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Agenda Packet 2000-02-08 CITY COUNCIL Wity 0/ AGENDA ~ 8J~ Michael A. Lady Mayor Rick TerBorch Interim City Manager Tony M. Ferrara Mayor Pro Tem Timothy J. Carmel City Attomey Thomas A. Runels Council Member Kelly Wetmore Director, Administrative Services Steve Tolley Council Member Jim Dickens Council Member NOTICE OF CITY COUNCIL SPECIAL MEETING Tuesday FEBRUARY 8, 2000 6:15 P.M. Arrovo Grande City Council Chambers 21 5 East Branch Street, Arroyo Grande AGENDA 1. ROLL CALL 2. PUBLIC COMMENT on Special Meeting Agenda Items. Members of the public wishing to address the Council on any item described in this Notice may do so when recognized by the Presiding Officer. 3. PUBLIC EMPLOYMENT pursuant to Government Code Section 54957: Title: City Manager 4. CONFERENCE WITH LEGAL COUNSEL - PENDING LITIGATION (Government Code Section 54956.9(a)) a. Name of Case: Leonard C. LaVine v City of Arrovo Grande, et al; Case No. CVOOOO62. 5. RECONVENE TO OPEN SESSION: Announcement of reportable action from closed session, if any. 6. ADJOURNMENT. c :closedsession.agenda.020800. CITY COUNCIL ~Wy of AGENDA ~(p &j(4nde Michael A. Lady Mayor Rick TerBorch Interim City Manager Tony M. Ferrara Mayor Pro Tem Timothy J. Carmel City Attorney Thomas A. Runels Council Member Steve Tolley Council Member Kelly Wetmore Director, Administrative Services Jim Dickens Council Member AGENDA SUMMARY CITY COUNCIL MEETING TUESDAY, FEBRUARY 8, 2000 7:00 P.M. Arroyo Grande City Council Chambers 215 East Branch Street, Arroyo Grande 1. CALL TO ORDER: 7:00 P.M. 2. ROLL CALL 3. FLAG SALUTE: GIRL SCOUT TROOP 721 LEADER: DIANA LAMB 4. INVOCATION: PASTOR PAUL JONES, RETIRED 5. SPECIAL PRESENTATIONS: None. 6. AGENDA REVIEW: 6a. Move that all resolutions and ordinances presented tonight be read in title only and all further readings be waived. CITY COUNCIL ~ity 0/ AGENDA ~ 8J~nde Michael A. Lady Mayor Rick TerBorch Interim City Manager Tony M. Ferrara Mayor Pro Tem Timothy J. Carmel City Attorney Thomas A. Runels Council Member Kelly Wetmore Director, Administrative Services Steve Tolley Council Member Jim Dickens Council Member AGENDA SUMMARY CITY COUNCIL MEETING TUESDAY, FEBRUARY 8, 2000 7:00 P.M. Arroyo Grande City Council Chambers 215 East Branch Street, Arroyo Grande 1. CALL TO ORDER: 7:00 P.M. 2. ROLL CALL 3. FLAG SALUTE: GIRL SCOUT TROOP 721 LEADER: DIANA LAMB 4. INVOCATION: PASTOR PAUL JONES, RETIRED 5. SPECIAL PRESENTATIONS: None. 6. AGENDA REVIEW: 6a. Move that all resolutions and ordinances presented tonight be read in title only and all further readings be waived. AGENDA SUMMARY - FEBRUARY 8, 2000 PAGE 2 7. PUBLIC HEARING: 7.a. Consideration of Conditional Use Permit No. 99-009. Camino Mercado. Phil and Kristv Kolbo (MCCANTS) Recommended Action: Approve Conditional Use Permit No. 99-009 subject to the conditions of approval for the construction of a 7,690 square foot, single story office/professional building on a 1.34-acre parcel located on Camino Mercado. 8. CITIZENS' INPUT. COMMENTS. AND SUGGESTIONS: Persons in the audience may discuss business not scheduled on this agenda regarding any item of interest within the jurisdiction of the Council. The Council will listen to all communication but, in compliance with the Brown Act, will not take any action on items that are not on the agenda. Upon completing your comments: . You may be directed to staff for assistance; . A Council Member may indicate an interest in discussing your issue with you subsequent to the Council meeting; . The Council may direct staff to research the issue and subsequently report back to the Council (generally in the form of a memorandum or staff report); or . No action is required or taken. 9. CONSENT AGENDA: The following routine items listed below are scheduled for consideration as a group. The recommendations for each item are noted. Any Council Member may request that any item be withdrawn from the Consent Agenda to permit discussion or change the recommended course of action. The City Council may approve the remainder of the Consent Agenda on one motion. 9.a. Cash Disbursement Ratification (SNODGRASS) Recommended Action: Approve the listing of cash disbursements to vendors for the period January 16, 2000 through January 31, 2000. 9.b. Statement of Investment Deposits (SNODGRASS) Recommended Action: Receive and file the report of current investment deposits as of January 31,2000. 9.c. Cash Flow Analvsis/Approval of Interfund Advance from the Water Facility Fund (SNODGRASS) Recommended Action: Receive and file the December 1999 cash report and approve the interfund advance from the water facility fund to cover cash deficits in other funds as of December 31, 1999. AGENDA SUMMARY - FEBRUARY 8, 2000 PAGE 3 9. CONSENT AGENDA (continued): 9.d. Annual Review of City Investment Policy (SNODGRASS) Recommended Action: Approve without changes the City of Arroyo Grande Investment Policy. 9.e. Minutes of City Council Meetina of January 25. 2000 (WETMORE) Recommended Action: Approve minutes as submitted. 9.f. Reiection of Claim Against Citv - S. Gallop (WETMORE) Recommended Action: Reject claim. 9.g. Appointments to Architectural Review Committee and Downtown Parkina Advisory Committee (TERBORCH) Recommended Action: Approve Mayor Pro Tern Ferrara's appointments of Charles E. (Chuck) Fellows to the Architectural Review Committee and Henry Gonzalez to the Downtown Parking Advisory Board. 9.h. Service Aareement with Lee Wilson Electric for Maintenance of Traffic Signals (SPAGNOLO) Recommended Action: Approve the attached Agreement for Services of Contractor with Lee Wilson Electric for traffic signal maintenance. 9.L Reauest for Proposals - Rancho Grande Park Construction Documents (HERNANDEZ) Recommended Action: Authorize staff to solicit Request for Proposals for Rancho Grande Park construction documents. 9.j. Notice of Completion and Release of Retention for City Council Chambers Parkina Lot. Proiect No. 80-99-1 (SPAGNOLO) Recommended Action: Direct staff to file a Notice of Completion; and authorize release of the retention of $5,728.38, thirty-five (35) days after the Notice of Completion has been recorded, if no liens have been filed. 9.k. Authorization to Solicit Bids for the Re-roofing of City Hall. Elm Street Center. and Fire Station (FIBICH) Recommended Action: Authorize staff to solicit bids. 10. CONTINUED BUSINESS: 10.a. Disposition of Property Adiacent to Woman's Club Community Center (HERNANDEZ) Recommended Action: Approve the Parks and Recreation Commission's recommendation regarding the disposition of the property adjacent to the Woman's Club Community Center. AGENDA SUMMARY - FEBRUARY 8, 2000 PAGE 4 11. NEW BUSINESS: 11.a. Settina a Date for a Joint Citv CouncillPlannina Commission Meetin~ (MCCANTS) Recommended Action: Set a date and time for a joint meeting with the Planning Commission regarding items of mutual interest. 11.b. Fiscal 1999-2000 Mid-Year Budaet Status Report (SNODGRASS) Recommended Action: Approve detailed budget adjustments and recommendations as shown in report; approve or deny funding of community requests; and approve schedules included in the Mid-Year Status Report. 11.c. Approval to Reclassify Deputy Director of Public Works Position to Assistant City Enaineer (SPAGNOLO) Recommended Action: Adopt a Resolution approving the reclassification of the Deputy Director of Public Works position to an Assistant City Engineer position. 11.d. Fiscal Year 2000-01 Budaet Development Guidelines and Calendar (TERBORCH) Recommended Action: Approve Budget Development Guidelines for the preparation of the FY 2000-01 Preliminary Base Budget; and approve the calendar for the development and review of the FY 2000-01 Preliminary Base Budget. 12. COUNCIL COMMUNICATIONS: Correspondence/Comments as presented by the City Council. 13. STAFF COMMUNICATIONS: Correspondence/Information for the City Council presented by the Interim City Manager. 14. ADJOURNMENT AGENDA SUMMARY - FEBRUARY 8, 2000 PAGE 5 * * * * * * * Copies of the staff reports or other written materials relating to each item of business referred to on this agenda are on file with the Director of Administrative Services and are available for public inspection and reproduction at cost. If you have questions regarding any agenda item, please contact the Director of Administrative Services at (805) 473- 5414. * * * * * * * In compliance with the Americans with Disabilities Act, if you need special assistance to participate in a City meeting, please contact the Director of Administrative Services at the number listed above at least 48 hours prior to the meeting to ensure that reasonable arrangements can be made to provide accessibility to the meeting. * * * * * * * Note: This agenda is subject to amendment up to 72 hours prior to the date and time set for the meeting. Please refer to the agenda posted at City Hall for any revisions, or call the Director of Administrative Services at (805) 473-5414 for more information. www.arroyoQrande.org CITY OF ARROYO GRANDE - ABBREVIATIONS revised 10/26/99 A Agricultural Preserve JPA Joint Powers Authority AB Assembly Bill LAFCO Local Agency Formation Commission ADA Americans with Disabilities Act LOCC League of California Cities AG General Agriculture LLA Lot Line Adjustment AGMC Arroyo Grande Municipal Code LUE Land Use Element AGPOA Arroyo Grande Police Officers' Association MER Lot Merger APN Assessor's Parcel Number MF Condominium/Townhouse APCB Air Pollution Control Board MFA Apartments APCD Air Pollution Control District MHP Mobile Home Parks ARC Architectural Review Committee 0 Office Professional ASCE American Society Civil Engineers OCSD Oceano Community Services District ASD Administrative Services Department OSCE Open Space and Conservation Element AWWA American Water Works Association PC Planning Commission BD Building Division PD Police Department CA City Attorney PF Public/Quasi Public CC City Council PPR Plot Plan Review CCC California Conservation Corps PRD Parks & Recreation Department CCCSIF Central Coast Cities Self-Insurance Fund PRE-APP Pre-application CD Community Development PSHHC Peoples' Self-Help Housing Corp. CDBG Community Development Block Grant PSP Planned Sign Program CE Circulation Element PUD Planned Unit Development CEC California Energy Commission PW Public Works Department CEQA California Environmental Quality Act RE Residential Estate CIP Capital Improvement Program RFP Request for Proposals CIWMP California Integrated Waste Management Plan RFQ Request for Qualifications CM City Manager's Office RH Hillside Residential CMC California Men's Colony RHNP Regional Housing Needs Plan CMP Congestion Management Plan RR Rural Residential COC Certificate of Compliance RS Suburban Residential CPI Consumer Price Index RTA Reversion to Acreage CUP Conditional Use Permit RWQCB Regional Water Quality Control Board DARE Drug Abuse Resistance Education SAC Staff Advisory Committee DC Development Code SB Senate Bill CEA Drug Enforcement Administration SCAT South County Area Transit E.C. Election Code SEIU Service Employees International Union EDD Economic Development Department SF Single Family EDU Equivalent Dwelling Unit SLO San Luis Obispo EIR Environmental Impact Report SLOCOG San Luis Obispo Council of Governments EIS Environmental Impact Statement SLOHA San Luis Obispo Housing Authority EVC Economic Vitality Corporation SLONTF San Luis Obispo Narcotics Task Force FAU Federal Aid Urban SLORTA San Luis Obispo Regional Transit Authority FD Fire Division SLOWRAC San Luis Obispo County Water Resources Advisory FDAA Federal Disaster Assistance Administration Committee FEMA Federal Emergency Management Agency SR Senior Housing FID Financial Services Department SSLOCOWA South San Luis Obispo County Water Association FPPC Fair Political Practices Commission SSLOCSD South San Luis Obispo County Sanitation District FTA Federal Transit