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Agenda Packet 2004-02-24 CITY COUNCIL Ctt! of AGENDA Arr~o Grancle Tony M. Ferrara Mayor Sandy Lubin Mayor Pro Tem Steven Adams City Manager Thomas A. Runels Council Member Timothy J. Carmel City Attorney Jim Dickens Council Member Kelly Wetmore Director, Administrative Services Joe Costello Council Member AGENDA SUMMARY CITY COUNCIL TUESDAY, FEBRUARY 24, 2004 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 3, FLAG SALUTE: BOY SCOUT TROOP 489 4, INVOCATION: PASTOR GEORGE LEPPER PEACE LUTHERAN CHURCH, ARROYO GRANDE 5, SPECIAL PRESENTATIONS: 5.a. Honorarv Proclamation Recognizina "National Enalneers Week". Februarv 22- 28.2004 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 - FEBRUARY 24, 2004 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 The recommendations for each item are noted, Any Council Member may request that any item be withdrawn from the Consent Agenda to permit discussion or change the recommended course of action, The City Council may approve the remainder of the Consent Agenda on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. 8.a. Cash Disbursement Ratification (SNODGRASS) Recommended Action: Approve the listings of cash disbursements for the period February 1, 2004 - February 15, 2004. 8.b. Consideration of Cash Flow Analysis/ADDroval of Interfund Advance from the Water Facility Fund (SNODGRASS) Recommended Action: Receive and file the January 2004 cash report and approve the interfund advance from the Water Facility Fund to cover cash deficits in other funds at January 31,2004, 8.c. Consideration of ADDroval of Minutes (WETMORE) Recommended Action: Approve the minutes of the Regular City CounciVRedevelopment Agency Meeting of February 10, 2004 as submitted. 8.d. Consideration of AdoDtlon of Ordinance Modifyina the California Public EmDloyees' Retirement System (CaIPERS) Contract (SNODGRASS) Recommended Action: Adopt Ordinance No. 554 amending the contract with the California Public Employees' Retirement System. 8.e. Reiection of Claim Aaainst City - D, Robasciottl (WETMORE) Recommended Action: Reject Claim. AGENDA SUMMARY - FEBRUARY 24, 2004 PAGE 3 9, PUBLIC HEARINGS: 9.a. Consideration' of 2004 Final Community DeveloDment Block Grant (CDBG) Proiects (STRONG) Recommended Action: Provide final approval of projects to be funded with the City's Allocation of Community Development Block Grant funds for 2004. 10, CONTINUED BUSINESS: 10.a. Consideration of City Hall ComDlex Needs Assessment and FeaslbiUty Study Site Alternatives and ADDroDrlation for ADDralsal of City Prooertv (ADAMS) Recommended Action: 1) Provide direction to staff on preferred site alternatives for the City Hall Complex Needs Assessment and Feasibility Study; and, 2) Appropriate $4,200 for an appraisal of the existing City Hall Complex properties. 11, NEW BUSINESS: 11.a. Consideration of Fundlna ReQuest bv the San Luis OblsDO County Housina Trust Fund (ADAMS) Recommended Action: Appropriate $5,000 from the Affordable Housing In-Lieu Fee Fund to provide financial assistance to the San Luis Obispo County Housing Trust Fund. 12, CITY COUNCIL REPORT: 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 SANDY LUBIN: (1) South County Area Transit (SCAT) (2) Economic Vitality Corporation (EVC) (3) Other (c) COUNCIL MEMBER THOMAS A. RUNELS: (1) Zone 3 Water Advisory Board (2) County Water Resources Advisory Committee (WRAC) (3) Other (d) COUNCIL MEMBER JIM DICKENS: (1) South County Youth Coalition (2) Other \ --- AGENDA SUMMARY - FEBRUARY 24. 2004 PAGE 4 12, CITY COUNCIL REPORTS (continued): (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) Discussion and feedback regarding City of Grover Beach Fire and Safety Enhancement Study. 15, COUNCIL COMMUNICATIONS: Correspondence/Comments as presented by the City Council. 16, STAFF COMMUNICATIONS: Correspondence/Comments as presented by the City Manager. 17, COMMUNITY COMMENTS AND SUGGESTIONS: This public comment period is an invitation to members of the community to present issues, thoughts, or suggestions, Comments should be limited to those matters that are within the jurisdiction of the City Council. The Brown Act restricts the Council from taking formal action on matters not published on the agenda. 18, ADJOURNMENT AGENDA SUMMARY - FEBRUARY 24, 2004 PAGE 5 +++++++++ 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 5.a. OF ~LIFOR~ - ~ Honorary Proclamation Recognizing WHEREAS, the City of Arroyo Grande relies on an extensive system of infrastructure and related facilities for the safe and efficient dally activities of its citizens; and WHEREAS, Engineers are highly trained professionals who utilize their scientific knowledge and technical skills in creative and innovative ways to fu1fill the essential needs and specific interests of our society; and WHEREAS, these dedicated professionals readily face the major technological challenges of our time - from rebuilding towns devastated by natural disasters, cleaning up the environment, and assuring safe, clean and efficient sources of energy; and WHEREAS, as the promise of the future unfolds before us, we, as citizens of Arroyo Grande, will look even more to our knowledgeable and skilled engineers to meet the challenges of tomorrow; and WHEREAS, "National Engineers Week" is dedicated to promoting understanding and awareness of the profession, celebrating important contributions made by engineers, and encouraging young Americans from all walks of life to pursue studies in science, math and technology. THEREFORE, be it res()lved that I, Tony M. Ferrara, Mayor of the City of Arroyo Grande, on behalf of the City Council, do hereby recognize the , tremendous contributions that engineers have made, and will continue to j make to our City, and hereby proclaim February 22-28, 2004 as "National I Engineers Week" in the City of Arroyo Grande. IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of Arroyo Grande to be affixed this 24th day of February, 2004. TONY M. FERRARA, MAYOR 8.a. MEMORANDUM TO: CITY COUNCIL FROM: LYNDA K. SNODGRASS, DIRECTOR OF FINANCIAL SERVIC~ BY: JANET M. HUWALDT, ACCOUNTING SUPERViSOr SUBJECT: CASH DISBURSEMENT RA TIFICA TION DATE: FEBRUARY 24, 2004 RECOMMENDATION: It is recommended the City Council ratify the attached listing of cash disbursements for the period February 1 - February 15, 2004. FUNDING: There is a $771,227.74 fiscal impact. All payments are within the existing budget. DISCUSSION: The attached listing represents the cash disbursements required of normal and usual operations. It is requested that the City Council approve these payments. AL TERNA TIVES: The following alternatives are provided for the Council's consideration: . Approve staffs recommendation; . Do not approve staffs recommendation; . Provide direction to staff. Attachments: Attachment 1 - Cash Disbursement Listing Attachment 2 - February 2, 2004 Accounts Payable Check Register Attachment 3 - February 3, 2004 Accounts Payable Check Register Attachment 4 - February 6, 2004 Accounts Payable Check Register Attachment 5 - February 6, 2004 Payroll Checks and Benefit Checks Attachment 6 - February 13, 2004 Accounts Payable Check Register -- .""."O~___ ATIACHMENT1 CITY OF ARROYO GRANDE CASH DISBURSEMENTS ?7M de 'PetritNt ~?7~ 1 7~ ?7~ 15. 2004 ~. February 24, 2004 Presented are the cash disbursements issued by the Department of Financial Services for the period February 1 to February 15, 2004. Shown are cash disbursements by week of occurrence and type of payment. February 02, 2004 Accounts Payable Check 114225 2 $ 2,894.83 February 03, 2004 Accounts Payable Check 114228 3 1,400.38 February 06, 2004 Accounts Payable Cks 114230-114323 4 174,053.83 Payroll Checks and Benefit Checks 5 350,710.89 524,764.72 February 13, 2004 Accounts Payable Cks 114353-114405 6 242,167.81 Two Weeks Total $ 771.227,74 -_.._~ CI1Y OF ARROYO GRANDE INDEX FOR BUDGET DEPARTMENTS EDEN COMPUTER SYSTEM GENERAL FUND (010) SPEQAL 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 - So1o Sport Complex 5901-5999 - Water Projects 4213 - Government Buildings 4460 - Parkway Maintenance DepL Index for Coundl - 1: t-- co t-- 1.0 0 '<:t '<:t 1.0 0 1.0 ..... 0> 0 0 ..... ::J "! 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UN ..... ..... ...... ...... ...... > 0 m ~ --._- ~ - "2QO'-\- 03 ATTACHl1ENT 5 CITY OF ARROYO GRANDE DEPARTMENTAL LABOR DISTRIBUTION PAY PERIOD 01/16/04 - 01/29/04 02/06/04 FUND 010 314,465.73 Salaries Full time 173,923.65 FUND 220 16,553.51 Salaries Part-Time - PPT 24,318.85 FUND 284 909.97 Salaries Part-Time - TPT 5,437.44 FUND 612 5,412.47 Salaries OverTime 10,880.32 FUND 640 13,369.21 Salaries Standby 392.62 350,710.89 Holiday Pay 19,609.35 Sick Pay 4,620.59 Annual Leave Buyback - Vacation Buyback 2,911.55 Sick Leave Buyback - Vacation Pay - Comp Pay 5,565.79 Annual Leave Pay 525.19 PERS Retirement 38,074.01 Social Security 17,882.97 PARS Retirement 278.13 State Disability Ins. 1,126.71 Deferred Compensation 700.00 Health Insurance 35,821.74 Dental Insurance 4,324.47 Vision Insurance 975.03 Life Insurance 735.00 Long Term Disability - Uniform Allowance 1,632.48 Car Allowance 875.00 Council Expense - Employee Assistance - Boot Allowance - Motor Pay 100.00 - 350,710.89 --------- ~ 1! 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N N N N N ~ ~ g -g..0'> 0 ...... N ('I') ... N U.! 00 a> a> a> 0'> .It! N ~ U ('I') ('I') ('I') ('I') ('I') :c ... c j ~ ~ ~ ~ ~ ~S ~ ~~ ..... ..... ...... ~ 8.b. MEMORANDUM TO: CITY COUNCIL FROM: LYNDA K. SNODGRASS, DIRECTOR OF FINANCIAL SERVICE' SUBJECT: CONSIDERATION OF ACCEPTANCE OF CASH FLOW ANAL YSI AND APPROVAL OF INTERFUND ADVANCES FROM THE WATER AND WATER FACILITY FUNDS DATE: FEBRUARY 24, 2004 RECOMMENDATION: It is recommended the City Council: . Accept the January 2004 cash report, . Approve the interfund advance of $1,775,789 from the Water and the Water Facility Funds to cover cash deficits in other funds as of January 31,2004. FUNDING: No outside funding is required. DISCUSSION: Revenues in individual funds are earned in uneven amounts during each month of the year; however, expenses in these funds are paid out in fairly consistent amounts. These differences cause some funds to have temporary cash deficits while waiting for revenues to equal expenses. For investment purposes, the City pools cash in individual funds into one bank account. Since the City pools the cash of all funds, individual fund shortages are not readily apparent. However, in reality, funds with excess cash are "financing" the shortages in other funds until revenues equal expenses. This report is prepared to present to the City Council individual fund shortages and the funds financing those shortages. By year-end, all funds are expected to have positive cash balances. AL TERNA TIVES: The following alternatives are provided for City Council consideration: - Approve staff recommendation and accept the report; - Do not approve staff recommendation and decline the report; - Modify as appropriate and approve staff's recommendation; - Provide direction to staff. Attachment: A - Cash Balance/lnterfund Advance Report -------. ATTACHMENT A CITY OF ARROYO GRANDE CASH BALANCE / INTERFUND ADVANCE REPORT At January 31,2004 Balance at Recommended Revised Fund 01/31/04 Advances Balance 010 General Fund 2,236,580 2,236,580 210 Fire Protection Impact Fees 185,679 185,679 212 Police Protection Impact Fees 44,970 44,970 213 Park Development 575,700 575,700 214 Park Improvement 138,011 138,011 215 Recreation Community Center 10,398 10,398 217 Landscape Maintenance 33,532 33,532 220 Street (Gas Tax) Fund 38,070 38,070 221 Traffic Congestion Relief 42,970 42,970 222 Traffic Signalization 514,675 514,675 223 Traffic Circulation 464,843 464,843 224 Transportation Facility Impact 1,993,597 1,993,597 225 Transportation (6,210) 6,210 0 226 Water Neutralization Impact 779,147 779,147 230 Construction Tax 105,095 105,095 231 Drainage Facility 26,264 26,264 232 In-Lieu Affordable Housing 937,327 937,327 241 Lopez Facility Fund 1,106,899 1,106,899 250 CDBG Fund (t 7,220) 17,220 0 271 State COPS Block Grant Fund 52,168 52,168 272 Calif. Law Enf. Technology Grant (7,259) 7,259 0 279 00-01 Fed Local Law Enforcement Grant 67 67 284 Redevelopment Agency 18,812 18,812 285 Redevelopment Set Aside 148,661 148,661 350 Capital Projects (1,609,113) 1,609,113 0 470 Fire Station G.O. Debt Service 44,108 44,108 612 Sewer Fund 24,140 24,140 634 Sewer Facility 164,763 164,763 640 Water Fund 2,938,190 (454,429) 2,483,761 641 Lopez (113,987) 113,987 0 642 Water Facility 1,301,360 (1,301,360) 0 751 Downtown Parking 17,321 17,321 760 Sanitation District Fund (2,000) 2,000 0 Total City Wide Cash 12,187,558 0 12,187,558 THE ABOVE LISTING ARE THE CASH BALANCES SHOWN IN THE GENERAL LEDGER OF THE CITY OF ARROYO GRANDE AS OF JANUARY 31, 2004. S}_<?A ~9-~r~ da K. Snodgrass Director of Financial Services I.c. MINUTES REGULAR MEETING OF THE CITY COUNCIUREDEVELOPMENT AGENCY TUESDAY, FEBRUARY 10,2004 COUNCIL CHAMBERS, 215 EAST BRANCH STREET ARROYO GRANDE, CALIFORNIA 1, CALL TO ORDER Mayor/Chair Ferrara called the Regular City Council/Redevelopment Agency meeting to order at 7:00 p.m. 2, ROLL CALL City Council: Council Members Runels, Dickens, Costello, Mayor Pro Tem Lubin, and Mayor Ferrara were present. RDA: Board Members Runels, Dickens, Costello, Vice Chair Lubin, and Chair Ferrara were present. City Staff. Present: City Manager Adams, City Attomey Carmel, Director of Administrative Services Wetmore, Director of Financial Services Snodgrass, Director of Public Works Spagnolo, Community Development Director Strong, and Planning Intern Andrea Koch. 3, FLAG SALUTE Members of Boy Scout Troop 26 led the Flag Salute. 4, INVOCATION Mayor/Chair Ferrara delivered the invocation. 5, SPECIAL PRESENTATIONS 5,a, Mayor's Commendation Recognizing Eddie and Dorothy EI-Helou, the Arroyo Grande Valley Kiwanis Club, the Arroyo Grande Firefighters Association and John and Joan McGrath for Contributions Received for the Village Streetlight "Let There Be Lights" Program, Mayor Ferrara presented Mayor's Commendation certificates to Eddie and Dorothy EI-Helou; Bill Clark, representing Arroyo Grande Valley Kiwanis Club; and John and Joan McGrath in recognition of their generous monetary contribution to the Village Streetlight "Let There Be Lights" Program. 5,b, Proclamation Recognizing February 24, 2004 as "Spay Day USA 2004", Mayor Ferrara presented an Honorary Proclamation to Cheryl Penkal recognizing February 24, 2004 as "Spay Day USA". 6. AGENDA REVIEW 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 COUNCIUREDEVELOPMENT AGENCY MINUTES FEBRUARY 10, 2004 PAGE 2 7, CITIZENS' INPUT. COMMENTS. AND SUGGESTIONS None. 8, CONSENT AGENDA . Mayor Pro Tem Lubin referred to Item 8.b" Statement of Investment Deposits, acknowledging and thanking Financial Services Director Snodgrass for her efforts in protecting the City's funds through wise investments. Mayor Pro Tern Lubin moved, and Council Member Dickens seconded the motion to approve Consent Agenda Items 8.a. through 8.j., with the recommended courses of action. The motion carried on the following roll-call vote: AYES: Lubin, Dickens, Runels, Costello, and Ferrara NOES: None ABSENT: None 8,a, Cash Disbursement Ratification. Action: Approved the listing of cash disbursements for the period January 16, 2004 through January 31,2004. 8,b, Statement of Investment Deposits. Action: Received and filed the report of current investment deposits as of January 31,2004. 8.c, Consideration of Acceptance of Audited Annual Flnanclal.Reports, [COUNCIURDA] Action: Received and filed the respective Audited Annual Financial Reports for the Fiscal Year ended June 30, 2003. 8,d, Consideration of Pre-tax Payroll Deduction Plan for Service Credit Purchases In the California Pubic Employees Retirement System (CaIPERS). Action: Adopted Resolution No. 3733 to allow employees purchasing service credit with CalPERS to make such purchases on a pre-tax basis. 8.e, Consideration of Approval of Purchase and Sale Agreement With International Union of Operating Engineers for Property Located at 206 North Halcyon Road, Action: Approved and authorized the Mayor to execute the purchase and sale agreement with International Union of Operating Engineers for property located at 206 North Halcyon Road. 8,f, Consideration of Approval of Minutes, Action: Approved the minutes of the Regular City Council Meeting of January 27, 2004 as submitted. 8,9, Consideration of Authorization to. Close City Streets and Use City Property for the Annual Arroyo Grande Strawberry Festival on May 29-30, 2004; Temporary Use Permit No. 04-001. Action: Adopted Resolution No. 3734 authorizing the closure of City Streets and use of City Property for the Annual Arroyo Grande Strawberry Festival, May 29-30, 2004. 8,h, Consideration of Authorization to Solicit Bids for Reservoir No, 1 Replacement Project, PW 2003-7. Action: 1) Approved the plans and authorized the solicitation of public construction bids for the Reservoir No. 1 Replacement Project; and, 2) Directed the Director of Administrative Services to file a Notice of Determination. -~._- CITY COUNCIUREDEVELOPMENT AGENCY MINUTES FEBRUARY 10, 2004 PAGE 3 8,1, Consideration of Renewal of Agreement with AGP Video for Cablecasting Services, Action: Approved the Agreement with AGP Video for cablecasting services. 8,j, Consideration' of Designation of Agent (FEMA Reimbursement for 2003 Earthquake Damages). Action: Adopted . Resolution No. 3735 designating the City Manager, Financial Services Director and the Public Works Director as the City's agents for the purpose of requesting reimbursement for earthquake damages from the Office of Emergency Services (OES) in December 2003 (Disaster FEMA 1505-DR). 9, PUBLIC HEARINGS: 9,a, Consideration of Appeal of the Planning Commission's Denial of Viewshed Review Case No. 03-008; 363 Spanish Moss Lane Planning Intern Koch presented the staff report and recommended the Council adopt a Resolution denying the appeal and. affirming the Planning Commission's denial of Viewshed Review Case No. 03-008. Mayor Ferrara opened the public hearing. Doua Scotto, appellant, gave a PowerPoint presentation highlighting his proposed project. Upon hearing no further public comments, Mayor Ferrara closed the public hearing. Council discussion was held regarding the original intent and establishment of patio homes in I this Planned Development neighborhood as it relates to scale and character; that the proposed project would be more intrusive to the neighborhood than other neighborhood I remodels; acknowledgement of the neighborhood's past attempts to establish a f I Homeowners Association; that this was not technically a view-shed issue; and whether or not ! this proposal should be pursued through a Planned Development Amendment. The Council suggested that the applicant work with staff to consider and analyze the value of a Planned Development Amendment so that proposals of this nature could be better evaluated based . on established codes. The Council unanimously supported the Planning Commission's decision. Council Member Costello moved to adopt a Resolution as follows: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE DENYING THE APPEAL OF VIEWSHED REVIEW CASE NO. 03-008, LOCATED AT 363 SPANISH MOSS, APPLIED FOR BY DOUG AND KIM SCOTTO. Mayor Pro Tem Lubin seconded the motion, and on the following roll-call vote: AYES: Costello, Lubin, Dickens, Runels, Ferrara NOES: None ABSENT: None There being 5 A YES and 0 NOES, the motion is hereby declared to be passed. -..