Agenda Packet 2011-03-22City Con e1*1
Tony Ferrara, Mayor /Chair
Caren Ray, Mayor Pro Tem /Vice Chair
Joe Costello, Council /Board Member
Jim Guthrie, Council /Board Member
Tim Brown, Council /Board Member
Steven Adams, City Manager
Timothy J. Carmel, City Attorney
Kelly Wetmore, City Clerk
AGENDA SUMMARY
CITY COUNCIL /REDEVELOPMENT AGENCY MEETING
TUESDAY, MARCH 22, 2011
7:00 P.M.
Arroyo Grande City Council Chambers
215 East Branch Street, Arroyo Grande
1. CALL TO ORDER
2. ROLL CALL
3. FLAG SALUTE
4. INVOCATION
7:00 P.M.
EL CAMINO- 4 -H GROUP
REV. VALERIE VALLE
ST. BARNABAS EPISCOPAL
5. SPECIAL PRESENTATIONS
5.a. Honorary Proclamation Declaring April 2011 as "Autism Awareness Month"
5.b. Honorary Proclamation Declaring April 2011 as "Month of the Child" and "Child
Abuse Prevention Month"
6.
6a.
Move that all ordinances presented for introduction or adoption be read in title only
and all further readings be waived.
AGENDA SUMMARY — MARCH 22, 2011
PAGE 2
7. COMMUNITY COMMENTS AND SUGGESTIONS
This public comment period is an invitation to members of the community to present
issues, thoughts, or suggestions on matters not scheduled on this agenda.
Comments should be limited to those matters that are within the jurisdiction of the
City Council. The Brown Act restricts the Council from taking formal action on
matters not published on the agenda. In response to your comments, the Mayor or
presiding Council Member may:
♦ Direct City staff to assist or coordinate with you.
♦ A Council Member may state a desire to meet with you.
♦ It may be the desire of the Council to place your issue or matter on a future
Council agenda.
Please adhere to the following procedures when addressing the Council:
♦ Comments should be limited to 3 minutes or less.
♦ Your comments should be directed to the Council as a whole and not directed
to individual Council members.
♦ Slanderous, profane or personal remarks against any Council Member or
member of the audience shall not be permitted.
8. CONSENT AGENDA:
The following routine items listed below are scheduled for consideration as a group.
The recommendations for each item are noted. Any member of the public who wishes
to comment on any Consent Agenda item may do so at this time. Any Council
Member may request that any item be withdrawn from the Consent Agenda to permit
discussion or change the recommended course of action. The City Council may
approve the remainder of the Consent Agenda on one motion.
8.a. Consideration of Cash Disbursement Ratification (KRAETSCH)
Recommended Action: Ratify the listing of cash disbursements for the period
February 26, 2011 through March 15, 2011.
8.b. Consideration of Statement of Investment Deposits (KRAETSCH)
Recommended Action: Receive and file the report listing the current investment
deposits of the City, as of February 28, 2011, as required by Government Code
Section 53646(b).
8.c. Consideration of Approval of Minutes (WETMORE)
Recommended Action: Approve the minutes of the Special City Council Meeting of
February 8, 2011; the Special City Council /Redevelopment Agency Meeting of February
17 2011; the Special City Council Meeting of February 22, 2011; the Special City Council
Meeting of March 8, 2011; and the Regular City Council /Redevelopment Agency Meeting
of March 8, 2011, as submitted.
AGENDA SUMMARY — MARCH 22, 2011
PAGE 3
8. CONSENT AGENDA (cont'd)
8.d. Consideration of Authorization to Use City Property and Close City Streets for
the Centennial Celebration on June 25, July 9 and July 10, 2011; Temporary Use
Permit No. 11 -004; Centennial Celebration Incorporated (McCLISH)
Recommended Action: Adopt a Resolution authorizing the use of City property and
closure of City streets for the Centennial Celebration on June 25, 2011, July 9, 2011
and July 10, 2011.
8.e. Consideration of Proaram Suaalement Aareement No. 011 -N to Administerin
Aaencv -State Aareement No. 05- 5199 -R for the Monteao Street Sidewalk. Phase
II Project (McCLISH)
Recommended Action: Adopt a Resolution authorizing the Mayor to execute Program
Supplemental Agreement No. 011 -N to Administering Agency -State Agreement No. 05-
5199 -R for the future Montego Street Sidewalk, Phase II Project.
8.f. Consideration of Acceatance of the Citv Hall Fire Sarinkler Proiect. PW 2009 -08
(McCLISH)
Recommended Action: 1) Accept the project improvements, as constructed by
Whittle Fire Protection in accordance with the plans and specifications for the City
Hall Fire Sprinkler Project; 2) Direct staff to file a Notice of Completion; and 3)
Authorize release of the retention, thirty -five (35) days after the Notice of Completion
has been recorded, if no liens have been filed.
8.g. Consideration of an Agreement for Consultant Services with Stetson
Engineers, Inc. for the Lopez Reservoir Spillway Raise Project (McCLISH)
Recommended Action: Authorize the Mayor to execute an Agreement for
Consultant Services with Stetson Engineers, Inc. to evaluate the feasibility of the
Lopez Reservoir Spillway Raise Project.
8.h. Consideration of an Amendment to the Wallace Groua Consultant Services
Agreement for Design of the Castillo Del Mar to Arroyo Grande High School
Bike Path Project (McCLISH)
Recommended Action: 1) Approve Amendment No. 1 to the Wallace Group
Consultant Services Agreement for the Castillo Del Mar to Arroyo Grande High
School Bike Path Project for the not -to- exceed amount of $22,500; and 2) Authorize
the Mayor to execute the amendment.
8.i. Consideration to Adopt a Resolution Accepting an Offer of Dedication for Open
Space on a Portion of Lot 16 of Tract 2236 (McCLISH)
Recommended Action: Adopt a Resolution accepting an offer of dedication for open
space on a portion of Lot 16 of Tract 2236.
AGENDA SUMMARY — MARCH 22, 2011
PAGE 4
8. CONSENT AGENDA (cont'd)
8.j. Consideration of Amendment No. 1 to the Agreement for Consultant Services
with GEI Consultants, Inc. to Install Transducer Equipment in Monitoring Wells
in Conjunction with the Northern Cities Management Area Quarterly Sampling
and Annual Monitoring Report (McCLISH)
Recommended Action: Authorize the Mayor to execute an amendment to the
Agreement for Consultant Services with GEI Consultants, Inc. in connection with the
annual groundwater monitoring report.
8.k. Consideration to Authorize an Award of Bid for a Video Surveillance Svstem
(ANNIBALI)
Recommended Action: Authorize the award of bid to purchase a mulit -pod
surveillance system to Security Lines US of Studio City, California, in the amount of
$64,817 and authorize the City Manager to execute the Order of Confirmation and
Purchase Agreement.
9. PUBLIC HEARINGS
None.
10. CONTINUED BUSINESS
None.
11. NEW BUSINESS
11.a. Consideration of Fiscal Year 2010 -11 Mid -Year Budget Report (KRAETSCH)
Recommended Action: Approve detailed budget adjustments and
recommendations.
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 FERRARA:
(1) San Luis Obispo Council of Governments /San Luis Obispo Regional
Transit Authority (SLOCOG /SLORTA)
(2) South San Luis Obispo County Sanitation District (SSLOCSD)
(3) Brisco /Halcyon /Hwy 101 Interchange Project Subcommittee
(4) Other
(b) MAYOR PRO TEM RAY:
(1) Economic Vitality Corporation (EVC)
(2) California Joint Powers Insurance Authority (CJPIA)
(3) Tourism Committee
(4) Other
AGENDA SUMMARY — MARCH 22, 2011
PAGE 5
12. CITY COUNCIL REPORTS (con't)
(c) COUNCIL MEMBER COSTELLO:
(1) Zone 3 Water Advisory Board
(2) Air Pollution Control District (APCD)
(3) Five Cities Fire Authority (FCFA)
(4) Other
(d) COUNCIL MEMBER GUTHRIE:
(1) South County Area Transit (SCAT)
(2) Community Action Partnership (CAPSLO)
(3) Homeless Services Coordinating Council (HSOC)
(4) Other
(e) COUNCIL MEMBER BROWN:
(1) Integrated Waste Management Authority Board (IWMA)
(2) County Water Resources Advisory Committee (WRAC)
(3) Other
13. CITY COUNCIL MEMBER ITEMS:
The following item(s) are placed on the agenda by a Council Member who would like
to receive feedback, direct staff to prepare information, and /or request a formal
agenda report be prepared and the item placed on a future agenda. No formal action
can be taken.
None.
14. CITY MANAGER ITEMS:
The following item(s) are placed on the agenda by the City Manager in order to
receive feedback and /or request direction from the Council. No formal action can be
taken.
None.
15. COUNCIL COMMUNICATIONS:
Correspondence /Comments as presented by the City Council.
16. STAFF COMMUNICATIONS:
Correspondence /Comments as presented by the City Manager.
17. COMMUNITY COMMENTS AND SUGGESTIONS:
This public comment period is an invitation to members of the community to present
issues, thoughts, or suggestions. Comments should be limited to those matters that
are within the jurisdiction of the City Council. The Brown Act restricts the Council
from taking formal action on matters not published on the agenda.
AGENDA SUMMARY - MARCH 22, 2011
PAGE 6
18. ADJOURNMENT
* * * * * * * * * * * * * * * * * * * * * * * **
All staff reports or other written documentation, including any supplemental material distributed to a
majority of the City Council within 72 hours of a regular meeting, relating to each item of business on the
agenda are available for public inspection during regular business hours in the City Clerk's office, 300 E.
Branch Street, Arroyo Grande. If requested, the agenda shall be made available in appropriate alternative
formats to persons with a disability, as required by the Americans with Disabilities Act. To make a request
for disability - related modification or accommodation, contact the Legislative and Information Services
Department at 805 - 473 -5414 as soon as possible and at least 48 hours prior to the meeting date.
* * * * * * * * * * * * * * * * * * * * * * * **
This agenda was prepared and posted pursuant to Government Code Section 54954.2. Agenda reports
can be accessed and downloaded from the City's website at www.arroyogrande.org
* * * * * * * * * * * * * * * * * * * * * * * * **
City Council /Redevelopment Agency Meetings are cablecast live and videotaped for replay on Arroyo
Grande's Government Access Channel 20. The rebroadcast schedule is published at www.slo- span.org
CITY OF
C A L I F 0 R N I A
7 -t
HONORARY PROCLAMATION DECLAR17VG
APRIL, 2 A
"A I M AWARENESS M "
WHEREAS, autism is a complex neurobiological disorder that typically lasts throughout a person's
lifetime, and it Is part of a group of disorders known as autism spectrum disorders SDs); and
WHEREAS, EAS, autism affects all persons regardless of race, religion, socio- economic status or
geography; and
WHEREAS, the incidence of autism in San Luis Obispo County reflects the national rate of 1 in 'I 10
and a child is diagnosed with autism every 20 minutes; and
WHEREAS, , SDs are the fastest growing serious developmental disability, making these disorders
more common than pediatric cancer, diabetes, and AIDS combined; and
WHEREAS, individuals with ASDs and their families face tremendous and overwhelming challenges
in accessing and navigating the complex programs and services for these disorders; and
YMEF EAS, individuals with ASDs are valuable and talented citizens; and
WHEREAS, EA , the Central Coast Autism Spectrum Center will celebrate Autism Awareness Month in the
WALK for "Autism" and "autism Awareness Farr on April 3, 2011 in Mission Plaza. Both events help to
increase and develop knowledge regarding autism and are of paramount importance in creating an
empathetic and compassionate citizenry.
NOW, THEREFORE, BE IT RESOLVED, that I, Tong Ferrara, Mayor of the City of Arroyo Grande, on
behalf of the City Council, do hereby proclaim April, 2011 as "AUTISM AWARENESS MONTIV,
recognize and commend the talents, abilities and contributions of the individuals in our community
diagnosed with ASDs and their parents, relatives, and professionals that provide valued services.
IN WETNESS WHEREOF, F, 1 have hereunto set my hand and caused the
Seal of the City of Arroyo Grande to be affixed this 22r of March 2011.
TONY FERRARA, MAYOR
A NCORPORATED
Al
JULY 10, 1911 a}
4 # 0
THIS PAGE INTENTIONALLY LEFT BLANK
Agenda Item 5.a.
Page 2
L I F 0 R I
#' HIL REN'S OPPORTUNITIES - OUR RESPONSIBILITIES #8
WHEREAS, Saturday, April 9, 2011, will commemorate the ,.bay of the Child"
celebration during Children's Day in the Plaza of the San Luis Obispo Mission Plaza, a day
where children and families can play, learn and interact with the agencies and programs
providing services throughout the County: and
WHEREAS, Month of the Child and Child Abuse Prevention Month is a time to
recognize that children's opportunities are our responsibility. and to commit ourselves to
ensuring that each and every child experiences a high quality early environment - of home, at
child care, at school, and in the community - that will promote their optimal development: and
WHEREAS, the City of Arroyo Grande recognizes that every moment in a child #s fife is
an opportunity for that child to learn, and that the quality of these experiences may
determine whether a child succeeds in school and in life, and that all children need caring and
loving adults in their lives; and
WHEREAS, the activities of this month will provide are opportunity to acknowledge
youth and early care and education "rams and - their dedicated staff, and to raise the
awareness of the community, employers and erected officials of the need to improve the
quality, availability, and accessibility of such programs.
NOW, THEREFORE, B E IT RESOLVED, that I, Tony Ferrara, Mayor of the City of
Arroyo rande, on behalf of the City Council, do hereby proclaim April 2011 as "'Month of
the Child" and "Child Abuse Prevention Month ", and April 9, 2011 as "bay of - the Child," and
may we remember to listen to and watch the children around us, to have patience, and to
allow them the opportunity to enjoy the journey of childhood.
IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal
of the City of Arroyo Grande to be off i ced this 22 day of March 2011.
TONY FERRARA, MAYOR
may-
oho
o
INCORPORATED
r Judy le, loll
L J F O "
CITY OF
HONORARY PROCLAMATION DECLARING
APRIL 2011 AS "MONTH OF THE CHILD" and
" HILL ABUSE PREVENTION MONTH of
THIS PAGE INTENTIONALLY LEFT BLANK
Agenda Item 5.b.
Page 2
vtR 0 �
INCORPORATE
C
%JULY 10, 111
c•
T: CITY COUNCIL
MEMORAN
DU
FROM: ANGELA KRAETSCH, DIRECTOR OF ADMINISTRATIVE E SER Ic
0)
Y: TRIcIA MEYERS, SENIOR R ACC I T cLERIB Irry
SUBJECT: CONSIDERATION OF CASH DISBURSEMENT RATIFICATION
DATE: MARCH 22,2011
RECOMMENDATION:
It is recommended the city Council ratify the attached listing of cash disbursements for
the period February 26 through March 1, 201
FINANCIAL IMPACT:
There is a $807,793.37 fiscal impact that includes the following items:
! Accounts Payable Checks 148929- $ 332,544.58
0 Payroll Checks & Benefit checks 475,248.79
B ACKGROUND:
Cash disbursements are made we based on the submission of all required
documents supporting the invoices submitted for payment. Prior to payment,
Administrative Services staff reviews all disbursement documents to ensure that they
meet the approval requirements adopted in the Municipal Code and the City's
Purchasing Policies and Procedures Manual of February 2000.
ANALYSIS OF ISSUES
The attached listing represents the cash disbursements required of normal and usual
operations during the period. The disbursements are accounted for in the FY 2010
budget.
ALTERNATIVES:
The following alternatives are provided for the council's consideration:
0 Approve staffs recommendation;
0 Do not approve staffs recommendation;
Pr d irection to staff.
Agenda Item 8.a
Page 1
CITY COUNCIL
CONSIDERATION of CASH DISBURSEMENT RATIFICATION
MARCH 22, 2011
PAGE 2
ADVANTAGES:
TAGES:
0 - rhe Administrative Services Department monitors payment of invoices for
accountability, accuracy and completeness using standards approved by the
Council.
Invoices are paid in a timely manner to establish goodwill with merchants.
Discounts are taken where applicable.
DISADVANTAGES:
TAGES:
No disadvantages have been identified as long as City Council confirms all
expenditures are appropriate.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC !NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, March 17, 2011. "fhe Agenda
and report were posted on the City's website on Friday, March 18, 2011. No public
comments were received.
Attchrnents:
1. February 26- March 15, 2011 —Accounts Parable Check Register
2. March 11, 2011 — Payroll Check & Benefit Checks Register
Agenda Item 8.a
Page 2
ATTACHMENT I
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fay. Date
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143929
0212412011
000553 SLO COUNTY
D 02/28/2011 022411
02/24/2011
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2,094.00
2,094.00
2,094.00
143930
03/0212011
000393 LUCIA MAR UNIFIED SCHOOL
030111
03/0212011
E 01 0.4424.5251
15.00
E 010.4426.5553
15.00
30.00
30.00
143943
0310412011
000553 SLO COUNTY
030411
03/D412011
E 010.4062.5201
50.00
50.00
50.00
1444
0310412011
000553 SLO COUNTY
022411
0310412011
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50.00
50.00
50.00
14345
0310712011
001259 AP VIDE, INC
4313
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2,220.00
2,220.00
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Inv. Date Amount Paid
Bank code: boa
Check Data Vendor Status ClearfVoid Date Invoice
148948 93/97/2911 003817 AMERIPRIDE UNIFORM SVCS 15199118 78
1599273887
1599285132
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1599288484
1599275348
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01/04/2011
E 919.4429.5143
35.95
35.95
91/11/2911
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29.99
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9.99
29.99
01/25/2011
E 919.4213.5143
29.99
E 919.4213.5393
9.99
29.99
01/11/2011
E 919.4429.5143
23.92
23.92
01/25/2011
E 919.4429.5143
23.92
23.92
01/04/2011
E 919.4213.5393
29.25
29.25
01/18/2011
E 919.4213.5393
29.25
29.25
01/18/2011
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15.79
19.70
91/11/2911
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19.59
19.59
01/25/2011
919.4213.5393
15.50
15.59
Page:
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Check History Listing
Page: 3
0311412011 :17AM
CITY OF ARROYO GRANDE
Bank code: boa
Check # Date Vendor
Status ClearNold Date Invoice
i
Inv. Date
Amount Paid Check Total
1500288490
0110412011
E 220.4803.5143
19.20
1$.20
1500273882
0111112011
E 220.4308.5148
19.20
19.20
1500285124
01125/2011
E 220.4808.5143
19.20
1$.20
1500268488
0110412011
E 010.4213-5303
18.00
1 8.00
1500279353
0111812011
E 01 0.4218.5808
1 8.00
18.00
1500288491
0110412011
E 01 0.4420.5148
17.02
17.02
1500279358
01/18/2011
E 01 0.4420.5148
17.02
17.02
1500273876
01111/2011
E 010.421 3.5308
17.00
17.00
1500285115
0112512011
E 010.421 3.5308
17.00
17.00
1500273884
0111112011
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15.50
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1500279357
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03/1412011 9:17AM CITY OF ARROYO GRANDE
Bank code; boa
Check # Date Vendor
Statue Clear/Vold Date Invoice
1500268492
1500285128
1500278888
1500285131
1500279854
1500285128
1500288489
1500273881
1500288495
1500279880
Inv. Date A
Amount Paid
01/04/2011
E 840.4712.5143 1
1 5.00
1 8.00
0 1/25/2011
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1 5.00
1 8.00
01/11/2011
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7.25
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7.28
7.28
01/18/2011
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8.50
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01/25/2011
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8.50
8.50
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8.00
8.00
01/11/2011
E 612-4610-5143 8
8.00
8.00
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0311412011 :17AM CITY OF ARROYO GRANDE
Bank code: boa
Check# Date Vendor
Status ClearfVold Date Invoice
1500279349
1500268493
1500273885
1500279358
1500285130
1500268494
1500279359
Inv, Date
Amount Paid
01/18/2011
E 010.4213.5303
5.00
5.00
0110412011
E 010.4430.5143
3.00
3.00
0111112011
E 010.4430.5143
3.00
3.00
0111812011
E 010.4430.5143
3.00
3.00
0112512011
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3.00
3.00
0110412011
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3.00
3.00
01/18/2011
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3.00
3.00
540.47
148949 0310712011 008304 AT&T MOBILITY 030111 0310312011
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63.30
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148950 0310712011 000055 B & T SVC STN 115159 0211612011
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Check History Listing
CITY OF ARROYO ANDE
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Bank code: boa
Check #
Date
Vendor
Status ClearNold Date Invoice
Inv. Date
Amount Paid
Check Total
148951
0310712011
008169 BAKERSFIELD ELECTRIC
L55843
0310412011
E 640.4712.6201
1,005.00
E 640.4712.6201
1,005.00
E 640.4712.6201
344.00
E 640.4712.6201
28.33
E 640.4712.6261
82.91
2,465.29
2}465.29
148952
0310712011
007633 B I C DE WAREHOUSE
2794
0211712611
E 010.4201.5261
97.92
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5.95
103.87
163.87
148953
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12125
0212312611
E 350.5422.7361
135.94
135-94
135.94
143954
03107/2011
003205 SUSAN BONDS
622411
0212412611
E 226.4306.5554
275.00
275.66
275.66
143955
0310712011
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147372
6316212611
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273.40
278.40
147363
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03/1412011 :1 AM CITY OF ARROYO GRANDE
Bank code: boa
C heck # Date Vendor
148956 03/07/2011 004149 BUNY N BR OS TREE
148957 03/07/2011 005601 MARY CANNON
148958 03/07/2011 004548 CARMEL & NACCASHA, LLP
148959 03/07/2011 004548 CARMEL & NACCASHA, LLP
Status ClearNold Data Invoice
147403
147384
Inv. Date Amount Paid
C heck Tota
03/03/2011
E 220.4303.5613 9.77
9.77
03/02/2011
E 220.4303.5613 8.83
1,999.50
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03/02/2011
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80.00
80.00
80.00
14078
03/02/2011
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13, 887.60
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14077
03/02/2011
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03/1412011
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Check History Listing
CITY OF ARROYO GRANDE
Page:
Bank code: boa
Check #
Date
Vendor
Statue Clear/Vold Date invoice
Inv. Date
Amount Paid
Check Total
7314 -48849
0212112011
E 010.4201.01
9.8
9.8
67 .18
148961
0310712011
005255 CBC INN VI , INC
10320204
0113112011
E 0 10.4201.5315
30.00
30.00
30.00
148982
0310712011
003988 CENTRAL COAST
-288
0112512011
E 220.4303.5552
172.00
172.00
172-00
148983
0310712011
000184 CHRISTIANSON CHEVROLET
76788
02122/2011
E 010.4201.01
305.97
3.9
3.9
148964
0310712011
000175 COAST NUT & BOLT
39718
0210212011
E 640.4
42.41
42.41
42.41
1489
0310712011
005777 CONTRACTORS
8733
0211712011
E 220.4303. 03
285.12
285.12
285.12
14898
0310712011
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031011
0311012011
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03 /14/2011
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CITY OF ARROYO GRANDE
Bank code.
boa
Check
Date
Vendor
Status ClearNold Date Invoice
Inv. Date
Amount Paid
Check Total
148967
0310712011
000195 CRYSTAL SPRINGS WATER
17922
62/62/2011
E 010.4101.5201
39.1
E 010.4120.5201
39.1
E 010.41 30.5201
39.1
117.46
117.46
148966
03107!2011
005091 J DEERE LANDSCAPES
56622064
0210312011
E 010.4420.5605
157.15
157.15
56635660
02/07/2011
E 010.4420.5605
69.58
89
246.73
148969
0310712011
008335 JAMIE DEVENS
022411
02/24/2011
E 226.4306.5554
100.00
100.00
100.00
148970
0310712011
007047 F R E TEF L D U D
74632
0211 712011
E 010.4201.5255
1 57-69
157-
157-69
148971
0310712011
008096 ENNIS PAINT INC
10191637
0212212011
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0311412011
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C heck History Listing
CITY OF ARROYO RANDE
Bank oche: boa
C heck #
D ate
Vendor
Statue CleadVold Date Invoice
fay. Date
Amount Peed
Che Total
143929
0212412011
000553 SLO COUNTY
D 02/28/2011 022411
02/24/2011
E 350.5422.7301
2,094.00
2,094.00
2,094.00
143930
03/0212011
000393 LUCIA MAR UNIFIED SCHOOL
030111
03/0212011
E 01 0.4424.5251
15.00
E 010.4426.5553
15.00
30.00
30.00
143943
0310412011
000553 SLO COUNTY
030411
03/D412011
E 010.4062.5201
50.00
50.00
50.00
1444
0310412011
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022411
0310412011
E 010.4002.5201
50.00
50.00
50.00
14345
0310712011
001259 AP VIDE, INC
4313
0211512011
E 211.4101.5330
2
2,220.00
2,220.00
148946
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339881
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560.06
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Check History Listing
CITY OF ARROYO GRANDE
Inv. Date Amount Paid
Bank code: boa
Check Data Vendor Status ClearfVoid Date Invoice
148948 93/97/2911 003817 AMERIPRIDE UNIFORM SVCS 15199118 78
1599273887
1599285132
1599273883
1599285128
1599288484
1599275348
1599279355
1599273889
1599285121
Page:
Check Tota
01/04/2011
E 919.4429.5143
35.95
35.95
91/11/2911
E 919.4213.5143
29.99
E 919.4213.5393
9.99
29.99
01/25/2011
E 919.4213.5143
29.99
E 919.4213.5393
9.99
29.99
01/11/2011
E 919.4429.5143
23.92
23.92
01/25/2011
E 919.4429.5143
23.92
23.92
01/04/2011
E 919.4213.5393
29.25
29.25
01/18/2011
E 919.4213.5393
29.25
29.25
01/18/2011
E 229.4393.5143
15.79
19.70
91/11/2911
E 919.4213.5393
19.59
19.59
01/25/2011
919.4213.5393
15.50
15.59
Page:
apCkHlst Check History Listing Page: 4
03/1412011 9:17AM CITY OF ARROYO GRANDE
Bank code; boa
Check # Date Vendor
Statue Clear/Vold Date Invoice
1500268492
1500285128
1500278888
1500285131
1500279854
1500285128
1500288489
1500273881
1500288495
1500279880
Inv. Date A
Amount Paid
01/04/2011
E 840.4712.5143 1
1 5.00
1 8.00
0 1/25/2011
E
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1 5.00
1 8.00
01/11/2011
E 010.4805.5143 7
7.25
7.25
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7.28
7.28
01/18/2011
E 812.4810.5143 8
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01/25/2011
E 812.4810.5148 8
8.50
8.50
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8.00
01/11/2011
E 612-4610-5143 8
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8.00
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8.00
01/18/2011
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0311412011 :17AM CITY OF ARROYO GRANDE
Bank code: boa
Check# Date Vendor
Status ClearfVold Date Invoice
1500279349
1500268493
1500273885
1500279358
1500285130
1500268494
1500279359
Inv, Date
Amount Paid
01/18/2011
E 010.4213.5303
5.00
148949 0310712011 008304 AT&T MOBILITY
5.00
0110412011
E 010.4430.5143
3.00
3.00
0111112011
E 010.4430.5143
3.00
148950 0310712011 000055 B & T SVC STN
3.00
0111812011
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3.00
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3.00
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01/18/2011
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540.47
148949 0310712011 008304 AT&T MOBILITY
030111 0310312011
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63.30
63.30
63.30
148950 0310712011 000055 B & T SVC STN
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145.00
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03/1412011
:1 AM
Check History Listing
CITY OF ARROYO ANDE
Page:
Bank code: boa
Check #
Date
Vendor
Status ClearNold Date Invoice
Inv. Date
Amount Paid
Check Total
148951
0310712011
008169 BAKERSFIELD ELECTRIC
L55843
0310412011
E 640.4712.6201
1,005.00
E 640.4712.6201
1,005.00
E 640.4712.6201
344.00
E 640.4712.6201
28.33
E 640.4712.6261
82.91
2,465.29
2}465.29
148952
0310712011
007633 B I C DE WAREHOUSE
2794
0211712611
E 010.4201.5261
97.92
E 010.4201.5261
5.95
103.87
163.87
148953
0310712011
000073 BLUEPRINT EXPRESS E
12125
0212312611
E 350.5422.7361
135.94
135-94
135.94
143954
03107/2011
003205 SUSAN BONDS
622411
0212412611
E 226.4306.5554
275.00
275.66
275.66
143955
0310712011
000090 BRISCO DILL & LUMBER
147372
6316212611
E 226.4303.5613
273.40
278.40
147363
0212312611
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03/1412011 :1 AM CITY OF ARROYO GRANDE
Bank code: boa
C heck # Date Vendor
148956 03/07/2011 004149 BUNY N BR OS TREE
148957 03/07/2011 005601 MARY CANNON
148958 03/07/2011 004548 CARMEL & NACCASHA, LLP
148959 03/07/2011 004548 CARMEL & NACCASHA, LLP
Status ClearNold Data Invoice
147403
147384
Inv. Date Amount Paid
C heck Tota
03/03/2011
E 220.4303.5613 9.77
9.77
03/02/2011
E 220.4303.5613 8.83
1,999.50
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02/17/2011
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2,540.00
030211
03/02/2011
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80.00
80.00
80.00
14078
03/02/2011
E 010.4003.5304
13, 887.60
13,887.60
14077
03/02/2011
E 284.4103.5303
730.50
730.
14,618.1
14076
03/02/2011
E 640.471 .5575
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03 /14/2011
:1 AM
CITY OF ARROYO GRANDE
Bank code.
boa
Check
Date
Vendor
Status ClearNold Date Invoice
Inv. Date
Amount Paid
Check Total
148967
0310712011
000195 CRYSTAL SPRINGS WATER
17922
62/62/2011
E 010.4101.5201
39.1
E 010.4120.5201
39.1
E 010.41 30.5201
39.1
117.46
117.46
148966
03107!2011
005091 J DEERE LANDSCAPES
56622064
0210312011
E 010.4420.5605
157.15
157.15
56635660
02/07/2011
E 010.4420.5605
69.58
89
246.73
148969
0310712011
008335 JAMIE DEVENS
022411
02/24/2011
E 226.4306.5554
100.00
100.00
100.00
148970
0310712011
007047 F R E TEF L D U D
74632
0211 712011
E 010.4201.5255
1 57-69
157-
157-69
148971
0310712011
008096 ENNIS PAINT INC
10191637
0212212011
E 220.4303-5613
1,400.1
1,466.1
10191866
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03/14/2011 :17AM
CITY OF ARROYO GRANDE
E 010.4201.5501
275.80
Bank code: boa
25.00
E 010.4201.5501
835.81
Check # Date Vendor
MMMMMMMMM
Status learlotd Date Invoice
Inv. Date
Amount Paid Check Total
148972 0310712011 001525 FERGUSON ENTERPRISES,
0905142
0211712011
66.42
E 010.4201.5001
214.00
E 640.471 2.5610
706.89
E 010.4201.5501
350.00
E 010.4201.5255
700.89
6005480
0212212011
E 010.4201.5255
179.44
9.44
E 512.4010.5010
87.06
87.06
793.95
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2120 - 9702 02 #20 #2011
E 010.4201.5008
33.35
E 010.4201.5608
54.00
E 010.4201.5501
275.80
E 010.4201.5501
25.00
E 010.4201.5501
835.81
1
2120 -7845 0212012011
E 10.4201.5501
350.00
E 010.4201.5255
66.42
E 010.4201.5001
214.00
E 010.4201.5501
1 8.30
E 010.4201.5501
350.00
E 010.4201.5255
57.77
1,050.49
2120 -5054 0212012011
E 010.4201.5255
179.44
9.44
E 010.4201.5255
49.48
2120 -5330 0212012011
E 010.4201.5255 2
E 010.4201.5501 55.40
58.17
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Check History Listing
E 010.4201.5008
P age: 1
03/14/2011 :17AM
CITY OF ARROYO GRANDE
E 010.4201.5501
275.80
Bank code: boa
25.00
E 010.4201.5501
835.81
Check # Date Vendor
MMMMMMMMM
Status learlotd Date Invoice
Inv. Date
Amount Paid Check Total
148972 0310712011 001525 FERGUSON ENTERPRISES,
0905142
0211712011
66.42
E 010.4201.5001
214.00
E 640.471 2.5610
706.89
E 010.4201.5501
350.00
E 010.4201.5255
700.89
6005480
0212212011
E 010.4201.5255
179.44
9.44
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87.06
87.06
793.95
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2120 - 9702 02 #20 #2011
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33.35
E 010.4201.5608
54.00
E 010.4201.5501
275.80
E 010.4201.5501
25.00
E 010.4201.5501
835.81
1
2120 -7845 0212012011
E 10.4201.5501
350.00
E 010.4201.5255
66.42
E 010.4201.5001
214.00
E 010.4201.5501
1 8.30
E 010.4201.5501
350.00
E 010.4201.5255
57.77
1,050.49
2120 -5054 0212012011
E 010.4201.5255
179.44
9.44
E 010.4201.5255
49.48
2120 -5330 0212012011
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E 010.4201.5501 55.40
58.17
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CITY OF ARROYO GRANDE
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Bark code: boa
Check # Date Vendor
Status ClearNold Date Invoice
2/20
2120 - 7837
148974 9310712911 009897 FIRST ASSEMBLY F GOD 109
148975 9310712011 008398 GEI CONSULTANTS I I D 7 07789A
148976 9310712011 998351 HA H HUTS 4
148977 0310712011 008342 INVESTED 931911
14897 8 0310712011 998339 ASH LEY > I N G 930211
021/20/2011
E 0 1 0.420 1.5255
E 91 0.4291.5255
02/20/2011
E 91 0.4291.5694
0212812011
E 91 0.4426.5553
0112612011
E 640.4719.5393
02/08/2011
E 220.4303.5552
03/10/2011
E 226.4396.5554
03/02/2011
191 0.9999.4354
18.67
25.75
4,007.50
4,007.50
3,420.97
3,420.97
136.09
136.09
29 ,805. 00
29,805.00
30.00
k 1 1 1'
2,644.23
4,007.50
3,420.97
136.09
29,805.00
30.00
Inv. Date Amount Paul Check Total
Page: 11
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03/1412011 9:17AM
Check History Listing
CITY OF ARROYO GRANDE
Page: 12
Bank code: boa
Check # Date Vendor
148979 03/07/2011 000379 LEAGUE OF CALIFORNIA
Status ClearNoid Date Invoice Inv. Date Amount Paid
105159 01/11/2011
E 010.4145.5503 6,342.00
6
145950 03/07/2011 000393 LUCIA MAR UNIFIED SCHOOL
100422
02/05/2011
E 010.4426.5553
1
1,965.23
100419
02/05/2011
E 010-4426.5553
1
1,746.90
11 0440
02/05/2011
E 0 10.442 553
1 , 166.67
1,166.67
110345
12/22/2010
E 010.4424.5251
191.70
E 010.4424.5257
630.63
822.33
110399
01 /28/2011
E 010.4425.5303
457.50
467.50
11 0343
12/2112010
E 01 0. 4426.5553
122.45
E 01 0. 4426.5553
117.15
E 010.4426.5553
223.65
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463.25
100416
02/0512011
E 010.4426.5553
255.60
255.60
110451
02/0512011
E 010.4425.5303
195.
195.00
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Page. 12
a p kHlst
Check History Listing
P age: 13
03114512011
:1 AM
CITY OF ARROYO GRANDE
Bank code:
boa
Check #
Date
Vendor
Statue ClearNold Date Invoice
Inv. Date
Amount Paid
Check Total
11 0344
1212212010
E 01
156.02
156.02
1 10450
0210812011
E 010.4425.5303
47.95
47.95
7,323.43
148981
0310712011
003340 NANCY MENDOZA
030211
0310212011
R 010.0000.4354
30.00
30.00
30.00
143032
0310712011
000415 FETAL SHOP, INC
1901
02/1612011
E 010.4213.5303
444.30
444.30
444.30
143933
0310712011
000420 MINER'S IER' ACE HARDWARE,
K91015
0211312011
E 220.4303.5273
206.61
E 220.4303.5613
130.96
337.57
K41
0212212011
E 640.4
113.09
113.09
K303
0212312011
E 220.4303.5613
91.31
91.31
K241
0310112011
E 220.4303.5613
71.69
t� 1.69
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CL E 010.4420.5601 69.21
69.21
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Page: 14
03/1412011 :17AM
CITY OF ARROYO GRANDE
Bank code. boa
C heck # Date Vendor
Status DlearJV id Date Invoice
Inv. Date
Amount Paid Check Total
K6641
02/1412011
E 010.4420.5605
46.34
43.34
K67497
02/23/2011
E 640.47 12.5255
43.46
43.46
K67001
0211312011
E 640.4712.5603
42.31
42.31
K67665
0212412011
E 220.4303-5613
30.17
30.17
K67763
0212512011
E 220.4303.5613
22.60
22.60
K63362
0310212011
E 640.4712.5604
15.61
15.61
K63031
0212312011
E 640.4712.5255
15.20
16.20
K346
0212312011
E 640.4712.5255
13.57
13.57
K67827
0212612011
E 220.4303.56 13
6.04
5.04
K67437
0212212011
E 640.4712.5604
-2.2n
x.20
917.17
Page. 14
a P kHi t
Check History Listing
Page: 1
0311412011 9:17AM
CITY OF ARROYO GRANDE
Bank code: b oa
Check # D ate Vendor
Status Clear/Vold Date Invoice
Irv. D ate
A mount Paid Chec Total
148984 0310712011 006328 NICKS TELECOM (DBA)
4336
0211612011
010.4201.5606
474.00
474.00
4337
0211612011
E 010.4201.5601
68.76
E 010.4201.5606
27 .60
148985 0310712011 007202 NOSSAMAN LLP
96.26
380971 02109 /2011
E 640.4710.6575 1
1
570.25
1,963.04
148986 0310712011 000468 OFFICE DEPOT
660903031 001 0210312011
E 010.4201.6201
148987 0310712011 004085 OMNI MEANS LTD 31146
148988 0310712011 006706 ON TRAC 7041992
0210112011
E 010.4130.6303
278.48
278.48
2,000.00
2,000.00
0210612011
E 010.4201.6324 32.89
32.89
278.48
2,000.00
32.89
148989 0310712011 999481 PACIFIC CAB & ELECTRIC 2110194097
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0211612011
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14 1 625.31
02116/2011
E 010.4146.6401 346.64
346.64
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Page: 16
ap kHi t
0311412011
:17AM
Check History Listing
CITY OF ARROYO FAD E
Page: 16
Bank code:
boa
Check #
Date
Vendor
Status Clear/Vold Date Invoice
Inv. Date
Amount Paid
Check Taal
2/14-704689
0211412011
E 0 10. 414 5.5401
62.62
62.62
15,034.57
148990
0310712011
000498 PITNEY BOWES, ES, IN
7658355 -FB11
0211312011
E 0 10.4101.5602
855.00
855.00
7147128 -FB11
02113/2011
E 010.42 01.5208
56.00
56.00
911.00
148991
0310712011
007453 PLANNING COMPANY ASSOC
935
0113112011
E 350. X42.770 1
5,47 1.1
5A71.18
5,471.18
148992
0310712011
008336 PUBLIC SAFETY SOLUTIONS
1272
0211412011
E 0 10.42 0 1.5603
359.40
E 0 10.4201-5603
7.