Administration SRRE Source Reduction & Recycling Element FY Fiscal Year SWRCD State Water Resources Control Board G.C. Government Code TPM Tentative Parcel Map GC General Commercial TT Tentative Tract Ma.p GF General Fund TTAC Transportation Technical Advisory Committee GP General Plan TUP Temporary Use Permit GPA General Plan Amendment UBC Uniform Building Code HCD California Department of Housing and Community UFC Uniform Fire Code Development USA Underground Service Alert HOP Home Occupancy Permit VAR Variance HUD Housing and Urban Development Dept. VC Village Commercial I Industrial and Business Park VSR View Shed Review ISTEA Intermodal Surface Transportation ZONE 3 San Luis Obispo County Flood Control and Water Conservation District - Zone 3 (Lopez Project) 7.8. CITY OF ARROYO GRANDE CITY COUNCIL NOTICE OF PUBLIC HEARING NOTICE IS HEREBY GIVEN that a Public Hearing will be held by the City Council of the City of Arroyo Grande on the following item: CASE NO. Conditional Use Permit 99-009 APPLICANT: Phil and Christy Kolbo LOCATION: Camino Mercado ENVIRONMENT AL DETERMINATION: Mitigated Negative Declaration. REPRESENT A TIVE: RRM Design Group The City Council will consider an application for a Conditional Use Permit to construct a 7,690 square foot, single story office/professional building on a 1.34-acre parcel. The parcel is currently vacant. In compliance with the California Environmental Quality Act, the Community Development Department has prepared a Mitigated Negative Declaration on the above project. The Mitigated Negative Declaration is available for review at the Community Development Department. If the City Council does not approve the Mitigated Negative Declaration, project approval will not be considered. Any person affected or concerned by this application may submit written comments to the Community Development Department before the City Council hearing, or appear and be heard in support of or opposition to the project at the time of hearing. Any person interested in the proposal can contact the Community Development Department at 214 E. Branch Street, Arroyo Grande, California, during normal business hours (8:00 a.m. to 5:00. p.m.). The project application will be available for public inspection at the above address. IF YOU CHALLENGE AN ITEM IN COURT, YOU MAY BE LIMITED TO RAISING THOSE ISSUES YOU OR SOMEONE ELSE RAISED AT THE PUBLIC HEARING DESCRIBED IN THIS NOTICE, OR IN WRITTEN CORRESPONDENCE DELIVERED TO THE CITY COUNCIL AT, OR PRIOR TO, THE PUBLIC HEARING. FAILURE OF ANY PERSON TO RECEIVE THE NOTICE SHALL NOT CONSTITUTE GROUNDS FOR ANY COURT TO INVALIDATE THE ACTION OF THE LEGISLATIVE BODY FOR WHICH THE NOTICE WAS GIVEN. Date and Time of Hearing: Tuesday, February 8, 2000 at 7:00 P.M. Place of Hearing: Arroyo Grande City Council Chambers 215 E. Branch Street Arroyo Grande, California 93420 I ~tvi{)~__ I Kelly W more', Director of Administrative Services/Deputy City Clerk Publish one time on Friday, January 28, 2000 MEMORANDUM TO: CITY COUNCIL J~ FROM: KERRY McCANTS COMMUNITY DEVELOPMENT DIRECTOR SUBJECT: CONDITIONAL USE PERMIT CASE NO. 99-009; CAMINO MERCADO DATE: FEBRUARY 8, 2000 RECOMMENDATION: The Planning Commission recommends that the City Council adopt the attached Resolution approving Conditional Use Permit Case No. 99-009 subject to the conditions of approval. FUNDING: No fiscal impact. DISCUSSION: Proiect DescriDtion The proposed project is to construct a single story, 7,690 square foot office/professional building on a vacant, 1 .34-acre parcel. The property is located on Camino Mercado in the Professional Commercial (P-C) District of the Oak Park Acres Planned Development (PO 1.1). The project site slopes up from Camino Mercado and contains seventeen (17) mature Coast Live Oak trees. The proposed project would remove four (4) and relocate two (2) oak trees on the project site. The main tenant of this structure would be VRS Marking, which provides hand-held ink marking equipment to high technology businesses and financial institutions. VRS Marking activities include business administration, light assembly, and product distribution through various shipping services (reference Attachment 4 for details about the company). The proposed project meets all relevant Development Code requirements. City Council February 8, 2000 CUP 99-009 Page 3 of 3 ENVIRONMENTAL ASSESSMENT: Staff has reviewed this project in compliance with. the California Environmental Quality Act (CEQA), the CEQA Guidelines and the City of Arroyo Grande Rules and Procedures for Implementation of CEQA. An initial study was prepared and based on this analysis, a Draft Negative Declaration was prepared with mitigation measures and noticed for public review. No comments have been received on the Draft Negative Declaration and a Final Mitigated Negative Declaration has been prepared for approval by the City Council. Attachments: Resolution Exhibit "A": Conditions of Approval Exhibits "81-86": Project Plans 1. Location Map 2. Minutes from the August 17, 1999 Planning Commission Meeting 3. Minutes from the January 18, 2000 Planning Commission Meeting 4. Description of VRS Marking light assembly process 5. Initial Study and Draft Negative Declaration Attachment A: Trip Generation and Distribution Report Attachment 8: Arborist Report dated September 7, 1 998 6. Notice of Determination 7. Notes from the August 3, 1999 Staff Advisory Committee Meeting 8. Notes from the September 13, 1999 Architectural Review Committee Meeting . , RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE ADOPTING A NEGATIVE DECLARATION, INSTRUCTING THE DIRECTOR OF ADMINISTRATIVE SERVICES TO FILE A NOTICE OF DETERMINATION, AND APPROVING CONDITIONAL USE PERMIT CASE NO. 99-009, LOCATED ON CAMINO MERCADO (APN 007-771-073), APPLIED FOR BY PHIL & CHRISTY KOLBO WHEREAS, the City Council of the City of Arroyo Grande has considered an application for Conditional Use Permit Case No. 99-009, filed by Phil & Christy Kolbo, for construction of a single story, 7,690 square foot office/professional building; and WHEREAS, the City Council has held a public hearing on this application in accordance with the City Code; and WHEREAS, the City Council has found that this project is consistent with the General Plan and the environmental documents associated therewith; and WHEREAS, the City Council has reviewed this project in compliance with the California Environmental Quality Act (CEQA), the State CEQA Guidelines, and the Arroyo Grande Rules and Procedures for Implementation of CEQA and has determined that a Mitigated Negative Declaration can be adopted; and WHEREAS, the City Council finds, after due study, deliberation and public hearing, the following circumstances exist: FINDINGS FOR APPROVAL Conditional Use Permit Findings: 1. The proposed use is permitted within the Professional Commercial (P-C) District of the Oak Park Acres Planned Development (PD 1.1) pursuant to Section 9-03.050 of the Development Code, and complies with all applicable provisions of the Development Code, the goals and objectives of the Arroyo Grande General Plan, and the development policies and standards of the City. 2. The proposed use will not impair the integrity and character of the district in which it is to be established or located because the proposed use is similar to surrounding uses. 3. The site is suitable for the type and intensity of use or development that is proposed because all the necessary easements, circulation, parking and setbacks would be provided. 4. There are adequate provisions for water, sanitation, and public utilities and services to ensure the public health and safety. 5. The proposed use will not be detrimental to the public health, safety, or welfare, or materially injurious to properties and improvements in the vicinity - . RESOLUTION NO. PAGE 2 because the proposed project would not create adverse environmental impacts. Architectural Review Findings: 1 . The proposal is consistent with the "General Architectural Review Guidelines" for the City of Arroyo Grande. 2. The proposal is consistent with the text and maps of the Arroyo Grande General Plan, and the City of Arroyo Grande Development Code. 3. The proposal will not be detrimental to the health, safety, comfort and general welfare of the persons residing or working in the neighborhood of the proposed project. 4. The general appearance of the proposed building is consistent with the character of the neighborhood because the size and design are consistent with other buildings in the vicinity. 5. The proposal is not detrimental to the orderly and harmonious development of the City. 6. The proposal will not impair the desirability of investment or occupation in the neighborhood. Department of Fish and Game Required Findings of Exemption: 1 . The City of Arroyo Grande has prepared an initial study pursuant to Section 15063 of the Guidelines of the California Environmental Quality Act (CEQA), for Conditional Use Permit Case No. 99-011. 2. Based on the initial study, a Mitigated Negative Declaration was prepared for public review. 3. After holding a public hearing pursuant to State and City Codes, and considering the record as a whole, the City Council adopted the Mitigated Negative Declaration and found that there is no substantial evidence of any significant adverse effect, either individually or cumulatively, on wildlife resources as defined by Section 711.2 of the Fish and Game Code or on the habitat upon which the wildlife depends as a result of development of this project. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande hereby adopts a Mitigated Negative Declaration, instructs the Director of Administrative Services to file a Notice of Determination, and approves Conditional Use Permit Case No. 99-009, with the above findings and subject to the conditions as set forth in Exhibit "A", attached hereto and incorporated herein by this reference. RESOLUTION NO. PAGE 3 On motion by Council Member , seconded by Council Member , and by the following roll call vote, to wit: AYES: NOES: ABSENT: the foregoing Resolution was adopted this 8th day of February 2000. RESOLUTION NO. PAGE 4 MICHAEL A. LADY, MAYOR ATTEST: KELL Y WETMORE,- ADMINISTRATIVE SERVICES DIRECTOR/ DEPUTY CITY CLERK f2??~~ RICK TerBORCH, INTERIM CITY MA GER APPROVED AS TO FORM: TIMOTHY J. CARMEL, CITY ATTORNEY . , RESOLUTION NO. PAGE 5 EXHIBIT "A" CONDITIONS OF APPROVAL CONDITIONAL USE PERMIT CASE NO. 99-009 Phil & Christy Kolbo Camino Mercado (APN 007-771-073) COMMUNITY DEVELOPMENT DEPARTMENT GENERAL CONDITIONS This approval author;zes the constrl;lction of a single story, 7,690 square foot office/professional building. 1. The applicant shall ascertain and comply with all Federal, State, County and City requirements as are applicable to this project. 2. The applicant shall comply with all conditions of approval for Conditional Use Permit Case No. 99-009. 3. This application shall automatically expire on February 8, 2002 unless a building permit is issued. Thirty (30) days prior to the expiration of the approval, the applicant may apply for an extension of one (1) year from the original date of expiration. 4. Development shall occur in substantial conformance with the plans presented to the City Council at the meeting of February 8, 2000 and marked Exhibits "B1 - B6". 5. The applicant shall agree to defend at his/her sole expense any action brought against the City, its present or former agents, officers, or employees because of the issuance of said approval, or in anyway relating to the implementation thereof, or in the alternative, to relinquish such approval. The applicant shall reimburse the City, its agents, officers, or employees, for any court costs and attorney's fee's which 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 exp.ense in the defense of any such action but such participation shall not relieve applicant of his/her obligations under this condition. DEVELOPMENT CODE 6. Development shall conform to the Professional Commercial (P-C) zoning requirements of the Oak Parks. Planned Development except as otherwise approved. 