prepare and implement a capital improvement plan that will provide hydraulic
capacity of key sanitary sewer system elements for dry weather peak flow conditions, as well as
the appropriate design storm or wet weather event. At a minimum, the plan must include:
a. Evaluation: Actions needed to evaluate those portions of the sanitary sewer system
that are experiencing or contributing to an SSO discharge caused by hydraulic
deficiency. The evaluation must provide estimates of peak flows (including flows from
SSO’s that escape the system) associated with conditions similar to those causing
overflow events, estimates of the capacity of key system components, hydraulic
deficiencies (including components of the system with limiting capacity) and the major
sources that contribute to the peak flows associated with overflow events.
b. Design Criteria: Where design criteria do not exist or are deficient, undertake the
evaluation identified in (a) above to establish appropriate design criteria; and
c. Capacity Enhancement Measures: The steps needed to establish a short- and long-
term CIP to address identified hydraulic deficiencies, including prioritization,
alternatives analysis, and schedules. The CIP may include increases in pipe size, I/I
reduction, increases and redundancy in pumping capacity, and storage facilities. The
CIP shall include an implementation schedule and shall identify sources of funding.
d. Schedule: The Agency shall develop a schedule of completion dates for all portions of
the capital improvement program developed in (a)-(c) above. This schedule shall be
reviewed and updated as required.
8.2 System Evaluation and Capacity Assurance Plan
The City’s Wastewater System Master Plan (WCSMP) was updated in 2012. The WCSMP
includes all the elements required for Capacity Assurance, evaluating both physical and
hydraulic conditions for assets in the sewer collection and conveyance system. Hydraulic
evaluations were conducted to model existing dry and wet weather conditions and future dry
and wet weather conditions through “build out” which represent “worst case scenario” flow
conditions. The findings in the WCSMP were used to develop a long-term and short-term
Sewer Collection System Capital Improvement Program. A link to the 2012 WCSMP can be
found here: http://www.arroyogrande.org/DocumentCenter/View/1066/Wastewater-System-
Master-Plan-PDF?bidId=.
The WCSMP concluded that City Lift Stations have adequate capacity for both dry and wet
weather flows at build out. Therefore, no projects are required to address capacity related
deficiencies for City Lift Stations.
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Element 8 – System Evaluation and Capacity Assurance Plan
City of Arroyo Grande SSMP Page 8-2
This WCSMP identified three sewer line replacement projects to correct capacity related issues
in City sewer lines. Descriptions and the status of sewer pipeline projects are listed below:
Project
Description
Benefits Projected
Cost
Project Status
Project B-2:
Huasna Road
Sewer Upgrade –
CIP# 5856
Master Plan
recommends
Project completion
between 2018 &
2027.
Upgrade from 8’
Clay Sewer Main to
12” PVC Main to
meet hydraulic
requirements for
buildout.
$694,600
Planned for completion in FY 2025/26. The
current 2018/19 and 2019/20 Capital Project
Budget identifies this as an unfunded Capital
Project for future consideration.
Project B-4: El
Camino Real
Sewer Upgrade
Master Plan
recommends
Project completion
between 2018 &
2027.
Upgrade the
capacity of the 10”
sewer main on El
Camino Real to 12”
PVC and 12” sewer
main from Brisco
Road to Bennett
Avenue to 15” PVC
sewer main to meet
buildout peak flows.
$911,800
Complete - The City re-evaluated this project
and based on the recently completed Sewer Lift
Station No. 1 Force Main Replacement project
which eliminated the sewer crossing under
Highway 101, eliminated Project B-4. The sewer
main referenced in Project B-4 no longer
receives flow from the east side of Highway 101
and is sufficient in size for the flows it receives
from the west side of the highway.
Project C-2:
Additional Inflow
and Infiltration
Analysis
Master Plan
recommends
Project completion
between 2018 &
2027.
Budget and
schedule future I&I
Analysis contingent
on SSLOCSD
improvements to
further identify
sources of City
Inflow and
Infiltration.
$22,000
Not currently included in City’s budget. Project
is forecast for completion prior to 2027, pending
Utilities Rate Study Update in 2024.
Link to City 2018/19 and 2019/20 Capital Improvement Budgets referenced above is found
below: http://www.arroyogrande.org/Archive.aspx?AMID=37
The City is forecasting the completion of the next Wastewater Master Plan Update in 2022
which will reevaluate the collection and conveyance system condition and capacity.
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Element 9 – Monitoring, Measurement & Program Modifications
City of Arroyo Grande SSMP Page 9-1
Element 9 - Monitoring, Measurement & Program
Modifications
The City monitors the implementation of the SSMP elements in order to measure the
effectiveness of the City’s SSMP program in reducing Spills. The manner in which each SSMP
element is monitored and evaluated and the schedule with which the City completes this
monitoring and evaluation is described in this SSMP Element.
There are no appendices associated with Element 9.
9.1 Regulatory Requirements
WDR Order No. 2006-0003-DWQ Section D.13(ix) states:
The Enrollee shall:
(a) Maintain relevant information that can be used to establish and prioritize
appropriate SSMP activities;
(b) Monitor the implementation and, where appropriate, measure the effectiveness of
each element of the SSMP;
(c) Assess the success of the preventative maintenance program;
(d) Update program elements, as appropriate, based on monitoring or performance
evaluations; and
(e) Identify and illustrate SSO trends, including: frequency, location, and volume.
9.2 Establishing and Prioritizing SSMP Activities [WDR D.13(ix)(a)]
Table 9-1 outlines the relevant information maintained by the City to establish and prioritize
appropriate SSMP activities:
Table 9-1: SSMP Implementation Management
SSMP Element SSMP Information
1. Goal
This SSMP Element contains the City’s goals for the
operation, maintenance, and management of the
sanitary sewer collection system, which provide focus
to help reduce Spills and mitigate Spills that do occur.
2. Organization A table containing names, job titles, roles,
responsibilities, and contact information is contained in
this SSMP Element, which allows the public, staff, and
regulators to directly contact the person most
knowledgeable for each aspect of the SSMP Program.
An organization chart shows lines of authority.
3. Legal Authority Appendices to this SSMP Element contain the
complete City Ordinances and SSLOCSD Ordinance
cited.
4. Operation and Maintenance Program Appendices to this SSMP Element thoroughly
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City of Arroyo Grande SSMP Page 9-2
SSMP Element SSMP Information
document the sanitary sewer system operation and
maintenance activities, which are utilized to develop the
City’s Rehabilitation and Replacement
Plan. Appendices include maps, equipment and
replacement part inventories, and the CIP and
associated funding mechanisms.
5. Design and Performance Provisions Appendices to this SSMP Element include the Design
Standards and Specifications in use.
6. Spill Emergency Response Plan This section of the SSMP shows a plan and schedule
to include notification, response, and emergency
operations procedures, training records, and response
and mitigation programs. The implementation of this
program and procedures will be assessed to evaluate
the effectiveness of this section.
7. FOG Control Program A summary spreadsheet documenting semi-annual
FOG inspections will be included in the appendix to this
element.
8. System Evaluation and Capacity
Assurance Plan
This SSMP Element contains the 2012 WSMP which
conducted a thorough hydraulic analyses and
evaluation of the City’s collection system and provides
the CIP that will provide hydraulic capacity of key
sanitary sewer system elements for dry weather peak
flow conditions, as well as the appropriate design storm
or wet weather event.
9. Monitoring, Measurement, and
Program Modifications
This SSMP Element will be updated annually with the
number of SSOs that occur and their causes in a
calendar year. This is the most important trend to
document and the reason for the SSMP.
10. SSMP Program Audits SSMP Audit Reports will be appended to this SSMP
Element when complete. Deficiencies will be addressed
in reasonable timeframes to maintain compliance with
the GWDRs.
11. Communication Program Appendices to this SSMP Element are planned to
contain examples of public outreach articles, flyers,
pertinent City of Arroyo Grande website addresses, as
well as meeting agendas and minutes from meetings
with stakeholders.
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Element 9 – Monitoring, Measurement & Program Modifications
City of Arroyo Grande SSMP Page 9-3
9.3 SSMP Implementation Monitoring [WDR D.13(ix)(b)]
The City Public Works Director and City Utilities Manager are responsible for:
Element 1 – Goals
The Utilities Manager & Public Works Director are responsible for monitoring the implementation
of this SSMP Element. The City’s sanitary sewer system goals will be evaluated and progress
toward meeting these goals will be measured on an annual basis by the Utilities Manager, who
will submit a staff report to the City Council in April of each year, which communicates the City’s
progress toward achieving these goals and implementing the SSMP. Copies of these reports
will be included in Appendix 9.
Element 2 – Organization
The Utilities Manager & Public Works Director are responsible for monitoring the implementation
of this SSMP Element. The organization charts will be reviewed and revised annually in
February of each year. The Spill response and notification process will be reviewed and revised
to increase its effectiveness annually in April of each year.
Element 3 – Legal Authority
The Public Works Director will receive input from the Utilities Manager, and on the effectiveness
of the City legal authorities in preventing SSOs annually in April of each year. Information
gathered from this Staff will be sent in a memo to the City Legal Council for consideration if
updates are recommended to the City Ordinances.
As of this revision to the SSMP, Revision 02, the City maintains the Legal Authorities stated by
WDR Section D.13(iii) with the exception of the right to operate and maintain sewer laterals. The
City does not currently own any laterals except to City-owned properties and, therefore, does
not require the legal authorities to operate and maintain laterals to private properties.
Element 4 – Operation and Maintenance Program
The City’s Utilities Manager is responsible for monitoring the implementation of this SSMP
Element, which is to be reviewed and revised annually.
The City plans to include interactive links incorporated into the City’s existing GIS database to
provide immediate access to sanitary sewer collection system photos, closed circuit television
(CCTV) inspection videos, and the trunk system’s as-built plans and construction drawings over
the course of the next two years. As-built plans and construction drawings are maintained as the
collection system is improved through each CIP, and this data will also be routinely integrated
back into the collection system GIS database as this system is upgraded.
SSMP Element 4 – Operation and Maintenance Program includes funding and identification of
historical and current fiscal year capital projects. Progress towards funding and completion of
the short- and long-term capital projects beyond Fiscal Year 2019/20 and beyond will be tracked
and incorporated in this Element as appropriate.
Annual training on all procedures and review of SSMP Element 4 – Operation and Maintenance
Program will be conducted with City Staff and any contractors implementing portions of SSMP
Element 4 – Operation and Maintenance Program. Training will be documented and tracked by
the City.
Element 5 – Design and Performance Provisions
The Public Works Director and City Engineer are responsible for monitoring the implementation
of this SSMP Element. The City contracts CIP project design services to various engineering
firms. These consultants creates design and construction standards and specifications specific
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City of Arroyo Grande SSMP Page 9-4
to the projects the City undertakes, such as the individual standards and specifications created
and utilized for the City’s CIP.
For routine repair work the City uses standards identified in their Municipal Code.
Element 6 – Spill Emergency Response Plan
The Utilities Manager is responsible for monitoring the implementation of this SSMP
Element. The City’s SERP will be implemented prior to the end of May 2023. Procedures will be
reviewed and revised on an annual basis by the Utilities Manager.
If a Spill occurs, the City’s Utilities Manager will evaluate the effectiveness of the SERP to
determine whether any modifications need to be made to the procedures and protocol contained
in the SERP and make the revisions needed to improve the effectiveness of the City’s Spill
response and notification processes.
Element 7 – FOG Control Program
The Utilities Manager is responsible for monitoring the implementation of this SSMP Element
and its effectiveness at reducing Spills on an annual basis.
FOG Program changes necessitated by an increase in Spills caused by FOG or an increase in
number of FSE’s in violation will be developed by the Utilities Supervisor with the Public Works
Director and decided upon by the City Manager.
Element 8 – System Evaluation and Capacity Assurance Plan
The Utilities Manager and City Engineer are responsible for the implementation of this SSMP
Element, which is to be reviewed and revised annually with the status of CIP projects identified
in the 2012 WSMP.
Element 9 – Monitoring, Measurement, and Program Modifications
The Utilities Manager is responsible for the implementation of this SSMP Element, which is to
be reviewed and revised annually. The review and revisions are to be documented on the
revision record, which is the first page of each element. The metrics contained in this SSMP
Element are important tools in the determination of what tasks and projects contained in each
element are a priority from fiscal year to fiscal year.
Element 10 – SSMP Program Audits
The Utilities Manager is responsible for assuring the SSMP Audit is conducted and complete
prior to regulatory deadlines and continuously on a two-year interval following this date.
SSMP Audits should be conducted with cooperation of all of the management, administrative,
maintenance, and contract positions responsible for implementing specific measures in the
SSMP program. When conducting the SSMP Audit, City Staff must evaluate the effectiveness of
each element of the City’s SSMP. A comprehensive, effective review of the City’s SSMP must
be documented in a SSMP Audit Report.
Upon the completion of the SSMP Audit, the City must evaluate the effectiveness of the SSMP
Audit and the manner in which it was performed in this SSMP Element.
Element 11 – Communication Program
The Utilities Manager is responsible for the implementation of this SSMP Element, which is to
be reviewed and revised as necessary annually. Revisions should include examples of public
outreach articles, flyers and pertinent City of Arroyo Grande website address, as well as
meeting agendas and minutes from meetings with stakeholders. Annual reports are planned for
presentation to the City Council at the regularly scheduled City Council meeting in January or
February each year.
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9.4 Preventative Maintenance Program Assessment [WDR D.13(ix)(b)]
The City’s Preventative Maintenance Program includes CCTV inspection, sewer line cleaning,
visual maintenance hole inspection, and HMA identification and maintenance and has been
successful at minimizing the number of Spills that occur on an annual basis, as identified and
described below in Section 9.6: Spill Trends. The improvements the City is making to its
Preventative Maintenance Program are described in SSMP Element 4 – Operation and
Maintenance Program and above in Section 9.3.4: Element 4 – Operation and Maintenance
Program.
9.5 SSMP Updates [WDR D.13(ix)(d)]
The intention of the City is to use the SSMP for training, planning and regular maintenance of
the collection system. As the document is utilized, any deficiencies or discrepancies will be
corrected. Program elements will be updated based on performance evaluations, organizational,
operational, and maintenance changes, new regulatory requirements, and repairs,
replacements, and upgrades made to the collection system.
At a minimum, the City will review and revise the SSMP annually as warranted. The Public
Works Director is responsible for revising and maintaining the SSMP. A revision record will be
maintained to track changes.
9.6 SSO Trends [WDR D.13(ix)(e)]
The trends in the City’s SSOs for 2016 through 2022 are illustrated in Table 9-2. The cause
categories identified in Table 9-1 are the causes available for use in the Spill Report in
California Integrated Water Quality System (CIWQS). City Staff is responsible for determining
which cause category is appropriate for each Spill when the Spill is reported in CIWQS.
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Element 9 – Monitoring, Measurement & Program Modifications
City of Arroyo Grande SSMP Page 9-6
Table 9-2: Number of City Spills per Indicator per Year
Indicator 2016 2017 2018 2019 2020 2021 2022 2023 Total
No. of Spills 1 1 1 0 1 1 2 7
Locations with Multiple
Spills 0 0 0 0 0 1 0 1
Volume
(gal)
Volume 300 100 200 0 3000 150 3150 6900
Volume
Recovered 50 100 0 0 500 0 0 650
Volume
Reached
Surface Water
0 0 0 0 0 0 0
0
Causes
Debris 0 0 0 0 0 0 0 0
Debris –
General 0 0 0 0 0 0 0 0
Debris – Rags 0 0 0 0 1 0 0 1
Flow Exceeded
Capacity 0 0 0 0 0 0 0 0
FOG 0 1 0 0 0 0 0 1
Operator Error 0 0 0 0 0 0 0 0
Other 0 0 0 0 0 0 0 0
Pipe Structural
Problem/Failure 0 0 0 0 0 0 0 0
Pump Station
Failure 0 0 0 0 0 0 0 0
Rainfall
Exceeded
Design
0 0 0 0 0 0 0
0
Root Intrusion 1 0 1 0 0 1 2 5
Vandalism 0 0 0 0 0 0 0 0
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Element 10 – Sewer System Management Plan Audits
City of Arroyo Grande SSMP Page 10-1
Element 10 - Sewer System Management Plan Audits
This section discusses and outlines the procedure for conducting audits of the SSMP. Audits will
be performed every two years.
10.1 Regulatory Requirements
As part of the SSMP, the City shall conduct an internal audit, appropriate to the size of the
system and the number of overflows, and submit a report of such audit, evaluating the SSMP
and its compliance with the SWRCB GWDR.
At a minimum, these audits will occur every two years. An audit report will be prepared and kept
on file with the SSMP. This audit will focus on evaluating the effectiveness of the SSMP, City
compliance with the GWDR, and identification of any deficiencies in the SSMP and steps to
correct them.
10.2 SSMP Program Audits
The Utilities Manager or their designee is responsible for assuring the SSMP Audit is conducted
and complete prior to regulatory deadlines and continuously on a two-year interval following this
date. Audits should be conducted with cooperation of the Maintenance and Utilities
Superintendent and other applicable City Staff. When conducting the SSMP Audit, City Staff
must evaluate the effectiveness of each SSMP Element. A comprehensive, effective review of
the City’s SSMP must be documented in a SSMP Audit Report.
Summary of Procedure:
1. Gather appropriate documents using the SSMP Data & Records Request, which is
provided in Appendix 10A.
2. Develop Audit Report and attach all documents reviewed and used as evidence of
compliance with the WDR. Create a plan and schedule for revisions to the SSMP based
on changes in operational strategies or deficiencies found in the SSMP.
3. Evaluate the effectiveness of the City’s SSMP and compliance with each WDR
requirement using the ranking methodology outlined in Table 10-1.
Table 10-1: SSMP Audit Ranking Criteria
Ranking Ranking Basis
In Compliance All requirements specified in the
element are met.
Substantial
Compliance
The majority of requirements in the
element are met.
Partial Compliance Half of the requirements in the element
are met.
Marginal Compliance Less than half of the requirements in the
element are met.
Out of Compliance None of the requirements in the element
are met.
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Sewer System Management Plan – Revision 02
Element 10 – Sewer System Management Plan Audits
City of Arroyo Grande SSMP Page 10-2
The first SSMP Audit Report must be signed and certified by a person designated as described
in WDR Section J.1.(i) before the regulatory compliance date. WDR Section J states:
All applications, reports, or information shall be signed and certified as follows:
(i) All reports required by this Order and other information required by the State or
Regional Water Board shall be signed and certified by a person designated, for a
municipality, state, federal or other public agency, as either a principal executive
officer or ranking elected official, or by a duly authorized representative of that
person, as described in paragraph (ii) of this provision. (For purposes of
electronic reporting, an electronic signature and accompanying certification,
which is in compliance with the Online SSO database procedures, meet this
certification requirement.)
The SSMP Audit Report must be hand signed and certified using the language provided below:
“I certify under penalty of law that this document and all attachments were
prepared under my direction or supervision in accordance with a system
designed to assure that qualified personnel properly gather and evaluate the
information submitted. Based on my inquiry of the person or persons who
manage the system or those persons directly responsible for gathering the
information, the information submitted is, to the best of my knowledge and belief,
true, accurate, and complete. I am aware that there are significant penalties for
submitting false information, including the possibility of fine and imprisonment for
knowing violations.”
Subsequent SSMP Audits must be conducted continuously on a two-year interval following the
schedule outlined in Table 10-2 below.
Table 10-2: SSMP Audit Schedule
SSMP Audit Due Date Date City SSMP Audit Completed
1. August 2, 2011 May 5, 2011
2. August 2, 2013 July 17, 2013
3. August 2, 2015 August 2, 2016*
4. August 2, 2017 August 17, 2018*
5. August 2, 2019 Not Completed
6. August 2, 2021 Not Completed
7. August 2, 2023 Not Completed
*City adjusted their Audit Schedule based on the completion of the 2014 SSMP 5- Year
Update. Completion dates shown in Table 10-2 is based on this adjustment.
To assist in the audit process, the City should consider quarterly or semiannual reviews and
revisions to specific SSMP Elements and associated supporting documents. These reviews and
revisions will help ensure current operational practices and procedures are reflected in the
Page 210 of 476
Sewer System Management Plan – Revision 02
Element 10 – Sewer System Management Plan Audits
City of Arroyo Grande SSMP Page 10-3
SSMP and documentation of these activities is readily available during an audit by the Regional
Water Quality Control Board, State Water Resources Control Board, or United States
Environmental Protection Agency.
SSMP Audit Reports must be kept on file with the SSMP and available to regulators and the
public upon request. The last City SSMP Audit Report, which is dated August 2018, is included
in Appendix 10.
Element 10 – Program Audits Appendix
Supporting information for Element 10 is included in Appendix 10 which shall contain the
following documents:
• SSMP Audit Data and Records Request
• 2018 SSMP Audit
Page 211 of 476
Sewer System Management Plan – Revision 02
Element 11 – Communication Plan
City of Arroyo Grande SSMP Page 11-1
Element 11 - Communication Plan
This section describes the communication program employed by the City. It provides multiple
opportunities for interested parties to provide the City with input about the SSMP. These
opportunities will take place prior to and following SSMP implementation.
Element 11 - Communications Appendix
There is no Appendix for Element 11. See links provided in this Element for supporting
information.
11.1 Regulatory Requirements
The Enrollee shall communicate on a regular basis with the public on the development,
implementation, and performance of its SSMP. The communication system shall provide the
public the opportunity to provide input to the Enrollee as the program is developed and
implemented.
The Enrollee shall also create a plan of communication with systems that are tributary and/or
satellite to the Enrollee’s sanitary sewer system.
11.2 Communication Program
The SSMP has been and will be discussed and approved at City Council meetings which are
held publically as follows:
• Regular City Council meetings are held on the 2nd and 4th Tuesday of each month at
6:30 p.m. Special meetings are called as needed.
• Meetings are televised live on Arroyo Grande's government access channel 20 and then
rebroadcast each day for one week at 9:00 a.m., 6:00 p.m., and 1:00 a.m. and the
following Thursday and Sunday at 6:00 p.m. Public education programs and an ongoing
bulletin board providing information on City services and programs are also aired on
channel 20.
• The City’s Website is used to update citizens on City projects and events. City staff uses
this website and other sources of social media as a conduit to provide information to
citizens regarding the SSMP and FOG Program Current information on sewer use is
located at: https://www.arroyogrande.org/165/Utilities-Division
• In addition, City staff will continue to include updates to the City Council and citizens via
“Items of Interest” memorandums and SSMP Annual Status Reports.
• In addition to discussion at the public meetings, the SSMP is posted on the City website
at: http://www.arroyogrande.org/DocumentCenter/View/5917/Sewer-System-
Management-Plan-2018-PDF?bidId=
11.3 Staff Training and Communication
Appropriate City Staff will be provided periodic training in the use and implementation of the
SSMP as a part of their routine training program. A record of who attended the training and
topics covered should be retained and appended to the SSMP Staff will also be kept informed
regarding minor changes (i.e., phone numbers, staff changes, etc.) as they occur via City email
or memos. These changes should be red-lined is the appropriate section of the SSMP and the
email and/or memo appended to the SSMP.
Page 212 of 476
Sewer System Management Plan – Revision 02
Element 11 – Communication Plan
City of Arroyo Grande SSMP Page 11-2
The City of Arroyo Grande, City of Grover Beach and Oceano Community Services District
manage and operate sanitary sewer collection systems which are tributary to the SSLOCD’s
collection system and treatment plant. The four agencies have historically met on an as needed
basis for Collection System Coordination meetings when topics of interest or concern require
discussion. The agendas, attendance and meeting minutes from the Coordination meetings
should be appended to the SSMP when meetings occur.
Page 213 of 476
Sewer System Management Plan – Revision 02
Element 2 – Organization
City of Arroyo Grande SSMP
APPENDIX 2
City of Arroyo Grande
2-1: Council Names and Position Currently Held (updated as needed)
2-2: Staff Contact Information (updated as needed)
2-3: Public Works Department Organization Chart
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Sewer System Management Plan – Revision 02
Element 2 – Organization
City of Arroyo Grande SSMP
Appendix 2-1
Council Names and Position Currently Held (updated as needed)
City Council Members – 2023
Mayor – Karen Ray Russom
Mayor Pro Tem – Kristen Barneich
Council Member – Kate Secrest
Council Member – Lan George
Council Member – Jim Guthrie
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Sewer System Management Plan – Revision 02
Element 2 – Organization
City of Arroyo Grande SSMP
Appendix 2-2
Maintenance Services Contact Information (updated as needed)
Public Works Contact Information - 2023
Bill Robeson, Assistant Manager/Public Works Director
(805) 473-5460 Office
brobeson@arroyogrande.org
Jill McPeek, Capital Projects Manager
(805) 473-5444 Office
jmcpeek@arroyogrande.org
Shane Taylor, Utilities Manager
(805) 473-5464 Office
(805) 459-4859 Cell
staylor@arroyogrande.org
Tim Schmidt, Utilities Supervisor
(805) 473-5461 Office
tschmidt@arroyogrande.org
Ron Simpson, Public Works Manager (Streets and Landscape)
(805) 473-5470 Office
(805) 431-7421 Cell
rsimpson@arroyogrande.org
Irma Reyes, Administrative Secreatry
(805) 473-5485 Office
ireyes@arroyogrande.org
Emergency Numbers
During Office Hours: After Office Hours:
City of Arroyo Grande Police Dispatch
(805) 473-5485 T (805) 473-5100 T
Page 216 of 476
Sewer System Management Plan – Revision 02
Element 2 – Organization
City of Arroyo Grande SSMP
Building Maintenance
Workers
Jason Bianchi
Julio Sanchez - PT
Citywide Fleet
Coordinator
Raul Juarez
Maintenance Workers
Daryl Netzley
Maintenance
Workers
Dominick Rodriguez
Parks Division
Lead
Victor Rocha
Streets Division
Lead
Tony Martins
Public Works Director
Bill Robeson
Administrative
Secretary
Irma Reyes
Capital Improvement
Project Managers
Paul Henderson
Christine Kahn
Utilities Manager
Shane Taylor
Water Services
Worker
Tucker Schmidt
Utilities Division
Supervisor
Tim Schmidt
Maintenance Workers
Chris Hanson
Kory Brooks
Jeff Garrity
Dean Casciola
Maintenance Workers
Luis Lira
Rodney Meador
Soto Sports Comples
Supervisor
Kord Schmidt
Parks Division
Supervisor
Miguel Robles
Public Works Manager
Ron Simpson
Streets Division
Supervisor
Dan Kies
Utilities Division Lead
Jeremy Kaufman
Appendix 2-3
Page 217 of 476
Sewer System Management Plan – Revision 02
Element 3 – Legal Authority
City of Arroyo Grande SSMP
APPENDIX 3
City of Arroyo Grande
3-1: City of Arroyo Grande Municipal Code Chapter 13.12
Page 218 of 476
Sewer System Management Plan – Revision 02
Element 3 – Legal Authority
City of Arroyo Grande SSMP
Appendix 3-1:
City of Arroyo Grande Municipal Code Chapter 13.12
Title 13 PUBLIC WORKS
Link to City Municipal Code:
https://library.municode.com/ca/arroyo_grande/codes/code_of_ordinances?nodeId=CD_ORD_TIT13PUW
O_CH13.12SESESY
Chapter 13.12 SEWER SERVICE SYSTEM
13.12.010 Definitions.
13.12.020 Purpose.
13.12.030 Availability defined.
13.12.040 Private systems constituting public nuisances--Connections required.
13.12.050 Availability to buildings served by private systems--Connections required.
13.12.060 Availability to new buildings--Connections required.
13.12.070 Private systems--Approval--Applications--Granting.
13.12.080 Private systems--Abandonment.
13.12.090 Private systems--Location restricted.
13.12.100 Swimming pool or spa water.
13.12.110 Groups of houses or buildings on one lot--Connections to main sewers.
13.12.120 Sewer connections--Applications.
13.12.130 Private systems--Construction--Inspections.
13.12.140 Approval--Required.
13.12.150 Approval--Process.
13.12.160 Approval--Exceptions.
13.12.170 Permittees--Liability.
13.12.180 South San Luis Obispo County Sanitation District fees.
13.12.190 Connections--Fees--Capacity.
13.12.200 Sewer connections outside the city limits.
13.12.210 Connections--Fees--Disposition.
13.12.220 Connections--Fees--Exceptions.
13.12.230 Charges for extraordinary services.
13.12.240 Connections--Fees--Credits.
13.12.250 Applications--Installations--Costs--Reimbursement.
13.12.260 Connections--Charges--Payment.
13.12.270 Inspection required.
13.12.300 Inspection notices--Preparation of work--Defects.
13.12.370 Sewer pumps--Backflow valves.
13.12.380 Annexations--Capacity determinations.
13.12.390 Annexations--Costs and liability.
13.12.400 Prohibited discharges.
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Sewer System Management Plan – Revision 02
Element 3 – Legal Authority
City of Arroyo Grande SSMP
13.12.410 Commercial and industrial discharges.
13.12.420 Private systems--Discharges.
13.12.430 City charges.
13.12.440 Sanitation district charges.
13.12.450 Computations of rates.
13.12.460 Unclassified uses.
13.12.470 Delinquencies--Collection.
13.12.480 Delinquencies--Liens.
13.12.490 Enforcement--Delegation of duty.
13.12.500 Right of entry.
13.12.510 Interpretation of provisions--Authority.
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Sewer System Management Plan – Revision 02
Element 4 – Operations & Maintenance
City of Arroyo Grande SSMP
APPENDIX 4
City of Arroyo Grande
4-1: Sewer and Storm Drain Overview Maps
4-2: City of AG Service Request
4-3: Hot Spot Cleaning and Foaming Areas
4-4: Maintenance Hole Inspection Report Template
4-5: City of AG Work Order Template
4-6: 2019 Wastewater CIPs
4-7: Utility Rates
4-8: Critical Parts and Equipment List
Page 221 of 476
SEWER COLLECTION & CONVEYANCE
SEWER SYSTEM MANAGEMENT PLAN
LIFTSTATIONS
FLOW DIRECTION
MANHOLES
SEWER MAINS
WATERWAYS
:0 0.5 10.25 Miles
Maintenance Holes
Page 222 of 476
STORM DRAIN SYSTEM
SEWER SYSTEM MANAGEMENT PLAN
OUTFALLS
DRAIN INLETS
STORMWATER MAINS
WATERWAYS
:0 0.5 10.25 Miles
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HOT SPOT CLEANING AREAS
SEWER SYSTEM MANAGEMENT PLAN
HOT SPOT CLEANING AREAS
SEWER MAINS
WATERWAYS
MANHOLES
:0 0.5 10.25 Miles
Maintenance
Holes
Page 225 of 476
ROOT FOAMING AREAS
SEWER SYSTEM MANAGEMENT PLAN
ROOT FOAMING AREAS
SEWER MAINS
WATERWAYS
MANHOLES
:0 0.5 10.25 Miles
Page 226 of 476
City of Arroyo Grande
Public Works Department (805) 473-5460
District Trunk Line Manhole Observation and Inspection Report
MH No. __________ Date: _________ Time: ________ Inspector: __________________
Elevation: ________ Depth To Invert: __________ Cleanliness: _____________________
Type of Construction: _____________ Street Reference: ____________________________
Defects Observed: (cover, frame, grout, riser rings, steps, shelf, pipes, channels, etc.)
1. __________________________________________________________________________
2. __________________________________________________________________________
3. __________________________________________________________________________
4. __________________________________________________________________________
5. __________________________________________________________________________
6. __________________________________________________________________________
7. __________________________________________________________________________
8. __________________________________________________________________________
(Use Reverse Side For Additional Defects To Be Noted)
From MH# Est. Type Depth of Velocity
Pipe Size Length to MH# Flow of Flow of Flow of Flow
A. ________ ________ ________ ________ ________ ________ ________
B. ________ ________ ________ ________ ________ ________ ________
C. ________ ________ ________ ________ ________ ________ ________
D. ________ ________ ________ ________ ________ ________ ________
City Trunk Line Maintenance Hole Observation and Inspection Report
Page 227 of 476
City of Arroyo Grande
Public Works Department (805) 473-5460
District Trunk Line Manhole Observation and Inspection Report
I. Manhole Initial Inspection II. Structural Inspection III. Hydraulic Inspection
A. Location 1. Roadway A. Rungs 1. Serviceable A. Inflow Indications
2. Gutter 2. Unsafe 1. Stains on Rungs
3. Paved Alley 3. Missing 2. Stains on Bench
4. Unpaved Alley 4. Corroded
5. Easement B. Surcharge Indications
6. Other_______ B. Cone 1. Serviceable 1. Debris on Shelf
2. Broken 2. Debris on Rungs
B. Cover 1. Serviceable 3. Corroded
2. Damaged 4. Misaligned C. Clarity of Flow
3. Displaced 5. Leaking/Bad Joints 1. Turbid Appearance
4. Missing 2. Clear Appearance
5. Loose C. Riser 1. Serviceable
6. Sealed 2. Broken
3. Corroded D. Flow Type
C. Ring/Frame 1. Serviceable 4. Misaligned 1. Steady
2. Loose 5. Leaking/Bad Joints 2. Pulsing
3. Displaced 3. Turbulent
4. Missing Grout D. Shelf 1. Serviceable 4. Surcharging
5. Needs Raising 2. Broken 5. Sluggish
6. Needs Lowering 3. Dirty
4. Misaligned E. Flow Depth Compared to
D. Manhole Material 1. Cast-in-Place 5. Bad Base Joints Adjacent Manholes
2. Pre-Cast 1. Same
E. Channel 1. Serviceable 2. Lower
E. Size of MH Cover 1. 24-inch 2. Obstructed 3. Higher
City Trunk Line Maintenance Hole Observation and Inspection Report
MH Material
Flow Depth Compared
to Adjacent MHs
Maintenance Hole Initial Inspection
Page 228 of 476
City of Arroyo Grande
Public Works Department (805) 473-5460
I. Manhole Initial Inspection II. Structural Inspection III. Hydraulic Inspection
E. Size of MH Cover 2. 30-inch E. Channel 3. Corroded F. Flow Depth
4. Bad Pipe Joint 1. Uniform Depth
F. Manhole Size 1. 4-foot 5. Silt 2. Time _________ AM / PM
2. 5-foot 6. Poor Condition
Observation Summary (Inspector):
___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
Recommendations (Inspector):
___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
Inspector’s Signature: _________________________________________________ Date: _________________________
Recommendations (Utilities Supervisor):
___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
Utilities Supervisor Signature: _________________________________________ Date: _________________________
Page 229 of 476
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City of Arroyo Grande
Wastewater Capital Improvement Projects 2019
Master CIP Project Structural or Year Completed /
Plan No.No.No.Description Hydraulic Planned Completion Date Cost
A-1 (1)Trenchless Rehabilitation - Crown Terrace, Le Point to Crown Hill (Lining)
A-2 (11)Trenchless Rehabilitation - Le Point, Crown Terrace to McKinley (Lining)
A-1 (1)5818 PW 2015-05 Trenchless Rehabilitation - Crown Terrace, Le Point to Crown Hill (Dig and Replace)Structural 2015 92,500$
A-1 (2)5852 The Pike Sewer Line Replacement, Garfield to Gaynfair (Dig and Replace)Structural 2020 26,000$
A-1 (3)Trenchless Rehabilitation - 8-inch to 12-inch along AG Creek (Lining)
A-2 (12)Trenchless Rehabilitation - 15-inch to 16-inch along Tally Ho Creek + added piece (Lining)
Added Trenchless Rehabilitation - East Branch, Crown Hill to Mason (Lining)
A-2 (1)Trenchless Rehabilitation - Eman Court to Newman Drive (Lining)
A-2 (9)Trenchless Rehabilitation - The Pike, South Elm to Garfield (Lining)
A-1 (2)Trenchless Rehabilitation - The Pike, Garfield to Gaynfair (Lining)
Added Trenchless Rehabilitation - The Pike, Gaynfair to South Halcyon (Lining)
A-2 (2)Trenchless Rehabilitation - Woodland, Fair Oaks to Olive (Lining)
A-2 (10)Trenchless Rehabilitation - Ash Street from Alder Street (Lining)
A-2 (3)Trenchless Rehabilitation - S Alpine, Eman to Cerro Vista (Lining)
A-2 (4)Trenchless Rehabilitation - South Halcyon, Farroll to Sandalwood (Lining)
A-2 (6)Trenchless Rehabilitation - Backyard sewer west of Wood Place (Lining)
A-2 (7)Trenchless Rehabilitation - Vernon, Larchmonth to West Branch (Lining)
A-2 (5)Trenchless Rehabilitation - Alder, Fair Oaks to Farroll (Lining)
A-2 (8)Trenchless Rehabilitation - Cameron Court (Lining)
A-3 N/A N/A Lift Station No. 4 Rehabilitation (Performed by In-House Staff)Structural 2013 47,500$
B-1 5845 PW 2017-07 Lift Station No. 1 Force Main Replacement Structural 2019 890,800$
B-2 5856 TBA Huasna Road Sewer Upgrade Hydraulic TBD 694,600$
B-3 (1)Backyard Sewer Replacement - 216 Pilgrim to West Cherry
B-3 (2)Backyard Sewer Replacement - West Cherry to Fair Oaks (East)
B-3 (3)Backyard Sewer Replacement - West Cherry to Fair Oaks (West)
B-4 (1)El Camino Real Sewer Upgrade, El Camino Real - Project no longer needed
B-4 (2)El Camino Real Sewer Upgrade, Brisco thru cemetery to Bennett - Project no longer needed
C-1 5849 PW 2017-03 Manhole Rehabilitation - El Camino Real, thru cemetery, along Bennett to Grand Avenue 2017 127,000$
C-1 5849 TBA Manhole Rehabilitation - Locations to be identified 2021 200,000$
C-2 TBA TBA I/I Study Hydraulic TBD TBD
Added 5851 PW 2015-12 Lift Station No. 1 Pipe Repair Structural 2016 61,100$
Added 5794 PW 2018-01 Trenchless Rehabilitation - Woodland Backyards, Fair Oaks to Olive (Lining)Structural 2018 55,000$
Added TBA TBA Trenchless Rehabilitation - Woodland Backyards, Olive to Woodland (Lining)Structural TBD TBD
Added 5854 TBA Wastewater Master Plan Update Hydraulic 2022 100,000$
Added TBA TBA Trenchless Rehabilitation - Under 101 from El Camino Real to Sewer Lift Station No. 1 Structural TBD TBD
Structural
N/A N/A Structural N/A N/A
TBA TBA Structural TBD 1,122,500$
2022 236,800$
5826 TBA Structural 2022 122,600$
5817 TBA Structural
173,000$
5821 TBA Structural 2020 218,800$
5841 PW 2016-05 Structural 2016
5807 PW 2015-04 Structural 2015 131,500$
156,100$ Structural 20145807PW 2014-07
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Page 236 of 476
January 21, 2022
Dear Property Owner or Tenant Customer,
This notice is intended to inform you that the Arroyo Grande City Council will hold a public hearing regarding
proposed water and wastewater rate increases for City of Arroyo Grande customers (the “Proposed Water and
Wastewater Rate Increases”). The Proposed Water and Wastewater Rate Increases will be considered by the
Arroyo Grande City Council at the date, time and location specified below. Consistent with the requirements of
Proposition 218, this notice also provides you with the following information:
• The basis upon which the amount of the Proposed Water and Wastewater Rate Increases were
calculated
• The amount of the Proposed Water and Wastewater Rate Increases;
• The reason for the Proposed Water and Wastewater Rate Increases; and
• Majority protest procedures.
PROPOSED WATER AND WASTEWATER RATE INCREASE AMOUNTS AND BASIS OF CALCULATION
The Proposed Water and Wastewater Rate Increases were presented to the Council in the Report on Water and
Wastewater Rate Study (the Report) by Tuckfield and Associates at its January 11, 2022 meeting. The Report
can be viewed online at: http://www.arroyogrande.org/129/Water-Sewer-Utilities. The following tables provide a
NOTICE OF PUBLIC HEARING
A Public Hearing for the Proposed Water and Wastewater Rate Increases will be held on:
Date: Tuesday, March 8, 2022
Time: 6:00 pm
Place: City of Arroyo Grande, Council Chambers,
215 East Branch Street, Arroyo Grande, CA 93420
Use the following Zoom link to join the Meeting: https://us02web.zoom.us/j/83255848846
Webinar ID: 832 5584 8846
Or by Telephone: 1-669-900-6833; 1-346-248-7799
Given the recent increase in COVID-19 cases in San Luis Obispo County, and in compliance with Assembly
Bill (AB) 361, which allows for a deviation of teleconference rules required by the Ralph M. Brown Act, City
Council meetings are being conducted by video/teleconferencing through Zoom Webinar until further notice.
Meetings will be broadcast live on Channel 20 and streamed on the City’s website and www.slo-
span.org. Members of the public may participate and provide public comment on agenda items during the
meeting by joining the Zoom meeting or by submitting written public comments to the City Clerk
at publiccomment@arroyogrande.org.
This notice has been sent to all property owners and customers who are tenants of leased property (tenant
customer) that are directly responsible for payment of water and wastewater utility services. If adopted, the
Proposed Water and Wastewater Rate Increases would become effective April 19, 2022. If you would like to
receive this notice in Spanish, please contact the City of Arroyo Grande at (805) 473-5438. Si le gustaria recibir
este documento en Espanol, por favor llame the City of Arroyo Grande (805) 473-5438 o vistie el sitio web en
http://www.arroyogrande.org/129/Water-Sewer-Utilities.
Page 237 of 476
summary of the proposed changes to the water and wastewater rates to be considered by the Arroyo Grande
City Council at the public hearing referenced above. The tables set forth the Proposed Water and Wastewater
Rate Increases from fiscal years 2021/2022 through 2025/2026. The rate structure for water and wastewater
service has two components: (1) a fixed monthly charge; and (2) a variable (water consumption-based) charge.
The first component is a fixed amount calculated to recover the City’s fixed costs of operating and maintaining
the City’s water system and is established on the basis of the customer class and water meter size. The variable
component of the rate structure is based on water consumption. The variable component is structured in such a
way as to capture water supply, water delivery and system peaking costs and to deter waste and encourage
conservation. For residential customers, the variable charges are further apportioned between three distinct tiers.
The goal of the first tier is to provide for basic indoor water use; the second tier is to provide for outdoor irrigation;
and the third tier is for excessive use or to encourage conservation. Together, the components are calculated to
recover the proportionate cost of providing water service to parcels within each customer class.
The Proposed Water and Wastewater Rate Increases are scheduled to go into effect April 19, 2022.
PROPOSED FIVE-YEAR WATER FIXED AND VARIABLE CHARGES
Current April 19, January 1, January 1, January 1, January 1,
Rate FY 21-22 FY 22-23 FY 23-24 FY 24-25 FY 25-26
Meter Size Fixed Charge ($ per month)
5/8"$29.51 $27.83 $29.61 $31.51 $33.53 $35.68
3/4" $31.67 $30.57 $32.53 $34.61 $36.83 $39.19
1"$38.12 $38.78 $41.26 $43.90 $46.71 $49.70
1.5"$46.73 $49.73 $52.91 $56.30 $59.90 $63.73
2"$70.41 $79.83 $84.94 $90.38 $96.16 $102.31
3"$244.74 $301.53 $320.83 $341.36 $363.21 $386.46
4"$309.31 $383.64 $408.19 $434.31 $462.11 $491.69
6"$459.96 $575.23 $612.04 $651.21 $692.89 $737.23
8"$632.14 $794.19 $845.02 $899.10 $956.64 $1,017.86
Service Fee per Add'l Unit $7.99 $8.12 $8.64 $9.20 $9.78 $10.40
Variable Charge ($ per HCF)
Single-Family
Tier 1 -0 to 18 units $3.78
Tier 2 -19 to 36 units $4.16
Tier 3 -Over 36 $5.55
Tier 1 -0 to 10 units $4.06 $4.32 $4.60 $4.89 $5.20
Tier 2 -11 to 22 units $4.83 $5.14 $5.47 $5.82 $6.19
Tier 3 -Over 22 $4.94 $5.26 $5.60 $5.96 $6.34
Multifamily
Tier 1 -0 to 18 units $3.78
Tier 2 -19 to 27 units $4.16
Tier 3 -Over 27 $5.55
Tier 1 -0 to 10 units $4.06 $4.32 $4.60 $4.89 $5.20
Tier 2 -11 to 22 units $4.83 $5.14 $5.47 $5.82 $6.19
Tier 3 -Over 22 $4.94 $5.26 $5.60 $5.96 $6.34
Page 238 of 476
PROPOSED FIVE-YEAR WASTEWATER FIXED AND VARIABLE
REASON FOR THE PROPOSED WATER AND WASTEWATER RATE INCREASES
The Proposed Water Rate Increases are necessary for the City to continue to provide safe and reliable water
service to the residents of Arroyo Grande due to increasing operational, maintenance and capital costs. Several
factors have contributed to the increase in costs, including, but not limited to, increase in purchased water
expense, rehabilitation, replacement and repair of water infrastructure and facilities, adequate revenues to cover
debt service payments, the rising cost of electricity and natural gas needed to operate utility facilities, increased
costs associated with operation of utility vehicles, ongoing maintenance of infrastructure, increased labor costs,
and increased costs associated with meeting more stringent State and Federal regulations. The Proposed Water
Rate Increase also addresses the funding necessary for the City to participate in the Central Coast Blue Project,
a regional recycled water project that will provide additional water to the Cities of Arroyo Grande, Grover Beach,
and Pismo Beach, and a seawater intrusion barrier to protect the groundwater basin.
WRITTEN PROTEST
Pursuant to Proposition 218, you may submit a written protest against any or all of the Proposed Water and
Wastewater Rate Increases to the City Clerk before the close of the Public Hearing referenced above (page 1).
A written protest must contain a statement that you protest the Proposed Water and Wastewater Rate Increases,
the address or assessor’s parcel number of the parcel or parcels which receive water service and must be signed
by either the owner or the tenant customer of the parcel or parcels. If the person signing the protest is not shown
on the last equalized assessment roll of San Luis Obispo County as an owner of the property, the protest must
contain, or be accompanied by, written evidence that such person is an owner of the property or tenant
Current April 19, January 1, January 1, January 1, January 1,
Rate FY 21-22 FY 22-23 FY 23-24 FY 24-25 FY 25-26
Meter Size Fixed Charge ($ per month)
Fireline Size
2"$3.74 $4.40 $4.84 $5.32 $5.64 $5.64
3"$10.88 $12.79 $14.07 $15.48 $16.41 $16.41
4"$23.18 $27.25 $29.98 $32.98 $34.96 $34.96
6"$67.33 $79.16 $87.08 $95.79 $101.54 $101.54
8"$143.48 $168.69 $185.56 $204.12 $216.37 $216.37
10"$258.03 $303.37 $333.71 $367.08 $389.10 $389.10
Variable Charge ($ per HCF)
Commercial $3.95 $4.40 $4.68 $4.98 $5.30 $5.64
Irrigation $4.21 $4.97 $5.29 $5.63 $5.99 $6.37
Hydrant $6.13 $7.92 $8.43 $8.97 $9.54 $10.15
Wheeling $2.04 $2.37 $2.52 $2.68 $2.85 $3.03
Current April 19,January 1, January 1, January 1, January 1,
Rate FY 21-22 FY 22-23 FY 23-24 FY 24-25 FY 25-26
Fixed Charge ($ per month)
All Customers [1]$2.40 $2.62 $2.84 $3.08 $3.34 $3.62
Variable Charge ($ per HCF) [2]
Single-family Residential $0.67 $0.72 $0.78 $0.84 $0.91 $0.99
Multifamily Residential $0.94 $1.04 $1.12 $1.21 $1.31 $1.42
Non-Residential $1.32 $1.40 $1.52 $1.65 $1.79 $1.94
[1] Fixed charge per month per account and to each additional unit.
[2] Charged on the basis of water consumption read through the meter.
Page 239 of 476
responsible for payment. Protest letters must include the name and signature of the owner or tenant customer
submitting the protest.
How to submit a protest letter:
• In person, delivered to the City Clerk at Arroyo Grande City Hall (300 E. Branch St.);
• Via email to the City Clerk at: publiccomment@arroyogrande.org;
• By facsimile addressed to the City Clerk at: (805) 473-0386; or
• By mail to: City of Arroyo Grande
Attn: City Clerk
300 E. Branch St.
Arroyo Grande, CA 93420
Any protest submitted via email must include a digital signature or a valid image of the protestor’s signature.
Only one written protest will be counted per identified parcel. Any challenges to the Proposed Water and
Wastewater Rate Increases must be filed as validation suits within 120 days in compliance with SB 323, which
added Section 53759 to the Government Code, and any other applicable laws.
Written protests may also be personally delivered to the City Clerk at the Arroyo Grande City Hall (300 E. Branch
Street, Arroyo Grande, CA). To be valid, a protest meeting all of the requirements described above must be
received by the City Clerk before the close of the public hearing referenced above (page 1). Oral protests will
not be counted in determining the existence of a majority protest.
If you have questions about the Proposed Water Rate Increases, please call the City of Arroyo Grande
Administrative Services Department at (805) 473-5438.
City artwork Postage
300 E. Branch St.
Arroyo Grande, CA 93420
Customer address
City, State Zip
Page 240 of 476
Page 241 of 476
Sewer System Management Plan – Revision 02
Element 5 – Design and Performance Standards
City of Arroyo Grande SSMP
APPENDIX 5
City of Arroyo Grande
Design Standards, Construction Standards & Inspection Standards are found in the following
link:
https://www.arroyogrande.org/DocumentCenter/View/3151/2016-Standard-Specifications-and-
Engineering-Standards-PDF
Page 242 of 476
Sewer System Management Plan – Revision 02
Element 7 – Sewer System Management Plan FOG Program
_____________________________________________________________________________________________
City of Arroyo Grande SSMP
APPENDIX 7
City of Arroyo Grande
7-1: FOG Inspection Form
7-2: FOG Guide to BMPs
7-3: Grease Hauling Companies
7-4: Cleaning Record (English & Spanish)
7-5: Contractor Pumping Record
7-6: Poster – How to Clean Your Grease Trap
City FOG Website:
https://www.arroyogrande.org/644/Fats-Oils-Grease-FOG
Page 243 of 476
City of Arroyo Grande
In collaboration with South San Luis Obispo County Sanitation District
Fats, Oils and Grease (FOG) Inspection Form
Administered by: Wallace Group, Tel: (805) 544-4011; Fax: (805) 544-4294
City of Arroyo Grande- Utilities Dept.