- CITY COUNCIUREDEVELOPMENT AGENCY MINUTES FEBRUARY 10, 2004 PAGE 4 10, CONTINUED BUSINESS: None. 11, NEW BUSINESS: 11,a, Consideration of Fiscal Year 2003-2004 Mid-Year Budaet Status Report, [COUNCIURDA] Financial Services Director Snodgrass presented the staff report and recommended the City CounciVRedevelopment Agency Board of Directors: 1) Approve detailed budget adjustments and recommendations; 2) Approve or deny requests for additional appropriations in the General Fund as detailed; and, 3) Approve Schedules A through E included in the Mid-Year Status Report. Mayor/Chair Ferrara opened the item for public comment, and upon hearing none; he closed the public comment period and brought. the item back to the CounciVRDA Board for consideration. Following Council/Board comments, Mayor Pro TemNice Chair Lubin moved to: 1) Approve detailed budget adjustments and recommendations; 2) Approve requests for additional appropriations in the General Fund as detailed; and, 3) Approve Schedules' A through E included in the Mid-Year Status Report. Council/Board Member Runels seconded the motion, and on the following roll-call vote: AYES: Lubin, Runels, Dickens, Costello, Ferrara NOES: None ABSENT: None There being 5 A YES and 0 NOES, the motion is hereby declared to be passed. 12, CITY COUNCIL MEMBER ITEMS: None. 13, CITY MANAGER ITEMS None. 14. COUNCIL COMMUNICATIONS Mayor Pro Tem Lubin stated that for informational purposes, he was pleased to announce that Diane Sheeley is employed with The Credit Bureau of San Luis Obispo & Santa Barbara Counties. Council Member Costello announced that he would not be present at the next regular Council meeting. Mayor Ferrara announced that William Harrer, Chairman of the City's Senior Advisory Commission had passed away on Monday. He requested that the Council adjoum the meeting in honor and in memory of Mr. Harrer. - ------... CITY COUNCIUREDEVELOPMENT AGENCY MINUTES FEBRUARY 10, 2004 PAGE 5 15, STAFF COMMUNICATIONS None. 16, COMMUNITY COMMENTS AND SUGGESTIONS None. 17. ADJOURNMENT Mayor Pro Tem Lubin moved, Council Member Costello seconded, to adjourn the meeting in honor and in memory of William Harrer. The motion passed unanimously, and the meeting was adjourned at 8:24 p.m. Tony M, Ferrara, Mayor/Chair , ATTEST: Kelly Wetmore, Director of Administrative Services/ Deputy City Clerk/Agency Secretary (Approved at CC Meeting ) --.. --.----_... I.d. MEMORANDUM TO: CITY COUNCIL FROM: LYNDA K. SNODGRASS. DIRECTOR OF FINANCIAL SERVICE~ SUBJECT: CONSIDERATION OF ADOPTION OF ORDINANCE NO, 554 MODIFYING THE CALIFORNIA PUBLIC EMPLOYEES' RETIREMENT SYSTEM (CaIPERS) CONTRACT DATE: FEBRUARY 24, 2004 RECOMMENDATION: It is recommended the City Council adopt Ordinance No. 554 amending the contract with California Public Employees' Retirement System. FUNDING: During last year's City negotiations with the Arroyo Grande Career Firefighters, the single highest year provision was discussed, the cost calculated, and ultimately a clause was included in the final Memorandum of Understanding (MOU) whereby the single highest year compensation calculation will be effective on July 1, 2004. At the time of negotiations, the cost of the provision for FY 2004-05 was estimated to be $16,500. CalPERS recently provided the employer contribution rate for FY 2004-05 and a current actuarial cost of the single highest year provision. CalPERS calculated the new provision would increase City costs by 2.237% of firefighter wages. This calculates into approximately $10,500 annually. However, the FY 2004-05 budget was drafted using estimated employer rates of 27.01%; the CalPERS stipulated rate after the provision will be 26.023%; which will result in a small saving of approximately $6,000. Therefore, all costs can be accommodated within the adopted FY 2003-04 budget. DISCUSSION: The attached Ordinance was introduced, without modification, at the City Council meeting of January 27,2004. The ordinance and contract change modified the method of calculating a fire safety employee's retirement from a three.;.year earning average to the single highest year of earning. As discussed at the January 27th City Council meeting, the Memorandum of Understanding with the Arroyo Grande Career Firefighters provides for a July 1, 2004 implementation of the single highest year modification. This modification will increase the City's annual contribution rate for firefighters by 2.237%, or $10,500 per year. CONSIDERATION OF ADOPTION OF ORDINANCE NO. 554 CITY COUNCIL FEBRUARY 24, 2004 PAGE 2 AL TERNA TIVES: The following alternatives are presented for the City Council's consideration: - Approve staff recommendation; - Deny staff recommendation; - Modify staff recommendation and approve; - Provide direction to staff, ORDINANCE NO, 554 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE AMENDING THE CONTRACT BETWEEN THE CITY AND THE BOARD OF ADMINISTRATION OF THE PUBLIC EMPLOYEES' RETIREMENT SYSTEM WHEREAS, the City of Arroyo Grande, County of San Luis Obispo, State of California ("City") is duly authorized and existing under the laws of said State; and WHEREAS, the City of Arroyo Grande has contracted with the Board of Administration of the California Public Employees' Retirement System to provide retirement benefits to the employees; and WHEREAS, the City of Arroyo Grande wishes to adopt the provisions of Section 20042 (One-Year Final Compensation) for local fire members only. NOW. THEREFORE, BE IT ORDAINED, by the City Council of the City of Arroyo Grande, as follows: Section 1: That an amendment to the contract between the City Council of the City of Arroyo Grande and the Board of Administration of the California Public Employees' Retirement System is hereby authorized, a copy of said amendment being attached hereto, marked "Exhibit", and by such reference made a part hereof as though herein set out in full. Section 2: The Mayor of the City of Arroyo Grande is hereby authorized, empowered, and directed to execute said amendment for and on behalf of said City. Section 3: Within fifteen (15) days after passage of this Ordinance, it shall be published, together with the names of the Council Members voting thereon, in a newspaper of general circulation within the City. Section 4: This Ordinance shall take effect thirty (30) days after 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 passed and adopted this day of 2004. _"'"'''~'___'''''''''''U__ ORDINANCE NO, 554 PAGE 2 TONY M, FERRARA, MAYOR ATTEST: KELL Y WETMORE, DIRECTOR OF ADMINISTRATIVE SERVICES/ DEPUTY CITY CLERK APPROVED AS TO CONTENT: STEVEN ADAMS, CITY MANAGER APPROVED AS TO FORM: TIMOTHY J, CARMEL, CITY ATTORNEY A : CalPERS EXHIBIT California Public Employees' Retirement System . AMENDMENT TO CONTRACT - Between the Board of Administration 'California Public Employees' Retirement System and the . . City Council City of Arroyo Grande . The Board of Administration, California Public Employees' Retirement System, hereinafter referred to as Board, and the governing body of the above public agency, hereinafter referred to as Public Agency, having entered into a contract effective July 10, 1964, and witnessed June 16, 1964, and as amended effective September 16, 1966, May 24, 1973, July 4, 1980, June 24, 1988, February 12, 1999, October 15, 1999, September. 28, 2000 and January 4, 2002 which provides for participation of Public Agency in said System, Board and Public Agency hereby agree as follows: ~ . , A. Paragraphs 1 through 13 are hereby stricken' from said contract as executed effective January 4, 2002, and hereby replaced by the following paragraphs numbered 1 through 13 inclusive: 1. All words and terms used herein which are defined in the Public Employees' Retirement Law shall have the meaning as defined therein unless otherwise specifically provided. "Normal retirement age" shall mean age 55 for local miscellaneous members; age 50 for local fire members and age 55 for local police members. ..,,-<_. .... -- I I~"" PLEASE DO N01 S\GN :lEx.'~"o!-" . 2. Public Agency shall participate in the Public Employees' - Retirement System from and after July 1 0, -1964 making its employees as hereinafter provided, members of said System subject to all provisions of the Public Employees' Retirement Law except such as apply only on election of a contracting agency and are not provided for herein and to all amendments to said Law hereafter enacted except those, which by_ express provisions thereof, apply only on the election of a contracting agency. 3, Employees of Public Agency in the' following classes shall become m~mbers of said .Retirement System except such in each such class as are excluded by law or this agreement: a. Local Fire Fighters {herein referred to as local ~afety members}; b. Local Police Officers {herein referred to as local safety members}; c. Employees other than local safety members (herein referred to as local miscellaneous members). 4. In addition to the classes of employees excluded from membership by said Retirement Law, the following classes of employees shall not become members of said Retirement System: a. EMPLOYEES COMPENSATED ON AN HOURLY BASIS; AND b. ELECTED OFFICIALS. 5. The percentage of final compensation to be provided for each year of credited prior and current service as a local miscellaneous member shall be determined in accordance with Section 21354 of said Retirement Law subject to the reduction provided therein for Federal Social Security (2% at age 55 Modified and Full). · .6. The percentage of final compensation to be provided for each year of . credited prior and current seryice as a local fire member shall be determined in accordance with Section 21362 of said Retirement Law subject to the reduction provided therein for Federal Social Security (2% at age 50 Modified). 7, The percentage of final compensation to be provided for each year of credited prior and current service as a local police member shall be determined in accordance with Section 21363.1 of said Retirement Law subject to the reduction provided therein for Federal Social S~curity (3% at age 55 Modified). "r-\iL' \ ':) 1-.;-" ! PLEASE 00 NOT-SiGN t~\\ i.ui I \.;:~. 8. Publ~c. Agency elected and elects to be subject to. the following optional provIsions: a. Section 21222.1 (One-Time 5% Increase -1970). Legislation repealed said Section effective January 1, 1980. b. Section 20965 (Credit for Unused Sick Leave). c. Section 21024 (Military Service Credit as Public Service), Statutes of 1976. d. Section 21027 (Military Service Credit for Retired Persons). '. - e. Section 20042 (One-Year Final Compensation). 9. Public Agency, in accordance with Government. Code .Section 20790, ceased to be an "employer-' for purposes of Section 20834 effective on July 4, 1980. Accumulated contributions of Public Agency shall be fixed and determined as provided in Government Code Section 20834, and accumulated contributions thereafter shall be held by the Board as provided in. GOvernment Code Section 20834. 10. Public Agency shall contribute to said Retirement System the contributions determined by actuarial valuations of prior and future service liability with . respect to local miscellaneous members and local safety members of said Retirement System, 11, Public Agency shall also contribute to said Retirement System as follows: a. A reasonable amount, as fixed by the Board, payable' in one installment within 60 days of date of contract to cover the costs of administering said System as it affects the employees of Public , Agency, not including the costs of special valuations or of the , , periodic investigation and valuations required by law. b. A reasonable amount, as fixed by the Board, payable in one installment as the occasions arise, to cover the costs of special valuations on account of employees of Public Agency, arid costs of. the periodic investigation and valuations required by law. 12. Contributions required of Public Agency and its employees shall be subject to adjustment by Board on account of amendments to the Public Employees' Retirement Law, and on account of the experience under the Retirement System as determined by the periodic investigation and valuation required by said Retirement Law. 13. Contributions required of Puplic Agency and its employees shall be paid by Public Agency to the Retirement System within fifteen days after the end of the period to which said contributions refer or as may be prescribed by Board regulation. If more or less, than the correct amount of contribution's is paid for any. period, proper adjustment shall be made in 'connection with subsequent remittances. Adjustments on account of errors in contributions required of -any employee may be made by direct, payments between the employee and the Board. B. This amendment shall be effective on the day of. , . BOARD OF ADMINISTRATION . CITY COUNCIL ... PUBLIC EMPLOYEES' RETIREMENT SY~FM CITY OF ARROYO GRANDE , ~ . BY ''J$ BY ~~\ KENNETH W, MARZION, CHI~ ,PRESIDING OFFICER ~\ '5' ACTUARIAL & EMPLOY~ ~CES DIVISION . -;\v%' . PUBLIC EMPLOYEES' ~ 'I~EMENT SYSTEM~~<(./ ~. . ~~ ~('",.,,,, ~' , ~~ -< . ',' . .<~..~;;v Witness Date ~) ':-, " V' ~~. ( ).... Attest: t- c--<... < \ ,"".- ,~ . ..' . ..,. Clerk f f f AMENDMENT ER# 0545 PERS-CON-702A (Rev. 8\02) 8.e. MEMORANDUM TO: CITY COUNCIL FROM: KELLY WETMORE, DIRECTOR OF ADMINISTRA TIVE SERVICE~ SUBJECT: REJECTION OF CLAIM AGAINST CITY - D, ROBASCIOTTI DATE: FEBRUARY 24, 2004 RECOMMENDATION: It is recommended the City Council reject the attached Claim for Damages against the City filed by David and Lori Robasciotti, 178 S. Elm Street, Arroyo Grande. FUNDING: None. DISCUSSION: The City's insurance administrators have reviewed the claim of David and Lori Robasciotti and recommend it be rejected. Attachments: 1.. Claim 2. Status Report 3. Rejection Letter ,. NOTICE OF CLAIM AGAINST THE CITY OF ARROYO GRANDE,CALIFORNIA R~V~t} . , Ci'fY DP ARROYO GR.~f,DE (Government Code ~ 910, 910:2) 04 JAN -2 PH ~: 22 INSTRUCTIONS (Please read carefully): . Claims related to injury to person or damage to personal . property must be presented to the City within six (6) months from the date of loss. + Claims related to any other loss must be presented not later (!.~ ~I (A.1XY~r~, than one (1) year from the date of loss. . Answer all items fully and to the best of your knowledge and ~5~ information. Failure to do so may result in your claim being found insufficient. l),txeuW~ (;v . If more space is needed to provide requested information, please attach additional pages identifying paragraphs(s) being ~ answered. P~li(,W~~'r- TO: CITY CLERK Wi J;-kffp'f CITY OF ARROYO GRANDE p, O. BOX 550 (214 E. BRANCH STREET) ARROYO GRANDE, CA 93421 Date and Time Filed with the City Clerk [City Use Only] 1. Claimant's Name:~ V ("cl .~ 1-0('; Ko 6~;o H-t . Date of Birth: _1 - 8 -' fDb Daytime Phone: <e:s> ~ ~ -0 loB 2. Claimanfs Mailing Address: IT- Af(,O:~p e, lO.nJe.. ~ 93c.f J-O L/~ 'S. Fr~ c.; Street Number - Street - Apt No. - City - State - Zip 3. Claimanfs S S N: Home Phone: ~ Ylt.{ -Q77 f 4. Date of loss: \ - ?- - 0 L.J Timeofloss:~ 5. location of loss (Spec' possible. Example: 5 feet east of west corner of Elmira Road and Peabody): \ a..+ <0 sed you to m~ke this claim: 1m \ ~~ 7. What specific injury, damages or ,other losse [( NOTICE OF CLAIM AGAINST THE CITY OF ARROYO GRANDE, CALIFORNIA Page 2 8. What amount of money are you seeking to recover? (Check one of the boxes below): [] The amount claimed total~ less than $10,000. Enter the amount claimed here: $ LA t'\ .KV\orJ.)y\ . [] The amount claimed is more lhan $10,000 but not over $25,000; jurisdiction rests in Municipal Court. [] The amount claimed is more than $25,000; jurisdiction rests in - Superior Court. 9. How was this amount calculated? (Itemize and attach bills, repair estimates, receipts, etc.; if claim is for veh~ damage, obtain and attach two (2) repair estimates): M A- M ~.~ --k'IM~ 10. What is your basis for claiming that the City or City employee(s) are the cause of your injury, damages or loss? \ \'V'\.~ ~rk (('of"S ~~ Y'v\ t"J..\ ~ 6toCD~- Uf yva.{~ 11. What are the name(s) of the City employee(s) whom you allege caused your injury, damages or loss, if known? ~ 12. Name, address and phone number of any witnesses who can substantiate your claim: Q~ Li\>p C~Ci~ e L.f~'f -~~(;)..q - - k:~~ (\~~~J.~'~}~IC~~. 13. Any additional information that you believe might be helpful to the City in considering this claim: 14. All notices and communications with regard to this claim will be directed to the Claimant shown in lines 1 and 2 above unless you complete the following to identify to whom further communication should be directed: Name: Relationship: Address: State: ZIP: Daytime Phone: L-) l:iome Phone: ( ) lIWe, the undersigned, declare under penalty of perjury that l!we have read the foregoing claim for damages and know the contents thereof; that the same is true of my/our own knowledge and belief, save and except as to those matters wherein stated on info ation and belief, and as them, l!we believe to be true. " , v,cl \ - ~-O Claimant Printed Name aimant ature Date Signed (Note: If someone files the claim on behalf of the claimant, the person making the claim on behalf of the claimant should sign above.) " Claimant 'Printed Name Claimant Signature Date Signed' . WARNING: PRESENTATION FOR ALLOWANCE OR PAYMENT OF A FALSE OR FRAUDULENT CLAIM, WITH INTENT TO DEFRAUD, IS A CRIME PUNISHABLE AS A FELONY UNDER CALIFORNIA PENAL CODE, SECTION 72, AND INSURANCE CODE, SECTION 1871.1. l . : ~~A RECEIVED. rJT" pr- Aw'ryo l"''' "'~'1::- v I ur . t\ J \j:\;","; .....:- 04 FEB 19 PH 5: 3g February 9, 2004 --- ... City of Arroyo Grande P.O. Box 550 Arroyo Grande, CA 93420 Attention: Steven Adams, City Manager - RE: My Principal : City of Arroyo Grande DOl . 