7. Signage shall be subject to the requirements of Development Code Chapter 9- 13. RESOLUTION NO. PAGE 6 8. Setbacks, lot coverage, and floor area ratios shall be as shown on the development plans except as specifically modified by these conditions. NOISE 9. Construction shall be limited' to between the hours of 7 a.m. and 8 p.m. Monday through Friday and between 8 a.m. and 5 p.m. on Saturday or Sunday. WATER 10. All new construction shall utilize fixtures and designs that minimize water usage. Such fixtures shall include, but are not limited to, low flow shower heads, water saving toilets, instant water heaters and hot water recirculating systems. Water conserving designs and fixtures shall be installed prior to final occupancy. SOLID WASTE 11 . Solid waste pick-up location as identified is acceptable. 12. Trash enclosures shall be reserved exclusively for dumpster and recycling container storage. Miscellaneous tires, auto parts, boxes, bins, racks, etc., will not be allowed within the enclosure. PRIOR TO ISSUING A BUILDING PERMIT: 13. The applicant shall submit details of all proposed retaining walls. Any fence, wall, or combination thereof exceeding eight (8) feet in height shall require a variance approved by the City Council. 14. The applicant shall submit a solid waste recycling plan for recycling discarded materials, such as concrete, sheetrock, wood, and metals, from the proposed construction. Recycled-content materials shall be used in structural and decorative building components and in surfacing wherever feasible. The plan must be submitted to the Community Development Director for approval. . 15. A landscaping and irrigation plan shall be prepared by a licensed landscape architect subject to review and approval by the Community Development Department, Parks and Recreation Department and a representative of the City Council. The landscaping plan shall include the following: a. Tree staking; soil preparation and planting detail; b. The use of landscaping to screen ground-mounted utility and mechanical equipment; c. The required landscaping and improvements. This includes: 1. Deep root planters shall be included in areas where trees are within five feet (5') of asphalt or concrete surfaces and curbs; ., . RESOLUTION NO. PAGE 7 2. Water conservation practices including the use of low flow heads, drip irrigation, mulch, gravel, drought tolerant plants and mulches shall be incorporated into the landscaping plan; and 3. An automated irrigation system. 4. Significant trees to be removed shall be replaced at a 3: 1 ratio with 15-gallon size trees. 5. Permeable paving shall be placed in the parking area under the dripline of all existing oak trees. 6. Pampas grass shall be permanently removed from the project site. PRIOR TO ISSUING THE CERTIFICATE OF OCCUPANCY: 16. Development shall comply with Develqpment Code Sections 9-10.070, "Fences, Walls and Hedges"; 9-10.080, "Lighting"; 9-10.110, "Performance Standards"; and 9-10.120 "Screening Requirements". ARCHITECTURAL REVIEW COMMITTEE 17. The "wood siding" shall be made of non-combustible material. 18. All ducts, meters, air conditioning equipment, and other mechanical equipment, whether on the ground, on the structure or elsewhere, shall be screened from public view with materials architecturally compatible with the main structure. PARKS AND RECREATION DEPARTMENT CONDITIONS 19. The applicant shall comply with the provisions of Ordinance 431 C.S., the Community Tree Ordinance. 20. Linear root barriers shall be used at the front of the project to protect the sidewalks. 21. All street front trees shall be 24-inch box. 22. Per the Arborist Report prepared for the project dated September 7, 1998, trees #2 and #10 shall be pruned and saved (reference Attachment 8 of the Initial Study). Tree #15 shall be retained. Tree #16 may be retained at the discretion of the applicant. POLICE DEPARTMENT PRIOR TO ISSUING THE CERTIFICATE OF OCCUPANCY: 23. The applicant shall install a burglary alarm system per Police Department guidelines, and pay the Police Department alarm permit application fee. RESOLUTION NO. PAGE 8 BUILDING AND FIRE DEPARTMENT 24. The project shall comply with the most recent editions of the California State Fire and Building Codes and the Uniform Building and Fire Codes as adopted by the City of Arroyo Grande. 25. The project shall have a fire flow of 1,500 gallons per minute for a duration of two hours. PRIOR TO ISSUING A BUILDING PERMIT: 26. The applicant shall show proof of properly abandoning all non-conforming items such as septic tanks, wells, underground piping and other undesirable conditions. 27. The handicapped ramp shall be located out of the loading area and onto the sidewalk. PRIOR TO OCCUPANCY: 28. The applicant shall post designated fire lanes, per Section 22500.1 of the California Vehicle Code. 29. One fire hydrant shall be installed on site and one within 1 5 feet of the Fire Department Connection to the building sprinkler system, per Fire Department and Public Works Department standards. 30. The applicant must provide an approved "security key vault" per Building and Fire Department guidelines. 31. The building must be fully sprinklered per Building and Fire guidelines. PUBLIC WORKS DEPARTMENT GENERAL IMPROVEMENT REQUIREMENTS 32. Fees - The applicant shall pay all applicable City fees at the time they are due. 33. Site maintenance - The developer shall be responsible during construction for cleaning city streets, curbs, gutters and sidewalks of dirt tracked from the project site. The flushing of dirt or debris to storm drain or sanitary sewer facilities shall not be permitted. The cleaning shall be done after each day's work or as directed by the Director of Public Works or the Community Development Director. PRIOR TO ISSUING A GRADING PERMIT: 34. Public Works Improvements - All project improvements shall be designed and constructed in accordance with City of Arroyo Grande standards and RESOLUTION NO. PAGE 9 specifications. The following improvement plans shall be prepared by a registered Civil Engineer and approved by the Public Works Department: a. Grading, drainage and erosion control. b. Street paving, curb, gutter and sidewalk. c. Public utilities. d. Water and sewer. 35. Site plan - The site improvement plans shall include the following: a. The location and size of all water, sewer, and storm water facilities within the project site and abutting streets or alleys. b. The location and size of all sewer "laterals. c. The location, size and orientation of all trash enclosures. d. All parcel lines and easements crossing the property. e. The location and dimension of all paved areas. f. The location of all public or private utilities. g. Plan and profile drawings of existing and proposed streets and utilities. h. Retaining wall locations and details. . 36. Plan sets - Upon approval of the improvement plans, the applicant shall provide a reproducible mylar set and 3 sets of prints of the improvements for inspection purposes. Prior to acceptance of the improvements, the applicant shall provide reproducible mylars, 2 sets of prints of the approved record drawings (as builts) and electronic (e.g. Autocad) files where available. 37. Improvement agreement - Prior to approval of any improvement plans, the applicant shall enter into an agreement with the City for inspection of the required improvements. 38. Encroachment permits - The applicant shall be responsible for obtaining an encroachment permit for all work within a public right of way. 39. Preliminary Title Report - A current preliminary title report shall be submitted to the Director of Public Works prior to checking the improvement plans. 40. Grading - All grading shall be done in accordance with the City Grading Ordinance. 41. Soils report - A preliminary soils report shall be prepared by a registered Civil Engineer and supported by adequate test borings. All earthwork design and grading shall be performed in accordance with the approved soils report. 42. Street sections - Street structural sections shall be determined by an R-Value soil test taken on prepared subgrade. -, . RESOLUTION NO. PAGE 10 43. Adjacent structures - The grading plan design shall include measures to protect the adjacent structures from damage due to the construction. 44. Off-site work - Written permission from property owners shall be obtained for all off-site grading and construction. 45. Drainage design - The site shall drain to Camino Mercado. All drainage facilities shall be designed for a 100-year storm flow. Provide drainage calculations as required. 46. Water Neutralization Program - Per Mitigation Measure No. 59, the applicant shall complete measures to neutralize the estimated increase in water demand created by the project by either: Implement an individual water program consisting of retrofitting existing high-flow plumbing fixtures with low flow devices. The calculations shall be submitted to the Director of Public Works for review and approval. The proposed individual water program shall be submitted to the City Council for approval prior to implementation; or, Pay an in lieu fee of $2,200 per equivalent residential unit usage. 47. Utility review - All improvement plans shall be submitted to the public utility companies for review and comment. Utility comments shall be forwarded to the Director of Public Works for approval. 48. Documents - All easements, abandonments, or similar documents to be recorded as a document separate from the map, shall be prepared by the applicant on 8.5 x11 City stc;mdard forms, and shall include legal descriptions, sketches, closure calculations, and a current preliminary title report. The applicant shall be responsible for all required tees, including any additional required City processing fees. PRIOR TO ISSUING A CERTIFICATE OF OCCUPANCY: 49. The applicant shall construct a new curb, gutter and sidewalk to match existing along the property frontage and extend it to the existing curb, gutter and sidewalk at the west end of the project. Camino Mercado shall be widened to a width of 44 feet curb to curb. The street structural section shall be' based on a TI of 5.5. 50. The driveway into the site shall have curb returns with a minimum 25-foot radius. 51. The portion of the parking lot located on the west side of the property shall have a railing. RESOLUTION NO. PAGE 11 52. Abandonments - Existing water services to be abandoned shall be properly abandoned and capped at the main per the requirements of the Director of Public Works. 53. Abandonments - Existing sewer laterals to be abandoned shall be properly abandoned and capped at the main per the requirements of the Director of Public Works. 54. Sewer crossings - All sewer mains or laterals crossing or parallel to public water facilities shall be constructed in accordance with California State Health Agency standards. 55. New Utilities - All new public utilities shall be installed as underground facilities. 56. Underground Utilities - Existing overhead public utilities on site or within 6 feet of the property line shall be placed underground per Development Code Section 9-15.050. 57. Fire Hydrant and Air Vac - Relocate the existing fire hydrant and air vac as necessary for roadway, driveway or sidewalk improvements. 