367.
367.
148993
0310712011
000520 QUINN COMPANY
W0030026273 02627
1212612010
E 220.4303.5603
1,037.64
1,037.64
1,037.64
148994
0310712011
003031 ROBERTSON SUPPLY
08911
0212212011
D
E 220.4303.5613
122.45
122.45
122.45
CL
N 00
Mi
Page: 16
apCkH! t
Check History Listing
Page: 17
03/14/2011 :17AM
CITY OF ARROYO RANDE
Bank code: boa
Check # Date Vendor
Status ClearNold Date Invoice
Inv. Date
Amount Paid Check Taal
143995 93/07/2911 992932 RUTAN & TUCKER, LLP
602979
02/1112011
E 285.4562.5393
2,933.92
2,033.92
602978
02/1112011
E 265.4563.5393
195.09
195.
692969
0211112011
E 265.4561.5393
97.50
97.59
692968
9211112011
E 264.4193.5393
19.50
148996 0319712911 999579 SAN LUIS POWERHOUSE
143997 03/07/2011 999575 SANTA MARIA TIRE, INC
143993 0319712011 993838 SILVAS OIL COMPANY, IN
CL
0 148999 03/07/2011 000550 SLO COUNTY AIR
tD
N 00
4 j
27967 9211 612911
E 919.4291.560
27968 0211612911
E 010.4201.5693
564153
02-115/2011
E 640.4712.5601
269128
13548
9212212911
B 010.0000. 1202
0212512911
E 919.4395.5393
19.59
165.99
165.99
744.20
744.20
4
4p4 3 .
519.99
510.00
2,345.92
330.00
744.20
4,438.08
Page: 17
ap kHiet Check History Listing Page: 1
0311412011 :17AM CITY OF ARROYO GRANDE
Bank code: boa
Check # Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total
810.00
149000 03 /0712011 0 SLO COUNTY 0074119 02/10/2011
E 640.4710.8303 1.466.42
Page: 1
1,466.42
1,466.42
149001
03/07!2011
000864 SLO COUNTY NEWSPAPERS
6923196
12/29/2010
E 010.4130.5316
316.00
3 16-00
3 16.00
149002
03/07/2011
000731 SLO COUNTY SHERIFF'S
AGP D
02/2212011
E 010.4201.5607
2,860.44
2,860.44
2,860.
149003
0310712011
000598 SNAP- TOOLS CORP
204676
02123/2011
E 220.4303.5273
107.
107.81
107.81
149004
0310712011
007321 SOFIA SOFIA
030211
0310212011
01 0.0000.4354
30.00
30.00
30.00
149005
0310712011
000613 STATEWIDE SAFETY&
669
0211412011
E 220.4303.8613
177.42
177.42
177.42
D
c�
149 006
0310712011
000616 STERLING
26057
0211 712011
E 220.4303.5601
48.00
48.
Ml roll
48.00
M B
N 00
00 i
Page: 1
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03114/2011 :1 AIWA
Check History Listing
CITY OF ARROYO GRANDE
Page: 1
Bank code: boa
Check # Date Vendor
149007 0310712011 001015 SUMMIT UNIFORMS
149088 8318712811 888622 SUN BADGE CO
149889 8318712011 880623 SUNSET NORTH CAR WASH
149010 8318712011 887712 JENNY TA
149011 8318712011 882884 TEMPLET ON UNIFORM
149812 0318712811 802378 TITAN INDUSTRIAL
148813 8318712811 884689 TROESH RECYCLING, IN
Status ClearNold Date Invoice
39881
02111120 11
E 818.4201.5272
468.68
468.68
488.68
321 383
8112812811
E 818.4281.5272
3
3,475.1
3,475.1
2459
8113112811
E 018.4281.5681
74.64
E 228.4383.5681
54.32
E 640.4712-5601
28.36
149.32
149.32
038211
8310412811
818.8888.4354
3.
30.00
30.00
44623
8212312811
E 018.4281.5272
63.81
63.81
83.81
1044384
8211112811
E 228.4383.5255
68.25
68.25
88.25
15603
8211 812811
E 220.4303.5307
41.76
E 220.4383.5387
824.43
866.1
Inv, Date Amount Paid Check Total
Page: 1
ap kH! t
Check History Listing
Page: 2
03114/2011
9 :1 AM
CITY OF ARROYO RAN E
Bank code:
boo
Check #
Date
Vendor
Status Clear/Vold Date Invoice
Inv. Date
Amount Paid
Check Total
866.19
149014
0310712011
002377 TUFF STAR, INC
8895358 -00
0212812011
E 010.4420.5603
10-36
10.36
10.36
149015
0310712011
006551 UNITED STAFFING ASSOC.
075105
0212312011
E 840.4712.5303
1,083.80
1,3.80
074957
0211812011
E 840.4712.5303
870.83
870.83
1,934.43
149018
0310712011
000880 USA BLUE BOOK
339822
0212412011
E 840.4712.5273
107.28
107.28
333479
0212312011
E 840.4712.5804
50.54
50.54
339054
0212312011
E 840.4712.5804
39.81
im
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W 00
O
149017 0310712011 002137 VERIZON WIRELESS
39.81
19.1
09475 1 5328 0212712011
E 010.4201.5403 595.37
595.37
0948317256 0210712011
E 010.4421.5602 43.09
43.09
838.98
Page: 2
arp kHl t
Check History Listing
Page: 21
03/14/2011
:17AM
ClITY OF ARROYO GRANDE
Sank code: b
C heck 9
Date Vendor
Status ClearNold Date Invoice
Inv. Date
Amount Paid
Check Total
14901
0310712011 00 337 VETERINARY PET
021011
0310412011
E 010.4201.5322
524.23
524.23
524.23
149019
03/07/2011 007599 WATER SYSTEMS
0224
12/31/2010
E 640.471 .5303
1
1
1,902.25
149020
0310712611 600689 WE PAYMENT CENTER
82221 8282
0210112611
E 010.4201.5324
157.50
157-
157.
149921
0310712911 999699 LEE WILSON ELECTRIC
1912
9211912911
E 919.4364.5303
1
1,51 5.96
1,51 5.06
149922
9319712911 994897 W R INC
74526
1119912919
E 359.5642.7701
21,189.26
21,1 89.26
21,189.26
149623
0310712611 992289 WULFING'S BACKGROUND
921311
6211312011
E 919.4291.5316
459.90
450.
450.60
D 149024 0310712911 998338 SABRINA ZIMMERMAN 639211 03102/2011
t� R 919.9999.4354 45.96
45.66
CL
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Check History Listing
P 22
0311412011
:1 AM
CITY OF ARROYO GRANDE
Bark code:
boa
Check #
Date
Vendor
Status Clear/Vold Date Invoice
Inv. Date
Amount Paid
Check Total
149025
9311012011
008352 1 I F I I I BALDIVIEZ
I of 9 109972
0310912011
B 640.9000.2301
28.88
2.
2.
149026
9311012011
908359 CAL-WEST
RefOOO 109934
0310412011
B 649.0900.2301
108.73
108.73
108.73
149927
9311012011
098344 PATRICK I FISHED
Ref0001 0992
0310412011
B 649.0000.2301
39.77
39.77
39.77
149928
9311612611
668343 GAILY GIUMARRA
I ef696109927
0316412611
B 649.6666.2361
257.76
257.76
257.76
149929
0311612611
668349 LOAD ZONE INC
Ref0001 09933
6316412611
B 649.6666.2361
164.73
164.73
164.73
149939
9311912611
698348 ESTHER SCHEPPER
RefOOO 109932
6310412611
B 646.6666.230 1
11 7.7 1
117.71
117-71
149031
9311912911
968345 SCOTT SMITH
RefOOO 109929
6316412611
B 646.9660.2361
47.12
47.12
47.12
Page: 22
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03/14/2011 9 :1 T AM
Check History Listing
CITY OF ARROYO RANDE
Page: 23
Bank code, boa
Check # Date Vendor Status ClearNold Date Invoice
149032 03/10/2011 008346 STEVEN & STACIE TOMAZIN Ref0001 09930 03/04/2011
B 640.0000.2301
149033 03/10/2011 008347 AN E MAF IE WOODWARD
Fef0001 09931 03/04/2011
B 640.0000.2301
149034 03/10/2011 008353 G ENEVIEVE YAMADA
149038 03/11/2011 007704 AECOM USA IN
149039 03/11/2011 006341 AN FL
149040 03/11/2011 006607 AT
Inv. Date Amount Paid Check Total
F of 000109973 03/09/2011
B 640.0000.2301
3708847 02/0412011
E 350.5829.7501
19291 02/16/2011
E 010.4213.5604
9999921 6940 02/25/2011
E 640.47 19.5493
999992169409 02/2512011
E 01 0.4145.5403
118.09
118.09
118.09
25.07
25.07
25.07
79.39
79.39
79.39
3
3
V15.20
91.35
91.35
91.35
29.26
14.34
43.60
Page: 23
ap kHist Check History Listing Page: 24
03/1412011 :1 AM CITY OF ARROYO GRANDE
Bank code: boa
Check # Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Tote
149041 03/11/2011 000065 BRENDA BARROW 030711 03/10/2011
E 010.4423.5253 22.87
E 010.4425.5255 84.68
Page: 24
107.55
107.55
14904 03/1112011 000078 BLUEPRINT INT E PF E
12165
03/01/2011
E 350.5910.7301
342.13
342.13
11902
01/2912011
E 010.4301.5201
33.80
33.80
375.93
149043 03/11/2011 000087 BREMEN BEN PEST CONTROL,
134805
02/24/2011
E 010.4213.5604
114.00
114.00
135369
02/18t2011
E 010.4213.5604
109.00
109.00
1 34801
02/24/2011
E 010.4213.5604
105.00
105.00
134800
02/17/2011
E 010.4213.5604
80.00
80.00
408.00
149044 03/11/2011 008292 BURNES COMMERCIAL
030811
03t=2011
E 010.4101.5303
2
c>
2
2,923.00
w 00
-gh. i
Page: 24
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03114/2011 9 :1 AM CITY OF ARROYO # ANDE
Page: 2
Bank code: boa
Che # Data Vendor
149045 03/11/2011 004077 CA ST DEPT OF HEALTH
149946 03/11/2011 091243 CIA - CA REDEVELOPMENT
149047 0311 112011 0979851 WILLIAM R DYER
149048 9311112011 999225 EARTH SYSTEMS PACIFIC
149049 03/11/2011 003017 RYAN FOSTER
149050 0311112011 000262 FRANK'S K'S L IB KEY
Status Clear/ Vold Data Invoice
021911
Inv. Data Amount Paid
02/19/2011
E 649.4712.5501 60,00
E 220.4303.5501 79.99
Check Total
Page. 2
130.00
130.99
3653
0310712011
E 284.4103-5303
200.00
200.00
290.99
8180A/818013/8179
0211 012011
E 350.5422.7501
19,949,94
1 9,049.94
19,049.94
236591
0219812011
E 350.5435.7391
381.59
381.50
381.59
931111
0311112011
E 010.4140.5602
51.82
E 010.4140.5602
26.08
77.90
77.90
31649
0310112011
E 350.5435.7001
439.69
439.69
1 635
0212512011
E 350.5435.7001
378.09
378.09
817.78
Check Total
Page. 2
apCkHist
Check History Listing
Page:
0311412011 :1 AM
CITY OF ARROYO GRANDE
28.00
Bank code: boa
C heck # Date Vendor
Status ClearNold Date Invoice
Inv. Date
Amount Paid Check Total
149051 0311112011 002358 GREAT WESTERN ALARM
110200013101
0310112011
008844 ]R ON MOUNTAIN
D D3 35
0212812011
E 010.4213.5303
28.00
28.00
110200713101
0310112011
E 010.4213.5303
28.00
150.1
28.00
110102455101
0310112011
E 350.5435.7001
28.00
149053
0311112011
28.00
030211
110202323101
0310112011
E 010.4213.5303
28.00
Page:
28.00
112.00
149052
0311112011
008844 ]R ON MOUNTAIN
D D3 35
0212812011
E 010.4002.5303
150.12
150.1
150.1
149053
0311112011
008355 GENA rl
030211
0310212011
010.0000.4805
1 5-00
16-00
15.00
149054
0311112011
000088 MATCO TOOLS
39244
0310312011
220.4303.5273
377.82
377.82
377.82
149055
0311112011
008350 MEATHEAD MOVERS INC
OR- 645738
0310112011
D
350.5435.7001
2,889.75
2
2,889.75
c�
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ap kHist
03/14/2011 9 :17AM
Check History Listing
CITY OF ARROYO GRANDE
Page: 27
Bank code: boa
C heck # Date Vendor status ClearfVoid Date Invoice
140058 03/11 /2011 000428 MINER'S 'S A E HARDWARE, E, X 885
552
152587
198541
152888
X075
169097
X68607
14057 03/11/2011 007951 MW AR IN
14058 03/11/2011 003308 ALI NEFF
Inv. Date Amount Paid Check Tot
10346.007
030211
03/04/2011
E 812.4810.5810
03/00/2011
E 840.4712.5604
03/0412011
E 812.4810.5273
03/0312011
E 010.4424.5257
03/00/2011
E 840.4712.5255
03/08/2
E 640.4712.5604
03/0012011
E 640.4712.5604
03/04/2011
E 612.4610.5610
12/10/2010
E 350.5435.7501
03/02/2011
E 010.4421.5201
80.77
-39.03
3,430.88
3,439.88
43.47
43.47
136.19
3
Page: 27
spDkHi Check History Listing Pa ge: 2
03/1412011 9:17AM CITY OF ARROYO GRANDE
Bank code: boa
Check # Date Vendor
149059 03/11/2011 000468 OFFICE DEPOT
Status ClearNold Date Invoice Inv. Date Amount Paid
5519331 08001 0211 112011
E 010.4120.5201 393.57
398.57
552246963001 0211512011
E 010.4120.5201 65.15
65.15
552243577001 0211712011
E 010.4120.5201 ,367.14
43.47
Check Total
- 367.14
91.58
149060 0311112011 000503 P RI HARD'S PRE
218183
0113112011
E 350.5638.7501
506.57
506.57
506.57
149061 0311112011 002670 RICOH LEASING
8799448
0212012011
E 010.4421.5602
170.
170.55
170.55
149062 0311112011 000564 S LO COUNTY NEWSPAPERS
6921068
1212612010
E 010.4212.5301
1 1 887-85
1,887.85
6922389
1212612010
010.41 0. 5301
137.53
137.53
6922890
1212612010
D
E 010.41 30.5301
98.26
98.26
2,123.84
c�
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Page: 29
Check Total
ap kH! t
C heck History Listing
0311112011 000641 T STE CO NSTRUCTION 8
P a g e.
0311412011 :1 TAIGA
CITY OF ARROYO GRANDE
Bank code: boa
E 350.5638.7501 8
850.00
C heck # Date Vendor
Status Clear/Vold Date Invoice
Inv. Date
Amount Paid Check Total
149063 03111/2011 002250 STEVEN ENTERPRISES, INC
0255849 -IN
0211112011
149065 0
0311112011 006062 TRANSITIONS 0
022511 0
E 010.4301.5201
73.02
E 010.4130.5201
73.01
E 285.4553.5303 1
1 02,528.41
146.03
0265586 -ITV
0210812011
102528.41
149066 0
E 010.4301.5201
5139
0311012011
E 010.4130.5201
51.80
103.59
w
00
249.52
850.00
102,628.41
185.00
55.94
Page:
149054 0
0311112011 000641 T STE CO NSTRUCTION 8
845 0
0210312011
E 350.5638.7501 8
850.00
850.00
149065 0
0311112011 006062 TRANSITIONS 0
022511 0
0212512011
E 285.4553.5303 1
1 02,528.41
102528.41
149066 0
0311112011 000822 US POSTMASTER 0
030911 0
0311012011
E 01 0.4145.5208 1
185.00
185.00
149057 0
0311112011 002137 VERIZON WIRELESS ELESS 0
0953244873 0
02122/2011
E 010.4305.5403 5
51.69
E 010.4301.5403 1
15.59
E 010.4301.5403 -
-11.34
D 5
55.94
c�
c�
149058 0
0311112011 002609WATERBOYS PLUMBING 0
030411 0
03104/2011
— E
E 226.4305.5303 2
25
c�
25,373.77
00
249.52
850.00
102,628.41
185.00
55.94
Page:
ap kHlst
Check History Listi
Page:
03 /1412011 :17AM
CITY O F ARROYO ANNE
Sank co boa
Ch eck # Date Ven
Status Clear/Void Date invoice
Inv. Date
A mount P Ch eck Tota
16544
0211 5120 11
E 010.4213.5303
189.05
189.05
16556
021/
E 010.4213.5303
150.00
150.00
25, 12.82
149069 03!11/2011 007254 CHELSEA WIDING 021611 021/16/2011
1 0.0000.435 4 70.00
70.
boa Total: 332,644.58
126 che in this report Total Checks: 332,544.58
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ATTACHMENT
CITY OF ARROYO GF A DE
DEPARTMENTAL LABOR DISTRIBUTION
TION
PAY PERIOD
1 81201'1 - 31312011
0 3/11111
FUND 010
314,258.88
5101
Salaries Full time
200,743.28
FUND 219
18.01
5102
Salaries Part -Time - PPT
18,205.42
FUND 220
17
5103
Salaries Part -Time - TPT
27
FUND 226
1
5105
Salaries OverTime
21,280.08
FUND 284
1
5107
Salaries Standby
350.25
FUND 285
1 24.78
5108
Holiday Pay
21
FUND 290
111
5109
Sick Pay
7,571.72
FUND 812
8,919.58
5110
Annual Leave Buyback
FUND 640
20
5111
Vacation Buyback
475, 248.79
5112
Sick Leave Buyback
5113
Vacation Pay
10,009.65
5114
Comp Pay
3,108.75
5115
Annual Leave Pail
4,178.44
OVERTIME NE BY DEPARTMENT: TMENT:
5121
PERS Retirement
78,647.1
Admin. Support Services
-
5122
Social Security
22
Community Development
-
5123
PARS Retirement
563.86
Police
7
5126
State Disability Ins.
1
Fire
12
5127
Deferred Compensation
633.21
ovrnment Bldg Maint.
5131
Health Insurance
49
Engineering
5132
Dental Insurance
5
Fleet Maintenance
102.00
5133
Vision Insurance
1,165.76
Parks
5134
Life Insurance
458.76
Recreation - Admn
5135
Long Term Disability
-
1 ec - Special Events
-
5143
Uniform Allowance
-
hildren In Motion
5144
Dar Allowance
875.00
Soto Sport Complex
5146
Council Expense
-
Public Works Maintenance
1
5147
Employee Assistance
-
21,280-08
5148
Boot Allowance
-
5149
Motor Pair
75.00
5156
Bi -Lin ual Pay
125.00
5151
Dell Phone Allowance
352.56
475,248.79
Agenda Item 8.a
Page 41
THIS PAGE INTENTIONALLY LEFT BLANK
Agenda Item 8.a
Page 42
N RRO Y6
INCORPORATWD
JK'VULY W. 19 1 11 *
c 14
MEMORANDUM
To: CITY COUNCIL
FROM: ANGELA K AETSCH, DIRECTOR of ADMINISTRATIVE SEF VICE
BY: MICHELLE MAYFIELD, TREASURER 9/4
SUBJECT: CONSIDERATION of STATEMENT of INVESTMENT T DEPOSITS
DATE: MARCH 22, 2011
RECOMMENDATION:
It is recommended the City Council receive and file the attached report listing the current
investment deposits of the City of Arroyo Grande, as of February 28, 2011, as required by
Government Code Section b.
FINANCIAL IMPACT:
There is no funding impact to the City related to this report. However, the City does receive
interest revenue based on the interest rate of the investment(s).
BACKGROUND:
This report represents the City's investments as of February 28, 2011. It includes all
investments managed by the City, the investment institution, investment type, boob Value,
maturity date, and rate of interest. As of February 28, 2011 the investment portfolio was in
compliance with all State lavers and the City's investment policy.
ANALYSIS of ISSUES:
The Director of Administrative Services has historically submitted to the City Council a monthly
report, providing the following information:
1. Type of investment.
2. Financial institution (bank, savings and loan, broker, etc).
3. Date of maturity.
4. Principal amount.
8. Fate of interest.
6 Current market et Value for all securities having a maturity of more than 12 months.
7. Relationship tionship of the monthly report to the annual statement of investment policy.
Agenda Item 8.b.
Page 1
CITY COUNCIL
CONSIDERATION of INVESTMENT DEPOSITS
MARCH 22, 2011
PAGE 2
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
R ecommended Alternative - Approve staff's recommendation to receive and file the
attached report listing the current investment deposits.
- o not appro staffs recommendation
- Provide direction to staff
ADVANTAGES:
Safety of principal is the foremost objective of the City. investments are undertaken In a
manner that seeks to ensure the preservation of capital in the overall portfolio.
DISADVANTAGES:
TAGEs:
Some level of risk is present in any investment transaction. Losses could be incurred due to
market price changes, technical cash flow complications such as the need to withdraw a non -
negotiable Time Certificate of Deposit early, or even the default of an issuer. To minimize such
risks, diversifications of the investment portfolio by institution and by investment instruments are
being used as much as is practical and prudent.
ENVIRONMENTAL ONMEI TAL F E1 IEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, M arch 17, 2011. The Agenda and
report were posted on the City's website on Friday, March 18, 2011, No public comments were
received.
Attachments:
1. Portfolio Summary: February 28, 2011
Agenda Item 8.b.
Page 2
ATTA H ME NT 1
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CITY O
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CITY F ARROYO GRANDE
Portfolio Mana
Portfolio Summar
February 28, 201
City of Arroyo Grande
214 E. Branch S
Arroyo Grande, CA 93430
Phone: (305)473 -5400
I nterest
Investments Book Value Interest Rate Rate PY Date of Purchase Term Maturity Date % of Portfolio
Local A encyInvestment Funds 16,824,188.51 0.512% 0.577% 91.32%
C ettcaW of Deposit - Banks
First Fed Bank of California
99,000.00 2.53
September 18, 2009
731 Septe 21, 2011
0.54%
Redding Ban of Commerce
250,000.00 2.40%
September 21, 2009
913 March 21, 2012
1.36%
First Republic Bank
250,000.00 3.00%
November 9, 2009
30 mos November 9, 2012
1.36%
DARS
1,000,000.00 1.91
.July 1, 2010
24 rhos .June 28 2012
5.43%
Total Certificates of Deposit
1,599,000.00
8 .68%
Total Investments $
10,423,100.51
100.00
wCr
THIS PAGE INTENTIONALLY LEFT BLANK
Agenda Item 8.b.
Page 4
MINUTES
SPECIAL MEETING of THE CITY COUNCIL
TUESDAY, FEBRUARY 8, 2011
COUNCIL CHAMBERS, 215 EAST BRANCH STREET
ARROYO GRANDE, CALIFORNIA
1. ROLL CALL:
Mayor ror Ferrara called the special meeting to order at 6:30 p.m. council Member Joe Costello,
Council Member Jim Guthrie, council Member Tim Brown, Mayor Pro Tern Caren Ray, City
Manager Steven Adams, and City Attorney Tim Carmel were present.
2 . PUBLIC COMMENT:
None.
3 . CITY COUNCIL CLOSED SESSION:
a. CONFERENCE WITH LEGAL COUNSEL — Anticipated Litigation
Initiation of litigation pursuant to Government code Section 9.9c: 1 Case
4. RECONVENE To OPEN SESSION:
M ayor Ferrara announced that there was no reportab)e action from the closed session.
5 . ADJOURNMENT:
The meeting was adjourned at 6:44 p.m.
Tony Ferrara, Mayor
ATTEST:
Kelly Wetmore, City Clerk
(Approved at CC Mtg
Agenda Item 8.c.
Page 1
MINUTES
SPECIAL MEETING OF THE CITY COUNCIUREDEVELOPMENT AGEN Y
FISCAL YEAR 2011-12 2012-13 BUDGET GOALS
THURSDAY, FEBRUARY 17, 2011
CITY of ARROYO GRANDE AND WOMAN'S CLUB
COMMUNITY CENTER, 211 VERNON STREET
ARROYO GRANDE, CALIFORNIA
I. CALL To ORDER
Mayor /Chair Ferrara called the Special City Council/ Redevelopment Agency meeting to order at
6:00 p.m.
2. ROLL CALL
City Council/RDA- Council /Board Member .doe Costello, Council /Board Member Jim Guthrie,
Council /Board Member Tim Brown, and Mayor /Chair Tony Ferrara were
present. Mayor Pro TemNice Chair Caren Flay was absent.
City Staff Present: City Manager Steven A dams, Executive Assistant/Deputy City Clerk Kitty
Norton, Director of Administrative Services Angela Kraet ch, Community
Development Director Teresa McCli h, Police Chief Steven Annibali and
Information Technology Manager Walt Cu ick.
3. FLAG SALUTE
Mayor Ferrara/Chair Ferrara led the Flag Salute.
4. cITI BI 6' II PUT, COMMENTS, AND SUGGESTIONS
Mayor /Chair Ferrara provided information regarding the Budget Workshop and the Critical
Needs Action Plan. He explained the format of the meeting, which would include public input,
comments and suggestions: referenced the handout provided; and then introduced City
Manager Adams.
5 . CONSIDERATION of FY 2011 -12 AND FY 2012 -1 BUDGET GOALS AND PRIORITIES
City Manager Adams provided background information on the budget and public input
processes. He stated the second workshop, called a budget strategy workshop, would be held
at 6:00 p.m. on March 24, 2011 at the City of Arroyo Grande and Woman's Club Communit
Center, and the third meeting, highlighting budget recommendations, would be held on May 2
in the Arroyo Grande City Council Chambers, also at 6:00 p.m. City Manager Adams also
provided an outline of the Critical Needs Action Plan as well as Citywide Major Goals.
Mayor /Chair Ferrara opened the public comment period, and the following members of the
public provided comments and suggestions: Jim Bro , Susan Flores, Patty Welsh, (like
McConville and Tian Moore. Council /Board Member comments and suggestions were also
added to the goal list and are designated with an asterisk on the following lists.
The following items were presented and documented as follows:
Goals Not Nece ary (public comment)
Brico Interchange
Agenda Item 8.c.
Page 2
Minutes: Special city CouncillRedevelopment Agency Meeting Pepe 2
Thursday, February 17, 201
Goals to Add (public and Council comments
Repave East Branch Street
Crown bill Intersection /Lefthand
Huasna Road Sidewalks — north side to LaCresta Stagecoach
Sidewalks next to Paulding School on East Branch Street
*Increase reserve policy to Flo
*Consolidation and /or sharing of public safety and other services
*Oak Paris Boulevard joint project with Grover Beach
Traffic Way repairing
New police building
*Ability to fight wildland fires
Enhance first responder for emergency situations
Page Elm Bt re et
*Education for purchase of State Water
Review current barricade at Crown Hill
Correct what happened to Conrad House and historical properties
City Manager Adams and staff responded to questions from the public. City Manager Adams
then provided a report on Local Sales Tax projections and goals.
Mayor /Chair Ferrara opened the public comment period, calling for additions or deletions
regarding Local Bales Tax Funds, and the following members of the public spoke: (like
McConville, Patty Welsh, Susan Flores and ,John Keen.
Local Sales Tax Funded Items to Add (public and Council comments)
Sidewalk south side of East Branch Street near Paulding School
Automated speed signs — 500 Block East Branch Street near driveway
Erosion control on East Branch Street near driveway at Paulding School
Reserve funds for maintenance of City buildings
Tree trimming in the creek
Correct drainage problems at East Grand Avenue and Larchmont Drive
*Remove ,James Way speed bump
*In sidewalk and concrete funding
City Manager Adams and staff responded to questions from the public and Council regarding
future Police Department loan, property owner contribution to installing sidewalks, flooding at
the corner of Vilest Branch Street and East Grand Avenue, police firing range funds, and
flexibility to shift funds.
Local Sales Tax Items to Delete (Council comment
*Creek ivy removal (use of volunteers
*Drainage/Creek protection
City Manager Adams provided a summary of goals for the City Manager's office. Deputy City
Clerk Norton provided a summary of goals for the City Clerk Division of the Legislative and
Information Services Department. Information Technology Manager Cuzick provided a
surnmary of goals for the Information Technology Division of the Legislative and Information
Services Department. Administrative Services Director Kraetsch provided a summary of the
goals for the Administrative Services Department and the Human Resources s Division.
Agenda Item 8.c.
Page 3
Minutes: Special City CouncillRodevelopment Agency Meeting Page
Thursday Thursda Y February 17, 2011
Community Development Director McCllsh provided a summary of goals for the Community
Development Department, including the Engineering, Planning and Building Divisions. City
Manager Adams provided a summary of goals for the Recreation and Maintenance Services
Department in Recreation and Maintenance Services Director Per yin's absence. Police Chief
Annibali provided a summary of goals for the Police Department.
City Manager Adams and staff answered questions or provided clarification regarding the OPEB
actuarial study, the Fredericks property, status of the General Plan update, resources for the
Zone 8 Advisory Board, pedestrian pathway for housing project south of Hillcrest, Newsom
Springs Phase 11 drainage project grant potential, FredericklWilliams property and Land Use
Element, halter neutralization fees, and fueling station.
Council /Board Member Guthrie requested information be provided in the future regarding the
gross costs per student for the City's Children In Motion program, as well as the purpose and
cost of the Arroyo Grande High School Resource Officer.
Mayor/Chair Ferrara opened the public comment period, calling for additions or final comments,
and the following members of the public spoke: Susan Flores and Mike McConville.
De artment Goals (public comment)
Expand water conservation to washing machines, dishwashers, tankless water heaters, etc.
Ensure caller can get human voice when calling City offices
Building Code training for contractors
Trail grant for creek — trail expansion
Guitars Not Guns youth program
Eliminate sidewalk trip and fall hazards from three to two gears or sooner
Hearing no further public comments Mayor /Chair Ferrara closed the public comment period.
There was no formal action taken at the Budget Workshop.
8. ADJOURNMENT
Mayor/Chair Ferrara adjourned the Special Meeting at 8:50 p.m. to the next Regular City
Council /Redevelopment Agency Meeting on Tuesday, March 8, 2011 at 7:00 p.m.
Tony Ferrara, Mayor/Chair
ATTEST.
Kitty Norton, Deputy City Clark/Agency Secretary
(Approved at CC Mtg
Agenda Item 8.c.
Page 4
CORRECTED
MINUTES
SPECIAL MEETING F THE CITY COUNCIL
TUESDAY, FEBRUARY 22,2011
COUNCIL CHAMBERS, 215 EAST BLANCH STREET
ARROYO IRANDE, CALIFORNIA
NIA
1. (ROLL CALL:
Mayor Ferrara called the special meeting to order at 6:45 p.m. council Member Joe Costello,
Council Member Jim Guthrie, council Member Tim Brown, Mayor Pro Terry Caren Flay, city
Manager Steven Adams, and city Attorney Tim Carmel were present.
2 . PUBLIC COMMENT:
None.
3. CITY COUNCIL CLOSED SESSION.
ar. CONFERENCE WITH REAL PROPERTY NEGOTIATOR pursuant to Government
Code Section 54956.8:
Property: APN : 077-131 -011; Located at 1 303 E. Grand Avenue
Agency Negotiator: Steven Adams, City Manager
Negotiating Party: Betty A. Carroll
Under Negotiation: Price, Terms and Conditions of Potential Purchase
4 . REC TO OPEN SESSION:
Mayor Ferrara announced that there was no reportable action from the closed session.
5. ADJOURNMENT:
The meeting was adjourned at 6:59 p.m.
Tony Ferrara, Mayor
ATTEST:
Kell y Wetmore, City clerk
(Approved at CC Mtg )
Agenda Item 8.c.
Page 5
ACTION MINUTES
SPECIAL MEETING of THE CITY COUNCILIF EDEVELOPMENT AGENCY
TUESDAY, MARCH 8, 2011
COUNCIL C FOAM B E IRS , 215 EAST BRANCH ST E ET
ARROYO GRANDE, CALIFORNIA
1. CALL To ORDER
Mayor Ferrara called the Special City Council/ Redevelopment Agency meeting to order at 6:
P.M.
2 . ROLL CALL
City Council/RDA: Council /Board Member Tim Brown, Council /Board Member .Jim Guthrie,
Council /Board Member .Joe Costello, Mayor Pro Tem ice Chair Caren
Fury, and Mayor /Chair Tony Ferrara were present.
City Staff Present: City Manager/Executive Director Steven Adams, City Attorney Tim
Carmel, and City Clerk /Agency Secretary Telly Wetmore.
8. FLAG SALUTE
Mayor Ferrara led the Flag Salute.
4 . PUBLIC COMMENT
No public comments were received.
5 . CONSIDERATION OF RESOLUTIONS APPROVING A FUNDING AGREEMENT FOR LE
POINT STREET IMPROVEMENTS AND PARKING LOT EXPANSION PROTECT, PW 2011=
02 rCOUNCIUR DAl
City Manager/Executive Director Adams presented the staff re port and recommended that the
Council /RDA DA Board: 1 Adopt ar Resolution olution of the Arroyo Grande Redevelopment Agency
approving ar Funding Agreement by and between the Agency and the City of Arroyo Grande,
and mating the findings required by Health & Safety Code Section 33445, for Agency funding of
the Le Point Street Improvements and Parking Lot Expansion Project, PW 2011-02; Adopt a
Resolution of the City Council of the City of Arroyo Grande approving a Funding Agreement by
and between the City of Arroyo Grande and the Arroyo Grande Redevelopment Agency, and
making the findings required by Health & Safety Code Section 33445, for Agency funding of the
Le Point Street Improvements and Parrying Lot Expansion Project, PW 2011-02; and 3)
Authorize the Mayor to execute the Funding Agreement contingent upon the award of the
construction contract for the Le Point Street Improvements and Parting Lot Expansion Project.
Action: Board Member Costello moved, and Vice Chair Ray seconded the motion to adopt a
Resolution as follows: " RESOLUTION OF THE ARROYO GRANDE REDEVELOPMENT
AGENCY APPROWNG AN AFFORDABLE HOUSING AND LOAN AGREEMENT FOR THE
DEVELOPMENT OF AN AFFORDABLE HOUSING RENTAL PROJECT AND FINDING G THA T
THE AGENCYS EXPENDITURE OF LOW AND MODERATE INCOME 1E HOUSI G FUNDS
OUTSIDE THE B G UNDA RIES OF THE ARROYO GRANDE 1 E El EL OPME T PROJECT
AREA BENEF1TS THE PROJECT A REA The motion passed on the follow ing roll -call vote:
Agenda Item 8.c.
Page 6
Action Minutes: City CouncillRedevelopment Agency Special Meeting Page
Tuesday, March 8., 2011
AYES: Costello, Ray, Guthrie, Brown, Ferrara
NOES: None
ABSENT: T: None
Action Council Member Costello roved, and Mayor Pro Tem Ray seconded the motion to
adopt a Resolution olution a follows "'A RESOLUTION F THE CITY COUNCIL OF THE CITY OF
ARROYO RA AIDE APPROVING A FUNDING A C REEMEN T BY AND BETWEEN THE CITY
AND THE ARROYO GRADE REDEVELOPMENT AGENCY, AND MAKING THE FINDINGS
REQUIRED BY HEALTH & SAFETY CODE SECTION 33445, FOR AGENCY FUNDING F
THE LE POINT STREET IMPROVEMENTS AND PARKING LOT EXPANSION PROJECT,, PSI
2011-02"". The motion passed on the following roll -call vote:
AYES: Costello, Ray, , Guthrie, Brown, Ferrara
NOES: None
ABSENT: None
6. ADJOURNMENT
Mayor/Chair Ferrara adjourned the special meeting at 6:49 p.m.
Tony Ferrara, Mayor/Chair
ATTEST:
Kelly Wetmore, re, City Clerk/Agency Secretary
(Approved at CC Mtg 1
Agenda Item 8.c.
Page 7
ACTION MINUTES
REGULAR MEETING of THE CITY COUNCILI EDEVELOPMENT AGENCY
TUESDAY, All AI D H 8, 2011
COUNCIL CHAMBERS, 215 EAST BRANCH DH STF EET
ARROYO GRANDE, CALIFORNIA
1. CALL To ORDER
Mayor /Chair Ferrara called the Regular City Council/Redevelopment Agency meeting to order at
7:01 p.m.