1/2104 . Claimant . David Robasciotti . My File No. . S142805 Dear Mr. Adams: PREVIE'V: The claimant alleges sewage back up :ITom sewer main blockage. REPLY REOUEST GOVER1't~IENT CODE REOUIREMEl'.TI Action By Public Entity: I recommend that the C~ty forward a standard rejection letter to the following claimant: David and Lori Robasciotti 178 S. Elm St. Arroyo Grande CA 93420 Please forward a copy of this rejection letter to this office for our file. Statute Of Limitations: The statute of limitations will expire six months :ITom the rejection CARL WARREN & CO. . An Employee-Owned Company CLAIMS MANAGEMENT. CLAIMS ADJUSTERS P.O. Box 1052 · San Luis Obispo, CA 93406-1052 Phone: (805) 544-7963 · Fax: (805) 544-1068 , I City of Arroyo Grande Steve Adams February 9,2004 Page Two (SI42805) CITY REPORT Per Shane Taylor, Public Works Director, the main sewer line that serviced the claimant's property was clogged. The cause of the clog was not determined. The main was last cleaned on February 25,2003. Per City records, this sewer main is cleaned annually. LIABILITY The City is not responsible for this loss. The records indicate this sewer main was properly and routinely maintaIned. This event was unforceable and beyond the control of the City. The City was not negligent. The claim should be rejected. The home was built in 1967. It is not clear whether the property was required to have a backwater valve at time of the construction of the home. It is immaterial for this loss. A backwater valve was subsequently installed by a plumber for the claimant. COM:MENT: I am placing my file on diary for March 30, 2004 awaiting receipt of requested copy of the rejection letter. Cc. Carl Warren & Co. Attention: Dwight Kunz . . ~~o/' P .0, Box 550 ~..€1~ . ..,214 East Broch, Street. ' ~rroyo GraDdejCA,93421'. '.,'.J..(. p'hone:(805) 473.-5414, .' - ADMINISTRATIVE SERVICES F AX: (~5)473-0386' .... ..... . E-MaD: agcity@arroYolrode.OJj'.': . . -:'..,- February 25, 2004 David and Lori Robasciotti 178 S. Elm Street Arroyo Grande CA 93420 REJECTION OF CLAIM PRESENTED WITHIN SIX MONTHS Notice is hereby given that the claim you presented to the City of Arroyo Grande on January 4, 2004, was rejected by the City Council on February 24, 2004. WARNING Subject to certain exceptions, you have only six (6) months from the date this notice was personally delivered or deposited in the United States mail to file a Court Action in a Municipal or a Superior Court of the State of California on this claim (See Government Code Section 945.6). . You may seek the advice of an attorney of your choice ih connection with this matter. If you desire to consult an attorney, you should do so immediately. Kelly Wetmore Director of Administrative Services c: City Manager City Attorney Director of Public Works Carl Warren & Co. .' - ., . '. 9.a. CITY OF ARROYO 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: APPLICANT: City of Arroyo Grande LOCA TION: Citywide PROPOSAL: The City Council is requested to provide final approval of projects to be funded with the City's allocation of Community Development Block Grant (CDBG) funds for 2004. The City of Arroyo Grande is a participant with the County of San Luis Obispo and other cities therein as an "Urban County" under the Federal Department of Housing and Community Development Block Grant Program. ENVIRONMENTAL DETERMINA TION: Categorically Exempt REPRESENT A TIVE: Jim Bergman, Assistant Planner In compliance with the California Environmental Quality Act (CEQA), it has been determined pursuant to Section 15061 (b)(1) of the CEQA Guidelines that the activity is not a project as determined in Section 15378. Any person affected or concerned by this proposal may submit written comments to the Administrative Services Department before the City Council hearing, or appear and be heard in support of or opposition to the project. Any person interested in the proposal can contact the Community Development Department at 214 E. Branch Street, Arroyo Grande, California, during normal business hours (8:00 a.m. to 5:00 p.m.). 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, FEBRUARY 24,2004 AT 7:00 P.M. PLACE OF HEARING: ARROYO GRANDE CITY COUNCIL CHAMBERS 215 E. BRANCH STREET ARROYO GRANDE, CALIFORNIA 93420 ~N<- Publish 1 T, Friday, February 13, 2004 MEMORANDUM TO: CITY COUNCIL FROM: ~B STRONG, COMMUNITY DEVELOPMENT DIRECTORK. S . BY: . BERGMAN, ASSIST ANT PLANNER SUBJECT: CONSIDERATION OF PROGRAM YEAR 2004 COMMUNITY DEVELOPMENT BLOCK GRANT PROJECTS (CDBG) DATE: FEBRUARY 24, 2004 RECOMMENDATION: It is recommended the City Council adopt the attached Resolution to approve projects to be funded with the City's allocation of Program Year 2004 CDBG funds. FUNDING: The County has estimated that approximately $127,624.in CDBG funds will be available to the City in the fall of 2004. This is a revision from the amount of $130,164 presented at the last meeting (about $2,500 less). The precise amount of the allocation will not be determined until later this year, and recommended funding may have to be adjusted at that time. The total amount of requested funding is $159,633. Staff has included program funds for Program Administration and Capacity Building Activities since participation in the CDBG program will continue to demand a substantial commitment of staff resources. Utilizing CDBG funds avoids adverse impacts on the City's General Fund. DISCUSSION: On July 15, 2002 the City Council approved a Cooperative Agreement with San Luis Obispo County for joint participation in the Community Development Block Grant (CDBG) Program. The Agreement is for a period of three (3) years (2003, 2004, and 2005). The City, as a participant in the HUD designated urban county program of San Luis Obispo County, receives an annual formula-based allocation of CDBG funds. These funds are available for a variety of Community Development activities as long as the activities meet at least one of the three national objectives listed below: 1. Benefit primarily to families with incomes below 80 percent of the median for the County. This is generally referred to as the low and moderate income benefit. The four subcategories to this objective are: area benefit, limited clientele, housing, and jobs. 2. Aid in the prevention or elimination of slums or blight. ------ CITY COUNCIL APPROVAL OF PROGRAM YEAR 2004 COMMUNITY DEVELOPMENT BLOCK GRANT PROJECTS (CDBG) FEBRUARY 24, 2004 PAGE 2 3. Address urgent needs that pose a serious, immediate threat to public health or welfare. COBG regulations stipulate that at least 70% of all funds be spent on activities that meet the national objective to benefit low and moderate income persons and no more than 30% of funds may be spent on activities that meet the national objective to eliminate blight. Additionally, the amount of funding for public service projects cannot exceed 15 percent. Recommended Projects for Program Year 2004 Funding The Council reviewed proposed allocations based on the criteria included on the initial Request for Proposals issued by the County and made preliminary recommendations at the January 13, 2004 meeting. Below is a list of the applicants, project type, last month's recommendations, and adjusted proposed recommendations based upon the new estimate of allocation. Staff has accommodated the reduction in allocations by decreasing funding equally from each public services project to meet the 15 percent cap and by r.educing the allocation for administration. Initially Project Project Type Requested Proposed 2004 Funds 2004 Funds EOC - Forty Wonderful Public Services $2,000 EOC-Senior Health Screening Public Services $5,000 EOC - Teen Parenting Public Services $3,600 I Literacy Council Public Services $3,000 SLO Co. YMCA Public Services $4,000 he Harvest Bag Public Services $10,000 Big Brothers/Big Sisters Public Services $5,000 Lifespan Foundation for .Human Services Public Services $2,000 D.R.E.A.M. for Kids Foundation Public Services $5,000 SUBTOTAL Public Services - %15 CAP =$19,144 $39,60 EOC - Home Repair Housing $12,000 City of AG - Code Enforcement Code Enforcement $19,000 City of AG - Building and Fire Public Facilities $40,000 City of AG - Fa~de Grant Program Economic Dey. $20,000 Cuesta College Economic Dey. Economic Dey. $3,000 dministration** %20 CAP = $26,033 $26,03 SUBTOTAL Other $120,033 OTAl ($127,624 available) $159,633 ** Includes $8,696 for Capacity Building received in 200212003 fiscal year and requested for 2004. CITY COUNCIL APPROVAL OF PROGRAM YEAR 2004 COMMUNITY DEVELOPMENT BLOCK GRANT PROJECTS (CDBG) FEBRUARY 24, 2004 PAGE 3 PUBLIC COMMENTS: Preliminary recommendations for participating Cities and the County were published for a thirty-day public review period. A workshop was held on February 18, 2004 to encourage public comments and to answer questions about the funding recommendations. ALTERNATIVES: The following alternatives are presented for the Council's consideration: - Adopt a resolution to approve projects for Program Year 2004 CDBG Funds; - Modify as appropriate and adopt the attached resolution; - Do not adopt the attached resolution; or - Provide other direction to staff. Attachments: 1) CDBG applications (on file in the Community Development and Administrative Services Departments ). RESOLUTION NO, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE DETERMINING THOSE PROJECTS TO BE FUNDED WITH THE CITY'S ALLOCATION OF PROGRAM YEAR 2004 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FUNDS WHEREAS, via a Cooperation Agreement with the County of San Luis Obispo (hereafter referred to as "County") executed on July 15, 2002, the City agreed to become a participant for a period of three years with the County and other cities therein as an "Urban County" under the Federal Department of Housing and Urban Development (hereafter referred to as "HUD") CDBG program; and WHEREAS, per the Cooperation Agreement, the City retains the authority to determine which projects are to be funded with its allotment of CDBG funds; and WHEREAS, the County wishes to submit to HUD a "One-Year Action Plan of the Consolidated Plan" as required by 24 CFR Part 91 to establish which activities 2004 CDBG, HOME and ESG program funds will be used for by the County; and WHEREAS, the City expects to receive $127,624 in entitlement CDBG funds in 2004; and WHEREAS, in October 2003, the County published a "Request for Proposals" for projects to be funded under the 2004 CDBG Programs, which provided that proposals were to be submitted by October 20,2003; and WHEREAS, on October 1, 2003 the County conducted a public workshop for the City of Arroyo Grande to ascertain the housing and community development needs to be addressed in the One-Year Action Plan; and WHEREAS, at its meeting of January 13, 2004, the City Council gave preliminary approval to a proposed listing of 2004 COBG Projects; and WHEREAS, the County published a notice in the Telegram Tribune, specifying those projects to be proposed in the public review Draft 2004 One-Year Action Plan to receive COBG funds in 2004; and WHEREAS, on February 18, 2004 the County conducted a public workshop for the City of Arroyo Grande to receive comments on the proposed Draft 2004 One-Year Action Plan; and RESOLUTION NO, PAGE 2 WHEREAS. on February 24, 2004 the City Council held a public hearing to further consider the City's Program Year 2004 CDBG projects. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo Grande, California, to recommend that the Board of Supervisors for the County of San Luis Obispo adopt the Draft 2004 One-Year Action Plan, which shall include the programs listed in Exhibit A attached to this Resolution, to be funded with the City's allocation of CDBG funds. 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 24th day of February, 2004. RESOLUTION NO, PAGE 3 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" 2004 COMMUNITY DEVELOPMENT BLOCK GRANT ALLOCATIONS Project Project Type Requested Proposed 2004 Funds 2004 Funds EOC - Forty Wonderful Public Services $2,000 EOC-Senior Health Screening Public Services $5,000 EOC - Teen Parenting Public Services $3,600 Literacy Council Public Services $3,000 SLO Co. YMCA Public Services $4,000 he Harvest Bag Public Services $10,000 Big Brothers/Big Sisters Public Services $5,000 Lifespan Foundation for Human Services Public Services $2,000 D.R.E.A.M. for Kids Foundation Public Services $5,000 SUBTOTAL Public Services - %15 CAP = $19,144 $39,60 EOC - Home Repair Housing $12,000 City of AG - Code Enforcement Code Enforcement $19,000 City of AG - Building and Fire Public Facilities $40,000 City of AG - Faftade Grant Program Economic Dev. $20,000 Cuesta College Economic Dev. Economic Dev. $3,000 dministration** %20 CAP = $26,033 $26,03 SUBTOTAL Other $120,033 OTAL ($127,624 available) $159,633 ** Includes $8,696 for Capacity Building received in 200212003 fiscal year and requested for 2004. 10.a. MEMORANDUM TO: CITY COUNCIL FROM: STEVEN ADAMS, CITY MANAGER ~ SUBJECT: CONSIDERATION OF CITY HALL COMPLEX NEEDS ASSESSMENT AND FEASIBILITY STUDY SITE AL TERNA TIVES AND APPROPRIATION FOR APPRAISAL OF CITY PROPERTY DATE: FEBRUARY 24, 2004 RECOMMENDATION: It is recommended the City Council: 1) provide direction to staff on preferred site alternatives for the City Hall Complex Needs Assessment and Feasibility Study; and 2) appropriate $4,200 for an appraisal of the existing City Hall Complex properties. FUNDING: Fred Sweeney, with Phillips Metsch Sweeney Moore Architects, is preparing the Needs Assessment and Feasibility Study on a volunteer basis at no cost to the City. No cost impacts for project alternatives have been estimated at this time. To conduct an appraisal of the existing City Hall Complex properties, the City has received a proposal from Bruce Beaudoin & Associates, Inc. for $4,200. The proposed appropriation will be funded from the General Fund unreserved fund balance. DISCUSSION: At the April 8, 2003 meeting, the City Council approved initiating a planning effort to identify needs and establish a future plan for the City Hall facilities. The purpose of the study is to agree on the City's existing and future needs and then assess the feasibility of options to address those needs. The agreed upon process included the following steps: . Assess City office space and facility needs. . Identify desired site conditions and design characteristics. . Identify alternative sites. . Assess feasibility of alternatives. . Identify preferred alternatives and prepare conceptual drawings. . Develop funding and implementation strategies. The process also includes ~ series of community meetings to obtain input, feedback, participation and consensus. At the October 14, 2004 City Council meeting, following S:\CITY MANAGER\STEVE\Council Reports\2.24.04 City Hall Needs Assessment.doc CITY COUNCIL CITY HALL FACILITY NEEDS ASSESSMENT AND FEASIBILITY STUDY FEBRUARY 24, 2004 PAGE 2 the first public workshop, the City Council approved the proposed site alternatives, the site and design criteria, and directed staff and the consultant to prepare an analysis of the alternatives. A total of eleven site alternatives were included in the initial study. Following the second public workshop, alternatives were reduced to seven, which were reviewed with the Planning Commission. While the Planning Commission did not formally vote on specific alternatives, general feedback was fairly consistent, expressing a preference for alternatives maintaining the City Hall Complex in the Village. Attached is a summary of the consultant's findings and presentation. The intent at this point in the process is to select two to three preferred alternatives for further analysis and the development of conceptual drawings. Both the public and members of the Planning Commission have expressed a variety of opinions regarding specific alternatives. Staff worked closely with the consultant on the space needs analysis, but have purposely refrained from advocating specific alternatives so the policy decisions involving site selection and design will be determined primarily by the community and City Council. However, staff has identified general operational objectives that we feel are important to accomplish and consider in evaluation of alternatives. The first is improved coordination and communication. We would like all staff, excluding Fire, Police, Public Works Field Crews, and Parks, Recreation & Facilities, to continue to be located at one site. In addition, staff has grouped our operations into two functional categories, and we believe efficiency can be improved if each category was housed together in the same building. The first is referred to as administration or support services, which includes the City Manager's Office, Administrative Services and Financial Services. The second is referred to as development services, which includes Community Development, Public Works Engineering and Building & Life Safety. Second, while implementation strategies and funding issues will be addressed later in the process, it is important to keep in mind funding opportunities when reviewing options. Absent approval of a bond measure, funding the project will be difficult without some type of creative funding alternatives. Available options primarily include some type of joint development and/or sale of some or all of the existing property to either increase density on a portion of the existing sites or purchase other property of lower value. The purpose of proposing an appraisal of existing City Hall Complex properties is to generate data that will help evaluate funding alternatives involving sale of City land. The appraisal will include options involving both maintaining existing structures, as well as potential removal. Third, staff's intent is for the project to address long-term needs of the City. There are ways current issues can be addressed with modifications to existing facilities. However, if funding is going to be expended on capital improvements, it will be more cost effective to ensure the project also addresses long-range needs so projects of a similar nature will not be required in the future. CITY COUNCIL CITY HALL FACILITY NEEDS ASSESSMENT AND FEASIBILITY STUDY FEBRUARY 24, 2004 PAGE 3 Lastly, staff feels it is important to maintain a friendly and welcoming environment in our operations. The City's quaint facilities are an important factor in creating this type of environment. Therefore, staff believes an important objective in this planning effort is to ensure that this type of atmosphere is maintained and enhanced. At the meeting, Fred Sweeney will review the analysis of alternatives in more detail and pursue direction regarding preferred alternatives and future steps in the process. AL TERNA TIVES: The following alternatives are provided for the Council's consideration: - Select two to three preferred alternatives and appropriate funding for the appraisal of existing City Hall properties; - Request staff and the consultant to prepare additional analysis on existing alternatives or select additional alternatives for consideration; - Select preferred alternatives, but do not approve funding for appraisals; - Provide direction to staff. Attachments: 1. Phillips Metsch Sweeney Moore City Hall Needs Assessment and Feasibility Study Site Alternatives Memorandum and Presentation CITY OF ARROYO GRANDE CMC CENTER SPACE NEEDS AND MASTER PLAN STUDY ARCHITECTS M E M 0 R A N D U M Date: 17 February 2004 SUBJECT: Needs Assessment and Feasibility Study Site Alternatives TO: Steve Adams FROM: Fred Sweeney Summary of Community Input/Planning Commission 1. It was the general consensus of those in attendance at the last three community meetings that any City Hall complex should remain in the Village. This was also the general consensus at the 2/3/04 Planning Commission meeting, although no fonnal action by the Commission was taken. 