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Agenda Packet 2003-05-27 CITY COUNCIL Cttt of AGENDA ArrOlo GrancIe Tony M. Ferrara Mayor Jim Dickens Mayor Pro Tem Steven Adams City Manager Thomas A. Runels Council Member Timothy J. Carmel City Attorney Sandy Lubin Council Member Kelly Wetmore Director. Administrative Services Joe Costello Council Member NOTICE OF CITY COUNCIL SPECIAL MEETING Tuesday May 27. 2003 ~:15 ~ Arroyo Grande City Council Chambers 215 East Branch Street, Arroyo Grande AGENDA 1. ROLL CALL 2. PUBLIC COMMENT on Special Meeting Agenda Items. Members of the public wishing to address the Council on any item described in this Notice may do so when recognized by the Presiding Officer. 3. CITY COUNCIL CLOSED SESSION: a. CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54957.6: Agency Negotiators: Rick T erBorch and Karen Sisko Represented Employees: Service Employees International Union (SEIU)- Local 620 Agency Negotiators: Daniel Hernandez and Karen Sisko Represented Employees: Arroyo Grande Police Officers' Association (AGPOA) Agency Negotiators: Daniel Hernandez and Karen Sisko Represented Employees: Arroyo Grande Career Firefighters (AGCF) 4. RECONVENE TO OPEN SESSION: Announcement of reportable action from closed session. if any. 5. ADJOURNMENT. c:closeclsession.agenda.052703 _ __ __________._....m~_ ----_._------~ -~._--- ----.----- --_..._--------~_.,.~--_.__._..--_....__. ._~-_..__._--_._._.._------ CITY COUNCIL Cttt of AGENDA ArrOlo GrancIe Tony M. Ferrara Mayor Jim Dickens Mayor Pro Tem Steven Adams City Manager Thomas A. Runels Council Member Timothy J. Carmel City Attorney Sandy Lubin Council Member Kelly Wetmore Director, Administrative Services Joe Costello Council Member AGENDA SUMMARY CITY COUNCIUREDEVELOPMENT AGENCY TUESDAY, MAY 27,2003 7:00 P.M. Arroyo Grande City Council Chambers 215 East Branch Street, Arroyo Grande 1. CALL TO ORDER: 7:00 P.M. 2. ROLL CALL COUNCIURDA 3. FLAG SALUTE: CUB SCOUT, PACK 13 4. INVOCATION: PASTOR ROBERT BANKER, OPEN DOOR CHURCH,OCEANO 5. SPECIAL PRESENTATIONS: 5.a. Mayor's Commendation Presented to City EmDloyees Shane Taylor. Kevin Rocha. Pete McClure and Curtis Johnson 6. AGENDA REVIEW: 6.a. Move that all resolutions and ordinances presented tonight be read in title only and all further readings be waived. -----_._-~ --- AGENDA SUMMARY - MAY 27, 2003 PAGE 2 7. COMMUNITY COMMENTS AND SUGGESTIONS: This public comment period is an invitation to members of the community to present issues, thoughts, or suggestions on matters not scheduled on this agenda. Comments should be limited to those matters that are within the jurisdiction of the City Council. The Brown Act restricts the Council from taking formal action on matters not published on the agenda. In response to your comments, the Mayor or presiding Council Member may: . Direct City staff to assist or coordinate with you. . A Council Member may state a desire to meet with you. . It may be the desire of the Council to place your issue or matter on a future Council agenda. Please adhere to the following procedures when addressing the Council: . Comments should be limited to 3 minutes or less. . Your comments should be directed to the Council as a whole and not directed to individual Council members. . Slanderous, profane or personal remarks against any Council Member or member of the audience shall not be permitted. 8. CONSENT AGENDA: The following routine items listed below are scheduled for consideration as a group. The recommendations for each item are noted. Any 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. B.a. Cash Disbursement Ratification (SNODGRASS) Recommended Action: Approve the listings of cash disbursements for the period May 1, 2003 - May 15, 2003. B.b. Consideration of Cash Flow Analysis/ADDroval of Interfund Advance from ttie Water Facilitv Fund (SNODGRASS) Recommended Action: Receive and file the April 2003 cash report and approve the interfund advance from the Water Facility Fund to cover cash deficits in other funds at April 30, 2003. B.c. Consideration of Fiscal Year 2003-04 ADDroDriation Limit (SNODGRASS) Recommended Action: Adopt Resolution establishing the appropriation limit from tax proceeds for Fiscal Year 2003-04. B.d. Consideration of Confirmation of Assessments for all Parcels within Tracts 1158 and 1769 (SNODGRASS) Recommended Action: 1) Adopt Resolution confirming landscaping assessments of forty dollars ($40) for all parcels within Tract 115B; and 2) Adopt Resolution confirming landscaping and lighting assessments of one hundred dollars ($100) for all parcels within Tract 1769. AGENDA SUMMARY - MAY 27, 2003 PAGE 3 8. CONSENT AGENDA (continued): 8.e. Consideration of ADDroval of Minutes (WETMORE) Recommended Action: Approve the minutes of the Special and Regular City Council Meetings of May 13, 2003 as submitted. 8.1. Consideration of Authorization to Solicit Bids for SDring 2003 Slurrv Seal Proiect No. PW 2003-04 (SPAGNOLO) Recommended Action: 1) Authorize the Public Works Department to solicit construction bids for the Spring 2003 Slurry Seal capital improvement project; 2) Find that the project is categorically exempt from CEOA pursuant to Section 15301(c); and 3) Direct the Director of Administrative Services to file a Notice of Exemption. 8.g. Consideration of Authorization to Solicit Bids for Soto SDOrts ComDlex Lighting Proiect. PW 2003-02 (SPAGNOLO) Recommended Action: 1) Authorize the Public Works Department to solicit public construction bids for the Soto Sports Complex Lighting project; 2) Find that the project is categorically exempt from CECA pursuant to Section 15301 (e); and 3) Direct the Director of Administrative Services to file a Notice of Exemption. 8.h. Consideration of Disadvantaged Business EnterDrise Program (DBE) for FFY 2003-04 (SPAGNOLO) Recommended Action: 1) Approve the submittal of the FFY 2003-04 DBE Program with "proposed" Overall Annual DBE Goal to Caltrans by June 2, 2003; 2) Direct the Director of Administrative Services to publish a public notice in the local media in accordance with Section XIV of the Program; and, 3) Direct staff to return to the City Council with a summary of public comments and approval to submit the FFY 2003- 04 DBE Program with "established" Overall Annual DBE Goal to Caltrans by September 1, 2003. 8.L Consideration of an Ordinance Amending Title 13 of the Arroyo Grande MunlclDal Code (SPAGNOLO) Recommended Action: Adopt Ordinance repealing Sections 13.04.130 and 13.04.170 and adding Chapter 13.05 to Title 13 of the Municipal Code to provide additional water conservation measures and to comply with State Water Code Section 10632. 9. PUBLIC HEARINGS: 9.a. Consideration of a ProDosed Ordinance Amending ChaDter 16.52.150 of the DeveloDment Code Regarding Second Residential Dwellings: DeveloDment Code Amendment 03-003 (STRONG) Recommended Action: Introduce for first reading by title only the proposed Ordinance entitled, "An Ordinance of the City Council of Arroyo Grande Amending Portions of Title 16 of the Municipal Code Regarding Second Residential Dwellings". . -- AGENDA SUMMARY - MAY 27, 2003 PAGE 4 10. CONTINUED BUSINESS: None. 11. NEW BUSINESS: 11.a. Consideration of ADDlication to Join California Joint Powers Insurance Authoritv (CJPIA} (ADAMS) Recommended Action: Direct the City Manager to support consideration by the Central Coast Cities Self Insurance Fund to join the California Joint Powers Insurance Authority (CJPIA) and direct staff to prepare a resolution to approve the City's membership in the CJPIA Liability Program. 11.b. Consideration of AdoDtion of the Water and Sewer Rate Study UDdate and Resolution Establishina Sewer and Water Rates and Charaes (SPAGNOLO) Recommended Action: 1) Adopt the Water and Sewer Rate Study Update dated May 2003; 2) Provide direction to staff on which rate structure to implement for the Water Fund; 3) Provide direction to staff on which rate structure to implement for the Sewer Fund; and 4) Adopt Resolution establishing new water and sewer rates and charges. 11.c. Consideration of Contract with the Countv of San Luis ObisDO for Animal Control Services (T erBORCH) Recommended Action: Approve the contract for animal control services with the County of San Luis Obispo. 11.d. Consideration of Third Quarter Status ReDort (SNODGRASS) [COUNCIURDA] Recommended Action: 1) Approve detailed budget adjustments and recommendations as shown on Schedule B; and 2) Approve Schedules A through E included in the Third Quarter Budget Status Report. 12. CITY COUNCIL REPORTS: This item gives the Mayor and Council Members the opportunity to present reports to the other members regarding committees, commissions, boards, or special projects on which they may be participating. (a) MAYOR TONY M. FERRARA: (1) San Luis Obispo Council of Governments/San Luis Obispo Regional Transit Authority (SLOCOG/SLORT A) (2) South San Luis Obispo County Sanitation District (SSLOCSD) (3) Integrated Waste Management Authority (IWMA) (4) Other (b) MAYOR PRO TEM JIM DICKENS: (1) South County Youth Coalition (2) Other --.....- --_."_.~- AGENDA SUMMARY - MAY 27, 2003 PAGE 5 12. CITY COUNCIL REPORTS (continued): (c) COUNCIL MEMBER THOMAS A. RUNELS: (1) Zone 3 Water Advisory Board (2) County Water Resources Advisory Committee (WRAC) (3) Other (d) COUNCIL MEMBER SANDY LUBIN: (1) South County Area Transit (SCAT) (2) Economic Vitality Corporation (EVC) (3) Other (e) COUNCIL MEMBER JOE COSTELLO: (1) Air Pollution Control District (APCD) (2) Other 13. CITY COUNCIL MEMBER ITEMS: The following item(s) are placed on the agenda by the Mayor and/or a Council Member who would like to receive feedback, direct staff to prepare information, and/or request a formal agenda report be prepared and the item placed on a future agenda. No formal action can be taken. a) None. 14; CITY MANAGER ITeMS: The following item(s) are placed On the agenda by the City Manager in order to receive feedback and/or request direction from the Council. No formal action can be taken. a) None. 15. COUNCIL COMMUNICATIONS: Correspondence/Comments as presented by the City Council. 16. STAFF COMMUNICATIONS: Correspondence/Comments as presented by the City Manager. 17. COMMUNITY COMMENTS AND SUGGESTIONS: This public comment period is an invitation to members of the community to present issues, thoughts, or suggestions. Comments should be limited to those matters that are within the jurisdiction of the City Council. 18. ADJOURNMENT to a Special Meeting of the City Council/Redevelopment Agency on Thursday, May 29, 2003 at 6:30 p.m., in the Council Chamber, 215 E. Branch Street, Arroyo Grande. AGENDA SUMMARY - MAY 27, 2003 PAGE 5 12. CITY COUNCIL REPORTS (continued): (c) COUNCIL MEMBER THOMAS A. RUNELS: (1) Zone 3 Water Advisory Board (2) County Water Resources Advisory Committee (WRAC) (3) Other (d) COUNCIL MEMBER SANDY LUBIN: (1) South County Area Transit (SCAT) (2) Economic Vitality Corporation (EVC) (3) Other (e) COUNCIL MEMBER JOE COSTELLO: (1) Air Pollution Control District (APCD) (2) Other 13. CITY COUNCIL MEMBER ITEMS: The following item(s) are placed on the agenda by the Mayor and/or a Council Member who would like to receive feedback, direct staff to prepare information, and/or request a formal agenda report be prepared and the item placed on a future agenda. No formal action can be taken. a) None. 14. CITY MANAGER ITEMS: The following item(s) are placed on the agenda by the City Manager in order to receive feedback and/or request direction from the Council. No formal action can be taken. a) None. 15. COUNCIL COMMUNICATIONS: Correspondence/Comments as presented by the City Council. 16. STAFF COMMUNICATIONS: Correspondence/Comments as presented by the City Manager. 17. COMMUNITY COMMENTS AND SUGGESTIONS: This public comment period is an invitation to members of the community to present issues, thoughts, or suggestions. Comments should be limited to those matters that are within the jurisdiction of the City Council. 18. ADJOURNMENT to a Special Meeting of the City Council/Redevelopment Agency on Thursday, May 29, 2003 at 6:30 p.m., in the Council Chamber, 215 E. Branch Street, Arroyo Grande. -~_._~-_._- AGENDA SUMMARY - MAY 27,2003 PAGE 6 * * * * * * * All staff reports or other written documentation relating to each item of business referred to on the agenda are on file in the Administrative Services Department and are available for public inspection and reproduction at cost. 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 Administrative Services Department at 805-473-5414 as soon as possible and at least 48 hours prior to the meeting date. * * * * * * * Note: This agenda is subject to amendment up to 72 hours prior to the date and time set for the meeting. Please refer to the agenda posted at City Hall for any revisions, or call the Director of Administrative Services at (805) 473-5414 for more information. www.arroyoarande.ora -------..--.. ---- ~.-- crry OF ~Of'S Com~i\ot\ ~~o: ~~ .~~~~ ()1'- g'h.\S 21th. <J)cIt of ~ 200~ C{1\ cR!.c091\\t\o1\ of ~oUf' ~fforts to 'P'"a"7\de ~\CIZS g(efe coSt....~ffectNe("t to th.e C\t"t of Nf'O'to @(I.,u(e G\- 01\ ~f of \t\e Ott ~ ~O""t ~-O:2rr(1r(1, ~or -----/ CITY OF ~orts Commendation ~esentecl QT 0: eYU1tO, ~ On Qlhis 27th q)a'l of ~ 2003 qn ~co8nition of YOur (Efforts to 9?rovicle Services ~e Cost-(Effective('l to the Cit'l of ArrO'lo Grande Given on <Befaa(f of tfte CUt COU1tct( C)on"t ~(ferrara, ~or -- -----~-_._---- erry OF I \ "'~. ,Ii \\ \\ i 'I \. \' 'fCA~'A -0/ 19'\'\ ~Of'S Com~t\Ot\ ~ e'o: curtiS. fj~~ On. g'h,\S 21th. '1)c:L"t of ~ 2005 CJ.n. ~c09n.\t\C)1\ of ~oUf' <efforts to ~~\de Sd""\Ce5 ~ct cost__<effctctNct("t to tf1e C\t"t of N1'O"to (;-f'C1n.de G\'4e1\ ot\ ~ of U\e Oft ~ . 'Q) Otl'! ~ c:r~rr<1r<1. ~or --------- _i~ ----------- c,-ry OF . ;1 i \ \ \ . ! , \ I '~CA~'A -0/ 19'\'\ ~01"s c~~~\ot\ ~~O: ~et(t ~\tUire ()t\ ~k\S 21th. <1)a.'t of ~ 2005 C{t\. ~t\.\t\ot\. of ~oUf' c:eff()f'ts to CJ!f'~\dIz ser"\Cd g(efft cost......c:effftct\"ft('t to tWz! C\t't of Atf'atO Gf'a.~ G\- 01\ ~f of \he Ott ~\ ~ 01\'1. ~ ~~rrGlrGl, ~or ----------. _. --------- .-~ 8.a. MEMORANDUM TO: CITY COUNCIL FROM: LYNDA K. SNODGRASS, DIRECTOR OF FINANCIAL SERVICES~ BY: JANET M. HUWALDT, ACCOUNTING SUPERVISOR 9~ SUBJECT: CASH DISBURSEMENT RA TIFICA TION DATE: MAY 27,2003 RECOMMENDATION: It is recommended the City Council ratify the attached listing of cash disbursements for the period May 1 -. May 15, 2003. FUNDING: There is a $527,553.34 fiscal impact. DISCUSSION: The attached listing represents the cash disbursements required of normal and usual operations. It is requested that the City Council approve these payments. ATTACHMENTS: ATTACHMENT 1 - Cash Disbursement Listing ATTACHMENT 2 - May 2, 2003 Accounts Payable Check Register ATTACHMENT 3 - May 2, 2003 Payroll Checks and Benefit Checks ATTACHMENT 4 - May 9,2003 Accounts Payable Check Register ----~-- A IT ACHMENT 1 CITY OF ARROYO GRANDE CASH DISBURSEMENTS ?M de p~ ~ 1Ita, 17~ 1Ita, IS, 2()()9 ", "" ~ 'm May 27, 2003 Presented are the cash disbursements issued by the Department of Financial Services for the period May 1 to May 15, 2003. Shown are cash disbursements by week of occurrence and type of payment. WEEK TYPE OF PAYMENT ATTAffi~. AMOUNT May 2, 2003 Accounts Payable Cks 110122-110170 2 $ 51,120.20 Payroll Checks & Benefit Checks 3 306,359.87 357,480.07 May 9, 2003 Accounts Payable Cks 110210-110308 4 170,073.27 Two Week Total $ 527.553.34 .._-- -...---------- --- CITY OF ARROYO GRANDE INDEX FOR BUDGET DEPARTMENTS EDEN COMPUTER SYSTEM GENERAL FUND (010) SPECIAL REVENUE FUNDS City Government (Fund 010) Park Development Fee Fund (Fund 213) 4001 - City Council 4550 - Park Development Fee 4002 - Administrative Services Traffic Signal Fund (Fund 222) 4003 - City Attorney 4501 - Traffic Fund 4101 - City Manager Transportation Fund (Fund 225) 4102 - Printing/Duplicating 4553 - Public Transit System 4120 - Financial Services Construction Tax Fund (Fund 230) 4121 - Taxes/ Insurance/ Bonds 4556 - Construction Tax 4130 - Community Development Police Grant Funds 4131 - Community Building (CDBG) 4201 - Law Enforcement Equip. (Fd 272) 4140 - Management Information System 4202 - State AB3229 Cops Grant (Fd 271) 4145 - Non Departmental 4203 - Federal Universal Hiring (Fd 274) Public Safety (Fund 010) 4208 - Federal Local Law Enforcmt (FD 279) 4201 - Police Redevelopment Agency ( Fund 284) 4211 - Fire 4103 - Redevelopment Administration 4212 - Building & Safety ENTERPRISE FUNDS Public Works (Fund 010) Sewer Fund (Fund 612) 4301 - Public Works-Admin & Engineering 4610 - Sewer Maintenance 4303 - Street/Bridge Maintenance Water Fund (Fund 640) 4304 - Street lighting 4710 - Water Administration 4305 - Automotive Shop 4711 - Water Production Parks & Recreation (Fund 010) 4712 - Water Distribution 4420 - Parks Lopez Administration (Fund 641) 4421 - Recreation 4750 - Lopez Administration 4422 - General Recreation CAPITAL IMPROVEMENT PROGRAMS (Fund 350) 4423 - Pre-School Program 5501-5599 - Park Projects 4424 - Recreation-Special Programs 5601-5699 - Streets Projects 4425 - Children in Motion 5701-5799 - Drainage Projects 4426 - Five Cities Youth Basketball 5801-5899 - Water/Sewer/Street Projects 4430 - Soto Sport Complex 5901-5999 - Water Projects 4213 - Government Buildings 4460 - Parkway Maintenance Dept. 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U'S iO iO ~ ~ .. > > S CD CD eft o ,&...co 0) 0 .. .~ e>!co co ..... =G) ~ e>C; c; C; .c!:: C::::I..... ..... ..... ~c3 .B~"'" ..... ..... -..------ Zcc :::' ' i ATTACHHENT 3 CITY OF ARROYO GRANDE DEPARTMENTAL LABOR DISTRIBUTION PAY PERIOD 04/11/03 - 04124/03 05/02103 FUND 010 272,360.48 Salaries Full time 170,677.50 FUND 220 13,333.49 Salaries Part-Time - PPT 18,723.02 FUND 284 4,711.19 Salaries Part-Time - TPT 8,889.18 FUND 612 4,399.91 Salaries OverTime 12,841.02 FUND 640 11,554.80 Salaries Standby 361.50 306,359.87 Holiday Pay 6,631.97 Sick Pay 3,391.19 Annual Leave By Back - Vacation Buyback - Sick Leave Buyback - Vacation Pay 6,019.00 Comp Pay 3,856.76 Annual Leave Pay 926.37 PERS Retirement 19,539.92 Social Security 16,790.59 PARS Retirement 284.47 State Disability Ins. 782.72 Deferred Compensation 725.00 Health Insurance 29,638.33 Dental Insurance 3,946.89 Vision Insurance 883.24 Life Insurance 626.20 Long Term Disability - Uniform Allowance - Car Allowance 400.00 Council Expense 375.00 Employee Assistance - Boot Allowance - Motor Pay 50.00 - 306,359.87 --- 'II"" ~ 0 00 00 ~'II"" 00 00 00 0 ~ =' 0 00 00 ~'II"" 00 00 00 0 0 tri trio cricO a>~ tri.,) tri.,) NN 0 e t- t-II) O)G) Nc-I C')C"'>> ~~ ('t)C"'>> It) <t 'II"" ~'II"" ('t)C"'>> ~'II"" N CD Q) m m t'I to 0. a.. ., .. 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SNODGRASS, DIRECTOR OF FINANCIAL SERVICES~ SUBJECT: CASH FLOW ANAL YSIS/APPROVAL OF INTERFUND ADVANCES FROM THE WATER FACILITY FUND DATE: MAY 27,2003 RECOMMENDATION: It is recommended the City Council: · Accept the April 2003 cash report, · Approve the interfund advance of $50,135 from the Water Facility Fund to cover cash deficits in other funds as of April 30, 2003. FUNDING: No outside funding is required. Attachment A - Cash Balance/lnterfund Advance Report - ATTACHMENT A CITY OF ARROYO GRANDE CASH BALANCE / INTERFUND ADVANCE REPORT At April 30, 2003 Balance at Recommended Revised Fund 04/30/03 Advances Balance 010 General Fund 2,664,397 2,664,397 210 Fire Protection Impact Fees 163,086 163,086 212 Police Protection Impact Fees 30,569 30,569 213 Park Development 492,333 492,333 214 Park Improvement 87,617 87,617 215 Recreation Community Center 6,970 6,970 217 Landscape Maintenance 32,532 32,532 220 Street (Gas Tax) Fund 136,182 136,182 221 Traffic Congestion Relief 71,443 71,443 222 Traffic Signalization 434,516 434,516 223 Traffic Circulation 485,152 485,152 224 Transportation Facility Impact 1,802,807 1,802,807 225 Transportation 18,546 18,546 226 Water Neutralization Impact 655,413 655,413 230 Construction Tax 257,943 257,943 231 Drainage Facility 25,958 25,958 232 In-Lieu Affordable Housing 804,755 804,755 241 Lopez Facility Fund 1,037,648 1,037,648 250 CDBG Fund 3,381 3,381 271 State COPS Block Grant Fund 28,713 28,713 272 Calif. Law Enf. Technology Grant 13,347 13,347 279 00-01 Fed Local Law Enforcement Grant 66 66 284 Redevelopment Agency (39,363) 39,363 0 285 Redevelopment Set Aside 86,155 86,155 350 Capital Projects (10,772) 10,772 0 612 Sewer Fund 44,822 44,822 634 Sewer Facility 181,299 181,299 640 Water Fund 2,895,049 2,895,049 641 Lopez 385,102 385,102 642 Water Facility 1,188,218 (50,135) 1,138,083 751 Downtown Parking 50,514 50,514 760 Sanitation District Fund 64,408 64,408 Total City Wide Cash 14,098,806 0 14,098,806 THE ABOVE LISTING ARE THE CASH BALANCES SHOWN IN THE GENERAL LEDGER OF THE CITY OF ARROYO GRANDE AS OF APRIL 30, 2003 ~ 8.c. MEMORANDUM TO: CITY COUNCIL FROM: LYNDA K. SNODGRASS, DIRECTOR OF FINANCIAL SERVICES' SUBJECT: CONSIDERATION OF FISCAL YEAR 2003-2004 APPROPRIA TIO LIMIT DATE: MAY 27,2003 RECOMMENDATION: It is recommended the City Council adopt the attached Resolution establishing the appropriation limit from tax proceeds for Fiscal Year 2003-2004. FUNDING: There is no fiscal impact with the adoption of the attached Resolution. DISCUSSION: Annually, the City is required to calculate the expenditure appropriation limit from tax proceeds to determine compliance with Propositions 4 (Gann Initiative) and 111 (Spending Limitation Act of 1990). This calculation is based on the previous year's appropriation limit ($12,741,555) multiplied by the per capita personal income percentage increase (2.31%) and multiplied again by the population percentage change (1.41%). The State Department of Finance provides both the population change and the per capita personal income change for the previous fiscal year. The City is responsible for dividing Citywide revenues between tax and non-tax revenue, and applying the formula to the cumulative appropriation limit. For Fiscal Year 2003-2004 the appropriation limit has been calculated to be $13,219,091. This calculation means that the City cannot receive more than $13,219,091 in tax-based revenues in Fiscal Year 2003-2004. The estimated tax-based revenues for Fiscal Year 2003-2004 have been calculated to be $8,870,366, over $4 million less than the appropriation limit. Therefore, the City is in compliance with Article XIIIB of the California Constitution. ALTERNATIVES: The following alternatives are presented for the City Council's consideration: - Approve staff recommendation; - Do not approve staff recommendation; - Modify staff recommendation and approve; - Provide direction to staff. I I ..~--_..--- ----^_...--- ~____~_~____ ___J CITY COUNCIL CONSIDERATION OF FISCAL YEAR 2003-2004 APPROPRIATION LIMIT MAY 27,2003 PAGE 2 Attachments: A. Calculation of Appropriation Limit From Tax Proceeds B. Categorization of Estimated Revenue -_.._...._~----- ----~_.~_.._.- -~-------- ___J RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE ADOPTING A TAX PROCEEDS EXPENDITURE APPROPRIATION LIMIT FOR FISCAL YEAR 2003-2004 BE IT RESOLVED by the City Council of the City of Arroyo Grande that the Fiscal Year 2003-04 expenditure appropriation limit from tax proceeds is $13,219,091, in accordance with Article XIIIB of the California Constitution (PropA, SB1352). BE IT FURTHER RESOLVED THAT this year's calculation is to include the percentage change in California per capita personal income, rather than the percentage change in the local assessment roll due to the addition of non- residential new construction, as the price factor. On motion of Council Member , seconded by Council Member , and on the following roll call vote, to wit: AYES: NOES: ABSENT: the foregoing Resolution was passed and adopted this 27th day of May 2003. -- RESOLUTION NO. . PAGE 2 TONY M. FERRARA, MAYOR ATTEST: KELLY WETMORE, DIRECTOR OF ADMINISTRATIVE SERVICESI DEPUTY CITY CLERK APPROVED AS TO CONTENT: STEVEN ADAMS, CITY MANAGER APPROVED AS TO FORM: TIMOTHY J. CARMEL, CITY ATTORNEY ~ ("f"\ if) ~ ~ if} ~ ~ if}~ ~ '<:t \ r-~ ~ ~ ~ II II g tIl Q ~ ~ -l!. + ~ ~ g u if} C ~. ~ ~ g 0 ()... ~ ~ ~ ~ t ~ i ~~ c:r ~~ II $ ~ ~ ~q f" ~ s.S -l!. ~ c ~ ~ -~ ("f"\ ~ o 104 ~ ~ ~~ ~. ~ ~ z ~ ~~ ~ ~ o C ~ ~~>;! .' ~ ~ a-. ~ ~ U r.I1 ~~" ~ ~~ < ~~ '0 "-.0 ~ ~ -.o~ ~ ~! <is ~ I ()...~ ~ ~ ~~ ~ u~ o ()... ~ ~ ~ ~~ ~~ Q " i ~~ ~~ ... ~ .' .% ~ 0 ~ ~ UC '.p. :- ~ ~ ("f"\ g .' s ~ ~~ q 4) 0 ~ '~ a '.p. g ~ ~t ~ ~ .~ o ~ ~ % .s s .' .~ :..( ~~ Q.. ~ 4) II) t ~ '0 ....-'I Q i 60 ~ ~ ~ ~ ~ .~ o ~g 8 0 ~ ~ ... ~ ~ w u 'a .s ~ ~ ;;.: ~~~ ~ ~ ~ g ~ g '$ ~w .g .~ ~ "Q. ~ ~ .t'. :.::; ~ % ~ p.. w B .:p ~ ~ ~ 1 p.. <. - -- -- A IT ACHMENT B CITY OF ARROYO GRANDE CATEGORIZATION OF ESTIMATED REVENUE FOR FISCAL YEAR 2003-04 Proceeds Non Proceeds Revenue Sources From Taxes From Taxes Taxes Property Tax 2,708,750 Sales Tax 3,315,000 Sales Tax-Safety 86,000 Transient Occupancy Tax 420,500 Business License Tax 74,900 Other Taxes 499,500 Licenses and Pennits Building Dept. Pennits 344,250 Other Licenses and Pennits 53,410 Fines M.V. Code Fines 124,300 Local.ordinancelParking 47,200 Use of Property Rent 139,700 NSF FeeslCr.Bur.Coll. 400 Aid From Other Gov't Agencies M.V. License Fees 1,007,600 Homeowners Prop. Tax Relief 37,400 P.O.S.T. Reimb. 36,000 Other Subventions 151,100 P.D.Officer Grant/Sharing 33,600 Other Grants . 335,277 Gas Tax 364,650 Streets Revenues 280,350 CharlZes For Current Services Community Development Fees 114,550 Safety Impact Fees 108,550 Recreation Program Fees 541,200 Sewer Utility Billings 572,300 Park Development Fees 69,900 Landscape District Assessment 5,800 Traffic Signal Assessment 30,600 Traffic Circulation. Assessment 1,350 Transportation Facility Impact 65,200 Water Neutralization Impact Fees 242,750 In-lieu Affordable Housing 231,550 Other Current Services 20,200 _____m._..__ - ATTACHMENT B CITY OF ARROYO GRANDE CATEGORIZATION OF ESTIMATED REVENUE FOR FISCAL YEAR 2003-04 Proceeds Non Proceeds Revenue Sources From Taxes From Taxes Char2es For Current Services Sewer Facility Charges 74,000 Hydrant Water 3,600 Water Utility Billings 1,562,200 Meter Installations 55,450 Lopez Water Avail.Charges 137,800 Lopez Utility Billings 1,896,800 Water Distrib/Main Charges 93,500 Taxi Coupon Sales 15,600 Assessments-Parking District 10,400 Other Revenue Sales of Property 3,150 Expenditure Recovery 237,450 Miscellaneous 3,300 Other Revenue 9,150 Total Revenue, Not Including Interest 8,708,650 7,457,587 Interest Percentage 53.87% 46.13% Interest % Applied 161,716 138,484 Total Revenue, Including Interest 8,870,366 7,596,071 Grand Total Budget City Revenue 16,466,437 I I ~--_. I 8.d. MEMORANDUM TO: CITY COUNCIL FROM: LYNDA K. SNODGRASS, DIRECTOR OF FINANCIAL SERVICES rCJ SUBJECT: CONSIDERATION OF CONFIRMATION OF ASSESSMENTS DATE: MAY 27,2003 RECOMMENDATION: It is recommended the City Council: . Adopt a resolution confirming landscaping assessments of forty dollars ($40) for all parcels within Tract 1158; . Adopt a resolution confirming landscaping and lighting assessments of one hundred dollars ($100) for all parcels within Tract 1769. FUNDING: San Luis Obispo County charges two dollars ($2) per assessment to collect the assessments on the tax roll, which is paid by the lot owners as part of the assessment. Therefore, there is no fiscal impact to the City. DISCUSSION: On June 9, 1992, Landscaping and Lighting Assessment District No. 1 was created to provide landscaping and lighting improvement and maintenance for Tract 1769. The annual assessment was $100 per parcel located within Tract 1769 (a total of $3,000). The Tract 1769 landscaping and lighting assessment must be confirmed each year. On May 28, 1996, at the request of the homeowners within Tract 1158, the City agreed to provide landsCaping and related maintenance to a portion of the greenbelt and appurtenances located on Oak Park Boulevard for the benefit of parcels located within Tract 1158. The City Council and parcel owners agreed to an annual $40 per parcel City charge (for a total of $2,800) for this service. The Tract 1769 landscaping and lighting assessment and the Tract 1158 landscape maintenance charge will be added to the tax roll of the affected property owners and collected by the San Luis Obispo County Tax Collector. _. ~-_._------ --------~- -- CITY COUNCIL CONSIDERATION OF CONFIRMATION OF ASSESSMENTS MAY 27,2003 PAGE 2 AL TERNA TIVES: The following alternatives are presented for the City Council's consideration: - Approve staff recommendation; - Do not approve staff recommendation; - Modify staff recommendation and approve; - Provide direction to staff. RESOLUTION NO. - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE CONFIRMING A LANDSCAPING ASSESSMENT WHEREAS, on May 28, 1996, the Arroyo Grande City Council approved an Amendment to Covenants, Conditions, and Restrictions for Tract 1158 (Oak Park Villas) whereby the City of Arroyo Grande agreed to provide certain specified landscaping and related maintenance on real property located along Oak Park Boulevard adjacent to Tract 1158, Arroyo Grande, California, which maintenance was previously provided by the homeowners in Tract 1158 and administered by the Oak Park Villas Homeowners Association; and WHEREAS, the owners of Lots 1 through 70, Tract 1158, agreed to pay an annual assessment of $40 per property, in exchange for the City's agreement to provide said maintenance services; and WHEREAS, the City Council may reduce the agreed upon $40 annual assessment when such a reduction is deemed appropriate; and WHEREAS, the proposed assessment complies with the provisions of Proposition 218. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo Grande as follows: 1. That the above recitals are true and correct. 2. That the assessment for the current fiscal year shown on Exhibit "A", attached hereto and incorporated herein by this reference, are confirmed as true and correct. 3. Immediately after adoption, a certified copy of this Resolution shall be filed with the County Auditor. 4. The assessment shall be collected at the same time and in the same manner as County taxes are collected, and all laws providing for the collection and enforcement of County taxes shall apply to the collection and enforcement of the assessments. After collection by the County, the new amount of the assessments, after deducting compensation due the County for collection, shall be paid to the City. On motion by Council Member , seconded by Council Member , and on the following roll 'call vote, to wit: AYES: NOES: ABSENT: the foregoing Resolution was passed and adopted this _ day of ,2003. RESOLUTION NO. PAGE 2 TONY M. FERRARA, MAYOR ATTEST: KELLY WETMORE, ADMINISTRATIVE SERVICES 'DIRECTOR! DEPUTY CITY CLERK APPROVED AS TO CONTENT: STEVEN ADAMS, CITY MANAGER APPROVED AS TO FORM: TIMOTHY J. CARMEL, CITY ATTORNEY EXHIBIT A CITY OF ARROYO GRANDE LANDSCAPE ASSESSMENT - TRACT 1158 200102 007773028 1764 01 40 200102 007773020 1764 01 40 200102 007773021 1764 01 40 200102 007773022 1764 01 40 200102 007773023 1764 01 40 200102 007773024 1764 01 40 200102 007773025 1764 01 40 200102 007773001 1764 01 40 200102 007773027 1764 01 40 200102 007773017 1764 01 40 200102 007773029 1764 01 40 200102 007773030 1764 01 40 200102 007773031 1764 01 40 200102 007773032 1764 01 40 200102 007773033 1764 01 40 200102 007773034 1764 01 40 200102 007773026 1764 01 40 200102 007773010 1764 01 40 200102 007773002 1764 01 40 200102 007773003 1764 01 40 200102 007773004 1764 01 40 200102 007773005 1764 01 40 200102 007773006 1764 01 40 200102 007773007 1764 01 40 200102 007773019 1764 01 40 200102 007773009 1764 01 40 200102 007773018 1764 01 40 200102 007773011 1764 01 40 200102 007773012 1764 01 40 200102 007773013 1764 01 40 200102 007773014 1764 01 40 200102 007773015 1764 01 40 200102 007773016 1764 01 40 200102 007773037 1764 01 40 200102 007773008 1764 01 40 200102 007774023 1764 01 40 200102 007774015 1764 01 40 200102 007774016 1764 01 40 200102 007774017 1764 01 40 200102 007774018 1764 01 40 200102 007774019 1764 01 40 200102 007774020 1764 01 40 200102 007773035 1764 01 40 200102 007774022 1764 . 01 40 200102 007774012 1764 01 40 200102 007774024 1764 01 40 -- 200102 007774025 1764 01 40 200102 007774026 1764 01 40 200102 007774027 1764 01 40 200102 007774028 1764 01 40 200102 007774030 1764 01 40 200102 007774021 1764 01 40 200102 007774004 1764 01 40 200102 007774029 1764 01 40 200102 007773038 1764 01 40 200102 007773039 1764 01 40 200102 007773040 1764 01 40 200102 007773041 1764 01 40 200102 007774001 1764 01 40 200102 007774014 1764 01 40 200102 007774003 1764 01 40 200102 007774013 1764 01 40 200102 007774005 1764 01 40 200102 007774006 1764 01 40 200102 007774007 1764 01 40 200102 007774008 1764 01 40 200102 007774009 1764 01 40 200102 007774011 1764 01 40 200102 007773036 1764 01 40 200102 007774002 1764 01 40 2800 -----.. --- --- -. RESOLUTION NO. - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE CONFIRMING A LANDSCAPING AND LIGHTING ASSESSMENT WHEREAS, on June 9, 1992, the City Council of the City of Arroyo Grande ordered the formation of Arroyo Grande Landscaping and Lighting Assessment District No.1, within Tract 1769, containing 30 single-family homesites located at Farroll Avenue and Oak Park Boulevard; and WHEREAS, it is the intention of the City Council of the City of Arroyo Grande to levy assessments totaling $3,000 ($100 per assessable parcel) for Landscaping and Lighting Assessment District NO.1 for the Fiscal Year 2002-03; and WHEREAS, the proposed assessment complies with the provisions of Proposition 218. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo Grande as follows: 1. That the above recitals are true and correct. 2. That the assessments shown on Exhibit "A", attached hereto and incorporated herein by this reference, are confirmed as true and correct. 3. Immediately after adoption, a certified copy of this Resolution shall be filed with the County Auditor. 4. The assessment shall be collected at the same time and in the same manner as County taxes are collected, and all laws providing for the collection and enforcement of County taxes shall apply to the collection and enforcement of the assessments. After collection by the County, the new amount of the assessments, after deducting compensation due the County for collection, shall be paid to the City. On motion by Council Member , seconded by Council Member , and on the following roll call vote, to wit: AYES: NOES: ABSENT: The foregoing Resolution was passed and adopted this _ day of ,2003. --_0 RESOLUTION NO. PAGE 2 TONY M. FERRARA, MAYOR ATTEST: KELLY WETMORE, ADMINISTRATIVE SERVICES DIRECTOR! DEPUTY CITY CLERK APPROVED AS TO CONTENT: STEVEN ADAMS, CITY MANAGER APPROVED AS TO FORM: TIMOTHY J. CARMEL, CITY ATTORNEY EXHIBIT A CITY OF ARROYO GRANDE LANDSCAPE AND LIGHTING ASSESSMENT. TRACT 1769 200102 077253013 1765 01 100 200102 077253002 1765 01 100 200102 077253027 1765 01 100 200102 077253007 1765 01 100 200102 077253017 1765 01 100 200102 077253019 1765 01 100 200102 077253014 1765 01 100 200102 077253028 1765 01 100 200102 077253026 1765 01 100 200102 077253020 1765 01 100 200102 077253008 1765 01 100 200102 077253021 1765 01 100 200102 077253023 1765 01 100 200102 077253010 1765 01 100 200102 077253006 1765 01 100 200102 077253018 1765 01 100 200102 077253004 1765 01 100 200102 077253003 1765 01 100 200102 077253009 1765 01 100 200102 077253001 1765 01 100 200102 077253022 1765 01 100 200102 077253024 1765 01 100 200102 077253030 1765 01 100 200102 077253005 1765 01 100 200102 077253015 1765 01 100 200102 077253012 1765 01 100 200102 077253029 1765 01 100 200102 077253016 1765 01 100 200102 077253025 1765 01 100 200102 077253011 1765 01 100 3000 8... MINUTES SPECIAL MEETING OF THE CITY COUNCIL TUESDAY, MAY 13, 2003 COUNCIL CHAMBERS, 215 EAST BRANCH STREET ARROYO GRANDE, CALIFORNIA 1. SPECIAL CITY COUNCIL MEETING: Mayor Ferrara called the meeting to order at 6:30 p.m. Council Members Runels and Costello, Mayor Pro Tem Dickens, City Manager Adams, Parks, Recreation, and Facilities Director Hernandez, Human Resources Manager Sisko, and City Attorney Carmel were pre- sent. 2. PUBLIC COMMENT: Wayne Frisbie spoke regarding the need for affordable housing to accommodate young people in the Five Cities area. 3. CITY COUNCIL CLOSED SESSION: a. CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54957.6: Agency Negotiator: Steven Adams Unrepresented Employees: Management and Part-time Employees i Agency Negotiators: Daniel Hernandez and Karen Sisko Represented Employees: Arroyo Grande Police Officers' Association (AGPOA) 4. RECONVENE TO OPEN SESSION: Mayor Ferrara announced that there was no reportable action from the closed session. 5. ADJOURNMENT TO REGULAR CITY COUNCIL MEETING: The meeting was adjourned at 7:05 p.m. Tony M. Ferrara, Mayor ATTEST: Kelly Wetmore, Director of Administrative Servicesl Deputy City Clerk -- MINUTES REGULAR MEETING OF THE CITY COUNCIL TUESDAY, MAY 13, 2003 COUNCIL CHAMBERS, 215 EAST BRANCH STREET ARROYO GRANDE, CALIFORNIA 1. CALL TO ORDER Mayor Ferrara called the Regular City Council meeting to order at 7:00 p.m. 2. ROLL CALL City Council: Council Members Runels, Costello, Mayor Pro Tern Dickens, and Mayor Ferrara were present. Council Member Lubin was absent. City Staff Present: City Manager Adams, City Attorney Carmel, Director of Administrative Services Wetmore, Director of Public Works Spagnolo, Director of Financial Services Snodgrass, Associate Planner Heffernon, and Associate Planner McClish. 3. FLAG SALUTE Jack Gatz, President, Lions Club of Arroyo Grande, led the Flag Salute. 4. INVOCATION Pastor Robert Underwood, First United Methodist Church, Arroyo Grande, delivered the invocation. 5. SPECIAL PRESENTATIONS . 5.a. Mayor's Commendation to the Lions Club of Arroyo Grande. Mayor Ferrara presented a certificate to the Lions Club of Arroyo ,Grande in recognition of the Club's outstanding service, hard work, and volunteer time in providing a cover for the barbecue pit at the City of Arroyo Grande and Woman's Club Community Center. President Jack Gatz accepted the certificate. 5.b. . Proclamation Recognizing National Public Works Week, May 18-24, 2003. Mayor Ferrara presented an Honorary Proclamation recognizing May 18-24, 2003 as National Public Works Week. Director of Public Works Spagnolo accepted the Proclamation. 6. AGENDA REVIEW None. 6.a. Resolutions and Ordinances Read in Title Only Council Member Runels moved, Council Member Costello seconded, and the motion passed unanimously that all resolutions and ordinances presented at the meeting shall be read in title only and all further reading be waived. CITY COUNCIL MINUTES MAY 13, 2003 PAGE 2 7. CITIZENS' INPUT, COMMENTS, AND SUGGESTIONS Ella Honeycutt, speaking as Director of the Coastal San Luis Resource Conservation District, announced a memorial barbeque for Clark Moore and a celebration of the District's 50th Anniversary to be held on May 18, 2003 from 1 :00 to 4:00 p.m. at the Nelson Street green space. 8. CONSENT AGENDA Mayor Pro Tern Dickens moved, and Council Member Runels seconded the motion to approve Consent Agenda Items 8.a. through 8.j., with the exception of Items 8.e. and 8.L, with the recommended courses of action. 8.a. Cash Disbursement Ratification. Action: Approved the listing of cash disbursements for the period April 16, 2003 through April 30, 2003. 8.b. Statement of Investment Deposits. Action: Received and filed the report of current investment deposits as of April 30, 2003. 8.c. Consideration of Approval of Minutes. Action: Approved the minutes of the Special and Regular City Council Meetings of April 22, 2003; the Special Joint Meeting of the Cities of Arroyo Grande, Grover Beach, Pismo Beach and County of San Luis Obispo 3rd & 4th District Supervisors of April 28, 2003; the Special City Council Meeting of April 29, 2003; and the Special Joint Meeting of the Arroyo Grande City Council and Lucia Mar Unified School District Board of Education of April 29, 2003, as submitted. 8.d. Rejection of Claim Against City - Safeco Insurance/K. Randolph. Action: Rejected claim. 8.f. Consideration of Contract with Maximus to Prepare Supplemental Development Impact Fee Study. Action: Appropriated $5,800 and authorized the City Manager to enter into a contract with Maximus to prepare a study to simplify the development impact fee structure. 8.g. Consideration of Progress Payment No.4 for the Scenic Creekside Walk, Phase III Project - PW 2002-02. Action: Authorized Progress Payment No. 4 in the amount of $58,561.38 to Maino Construction Company, Inc. 8.h. Consideration of Development Code Amendment 01-003, Ordinance to Incorporate Design Guidelines and Standards for Historic Districts and Amend the Zoning Map for Design Overlay Map 2.4. Action: 1) Adopted by title only the Ordinance amending Section 16.08.010 of Title 16 of the Arroyo Grande Municipal Code incorporating by reference the 2003 "Design Guidelines and Standards for Historic Districts" and amending the zoning map for Design Overlay District 2.4 to expand its boundaries; and 2) Instructed the Director of Administrative Services to file a Notice of Exemption with the County Recorder. CITY COUNCIL MINUTES MAY 13, 2003 PAGE 3 8.j. Consideration of Progress Payment No. 9 for the Rancho Grande Park Project, PW 2002-03. Action: Authorized Progress Payment NO.9 in the amount of $31,059.16 to Herrera Engineering, Inc. The motion carried on the following roll-call vote, to wit: AYES: Dickens, Runels, Costello, Ferrara NOES: None ABSENT: Lubin 8.e. Consideration of Funding Request from Destination Imagination. Recommended Action: Appropriate $1,000 for a contribution to the Arroyo Grande Destination Imagination teams. Mayor Ferrara invited the representative for the Destination Imagination teams to address the Council and the public. Michael Liebo explained that Destination Imagination is the largest problem solving competition in the world. He said that four teams from the Lucia Mar School District, with a majority of the students from Arroyo Grande, will be representing the State of California in the Global Finals at the University of Tennessee from May 19-25. Mr. Liebo requested the Council approve the request for financial support for the Destination Imagination teams. 8.L Consideration of Authorization to Solicit Proposals for Environmental Services In Conjunction with the Creek Cleaning. Recommended Action: Authorize the solicitation of proposals for environmental services to be provided in conjunction with cleaning Arroyo Grande, Tally Ho, and Meadow Creeks. In response to questions by Mayor Ferrara, Director Spagnolo explained that the City's permit is issued only for removal of vegetation and debris from the creeks within the City limits, as opposed to the County permit, which requires silt removal and reconfiguration of the channel. ~ Council Member Costello moved, and Mayor Pro Tern Dickens seconded to approve Consent Agenda Items 8.e. and 8.i. with the recommended courses of action. The motion carried on the following roll-call vote, to wit: AYES: Costello, Dickens, Runels, Ferrara NOES: None ABSENT: Lubin --- CITY COUNCIL MINUTES MAY 13, 2003 PAGE 4 Mayor Ferrara requested a change in the Public Hearing Items, reversing their order. Council Member Costello moved to consider Agenda Item 9.b. prior to Agenda Item 9.a. Council Member Runels seconded the motion, and the motion carried on the following roll-call vote, to wit: AYES: Costello, Runels, Dickens, Ferrara NOES: None ABSENT: Lubin 9. PUBLIC HEARINGS: Council Member Runels declared a financial conflict of interest with regard to Item 9.b. and stepped down from the dais. 9.b. Continued Public Hearing - Conditional Use Permit Case No. 03-001, Vesting Tentative Parcel Map Case No. 03-001 and Planned Sign Program 03-001; Santa Lucia Bank. Associate Planner Heffernon presented the staff report and recommended the Council approve the project as modified. Mayor Ferrara opened the Public Hearing. Stan Cherry, President of Santa Lucia Bank, briefly reviewed changes that had been made to the project and requested approval of the project. John KniQht, RRM Design Group, reviewed changes made to the project, and displayed proposed roof tile color samples. Jim Guthrie, expressed concerns ,with the project with regard to the difference in elevation in relation to the walkway; commented on the trees, and encouraged the planting of a large oak tree; and reviewed parking requirements for the project. Hearing no further public comments, Mayor Ferrara closed the Public Hearing. Council Member Costello stated he was pleased with the changes, especially with regard to the ADA accessible walkway; the proposed oak trees, and the revised roof tile color. He encouraged expansion of the second retail building and supported the project as modified. Mayor Pro Tern Dickens stated he welcomed the efforts put forth by the applicant in addressing Council comments. He favored the revised pedestrian friendly design, change in roof color, change in landscaping plans, and expansion of the walkway and tree-lined path. He stated he would like to see expanding of the building next to the bank to provide increase in retail use. He supported the project as modified. ---- --- - CITY COUNCIL MINUTES MAY 13, 2003 PAGE 5 Mayor Ferrara agreed with the comments that had been made; favored the streetscape and pedestrian oriented design; favored the darker roof tile and stucco; encouraged the development of an outdoor plaza or seating area and encouraged the recruitment of a restaurant for the second building. He stated that as a mixed- use project, he would consider the bank as office use and would encourage tenant retail/food oriented use for the adjacent building. He supported the project as modified. Council Member Costello moved to adopt a Resolution approving Vesting Tentative Parcel Map Case No. 03-001, located at 1530 East Grand Avenue, applied for by Santa Lucia Bank. Mayor Pro Tern Dickens seconded the motion, and on the following roll-call vote, to wit: AYES: Costello, Dickens, Ferrara NOES: None ABSENT: Lubin, Runels There being 3 AYES, 0 NOES, and 2 ABSENT, the motion is hereby declared to be passed. Council Member Costello moved to adopt a Resolution approving Planned Sign Program 03-001, applied for by Santa Lucia Bank, for property located at 1530 East Grand Avenue. Mayor Pro Tem Dickens seconded the motion, and on the following roll-call vote, to wit: AYES: Costello, Dickens, Ferrara NOES: None ABSENT: Lubin, Runels There being 3 AYES, 0 NOES, and 2 ABSENT, the motion is hereby declared to be passed. Council Member Costello moved to adopt a Resolution adopting a Mitigated Negative Declaration, instructing the Director of Administrative Services to file a Notice of Determination, and approving Conditional Use Permit Case No. 03-001, located at 1530 East Grand A\(enue, applied for by Santa Lucia Bank. Mayor Pro Tern Dickens seconded the motion, and on the following roll-call vote, to wit: AYES: Costello, Dickens, Ferrara NOES: None ABSENT: Lubin, Runels There being 3 AYES, 0 NOES, and 2 ABSENT, the motion is hereby declared to be passed. --~_......