58. Utilities - All utilities .shall be operational. MITIGATION MEASURES A negative declaration with mitigation measures has been adopted for this project. The following mitigation measures shall be implemented as conditions of approval and shall be monitored by the appropriate City department or responsible agency. The applicant shall be responsible for verifica~ion in writing by the monitoring department or agency that the mitigation measures have been implemented. Mitigation Measures: 59. The applicant shall complete measures to neutralize the estimated increase in water demand created by the project by either: Implement an individual water program that utilizes fixtures and designs that minimize water usage. The calculations shall be submitted to the Director of Public Works for review and approval. The proposed individual water program shall be submitted to the City for approval prior to implementation; or, pay the in lieu fee. Monitoring: Review of individual water program or payment of the in lieu fee Responsible Department: Public Works Department Timeframe: Prior to issuance of building permit RESOLUTION NO. PAGE 12 60. All landscaping shall be consistent with water conservation practices including the use of drought tolerant landscaping, drip irrigation, and mulch. To the greatest extent possible, lawn areas and areas requiring spray irrigation shall be minimized. Monitoring: Review of landscaping and irrigation plans Responsible Department: Parks and Recreation Department Timeframe: Prior to issuance of building permit 61. The applicant shall provide detailed drainage calculations indicating that increased run-off can be accommodated by existing facilities and/or provide on-site retention basins to the satisfaction of the Director of Public Works. Monitoring: Review of grading plans Responsible Department: Public Works Department Timeframe: Prior to issuance of a grading permit 62. During clearing, grading, earth moving, excavation, or transportation of cut or fill materials, water trucks or sprinkler systems are to be used to prevent dust from leaving the site and to create a crust after each day's activities cease. Monitoring: Review of grading and building plans, and site inspections Responsible Department: The Public Works and Building and Fire Departments shall inspect plans, and the Community Development Department shall spot check in the field Timeframe: Prior to issuance of grading permit 63. During construction, water trucks or sprinkler systems shall be used to keep all areas of vehicle movement damp enough to prevent dust from leaving the site. At a minimum, this would include wetting down such areas in the later morning and after work is completed for the day and whenever wind exceeds 1 5 miles per hour. Monitoring: Review of grading and building plans, and site inspections Responsible Department: The Public Works and Building and Fire Departments shall inspect plans, and the Community Development Department shall spot check in the field Timeframe: Prior to issuance of grading permit 64. Soil stockpiled for more than two days shall be covered, kept moist, or treated with soil binders to prevent dust generation. \ RESOLUTION NO. PAGE 13 Monitoring: Review of grading and building plans, and site inspections Responsible Department: The Public Works and Building and Fire Departments shall inspect plans, and the Community Development Department shall spot check in the field Timeframe: Prior to issuance of grading permit 65. The applicant shall pay the City's Traffic and Signalization Impact fees prior to issuance of building permit. Monitoring: The applicant shall pay the fees Responsible Department: Public Works Department Timeframe: Prior to issuance of building permit 66. All shift starting and ending periods will not be within the following peak- hour windows: after 7:30 a.m. or before 9 a.m.; after 4:30 p.m. or before 6 p.m. (Monday through Friday). This shall remain in effect as long as the proposed use exists or until a signal is installed at the Camino Mercado and West Branch Street intersection. The applicant shall provide evidence to the City, including but not limited to the following: an annual letter signed by all business owners within the office complex that the non-peak work schedule is still in effect. Monitoring: The applicant shall submit annual reports Responsible Department: Community Development Department Timeframe: Annual reports commencing after the Certificate of Occupancy is issued 67. The applicant shall retain an arborist during the grading and construction phases of the project. Protective fencing shall be installed around each tree to remain at the dripline, or as directed in the field by the arborist. The fencing shall be installed prior to any site clearing or grading, and shall remain in place until construction is complete, including landscaping. Weatherproof signs shall be permanently posted on the fences, stating the following: Tree Protection Zone No personnel, equipment, materials, or vehicles are allowed Do Not move or remove this fence [Name of arborist or consultant] [Name and phone number of developer or general contractor] RESOLUTION NO. PAGE 14 Monitoring: field inspection Responsible Department: Parks & Recreation, Community Development Departments Timeframe: Prior to issuance of grading permit 68. The arborist shall mark all trees to be removed with either colored ribbon or paint. Monitoring: field inspection Responsible Department: Parks & Recreation, Community Development Departments Timeframe: Prior to issuance of grading permit 69. The applicant shall submit written reports prepared and signed by the arborist stating that all tree protection measures have been met per the International Society of Arborculture (lSA) Guidelines. Monitoring: Review of reports Responsible Department: Parks & Recreation, Community Development Departments Timeframe: Reports filed on a monthly basis commencing after issuance of grading permit 70. Removal of oak trees numbered 4, 9, 14, and 16, and relocation of trees numbered 5 and 6 shall be replaced with 15-gallon Coast Live Oak trees at a 3:1 ratio and planted on-site. Monitoring: Review landscape plans/field inspection Responsible Department: Parks & Recreation Department Timeframe: Prior to occupancy 71. Prior to issuing a grading permit, the applicant shall submit evidence from a radiocarbon (C-14) dating technique to determine the antiquity of the shell fragments found on site. If the date of the shell is determined to be prehistoric, then a subsurface testing program shall be conducted to determine the boundaries, nature and significance of them. Based on the subsurface testing results, a mitigation program shall be developed. Monitoring: The applicant shall submit the test results. Responsible Department: Community Development Department Timeframe: Prior to issuance of a grading permit 72. The following note shall be placed on the grading and improvement plans for the project: "In the event that during grading, construction or development of the project, archeological resources are uncovered, all work shall RESOLUTION NO. PAGE 15 be halted until the significance of the resources are determined. If human remains (burials) are encountered, the County Coroner (781-4513) shall be contacted immediately. The applicant may be required to provide archaeological studies and/or additional mitigation measures as required by the California Environmental Quality Act if archaeological resources are found on the site." Monitoring: Review of grading plans and site visits by the Public Works Inspector. Responsible Department: Public Works, Building Departments Timeframe: Prior to issuance of a grading permit and during site grading EXHIBIT B 1 "-f <n I _~~ , o n ,__ ---=> ---.,. , J; =+ if ______~. _ ~/ 5- :I I~ ~ ::s- ~ Ct ~ Ct :!! ~... ~ ~g. !ten \ . -. .. it . , , " 0_ '< ~ o :s '0 , D :I Go " (") o ~g :D I ~~" m .. ~; ~ 0 i ~~ C> m . / ~o l:'-:I _ . r- -< f',.) < I 00 0 m . :;3,--..L- IJG) 0 ~~ 5::JJ 0 C I ~~. I I f r r r: Il :!j 1 ''',1 ! f I ! - ~ It ~ CJ J ; gs ~ , rill r ImH' < I if f i III iii II r I ..~ ,...... 'I r.... (iHipf ! ,1"111' I J I I I I .. ~ '! .. .... ":'. . ':" .t!R EXH\8\'T 82 .,U "V. I' ., " ... EXHIBIT B3 o~ c. II - ~O :I I, -. =- D \CO ... .,,, , D" ::IH CL. r\ c. 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I " I A TT ACHMENT 2 ARROYO GRANDE PLANNING COMMISSION MINUTES AUGUST 17, 1999 Page 1 of 1 6 CALL TO ORDER Vice-Chair Parker called the regular meeting of the Planning Commission of the City of Arroyo Grande to order at 7:00 p.m. ROLL CALL X Commissioner Costello - X- Commissioner Keen X- Commissioner London X- Vice-Chair Parker - Chair Greene MINUTE APPROVAL The minutes of the Planning Commission meeting of July 6, 1999 were unanimously approved on a motion of Commissioner London, seconded by Vice- Chair Parker with the following corrections: . The word "asked" should be inserted in the first paragraph on page 5. . The word "why" should be inserted in the last paragraph on page 11. ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS 1. Correspondence between Dave Crockett, City of Arroyo Grande Code Enforcement Officer and Don Rita, Castlerock Development. 2. Memorandum from Robert L. Hunt, City Manager to John Keen concerning requested information on recycling facilities, dated August 16, 1999. 3. Notes of the City of Arroyo Grande Architectural Review Committee, Monday, August 2, 1999. SPECIAL PRESENTATION The special presentation to Henry Engen was postponed until September 7, 1 999 PUBLIC HEARING ITEMS None NON-PUBLIC HEARING ITEMS A. PRE-APPLICATION CASE NO. 99-008 ; PROJECT LOCATION: CAMINO MERCADO; APPLICANT: PHIL AND CHRISTY KOLBO; THE APPLICANT IS PROPOSING A SINGL:E STORY, 7,690 SQUARE FOOT OFFICE/PROFESSIONAL BUILDING. ARROYO GRANDE PLANNING COMMISSION MINUTES AUGUST 17, 1999 Page 2 of 16 Kelly Heffernon, Associate Planner, presented "the staff report to the Planning Commission. The project includes the construction of a single story, 7,690 square foot office/professional building for a research and development facility on a 1.34 acre parcel. The property is located on Camino Mercado in the Professional Commercial District. The property is currently vacant and contains several large Coast Live Oak trees, five (5) of which are proposed to be removed, and two (2) of which are proposed to be relocated on the project site. Ms. Heffernon stated that all required tree replacement could be accommodated on the site. The building design includes natural materials as much as possible including wood siding, smooth stucco and stone as the primary accent. The project also includes a deck that wraps around the back of the building using terraced gravity walls. The deck is approximately seven (7) feet above grade at the highest point. Ms. Heffernon stated that the project meets all the development standards outlined in the professional commercial district in the Development Code. However, an issue for discussion is the parking. The project includes a total of thirty-four (34) parking spaces, which is. three (3) spaces more than the Development Code requires. Fourteen of the parking spaces are compact spaces, which the Development Code does not allow. The applicant is requesting that a compromise be met whereby the majority of parking spaces are left as compact so as not to jeopardize the root zone of some of the Oak trees. Finally, Ms. Heffernon stated that the proposed access is from Camino Mercado. The access has been designed to avoid excessive cuts into the steep slopes by aligning the driveway as parallel to Camino Mercado as possible. Staff initially had discussed a joint access easement with the adjoining property to the east but because of the steep access staff decided this was not an option. Commissioner London asked if the curvature of the street at the access point would create a hazardous condition going in and out of the driveway. Kim Romano, Public Works, stated that they could condition the project to have curb returns at the driveway, which would provide a radius rather than regular driveway. She stated that the sight distance was not determined to be a problem. Commissioner Costello asked if any of the healthy Oak trees were going to be removed? Ms. Heffernon replied that, as far as she could remember, two of the trees slated for