Facility Name: Inspect Re-inspect
Contact: Date of Inspection:
Address:
Telephone: Permit #: exp:
Mailing Address: Email:
Type of food service:
□ Full Serve Restaurant
□ Take-Out
□ Butcher
□ Caterer
□ Grocery
□ Care Facility
□ School
□ Other:
Trap / Interceptor Inspection
Does this facility have a grease trap or interceptor?
Grease Trap Interceptor Location:
None (violation) Variance Variance Requested
Violation No Violation N/A
General: Area around Trap/Interceptor is clean.
Detergent is not being used in excess to decrease FOG.
Chemicals/Enzymes/Bacteria are not being used.
Overall condition cover baffles inlet tee outlet tees
Grease build-up is <25% of depth; discharge pipe is clear
Solids accumulation is <10% of depth; discharge pipe is clear.
Trap: Trap is easily accessible.
Dishwasher does not discharge to trap.
Discharge Drain has Filter Screen.
Interceptor: Downstream sewer lines are clear of solidifying grease and solids.
Effluent is clear of grease or solids pass-through.
Documents: Maintenance Documents must be available for review.
Are maintenance documents available for review? Yes No Variance
Does this Facility use deep fryers? Yes No
If yes, where is the recyclable grease stored (location)?
Tight fitting lids Labeled On Solid Surface
Violations must be corrected within days.
Comments:
Inspector Signature: Facility Signature:
Printed Name: Printed Name:
Page 244 of 476
City of Arroyo Grande
Fats Oils and Grease Control Program:
Guide for Kitchen Best Management Practices (BMPs)
The following is a list of Best Management Practices (BMPs) which is provided as a guide to assist Food Service Establishments
(FSEs) to minimize the effects of Fats Oils and Grease (FOG) on plumbing fixtures and the District Sewer System.
Grease Traps and Interceptors
o Clean traps and interceptors as required by your FOG Discharge Permit. Always maintaining FOG levels
<25% of total liquid depth
o Keep all records for cleaning and maintenance in a FOG Binder and maintain records for 3 years
o Inspect Trap s and Interceptors regularly to make sure all internal and external components are in place
and functioning as designed
Grease Container Usage
o Pour all liquid oil and grease from pots, pans, and fryers into a waste grease container
o Prior to washing, scrape solidified fats, oils, and grease from pots, pans, fryers, utensils, screens and mats
into containers
o Use recycling barrels or bins with covers and secondary containment for onsite collection of grease and oil
o Used oil and grease generated from fryers and other cooking equipment must be recycled through a
rendering and recycling company
Drain Screens
o Required to be installed in all drains with openings between 1/8” and 3/16”
Dishwashing
o Use rubber scrapers, squeegees, or towels to remove food and all visible fats, oils, and grease from
cookware and dishes prior to dishwashing
o Dry wipe remaining food and fats, oils, and grease into trash prior to dishwashing
Spill Prevention and Clean-Up
o Proactive Spill Prevention and Clean-Up Procedures
▪ Develop and Post spill procedures for kitchen staff
▪ Develop a schedule to train employees on spill prevention and clean-up
▪ Designate a key employee to monitor the management and clean-up of grease barrel/container
o Spill Prevention BMPs
▪ Empty containers before they are full to prevent accidental spills
▪ Provide a proper portable container with a cover to transport materials without spilling
o Spill Clean-Up BMPs
▪ Block off sink and floor drains near the spill
▪ Clean spills with towels or absorbent materials
▪ Use wet cleaning methods only after area is 99% clean to remove trace residues
▪ Clean spills or drippings immediately as they occur
Absorbent Materials and Towel Usage
o Use disposable absorbent materials to clean areas where oils and grease may be spilled or dripped
o Use towels to wipe down work areas
o Use absorbent materials under colanders in sinks when draining excess meat fats
Employee Education
o An Education Program on BMPs should be implemented. The program must consist of:
• New Employee BMP Training Program. Keep all training records on site.
• Quarterly training for existing kitchen staff. Keep all training records on site.
• Posting of BMPs and facility FOG Permit in kitchen area
Rev 1: 11/17/17
Page 245 of 476
Ciudad de Arroyo Grande
Programa de Control sobre el aceite y grasa:
Guía para las Mejores Prácticas de Cocina (BMPs)
La siguiente lista de Mejores Prácticas de Manejo (BMPs) se proponen como un guía para asistir el Establecimiento de Servicios de Alimentos
(FSEs) para reducir los efectos de aceite y grasa (FOG) sobre los accesorios de plomería y el sistema de alcantarillado de la cuidad.
Trampas de grasa e interceptores
o Limpie trampas e interceptores como lo exige su permiso d e descarga. Siempre mantenga los niveles de grasa menos de
25% de la profundidad total del liquido
o Mantenga todos los registros de limpiezas y mantenimiento en un carpeta designada para mantener los registros de
grasa y mantenga la carpeta por 3 años
o Inspeccione la s trampas e interceptores regularmente para asegurarse todos los componentes interiores y externos
estén en su lugar y que funcionen como diseñado
Uso de contenedores de grasa
o Vacié todos los líquidos de aceite y grasas de ollas, sartenes y freidores en un contenedor de desecho antes de lavar,
limpiar aceites adheridos de ollas, sartenes, freidores, utensilios, etc.
o Use contenedores de reciclaje con tapa y contención secundaria para la recolección de aceite y grasas en el sitio
o Aceites y grasas generados por freidoras u otros equipos de cocina deben ser reciclados a través de un centro de
reciclaje
Colador de drenaje
o Se debe de instalar en todos los desagües con aberturas entre 1/8” and 3/16”
Lavaplatos
o Use fibras de goma, limpiador, o toallas húmedas para remover restos de comida y todas los aceites y grases de los
platos y cazuelas antes de la var en el lavaplatos
o Tire la comida y aceite en la basura antes de lavar
Prevención de derrames y limpieza
o Prevención continuo de derrame y procedimiento de limpieza
▪ Desarrolle y publique un procedimiento para el personal de limpieza en caso de un derrame
▪ Establezca un programa para entrenar el personal sobre la prevención de derrames y limpieza
▪ Designe un empleado para monitorear el manejo de limpieza de contenedores de grasa
o Prevención de derrames BMPs
▪ Vacié contenedores antes de que se llenan para prevenir un derrame accidental
▪ Proporcione un recipiente portátil adecuado con una cubierta para transportar materiales sin derrames
o Limpieza de derrames BMPs
▪ Bloqueé desagües de fregadero y drenajes de piso cerca del derrame
▪ Limpie derrames con materiales absorbentes como las toallas
▪ Utilicé métodos de limpieza húmedos solo después que la área este 99% libre de aceite para eliminar residuos
▪ Limpie derrames o goteo s de grasa inmediatamente después que ocurran
Uso de materiales absorbentes y de toallas
o Utilice materiales absorbentes desechable para limpiar áreas donde aceite y grasas puedan derramarse
o Utilice toallas para limpiar las áreas de trabajo
o Utilice materiales absorbentes con coladores en los fregaderos cuando drene las grasas de carne
Educación de Empleados
o Un programa de educación sobre los BMPs debe ser implementado. El programe debe consistir de:
• Programa BMP de entrenamiento para nuevo empelados. Mantenga todos los registros de entrenamiento en
sitio
• Entrenamiento trimestral requerido para empleados existentes. Mantenga todos los registros de
entrenamiento en sitio
• Publique el BMP y el permiso de FOG en la área de la cocina
Rev 1: 11/17/17 Page 246 of 476
GGrreeaassee HHaauulliinngg && RReennddeerriinngg CCoommppaanniieess
This list is provided to Food Service Establishments (FSEs) only as a
convenience and does not imply an endorsement of the services provided by any
of the listed companies. The City of Arroyo Grande (City) make no claims or
representations, explicit or implied, regarding the performance of the following
service providers. The City encourages FSEs to exercise due diligence when
hiring a pumping and/or waste hauling contractor. The list is based upon
information available at the time and may not include every company offering
such services.
R.P Environmental (805) 929-5509
Clay’s Septic & Jetting (800) 928-2529
Salinas Tallow Co. (800) 621-9000
Central Grease Inc. (559) 846-9607
Baker Commodities (559) 846-9393
Liquid Environmental Solutions (866) 694-7327
Ameriguard Maintenance Service (559) 497-2925
MarBorg Industries (805) 963-1852
Valley Septic (805) 928-1414
Triple J Grease Removal (805) 878-4854
Bay Pumping (831) 320-8378
IN NO EVENT SHALL THE CITY BE LIABLE FOR ANY DIRECT, INDIRECT,
INCIDENTAL, PUNITIVE, OR CONSEQUENTIAL DAMAGES OF ANY KIND
WHATSOEVER WITH RESPECT TO THE SERVICES PROVIDED BY THE LISTED
COMPANIES.
Page 247 of 476
City of Arroyo Grande FOG
Programa Forma de la limpieza de la
caja de la grasa
Fecha Limpiado cerca Comentarios
Los expedientes se deben mantener dentro de restaurante por tres años
Page 248 of 476
City of Arroyo Grande FOG
Program Grease Trap Cleaning Log
Date Cleaned By Comments
Keep Cleaning Record Logs on file in restaurant for three (3) years.
Page 249 of 476
City of Arroyo Grande Fats, Oils, and
Grease Control Program:
Contact Wallace Group (805) 544-4011
Grease Interceptor & Grease Trap Cleaning Record
** Contracted pumping and maintenance for Grease Interceptors and Grease Traps must be documented
on this form each time a grease control device is pumped or when maintenance is performed. Failure to
comply with this requirement may result in a fine and/or other penalty.
Date of Service: Company:
Location: Type of Grease Control Device (Circle):
Trap Interceptor
Trap/Interceptor Capacity: Gallons Pumping Schedule:
Grease Interceptor Grease Trap
**Please inspect grease control device and check appropriate response provided.
Yes No Yes No
Inlet T is functioning as designed Baffles functioning as designed
Crossover T is functioning as designed Flow Restrictor is functioning as designed
Effluent T is functioning as designed Grease in inspection port
Baffle is functioning as designed Lid and other components functioning
Manhole frame and ring in good condition Foreign material in trap
Grease and Solids in Sample Box
Foreign material in interceptor
**Provide information for second (clarifier) stage of
interceptor below.
**Provide information for second (clarifier) stage of
grease trap below.
Total Liquid Depth in Interceptor (inches): Total Liquid Depth in Trap (inches):
Depth of Grease (inches): Depth of Grease (inches):
Depth of Solids (inches): Depth of Solids (inches):
Comments:
Signature: _____
Print Name: _
Page 250 of 476
Printed on recycled paper. 0316/200/EGAD/JV
408.615.2000
www.santaclaraca.gov
Scoop top grease Saque la grasa acumulada en la parte superior con una pala / Vt váng du
Scoop out water. Leave solids and sludge behind. Pour water into a sanitary sewer (indoor) drain.
Let grease trap cool down. Scoop out oil and grease. Place waste in a plastic bag.
Scrape waste from all sides and bottom of the grease trap. Place in a plastic bag.
Check and clean all removable parts, baffles, and/or screens. Place waste in a plastic bag.
Securely tie up bags of waste. Dispose in a trash can or dumpster. Close lid over trash.
Pour cat litter into bag(s) of waste and mix until dry. Double-bag the waste.
Reassemble trap. Tighten lid. Record cleaning on maintenance log sheet.
Remove water Saque el agua nc i
Remove solids and sludgeRemueva los sólidos y residuos i cht rn và bùn
Clean all parts Limpie todas las partes Làm sch các b phn
Make waste solid Solidifique los desechos Làm c
Dispose Deseche Vt b
Reassemble and record Vuelva a ensamblar, rellene y registre Lp ráp li và ghi chép
CÁCH THC LÀM
SCH BY DU
M CA BN
Gi du m ra khi cng rãnh bng cách
làm theo các bc n gin này:
Hãy cho cái by ngui. Vt ra phn du và m
ni trên mt. B vào túi nha.
B cát mèo (cat litter) vào trong các
túi nha cht thi ri trn cho n
khi khô. túi vào trong mt túi
nha khác.
Ct cht túi li. B vào thùng rác. y np thùng rác.
Ráp li cái by. y np cho cht. Ghi vào h s bo
trì mi chi tit làm sch by du m.
Múc nc ra. Cha li cht rn và bùn. nc
xung h thng cng thoát nc v sinh (trong nhà).
Co ra cht thi mt trên, mt di và xung quanh
ca cái by du m. B ht cht thi vào túi nha.
Kim tra và làm sch các b phn ri, vách ngn,
và/hoc màn li. B ht cht thi vào túi nha.
Saque el agua de la trampa. Deje detrás los sólidos y residuos. Tire el agua en un drenaje sanitario.
Deje que se enfríe la trampa de grasa. Saque el aceite y grasa y pongala en una bolsa de plastico.
Raspe los sólidos y residuos de las superficies de las paredes y del fondo de la grasa y pongala en una bolsa de plastico.
Inspeccione y limpie las partes y/o pantallas y pongala en una bolsa de plastico.
Ate las bolsas de residuos de manera segura. Deshágase de las bolsas en un basurero o contenedor de basura. Cierre la tapa sobre la basura.
Vierta arena para gatos en las bolsas con la grasa y residuos, y mezcle hasta que la grasa se solidifique o hasta que la grasa se seque. Después ponga los residuos con la arena de gato en bolsa doble.
Vuelva a ensamblar la trampa, apriete la tapa y anote en la hoja de registro de mantenimiento.
COMPLIANCE WARNING: You are required by your sewer use ordinance to keep the grease trap in efficient operating condition. Failure to do so can result in fines or other penalties.
Keep grease out of the sanitary sewer by following these simple steps:
HOW TO CLEAN YOUR GREASE TRAP
CÓMO LIMPIAR LAS TRAMPAS DE GRASA
ADVERTENCIA: Usted esta obligado por la ordenanza del uso del alcantarillado sanitario a mantener la trampa de grasa operando en condiciones eficientes. Falta de mantener la trampa de grasa en condición eficiente puede resultar en multas o otros penales.
KHUYN CÁO: V vic phi tuân gi hp lê. Lut l v vic bo trì cái by du m òi hi bn
luôn luôn gi gìn cái by du m trong iu kin tt và iu hành hiu qu. Mi khim
khuyt trong vic tuân hành lut l này có th em li vic b pht tin và các hình pht khác.
¡Mantenga la grasa fuera del alcantarillado, y proteja nuestros arroyos y la Bahía siguiendo estos pasos sencillos:
1
2
3
4
7
6
5
!
Page 251 of 476
Sewer System Management Plan – Revision 02
Element 10 – Sewer System Management Plan Program Audits
City of Arroyo Grande SSMP
APPENDIX 10
City of Arroyo Grande
10-1: SSMP Data & Records Request
10-2: 2018 SSMP Audit
Page 252 of 476
WG SSMP Data Records Request
Last Revised: 01/16/2017 Page 1 of 10
SSMP DATA & RECORDS REQUEST
A. SSMP ADMINISTRATIVE YES LOCATED
WHERE?NO N/A COMMENTS
A1 a.Has your agency enrolled in the State-wide GWDR and designated
the responsible or authorized representative (LRO)?
b.Provide a copy of the SSMP Certification in CIWQS.
c.Provide a copy of the CIWQS print-out for all LROs and Data
Submitters.
d.Provide a copy of your Operational Report from CIWQS.
A2 a.Has your agency adopted a SSMP?
b.Provide a copy of the SSMP.
c.Provide a copy of the Meeting Minutes for the agency govering
body's meeting during which the SSMP was adopted.
A3 a.Does your agency have a copy of the GWDRs available to agency
staff? Where is it kept?
B. GOALS YES LOCATED
WHERE?NO N/A COMMENTS
B1 a.Has your agency developed SSMP and SSO reduction goals?
b.
Provide documentation that your agency has made progress
toward meeting these goals.
Page 253 of 476
WG SSMP Data Records Request
Last Revised: 01/16/2017 Page 2 of 10
SSMP DATA & RECORDS REQUEST
C. ORGANIZATION YES LOCATED
WHERE?NO N/A COMMENTS
C1 a.Does your SSMP clearly identify the names and job titles the
LROs?
C2 a.
Does your SSMP have an organizational chart or table showing
individual roles and responsibilities for implementation of the
SSMP?
b.Are names, titles, and telephone numbers provided in this
chart or table?
C3 a.Is the chain of communication for reporting SSOs included in the
SSMP?
b.Are names, titles, and telephone numbers provided in this
chain of communication?
Page 254 of 476
WG SSMP Data Records Request
Last Revised: 01/16/2017 Page 3 of 10
SSMP DATA & RECORDS REQUEST
D. LEGAL AUTHORITY YES LOCATED
WHERE?NO N/A COMMENTS
D1 a.
Provide the sanitary sewer system use ordinances, service
agreements, or other legally binding procedures or documents,
which demonstrates the agency's legal authority:
b.Prohibit illicit discharges
c.Require that sewers and connections be properly designed and
constructed
d.
Ensure access for maintenance, inspection, or repairs for
portions of the lateral owned or maintained by the Public
Agency
e.Limit the discharge of fats, oils, and grease and other debris
that may cause blockages
f.Enforce any violation of its sewer ordinances
E. OPERATIONS AND MAINTENANCE (O&M)YES LOCATED
WHERE?NO N/A COMMENTS
E1 a.Provide the following documents:
b.An updated map of the agency's sanitary sewer system and
storm drain system.
c.A schedule for maintenance and cleaning of the sanitary sewer
system.
d.Documentation for maintenance and cleaning of the sanitary
sewer system.
Page 255 of 476
WG SSMP Data Records Request
Last Revised: 01/16/2017 Page 4 of 10
SSMP DATA & RECORDS REQUEST
e.Documentation for scheduled and conducted activities, such as
work orders and/or reports and invoices from contractors.
f.The O&M contract if the agency's collection system is operated
and maintained by a contract operations firm.
g.The agency's Rehabilitation and Replacement Plan
h.» Summary of the agency's CCTV program and schedule.
Include samples of inspections and summary of findings.
i.» List of current and planned projects
j.» Time schedule for planned projects
k.» Schedule for developing the funds needed for
rehabilitation and replacement projects
l.Standard Operating Procedures for Sewer System Operations
and Maintenance activities.
m.
Training records for staff operations and maintenance
activities and contractor operations and maintenance
activities.
n.
» All applicable licenses and certifications required for
agency or contract staff. Provide documents stating this
requirement.
o.Assesment of O&M Staff "Core Competencies" (Skills,
Knowledge and Abilities)
Page 256 of 476
WG SSMP Data Records Request
Last Revised: 01/16/2017 Page 5 of 10
SSMP DATA & RECORDS REQUEST
E. OPERATIONS AND MAINTENANCE (O&M) [CONTINUED]YES LOCATED
WHERE?NO N/A COMMENTS
p.Equipment and replacement part inventories, including
identification of critical replacement parts.
q.
» If critical replacement parts are not kept in stock,
identify and provide method in which these parts are
acquired when needed (List of emergency contractors
and/or suppliers).
r.» If critical replacement parts are not kept in stock,
provide applicable mutual aid agreements.
F. DESIGN & PERFORMANCE STANDARDS YES LOCATED
WHERE?NO N/A COMMENTS
F1 a.Provide the following documents:
b.Design and construction standards and specifications for:
c.» the installation of new sanitary sewer systems
d.» pump stations and other appurtenances specific to the
agency's collection and conveyance system
e.» the rehabilitation and repair of existing sanitary sewer
systems
Page 257 of 476
WG SSMP Data Records Request
Last Revised: 01/16/2017 Page 6 of 10
SSMP DATA & RECORDS REQUEST
f.
Procedures and standards for inspecting and testing the
installation of new sewers, pumps, and other appurtenances
specific to the agency's collection and conveyance system and
for rehabilitation and repair projects.
G. OVERFLOW EMERGENCY RESPONSE PLAN YES LOCATED
WHERE?NO N/A COMMENTS
G1 a.Provide the agency's Overflow Emergency Response Plan
b.
Notification procedures ensuring that the primary responders
and regulatory agencies are informed of all SSOs in
accordance with the Monitoring and Reporting Program,
Order No. 2013-0058-EXEC.
c.A program to ensure an appropriate response to all overflows.
d.
Procedures to ensure that appropriate staff and contractor
personnel are aware of and follow the Emergency Response
Plan and are appropriately trained.
e.Procedures to address emergency operations, such as traffic
and crowd control and other necessary response activities.
f.Procedures to address spill volume estimation.
g.
A program to ensure that all reasonable steps are taken to
contain and prevent the discharge of untreated and partially
treated wastewater to waters of the United States.
h.
A program to ensure that all reasonable steps are taken to
minimize or correct any adverse impact on the environment
resulting from the SSOs, including such accelerated or
additional monitoring as may be necessary to determine the
nature and impact of the discharge.
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SSMP DATA & RECORDS REQUEST
H. FOG CONTROL PROGRAM YES LOCATED
WHERE?NO N/A COMMENTS
H1 a.Provide the agency's Fats, Oils, and Grease (FOG) Control
Program.
b.If applicable: justification for why the agency does not have a
FOG Control Program, because one is not needed.
c.Evidence of the agency's public education outreach outreach
program that promotes proper disposal of FOG.
d.List of acceptable FOG disposl facilities.
e.
Ordinance demonstrating the agency's legal authority to
prohibit FOG discharges to the system and inspect FOG
producing facilities.
f.Evidence of FOG Control Program inspection and enforcement
activities.
g.Documentation of hot spots in the collection system, which are
caused by FOG.
I. SYSTEM EVALUATION AND CAPACITY ASSURANCE PLAN YES LOCATED
WHERE?NO N/A COMMENTS
I1 a.Provide the agency's System Evaluation and Capacity Assurance
Plan (SECAP).
b.Evaluation determining whether the SECAP is necessary.
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SSMP DATA & RECORDS REQUEST
c.
The agency's capital improvement plan (CIP) that will provide
hydraulic capacity of key sanitary sewer system elements for
dry weather peak flow conditions, as well as the appropriate
design storm or wet weather event.
d.Program for the evaluation of system hydraulic deficiencies.
e.Evidence of design criteria utilized to address hydraulic
deficiencies.
f.
Short- and long-term CIP schedule necessary to address
hydraulic deficiencies. Sources of funding for these long nad
short term projects.
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WG SSMP Data Records Request
Last Revised: 01/16/2017 Page 9 of 10
SSMP DATA & RECORDS REQUEST
J. MONITORING, MEASUREMENT & PROGRAM MODIFICATIONS YES LOCATED
WHERE?NO N/A COMMENTS
J1 a.Provide the following documentation, which demonstrates the
following:
b.Prioritization of appropriate SSMP activities.
c.Efforts to monitor implementation and measure the
effectiveness of the SSMP.
d.Assessment of the preventative maintenance program.
e.Updates to program elements.
f.Identification of SSO trends.
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SSMP DATA & RECORDS REQUEST
g.
Evidence of mandatory information required by the
Monitoring and Reporting Program, Order No. 2013-0058-
EXEC, such as the CIWQS SSO supporting documentation.
K. SSMP PROGRAM AUDITS YES LOCATED
WHERE?NO N/A COMMENTS
K1 a.Provide historical SSMP Program Audit Reports.
L. COMMUNICATION PROGRAM YES LOCATED
WHERE?NO N/A COMMENTS
L1 a.Provide the agency's Communication Program and evidence of its
implementation.
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CITY OF
ARROYO GRANDE
Sewer System
Management Plan
Audit Report
August 2018
PREPARED BY
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CERTIFICATION
I certify under penalty of law that this document and all attachments were prepared under my
direction or supervision in accordance with a system designed to assure that qualified personnel
properly gather and evaluate the information submitted. Based on my inquiry of the person or
persons who manage the system or those persons directly responsible for gathering the
information, the information submitted is, to the best of my knowledge and belief, true, accurate,
and complete. I am aware that there are significant penalties for submitting false information,
including the possibility of fine and imprisonment for knowing violations.
Shane Taylor
Utilities Manager
City of Arroyo Grande
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TABLE OF CONTENTS
Acronyms and Abbreviations
SSMP Audit Report
▪ Scope and Purpose
▪ Audit Format
▪ SSMP Audit Participants and Schedule
▪ SSMP Audit Results
- 1.0 Goal
- 2.0 Organization
- 3.0 Legal Authority
- 4.0 Operation and Maintenance Program
- 5.0 Design and Performance Provisions
- 6.0 Overflow Emergency Response Plan
- 7.0 FOG Control Program
- 8.0 System Evaluation and Capacity Assurance Plan
- 9.0 Monitoring, Measurement, and Program Modifications
- 10.0 SSMP Program Audits
- 11.0 Communication Program
▪ Records List by SSMP Element
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ACRONYMS AND ABBREVIATIONS
BMP Best Management Practices
Cal EMA California Emergency Management Agency (formerly State OES)
Cal/OSHA California Division of Occupational Health and Safety
CCTV Closed Circuit Television
CDFW California Department of Fish and Wildlife
CIP Capital Improvement Plan
City City of Arroyo Grande
CIWQS California Integrated Water Quality System
CWEA California Water Environment Association
EHS Environmental Health Services
ELAP Environmental Laboratory Accreditation Program
EOP Emergency Operating Procedure
EPA Environmental Protection Agency
FOG Fats, Oil, and Grease
FSE Food Services Establishment
HMA High Maintenance Area
I/I Inflow & Infiltration
LRO Legally Responsible Official
mgd Million Gallons per Day
MRP Monitoring and Reporting Program
OERP Overflow Emergency Response Plan
OES Office of Emergency Services
PLSD Private Lateral Sewage Discharge
PM Preventative Maintenance
R&R Rehabilitation and Replacement
RWQCB Central Coast Regional Water Quality Control Board
SCADA Supervisory Control and Data Acquisition
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ACRONYMS AND ABBREVIATIONS
SECAP Sewer Evaluation and Capacity Assessment Plan
SOP Standard Operating Procedure
SSMP Sewer System Management Plan
SSO Sanitary Sewer Overflow
SSOR Sewer System Overflow Report
SSSWDR Sanitary Sewer System Waste Discharge Requirements (Used in this SSMP
Audit Report to reference WDR Order No. 2006-0003-DWQ and MRP Order No.
WQ 2008-0002-EXEC)
SWRCB State Water Resources Control Board
WDR Waste Discharge Requirements
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SCOPE AND PURPOSE
The State Water Resources Control Board (SWRCB) Sanitary Sewer System Waste Discharge
Requirements Order No. 2006-0003-DWQ as amended by WQ 2008-0002-EXEC and WQ
2013-0058-EXEC (herein SSSWDR) require the City of Arroyo Grande (City) to implement and
maintain a Sewer System Management Plan (SSMP).
Wallace Group was contracted by the City of Arroyo Grande to complete an audit of the City’s
current SSMP in order to evaluate the effectiveness of the SSMP and its implementation. The
SSMP Audit measures compliance with SSSWDR Section D.13 and the effectiveness of the
City’s implementation of the current certified SSMP, Revision 1 dated September 2014 (2014
SSMP, Rev 01), which contains the following SSMP Elements:
1.0 [SSSWDR, Section D.13.i]: Goal
2.0 [SSSWDR, Section D.13.ii]: Organization
3.0 [SSSWDR, Section D.13.iii]: Legal Authority
4.0 [SSSWDR, Section D.13.iv]: Operation and Maintenance Program
5.0 [SSSWDR, Section D.13.v]: Design and Performance Provisions
6.0 [SSSWDR, Section D.13.vi]: Overflow Emergency Response Plan
7.0 [SSSWDR, Section D.13.vii]: FOG Control Program
8.0 [SSSWDR, Section D.13.viii]: System Evaluation and Capacity Assurance Plan
9.0 [SSSWDR, Section D.13.ix]: Monitoring, Measurement, and Program Modifications
10.0 [SSSWDR, Section D.13.x]: SSMP Program Audits
11.0 [SSSWDR, Section D.13.xi]: Communication Program
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AUDIT FORMAT
The SSMP Audit separately evaluates each SSMP Section using the following format:
▪ Applicable SSSWDR Section
▪ Audit Finding
▪ Sufficiency Ranking
▪ Reference Information
▪ Deficiencies
▪ Recommendation of steps and schedule to correct deficiencies
The ranking criteria utilized in the SSMP Audit are provided in Table 1 below:
Table 1: SSMP Audit Ranking Criteria
Ranking Ranking Basis
In Compliance All requirements specified in the section are met.
Substantial Compliance The majority of requirements in the section are met.
Partial Compliance Half of the requirements in the section are met
Marginal Compliance Less than half of the requirements in the section are met.
Out of Compliance None of the requirements in the section are met.
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SSMP AUDIT PARTICIPANTS AND SCHEDULE
The SSMP Audit assesses the effectiveness of the City’s 2014 SSMP, Rev 01, and compliance
with the SSSWDR Section D.13 requirements. The first purpose of the SSMP Audit is to
provide information about successes and challenges in implementing the City SSMP. The
second purpose is to identify program or policy changes that may be needed for effective SSMP
implementation. This audit report then proposes corrective actions and a schedule to complete
them. The SSMP Audit was conducted by the following Wallace Group Staff:
▪ Bill Callahan
Senior Environmental Compliance Specialist
City of Arroyo Grande Staff participating in the SSMP Audit were:
▪ Shane Taylor
Utilities Manager
▪ Tim Schmidt
Water Services Worker
The SSMP Audit was conducted in July 2018. The following table summarizes key dates and
locations:
Table 2: SSMP Audit Key Dates
Date Location Topic Participants
July 03, 2018 WG Office and
City Office
SSMP Data and Records
Request Emailed
S. Taylor, B. Callahan
July 19, 2018 City PW Office SSMP Audit Kick-off
Meeting and Records
Retrieval
S. Taylor, T. Schmidt, B.
Callahan
July 19 – July
24, 2018
WG Office Review records and draft
Audit Report
B. Callahan
July 24, 2018 City Office Draft SSMP Audit Report
Submission by e-mail to
City
S. Taylor, B. Callahan
August 17, 2018 WG Office and
City Office
City Comments on Draft
SSMP Audit Report
Submission
S. Taylor, B. Callahan
August 17, 2018 WG Office and
City Office
Finalize Audit Report and
Certify
S. Taylor, B. Callahan
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SSMP AUDIT RESULTS
The SSMP Audit resulted in a finding that the City’s 2014 SSMP, Rev. 01 is in compliance with
five out of eleven subsections of SSSWDR Section D.13, in substantial compliance with six of
the subsections and in partial compliance with one subsection. The City has been substantially
effective in implementing the SSMP. A summary of these results is presented in Table 3
below:
Table 3: 2018 SSMP Audit Results
SSSWDR Section D.13
SSMP
Compliance
with Required
Subsection
City Effectiveness in
the Implementation of
SSMP Subsections
Schedule
1. Goal
[SSSWDR D.13(i)] In Compliance In Compliance N/A
2. Organization
[SSSWDR D.13(ii)] In Compliance In Compliance N/A
3. Legal Authority
[SSSWDR D.13(iii)] In Compliance In Compliance N/A
4.
Operation and
Maintenance
Program
[SSSWDR D.13(iv)]
Substantial
Compliance Substantial Compliance
Develop, train,
and implement
Collection System
Standard
Operating
Procedures
(SOPs) as soon
as possible.
5.
Design and
Performance
Provisions
[SSSWDR D.13(v)]
In Compliance In Compliance N/A
6.
Overflow
Emergency
Response Plan
[SSSWDR D.13(vi)]
Partial
Compliance Partial Compliance
Develop, train
and implement
Emergency
Operating
Procedures
(EOPs) as soon
as possible.
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SSSWDR Section D.13
SSMP
Compliance
with Required
Subsection
City Effectiveness in
the Implementation of
SSMP Subsections
Schedule
7.
FOG Control
Program
[SSSWDR D.13(vii)]
Substantial
Compliance Substantial Compliance
Add SSLOCSD
2008 FOG
Ordinance,
include City
Municipal Code
sections and
2018 FSE List
8.
System Evaluation
and Capacity
Assurance Plan
[SSSWDR D.13(viii)]
Substantial
Compliance Substantial Compliance
Attach 2012
Wastewater
Master Plan and
2017/18 CIP to
this Element.
9.
Monitoring,
Measurement, and
Program
Modifications
[SSSWDR D.13(ix)]
Substantial
Compliance
Substantial Compliance
Trend SSOs and
Update SSO
Monitoring Table
in this section.
10.
SSMP Program
Audits
[SSSWDR D.13(x)]
Substantial
Compliance Substantial Compliance
Complete next
SSMP Audit by
City internal audit
schedule (August
2, 2020)
11.
Communication
Program
[SSSWDR D.13(xi)]
Substantial
Compliance Substantial Compliance
Re-create a
communication
plan for City of
Grover Beach,
Oceano CSD and
SSLOCSD which
are satellite and
tributary to one
another. Include
new methods of
communication
with the public
regarding SSMP
related activities
(ex: website &
facebook)
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The following sections of this report describe these deficiencies in detail and address future
additions and updates the City is required to make to its SSMP. The above list of updates is a
summary and is not intended to replace the detailed deficiencies identified in the SSMP Audit
Report. The recommendations of the entire SSMP Audit Report should be implemented in a
reasonable time frame to ensure compliance with the SSSWDR. The City is due to complete
their SSMP 5-Year Update with recertification by the City Council prior to August 2, 2019. It
should be noted that the City is doing a good job with their Sewer System Overflow (SSO)
reduction efforts when compared to State and Regional municipalities as shown in the tables
below:
Comparison to Municipal Agencies 2010-2017
Spill Rate: Number of Spills per 100 miles of Pipe per Year
Category 1 Category 2 Category 3
City of Arroyo Grande .62 0 1.85
State Municipal
Average 2.45 1.06 4.35
Region Municipal
Average 2.82 1.28 4.86
Category 1 = Spills of any volume that reach surface water.
Category 2 = Spills greater than or equal to 1,000 gallons that do not reach surface water.
Category 3 = Spills less than 1,000 gallons that do not reach surface water.
Comparison to Municipal Agencies 2010-2017
Net Volume of Spills in gallons per Capita per Year
Net Volume (volume spilled minus volume recovered) of SSOs, for which the reporting Enrollee is
responsible, per capita (i.e. the population served by your agency's sanitary sewer system), per year.
Category 1 Category 2 Category 3
City of Arroyo Grande 14.45 0 24.73
State Municipal
Average 1784.11 408.85 34.72
Region Municipal
Average 1572.4 248.75 38.04
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1.0 Goal [SSSWDR D.13(i)]
SSSWDR D.13(i) states:
The goal of the SSMP is to provide a plan and schedule to properly manage, operate,
and maintain all parts of the sanitary sewer system. This will help reduce and prevent
SSOs, as well as mitigate any SSOs that do occur.
Section D.13(i): The City 2014 SSMP, Rev. 01 includes five (5) goals which were revised to be
specific and measurable:
The City of Arroyo Grande seeks to provide a dependable and properly maintained system for
wastewater collection for its customers by meeting the following goals:
1. Be available and responsive to the needs of the public, and work cooperatively with
local, state and federal agencies to reduce, mitigate, properly report, and respond to
SSOs.
2. Properly manage and maintain the City of Arroyo Grande public sewer system mains
and lift stations to minimize SSOs.
3. Identify, prioritize, and continuously renew and replace sewer system mains and lift
stations to maintain reliability.
4. Implement regular, proactive maintenance of the sewer system to remove roots, debris,
sand, and Fats, Oils and Grease (FOG) in areas prone to blockages that may cause
SSOs or sewer backups.
5. Coordinate with South San Luis Obispo County Sanitation District (SSLOCSD) to
manage and implement the SSLOCSD Pretreatment Program to protect the treatment
plant and the environment.
Finding: Section D.13(i):
Goal #1 – The City is properly reporting SSOs and corresponding to the State using CIWQS
(California Integrated Water Quality System). SSO records were available during the Audit
include photos of staff disinfecting sewer spills (mitigate) and documentation was included with
response times.
Goal #2 – At the time of the last audit in 2016, the City had four (4) SSOs in 2015 and one (1)
SSO to in 2016. Three out of the five SSOs were Category 3 or low threat and not to surface
water. Two out of the seven SSOs were Category 1, to a surface water but were less than
1,000 gallons. By comparison, at the time of this Audit, the City experienced one (1) SSO
between the 01/10/2017 and 07/19/2019 which was a Category 3, low threat SSO totaling 100
gallons. This shows an 80% reduction in SSOs over a 19-month period.
Goal #3 – The City adopted and is in the process of implementing the projects identified in the
December 2012 Wastewater Master Plan. Element 4 contains a discussion and documentation
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of projects (sewer pipe re-lining, sewer line replacements, manhole rehabilitation and Lift Station
#1 Force Main replacement).
Goal #4 – The City continues to be proactive in several Preventative Maintenance Activities
such as Root Treatment in root prone lines, annual system wide line cleaning schedules and hot
spot cleaning and a proactive FOG Control program. All of these PM activities are proving to be
valuable techniques to reduce the number of SSOs in the system.
Goal #5 – The City continues to identify businesses that are discharging process wastewater or
have the potential to discharge chemicals to the City of AG sewer collection system however
staff reports that the SSLOCSD Pretreatment Program is no longer actively being implemented.
Element 1 Sufficiency: In Compliance
Reference: 2014 SSMP, Rev. 01. Page 1-1.
Deficiencies: There are no deficiencies.
Recommendation: The City updated its goals in 2014. Records reviewed demonstrate that
the City is continuing to work towards achieving their stated goals.
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2.0 Organization [SSSWDR D.13(ii)]
SSSWDR D.13(ii) states:
The SSMP must identify:
(a). The name of the responsible or authorized representative as described in
Section J of this Order;
(b). The names and telephone numbers for management, administrative, and
maintenance positions responsible for implementing specific measures in the
SSMP program. The SSMP must identify lines of authority through an
organization chart or similar document with a narrative explanation; and
(c). The chain of communication for reporting SSOs, from receipt of a complaint or
other information, including the person responsible for reporting SSOs to the
State and Regional Water Board and other agencies if applicable (such as
County Health Officer, County Environmental Health Agency, Regional Water
Board, and/or State Office of Emergency Services (OES)).
SSSWDR J states:
All applications, reports, or information shall be signed and certified as follows:
(i). All reports required by this Order and other information required by the State or
Regional Water Board shall be signed and certified by a person designated, for a
municipality, state, federal or other public agency, as either a principal executive
officer or ranking elected official, or by a duly authorized representative of that
person, as described in paragraph (ii) of this provision. (For purposes of
electronic reporting, an electronic signature and accompanying certification,
which is in compliance with the Online SSO database procedures, meet this
certification requirement).
(ii). An individual is a duly authorized representative only if:
(a). The authorization is made in writing by a person described in paragraph
(i) of this provision; and
(b). The authorization specifies either an individual or a position having
responsibility for the overall operation of the regulated facility or activity.
Finding: Section D.13(ii)(a): The SSMP states that the Director of Public Works is the
authorized representative for implementing the SSMP. The name and contact information for
the Director of Public Works is shown as Geoff English in Appendix 2-2. The current Director of
Public Works for the City is Bill Robeson. The Duly Authorized Representative (Legally
Responsible Official (LRO)) is identified as Shane Taylor Utilities Manager in CIWQS. Glenda
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Boner is identified as a Data Submitter. This section of the SSMP was updated with a new
Organization Chart in the appendix.
Conclusion: The section above is in compliance with the above requirement.
Finding: Section D.13(ii)(b): The SSMP states which positions are responsible for
implementing each SSMP Element in Table 2-1 on Page 2-4.
The names and telephone numbers for management and administrative positions responsible
for implementing specific measures in the SSMP program are included in SSMP Appendix 2-2.
This Organization Chart was updated in 2018 to reflect recent staff changes.
Lines of authority are presented in SSMP Appendix 2-3.
Conclusion: The section above is in compliance with the above requirements.
Finding: Section D.13(ii)(c): A chain of communication for reporting sanitary sewer overflows
(SSOs) is provided in Figure 2-2 of the 2014 SSMP, Rev 01 on Page 2-7.
Conclusion: The section above is in compliance with the above requirement.
Element 2 Sufficiency: In Compliance
Reference: 2014 SSMP, Rev 01 p. 2-1 to 2-7 and Appendices 2-1, 2-2 and 2-3. CIWQS
Facility At-A Glance Report (July 18, 2018), updated 2018 City Organization Chart.
Deficiencies: None.
Recommendation: Continue to update Organization Charts in SSMP when staff changes
occur. Clearly identify the Legally Responsible Official (LRO) and Duly Authorized
Representative (DAR) in the SSMP and ensure this information matches in CIWQS.
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3.0 Legal Authority [SSSWDR D.13(iii)]
SSSWDR D.13(iii) states:
Each Enrollee must demonstrate, through sanitary system use ordinances, service
agreements, or other legally binding procedures, that it possesses the necessary legal
authority to:
(a). Prevent illicit discharges into its sanitary sewer system (examples include I/I,
stormwater, chemical dumping, unauthorized debris and cut roots, etc.);
(b). Require that sewers and connections be properly designed and constructed;
(c). Ensure access for maintenance, inspection, or repairs for portions of the
lateral owned or maintained by the Public Agency;
(d). Limit the discharge of fats, oils, and grease and other debris that may cause
blockages; and
(e). Enforce any violation of its sewer ordinances.
Finding: Section D.13(iii)(a): Illicit discharges, such as storm water, debris, chemicals, waste,
concrete, debris that obstruct, etc., are addressed in South San Luis Obispo County Sanitation
District’s (SSLOCSD’s) Pretreatment Ordinance, Ordinance No. 1994-1, and the following
Arroyo Grande Municipal Code Sections:
▪ 13.12.400 – Prohibited discharges.
▪ 13.12.410 – Commercial and industrial discharges.
▪ 13.12.420 – Private systems—Discharges.
Conclusion: The section above is in compliance with the above requirement.
Finding: Section D.13(iii)(b): Proper design and construction of sewers and connections are
required by the City Public Works Department’s April 2016 Standards Specifications and
Engineering Design Standards, the Uniform Plumbing Code (UPC), and the following Arroyo
Grande Municipal Code Sections from Chapter 13.12 Sewer Service System:
▪ 13.12.110 – Groups of houses or buildings on one lot—Connections to main sewers.
▪ 13.12.120 – Sewer connections—Applications.
▪ 13.12.130 – Private systems—Construction—Inspections.
▪ 13.12.140 – Approval—Required.
▪ 13.12.150 – Approval—Process.
▪ 13.12.270 – Inspection required.
▪ 13.12.370 – Sewer pumps—Backflow valves.
Conclusion: The section above is in compliance with the above requirement.
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Finding: Section D.13(iii)(c): The City does not own and, therefore, does not require access to
maintain or repair any portion of a lateral. The City ensures access for inspection for portions of
the lateral owned or maintained by a resident or business in the following Arroyo Grande
Municipal Code Sections:
▪ 13.12.270 – Inspection required.
▪ 13.12.500 – Right of entry.
Conclusion: The section above is in compliance with the above requirement.
Finding: Section D.13(iii)(d): The City has the authority to limit the discharge of FOG and other
debris that may cause blockages in the sanitary sewer system through the following City Code
and SSLOCSD Ordinances:
• Chapter 13.12 Sewer Service System
• Chapter 13.12.400 Prohibited Discharges
• 1994-1 SSLOCSD Pretreatment Ordinance
• 2008-01 SSLOCSD FOG Ordinance
Conclusion: The section above is in compliance with the above requirement.
Finding: Section D.13(iii)(e): City has the authority to enforce any violation of its sewer
ordinances in the following Arroyo Grande Municipal Code Chapters and Sections:
▪ Chapter 1.16 – Penalty Provisions
▪ Chapter 9.12 – Nuisances
▪ Section 13.12.470 – Delinquencies—Collection.
▪ Section 13.12.480 – Delinquencies—Liens.
▪ Section 13.12.490 – Enforcement—Delegation of duty.
▪ SSLOCSD Resolution No. 2011-295 - Utilized to enforce any violations of the SSLOCSD
FOG Ordinance.
Conclusion: The section above is in compliance with the above requirement.
Sufficiency: In Compliance
Reference: 2009 SSMP, p. 16 – 18; Arroyo Grande Municipal Code Chapters 1.16 – Penalty
Provisions, Chapter 9.12 – Nuisances, and 13.12 – Sewer Service System; SSLOCSD
Ordinances No. 1994-1 and 2008-01.
Deficiencies: None.
Recommendation: None.
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4.0 Operation and Maintenance Program [SSSWDR D.13(iv)]
SSSWDR D.13(iv) states:
The SSMP must include those sections listed below that are appropriate and applicable
to the Enrollee’s system:
(a). Maintain an up-to-date map of the sanitary sewer system, showing all gravity line
segments and manholes, pumping facilities, pressure pipes and valves, and
applicable storm water conveyance facilities;
(b). Describe routine preventive and operation and maintenance activities by staff
and contractors, including a system for scheduling regular maintenance and
cleaning of the sanitary sewer system with more frequent cleaning and
maintenance targeted at known problem areas. The Preventative Maintenance
(PM) Program should have a system to document scheduled and conducted
activities, such as work orders;
(c). Develop a rehabilitation and replacement plan to identity and prioritize system
deficiencies and implement short-term and long-term rehabilitation actions to
address each deficiency. The program should include regular visual and TV
inspections of manholes and sewer pipes, and a system for ranking the condition
of sewer pipes and scheduling rehabilitation. Rehabilitation and replacement
should focus on sewer pipes that are at risk of collapse or prone to more frequent
blockages due to pipe defects. Finally, the rehabilitation and replacement plan
should include a capital improvement plan that addresses proper management
and protection of the infrastructure assets. The plan shall include a time
schedule for implementing the short- and long-term plans plus a schedule for
developing the funds needed to the capital improvement plan;
(d). Provide training on a regular basis for staff in sanitary sewer system operations
and maintenance, and require contractors to be appropriately trained; and
(e). Provide equipment and replacement part inventories, including identification of
critical replacement parts.
Finding: Section D.13(iv)(a): All sewer assets and appurtenances are identified in the map
referenced in the 2014 SSMP, Rev 01. Two separate map atlases and map books are
maintained by the City identifying sewer assets and storm water conveyance facilities that could
be impacted by a SSO. Staff continues to work on redline changes for the sewer system for
transfer into the sewer system atlas. The City has integrated sewer maps into GIS and has
included storm drain information as an additional layer for this mapping system. A formal update
to the City’s storm water and sewer maps are being completed and are planned for inclusion in
the next update to the SSMP.
Conclusion: The section above is in compliance with the above requirements
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Finding: Section D.13(iv)(b): The 2014 SSMP, Rev 01 summarizes goals and routine
preventative and corrective Operation and Maintenance (O&M) activities in this section. O&M
relating to sewer line; cleaning, inspection, and minor sewer line repairs are performed by City
staff.
Routine O&M for the five (5) City Lift Stations are conducted by City maintenance staff. Lift
Stations are inspected and maintained once a week as described in the City of Arroyo Grande
Performance Standard Activity Code: 315 - Lift Station Maintenance. Contractors are hired to
perform maintenance and repair when significant electrical maintenance or mechanical work is
required.
Sewer line cleaning activities are organized in the City’s 2012 Sewer Main Cleaning Program.
Cleaning schedules are divided into twelve (12) distinct sections which are identified in a sewer
system map book. Line cleaning records are entered into the City’s Sewer Main Cleaning
Program Route Sheets.
The City’s SSMP states that the goal for line cleaning is to clean and flush the entire system
annually. While the City has met this goal in the past, CCTV assessments conducted since
2014 have resulted in the City Utilities Manager revising the 2014 SSMP, Rev 01 to change this
goal to clean lines every 2 years.
Records documenting manhole inspections, sewer line cleaning and the current version of the
City sewer atlas were viewed, and recent examples were reviewed. These records are kept on
a bookshelf in the PW Corp Yard break area.
During the 2018 Audit, City Sewer Maintenance staffing levels consists of 2 full time
maintenance positions who are supported by a City water system staff of six (6) full time
employees.
Areas needing more frequent cleaning; High Maintenance Areas (HMAs) or Problem Areas are
discussed in the 2014 SSMP, Rev 01 and scheduled for quarterly cleaning. When problems are
found during sewer line cleaning activities, a CCTV inspection is conducted by City staff using a
push camera to determine the conditions of the line. The push camera is only able to view a
few hundred feet of sewer line, the City uses a contractor for more comprehensive inspections
on an as needed basis Records of all CCTV data are kept at the Public Works Department and
utilized to identify future rehabilitation and replacement projects.
The City continues to use chemical root control as a method to address HMAs. The City utilizes
Duke Root Control for root treatment. Chemicals applied for root control are expected to be
effective for the next 3 years.
Manholes receive detailed inspection during routine sewer line cleaning. A form entitled
Manhole Observation and Inspection Report is completed for each manhole for future
assessment by City staff to create rehabilitation and replacement projects. Manhole
rehabilitation Capital Improvement Project (CIP) is part of the 2017/18 budget and is also
included as a CIP for FY 2020/21.
The 2014 SSMP Rev 01 states that the City will purchase a Computerized Maintenance
Management System (CMMS) and implemented by the end of 2015. This task was
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accomplished, the CMMS system “Facility Dude”, however the City found this software did not
meet their needs and Preventative Maintenance is now scheduled and tracked on a Master
Schedule at the Public Works Department which generates daily work orders. These
preventative maintenance activities are reported monthly to the City Council.
Conclusion: The section above is in compliance with the above requirements.
Finding: Section D.13(iv)(c): The City completed a Wastewater System Master Plan in 2012.
The 2014 SSMP, Rev 01 describes the specific methods and a plan used to identify R&R
projects. A specific plan and schedule (City CIP through 2017/18) to identify and address
defects in pipelines, manholes, lift stations, and other appurtenances is included in Appendix 4-
2 of the SSMP. Additionally, the City has identified capital projects in the FY 2018/19 Budget
identified in the 2012 study through FY 2022/23.
The 2012 Wastewater System Master Plan, included in Appendix 4-10 of the SSMP, addresses
the majority of the requirements in this section. This Master Plan provides an assessment of
the City’s sewer system; Lift Stations, Force Mains, Manholes, and Sewer Line wet and dry
weather capacities. CCTV inspections for approximately 60% of the system were also
integrated as part of the sewer line assessments referenced in the 2012 Master Plan. This plan
includes a prioritized list of projects identified to take place between 2013 and 2037. Projects
are grouped by a Priority Ranking of “A”, “B”, and “C”. Project schedules are as follows:
▪ Priority “A” Projects to be conducted between 2013 and 2017
▪ Priority “B” Projects to be conducted between 2018 and 2027
▪ Priority “C” Projects to be completed between 2028 and 2037
A short and long-term CIP and associated schedule was developed based on the results of the
WSMP report through Fiscal Year (FY) 2022/23. The City completed and finalized a Revenue
Rate study in June 2014 to fund these projects. The City Utilities Manager updated Appendix 4-
11 on July 18, 2016 with the final Revenue Rate Study. The City is planning a new rate study
planned for FY 19/20 which should be included in the next update to the SSMP.