- - - CITY COUNCIL MINUTES MAY 13, 2003 PAGE 6 Council Member Runels returned to the dais. 9.a. Consideration of Final Subsequent Environmental Impact Report (SEIR) for Vesting Tentative Tract Map and Planned Unit Development 01-001, Castlerock Development. Associate Planner McClish presented the staff report and recommended the Council adopt a Resolution certifying the Final Subsequent Environmental Impact Report (SEIR) prepared for Vesting Tentative Tract Map 01-001 and PUD 01-001 as adequate and complete pursuant to the requirements of the California Environmental Quality Act (CEQA). John Rickenbach, Rincon Consultants, Inc., reviewed the purposes of CEQA; the EIR process; explained that Council is considering approval of the Final SEIR, not approval of th.e project; reviewed the project history; description of the project area; project components; significant and unavoidable impacts, including to biological resources; significant but mitigable impacts; less than significant impacts, and alternatives to the project. Mr. Rickenbach and Kevin Merk, Senior Plant Ecologist/Restoration Specialist from Rincon Consultants then responded to extensive questions from Council members regarding the FinalSEIR. Mayor Ferrara opened the Public Hearing. The following members of the public spoke regarding the Final Subsequent Environmental Impact Report for Vesting Tentative Tract Map and Planned Unit Development 01-001: Dennis Law, representing Castle rock Development, submitted extensive additional material (on file in the Administrative Services Department) some of which related to the FSEIR. Bob Brownson, spokesperson, Citizens for the Environment in Arroyo Grande, submitted written comments (on file in the Administrative Services Department) regarding 25-foot versus 50-foot setbacks in Tract 1998 (VVT 01-001). He provided arguments against 25-foot setbacks and arguments in favor of 50-foot setbacks for Meadow Creek and the adjacent riparian habitat and from Pismo Clarkia, and opposed the idea that a Homeowners Association could adequately enforce the mitigation measures. Mr. Brownson also provided written comments (on file in the Administrative Services Department) regarding substantial interference with regard to established resident or migratory wildlife corridors. He concluded by requesting modification of the setbacks back to 50 feet and said they believe that on-site cumulative impacts to biological resources is a Class I significant and unavoidable impact and it should be included as an additional mitigation or condition of approval when the City Council ratifies the SEIR. -~_.. CITY COUNCIL MINUTES MA Y13, 2003 PAGE 7 Jerry Tuft, Arroyo Grande resident, stated that Homeowner's Associations could not police the mitigation measures sufficiently to protect the creeks as they have difficulty enforcing other regulations. He favored the establishment of a 50-foot setback. Nanci Parker, Arroyo Grande resident and former Planning Commissioner, expressed concerns regarding impacts to Pismo Clarkia; noise and lighting impacts to riparian habitat; impacts to biological resources; using Homeowner's Associations to enforce mitigation measures; and stressed the importance of protecting Meadow Creek and the Pismo marshland. Richard NuttinQ, Arroyo Grande resident, stated that the Homeowner's Association should not be held to enforce the required setbacks. David ChippinQ, Conservation Director, California Native Plant Society, submitted written comments (on file in the Administrative Services Department) regarding considerations for buffer width for Pismo Clarkia populations. He also commented that Alternative C appeared to be the best alternative. William WaQner, environmental scientist, stated that setbacks do not matter, the environment is constantly changing and evolving, and that the worst impact was actually fluoridating the water supply. Ella Honeycutt, Arroyo Grande resident, stated that Meadow Creek was not addressed adequately and the FSEIR does not address the watershed issue. DouQlas Tate illustrated the distance of 25 feet with a tape measure and asked if this was an adequate distance to protect riparian habitat. He agreed that the Homeowner's Association should not be enforcing that regulation, and that he supports the original 50 foot setback requirement. He supported .the enforcement of no net loss of Pismo Clarkia. Frances Rice, -Arroyo Grande resident, did not address the Council; however, she submitted a written letter for the record regarding the building of further homes on La Canada (on file in the Administrative Services Department). Mayor Ferrara called a recess at 10:10 p.m. The Council reconvened at 10:20 p.m. Mary Pinole, member of the Highlands Homeowners Association, concurred and str~ssed that Homeowners Associations cannot enforce the setback regulations. Dennis Law, clarified earlier comments and reminded the Council that the applicant has proposed a Pismo Clarkia Avoidance Alternative which he stated would address all concerns expressed. He suggested that if the Council decided to include the alternative it might be necessary to recirculate the document to analyze this alternative's impacts. He requested the Council continue the item in order to allow the consultant to further evaluate the alternative proposed. Hearing no further public comments, Mayor Ferrara clo$ed the Public Hearing. Mayor Ferrara referred to the Pismo Clarkia Avoidance Alternative presented by Mr. Law and asked if a recommendation had been made to further study it. .~--- ~-_.- --- CITY COUNCIL MINUTES MAY 13, 2003 PAGE 8 City Attorney Carmel indicated that Castlerock brought forth the alternative and he deferred to the consultant as to whether there was sufficient detail in the diagram previously submitted to allow the consultant to meaningfully analyze this alternative. Mr. Rickenbach responded that the hand drawn map was a good start and that any other detail that could be provided and defined would be useful. Mayor Ferrara asked whether there was some allowance in the CEQA process for further expansion of this alternative in a subsequent study. City Attorney Carmel responded yes, that there is a specific provision in CEQA for recirculation of new alternatives, modifications to the project, and new mitigation measures. Council Member Runels stated that due to the presentation of new information, there was a need for further study and recirculation. He stated that 50 foot buffers should be reviewed and considered and agreed with comments that a Homeowner's Association or City officers are not going to be able to enforce the buffer requirements. Council Member Costello said there was a need for more information and study regarding the buffer issue; that migratory corridors need to be defined more clearly; that the issue with watersheds and the affect of the project on the Pismo marsh needs to be identified more thoroughly; and that any mitigation measures that use the term "if feasible" be very clearly defined. He recommended recirculation based on those issues. Mayor Pro Tern Dickens stated that there were issues that needed to be looked at in greater detail, including: 1) reinvestigating or providing further study on the annual rainfall for the area and the effects of wet and dry years on the biological resources identified on the project site; 2) clarification on required fire buffers; 3) studying the reliability and effectiveness of implementing a Homeowners Association oversight program; and 4) studying further the Pismo Clarkia Avoidance Alternative. He favored moving forward with further study on these issues and reCirculating the SEIR for additional public comment. Mayor Ferrara stated that he was inclined to disagree with the validity of offering a Homeowners Association o'{ersight as a prime condition of mitigation to enforce buffer areas. He requested that further study be conducted considering public testimony received and make a recommendation based on additional research. With regard to the Pismo Clarkia, he requested additional study of expert sources regarding appropriate buffers. He said that Class I and Class 1\ impacts should be clearly defined and that the Pismo Clarkia Avoidance Alternative should be considered. He favored recirculation of the SEIR. Mr. Rickenbach provided a recap of the issues the Council was requesting for further study as follows: provide a study and analysis of the Pismo Clarkia Avoidance Alternative put forth by the applicant; provide an analysis on riparian and wetland _.~~--- ----,~._._~ -- CITY COUNCIL MINUTES MAY 13,2003 PAGE 9 buffer distances (25' vs. 50'); define migratory corridors and analyze their effectiveness in more detail as related to classification of impacts to wildlife and wildlife habitats; provide clarification of the effects on water quality particularly to Pismo Lake; discuss and define areas where the term "if feasible" is identified in the mitigation measures; study the effect of annual rainfall and whether that makes any difference to the mitigation measures suggested with respect to impacts to biological resources; provide more information on fire impacts in relation to recommended buffers; study the effectiveness of using HOA's for enforcement of mitigation measures and how that relates to recommended buffers; and provide a written description of the different expert opinions regarding Pismo Clarkia buffering effectiveness. He clarified that only revised portions of the FSEIR would be re- circulated for a 45-day public comment period. Discussion ensued with regard to the timeframe needed for the consultant to gather information from the applicant in order to provide additional analysis. It was agreed that a status report and timeline would be provided to the Council at its June 10, 2003 meeting. Discussion also ensued regarding payment for the additional environmental analysis and recirculation. Mr. Law, representing the applicant, agreed that the applicant would pay for those costs. Mayor Pro Tern Dickens moved to continue consideration of the Final Subsequent Environmental Impact Report for Vesting Tentative Tract Map and Planned Unit Development 01-001 to a date uncertain, but not to exceed September 30, to allow review of the items identified by Rincon Consultants. Following discussion, Council Member Costello seconded the motion, and on the following roll-call vote, to wit: AYES: Dickens, Costello, Runels, Ferrara NOES: None ABSENT: Lubin There being 4 AYES, 0 NOES, and 1 ABSENT, the motion is hereby declared to be passed. 10. CONTINUED BUSINESS: None. 11. NEW BUSINESS: 11.a. Consideration of an Ordinance Amending Title 13 of the Arroyo Grande Municipal Code and Resolution for the Implementation of a Water Conservation Program and Authorization to Advertise Notice of Inviting Bids for Plumbing Retrofits. --_0 CITY COUNCIL MINUTES MAY 13, 2003 PAGE 10 Director of Public Works Spagnolo gave a presentation and reviewed the goals of the Water Conservation Program; funding sources; program cost; main program components; required Municipal Code amendments; Phase 1, including retrofits and water shortage contingency analysis; provided an overview of the plumbing retrofit program; Phase II, including landscaping irrigation efficiency; reviewed the proposed public education component; and explained that a system assessment would be conducted of top water users. Director Spagnolo and Courtney Fisher, John Wallace and Associates, then responded to questions from Council. Council and staff discussion ensued regarding the status of the City's water storage areas; the status of the Reservoir #1 project; liability issues with regard to replacement of water regulators and internal fixtures in residential units; concerns regarding the significant generation of construction and demolition waste; and a suggestion to build recycling requirements into the contract for the disposal of fixtures at a construction and demolition site. Mayor Ferrara opened up the item for public comment. Steve Ross, Arroyo Grande, spoke regarding landscaping rebate programs that encourage water conservation and commented on the proposed tiered water rate structure. Hearing no further public comments, Mayor Ferrara closed the floor to public comment and brought the item back to Council for consideration. Council Member Runels moved to introduce an Ordinance repealing Sections 13.04.130 and 13.04.170 of Chapter 13.04 of Title 13 and Adding Chapter 13.05 regarding Water Conservation. Mayor Pro Tem Dickens seconded the motion, and on the following roll-call vote, to wit: AYES: Runels, Dickens, Costello, Ferrara NOES: None ABSENT: Lubin There being 4 AYES, 0 NOES, and 1 ABSENT, the motion is hereby declared to be passed. Council Member Runels moved to adopt a Resolution approving implementation of the procedures set forth in the Water Conservation Program. Mayor Pro Tern Dickens seconded the motion, and on the following roll-call vote, to wit: AYES: Runels, Dickens, Costello, Ferrara NOES: None ABSENT: Lubin ... CITY COUNCIL MINUTES MAY 13,2003 PAGE 11 There being 4 AYES, 0 NOES, and 1 ABSENT, the motion is hereby declared to be passed. Council Member Runels moved to authorize the advertisement of the Notice Inviting Bids for plumbing retrofits of single-family residential homes within the City of Arroyo Grande as described in the Water Conservation Program. Mayor Pro Tern Dickens seconded the motion. Discussion ensued and Council Member Runels clarified that the motion included adding provisions to the water conservation program to include a recycling component and provisions to deal with potential liability issues. On the following roll-call vote, to wit: A YES: Runels, Dickens, Costello, Ferrara NOES: None ABSENT: Lubin There being 4 AYES, 0 NOES, and 1 ABSENT, the motion is hereby declared to be passed. 12. CITY COUNCIL MEMBER ITEMS: a) Recommendation to continue coordination with County of San Luis Obispo regarding housing allocation numbers and Housing Element Update. Mayor Ferrara requested, and the Council concurred, to continue coordination with the County of San Luis Obispo regarding housing allocation numbers and the Housing Element Update. 13. CITY MANAGER ITEMS a) Parcel Map AG 02-157; 1060 Maple Street; Anthony Toste. City Manager Adams reported that the City Engineer has received Parcel Map AG 02-157, owned by Anthony Toste. The subject parcel is located at 1060 Maple Street. This is a split of one parcel of 20,785 square feet in size into three separate lots of 6,385",7,200, and 7,200 square feet in size. This parcel map is incorporated with the replacement of one existing residential unit on Parcel C with two existing residential units to remain on both Parcel B and Parcel A. Unless appealed, the Final Map will be approved by the City Engineer within ten days following the date of this agenda. 14. COUNCIL COMMUNICATIONS Mayor Ferrara announced he. would be attending the League of California Cities' "Legislative Action Days" in Sacramento this week. --~"- -- .._.~- - CITY COUNCIL MINUTES' MAY 13, 2003 PAGE 12 15. STAFF COMMUNICATIONS City Manager Adams reported that a video was available from the League of California Cities called "Cloudy Skies Over California's Cities" and offered to show it to the Council prior to programming it on the City's government access channel. Due to the late hour, the Council directed staff to proceed with programming the video on the City's government access channel for public viewing. 16. COMMUNITY COMMENTS AND SUGGESTIONS None. 17. ADJOURNMENT Mayor Ferrara adjourned the meeting at 11 :55 p.m. Tony M. Ferrara, Mayor ATTEST: Kelly Wetmore, Director of Administrative Servicesl Deputy City Clerk (Approved by Council ) 8.f. MEMORANDUM TO: CITY COUNCIL FROM: DON SPAGNOLO, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER A SUBJECT: CONSIDERATION OF AUTHORIZATION TO SOLICIT BIDS FOR THE SPRING 2003 SLURRY SEAL PROJECT, PW 2003-04 DATE: MAY 27,2003 RECOMMENDATION: It is recommended the Council: A. authorize the Public Works Department to solicit public construction bids for the Spring 2003 Slurry Seal capital improvement project; B. find that the project is categorically exempt from CEQA pursuant to Section 15301 (c); and C. direct the Director of Administrative Services to file a Notice of Exemption. FUNDING: The proposed FY 2003/04 Capital Improvement Program budget includes $191,436 for the Annual Street Maintenance Project/Pavement Management System capital improvement project. The estimated cost for the project is $165,000. DISCUSSION: The Public Works Department has completed the plans and specifications for the Spring 2003 Slurry Seal capital improvement project. Attachment 1 lists the recommended streets for the project in accordance with the recommendations of the June, 2001 Pavement Management Report, adopted by Council on August 28, 2001. Due to the availability of funds, staff has combined the report's rehabilitation recommendations for Fiscal Year 2003-04 with Fiscal Year 2004-05. The Pavement Management Report includes a five-year action plan to maintain the City's street inventory. Due to the cost considerations of the various maintenance recommendations, slurry sealing is the primary rehabilitation technique. Based on the bid prices received, the Spring 2003 Slurry Seal project will complete the recommendations through the Fiscal Year 2003-04 maintenance schedule. -~._.~ _____.__ ___n__ CITY COUNCIL CONSIDERATION OF AUTHORIZATION TO SOLICIT BIDS FOR THE SPRING 2003 SLURRY SEAL PROJECT, PW 2003-04 MAY 27,2003 PAGE 2 The estimated cost is $165,000 to perform slurry sealing, restriping, and traffic control for the streets identified in Attachment 1. Staff has determined that the project is categorically exempt from CEQA pursuant to . Section 15301 (c). ALTERNATIVES: The following alternatives are provided for the Council's consideration: . Approve staffs recommendations; . Do not approve staffs recommendations; . Modify as appropriate and approve staffs recommendations; or . Provide direction to staff. Attachments: 1. Base Bid Schedule 2. Project Schedule 3. Notice of Exemption ------~_.- Spring 2003 Slurry Seal Program ATTACHMENT 1 City of Arroyo Grande, CA Project No. PW 2003-04 Schedule I Strvet From To AnN! (sf) Schedule A Rodeo Drive W. Branch Street James Way 184,800 Schedule B Camino Mercado W. Branch Street Rancho Parkway 101 ,200 Via Bandalero Avenida De Diamante Via Vaquero 136,400 Via Vaquero Avenida De Diamante Rancho Parkway 60,800 Rancho Parkway W. Branch Street James Way 206,100 Schedule C Gularte Road Stagecoach Road End 27,792 Outland Court Gularte Road End 4,860 Stagecoach Road Platino Lane City Limits 49,896 Zogata Way Stagecoach Road Gularte Road 55,676 Schedule D Elm St. Ree. Prkng Lot End of Road Building 15,825 Ash St. Bthrms Parking Lot Ash Street Ash Street 9,000 Corp Yard Parking Lot East Gate Corp Yard West Gate Corp Yard 18,960 Soto Cmplx Prkng Lot East Gate Corp Yard Soto Cmplx Offices 12,555 Soto Cmplx Prkng Lot Soto Cmplx Offices End 34,144 Schedule E Noel Street Oak Park Blvd End 14,800 Dixson Oak Park Blvd End 14,800 Schedule F Spruce Street Ash Street Cedar Street 26,894 Spruce Street Cedar Street Poplar Street 27,200 Cedar Street Boysenberry Street Spruce Street 4,800 Cedar Street Spruce Street Aspen Street 27,200 Sage Street Spruce Street Aspen Street 17,120 Juniper Street Poplar Street East Grand 51,072 Poplar Street Juniper Street Elm Street 16,720 Poplar Street Juniper Street Drainage Basin 10,836 Aspen Street Ash Street Poplar Street 54,492 Estimated Total 1~ ~_. ~ -- ----- ---- --- ATTACHMENT 2 reilyefl~Cfj~ Tentative Project Schedule For Spring 2003 Slurry Seal Capital Improvement Project Project No. PW 2003-04 Authorization to Solicit Bids (at City Council meeting) ......................................................... May 27, 2003 1 st Notice to Bidders ........................................ .... .......... ........................... ............................ May 30, 2003 2nd Notice to Bidders (min 5 days between publications).......................................................... June 6,2003 Bid Opening (Thursday, 2:00 p.m. City Council Chamber) ................................................... June 19,2003 Award of Bid at City Council meeting .................................................................................. June 24,2003 Notice of Award................................................................................................................... June 25, 2003 Notice to Proceed .......................................................... .............. ..................... ..................... . July 7, 2003 Contract Completion (30 calendar days) ............................................................................. August 6, 2003 ATTACHMENT 3 Notice of Exemption To: Office of Planning and Research From: (Public Agency) City of AIToyo Grande 1440 Tenth S1reet, Room 121 P.O. Box 550 Sacramento, CA 95814 AIToyo Grande, CA 93421 (!] County Clerk County of San Luis Obispo County Government Center San Luis Obispo, CA 93408 Project Title: Smin2 2003 Slun:y Seal Proiect Project Location - Specific: In the Citvof Arrovo Gmnde. Project Location - City: Arrovo Grande Project Location - County: Son Luis ObipJ Description of Project: Armlication ofTvpe II Shtny Seal mixture aver existim! ~t concrete streets. Name of Public Agency Approving Project: City of Arroyo Gmnde - Public Worlcs Department Name of Person or Agency Carrying Out Project: Thomas KOTIIID1I. P .E. Exempt status: (check one) D Ministerial (Section 12080(bXl); 15268); D Declared Emergency (Sec. 2108O(b)(3)", 15269(a)); D Emergency Project (Sec. 2108O(b)(4); 15269(b)(c)); (!] Categorical Exemption. State type and section nwnber: Section 15301 (c) D Statutory Exemptions. State code nwnber: Reasons Why Project Is Exempt: Project reoain existimz facilities and lJerforms minor alterations. Prqject does not remove anv scenic resource. Lead Agency Contact Person: Thomas Korman. P.E. Area CodeJT elephonelExtension: (805) 473-5447 If filed by Applicant: 1_ Attach a certified document of exemption finding. 2. Has a Notice of Exemption been filed by the public agency approving the project? [!] Yes DNa Signature: Date: Title: Assistant City En~neer (!] Signed by Lead Agency o Date received for filing at OPR: D Signed by Applicant _._--- __'___ . _ ,,__n ---- --~---- -- ---,.~-- 8.g. MEMORANDUM TO: CITY COUNCIL FROM: DON SPAGNOLO, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER~ SUBJECT: CONSIDERATION OF AUTHORIZATION TO SOLICIT BIDS FOR THE SOTO SPORTS COMPLEX LIGHTING PROJECT, PW 2003-02 DATE: MAY 27,2003 RECOMMENDATION: It is recommended the Council: A. authorize the Public Works Department to solicit .public construction bids for the Soto Sports Complex Lighting project; B. find that the project is categorically exempt from CEQA pursuant to Section 15301(e); and C. direct the Director of Administrative Services to file a Notice of Exemption. FUNDING: The FY 2003/04 Capital Improvement Program budget includes $300,000 for the Soto Sports Complex Lighting capital improvement project. The engineer's estimate for construction is $300,000. DISCUSSION: This lighting project is part of the original concept for the Soto Sport Complex. The majority of the sports fields are equipped with lights with the exception of the PUg and Campbell field and the Don Roberts field. The Pilg and Campbell sports field is a combination field that can accommodate either two softball diamonds or one soccer field. Staff has designed the project with a performance specification to allow the lighting suppliers/contractors to analyze the desired lighting levels and unique characteristic~ of the sports field. Although many of the systems are proprietary, the most likely configuration will consist of eleven light standards placed around the perimeter of the field. ----- CITY COUNCIL CONSIDERATION OF AUTHORIZATION TO SOLICIT BIDS FOR THE SOTO SPORTS COMPLEX LIGHTING PROJECT, PW 2003-02 MAY 27,2003 PAGE 2 The contract time is estimated at 90 calendar days. Work is expected to begin in June 2003 and finish by the end of August 2003 as shown in the attached project schedule. Staff has determined that the project is categorically exempt from CEQA pursuant to Section 15301 (e). ALTERNATIVES: The following alternatives are provided for the Council's consideration: . Approve staffs recommendations; . Do not approve staffs recommendations; . Modify as appropriate and approve staffs recommendations; or . Provide direction to staff. Attachments: 1. Project Schedule 2. Notice of Exemption -".- ------ ATTACHMENT 1 reilyofJ~ri~ Tentative Project Schedule For Solo Sports Complex Lighting Project Project No. PW 2003-02 Authorization to Solicit Bids................................................................................... . May 27, 2003 1st Notice to Bidders.. .................. ................................................... .......... .............. . May 30, 2003 2nd Notice to Bidders.... ......... .......... .......... ........... ................ ....... ....... ....................... June 6, 2003 Pre-Bid Conference I Job Walk (City Council Chambers) .........................................June 10, 2003 Bid Opening (Tuesday, 2:00 p.m. City Council Chambers) .................................................June 17,2003 Authorization to Award Bid.......................................... ........ ........ ...... ................... ..June 24, 2003 Notice of Award .....................................................................................................June 25,2003 Notice to Proceed................................................................................................... .June 25, 2003 Contract Completion (90 calendar days)........................................................ .......... August 25, 2003 --_.__.~.- ATTACHMENT 2 Notice of Exemption To: Office of Planning and Research From: (Public Agency) City of Arroyo Grande 1440 Tenth Street. Room 121 P.O. Box 550 Sacramento, CA 95814 Arroyo Grande, CA 93421 00 Cotmty Clerk Cotmty of San Luis Obispo I County Government Center San Luis Obispo, CA 93408 Project Title: Soto Sporls Complex Liflhtinr Proiect Project Location - Specific: In the City of Arrovo Grande on Ash Street Project Location - City: Arrovo Grande Project Location - County: San Luis ObislJO Description of Project: Installation of liJZht lJOles. Name of Public Agency Approving Project: City of Arrovo Grande - Public Works Deoortment Name of Person or Agency Carrying Out Project: Thomas Korman. P.E. Exempt Status: (check one) D Ministerial (Section 1208O(bXI); 15268); D Declared Emergency (Sec. 2108O(bX3); I 5269(a)); D Emergency Project (Sec. 2108O(bX4); lS269(bXc)); 00 Categorical Exemption. State type and section number: Section 15301 (e) D StatutOI)' Exemptions. State code number: Reasons Why Project Is Exempt: Proiect involves installotionof liJZht poles and does not remove anY scenic resources. Lead Agency Contact Person: Thomas Korman. P.E. Area CodeJT elephone/Extension: (805) 473-5447 If filed by Applicant: I. Attach a certified document of exemption finding. 2. Has a Notice of Exemption been filed by the public agency approving the project? I!I Yes DNo Signature: Date: Title: Assistant Citv En2ineer I!I Signed by Lead Agency D Date received for filing at OPR: D Signed by Applicant I.h. MEMORANDUM TO: CITY COUNCIL FROM: DON SPAGNOLO, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER 16 SUBJECT: CONSIDERATION OF DISADVANTAGED BUSINESS ENTERPRISE PROGRAM (DBE) FOR FFY 2003/04 DATE: MAY 27,2003 RECOMMENDATION: It is recommended the City Council: A. approve the submittal of the FFY 2003/04 DSE Program with "proposed" Overall Annual DBE Goal to Caltrans by June 2, 2003; B. direct the Director of Administrative Services to publish a public notice in the local media in accordance with Section XIV. of the Program; and, C. direct staff to return to the Council with a summary of public comments and approval to submit the FFY 2003/04 DBE Program with "established" Overall Annual DBE Goal to Caltrans by September 1, 2003. FUNDING: It is anticipated that the following Federal-aid highway funds will be expended for the City of Arroyo Grande in FYY 2003/04: . Brisco Road-Halcyon Road/Route 101 Interchange Project Approval & Environmental Determination (PA&ED) - State Transportation Improvement Program (STIP) funds in the amount of $165,000; . Traffic Way Bridge Rail Replacement - Highway Bridge Replacement and Rehabilitation Program (HBRR) funds in the amount of $118,592. DISCUSSION: Each year the City of Arroyo Grande is required to adopt a Disadvantaged Business Enterprise (DBE) Program for projects utilizing Federal-aid highway funds. The regulations require each local agency establish their own overall annual DBE goal based on a methodology that demonstrates evidence of local market conditions and designed to ultimately attain a goal that is rationally related to the relative availability of DBEs in the local agencies' market. The attached Program utilizes the "bidders list" L ---- CITY COUNCIL CONSIDERATION OF DISADVANTAGED BUSINESS ENTERPRISE PROGRAM (DBE) FOR FFY 2003/04 MAY 27,2003 PAGE 2 methodology, which essentially determines the number of DBEs that have bid or quoted on the City's Department of Transportation (DOT)-assisted contracts in the previous year. Based on the "Utilizing the Goal of Another Local Agency" methodology outlined in Section XIV. of the Program, it was determined that the City of Arroyo Grande proposes a 4% overall annual DBE goal for FFY 2003/04. The 4% is an overall goal for the year, not a requirement. If the City's contractors are unable to achieve this goal, they are required to submit good faith effort documentation that explains why the goal was not met. AL TERNA TIVES: The following alternatives are provided for the Council's consideration: - Approve staff's recommendations; - Do not approve staff's recommendations; - Modify as appropriate and approve staff's recommendations; - Provide direction to staff. Attachments: 1. Letter to Caltrans with "proposed" Overall Annual DBE Goal 2. Disadvantaged Business Enterprise (DBE) Program for FFY 2003/04 3. Public Notice for "proposed" Overall Annual DBE Goal .---- .----....-- Attachment 1 June 2, 2003 Mr. Jerald T. Gibbs, Local Assistance Engineer Caltrans District 5 50 Higuera Street San Luis Obispo, CA 93401 Subject: Proposed Annual Overall Disadvantaged Business Enterprise (DBE) Goal Information for FFY 2003/04 Dear Mr. Gibbs: The amount of overall goal, methodology, breakout of estimated race-neutral and race-conscious participation, and any DBE program updates are presented herein in accordance with Title 49 of the Code of Federal Regulations Part 26, and as described in the Local Assistance Procedures Manual. The City of Arroyo Grande submits our annual overall goal information for your review and comment. We propose an annual overall DBE goal of 4% for the Federal Fiscal Year 2003/04, beginning on October 1, 2003 and ending on September 30, 2004. Methodologv The "Utilizing the Goal of Another Local Agency", specifically that of the City of San Luis Obispo, methodology was used to determine the District's overall goal for Federal Fiscal Year 2003/04. The City utilized the following methodology in establishing its Base Figure of relative DBE availability for FFY 2003/04. For the Numerator: Certified DBE Firms in City of Arrovo Grande's Bidders List For the Denominator: All Firms in City of Arroyo Grande's Bidders List The City calculated its weighted Base Figure by first determining the number of all DBEs per the current Caltrans database and dividing by the total number of firms in the same work category, as presented in the latest census data from the Census Bureau. Application of this formula yields the following baseline information: Number of DBE's in City of Affovo Grande's Bidder List = BASE FIGURE -- Number of All Firms in City of Arroyo Grande's (3idders List Mr. Jerald T. Gibbs June 2,2003 Page 2 The Base Figure resulting from this calculation was 0%. Because the City does have not a bidders list that contains information on bridge projects or design contracts, the City will utilize the same overall goal and estimated race-neutral and race-conscience participation as the City of San Luis Obispo for FFY 2003/04. Breakout of Estimated Race-Neutral and Race-Conscious Participation Of the overall annual 4% goal for DBE participation, the City of Arroyo Grande projects meeting 0% of the goal utilizing race-neutral methods, including making efforts to assure that bidding and contract requirements facilitate participation by DBEs and other small businesses; unbundling large contracts to make them more accessible to small businesses; encouraging prime contractors to subcontract portions of the work that they might otherwise perform themselves; and providing technical assistance, and other support services to facilitate consideration of DBEs and other small businesses. The remaining 4% of the goal is anticipated to be accomplished through race-conscience measures, which includes establishing contract specific goals on contracts with contracting possibilities, when needed, to meet the City's overall annual DBE goal. DBE Program Updates N/A. Public Participation Process The City of Arroyo Grande is entering into the public participation process. Proof of publication along with a summary of public comments received will be forwarded to your office no later than October 1, 2003. Please contact me at (805) 473-5440 or Jill Peterson, Consultant Senior Engineer, at (805) 544-4011 if you have any questions regarding this information. Sincerely, Don Spagnolo, P.E. Director of Public Works/City Engineer Enclosure c: Jill Peterson, JLWA Attachment 2 City of Arroyo Grande Disadvantaged Business Enterprise (DBE) Program for FFY 2003/04 City of Arroyo Grande Public Works Department P.O. Box 550 Arroyo Grande, CA 93421 (805) 473-5440 May 2003 ~- - * This Program is in accordance with Title 49 of the Code of Federal Regulations Part 26 CITY OF ARROYO GRANDE DISADVANTAGED BUSINESS ENTERPRISE (DBE) PROGRAM I. Definitions of Terms The terms used in this program have the meanings defined in 49 CFR ~26.5. II. Objectives/Policy Statement (~~26.1, 26.23) The City of Arroyo Grande has established a Disadvantaged Business Enterprise (DBE) program in accordance with regulations of the U.S. Department of Transportation (DOT), 49 CFR Part 26. The City of Arroyo Grande has received Federal financial assistance from the DOT, and as a condition of receiving this assistance, the City of Arroyo Grande will sign an assurance that it will comply with 49 CFR Part 26. It is the policy of the City of Arroyo Grande to ensure that DBEs, as defined in part 26, have an equal opportunity to receive and participate in DOT-assisted contracts. It is also our policy: . To ensure nondiscrimination in the award and administration of DOT-assisted contracts; . To create a level playing field on which DBEs can compete fairly for DOT-assisted contracts; . To ensure that the DBE Program is narrowly tailored in accordance with applicable law; . To ensure that only firms that fully meet 49 CFR Part 26 eligibility standards are permitted to participate as DBEs; . To help remove barriers to the participation of DBEs in DOT -assisted contracts; and . To assist the development of firms that can compete successfully in the market place outside the DBE Program. The Director of Public Works has been delegated as the DBE Liaison Officer. In that capacity, the Director of Public Works is responsible for implementing all aspects of the DBE program. Implementation of the DBE program is accorded the same priority as compliance with all other legal obligations incurred by the City of Arroyo Grande in its financial assistance agreements with the California Department of Transportation (Caltrans). The City of Arroyo Grande has disseminated this policy statement to the Arroyo Grande City Council and all the components of our organization. We have distributed this statement to DBE and non-DBE business communities that perform work for us on City of A"oyo Grande - DRAFT - DBE Program for FFY 2003/04 Page 1 May 2003 DOT-assisted contracts by publishing this statement in general circulation, minority-focused and trade association publications. III. Nondiscrimination (926.7) The City of Arroyo Grande will never exclude any person from participation in, deny any person the benefits of, or otherwise discriminate against anyone in connection with the award and performance of any contract covered by 49 CFR Part 26 on the basis of race, color, sex, or national origin. In administering its DBE program, the City of Arroyo Grande will not, directly or through contractual or other arrangements, use criteria or methods of administration that have the effect of defeating or substantially impairing accomplishment of the objectives of the DBE program with respect ~o individuals of a particular race, color, sex, or national origin. IV. DBE Program Updates (926.21) The City of Arroyo Grande will continue to carry out this program until the City of Arroyo Grande has established a new goal setting methodology or until significant changes to this DBE Program are adopted. The City of Arroyo Grande will provide to Caltrans a proposed overall goal and goal setting methodology and other program updates by June 1 of every year. V. Quotas (926.43) The City of Arroyo Grande will not use quotas or set asides in any way, in the administration of this DBE program. VI. DBE Liaison Officer (DBELO) (926.45) The City of Arroyo Grande has designated the following individual as the DBE Liaison Officer: Mr. Don Spagnolo, P.E. Director of Public Works/City Engineer City of Arroyo Grande P.O. Box 550 214 East Branch Street Arroyo Grande, CA 93421 (805) 473-5440 dspagnolo@arroyogrande.org In that capacity, Mr. Spagnolo is responsible for implementing all aspects of the DBE program and ensuring that the City of Arroyo Grande complies with all provisions of 49 CFR Part 26. This is available on the Internet at: osdbuweb.dot.gov/main.cfm. Mr. Spagnolo has direct, independent access to the City Manager concerning DBE program City of Arroyo Grande - DRAFT - DBE Program for FFY 2003/04 Page 2 May 2003 matters. The DBELO has a staff of two support personnel who will devote a portion of his/ her time to the program. An organization chart displaying the DBELO's position in the organization is found in Attachment A to this program. . The DBELO is responsible for developing, implementing and monitoring the DBE program, in coordination other appropriate officials. Duties and responsibilities include the following: 1. Gathers and reports statistical data and other information as required. 2. Reviews third party contracts and purchase requisitions for compliance with this program. 3. Works with all departments to set overall annual goals. 4. Ensures that bid notices and requests for proposals are available to DBEs in a timely manner. 5. Identifies contracts and procurements so that DBE goals are included in solicitations (both race-neutral methods and contract specific goals) and monitors results. 6. Analyzes the City of Arroyo Grande's progress toward goal attainment and identifies ways to improve progress. 7. Participates in pre-bid meetings. 8. Advises the CEO/governing body on DBE matters and achievement. 9. Chairs the DBE Advisory Committee. 10. Participates with the legal counsel. and project director to determine contractor compliance with good faith efforts. 11. Provides DBEs with information and assistance in preparing bids, obtaining bonding and insurance. 12. Plans and participates in DBE training seminars. 13. Provides outreach to DBEs and community organizations to advise them of opportunities. VII. Federal Financial Assistance Agreement Assurance (926.13) The City of Arroyo Grande will sign the following assurance, applicable to all FHWA-assisted contracts and their administration as part of the program supplement agreement for each project: The recipient shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of any DOT-assisted contract or in the administration of its DBE Program or the requirements of 49 CFR part 26. The recipient shall take all necessary and reasonable steps under 49 CFR part 26 to ensure nondiscrimination in the award and administration of DOT-assisted contracts. The recipient's DBE Program, as required by 49 CFR part 26 and as approved by DOT, is incorporated by reference in this agreement. Implementation of this program is a legal obligation and failure to carry out its terms shall be treated as a violation of this agreement. Upon notification to the recipient of its failure to carry out its approved program, the Department may impose sanctions as provided for City of Arroyo Grande - DRAFT - DBE Program for FFY 2003/04 Page 3 May 2003 under part 26 and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1986 (31 U.S.C. 3801 et seq.). VIII. DBE Financial Institutions It is the policy of the City of Arroyo Grande to investigate the full extent of services offered by financial institutions owned and controlled by socially and economically disadvantaged individuals in the community, to make reasonable efforts to use these institutions, and to encourage prime contractors on DOT-assisted contracts to make use of these institutions. Information on the availability of such institutions can be obtained from the DBE Liaison Officer. The Caltrans Disadvantaged Business Enterprise Program may offer assistance to the DBE Liaison Officer. IX. Directory (~26.31) The City of Arroyo Grande will refer interested persons to the DBE directory available from the Caltrans Disadvantaged Business Enterprise Program website at: www.dot. ca.gov/ha/bep. X. Overconcentration (~26.33) The City of Arroyo Grande has not identified any types of work in DOT -assisted contracts that have a overconcentration of DBE participation. If in the future the City of Arroyo Grande identifies the need to address overconcentration, measures for addressing overconcentration will be submitted to the DLAE for approval. XI. Business Development Programs (~26.35) The City of Arroyo Grande does not have a business development or mentor-protege program. If the City of Arroyo Grande identifies the need for such a program in the future, the rationale for adopting such a program and a comprehensive description of it will be submitted to the DLAE for approval. XII. Required Contract Clauses (~~26.13, 26.29) Contract Assurance The City of Arroyo Grande ensures that the following clause is placed in every DOT -assisted contract and subcontract: City of Arroyo Grande - DRAFT - DBE Program for FFY 2003/04 Page 4 May 2003 The contractor or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The contractor shall carry out applicable requirements of 49 CFR part 26 in the award and administration of DOT-assisted contracts. Failure by the contractor to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy as recipient deems appropriate. Prompt Payment The City of Arroyo Grande ensures that the following clauses or equivalent will be included in each DOT -assisted prime contract: Satisfactory Performance The prime contractor agrees to pay each subcontractor under this prime contract for satisfactory performance of its contract no later than 10 days from the receipt of each payment the prime contractor receives from the City of Arroyo Grande. Any delay or postponement of payment from the above referenced time frame may occur only for good cause following written approval of the City of Arroyo Grande. This clause applies to both DBE and non-DBE subcontractors Release of Retainage The prime contractor agrees further to release retainage payments to each subcontractor within 30 days after the subcontractor's work is satisfactorily completed. Any delay or postponement of payment from the above referenced time frame may occur only for good cause following written approval of the City of Arroyo Grande. This clause applies to both DBE and non-DBE subcontractors. XIII. . Monitoring and Enforcement Mechanisms (926.37) The City of Arroyo Grande will assign a Resident Engineer (RE) or Contract Manager to monitor and track actual DBE participation through contractor and subcontractor reports of payments in accordance with the following: After Contract Award After the contract award the City of Arroyo Grande will review the award documents for the portion of items each DBE and first tier subcontractor will be performing and the dollar value of that work. With these documents the RE/Contract Manager will be able to . determine the work to be performed by the DBEs or subcontractors listed. City of Arroyo Grande - DRAFT - DBE Program for FFY 2003/04 Page 5 May 2003 Preconstruction Conference A preconstruction conference will be scheduled between the RE and the contractor or their representative to discuss the work each DBE subcontractor will perform. Before work can begin on a subcontract, the local agency will require the contractor to submit a completed "Subcontracting Request," Exhibit 16-B of the LAPM or equivalent. When the RE receives the completed form it will be checked for ag reement of the first tier subcontractors and DBEs. TheHE will not approve the request when it identifies someone other than the DBE or first tier subcontractor listed in the previously completed "Local Agency Bidder DBE Information," Exhibit 15-G. The "Subcontracting Request" will not be approved until any discrepancies are resolved. If an issue cannot be resolved at that time, or there is some other concern, the RE will require the contractor to eliminate the subcontractor in question before signing the subcontracting request. A change in the DBE or first tier subcontractor may be addressed during a substitution process at a later date. Suppliers, vendors, or manufacturers listed on the "Local Agency Bidder DBE Information" will be compared to those listed in the completed Exhibit 16-1 of the LAPM or equivalent. Differences must be resolved by either making corrections or requesting a substitution. Substitutions will be subject to the Subletting and Subcontracting Fair Practices Act (FPA). Local agencies will require contractors to adhere to the provisions within Subletting and Subcontracting Fair Practices Act (State Law) Sections 4100-4144. FPA requires the contractor to list all subcontractors in excess of one half of one percent (0.5%) of the contractor's total bid or $10,000, whichever is greater. The statute is designed to prevent bid shopping by contractors. The FPA explains that a contractor may not substitute a subcontractor listed in the original bid except with the approval of the awarding authority. The RE will give the contractor a blank Exhibit 17 -F, "Final Report Utilization of Disadvantaged Business Enterprises, First Tier Subcontractors" and will explain to them that the document will be required at the end of the project, for which payment can be withheld, in conformance with the contract. Construction Contract MonitorinQ The RE will ensure that the RE's staff (inspectors) know what items of work each DBE is responsible for performing. Inspectors will notify the RE immediately of apparent violations. When a firm other than the listed DBE subcontractor is found performing the work, the RE will notify the contractor of the apparent discrepancy and potential loss of payment. Based on the contractor's response, the RE will take appropriate action: The DBE Liaison Officer will perform a preliminary investigation to identify any potential issues related to the DBE subcontractor performing a commercially useful function. Any substantive issues will be forwarded to the Caltrans Disadvantaged Business Enterprise Program. If the contractor fails to adequately explain why there is a discrepancy, payment for the work will be City of Arroyo Grande - DRAFT - DBE Program for FFY 2003/04 Page 6 May 2003 withheld and a letter will be sent to the contractor referencing the applicable specification violation and the required withholding of payment. If the contract requires the submittal of a monthly truck document, the contractor will be required to submit documentation to the RE showing the owner's name; California Highway Patrol CA number; and the DBE certification number of the owner of the truck for each truck used during that month for which DBE participation will be claimed. The trucks will be listed by California Highway Patrol CA number in the daily diary or on a separate piece of paper for documentation. The numbers are checked by inspectors regularly to confirm compliance. Providing evidence of DBE payment is the responsibility of the contractor. Substitution When a DBE substitution is requested, the RE/Contract Manager will request a letter from the contractor explaining why substitution is needed. The RE/Contract Manager must review the letter to be sure names and addresses are shown, dollar values are included, and reason for the request is explained. If the RE/Contract Manager agrees to the substitution, the RElContract Manager will notify, in writing, the DBE subcontractor regarding the proposed substitution and procedure for written objection from the DBE subcontractor in accordance with the Subletting and Subcontracting Fair Practices Act. If the contractor is not meeting the contract goal with this substitution, the contractor must provide the required good faith effort to the RE/Contract Manager for local agency consideration. If there is any doubt in the RE/Contract Manager's mind regarding the requested substitution, the RE/Contract Manager may contact the DLAE for assistance and direction. Record Keeping and Final Report Utilization of Disadvantaged Business Enterprises The contractor shall maintain records showing the name and address of each first-tier subcontractor. The records shall also show: 1. The name and business address, regardless of tier, of every DBE subcontractor, DBE vendor of materials and DBE trucking company. 