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Agenda Packet 2000-07-25 CITY COUNCIL WWy 0/ AGENDA ~ 8J/}l{Mtde Michael A. Lady Mayor Rick TerBorch Interim City Manager Tony M. Ferrara Mayor Pro Tem Timothy J. Carmel City Attomey Thomas A. Runels Council Member Kelly Wetmore Director, Administrative Services Steve Tolley Council Member Jim Dickens Council Member NOTICE OF CITY COUNCIL SPECIAL MEETING Tuesday JUL Y 25, 2000 6:00 P.M. Arroyo Grande City Council Chambers 215 East Branch Street, Arroyo Grande AGENDA 1. ROLL CALL 2. PUBLIC COMMENT on Special Meeting Agenda Items. Members of the public wishing to address the Council on any item described in this Notice may do so when recognized by the Presiding Officer. 3. CITY COUNCIL CLOSED SESSION: (a) PUBLIC EMPLOYMENT pursuant to Government Code Section 54957: Title: City Manager (b) CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54957.6: Agency Negotiator: Rick TerBorch, Interim City Manager Unrepresented Employees: Management 4. RECONVENE TO OPEN SESSION: Announcement of reportable action from closed session, if any. 5. ADJOURNMENT. c :closedsession. agenda. 07 2 500. ~_.'-"----- -~--_.- CITY COUNCIL CWity 0/ AGENDA ~ 8J1tande Michael A. Lady Mayor Rick TerBorch Interim City Manager Tony M. Ferrara Mayor Pro Tem Timothy J. Carmel City Attomey Thomas A. Runels Council Member Steve Tolley Council Member Kelly Wetmore Director, Administrative Services Jim Dickens Council Member AGENDA SUMMARY CITY COUNCIL MEETING TUESDAY, JULY 25,2000 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: KIWANIS CLUB OF ARROYO GRANDE 4. INVOCATION: PASTOR ROBERT BURNETT NEW HOPE CHURCH, ARROYO GRANDE 5. SPECIAL PRESENTATION: 5.a. Informational Presentation on Clerk Assisted Sales - Tobacco Control Proaram (Mayor Pro Tem Ferrara will introduce Susan Hughes, Director of Health Promotion, from the County of San Luis Obispo Public Health Department. ) 6. AGENDA REVIEW: 6A. Move that all resolutions and ordinances presented tonight be read in title only and all further readings be waived. -_....~--- ---- ---..- -, - AGENDA SUMMARY - JUL Y 25, 2000 PAGE 2 7. PUBLIC HEARINGS: 7.a. ApDeal of Condition of Approval No. 56 for Tentative Parcel MaD 99-003 and Planned Unit Development 99-003 Reaardina the Under9rounding of Utilities: 1171 Ash Street Recommended Action: Adopt Resolution upholding the decision of the Planning Commission of June 6, 2000 to require certain existing overhead public utilities to be placed underground. It is further recommended that language be added to Condition of Approval No. 19 regarding tree protection measures for underground utility trenching. 8. CITIZENS' INPUT. COMMENTS. AND SUGGESTIONS: Persons in the audience may discuss business not scheduled on this agenda regarding any item of interest within the jurisdiction of the Council. The Council will listen to all communication but, in compliance with the Brown Act, will not take any action on items that are not on the agenda. Upon completing your comments: . You may be directed to staff for assistance; . A Council Member may indicate an interest in discussing your issue with you subsequent to the Council meeting; . The Council may direct staff to research the issue and subsequently report back to the Council (generally in the form of a memorandum or staff report); or . No action is required or taken. 9. CITY COUNCIL 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. 9.a. Cash Disbursement Ratification (SNODGRASS) Recommended Action: Approve the listing of cash disbursements to vendors for the period July 1, 2000 through July 15, 2000. 9.b. Minutes of City Council Meeting of Julv 11 . 2000 (WETMORE) Recommended Action: Approve minutes as submitted. 9.c. Authorization to Award Bid - Update of Division of Fire and Emeraency Services Staffing Needs and Options (FIBICH) Recommended Action: Award bid to DMG Maximus in the amount of $17,000. -.--.....- --.--.--..--- AGENDA SUMMARY - JULY 25, 2000 PAGE 3 9. CONSENT AGENDA (continued): 9.d. Authorization to Purchase Replacement Police Patrol Vehicles (TerBORCH) Recommended Action: Authorize staff to purchase two (2) 2001 Ford Crown Victoria marked police vehicles from Downey Ford for $46,727. 9.e. Authorization to Purchase Replacement In-Car Video Svstems (TerBORCH) Recommended Action: Authorize staff to purchase two (2) Kustom Signals Eyewitness Industrial Grade patrol car video systems for $11,383. 10. CONTINUED BUSINESS: 10.a. Additional Construction Alternatives for Fair Oaks AvenueNalley Road and Tally Ho Overlay Proiect (SPAGNOLO) Recommended Action: 1) Review the additional construction alternatives and provide staff with a priority list; 2) Transfer $19,000 from project 350-5636 (traffic signal at Fair Oaks and Valley Road) to 350-5630; and 3) Transfer $7,500 from the Traffic Signalization Fund to 350-5630. 10.b. Modification to California Public Emplovees' Retirement Svstem (CALPERS) Contract (SNODGRASS) Recommended Action: 1) Introduce Ordinance amending the contract with the California Public Employees' Retirement System; 2) Approve and authorize the Mayor to sign on behalf of the City a Resolution of Intention to amend the contract with the California Public Employees' Retirement System. 11. NEW BUSINESS: 11.a. Tract 2207. Vista Del Mar. Water for Grading (SPAGNOLO) Recommended Action: Consider a request from Coastal Ea rth movers , Inc. to use potable water for grading operations for Tract 2207, and approve or deny the request. 12. CITY COUNCIL REPORTS: This item gives the Mayor and Council Members the opportunity to present reports to the other members regarding committees, commissions, boards, or special projects on which they may be participating. (a) MAYOR MICHAEL A. LADY: (1) South San Luis Obispo County Sanitation District (SSLOCSD) (2) Other .-----~----.--~ AGENDA SUMMARY - JUL Y 25, 2000 PAGE 4 12. CITY COUNCIL REPORTS (continued): (b) MAYOR PRO TEM TONY M. FERRARA: (1) Integrated Waste Management Authority (IWMA) (2) Economic Vitality Corporation (EVC) (3) Air Pollution Control District (APCD) (4) 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 STEVE TOLLEY: (1) Long-Range Planning Committee (2) San Luis Obispo Council of Governments/San Luis Obispo Regional Transit Authority (SLOCOG/SLORT A) (3) Other (e) COUNCIL MEMBER JIM DICKENS: (1) South County Area Transit (SCAT) (2) Economic Development Committee/Chamber of Commerce (3) Community Recreation Center Subcommittee (4) Economic Opportunity Commission (EOC) (5) South County Youth Coalition (6) Other 13. COUNCIL COMMUNICATIONS: Correspondence/Comments as presented by the City Council. 14. STAFF COMMUNICATIONS: Correspondence/Information for the City Council presented by the Interim City Manager. 15. ADJOURNMENT AGENDA SUMMARY - JUL Y 25, 2000 PAGE 5 * * * * * * * Copies of the staff reports or other written materials relating to each item of business referred to on this agenda are on file with the Director of Administrative Services and are available for public inspection and reproduction at cost. If you have questions regarding any agenda item, please contact the Director of Administrative Services at (805) 473- 5414. * * * * * * * In compliance with the Americans with Disabilities Act, if you need special assistance to participate in a City meeting, please contact the Director of Administrative Services at the number listed above at least 48 hours prior to the meeting to ensure that reasonable arrangements can be made to provide accessibility to the meeting. * * * * * * * 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.arrovogrande.org --- "-.----. CITY OF ARROYO GRANDE - ABBREVIATIONS revised 10/26/99 A Agricultural Preserve JPA Joint Powers Authority AB Assembly Bill LAFCO Local Agency Formation Commission ADA Americans with Disabilities Act LOCC League of California Cities AG General Agriculture LLA Lot Line Adjustment AGMC Arroyo Grande Municipal Code LUE Land Use Element AGPOA Arroyo Grande Police Officers' Association MER Lot Merger APN Assessor's Parcel Number MF CondominiumlTownhouse APCB Air Pollution Control Board MFA Apartments APCD Air Pollution Control District MHP Mobile Home Parks ARC Architectural Review Committee 0 Office Professional ASCE American Society Civil Engineers OCSD Oceano Community Services District ASD Administrative Services Department OSCE Open Space and Conservation Element AWWA American Water Works Association PC Planning Commission BD Building Division PD Police Department CA City Attomey PF PubliciQuasi Public CC City Council PPR Plot Plan Review CCC Califomia Conservation Corps PRD Parks & Recreation Department CCCSIF Central Coast Cities Self-In~urance Fund PRE-APP Pre-application CD Community Development PSHHC Peoples' Self-Help Housing Corp. CDBG Community Development Block Grant PSP Planned Sign Program CE Circulation Element PUD Planned Unit Development CEC Califomia Energy Commission PW Public Works Department CEQA Califomia Environmental Quality Act RE Residential Estate CIP Capital Improvement Program RFP Request for Proposals CIWMP Califomia Integrated Waste Management Plan RFQ Request for Qualifications CM City Manager's Office RH Hillside Residential CMC Califomia Men's Colony RHNP Regional Housing Needs Plan CMP Congestion Management Plan RR Rural Residential COC Certificate of Compliance RS Suburban Residential CPI Consumer Price Index RTA Reversion to ACreage CUP Conditional Use Permit RWQCB Regional Water Quality Control Board DARE Drug Abuse Resistance Education SAC Staff Advisory Committee DC Development Code SB Senate Bill CEA Drug Enforcement Administration SCAT South County Area Transit E.C. Election Code SEIU Service Employees 'ntemational Union EDD Economic Development Department SF Single Family EDU Equivalent Dwelling Unit SLO San Luis Obispo EIR Environmental Impact Report SLOCOG San Luis Obispo Council of Govemments EIS Environmental Impact Statement SLOHA San Luis Obispo Housing Authority EVC Economic Vitality Corporation SLONTF San Luis Obispo Narcotics Task Force FAU Federal Aid Urban SLORT A San Luis Obispo Regional Transit Authority FD Fire Division SLOWRAC San Luis Obispo County Water Resources Advisory FDAA Federal Disaster Assistance Administration Committee FEMA Federal Emergency Management Agency SR Senior Housing FID Financial Services Department SSLOCOWA South San Luis Obispo County Water Association FPPC Fair Political Practices Commission SSLOCSD South San Luis Obispo County Sanitation District FTA Federal Transit Administration SRRE Source Reduction & Recycling Element FY Fiscal Year SWRCD State Water Resources Control Board G.C. Govemment Code TPM Tentative Parcel Map GC General Commercial TT Tentative Tract Map GF General Fund TTAC Transportation Technical Advisory Committee GP General Plan TUP Temporary Use Permit GPA General Plan Amendment UBC Uniform Building Code HCD California Department of Housing and Community UFC Uniform Fire Code Development USA Underground Service Alert HOP Home Occupancy Permit VAR Variance HUD Housing and Urban Development Dept. VC Village Commercial I Industrial and Business Park VSR View Shed Review ISTEA Intermodal Surface Transportation ZONE 3 San Luis Obispo County Flood Control and Water Conservation District - Zone 3 (Lopez Project) ---.- 7... CITY OF ARROYO GRANDE CITY COUNCIL NOTICE OF PUBLIC HEARING NOTICE IS HEREBY GIVEN that the City Council of the City of Arroyo Grande will hold a Public Hearing on the following item: CASE NO. Tentative Parcel Map 99-003 Planned Unit Development 99-003 APPLICANT: Sutton's Construction LOCATION: 1171 Ash Street PROPOSAL: An appeal of Condition of Approval No. 56 regarding undergrounding utilities. ENVIRONMENTAL DETERMINATION: Categorical Exemption REPRESENTATIVE: Billy D. Sutton, Sr. The City Council will consider an appeal by the applicant of Condition of Approval No. 56 for approved Tentative Parcel Map 99-003 and Planned Unit Development 99-003. The applicant is requesting the City Council amend the Condition of Approval requiring the applicant to underground electrical lines along the western property boundary of the above-mentioned project. In compliance with the California Environmental Quality Act, the Community Development Department has determined that the proposed project, is categorically exempt under Section 15315 of the CEQA Guidelines. Any person affected or concerned by this application may submit written comments to the Director of Administrative Services at 214 E. Branch Street, Arroyo Grande, California, during normal business hours (8:00 a.m. to 5:00 p.m.) before the City Council hearing, or appear and be heard in support of or opposition to the project. The project application is available for public inspection at the above address. IF YOU CHALLENGE AN ITEM IN COURT, YOU MAYBE 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 DIRECTOR OF ADMINISTRATIVE SERVICES, ON 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, July 25, 2000 at 7:00 p.m. Place of Hearing: Arroyo Grande City Council Chambers 215 E. Branch Street Arroyo Grande, California 93420 fM ~4uP~ etmore, Directive of Administrative Services Publish 1 Time on July 14, 2000 MEMORANDUM TO: CITY COUNCIL FROM: KERRY McCANTS COMMUNITY DEVELOPMENT DIRECTOR SUBJECT: APPEAL OF CONDITION OF APPROVAL NO. 56 FOR TENTATIVE PARCEL MAP CASE NO. 99-003 AND PLANNED UNIT DEVELOPMENT CASE NO. 99-003 REGARDING THE UNDERGROUNDING OF UTILITIES; 1171 ASH STREET DATE: JUL Y 25, 2000 RECOMMENDATION: Staff recommends that the City Council adopt the attached resolution upholding the decision of the Planning Commission of June 6, 2000 to require certain existing overhead public utilities to be placed underground. Staff further recommends that language be added to Condition of Approval No. 19 regarding tree protection measures for underground utility trenching. FUNDING: No fiscal impact. DISCUSSION: The Planning Commission approved Tentative Parcel Map 99-003 and Planned Unit Development 99-003 on June 6, 2000 to subdivide a half-acre parcel into three lots and construct two separate single-family residences (reference Attachment 3 for Planning Commission meeting minutes). A single-family residence currently exists on the property that will remain. The Conditions of Approval for the project required the applicant to place certain overhead utilities underground. Specifically, Condition No. 56 requires that "existing overhead public utilities on site shall be placed underground, as shown in Exhibit A, " (reference Attachment 4). The Planning Commission modified Condition No. 56 to relieve the applicant from removing three (3) utility poles and undergrounding approximately half of the overhead wires (reference Attachments 5 and 6). APPLICANT'S APPEAL STATEMENT AND RESPONSE BY STAFF: The appeal document filed by the applicant (Attachment 1) sets forth the reasons for the appeal. For the Council's convenience, the reasons supporting the appeal stated by the applicant are listed below in italics, followed by the staff response. - Appeal to City Council Sutton TPM 99-003; PUD 99-003 July 25, 2000 Page 2 of 3 1. The neighbor located at 1177 Ash Street will refuse us access onto her property for purposes of updating her service. Staff Response Staff discussed this item with the neighbor, Mrs. Boswell, whose property is located at 1177 Ash Street. Mrs. Boswell did not express any opposition to undergrounding along the driveway. However, she did express concern about the 1 8" diameter oak tree located on her property and the damage that utility trenching could have on it. In response to her concern, staff recommends that the following language be added to Condition of Approval No. 19 to ensure that proper tree protection measures are used during the trenching of utilities (new language is shown highlighted): 19. The applicant shall comply with the provisions of Ordinance 431 C.S., the Community Tree Ordinance. 2. / feel that I am being unfairly discriminated against as the power I will be forced to underground services a new senior housing complex and two existing residences that are not part of our project. /t is my opinion that Public Works should have made the senior complex underground this service at the time of their approval. The financial strain of this requirement would make this proposed project unfeasible. Staff Response Development Code Section 9-15-050 requires all above ground utilities to be placed underground when the following circumstances exist for any proposed subdivision or discretionary land use project (reference Attachment 8): 1. Utilities provide direct service to the property being developed; 2. Utilities are existing and located within the boundaries of the property being developed; 3. Utilities are existing between the property line and the centerline of the peripheral streets of the property being developed; or 4. Utilities are located along or within six (6) feet of the rear or side lot lines of the property to be developed. I ~--_.._- -----------.-.-----..---- ~-~..,--' Appeal to City Council Sutton TPM 99-003; PUD 99-003 July 25, 2000 Page 3 of 3 The project site contains a total of three (3) utility poles and associated overhead utility wires along the front and west property lines that are subject to the above requirement. Per the Development Code, the draft conditions of approval required all three (3) utility poles to be removed and all associated overhead utilities placed underground. After receiving public input and reviewing the written request from the applicant to waive the undergrounding requirement (reference Attachment 9), the Planning Commission granted an exception by allowing all three (3) poles and approximately half of the overhead utilities to remain. Exceptions can be made to this utilities undergrounding requirement on an administrative level if it can be determined that "topographic soil, or any other conditions, render underground placement impractical or infeasible." The Public Works Director and Community Development Director reviewed the request and determined that the undergrounding requirement was not "impractical" or "infeasible. " The senior housing project referenced in the applicant's above statement (Self-Help Housing, approved in July of 1 994) is located southwest of the subject property (reference Attachment 7). All new public utilities were installed underground per the Development Code. However, the project was not conditioned to place the existing overhead utilities located along the rear property line underground. It is staff's assumption that the Development Code was interpreted more liberally at the time the project was approved. Attachments: 1. Appeal statement from applicant 2. Resolution upholding the Planning Commission's decision of June 6, 2000 3. Minutes from the June 6, 2000 Planning Commission Meeting 4. Condition of Approval No. 56 for TPM 99-003 and PUD 99-003 5. Utility Exhibit A (Draft) 6. Utility Exhibit A (Approved) 7. Location of Peoples' Self-Help Housing project 8. Section 9-1 5-050 of the Development Code 9. Letter from applicant requesting an exception to the undergrounding of utilities, dated March 31, 2000 ------- .. - ATTACHMENT I ,<: .;,- - . . J' ~ .' ' , ,," ,,", ,,' C I , tor: -.J:"~ , ~~PEAL T9'T'''II: .Crl)'.p.OU,~GI~OF .1)f)t~JN 20 Prl 2: a . . . ',,";. CITY:OF~ARROYO GRANDE, " ;.~. . .Date h.#~/:}fE}O. .. . . ... . . ,Nameand:l\dd;eSSofAPpell~mt$ ~ 1f&~ ;,',8d'lts Tf.,^(' 1, ~,J 70'90 f(6di'~k ' ~' h~e ' /!I2R~yo .6l~~ ',~ Cj~ y;2Z) " ' Appealof ~~o-J~ U.1:{:'~,~~ 4~ lJ, PR~p77 L~~ ' C/CJ-otJ3 " ',,',' " " " , ',Case No. " " :;, APprb~~d/6~niedbyeoo:-b';,.;eiJ'/fL '/}piRtJtJ~L-'on M~ 2;'J..(tf)~ ' "', ',." , ' ,', ,.' ' '.-- . ' " ' I . '.Date : ,'.., :~':)~~~s9nf()r App~al .._.~ We are requesting an appeal for the city's requirement to underground power service along the western property line of the above mentioned project for the following reasons: 1. The neighbor located at 1177 Ash street will refuse us access onto her property for purposes of updating her service. 2. I feel that I am being unfairly discriminated against as the power I will be forced to underground serves a new senior housing complex and two existing residences that are not part of our project. It is my opinion that Public Works should have made the senior complex underground this service at the time of their approval. The financial strain of this requirement would make this proposed project unfeasib~e. ~ Signa~,,'L~']) ~~.. ... M~m~gAddre.ss" ~qO')!6~ ,"~ " .~ ,~ LA. q3~~ T~leph~~e' (bO$> ~gl-6?'-/6 f'~. S9b-S'97/ ~eceipt No. Of-Oog 1//15 Date Le!~i.o 100 WMOAJl- \ A TT ACHMENT 2 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE UPHOLDING THE ACTION OF THE PLANNING COMMISSION TO REQUIRE CERTAIN OVERHEAD UTILITIES BE PLACED UNDERGROUND FOR TENTATIVE PARCEL MAP 99-003 AND PLANNED UNIT DEVELOPMENT 99-003, APPLIED FOR BY BILLY D. SUTTON, SR. FOR PROPERTY LOCATED AT 1171 ASH STREET WHEREAS, on June 6, 2000 the Planning Commission of the City of Arroyo Grande held a duly noticed public hearing to consider Tentative Parcel Map Case No. 99-003 and Planned Unit Development Case No. 99-003 filed by Billy D. Sutton, Sr. to subdivide a half-acre parcel into three lots and construct two single-family residences; and WHEREAS, as part of its consideration of the application, the Planning Commission reviewed and considered the information and publ~c testimony presented at the public hearing, the staff report and other information and documents that were part of the public record; and WHEREAS, after due study, the Planning Commission approved the Tentative Parcel Map and Planned Unit Development applications with a Condition of Approval No. 56 requiring the placement of certain existing overhead public utilities underground, as shown on the attached Exhibit "A"; and WHEREAS, Billy D. Sutton, Sr. filed a timely appeal of the Planning Commission's decision to require certain public utilities to be placed underground; and WHEREAS, the City Council held a duly noticed public hearing on July 25, 2000 in accordance with Municipal Code; and WHEREAS, the City Council has reviewed and considered the information and public testimony presented at the public hearing, the staff report and other information and documents that are part of the public record; and WHEREAS, the City Council finds, after due study, deliberation and public hearing, the following circumstances exist: 1. The overhead public utilities identified in the attached Exhibit "A" to be placed underground are correctly identified as being subject to Section 9- 15-050 of the Development Code because the overhead utilities: a. Provide direct service to the property being developed; b. Are existing and located within the boundaries of the property being developed; c. Are existing between the property line and the centerline of the peripheral streets of the property being developed; and ----- RESOLUTION NO. PAGE 2 d. Are located along or within six feet of the rear or side lot lines of the property to be developed. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande hereby upholds the decision of the Planning Commission to require certain utilities be placed underground as shown in Exhibit 1/ AI/, attached hereto and incorporated herein by this reference. BE IT FURTHER RESOLVED that the City Council of the City of Arroyo Grande hereby amends Condition of Approval No. 19 of Planning Commission Resolution No. 00- 1745 as follows (new language is shown highlighted): 19. The applicant shall comply with the of Ordinance 431 Community Tree Ordinance~ On motion by Council Member , seconded by Council Member , and by the following roll call vote, to wit: AYES: NOES: ABSENT: the foregoing Resolution was adopted this 25th day of July 2000. - RESOLUTION NO. PAGE 3 MICHAEL A. LADY, MAYOR ATTEST: KELL Y WETMORE, ADMINISTRATIVE SERVICES DIRECTOR/ DEPUTY CITY CLERK ~~~ R CK TerBOR- ; ~NTERIM CI- MANAGER APPROVED AS TO FORM: TIMOTHY J. CARMEL, CITY ATTORNEY ------.----.