Conclusion: The section above is in compliance with the above requirements.
Finding: Section D.13(iv)(d): The 2014 SSMP, Rev 01 states that Staff receives training in
system operations and maintenance, safety, and reporting procedures for SSOs.
Records for safety training and some routine operations and maintenance activities were
reviewed and are on file at the City Public Works Department.
The 2014 SSMP, Rev 01 contains a list of Standard Operating Procedures for Collection
System Operation and Maintenance to be developed and commits to having a RFP issued in
October 2014 and the SOPs in place and a training program developed by the end of 2015.
The Utilities Manager reports that this task has not been initiated and is planned for a date yet to
be determined. The City SSMP does include a SOP for operation of the City Vactor Truck and
standards for Lift Station Operations and Sewer Line Cleaning. The Utilities Manager reports
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that staff has trained on this SOP and standards however training records were not available at
the time of this audit.
The City does not employ contractors that would require training in general O&M tasks as they
are performed by City staff. Contractors who are hired by the City are required to be adequately
licensed to perform tasks identified in the scope of work identified in each contract.
Conclusion: The section in partial compliance with the above requirements.
Finding: Section D.13(iv)(e): The 2014 SSMP, Rev 01 in Appendix 4-5 contains a list of critical
parts and equipment for all assets and equipment used in the sewer system and Page 4-6
contains a vendor list with contact information for parts and equipment that are not easily or
reasonably stocked. This list should be updated to identify current equipment in stock and other
equipment that is not currently included in this list such as spill response equipment.
The City participates in two (2) separate mutual aid agreements for critical parts and equipment;
CAL WARN, and the San Luis Obispo County Mutual Aid Agreement. The City also works
informally with the City of Grover Beach and South San Luis Obispo County Sanitation District
to maintain a list of critical parts and equipment that may be used in the event of a SSO.
Conclusion: The section above is in compliance with the above requirements.
Sufficiency: Substantial Compliance
Reference: 2014 SSMP, Rev 01 p. 4-1 to 4-6. Appendix 4.
1. Sewer Main Cleaning Program Route Sheets
2. District Trunk Line Manhole Observation and Inspection Report.
3. Safety Training Meeting Record. 6/15/16.
4. June 2014 City of AG Water and Wastewater Rate Study Report.
5. Work Order example pages
6. City of AG CIP, FY 2016-17/FY 2018-19/FY 2019/20 Biennial Budget. Lift Station No. 1
Force Main Replacement, Manhole Rehabilitation, Sewer Main Rehabilitation Projects.
7. Maintenance Worker Safety Training Records.
8. Invoice dated 5/15/18 from Dukes Root Control.
Deficiencies: Training on existing Operational Standards and Vactor SOP were not available.
Collection system operation and maintenance standard operating procedures (SOPs) were not
written and developed.
Recommendation: Include updates to the City storm water and sewer maps in the next SSMP
update. Develop written Standard Operating Procedures for the operation and maintenance of
the sewer system. Develop a formal training program for annual training and documentation of
these activities.
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5.0 Design and Performance Provisions [SSSWDR D.13(v)]
SSSWDR D.13(v) states:
(a). Design and construction standards and specifications for the installation of new sanitary
sewer systems, pump stations, and other appurtenances; and for the rehabilitation and
repair of existing sanitary sewer systems; and
(b). Procedures and standards for inspecting and testing the installation of new sewers,
pumps, and other appurtenances and for rehabilitation and repair projects.
Finding: Section D.13(v)(a): The 2014 SSMP and City Municipal Code contain the City’s
design and construction standards. The City Municipal Code addresses the expected standards
for conducting repairs and new construction related to the sewer system in the following
sections:
▪ Section 13.12.120: Sewer Connections – Applications
▪ Section 13.12.130: Private Systems – Construction – Inspections
▪ Section 13.12.270: Inspection Required
On April 12, 2016 the City Council approved Standard Specification and Engineering Standards
for the sanitary sewer system. The standards are located on the City website at
www.arroyogrande.org/document-center/standards/engineering-standards/.
The City updated their Standards in April 2016. Standard Specifications and Engineering
Design standards. Are found on the City’s website at:
http://www.arroyogrande.org/DocumentCenter/View/3151/2016-Standard-Specifications-and-
Engineering-Standards .
The City additionally requires all work to be in compliance with the California Uniform Plumbing
Code (UPC), approved by the Public Works Director, and permitted by the City.
Conclusion: The section above is in compliance with the above requirements.
Finding: Section D.13(v)(b): In April 2016 Standard Specifications and Engineering Design
standards were updated and include inspection and testing requirements for sanitary sewers.
Conclusion: The section above is in compliance with the above requirements.
Sufficiency: In Compliance
Reference: 2014 SSMP, p. 5-1; Arroyo Grande Municipal Code Section 13.12; April 2016 City
Public Works Department Standard Plans and Specifications for Public Works Construction.
The April 2016 City Standards are located at www.arroyogrande.org/document-
center/standards/engineering-standards/.
Deficiencies: None.
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Recommendation: Include these new 2016 standards by reference in the next update of the
SSMP.
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6.0 Overflow Emergency Response Plan [SSSWDR D.13(vi)]
SSSWDR D.13(vi) states:
Each Enrollee shall develop and implement an overflow emergency response plan that
identifies measures to protect public health and the environment. At a minimum, the
plan must include the following:
(a). Proper notification procedures so that the primary responders and regulatory
agencies are informed of all SSOs in a timely manner;
(b). A program to ensure appropriate response to all overflows;
(c). Procedures to ensure prompt notification to appropriate regulatory agencies and
other potentially affected entities (e.g. health agencies, Regional Water Boards,
water suppliers, etc.) of all SSOs that potentially affect public health or reach the
waters of the State in accordance with the Monitoring and Reporting Program
(MRP). All SSOs shall be reported in accordance with this MRP, the California
Water Code, other State Law, and other applicable Regional Water Board WDRs
or NPDES permit requirements. The SSMP identifies the officials who will receive
immediate notification;
(d). Procedures to ensure that appropriate staff and contract personnel are aware of
and follow the Emergency Response Plan and are appropriately trained;
(e). Procedures to address emergency operations, such as traffic and crowd control
and other necessary response activities; and
(f). A program to ensure that all reasonable steps are taken to contain and prevent
the discharge of untreated or partially treated wastewater to waters of the United
States and minimize or correct any adverse impact on the environment resulting
from the SSOs, including such accelerated or additional monitoring as may be
necessary to determine the nature and impact of the discharge.
Finding: Section D.13(vi): The 2014 SSMP, Rev 01 on pages 6-1 to 6-10 contains the City
Overflow Emergency Response Program (OERP).
Finding: Section D.13(vi)(a): Section 6.2 of the 2014 SSMP, Rev 01 contains the SSO
Response Plan and Polices. Figure 6-1 on Page 6-3 of the City OERP includes the City’s SSO
Reporting Chain of Command. This figure describes how the City is notified of a SSO and how
staff is dispatched to a SSO through the City Public Works Department or 5 Cities Fire
Authority. Figure 6-2, Response/Notification Procedure for SSOs on Page 6-4 to 6-5 contains
the detailed description on how to report and notify all appropriate agencies in the event of a
SSO.
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Finding: Section D.13(vi)(b): A detailed overview of SSO response was provided and
associated procedures showing key positions and their responsibility to ensure appropriate
response to all overflows was found in Section 6.2.
Finding: Section D.13(vi)(c, (d), and (e): Section 6.5 of the 2014 SSMP, Rev 01 stated that ten
Emergency Operating Procedures (EOPs) will be completed and implemented by the end of
2015. The EOPs were not completed. During the last audit the Utilities Manager revised this
section of the 2014 SSMP to change the date to the end of 2017. This task was not completed
at the time of this audit however the City reports that still intends to develop formal emergency
operating procedures for SSO response at a future time that has not been determined.
Finding: Section D.13(vi)(f): The City OERP summarizes how staff are to be trained annually
to respond to and contain a SSO.
Conclusion: The sections above are Partial compliance with the above requirements. See
recommendations at the end of the OERP section of this report.
Sufficiency: Partial Compliance
Reference: 2014 SSMP, Rev 01, p. 6-1 to 6-10 and Appendix 6.
Deficiencies: Emergency Operating Procedures for response to SSOs must be developed.
Training on these procedures should be conducted on an annual basis or more frequently as
warranted.
Recommendation: Create the required EOPs as soon as possible as required by sections
D.13(vi).a, b, c, and d.
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7.0 FOG Control Program [SSSWDR D.13(vii)]
SSSWDR D.13(vii) states:
Each Enrollee shall evaluate its service area to determine whether a FOG control
program is needed. If an Enrollee determines that a FOG program is not needed, the
Enrollee must provide justification for why it is not needed. If FOG is found to be a
problem, the Enrollee must prepare and implement a FOG source control program to
reduce the amount of these substances discharged to the sanitary sewer system. This
plan shall include the following as appropriate:
(a). An implementation plan and schedule for a public education outreach program
that promotes proper disposal of FOG;
(b). A plan and schedule for the disposal of FOG generated within the sanitary sewer
system service area. This may include a list of acceptable disposal facilities
and/or additional facilities needed to adequately dispose of FOG generated
within a sanitary sewer system service area;
(c). The legal authority to prohibit discharges to the system and identify measures to
prevent SSOs and blockages caused by FOG;
(d). Requirements to install grease removal devices (such as traps or interceptors)
and the development of design standards for such devices, maintenance
requirements, BMP requirements, record keeping and reporting requirements;
(e). Authority to inspect grease producing facilities, enforcement authorities, and
whether the Enrollee has sufficient staff to inspect and enforce the FOG
ordinance;
(f). An identification of sewer system sections subject to FOG blockages and
establishment of a cleaning maintenance schedule for each section; and
(g). Development and implementation of source control measures for all sources of
FOG discharged to the sewer system for each section identified in (f) above.
Finding: Section D.13(vii): The City implemented a FOG program in July 2007 as FOG is an
ongoing problem in the sewer collection system. The City has over seventy (70) food service
establishments (FSEs) in its service area. From 2009 to 2013 the FOG program was
implemented through an agreement with South San Luis Obispo County Sanitation District
(SSLOCSD). The City of AG is a satellite agency to SSLOCSD. Since 2013 a private
engineering consulting firm manages the FOG Program for the City.
In this Audit, the FOG Control Program presented in the 2014 SSMP, Rev 01 was evaluated
against the SSSWDR Section D.13(vii) requirements included above. The effectiveness of the
FOG Control Program is evaluated at the end of this section.
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Finding: Section D.13(vii)(a): The 2014 SSMP, Rev 01 describes public outreach for FOG from
its inception in 2007. Public education is conducted with FSEs during semiannual inspections
each fiscal year. An assortment of literature is distributed to each FSE, including: best
management practices, certified grease hauler list, cleaning record forms, and no grease
posters for display in FSE kitchens. Inspectors discuss program parameters and strategies to
keep FOG from entering the sewer system during each inspection. Public education and
outreach is documented for FSE’s within the City limits.
For residential outreach, the City publishes residential flyers that are available at the City Public
Works office and City Hall. City sewer staff have door hangers when
Conclusion: The section above is in compliance with the above requirement.
Finding: Section D.13(vii)(b): The 2014 SSMP, Rev 01 states that information concerning how
FSE’s can dispose of FOG generated within the City’s service area is disseminated under the
FOG FSE education program. A list of companies FSEs may utilize for the collection and
disposal of FOG in SSMP Appendix 7-5.
Conclusion: The section above is in compliance with the above requirement.
Finding: Section D.13(vii) (c, d, e): The 2014 SSMP, Rev 01 includes a reference to the
SSLOCSD FOG Ordinance 2008-01. The City’s SSMP does not reference the Arroyo Grande
Municipal Code sections which regulate FOG Control. The 2014 SSMP, Rev 01 states that the
SSLOCSD FOG Ordinance 2008-01 is included in Appendix 7, but this Ordinance is not
referenced on the Element 7 cover sheet or included in the appendix.
Conclusion: The sections above are in substantial compliance with the above requirements.
Finding: Section D.13(vii)(f): The City identifies sections of the collection system, which are
subject to grease blockages and identifies where the cleaning maintenance schedule for these
high maintenance areas (HMAs) is located (City Corp Yard office).
Conclusion: The section above is in compliance with the above requirement.
Finding: Section D.13(vii)(g): The 2014 SSMP, Rev 01 provides information regarding the
development and implementation of source control measures for all sources of FOG discharged
to the sanitary sewer system. The City continues to implement source control measures
identified in the SSMP.
Since 2014, a private firm is directly contracted by the City to manage and implement the City
FOG Control Program. Management includes the issuance of a permit to each FSE as a control
mechanism and semi-annual inspections, re-inspections when violations are identified, notices
of non-compliance are issued after repeat violations and eventually fines are administered.
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End of month (EOM) reports are submitted to the City by the contractor, the last report was
issued May 2018. The EOM report summarizes how many inspections were conducted,
number of permits issued, how many FSE’s had violations, enforcement of violations and
correspondence with the FSE’s.
The FOG Files reviewed and attached to this audit include:
▪ May 2018 EOM Report
▪ City of AG FOG Control Program Master Inspection Spreadsheet
Conclusion: The section above is in compliance with the above requirement.
FOG Program Effectiveness: A review of the City’s Collection System Operational Report
generated on CIWQS July 19, 2018, shows the City has experienced only one (1) FOG related
SSO since 2012 out of the nine (9) total SSOs occurring over this time period. This indicates the
City fog related SSO rate is approximately 11%, compared to State and National averages
which report FOG SSO rates between 75% - 85%. This serves as an indication that the current
FOG program is an effective preventative maintenance tool to reduce SSOs.
Sufficiency: Substantial Compliance
Reference: The following references were used:
▪ 2014 SSMP, Rev 01, p. 7-1 to 7-7 and Appendix 7
▪ Arroyo Grande Municipal Code Chapters 1, 9, and 13
▪ SSLOCSD FOG Ordinance, Ordinance No. 2008-01
▪ Collection System Operational Report (July 18, 2018)
▪ May 2018 FOG End of Month Report
▪ City of AG FOG Control Program Master Inspection Spreadsheet
Deficiencies: Update the 2014 SSMP, Rev 01 with the SSLOSCD FOG Ordinance 2008-01
and Sections of City Municipal Code identified above.
Recommendation: The SSMP should be updated annually to include a current list of FSEs,
FOG Control Program statistics, or other information, which would be useful to the City for
implementing its FOG Control Program.
The City needs to update the SSMP with the information above and attach a copy of the 2008
SSLOCSD FOG Ordinance No. 2008-01 and the relevant Sections of the City Municipal Code to
Appendix 7.
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8.0 System Evaluation and Capacity Assurance Plan [SSSWDR D.13(viii)]
SSSWDR D.13(viii) states:
The Enrollee shall prepare and implement a capital improvement plan (CIP) that will
provide hydraulic capacity of key sanitary sewer system sections for dry weather peak
flow conditions, as well as the appropriate design storm or wet weather event. At a
minimum, the plan must include:
(a). Evaluation: Actions needed to evaluate those portions of the sanitary sewer
system that are experiencing or contributing to a SSO discharge deficiency. The
evaluation must provide estimates of peak flows (including flows from SSOs that
escape from the system) associated with conditions similar to those causing
overflow events, estimates of the capacity of key system components, hydraulic
deficiencies (including components of the system with limiting capacity) and the
major sources that contribute to the peak flows associated with overflow events;
(b). Design Criteria: Where design criteria do not exist or are deficient, undertake
the evaluation identified in (a) above to establish appropriate design criteria; and
(c). Capacity Enhancement Measures: The steps needed to establish a short- and
long-term CIP to address identified hydraulic deficiencies, including prioritization,
alternatives analysis, and schedules. The CIP may include increases in pipe
size, I/I reduction programs, increases and redundancy in pumping capacity, and
storage facilities. The CIP shall include an implementation schedule and shall
identify sources of funding.
(d). Schedule: The Enrollee shall develop a schedule of completion dates for all
portions of the capital improvement program developed in (a)-(c) above. This
schedule shall be reviewed and updated consistent with the SSMP review and
update requirements as described in Section D.14.
Finding: Section D.13(viii)(a): The City uses the hydraulic model created in the 2012
Wastewater System Master Plan (2012 WSMP) located on the City website at:
http://www.arroyogrande.org/DocumentCenter/Home/View/1066 to determine issues of capacity
for all new development process. This Master Plan is also located in the appendix to Element 4
of the SSMP.
The 2012 WSMP provides hydraulic evaluations of City: lift stations, force mains, and gravity
sewer lines. Hydraulic evaluations were conducted to model existing dry and wet weather
conditions and future dry and wet weather conditions expected at “build out”, which represent
“worst case scenario” flow conditions. The City has not experienced a history of SSOs related
to deficient system capacities.
Conclusion: The section above is in compliance with the above requirements.
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Finding: Section D.13(viii)(b): Design criteria were identified in the 2012 WSMP and used in
system modeling to assess the hydraulic conditions existing in the system. These criteria were
used to make recommendations for hydraulic upgrades in City lift stations, force mains, and
gravity sewer lines.
Conclusion: The section above is in compliance with the above requirements.
Finding: Section D.13(viii)(c) – (d): This plan includes a prioritized list of projects identified to
take place between 2013 and 2037. Projects are grouped by a Priority Ranking of “A”, “B”, and
“C”. Project schedules are as follows:
▪ Priority “A” Projects to be conducted between 2013 and 2017
▪ Priority “B” Projects to be conducted between 2018 and 2027
▪ Priority “C” Projects to be completed between 2028 and 2037
A short and long-term CIP and associated schedule was developed based on the results of the
WSMP report through Fiscal Year (FY) 2022/23. The City completed and finalized a Revenue
Rate study in June 2014 to fund these projects. The City Utilities Manager updated Appendix 4-
11 on July 18, 2016 with the final Revenue Rate Study. The City is planning a new rate study
planned for FY 19/20 which should be included in the next update to the SSMP.
The 2012 WSMP and a project summary, status update and schedule for capital projects should
be included in the next update of the SSMP. The findings of the revenue rate plan and
subsequent rate structure to support capital improvements should also be included in this
update.
Conclusion: The sections above are in compliance with the above requirements.
Sufficiency: Substantial Compliance
Reference: 2014 SSMP, Rev 01; 2012 WSMP; 5-Year Capital Improvement Program Budget:
2017-2018.
Deficiencies: None.
Recommendation: Include a copy of the 2012 WSMP and most recent CIP as an Appendix to
Element 8.
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9.0 Monitoring, Measurement, and Program Modifications [SSSWDR
D.13(ix)]
SSSWDR D.13(ix) states:
The Enrollee shall:
(a). Maintain relevant information that can be used to establish and prioritize
appropriate SSMP activities;
(b). Monitoring the implementation and, where appropriate, measure the
effectiveness of each section of the SSMP;
(c). Assess the success of the preventative maintenance program;
(d). Update program elements, as appropriate, based on monitoring or performance
evaluations; and
(e). Identify and illustrate SSO trends, including: frequency, location and volume.
Finding: Section D.13(ix)(a): The City utilizes Work Orders to keep records of preventative
maintenance and rehabilitation and replacement activities and maintains a folder of SSO
records, which can be used to establish and prioritize appropriate SSMP activities.
Conclusion: The section above is in compliance with the above requirement.
Finding: Section D.13(ix)(b) and (c): The SSMP states that the SSMP will be reviewed
annually to ensure all the provisions are implemented and that the effectiveness will be
monitored.
Items of Interest staff reports are submitted to the City Council by the City Manager once a
month. These reports provide updates on significant work completed on the sanitary sewer
system, such as line cleaning, lift station cleaning, manhole inspections, and CIPs. Reports are
utilized to monitor the implementation of the City’s preventative maintenance and rehabilitation
and replacement activities.
Conclusion: The section above is in compliance with the above requirement.
Finding: Section D.13(ix)(d): The City’s 2014 SSMP, Rev 01 contains red-line updates
documenting changes to plans and schedules.
Conclusion: The section above is in substantial compliance with the above requirement.
Finding: Section D.13(ix)(e): The City has identified roots, debris and FOG to be the primary
causes of SSOs in its sanitary sewer system and has continued to address these causes by
applying root control chemicals to root prone areas, a scheduled line cleaning and hot spot
cleaning program and implementation of a FOG Control program.
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Conclusion: The section above is in compliance with the above requirement.
Sufficiency: Substantial Compliance
Reference: 2014 SSMP, Rev 01.p. 9-1 to 9-6. and Appendices 9; Example SSO Reports,
CIWQS Public Report - Detail Page..
Deficiencies: The City needs to update Table 9-2, Number of City SSOs per Indicator Year.
The City needs to create a Revision Tracking Table to identify and illustrate trends as required
by D.13(ix)(e).
Recommendation: Update Table 9-2 using CIWQS SSO Public Report (Detail Page) in next
update to the SSMP.
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10.0 SSMP Program Audits [SSSWDR D.13(x)]
SSSWDR D.13(x) states:
As part of the SSMP, the Enrollee shall conduct periodic internal audits, appropriate to
the size of the system and the number of SSOs. At a minimum, these audits must occur
every two years and a report must be prepared and kept on file. This audit shall focus
on evaluating the effectiveness of the SSMP and the Enrollee’s compliance with the
SSMP requirements identified in this subsection (D.13), including identification of any
deficiencies in the SSMP and steps to correct them.
Finding: Section D.13(x): SSMP audits are required to be performed a minimum of every two
years from the date of the initial required adoption, August 2, 2009. The first SSMP Audit was
performed before August 2, 2011. The second was completed July 17, 2012 before the August
2, 2013 deadline. The third SSMP Audit was due August 2, 2015 and was completed one year
late due to the City adjusting their Audit schedule based on a recent 2014 SSMP Update. Based
on this new schedule, the City was compliant in meeting their internal Audit goal date of August
2, 2018 with the completion of this (4th) Audit in July 2018.
Sufficiency: Substantial Compliance
Reference: 2014 SSMP, Rev. 01, Section 10.2 page 10-1 to 10-3
Deficiencies: The Utilities Manager not met the City’s internal schedule to complete the two-
year SSMP Audit due date prior to August 2, 2018. The formal due date based on the original
adoption date of the SSMP in 2009 would require an Audit in 2017 rather than 2018.
Recommendation: Continue to conduct Audits at a minimum of every 2 years to meet the
City’s internal Audit schedule.
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11.0 Communication Program [SSSWDR D.13(xi)]
SSSWDR D.13(xi) states:
The Enrollee shall communicate on a regular basis with the public on the development,
implementation, and performance of its SSMP. The communication system shall
provide the public the opportunity to provide input to the Enrollee as the program is
developed and implemented.
The Enrollee shall also create a plan of communication with systems that are tributary
and/or satellite to the Enrollee’s sanitary sewer system.
Finding: Section D.13(xi): City Council meeting continue to be held on the 2nd and 4th Tuesday
of each month and are televised. The agenda and supporting staff reports are posted in
advance of each meeting on the City website (www.arroyogrande.org).
Monthly Items of Interest memorandums are submitted to the City Council by the City Manager.
These memorandums provide the City Council with more detailed updates on significant work
completed by each department in the City, including Public Works. The Public Works section
includes information about the sanitary sewer system, such as line cleaning, lift station cleaning,
manhole inspections, and CIPs.
The 2014 SSMP, Rev 01 is available to the public on the City webpage located here:
http://www.arroyogrande.org/documentcenter/view/1957. A document entitled “Sewer
Emergency Guidelines” is also located on the City webpage.
The public was also updated on City collection system issues through the City’s newsletter,
Stagecoach Express until June 2015 when the newsletter was discontinued. Upgrades to the
City website (www.arroyogrande.org) were made and the City considers it to be more effective
to communicate to the public using social media (Twitter, Facebook, and press releases on the
City website).
The City of Arroyo Grande, City of Grover Beach, and Oceano Community Services District
manage and operate sanitary sewer systems, which are satellite to SSLOCSD’s sanitary sewer
system. Collection System Coordination Meetings were held from 2013 – 2015 but were
discontinued. A new plan for communication with agencies that you are tributary/satellite too
should be developed.
The City also has four neighborhoods with small, private collection systems, which are within
the City limits and discharge into the City’s collection system; it is recommended that the City
continue to reach out to these private collection systems annually in a memo about non-
flushables, FOG, etc.
Sufficiency: Substantial Compliance
Reference: 2014 SSMP, Rev 01 p. 11-1.
Page 296 of 476
2014 Sewer System Management Plan – Revision 01
2018 SSMP Audit Report
City of Arroyo Grande
July 2018
30 | P a g e
Deficiencies: A plan of communication with systems that are tributary and satellite to the City
of AG sanitary sewer system existed and must be re-instated.
Recommendation: Reestablish collection system coordination meetings with SSLOCSD, City
of Grover Beach and Oceano Community Services District. Include new sources of
communication with the public on issues pertinent to the SSMP and sewer collection system in
the next update to the SSMP.
Page 297 of 476
2014 Sewer System Management Plan – Revision 01
2018 SSMP Audit Report
City of Arroyo Grande
July 2018
31 | P a g e
RECORDS LIST BY SSMP ELEMENT
Records were reviewed and are on file at the City of Arroyo Grande Public Works Department
Office
1. Goal
a. See records under SSMP Elements 3 – 11
2. Organization
a. CIWQS Facility At-A Glance Report (July 19, 2018)
b. Updated 2018 Organization Chart
3. Legal Authority
a. Arroyo Grande Municipal Code Chapters 1.16 and 13.12
b. SSLOCSD Pretreatment Ordinance, Ordinance No. 1994-1
c. SSLOCSD FOG Ordinance, Ordinance No. 2008-01
d. SSLOCSD Resolution No. 2011-295
4. Operation and Maintenance Program
a. 2012 Wastewater System Master Plan
b. 5/15/18: Dukes Root Control Root Treatment Invoice
c. 2017/18 – 2019/20 CIP Budget
d. City Sewer Atlas 2008
e. City Storm Drain Atlas 2008
f. 2018 Work Order Detail Report Sewer Main Cleaning
g. 2018 Annual Project Calendar (Maintenance Schedule)
h. 2018 Sewer Main Cleaning Program Route Sheet
i. SSLOCSD: District Manhole Observation and Inspection Report
5. Design and Performance Standards
a. Arroyo Grande Municipal Code Chapter 13.12
b. 2016 City of Arroyo Grande Revised Standard Specifications and Engineering
Standards for Construction.
6. Overflow Emergency Response Plan
a. City Sewer Spill Report: 2017
7. Fats, Oils, and Grease Program
a. May 2018 FOG End of Month Report
b. City of AG FOG Control Program Master Inspection Spreadsheet
8. System Evaluation and Capacity Assurance Plan
a. City of Arroyo Grande Wastewater System Master Plan (December 2012)
b. CIP Budget: 2018/19 – 2019/20
9. Monitoring, Measurement, and Program Modifications
a. CIWQS Facility At-A Glance Report (July 19, 2018)
Page 298 of 476
2014 Sewer System Management Plan – Revision 01
2018 SSMP Audit Report
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July 2018
32 | P a g e
10. SSMP Program Audit
a. City 2016 SSMP Audit Report
b. City 2016 Pre-Audit Data and Records Request
11. Communication Program
a. 2018 Items of Interest Memos to City Council providing a monthly update of
public works activities and capital projects.
b. FY 2016/17 City of AG Goals Summary
c. City of AG Sewer Emergency Guidelines
Page 299 of 476
City of Arroyo Grande
Sanitary Sewer
Spill Emergency Response Plan
WDID: 3SSO10255
June 2023
State Water Resources Control Board (SWRCB)
Waste Discharge Requirements
Order No. WQ 2022-0103-DWQ
Attachment 2
Page 300 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 2 June 2023
Table of Contents
Introduction and Definitions ……………………………………………………….. Page 3
Prohibitions & Notification Procedures…………………………………………….. Page 5
Regulatory Agency Contacts ……………………………………………………….. Page 7
Spill Response Traffic Control ………………………………………………………Page 8
Spill Containment and Cleanup …………………………………………………….. Page 9
Pump Station and Force Main Failure …………………………………………… .. Page 10
Contingency Contacts: Lift Station Failure ………………………………………... Page 11
Force Main Spills …………………………………………………………………... Page 12
Prolonged Spill Response ………………………………………………………….. Page 12
Contractor Spill Response …………………………………………………………. Page 12
Contingency Data for Individual Lift Stations ………………………………………Page 14
Spill Volume Estimation ………………………………………………………….. Page 18
Coordination with Storm Drain Agencies and Water Systems ……………………. Page 36
Receiving Water Monitoring …………...………………………………………….. Page 37
Water Body Closures ………………………….………………………………….. Page 39
Water Body Beneficial Uses ………………………………………………………. Page 40
Reporting Procedures ……………………………………………………………… Page 41
Detailed Reporting Requirements ………………………………………………….. Page 44
Post Spill Investigations ……………………………………………………………. Page 55
Training …………………………………………………………………………….. Page 57
Attachments
o Post Spill Investigation Form
o Spill Response Field Checklist
Page 301 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 3 June 2023
PURPOSE
The City operates and maintains a diverse sanitary sewer collection system that consists of pump
stations, gravity flow sewer mains and force mains. These facilities are well maintained and
normally should not result in any sewage overflows or spills. However, the possibility of unforeseen
accidents, equipment failure, or other events not controllable by the City could result in sewer
system spills (spills). When enacted in response to spills, this plan will reduce or eliminate public
health hazards and minimize service interruption.
This plan shall be reviewed and assessed annually and updated as appropriate. The City LRO must
certify this plan is up to date by April 1st annually in CIWQS.
GENERAL
Normal and routine maintenance of the collection system allows the system to operate at its
maximum design capacity. There may be a time however, when an spill occurs. This Sewer Spill
Emergency Response Plan will help facilitate a rapid and effective response.
City staff must be able to accurately assess the level of response needed, know what potential
liabilities there are for property damage and how to properly report an spill to the correct regulatory
agencies. The following definitions shall be used to identify a spill category and WDR Terms in
accordance with the State Water Resources Control Board (SWRCB):
Spill Category Definition
Category 1 Spill
A Category 1 spill is a spill of any volume of sewage from or caused by a
sanitary sewer system regulated under this General Order that results in a
discharge to:
o A surface water, including a surface water body that contains no flow or
volume of water; or
o A drainage conveyance system that discharges to surface waters when
the sewage is not fully captured and returned to the sanitary sewer
system or disposed of properly.
Any spill volume not recovered from a drainage conveyance system is
considered a discharge to surface water, unless the drainage conveyance system
discharges to a dedicated stormwater infiltration basin or facility.
A spill from an City-owned and/or operated lateral that discharges to a surface
water is a Category 1 spill; the City shall report all Category 1 spills per section
3.1 of Attachment E1 (Notification, Monitoring, Reporting and Recordkeeping
Requirements) of the General Order.
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City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 4 June 2023
Category 2 Spill
A Category 2 spill is a spill of 1,000 gallons or greater, from or caused by a
sanitary sewer system regulated under this General Order that does not discharge
to a surface water.
A spill of 1,000 gallons or greater that spills out of a lateral and is caused by a
failure or blockage in the sanitary sewer system, is a Category 2 spill.
Category 3 Spill
A Category 3 spill is a spill of equal to or greater than 50 gallons and less than
1,000 gallons, from or caused by a sanitary sewer system regulated under this
General Order that does not discharge to a surface water.
A spill of equal to or greater than 50 gallons and less than 1,000 gallons, that
spills out of a lateral and is caused by a failure or blockage in the sanitary sewer
system is a Category 3 spill.
Category 4 Spill
A Category 4 spill is a spill of less than 50 gallons, from or caused by a sanitary
sewer system regulated under this General Order that does not discharge to a
surface water.
A spill of less than 50 gallons that spills out of a lateral and is caused by a failure
or blockage in the sanitary sewer system is a Category 4 spill.
Term Definition
Receiving Water A receiving water is a water of the State that receives a discharge of waste.
Waters of the State
Waters of the State are surface waters or groundwater within boundaries of the
state as defined in Water Code section 13050(e), in which the State and Regional
Water Boards have authority to protect beneficial uses. Waters of the State
include, but are not limited to, groundwater aquifers, surface waters, saline
waters, natural washes and pools, wetlands, sloughs, and estuaries, regardless of
flow or whether water exists during dry conditions.
Waters of the State include waters of the United States.
Waters of the United
States
Waters of the United States are surface waters or waterbodies that are subject to
federal jurisdiction in accordance with the Clean Water Act.
Hydrologically
Connected
Two waterbodies are hydrologically connected when one waterbody flows, or
has the potential to flow, into the other waterbody. For the purpose of this
General Order, groundwater is hydrologically connected to a surface water when
the groundwater feeds into the surface water. (The surface waterbody in this
example is termed a gaining stream as it gains flow from surrounding
groundwater.)
Drainage
Conveyance System
A drainage conveyance system is a publicly- or privately-owned separate storm
sewer system, including but not limited to drainage canals, channels, pipelines,
pump stations, detention basins, infiltration basins/facilities, or other facilities
constructed to transport stormwater and non-stormwater flows.
Potential to
Discharge, Potential
Discharge
Potential to Discharge, or Potential Discharge, means any exiting of sewage from
a sanitary sewer system which can reasonably be expected to discharge into a
water of the State based on the size of the sewage spill, proximity to a drainage
conveyance system, and the nature of the surrounding environment.
Page 303 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 5 June 2023
PROHIBITIONS
The following are a list of Prohibitions listed in SWRCB Order No. 2022-0103-DWQ:
Discharge of Sewage from a Sanitary Sewer System
Any discharge from a sanitary sewer system that has the potential to discharge to surface
waters of the State is prohibited unless it is promptly cleaned up and reported as required
in this General Order.
Discharge of Sewage to Waters of the State
Any discharge from a sanitary sewer system, discharged directly or indirectly through a
drainage conveyance system or other route, to waters of the State is prohibited.
Discharge of Sewage Creating a Nuisance
Any discharge from a sanitary sewer system that creates a nuisance or condition of
pollution as defined in Water Code section 13050(m) is prohibited.
NOTIFICATION PROCEDURES
Collections System:
Notifications of possible spills are received via telephone calls. All telephone calls or complaints for
actual or potential spills are routed directly to the City’s Public Works Office (805) 473-5460 and
then to the On Call Operator or Utilities Manager via City office personnel. During non-business
hours, the City’s Police Department (805) 473-5100 (or 911) will receive the call and notify the
City’s On-Call Operator.
Lift Stations:
The City’s On-Call Operator, Operations staff and Utilities Manager are responsible for responding
to alarm notifications for lift station failures. The City operates and maintains 6 lift stations which
are monitored continuously via supervisory control and data acquisition (SCADA). The SCADA
system provides operators real time pump station monitoring. Staff is required to respond to all
alarms within 15 minutes of call out. If the first responding Operator requires assistance, they will
contact the Utilities Supervisor, Utilities Manager and/or other City Operations staff.
Page 304 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 6 June 2023
Notify Regulatory Agencies of the Spill
The details of the required notifications are provided below:
a. Category 1 Spill
i. Within two (2) hours of the City’s knowledge of a Category 1 spill of 1,000
gallons or greater, discharging or threatening to discharge to surface waters
notify the California Office of Emergency Services and obtain a notification
control number at (800) 852-7550.
ii. The City shall provide the following spill information to the California Office
of Emergency Services before receiving a Control Number, as applicable:
o Name and phone number of the person notifying the California Office
of Emergency Services;
o Estimated spill volume (gallons);
o Estimated spill rate from the system (gallons per minute);
o Estimated discharge rate (gallons per minute) directly into waters of
the State or indirectly into a drainage conveyance system;
o Spill incident description:
o Brief narrative of the spill event, and
o Spill incident location (address, city, and zip code) and closest cross
streets and/or landmarks;
o Name and phone number of contact person on-scene;
o Date and time the City was informed of the spill event;
o Name of sanitary sewer system causing the spill;
o Spill cause or suspected cause (if known);
o Amount of spill contained;
o Name of receiving water body receiving or potentially receiving
discharge; and
o Description of water body impact and/ or potential impact to
beneficial uses.
iii. Following the initial notification to the California Office of Emergency
Services and until such time that the City certifies the spill report in the
online CIWQS Sanitary Sewer System Database, the City shall provide
updates to the California Office of Emergency Services regarding substantial
changes to:
o Estimated spill volume (increase or decrease in gallons initially
estimated);
o Estimated discharge volume discharged directly into waters of the
State or indirectly into a drainage conveyance system (increase or
decrease in gallons initially estimated); and
o Additional impact(s) to the receiving water(s) and beneficial uses
Additional Agency Information is provided below – may require contact by City in the
event of a Category 1 Spill or Category 2 Spill if discharging to Surface Water. SWRCB
only requires notification of OES for a Category 1 spill or a Category 2 Spill if
discharging to Surface Water:
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City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 7 June 2023
Regulatory Agency Contacts
California Office of
Emergency Services
(Cal OES)
Within two (2) hours of the City’s knowledge of a Category 1 spill
of 1,000 gallons or greater, discharging or threatening to discharge
to surface waters notify the California Office of Emergency Services
and obtain a notification control number at (800) 852-7550
Regional Water
Quality Control
Board (RWQCB)
Optional - If spill is over 1,000 gallons, reaches waterway, or occurred in
area with likely public contact, call 805-549-3147 or 805-542-4638.
SLO County
Environmental Health
Optional- If spill is over 50 gallons, call 805-781-5544. Give the spill
information.
California
Department of Fish
and Wildlife
Optional -If spill reaches waterway, call state office 916-445-0045.
b. Category 2 Spill:
iv. Within two (2) hours of the City’s knowledge of a Category 2 spill of 1,000
gallons or greater, discharging or threatening to discharge to waters of the
State, notify California Office of Emergency Services and obtain a
notification control number.
c. Category 3 Spill:
i. Not Applicable
d. Category 4 Spill:
i. Not Applicable
e. City Owned and/or Operated Lateral Spills
i. Within two (2) hours of the City’s knowledge of a spill of 1,000
gallons or greater, from an City- owned and/or operated lateral,
discharging or threatening to discharge to waters of the State:
ii. Notify California Office of Emergency Services and obtain a
notification control number.
iii. Not applicable to a spill of less than 1,000 gallons.
NORMAL WORKING HOURS ARE MONDAY-FRIDAY 7:30am-4:00pm
City Office Phone Number for Normal Working Hours: (805) 473-5485
After Hours Calls to Police Department: (805) 473-5100 or 911
Utilities Supervisor
Tim Schmidt
Office: (805) 473-5461
Cell: (805) 709-1001
Utilities Manager
Shane Taylor
Office: (805) 473-5464
Cell: (805) 459-4859
Page 306 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 8 June 2023
SAFETY
Whenever City staff responds to a report of a spill, they may encounter an emergency situation that
requires immediate action. The most critical aspect of resolving an incident of this nature is to
safely and competently perform the actions necessary to return service as soon as possible and to
keep public health and environmental impacts to a minimum.
Wastewater Operators may be required to implement the following safety procedures:
Ͳ Lockout/Tag-out for equipment repair or maintenance
Ͳ Confined Space entry
Ͳ Traffic Control
Ͳ Equipment and/or vehicle operation
Ͳ Use of PPE
Communication during an emergency is critical. All City employees use cell phones, and all City
vehicles are equipped with two-way radios to communicate during a sewer spill.
PROCEDURES
When an On-Call Operator receives notification of a potential spill or alarm from any lift station,
they are required to respond to calls within an allotted 15 minutes. All Operators must assess the
situation and extent of emergency and determine whether there is a need for assistance from their
Supervisor or other Operators (i.e. generator use, confined space, electrical problems, etc.). All Spill
Response requires staff to document applicable conditions on a Spill Response Field Checklist
attached to this SERP.
Traffic & Crowd Control:
If it is determined that traffic control is necessary, the Operator should follow the methods below:
1. Use traffic cones, barricades, or warning tape to detour vehicles and/or pedestrians around the
work area safely. The City utilizes the California Manual on Uniform Traffic Control (MUTC)
and the Temporary Traffic Control to implement Temporary Traffic Controls during a sewer
spill.
2. Use reflective vests when working in or around a roadway, regardless of day or night.
3. Use appropriate traffic control patterns and advanced warning signs.
4. Establish a work zone.
a. This is commonly done by using your truck to block the road and restrict access to the
area you are working in.
b. Turn on the maintenance vehicle’s flashing beacon lights for greater visibility.
5. If it is necessary to close a traffic lane or the entire road for safety, follow the procedures
outlined in the latest edition/revision of the CMUTC:
a. Deploy road work/closure signage, and station flaggers to direct traffic.
b. Ensure that supervisorial staff are aware of any lane closures or detours.
Page 307 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 9 June 2023
6. Public access must be restricted in areas where emergency response activities are occurring.
Once traffic control measures are in place, if necessary, diversions for pedestrians and bicyclists
must be put in place.
a. Staff must restrict access to areas that fit this description whenever it is safe to do so,
directing the public to the nearest safe route of travel away from the impacted area.
b. If crowd control is needed, the First Responder calls (805) 473-5460 during business
hours or calls (805) 473-5100 after hours.
7. If maintenance operations will be occurring near bicyclist and pedestrian travel routes, use
safety cones, caution tape, and warning signs to divert pedestrians and bicyclists and restrict
access to your work area. Where feasible, provide a safe alternative route or detour for bicyclists
and pedestrians away from vehicular traffic lanes.
Sewer Blockage/Spill Containment & Cleanup Guidelines:
Use combination cleaner (Vactor)
1. First priorities: Take photos of spill. Contain spill and avoid any spill into storm drain, catch
basin, or surface water. Staff should utilize the City’s Storm Drain Maps to locate all potentially
impacted storm drain inlets, intermediate maintenance holes where the spill might be contained
and outlets where spill may reach surface water. Make a dam using sandbags & visqueen with
dirt or sand piles over it to hold sandbags and visqueen in place. Operators must contact
Supervisor as soon as possible and contact other wastewater personnel if assistance is necessary.
2. Open downstream manholes first to determine which is empty.
3. Attach diamond shaped nozzle to leader hose.
4. Insert Jetter into empty manhole.
Page 308 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 10 June 2023
5. Let Jetter ramp up to 2000 - 3000 RPM and ensure speed control dial is at the fastest setting
before sending Jetter upstream (this will help create a ramming motion). The Operator should
pay close attention to the hose reel as he/she will feel the Jetter “bounce” back once the
blockage is reached.
6. Continue going back and forth using this same method, pulling back approximately 50 feet from
where the blockage was felt each time until the nozzle had broken through the obstruction.
7. A crewmember should be staged on the downstream side of the Vactor to catch and dispose of
any debris.
8. Once the Operator has broken through the blockage, immediately ramp down the RPM on Jetter
and turn water valve to off position, this will help avoid hole sealing back up as the water
pressure may cause debris to seal opening and potentially cause the nozzle and/or hose to get
stuck.
9. For cleanup, vacuum puddled/dammed areas where sewage was contained, and then sweep
down area. Spread chlorine over all contaminated areas. Using metered potable water, rinse
down area and continue to vacuum as area is washed down until the entire spill zone is
disinfected and any environmental impacts or health hazards have been minimized.
10. Collect Solids and polluted Soils for disposal to the SSLOCSD WWTP.
Photos will be taken of all affected areas once the spill is contained. Photograph areas prior to and
post cleanup.
Force Main Failure:
Use combination cleaner (Vactor)
Turn off pump station and use Vactor to vacuum sewage from lift station, if applicable or contact
City contractors if Vactor cannot maintain lift station flow. Operator should determine possible
problems to the best of their ability and notify Supervisor as soon as possible. The City will contract
all repairs deemed necessary in this event.
Pump Station Failures:
1. All City pump stations are equipped with and continuously monitored by SCADA. Thresholds
for High and Low water set points are set in place to notify City personnel in the event of pump
station failure. In the event of failure, the City’s SCADA system will alert remotely, and a call
will be made to the On-Call Operator.
2. When the On-Call Operator receives a call, they will respond within 15 minutes to the incident
to confirm the nature of the emergency.
3. Upon response, a determination must be made by the On-Call Operator as to which type of
action should or can be made to remedy the problem. If a remedy cannot be made by the On-
Call Operator, they are to notify the Utilities Supervisor and/or Utilities Manager as quickly as
possible. In the event of a power outage, the On-Call Operator must obtain the assistance of
another operator or if there is a need to use a City portable generator. Operators must follow
Page 309 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 11 June 2023
City generator operation procedures (found on the inside of the back door of both City portable
generators).
4. If there is a need for emergency bypass pumping, and bypass capabilities are accessible, the
Operator must follow procedures for bypass.
CONTINGENCIES FOR PUMP STATION POWER OUTAGES AND FAILURES
The following equipment, contractors and vendors are provided in the event they are necessary for
Lift Station Emergencies.
Emergency Equipment
Equipment Description & Quantity Model Number/Serial Number
Vactor Truck (1) Model 21P-FN, Serial # 12-06V-13165
Trailer Mounted Generator (1) Caterpillar Model 3306, Serial #
85701869
Trailer Mounted 6” Bypass Pump (1) Gorman Rupp 6”,
Model # 16C2F300,
Serial # 703343
Portable 3” Pump (1) Multi Quip 3”
Model #QP-301-TH
Serial # 301TH-7945
Trailer Mounted Bypass Pump 6” (1) Multiquip, MQ 600 HP
Fairbanks Morse 60 hp
4” Submersible Pump (1)
Model #5435MV
Serial #1291086
Tesco-Liquitronic 3: Level Controllers (4) L3000 / N/A
Emergency Contractor and Equipment Phone Numbers
Electrical Controls and Service
NVIRO (805) 801-4065
PG&E 1-800-743-5002
Rental Generators
Quinn (805) 207-9823
Underground Excavation
Dig Alert (USA) 811
Gas Lines
SoCal Gas 1-877-238-0092
Sewer Spill Pumper Trucks
Pacific Petroleum (805) 925-1947
Pumps & Pump Motors
Perry’s Electric Motors (805) 925-8761
Flo Systems (818) 562-5282
Page 310 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 12 June 2023
Force Main Spills
1. If a Spill resulting from a leak or break in a force main, containment and Spill response
activities should proceed as described above in Pump Station Failures.
2. The lift station connected to the leaking force main should be turned off and bypass
procedures should be implemented until the leak can be repaired.
3. The Vactor truck and bypass pump should be used to either begin removing wastewater
from the Spill site, discharging the wastewater back into the sanitary sewer system, or
assisting with lift station bypass procedures.
Prolonged Spill Response
1. If normal mitigation efforts are unsuccessful and the source of the Spill cannot be
cleared by standard Vactor jetting, other methods may be necessary to stop the Spill.
2. If excavation is identified as the only method of clearing the blockage, Staff should
contact the Supervisor to implement a plan to excavate and take additional steps as
necessary.
3. Depending on the volume of the Spill, additional pumper trucks or portable bypass
pumping may be necessary to keep the Spill containment area from breaching the
contained area.
Contractor Response
The following procedures are to be followed in the event that a contractor/plumber
causes or witnesses a Sanitary Sewer Spill. If the contractor/plumber causes or
witnesses an Spill they should:
1. Immediately notify the City Public Works Office.
2. Protect storm drains.
3. Protect the public.
4. Provide information to the First Responder or Supervisor such as
start time, appearance point, suspected cause, weather conditions,
etc.
Page 311 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 13 June 2023
CONTINGENCY DATA FOR INDIVIDUAL LIFT STATIONS
General Emergency Response data for each Lift Station is provided below.
Lift Station #1 (West Branch Street – South of North Oak Park Blvd)
Ͳ Lift Station is monitored by SCADA.
Ͳ Power Outage – Station is outfitted with its own permanent generator and ATS.
Ͳ Pump Failure – Station is outfitted with cam-lock in valve vault for bypass if necessary.
Ͳ Force Main Failure – Contact Supervisor: Pumper Trucks may be required to bypass until
Force Main can be repaired.
Ͳ An aerial of the Lift Station and area storm drain inlets is provided below:
Page 312 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 14 June 2023
Lift Station #3 (Huasna Road – between Vard Loomis Lane and Calle Court)
Ͳ Lift Station is monitored by SCADA
Ͳ Power Outage – Station is outfitted for portable emergency generator with portable
generator receptacle.
Ͳ Pump Failure – Station is outfitted with cam-lock in valve vault for bypass if necessary.
Ͳ Force Main Failure – Contact Supervisor: Pumper Trucks may be required to bypass until
Force Main can be repaired.
Ͳ An aerial of the Lift Station and area storm drain inlets is provided below:
Page 313 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 15 June 2023
Lift Station #4 (Bambi Court – Intersection of Bambi Court and Tiger Tail Drive)
Ͳ Lift Station is monitored by SCADA
Ͳ Power Outage – Station is not equipped with emergency generator connection, requires
pumper truck, Vactor or other bypass during prolonged power failure.
Ͳ Pump Failure – Station is not outfitted with bypass capabilities. Bypass operations for this
lift station requires a 3” portable pump and discharge hose (~ 75 ft of discharge hose
required) to bypass from wet well to nearest gravity manhole at intersection of Bambi Court
and Tiger Tail Drive.
Ͳ Force Main Failure – Contact Supervisor: Pumper Trucks may be required to bypass until
Force Main can be repaired.
Ͳ An aerial of the Lift Station and area storm drain inlets is provided below:
Page 314 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 16 June 2023
Lift Station #5 (Taylor Street – at end of Taylor Street cul-de-sac , intersection with Taylor Place)
Ͳ Lift Station is monitored by SCADA.
Ͳ Power Outage – Station is not equipped with emergency generator connection, requires
pumper truck, Vactor or other bypass during prolonged power failure.
Ͳ Pump Failure – Station is not outfitted with bypass capabilities. Bypass operations for this
lift station requires a 3” portable pump and discharge hose (~ 425 ft of discharge hose
required) to bypass from wet well to nearest gravity manhole at intersection of South Alpine
Street and Taylor Streets.
Ͳ Force Main Failure – Contact Supervisor: Pumper Trucks may be required to bypass until
Force Main can be repaired.
Ͳ An aerial of the Lift Station and area storm drain inlets is provided below:
Page 315 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 17 June 2023
Lift Station #7 (Raspberry Avenue – at corner of Cranberry Street and Raspberry Street)
Ͳ Lift Station is monitored by SCADA.
Ͳ Power Outage – Station is outfitted for portable emergency generator with portable
generator receptacle.
Ͳ Pump Failure – Station is outfitted with cam-lock in valve vault for bypass if necessary.
Ͳ Force Main Failure – Contact Supervisor: Pumper Trucks may be required to bypass until
Force Main can be repaired.