2. The date of payment and the total dollar figure paid to each of the firms. 3. The DBE prime contractor shall also show the date of work performed by their own forces along with the corresponding dollar value of the work claimed toward DBE goals. When a contract has been completed the contractor will provide a summary of the records stated above. The DBE utilization information will be documented on Exhibit 17 -F and will be submitted to the DLAE attached to the Report of Expenditures. The RE will compare the completed Exhibit 17-F to the contractor's completed Exhibit 15-G and, if applicable, City of Arroyo Grande . DRAFT. DBE Program for FFY 2003/04 Page 7 May 2003 -- - to the completed Exhibit 16-B. The OBEs shown on the completed Exhibit 17-F should be the same as those originally listed unless an authorized substitution was allowed I or the contractor used more DBEs and they were added. The dollar amount should reflect any changes made in planned work done by the DBE. The contractor will be required to explain in writing why the names of the subcontractors, the work items or dollar figures are different from what was originally shown on the completed Exhibit 15-G when: . There have been no changes made by the RE. . The contractor has not provided a sufficient explanation in the comments section of the completed Exhibit 17-F. The explanation will be attached to the completed Exhibit 17 -F for submittal. The RE will file this in the project records. The local agency's Liaison Officer will keep track of the DBE certification status on the Internet at www.dot.ca.gov/ha/bep and keep the RE informed of changes that affect the contract. The RE will require the contractor to act in accordance with existing contractual commitments regardless of decertification. The DLAE will use the PS&E checklist to monitor the City of Arroyo Grande's commitment to require bidders list information to be submitted to the City of Arroyo Grande from the awarded prime and subcontractors as a means to develop a bidders list. This monitoring will only take place if the bidders list information is required to be submitted as stipulated in the special provisions. The City of Arroyo Grande will bring to the attention of the DOT through the DLAE any false, fraudulent, or dishonest conduct in connection with the program, so that DOT can take the steps (e.g., referral to the Department of Justice for criminal prosecution, referral to the DOT Inspector General, action under suspension and debarment or Program Fraud and Civil Penalties rules) provided in ~26.109. The City of Arroyo Grande also will consider similar action under our own legal authorities, including responsibility determinations in future contracts. XIV. Overall Goals (~26.45) Amount of Goal The City of Arroyo Grande's overall goal for the Federal fiscal year FFY 2003/04 is the following: 4% ofthe Federal financial assistance in FHWA-assisted contracts. This overall goal is broken down into 4% race-conscious and 0% race-neutral components. Methodology The "Utilizing the Goal of Another Local Agency" methodology was used to determine the City's overall goal for Federal Fiscal Year 2003/04. Specifically, the City of San Luis City of Arroyo Grande - DRAFT - DBE Program for FFY 2003/04 Page 8 May 2003 Obispo's goal, based on the DBE Directories and Census Bureau Data, was used. 1. DOT-Assisted Contracting Program for FYV 2003/04 The following represents the City of Arroyo Grande's projected FHWA funded contracts and expenditures by work category and corresponding North American Industry Classification System (NAICS) for FFY 2003/04: City of A"oyo Grande - DRAFT - DBE Program for FFY 2003/04 Page 9 May 2003 ------- Engineering Services 541330 $ 183.492 65% - Brisco Road-Halcyon $ 165,000 Road/Route 101 PA&ED $ 18,492 - Traffic Way Bridge Rail (HBRR) Bridge & Tunnel Const 234120 $ 100.100 35% - Traffic Way Bridge Rail (HBRR) $ 100,100 TOTAL $ 283,592 100% 2. Goal-methodology Step I: Determination of a Base Figure (49 CFR 26.45) I The City of Arroyo Grande utilized the following methodology in establishing its Base Figure of relative DBE availability for FFY 2003/04. For the Numerator: Certified DBE Firms in City of Arroyo Grande's Bidders List For the Denominator: All Firms in City of Arroyo Grande's Bidders List The City of Arroyo Grande calculated its weighted Base Figure by first determining the number of ready, willing and ableDBEs in its FY 2002/03 Bidders List by work category, and dividing the number of DBEs by the total number of firms in the same work category. Through this method, the City of Arroyo Grande can measure availability by the number of firms that have directly participated in, or attempted to participate in, City of Arroyo Grande's DOT-assisted contracting in FY 2002/03. Application of this formula yields the following baseline information: Number of DBE's in City of Arroyo Grande's Bidder List = BASE FIGURE Number of All Firms in City of Arroyo Grande's Bidders List The Base Figure resulting from this calculation is as follows: Base Figure = .65(DBEs in 541330) + . 35(DBEsin 234120) Base Figure = { .65(0) + .35(0) } (0) (0) City of Arroyo Grande - DRAFT - DBE Program for FFY 2003/04 Page 10 May 2003 Base Figure = [ .65(0) + .35(0) ] Base Figure = [ 0 + 0 ] x 1 00 Base Figure = [ 0 ] x 100 = 0% Step II: Adjusting the Base Figure Because the City does have not a bidders list that contains information on bridge projects or design contracts, the City will utilize the same overall goal and estimated race-neutral and race-conscience participation as the City of San Luis Obispo for FFY 2003/04. Breakout of Estimated Race-Neutral and Race-Conscious Participation Of the overall annual 4% goal for DBE participation, the City of Arroyo Grande projects meeting 0% of the goal utilizing race-neutral methods, including making efforts to assure that bidding and contract requirements facilitate participation by DBEs and other small businesses; unbundling large contracts to make them more accessible to small businesses; encouraging prime contractors to subcontract portions of the work that they might otherwise perform themselves; and providing technical assistance, and other support services to facilitate consideration of DBEs and other small businesses. The remaining 4% of the goal is anticipated to be accomplished through race-conscience measures, which includes establishing contract specific goals on contracts with contracting possibilities, when needed, to meet the City's overall annual DBE goal. Process Starting with the Federal fiscal year 2002, the amount of overall goal, the method to calculate the goal, and the breakout of estimated race-neutral and race-conscious participation will be required annually by June 1 in advance of the Federal fiscal year beginning October 1 for FHWA-assisted contracts. Submittals will be to the Caltrans' DLAE. An exception to this will be if FTA or FAA recipients are required by FTA or FAA to submit the annual information to them or a designee by another date. FHWA recipients will follow this process: Once the DLAE has responded with preliminary comments and the comments have been incorporated into the draft overall goal information, the City of Arroyo Grande will publish a notice of the proposed overall goal, informing the public that the proposed goal and its rationale are available for inspection during normal business hours at the City of Arroyo Grande's principal office for 30 days following the date of the notice, and informing the public that City of Arroyo Grande comments will be accepted on the goals for 45 days following the date ofthe notice. Advertisements in newspapers, minority focus media, trade publications, and websites will be the normal media to accomplish this effort. The notice will include addresses to which comments may be sent and addresses (including offices and websites) where the proposal may be reviewed. City of Arroyo Grande . DRAFT - DBE Program for FFY 2003/04 Page 11 May 2003 The overall goal resubmission to the Caltrans DLAE, will include a summary of information and comments received during this public participation process and City of Arroyo Grande's responses. This will be due by September 1 to the Caltrans DLAE. The DLAE will have a month to make a final review so the City of Arroyo Grande may begin using the overall goal on October 1 of each year. If there is a design build please refer to Appendix B of this DBE Program. XV. Contract Goals (~26.51) The City of Arroyo Grande will use contract goals to meet any portion of the overall goal the City of Arroyo Grande does not project being able to meet by the use of race-neutral means. Contract goals are established so that, over the period to which the overall goal applies, they will cumulatively result in meeting any portion of the overall goal that is not projected to be met through the use of race-neutral means. Contract goals will be established only on those DOT-assisted contracts that have subcontracting possibilities. Contract goals need not be established on every such contract, and the size of contract goals will be adapted to the circumstances of each such contract (e.g., type and location of work, availability of DBEs to perform the particular type of work). The contract work items will be compared with eligible DBE contractors willing to work on the project. A determination will also be made to decide which items are likely to be performed by the prime contractor and which ones are likely to be performed by the ! subcontractor(s). The goal will then be incorporated into the contract documents. I I Contract goals will be expressed as a percentage of the total amount of a DOT -assisted contract. XVI. Transit Vehicle Manufacturers (~26.49) If DOT-assisted contracts will include transit vehicle procurements, the City of Arroyo Grande will require each transit vehicle manufacturer, as a condition of being authorized to bid or propose on transit vehicle procurements, to certify that it has complied with the requirements of 49 CFR Part 26, Section 49. The City of Arroyo Grande will direct the transit vehicle manufacturer to the subject requirements located on the Internet at: http://osdbuweb.dot.aov/programs/dbe/dbe.htm. XVII. Good Faith Efforts (~26.53) Information to be Submitted The City of Arroyo Grande treats bidders'/offerors' compliance with good faith effort requirements as a matter of responsiveness. A responsive proposal is meeting all the requirements of the advertisement and solicitation. Each solicitation for which a contract goal has been established will require thebidders/offerors to submit the following information to: City of Arroyo Grande - DRAFT - DBE Program for FFY 2003/04 Page 12 May 2003 City of Arroyo Gfande Attn: Director of Administrative Services P.O. Box 550 214 East Branch Street Arroyo Grande, CA 93421 no later than 4:00 p.m. on or before the fourth day, not including Saturdays, Sundays and legal holidays, following bid opening: 1. The names and addresses of known DBE firms that will participate in the contract; 2. A description of the work that each DBE will perform; 3. The dollar amount of the participation of each DBE firm participation; 4. Written and signed documentation of commitment to use a DBE subcontractor whose participation it submits to meet a contract goal; 5. Written and signed confirmation from the DBE that it is partiCipating in the contract as provided in the prime contractor's commitment; and 6. If the contract goal is not met, evidence of good faith efforts. Demonstration of Good Faith Efforts The obligation of the bidder/offeror is to make good faith efforts. The bidder/offeror can demonstrate that it has done so either by meeting the contract goal.or documenting good faith efforts. Examples of good faith efforts are found in Appendix A to part 26 which is attached. The following personnel are responsible for determining whether a bidder/offeror who has not met the contract goal has documented sufficient good faith efforts to be regarded as responsive: The City of Arroyo Grande Director of Public Works. The City of Arroyo Grande will ensure that all information is complete and accurate and adequately documents the bidder/offeror's good faith efforts before a commitment to the performance of the contract by the bidder/offeror is made. Administrative Reconsideration Within 10 days of being informed by the City of Arroyo Grande that it is not responsive because it has not documented sufficient good faith efforts, a bidder/offeror may request administrative reconsideration. Bidder/offerors should make this request in writing to the following reconsideration official: Mr. Steven Adams, City Manager City of Arroyo Grande P.O. Box 550 214 East Branch Street Arroyo Grande, CA 93421 (805) 473-5404 City of Arroyo Grande . DRAFT. DBE Program for FFY 2003/04 Page 13 May 2003 The reconsideration official will not have played any role in the original determination that the bidder/offeror did not make document sufficient good faith efforts. As part of this reconsideration, the bidder/offeror will have the opportunity to provide written documentation or argument concerning the issue of whether it met the goal or made adequate good faith efforts to do so. The bidder/offeror will have the opportunity to meet in person with the reconsideration official to discuss the issue of whether it met the goal or made adequate good faith efforts to do. The City of Arroyo Grande will send the bidder/offeror a written decision on reconsideration, explaining the basis for finding that the bidder did or did not meet the goal or make adequate good faith efforts to do so. The result ofthe reconsideration process is not administratively appealable to Caltrans, FHWA or the DOT. Good Faith Efforts when a DBE is Replaced on a Contract The City of Arroyo Grande.will require a contractor to make good faith efforts to replace a OBE that is terminated or has otherwise failed to complete its work on a contract with another certified DBE, to the extent needed to meet the contract goal. The prime contractor is required to notify the RE immediately of the OBE's inability or unwillingness to perform and provide reasonable documentation. In this situation, the prime contractor will be required to obtain City of Arroyo Grande prior approval of the substitute DBEand to provide copies of new or amended subcontracts, or documentation of good faith efforts. If the contractor fails or refuses to comply in the time specified, the City of Arroyo Grande contracting office will issue an order stopping all or part of payment/work until satisfactory action has been taken. If the ~ontractor still fails to comply, the contracting officer may issue a termination for default proceeding. VXIII. Counting DBE Participation (926.55) The City of Arroyo Grande will count DBE participation toward overall and contract goals as provided in the contract specifications for the prime contractor, subcontractor, joint venture partner with prime or subcontractor, or vendor of material or supplies. See the Caltrans' Sample Boiler Plate Contract Documents previously mentioned. Also, refer to XI, A. "After Contract Award." XIX. Certification (926.83(a)) The City of Arroyo Grande ensures that only OBE firms currently certified on the Caltrans' directory will participate as DBEs in our program. XX. Information Collection and Reporting Bidders List The City of Arroyo Grande will create and maintain a bidders list, consisting of information City of Arroyo Grande - DRAFT - DBE Program for FFY 2003/04 Page 14 May 2003 -...- ..-.-,"" about all OBE and non-DBE firms that bid or quote on its DOT-assisted contracts. The bidders list will include the name, address, DBE/non-DBE status, age, and annual gross receipts of firms. Monitoring Payments to OBEs Prime contractors are required to maintain records and documents of payments to OBEs for three years following the performance of the contract. These records will be made available for inspection upon request by any authorized representative of the City of Arroyo Grande, Caltrans, or FHWA. This reporting requirement also extends to any certified DBE subcontractor. Payments to DBE subcontractors will be reviewed by the City of Arroyo Grande to ensure that the actual amount paid to OBE subcontractors equals or exceeds the dollar amounts stated in the schedule of DBEparticipation. Reporting to Caltrans The City of Arroyo Grande's final utilization of DBE participation will be reported to the OLAE using Exhibit 17-F of the Caltrans' LAPM. Confidentiality The City of Arroyo Grande will safeguard from disclosure to third parties information that may reasonably be regarded as confidential business information, consistent with Federal, state, and local laws. This Disadvantaged Business Enterprises Program is approved by: Steven Adams Date City Manager This Disadvantaged Business Enterprises Program is accepted by: Jerald T. Gibbs Date Caltrans District 5 Local Assistance Engineer City of Arroyo Grande - DRAFT - DBE Program for FFY 2003/04 Attachment A - Page 1 May 2003 about all DBE and non-DBE firms that bid or quote on its DOT-assisted contracts. The bidders list will include the name, address, DBE/non-DBE status, age, and annual gross receipts of firms. Monitoring Payments to OBEs Prime contractors are required to maintain records and documents of payments to DBEs for three years following the performance of the contract. These records will be made available for inspection upon request by any authorized representative of the City of Arroyo Grande, Caltrans, or FHWA. This reporting requirement also extends to any certified OBE subcontractor. Payments to OBE subcontractors will be reviewed by the City of Arroyo Grande to ensure that the actual amount paid to DBE subcontractors equals or exceeds the dollar amounts stated in the schedule of DBEparticipation. Reporting to Caltrans The City of Arroyo Grande's final utilization of DBE participation will be reported to the OLAE using Exhibit 17 -F of the Caltrans' LAPM. Confidentiality The City of Arroyo Grande will safeguard from disclosure to third parties information that may reasonably be regarded as confidential business information, consistent with Federal, state, and local laws. This Disadvantaged Business Enterprises Program is approved by: I Steven Adams Date City Manager This Disadvantaged Business Enterprises Program is accepted by: Jerald T. Gibbs Date Caltrans District 5 Local Assistance Engineer City of Arroyo Grande . DRAFT . D8E Program for FFY 2003/04 Attachment A . Page 1 May 2003 A TTACHMENT A ORGANIZATIONAL CHART THE ELECTORS I MAYOR AND CITY COUNCIL I CITY MANAGER Steven Adams .1 PUBLIC WORKS DEPARTMENT Don Spagnolo, P.E. Director/City Engineer/DBELO I r I Michael E. Linn, P.E. Jill E. Peterson Assistant City Engineer/ Sr. Consultant Engineer/ DBE Support Staff DBE Support Staff City of A"oyo Grande . DRAFT. DBE Program for FFY 2003/04 Attachment A . Page 2 May 2003 --.- APPENDIX A TO PART 26 GUIDANCE CONCERNING GOOD FAITH EFFORTS I. When, as a recipient, you establish a contract goal on a DOT-assisted contract, a bidder must, in order to be responsible and/or responsive, make good faith efforts to meet the goal. The bidder can meet this requirement in either of two ways. First, the bidder can meet the goal, documenting commitments for participation by OBE firms sufficient for this purpose. Second, even if it doesn't meet the goal, the bidder can document adequate good faith efforts. This means that the bidder must show that it took all necessary and reasonable steps to achieve a DSE goal or other requirement ofthis part which, by their scope, intensity, and appropriateness to the objective, could reasonably be expected to obtain sufficient DBE participation, even if they were not fully successful. II. In any situation in which you have established a contract goal, part 26 requires you to use the good faith efforts mechanism of this part. As a recipient, it is up to you to make a fair and reasonable judgment whether a bidder that did not meet the goal made adequate good faith efforts. It is important for you to consider the quality, quantity, and intensity ofthe different kinds of efforts thatthe bidder has made. The efforts employed by the bidder should be those that one could reasonably expect a bidder to take if the bidder were actively and aggressively trying to obtain DBE participation sufficient to meet the DBE contract goal. Mere pro forma efforts are not good faith efforts to meet the DBE contract requirements. We emphasize, however, that your determination concerning the sufficiency of the firm's good faith efforts is a judgment call: meeting quantitative formulas is not required. III. The Department also strongly cautions you against requiring that a bidder meet a contract goal (i.e., obtain a specified amount of DBE participation) in order to be awarded a contract, even though the bidder makes an adequate good faith efforts showing. This rule specifically prohibits you from ignoring bona fide good faith efforts. IV. The following is a list of types of actions which you should consider as part of the bidder's good faith efforts to obtain DBE participation. It is not intended to be a mandatory checklist, nor is it intended to be exclusive or exhaustive. Other factors or types of efforts may be relevant in appropriate cases. A. Soliciting through all reasonable and available means (e.g. attendance at pre-bid meetings, advertising and/or written notices) the interest of all certified DBEs who have the capability to perform the work of the contract. The bidder must solicit this interest within sufficient time to allow the OBEs to respond to the solicitation. The bidder must determine with certainty if the DBEs are interested by taking appropriate steps to follow up initial solicitations. City of A"oyo Grande . DRAFT. DBE Program for FFY 2003/04 Appendix A . Page 1 May 2003 B. Selecting portions of the work to be performed by OBEs in order to increase the likelihood that the DBE goals will be achieved. This includes, where appropriate, breaking out contract work items into economically feasible units to facilitate DBE participation, even when the prime contractor might otherwise prefer to perform these work items with its own forces. C. Providing interested DBEs with adequate information about the plans, specifications, and requirements of the contract in a timely manner to assist them in responding to a solicitation. D. (1 ) Negotiating in good faith with interested DBEs. It is the bidder's responsibility to make a portion of the work available to OBE subcontractors and suppliers and to select those portions of the work or material needs consistent with the available DBE subcontractors and suppliers, so as to facilitate DBE participation. Evidence of such negotiation includes the names, addresses, and telephone numbers of DBEs that were considered; a description of the information provided regarding the plans and specifications for the work selected for subcontracting; and evidence as to why additional agreements could not be reached for DBEs to perform the work. (2) A bidder using good business judgment would consider a number of factors in negotiating with subcontractors, including DBE subcontractors, and would take a firm's price and capabilities as well as contract goals into consideration. However, the fact that there may be some additional costs involved in finding and using DBEs is not in itself sufficient reason for a bidder's failure to meet the contract OBE goal, as long as such costs are reasonable. Also, the ability or desire of a prime contractor to perform the work of a contract with its own organization does not relieve the bidder of the responsibility to make good faith efforts. Prime contractors are not, however, required to accept higher tJuotes from OBEs if the price difference is excessive or unreasonable. E. Not rejecting DBEs as being unqualified without sound reasons based on a thorough investigation of their capabilities. The contractor's standing within its industry, membership in specific groups, organizations, or associations and political or social affiliations (for example union vs. non-union employee status) are not legitimate causes for the rejection or non-solicitation of bids in the contractor's efforts to meet the project goal. F. Making efforts to assist interested DBEs in obtaining bonding, lines of credit, or insurance as required by the recipient or contractor. G. Making efforts to assist interested DBEs in obtaining necessary equipment, supplies, materials, or related assistance or services. City of A"oyo Grande . DRAFT. DBE Program for FFY 2003/04 Appendix A . Page 2 May 2003 H. Effectively using the services of available minority/women community organizations; minority/women contractors' groups; local, state, and Federal minority/women business assistance offices; and other organizations as allowed on a case-by-case basis to provide assistance in the recruitment and placement of DBEs. V. In determining whether a bidder has made good faith efforts, you may take into account the performance of other bidders in meeting the contract. For example, when the apparent successful bidder fails to meet the contract goal, but others meet it, you may reasonably raise the question of whether, with additional reasonable efforts, the apparent successful bidder could have met the goal. If the apparent successful bidder fails to meet the goal, but meets or exceeds the average DBE participation obtained by other bidders, you may view this, in conjunction with other factors, as evidence of the apparent successful bidder having made good faith efforts. City of Arroyo Grande - DRAFT - DBE Program for FFY 2003/04 Appendix A - Page 3 May 2003 ! I 1 APPENDIX B TO BE USED FOR DESIGN-BUILD CONTRACTS The following are hereby incorporated into the Agency's Disadvantaged Business Enterprise (DBE) Program: II. Objectives IPolicy Statement (~~26.1, 26.23) At the end of the first paragraph, add the following: The Agency recognizes that certain modifications are necessary to adapt the program for use in connection with design-build contracts, and has therefore established certain procedures applicable to design-build DBE contracts under the DBE Program. Public Contract Code Section 4109 requires subcontractors to be identified by the prime contractor for the subletting or subcontracting of any portion of the work in excess of one-half of 1 percent of the prime contractor's total bid. Exceptions are only in the cases of public emergency or necessity, and then only after a finding reduced to writing as a public record of the awarding authority setting forth the facts constituting the emergency or necessity. The written public record of the awarding authority/Agency as to either emergency or necessity is attached hereto (See Appendix C for sample). XIII. Monitoring and Enforcement Mechanisms (~26.37) At the end of the first paragraph below "After Contract Award", add the following- paragraph: After Design-Build Contract A ward As described in the Section entitled "GOOD FAITH EFFORTS" below, each proposer for an Agency design-build contract will be required to submit a DBE Performance Plan as part of a responsive proposal. Following award of a design-build contract and during both the design and construction portions of the project, the design-build contractor will be required to submit documentation, in the form of progress reports described below, to show that the design-build contractor is meeting the contract goal for the project, or if the goal is not being met, the design-build contractor must submit satisfactory evidence that it has made good faith efforts, in accordance with that Section, to meet the goal. Evidence of good faith efforts, as described in 49 CFR Part 26 Section 26.5349 and Appendix A, will be monitored by the Agency throughout the duration of the design-build project. City of Arroyo Grande - DRAFT - DBE Program for FFY 2003/04 Appendix B - Page 1 May 2003 ---- --_._._--~. At the end of the first paragraph below "Preconstruction Conference", add the following sentence: The contractor will promptly provide the Agency with the information required by the form entitled "Local Agency DBE Information" upon selection of any DBE or other s~bcontractor not previously identified by the design-build contractor. During the course of the contract, differences must be explained and resolved by either making corrections or requesting a substitution. At the end of the fourth paragraph below "Construction Contract Monitoring", add the following paragraph: The contractor will provide DBE Progress Reports to the Agency with each invoice and will provide an annual report on or before August 1 of each year of the design-build contract. Each report must also include a narrative summary stating whether the contractor is on target with respect to the DBE goal set forth in the design-build contract, whether the goal has been exceeded (stating the amount of the excess), or whether the contractor is behind target (stating the amount of the deficit). XVII. Good Faith Efforts (926.53) At the end of the third paragraph below "Information to be Submitted", add the following items: 7. A DBE Performance Plan containing a detailed description of the design-build contractors plannedmethodology for achieving the DBE goal stated in the contract, including a description of the good faith efforts the design-build contractor intends to undertake to achieve that goal. B. A design-build proposal must also include an affidavit that the proposer will either attain the DBE goals for the design-build contract or will exercise good faith efforts to do so. At the end of the first paragraph below "Demonstration of Good Faith Efforts", add the following sentence: If it is a design-build contract, each contractor proposing will be required to submit DBE Performance Plan as part of a responsive proposal and good faith efforts. This Disadvantaged Business Enterprises Program for design-build contracts is approved by: Steven Adams Date City Manager City of Arroyo Grande - DRAFT - DBE Program for FFY 2003/04 Appendix B - Page 2 May 2003 This Disadvantaged Business Enterprises Program for design-build contracts is accepted by: Jerald T. Gibbs Date Caltrans District 5 Local Assistance Engineer City of Arroyo Grande - DRAFT - DBE Program for FFY 2003/04 Appendix B - Page 3 May 2003 ---~---- APPENDIX C SAMPLE RESOLUTION RESOLUTION OF THE CITY OF ARROYO GRANDE REGARDING NECESSITY OR EMERGENCY FOR SUBSEQUENT SUBCONTRACTOR IDENTIFICATION AND SELECTION FOR DESIGN-BUILD CONTRACTS (REQUIRED BY PUBLIC CONTRACT CODE SECTION 4109 ENTITLED "PUBLIC EMERGENCY GROUNDS FOR CHANGE") A. EXPLANATION OF PUBLIC NECESSITY OR EMERGENCY: B. FACTS CONSTITUTING THE PUBLIC NECESSITY OR EMERGENCY: C. FINDINGS: D. RESOLUTION FOR SUBSEQUENT IDENTIFICATION OF SUBCONTRACTORS: E. ADOPTION OF PROCEDURE TO BE USED BY DESIGN-BUILD CONTRACTOR FOR SUBSEQUENT IDENTIFICATION OF SUBCONTRACTORS: F. CERTIFICATE OF SECRETARY 1. MOTION MADE AND DATE 2. VOTING RESUL TS 3. SIGNATURES: (a) (Secretary) (b) (Chairperson) City of Arroyo Gra,!de . DRAFT . DBE Program for FFY 2003/04 Appendix C . Page 1 May 2003 ------...-.- - Attachment 3 PUBLIC NOTICE CITY OF ARROYO GRANDE NOTICE IS HERESY GIVEN that the City of Arroyo Grande has established an Overall Annual Disadvantaged Business Enterprise Goal, applicable to contracting opportunities scheduled to be awarded during the period of October 1, 2003 through September 30, 2004. The City of Arroyo Grande's proposed Overall Annual Goal and its rationale were developed in response to U.S. Department of Transportation's Disadvantaged Business Enterprise Program Final Rule (49 CFR Part 26) and are available for inspection for thirty (30) days following the date of this Notice, from 8:00 a.m. to 5:00 p.m., Pacific Daylight Time, Monday through Friday, at our principal place of business located at: City of Arroyo Grande Office of Administrative Services 214 East Branch Street Arroyo Grande, California 93420 Phone: (805) 473-5400 Web Address: www.arroyogrande.org Comments will be accepted on the Goal for forty-five (45) days from the date of this Notice. Comments can be forwarded to the City of Arroyo Grande at the above stated address or to Jerald T. Gibbs, District Local Assistance Engineer, Caltrans District 5, 50 Higuera Street, San Luis Obispo, California 93401. Dated at I California, this day of ,2003. Isl ~~ 8.1. MEMORANDUM TO: CITY COUNCIL FROM: DON SPAGNOLO, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER SUBJECT: CONSIDERATION OF AN ORDINANCE REPEALING SECTIONS 13.04.130 AND 13.04.170 OF TITLE 13 OF THE ARROYO GRANDE MUNICIPAL CODE AND ADDING CHAPTER 13.05 "WATER CONSERVATION" DATE: MAY 27,2003 RECOMMENDATION: It is recommended the City Council adopt the attached ordinance repealing Municipal Code Sections 13.04.130 and 13.04.170 of Title 13 and adding Chapter 13.05 "Water Conservation", to provide additional water conservation measures and to comply with State Water Code Section 1 0632. FUNDING: There are no funding impacts. DISCUSSION: City Council introduced the ordinance on May 13, 2003. Municipal Code Sections 13.04.130 and 13.04.170, which are being repealed, address willful and negligent water use and water use restrictions, respectively. Chapter 13.05 incorporates the contents of the repealed municipal code sections. Additionally, Chapter 13.05 establishes varying levels for the City's water supply condition defined by the percentage of available water supply consumed. The proposed ordinance will establish a method by which the City can require conservation during critical water shortages as well as address requirements of State Water Code Section 10632. Staff recommends the City Council adopt the ordinance. The ordinance shall take effect thirty days following adoption. Declaration of the City's water supply condition will occur one year following implementation of the Water Conservation Program. CITY COUNCIL CONSIDERATION OF AN ORDINANCE REPEALING SECTIONS 13.04.130 AND13.04.170 AND ADDING CHAPTER 13.05 "WATER CONSERVATION" MAY 27,2003 PAGE 2 AL TERNA TIVES: The following alternatives are provided for the Council's consideration: . Approve staffs recommendation; j . Do not approve staffs recommendation; . Modify as appropriate and approve staffs recommendation; or . Provide direction to staff. ~-~. ORDINANCE NO. - AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARROYO ~ GRANDE REPEALING SECTIONS 13.04.130 AND 13.04.170 OF CHAPTER 13.04 OF TITLE 13 OF THE ARROYO GRANDE MUNICIPAL CODE AND ADDING CHAPTER 13.05 REGARDING WATER CONSERVATION I i WHEREAS, to update the subject code section to comply with California Water Code i Section 10632; and ! WHEREAS, to allow for the enforcement of varying water conservation measures as deemed necessary by the level of the City's water supply condition. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE DOES ORDAIN AS FOLLOWS: SECTION 1: Sections 13.04.130 and 13.04.170 of the Arroyo Grande Municipal Code are hereby repealed in their entirety and Chapter 13.05 is hereby added, all as shown in Exhibit A attached hereto and incorporated by this reference as though set forth in full. SECTION 2: If any section, subsection, subdivision, paragraph, sentence, clause or phrase of this Ordinance or any part thereof is for any reason held to be unlawful, such decision shall not affect the validity of the remaining portion of this Ordinance or any part thereof. The City Council hereby declares that it would have passed each section, subsection, subdivision, paragraph, sentence, clause, or phrase thereof, irrespective of the fact that anyone or more section, subsection, subdivision, paragraph, sentence, clause or phrase be declared unlawful. SECTION 3: A summary of this Ordinance shall be published in a newspaper published and circulated in the City of Arroyo Grande at least five (5) days prior to the City Council meeting at which the proposed Ordinance is to be adopted. A certified copy of the full text of the proposed Ordinance shall be posted in the office of the Director of Administrative Services/Deputy City Clerk. Within fifteen (15) days after adoption of the Ordinance, the summary with the names of those City Council members voting for and against the Ordinance shall be published again, and the Director of Administrative Services/Deputy City Clerk shall post a certified copy of the full text of such adopted Ordinance. This Ordinance shall take effect and be in full force and effect thirty (30) days after its passage. ORDINANCE NO. PAGE TWO On motion of Council Member , seconded by Council Member , and on t~e following roll call vote, to wit: AYES: NOES: ABSENT: the foregoing Ordinance was passed and adopted this day of , 2003. ---.---- ORDINANCE NO. PAGE THREE TONY M. FERRARA, MAYOR ATTEST: KELL Y WETMORE, DIRECTOR OF ADMINISTRATIVE SERVICESI DEPUTY CITY CLERK APPROVED AS TO CONTENT: STEVEN ADAMS, CITY MANAGER APPROVED AS TO FORM: TIMOTHY J. CARMEL, CITY ATTORNEY Exhibit A Chapter 13.05 is added to the Arroyo Grande Municipal Code to read as follows: 13.05 WATER CONSERVATION 13.05.010 Water supply conditions. A. The city council shall from time to time adopt resolutions declaring the level of the city water supply condition, which in turn will determine the water cons~rvation measures in effect at any particular time within the city. The four levels of water supply conditions are: 1. Normal water supply condition - defined as consuming 0-90 percent of the annually available water supply; 2. Moderately restricted water supply condition - defined as consuming 90-95 percent. of the annually available water supply; 3. Severely restricted water supply condition - defined as consuming 95-99 percent of the annually available water supply; and 4. Critical water supply condition - defined as consuming 100 percent of the annually available water supply. B. Upon adoption of the required resolution, the restrictions and measures identified in this chapter shall take effect immediately. C. The city council may from time to time adopt resolutions designed to implement the provisions of this chapter. 13.05.020 Normal water supply conditions. During normal water supply conditions the following restrictions and measures shall be in effect: A. Outdoor water use for washing vehicles, boats, paved surfaces, buildings and other similar uses shall be attended and have hand- controlled water devices, typically including spring loaded shutoff nozzles. B. Outdoor irrigation resulting in excessive gutter runoff is prohibited. 13.05.030 Moderately restricted water supply conditions. During moderately restricted water supply conditions the following restrictions and measures shall be in effect: A. Outdoor water use for washing vehicles, boats, buildings or other similar uses shall be attended and have hand-controlled watering devices, typically including spring-loaded shutoff nozzles. B. Use of water which results in excessive gutter runoff is prohibited. -- -- C. No water shall be used for cleaning driveways, patios, parking lots, sidewalks, streets, or other such uses except as found necessary by the city to protect the public health or safety. D. Outdoor Irrigation. 1. Outdoor irrigation is prohibited between the hours of ten a.m. and four p.m. 2. Irrigation of private and public landscaping, turf areas and gardens is permitted at even-numbered addresses only on Mondays and Thursdays and at odd-numbered addresses only on Tuesdays and Fridays. No irrigation of private and public landscaping, turf areas and gardens is permitted on Wednesdays. Irrigation is permitted at all addresses on Saturdays and Sundays however, in all cases customers are directed to use no more water than necessary to maintain landscaping. E. Use of potable water for compaction or dust control purposes in construction activities is prohibited. 13.05.040 Severely restricted water supply conditions. During severely restricted water supply conditions the following restrictions and measures shall be in effect: A. Use of water which results in excessive gutter runoff is prohibited. B. Outdoor Water Use - Except Irrigation. 1. No water shall be used for cleaning driveways, patios, parking lots, sidewalks, streets or other such use except where necessary to protect the public health and safety; 2. Outdoor water use for washing vehicles shall be attended and have hand-controlled watering devices, typically including spring-loaded shutoff nozzles. C. Outdoor Irrigation. 1. Outdoor irrigation is prohibited between the hours of ten a.m. and four p.m. 2. Irrigation of private and public landscaping, turf areas and gardens is permitted at even-numbered addresses only on Mondays and Thursdays and at odd-numbered addresses only on Tuesdays and Fridays. No irrigation of private and public landscaping, turf areas and gardens is permitted on Wednesdays. Irrigation is permitted at all addresses on Saturdays and Sundays however, in all cases customers are directed to use no more water than necessary to maintain landscaping. -_._.,...~-~-_._-~ .~-- D. Emptying and refilling swimming pools and commercial spas is prohibited except to prevent structural damage and/or to provide for the public health and safety. E. Use of potable water for compaction or dust control purposes in construction activities is prohibited. 13.05.050 Critical water supply conditions. In addition to the conditions specified in Section 13.05.040, the following restrictions and measures shall be in effect during critical water supply conditions: A. Outdoor irrigation of private or public landscaping, turf areas and gardens is prohibited. B. Outdoor water use for washing vehicles is prohibited except at a pUbiic car wash facility. The city council may also impose any water-rationing requirements as it deems appropriate to protect public health, safety, welfare, comfort and convenience. 