removal were unhealthy. The Parks and Recreation Director has stated that any ARROYO GRANDE PLANNING COMMISSION MINUTES AUGUST 17, 1999 Page 3 of 16 Oak tree that is removed, healthy or unhealthy, has to be replaced with the three to one ratio. Vice-Chair Parker opened the hearing to the Public. Tonv Keith. RRM Desian Group, spoke to the Planning Commission. He pointed out to the Commission that the plans address the Oak tree removal and replacement. He stated that there are three (3) trees in the building footprint that are scheduled to be removed. There are two (2) trees at the edge of the parking area, one is to be removed and one is to be relocated. Two of the trees to be removed have been reported to be unhealthy by an arborist. Commissioner Keen had questions concerning the Oak trees and the Parking. He asked Mr. Keith to explain where the parking spaces are that will interfere with the tree roots. Mr. Keen noted that tree #2, a forty-inch Oak tree is not scheduled to be removed and he sees that there is .a very large area there that was left free. He does not understand why the parking spaces could not be extended into this "free" area. He is interested in finding a way to preserve the trees and not have compact spaces. Mr. Keith explained that the issue was two-fold with this property. The issue is not only the horizontal layout of the parking but also the vertical lay of the land. To get the driveway in they have to make a certain amount of a cut that has to be made and by going to the standard spaces physically more area will be required than what is shown on the plans. They can take another look at the plans and see what can be done to make a change from compact to standard spaces. He further explained that there are also some turning radii issues from the Fire Department's standpoint that they need to maintain, however he hears the direction of the Planning Commission and they will reconfigure and see how they can accommodate the parking. Mr. Keen asked if the lot line on the East boundary had been changed at some time? Mr. Keith replied that to his knowledge it had not. Mr. Keen stated that in the ARC minutes, where the project had been discussed~ there was a discussion about relocating trees. One of the RRM people made a comment that in Rancho Grande II that a bunch of Oak trees had been relocated. He wanted to state that only ten Oak trees were moved and only four of them have ARROYO GRANDE PLANNING COMMISSION MINUTES AUGUST 17, 1999 Page 4 of 16 survived. He did not feel that this was a "bunch" of trees and furthermore, only four trees have survived. Mr. Keith explained to Commissioner Keen that the developer was not going to receive any credits for the trees they were relocating. Even if they are relocating some trees, they are still replacing at the ratio used for replacing trees that have been removed. They were doing the relocation primarily because, aesthetically the project would look better if they were able to use the trees. Commissioner Keen asked if this would mean that the developer would not be as near as concerned about moving them because they would not be receiving any credit for them. Mr. Keith replied that this was not at all true. He explained that his client was incurring the cost of relocating them. Mr. Keen stated that on page 6 of the applicant's handout it shows a schematic site section with a dotted line. Mr. Keen asked if this was where the grading for this project would occur; was the parking lot going to be level; and would the drainage go down the hill to the west side of the property? Mr. Keith stated that this showed the natural grade; the parking lot has a 5 % slope; and the project will drain into two catch basins then taken underground and out at the bottom of the driveway. Commissioner Keen asked specifically where the wood siding would be on the building? He noted that the ARC had dealt with this extensively but he was concerned about the safety issue of this. He felt this siding should be made of composite material that was fire proof yet looked like wood siding. He asked if the ARC had been concerned about this? Ms. Heffernon recalled that the only comment about this that the ARC had was the staining from moisture. Commissioner Keen finished by stating that he liked the elevations and thought the building was an attractive one. He would like to see the applicant save as many Oaks as possible. He had walked the site and looked at the Oak trees and realized that many of them were in bad condition. Normally he objects to the removal of Oak trees, but with the condition of the trees he did not have the same objection as usual. ARROYO GRANDE PLANNING COMMISSION MINUTES AUGUST 17, 1999 Page 5 of 16 Commissioner Costello commented that he had recounted the spaces and felt the applicant had shown thirty-five spaces on the plans so there might be more room for parking than was previously thought. He wanted the applicant to know that he looks very unfavorably on compact spaces. Vice-Chair Parker asked what the applicant was referring to when they stated that they would be doing "light assembly" at this location? Phil Kolbo, answered Vice-Chair Parker's question by stating that their company manufactures high tech rubber stamps. The company takes four different components from four different manufacturers and assembles them into a complete unit that they then sell. Most Df their facility is for customer service. The light assembly is nothing that is fabricated on site. Ms. Parker asked if they would be making the rubber pieces on the site? Mr. Kolbo replied that within six months to a year, the production of the rubber that they use would be done on site with a laser. They would like to use this in the future. If the Commission would like more information about this system, he would be happy to provide them with it. Vice-Chair Parker told the applicant that it would be a good idea for them to research this and make sure this type of production would be allowed by the Planned Development zoning. She stated that it would be a shame for them to build their building and then find out that the things that they had planned for were not allowed. She suggested that they talk to staff and make sure this was allowed. She then asked if they were going to have a lot of large trucks in and out of the area. Mr. Kolbo stated that ninety-five percent of everything that is shipped in or out of their business is done by UPS. Commissioner Keen suggested that when they come back to the Commission they might want to provide as much information as possible concerning such things as the air quality control of any machinery, etc. Mr. Kolbo replied that he would be happy to do that. The industry that he is connected with, almost all the companies provide this information. Commissioner London asked Mr. Kolbo who he anticipated the other tenants of this building would be. ARROYO GRANDE PLANNING COMMISSION MINUTES AUGUST 17, 1999 Page 6 of 16 Mr. Kolbo replied that he anticipated it would be some type of high end professional, architecture or legal, however he is looking to attract a high end internet service provider for local businesses. Vice-Chair Parker closed the public hearing. Commissioner Keen commented that he felt this was a very good project and he had already spoken to the issues he felt needed to be addressed. Commissioner Costello stated that he had also addressed the issues he was concerned with. Commissioner London felt this was a very good project with a good design. Vice-Chair Parker stated that she also liked the design of the building. She was glad to see this kind of use in the City of Arroyo Grande and this seemed like a good location for them. The only thing she would be concerned about was the business changing into a manufacturing business and creating some problems within the zoning that the Commission is not anticipating at this time. Again she stated that the applicant should check with Staff about this. She went on to say that the General Plan and the Development Code are very specific about parking spaces. She realizes that the applicant is trying to save some of the Oak trees on the site, however if the Commission allows compact parking spaces for the preservation of the Oak trees this may set a very bad precedent. She would like to see the applicant change their parking rather than to allow any compact spaces. B. REQUEST FOR PLANNING COMMISSION CLARIFICATION OF AMBIGUITIES IN DEVELOPMENT CODE PURSUANT TO SECTION 9-01.050 B. STAFF IS REQUESTING CLARIFICATION OF THE DEVELOPMENT CODE FOR THE FOLLOWING ISSUE: IS A PUBLIC OFFICE ALLOWED IN THE GENERAL COMMERCIAL DISTRICT? THE ISSUE ARISES IN CONNECTION WITH CUP 98- 565 FOR THE VILLAGE CREEK PROMENADE, 200 STATION WAY. Mr. Buford, Interim Community Development Director, presented the staff report to the Commission. He stated that the Village Creek Promenade was approved in March 1999. The applicant has come forward asking for an exception to the Conditional Use Permit to allow public office space within this shopping center. In reviewing the Development Code there was a reference to office type uses in the A TT ACHMENT 3 ARROYO GRANDE PLANNING COMMISSION MINUTES DRAFT JANUARY 18, 2000 PAGE 7 Finally, he would recommend the Planning Commission adopt Exhibit #2 w e the best alternative to accomplish what the City is tryin p Ish as far as putting the poles underground. With regard rees, the one in the front of the does not seem very health es not have any problem with any of them being removed. II. C. CONDITIONAL USE PERMIT 99-009 ; LOCATION - CAMINO MERCADO; APPLICANT - PHIL AND CHRISTY KOLBO Kelly Heffernon, Associate Planner, presented the staff report and explained that the Planning Commission had reviewed this project as a Pre-Application in August of 1999. After discussing issues at the Planning Commission meeting regarding parking, Oak tree protection, fire safety, and allowed uses the applicant was directed to modify the parking configuration to eliminate compact parking spaces and to clarify the difference between light assembly versus manufacturing uses as they relate to the proposed project. Ms. Heffernon further explained that based on comments from the Planning Commission the applicant has submitted revised plans with a Conditional Use Permit application. Specifically the plans show the compact parking places replaced with standard stalls and the total number of parking spaces reduced from 34 to 31. With less area dedicated to parking the applicant was able to save one (1) additional Oak tree and to further protect the root zone of several other Oak trees. With regard to use issue, the applicant has submitted a description of the VRS Marking Process, which was included in the Commissioners' packet as attachment No.4. This process does not include any manufacturing. Ms. Heffernon stated that other modifications required as Conditions of Approval include installing a physical barrier at the west end of the parking lot for safety purposes and placing permeable papers in the parking area under the drip lines of existing Oak trees. An Initial Study has been conducted and determined that the project will not have a significant impact on the environment. Therefore, a Draft Negative Declaration has been prepared for the Commission's review with mitigation measures. A mitigation measure has been added to the Cultural Resources Section to require carbon date testing of small shell fractions that were found on site. The purpose is to determine if they are pre-historic. This project is located in Planned Development zoning and will require approval of the City Council. Since the project meets all relevant Development Code requirements and has been modified to reflect Planning Commission concerns, staff recommends that the Planning Commission adopt the Resolution recommending that the City Council approve Conditional Use Permit 99-009 subject