Ͳ An aerial of the Lift Station and area storm drain inlets is provided below:
Page 316 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 18 June 2023
SPILL VOLUME ESTIMATION
There are three (3) Spill volume estimation methods, which are described below. The person
preparing the estimate should use the method most appropriate to the Spill using the best
information available. Photographs of the Spill at the time of arrival, during the Spill response, and
after the Spill is stopped, and after the Spill is cleaned up must be taken as safety allows in order to
assist City Staff with deriving a Spill volume estimate. However, taking photographs should not
interfere with the first priorities of the responder, such as safeguarding the area, containing the Spill,
and clearing the cause of the Spill.
Method 1: Eyeball Estimate
1. Applicability: For use on very small Spill s up to 100 gallons.
2. Image the amount of water that would spill from a bucket or barrel and use that image to
estimate the volume of the Spill.
a. A bucket contains 5 gallons.
b. A barrel contains 55 gallons.
3. For Spill s greater than 55 gallons, divide the standing water into barrels and multiply
the number of barrels by 55 gallons.
Method 2: Measured Volume
1. Applicability: For use on most Spills.
2. Use the Measured Volume Spill Estimation Worksheet, to document the calculations.
3. Sketch the shape of the contained sewage.
4. Measure or pace off the dimensions in feet.
5. Measure the depth in feet.
6. Calculate the are using the following formulas:
a. Rectangle: Area = length x width
b. Circle: Area = 0.785 x D2 where D is the circle diameter
c. Triangle: Area = base x height x 0.5
7. Multiply the area calculated in the previous step times the depth of the Spill.
8. Multiply this number by 7.48 to convert it to gallons.
9. This number is the volume of the Spill in gallons.
10. The Volume Estimation Guide can be referenced for additional calculation methods.
Method 3: Duration and Flow Rate
2. Applicability: For use on Spills where it is difficult or impossible to measure the area
and depth.
3. Duration:
a. The duration is the elapsed time from the start time of the Spill to the time the
Spill stopped.
b. Start Time:
i. Ask local residents about their observations of the Spills, including odors
and sounds. This information can be used to estimate the start time.
c. End Time:
i. This is the time at which the Spill was stopped by the field crew.
4. Flow Rate:
Page 317 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 19 June 2023
a. The flow rate is the average flow that left the sewer system during the time of the
Spill, which can be estimated the following two (2) ways:
i. Maintenance Hole Flow Rate Chart
o Use the (attached) Active Spill Estimation Worksheet, to
document the flow rate calculation.
o This chart illustrates the sewage flowing from a manhole cover for
a variety of flow rates.
o The observations of the field crew, which must be documented in
photographs, are used to select the approximate flow rate from the
chart.
ii. Upstream Connections
o Once the location of the Spill is known, the number of upstream
connections can be determined.
o Multiply the number of upstream connections by the average flow
rate (gallons per hour) for that time of day.
a. The City Engineer should provide the flow rate based on the
City’s typical flow curve.
b. This number can be converted to gallons per hour if necessary:
i. Flow Rate (gallons per hour) ÷ 24 hours/day = Flow
Rate (gallons per day)
5. Volume Estimate:
a. Estimated Spill Volume = Duration (in hours) x Flow Rate (in gallons per hour);
or
b. Estimated Spill Volume = Duration (in days) x Flow Rate (in gallons per day).
Page 318 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 20 June 2023
Areas and Volumes
Spill Estimation Guide
PURPOSE
The purpose of this guide is to assist with the estimation of the Volume of a Sewage Spill. It has
limited application, as it can be used on dry surfaces where the limits of the spill footprint can be
determined and in instances when the spill is contained. It does not require that the Spill Duration
and Spill Flow Rate be known. However, any and all information available should be used if it
helps to make a more accurate estimate.
HOW IT WORKS
This guide contains formulas for determining the volume of some basic geometric shapes and some
simple conversions that are necessary to determine volume (in gallons.) Any sewage spill will
leave a ‘wetted footprint’ on the surfaces affected. This guide will help you to determine the area of
the wetted footprint of the spill. The wetted footprint will not likely be a geometric shape that is
easy to determine the area. You will have to be creative and find the familiar shapes within the
shape. This will be demonstrated later in the guide. After determining the area contacted by the
spill, the depth of the spilled sewage must be determined, which, combined with the area, will lead
to the volume spilled.
CONVERSIONS
** To convert inches into feet: Divide the inches by 12.
Example: 27” / 12 = 2.25’
Or Use Chart A
Example: 1 ¾” = ?
1” (0.08’) + ¾” (0.06’) = 0.14’
** One Cubic Foot can contain 7.48 gallons of liquid.
Chart A
Conversion:
Inches to
Feet
1/8” = 0.01’
1/4” = 0.02’
3/8” = 0.03’
1/2” = 0.04’
5/8” = 0.05’
3/4” = 0.06’
7/8” = 0.07’
1” = 0.08’
2” = 0.17’
3” = 0.25’
4” = 0.33’
5” = 0.42’
6” = 0.50’
7” = 0.58’
8” = 0.67’
9” = 0.75’
10” = 0.83’
11” = 0.92’
12” = 1.00’
Page 319 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 21 June 2023
Areas and Volumes
Spill Estimation Guide
GEOMETRY
For the purposes of this guide, the unit of measurement will be in feet for formula examples.
Area is two-dimensional - represented in square feet. (Length x Width)
Volume is three-dimensional - represented in cubic feet. (Length x Width x depth) or
(Diameter Squared) D2 x 0.785 x depth.
A Note about Depth
Wet Stain on a Concrete Surface - For a stain on concrete, use 0.0026’. This number is 1/32”
converted to feet. For a stain on asphalt use 0.0013’ (1/64”). These were determined to be a
reasonable depth to use on the respective surfaces through a process of trial and error. A known
amount of water (one gallon) was poured onto both asphalt and concrete surfaces. Once the Area
was determined as accurately as possible, different depths were used to determine the volume of the
wetted footprint until the formula produced a result that (closely) matched the one gallon spilled.
1/32” was the most consistently accurate depth on concrete and 1/64” for asphalt. This process was
repeated several times.
Sewage “Ponding” or Contained – Measure actual depth of standing sewage whenever possible.
When depth varies, measure several (representative) points, determine the average and use that
number in your formula to determine volume.
Area/Volume Formulas
Area is two dimensional and is represented as Square Feet (SQ/FT)
Volume is three dimensional and is represented as Cubic Feet (CU/FT)
One Cubic Foot can hold 7.48 gallons
Page 320 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 22 June 2023
Areas and Volumes
Spill Estimation Guide
AREA/VOLUME OF A RECTANGLE OR SQUARE
Formula: Length x Width x Depth = Volume in Cubic Feet
Depth = 1 ¾”
Length (25’) x Width (12’) x Depth (0.14’)
25’ x 12’ x 0.14’ = 42 Cubic Feet.
Now the Volume in Cubic Feet is known.
There are 7.48 Gallons in one Cubic Foot
So, 42 Cubic Feet x 7.48 gallons/cubic feet = 314 Gallons
12’
25’
Chart A
Conversion:
Inches to
Feet
1/8” = 0.01’
1/4” = 0.02’
3/8” = 0.03’
1/2” = 0.04’
5/8” = 0.05’
3/4” = 0.06’
7/8” = 0.07’
1” = 0.08’
2” = 0.17’
3” = 0.25’
4” = 0.33’
5” = 0.42’
6” = 0.50’
7” = 0.58’
8” = 0.67’
9” = 0.75’
10” = 0.83’
11” = 0.92’
12”=1.00’
Page 321 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 23 June 2023
Areas and Volumes
Spill Estimation Guide
AREA/VOLUME OF A RIGHT TRIANGLE
Base x Height x 0.5 x Depth = Volume in Cubic Feet
Depth = 5/8”
Base (45’) x Height (10’) x 0.5 x Depth (.05’) x 7.48 gallons/cubic foot = 84 gallons
For Isosceles Triangles (two sides are equal lengths),
Break it down into two Right Triangles and compute area
as you would for the Right Triangle above.
10’
45’
Chart A
Conversion:
Inches to
Feet
1/8” = 0.01’
1/4” = 0.02’
3/8” = 0.03’
1/2” = 0.04’
5/8” = 0.05’
3/4” = 0.06’
7/8” = 0.07’
1” = 0.08’
2” = 0.17’
3” = 0.25’
4” = 0.33’
5” = 0.42’
6” = 0.50’
7” = 0.58’
8” = 0.67’
9” = 0.75’
10” = 0.83’
11” = 0.92’
12”=1.00’
Page 322 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 24 June 2023
Areas and Volumes
Spill Estimation Guide
AREA/VOLUME OF A CIRCLE/CYLINDER
Diameter Squared x 0.785 x Depth = Volume in cubic feet.
Diameter = Any straight-line segment that passes through
the center of a circle.
For our purposes, it is the measurement across the widest
part of a circle.
D2 x 0.785 x depth = Volume in cubic feet
Example:
27’ x 27’ x 0.785 x 0.03 = 17.17 cubic feet
17.17 cubic feet x 7.48 gallons/cubic feet = 128 gallons
Diameter =
27’
Depth =
3/8”
Chart - A
Conversion:
Inches to Feet
1/8” = 0.01’
1/4” = 0.02’
3/8” = 0.03’
1/2” = 0.04’
5/8” = 0.05’
3/4” = 0.06’
7/8” = 0.07’
1” = 0.08’
2” = 0.17’
3” = 0.25’
4” = 0.33’
5” = 0.42’
6” = 0.50’
7” = 0.58’
8” = 0.67’
9” = 0.75’
10” = 0.83’
11” = 0.92’
12” = 1.00’
D2 x 0.785 x d
Page 323 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 25 June 2023
Areas and Volumes
Spill Estimation Guide
Find the geometric shapes within the shape. If this was the shape of your spill, break it down, as best
you can, with the shapes we know.
1. Determine the volumes of each
shape.
In this example, after the volume of the circle is
determined, multiply it by 55% (+/-) so that the
overlap area won’t be counted twice.
2. Add all the volumes to determine
total spill volume.
Page 324 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 26 June 2023
Areas and Volumes
Spill Estimation Guide
If the spill depth is of varying depths, take several measurements at different depths and find the
average.
2” + 1.5” + 1.25” + 1” + 1” + 0.75” + 0.5” + 0.25” = 8.25”
8.25” / 8 measurements = 1.03”
Average Depth = 1.03”
2”
1.5”
1.25”
1”
0.5”
0.25” 0.75”
1.”
Page 325 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 27 June 2023
Areas and Volumes
Spill Estimation Guide
2” + 1.5” + 1.25” + 3” + 5” + 1.25” = 14.0”
14.0” / 6 measurements = 2.33”
Average Depth = 2.33” (0.194’)
2”
1.5”
1.25”
3”
5”
1.25”
Step 1
If the spill affects a dry,
unimproved area such as a field
or dirt parking lot, determine the
Area of the wetted ground in
the same manner as you would
on a hard surface. Using a
round-point shovel, dig down
into the soil until you find dry
soil. Do this in several
locations within the wetted area
and measure the depth of the
wet soil. Average the
measurement/thickness of the
wet soil and determine the
average depth of the wet soil.
Step 2
Take a Test Sample
( See Next Page)
NOTE: This can be used in a (Dry) dirt or
grassy area that is not regularly irrigated
like a field or a dirt parking lot.
Wet weather would make this method
ineffective.
EXAMPLE:
If the Area of the spill was determined to be 128
Sq/Ft and the average depth of the wet soil is 2.33
inches:
128 Sq/Ft x 0.194’ = 24.83 Cu/Ft
24.83 Cu/Ft x 7.48 Gals/Cu/Ft = 185.74 gallons
185.74 x 18% = 33 Gallons (water in soil)
Page 326 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 28 June 2023
Areas and Volumes
Spill Estimation Guide
(Test) SAMPLING SOIL FOR WATER CONTENT
Once you have determined the wetted footprint of the spill, you will want to determine the water
(sewage) content in the soil.
1. Select an area of dry soil (near the wetted footprint of the spill) to sample.
2. Pour a known amount of water onto the soil and let it soak in for an adequate amount of
time. If possible, use a form to keep the water contained to a geometric shape (circle,
square, rectangle, etc.).
3. Determine the Area of the wetted footprint.
4. Using a small hand tool, dig down into the soil until dry soil is reached. Measure the depth
of the wet soil. Do this in multiple locations and average the measurements.
5. Multiply the Area by the Average Depth of the wet soil to determine the volume of the wet
soil.
6. Determine the water content in the soil
a. Since you started with a known amount, you know how much water is in the soil.
b. Divide that known amount by the volume determined in step 5 to arrive at the
percent of water content in the soil.
c. Arrive at the water content of the soil (percent)
Example:
1. Place a 2-foot diameter form onto an area of dry soil.
2. Pour one gallon of water into the form and let it soak in for 15 minutes.
3. Pull the form and measure the Area of the wetted soil (it will likely be larger than the form).
Let’s say 26” diameter.
4. Dig into the soil in 3 locations and measure the depth of the wetted soil.
5. Average the 3 measurements. (Let’s say 2.5”, 1.5” & 3.75” = 7.75”. divide by 3 = 2.58” or
0.215’)
6. Determine the Area of the Circle (D2 x 0.785) 2.16’ x 2.16’ x 0.785 = 3.66 Sq/Ft
7. Multiply the Area by the Average Depth to get the Volume (3.66 x 0.215’ = 0.79 Cu/Ft)
8. Multiply 0.79 cubic feet by 7.48 gallons/Cu/ft = 5.9 gallons.
9. Divide 1 Gallon (known Amount) by 5.9 gallons = .17 or 17% is the water content in the
soil.
10. Now you have determined that the water content in the soil is 17%. Apply this to your
actual spill area.
Page 327 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 29 June 2023
Measured Volume Spill Estimation Worksheet
Page 29
Surface: Asphalt Concrete Dirt Landscape Inside Building Other____________________
(Draw / Sketch outline of Spill ‘Footprint’ and attach photos)
~~ Breakdown the ‘Footprint’ into Recognizable Shapes and Determine Dimensions of Each Shape ~~
Area #1______________________________________________________________________% Wet _______
Stain. Depth1_____ Depth2 _____ Depth3 _____ Depth4 _____ Depth5 _____ Depth6 _____
Area #2______________________________________________________________________ % Wet _______
Stain. Depth1_____ Depth2 _____ Depth3 _____ Depth4 _____ Depth5 _____ Depth6 _____
Area #3______________________________________________________________________ % Wet _______
Stain. Depth1_____ Depth2 _____ Depth3 _____ Depth4 _____ Depth5 _____ Depth6 _____
Area #4______________________________________________________________________ % Wet _______
Stain. Depth1_____ Depth2 _____ Depth3 _____ Depth4 _____ Depth5 _____ Depth6 _____
Area #5______________________________________________________________________ % Wet _______
Stain. Depth1_____ Depth2 _____ Depth3 _____ Depth4 _____ Depth5 _____ Depth6 _____
Area #6_______________________________________________________________________% Wet _______
Stain. Depth1_____ Depth2 _____ Depth3 _____ Depth4 _____ Depth5 _____ Depth6 _____
(To be Completed by Supervisor)
Page 328 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 30 June 2023
Measured Volume Spill Estimation Worksheet
Page 30
Area #1 Square Feet: ______________ x % Wet _______ = ____________ Sq/Ft
Ave Depth: ______________ Concrete 0.0026’ Asphalt 0.0013’
Volume: ________________ Cu/Ft
Area #2 Square Feet: ______________ x % Wet _______ = ____________ Sq/Ft
Ave Depth: ______________ Concrete 0.0026’ Asphalt 0.0013’
Volume: ________________ Cu/Ft
Area #3 Square Feet: ______________ x % Wet _______ = ____________ Sq/Ft
Ave Depth: ______________ Concrete 0.0026’ Asphalt 0.0013’
Volume: ________________ Cu/Ft
Area #4 Square Feet: ______________ x % Wet _______ = ____________ Sq/Ft
Ave Depth: ______________ Concrete 0.0026’ Asphalt 0.0013’
Volume: ________________ Cu/Ft
Area #5 Square Feet: ______________ x % Wet _______ = ____________ Sq/Ft
Ave Depth: ______________ Concrete 0.0026’ Asphalt 0.0013’
Volume: ________________ Cu/Ft
Area #6 Square Feet: ______________ x % Wet _______ = ____________ Sq/Ft
Ave Depth: ______________ Concrete 0.0026’ Asphalt 0.0013’
Volume: ________________ Cu/Ft
Total Volume:
#1 ________, #2 ________, #3 ________, #4 ________, #5 ________, #6 ________ = ________*cu ft
_________ *cu ft x 7.48 gallons = _____________ gallons Spilled.
Page 329 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 31 June 2023
Active Spill Estimation Worksheet
Maintenance Hole ID: ____________ Cleanout Address: ____________________________________
Photo(s) of Maintenance Hole Opening: 24-inch 36-inch Other: ________________________
Time Measurements were taken: ______:______ AM PM
Pick Hole Measured Height: __________ inches Attach Photos
Quadrant A Highest Measure: __________ inches. % of Quadrant Spilling ________
Quadrant B Highest Measure: __________ inches. % of Quadrant Spilling ________
Quadrant C Highest Measure: __________ inches. % of Quadrant Spilling ________
Quadrant D Highest Measure: __________ inches. % of Quadrant Spilling ________
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
or
Measured Height from Clean Out: __________ inches (top of stack to top of water)
A B
C D
39
Pick Hole
(Always 12:00)
Shade in Quadrant to
indicate area(s) where
water is pushing up ¼”
or more.
Shade in Quadrant to
indicate area(s) where
water is pushing up ¼”
or more.
12
6
Page 330 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 32 June 2023
Active Spill Estimation Worksheet
Sample Templates for Spill Volume Estimation
TABLE 'A'
ESTIMATED SPILL FLOW OUT OF M/H WITH COVER IN PLACE
AND WITH M/H COVER REMOVED
24” Frame 36” Frame
Height of
spout above
rim: inches
Spill Flow:
GPM
covered
M/H
Spill Flow:
GPM
uncovered
M/H
Height of
spout above
rim: inches
Spill Flow:
GPM
covered
M/H
Spill Flow:
GPM
uncovered
M/H
.25 1 62 .25 1 111
.5 3 160 .5 4 271
.75 6 354 .75 8 458
1.0 9 799 1.0 13 660
1.25 12 1340 1.25 18 1486
1.5 16 1986 1.5 24 2424
1.75 21 2799 1.75 31 3382
2.0 25 3444 2.0 37 4458
2.25 31 3986 2.25 45 5556
2.5 38 4437 2.5 55 6764
2.75 45 4687 2.75 66 7972
3.0 54 4910 3.0 78 9062
3.25 64 * 3.25 93 10139
3.5 75 3.5 109 11097
3.75 87 3.75 127 12035
4.0 100 4.0 147 12861
4.25 115 4.25 169 13285
4.5 131 4.5 192 *
4.75 148 4.75 217
5.0 166 5.0 243
5.25 185 5.25 270
5.5 204 5.5 299
5.75 224 5.75 327
6.0 244 6.0 357
6.25 265 6.25 387
6.5 286 6.5 419
6.75 308 6.75 451
7.0 331 7.0 483
7.25 354 7.25 517
7.5 377 7.5 551
7.75 401 7.75 587
8.0 426 8.0 622
*Uncovered GPM estimates for 24” and 36” Maintenance Holes stop at 3” and 4.25” respectively
as they would require gravity sewer lines in excess of 24” and 36” to create conditions allowing for
flow rates to exceed these estimates.
Page 331 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 33 June 2023
Active Spill Estimation Worksheet
Sample Templates for Spill Volume Estimation
Table “B”
ESTIMATED SPILL FLOW FROM PICK HOLE
Estimates for 7/8” Pick Hole
Height of Spout Above M/H Cover in Inches Spill Flow in GPM
.16 (1/8) 1.0
.25 (1/4) 1.4
.5 (1/2) 1.9
.75 (3/4) 2.4
1.0 2.7
1.25 3.1
1.5 3.4
1.75 3.6
2.0 3.9
2.25 4.1
2.5 4.3
2.75 4.5
3.0 4.7
3.25 4.9
3.5 5.1
3.75 5.3
4.0 5.5
4.25 5.6
4.5 5.8
4.75 6.0
5.0 6.1
5.25 6.3
5.5 6.4
5.75 6.6
6.0 6.7
6.25 6.8
6.5
(unrestrained M/H cover will start to lift)
7.0
6.75 7.1
7.0 7.2
7.25 7.4
7.5 7.5
7.75 7.6
8.0 7.7
8.25 7.9
8.5 8.0
8.75 8.1
9.0 8.2
9.25 8.3
9.5 8.4
9.75 8.5
10.0 8.7
Page 332 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 34 June 2023
Spill Flow Rate Method Worksheet
Completed By: __________ Measuring Maintenance Hole: ________________
How was Flow Rate Determined?
(Attach worksheets, reports, etc. used in determination)
Flow Calculation Work Sheet; Determined Flow Rate: __________ GPM
Active Spill Estimation Worksheet; Determined Flow Rate __________ GPM
Flow Monitoring Equipment;
If Flow Monitoring Equipment:
Measuring Period: From ______/______/______ at _____:_____
To ______/______/______ at _____:_____
Average Flow Rate During Same Time of Day as Spill Occurred: ___________ GPM
Flow Measured - Downstream Maintenance Hole ID: _____________; Flow __________ GPM
(See Spill Response Field Check List for Downstream flow information)
(Attach Flow Calculation Worksheet)
Diurnal Flow Pattern applied: _____________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Comments: ____________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Duration: ___________ + Flow Rate (GPM) ____________ = Spill Volume ____________ Gallons
Page 333 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 35 June 2023
Duration and Flow Rate Comparison
Compare the Spill to reference images below to estimate flow rate of the current overflow.
NOTE:If the maintenance hole cover in your picture has vent holes or more than one pry hole, do
not use these pictures for comparison.
Describe which reference photo(s) were used and any additional factors that influenced applying the
reference photo data to the actual Spill:
Maintenance Hole Overflow Gauge: CWEA Southern Section Collections
Systems Committee Overflow Simulation
Flow Rate Based on Photo Comparison: gallons per minute (gpm)
Start Date and Time 1.
End Date and Time 2.
Spill Event Total Time Elapsed
(subtract Line 1 from Line 2. Show in minutes.)
3.
Average Flow Rate GPM (Account for diurnal flow pattern)4.
Total Volume Estimated Using Duration and Flow Method (Line
3 x Line 4)
5.
Page 334 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 36 June 2023
COORDINATION WITH STORM DRAIN AGENCIES & LOCAL UTILITY AGENCIES
Storm Water System
The City owns the stormwater system in the City service area and is responsible for operating and
managing the Municipal Separate Storm Sewer System (MS4).
City staff have copies of the MS4 System Storm Drain Collection and Conveyance System maps
which are utilized by City staff in the event of a sewer spill that occurs in the vicinity of a storm
drain inlet, drainage conveyance and/or drainage channel. Maps are utilized to identify inlets,
outlets and intermediate maintenance holes that may be used to isolate any wastewater that may
enter the system.
The goals of City operations staff are:
o Proactively restrict any wastewater from entering the storm drain utilizing damming and
diking techniques in areas around storm drain inlets or drainage channels,
o Isolate and contain any wastewater that enters the storm drain system,
o Recover wastewater that enters any portion of the storm drain system,
o Clean the impacted storm drain system utilizing methods that will not impact water quality
in downstream water bodies,
o Return all wastewater and wash water recovered from storm drain system to the sanitary
sewer system.
Water Systems
Coordination with any public water system that experiences a sewer spill within 1,000 feet of a
surface water intake is required to establish if the local water supply has been contaminated due to
the sewer spill.
Page 335 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 37 June 2023
RECEIVING WATER MONITORING AND RECEIVING WATER CLOSURE
An important element of any water quality monitoring activities is the proper and thorough
understanding of the service area and the various challenges the geography and sewer infrastructure
in the service area with the potential of wastewater reaching surface waters or storm water facilities.
By evaluating the areas of concern in a service area such as creeks, aerial pipeline crossings over
water ways and all storm water related infrastructure, the City can be better prepared to timely
respond to any Spill reaching surface waters and to minimize the impacts of an Spill in or around
local surface waters and storm water infrastructure.
Surface waters of concern are those surface waters within the City’s service area that may be
impacted by a sanitary sewer spill from the City’s sanitary sewer collection system. Prior planning,
review and evaluation of potential failure points can help minimize any potential impacts to surface
waters or storm water infrastructure when and if the water quality monitoring must be implemented.
Any review of these areas of potential surface water contamination in advance of a Spill should
allow the City to be better prepared to respond to an Spill with the proper equipment and a better
understanding of the procedures that may need to be invoked during the Spill such as flow rate of a
creek or stream, and potential areas of significant environmental concern.
MONITORING
Visual Observation
In the event of a spill to a Receiving Water/Surface Water, the City must gather and document the
following information:
o Estimated spill travel time to the receiving water;
o For spills entering a drainage conveyance system, estimated spill travel time from the point
of entry into the drainage conveyance system to the point of discharge into the receiving
water;
o Estimated spill volume entering the receiving water; and
o Photography of:
• Waterbody bank erosion,
• Floating matter,
• Water surface sheen (potentially from oil and grease),
• Discoloration of receiving water, and
• Impact to the receiving water.
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Sanitary Sewer Spill Emergency Response Plan 38 June 2023
Receiving Water – Water Quality Sampling & Analysis
ELAP Certified Lab
All samples must be analyzed by an ELAP Certified Lab. The City utilizes the following ELAP
Certified Lab:
o Abalone Coast Analytical
141 Suburban Road, Suite C-1
SLO, CA 93401
Certification #: 2661
Phone: (805) 595-1080
For sewage spills in which an estimated 50,000 gallons or greater are discharged into a surface
water, the City shall conduct the following water quality sampling no later than 18 hours after the
City’s knowledge of a potential discharge to a surface water:
o Collect one water sample, each day of the duration of the spill, at:
• Stormwater Conveyance System: A point in a drainage conveyance system before
the drainage conveyance system flow discharges into a receiving water,
• Point of Discharge: A point in the receiving water where sewage initially enters the
receiving water,
• Upstream of Discharge Point: A point in the receiving water, upstream of the point
of sewage discharge, to capture ambient conditions absent of sewage discharge
impacts.
• Downstream of Discharge Point: A point in the receiving water, downstream of the
point of sewage discharge, where the spill material is fully mixed with the receiving
water.
o Sampling Procedures:
• Collect samples away from bank of stream/creek,
• Collect samples against the direction of stream/creek flow ,
• Avoid sampling scum or debris in stream/creek flow,
• Bacterial Samples: - make sure to leave chemical additive in sample bottle while
taking sample, avoid touching sample bottle cap form touching anything before
screwing cap on bottle after sample is complete, make sure sample is collected at
least 2” below surface of water,
• Complete chain of custody and make sure sample bottle is labeled appropriately,
• Store sample bottles in cooler and deliver to lab for analysis.
o If the receiving water has no flow during the duration of the spill, the City must report “No
Sampling Due To No Flow” for its receiving water sampling locations.
o The City must use its best professional judgment to determine the upstream and downstream
distances based on receiving water flow, accessibility to upstream/downstream waterbody
banks, and size of visible sewage plume.
o Samples for one of the following constituents must be collected and analyzed by an
Environmental Laboratory Accreditation Program (ELAP) Certified Laboratory:
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• Ammonia, and
• Escherichia coli (E-coli)
• Fecal Coliform
Escherichia coli (E-coli) and Fecal Coliform are the appropriate bacterial indicators identified for
the Arroyo Grande Creek Watershed Water Quality Control Plan (2019).
Document all sample points discussed above on a map for submittal as part of the Technical Report
submitted to the RWQCB. Document sample conditions stream/creek and any impacts to wildlife
with photos.
Safety: If staff encounters access restrictions or unsafe conditions that prevents compliance with
spill response requirements or monitoring requirements in the General Order, the City shall provide
documentation of access restrictions and/or safety hazards in the corresponding required report.
WATER BODY CLOSURE
Creek Warnings and Closures
1. City Staff is responsible for posting the surface water warning or closure signs when there
is a surface water advisory or closure due to a Spill. SLO County Environmental Health may
conduct these postings. Make sure to coordinate with SLO County Environmental Health as
it is ultimately the responsibility of the City to ensure this takes place.
2. The surface water advisory or closure pertains to the area where the Spill discharged into the
surface water and 100 feet upstream and downstream.
3. The signs are posted at all public access points within this 200-foot area.
4. When City Staff determines that the surface water is no longer under an advisory or closure,
City Staff is responsible for removing the signs and barricades.
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Sanitary Sewer Spill Emergency Response Plan 40 June 2023
BENEFICIAL USES: ARROYO GRANDE CREEK
The following are Beneficial Uses identified for the Arroyo Grande Creek and tributaries.
Evaluation of the water quality samples taken after a Spill of 50,000 gallons or greater and
comparison of these sample results against the designations below and the constituent base line
developed through Central Coast Ambient Water Quality Monitoring Program (www.ccamp.org)
may be required.
o Municipal & Domestic
o Agricultural Supply
o Industrial Service Supply
o Groundwater Recharge
o Wildlife Habitat
o Warm Freshwater Habitat
o Migration of Aquatic Organisms
o Rare Threatened or Endangered Species
o Freshwater Replenishment
o Commercial and Sport Fishing
o Cold Freshwater Habitat
o Water Contact Recreation
o Non-Contact Recreation
o Spawning, Reproduction, and/or Early Development
Source: https://www.waterboards.ca.gov/resources/data_databases/basin_plan_portal.html
While it is unlikely the City will have a sewer spill that will impact tributaries and/or Arroyo
Grande Creek in a manner that would degrade the beneficial uses, the City should be prepared to
analyze potential impacts in the event of a Category 1 Spill that is 50,000 gallons or greater which
requires the development of a Technical Report.
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Sanitary Sewer Spill Emergency Response Plan 41 June 2023
REPORTING PROCEDURES
Summary Tables Notification, Monitoring, Reporting
Cat 1 Spill: Spills to Surface Waters
Spill
Requirement Action
Notification
Within two (2) hours of the City’s knowledge of a Category 1 spill of 1,000
gallons or greater, discharging or threatening to discharge to surface waters:
Notify the California Office of Emergency Services and obtain a notification
control number. (800) 852-7550
Monitoring
x Conduct visual monitoring;
x Conduct water quality sampling of the receiving water within 18 hours of
initial knowledge of spill of 50,000 gallons or greater to surface waters.
Reporting
x Submit Draft Spill Report within three (3) business days of the City’s
knowledge of the spill;
x Submit Certified Spill Report within 15 calendar days of the spill end
date;
x Submit Technical Report within 45 calendar days after the spill end date for
a Category 1 spill in which 50,000 gallons or greater discharged to surface
waters; and
x Submit Amended Spill Report within 90 calendar days after the spill end
date.
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Sanitary Sewer Spill Emergency Response Plan 42 June 2023
Spill Category 2: Spills of 1,000 Gallons or Greater That Do Not Discharge to Surface Waters
Spill
Requirements
Action
Notification
Within two (2) hours of the Enrollee’s knowledge of a Category 2 spill of 1,000
gallons or greater, discharging or threatening to discharge to waters of the State:
Notify California Office of Emergency Services and obtain a notification control
number. (800) 852-7550
Monitoring
Conduct Visual Monitoring
Reporting
x Submit Draft Spill Report within three (3) business days of the City’s
knowledge of the spill;
x Submit Certified Spill Report within 15 calendar days of the spill end
date; and
x Submit Amended Spill Report within 90 calendar days after the spill end
date.
Spill Category 3: Spills of Equal or Greater than 50 Gallons and Less than 1,000 Gallons That
Does Not Discharge to Surface Waters
Spill
Requirements
Action
Notification Not Applicable
Monitoring
Conduct visual monitoring.
Reporting
x Submit monthly Certified Spill Report to the online CIWQS Sanitary Sewer
System Database within 30 calendars days after the end of the month in
which the spills occur; and
x Submit Amended Spill Reports within 90 calendar days after the Certified
Spill Report due date.
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Sanitary Sewer Spill Emergency Response Plan 43 June 2023
Spill Category 4: Spills Less Than 50 Gallons That Do Not Discharge to Surface Waters
Spill
Requirements
Action
Notification Not Applicable
Monitoring
Conduct visual monitoring.
Reporting
x If, during any calendar month, Category 4 spills occur, certify monthly, the
estimated total spill volume exiting the sanitary sewer system, and the total
number of all Category 4 spills into the online CIWQS Sanitary Sewer
System Database, within 30 days after the end of the calendar month in which
the spills occurred.
x Upload and certify a report, in an acceptable digital format, of all Category 4
spills to the online CIWQS Sanitary Sewer System Database, by February 1st
after the end of the calendar year in which the spills occur.
Enrollee Owned and/or Operated Lateral Spills That Do Not Discharge to Surface Waters
Spill
Requirements
Action
Notification
Within two (2) hours of the City’s knowledge of a spill of 1,000 gallons or
greater, from an enrollee- owned and/or operated lateral, discharging or threatening
to discharge to waters of the State:
Notify California Office of Emergency Services and obtain a notification
control number. (800) 852-7550
Not applicable to a spill of less than 1,000 gallons.
Monitoring
Conduct visual monitoring.
Reporting
x Upload and certify a report, in an acceptable digital format, of all lateral spills
(that do not discharge to a surface water) to the online CIWQS Sanitary Sewer
System Database, by February 1st after the end of the calendar year in which
the spills occur.
x Report a lateral spill of any volume that discharges to a surface water as a
Category 1 spill.
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Sanitary Sewer Spill Emergency Response Plan 44 June 2023
Detailed Reporting Requirements
Category 1 Spills
Draft Category 1 Spill Report
The Draft Category 1 Spill Report must be completed in CIWQS as soon as
possible, but no later than three (3) business days after the City is made aware of
the Spill.
The Draft Category 1 Spill Report must include all of the following
information:
• Contact information: Name and telephone number of City contact
person to respond to spill-specific questions;
• Spill location name;
• Date and time the City was notified of, or self-discovered, the
spill;
• Operator arrival time;
• Estimated spill start date and time;
• Date and time the City notified the California Office of
Emergency Services, and the assigned control number;
• Description, photographs, and GPS coordinates of the system
location where the spill originated. If a single spill event results in
multiple appearance points, provide GPS coordinates for the
appearance point closest to the failure point and describe each
additional appearance point in the spill appearance point
explanation field;
• Estimated total spill volume exiting the system;
• Description and photographs of the extent of the spill and spill
boundaries;
• Did the spill reach a drainage conveyance system? If Yes:
a. Description of the drainage conveyance system
transporting the spill;
b. Photographs of the drainage conveyance system entry
location(s);
c. Estimated spill volume fully recovered from the drainage
conveyance system;
d. Estimated spill volume remaining within the drainage
conveyance system;
• Description and photographs of all discharge point(s) into the
surface water;
• Estimated spill volume that discharged to surface waters; and
• Estimated total spill volume recovered.
If CIWQS is not available, the aforementioned information must be faxed to
RWQCB at (805) 543-0397.
Final (Certified) Category 1 Spill Report
Within 15 calendar days of the spill end date, the City shall submit a Certified
Spill Report for Category 1 spills, to the online CIWQS Sanitary Sewer System
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Sanitary Sewer Spill Emergency Response Plan 45 June 2023
Database. Upon completion of the Certified Spill Report, the online CIWQS
Sanitary Sewer System Database will issue a final spill event identification
number.
The Certified Spill Report must, at minimum, include the following mandatory
information in addition to all information in the Draft Spill Report above:
• Description of the spill event destination(s), including GPS
coordinates if available, that represent the full spread and reach of
the spill;
• Spill end date and time;
• Description of how the spill volume estimations were calculated,
including at a minimum:
a. The methodology, assumptions and type of data relied
upon, such as supervisory control and data acquisition
(SCADA) records, flow monitoring or other telemetry
information used to estimate the volume of the spill
discharged, and the volume of the spill recovered (if any
volume of the spill was recovered), and
b. The methodology(ies), assumptions and type of data relied
upon for estimations of the spill start time and the spill end
time;
• Spill cause(s) (for example, root intrusion, grease deposition,
etc.);
• System failure location (for example, main, lateral, pump station,
etc.);
• Description of the pipe material, and estimated age of the pipe
material, at the failure location;
• Description of the impact of the spill;
• Whether or not the spill was associated with a storm event;
• Description of spill response activities including description of
immediate spill containment and cleanup efforts;
• Description of spill corrective action, including steps planned or
taken to reduce, eliminate, and prevent reoccurrence of the spill,
and a schedule of major milestones for those steps;
• Spill response completion date;
• Detailed narrative of investigation and investigation findings of
cause of spill;
• Reasons for an ongoing investigation (as applicable) and the
expected date of completion;
• Name and type of receiving water body(s);
• Description of the water body(s), including but not limited to:
a. Observed impacts on aquatic life,
b. Public closure, restricted public access, temporary
restricted use,
and/or posted health warnings due to spill,
c. Responsible entity for closing/restricting use of water
body, and
d. Number of days closed/restricted as a result of the spill.
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e. Whether or not the spill was located within 1,000 feet of a
municipal surface water intake; and
• If water quality samples were collected, identify sample locations
and the parameters the water quality samples were analyzed for. If
no samples were taken, Not Applicable shall be selected.
• If CIWQS is not available, the aforementioned information must
be faxed to RWQCB at (805) 543-0397.
Spill Technical Report
The City shall submit a Spill Technical Report in CIWQS within forty-five (45)
calendar days of the Spill end date for any Spill in which 50,000 gallons or greater
are spilled to surface waters.
The Spill Technical Report shall include:
For any spill in which 50,000 gallons or greater discharged into a surface water,
within 45 calendar days of the spill end date, the City shall submit a Spill Technical
Report to the online CIWQS Sanitary Sewer System Database. The Spill Technical
Report, at minimum, must include the following information:
• Spill causes and circumstances, including at minimum:
• Complete and detailed explanation of how and when the spill was
discovered;
• Photographs illustrating the spill origin, the extent and reach of
the spill, drainage conveyance system entrance and exit, receiving
water, and post-cleanup site conditions;
• Diagram showing the spill failure point, appearance point(s), the
spill flow path, and ultimate destinations;
• Detailed description of the methodology employed, and available
data used to calculate the discharge volume and, if applicable, the
recovered spill volume;
• Detailed description of the spill cause(s);
• Description of the pipe material, and estimated age of the pipe
material, at the failure location;
• Description of the impact of the spill;
• Copy of original field crew records used to document the spill;
and
• Historical maintenance records for the failure location.
City’s response to the spill:
• Chronological narrative description of all actions taken by the
City to terminate the spill;
• Explanation of how the Sewer System Management Plan Spill
Emergency Response Plan was implemented to respond to and
mitigate the spill; and
• Final corrective action(s) completed and a schedule for planned
corrective actions, including:
• Local regulatory enforcement action taken against an illicit
discharge in response to this spill, as applicable,
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• Identifiable system modifications, and operation and maintenance
program modifications needed to prevent repeated spill
occurrences, and
• Necessary modifications to the Emergency Spill Response Plan to
incorporate lessons learned in responding to and mitigating the
spill.
Water Quality Monitoring, including at minimum:
• Description of all water quality sampling activities conducted;
• List of pollutant and parameters monitored, sampled and
analyzed; as required in the General Order;
• Laboratory results, including laboratory reports;
• Detailed location map illustrating all water quality sampling
points; and
• Other regulatory agencies receiving sample results (if applicable).
Evaluation of spill impact(s), including a description of short-term and long-term
impact(s) to beneficial uses of the surface water.
If CIWQS is not available, the aforementioned information must be faxed to
RWQCB at (805) 543-0397.
Amended Certified Spill Reports for Individual Category 1 Spills
The City shall update or add additional information to a Certified Spill Report within 90 calendar
days of the spill end date by amending the report or by adding an attachment to the Spill Report in
the online CIWQS Sanitary Sewer System Database. The City shall certify the amended report.
After 90 calendar days, the City shall contact the State Water Board at
SanitarySewer@waterboards.ca.gov to request to amend a Spill Report. The Legally Responsible
Official shall submit justification for why the additional information was not reported within the
Amended Spill Report due date.
Category 2 Spills
Draft Category 2 Spill Report
Within three (3) business days of the City’s knowledge of a Category 2 spill, the City
shall submit a Draft Spill Report to the online CIWQS Sanitary Sewer System
Database.
The Draft Spill Report must, at minimum, include the following items:
i. Contact information: Name and telephone number of City contact person to
respond to spill-specific questions;
ii. Spill location name;
iii. Date and time the City was notified of, or self-discovered, the spill;
iv. Operator arrival time;
v. Estimated spill start date and time;
vi. Date and time the City notified the California Office of Emergency Services,
and the assigned control number;
vii. Description, photographs, and GPS coordinates of the system location where
the spill originated;
viii. If a single spill event results in multiple appearance points, provide GPS
coordinates for the appearance point closest to the failure point and describe
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each additional appearance point in the spill appearance point explanation
field;
ix. Estimated total spill volume exiting the system;
x. Description and photographs of the extent of the spill and spill boundaries;
xi. Did the spill reach a drainage conveyance system? If Yes:
o Description of the drainage conveyance system transporting the spill;
o Photographs of the drainage conveyance system entry location(s);
o Estimated spill volume fully recovered from the drainage conveyance
system;
o Estimated spill volume remaining within the drainage conveyance
system;
o Estimated spill volume discharged to a groundwater infiltration basin
or facility, if applicable; and
xii. Estimated total spill volume recovered.
If CIWQS is not available, the aforementioned information must be faxed to RWQCB at
(805) 543-0397.
Final (Certified) Category 2 Spill Report
Within 15 calendar days of the spill end date, the City shall submit a Certified Spill
Report for the Category 2 spill, to the online CIWQS Sanitary Sewer System
Database (https://ciwqs.waterboards.ca.gov). Upon completion of the Certified Spill
Report, the online CIWQS Sanitary Sewer System Database will issue a final spill
event identification number. The Certified Spill Report must, at minimum, include
the following mandatory information in addition to all information in the Draft Spill
Report above:
• Description of the spill event destination(s), including GPS
coordinates if available, that represent the full spread and reach of the
spill;
• Spill end date and time;
• Description of how the spill volume estimations were calculated,
including at a minimum:
a. The methodology, assumptions and type of data relied upon,
such as supervisory control and data acquisition (SCADA)
records, flow monitoring or other telemetry information used
to estimate the volume of the spill discharged, and the volume
of the spill recovered (if any volume of the spill was
recovered), and
b. The methodology(ies), assumptions and type of data relied
upon for estimations of the spill start time and the spill end
time;
• Spill cause(s) (for example, root intrusion, grease deposition, etc.);
• System failure location (for example, main, pump station, etc.);
• Description of the pipe/infrastructure material, and estimated age of
the pipe material, at the failure location;
• Description of the impact of the spill;
• Whether or not the spill was associated with a storm event;
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• Description of spill response activities including description of
immediate spill containment and cleanup efforts;
• Description of spill corrective action, including steps planned or taken
to reduce, eliminate, and prevent reoccurrence of the spill, and a
schedule of major milestones for those steps;
• Spill response completion date;
• Detailed narrative of investigation and investigation findings of cause
of spill;
• Reasons for an ongoing investigation (as applicable) and the expected
date of completion; and
• Whether or not the spill was located within 1,000 feet of a municipal
surface water intake.
If CIWQS is not available, the aforementioned information must be faxed to
RWQCB at (805) 543-0397.
Amended Certified Spill Reports for Individual Category 2 Spills
The City shall update or add additional information to a Certified Spill Report within 90
calendar days of the spill end date by amending the report or by adding an attachment to
the Spill Report in the online CIWQS Sanitary Sewer System Database. The City shall
certify the amended report.
After 90 calendar days, the City shall contact the State Water Board at
SanitarySewer@waterboards.ca.gov to request to amend a Spill Report. The Legally
Responsible Official shall submit justification for why the additional information was
not reported within the Amended Spill Report due date.
Category 3 Spills – Monthly Certified Spill Reporting
1. The City shall report and certify all Category 3 spills to the online CIWQS Sanitary
Sewer System Database within 30 calendar days after the end of the month in which the
spills occurred. (For example, all Category 3 spills occurring in the month of February
shall be reported and certified by March 30th). After the Legally Responsible Official
certifies the spills, the online CIWQS Sanitary Sewer System Database will issue a spill
event identification number for each spill.
2. The monthly reporting of all Category 3 spills must include the following items for each
spill:
a. Contact information: Name and telephone number of City contact person to respond
to spill-specific questions;
b. Spill location name;
c. Date and time the City was notified of, or self-discovered, the spill;
d. Operator arrival time;
e. Estimated spill start date and time;
f. Description, photographs, and GPS coordinates where the spill originated:
i. If a single spill event results in multiple appearance points, provide GPS
coordinates for the appearance point closest to the failure point and describe
each additional appearance point in the spill appearance point explanation
field;
g. Estimated total spill volume exiting the system;
h. Description and photographs of the extent of the spill and spill boundaries;
i. Did the spill reach a drainage conveyance system? If Yes:
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i. Description of the drainage conveyance system transporting the spill;
ii. Photographs of the drainage conveyance system entry locations(s);
iii. Estimated spill volume fully recovered from the drainage conveyance system;
and
iv. Estimated spill volume discharged to a groundwater infiltration basis or
facility, if applicable.
j. Estimated total spill volume recovered;
k. Description of the spill event destination(s), including GPS coordinates, if available,
that represent the full spread and reaches of the spill;
l. Spill end date and time;
m. Description of how the spill volume estimations were calculated, including, at
minimum:
i. The methodology and type of data relied upon, including supervisory control
and data acquisition (SCADA) records, flow monitoring or other telemetry
information used to estimate the volume of the spill discharged, and the
volume of the spill recovered (if any volume of the spill was recovered), and
ii. The methodology and type of data relied upon to estimate the spill start time,
on-going spill rate at time of arrival (if applicable), and the spill end time;
n. Spill cause(s) (for example, root intrusion, grease deposition, etc.);
o. System failure location (for example, main, pump station, etc.);
p. Description of the pipe/infrastructure material, and estimated age of the
pipe/infrastructure material, at the failure location;
q. Description of the impact of the spill;
r. Whether or not the spill was associated with a storm event;
s. Description of spill response activities including description of immediate spill
containment and cleanup efforts;
t. Description of spill corrective actions, including steps planned or taken to reduce,
eliminate, and prevent reoccurrence of the spill, and a schedule of the major
milestones for those steps; including, at minimum:
i. Local regulatory enforcement action taken against an illicit discharge in
response to this spill, as applicable, and
ii. Identifiable system modifications, and operation and maintenance program
modifications needed to prevent repeated spill occurrences at the same spill
event location, including:
1. Adjusted schedule/method of preventive maintenance,
2. Planned rehabilitation or replacement of sanitary sewer asset,
3. Inspected, repaired asset(s), or replaced defective asset(s),
4. Capital improvements,
5. Documentation verifying immediately implemented system
modifications and operating/maintenance modifications,
6. Description of spill response activities,
7. Spill response completion date, and
8. Ongoing investigation efforts, and expected completion date of
investigation to determine the full cause of spill;
u. Detailed narrative of investigation and investigation findings of cause of spill.
3. If CIWQS is not available, the aforementioned information must be faxed to RWQCB at
(805) 543-0397.
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Amended Certified Spill Reports for Category 3 Spills
Within 90 calendar days of the certified Spill Report due date, the City may update or add
additional information to a certified Spill Report by amending the report or by adding an attachment
to the Spill Report in the online CIWQS Sanitary Sewer System Database. The City shall certify the
amended report.
After 90 calendar days, the Legally Responsible Official shall contact the State Water Board at
SanitarySewer@waterboards.ca.gov to request to amend a certified Spill Report. The Legally
Responsible Official shall submit justification for why the additional information was not reported
within the 90-day timeframe for amending the certified Spill Report, as provided above.
ADDITIONAL REPORTING
Annual Certified Spill Reporting of Category 4 and/or Lateral Spills
For all Category 4 spills and spills from its owned and/or operated laterals that are caused by a
failure or blockage in the lateral and that do not discharge to a surface water, the City shall:
o Maintain records per section 4.4. of the Notification, Monitoring, Reporting and
Recordkeeping Requirements;
o The City must maintain the following records for each individual Category 4 spill
and for each individual non-Category 1 Enrollee-owned and/or operated lateral spill.
Recordkeeping required - Individual Category 4 Spill Information:
1. Contact information: Name and telephone number of Enrollee contact person
to
respond to spill-specific questions;
2. Spill location name;
3. Description and GPS coordinates for the system location where the spill
originated;
4. Did the spill reach a drainage conveyance system? If Yes:
• Description of drainage conveyance system location,
• Estimated spill volume fully recovered within the drainage conveyance
system, and
• Estimated spill volume remaining within the drainage conveyance
system;
5. Estimated total spill volume exiting the sanitary sewer system;
6. Spill date and start time;
7. Spill cause(s) (for example, root intrusion, grease deposition, etc.);
8. System failure location (for example, main, pump station, etc.);
9. Description of spill response activities including description of immediate
spill containment and cleanup efforts;
10. Description of how the volume estimation was calculated, including, at
minimum:
• The methodology and type of data relied upon, including supervisory
control and data acquisition (SCADA) records, flow monitoring or other
telemetry information used to estimate the volume of the spill discharged,
and the volume of the spill recovered (if any volume of the spill was
recovered), and
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• The methodology and type of data relied upon to estimate the spill start
time, on- going spill rate at time of arrival (if applicable), and the spill
end time;
11. Description of implemented system modifications and operating/maintenance
modifications.
o City Owned Laterals:
1. Date and time the City was notified of, or self-discovered, the spill;
2. Location of individual spill;
3. Estimated individual spill volume;
4. Spill cause(s) (for example, root intrusion, grease deposition, etc.); and
5. Description of how the volume estimations were calculated.
Total Annual Spill Information:
1. Estimated total annual spill volume;
2. Description of spill corrective actions, including at minimum:
o Local regulatory enforcement action taken against the sewer lateral owner in
response to a spill, as applicable, and
o System operation, maintenance and program modifications implemented to prevent
repeated spill occurrences at the same spill location
The City shall provide records upon request by State Water Board or Regional Water Board staff.
Annually upload and certify a report, in an appropriate digital format, of all recordkeeping of spills
to the online CIWQS Sanitary Sewer System Database, by February 1st after the end of the calendar
year in which the spills occurred.
A spill from an City-owned and/or operated lateral that discharges to a surface water is a Category 1
spill; the City shall report all Category 1 spills per section 3.1 of Notification, Monitoring,
Reporting and Recordkeeping Requirements of the General Order.