13.05.060 Penalties for noncompliance. A. Violation of any provision of this chapter may result in termination of water service until such violation is corrected, and until all appropriate fees and penalties are paid in full and will be subject to the following administration procedure: 1. Written notice to the alleged offender, including the furnishing of informational material and advice where appropriate; 2. Recovery of all City staff costs; including overhead, for any second or greater offense within anyone-year period; 3. Additional civil administrative penalties fo~ any third or greater offense within anyone year period; 4. The right to appeal first to the utility billing adjustment committee and then to the city council. 13.05.070 Violation--Penalty. In addition to, and completely separate from, the civil enforcement provisions of the ordinance codified in this chapter, any person who knowingly and willfully violates the provisions of this chapter shall be guilty of a criminal misdemeanor as provided in the general penalty provisions of this code. All previous attempts by the city to obtain compliance by the defendant may be introduced as evidence of the offender's knowledge and willfulness. CITY OF ARROYO GRANDE 9.a. CITY COUNCIL NOTICE OF PUBLIC HEARING NOTICE IS HEREBY GIVEN that a Public Hearing will be held by the City Council of the City of Arroyo Grande on the following item: DEVELOPMENT CODE AMENDMENT 03-003 _ PROPOSED ORDINANCE AMENDING SECTION 16.52.150 OF TITLE 16 OF THE ARROYO GRANDE MUNICIPAL CODE REGARDING SECOND RESIDENTIAL DWELLINGS. Applicant: City of Arroyo Grande Proposal: The Council will consider a proposed Ordinance amending Section 16.52.150 of Title 16 of the Municipal Code regarding Second Residential Dwellings. The proposed Ordinance provides standards for second residential dwellings in Residential Districts. Representative: Kelly Heffernon, Associate Planner Staff has reviewed this project in compliance with the California Environmental Quality Act (CEQA), the CEQA Guidelines and the City of Arroyo Grande Rules and Procedures for Implementation of CEQA. It has been determined pursuant to Section 15282(1) of the CEQA Guidelines the adoption of an ordinance regarding second units is a statutory exemption. Any person affected or concerned about the proposal may submit written comments to the Community Development Department before the City Council hearing, or appear and be heard in support of or opposition to the proposal at the time of the hearing. Any person interested in the proposal can contact the Community Development Department at 214 East Branch Street, Arroyo Grande, California, or by telephone at (805) 473-5400 during normal business hours (8:00 a.m. to 5:00 p.m.). A copy of the proposed Ordinance is available for public inspection at the above address. IF YOU CHALLENGE AN ITEM IN COURT, YOU MAY BE LIMITED TO RAISING ONLY THOSE ISSUES YOU OR SOMEONE ELSE RAISED AT THE PUBLIC HEARING DESCRIBED IN THIS NOTICE, OR IN WRITTEN CORRESPONDENCE DELIVERED TO THE CITY COUNCIL AT, OR PRIOR TO, THE PUBLIC HEARING. FAILURE OF ANY PERSON TO RECEIVE THE NOTICE SHALL NOT CONSTITUTE GROUNDS FOR ANY COURT TO INVALIDATE THE ACTION OF THE LEGISLATIVE BODY FOR WHICH THE NOTICE WAS GIVEN. Date and Time of Hearing: Tuesday, May 27, 2003, 7:00 p.m. Place of Hearing: Arroyo Grande City Council Chambers, 215 East Branch Street ~Wk{WN- Arroyo Grande, CA 93420 Kelly elm e Director of Administrative Services/Deputy City Clerk Publish 1 T, May 16, 2003 ------.---- --",---,"- "----- MEMORANDUM TO: CITY COUNCIL FROM: ROB STRONG ~ COMMUNITY DEVELOPMENT DIRECTOR BY: ~*,. KELLY HEFFERNON ASSOCIATE PLANNER SUBJECT: ORDINANCE AMENDING MUNICIPAL CODE SECTIONS 16.52.150 AND 16.32.040 REGARDING SECOND RESIDENTIAL DWELLINGS; DEVELOPMENT CODE AMENDMENT 03-003 DATE: MAY 27,2003 RECOMMENDATION: The Planning Commission recommends the Council introduce for first reading by title only the proposed ordinance entitled, "An Ordinance of the City Council of the City of Arroyo Grande Amending Portions of Title 16 of the Municipal Code Regarding Second Residential Dwellings". FUNDING: The proposed Ordinance would eliminate development impact fees that all primary residencas are subject to. All other fees would still be required. The objective would be to treat second dwellings consistent with how additions are handled with regard to fees, with the exception of sewer connection fees that are controlled by the Sanitation District. DISCUSSION: The Planning Commission considered revisions to the Second Residential Dwelling Units Ordinance as part of the Housing Element Update on February 18, 2003 and February 26, 2003. On April 15, 2003, the Planning Commission adopted a resolution recommending approval of the attached Ordinance regarding second residential dwellings (see Attachments 1 through 3 for Planning Commission meeting minutes). The proposed modifications to the ordinance are shown as either underlined additions, or g9w~19 8trik9tl:lFGWSR deletions. . These changes are consistent with General Plan policy H1-1 which states that "the City shall utilize incentives for production of affordable housing including: (a) allowing 'granny units' in specific conditions in all single-family residential zones." Page 1 CITY COUNCIL MAY 27,2003 DCA 03-003 PAGE 2 BackQround On September 29, 2002, the Governor signed into law Assembly Bill 1866, which requires local governments to use a ministerial process after July 1, 2003 for approving second units and prohibits the holding of hearings on these permit applications (see Attachment 4 for the text of AB 1866). The City must therefore revise its ordinance on second units if it wishes to impose stricter standards than those outlined in the. law. The intent of the new law is to simplify the process for obtaining second units in order to increase California's supply of affordable housing. It is argued that second units are a means of providing affordable homes for older persons, persons with disabilities, and family members, and also a means of supplemental income for homeowners to offset property taxes and home maintenance and repair. However, because the public hearing process can be burdensome in terms of time and money and the outcome is not always certain, AB 1866 was created to eliminate the procedural obstacles that local jurisdictions have imposed in the discretionary approval of second units and hence create a more straight forward process. AB 1866 now requires a city to establish specific development and design standards for second units so as not to require a public hearing. Cities and counties are limited to determining whether the application complies with these 'ministerial' standards. AB 1866 provides that in the event a local agency does not have a second unit ordinance and therefore applies the enumerated standards, the standards must still be applied ministerially. Because the City's current second unit ordinance (Ordinance No. 519 C.S.) requires discretionary review through the Conditional Use Permit process, it is necessary to amend this ordinance so that the process is handled administratively, similar to the issuance of a building permit for a traditional single-family home. Staff believes that the proposed ordinance provides a simple and expedient process as well as incentives for property owners to establish second dwellings, while still maintaining oversight through the modified development standards. The incentives are through the proposed decrease in development fees and the elimination of the lengthy and uncertain Conditional Use Permit process. City control is maintained through the proposed Minor Use Permit (MUP) process when deviations to the ordinance are sought. Minor Use Permit Process The Planning Commission recommends that a Minor Use Permit (MUP) be processed in situations when a proposed second dwelling deviates from the Ordinance standards. This is a proposed new process that the Council will formally consider as part of the Development Code Update, tentatively $cheduled for the June 24, 2003 Council meeting. -2- ~- CITY COUNCIL MAY 27,2003 DCA 03-003 PAGE 3 Eliminate the word "Unit" As an added incentive for the construction of second units, the Planning Commission recommends that City impact fees be waived. By eliminating any reference to the word "unit" in the Ordinance, followed by a minor amendment to the fee schedule to define a residential dwelling in accordance with the Uniform Building Code (UBC), second dwellings would not be subject to same impact fees that a primary residence must pay. The second unit would still be subject to other applicable building permit, school and sewer connection fees. Deed Restriction Consistent with the current language of the Ordinance, the Planning Commission recommends that a deed restriction be recorded against properties containing a second residence requiring that the second dwelling cannot be sold, and that the owner of the property must occupy one of the dwellings on the premises. Minimum Lot Size The proposed minimum lot size required to qualify for a second residence is 6,750 square feet, which is the minimum lot size for the VR district. Maximum Second DwellinQ Size The proposed maximum size of a second dwelling is limited to 640 square feet in the VC zoning district, 850 in the RSF and RS districts, and 1,200 square feet in the RH, RE, MF, MFA, and SR zoning districts. Size is also restricted to 50% of the square footage of the primary residence. Driveway Access Only one driveway access is allowed from a public street for both primary and secondary residences, unless the property is located on a corner. BuildinQ Separation The Planning Commission recommends that the distance separating the primary from the secondary residences shall be equal to twice the side yard setback. ParkinQ The Planning Commission recommends that tandem parking only be allowed through the Conditional Use Permit process. ENVIRONMENTAL ASSESSMENT: Staff has reviewed this project in compliance with the California Environmental Quality Act (CEQA), the CEQA Guidelines and the City of Arroyo Grande Rules and Procedures for Implementation of CEQA. It has been determined pursuant to Section 15282(1) of the CEQA Guidelines the adoption of an ordinance regarding second units is a statutory exemption. -3- - -...------. '------------------- -'--..------- ----_._~-----_.__.._,-_._- CITY COUNCIL MAY 27,2003 DCA 03-003 PAGE 4 AL TERNA TIVES: The following alternatives are presented for Council's consideration: 1. Introduce the Ordinance; 2. Modify and introduce the Ordinance; 3. Do not introduce the Ordinance; 4. Provide direction to staff. Attachments: 1. Planning Commission Meeting Minutes of April 15, 2003 2. Planning Commission Meeting Minutes of February 26, 2003 3. Planning Commission Meeting Minutes of February 18, 2003 4. Assembly Bill No. 1866 -4- ---'_.-.._~-,_.._,----_._--- ORDINANCE NO. C.S. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE AMENDING PORTIONS OF TITLE 16 OF THE MUNICIPAL CODE REGARDING SECOND RESIDENTIAL DWELLINGS WHEREAS, the City of Arroyo Grande has a responsibility, pursuant to Government Code Sections 65583.1 , 65852.2, and 65915 to address the need for second residential dwelling units, while at the same time considering environmental and service constraints; and WHEREAS, the Housing Element of the General Plan of the City of Arroyo Grande adopted on October 9, 2001, provides for the utilization of second residential dwellings as an affordable housing incentive in residential zones; and WHEREAS, the City of Arroyo Grande has conducted environmental review for adoption of an ordinance establishing procedures to provide for the development of second residential dwellings in the City of Arroyo Grande, and has found that it can be seen with certainty that there is no possibility that the proposed second residential dwelling requirements will have an effect on the environment and therefore is exempt from the provisions of CEQA; and WHEREAS, the City Council of the City of Arroyo Grande has reviewed and considered the information in the proposed document and staff report,. as well as public testimony presented at the hearing and make the following findings of fact: A. The proposed second residential dwelling requirements are consistent with the goals, objectives, policies, and programs of the General Plan, and are necessary and desirable to implement the provisions of the General Plan. B. The proposed second residential dwelling requirements will not adversely affect the public health, safety, and welfare. C. The proposed second residential dwelling requirements are consistent with the purpose and intent of Title 16. D. The potential environmental impacts of the proposed s~cond residential dwelling requirements are insignificant. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE DOES ORDAIN AS FOLLOWS: SECTION 1: Arroyo Grande Municipal Code Section 16.52.150 is hereby amended it its entirety as follows: ~~---_......-._.__.__.._---- -.-. --~..__.._--- ------ ..--....-....-.--- ORDINANCE NO. C.S. PAGE 2 SECTION 16.52.150 - SECOND RESIDENTIAL DWELLINGS UNITS A. Purpose and Intent The purpose of these standards is to ensure that second residential dwelling~ YA& located in Residential Districts do not adversely impact either adjacent residential parcels or the surrounding neighborhood, and are developed in a manner which protects the integrity of the Residential District, while providing for needed housing opportunities. There are environmental and service constraints the City faces, which limit the addition of second dwelling units. In particular, such units may not be appropriate on hillside lots because of environmental constraints. The addition of a second residential dwelling unit is limited by urban service capacity, public safety standards, traffic conditions, fire hazards, privacy impacts and compatibility with neighboring uses and structures. This Chapter addresses these limitations. B. Applicability 1. Second residential dwellings may be permitted in any Residential District except the RE District, subject to the standards set forth in this Section. e9taiRiRg a CeREtitieRal Use Pej:Aqjt p"FS..aRt te ie9tieA Q- O~.090 ef t~is Title aREt as et~ep.'!ise pre~.'iEteEt iR t~is iestieR. All fiREtiRgs re~..iFeEt 9Y ieGtieR g O~.090 r;I..st ge r;laEte iR aEtEti*ieR te spe8ifi8 fiREtiRg8 re~..ireEt 9Y t~is C~apter pFier te iss..aRQs sf a 8eREti1ieRal ..8e peFr;lit. 2. Second residential dwelling~ YA& may be attached to or detached from the main dwelling, but are not allowed on the second floor above the primary residence or aaraae unless approved throuah the Minor Use Permit process. If the second dwelling wM is attached to the main dwelling, each shall be served by separate outside entrances. The interior wall( s) of an attached unit which separate it from the main unit shall be fire rated according to the most recent Uniform Building Code. An "attached second residential dwelling wM" shall mean a dwelling wM that is either combined within the living area or attached to the primary residence. A "detached second residential dwelling wM" shall mean a dwelling WAi that is not combined within or attached to the primary residence. For the purposes of this Chapter, "~ dwelling wM" shall not include a garage or any accessory structure. "Primary residence" shall mean an existing detached residential structure that conforms with all applicable zoning regulations. -- ORDINANCE NO. c.s. DRAFT PAGE 3 3. A second residential dwelling YAK may be constructed simultaneously with or after construction of the principal residence. In addition, an existing principal residence may, 8111Bj9Gt '9 9BtaiAiAg a 89A8iti9Aal 11189 p9rFAit fer 811181::1 r98i89A89, be considered the second residential dwelling YAK, and a new residence may be constructed which would then be considered the primary residence, provided the standards set forth in this Section are met. TI::19 appli8aAt &l::1all apply fer aA8 9BtaiA Ii 8eA8itieAal 11189 p9FFRit fer a 8989A8 F9&i89Atial 8'::9I1iAg IIIAit pR9r te 8111BFAi88ieA ef aA appli8atieA f9r aBlllil8iAg p9FFRit fer tl::1e prepe8e8 A9':! F98i89A8e. c. Property Development Standards The second residential dwelling YAK shall comply with all zoning regulations and property development standards of the District in which it is located, existing building, health, safety and fire codes, and architectural review criteria, including, but not limited to, setbacks, height limits, floor area ratio, and maximum lot coverage. In addition, the following standards shall apply: 1. Minimum Lot Size The minimum lot size for a parcel to be eligible for a 8eta81::1e8 second dwelling YAK shall be 12,0006,750 square feet, excluding all rights of way and private access easements. TI::19 FAiAiFAlllFA let 8i38 f9r a paFG91 t9 B9 9ligiBI9 fer aA aU:a81::198 8e89A8 8IJJ911iAg IIIAit & 1::1 all B9 7 ,~OO 8~lIIaF9 fe9t, eX811118iAg all Rgl::1t8 ef ':Jay. 2. Building Separation A detached second residential dwelling YAK shall be located at 19a8t ~ a minimum distance eQual to twice the applicable side yard setback ~ from the primary residence. 3. Yard Setbacks The second residential dwelling YAK shall have the same minimum yard setback requirements as the base zone of the primary residence on the parcel as outlined in Table g Oi.OIjO .^. 16.32.050-A and Table g Oi.OIjO Q 16.32.050-B. Setbacks outlined in Appendix C.W.D.219 as referenced in Table g Oi.QIjQ />.16.32.050-B and Table g Oi.OIjO Q -----_...---- ...------ --- --.....-.-- ORDINANCE NO. C.S. DRAFT PAGE 4 16.32.050-A shall not be applicable to second residential dwelling~ ~. The FRiRiFRWFR ffeRt yaRit set~a8k fer se8eRs resiseRtial swelliRg wRits shall ~e e'lwal te er greater thaR the FRaxiFRwFR weRt yars set~a8k ef asja8eRt parGels. 4. Architectural Compatibility The second residential dwelling wM shall be architecturally compatible with the. primary residence and the surrounding neighborhood, and shall incorporate the same colors and materials as the primary residence. 5. Maximum Size Gress leer area ef a se8eRs resiseRtial swelliRg wRit shall Ret eX8ees 840 s'lware, fe9t. Table 16.52.150-A defines the maximum square foota~e allowed for a second dwellina in each residential zonina district. In no case shall the square footaae of a second dwellina exceed fifty percent (50%) of the square footaae of the primary residence. TABLE 16.52.150-A ------- ORDINANCE NO. C.S. DRAFT PAGE 5 6. Maximum Slope The building site upon which the second residential dwelling wAA will be constructed shall not have an average slope in excess of twenty percent. A topographic map and slope analysis, as recommended by the Community Development Director, shall be stamped and signed by either a registered civil engineer, registered architect, or registered landscape architect. Average slope is defined as follows: S= I xL x 100 A x 43,560 Where S = average natural slope, in percent. 1= interval, in feet, of the contour lines. L= the sum, in feet, of the length of the contour lines, at selected contour interval "I". A= the total area, in acres, of the site. 7. Parking A minimum of one off-street parking space shall be provided for each bedroom in the second residential dwelling wAA, UP to a maximum reQuirement of two off street parkina spaces, in addition to the off- street parking spaces required for the main dwelling. All parking spaces shall be exclusive of front and street side yard setbacks. Such parking spaces shall be located in close proximity to the second residential dwelling wAA so as to provide convenient access for the occupant. Proposed tandem parkina reQuires approval of a conditional use permit. J\ssitieRal paFkiRS ~ay 99 F9EtwiRJS pRJ~!iS9S tRat a fiRSiRS is ~as9 tRat tR9 assitieRal paFkiRS RJEtWiRJ~eR. ar9 ElireGtly RJI~99 te tRe WS9 ef tR9 8eGeRS re8i99Rtial Q'N9I1iRS WRit aRs 3RJ GeR8ist9Rt witR 9xi8tiRS ReiSRgerRee9 &taR9arQ8 appliGa91e te ex:istiRS 9'JJ9I1iRgS. 8. Occupancy Requirements Second residential dwelling~ WA& shall not be offered for sale apart from the primary residence and shall be occupied on a month to month basis or longer. Either the primary residence or the second --.. .~_._~ ORDINANCE NO. c.s. DRAFT PAGE 6 residential dwelling wM must be occupied by the owner of the property. 9. Driveway Access Second residential dwelling~ WAi*& shall be served by the same driveway access to the street as the primary residence. Properties located on a corner of two public streets are allowed a separate access from the primary residence, provided that access for the second dwelling is from a different public street than the primary residence. 10, P9Ff9rR=taRS9 ~taR~ar~8 Fer 9sta8lisl:liRg 89R~i'ieRal WS9 sA'9Ra, tl:l9 CeR=tR=twRity C9'!919pR=t9Rt CiF'Qster sl:Iall s9Rsi~9r '1:19 a~9~Wa9Y ef wawr, S9'::9F, QraiRa891 fir9 aR~ 9R=t9rg9Rsy s9IVis9s, aR~ '1:19 iR=tpaGt ef a~~iti9Ral ~'''J9I1iR8S WAits eR tra#is f.lew. 44t-10. Deed Restriction A deed restriction shall be recorded against the title of the property containing a second residential dwelling wM prior to issuance of a building permit. Such deed restriction shall stipulate that the second dwelling wM cannot be sold and the owner of the property must occupy one of the WAi*& dwellings on the premises. ~ 11. Utility Meters Except in multiple family zoning districts, OQnly one electric, one gas and one water meter shall be allowed on the property and shall serve both the primary residence and the second residential dwelling wM. Applicable utility and development impact fees for the second dwelling wM will be assessed at the time a building permit is issued, based on building area and fixtures added. ~ 12. Minor Use Permit Any proposed deviation from these standards shall be processed through a minor use permit application. ~-------- .---. --,-- --- <-.."..- ORDINANCE NO. c.s. DRAFT PAGE 7 13. Other Conditions a. Second residential dwellinQs shall be served by City water. Second residential dwellinQs shall be prohibited on lots containinQ a Questhouse, converted QaraQe, mobile home, or more than one existinQ sinQle-family dwellinQ. L Second residential dwelling~ wM& shall comply with such other conditions or standards which, in the judgment of the City, are necessary or appropriate to mitigate possible adverse impacts on the neighborhood. D. fINDINQ& TI:I9 ~laRRiRg C9~~i88i9R ~ay i88W9 a s9Rsiti9Ral WS9 p9r~it f9r a S9S9RS Felis9Rtial SW911iRg wRit as appli9s fer 9r iR ~9sifi9S f9FFR, if 9R tl:l9 Basis 9f tl:l9 appliQaij9R aRs tl:l9 9'/is9RS9 8wB~i\t9S, tl:l9 ~laRRiRg C9m~is8i9R mak9s all 9f tl:l9 f9119\":iRg fiASiR88. 1. TI:I9 pF9p989S E9S9RS SW911iRg wRits9~pli9s witl:l tl:l9 staRsar:Q8 s9ssFiB9S iR i9sti9R g 11.1 <1Q.C. 2. TI:I9 S9S9RS S'J.'9I1iRg wRit will R9t WRF9aS8RaBly iRt9R9f9 witl:l tl:l9 pri':asy 9t1:l91'i.'/is9 availaBI9 t8 F98is9RtS 9f aEf:j9iRiRg pF8p8Fti9S. ~. TI:I9 pr8p989S S9S9RS S'N9I1iRg wRit is S98igR9S t9 B9 s8~patiBl9 ':.'itl:l tl:l9 9~9ri9r app9aFaRS9 aRs sI:IaFast9r 8f tl:l9 9Ki8tiRg R9iSI:lB9A:189S. <1. TI:I9 pF8P989S 89S9RS SW911iRg wRit is s9sigR9S te B9 s8~patiBl8 v.'itl:l tl:l8 9Ki8tiRg ~aiR S\'J9I1iRg wRit iR ter~s 8f aF9l:1it9&tWFaI style, Bwlk, 1:19igl:lt, ~at9rials, s919R; aRS laRsssapiRg. 8. TI:I9 pF8p989S s9seRs S'J.'9I1iRg WRit will Ret sawse WRFeaS8RaBle R8ise, tra#is S9Rg98ti9R, parkiRg seRg9stieR er 8'/9r:18as existiR8 pWBlis fasiliti9s 8r wtiliti9s. ---~-- - - --------..-- ---- ORDINANCE NO. C.S. DRAFT PAGE 8 ..~ STATE LAW APPLICABLE The provisions of this Section shall be subordinate to and superceded by the controlling provisions of any applicable State law or laws. F. ILLiG.~~L SiCOND RiSIDiNTI.~~L DJJJiLLING UNIT TA9 9sta9lisAm9Rt er 8eRtiRwaR89 ef a s98eRs FQsis9Rtial S'Jl9I1iRS wAit t'JitABwt a CeRsitieRal US9 P9~it er 8BRtFal)' te tAB fJFQvisieRs ef tAis ~9stieA is sBslaFss te 99 wRla\"Awl aRs sAall 8eRstitwt9 a miss9m9aRer aRs a fJW91i8 RwisaR89. SECTION 2: A portion of Arroyo Grande Municipal Code Table 16.32.040-A is amended as follows: Table 16.32.040-A Uses Permitted Within Residential Districts USE RE RH RR RS SF VR MF MFA SR MHP A. Residential Uses 15. Second Residential ~P ~P ~P ~P ~P ~P ~P ~p (;;P NP Dwelling UM SECTION 3: Arroyo Grande Municipal Code Chapter Q4i. 16.04, Section 16.04.070lC. ), DEFINITIONS is amended as follows: Second Dwelling UAM: A detached or attached dwelling wAHthat provides complete, independent living facilities for one or more persons. It shall include permanent provisions for living, sleeping, eating, cooking, and sanitation on the same parcel or parcels upon which the primary residence wAH is situated. SECTION 4: If any section, subsection, subdivision, paragraph, sentence, clause or phrase of this Ordinance or any part thereof is for any reason held to be unlawful, such decision shall not affect the validity of the remaining portion of this Ordinance or any part thereof. The City Council hereby declares that it would have passed each section, subsection, subdivision, paragraph, sentence, clause or phrase thereof, irrespective ofthe fact that anyone or more section, subsection, subdivision, paragraph, sentence, clause or phrases be declared unlawful. --~ -- ..~,~----- ~'~"-'--------~ ORDINANCE NO. C.S. DRAFT PAGE 9 SECTION 5: A summary of this Ordinance shall be published in a newspaper published and circulated in the City of Arroyo Grande at least five (5) days prior to the City Council meeting at which the proposed Ordinance is to be adopted. A certified copy of the full text of the proposed Ordinance shall be posted in the office of the Director of Administrative Services/Deputy City Clerk. Within fifteen (15) days after adoption of the Ordinance, the summary with the names of those City Council Members voting for and against the Ordinance. shall be published again, and the Director of Administrative Services/Deputy City Clerk shall post a certified copy of the full text of such adopted Ordinance. SECTION 6: This Ordinance shall become effective thirty (30) days after the date of its adoption. On motion of Council Member , seconded by Council Member and on the following roll call vote, to-wit: AYES: NOES: ABSENT: the foregoing Ordinance was adopted this day of ,2003. ---"--- ----...-- ---------- ------------ -_.~_._-- ORDINANCE NO. C.S. DRAFT PAGE 10 . TONY M. FERRARA, MAYOR ATTEST: KELLY WETMORE, DIRECTOR OF ADMINISTRATIVE SERVICESI DEPUTY CITY CLERK APPROVED AS TO CONTENT: STEVEN ADAMS, CITY MANAGER APPROVED AS TO FORM: TIMOTHY J. CARMEL, CITY ATTORNEY _0 - ,-- ---- MINUTES ATTACHMENT 1 PAGE 2 PLANNING COMMISSION APRIL 15, 2003 AYES: Brown, Fowler, Arnold, Keen and Chair Guthrie NOES: None ABSENT:' None The foregoing resolution was adopted this 15th day of April 2003. PUBLIC HEARING ITEM II.B - DEVELOPMENT CODE AMENDMENT CASE NO. 03- 003; APPLICANT - CITY OF ARROYO GRANDE. Staff report prepared and presented by Kelly Heffernon. The Planning Commission considered an amendment to portions of Title 16 of the Municipal Code regarding secondary residential dwellings unit for the City of Arroyo Grande and made recommendations to Council for revised process and criteria for secondary dwellings. Ms. Heffernon stated that staff had incorporated the suggested changes from the Planning Commission into a draft Ordim;lnce. She then gave a brief summary of the legal requirements, followed by a discussion on some specific issues brought up during previous Planning Commission meetings: . Implementing Minor Use Permit process for any deviations to the second residential dwelling standards. . Deed restriction regarding owner occupancy requirements. . Eliminate the word "Unit" in the Ordinance. . Minimum lot size. . Maximum second dwelling size. . Driveway access. Chair Guthrie opened the item for public comment, and hearing none, brought the item back to the Commissioner for consideration. Commission recommendations for modifications: . Building separation - include language to require separation equal to twice the side yard setback. . Tandem parking will require a Conditional Use Permit. . Item #10 regarding Deed Restriction would be referred to the City Attorney for clarification. Commissioner Keen asked for a discussion on Residential Estate (RE) zoning and why they had been precluded from second residential units. Mr. Strong suggested the following modification: . Residential Estate (RE) zoning should allow second residential dwellings meet engineering requirements for a septic system: Item #12 modify second sentence and on proposed Table 16.52.150-A under Residential Estate change to say ~----_._~--_.-------- ----_._~-~_._...._-- -- MINUTES PAGE 3 PLANNING COMMISSION APRIL 15, 2003 "1,200 square feet" and the Table 16.32.040-A, under Second Residential Dwelling changed from not permitted (NP) to permitted ("P"). Commissioner Arnold made a motion, seconded by Commissioner Brown to approve the resolution recommending City Council adopt the Ordinance amending portions of the Arroyo Grande Municipal Code, Chapter 16.52.150 regarding second residential dwellings with modifications and adopt: RESOLUTION 03-1866 A RESOLUTION OF THE PLANNING COMMISSION OF THE CITY OF ARROYO GRANDE RECOMMENDING THAT THE CITY COUNCIL AMEND PORTIONS OF THE ARROYO GRANDE MUNICIPAL CODE REGARDING SECOND RESIDENTIAL DWELLINGS On the following roll-call, to wit: AYES: Arnold, Brown, Fowler, Keen and Chair Guthrie NOES: None ABSENT: None The foregoing resolution was adopted on this 15th day of April 2003 PUBLIC HEARING ITEM - VIEWSHED REVIEW CASE NO. 03..002; APPLICANT - J. W. OHLER; LOCATION -126 ALLEN STREET Commissioner Brown stepped down due to potential conflict of interest. Mr. Strong explained that during the Viewshed Review process the Community Development Department received letters from neighbors most of which were anonymous and generally not dealing with viewshed issues, but with operational issues and neighborhood disputes and concerns that the applicant may receive special treatment because he was a member of the Architectural Review Committee (ARC). After making a site visit the only discrepancy found, that may have created some of the neighborhood concern, was the addition of a 3-car detached garage that included a shop/home office. With minor changes this could become a second residential dwelling and Mr. Ohler is aware that this requires Conditional Use Permit under current codes, but will soon be allowed or subject to Minor Use Permit. The ARC reviewed this project and recommended approval after review. Commissioner Arnold said the neighbors appeared to have been upset with the way the construction of the garage was handled. Mr. Strong said after receiving complaints from neighbors Code Enforcement had been to visit the site and Mr. Ohler immediately complied. Most of the construction was at the rear of the lot and out of site of the street. Chair Guthrie opened the item for public comment. - ---~---.----~- ___ - ~_.,.__ - '____._._'_________n______ _ .__.____,...._.___ -~._-----_._~-----_......_- ~- ATTACHMENT 2 MINUTES CITY OF ARROYO GRANDE PLANNING COMMISSION AND LOCAL HOUSING TASK FORCE ADJOURNED SPECIAL JOINT WORKSHOP MEETING FEBRUARY 26, 2003 CALL TO ORDER - The Arroyo Grande Planning Commission met in regular session with Vice-chair Keen presiding. Also present were Commissioners Brown, Fowler and Guthrie. Commissioner Arnold was not present. Staff members in attendance were Community Development Director, Rob Strong and Associate Planner, Kelly Heffemon. Local Housing Task Force members in attendance were: Larry Anderson, Roy Berger, Jerry Bunin, Michael Byrd, Lenny Jones, Mark London, Carol Hatley and Steve Sanders and Ray Hetherington, consultant. APPROVAL OF MINUTES - None. ORAL COMMUNICATIONS - None. WRITTEN COMMUNICATIONS - Correspondence from the Local Housing Task Force (LHTF) was provided to the Planning Commission at the start of the meeting. AGENDA REVIEW - No change. PUBLIC HEARING - ITEM II.A.i. - 2003 HOUSING ELEMENT UPDATE - WORKSHOP NO.2. Prepared and presented by Kelly Heffemon. Kelly Heffemon asked the Planning Commission to provide feedback to the Local Housing Task Force on the draft documents that were given to the Planning Commission on February 18, 2003. The Planning Commission and Local Housing Task Force discussed the following items: . Incorporation of LHTF recommendations into the Housing Element - LHTF to prepare their report so it fits into the existing housing element structure. . Impact fees - how impacts will be paid for, other than by reducing fees. . Arroyo Grande's approval processes. . Business plans set up on the margin. . Difference between townhouses and condominiums. . Need clarification on land donation rather than in-lieu fees. . Inclusionary laws - designed to distribute housing throughout the community rather than all co-located. . Developers have difficulty finding buyers for affordable homes, non-profits have lists of buyers: - Builders do building. -".._.._~ --------" ---~_.- ----- MINUTES PAGE 2 PLANNING COMMISSION FEBRUARY 26, 2003 - Non-profits provide buyers and subsidies. . Public transportation - transportation corridors (Grand Ave., Hwy 101, others?). . Parking requirements - reduced parking; impact on street parking. . Rental housing requirements. . Insurance availability and costs - MF units. If we go to dwelling equivalency, what is the reality of building smaller units? . Water, drainage, sewage treatment, flood control: inherent conflict? . Mandatory inclusionary zoning. . Need more information on water; Santa Maria report on aquifer. Landscaping driving water consumption. . Financing. . Quality of life; there is going to be growth; we must accept it. . Land cost and availability; look into annexation to meet Housing Element requirements. Construction rate hasn't gone up nearly as fast as land costs. . Secondary units. . Demand driven pricing, not cost driven pricing. . Research in lieu fees for affordable housing. . Include workforce housing (barracks for field workers). 0 For people who work here but cannot afford to live here. . Secondary dwelling units = zero land costs. PC asked LHTF to provide more information on the following: . Clarify which transportation corridors LHTF was referring to. . Describe where LHTF wants the building height limits changed. . Explain whether in lieu fees should be imposed on commercial development for affordable housing and when, or if, in' lieu fees are appropriate. . Clarify the concept of using land donations in an inclusionary housing program. . Explain how reducing development impact fees for affordable projects will impact fees for other development and whether LHTF thinks the fees are too high. . Provide hard data on the current mix of rentals versus ownership and current typical rental fees. Public Hearing Opened George Hansen . Cannot satisfy the demand by building smallest possible units. . Demand will far exceed availability. . City will need to specifically allocate them. . Will need to provide affordable housing far outside city limits. 02-26-03 Minutes. DRAFT Print date: 5/19/03 ~._~ ---~._---~------- ------~..._'"_._--_.---_..- -., ___.....n --------~-- ---. - MINUTES PAGE 3 PLANNING COMMISSION FEBRUARY 26, 2003 Public Hearing Closed PUBLIC HEARING - ITEM II.A.2. - 2003 HOUSING ELEMENT UPDATE - Second Residential Units. Prepared and presented by Kelly Heffemon. The Planning Commission discussed the following items: . Need to provide details regarding tiered fee structure for larger second units. . lHTF recognized need for owner occupant and enforcement with or without deed. Fees waived unless not owner occupied. LHTF not in favor of a deed restriction due to financing considerations. . Modify the viewshed and plot plan processes to simplify approvals for acceptable second dwellings. . Second story structures - second dwelling above garage would become potential amnesty for second dwelling. . Deed restrictions - financing impact and enforcement of owner occupancy. . lending institutions don't enforce uowner occupantU loan conditions when owner decides to move after they have purchased the property. . Zoning clearance for architectural compatibility. . If home is in a PD area, staff will require Home Owners Association (HOA) approval documentation of the CC&Rs. . Waiting for info from attorney re: City's enforcement of CC&Rs; may bring city into lawsuits unnecessarily. . Right to farm ordinance - homeowner is responsible, but may not know it. - There must be some type of enforcement; otherwise the culture of the neighborhoods will change dramatically. . Putting a stove in a guest house would cost $8,000 more than not putting in a stove; no one has ever put a stove in a guest house. - Larry/building said an amnesty of second dwellings might unveil 500 units toward the housing element required affordable housing allocation. Public Hearing Opened Greg McGowan, Tally Ho . Know you need to look at worst case scenarios. . I live on an 18,000 s.f. lot with cottage. Could I build a 4,000 s.f. house as a primary unit and use the cottage as second unit? Second Dwelling policy could have a significant impact on me. . Policy being proposed may result in tear down of all smaller old houses and replacement with much larger homes. 02-26-03 Minutes - DRAFT Print date: 5/19/03 - --- -- .------ -~ ---~-- ---~- --_._----~._--~_.- --~----- - MINUTES PAGE 4 PLANNING COMMISSION FEBRUARY 26,.2003 Chuck Fellows, Le Point . One meter on a property is wasteful of utilities and more costly because utility companies see it as higher usage tier; don't recognize it as 2 residences. Renters don't see the bill and don't care. . Duplexes - requirement that owner occupy one unit is contrary to what we're trying to accomplish. Duplex, triplex not owner occupied, why SFR? . Enforcement of owner occupied requirement is a problem. . Too many restrictions will reduce amount of second dwellings supplied. . Architectural compatibility is important. Public Hearing Closed The Planning Commission approved the direction of the Secondary Dwelling Units policy proposal. DISCUSSION ITEMS: None. PLANNING COMMISSION ITEMS AND COMMENTS: Commissioner Brown - when are we going to look into this equivalency? Rob Strong - intent is to apply to Mixed Use Tapatia - closed? CUP expires in 1 year. COMMUNITY DEVELOPMENT DIRECTOR COMMENTS AND FOLLOW-UP: Smart Growth Conference - Friday McDonalds' will go from ARC directly to City Council. Doesn't need to go to PC. ADJOURNMENT. There being no further business before the Commission, the meeting was adjourned at 8:47p.m. on a motion by Vice-Chair Keen, seconded by Commissioner Brown, and unanimously carried. 02-26-03 Minutes - DRAFT Print date: 5/19/03 -~- ._- ---- ------------------ ------._------------ A TT ACHMENT 3 MINUTES CITY OF ARROYO GRANDE PLANNING COMMISSION AND LOCAL HOUSING TASK FORCE SPECIAL JOINT WORKSHOP MEETING FEBRUARY 18, 2003 CALL TO ORDER - The Arroyo Grande Planning Commission met in regular session with Commissioner Brown presiding. Also present were commissioners Fowler and Guthrie. Vice Chair Keen and Commissioner Arnold, arrived at 6:35 P.M.. Staff members in attendance were Community Development Director, Rob Strong and Associate Planner Kelly Heffernon. Local Housing Task Force members in attendance were: Larry Anderson, Roy Berger, Jerry Bunin, Michael Byrd, Lenny Jones, Mark London, Carol Hatley and Steve Sanders and Ray Hetherington, consultant. APPROVAL OF MINUTES - Minutes of January 21, 2003 and February 4, 2003 were approved without changes. ORAL COMMUNICATIONS - Andrew Williams (Pat William's son) read a letter from Otis Page regarding Smart Growth. WRITTEN COMMUNICATIONS - Correspondence from the Local Housing Task Force (LHTF) was provided to the Planning Commission at the start of the meeting. AGENDA REVIEW - No change. PUBLIC HEARING - ITEM II.A.1. - 2003 HOUSING ELEMENT UPDATE - WORKSHOP NO.2. Prepared and presented by Kelly Heffemon. Kelly Heffemon gave a PowerPoint slide presentation titled "Compact Development and Affordable Housing are not new concepts". The presentation showed pictures of numerous affordable housing sites depicting that they can be attractively designed and landscaped, enhancing the community. LHTF Chair, Steve Sanders, provided an overview of the task force program and presented the "Synopsis of Findings" and constraints and recommendations documents. The task force and Planning Commission workshop evolved into a general discussion that provided the following information: Steve Sanders . There is not sufficient funding for affordable housing. . "Creation" of land is needed through rezoning (e.g., of commercial land), increased densities, etc. . The City needs to address housing for people with incomes between $0 to $200K; 60% of people with median and below median incomes require direct subsidies to buy a home. 02-18-03 Minutes - draft Print date: 5/19/03 ----------- -~-~~~-- ----- MINUTES PAGE 2 PLANNING COMMISSION FEBRUARY 18, 2003 . Growth cannot be controlled or prevented; it will happen and must be planned for. . Income required to qualify for a home in this area is 200% of median income (median income is $53,600). Hence, an income of $107,200 is required [200% x 53,600 = $107,200]. . Thrust of California State's goals is for people in this income range. . There must be incentives to do affordable housing; otherwise it won't happen due to cost of building (land, permits, etc.). Jerry Bunin . Median house price in Santa Barbara County is $850K. . Median price home sold in San Luis Obispo County was $375K in 2002. . Median price home sold in Arroyo Grande in 2002 was $475K. Since November 2002, it has increased to $525K. . People earning'$100K are having difficulty finding homes in the area. . In mid-January there were 127 homes on the market in SLO County; only 20 were for less than $350K; everyone making median income that was looking for a home was bidding on those 20 homes. . SLO County is the only coastal county with a growth ratio where in-migration supersedes birth/death ratio growth. In SLO the ratio is 4/1 (4=in-migration; 1 =birth/death ratio); growth in other counties is mostly from birth/death ratio. . Coastal counties are not building enough homes to meet the natural (birth/death) ratio. There was clarification about the LHTF presentation being a "draft". A decision was made to schedule a follow-up meeting at which time the Planning Commission will provide feedback to LHTF, then LHTF will create a more formal Housing Element submission for the City. Public Hearing Opened Otis Page, 606 Myrtle Street . Complimented the Local Housing Task Force on their progress. . Housing is where the rubber meets the road - the citizens must be involved. . There is an opportunity to almost fulfill California State's housing mandate with the Williams property (200 acres). They are on record to the City with a letter stating they can put 1 ,200 units at about $250K per unit. The profits would pay for a new highway interchange. The City only needs 300 acres at 4.5 units per acre to fulfill the State housing mandate. . Increasing density will be a problem for the City. That is not the right answer. We don't want the City to be filled with density, especially when we have available open space. 02-18-03 Minutes - draft Print date: 5/19/03 ---- MINUTES PAGE 3 PLANNING COMMISSION FEBRUARY 18, 2003 Greg McGowan, 330 Tally Ho . Because we have a small town we have the opportunity to look at various neighborhoods specifically. A one-size solution does not fit all situations in Arroyo Grande. . Focus on diversity and flexibility. . It is crucial that we have Public Works and Engineering and other departments evaluate the impacts of proposed solutions on resources. Public Hearing Closed PUBLIC HEARING - ITEM II.A.2. - SECOND RESIDENTIAL DWELLING UNITS. Prepared and presented by Kelly Heffemon. Kelly explained that new California legislation, Assembly Bill 1866, passed in September 2002, goes into effect on July 1, 2003. AS 1866 requires a ministerial application process for approving second units, and prohibits public hearings on permit applications for second units. To comply with the new law, the City must revise its existing Second Unit ordinance, which is related to the Housing Element; however, it has a shorter timeline. Therefore it must done separately. LHTF has reviewed what other communities are doing. Pismo Beach is furthest along of all communities in the Central Coast. Kelly referred to Attachment 6, a Secondary Dwelling Unit draft regulation from Pismo Beach and put forth a schedule outlining what steps can be taken and the timeframe to meet the State's requirements. The Planning Commission discussed the intent and purpose of developing an ordinance for Secondary Dwelling Units. If the City does not develop stricter regulations, the City must use regulations established by the State. The discussion highlighted the following issues: . Maximum height and square footage of secondary units: - Avoid risk of lots becoming "flag lots" by limiting size of secondary units. - Ensure size of secondary units is proportional to lot sizes. - Use of primary residential unit lot/floor area ratios to limit second unit size. - Consider using percentage (%) of primary residence size to determine allowable size for secondary unit. . Granny Units (the City does not have an ordinance for these and staff did not have information that specified how a Granny unit differs from a Secondary unit). . Slope density - changes the lot density and lot coverage. . Impact on residential neighborhoods - perpetuation of rentals impact on zoning and ambiance of neighborhood. . Potentially many secondary units throughout the City that are not permitted due to cost of impact fees. 02-18-03 Minutes - draft Print date: 5/19/03 ---_._.-------.~-- - _._---.__.