----- ARROYO GRANDE PLANNING COMMISSION A TT ACHMENT 3 MINUTES JUNE 6, 2000 PAGE 4 to make these kinds of decisions? Mr. Campbell replied that staff, after reviewing the Development Code and discus. g this issue, believed that the power that is granted to the Community Development Director nd the Director of Public Works is very limited. Their ability to grant an exception can only b ased on the fact that, because of issues like topography, it is infeasible to do the undergrou Cling. As far as the Planning Commission's authority, staff has looked at the General Except' n capability under the standards of land division on page 93 as giving the Commission e authority to approve exceptions to standards. The Planning Commissioners discussed the project and stated at they were in favor of the project and also in favor of granting the exception to undergro ding the utilities. Chair Greene asked that Condition of Approval #32 reg ing the overhead utilities, in view of the fact that the Planning Commission has the discre . n, be amended to permit the overhead line to remain. Staff stated that they would modify the Exhibit hich the Condition refers to so that it would reflect the Planning Commission's wishes. Commissioner Costello moved that the PI ning Commission adopt: A RESOLUTION F THE PLANNING COMMISSION OF THE CITY OF ARROYO GR DE APPROVING VESTING TENTATIVE PARCEL MAP CASE NO. -002, LOCATED AT 390 CANYON WAY, APPLIED FOR BY CA TH E BENSON with Exhibit A as mended. Commissioner London seconded the motion. The motion was approved by the lIowing roll call vote: TE Commissioner Costello Commissioner Keen Commissioner London Vice-Chair Parker Chair Greene II. B. TENTATIVE PARCEL MAP CASE NO. 99'-003, PLANNED UNIT DEVELOPMENT 99-003; LOCATION - 1171 ASH STREET; APPLICANT - SUTTON'S CONSTRUCTION Kelly Heffernon, Associate Planner, stated that the project site is located on the south side of Ash Street between South Elm and Walnut Streets, and is roughly a half-acre in size. A single-family residence exists on the front portion of the property, which is proposed to remain. One 24" diameter oak tree also exists on the site that appears to be in excellent health. The applicant has ARROYO GRANDE PLANNING COMMISSION MINUTES JUNE 6, 2000 PAGE 5 indicated that he will try to avoid tree removal, however staff recommends that this issue be settled with more certainty tonight. She said that the applicant was requesting approval of a Tentative Parcel Map and Planned Unit Development to create three parcels and construct two new single-family residences. A 20-foot wide shared driveway would access the two new lots to the rear of the property. Ms Heffernon stated that the property is located within the CondominiumlTownhouse zoning district, which is intended for development of small lot single-family and multi-family residential dwelling units with a maximum density of 9 dwelling units per acre. The applicant was proposing 3 units on a half-acre site, which is within the allowable density. The applicant is seeking approval of a Planned Unit Development to deviate from the minimum lot size, lot depth, lot width and setback requirements of the Development Code. The project meets all other Development Code requirements, such as the maximum lot coverage, number of guest parking spaces and amount of private open space. Finally, Ms. Heffernon stated that the applicant was also seeking an exception from the Development Code regarding the Undergrounding of utilities. A total of 3 utility poles and related overhead wires are subject to the undergrounding requirement. The Development Code does offer some relief to this requirement if the Public Works Director and Community Development Director determine that certain conditions cause the undergrounding of utilities "impractical" or "infeasible". Both the Public Works Director and Community Development Director have reviewed the applicant's request and concluded that the undergrounding requirement is not "impractical" or "infeasible". The applicant is requesting that the Planning Commission consider the circumstances outlined in the letter and grant the exception. The objection is based primarily on financial reasons, stating that the Undergrounding costs would render this project infeasible. To date, staff has received one letter in response to the public hearing notice, which is included in the staff report as Attachment 6. Owners of the property located behind the project site are concerned primarily with the narrow access and future development potential of their property. They feel that the proposed access and orientation of the residence on parcel 3 would prohibit them from developing their property to its full multiple-family use. Staff spoke with the City Fire Chief regarding the situation who stated that the neighbor's access would be sufficient so long as all of the units are fully sprinkled. In closing, Ms. Heffernon stated that staff recommends that the Planning Commission adopt Resolution No. 00-1745, approving Tentative Parcel Map 99-003 and Planned Unit Development 99-003, subject the conditions of approval. Commissioner Keen stated that the subject parcel was only 110 by 120 square feet. He asked if this was too small to subdivide? Also on page five (5) of seven (7) of the staff report it stated that one of the set backs on Parcel 3, is 3 feet. He asked if this was on the back property line or on the interior/side line between the two newly proposed residences? Ms. Heffernon stated that it was the back property line. _._..._n__ w~ ARROYO GRANDE PLANNING COMMISSION MINUTES JUNE 6, 2000 PAGE 6 Vice Chair Parker stated that at the ARC meeting of September 13, 1999 there was some discussion concerning the fireplaces. She asked if these were wood burning fireplaces and if those were allowed in the City? Ms. Heffernon stated that she did not know if wood burning fireplaces were allowed. Ms. Parker had a question about Conditions of Approval, Numbers 35 and 37. These two conditions dealt with curb and gutters and the widening of Ash Street, respectively. She asked what they needed to improve on Ash Street? She also stated that the Conditions of Approval required a street tree maintenance easement. She asked if there was such an easement on Ash Street? Craig Campbell, Public Works Department, stated that this was being required to improve the line up with the existing curb and gutters. With regard to the street tree maintenance easement, Mr. Campbell stated that this was required with any new subdivision and that this requirement started about twelve years ago. Commissioner Costello stated that the development would have five (5) retention basins on it. He inquired what the depth of these basins would be and where the water would go from the retention basins? Mr. Campbell replied that these were infiltration basins. He stated that the applicant had calculated the depth of the basins, which would be one-half foot to two (2) feet deep. Commissioner London asked if the driveway was an easement or was it owned by the property behind? He stated that the owner of the property had expressed some concern that the fence footings could present a problem as far as the drainage. Is there something in the drainage plans that address this problem? Furthermore, the property owner is concerned about this project encroaching on his property. Is this a valid concern? Mr. Campbell stated that the project as designed would capture all the drainage in the proposed basins . The natural drainage is from the subject property to the property in the rear and therefore this fence would not present a problem. With regards to any encroachment by this project, this project approval does not include any approval to encroachment on the driveway. Chair Greene stated, with regards to the undergrounding of utilities, that it was his understanding that the proposal was to remove the pole at the southwest corner of the parcel. Then the wires running along the property line of 11 69 and the adjoining property would be put underground to the existing pole. That pole would remain. Mr. Greene asked if this was correct? He also asked if Mr. Campbell would summarize the applicant's objections to this proposal. Mr. Campbell explained where the wires would be placed underground. He went on to say that that the applicant felt this would be an excessive financial burden to do the undergrounding along the west property line for both poles one (1) and two (2). Chair Greene asked Ms. Heffernon about the Oak tree that the applicant feels might have to be removed to build a patio? Mr. Greene referred to sheet A-1 of the submitted plans for the site --~..- ARROYO GRANDE PLANNING COMMISSION MINUTES JUNE 6, 2000 PAGE 7 and floor plan for Parcel 2. He stated that at the top of the plans there is an Oak tree noted and asked if this was the tree staff was referring too? Ms. Heffernon stated the tree Mr. Greene referred to was the one staff was referring to, and that staff was not clear about what the applicant was proposing. Staff was asking the applicant to clarify this. Mr. Greene asked Ms. Heffernon what type of clarification staff was looking for and where in the Conditions of Approval this should be placed? Ms. Heffernon stated that if the applicant was proposing to remove the tree then staff would like a condition that states that the applicant is required to replace the tree at a three (3) to one (1) ratio. Staff would like the landscape plan to reflect exactly where the replacement trees would be put. If the tree is to be retained, then staff would like tree protection measures observed. Mr. Green asked if the patio was not installed, could the tree be saved? Ms. Heffernon stated that she felt that the applicant could best answer the question. Commissioner London asked where the proposed driveway was to be installed? He also asked where the utility poles would be on the property? Ms. Heffernon stated that the proposed driveway was on the west side of the property and the existing driveway borders the east side of the property. The poles are on the property line adjacent to the newly proposed driveway. Commissioner Costello asked what other development is likely in this area that would be required to underground utility poles? Mr. Campbell stated that this area is mostly built out and he did not see any development in the near future that would be required to underground any utilities. Mr. Costello asked what the ratio of lot coverage would be if the covered patio was installed? Ms. Heffernon stated that the patio was not included in t~e plans at this point and if it exceeded the maximum allowed it would be included as part of the PUD deviation. Chair Greene opened the Public Hearing. Tim Tiessen. 725 Shell Beach Road, Shell Beach, architect for the applicant gave a brief history of the project. He explained that the issue of the overhead utilities was addressed at the SAC meeting as well as site drainage. He explained to the Planning Commission that the site drainage was dealt with by stepping the garages and placing down spouts to the driveway and having the driveway drain toward the street. This way the neighbor to the rear of the project would not be effected. The existing residence does drain onto the rear property now, however, this will be rectified with the new project design. ARROYO GRANDE PLANNING COMMISSION MINUTES JUNE 6, 2000 PAGE 8 Mr. Tiessen stated that the biggest issue was the undergrounding and he did not feel this was ever resolved. Staff informed the applicant that he could write a letter to the Planning Commission asking for some relief from the undergroundihg. Staff explained that it was not in their jurisdiction to waive the undergrounding request. Mr. Tiessen stated that had he known that this letter was going to be presented at the Planning Commission meeting he would have gone into more depth with his explanations. On Friday, when the applicant received the staff report was the first time that they had seen Exhibit A showing the underground requirements that staff was requiring. Mr. Tiessen handed out an exhibit to the Planning Commission that he felt better explained the utility poles and wires and would help him explain the reasons the applicant was requesting a waiver. Mr. Tiessen stated the following reasons the applicant was asking for the condition to be waived: . A very substantial transformer serves the existing adjacent Senior Housing. The applicant felt that these wires should have been placed underground when the senior housing was built. It should not be Mr. Sutton's responsibility at this point to do this. . The line on Ash Street would require Mr. Sutton to underground the utilities on the existing neighboring residence. The owner of this residence has made it very clear that she does not want anyone coming onto her property and doing any construction. . The applicant has met with P.G. & E. and discussed the cost of doing the undergrounding which he, Mr. Sutton, will discuss with the Planning Commission. . At the extreme north end of Ash Street, there is an existing pole with a large transformer which serves three-(3) residences, as well as the senior housing. . Cost is a definite factor for the applicant. As far as the covered porch which would be an addition onto the house on Parcel 2 is concerned, the owner is stating that the Oak tree is not there, however the civil engineer is saying it is. The patio could be removed if necessary. Finally, Mr. Tiessen stated that the three (3) foot setback on Parcel 3 that was questioned is on the north side of Parcel 3 and that is only in the area where the fireplace would be. To his knowledge, this was allowed by the Development Code. Furthermore, the fireplaces will be gas. Commissioner London stated that, in the diagram Mr. Tiessen handed out, the power lines cross each other. Mr. London asked if they were both power poles and is one across Ash Street? Mr. Tiessen stated that the one that paralleled Ash Street is telephone and cable and the one across the street is the main power source. Mr. Tiessen further stated that to underground the pole across Ash Street the applicant would be required to go underneath Ash Street and then install a transformer and a vault at the right hand corner of one of the residences. Then they would have to dig across the neighbor's property to the middle power pole and place another transformer and vault within the neighbor's property and connect to the senior housing. The applicant would also have to tie in to another neighbor's property. Commissioner Keen stated that the undergrounding requirements were very clearly spelled out in the Development Code. He stated that this could not have been sprung on the applicant at the -- ARROYO GRANDE PLANNING COMMISSION MINUTES JUNE 6, 2000 PAGE 9 SAC meeting. To what extent did the applicant believe they had not been told exactly what had to be done? Mr. Tiessen stated that they did not know the full extent of the undergrounding until they had seen the staff report on Friday. In response to Commissioner Keen's question as to whether the applicant had a letter in writing from P.G.&E. stating the cost of the undergrounding, Mr. Tiessen stated that P.G. & E. costs would be in the range of $30,000 to $50,000 but that they refused to put anything in writing until they have an engineered plan and a deposit. Vice-Chair Parker asked if P.G.&E. had underground pipe in place already to run the wires through so that the street would not have to be dug up? Mr. Tiessen stated that P.G.&E. did not have anything in place to aid in undergrounding the utilities on Ash Street. Commissioner Costello expressed his concern about the inconsistent statements about the existing Oak tree. Chair Greene asked about Mr. Sutton's position about the request to underground the utilities that run east/west on Ash Street? Mr. Tiessen deferred the answer to that question to Mr. Sutton. Mr. Greene asked if staff had had the opportunity to see the letter from Mrs. Boswell stating that she did not want the utilities put underground on her property or the exhibit Mr. Tiessen had distributed to the Commission? Mr. Tiessen stated that staff had not seen this before tonight's meeting. Bill Dver, 531 Oceanview, Grover Beach, representing the applicant stated that in the event that the utilities had to be put underground on Parcel A, the subdivision Map Act allows the City to acquire a right of way by eminent domain. Commissioner Keen stated that to his knowledge the Planning Commission had never approved individual drainage basins on private property. He said that there were very good reasons why this had not been done. There would be no way of the City preventing the owner from filling it in. He felt that the City should not approve these basins for this project. The City could possibly end up being responsible for damage done if someone filled in a drainage basin and then one of the other houses flooded. He felt that the applicant should be required to have the property drain to the street. Mr. Tiessen stated that the reason the project had been designed this way was because the property slopes away from the road and the only way to fix this was to build a retaining wall at the back of the property and bring in fill. Bill Sutton, applicant, stated that he had had a meeting with the City and explained his - ARROYO GRANDE PLANNING COMMISSION MINUTES JUNE 6, 2000 PAGE 10 understanding of what he was required to do with the undergrounding of the utilities. He did not have any problem moving the power lines if they were power lines only. However, because it deals with the transformers, it was much more involved. He also stated that the next door resident does not want her power put underground. Mr. Sutton stated that he did not have any problem with moving the cable and phone lines. Furthermore, Mr. Sutton stated that he had brought the undergrounding of the utilities to Mr. Campbell's attention from the very beginning and he stated that he had told Mr. Campbell that if he was going to have any problems with this issue to please notify him. Mr. Sutton stated that he had never been notified. He also stated that he had told Ms. Heffernon that he had a letter from the neighbor . Mr. Sutton also addressed the drainage and stated that the proposed drainage was the best solution they could come up with. Commissioner Costello asked if it would be feasible to build just one house on the lot instead of two? Also, he asked if the Commission allowed the poles to be left in place, would Mr. Sutton put the wires underground? Mr. Sutton replied that it would not be worth it to build just one house. And he would have no problem in leaving the poles and putting the wires underground. Commissioner Keen asked if the applicant would leave the Oak Tree? Also, he asked if Mr. Sutton would consider undergrounding across the street and to the first pole so he would not have any vaults. Mr. Sutton replied that he would leave the Oak tree. Furthermore, if P.G. & E. would let him go under Ash Street and go to the first pole, and if he did not have to put a vault in on the other side of the street, he would not have any problem with doing that at all. Commissioner London asked if Mr. Sutton agreed with Mr. Keen's idea for the undergrounding, would he still consider undergrounding the cable and telephone? Mr. Sutton replied that he would be happy to do that. Commissioner London asked the purpose of the retention basins if most of the water was going to come off the roofs of the garages and drain into the street? He also asked if it was possible to cover the basins with a grate? Mr. Sutton stated that Mr. Campbell and his engineer had come up with the idea of the basins and he did not have an answer for Mr. London about that. He also stated that he felt it would be a problem to cover them with grates as far as liability was concerned. Commissioner Keen asked what the floor elevation of Parcel 1 was in relationship to the street? Mr. Sutton replied that it is lower than the street. Commissioner Keen asked what Mr. Sutton would think about raising the back two lots, putting -- --.--' ARROYO GRANDE PLANNING COMMISSION MINUTES JUNE 6, 2000 PAGE 11 a retaining wall between them and then having them drain into the driveway. Mr. Sutton replied that he felt that this would not look good from the street. Don Thompson, 1677 Shell Beach Road, Pismo Beach, spoke in favor of the project. Chair Greene closed the Public Hearing. Commissioner Keen asked Mr. Campbell to address the drainage basins and how could they be eliminated. Mr. Campbell replied that Condition of Approval #47 allowed for a choice that either the project will drain to the street, or that the applicant will provide storm water basins subject to certain criteria. Mr. Campbell stated that the Planning Commission could decide to do away with the basins however, the ramifications of this would be, that for the two new parcels, the applicant would need to bring in fill and then Parcel 1 would have to be raised. Vice-Chair Parker asked if it was possible to put a P.G.& E. line across the street and attach it to the existing pole? Commissioner Costello asked if fill was brought in for Parcels 2 and 3, and Parcel 1 was left as it is below the level of the street, wouldn't the Planning Commission be making Parcel 1 a basin? Mr. Campbell stated that the water on Parcel 1 would remain there and that a basin would have to be built. Chair Greene asked Mr. Campbell if he had had a chance to think over the issues Mr. Tiessen and Mr. Sutton had raised with regards to the undergrounding of the utilities and the extensive nature of what was required in relationship to staffs recommendations? Mr. Greene also asked Mr. Campbell if, in his judgement, it was not impractical or unfeasible to do this. Mr. Campbell stated that there is no question in staff's mind that the requirements are extensive and there is also no exception that the requirements fall within the limits set by the Development Code. Chair Greene asked Mr. Campbell if, not withstanding all the new information, he felt comfortable that staff's position was appropriate? Mr. Campbell stated that staff felt this was the correct interpretation of the Development Code. Mr. Greene stated that the letter from Ms. Boswell indicated that she did not want anyone on her property placing utilities underground. If the utility pole that serves her property is removed, how does the City deal with the property owner's objection? Mr. Campbell stated that this was uncharted territory for him and it would be something that he would have to discuss with the City's attorney. , ~--- ~ -' ARROYO GRANDE PLANNING COMMISSION MINUTES JUNE 6,2000 PAGE 1 2 Commissioner London asked if Mr. Sutton's proposal that he underground the wires to pole number two (2) on the Exhibit A, and then underground the cable and phone, seemed feasible to staff? Mr. Campbell stated that he believed that it seemed feasible. Commissioner Costello stated that he admires the desire that the City put as many utility wires underground as possible. He feels that it is an appropriate measure that the City asks for this and he also thinks it is appropriate that staff asked for the undergrounding to be done in accordance with the Development Code. Mr. Costello stated that this was a neighborhood where there would be very little additional development and the existing lines would remain pretty much where they were at this point. He then felt that he had to ask himself the question, what defines infeasible- or impractical and when the Planning Commission should make a decision on what is an undue burden on an applicant. Mr. Costello said that the density in the surrounding neighborhood is Multi-Family and is similar to what the project is however, he feels that they have pushed the envelope on the setbacks and the lot width and the PUD is a means of adjusting to this and making the project fit. Finally, Mr. Costello stated that he believed that this was a reasonable project and would have only minor impacts to the area. He believes some sort of compromise could be reached if the power was put under Ash Street to the existing poll and then provide service to Parcels 1, 2 and 3 with underground utilities. He believes this would be a reasonable solution. Vice-Chair Parker stated that she had a question for staff. The Development Code states that the minimum setback between residences is 10 feet. This project shows 8 feet between the Parcel 2 home and Parcel 3 home with the fireplace in-between. Where is the setback actually measured from? Ms. Heffernon stated that if you wanted to get very technical you could do an average. Ms. Heffernon also stated that the PUD process is all about deviations from the Development Code. Ms. Heffernon said that she was under the assumption that the PUD process would allow this deviation to occur. Commissioner London stated that with the accommodation that Mr. Sutton is willing to make as far as the issue with the undergrounding of the utilities, is a good compromise. He felt that this was the type of housing that Arroyo Grande could