2 . ROLL CALL
City Council/RDA: Council /Board Member Joe Costello, Council /Board Member Jim Guthrie,
Council /Board Member Tian Brown, Mayor Pro TemNice Chair Caren
Flay, and Mayor /Chair Tony Ferrara were present.
City Staff Present: City Manager/Executive Director Steven Adams, City Attorney Timothy
Carmel, Director of Legislative and Information services /City Clerk belly
Wetmore, Director of Administrative Services Angela Kraets h, Building
Official J hnathan Hurst, Associate Planner Ryan Foster, Associate
Planner Kelly Heffernon, and Community Development Director Teresa
McClish.
3 . FLAG SALUTE
Peggy Hoobery, representing Arroyo Grande Rotary Club, led the Flag Salute.
4 . INVOCATION
Mayor Ferrara delivered the invocation.
5 . SPECIAL PRESENTATIONS
5 .a. Honorary Proclamation Declaring 2011 as a Year of Celebration of the 100 Year
Anniversary of California W Having the Fight to ate in the City of Arroyo
Grande.
Mayer Pro Term Flay read and presented the Proclamation to Colleen Ehrenberg, a
representative from the League of Women V oters.
8. AGENDA REVIEW
8.a. Ordinances Read in Title only.
Council /Board Member Brown moved, Council /Board Member Costello seconded, and the
motion passed unanimously that all ordinances presented at the meeting shall be read by title
only and all further read ings be waived.
7 . CITIZENS' INPUT, DOMMEI TS, AND SUGGESTIONS
The following members of the public spoke during Citizens' Input, Comment and Suggestions:
Patty Welsh, Pradera Court; Richard DufFin, Arroyo Grande resident; and Brad mock and Jeff
Pinock representing Surfriders Foundation.
8. CO S� T AGENDA
Mayor Ferrara invited public comment on the Consent Agenda. Speaking from the public was
Patty Welsh regarding Item 8.d. There were no other comments received, and the pudic
comment period was clo
Agenda Item 8.c.
Page 8
Minutes: . Cit Council Redevelopment Agency Regular Meetin
Tuesday, March , 2011
Page 2
Acton: Council /Board Member Costello moved, and Council /Board Member Brown seconded
the motion to approve Consent Agenda Items 8.e. through 8.g., with the recommended courses
of action. The motion passed on the following roll -call vote:
AYES. Costello, Brown, Guthrie, Flay, Ferrara
NOES: None
ABSENT: None
8.a. consideration of Cash Disbursement Ratification.
Action: Ratified the listing of cash disbursements for the period February 16, 2011
through February 2, 2011.
8.b. consideration of Approval of Minutes.
Action: Approved the minutes of the Regular City Council /Redevelopment edevelopment Agency
meeting of February 8, 2011, the special City Council Meeting of February 22, 2011
and the Regular City Council /Redevelopment edevelopment Agency Meeting of February 22, 2011, as
submitted.
8.c. consideration of Award of Bid for the Plumbing Retrofit Program.
Action: 1 Awarded the Plumbing Retrofit Bid to Iaterboys Plumbing, Inc. in the
amount of $103,770.00; 2 Authorized the Mayor to execute the contract; and 8
Directed staff to issue the Notice of Award and Notice to Proceed along with other
necessary contract documents.
8.d. consideration of an Award of contract to Brough construction, Inc. for
Construction of the Le Point street Improvements and Parking Lot Expansion
Project, PTV 2011-02.
Action: 1 Awarded a contract for the Le Point street Improvements and Parking Lot
Expansion Project to Brough Construction, Inc. in the amount of $801,038.78; and 2
Authorized the City Manager to approve change orders for approximately 18°x. of the
contract amount, $75,000.00, for unanticipated costs during the construction phase of
the project; and 8 Appropriate $320,000 in Redevelopment Agency funds for the le
Point street Improvements and Parking Lot Expansion Project.
8.e. consideration of FY 2011 -12 and 2012-13 Budget Goals and Priorities.
Action: Approved proposed budget goals and priorities for FY 2011 -12 and FY 2012-13.
8.f. consideration of a Retainer Agreement with Phillips & Cohen LLP and Day Pitney
LLP in connection with the city's Participation in United states and State of
California Et Al. Esc Rel. Hendry V. J -M Manufacturing Co., Et Al. as a Real Party in
Interest.
Action. Approved and authorize the City Manager to execute a Retainer Agreement with
Phillips & Cohen LLP and Day Pitney LLP in connection with the City's participation in
United states and state of California et al. ex rel. Hendrix v. J-M Manufacturing Co., et
al. as a Real Party to Interest.
8.g. consideration of a Resolution Accepting Easements for the Ell Camino Real
Rehabilitation and Enhancement Project, PW 2008 -9.
Action: Adopted Resolution olution No. 4344 as follows: "'A RESOLUTION OF THE CITY
COUNCIL OF THE CITY OF ARROYO GRANDE APPROVING ING SLOPE EASEMENT
DEEDS FOR THE EL CA INO REAL REHABILITATION AND ENHANCEMENT
PROJECT, PW 2008-09
Agenda Item 8.c.
Page 9
1Vlinute : City CouncillRedevelopment Agency Regular Meeting Pare
Tuesday, March 8, 2011
9 . PUBLIC HEARINGS
9.a. Consideration of Community D velopm nt Bloch Grant Projects for Year 2011.
Associate Planner Hffernon presented the staff report and recommended the Council adopt a
Resolution approving CDBG Project funds for Year 2011.
Mayor Ferrara opened the public hearing. speaking from the public in support of staff's
recommendations were Pearl Munick, representing Transitional Food and Shelter; Carol
Florence, representing Big Brothers Big Sisters; Maria Torres, representing Mission Community
Services Corporation; Camay Arad, representing Chameleon Fine Furniture and speaking on
behalf of Mission Community Services Corporation; Stephane Michel, representing CAPSLO
Homeless Services; and Laura Mohajer representing Alliance for Pharmaceutical Access. There
were no other comments received, and the public hearing was closed.
Acton. Council Member Costello moved to adopt a Resolution, as follows: ` "A RESOLUTION
OF THE CITY COUNCIL OF THE CITY of A o O GRANDE APPROVING COMMUNITY
DEVELOPMENT EL C ANT CDBG PROJECTS FOR YE4R 2011': Council Member
Guthrie seconded, and the motion passed on the following roll call vote:
AYES: Costello, Guthrie, Brown, Ray, Ferrara
NOES: Pone
ABSENT: None
Mayor Ferrara declared a conflict of interest relating to Items 9.b., .c., and g.d. due to
ownership of real property within Soo feet of the proposed project, stepped down from the dais,
and left the meeting.
Manor Pro Tern Ray took over as Presiding Officer.
9-b. Consideration of Specific Plan Amendment 10 -001; Amend the Berry Gardens
Specific Plan as it Relates to Development of Subareas 3 and ; Location
Southwest Corner of East Grand Avenue and South Courtland Street — Applicant:
l T Commercial.
Community Development Director McClish referred to correspondence received today from the
applicant and included in the Suppiementaf Memorandum distributed to Council regarding Items
g.b. and 9.c. which requests the Council limit consideration of the Specific Plan Amendment to
Subarea 4 for the Peoples Self Help Housing project and continuing Item 9.c. (subarea 3 ) to a
dame uncertain.
Associate Planner Foster presented the staff report and provided an Alternative
recommendation to adopt the Mitigated Negative Declaration and adopt a revised Resolution
with a revised Exhibit B designating Subarea 3 as an unplanned area and establishing
development standards for subarea 4 only. staff responded to questions from Council.
Manor Pro Tem Ray opened the public hearing. Speaking from the public were Dick Tompkins,
applicant, re presenting N T Commercial; and asking for clarification about the proposal were
Richard Duffin; Benadene Duffin; Russell Read representing Cookie Crock warehouse; John
Agenda Item 8.c.
Page 10
Minutes: City CouncillRedevelopment Agency Regular ular Meetin age
Tuesday, March 8, 2011
Mack; and Beth stepnit. There W ere no other comm received, and the public Dearing was
closed.
Action council Member Brown moved to adopt a Resolution, olution, a modified, as follows: "A
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO RANDS ADOPTING A
MITIGATED NEGA TI VE DECLARATION AND APPROVING SPECIFIC PLAN AMENDMENT
1 L CA TED AT THE SOUTHWEST CORNER OF EAST GRAND A VEN E AN
SO UTH C � RTLAN STREET; APPLIED FOR 1111 T COMMERCIAL'S
Council Member
Guthrie seconded, and the motion passed on the following roll call vote:
AYES: Brown, Guthrie, Costello, Flay
NOES: Bone
ABSENT: Ferrara
9 .c. consideration of Tentative Parcel Map 10-001 and conditional Us Permit 10-001;
Subdivide 4.47 Acres into Four Parcels of 0.51, 0.59, 2.58, and 0.57 Acres and
Construct Four commercial Buildings of 5,800, 8,787 35,788 and 5,700 Square -
feet Respectively; Location - Southwest corner of East Grand Avenue and South
courtland Street - Applicant: NIT commercial.
As noted earlier, the applicant requested a continuance of Item g.c. to a date uncertain.
Action: council Member Brown moved to continue Item g.c. to a date uncertain. council
Member Guthrie seconded, and the motion passed on the following roll call vote:
AYES: Brown, Guthrie, Costello, Flay
NOES: Bone
ABSENT: Ferrara
g.d. consideration of conditional Use Permit 10-003; construct a Thirty -Sic 8 Unit
Apartment Complex on 1.83 Acres; Location - Southwest corner of East Grand
Avenue and South courtland Street; Applicant - Peoples' Self Help Housing
Corporation and Affordable Housing and Loan Agreement. [COUNCIURDA]
Associate Planner Foster presented the staff report and recommended the council adopt a
Resolution approving conditional Use Permit 10-003 to construct a thirty -sic unit apartment
complex on 1.63 acres. In addition, staff recommended that the Redevelopment Agency Board
of Directors adopt a Resolution approving an Affordable Housing and Loan Agreement and
authorize the Executive Director to execute the Agreement.
Mayor Pro Tern Flay opened the public hearing. Speaking from the public in support of the
project were Scott smith and Bruce Frasier, representing Peoples' self Help Housing. other
members of the public who spoke and expressed concerns about the project were Jeff Buhler;
John Mack; Carla Wiley; Barbara White; and Wendy Beckham. There were no other comments
received, and the public hearing was closed.
Action: council Member Brown moved to adopt a Resolution, as follows: "A RESOLUTION F
THE CITY COUNCIL CtL F THE CITY OF ARROYO RANDS APPROVING CONDITIONAL
USE PERMIT 1 LOCATED A T THE E UTl f E T CORNER OF EAST GRAN
Agenda Item 8.c.
Page II
Minutes: City CouncillRedevelopment Agency Regular uler Meeting Page
Tuesday,, March , 2
A EN E AND SOUTH COU TLA N STREET; APPLIED FOR PEOPLES' SELF -HELP
HOUSING". Council Member Costello seconded, and the motion passed on the following roll
call vote:
AYES; Brown, Costello, Guthrie, Ray
NOES: hone
ABSENT: Ferrara
Action: Board Member Costello moved to adopt a Resolution, as follows: " "A RESOLUTION F
THE ARROYO GRANDE REDEVELOPMENT A ENCY APPROVING AN AFFORDABLE
HOUSING LOAN AGREEMENT EEMENT F 1 THE DEVELOPMENT OF AIII AFFORDABLE
HOUSING RENTAL PROJECT AND FINDING THAT THE A EI CY'S EXPENDITURE OF
LOW AND MODERATE INCOME HOUSING FUNDS OUTSIDE THE BOUNDARIES OF THE
ARROYO RAN E REDEVELOPMENT PROJECT ECT A EA BENEFITS THE PROJECT
AREA ", ice char Flay seconded and the motion passed on the following cell call vote.
AYES: Costello, Ray, Guthrie, Brown
NOES: None
ABSENT: Ferrara
10. CONTINUED BUSINESS
None.
11. NEW BUSINESS
None.
12. CITY COUNCIL MEMBER ITEMS
None.
13. CITY MANAGER ITEMS
a Request from Village Improvement Association to reconsider closure of E. Branch Street for
April 30, 2011 Farmer's Market.
City Manager Adams reported than the Village Improvement Association had requested the
Council reconsider closure of E. Branch Street in April due to negative impacts it would have on
Village businesses. The Council unanimously concurred with the request.
b Request for direction whether to maintain or delay city Hall Ribbon cutting ceremony due
to delays in elevator installation schedule.
In response to a request for direction by city Manager Adams, the council agreed unanimously
to maintain the date of March 26, 2011 as the dame for the city Hall Ribbon cutting Ceremony.
14. COUNCIL COMMUNICATIONS
Council Member B rown expressed concern about the cross that was stolen from St. John's
Lutheran Church and encouraged those responsible to return the cross with no questions
asked.
Agenda Item 8.c.
Page 12
lir e . City CouncillRedevelopment Agency Regular lar lee in Page
Tuesday,, Mar h 8. 201
Mayor Pro Term Flay referred back to Item g.b. and clarified that the public hearing process does
not generally include questions and answers; however, latitude was given to speakers due to
the request for a continuance and to provide an opportunity for clarification.
15. STAFF COMMUNICATIONS
Done.
16. COMMUNITY COMMENTS AND SUGGESTIONS
None.
17. ADJOURNMENT
Mayor Pro Tern/Vice chair Flay adjourned the meeting at 9 -. 15 p.m.
Tony Ferrara, Mayor /chair
ATTEST:
Kelly Wetmore, re, city Clerk/Agency Secretary
(Approved at CC Mtg }
Agenda Item 8.c.
Page 13
THIS PAGE INTENTIONALLY LEFT BLANK
Agenda Item 8.c.
Page 14
ROY
NCORPORATE� �
Y 104 '0" MEMORANDUM
Nfr
T: CITY COUNCIL ,�
FROM: TERESA MCC LISHt.'I RE DT R OF COMMUNITY DEVELO
BY: DARRYL MIMIC K, ASSISTANT PLANNER
SUBJECT: CONSIDERATION OF AUTHORIZATION TO USE CITY PROPERTY
AND CLOSE CITY STREETS FOR THE CENTENNIAL CELEBRATION
ON JUNE 25, JULY 9 AND JULY 10, 2011; TEMPORARY USE PERMIT
N. 11-004; CENTENNIAL CELEBRATION INCORPORATED
DATE: MARCH 22, 201
RECOMMENDATION:
It is recommended the City Council adopt a Resolution authorizing the use of City
property and closure of City streets for the Centennial Celebration on dune 25, 2011,
July g, 2011 a nd duly 10, 2011.
FINANCIAL IMPACT:
It is recommended that the City assume the costs for maintenance and other City
services used to conduct this event. Estimated costs have not yet been determined.
BACKGROUND:
Arroyo Grande was incorporated as a City on duly 10, 1911. Over the past 100 years
Arroyo Grand has maintained its unique character and community spirit. This will be a
year of celebration in Arroyo Grande to honor the City's Centennial. Events are planned
throughout the year with a special celebration on Sunday, duly 10 the 100th
anniversary of the City's incorporation. Along with the parade, additional events include
feed booths and entertainment in Olohan Alley and the IOOF Building, the Centennial
Bide Ride, the Centennial 5K Run, the Centennial Time Capsule, the Centennial Past
Mayers and Council Member Gathering, the Centennial Ball and the Centennial
Fi
A Temporary Use Permit approved by the City Council is required in order to authorize
the use of City property and the closure of City streets.
Agenda Item 8.d.
Page 1
CITY COUNCIL
CONSIDERATION OF AUTHORIZATION TO USE CITY PROPERTY AND CLOSE
CITY STREETS FOR THE CENTENNIAL CELEBRATION ON JUNE 25, JULY 9 AND
JULY 10 2011
20F
ANALYSIS OF ISSUES:
Numerous events and activities will take place in conjunction with the Centennial
Parade. On .June 25 th from :ggam to 2:00pm the Centennial Bike Ride will take place
starting on Nel Street adjacent to Heritage Square Park. O n .July ��', the Centennial
Ball will take place at the Arroyo Grande W oman's Center from 6 4.00pm to 11 :00pm and
the Centennial We Dance will take place in the adjacent parking lot next to the
IOOF building. On .July Stn from :ggam to 2 :00pm the Centennial 5K Run will take place
along Branch Mill Road between East Cherry and the City limit. On .July 1 o Olohan
Alley will host various displays, activities and food booths from :ggam to :ggpm,
followed by the Centennial Parade and Fireworks concluding at 1 g:ggpm.
The Centennial Parade will operate substantially the same as the former mute of the
Harvest Festival Parade. In order to operate the celebration, Centennial Celebration
I ncorporated CCI) has requested street closures and the use of City property a
follows:
1. The closure o f East and Vilest Branch Street from Traffic flay to Ma
Street, from 4:00 pm to 10:00 pm on Sunday, .July lo
2. The closure of Ma Street from East Branch Street to Poole Street from
4 :00 pm to 10:00 pm on Sunday, .July lo No parking signs shall state, "I
Parking from 3 :00pm to 1 g :g pm.
3 . The closure of Short Street from East Branch Street to O l o han Alley from :
am to 10:00 pm on Sunday, .July lo
4 . The closure o f Bridge Street from Branch Street to lel n Street from :00
am to 10:00 pm on Sunday, .July 10
5 . The closure o f Nelson Street from Mason on Street to Traffic Way from 9:00 am
to 10:00 pm on Sunday, .July 1 oth.
6 . The use of parking lots along Ol Alley from Ilan Street to Bridge
Street from 9:00 am t o 5:0 pm on Sunday, .July 1 oth for vendor and food
booths, and other activities.
7 . The northerly half - -block portion of Short Street between Nelson Street and
the Syringing Bridge shall be posted "No Parking" from :00 am to 10 pm
o n Sunday, .July 1 o
8 . The use of Heritage Square Park between Short St reet and Ilan Street on
Nelson n Street from 90.00 am to :00 pm on Sunday, .July 1 oth.
Agenda Item 8.d.
Page 2
CITY COUNCIL
CONSIDERATION OF AUTHORIZATION TO USE CITY PROPERTY AND CLOSE
CITY STREETS FOR THE CENTENNIAL CELEBRATION ON JUNE 25, JULY 9 AND
JULY 10, 2011
30F
g. The use o f the fire -acre lot next to the man's Club Community Center on
West Branch Street for parking o Sunday, July 1g
1. The use of the dirt lot off LePint Street behind Branch Street Deli from 9:00
am until 10:00 pm o Sunday, July lo
1. The use o f the Doty Hall parking lot at 300 East Branch Street from 9 :00 am t o
10:00 pm n Sunday, July 1g
12. The use of the lot behind the City Council Chambers from 10: 00 am to 11: 00
pm o Sunday, July lo
13. The use of the City's electrical service as needed for lighting of booths, sound
systems, and other activities.
14. The use of the Council Chambers on Sunday, July lo from 6:00 pm to 10:00
pm for the reception and celebration of past Mayors and Council Members.
1. The closure of a portion of East Grand Avenue from U.S. Highway 101 t
Traffic Way, acrd the closure of entrance and exit ramps of U. High gray 10 1
at East Grand Avenue on Sunday July 1 g., 2011 between the hours o f 4:00
pm and 9:00 pm, for the Centennial Parade. It is important for the City Council
to approve the permit at this meeting to provide adequate time for Caltrans
review.
16. That the Arroyo Grande Police Department will control traffic along and
around the parade route, and police officers and/or designated volunteers will
be stationed to give instructions to motorists on detouring the parade route;
and further, the Police Department will restrict and control traffic at the
freeway ramps from 4:00 pm to 10:00 pm on Sunday, July 10, 2011.
17. Than the following streets shall be closed for the Centennial Parade on
Sunday, July 10, 2 011, from :00 pm to :00 pm, beginning at East Grand
Avenue and Brisco Road and east to the corner of East Branch and Mason
Streets; and Halcyon Road from El Camino Real to Dodson Way.
18. The closure o f Barnett Street form East Grand Avenue to Cornwall Avenue
from :g pm to 10:00pm on Sunday, duly lo
19. The closure of Nevada Street from East Branch Street to the Car Corral from
4 :00 pm to 10:00 pm on Sunday, July lo
g. In addition, to facilitate and operate the Centennial Bike Ride, the Bike Ride
Committee has requested the closure o Nels Street from Mason to Short
Agenda Item 8.d.
Page 3
CITY COUNCIL
CONSIDERATION of AUTHORIZATION To USE CITY PROPERTY AND CLOSE
CITY STREETS FOR THE CENTENNIAL CELEBRATION ON JUNE 25, JULY 9 AND
JULY 10, 2011
40F5
Street, and the northerly half-block portion of Short Street between Nelson
Street and the Syringing Bridge from - 00 am to 2:0 pm on Saturday, .June
25, 2011 for the Centennial Bile Ride.
1. In addition, to facilitate and operate the Centennial 5K Faun, the Kiyranis Club
of Greater Pismo Beach has requested the closure of Branch Mill Road
between East Cherry Avenue and the City limit line be closed to through
traffic from 8 :00 am to 9:30 am on Saturday, .July 9, 2011.
2. That Branch Mill Road between East Cherry Avenue and the City limit line be
closed to through traffic from 8:00 am to 9:30 am on Saturday, .July 9, 2011
for the running of the Centennial 5K Run.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
- Adopt the attached Resolution;
- Modify as appropriate and adopt the attached Resolution;
- Do not adopt the attached Resolution;
- Provide direction to staff.
ADVANTAGES:
The event will draw thousands of Visitors to the City, will provide an important
opportunity for the community to celebrate its history, and will help promote pride and
sense of community.
DISADVANTAGES:
The Centennial Celebration requires the closure of City streets for up to 24 hours, which
can be inconvenient to citizens and visitors. It will also result in costs incurred for city
staff.
ENVIRONMENTAL REVIEW:
This temporary event is exempt from environmental revie w per CE QA Section 15061
(b)(3).
PUBLIC NOTIFICATION AND COMMENTS:
A condition of approval has been developed, which will require the applicant to notify
property o wners and businesses located within the area of street closures and/or
restricted parting. In addition, the Agenda was posted in front of City Hall on Thursday,
March 17, 2011. The Agenda and report were posted on the City's website on Friday,
March 18, 2011. No public comments were received. Conditions of approval are also
included in the Resolution requiring the event organizers to mail or hand deliver
notification of street closures to all affected V illage residents one week before the event.
A second condition of approval requires the event organizers place an advertisement in
Agenda Item 8.d.
Page 4
CITY COUNCIL
CONSIDERATION OF AUTHORIZATION TO USE CITY PROPERTY AND CLOSE
CITY STREETS FOR OrHE CENTENNIAL CELEBRATION ON ,DUNE 25, ,DULY 9 AND
JULY 10 2011
5 F 5
the Five Cities Times -Press Recorder prior to the event to advise the public of street
closures.
Attachments:
1. Road Closures and Alternative Routes Map
Agenda Item 8.d.
Page 5
RESOLUTION No.
A RESOLUTION of THE CITY COUNCIL of THE CITY of
ARROYO GRANGE AUTHORIZING THE USE of CITY
PROPERTY AND CLOSURE of CITY STREETS FOR THE
CITY'S 2011 CENTENNIAL CELEBRATION ON SUNDAY, , JUL
10, 2011; TEMPORARY USE PERMIT No. '1'1 -004
WHEREAS, Centennial Celebration Incorporated (CC[),, organizers of the City's 2011
Centennial Celebration, have requested closure of certain City streets and the use of
City property as outlined below, for the purpose of activities and events during the
Centennial Celebration, including displays, food booths and entertainment, a Centennial
Time Capsule, Centennial Bike Ride, Centennial Ball, 5K Centennial Run, Centennial
Parade, Centennial fireworks display, and similar activities; and
WHEREAS, members of the CCI will be responsible for traffic control, cleanup, and
payment of all related fees and costs for the use of City property and City employee
time related to the event; and
WHEREAS, the I iwanis Club of Arroyo Grande V alley, organizers of the Centennial
Parade, have requested closure of certain City streets and use of City property as
outlined below for the purpose of the parade; and
WHEREAS, the Kiwanis Club of Greater Pismo Beach, organizers of the bK Centennial
Run, have requested closure of certain City streets and the .use of City property as
outlined below, for the purpose of a runall;
WHEREAS, the Centennial Bike Ride Committee, organizers of the Centennial Bike
Ride, have requested closure of certain City streets and use of City property as outlined
below, for the purpose of a bike ride.
Noll, THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo
Grande that Centennial Celebration Incorporated is hereby granted use of certain City
streets and property as follow:
1, The closure of East and Vilest Branch Street fr m Traffic Way to Mason
Street, from :oo pm to 10:00 pm on Sunday, ,July 1 o th .
2. The closure of Mason Street from East Branch Street to Poole Street from
:00 pm to 10:00 pm on Sunday, ,July lo No parking signs shall state, ii No
Parking from .00pm to 1 o.00pm.
3 The closure of Short Street from East Branch Street to 0 1ohan Alley from g:oo
am to 10:00 pm on Sunday, ,July 'I o th .
Agenda Item 8.d.
Page 6
RESOLUTION N.
PAGE
4. The closure o f Bridge Street from Branch Street to Nelson Street from 9:00
m to 10 :00 pm on Sunday, July 1 o th .
5. The closure of Nelson Street from Mason Street to Traffic Way from 9:00 aim
to 10 :00 pm on Sunday, July lo th .
6. The use of parking lots along 01ohan Alley from Mason n Street to Bridge
Street from 9:00 arm t ' :gg pm on Sunday, July 1 o1 for vendor and food
booths, and other activities.
7. The northerly half-block portion of Short Street between Nelson Street and
the Swinging Bridge shall be posted "No Parking" from 9 am to 10:00 pm
on Sunday, July lo th .
8 The use o f Heritage Square Park between Short Street and Mason n Street on
Nelson Street from 9:00 am to : pm on Sunday, July 1 o th .
9. The use of the five-acre It net to the Woman's Club Community Center on
West Branch Street for parking on Sunday, July loth.
10. The use of the dirt lot off LeP int Street behind Branch Street Deli from :
arm until 10:00 pm on Sunday, July 1 o th .
11. The use of the City Hall parking lot at 300 East Branch Street from 9 am to
10:00 pm on Sunday, July loth.
12. The use of the lot behind the City Council Chambers from 10:00 am to 11 - .00
pm on Sunday, July '1 oth.
13. The use of the City's electrical service as needed for lighting of booths, sound
systems, and other activities.
14. The use of the Council Chambers on Sunday, July loth from 6:00 pm to 10:00
pm for the reception and celebration of past Mayors and Council Members.
15. The closure of a portion of East Grand Avenue from U.S. Highway 101 to
Traffic Way , and the closure o entrance and exit ram ps of U.S. Highwary '101
at East Grand Avenue on Sunday, July 10, 2011 between the hours o f :g
pm and 9:00 pm, for the Centennial Parade. It is important for the City Council
to approve the permit at this meeting to provide adequate time for Caltrans
review.
16. That the City Council authorizes the closure of East Grand Avenue from
Brisco Road to Stanley Avenue for the Centennial Parade, and the closure of
entrance and exit ramps o U.S. Highway 101 on East Grand Avenue from
Agenda Item 8.d.
Page 7
RESOLUTION No.
PACE 3
:oopm to 1 o :oopm upon authorization from the State Department of
Transportation.
17. That the Arroyo Grande Police Department rill - control traffic along and
around the parade route, and police officers and/or designated volunteers will
be stationed to give instructions to motorists on detouring the parade route;
and further, the Police Department will restrict and control traffic at the
freeway ramps from :00 pm to 10 :00 pm on Sunday, July 10, 2011.
1. That the following streets shall be closed for the Centennial Parade on
Sunday, July 10, 2011, from :00 pm to :00 pm beginning at East Grand
Avenue and Bri co Road and east to the corner of East Branch and Mason
Streets; and Halcyon Road from El Camino Real to Dodson Way.
19. The closure of Barnett Street form East Grand Avenue to Cornwall Avenue
from :oopm to 1 o :oopm on Sunday, jUly loth.
20. The closure of Nevad Street from East Branch Street to the Car Corral from
.00 pm to 10.00 pm on Sunday, July 'lo
21. The closure of Nelson Street from Mason to Short Street, and the northerly
half -block portion of Short Street between Nelson Street and the Swinging
Bridge from :oo am to 2 :00 pm on Saturday, June 25, 2011 for the
Centennial Bike Fide.
22. The closure of Branch Mill Road between East Cherry Avenue and the City
limit line be closed to through traffic from :00 am to :30 am on Saturday,
July 9, 2011 for the Centennial 5 K Finn.
23. That Branch Mill Road between East Cherry Avenue and the City limit line be
closed to through traffic from :00 am to :30 am on Saturday, July 9, 2011
for the running of the Centennial 5K Finn.
E IT FURTHER RESOLVED, ED, that Centennial Celebration Incorporated ( CCI) will
adhere to certain requirements and conditions imposed by the City regarding cleanup
and traffic control and all other applicable conditions of the Temporary Use Permit with
the above findings and subject to the conditions as set forth in Exhibit "A ", attached
hereto and incorporated herein by this reference.
On motion of Council Member
on the following roll call Grote, to grit:
, seconded by Council Member , and
AYES:
NOES:
ABSENT:
Agenda Item 8.d.
Page 8
RESOLUTION NO.
PAGE
The foregoing Resolution was passed and adopted this day of 2011.
Agenda Item 8.d.
Page 9
RESOLUTION N .
PAGE
TONY FER AI A, MAYOR
ATTEST:
KELLY WETMO E, CITY CLEF .
APPROVED AS TO CONTENT:
STEVEN ADAMS, CITY MANAGER
APPROVED AS TO FORM:
TIMOTHY J. CA MEL, CITY ATTORNEY
Agenda Item 8.d.
Page 10
RESOLUTION Rio.
PAGE
EXHIBIT "A'p
CONDITIONS S of APPROVAL FOR
TEMPORARY USE PERMIT NO. 11 -004
2011 CITY CENTENNIAL CELEBRATION
This approval authorizes the use of City property and to close City streets for City's
Centennial Celebration on June 25, July 9 and July 'lo 2011.
General Conditions
1. The applicant shall ascertain and comply with all State, County and City
requirements as are applicable to this project.
2. The event shall occur in substantial c onformance with the application and
plans on file in the Community Development Department office.
3. The event organizers shall c omply with all the conditions of the City Council
Resolution adopted on March 2, 2011.
4. The applicants shall agree to defend, indemnify and hold the City harmless, at
his /her /its sole expense from any action brought against the City, its agents,
officers, or employees because of said approval, or in the alternative, to
relinquish such approval. The applicant shall reimburse the City, its agents,
officers, or employees may be required by a court to pay as a result of such
action. The City may, at its sole discretion, participate at its own expense in
the defense of any such action, but such participation shall not relieve
applicant of his /her /its obligations under this condition.
Recreation n and Maintenance services Department Conditions
5. The event organizers, Centennial Celebration Incorporated CCI shall
provide the waste and recycle receptacle containers prior to June 20, 2 011.
6. CCI is responsible for providing trash bags and restroorn supplies for the
Centennial Celebration.
7. The event organizers shall have an individual designated to periodically
inspect the restroorn and areas around the food vendors and waste
containers. That individual shall be responsible for maintaining cleanliness of
these areas and gathering and disposing of all debris.
8. The event organizers shall remove any tame placed on streets and parking
arrears after the event.
9 F estroom facilities, barricades, signing and detour routes shall be provided by
the applicant as required.
10. The event organizers shall provide (pay for) all traffic barricades and
delineators. The CCI will place the barricades and delineators.
11. The events organizers shall place an advertisement in the Fire Cities Times
Press Recorder just prior to the event to advise residents of street closures.
12. The event organizers shall mail (include in City grater bill) or hand deliver a
notification of street closures to every property located within the area where
street closures will occur.
Agenda Item 8.d.
Page 11
RESOLumnON NO.
PAGE
13. The event organizers shall provide a $1,000,000 insurance policy naming the
City as additional insured.
14. The event organizers shall contact the [Maintenance Services Department two
weeks prior to the event to check on the status of street
maintenance /construction activities. The Maintenance Services Department
may require the event organizers to provide temporary construction (orange
plastic) fencing around areas designated as potentially hazardous.
15. Notification of all streets subject to closure must be posted a minimum of 2
hours prior to closure, stating the dates and times of closures.
,Building Department and Fire Authority conditions
16. All food booths must comply with the Fire Authority guidelines, and must have
County Health Department approval. CCI (Activities Events will inform
booth applicants of Fire Authority guidelines, and will ensure total compliance
of booth operators. CCI (Activities Events will not allow non - compliant
booths to operate.
17. The event shall com Frith the most recent edition of the California State
Fire and Building Codes as adopted by the City of Arroyo Grande; including,
all temporary wiring provisions of the N.E.C. must be met.
18. The Building Department and Fire Authority must inspect all food booths,
generators and temporary electrical service.
19. Emergency access must be maintained to the satisfaction of the Fire Chief. A
detailed chart o map will be provided to the Building Official and Fire Chief
for approval prior to the event, showing ing placement of all booths, to include
actual dimensions of access pathways for fire a a nd emergency
vehicles.
20. Per the approval of the Fire Chief, there will be ambulance service dedicated
to the event.
21. The use of generators must be reviewed and approved by the Fire Chief and
Building Official.
22. All fire lanes must be posted with no parking signs and enforced in
accordance with Police and Fire Department guidelines. Fire lanes and
access must be approved by the Fire Chief.
23. The CCI shall identify an individual to act as liaison with the Fire Authority for
the purpose of maintaining life and safety.
24. Prior to opening the event, the fire access road shall be posted. The
applicant shall provide continuous enforcement of the fire access road during
the event.
2. CCI will coordinate with and be responsible for costs associated with San Luis
Ambulance to provide standby personnel and equipment for Bike [Medic and
golf cant transport for entire duration of the event on Sunday, .July 10, 2011.
26. The use of tents shall be reviewed by the Building Official to ensure
compliance with 2010 California Building Code.
Agenda Item 8.d.
Page 12
RESOLUTION Flo.
PAGE
Police Department conditions
Parade
2. All temporary "loo Parking'} signs shall be posted a minimum of 24 hours prior
to the event set up by 8 arm, Saturday, .July 9, 2011).
28. The event organizers shall provide and place all barricades and signs, and
arrow boards.
29. The event organizers shall replace all delineators that are stolen, misplaced,
or vandalized.
30. The Police Department shall obtain the necessary permit from Caltrans for
permission to close a portion of East Grand Avenue from U.S. Highway 101
to Traffic Way, , and the closure of entrance and exit ramps of U.S. Highwa
101 at East Grand Avenue on Sunday, .July 10, 2011 between the hours of
4:00 pm and 10:00 pm, for the Centennial Parade.
Bike Fide
1. Two police traffic units shall escort and facilitate the Centennial Bike Ride
within the City limits.
2. All activities associated with the Bike Fide shall abide by all City ordinances.
Run
33. Two police traffic units shall escort and facilitate the Centennial Faun within the
City limits.
34. All activities associated with the Centennial Faun shall abide by all City
ordinances.
Special conditions
35. Notification of all streets subject to closure must be posted a minimum of 2
hours prior to closure, starting the dates and times of closures.
36. CCi shall distribute State Board of Equalization forms to all vendors to report
the sales tarn collected during the Festival, and shall notify them that a list of
vendors will be supplied to the City to verify payment of sales tax.
37. CCl shall provide to the City's Financial Services Department a list of all
vendors participating to the festival. The list will be used to verify that sales
tax was collected and reported as earned in Arroyo Grande.
8. CC I shall mail or hand deliver notification of street closure to all affected
residents one week before the event.
3. No parking shall occur on the w estern side of Lepoint Terrace from :oam to
10: 00 pm on Sunday, .July, 2011.
Agenda Item 8.d.
Page 13
� ARROYO GRANDE °"' °'
A IPPROVED BY: CITY OF ARROYO GRANDE
CENTENNIAL CELEBRATION PLANNING DIVISION IV
DATE ROAD CLOSURES AND ALTERNATE ROUTES .�{! Created B M atthew Downi
9 11
WCORPORATED
it JMY 10. loll
o
4t
MEMORANDUM
TO: CITY COUNCIL �
FROM: TE ESA MccLISH, COMMUNITY DE EL PM ENT DI RECTOR
F
Y: MIKE LINN, ASSISTANT CITY ENGINEER
SUBJECT: CONSIDERATION of PROGRAM AM SUPPLEMENTAL AGREEMENT NO.
011-N To ADMINISTERING AGENCY -STATE AGREEMENT NO. -
5 199-R FOR THE MONTEGO STREET SIDEWALK, , PHASE II
PROJECT
DATE: MARCH 22, 2011
RECOM
It is recommended the City Council adopt a Resolution authorizing the Mayor to execute
Program Supplement Agreement No. 011 -Ii to Administering Agency -State Agreement
No. 05-5199R for the future Montego Street Sidewalk, , Phase II Project.
FINANCIAL IMPACT:
The city was successful in securing Transportation Enhancement (TE) grant funds for
the project. Since the project is 100% funded, it will not require a local match. The
Program Supplemental Agreement No. 011 -I i will fund the preliminary engineering
design and environmental determination if required). The future construction contract
is currently budgeted at $2 Execution of the supplemental agreement enables
the City to begin invoicing for reimbursement of the work performed.
B ACKGROUND:
The proposed capital project is the second phase of sidewalk construction along
Montego Street, between Hillcrest Drive and the cul -de -sac approximately 100 feet to
the east. The first phase, infill construction of sidewalk segments on the south side of
Montego Street, w completed in the late 1990's. The second phase will finish the
sidewalk infll project on the north side of Montego Street.