--,._-_..._,~~-- MINUTES PAGE 4 PLANNING COMMISSION FEBRUARY 18, 2003 . LHTF recommended NOT using deed restrictions for secondary units because they are not enforceable and are a potential problem for lending institutions. If the goal is owner occupancy - the City would need a mechanism to support that goal. . Split meters (water, electricity, gas) and tiered rates. . Secondary units are a way for new homeowners to afford a home. . Impact on setbacks. . Secondary units not to be sold separately from primary residence. . Existing illegal secondary units - cannot enforce unless a complaint is received and we investigate. . Potential for increased restriction resulting in increased number of illegal secondary units. . Impact on parking in neighborhoods - significant issue that must be addressed. . Ability to limit the number of secondary units within a neighborhood - may be inequitable. . Need to encourage alternative transportation and fewer cars - Santa Barbara has rental reduction bonus for people without cars. . Impact of secondary units on Home Owner's Associations (HOA's). . Detached unit requirements - example, a 400 sJ. unit above a detached garage. . Impact on character of neighborhood. . Potential of using Secondary Dwelling Units to meet affordable housing mandate. . Do CC&R's supersede the City's zoning? (staff to check with the City Attorney) - CC&R's are independent of state and local regulations. Public Hearing Opened Steve Sanders (SESLOC), LHTF Chair . Avoid overbuilding on the properties. . Primary concern is to not allow building of secondary units that is out of character with existing neighborhoods. . Move away from concept of "Granny unit" (resident is a relative) to concept of "affordable workforce housing". Lenny Jones (Realtor), LHTF . Cannot avoid impact of secondary units changing the make up of neighborhoods. . Parking enforcement mechanism will be necessary and is important. . Rarely sees illegal secondary units. Harry Goodnight, 170 Vista Circle . Home is on % acre abutting open space. Doesn't want secondary units to change the original intent of the neighborhood. . Bring affordable housing to other areas of the City. Doesn't want it forced upon all neighborhoods. 02-18-03 Minutes - draft Print date: 5/19/03 ~-~- ~ ..- -...-.,----'--" - ---.------- ------ MINUTES PAGE 5 PLANNING COMMISSION FEBRUARY 18, 2003 Greg McGowan, 330 Tally Ho . Is there some data that can be used to evaluate and decide on square footage for secondary units? . He is a first time homeowner, a secondary unit is an option that would help him financially to survive here. . Concerned to hear that the City cannot enforce certain policies. . His lot is 18,000 s.f., zoned RS - with a small house (1,000 s.f.) built in 1936 that is made of rocks cemented together. It's charming, but... . He may want to build a primary unit that is much larger and use the existing structure as a secondary unit. He would want an ordinance that allows him the option to do that. Mike, Branch St. . Used to live in Napa. Suggested checking to see if they have studies the City can review. Public Hearing Closed ACTIONS: 1. Staff to check with Tim Carmel on CC&R's (do they supersede or supplement state and local regulations). 2. Adjourned Meeting: Wednesday, February 26, 2003 at 6:00 PM . Secondary Units . Feedback to Local Housing Task Force PUBLIC HEARING - ITEM II.B. - CONTINUED ITEM - VILLAGE COMMERCIAL DOWNTOWN DISTRICT BOUNDARIES. Prepared by Teresa McClish and presented by Rob Strong. Rob displayed five (5) alternatives for revised Overlay District 2.4 and asked for Planning Commission recommendation. Public Hearing Opened Susan Flores, 529 E. Branch . Would like the Village Core Downtown extended as shown in Alternative 5. Public Hearing Closed 02-18-03 Minutes - draft Print date: 5/19/03 ----~ -------..-----.,---- - --... .~.._._~--- MINUTES PAGE 6 PLANNING COMMISSION FEBRUARY 18, 2003 There was discussion about pros and cons related to extending the Village Core Downtown, building heights, 2 or 3 story maximums and setbacks. Commissioner's preferences: !---Commissioner I~-------~---------- Comments -------~-, t- Arnold i Agree with extending Village Core Downtown i I 30' max height i I 3. bl . i I stones accepta e i i L--- ~---------J ! Brown I Agree with extending Village Core Downtown i I 30' max height i 3 stories NOT acceptable I i zero setback is preferred alternative - exception ; I process can be used for exception situations i I r----Fowler I Agree with extending Village Core Downtown I I 35' max height !! i i i L------- . I- i Guthrie I Agree with extending Village Core Downtown . I 30' max height i 3 stories acceptable I zero setback is OK - there are places in the VCD I I where it may not be appropriate I i , I r- Keen I 30' max height I I 3 stories acceptable i I NO zero setback L____________~ _____ ---~ MOTION: Commissioner Fowler made the following motion, seconded by Commissioner Arnold - Planning Commission accepts Alternative 2, extending the Village Core Downtown to Tally Ho creek and including Nelson and Mason streets facing Nelson Green, as shown in Alternative 5. Ayes: 4 Arnold, Fowler, Guthrie, Keen Noes: 1 Brown Absent: 0 DISCUSSION ITEMS: 02-18-03 Minutes - draft Print date: 5/19/03 i I -___ _____ _________ _J 1 MINUTES PAGE 7 PLANNING COMMISSION FEBRUARY 18, 2003 1. Commissioner Brown asked to start Planning Commission meetings earlier and avoid going past 11 :00 p.m. - decision to start future meetings at 6:00 p.m. 2. Commissioner Arnold: Signs noticing on parcels does not seem to be done consistently. Asked staff to check in to the situation. Example: Farroll Road 3. Vice chair Keen - tax company on Oak Park has banners on the fence - doesn't want them to think the chain link fence is a billboard. No temporary use permit has been issued. The banners are an off premise sign, which is illegal. Staff will look into the situation. PLANNING COMMISSION ITEMS AND COMMENTS: None. COMMUNITY DEVELOPMENT DIRECTOR COMMENTS AND FOllOW-UP: 1. The City Council has priorities that affect staff resources and have set timeframes, therefore, staff is deferring the mixed use district along Grand Avenue from going in to publicized public workshops until May/June. 2. Commissioner Guthrie - can any council member appeal a decision? Rob Strong said that as a citizen they can appeal, however, a council appeal requires a vote of the council (Municipal Code 1.12.050). ADJOURNMENT - There being no further business before the Commission, the meeting was adjourned at 10:53 p.m. on a motion by Vice-chair Keen, seconded by Commissioner Brown, and unanimously carried. ATTEST: LAVONNE BRADFORD, JOHN KEEN, VICE CHAIR COMMISSION CLERK AS TO CONTENT: ROB STRONG, COMMUNITY DEVELOPMENT DIRECTOR 02-18-03 Minutes - draft Print date: 5/19/03 ~---- A TT ACHMENT 4 Assembly Bill No. 1866 CHAPTER 1062 An act to amend Sections 65583.1, 65852.2, and 65915 of the Government Code, relating to housing. [Approved by Governor September 29,2002. Filed with Secretary of State September 29,2002.] LEGISLATIVE COUNSEL'S DIGEST AB 1866, Wright. Housing: density bonuses. (1) The Planning and ZoDing Law requires the housing element of the general plan of a city or county, among other things, to identify adequate sites for housing, including rental housing, factory-built housing, and mobilehomes, and to make adequate provision for the existing and projected needs of all economtc segments of the community. That law permits the Department of Housing and Community Development to allow a city or county to identify adequate sites by a variety of methods. This bill would authorize the department to also allow a city or county to identify sites for 2nd units based upon relevant factors, including the number of 2nd units developed in the prior housing element planning period. (2) The Planning and Zoning Law authorizes a local agency to provide by ordinance for the creation of 2nd units on parcels zoned for a primary single-family and multifamily residence, as prescribed. This bill would require, when a local agency receives its first application on or after July 1, 2003, that the application shall be considered ministerially without discretionary review or hearing, notwithstanding other laws that regulate the issuance of variances or special use permits. The bill would authorize a local agency to charge a fee to reimburse the agency for costs it incurs as a result of these provisions. (3) The Planning and Zoning Law also requires, when a developer of housing proposes a housing development within the jurisdiction of the local government, that the city, county, or city and county provide the developer with incentives or concessions for the production of lower income housing units within the development if the developer meets specified requirements. Existing law requires the local government to establish procedures for carrying out these provisions. This bill would revise those provisions to refer to an applicant who proposes a housing development and would recast them to, among other things, revise criteria for making written findings that a concession or 90 I ~ -- - --'---~--""~----~'-"--- -- Ch. 1062 -2- incentive is not required, add criteria for continued affordability of housing in a condominium project, authorize an applicant to request a meeting on its proposal for a specific density bonus, incentive, or concession or for the waiver or reduction of development standards, and exempt developments meeting certain affordability criteria ftom specified laws. By increasing the duties of local public officials, the bill would impose a state-mandated local program. The bill would also authorize an applicant to initiate judicial proceedings if the city, county, or city and county refuses to grant a requested density bonus, incentive, or concession in violation of these provisions, and would require the court to award the plaintiff reasonable attorney's fees and costs of suit. It would authorize a local agency to charge a fee to reimburse it for costs that it incurs as a result of these provisions. (4) The California Constitution requires the state to reimburse local agencies and school districts for certain costs mandated by the state. Statutory provisions establish procedures for making that reimbursement. This bill would provide that no reimbursement is required by this act for a specified reason. The people of the State of California do enact as follows: SECTION 1. Section 65583.1 of the Government Code is amended to read: 65583.1. (a) The Department of Housing and Community Development, in evaluating a proposed or adopted housing element for compliance with state law, may allow a city or county to identify adequate sites, as required pursuant to Section 65583, by a variety of methods, including, but not limited to, redesignation of property to a more intense land use category and increasing the density allowed within one or more categories. The department may also allow a city or county to identify sites for second units based on the number of second units developed in the prior housing element planning period whether or not the units are permitted by right, the need for these units in the community, the resources or incentives available for their development, and any other relevant factors, as determined by the department. Nothing in this section reduces the responsibility of a city or county to identify, by income category, the total number of sites for residential development as required by this article. (b) Sites that contain permanent housing units located on a military base undergoing closure or conversion as a result of action pursuant to the Defense Authorization Amendments and Base Closure and 90 I ---- -'~---"-'- ._-~ - -- -3- Ch. 1062 Realignment Act (Public Law 100-526), the Defense Base Closure and Realignment Act of 1990 (Public Law 101-510), or any subsequent act requiring the closure or conversion of a military base may be identified as an adequate site if the housing element demonstrates that the housing units will be available for occupancy by households within the planning period of the element. No sites containing housing units scheduled or planned for demolition or conversion to nonresidential uses shall qualify as an adequate site. Any city, city and county, or county using this subdivision shall address the progress in meeting this section in the reports provided pursuant to paragraph (1) of subdivision (b) of Section 65400. (c) (1) The Department of Housing and Community Development may allow a city or county to substitute the provision of units for up to 25 percent of the community's obligation to identify adequate sites for any income category in its housing element pursuant to paragraph (1) of subdivision (c) of Section 65583 if the community includes in its housing element a program coJ!UI1itting the local government to provide units in that income category within the city or county that will be made available through the provision of committed assistance during the planning period covered by the element to low- and very low income households at affordable housing costs or affordable rents, as defined in Sections 50052.5 and 50053 of the Health and Safety Code, and which meet the requirements of paragraph (2). Except as otherwise provided in this subdivision, the community may substitute one dwelling unit for one dwelling unit site in the applicable income category. The program shall do all of the following: (A) Identify the specific, existing sources of committed assistance and dedicate a specific portion of the funds from those sources to the provision of housing pursuant to this subdivision. (B) Indicate the number of units that will be provided to both low- and very low income households and demonstrate that the amount of dedicated funds is sufficient to develop the units at affordable housing costs or affordable rents. (C) Demonstrate that the units meet the requIrements of paragraph (2). (2) Only units that comply with subparagraph (A), (B), or (C) qualify for inclusion in the housing element program described in paragraph (1), as follows: (A) Units that are to be substantially rehabilitated with committed assistance from the city or county and constitute a net increase in the community's stock of housing affordable to low- and very low income households. For purposes of this subparagraph, a unit is not eligible to 90 ~ ____ __..___,.._m______ -- ~- Ch. 1062 -4- be "substantially rehabilitated" unless all of the following requirements are met: (i) At the time the unit is identified for substantial rehabilitation, (I) the local government has determined that the unit is at imminent risk of loss to the housing stock, (TI) the local government has committed to provide relocation assistance pW'Suant to Chapter 16 (commencing with Section 7260) of Division 7 of Title 1 to any occupants temporarily or permanently displaced by the rehabilitation or code enforcement activity, (HI) the local government requires that any displaced occupants will have the right to reoccupy the rehabilitated units, and (IV) the unit has been cited and found by the local code enforcement agency or a court to be unfit for human habitation and vacated or subject to being vacated because of the existence for not less than 120 days of four of the conditions listed in subdivisions (a) to (g), inclusive, of Section 17995.3 of the Health and Safety Code. (ii) The rehabilitated unit will have long-term affordability covenants and restrictions that require the_unit to be available to, and occupied by, persons or families of low- or very low income at affordable housing costs for at least 20 years or the time period required by any applicable federal or state law or regulation, except that if the period is less than 20 years, only one unit shall be credited as an identified adequate site for every three units rehabilitated pW'Suant to this section, and no credit shall be allowed for a unit required to remain affordable for less than 10 years. (iii) Prior to initial occupancy after rehabilitation, the local code enforcement agency shall issue a certificate of occupancy indicating compliance with all applicable state and local building code and health and safety code requirements. (B) Units that are located in a multifamily rental housing complex of 16 or more units, are converted with committed assistance from the city or county from nonaffordable to affordable by acquisition of the unit or the purchase of affordability covenants and restrictions for the unit, are not acquired by eminent domain, and constitute a net increase in the community's stock of housing affordable to low- and very low income households. For purposes of this subparagraph, a unit is not converted by acquisition or the purchase of affordability covenants unless all of the following occur: (i) The unit is made available at a cost affordable to low- or very low income households. (ii) At the time the unit is identified for acquisition, the unit is not available at a cost affordable to low- or very low income households. (iii) At the time the unit is identified for acquisition the unit is not occupied by low- or very low income households. 90 I -5- Ch. 1062 (iv) The unit is in decent, safe, and sanitary condition at the time of occupancy. (v) The acquisition price is not greater than 120 percent of the median price for housing units in the city or county. (vi) The unit has long-term affordability covenants and restrictions that require the unit to be affordable to persons of low-or very low income for not less than 30 years. (C) Units that will be preserved at affordable housing costs to persons or families of low- or very low incomes with committed assistance from the city or county by acquisition of the unit or the purchase of affordabilitycovenants for the unit. For pwposes of this subparagraph, a unit shall not be deemed preserved unless all of the following occur: (i) The unit has long-terin affordability covenants. and restrictions that require the unit to be affordable to and reserved for occupancy by persons of the same or lower income group as the current ocCupants for a period of at least 40 years. (ii) The unit is multifamily rental housing that receives governmental . - assistance under any of the following state and federal programs: Section 221(d)(3) of the National Housing Act (12 U.S.C. Sec. 17151(d)(3) and (5)); Section 236 of the National Housing Act (12 U.S.C. Sec. 1715z-1); Section 202 of the Housing Act of 1959 (12 U.S.C. Sec. 1701q); for rent supplement assistance under Section 101 of the Housing and Urban Development Act of 1965, as amended (12 U.S.C. Sec. 1701s); under Section 515 of the Housing Act of 1949, as amended (42 U.S.C. Sec. 1485); and any new construction, substantial rehabilitation, moderate rehabilitation, property disposition, and loan management set-aside programs, or any other program providing project-based assistance, under Section 8 of the United States Housing Act of 1937, as amended (42 U.S.C. Sec. 1437f); any state and local multifamily revenue bond programs; local redevelopment programs; the federal Community Development Block Grant Program; and other local housing assistance programs or units that were used to qualify for a density bonus pursuant to Section 65916. (Hi) The city or county finds, after a public hearing, that the unit is eligible, and is reasonably expected, to change from ho~ing affordable to low- and very low income households to any other use during the next five years due to termination of subsidy contracts, mortgage prepayment, or expiration of restrictions on use. (iv) The unit is in decent, safe, and sanitary condition at the time of occupancy. (v) At the time the unit is identified for preservation it is available at affordable cost to persons or families of low- or very low income. 90 I - -- ------------- - ----- Ch. 1062 -6- (3) This subdivision does not apply to any city or county that, during the current or immediately prior planning period, as defined by Section 65588, has not met any of its share of the regional need for affordable housing, as defined in Section 65584, for low- and very low income households. A city or county shall document for any such housing unit that a building permit has been issued and all development and permit fees have been paid or the unit is eligible to be lawfully occupied. (4) For purposes of this subdivision, "committed assistance" means that the city or county enters into a legally enforceable agreement during the first two years of the housing element planning period that obligates sufficient available funds to provide the assistance necessary to make the identified units affordable and that requires that the units be made available for occupancy within two years of the execution of the agreement. "Committed assistance" does not include tenant-based rental assistance. (5) For purposes of this subdivision, "net increase" includes only housing units provided commit!ed assistance pursuant to subparagraph (A) or (B) of paragraph (2) in the current planning period, as defined in Section 65588, that were not provided committed assistance in the immediately prior planning period. (6) For purposes of this subdivision, "the time the unit is identified" means the earliest time when any city or county agent, acting on behalf of a public entity, has proposed in writing or has proposed orally or in writing to the property owner, that the unit be considered for substantial rehabilitation, acquisition, or preservation. (7) On July I of the third year of the planning period, as defined by Section 65588, in the report required pursuant to Section 65400, each city or county that has included in its housing. element a program to provide units pursuant to subparagraph (A), (B), or (C) of paragraph (2) shall report in writing to the legislative body, and to the department within 30 days of making its report to the legislative body, on its progress in providing units pursuant to this subdivision. The report shall identify the specific units for which committed assistance has been provided or which have been made available to low..; and very low income households, and it shall adequately document how each unit complies with this subdivision. If, by July I of the third year of the planning i period, the city or county has not entered into an enforceable agreement I of committed assistance for all units specified in the programs adopted pursuant to subparagraph (A), (B), or (C) of paragraph (2), the city or , county shall, not later than July I of the fourth year of the planning period, adopt an amended housing element in accordance with Section 65585, identifying additional adequate sites pursuant to paragraph (1) of subdivision (c) of Section 65583 sufficient to accommodate the number 90 I -7- Ch. 1062 of units for which committed assistance was not provided. If a city or county does not amend its housing element to identify adequate sites to address any shortfall, or fails to complete the rehabilitation, acquisition, purchase of affordability covenants, or the preservation of any housing unit within two years after committed assistance was. provided to that unit, it shall be prohibited from identifying units pursuant to subparagraph (A), (B), or (C) of paragraph (2) in the housing element that it adopts for the next planning period, as defined in Sec~on 65588, above the number of units actually provided or preserved due to committed assistance. SEC. 2. Section 65852.2 of the Government Code is amended to read: 65852.2. (a) (1) Any local agency may, by ordinance, provide for the creation of second units in single-family and multifamily residential zones. The ordinance may do any of the following: (A) Designate areas within the jurisdiction of the local agency where second units may be permitted. _The designation of areas may be based on criteria, that may include, but are not limited to, the adequacy of water and sewer services and the impact of second units on traffic flow. (B) ImPose standards on second units that include, but are not limited to, parking, height, setback, lot coverage, architectural review, maximum size of a unit, and standards that prevent adverse impacts on any real property that is listed in the California Register of Historic Places. (C) Provide that second units do not exceed the allowable density for the lot upon which the second unit is located, and that second units are a residential use that is consistent with the existing general plan and zoning designation for the lot. (2) The ordinance shall not be considered in the application of any local ordinance, policy, or program to limit residential growth. (3) When a local agency receives its first application on or after July 1,2003, for a permit pursuant to this subdivision, the application shall be considered ministerially without discretionary review or a hearing, notwithstanding Section 65901 or 65906 or any local ordinance regulating the issuance ofvariahces or special use permits. Nothing in this paragraph may be construed to require a local government to adopt or amend an ordinance for the creation of second units. A local agency may charge a fee to reimburse it for costs that it incurs as a result of amendments to this paragraph enacted during the 2001-02 Regular Session of the Legislature, including the costs of adopting or amending any ordinance that provides for. the creation of second units. (b) (1) When a local agency which has not adopted an ordinance governing second units in accordance with subdivision (a) or (c) receives 90 I - - _...--~.__.- ._------~ Ch. 1062 -8- its first application on or after July 1, 1983, for a petmit pursuant to this subdivision, the local agency shall accept the application and approve or disapprove the application ministerially without discretionary review pursuant to this subdivision unless it adopts an ordinance in accordance with subdivision (a) or (c)_ within 120 days after receiving the application. Notwithstanding Section 65901 or 65906, every local agency shall grant a variance or special use petmit for the creation of a ~cond unit if the second unit complies with all of the following: (A) The unit is not intended for sale and may be rented. (B) The lot is zoned for single-family or multifamily use. (C) The lot contains an existing single-family dwelling. (D) The second unit is either attached to the existing dwelling and located within the living area of the existing dwelling or detached from the existing dwelling and located on the same lot as the existing dwelling. (E) The increased floor area of an attached second unit shall not exceed 30 percent of the exisili!g living area. (F) The total area of floorspace for a detached second unit shall not exceed 1,200 square feet. (G) Requirements relating to height, setback, lot coverage, architectural review, site plan review, fees, charges, and other zoning requirements generally applicable to residential construction in the zone in which the prOperty is located. (H) Local building code requirements which apply to detached dwellings, as appropriate. (I) Approval by the local health officer where a private sewage disposal system is being used, if required. (2) No other local ordinance, policy, or regulation shall be the,basis for the denial of a building petmit or a use petmit under this subdivision. (3) This subdivision establishes the maximum standards that local agencies shall use to evaluate proposed second units on lots zoned for residential use which contain an existing single-family dwelling. No additional standards, other than those provided in this subdivision or subdivision (a), shall be utilized or imposed, except that a local agency may require an applicant for a petmit issued pursuant to this subdivision to be an owner-occupant. (4) No changes in zoning ordinances or other ordinances or any changes in the general plan shall be required to implement this subdivision. Any local agency may amend its zoning ordinance or general plan to incorporate the policies, procedures, or other provisions applicable to the creation of second units if these provisions are consistent with the limitations of this subdivision. 90 I -9- Ch. 1062 (5) A second unit which confonns to the requirements of this subdivision shall not be considered to exceed the allowable density for the lot upon which it is located, and shall be deemed to be a residential use which is consistent with the existing general plan and zoning designations for the lot. The second units shall not be considered in the application of any local ordinance, policy, or program to limit residential growth. (c) No local agency shall adopt an ordinance which totally precludes second units within single-family or multifamily zoned areas unless the ordinance contains findings acknowledging that the ordinance may limit housing opportunities of the region and further contains findings that specific adverse impacts on the public health, safety, and welfare that would result trom allowing second units within single-family and multifamily zoned areas justify adopting the ordinance. (d) A local agency may establish minimum and maximum unit size requirements for both attached and detached second units. No minimum or maximum size for a second 1}J1it, or size based upon a percentage of the existing dwelling, shall be established by ordinance for either attached or detached dwellings which does not permit at least an efficiency unit to be constructed in compliance with local development standards. (e) Parking requirements for second units shall not exceed one parking space. per unit or per bedroom. Additional parking may be required provided that a finding is made that the additional parking requirements are directly related to the use of the second unit and are consistent with existing neighborhood standards applicable to existing dwellings. Off-street parking shall be permitted in setback areas in locations determined by the local agency or through tandem parking, unless specific findings are made that parking in setback areas or tandem parking is not feasible based upon specific site or regional topographical or fire and life safety conditions, or that it is not pennitted anywhere else in the jurisdiction. (f) Fees charged for the construction of second units shall be determined in accordance with Chapter 5 (commencing with Section 66000). (g) This section does not limit the authority oflocal agencies to adopt less restrictive requirements for the creation of second units. (h) Local agencies shall submit a copy of the ordinances adopted pursuant to subdivision (a) or (c) to the Department of Housing and Community Development within 60 days after adoption. (i) As used in this section, the following tenns mean: 90 I Ch. 1062 -10- (1) "Living area," means the interior Jtabitable area of a dwelling unit including basements and attics but does not include a garage or any accessory structure. (2) "Local agency" means a city, county, or city and county, whether general law or chartered. (3) For purposes of this section, "neighborhood" has the same meaning as set forth in Section 65589.5. (4) "Second unit" means an attached or a detached residential dwelling unit which provides complete independent living facilities for one or more persons. It shall include permanent provisions for living, sleeping, eating, cooking, and sanitation on the same parcel as the single-family dwelling is si~ted. A second unit also includes the following: (A) An efficiency unit, as defined in Section 17958.1 of Health and Safety Code. (B) A manufactured home, as defined in Section 18007 of the Health and Safety Code. m Nothing in this section shall be construed to supersede or in any way alter or lessen the effect or application of the California Coastal Act (Division 20 (commencing with Section 30000) of the Public Resources Code), except that the local government shall not be req~ed to hold public hearings for coastal development permit applications for second units. SEC. 3. Section 65915 of the Government Code is amended to read: 65915. (a) When an applicant proposes a housing development within the jurisdiction of a city, county, or city and county, that local government shall provide the applicant incentives or concessions for the production of housing units as prescribed. in this chapter. All cities, counties, or cities and counties shall adopt an ordinance that specifies how compliance with this section will be implemented. (b) A city, county, or city and county shall either grant a density bonus and at least one of the concessions or incentives identified in subdivision (j), or provide other incentives or concessions of equivalent financial value based upon the land cost per dwelling unit, when the applicant for the housing development agrees or proposes to construct at least anyone of the following: (1) Twenty percent of the total units of a housing development for lower income households, as defined in Section 50079.5 of the Health and Safety Code. (2) Ten percent of the total units of a housing development for very low income households, as defined in Section 50105 of the Health and Safety Code. 90 I - -11- Ch. 1062 (3) Fifty percent of the total dwelling units of a housing development for qualifying residents, as defined in Section 51.3 of the Civil Code. (4) Twenty percent of the total dwelling units in a condominium project as defined in subdivision (f) of Section 1351 of the Civil Code, for persons and families of moderate income, as defined i~ Section 50093 of the Health and Safety Code. The city, county, or city and county shall grant the additional concession or incentive required by this subdivision unless the city, county, or city and county makes a written finding, based upon substantial evidence, that the additional concession or incentive is not required in order to provide fot affordable housing costs, as defined in Section 50052.5 of the He~th and Safety Code, or for rents for the targeted units to be set as specified in subdivision (c). (c) (1) An applicant shall agree to, and the city, county, or city and county shall ensure, continued affordability of all lower income density bonus units for 30 years or.a longer period of time if required by the construction or mortgage fin3ncing assistance program, mortgage insurance program, or rental subsidy program. Those units targeted for lower income households, as defined in Section 50079.5 of the Health and Safety Code, shall be affordable at a rent that does not exceed 30 percent of 60 percent of area median income. Those units targeted for very low income households, as defined in Section 50105 of the Health. and Safety Code, shall be affordable at a rent that does not exceed 30 percent of 50 percent of area median income. (2) An applicant shall agree to, and the city, county, or city and county shall ensure, continued affordability of the moderate-income units that are directly related to the receipt of the density bonus for 10 years if the housing is in a condominium project as defined in subdivision (f) of Section 1351 of the Civil Code. (d) An applicant may submit to a city, county, or city and county a proposal for the specific incentives or concessions that the applicant requests p~t to this section, and may request a meeting with the city, county, or city and county. The city, county, or city and county shall grant the concession or incentive requested by the applicant unless the city, county, or city and county makes a written finding, based upon substantial evidence, of either of the following: (1) The concession or incentive is not required in order to provide for affordable housing costs, as defined in Section 50052.5 of the Health and Safety Code, or for rents for the targeted units to be set as specified in subdivision (c). (2) The concession or incentive would have a specific adverse impact, as defined in paragraph (2) of subdivision (d) of Section 65589.5, upon public health and safety or the physical environment or 90 I Ch. 1062 -12- on any real property that is listed in the California Register of Historical Resources and for which there is no feasible method to satisfactorily mitigate or avoid the specific adverse impact without rendering the development unaffordable to low- and moderate-income households. The applicant may initiate judicial proceedings if the city, county, or city and county refuses to grant a requested density bonus, incentive, or , concession. If a court finds that the refusal to grant a requested density bonus, incentive, or concession is in violation of this section, the court shall award the plaintiff reasonable attorney's fees and costs of suit. Nothing in this subdivision shall be interpreted to require a local government to grant an incentive or concession that has a specific, adverse impact, as defined ~ paragraph (2) of subdivision (d) of Section 65589.5, upon health, safety, or the physical environment, and for which there is no feasible method to satisfactorily mitigate or avoid the specific adverse impact. Nothing in this subdivision shall be interpreted to require a local government to grant an incentive or concession that would have an adverse impact 9n any real property that is listed in the California Register of Historical Resources. The city, county, or city and county shall establish procedures for carrying out this section, that shall include legislative body approval of the means of compliance with this section. The city, county, or city and county shall also establish procedures for waiving or modifying development and zoning standards that would otherwise inhibit the utilization of the density bonus on specific sites. These procedures shall include, but not be limited to, such items as minimum lot size, side yard setbacks, and placement of public works improvements. (e) In no case may a city, county, or city and county apply any development standard that will have the effect of precluding the construction of a development meeting the criteria of subdivision (b) at the densities or with the concessions or incentives permitted by this section. An applicant may submit to a city, county, or city and county a proposal for the waiver or reduction of development standards and may request a meeting with the city, county, or city and county. If a court finds that the refusal to grant a waiver or reduction of development standards is in violation of this section, the court shall award the plaintiff reasonable attorney's fees and costs of suit. Nothing in this subdivision shall be interpreted to require a local government to waive or reduce development standards if the waiver or reduction would have a specific, adverse impact, as defined in paragraph (2) of subdivision (d) of Section 65589.5, upon health, safety, or the physical environment, and for which there is no feasible method to satisfactorily mitigate or avoid the specific adverse impact. Nothing in this subdivision shall be interpreted to require a local government to waive or reduce development standards 90 . I ----- ---~- -13- Ch. 1062 that would have an adverse impact on any real property that is listed in the California Register of Historical Resources. (t) The applicant shall show that the waiver or modification is necessary to make the housing units economically feasible. (g) (1) For the purposes of this chapter, except as provided in paragraph (2), "density bonus" means a density increase of at least 25 percent, unless a lesser percentage is elected by the applicant, over the otherwise maximum allowable residential density under the applicable zoning ordinance and land use element of the general plan as of the date of application by the applicant to the city, county, or city and county. All density calculations resulting in fractional units shall be rounded up to the next whole number. The granting of a density bonus shall not be interpreted, in and of itself, to require a general plan amendment, local coastal plan amendment, zoning change, or other discretionary approval. The density bonus shall not be included when determining the number of housing units which is equal to 10,20, or 50 percent of the total. The density bonus shall apply to h01!Sing developments consisting of five or more dwelling units. (2) For the purposes of this chapter, if a development does not meet the requirements of paragraph (1), (2), or (3) of subdivision (b), but the applicant agrees or proposes to construct a condominium project as defined in subdivision (t) of Section 1351 of the Civil Code, in which at least 20 percent of the total dwelling units are reserved for persons and families of moderate income, as defined in Section 50093 of the Health and Safety Code, a "density bonus" of at least 10 percent shall be granted, unless a lesser percentage is elected by the applicant, over the otherwise maximum allowable residential density under the applicable zoning ordinance and land use element of the general plan as of the date of application by the applicant to the city, county, or city and county. All density calculations resulting in fractional units shall be rounded up to the next whole number. The granting of a density bonus shall not be interpreted, in and of itself, to require a general plan amendment, local coastal plan amendment, zoning change, or other discretionary approval. The density bonus shall not be included when determining the number of housing units which is equal to 20 percent of the total. The density bonus shall apply to housing developments consisting of five or more dwelling units. (h) "Housing development," as used in this section, means one or more groups of projects for residential units constructed in the planned development of a city, county, or city and county. For the purposes of this section, "housing development" also includes either (1) a project to substantially rehabilitate and convert an existing commercial building to residential use, or (2) the substantial rehabilitation of an existing 90 I Ch. 1062 -14- multifamily dwelling, as defined in subdivision (d) of Section 65863.4, where the result of the rehabilitation would be a net increase in available residential units. For the purpose of calculating a density bonus, the residential units do not have to be based upon individual subdivision maps or parcels. The density bonus shall be permitted in geographic areas of the housing development other than the areas where the units for the lower income households are located. (i) The granting of a concession or incentive shall not be interpreted, in and of itself, to require a general plan amendment, local coastal plan amendment, zoning change, or other discretionary approval. This provision is declaratory of existing law. G) For the purposes of ~s chapter, concession or incentive means any of the following: (1) A reduction in site development standards or a modification of zoning code requirements or architectural design requirements that exceed the minimum building standards approved by the California Building Standards CommissiQn as provided in Part 2.5 (commencing with Section 18901) of Division 13 of the Health and Safety Code, including, but not limited to, a reduction in setback and square footage requirements and in the ratio of vehicular parking spaces that would otherwise be required. (2) Approval of mixed use zoning in conjunction with the housing project if commercial, office, industrial, or other land uses will reduce the cost of the housing development and if the commercial, office, industrial, or other land uses are compatible with the housing project and the existing or planned development in the area where the proposed housing project will be located. (3) Other regulatory incentives or concessions .proposed by the developer or the city, county, or city and county that result in identifiable and actual cost reductions. This subdivision does not limit or require the provision of direct financial incentives for the housing development, including the provision of publicly owned land, by the city, county, or city and county, or the waiver of fees or dedication requirements. (k) If an applicant agrees to construct both 20 percent of the total units for lower income households and 10 percent of the total units for very low income households, the developer is entitled to only one density bonus and at leaSt one additional concession or incentive identified in Section 65913.4 under this section although the city, city and county, or county may, at its discretion, grant more than one density bonus. (1) Nothing in this section shall be construed to supersede or in any way alter or lessen the effect or application of the California Coastal Act 90 I -15- Ch. 1062 (Division 20 (commencing with Section 30000) of the Public Resources Code). (m) A local agency may charge a fee to reimburse it for costs it incurs as a result of amendments to this section enacted during the 2001-02 Regular Session of the Legislature. (n) For purposes of this section, the following definitions shall apply: (1) "Development standard" means any ordinance, general plan element, specific plan, charter amendment, or other local condition, law, policy, resolution, or regulation. (2) "Maximum allowable residential density" means the density allowed under the zoning ordinance, or if a range of density is permitted, means the maximum allow~ble density for the specific zoning range applicable to the project. SEC. 4. No reimbursement is required by this act pursuant to Section 6 of Article XIII B of the California Constitution because a local agency or school district has the authority to levy service charges, fees, or assessments sufficient to pay for the program or level of service mandated by this act, within the meaning of Section 17556 of the Government Code. D 90 I 11.a. MEMORANDUM TO: CITY COUNCIL FROM: STEVEN ADAMS, CITY MANAGER # SUBJECT: CONSIDERATION OF APPLICATION TO JOIN THE CALIFORNIA JOINT POWERS INSURANCE AUTHORITY (CJPIA) LIABILITY PROGRAM DATE: MAY 27,2003 RECOMMENDATION: It is recommended the City Council direct the City Manager to support consideration by the Central Coast Cities Self Insurance Fund (CCCStF) to join the California Joint Powers Insurance Authority (CJPIA) and direct staff to prepare a resolution to approve the City's membership in the CJPIA Liability Program. FUNDING: Tf:lere is no projected funding impact to the City at this time. However, staff believes participation in the CJPIA program will result in long-term savings to the City. DISCUSSION: The City currently participates in the CCCSIF for both its liability and workers' compensation insurance programs. CCCSIF was formed in 1977 and Arroyo Grande is one of the six original charter cities. Membership has since grown to 11 cities. The CCCSIF currently contracts with the City of San Luis Obispo to handle accounting services, Bickmore Risk Services to provide overall program administration, Carl Warren & Co. to provide liability claims administration, Gregg Bragg & Associates to provide workers' compensation claims administration, and Driver Alliant as the insurance broker. The program provides two layers of coverage, a banking layer and an insurance layer. The banking layer is funded annually by each member contributing a deposit premium based on a formula that considers claim history and payroll amount. While claims are paid from this pool for the banking layer, each City is self-insured up to $300,000 per claim for workers' compensation and $250,000 per claim for liability. Therefore, each City qualifies for a refund or additional charge at the end of the year based upon actual claims. The self-insured CITY COUNCIL CALIFORNIA JOINT POWERS AUTHORITY (CJPIA) LIABILITY PROGRAM MEMBERSHIP MAY 27,2003 PAGE 2 retention, or SIR, for the liability program was recently increased from $100,000 to the $250,000 amount due to existing issues in obtaining liability insurance coverage. Costs above the SIR for any individual claim are covered through the insurance layer by insurance that is obtained jointly by the CCCSIF. Therefore, the primary benefit of the Fund is the ability to obtain better rates on both insurance and other contractual costs involved in administering the claims. The economic downturn and impacts of September 11th have significantly affected the costs and terms of obtaining liability insurance coverage. As a result, the CCCSIF Board of Directors has researched ways to mitigate these cost impacts. CCCSIF currently is obligated to participate with another municipal insurance pool for excess workers' compensation insurance for another two-year period. Therefore, the effort has focused primarily on liability coverage at this time. A number of alternatives for providing this coverage were investigated. The option determined to provide the greatest benefit to member cities is consideration of joining the CJPIA. The CJPIA was formed in 1977 and currently includes 94 agencies, which consists of 84 cities, 6 joint powers authorities and 4 special districts. A list of member agencies is attached. The CJPIA provides coverage programs for liability, workers' compensation, environmental liability protection, property, earthquake, fidelity and faithful performance bonds, and special events. The CJPIA is administered by in-house staff and also provides an extensive training and risk management program to its members. As with the CCCSIF, the CJPIA liability program utilizes banking and insurance layers. However, it differs from the CCCSIF in that the largest portion of coverage is addressed through a risk-sharing layer. Membership in the CJPIA is not projected to substantially change initial costs to the City due to the favorable claim history the City has experienced over the past two years, but risk-sharing is expected to provide long-term benefits in stabilizing and controlling costs. Costs will be much less subject to fluctuations in the insurance market. Costs that would otherwise be charged for profit to the insurance provider are instead re- invested in the program. In addition, members of the program are subject to a smaller self-insured risk amount. The CCCSIF has investigated risk-sharing on a number of occasions, but it was not deemed as a desirable option primarily because the organization does not provide a large enough pool to make risk- sharing a viable option. The CJPIA is similar to the CCCSIF in that it uses a primary deposit and annual retrospective adjustments to allocate the costs of the pool among its members. However, the cost allocation is different. The cost allocation formula is such that each member's primary deposit is charged directly for the first $30,000 in costs ~-"'~_.