use more of. Commissioner Keen asked Mr. Sutton if, when he got the letter from Ms. Boswell, was she concerned just about the area from the power poll to her house? Or, she doesn't think this should be an easement where you could dig at all? Mr. Sutton stated that the way Ms. Boswell explained it to him was that, because she is an elderly lady, she did not want her house touched or anyone on her property doing anything to the power. He further stated that he was concerned because one of the polls is halfway up on ARROYO GRANDE PLANNING COMMISSION MINUTES JUNE 6, 2000 PAGE 1 3 her property and this is still going to take something from the City to get him permission to go onto her property in order to do any digging. Commissioner Keen went on to say that in respect to the undergrounding of the utilities, he would like to change the Conditions of Approval to go across Ash St to pole number 2 and also underground along the frontage of the property. As far as the Oak tree is concerned, Mr. Keen wants the Oak tree saved. Finally, as much as he hates to see the retention basins, he realizes that there is no choice but to have them. Vice-Chair Parker stated that in the Development Code Chapter 9-06, additional performance standards for PUDs, E-3, it stated "building setbacks required by the underlying zoning district may be reduced or waived for lots created through a PUD, provided the lot coverage requirements for the district are met by the project. In no case shall the minimum separation between buildings on adjacent less than 10 feet, or less than required by State law". "Except, however, for adjacent lots where a common wall is a shared zero lot line ..." Ms. Parker stated that this indicated to her that the Planning Commission could not approve a project with a 3-foot setback. Ms. Heffernon stated that on the left-hand side of Parcel 3 the setback is at 3 feet but the right- hand side of Parcel 3 there is a five-foot setback. There is 10 feet between the buildings on Parcel 2 and Parcel 3. Vice-Chair Parker stated that she would like to see the Oak tree remain on the property. Finally, she talked about the undergrounding of the utilities. She stated that the Planning Commission had addressed this before and the Commission did not believe that cost was a factor of whether or not to put the utilities underground. Regarding this situation, she understood why pole number one in the back did not need to be put underground. She is in favor of putting as many of the lines underground as possible in the front yards of the three houses. Chair Greene stated that staff and the Planning Commission had spent a lot of time tonight deciding the issue of the undergrounding of the utilities and he did not feel that this needed to be done. He said that he was disappointed because this project came before the Planning Commission and the staff last year and all the problems with undergrounding the utilities should have been ironed out at that time. He told the applicant that he was disappointed in how this had been handled and he did not feel the applicant had any excuse by saying that they did not know what the City was going to recommend. Mr. Greene stated that this should have been resolved before tonight's meeting. Furthermore, Mr. Greene said that he did not like to have to make these kind of judgement calls without having all the information with which to act on. Mr. Greene stated that he did not know what the solution was to undergrounding the utilities, he doesn't know how much it will cost, and he has no way of assessing whether this will make the project financially unacceptable to the applicant, etc. ARROYO GRANDE PLANNING COMMISSION MINUTES JUNE 6, 2000 PAGE 14 Finally, Mr. Greene stated that his initial idea was to. refer this back to the applicant and staff to work out some kind of agreement. However, Mr. Greene said that after listening to the other Commissioners, he has decided it would be best to consider the project. It was Mr. Greene's understanding that by undergrounding from pole number 2 to pole number 3, leaving poles numbers 1 and 3, and by undergrounding the utilities east/west across the driveway, this would be a satisfactory compromise. Mr. Greene stated that it is his objective to support staff with the undergrounding issue because he believes overhead utilities are "blight" and eliminating them makes the City a little more attractive. Mr. Greene said that he agrees with staff that it is not infeasible or impractical to remove the poles, it just costs a lot of money. Mr. Greene stated that he wanted the Oak tree identified on the plans. Finally, Mr. Greene stated that he would like the language changed in Condition of Approval No. 21. It should be modified to read that the "24 inch Oak tree located on Parcel 2 shall be retained and the covered patio should be modified to accommodate the Oak tree". Also, Condition of Approval No. 56 should be amended to read that the existing overhead public utilities on site shall be placed underground as shown in the amended Exhibit A. Commissioner London asked if this included the undergrounding of the utilities to the existing house? He was told that that was included. Commissioner Keen moved that the Planning Commission adopt: RESOLUTION NO. 00-1745 A RESOLUTION OF THE PLANNING COMMISSION OF THE CITY OF ARROYO GRANDE APPROVING TENTATIVE PARCEL MAP CASE NO. 99-003, PLANNED UNIT DEVELOPMENT CASE NO. 99-003 WITH ASSOCIATED ARCHITECTURAL REVIEW, FINDING THE PROJECT EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT, lOCATED AT 1171 ASH STREET AND APPLIED FOR BY SUTTON'S CONSTRUCTION with modifications to Condition of Approval numbers 21 and 56 and Exhibit A as amended. Commissioner London seconded the motion. The motion was approved by the following roll call vote: ROll CAll VOTE YES Commissioner Costello YES Commissioner Keen YES Commissioner london YES Vice-Chair Parker YES Chair Greene Chair Greene stated that there would be a ten (10) minute recess. Chair Greene reconvened the Planning Commission meeting. --..-- Resolution No. 00-1745 A TT ACHMENT 4 TPM 99-003; PUD 99-003 Page 11 of 1 3 WATER 48. Each parcel shall have separate water meters. Duplex service lines shall be used if feasible. Lots using fire sprinklers shall' have individual service connections. 49. If the units are to be fire sprinkled, the size of the water meters shall be determined by a fire sprinkler manufacturer. 50. Existing water services to be abandoned shall be properly abandoned and capped at the main per the requirements of the Director of Public Works. 51. The applicant shall complete measures to neutralize the estimated increase in water demand created by the project by either: Implement an individual water program consisting of retrofitting existing high-flow plumbing fixtures with low flow devices. The calculations shall be submitted to the Director of Public Works for review and approval. The proposed individual water program shall be submitted to the City Council for approval prior to implementation; or, Pay an in lieu fee of $2,200 for each new residential unit. WASTEWATER 52. Each parcel shall be provided a separate sewer lateral. The laterals shall either extend to the main in Ash Street. If sewer laterals are infeasible due to grade conflicts, an 8" sewer line may be provided with manholes on both ends as approved by the Director of public Works. 53. Existing sewer laterals to be abandoned shall be properly abandoned and capped at the main per the requirements of the Director of Public Works. 54. All sewer mains or laterals crossing or parallel to public water facilities shall be constructed in accordance with California State Health Agency standards. PUBLIC UTILITIES 55. All new public utilities shall be installed as underground facilities. @ Existing overhead public utilities on site shall be placed underground, as shown in Exhibit A, 57. All improvement plans shall be submitted to the public utility companies for review and comment. Utility comments shall be forwarded to the Director of Public Works for approval. 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" ,.:. .. u .' . ,< . . . . . . ..' .' ....//....... . . 0' ' , ., ... .~ 7 " , .. .. . - --- -'-"-'- . . ... .... ,. . _ ,v '1Ir- il-~-1 .. . .1. .. .12. .' '\. ,1:<:....:.,.:..,.,... . '-- _ .......:-.:..., . iir-..... - I Z-.. " .......: - . ARROYO GRANDE DEVELOPMENT CODE ATTACHMENT 8 CHAPTER 9-15 Section 9-15.050 Underground Utilities Unless exempted by the Subdivision Map Act, the provisions of this Section, regulating the location and installation of utilities, shall apply to all final tract and parcel maps, lot line adjustments, and lot mergers created subsequent to enactment of this Title, as well as to discretionary land use approvals of residential, commercial, or industrial developments not involving a subdivision. However, where permitted by applicable law, the City Council may require the undergrounding of utility lines as a condition to approval of an application for an extension of time in which to complete and file a final subdivision map. A. When Underground Installation is Required Underground installation is required of all electrical distribution lines of less than one hundred fifteen thousand (115,OOO) volts, telephone, cable antenna television and similar service wire or cables which: 1. Provide direct service to the property being developed;or 2. Are existing and located within the boundaries of the property being developed; or 3. Are existing between the property line and the centerline of the peripheral streets of the property being developed; or 4. Are located along or within six feet of the rear or side lot lines of the property to be developed. B. Exceptions--Generally The following exceptions shall apply: 1. Utility service poles may be placed in the area within six feet of the rear lot line of the property to be developed for the sole purpose of terminating underground facilities. 2. Temporary utilities along with necessary service poles, wires, and cables may be permitted for the period during which authorized construction is continuing for which valid building permits have been issued or for temporary uses which comply with requirements of this Title, the Uniform Building Code, and other applicable regulations. 3. Appurtenances and associated equipment including, but not limited to, surface- mounted transformers, pedestal-mounted terminal boxes and meter cabinets, and concealed ducts in an underground system, may be placed above ground. C. Exceptions--Approval by City Engineer and Community Development Director On the basis of a formal written request, and subject to the specific written approval of the City Engineer and Community Development Director, further exceptions to the provisions of this Section shall apply as follows: Effective June 13, 1991 312 -----' ARROYO GRANDE DEVELOPMENT CODE CHAPTER 9-15 1. Where it is determined that topographic soil, or any other conditions render underground placement impractical or infeasible. 2. In residential areas where utility service poles presently exist along or near rear lot lines, overhead utility lines to serve residential structures may be permitted. (This exception may be applied to existing subdivided property where building permits have not been issued, but shall not apply to new residential subdivisions) . D. Nonconforming Structures Buildings and structures, that on the effective date of this Title, or any subsequent amendments thereto, are nonconforming in regard to above ground on-site utility lines, may continue to be used, altered or enlarged in the same manner, as if such nonconforming utility lines did not exist. However, when said building or structures are enlarged over two thousand five hundred square feet in area, or when alteration or enlargement requires the installation of utility lines at new locations on the building or structure, or when existing electrical capacity to said building or structures is increased one hundred percent or more, or when the building is improved in an amount more than ten thousand dollars, said utility lines shall comply with the requirements of this Section. E. Responsibility for Compliance The developer or owner is responsible for complying with the requirements of this Section, and he shall make all necessary arrangements with the appropriate utility company for the installation of such facilities. When arrangement are made with the serving agency, a letter stating that arrangements have been made for underground facilities and such other comments the agency may have regarding easements, utility locations, and other pertinent matters must be submitted by the agency to the City Engineer. Provision to the satisfaction of the City Engineer shall also be made at time of subdivision development for future installation of underground communication and cable television. Section 9-15.060 Other Reauired Improvements Additional improvements to be installed by each developer or subdivider shall include, but not be limited to, the following: water lines, gas, and other utility services to serve each lot and stubbed to the property line prior to paving; fire hydrants; sanitary sewers and laterals to serve each lot and stubbed to the property line prior to paving; silt basins or other forms of erosion control where required; and street and traffic control signs. Off-site improvements may be required as follows: 1. The development of water storage facilities or financial contributions for the improvement of any existing source of water supply and the construction of transmission lines from that supply to the proposed development; 2. The development of trunk sewer lines or financial contributions for the improvement of any existing sewage disposal system and the construction of transmission lines from the proposed improvements to the site of disposal; Effective June 13, 1991 313 ------~"._~---- ____J --- ATTACHMENT 9 March 31, 2000 City of Arroyo Grande c/o Planning Dept. RE: Underground utilities 1171 Ash Street Arroyo Grande, CA Dear Planning Department, Our proposed project currently has an overhead service along the West property line. This utility service provides power, telephone and cable television to our project and other adjacent parcels. To relocate these services underground will put a significant financial strain on. our project. The preliminary costs from the utility companies alone will far exceed our ability to make this project financially feasible. Additionally, we have been informed the adjoining residence does not want their utilities modified to accommodate the new underground service. Weare requesting an exception from the requirement to relocate this existing service underground for the above stated reasons. Sincerely, ej3fl;J)~~ ~. Bill Sutton C/o Sutton's Construction . RECEIVED MAR 3 1 ZOOO CITY OF ARROYO GRANDE COMMUNrr{ DEVELOPMENT DEPT. 9.a. MEMORANDUM TO: CITY COUNCIL FROM: LYNDA K. SNODGRASS, DIRECTOR OF FINANCIAL SERVICES ~ SUBJECT: CASH DISBURSEMENT RA TIFICA TION DATE: JUL Y 25, 2000 RECOMMENDATION: It is recommended the City Council ratify the attached listing of cash disbursements for the period July 1 - July 15, 2000. FUNDING: There is a $1,089,280.95 fiscal impact. DISCUSSION: The attached listing represents the cash disbursements required of normal and usual operations. It is requested that the City Council approve these payments. A TT ACHMENTS: ATTACHMENT 1 - Cash Disbursement Listing ATTACHMENT 2 - July 1, 2000 Accounts Payable Check Register (00/01) ATTACHMENT 3 - July 7,2000 Accounts Payable Check Register (00/01) ATTACHMENT 4 - July 6,2000 Accounts Payable Check Register (99/01) ATTACHMENT 5 - July 7,2000 Payroll Checks and Benefit Checks ATTACHMENT 6 - July 7, 2000 Payroll Checks and Benefit Checks-Annual Leave A TT ACHMENT 7 - July 7, 2000 Payroll Checks and Benefit Checks-E.Allen/Boots ATTACHMENT 8 - July 14, 2000 Accounts Payable Check Register (99/00) ATTACHMENT 9 - July 14, 2000 Accounts Payable Check Register (00/01) ATTACHMENT 10 - July 14, 2000 Payroll Checks and Benefit Checks ------ --_._--~- ATTACHMENT 1 CITY OF ARROYO GRANDE CASH DISBURSEMENTS ~M tie 'PtIrWt ~ ~ 1 7~ fkd9 15, 2()()() ., .. -. . ......... ............w......... .. .. ..... . .......... ...... ..................w"...... ........,......."v... ...... w'""... ..... July 25, 2000 Presented are the cash disbursements issued by the Deparbnent of Financial Services for the period July 1 to July 15, 2000. Shown are cash disbursements by week of occurrence and type of payment. "Wiil%:~'ijE':lfimENJj:::'::: co::: co:::::::::::::::::::::::::::::: .e:::::::.:::::: .':.:.'::'::'.:::salnliii'::::::::::\iifoiiiNtlf":::: :,::::::: '. .. . . ....... ... ....... .". ," ", ...........-.-., ....... ...............-.-.,....,.........,...........,.,.,........ ,.,..,.-..-.......,.....-.,. ,",',',',",'-'-'-'''-' .... .' ,....... ............. .. ,....,' .," .......... ......... ~~~~i..::~:...f...:.:::...:.::... ..:::i;j;i;i~t ...:~~~~:..::~::.: :~i~...::.::j~::.;:~:::: .... ::::~:::.:.:~::; .:::.. .:~;::.:i~::.: ::.....:::.::;.; .::; :;::. ~ j:.:.::::! ;:j:;: ;:j:j: ;~;;;~;:;; ;:;:;:;: ;:;:~: ;:;: ;:j: r;:::;::::: :::: ;:;: ;::::::::: :::::: ::::~:: :~: :[~: ~:~~~::: ::::~:~:~:::::: ::::::: ::~:;:;:;: ;::::::::~.: :::~:: ::;~.:.~::.: .:.. .::. :[...~:~:::::: .:::;~:., ::::~.,:: .:~:~:~:; ;:~:~:~:~~~:~:::.,:: ..::. ,:N...: ;.:::::.::;...::/.. .:;::./., .\:;~ ;:~~;:.::; .:::~~~} ;:~~;~;~; July 1,2000 Accounts Payable Cks (00/01) 96260-96275 2 593,434.22 July 7, 2000 Accounts Payable Cks (00/01) 96281-96293 3 3,260.09 Accounts Payable Cks (99/00) 96299-96386 4 269,916.37 Less Payroll Transfer included in Attachment 3 (185,138.14) Payroll Checks and Benefit Checks-Uniform Allow. S 17,984.75 Payroli Checks and Benefit Checks-Ann.teave/Boot 6 28,700.94 Payroll Checks and Benefit Checks-KAllen Final 7 25,490.51 160,214.52 July14,2000 Accounts Payable Cks (99/00) 96388-96430 8 42,890.09 Accounts Payable Cks (00/01) 96431-96486 9 103,621.50 Less Payroll Transfer included in Attachment 6 and 7 (62,438.71) Payroll Checks and Benefit Checks 10 251,559.33 335,632.21 Two Week Total $ 1/989,280.95 ATTACHMENT 2 VOUCHRE2 CITY OF ARROYO GRANDE PAGE 1 06/28/00 09:21 VOUCHER/CHECK REGISTER FOR PERIOD 14 VOUCHER/ CHECK CHECK VENDOR VENDOR ITEM ACCOUNT ITEM CHECK NUMBER DATE NUMBER NAME DESCRIPTION NUMBER AMOUNT AMOUNT 96260 07/01/00 100499 9-1-1 MAGAZINE 911 SUBSCR 010.4201. 5503 18.95 18.95 96261 07/01/00 101843 CA.ASSN.POLICE TRNG.OFF CAPTO MEMBERSHIP-FERDOLAGE 010.4201. 5503 40.00 40.00 96262 07/01/00 016692 CALIF. PEACE OFFICER'S A CPOA LEGISLATIVE UPDATE 010.4201. 5503 120. 00 120.00 96263 07/01/00 100310 EXECUTIVE COMMUNlCAT1ON ANNUAL ENHANCEMENT/SUPPORT 010.4140.5607 2,495.00 2,495.00 96264 07/01/00 100691 FIVE CITIES-TIMES 5C TRP SUBSCR TO 7/01/01 010.4120.5503 20.00 20.00 96265 07/01/00 101608 HAWTHORN SUITES RESV-JOE IANNEO 010.4201. 5501 420.0.0 420.00 96266 07/01/00 043914 JOSEPH IANNEO SCHOOL RESOURCE-J.IANNEO 010.4201. 5501 218.00 218.00 96267 07/01/00 050154 LA SALLE NAT' L BANK SAFE WATER LOAN PAYABLE-INT 640.4710.5802 26,489.73 96267 07/01/00 050154 LA SALLE NAT' L BANK SAFE WATER LOAN PAYABLE-PRIN 640.4710.5801 31,883.93 58,373.66 96268 07/01/00 066690 PITNEY BOWES POSTAGE METER RENTAL TO 9/30 010.4101. 5602 . 311.61 311.61 96269 07/01/00 067234 POLICE EXEC.RESEARCH FO MEMBERSHIP-POLICE EXEC.RESEARC 010.4201. 5503 125.00 125.00 96270 07/01/00 101842 SACRAMENTO REGIONAL REGIS-JOE IANNEO(SCHOOL RESOUR 010.4201.5501 74.00 74.00 96271 07/01/00 074412 SLO CNTY DEPT.ENGINEERS PRINCIPAL PAYMENT 641.4750.5801 132,228.75 96271 07/01/00 074412 SLO CNTY DEPT. ENGINEERS INTEREST PAYMENT 641.4750.5802 22,347.85 96271 07/01/00 074412 SLO CNTY DEPT.ENGlNEERS WATER PURCHASES 641.4750.5612 412,124.00 96271 07/01/00 074412 SLO CNTY DEPT. ENGINEERS PROP. TAX COLLECTED BY CITY 641. 0000 .4001 37,815.60- 528,885.00 96272 07/01/00 100702 SLO CNTY-OES/HAZ MAT HAZ MAT ER RESP. TEAM 010.4211.5325 1,000.00 1,000.00 96273 07/01/00 082328 STERLING COMMUNICATIONS RADIO SERVICE AGREE 010.4201. 5606 995.00 995.00 96274 07/01/00 084474 TELEGRAM TRIBUNE TT SUB-l YEAR 010.4130.5503 144.00 144. 00 96275 07/01/00 088218 UNITED STATES POSTMASTE P.O.BOX RENTAL-550 010.4120.5201 194.00 194.00 TOTAL CHECKS 593,434.22 VOUCHRE2 CITY OF ARROYO GRANDE PAGE 2 06/28/00 09:21 VOUCHER/CHECK REGISTER FOR PERIOD 14 FUND TITLE AMOUNT 010 GENERAL FUND 6,175.56 640 WATER FUND 58,373.66 641 LOPEZ FUND 528,885.00 TOTAL 593,434.22 - _0'" -- "---".- ATTACHMENT 3 VOUCHRE2 CITY OF ARROYO GRANDE PAGE 1 07/05/00 10:34 VOUCHER/CHECK REGISTER FOR PERIOD 14 VOUCHER/ CHECK CHECK VENDOR VENDOR ITEM ACCOUNT ITEM CHECK NUMBER DATE NUMBER NAME DESCRIPTION NUMBER AMOUNT AMOUNT 263 07/01/00 088296 UNITED STATES POSTMASTE POSTAGE-PD METER 010.4201. 5201 1,200.00 1,200.00 264 07/05/00 084708 RICK TERBORCH REIMB.IACP CONF-TERBORCH 010.4201. 5501 249.00 249.00 96281 07/07/00 101638 TYLER COON S/BALL LEAGUE SCORER-COON 010.4424.5352 77 .00 77 .00 96282 07/07/00 101716 JIM DECECCO S/BALL LEAGUE UMP-DECECCO 010.4424.5352 64.00 64.00 96283 07/07/00 030584 DEBI DYKZEUL S/BALL LEAGUE SCORER-DYKZEUL 010.4424.5352 63.00 63.00 96284 07/07/00 100691 FIVE CITIES-TIMES 5C SUBSCRIPTION 010.4002.5503 20.00 20.00 96285 07/07/00 101320 LEBARD'S MICROAGE HP5S1 MAINT CONTRACT 010.4140.5303 499.00 499.00 96286 07/07/00 100985 DOUG LINTNER S/BALL LEAGUE UMPIRE-LINTNER 010.4424.5352 80.00 80.00 96287 07/07/00 057272 MIKE MITCHELL S/BALL LEAGUE UMPIRE-MITCHELL 010.4424.5352 80.00 80.00 96288 07/07/00 058890 RICHARD MUNOZ S/BALL LEAGUE UMPIRE-MUNOZ 010.4424.5352 48.00 48.00 96289 07/07/00 066690 PITNEY BOWES RENT-POSTAGE MACHINE TO 11/15 010.4201. 5602 175.09 175.09 96290 07/07/00 071682 GREG ROSE S/BALL LEAGUE UMPIRE-ROSE 010.4424.5352 64.00 64.00 96291 07/07/00 077024 ANN SARMIENTO S/BALL SCORER-SARMIENTO 010.4424.5352 63.00 63.00 96292 07/07/00 083382 SUPERIOR QUALITY COPIER COPIER MAINT 010.4120.5602 450.00 450.00 96293 07/07/00 085664 TOM TOTH S/BALL LEAGUE UMPIRE-TOTH 010.4424.5352 128.00 128.00 TOTAL CHECKS 3,260.09 ---- ~------ ATTACHMENT 4 CHEKREG2 CITY OF ARROYO GRANDE PAGE 1 DATE 07/06/00 14:33 CHECK REGISTER DATE CHECK 1/ VEND 1/ NAME AMOUNT SUMMARY DESCRIPTION 06/27/00 260 062018 OFFICE DEPOT 1,335.01 06/28/00 261 100700 G & M MOBILE SERVICE 321. 43 06/29/00 262 005616 CITY OF ARROYO GRANDE 185,138.14 07/06/00 96299 101845 THE AEGIS PROTECTION GROUP, INC 75.50 07/06/00 96300 100584 AIR LIQUIDE AMERICA CORP. 96.39 OXY/ACET.GAS 07/06/00 96301 003120 AMERICAN INDUSTRIAL SUPPLY 159.17 07/06/00 96302 100897 AMERICAN TEMPS 3,367.13 07/06/00 96303 004914 APEX SHARPENING WORKS 80.90 07/06/00 96304 101044 CITY OF ARROYO GRANDE 293.76 07/06/00 96305 101771 CITY OF ARROYO GRANDE 173.39 07/06/00 96306 006552 ARROYO MEDICAL GROUP INC 13.00 07/06/00 96307 009906 RITCHIE BARRETT 30.00 FIRE MILEAGE-JAN/JUNE 2000 ..- . 07/06/00 96308 009750 BRENDA BARROW 83.54 07/06/00 96309 010374 BEARCAT MFG. INC. 115.43 07/06/00 96310 010608 MICHAEL BEEMAN 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96311 012480 CARL BRANDT 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96312 012792 FLOYD BRIDGE 107.74 07/06/00 96313 100196 PETER BRINKERHOFF 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96314 101431 BURDINE PRINTING 865.60 07/06/00 96315 100921 JOSEPH E BUTTERS 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96316 017472 CA. ST.DEPT. CONSERVATION 945.25 07/06/00 96317 018876 CA. ST . DEPT. TRANSPORTATION 1,872.91 SIGNAL MAINT/POWER 07/06/00 96318 020514 CHRISTOPHER CASH 20.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96319 023322 CHRISTIANSON CHEVROLET 497.41 07/06/00 96320 023634 CLASSIC TEES & SIGNS 569.50 07/06/00 96321 024492 COLD CANYON LAND FILL 30.00 GREEN WASTE DUMP CHEKREG2 CITY OF ARROYO GRANDE PAGE 2 DATE 07/06/00 14:33 CHECK REGISTER DATE CHECK # VEND # NAME AMOUNT SUMMARY DESCRIPTION 07/06/00 96322 101528 COMPU'l'ERlJIND 814.03 07/06/00 96323 026598 JOHN CROTTY 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 . 96324 027534 D.G.REPAIR 130.15 07/06/00 96325 028548 DAYSTAR INDUSTRIES 4,975.13 STREET SWEEPING 07/06/00 96326 099006 RICHARD DEBLAUW 1,200.00 REF.PERF.BOND-955 LAS AGUILAS 07/06/00 96327 100197 JEREMY DENTON 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96328 029250 J.B. DEWAR, INC. 11.34 07/06/00 96329 029562 DISCOUNT SCHOOL SUPPLY 564.06 07/06/00 96330 100968 DMG-MAXIMUS 836.00 07/06/00 96331 100956 DOKKEN ENGINEERING 6,414.14 07/06/00 96332 101241 ROBERT F. DRIVER CO. INC 2,139.00 07/06/00 96333 032214 ENTENMANN - ROVIN CO 232.25 .:~,. ;':'.. 