In order for a local agency to expend State funds through the State Transportation
I Program (STIP), it must enter into a general Master Agreement with the
State. The Master Agreement contains general provisions and identifies responsibilities
of each agency for any Federal Aid Projects. Once a Master Agreement is in place, the
City and the State can enter into a Program Supplemental Agreement, which is a
Agenda Item 8.e.
Page 1
CITY COUNCIL
CONSIDERATION ATION of PROGRAM AM SUPPLEMENTAL
ADMINISTERING AGENCY -STATE AGREEMENT
MONTEGO STREET SIDEWALK ALIT PROJECT
MARCH 22
PAG
AGREE No. 11 -N To
No. 05-5199-R FOR THE
project- specific agreement that is incorporated in the Master Agreement. The City
entered into the Master Agreement for this side walk project on November 13, 2008.
ANALYSIS of ISSUES:
Before the City can begin invoicing for reimbursement of the work performed, a
supplemental agreement must be e A resolution must be adopted by the City
Council that clearly identifies the official authorized to execute the Program
Supplemental Agreement No. 009 . Staff will schedule the performance of the project
design following adoption of the resolution.
Some of the properties present issues given the current grade of their driveways.
Therefore, when designed, it may be determined that it is not possible to make the
s i d e w alk contiguous through the entire street.
ALTERNATIVES:
ES:
The follo alternatives are provided for the Council's consideration:
- Approve Program Supplement Agreement No. 0'1'1 -N;
D o not approve Program Supplement Agreement Igo. 01 1-N;
Provide direction to staff.
ADVANTAGES:
�rhe project has been accepted. Approving Program Supplement No. 011-N to
Administering Agency - State Agreement for Federal -Aid Projects Igo. 0 -51998 will
allover the city to request reimbursement for e to the project.
DISADVANTAGES:
There may be impacts on existing properties given the grade and short driveways.
ENVIRONMENTAL TAL REVIE11 :
- rhe project is categorically exempt from CE QA pursuant to Section 15301 ( c).
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, March 17, 2011. The Agenda
and report were posted on the City's website on F March 18, 2011. No public
comments were received.
Agenda Item 8.e.
Page 2
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO
GRANDE APPROVING PROGRAM SUPPLEMENT NO. 011-N T
ADMINISTERING AGENCY-STATE A I EEMEI T NO. 06-6199R FOR
THE MONTEGO STREET SIDEWALK, ALIT , PHASE 11 PROJECT
WHEREAS, the City and the State have entered into Administering Agency -State
Agreement for Federal Aid Funded Projects No. 05-51 99R and
WHEREAS, EAS, P rog ram Supplement I . 011-N to the Administering Agency -State
Agreement for Federal Aid Funded Project No. 05-5199R designates the State funds
requested and the matching funds to be provided by the City o Arroyo Grande for the
Montego Street Sidewalk, , Phase II Project; and
WHEREAS, the City of Arroyo Grande is eligible to receive State funds.
N', THEREFORE, BE IT RESOLVED, that the City Council of the City o Arroyo
Grande hereby:
1. Approves E chibit A attached, entitled "Program Supplement Agreement No. 011 -I ,
to Administering Agency -State Agreement for Federal Aid Project No. 05-5199R
".
2. Appoints the Mayor as the official representative authorized to sign the Program
Supplement Agreement.
On motion of Council Member , seconded by Council Member
and on the following roll call Grote, to vit:
APES:
NOES:
ABSENT;
the foregoing Resolution was passed and adopted this day of
2011.
Agenda Item 8.e.
Page 3
RESOLUTION N.
PAGE
TONY FERRARA, MAYOR
ATTEST:
KELLY WETMORE, CITY CLERK
APPROVED AS TO CONTENT:
STEVEN ADAMS CITY MANAGER
APPROVED AS TO FORM:
TIMOTHY ,J.' CARMEL, CITY ATTORNEY
Agenda Item 8.e.
Page 4
EXHIBIT A
PROGRAM SUPPLEMENT No. N011 Date: November 5 , 2010
to Location: - SL - -AFGD
ADMINISTERING ING AGENCY -STATE AGREEMENT Project Number: SENSE - 199(026)
FOR FEDERAL -AID PROJECTS N 05-5199R E.A. Number: - 930311
Lcde: 51
This Program S upplement hereby adopts and incorporates the Administering Agency -Mate Agreement for Federal Aid
which was entered into between the Admini tering Agency and the St on 11113108 and i s subject to ali the terms and
conditions thereof. This Program Supplement is executed in accordance with Article I of the aforementioned Master
Agreement under authority of Resolution No. approved by the Administering Agency on
(See copy attached).
The Administering Agency further stipulates that as a condition to the payment by the State of any funds derived from
sources noted below obligated to this PROJECT, the Administering Agency accepts and will comply with the special
covenants or remar set forth o the fo p
PROJECT LOCATION:
Ocean View Elementary Sidewalks. Montego Street between Hlllcre t Drive an d Ocean View Elementary.
TYPE of WORK: Safe Route to Schools
Estimated cost
$20,000.
Federal Funds
LU2 $20
LENGTH: O.O (MILES)
Thatching Fends
LOCAL
$.0
$0.00
CITY of ARROYO GRANDE
B
Title
Date
Attest
STATE of CALIFORNIA
Department of Transportation
By
Chief, office of Project Implementation
Division of Local Assistance
Date
hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:
Accounting Officer Ji� 04 -' ���� Date I f I < i ) ) C
THEE
$20.000.00
Chapter Statutes I Item Year Program BC Category Fund Source AMOUNT
Program Supplement - 1 R -N 11 - - I TEA Rage 1 of 3
Agenda Item 8.e.
Page 5
05 � L - -A D
SITS. -1 99(026)
SPECIAL. COVENANTS OR EMARKS
1. The PROJECT will be administered in accordance with the BENS Program Guidelines
effective at the time of Program Supplemental Agreement e
The ADMINISTERING AGENCY agrees to encumber the funds under agreement and
award the construction contract by September 30th of the fiscal year in which funds are
programmed. For projects unable to meet this deadline, the ADMINISTERING AGENC
may request in writing, a time extension from the District Local Assistance Engineer
(DLAE). One time extension, for a maximum period of one year, may be granted by the
DLAE. Projects unable to meet the new deadline may be dropped from the program.
2. The ADMINISTERING AGENCY will advertise, award and administer this project in
accordance with the current published Local Assistance Procedures [Manual.
3 . ADMINISTERING ING AGE C agrees that it will only proceed with work authorized for
specific phase with an "Authorization to Proceed" and will not proceed with future
phase of this project prior to receiving an "Authorization to Proceed" from the STATE
for that phase unless no further State or Federal funds are needed for those future
phases.
4 . ADMINISTERING AGENCY agrees, as a minimum, to submit invoices at least once every
six months commencing after the funds are encumbered for each phase by the e
of this Project Program Supplement Agreement, or by STATE's approval of an applicable
Finance Letter. STATE reserves the right to suspend future authorizations /obligations for
Federal aid projects or encumberances for Mate funded projects, as well as to suspend
invoice payments for any on -going or future project by ADMINISTERING AGENCY if
PROJECT costs have not been invoiced by ADMINISTERING AGENCY for a six-month
period.
4
If no costs have been invoiced for a six-month period, ADMINISTERING AGENC
agrees to submit for each phase a written explanation of the absence of PROJECT
activity along with target billing date and target billing amount.
ADMINISTERING AGENCY agrees to submit the final report documents that collectively
constitute a "Deport of Expenditures" within one hundred eighty (1 80) days of PROJECT
completion. Failure of ADMINISTERING AGENCY to submit a "Final Report of
Expenditures" within 180 days of PROJECT completion will result in STATE Imposing
sanctions upon ADMINISTERING AGENCY in accordance with the current Local
Assistance Procedures [Manual.
5 . The Administering Agency shall not discriminate on the basis of race, religion, age,
disability, color, national origin, or sec in the award and performance of any Federal-
a ssisted contract or in the administration of Its DBE Program implementation Agreement.
- rhe Administering Agency shall take all necessary and reasonable steps under 49 CFI
Part 26 to ensure nondiscrimination in the award and administration of Federal - assisted
contracts. The Administering Agency's DBE Implementation Agreement is incorporated
Program Supplement 05-5199R-NOI I- ISTEA Paige 2 of
Agenda Item 8.e.
Page 6
05 -SL- -D
FTL- 5199(026)
11/0512010
SPECIAL COVENANTS OR REMARKS
by reference in this Ag ree m ent. Implementation of the DBE Implementation Agreemen
including but not limited to timely re porting of DBE commitments and utilization, is legal
obligation and failure to carry out its terms shall be treated as a violation of this
Agreement. Upon notification to the Administering Agency of its failure to carry out its
DBE Implementation Agreement, the State may impose sanctions as provided for under
CFR Part 26 an may, in ap cases, refer the ma .for e nfo rceme nt under 1
U.S.C. 1 001 and/or the Program Fraud Civil Remedies Act of 1986 31 U.S.C. 3801 et
seq..
6. As a condition for receiving federal -aid highway funds for the PROJECT, the
Administering Agency certifies than NO members of the elected board, council or other
Ivey decision makers are on the Federal Government Excluded Parties List System
(EPLS).
7. Award information shall be submitted by the ADMINISTERING AGENCY to the District
Local Assistance Engineer within 60 days of project contract award or with the submittal
of the ADMINISTERING AGENCY's first invoice for the construction contract, whichever
is earlier.
Failure to do so will cause a delay in the State processing invoices for the construction
phase.
Please refer to Section 15.7 'Award Package" e" of the Local Assistance Procedures
Manual.
8. Any State and Federal funds that may have been encumbered for this project are
available for disbursement for limited periods of time. For each fund encumbrance the
limited period is from the start of the fiscal year that the specific fund was appropriated
within the State Budget Act to the applicable fund Reversion ion Date shown on the State
approved project finance letter. Per Government Code Section 16304, all project funds
not liquidated within these periods will revert unless an executed Cooperative Work
Agreement extending these dates is requested by the ADMINISTERING AGENCY and
approved by the California Department of Finance.
ADMINISTERING AGENCY should ensure that invoices are submitted to the District
Local Assistance Engineer at least 75 days prior to the applicable fund Reversion ion Date to
avoid the lapse of applicable funds* Pursuant to a directive from the State Controller's
Office and the Department of Finance; in order for payment to be made, the last dame the
District Local Assistance Engineer can forward an invoice for payment to the
Department's Local Programs Accounting office for reimbursable work for funds that are
going to revert at the end of a particular fiscal year is May 15th of the particular fiscal
year. Notwithstanding the unliquidated sums of project specific State and Federal funding
remaining and available to fund project work, any invoice for reimbursement involvin
applicable funds than is not received by the Department's Local Programs Accounting
Office at leant 45 days prior to the applicable fined fund Reversion Dante will not be paid.
These unexpended funds will be irrevocably reverted by the Department's Division of
Accounting on the applicable fund Reversion Date.
Program Supplement 5 -51 R- 1'1- I TEA Page 3 of
Agenda Item 8.e.
Page 7
STATE OF CALIFORNIA. DEPARTMENT OF TRANSPORTATION
PROGRAM SUPPLEMENT AND CERTIFICATION FORM
PF (REV. 01/2010)
T:
Page I of t
PROJECT NUMBER:
0500020265
FROM:
DEPARTMENT OF TRANSPORTATION
SUBJECT:
ENCUMBRANCE DOCUMENTS
VENDOR/ CONTRACTOR:
CITY OF ARROYO GRANDE
CONTRACT AMOUNT
$209000-00
PROCUREMENT TYPE:
LOCAL ASSISTANCE
I HEREBY CERTIFY UPON MY OWN PERSONAL KNOWLEDGE THAT BUDGETED FU NDS ARE AVAILABLE FOR THIS
ENCUMBRANCE AND PURPOSE OF THE EXPENDITURE STATED ABOVE.
Agenda Item 8.e.
Page 8
Claims Audits .
3301 "',' Street, Rm 404
;ar p__nfn_ CA -CIRRI
DATE PREPARED:
11/8/2010
REQUISITION NUMBER / CONTRACT NUMBER:
RQS-2660-0500000001
ADA Notice For individuals with sensory disabilities, this docurn nt is available in alternate formats. For information, call (91 5) 654 -6410 of TDD (9 16) 6O or write
Records and Forms Management, 1120 N. Street, MS 9, Sacramento, CA 95814.
INCORPORATS
E arn
*kim io, roil
4q tv.
MEMORANDUM
To: CITY COUNCIL Llo�
_�w
FROM: TER ESA McCLiSH, COMMUNITY DEVELOPMENT ELOPMENT I IF ECTOF
Y: MIKE LINN, ASSISTANT CITY ENGINEER
SUBJECT: CONSIDERATION of ACCEPTANCE OF THE CITY MALL FIFE
SPRINKLER PROJECT, PIN 2009 -0
DATE: MARCH 22, 2011
RECOMMENDATION:
ATION:
It is recommended the City Council:
1. Accept the project improvements as constructed by Whiffle Fire Protection in
accordance with the plans and specifications for the City Hall Fire Sprinkler
Project;
2. Direct staff to file a Notice of Completion; and
3. Authorize release of the retention, thirty -five 3 days after the Notice of
Completion has been recorded, if no liens have been filed.
FINANCIAL IMPACT:
Funding for the City Hall Fire Sprinkler Project is budgeted as a component of the City
Hall Improvements for 300 East Branch Street. The actual total construction project
cost for the City Hall Fire Sprinkler Project, including authorized construction changes,
is $38,800.
B ACKGROUND :
O n August 2, 2010, Council awarded a construction contract to perform the City Hall
Fire Sprinkler Project to Whittle Fire Protection for $37,100 and authorized the City
Manager to approve change orders in the amount of $3,710.
The fire sprinkler project scope of work involved the design of a fire protection system
per NFPA 13 Standards, obtaining the appropriate permits through the division of
Building and Life Safety, and constructing the system components throughout the
building from an underground supply line. City forces had previously installed the
exterior improvements to the water system, including construction of a water main
etenion and the installation of a double detector check valve and fire riser, prior to the
performance of the fire sprinkler contract.
Agenda Item 8.f.
Page 1
CITY COUNCIL
CONSIDERATION of ACCEPTANCE of THE CITY HALL FIRE SPRINKLER
PROJECT, PW P ' 2009-08
MARCH 22, 2011
PAGE
ANALYSIS of ISSUES:
The contractor has completed the work in accordance with the approved plans and
specifications. There are no outstanding issues.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
-
Approve staffs recommendations to accept the project as constructed;
Do not accept the project; or
- Provide direction to staff.
ADVANTAGES:
The project is complete. Accepting the improvements w ill allow staff to close out the
project and return any remaining funds to the fund balance.
DISADVANTAGES:
The disadvantage of accepting the improvements would be if subsequent deficiencies in
the work are identified. Ho wever, the contract documents include a one -year warranty
period for the contractor to address any construction defects that may arise.
ENVIRONMENTAL R E I E11:
The project is categorically exempt from CEA pursuant to Section 15301 e.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, March 17, 2011. The Agenda
and report were posted on the City's website on Friday, March 18, 2011. No public
comments were received.
Attachment:
1. Notice of Completion
Agenda Item 8.f.
Page 2
RECORDING REQUESTED BY
AND WHEN RECORDED RETURN TD:
CITY CLERK
CITY OF ARROYO GRANDE
P.D. B OX 550
ARROYO GRANDE, CA 93421
NO'T'ICE OF COMPLETION
NOTICE IS HEREBY GIVEN THAT:
ATTACHMENT 'I
1. The undersigned is owner or agent of owner of the interest or estate or the property hereinafter described as stated below.
2. The FULL NAME of the OWNER is: The CLCY OLArrovo Grande
3. The FULL ADDRESS of the OWNER is: 300 East Branch Street, Arrovo Grande California 93420
4. The NATURE OF THE INTEREST or ESTATE of the undersigned is: ire, Lee
5. THE FULL NAME and FULL ADDRESS of ALL PERSONS 5 if any, who hold such interest or estate with the undersigned as JOINT
TENANTS or as TENANTS IN COMMON are:
NAMES ADDRESSES
Norge
6. THE FULL NAMES and FULL ADDRESSES of the PREDECESSOR'S in interest of the undersigned if the properly was transferred
subsequent to the commencement of the work of improvements rents herein referred to:
NAMES ADDRESSES
Norge
7. All work of improvement on the property hereinafter described was COMPLETED February 19, 2011
8. The NAME OF THE ORIGINAL CONTRACTOR, if any, for such work of improvement is:
Whittle Fire Protection.
9. The street address of said property is: Norge
10. The property on which said work of improvement was completed is in the City of Arroyo Grande, County of San Luis Obispo, State
of California, and is described as follows: Qy Hall Fire Prinklers. P W 2008 -
Verification of NON-INDIVIDUAL owner: I, the undersigned, declare under penalty of perjury under the laws of the State of California
that I am the Director of Parks, Recreation and Facilities f the aforesaid interest or estate in the property described in the above notice; that
I have read the said notice, that I know and understand the contents thereof, and the facts stated therein are true and correct.
Teresa McClish, Community Development Director
March 23, 201 1, Arroyo Grande, California
-- END OF DOCUMENT --
Agenda Item 8.f.
Page 3
THIS PAGE INTENTIONALLY LEFT BLANK
Agenda Item 8.f.
Page 4
INCORPORATE
"
AK MEMORANDUM
JULY 10, 1911
1
To: CITY COUNCIL
FROM: TERESA MccLIsH COMMUNITY DEVELOPMENT DIRECTOR
SUBJECT: CONSIDERATION of AN AGREEMENT FOR CONSULTANT SERVICES
WITH STETSON CONSULTANTS, INC. FOR THE LOPEZ RESERVOIR
SPILLWAY RAISE PROJECT
DATE: MARCH 22, 2011
RECOMMENDATION:
It is recommended that the City Council authorize the Mayor to execute an agreement for
consultant services with Stetson Engineers Inc. to evaluate the feasibility of the Lopez
Reservoir Spillway False Project "Lopez Spillway Project''.
FINANCIAL IMPACT:
The cost to prepare a final report for the evaluation of the Lopez Spillway Project is
$49,865. The cost is shared among several agencies, of which the City would be
responsible for 54.2% (based on the Lopez grater allocation of 50.6% and redistributed for
cost sharing among zone 3 agencies' without the Oceano CSD to .2 or $27,015. The
cost is funded In the Capital Improvement Program.
BACKGROUND:
An initial feasibility study for the Lopez Spillway Project was prepared in 2008 by UFS
Corporation. The estimated total cost of the project is approximately $5,000,000. In
December 200 8, the Zone 3 Technical Advisory Committee JAC) and Zone 3 Advisory
Committee recommended to move forward with nett steps in further investigating the
feasibility of the Lopez Spillway Project by funding a second phase of the UFS study
estimated to cost $230,000. On September 8, 2009, the City Council requested a new
Request for Proposals with a modified scope of work for the feasibility study in conjunction
with the Cities of Pismo Beach and Grover Beach in an amount not to exceed $75,000,
with the City's share not to exceed $40,000.
n Aug ust 2010 the City of P ismo Beach acted as the lead agency for the N orthern Cities
Management Area Technical Advisory Group CI IA to solicit proposals for a feasibility
analysis of the Lopez Spillway Project. In October 2010 the NC MA Technical Group
formed a selection committee to evaluate three proposals from which Stetson Engineers
was selected.
Agenda Item 8.g.
Page 1
CITY COUNCIL.
CONSIDERATION OF CONTRACT WITH STETSON ENGINEERS FOR THE LOPEZ
RESERVOIR IF SPILLWAY PROJECT
MARCH 22, 201'1
PAGE 2
ANALYSIS OF ISSUES.
In continuing efforts to maintain a stable, cost effective and diversified long term water
supply, the City has analyzed a range of potential water supply sources in addition to
existing groundwater supplies and Lopez water. These include the Nacimiento Water
project, Price Canyon Oil field recycled water, desalination, recycled water, acquisition of
State Water Project water and raising of the spillway at the Lopez Lake darn. These
analyses have been conducted in concert with interim water supply strategies, including
purchase of OC SD water, utilization of Lopez surplus water and the potential for b ro Ir ering
water from neighboring jurisdictions that obtain emergency State Wate r. The City has also
programmatically red used demand through the wate r conservation program and tiered rate
structure.
A preliminary assessment of the Lopez Spillway Project indicates that the project would
provide for the Lopez darn to have to capability of storing an additional 2,000 to 5,000
gross acre feet of additional water storage capacity by installing o perable s pillway gates.
The added capacity depends on the height of the new gates, yet to be determined and
based o impacts o f the added height on the structural design and environmental
considerations of the eating darn.
ALTERNATIVES:
ES:
The following alternatives are provided for the Council's consideration:
0 Approve an agreement with Stetson Engineers in the amount of $27,015 with cost
contributions from the Cities of Pismo Beach and Grover Beach for a total cost of
$49,865;
• Do not approve an amendment to the agreement with Stetson Engineers; or
Provide staff direction.
ADVANTAGES:
Preparation of a feasibility analysis for the Lopez Spillway Project will enable the City in
conjtjnction with the Cities of Pismo Beach and Grover Beach to evaluate the cost
effectiveness and con tructability of obtaining additional water supply by adding storage
capacity to the Lopez Re Initial cost estimates indicate this potential supply to be
cost effective in comparison to other long -term strategies the City has evaluated.
The Stetson Engineers team includes staff with local work ex perience and familiarity with
the Lopez dam and Arroyo Grande Habitat Conservation Plan and extensive capabilities in
design of hydraulic control structures and hydrologic modeling.
Agenda Item 8.g.
Page 2
CITY COUNCIL
CONSIDERATION OF CONTRACT WITH STETSON ENGINEERS FOR THE LOPEZ
RESERVOIR IF SPILLWAY PROJECT
MARCH 22, 2011
PAGE 3
DISADVANTAGES:
By approving the agreement, the City will need to pay it's er rata share of the cost for the
feasibility study, which is $27,015.
ENVIRONMENTAL REVIEW:
:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, March 17, 2011. The Agenda
and staff report were posted o n the City's website on Friday, March 13, 2011. No public
comments were received.
Attachment:
1. Consultant Services Agreement
Agenda Item 8.g.
Page 3
ATTACHMENT 'I
AGREEMENT T FOF CONSULTANT SERVICES
THIS AGREEMENT is made and .effective as of March 23, 2011, between Stetson
Engineers Inc. "Consultant" , and the CITY of ARROYO GRANDE, a Municipal
l
Corporation ("City"). In consideration of the mutual covenants and conditions set forth
herein, the parties agree as follows:
1. TERM
This Agreement shall commence on March 23, 2011 and shall remain and
continue in effect until April 23, 2012, unless sooner terminated pursuant to the
provisions of this Agreement.
2. SERVICES
Consultant shall perform the tasks described and comply with all terms and
provisions set forth in Exhibit "A ", attached hereto and incorporated herein by this
reference.
3. PERFORMANCE
Consultant shall at all times faithfully, competently and to the best of his /her
ability, experience and talent, perform all tasks described herein. Consultant shall
employ, at a minimum generally accepted standards and practices utilized by persons
engaged in providing similar services as are required of Consultant hereunder in
meeting its obligations under this Agreement.
4. AGREEMENT ADMINISTRATION
City's Director of Community Development shall represent City in all matter
pertaining to the administration of this Agreement. James Reilly, shall represent
Consultant in all matters pertaining to the administration of this Agreement.
5. PAYMENT
The City agrees to pay the Consultant in accordance with the payment rates and
terms set forth in Exhibit "E ", attached hereto and incorporated herein by this reference.
6. SUSPENSION OR TERMINATION of AGREEMENT WITHOUT CAUSE
(a) The City may at any time, for any reason, with or without cause, suspend
or terminate this Agreement, or any portion hereof, by serving upon the Consultant at
least thirty days prior written notice. Upon receipt of said notice, the Consultant shall
immediately cease all work under this Agreement, unless the notice provides otherwise.
If the City suspends or terminates a portion of this Agreement such suspension or
termination shall not mere void or invalidate the remainder of this Agreement.
Page 1
Agenda Item 8.g.
Page 4
(b) In the event this Agreement is terminated pursuant to this Section, the City
shall pay to Consultant the actual value of the work performed up to the time of
termination, provided that the work performed is of value to the City. Upon termination
of the Agreement pursuant to this Section, the Consultant will submit an invoice to the
City pursuant to Section b.
7. TERMINATION ON OCCURRENCE of STATED EVENTS
This Agreement shall terminate automatically on the occurrence of any of the
following events:
(a) Bankruptcy or insolvency of any party;
( b) Sale of Consultant's business; or
(c) Assignment of this Agreement by Consultant without the consent of City.
(d) End of the Agreement term specified in Section 1.
8. DEFAULT of CONSULTANT
(a) The Consultant's failure to comply with the provisions of this Agreement
shall constitute a default. In the event that Consultant is in default for cause under the
terms of this Agreement, City shall have no obligation or duty to continue compensating
Consultant for any work performed after the date of default and can terminate this
Agreement immediately by written notice to the Consultant. If such failure by the
Consultant to male progress in the performance of work hereunder arises out of causes
beyond the Consultant's control, and without fault or negligence of the Consultant, it
shall not be considered a default.
( b) If the City Manager or his /her delegate determines that the Consultant is in
default in the performance of any of the terms or conditions of this Agreement, he /she
shall cause to be served upon the Consultant a written notice of the default. The
Consultant shall have ten 1 days after service upon it of said notice in which to cure
the default by rendering a satisfactory performance. In the event that the Consultant
fails to cure its default within such period of time, the City shall have the right,
notwithstanding any other provision of this Agreement to terminate this Agreement
without further notice and without prejudice to any other remedy to which it may be
entitled at laver, in equity or under this Agreement.
g. LAWS To BE OBSERVED. Consultant shall:
( Procure all permits and licenses, pay all charges and fees, and give all
notices which may be necessary and incidental to the due and lawful prosecution of the
services to be performed by Consultant under this Agreement;
(b) Deep itself fully informed of all existing and proposed federal, state and
local laws, ordinances, regulations, orders, and decrees which - may affect those
engaged or employed under this Agreement, any materials used in Consultant's
Page 2
Agenda Item 8.g.
Page 5
performance under this Agreement, or the conduct of the services under this
Agreement;
( c) At all times observe and comply with, and cause all of its employees to
observe and comply with all of said laws, ordinances, regulations, orders, and decrees
mentioned above;
( d) Immediately report to the City's Contract Manager in writing any
d iscrepancy or inconsistency 'it discovers in said laws, ordinances, regulations, orders,
and decrees mentioned above in relation to any plans, drawings, specifications, or
provisions of this Agreement.
( e) The City, and its officers, agents and employees, shall not be liable at la
or in equity occasioned by failure of the Consultant to comply with this Section.
10. OWNERSHIP SHIP of DOCUMENTS
TS
(a) Consultant shall maintain complete and accurate records with respect to
sales, costs, expenses, receipts, and other such information required by City that relate
to the performance of services under this Agreement. Consultant shall maintain
adequate records of services provided in sufficient detail to permit an evaluation of
services. All such records shall be maintained in accordance with generally accepted
accounting priniples and shall be dearly identified and readily accessible. Consultant
shall provide free access to the representatives of City or its designees at reasonable
times to such books and records; shall give City the right to examine and audit said
books and records; shall permit City to nuke transcripts therefrom as necessary; and
shall allow inspection of all work, data, documents, proceedings, and activities related to
this Agreement. Such records, together with supporting documents, shall be maintained
for a period of three 3 years after receipt of final payment.
( b) Upon completion of, or in the event of termination or suspension of this
Agreement, all original documents, designs, drawings, maps, models, computer files,
surveys, notes, and other documents prepared in the course of providing the services to
be performed pursuant to this Agreement shall become the sole property of the City and
may be used, reused, or otherwise disposed of by the City without the permission of the
Consultant. With respect to computer files, Consultant shall make available to the City,
at the Consultant's office and upon reasonable written request by the City, the
necessary computer software and hardware for purposes of accessing, compiling,
transferring, and printing computer files.
11. INDEMNIFICATION FOR PROFESSIONAL LIABILITY To the fullest extent
permitted by la, Consultant shall indemnify, protect, defend and hold harmless City
and any and all of its officials, employees and agents "Indemnified Parties") from and
against any and all losses, liabilities, damages, costs and expenses, including attorney's
fees and costs which arise out of, pertain to, or relate to the negligence, recklessness,
or willful misconduct of the Consultant.
Page 3
Agenda Item 8.g.
Page 6
12. INSURANCE
Consultant shall maintain prior to the beginning of and for the duration of this
Agreement insurance coverage as specified in Exhibit "C" attached hereto and
incorporated herein as though set forth in full.
13. INDEPENDENT CONSULTANT
(a) Consultant is and shall at all times remain as to the City a wholly
independent Consultant. The personnel performing the services under this Agreement
on behalf of Consultant shall at all times be under Consultant's exclusive direction and
control. Neither City nor any of its officers, employees, o agents shall have control over
the conduct of Consultant o any of Consultant's officers, employees, or agents, except
as set forth in this Agreement. Consultant shall not at any time o in any manner
represent that it o any o f its officers, employees, or agents are in any manner officers,
employees, o agents o f the City. Consultant shall not incur o have the power to incur
any debt, obligation, o liability w hatever against City, o bind City in any manner.
(b) No employee benefits shall be available to Consultant in connection with
performance of this Agreement. Except for the fees paid to Consultant as provided in
the Agreement, City shall not pay salaries, gages, or other compensation t Consultant
for performing services hereunder for City. City shall not be liable for compensation o
indemnification to Consultant for injury or sickness arising out of performing services
hereunder.
14. UNDUE INFLUENCE
Consultant declares and warrants that no undue influence o pressure was or is
used against o in concert with any officer or empl o f the City o Arroyo Grande in
connection with the a ward, terms o implementation of this Agreement, including any
method d f coercion, confidential financial arrangement, or financial inducement. N
officer or employee o f the City of Arroyo Grande will receive compensation, directly o
indirectly, from Consultant, o from any officer, employee or argent of Consultant, in
connection with the award of this Agreement o any work to e conducted as ar result of
this Agreement. Violation of this Section shall be ar material breach o f this Agreement
entitling the City to any and all remedies at laver or in equity.
15. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, o empl o f City, o their designees o agents, and no
public official who exercises authority over or responsibilities with respect to. the project
during his /leer tenure o for one year thereafter, shall have any interest, direct or indirect,
in any agreement o sub- agreement, o the proceeds thereof, for work to e per
in connection with the project performed under this Agreement.
Page
Agenda Item 8.g.
Page 7
16. RELEASE of INFORMATION/CONFLICTS of INTEREST
EST
(a) All information gained by Consultant in performance of this Agreement shall
be considered confidential and shall not be released by Consultant without City's prior
written authorization. Consultant, its officers, employees, agents, or subcontractors,
shall not without written authorization from the City Manager or unless requested by the
City Attorney, voluntarily provide declarations, letters of support, testimony at
depositions, response to interrogatories, or other information concerning the wort
performed under this Agreement or relating to any project or property located within the
City. Response to a subpoena or court order shall not be considered "voluntary"
provid Consultant gives City notice of such court order or subpoena.
(b) Consultant shall promptly notify City should Consultant, its officers,
employees, agents, or subcontractors be served with any summons, complaint,
subpoena, notice of deposition, request for documents, interrogatories, request for
admissions, or other discovery request, court order, or subpoena from any person or
party regarding this Agreement and the work performed thereunder or with respect to
any project or property located within the City. City retains the right, but has no
obligation, to represent Consultant and/or be present at any deposition, hearing, or
similar proceeding. Consultant agrees to cooperate fully with City and to provide the
opportunity to revie w any response to discovery requests provided b Consultant.
However, City's right to review any such response does not imply or mean the right by
City to control, direct, or re write said response.
1. NOTICES
Any notice which either panty may desire to give to the other panty under this
Agreement must be in writing and may be given either b i personal service, (ii)
delivery by ar reputable document delivery service, such as but not limited to, Federal
Express, which provid a receipt shoring date and time of delivery, or (iii) mailing in
the United States Mail, certified mail, postage prepaid, return receipt requested,
add ressed to the add of the panty as set forth below or at any other address as than
party may lamer designate by notice:
To City: City of Arroyo Grande
Teresa McClish
og E. Branch Street
Arroyo Grande, CA 93420
To Consultant: Stetson Engineers Inc.
James Reilly, PE
2171 E. Francisco Blvd., Suite K
Baru Rafael, CA 94901
The Consultant shall not assign the performance of this Agreement, nor any pant
thereof, without the prior written consent of the City.
Page
Agenda Item 8.g.
Page 8
1 . GOVERNING LAND
The City and Consultant understand and agree that the laws of the State of
California shall govern the rights, obligations, duties, and liabilities of the parties to this
Agreement and also govern the interpretation of this Agreement. Any litigation
concerning this Agreement shall take place in the superior or federal district court with
jurisdiction over the City of Arroyo Grande.
Both parties agree to submit any claims, disputes or controversies arising out of
or in relation to the interpretation, application, or enforcement of this Agreement to non-
binding mediation pursuant to the Rules for Commercial Mediation of the American
Arbitration Association, as a condition precedent to litigation or any other form of dispute
resolution.
19. ENTIRE E AG EEMEI T
This Agreement contains the entire understanding between the parties relating to
the obligations of the parties described in this Agreement. All prior or contemporaneous
agreements, understandings, representations, and statements, or written, are merged
into this Agreement and shall be of no further force or effect. Each party is entering into
this Agreement based solely upon the representations set forth herein and upon each
party's own independent investigation of any and all facts such party deems material.
20. T IME
City and Consultant agree that time is of the essence in this Agreement.
21. CONTENTS TS of REQUEST UEST FOF PROPOSAL AND PROPOSAL
Consultant is bound by the contents of the Request for Proposal. In the event of
conflict, the requirements of City's Request for Proposals and this Agreement shall take
precedence over those contained in the Consultant's proposals.
22. CONSTRUCTION
The parties agree that each has had an opportunity to have their counsel review
this Agreement and that any rule of construction to the effect that ambiguities are to be
resolved against the drafting party shall not apply in the interpretation of this Agreement
or any amendments or exhibits thereto. The captions of the sections are for
convenience and reference only, and are not intended to be construed to define or limit
the provisions to which they relate.
Page
Agenda Item 8.g.
Page 9
23. AMENDMENTS
Amendments to this Agreement shall be in writin- and shall be mad only with
the mutual written consent of all of the parties to this Agreement.
2. AUTHORITY T EXECUTE THIS AGREEMENT
T
The person o r persons executing this Agreement o n behalf of Consultant
warrants and represents that he /she has the authority to execute this Agreement on
behalf of the Consultant and has the authority to bind Consultant to the performance of
its obligations hereunder.
2. Assistance By CITY
Subject to other provisions of this Agreement, the CITY shall provide the
CONSULTANT with copies of any specifications, maps, drawings, records, o r other
documentation, which are required by the CONSULTANT in order to perform the
services specified herein. CITY shall provide all further reasonably necessary
information to CONSULTANT upon CONSULTANT's request.
IN WITNESS WHEREOF, F, the parties hereto have caused this Agreement to be
executed the day and year first above written.
CITY OF ARROYO GRANDE CONSULTANT
T
Tony Ferrara, M ayor
Attest:
Kelly Wetmore, City Clerk
Approved As To Form:
Timothy J. Carmel, City Attorney
Its:
Page
(Title)
Agenda Item 8.g.
Page 10
EXHIBIT A
STATEMENT OF UNDERSTANDING AND SCOPE OF WORK
Page 8
Agenda Item 8.g.
Page 11
PROJECT APPROACH
STATEMENT OF UNDERSTANDING AND SCOPE OF WORK
The Cities of Pismo Beach, ,Arroyo Grande, and Grover Beach, and CSA 12, with the City of Pismo Beach
taking the lead, are exploring the possibility of i an inflatabledeflatable rubber dam across the
spillway of Lopez Dam. The purpose o the spillway would be to increase the storage capacity and, h ence,
they yield, of Lopez Reservoir which Is the primary source of municipal supply to the Cities and CSA 12.
00
In its lead role for the Lopez Reservoir Spillway Project, the City of Pismo Beach has solicited proposals for a
feasibility study of the rubber dam. Based on statements in the RI~P supplemented by our independent
assessment, the feasibility study has several purposes that, In our view, fall int four dominant issue ar eas:
Dom1nant Issue Area
Purpose o f the Feasibift Study
Water Supply
To evaluate the additional safe yield provided by a rubber
dam
Engineering — Regulato
To identify modificat to Lo Dam or any
requirements other that may be Imposed by DWRDD
as a condition of approval for the rubber darn
Engineering - C onstructability
To confirm the constructability of the rubber dam and
develop a feasible conceptual design that complies with
DD re quirements
Environmental — Arroyo Grande H P
To determine if how the rubber dam migglit impact the
HP and, further how this impact might affect the
additional yield of the rubber darn
To analyze operational measures that may simultaneou ly
conform to the HP while preserving, insofar as possible,
the additional yield of the rubber dam.
Environmental — Reservoir
To identify environmental issues along the shoreline arising
from raising the reservo wat level
Costs and Timing
To determine the costs and timing to implement the
rubber dam, including permitting, engineering, and
construction
d
The following paragraphs ex pound on these dominant issues and ou tline h oer we will address them in the
feasibility shady.
Water u�pr
00 Lopez reservoir provides a major source of municipal supply to the Cities and CSA 12. The safe yield' of
the reservoir, under current operations, is 8,730 acre -feet per year (Zone 3 Urban Water Management Plan,
2005) of which 4,53 acre -feet per year is f contr actual entitlements for the Z one 3 members f - om a 6
MGD treatment plant and 4,200 acre -feet per y ear is for downstream release to maintain instream habitat
flows and recharge the .Arroyo Grande groundwater basin.