2. However, there is apparently some interest in addressing the possibility of joint use facilities between the Lucia Mar School District and the City (also possible the USPS) with regards to Site #7, generally referred to as the old Presbyterian Church Site. 3. PMSM discussions with the developers of Site #5 have occurred. If the City is able to act in a judicious manner, there may be a possibility of both interim and long-tenn solutions for implementing the City Hall complex concept at this site. Further discussion would center on the possible short-tenn lease of the developers' proposed "office" building, coupled with a long-tenn effort to close the foot of Crown Hill at the head of Branch Street (which requires a new extension of Crown Terrace to Branch) for placement of a pennanent City Hall building(s). Financial feasibility of this alternative would depend upon the value of existing City property and joint development tenns offered by the developer. Recommendations for further Study: 1. Continue to work with the community at the next workshop (now scheduled for 3/25/04) to resolve further issues concerning the adaptation of Sites #1 and#3. 2. Provide further defmition for Site #6. PMSM should open preliminary dialogue with this concept with the property owner, 3. Develop further dialogue and defmition for Site #7 between the School District, the Post Office, and the City concerning issues for acquiring and implementing this concept. 4. Seek guidance from the Council regarding Site #5 as to whether or not continued dialogue with the developer is appropriate at this time. 5. Drop Sites #4 and # 11 from further study. PMSM #03023.00 Page I of! 2020 ALAMEDA PADRE SERRA, SUITE 220 SANTA BARBARA, CA 93103 TEL 805-963-1955 FAX~2 SANTA BARBARA, CA . PASO ROBLES. CA . SANTA MARIA, CA. NORWOOD. MA 11.8. MEMORANDUM TO: CITY COUNCIL FROM: STEVEN ADAMS, CITY MANAGER ~ SUBJECT: CONSIDERATION OF FUNDING REQUEST BY THE SAN LUIS OBISPO COUNTY HOUSING TRUST FUND DATE: FEBRUARY 24, 2004 RECOMMENDATION: It is recommended the City Council appropriate $5,000 from the Affordable Housing In- Lieu Fee Fund to provide financial assistance to the San Luis Obispo County Housing Trust Fund. FUNDING: There is currently a balance of $937,327 in the Affordable Housing In-Lieu Fee Fund. Approximately $407,000 of that amount is committed to approved projects. Therefore, there is approximately $530,000 available at this time. , DISCUSSION: At the July 23,2002 meeting, the City Council received a presentation on the San Luis Obispo County Housing Trust Fund. As a result, the City Council voted to formally support the concept and directed staff to work with representatives of the Trust Fund on identifying opportunities for future joint projects and funding alternatives. The mission of the Housing Trust Fund is ".. .to increase the number of units of affordable housing for low and moderate income County residents". They propose to accomplish this primarily through leveraging private and public funds to provide loans for affordable housing projects. At the time of the presentation, staff expressed concerns regarding the original funding request from the Housing Trust Fund for ongoing General Fund support of over $350,000. They are now pursuing funding from other sources and have requested only a nominal initial amount from local jurisdictions primarily for start-up costs. One of their objectives is to demonstrate some form of financial support from all jurisdictions to assist in pursuing and matching other funding opportunities. As a participating jurisdiction, the City will have representation on the Housing Trust Fund Commission. The Housing Trust Fund will also work with the City to help address local housing issues, develop housing programs, package housing projects and ; S:\CITY MANAGER\STEVE\Council Reports\2.24.04 Housing Trust Fund.doc CITY COUNCIL CONSIDERATION OF FUNDING REQUEST BY THE SAN LUIS OBISPO HOUSING TRUST FUND FEBRUARY 24, 2004 PAGE 2 implement the Housing Trust Fund's revolving loan fund. Therefore, staff believes the benefits the Housing Trust Fund will provide in assisting the City in meeting its affordable housing objectives justify the $5,000 expenditure. Thus far, the County of San Luis Obispo has committed $225,000 to the Trust Fund and the City of San Luis Obispo approved $60,000. Housing Trust Fund representatives are meeting with each jurisdiction and requesting contributions from $5,000 to $10,000 from each of the smaller communities. Representatives of the Housing Trust Fund have asked to make a brief presentation at the City Council meeting on the status of their activities. They will also be available to answer any questions the City Council may have. AL TERNA TIVES: The following alternatives are provided for the Council's consideration: - Approve appropriation of $5,000 for the San Luis Obispo County Housing Trust Fund - Modify amount and approve appropriation; - Do not approve appropriation; - Provide direction to staff. Attachments: 1. Funding request from the San Luis Obispo County Housing Trust Fund ~ RECEIVED CITY OF ARROYO G?M!DF. Oft JAN 29 PH ~: 26 Attachment 1 January 28, 2004 Steven D. Adams City Manager City of Arroyo Grande p, 0, Box 550 A1royo Grande, CA 93421 Dear Mr. Adams: Thank you for the opportUnity to meet with you to discuss tbe San Luis Obispo County Housing Trust Fund (HTF) and how we can work together to address housing needs in your community. I am writing to request that the City of Arroyo Grande contribute $5,000 to assist the Housing Tl1lst Fund with its start-up and operating costs. The requested conUibution represents approximately 2% of our annual budget, I By making a contribution to the Housing Trust Fund, the City of Arroyo Grande will become a participating jurisdiction, As a participating jurisdiction, tbC City will have the right to appoint one xepresentative to the Housing Trost Fund Commission. The Commission will serve as our loan committee and make recommendations to our Board of Directors on the aUocation and distributiOD of funds, As a participatingjmisdicti.on, the HTF wiD also work with you and your staff to help address local housing issues, develop housing programs. package housing projects and implement the HTF's revolving loan fund Representatives from all seven cities in San Luis Obispo County have asked questions or raised concerns about contributing to a aingle county-wide loan fund, While it is more efticient and effective for the RTF to ~il1illter a single loan fond, we can create and administer an individual loan fund for your jurisdiction if you requests that we do so. We can make this commitment because nonprofit cmporations, much like govcmmcnt agencies, use fund accounting. Monies that have restrictions on their use are placed in restricted funds, which are handled and accounted for much Jike a city's special funds, The Housing Trost Fund will work with the City of Arroyo Grande to ensure that any funds the City provides or helps us to secure for our loan fund will be used within your corporate boundaries and for the types of projects that the City prefers. And it may be reassuring for some City residents to be mninded that every project the RTF assists must still go through the local planning and approval process. 4111 Broed Street, SUite A-6, San LuI8 ObIspo. CA 8S401 ............: (805) S4N87O I (80S) I4NI72 --_._~.__._._- -.-..---"- Steven D. Adams January 28, 2004 Page 2 As I wrap up this letter, I want remind you that the HI'F s mission is to increase the supply of affordable housing for very low, low and moderate income residents of Sau Luis Obispo County. including households with special needs, We will accomplish this by providing financing and technical assistance on affordable housing local governments. developers and others. Since incorporating last year, the HTF has secured $305,000 of the $450.000 budgeted for our start-up costs and first two years of operation, We hired staff and opened an office. We alao received preliminary approval for $1 million in lending capital. During 2004. we plan to cqntinue raising both 8lJ",ipi-ttaUve funds and lending capital. We also pIan to organize our Commission shortly and will attempt to make at least one loan by the end of the year. I have included a fonnal request for funds and additional information on the Housing Trust Fund. Please let me know if you have any questions, Thank you for your consideration of this request. Sincerely d . Rioux : ( Executive Director Cc: Rob Strong ---'"------~_._._._----- ~ GRANT APPLICATION Submitted to the City of Arroyo Grande Section I, Applicant Information Applicant: San Luis Obispo County Housing Trust Fund (HTF) Address: 4111 Broad Street, Suite A-6, San Luis Obispo, CA 93401 Type of Entity: California nonprofit public benefit corporation Federal Employer ID: 13-4243257 Corporation ID: C2499894 Incorporation Filed: 2/27/2003 Tax-exempt status: 501 (c)(3) approved 10120/03 (effective 2/27/03) Accounting Year: Calendar Year Areas Served: San Luis Obispo County Contact Person: Gerald L. ("Jerry") Rioux, Executive Director PhonelFax: (805) 543-5970/ (805) 543-5972 E-mail: ierry@slochtf.org Website: www.slochtf.org Section ll. Description of Request Amount Requested: $5,000 Character of Funds: Unrestricted Grant Term: Through December 31, 2004 Source of Funds: City's housing in-lieu fee account or other available funds Section m. Mission and Role of the RTF The mission of the San Luis Obispo Housing Trust Fund is to increase the supply of affordable housing for very low, low and moderate income residents of San Luis Obispo County, including households with special needs. The corporation's vision is "Housing for All." All San Luis Obispo County residents and employees should have decent, safe and sanitary housing that they can afford. To achieve the mission and vision, the HTF will provide fmancing and technical assistance for the construction, acquisition and rehabilitation of affordable rental and ownership housing, including emergency shelters and transitional housing. The HTF will offer assistance at any stage in the development process. Project planning, land acquisition, site development, construction, rehabilitation and individual home purchases will all be eligible for assistance. The RTF is not a housing developer. It was created to work with and assist local communities, nonprofit organizations and housing developers to produce and preserve affordable housing. The San Luis Obispo County Housing Trust Fund Page 1 of 5 . Application to the City of Arroyo Grande January 28, 2004 HTF is not a substitute for the housing programs, polices or staff of local governments or nonprofit corporations, but a potential partner who will help address the local housing crisis. As a private nonprofit corporation, the HTF has access to charitable and corporate funds that are not available to government agencies. Because of this, the HTF can bring additional funds into local communities and further leverage the local government's investment in affordable housing. The HTF may also assist in planning and designing housing programs and projects, securing funds and, when it is mutually beneficial, administering housing programs. The HTF will support and supplement existing housing efforts, not compete with them. Section IV. Organizational Goals and Timetable HTF was incorporated on February 27,2003. By the end of 2003, the corporation secured sufficient funds to hire full-time staff and open an office. As a young organization, the HTF continues to develop the systems and financial capacity that are needed to reach its potential. Grants are needed to cover operating costs and capital needs to be raised for the loan fund. The County of San Luis Obispo is the HTF's strongest supporter. The County committed $225,000 to finance half of the HTF's budgeted start-up and operating costs though June 30, 2005. As a condition for this funding, the County requires that the HTF match its funds on a dollar for dollar basis from the seven cities in the county andother source. The County also requires that the HTF become fully operational by June 30, 2005. The following chart shows the current operational goals that the HTF intends to achieve in order to meet the conditions of the County contract. Operational Goals Target Dates Housing Trnst Fund Commission (i,e.loan committee) . Establish the HTF Commission and recruit Commissioners and support staff 6/30/04 . Develop loan guidelines, applications, forms, procedures and legal documents 12/30/04 . Award one or more loans to affordable housing project(s) 7/30/05 Match $225,000 start-up grant from SLO County . Secure $125,000 in matching funds 3/30/04 . Secure $225,000 in matching funds 12/30/04 Secure start-up funds from the seven cities in SLO County . Secure funds from at least one city 3/30/04 . Secure funds from at least three cities 12/31/04 . Secure funds from at least five cities 6/30/05 . Secure funds from all seven cities 12/31/05 Capitalize Loan Fund . Secure at least $1 million in equity-like loans 12/31/03 . Secure at least $1 million in grants 6/30/04 San Luis Obispo County Housing Trust Fund Page 2 of 5 . . Application to the City of Arroyo Grande January 28, 2004 Section V, Administrative Funding The RTF will initially rely on grants and contracts to fund its operations. Over time, as the RTF's lending capital and loan volume increase, the corporation's operating revenues will cover an increasing percentage of its operating costs. Depending upon the RTF's cost of funds, interest and fee income should cover operating expenses when the loan portfolio reaches between $5 and $10 million in short-tenn loans. Loans to individual home buyers and longer- tenn rental housing loans tend to have deferred payments, so they do not generate significant revenue for many years. As noted above, the County of San Luis Obispo committed $225,000 to support the RTF's start- up and operations. An additional $79,000 has been secured to date. These funds match the County funds and.bring our total administrative funding to $304,000. An additional $146,000 needs to be secured by the end of 2004 to meet our financial goal. Since none of these funds came from local cities, four cities need to contribute to the RTF by the end of the year. The following table lists the groups that have provided start-up funds to the RTF and the amounts they contributed. Funding Source Amount County of San Luis Obispo $225,000 California Department of Community Services and Development $50,000 (through the Economic Opportunity Commission as prime contractor) Housing Authority of the City of San Luis Obispo $20,000 United Way of San Luis Obispo County $5,000 San Luis Obispo County Community Foundation $3,000 Individual Contribution $1,000 Total Funds Committed. to Date $304,000 Section VI. Loan Fund Capitalization The RTF will capitalize its loan fund from two distinct types of funds. The first is loans and one-time grants. The second is dedicated revenue streams from public or quasi-public sources. Having one or more ongoing dedicated revenue sources is what distinguishes a housing trust fund from the typical nonprofit loan fund or government funding program. The RTF is currently seeking both one-time and dedicated funds for its loan fund. One-Time Funding Mission Community Bank has given preliminary approval for a $1 million equity-like loan to the RTF. An application for designation as a California Community Development Financial Institution or CDFI1 is currently pending. As a CDFI, investments in the RTF will qualify for a I The State and Federal CDFI designations have different requirements and approval processes. San Luis Obispo County Housing Trust Fund Page 3 of 5 Application to the City of Arroyo Grande January 28,2004 state income tax credit. The HTF also prepared an unsuccessful application for a $1 million grant from HCD's Local Housing Trust Fund Matching Grant Program2. These are all examples of one-time funding. Other potential sources of one-time funding include: . CalHF A's HELP Program . Religious organizations . Department of Treasury's CDFI Program . Banks . Program Related Invesbnents (PRIs) . Insurance companies from private foundations . Corporations . Social invesbnent funds, such as Calvert . Individuals . Local government agencies Dedicated Funding Approximately 300 housing trust funds currently exist in the United State. They receive money from a wide variety of dedicated revenue sources. Some are funded through increases in existing taxes and fees. Others receive portions of existing government revenues. Some communities have committed some or all of the growth in particular revenue sources to their housing trust funds. After the base year, additional revenues go to the local housing trust fund. The HTF anticipates seeking dedicated revenue sources that are both county-wide and specific to individual cities within the county. The potential revenue sources are likely to vary considerably from one jurisdiction to another. Some communities receive in-lieu fees under inclusionary housing or linkage fee programs. Others do not. Some generate funds through redevelopment, while others do not. The HTF will analyze potential sources within each jurisdiction and work with local staff members and elected officials to identify the revenue streams that appear the most promising for the individual jurisdiction. Examples of potential dedicated revenue sources include: . Real estate transfer fees . In-lieu fees from inclusionary zoning . Recording fee surcharges . Unkage fees from non-residential . Property tax overrides development . Sales tax increases or reallocations . Taxes on condo conversions . Transient occupancy tax increases or . Proceeds from sale of inclusionary units reallocations . Proceeds from sale of publicly-owned land . Tipping fees (surcharge on garbage bills) . Repayments from government loans . Surcharges on building permit fees . Proceeds from code enforcement activities 2 The RTF needed $1 million in its accounts (i.e., the Mission Community Bank loan) and a dedicated revenue source (the $85,000 per year requested from the County of San Luis Obispo) to qualify for this Proposition 46 grant. San Luis Obispo County Housing Trust Fund Page 4 of 5 , . . Application to the City of Arroyo Grande January 28, 2004 Most of these revenue sources will require a vote of the electorate to be enacted. Some can be enacted by a vote of elected officials. Additional research is needed to determine which of these or other potential revenue sources are most promising as dedicated revenue sources for the HTF. Section Vll. Management Capacity Management of the HTF is currently divided between the Board of Directors and staff. During 2004, the HTF Commission will be implemented, and join the HTF's management team. The Board of Directors is responsible for developing policies, financial management and general oversight of the corporation. Board Chair Anita Robinson is the President and CEO of Mission Community Bankand has more than 20 years of management experience in banking and real estate lending. Treasurer Janna Nichols is Executive Director of United Way of San Luis Obispo County and has considerable experience with contract and grant management. Board Member George Moylan is Executive Director of the Housing Authority of the City of San Luis Obispo and has more than three decades of experience in the affordable housing profession. The Commission will act as the HTF's loan committee. It will review all loan applications submitted to the HTF and recommend to the Board whether and under what conditions loans should be made. The Commission will also monitor projects that receive HTF financing. Staff is responsible for the day-to-day operations of the corporation, including supporting the Board and Commission. Executive Director Jerry Rioux has more than 20 years of management experience in the affordable housing field. He has developed. implemented and managed loan programs for state and local. governments and nonprofit agencies. He implemented and managed the Rural Community Assistance Corporation (RCAC) Loan Fund in 1987. Within four years, the RCAC raised $4 million in lending capital and closed 17 loans in three states. A Board Roster, description of the Commission and resume for Mr. Rioux are included as attachments to this application. Section VID. Supporting Documents The following documents are included as part of this application. . Articles of Incorporation . Bylaws . IRS 501(c) (3) Detennination Letter . Board of Directors (Board Roster) . Housing Trust Fund Commission . Executive Director (short Resume) . Operating Budget for 2004 . Financial Statements (12/31/03 preliminary statements approved by the Board) . Endorsements Additional infonnation is available upon request. San Luis Obispo County Housing Trust Fund Page 5 of 5 2 It 998 9 L~ , , . <.,- i ,..