07/06/00 96334 101379 FERGUSON ENTERPRISES,INC 1,308.45 07/06/00 96335 100217 FIRST AMERICAN TITLE CO. 360.00 07/06/00 96336 100691 FIVE CITIES-TIMES 165.00 07/06/00 96337 101662 FORD QUAILTY FLEET CARE PRGM 796.06 07/06/00 96338 035802 FRANK'S LOCK & KEY INC 132.89 07/06/00 96339 100088 G.NEIL COMPANIES 74.55 07/06/00 96340 036426 GTE WIRELESS 381. 68 07/06/00 96341 100913 SEAN F HAGERTY 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96342 101088 HANSON AGGREGATES 686.11 ASPHALT 07/06/00 96343 041184 HEACOCK WELDING NORTH 5,359.81 07/06/00 96344 042120 'HEWLETT PACKARD 336.00 07/06/00 96345 100914 CASEY L. HIDLE 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96346 039584 HPC/EAGLE ENERGY 237.24 07/06/00 96347 044050 IKON OFFICE SOLUTIONS,INC. 179.90 CHEKREG2 CITY OF ARROYO GRANDE PAGE 3 DATE 07/06/00 14:33 CHECK REGISTER DATE CHECK # VEND # NAME AMOUNT SUMMARY DESCRIPTION 07/06/00 96348 101848 INVENSYS METERING SYSTEMS 1,466.11 07/06/00 96349 100915 PATRICK J. IREY 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 . 96350 101604 BARBIE JONES 308.21 07/06/00 96351 047736 JERRY KAUFMAN 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96352 100916 GREG KLOSINSKI 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96353 101034 ALAN LITTLE 1,200.00 07/06/00 96354 053118 LUCIA MAR UN.SCH.DIST. 330.00 07/06/00 96355 100917 RYAN' S. MALONEY 30.00 FIRE -MILEAGE-JAN/JUNE 2000 07/06/00 96356 100918 CHRISTOPHER L. MARSHALL 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96357 056628 MID STATE BANK-MASTERCARP 813.89 07/06/00 96358 056394 MIDAS MUFFLER & BRAKE 98.32 07/06/00 96359 057096 MINER'S ACE HARDWARE 711.22 07/06/00 96360 059436 DAVID NACCARATI 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96361 061814 NOBLE SAW, INC. 78.04 07/06/00 96362 100919 MA'l"I'HEW M OSBORNE 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96363 063258 RANDY OUIME'l"I'E 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96364 063960 PACIFIC BELL 90.60 07/06/00 96365 064194 PACIFIC GAS & ELECTRIC 31,157.01 ELECTRIC 07/06/00 96366 100920 MA'l"I'HEW J PALM 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96367 066534 CITY OF PISMO BEACH 4,212.96 07/06/00 96368 100198 MA'l"I'HEW POLKOW 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96369 067548 POOR RICHARD'S PRESS 173.47 07/06/00 96370 068874 PAUL QUINLAN 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96371 069148 R & T EMBROIDERY,INC 588.50 07/06/00 96372 071292 LARRY D. RODKEY 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96373 100192 SAN LUIS MAILING SVC 778.62 -- CHEKREG2 CITY OF ARROYO GRANDE PAGE 4 DATE 07/06/00 14 :33 CHECK REGISTER DATE CHECK # VEND # NAME AMOUNT SUMMARY DESCRIPTION 07/06/00 96374 077766 JEROME SCHULTZ 30.00 . FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96375 079560 JEFF SILVA 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96376 079638 JOE SILVA 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96377 080106 SMITH AND LOVELESS,INC 152.78 07/06/00 96378 080886 SOUTHERN AUTO SUPPLY 156.35 07/06/00 96379 082328 STERLING COMMUNICATIONS 2,808.74 07/06/00 96380 082992 GREGORY STUMPH 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/ao 96381 083382 SUPERIOR QUALITY COPIERS 252.00 07/06/00 96382 100511 JASON TENYENHUIS 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96383 084900 THOMA ELECTRIC CO. 10.26 07/06/00 96384 086892 WINTON TULLIS 30.00 FIRE MILEAGE-JAN/JUNE 2000 07/06/00 96385 090480 WAYNE'S TIRE 194.30 ......... 07/06/00 96386 092864 SCOTT WIRZ 30.00 FIRE MILEAGE-JAN/JUNE 2000 TOTAL CHECKS 269,916.37 Y --.-----....- --_._~---_.- ATTACHMENT 5 CITY OF ARROYO GRANDE DEPARTMENTAL LABOR DISTRIBUTION UNIFORM CHECKS 07/06/00 Fund 010 17,984.75 Pers Retirement 1,627.71 Fund 220 - Social Security 1,089.06 Fund 612 - Pars Retirement 17.78 Fund 640 - SDI 25.20 Uniform Allowance 15,225.00 17,984.75 Total 17,984.75 _._._.._~_..._- ______n___ ATTACHMENT 6 CITY OF ARROYO GRANDE DEPARTMENTAL LABOR DISTRIBUTION ANNUALLEAV8BOOTS 07/07/00 Fund 010 26,940.22 Annual Leave Pay 24,899.94 Fund 220 812.64 Social Security 2,038.68 Fund 612 270.88 SDI 12.32 Fund 640 677.20 Boot Allowance 1,750.00 28,700.94 Total 28,700.94 --.._.__._._-------~-_.- ATTACHMENT 7 CITY OF ARROYO GRANDE DEPARTMENTAL LABOR DISTRIBUTION Ed Allen Final/Boots 07/06/00 FUND 010 25,490.51 Vacation Buy Back 5,756.34 FUND 220 - Sick Leave Buy Back 11,127.92 FUND 284 - Comp Pay 5,788.28 FUND 612 - Social Security 1,810.93 FUND 640 - SOl 7.04 Boot Allowance 1,000.00 25,490.51 TOTAL: 25,490.51 - -- --_."---~---_.._- ATTACHMENT 8 VOUCHRE2 CITY OF ARROYO GRANDE PAGE 1. 07/11/00 08:28 VOUCHER/CHECK REGISTER FOR ALL PERIODS VOUCHER/ CHECK CHECK VENDOR VENDOR ITEM ACCOUNT ITEM CHECK NUMBER DATE NUMBER NAME DESCRIPTION NUMBER AMOUNT AMOUNT 96388 07/13/00 000468 A T & T-L/DIST SVC. L/DIST MODEM 489-0348 010.4211.5403 7.11 7.11 96389 07/13/00 000662 ACCESS BATTERY & POWER RADIO BATTERIES/PARTS 010.4211.5603 425.91 425.91 96390 07/13/00 001300 AGRI-TURF SUPPLIES, INC. DOLMARK LIME 010.4430.5605 526.62 526.62 96391 07/13/00 040092 ALLAN HANCOCK COLLEGE ENROLL/MATERIAL FEES 010.4211.5501 297.50 297.50 96392 07/13/00 100897 AMERICAN TEMPS DELGADO SVCS-6/30 220.4303.5303 554.80 96392 07/13/00 100897 AMERICAN TEMPS RHINEHART SVCS-6/30 220.4303.5303 666.00 96392 07/13/00 100897 AMERICAN TEMPS CANTER SVCS-6/30 220.4303.5303 432.90 1,653.70 96393 07/13/00 004914 APEX SHARPENING WORKS REPR.STIHL TRIMMER 220.4303.5603 15.00 96393 07/13/00 004914 APEX SHARPENING WORKS EDGER BELTS 010.4420.5603 12.76 27.76 96394 07/13/00 021940 C.COAST TAXI CAB SERVIC TAXI SVCS-JUNE 15-30,2000 225.4553.5507 1,876.50 1,876.50 96395 07/13/00 017202 CA. ST. BOARD OF EQUALIZA DIESEL FUEL TAX 4Q-99/00 010.0000.1202 262.44 262.44 96396 07/13/00 021918 CENTRAL COAST SUPPLY CLEANING SUPPLIES 010.4213.5604 68.64 68.64 96397 07/13/00 023088 CHERRY LANE NURSERY FLOWER FERTILIZER 010.4420.5274 41. 34 96397 07/13/00 023088 CHERRY LANE NURSERY TREE TIES 010.4430.5605 95.45 96397 07/13/00 023088 CHERRY LANE NURSERY LIQUID AMBER TREES 010.4430.5605 157.17 96397 07/13/00 023088 CHERRY LANE NURSERY COPPER SULFATE 010.4430.5605 139.10 433.06 96398 07/13/00 024832 COMMUNICATION SOLUTIONS SCADA SYSTEM UPGRADE 640.4712.6201 904.34 96398 07/13/00 024832 COMMUNICATION SOLUTIONS SCADA SYSTEM UPGRADE 612.4610.6201 904.34 96398 07/13/00 024832 COMMUNICATION SOLUTIONS SCADA SYSTEM UPGRADE 640.4712.6201 1,188.52 96398 07/13/00 024832 COMMUNICATION SOLUTIONS SCADA SYSTEM UPGRADE 612.4610.6201 1,188.52 4,185.72 96399 07/13/00 101528 COMPUTERLAND NOVELL LICENSE UPGRADE TO 5-1 010.4140.5303 4,106.01 4,106.01 96400 07/13/00 101624 PAUL CONWAY SHIELDS COLLAR TAGS 010.4211.5272 42.00 42.00 96401 07/13/00 026832 CUESTA EQUIPMENT CO PICK HAMMER/PIPE WRENCH 640.4712.5273 91. 04 91. 04 96402 07/13/00 027144 L.N CURTIS & SONS SUSPENDERS 010.4211.5272 115.99 96402 07/13/00 027144 L.N CURTIS & SONS NOMAX COATS/PANTS/GLOVES 010.4211.5272 5,892.35 6,008.34 96403 07/13/00 029250 J.B. DEWAR, INC. GASOLINE 010.0000.1202 12,796.56 12,796.56 96404 07/13/00 029484 DIESELRO INC. BATTERY/LUBE/OIL/FILTER/TRANS 220.4303.5601 681.78 96404 07/13/00 029484 DIESELRO INC. BEAD GUN ASSEMBLY 220.4303.5601 117.00 798.78 96405 07/13/00 033702 TERENCE FIBICH REIMB.GASOLINE-FIBICH 010.4211.5501 26.95 96405 07/13/00 033702 TERENCE FIBICH REIMB.THOMAS GUIDE MAPS-FIBICH 010.4211.5255 73.84 100.79 96406 07/13/00 035802 FRANK'S LOCK & KEY INC REPR.PANIC BARS 010.4213.5303 50.00 50.00 96407 07/13/00 087516 GENERAL SERVICES ADMIN BRIEFCASES FOR STRIKE TEAM BAG 010.4211.5255 192.78 192.78 --~--~_.- VOUCHRE2 CITY OF ARROYO GRANDE PAGE 2 07/11/00 08 :28 VOUCHER/CHECK REGISTER FOR ALL PERIODS VOUCHER/ CHECK CHECK VENDOR VENDOR ITEM ACCOUNT ITEM CHECK NUMBER DATE NUMBER NAME DESCRIPTION NUMBER AMOUNT . AMOUNT 96408 07/13/00 036504 GTE MOBILNET CELL PHONE-FIRE CHIEF 010.4211. 5403 50.79 96408 07/13/00 036504 GTE MOBILNET CELL PHONE-DIV.CHEIF 010.4211. 5403 18.08 68.87 96409 07/13/00 041184 HEACOCK WELDING NORTH REPR.SPREADER DISC 010.4430.5605 25.00 96409 07/13/00 041184 HEACOCK WELDING NORTH STEEL ANGLE IRON/FLAT BAR 010.4430.5605 16.09 41. 09 96410 07/13/00 046098 J C LANDSCAPING LANDSCAPE MAINT. 010.4420.5303 380.00 96410 07/13/00 046098 J C LANDSCAPING L/SACPE MAINT JUNE 217.4460.5356 120.00 500.00 96411 07/13/00 046410 J.W.ENTERPRISES TOILET RENTAL 220.4303.5552 91.73 91.73 96412 07/13/00 056940 MIER BROS. CONCRETE 640.4712.5610 95.56 96412 07/13/00 056940 MIER BROS. CONCRETE 640.4712.5610 41. 51 96412 07/13/00 056940 MIER BROS. CONCRETE 640.4712.5610 95.56 96412 07/13/00 056940 MIER BROS. CONCRETE 640.4712.5610 101.35 333.98 96413 07/13/00 057096 MINER'S ACE HARDWARE MISC. SUPPLIES 010.4213.5604 10.73 96413 07/13/00 057096 MINER'S ACE HARDWARE KEROSENE 010.4211. 5255 10.71 96413 07/13/00 057096 MINER'S ACE HARDWARE ANGLE/NIPPLE/PVC SUPPLIES 010.4211. 5255 16.89 96413 07/13/00 057096 MINER'S ACE HARDWARE FLOOR GLUE 010.4211.5255 6.21 96413 07/13/00 057096 MINER'S ACE HARDWARE PAINT/PAINTING SUPPLIES 220.4303.5255 79.28 96413 07/13/00 057096 MINER'S ACE HARDWARE MICROWAVE FUSE 010.4212.5255 2.67 96413 07/13/00 057096 MINER'S ACE HARDWARE PAINT/PAINTING SUPPLIES 010.4211.5255 15.60 142.09 96414 07/13/00 100095 NAPA AUTO PARTS SOCKET 612.4610.5273 15.54 96414 07/13/00 100095 NAPA AUTO PARTS SOCKET 612.4610.5273 14.68 30.22 96415 07/13/00 063960 PACIFIC BELL PHONE 489-2345 010.4145.5403 30.85 30.85 96416 07/13/00 064194 PACIFIC GAS & ELECTRIC ELECTRIC 010.4304.5402 44.70 44.70 96417 07/13/00 068200 PMX TAGS/TAPE/BANDAGES 010.4211. 5206 388.56 96417 07/13/00 068200 PMX GLOVES 010.4211.5206 348.30 736.86 96418 07/13/00 069576 RADIO SHACK SPEAKER/SOUND EQUIPMENT 010.4421. 6001 717.71 717.71 96419 07/13/00 075130 SAN LUIS OBISPO CNTY.NE SUMMER ACTIVITY GUIDE PRINTED 010.4421. 5504 2,076.51 96419 07/13/00 075130 SAN LUIS OBISPO CNTY.NE CLASS ADS-CIM/REC SUMMER 010.4425.5316 533.52 96419 07/13/00 075130 SAN LUIS OBISPO CNTY.NE CLASS ADS-ASST.C/E/ASSOC.ENG 010.4301.5316 676.73 96419 07/13/00 075130 SAN LUIS OBISPO CNTY.NE WEED ABATEMENT NEWS RELEASE 010.4211. 5599 49.50 3,336.26 96420 07/J.3/00 078156 SEBASTIAN OIL DISTRIB. DIESEL FUEL 010.4211. 5608 116.05 116.05 96421 07/13/00 101212 SLO CREATIONS 30 TEE SHIRTS 010.4211.5272 263.84 263.84 96422 07/13/00 080886 SOUTHERN AUTO SUPPLY HAND CLEANER/BELT 220.4303.5603 14.35 96422 07/13/00 080886 SOUTHERN AUTO SUPPLY OPTISORB 220.4303.5603 17.54 96422 07/13/00 080886 SOUTHERN AUTO SUPPLY FUEL GAUGE 010.4211. 5601 42.69 96422 07/13/00 080886 SOUTHERN AUTO SUPPLY ENGAGE SWITCH 010.4211. 5601 6.08 96422 07/13/00 080886 SOUTHERN AUTO SUPPLY PRESSURE SWITCH 010.4211.5601 32.24 96422 07/13/00 080886 SOUTHERN AUTO SUPPLY MISC. SUPPLIES 010.4211.5601 14.98 VOUCHRE2 CITY OF ARROYO GRANDE PAGE 3 07/11/00 08:28 VOUCHER/CHECK REGISTER FOR ALL PERIODS VOUCHER/ CHECK CHECK VENDOR VENDOR ITEM ACCOUNT ITEM CHECK NUMBER DATE NUMBER NAME DESCRIPTION NUMBER AMOUNT AMOUNT 96422 07/13/00 080886 SOUTHERN AUTO SUPPLY BOOSTER PACK 010.4420.5603 126.54 254.42 96423 07/13/00 080964 SOUTHERN CALIFORNIA GAS GAS SERVICES 010.4145.5401 40.63 96423 07/13/00 080964 SOUTHERN CALIFORNIA GAS GAS SERVICES 010.4145.5401 27.57 96423 07/13/00 080964 SOUTHERN CALIFORNIA GAS GAS SERVICES 010.4145.5401 13.88 96423 07/13/00 080964 SOUTHERN CALIFORNIA GAS GAS SERVICES 010.4145.5401 6.66 96423 07/13/00 080964 SOUTHERN CALIFORNIA GAS GAS SERVICES 010.4145.5401 17.90 106.64 96424 07/13/00 082328 STERLING COMMUNICATIONS RADIO REPAIR 010.4211.5603 240.00 96424 07/13/00 082328 STERLING COMMUNICATIONS RADIO PARTS 010.4211. 5603 69.71 309.71 96425 07/13/00 082836 STREATOR PIPE & SUPPLY SEWER PIPE VALVE 640.4712.5610 159.72 96425 07/13/00 082836 STREATOR PIPE & SUPPLY GALV. PIPE CAP 640.4712.5610 7.52 96425 07/13/00 082836 STREATOR PIPE & SUPPLY GAL PIPE NIPPLE 640.4712.5610 3.90 171 . 14 96426 07/13/00 086346 TROESH READY MIX CONCRETE 350.5625.7001 608.11 96426 07/13/00 086346 TROESH READY MIX CONCRETE 350.5625.7001 410.41 1,018.52 96427 07/13/00 101009 UNISOURCE MAINTENANCE S CR:P.TOWELS 010.4213.5604 62.68- 96427 07/13/00 101009 UNISOURCE MAINTENANCE S T.PAPER/P.TOWELS/GLOVES 010.4213.5604 241. 06 178.38 96428 07/13/00 088084 UNITED GREEN MARK,INC. SPRINKLERS 010.4430.5605 178.57 178.57 96429 07/13/00 088842 VALLEY AUTO SERVICE REPAIR TIRE 010.4420.5603 14.48 14.48 96430 07/13/00 090480 WAYNE'S TIRE REPL.TIRE 612.4610.5601 81.82 96430 07/13/00 090480 WAYNE'S TIRE TIRES 010.4213.5601 170.90 252.72 TOTAL CHECKS 42,890.09 ----------- VOUCHRE2 CITY OF ARROYO GRANDE PAGE 4 07/11/00 08:28 VOUCHER/CHECK REGISTER FOR ALL PERIODS FUND TITLE AMOUNT 010 GENERAL FUND 32,310.77 217 LANDSCAPE MAINTENANCE DISTRICT 120.00 220 STREETS FUND 2,670.38 225 TRANSPORTATION FUND 1,876.50 350 CAPITAL IMPROVEMENT FUND 1,018.52 612 SEWER FUND 2,204.90 640 WATER FUND 2,689.02 TOTAL 42,890.09 -.-.- ATTACHMENT 9 VOUCHRE2 CITY OF ARROYO GRANDE PAGE 1 07/11/00 15:33 VOUCHER/CHECK REGISTER FOR PERIOD 14 VOUCHER/ CHECK CHECK VENDOR VENDOR ITEM ACCOUNT ITEM CHECK NUMBER DATE NUMBER NAME DESCRIPTION NUMBER AMOUNT AMOUNT 265 07/06/00 005616 CITY OF ARROYO GRANDE G.A.REIMB.7/7 UNIFORMS CHECKS 011.0000.1015 16,240.56 265 07/06/00 005616 CITY OF ARROYO GRANDE G.A.REIMB.7/7 AD LEAVE CHECKS 011.0000.1015 21,683.52 37,924.08 266 07/07/00 005616 CITY OF ARROYO GRANDE G.A.REIMB.7/8/00 ALLEN FINAL/ 011.0000.1015 24,514.63 24,514.63 267 07/07/00 015990 CALIFORNIA FIRE CHIEFS REGIS-FIBICH 010.4211.5501 250.00 250.00 96431 07/14/00 005850 A.G. FIRE FIGHTERS ASSN CONTRIBUTION RETIREMENT PLAN 010.4211.5124 7,500.00 7,500.00 96432 07/14/00 100479 A.G.CHAMBER OF COMMERCE CITY MAPS 010.4001. 5201 50.00 50.00 96433 07/14/00 100994 ADMINISTRATIVE FIRE SER AFSS MEMBERSHIP-HAGLUND/FIBICH 010.4211. 5503 50.00 50.00 96434 07/14/00 003120 AMERICAN INDUSTRIAL SUP BANDAIDS/ANTIBODIC OINTMENT 640.4712.5255 19.73 96434 07/14/00 003120 AMERICAN INDUSTRIAL SUP COLD/THROAT TABS 010.4420.5255 22.74 42.47 96435 07/14/00 101863 ARCH PAGER CONTRACT 010.4201. 5606 1,002.12 1,002.12 96436 07/14/00 009750 BRENDA BARROW REIMB.CRAFTS-PLAYGROUND 010.4422.5256 41. 82 96436 07/14/00 009750 BRENDA BARROW REIMB.SNACK SUPPLIES-BARROW 010.4425.5255 157.55 199.37 96437 07/14/00 101857 GERTRUDIZ BAUTISTA REF. PARK DEPOSIT-BAUTISTA 010.0000.4354 25.00 25.00 96438 07/14/00 100554 BEREAN BIBLE CHURCH REF.PARK DEPOSIT-BEREAN BIBLE 010.0000.4354 25.00 25.00 96439 07/14/00 010998 BETTER BEEP PAGER SVCS-JULY/JUNE 010.4425.5255 342.00 96439 07/14/00 010998 BETTER BEEP PAGER SVCS-JULY/JUNE 010.4421.5602 114.00 96439 07/14/00 010998 BETTER BEEP PAGER SERVlCES-AUG-JUNE 640.4712.5603 220.00 96439 07/14/00 010998 BETTER BEEP PAGER SERVICES-AUG-JUNE 220.4303.5603 110.00 96439 07/14/00 010998 BETTER BEEP PAGER SERVICES-AUG-JUNE 010.4305.5603 220.00 1,006.00 96440 07/14/00 012754 BREZDEN PEST CONTROL PEST CONTROL-WC/CC/ELM 010.4213.5604 98.00 98.00 96441 07/14/00 101854 HEIDI CARLSEN REF.WTR.DEP-228 WOOD PLACE 640.0000.2302 180.00 96441 07/14/00 101854 HEIDI CARLSEN CLOSING BILL-228 WOOD PLACE 640.0000.4751 6.50 186.50 96442 07/14/00 101739 LUKE CAYWOOD S/BALL LEAGUE SCORER-CAYWOOD 010.4424.5352 21. 00 21. 00 96443 07/14/00 101166 CDF FF II CERT- IREY 010.4211.5501 30.00 30.00 96444 07/14/00 101142 CENTER FOR CREATIVE THO REF. PARK DEPOSIT-CTR.CREATIVE 010.0000.4354 25.00 25.00 96445 07/14/00 023010 RICHARD CHECANSKY TUITION-CHECANSKY 010.4201. 5502 865.00 96445 07/14/00 023010 RICHARD CHECANSKY REIMB.BOOKS-CHECANSKY 010.4201. 5502 83.10 948.10 96446 07/14/00 023868 RICHARD CLEAVER CLASS III FULL AUTO-CLEAVER 010.4201.5501 461.00 461. 00 96447 07/14/00 077376 SUSAN SAXE- CLIFFORD PSYCH EXAM-QUEZADA 010.4201. 5315 325.00 325.00 96448 07/14/00 024492 COLD CANYON LAND FILL GREEN WASTE DUMP 220.4303.5307 10.00 96448 07/14/00 024492 COLD CANYON LAND FILL GREEN WASTE DUMP 220.4303.5307 10.00 ----~- VOUCHRE2 CITY OF ARROYO GRANDE PAGE 2 07/11/00 15:33 VOUCHER/CHECK REGISTER FOR PERIOD 14 VOUCHER/ CHECK CHECK VENDOR VENDOR ITEM ACCOUNT ITEM CHECK NUMBER DATE NUMBER NAME DESCRIPTION NUMBER AMOUNT AMOUNT 96448 07/14/00 024492 COLD CANYON LAND FILL GREEN WASTE DUMP 220.4303.5307 10.00 96448 07/14/00 024492 COLD CANYON LAND FILL GREEN WASTE DUMP 220.4303.5307 10.00 96448 07/14/00 024492 COLD CANYON LAND FILL GREEN WASTE DUMP 220.4303.5307 10.00 96448 07/14/00 024492 COLD CANYON LAND FILL GREEN WASTE DUMP 220.4303.5307 10.00 96448 07/14/00 024492 COLD CANYON LAND FILL GREEN WASTE DUMP 220.4303.5307 10.00 96448 07/14/00 024492 COLD CANYON LAND FILL GREEN WASTE DUMP 220.4303.5307 10.00 80.00 96449 07/14/00 101638 TYLER COON S/BALL LEAGUE SCORER-COON 010.4424.5352 77.00 77 .00 96450 07/14/00 101716 JIM DECECCO S/BALL LEAGUE UMP-DECECCO 010.4424.5352 48.00 48.00 96451 07/14/00 101379 FERGUSON ENTERPRISES,IN PVC FITTINGS/CURP STOPS/BOLTS 640.4712.5610 479.47 479.47 96452 07/14/00 101249 DAVID FLOYD REF. PARK DEPOSIT-FLOYD 010.0000.4354 25.00 25.00 96453 07/14/00 101366 HAWTHORN SUITES REGIS-D. SANCHEZ 010.4201. 5501 252.00 252.00 96454 07/14/00 101102 HIGH TECHNOLOGY CRIME BRIDGE HTCIA DUES 010.4201. 5503 35.00 35.00 96455 07/14/00 101858 JERI ANN HILBERT REF. PARK DEPOSIT-HILBERT 010.0000.4354 25.00 25.00 96456 07/14/00 042840 HOME APPLIANCE CENTER REFRIGERATOR 010.4425.5255 80.00 96456 07/14/00 042840 HOME APPLIANCE CENTER REFRIGERATOR 010.4422.5256 80.00 96456 07/14/00 042840 HOME APPLIANCE CENTER REFRIGERATOR 010.4424.5252 81. 00 241.00 96457 07/14/00 045006 INT'L ASSOC.OF LAW ENFO IALEFII MEMBERSHIP-CLEAVER 010.4201. 5503 50.00 50.00 96458 07/14/00 100570 LASSEN COMMUNITY COLLEG CLASS III FULL AUTO REGIS-CLEA 010.4201. 5501 35.50 35.50 96459 07/14/00 101859 MARCIA LAURENT REF. PARK DEPOSIT-LAURENT 010.0000.4354 25.00 25.00 96460 07/14/00 100985 DOUG LINTNER S/BALL LEAGUE UMPIRE-LINTNER 010.4424.5352 112.00 112.00 96461 07/14/00 101860 SHELBY MENDOZA REF.PARK DEPOSIT-MENDOZA 010.0000.4354 25.00 25.00 96462 07/14/00 057096 MINER'S ACE HARDWARE CLEANING SUPPLIES 640.4712.5604 7.49 96462 07/14/00 057096 MINER'S ACE HARDWARE MISC.HAND TOOLS/ACCESS 220.4303.5613 26.02 96462 07/14/00 057096 MINER'S ACE HARDWARE CLEVIS HOOKS/QUICK LINK 220.4303.5603 140.00 96462 07/14/00 057096 MINER'S ACE HARDWARE SURGE STRIP 220.4303.5201 16.08 189.59 96463 07/14/00 057272 MIKE MITCHELL S/BALL LEAGUE UMPIRE-MITCHELL 010.4424.5352 96.00 96.00 96464 07/14/00 058890 RICHARD MUNOZ S/BALL LEAGUE UMPIRE-MUNOZ 010.4424.5352 32.00 32.00 96465 07/14/00 101850 MELISSA MUSGRAVE REF. PARK DEPOSIT-MUSGRAVE 010.0000.4354 25.00 25.00 96466 07/14/00 061152 NEAL-TRUESDALE INC. HONESTY BOND-ADMINISTRATION 010.4145.5580 1,362.00 96466 07/14/00 061152 NEAL-TRUESDALE INC. HONESTY BOND-POLICE 010.4145.5580 746.00 2,108.00 96467 07/14/00 101861 DANIEL NEFF REF.C/B DEPOSIT-NEFF 010.0000.4354 250.00 250.00 - ------------- VOUCHRE2 CITY OF ARROYO GRANDE PAGE 3 07/11/00 15:33 VOUCHER/CHECK REGISTER FOR PERIOD 14 VOUCHER/ CHECK CHECK VENDOR VENDOR ITEM ACCOUNT ITEM CHECK NUMBER DATE NUMBER NAME DESCRIPTION NUMBER AMOUNT AMOUNT 96468 07/14/00 062322 ONE HOUR PHOTO PLUS COLOR PRINTS/FILM DEVELOPE 220.4303.5255 9.00 9.00 96469 07/14/00 062712 ORCHARD SUPPLY HARDWARE PIPE NIPPLES 640.4712.5610 20.36 96469 07/14/00 062712 ORCHARD SUPPLY HARDWARE NIPPLE 640.4712.5610 7.66 28.02 96470 07/14/00 064258 PAGING NETWORK OF LA PAGING SVCS-JULY 010.4421.5602 101.99 101.99 96471 07/14/00 101849 MONIKA POCK REF. PARK DEPOSIT-POCK 010.0000.4354 25.00 25.00 96472 07/14/00 100565 S.CA.FIRE PREVENTION OF SCFPOA MEMBERSHIP-FIBICH 010.4211.5503 45.00 45.00 96473 07/14/00 101852 PATTI SAHAGUN REF.PARK DEPOSIT-SAHAGUN 010.0000.4354 25.00 25.00 96474 07/14/00 073164 DAVID SANCHEZ SUPERVISORY LEADERSHIP-SANCHEZ 010.4201. 5501 138.00 138.00 96475 07/14/00 077024 ANN SARMIENTO S/BALL SCORER-SARMIENTO 010.4424.5352 70.00 70.00 96476 07/14/00 100593 SHIFT CALENDARS,INC. 2001 SHIFT CALENDARS 010.4211.5201 123.26 123.26 96477 07/14/00 101862 STACI SHOALS REF. PARK DEPOSIT-SHOALS 010.0000.4354 25.00 25.00 96478 07/14/00 100195 SOUTH CNTY PERFORMING DONATION-CONSTRUCTION PERF.ART 284.4103.5505 20,000.00 20,000.00 96479 07/14/00 083382 SUPERIOR QUALITY COPIER COPIER MAINT TO 01 010.4211. 5602 620.00 96479 07/14/00 083382 SUPERIOR QUALITY COPIER COPIER MAINT TO 7/1/01 010.4201. 5602 2,850.00 3,470.00 96480 07/14/00 085664 TOM TOTH S/BALL LEAGUE UMPIRE-TOTH 010.4424.5352 96.00 96.00 96481 07/14/00 088084 UNITED GREEN MARK,INC. SPRINKLER PARTS 010.4420.5605 2.44 2.44 96482 07/14/00 101855 JACQUELYN WERTZ STRETCH/RELEASE CLASS-WERTZ 010.4424.5351 17.50 17.50 96483 07/14/00 093132 WOMEN PEACE OFFICERS AS WPOA DUES-TAYLOR 010.4201. 5503 35.00 35.00 96484 07/14/00 093444 DAN WULFING PUBLIC SAFETY INSTRUCT-WULFING 010.4201. 5501 466.46 466.46 96485 07/14/00 101853 VERONICA YARCHETA REF. PARK DEPOSIT-YARCHETA 010.0000.4354 25.00 25.00 96486 07/14/00 101851 RORY ZARGOZA REF. PARK DEPOSIT-ZARGOZA 010.0000.4354 25.00 25.00 TOTAL CHECKS 103,621. 50 ---~'-.-----~----- -----"-----_.-, ,---- VOUCHRE2 CITY OF ARROYO GRANDE PAGE 4 07/11/00 15:33 VOUCHER/CHECK REGISTER FOR PERIOD 14 FUND TITLE AMOUNT 010 GENERAL FUND 19,860.48 011 PAYROLL CLEARING FUND 62,438.71 220 STREETS FUND 381.10 284 REDEVELOPMENT AGENCY FUND 20,000.00 640 WATER FUND 941. 21 TOTAL 103,621.50 _.~_.._- ATTACHMENT 10 CITY OF ARROYO GRANDE DEPARTMENTAL LABOR DISTRIBUTION PAY PERIOD 6/23 TO 7/06/100 07/14/00 FUND 010 220,644.01 Salaries Full time 126,566.18 FUND 220 10,551.98 Salaries Part-Time 32,700.24 FUND 284 4,149.01 Salaries Over-Time 7,475.45 FUND 612 4,583.25 Holiday Pay 7,696.06 FUND 640 11,630.78 Sick Pay 2,215.22 251,559.03 Annual Leave Pay - Vacation Buy Back - Sick Leave Buy back Vacation Pay 12,006.10 Comp Pay 5,159.41 Annual Leave Pay 3,215.58 PERS Retirement 14,486.28 Social Security 13,977.16 PARS Retirement 276.71 State Disability Ins. 492.45 Health Insurance 19,729.11 Dental Insurance 3,584.79 Vision Insurance 761.68 Life Insurance 541.91 Long Term Disability - Uniform Allowance J - Car Allowance 200.00 Council Expense 375.00 Employee Assistance - Uniform Allowance Motor Pay 100.00 Total: 251,559.33 ..... MINUTES REGULAR MEETING OF THE CITY COUNCIUREDEVELOPMENT AGENCY TUESDAY, JULY 11, 2000 COUNCIL CHAMBERS, 215 EAST BRANCH STREET ARROYO GRANDE, CALIFORNIA 1. CALL TO ORDER Mayor Lady called the Regular City Council meeting to order at 7:00 p.m. 2. ROLL CALL City Council: X Council Member Runels Absent Council Member Tolley X Council Member Dickens X Mayor Pro Tern Ferrara X Mayor Lady Staff Present: lLJnterim City Manager/Chief of Police 1L-City Attorney 1L-Director of Administrative Services _Director of Building and Fire _Director of Community Development _Director of Economic Development 1L-Director of Public Works _Director of Parks and Recreation 1L-Director of Financial Services 3. FLAG SALUTE Tom Lauinger, representing the Kiwanis Club of Arroyo Grande Valley led the flag salute. 4. INVOCATION Pastor Randy Ouimette, St. John's Lutheran Church and Arroyo Grande Fire Department Chaplain, delivered the invocation. 5. SPECIAL PRESENTATIONS None. 6. AGENDA REVIEW Interim City Manager stated Council had received a supplemental staff report for Item 9.j. regarding Tract 2207, Vista Del Mar, Offsite Easements. --...- ----------,--.- CITY COUNCIUREDEVELOPMENT AGENCY MINUTES JULY 11, 2000 6.a. RESOLUTIONS AND ORDINANCES READ IN TITLE ONLY Council Member Runels moved, Council Member Dickens 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. 7. PUBLIC HEARINGS: None. 8. CITIZENS' INPUT. COMMENTS. AND SUGGESTIONS None. 9. CONSENT AGENDA Council Member Runels requested that Item 9.h. and Item 9.i. be pulled. Mayor Pro Tem Ferrara requested that Item 9.j. be pulled. 9.h. Award of Construction Bid - Sprina 2000 Pavement ManaGement Project. Proiect PW-2000-5. Council Member Runels stated that the City had started an extensive pavement management program and asked Director Spagnolo if he could review how many streets within the City would be included in the project. Director Spagnolo displayed a map illustrating the streets that would be included in the project. He explained that streets were grouped in blocks in order to reduce costs. 9.i. Program SUDPlement Agreement for the Scenic Creekside Pedestrian Path. Phase II - Proiect No. PW-2000-3. Council Member Runels asked for clarification if the funds would include completing the first phase between Mason and Short Streets. Director Spagnolo responded that Phase II would complete Phase I down to the creek, and the walk along the bluff on the south side from Mason Street to Short Street. Council Member Runels asked if there were any provisions to have a path leading to the old Schoolhouse or the other two houses on Mason Street. Director Spagnolo responded that there would be a connection to the Schoolhouse on Short Street. He explained that going toward Mason Street, there is a circular section where there will be a tree and bench serving as a focal point between the two buildings. Council Member Dickens asked if the Program Supplement Agreement was a formality or would it prolong the progress of the project. 