- ---"-- - CITY COUNCIL CALIFORNIA JOINT POWERS AUTHORITY (CJPIA) LIABILITY PROGRAM MEMBERSHIP MAY 27,2003 PAGE 3 for each occurrence. Costs per occurrence from $30,000 to $750,000 are pooled based on each member's share of the under $30,000 costs. Costs from $750,000 to $5,000,0000 per occurrence are pooled based on the member's share of the total payroll of all the members. Costs from $5,000,000 to $50,000,000 per occurrence are transferred to the CJPIA's re-insurer. This formula has worked well because small claims tend to be those most controllable through a good risk management program. Therefore, cities can still manage their costs by minimizing these losses, yet costs of other claims are shared to stabilize long-term expenses for large and more unpredictable claims. Costs of operating the CJPIA and the third party administrator are paid from investment earnings. The only costs that are pooled are those related to actual losses. The CJPIA also utilizes Carl Warren & Co. for liability claims administration. Therefore, there would be little operational change required of the City in processing claims. The primary difference would be in regard to settlement of claims. Given the relatively large existing SIR, the City controls decisions regarding most settlements. In the CJPIA program, the staff or Claims Committee has final settlement authority depending upon the amount of the claim. However, they encourage City involvement with claim decisions and have historically been responsive to City requests. The CCCSIF Board of Directors will consider approval of membership in the CJPIA on May 28, 2003. If the CCCSIF votes to discontinue its liability program, the only options available to the City will be to obtain coverage on its own or pursue joining another JPA. Others exist in the state, but the CJPIA appears to best meet the needs and characteristics of the City. The purpose of this agenda item is to solicit City Council direction and feedback prior to the CCCSIF action. If directed by the City Council and approved by the CCCSIF, the next step will be City Council consideration of a resolution approving participation in the CJPIA joint powers agreement and liability coverage. This would be placed on the June 10th City Council agenda for consideration. Jon Shull, Executive Director of the CJPIA, will be present at the May 27th City Council meeting to provide a summary of their program and answer any questions the Council may have. AL TERNA TIVES: The following alternatives are provided for the Council's consideration: - Direct the City Manager to support consideration by the CCCSIF to join the CJPIA and direct staff to prepare a resolution to approve the City's membership in the CJPIA Liability Program; - Direct the City Manager to oppose consideration by the CCCSIF to join the CJPIA; - Direct staff to pursue other options for liability coverage; - Provide staff with other direction. f --....-..--...-.--- -----,-~- ---- - CITY COUNCIL CALIFORNIA JOINT POWERS AUTHORITY (CJPIA) LIABILITY PROGRAM MEMBERSHIP MAY 27,2003 PAGE 4 Attachments: 1. List of CJPIA member agencies i ~~_.--- -------~-- --,._-------------- - ,---- --~ Attachment 1 CALIFORNIA JOINT POWERS INSURANCE AUTHORITY LIST OF MEMBERS BY COUNTY July 1, 2003 Imperial County San Dimas Brawley San Marino Calexico Santa Fe Springs EI Centro Sierra Madre* Imperial Signal Hill South Pasadena Inyo County South EI Monte Bishop Southeast Area Animal Control Authority Temple City Los Angeles County Walnut Agoura Hills West Hollywood Agoura Hills/ Calabasas CCA Westlake Village Artesia Bell Gardens Mono County Bellflower Mammoth Lakes Bradbury Calabasas Monterey County Cerritos Monterey Peninsula Regional Park District* Claremont Commerce Orange County Cudahy Aliso Viejo Diamond Bar Dana Point Duarte Fountain Valley Gateway Cities Council of Governments Laguna Niguel Hawaiian Gardens Laguna Woods Hidden Hills Lake Forest Irwindale La Palma La Cafiada Flintridge Mission Viejo La Habra Heights San Juan Capistrano La Mirada Seal Beach La Puente Villa Park La Verne Lakewood Riverside County Las Virgenes MaIibu Conejo COG Coachella Valley Association of Governments Lawndale Indian Wells Lomita Indio MaIibu La Quinta Maywood Lake Elsinore Norwalk Palm Desert Palos Verdes Estates Palos Verdes Peninsula Transit Authority San Bernardino Paramount Apple Valley Pico Rivera Big Bear Lake Rancho Palos Verdes Chino Hills Rolling Hills Estates Grand Terrace Rolling Hills Lorna Unda Rosemead Mountain Area Regional Transit Authority Needles I I --.---.-.----------- .._---._._.._-_._.__.~------._-- -- - ------ j San Die.go County Poway San Marcos Santa Barbara County Buellton Carpinteria Goleta Solvang Santa Clara County Midpeninsula Regional Open Space District Shasta County Burney Fire Protection District* Ventura County Camarillo Fillmore Moorpark Ojai Port Hueneme Ventura Port District -,.---- ---~-- 11.b. MEMORANDUM TO: CITY COUNCIL FROM: DON SPAGNOLO, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER ~ SUBJECT: CONSIDERATION TO ADOPT THE WATER AND SEWER RATE STUDY UPDATE AND RESOLUTION ESTABLISHING SEWER AND WATER RATES AND CHARGES DATE: MAY 27,2003 RECOMMENDATION: It is recommended the City Council: A. adopt the attached Water and Sewer Rate Study Update dated May 2003; B. provide direction to staff on which rate structure to implement for the Water Fund; C. provide direction to staff on which rate structure to implement for the Sewer Fund; and, D. adopt a Resolution establishing new water and sewer rates and charges based on the rate structures selected by Council. FUNDING: The amended FY 2002-03 Capital Improvement Program budget included $12,960 for the Water and Sewer Rate Study Update. DISCUSSION: On October 26 1999, the City Council approved a comprehensive Water and Sewer Rate Study ("Study"), which proposed new water and sewer service rate structures. The water rate structure included a monthly service charge and a uniform volume charge for all water consumed. The sewer rate structure included a monthly service charge and a volume charge based on water consumption. On November 9, 1999, the Arroyo Grande Municipal Code was amended to allow the Council to modify water and sewer rates and service charges by resolution, and the rate structures proposed by the Study were implemented. The attached report, Water and Sewer Rate Study, May 2003 ("Study Update"), was prepared as an update to the 1999 Study. Since the 1999 Study, water demands have increased and a review of the cost to provide water and various rate structures was performed. The Study Update also includes a water conservation rate structure for residential customers in an effort to reduce consumption and a flat sewer rate structure alternative. - -------~_._---_.- -~._- --.~--- ---. ------_.~ CITY COUNCIL CONSIDERATION TO ADOPT THE WATER AND SEWER RATE STUDY UPDATE AND RESOLUTION ESTABLISHING SEWER AND WATER RATES AND CHARGES MAY 27,2003 PAGE 2 PROPOSED RATE STRUCTURES Water Fund The Study Update includes two Water Fund rate structures for Council's consideration: . Option 1 - Existing Rate Structure Proposed water service rates based on the existing structure of a monthly service charge and uniform volume charge for all water consumed. . Option 2 - Water Conservation Rate Structure A new tiered (inclining block) rate structure for residential customers, while all other classes are charged on a uniform volume rate structure like the existing rate structure. Development of water rates based on areas of the City where elevation differences require additional pumping cost was discussed between City staff and the Consultant. Area rates were not considered a viable option because (1) the water system configuration does not allow identification of costs directly attributable to elevation pumping, (2) any changes to the water system would require review of the rates for accuracy, and (3) very few water utilities have implemented such rates because of public sentiment and legal challenges. Sewer Fund The Study Update includes two Sewer Fund rate structures for Council's consideration: . Option 1 - Existing Rate Structure Monthly service charge and volume charge based on water consumption (one without water conservation and one with a reduction in water sales due to water conservation ). . Option 2 - Flat Rate Structure Flat based rate structure that provides a revenue stream that is independent of water consumption and removes the uncertainty in the sewer revenue due to water sales. RATE ADJUSTMENTS Water Fund To meet all of the financial obligations of the Water Fund as identified in the study, it will ----~..._--- -------- --------------- CITY COUNCIL CONSIDERATION TO ADOPT THE WATER AND SEWER RATE STUDY UPDATE AND RESOLUTION ESTABLISHING SEWER AND WATER RATES AND CHARGES MAY 27,2003 PAGE 3 be necessary to increase water revenue by 5 percent per year over the next 4 fiscal years as follows: Effective Date Increase September 1 , 2003 5 percent July 1, 2004 5 percent July 1,2005 5 percent July 1, 2006 5 percent The following is what a typical bi-monthly bill for an average single family home would be in FY 2003/04: Current Proposed Amount of Bill Bill Increase . Existing Rate Structure $ 36.90 $ 38.84 $ 2.24 . Conservation Rate Structure $ 36.60 $ 38.36 $1.76 The increase is less under the conservation rate structure as it is designed to allow residential customers to continue to use the average consumption but to penalize those that waste or consume large amounts of water beyond the average. Sewer Fund To meet all of the financial obligations of the Sewer Fund as identified in the study, it will be necessary to increase sewer revenue by 10 percent per year over the next 4 fiscal years as follows: Effective Date Increase September 1 , 2003 1 0 percent July 1, 2004 1 0 percent July 1, 2005 1 0 percent July 1, 2006 1 0 percent The following is what a typical bi-monthly bill for an average single family home would be in FY 2003/04: CITY COU.NCIL CONSIDERATION TO ADOPT THE WATER AND SEWER RATE STUDY UPDATE AND RESOLUTION ESTABLISHING SEWER AND WATER RATES AND CHARGES MAY 27,2003 PAGE 4 Current Proposed Amount of Bill Bill Increase . Existing Rate Structure w/o Conservation $ 11.36 $ 12.64 $ 1.28 . Existing Rate Structure w/Conservation $ 11.36 $ 12.96 $1.60 . Flat Rate Structure $ 11.36 $ 11.80 $ 0.44 SUMMARY Staff is recommending Council adopt the attached Water and Sewer Rate Study Update dated May 2003; provide direction on which rate structure to implement for both the Water and Sewer Funds; and adopt a Resolution establishing new water and sewer rates and charges based on the rate structures selected by Council. ALTERNATIVES: The following alternatives are provided for the Council's consideration: . Approve staffs recommendations; . Do not approve staffs recommendations; . Modify as appropriate and approve staffs recommendations; or . Provide direction to staff. Attachment: 1. Water and Sewer Rate Study, May 2003 ! jep:232.5406 \ Final Report \ City CounciI5.27.03.doc ~ .._-~_._,."._---- RESOLUTION NO. - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE ESTABLISHING SEWER AND WATER RATES AND CHARGES WHEREAS, Section 13.04.020 of the City of Arroyo Grande Municipal Code enables the City Council to establish, by resolution, the rates and charges for furnishing water to customers; and, WHEREAS, Section 13.12.430 of the City of Arroyo Grande Municipal Code enables the City Council establish, by resolution, to establish the rates which will be charged for sewer service; and, WHEREAS, the City has conducted a water and sewer rate study which developed financial plans for each utility that included any revenue' adjustments required to meet all financial obligations; and, WHEREAS, sewer and water service. rates and charges are designed to meet the objectives desired by the City Council which consist of basic health and sanitation needs, operating and maintaining a safe and reliable water system, simplified rate structures that are easy to understand and administer,. consideration of industry practices, and recovery of the cost of service; and, NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Arroyo Grande hereby adopts the sewer and water rates and service charges set forth in Exhibit "A" attached hereto and incorporated herein by this reference. . On motion by 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 day of 2003. ----- RESOLUTION NO. PAGE 2 TONY M. FERRARA, MAYOR ATTEST: KELLY WETMORE, DIRECTOR OF ADMINISTRATIVE SERVICESI DEPUTY CITY CLERK APPROVED AS TO CONTENT: STEVEN ADAMS, CITY MANAGER APPROVED AS TO FORM: TIMOTHY J. CARMEL, .CITY ATTORNEY -_._~- - Exhibit "A" CITY OF ARROYO GRANDE WATER RATES AND SERVICE CHARGES Option 1 - Existing Rate Structure Inside City Services Charges Meter Size FY 2003/04 FY 2004/05 FY 2005/06 FY 2006/07 Inches $ / month $ / month $ / month $ 1 month 5/8 $ 3.90 $ 4.10 $ 4.30 $ 4.60 % 3.90 4.10 4.30 4.60 1 4.55 4.80 5.05 5.40 1-~ 5.45 5.75 6.05 6.45 2 7.90 8.30 8.70 9.35 3 25.90 27.25 28.60 30.80 4 32.60 34.25 35.90 38.70 6 48.20 50.65 53.10 57.25 8 66.00 70.45 73.90 78.40 Inside City Volume Charges Customer FY 2003/04 FY 2004/05 FY 2005/06 FY 2006/07 Class $/Ccf $/Ccf $/Ccf $/Ccf Single Family $ 0.97 $1.01 $1.06 $ 1.11 Multi-Family 0.97 1.01 1.06 1.11 Business 0.97 1.01 1.06 1.11 Church 0.97 1.01 1.06 1.11 School 0.97 1.01 1.06 1.11 Hospital 0.97 1.01 1.06 1.11 Irrigation 0.97 1.01 1.06 1.11 Motel 0.97 1.01 1.06 1.11 Convalescent 0.97 1.01 1.06 1.11 Homes Other 0.97 1.01 1.06 1.11 Hydrant 7.30 7.30 7.30 7.30 Private Fire Protection Availability Charges Hydrant Size FY 2003/04 FY 2004/05 FY 2005/06 FY 2006/07 Inches $ / month $ / month $ 1 month $ 1 month 1-~ $ 1.63 $ 1.68 $ 1.70 $ 1.88 2 1.63 1.68 1.70 1.88 ! 3 4.85 5.00 5.08 5.65 I 4 9.70 10.03 10.18 11.30 I 6 26.93 27.85 28.25 31.40 8 56.55 58.48 59.30 65.93 I 96.95 100.25 101.68 113.00 , 10 i ~~~-~_. - - '-'---.~ _____ __ _~"._____u CITY OF ARROYO GRANDE WATER RATES AND SERVICE CHARGES Option 2 - Water Conservation Rate Structure Inside City Services Charges Meter Size FY 2003/04 FY 2004/05 FY 2005/06 FY 2006/07 Inches $ / month $ / month $ / month $ / month 5/8 $ 3.90 $ 4.10 $ 4.30 $ 4.60 3/4 3.90 4.10 4.30 4.60 1 4.55 4.80 5.05 5.40 1-% 5.45 5.75 6.05 6.45 2 7.90 8.30 8.70 9.35 3 25.90 27.25 28.60 30.80 4 32.60 34.25 35.90 38.70 6 48.20 50.65 53.10 57.25 8 66.00 70.45 73.90 78.40 Inside City Volume Charges Customer FY 2003/04 FY 2004/05 FY 2005/06 FY 2006/07 Class $/Ccf $/Ccf $/Ccf $/Ccf Single Family [a] First 16 Ccf/bi-month $0.93 $ 0.97 $1.05 $ 1.11 Next 16 Ccf/bi-month 0.98 1.02 1.10 1.16 Next 32 Ccf/bi-month 1.08 1.12 1.20 1.26 Over 64 Ccf/bi-month 1.23 1.27 1.35 1.41 Multi-Family [a] First 8 Ccf/bi-month 0.93 0.97 1.05 1.11 Next 8 Ccf/bi-month 0.98 1.02 1.10 1.16 Next 4 Ccf/bi-month 1.08 1.12 1.20 1.26 Over 20 Ccf/bi-month 1.23 1.27 1.35 1.41 All Other Classes 0.98 1.02 1.10 1.16 Public Fire Hydrants 7.30 7.30 7.30 7.30 I t Private Fire Protection Availability Charge ! Hydrant Size FY 2003/04 FY 2004/05 FY 2005/06 FY 2006/07 Inches $ / month $ / month $ / month $ / month 1-% $ 3.20 $ 3.30 $ 3.45 $ 3.90 2 3.20 3.30 3.45 3.90 3 9.65 9.95 10.35 11.65 4 19.30 19.90 20.65 23.35 6 53.60 55.30 57.40 64.80 8 112.60 116.10 120.55 136.10 10 193.05 199.00 206.70 233.30 [a] Rates charged on a per constructed unit basis or trailer park space --- CITY OF ARROYO GRANDE SEWER RATES AND SERVICE CHARGES Option 1 - Existing Rate Structure (without water conservation) Customer Class FY 2003/04 FY 2004/05 FY 2005/06 FY 2006/07 [a] [b] [b] [b] Monthly Customer Charge [c] All Customers $ 2.00 $ 2.05 $ 2.10 $ 2.15 Volume Charge - $ per hundred cubic feet [d] Single Family [e] $ 0.27 $ 0.31 $ 0.35 $ 0.39 Multi.Family [e] 0.40 0.45 0.50 0.58 Business 0.46 0.52 0.58 0.66 Church 0.46 0.52 0.58 0.66 School 0.46 0.52 0.58 0.66 Hospital 0.46 0.52 . 0.58 0.66 Motel 0.46 0.52 0.58 0.66 Convalescent 0.46 0.52 0.58 0.66 Homes Other 0.46 0.52 0.58 0.66 [a] Rates effective with August 2003 bills. [b] Rates effective with June bills of previous year to be fully effective for the entire fiscal year. [c] Monthly charge per account, dwelling unit, or mobile home space. [d] Charged based on metered water volume. [e] Single family class returns 50 percent of metered water to the sewer system, multifamily class returns 75 percent, and all other classes return 85 percent. Because sewer volume rates are proposed to be charged based on metered water use, volume rates are lower for the single family and multifamily class because the cost of service is calculated on sewer volume, but recovered on metered water volume. _u______________ CITY OF ARROYO GRANDE SEWER RATES AND SERVICE CHARGES Option 1 - Existing Rate Structure (with water conservation) Customer Class FY 2003/04 FY 2004/05 FY 2005/06 FY 2006/07 [a] [b] [b] [b] Monthly Customer Charge [c] All Customers $ 2.00 $ 2.05 $ 2.10 $ 2.15 Volume Charge - $ per hundred cubic feet [d] Single Family [e] $ 0.28 $ 0.31 $0.36 $ 0.41 Multi-Family [e] 0.41 0.47 0.56 0.62 Business 0.47 0.53 0.63 0.70 Church 0.47 0.53 0.63 0.70 School 0.47 0.53 0.63 0.70 Hospital 0.47 0.53 0.63 0.70 Motel 0.47 0.53 0.63 0.70 Convalescent 0.47 0.53 0.63 0.70 Homes Other 0.47 0.53 0.63 0.70 [a] Rates effective with August 2003 bills. [b] Rates effective with June bills of previous year to be fully effective for the entire fiscal year. [c] Monthly charge per account, dwelling unit, or mobile home space. Cd] Charged based on metered water volume. [e] Single family class returns 50 percent of metered water to the sewer system, multifamily class returns 75 percent, and all other classes return 85 percent. Because sewer volume rates are proposed to be charged based on metered water use, volume rates are lower for the single family and multifamily class because the cost of service is calculated on sewer volume, but recovered on metered water volume. r I I .. ~ CITY OF ARROYO GRANDE SEWER RATES AND SERVICE CHARGES Option 2 - Flat Rate Structure Customer Class FY 2003/04 FY 2004/05 FY 2005/06 FY 2006/07 $/month $/month $/month $/month Single Family [a] $ 5.90 $ 6.55 $ 7.25 $ 8.05 Multi-Family [a] 5.90 6.55 7.25 8.05 Business [b] 5.90 6.55 7.25 8.05 Church [c] 39.95 44.35 49.25 54.65 School [c] - 78.80 87.45 97.05 107.75 Hospital [b] 5.90 6.55 7.25 8.05 Motel [b] 5.90 6.55 7.25 8.05 Convalescent [b] 5.90 6.55 7.25 8.05 Homes Other [b] 25.55 28.35 31.45 34.90 [a] Monthly charge per constructed dwelling unit or mobile home space. [b] Monthly charge per unit. [c] Monthly charge per account. _._~--- --~- -.._~-~---- -----..--- Attachment 1 Report on Water and Sewer 'Rate Study City. of Arroyo. Grande, California - Tuckfield & Associates 721 Amigos Way, Suite 8 Newport Beach, CA 92660 May 2003 -- ---------------.---- Contents Introduction... ...... ...................... ............... .................... ... .... ..... ......... .................. ................................. ... ..... 1 Background............................................................................................................................... ............. 1 Purpose ..... ......... ...... ............................... ......... ...... ......................................................... ...................... 1 Scope .................................................................................................................................................... 2 Executive Summary ................................................... ....... ................................ .............. ............................. 3 Water Utility Water System Capital Improvement Program ......... ......... ............... ...................... ...................... ................ 5 Water System Capital Improvement Financing.... ....... .................... ......... ............. ..... ................................. 5 Sources of Funds .......... ................. ................................... ..................... .......... ...................... ................ 6 Uses of Funds .......... ....... ...... .......................................... ..... ......... ...... ............. ...................................... 7 Analysis of Water System Capital Improvement Financing ....................................................................... 7 Water System Revenue....... .... ....................................... ....... ......... .............................................................. 7 Customer Growth .... ......... ........................ ............. ..... ........ ....... ........... ........... ........... ........................... 7 Water Sales Volume..................... ..... ..... ............. ....... ............... .................... ........... ..................... ........ 9 Water Sales Revenue Under Existing Rates ......................................................................................... 9 Other Revenue ............................... ........... ............................................................................. ................ 9 Interest Income ........... ........................................... .................... ....... ........................... .......................... 9 Water System Revenue Requirements. ................ ..................... ............................................... ........... ....... 10 Operating and Maintenance Expense... ............................................................................................... 10 Existing Debt Service......... ....... ............................. .... ................. .................... ........................ ............ 12 Proposed Debt Service........ ................................... .......... ................................................................... 12 Routine Capital Improvements......................................................... ...................... ............................. 12 Contribution to Corporation Yard. ...................................... ........... ....................................... .............. 12 Capi~ Transfers............. ..................................................................................................................... 12 Comparison of Revenue and Revenue Requirements ............................................................................... 13 Water Rate Adjustments ..... ....................................... ...................... .................... ....... ...... ......... ................ 14 Existing Water Service Rates.... ............. ............... ........... ....... ...................... ......... ....... ............... ....... 14 -~.- -_._---~ Contents (cont.) Proposed Water Service Rates Under Existing Rate Structure........................................................... 16 Typical Water Service Bills................................ ....... ...... ..... ........... ............. ........................ ................ 16 Comparison of Water Rates with Other Communities .............................................................................. 16 Water Conservation Rate Alternative ............ ................................................................. ............................ 16 Typical Water Service Bills Under Conservation Rate Schedule.............................................................. 21 W mer Rate Structure Comparison .......... ......... ...................... ......... .......... .......................... ...... ................. 21 Sewer Utility Sewer System Capital Improvement Program.................................. ............. .................. ........................... 23 . Sewer System Capital Improvement Financing......................................................................................... 23 t Sources of Funds. ....... ................................................................ .................... .... ..... ............................ 23 ; Uses of Funds ..... .......................... ............................. ............ .............................................................. 24 I I Analysis of Sewer Capital Improvement Financing ....................................................................... ............ 2S I ! i i Sewer System Revenue... ....... ........... .... ......... ........... ....... ...... ........... ....... ...... ... ...... .... ..... ................. ......... 2S \ ! Customer Growth ..... ....... .................................... ............ ........... ............ ........ ...... ..... .......................... 2S , , ; I Billable Volume........ ......... ............. ...................... ........... ......... ...................... ............ ......................... 25 ; Sewer Service Charge Revenue Under Existing Rates....................................................................... 2S ! Other Revenue ... .............. .................... ................. ....... ............... ....... .................................... .............. 26 ! Interest Income..... ........... ..... ...................................:............... ............ ........... .......................... ........... 27 ; i Sewer System Revenue Requirements...................... .................... ............... ......... ................ ..................... 27 ; Operating and Maintenance Expense ...... ............................. ...................................:........................... 27 Contribution to Corporation Yard ........... ....... ........... ........... ................................................. .............. 27 Routine Capital Improvements......................... ................................................................................... 29 Capital Transfers................................ ............................................ ........... ............... ............................ 29 Comparison of Revenue and Revenue Requirements ................................................................................ 29 Sewer Rate Adjustments........................................... .................... ............................................................. 30 Existing Sewer Service Rates .................. ...... .................. ........... .................. ........... ............. ...... ......... 31 Proposed Sewer Service Rates Under Existing Rate Structure .......................................................... 32 --- Contents (cont.) Typical Bills ................... ...... ............... .................. .............................. ................... ............................. 32 Comparison of Sewer Rates With Other Communities ............................................................................. 34 Sewer Rates Under Water Conservation Rate Alternative ..........................................................:............. 35 Flat Rate Alternative ..... ............. .................................................... ............. .......... .......... ........................... 36 Sewer Rate Structure Comparison ..................... .............. ................ ....... ......... ........ ................. ................. 36 Tables Water Utility Table W-l Water System Capital Improvement Program.................................................................. 5 Table W-2 Water System Capital Improvement Program Financing ................................................ 6 Table W-3 Historical and Projected Number of Accounts, Water Sales Volume, and WatJ:r Sales Revenue Under Existing Rates ........................................................................... ...... ........ 8 Table W-4 Historical and Projected Operation and Maintenance Expense ..................................... 11 Table W-S Water Fund Flow of Funds Statement............................................................................ 13 Table W-6 Schedule of Existing Water Service Rates .........................:........................................... 15 Table W-7 Schedule of Proposed Water Service Rates.................................................................... 17 Table W-8 Typical Bi-Monthly Bills .................. ......... .............................. ............ ................. .......... 18 Table W-9 Comparison of Proposed Single Family Residential Water Service Rates.................... 19 Table W-lO Schedule of Proposed Water Conservation Rates .......................................................... 20 Table W-l1 Typical Bi-Monthly Bills Under Water Conservation Rate Schedule ........................... 22 Sewer Utility Table S-1 Sewer System Capital Improvement Prognun................................................................ 23 Table S-2 Sewer System Capital Improvement Program Financing .............................................. 24 Table S-3 Historical and Projected Number of Accounts, Billable Volume, and Sewer Revenue Under Existing Rates. ............................................. ........... ....... .............................. ........ 26 Table S-4 Historical and Projected Operation and Maintenance Expense ..................................... 28 Table S-S Sewer Fund Flow of Funds ............................................................................... ........ ...... 30 Table S-6 Schedule of Existing Sewer Service Rates ..................................................................... 31 Table S-7 Schedule of Proposed Sewer Service Rates.............. ...... .............. .................................. 32 Table S-8 Typical Bi-Monthly Bills .................. .......................................... ................. ................... 33 Table S-9 Comparison of Proposed Single Family Residential Sewer Service Rates.................... 34 Table S-10 Schedule of Proposed Sewer Service Rates Under Water Conservation ....................... 35 Table S-11 Schedule of Proposed Sewer Service Flat Rates ............................................................ 36 --- --. ._- -. --.-- Water and Sewer Rate Study Arroyo Grande, California Introduction Background In 1999, Tuckfield & Associates conducted a comprehensive water and sewer rate study for the City of Arroyo Grande (City). That report presented specific information concerning the utility system's infrastructure, proposed projects, financing plans, and economic conditions that were known at that time. This report is prepared as an update to the 1999 study and includes any changes in. water and sewer infrastructure, operation and maintenance expense accounting, economic conditions, and debt obligations. At the time of the 1999 study, the City desired to implement a water rate structure that included a monthly service charge and a uniform volume charge for all water consumed. Sewer rates also included a monthly service charge and a volume charge based on water consumption. The City implemented both of these rate structures. In recent years, water demands have increased and has caused the City to utilize more of its water supply allocation from both surface and groundwater water resources. Previously, the City pumped a small portion of its annual water demand from water wells. Because the City's annual water entitlement to the Lopez surface water is a contracted amount of 2,290 ac-ft per year, the City must meet the increased demand by pumping additional water supply from water wells. The City now desires to explore a conservation rate structure for residential customers only of the water system in an effort to reduce consumption and delay the acquisition of additional water supply. Purpose The purpose of this study is to accomplish several objectives desired by the City. These include the following. . develop financial plans for the water and sewer utilities that include revenue adjustments required to meet all financial obligations (O&M expense, debt service, transfers, etc.), construction of the capital improvement projects proposed in each utilities' master plans, and maintenance of appropriate fund balances and debt service coverage requirements. . develop two water rate structures that include (1) keeping the existing uniform volume rate structure and (2) a new tiered (inclining block) rate structure for residential customers only. Tuckfield & Associates 1 -, --~_._.- -- Water and Sewer Rate Study Arroyo Grande, California . develop two sewer rate structures that are based on the existing service charge and volume charge such that the first assumes no water conservation and the second accounts for the reduction in water sales volume due to water conservation. Also, as an alternative, design a schedule of flat based rates to remove the uncertainty in the sewer revenue due to water sales. . develop water and sewer rates such that they reflect the desire of the City to reduce residential per dwelling unit water consumption by 10 percent during the study period of FY 2004 through FY 2009. Scope This study includes the analysis of the Water Fund, the Sewer Fund, and financing of water and sewer capital improvement projects. This study reviews existing demand and projects future demand, identifies new capital improvement plans and associated financing, incorporates current and expected economic conditions, and considers public sentiment regarding rate structures. The study does not include analysis of the Lopez Fund. The City has an annual water supply entitlement from the Lopez Dam project based on a contract with the San Luis Obispo Flood Control and Water Conservation District. The City generates revenues through charges to water customers to pay for the City's share of expenses of the contract. The charges are separate from the water rates discussed in this report and any increase is separate from, and in addition to, water rate increases proposed in this study. The study does not include analysis of charaes from the South San Luis Obispo Sanitation District (SSLOSD). Charges to the City for wastewater treatment services are passed on directly to each customer's bill and are separate fTom sewer rates presented in this report. Notwithstanding the above, comparisons of the City's water and sewer rates with other local communities presented in this report include the Lopez charges and the SSLOSD charges where appropriate to present a fair comparison among the communities. Tuckfield & Associates 2 ---- - Water and Sewer Rate Study Arroyo Grande, California Executive Summary The City publishes a 5 year capital improvement program identifying capital projects including water and sewer projects to be constructed and the associated financing sources for each project. The programs are based on master plans recently conducted for the City. Over the next 5 years, approximately $5.2 million is planned for construction for the water utility while $2.7 million is planned for the sewer utility. Both the Water Fund and Sewer Fund are projected to transfer funds to pay for capital improvements. The Water Fund is expected to contribute approximately $300,000 per year beginning in FY 2004. The Sewer Fund is expected to contribute about half of that amount beginning in FY 2006. All other capital requirements are met ftom other funding sources. For the water utility, these sources include transfers ftom the Water Facility Fund, developer contributions, revenue bonds, and Proposition 50 grant funds. A $1,250,000 water revenue bond is projected for issuance in FY 2007 to pay for the Fair Oaks, Halcyon and Cornwall water main upgrade. For the sewer utility, other funding sources include transfers ftom the Sewer Facility Fund, Sewer Fund, Water Fund, and State Transportation Improvement Program Fund (STIP). The financing plans for the water and sewer improvements are shown in Tables W-2 and S-2 respectively. The analysis of the Water and Sewer Funds included adhering to certain planning criteria. For the Water Fund, these included maintenance of a working capital reserve of 60 days of operation and maintenance expense in the Water Fund, a capital reserve of $500,000, and maintaining a debt service coverage ratio of at least 125 percent. Similar criteria were established for the Sewer Fund including 45 days of operation and maintenance expense and a capital reserve of $500,000. There is no debt associated with the Sewer Fund. To meet all fmancial obligations of the Water Fund, it will be necessary to increase water revenue by 5 percent per year over the study period. Table W-5 presents the analysis of the Water Fund including the revenue adjustments. For the Sewer Fund, it will be necessary to increase revenue by 10 percent per year over the study period. Table S-5 presents the analysis of the Sewer Fund including revenue adjustments. Several rate structures were developed for review by the City for the water and sewer utilities. For the water utility, these include rates based on the existing structure and an alternative water conservation rate structure. The conservation rate structure was developed to achieve a 10 percent reduction in residential water consumption in 3 years. These structures and proposed rates are shown in Tables W -7 and W -10. Sewer rate structures consisted of maintaining the existing rate structure and developing a rate structure based on flat rates. Two schedules of rates were created for the existing rate structure to recognize water conservation as an alternative. This is because the existing sewer rate structure is based on water consumption. These three rate schedules are presented in Table S-7, S-10, and S-l1. Tuckfield & Associates 3 Water and Sewer Rate Study Arroyo Grande, California Comparison of the water rates proposed under Table W-7 (existing rate structure) for FY 2004 shows that the average single family bi-monthly water bill will be $38.84, an increase of$2.24. Under the water conservation rate structure, Table W-lO, the average single family bi-monthly water bill will be $38.36, an increase of$1.76. This is because the conservation rates were designed to allow residential customers to continue to use the average consumption but to penalize those that consume larger amounts of water beyond the average. Comparison of the sewer rates proposed under Table 8-7 (existing rate structure) for FY 2004 shows that the average single family bi-monthly sewer bill will be $12.64, an increase of $1.28. Under the water conservation rate structure, Table 8-10, the average single family bi-monthly water bill will be $12.96, an increase of $1.60. For the flat structure shown in Table 8-11, the average single family bi-monthly sewer bill will be $11.80 ($5.90 + $5.90), an increase of $0.44. Comparing the average single family residential water bill under the existing water rate structure with those of other communities indicates that the City of Arroyo Grande would be lower than 5 of the 9 communities listed. The comparison is shown in Table W-9. Comparison of the average single family sewer bills indicates that Arroyo Grande will be the next to lowest in sewer bills under the existing rate structure. The sewer bill comparison is shown in Table 8-9. The relationship of the other water and sewer rate structures' average bills may be determined by inspection with Tables W -9 and 8-9. Tuckfield & Associates 4 "',: ,,"i~,}1~~~: ~i?,S": ,> ,,' .. ...... .'~~~< ' '.,:, ,.' .' ", ..>, : . .' .:.,': . . ............. .:,'tt~;~:,,~~I~~t~r "'" ". .... ". ". .... . ,..' :~~~~~t~ ..,..... . '" " ,':',:'" ,"',':~:~('>,\',:<' <>:! .",:"\,"'" ,'." ," ':', :,,',~>',>:':':,: ":-",'::<:' , ' . ' .... , , . <:>,,;{j), ",:.: '.: ", , . . .;;~'. . . . .' .';.. { . .... . . . :'"' , . ". ....' ..' '. ... .' ..', ":.' ..........,.. ..' ";, '.'.....'f,,~,~:,~. ......,\' ":,,:,, ," , " ' . ' '>, ',' . '....',;..tR" ", , , . ..' '. .':-':'" ,', , ' . ':, '", .' ,.~" '. :'~, '" " " ' , . ,'" ',. . ',', ','~ ".~"..,,\,'~~,";"'~,,'..;",""\ ::,~!:. 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" " ' , -, . ,,, , ' ' ,,",'" , , "", ".",..'. ' :', ,'" , ," " , "" ..' , ' , .': , "", ' ',' ,"'" ... " , '. ,", ,':" ' ',', '" ',' .-., " " " ' ,:.:\ ' ", , '," , ":" " " , '. ':,'."."'.' ., .:', "',.:' ' '. .,,,. " . , ", :..,'. ' . ' , ..' " '" ' , . >." '.. " .' :' ". '.:' " ,", '.' ,," , " . '. . .:, '. ,'.'...." " ,,' " ',' .;,', .",' , ",', .', , ',"" \" ',' """. ' ",',,: ,"\' " ", .,.. ..: ' " , ' ',' ",' '," " ,,' , " ,': , :.",:, ,,', ", .", , ',: ,,', ,,' """" .:::" '" ".,.' ' , ':, ' ;./' " ',: ' , ,," , ,....:, ,', i ",' ," ,. .. """"" ", .,',' , ',,' ;,," " . .:' "':',":",',,'" ' ,,'.' ',,': "...:.." ,. '," \' . ...., . ,," ,,',,., "" ' ., , . " . " ".". , "...' " ':. ': ;,,:' " '.' ..' ' . ",': ", '",.', ',", ,"," ",' ' .' ',', " ',:" .,"". ~j .., , ,'.: '.". . '" ,'.' , ,'" " " . , , " ,., --~- - ---~ Water and Sewer Rate Study Arroyo Grande, California Water System Capital Improvement Program The City publishes a capital improvement program document that is incorporated into the annual budgeting process that discusses the water system projects to be constructed during fiscal years 2003 through 2007 including associated funding sources. The construction of these projects will enable the City to continue to provide a safe and reliable water system capable of meeting water quality standards and system demand. Major projects of the capital improvement program include the design and replacement of Reservoir #1 at a cost of $2,252,100 in FY 2004 and construction of Reservoir #6 at a cost of$835,000, constructed in FY 2004 through FY 2005. Other projects include water main replacements consisting of the Halcyon and Cornwall main upgrade at an estimated total cost of $1,168,000 in FY 2007, the Rancho Grande to Oro pressure zone connection estimated at $491,000 in FY 2004, and Oro booster station upgrade totaling $334,00 constructed in FY 2004 through FY 2006. The proposed capital improvement program for the water utility is shown in Table W -1. Estimates of improvement costs are based on FY 2004 cost levels and inflated at 2.5 percent per year to the year of project expenditure. The inflation is based on the ENR Index for recent years and added as an allowance for future cost escalation. TABLE W.1 CITY OF ARROYO GRANDE WATER UTILITY PROPOSED MAJOR CAPITAL IMPROVEMENT PROGRAM (1) (2) (3) (4) (5) (6) 1 Reservoir #1 Design $608 $1,294 $0 $0 $0 $1,902 8 Total Capital Improvements (Inflated) $600 $2,873,900 $761,100 $312,000 $1,257,800 $5,205,400 Water System Capital Improvement Financing The analysis of financing the water system capital improvement program for the study period is shown in Table W-2. Sources of funds available to fmance the capital improvements include transfers from the Water Facility Fund, developer contributions, transfers from the Water Fund, revenue bonds, and Proposition 50 grant funds. Uses of funds include the capital improvement program projected expenditures as discussed in a previous section. Tuckfield & Associates 5 ----.