1 Used herein, the term "safe yield" is defined as the annual amount of water that can be annua Ily taken
from the reservoir over a period of }wars without depleting storage beyond its ability to be replenished
naturally.
Agenda Item 8.g.
Page 12
146)
Z
Stetson evaluated the additional safe yields for rubber dams of heights of 3 feet, 4 feet, and 5 feet. The
results for feet hight ranged from 671 t 1 acre - feet per year; for fit height ranged from 8 to
1, 166 acre - feet per year; and for a feet height ranged from 974 to 1,371 acre - feet per year (Stetson,
2008. No higher dam heights were evaluated.
The water supply issue of the amount of additional safe yield provided by a rubber dam will be addressed in
Task 2 To address this issue, we will follow the same approach as before; that is, we will use the hydrologic
operations model developed by Stetson. Simulations will be run for various rubber dam heights up to the
maximum practicable and affordable height that can be installed to be determined in Task 1 .
To provide for a better understanding of the additional yield, Stetson will acquire the necessary hydrologic
records to extend the period of record analyzed in the model form 2004 to 2010. Stetson will present th
results of additional yield for each year of the extended period of record 1 969 to 2010).
'neerla -" Regulato
The engineering regulatory issue of identifying modifications to Lopez Dam or any requirements other that
may be imposed by >i R DS D as a condition of approval for the rubber dam will be addressed in Task .
Stetson subcontractor, Miller Pacific, will tale the lead on this issue.
Miller Pacific will review geolog and eote hni al data available from various sources (Co of San Luis
g t
Obispo, DS D , as well as review published LIS S and state geologic data, and relative Miller Pa if
Engineering Group reference data. Following review, Miller Pacific will perform a site reconnaissance to
observe the site conditions, project features, constr and site access, Miller Pacific will examine the slopes
and general reservoir area for existing landslides, rock outcrops, structure and stratigraphy. Miller Pacific will
examine air photo examination for evaluation of geologic surface features suggestive of instability, faulting or
shear zones and review available to pographic mapping.
Capon completion of the data review and site reconnaissance, Miller Pacific will develop a model of the dam
and from the previous geotechnical exploration and laboratory testing performed at the sit This may
include some estimated soil properties based on the soil type and construction p ractices. Casing the model,
and based on consultation with DS OD regarding design requirements and probabillstic ground shaping
accelerations at the project site, Miller Pacific will perform preliminary, two - dimensional, sta and pseudo-
static stability analyses using a cross - section near the center of the dam. Miller Pacific will evaluate dam
stability for various reservoir levels (corresponding to the various rubber dam heights up to the maximum
-� practicable and affordable height that can be installed as determined in Task 1 . Darn stability will also be
evaluated for sudden drawdown conditions and potential seismic deformations using procedures published by
* Mal disi Seed or Brag.
As an interim deliverable, Miller Prepare technical memorandum describing the geologic and geote finical
evaluation, site seismicity, dam stability and gothnicai feasibility of raising the spillway of Lo pez Reservoir.
Preliminary estimated costs for any modifications to the darn will be provided.
_ Ea ine ria --• Comimctabift
-� The engineering constructability issue of the rubber darn will be addressed in Task 1 where the
constru. abili of the rubber dam. ' e understand that Cl prepared a p reliminary program level
t P r
assessment of installation of a rubber dam at Lopez spillway, and we reviewed that assessment which found
no fatal flaws. However, further investigation Is needed to confirm constructability.
• Agenda Item 8.g.
Page 13
i ' Stetson Engineers will start with a review design plans and other documents available from various sources
_4 (County of San Luis Obispo, D) documenting as -built conditions of the dam and spillway. Following
review, Stetson will perform a site reconnaissance to observe the site conditions, project features, constraints
and site access.
Working with Miller Pacific and rubber dam manufacturers, including Obermeyer and others, and based on
the review of as -built designs and site conditions, Stetson will perform necessary engineering analysis to
_ confirm the construct ability of the rubber dam. As part of this effort, Stetson will determine the maximum
practicable and affordable height that can be installed. Stetson will consult with the City regarding criteria to
be used in this determination.
Stetson will prepare concetual design plans showing the layout, placement, and configuration of the rubber
darn and appurtenant facilities, as well as key details. These design plans will form the basis for preliminary
installation cost estimates.
-4
Environmental — Arroyo Grande H P
The environmental issue of if how the rubber dam might impact the H P and, farther how this Impact might
affect the additional yield of the rubber dam will be addressed in Task 4. To address this issue, we will follow
the same approach as in Task ; that is, we will again use the hydrologic operations model developed by
Stetson. Simulations will be run for various rubber dam heights up to the maximum practicable and
affordable height that can be installed to be determined in Task 1).
The primary effect that the rubber dam will have on Instream flows In Arroyo Grande flows below Lopez
Dam will be a reduction in spills. Historically, spills have been infrequent, occurring in only 16 of the last 4
years, with n os pill since 1 998. It is these spills that the rubber clam +ould partially or completely capture
which, in turn, ould result in an increase in reservoir yield.
The impact of the rubber dam on the H P, if any, would be an Indirect impact in that it would reduce spills
that would otherwise provide passage opportunities for migrating fish and flushing action necessary for
maintaining suitable in- channel habitat conditions. Environmental regulatory agencies may view this impact
as adverse and initiate further consultations to revise the proposed HP to off -set these captured spill flows.
-- The net result may be a reduction In the additional yield of the rubber darn. -
11
Again, to address this issue, we will follow the same approach as before by using the hydrologic operations
model to simulate the impact of the rubber dam on reduced spill flows. This will, however, require
refinement of the model to operate on a daily time -step and account for daily flows and operations. Stetson
will make necessary refinements to the model and will simulations run for various rubber dam heights up to
the maximum practicable and affordable height that can be installed to be determined in Task 1). Stetson
will present the results of reduced spills over the extended period of record ( 1969 to 20 10.
The model results will be used by Stetson subcontractor, Hanson Environmental, to consult with San Luis
Obispo County DPW staff and, if appropriate, the regulatory agencies with regard to impacts on the
proposed HP and possible remedies.
Environmental — Reservoir
The environmental issue of impacts along the shoreline arising from raising the reservoir water level will also
be addressed in Task 4. To address this issue, Hanson Environmental will examine aerial photos and perform
Agenda Item 8.g.
Page 14
a xm;)
a
a
a
a
a
a reconnaissance survey of the shoreline. Based on the information review and site survey, Hanson will
identify environmental issues that would need to be evaluated in subsequent environmental review.
Costs and 7 JMJn
Costs and timing will be addressed in Task 5. In the final project report, Stetson Engineers will describe the
costs and timing to implement the rubber darn, including permitting, engineering, and construction.
Agenda Item 8.g.
Page 15
EXHIBIT
PROJECT BUDGET
Page
Agenda Item 8.g.
Page 16
Lopez Reservoir Spillway Project - Cost Sharing
Lopez Cost Sharing Lopez Cost Sharing (minus O D) Total Project Cost 49,865
c�
c�
c� 3
c�
�FO
Lopez
Fraction o Lopez
Arroyo Grande
Entitlement (AFY)
Entitlement
Arroyo Grande
2290
0.506
Grover Beach
800
0.177
OCS ID
BB
0.067
Pismo Beach
896
0.198
A 12
241
0.053 "
Tota 1
4530
c�
c�
c� 3
c�
�FO
Agency Cost Share
Lopez
Fraction of
Arroyo Grande
Entitlement
Lopez
Grover Beach
( AFY)
Entitlement
Arroyo Grande
2290
0.542
Grover Beach
800
0.189
Pismo Beach
896
0.212
A 12
241
0.057
Tota 1
4227
Agency Cost Share
Arroyo Grande
27 0 015
Grover Beach
9,437
Pismo Beac
10,570
A 1
2,843
Total
49,865
EHIBIT C
INSURANCE REQUIREMENTS
TS
Prior to the beginning of and throughout the duration of the Work, Consultant will
maintain insurance in con orr ance with the requirements set forth below. Consultant
will use existing coverage a to comply with these requirements. ff that existing coverage
e
does not meet the requirements set forth here, Consultant agrees to amend,
supplement or endorse the existing coverage a to do so. Consultant acknowledges that
the insurance coverage a and policy limits set forth in this section constitute the minimum
amount of coverage a required. Any insurance proceeds available to City in excess of the
limits and coverage a required in this 6greement and which is applicable to a given loss,
will be available to City.
Consultant shall provide the following types and amounts of insurance:
[Note 4: verify minimum limit for each coverage with city Manager or city
A tto rney
Commercial General Liability Insurance using Insurance Services Office "Commercial
General Liability" policy from CG 00 01 or the exact equivalent. Defense costs must be
paid in addition to limits. There shall be no cross liability exclusion for claims or suits by
one insured against another. Limits are subject to review but in no event less than
1, 000,000 per occurrence.
Business Auto Coverage on ISO Business Auto Coverage from CA 00 01 including
symbol 1 (Any Auto) or the enact equivalent. Limits are subject to review, but in no
event to be less than $1,000,000 per accident. If Consultant owns no vehicles, this
requirement may be satisfied by a non -owned auto endorsement to the general liability
policy described above. If Consultant or Consultant's employees will use personal autos
in any way on this project, Consultant shall provide evidence of personal auto liability
coverage for each such person.
[Note 5: may reed to delete workers' compensation and employers liability
insurance requirements for certain sole proprietorships, partnerships, or
corporadons without employees
Workers Compensation on a state - approved policy form providing statutory benefits as
required by law with employer's liability limits no less than $1,000,000 per accident or
disease.
[Note : if the required limits for general liability, auto and employer's liability are
$1 million or less, the following paragraph may be muted.
Page 1
Agenda Item 8.g.
Page 18
Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit
requirements, shall provide c overage a t least as broad as specified for the underlying
c overages. Any such c overage provided under an umbrella liability policy shall include
drop down provision providing primary c overage above a maximum $25,000 self -
insured retention for liability ility not covered by primary but covered b y the umbrella.
Coverage shall be provided on a "pay on behalf' basis, with defense costs payable in
addition to policy limits. Policy shall contain a provision obligating ting insurer a t the time
insured's liability is determined, not requiring actual payment by the insured first. - there
shall be no cross liability exclusion precluding c overage for claims or suits by one
insured against another. Coverage shall b to City for injury to employees of
Consultant, subcontractors or others involved in the Work. The scope of c overage
provided is subject to approval of City following receipt of proof of insurance a required
herein. Limits are subject to revie w but in no event less than $1,000,000 per
occurrence.
Professional Liability or Errors and Omissions Insurance as appropriate shall be written
on a policy form coverage specifically designated to protect against acts, errors or
omissions of the Consultant and "Covered Professional Services" as designated in the
policy must specifically include work performed under this agreement. The policy limit
shall be no less than $1 ,000,000 per claim and in the aggregate. The policy must "pay
on behalf of the insured and must include a provision establishing the insurer's duty to
defend. The policy retroactive date shall be on or before the effective date of this
a greement.
Insurance procured pursuant to these requirements shall be written by insurer that are
admitted carriers in the state California and with an A. M. Bests rating of A- or better and
a minimum financial size 1II.
General conditions pertaining to provision of insurance coverage by Consultant.
Consultant and City agree to the following with respect to insurance provided by
Consultant:
1. Consultant agrees to have its insurer endorse the third party general
liability coverage required herein to include as additional insureds City, its officials
employees and agents, using standard ISO endorsement No. CG 2010 with an edition
prior to 1992. Consultant also agrees to require all Consultants, and subcontractors to
do likewise.
2. No liability insurance coverage provided to comply with this Agreement
shall prohibit Consultant, or Consultant's employees, or agents, from waiving the right of
subrogation prior to a loss. Consultant agrees to waive subrogation rights against City
regardless of the applicability of any insurance proceeds, and to require a ll Consultants
and subcontractors to do likewise.
3. All insurance coverage and limits provided by Consultant and available or
applicable to this agreement are intended to apply to the full extent of the policies.
Page 11
Agenda Item 8.g.
Page 19
Nothing contained in this Agreement or any other agreement relating to the City or its
operations limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these
requirements if they include any limiting endorsement of any find that has not been first
submitted to City and approved of in writing.
5. No liability policy shall contain any provision or definition that would serve
to eliminate so-called "third party action over" claims, including any exclusion for bodily
injury to an employee of the insured or of any Consultant or subcontractor.
6. All coverage types and limits required are subject to approval, modification
and additional requirements by the City, as the need arises. Consultant shall not make
any reductions in scope of coverage e.g. elimination of contractual liability or reduction
of discovery period) that may affect City's protection without City's prior written consent.
7. Proof of compliance with these insurance requirements, consisting of
certificates of insurance evidencing all of the coverages required and an additional
insured endorsement to Consultant's general liability policy, shall be delivered to City at
or prior to the execution of this Agreement. In the event such proof of any insurance is
not delivered as required, or in the event such insurance is canceled at any time and no
replacement coverage is provided, City has the right, but not the duty, to obtain any
insurance it deems necessary to protect its interests under this or any other agreement
and to pay the premium. Any premium so paid by City shall be charged to and promptly
paid by Consultant or deducted from sums due Consultant, at City option.
8. Certificate(s) are to reflect that the insurer will provide 30 days notice to
City of any cancellation of coverage. Consultant agrees to require its insurer to modify
such certificates to delete any exculpatory wording stating that failure of the insurer to
mail written notice of cancellation imposes no obligation, or that any party will
"endeavor" ( opposed to tieing required) to comply with the requirements of the
certificate.
9. It is acknowledged by the parties of this agreement that all insurance
coverage required to be provided by Consultant or any subcontractor, is intended to
apply first and on a primary, noncontributing basis in relation to any other insurance or
self insurance available to City.
10. Consultant agrees to ensure that subcontractors, and any other party
involved with the project who is brought onto or involved in the project by Consultant,
provid the same minimum insurance coverage required of Consultant. Consultant
agrees to monitor and revie w all such coverage and assumes all responsibility for
ensuring that such coverage is provided in conformity with the requirements of this
section. Consultant agrees that upon request, all agreements with subcontractors and
others engaged in the project will be submitted to City for revie w.
Page '1
Agenda Item 8.g.
Page 20
11. Consultant agrees not to self - insure or -to use any self - insured retentions
or deductibles on any portion of the insurance required herein and further agrees that it
will not allow any Consultant, subcontractor, Architect, Engineer or other entity or
person in any way involved in the performance of work on the project contemplated by
this agreement to self - insure its obligations to City. if consultant's existing coverage
includes a deductible or self - insured retention, the deductible or elf - inured retention
must be declared to the city. At the time the city shall review options with the
Consultant, which may include reduction or elimination of the deductible or self - insured
retention, substitution of other coverage, or other solutions. -
12. The City reserves the right at any time during the term of the contract to
change the amounts and types of insurance required by giving the consultant ninety
(90) days advance written notice of such change. If such change results in substantial
additional cost to the Consultant, the City will negotiate additional compensation
proportional to the increase benefit to city.
13. For purposes of applying insurance coverage only, this Agreement will be
deemed to have been executed immediately upon any party hereto taking any steps
that can be deemed to be in furtherance of or towards performance of this Agreement.
1. Consultant acknowledges and agrees that any actual or alleged failure on
the part of City to inform consultant of non - compliance with any insurance requirements
in no way imposes any additional obligations on city nor does it waive any rights
hereunder in this or any other regard.
1. Consultant will renew the required coverage annually as long as city, or
its employees or agents face an exposure from operations of any type pursuant to this
agreement. This obligation applies whether or not the agreement is canceled or
terminated for any reason. Termination of this obligation is not effective until city
executes a written statement to that effect.
16. Consultant shall provid goof that policies of insurance required herein
expiring during the term of this Agreement have been reneged or replaced with other
policies providing at least the same coverage. Proof that such coverage has been
ordered shall be submitted prior to expiration. A coverage binder or letter from
Consultant's insurance agent to this effect is acceptable. A certificate of insurance
and/or additional insured endorsement as required in these specifications applicable to
the reneging or new coverage must be provided to City within fire days of the expiration
of the coverages.
17. The provisions of any workers' compensation or similar act will not limit
the obligations of Consultant under this agreement. consultant expressly agrees not to
use any statutory immunity defenses under such laws with respect to City, its
employees, officials and agents.
Page - 13
Agenda Item 8.g.
Page 21
1 . - Requirements of specific coverage features or limits contained in this
section are not intended as limitations on coverage limits or other requirements nor as
a giver of any coverage normally provided by any given policy. Specific reference to a
given coverage feature is for purposes of clarification only as it pertains to a given issue,
and is not intended by any party or insured to be limiting or all - inclusive.
1. These insurance requirements are intended to be separate and distinct
from any other provision in this agreement and are intended by the parties here to be
interpreted as such.
2. The requirements in this Section supersede all other sections and
provisions of this Agreement to the extent that any other section or provision conflicts
with or impairs the provisions of this Section.
21. Consultant agrees to be responsible for ensuring that no contract used by
any party involved in any way with the project reserves the right to charge City or
Consultant for the cost of additional insurance coverage required by this agreement.
Any such provisions are to be deleted with reference to City. It is not the intent of City to
reimburse any third party for the cost of complying with these requirements. There shall
be no recourse against City for payment of premiums or other amounts with respect
thereto.
22. Consultant agrees to provide immediate notice to City of any claim or loss
against Consultant arising out of the work performed under this agreement. City
assumes no obligation or liability by such notice, but has the right (but not the duty) to
monitor the handling of any such claim or claims if they are likely to involve City.
Page 1
Agenda Item 8.g.
Page 22
{
INCORPORATED
"
MEMORANDUM
JULY 10, 1 �
/FOB
To: CITY COUNCIL �
FROM: TER ESA I IccLISH, COMMUNITY DEVELOPMENT DIRECTOR
BY: MIKE LINN, ASSISTANT CITY ENGINEER
SUBJECT: CONSIDERATION of AN AMENDMENT To THE WALLACE GROUP
CONSULTANT SERVICES AGREEMENT FOR DESIGN of THE
CASTILLO DEL MAR To ARROYO GRANDE DE HIGH SCHOOL BIKE
PATH PROJECT
DATE: , MARCH 22, 2011
RECOMMENDATIO
It is recommended the City Council:
1. Approve Amendment No. 1 to the Wallace Group Consultant Services
Agreement for the Castillo Del Mar to Arroyo Grande High School Bike Path
Project "Bike Path Project" for the not -to- exceed amount of $22, 500;
2, authorize the Mayor to execute the amendment.
FINANCIAL IMPACT:
The proposed cost of the Wallace Group Amendment No. 1 is $22,050. Approval of the
amendment will increase the not -to- exceed price of the Wallace Group Consultant
Services Agreement from $7,950 to $30,000.
The estimated cost of the Bike Path Project is approximately $'197,000. lender the
project Memorandum of Understanding (MOM), J.H. Land Partnership agreed to pay
$50,000 of the costs with the remainder being funded from a Transportation
Enhancement (TEP) grant of $150,000.
BACKGROUND:
O n November 22, 2010, the City entered into a Consultant Services Agreement with the
Wallace Group to perform design and environmental services for the Bike Path Project
for the not -to- exceed price of $7,950.
O n December 15, 2010, the Council approved the Bike Path Project and an amendment
to the MOM regard the Castillo Del Mar roadway extension with the Lucia Mar
Unified School District, J.H. Land Partnership and .John Taylor, Trustee.
Agenda Item 8.h.
Page 1
CITY COUNCIL
CONSIDERATION OF AN AMENDMENT TO THE WALLACE GROUP
PROFESSIONAL SERVICES AGREEMENT WITH THE WALLACE GROUP FOR
DESIGN OF THE CASTILLO DEL MAR TO ARROYO GRANDE HIGH SCHOOL BIKE
PATH PROJECT
MARCH 22,2011
PAGE 2
The Bike Path Project scope of work involves the construction of a Class I bicycle and
pedestrian path within the right-of-way of Castillo Del Mar between Orchard D rive and
Halley Road, The bike path will follo w an existing pared fire access that bisects the
Arroyo Grande High School property. The approximately 800 foot long, 10 foot pride
bike path will be detached from the existing pared fire access road and located at the
edge of the road right -of -gray. The Class I bike path will cross the fire access lane from
the south side to the north side opposite the school's parking lot entrance, The Class
bike path will then continue another 200 feet on the campus side of the existing access
road until reaching the faculty parking lot, where it will transition to follow an existing
pedestrian path through the parking lot as a Class 11 bike lane. Modification to the
parking It includes the relocation of a light pole and restriping of a portion of the
parking lot.
ANALYSIS F ISSUES:
The initial Wallace Group Consultant Services Agreement involved the feasibility of
constructing a bike path between Castillo Del Mar and Valley Road, , which also involved
extensive coordination with staff, Caltrans, and the adjacent homeowner's association.
Based on the results of the feasibility study, Amendment ent No. 1 provides for performance
of the actual project design and the development of contract documents to facilitate the
advertisement of formal construction bids.
Staff is accelerating the project design to ensure that the project can be constructed in
the summer months when school is not in session. Upon approval of Amendment No.
1, staff anticipates advertisement of the project for construction bids in May, with
construction commencing in late .June, 2011.
The funding was originally approved for bike lanes as part of the overall street w idening
and extension project. since developer funding for the road construction has been
delayed, the bike path enables the City to utilize the grant to complete a portion of the
project. All parties involved recently approved amendments to the MOU.
ALTERNATIVES:
ES:
The following alternatives are provided for the Council's consideration:
Authorize the Mayor to execute Amendment No. 1 to the Wallace Group
Consultant Services Agreement;
- Do not approve staff's recommendations;
-
Modify staff's recommendations,
- Provide direction to staff,
Agenda Item 8.h.
Page 2
CITY COUNCIL
CONSIDERATION of AN AMENDMENT IT To THE WALLACE GROUP
PROFESSIONAL SERVICES AGREEMENT T ' ITH THE WALLACE GROUP FOR
DESIGN OF THE CASTILLO DEL MAR TO ARROYO GRANDE HIGH SCHOOL BIKE
PATH PROJECT
MARCH 22, 2011
PAGE 3
ADVANTAGES:
Approval of Amendment No. 1 will enable completion of the project design in a timely
manner to enable construction of the Bike Path project during the summer months and
will enable the City to utilize the grant funds before they are lost.
DISADVANTAGES:
The project will expend funds on construction of a bike path that will have limited use,
but will reduce future cost of the road construction.
ENVIRONMENTAL REVIEW:
The project is categorically exempt from CE QA pursuant to Section 15304(h).
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, March 17, 2011. The Agenda
and report were posted on the City's website on Friday, March 18, 2011. No public
comments were received.
Attachment;
1. Consultant Services Agreement Amendment No. 1
Agenda Item 8.h.
Page 3
CONSULTANT SERVICES AGREEMENT
T
AMENDMENT No. 1
This First Amendment to Consultant's Services Agreement "CSA" by and between the
CITY of ARROYO GRANDE and WALLACE GROUP is made and entered into this
day of March 2011, based on the following facts:
WHEREAS, the parties entered into CSA dated November 22, 2010, for feasibility and
design coordination of the Castillo Del Mar to Arroyo Grande High School Bile Path
Project,
WHEREAS, the parties desire to modify the CSA as set forth herein.
NOW THEREFORE, for valuable consideration the receipt and sufficiency of which is
acknowledged, the parties agree as follows:
1. To include the following additional services to the CSA at the cost specified in
Exhibit "A" attached hereto and incorporated herein by this reference.
2. Except as modified herein, all other terms and conditions set forth in the CSA,
as amended, shall remain unchanged.
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this First
Amendment the day and year fiat above written.
WALLACE E R UP
By:
By:
CITY of ARROYO GRANDE
Tory Ferrara, Mayor
Agenda Item 8.h.
Page 4
EXHIBIT A
CONTRACT AMENDMENT
Project Name:
Castillo Del Mar Bike Path
CA No. /I
Client Name:
City of Arroyo Grande
Project/Phase No. 0232 -5678
Attention:
Teresa McClish
Date: February 17, 2011
Address:
PO Box 5500 Arroyo Grande, California 93421
Wallace Group requests the Client's authorization to proceed with revisions to the contract agreement for
the above referenced project as herein described. A pproval below incorporates this document as a part of
the original contract signed November 2 If approved, please return one signed original Contract
Amendment to Wallace Group.
Description and Purpose of the Revision(s)
We pr viou s ly provided you with our proposal dated No Vern ber 17, 2010 for feasibility determination and
concept engineering of a proposed bike path along the right --of -way of Castillo Del Mar between Orchard
and Valley Road. This contract in the amount of $7,950 was executed as an Agreement for Consultant
Services with the City on November 22, 2010.
This Contract a mendrnent replaces our December 14, torto proposal for extending the Scope of Services to
complete the construction engineering plans and obtain funds for construction.
SCOPE OF SERVICES
Task 1: Engineering Construction Documents
$15,1950
• P1 a n s, Specifications and Estimates (P EE ) to 5 0% of construction documents for City review
•
PS&E to Hof construction documents for City review
•
Final P EE to 100%
Assu mptions
-
1. The plan set is estimated at three sheets including:
• Title sheet
• Plan and profile with typical section, striping, and erosion control
• Details
2. Specifications provid d by WaII ace Group will be limited to Technical Specifications, Mea s u rem ent and
Payment, and the Bid Sheet provided in MS Word format for the City to incorporate into their larger
specifications package.
3. City Staff will review, redline and return comments within three ) working days of receipt of draft plans
and specifications.
Task : Legs i Descriptions $1, 0
Draft legal descriptions for road right -of -way and bicycle pedestrian /easement.
Task : Project Management 54,600
Management tasks during engineering design and environmental review ar , anticipated to include, but are
not limited to:
WALLACE cRouN
CIVIL ENGINEERING
CONSTRUCTION
MANAGEMENT
LANDSCAPE
ARCHITECTURE
MECHANICAL
ENGINEERING
PLANNING
PUBLIC WORKS
ADMINISTRATION
SURVEYING 1
GIS-SOLUTIONS
WATER RESOURCES
WALLACE E S1 AN N
INTERNATIONAL
WALLACE GROUP
A California Corporation
612 CLARION CT
AN LUIS OBISPO
CALIFORNIA 93401
T 805 544 -4011
• Coordination and correspondence between City, Caltrans, environmental sub-consultants, School F 80 544 -4294
District and design team
• Two ) meetings with City and/or School District wwwmallacegroup.us
Agenda Item 8.h.
Page 5
0232 -5678 CA A
February 17, 2011
• One 1 meeting with Caltrans staff
• Meeting documentation and distribution of discussion notes
• Coordination with Caltrans throughout the preparation of the NEPA document
• Coordination with City sub - consultant to complete required archaeological study
• Maintain and oversee project schedule and budget
• Coordination regarding ROW, access path Easement with District, City, Caltran
Deliverables:
• Three hard copies and electronic copy of PS&E at 50% and 90% for review and comment
Three hard copies and electronic PDF of 1009 (final) PEE
SCHEDULE
Note: WaIlace Group rnu st recants the Gigs Notice -t - Proceed for engineering design by February
11% 2011 in order to meet the project schedule:
Fund Allocation Request sent to the CTC months before allocation)
March 4 ,2011
509 Engineering design to City for review
March 4,2011
City to return Comments to Wallace Group
March 9, 2011
90% Plans and Specifications to City for review
March 16, 2011
City to Respond with Comments to Wa I I a ce Group
March 22, 2011
100% Plans and Specs completed by Wa 11ace Group
March 28 2011
Request to Proceed with construction sent to Ca Itra ns
March 31, 2011
Fund Allocation Request approved by CTC uthori ation from Caltran
May 11 -1 2 2011
TO BE PROVIDED BY THE CLIENT
Section thickness of asphalt and base pavement
PS&E Redline review turnaround within 3 working days at the 0% and 90 % submittals
ASS UM PTIO N ITEMS NOS` INCLUDED IN SCOPE OF SERVICES
Engineering plans do not include wetlands or biological mitigation or design. Design changes resulting
from environmental review findings will addressed with a revised engineering scope and cost estimate.
Additional design submittals beyond the 50,90, and 100% PS&E submittals are not included in our
estimated fees (add it ion aI com me nts after 100% PS&E will b e addressed on a time and materials basis).
Drainage and utility coordination is not anticipated and therefore not in this scope.
PROJECT E EE
The project fees are shown allocated by task to indicate our expect d distribution of word . However, the tas i
fee allocations are not individual contract limits.
waII ace Group will perform the services denoted in Task 1 of the proposed Scope of Services in accordance
with the attached Schedule of Fees (Exhibit ). These services will be invoiced monthly on an accrued cost
basis, and our total fees, exclusive of reimbur able , will not exceed our estimated fee of $17,450 without
receiving written authorization from the Client.
Wallace Group will perform the services denoted in Task of the proposed Scope of Services on a time and
,materials basis. For budgeting purposes, our preliminary estimate is that over the next eight ) months, our
fees will be $4,600. These services will be invoiced monthly on an accrued basis in accordance with the
attached Schedule of Fees (Exhibit . Reimbursables will be invoiced as an additional cost and are not
included in the time and materials estimated fee amount stated above.
WALLACE GROUP
Agenda Item 8.h.
Page 6
0 23 2 -56 78 CAA,
February 17, 2011
Tot es irnated fees for th Bi ke Lane project are not anticipated to exceed $30, 000:
• $22, total for this Contract A m e nd men t
• F 9 5 0 under the previously e xecu t d Novemb r 22, 2010 Service Agreement
Revision(s) Represent:
a change in previous instructions
( a change in Scope of Services
( other:
Issued b,
WAUACE
Signature:
Print Name
Revision(s) Fee:
X hourly (time & materials) , o
progress billing:
X not-to o authorization. S17,450
TOTAL: 522,050
Revision(s) will be invoiced as:
increase to an item within the existfng contract
(X ) a new Stern added to existing contract
iifrnia Corporation
R. r h al P E 41819
Approved by Client
Signature:
Print Name:
Title: Principal, CEO I Title:
I Date; February 1 , 2011 1 Date:
WALLACE 'M.
GROUP
Agenda Item 8.h.
Page 7
THIS PAGE INTENTIONALLY LEFT BLANK
Agenda Item 8.h.
Page 8
FZRO
A WC HPORATED
P�
JK JIJL V 10. 101 1
c•
M EMORANDUM
TO: CITY COUNCIL �
FROM: TE ESA MCCLISH, COMMUNITY UNITY DE EL P LENT DIRECTOR
SUBJECT: SUPPLEMENTAL INFORMATION
MARCH 22, 2011 v CIT COUNCIL AGENDA 1TEIAA 8.h, --- AMENDMENT
T
TO THE WALLACE GROUP N S LTAI T SERVICES AG E E IAA E i T
FOR DESIGN OF THE CASTILLO DEL MAR TO ARROYO GRANDE
DE
HIGH SCHOOL RIFE PATH PROJECT
DATE: MARCH 22, 2011
Attached is supplemental information regarding Agenda Item 8.h. In response t
request by Mayor Pro Tern Ray to provide an updated project schedule pare 6 of the
s taff report)_
City Manager
City Att
City Clerk
MEMORANDUM �_.Zv
Date: March 22, 2011 WALLACE crtouP,
To: Teresa McCli h, City o Arroyo G rande
WATER RESOURCES
Fund Allocat Request sent to t he CTC (2 months before allocat
CIVIL ENGINEERIN
Fr rnl Cindy Chambers, Wall Grou
CONSTRUCTION
City to Return Comments to Wallace Group
MANAGEMENT
Subject: Castillo Del Mar Contract for Engineering Services
LANDSCAPE
City to return Plan Check Comments to Wallace Group
ARCHITECTURE
Teresa:
MECHANICAL
Request to P rDc eed w/C on stru ctio n sent to Caitran s
ENGINEERING
This memo updates the schedule outlined its the Contract A mendment proposal we
PLANNING
provided the City on F ebruary 17 201 f or completing design services on the
June 10 2011
Castillo Del Mar Bike Path. The schedule assumes ap f our contract and
June 1 5 & 22, 2011
return of redlined plans by March 23, 2011.
IVfIRATION
A
Council Awards Construction Contract
SURVEYING !
G IS SOLUTIONS
SC HEDULE
WATER RESOURCES
Fund Allocat Request sent to t he CTC (2 months before allocat
WALLACE SWANSON
Marc 4,201 INTERNATIONAL
0% Engineer Des Plans to City for Review
March 4 2011
City to Return Comments to Wallace Group
Marc 23 , 2011
90 Engineering design plans to City for Review
April 1, 2011
City to return Plan Check Comments to Wallace Group
April 1 , 2011
100% Plans & Specs completed by Wallace Group
April 29, 2011
Request to P rDc eed w/C on stru ctio n sent to Caitran s
M 6 2011
Fund Allo atiDn Request approved by CTC
May 1 , 2011
Authorization Rec ived from CaItrans
June 10 2011
City Advertises Bids
June 1 5 & 22, 2011
Bid Opening
July 12, 2011
Council Awards Construction Contract
July 26, 2011
WAL GROUP
A Califomia CoaporaDon
612 CLARION CT
AN LUIS OBI P
C ALIFORNIA 93401
T 805 W-4011
F 805 4 -4294
► rw ,wallacegrwp.us
M-%232 -C ity of A =-5678- Casfill o De Mar Mapping0lKE PATH G RANT_FUNDEMONTRA T- BIKE PATHWemo m Schedule on Contract 3-22-
11_ m
P RO
INCORPORATE
MEMORANDUM
1K JULY 10 1911
To: CITY COUNCIL
FROM: TERESA IIIICCLISH, COMMUNITY DEVELOPMENT DIRECTOR
BY: LES E ANS, PROJECT ENGINEER
SUBJECT: CONSIDERATION To ADOPT A RESOLUTION ACCEPTING AN
OFFER of DEDICATION FOR OPEN SPACE ON A PORTION of LOT
16 of TRACT 2236
DATE: MARCH 22, 2011
RECOMMENDATION:
ATION:
It is recommended the City Council adopt a resolution accepting an offer of dedication for
open space on a portion of Lot 16 of Tract 2236.
FINANCIAL IMPACT:
Funds for the maintenance of the open space area are included in the Grace Lane
Assessment District.
BACKGROUND:
The open space parcel proposed for dedication is a portion of the original Lot 18 of
Tract 2236, the Grace Lane project, and is contiguous to the existing open space area
adjacent to Grace Lane.
Tentative Tract 2236 was approved in January 2004 to subdivide a 29-acre property
into nineteen (1 9) residential lots, four of which were restricted to the moderate -
income level as a density bonus (Lots 1 - Two open space parcels of 0.47 and
1 5.96 acres (Lots A and B, respectively ) were also created. Public improvements for
the tract were accepted on September 1, 2010. The affordable units on Lots 16-19 are
currently under construction.
The applicant received Planning Commission approval on February 15, 2011 for a lot
line adjustment between two lots (Lots 16 and 17). The lot line adjustment corrected
a problem with the original configuration of the lots that placed the front yard of Lot 1
on Lot 17. The new lot line was placed down the center of the access driveway,
creating a more logical lot configuration.
Agenda Item 8.i.
Page 1
CITY COUNCIL
CONSIDERATION To ADOPT A RESOLUTION ACCEPTING AN OFFER of
DEDICATION FOR OPEN SPACE ON A PORTION of LOT 16 of TRACT 2236
MARCH 22, 201'1
PAGE 2
In addition to the lot line adjustment, Mangano Homes has made an offer to dedicate
approximately 15,000 square feet of open space (portion of existing Lot 1 to the City.
The additional open space is contiguous to the previously offered open space.
ANALYSIS of ISSUES:
The proposed open space dedication would place approximatel y 15,000 square feet of
oak - covered slopes, including a Drell -used trail, into the adjacent open space, rather
than having it as part of an affordable housing residential lot.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
- approve staffs recommendation and adopt the resolution approving the offer of
dedication of open space;
Reject the offer of dedication of open space; o
Provide direction to staff.
ADVANTAGES:
Accepting the offer of dedication of open space guarantees the preservation of a trail
and Brooded area for the benefit of the public.
DISADVANTAGES:
Adding the 15,000 square feet of open space increases the cost of maintenance of the
overall open space area.
ENVIRONMENTAL REVIEW:
There is no environmental impact.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, March 17, 2011. The Agenda
and report were posted on the City's website on Friday, March 1 S 2011. No public
comments were received as of the publishing of this report.
Attachment: Tract 2236 Final Map
Agenda Item 8.i.
Page 2
RESOLUTION No.
A RESOLUTION of THE CITY COUNCIL of THE CITY
OF ARROYO GRANDE ACCEPTING AN OFFER of
DEDICATION FOR OPEN SPACE ON A PORTION of
LOT 16 of TRACT 2236
WHEREAS, the City Council approved Final Tract Map 2286 on November 28, 2006;
and
WHEREAS, the Planning Commission approved Lot Line Adjustment 10-004 on
February 15, 2011; and
WHEREAS, the developer has offered to dedicate approximately 15,000 square feet of
additional open space; and
WHEREAS, staff has inspected the area proposed for dedication and found it to be an
area contiguous to existing City open space and as such a benefit to the public.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo
Grande does hereby accept the following offer of dedication for Tract 2236:
A portion of Lot 18 of bract 2236 as described on Exhibit A attached hereto
and incorporated herein by this reference.
On motion of Council Member
and b y the following roll call vote, to grit:
, seconded by Council Member
AYES:
NOES:
ABSENT:
the foregoing Resolution was passed and adopted this
day of 2011.
Agenda Item 8.i.
Page 3
RESOLUTION N.