2 --.---- CITY COUNCIUREDEVELOPMENT AGENCY MINUTES JULY 11, 2000 Director Spagnolo responded that it was a formality and was a common practice for projects being funded by Caltrans. j. Tract 2207 - Vista Del Mar, Rejection of Offsite Easements. Adopted Resolutions 3466 and 3467. Mayor Pro Tem Ferrara asked for clarification on the proposed offsite easements. He asked staff to explain the impacts of not accepting the offers of dedication. Director Spagnolo explained in the supplemental staff report, the recommendation was to accept a grant of a slope and drainage easement from the First Assembly of God Church for Tract 2207. He explained that the purpose of acceptance was to allow the developer to make the improvements, which would allow drainage to occur over the easement area throughout construction. Director Spagnolo further explained that the other two offers of dedication for offsite easements for Tract 2207 relate to street improvements and are usually accepted by the City after the public improvements are installed and completed. Mayor Pro Tem Ferrara asked for clarification that the Lucia Mar School Board did not favor a permanent street connecting to Valley Road through their property. Interim City Manager TerBorch responded that was correct. Mayor Pro Tem Ferrara stated that based on the submitted proposal, Orchard was going to remain open when the project is completed until future consideration of a Valley Road connection. Director Spagnolo responded that was correct. There was further discussion regarding the improvements and width to the existing drainage ditch. Director Spagnolo clarified that the drainage ditch would be widened and would be an earthen ditch. He explained that the developer would also be constructing a large detention basin to serve the project. Council/Board Member Runels moved to approve Consent Agenda Items 9.a. through 9.j. with .the recommended courses of action. Council/Board Member Dickens seconded the motion. a. Cash Disbursement Ratification. Approved. b. Statement of Investment Deposits. Approved. c. Cash Flow Analysis/Approval of Interfund Advance from the Water Facility Fund. Approved. d. Minutes of Special City Council/Redevelopment Agency Meeting of June 19,2000 and Regular City council Meeting of June 27,2000. Approved. 3 ~__.u ---- ----.-...,..__._..~-- CITY COUNCIUREDEVELOPMENT AGENCY MINUTES JULY 11, 2000 e. Rejection of Claim Against City - C. James. Rejected claim. f. Consideration of Salary and Benefit Adjustments for Part-time Employees - FY 2000-01. Adopted Resolutions 3463 and 3464. g. Award of Construction Bid - Re-roof Fire Station No.1. Approved. h. Award of Construction Bid - Spring 2000 Pavement Management Project, Project PW-2000-5. Approved. i. Program Supplement Agreement for the Scenic Creekside Pedestrian Path, Phase II - Project No. PW-2000-3. Adopted Resolution No. 3465. j. Tract 2207 - Vista Del Mar, Rejection of Offsite Easements. Adopted Resolutions 3466 and 3467. - Voice Vote LRolI Call Vote City Council Redevelopment Aaencv Aye Lady Ave Lady Ave Ferrara Aye Ferrara Ave Runels Aye Runels Absent Tolley Absent Tolley Aye Dickens Ave Dickens There being 4 AYES, 0 NOES, and 1 ABSENT, the motion is hereby declared to be passed. 10. CONTINUED BUSINESS None. 11. NEW BUSINESS 11.a. PROPOSED BALLOT MEASURE AND ARGUMENT IN FAVOR OF BALLOT MEASURE - NOVEMBER 7. 2000 GENERAL MUNICIPAL ELECTION Staff recommended the Council: 1) Adopt a Resolution ordering the submission to the qualified electors of the City of a measure relating to an increase of the Transient Occupancy Tax ("hotel/motel bed tax") at the General Election to be held on Tuesday, November 7,2000, as called by Resolution No. 3452; 2) Adopt a Resolution setting priorities for filing written arguments regarding a City measure and directing the City Attorney to prepare an impartial analysis of the measure; 3) Review, modify as appropriate, and approve the argument to be submitted in favor of the measure. Council questions and discussion included what methods could be used to educate the public about the measure. Interim City Manager TerBorch stated that the City could produce and distribute educational material to the community; however, the law does not allow the City to take a position in favor or against the measure. 4 -~-~~---- -. -.- CITY COUNCIUREDEVELOPMENT AGENCY MINUTES JULY 11, 2000 Mayor Lady opened the discussion for public comment, and upon hearing no comments, brought the discussion back to the Council. Mayor Lady asked if the language of the measure could be expanded on the ballot as to why the measure was being proposed. Interim City Manager TerBorch responded that there were limitations on how the measure is presented. He stated it was important to present as much information to the public prior to the Election in order to get the facts out. He also commented that the Council would have an opportunity to submit an Argument in Favor of the Measure. Mayor Pro Tem Ferrara acknowledged that the City was subject to certain restrictions in the manner in which measures are defined on the ballot so that the measure itself remains unbiased. He suggested adding a qualifier to the statement that the intent of the measure is to gain parity with other cities in San Luis Obispo County, so that there is a purpose for amending the Ordinance. He explained that this would make an informed statement to the voters that Arroyo Grande is way behind in its Transient Occupancy Tax rate. There was further discussion regarding proposed wording for the measure. Mayor Pro Tem Ferrara suggested adopting the amended measure language as the primary Resolution and also adopting the original measure language as an alternate Resolution should the amended language not be accepted by the County Elections Official. There was Council consensus to amend the Measure to read "In order to achieve parity with other communities within San Luis Obispo County, shall an Ordinance amending Section 3-3.303 of the Arroyo Grande Municipal Code to increase the Transient Occupancy Tax ('hotel/motel bed tax") rate from six percent (6%) to ten percent (10%) be adopted?" There was discussion regarding the language in the proposed Argument in Favor of the Measure relating to examples of how additional revenue could be spent to operate City services. Council Member Dickens suggested that an example be included in the language that revenues could be used for street repair and maintenance. Following discussion on the language for the argument, there was Council consensus to replace the words .....to buy four new police vehicles;" with "for over one mile of street repair and resurfacing;". Council Member Dickens moved to approve staff's recommendations, including a Resolution, as amended, ordering the submission to the qualified electors of the City of a measure relating to an increase in the Transient Occupancy Tax ("hotel/motel bed tax"); a Resolution setting priorities for filing written arguments regarding a City measure and directing the City Attorney to prepare an impartial 5 CITY COUNCIUREDEVELOPMENT AGENCY MINUTES JULY 11, 2000 analysis of the measure; and approving the argument, as amended, to be submitted in favor of the measure. Council Member Runels seconded the motion. - Voice Vote LRolI Call Vote Aye Lady Ave Ferrara Aye Runels Absent Tolley Aye Dickens There being 4 AYES, 0 NOES, and 1 ABSENT, the motion is hereby declared to be passed. Council Member Dickens moved to adopt the originally proposed Resolution ordering the submission to the qualified electors of the City of a measure relating to an increase of the Transient Occupancy Tax ("hotel/motel bed tax") at the General Election to be held on Tuesday, November 7, 2000, as called by Resolution No. 3452, to use as an alternate in the event that the amended Resolution is not approved by the County. Council Member Runels seconded the motion. - Voice Vote LRolI Call Vote Ave Lady Aye Ferrara Aye Runels Absent Tolley Aye Dickens There being 4 AYES, 0 NOES, and 1 ABSENT, the motion is hereby declared to be passed. 11.b. DESIGNATION OF VOTING DELEGATE AND ALTERNATE FOR LEAGUE OF CALIFORNIA CITIES ANNUAL CONFERENCE Staff recommended the Council appoint a voting delegate and alternate(s) for the League of California Cities Annual Conference. Mayor Pro Tem Ferrara commented that he would be serving on the General Resolutions Committee. Council Member Runels moved to appoint Council Member Tolley as the voting delegate and Council Member Dickens as the alternate. Council Member Dickens seconded the motion. 6 CITY COUNCIUREDEVELOPMENT AGENCY MINUTES JULY 11, 2000 ~ Voice Vote - Roll Call Vote Ave Lady Ave Ferrara Aye Runels Absent Tolley Aye Dickens The motion passed unanimously. 12. COUNCIUAGENCY COMMUNICATIONS . Mayor Lady requested the Council discuss and provide direction to staff regarding the Economic Development Strategy and how it relates to development projects in regard to the General Plan Update. Interim City Manager TerBorch responded that in compliance with the Brown Act, the Council could discuss the issue; however, if the Council wanted to give formal direction or form a policy, it would have to be placed on a future City Council meeting Agenda. Mayor Pro Tem Ferrara stated he had had discussions with staff on this issue as it related to projects on Grand Avenue. He stated that the Task Force spent a lot of time to draft the Economic Development Strategy to optimize the City's ability to bring in projects that would benefit the City. economically, particularly in certain areas such as Grand Avenue. He said that the Council had adopted the Economic Strategy with intent for it to become an Element of the General Plan. He stated that it was unclear when this would formally occur. He asked for clarification on whether the Economic Strategy has to be formally included in the General Plan. He stated since the City had a Council- adopted Economic Strategy in place, it would seem that would be enough staff direction for referring to the Strategy in making determinations as to whether there is consistency with proposed projects. He felt that the determination of a project should be evaluated based on the criteria of the documents in place, and should guide the Commissions and staff in evaluating projects. Council Member Runels stated that the Economic Development Strategy needs to be incorporated into the General Plan. Interim City Manager TerBorch explained that the City has in place an Economic Development Strategy for the City; however, it is not a part of the General Plan. He explained that there is a legal process of adding an Element to the existing General Plan. He clarified that the Council had adopted the Economic Development Strategy as an operational policy, which is a document staff is to use when evaluating certain projects. 7 -----_.~-~. CITY COUNCIUREDEVELOPMENT AGENCY MINUTES JULY 11, 2000 Mayor Pro Tem Ferrara stated that the Council had already decided that the Economic Development Strategy was going to become a part of the General Plan. He asked if that happened now, independent of the other Elements that are still outstanding, and whether it was to the City's benefit to initiate an independent process that considers only the Economic Element. Interim City Manager TerBorch stated it could be done independently. He reported that staff was in the process of resolving issues with the Consultant on the current status of the General Plan Update. Council Member Dickens reaffirmed that the Economic Development Strategy that Council adopted is City policy, and asked the City Attorney if the document would be more effective if it was adopted to be an Economic Element in the General Plan. City Attorney Carmel responded yes, it would, because findings requiring compatibility with the General Plan are inherent in almost every ,land use decision the Council makes. There was discussion regarding how the goals and policies in the Economic Development Strategy were defined in order to encourage uses that generate income for the City. Council Member Dickens recommended directing staff to bring back an Agenda item that would explain the process of adopting an Economic Element in the current General Plan. There was Council consensus to move forward with this recommendation. Interim City Manager TerBorch clarified that the Council's direction was for staff to bring back an Agenda item for a General Plan Update as well as the process necessary to formally adopt the Economic Development Strategy as a General Plan Element. . Mayor Pro Tem Ferrara distributed to Council and staff a letter he received from Jan Hendrickson regarding the storage of materials at the back of the Five Cities Center and asked for the matter to be followed up on. He also inquired about the status of a proposed enclosure, for a dumpster located at the back of the Center. . Mayor Lady announced that he has scheduled a press conference on July 17th at 9:00 a.m. in front of City Hall. . At the request of Marjorie Gilliam to address the Council, Mayor Lady invited her to the podium for public comments. Mrs. Gilliam explained she had submitted a letter with a petition of signatures from area residents regarding a request to pave a portion of Valley Road. She referred to the portion of Valley Road in question which is a truck route and stated that the trucks are 8 ---------.--- CITY COUNCIUREDEVELOPMENT AGENCY MINUTES JULY 11, 2000 continuing to damage the road further. She also expressed concerns relating to truck noise. Mayor Lady responded that he was aware of the request and stated that the issue was being evaluated. He assured Mrs. Gilliam that she would be notified if the item was placed on a future Agenda. 14. STAFF COMMUNICATIONS None. 14. ADJOURNMENT Mayor Pro Tem Ferrara moved, Council Member Runels seconded, and the motion passed unanimously to adjourn the meeting. Time: 8:40 p.m. MICHAEL A. LADY, MAYOR ATTEST: KELL Y WETMORE, ADMINISTRATIVE SERVICES DIRECTOR! DEPUTY CITY CLERK 9 _ _ _ -----_.,------ .-.------... - I.c. MEMORANDUM TO: CITY COUNCIL FROM: TERRY FIBICH, DIRECTOR OF BUILDING AND FIRE @ SUBJECT: AUTHORIZATION TO AWARD BID FOR PROPOSAL: UPDATE OF DIVISION OF FIRE AND EMERGENCY SERVICES STAFFING NEEDS AND OPTIONS DATE: JULY 25, 2000 RECOMMENDATION: It is recommended the City Council authorize the award of bid for the Update of the Division of Fire and Emergency Services Staffing Needs and Options (the "study") to the low bidder, DMG Maximus, in the amount of $17,000. FUNDING: The City Council has allocated $17,000 in the Fiscal Year 1999/2000 Annual Budget for the preparation of the study. The approved Fiscal Year 2000/2001 Annual Budget included a carryover in this amount. DISCUSSION: The purpose of this study is to provide recommendations on present and future fire and emergency services demands and delivery options in the City. The last study of this type was presented to the City Council in 1992. In light of the current service demands, the prospects of continued growth and development, and considering rising expectations in terms of demands for service and staff training needs, the Division of Fire and Emergency Services anticipates continued pressure on existing staff, facilities, and equipment. The City is seeking a comprehensive, objective, and professional analysis of the circumstances and the range of the City's options for delivering the demanded fire and emergency services. The analysis will address staffing, facilities, and equipment requirements of the Division of Fire and Emergency Services. ------"----,.~._.- CITY COUNCIL UPDATE OF FIRE STAFFING NEEDS AND OPTIONS JULY 25,2000 PAGE 2 Requests for Proposal were sent to three qualified and experienced firms, which resulted in submittals from two of those firms. Those firms and their proposed costs are as follows: DMG-MAXIMUS $17,000 EMERGENCY SERVICES CONSULTING GROUP $40,000 In the past, DMG-Maximus was awarded bids by the City of Arroyo Grande to prepare an Impact Fee Study and an Operating Fee Study. Alternatives The following alternatives are provided for the Council's consideration: . Approve staff's recommendation; . Do not approve staff's recommendation; . Modify as appropriate and approve staff's recommendation; . Provide direction to staff. Attachments: Request For Proposal DMG-Maximus Proposal --~-,....._~---- I Request For Proposals I Analysis of Fire and Emergency Services Needs and Options for the City of Arroyo Grande A. Introduction: The City of Arroyo Grande . is requesting proposals from experienced governmental service analysts to prepare a report on present and future fire/life safety service demands and delivery options. Attached for your reference is a summary of background information on the City's Department of Building and Fire - Division of Fire and Emergency Services. Arroyo Grande is a community of approximately 16,100 residents. During calendar year 1999, the City experienced a growth rate of approximately 2.7 percent. Based on approved and tentatively approved subdivisions, plus the current level of development activity, it appears likely that the current pace of development could continue. In light of the prospects of continued growth and development, and considering rising expectations in terms of demands for service and staff training needs, the Division of Fire and Emergency Services anticipates continued pressure on existing staff and equipment. The City is seeking a comprehensive, objective, and professional analysis of the circumstances and the range of the City's options for delivering the demanded services. The analysis needs to address staffing, facilities and equipment. B. Submittal Deadline: Four (4) copies of Consultant proposals must be received by the Director of Building and Fire no later than May 1. 2000. by 5:00 p.m. Proposals must be delivered or mailed to: City of Arroyo Grande Director of Building and Fire Division of Fire and Emergency Services Study Post Office Box 550, 140 Traffic Way Arroyo Grande, CA 93421 Page 1 -..-------".-- C. Existina Information: 1. The General Plan of the City of Arroyo Grande, 1990 and as subsequently amended. 2. Zoning Map and Zoning Code, City of Arroyo Grande. 3. City Land Use Inventoryinformation (latest available). 4. Population growth statistics from 1970 through the present, along with projections for future development based on the current General Plan. 5. A summary of the existing and planned physical facilities and equipment housed at the existing City Fire Station. D. Preliminarv Scope of Work & Proiect Description of Expected Work: Subject to further refinement and mutual agreement, the Preliminary Scope of Work would consist of a comprehensive evaluation of the future fire I life support and safety service demands, and the options for the City to address these demands. For the purposes of this study, the planning horizon is the year 2020. The consultant's work needs to assess the full range of current responsibilities, and anticipate the probable future obligations of the department. Current responsibilities include the following: . Fire Suppression . Basic Life Support Services . Business and other fire safety inspections . Code Enforcement (including Nuisance Abatement, Weed Abatement, Blight Elimination) . Public Education . Disaster Preparedness, Response, and Recovery . Clerical/ Office Support, including data systems entry and maintenance . Staff Training / Career & Volunteer . Equipment and Facility Maintenance . Mutual and Automatic Aid Response to Surrounding Communities and Unincorporated Areas The followinQ work outputs are expected: Provide a matrix of service demands based on all existing responsibilities and a reasonable projection of workload that a growing City like Arroyo Grande should anticipate needing to address. The format should include but not be limited to the following parameters: Page 2 <----- .- . Evaluation of the Division of Fire and Emergency Services' ability to serve the growth and development anticipated over the next twenty (20) years to the planning horizon of 2020. Include the probable geographic boundaries of the City and projected growth and development within the Mutua'l Aid Service Area of the County of. San Luis Obispo (the consultant will base projections on a growth and development scenario to be established in written form by the City of Arroyo Grande). . Alternate service delivery options for each identified service, and any combination thereof such as volunteer, paid career firefighter force, public safety department, private providers, other agency service contract options, and the like. . The scope and location of physical facilities, plus equipment, that will be needed within the planning period. . Identify the cost of each option, facility and equipment item. . The benefits and drawbacks of each option. E. What the Consultant Will Need to Prepare: 1. The following documents, all based on 8.5 by 11 inch format unless otherwise approved by the City: . Administrative draft of the Analysis (4 copies) . Final Draft Analysis ("camera ready" form and on 3.5 inch IBM compatible diskette(s) in MS Word 97 compatible format). Any spreadsheet information shall be provided on 3.5 inch IBM compatible diskette(s) in MS Excel 97 compatible format. Any maps and/or drawings shall be in AutoCAD (Release 14). F. General Services Provided by Consultant: In completing the analysis of the Division of Fire and Emergency Services demands and options for response, the City wants the Consultant to be responsible for: 1. Any necessary inter-agency coordination and consultation with County Office of Emergency Services and California Department of Forestry (CDF). 2. Obtain and review all existing studies and background information that are pertinent to the preparation of the analysis. Page 3 . 3. Preparation of mapping materials necessary to evaluate alternatives and present recommended modifications. 4. Submittal of an Administrative Draft that would be reviewed with City staff and refined as necessary. 5. Preparation of Final Document. G. Anticipated Work Schedule: It is the City's objective to begin work on the analysis no later than June 1, 2000, with completion to be scheduled by September 1, 2000. The timing of specific work tasks would be determined as part of a Consultant Services Agreement. H. The Proposal: 1. Format and requirements: Although there is no maximum proposal length, proposals should be kept to the minimum length necessary to address the requirements of the RFP. Proposals shall be 8.5 inch by 11 inch in size, with pages numbered sequentially. Padding the proposal with "boiler plate" material is strongly discouraged. 2. Proposal contents: a. Firm identification: 1. Firm name, address, telephone, fax number and e-mail address; 2. Name and telephone number of contact person; 3. A list of the firm's principals with experience, background, academic training and registration. b. Provide the following information for each sub-consultant: Firm name, address, telephone, fax number and e-~ail address; contemplated role of the firm in the project. c. Location of office where this work would be performed. d. List of personnel for all firms. Indicate experience, background, academic training and registration. Describe anticipated role in the project and how the staff would be organized. e. Description of similar projects that the firm, its personnel, subcontractors and associates have performed previously. For each project listed include location, description of work, client and construction cost. , f. Project understanding: Describe, the project background and process as relating to requirements for consultant qualifications. Page 4 -......~..___,_~.__.__.__,.h.