- Water and Sewer Rate Study Arroyo Grande, California Sources of Funds The Water Facility Food has approximately $1,981,300 available to pay for capital projects at the beginning of FY 2003. It is proposed that most of that amooot be utilized to finance capital improvements. Line I of Table W-2 shows the amooot of Water Facility funds to be expended for capital improvement projects. Part of the cost of the Pressure Zone Connection, Rancho Grande to Oro Zone project is expected to be paid for by contributions from developers. The contributions are projected to be $218,000 in FY 2004. The City's budget for the Water Food shows that some of the water capital improvement expenditures will be paid for through a transfer of funds available as reserves in the Water Food. Transfers from the Water Food are shown on line 3 of Table W-2. Line 4 of Table W-2 shows additional funds from a revenue bond issue totaling $1,250,000 used to finance the Fair Oaks, Halcyon and Cornwall main upgrade in FY 2007. The revenue bonds are assumed to be issued at an interest rate of 6 percent with a 20-year term. TABLE W-2 CITY OF ARROYO GRANDE WATER UTILITY CAPITAL IMPROVEMENT PROGRAM FINANCING PLAN (1 ) (2) (3) (4) (5) Source of Funds 1 Transfer from WATER FACILITY FUND 3 _D ~ ~ !!!PII! tiClpate rant un s Use of Funds 8 Major Capital Improvements 600 2,873.900 761,100 312.000 1.257,800 10 !apjtal 'inancing Issuance Expense 0 ~ 0 312'~O~ ~ .4L'! 11 Total Use of Funds 600 2,873,900 761,100 12 Funds on Hand at End of Year ~O $0 ~O ~O $147.200 Tuckfield & Associates 6 ~-- -----,_.._----,--- --..-'-- Water and Sewer Rate Study Arroyo Grande, California The City has applied for and received preliminary approval to receive grant funds under state proposition 50. The City will apply the grant of $1 ,200,000 towards the Reservoir #1 project in FY 2004. Uses of Funds The projected schedule of the total expenditures of the water capital improvements listed in Table W -1 is shown on line 8 of Table W-2. The projected improvements total $5,205,400 in inflated dollars. The issuance of the proposed revenue bonds in FY 2007 will require a bond reserve, equal to approximately one year's principal and interest payment, and issuance expenses. Issuance expenses are estimated at 5 percent of the bond issue amount. Analysis of Water Capital. Improvement Financing From review of Table W-2, all of the capital improvement program costs can be met during the study period without debt financing until FY 2007. Because improvements are required beyond FY 2007, the fmancing plan assumed that the Fair Oaks, Halcyon and Cornwall main upgrade project in FY 2007 would be financed with revenue bonds, though enough cash on hand in the Water Fund may be available. This was assumed in order to keep cash in the Water Fund to finance some or all of these future projects. Water System Revenue The principal revenue of the water utility is derived from water sales to retail service customers. Other revenue received by the water utility includes meter installation fees, reconnection fees, hydrant water sales, personnel transfers, interest income, and miscellaneous revenue. Water Sales Revenue Customer Growth. The water utility provides service to approximately 6,000 customers. For pwposes of this study, 12 classes of inside city customers are recognized. These include single family I residential, multi family residential, business, church, schools, hospital, irrigation, motel, convalescent homes, other, and public and private fire protection. These customer classes are readily identifiable in the City's billing system from which the historical billing data was extracted. Outside city customers are I also recognized though there are only a few of these customers. f I I Historical records show that the average number of single family residential water customers billed in I between FY 1998 and FY 2002 has increased by approximately 125 new customers per year. The number of multifamily units have increased by approximately 28 per year. Business class customers \ ! , ! ! r Tuckfield & Associates 7 -~_._-- -_.-....._----- Water and Sewer Rate Study Arroyo Grande, California have increased by approximately 3 new accounts per year while the number of irrigation accounts have increased by approximately 5 new accounts per year. Other customer classes have had no increase in customers. Future customer growth is projected to include 100 new single family accounts per year in the study period. Projections of multifamily units include the addition of 59 units of the Grande Mobile and Double J mobile home parks in FY 2004 and the addition of 20 new units per year thereafter. The projections of account growth for the Business and Irrigation classes assume the addition of 3 accounts and 5 accounts per year respectively. Other customer classes are not projected to increase. Table W-3 summarizes the projected average number of water customers for the study period. TABLEW-3 CITY OF ARROYO GRANDE WATER UTILITY HISTORICAL AND PROJECTED AVERAGE NUMBER OF ACCOUNTS, SALES VOLUME, AND REVENUE UNDER EXISTING RATES (1 ) (2) (3) (4) -, "cn If} f I' "I \ YC.t .. , , \ . 1 I .!llr'l )\ t\, ' , .' , J er.; Historical 1998 5,215 1,140,006 $1,338,200 Projected [a] Projected revenue is based on rates currently in effect with no changes. Revenue is shown to increase due to customer growth only. Tuckfield & Associates 8 ,----- ------.- ----- Water and Sewer Rate Study Arroyo Grande, California Water Sales Volume. Projections of water sales volume are based on the projected number of customers to be served and recognition of historical average rates of water consumption per customer. Water consumption per customer is projected to remain at a constant level based on FY 1997 averages. Table W -3 summarizes projected water sales volume for each year of the study period. Water Sales Revenue under Existing Rates. The existing schedule of rates for water service became effective November 1999 and is comprised of monthly customer charges varying according to meter size plus a uniform volume charge for all customers. Monthly customer charges for inside city customer's range from $3.90 for 5/8 inch and 3/4 inch meters to $48.20 for 6-inch meters. Volume rates are established as a uniform volume rate of $0.90 per hundred cubic feet (Cd) for all water consumed. All rates and charges are provided for in municipal code section 13.04.010 and are established by City Council resolution. Future water sales revenue under existing rates has been projected recognizing the increase in the number of customers and projected water use per customer. Table W -3 presents the proje(fted water sales revenue when applying the existing rates for the study period. Based on projected customers and average usage per customer, the projected water sales revenue ranges from $1,618,300 in FY 2004 to $1,869,300 in 2007. Other Revenue Other revenue includes meter installations, reconnection fees, utility billing set up fee, collections, expense recovery, personnel transfers, PERS surplus, and miscellaneous revenue. Revenue from these sources is projected to total $85,100 in FY 2004 and remain at a constant level of $80,000 through 2007. Interest Income The Water Fund generates interest income on available cash and investments based on the investment policy of the City. Projected interest income is calculated on the average Water Fund balance during a fiscal year at an interest rate of 2 percent, reflecting current City investment rates. Interest income is projected to range from $43,600 in FY 2004 to $38,800 in FY 2007. Water System Revenue Requirements Revenue requirements of the water utility consist of the annual obligations to operate and maintain a safe and reliable water system. These obligations include operation and maintenance expense, existing and proposed revenue bond debt service, contribution to Corporation Yard improvements, annual routine capital expenditures, and capital transfers. Tuckfield & Associates 9 Water and Sewer Rate Study A"oyo Grande, California Operation and Maintenance Expense Operation and maintenance expenses consist of the cost of personnel and materials to supply, pump, and distribute water on a routine basis. Since these costs are an annual obligation of the water utility, they must be met from water sales revenue. . Historical and projected operation and maintenance expenses are shown in Table W-4. Projections are based upon an analysis of historical expenses and take into account anticipated future system growth and cost increases in labor, contractual services, electric. power, purchased water, chemicals, materials, and supplies. Salary and benefit costs are projected to increase 8 percent per year. Purchased water costs are dependent upon the amount of surplus water the City expects to purchase and the availability of such water. It is assumed for this study that the City will purchase surplus water in the same quantity and cost as budgeted in 2003, then remaining at this same cost throughout the study period. Production power and distribution power costs are projected to increase in proportion to prOduction volume and total volume growth respectively, with unit power cost ($ per Ccf) increasing at the rate of 4 percent per year. Unit chemical costs per Ccf (production volume) are projected to increase at 4 percent per year and total chemical costs are projected to increase with unit chemical cost increases and in proportion to total volume growth. All other costs are projected to increase at 3 percent per year. Lines 6 through 8 of Table W-4 show transfers to the General Fund. These include personnel, operating, and cost allocation transfers. The City uses transfers to charge one fund for services provided by another fund. Direct costs and indirect costs are allocated to various City funds. Direct costs include those expenses that can be directly attributed to an activity. Examples of direct costs include salary and benefits of a sewer employee spending time working on water lines (personnel transfer) and costs incUJTed in the General Fund but used by other funds such as telephone charges, postage, and utilities (operating transfers). Indirect costs are expenses not readily identifiable with a particular action or service, however are incurred for a joint purpose which benefits more than one fund or department. I Examples of indirect costs include the City Manager's time, accounting and purchasing functions, and building maintenance (cost allocations). Prior to FY 1996, the City had not been charging the Water Fund for indirect benefits provided by the General Fund. In 1996, the City developed its first Cost Allocation Plan to allocate the direct and indirect costs to the appropriate funds. The methodology used in the Cost Allocation Plan are utilized each year to develop the transfers shown on. The transfers are shown as budgeted for 2003 and as estimated by the City in FY 2004. Future transfers are projected to increase at 3 percent per year in the study period. Total operation and maintenance expense is budgeted at $1,429,700 for FY 2003 and is projected to increase to $1,887,100 in FY 2007 as shown in Table W-4. Tuckfield & Associates 10 ... - Water and Sewer Rate Study Arroyo Grande, California ~ 8.t..;I.."."..;~_,...i.".;.ll~_~..:j~ ~~~.I..~ ~_,.~.~.'.I'.:.~J.I.i:...i...~_1..:i........g ~ ~ ~oi....&~_ o NC'>...oiN)'i"O'n", "'0""_ 1t)S!.It)"",It)..,...N',n'O N.... 1Ij..1t) CO) .,- co," .~..-~:..-t&~(,,'L~;CO It) .co...-<~~ co '~;f"-~. :':::..:......,~,:~'qt); co .(1") ~ - ;, 1-1-1 ~ ~Ni N ; ~ ~ ~ ~ ~ < 81gl~10188 18188 18.~.fi118~ 8 ~01~8 € if.~~~..~I~...f.~~~ ~~~"i l~r.i.I.;I't ~ ~ r.~gi 21. "';21""'.!81'-.;2('.'.;.8 8.$.2";8 8 r..".18[.""".j2i:~.;2!""i2 8 8 ..~.'....0{'.:.2 51 es iZ)~_'CI>!R\.... It) ""i5>,I'N N ~t",I,iZ)lIiIS.,iZ)....... .,,' .I.es es ~ . .-., -f .:,; .,'.. - i~ "'-, -~.iI . ." ,.,:. . ~ :E:~:~:~:: :.%.':~8: ~:~:I:~::! .1...~O'i..'.~:: NI:_!liSliZ)~jiS 5i6ii5IN ii5 ~'''''I'NI_I''''' ill ii5 " , is ii5 ".' . ".' .. ., '. 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"''':~:; '.,' ..,' Tuckfield & Associates 11 ~~- Water and Sewer Rate Study Arroyo Grande, California Existing Debt Service The water utility cunently makes debt service payments on a 1993 Refunding Revenue bond issue. The 1993 bonds were issued to refund outstanding loan contracts dated 1983 and 1988 with the State of California, Department of Water Resources, under the California Safe Drinking Water Bond Law of 1976. Debt service on the 1993 bonds totals approximately $116,000 annually. '" Proposed Debt Service As discussed under the water system improvement capital financing section, a $1,250,000 revenue bond issue is proposed in FY 2007 to pay for the Fair Oaks, Halcyon and Cornwall main upgrade. Projected debt service associated with this issue is $109,000 per year based on equal annual payments at 6 percent over 20 years. Contribution to Corporation Yard ln1proyements The City plans to make improvements to the corporation yard in FY 2006. The water system's contribution to the construction, based on its proportional use, is estimated at $63,900. This amount is accumulated at $21,300 annually for 3 years beginning in FY 2004. Routine Capitallmproyements Capital expenditures for equipment and system replacements that recur on a more or less annual basis are considered routine, and are properly met :trom water sales revenue rather than ftom debt financing or other major capital improvement sources of funds. Total routine capital equipment and improvement expenditures are budgeted to be $58,100 in FY 2003 and include $35,000 for the purchase of new water meters. It is assumed that the water utility wi)) continue to purchase water meters at this level during the study period while other routine capital costs are projected to increase at 3 percent per year. Capital Transfers Based on the City's 5 year capital improvement program, sources of funds to pay for the capital improvements include transfers ftom the Water Fund. The transfers are estimated at $600, $392,400, and $204,250 in FY 2003 through FY 2005 respectively, and approximate $300,000 annually thereafter. Tuckfleld & Associates 12 ---,---- --- --.._---_._.~ Water and Sewer Rate Study Arroyo Grande, Ca/Homia Comparison of Revenue With Revenue Requirements Table W-S presents a comparison of revenue and revenue requirements for the Water Fund in the form of a cash flow. Criteria have been developed for the Water Fund to aid in the financial planning process. The criteria included establishing and maintaining a working capital reserve of 60 days of operation and maintenance expense in the Water Fund, a capital reserve of$500tOOO, and a debt service coverage ratio of greater than 125 percent. The debt service coverage ratio is established by revenue bond covenants. TABLE W-I CITY OF ARROYO GRANDE WATER U11UTY WATER FUND FLOW OF FUNDS STATEMENT n) ~ ~ ~ ~ Revenue 1 W8terSalesRevenueUnderExlatingRate8 $1,618,300 $1,679,700 $1,735,700 $1,806,100 $1,889,300 Additional Water Sales Ravenue Required: .' Annualized ActuIIl Fiscal Revenue Months Revenue !If~~~ffI~j!f~~._t~0i~~[~~~.~1t~i~.'i!!jlllllllt~~~N1E;iR1 3 -- 2004 5.0'110 10 4.2% ."" . . . '70,000 .n 88.800 "90.300 83.500 ~ 1~1fI~f6~~1r_~~~_~" ~.'.:. 3: 5 .... 2006 5.0'110 12 . 5.0% . ...... 99,800 103.000 il[\wBfi:_~"'~.flll;f~$~A!\l\i",i;~I!~~~~'~-~~"'--'-"i . f' Total AddItIon8I Water Sales RevenUe -. , 0 70.000 177,1100 2&4,700 402,800 8 Total W.....S.... Revenue 1,618,300 1,749,700 1.813,800 2,010,800 2,272,100 ;tjffiij!_~,~~j~j~~t_I_1I11"II11~~I~~~~1~*!!;~?1tli~~iE:;'fm::1~1~}~t__~~1IiIal~1~__~j~i.~~.; 10 Interest Income From Operations 43,800 42,700 40,300 39.800 38,800 11 Total Operating Revenues Avellable 1,747,000 1,872,400 2,033,900 2,210,700 2,390,900 R.venue Requirements &;:~1~.ilJJ&~W11.~~~~~@iWj~\tlmf;;lii~~~~f:il.II~_[i[~"'1I~]~1._$jZ~ii Debt Service existing Bonds 13 Revenue Pledged 116,700 116,700 116,700 116,700 116,700 ti~8.ig:'~i[i~~)~'~"%;;\~11(l0i'h,ttif;~igii:)f';i}f~:,f'/"":;i:l\;j'\~;~;f)[;;i,fji~&i~~;~iffi;ii,;im;jft:r~)i.m:!t)t~1ii;\~)jif)ill~~m,Nt;;';!J"j; """":i~i;::j:i;}_tB~~);:f ;,..... ....,"..';i~j1~'i',f;::':;{;;ii:.{~y;~~:i\~),i,mii,0T_ij;i;'I;D'(8~U 17 Capital Transfers Out 600 392,600 204,250 312,000 300.000 18 Total Revenue Requirements 1,605.100 2,105.000 2,033,350 2,256,IlOO 2,456,200 19 Net Operating Funds Available 141,900 (232,600) 550 (48,200) (65,300) ;,.,@f',~~~[\i'< ">;.'2;107l_ .;cU48;_;if::2i01DOOii';~'Qj!7l_;:il~; , . 21 'Cumul.. Opmtlng FUnCf eailnC8 $2,249,200 $2,018,800 $2,017,150 $1,970,950 $1,905,650 22 Minimum Desired Balance [a) $738,300 $751,IlOO $774,700 $794,000 $814,500 Annual Debt Service Coverage 23 Net Revenue $317,300 $380,800 $385,600 $447,000 $503,800 ..~~';Hf>;i_;":iflii~!{~;~~~;\ .:S1)~~~jgi..,~~!;'t.Qi) j;;~tit~..tQPii"~~t~. \_,~ 25 Coverage [bJ 272% 309% 331% 383% 223% [a) Estimated at 60 clays of operation and maintenance expense. Includes capital reserve of $500,000. [b) Total Operating Revenues less Operating and Maintenance Expenses divided by Total Annual Debt. Tuckfield & Associates 13 Water and Sewer Rate Study AlTOyo Grande, California Based on these criteria, annual increases in water revenue are indicated.as follows: Effective Date Increase September 1, 2003 5 percent July 1,2004 5 percent July I, 2005 5 percent July 1,2006 5 percent The increases shown above have been selected in order for total . water revenue to meet revenue requirements and for debt service coverage to remain sufficiently above minimum required levels. The FY 2003 increase is estimated to be fully effective (receiving revenue) in September 2003, while all other increases are indicated to be fully effective by July 1 of each year shown. To accomplish this, the City may need to adopt the increases with earlier effective dates. The working capital reserve level is based upon Tuckfield & Associates experience with other similarly sized utilities and is considered to be a minimum amount for operation of the Water utility. The capital reserve is based on the water system master plan total project cost divided by the number of years in that study's planning period to yield an average annual level of expenditure. Water Rate Adjustments The principal consideration in establishing water rate schedules is to obtain rates for customers that are reasonably commensurate with the cost of providing water service. In addition, one of the objectives of this study is to encourage water conservation. Theoretically, the only method of assessing entirely equitable rates for water service would be the detennination of each customer's bill based upon their particular service requirements. Since this is impractical, schedules of rates are normally designed to meet average conditions for groups of customers having similar service requirements. Practicality also dictates the use of a rate schedule which is simple to apply, reasonably recovers costs from all classes, and is subject to as few misinterpretations as possible. Existing Water Service Rates The existing schedule of water rates, shown in Table W~6, became effective November 1999. The rate schedule for all customers consists of a monthly customer charge by meter size and quantity charge per hundred cubic feet of usage. Tuckfield & Associates 14 - --------------- Water and Sewer Rate Study Arroyo Grande, California TABLE W-6 CITY OF ARROYO GRANDE WATER UTILITY SCHEDULE OF EXISTING WATER SERVICE RATES Service Charges 1 4.55 9.10 Volume Charges I' I . , Cu:.") ),1\ " . $/Ccf cf ..."'" "'w, $0.90 . ,,, "h w "" ""$1;12,, '. . . . ~9!f.1f;'!i'i",i!iH0"""'i""~."'~""""""""';;rm&'_. " ",' ~'J~~t;~~C~ : 'lIT~~l~i~:i&i~~~~ti~iI~A"~~" .' ."'~ Business 0.90 1.12 _tiB.IiI'I;ti~J~~1m_1~~~~I~.JiI_ School 0.90 1.12 _1."~~.U~~~~;~JJ!_W{.a>~i11~~~*,~~;~JlfIIE u' . . ~-O:; ~""" . ,,1<.*,~1 .:. !X..!u;k...".:~"..~... .. ~__J~:" ".~'t!Iif.i>>i.. ~ .....:...,"'.. m!J. . _.~, lnigation m. . ...... 0.90.. ... .. ... .. ... ... .. ..1.12 _.~.'.~]it~&~~k~~~?ftT=':~~~:;~~j_~~l~tl~~~I~!;~[~t~~~t~~1)~~:K.t ' '.' '(>""'~ - ""~_..< ~i. _~~~\:.w...~."~"':t:~~".,,,_.._>;.i!, h'{fJlli:- _ ~~:~*,"".~,~oy,,,,,: ....." ,-"",., -~ '';.'I..' '" _"', '. ,_.'" ,. ,_". _ _ ,..,_, ..-' , .^.,.~ " '.,. ,~, ... ,.v,. .,. ',^ ...._,'. , ,'~.d,.~ "'","".M " Convalescent Homes 0.90 1.12 1III1tt.~~f~it(~tli~~~I~~~~~;~Jli:};tj'~i~\:i:II.~E~~lJi1t~~fu~fa*:~:i~;i~~~;~mm~J][~~~~i_: Hydrant $7.30 $7.30 Fire Protection Charges , , d, ,Jr{'j :;1, E " Inches month Tuckfield & Associates 15 - - ..------------..- Water and Sewer Rate Study Arroyo Grande, California Proposed Water Service Rates Under Existing Structure Table W-7 presents the proposed water rates utilizing the existing uniform volume rate structure. The rates shown increase each year in proportion to the revenue increases presented in Table W-5. The uniform volume rate is the most commonly used rate structure in California with more than forty- five percent (45%) of California cities having uniform volume rates. A uniform volume rate is also relatively easy to implement and administer. Most customers readily understand. basing their water bill on the volume of water consumed. Typical Water Service Bills Table W -8 presents a comparison of typical bi-monthly water service bills under existing and proposed rates for various volumes of usage. The table shows that all customers have an increase in their bi-monthly bill. Under the rate schedule presented in Table W-7, the hill for an average single family customer using 32 Ccf of water during a two month billing cycle would increase by $2.24, representing a 6.1 percent increase. Comparison of Water Rates With Other Communities Table W-9 presents a comparison of single family bi-monthly water bills for the City of Arroyo Grande and other local communities. The table is prepared using 32 Ccf representing the average volume of single family customers in the City of Arroyo Grande. The table indicates that under the proposed increase for FY 2004, the City of Arroyo Grande's average bi-monthly bill is lower than 5 of the 9 communities listed. Water Conservation Rate Alternative One of the objectives of this study included the development of a water conservation rate structure. Presented in Table W -10 is a proposed conservation rate structure designed such that the unit price of water increases with each successive water consumption block. The rate schedule is based on the City's desire to reduce residential water consumption by 10 percent over a 3 year period. The rate schedule proposes an inclining block structure for single family and multifamily residential classes. while all other classes are charged on a uniform volume rate structure like the existing structure. The conservation rate structure is not applied to commercial and industrial classes because these classes generally have uniform water use patterns and conservation from these customers are better controlled through the use of low flow fixtures, conservation plans, or similar methods. Tuckfield & Associates 16 --- _u Water and Sewer Rate Study Arroyo Grande, California TABLE W-7 CITY OF ARROYO GRANDE WATER UTlUTY SCHEDULE OF PROPOSED WATER SERVICE RATES UNDER EXISTING RATE STRUCTURE Inside City Service Charges 5/8 $3.90 $4.10 $4.30 $4.60 ;~f~11~;~fllt1!~~1]m~I!~1t~~t~~f\i~~rf.~~!t~1;%~t~I~~~~II.~~~!l~~~1~~Mtl_l~~t~i~lliRl~;~,rfl1!lIIIill 1 4.55 4.80 5.05 5.40 2 7.90 8.30 8.70 9.35 ~t.~1~~i.~tl~~t~1I~t~I~~~~~~:~i~~;~I~.il0,~~~~i.WJ~t~11_mi.1_1~ 4 32.60 34.25 35.90 38.70 );~j~II.~~'~~~I~%~t'~~1~~i\i~j~~r~~!~_ill~!i~1i~lj"t!....W_~ 8 $66.00 $70.45 $73.90 $78.40 Inside City Volume Charges ~""'.~~'.G"~"'~\"'JIE.."'" ~.:~"ltfl"m: <,~iiliill!i *~~. ,~:':>illt;~&L~lli: <~:>), ',- ,,-'-:" :. t ~~~. >;: -- '~~f; '_,. -!~ Business 0.97 1.01 1.06 1.11 _.il'~'t~~~1f,11~li1ittil.111;[~![;~II.~l~\~14~_IIIII~ School 0.97 1.01 1.06 1.11 :_.liJ~I[I~~!1~1~~~Hri~llil~~ill.;{~1;t~t([i~fllg~~l~ttl~~0i'.{!~~i1~~~I_I~ Irrigation ,. .. 0~97 .1.01 .. 1.06 . . 1.11 .. _tl~~1t~~lt~i@~~JW'i}~1*tiMjt~~~~~tff:,~~1IR~t:~tl:t~~}I~1~~~~~'&~\'_~1iill~~1II~1 Convalescent Homes 0.97 1.01 1.06 1.11 Hydrant $7.30 $7.30 $7.30 $7.30 Private Fire Protection Availability Charges 10 $96.95 $100.25 $101.68 $113.00 Tuckfield & Associates 17 Water and Sewer Rate Study Arroyo Grande, California i~~~~~~~~~~~~~~~~~8~~i2~~~~~~ '1..~I.!i ., - $ '1- '1.1 '1 .11 'INI-I~ ~ :~:BI,:III:I'::I~.::i.~.:.:~.i:I:~:1:~.i:~:~:~: ~ o ~I"rm' '.cl~ ;"I~I"lgl!lil"I~12Iii . ~ -I-I.:.-I,[.;~.~~~.!...'..~_...:.~.'.. 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S ~ ~ o CI o ~ II) 'x w ~ Tuckfield & Associates 18 Water and Sewer Rate Study Arroyo Grande, California TABLE W-9 CITY OF ARROYO GRANDE WATER UTILITY COMPARISON OF PROPOSED SINGLE FAMILY RESIDENTIAL WATER SERVICE RATES WITH SELECTED CENTRAL COAST COMMUNmES WATER RATES IN EFFECT APRIL 2003 City of Arroyo Grande $75.94 [b] [e] 4 $32.60 OOlliWtiID1~[~~~~;lIim:~ItIf.~~1{i~m-m ~~~i~~~1i.~11*~~;\~~;~!~~~~il~t1~i~ Atascadero Mutual~OI!~_." ." '. 5{8 ......$12:00.... 0 :~.KgII, . ." $0.00 $49.89 [b] W8terCom ''_'\''''''1I;%~ffi''>>'illi"'",,,~-''v,'''''''.~~..r'j;:j,,~'''''~''''''''~ pany l*;'lli&~t&i~~~!~~1!~~_{{W'*;~~i~t{~t:~~l\~~~;yi~%m~;:''-:~: . . " ..... -f&~~[i$,~ 1 $15.50 13-25 KgII $1.70 ~i!!~~~%%j~~?~~~:~;t!:~~i1'!1T;~;i~_i~\}l,X:jji1i'1i'''' ."""\dl\~~M@~S~~1ii..'t!~,,,,,~.,tit..~~"tw",,,_~,_.R^\,.,, . ,,",~E!}~f~~ 2 $32.00 Over 50 KgII $2.40 ~1ifi~i~lll.~I_li~~m~f~mtii"'~1~~~~~~~~III!au.~T~I1itift~1) 4 $150.00 ~J:t~_Th.'Wl__}"~~t~ill~I4IE~1Iml~~iBti1i~im~llmim~~ City of Grover Beach Monthly All Sizes $6.75 All Cd $1.33 $56.06 ~;tf;::~:,f1ftlfi~/J~z~:[~~!ffi~~~ili~D~~]~(~Yl~:;'~~>~1~;::;::~~_;\I:;IZ~~~1~1f:t;,~\I~~!(F8j;!^1(,:I:E}f~~;f:;J~~;{;mill1mG!rE~~~~:~lf~!tTIii;. City of Lompoc ..Monthly . 5I8....!13.68...... AR,~ ,. ~$,!:63, $79.48 [b] =';@;m!I1'iE.~_"',..,.,>.'..'~'Gl""""."',i1""\{['"""""'.Ji@f:@f<%,"',' "#'" ~~'~;M--'i.',,'I!.>:~~ ~"'-'o..~~, ~ ~'~ijfu1'~":i'~~.,~-c~~~~.h,,,,>{;',!:~Wk~~*:t~?!!<,'\i'~~~~,:~~'.,; J~',\",~{~ ~':&!' " 1: "<i.lli\;~4;tv:t~~ $23.20 ~.~ill;~~ '" ..~' '~~'\' !c ~~ "-~($;~t::'~ f.~_.~~m\IIEI:_'Wil~_"I!1;~i~lr3~ . 2 $72.37 _~~"1Ji_f,ljl~IIIB~~__~I~ 4 $228.01 1~~~1_.~~~h1~~~I;1Th~~~~~rf&lIBI~m!~1~~l~itm City of Morro Bay Monthly AI SIzes $16.43 0 - 3 Cd $0.00 $182.12 ~1;tffilurll~~!~~ll~~lli~biiJl1~t8,~~1i:~Bl~U~,\~1~!;i~f~~ri_i!~:~~:il\;~~_.~ NipomoCSD Bi-monthly AIISi%a $17.50 0-40 Cd $0.95 $47.90 ~Witi_.,JaWil~,~~,~~IT~}~iill{4in__~~.t~_~ Oceano CSD",B.i:mcll1thlt",AD,~~ ., .~~.~, ''', ,_, ..,0.- 6 Ccf..".. $O.~ $87.34 t;(iEtll[~tlf~1!i~~~~I~t~~),lisf~~fj~,;0;!::j':mfJ;ti~~~~t~\~tlh\?5~~~1~1i__J Over 25 Cd $2.95 City of Paso Robles All 0 - 20 Cet $28.52 City of Pismo Beach 0 -15 Cet $81.06 [b] [d] City of San Luis All Sizes $0,00 0 - 5 Cet $2.51 $97.60 [a] Average bi-monlhly consumption for single family residential customer, [b) For a 3/4" meter. Includes Lopez meter charge. [c] Proposed rates for FY 2003-04 from Table W-7. [d] Includes additional Lopez parcel charge of $17.38 per bi-month, Tuckfield & Associates 19 _~__"m________ Water and Sewer Rate Study Arroyo Grande, CalNomia TABLE W-10 CITY OF ARROYO GRANDE WATER UTlUTY SCHEDULE OF PROPOSED WATER SERVICE RATES UNDER WATER CONSERVATION RATE STRUCTURE Inside City Service Charges 518 $3.90 $4.10 $4.30 $4.60 '~110':r.ijllilli,!~:i;::;1'@i:UMm~01i::i,$::f;i;1:i:.,,11j:!1~i:':j;:;L~~~W,:;,jm1,i.m;.:jl~~m);jj[xj1:_,j 1 4.55 4.80 5.05 5.40 ;11'10;~t1~~;m:':.;:im!i::i:0m;:m::ji:m9;m)j:i;::!li$':i.'j 'tt;jlrlj1j:m:llij~Ji,_)i::j:;'j':i::;\m.'; 2 7.90 8.30 8.70 9.35 j:llil:llii8W;DI@;r;ii;~j~j:,?jj!;M!1!j~M;j;~;ij~i1!r:m0:..::m.f:"w~.I~g~~rjmllll}j~~;;:!jmi"jl 4 32.60 34.25 35.90 38.70 t;~~~i:&:~tl~~!~1!t]~:~:i~rm~{]~.~tC~~1~li\~lm!llii:~~i1m~mTI1_j!j!m~mj~p~~&_~~jl~~~'~~~W~\~~_i 8 $66.00 $70.45 $73.90 $78.40 Inside City Volume Charges Sinale FamilY First 16 Ccf I bi-month $0.93 $0.97 $1.05 $f.11 _~If~ffll{lli1)j~~~~~11i!.I!}Wt~~IIIIIt\i_ Next 32 Cd I bi-month 1.08 1.12 1.20 1.26 .:W_D,~~11!&I.~:;.:m!;~1~;h~iji1.~~0~}:;.i~11.ii1f}~fiiIIIJ Multi FamilY First 8 Cd I bi-month 0.93 0.97 1.05 1.11 ~lf\ii!l~j:::,~1;;_H:(iM:iJm!~i"J'i:;I~IiilW::jj~lij.~jt~!tj:i::";!I~~il'; Next 4 Ccf I bi-month 1.08 1.12 1.20 1.26 :"._~;~;;j@i1t~IHW:~E~'. ""::.:':'1i;}::t.:!;,]jI)%:'!~}j.;;iJ.H~\fI;m;~~I.~%i All Other Classes 0.98 1.02 1.10 1.16 ,Mi(I,II~...r;\,l~:ir!'m:1im;'I?:~~II'@TIil.~.::1i.:i~J:)m[illl.%&ffj:mmMJ;;:J,a;; Private Fire Protection Availability Charg.. . ~ y'dr,-n t , , , , , ~) II , Inches $/month $Imonth $Imonth $Imonth 11/2 $3.20 $3.30 $3.45 $3.90 :".:.:';:i~i,'" ",,::.,.:,.:;.:..' ?S:2Q'" ','sijJ:;.? ":'3~;' ....:.:~'.; 3 9.65 9.95 10.35 11.65 '.l1;, [.!::> ;',:''; .1mi il';) "II,J1'~,~ '.,;;':Ii1~~ .C.::,l~~1;:;.1;'U::;~;; 6 53.60 55.30 57.40 64.80 (1) ....:lij!;'''''.''c;:y'...., .::....,';~::,...,. :;Mmi~;~Iij;' ::.d!~~~1J:);:'j";.;,1~1~":;;;:.'H1~t'.:.. 10 $193.05 $199.00 $206.70 $233.30 [a] Rates charged on a per constructed unit basis or trailer park space. Tuckfield & Associates 20 Water and Sewer Rate Study Arroyo Grande, California It should be noted that a conservation rate structure is only a part of an overall water conservation plan. In addition to the water conservation structure, a public infonnation campaign including bill inserts, public notices in local media, and promotion of infonnation by City staff at civic and charitable organizations increase the effectiveness of any conservation effort. The City currently has a water conservation plan study underway. Typical Water Service Bills Under Conservation Rate Schedule Table W-ll presents typical bi-monthly water service bills under the proposed conservation rate structure described in Table W-IO. Table W-ll shows that the water bill for the average bi-monthly consumption is nearly the same as under the rate schedule proposed under Table W-7. However, upon higher consumption than the average, the bi-monthly bill will be much higher than that presented in Table W-7. Water Rate Structure Comparison The water rates proposed in Table W -7 utilize the existing water rate structure that consists of a monthly service charge and a volume charge for all water consumed. This structure continues the same practices of the water utility while providing for the capital improvements required. The alternative water rate structure shown in Table W-IO also consists of a monthly service charge and volume charge, however the residential classes have a volume charge that increases by block of water volume. This structure represents the intent to conserve water by charging residential customers higher water rates for water consumption beyond the average. When implemented with a water conservation plan currently being developed by the City, the conservation rate structure will assist in delaying the acquisition of additional water supply, and meet the objectives of the conservation plan. Tuckfield & Associates 21 ~-_..._._~---~- --_._---~ Water and Sewer Rate Study Arroyo Grande, CalHomia ~ O~W~N~ ~ ~ ~ ~N~ ~ ~wi ~2~2~2 I- ~I.~'I~~.~I~~~.~~~~~I'~I' 1-_8~'1~ I,., . ""-'. . .~; . .I."'~: . ,'." , .I~.' . 'I': . iR, . t!Q."o; "1. 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'.. . . ',': '. .... ',' ...... , '. ;, ' , ..,..' "'.: ,':.' ,: ".:.' " : . .'..',.c.. . ..:'. . ' . " . "'" , ' " .'.' "., '. ,.... "'... .' , .., '" . .., ", '.. . "':''': . . : . .".. ' " . . . C;" ',. ". ". '. "." , , ...., .' . , .' ,,' . . , .. ' :.,. .' :: '.,. . . ......, '.'. '. .' . ....... ,,,.' " '.. .":' , .... " c :,'.':. ':' ' ,". " ' .' - '..' .' '. . . .' .: ',:: . .... " ' ",. '. .,' "., ' '.:'. " ",' " '.. . ., '.. ". ...c....:... ."'..:.'.. . .:" ..'.... .:, .....:: ". c", ......... " , .'. .... . . . '., "'.. '.....; . .... . .. "', .' '" ". ' . . .,': . ' , ..... ': '.' .... . "''':' ",: ," . ..' .. ,':' " " ::" ',' " , . .' ,.;.:......, ',,'" ' . ....... . ",.'. .,'.. :. , "', ,,' . -----..--- - ---------- """~ Water and Sewer Rate Study Arroyo Grande, California Sewer System Capital Improvement Program Under the City's capital improvement plan for the sewer utility, several capital improvement projects are scheduled for completion in the next five years. The proposed capital improvement program for the sewer utility is shown in Table S-1. Major projects that are planned for construction include the replacement of Sewer Lift Station #1 estimated to cost $463,000 in FY 2004, the Grand Avenue Phase 3 Reconstruction estimated at a total cost of $1,225,900 in FY 2003 and FY 2004, and the Fair Oaks Sewer Upgrade estimated at $486,000 in FY 2005. An additional $523,000 is planned to be spent on sewer upgrades and repairs during the study period. The total cost of the capital improvement program for the five-year study period is $2, 737,500 in inflated dollars. Estimates of improvement costs are based on FY 2004 cost levels with 2.5 percent per year added as an allowance for future cost escalation based on the ENR Index for recent years. TABLE S-1 CITY OF ARROYO GRANDE SEWER UTILITY PROPOSED MAJOR CAPITAL IMPROVEMENT PROGRAM (1) (2) (3) (4) (5) (6) 1 Sewer Uft Station No. 1 Replllc:ement 50 $463,000 so 50 so <183,000 i;1:~~_I\'t,~~m~~z;[@gW;~,i'J.\~~1~'i1~r~i~:rm,~~fuijl\~.i.:Qi'if~~~.[tt')j)it_j! 3 Grand Avenue Phase 3 Reconstruction 274,000 951,879 0 0 0 1,225,879 ~~114~t.,.. ~.~., 'T' .' . .. ~~; ,.t~~\B~]1~~)t1I,~t;{\.l~i:~~I~b~~ifjW.~~~%~~&1iiUI~r~~~i~'~]'m ~~M0N.%i'_.~J?~~!!,~j1N&tf.~~!j!!!j~)\jj~!i!.i'!Ni;'i;ii'j~%;~'~~:~i~:J(i'O ~~![~~"12''i 0 ,~.fu} O')i! ~,OOO ~,ooo"" . . .. 7 --Total C8pltallmprovements (Uninftaied)- --- $274,000 51,489,879 $488,000 '224,000 1223,000 '2,89&,879 8 Total Capitallmprovements (inflated) $274,000 51,489,900 1498,200 5235,300 5240,100 52,737,500 Sewer System Capital Improvement Program Financing The analysis of financing the sewer capital improvement program for the study period is shown in Table S-2. Sources offunds available to the fund include Transfers &om the Sewer Facility, Sewer, and Water Funds, and STIP Funds. Uses of Funds include the capital improvement program projected expenditures as discussed above. Sources of Funds The Sewer Facility Fund has approximately $929,500 in funds on hand at the beginning of 2003 available to pay for capital improvement projects. These funds are projected to be expended by FY 2006. Tuckfield & Associates 23 Water and Sewer Rate Study An-oyo Grande, California TABLE 8-2 CITY OF ARROYO GRANDE SEWER UTILITY CAPITAL IMPROVEMENT PROGRAM FINANCING PLAN (1 ) (2) (3) (4) (5) Source of Funds 1 Transfer from SEWER FACILITY FUND $5,000 $570,400 $486,000 $50,000 $100,000 3 Transfer from WATER FUND 122,000 387,900 0 0 0 :;,it.t;;0\~IfII'~.i\h~.'f~;ij&iM?'ig}iif"';'iVi"':li~!i_:'iif'lf_'~"~);il'if".A.~0..'1<.*r!"''"''w.T ",'~,"'>~:,"~"-- ,,,~'- ,,,,'>;1f~ . ~'. _,m;.Ji,~Hi;,...'?:.~",/i?i!.' ;.,> ~,>;;,~'J::>~",~,!;:~"'~-i'/~:,,i'~ '");.,, ::,'::?':';" .' -r1.\:fi1 ,~"~i~1&~ i;l!€ "';'. .. f> ','_ ' .~, IS;,;.~: ~f.~i~I:" -1', ;,::-:"',::~",:t.::;,:';';:~:;:-::::;;i:i",,'S.:,,,.,.;,.;... _..t..;.,,,,.- - ."'. ;"'~''''.,,:~~,~t\~'!>:;;>~::'.!~~f;ditb \Ut,-:"~y~,:~:,,,,~i:'-:";~::;;;:,'::,~;',,:>,: ,,:;',"-'..1" , ", , ,..,:;,-.. , -,- ".,~~.,,, "..."'t'-'>- _ >. '., , ~. ~,.",... .;,>! ,', ,>', 5 Total FundsAvailable 274,000 1,489,900 498.200 235,300 240,100 Use of Funds 6 Major Capital Improvements 274,000 1,489,900 498,200 235.300 240,100 7 Total Use of Funds 274,000 1,489.900 498,200 235,300 240,100 8 Funds on Hand at End of Year $0 $0 $0 $0 $0 [a] STIP funds for Grand Avenue Phase 3 project only. The Sewer Facility fund is expected to be reimbursed by the RDA for approximately $50,000 in FY 2006 and $100,000 in each year after that. These funds are planned to be utilized to pay for capital projects. Transfers &om the Sewer Facility Fund are shown on line I of Table 8-2. The Sewer Fund is not expected to transfer funds to pay for major capital projects until FY 2006. At that time, a small amount is required in FY 2005 with higher transfers required in FY 2006 and FY 2007. Transfers &om the Sewer Fund are shown on line 2 of Table S-2 Part of the cost of construction for sewer utility projects will be paid for by the Water Fund. Line 3 of Table S-3 shows that transfers ftom the Water Fund will occur in FY 2002 and FY 2004. The City will receive funds ftom the State Transportation Improvement Program (STIP) distributed by the San Luis Obispo County ofGovemments. Funds &om this source is shown on line 4 of Table S-2 for use in FY 2003 and FY 2004 for the Grand A venue Phase 3 project. Uses of Funds The projected schedule of sewer capital improvement requirements listed in Table S-1 is shown on line 6 of Table S-2. The projected improvements total $2,737,500 and are expected to be financed ftom the sources described above. Tuckfield & Associates 24 Water and Sewer Rate Study Arroyo Grande, California Analysis of Sewer Capital Improvement Financing Review of Table 8-2 indicated that all of the capital improvement program costs can be met during the study period without debt financing. The plan is dependent upon the receipt of RDA funds into the Sewer Facility Fund in FY 2006 and FY 2007 and raising of the sewer rates sufficiently to make capital transfers from the Sewer Fund in the appropriate years. Sewer System Revenue The principal revenue of the sewer utility is derived from sewer service charges to retail service customers. Other income to the sewer utility includes personnel transfers, expense recovery, interest income, and other revenue. Projections of sewer service revenue under existing rates were based on projections of customer growth and water sales volume. Sewer Service Charges Customer Growth. The sewer utility provides service to approximately 5,900 customers. For the sewer utility, 9 classes of customers are recognized. These include single family residential, multi family residential, business, church, schools, hospital, motel, convalescent homes, and other. Historical records show that the average number of single family residential sewer customers billed in recent years has increased slightly over 140 new customers per year. Multi family number of units have increased similarly as in the water system as have all other customer classes. Projections of future customer growth includes the addition of 100 single family residential customers per year, approximately 20 new multifamily units per year, and the addition of 3 new business class accounts per year. Other customer classes are not projected to increase. Table S-3 summarizes the projected average number of sewer customers for the study period. Billable Volume. Projections of billable sewer volume are based on the projected number of sewer customers to be served and recognition of historical average rates of water consumption per customer. Water consumption per customer is projected to remain at a constant level based on FY 2002 averages. Table S-3 summarizes projected billable sewer volume for each year of the study period. Sewer Service Charge Revenue under Existing Rates. The existing schedule of rates for sewer service is comprised of a service charge and a volume charge based on water consumption. Single family and multifamily customers have unique volume charges while all other customers have the same volume charge. Tuckfield & Associates 25 _u -- Water and Sewer Rate Study Arroyo Grande, California TABLE S-3 CITY OF ARROYO GRANDE SEWER UTILITY HISTORICAL AND PROJECTED AVERAGE NUMBER OF ACCOUNTS, BILLABLE VOLUME, AND REVENUE UNDER EXISTING RATES (1) (2) (3) (4) Y d j J [.11; " , . , Cd Historical 1998 5,135 1.143,224 $380,200 ~i~~~~_.}I~!1~ill1l1lfr~]l1li;jJ1.jhil_~~_ 2000 NA NA NA ~j:i~tiJ~~_i~Bll~~~~'H;'@!h,,:';';';~!lil__~~1~f41rt-'i 2002 5,756 1,309,999 500.300 Prolected ~i.!;!~Bii!n'I~~v~lIItI~i'ij;i,,';:j~;UJII.JEB~~f,._i 2004 5,967 1.352,822 544,900 ~ll(~_1~NJIIIII~1:~~~1~m~!_1I~ll_~ 2006 6,177 1,397,109 561,800 tif~_)l1,~~_~I,a;f:D'j)~__ o",,\"."><,.:'",'^~,; ,',,, .$!A. * ,~,. _ 1i:i (a] Projected revenue is based on rates currently in effect with no changes. Revenue is shown to increase due to customer growth only. Future sewer service charge revenue under existing rates has been projected recognizing the increase in the number of customers and projected water use per customer. Table 8-3 presents the projected sewer service charge revenue under existing rates for the study period. The projected revenue ranges from $536,800 in FY 2003 to $570,300 in FY 2007. Other Revenue Other revenue includes personnel transfers, expense recovery, and PERS surplus. Revenue from these sources is projected to total $20,800 in FY 2003 and decreases to $17,500 throughout the remainder of the study period due to the PER8 surplus not continuing beyond FY 2003. Tuckfield & Associates 26 Water and Sewer Rate Study Arroyo Grande, California Interest Income The Sewer Fund generates interest income on available cash and investments based on the investment policy of the City. Projected interest income is calculated on the average Sewer Fund balance during a fiscal year at an interest rate of 2 percent, reflecting cwrent City investment rates. Interest income is projected to range from $700 in FY 2003 to $22,200 in FY 2007. Sewer System Revenue Requirements '~-' Revenue requirements of the sewer utility consist of the annual obligations to operate and maintain a safe and reliable sewer system. These obligations include operation and maintenance expense, proposed revenue bond debt service, routine capital expenditures, and capital transfers. Operation and Maintenance Expense Operation and maintenance expenses consist of the cost of personnel and materials to collect wastewater on a routine basis. Since these costs are an annual obligation of the sewer utility, they must be met from sewer service charge revenue. Salary and benefit costs are projected to increase 8 percent per year. Lift station power costs are projected to increase in proportion to the growth in total water volume with unit power cost ($ per Cct) increasing at 4 percent per year. All other costs are projected to increase at 3 percent per year. Lines 7 through 9 of Table S-4 show transfers to the General Fund. These include personnel, operating, and cost allocation transfers. These transfers have the same purposes as described in the section pertaining to water operating expenses. The transfers are shown as budgeted for FY 2003 and as estimated by the City in FY 2004. Future transfers are projected to increase at 3 percent per year in the study period. Total operation and maintenance expense is budgeted at $526,800 for FY 2003 and is projected to increase to $638,800 in FY 2007 as shown in Table S-4. Contribution to Corporation Yard Improvements The Sewer Fund is also expected to make contributions to the corporation yard. The sewer system's contribution to the construction, based on its proportional use, is estimated at $11,100. This amount is accumulated at $3,700 annually for 3 years beginning in FY 2004. Tuckfield & Associates 27 I I Water and Sewer Rate Study Arroyo Grande, California o ~~{~!I~~I!~llij~t ~ ~ ~ ~ iiQ).t--t~~~ll)f' .:iCD~_ (t) C") ...... ~ t"!:(f'" """)t, ... P"'" ..... ''',_ 'i, .... ". ~ ;lt1i~~ *~i~~ f~~$ ~ i~~(rtJ -h\0Ji s I"....' I.....' """"."""" !'.""".""',..'. .........'........ ~ :~.!~ ;!~I~)!'1~I~t;\ ~ ~ ~ € It) ,. fli i; u:i ;i ltit-j ltit fli C') t:'i N ~%<...;~ :~ ~ ..;t!f~ It) _~ ... ' m ;111 ir ~f~lj ~~?; ~ glj~ ~~!ilgI1~.' . ~ ~ ~ g !~~,;~!,::,~Ii_~t> - C') t:'i . · '" "". I~.';'~,j\.:.'; !.:.k\ti,i'~.,.;..' .......,...~' ~. 'l' ~j~I~'1~;' ~ ~ ~ IS - . 0 ,Iti' r-:';"':' - C') t:'i 8 ~~'. .....:,~%~N ,>,,~...," ~ W ;'~.'; '.' ';i ~tf~~~ ..~.;.~~' ~ U) ~Ii~, .~I..!~I" ,:~,.: ~ g g ffi Ie - . ; 0.. } Iti,; -~. ~ ~f' :d- ;;; ;. a. g.,,, ... '\1" ...' "" ~ ' , .... N : ;.l.I.J. 1~.'.I.~.i. ~.i.f.i..K.:.r.~..,;.l.~.N[.[.';'.~.:':.' .....~.:...~~ u __ ~'''~,~'' j~"~I'< "~:" ~ ~ ~ ~ It) 0 .... 'It)., ... It);.... C') C') I!! ...... ,.... ....~J.....'~.~....,,]...!, It) wi :!NiC')'~..~I..":1J~..~...'.... C') .... .... Q CiS ~ :relUi 0. In ~ ~ ~ ~ :or ~. 0)' ri ~fliit:'ii - ..... r-: It: c ...... _.' t ,~.....~-"'~~.,,.-'~.} ,,, ~ z ' '" "'1'1"" ..,! ...., tt'~ :.~, ~~ f' ,-- W '~! ~~~ ,. 0 :J 0 ,'" I, .. 'tiJ! '. ....~.'.. '....'..'.~" (I) >- a:: i= It) , ..... ! CD "It)' .!.. g .... CD CD W o~c ..... C') ... ...... N .......... ..... ~~~ -- q q ~ .~ ~ q ...~ m ~ ~ w C') ... CD co, co N N !D !D C C a. ...... 1i ','" S!,It).!5! ... II. 0 . d,~ Si!!,M ~ (I) ~ __ ~ ~ ~: ~~I""~~~.:.~ ~ ~ ~ N i ..... ,...1 ,N . (I), N ... ... - ~.{ !.!,;'-,,~~ ~., .... '.... L':."f.~(f) r::, CW') a " ",m", .;;< ",'" '.h..", t:t ~ !Dl.~.~.,... ..;.....;.!I...f'.g~."i...,.'....:._~.....;.t.'....'..~CD It) It) z .....1::t!,CD! " >I~o, co C') C') C .-.. C"i.,. .j~ "':~'. ,~~; .1)cwt:" ~ It) ~ ..... ... !i! lCO '~!' \O~"It), co ..... ..... - M . : '''- t. '.f CJ) r'.;i'~"". CI) N N I I I I I I~ ::t'1if 1'''',,, 8.'"'''' '" ,.',." 8. ~;;If. !;.; ~ II! ,'~ft; f,'t") ~ W!!i', :.. 0..1": i'; e "".' 8 '......... ..........., .... ...... '" ....... g 01:I:n ilrii!'_;.; i,~~l:ii:!!) 2 8 iE',I< '.' '."- ", 0 ..!;!!!.t- .""..m c ,.t" ,..J.....:' i'~,':..". C 1\1 I! G)", "i)i" I I' ; c "e,. c. '. - c ..m c Ii II'i:: ,I ; !!!~: .2.{' 1\1 G) C .!~" '" 8: "t-!j.- . "=- - .- - ~I; _ii ai!f \-ii'I"" g}T:! 'a .~ 19 !II ,'1. ' ie; c '.~.":.: c.i' . .'.i. = iCY,.,. C :E '!. .. .c~ ,i ...~- ~.!~j"~';q at'. ~jc(.~;~q ftI _... CI I JI!' ! 51 c~l! ef:"-'I' 6 J!I i U ~ bJr',;a.li_'.'."J:.t.i,8:5. ;:11 '!.!! J,..., ~..' .... ."....,." CD lJ !I o _I N ~ii~i 0 r~';;i... :!~;i C');:'H ! ! 0 & 5 ~1~1:g1~~i;m;w:~l9 ! 5 - 'i:;;! ':'iW!': ii';',,,,,' ~ & ! ~;.';;)~:: L{~;'i~;' .'- . .',' '~ . ~ -,1:' C'),~: It) .'!#!", ..... .