Monthly Certification of “No-Spills” or “Category 4 Spills” and/or “Non-Category 1 Lateral
Spills”
If either (1) no spills occur during a calendar month or (2) only Category 4, and/or City-owned
and/or operated lateral spills (that do not discharge to a surface water) occur during a calendar
month, the City shall certify, within 30 calendar days after the end of each calendar month, either a
“No-Spill” certification statement, or a “Category 4 Spills” and/or “Non-Category 1 Lateral Spills”
certification statement, in the online CIWQS Sanitary Sewer System Database, certifying that there
were either no spills, or Category 4 and/or Non-Category 1 Lateral Spills that will be reported
annually (per section 3.6 of the MRP) for the designated month.
If a spill starts in one calendar month and ends in a subsequent calendar month, and the City has no
further spills of any category, in the subsequent calendar month, the City shall certify “no-spills” for
the subsequent calendar month.
If the City has no spills from its systems during a calendar month, but the City voluntarily reported
a spill from a private lateral or a private system, the City shall certify “no-spills” for that calendar
Page 351 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 53 June 2023
month.
If the City has spills from its owned and/or operated laterals during a calendar month, the City shall
not certify “no spills” for that calendar month.
Collection System Questionnaire
Annual Report (Previously termed as Collection System Questionnaire in General Order
2006-0003-DWQ)
The City shall update their previous year’s Annual Report, by April 1 of each year after the
Effective Date of the General Order, for each calendar year (January 1 through December 31).
The Annual Report must be entered directly into the online CIWQS Sanitary Sewer System
Database. The City’s Legally Responsible Official shall certify the Annual Report as instructed in
CIWQS;
The Annual Report must address, and update as applicable, the following items:
o Population served;
o Updated sewer system service area boundary map, if service area boundary has
changed from original map submitted per section 5.14 (Electronic Sanitary Sewer
System Service Area Boundary Map) of this General Order;
o Number of system operation and maintenance staff:
• Entry level (less than two years of experience),
• Journey level (greater than two years of experience),
• Supervisory level, and
• Managerial level;
o Number of operation and maintenance staff certified as a certified collection system
operator by the California Water Environmental Association (CWEA), with:
• Corresponding number of certified collection system operator grade levels
(Grade I, II, III, IV, and V);
o System information:
• Miles of system gravity and force mains,
• Number of upper and lower service laterals connected to system,
• Estimated number of upper and lower laterals owned and/or operated by the
City,
• Portion of laterals that is City’s responsibility,
• Average age the major components of system infrastructure,
• Number and age of pump stations, and
• Estimated total miles of the system pipeline not accessible for maintenance;
o Name and location of the treatment plant(s) receiving sanitary sewer system’s waste;
o Name of satellite sewer system tributaries;
o Number of system’s gravity sewer above or underground crossings of water bodies
throughout system;
o Number of force main (pressurized pipe) above or underground crossings of water
bodies throughout system;
o Number of siphons used to convey waste throughout the sewer system;
o Miles of sewer system cleaned;
o Miles of sewer system video inspected, or comparable (i.e., video closed-circuit
television or alternative inspection methods);
Page 352 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 54 June 2023
o System Performance Evaluation as specified in section 5.11 (System Performance
Analysis) of the General Order;
o Major spill causes (for example, root intrusion, grease deposition);
o System infrastructure failure points (for example, main, pump station, lateral, etc.);
o Ongoing spill investigations; and
o Actions taken to address system deficiencies.
Page 353 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 55 June 2023
POST SPILL INVESTIGATIONS
Post Spill Investigations & Assessment
Post Spill Failure Analysis Investigation
The objective of the failure analysis investigation is to determine the “root cause” of the Spill and
to identify corrective action(s) needed that will reduce or eliminate future potential for the Spill to
recur.
The investigation should include reviewing all relevant data to determine appropriate
corrective action(s) for the line segment and failure point.
The investigation should include the following as applicable and or appropriate:
x Review of and completion of the Spill Field Response Report and associated
information,
x Review of the incident timeline and other documentation regarding the incident,
x Review of communications with the reporting party and witness.
x Review of volume estimate, volume recovered estimate, volume estimation
assumptions and associated drawings,
x Review of materials removed from sewer line,
x Review of available photographs,
x Interviews with staff that responded to the spill.
x Review of past maintenance records,
x Review of past CCTV records,
x Conducting a CCTV inspection to determine the condition of the line segment
immediately following the Spill and reviewing the video and logs,
x Review of any FOG related information or results
The result of the failure analysis investigation should lead to a determination of the root cause of the
Spill and identification of future corrective actions. The Spill Follow up Investigation Form should
be used to document the investigation.
Post Spill CCTV Condition Assessment
City staff shall investigate the cause of the Spill (Category 1 & 2, & 3) and may employ the
following measures to prevent future overflows:
x Conduct visual observations during sewer line cleaning during the Spill and
determine if a CCTV analysis is warranted.
x As soon as practicable, the City will conduct a CCTV Conditional Assessment of the
sewer line where the Spill originated and determine the nature of the defect;
x If the defect is identified as having a significant obstruction or as structurally
deficient, the City will take action as soon as practicable to repair or replace the
Page 354 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 56 June 2023
defect, or take other action necessary to protect water quality (e.g., divert the flow
until the repair or replacement can occur); or
x If the defect is non-structural, such as a grease blockage or vandalism to a manhole
cover, the City will implement appropriate measures (e.g., additional maintenance or
cleaning), to address the cause.
Post Spill Debriefing
Every Spill event is an opportunity to evaluate the response and reporting procedures. Each
overflow event is unique, with its own elements and challenges including volume, cause,
location, terrain, and other parameters.
As soon as possible after Category 1, Category 2, or Category 3 Spill events, all of the
participants, from the person who received the call to the last person to leave the site, should
meet to review the procedures used and to discuss what worked and where improvements could
be made in responding to and mitigating future Spill events. If structural repairs or
maintenance tasks are identified as a result of the Post Spill Condition Assessment, these
repairs or maintenance tasks should be scheduled and assigne d to appropriate staff. The
results of the debriefing should be recorded and tracked to ensure the action items are completed.
Page 355 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 57 June 2023
SERP TRAINING
City Staff
The following are minimum training requirements:
x The requirements of the 2022 General Order & Notification, Monitoring, Reporting and
Recordkeeping Requirements;
x The City’s Spill Emergency Response Plan procedures and practice drills;
x Skilled estimation of spill volume for operations staff; and
x Electronic CIWQS reporting procedures for staff submitting data.
Training should be conducted annually at a minimum and when new staff is hired and has
responsibilities for sewer spill response activities.
Contractors
Contractors are required to submit a spill response plan in the event of a sewer spill associated with
the execution of a project for the City.
The following procedures are to be followed in the event that a contractor/plumber causes or
witnesses a Sanitary Sewer Spill. If the contractor/plumber causes or witnesses an Spill they
should:
1. Immediately notify the City
2. Protect storm drains.
3. Protect the public.
4. Provide Information to the City Operations Staff such as start time,
appearance point, suspected cause, weather conditions, etc.
Page 356 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 58 June 2023
City of Arroyo Grande: Sewer Spill Follow Up Investigation & Assessment Form
Staff Conducting
Investigation:____________________________________________________________________
Date: __________________
Location of
Spill:____________________________________________________________________________
Answer all questions provided below as applicable:
Question Response
Date and time the City was
first notified of the Spill?
How was City notified?
Date and time of Spill
response?
What action was taken when
notified, and when?
What was the apparent cause
of the backup/spill?
Page 357 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 59 June 2023
What methods of
investigation were used
(visual, videos, etc.)?
Summary of investigation
results?
Were communications with
the reporting party and
witness conducted?
Were volume estimate
methodologies used in Spill
volume estimate reviewed?
Were photos taken of the
Spill and Spill mitigation
activities?
What is the estimated age of
the sewer main?
Sewer Main type and or
material?
What is the record of
frequency of
inspection/cleaning at the
site?
Last date of inspection/
cleaning prior to the incident?
Page 358 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 60 June 2023
Method of cleaning/inspection
on that last date (flushed,
jetted, rodded, etc.)
Was this problem found to be
in the main or the lateral?
Both?
Have there been prior
problems with blockage in the
main? When? What were the
causes of prior problems?
Are there major industries,
schools, restaurants on this
sewer main? How close?
Was the City doing any work
in the area prior to the
backup? If so, what was being
done?
Any other private
construction going on in the
area. If so, what was being
done?
Water Body Impacted?
Location? Posting? Follow Up
Actions?
Assessment of SERP
Implementation and
Effectiveness.
Notification Procedures followed? Y N
Notification Procedures effective? Y N
Spill response completed safely? Y N
Were response procedures adhered to? Y N
Were response procedures effective? Y N
Were containment procedures adhered to? Y N
Were containment procedures effective? Y N
Were cleanup and recovery procedures adhered to? Y N
Were cleanup and recovery procedures effective? Y N
Other observations:
Page 359 of 476
City of Arroyo Grande
Sanitary Sewer Spill Emergency Response Plan 61 June 2023
Identified SERP changes as a
result of sewer spill response?
Other observations or Notes?
Page 360 of 476
City of Arroyo Grande
Spill Response Field Checklist
1 7
REPORTED BY
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ǣǣ̴̴̴̴̴̴̴Ȁ̴̴̴̴̴̴̴Ȁ̴̴̴̴̴̴̴ǣ̴̴̴̴̴̴̴ǣ̴̴̴̴̴̴̴ ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴
SPILL START TIME NOTES
ǡ ǣ
ǣ ǫ
ǣ̴̴̴̴̴̴̴ǣ̴̴̴̴̴̴̴Ȁ Y ȀN
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ǣ ǣ̴̴̴̴̴̴ǣ̴̴̴̴̴̴ǣ̴̴̴̴̴̴Ȁ̴̴̴̴̴̴Ȁ̴̴̴̴̴̴
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
Suggested Questions: Is it currently spilling? How would you compare it to a garden hose running full?
How big would you say the wet stain is – compared to your driveway? What else can you tell me?
ǣ ̴̴̴̴̴̴ǣ̴̴̴̴̴̴
̴̴̴̴̴̴ǣ̴̴̴̴̴̴
ͳǣȀǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ ǣ̴̴̴̴̴̴ǣ̴̴̴̴̴̴Ȁ
ʹǣȀǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ǣ̴̴̴̴̴̴ǣ̴̴̴̴̴̴Ȁ
* Attempts should be made to interview at least two (2) others in addition to the Caller. If nobody is available, document
attempts (by address or passer-by)
**Make sure to document (photos) the following; Spill original location, multiple appearance points if
applicable, drainage conveyance system point of entry, location(s) of surface water discharge points, extent
of spill, locations of cleanup.
Page 361 of 476
City of Arroyo Grande
Spill Response Field Checklist
2 7
SPILL LOCATION
ǣ
̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ǣ ȀȀ
ǣ++ ++ ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ȋ ǡͳǡ++ ȀȌ
ȀͳͲͲͲ ǫ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ǡ Ȁ Ǥ
Ǥ
̴̴̴̴̴ǣ̴̴̴̴̴Take Photos of spill entry point.
ǣ̴̴̴̴̴̴̴̴̴ ̴̴̴̴̴ǣ̴̴̴̴̴** If Cat.,1 Contact Supervisor **
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴Take Photos of spill rates.
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ȋ ȌInclude all photos documenting Spill with Spill Report
ǣ ǫǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
Category 1 Spill:
ǣ
Ȉ ǡ Ǣ
Ȉ
Ǥ
Ȉ
ǡ
Ǥ ǦȀ
ͳǤ
Category 2 Spill: ͳǡͲͲͲǡ
ǤͳǡͲͲͲ
ǡʹǤ
Category 3 Spill:ͷͲͳǡͲͲͲǡ
ͷͲͳǡͲͲͲǡ
͵Ǥ
Category 4 Spill:ͷͲǡ ǤͷͲ
ͶǤ
Page 362 of 476
City of Arroyo Grande
Spill Response Field Checklist
3 7
SPILL RATE NOTES
ǣ Dz dz
ǣ Ǥ
ȗ Ǧ MAINTENANCE HOLE DOWNSTREAM ȗ
̴̴̴̴̴̴̴̴̴̴̴̴̴
ǣ̴̴̴̴̴̴ǣ̴̴̴̴̴̴ ǣ
̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
̴̴̴̴̴̴̴̴̴̴̴̴̴̴ ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
CAUSE OF SPILL
ǣ ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ǣ
Ǥ
̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ ȋ Ȍ
ǣ ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
SPILL CONTAINMENT
ǣ ̴̴̴̴̴ǣ̴̴̴̴̴
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
Page 363 of 476
City of Arroyo Grande
Spill Response Field Checklist
4 7
CLEAN UP
ǣ ̴̴̴̴̴ǣ̴̴̴̴̴
̴̴̴̴̴̴̴̴̴̴̴̴
̴̴̴̴̴̴̴̴̴̴̴̴
ǣ ̴̴̴̴̴ǣ̴̴̴̴̴ Ǧ
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
OTHER IMPORTANT MILESTONES
ǣ ̴̴̴̴̴ǣ̴̴̴̴̴ ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
Ȁǣ ̴̴̴̴̴ǣ̴̴̴̴̴ ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ǣ ̴̴̴̴̴ǣ̴̴̴̴̴ ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ǣ ̴̴̴̴̴ǣ̴̴̴̴̴ ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ ̴̴̴̴̴ǣ̴̴̴̴̴ ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ ̴̴̴̴̴ǣ̴̴̴̴̴ ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ ̴̴̴̴̴ǣ̴̴̴̴̴ ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
Document all assumptions made to document and estimate Spill Volume:
__________________________________________________________________________________________________________________________
__________________________________________________________________________________________________________________________
__________________________________________________________________________________________________________________________
__________________________________________________________________________________________________________________________
__________________________________________________________________________________________________________________________
Page 364 of 476
City of Arroyo Grande
Spill Response Field Checklist
57
REGULATORY AGENCY NOTIFICATION
ǣ ̴̴̴̴̴ǣ̴̴̴̴̴ȋͳƬʹʹȌ
(800) 852-7550ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ǣ
ǣ ̴̴̴̴̴ǣ̴̴̴̴̴ȋȌ(805) 542-4638ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ǣ
ǤǤ ̴̴̴̴̴ǣ̴̴̴̴̴ȋȌ(805) 549-3147ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ǣ
̴̴̴̴̴ǣ̴̴̴̴̴ȋȌ (916) 445-0045ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ǣ
̴̴̴̴̴ǣ̴̴̴̴̴ ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴͓ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ǣ
ǣ
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ǡ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ǡ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ǡ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ǡ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ǡ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ǡ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴
Page 365 of 476
City of Arroyo Grande
Spill Response Field Checklist
67
SPILL TO DRAINAGE CONVEYANCE OR WATERS OF THE STATE
Safety:
ǡ
Ȁ Ǥ
ǡ ǣ
o
ǣ
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴ Ǥ
ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴Ǥ
o ǣ̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴̴Ǥ
o ǣ
ǡ
ǡ ǡ
ȋǣȀȌǡ
ǡ
Ǥ Attach all photos to Spill Report
Post Public Health Warnings at entry point, upstream and downstream of Spill & document locations.
(All samples must be analyzed by a ELAP Certified Lab)
ͷͲǡͲͲͲ ǣ
o ͳͺ Ǥ
o ǣ
ȏDCS-001Ȑ
ȏRSW-001Ȑ
ȋ̱ͳͲͲȌ ȏRSW-001UȐ
ȋ̱ͳͲͲȌ ȏRSW-001DȐ
o ǣ
ȋǦ Ȍ
ǡȋ
Ȍ ǣ
ǡ
ȋȌ ǡ
ǡ
Ȃ
Section 3.1.3 Spill Technical ReportNotification,
Monitoring, Reporting and Recordkeeping Requirements ͷͲǡͲͲͲ Ǥ
Page 366 of 476
City of Arroyo Grande
Spill Response Field Checklist
77
Spill to Surface Water Map:ȋ Ȍ
Page 367 of 476
Item 9.j.
MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director
BY: Shane Taylor, Utilities Manager
SUBJECT: April 2023 Monthly Water Supply and Demand Update
DATE: May 23, 2023
SUMMARY OF ACTION:
The update reports the City’s total water supply and demand for April 2023. Current Lopez
Reservoir level and projected levels are provided in the attachments.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
Approximately two (2) hours of staff time is required to prepare the report.
RECOMMENDATION:
Receive and file the Monthly Water Supply and Demand Update.
BACKGROUND:
On March 28, 2023, the City Council adopted a Resolution rescinding the declaration of
a Stage 1 Water Shortage Emergency and related water shortage restrictions and
penalties.
The City of Arroyo Grande’s water entitlements are calculated on a water year that begins
April 1st. The current water supply for water year 2023/2024 includes 2,290 Acre Feet
from Lopez Reservoir, 1,323 Acre Feet of groundwater entitlement from the Santa Maria
River Groundwater Basin, and 160 Acre Feet from the City’s wells that draw from the
Pismo formation.
The predicted water use for 2023/2024 water year is 2,200 Acre Feet.
In April 2023, the City’s water use was 146.3 Acre Feet with a per capita use of 88 gallons
per day/per person. The residential capita use was 68 gallons per day/per person. There
was a total of 0 inches of rainfall in the City in April 2023.
Page 368 of 476
Item 9.j.
City Council
April 2023 Monthly Water Supply and Demand Update
May 23, 2023
Page 2
ANALYSIS OF ISSUES:
The United States Drought Monitor, as of May 12, 2023, shows San Luis Obispo County
not in a drought. Rainfall to date for the period of July 1, 2022, through May 12, 2023, is
30.25 inches at the Corporation Yard rain gauge. Lopez Lake, as of May 12, 2023, is at
100.2% capacity, or 49,490 Acre Feet.
The 2022/23 water year ended on March 31, 2023. Lopez Lake began a continuous spill
on March 23, 2023, and is still spilling as of May 12, 2023. The results of that time frame’s
spillage is that 12,784 Acre Feet has spilled as of April 30, 2023. Arroyo Grande lost 775
Acre Feet of stored water. An additional 655 Acre Feet of unused entitlement was also
lost and all unused downstream release water which was declared surplus was also lost
to the spill. All District stored water including stored State water was lost.
During a spill, all deliveries are waived and not charged towards contract entitlement.
The deep well index for the second quarter of 2023 was completed on April 11, 2023, and
is 12.23 feet above sea level, which is 4.73 feet above the threshold value. The current
deep well index is 1.65 feet higher than February 2023 and 4.25 feet higher than April
2022.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Receive and file the report, or
2. Provide other directions to staff.
ADVANTAGES:
The report provides the City Council and the public with the current and projected
conditions of our water supply and demand.
DISADVANTAGES:
No disadvantages noted at this time.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Page 369 of 476
Item 9.j.
City Council
April 2023 Monthly Water Supply and Demand Update
May 23, 2023
Page 3
Attachments:
1. Lopez Monthly Operations Report for April 2023
2. Lopez Reservoir Storage Projection
3. Monthly Water Use Comparison
4. Monthly Monitoring Report for April 2023
5. Deep Well Index Levels
Page 370 of 476
CONTRACTOR USAGE %USAGE %USAGE %USAGE %USAGE %USAGE %
AG 2290.0 0.0 2290.0 0.0 0%0.0 0.0 0.0 0%1634.8 71%0.0 0%1634.8 71%655.2 0.0
OCSD 303.0 0.0 303.0 0.0 0%0.0 0.0 0.0 0%0.0 0%0.0 0%0.0 0%303.0 0.0
GB 800.0 0.0 800.0 0.0 0%0.0 0.0 0.0 0%720.6 90%0.0 0%720.6 90%79.4 0.0
PB 892.0 0.0 892.0 0.0 0%0.0 0.0 0.0 0%278.2 31%0.0 0%278.2 31%613.8 0.0
CSA 12 245.0 0.0 245.0 0.0 0%0.0 0.0 0.0 0%66.5 27%0.0 0%66.5 27%178.5 0.0
SM N/A 0.0 N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A
TOTAL 4530.0 0.0 4530.0 0.00 0.0%0.0 0.0 0.0 0.0%2700.1 59.6%0 0.0%2700.1 60%1829.9 0.0
ALLOCATION DIE AIE TOTAL DIE AIE TOTAL
CONTRACTOR REQUEST USAGE %USAGE USAGE USAGE USAGE %USAGE USAGE USAGE
AG N/A 0.0 N/A N/A N/A 0.0 0.0 0.0 N/A N/A 0 0 0.0 0.0
OCSD 187.5 0.0 62.5 30.1 16%0.0 0.0 30.1 94.6 50%0 0 94.6 30.1
GB N/A 0.0 N/A N/A N/A 0.0 0.0 0.0 N/A N/A 0 0 0.0 0.0
PB 1240.0 0.0 103.3 89.1 7%0.0 0.0 89.1 278.5 22%0 0 278.5 89.1
CSA 12 96.0 0.0 6.5 5.4 6%0.0 0.0 5.4 16.0 17%0 0 16.0 5.4
SM 90.0 0.0 7.0 4.2 5%0.0 0.0 4.2 14.8 16%0 0 14.8 4.2
TOTAL 1613.5 0.0 179.3 128.8 8%0.0 0.0 128.8 403.8 25%0 0 403.8 128.8
DAM OPERATIONS WATER ACCOUNTING AFFECTED DUE TO SPILLAGE DISTRICT STORED SWP WATER GLOSSARY
THIS MONTH YEAR TO DATE MAX CAPACITY [AF][AF]AIE: Agency Initiated Exchange
LAKE ELEVATION (ft)523.2 N/A 522.6 TOTAL STORED PROJECT WATER 5261.80 PREVIOUS MONTH 394.9 DIE: District Initiated Exchange
STORAGE [AF]49932.0 N/A 49200.0 101%CUMULATIVE SSWPW 165.04 DWR METER DELIVERIES 98.00 N/A: Not Applicable
MONTHLY RAINFALL [in]11.6 43.2 N/A DISTRICT SSWPW 331.70 THIS MONTH 0.0 PW: Project Water aka Lopez Water
(Annual: July 1- June 30)MARCH ENTITLEMENT 178.00 Surplus Water: Carry Over Water (LRRP)
DOWNSTREAM RELEASES [AF]171.6 1826.0 4200.0 SWP: State Water Project
LAKE TO TERMINAL [AF]216.1 N/A TOTAL 5936.54 SSWPW: Stored SWP Water
SPILLAGE [AF]6071.0 6071.0 N/A AG WHEELING TO OCEANO 0.94
Notes:
* Stored PW includes Surplus water declared
** Actual Amount available is dependent on the State's (DWR) delivery %
*** Stored SWP water resulting from AIE
THIS MONTH APRIL TO PRESENT
STORED PW
ENTITLEMENT
San Luis Obispo County Flood Control and Water District
Zone 3 - Lopez Project - Monthly Operations Report
March, 2023
PROJECT WATER
AVAILABLE WATER (APR-MAR)DELIVERIES REMAINING WATER
TOTAL
MONTHLY
DELIVERIES
[AF]
ANNUAL
REQUEST**
CUMULATIVE
SSWPW
***
DELIVERIES
THIS MONTH JANUARY TO PRESENT
ENTITLEMENT
ALLOCATION
STATE WATER PROJECT WATER
STORED PW TOTAL ENTITLEMENT STORED PW TOTAL USAGE
1) On 1/19/23 AC endorsed the end of LRRP and return to 100% Lopez Entitlements retroactive to April 1st, 2022.
2) New Contract Changes effective as of October 1, 2022
3) On 12/31/22 there was an estimated 655.5 AF of District SSWPW remaining including approximately 46 AF of water lost to evaporation in 2022.
4) As of March 31,2023, 5759 AF of SSWPW, Stored PW, and District SSWPW were lost due to spill event this month.
5) 178 AF of March Project Water Deliveries are waived due to 6071 AF spilling in March. (5759 AF +178 AF = 5937 AF < 6071AF)
ENTITLE
MENT
STORED
PW*
TOTAL
AVAILABLE PW
ATTACHMENT 1
Page 371 of 476
5.16
0.220.94
2.38
0.30
7.33
0.430.34
2.03 1.91
1.31
12.71
4.39
11.56
3.02
3.25
2.91
1.13
0.410.070.030.020.320.62
1.702.24
3.12
2.982.84
0.980.360.070.030.02
0.350.67
1.842.242.762.98 3.01
0.980.41 0.35
0.67
1.842.242.762.983.01
0.98
0.00
5.00
10.00
15.00
20.00
25.00
0
10000
20000
30000
40000
50000
1/1/20212/1/20213/1/20214/1/20215/1/20216/1/20217/1/20218/1/20219/1/202110/1/202111/1/202112/1/20211/1/20222/1/20223/1/20224/1/20225/1/20226/1/20227/1/20228/1/20229/1/202210/1/202211/1/202212/1/20221/1/20232/1/20233/1/20234/1/20235/1/20236/1/20237/1/20238/1/20239/1/202310/1/202311/1/202312/1/20231/1/20242/1/20243/1/20244/1/20245/1/20246/1/2024Storage (AF)Date
LOPEZ RESERVOIR STORAGE PROJECTION
Actual Precipitation Predicted Precipitation Storage Projection (SP)
Reservoir Level (Actual)Available Water (Storage Rights)SP (No Rain)
20,000 AF 10,000 AF Minimum Pool
ATTACHMENT 2
Page 372 of 476
174.4146.3105880204060801001201401601802002022 2023April Monthly Water Use ComparisonAcre FeetUsage (gpcd)ATTACHMENT 3Page 373 of 476
Thank you for your Monitoring Report. Below is the information you have submitted for the month
of April 2023. If this information is incorrect, you can edit the report for the month with the
corrected information. We use your most recently submitted monthly report in our calculations.
I Reporter lshane Taylor
!Report Type ,,_,F-ul-1 -------
jurban Water Supplier(Number)/Arroyo Grande City of (608)
jPublic Water System ID(s)---,CA4010001
jRep
lcou
orting Month
nty/Counties
� nty Under Drought Declaration
lwat er Shortage Contingency Plan
lwat er Shortage Level
� ulation --Tota I Potable Water Production
lcom --mercial Agricultural Water
� idential Use Percentage
CIIW ater
� -ycled Water
Non -revenue Water
mated R-GPCD
lification
10423
!san Luis Obispo
!NoJo lo
!17963
!146.3 AFlo AF -
177%
121.lAF
)OAF
!AF
68.12 I jEsti
Qua
1Eme rgency Response Section Revealed? !No
-
.
-
ATTACHMENT 4
Page 374 of 476
HISTORICAL SECOND QUARTER DEEP WELL INDEX LEVELS
Northern Cities Management Area
San Luis Obispo County, CaliforniaFIGURE 6P:\Portland\672-Northern Cities Management Area\Quarterly Report Figures (grapher) Fig 6 NCMA_Q2_Deep_Well_Index_v2
1965 1970 1975 1980 1985 1990 1995 2000 2005 2010 2015 2020 2025
-5
0
5
10
15
20
Water Elevation, feet NAVD88Deep Well Index
Threshold: 7.5 feet
Deep Well Index is the synoptic average of groundwater elevations
in the deep wells of Sentry Well clusters 24B,30F, and 30N.
"Approximate" Deep Well Index elevations are based on
non-synoptic measurments, made during the same quarter.
ATTACHMENT 5
Page 375 of 476
Item 10.a.
MEMORANDUM
TO: City Council
FROM: Whitney McDonald, City Manager
BY: Isaac Rosen, City Attorney
Sarah Lansburgh, Deputy City Clerk
SUBJECT: Public Hearing to Consider Adoption of Resolutions Levying an
Annual Assessment for the Arroyo Grande Tourism Business
Improvement District (AGTBID); Approving the AGTBID FY 2023-24
Budget; and Direction Regarding Amendments to the Board By-Laws
DATE: May 23, 2023
SUMMARY OF ACTION:
Conduct the public hearing to levy an annual assessment for Fiscal Year (FY) 2023-24 to
defray the costs of services, activities, and programs promoting tourism for the benefit of
lodging businesses within the Arroyo Grande Tourism Improvement District (AGTBID);
approve the FY 2023-24 operating budget for the AGTBID; approve changes to the
administration of the AGTBID; and review and provide direction regarding revisions to the
AGTBID Advisory Board By-Laws. This report also describes differences between the
AGTBID and a Destination Marketing Organization approach to tourism market ing for the
City, as well as a discussion of the extent to which the current AGTBID Ordinance allows
use of the revenue for infrastructure improvements.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
Based on the anticipated year-end results for Fiscal Year 2022-23, the assessments
expected to be collected total approximately $270,000 for FY 202 3-24. The AGTBID
budget provides $5,000 to the City to cover a portion of the City’s cost associated with
supporting a Community Services Specialist position for vacation rental code compliance.
The AGTBID budget also provides $3,000 to the City for administrative support and
$42,000 to the South County Chambers of Commerce for administration of the AGTBID .
The budget proposes $325,500 in expenditures, which is an increase of $32,500
compared to the FY 2022-23 AGTBID operating budget. It is recommended that the
budget be amended to reallocate the $42,000 currently provided to the Chamber to the
City for administration of the AGTBID.
Page 376 of 476
Item 10.a.
City Council
Public Hearing to Consider Adoption of Resolutions Levying an Annual
Assessment for the Arroyo Grande Tourism Business Improvement District
(AGTBID); Approving the AGTBID FY 2023-24 Budget; and Direction Regarding
Amendments to the Board By-Laws
May 23, 2023
Page 2
RECOMMENDATION:
1) Conduct a public hearing to receive public comment and protests regarding the City
Council’s intention to continue the AGTBID and levy an annual assessment for FY 2023 -
24; 2) Determine whether a legally sufficient number of protests have been made; 3) If a
legally sufficient protest is not made, adopt a Resolution levying an annual assessment
for the AGTBID for FY 2023-24; 4) Adopt a Resolution approving the FY 2023-24
operating budget for the AGTBID; 5) Approve changes to the administration of the
AGTBID; 6) Provide direction regarding proposed revisions to the AGTBID Advisory
Board By-Laws; and 7) Determine that conducting a public hearing to adopt a resolution
to levy and collect assessments, adopting a resolution to approve the AGTBID operating
budget, and approving changes to the administration of the AGTBID Advisory Board is
not subject to the California Environmental Quality Act (“CEQA”) because it has no
potential to result in either a direct, or re asonably foreseeable indirect, physical change
in the environment. (State CEQA Guidelines, §§ 15061, subd. (b)(2)-(3), 15378.).
BACKGROUND:
In May 2013, the City Council adopted an Ordinance establishing the AGTBID. The
AGTBID was formed under the Parking and Business Improvement Law of 1989,
Sections 36500 et. seq. of the Streets and Highways Code and incorporated into the
Arroyo Grande Municipal Code (AGMC) in Title 3, Chapter 3.46.
The purpose of forming the AGTBID was to provide revenue to defray the cost of services,
activities, and programs promoting lodging businesses in the AGTBID through the
promotion of scenic, recreational, cultural, and other attractions in the AGTBID as a tourist
destination. An assessment is levied on all lodging businesses within the AGTBID
boundaries and is based upon two percent of the rent charged by the operator per
occupied room per night for all transient occupancies.
In December 2014, the City Council adopted an Ordinance amending Chapter 3.46 of the
Arroyo Grande Municipal Code to provide that the same exemptions that apply to the
Transient Occupancy Tax apply to AGTBID assessments and amended the definition of
"lodging" to include vacation rentals and homestays.
In accordance with the provisions in the Streets and Highways Code and AGMC Section
3.46.100, the City Council appointed an Advisory Board. Pursuant to Streets and
Highways Code Section 36533, the Advisory Board is to prepare an annual report, which
is to be submitted to the City Council for its review and approval. AGMC Section 3.46.060
also provides that the assessments for the AGTBID are to be reviewed annually by the
City Council based upon the Annual Report of the Advisory Board, and after approval of
the Annual Report, the City Council is to follow the hearing process outlined in Streets
and Highways Code Section 36534 for the annual assessment for the upcoming fiscal
Page 377 of 476
Item 10.a.
City Council
Public Hearing to Consider Adoption of Resolutions Levying an Annual
Assessment for the Arroyo Grande Tourism Business Improvement District
(AGTBID); Approving the AGTBID FY 2023-24 Budget; and Direction Regarding
Amendments to the Board By-Laws
May 23, 2023
Page 3
year. Section 36534 provides for the adoption of a Resolution of Intention to levy an
annual assessment for that fiscal year. The Resolution of Intention also sets a public
hearing date in order to receive any written or oral protests against the continuation of the
AGTBID as required by the applicable statute.
On April 3, 2023, the AGTBID Advisory Board reviewed and approved the Annual Report
prepared by Verdin Marketing and forwarded it to the City Council for consideration at its
April 25, 2023 meeting. The AGTBID Advisory Board is also responsible for developing
an annual preliminary budget, detailing anticipated expenditures, and submitting the
preliminary budget to City Council for approval. At the April 24, 2023 AGTBID regular
meeting, the Advisory Board reviewed and approved a preliminary budget for
recommendation to the City Council.
During its April 25, 2023 meeting, the City Council approved the Annual Report, adopted
a Resolution of Intention to provide for a levy of the assessment for FY 2023-24, and
scheduled a public hearing for May 23, 2023, to consider protests and complete the
process to continue collecting and utilizing the AGTBID revenue for the promotion of
activities that will support lodging businesses within the City. As part of its consideration
of the Annual Report and Resolution of Intention, the City Council also received a report
regarding the steps that would be required were the City to choose to not continue levying
the assessment. Additionally, Council considered options for potential changes to the
administration of the AGTBID and to the AGTBID Advisory Board. Through the
discussions, Council directed staff to develop options to take on administration of the
AGTBID in-house and to develop revisions to the AGTBID By-Laws to change the
Advisory Board make-up and selection process. Additionally, Council requested staff to
provide information regarding the diffe rences between a TBID and a Destination
Marketing Organization (DMO) approach to tourism marketing, as well as information
regarding the extent to which the AGTBID may utilize funds to support infrastructure
improvements. The staff report presented on April 25th and the Minutes of the meeting
are provided as Attachment 5.
ANALYSIS OF ISSUES:
Public Hearing to Continue Levying Assessment
As noted above, following approval of the Annual Report and adoption of the Resolution,
the next step in the process for collecting assessments over the next year is to conduct a
public hearing to consider public comment and protests regarding the continue d
imposition of the assessment. This public hearing will allow lodging businesses subject
to the assessment an opportunity to submit comments, voice concerns, and protest the
assessment.
Page 378 of 476
Item 10.a.
City Council
Public Hearing to Consider Adoption of Resolutions Levying an Annual
Assessment for the Arroyo Grande Tourism Business Improvement District
(AGTBID); Approving the AGTBID FY 2023-24 Budget; and Direction Regarding
Amendments to the Board By-Laws
May 23, 2023
Page 4
As set forth in Sections 36524 and 36525 of the California Streets and Highways Code,
the City Council has the ability to continue to levy the AGTBID assessment for the next
fiscal year at this public hearing, unless written protests are received from the lodging
businesses that pay 50% or more of the proposed assessments. In that event, Council
cannot consider continuation of the AGTBID for at least one year. If the required number
of written protests is not received, Streets and Highways Code Section 36535 provides
that at the conclusion of the hearing, a Resolution levying an annual assessment for the
AGTBID for FY 2023-24 may be adopted. The statute further provides that the adoption
of this Resolution constitutes the levy of the assessment for the fiscal year. A Resolution
has been prepared for Council’s consideration and adoption if there is no legally sufficient
protest, and is provided as Attachment 1.
Fiscal Year 2023-24 Operating Budget
The FY 2022-23 operating budget provided $293,000 for expenditures and included the
following funding categories:
The allocation to the AGTBID budget for FY 2023-24 is recommended to be $325,500,
which reflects an increase of $32,500. The increased budget provides the following:
$17,500 to increase Advertising
$5,000 to increase Event Sponsorships in Membership and Subscriptions
$10,000 to add a category for Official Arroyo Grande Merchandise
The proposed operating budget for FY 2023-24 is as follows:
Page 379 of 476
Item 10.a.
City Council
Public Hearing to Consider Adoption of Resolutions Levying an Annual
Assessment for the Arroyo Grande Tourism Business Improvement District
(AGTBID); Approving the AGTBID FY 2023-24 Budget; and Direction Regarding
Amendments to the Board By-Laws
May 23, 2023
Page 5
As discussed further below, it is recommended that City staff in the Recreation Services
Department take over administration of the AGTBID from the Chamber. It is, therefore,
recommended that the line item under Services & Supplies for “Chamber - Contract
admin.” be eliminated and that the funding for this item be added to the line “City -
administrative” for a total of $45,000. The Resolution approving the AGTBID FY 2023-24
Budget provided in Attachment 2 reflects this recommended revision.
Administration of the AGTBID
Following discussions held during the April 25, 2023 Council meeting, staff has evaluated
options for administering the AGTBID using current City staff resources. The City’s
Recreation Services Department plans and implements several events within the City and
has been working to increase both the event offerings provided to the community and
outreach efforts to promote these events. The Recreation Services Director has worked
Page 380 of 476
Item 10.a.
City Council
Public Hearing to Consider Adoption of Resolutions Levying an Annual
Assessment for the Arroyo Grande Tourism Business Improvement District
(AGTBID); Approving the AGTBID FY 2023-24 Budget; and Direction Regarding
Amendments to the Board By-Laws
May 23, 2023
Page 6
with Visit SLO Cal to support their work on a coordinated calendar of events for the region
and has experience in the tourism industry prior to joining the City. The Recreation
Services Department will have both capacity among existing staff and the ability to take
on the administrative tasks associated with the AGTBID following termination of the
current agreement with the Chamber. As this will be a new program for the Department
to administer, staff anticipates that the first year of administration will include periods of
adjustment and re-evaluation to ensure success.
Under the City’s current agreement with the Chamber for administration of the AGTBID,
the City may terminate the contract “at any time, for any reason, with or without cause”
by providing 10 days’ prior written notice. The contract also provides that the City would
only be responsible for paying the Chamber the actual value of any work performed up
through the termination date, not the full or remaining value of the contract. However, in
order to ensure a smooth transition of duties from the Chamber to City staff, it is
recommended that the contract be terminated at the end of the current fiscal year, June
30, 2023, rather than earlier in the month of June. This approach will allow Recreation
staff time to confer with the Chamber regarding the current and ongoing duties and
projects of the AGTBID, as well as the transmittal of reports and other supporting
materials. Additionally, the proposed FY 2023-25 Biennial Budget prepared by staff, as
well as the proposed AGTBID FY 2023-24 Budget included with this item, would
reallocate to the City the funding currently provided to the Chamber for this work effective
July 1, 2023.
Revisions to the AGTBID Advisory Board By-Laws
During its discussions regarding the AGTBID Advisory Board on April 25, 2023, Council
directed staff to prepare draft bylaw revisions that would alter the make -up of the Advisory
Board. Revised bylaws have been prepared and are provided in Attachment 4.
Attachment 3 provides a redline version depicting the changes to the current bylaws for
ease of reference.
Under the revised bylaws, the AGTBID Advisory Board will be appointed using a similar
approach as the City’s other advisory bodies. Under this approach, each member of the
City Council will appoint of one member of the AGTBID Advisory Board, subject to
approval by a majority of the City Council. This will create a five -member Board, as
opposed to the minimum of three and maximum of nine members allowed under the
current bylaws. Additionally, three of the five Board members must be owners of lodging
businesses in the AGTBID or persons with knowledge of the tourism or lodging industry.
The term of each Advisory Board member will coincide with the term of the appointing
member of the City Council. TBID Advisory Board members would not be subject to the
City’s residency requirements otherwise required of advisory body members.
Page 381 of 476
Item 10.a.
City Council
Public Hearing to Consider Adoption of Resolutions Levying an Annual
Assessment for the Arroyo Grande Tourism Business Improvement District
(AGTBID); Approving the AGTBID FY 2023-24 Budget; and Direction Regarding
Amendments to the Board By-Laws
May 23, 2023
Page 7
The proposed updated bylaws provided in Attachments 3 and 4 also include minor
revisions to reflect the change in administrative functions from the Chamber to the City
and a clarification of the manner in which AGTBID Advisory Board agenda packets are
distributed consistent with City practice. Additionally, it is proposed that the regular
meeting schedule identified in section 11(a) be modified slightly. Currently, the bylaws
require regular Board meetings to be held six times per year in the months of January,
February, April, June, August, and October, on the 4th Monday of the month. It is
recommended that this schedule be altered to require a meeting in March rather than
February to enable the Advisory Board to review and approve the Annual Report in time
for it to be presented to Council in April, as otherwise required in the City’s AGTBID
Ordinance.
These bylaw revisions are being presented to Council for an initial review and direction.
It is recommended that the revisions, as modified and directed by Council, be presented
to the current AGTBID Advisory Board for review and recommendation prior to adoption
by the City Council. Following the Advisory Board’s review of the bylaws, staff would
return to the City Council with a Resolution to adopt the revised bylaws, as well as with
revisions to the City Council Handbook, which includes a section regarding City advisory
bodies that reflects the current AGTBID rules and process (as described more fully in the
April 25, 2023 staff report included in Attachment 5).
TBID v. DMO
During the April 25, 2023 Council meeting, questions arose regarding the differences
between a TBID and a DMO and whether a DMO might work better in Arroyo Grande.
Based on initial staff research, it appears that DMOs are typically nonprofit entities (for
instance, a local Chamber of Commerce, or a totally separate organization) that provide
tourism marketing services that benefit a particular city or region. Funding for the DMO
can come from a share of the local hotel occupancy tax, or through government g rants,
membership dues, advertising revenue, or other private funding. A DMO is not a statutory
body like a TBID, and so other than providing City funds to the DMO, the City would not
have involvement in its activities like it does with the current AGTBID. As there is no DMO
currently in existence, nor has anyone approached the City with information indicating
that lodging or business owners are interested in creating and running a DMO, this does
not appear to be a viable option for Arroyo Grande at this time.
Use of AGTBID Revenue for Infrastructure
Questions have also arisen regarding the ability of the AGTBID to provide funding to
support City infrastructure.
State law and the AGMC differ in this regard. Under the relevant provisions of the Streets
and Highways Code, TBID assessments can be used for “improvements” or “activities”
Page 382 of 476
Item 10.a.
City Council
Public Hearing to Consider Adoption of Resolutions Levying an Annual
Assessment for the Arroyo Grande Tourism Business Improvement District
(AGTBID); Approving the AGTBID FY 2023-24 Budget; and Direction Regarding
Amendments to the Board By-Laws
May 23, 2023
Page 8
within the assessment area. The term “improvements” is defined as the acquisition,
construction, installation, or maintenance of any tangible property with an estimated
useful life of five years or more including, but not limited to, parking facilities, benches,
trash receptacles, street lighting, decorations, parks, and fountains, and the term
“activities” is defined to include, but not be limited to, the following:
1. The promotion of public events that benefit businesses in the TBID area and which
take place in public areas within the TBID area;
2. Furnishing music in any public place in the TBID area;
3. Promoting tourism within the TBID area; or
4. Any activities which benefit businesses located and operating in the TBID area.
In light of these definitions under state law, it would ordinarily be appropriate to use TBID
assessment revenues for infrastructure improvements that have a useful life of five or
more years, and which are within the TBID area, including streets, light poles, crosswalks,
and similar. It would also be appropriate, given the non-exclusive definition of “activities,”
to use TBID revenues to pay for cleaning associated with activities in the TBID area, such
as concerts, festivals, or parades, since those events directly relate to the promotion of
tourism and waste collection/cleaning is part of the event process.
However, the AGMC is much narrower in setting out what AGTBID assessment revenues
may be used for. Pursuant to AGMC sections 3.46.030 and 3.46.080, revenue from the
levy of assessments within the AGTBID area are to be used only for the following specific
purposes:
1. The general promotion of lodging operations within the district is to include costs
as specified in the business plan to be adopted annually;
2. The marketing of conference, group, and film business that benefits the local
lodging industry in the district;
3. The marketing of the district to the travel industry in order to benefit the local
lodging industry in the district; or
4. Administration of the AGTBID, including collection and enforcement of
assessments and administration of any contracts that the city enters into related
to the AGTBID.
Accordingly, although state law does authorize the use of TBID assessment revenues for
certain infrastructure-related purposes, the AGMC is more prescriptive and does not allow
use of the AGTBID revenues for those purposes at this time. If it is Council’s preference,
staff can prepare an ordinance amending current AGMC sections 3.46.030 and 3.46.080
to more closely align with state law and provide for additional lawful uses of the revenues,
including for infrastructure related projects in the AGTBID area, or to aid in defraying the
Page 383 of 476
Item 10.a.
City Council
Public Hearing to Consider Adoption of Resolutions Levying an Annual
Assessment for the Arroyo Grande Tourism Business Improvement District
(AGTBID); Approving the AGTBID FY 2023-24 Budget; and Direction Regarding
Amendments to the Board By-Laws
May 23, 2023
Page 9
cost of clean-up activities associated with tourism-related events. Members of the public,
including the owners/operators of the assessed businesses, could attend and share their
feedback (including whether they agree or disagree with the proposed scope of
authorized expenditures of assessment revenues) at the Council meetings at which any
updates to the AGMC are considered.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Conduct a public hearing to receive public comment and protests regarding the
City Council’s intention to continue the AGTBID and levy an annual assessment
for FY 2023-24; 2) Determine whether a legally sufficient number of protests have
been made; 3) If a legally sufficient protest is not made, adopt a Resolution levying
an annual assessment for the AGTBID for FY 2023-24; 4) Adopt a Resolution
approving the FY 2023-24 operating budget for the AGTBID; 5) Approve changes
to the administration of the AGTBID; 6) Provide direction regarding proposed
revisions to the AGTBID Advisory Board By-Laws; and 6) Determine that
conducting a public hearing to adopt a resolution to levy and collect assessments,
adopting a resolution to approve the AGTBID operating budget, and approving
changes to the administration of the AGTBID Advisory Board is not subject to the
California Environmental Quality Act (“CEQA”) because it has no potential to result
in either a direct, or reasonably foreseeable indirect, physical change in the
environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.).
2. Conduct a public hearing to receive public comment and protests regarding the
City Council’s intention to continue the AGTBID and levy an annual assessment
for FY 2023-24; 2) Determine whether a legally sufficient number of protests have
been made; 3) If a legally sufficient protest is made, (a) do not adopt the Resolution
levying an annual assessment for the AGTBID for FY 2023-24, (b) do not adopt
the Resolution approving the FY 2023-24 Budget, (c) approve the proposed
changes to the administration of the AGTBID, and (d) direct staff to return next
year with an item to consider whether to levy the assessment in FY 2024 -25.
Direction regarding the proposed bylaws may be provided under this alternative,
but the completion of the revisions to the bylaws would wait until Council considers
whether to levy the assessment in FY 2024-25.
3. Provide other direction to staff, including any direction regarding alterations to the
AGTBID to allow the expenditure of funds on City infrastructure projects.
ADVANTAGES:
Levying the annual assessment will enable the City to extend the AGTBID, which provides
a mechanism to generate funding to promote lodging stays and tourism in the City. These
efforts, in turn, increase transient occupancy tax revenue and supports local businesses.
Approving the AGTBID FY 2023-24 operating budget will allow the continuation of the
Page 384 of 476
Item 10.a.
City Council
Public Hearing to Consider Adoption of Resolutions Levying an Annual
Assessment for the Arroyo Grande Tourism Business Improvement District
(AGTBID); Approving the AGTBID FY 2023-24 Budget; and Direction Regarding
Amendments to the Board By-Laws
May 23, 2023
Page 10
momentum of the Visit Arroyo Grande’s tourism marketing efforts, and to fund anticipated
additional marketing opportunities. Direction regarding Recreation staff’s anticipated
administration of the AGTBID beginning July 1, 2023, and regarding proposed revisions
to the AGTBID bylaws will support better functionality of the TBI D.
DISADVANTAGES:
Levying the assessment will continue to impose a cost to tourists and visitors to Arroyo
Grande who pay the assessment. There are no other disadvantages identified by levying
the assessment for another year. There are no disadvantages identified with adopting the
Resolution to adopt the AGTBID FY 2023-24 operating budget.
ENVIRONMENTAL REVIEW:
Conducting a public hearing to adopt a resolution to levy and collect assessments,
adopting a resolution to approve the AGTBID operating budget, and approving changes
to the administration of the AGTBID is not subject to the California Environmental Quality
Act (“CEQA”) because it has no potential to result in either a direct, or reasonably
foreseeable indirect, physical change in the environment. Moreover, the action merely
constitutes an administrative activity of the City and is additionally exempt from CEQA on
that basis. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.).
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachments:
1. Proposed Resolution – Levying Annual Assessment
2. Proposed Resolution – AGTBID FY 2023-24 Budget
3. AGTBID Bylaws – Redline
4. AGTBID Bylaws
5. April 25, 2023 City Council Staff Report
6. April 25, 2023 Draft Minutes
Page 385 of 476
ATTACHMENT 1
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE LEVYING AN ANNUAL ASSESSMENT
FOR THE ARROYO GRANDE TOURISM BUSINESS
IMPROVEMENT DISTRICT FOR THE 2023-24 FISCAL
YEAR
WHEREAS, the Parking and Business Improvement Area Law of 1989, sections 36500
et seq. of the Streets and Highways Code, authorizes cities to establish business
improvement districts for several purposes, one of which is the promotion of tourism; and
WHEREAS, the Arroyo Grande Tourism Business Improvement District (“AGTBID” or
“District”) was established in May 2013 and incorporated into the Arroyo Grande
Municipal Code in Chapter 3.46; and
WHEREAS, in accordance with the requirements of Streets and Highways Code Section
36530 and Arroyo Grande Municipal Code Section 3.46.100, the City council appointed
an Advisory Board to provide oversight, guidance, and recommendations regarding the
use of the assessment funds; and
WHEREAS, the Arroyo Grande Municipal Code and the Parking and Business
Improvement Area Law of 1989 require the Advisory Board to prepare and submit an
annual report stating proposed changes, improvements, and activities for the fiscal year;
and
WHEREAS, the Advisory Board annual report was considered and approved by the
Arroyo Grande City Council at its April 25, 2023 meeting; and
WHEREAS, in accordance with the procedures contained in Streets and Highways Code
Section 36534, on April 25, 2023, the City Council adopted a Resolution of Intention to
levy an annual assessment for the Arroyo Grande Tourism Business Improvement District
for the 2023-24 fiscal year and set a public hearing for May 2 3, 2023, to consider the
annual assessment and hear any oral testimony and receive any written protests; and
WHEREAS. The City Council held a duly noticed public hearing on May 23, 2023, to allow
for protests, as required by Streets and Highways Code Section 36524, and sufficient
written protests were not received from lodging businesses in the District which pay fifty
percent of more of the assessment.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo
Grande, as follows:
1. The foregoing recitals are true and correct and are incorporated herein.
Page 386 of 476
RESOLUTION NO.