~ g. Work program: Based on your understanding of the project, list all required tasks to complete the work. h. Work budget: Provide a budget breakdown to demonstrate your understanding of the project needs. This budget will not be binding; the final agreement will be the result of a precise scope of work and a negotiated compensation amount. The breakdown should include itemized person-hours, rates and costs for all required work tasks. i. Provide a statement of what especially qualifies your firm to perform this work. j. Signature: An authorized corporate officer whose signature is binding upon the firm shall sign-Proposal. k. Valid period: Include a statement that the proposal will be valid for 180 days. I. Conflict of interest: Proposal shall include a statement that no conflicts of I interest exist in the provision of these services. m. Appendix: Include supplemental information, if any, such as firm brochure, fees for additional services, etc., at the end of the proposal. I. The Selection Process: The City will establish a screening committee to review all proposals received and to rank the proposals. The City may decide to interview consultants with the . most competitive proposals. Key criteria to be used by the City in selecting a consultant or consultant team includes the following: 1. Demonstrated experience in preparing similar studies / studies of comparable scope and nature for communities the size and character of Arroyo Grande. 2. Consultant's understanding of the City of Arroyo Grande's desires and general approach to the project as demonstrated in the Project Understanding and Work program. 3. Proposal requirements established in this RFP are included in the Proposal. 4. Qualifications of the Consultant's staff being assigned to this project. 5. Demonstrated ability of the consultant to perform quality work, control costs and meet time schedules. 6. Demonstrated knowledge of planning for Division of Fire and Emergency Services facilities and staffing. Page 5 ----- 7. Ability to work effectively with city and other agency staff. The top ranked firms may be invited for an interview I presentation. The most qualified firm will be invited to refine its proposal and negotiate a consultant services agreement with the City. The City reserves the right to reject any or all proposals, and to negotiate modifications or acceptance of parts of a proposal. Other terms and conditions of contract will be negotiated at the time of the consultant selection and will be subject to approval of the City Attorney. J. For More Information... Contact Terry Fibich (Director of Building and Fire) at 805.473.5490. Page 6 Background Information Arroyo Grande Department of Building and Fire Division of Fire and Emergency Services 1. In the early 1990s, the City's Fire Department was staffed with volunteers and a paid Fire Chief. 2. During the early 1990s, calls for service averaged 700-750 per year, consisting of: . 19 percent fire suppression . 58 percent medical aid . 23 percent other 3. Since the early 1990s, calls for service have increased nearly 60 percent to the present average of 1,200 per year, consisting of: . 14 percent fire suppression . 60 percent medical aid (2/3 required advanced life-paramedic support) . 26 percent other, including: . hazardous conditions . vehicle accidents . rescues / persons in distress /Iost persons . water emergencies . animal emergencies . false alarms 4. In the mid-1990s, staffing for emergency response was supplemented with part- paid positions that established an average of 8 hours of daytime staffing and 12 hours of nighttime staffing by 3 members during each staffing period. During recent years, additional staffing has been authorized by the City Council that currently reflects: . 1 paid Fire Captain (assigned to 24-hour shift) . 1 paid Division Chief (currently under filled by a paid Fire Captain assigned to 24-hour shift) . 1 Director of Building and Fire/Fire Chief . 1 Executive Secretary . 35-45 volunteers 5. Advanced life support / paramedic service has been, and currently is provided under contract by a private firm. 6. The change in type of call and call volume has required a significant modification to staff training and the focus of commitments. Page 7 7. The Fire Station facilities are overcrowded and require expansion to provide sleeping/living facilities for personnel working 24-hour staffing. Training facilities no longer adequately accommodate the Division's need to provide programs that address safety and liability, due to limited space. 8. The Department's operating budget has increased from $392,300 in FY 1992-93 to $791,300 in FY 1999-2000. 9. Response times exceed the accepted standard time of 6-minutes approximately 25 percent of the time. Some arrival times of 10 minutes or more result from lack of volunteer availability, the types of calls, and/or multiple/simultaneous calls. 10. Total service call demand is expected to increase with population growth at the rate of approximately 6 percent annually. Page 8 i ...- : . MUS -_. Helping Government Serve The People Proposal to Evaluate Fire and Emergency Medical Safety Needs . .ARROYO GRANDE, CALIFORNIA . .- - . -- , . DMG - Maximus April 25, 2000 Irvine, California - j I r MUS ~. Helping Government Serve The People --, -- April 25, 2000 ~ ' Terry Fibich, Director of Building and Fire Division of Fire and Emergency Services 140 Traffic Way Arroyo Grande, CA 93421 Dear Mr. Fibich: DMG Maximus is pleased to present this proposal to conduct a Fire and Emergency Medical Services Analysis. This study requires a wide set of . skills that require significant analytical experience in fire service studies in a variety of settings. Correspondingly, our proposed one-person team has the following experience: .- . Mr. Dhillon has completed six management audits of fire - - agencies which range in size up to large urban fire departments. Recent examples include management audits for Pasadena, Orange and the City of Los Angeles - all cities in California. . Mr. Dhillon is currently engaged in similar Fire Services Needs analyses for the cities of Poway and Saratoga. . Numerous fire service master plans for and fire protection districts across the country are including the experience of Mr. Dhillon. This includes such large agencies as San Jose (California) and medium cities as La Mesa and Santa Rosa (CA). -- . Finally, we have evaluated the feasibility of fire service consolidation for fifteen city, county and special district government clients. These include studies for the cities of La , , Mesa and Lemon Grove, the eight Heartland agencies in East San Diego County, and Alameda County and the Fairfield Fire Protection District: The breadth of this experience gives DMG - Maximus the background to conduct a thorough and high quality fire services study for the Arroyo Grande. 19732 MacArthur Blvd., Suite 110 . Irvine, CA 92612 · 714.525.2088. FAX 714525.2068 - I . I . ~~_.- r.- '. ~ We hope we will have the opportunity to present our project team and study approaches to you further as the selection process develops. Please call .. -. me at (714) 525 - 2088 if you have any questions about our proposal or qualifications. - . , . (( MG MAXIMUS Matt Dhillon Manager . , . . . - ,- - , : Letter to Terry Fibich Page 2 - , i - I ' MUS Helping Government Serve The People .~-. PROPOSAL TO EVALUATE - - FmE AND EMERGENCY MEDICAL SERVICE NEEDS , . : : This proposal outlines how we would approach a fire and emergency services needs analysis and presents the qualifications of our firm and the proposed project team. This proposal opens with an overview of our analytical . , approach to conducting a Fire Services Study and is followed with a detailed description of the tasks we would perform. 1. OUR METHODOLOGY AND ANALnICAL APPROACH TO CONDUCTING FIRE SERVICES ANALYSIS. Based on our review of the Request for Proposal, we have developed a workplan in which we would conduct the following: . Evaluate the City's current capability to provide fire and emergency medical services to its service area. This includes . - practical consideration of the extent to which Volunteer Fighters are and can be considered as part of the City's response . - capability, both now and in future years. . As appropriate, identify unmet needs and determine resources required to close identified gaps. . Identify and evaluate options for meeting fire protection and emergency medical service needs. . Evaluate and recommend the best service delivery alternatives for the City given both current and project future demand for fire and emergency medical services. . . - Over recent years, we have been involved in a number of relatively complex analyses of individual agency and multi-jurisdictional fire service issues. Through each of these projects, there has been a common thread in ~- . i terms of key analytical tasks which need to be accomplished and key phmning assumptions which need to be developed to ensure that a defensible . - and practical study product is produced. These include the following: . The need to thoroughly understand the nature and scope of the demand for fire service and actual fire service level. To develop such a portrait, an in-depth analysis of calls for fire and Proposal to Evaluate Fire Safety Needs Page 1 for the Arroyo Grande Fire Department - - I i ~~~dW_ ~. emergency medical service needs to be made. Annual reports of total call volume by type of call are insufficient to support the . " necessary level of analysis. Instead, analysis needs to address and document the following factors: - Response time. , . - Location of the call. - Actual resources need to deal with the incident (i.e., - number of units, paid staff and volunteers responding.) - Use of automatic mutual aid. - Total clock time required to deal with each incident. - Tasks actually performed at the incident. Only by portraying service demand in these terms can such key planning elements as: (1) service level; (2) resource utilization; and (3) frequency of demand for various levels of fire service . - resources be documented. . . . Arroyo Grande needs practical results - not platitudes and generalities. To provide that level of detail, the project team needs to understand, in detail, the City's specific fire protection and emergency medical service needs. Only when service levels have been identified and quantified can alternatives be accurately evaluated. In our experience conducting management and organizational reviews of local government agencies, we have found that a successful project leading to positive change within the study organization needs to: . Be based on a study process that involves the client, at both the _. top, middle management, and line operating level in each stage of the project; . Build "ownership" in project recommendations and results through the study's interactive process. Employee involvement is a critical component of any type of review, not only to moderate the level of organizational disruption which frequently accompanies such reviews, but also to create and maintain an environment for acceptance and implementation of project recommendations as they are developed. If selected to conduct the management assessment, we would Proposal to Evaluate Fire Safety Needs - Arroyo Grande Page 2 .----- r I ' ~~_n._ ,- i. ~. propose use of the following approaches to ensure staff involvement is maximized over the course of the project: ,- Overall Mana,ement Assessment Steerin, Committee. . . . We recommend that the Department consider establishing a --- Project Steering Committee to work with us over the course of Ii the project. The committee would ideally consist of members of . the City and Department's top manageme~t team If appropriate, coucH members could also contribute their ~ perspectives to the committee. The steering committee approach has a number of positive features including: - It provides a forum for communicating study progress and results to the organization being reviewed; - It involves staff as findings, concl usions, and recommenda tions are developed which builds understanding and acceptance as the project proceeds; . - - It serves as a quality control device for the consultant's work. . - . Personal Interviews. As part of our approach to developing an understanding the Department and each of the functions included in the management assessment analysis, we will conduct individual interviews with all Department staff. During these interviews, we would explain the purpose of the study, solicit information regarding the employee's work assignment and solicit the employee's input regarding improvement opportunities. This proposed approach to employee involvement, and steering ~ committee structure and role is, of course, subject to your approval. The ~ next section provides a detailed outline of the analytical and data collection sequence we would follow in conducting the study. . , 2. PROPOSED PROJECT TASK PLAN TO ACmEVE PROJECT OBJECTIVES. . -- The paragraphs which follow provide detailed description of how we would conduct the project. Proposal to Evaluate Fire Safety Needs -- Arroyo Grande Page 3 -~ r ; i . t I .- - . Task 1 Identify Key Issues Impactinr the Delivery of Fire -- Services in the City. Today and in the Future. . As the project opens, it is critical that the project team develop an understanding of the political, operating, and service objectives related to fire , . and emergency medical service delivery in the. We will develop this basic understanding as follows: . Interview the City Manager and the Fire Chief to document - their perspectives on the issue areas outlined below. - Current perceived deficiencies in response capabilities and support programs including fire prevention and training. - Volunteer availability. - Adequacy of mutual and automatic aid relationships with surrounding operations. - Community growth patterns which need to be considered -- in evaluating alternative courses of action open to the Department. . - . . . We also believe that this initial task should include discussions with other key administrative staff as deemed appropriate. These interviews would focus on determining attitudes related to such areas as the following: - The Department's mix of services, programs and service level capabilities. - Key operating and financial pressures facing the City, . -. now and in coming years. - - City philosophy toward mitigation fees. - Realistic scenarios around the availability of on-going funding levels for delivery of services consistent with the Department's mission. - -- - Other issues, as appropriate. The result of this task would be a list of the key supplemental issues to be addressed over the course of the project. Proposal to Evaluate Fire Safety Needs - Arroy,o Grande Page 4 -----_.__.._.__.~-~-- ~ I . ~ ..- . us Helpqc-nu.-tSene J7Ie hopIe ~.. Task 2 -- Develop a Detailed Understandinr of Current Fire and Emerrency Medical Services Operations and Level of Services. _.. , . The purpose of this task would be to develop a detailed profile of fire and emergency medical service workloads, service levels, and operations in order to provide a detailed data base which would support subsequent - analysis of current public safety approaches as well as the effectivenes~ of alternate approaches. This task would provide the framework for defining existing standards of coverage within the City. Major work steps involved in completing this task would be as follows: . Develop an understanding of the organization of the Arroyo Grande Fire Department and staff roles and responsibilities, including: - Organizational structure - including sworn, civilian and volunteer personnel. - Number and type of staff assigned to each unit. _. - - Current staffing philosophies to include approaches to _.- minimum staffing by station, unit and shift. - Basic job responsibilities and work time allocations of all administrative and command staff and other administrative and support personnel. - Basic lines of responsibility and authority running through the organization. . Document personnel related data including: gross work hours given the current schedule, net available work hours given various time off factors, use of overtime, compensatory time off, ~ employee turnover, etc. . Document basic fire/emergency medical service response policies ~ i. and capabilities in the context of the call demand documented above: - Role of line staff on each type of call handled by the Department. - Working relationship with heath-care providers and the EMS response community. Proposal to Evaluate Fire Safety Needs - Arroyo Grande Page 5 - : I ~~_Do_ ! .-= : . . . - . Type of response by type of incident and type of hazard. - Response time specifically focused on delivery of fire flow by risk category and area within the community. ~ -. . . Document training programs in terms of the following: !' , - Training standards. - Approach to performance evaluation for both. - - Ability to meet current mandated responsibilities, topics and subjects . Document fire prevention programs and workload including: - Basic inspection activities currently accomplished by line staff. - Status and content of current City codes and ordinances including provisions for built-in protection. . Document all major capital equipment available to support fire _., and emergency medical operations and services, including: - Apparatus (e.g., type, age, replacement targets). - Radio equipment. - On-apparatus equipment available to support Department operations including: , Lighting equipment. .. .. Ventilating equipment. - .. Other special equipment. '. f :- - Firefighter personnel equipment -- breathing apparatus, turnouts, etc. Equipment and support items would be inventoried and evaluated in the context of appropriate standards. Finally, we would thoroughly document existing City approaches to replacing fire apparatus to include financing approaches, timing, and other relevant information. Proposal to Evaluate Fire Safety Needs - Arroyo Grande Page 6 --------- - ---------~~ . I ~~_.- . r- I . I : ~. . Determine how the Emergency Medical Services System currently functions, including level of training of Department Staff staff, and role of the contract ambulance in providing paramedic level response and transport services. . "This would . . include documenting demand and response times associated with ALS situations and any issues associated with the current service system. - Document working relationships with other fire service agencies . in the regional service area including structure and content of all automatic and mutual aid agreements. . Docunient Department revenue generation including any fee and permit-related revenue, and identify source, and document revenue generation philosophy at the Department level. . Document current demand for fire services on a City-wide basis, develop broad indicators of call and unit response volume by major call type, area, type of alarm and risk category over the last three years. . - . Document current service levels through analysis of dispatch records, incident reports, and other appropriate documents, develop a detailed profile of calls handled by the Department to include: - Response time for all Code 3 calls. - Identify total response time data for each type of call, response area, company and shift. - Type of call. - Amount of clock and staff time required to handle each -- call covered in the sample, including roles and responsibilities of in-house staff and the private ambulance provider. , . - Utilization of units including frequency of out of City first- in responses required because of concurrent calls, including impact on response time. - Out of jurisdiction responses including time required and impact on response capabilities. Proposal to Evaluate Fire Safety Needs - Arroyo Grande Page 7 ! . ~2_w._ .-, ~- Once these initial data collection activities have been completed, the project team will prepare a detailed written profile which presents our understanding of the Department's current approaches to operations as defined by each of the areas listed above. This profile will be prQyided to you and Department staff for comment and to ensure the accuracy of our . - understanding of Department operations. Once completed and reviewed, the profile information will provide the basis for analysis conducted and completed in subsequent study tasks. . - Task 3 - Develop Key Plannine Assumptions and O~jectives to Support the Structurine and Evaluatinr Alternatives. To develop a plan for alternatives to the current fire service delivery system, it will be necessary to define a set of objectives and assumptions which address similarities and differences between and among agencies. We will draw on the results of the analysis completed to this point and propose key phmning assumptions in such areas as the following: . Minimum company staffing for all response units. - . . Concurrent with the above, target first and subsequent alarm response capability for all structure fires. . Utilization of paid staff in achieving the performance targets noted above. . Impact on potential costs and/or savings in other Department administrative support functions which could be effected by how fire services are organized and delivered. . Impact on development review processes and controls. . Employee considerations such as potential to transition to the selected alternative; any salary or benefit penalties. associated - with such a transition; impact on career development opportunities; immediate likely impact on rank and/or compensation; and other relevant employee related factors. These planning assumptions will be prepared and proposed to and reviewed at the first ~ajor process meeting at which comparative profiles would be presented and analyzed. Task 4 -- Evaluate the Response Unit Network and Identify Appropriate Modifications. Proposal to Evaluate Fire Safety Needs - Arroyo Grande Page 8 - I ~~_Do_ ~- ,: , . ~. Once the analysis of existing services and future service environment is completed, the project team will have the data base to evaluate the current and future service delivery operations. This task will involve the following: . . . Evaluate existing response and service level policies in light of , . actual service demand faced by the Arroyo Grande Fire Department. Identify opportunities to modify service pDlicies . (response time for selected types of calls and selected areas; response to non-emergency calls, etc.) and evaluate the impact of -- modification on both current and projected costs and City demands. Evaluate trade-oft's between modification of current . service levels or projected future service level targets and operating costs. . Based on an understanding of demand and field resource unit deployment, evaluate existing company staffing policies, unit deployment and response approaches, and identify opportunities to reduce costs or improve staft' utilization or service through adjustments in those policies both now and in the future. The products of this task will include the following: , _. - . Basic fire suppression configuration necessary to meet response --,- time objectives and handle structural fire risk in the community. Fire suppression requirements will be evaluated in the following terms: - Minimum on-duty staffing required to meet established goals and objectives. - Specific apparatus configuration required to support on- duty staffing. - Response times to fires and emergency medical calls. , - - Level of medical care provided by the Department. - Identifying trigger points for expanding paid staff (based on incident frequency and response area modification). - Changes, if any, in the role an~ utilization of volunteers linked to the trigger points identified above. - Incremental apparatus and other major equipment requirements necessary to support the above. Proposal to Evaluate Fire Safety Needs - Arroyo Grande Page 9 .- I I r ~~_.- . . ..-- i . Detailed evaluation of alternative approaches in order to meet emergency medical service targets as growth occurs, including a ,-- potentially increased role for the Fire Department in delivering emergency medical services; staffing and training implications , - of each alternative; and alternative roles for the private r : paramedic provider in light of the above. . . - . Projected administrative and support staffing requirements - associated with each alternative Fire Department configuration. . Involvement of line staff in fire prevention inspections and public education. .--. . Involvement in hazardous materials management. . Recommended adjustments for adding stations, companies, and apparatus considering the Department's workload and growth projections. . Projected facilities' apparatus and other related capital costs related to station network expansion or relocation adjustments . - over the phmn1ng period. . .