- . ~ It SECRETARY OF STATE I, Kevin Shelley, Secretary of State of the State of California, hereby certify: , That the attached transcript of ~ page(s) has been compared with the record on file in this office, of which it purports to be a copy, and that it is full, true and correct. IN WITNESS WHEREOF, I execute this certificate and affix the Great Seal of the State of California this day of MAR - 7 2003 J~~Of!::~ I Sec/Slale Form CE-107 (rev. 1103) 7.':" asp 03 7 46~'~ . .. , ~ r ARTICLES OF INCORPORATION OF SAN LUIS OBISPO COUNTY HOUSING TRUST FUND A CALIFORNIA NONPROFIT PUBLIC BENEFIT CORPORATION . ARTICLE I The name of this corporation is San Luis Obispo County Housing Trust Fund. ARTICLE II A. This corporation is a nonprofit public benefit corporation and is not organized for the private gain of any person. It is organized under the Nonprofit Public Benefit Corporation Law exclusively for public and charitable purposes. B. The specific purpose of this corporation is to establish a fund from various local sources, including local govemments,to facilitate the development of affordable housing for low and moderate income residents of San Luis Obispo County. ARTICLE III The name and address in the State of Cali fomi a of this corporation's initial agent for service of process is Anita Robinson, c/o Mission Community Bank, 581 Higuera Street, San Luis Obispo, California 93401. ARTICLE IV This corporation is organized and operated exclusively for one or more ofthe purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986 or the corresponding provision of any future United States Internal Revenue law. Notwithstanding any other provision of these articles, this corporation shall not to any substantial degree engage in any activities or exercise any powers that are not in furtherance of the purposes of this corporation and the corporation shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from federal income tax under Section 501 (c)(3) of the Internal Revenue Code of 1986 or the corresponding provision 0 f any future Uni ted States Internal Revenue law or (b) by a corporation, contributions to which are deductible under Section 170( c )(2) of the Internal Revenue Code of 1986 or the corresponding provision of any future United States Internal Revenue law. .-- " .' ~ ARTICLE V A. No substantial part of the activities of this corporation shall consist of lobbying or propaganda or otherwise attempting to influence legislation except as provided in Section 501 (h) of the Internal Revenue Code of 1986, and this corporation shall not participate or intervene in (including publishing or distributing statements) any political campaign on behalf of any political candidate for public office except as provided in Section 501 (h) of the Internal Revenue Code of 1986. B. All public property is irrevocably dedicated to the purposes set forth in Article II above. No part of the net earnings ofthis corporation shall inure to the benefit of any of its directors, trustees, office~, private shareholders or members or to individuals, except that the organization shall be. authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof. C. On the winding up and dissolution of this corporation, after paying or adequately providing for the debts, obligations and liabilities of the corporation, the remaining assets of this corporation shall be distributed to one or more of the following categories of recipients as the board of directors of the corporation shall determine: (i) a nonprofit organization or organizations which may have been created to succeed the corporatIon as long as such organization or each of such organizations shall then qualify as a governmental unit under Section 170(c) of the Internal Revenue Code of 1986 or as an organization exempt ITom federal income taxation under Section 501(a) of such Code as an organization described in Section 501 (c)(3) of such Code; and/or (ii) a nonprofit organization or organizations having similar aims and objects as the corporation and which may be selected as an appropriate recipient of such assets, as long as such organization or each of such organizations shall then qualify as a governmental unit under Section 170( c) of the Internal Revenue Code of 1986 or as an organization exempt ITom federal income taxation under Section 50 I (a) of such Code as an organization described in Section 50 I (c )(3) of such Code. IN WITNESS WHEREOF, the undersigned incorporator has executed these Articles of Incorporation on February 6, 2003, at San Luis Obispo, California. U .)~ 2 . .. . . . .: ..... ,: . t ; I hereby declare that I am the person who executed the foregoing Articles ofIncorporation, which execution is my act and deed. . F;\TRANS\COR\sLOCOHOllSING\IJARTINC.o815.wpd ( ~ V - 3 - --~---_.- ._~......, ^ .....'".~,-- - . . BYLAWS FOR THE REGULATION, EXCEPT AS OTHERWISE PROVIDED BY STATUTE OR ITS ARTICLES OF INCORPORATION OF SAN LUIS OBISPO COUNTY HOUSING TRUST FUND A CALIFORNIA NONPROFIT CORPORATION ~--"^'"-"'-'~.,._--- BYLA WS OF SAN LUIS OBISPO COUNTY HOUSING TRUST FUND TABLE OF CONTENTS . ~age ARTICLE I. REC~T ALS ............................................................................................................... 1 Section 1. Name of Corporation ............................................................................................. 1 Section 2. COl:poration Is Nonprofit ... .............................. ....................................... ................ 1 Section 3. Purpose and Ob1ectives ..... ........ ............... .............................................................. 1 ARTICLE II. PRINCIPAL OFFICE ............................................................................................. 1 Section 1. Location of Principal Office ,....... ........ ......... ...... .......... ... ............................ .......... 1 ARTICLE m. MEMBERSHIP .......................................................... ................... ............. ........... 1 Section 1. Members ................................. ..... ........................ ................................ .................. 1 Section 2. Associates .... .......................... .......................... ................................ ....... ............... 1 ARTICLE N. BOARD OF DIRECTORS ................................................................................... 2 Section 1. General Corporation Powers ................................... ........................ ..... .......... ........ 2 Section 2. Number and Qualification of Directors ................................................................. 2 Section 3. T enn of Office ...... ........................... ...... ......... .......................... ............................. 2 Section 4. Nomination and Election of Directors ................................................................... 2 Section 5. Removal of Directors and Filling Vacancies on the Board of Directors ...............3 ARTICLE V. DUTIES AND POWERS OF THE BOARD ......................................................... 3 Section 1. General C01J>orate Powers .............................................. ............ ......... .............. .... 3 Section 2. Specific Powers ... .................... ................ ........... ..................................................... 4 i Section 3. Limitations on Powers . .... .................. ...... '" .... ....... ...... .............. ............... ......... :... 4 ARTICLE VI. BOARD MEETINGS ............................................................................................ 5 Section 1. Place of Meetings ................................ ......... .... ....... ............... ............. ........ .......... 5 Section 2. Meetings by Telephone Conference or Other Communication Equipment .......... 5 Section 3. Annual Meeting of Directors ............... ................. .... ......... ............... ..... ............;.. 6 Section 4. Other Regular Meetings .......... ..................... ....... ..................... ........... ............. ..... 6 Section 5. Special Meetings of the Board ...........................................................................;.. 6 Section 6. Notice of Meetings .................................... .:.......................................................... 6 Section 7. Quorum Requirements .......................................................................................... 7 Section 8. Waiver of Notice .. ........... .......................................................... ............................ 7 Section 9. Adjournment ...... .............................. ..................................................................... 7 Section 10. Action Without a Meeting ................................. ....... .................... ......... ............... 7 Section 11. Compensation ....................................................................................................... 8 ARTICLE VII. COMMITTEES.................................................................................................... 8 Section 1. Committee( s) of Directors .................................................... ................................. 8 Section 2. Meetings and Actions ofCommittee(s) of Directors ..............................................9 Section 3. Other Committees ............. ..................................................................................... 9 ARTICLE vm. COMMISSION . .....;................... ......................................................................... 9 Section 1. Creation and Composition of the Commission ...................................................... 9 Section 2. Duties of the Commission ................... ....................................... ....... .......... ......... 10 Section 3. Meetings of the Commission .. .... ...... ............................. ......... ............ .......... ........ 10 ARTICLE IX. OFFICERS ..... ............ ...... .......... ................. ...... ...... ........... ..;... ........ ............ ....... 10 Section 1. Officers ............. .... ..... ........ ...... ........ ........ .... ... " ......... ....... .........., ..... ....:. ............ 10 ii Section 2. Election of Officers ...... ..... ...... ........... .......... ..... ....... '" '" ...... ... .............. .............. 10 Section 3. Subordinate Officers ...... ............... .... .... ...... ........ ..... .... ,........ ................ .............. 11 Section 4. Removal of Officers .................... ................................... ............. ...... .... .............. 11 Section 5. Resignation of Officers .......... .............. ................. ... ...,..................... .................. 11 Section 6. Vacancies ............. .......................................................................... ..................... 11 Section 7. Chainnan ........ .................................. ............................................ .................... .... 11 Section 8. Vice Chainnan ........... .................................................................. ...... ......... ..... .... 11 Section 9. Secretary ............. .... ......................... ...........:.... ..................... .............. .... ... ........... 11 Section 10. Treasurer .................................................................... ..... ....................... .............. 12 Section 11. Executive Director . ............ ............. .............. '" ........... ......................................... 12 Section 12. Support Staff ................................................ ........... ................................. ............ 12 ARTICLE X. FINANCIAL MATTERS AND REPORTS ......................................................... 13 Section 1. Checks .......... ............................. ..................... ................................ ................. .... 13 Section 2. Books and Records. ..................................................... .......... ............................. 13 Section 3. Budgets and Financial Statements ...................................................................... 13 ARTICLE XI. MISCELLANEOUS........................ ................................................... ................. 14 Section 1. Inspection of Books and Records ........................................................................ 14 Section 2, Amendment or Repeal of Bylaws ........................................................................ 14 Section 3. Notice Requirements ........ ........... .................................... .......... ................... ........ 14 Section 4. Annual Statement of General Infonnation ........................................................... 14 Section 5. Construction and Definitions ............ ...... ........... ...... ........ .................................... 14 Section 6. Indemnification of Corporate Agents ................................................................... 15 iii Section 7. Nonpaid Directors: Alleged Failure to Discharge Duties: No Monetary Liability .............. .....................................,....................,............... .................................................. 15 Section 8. Personal Liability of Volunteer Director or Officer for Negligence .................... 15 Section 9. Gifts ........................................................... .......................................................... 16 CERTIF1CA TE OF SECRET ARY .............................................................................................. 17 tV BYLA WS OF SAN LUIS OBISPO COUNTY HOUSING TRUST FUND ARTICLE I. RECITALS . Section I. Name ofCoq>oration. The name of this corporation shall be San Luis Obispo County Housing Trust Fund and shall be referred to herein as the "Corporation." Section 2. Coq>oration Is Nonprofit. This Corporation has been fonned pursuant to the California Nonprofit Corporation Law as a public benefit corporation. Section 3. PUIlJose and Obiectives. The specific and primary purpose ofthis Corporation shall be to establish a fund from various local.sources, including local governments, for the development of affordable housing for low and moderate income residents of San Luis Obispo County. ARTICLE II. PRINCIPAL OFFICE Section 1. Location of Principal Office. The principal office ofthe Corporation will be located at such place within the County of San Luis Obispo, California, as the Board may from time to time designate by resolution. ARTICLE m. MEMBERSHIP Section 1. Members. This Corporation shall have no members as that tenn is defined in Section 5056 of the California Nonprofit Corporation Law. Unless otherwise provided herein or in the California Nonprofit Corporation Law, any action which would otherwise require approval by a majority of all members or approval by the members shall require only approval of the Board of Directors. All rights which would otherwise vest in the members shall vest in the Board of Directors. Section 2. Associates. Nothing in this Article ill shall be construed as limiting the right ofthe Corporation to refer to persons associated with it, who participate in any activities of the Corporation, as "members" even though such persons are not members, as defined in Section 5056 of the California Nonprofit Corporation. Such persons shall be deemed to be associated persons with respect to the Corporation as that tenn is defined in Section 5332 ofthe California Nonprofit Corporation Law and no such reference shall constitute anyone a member of this Corporation. F:\TRANS\COR\SLOCOHOUSING\13BYLA WS~206wpd.wpd 1 06Feb03 - ARTICLE IV. BOARD OF DIRECTORS Section 1. General Corporation Powers. The business and affairs of the Corporation shall be vested in and exercised by, the Corporation's Board of Directors. Subject to the . - limitations expressed in Article VI, Section 1, the Board may delegate the management of the activities of the Corporation to any person or persons, or committee, including the Commission as described in Article VIII, Section I, below, provided that notwithstanding any such delegation, the activities and affairs of the Corporation shall continue to be managed and all Corporate powers shall continue to be exercised under the ultimate direction of the Board. The specific powers of the Board, and the limitations thereon are set forth in Article V hereof. Section 2. Number and Qualification of Directors. The Board of Directors shall consist of not less than five (5) nor more than nine (9) perspns, with the exact number to be fixed from time to time by resolution of the Board. In the absence ofa different detennination of the number of directors, the number shall be five (5). The Board of Directors shall be comprised of representatives with individual expertise in the following areas: (a) affordable housing; (b) community-based programs; (c) the business community; (d) experience on the Economic Advisory Committee to the County of San Luis Obispo Regarding Strategies for Meeting Housing Needs; and (e) the San Luis Obispo Supportive Housing Consortium and/or special needs population. Section 3. Tenn of Office. Directors shall be elected at the annual meeting of the Board. Each such director shall hold office for three (3) years and until a successor has been elected. Section 4. Nomination and Election of Directors. (a) Nomination Committee. At least ninety (90) days prior to the date of any election of directors, the Board shall appoint a nominating committee to select qualified candidates for election to those positions on the Board of Directors held by directors whose tenns of office are then expiring. The nominating committee shall make its report to the Board at least thirty (30) days before the date of the election, and shall nominate at least one candidate for each position to be filled. F:\TRANS\COR\SWCOHOUSING\13BYLA WS-0206wpd.wpd 06Feb03 2 (b) Election of Directors. The election of directors shall take place at the annual meeting of the Board, provided, however, that vacancies may be filled prior to the annual meeting date as provided in Section 5, below. Section 5. Removal of Directors and Filling Vacancies on the Board of Directors. . (a) Vacancies. Generally. A vacancy or vacancies in the Board of Directors shall be deemed to exist on the occurrence of any of the following: (i) the death, resignation or removal of a director; or (ii) an increase of the authorized number of directors. (b) ResigI}ation of Directors. Except as provided in this subparagraph, any director may resign, which resignation shall be effective on giving written notice to the chainnan, the secretary, or the Board of Directors, unless the notice specifies a later time for the resignation to become effective. If the resignation ofa director is effective at a future time, the Board of Directors may elect a successor to take office when the resignation becomes effective. (c) Filling of Vacancies. Vacancies on the Board may be filled by the vote of a majority of a quorum of the Board, or if the number of directors then in office is less than a quorum, the vacancy may be filled by (i) the unanimous written consent of the remaining directors; (ii). the afIinnative vote of a majority of the remaining members of the Board at a duly held meeting; or (iii) by the sole remaining director. (d) Authority of the Board to Remove Directors For Cause. The Board of Directors shall have the power and authority to remove a director and declare his or her office vacant ifhe or she has (i) been declared of unsound mind by a final order of court; (ii) been convicted of a felony; or (iii) been found by a final order or judgment of any court to have breached any duty under Sections 5230 through 5237 of the California Nonprofit Corporation Law (relating to the standards of conduct of directors). (e) Removal of Directors Without Cause. Except as otherwise provided in subparagraph (d) above, a director may only be removed from office prior to expiration of his or her tenn by the affinnative vote of a majority of the directors then in office. (f) Reduction in Number of Directors. No reduction of the authorized number of directors shall have the effect of removing any director before the director's tenn of office expIres. ARTICLE V. DUTIES AND POWERS OF THE BOARD Section 1. General COl:porate Powers. Subject to the provisions and limitations of the California Nonprofit Corporation Law and any other applicable laws, the Corporation's F:\TRANS\COR\SWCOHOUSING\IJBYLA WS-0206wpd.wpd 06FebOJ 3 activities and affairs shall be managed, and all corporate powers shall be exercised, by or under the direction of the Board. Section 2. Specific Powers. Without prejudice to the general powers set forth in Section 1 above of these Bylaws, but subject to.the same limitations, the directors shaH have the power to: . (a) Appoint and remove, at the pleasure of the Board, all the corporation's officers, agents, and employees; prescribe powers and duties for them that are consistent with law, with the articles of incorporation, and with these Bylaws; and fix their compensation and require ITom them security for faithful perfonnance of their duties. (b) Change the principal office or the principal business office in California ITom one location to another; cause the Corporation to be qualified to conduct its activities in any other state, territory, dependency, or country and conduct its actiyities within or outside California; and designate any place within or outside California for holding any meeting of members. (c) Adopt and use a corporate seal; and alter the fonn of the seal. (d) Enter into contracts on behalf of the Corporation. (e) Borrow money and incur indebtedness on behalf of the Corporation and cause to be executed and delivered for the Corporation's purposes, in the corporate name, promissory notes, bonds, debentures, deeds of trost, mortgages, pledges, hypothecations, and other evidences of debt and securities. Section 3. Limitations on Powers. (a) Self-Dealing Transactions. Notwithstanding the powers conferred on the Board pursuant to Section 1, above, and Article X, Section 1 hereof: this Corporation shall not engage in any transaction which meets the definition of a "self-dealing transaction" as defined in Section 5233 of the California Nonprofit Corporation Law unless the transaction has been approved by one of the means specified in subparagraph (d) of said Section 5233. (b) Transactions Between Corporations Having Common Directorships. Unless it is established that the contract or transaction is just and reasonable as to the. Corporation at the time it is authorized, approved or ratified, this Corporation shall not enter into a contract or transaction with any other corporation, ~sociation or entity in which one or more of the Corporation's directors are directors unless the material facts as to the transaction and the director's common directorship are fully known or disclosed to the Board. The Board must approve, authorize or ratify any such contract or transaction in good faith and by a vote sufficient without counting the vote ofthe common director(s). F:\TRANS\COR\SWCOHOUSING\13BYLA WS-0206wpd.wpd 06Feb03 4 - -.- (c) Loans to Directors or Officers. This Corporation shall not make any loan of money or property to, or guarantee the obligation of, any director or officer, unless the transaction is first approved by the California Attorney General. This provision shall not apply to any reasonable advance on account of expenses anticipated to be incurred in the perfonnance of the director's or officer's duties. (d) Standards for Investment. Except as provided in Sections 5240(c) and 5241 of the California Nonprofit Corporation Law, in the investment, reinvestment, purchase, acquisition, exchange, sale and management of the Corporation's investments, the Board shall do the following: (i) Avoid speculation, looking instead to the pennanent disposition of the funds, considering the probable income, as well as the probable sa~ety of the Corporation's capital; and (ii) Comply with additional standards, if any, imposed by the Articles of Incorporation, these Bylaws or the express tenns of any instrument or agreement pursuant to which the invested assets were contributed to the Corporation. ARTICLE VI. BOARD MEETINGS Section 1. Place of Meetings . Regular and special meetings ofthe Board of Directors may be held at any place within the County of San Luis Obispo, California, that has been designated trom time to time by resolution ofthe Board and stated in the notice ofthe meeting. In the absence of such designation, regular meetings shall be held at the principal office of the Corporation. Notwithstanding the above provisions of this Section I, a regular or special meeting of the Board may be held at any place consented to in writing by all the Board members, either before or after the meeting. If consents are given, they shall be filed with the minutes of the meeting. Section 2. Meetings by Telq>hone Conference or Other Communication Equipment. Members of the Board may participate in a meeting through use of conference telephone, electronic video screen communication, or other communications equipment. Participation in a meeting pursuant to this Section 2 constitutes presence in person at that meeting if all ofthe following apply: (a) Each member participating in the meeting can communicate with all of the other . members concurrently. F:\TRANS\COR\SLOCOHOUSING\13BYLA WS-0206wpd.wpd 5 06Feb03 - (b) Each member is provided the means of participating in all matters before the Board, including the capacity to propose, or to interpose an objection, to a specific action to be taken by the Corporation. (c) The Corporation adopts and implements some means of verifying both of the following: # (i) A person communicating by telephone, electronic video screen, or other communications equipment is a director entitled to participate in the Board meeting; and (ii) All statements, questions, actions, or votes were made by that director and not by another person not permitted to participate as a director. Section 3. Annual Meeting of Directors . The annual meeting of directors shall be held on the 25th day of April of each year at 5 p.m. at the principal office of the Corporation. If the annual meeting date falls on a legal holiday, the annual meeting shall be held at the same hour and location on the next day following the regular annual meeting date. Notice of this meeting shall not be required. Section 4. Other Regular Meetings. Other regular meetings of the Board shall be held without notice at such time and place as may be fixed by the Board of Directors from time to time. Ordinarily, regular meetings shall be conducted at least quarterly; provided, however, that regular meetings can be held as infrequently as every six months if the Board's business does not justify more frequent meetings. Section 5. Special Meetings of the Board. Special meetings of the Board of Directors for any purpose may be called at any time by the chairman of the Board, any vice chairman, the secretary or any two directors. Section 6. Notice of Meetings . (a) Manner of Giving. Notice of the time and place of any special meetings of the B~ard shall be given to each director upon four (4) days' written notice delivered by first-class mail or forty-eight (48) hours' notice delivered personally or by telephone, including a voice messaging system or other system or technology designed to record and communicate messages, telegraph, facsimile, electronic mail, or other electronic means. All such notices shall be given or sent to the director's address or telephone number as shown on the records of the Corporation. Notice of a meeting need not be given to any director who signs a written waiver of notice or a written consent to holding the meeting or an approval of the minutes thereof, whether before or after the meeting, or who attends the meeting without protesting, prior thereto or at commencement of the meeting, the lack of notice to such director. All such waivers, consents and approvals shall be filed with the Corporation records or made a part of the minutes. F:\TRANS\COR\SLQCOHOUSING\13BYLA WS-0206wpd.wpd 6 06Feb03 _._~ -- "'"'.__"".___~.. ._.c...._~._....,.., ,_ _ > _.~- .__....._~--~._._-,-..-_------- (b) Notice Contents. The notice shall state the time of the meeting, and the place if the place is other than the principal office of the Corporation. It need not specify the purpose of the meeting. Section 7. Quorum Requirements. . (a) The attendance of a majority of the authorized number of directors at any meeting of the directors shall constitute a quorum for the transaction of business, except to adjourn as provided in Section 9 of this Article VI. (b) Except as otherwise provided herein or in the California Nonprofit Corporation Law, every act or decision done or made by a majority of the directors present at a meeting duly held at which a quorum is present shall be regarded as the act of the Board of Directors. (c) A meeting at which a quorum is initially pr~sent may continue to transact business, notwithstanding the withdrawal of directors below a quorum, if any action taken is approved by at least a majority ofthe required quorum for that meeting or such greater number as is required by the Articles of Incorporation or these Bylaws. Section 8. Waiver of Notice . The transaction of any meeting ofthe Board of Directors, however called and noticed or wherever held, shall be as valid as though taken at a meeting duly held after regular call and notice, if (i) a quorum is present; and (ii) either before or after the meeting, each ofthe directors not present, individually or collectively, signs a written waiver of notice, a consent to the holding of the meeting, or an approval of the minutes thereof. The waiver of notice or consent need not specify the purpose of the meeting. All waivers, consents and approvals shall be filed with the Corporation records or made a part of the minutes of the meeting and shall have the same force and effect as a unanimous vote of the Board. The requirement of notice of a meeting shall also be deemed to have been waived by any director who attends the meeting without protesting before or at its commencement about the lack of notice. Section 9. Adiournment. A majority of the directors present, whether or not constituting a quorum, may adjourn any meeting to another time and place or may adjourn for purposes of reconvening in executive session to discuss and vote upon personnel matters, litigation in which the Corporation is or may become involved and orders of business of a similar nature. If the meeting is adjourned for more than twenty-four (24) hours, notice of adjournment to any other time or place shall be given prior to the time of the adjourned meeting to the directors who were not present at the time of the adjournment. Except as hereinabove provided, notice of adjournment need not be given. Section 10. Action Without a Meeting. Any action required or pennitted to be taken by the Board of Directors may be taken without a meeting, if all members of the Board, . F:\TRANS\COR\SLOCOHOUSING\13BYLA WS~206WJ?<1. wpd 7 06Feb03 individually or collectively, consent in writing to that action. Such action by written consent - shall have the same force and effect as an unanimous vote of the Board of Directors. Such written consent or consents shall be filed with the minutes of the proceedings of the Board. For purposes of this Section 10, "all members of the Board" shall not include any "interested director" as defined in Section 5233 ofthe California Nonprofit Corporation Law. Section 11. Compensation. Directors, officers and members of committees shall not be entitled to compensation for their services as such, although they may be reimbursed for such actual expenses as may be determined by resolution of the Board of Directors to be just and reasonable. Expenses shall be supported by an invoice or voucher acceptable to the Board. This Section 11 shall not be construed to preclude any director from serving the Corporation in any other capacity, such as an officer, agent, employee, or otherwise, and receiving compensation for those services. ARTICLE vn. COMMrtrEES Section 1. Committee(s) of Directors. In addition to the nominating committee appointed and constituted pursuant to Article IV, Section 4(a) ofthese Bylaws, other committees formed to carry out organizational tasks described in Section 3 below, and the Commission described in Article vm of these Bylaws, the_Board may, by resolution adopted by a majority of the directors then in office, provided that a quorum is present, designate one or more committees, each consisting of two or more directors, to serve at the pleasure of the Board. Committees of Directors shall have all the authority of the Board with respect to matters within their area of assigned responsibility, except that no committee, regardless of Board resolution, may: (a) Take any final action on any matter which, under the California Nonprofit Corporation Law, also requires approval of the members. (b) Fill vacancies on the Board of Directors or on any committee which has been delegated any authority of the Board. (c) Amend or repeal these Bylaws or adopt new Bylaws. (d) Amend or repeal any resolution of the Board of Directors which by its express terms is not so amendable or repealable. (e) Appoint any other committees of the Board of Directors or the members ofthose committees. F:\TRANS\COR\SLOCOHOUSING\l3BYLA WS-0206wpd.wpd 8 06Feb03 -.-.- ~ (f) Expend Corporation funds to support a nominee for director after there are more people nominated for director than can be elected. (g) Approve any transaction (i) to which the Corporation is a party and in which one or more directors have a material financial interest; or (ii) between this Corporation and one or more of its directors or between the Corporation and any person in which one or m?re of its directors have a material financial interest. Section 2. Meetings and Actions ofCommittee(s) of Directors. Meetings and actions of committees of directors shaH be governed by, and held and taken in accordance with, the provisions of Article vn of these Bylaws, concerning meetings of directors, with such changes in the context of those Bylaws as are necessary to substitute the committee and its members for the Board of Directors and its members, except that the time for regular meetings of committees may be detennined either by resolution of the Board of Directors or by resolution of the committee. Special meetings of committees may also be c~lled by resolution of the Board of Directors. Minutes shall be kept of each meeting of any committee and shall be filed with the Corporate records. The Board of Directors may adopt rules not inconsistent with the provisions '0-._", of these Bylaws for the government of any committee. Section 3. Other Committees. The Board of Directors may appoint one or more other committees to serve at the pleasure of the Board with such responsibilities and duties and for such tenns as the Board shall detennine. Other committees shall detennine their own meeting rules and whether minutes shaH be kept. ARTICLE VIII. COMMISSION Section 1. Creation and Composition of the Commission. The Board may appoint a commission (the "Commission") comprised of the following representatives who, except as set forth below, shall serve at the pleasure of the Board: One (1) representative trom each Participating Jurisdiction; Two (2) representatives trom the SLO Supportive Housing Consortium; One (1) representative from the low-income community; One (1) representative trom the disabled community; One (1) representative from the construction or homebuilding industry; One (1) representative trom the business or agriculture industry; One (1) representative trom the banking or economic development industry; and One (1) representative trom the tourism industry. As used in these Bylaws, a Participating Jurisdiction shaH mean the County of San Luis Obispo and any incorporated City in the County of San Luis Obispo; provided that to be a Participating F:\TRANS\COR\SLOCOHOUSING\13BYLA WS-0206wpd.wpd 9 06Feb03 ___.._.