to the Conditions of Approval. Commissioner London asked if the traffic mitigation fees the applicant will be required to pay would be applied to a new traffic light at Mercado and West Branch Street. ARROYO GRANDE PLANNING COMMISSION MINUTES DRAFT JANUARY 18, 2000 PAGE 8 Ms. Heffernon explained that this intersection was slated for a traffic signal in the future. It does not meet the warrants at this time for a signal. The City would have to get approval from Cal Trans before a signal could be installed. The traffic impact fees would go towards a traffic signal and these fees would pay the applicants' share. Commissioner Keen questioned Condition of Approval No. 13 where it stated that a Variance would be needed if the fence height exceeded eight (8) feet. He was under the impression that a Variance was needed for the fence height to be over 6 feet? Ms. Heffernon stated that a the Community Development Director could grant a Minor Exception for fence height between six (6) and eight (8) feet. Commissioner Costello asked what criteria were looked at when determining the need for a traffic signal at an intersection and where does the City stand in terms of the Cal Trans criteria? Kim Romano, Public Works, stated that Cal Trans criteria is based on the turning movement counts of the intersection and the City does not have current turning movement counts to determine where the City stands at this point. The intersection is in the Circulation Element to be upgraded to a signal at some point in the future. No specific date for that upgrade has been defined. Chair Greene stated that on Page 2 of the Resolution there is a general reference to "General Architectural Review Guidelines". He asked if Ms. Heffernon could explain what this meant exactly? Ms. Heffernon explained that this is a basic finding to be made that is listed in the Development Code. She stated that there are design guidelines for the Village, however she did not know if there were any guidelines for the Planned Development zoning. Chair Greene asked if Ms. Heffernon could look this up and provide him the section in the Development Code that refers to "General Architectural Review Guidelines"? Additionally, on Page 9, Condition of Approval #45 concerning the Water Neutralization Program. This condition states that the applicant has the option of implementing an individual water program or paying an in lieu fee. The in-lieu fee talks about equivalent residential unit usage. Mr. Greene asked Ms. Heffernon to explain the phrase "equivalent residential unit usage" . Kim Romano, Public Works, explained that equivalent residential unit usage is determined by an average of the water usage for each residence. For commercial development, the City has not established guidelines so what would be looked at would be the commercial usage equated to the average residential usage and proportioned accordingly. Chair Greene opened the Public Hearing. ARROYO GRANDE PLANNING COMMISSION MINUTES DRAFT JANUARY 18, 2000 PAGE 9 Tonv Keith, R.R.M. Desian Group, the applicant's representative, spoke to the Planning Commission. He explained that he would like to show the Commission a few of the features that they have striven to design as directed by the applicant and the Planning Commission through the Pre-Application process. . The project is a 7,000 + -sq. ft. office that is appropriate in scale and development intensity with this given location. The location is visible from other areas in the City and it has very nice views. . There are certain site constraints because of the Oak trees and topography. . The applicant has sought to have a building that is integrated into the site and not imposed upon the site. This can be seen from the contouring of the building, and the contouring of the parking. . They were directed by the applicant to retain as much of the natural setting on this site as possible, retain as many of the Oak trees, and as plant drought resistant, natural vegetation. Mr. Keith stated that the following issues were changed from the original plans as a response to the Planning Commission's concerns: . The parking spaces have been reduced from 34 to 31 to help save existing Oak trees and lessen the impact in their root zones. . The handicapped loading zone has been taken out of the parking area, which allows for additional parking spaces. . The driveway approaching the main building provides a "hammerhead" fire engine turnaround. . At the Pre-Application hearing the ARC had asked that non-combustible siding be used vs. the wood siding that had been proposed on the lower portion of the building. This has been done. . The guardrail will be designed into the wall and will look appropriate to the rest of the building. . The mechanical equipment will be fully screened from view and incorporated into the architectural rooflines of the building. . On the Pre-Application Review the Planning Commission asked for additional information on the operations of Mr. Kolbo's business. This was provided in the Planning Commission packets and Mr. Kolbo would be happy to answer any questions. Information on equipment, which is not currently used in the business, but may be in the future, was also explained. This equipment does not have any contribution to air pollutants and it is not a manufacturing operation. It is consistent with the assembly designation that Mr. Kolbo seeks with this Conditional Use Permit. . Finally, Steve Orosz from Penfield and Smith has prepared the traffic report and will answer any questions the Planning Commission has. Commissioner Costello asked about the shells that were found on the site. ARROYO GRANDE PLANNING COMMISSION DRAFT MINUTES JANUARY 18, 2000 PAGE 10 Mr. Keith stated that there were four (4) shells that were between % inch and 1 inch found on the site. The archeologist defined the criteria that they look for when evaluating this type of find. There are three (3) categories these can be placed in: 1. Fossil shell 2. Deposited within the realm of historic, which is within a few hundred years. 3. Ancient The archeologist is recommending that the shells be carbon dated and based on the findings of this dating, make the appropriate recommendations. If they are in the historic aspect, they are not significant; if they are ancient, they are very significant. Further, the archeologist did not find such things as burned rocks, other fragments of bone, or anything else that would indicate a higher level of use in this area. Commissioner Costello what is the typical traffic pattern with this type of use? Mr. Keith explained that this is an office where they assemble products and then ship them. So, there would be employee traffic, UPS, and common carrier trips. The other offices would be professional offices. Vice-Chair Parker told Mr. Keith that she was very appreciative of the way RRM and the applicant had answered the City's concerns that had been raised with the Pre-Application process. She congratulated Mr. Keith for the way they had answered the ARC's concerns and for their concern with the Oak trees. She wanted Mr. Keith to know she was very impressed with their effort. Commissioner London asked what might happen with the findings of the archeologist and would it slow the project down for a long period of time? Mr. Keith replied that he did not know and they would have to wait and see. He stated that there are several different scenarios that could take place. Chair Greene stated that he had taken a tour of the subject property with Mr. Kolbo over the weekend and wanted to discuss this with Mr. Keith. He asked if: 1. There would be any objection to adding a sub-condition to Conditions of Approval No. 14, which would state that all pampas grass would be completely eradicated on the site. Not only would be removed, but maintained so that any Pampas grass Would like to go to a planning class or seminar would not grow back. 2. With regards to the removal of Oak tree No. 16, was it going to be removed for safety reasons or because the tree would not survive with the configuration of the parking area? In answer to Mr. Greene's questions, Mr. Keith stated that the applicant would have no problem with a condition that would deal with the eradication of all Pampas grass. Secondly, with regards to Oak tree No. 16, the cut that would be required for the driveway would have a very significant impact on the root zone of this tree. For a tree of this size, there is no guarantee it will survive. Also, in reviewing the arborist's ARROYO GRANDE PLANNING COMMISSION DRAFT MINUTES JANUARY 18, 2000 PAGE 11 report there are some issues relative to the health of the tree although he says it is in good health. Mr. Keith stated that he would not object to leaving it there, however, he would be concerned with the grading that would be adjacent to it. Finally, he would be concerned from a cost standpoint if they had to "hand root prune" this tree. Chair Greene asked if the Planning Commission could request that some effort be made to preserve the tree, however, the final decision as to whether or not it should be removed would be made by the applicant. Mr. Greene stated that in the past with a project of this size the Planning Commission has had an interest in the landscaping plan. He asked if the applicant would have any objection if the Planning Commission amended Condition No. 14 to include review of the final landscaping plan by the Commission? Mr. Keith asked if they had to come to the Planning Commission for this, or could they just receive comments from the Commission and work on them that way? Chair Greene asked staff how this should be done? Ms. Heffernon stated that this could be done in an informal manner with a meeting between the landscape architect, the Planning Commission representative, and staff. Chair Greene asked if Condition No. 14 could be amended to read "subject to review arid approval by the Community Development Department, Parks and Recreation Department and a representative from the Planning Commission". Steve Orosz. Penfield and Smith. stated that he was in attendance to answer any questions the Planning Commission had. Chair Greene stated that he knew that Mr. Orosz was aware of the on-going discussions concerning traffic and the level of service in the City of Arroyo Grande. He asked Mr. Orosz to explain why he felt this project would not unduly burden the Brisco underpass? Mr. Orosz explained that for certain size projects, depending on the land use of the project, the number of peak hour trips gets very small, which means less than 5 trips in any direction. When this is the case, it is very difficult to say with any certainty which direction the trips will go. Mr. Orosz said that using tonight's meeting as an example, the traffic patterns for people attending tonight's meeting are one way, two weeks ago the traffic patterns would have been different. Some are similar with staff and the Planning Commission coming from the same direction, but members of the audience came from different directions. There is some degree of flexibility and uncertainty from the traffic study standpoint. When they look at ,traffic impacts, they look at Tuesday, Wednesday, and Thursday during a normal workweek as being the typical period of analysis. During those times of the day, they ARROYO GRANDE PLANNING COMMISSION DRAFT MINUTES JANUARY 18, 2000 PAGE 12 know with some certainty what is going on. However, when they start looking at small projects, it gets very much to be an art and very subjective versus technical and precise. Mr. Orosz stated that there is an interchange for northbound traffic at Camino Mercado, and there is the Oak Park interchange to the north, so there are some options that would carry traffic away from the Brisco interchange. So, in his opinion, with the number of trips, the size of the project, and the type of project, they felt it was difficult to say exactly how much traffic would be at that interchange. There may be one or two on any given day in the morning .or afternoon peak hours, however this does not change the LOS at an intersection. It takes about 50 trips a day to cause a real impact. Commissioner Keen stated that one of the Conditions of Approval talked about the working hours, which would help because people would not be arriving or leaving work during peak hours. Chair Greene closed the Public Hearing. Commissioner Costello stated that he felt this was a fairly appropriate use of space on the property. Secondly, he is concerned about the amount of traffic in the area, but he does not see where this project would contribute greatly to an increase in traffic. Furthermore, as long as the project pays its fair share toward a traffic signal at Camino Mercado and West Branch intersection, he does not have a problem with it. Lastly, he would like them to save as many trees as possible. Vice-Chair Parker, asked Mr. Kolbo about the materials they would be using and if when they washed the final product, where would the waste water go? Phil Kolbo. 