- \ Task 5 - Evaluate Department Prop-ams Which Focus on Risk Control and Support of Operations. The purpose of this task is to evaluate and analyze those key programs which complement and enhance the fire suppression and emergency medical services programs analyzed in the first seven tasks of the project. . Evaluate fire prevention policies and prop-ams. The purposes of this portion of the task are to thoroughly evaluate existing fire prevention policies, plans and operations, and to identify improvement opportunities. Basic steps required to -- complete this task include the following: - Evaluate the current policies, codes and ordinances related to fire prevention in Arroyo Grande and assess their impact on both current and future Fire Department operations. Complete a review of current codes and ordinances related to building and development as well as recent development decisions, and assess their impact space on current and longer-range Department operations. This would include, but not be limited to, existing philosophies and practices related to requiring sprinklering systems in various types of buildings; Proposal to Evaluate Fire Safety Needs - Arroyo Grande Page 10 .- ---...--.-.-..---. r ," I ~-!IJ_w._ i " .- ! . .--, requiring other types of built-in protection; levying development fees to mitigate fu-e protection costs related ..-- . to major developments; and others. _.. - - The second major component of this task will involve I' evaluation of the operations, capabilities and productivity of staff related to prevention activities. Focuses of this . . analysis would include the following: ,..... Conduct an in-depth review of Prevention activities .. to include staffing and utilization, scheduling and inspection frequency performance monitoring, and " public information programs. .. Evaluate key links between central fire prevention and other development activities such as phmning, building, and the like. Identify areas where links and coordination could be improved to upgrade overall fire prevention impact on a City-wide basi~. .. Evaluate field operations services in the fire - - prevention area. This would involve drawing on the results of our previous analysis, of field service . . workload and analysis of Fire Prevention programs . "" and services to answer such questions as the following: (1) Are field company inspection activities properly managed? (2) What additional programs are needed to fill program gaps identified earlier in the study? (3) What type of staff are required to fill program gaps? .. Identify revenue enhancement options which have potential related to fire prevention programs and services. Include cost-recovery performance associated with existing fees and the potential to - establish additional fees to support recommended programs and program "enhancements. . ; . Evaluate emeriency plannin, and manaiement pro~ams. - Analyze scope and content of emergency preparedness program and identify program gaps and deficiencies. - Evaluate the above in the context of projected community growth and identify additional, future planning requirements. Proposal to Evaluate Fire Safety Needs - Arroyo Grande Page 11 . t l ~~_.- p-- , , . ~- - Analyze state of coordination with other City and State agencies in the context of emergency preparedness plsmni11g. -- - Identify additional program needs and evaluate staff . . skills and time availability necessary to. address those needs. - Evaluate trainine and staff development systems and . practices. The project team will assess the positive features and improvement opportunities which may exist in recruitment, training and other related personnel management programs within the Arroyo Grande Fire Department. In conducting these evaluations, we will document the processes used to advertise, screen and test candidates for positions at various levels; document how training needs are assessed and in-service training provided at the field unit level; and compare current recruitment, training and career development efforts with the best practices found in other progressive fire protection organizations. Issues to be addressed in these analyses will include the following: . .- Trainine - Are training facilities consistent with Department needs? - Are training services provided consistent with the needs of field operating units? - Do opportunities exist to control or reduce training costs? - What approaches or programs have potential in these areas? ---- - Do existing training programs focus on employee dev~lopment as well as development and maintenance of basic fire protection tactical skills? - Are there opportunities to enhance skills training program effectiveness through increased joint action with neighboring jurisdictions? Personnel Systems - Are recruitment and staff development strategies and activities based on a review of need for the Arroyo Grande Proposal to Evaluate Fire Safety Needs - Arroyo Grande Page 12 I ~. . , . "."., eo.w!!~ s- J1Je"" .- Fire Department including personnel needs tD accommodate tumDver and operations expansion? How proactive are current programs to attract highly qualified candidates? - . - How are firefighter and other employee health and safety , . issues addressed? How is experience factored into' changes to these programs? . . . Evaluate apparatus replacement schedules and financinll provisions. Draw on the results of previous tasks and evaluate current replacement cycles in the context of ~...- industry standards; increasingly stringent safety requirements; and documented op~rating and maintenance costs. Identify issues and recommend adjustments. Include impact on calculation of annual rental rates for apparatus replacement by unit type. . Develop and Evaluate Options for Fire Department Involvement in the Emereency Medical Services System. . - Conduct a comprehensive analysis of steps that can be taken to . . enhance the cost-effectiveness of the current emergency medical services system in the City. Basic steps involved in this analysis will be as follows: - Review the results of previous data collection activities and identify problems related to the existing system including the current approach employed to screen incoming requests for emergency medical services including protocols employed to make dispatch decisions. -- Service cost to consumers given fees and fee schedules found in other areas of San Luis Obispo County. -- -- If appropriate, longer range potential to extend Department services to include a broad range of emerging , . services demanded by capitated agreements and managed care payers. Fully analyze the capital, initial training, and continuing operating costs associated with each option. Proposal to Evaluate Fire Safety Needs - Arroyo Grande Page 13 ~ t i ~~-~- ....., Task 6 -- Combine the Results of All Previous Tasks into a Comprehensive Final Report and Implementation Pro~am. - - The results of each of the preceding work tasks would be combined into . ' a comprehensive final report and bnplementation plan. This bnplementation plan will consist of the following elements: . A detailed set of recommendations for adjusting short-term - operations; specific work steps required to implement each ._- recommendation; recommended timing for implementation; recommended responsibility for implementation; staff time to ~-- accomplish each; and any cost or savings impact associated with short-term adjustments. . Specific proposals for revenue enhancements to offset specific program costs and operating requirements. . A staffing plan consistent with adopted fire protection goals and . objectives. The staffing plan would include consideration of both minimum staffing recommendations and overall staffing levels .-. required to maintain those minimum msmning levels. .. . Specific, recommended adjustments to existing codes and ordinances _ related to mandating built-in protection for new construction and, where appropriate, retrofitting for specific types of occupancies, including a full evaluation of the impact of residential sprinklering on future operations and service effectiveness. The results of each of the analytical steps described above will be documented in a final report which will be reviewed in draft with Department staff. Once in final form, we will present the final report to the City Council, or as deemed appropriate. , -, - The work schedule which follows this page shows the projected time frame for completing the project as described in this section, which is twelve - , weeks. , , Proposal to Evaluate Fire Safety Needs - Arroyo Grande Page 14 - .Id t~ ~ ,:d t~ ~ .Id ts:a ~ ,:d t=' ~ .Id ~tI)\ ~ .Id ~t-I ~ .$ ,:d ~~ ~~ ,,~ ~ 'i ~ ,:d .. '18 ,... ~z ~ ~ .. o~,. - li ;.. ~~ 1~ ,:d tl:'1l ~ 1" , III - . ~ .3 '8 ~ " 11 u ..... ;..' twD ~ = _ a ~=~ ~ .- ~ ~ ~~~ 1! ~.~ H '8 ~O'" · ~ _ o~ ~o · ete I i. "'& 11 ',%"8'" Ii'" ~ ~.. \ '8 l ~! B \\'1 0: Ii.;! · g 0 ~ I l ~t ~:h ~g ,!\ h\ 1\ ~\t ~~~ ~%i~ ~%\ ~~~ ~~~~ .'.;! ,.~ -... -." . .-- .- ; ,el 1t1& ttli 1-.1 i-'I'" i~~ ~ ~~~ ~~~O ~~~ ~~z ~~~~ ~~~ ~ - ! i ~~"d'_ .- ., r . 3. OVERVIEW OF DMG - MAXIMUS AND RELEVANT . - PROJECT EXPERIENCE. . . DMG - Maximus (formerly David M. Griffith & Associates) is the . largest firm in the United States which specializes in providing management consulting services to government. Since its inception in 1974, it has grown to a network of over thirty-five offices nationwide and a professional staff of over 400. The recent merger between David M. Griffith & Associates and Maximus, Inc. in May, 1998, has resulted in an overall corporate network of more than 100 offices and a consulting staff in excess of 2,900. Initially, the firm was established to assist state, county, and city government clients analyze the cost of public services to enhance revenues, support development of cost-recovery fees, and support overhead cost allocation for reimbursement by grant funding agencies at the federal and state government levels. As the firm grew, capacities and services have been expanded to include executive recruitment and management and operations analysis. Over the last five years, growth in terms of corporate revenues have risen ~ - from about $22 million to over $30 million today. We maintain West Coast offices in Burlingame in the Bay Area, Sacramento, and Irvine. This project . - would be managed and facilitated from our Irvine office. r . DMG - Maximus is the leading provider of management and operations studies for local government agencies across the United States: The table, which follows on the next page, shows recent illustrative management and operations analysis projects completed by the firm. Client Name Nature of Our Work - City of Albany, NY City-wide Man$gement Audit . . City of Anaheim Inspection Services Study -- Performance Audit of Utilities Customer Services City of Beverly Hills Parks and Recreation Master Plan , . City of Burlingame Fire Department Consolidation Study Butte County Management Audit of Human Resources ! . City of Chicago Management Audit of the Water Department Service and Cost Benchmarking Study City of Concord Management audit of Community Center -- Contra Costa County County-Wide Library Study City of Corona Parks and Recreation Management Audit Town of Danville Police and Fire Department Feasibility Studies District of Columbia Public Works Management Audit City and County of Denver Productivity Analysis of Public Works Management Audit of Facility Maintenance Proposal to Evaluate Fire Safety Needs - Arroyo Grande Page 16 ----- -.,.-..----- - I , ! ~~_.- ~ ! ~ Client Name Nature of Our Work City of Dublin Library Financial Feasibility Study - . City of EI Cajon Fire Consolidation Feasibility Study - Hillsborough County (Tampa, FL) Management and Performance f , Audit of Development Review Performance Audit of Animal Services City of Huntington Beach Management Audit of AtJminiRtrative Services Management Audit of Police Department Public Works Privatization Study City of Laguna Hills Library Feasibility Study ~.. . City of Long Beach Management Audits of Towing and Fleet Services Public Safety Communications Organization and Staffing Study City of Los Angeles City-wide Service and Cost Benchmarking Study Management Review of Personnel System Los Angeles County Management Audit of Hazardous Materials Program County of Marin Animal Control Management Audit Marin Municipal Water District. Districtwide Management Audit City of Menlo Park Recreation Department Program Evaluation and Management Audit . - City of Milwaukee, WI Management Audit of Public Works --. City of Moreno Valley Library Feasibility Study City of Mountain View Management Audit of Police Department ManagementAudit of Community Services City of Orange City-Wide Management Audit County of Orange County-Wide Library Study Management Audit of Animal Control City of Pleasanton Library Feasibility Study Public Works Organization Study City of Pacifica Citywide Management Audit City of Pasadena Management Audits of Police and Fire Departments City of Reno Police Department Management Audit County of Riverside Management Audit of Highway Oper_tions . County of Sacramento Countywide Strategic Planning and Cost Reduction Study City of Salt Lake City Management Audits of Seven Departments - City of Santa Rosa Fire and Emergency Medical Service Master Plan City of San Antonio Management Audit of Planning and Building City of San Buenaventura Library Feasibility Study .. City of San Clemente Citywide Management Audit City of San Jose Police Department Strategic Plan . - Fire Department Master Plan City of San Mateo Public Works Organization Study County of San Mateo Library Governance and Financing Study City of Santa Monica Park Maintenance Management Audit City of Spokane, W A City-Wide Performance Review Proposal to Evaluate Fire Safety Needs - Arroyo Grande Page 17 I i I ~~_.- I -- , Over recent years, the firm and proposed members of the project team have conducted a number of studies relevant to this project. We have completed fire service related work for the agencies listed in the table below: ~..- . Client Project Client Pl"Oject . ' San Jose, CA Master Plan Santa Rosa, Master Plan CA Los Angeles, CA Staffing Analysis San Mateo EMS Evaluation . . County Burlingame and Consolidation La Mesa and Consolidation Hillsborough, CA Feasibility Study Lemon Grove, Feasibility Study CA Pasadena, CA Management Audit Los Angeles Management Audit of' County Fire Health and HazMat Division Redwood City and Consolidation San Clemente Audit and Merger with Menlo Park FPD Feasibility Study OCFA The next section presents our proposed team and outlines qualifications and relevant experience. 4. PROJECT TEAM QUALIFICATIONS AND EXPERIENCE . - ~. .- Our philosophy in conducting management analyses minimizes non- productive overhead, and maximizes work experience of our project team members. Key elements of our approach to the business of management consulting to local governments include the following: . There is no non-working project manager assigned to our consulting assignments. . A senior member of the firm manages mld serves as a lead analyst on each of our projects. . Members of our project team are seasoned local government , management analysts and have multiple project analytical - experience in every facet of local government operations. Most of our personnel have served both as consultants and as governmental anministrators. . A personal commitment by our project team members to assist our clients in determining the optimum solutions to their problems. We would employ this philosophy and approach if we are selected to work on the Fire and Emergency Medical Services Analysis for the Arroyo Grande Fire Department. Given the size and scope of the project and the Proposal to Evaluate Fire Safety Needs - Arroyo Grande Page 18 _. - r ! -- ~~_.- desired timelines as indicated, Matt Dhillon would serve as the sole analyst on this project. Mr. Dhillon is a manager with DMG and has more than nine years' experience consulting to local government. Mr. Dhillon has worked with more . : than sixty local government clients in the Western United States, of which more than thirty-five included reviewing Police and Fire Operations. Prior to joining DMG Maximus, he was a senior analyst with MSI. He would serve as Project Director. Over the last five years, he has worked extensively in the fire and emergency medical services area. Project experience includes evaluating suppression unit deployment and communications center operations of the Los Angeles Fire Department for the Mayor's Office; participating in the development of a fire service master plan for the City of Santa Rosa; and serving as lead analyst on our fire service master planning project for the City of San Jose. He worked on a comprehensive management audit of the Pasadena Fire Department. He also played a lead role in our management audit of the Hazardous Materials and Hazardous Waste Division of the Los Angeles County Fire Department. Finally, Mr. Dhillon recently participated . . in a feasibility analysis to consolidate fire service operations among four cities in North Orange County and eight cities and districts in East San .. - Diego County. . .. Mr. Dhillon is located in Southern California and works out of the Irvine office. Listed below are representative projects and references in the fire service area for analyses including components comparable to issues to be addressed as part of the Fire Services Analysis for Arroyo Grande. In reviewing the list of assignments and clients below, it is important to note that Messrs. Dhillon and Hunt played lead roles in each of these projects As a result, these projects represent not only general corporate experience, but the specific experience of Messrs. Carlson and Dhillon. . City-wide Mana,ement Audit for the City of Oranfe. - In 1999, DMG completed a city-wide management audit of all . . City operations, incl uding Police, Fire, Community . . Development, Community Services, Public Works/Engineering, Administration and Water. Analysis of the Fire Department focused on the Fire Prevention Bureau, management .- organization structure and training. Reference: Dave Rudat City Manager City of Orange (714) 744 - 2202 . - Proposal to Evaluate Fire Safety Needs - Arroyo Grande Page 19 _. i ; ~~_n._ i I , - . Analysis of Consolidation Alternatives Availa~le to the - - Heartland Fire A,encies -. . Conducted feasibility analysis to determine consolidation . . options available among eight cities and districts in East San Diego County, including Alpine Fire Protection District, East County Fire District, Lakeside Fire Protection District, San Miguel Consolidated Fire Protection District, and the cities of EI Cajon, La Mesa, Lemon Grove and Santee. Reference: Mr. Kevin Eggleston . . . Fire Chief San Miguel Consolidated Fire Protection District (619) 670 - 0500 ext. 141 . Analysis of Fire Service Delivery Alternatives Available to the Cities of Garden Grove. Buena Park, Stanton and W estminster Determined the financial feasibility of establishing a West - - County Fire Department to serve the City. of Garden Grove and _. other West County cities currently served by the Orange County Fire Authority. The purpose was to determine if a West Orange . ..... County Fire Department approach provided a valid cost and service level alternative to the current system for the cities. Reference: Catherine Standiford Assistant City Manager City of Garden Grove (714) 741- 5100 . Master Plan for Santa Rosa Fire Department Developed comprehensive fire master plan including evaluation - of service level standards related to response times; company staffing; fire flow capabilities; and built-in protection. Also included development of multi-year facilities plan; capital equipment requirements; and detailed program recommend- ations involving prevention programming and hazardous materials control. Reference: Mr. Tony Pini Fire Chief (707) 543 - 3531 Proposal to Evaluate Fire Safety Needs - Arroyo Grande Page 20 _. ---"-~~"_.~--"_."._'._'~ .- - '-' -_. ~~_n._ 5. PROJECT COST. The table below provides our estimate of project cost including professional time and project expense. Hours Cost Task $ 135/hr 1 - Identify Key Issues Impacting the Delivery of -- Fire Services within the Department's Today 8 $ 1,080 and in the Future. 2 - Develop a Detailed Understanding of Current Fire. and Emergency Medical Services 20 2,700 o erations and Level of Services. 3 - Develop Key Planning Assumptions and Objectives to Support the Structuring and 12 1,620 Evaluatin Alternatives. 4 - Evaluate the Response Unit Network and Iden' A ro riate Modifications. 36 4860 5 - Evaluate Department Programs Which Focus on Risk Control and Su ort of erations. 20 2700 6 - Combine the Results of All Previous Tasks - . into a Comprehensive Final Report and 16 2,160 1m lementation Pro am. - Subtotal Professional Time and Cost ense E ense Total 1880 - $17 000 PROJECT TOTAL - We are prepared to conduct the project as described in this proposal for a fixed price of $ 17,000 for professional time and all reimbursable expenses. It is our practice to invoice monthly based on work completed during the period and would bill only for those expenses actually incurred. 5. OTHER ISSUES. This proposal, including all terms, fees, and costs will remain in effect for 180 days from the date of submittal. We also believe that no conflicts of interest exist in providing services if the City engaged DMG - Maximus. Proposal to Evaluate Fire Safety Needs - Arroyo Grande Page 21 -~ --~----- 9.d. MEMORANDUM TO: CITY COUNCIL ~ FROM: RICK TerBORCH, CHIEF OF POLlC SUBJECT: AUTHORIZATION TO PURCHASE REPLACEMENT POLICE PATROL VEHICLES DATE: JULY 25, 2000 RECOMMENDATION: It is recommended that the City Council authorize staff to purchase two (2) 2001 Ford Crown Victoria marked police vehicles from Downey Ford for $46,727. FISCAL IMPACT: The FY 2000-01 Budget includes $51,700 for the replacement of two (2) patrol vehicles. The proposed purchase is approximately $4,973 under the budget allocation. DISCUSSION: On June 19, 2000, the City Council approved the FY 2000-01 City Budget. Included in the budget was replacement of two (2) police patrol vehicles. Both vehicles to be replaced currently exceed 90,000 miles. By the time the new vehi,cles are delivered and made ready for patrol use, the two (2) current vehicles will exceed 97,000 miles. Staff received bids from three (3) dealers who regularly supply police vehicles. All three submitted bids for two (2) 2001 Ford Crown Victoria police units. The bids were as follows: Company Cost Downey Ford, Downey, CA $46,726.64 Mullahey Ford, Arroyo Grande, CA $48,955.34 Downtown Ford, Sacramento, CA $52,128.65 All bids include tax and delivery. Downey Ford was the low bidder and recommended vendor. The City has utilized Downey Ford on numerous occasions for purchase of police vehicles. Additionally, Downey Ford is a drop-off point for Hi-Standard in Orange, CA, who does the equipment conversions from the old vehicles to the new patrol units. ---_._._~ CITY COUNCIL AUTHORIZATION TO PURCHASE REPLACEMENT POLICE PATROL VEHICLES JULY 25, 2000 PAGE 2 Alternatives The following alternatives are provided for the Council's consideration: - Approve staff's recommendation; - Reject bids and direct staff to solicit additional bids; - Reject bids and provide further direction to staff; or - Do not approve staff's recommendation. --..--- -- ~ 1.0 1.0 -0 ef) \D ~ .-I 0' .' . . ~ (I) 0 0 ("") ef) \-I 0 ("") ef) ';j 0 <3' ~ ~ (I) t>-o 0"'> ...-1 . . ...-1 \D 0 ~ <3' 1.0 .-I ~ \ ' ~ \-I - - ..-I ~ P-i 0 0 ("") ~ 0.. ~ <3' ':;>-\ ("")\D l./'r 1.0 % 0 \-I ,\J - - l./'r ,\J <3' <3'ef) ro ...-1 ., t/} ~ - ~ ~<3' ~ \D $ ~ 0 .-I P l./'rl./'r ro (:) 0"'> C"I <3' <3' ("") -0 ("") .' ("") . ~ \-I .- ,\J (I) 00 . 1.0 \D ~ 0 0"'> 1.0 (I) 0 ("") 0' ...-1 00 0 0"'> ...-1 t>-o ...-1 ~ . . 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(I) ,\J 0 (I) (I) ro -0 (I) ,\J ~ 0 ,\J po.. ~ ..-I 0 ro ~ ,\J ro (I) (I) 6 6 C"I p.. \-I (I) P ';>' C"I ...-1 P-i (I) .. 0 \I) ~ ro . ~ \..\ ~ ...-1 (I) % 0 .~ -0 \-I ,\J ., C"I ~...-I 0\-10 ...-1 ~ \..\ 0,\J ...-1 0,\J ,~ 0 ,\J 4-.\ ...-1 ro ,\J t>-o 0 P ...-1 B ,\J,\J . ..-I ,\J (I) ro 0 .':\ .-I ',;>, (I) ro 0 ~ ~6 \-I 0 0 ~ 0 . o 0 ~ ...-1 0 \I) C"I 6(1) " \I) ~~ ..-I 6 ...-1 (I) 0 0 p ':;>-\ ~ P \..\ P-i \..\ ~o U (I) (I)~ ..-I (:0 ? t% ~ . ,..-I ro 0 ..-I ...-1 ..-I ~ ,\J \I) (I) \-1(1) (I) 0 ro . 0 s:C"I ,\J .-I ,C"I (,) t>-o \ ,1-'1 , , , -- \ ~ , -- -., ---------.. 