PAGE
TONY F E F AF A, MAYOR
ATTEST:
KELLY WETMORE, CITY CLEFT
APPROVED AS TO CONTENT:
STEVEN ADAMS, CITY MANAGER
APPROVED AS TO FORM:
TIMOTHY J. CARMEL, CITY ATTORNEY
Agenda Item 8.i.
Page 4
EXHIBIT A
OFFER OF DEDICATION
for
OPEN SPACE
(Portion of Lot 16 of Tract 2236)
Legal Description
portion of Lot 16 of Tract 2236 in the City of Arroyo Grande, County of San Luis
Obispo,, State of California, according to map filed December 8,, 2 006 in Book 29 of
Maps at pages 14 through 1, in the office of the County Recorder of said County
described as follows;
Beginning at the most Southeasterly corner of Parcel B of Parcel Map AGAL 10-0075
filed filed October 2Q, 2010 in Book 74 of Parcel flaps at Pages 48 through 50 in the
Record office of said County and State, said point being witnessed by a " rebar
"LS 5693 "; thence
1 North 49 2 V 22 " East a distance of 148.47 feet to the Northeast line of said Lot
1 ; thence
2) South 51 1' 04" East along the northeast line of said Lot 16 a distance of
132.13 feet to the Easterly corner of said Lot 1; thence
3) South 27 50'46" West along the Southeast line of said Lot 16 a distance of
104.01 feet; thence
4) North 43 41 "Infest along the southwest line of said Lot 16 a distance of
129.42 feet; thence
5) South ,' 10' '' Rifest along the southeast line of said Lot 16 a distance of
80-02 feet to the Point of Beginning.
The above-described parcel contains 14,818 square feet, more or less.
The above-described parcel is graphically shorn on Exhibit B attached hereto and made
part hereof.
f f
I - J
Agenda Item 8J.
Page 5
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THIS PAGE INTENTIONALLY LEFT BLANK
Agenda Item 8.i.
Page 8
INCORPORATED
` MEMORANDUM
JU LY 1 19 11 �
To: CITY COUNCIL
FROM: TER ESA McCLISH, C OMMUNITY DEVELOPMENT DIRECTOR
SUBJECT: CONSIDERATION of AMENDMENT No. 1 To THE AGREEMENT FOR
CONSULTANT SERVICES WITH GEI CONSULTANTS, INC. To INSTALL
TRANSDUCER EQUIPMENT T IN MONITORING WELLS IN CONJUNCTION
WITH THE NORTHERN N CITIES MANAGEMENT T AREA QUARTERLY
SAMPLING AND ANNUAL MONITORING REPORT
DATE: MARCH 22, 2011
RECOMMENDATION:
It is recommended that the City Council authorize the Mayor to execute an amendment to
the agreement for consultant services with GEI Consultants, Inc. in connection with the
annual groundwater monitoring report.
FINANCIAL IMPACT:
The total costs to install transducer equipment is $11,770. The cost is shared among
several agencies, of which the City is responsible for -05%, or $3,537. The cost will be
paid from the Water Fund.
BACKGROUN
In 2008, a crater balance study of the groundwater basin conducted by Todd Engineers
indicated a need to implement a monitoring and reporting program. Such a program was
recommended as a way to more efficiently manage the condition of the water supply in the
groundwater basin. During April 2009, Todd Engineers completed the fiat Annual
Monitoring Deport for the Northern Cities Management Area CMA) and Initiated the
collection of sentry well water quality samples. The findings o f the sentry w ell water quality
data wiII be incorporated 4 1 nto the 2 009 — 2011 monitoring program and any needed special
studies.
The City has continued to participate with the N orthern Cities Management Area Technical
Advisory Group C - TAC comprised of neighboring jurisdictions on required reports
and monitoring activities concerning the management of the Santa Maria Groundwater
Basin. On September 2, 2010, the City in conjunction with the NCMA contracted with GEI
to complete monitoring and annual report preparation as required by the Santa Maria
Groundwater Basin Adjudication. The 2010 Annual Groundwater Monitoring report is due
to the California Department of Hater Resources on April 3, 2011.
Agenda Item 8.j.
Page 1
cInr COUNCIL
CONSIDERATION OF AMENDMENT NO. 7 TO THE CONTRACT WITH GE!
CONSULTANTS TO INSTALL WELL MONITORING EQUIPMENT
MARCH 22, 2019
PAGE 2
ANALYSIS SIS of ISSUES:
GEI, Consultants, through its subcontractor Fugro West, have submitted additional scope
of services to their contract with each of the participating agencies comprising the NCM
Technical Group. The additional scope of services was recommended in reports
summarizing quarterly monitoring results (fourth quarter 2010 and first quarter 2011).
Recommendations that were approved through the lfCMA included the installation of
pressure transducers and electrical conductivity meters in three sentry wells for one year to
better monitor short term water level fluctuations than could affect interpretation of quarterly
measurements. The transducers and meters were installed in three sentry wells on
February 11, g1 1 as part of the 2011 well sampling rounds, An additional transducer is
programmed to be installed in an additional well in the corning weeks. Data will be
incorporated in the preparation of both quarterly reports and subsequent annual reports.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
Approve an amendment to the Agreement with GEI Consultants in the amount of
$3,537 in connection with the well monitoring activities for the Santa Maria
Groundwater Basin Adjudication;
Do not approve an amendment to the Agreement with GEI Consultants; or
Prov ide staff direction.
ADVANTAGES:
TAGES:
Implementation of the monitoring and reporting program, including changes in water levels
or quality, will enable the City and its partner jurisdictions to react quickly to any issue
affecting water supply in the groundwater basin. The monitoring program has provided a
mechanism allowing all parties to be better informed with regard to the changing condition
of the basin, and consequently, has allowed for the opportunity for better collaboration
between the City and partner jurisdictions included in the Arroyo Grande Groundwater
Basin Management Agreement.
DISADVANTAGES:
TAGES:
By approving the agreement, the City will need to pay its share of the cost, wh ich is 30.05%
according to the Arroyo Grande Groundwater Basin Management Agreement. Based on
the proposal submitted by GEI Consultants, this amount would be $3,537.
ENVIRONMENTAL REVIEW:
IEII :
No environmental revie w is required for this item.
Agenda Item 8.j.
Page 2
CITY COUNCIL
CONSIDERATION OF AMENDMENT NO. 1 TO THE CONTRACT WITH GEI
CONSULTANTS TO INSTALL WELL MONITORING EQUIPMENT
MARCH 22, 2011
PAGE 3
PUBLIC NOTIFICATION AND COMMENTS:
TS:
The Agenda was posted in front of City Hall on Thursday, [March 17, 2011. The Agenda
and staff report were posted on the City's website on Friday, March 1, 2011. No public
comments were received.
Attachment:
1. Consultant Services Agreement Amendment No. 1
Agenda Item 8.j.
Page 3
CONSULTANT T SEF VICES AGREEMENT
AMENDMENT No, 1
This First Amendment "First Amendment" to Consultant's Services Agreement "CSA"
by and between the CITY OF ARROYO GRANDE and GEI CONSULTANTS, is made
and entered into this day of March 2011 , based on the following facts:
WHEREAS, the parties entered into a CSA dated September 28, 2010, for 2010 Annual
Monitoring Report — NCMA; and
WHEREAS, the parties desire to modify the CSA as set forth herein.
NOW THEREFORE, E, for Valuable consideration the receipt and sufficiency of which is
acknowledged, the parties agree as follows:
1. To include the additional services at the increased cost as specified in Exhibit
"" attached hereto and incorporated herein by this reference.
2. Except as modified herein, all other terms and conditions set forth in the CSA,
as amended, shall remain unchanged.
IN WITNESS WHEREOF, EOF, CITY and CONSULTANT have executed this First
Amendment the day and year first above written,
GEI CONSULTANTS
TS
B
CI171 of ARROYO GRANDE
Tony Ferrara
Altar
Agenda Item 8.j.
Page 4
EXHIBIT A
GE1 Consultants
(1C111C' +11
F.11\ 11'[ 111111CI1[A
Walcr 11CS<1wFcV'.'
J anuary 17, 2011
eowol'�I1 s Teresa McClish
City o f Arroyo G rande
214 Branch St.
Arroyo Grande, CA 93420
I1r, Gregory Ray
City of Grover Beach
154 S. Eighth Street
Grover Beach, CA 93433
Mr. Dwayne Chisam
City of Pismo Beach
760 Matti e Road
Pismo Beach, CA 93449
l affaele Montemurro
eano Community Services District
P.O. Box 599
Oce an o ,, CA 93475 -0599
Subject: Additional Scope of Services for Consultant Services, Preparation o
the 2010 Annual Monitoring Report for the Northern Cities
Management Area.
We are pleased to submit this additional scope of services to our contract of Decemb
2010 with each of the above agencies comprising the Northern Cities Management Area
Technical Group. The additional scope of services was recommended in our report
summarizing October 2010 well monitoring (Fourth Quarter 2010 Sentry Well
Mo nitoring, Northern C ities Management Area).
G 1, through its subcontractor Fugro west, proposes to install pressure transducers and
electrical conductivity meters in three sentry wells, 32 S I 2E 24B 0, 3 2S 1 3E 30F
E C E IVE Ion)
d 32S/13E 30N 02 for one year to record measurements every 20 minutes. we
JAN 1 2oll
YF-,l CAynsultanot, Inc.
5100 California Avenue, Suite 227, Bakersfield, CA 93309
661.3 7.7601 fax 6 1.327,0173
11Y OF ARROYO GRANDE
Agenda Item 8.j.
Page 5
Northern Cities Management Area Technical Group
January 17, 2010
Page
recommended this change in scope to gain insight regarding short term water level
fluctuations that could affect interpretation of quarterly measurements and provide insight
to degree of direct influence by tidal fluctuations.
These instruments would be installed as part of the first quarter 2011 well sampl ing
rounds and data collected during subsequent well measurements. Data will be
incorporated in the preparation of both quarterly reports and subsequent annual reports.
The proposed scope of work would be provided for 8,610 (eight thousand six hundred
and ten dollars) and would include installation oftbree instruments, removal after one
year, data recovery and compilation, as well as incorporation of data into quarterly
reports. Pursuant to our existing contract, the total cost includes a GEI management
charge for the subconsultant's services. The cost for this work will be prorated among the
N MA group on the carne basis as other contract costs and will be billed after initial
installation.
If you agree to this proposal, please sign a copy of this letter and return the signed copy
to:
Mr. Tim Anenson Mice President/Regional Manager
I Consultants, Inc.
10860 Gold Center Drive, Suite 350
Rancho Cordova, CA 9560
We appreciate the opportunity to submit this proposal for your consideration. If you have
any questions regarding our proposal, please contact us at your earliest convenience.
Sincerely,
Robert B. Almy PG
Project Director
GI Consultants Inc.
101 Forth Brand Boulevard, Suite 1780
Glendale, CA 91203
Phone: 805.448.6815
Enclosure: Subcontractor Proposal, Fugro West, Inc., January 7, 2011
Agenda Item 8.j.
Page 6
Northv,m Cities Management Area Technical Group
January 17, 2010
Page
Additional Scope f Services for Consultant Services, Preparation of the
2010 Annual Monitoring Report for the Northern Cities Management Area.
City of Arroyo Grande
214 Branch St.
Arroyo Grande, CA 93420
City of Grover Be ach
154 S. Eighth Street
Grover Beach, CA 93433
City of Pismo Beach
760 Mattie Road
Pismo Beach, CA 93449
coano Community Services District
P.O. Box 599
Ocean o, CA 93475
Date
Date
Date
Date
Agenda Item 8.j.
Page 7
FU RO CONSULTANTS, INC.
EL
February 2, 2011
Project N. 04.2011 0123
Water Systems Consulting
PO Sox 4255
San Luis Obispo, California 93403
Attention: Jeffery Szytel, Principal
4820 McGrath Street, S ufte 100
Ventura, California 93003p.-7778
Tel: (505) 550 -7000
Fax: (805) 850 -7010
Subject: Proposal to install and Instrument Monitoring Wells within the Northern Cities
Management Area
Fugro is pleased to provide this proposal in support of the on -going work related to the
collection and reporting of the groundwater conditions in the Northern Cities Management Area.
During the routine, quarterly sample collection effort it was noted that all of the nested
monitoring wells identified as the Oceano CSD wells located in the parking lot of the Oceano
Train Depot parking lot were in relatively poor condition. specifically, these wells, which are -
inch diameter steel monitoring wells completed to depths of between 130 and 645 feet, produce
water quality and water level data of low to very low quality. The produced water from the wells
suffers from high turbidity and excessive metallic oxide deposits which preclude the collection of
reliable water level data and high quality samples.
Based on recent discussions, we are pleased to present this proposal to perform one or
more of the following options:
1. Drill, construct, and develop four monitoring wells at the Oceano Train Depot
property to replace the so- called Oceano Green, Slue, Silver and Yellow wells.
2. Drill, construct and develop one monitoring well for at the O ceano Train Depot
property to replace the shallowest well, the so-called O ceano Green well.
3 . Install a pressure transducer capable of measuring and recording groundwater level,
temperature, and electrical conductivity in the shallowest monitoring well 2S/12E-
24B1 located in the North Beach campground in Pismo Beach, California.
W ORK OUTLINE
To accomplish these tasks, we propose to provide a combination of the following tasks:
Task I - Drill, construct and Develop Four monitoring Wells. T 1 include
the drilling, construction and development of four monitoring wells ed to depths of 845,
510, 265, and 130 feet. The well casing material will st of 2 -inch PVC casing with
perforated intervals at similar depths of the wells is replacing. It is presumed that the
locations for the four monitoring wells wil Ithin the parking lot adjacent to the existing
monitoring wells, completed in dis oreholes horizontally separated by 10 to 15 feet.
During the drilling and install ' rocess, we will observe the progress of the work and monitor
the procedures used contractor. Following well construction, each well will be developed
by airlift met to remove accumulated fine - grained material. We will observe the
construc ' rid development of each well to ensure proper workmanship, and provide you with
a etion report that documents the work.
....................... ......
member of the Fu ro g roup of com anies with offices thr�ou ho the world. $ {
Agenda Item 8.j.
Page 8
Water Systems Consulting URU
ANEVNE EN
February 2, 2011 (Proposal No_ 04.20110123)
maw
Task 2 - Drill, construct and Deve one Shallo Monitoring W This ould
include the drilling, construction and development of one monitoring well, ed to a depth
of 130 feet. The well casing material would consist of -inc calling with perforated
intervals at similar depths of the well it is replacing. resumed that the location of the
monitoring well would be within the parking to nt to the existing monitoring wells. During
the drilling and installation process, observe the progress of the work and monitor the
procedures used by the contr . Following well construction, the well will be developed b
airlift methods to rem cumulated fine-grained material. We will observe the construction
and developm each well to ensure proper workmanship and provide you with a completion
report t cuments the work.
oo Task - Installation of a Pressure Transducer in well 32SI12E-24BI. This task
would include the installation of a single pressure transducer within the shallowest monitoring
well in the North Beach Campground. In order to (monitor water levels within the well, a
Schlumberger CTD Diver will be installed. The device is a small self - contained pressure
transducer, which measures and records 24,000 measurements of pressure, temperature, and
electrical conductivity. This will allow as manor as one measurement every 2 minutes for 1
months. The built -tin battery has an expected life span of 10 }rears, according to the
(manufacturer.
SCHEDULE AND FEES
Our fees for the various scope of work items outlined above will be charged on a time
and expense basis according to our current fee schedule (attached). The anticipated fees for
each task are shown, below and include drilling contractor costs.
We are prepared to start immediately upon your authorization to proceed. We anticipate
that Task 'I will require two to three weeks of field time following preparation of the site, utilities
clearance, and permit acquisition. The Task 2 work will require approximately one week of field
work following utilities clearance and permit acquisition. Task 3 will require 1 day for installation
of the pressure transducer.
Task
Estimated Fees
Anticipated schedule
Task 1 - Drill, construct, and develop four monitoring wells.
$84
TaslrC - Drill, construct I aid l uut deeP
14,900
1 Week
or�llo
Task - Install pressure transducer i n s h a llow No rth Beac
0
1 Da
Campground well 325112E - 21
,1
We appreciate the opportunity to work with you on this project. If you have any
questions, please do not hesitate to call us.
Sincerely,
FUGRO CONSULTING, INC.
Timoth . Nicely, P.G., C.
Project Hrdrogeologist
M:IWPM11YAM 101231PROP2 =2311 _DOC
Agenda Item 8J.
Page 9
THIS PAGE INTENTIONALLY LEFT BLANK
Agenda Item 8.j.
Page 10
F� N!!RO�b
INCOPPORATE MEMORANDUM
To: CITY COUNCIL,
FROM: STEVEN N. ANNI AL,I, CHIEF of POLICE 4k
SUBJECT: CONSIDERATION To AUTHORIZE AN AWARD of BID FOR A
VIDEO SURVEILLANCE SYSTEM
DATE MARCH 22, 2011
RECOMMENDATION:
It is recommended that the City Council authorize the award of bid to purchase a
multi -pod surveillance system to Security Lines U S of Studio City California., to the
amount of $64,817 and authorize the City Manager to execute the Order
Confirmation and Purchase Agreement.
FINANCIAL, IMPACT:
There will be no negative fiscal impact to the City of Arroyo Grande as the funds for
this project are provided by a combination of grant funds and the approved Police
Department budget.
B ACKGROUND:
O n May 12, 200% the City Council granted a request allowing the Police Department to file
a grant application w th the U.S. Department of Justice D J , Edward Byrne Memorial
Justice Assistance Grant (JAG) Program for the funding of technical assistance as
pro ided by the grant guidelines. After a thorough needs analysis,' the development of a
video surveillance system dubbed "Operation Blue Watch" was identified as the most
effective and efficient use of the funding. The Council approved $15,000 in the Police
Department FY2009-10 budget for video surveillance that was authorized to be carried
over into F 2 1 -11 along with an additional $5,454 equipment funds toward this project.
The Council also approved $30,000 in the Police Department FY2 1 -11 budget toward
the Video Surveillance Project.
The Police Department has worked w th representatives of the South County Historical
Society, Village Improvement Association and other stakeholders to develop a phased
approach to this project. The design phase has been completed and this step represents
the first Implementation phase.
ANALYSIS of ISSUES:
The City of Arroyo Grande has experienced ongoing criminal conduct in and around The
V illage, South County Historical Society property and neighboring parks and open spaces.
Agenda Item 8.k.
Page 1
CITY COUNCIL
CONSIDERATION ATION To AUTHORIZE E AN AWARD of BID FOR A VIDEO
SURVEILLANCE SYSTEM
MARCH 22, 2 '1 '1
PAGE 2
The majority of the reported criminal activity involves vandalism, graffiti, thefts from
vehicles, alcohol and drug violations and disorderly conduct.
Although the Police Department has aggressively worked to resolve these issues, the
nature and location of the crimes has made it difficult for officers to limit the activity.
Officers do not have the available time and staffing to monitor the problem areas on a
constant basis.
Additionally, The Village is host to numerous large special events each year such as the
Strawberry Festival and Harvest Festival that taps public safety resources that require
monitoring activities, patrolling, sea rch i ng fo r m issi ng children and or adults and providing
incident management and situational awareness.
The use of public video surveillance cameras is proving to be a valuable tool for
businesses, local government and public safety agencies.
Arguments for using video surveillance to ensure public safety include the following:
• Increased safety -- The presence of video surveillance cameras can have a positive
effect on increasing public safety. Active surveillance systems that are monitored
routinely on a real -time basis provide the advantage of being able to detect
suspicious activity. Early detection can lead to crime prevention.
Crime deterrent -- The mere presence of video surveillance cameras can act as a
powerful crime deterrent. IndividuaIs are less likely to comm a crime if they suspect
that they are being monitored.
Provides evidence for investigations — Evidence that has been obtained from video
gathered from video surveillance cameras has proved invaluable in police
investigations. The ability to review captured video images has aided many
investigations by providing clear details of what actually took place.
• Emergency /Incident Management — Video surveillance assists in situational
awareness, crowd management, locating missing children and/or adults and
managing emergency responses to first aid, criminal conduct and other needs.
Some real advantages can be gained through the proper use of public video surveillance. If
implemented properly, surveillance can be a very effective tool. This program calls for the
placement of cameras in open public areas coupled with clear guidelines and management
oversight of the angle of views and use of any captured images.
Agenda Item 8.k.
Page 2
CITY COUNCIL
CONSIDERATION EI ATIOl TO AUTHORIZE E A! AWARD OF BID FOR A VIDEO
SURVEILLANCE cE S STEM
MARCH 22, 2011
PAGE 3
In addition to systems in cities throughout the country, smaller jurisdictions in California
such as Hemet, F eedley, Banning and others have benefited from systems such as the
one proposed in Arroyo Grande. Other San Luis Obispo County cities such as Pismo
Beach and Atascadero are in the process of implementing like systems with the same
recommended vendor.
Although surveillance cameras have had proven results in a number of jurisdictions, until
now, there were limited options available to smaller cities and towns that could not afford
the high cost of infrastructure for multi- camera systems.
Security Lines US of Studio City, California has developed a completely portable video
surveillance system that hosts four cameras, a digital video recorder, and wireless
broadband router all in one easily mounted enclosure. The "Pods" are plug and play and
can be moored to needed locations. The video can be remotely viewed and downloaded if
needed from any Internet location using a secure access code.
Upon the following, staff is recommending purchasing the "I Pod Video Surveillance
System from a sole source as permitted by Section 3..B of the Arroyo Grande
Municipal Code.
Security Lines US is a sole proprietorship business with offices and facilities in Studio City
and Van Nuys, California and they have been in the video surveillance business since
2003. They have developed unique design and use and are the only identified company
that provides compact, weather proof pods that can be operated remotely aria a LAN or
cellular connection have on board digital video recording, can be easily moored without
wiring or other infrastructure and functions utilizing commonly available Windows Media
File software. The use of a vendor within a three hour response time facilitates a
coordinated effort between the vendor and the Police Department during the design and
implementation process ensuring the final product meets intended use requirements.
Furthermore, the vendor location is a benefit in meeting our needs as to
maintenance and warranty work.
Security Lines US is an approved Small Business Vendor for the Mate of California; City of
Los Angeles; Los Angeles Community College District; Los Angeles Department of Water
and Power; Metropolitan Water District; Los Angeles Unified School District; Kings County
Unified School District; City of F eedley and the City of Hemet.
Agenda Item 8.k.
Page 3
CITY CODICIL
CONSIDERATION To AUTHORIZE E AI AWARD of BID FOR A VIDEO
SURVEILLANCE SYSTEM
MARCH 22,2011
PAGE
ALTERNATIVES:
mrhe following alternatives are provided for the Council's consideration:
Recommended me a Alternative: It is recommended that the City Council authorize
the award of bid to purchase a Video Surveillance System to Security Lines
S;
Do not approve staff s recommendation and select another vendor;
- Provide direction to staff.
ADVANTAGES:
Procurement of the requested equipment from a regional vendor insures warranty and
maintenance work is completed in a timely cost effective manner. The vendor provides a
unique design and can customize the product to meet specific needs of the City of Arroyo
Grande. The recommended vendor is in the process of providing similar systems for other
San Luis Obispo County lair enforcement agencies including the Pismo Beach Police
Department and the Atasadero Police Department The system will assist in deterring
criminal activity, provide for increased safety and assist w th situational awareness during
special events Without dedicating additional police staff resources.
DISADVANTAGES
The tradeoff for video surveillance are potential privacy concerns. The general rule of
thumb is that any video monitoring activity that takes place anywhere that the public has
access to does not constitute an invasion of privacy. This should not be an issue with this
project due to the fact that the system will be used in very open public areas.
ENVIRONMENTAL ENTAL F EVIE :
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The public impacted by the proposal is the Arroyo Grande Police Department's service
population. The public has been made aware of the proposal before Council by a posting
of the Agenda in the front of City Hall on Thursday, March 17, 2011 and public notice
posted on the City's website on Friday, March 18, 2011. No public input has been received
to date.
Agenda Item 8.k.
Page 4
CITY COUNCIL
CONSIDERATION TO AUTHORIZE AI AWARD OF BID FOR A HIDED
SURVEILLANCE CE SYSTEMI
MARCH 22,2011
PAGE 5
Attachments:
1. Secu ri r Lines US., Project Estimate Job Order #481
2. U.S. Department of Justice J / Edward Byrne Memorial Justice Assistance
Grant staff report, May 12, 2009.
Agenda Item 8.k.
Page 5
ATTACHMENT 'I
U,5 12930 Ventura Blvd.
Studio City, CA 91604
Phone # 818-906-1212 Fax # 818 -501 -2854
Name / Address
Arroyo Grande PD
200 N Halcyon Load
Arroyo Grande, CA 93420
AT N: Chief Annibali
Phone # Fax
Project Estimate
Date Job Order#
31192011 481 -Q
Terms: 0% Deposit 150% Completion
Rep: RC
Project
Item Description Qty Cost Total
i4-POD-S i4-POD-S a portable surveillance system with: 5 6 32
1. 1 Digital Video Recorder wl00gb hard drive,
2. 1 Wireless Cellular Router or .4l.8gzh wireless transmitter and receiver
3. 1 Par - Tilt -Zoom Camera, Sony Color chip, Day/Night, High - resolution
w/ 480 TV lines camera at 0. 1 LUX, 27x Optical Zoom, 128 Pre -Set, 3 60 Degree
Viewing Range
4. Sony chip Hi- Impact High - resolution Color Vandal Proof Dome
Carnera Day/Night Color Stationary Cameras w/ 00TVIines of resolution a@ day
w/650TVLines of resolution a@ night
5. 1 Power re -boter over Internet
6. 1 Custom Powder Coated metal enclosure
7. 1 Mounting bracket
8. Central Monitoring, Web browser and PDA software for viewing cameras
and DVR no per - computer licensing fee)
i4 -POD-P R -POD -P portable surveillance system with: 3 7,495.00 22,485.00T
1. 1 Digital Video recorder w/ 1 OO gb hand drive
2. 1 Wireless Cellular router or .41 .8gzh wireless twsmitter and receiver
3. Pan- Tilt -Zoom "1" w 7x optical zoom & "2" wl10x optical Zoom)
Pan - Tilt -Zoom Camera, Sony Color chip, Day/Night, High - resolution w/ 480
TV lines camera at 0. 1 LUX, w/ Heater & Blower
4. 1 Sony chip Hi- Impact High - Resolution Color Vandal Proof Dome
Camera Day/Night Color Stationary Camem w/600TVIines of resolution a@ day
wlOTVLines of resolution @a night
5. 1 Power re -bo ter over Internet
6. 1 Custom Powder Coated metal enclosure
7. 1 Mounting bracket
8. Central Monitoring, Web browser and PDA software for viewing cameras
and DVR no per- computer licensing fee)
Thank you for your business!! Total
Priees are subject to change at SLUS' di cretion. Quote is partially based on Custoiner inforination. If the information is found to be incorrect at
am, [ime. SLUS nia, re%. i se the quote to incl tide wiv addiiional parts and labor to success fu11 complete the job. Such additional parts and lal )r wiII
be subject to 'usionier's written appro , al. I f the Cu toiner chooses not to accept the rev 1scd quote and there fore, the job cannot be completed
sue cessl61ly. S 11)'S rnaN r move any inaterials and products that S 1, US in talIed and C ustoni er wiI I only,+ be r ix)nsible for any labor that was
OF 3
Please Print Name and Title
Agenda Item 8.k.
Page 6
U 12430 Ventura Blvd. #533
Studio City, CA 91604
Phone # 818 - 901212 Fax # 818- 501 -2854
Name / Address
Arroyo Grande PD
200 N Halc Road
Arroyo Grande, CA 93420
TTN: Chief Annibali
Phone # Fax
Project Estimate
Date Job Order#
3/15/2011 481 -Q
Te rFns: 0° o Deposit 0° 0 Completion
Rep: RC
Project
Item
Description
Qty
Cost
Taal
lnstallation
Installation, Parts and Materials:
5,048.00
5,048.00
1. Photoelectrie senors, wireless transmitter and battery power with a
to 3 year battery life
. 1 " LCD color monitor for dispatch
3 . 1 Mo computer
4. 7 InsWlation of A -P Dts
5 . Instal I ation of sensors
6 . Materials
Sales Tax
8.75
4,809.
Thank you for your business!!
Total $64
Pries are subject (o ehangc at S 1,U ' discretion. Quote is partially based on Customer in format lon. Ifthe infiormation is found to he incorrect at
an S S maN raise the gLIOtc to include a.nv additional parts and labor to successfully completc the job. Sikh additional parts and latx)r will
bu subject to Customer's % %ritten approNal. ll'the Customer chooses no( to acec pt the rev - iscd quote and therelbre. the J ob cannot be completed
riccessfull -. S Lt JS nia% remove any materials and products that SLUS installed and CII toCrie Nr% ill only be rcpc)nsible for any Iatx)r that was
� f 3 ic -An rwafarw Ic ?
A We
fflnut 0:
ENft
Please Print Name and Title
Agenda Item 8.k.
Page 7
ATTACHMENT
o
WCO ORATE
" MEMORANDUM
#� .t[►4 10, f e l l
To, CITY COUNCIL
FROM: STEVEN N. ANNIBALI, CHIEF of POLICE
SUBJECT: CONSIDERATION FOR APPROVAL of A RESOLUTION APPROVING THE
APPLICATION FOR A U .s* DEPARTMENT OF JUSTICE I BUREAU OF
JUSTICE ASSISTANCE EDWARD D BYRNE MEMORIAL JUSTICE
ASSISTANCE GRANT — FORMULA PROGRAM
DATE; MAY 12, 2009
RECOMMENDATION
The Police Department recommends the city council adopt a Resolution approving the filing
of an application and accepting $18,543.00 in grant funds from the Bureau of Justice
Assistance BJA Edgard Byrne Memorial .Justice Assistance Grant Local Solicitation A ward.
FINANCIAL IMPACT:
+phis grant does not have a matching funds stipulation nor are there any reoccurring casts
attached. This is a standard "formula" grant w hich identifies the grant award available to each
local jurisdiction based on the BJA formula. It is non - competitive. Therefore there is no
negative fiscal impact to the city of Arroyo Grande based on the allocation of funds alone.
BACKGROUND:
O n February 17, 2005, President O bama signed into lair the landmark American Recovery
and Reinvestment Act of 2005 (the "Recovery Act"). As one o f its many elements, the
Reco Act provides the U.S. Department of Justice DJ with funding for grants to assist
state, local, and tribal law enforcement to combat violence against women, to fight int rnet
crimes against children, to improve the functioning of the criminal justice system, to assist
victims of crime, and to support youth mentoring.
The Edward Byrne Memorial Justice Assistance Grant (SAG) Program is the primary r provider
of federal criminal justice funding to state and local jurisdictions. JAG funds support all
components of the criminal justice system, from multi- judsdictionarl drug and gang task forces
to crime prevention and domestic violence programs, courts, corrections,, treatment,, and
justice information sharing initiatives. JAG funded projects may address crime through the
provision of services directly to individuals and/or communities and by improving the
effectiveness and efficiency of criminal justice systems, processes, and procedures.
ANALYSIS of ISSUES:
If approved by the City council, staff will submit an application to the Bureau of Justice
Assistance. Applications are non - competitive and based solely on the BJA formula.
Agenda Item 8.k.
Page 8
CITY COUNCIL
CIL
CONSIDERATION FOR APPROVAL of A RESOLUTION APPROVING THE
APPLICATION FOR A U.S. DEPARTMENT of JUSTICE I BUREAU of JUSTICE
ASSISTANCE EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT
FORM L P OGRAM
MAY 112, 2009
PAGE
Beginning in 2009, the formula calculation for the local portion of the JAG statute has
changed significantly as a result of final implementation of the JAG statute. The statute, 4
U.S.C. d P , specifies that for Fiscal Years 2005 through 2008, allocations to units
of local government would follow the Leal Law Enforcement Block Grant LLEBG formula.
Pursuant to the statute, however, calculations for FY 2009 {and subsequent JAG calculation
require that units of local government must have submitted to the FBI at least three years of
Uniform Crime Report {UDR} data during the most- recent ten -year period for which UC
data are available (here, 1998 -2007) in order to be eligible. Upon review, the City of Arroyo
Grande was allocated $18,543.00 based off of the Uniform Crime Report data.
If approved and awarded, it is the intention of the Chief of Police to utilize the allocated funds
for the one or more of the permitted purposes including but not limited: to technical
assistance, training, personnel, equipment, supplies, information systems for criminal justice,
and criminal justice related research and evaluation activities. A needs assessment will be
conducted prior to final application to identify the planned use.
ALTERNATIVES:
1. Adopt the Resolution approving filing an application for the Bureau of Justice
Assistance - Edward Byrne Memorial Justice Assistance Grant;
2. Do not adopt the Resolution; or
3. Provide direction to staff.
ADVANTAGES:
The acceptance of this formula grant award will improve or enhance the law enforcement
programs of the Arroyo Grande Police Department.
DISADVANTAGES:
No disadvantages have been identified.
ENVIRONMENTAL ONMENTAL F E IEW:
No environmental review is required at this time.
PUBLIC NOTIFICATION AND COMMENTS:
The public impacted by the proposal is the Arroyo Grande Police Department's service
population. The public has been made aware of the proposal before Council by a posting of
the Agenda in the front of City Hall on Thursday, May 7, 2009 and public notice posted on
the City's website on Friday, May 8 t ', 2009. No public input has been received to date.
Agenda Item 8.k.
Page 9
THIS PAGE INTENTIONALLY LEFT BLANK
Agenda Item 8.k.
Page 10
,R
I1RPORTED
JULY 10, 1911,/
C"
MEMORANDUM
To: CITY COUNCIL/REDEVELOPMENT AGENCY BOARD of DIRECTORS
FROM: ANGELA K AETSCH, DIRECTOR of ADMINISTRATIVE E SE ICES Vroo
SUBJECT: FISCAL YEAR 2010-11 MID YEAR BUDGET REPORT
T
DATE: MARCH H , 2011
RECOMMENDATION:
It is recommended the City Council /Agency Board:
0 Approve detailed budget adjustments fisted in the Mid-Year budget report;
Approve Schedule A: and
Approve (Deny) requests for additional appropriations in the General Fund
FINANCIAL IMPACT:
The General Fund ending balancer will be impacted by the approval of the recommended
revenue and appropriation adjustments as follows:
Fund Balance at 1 Quarter Budget Report: $2,839,477
Net Increase in Revenue $649
Net increase in Expenditu 1
Total Decrease to General Fund Balance (262,80
Adjusted Fund Balance 12/31/2010 $2;576,669
BACKGROUND:
Each gear, the City Council /RDA Board of Directors adopts a budget, which commits
resources to the accomplishment of its policies. The Administrative Services Department
routinely prepares quarterly budget updates for the City Council.
The purpose of the City's Mid Year Budget Report is to:
Compare revenues received and expenditures made to budgeted amounts to determine
appropriate adjustments,
0 Report on Departmental accomplishments.
Agenda Item 11.a.
Page 1
CONSIDERATION of MID YEAR BUDGET REPORT
T
MARCH 22, 2011
PAGE 2
Provide a link between the City budget, the financial records, and the independent
financial audit.
0 Compare current revenues and expenditures against the prior fiscal year.
ANALYSIS of ISSUES:
The total Citywide Fund Balance reported at June 30, 2010 was $34,017,391. This is a
decrease of approximately $1.6 million compared to June 30, 2009. The beginning
General Fund balance is $3,234,884, which was an increase of $1,043,340 from the prior
year and was 25% of General Fund expenditures at year-end. The audited Fund
Balances reported in the Comprehensive Annual Financial Report CFF have been
incorporated into the beginning fund balances on Schedule A. There is one adjustment to
the beginning fund balances that is different from the CFF. The adjustment was to
subtract the Fined Asset balance of $9,532,740 from the Water Fund in order to reflect a
more accurate cash fund balance.
The current projected available General Fund Balance for June 30, 2010 is $2,576,669,
an increase of $1,431,007 from the projected fund balance of $1,145,662 published in the
FY 201 0-11 Budget. This fund balance is projected to be 18% of appropriations, which is
above the City Council fund balance goal of 15%. The increase in the projected fund
balance is dine to higher than expected swings and the one time revenue of $980,000 for
the sale of land in fiscal year 2009-10. The projected Fund Balance assumes revenues
are received exactly as budgeted, all budget expenditures are made, and all capital
transfers required by the CIP Program are completed. Historically, the General Fund has
not been required to fund all budgeted capital transfers and expenditures at year -end are
traditionally less than budgeted.
0 As part of the Mid Year process, staff is asked to review their current budgets and
determine if any adjustments are required. This report includes General Fund requests of
a net decrease in appropriations of $129,154; an increase of $19,500 in transfers and a
net decrease of $160,663 In General Fund revenue.
revenue Garr rover for the O TS Avoid the 14 grant of $16,307 was left off of the 1 '
Quarter report.
The Council approved the following adjustments to the General Fund over the third
quarter:
1 An increase in revenue and expenditures of $774,844 for the Assistance
to Firefighters grant used to purchase the ladder truck.
2 An increase in appropriations of $300,000 for the new City Hall building.
3 reduction of $32,894 in health care costs.
Additional increases in appropriations are requested in the Streets Fund ($6,000),
Redevelopment Agency Fund ($5 1,000), Sewer Fund ($4,500) and the Water Fund
($34,000). Detailed descriptions of these requests are included in the Mid-Year Report
and shown on Schedule A.
Agenda Item II.a.
Page 2
CONSIDERATION of MID YEAR BUDGET REPORT
MARCH 22, 2011
PAGE 3
Revenue increases are being requested for the Traffic Signal Fund ($83,000), Hater
Neutralization Fund ($40,000), and Downtown Parking Fund 104,000).