__________.0__ Jurisdictian, the Caunty ar any such City must have made a cantributian to. the Carparatian in- the priar fiscal year fram a dedicated revenue saurce ar such ather minimum cantributian as may be detennined by the Baard fram time to. time. The representative fram each Participating Jurisdictian shall be naminated by the Participating Jurisdictian and shall serve at the pleasure af the Participating Jurisdiction unless remaved by a twa-thirds majarity vate af the Baard, which remaval may be withaut cause. . Members afthe Cammissian need nat be members afthe Baard. Sectian 2. Duties afthe Cammissian. Subject to. the supervisian and approval afthe Baard af Directars, the Cammissian shall be respansib~e far: (a) detennining eligibility guidelines; (b) reviewing and selecting prapased prajects; (c) assessing need; (d) praviding o.versight; (e) repo.rting to. the Baard afDirectars an the Carparatian's activities and pragress; and (f) making all decisians regarding use af the Carparatian' s fund revenue, including the requirement that 40% o.f the funds be distributed to. persans in the law incame and special needs papulatio.n, and no. mare than 60% af the funds go. to. suppart develo.pment afhausing far families and individuals who. have an incame up to. 120% afthe Caunty's median incame. The Cammissian may nat take any actian which a Cammittee afDirectars wauld be prahibited fram taking under Article VII, Sectian 1. , Sectian 3. Meetings af the Cammissian. The Cammissian shall detennine its awn meeting rules. Minutes shall be kept af each meeting af the Cammissian and shall be filed with the Carparate recards. ARTICLE IX. OFFICERS Sectian 1. Officers. The afficers afthe Carparatio.n shall be a: (1) chainnan, (2) vice chainnan, (3) secretary, and (4) treasurer. The Carparatian may also. have, at the discretian af the Bo.ard, ane ar mare assistant secretaries, ane ar mare assistant treasurers, and such ather afficers as may be appainted in accardance with the pravisians o.f Sectian 3 fallawing. One persan may hald two. o.r mare affices, except that neither the secretary nar the treasurer may serve cancurrently as chainnan. Sectian 2. Electian af Officers. The afficers af the Carparatian, except such afficers as may be appainted in accardance with the pravisians af Sectians 3 and 5 fallawing, shall be F:\TRANS\CaR\SLOCaHOUSING\13BYLA WS-0206wpd. wpd 10 06Feb03 . . - ----_._,._.........__.~ - ----,-.~- chosen annually by majority vote of the Board at its annual meeting and each shall hold his or- her office for one year or until he or she shall resign or shall be removed or otherwise disqualified to serve, or his or her successor shall be elected and qualified. No officer shall be eligible to hold the same office for more than two consecutive terms. Section 3. Subordinate Officers. The Board may appoint, and may empower the chairman to appoint, such other officers as the affairs of the Corporation may require, each of whom shall hold office for such period, have such authority and perform such duties as are provided in these Bylaws and as the Board may ITom time to time determine. Section 4. Removal of Officers. Subject to the rights, if any, of an officer under any contract of employment, any officer may be removed, either with or without cause, by the Board at any regular or special meeting, or by any officer upon whom such power of removal may be conferred by the Board; provided, however, that no such officer shall remove an officer chosen by the Board. Section 5. Resignation of Officers. Any officer may resign at any time by giving notice to the Board or to the chairman or to the secretary. Any such resignation shall take effect at the date of the receipt of such notice or at any later time specified therein; and unless otherwise specified therein, the acceptance of such resignation shall not be necessary to make it effective, Any resignation is without prejudice to the rights, if any, of the Corporation under any contract to which the officer is a party. Section 6. Vacancies. A vacancy in any office because of death, resignation, removal, disqualification, or any other cause shall be filled in the manner prescribed in these Bylaws for regular appointments to that office. Section 7. Chairman. The chairman shall be elected by the Board from among the directors, He or she shall, subject to the control of the Board, have general supervision, direction and control of the affairs and officers of the Corporation, including the Executive Director. He or she shall preside at all meetings of the Board, and shall have the general power and duties of management usually vested in the office of chairman of a corporation, together with such other powers and duties as may be prescribed by the Board or these Bylaws. Section 8. Vice Chairman. The vice chairman shall be elected by the Board ftom among the directors. In the absence or disability of the chairman, the vice chairman shall perform all the duties of the chairman and when so acting shall have all the powers of, and be subject to all the restriction upon, the chairman. He or she shall have such other powers and perform such other duties as ftom time to time may be prescribed by the Board or these Bylaws. Section 9. Secretary. The secretary shall keep or cause to be kept at the principal office, or such other place as the Board may order, a book of minutes of all meetings of directors F:\TRANS\COR\SLOCOHOUSING\13BYLA WS-0206wpd.wpd 11 06Feb03 and the Executive Committee, with the time and place of holding same, whether regular or special, and if special, how authorized, the notice thereof given, the names of those present at such meetings and the proceedings thereof. The secretary shall keep, or cause to be kept, appropriate current records showing the names and mailing addresses of any persons designated as "members" of the Corporation. He or she shall give, or cause to be given, notice of all meetings of the Board required by these Bylaws or by law to be given, and he or sl1.e shall keep the ~eal of the Corporation in safe custody, and shall have such other powers and perfonn such other duties as may be prescribed by the Board or by these Bylaws. Section 10. Treasurer. The chief financial officer, who shall be known as the treasurer, shall keep and maintain, or cause to be kept and maintained, adequate and correct accounts of the properties and business transactions of the Corporation, inc1udingaccounts of its assets, liabilities, receipts, disbursements, gains, losses, capital, retained earnings and other matters customarily included in financial statements. The books and records shall at all reasonable times be open to inspection by any director, The treasurer shall provide for the deposit all monies and other valuables in the name and-to the credit of the Corporation with such depositaries as may be designated by the Board. He or she shall provide for the disbursement of the funds of the Corporation as may be ordered by the Board, shall render to the chairman and directors whenever they request it, an account of all of his or her transactions as treasurer and of the financial condition of the Corporation, and shall have such other powers and perform such other duties as may be prescribed by the Board or these Bylaws. Ifrequired by the Board, the treasurer shall give the Corporation a bond in the amount and with the surety or sureties specified by the Board for faithful performance of the duties of his or her office and for restoration to the Corporation of all its books, papers, vouchers, money, and other property of every kind in his or her possession or under his or her control on his or her death, resignation, retirement, or removal from office. Section 11. Executive Director. The Board of Directors may appoint an executive director who shall manage, under the direction of the Board, the activities and projects ofthe Corporation on a day-to-day basis and serve as staff to the Commission. The executive director shall be entitled to such compensation for services rendered to the Corporation as the Board of Directors shall determine. The executive director shall also supervise any paid support staff. Section 12. Support Staff. The Board of Directors may appoint a support staff person who shall serve under the direction of the Board and the executive director. The support staff person shall be entitled to such compensation for services rendered to the Corporation as the Board of Directors shall detennine. F:\TRANS\COR\SWCOHOUSING\13BYLA WS-0206wpd.wpd 06Feb03 12 ARTICLE X. FINANCIAL MATTERS AND REPORTS Section 1. Checks. All checks or demands for money and notes of the Corporation shall be signed by the chairman and treasurer, or by such other officer or officers or such other person or persons as the Board of Directors may from time to time designate. ~ Section 2. Books and Records. This Corporation shall keep adequate and correct books and records of account; minutes of the proceedings of its Board of Directors and committees of the Board of Directors; and a record of the members of the Board of Directors showing their names and addresses. Section 3. Budgets and Financial Statements. The following financial statements and related information for the Corporation shall be regularly prepared and copies thereof shall be distributed to each director of the Corporation: (a) . Budget. A budget for each fiscal year consisting of at least the following information shall be distributed to the directors not less than forty-five (45) nor more than sixty (60) days prior to the beginning of the fiscal year: (i) Estimated revenue and expenses on an accrual basis; and (ii) The amount of the total cash reserves of the Corporation currently available for replacement or major repair of the Corporation's capital assets and for contingencies. (b) Year-End Report. Within one hundred twenty (120) days after the close of the fiscal year, a year-end report consisting of at least the following shall be distributed to the directors: (i) A balance sheet as of the end of the fiscal year; (ii) An operating (income) statement for the fiscal year; (iii) A statement of changes in financial position for the fiscal year; and (iv) Any information required to be reported under Section 6322 ofthe California Nonprofit Public Benefit Corporation Law requiring the disclosure of certain transactions in excess of Fifty Thousand Dollars ($50,000) per year between the Corporation and any director or officer of the Corporation and indemnifications and advances to officers or directors in excess ofTen Thousand Dollars ($10,000) per year. F:\TRANS\COR\SLOCOHOUSING\13BYLA WS-0206wpd.wpd 13 06Feb03 -.-- --"-"-,,-,--,,,,,~,-,,---'~--"'-' ---- -- .----..--- - (c) The annual report shall be accompanied by any report on it of independent accountants, or ifthere is no such report, by the certificate of an authorized officer ofthis Corporation that such statements were prepared without audit ITom this Corporation's books and records. (d) This requirement of an annual report shall not apply if this Corporation receives less than Twenty-five Thousand Dollars ($25,000.00) in gross receipts during the fiscal year; provided, however, that the infonnation specified above for inclusion in an annual report must be furnished annually to all directors who request it in writing. ARTICLE XI. MISCELLANEOUS Section 1. Inspection of Books and Records. In accordance with Section 6334 ofthe California Nonprofit Corporation Law, every director shall. have an absolute right at any reasonable time to inspect all books, records, documents and minutes of the Corporation and the physical properties owned by the Corporation. The right of inspection by a director includes the right to make extracts and copies of documents. Section 2. Amendment or Repeal of Bylaws. Except as otherwise expressly provided herein, these Bylaws may only be amended or repealed, and. new Bylaws adopted by the affinnative vote of a majority of a quorum of the Board. Section 3. Notice Requirements. Any notice or other document pennitted or required to be delivered as provided herein shall be delivered either personally or by first-class mail in accordance with the notice requirements of Article VI, Section 6 hereof. Section 4. Annual Statement of General Infonnation. As and when required by Section 6210 of the California Nonprofit Corporation Law, the Corporation shall file with the Secretary of State of the State of California, on the prescribed fonn, a statement setting forth the authorized number of directors, the names and complete business or residence addresses of all incumbent directors, the names and complete business or residence addresses of all incumbent directors, the names and complete business or residence addresses of the chainnan, secretary and treasurer, the street address of its principal office in this state, together with a designation of the agent of the Corporation for the purpose of service of process. Section 5. Construction and Definitions. Unless the context requires otherwise or a tenn is specifically defined herein, the general provisions, rules of construction, and definitions in the California Nonprofit Corporation Law shall govern the construction of these Bylaws. Without limiting the generality of the foregoing, the masculine gender includes the feminine and neuter, and singular number includes the plural and the plural number includes the singular. F:\TRANS\COR\SLOCOHOUSING\13BYLA WS..o206wpd.wpd 14 06Feb03 ----------- Section 6. Indemnification of Corporate Agents. (a) Any person who was or is a director, officer, employee or other agent ofthe Corporation (collectively "Agents") may be indemnified by the Corporation for any claims, demands, causes of action, expenses or liabilities arising out of, or pertainihg to, the Agent's service to or on behalf of the Corporation to the full extent permitted by California .Nonprofit Corporation Law, Section 5238. (b) The Corporation shall have power to purchase and maintain insurance on behalf of any agent of the Corporation against any liability asserted against or incurred by the agent in such capacity or arising out of the agent's status as such whether or not the Corporation would have the power to indemnify the agent against such liability under Section 5238 of the California Nonprofit Corporation Law; provided, however, that the Corporation shall have no power to purchase and maintain such insurance to indemnify any agent of the Corporation for a violation of Section 5233 ofthe California Nonprofit Corporation 4w. Section 7. Nonpaid Directors: Alleged Failure to Discharge Duties: No Monetary Liability. Except as provided in Section 5233 or 5237 of the California Nonprofit Corporation Law, there is no monetary liability on the part of, and no cause of action for damages shall arise against, any nonpaid director, including any nonpaid director who is also a nonpaid officer, of 'this Corporation based upon any alleged failure to discharge the person's duties as director or officer if the duties are performed in a manner that meets all of the following criteria: (a) The duties are performed in good faith. (b) The duties are performed in a manner such director believes to be in the best interests ofthe Corporation. (c) The duties are performed with such care, including reasonable inquiry, as an ordinarily prudent person in a like position would use under similar circumstances. Section 8. Personal Liability of Volunteer Director or Officer for Negligence. (a) Except as provided in subparagraph (c), below, there shall be no personal liability to a third party on the part of a volunteer director or volunteer executive committee officer of this Corporation caused by the director's or officer's negligent act or omission in the performance of that person's duties as a director or officer, if all ofthe following conditions are met: F:\TRANS\COR\SLOCOHOUSING\13BYLA WS-0206wpd.wpd 06Feb03 15 ---_.-- (i) The act or omission was within the scope of the director's or executive committee officer's duties; (ii) The act or omission was perfonned in good faith; (iii) The act or omission was not reckless, wanton, intenti,onal, OJ; grossly negligent; and (iv) Damages caused by the act or omission are covered pursuant to a liability insurance policy issued to the Corporation, either in the fonn of a general liability policy or a director's and officer's liability policy, or personally to the director or executive committee officer. In the event that the damages are not covered by a liability insurance policy, the volunteer director or volunteer executive committee officer shall not be personally liable for the damages if the Board of Directors and the person had made all reasonable efforts in good faith to obtain available liability insurance. (b) For purposes of this Section 9, "volunteer" means the rendering of services without compensation. "Compensation" means remuneration whether by the way of salary, fee, or other consideration for services rendered. However, the payment of per diem, mileage, or other reimbursement expenses to a director or executive committee officer does not affect that person's status as a volunteer within the meaning of this section. (c) This section does not eliminate or limit the liability of a director or officer for any of the following: (i) As provided in Section 5233 or 5237 of the California Nonprofit Corporati,on Law; or (ii) In any action or proceeding brought by the California Attorney General. Section 9. Gifts. The Board of Directors may accept on behalf of the Corporation any contribution, gift, bequest, or devise for the general purpose of the Corporation. F:\TRANS\COR\SLOCOHOUSlNG\13BYLA WS-0206wpd.wpd 16 06Feb03 - ,..",--",~--, CERTIFICATE OF SECRETARY KNOW ALL MEN BY THESE PRESENTS: - The undersigned, secretary of the Corporation, does hereby certify that the above and foregoing Bylaws cons~ting of sixteen (16) pages, were duly adopted by the directors of said Corporation on the J.i!!!.. day of March 2003, and that they now constitute said Bylaws. ~p Allen Haile, Secretary . F:\TRANS\COR\SLOCOHOUSING\13BYLA WS-0206wpd.wpd 06Feb03 ,. ~~d /Ojz-t/ltJ3 ffi---:- ,~ i . . .. - - INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY P. O. BOX 2508 CINCINNATI, OH 45201 OCT 2 0 2003 Employer Identification Number: Date: 13-4243257 DLN: 17053093008043 SAN LUIS OBISPO COUNTY HOUSING Contact Person: TRUST FUND ANDREA SPECK ID# 95044 I C/O MISSION COMMUNITY BANK Contac~ Telephone Number: PO BOX 789; 581 HIGUERA ST (877) 829-5500 SAN LUIS OBISPO, CA 93406 Accounting Period Ending: December 31 Foundation Status Classification: See addendum Advance Ruling Period Begins: February 27, 2003 Advance Ruling Period Ends: - December 31, 2007 Addendum Applies: Yes Dear Applicant: Based on information you supplied, and assuming your operations will be as stated in your application for recognition of exemption, we have determined you are exempt from federal income tax under section 501(a) of the Internal Revenue Code as an organization described in section 501(c) (3); Because you are a newly created organization, we are not now making a final determination of your foundation status under section 509.