9.e. MEMORANDUM TO: CITY COUNCIL RICK TerBORCH. CHIEF OF POLlC~ FROM: SUBJECT: AUTHORIZATION TO PURCHASE REPLACEMENT IN-CAR VIDEO SYSTEMS DATE: JULY 25, 2000 RECOMMENDATION: It is recommended that the City Council authorize staff to purchase two (2) Kustom Signals Eyewitness Industrial Grade patrol in-car video systems for $11,383. FISCAL IMPACT: The FY 2000-01 City Budget includes $11,300 for the purchase of two (2) replacement in-car video systems. The proposed purchase is approximately $83 over the budget allocation. The difference will be offset by the $4,973 savings in purchasing the replacement police patrol vehicles. DISCUSSION: On June 19, 2000, the City Council approved the FY 2000-01 City Budget. Included in the budget was the replacement of two (2) Eagle Eye in-car video systems for patrol vehicles. These systems were originally purchased in 1995 and are approaching five (5) years of intensive usage. Given the extent of the usage, the systems are undergoing frequent repairs and are beginning to become unreliable. The in-car video systems have proved their value by documenting incidents for use in prosecution in court, training, and protection from civil liability. There is actually a need to replace the four (4) Eagle Eye units. However, due to budget constraints, staff requested that two (2) units be replaced in FY 2000-01. Staff will request the additional two (2) units be included in the FY 2001-02 City Budget. Staff received bids from three (3) vendors for the two (2) in-car video systems. The bids were as follows: Kustom Signals, Inc., Lenexa, Kansas $11,382.73 Public Safety Equipment Co., Minneapolis, Minnesota $12,274.73 Communications Center, Glendora, California $12,274.73 -----..-----..------..- ~-- -_._~ ----.-- CITY COUNCIL AUTHORIZATION TO PURCHASE REPLACEMENT IN-CAR VIDEO SYSTEMS JULY 25, 2000 PAGE 2 All bids include tax and delivery. Kustom Signals was the low bidder. Additionally, the Police Department currently uses the Kustom Signals in-car video unit and is satisfied with its performance. Therefore, staff recommends the purchase of the Kustom Signals units. It is intended that the replacement video units will be installed in two (2) new replacement patrol units. 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MEMORANDUM TO: CITY COUNCIL FROM: DON SPAGNOLO, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER~ SUBJECT: ADDITIONAL CONSTRUCTION ALTERNATIVES FOR FAIR OAKS AVEN ALLEY ROAD AND TALLYHO OVERLAY PROJECT DATE: JULY 25, 2000 RECOMMENDATION: It is recommended the City Council: A. review the additional construction alternatives and provide staff with a priority list; and, B. transfer $19,000 from project 350-5636 (Traffic signal at Fair Oaks and Valley Road); to 350-5630 and, C. transfer $7,500 from the Traffic Signalization Fund to 350-5630. FUNDING: The FY 2000/2001 Capital Improvement Program Budget includes $674,700 for construction of the Fair Oaks AvenueNalley Road and Tally Ho Overlay project. A contract for this project was awarded to R. Burke Corporation based on a bid amount of $599,559. Therefore $75,141 is available in the budget for additional construction. Funds for the contingencies and/or unforeseen work in the amount of $65,000 is not intended to be used for the proposed additional construction alternatives. If contingency funds are available at the conclusion of the project, they may be applied to the proposed additive construction alternatives. DISCUSSION: STIP funds provided $674,700 for construction work on this project. The City received favorable bids for the overlay of Fair Oaks AvenueNalley Road and Tally Ho Road. Staff has identified four (4) additional construction items that could be added to this project. These additional construction items, which are summarized below, are not presented in any specific order but are presented as a group for Council consideration. Options Benefit Estimated Cost Mason St paving from Completes the remaining portion $22,000 Le Point St. to East on Mason St to provide a Branch complete overlay from East Branch St to Route 227 on Tally Ho Road. Storm Drain on Valley Corrects a drainage problem on $70,000 Road Valley Road at the High School identified in the Drainage Master Plan as Hiah Priority Proiect #2. Chain Link Fence on Facilitates the maintenance of $10,000 Tally Ho Road the drainage ditch along the steep hillside on Tally Ho Road by preventing hillside debris from sliding into the drainage culvert. Overlay on south Improves the existing roadway $75,000 Valley Road by providing a smooth driving surface. Total $177.000 Insufficient funds are available to complete all of the above items. Therefore, staff is requesting a prioritization of these items to be addressed within available funds. Also the bid received from R. Burke Corporation included installation of traffic signal conduits at the intersection of Fair Oaks Avenue and Valley Road, as well as the installation of conduits for future use at the intersection with Traffic Way. This work was not intended to be paid from STIP funds, therefore, a transfer of $7,500 from the Traffic Signalization Fund and $19,000 from the Fair Oaks Ave and Valley Road Traffic Signal project, Project No. 350-5636 is recommended to reimburse the overlay project. Alternatives The following alternatives are provided for the Council's consideration: . Approve staff's recommendations; . Do not approve staff's recommendations; . Modify staff's recommendations as appropriate and approve; . Provide direction to staff. 10.b. MEMORANDUM TO: CITY COUNCIL FROM: LYNDA K. SNODGRASS, DIRECTOR OF FINANCIAL SERVICES ~ SUBJECT: MODIFICATION TO CALIFORNIA PUBLIC EMPLOYEES' RETIREMENT SYSTEM (CaIPERS) CONTRACT DATE: JULY 25,2000 RECOMMENDATION: It is recommended the City Council: . Introduce for first reading the attached Ordinance amending the contract with the California Public Employees' Retirement System, . Approve and authorize the Mayor to sign on behalf of the City the attached Resolution of Intention to amend the contract with the California Public Employees' Retirement System. FUNDING: There is no current fiscal impact expected from the proposed modifications. DISCUSSION: The City contracts with the California Public Employees' Retirement System (CaIPERS) to provide retirement benefits to employees. The retiree benefits are based on the number of years of service, the employee earnings, and the benefit provisions of the contract. To meet the varying needs of the contracting agencies, CalPERS offers a wide variety of benefit provisions. To provide the future benefits, each agency contributes a percentage of its employee's salaries. The percentage contribution is based on benefits provided, future cost to provide the benefits, and the amount of assets accumulated to pay those benefits. CalPERS then invests each agency's contributions to accumulate sufficient amounts to pay its employees the contracted benefits. Annually, CalPERS evaluates the agency's accumulated assets and the actuarial projections of the cost to provide future retiree benefits. An agency that has not accumulated sufficient assets will make higher contributions than an agency with sufficient assets. However, over the years, CalPERS has been conservative in estimating future investment earnings. This has resulted in excess earnings-and excess assets. In order to reduce the excess earnings and provide enhanced benefits, the CalPERS board, passed resolution ACT -9-02 at its November 1999 meeting. This resolution - MODIFICATION TO PERS CONTRACT July 25, 2000 Page 2 increases the actuarial value of an agency's assets from 90% to 95% of the market value, if increased benefits are offered by the agency during the Fiscal Years of 1999-2000 and 2000-01. If an agency did not increase benefits, the agency's assets would remain at the 90% level. This revaluation was done to allow agencies to increase retiree benefits with a minimum of current costs. The City of Arroyo Grande requested a number of valuations from CalPERS to determine the best use of this one time revaluation. With the City Council's direction, negotiations with the Arroyo Grande Police Officers Association (AGPOA) and the Service Employees International Union (SEIU) took place. Ultimately, the following three modifications were agreed upon. 1. Miscellaneous employees to change from 2% at age 60 to 2% at age 55. 2. Retirement for miscellaneous employees to be based on one-year final compensation rather than a three year average. 3. Police employees' retirement to be based on one-year final compensation. The cost to implement the two modifications to the miscellaneous contract is approximately $709,400. However, the City's accumulated assets will be increased by approximately $522,300, leavillg a cost of approximately $187,100. Because the invested assets accumulated for miscellaneous employees have increased significantly in value, there are excess assets available to pay this cost. The accumulated assets exceed the cost of future benefits, thereby retaining the current contribution rate. The City's percentage contribution for miscellaneous employees will remain at 0%. The cost to implement the One-Year Final Compensation option to the police contract is approximately $161,500. However, because the implementation of the contract modification triggers a $353,200 increase revaluation of assets, there is actually a .025% decrease in the employer's portion of the CalPERS contribution. Though there is no current cost for the contract modifications, it must be noted that should the stock market incur a drastic reduction in value, and the City's assets with CalPERS are significantly reduced, there would be a cost. The employer portion of the CalPERS contribution would be increased by 2.141 % for miscellaneous employees, and 1.025% for police employees. This would increase the City's yearly CalPERS costs by approximately $13,400 for police and $58,000 for miscellaneous employees. A major reduction in the stock market is not anticipated nor expected. The first step in the process is to introduce for first reading an ordinance to modify the contract and adoption of a resolution of intention to amend the current contract. The attached resolution is supplied by PERS, and must be adopted as prepared by the PERS agency. The Ordinance in the City's format has been developed to meet the City's requirements from a sample format supplied by CaIPERS. ---~- MODIFICATION TO PERS CONTRACT July 25. 2000 Page 3 It is important for the City to provide its employees with benefits that are competitive with other agencies and with the private sector. This is important especially in today's labor market when the private sector is offering higher salaries, stock options, and other benefits. Modifying the contract provisions enables the City to provide higher benefits without incurring additional costs at this time. Alternatives: The following alternatives are provided for City Council consideration: - Approve staff recommendations; - Deny staff recommendations; - Modify staff recommendations and approve; - Provide direction to staff. Exhibits: - Amendment to Contract ---,..-~ RESOLUTION OF INTENTION TO APPROVE AN AMENDMENT TO CONTRACT BETWEEN THE BOARD OF ADMINISTRATION CALIFORNIA PUBLIC EMPLOYEES' RETIREMENT SYSTEM AND THE CITY COUNCIL CITY OF ARROYO GRANDE WHEREAS, the Public Employees' Retirement Law permits the participation of public agencies and their employees in the Public Employees' Retirement System by the execution of a contract, and sets forth the procedure by which said public agencies may elect to subject themselves and their employees to amendments to said Law; and WHEREAS, one of the steps in the procedures to amend this contract is the adoption by the governing body of the public agency of a resolution giving notice of its intention to approve an amendment to said contract, which resolution shall contain a summary of the change proposed in said contract; and WHEREAS, the following is a statement of the proposed change: To provide Section 21354 (2% @ 55 Full and Modified formula) and Section 20042 (One-Year Final Compensation) for local miscellaneous members; and Section 20042 (One-Year Final Compensation) for local police members only. NOW, THEREFORE, BE IT RESOLVED that the governing body of the above agency does hereby give notice of intention to approve an amendment to the contract between said public agency and the Board of Administration of the Public Employees' Retirement System, a copy of said amendment being attached hereto, as an "Exhibit" and by this reference made a part hereof. By: Presiding Officer Title . Date adopted and approved (Amendment) CON-302 (Rev. 4/96) ORDINANCE NO. C.S. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE TO AMEND 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 its employees; and WHEREAS, the City of Arroyo Grande wishes to adopt the provisions of Section 21354 (2% @ 55 Full and Modified formula), and Section 20042 (One-Year Final Compensation) for local miscellaneous members; and Section 20042 (One-Year Final Compensation) for local police 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. This Ordinance shall take effect thirty (30) days after the date of its adoption. Section 4: 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. --~--~---._---".-_._._- ORDINANCE NO. C.S. PAGE 2 On motion of Council Member I 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 2000. _. .__.~-~_._-_. ORDINANCE NO. C.S. PAGE 3 MICHAEL A. LADY, MAYOR ATTEST: KELL Y WETMORE, DIRECTOR OF ADMINISTRATIVE SERVICES/ DEPUTY CITY CLERK APPROVED AS TO CONTENT: ~ RICK TerBORCH, INTERIM 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 and October 15, 1999 which provides for participation of Public Agency in said System, Board and Public Agency hereby agree as follows: A. Paragraphs 1 through 12 are hereby stricken from said contract as executed effective October 15, 1999, and hereby replaced by the following paragraphs numbered 1 through 12 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 and age 50 for local safety members. 2. Public Agency shall participate in the Public Employees' Retirement System from and after July 10, 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. -----~---~_. --------- . . PLEASE DO NOT Sl,~~ -EXHIBIT ON: 3. Employees of Public Agency in the following classes shall become members of said Retirement System except such in each such class as are excluded by law or this agreemet:1t: a. Local Fire Fighters (herein referred to as local safety 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 service as a local safety 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. Public Agency elected and elects to be subject to the following optional provisions: a. Section 21222.1 (Special 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) for local miscellaneous members and local police members only. 8. 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. , 9. 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. 10. 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 bylaw. 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, and costs of the periodic investigation and valuations required by law. 11. 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. 12. Contributions required. of Public 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 contributions 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 ~ the day of , ~,,> BOARD OF ADMINISTRATION ~ CITY COUNCIL ~ PUBLIC EMPLOYEES' RETI~ . SYSTEM CITY OF ARROYO GRA~ ~~ S~~~:. ~,,~~~ BY ~ BY ~~\W KENNETH W. ON, CHIEF PRt~~ bFFICER ACTUAR~. PLOYER SERVICES DIVISIO~~~ PUBLIC OYEES' RETIREMENT SYSTEM\) \ Witness Date Attest: Clerk AMENDMENT PERS-CON-702A (Rev. 8\96) 11.a MEMORANDUM TO: CITY COUNCIL FROM: DON SPAGNOLO, DIRECTOR OF PUBLIC WORKS/CITY ENGINEE~ SUBJECT: TRACT 2207, VISTA DEL MAR, WATER FOR GRADING DATE: JULY 25,2000 RECOMMENDATION: It is recommended the City Council consider a request from Coastal Earthmovers, Inc. to use potable water for grading operations for Tract 2207, and approve or deny the request. FUNDING: Based on the Contractor's estimate of water use, the revenue received from the use of the City's potable water is estimated to range between $50,000 to $70,000 and will depend upon how much water is used and the weather conditions during the time of grading operations. Total revenue received if the nonpotable water from the Soto Drainage Basin is used would range from approximately $30,000 to $45,000. DISCUSSION: Tract 2207, Vista Del Mar, is an approved development of 38 single family homes located southerly of Orchard Street. Grading for the project will entail moving approximately 121,000 cubic yards of soil. According to information furnished by the c;teveloper (see Attachment 1) it is estimated that the construction water needed for the project would be approximately 10,000 to 12,000 gallons per hour (80,000 to 96,000 gallons per day) for an initial period of two months. Following that, the water use is estimated at 4,000 to 5, 000 gallons per hour (32,000 to 40,000 gallons per day) for three to four months. To deliver this water would require that the water trucks make an average of 40 round trips per day. The trucks would travel to the City's nonpotable supply located at the Soto Drainage Basin. Grading is expected to last from five to six months. During this period, two factors that relate to the request are the paving of Fair Oaks Avenue and Valley Road and the planned shutdown of the Lopez waterline for repairs and modifications. The schedule for these events is shown below. Staff has reviewed the City's ability to deliver water during the Lopez shutdown and has determined that the City has the capacity to serve this additional potable water. The paving of Fair Oaks Avenue and Valley Road is scheduled for 1 to 2 days. Approving the Contractor's request would reduce the potential for construction traffic conflicts during this time. The grading contractor is requesting that the City allow the use of an off-site fire hydrant to supply potable water for grading in order to alleviate truck traffic, reduce wear and tear on City streets, and reduce potential traffic hazards attributed to truck traffic through the construction zone on Fair Oaks Avenue and Valley Road. The hydrant that would be used is located at the southerly end of Orchard Street and would be accessed from the project. site without using Orchard Street. The contractor would lay fire hose to a drop tank to allow the water trucks to obtain the water further away from the school and church properties. Previously, the Council took action on November 27, 1990 to restrict the use of water for construction projects to nonpotable water (minutes attached). This action was precipitated primarily due to the drought conditions in effect at the time. Exceptions to this policy were approved on October 17, 1997 for the Five Cities Center, and on March 28, 2000 for Tract 2265 (Village Glen) to allow the use of potable water for grading operations. The grading contractor for Tract 2207 is requesting Council authorization for an exception to the policy restricting the use of potable water for grading purposes. This exception request addresses the special circumstances of the Tract 2207 (Vista Del Mar) project and suggests that there will be benefits to the community by reducing truck traffic on local streets and reducing impacts related to truck traffic. Staff recommends that the Council review the applicant's request, and approve or deny the request. If the Council approves the request, it is recommended that it be limited to grading only and to the hydrant located at the end of Orchard Street. Alternatives The following alternatives are provided for the Council's consideration: . Approve the applicant's request to use potable water for grading; . Do not approve the applicant's request to use potable water for grading; or . Provide direction to staff. Attachments: Attachment 1 - Letter from Mr. Rob Lewis dated July 18, 2000. Attachment 2 - City Council minutes of November 27,1990. COASTAL EARTHMOVERS, INC. Attachment A P.O. BOX 1059 LOMPOC, CALIFORNIA 93438 PHONE: (Office) (805) 735.3649 P.O. Box 1059 Lompoc, CA 93438 July 18, 2000 Don Spagnolo Director of Public Works City of Arroyo Grande RE: Potable Water Dear Mr. Spagnolo: This letter is in response to my phone conversation today with Craig Campbell. Tract 2207 construction should last approximately five to six months. Our water demand will be approximately 10,000 to 12,000 gallons per hour for the first two months. The remaining three to four months, our demand should drop to approximately 4,000 to 5,000 gallons per hour. Because of the time involved going to the non-potable water facility, our water trucks will need to make approximately 40 trips per day. The potable water source that I would like you to consider is the hydrant at the end of Orchard Street. If you grant my request for a meter at this location, I will run a water line :trom your meter to my 12,000 gallon drop tank. The drop tank would be placed in a location far enough away :trom both the church and the school district office so that the trucks can load safely and won't be a nuisance to anyone. This location would eliminate driving through the school parking lot and on city streets. If you have any questions, please feel free to call me. Thank you again for your consideration. Sincerely, / C~ Robert J. Lewis, Jr. General Manager Coastal Earthmovers, Inc. ! 331 I Atta~hment B CITY COUNCIL MINUTES NOVEMBER 27, 1990 the developers would have to return to the board with an Environmental Impact Report and an alternate access route for the project. 8.D. WATER UPDATE - HYDRANTS Council Member Olsen reported that by the end of 1991, the city would have to stop using Lopez Lake as a drinking water source if there is no wet season. She said the neighboring cities have said they will not honor the "gentlemen' agreement" with regard to underground water. She discussed a possible cloud seeding program ~ which may be undertaken by San Luis Obispo, Arroyo Grande, Grover l City and Pismo Beach. Mr. Christiansen said if Arroyo Grande participated in the cloud seeding program the City's cost would be I $25,000 through Zone 3. Council Member Olsen said there would be a joint meeting at 1:30 P.M. December 5, 1990 of the Water Resources Advisory Commi ttee and the South County Water Association at the City/County . Library, 995 Palm street, San Luis Obispo. Mr. Christiansen said that all construction water meters have been removed from hydrants in the City, as per Council direction. He said that contractors have called him to request permission to draw water from the hydrants for compaction of dirt at construction sites. Mayor Pro Tem Smith explained that the Council had directed that all meters be removed from water hydrants because there had I been told of some abuse of the system, and that water was being I sold outside the City. Requesting that they be allowed to use the water from hydrants to finish the projects on which they are currently working were BILL PAPPICH of 606 Prince Road and ROGER ORMONDE of Grover City, I grading contractors; ARTHUR BIELECKI, owner of property under construction, and SID WHITE, whose son-in-law has a house under construction. I There was extensive Council discussion about the matter, with Council Members Moots and Olsen expressing concerns about the City's short supply of water, and setting a precedent for other projects currently under construction. Council Members smith and Dougall said the City should let the contractors finish their present projects because the City requires the contractors to use .water for compaction and erosion control. . with the assistance in the wording by the City Attorney, it was moved by Dougall/Smith that those contractors who on or before November 27, 1990 at 5:00 P.M. had already pulled City grading r permits for grading projects within the City of Arroyo Grande may I buy City water from metered fire hydrants only to complete that I grading project. The motion passed with smith, Dougall and Moots i voting aye, Olsen voting no, and Millis absent. The Council discussed the proposed cloud seeding project. It was moved by Moots/Dougall, and the motion passed, to pay Arroyo Grande's Zone 3 share (up to $25,000) for the cost of Cloud Seeding before April 1, 1991, with the provision that the Cities of pismo Beach, Grover city and San Luis Obispo participate in the project. 8.E. PROPERTY TRANSFER - FIVE ACRES No report. ? I