PAGE 2
2. The City Council hereby continues the established Arroyo Grande Tourism
Business Improvement District in accordance with Arroyo Grande Municipal Code
Chapter 3.46 and California Streets and Highways Code Sections 36500 et seq.
(Parking and Business Improvement Area Law of 1989) and levies assessments
for fiscal year 2023-24 as further contained herein.
3. The report of the Arroyo Grande Tourism Business Improvement District Advisory
Board is hereby confirmed.
4. The location and boundaries of the Arroyo Grande Tourism Business Improvement
District are the boundaries of the City of Arroyo Grande.
5. The assessment levied by the Arroyo Grande Tourism Business Improvement
District shall be used for activities and programs promoting lodging businesses in the
District through the promotion of scenic, recreational, cultural, and other attractions
in the District as a tourist destination, and as further set forth in Arroyo Grande
Municipal Code Sections 3.46.030 and 3.46.080.
6. The assessment will be levied and allocated by the City of Arroyo Grande.
7. The assessment is to be levied on all “lodging” businesses, as that term is defined
in Arroyo Grande Municipal Code Section 3.46.020.
8. The assessment for fiscal year 2023-24 shall be levied on all lodging businesses
within the ATBID boundaries and shall be based upon two percent of the rent
charged by the operator per occupied room per night for all transient occupancies.
The assessment shall be collected quarterly, based on two percent of the rent
charged by the operator per occupied room per night in revenues for the previous
quarter.
9. New lodging businesses shall not be exempt from immediate assessment.
On motion of , seconded by , and on the following roll call vote,
to wit:
AYES:
NOES:
ABSENT:
The foregoing Resolution was passed and adopted this 23rd day of May, 2023.
Page 387 of 476
RESOLUTION NO.
PAGE 3
CAREN RAY RUSSOM, MAYOR
ATTEST:
JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
WHITNEY McDONALD, CITY MANAGER
APPROVED AS TO FORM:
ISAAC ROSEN, CITY ATTORNEY
Page 388 of 476
ATTACHMENT 2
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE ADOPTING THE FISCAL YEAR 2023-
24 BUDGET FOR THE ARROYO GRANDE TOURISM
BUSINESS IMPROVEMENT DISTRICT
WHEREAS, on February 26, 2013, the City Council adopted Resolution No. 4516
establishing the Arroyo Grande Tourism Business Improvement District (“AGTBID” or
“District”) Advisory Board (“Advisory Board”); and
WHEREAS, on May 14, 2013, the City Council adopted Ordinance No. 651 establishing
the AGTBID; and
WHEREAS, the purpose of the Advisory Board is to consult with and advise the City
Council on those matters dealing with the method and basis of levying assessments
within the AGTBID; expenditures of revenues derived from such assessments; and
programs, services, improvements, and activities intended to promote lodging
establishments within the District; and
WHEREAS, on April 3, 2023, the Advisory Board approved the FY 202 2-23 AGTBID
Annual Report; and
WHEREAS, on April 25, 2023, the City Council approved the Advisory Board’s Annual
Report and adopted a Resolution of Intention to levy and collect assessments for the
2023-24 fiscal year and to set a date for a public hearing for May 2 3, 2023; and
WHEREAS, on May 23, 2023, the City Council adopted a Resolution levying an annual
assessment for the AGTBID for the 2023-24 fiscal year; and
WHEREAS, the budget recommendations are based upon City revenue projections and
will fund a work plan that meets the objectives, goals, and responsibilities of the AGTBID.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo
Grande, as follows:
1. The foregoing recitals are true and correct and are incorporated herein.
2. The City Council hereby adopts the FY 2023-24 budget for the Arroyo Grande
Tourism Business Improvement District attached hereto as Exhibit A.
Page 389 of 476
RESOLUTION NO.
PAGE 2
On motion of , seconded by , and on the following roll call vote,
to wit:
AYES:
NOES:
ABSENT:
the foregoing Resolution was passed and adopted this 23rd day of May, 2023.
Page 390 of 476
RESOLUTION NO.
PAGE 3
CAREN RAY RUSSOM, MAYOR
ATTEST:
JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
WHITNEY McDONALD, CITY MANAGER
APPROVED AS TO FORM:
ISAAC ROSEN, CITY ATTORNEY
Page 391 of 476
RESOLUTION NO.
PAGE 4
EXHIBIT A
Beginning Fund Balance 383,583$
Revenue Source Amount
TBID Assessments 309,000$
Interest 750
Appropriation from fund balance 15,750
Total Revenue 325,500$
Activity Amount Activity Amount
Advertising Membership & Subscriptions
Consultant Services 110,000$ CCTC 500$
Photo/Video Assets 15,000 Event Sponsorships 20,000
Promotional Product 5,000 Sub-total Membership & Subs.20,500$
Advertising Hard Costs 90,000
Travel and Trade Shows 7,500
Coop Advertising 15,000 Official Arroyo Grande Merchandise
Sub-total Advertising Contest 5,000$
242,500$ Merchandise 5,000
Services & Supplies Sub-Total Official Merchandise 10,000$
City - administrative 45,000$
Supplies/Domains 2,500 Total Expenditures 325,500$
Vacation rental code compliance 5,000
Sub-total Services & Supplies 52,500$
Ending Fund Balance 367,833$
REVENUES
EXPENDITURES
Page 392 of 476
ATTACHMENT 3
ARROYO GRANDE TOURISM BUSINESS IMPROVEMENT DISTRICT
ADVISORY BOARD BY-LAWS
Section 1: Purpose
The Arroyo Grande Tourism Business Improvement District (AGTBID) Advisory Board
(Board) advises the City Council in the administration and use of the assessment funds. The
Board recommends projects to the City of Arroyo Grande to promote tourism to directly
benefit the City's lodging industry.
Section 2: Membership
Board members shall be appointed by the City Council. The total membership of the
Board shall consist of a minimum of three (3) but not more than nine (9five (5) members,
2/3rdsat least three of which shall be owners of lodging businesses within the AGTBID or
others with knowledge of tourism and/or the lodging industry. The Mayor and each
Council Member shall appoint one representative to the AGTBID Board, subject to
approval by a majority of the Council.
Membership on the Board shall be exempt from City residency requirements otherwise
applicable to other City Advisory Boards.advisory bodies. Criteria and selection for
membership shall not discriminate based upon sex, race, religion, creed, color, age,
national or ethnic origin, or any other classification protected by law.
Those seeking appointment to the Board must submit an application to the City Clerk’s
Office. Those Board members shall be appointed for four (4) years.
Board members whose terms have expired must submit a new application (terms are
not automatically renewed), and the City Clerk will notify said Board members with a
letter and new application form. Applications shall remain valid and on file for one year.
All appointees to the Board are also subject to the City’s Ethics Policy and training
requirements.
Section 3: Term
Members of the Board shall serve for a term ending the January 31st following the
expiration of the term of the respective appointing Mayor or Council Member, as
applicable, unless re-appointed.
Section 4: Remuneration,
The Board shall serve without compensation.
Section 5: Termination of Membership
Any member of the Board serving as an owner of a lodging business within the AGTBID
shall be terminated in the event the member is no longer an owner of a lodging business
or someone with knowledge of tourism and/or the lodging industry.
Section 6: Removal of Members
A memberMembers of the Board may be removed prior to expiration of their term by a
majority vote of the City Council.
Section 7: Resignation,
Any Board Member may resign at any time by giving written notice to the Chairperson,
who shall forward such notice to the Board. Any such resignation will take effect upon
receipt by the Chairperson or upon any date specified therein. The acceptance of such Page 393 of 476
resignation shall not be necessary to make it effective.
Section 8: Filling of Vacancies
In the event of a vacancy on the Board, the City Council shall appoint an individual to
fill such vacancy as soon as reasonably practicable. New members must meet the
membership qualifications.
Section 9: Functions and Duties.
The functions and duties of the Board shall include, but not be limited to, the following:
a. To study, investigate and determine the need for the Arroyo Grande
Tourism Business Improvement District on an annual basis.
b. To advise the City Council regarding the expenditure of assessment funds
on an annual and ongoing basis.
c. To prepare and file the annual report as described in Streets and Highways
Code Section 36533. Such report shall be submitted to the City Council no
later than April 30 of each year.
d. To study, investigate and make proposals regarding the need for any
changes to the Arroyo Grande Tourism Business Improvement District on
an annual basis be included in the annual report.
e. To perform any other functions as directed by the City Council from time to
time.
Section 10: Officers
a. At the first regular meeting of the Board wherein newly appointed Members
are seated, the Members shall elect a Chairperson and Vice Chairperson
who shall hold office for a period of one year.
b. iheThe Chairperson shall preside over all meetings of the Board, and
otherwise perform such duties as directed by the Board or Council. The
Chairperson may sign documents necessary to carry out the business of
the Board.
c. The Vice Chairperson shall serve in the absence or incapacity of the
Chairperson.
Section 11: Meetings,
a. Regular Board meetings shall be held six times a year in the months
of January, FebruaryMarch, April, June, August, and October, on the
4thth Monday of the month at 3:30 p.m. at a location accessible to the public,
in Arroyo Grande, California.
b. Special meetings may be called at any time by the Chairperson or by
a majority of the Board.
c. A notice, agenda and other necessary documents shall be posted on the
City’s website and delivered to the lodging members, personally, by mail or
by e-mailemail to Board members, at least seventy-two (72) hours prior for
a regular meeting and 24 hours prior for a special meeting.
d. The meetings shall be open to the public.
e. A quorum shall consist of a majority of the Board Members then serving on
the TBID Board.
f. All actions of the TBID Board shall be by a majority vote or consensus and
shall be directed through the Chairperson.
Page 394 of 476
g. Minutes of each meeting shall be taken, shall be available as a public
record and forwarded to the Council if needed.
Section 12: Staff Representation
a. The City of Arroyo Grande City Manager, or the designee of the City
Manager, shall be responsible for preparing agendas and reports
pertaining to Committee business and shall attend the Board meeting.
b. The South County Chambers of Commerce Executive DirectorA designee of
the City of Arroyo Grande City Manager will prepare and maintain accurate
minutes of the official activities of the Board.
Section 13: Amendments
All amendments to the Bylaws shall be approved by the City Council.
Page 395 of 476
ATTACHMENT 4
AR ROYO GRANDE TOURISM BUSINESS IMPROVEMENT DISTRICT
ADVISORY BOARD BY-LAWS
Section 1: Purpose
The Arroyo Grande Tourism Business Improvement District (AGTBID) Advisory Board
(Board) advises the City Council in the administration and use of the assessment funds. The
Board recommends projects to the City of Arroyo Grande to promote tourism to directly
benefit the City's lodging industry.
Section 2: Membership
Board members shall be appointed by the City Council. The total membership of the
Board shall consist of five (5) members, at least three of which shall be owners of lodging
businesses within the AGTBID or others with knowledge of tourism and/or the lodging
industry. The Mayor and each Council Member shall appoint one representative to the
AGTBID Board, subject to approval by a majority of the Council.
Membership on the Board shall be exempt from City residency requirements otherwise
applicable to other City advisory bodies. Criteria and selection for membership shall not
discriminate based upon sex, race, religion, creed, color, age, national or ethnic origin,
or any other classification protected by law.
Those seeking appointment to the Board must submit an application to the City Clerk’s
Office. Those Board members whose terms have expired must submit a new application
(terms are not automatically renewed), and the City Clerk will notify said Board
members with a letter and new application form. Applications shall remain valid and on
file for one year.
All appointees to the Board are also subject to the City’s Ethics Policy and training
requirements.
Section 3: Term
Members of the Board shall serve for a term ending the January 31st following the
expiration of the term of the respective appointing Mayor or Council Member, as
applicable.
Section 4: Remuneration
The Board shall serve without compensation.
Section 5: Termination of Membership
Any member of the Board serving as an owner of a lodging business within the AGTBID
shall be terminated in the event the member is no longer an owner of a lodging business
or someone with knowledge of tourism and/or the lodging industry.
Section 6: Removal of Members
Members of the Board may be removed prior to expiration of their term by a majority vote
of the Council.
Section 7: Resignation
Any Board Member may resign at any time by giving written notice to the Chairperson,
who shall forward such notice to the Board. Any such resignation will take effect upon
Page 396 of 476
ATTACHMENT 4
receipt by the Chairperson or upon any date specified therein. The acceptance of such
resignation shall not be necessary to make it effective.
Section 8: Filling of Vacancies
In the event of a vacancy on the Board, the City Council shall appoint an individual to
fill such vacancy as soon as reasonably practicable. New members must meet the
membership qualifications.
Section 9: Functions and Duties
The functions and duties of the Board shall include, but not be limited to, the following:
a. To study, investigate and determine the need for the Arroyo Grande
Tourism Business Improvement District on an annual basis.
b. To advise the City Council regarding the expenditure of assessment funds
on an annual and ongoing basis.
c. To prepare and file the annual report as described in Streets and Highways
Code Section 36533. Such report shall be submitted to the City Council no
later than April 30 of each year.
d. To study, investigate and make proposals regarding the need for any
changes to the Arroyo Grande Tourism Business Improvement District on
an annual basis be included in the annual report.
e. To perform any other functions as directed by the City Council from time to
time.
Section 10: Officers
a. At the first regular meeting of the Board wherein newly appointed Members
are seated, the Members shall elect a Chairperson and Vice Chairperson
who shall hold office for a period of one year.
b. The Chairperson shall preside over all meetings of the Board, and
otherwise perform such duties as directed by the Board or Council. The
Chairperson may sign documents necessary to carry out the business of
the Board.
c. The Vice Chairperson shall serve in the absence or incapacity of the
Chairperson.
Section 11: Meetings,
a. Regular Board meetings shall be held six times a year in the months
of January, March, April, June, August, and October, on the 4th Monday
of the month at 3:30 p.m. at a location accessible to the public, in Arroyo
Grande, California.
b. Special meetings may be called at any time by the Chairperson or by
a majority of the Board.
c. A notice, agenda and other necessary documents shall be posted on the
City’s website and delivered by mail or email to Board members , at least
seventy-two (72) hours prior for a regular meeting and 24 hours prior for a
special meeting.
d. The meetings shall be open to the public.
e. A quorum shall consist of a majority of the Board Members then serving on
the TBID Board.
Page 397 of 476
ATTACHMENT 4
f. All actions of the TBID Board shall be by a majority vote or consensus and
shall be directed through the Chairperson.
g. Minutes of each meeting shall be taken, shall be available as a public
record and forwarded to the Council if needed.
Section 12: Staff Representation
a. The City of Arroyo Grande City Manager, or the designee of the City
Manager, shall be responsible for preparing agendas and reports
pertaining to Committee business and shall attend the Board meeting.
b. A designee of the City of Arroyo Grande City Manager will prepare and
maintain accurate minutes of the official activities of the Board.
Section 13: Amendments
All amendments to the Bylaws shall be approved by the City Council.
Page 398 of 476
ATTACHMENT 5
Attachment 5 – Staff Report from the April 25, 2023 City Council Meeting is available
as a link:
Annual Report, Resolution of Intention to Levy Annual Assessment for AGTBID,
Consideration of Alternatives for Future of AGTBID Staff Report
Page 399 of 476
ATTACHMENT 6
1
ACTION MINUTES
REGULAR MEETING OF THE CITY COUNCIL
April 25, 2023, 6:00 p.m.
Hybrid City Council Chamber/Virtual Zoom Meeting
215 East Branch Street, Arroyo Grande
Council Members Present: Mayor Ray Russom, Council Member
George, Council Member Guthrie, Council
Member Secrest
Council Members Absent: Mayor Pro Tem Barneich
Staff Present: City Clerk Jessica Matson, City Attorney Isaac
Rosen, City Manager Whitney McDonald,
Assistant City Manager/Public Works Director
Bill Robeson, Recreation Services Director
Sheridan Bohlken, Administrative Services
Director Nicole Valentine, Five Cities Fire
Chief Steve Lieberman
This meeting was conducted in a hybrid in-person/virtual format.
_____________________________________________________________________
1. CALL TO ORDER
Mayor Ray Russom called the Regular City Council Meeting to order at 6:00 p.m.
2. ROLL CALL
City Clerk Matson took roll call.
3. MOMENT OF REFLECTION
4. FLAG SALUTE
Mayor Ray Russom led the flag salute.
5. AGENDA REVIEW
5.a Closed Session Announcements
None.
5.b Ordinances read in title only
Page 400 of 476
ATTACHMENT 6
2
None.
6. SPECIAL PRESENTATIONS
6.a Honorary Proclamation Declaring May as National Foster Care Month
Mayor Ray Russom read the Honorary Proclamation Declaring May as National Foster Care
Month. Felipe Gonzalez, Program Review Specialist for Foster Care Support, accepted the
proclamation.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
6.b Honorary Proclamation Recognizing May 7-13, 2023 as National Travel and Tourism Week
Mayor Ray Russom read the Honorary Proclamation Recognizing May 7-13 as National Travel
and Tourism Week. Melissa Murray, Project Manager, Destination Management, Visit SLO CAL,
and Kathy McCorry, South County Chambers of Commerce, accepted the proclamation.
Mayor Ray Russom invited public comment. Speaking from the public was Sean Dasmann,
Agrarian Hotel. No further public comments were received.
No action was taken on this item.
6.c Honorary Proclamation Declaring May 7-13, 2023 as Public Service Recognition Week
Mayor Ray Russom read the Honorary Proclamation Declaring May 7-13, 2023 as Public
Service Recognition Week. Tashina Ureno, Human Resources Officer, accepted the
proclamation.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
6.d City Manager Communications
City Manager McDonald thanked the community for supporting the We Heart AG event;
provided information regarding a public workshop regarding the Halcyon Complete Streets Plan;
Recreation Department Mother's Day Tea Party; the new City newsletter; and discussed
upcoming items for Council consideration.
Mayor Ray Russom invited public comment. Speaking from the public was Alexandria Davis.
No further public comments were received.
No action was taken on this item.
7. CITY COUNCIL REPORTS
The City Council provided brief reports from the following committee, commission, board, or other
subcommittee meetings that they attended as the City’s appointed representative.
7.a MAYOR RAY RUSSOM:
Page 401 of 476
ATTACHMENT 6
3
1. California Joint Powers Insurance Authority (CJPIA)
2. Central Cost Blue Regional Recycled Water Authority Board
3. San Luis Obispo County Mayor's Meeting
4. South San Luis Obispo County Sanitation District (SSLOCSD)
5. Other
7.b MAYOR PRO TEM BARNEICH:
1. Audit Committee
2. Homeless Services Oversight Council (HSOC)
3. Zone 3 Water Advisory Board
4. Other
7.c COUNCIL MEMBER GEORGE:
1. Five Cities Fire Authority
2. Tourism Business Improvement District Advisory Board
3. Visit SLO CAL Advisory Board
4. Other
7.d COUNCIL MEMBER GUTHRIE:
1. County Water Resources Advisory Committee (WRAC)
2. Council of Governments/Regional Transit Authority/ South County Transit
(SLOCOG/SLORTA/SCT)
3. Integrated Waste Management Authority Board (IWMA)
4. REACH SLO Advisory Commission
5. Other
7.e COUNCIL MEMBER SECREST:
1. Air Pollution Control District (APCD)
2. South County Chambers of Commerce Arroyo Grande Business Meeting
3. South County Chambers of Commerce Governmental Affairs Committee
4. Other
8. COMMUNITY COMMENTS AND SUGGESTIONS
Mayor Ray Russom invited public comment. Speaking from the public were Robin Barnes, Dan
Pittaway, Central Coast Veterans Museum. No further public comments were received.
Page 402 of 476
ATTACHMENT 6
4
9. CONSENT AGENDA
Mayor Ray Russom asked the Council if there were any questions or any items to be pulled from the
consent agenda for further discussion.
Mayor Ray Russom invited public comment. No public comments were received.
Mayor Ray Russom called for a brief break at 6:40 p.m. The Council reconvened at 6:45 p.m.
Moved by Council Member Guthrie
Seconded by Council Member George
Approve Consent Agenda Items 9.a. through 9.g., with the recommended courses of action.
AYES (4): Council Member Guthrie, Council Member George, Council Member Secrest, and Mayor
Ray Russom
ABSENT (1): Mayor Pro Tem Barneich
Passed (4 to 0)
9.a Consideration of Cash Disbursement Ratification
1) Ratify the attached listing of cash disbursements for the period of March 16 through March
31, 2023. 2) Determine that ratifying the cash disbursements is not a project subject to the
California Environmental Quality Act (“CEQA”) because it has no potential to result in either a
direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA
Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)
9.b Approval of Minutes
Approve the minutes of the Regular City Council Meetings of March 28, 2023 and April 11,
2023, as submitted.
9.c Consideration of Adoption of a Resolution Declaring a Continued Local Emergency
Related to the Ongoing Storm Events
1) Adopt a Resolution declaring a continued local emergency related to the ongoing storm
events, beginning in December 2022 and continuing through the present. 2) Make findings that
adopting the Resolution continuing a local emergency is not a project subject to the California
Environmental Quality Act (“CEQA”) because the continued declaration in itself has no potential
to result in either a direct, or reasonably foreseeable indirect, physical change in the
environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)
9.d Acceptance of Oak Park Boulevard Drainage Repairs Project PW 2020-04
1) Accept the project improvements as constructed by Raminha Construction, Inc. in
accordance with the plans and specifications for the Oak Park Boulevard Drainage Repairs
Project, PW 2020-04; 2) Direct staff to file a Notice of Completion; and 3) Authorize release of
retention, thirty-five (35) days after the Notice of Completion has been recorded if no liens have
been filed.
Page 403 of 476
ATTACHMENT 6
5
9.e Consideration of Approval of an Agreement for Traffic Signal Maintenance with Lee
Wilson Electric Company
1) Approve a 2-year agreement with Lee Wilson Electric Company for traffic signal maintenance
with the option of two (2) 2-year extensions; and 2) Determine that approving an agreement
for traffic signal maintenance is categorically exempt from the California Environmental
Quality Act (“CEQA”) under the Class 1 exemption, which applies to the repair,
maintenance, or minor alteration of existing structures, facilities, mechanical equipment,
or topographical features, among others, where the project involves negligible or no
expansion of existing or former use(State CEQA Guidelines, § 15301), and further finds
that none of the exceptions set forth in State CEQA Guidelines section 15300.2 apply.
9.f Consideration of a Purchase Order for (1) New Air Compressor; and Declaration of PW-
243 - 1989 Air Compressor as Surplus
1) Approve a purchase order for the purchase of a new air compressor and find that the
Purchase Order for the specific equipment is unique because of its quality, durability, availability
and fitness for the contemplated use; 2) Declare PW -243 - 1989 Air Compressor as surplus; 3)
Determine that approving a purchase order for a new air compressor is not a project
subject to the California Environmental Quality Act (“CEQA”) because it has no potential
to result in either a direct, or reasonably foreseeable indirect, physical change in the
environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)
9.g Monthly Water Supply and Demand Update
Receive and file the Monthly Water Supply and Demand Update.
10. PUBLIC HEARINGS
None.
11 . OLD BUSINESS
11 .a Consider a Draft Amended and Restated JPA of the FCFA, Discuss Terms for a Potential
Contract for Fire and Emergency Response Services with the OCSD, and Receive and
File the FCFA Final Organizational Assessment Report completed by Baker Tilly
City Manager McDonald provided a brief background of the report, recommendations for
Council consideration, and responded to questions from Council. City Attorney Rosen provided
clarification regarding negotiations of the JPA.
Mayor Ray Russom invited public comment. No public comments were received.
Council comments included support for staff's recommendations regarding the draft Amended
and Restated Joint Powers Agreement for the Five Cities Fire Authority as well as contract
terms for negotiation with Oceano Community Service District for future fire and emergency
response service past June 30, 2023.
Moved by Council Member George
Seconded by Council Member Guthrie
Page 404 of 476
ATTACHMENT 6
6
1) Approve staff's recommendation regarding the draft Amended and Restated Joint Powers
Agreement for the Five Cities Fire Authority; 2) Direct staff to look at a 9-month agreement with
a month-to-month extension for service between the FCFA and the OCSD for future fire and
emergency response service past June 30, 2023; and 3) Receive and file the final report from
Baker Tilly providing an organizational assessment of the FCFA.
AYES (4): Council Member George, Council Member Guthrie, Council Member Secrest, and
Mayor Ray Russom
ABSENT (1): Mayor Pro Tem Barneich
Passed (4 to 0)
12. NEW BUSINESS
12.a Discussion of Preschool and Child Care Programs Offered through the Recreation
Services Department and the Mark M. Millis Community Center
Recreation Services Director Bohlken and City Manager McDonald presented the report and
staff responded to questions from Council.
Mayor Ray Russom invited public comment. Speaking from the public were Stacy Hall,
Bernadette Somo, Niccola Nelson, Michael Newsom, Karla Brown, Natalie Lackey, Nick, Chris
Clark, Carrie Van Beveren, No Name Provided, Wendy Wendt, Shana Paulson, Jill Fitzgerald,
Ashley Gray, Evelyn Brown, Claire Clark, Ashlee Akers, and No Name Provided. City Clerk
Matson read into the record written comments received by Jack, Charlie, Maggie, Ashley
Beene, Traci Walker, Amy Southcott, Ashley Gray, Rachel Naccarati, Mykel Rangel, and Julie
Casey. No further public comments were received.
Council discussion ensued regarding childcare capacity, cost for preschool, and before and after
school childcare. Council Member George provided a recommendation to continue the
preschool program through June 2024. Council discussion ensued regarding facility conditions.
Moved by Mayor Ray Russom
Seconded by Council Member Guthrie
Provided direction to staff to phase out its existing child care programs by the fall of 2023 and to
provide a list of childcare providers to current participants.
AYES (4): Mayor Ray Russom, Council Member Guthrie, Council Member Secrest, and Council
Member George
ABSENT (1): Mayor Pro Tem Barneich
Passed (4 to 0)
12.b Consideration of Annual Report, Adoption of Resolution of Intention to Levy Annual
Assessments for the AGTBID; Consideration of Alternatives for Future of AGTBID
Page 405 of 476
ATTACHMENT 6
7
Mayor Ray Russom declared of conflict of interest due to being a vacation rental and homestay
provider, called for a brief break at 10:10 p.m., and left the meeting. The Council reconvened at
10:15 p.m.
Council Member George presided over the meeting.
City Manager McDonald presented the report; Ashlee Akers and Natalie Bovee, Verdin
Marketing, presented the Annual Report and responded to questions from Council.
At 10:50 p.m., Council Member George stated that pursuant to Council policy, the Council must
vote unanimously to continue the meeting past 11:00 p.m. Council Member Guthrie moved to
continue the meeting to 11:30 p.m. Council Member Secrest seconded the motion, and the
motion passed unanimously by voice vote.
Council Member George invited public comment. No public comments were received. Council
Member George left public comment open.
Discussion continued regarding the Resolution of Intention to levy and collect assessments
within the Arroyo Grande Tourism Business Improvement District area for Fiscal Year 2023-24,
including the possibility of the disestablishment of the AGTBID and winding up of its affairs in
accordance with applicable State law. City Attorney Rosen and City Clerk Matson provided
clarification regarding the the public hearing process and public noticing.
Council discussion ensued around using assessment funds towards host compliance,
Destination Management Organizations (DMO) versus TBIDs, and the make-up of the TBID
Advisory Board. City Attorney Rosen provided clarification regarding DMOs and TBIDs.
Council Member George invited public comment. Speaking from the public was Kathy Cartier,
Kathy McCorry, Gaea Powell and Sean Dasmann. No further public comments were received
and Council Member George closed public comment.
At 11:30 p.m., Council Member Guthrie moved to continue the meeting to 11:45 p.m. Council
Member Secrest seconded the motion, and the motion passed unanimously by voice vote.
Council discussion included support for changing the make-up of the Advisory Board to a 5-
member Board, appointed individually by City Council members, consistent with other City
advisory bodies. City Manager McDonald commented that updated Board Bylaws and a
discussion of administration of the AGTBID Board will be brought to Council for consideration on
May 23, 2023.
Moved by Council Member George
Seconded by Council Member Secrest
Receive and Approve the Annual Report
AYES (3): Council Member George, Council Member Secrest, and Council Member Guthrie
ABSENT (2): Mayor Ray Russom, and Mayor Pro Tem Barneich
Passed (3 to 0)
Page 406 of 476
ATTACHMENT 6
8
Moved by Council Member Guthrie
Seconded by Council Member Secrest
Adopt a Resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE DECLARING ITS INTENTION TO CONTINUE THE ARROYO GRANDE
TOURISM BUSINESS IMPROVEMENT DISTRICT, TO CONTINUE THE BASIS FOR AND TO
LEVY THE ASSESSMENTS FOR THE DISTRICT, AND TO SET A DATE FOR THE PUBLIC
HEARING ON THE DISTRICT AND THE ASSESSMENT FOR THE 2023-24 FISCAL YEAR";
set a public hearing date of May 23, 2023; and direct staff to place proposed updated TBID
Board Bylaws and consideration of transitioning the administration of the AGTBID to City staff
on the May 23, 2023 City Council Agenda.
AYES (3): Council Member Guthrie, Council Member Secrest, and Council Member George
ABSENT (2): Mayor Ray Russom, and Mayor Pro Tem Barneich
Passed (3 to 0)
13. COUNCIL COMMUNICATIONS
Council Member Guthrie requested that the Council consider directing staff to agendize a discussion
regarding IWMA direction. Council Member George concurred.
14. ADJOURNMENT
There being no further business to come before the City Council, Council Member George adjourned
the meeting at 11:41 p.m.
_________________________
Caren Ray Russom, Mayor
_________________________
Jessica Matson, City Clerk
Page 407 of 476
Item 11.a.
MEMORANDUM
TO: City Council
FROM: Whitney McDonald, City Manager
SUBJECT: Discuss Terms for a Potential Contract for Fire and Emergency
Response Services Between the Five Cities Fire Authority and the
Oceano Community Services District
DATE: May 23, 2023
SUMMARY OF ACTION:
Consider and provide direction regarding the proposed terms for a future fire and
emergency services contract between the Five Cities Fire Authority (FCFA) and the
Oceano Community Services District (OCSD).
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
It is estimated that the City’s costs for fire and emergency services will increase
significantly as a result of the OCSD’s exit from the FCFA and the effects of static funding
amounts from the three current parties to the FCFA since fiscal year 2019 -20. It is
estimated that the City’s financial contributions to the FCFA will need to increase from
$2,580,955 in Fiscal Year 2022-23 to $3,796,000 in Fiscal Year 2023-24. This amount
assumed that a contract for fire and emergency response service would be approved
between the FCFA and the OCSD, which would require a payment of $1,211,000 from
the OCSD for service through June 30, 2024. Based on Council direction provided on
April 25, 2023, the proposed terms for a contract for service to OCSD would provide fire
and emergency services for nine months, through March 31, 2024, at a cost of
$1,211,000. Additional months of service would cost $133,000 per month, which would
increase the total revenue to the FCFA for Fiscal Year 2023 -24 to $8,874,000. As it is
unknown whether the additional months of service and the corresponding revenue
increases to the FCFA will occur, the City’s preliminary budget includes the amount of
funding necessary to pay its share of estimated costs assuming $1,211,000 in revenue
from a service contract with the OCSD.
The OCSD Board of Directors provided direction to its General Manager on May 10, 2023,
to seek an agreement for service from the FCFA with a one -year term at a cost of
$1,150,000, and the ability to extend the term for a cost of $95,833.33 per month. If these
terms are accepted, revenue to the FCFA will be $60,000 less than anticipated. To
address this revenue shortfall, FCFA’s operating budget may be decreased by this
Page 408 of 476
Item 11.a.
City Council
Discuss Terms for a Potential Contract for Fire and Emergency Response Services
Between the Five Cities Fire Authority and the Oceano Community Services District
May 23, 2023
Page 2
amount, the shortfall may be addressed through FCFA fund balance, or the two member
agencies may increase contributions, if the terms proposed by the OCSD Board of
Directors are approved.
RECOMMENDATION:
Discuss and provide direction regarding the proposed terms for a future fire and
emergency services contract between the FCFA and the OCSD .
BACKGROUND:
The Five Cities Fire Authority (FCFA) was formed on July 9, 2010, through a Joint
Exercise of Powers Agreement (JPA) entered into by the City of Arroyo Grande (City),
the City of Grover Beach, and the Oceano Community Services District (OCSD ). The
FCFA is a consolidation of three individual fire departments, operating out of the three
existing member community fire stations. Together, the FCFA provides integrated and
efficient fire and emergency medical services to the three communities, serving
approximately 40,000 residents.
In 2017, the FCFA Board of Directors adopted a five -year Strategic Plan. The Strategic
Plan outlines the investments that were deemed necessary to replace obsolete capital
equipment, including fire engines and self -contained breathing apparatus, and to provide
staffing levels needed to ensure appropriate levels of service for the three member
agencies.
In June 2019, an amendment to the Joint Exercise of Powers Agreement (Second
Amendment1) was approved that altered the funding formula used to determine each
member community’s share of the FCFA’s costs and ensure funding consistent with the
Strategic Plan. These alterations would go into effect if OCSD was successful in passing
a special tax measure in 2020 to raise additional revenue for its fire and emergency
service costs. The Second Amendment also identified a defined “wind -down” process and
timeline should the OCSD ballot measure fail or should a member community leave the
JPA or the JPA be dissolved.
As required under the Second Amendment, OCSD placed a special tax measure on the
March 2020 ballot. Although over 66% of Oceano voters supported the measure, it fell 10
votes short of the 66.67% necessary to enact the special tax and the measure failed. As
proposed, the special tax measure would have raised approximately $422,000 annually
for the OCSD to use for emergency and fire services to the Oceano community. This
amount would have increased up to 2% annually.
1 The First Amendment was a Memorandum of Agreement approved in May 2018, which was intended to
facilitate a negotiation of the existing cost sharing methodology in light of the increased investment called
for in the Strategic Plan.
Page 409 of 476
Item 11.a.
City Council
Discuss Terms for a Potential Contract for Fire and Emergency Response Services
Between the Five Cities Fire Authority and the Oceano Community Services District
May 23, 2023
Page 3
Following the outcome of the OCSD’s 2020 ballot measure, the parties approved a Third
Amendment to the JPA in July 2020. Under the terms of the Third Amendment, the FCFA
has been required to operate under a flat budget, with contributions from the three
member agencies remaining static since Fiscal Year 2019-20 at $2,580,955 for Arroyo
Grande, $2,015,115 for Grover Beach, and $1,138,148 for Oceano.
The Third Amendment also required the OCSD to place a new special tax measure on
the ballot for the primary election occurring in 2022. If the measure passed, the new
funding formula set forth in the Second Amendment to the JPA would take effect on July
1, 2022. If the 2022 ballot measure failed, the City’s costs would remain at their current
levels through a one-year wind down period (and related work program) that would result
in the OCSD no longer being a part of the JPA, effective June 30, 2023.
Measure A-22 was placed on the ballot in Oceano by OCSD in June 2022, as required
under the Third Amendment. Measure A-22 failed to gather a two-thirds majority vote,
with the final results certified on July 7, 2022. With the failure of Measure A-22, the Third
Amendment states that the OCSD will cease to be a member of the JPA effective June
30, 2023.
Since the June 2022 election, a number of presentations and discussions have been held
with the City Council regarding the OCSD’s exit from the FCFA, as well as current and
future needs of the FCFA to provide ongoing service to the community. A summary of the
wind down process was shared with the City Council on August 9, 2022. In October 2022,
the cities of Grover Beach and Arroyo Grande retained a third -party consultant, Baker
Tilly, to conduct an organization assessment of the FCFA and to assist the two cities in
evaluating the financial and operational effects of the OCSD’s withdrawal as well as
options for service delivery. The preliminary conclusions of that study were presented to
the City Council on February 28, 2023, where direction was received to pursue a service
model that would offer to provide fire and emergency service to Oceano on a short -term
contract, fee for service arrangement, while the OCS D’s application to the Local Area
Formation Commission to divest itself of its fire service powers is processed and
concluded.
On April 25, 2023, staff presented to Council a draft Amended and Restated Joint Powers
Agreement for the FCFA to govern the FCFA through a new two-city model. Additionally,
the final Baker Tilly study was submitted, and Council provided direction to continue
pursuing Plan A-4 described in the study, with costs as shown below:
Page 410 of 476
Item 11.a.
City Council
Discuss Terms for a Potential Contract for Fire and Emergency Response Services
Between the Five Cities Fire Authority and the Oceano Community Services District
May 23, 2023
Page 4
Also on April 5, 2023, potential terms for a contract between the FCFA and the OCSD
were discussed. At the conclusion of the discussion, Council directed staff to pursue a
fire and emergency services contract between the FCFA and the OCSD that incorporates
the following terms:
Term of nine months
Cost of $1,211,000 for the initial term
The term may be extended on a month -to-month basis for a cost equivalent to the
monthly rate of the total costs per month
A proposed contract for service was developed incorporating these proposed terms (see
Attachment 1) and provided to the OCSD’s General Manager for consideration. On May
10, 2023, the OCSD Board of Directors discussed the proposed terms and provided
direction to its General Manager to seek a contract for service with the following terms:
One-year term at a cost of $1,150,000 to the OCSD; or
Nine-month term at a cost of $862,500; and
Flexible options for an extension to the term with costs per service commensurate
with the yearly cost of $1,150,000.
Page 411 of 476
Item 11.a.
City Council
Discuss Terms for a Potential Contract for Fire and Emergency Response Services
Between the Five Cities Fire Authority and the Oceano Community Services District
May 23, 2023
Page 5
ANALYSIS OF ISSUES:
In light of the recent direction provided by the OCSD Board of Directors, this item is being
presented to enable discussion and seek further direction regarding the terms of a
potential contract for service between the FCFA and the OCS D. During its discussion of
this issue on May 10, 2023, the OCSD Board of Directors considered a different
methodology for calculating costs of service. Where the Arroyo Grande City Council,
during the discussion on April 25, 2023, considered that the cost s to Oceano under the
formula identified in the Third Amendment to the JPA would be $1,581,000 based on the
estimated FY 2023-24 FCFA budget, the OCSD Board of Directors considered costs
based purely on calls for service. Using calculations that based on e stimated calls for
service to each jurisdiction in 2022, the OCSD asserts that Arroyo Grande will be paying
$1,669.31 per call for service in FY 2023-24. The OCSD is proposing that this same cost
per call be applied to the anticipated calls for service to Oceano and that this calculation
form the basis of the total proposed cost for one year of service of $1,150,000.
Staff is continuing to evaluate the proposed revisions to the contract for service, as well
as the cost calculations used by the OCSD to generate its request. Due to the short time
frame for the parties to conclude negotiations before the OCSD exits the FCFA at the end
of June, it is recommended that the City Council discuss the proposed revised terms and
provide further direction to staff.
Ultimately, the newly constituted FCFA Board of Directors and the OCSD Board of
Directors will need to approve a service agreement if terms can be successfully
negotiated. It is anticipated that a meeting of the new FCFA Board of Directors will be
convened during the week of June 19th following approval of the Amended and Restated
JPA on June 13, 2023. During that meeting, the new FCFA Board would be requested to
review and approve the FCFA’s FY 2023-24 budget and two contracts with the OCSD –
a limited term contract for service, and an agreement regarding the OCSD’s ongoing
CalPERS liabilities. The latter contract has also been prepared by City staff and presented
to the OCSD for review.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Discuss and provide direction regarding terms for a contract for service between
the FCFA and the OCSD for future fire and emergency response service past June
30, 2023;
2. Provide other direction to staff.
ADVANTAGES:
Providing additional direction regarding the terms for a potential service contract between
the FCFA and the OSCD will further equip staff to negotiate an agreement that will meet
the needs of the parties before the end of June 2023.
Page 412 of 476
Item 11.a.
City Council
Discuss Terms for a Potential Contract for Fire and Emergency Response Services
Between the Five Cities Fire Authority and the Oceano Community Services District
May 23, 2023
Page 6
DISADVANTAGES:
There are no known disadvantages to providing direction regarding the potential terms of
a service contract with the OCSD.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachments:
1. Draft Service Contract between the FCFA and the OCSD
Page 413 of 476
65501.00010\41309777.2
1
ATTACHMENT 1
AGREEMENT TO PROVIDE FIRE SERVICES
BETWEEN THE FIVE CITIES FIRE AUTHORITY AND
OCEANO COMMUNITY SERVICES DISTRICT
THIS AGREEMENT is made and entered into this ____ day of June 2023,
(“Effective Date”) by and between the Five Cities Fire Authority ("FCFA"), a California
Joint Powers Authority as authorized under Government Code Sections 6500 et. seq.,
and Oceano Community Services District ("Oceano"), a County of San Luis Obispo
Community Services District (collectively referred to as "the Parties").
RECITALS
WHEREAS, the Parties are public entities organized and operating under the
laws of the State of California; and
WHEREAS, the Parties have the authority to perform fire protection activities
certain emergency medical services and other related activities for their respective
agencies, including those described within Exhibit B (collectively, “FCFA Services”);
and
WHEREAS, since June 7, 2010, Oceano has been a member agency of the
Five Cities Fire Authority along with the Cities of Grover Beach and Arroyo Grande;
and
WHEREAS, FCFA’s Joint Exercise of Powers Agreement was amended by the
Parties to terminate Oceano’s participation as a member agency in FCFA
commencing July 1, 2023; and
WHEREAS, the Parties desire for FCFA to continue supplying fire and
emergency medical services to Oceano for a temporary period of time consistent with
the terms and conditions of this Agreement; and
WHEREAS, it is the desire of the Parties to address, by this Agreement, all
matters which are related to fire and emergency medical services to be provided to
Oceano, but does not any way modify Oceano’s continuing obligations and liabilities
under the Five Cities Fire Authority Joint Powers Authority Agreement, as amended,
incurred prior to June 30, 2023; and
WHEREAS, Oceano remains subject to all “Wind Down Period” obligations set
forth within the Five Cities Fire Authority Amended and Restated Joint Powers
Authority Agreement, and specifically Section 5 of the Third Amendment to the FCFA
Joint Powers Agreement incorporated herein as Exhibit C, Oceano’s withdrawal from
Page 414 of 476
65501.00010\41309777.2
2
the FCFA shall not absolve Oceano from any Liabilities arising out of Oceano’s
participation in the FCFA since the time the FCFA was created on June 7, 2010
through the date of Oceano’s withdrawal from the FCFA on June 30, 2023; and
WHEREAS, this agreement is entered into pursuant to Government Code §
54981 and § 55632.
AGREEMENT
NOW, THEREFORE, the above “WHEREAS” provisions are incorporated
herein with the same force and effect as any other term and condition of this
Agreement and for and in consideration of the mutual advantages to be derived
therefrom, and in consideration of the mutual covenants herein contained, it is agreed
by and between the Parties hereto as follows:
ARTICLE I
PROVISION OF SERVICES
1.1 Scope of Services. FCFA shall provide Fire and Emergency Medical
Services within the jurisdictional area of Oceano. See jurisdictional map entitled
Exhibit “A” incorporated by reference herein as if set out in full. "Fire and Emergency
Medical Services" shall mean those services identified in Exhibit B.
1.2 Fire Chief. FCFA's Fire Chief or his/her designee shall be immediately
available for response and management of emergency incidents as necessary to
provide incident command and coordination functions within the jurisdictional
boundaries of Oceano over the term of this Agreement.
1.3 Staffing. FCFA shall provide, in its sole discretion, sufficient staffing
personnel, meeting minimum federal and state-mandated training requirements for
their respective classifications and responsibilities, to provide Fire Services, pursuant
to this Agreement, to Oceano for the term of this Agreement. The staff shall consist
of personnel assigned at the sole discretion of FCFA but at least one member of
every shift shall be qualified as an Emergency Medical Technician.
ARTICLE II
PAYMENT FOR SERVICES
2.1 Compensation for Services. Oceano shall compensate FCFA for all
Fire and Emergency Medical Services performed under this Agreement in a fixed
amount of One Million Two Hundred and Eleven Thousand Dollars ($1,211,000.00).
Oceano shall pay, on a quarterly basis (every three months from the effective date of
this Agreement) the sum of Four Hundred and Three Thousand Six Hundred and
Page 415 of 476
65501.00010\41309777.2
3
Sixty-Six Dollars and Sixty-six cents ($403,666.66) for the Fire, Emergency Medical
Services and any related FCFA Activities provided by FCFA. In the event the Fire,
Emergency Medical Services and any related FCFA Activities are extended in
accordance with Section 5.2, the compensation would be determined based upon a
mutually acceptable amendment to this Agreement but will in no event be less than
the amount per month of One Hundred Thirty-Three Thousand, Three Hundred and
Thirty-Three cents ($133,333.33) per month. FCFA shall submit quarterly invoices to
Oceano for the quarterly payment amount. Payments are to be made within thirty
(30) days of FCFA mailed invoice to Oceano, and any non-payment in excess of sixty
(60) days from the date of FCFA’s mailed invoice shall be considered a default under
this Agreement and shall accrue an additional ten (10) percent charge as described
herein.
2.2 Extra and Additional Services. Oceano shall compensate FCFA for
all costs and expenses reasonably and necessarily incurred by FCFA that are outside
and in addition to those Fire and Emergency Medical Services and FCFA Activities
enumerated and defined within Exhibit “B”.
ARTICLE Ill
PROPERTY USED FOR FIRE SERVICES
3.1 Fire Station. FCFA will utilize the Fire Stations number 1 and 2 located
respectively at 140 Traffic Way, Arroyo Grande and 701 Rockaway Ave. Grover
Beach, California, as its primary location s for the provision of Fire, Emergency
Medical Services and FCFA Activities contemplated by this Agreement. Oceano
retains fee title to the Fire Station number 3, but hereby grants FCFA an unrestricted
license for full use of the apparatus bay at Station number 3, located at 1655 Front
Street, Oceano for general storage purposes in furtherance of this Agreement.
Oceano shall also make available for FCFA training and storage, the well site no. 8
property located on South 13th Street. FCFA’s use of Station number 3 and well site
no. 8 shall not be subject to any rental or other cost and shall be part of the
consideration paid by Oceano for Fire, Emergency Medical Services and FCFA
Activities rendered by FCFA to Oceano. Oceano agrees to maintain the Fire Station
number 3 and well site no. 8, in a safe, habitable, and serviceable condition at all
times.
(a) Nothing herein shall in any way limit Oceano's right to grant
concurrent use of the Fire Station to any other party, that does not unreasonably
interfere with FCFA’s use of the apparatus bay for storage. FCFA shall not
unreasonably interfere with the use of the Fire Station for any other purposes by
Oceano.
(b) If Oceano grants rights to a third party for concurrent use of the
Fire Station, Oceano shall take all reasonable steps to ensure that the third
Page 416 of 476
65501.00010\41309777.2
4
party does not interfere with the use of the Fire Station for FCFA storage
purposes and shall provide FCFA at least ten (10) days advanced notice of the
use granted to a third party.
3.2 Maintenance and Replacement. FCFA, consistent with the Amended
and Restated Joint Exercise of Powers Agreement, dated ______, 2023, shall bear
all costs to maintain, repair and replace all facilities, vehicles, equipment and
apparatus owned by FCFA and designated for use in the Fire, Emergency Medical
Services and FCFA Activities.
ARTICLE IV
RELATIONS OF PARTIES
4.1 Special Relationship. The Parties will agree this Agreement does not
create a “special relationship” as the term is defined by Federal or California law,
between Oceano or any other agency, or between the Parties’ officials, officers,
employees, or successors or with any third party as a result of this Agreement.
Further, notwithstanding Oceano’s prior participation in the Five Cities Fire Authority
Joint Exercise of Powers Agreement as a member agency, Oceano has terminated
their participation in the JPA and is no longer a member agency. Oceano does not
participate nor is a member of FCFA and retains no rights or title in the FCFA Joint
Powers Authority after June 30, 2023. Notwithstanding the foregoing, nothing within
this Agreement absolves Oceano from obligations and/or liabilities incurred and owed
to FCFA, under the Five Cities Fire Authority Joint Exercise of Powers Agreement,
over the time period Oceano was a member agency.
ARTICLE V
TERM OF AGREEMENT
5.1 Term. The term of this Agreement shall be from July 1, 2023, through
March 31, 2024 (‘’Initial term”).
5.2 Renewal or Extension of Agreement. The Term of this Agreement
may be extended upon mutual agreement of both Parties. Upon written notice of
either Party sixty (60) days prior to the termination of the Initial Term of this
Agreement, the Parties shall meet and confer for a period up to forty-five (45) days
regarding extending the term of the Agreement and the terms and conditions of the
extension. If agreement cannot be reached, then the Agreement shall terminate with
no further obligations of either Party at the end of the Agreement’s initial term. If the
Agreement is extended by the Parties, notwithstanding any other provisions of this
Agreement, the term for the extension will be on a month-to-month basis commencing
upon the end of the Initial Term.
Page 417 of 476
65501.00010\41309777.2
5
5.3 Termination. Notwithstanding Section 5.1 or Section 5.2 of this
Agreement, either Party may terminate this Agreement by providing thirty (30) days’
written notification to the other party, and the term of this Agreement or any extension
thereof shall be shortened accordingly. Upon termination of this Agreement, FCFA
will deliver to Oceano the unencumbered possession of Station number 3 described
in Article III herein, reasonable wear and tear excepted. On the termination date,
Oceano shall be obligated to pay the proportionate compensation owed to FCFA for all
Fire, Emergency Medical Services and FCFA Activities, incurred up to the termination
date consistent with the terms of this Agreement.
ARTICLE VI
INDEMNIFICATION AND INSURANCE
6.1 Mutual Indemnification.
(a) Each Party shall indemnify, defend and hold harmless the other
party, to the extent allowed by law and in proportion to fault, against any and all
third-party liability for claims, demands, costs or judgments ·(direct, indirect,
incidental or consequential) involving bodily injury, personal injury, death, property
damage or other costs and expenses (including reasonable attorneys' fees, costs
and expenses) arising or resulting from the acts or omissions of its own officers,
agents, employees or representatives carried out pursuant to the obligations of this
Agreement.
(b) Each Party shall protect, defend, indemnify and hold harmless the
other party (including their officials, employees and agents as the same may be
constituted now and from time to time hereafter) from and against any and all
liabilities, losses, damages, expenses or costs, whatsoever (including reasonable
attorneys' fees, costs and expenses), which may arise against or be incurred by
the other Party as a result of or in connection with any actual or alleged breach of
this Agreement by either Party.
(c) Notwithstanding the foregoing Sections 6.l (a) and (b), Oceano shall
remain liable for its own real and personal property damage (including, without
limitation, autos, equipment, and apparatus), since it is retaining ownership of,
insurable interests therein, and insurance on its real and personal property.