(a) of the Code. However, we have determined that you can reasonably expect to be a publicly supported organization described in sections 509(a) (1) and 170 (b) (1) (A) (vi) . Accordingly, during an advance ruling period you will be treated as a publicly supported organization, and not as a private foundation. This advance ruling period begins and ends on the dates shown above. Within 90 days after the end of your advance ruling period; you must send us the information needed to determine whether you have met the require- ments of the. applicable support test during the advance ruling period. If you establish that you have been a publicly supported organization, we will classi- fy you as a section S09(a) (1) or 509 (a) (2) organization as long as you continue to meet the requirements of the applicable support test. If you do not meet the public support requirements during the advance ruling period, we wi),.l classify you as a private foundation for future peFiods. Also, if we classify you as a private foundation, we will treat you as a private foundation from your beginning date for purposes of section 507(d) and 4940. \ , I Grantors and contributors may rely on our determination that you are. not a private foundation until 90 days after the endo~ your advance ruling period. If you send us the required information within the 90 days, grantors and '. Letter 1045 (DO/CG) .. - "- -, ... - . -2- SAN LUIS OBISPO COUNTY HOUSING contributors may continue to rely on the advance determination until we make a final determination of your foundation status. If we publish a notice in the Internal Revenue Bulletin stating that we will no longer treat you as a publicly supported organization, grantors and contributors may not rely on this determination after the date we publish the notice. In addition, if you lose your status as a publicly supported organi- zation, and a grantor or contributor was responsible for, or was aware of, the act or failure to act, that resulted in your loss of such status, that person may not rely on this determination from the date of the act or failure to act. Also, if a grantor or contributor learned that we had given notice that you would be removed from classification as a publicly supported organization, then that person may not rely on this determination as of the date he or she acquired such knowledge. ~ If you change your sources of support, your purposes, character, or method of operation, please let us know so we. can consider the effect of the change on your exempt status and foundation status. If you amend your organizational document or bylaws, please send us a copy of the amended document or bylaws. Also, let us know all changes in your name or address. As of January 1, 1984, you are liable for social security taxes under the Federal Insur~nce Contributions Act on amounts of $100 or more you pay to each of your employees during a calendar year. You are not liable for the tax imposed under the Federal.Unemployment Tax Act (FUTA). Organizations that are not private foundations are not subject to the pri- vate foundation excise taxes under Chapter 42 of the Internal Revenue Code. However, you are not automatically exempt from other federal excise taxes. If you have any questions about excise, employment, or other federal taxes, please let us know. Dqnors may deduct contributions to you as provided in section 170 of the Internal Revenue Code, Bequests, legacies, devises, transfers, or gifts to you or for your use .are ded~ctible for Federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. Donors may deduct contributions to you only to the extent that their contributions are gifts, with no consideration received. Ticket purchases and similar payments in conjunction with fundraising events may not necessarily qualify as deductible contributions, depending on the circumstances. Revenue Ruling 67-246, published in CUmulative Bulletin 1967-2, on page 104, gives guidelines regarding when taxpayers may deduct paYments for admission to, or other participation in, fundraising activities for charity. \ . You are not required to file Form 990, Return of Organization Exempt From Inco~e Tax, if your gross receipts each year are normally'$25, 000 or less. IIf you receive a Form 990 package in the mail, simply attach the label provided, check the box in the heading to indicate that your annual gross receipts are normally $25,000 or less, and sign the return. Because you will be treated as a public charity for return filing purposes during your entire advance ruling Letter 1045 (DO/CG) . . I.;" , . . - - -3- SAN LUIS OBISPO COUNTY HOUSING period, you should file Form 990 for each year in your advance ruling period that you exceed the $25,000 filing threshold even if your sources of support do not satisfy the public support test specified in the heading of this letter. If a return is required, it must be filed by the 15th day of the fifth month after the end of your annual accounting period. A penalty of $20 a day is charged when a return is filed late, unless there is reasonable cause for the delay. However, the maximum penalty charged cannot exceed $10,000 or 5 percent of your gross receipts for the year, whichever is less. For organizations with gross receipts exceeding $1,000,000 in any year, the penalty is $100 per day per return, unless there is reasonable cause for the delay. , The maximum penalty for an organization with gross receipts exceeding $1,000,000 shall not exceed $50,000. This penalty may also be charged if a return is not complete. So, please be sure your return is complete before you file it. You are not required to file federal income tax returns unless you are subject to the tax on unrelated business income under section 511 of the Code. If you are subject to this tax, you must file an income tax return on Form 990-T, Exempt Organization Business Income Tax Return. In this letter we ~re not determining whether any of your present or proposed activities are unre- lated trade or business as defined in section 513 of the Code. You are required to make your annual information return, Form 990 or Form 990-EZ, available for public inspection' for three years after the later of the due date of the return or the date the return is filed. You are also required to make available for public inspection your exemption application, any supporting documents, and your exemption letter. Copies of these documents are also required to be provided to any individual upon written or in person request without charge other than reasonable fees for copying and postage. You may fulfill this requirement by placing these documents on the Internet. Penalties may be imposed for failure to comply with these requirements; Additional information is. available in Publication 557, TaX-Exempt Status for Your Organization, or you may call our toll free" number shown above. You need an employer identification number even if you have no employees. If an employer identification number was not entered on your application, we will assign a number to you and advise you of it. Please use that number on all returns you file and in all correspondence with the Internal Revenue Service. In accordance with section 508(a) of the Code, the effective date of this determination letter is February 27, 2003. \ This determination is based on evidence that your funds are dedicated to the purpbses listed in section 501 (c) (3) of the Code. To'assure your contihued exemption, you should keep records to show that funds are spent only for those purposes, If you distribute funds to other organizations, your records should show whether they are exempt under section 501(c} (3) .In cases where the recipient organization is not exempt under section 501 (c) (3), you must have Letter 1045 (DO/CG) - - --------..- -_._--,._--~_...--_._-- . . " ~ . , . ., - - ! - ,.. '. , -4- ~'; " .' "t'\ SAN LUIS OBISPO COUNTY HOUSING , ,,~. ~.\ :%' '. . evidence that the funds will remain dedicated to the required purposes and that ~X\ . .... the recipient will use the funds for those purposes. . . "- , , <::::.>!J. If you distribute funds to individuals, you should keep ,case histories ..~\~~:\ showing the recipients I names, addresses, purposes of awards, manner of selec- 1t~~~\, tion, and relationship (if any) to members, officers, trustees or donors of' "''I:\.'~ \ funds to you, so that you can substantiate upon request by the Internal Revenue ~.> Service any and all distributions you made tn individuals, (Revenue Ruling '~if:~~~: 56-304, C.B. 1956-2, page 306.) \\.,'1,;' \;~.:: If we said in the heading of this letter that an adq,endum applies, the addendum enclosed is an integral part of this letter. Because this letter could help us resolve any questions about your exempt status and foundation status, you should keep it in your permanent records. We have sent a copy of this letter to your representative as indicated in your power of attorrtey. If you have any questions, please contact the person whose name and telephone number are shown in the heading of this letter. Sincerely yours, ~ ~ ~~-~.v" Lois G Lerner Director, Exempt Organi~ations Rulings and Agreemen~s Enclosure(s) : Addendum Form 872-C ; , ( \ \ . I : . ~.';.::}}~~~?; ;~:H:..:::: . ~;:: . . Letter104'5:Cp6!CG) ....-~ .... . ,.. ~ "":) ......a 'i\" \ - .~. \.', -5- , "~~~~ LUIS OBISPO COUNTY HOUSING . .' ~. .,.:.. . .~(' .,".. \... \ '~~~ ADDENDUM Foundation status classification: IRC 509(a) (1) and 170(b) (~) (A) (vi) "' i ; I , " :.' i .,.., \ t . \ .:.:': t~;~\~i ' ..):r,),fi1;~ . ;, .' .,J'~:1k- 5A " .:X " , .u'.I~~." Po .........".. ''''~II'''''''''' "":';;"~~"a.~ !}l\'~.' "y' ,,.<. .:"1~f~~~'::):'.'~;~;~;Ir ",.ut ~AN'ILJIS.OBlspn'\OUNTY ~HOUSING .J" TRUST RJND Board of Directors The Board of Directors for the San Luis Obispo County Housing Trust Fund has five members. The names, offices and affiliations of the current board members are: Board Member Office AftiIiatioD Anita Robinson Chair Mission Community Bank, President/CEO Rachel Richardson Vice-Chair San Luis Obispo Supportive Housing Consortium, Chair; and AIDS Support Network Dr. Allen Haile Secretary Cat Poly University, Community & Government Relations Director; and SLO County Economic Advisory Committee Janna Nichols Treasurer United Way of San Luis Obispo County, Executive Director George Moylan Housing Authority of the City of SLO, Executive Director Affiliations are provided for information only. (1116/04) 4111 Broad Street, SUite A-6, San Luis Obispo, CA 93401 . phoneJfax: (805) 543-5970 / (805) 543-5972 SAN'(UIS'OBlsrO'COUNTY ~HOUSING _I" TRUST RJND Housing Tmst Fund Commission The Housing Trost Fund Commission will serve as the loan committee for the San Luis Obispo County Housing Trost Fund. The Commission will develop the HfF's funding policies and procedures. They will oversee the individual allocations of funds and the distribution of funds among target groups and communities within San Luis Obispo County. The Commission will also monitor the progress of projects and programs that have received funds and their compliance with funding and affordability agreements. The membership of the Commission is broad based to represent the various interested that have supported the Housing Trust Fund's creation and operations. The corporation's Bylaws prescribe that the Commission have up to 16 members with the following composition: . One representative from each participating jurisdiction . Two representatives from the SW Supportive Housing Consortium . One representative from the low-income community . One representative from the disabled community . One representative from the construction or homebuilding industry . One representative from the business or agriculture industry . One representative from the banking or economic development industry . One representative from the tourism industry Participating jurisdictions are local government agencies - the County of San Luis Obispo and the seven cities within the county - that provide financial support to the IITF. Each participating jurisdiction may appoint one Commissioner. Other Commissioners will be appointed by the RTF's Board of Directors. RTF staff will accept, review and follow up on individual funding requests. Staff will present reports on each request to the Commission in a public meeting. The Commission will consider each request and decide which should be approved, denied or returned for additional information or modification. The RTF's Board of Directors has the ultimate authority and responsibility for loans made by the corporation. The Commission will act under the authority of the Board. The level of authority that is delegated to the Commission will be decided by the Board during the organization and implementation of the Commission. The Board will also determine the extent to which it will review, or require ratification of, the actions of the Commission. The Commission will be organized and become operational during 2004. (1116104) 4111 Broad Street, Suite A-6, San Luis Obispo, CA 93401 . phonelfax: (805) 543-5970 I (805) 543-5972 SAN'!.LJ IS.OBI SPO'COUNTY ~HOUSING J" TRUST RJND Executive Director Gerald L. ("Jerry") Rioux is the executive director of the San Luis Obispo County Housing Trust Fund. He has nearly 25 years of management experience in housing and community develop-ment, including eight years as a private consultant and twelve.as a real estate broker. Mr. Rioux has developed. implemented and managed loan and grant programs for state and local governments and a multi-state nonprofit intermediary. He has also financed and managed complex affordable housing projects. Highlights of his experience are listed below. Mr. Rioux earned a masters in uroan and regional planning from the University of Southern California and has taught college courses in real estate and planning. Government Experience . Project Manager, City ofWatsonville, Redevelopment and Housing Department . Housing Program Manager, County of Santa Cruz, Planning Department . Program Manager, State of California, Department of Housing and Community Development Nonprofit Experience . Housing Director, Rural Community Assistance Corporation (RCAC) . Board of Directors, California Coalition for Rural Housing (CCRH) . Board of Directors, Rural California Housing Corporation (RCHC) Programmatic and Funding Experience . HOME Investment Partnership Program . Community Development Block Grant Program (CDBG) . Redevelopment Housing Set-Aside Funds . Affordable Housing Program of the Federal Home Loan Bank (AHP) . Mortgage Credit Certificate (MCC) Program . Ford Foundation Program Related Investment (PRI) . USDA Intermediary Relending Program (IRP) . Various programs of the California Department of Housing and Community Development A resume and additional information is available upon request. (1116/04) 4111 Broad Street, SUite A-6, San Luis Obispo, CA 93401 . phoneJfax: (805) 543-5970 I (805) 543-5972 - I~ 8:5~g~~~ ~g8~~g~~~g8gogg~~= ggggg a1 I~ 2~o2~N~ ~~~N~cio.~~dg~d~~.w o22od m :!i C5..CS..~q~""""~.. ~i2S~~ma ~~::~~C\!.~ C;~~N~ ~~~8.. ~ ~ 8~~8~ ~ ~ Nm ~~ N_N I~ ! 8~~~ ~ ~ ..:..: N . 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" SAN LUIS OBISPO COUNTY HOUSING TRUST FUND LIABILITY CASH POSITION SCHEDULE as of December 31, 2003 Total Cash March 1, 2003 $4,983.06 Net Increase(Decrease) in Cash over 10-Month Period 22,222.11 Total Cash Dec. 31, 2003 $~~I$~1'i7 Estimated Payables as of Dec. 31, 2003 Current Period: Outside Services 2,238.40 Payroll Tax Dee $371.66 Payroll Dee $3,333.33 Health and Welfare Benefit (Inel Retirement) $400.00 $6,343.39 Prior Period: Computer Equipment $1,600.00 Health and Welfare Benefit (Inel Retirement) $1,500.00 Moving Expenses J. Rioux $2,650.00 5,750.00 Total Estimated Payables Dec. 31, 2003 ($12,093.39) Miscellaneous Liabilities: Total Estimated Payables & Misc. Liabilities Dec. 31, 2003 Estimated Net Assets (cash only) Dec. 31, 2003 Misc. Receivables: County of San Luis Obispo - Matching Operating Funds $78,000.00 United Way of San Luis Obispo Co. - Com. Fund Grant 03/04 $2,500.00 EOC - State of Ca HCD Grant $18,000.00 98,500.00 98,500.00 Appropriations: Contingent Liabilities: 1 Month of Operating Budget 2004 18,000.00 18,000.00 Board Restricted Reserves - Loan Fund 4973.62 4,973.62 (22,973.62) Total Appropriations & Contingencies ($22,973.62) Estimated Future Cash Available For Operetional Needs 12/31/03 $90,638.16 ---- . - SAN LUIS OBISPO COUNTY HOUSING TRUST FUND LIABILITY CASH POSITION SCHEDULE as of December 31,2003 Total Cash March 1, 2003 $4,983.06 Net Increase(Decrease) in Cash over 10-Month Period 22,222.11 Total Cash Dec. 31, 2003 $~t:il~i.7 Estimated Payables as of Dec. 31" 2003 Current Period: Outside Services 2,238.40 Payroll Tax Dec $371.66 Payrotl Dec $3,333.33 Health and Welfare Benefit (Incl Retirement) $400.00 $6,343.39 Prior Period: Computer Equipment $1,600.00 Health and Welfare Benefit (Incl Retirement) $1,500.00 Moving Expenses J. Rioux $2,650.00 5,750.00 Total Estimated Payables Dec. 31, 2003 ($12,093.39) Miscellaneous Liabilities: 0.00 Total Estimated Payables & Misc. Liabilities Dec. 31, 2003 ($1:2j0933~9) Estimated Net Assets (cash only) Dec. 31, 2003 $15;111;7$ Misc. Receivables: County of San Luis Obispo - Matching Operating Funds $78,000.00 United Way of San Luis Obispo Co. - Com. Fund Grant 03/04 $2,500.00 EOC - State of Ca HCD Grant $18,000.00 98,500.00 98,500.00 . Appropriations: Contingent Liabilities: 1 Month of Operating Budget 2004 18,000.00 18,000.00 Board Restricted ReselVes . Loan Fund 4973.62 4,973.62 (22,973.62) Total Appropriations & Contingencies ($22,973.62) Estimated Future Cash Available For Operational Needs 12/31/03 $90,638.16 , I II SAN .I.U IS'OBISrO'COUNTY ~HOUSING .J'. TRUST RJND Operating Budget Calendar Year 2004 REVENUE SLO County $ 112,500 EOC (State subcontract) $ 50,000 United Way $ 2,500 Other $ 60,000 Total Revenues $ 225,000 EXPENSES Salary & Wages $ 95,000 Payroll Expenses $ 23,101 Outside Services $ 53,700 Furnishings & Equipment $ 4,750 Supplies $ 2,400 Marketing/Educational Material $ 5,000 Auto & Travel Exp. $ 3,000 Accounting & Legal Services $ 3,000 Rent & Utilities $ 9,575 Telephone $ 2,400 Insurance $ 3,300 Interest Expense $ 15,000 Other Expenses $ 4,774 Total Expenses $ 225,000 Adopted by Board of Directors December 19,2003 4111 Broad Street, SUite A-6, San Luis Obispo, CA 93401 . phonelfax: (805) 543-5970 I (805) 543-5972