~,. cn~; ;: ~ ~ Tuckfield & Associates 28 ~_._- - -_.,,~~- Water and Sewer Rate Study Arroyo Grande, California Routine Capital Improvements Capital expenditures for equipment and system replacements that recur on a more or less annual basis are considered routine, and are properly met from sewer service revenue rather than from debt financing or other major capital improvement sources of funds. Total routine capital equipment and improvement expenditures are budgeted to be $3,100 in FY 2003 and are projected to increase to $3,500 in FY 2007. Capital Transfers In order to pay for the improvements shown in Table S-I, sources of funds to pay for the capital improvements include transfers from the Sewer Fund. The transfers are estimated at $12,200, $185,300, and $140,100 in FY 2005 through FY 2007 respectively, and approximate $150,000 annually thereafter. Comparison of Revenue With Revenue Requirements Table S-5 provides a comparison of revenue and revenue requirements for the Sewer Fund in the fonn of a cash flow. Similar criteria have been developed for the Sewer Fund as in the Water Fund to aid in the financial planning process. The criteria included establishing and maintaining a working capital reserve of 45 days of operation and maintenance expense in the Sewer Fund and a capital reserve of $500,000. The Sewer Fund does not have any outstanding debt and therefore no debt service coverage criteria has been established. Based on these criteria, annual increases in sewer service revenue are indicated as follows. Effective Date Increases September 1,2003 10 percent . July 1, 2004 10 percent July 1,2005 10 percent July 1, 2006 I 0 percent The increases are required to meet the annual obligations of the Sewer Fund and to meet the established financial planning criteria discussed above. Implementation of the increases will create an annual positive operating balance as shown on line 17 of Table S-5. The revenue increases are 'shown as being implemented over 4 years to reduce the impact that would occur if the increase were established in the first year. The increases shown above are expected to be in place by the dates shown. Tuckfield & Associates 29 ----.--_..._-------- ---- --. Water and Sewer Rate Study Arroyo Grande, California TABLE S-I CITY OF ARROYO GRANDE SEWER UTILITY OPERATING FUND FLOW OF FUNDS STATElENT (1) (2) (3) (4) (5)' Revenue 1 s.-r ServIce Charges Under Existing Rates $536,800 $544,900 $553,400 $561,800 $570,300 Additional Revenue Required: AnnualiZed Actual Fiscal Revenue Months Revenue i,~@ill0;limj:l:!'ili!~;,~,,~t.~1f'~~iIIAm,\j;jl~.i:j~1?_i:~,,";';;.~~N!~~,;':'l;:!:t.\~:i.~j)jl'i),:t~';)Jii,ii:i!::S~'~:~~%~1:1,y;m:m~'gl1!';;~ii:i;'ii;iicir,ilij,i 3 2004 10.0% 10 6.3% 45,400 55,300 56,200 57,000 5 2006 10.0%.. . .12 10.0%.... . . 88,000 88,000 &}j;!itf,l~t~ill3:;\i~~i~tit~1~_~ii'~)TI:0~11'O~!:;;i(i'i:Th1iil~~11:ii:r(\:1;t~f0i;j~~~Jii~V~1ti~~~~~;0@,;I;ll~ii't@r""\'1"~' ....f... ....TotaIAddwonaISewerservlceReYenue.... 0 45,400 110,200' 186.000 2&4.800 6 Total Sewer Service Revenue 536,800 590,300 688,800 747,800 834,900 .,.. ~.I!. ,,,,._,. Otherravenue . '" '.."'._.,~."....,"'".......~~,8oo...,.".. !7~3oo ... 17,300= '_" 17,300 .. ....17.300 ~!~Wf:1_ii!)~ . tI!;:r;.1!!i:gjii0'0;Ti!i!,;:)...::;,:;1"~~'i:;it!\1if~?ff1i'~'t'~~~ii!,__i..F, "'--'11" 'Total Operating Revenues Avall8ble' ....., 558,300 610,800 684,800 776,100 874,400 Revenue Requlramenla ..,1,2, ......Operation and Maintenance Expen~.. ..' ...... 5~6,8~ .~2,4OO.. ,560,200 .. .~~,ooo ..... .~~,8OO . );m:~0~flff~1~~;:~J:\~._~'~}~l~~1m:~~~]'~'s!;il;:~~~';'~;~~It}~~~~I~t~tt1~~1~uJ_~~~~~1I{~~f.~~~~a_ w""""."~\'"''''.\'''_''' ti1 Ca. I '.' ~~res ~,~~,,,,,,",,',,,,,,,,,.~~~,,,w""-~"~"""p~~':tmji;t",~ ~~X1;j~~~[l~~t~, ", ,.~' "',.,',. ~1i .'>~";!'j1fGf%1?~;':'~i!~'::;f~;;~tJ.;n~~:~!';i:e:~i~~€~~: ~f~!~~~.':'" ,1t~~'~. '. ;'.~ ' ~!i[~..; ;: "16 ......TOWI Revenue Rec.uINiMnta ' ". '''''. ... 529,IlOO 539,300 579,400 790,400 782,-400 17 Net Operltlng Funds Available 28,400 71,500 115,400 (14,300) 92.000 ~ 18 Beginning Operating Fund Balance 0 28,400 99,IlOO 227,500 388.500 19 Cumulatlva Oper8ting Fund Balance $28,400 $99,900 $227,500 $398,500 $830,800 20 Minimum Desired Balance [a) $565,IlOO $588,600 $570,000 $574,800 $579,900 21 Annual Debt Service Coverage 22 Net Revenue $31,500 $78,400 $134,600 $178,100 $235,600 ;:iru;m.,:i;:ij;:.l:,j1i".~;~,i!.:j' ."...... ':".::'jlljt,..j;~im~,,::Rj!IfJ!:)j:';;;:\i;~f;)~;).*ii;jjjWW~m!j!:ii.):im~:,':!:)m:'~;'j., 24 Coveraga [b) NA NA NA NA NA [a) Estirnatecl at 45 days of operatiOn and maintenance expense. Includes a capltal....rve of $500,000. [b) Total Operating Revenues less Operating and Maintenance Expen_ divided by Total Annl.\8l Debt Sewer Rate Adjustments As in the water rate adjustments, the principal consideration in establishing sewer rate schedules is to obtain rates for customers that are reasonably commensurate with the cost of providing sewer service. Theoretically, the only method of assessing entirely equitable rates for sewer service would be the detennination of each customer's bill based upon their particular service requirements. Since this is impractical, schedules of rates are nonnally designed to meet average conditions for groups of customers having similar service requirements. Practicality also dictates the use of a rate schedule which is simple to apply, reasonably recovers costs trom all classes, and is subject to as few misinterpretations as possible. Tuckfield & Associates 30 --~~-~. Water and Sewer Rate Study Arroyo Grande, California Existing Sewer Service Rates The existing schedule of sewer rates was adopted by City Council in November 1999 and consisted of a series of rates for implementation over a five year period. The sewer rates that are effective July 1, 2002 are shown in TableS-6. The rate schedule for all customers consists of a bi-monthly service charge and a volume charge billed on metered water consumption. The existing sewer rate schedule was more fully described in the Sewer Revenue section above. I TABLE S-6 CITY OF ARROYO GRANDE SEWER UTILITY SCHEDULE OF EXISTING SEWER SERVICE RATES Monthly Service Charg<<t [a) Ctl',II)!" r , , . nth All Customers $2.00 Volume Charge [b) [a] Monthly charge per account, dwelling unit, or mobile home space. [b) Charged based on metered water volume. [c) Single family class retums 50 percent of metered water to the sewer system. Multifamily class retums 75 percent and all other classes retum 85 percent. Because sewer volume rates are charged based on metered water use, volume rates are lower for the single family and multifamily classes because the cost of service is calculated on sewer volume. but recovered on metered water volume. Tuckfield & Associates 31 Water and Sewer Rate Study Arroyo Grande, California Proposed Sewer Service Rates Under Existing Rate Structure Assuming that the City implements Table W-7 for (no conservation) water rates, Table S-7 shows the proposed rates for implementation for all sewer customer classes. The proposed sewer rates keep the same structure as the exiSting rates, however, increase each year to provide the revenue required to meet the obligations of the Sewer Fund. .. TABLE 8-7 CITY OF ARROYO GRANDE SEWER U11UTY SCHEDULE OF PROPOSED SEWER SERVICE RATES UNDER EXlS11NG RATE STRUCTURE , ClJ" J 'I -" 'I [b) [b) . ,I . [b) Monthly Customer Charge [c] All Customers $2.00 $2.05 $2.10 $2.15 Volume Charge. $ per hundred cubic feet [d] ~,_t~llm:~j.ffi,t;t]ili~(:l]@f1tr:11,iU::]:ijt.l:::;':i:)'Hi:_~~;:ii]:h~f~.lIjs!;hW];~_] ~'v;'lll"""">"'''liJ''''~'fu~''''"'''~':~~''''''''''''''''~iii""""iJ"""'_"">"'''''_' ,. . .. --'~~1~<fElli~~~~]~~t,,~w_~~~}I~?;i~II~3~isiii?1(~ill,~_: .:ffiJt~ '6}. >~ltl:~ltwl ~ Church 0.46 0.52 0.58 0.66 1JIiIJIf',iI'mii~'.~":!lj1:11,,_i)'r"";"_'f~_~._ .~. ~'~" ., ',,' ,:, jL_~, ,"".:" . t'.;.~:;-<<."",<,;, _' lin.m. I '3; . " , , .;)., .,~: ,.: " ,'- "':'>;~",-:",.~,t"--'1fu,Y~ ,. "'%.*--~,"",,!Y1L,w,_,,\);>';:<'~~~... ,.; Ailit:;,gjj;'- ,:.;;;, ~ ,_' .~: Hospital 0.46 0.52 0.58 0.66 ___~.~""""'~"~"'"""'._~"'Cili1"1II'IIII!.1._ '. . . _: , ~ ,m' .:' _. ~~~~~?~'" i" < 'iI;!~t~~Wt. ,'t," ,;lDillJJ~:" "^.~,~: . " ,~~~,~~i~I, . ,~it~f J Convalescent Homes 0.46 0.52 0.58 0.66 ~~~l1ftIl{_I~~~;I~~Iflijl:~~W~~~~~~[~t;~__] [a] Rates effective with August 2003 bills. [bJ Rates effective with June bills of previous year to be fully effective for the entire fiscal year. [c) Monthly charge per account, dweUing unit, or mobile home space. [d) Charged based on metered water volume. [e) Single family class returns 50 percent of metered water to the sewer system, multlfamHy class returns 75 percent,and all other classes retum 85 percent. Because sewer volume rates are proposed to be charged based on metered water use, volume rates are lower for the si1gIe family and multfamily class because the cost of service is calculated on sewer volume. but recovered on metered water volume. Typical Sewer Service Bills Table S-8 presents a comparison of typical bi-monthly sewer service bills under existing and proposed rates for various volumes of usage. Average volume per customer is also shown for each customer class. Under the rate schedule presented in Table S-7, the bill for an average single family Tuckfield & Associates 32 ~--_._- Water and Sewer Rate Study Arroyo Grande, California ~N~ A~~ ~ ~N~~~~~~~~~~~8~~~~ 81' '-, (1)1 Ci!; 'I, ,...w,:B~ s I' dO "I, " ~ ..I' .1\ ""q .~j "; "11.... . "..".'.,',."'",',,',,,.,.,...'..,"."'."'."'.,' . '.'",'""-,."',,',,,,,"", .',..i.', .1.,....".,.,.'.".."...'.'.',.',..""..,.~,....'.".'.'.., . "",c....',..".',....~..,...",...,.....'.'.'.'.',...',.."....'."'.,.,'.".,,, ....,..'.,.,..,"",."',..'......',,,........"."',"" . ',.'..'.,',...,.,.,..,..."......"",'.,,-.'.'.;.' . '...'.",.'..,....'".'."",,'...'...',.,....',.....,""",.".0 "','",.'.,.,...,."....".,,.,.,.....',,'.',.'..... ""."'.,','"","",,,"'.",.".,..',...,~.:',". It') ',..,.,'....,..,.,.,'..',.'.'.,....','.. '. 00 '..'.',....,...""...','...'..',. ~ ",...~.,...'....,...'....,',.!,....'., ~,'....",.....,.,.....,.,.,."....,....,.'..',..".'.'.'." ('I) '...."..'..""",.,..,..'"..,..,..'....',,'.''.'."........ ... ...,. "...,.,It')<,~,_,""<<[OO, ,(I), ".,:,,".,! ,. .,.~"..... u .".- M-!~!.'~'fi'M-" ,~,...., .,.....',....",....,. ',h-, U ~ I/) 0i. ."'.'."..,.'),(. i "m "'.".' . . / ,..'...... . '.. . ". . .'.' '>'> .~ ~ 8",., ','.i.~I. s: .''11'1' Nil,' ",.""..8" .~, fa,. '. .1'; .' '.'. ! '. .',' '. ., ".1":"'. O~ ~ ~~ ',~'~r.~ ':~I~' ~.st!~. .:!:~' ~ ,1 :i'~ 1;) ~ lJ);i, .,,' t~ r!*4~ if~;\t ';~t~ ~':~ ~./"tj;1 ''''l'\G .,. fW"jk.d ",~i ::,j ~ ~ D: FI' \1:'11', 1.1. i'!") ''irr ~7! "'~ ,:,j!,\ ,t ''1;<' , " ,\"'''' .~:'_. '~,' .10 ;. ~< .....,...",. >i:<>'< ."'..,' .','. '..,...' "'.",'." I,'. '"., ,,) <: i ...I en ..... " .... . . ." . .... .1" . I "., :2 .., ...I ." ". . ""'. ." " '_, ~ "" c-.j , 1c-.j !~ . ~ ';Iri'!'~ . ',,..; . ., c-.j . . 'c-.j' ('>j.,.. c:; I!! ~ ::I~::I:"..~....::I~...!~::Irl\i!:~j;; !~:! j/,.a:l' ~ ~ Z !~~, !!i,. ,$Ii!/; ,^"",, .y 'i""~! 'Ci"'" ,..'", '&''1''1, .,,1 ~ " ,",',', ilL J!! Q 0 l!i<\,'.I~'<:.1 I:'~}'!! ":%'.',' \1~,r.:,'.'.'.'.' 1;11 I~.:.I :.il., li("'. If~ .'I;F~ ~, '.,~ I:'~~.' I~~~;~ ~ W W _Ii: 0'0:0, ,0 101VS;;0 '0' o. 10' It') 0 8 i8 :o.It')O r:: o ..... ...,.....OO.ilt'), N (I) ~, .....' N "It') ". ._ Q 0 . ,. . "'!fA]' .. ._,..' . . . . '(1) I/) Z 0 - ~.;~ ~ .~., ,~_~ ~, ~ ~2.,!2 SQ t; ,~ .... !U I:L .. ~ .~ * .~ 'M-!!III!:!* ~ M- .. . _ M- .. .,. 'M ,.... ... o ::) ..~ ',., ....N.. 1.\ t.~i.!'.;';! '.i"",; I,. 1">~1 r.~"::",,j. ~...".: ...'..';;'~ it_,;' ~<1;i; '1,:.;,./. ~ .E ~ ~ D: en ,. "'9 l\ :", !i', 11f ",,;;,'j'.',;,,> "IIi' ,..)I, "*"'ii 2";;'~!, ,,,;,~,; ,;;ft;:; },,~!, ';'F'" ''''','''' r:: ~ C) ::; I:L Z I~ rrl~ ~~~!! \;8\:' hY ~~\~~, m~~"(~;\f ,i~1~ '~f(f:; ;',,11' !::J1E~;T', ,g ~ n i ; ~..'.~.'.".'.'....;I)I!. ".~:.:.'.'.!.~..'................:....,.;.f~I,...~.'~I:...'....:~10.*...l.""i,.: i:.''":i'.h.'I,'.'.'.''.'.''.''.:.il,...."-.'.:i I C_~0_ 'I, I'." .1 ..""" ...", M". . ", " '" I.. "",'" >- 1-'.... W - ,", ' .. i,,_ ,~~1 ;","1 ;'ffi''' f{'j L ,,~ f, , '.. \i "r.; ',@Ii _ II. ...... ~.~ "- '; ~..~i ,~~.::~ ;L~~j :,.' ~:~~-~ i~<~ ~ :~,_: :: ,'~ >~~ ~. ,;; ~)~~1 i~~ = O - ~ l1li( i.''''.''.... .'. '. '".' ;.~' .'...";.'.,..',.1......... :." .' ~.' .. '. ~.i'''~.: 1,,$. ".j,. ' . ~. ." ,) )\Wjlm;'.".'." 1'.""'"'.' '.i.. r:: v, ~ ~, !'<."'* ,~~ ~ ' ~: f;,:.'"",, ,'" 'h.: ':Jill~'''''' ".', ~. ;,~ '",.~. ", ., .< .r..' ~ iiWt 0 ;: '~O!O: "~'~~~f5i' ~~~r;8'''hl' i~ ".~!"8' 's' 1~"~~ .i r: C) C ~ ."": -.a: o' :ol~, c-.j~c-.j "("j cD 0)'.' - ';'10 .0 ... zoo ,00, (I) .... .....~.... ....' .... ,..... .... .... ~ !2 ,~. ,(I) ..... - .,. M- .,., ~'~M!.. lilt' 'M- "M- '~ .,. ~ .. ,lit ..~ .. g ~.~ '1 ;;' ! ~~! ~ fil ~ T~ f." ,;~i I ~ f ~ f2 ~I,. ...~.,. J~f~f ':~~'.g'~:;'~ - ~" ;~~i :! 1....' ..;:: ~ o ...... ........ ..........,'.,) , .......... ........ ...... . .... ..........., .... 0. '.'.' >, ,'.>'" ....... <..' '. ..... . '. ..' . ..... . ,.'. "', 2:- - "0"":'. ',',_ _d,:: -:-'<:" ,"c:,-,' -:- -" _,"," :____,' ""'," ','_: :,.' ",". '0".,,; '_',;:', :::J D: .......... .'. .......... ;" ..... ". i")',.. .'; .... ....... ..... ..........)' ., c( ............ ,'.' \<)> .' )'.. " ., . ". ..........., '0 I:L .. ., '. . ... .'., "". ,. .... .,. '.' ..... ..... .... ..... '.. . ............ '. .,. I/) I! ..... .... .' '.. ..' .... , .......... ..... .......... ...... ... .......... .' .... ....... '. ..; '.: !U 0) .... ..... .......... .......... ............. >..' ............. ............ .. ..... .'. ..... ..' ..... .'. ..' .. .. ~ U"\ ..............\.. ..... ...<.....<..,.. .', .......... ......... i!! CI oIN!...! ~1~1~1~1~1~lijl~I~I~! :'i~"i' ,~: '<''', -;: .>\~,'~ " .'i ,". ._, _. " Tuckfield & Associates 33 Water and Sewer Rate Study Arroyo Grande, California customer using 32 Ccf of water during a two month billing cycle in FY 2004 would be $12.64, an increase of $1.28. As in the existing rates, the proposed rates are based on metered water volume. This assumes that the single family class returns 50 percent of the metered water to the sewer system. Comparison of Sewer Rates With Other Communities Table 8-9 presents a comparison of single family bi-monthly sewer bills for the City of Arroyo Grande and other local communities. The table is prepared using 32 Ccf of water, which represents the average volume of single family customers in the City of Arroyo Grande. TABLE 9 CITY OF ARROYO GRANDE SEWER UTIUTY COMPARISON OF PROPOSED SINGLE FAMILY RESIDENTIAL SEWER SERVICE RATES FOR SELECTED CENTRAL COAST COMMUNmES WATER RATES IN EFFECT APRIL 2003 I City of Arroyo Grande Monthly All Sizes $2.00 All Cd $0.27 $25.84 [b) ffil..I.~)!ljf~t..~~~:\~l:)~J~H'~]l~i~~I~f~~l~~~lili11t~i~11111l~ilB~ City of Atascadelo Monthly per DU $20.18 $40.38 1IIIi_.'''filiht~~\'I;~.[i\flf.~tII/i1IIi;.~ City of Grover Beach Monthly per DU $16.42 $32.14 ~[(aY~Jf~i.t~~m~~~lv&11;~~mG:~*,~~,~r~}11Im't~1m5~le~1~.fll~~~g~~fTI~ City of Lompoc Monthly All Sizes All Cd $2.33 $74.58 [e) m11~i}li~m[~~~1~~!tff1I~1~BM~~1~t}i~lm~I0:W<>~N~tf&i~~~:MJ~~V)W@,!f\!'ftKKiyt{1Jt~~~~E1~~t.4'~1~;J~~{1tQ~~i~:t~ City of Morro Bay Monthly All Sizes $11.48 0- 10 Cd $0.00 $31.78 m~?ilt~i'\lt~I1~~r~~~I:i~~~1ft~m~~~~;::~~Jml;@~It~~~~~J~jM~I~_l1\'lf~t_ Nlpomo CSD BI-monthly perDU $18.25 $38.10 iI~+\:.~1~1~~tlt~f~~I:rrq@j~)i~ii~mi~1~,~Dffi;t;lii;1!;:;r;{[::.{im~I~1:#~~~1W,tm:lli~tj1tlgtlit~~1mKlfJffi?~~t!i~~~Jtlm~~.Rw_tgir&w]\~:i Oceano CSD $22.25 [b) of Paso Robles $35.30 City of Pismo Beach $38.00 City of San Obispo Bi-monthly SFR $50.48 $50.48 . ,. ,..' '., "."':,;','~::;"-" :'\\\:;'__.;. .~-:,\}~_t~tji;~:'\:-f':. ~',:y;;:~;;r.'_\~,x,:r~\ ~}:..\':.::'-;--:::: ,,::~~.; --. ,"- --':'~;~:";;:~ /~<\;,'-,.;-; -..,-.. . ",::,:":::,:,,,,-,,"'-.. ..-,. :-x,._", [a] Average bi-monthly consumption for single family residential customer. I [b) Includes South San Luis Obispo Sanitation Distr1ct charge of $13.00 perbi-month. [e) City of Lompoc sewer bill based on average of January, February, and March water consumption. I Average is 9 Ccf. r Tuckfield & Associates 34 --~_.- -'._-~~-- Water and Sewer Rate Study Arroyo Grande, California The table indicates that under the proposed increase for FY 2004, the City of Arroyo Grande's average bi-monthly bill for single family customers is next to the lowest of the 9 communities shown. Sewer Rates Under Water Conservation Rate Alternative If the City chooses to implement the water conservation rates shown in Table W -10, it will be necessmy to modify the sewer rates slightly. The revenue derived from sewer service charges under water conservation rates will be lower because the sewer rates are charged on water volume. Table S-lO presents the sewer rates that should be implemented if water conservation rates are implemented for the water utility. The single family bi-monthly bill under these rates is $12.96 as compared with $12.64 under the rates proposed from Table S-7. TABLE S.10 CITY OF ARROYO GRANDE SEWER UTILITY SCHEDULE OF PROPOSED SEWER SERVICE RATES UNDER WATER CONSERVATION RATE STRUCTURE Monthly Customer Chlrge [e) All Customers $2.00 $2.05 $2.10 $2.15 Volume Charge - $ per hundred cubic feet IdJ _i~~~~~1~~ll~~1i~J~:'i~:mM~II~1W1*ti;t~~~I_~1~t~~tW~~t~~_lt~~~J~~~-~~~1IIII MultiFamily [e]. ......... .......0.41........ 0~47... .......0.58 .......0.62 __11flitir~M~:~I_~~~~{i~1]~'k~t\11~t\1~~,~1m:~tIT~;JWJmt_;~~!i~~~i~~%\it\illlfA~~\~~~~~1~1_~; I Church 0.47 0.53 0.63 0.70 1III~lf;~m~~01a;~t~~iff!~\}r;(if~,~~~~2g;llijjt~ii~~~~~!;W~\:i5.iK'I~rg~.;:r~;N;j':m~~!1~n~!~mJ[f!J~l~~:i~it;~lBt~n~~~i;~;tm~~~_~ I Hospital 0.47 0.53 0.63 0.70 I ~..jl"'i~H;:;},lliillillii~4Jiii;ii~:;)J;;iiJ:Ji;:Hi:i,;::lji;lli;:f:<i;:i(j~I~<.i;:'.)iii\%WH:t.t:.ii~,:jiM:i;','jlli'A.~ITiimm;l:i'i\if:JJi\'k~~;m I I Convalescent Homes 0.47 0.53 0.63 0.70 I i~fij.j:llij~~~lli;~m!~j~m\i\,lj).m.';i:Ti)\;;J .!:;imjj;;W.~'1' ... .i'..':\jf,~i0;iJ.i:!ij..\!::\:ifi.ji!i;.~Q'i\ ! [a} Rates effective with August 2003 bills. ! [b] Rates effective with June bills of previous year to be fully effective for the entire fiscal year. , [c} Monthly charge per account, dwelling unit, or mobile home space. [d] Charged based on metered water vol!Jme. I Ie] Single family class retums 50 percent of metered water to the sewer system, multifamily class returns 75 percent. and all other class$s retum 85 percent. Because sewer volume rates are proposed to be chargecl based on metered water use, volume rates are lower for the single family and multfamily class because the cost of service is calculated on sewer volume, but recovered on metered water volume. Tuckfield & Associates 35 -' -.- - -.---- Water and Sewer Rate Study Arroyo Grande, California Flat Rate Alternative As an additional rate alternative for the sewer utility, Table 8-11 shows sewer rates under a flat rate schedule. Flat rates provide a revenue stream that is independent of water consumption, however also does not recognize differences in contributed sewer volume among customer groups. In California, about 90 percent of sewer rates for various communities have a flat rate schedule. From Table S-II, the average single family sewer bill is $11.80 for a bi-monthly period. TABLE 8-11 CITY OF ARROYO GRANDE SEWER UTIUTY SCHEDULE OF PROPOSED SEWER SERVICE FLAT RATES UNDER FLAT RATE STRUCTURE _J.'I.,\'.1_11;~t{_IIM\~;_j <B Multi Family [a) .... .. ",5.~q^_ 6.55M^, ^'. 7.25 . 8.05. ~ ,. . _I._""~_"ID_ , ::~: t . :;-~.- :,.,,:~~~:';k.; '~.:~~ .~(,,\~ .'" ,....;&:~;~;~~~~~. ::-' '~a~1wl..~ .,= "...;" :', .~ Church [c] 39.95 .44.35 49.25 54.65 _Et.l:lf~..If."\Wl~:i]~11_1~'''__ Hospital [b) 5.90 6.55 7.25 8.05 _._1_1~J~~2i{.~~tl~lt_tll~_ ___~~~~J~~~iO,.;~_~Q\';;";";';'_;'i"F"_B>\.; ~1;' , . _ '.".:. .d\-" ,~:' ~-:~Mf~~,,;l~~~~t(i;~t~~~~llk to. ,~",<<,::.;;:r~i\:tm[~;~r_.. '. ~"'''. ~ ",.:,"~f~~r~~~:: ." ~~.i".,_ ',..~ . ;~;~i.~;~~-::'.., ~ ;..:. :,..,.;1U[ [a] Monthly charge per constructed dwelling unit or mobile home space. [b] Monthly charge per unit. "~, [c] Monthly charge per account. Sewer Rate Structure Comparison The sewer rate structure presented in Table S-7 is the same as the existing rate structure. Because the City may implement water conservation rates. it is anticipated that the water consumption will be lower: Since the existing and proposed sewer rates are dependent on water volume, sewer revenue will also be lower. To offset this, proposed sewer rates under water conservation is presented in Table 8-10. As an alternative to the existing rate structure, a proposed flat sewer rate structure is presented in Table S- 11. Implementing the flat sewer rates will relieve the sewer utility of its dependency on water volume. Tuckfield &. Associates 36 11.c. MEMORANDUM TO: CITY COUNCIL . I' FROM: RICK TerBORCH, CHIEF OF POLICE SUBJECT: CONSIDERATION OF CONTRACT WITH THE COUNTY OF SAN LUIS OBISPO FOR ANIMAL CONTROL SERVICES DATE: MAY 27,2003 RECOMMENDATION: It is recommended that the City Council approve the contract for animal control services with the County of San Luis Obispo. FUNDING: The cost for animal control services for FY 2003-04 will be $45,115. Funding for this amount has been included in the Preliminary FY 2003-04 Budget. DISCUSSION: The City currently contracts for animal control services with the County of San Luis Obispo. The animal control program is administered by the Sheriff's Department. The current cost to the City of Arroyo Grande for the program is $37,600. The Sheriff's Department has informed staff that it will be increasing the contract rate by 20% for FY 2003-04 and by 20% per year for each of the two (2) fiscal years thereafter. During the current three (3) year contract which ends on June 30, 2003, the contract increased by 20%. When the new three (3) year contract is combined with the existing contract, the resulting increase in costs for animal control services will have increased by 109.6% compounded (from $31,000 at the beginning of the current contract to $64,972 at the end of the new contract). All seven (7) cities in the County are having their costs increased by 20% per year for the next three (3) years in their new contracts. County staff has stated these increas~s are necessary to cover the actual costs of providing animal control services to the municipalities. According to County staff, the County is currently subsidizing animal control services to the cities and these increases will eliminate those subsidies. Currently, the County Animal Control Services program administered by the Sheriff's Department is the only such program available to the City in San Luis Obispo County. The overall quality of services provided by the Sheriff's Department has been good. However, given the significant increase in costs set forth in the proposed contract, staff explored potential alternative sources for animal control services. One potential source was to contract with another governmental entity. Staff contacted the City of Santa Maria and the ~----~~-- CITY COUNCIL CONSIDERATION OF CONTRACT WITH THE COUNTY OF SAN LUIS OBISPO FOR ANIMAL CONTROL SERVICES MAY 27,2003 PAGE 2 County of Santa Barbara. Santa Maria contracts with Santa Barbara County for animal control services. Staff from Santa Barbara County informed City Staff that they (Santa Barbara County) were running at near full capacity at their North County facility and, as a result, could not accommodate a contract with the City at this time. They indicated that a new expanded facility has been proposed which could provide an opportunity to expand service in the future. It did appear that there was not a legal county jurisdictional issue should the City have been able to enter into a contract with Santa Barbara County. However, they were not optimistic that costs would be less than those charged by San Luis Obispo County. Additionally, staff found that there were no private vendors within the region that could provide the range of animal control services under the legal regulations which govern such services. Staff examined starting an animal control program run by the City or developing a program in partnership with surrounding communities. It was found that this option, excluding start- up costs, would be significantly more than the cost ofthe contract services provided by the County. It is estimated that the annual cost to operate an animal control program would be approximately $200,000 per year. Start up costs range from $70,000 for vehicle and equipment to well over $500,000 for the acquisition of a facility. Given these costs, the contract proposed by the County is far more cost effective. In discussing a joint partnership with the surrounding communities, Pismo Beach showed no interest and Grover Beach was lukewarm to the concept. Given this, it is again more cost effective to maintain the proposed contract with the County. A fourth alternative would be to reduce the level of service for County animal control services. In a meeting between City and County Staff, the County stated it provides only one level of services to the cities. The services provided by the County are basic animal control services and there are no enhancements. In that the services are all encompassing, there is currently little impact on the City as a result of animal control issues. If the service level was reduced, the consequences would be additional workload on the Police Department and any savings experienced by such a reduction would be offset by increased costs to the Department and, in some cases, tb other City entities, such as the City Attorney (in the prosecution of violations of animal control related ordinances and animal abatement procedures). In summary, even with the rather exorbitant increase in the new contract costs, when compared to the available alternative of forming an in-house animal control program, continuing to contract with the County for animal control services continues to be the most cost effective approach. CITY COUNCIL CONSIDERATION OF CONTRACT WITH THE COUNTY OF SAN LUIS OBISPO FOR ANIMAL CONTROL SERVICES MAY 27,2003 PAGE 3 ALTERNATIVES: The following alternatives are provided for the Council's consideration: 1. Approve staffs recommendation, or 2. Do not approve staffs recommendation and provide direction to staff. Attachment: Agreement for Animal Control Services -~--_..- ._-_.~".---- -----.._--,,-- 1 Attachment 1 SAN LUIS OBISPO COUNTY SHERIFF'S DEPARTMENT ANIMAL SERVICES DIVISION AGREEMENT FOR ANIMAL SERVICES This Agreement is made and entered into on July 1,2003, by and between the County of San Luis Obispo, hereinafter referred to as "County," and the City of Arroyo Grande, hereinafter referred to as "City," and shall be and remain in effect through and including June 30, 2006, unless sooner terminated as herein provided. WITNESSETH: THAT WHEREAS, the City is desirous of contracting with the County for performance of the hereinafter described animal services within its boundaries by the County of San Luis Obispo through the Division of Animal Services; and WHEREAS, the County is agreeable to providing such services in accordance with the provisions of the San Luis Obispo County Code Title 9, which provides for the licensing of dogs, the establishment of a public pound, and for the collection and care of stray, diseased and vicious animals; and WHEREAS, the County of San Luis Obispo. has established Animal Services to enforce the ordinances of the County Code Title 9 within the unincorporated areas of the County; and WHEREAS, the City is desirous of contracting with the County for Animal Services within the City limits. NOW, THEREFORE, IT IS AGREED AS FOLLOWS: Page 1 of 12 _..~--_.~--~.~--_._..._--~-_. -.--"- ---~..- ~..... -----~_.._-- DEFINITIONS - Used throughout as follows: Aggressive means a domestic animal attacking a human (not dog to dog or dog to livestock) and the human is in immediate danger of being injured. HouseholdlDomestic Pets I Animals means but is not limited to cats, dogs, canaries, fish, hamsters, rabbits, turtles, reptiles and other kindred animals usually and ordinarily kept as household pets. . ..... Injured Domestic Animal means life-threatening (not an abscess or other non emergent condition) to the animal requiring intervention by a veterinarian. Small Wildlife means racoons, possums, foxes and other similar sized wildlife. Business Hours means hours of operation provided by Animal Services: Monday, Tuesday, Thursday, Friday from 8:00 a.m. to 5:00 p.m., Wednesday from 8:00 a.m. to 7:00 p.m., and Saturday from 10:00 a.m. to 4:00 p.m. COUNTY RESPONSIBILITIES: Maintain an Animal Services Division - to provide management and supervision of programs, to maintain records and statistics, and enforce laws and ordinances . Animal Sheltt(r - maintain, or cause to maintain an animal shelter to provide for the care, housing, and disposal of animals impounded within. the City or County or delivered by City or County residents. Operation Permit Services - to provide permit services to all citizens of the County regardless of jurisdiction. Page 2 of 12 ~_._.~---~._--,-..- _.._--_._.~-~ -..----.-.-..-- Licensing - to provide licensing to all citizens of the County regardless of jurisdiction. . Humane Education - to provide humane education regarding responsible pet ownership, advantages of spay/neuter, rabies control information, regardless of jurisdiction. Performance Standards - County will provide measurable standards to contracting City related to licensing, services from the field, outcomes, and category of contacts. .', ~ J)ESCRIfTION OF SERVICES: 1. SHELTER PROVISIONS/ANIMAL DISPOSAL The availability of a shelter to provide care for stray animals transported by citizens to the animal shelter from within the City incorporated boundaries. This shall include the administration necessary for surrender of animals at the shelter, the care of animals during the five (5) day holding period, and final disposal of animals through redemption, adoption, or destruction. a) The receipt ofhouseh9ld pets delivered to the shelter or at ,ircp-off kennels. b) Sheltering of household pets received'at the shelter in accordance with state. regulations, local ordinances, and policies governing humane treatment of such animals. . Page 3 of 12 -,--_.._...._._~--- ~,-~---_._._-----_._-_._-- .-.--.-....,,--.-...---- c) Services for returning impounded animals to their owners, adoption of or humane destruction of animals received or brought to .the shelter. 2. ANIMAL BITE INVESTIGATIONS/OUARANTINES The taking of animal bite reports and subsequent investigations and quarantine of bite animals. Investigation of all animal bites involving humans and the quarantine of biting animals pursuant to state regulations and local ordinances. The keeping of ... .... such records and reporting ofinfonnation to the State Department of Health Services. 3. RABIES CONTROL/SUSPECT RABID ANIMAL HANDLINGtrESTING The respons~ to and attempted capture of suspect rabid wildlife and domestic animals. The destruction of such animals, proper laboratory preparation for rabies testing, transport of tissue to the County Public Health.Department for testing, and proper disposal of remains when found to be positive. Investigations of exposures to rabid animals or suspect rabid animals at large and the quarantine or destruction of animals which were in contact with rabid animals. 4. EMERGENCY SERVICES - The response to and attempted capture of injured domestic animals, transport of and medical aid to animals when needed for stabilization and subseqUent sheltering of animals. Response to potentially rabid small wildlife and domestic pets when someone is on the scene. Response to aggressive animals or animals that have bitten and the owner is not available. Hold animals relative to an arrest or accident. Emergency services shall be provided 24 hours a day, seven days a week. Page 4 of 12 ----.-_._----- --~---..__..._--.-._._------ ~.~ ---~-~_.__._- Emer~ency and after hour services for any of the followine: a) Severely injured/sick dogs or cats when legal owner unknown or unavailable. b) Hold animals relative to an arrest or accident. c) Aggressive/vicious domestic animals when legal owner unknown or unavailable and reporting party is . "." standing by. d) Bite dogs/cats when legal owners are unknown or unavailable and reporting party is standing by. e) Potentially rabid animals including small wildlife when reporting party remains on the scene. 5. PICK UP OF UNLIMITED STRAY. DOMESTIC ANIMALS FROM ONE DESIGNATED LOCATION The pick up of UNLIMITED numbel'S of stray, domestic animals from one designated location within the ~ontracting City. The City will be responsible for providing food, water, and the cleaning of designated kennels. 6. FIELD PICK UP OF UNLIMITED DOMESTIC ANIMALS. The response to and pick up of UNLIMITED numbers of stray, confined, domestic animals. The transport and care of impounded animals at the shelter as described above. Pick up shall include dogs, cats, other domestic animals during business Page 5 of 12 hours of operation, including domestic animals dead on arrival. FIELD SERVICES - defined as follows: Response of an Animal Control Officer during regular business hours to pick up any of the following within city limits on an UNLIMITED basis: 1) Confined stray domestic animal pick-up ." ... 2) Dead stray domestic ,animal pick-up 3) Owned animal pick-up (fee paid by citizen) 4) Owned dead animal pick up (fee paid by citizen) 5) Euthanasia of o~ed animals (fee paid by citizen) 6) Transportation to veterinarian of owned animal (fee paid by citizen) 7) Respond to the humane care ofinjuredlsick stray domestic animals by Good Samaritans. Medical treatment and emergency veterinary care for stray domestic animals presented to veterinarians by i-ulimal Services _employees and Good Samaritans. 7. CITIZEN COMPLAINTS The processing of citizen complaints, response to complaints, maintaining cumulative records, and action taken on complaints including, but not limited to: barking dogs, leash law violations, animal abandonment, and animal cruelty. Page 6 of 12 ---- 8. NUISANCE ABATEMENTIHEARING & COURT PROCEEDINGS The recording, filing, investigation, office hearings, iSsuance of orders to abate, and processing to court of nuisance abatements through City Attorneys' offices. All activities involved in the processing of nuisance abatement petitions, investigations, orders, hearings, including preparation for court proceedings when necessary. .'. ~ 9. FIELD ENFORCEMENT Processing and performing patrols within a specified area when requested by a citizen and issuance of citations for violations. The addition of further field enforcement other than field pick-up as described above, but not limited to: random patrol, patrol requests, ordinance violation citations, and agency assists. 10. COURT FILINGS & PROCEEDINGS Filing aggressive, cruelty, or abandonment cases to court with approval of City Attorneys' office. Collection of incident reports, photographs, etc. Court appearances and follow up related to these cases. ANIMAL SERVICES CONTRACT ENFORCEMENT COMMITTEE - There shall be an Animal Services Contract Enforcement Committee whose responsibility it will be to review and recommend on all matters of Division policy regarding overall program administration, level and quality of service, budget, and ordinance development and amendments. This Committee shall be made up of: one representative from each City contracting with the County, one representative from the County's Veterinarians' Association, one representative of the Highway Patrol, one representative from Animal Services, and one representative from the County Sheriffs Department. The Page 7 of 12 I --.--_._-~_._- "- --_.~ Committee shall receive staff support from Animal Services. COOPERATION - To facilitate theperfonnance of the foregoing functions, it is hereby agreed that the County shall have the full cooperation and assistance from the City, its officers, agents, and employees. EMPLOYEE COMPENSATION AND LIABILITY - City shall not be called upon to assume any liability for the direct payment of any salaries, wages, or other compensation to any County personnel performing services hereunder, or any liability other than that provided in the Agreement. -'. ... The city shall not be liable for compensation or indemnity to any County employee for injury or sickness arising out of his/her employment. INDEMNIFICATION - Nothing in the provisions of the Agreement is intended to create duties or obligations to, or rights in third parties not party to this contract, or affect the legal liability of either party to contract, by imposing any standard of care respecting the r~gulation and enforcement oflaws regarding animals different from the standard of care imposed by law. It is understood and agreed that neither City, nor any officer or employee thereof is responsible for any damage or liability occurring by reason of anything done or omitted to be done by the C;oUnty under or in connection with any work, authority or jurisdiction delegated to the County under this Agreement. It is also understood and agreed that pursuant to Government Code 895.4, County shall defend, indemnify and save harmless the City, all officers and employees from all claims, suits or actions of every name, kind and description brought forth or on account of injuries to or death of any person or damage to property resulting from anything done or omitted to be done by the County under or in connection with any work, authority or jurisdiction delegated to the County under this Agreement except as otherwise provided by Statute. It is understood and agreed that neither County nor any officer or employee thereof, is responsible for any damage or liability occurring by reason of anything done or omitted to be done by the City Page 8 of 12 ---~ _.._--.-._~ -.---- under or in connection with any work, authority or jurisdiction delegated to the City under this Agreement. It is also understood and agreed that pursuant to Government Code Section 895.4, City shall defend, indemnify and save harmless the County, all officers and employees from all claims, suits or actions of every name, kind and description brought forth on accoUnt of injuries to or death of any person or damage to property resulting from anything done or omitted to be done by City under connection with any work, authority or jurisdiction delegated to the City under this Agreement except as otherwise provided by Statute. EMPLOYEE STATUS - All persons employed in the performance of the services and functions specified in "Indemnification" paragraph 2 of this Agreement shall be County. employees; no present . '. ... City employee shall become a County employee by reaSon of this Agreement; and no person employed hereunder shall have any City pension, Civil Service, or any similar status or right. For this Agreement, and for the sole purpose of giving legal status to the performance of the duties and responsibilities herein, every County officer and the employee engaged in their performance of any service hereunder shall, where necessary, be deemed an officer or employee of City while performing the services for City. PROSECUTION - It shall be the duty of the City Attorney, exercising the discretion vested in his office, to prosecute violations of the City Animal O~dinance, and take appropriate legal action with respect to the abatement of any public nuisance involving animals occurring within City's corporate limits. TERM AND RENE'" AL - Thi~ Agreement shall be effective on the 1 stday of Jury 2003, and shall be subject to termination by either party upon thirty days advance written notice to the other party. Assuming neither party exercises its right to terminate this Agreement, the Agreement shall terminate on June 30, 2006. CITY NOTIFICATION - no later than May 1st of each year, each City shall be notified of proposed changes to current service level charges. The City shall notify the County no later than July 1st of their agreement to pay for services. Attachment A reflects the annual costs. CITY RESPONSIBILITY - City agrees to pay to County for County Services under this contract Page 9 of 12 SAN LUIS OBISPO COUNTY SHERIFF'S DEPARTMENT ANIMAL SERVICES DIVISION AGREEMENT FOR ANIMAL SERVICES AJ'TACHMEMT A City of Arroyo Grande agrees to pay annually for services: July 1,2003 to,June 30, 2004 $45,114.30 July 1,2004 to June 30, 2005 $54,137.16 July 1,2005 to June 30, 2006 $64,964.59 __u__~____ J - - 11.d. MEMORANDUM TO: CITY COUNCIUREDEVELOPMENT AGENCY BOARD OF DIRECTORS FROM: LYNDA K. SNODGRASS, DIRECTOR OF FINANCIAL SERVIC:ES~ SUBJECT: CONSIDERATION OF FISCAL YEAR 2002.03 THIRD QUARTER BUDGET STATUS REPORT DATE: MAY 27,2003 RECOMMENDATION: It is recommended the City CounciVAgency Board: . Approve detailed budget adjustments and reoommendations a$ shown in Schedule B. . Approve Schedules A through E included in the Third Quarter Budget StaIus Report. FUNDING: The requested actions will impact several fund budgets as outlined in the Third Quarter Budget Status Report and supporting schedules. The General Fund ending baI8nce will be impacted by the approval of the recommended revenue and appropri8ffon adjualnlents as follows: Projected Fund Balance at Mid-Year Report $2,526,200 Additional Revenues 47,550 Transfer Changes 40,150 Approved Expenditure Adjustments (17,300) Proposed Expenditure Adjustments (15.400) Total Increase to General Fund Balance 55.000 Adjusted Fund Balance 6/3012003 ~ DISCUSSION: Each year, the City Council adopts a budget, which commits resources to the accomplishment of. its policies. The Financial Services Department routinely prepares quarterly budget updates for the City Council in order to: . Conduct a review of all City funds to recommend budgetary changes to addf9SS known budget deficiencies. . Identify budget chang~ that materially impact fund balances. I _J ~--_._._._.__.~--_._.~- --------------, CITY COUNCIL CONSIDERATION OF THIRD QUARTER REPORT MAY 27,2003 PAGE 2 . Comment on any significant budget trends that will impact financial planning. . Provide a link between the City budget, the financial records, and the independent financial audit. SUMMARY OF KEY THIRD QUARTER POINTS: . The projected "Budgeted" General Fund Balance for FY 2002-03, after proposed budget adjustments, is approximately $2,581,200. . The FY 2002-03 projected $2,581,200 General Fund Balance is approximately "',150 in excess of the City Council goal of a fund . balance of 15% of appropriations ($1,617,050). . Revenue and expense comparisons are reported for the General Fund, Sewer Fund, and Water Fund for the current and prior fiscal year. FY 2002-03 General Fund reports an approximate $329,200 increase in revenues and approximately sm... increase in expenditures over the prior fiscal year. The disparity betYJeen current revenues and expenses occurs as a result of the delay in receiving major revenues until the last quarter of the year. An example of the cyclical revenue stream is the . receipt of approximately $754,000 of property tax revenues received after April 1st of last year. The '**Pt of cyclical revenues and the accrual of revenues earned in FY 2002-03, but received after July 1, 2003 will substantially increase General Fund revenues. . . The $329,200 growth in General Fund revenues resulted primarily from an increase in property tax revenue ($84,800), transient occupancy taxes ($20,_), and the refund of Workers Compensation Deposit with the Central Coast Cities Self Insurance Fund ($207,200). These increases were offset by decreases in building related permits ($48,850) and a reduction in charges for services within the Public Works Dep8rtment ($9,900) and the Parks, Recreation, and Facilities Department ($11,000). . The $707,950 increase over FY 2001-02 General.Fund expenditures is. primarily from budgeted increases in salary & benefits costs in the Public Works. (-.) , Police ($129,100), and Fire ($97,800) departments, the early retirement of Ieate contracts ($157,150), and increase in Police maintenance costs ($21,710) and mandated Police training costs ($13,600). All additional costs are within approved budgeted appropriations. . Recommended Adjustments to the General Fuoct, shown on Schedule B, reports an increase to estimated revenue of $47,550. These adjustments are recommended for revenue accounts where actual revenues exceed the budget. For instance, the Police Live Scan fingerprinting service has produced $7,400 more than was budgeted, as did the Fire Strike Team Reimbursement ($11,500). /.- CITY COUNCIL CONSIDERATION OF THIRD QUARTER REPORT MAY 27,2003 PAGE 3 . The recent failures of aged equipment resulted in a request from the Financial Services Department for a $660 appropriation to replace an ancient printer, while the Public Works Department requests an early appropriation of $4,600 to replace an un-repairable plotter. The plotter, which is budgeted for replacement in FY 2003-04, will be removed from the final Bi-Annual Budget. . A bench in the Car Corral parking lot was recently removed. Staff is requesting an appropriation of $1,000 to replace the concrete bench with one that matches the other new benches in the Village and is consistent with the Village Streetscape Plan. . In order to ensure that the City's personnel regulations are in compliance with aM federal and state regulations (last updated in 1995), staff has requested a $6.800 appropriation to update these regulations. . Operating Transfers to the CIP Fund are being reduced in the General Fund ($tO,1&O), the Traffic Facility Impact Fund ($70,650), and the Water Fund (.1.....) for the completion of projects under budget and the use of Traffic Congestion Relief funding for pavementmanagementpr~ects . Numerous changes and adjustments are recommended for the Capital Improvement Program Fund (350). Adjustments are proposed to reflect the transfer of savings from one project to another project ($10,000 from the Oak Park Widening project to the EI CampolRoute 101 project)" elimination of bond financing on the Reservoir #1 Replacement project ($2,262,100), the shifting of STIP funding responsibility <_a) to Grover Beach on The Pike Rehabilitation Project, and the receipt of the Fire Station Expansion Bond Proceeds ($1,620,000). AL TERNA TIVES: The followingaltematives are provided for City Council consideration: . 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