Mans ement Reportina System Status Re Dort
The Management Reporting System Status Report on departmental accomplishments and
ley issues in progress is presented as a separate section at the end of this report. Each
department/division reports the work accomplished during the first half of the fiscal year
to ward an improved City government. Also reported is the progress toward those ongoing
projectstwork efforts that will continue into the remaining quarters.
ALTERNATIVES:
The following alternatives are provided for City Council/RDA Board consideration:
1. Approve Schedule A included in the Mid Year Budget Report;
2. Do not approve recommended budget adjustments and propose reductions to balance
the budget and increase General Fund reserve;
3. Provide direction to staff.
ADVANTAGES:
The Mid Year Budget Report maintains an updated review of the City finances in the existing
fiscal year, allocates additional funding to meet current needs and complete projects, and
maintains a fund balance that exceeds the City's minimum reserve policy amount.
DISADVANTAGES:
Based on the recommendations, departmental budgets will continue to be constrained and
will present a challenge to maintain current service levels.
ENVIRo ENTAI REVIEW:
No environmental revie w is requ1red for this item
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on "rhur day, March 17, 2011. The Agenda
and report were posted on the City's web site on Friday, March 18, 2011. No public
comment s were received.
Attachment {s }:
Mid Year Budget Report
Agenda Item 11.a.
Page 3
City of Arroyo Grande
Mid -Year Budget Report - 2010/2011 March 22, 2011
City of
Arroyo Grande
Administrative Services Department
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City of Arroyo Grande
Mid -Year Budget Report - 2010/2011 March 22,2011
FISCAL YEAR 2010 -2011
Table of Contents
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City of Arroyo Grande
Mid -Year Budget Report - 2010/2011 March 22,,2011
Overview
The City's Mid - Year Deport is prepared to compare the revenues and expenditures occurring during the first sic months
of the fiscal year against budgeted amounts to determine appropriate adjustments; to report on departmental
accomplishments; to provide links between the City budget, the financial records, and the independent financial audit;
and to compare revenues earned and e made during the first sic months of the 2010 -11 Fiscal Year against the FY
2009 -10 figures. This information is provided in the following format:
S : The starting point is the audited 2009 -10 Fiscal Year ending fund balances, which is also the beginning
Unreserved Fund Balances for the 2010 -11 Fiscal Year. Combining the beginning Unreserved Fund Balances with
the estimated revenues, transfers, and appropr iations adopted in the Annual Budget and the 1st Quarter report,
provides the estimated fund balances.
As a result of a comprehensive preview, a djustments are recommen where actual recei and d isbursements are
materially different from the budgeted amounts. Although budget adjustments are recommended across several City
funds, the emphasis of the Mid -Year Budget Report continues to be directed at the General Fund. The General Fund is
deemed to be the most critical as it provides most services commonly associated with government (public safety,
recreation, parks, building, and planning) and is limited primarily by ta x - generated revenges,
Summary of Key Points
The total Citywide Fund Balance reported at June 30, 2010 was $34,017,391. This is a degrease of approximately 1.
million compared to June 30, 2009. The beginning General Fund balance is $ 3,234,884, which was an increase of
$1,043,340 from the prior year and was 25% of General Fund expenditures at year -end. The audited Fund Balances
c> reported i the Comprehensive Annual Financial Deport (CAFR) h ave been incorporated into the beginning fund
balances on Schedule A. There is one adjustment to the beginning fund balances that is different from the CAF. The
a adjustment was to subtract the Fined Asset balance of $9,532,740 from the Water Fund in order to reflect a more
accurate cash fund balance.
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City of Arroyo Grande
Mid -Year Budget Report - 2010/2011 March 22,2011
The current projected available General Fund Balance for June 30, 2010 is $2,576,669, an increase of $1,431,007 from the
projected fund balance of $1,145,662 published in the FY 2 010 - 11 B udget. This fund balance is projected to be 18% of
appropriations, which is above the City Council fund balance goal of 15 %. The increase in the projected fund balance is
due to higher than expected savings and the one time revenue of $980,000 for the sale of land in fiscal year 2009-10. The
projected Fund Balance assumes revenues are received exactly as budgeted, all budget expenditures are made, and all
capital transfers required by the CIP Program are completed. Historically, the General Fund has not been required to
fund all budgeted capital transfers and expenditures at year - end are traditionally less than budgeted.
The Management Deporting System Status Deport is presented as a separate section at the end of this report. This
provides a summary of what individual departments have accomplished during the year. Also reported are th e key
issues and work efforts in progress that wfll continue into the rerx au' u'ng quarters.
Mid Year Budget Requests
As part of the mid -year process, departments are nor asked to review their current budgets and determine if any
adjustments should be proposed in this report. Departments have been asked to closely monitor their budgets and spend
only what is absolutely necessary. Therefore, at this tine, staff is only recommending minor adjustments to the General
Fund Departmental budgets.
General Fund Expenditures:
Auto Shop - The City must make e modification to its' fueling station vapor recovery system by July 26, 2011 in
order to comply with air duality regulations. An increase of $30,000 is being requested for this modification. This
expenditure will be partially offset by an increase in operating transfers from the Streets Fund ( $6,000), water F und
( $9,000). and Sewer Fund ($4,500 The net cost to the General Fund will b $10,500.
c� C it y Manag - A real estate conunission w as required for the lease of the prior C ity Hall building located at 214 F.
Branch Street of $5,,846. This expenditure will be offset by an increase in rental income of $12,840 from the City Hall
lease.
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City of Arroyo Grande
Mid -Year Budget Report - 2010/2011 March 22, 2011
IT - Staff is requesting that $1,700 be moved from Non-Departmental property insurance savings to the IT
department for the purchase of a core net switch that recently failed. The IT department is currently using
borrowed equipment from the San L uis Obispo County to fix the net
City Attorne - Staff is requesting a transfer of $75,000 from the Police department to the City Attorney budget for
ongoing personnel litigation costs.
Children in Motion - Staff is requesting that salary expenditures be decreased by $ 165,000 due to staffing reductions
resulting from loss of one after school site and restructuring of the program staffing.
General Fund Revenues:
:
Operating Transfers In - As mentioned in the Auto Shop expenditure request, operating transfers - in will increase by
$19,500 for the modifications to the fueling station d ue to allocating the costs to Streets (20%), water (30%), and
Sewer Funds 1 %). The remaining 35 % will be paid from the General Fund.
Dent - A increase of $ 12,840 for the lease of the prior City Hall building.
Franchise Trees - Staff received notice from Pacific Gas and Electric ( that they performed are audit of addresses
they had allocated to the City and determined that some addresses were actually in the County. There will be
decrease of $13,503 in Franchis revenue that will be used to reimburse the County.
Children in Motion - Staff is requesting a decrease of $ 160,000 clue to drop in enrollment and loss of an additional
after school site,
Streets:
Staff is requesting an increase of $6,000 in expenditures to fund a portion of the cost of modifying the vapor recovery
system for the fueling station.
c> Redevelopment ment Agency Fund:
Staff is requesting that part - tine salaries be increased by $ 15,000. This amount was inadvertently left off of the second
year of the budget. In addition, staff is r an increase of $36,000 for contractual services and economic
_
development clue to assistance provided by the City's Redevelopment ment consultants and legal counsel on a number of
ongoing efforts,
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City of Arroyo Grande
Mid -Year Budget Report - 2010/2011 March 22, 2011
Capital Improvement Program Fund cIP :
Staff is requesting that $8,400 be moved from the Pavement Management Program to the Short Street project. Increased
sub grade was required after soil testing determined saturated sub sods.
Traffic Signal Fund:
Due to increased development, staff is requesting an increase in this fund of $83, in i mpact fee revenge.
Water Neutral* atlon Fund.
Due to increased development, staff is requesting an increase in this fund of $40,000 in u' npact fee revenge.
Downtown P arking Fund:
Staff is requesting an increase in pa in -lieu revenue of $104,000 from the Short Street shops project.
Sewer Fund:
Staff is reque an increase of $4,500 in order to fund a portion of the cost of modifying the vapor recovery system for
the fueling station.
Water Fund:
Staff is requesting an additional appropriation of $25,000 in contractual services to fund a temporary maintenance
services worker to temporarily replace an injured em ploy ee on modified duty. In addition, staff is requesting $9,000 to
fund a portion of the cost of m dif firing the vapor recovery system for the fueling station,
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City of Arroyo Grande
Mid-Year Budget Report - 2010/2011 March 22, 2011
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General Fund Overview
Shown below is an overview of the revenues, expenses, and transfers for Fiscal Fea 2009-10 an 2010-11. Comparing
the two fiscal years in this summary format readily shows the impact of both increases and decreases in revenues and
expenditures. Revenues increased by $338,224. The majority of this increase is due to the County withholding $287,027
from the December 2009 property tax payment in order to pay the State lean. In addition, Sales tax revenue and TOT are
showing an increase compared to the prior year.
General Fend
FY 2009 -1
Revenues:
310,824
Mid - (ear Ac tual
3
Mi - Year Transfers
1,133,748
Total
4
Expen
Mid - (ear Actual
6
Mi - Year Transfers
-
Tetal
6,759,583
FY 2010 -11
Variance
4,011
310,824
L161J48
27
5,172 * 476
338, 224
6,350,41 2
(409,
6,350 (409
Impact on Fund Balance $ (1,925,331)
$ 1,177,936) $ 747,395
City of Arroyo Grande
Mid-Year Budget Report - 2010/2011 March 22, 2011
Shown here is gr r o f the 2010 -11
Fiscal Ye revenues an expen to date,
compared with the amended budget including th
recommended Mi - ar adjustments. Transfers In and
Transfers out are included on this graph to present th
total impact on the fund bal ance.
General Fund Budget & Actual as of Dec. 3 2010
Budget
Actual
Revenue/ Transfers
$13,784,942
$ 5,172,476
Operations
13,172,307
6
E q uipment Purc
970,
57,894
Capital Transfers
300,000
Total Expenditures
14,443,157
6, 350,412
Change in Fund Balance
6 58,215)
1 r17 7x 9 3 6)
144
120
M
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82
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After Mid-Year adjustments are recorded, the June 30, 2011 fund balance in the General Fund will be approximately
X2,576,669, ff all budget projections are fulfilled. However, at June 30, 2011, the City rear find that revenue have not met
c� the budgeted ro'ect an not all b approp riations will be spent as year - end actual expenditures are
traditionally less than budgeted amounts i.e. FY 09 -10 - $1,596,673 less, FY 08-09 - $547,717 less, FY 07-0 - $737,598 less,
FY -07 - $560,02.5 less, FY 05 -0 - $182,237 less).
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Revenues E en se s
aAtualYTD 0 Budgeted
City of Arroyo Grande
Mid -Year Budget Report - 2010/11 March 22, 2011
General Fund Revenues
With half of the year complete, the total General Fund revenue is at 37%. This is below % for several reasons. The mid -
year revenue only includes four months of Sales Tax revenue, Transient Occupancy Tax (TOT) revenue is for five months.
Franchise Fee revenue only includes five months of revenue. Children in Lotion revenues are declining due to a drop in
enrollment and loss of an additional site. However this is offset by a decrease in expenditures due to lower staff costs.
Finally, the triple flip - amounts for saps tax $380,659 and VLF $617,355 were not received until January.
A s part of the Mid - Year Report,, adjustments m aybe r econunended to revenue budgets when m athematical calculations
comparing current year revenues w prior year revenues suggest that either a significant ov erage or underage may
occur at year -end. Below are the major revenue variances:
1 TOT is up approximately $33,000 when compared to the prior year. However, with the Hampton Inn not
a ntici pat e d to open befo the en of this fiscal year, it is estimated that this revenue will c ome in approximately
$70,000 below budget.
2 With four months of revenue, Sales Tax is u % when compared to the budget and 1s up approximately $80,000 or
4% when compared to the prior year.
3 Children in Motion revenues are showing a sharp decline due to a drop in enrollment and the loss of an additional
site. This revenue source is estimated to be a pproximately $160,000 below the $412,000 that is budgeted. However,
the expenditures in this program have also decreased significantly and are estimated to come in approximately
$130,000 below the $426,643 budgeted. This would amount to the Cit s ubsidizing this program by a
$45,000. The Children in Motion staff has been working to reduce this subsidy by holding fundraiser barbeques, a
race, and offering special enric hment classes for Child in Motion p for an a dditional cost. It is
D anticipated that this will reduce the current subsidy by $10,000. Since only one -half year of the savings is
experienced this gear, implementation of measures to address the majority of the subsidy by net year are on track.
Staff is re questing reductions of $160,000 i n Children in Motion revenue and $165, i n Children in Motion
expenditures . enditures in order to delete the estimated subsidy.
p y
c� 4 Exp r ecovery for the Police d e p artment is curren 40 below budget. It is estimated that this revenue sour
will come in ap $31,000 below the current bu of $50,000.
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City of Arroyo Grande
Mid -Year Budget Report - 2010/11 March 22,2011
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5 Due to the delay in r eplacing the parking enforcement officer position, parking fines are also down b y 40 or
approximately $9,000. However, this position was recently filled and it is anticipated that this revenue will
increase.
6) B uilding permit revenues are down 16% when compared to the budget. It is estimated d that this revenue source
will he approximately $33,000 below budget.
The table shown below presents a comparison of the top ten revenue accounts. The table is followed by an analysis of
changes in the revenues, loth increases and decreases. Because the top revenue sources account for approximately %
of total General Fund revenues, changes here can have profound impacts. In addition, the trends in these ten r evenues
can provide a general understanding of the total General Fund revenues. Current year revenues are $372,475 more than
the previous fiscal year as shown below).
Titl
Sales & Use Ta
Triple Flip - Sales Ta
P r op erty Ta
Motor Vehicle License
Fees
Triple Flip - VLF
Bui lding Permits
Children in Motion
F r anchise Fees
Telecommunication Site
leases
Transient Occupancy Ta
Mid-Year Current Fiscal Year N id -Y ear P Fi scal Y ear Actual
B u dt
Attu al
% B udget Actual Chang
$ 2,190
$ 767,389
35%
$ 2,196,300
$ 687,523
31%
761,31
-
0%
530,063
-
0%
3,388,300
1,994,296
59%
3,527,415
1
49 %
30,000
15,729
52%
30,000
11
38 %
1,234,710
1,23
-
°
145,000
49,318
34 %
145,000
45,000
33 ° o
252,000
121
48 %
400,000
143,000
3 6 %
588,468
135,409
23%
660,000
152,604
23%
192,000
500,000
100,456 52%
194,339 39%
175,000 88,842
450,000 161,524
79,866
281,254
4
1,315
(21,525)
( 1 7, 195)
51% 11,614
36% 32,515
Total $ 9,281,796 $ 3,378 36% $ 9 $ 3,005,933 32% $ 372,475
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ity o A rroyo Gra
Mid-Year Budget Report - 2010/11 March 22, 2011
Sales Tax - Sales tax is higher than the prior year due to an increase in sales activity.
Property Tax - Property tax should actually be showing a decline of $5,743 when compared to the prior year. As
mentioned previously in th�s report, the County had withheld $287,027 of property tax payments that the City would
normally receive in December in FY 2009 -10.
Motor vehicle License Fees -- This revenue h as begun to show an increase when compared to the prior year and is on
track to equal the $ 30,000 budgeted at year end.
Building permits - The City is seeing a slight increase when compared to the prior year due to several remodeling
projects and additions to existing homes as well as the building of new custom hones. However, it is still well below
the 0% budget mark.
Children in Motion - This revenue is shoring a decrease of approximately $22,000 when compared to the prior gear.
A s mentioned previously, this program is seeing a drop in enrollment but is also off by decreasing expenditures.
Franchise Fees - This revenue source is showing a decrease when compared with the prior year. This is due to audits
performed by both Charter C ommunications and PG&E in which it was determined that the City was receiving
revenue that s hould h ave go ne to the County. Th i s revenue source is below 50 due to one -time payments from
PG&E and So C a l Gas that are received in April. Staff will continue to monitor this revenue source to determine if an
adjustment is required once the one -time revenues are receiv
Telecom mum* cation Site Leases - This revenue source is showing an increase when co to the p rior year. The
reason for this increase is due to the closure of City lull for the holidays and mandatory furloughs in the prior year;
revenues that were norm received at the end of December were not received until City Hall reopened in January-
Transient Occupancy Tax - This revenue is showing an increase of approximately imately $33,000. Currently, with i
months of revenue received, this revenue source is at 43%. This revenue is projected to be approximately $7 0,000
D below budget at year end.
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All other variances are within normal ranges.
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C ity of Arroyo Grande
Mid -Year Budget Report - 2010/11 March 22 2011
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General Fund Expenditures
Most departmental expenses are under the % budget mark with total Fiscal Year 2010 -11 expenses at 44 % of budg
Individual department/ divis ion differences between the current and prior fiscal year are hig ighted 'n the table shown
on the next p This fiscal year, there is an approximate $409,171 decrease in General Fund expenditures over the
previous fiscal year.
• City Manager - the decrease of $21,647 is due to the reorganization of this department and the retirement and annual
leave payout for the executive assistant In the first half of the prior year.
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Mid -Year Current Fiscal Year
M prior Fisc Year
Actual
Titl
Bud get _
Actual
Budget
Actual
Chang
r
City Manager
$ 393
$ 182,378
46 %
$ 412,938
$ 204,025
49 %
( 21,647 )
Legislati & Info rmation S vcs
302,211
139,316
46 %
285,057
130,788
46 %
8,528
Reti rees
129,000
53,257
41 %
128,000
59,979
47 %
6
City tt orne
261
1 52,634
58 %
179,250
70,761
39%
81, 8 73
A dministrative Se rvices
695,576
340
499'
701,302
338,350
48 %
21219
Community DevelopmEnt
469,954
221,
47%
474,852
227,640
48%
( 5 1 87 5)
IT
274, 718
127,
46 %
287,931
145,516
519'
(18,18
Mon DepartmEntal
2
1,225,434
%
1,294,943
550,641
43%
674
Police
5,856
2,672,560
46 %
5,939,941
2,694
45%
22,301
Fire
854
49 1 726
6%
1
902,070
519'
(852,344
Building & Life Safety
241
121
1 %
256,084
122,005
48%
232
Pu Works
311,600
114,110
379'
460,967
236,106
519'
(121,996
Recreation and Mamntenance Svcs
2
949,559
43 %
2
1
4
(127,28
Total
$ 14,443
$ 6,350
44%
$ 14
$ 6,759,583
46%
$ (409,171
• City Manager - the decrease of $21,647 is due to the reorganization of this department and the retirement and annual
leave payout for the executive assistant In the first half of the prior year.
12
•
it o A G rande
Mid -Year Budget Report - 2010/11 March 22, 2011
• Legislative & Information Services - this increase is due to the staffing reorganization of this department that was
put in place in the prior year.
• Retirees - this cost is the retiree health care that the City pays on behalf of the retired employee. This is lower due to
recording 7 months of health care costs in the prior year.
• City Attorney - this increase is due to ongoing personnel litigation.
Non- Departmental - the $674,793 increase is due to the Five Cities Fire Authority (F CFA) quarterly payments of
$34'7,122 being paid from this fund. At midyear, the City had made two q uarterly p ayments for a total of $694,244.
Fire - This decrease is due to the formation of the Five Cities Fire Authority (FCFA). This expense has been moved to
Non - Departmental. The budget in this department includes the expenses incurred before the FFA was formed on
July 9 , 2010 an d ue to th e p ayment of $774,54 -4 for the Fire la tr uck whi w as offset by Fire grant revenue.
• Police -- This savings is due to staffing vacancies.
• IT - this decrease is due to the purchase of a majority of the budgeted computer equipment in the first half of the prior
fiscal year. Staff had not purchased any budgeted computer equipment at the first half of this fiscal year.
• Public worts - this decrease is due to the reorganization of this department in the prior year in which the Public
Works Director position was elim and the employee received an annual leave payout.
• Recreation and Maintenance Services - this decrease is due to the reorganization of this department. A full time
maintenance worker position was eliminated and filled with part -time staff. There will be additional savings in this
department due to the recent retirement of th Facility Coordinator.
• All other variances are within a normal range.
n General Balance
The City Council has established an Undesig ated General Fund Balance goal of 20% of annual appropriation with a
rrummurn go of 15%. The City's Undesignated General Fund Balance represents the available resources to provide
tD funding for future contingencies such as earthquakes, civil unrest, economic fluctuations, major infrastructure repairs and
� 3 an eff l e •
c� investment in capital for improved p d Inadequate reserves increase financial risk, negative)
13
City of Arroyo Grande
Mid -Year Budget Report - 2010/11 March 22, 2011
impact cash flow, and reduce the City's ability to attract and sustain economic development and growth within the City
of Arroyo Grande.
The net impact of th budgeted fund balance and recommended id -Year adjustments will result in a projected fund
balance of approximately $2,576,669 as of June 30, 2011 which is 18 of appropriations. The projected fund bal ance is
based on conservative c alculations. Based o mi -ye ex p en ditures, this amount is likely to increase at y ear - end.
OTHER FUNDS
Local Use Tax Fund (Fund 218)
This fund has been established to account for the 1 c ent sales tax increase that was a pproved in Nove mber 2006. with
four months of Sales, this revenue source is at 37% A this time this revenue source is showing a 4 % increase over the
budget. The estimated fund balance in this fund is $233,848, which is 7% of appropriations if all budgeted funds are
expended. However, staff believes the fund balance will remain above 15% when factoring project savings and project
delays.
Redevelopment Agency Fund 284)
Currently, the Governor is proposing that Redevelopment Agencies be eliminated to assist in balancing the State budget.
The status of this Fund is uncertain at this time. It is hopef that staff will have more inf or- nation on this development
when the 3rd quarter report i presented. Staff is re questing an increase of $51,000 in a ppropri ations . The details for
this increase in appropriati is listed on page 5 of this report under Mid Year Budget Requests.
guests.
CI (Capital Improvement Program ) Fund Fund 350)
The procedures of the CIP require that revenues equal expen in this fund, which means the fund does not typically
have a fund balance at year - end. If additional expenses are encountered in c ompleting a project, funding must be found
c> to match the expenses. In reverse, when additional revenues are found, the scope of the project can be expanded,
previous funding returned to other funds, or revenues returned to the source.
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C ity of Arroyo Grande
Mid -Year Budget Report - 2010/11 March 22, 2011
Sewer Fund (Fund 61
The Sever Fund is projected to have a fund balance of approximately $116,410 (Schedule A). Staff is requesting an
increase o f $4,500 in appropriations. The details for this appropriation are listed on page 6 of this report under Mid Year
Budget Requests.
Water Fund (Fund 640)
The Water Fund is projected to have a cash f und balance of approximately $1,376,712 at June 30 2011. This is a dec rease
when compared to prior gears. T is due to the high costs of several large water projects that are being funded by the
Water F such as the construction of Reservoir No. 6 ($728,000), El Canino Real rehabilitation ($413,000), Reservoir
No. ( 62,600) and the waterline upgrade on B and Faeh ($250,000). In th e p a st, staff was a ble to use d eve lopment
impact fee revenue to help offset these capital improvement costs; however, with the reduction in development, these fees
have decreased dramatically. Staff is reque a net increase of $34,000 in appropriations. The details for these
appropriations are listed o n page 6 o this report under Mid Year Bu dget Requests.
Attachments
A brief overview o the attached schedules is provided to inform the reader of the purpose of each schedule.
Schedule - Fund Balance. This schedule is provided to incorporate prior year fund balance into the current year
and to summarize the 2010/ budget adopted by the City Council. This schedule includes adjustments that were
incorporated in the 1st Quarter report and lists the current requested adjustments in total.
Management Reporting System Status Report. This provides a look at ghat the individual departments have
accomplished during the first half o f the fiscal gear. Also reported are the ley issues and work efforts in progress that
D w ill continue into the remaining quarters.
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City of Arroyo Grande
Puna Balance Control
All Funds Operating Budget
2010/11 Adc9ted Budget
Schedule
General Fund
010 General Fund:
Audited Estimated
Total Total
Unreserved [Unreserved
Fund Balance Original Adjustment Operating Operating IFY 2009 -10 Budgeted Adjustments to Fund Balance
July 1, 2010 Revenues to Revenues Tran sfer In Transfer Out Carryover5 Appropriations Appropriationsi June 30, 2011
$3 $10 $601,472 $2 $300,000 $228 551 $13 $80,726 $2,576,669
S pecial Revenue Funds:
210
Fire Protection Impact Fees
$22,632
$12,700
0
0
$0
0
0
$35,332
211
Public Access Television
68
47,000
(14,650)
0
0
0
36
0
64,574
212
Pol Protection Impact Fees
50,776
1,700
0
0
0
0
0
0
52,476
213
Park Devel opment Fees
651,511
35,000
0
0
254,700
0
0
0
461,811
214
Park I mprovement Fees
341,625
20,400
0
0
290,330
0
0
0
71,695
215
Recreation Community Center
37,432
1
0
0
15,000
0
0
0
24,232
216
Grace Lane A ssessment District
39,981
9
0
0
0
0
5,000
0
44,481
217
Landscape Maintenance District
25,025
6,800
0
0
3,300
0
3,800
0
24,725
218
Local Use T ax Fund
1,765,342
1,613,625
0
0
3,040 { 645
0
144 { 700
(39,200)
233,022
219
P arkside Assessment D istrict
232,059
58,700
0
0
3,600
0
8,000
0
279,159
220
Streets
0
294,500
168,486
271
6,000
0
796,700
(68,114)
0
721
Traffic Congestion Relief
90,230
177,570
(176,570)
0
0
0
0
0
91,230
222
Traffic Signal
393,273
10,000
83,000
0
25,000
0
0
0
461,273
723
Traffic Circulation
24,910
2,000
0
0
0
0
0
0
26910
224
Transportation Facility Impact
2,740,579
55,000
0
0
2,441,218
0
0
0
354,361
225
Transportation
0
256,431
(157,917)
0
90,400
0
7,000
1
114
226
Water N Impact
542,423
26,400
40,000
0
45,000
0
51,800
245,806
266,217
230
Construction Tax
3,190
0
0
0
0
0
0
0
3,190
231
Drainage Facil
2,029
600
0
0
0
0
0
0
2,629
232
In -Lieu Affordable Housing
928,030
300
0
0
0
0
0
0
928
3
In -Lieu Underground Utility
101,815
0
0
0
0
0
0
0
101,815
241
Wate Avai Fund
1,838,532
41,000
0
0
451,572
0
0
0
1,427,959
250
C1BG Grant Funds
0
0
71,625
0
0
71,625
0
0
0
271
State COPS Block Grant
191,611
101,000
0
0
0
189,577
100,000
0
2,734
284
Redevelopment Agency
695,652
1
0
0
94
0
727,020
139,658
903
285
Redevelopment Set Aside
1,948,570
340,000
0
0
39,700
176,794
1,134,750
259,869
677,457
Total Special Revenue Funds
$12,765
$4,230,026
13,974
$271
$7,652,537
$438,296
3,014,770
$539,019
$5,636,630
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City of Arroyo Grande
Fund Balance - Control
111 Funds Ope rating Budget
2010/11 Adopted Budget
S chedule
Audited
Total
Unreserved
Fund Balance Original Adjustment Operating Operating
July 1, 2010 1 ]r evenues to ]revenues Transfer In Transfer Out
Estimated
Total
Unreserve
FY 2009-1 Budgeted Adjustments to Fund Balance
Carryovers Appropriations Ap pro priationsl June 3 0, 20 11
C apital I oiect Funds:
350 C Im p rovement Fund
$0
$5,670
$401,280
$10,740,277
0
$10,122,403
$5,783,500
$x,155,
0
Total Capital Project Funds
$0
$5,670,000
$4,651,280
$10,740,277
$0
$10,122
$8,783,5W
$2,155,654
$0
Ln4 rnrise Funds
s
61 Se wer
$496,134
$978,400
$0
4
$1,443,845
0
$313,600
(1,721)
$116,410
634 Server Facility
331,668
12,000
0
0
0
0
0
0
343,665
640 Water Fund
3,043,986
3,532,900
0
0
3,041,635
0
2,146,960
51,579
1,376,712
641 Lo pez Water
3,597,943
2,854,800
0
0
343,300
0
x,903,618
(109,980)
3,315,805
642 Water F acil i ty
876,444
30,000
0
0
828,639
0
0
0
77,8055
Total Enterprise Funds
$8,346,175
$7,407,700
0
$0
$5,257,418
$4
$5,326,178
230,401
Trust and Agency F
75 D owntown P arking
$137,940
$11,600
$104,000
$0
$141,722
$0
$3,100
$0
$105,719
Total Trust & A Fund
$137,940
$11,600
$104,000
$0
$141,722
$0
$3,100
$0
$105,719
Grand Total All Funds
$24,484,651
$28,1 62,996
$5,370,726
$13,351 { 677
$13,351,677
$10,789,250
$30,961,428
$2,715,277
$13,552,419
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GENERAL FU - FUND SUMMA
1
FUND: 010 GENERAL FUND
FISCAL YEAR 2008-09
BIENNIAL BUDGET
2006 -0
2007-08
ORIGINAL
AMENDED
2009 -10
2010 -11
REMISED
ITEM
ACTUAL
ACTUAL
BUDGET
BUDGET
ACTUAL
ACTUAL
BUDGET
Beginning Fund Balance
2,359,078
1
2,042
2,042,389
2
2,191,M4
3
Revenues:
R evenues
11,864,263
12,304,
13, 424,285
12,425,
12,106
11
11
T rans f ers In
1
1, 901,942
2, 003,600
2,221,
2
2,
2, 339,800
Total Revenues
13, 128,214
14
1,427,88
14,647,356
14
14,061,667
13, 784,942
Expenditures:
Salaries an Benefits
10,719,723
11
11,586,190
11,51 7,222
10,84,38
10
8,962
C urrent Expenses
2
2
2,867,620
2 1 564,590
2,
2,362,704
4
Debt Service
25, 068
12,534
-
124,680
122,501
133,
160,180
Equi Repl acement
288 336
204,
274,280
285,640
718,887
232,210
887, 124
Trans Out
2 O f 880
20,990
60,700
203,
104,881
^
Capital Transfers
140,286
4,806
38, 700
-
-
-
300,000
Total Expen
13,
13
14,827,
14,
14,173,135
13, 018,327
14,360,
Total Ope ratin g Inc reases (D ecreases
550 )
233,985
6003
47, 894
149,155
1,0433
575,953
Au dit Adju irnents to Fund Balance
Tota Adjusirnents to Fund Balance
550,674
233,985
600,
47, 894
149,155
1,043,
(575,953
Endmng Fun Balance
1,08,404
2
2,642
1,
2 1 191,544
3,234,84
2,576 } 669
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R eserve for Carry -Over of Appropriations
19,892 )
(89,
-
82,262
ii
0
Available F un d Balance
1
1,
2,642,784
1
2
3, 152,622
2,576,669
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INCORPORATED
o
M• M 1•11 + MANAGEMENT REPORTING SYSTEM
/FORN�
MID -YEAR
July 1, 2010 — December 37.2070
FUND: GENERAL FUND
DEPARTMENT: CITY ADMINISTRATION
Mid-Year Accomplis
Prepared and distributed public education materials for the ballot measures to male
the City Clerk and City Treasurer positions appointed rather than elected.
Coordinated financing of the acquisition and design of improvements to the City Hall
building.
0 Participated in and coordinated Centennial Celebration planning activities.
0 Coordinated feasibility analysis of Police building alternatives.
Prepared and coordinated approval of an Exclusive Negotiation Agreement for a
potential hotel project on the Redevelopment pment Agency's Faeh Street property.
Prepared an amendment to the Transportation Facility Fund Impact Fee Study t
fund the Le Point Street widening improvements.
Options were identified, studied and presented for temp relocation of the
Saturday Farmers' Market.
Coordinated preparation and approval of a funding agreement for the People's Self
Help Housing affordable housing project.
1
Agenda Item II.a.
Page 22
Coordinated preparation and approval of a loan agreement for purchase o f property
o Brisco Road by Habitat for Humanity for an affordable housing project.
Coordinated negotiation of a lease agreement w ith the o wner of Gina's restaurant for
City right -of -way for construction of an o utdoor dining area.
Reached agreement with all labor groups regarding adjustments to employee
medical rate formulas.
0 Coordinated a leadership retreat for City directors, management and supervisors.
0 Coordinate the City Council Budget Goals workshop.
Key Issues Work Efforts In Pro-gross
Coordinating with the County on an agreement for PG&E 20A credits to enable the
City to complete under of utilities on East Grand Avenue.
Continuing to negotiate with the oceano Community Services District on a water
purchase agreement.
0 Developing recommendations on strategies for the new Police building project.
Preparing strategies to address shortfall projections in the FY 2011 -1 FY 2012-13
biennial budget.
• Preparing to begin labor negotiations with the SEW and AGPOA.
0 Continuing to prepare for the Centennial Celebration activities.
Finalizing adjustments to layout and furnishings in the City Hall building to address
issues that have been identified.
20
Agenda Item II.a.
Page 23
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INCORPORATED
M
JULY 10. 1911
4 4 1 F 0 4
MANAGEMENT REPORTING SYSTEM
MID -YEAR
FUND:
July 1, 2010 - December 3
GENERAL FUND
DEPARTMENT: LEGISLATIVE AND INFORMATION SERVICES
Mid-Year Accomplishments
Prepared candidate Hand and guided sic candidates through the nomination
process for the November 2, 2010 General Municipal Election for the purpose of
electing a Mayor and 2 council Members.
Prepared materials required for placement of two city measures on the ballot relating
to the city clerk and city Treasurer positions changing from elective to appointive.
Coordinated and conducted a candidate Orientation for city council and May
candidates.
Served a FPPC Filing Officer and assisted candidates with campaign disclosure filing
requ
Completed two 2 Municipal code Supplements to incorporate newly adopted
Ordinances into the city's Municipal code.
Coordinated two 2 publications of the city newsletter, Sta c ach Express which
w mailed to all city residences and businesses.
Coordinated records destruction day pursuant to the Records Retention Schedule.
Completed biennial review and update of the city and Redevelopment A
Conflict of Interest codes.
Began document imaging /scanning project to scan all Building Division building permit
street files, Engineering Division capital improvement project files; Planning Division
project files, and Planning commission Resolutions and Minutes for implementation
into the document imaging system.
Administered oaths of office to newly appointed advisory body members who
assumed office on various City commissions, boards, and committees.
Distributed Semi - Annual Campaign Statement forms to current officeholders.
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Agenda Item II.a.
Page 24
• Coordinated biennial ethics training for elected and appointed officials.
• Processed City documents (deeds, contracts, agreernent, resolutions, ordinances,
minutes) in a timely manner.
• Net all legal publishing and posting requirement.
• Updated government access channel with information provided by City departments
on events, programs and services.
Key Issues / Work Efforts In Prowess
• Upgrade LaserFiche document imaging system and licensing for use by all City Hall
departments as part of the scanning project.
• Distribute Annual Statement of Economic Interests Forms to all elected and appointed
officials of the City including members of the City Council, commissions, boards,
committees, staff, and consultants.
• Coordinate publication of two 2 issues of the City newsletter, Stag ecoach Exr)ress
for distribution to community.
• Update the Municipal Code to reflect City reorganization as it related to
departmental /functional changes.
• Update the Citywide Records Retention Schedule to reflect City's reorganized
structure.
• Supplement the Municipal Code as new Ordinances are adopted.
•
Expand use of government access channel to include videos on departmental or
Citywide activities and programs.
• Update the Commissioner's Handbook.
• Update Department Procedural Manual.
Agenda Item 11.a.
Page 25
4 0�R 0 Iro G,
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MCORPORATE l
IN JLXY 10, l
1
MANAGEMENT REPORTING SYSTEM
MID -YEAR
July 1, 2010 - December 31,,2010
FUND:
GENERAL FU D
DEPARTMENT: LEGISLATIVE AND INFORMATION SERVICES
DiVISION INFORMATION TE HN L GY
Mid -Year Accomplishments
0 MCSE (Mi training complete.
Technical and budgetary ry requirements established to implement a broadband redundancy
system.
Procured firewll replacement appliance, and started initial policy creation.
Finalized agreement with Citi enServe for CDDMMS software solution.
• Completed CIti enServe permits module implementation.
• Implemented Information Technology Help Desk tool.
• Launched near ly designed City and Police department websites.
40 Implemented ICP Police Hideo Surveillance System.
0 Established email domain for Five Cities Fire Authority FCF.
• Configured hosted Microsoft Exchange email environment for FCF .
• Designed and installed T -1 data network connecting FCFA facilities.
• Migrated FCFA Stations 61 and 68 to FCFA network.
• Created unified Firehouse Incident reporting system.
Migrated FCFA Stations 61 and 68 to unified system.
Migrated FCFA Stations 61 and 68 to FCFA hosted email domain.
Established enterprise anti - spam protection for FCFA email domain.
Designed and implemented ATT phone system at FCFA Stations 66, 61, and 68.
Established website domain for FCF .fiveitiesfireauthrit.rg .
Established virtual site and redirect on City o rry Grande wetsite for FCFA domain.
Established appropriate DNS and Mail Exchange records to support FCF .
3
Agenda Item II.a.
Page 26
• Removed fiber optic cable from Building Dept, and Engineering buildings and removed buildings
from existing City network in support of the City Hall relocation project.
• Installed fiber, and connected 300 East Branch (new City Hall to existing City network.
• Rel Building, and Engineering Dept phones and computer equipment to 300 E. Branch
Street.
• Designed server room for 300 East Branch relocation project to include all data, voice,
environmental, power, bonding /grounding, and security requirements.
• Designed voice/data lacy ut for 300 East Branch offices.
• Established Information Technology Managed Services Agreement with Larnspeed, Inc.
• Established broadband Internet access at the Police Dept Resource urce Center, and removed existing
T -1 network extension.