550 Via Vaouero stated that the machine that washes the rubber is very small and contains only a gallon of water. They can wash 60 to 80 pieces of rubber before the water needs to be changed. The charcoal waste that comes off the rubber goes into a screen filter at the bottom of the machine. A damp rag is then used to clean the filter. Mission Uniform supply would then pick it up for typical industrial cleaning. Vice-Chair Parker stated that she liked the project and it was good to see the land used in such a positive way. She felt the City of Arroyo Grande needed some light industry and it was nice to see this type of project here. She was concerned about the LOS, but felt that since the project had been screened through Community Development Department and Penfield and Smith, it seemed that it would not have a significant impact. The other issues that she had a problem with, such as the parking, had been resolved. Finally, she is very pleased at how the applicant had worked so hard to save as many trees as possible. Commissioner London stated he liked the project and had no real issues with it. ARROYO GRANDE PLANNING COMMISSION DRAFT MINUTES JANUARY 18,2000 PAGE 13 Commissioner Keen stated that he really appreciates the way that the applicant addressed the issues the Planning Commission had at the Pre-Application hearing. He likes the project very much. Mr. Keen stated that he would like to amend Condition No.9. The hours of construction are from 7 a.m. to 10 p.m. Monday through Friday. He felt that 10:00 p.m. would be too late when they would be working by a motel. Also, as far as working on Sunday, he felt that once the building was closed in he would not mind construction on Sunday. He did not feel that the project was on such a "fast tract" that they needed to work on Sunday. Secondly, Condition No. 65 which deals with the hours of operation of the company and work schedules states that the working hours could start at 7:30 a.m. He wondered why there couldn't be an earlier start time to eliminate traffic at any peak hours. Thirdly, Mitigation Measure #69 should be rephrased to reflect Mr. Greene's discussion about saving Oak tree No. 16. Chair Greene asked Mr. Keen what he felt was a good time to end construction in the day. Mr. Keen and Mr. Keith agreed that 8:00 p.m. would be an appropriate time. Furthermore, Mr. Keith stated that with regards to Condition No. 65 dealing with work hours, it is possible to start work shifts any time before 7:30 a.m. The Condition is designed to avoid work times which would commence or end during peak traffic hours. Chair Greene discussed the wording in Conditions of Approval No. 69. Ms. Heffernon stated that the works "or 18 trees total" would be removed. Mr. Greene would like the following conditions amended: . Condition No. 14 amended to read "Landscape and irrigation plans shall be prepared by a licensed landscape architect and subject to review and approval of the Community Development Department, Parks and Recreation and a representative from the Planning Commission." . He would like Condition No. 14, Subsection C, and Subsection 6 to be modified with the language that "The applicant agrees to permanently eradicate all pampas grass on the site." . Condition No. 21 should be amended by adding: "Tree #16 may be retained at the discretion of the applicant." Finally, Chair Greene stated that this was an outstanding project. The applicant deserved thanks for preserving the existing character of the site by minimizing tree removal and leaving natural vegetation and by retaining as much of the grade of the property as possible. He would also like to thank the applicant for working with the City, listening to the comments of the commissions, and making the necessary changes that produced a great project. ARROYO GRANDE PLANNING COMMISSION DRAFT MINUTES JANUARY 18, 2000 PAGE 14 Vice Chair Parker moved that the Planning Commission of the City of Arroyo Grande adopt: RESOLUTION NO. 00-1728 A RESOLUTION OF THE PLANNING COMMISSION OF THE CITY OF ARROYO GRANDE RECOMMENDING THAT THE CITY COUNCIL ADOPT A NEGATIVE DECLARATION, INSTRUCT THE SECRETARY TO FILE A NOTICE OF DETERMINATION, AND APPROVE CONDITIONAL USE PERMIT CASE NO. 99-009, LOCATED ON CAMINO MERCADO (APN 007-771-073), APPLIED FOR BY PHIL & CHRISTY KOLBO with exhibit A as amended, with the changes and modifications on pages 13 and 14 of the Resolution and Exhibits 81 through 86. Commissioner Keen seconded the motion. The motion was approved on the following roll call vote. ROLL CALL VOTE ..8YJJ. Commissioner Costello Ave Commissioner Keen Ave Commissioner London Ave Vice-Chair Parker Ave Chair Greene IV. V. PLANNING CO ISSION ITEMS AND COMMENT Commissioner Keen stat that he had complained about Rite-Aid's lights and he understood that they have bee orrected. He thanked staff for taking care of it. VI. COMMUNITY DEVELOPMENT ECTOR COMMENTS AND FOLLOW-UP REPORTS None VII. ADJOURNMENT On motion of Commissioner Keen, seconded by Co issioner London the meeting was adjourned at 8:30 p.m. to the next scheduled meeting on ATTEST: Kathleen Fryer, Commission Clerk VAS Marking ATTACHMENT 4 - - INDELIBLE INKS. INSPECTION MARKING. INDUSTRIAL DEVICES January 4, 2000 Tony Kieth RRJ.'1 Design Group 3701 South Higuera St. San Luis Obispo, CA 93401 Tony, RE: Description of VRS Marking light assembly process. All products in the VRS catalog are a resale item, except for the Insta Mark series of fast dry stamps. All products that are for resale (Reactivator, Mark II Reversible Pads, BM Pens, Pullman Band Stamps, Insp. Stamps, and Stick stamps) are purchased from outside suppliers and drop shipped directly to our customer or shipped from VRS by UPS, Federal Express, or U.S. Mail. The only in-house light assembly that is completed by VRS Marking is the inking, assembly, and final inspection of our fast dry self-inking stamps. All components for these fast dry self inking stamps are purchased on a Just In Time assembly process from Shachihata Corp and Tight Line moulders. . Our process for assembly requires acceptance and incoming inspection of the laser cut rubber pieces from Shachihata in Torrance, CA and moulded rubber pieces from Shachihata, Japan. These rubber pieces are broken down into ink color variations and then immersed before final assembly. Once the stamps are assembled, they receive labeling and final adjustment specifications. Our assembly process is clean and neat. There are no chemicals, inks, or byproducts that need to be disposed of. Our assembly process is only 15% of our total floor space. The remainder of floor space is office, customer service, graphics/typesetting, shipping/receiving, and storage. VRS Marking 2053-D Preisker Lane . Santa Maria, CA 93454 . Phone 800-782-6790 . Fax 800-743-3135 . . . . . . . . . , ~ ; -- .~_.- ------- --. --..~ ~ . ~ .., . :-- ...._~~~.c.o:...-~ - . . . . . . Clever... ...._<... . Introducing the Shachihata CO: laser engraving machine. With the !:J&.2501C you can create your very own Xstampers with the same quality ~~ Shachihata .;~. . as those created in our factories! Capitalize on " years of technological expertise with the most reliable laser engraver available. you're in control from the time you take the order through delivery. With the !:J&.2501C and our parts and rubber you can offer your customers same day delivery! . bJ%.2501C It doesn't take a lot of dedicated workspace to create your own Xstamper: Here's how it works: o input & scan e create Input impression information and The ~2501C system operating software is scan logos/artwork on your exist- designed specifically for the creation of Xstampers. ing personal computer system. e transfer Transfer ,files from your existing PC to the l:J:'f2501C computer system. €) post-treatment e laser program Post-Treatment Equipment Set-up the easy-to-use . Rubber washing and drying . Rubber cutting Xstamper- laser program. . Inking . ~~[i] - ~ ~ your own. Washing Rubber Inking lit f"'\_.:__ r............ stamD8t: . Comprehensive... - - Everything you need to make an Xstamper' is included. State-of-the-art CO2 laser offers the ultimate in precision. Batch speed of 30 minutes; Six batches at a time (4-3/4" x 6"1. Windows95 and Windows98 NT compatible. Create a SINGLE Xstamper' or HUNDREDS of Xstampers in ONE day! Reduce production and delivery time by controlling every step ............ r..-t in the Xstamper' process .- .. ... Easy to understand artwork and production software. -- .... .=-.1__ Unlimited creativity at your fingertips! Add your favorite fonts to the system's original eight. Create TWENTY-ONE of Xstamper's best selling N 1 0 Return Address Stamp in ONE BATCH!!! Equipment Included -._- -~III Laser Machine Washer - .. a=' c_ ':'.'~-:::- ~ (!. . ,_... h<~;:t.t.. ." Inking Machine Deodorizer Cooler The !:)h.2501C is more J%stampel: than a way to enhance Fonts Included Ink Colors .....................................................-. . ............... .................... stamp production... Bl - News Gothic Condensed . Black By adding this exclusive machine to your B3 - News Gothic Bold Condensed operation, you will receive: C1 - Univers Medium . Red Installation, as well as an all-inclusive service agreement C2 - Univers Ita/ic . Blue C3 - Univers Bold , Complete training program, as well as C4 - Zapfi Clianary . full-time tech support provided by Green Xstamper. experts. /;2 - ~ SfAipt 0041 " @@\]fuft@ ffirnGlJftrn@ . Purple · An all-inclusive operating handbook. . Laser program is NOT limited to the Xstamper. fonts. All Genuine Xstamper" Parts... you need more than a special machine to create Xstampers. That's why we'll also provide you with the exact same Xstamper' mounts, rubber and inks that we use in our factories. Best of all, you can purchase your Xstamper' supplies in the quantities that you need! "__~!.~'7~""'~C."::""""~.~- ~:.~~...:~~~"'. Additional Equipment ' . -". . -"'.' . ---- Nee de d (Not Included) ~ .,,-'" -~ ~'.51'~_..'"" ~ ,- D ~ ~ <::: _. ..