(d) Except for any duties either Party owes to the other pursuant to the
provisions of this Agreement, nothing in this Agreement shall be construed to waive
any legal protections or immunities available to the Parties under state or federal
law.
(e) Accordingly, the Parties hereby expressly agree to waive the pro rata
risk allocation contained in California Government Code Section 895.6.
6.2 Mutual Indemnification Obligations Survive Termination. As to activities·
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6
occurring or being carried out in performance of this Agreement and during the term of
this Agreement, the obligations created by Section 6.1 shall survive termination of this
Agreement.
6.3 Immunity Preservation. Nothing in this Agreement shall be read as
waiving or limiting any defense to claims of liability otherwise available to fire personnel,
and/or public employees, such as the defense of qualified immunity. Nothing in this
Agreement shall be read as intending to create or creating a higher duty of care on the
part of either Oceano or FCFA, or their officers, than would otherwise exist under
existing law and the involved Party's own policies, practices, and procedures.
6.4 Public Liability and Property Insurance.
(a) Each Party shall maintain in effect, at its own cost and expense, the
following insurance coverage provided either through a bona fide program of
self-insurance, commercial insurance policies, or any combination thereof:
i. Commercial general liability or public liability with
minimum limits of $1,000,000.00 per occurrence.
ii. Auto liability including owned, leased, non-owned,
and hired automobiles, with a combined single limit of not less
than $1,000,000.00 per occurrence.
iii. If a Party employs others in the performance of this
Agreement, that Party shall maintain Workers' Compensation in
accordance with California Labor Code section 3700 with a
minimum of $1,000,000 per occurrence for employer's liability, for
the duration of time that such workers are employed.
(b) All insurance required by this Agreement shall:
i. Be placed (1) with companies admitted to transact
insurance business in the State of California and with a current
A.M. Best rating of no less than A:VI or with carriers with a
current A.M. Best rating of no less than A:VII; or (2) disclosed
self- insurance with limits acceptable to the other Party.
ii. Provide that each Party's insurance is primary and
non-contributing insurance to any insurance or self-insurance
maintained by the other Party and that the insurance of the other
Party shall not be called upon to contribute to a loss covered by
a Party's insurance.
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7
(c) Each Party shall file certificates of insurance with the other Party
evidencing that the required insurance is in effect within thirty (30)
days after the effective date of this Agreement.
6.5 Workers Compensation.
(a) FCFA shall provide Oceano an endorsement that its Workers
Compensation insurer waives the right of subrogation against Oceano,
its officers, officials, employees, and volunteers for all claims on or after
the effective start date of this Agreement during the tenure of said Agreement.
ARTICLE VII
MISCELLANEOUS
7.1 Amendments to Agreement. No part of this Agreement shall be altered
or amended except by written amendment and mutual consent of both Parties.
7.2 Assignment. The rights and obligations of the Parties under this
Agreement are not assignable and shall not be delegated without the prior written
approval of the other Party.
7.3 Dispute Resolution. The Parties recognize that this Agreement cannot
represent a complete expression of all issues which may arise during the
performance of the Agreement. Accordingly, FCFA and Oceano agree to meet and
confer in good faith over any issue not expressly described herein.
(a) It is the Parties' intention to avoid the cost of litigation and to
resolve any issues that may arise amicably if possible. To that end, the Parties
agree through the City Managers of Arroyo Grande and Grover Beach and the
Oceano General Manager to meet within ten (10) business days of a request
made by the other party in writing to discuss any issues and attempt to resolve
the dispute. If the dispute is not resolved after that meeting, the Parties agree
to nonbinding mediation to resolve the dispute within 30 calendar days of the
meeting or as soon thereafter as possible. The mediator will be chosen by
mutual agreement of the Parties. The costs of mediation will be borne by the
Parties equally. No party may initiate litigation prior to the conclusion of
mediation. In any action brought under this Agreement, the prevailing Party
shall be entitled to recover its actual costs and reasonable attorney fees in an
amount not to exceed ten thousand dollars ($10,000.00).
7.4 Exhibits. The following Exhibits are attached hereto and incorporated
as if fully set forth herein:
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Exhibit A: Oceano Jurisdiction Map
Exhibit B: Scope of Fire and Emergency Medical Services
Exhibit C: Third Amended Joint Powers Agreement of the FCFA
7.5 Notices. All notices required or permitted hereunder shall be
deemed sufficiently given if delivered by hand, electronic mail, or by United States
mail, postage prepaid, addressed to the Parties at the addresses set forth below or
to such other address as may, from time to time, be designated in writing.
To Oceano:
General Manager
1655 Front St.
Oceano, CA. 93445
To FCFA:
Fire Chief
140 Traffic Way
Arroyo Grande, CA 93420
7.6 Governing Law. Agreement shall be governed by the laws of the state
of California with venue being the Superior Court of the County of San Luis Obispo.
7.7 Third Party Beneficiary. The Agreement is only for the benefit of the
Parties to the Agreement and shall not be construed or deemed to operate as an
agreement for the benefit of any third party or parties and no third parties shall have
any right of action or obtain any right of benefits or position of any kind for any reason
whatsoever.
7.8 Default and Delinquency. If Oceano defaults in its obligation to pay or
advance any amounts due pursuant to this Agreement after such amounts have
become delinquent, Oceano shall be liable to the FCFA for interest on any unpaid
amount at the rate of 10%, or the maximum rate allowed by law if it is less than 10%,
until the overdue invoice amount is paid in full.
7.9 Waiver. The waiver at any time by any Party of its rights with respect to
a default or other matter arising in connection with this Agreement shall not be
deemed a waiver with respect to any subsequent default or matter.
7.10 Remedies Not Exclusive. The remedies provided in this Agreement
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9
are cumulative and not exclusive, and are in addition to any other remedies that may
be provided by law or equity. The exercise by any Party of any remedy under this
Agreement shall be without prejudice to the enforcement of any other remedy.
7.11 Severability. The invalidity, illegality or unenforceability of any
provision of this Agreement shall not render the other provisions unenforceable,
invalid or illegal.
7.12 Counterparts. This Agreement may be executed by the Member
Agencies in separate counterparts, each of which when so executed and delivered
shall be an original, but all such counterparts shall together constitute but one and
the same instrument.
IN WITNESS WHEREOF, the Parties execute this agreement hereto on the
day and the year first written above.
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FIRE CITIES FIRE AUTHORITY
By
Authority Chair
Dated
ATTEST:
By
Authority Clerk
APPROVED AS TO FORM:
Authority Attorney
OCEANO COMMUNITY SERVICES DISTRICT
By
President
Dated
ATTEST:
By
District Clerk
APPROVED AS TO FORM:
District Counsel
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EXHIBIT A
OCEANO JURISDICTION MAP
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EXHIBIT B
SCOPE OF SERVICE
Scope of Services
FCFA shall provide the following services:
1. Administration. Provide administrative responsibility and support for all
fire, emergency and non-emergency services in the Oceano Community Services
District (“Oceano”).
Administration of fire services shall include the following:
a. Adequate supervision and staffing,
b. Program planning;
c. Delivery and documentation of all federal and state-mandated
firefighter training;
d. Coordination of procurement of all operational supplies, services,
and equipment;
e. Representation at Oceano Board meetings as deemed necessary
by the Oceano General Manager and agreed to by the FCFA Fire Chief;
f. Transparency with Oceano in management decisions affecting fire
service delivery.
2. Incident Response. Delivery of all fire protection and emergency services
within the jurisdictional limits of Oceano Community Services District, including
responding to calls for fire suppression, emergency medical response (Basic Life
Support services), rescue services, hazardous materials, and all other emergency and
non-emergency calls for service as received and dispatched to the FCFA. A Chief
Officer, or acting Chief Fire Officer, shall respond to all major incidents as determined by
the Fire Chief.
3. Fire Safety Inspections/Enforcement. Enforce code provisions related to
fire services, including but not limited to weed abatement and fireworks, and hazardous
material releases. Review of all development and building plans to ensure compliance
with applicable fire and life safety codes and regulations, as well as inspection of fire
protection and fire alarm systems for compliance with applicable codes and standards.
To the maximum extent feasible, inspection shall be performed during standard duty
hours.
4. Investigations. Investigate all fires to establish origin and cause and
coordinate with the Oceano Community Services District on criminal investigations and
prosecutions resulting therefrom. Provide fire investigation reports.
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5. Training. Maintain a continuous training program that corresponds to
federal, state and local mandates, as well as evolving industry best practices and
developments in emerging fire suppression and fire prevention techniques.
6, Emergency Management. FCFA, through its Fire Chief, or his/her
designee, shall be responsible for the coordination and communication with the County
of San Luis Obispo Office of Emergency Services . Pursuant to existing agreements,
FCFA will coordinate with other agencies regarding mutual aid services to Oceano
Community Services District. FCFA will also respond to requests for mutual aid or
assistance-by-hire by other agencies pursuant to the California Statewide Mutual Aid
Agreement or the California Fire Assistance Agreement.
Page 427 of 476
Item 12.a.
MEMORANDUM
TO: City Council
FROM: Whitney McDonald, City Manager
Bill Robeson, Assistant City Manager/Public Works Director
BY: Nicole Valentine, Administrative Services Director
SUBJECT: Review Preliminary FY 2023-25 Biennial Operating Budget
DATE: May 23, 2023
SUMMARY OF ACTION:
Review the preliminary budget, receive a presentation from staff, and provide feedback
to staff in preparation for the public hearing scheduled for June 13, 2023, to consider the
Fiscal Years (FY) 2023-25 Biennial Budget.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The proposed FY 2023-25 Biennial Budget recommends approximately $43.6 million in
FY 2023-24 expenditures and $44.9 million in FY 2024-25 expenditures, including
operating costs such as salaries, benefits, services, supplies, maintenance, debt service,
and capital related items.
The proposed FY 2023-25 Biennial Budget General Fund budget utilizes excess fund
balance reserves to pay for a combination of one-time and ongoing expenditures that will
exceed expected revenues in order to address several goals. However, as presented,
fund balance reserves are expected to remain at 36.1%, well above the adopted 20%
goal.
RECOMMENDATION:
Review the preliminary budget and provide feedback to staff in preparation for the public
hearing scheduled for June 13, 2023, to consider the Fiscal Years (FY) 2023 -25 Biennial
Budget.
BACKGROUND:
Every two years, staff and Council prepare a Biennial Budget document, which commits
government resources and services to accomplish the City’s mission of making Arroyo
Grande the best place possible for everyone who lives, works, and visits here. Work is
Page 428 of 476
Item 12.a.
City Council
Review Preliminary FY 2023-25 Biennial Operating Budget
May 23, 2023
Page 2
now underway to develop the upcoming biennial budget for Fiscal Years 2023-25. The
anticipated 5-step process and timeline for this budget cycle is depicted below:
On January 3, 2023, an Arroyo Grande Community Priorities Survey was published. This
5-question online survey was posted on the City website and promoted on social media
channels. The survey was open for one month and closed on February 20th. The survey
allowed community members to provide input regarding their thoughts on what the top
priorities should be for the City over the next 2-3 years. The survey included a combination
of multiple choice and short response questions. A summary of the responses is included
in Attachment 2 from the March 2, Special Council Meeting Staff Report.
At the March 2, Special Council Meeting, Council established four (4) major City goals for
staff to prioritize for the upcoming biennial budget cycle. The goals were established
considering the results of the community survey and input from the public and staff. This
set of priorities has been used by staff to create work plans and a proposed biennial
budget. Draft Work Plans to achieve the four major City goals are provided in Attachment
3 and will be incorporated into the FY 2023-25 Biennial Budget presented during the
budget hearing currently planned for June 13, 2023.
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Item 12.a.
City Council
Review Preliminary FY 2023-25 Biennial Operating Budget
May 23, 2023
Page 3
The four major goals are:
On March 14, 2023, Council received an update on the General Fund Five-Year Financial
forecast. The City of Arroyo Grande’s Forecast is a long-range fiscal planning tool that
has served as the framework for the development of the FY 2023 -24 and FY 2024-25
General Fund Biennial Budget. On May 9, 2023, Council provided direction on the 5-year
Capital Improvement Program (CIP) budget and the 5 -Year Local Sales Tax Fund
Expenditures Program. The prioritization and direction provided by the City Council at
these previous meetings have been incorporated in to the FY 2023-25 Biennial Budget.
The FY 2023-24 Biennial Budget was also developed with input from all City departments
in a collaborative effort to provide staff’s best professional judgment regarding current
and future needs of the City.
This report addresses expenditure budget recommendations for all City departments and
all operating funds. As presented, the budget will provide funding for all City services
performed during the next two fiscal years. Each fund summary is provided as Attachment
1.
Page 430 of 476
Item 12.a.
City Council
Review Preliminary FY 2023-25 Biennial Operating Budget
May 23, 2023
Page 4
ANALYSIS OF ISSUES:
General Fund Overview
On April 11, 2023, the City Council reviewed the Annual Comprehensive Financial Report
summarizing the Fund Balance at the end of FY 2021-22. The General Fund Balance can
be reviewed in the following table:
Table 1 – Beginning and Ending Balances as of 06/30/2022
Though General Fund expenditures are expected to outpace revenues in FY 202 2-23 by
$1.6 million, as shown in Table 2, the year will end with a healthy projected fund balance
of $9.2 million (see “2022-23 Projected Budget” column). This equates to 38.6% of
appropriations, which is higher than the City Council minimum fund balance goal of 20%.
This projected fund balance is the beginning fund balance for FY 2023-24 and will
continue to carry forward into FY 2024-25. With this FY 2023-25 Biennial Budget, as
proposed, expenditures will out-pace revenues. Even with the proposed expenditures, FY
2024-25 is projected to end with a fund balance of $8.1 million, which represents 35.4%
of total operating expenditures in the General Fund. This will be $3.5 million above the
reserve policy guideline of 20%.
General Fund
Local Sales
Tax Fund OPEB Total
Beginning Fund Balance 7/1/21 7,972,786$ 4,761,493$ 914,777$ 13,649,056$
Revenues 21,737,010 2,840,595 96,853 24,674,458
Expenditures (18,886,604) (1,634,948) - (20,521,552)
Net Change in Fund Balance 2,850,406$ 1,205,647$ 96,853$ 4,152,906$
Fund Balance:
Nonspendable 37,020$ -$ -$ 37,020$
Assigned for capital projects - 3,522,243 - 3,522,243
Assigned for post employment benefits - - 1,011,630 1,011,630
Unassigned 10,786,172 2,444,897 - 13,231,069
Ending Fund Balance, 6/30/22 10,823,192$ 5,967,140$ 1,011,630$ 17,801,962$
Page 431 of 476
Item 12.a.
City Council
Review Preliminary FY 2023-25 Biennial Operating Budget
May 23, 2023
Page 5
Table 2 - General Fund Budget & Available Fund Balance in thousands
Local Sales Tax Fund
The General Fund is the primary operating fund of the City, which accounts for resources
and services traditionally associated with government. The General Fund provides
administrative, financial, police protection, community development, public works, fire,
and recreation services to the community and other funds. The General Fund accounts
for revenues that have unrestricted uses and are not required legally or by contractual
agreement to be accounted for in another fund.
The City has historically reported on the General Fund separately from the Local Sales
Tax Fund, although the City’s auditors traditionally combine this information in the Annual
Comprehensive Financial Report (ACFR) as shown above in table 1. The Local Sales
Tax Fund accounts for the revenues derived fr om Measure O-06, a local 1/2% sales tax
approved by the City's voters in November 2006. Measure O -06 included advisory
measures when passed providing direction on the uses to which the funding should be
allocated. To ensure accountability, the measure included a provision requiring the City
to publish and distribute an annual report to each household on the revenues and
expenditures from the sales tax proceeds. To aid in the collection and reporting of this
information, the City has accounted for this fund in a separate account.
2023-24 2024-25
2021-22 ADOPTED PROJECTED PROPOSED PROPOSED
ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance $8,272 $7,999 $10,822 $9,175 $8,589
Revenues 18,404 17,888 19,092 18,544 19,000
Transfers In 2,993 3,013 3,013 3,114 3,185
Total Revenues 21,397 20,901 22,105 21,658 22,185
Salaries and Benefits 10,851 13,804 14,164 12,194 12,437
Services and Supplies 6,455 7,199 7,351 9,385 9,725
Debt Service 129 286 286 310 294
Capital Outlay 13 454 359 240 150
Transfers Out 1,399 1,536 1,591 115 115
Total Expenditures 18,847 23,279 23,752 22,244 22,721
Total Operating Incr/(Decr)2,550 (2,378) (1,647) (586) (536)
Available Fund Balance $10,822 $5,621 $9,175 $8,589 $8,053
Reserve %57.4%24.1%38.6%38.6%35.4%
$ Above Reserve Policy $7,054 $965 $4,426 $4,143 $3,511
2022-23
Page 432 of 476
Item 12.a.
City Council
Review Preliminary FY 2023-25 Biennial Operating Budget
May 23, 2023
Page 6
For the purpose of providing Council and the community the full picture of the City
revenues, expenditures, and ending fund balance, staff has combined these two funds
for information purposes into a Consolidated General Fund picture in this report as shown
in Table 3.
Table 3 – FY 2023-25 Consolidated General Fund Budget & Available Fund
Balance in thousands
The projected fund balance for the Consolidated General Fund at the end of FY 2024 -25
is $9,802,554 or 35.9%. This leaves approximately $3,620,000 in funds available that
could be allocated from fund balance and still achieve the 20% reserve goal. A discussion
about appropriation of Excess Available General Fund Balance has been included later
in this report.
Proposed Budget
The FY 2023-24 and FY 2024-25 proposed budgets present a balanced budget, with
excess revenues and fund balance sufficient to cover recommended work plan and
capital project budget expenditures. The FY 2023 -24 proposed budget includes a total of
$24.6 million in revenues and $24.9 million in operating and capital budget for a net of
$373,000 more expenditures than revenues. The operating budget is balance d, with a
$6.9 million net operating surplus. The expenditures that exceed revenues are for one -
time projects that the City has been anticipating. Fund balances accumulated over time
offset the additional expenditures.
General General
Fund Fund
Beginning Fund Balance $9,175 $3,093 $12,268 $8,589 $3,306 $11,895
Revenues:
Revenues 18,544 2,962 21,506 19,000 3,033 22,033
Transfers In 3,114 - 3,114 3,185 - 3,185
Total Revenues 21,658 2,962 24,620 22,185 3,033 25,218
Expenditures:
Salaries and Benefits 12,194 - 12,194 12,437 - 12,437
Services and Supplies 9,385 1,042 10,427 9,725 1,087 10,812
Debt Service 310 - 310 294 - 294
Capital Outlay 240 - 240 150 - 150
Transfers Out 115 1,707 1,822 115 3,505 3,620
Total Expenditures 22,244 2,749 24,993 22,721 4,592 27,313
Total Operating Incr/(Decr)(586) 213 (373) (536) (1,559) (2,095)
Available Fund Balance $8,589 $3,306 $11,895 $8,053 $1,747 $9,800
Reserve %38.6%120.3%47.6%35.5%38.1%35.9%
$ Above Reserve Policy 4,143 2,756 6,899 3,511 829 4,340
Funds Available to Allocate 3,450 2,295 5,745 2,930 690 3,620
FY 2023-24 FY 2024-25
Local
Sales
Consolidated
Total
Local
Sales
Consolidated
Total
Page 433 of 476
Item 12.a.
City Council
Review Preliminary FY 2023-25 Biennial Operating Budget
May 23, 2023
Page 7
The FY 2024-25 proposed budget includes a total of $25.2 million in revenues and $27.3
million in operating and capital expenditures for a net of $2 million more expenditures
than revenues. The operating budget is balanced, with a $4.3 million net operating
surplus.
Consolidated General Fund Revenues
As shown in the chart below, Sales and Property Taxes comprise the largest source of
revenue in the General Fund, together accounting for approximately 6 6% of revenue in
that fund. Given this dependence on just two revenue sources, fluctuations in the amount
of taxes received can have profound impacts on the City’s ability to provide services.
Fortunately, as long as the real estate market stays reasonably strong, property taxes are
a relatively stable revenue source.
Chart 1 – FY 2023-24 Consolidated General Fund Revenues - $24.6 million total
Overall, General Fund tax revenues have been trending upward over the past several
years and are expected to increase in both years of the Biennial Budget. Based on the
latest information provided by the Count y Auditor-Controller’s Office, Property taxes are
expected to rebound 3.3% from FY2023-24 to 2024-25 and another 3.5% the following
year. This is the result of an increase in the assessed valuation of properties in Arroyo
Grande and a housing market that has remained robust throughout the past year.
Sales tax receipts have remained consistent throughout the past year. As discussed
during the Fiscal Outlook presentation in March, the City’s sales tax consultant (HdL)
projected a reduction in sales tax revenues of 1.1% in FY 2023-24 due to an anticipated
minor economic slowdown. These projections reflect expected declines in categories like
automobiles and transportation, fuel and service stations, and general consumer goods.
The lower projections in these categories are the result of lower expected consumer
Page 434 of 476
Item 12.a.
City Council
Review Preliminary FY 2023-25 Biennial Operating Budget
May 23, 2023
Page 8
demand in the short-term and, in the case of fuel, lower prices at the pump. This budget
is projecting an increase in sales tax revenues of 2.8% in FY 2024-25, as the economy is
only anticipating a minor slowdown.
Chart 2 – Consolidated General Fund Tax Revenues $24.6 million
Consolidated General Fund Expenditures
The following two charts show the proposed $25 million Consolidated General Fund
expenditure budget for FY 2023-24, both in terms of the relative size of each department
as well as the total dollars budgeted for each department. As the charts show, the Police
Department is the City’s largest function, with 27% of the budget. Fire services for the
FCFA will receive 15% of the Consolidated General Fund and Local Sales Tax Fund
budget. Public Works and Community Development will receive 13% and 7% of FY 2023-
24 budget resources, respectively. The “Non-Departmental” category represents 14% of
the General Fund budget and includes items that affect all departments, such as the
annual payment on the City’s Unfunded Actuarial Liability (UAL), property and general
liability insurance, and transfers to the Street and Capital Improvement Project funds.
Page 435 of 476
Item 12.a.
City Council
Review Preliminary FY 2023-25 Biennial Operating Budget
May 23, 2023
Page 9
Chart 3 – FY 2023-24 Consolidated General Fund Expenditures by Department
$25 million
Chart 4 – FY 2023-24 Consolidated General Fund Expenditures by Department
$25 million
The tables in the following pages identify specific budget request items in the FY 2023-
24 Biennial Budget in the areas of staffing, vehicle and equipment, and other budget
items.
Page 436 of 476
Item 12.a.
City Council
Review Preliminary FY 2023-25 Biennial Operating Budget
May 23, 2023
Page 10
Proposed Staffing Changes
As an operational procedure, staff consistently evaluates staff functions and departmental
efficiencies. After assessing the workflows of the Engineering section of the Community
Development Department, several interrelated and interdependent project responsibilities
between Engineering and Public Works were identified. Capital Improvement Projects,
like the City’s annual Payment Management and Concrete Repairs Programs, the Bridge
Street Bridge and Traffic Way Bridge Replacement Projects, and many other smaller
projects like subdivisions and map checking, encroachment permits, red curbing, street
signs etc. are sequentially reviewed by Engineering and Public Works and require
extensive communication and coordination. To allow these project design, management,
review, and inspection processes to be more efficient and comprehensive, staff is
recommending that the Engineering Division become part of the Public Works
Department. In addition, regular project and staff communication/coordination meetings
will be set up along with providing a cohesive project direction and decision -making
process that includes appropriate staff. This recommended interdepartmental change is
intended to ultimately provide more early, predictable, accurate, and timely service to
applicants and the public. The preliminary budget presented in this item reflects the
proposed reallocation of Engineering Division staff from Community Development to
Public Works.
The preliminary budget also includes a proposal to upgrade a part-time Police Cadet to a
full-time Police Service Technician (PST) to allow the Police Department to expand the
service to the community. First, this would create stability in the position for recruitment
and turnover. The current model of part-time Police Cadets has resulted in an average
longevity of about four months per Cadet. The proposed full-time PST position would
include the current Cadet duties, such as house checks, parking enforcement, courier,
etc., and would enhance the service to the community by responding to nonemergent
calls for service (i.e., noninjury traffic collisions, property crime reports, vehicle tows,
special events, drone operations, and phone reports). This would potentially reduce the
response time of Police Officers to emergency in-progress calls that often involve a threat
to life. Additionally, the PST will also operate as a backup Property & Evidence Technician
and assist investigative staff with crime scene investigation and processing (dusting for
fingerprints, taking photos, logging evidence, etc.). PSTs are common positions in
neighboring law enforcement agencies. For example, Grover Beach and Pismo Beach
both employ 2 full-time and one part-time and 2 part-time PSTs, respectively.
Changes are also proposed for staffing in the Recreation Services Department. In 2022,
the State’s Early Learning Opportunities Program provided additional funding and
requirements for the Lucia Mar Unified School District to increase services for both before
and after-school as well as holidays through agreements with non -profit providers such
as the YMCA, as well as the City. These service need changes resulted in the need for
the City to transition the services that the City had provided through its Children in Motion
program at two school sites (Branch Elementary and Ocean View Elementary) to a non-
Page 437 of 476
Item 12.a.
City Council
Review Preliminary FY 2023-25 Biennial Operating Budget
May 23, 2023
Page 11
profit provider, the YMCA. The transition was planned to occur over the course of one
school year, with new and increased services provided by the YMCA at Branch
Elementary beginning in the 2022-23 school year. Services at Ocean View Elementary
will be transitioned to the YMCA in the summer of 2023. Additionally, on April 25, 2023,
Council directed that the City’s preschool program end in August 2023. As a result, the
proposed budget eliminates all part-time child care (e.g. teacher) staffing and two part-
time administrative positions at the end of the program period in August 2023.
The staffing plan for the Recreation Services Department proposes to retain three full -
time positions, including the Recreation Services Director, the Recreation Coordinator,
and the Recreation Supervisor, as well as the part-time volunteer coordinator position.
75% of the Recreation Supervisor position has historically been budgeted to overseeing
the City’s child care programs, with the remaining 25% budgeted for administration. This
budget proposal includes continuing this Recreation Supervisor position fully funded at
100% with additional duties added to support new community events (such as the Holiday
Parade, Summer Concert Series, Art in the Park, and Tree Lighting). In addition,
administration of the Arroyo Grande Tourism Business Improvement District (AGTBID) is
proposed to be moved from the South County Chambers of Commerce to City staff and,
specifically, to the Recreation Services Department starting in FY 2023-24. The estimated
cost increase associated with retaining the Recreation Supervisor and reallocating 75%
of their position to non-childcare related duties is depicted in Table 4 below.
Table 4 - Proposed Staffing Changes
Vehicle Replacement Requests
As detailed in the table below, the proposed budget includes a request for $604,000 in
vehicles and equipment spread over the two years. It is important to note that all vehicles
due for replacement are evaluated to determine the status of their operating condition
and whether or not their replacement can be delayed.
Salaries & Benefits FY 2023-24 FY 2024-25
Police Service Technician (PST)104,600 108,300
FT Recreation Supervisor 65,400 67,700
Total 170,000 176,000
Page 438 of 476
Item 12.a.
City Council
Review Preliminary FY 2023-25 Biennial Operating Budget
May 23, 2023
Page 12
Table 5 – Vehicle Replacement Requests
Other Significant Budget Requests
With the Major City Goals and Priorities of Funding, Fire Service, Infrastructure, and
General Plan in mind, Table 6 below outlines some of the more significant additional
budget requests related to these priorities that are included in this proposal. Additionally,
Table 6 identifies other significant requests included for review. Each of these items are
described more fully below.
Fund Type Lease/Buy Year Cost
General - CDD Small Truck Buy FY 2023-24 50,000
General - Parks Bucket Truck Buy FY 2023-24 160,000
Sewer 3/4 Ton Pickup Buy FY 2023-24 45,000
Water/Streets Forklift Buy FY 2023-24 44,000
General - Parks Riding Mower Buy FY 2024-25 120,000
Streets Dump Truck Buy FY 2024-25 140,000
Water 1/2 Ton Pickup Buy FY 2024-25 45,000
Total Vehicle Cost for 2-year Biennial Budget 604,000
Page 439 of 476
Item 12.a.
City Council
Review Preliminary FY 2023-25 Biennial Operating Budget
May 23, 2023
Page 13
Table 6 – Other Significant Budget Requests
The Funding goal section includes requests for the following items:
Information mailers totaling $24,000 to provide the public with informational
brochures and newsletters, increasing outreach overall;
Public Relations Survey Tool totaling $10,000 in FY 2024-25 to provide a platform
to improve civic participation through a forum or “survey” questions. Citizens can
share their opinion on their own time through multiple, convenient channels of
engagement. This will be used for the FY 2025-27 Biennial Budget process.
Economic Development Management Services totaling $112,500 to provide
additional economic development support to the City and its businesses; and
Revenue Ballot Measure totaling $115,000 to provide polling services needed to
engage the community and to help develop and implement strategy and convey
information to the community regarding a potential revenue measure.
Division FY 2023-24 FY 2024-25
Funding
Informational Mailers Legis Services 12,000 12,000
Public Relations Survey Tool Legis Services - 10,000
Economic Development Management
Services City Manager's Office 37,500 75,000
Revenue Ballot Measure City Manager's Office 65,000 50,000
Fire Services
Increased Contribution to Five Cities
Fire Authority (FCFA)Non-Departmental 1,215,045 1,397,045
Infrastructure not included in CIP
Open Space Fuel Management Public Works 50,000 50,000
Upgrade IT Projects Administrative Services 125,000 87,000
Guardrail Replacement Public Works - 50,000
General Plan Update
Increased Contractual Services Community Development 278,182 278,182
Other Items
Increased Dispatch Contract (10%)Police 45,184 52,000
SLO County Animal Services Contract Police 11,905 16,925
CIM & Preschool Reduction Recreation (150,745) (158,100)
Elections Legis Services - 25,000
1,689,071 1,945,052
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The Infrastructure goal section included requests not in the CIP for the following items
that have been included in departmental operating budgets:
Open Space Fuel Management totaling $100,000 to provide additional resources
to our Public Works department to continue to maintain open space;
Update IT projects totaling $212,000 over the two fiscal years that includes:
o Server Replacement at City Hall $30,000
o Email Archive Data tool $10,000
o Firewall replacement $30,000
o Citywide Enterprise storage upgrade $80,000
o Secondary storage update $12,000
o Citywide phone system support $50,000
Guardrail replacement totaling $50,000 in FY 2024 -25 has been identified as
outdated and/or deteriorated throughout the City, Public Works will incorporate this
work into the annual work plan.
The Fire Services goal section included an increased contribution totaling $2,612,090 to
FCFA as discussed during the April 25, 2023 Council meeting based on the Baker Tilly
report with the service level and staffing recommendations included in Plan A-4.
The General Plan goal section included an increase to the Community Development
contractual services budget totaling $556,364, as discussed during the March 28, 2023
Council meeting to account for the total comprehensive three-year update. Approximately
$446,800 of this will be off-set by the revenue from SB 1090 Funds, LEAP, REAP, and
SB 2 Funds.
The Other items identified in Table 6 reflect contractual increases for dispatch and animal
control services, as well as an anticipated increase in costs to the County Clerk-Recorder
for the 2024 general municipal election.
APPROPRIATION OF EXCESS AVAILABLE GENERAL FUND BALANCE:
This preliminary budget discussion also includes information for Council to provide
direction towards spending the balance above the 20% Fund Balance Goal Limit and to
appropriate funds, if applicable, to certain expenditures.
At the end of FY 2024-25, the projected fund balance is approximately $4,116,600 greater
than the 20% goal. Because the act of allocating excess reserves adds to budgeted
expenditures, the amount available to spend while keeping the reserve at 20% is
$3,425,000. This is the amount staff recommends discussing and potentially providing
direction to appropriate as part of this item.
There are many options available for spending excess general fund reserves. However,
because the excess reserves are one-time funds and do not represent an ongoing funding
source, it is recommended that they be allocated to one-time items rather than to fund
ongoing costs, such as new positions or programs. Spending options include an
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additional UAL payment to CalPERS and infrastructure projects, such as pavement
maintenance, sidewalk improvements or other cap ital improvement projects. Decisions
regarding projects funded using excess reserves should also consider staff resource
constraints.
Infrastructure Projects
Infrastructure projects include pavement maintenance, sidewalk improvements or other
capital improvement projects that are not currently funded in the proposed 5 -Year CIP.
Infrastructure needs were discussed on May 9, 2023, and reviewed in the proposed 5-
Year CIP.
The 5-Year CIP Budget includes $8,386,250 for the Pavement Management Program
(PMP) over the course of the 5-year period. To maintain the City’s current Pavement
Condition Index (PCI) of 56, which borders on the Poor Condition, approximately $6.25
million needs to be spent annually. The City’s pavement management consultant, PEI
Consultants, Inc., has indicated that larger pavement projects have the potential to attract
larger contractors who have their own asphalt plants that can often lead to a lower cost
per square foot than smaller projects that often attract small firms that are reliant on others
for their asphalt supply. Additional allocations of funding from General Fund Reserves to
the PMP may result in greater efficiencies for the FY 2024-25 project. Currently, the FY
2023-24 CIP funding allocated to the PMP represents the amount necessary to complete
the 2022 Street Repair Project discussed most recently on April 11, 2023, and for
designing the FY 2024-25 PMP so that it may be constructed in Summer of 2024. The FY
2024-25 PMP is currently budgeted to include $2.2 million. Excess general fund reserves
may be allocated to that project to increase the number of streets and/or treatment
methods included in the 2024 project.
The 5-Year CIP Budget includes $240,000 in the FY 2024-25 and FY 2026-27 Budget for
Sidewalk Improvements. Current sidewalk repair costs are estimated at $27/square foot.
Additional funding for the sidewalk repair program would increase the number of sidewalk
panels that could be repaired in the City and may enable the City to install new sidewalks
to close existing gaps in one or two locations.
The City has a number of CIP projects that are not currently funded at this time. If Council
wishes to retain excess General Fund Balance for these CIP projects that are not currently
funded, it is recommended that the funding remain in fund balance and discussed as part
of the next 5-Year Capital Improvement Program Budget, in Spring 2024, in order to
ensure staff capacity to complete additional projects.
Reducing the City’s CalPERS Unfunded Accrued Liability (UAL)
Because past earnings have not matched assumptions used by CalPERS to determine
the amount of funding needed to cover pension obligations for member agencies, most
CalPERS pension plans have liabilities that exceed the market value of assets in the plan,
creating an Unfunded Actuarial Liability (UAL). The chart below shows historical rates of
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return on CalPERS investments over the last twenty years, indicating tremendous
volatility over those years.
During the time period of the above chart, the expected rate of return has ranged from a
high of 8.25% to the current expectation of 6.8%. In any year that the rate of return falls
below these earnings expectations, the UAL will likely increase. This factor has been the
primary driver of the increasing UAL over the years. Additionally, other factor s, such as
changes to mortality assumptions and shorter amortization of gains and losses, have also
increased the UAL.
The City has a UAL of $12.3 million as of June 30, 2021. This total includes amounts from
all six City pension plans, though primarily from the Tier 1 Plans, as shown in table 7:
Table 7 – City’s UAL at 06/30/2021 based on letter issued July 2022
In an effort to reduce the City’s CalPERS UAL, the City Council decided during the FY
2018-20 Biennial Budget hearings to make two prepayments on the UAL. The first
prepayment of $3 million was made in July 2018 and a second prepayment of $2 million
was made in July 2019. The future realized savings from these investments will be
approximately $423,000 annually on average for the next 29 years. This represents a rate
Tier
PERS Unfunded
Accrued Liability
Funded
Percentage
Misc. 1st Level 10,631,134 76.0%
Misc. 2nd Level (51,998) 107.3%
Misc. PEPRA (100,944) 107.5%
Safety Police 1st Level 1,901,150 95.0%
Safety Police 2nd Level (58,889) 104.8%
Safety Police PEPRA (50,265) 107.5%
12,270,188 87.6%
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of return on investment from the $5 million paid to CalPERS of 7.1%. During the FY 2022-
23 Mid-Cycle Update, the City Council chose not to make another prepayment but to
focus on other City needs. The City Council may choose to allocate some or all of the
$3.4 million of excess General Fund Balance to pay down the UAL further in FY 202 3-24
or FY 2024-25.
OTHER BUDGET ISSUES:
Recreation Services Department Cost Recovery Goal
The proposed budget includes anticipated revenue in the amount of $457,867 in FY 2023-
24 and $399,600 in FY 2024-25 from the Recreation Services Department’s programs.
Expenditures are budgeted at $883,970 in FY 2023-24 and $783,550 in FY 2024-25 for
this department. During past budget development processes, the City Council provided
direction that the Recreation Services Department should seek to fully recover costs
associated with its services through fees and other revenue generation efforts. A
comprehensive fee study is currently underway, and it is anticipated that a revised fee
schedule will be presented to Council for consideration in the first quarter of FY 2023-24
that will enable the City to adjust its fees to ensure appropriate cost-recovery for services,
including services that will continue to be offered by the Recreation Services Department.
Staff has evaluated cost recovery models employed by other recreation departments as
part of the fee study efforts, and will include a discussion of these models in the analysis
of the fee study when it is presented to Council in the coming months. Most models
employ a tiered approach that seeks to recoup different percentages of the cost of each
service depending on the extent to which the specific service benefits the general public.
The result is often a blended cost recovery rate for overall parks and recreation
departments, with the national average reaching approximately 23% cost recovery.
Enterprise Fund
Though the focus of this report has been on the City’s General Fund, it is important to
point out that the City’s two enterprise fund programs, Water and Sewer, reflect rate
adjustments approved by the City Council on March 8, 2022, based on the Water and
Wastewater Rate Study. The table below details a consolidated look at these enterprise
funds.
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Special Revenue Funds
Special Revenue Funds are a governmental fund type used to account for specific
revenues that are legally restricted to expenditures for particular purposes. The FY 2023-
25 Biennial Budget proposes changes to 7 of the 22 Special Revenue Funds. Only the
Special Revenue Funds with changes will be highlighted in this section.
Fund 211 Public Access Television
The Fund 211 Public Access Television includes fund accounts for fees collected from
Charter Communications that are restricted for support of public, education, and
government access programming and equipment. The anticipated revenues in this fund
increased by $5,000 compared to the current budget. The expenditure budget is also
proposed to increase by $180,00 due to the estimated cost to update the Council
Chambers AV system that was originally installed in 2017. The anticipated fund balance
at the end of FY 2024-25 is $26,266 as shown in the table below:
2021-22
FINAL CURRENT PROPOSED 2023-24 2024-25
ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Working Capital 8,040,989$ 5,421,118$ 6,543,465$ 7,429,554$ 7,669,826$
Revenues:
Revenues 7,573,966 9,057,997 9,079,627 10,012,543 9,881,840
Transfers In 4,056,970 4,245,605 6,800,761 4,299,371 4,080,985
Total Revenues 11,630,936 13,303,602 15,880,388 14,311,914 13,962,825
Expenses:
Salaries and Benefits 943,044 1,077,900 1,077,900 1,146,000 1,182,900
Services and Supplies 4,475,003 4,804,835 4,587,108 5,228,421 5,863,184
Debt Service 1,362 - - - -
Capital Outlay 903,558 3,700 3,700 82,000 47,500
Capital Improvement Program 420,166 1,591,450 2,600,515 1,175,800 712,000
Transfers Out 6,385,327 6,870,805 6,725,076 6,439,421 6,485,585
Total Expenditures 13,128,460 14,348,690 14,994,299 14,071,642 14,291,169
Revenues over/(under) Expenses (1,497,524) (1,045,088) 886,089 240,272 (328,344)
Available Fund Balance 6,543,465$ 4,376,030$ 7,429,554$ 7,669,826 7,341,482
2022-23
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Fund 214 Park Improvement
The Fund 214 Park Improvement Fund includes impact fees collected from developers
for park improvements and are to be used to maintain the adopted level of service for
neighborhood and community parks of 4.0 acres per thousand population. The
anticipated revenues remained consistent compared to the current budget. The
expenditure budget increased by $15,000, is related to the repairs at Strother Park BBQ
Repairs and Central Irrigation Control replacement. The anticipated fund balance at the
end of FY 2024-25 is $171,390 as shown in the table below:
2021-22
FINAL ORIGINAL ADJUSTED 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 193,039$ 194,889$ 192,065$ 193,515$ 19,965$
Revenues:
Revenues 40,647 40,200 40,200 45,200 46,200
Transfers In - - - - -
Total Revenues 40,647 40,200 40,200 45,200 46,200
Expenditures:
Salaries and Benefits - - -
Services and Supplies 41,621 16,800 38,750 218,750 39,900
Capital Outlay - - - - -
Transfers Out - - - - -
Total Expenditures 41,621 16,800 38,750 218,750 39,900
Change in Fund Balance (974) 23,400 1,450 (173,550) 6,301
Ending Fund Balance 192,065$ 218,289$ 193,515$ 19,965$ 26,266$
2022-23
2021-22
FINAL ORIGINAL ADJUSTED 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 308,247$ 164,196$ 215,690$ 206,590$ 182,490$
Revenues:
Revenues 23,063 70,900 50,900 50,900 50,900
Transfers In - - - - -
Total Revenues 23,063 70,900 50,900 50,900 50,900
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies - - - 75,000 62,000
Capital Outlay - - - - -
Transfers Out 115,620 126,000 60,000 - -
Total Expenditures 115,620 126,000 60,000 75,000 62,000
Change in Fund Balance (92,557) (55,100) (9,100) (24,100) (11,100)
Ending Fund Balance 215,690$ 109,096$ 206,590$ 182,490$ 171,390$
2022-23
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Fund 219 Parkside Assessment District
The Fund 219 Parkside Assessment District Fund includes revenue derived from annual
assessments, which are used to pay the cost incurred by the City for landscape
maintenance. The anticipated revenues remained consistent compared to the current
budget. The expenditure budget is proposed to increase by $250,000 in FY 2024-25, to
pay for a new play structure within the Assessment District, as provided for in the 5 -Year
CIP. The anticipated fund balance at the end of FY 2024 -25 is $256,974 as shown in the
table below:
Fund 220 Streets
Fund 220 Streets accounts for receipts and expenditures of money apportioned by the
State under Streets and Highway Code. The use of gas ta x revenues can only be used
to construct and maintain streets, roads and highways. The anticipated revenues are
expected to remain flat in FY 2023-24 compared to the current budget. The expenditure
budget is proposed to increase by $124,300 related to increased employee costs, debt
services, and transfers to other funds. The anticipated fund balance at the end of FY
2024-25 is $152,721 as shown in the table below:
2021-22
FINAL ORIGINAL ADJUSTED 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 463,760$ 471,360$ 475,734$ 483,334$ 495,154$
Revenues:
Revenues 37,240 46,500 46,500 46,500 46,500
Transfers In - - - - -
Total Revenues 37,240 46,500 46,500 46,500 46,500
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies 19,170 30,000 30,000 32,380 32,380
Capital Outlay - - - - -
Transfers Out 6,096 8,900 8,900 2,300 252,300
Total Expenditures 25,266 38,900 38,900 34,680 284,680
Change in Fund Balance 11,974 7,600 7,600 11,820 (238,180)
Ending Fund Balance 475,734$ 478,960$ 483,334$ 495,154$ 256,974$
2022-23
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Fund 225 Transportation
Fund 225 Transportation revenue is provided by the San Luis Obispo County of
Government’s (SLOCOG) Local Transportation Fund (LTF). The annual appropriation is
restricted to transportation systems, including transit, pedestrian, street and road
maintenance. The anticipated revenues remain unchanged. The expenditure budget is
proposed to increase by $167,000 to reflect an increase in the allocation to support Fund
220 Streets. The anticipated fund balance at the end of FY 2024-25 is $1.5 million as
shown in the table below:
2021-22
FINAL ORIGINAL ADJUSTED 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 90,338$ -$ 81,326$ 244,024$ 282,790
Revenues:
Revenues 970,471 799,352 891,066 992,435 1,027,100
Transfers In 471,048 576,000 576,000 475,000 500,000
Total Revenues 1,441,519 1,375,352 1,467,066 1,467,435 1,527,100
Expenditures:
Salaries and Benefits 504,575 483,700 523,100 547,200 565,000
Services and Supplies 263,827 436,900 364,168 332,800 522,700
Debt Service 28,545 - - 8,369 8,369
Capital Outlay - - - - -
Transfers Out 653,584 456,167 417,100 540,300 561,100
Total Expenditures 1,450,531 1,376,767 1,304,368 1,428,669 1,657,169
Change in Fund Balance (9,012) (1,415) 162,698 38,766 (130,069)
Ending Fund Balance 81,326$ (1,415)$ 244,024$ 282,790$ 152,721
2022-23
2021-22
FINAL ORIGINAL ADJUSTED 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 540,130$ 965,130$ 967,679$ 1,248,679$ 1,363,679$
Revenues:
Revenues 660,553 364,000 514,000 515,000 516,000
Transfers In - - - - -
Total Revenues 660,553 364,000 514,000 515,000 516,000
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies - 15,000 - - -
Debt Service - - - - -
Capital Outlay - - - - -
Transfers Out 233,004 233,000 233,000 400,000 425,000
Total Expenditures 233,004 248,000 233,000 400,000 425,000
Change in Fund Balance 427,549 116,000 281,000 115,000 91,000
Ending Fund Balance 967,679$ 1,081,130$ 1,248,679$ 1,363,679$ 1,454,679$
2022-23
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Fund 240 Tourism Business Improvement District (TBID)
Fund 240 TBID provides projects, programs, and activities that benefit lodging businesses
located and operating within the City of Arroyo Grande. A two percent (2%) assessment
is levied on all lodging businesses of the rent charged by the operator per occupied room
per night for all transient occupancies. The revenue collected is used to promote the
lodging industry within the City. The anticipated revenues increased by $39,000
compared to the current budget. The expenditure budget is proposed to increase by
$32,500 compared to the current budget. The TBID budget has been included as Public
Hearing Item 10.a. on the same agenda as this report. The anticipated fund balance at
the end of FY 2024-25 is $361,383 as shown in the table below:
Fund 260 American Rescue Plan Act (ARPA)
Fund 260 ARPA is intended to provide financial aid to families, governments, businesses,
schools, non-profits and others impacted by the COVID-19 public health crisis. To support
the immediate pandemic response, bring back jobs, and lay the groundwork for a strong
and equitable recovery, ARPA established the Coronavirus State and Local Recovery
Fund, designed to deliver $350 billion to state, local, territorial, and Tribal governments to
bolster their response to the COVID-19 emergency and recover from the economic
impacts caused by the public health crisis. This legislation provided $27 billion in federal
money to the State of California. The State then allocated $1.2 billion to non-entitlement
units of local government (NEUs). As an NEU, Arroyo Grande is eligible and has received
$4,300,241.
The expenditure budget for ARPA Fund 260 has been adjusted to reflect the proposed
allocation changes discussed on May 9, 2023, as part of the 5-year CIP Expenditure
Program related to Sewer, Stormwater, and Public Safety Video Cameras Infrastructure
projects. Arroyo Grande has until December 31, 2024, to commit ARPA funds by way of
a contract or purchase order. Interim US Treasury rules currently list December 31, 2026,
2021-22
FINAL ORIGINAL ADJUSTED 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 328,350$ 325,075$ 405,833$ 383,583$ 367,833$
Revenues:
Revenues 290,014 147,650 270,750 309,750 319,050
Transfers In - - - - -
Total Revenues 290,014 147,650 270,750 309,750 319,050
Salaries and Benefits - - - -
Services and Supplies 204,527 221,500 285,000 275,500 275,500
Debt Service - - - - -
Capital Outlay - - - - -
Transfers Out 8,004 8,000 8,000 50,000 50,000
Total Expenditures 212,531 229,500 293,000 325,500 325,500
Change in Fund Balance 77,483 (81,850) (22,250) (15,750) (6,450)
Ending Fund Balance 405,833$ 243,225$ 383,583$ 367,833$ 361,383$
2022-23
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Page 23
as the deadline to spend these monies. The anticipated fund balance at the end of FY
2024-25 is $0 as shown in the table below:
Summary
The proposed FY 2023-24 Budget recommends approximately $43.7 million in
expenditures, including operating costs such as salaries, benefits, services, supplies,
maintenance, debt service, and capital related items as shown in the consolidated fund
summary table 8 shown below:
The proposed FY 2024-25 Budget recommends approximately $45 million in
expenditures, including operating costs such as salaries, benefits, services, supplies,
maintenance, debt service, and capital related items as shown in the consolidated fund
summary table 9 shown below:
2021-22
FINAL CURRENT PROPOSED 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance -$ 1,091,441$ 1,545,875$ 1,453,900$ 0$
Revenues:
Revenues 2,150,121 2,150,121 2,150,121 - -
Transfers In - - - - -
Total Revenues 2,150,121 2,150,121 2,150,121 - -
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies 31,643 594,391 562,748 - -
Capital Outlay - - - - -
Transfers Out 572,603 1,745,590 1,679,348 1,453,900 -
Total Expenditures 604,246 2,339,981 2,242,096 1,453,900 -
Change in Fund Balance 1,545,875 (189,861) (91,975) (1,453,900) -
Ending Fund Balance 1,545,875$ 901,580$ 1,453,900$ 0$ 0$
2022-23
Beginning Fund Balance 9,176,161$ 3,092,620$ 7,429,554$ 10,730,087$ (607,613)$ 29,820,809$
Revenues:
Revenues 18,544,027 2,962,000 10,012,543 2,433,985 423,944 34,376,500
Transfers In 3,114,066 - 4,299,371 475,000 - 7,888,437
Total Revenues 21,658,093 2,962,000 14,311,914 2,908,985 423,944 42,264,937
Expenditures:
Salaries and Benefits 12,194,000 - 1,146,000 547,200 - 13,887,200
Services and Supplies 9,384,771 1,041,500 6,404,221 1,091,965 3,500 17,925,957
Debt Service 309,566 - - 8,369 382,944 700,879
Capital Outlay 239,500 - 82,000 - - 321,500
Transfers Out 115,000 1,707,142 6,439,421 2,568,800 30,000 10,860,363
Total Expenditures 22,242,837 2,748,642 14,071,642 4,216,334 416,444 43,695,899
Total Operating Incr/(Decr)(584,744) 213,358 240,272 (1,307,349) 7,500 (1,430,962)
Available Fund Balance 8,591,418$ 3,305,978$ 7,669,826$ 9,422,738$ (600,113)$ 28,389,847$
Total
Enterprise
Funds
Agency
Funds
General
Fund
Local Sales
Tax Fund
Special
Revenue
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Page 24
Next Steps
The Preliminary FY 2023-25 Biennial Budget and the 5-Year CIP will be presented to the
City Council at a Public Hearing held on June 13, 2023, with formal adoption anticipated
on June 27, 2023. Once approved by Council, the FY 2023-25 Biennial budget, FY 2023-
24 funds will be appropriated on July 1, 2023.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Review and provide direction on the Preliminary FY 2023 -25 Biennial Budget; or
2. Provide other direction to staff.
ADVANTAGES:
Providing direction will assist staff in developing the Preliminary FY 2023-25 Biennial
Budget that is responsive to the City’s needs and community priorities, while maintaining
economic feasibility.