Kev Issues ! W Efforts In Progress
w�w.r
• Complete firewarll replacement project.
• Implement b r o ad b and redundancy.
• Complete CDD/W S Business License implementation.
• Establish secure VPN (Virtual Private Network) rl mobile user access.
• Complete Laserfiche document imaging system upgrade and expansion.
• Implement an enterprise level data backup solution.
• implement an enterprise level anti -virus solution.
• Design and implement Blackberry mobile device solution.
• Replace core net routing and switching equipment.
• Procure and install replacement digital printer /copier system at City Hall.
Implement Lanpeed IT support services.
Implement Firehouse Enterprise incident reporting software upgrade for FCFA.
Complete Far nics P werSave software instarllarti n on the City network, and implement power
s aving policy and reporting to support the energy saving project.
Establish dedicated broadband access at the Police Dept.
• Install firewall appliance at the Police Dept, and establish security policies.
• Procure and install all F 1 -11 computer replacements for the City, and Police Depts.
• Reinstall surplus computers as appropriate to retain the latest technology.
• Test for MCSE certification.
• Attend Microsoft Exchange (email) training to enhance the level o f administration and support t o
the City.
4
Agenda Item II.a.
Page 27
/pRROy
ti
INCORPORATE
O
�• 1^. * MANAGEMENT REPORTING SYSTEM
C FORN P
MID -YEAR
July 1, 2010 - December 31.2010
FUND: GENERAL. FIND
DEPARTMENT: ADMINISTRATIVE SERVICES
Mid-Year Accomplishments
• Completed the Fiscal Year 2009-10 audit.
• Completed the California Street Report arnd California Transportation Report.
• Completed the State Controllers Report for the City and the Redevelopment
Agency.
• Completed the Statement o f Indebtedness for the Redevelopment Agency.
• Prepared the City's third Comprehensive Annual Financial Report.
• Prepared Continuing Disclosure statements for the Lopez bond and the RDA
tarn allo bonds.
• Prepared the GANN appropriation limit calculation.
• Updated the City's investment policy.
• Updated the City's Cost Allocation plan.
• Completed the CJPIA underwriter's report, property insurance update, and
criminal bond r
• Calculated the assessments for the Landscape maintenance district, Grans
Larne ass district and Parrkside assessment district.
• Prepared the annual T A claim form.
• Calculated the Fire GO Bond Tack levy.
• Prepared the State Cops reporting forms.
• Prepared the Prop 1B annual report.
2
Agenda Item II.a.
Page 28
0 Completed the Public Safety — Maintenance f Effort report.
0 Updated the 2010 -11 Biennial Budget.
Kev Issues/Work Efforts In-Progre
Update the City's purchasing policy.
0 Update the financial section of the Administrative Policy Manual.
Prepare the 2011 -12 & 2012 -13 Biennial Budget.
Agenda Item II.a.
Page 29
,oX pFROYp C
9
F oxvonniE o
i a+Y 10. ^" r MANAGEMENT REPORTING SYSTEM
P
,4 /FOMN \
MID -YEAR
July 1, 2010- December 31,2010
FUND: GENERAL FUND
DEPARTMENT: RECREATION AND MAINTENANCE SERVICES
DIVISION: CHILDREN IN MOTION
Mid -Year Accomplishments
Children in (lotion completed a successful Summer Day r Camp once again at Ocean
View Elementary School. Approximately 55 children daily attended and participated in
a variety of activities including: 26 field trips, 3 guest speakers, and theme based
games, crafts, and special events.
Three successful weeks of Winter Camp were completed at the Elm Street
Community Center with an average daily attendance of 40 children_ The children had
an opportunity to attend 5 field trips, and participate in a wide variety of crafts, special
events and winter time festivities. The Program was combined with the Playground
program to sage costs and reduce overstaffing.
Implemented City Council recommendations and formed a volunteer parent group
called "Friends of Children in Motion". Current membership has over 50 members and
the email contact list of parents is helpful in spreading information about upcoming
events and enrichment classes.
Implementing City Council recommendations, mendations, staff began a series of successful
enrichment classes at Ocean View Elementary School including Music, Robotics, s, and
a winter crafts class.
Implemented fund raising strategies and cosponsored a BBQ fundraiser with the Lions
Club which raised $2000.00.
All necessary staff have attended CaIJPIA seminars, which included: Harassment,
Blood Borne Pathogens, and fire extinguisher training.
27
Agenda Item 11.a.
Page 30
Key IssuesMork Efforts In-Procires
• Staff has begun the summer day camp planning process.
• All necessary staff will be completing re-certification of First Aid and CPR in April,
which will last two gears this time.
• Staff is currently completing an examination of children's files for completeness and
will be distributing any missing paperwork to parents in (larch with proper
documentation t stay in compliance with licensing rules and regulations.
• Staff continues to look for gays to reduce the City's subsidy of the program, while
maintaining a high level of quality childcare.
• The program plans to continue enrichment classes during the spring and has taken
parent suggestions to try and offer even more classes.
• Continue fundraising strategies.
W
Agenda Item 11.a.
Page 31
�pRRO
� yO
c 9
� prop � E MANAGEMENT REPORTING SYSTEM
C, 'QFORM� P
MID -YEAR
Juiv 1. 2010 - December 31.2070
FUND: GENERAL FUND
D EPARTMENT: RECREATION AND MAINTENANCE SERVICES
DIVISION: GENERAL RECREATION
Mid -Year Accomplishments
Conducted the Summer Playground Program at Elan Street Parry with an average f
g children participating daily.
Conducted 17 field trips to local businesses.
Conducted Winter Break Program at Elm Street Park with an average of 25 children
participating daily.
The City of Arroyo Grande and Woman's Club Community Center has frosted 328
groups totaling nearly 11 ,000 participants.
The Elm Street Community Center has hosted 289 groups and approximately 7,887
participants.
Key lee ues[W roc Efforts I n -Prq ress
0 All staff will complete or re-certify i n CPR and First Aid training thi Spring.
* Scheduling activities for the Spring Playground Program.
29
Agenda Item II.a.
Page 32
RO
INCORPORATED
JUL 1 0. 1 911 �
F
MANAGEMENT REPORTING SYSTEM
dJ I BSI fie\ 7
FUND:
J u ly 1, 2010 - December 37, 2010
GENERAL FUND
DEPARTMENT: RECREATION AND MAINTENANCE SERVICES
DIVISION. RECREATION
PROGRAM: f EC E ATI N ADMINISTRATION
Mid -fear Accomplishments
0 Completed ADA upgrades to the Elan St. Community Center.
0 Coordinated projects with Arroyo Grande In Bloom and Tree Guild o Arroyo Grande.
0 Coordinated Harvest Festival events with the Harvest Festival Organizing Committee.
0 Completed and distributed the fall and the Winter /Spring Activity Guides.
0 Coordinated and - sponsored the 2010 summer Concert series he VIA.
0 Completed installation of new fencing around pond one.
0 Coordinated continuing improvements to the dog park.
0 Implemented CIM Subcommittee and City Council recommendations for CIM.
0 Completed Bingo Ordinance.
0 Helped coordinate energy retrofit projects.
Key IssuesfWork Efforts In- Progress
0 Implement Recreation Division reorganization.
0 Coordinate the 2011 Summer Concert series he VIA.
0 Install centralized irrigation system.
0 Lighting of Don Roberts Field.
0 Complete the tree inventory.
0 Complete energy retrofit projects.
Complete Centennial Park project.
Agenda Item II.a.
Page 33
MANAGEMENT REPORTING SYSTEM
MID -YEAR
July 1.2010 - December 31, 2010
FUND: GENERAL FUND
DEPARTMENT: RECREATION EATION AND MAINTENANCE SERVICES
DIVISION: SPECIAL PROGRAMS
Mid -Year Accomplishments:
• Held ar Summer Carnival on August 6 with 115 children participating.
• Conducted the Holiday Decorating Contest for business and residences.
• ported with the Arroyo Grande Lions Club and Hancock College Cross Country
team to organize the 33r Annual Turley Trot Fun Run with 211 participants.
• Organized Harvest Festival Activities including the Diaper Derby and Chili -Felt.
• The Parent's Night Out program ran successfully this fall with an average of 1
children participating on the first Friday of each month.
• The Preschool and Children In Motion p rograms participated in the Annual Holiday
Parade in the pillage on Sunday, November 2 t �',
• Organized a variety of youth and adult contract classes including art, personal
organization, singing, soccer, tennis, ba dog obedience and babyitting.
• Completed the Summer Softball League with 60 teams.
• Completed Summer and Fall Adult Basketball Leagues with 32 teams.
# e Kev Issues/Work Efforts In- Progress
• The depa rtment is planning the Volunteer Banq uet, a nd the An Egg Hunt and
Festival.
• Organize and conduct the fourth Wrestling Program.
• Organize and conduct the Pinter /Spring Adult B asketball League.
• Organize and conduct the Spring Adult Softball League.
31
Agenda Item 11.a.
Page 34
�paROr
JULY 10, 1911 °P
MANAGEMENT REPORTING SYSTEM
41F It
P
MID -YEAR
July 1. 2010 - December 31,
FUND: GENEFAL FUND
DEPARTMENT: RECREATION AND MAINTENANCE SERVICES
DIVISION: PRE-SCHOOL
Aid -Year Accomplishments
Conducted the Summer Pre - School Program with an average of 22 children
participating in two three week sessions.
The Fall Pre - School Program operated with 78 students.
Took '1 preschoolers on a field --trip to Holloway's Tree Farm In December.
g preschoolers and Children In Motion students participated in the Holiday
Parade In the Village o Arroyo Grande.
Key Issues/Work Efforts In-Proa
0 All staff will complete o re-certify in CPR and First Aid training in spring.
Agenda Item II.a.
Page 35
INCORPORATED
*XJVLY 10, 1911,1
o %
MANAGEMENT REPORTING SYSTEM
MID -YEAR
July 1, 2010 — December 31.2010
FUND: GENERAL FUND
DEPARTMENT: RECREATION AND MAINTENANCE ANCE SERVICES
DIVISION: PARIS MAINTENANCE
Mid -Year Aorni3lishrnents
0 Worked with Street Maintenance Division to trim trees along City truck routes.
Worked with various volunteer groups, including Arroyo Grande in Bloom,
Arroyo Grande Tree Guild, Salmon Enhancement, and the Five Cities Dog
Park Association on special projects.
Mounted special event banners and street light banners for various V illage
events and activities, including Strawberry Festival, Harvest Festival and the
Centennial.
Staff assisted with various volunteer projects throughout the City, including
Creek Ivy Removal Project by volunteers of the Central Coast Salmon
Enhancement and National Make a Difference Day, which included many
volunteers that worked on projects coordinated by Arroyo Grande in Bloom.
Assisted with Summer Carnival, Harvest Festival, and Halloween Carnival
and Turkey Trot activities, Soto Sports Complex - Cops 'N Kids Day and
Rotary Bandstand Concerts for the V illage Bummer Concert Series.
e Assumed exterior and interior maintenance of the Farm Credit Building.
0 Christmas decorations were placed throughout the City.
0 Continued implementation of City grater saving proced
33
Agenda Item II.a.
Page 36
Rewired the light poles at the Theis /K i l r Tennis Courts to mediate
electrical problems.
0 Turf renovations at the Soto Sports Complex have been started.
Assisted with renovation of the large dog area.
Repaired underground electrical shorts in valve wires for Porter Field at the
Soto Sports Complex.
Re moved the heating /air conditioning unit from the Building Dept roof top
and installed it at the Police Station.
- the air conditioning unit for the se rver room at Council Chambers was
replaced.
Roof and building leak repairs at the Police Station.
Key Issues / Work Efforts In Progress
0 Complete pruning of City trees on City truck routes.
Completion of annual tree pruning program citywide.
Define Criteria For Determining Ownership C.F.D. . for City Owned Trees ors.
Privately Owned Trees.
Assume maintenance responsibilities for the Grace Lane landscape
im
Agenda Item II.a.
Page 37
/pRROyp
�d c
M1 INCORPORATED
* MY 10. 1911 . MANAGEMENT REPORTING SYSTEM
0 41 IroaN�
MID -YEAR
Julyl,2010 - December 31,2010
FUND: GENERAL FUND
DEPARTMENT: PARKS, RECREATION AND FACILITIES
DIVISION: SOTO SOT SPORTS TS C PLE
Mich -Year Accomplishment
Prepped fields and provided maintenance for adult softball Babe Ruth Baseball,
Adult Baseball, the Little League and Sober Softball tournaments, and two AYS
soccer camps.
0 Repaired banks and renovated and h dr seeded lkedallolunteer Fields.
Replaced ballasts in tennis court lights.
0 Performed o ver 1 25 field preparations for softball, soccer and football games.
Key Issues / W Efforts In Progress
Complete renovations to Pilg, Campbell, Porter, Don Roberts and Santos infield
and turf areas.
Coordinate with youth sports groups to repair scorekeeper's booth on Campbell
Field.
35
Agenda Item 11.a.
Page 38
/pRROy�
F O`
C
I NCORPORATE
9
�
J 1�•
� MANAGEMENT REPORTING SYSTEM
P
IF OR
MID -YEAR
JuIv 1.2010 - December 31.2010
FUND: GENERAL FUND
DEPARTMENT: RECREATION AND MAINTENANCE SERVICES
D IVISION: N: CITIES YOUTH BASKETBALL LEAGUE
Mid-Year Accomolishment
0 Registered 112 teams with 9000 participants.
0 Coordinated with Nipomo Recreation for game scheduling to include an
additional 16 team with 120 players.
Prepared game schedules for the league season (660 games).
• Recruited, ruited, trained and assigned 52 volunteer referees.
Collected $64,900 in fees.
Completed teem and individual photos.
Completed the first 265 games of the season including daily preparation of
score s hee ts .
Kev Issues Work Efforts In P rog ress
• Preparation of the end of the season tournament schedule for 210 games.
Distributing photo packets and sponsor plaques.
Continuing preparation of referee schedules.
Preparation for tournament finals and awards c eremony.
36
Agenda Item 11.a.
Page 39
�PpROyp
INC ORPORATE o
+
JULY 10, ^11 + MANAGEMENT REPORTING SYSTEM
MID -YEAR
Julvl,2010 - December31,2010
FUND: GENERAL F ND
DEPARTMENT: RECREATION AND MAINTENANCE SERVICES
DIVISION: GOVERNMENT UILDI GS
Mid-Year Accomplishments
* Completion o 2 + work rd rs for service to various City facilities.
* Performed roof repair at the Elm Street Community Center.
Performed maintenance of various City air conditioners.
Completed plumbing and electrical repairs at various City buildings.
Trained part-time u st dian.
Removed the heating/air conditioning unit from the Building Dept roof top and installed
it at the Police Station.
Twice replaced the air conditioning unit for the server room at Council Chambers.
Key IssuesMork Efforts Ian- Progress
* Continue coordination of floor and carpet cleaning.
* Continue improvements to the new City Hall, including carpeting and flooring
installation.
Complete improvements to the old City Hall to prepare the new tenant.
Agenda Item II.a.
Page 40
Roy
INCORPORATED
i
MW
JULY 10, 1911 MANAGEMENT REPORTING SYSTEM
'r _ _. f
MID -YEAR
July 1, 2010 - December 31.2010
FIND: GENERAL FIND
DEPARTMENT: RECREATION AND MAINTENANCE SERVICES
DIVISION: N: AUT M TIVE SHOP
Mid -Year Accomplishments
0 At Mid-Year, the Automotive Shop has carried out the following services:
Services Oube, oil, filter, safety insp.
140
Tune Up (scope, spark plugs, rotor, cap
General (mechanical i.e., pumps, cables)
2
Electric (starter, alternator, wiring)
4
Brake Repair
32
Warranty Repair
42
Transmission Service and Repair
1
Tire Services (replacing, mount & balance)
Tire Repair
Pre Trip Check
Smog Certificates
1
Fuel Island Maintenance
2
Fleet Retrofitting per ARB requirements & regulations
4
Key Issues / Work Efforts In Pro
Biennial Inspection of Terminal (BIT) as per the State of California and California
Highway Patrol.
0 Continue to maintain the City fleet at a high level of reliability and safety.
0 Annual Underground Storage Tank Inspections.
0 Maintenance on new card & key fuel dispenser.
0 Vehicle & equipment retrofit for diesel particulate matter control.
W
Agenda Item 11.a.
Page 41
/pRR0y
0
JULY 10. * MANAGEMENT REPORTING SYSTEM
P
,4 /F Oft N�
MID -YEAR
July 1,, 2010 - December 3
FUND: GENEF AL FIJ I
D EPARTMENT: IT: F EC EATIO AND MAINTENANCE SERVICES
D IVISION: STREETS
Mid-Year Accomp lishments
• 28 Concrete Replacement ement projects.
• Completed annual cleaning of Tally Ho and Meadow Creels.
• Continued with asphalt grinding and paving of city roads 1 2,000 sq. ft.).
Key Issues i Work Efforts Ingress
• Continuing with concrete replacement.
• Asphalt grinding & repairs to roads.
• Annual sign program.
• Painting red curbs, sign poles, and pavement markings citywide.
• Bi annual stripping of the City.
3
Agenda Item 11.a.
Page 42
� pRROYp
� c 9
* NCopP MANAGEMENT REPORTING SYSTEM
c441 ORN
MID -YEAR
July 1., 2010 - December 31. 2010
FIND: SEWER FUND
DEPARTMENT: RECREATION AND MAINTENANCE SERVICES
DIVISION: UTILITIES I SEWER MAINTENANCE
Mid-Year Accomplishments
• Completed Problem Sever Main Cleaning Program.
• Foot foamed sever mains on Eman Court, Todd Lane, and South Halcyon Road.
Completed the quarterly cleaning of lift stations 1-7.
Continued the Fats, Oils & Grease (FOG) Program with inspections of commercial
businesses.
Replaced ed sever manhole at Bell Street and Bennett Avenue.
Key Issues /W Efforts In Progress
0 Pretreatment Program.
0 Lift Station No. 3 replacement.
4
Agenda Item 11.a.
Page 43
ROy
c p
INCORPORATE() 7
m
" ULY 10. 1911 • MANAGEMENT REPORTING SYSTEM
c � 4 iroaH v
MID -YEAR
JuIv1,2010 - December31,2010
FUND: WATER FUND
DEPARTMENT: RECREATION AND MAINTENANCE SERVICES
DIVISION: WATER A I IINISTF A1 N
Mid -Year Accomplishments
Completed 149 Service Requests.
Completed 419 Service Orders & Close.
Completed 148 USA Marking requests.
A total of gg single family homes, 7 mobile home, 3 apartment knits, and 2
commercial establishments were retrofitted with low-flow toilets/fixtures.
Received eived letter of acceptance of the 2005 Urban Water Management Plan from the
Department of Water Resour
Kev Issues i Work Efforts In Progress
Phase II of the Water Conservation Program.
Water Conservation Ordinance Revision.
Northern Cities Management Area Projects /Meetings.
Zone III Projects/Meetings.
Plumbing Retrofit Program Phase I.
41
Agenda Item 11.a.
Page 44
� p0.ROy�
A. p4 C,P INCORPORATEO
�. MANAGEMENT REPORTING SYSTEM
C, �ULY 10, 1911 ,,(/F oft
M�
MID -YEAR
J u Iv 1.. 2070 - December 37.2010
FUND: WATER FUND
DEPARTMENT: RECREATION AND MAINTENANCE SERVICES
DIVISION: UTILITIES I WATER DISTRIBUTION
I li 7Year AccomM ishments
Replaced ed six old water services c itywide.
Repaired four 4 water services city
Re pla c ed two 2 water main Valves.
Repla three 3 fire hydrants after being damaged and kn off.
Installed new propane fueled stand -by generator for the Corporation Yard.
Replaced ed ter 2 Pressure Tanks at Miller Way Booster Station.
Repla one 1 pump /motor at Vista Del Mar booster station.
Installed two 2 new water services.
Key Issu I Work Efforts In P ru rsss
Complete Reservoir No. 6 /Oro Booster CIP.
Valve Exercise Program.
Air a uurn halve Maintenance a Program.
4
Agenda Item 11.a.
Page 45
IoM P arcov e �
9
7.
"o MANAGEMENT REPORTING SYSTEM
41 Oft
MID -YEAR
Julvl.2010 - December 37.2010
FUND: WATER FUND
DEPARTMENT: RECREATION EATI N AND MAINTENANCE SERVICES
DIVISION: UTILITIES / WATER PRODUCTION
Mid -Year A
• Pumped a total o f 332 acre -feet o well water Jul} V t through December 31".
• Rewound and the electric motor to 1lell No. 5.
0 Installed new chlorine analyzers at Well's 1-8 and Well g.
Ivey Issues / W Efforts In Progress
0 Completion of Well No. 10 CIP.
0 Well #11 Ea ementNVater Fights.
43
Agenda Item 11.a.
Page 46
o` pAROYp
,
INCORPORATE MANAGEMENT REPORTING SYSTEM
JULY 10. 1911
C,4( F Oft N� MID -YEAR
Julyl,2010 - December 31.2010
FUND: GENERAL FUND
DEPARTMENT: POLICE
Mid -Year Accomplishment
Response nse Times - During this time period, Police Department response times for
Priority 1 calls averaged 2 minute and 14 seconds. Priority 2 calls averaged 3
minutes and 21 seconds. The reported national average is 8 minutes.
Calls for Service - Calls for service in this time period decreased by 2.3% over
2009.
o Arrests - Arrests in this time period decreased by 19% over 2009.
Unity Team Program — Introduced a new employee engagement program that
assigns issues facing the department down n t the team level for discussions and
input. This approach encourages dialogue and feedback.
Performance Evaluation C mmi tee - Established a committee to begin work on
improving the evaluation process in order to identify both depa r - tment and peer
standards.
Neighborhood Services Technician - Collaborated with Community Development
staff to identify a shared position between both departments. The new field
position, Neighborhood Services Technician, is a blend of Parking Enforcement
and Code Enforcement. Both ar detailed job description and recruitment
c ampaign was initiated.
O peration Medicine Cabinet - Joined the nation-wide effort of the safe disposal of
prescription drugs. A drop box was installed in the Police Department lobby and
44
Agenda Item II.a.
Page 47
on the first day more than 39 pounds of drugs were recovered — the third highest
amount county - pride.
Use of Force Pursuit Tracking in - Introduced contemporary use o force and
Pursuit trying forms along with directives addressing supervisory and
management oversight.
Promotional Hiring Process - Promoted new sergeant Dan Langstaff and hired
new Police Off i ce r Jeffery C rr 1.
Tow Contract Revenue - The first revenue reports o n the new tow contract
administrative fee program produces over $10,000 for the calendar year.
Voice Recognition S ftw re - Introduced a pilot program in Investigations to
reduce report writing time.
Centennial Celebration - Began WOTk on the city -guide committee for the
Centennial Celebration. Police representatives are assigned to work on both
public safety and community issues.
Grants - successfully managed the county -wide $450,000 "Avoid the 14" Office of
Traffic safety DUI Grant. Coordinated four county-wide checkpoints.
ints.
DUI Command Trailer - Took delivery of a 24' customized DUI Checkpoint int
Command trailer funded by the DUI grant. The trailer and support lighting is
valued a more than $35,000 and transfers to the City at no cost upon completion
of the grant program.
Canine Program - Completed the community based fundraising efforts that
resulted in nearly $5 0,000 raised for the canine program. The canines were
obtained and completed their basic training and were put into service.
Special Events - Managed public safety efforts at Harvest Festival; Arroyo
Grande Valley Car Club Show; Halloween in the pillage and the Christmas
P
Traffic safety - Introduced a selective enforcement traffic safety program focusing
on motorists who fail to stop for pedestrians in crosswalks. Future enforcement
programs w ill be aimed at distracted driving, red light violations and speed.
Cops and Rids - Hosted and participated in the 17 th Annual Cops and Rids Field
Day in Soto Pry. This county -guide event was attended by more than 500
children.
Investigations - In response to call regarding a domestic dispute at a local
motel, officers uncovered a major burglary ring that was operating throughout the
Agenda Item II.a.
Page 48
county. Two stolen U -Haul truck were recovered along with stolen property
housed in storage facilities. Both suspects were arrested and c harged.
Investigations - Uncovered and solved a high profile illegal video surveillance
incident at the Arroyo Grande Chili's Restaurant. The suspect, an employee, was
identified and arrested.
Investigations - In response to a call regarding a domestic dispute, officers
identified the male party as a parolee. A canine search of the resid resulted
in the recovery o 24.2 grams of methamphetamine and the arrest o the male
subject.
.Key Issues / Work Efforts In Pro-gross
Upgrade 911 Systems - The department is continuing to upgrade the 911
emergency communications system through state funding. A new server and
software was installed. The new "Viper System" is one o f the most sophisticated
911 systems currently on the market.
Mobile Data Terminals - The department is continuing to develop the potential of
mobile data terminals in all patrol vehicles. - rhe project is scheduled to e funded
through the existing COPS program funds. Staff is coordinating efforts with the
City o Grover B each and Pismo Beach Police Departments in order to insure
interperaility.
Hideo Surveillance - "Operation Blue Watch" is currently being developed as a
pilot program through a combination o grant funding and the general fund. The
design pease of the project is complete and implementation phases are
scheduled to begin in the first quarter of 2011.
11e site Expansion - The department is continuing the process o f expanding the
ire site to include neighborhood crime report mapping capabilities.
Consolidation — Developing cost estimates for consolidation of Police services
with the City o f Grover Beach.
Continue work on the new Police Facility project.
6
Agenda Item II.a.
Page 49
/
* MANAGEMENT REPORTING SYSTEM
IFOR�
MID -YEAR
Julyl - December3l,2010
FUND: GE NE AL FUN
DEPARTMENT: T: coMMUNITY DEVELOPMENT
DIVISION: PLANNING AND ECONOMIC DEVELOPMENT
Mild-
• Processed through approval the Shops at Short Street Project and associated
agreements and Conditional Use Permits for Grace Church and Chase Bank.
Processed Courtland and E. Grand Commercial project, the People's Self Help
Project, and Alder Street subdivision including revisions and associated
environmental studies.
• Processed Development Code Amendments to rezone properties on North Elm to
Gateway Mined Use and properties o Branch Mill Road to Rural Residential; ntial; t
define density for infill subdivisions in Multi - family Residential districts and allowed
uses in the Public Facilities district.
Processed through approval three lot line adjustments one variance, 1 appeal ten
miner use permits, twelve temporary use permits including festival events, three
sign permits including one planned sign program and eleven Home Occupation
permits.
• Met monthly with Northern Cities Management Area Technical Group consisting of
neighboring jurisdictions on groundwater pumping reductions and water availability
alternatives and administered associated agreements.
Met with Arroyo Grande Watershed MOLD stakeholder group to prioritize watershed
projects.
Continued general administration of the Community Development Block Grant
program including conducting workshops for applicants.
4
Agenda Item 11.a.
Page 50
• Awarded a contract for a Historic Context Studer, limited Historic Resource Survey
and Mills Act consultation and received draft study for the Historic Context
Assessment.
• Participate in the San Luis Obispo Counter GIS laser Group.
• Administered Inclusionary Housing programs for City units and attended month i
Housing Trust Commission meetings.
• Participate in the regional Greenhouse Gas Stakeholders, San Luis Energy Watch
Partnership and SLO Greenbuild groups.
• Attended monthly regional Partner's in hater Quality and Partner's in Water
Conservation meetings.
• Implemented the Water Conservation /Landscape Irrigation Water Audit reporting
system and developed two projects to implement water savings at Wildwood
Ranch and Five Cities Center.
0 Prepared files for digital scanning.
• Key issues /Work Efforts In Pro ress
* Housing Element and General Plan update.
• Interim and longterm growth potential for the Fredric 's and Williams' property.
Development Code update portions of code necessary for consistency with
General Plan.
0 Complete Village Core assessment of historic structures.
Process project applications including Mason Street Market and Courtland and E.
Grand Ave. commercial project.
Signs, events and process for road closures and special events development code
updates.
0 Update of water neutralization fees.
0 Community Development Block Grant Program changes.
0 Implement Citizen Serve software project tracking.
0 Conservation and drainage easements for the Clark property at Printz Road.
Agenda Item 11.a.
Page 51
* Develop plan for James Way Open Space trail connection.
Streamline permit and regulatory processes for new businesses.
Continue design and processing for the Le Point St. parking expansion.
0 Assist with alternatives for a new Police Station facility.
Prepare the City's Landscape Ordinance in accordance with new state
requirements.
Prepare the update to the City's Bike Plan.
4
Agenda Item 11.a.
Page 52
,oHpNROYp C•4
o MANAGEMENT REPORTING SYSTEM
M .uir ia, 1e11 �
C'4 /FORN P MID -YEAR
Julyt,2010 - December3l.2010
FUND: GENEF AL FUN
D EPARTMENT: COMMUNITY DE
DIVISION: BUILDING AND LIFE SAFETY
Mid -Year Accomplishments
Adopted 2011 California- Building codes including the new California Residential code
and California Green Building code as amended to fit our local conditions and for
consistency with neighboring jurisdictions.
Implemented citi enserve software comprehensive permitting software that provides
remote inspection tracking and create real time inspection results, and enables
streamlined permit tracking and better accounting o f permit & development impact
fees.
Continued to implement street file scanning project and reorganized document
system.
Completed the second year o the Multi-dwelling Inspection Program (apartments).
Plan review has maintained a maxi 2 -week tu around.
Maintained same -day inspection if called in the morning before a certain time.
Major projects that have been completed are:
- Three of the attached single - family homes adjacent to the Arroyo Grande
Community Hospital on Fair Oaks Ave. have gotten their final inspection and
o ccupancy granted.
Four permits were issued for the affordable homes at the Grace Lane project.
Issued three permits for single family residential homes and completed and allowed
occupancy of two new secondary dwelling units.
Agenda Item II.a.
Page 53
Key Issues 1 Work Efforts In Progress
0 Expand interactive remote inspection through use of smart phone devices.
Citizen Serve software implementation ent tin for code enforcement planning and
maintenance service.
0 Training for the 2011 Ca iif rn ia Building Code.
0 Permitting and inspection for projected projects.
0 Fire Marshal certification.
Process, track and record code enforcement cases in coordination with Police
Department Neighborhood Services Officer.
1
Agenda Item II.a.
Page 54
�pRROyp
� c P
RPORATE
e
• ,u• 10 1011 » MANAGEMENT REPORTING SYSTEM
C,4
MID -YEAR
J u ly 1, 2010 - December 31.2010
FUND: GENERAL FUND
D EPARTMENT: COMMUNITY IMIAUNIT E EL PM TENT
DIVISION: ENGINEERING SERVICES
Mid-Year Accomplishme
Processed and inspected 30 encroachment permits for w within the City right-
o f - way.
Presented the proposed development at the s corner of the Cortland
Avenue and East Grand Avenue intersection to the Traffic Commission.
Started the review of departmental documentation in accordance with the City's
archive policy.
Managed numerous construction contracts for the new City Hall and coordinated
relocation efforts to the new City Hall building.
Performed a regulatory update to the Disadvantaged Business Enterprise
pr
Inspected roadway bridges spanning over Arroyo Grande Creek to assess the
current condition o abutment scouring. Developed and submitted a regulatory
update to report the analysis.
0 Updated the City's Pavement Management Program
Completed Purpose and bleed, traffic analyses and obtained Caltrans agreement
to include R Drive Alternative for the Brisco Interchange project.
Designed the Newsom m Springs Drainage Stone Culvert project and constructed
interim project until dry weather.
2
Agenda Item II.a.
Page 55
Received approval and funding allocation for the El Canino Real rehabilitation
project including bicycle lane striping, on-street parking impacts, and proposed
park- and -ride expansion at Halcyon Road.
Represented ented the Engineering Group at twice monthly SAC meetings.
Participated In the processing and approval process o f the following significant
projects:
- Shops at Short Street
- Ccurtland and Grand
- People} Self -Help Housing
- pillage Walk
Le Point Street Parking
Provided plan checking and coordination on the following projects:
CA Animal Hospital
PETC
- I n -i -Out
- Tract 2236 - Grace Lane
- Tract 2964 — Pike and Elm
- The Shops at Short Street
Arroyo Grande Hospital E
Processed Lot Line Adj ustments 10-00 1 and 10-002,
Developed and chaired the City Storm grater Management Plan ( MP
Committee.
Pre pared the Illicit Discharge, Construction Site Control and Post Construction
Stour water Control portions of the SWAP Annual Report.
Represented the City at monthly meetings of the Countywide Hydremodification
Technical Advisory Committee.
0 Attended Countywide Low Impact Development Training Sessions.
0 Prepared a draft report describing the operation of the Soto Drainage Basin
Complex.
Kev Issues ! Work Eff In Progress
• Continue Implementation of Storm grater (Management Plan including new code
update and required reporting requirements.
• Water (Master Plan and Sewer (Master Plan updates.
• City traffic model and Traffic Impact Study Policy.
�3
Agenda Item 11.a.
Page 56
Plan for pedestrian path on Hillrst Drier.
0 NP ES and storm water inspection and erosion control training program.
Newsom Springs Phase II drainage improvements grants.
Colinas & V Lai Barran ca drainage improvements.
Construction f the stone Culvert project.
5
Agenda Item 11.a.
Page 57
/p0.ROy�
h � c 9
• ^^�� °
C °^ + MANAGEMENT REPORTING SYSTEM
' � /FORN
MID -YEAR
Julyl.2010 - December 31,,2010
FUND: GENEF AL FUN
D EPARTMENT: COMMUNITY DEVELOPMENT - ENGINEERING
ING
DIVISION: CAPITAL IMPROVEMENT PROGRAM
Mid -Year Accomplishment
• Awarded contract for the design and installation of fire sprinklers, and tenant improvements for the
City Hall Reloc project.
• Completed design o f the Centennial Park project.
• Completed construction o the Porter Field Backstop Repl project.
• Completed construction of the Elm Street Community Center ADA Retrofit fit Ph e I project.
• Completed design of the El Camino Re retaining wall, rehabilitation, and waterline installation
projects.
• Awarded a construction contract for the Elm Street Ash Street Sidewalks and Bicycle Lane
Festriing project.
• Completed resurfacing o streets in the vicinity of Arroyo Grande High School project: Orchard
Street, West Cherry, Arroyo Avenue and P i Ig r m Icy.
• Completed construction of the West Branch Street overlay project.
• Completed construction o the Tally Ho Sidewalks project.
• Completed construction o the Pe rw cd Avenue reconstruction project.
• Completed construction of the Myrtle Street Rehabilitation project.
• Completed construction o the Newsom Spring stone culvert drainage improvement connection
project.
• Completed construction of the Soto Pond Fence Replacement cement project.
Agenda Item 11.a.
Page 58
Awarded a consultant services agreement for the design of the Lift Station N. 3 Rehabilitation
project.
• Completed design of the Reservoir it N . 6 and Oro Booster Station Upgrade projects.
• Awarded a construction contract for the Well No. 10, Phase II project.
• Awarded a consultant services contract for the Well No. 11 project.
Kev Issues / Work Efforts In Pro press
• Initiate design of the net priority project for the Corporation lard Repairs project.
• Complete design and construction of the Le Point Street Parking Lot Expansion project.
• Complete construction of the Centennial Park project.
• Complete the City Hall Relocation project.
Continue with the City Hall Document Imaging project.
• Complete construction of the Porter Field Backstop Replacement project.
• Complete construction of the Elm Street Community Center A A Retrofit ft Phase I project.
• Initiate design of the Ikeda Volunteer Field Lighting Upgrades project.
• Develop a list of streets, advertise and award a construction contract for the 2011 Micr surfacing
and Slurry Seal project in accordance with the Pavement Management recommendations.
• Complete PA&ED for the Frisco Fad- Halcyon Road/Route 101 Interchange project.
Advertise and award a construction contract for the El Camino Real retaining wall, rehabilitation,
and waterline installation projects.
• Complete design of the Castillo Del Mar Extension project.
• Complete construction of the Short Street Narrowing project.
• Award a consultant services contract for the Update of the W astewater and later Master Plan
Updates projects.
• Complete design of the Lift Station No. 3 Rehabilitation n project.
• Complete construction of the Reservoir it N . 6 and Oro Booster Station Upgrade projects.
• Complete construction of the Well No. 10, Phase 11 project.
• Complete design of the Well N. 11 project.
5
Agenda Item 11.a.
Page 59
THIS PAGE INTENTIONALLY LEFT BLANK
Agenda Item I I.a.
Page 60
RO
A. INCOAP01RATED
y 10 1911
Ct It
. 1 0vt
MEMORANDUM
T: CITY COUNCIL
FRONT: ANGELA KRAETSCH, DIRECTOR OF ADMINISTRATIVE E SER ICES
SUBJECT: SUPPLEMENTAL INFORMATION
AGENDA ITEM 11.a. — MARCH 22, 2011 CITY COUNCIL MEETING
FISCAL YEAR 2010 -11 MID YEAR BUDGET REPORT
DAT E: IARC H 22,2011
When preparing the City's 2010 -11 Mid Year Budget report, staff neglected to include
summary cf overtime costs a s requested by Mayor Pro Tem Flay. Below is a summary
of the overtime paid from July 1, 2010 through December 31, 2010-D
MID YEAR OVERTIME SUMMARY BY MONTH AND DEPARTMENT
July
Aug
Sept
Oct
Nov
Dec
Total
Comm Dv -
1
-
i
-
-
13
Police 17,354
22,175
19,356
20,956
19,538
20,606
119 ar.
Fire 15,055
13,421
9,973
9,748
24,660
15fis4
8%542
Maint S vcs 789
1,044
1,277
2,632
1,775
4,748
12,264
Total 34,1
$ 36,653
30,606
33,336
45.
4 1,038
$221,804