DISADVANTAGES:
There are no disadvantages to providing information for the community, City Council, or
staff regarding the Preliminary FY 2023-25 Biennial Budget.
ENVIRONMENTAL REVIEW:
The development of the Preliminary FY 2023-25 Biennial Budget plan is not a project
subject to the California Environmental Quality Act (“CEQA”) because it has no potential
to result in either a direct, or reasonably foreseeable indirect, physical change in the
environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.) Individual
projects listed herein may be subject to CEQA and environmental reviews will be
conducted at the appropriate time during implementation of those projects.
Beginning Fund Balance 8,591,418$ 3,305,978$ 7,669,826$ 9,422,738$ (600,113)$ 28,389,847$
Revenues:
Revenues 18,999,668 3,033,000 9,881,840 2,484,950 412,944 34,812,402
Transfers In 3,185,100 - 4,080,985 500,000 - 7,766,085
Total Revenues 22,184,769 3,033,000 13,962,825 2,984,950 412,944 42,578,487
Expenditures:
Salaries and Benefits 12,437,200 - 1,182,900 565,000 - 14,185,100
Services and Supplies 9,724,816 1,087,000 6,575,184 1,090,015 3,500 18,480,515
Debt Service 294,386 - - 8,369 382,944 685,699
Capital Outlay 149,500 - 47,500 - - 197,000
Transfers Out 115,000 3,504,709 6,485,585 1,291,400 30,000 11,426,693
Total Expenditures 22,720,902 4,591,709 14,291,169 2,954,784 416,444 44,975,007
Total Operating Incr/(Decr)(536,133) (1,558,709) (328,344) 30,166 (3,500) (2,396,520)
Available Fund Balance 8,055,284$ 1,747,269$ 7,341,482$ 9,452,904$ (603,613)$ 25,993,327$
General
Fund
Local Sales
Tax Fund
Enterprise
Funds
Agency
Funds Total
Special
Revenue
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Item 12.a.
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May 23, 2023
Page 25
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachments:
1. FY 2023-25 Biennial Budget Fund Summaries
2. Community Priority Survey Results
3. FY 2023-25 Council Goals Work Plans
Page 452 of 476
FUND SUMMARIES ATTACHMENT 1
CONSOLIDATED SUMMARY – ALL FUNDS
2023-24 BUDGET
2024-25 BUDGET
Beginning Fund Balance 9,176,161$ 3,092,620$ 7,429,554$ 10,730,087$ (607,613)$ 29,820,809$
Revenues:
Revenues 18,544,027 2,962,000 10,012,543 2,433,985 423,944 34,376,500
Transfers In 3,114,066 - 4,299,371 475,000 - 7,888,437
Total Revenues 21,658,093 2,962,000 14,311,914 2,908,985 423,944 42,264,937
Expenditures:
Salaries and Benefits 12,194,000 - 1,146,000 547,200 - 13,887,200
Services and Supplies 9,384,771 1,041,500 6,404,221 1,091,965 3,500 17,925,957
Debt Service 309,566 - - 8,369 382,944 700,879
Capital Outlay 239,500 - 82,000 - - 321,500
Transfers Out 115,000 1,707,142 6,439,421 2,568,800 30,000 10,860,363
Total Expenditures 22,242,837 2,748,642 14,071,642 4,216,334 416,444 43,695,899
Total Operating Incr/(Decr)(584,744) 213,358 240,272 (1,307,349) 7,500 (1,430,962)
Available Fund Balance 8,591,418$ 3,305,978$ 7,669,826$ 9,422,738$ (600,113)$ 28,389,847$
Total
Enterprise
Funds Agency FundsGeneral Fund
Local Sales
Tax Fund
Special
Revenue
Beginning Fund Balance 8,591,418$ 3,305,978$ 7,669,826$ 9,422,738$ (600,113)$ 28,389,847$
Revenues:
Revenues 18,999,668 3,033,000 9,881,840 2,484,950 412,944 34,812,402
Transfers In 3,185,100 - 4,080,985 500,000 - 7,766,085
Total Revenues 22,184,769 3,033,000 13,962,825 2,984,950 412,944 42,578,487
Expenditures:
Salaries and Benefits 12,437,200 - 1,182,900 565,000 - 14,185,100
Services and Supplies 9,724,816 1,087,000 6,575,184 1,090,015 3,500 18,480,515
Debt Service 294,386 - - 8,369 382,944 685,699
Capital Outlay 149,500 - 47,500 - - 197,000
Transfers Out 115,000 3,504,709 6,485,585 1,291,400 30,000 11,426,693
Total Expenditures 22,720,902 4,591,709 14,291,169 2,954,784 416,444 44,975,007
Total Operating Incr/(Decr)(536,133) (1,558,709) (328,344) 30,166 (3,500) (2,396,520)
Available Fund Balance 8,055,284$ 1,747,269$ 7,341,482$ 9,452,904$ (603,613)$ 25,993,327$
Enterprise
Funds Agency Funds Total
Special
Revenue General Fund
Local Sales
Tax Fund
Page 453 of 476
FUND SUMMARIES ATTACHMENT 1
GENERAL FUNDS
FUND: 010 GENERAL FUND
2022-23 2022-23 2023-24 2024-25
2021-22 ADOPTED PROJECTION PROPOSED PROPOSED
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 8,271,216$ 7,999,075$ 10,823,192$ 9,176,161$ 8,591,418$
Revenues:
Revenues 18,404,418 17,888,444 19,091,882 18,544,027 18,999,668
Transfers In 2,993,204 3,012,700 3,012,700 3,114,066 3,185,100
Total Revenues 21,397,622 20,901,144 22,104,582 21,658,093 22,184,768
Expenditures:
Salaries and Benefits 10,850,612 13,804,135 14,163,700 12,194,000 12,437,200
Services and Supplies 6,454,835 7,199,231 7,351,431 9,384,771 9,724,816
Debt Service 128,493 286,261 286,261 309,566 294,386
Capital Outlay 12,998 453,865 358,865 239,500 149,500
Transfers Out 1,398,707 1,535,785 1,591,356 115,000 115,000
Total Expenditures 18,845,646 23,279,277 23,751,613 22,242,837 22,720,902
Total Operating Increases (Decreases)2,551,977 (2,378,133) (1,647,031) (584,744) (536,134)
Available Fund Balance 10,823,192$ 5,620,942$ 9,176,161$ 8,591,418$ 8,055,283$
Percent of Expenditures 57.4%24.1%38.6%38.6%35.5%
This is the primary operating fund of the City, which accounts for resources and services traditionally
associated with government. The General Fund provides administrative, financial, police protection,
community development, public works, and recreation services to the community and other funds.
The General Fund accounts for revenues that have unrestricted uses and are not required legally or
by contractual agreement to be accounted for in another fund.
Page 454 of 476
FUND SUMMARIES ATTACHMENT 1
2021-22
FINAL CURRENT PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 4,820,703$ 6,026,351$ 6,026,351$ 3,151,831$ 3,365,189$
Revenues:
Revenues 2,840,596 2,846,000 3,064,627 2,962,000 3,033,000
Transfers In - - - - -
Total Revenues 2,840,596 2,846,000 3,064,627 2,962,000 3,033,000
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies 591,981 645,394 593,553 1,041,500 1,087,000
Capital Outlay - - - - -
Transfers Out 1,042,968 6,886,709 5,345,594 1,707,142 3,504,709
Total Expenditures 1,634,948 7,532,103 5,939,147 2,748,642 4,591,709
Change in Fund Balance 1,205,648 (4,686,103) (2,874,520) 213,358 (1,558,709)
Ending Fund Balance 6,026,351$ 1,340,248$ 3,151,831$ 3,365,189$ 1,806,480$
2022-23
This fund accounts for the revenues derived from Measure O-06, a local 1/2% sales tax approved
by the City's voters in November 2006.
FUND: 218 LOCAL SALES TAX
Page 455 of 476
FUND SUMMARIES ATTACHMENT 1
ENTERPRISE FUNDS
FUND: 612 SEWER
2021-22
FINAL CURRENT PROJECTION 2023-24 2024-25
ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Working Capital 1,122,337$ 1,024,035$ 482,289$ 633,887$ 591,987$
Revenues:
Revenues 872,969 1,077,960 1,099,590 1,965,850 1,272,250
Transfers In 20,423 - 246,777 337,250 -
Total Revenues 893,392 1,077,960 1,346,367 2,303,100 1,272,250
Expenses:
Salaries and Benefits 263,969 244,700 244,700 388,700 402,100
Services and Supplies 130,755 176,040 176,040 201,900 212,900
Debt Service 1,343 - - - -
Operating Equipment 593,385 2,500 2,500 49,500 2,500
Capital Improvement Program 57,835 228,828 228,828 1,132,000 282,000
Transfers Out 486,153 542,700 542,700 572,900 531,400
Total Expenditures 1,533,440 1,194,768 1,194,768 2,345,000 1,430,900
Ending Available Working Capital 482,289$ 907,227$ 633,887$ 591,987$ 433,338$
This fund is used to account for maintenance of sewer lines connecting City residents to the South San
Luis Obispo County Sanitation District sewer treatment plant. Money is collected from utility bills paid
by customers.
2022-23
Page 456 of 476
FUND SUMMARIES ATTACHMENT 1
2021-22
FINAL CURRENT PROJECTION 2023-24 2024-25
ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Working Capital 324,066$ 341,066$ 328,790$ 370,790$ 407,790$
Revenues:
Revenues 4,724 42,000 42,000 37,000 37,000
Transfers In - - - -
Total Revenues 4,724 42,000 42,000 37,000 37,000
Expenses:
Salaries and Benefits - - - - -
Services and Supplies - - - - -
Debt Service - - - - -
Capital Outlay - - - - -
Capital Improvement Program - - - - -
Transfers Out - - - - -
Total Expenditures - - - -
Ending Available Working Capital 328,790$ 383,066$ 370,790$ 407,790$ 444,790$
FUND: 634 SEWER FACILITY
2022-23
This fund is used to account for the accumulation of sewer facility revenues to be used in capital
improvement projects in the City. Money is collected from development to offset the impacts new
development has on the sewer collection system.
FUND: 640 WATER
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Working Capital 3,867,001 1,315,076$ 3,011,897 3,981,134$ 4,161,306
Revenues:
Revenues 6,703,369 7,873,037 7,873,037 7,944,693 8,507,590
Transfers In 343,398 417,250 2,943,355 - -
Total Revenues 7,046,767 8,290,287 10,816,392 7,944,693 8,507,590
Expenses:
Salaries and Benefits 679,074 833,200 833,200 757,300 780,800
Services and Supplies 651,098 800,440 800,440 1,064,400 1,569,300
Debt Service 19 - - - -
Capital Outlay 310,173 1,200 1,200 32,500 45,000
Capital Improvement Program 362,331 1,362,622 2,371,687 43,800 430,000
Transfers Out 5,899,174 6,058,355 5,840,628 5,866,521 5,954,185
Total Expenditures 7,901,870 9,055,817 9,847,155 7,764,521 8,779,285
Ending Available Working Capital 3,011,897 549,546$ 3,981,134 4,161,306$ 3,889,611
This fund is used to account for the activities associated with the transmission and distribution of
potable water by the City to its users. Money is collected from utility bills paid by customers.
2022-23
Page 457 of 476
FUND SUMMARIES ATTACHMENT 1
FUND: 641 LOPEZ
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Working Capital 1,706,317$ 1,704,672$ 1,706,778$ 1,706,778$ 1,706,778$
Revenues:
Revenues 461 - -
Transfers In 3,693,150 3,828,355 3,610,628 3,962,121 4,080,985
Total Revenues 3,693,611 3,828,355 3,610,628 3,962,121 4,080,985
Expenses:
Salaries and Benefits - - - - -
Services and Supplies 3,693,150 3,828,355 3,610,628 3,962,121 4,080,985
Debt Service - - - - -
Capital Outlay - - - - -
Capital Improvement Program - - - - -
Transfers Out - - - - -
Total Expenditures 3,693,150 3,828,355 3,610,628 3,962,121 4,080,985
Ending Available Working Capital 1,706,778$ 1,704,672$ 1,706,778$ 1,706,778$ 1,706,778$
2022-23
This fund is responsible for the purchase of water from Lopez Dam. The City has a 50.55% share of the
water and expense generated by Zone 3 – County of San Luis Obispo’s Flood Control and Water
Conservation District.
FUND: 642 WATER FACILITY
2021-22
FINAL ADOPTED PROJECTION 2023-24 2024-25
ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Working Capital 1,021,269 1,036,269 1,013,711 736,963$ 801,963$
Revenues:
Revenues (7,557) 65,000 65,000 65,000 65,000
Transfers In - - - - -
Total Revenues (7,557) 65,000 65,000 65,000 65,000
Expenses:
Salaries and Benefits - - - - -
Services and Supplies - - - - -
Debt Service - - - - -
Capital Outlay - - - - -
Capital Improvement Program - - - - -
Transfers Out - 269,750 341,748 - -
Total Expenditures - 269,750 341,748 - -
Ending Available Working Capital 1,013,711$ 831,519$ 736,963$ 801,963$ 866,963$
This fund is used to account for the accumulation of water facility revenues to be used in capital
improvement projects in the City. Money is collected from development to offset the impacts new
development has on the water distribution system.
2022-23
Page 458 of 476
FUND SUMMARIES ATTACHMENT 1
SPECIAL REVENUE FUNDS
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 341,820$ 359,019$ 354,561$ 405,561$ 426,561$
Revenues:
Revenues 12,741 51,000 51,000 21,000 26,000
Transfers In - - - - -
Total Revenues 12,741 51,000 51,000 21,000 26,000
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies - - - - -
Capital Outlay - - - - -
Transfers Out - - - - -
Total Expenditures - - - - -
Change in Fund Balance 12,741 51,000 51,000 21,000 26,000
Ending Fund Balance 354,561$ 410,019$ 405,561$ 426,561$ 452,561$
This fund accounts for impact fees collected from developers for the expansion of the existing
fire station in order to serve future development.
2022-23
FUND: 210 FIRE PROTECTION IMPACT FEES
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 193,039$ 194,889$ 192,065$ 193,515$ 19,965$
Revenues:
Revenues 40,647 40,200 40,200 45,200 46,200
Transfers In - - - - -
Total Revenues 40,647 40,200 40,200 45,200 46,200
Expenditures:
Salaries and Benefits - - -
Services and Supplies 41,621 16,800 38,750 218,750 39,900
Capital Outlay - - - - -
Transfers Out - - - - -
Total Expenditures 41,621 16,800 38,750 218,750 39,900
Change in Fund Balance (974) 23,400 1,450 (173,550) 6,301
Ending Fund Balance 192,065$ 218,289$ 193,515$ 19,965$ 26,266$
FUND: 211 PUBLIC ACCESS TELEVISION
This fund accounts for fees collected from Charter Communications that are restricted for
support of public, education, and government access programming and equipment.
2022-23
Page 459 of 476
FUND SUMMARIES ATTACHMENT 1
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 53,433$ 58,734$ 54,271$ 59,571$ 64,871$
Revenues:
Revenues 838 5,300 5,300 5,300 5,300
Transfers In - - - -
Total Revenues 838 5,300 5,300 5,300 5,300
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies - - - - -
Capital Outlay - - - - -
Transfers Out - - - - -
Total Expenditures - - - - -
Change in Fund Balance 838 5,300 5,300 5,300 5,300
Ending Fund Balance 54,271$ 64,034$ 59,571$ 64,871$ 70,171$
This fund accounts for impact fees collected from developers for the expansion of the
existing police facility in order to serve future development.
FUND: 212 POLICE PROTECTION IMPACT FEES
2022-23
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 1,337,995$ 1,443,994$ 1,417,202$ 1,508,202$ 1,564,202$
Revenues:
Revenues 79,207 91,000 91,000 56,000 56,000
Transfers In - - -
Total Revenues 79,207 91,000 91,000 56,000 56,000
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies - - - - -
Capital Outlay - - - - -
Transfers Out - - - - -
Total Expenditures - - - - -
Change in Fund Balance 79,207 91,000 91,000 56,000 56,000
Ending Fund Balance 1,417,202$ 1,534,994$ 1,508,202$ 1,564,202$ 1,620,202$
This fund accounts for the receipts of park-in-lieu fees (Quimby) and grant revenues that are
used for construction, park acquisition, and development of park facilities.
FUND: 213 PARK DEVELOPMENT
2022-23
Page 460 of 476
FUND SUMMARIES ATTACHMENT 1
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 308,247$ 164,196$ 215,690$ 206,590$ 182,490$
Revenues:
Revenues 23,063 70,900 50,900 50,900 50,900
Transfers In - - - - -
Total Revenues 23,063 70,900 50,900 50,900 50,900
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies - - - 75,000 62,000
Capital Outlay - - - - -
Transfers Out 115,620 126,000 60,000 - -
Total Expenditures 115,620 126,000 60,000 75,000 62,000
Change in Fund Balance (92,557) (55,100) (9,100) (24,100) (11,100)
Ending Fund Balance 215,690$ 109,096$ 206,590$ 182,490$ 171,390$
Impact fees collected from developers for park improvements are to be used to
maintain the adopted level of service for neighborhood and community parks of 4.0
acres per thousand population. This fund accounts for the receipt and use of these
monies.
FUND: 214 PARK IMPROVEMENT
2022-23
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 25,260$ 29,714$ 26,485$ 30,685$ 32,885$
Revenues:
Revenues 1,225 4,200 4,200 2,200 2,200
Transfers In - - - -
Total Revenues 1,225 4,200 4,200 2,200 2,200
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies - - - - -
Capital Outlay - - - - -
Transfers Out - - - - -
Total Expenditures - - - - -
Change in Fund Balance 1,225 4,200 4,200 2,200 2,200
Ending Fund Balance 26,485$ 33,914$ 30,685$ 32,885$ 35,085$
2022-23
This fund accounts for impact fees collected from developers and used for recreation
facilities in order to maintain the adopted level of service of recreation/community
center facilities of 542 square feet per thousand population.
FUND: 215 RECREATION COMMUNITY CENTER
Page 461 of 476
FUND SUMMARIES ATTACHMENT 1
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 40,467$ 39,156$ 39,156$ 29,221$ 23,086$
Revenues:
Revenues 8,767 9,500 9,500 10,000 10,000
Transfers In - - - - -
Total Revenues 8,767 9,500 9,500 10,000 10,000
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies 6,982 14,535 14,535 14,535 14,535
Capital Outlay - - - - -
Transfers Out 3,096 4,900 4,900 1,600 1,600
Total Expenditures 10,078 19,435 19,435 16,135 16,135
Change in Fund Balance (1,311) (9,935) (9,935) (6,135) (6,135)
Ending Fund Balance 39,156$ 29,221$ 29,221$ 23,086$ 16,951$
FUND: 216 GRACE LANE ASSESSMENT DISTRICT
This fund accounts for the landscape maintenance within the Grace Lane housing
tract. A special benefit assessment is levied on property owners to pay for landscape
maintenance expenditures.
2022-23
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 1,287$ 4,164$ 4,418$ 4,418$ 3,218$
Revenues:
Revenues 5,732 5,900 5,900 5,900 5,900
Transfers In - - - - -
Total Revenues 5,732 5,900 5,900 5,900 5,900
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies 2,601 5,700 5,700 5,700 5,700
Capital Outlay - - - - -
Transfers Out - 200 200 1,400 1,400
Total Expenditures 2,601 5,900 5,900 7,100 7,100
Change in Fund Balance 3,131 - - (1,200) (1,200)
Ending Fund Balance 4,418$ 4,164$ 4,418$ 3,218$ 2,018$
FUND: 217 LANDSCAPE MAINTENANCE DISTRICTS
2022-23
This fund accounts for the landscape maintenance of parkways within two housing
tracts. A special benefit assessment is levied on property owners to pay for
landscape maintenance expenditures.
Page 462 of 476
FUND SUMMARIES ATTACHMENT 1
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 463,760$ 471,360$ 475,734$ 483,334$ 495,154$
Revenues:
Revenues 37,240 46,500 46,500 46,500 46,500
Transfers In - - - - -
Total Revenues 37,240 46,500 46,500 46,500 46,500
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies 19,170 30,000 30,000 32,380 32,380
Capital Outlay - - - - -
Transfers Out 6,096 8,900 8,900 2,300 252,300
Total Expenditures 25,266 38,900 38,900 34,680 284,680
Change in Fund Balance 11,974 7,600 7,600 11,820 (238,180)
Ending Fund Balance 475,734$ 478,960$ 483,334$ 495,154$ 256,974$
2022-23
FUND: 219 PARKSIDE ASSESSMENT DISTRICT
This fund accounts for revenue derived from annual assessments, which are used to pay
the cost incurred by the City for landscape maintenance.
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 90,338$ -$ 81,326$ 244,024$ 282,790
Revenues:
Revenues 970,471 799,352 891,066 992,435 1,027,100
Transfers In 471,048 576,000 576,000 475,000 500,000
Total Revenues 1,441,519 1,375,352 1,467,066 1,467,435 1,527,100
Expenditures:
Salaries and Benefits 504,575 483,700 523,100 547,200 565,000
Services and Supplies 263,827 436,900 364,168 332,800 522,700
Debt Service 28,545 - - 8,369 8,369
Capital Outlay - - - - -
Transfers Out 653,584 456,167 417,100 540,300 561,100
Total Expenditures 1,450,531 1,376,767 1,304,368 1,428,669 1,657,169
Change in Fund Balance (9,012) (1,415) 162,698 38,766 (130,069)
Ending Fund Balance 81,326$ (1,415)$ 244,024$ 282,790$ 152,721
FUND: 220 STREETS (GAS TAX)
This fund accounts for receipts and expenditures of money apportioned by the State under Streets and
Highway Code. The use of gas tax revenues can only be used to construct and maintain streets, roads
and highways.
2022-23
Page 463 of 476
FUND SUMMARIES ATTACHMENT 1
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 1,139,198$ 1,153,198$ 1,130,771$ 1,186,771$ 1,222,771
Revenues:
Revenues (8,427) 56,000 56,000 36,000 36,000
Transfers In - - - - -
Total Revenues (8,427) 56,000 56,000 36,000 36,000
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies - - - - -
Capital Outlay - - - - -
Transfers Out - - - - -
Total Expenditures - - - - -
Change in Fund Balance (8,427) 56,000 56,000 36,000 36,000
Ending Fund Balance 1,130,771$ 1,209,198$ 1,186,771$ 1,222,771$ 1,258,771
FUND: 222 TRAFFIC SIGNALIZATION
2022-23
This fund accounts for traffic signalization assessment levied against developments for the
future cost of traffic signals.
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 153,760$ 154,260$ 152,089$ 152,589$ 153,089
Revenues:
Revenues (1,671) 500 500 500 500
Transfers In - - - - -
Total Revenues (1,671) 500 500 500 500
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies - - - - -
Capital Outlay - - - - -
Transfers Out - - - - -
Total Expenditures - - - - -
Change in Fund Balance (1,671) 500 500 500 500
Ending Fund Balance 152,089$ 154,760$ 152,589$ 153,089$ 153,589$
This fund accounts for developer traffic mitigation measure fees charged as a result of
an environmental review.
FUND: 223 TRAFFIC CIRCULATION
2022-23
Page 464 of 476
FUND SUMMARIES ATTACHMENT 1
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 2,601,058$ 1,848,589$ 2,587,414$ 1,359,946$ 1,419,946$
Revenues:
Revenues (13,644) 150,000 150,000 60,000 60,000
Transfers In - - - - -
Total Revenues (13,644) 150,000 150,000 60,000 60,000
Expenditures:
Salaries and Benefits - - - - -
Debt Service - - - - -
Capital Outlay - - - - -
Transfers Out - 831,219 1,377,468 - -
Total Expenditures - 831,219 1,377,468 - -
Change in Fund Balance (13,644) (681,219) (1,227,468) 60,000 60,000
Ending Fund Balance 2,587,414$ 1,167,370$ 1,359,946$ 1,419,946$ 1,479,946$
2022-23
FUND: 224 TRANSPORTATION FACILITY IMPACT
This fund accounts for developer impact fees (AB1600 fees) paid to protect the public health,
safety, and welfare by maintaining the existing level of public services for existing and future
residents within the City of Arroyo Grande.
FUND: 225 TRANSPORTATION
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 540,130$ 965,130$ 967,679$ 1,248,679$ 1,363,679$
Revenues:
Revenues 660,553 364,000 514,000 515,000 516,000
Transfers In - - - - -
Total Revenues 660,553 364,000 514,000 515,000 516,000
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies - 15,000 - - -
Debt Service - - - - -
Capital Outlay - - - - -
Transfers Out 233,004 233,000 233,000 400,000 425,000
Total Expenditures 233,004 248,000 233,000 400,000 425,000
Change in Fund Balance 427,549 116,000 281,000 115,000 91,000
Ending Fund Balance 967,679$ 1,081,130$ 1,248,679$ 1,363,679$ 1,454,679$
This revenue source is provided by the San Luis Obispo County of Government’s (SLOCOG) Local
Transportation Fund (LTF). The annual appropriation is restricted to transportation systems,
including transit, pedestrian, street and road maintenance.
2022-23
Page 465 of 476
FUND SUMMARIES ATTACHMENT 1
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 369,799$ 249,499$ 270,767$ 204,333$ 119,033$
Revenues:
Revenues 13,389 77,000 77,000 52,000 52,000
Transfers In - - - - -
Total Revenues 13,389 77,000 77,000 52,000 52,000
Expenditures:
Salaries and Benefits - - - -
Services and Supplies 112,420 137,300 143,434 137,300 137,300
Debt Service - - - - -
Capital Outlay - - - - -
Transfers Out - - - - -
Total Expenditures 112,420 137,300 143,434 137,300 137,300
Change in Fund Balance (99,032) (60,300) (66,434) (85,300) (85,300)
Ending Fund Balance 270,767$ 189,199$ 204,333$ 119,033$ 33,733$
2022-23
FUND: 226 WATER NEUTRALIZATION IMPACT
The City requires development projects that increase total water consumption in the City to
“neutralize” that demand by reducing water consumption in existing development by an
equivalent amount or by paying a fee in-lieu of performing water consumption reductions.
This fund accounts for the amount collected from developers and is used towards the City’s
water conservation efforts.
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 5,891$ 404$ 5,891$ 5,891$ 5,891$
Revenues:
Revenues - - - - -
Transfers In - - - - -
Total Revenues - - - - -
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies - - - - -
Capital Outlay - - - - -
Transfers Out - - - - -
Total Expenditures - - - - -
Change in Fund Balance - - - - -
Ending Fund Balance 5,891$ 404$ 5,891$ 5,891$ 5,891$
This fund accounts for impact fees paid by development and are restricted to improving
drainage within the City.
FUND: 231 DRAINAGE FACILITY
2022-23
Page 466 of 476
FUND SUMMARIES ATTACHMENT 1
2020-21
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 1,099,746$ 1,151,565$ 1,145,827$ 1,172,327$ 1,198,827$
Revenues:
Revenues 46,081 26,500 26,500 26,500 26,500
Transfers In - - - - -
Total Revenues 46,081 26,500 26,500 26,500 26,500
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies - - - - -
Capital Outlay - - - - -
Transfers Out - - - - -
Total Expenditures - - - - -
Change in Fund Balance 46,081 26,500 26,500 26,500 26,500
Ending Fund Balance 1,145,827$ 1,178,065$ 1,172,327$ 1,198,827$ 1,225,327$
This fund accounts for monies paid by developers in meeting the City's mandatory affordable
housing requirements.
FUND: 232 IN-LIEU AFFORDABLE HOUSING
2022-23
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 19,943$ 20,004$ 19,658$ 19,658$ 19,658$
Revenues:
Revenues (285) - - - -
Transfers In - - - - -
Total Revenues (285) - - - -
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies - - - - -
Capital Outlay - - - - -
Transfers Out - - - - -
Total Expenditures - - - - -
Change in Fund Balance (285) - - - -
Ending Fund Balance 19,658$ 20,004$ 19,658$ 19,658$ 19,658$
FUND: 233 IN-LIEU UNDERGROUND UTILITY
2022-23
This fund accounts for monies paid by developers in meeting the City's underground
utility requirements.
Page 467 of 476
FUND SUMMARIES ATTACHMENT 1
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 328,350$ 325,075$ 405,833$ 383,583$ 367,833$
Revenues:
Revenues 290,014 147,650 270,750 309,750 319,050
Transfers In - - - - -
Total Revenues 290,014 147,650 270,750 309,750 319,050
Salaries and Benefits - - - -
Services and Supplies 204,527 221,500 285,000 275,500 275,500
Debt Service - - - - -
Capital Outlay - - - - -
Transfers Out 8,004 8,000 8,000 50,000 50,000
Total Expenditures 212,531 229,500 293,000 325,500 325,500
Change in Fund Balance 77,483 (81,850) (22,250) (15,750) (6,450)
Ending Fund Balance 405,833$ 243,225$ 383,583$ 367,833$ 361,383$
FUND: 240 TOURISM BUSINESS IMPROVEMENT DISTRICT
The purpose of the Tourism Business Improvement District (TBID) is to provide projects,
programs and activities that benefit lodging businesses located and operating within the City
of Arroyo Grande. A two percent (2%) assessment is levied on all lodging businesses of the
rent charged by the operator per occupied room per night for all transient occupancies.
Revenue collected is used to promote the lodging industry within the City.
2022-23
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 1,601,901$ 45,950$ 1,291,275$ 0$ 58,000$
Revenues:
Revenues (13,048) 78,000 78,000 58,000 58,000
Transfers In - - - - -
Total Revenues (13,048) 78,000 78,000 58,000 58,000
Expenditures:
Services and Supplies - - - - -
Debt Service - - - - -
Capital Outlay - - - - -
Transfers Out 297,578 700,000 1,369,275 - -
Total Expenditures 297,578 700,000 1,369,275 - -
Change in Fund Balance (310,626) (622,000) (1,291,275) 58,000 58,000
Ending Fund Balance 1,291,275$ (576,050)$ 0$ 58,000$ 116,000$
FUND: 241 WATER AVAILABILITY FUND
Pursuant to the provisions of Section 38743 of the Government Code, water availability charges
is a “special charge” which is levied to each parcel of property not served with city water.
These charges are restricted for the sole purpose of expanding water supply such as
desalination plant, recycled water, scalping plant, etc.
2022-23
Page 468 of 476
FUND SUMMARIES ATTACHMENT 1
2020-21
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 17,242$ 17,242$ 17,242$ 17,242$ 17,242
Revenues:
Revenues - - 53,341 56,749 -
Transfers In - - - - -
Total Revenues - - 53,341 56,749 -
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies - - - -
Debt Service - - - - -
Capital Outlay - - - - -
Transfers Out - - 53,341 56,749 12,391
Total Expenditures - - 53,341 56,749 12,391
Change in Fund Balance - - - - (12,391)
Ending Fund Balance 17,242$ 17,242$ 17,242$ 17,242$ 4,851
2022-23
FUND: 250 CDBG GRANT FUND
This fund accounts for revenues and expenditures related to Community Development Block
Grant (CDBG) Funds. The program is a flexible program that provides the City with resources
to address a wide range of unique community development needs.
Page 469 of 476
FUND SUMMARIES ATTACHMENT 1
2021-22
FINAL CURRENT PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance -$ 1,091,441$ 1,545,875$ 1,453,900$ 0$
Revenues:
Revenues 2,150,121 2,150,121 2,150,121 - -
Transfers In - - - - -
Total Revenues 2,150,121 2,150,121 2,150,121 - -
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies 31,643 594,391 562,748 - -
Capital Outlay - - - - -
Transfers Out 572,603 1,745,590 1,679,348 1,453,900 -
Total Expenditures 604,246 2,339,981 2,242,096 1,453,900 -
Change in Fund Balance 1,545,875 (189,861) (91,975) (1,453,900) -
Ending Fund Balance 1,545,875$ 901,580$ 1,453,900$ 0$ 0$
This fund accounts for American Rescue Plan Act (ARPA) funds. On March 11, 2021 President Biden
signed ARPA into law. ARPA is intended to provide financial aid to families, governments, businesses,
schools, non-profits and others impacted by the COVID-19 public health crisis. To support the
immediate pandemic response, bring back jobs, and lay the groundwork for a strong and equitable
recovery, ARPA established the Coronavirus State and Local Recovery Fund, designed to deliver $350
billion to state, local, territorial, and Tribal governments to bolster their response to the COVID-19
emergency and recover from the economic impacts caused by the public health crisis. This legislation
provided $27 billion in federal money to the State of California. The State will allocate $1.2 billion to
non-entitlement units of local government (NEUs). As an NEU, Arroyo Grande is eligible to receive
$4,300,241.
FUND: 260 AMERICAN RESCURE PLAN ACT (ARPA)
2022-23
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 397,272$ 388,071$ 533,489$ 377,289$ 398,789$
Revenues:
Revenues 158,663 140,800 140,800 140,800 140,800
Transfers In - - 4,000 - -
Total Revenues 158,663 140,800 144,800 140,800 140,800
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies - - 26,000 - -
Capital Outlay 22,446 - - - -
Transfers Out - 125,000 275,000 119,300 -
Total Expenditures 22,446 125,000 301,000 119,300 -
Change in Fund Balance 136,217 15,800 (156,200) 21,500 140,800
Ending Fund Balance 533,489$ 403,871$ 377,289$ 398,789$ 539,589$
FUND: 271 STATE COPS BLOCK GRANT
2022-23
This fund accounts for the receipt and use of monies from the State of California restricted
to the purchase of police equipment and technology for crime prevention.
Page 470 of 476
FUND SUMMARIES ATTACHMENT 1
AGENCY FUNDS
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance (2,342,921)$ (2,567,372)$ (2,567,372)$ (2,569,372)$ (2,571,372)$
Revenues:
Revenues - 412,944 412,944 412,944 412,944
Transfers In - - - - -
Total Revenues - 412,944 412,944 412,944 412,944
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies 6,854 2,000 2,000 2,000 2,000
Debt Service 182,943 382,944 382,944 382,944 382,944
Capital Outlay - - - - -
Transfers Out 30,000 30,000 30,000 30,000 30,000
Total Expenditures 219,797 414,944 414,944 414,944 414,944
Change in Fund Balance (219,797) (2,000) (2,000) (2,000) (2,000)
Ending Fund Balance (2,562,718)$ (2,569,372)$ (2,569,372)$ (2,571,372)$ (2,573,372)$
2022-23
FUND: 286 SUCCESSOR AGENCY TO THE FORMER REDEVELOPMENT AGENCY
This private-purpose trust fund was created to hold the assets of the former redevelopment
agency of the City of Arroyo Grande until they are distributed to other units of state and local
government after the payment of enforceable obligations have been made.
Page 471 of 476
FUND SUMMARIES ATTACHMENT 1
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 1,594,478$ 1,620,934$ 1,620,934$ 1,619,534$ 1,618,034$
Revenues:
Revenues 27,859 - - - -
Transfers In - - -
Total Revenues 27,859 - - - -
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies 1,491 1,400 1,400 1,500 1,500
Debt Service - - -
Capital Outlay - - - - -
Transfers Out - - - - -
Total Expenditures 1,491 1,400 1,400 1,500 1,500
Ending Fund Balance 1,620,847$ 1,619,534$ 1,619,534$ 1,618,034$ 1,616,534$
FUND: 287 SUCCESSOR AGENCY TO THE FORMER REDEVELOPMENT AGENCY - HOUSING FUNCTION
This private-purpose trust fund was created to hold the housing assets of the former redevelopment
agency of the City of Arroyo Grande until they are distributed to other units of state and local
government after the payment of enforceable obligations have been made.
2022-23
2021-22
FINAL ORIGINAL PROJECTION 2023-24 2024-25
ITEM ACTUAL BUDGET BUDGET BUDGET BUDGET
Beginning Fund Balance 2,029$ 4,819$ 4,819$ 147,019$ 147,319$
Revenues:
Revenues 11,352 8,500 152,500 11,000 11,000
Transfers In (104) - - -
Total Revenues 11,248 8,500 152,500 11,000 11,000
Expenditures:
Salaries and Benefits - - - - -
Services and Supplies 4,807 4,400 4,400 4,800 4,900
Capital Outlay - - - - -
Transfers Out 5,904 5,900 5,900 5,900 5,900
Total Expenditures 10,711 10,300 10,300 10,700 10,800
Ending Fund Balance 2,565$ 3,019$ 147,019$ 147,319$ 147,519$
FUND: 751 DOWNTOWN PARKING
This agency fund collects assessments from Arroyo Grande Village merchants for the
maintenance of the Village parking lots for the Downtown Village Merchants Association.
2022-23
Page 472 of 476
THEMES FROM INFRASTRUCTURE CATEGORY
MORE CROSSWALKSSAFE ROUTES TO AND
AROUND SCHOOLS
BIKE/PEDESTRIAN PATHS
AND LANES
TRAFFIC CONTROLTALLY HO BRIDGE WIDENING
5 question survey Survey went live January 3
513 total respondents
Survey closed February 20
Combination of multiple choice and
short response
Promoted on social media channels
STREET MAINTENANCE
FIXING POTHOLES CLEANING SIDEWALKS WHEELCHAIR AND STROLLER
ACCESSIBLE SIDEWALKS
FIXING POTHOLES
THEMES FROM PUBLIC SAFETY CATEGORY
SAFETY IN VILLAGEINCREASED ENFORCEMENT
AND PATROLS
FUNDING FOR PUBLIC SAFETY
& EMERGENCY SERVICES
POLICE REFORMREDUCE CRIMEEXPANDED FIRE SERVICE
SURVEILLANCE CAMERAS
2023 ARROYO GRANDE COMMUNITY PRIORITIES
SURVEY RESULTS
Attachment 2
Page 473 of 476
T H E M E S F R O M E C O N O M I C D E V E L O P M E N T /T H E V I L L A G E C A T E G O R Y
P R O T E C T A G R I C U L T U R A L L A N D M O R E A F F O R D A B L E R E S T A U R A N T SIMPLEMENT A "B U Y L O C A L "
P R O G R A M
C O N S I D E R C A N N A B I S S A L E S C R E A T E A M A K E R S P A C EATTRACT N E W B U S I N E S S E S
R E M O V E V R B O R E S T R I C T I O N S P R O M O T E /G R O W T O U R I S MFILL E M P T Y V I L L A G E
S T O R E F R O N T S
F A S T E R D E V E L O P M E N T P R O J E C T
A P P R O V A L
L I M I T G R O W T H /K E E P S M A L L T O W N
F E E L
R E M O V E P A R K L E T S /I M P R O V E
Q U A L I T Y O F P A R K L E T S
T H E M E S F R O M E V E N T S /P A R K S A N D R E C R E A T I O N C A T E G O R Y
M O R E O F F L E A S H D O G P A R K S R E P A I R D A M A G E D P A R K
S T R U C T U R E SMORE R O L L E R S K A T I N G
O U T D O O R F I T N E S S E Q U I P M E N T
F O R A D U L T S
S O C I A L /R E C O P P O R T U N I T I E S F O R
S E N I O R S
B R I N G B A C K S T R A W B E R R Y
F E S T I V A L
M O R E Y O U N G A D U L T /T E E N
P R O G R A M M I N G M O R E P I C K L E B A L L C O U R T SMORE Y O U T H S P O R T S P R O G R A M S
O P E N S O T O S P O R T S C O M P L E X
E A R L I E R M O R E T R A I L S A N D O P E N S P A C E SMORE C O M M U N I T Y E V E N T S
T H E M E S F R O M H O M E L E S S /A F F O R D A B L E H O U S I N G C A T E G O R Y
H O U S I N G F O R L O W I N C O M E A N D
S E N I O R S
A D D R E S S H O M E L E S S N E S S A N D
E N C A M P M E N T SMORE A F F O R D A B L E H O U S I N G
P R O V I D E H O M E L E S S S H E L T E R O U T R E A C H A N D S E R V I C E S F O R
M E N T A L L Y I L LAPPROVE M O R E H O U S I N G
E N F O R C E L A W S R E : P U B L I C
C A M P I N G /D E F E C A T I O N
T H E M E S F R O M W A T E R S E C U R I T Y C A T E G O R Y
R E D U C E W A T E R C O S T L O C A L D E S A L I N A T I O N P L A N TWATER A V A I L A B I L I T Y A N D
S T O R A G E
W A T E R A W A R E N E S SSECURE M O R E W A T E R R I G H T S ,
W E L L S
Q . 5 A N Y C O M M E N T S O R
S U G G E S T I O N S ?
M a n y a n s w e r e d f e l l i n t o t h e b r o a d c a t e g o r i e s f r o m q u e s t i o n 3 , b u t s o m e t h e m e s o f t h e r e s p o n s e s t h a t f i t o u t s i d e o f t h o s e c a t e g o r i e s a r e
b e l o w .
B U I L D S U S T A I N A B L E L O N G -T E R M
B U D G E T
2 8 6 S K I P P E D
C O M B I N E P U B L I C R E S O U R C E S W I T H
R E G I O N A L P A R T N E R S G R A T I T U D E F O R C I T Y S E R V I C E S
T H A N F U L N E S S F O R S U R V E Y L O V E F O R A R R O Y O G R A N D E D I V E R S I T Y /I N C L U S I O N
M O R E O U T R E A C H T O C O M M U N I T Y &
M A R K E T I N G C A M P A I G N S R E D U C E U T I L I T Y C O S T /B U R D E N C O N S I D E R A D D I N G S O C I A L W O R K E R T O
P O L I C E T O H E L P W I T H H O M E L E S S
S U P P O R T F A R M I N G C O M M U N I T Y K E E P T H E R O O S T E R S B Y T H E C R E E K E A S I E R W A Y T O R E P O R T C O D E
V I O L A T I O N S
2 2 7 A N S W E R E D
I M P L E M E N T A "B U Y L O C A L "
P R O G R A M
Page 474 of 476
GoalStrategyTask/ActionCarryover Action or NewResponsible DepartmentAnticipated to StartCompletion TargetFunding1. 1 Economic Development 1.1a Evaluate Economic Development Management Services NewCMO1Q FY2023-24 2Q FY 2023-241.1b Obtain Economic Development Management Services NewCMO3Q FY 2023-24 3Q FY 2023-241.1c Support Modifications to the AGTBID NewCMO/CA/RS/LIS In Progress 2Q FY 2023-241.1c.i. Transition Administration to City staffNewCMO/RSIn Progress 1Q FY 2023-241.1c.ii. Complete Modifications to AGTBID Bylaws and Advisory Board StructureNew CMO/CA/LIS In Progress 2Q FY 2023-241.1d 400 W. Branch Disposition and Development AgreementNew CMO/CA/CD In Progress 4Q FY 2023-241.1e Complete Transition of Temporary Parklets to Permanent ParkletsCarryover CD/PW In Progress 1Q FY2023-241.1f Develop 1-3 Special Events that drive visitation duringshoulder and winter months and build destination awareness NewRecIn Progress 4Q FY 2023-241.2 Pursue Revenue Measure1.2a Issue an RFP for a consultant to develop a survey and outreach strategy to communityNewCMO/LIS 1Q FY2023-24 1Q FY2023-241.2b Award contract with consultant to develop a survey and outreach strategy to communityNewCMO/LIS 1Q FY2023-24 1Q FY2023-241.2c Conduct public outreach to the community to communicate need for additional revenue, including facilitation of a Citizen CommitteeCarryoverCMO/LIS 1Q FY2023-24 2Q FY 2024-251.2d Bring Revenue ballot measure to Council for approval CarryoverCMO/AS/LIS4Q FY 2024-25 4Q FY 2024-251.3 Evaluate Potential to Enable Cannabis Businesses within City1.3a Conduct study session with the City Council regarding potential cannabis ordinanceCarryover CD/CA/CMO 3Q FY 2023-24 3Q FY 2023-241.3b Prepare and adopt cannabis ordinance, if directed by the City CouncilNew CD/CA/CMO 3Q FY 2023-24 1Q FY 2024-251.3c Evaluate feasibility of a Cannabis Tax New CD/AS/CA/CMO 3Q FY 2023-24 1Q FY 2024-25Fire Services2.1 Work with Regional Partnerson Fire Services in 5 Cities 2.1a Pursue potential contract with the County to serve Oceano New Fire/CMO 3Q FY 2023-24 4Q FY 2023-242.2 Funding for Fire Services2.2a Consider including Public Safety in proposed Revenue measureNew CMO/AS/LIS 4Q FY 2024-25 4Q FY 2024-25Infrastructure3.1 Pursue Alternative FundingSources for Infrastructure Needs3.1a Consider Community partnership for Mark M. Millis Community Center constructionCarryoverCMO/Rec/PWIn progress4Q FY 2023-243.1b Include infrastructure in new Revenue Measure plans and outreachCarryover AS/CMO/LIS/ PW/CD 1Q FY 2023-24 4Q FY 2024-253.1c Collect FEMA reimbursement for January - March 2023 storm damageNew AS In progress 1Q FY2023-243.1d Pursue Grant applications and administration for infrastructure projectsCarryover PW/CD/AS In progress Ongoing3.2 Work with Regional Partners on Infrastructure Projects3.2a Support ongoing development and financing of Central Coast Blue projectCarryoverCMO/AS/PWIn Progress Ongoing3.2b NCMA Management Agreement AmendmentsNewPW3Q FY 2023-24 OngoingFY 2023-25 Council Goal's Work PlanAttachment 3Page 475 of 476
GoalStrategyTask/ActionCarryover Action or NewResponsible DepartmentAnticipated to StartCompletion TargetFY 2023-25 Council Goal's Work Plan3.3 Prioritize Key Infrastructure Projects3.3a Traffic Way Bridge Carryover CD/PW In progress 2Q FY 2025-263.3a.i. Traffic Way Bridge DesignCarryoverCD/PWIn progress4Q FY 2023-243.3a.ii. Traffic Way Bridge ROWCarryoverCD/PW1Q FY 2023-24 3Q FY 2023-243.3a.iii. Traffic Way Bridge ConstructionCarryoverCD/PW3Q FY 2024-25 2Q FY 2025-263.3b Swinging Bridge RehabilitationCarryoverCD/PW3.3b.i. Swinging Bridge Rehabilitation NEPACarryoverCD/PWIn progress 2Q FY 2023-243.3bii Swinging Bridge Rehabilitation Bid for Construction CarryoverCD/PW3Q FY 2023-24 3Q FY 2023-243.3b.iii. Swinging Bridge ConstructionNewCD/PW3Q FY 2024-25 2Q FY 2025-263.3c Halcyon Complete Streets NewCD/PW3.3c.i. Halcyon Complete Streets Design acquisitionNewCD/PW1Q FY 2023-24 1Q FY 2024-253.3c.ii. Halcyon Complete Streets ROW acquisitionNewCD/PW1Q FY 2023-24 1Q FY 2024-253.3c.iii. Halycon Complete Streets ConstructionNewCD/PW1Q FY 2024-25 2Q FY 2025-263.3d ATP DevelopmentNewCD/PW3.3d.i. Award ATP Contract to Consultant NewCD/PW4Q FY 2022-23 4Q FY 2022-233.3d.ii. Final Approval of ATP by CouncilNewCD/PW3Q FY 2024-25 3Q FY 2024-253.3e 2022 Pavement Management Program Construction NewCD/PW1Q FY 2023-24 2Q FY 2023-243.3f 2024 Pavement Management Program DesignNewCD/PW2Q FY 2023-24 3Q FY 2023-243.3g 2024 Pavement Management Program Construction NewCD/PW4Q FY 2023-24 1Q FY 2024-253.3h Public Safety Video CamerasCarryoverPolice/CDIn Progress4Q FY 2024-253.3i Replacement Generator at Station 1NewCD/PW/Fire4Q FY 2022-23 4Q FY 2023-243.3j Lift Station 3NewCD/PW1Q FY 2023-24 1Q FY 2024-253.3k AG Creek Remediation (Debris removal and bank stabilization)NewCD/PW4Q FY 2022-23 4Q FY 2023-243.3l Concrete Repair ProgramNewCD/PW1Q FY 2024-25 4Q FY 2024-253.3m Concept plan/design for new Mark M. Millis Community Center BuildingNewCD/PW1Q FY 2023-24 4Q FY 2023-243.3n CMP LiningNewCD/PW1Q FY 2024-25 Ongoing4.1 Objective Design StandardsCarryoverCD/CA1Q FY 2023-24 3Q FY 2025-264.2 Diversity Equity Iinclusivity Justice Lens4.2a Management of DEIJ consultantNewCDIn ProgressOngoing4.3 General Plan ElementsNewCD2Q FY 2023-24 3Q FY 2024-254.4 Baseline Analysis of Existing and Future Business Needs4.4a Survey Local BusinessesCarryover CD1Q FY 2023-24 4Q FY 2023-244.4b Conduct a Retail Market AnalysisNewCD1Q FY 2023-24 4Q FY 2023-244.5 Climate Action PlanNewCD2Q FY 2023-24 3Q FY 2025-264.5 Code Update4.5a Bring code changes to Planning Commission for approval NewCD3Q FY 2025-26 3Q FY 2025-264.5b Bring draft Ordinance of code revision update to Council NewCD4Q FY 2025-26 4Q FY 2025-264.6 ADU Policy4.6a Draft ADU OrdinanceNewCDIn progress 1Q FY 2023-244.6b Bring ADU Ordinance to Planning Commision for Approval New CD 2Q FY 2023-24 2Q FY 2023-244.6c Bring ADU Ordinance to Council for ApprovalNewCD3Q FY 2023-24 3Q FY 2023-244.7 EIR4.7a Complete draft EIRNewCD1Q FY 2024-25 3Q FY 2024-254.7b Complete final EIRNewCD3Q FY 2024-25 4Q FY 2024-254.8 Public Outreach4.8a Plan and Host a Kick-Off Meeting with CommunityNewCD/LIS1Q FY 2023-24 1Q FY 2023-24CMOCity Manager's OfficeASAdministrative ServicesLISLegislative and Information ServicesPDPolice DepartmentPWPublic WorksRecRecreation ServicesFireFive Cities Fire AuthorityCDCommunity DevelopmentKeyGeneral Plan UpdateInfrastructure (continued)Page 476 of 476