~../ Xstamper' Mounts Xstamper' Rubber Xstamper' Ink Dryer Cutter !:J%.2501C Laser Engraving Machine Specifications LASER SOURCE POST-TREATMENT EQ.UIPMENT OPERATOR MODE Water Cooled RF Driven 25 watt Rubber Washing machine Raster mode with adjustable relief angle enclosed CO2 Gas Laser Inking machine Water treatment equipment MACHINE DIMENSIONS POWER 1250 x 930 x 1235mm (height) Single phase 100 VAC 25 watt DUST COUECTOR & DEODORIZER IIncluding Dust Collector and Deodorizer) Installed in the machine WEIGHT 330kg !including dust collector and deodorizer) POWER CONTROL SYSTEM VACUUM PUMP Digital power control from 0-100 percent Holds rubber in place while cutting SAFETY SPECIFlCAnONS Adjustable in 1% increments Conforms to US CDRH Standards. RESOLUnON Class 1 Laser Equipment AIR ASSIST 600 dpi (Class 1 is the safest laser rating) Regulates precision engraving . MAXIMUM ENGRAVING SIZE ADDmONAL REQ.UIREMENTS RAY SPOT DIAMETER 420mm x 297mm 1A3 size> (NOT FURNISHED) 40-50 microns, manual focus 6 Batches of N 1 0 (21 Dies) Artwork/Typesetting PC lAutomated focus optional) Equipped with minimum Pentium 200 MHz MAXIMUM ENGRAVING MATERIAL co-processor; 2 GB hard drive; 64 MB memory; OPERAnNG PC 420mm x 297mm x 50mm thickness Windows NT 4.0; your favorite fonts. Equipped with minimum Pentium 200 MHz Rubber Cutting Tool co-processor; 2 GB hard drive; 32 MB memory; MONITORING Rubber Dryer Windows '98 designated software Real-time monitoring of the engraving process Computer Interface: Parallel and Serial Port Operator protected from the laser exposure COOUNG REQ.UIRED Unique control board 1.5 Gal Per minute at less than 7CY'F /21OC ~ ;; J.%f2501C _PC [[J . .. N D Sink RubO<< T...~ Equ_ . . , 10 FOOl Workspace Layout Laser Engraving Machine Dimensions ,f/IIt+, tnnn c:".,.,.."'ih",,, ,"".. Vdnml"tQ,. if: " l'DI't;dAnu'I trnrllalnnrk nf f\bncbihotL'--.lnc. Tonnnrvs ("A. I nkp.wnnrl N J . Vancower. BC A TT ACHMENT 5 CITY OF ARROYO GRANDE - INITIAL STUDY - 1. Project Title: Conditional Use Permit Case No. 99-009 2. Lead Agency Name & Address: City of Arroyo Grande P.O. Box 550/214 E. Branch Street Arroyo Grande, CA 93421 3. Contact Person & Phone #: Kelly Heffernon, Associate Planner (805) 473-5420 4. Project Location: North Side of Camino Mercado Arroyo Grande, CA 93420 5. Project Sponsor's Name & Address: VRS Marking 2053-0 Preisker Lane Santa Maria, CA 93454 6. General Plan Designation: Oak Park Acres Planned Development (PO 1.1) 7. Zoning: Oak Park Acres Planned Development (PO 1.1) 8. Project Description: Construction of a 7,690 square foot office/professional building. 9. Other Agencies whose approval is required (and permits needed): None. DETERMINATION On the basis of this initial evaluation: I find that the proposed project COULD NOT have a significant effect on the environment, and a NEGATIVE DECLARATION will be prepared. I find that although the proposed project could have a significant effect on the environment, there will not be a significant effect in this case because the mitigation measures described on an attached sheet have been added to the project. A NEGATIVE DECLARATION will be prepared. X I find that the proposed project MAY have a significant effect on the environment, and an ENVIRONMENTAL IMPACT REPORT is required. I find that the proposal MAY have a significant effect(s) on the environment, but at least one effect 1) has been adequately analyzed in an earlier document pursuant to applicable legal standards, and 2) has been addressed by mitigation measures based on the earlier analysis as described on attached sheets, if the effect is a "potentially significant impact" or "potentially significant unless mitigated". An ENVIRONMENTAL IMPACT REPORT is required, but it must analyze only the effects that remain to be addressed. ?:5~ /z/z<g/rr Date ENVIRONMENTAL FACTORS POTENTIALLY AFFECTED: The environmental factors checked below would be- potentially affected by this project, involving at least one impact that is a "POTENTIALLY SIGNIFICANT IMPACT" or "POTENTIALLY IS SIGNIFICANT UNLESS MITIGATED", as indicated by the checklist on the following pages. o Land Use and Planning . Biological Resources o Public Services o Population and Housing o Energy and Mineral Resources o Utilities and Service Systems o Geophysical o Hazards o Aesthetics . Water o Noise o Cultural Resources o Air Quality o Mandatory Findings of Significance o Recreation . Transportation/Circulation EVALUATION OF ENVIRONMENTAL IMPACTS: 1. A brief explanation is required for a/I answers except "No /mpact" answers that are adequately supported by the information sources a lead agency cites in the parentheses following each question. A "No Impact" question is adequately supported if the referenced information sources show that the impact simply does not apply to projects like the one involved (e.g., the project falls outside a fault rupture zone). A "No Impact" answer should be explained where it is based on project specific factors as well as general standards (e.g., the project will not expose sensitive receptors to pollutants, based on a project-specific screening analysis). 2. All answers must take account of the whole action involved, including off-site as well as on-site, cumulative as well as project-level, indirect as well as direct, and construction as well as operations impacts. 3. "Potentially Significant Impact" is appropriate if an effect is significant or potentially significant, or is the lead agency lacks information to make a finding of insignificance. If there are one or more "Potentially Significant Impact" entries when the determination is made, an EIR is required. 4. "Potentially Significant Unless Mitigated" applies where the incorporation of mitigation measures has reduced an effect from "Potentially Significant Impact" to a "Less than Significant Impact." The lead agency must describe the mitigation measures and briefly explain how they reduce the effect to a less than significant level (mitigation measures from Section XVII, "Earlier Analyses'''' may be cross referenced.) 5. Earlier analyses may be used where, pursuant to the tiering, program EIR, or other CECA process, an effect has been adequately analyzed in an earlier EIR or negative declaration. Section 15063(c)(3)(D). Earlier analyses are discussed in Section XVII at the end of the checklist. 6. Lead agencies are encouraged to incorporate into the checklist references to information sources for potential impacts (e.g., general plans, zoning ordinances). A Source List should be attached and other sources used or individuals should be cited in the discussion. Potentially Potentially Significant Less Than Issues (and Supporting Information Sources): Significant Unless Significant No Impact Mitigated Impact Impact I. LAND USE AND PLANNING. Would the proposal: a) Conflict with general plan designation or zoning? (source lIs): 1,2,3,4) X b) Conflict with applicable environmental plans or policies adopted by agencies with jurisdiction over the project? (source lIs): 1,6) X c) Affect agricultural resources or operations (e.g., impacts to soils or farmlands, or impacts from incompatible land uses)? (source lIs): 11) X d) Disrupt or divide the physical arrangement of an established community (including a low-income or minority community)? (source #(s): 2,4,11) X II. POPULATION AND HOUSING: Would the proposal: a) Cumulatively exceed official regional or local population projections? (source lIs): 1,5,9) X b) Induce substantial growth in an area either directly or indirectly (e.g., through projects in an undeveloped area or extension of major infrastructure)? (source lIs): 9,10) X c) Displace existing housing, especially affordable housing? (source lIs): 9,10,11) X III. GEOPHYSICAL: Would the proposal result in or expose people to potential impacts involving: a) Seismicity: fault rupture? (source lIs): 5,6) X b) Seismicity: ground shaking or liquefaction? (source lIs): 5,6) X c) Seismicity: seiche or tsunami? (source lIs): 5,6) X d) Landslides or mudslides? (source lIs): 5,6) X e) Erosion, changes in topography or unstable soils conditions from excavation, .grading or fill? X (source lIs): 10) f) Subsidence of land? (source lIs): 5,6) X g) Expansive soils? (source lIs): 5,6) X h) Unique geologic or physical features? (source lIs): 5,6,10,11) X IV. WATER: Would the proposal result in: a) Changes in absorption rates, drainage patterns, or the X rate and amount of surface runoff? (source lIs): 10) b) Exposure to people or property to water related hazards such as flooding? (source lIs): 8) X c) Discharge into surface waters or other alteration of surface water quality (e.g., temperature, dissolved oxygen or turbidity? (source lIs): 9) X d) Changes in the amount of surface water in any water body? (source lIs): 9, 10) X e) Changes in currents, or the course or direction of water Potentially Potentially Significant Less Than Issues (and Supporting Information Sources): Significant Unless Significant No Impact Mitigated Impact Impact movements? (source lis): 9, 10) X f) Change in the quantity of ground waters, either through direct additions or withdrawals, or through interception X of an aquifer by cuts or excavations? (source lis): 9, 10) g) Altered direction or rate of flow of groundwater? (source lis): 9, 10) X h) Impacts to groundwater quality? (source lis): 9,10) X i) Substantial reduction in the amount of water otherwise available for public water supplies? (source lis): 6) X V. AIR QUALITY: Would the proposal: a) Violate any air quality standard or contribute to an existing or projected air quality violation? (source lis): 7, 13) X b) Expose sensitive receptors to pollutants? (source lis): 10, 11) X c) Alter air movement, moisture, or temperature, or cause any change in climate? (source lis): 9) X d) Create objectionable odors? (source lis): 9,10) X VI. TRANSPORTATION/CIRCULATION. Would the proposal result in: a) Increased vehicle trips or traffic congestion? (source lis): 13) X b) Hazards to safety from design features (e.g., sharp curves or dangerous intersections) or incompatible uses (e.g., farm equipment)? (source lis): 9, 10) X c) Inadequate emergency access or access to nearby sites? (source lis): 9, 10) X d) Insufficient parking capacity on-site or off-site? (source lis): 3, 9, 10) X e) Hazards or barriers for pedestrians or bicyclists? (source lis): 9, 10) X f) Conflicts with adopted policies supporting alternative transportation (e.g., bus turnouts, bicycle racks)? (source lis): 9, 10) X VII. BIOLOGICAL RESOURCES. Would the proposal result in impacts to: a) Endangered, threatened or rare species or their habitats (including but not limited to plants, fish, insects, animals, and birds? (source lis): 6) X b) Locally designated species (e.g., heritage trees)? (source lis): 10, 11) X c) locally designated natural communities (e.g., oak forest, coastal habitat)? (source lis): 10, 11) X d) Wetland habitat (e.g., marsh, riparian and vernal pooH? (source lis): 11) X e) Wildlife dispersal or migration corridors? (source lis): 11) X VIII. ENERGY AND MINERAL RESOURCES. Would the proposal: a) Conflict with adopted energy conservation plans? (source lIs): 1, 6) X b) Use non-renewable resources in a wasteful and inefficient manner? (source lIs): 9, 10) X IX. HAZARDS. Would the proposal involve: a) A risk of accidental explosion or release of hazardous substances (including, but not limited to: oil, pesticides, chemicals or radiation? (source lIs): 9) X b) Possible interference with an emergency response plan or emergency evacuation plan? (source #(s): 9, 10) X c) The creation of any health hazard or potential health hazard? (source lIs): 9, 10) X d) Exposure of people to existing sources of potential health hazards? (source lIs): 9,10,11) X e) Increased fire hazard in areas with flammable brush, grass, or trees? (source lIs): 10, 11) X X. NOISE. Would the proposal result in: a) Increases in existing noise levels? (source lIs): 1, 9) X b) Exposure of people to severe noise levels? (source lIs): 9, 10) X XI. PUBLIC SERVICES. Would the proposal have an effect upon, or result in a need for new or altered government services in any of the following areas: a) Fire Protection? (source #(s): 6) X b) Police Protection? (source lIs): 6) X c) Schools? (source lIs): 6) X d) Maintenance of public facilities, including roads? (source lIs): 6) X e) Other governmental services? (source lIs): 6) X XII. UTILITIES AND SERVICE SYSTEMS. Would the proposal result in a need for new systems, or substantial alterations to the following utilities: a) Power or natural gas? (source lIs): 9, 10) X b) Communications systems? (source lIs): 9, 10) X c) Local or regional water treatment or distribution facilities? (source lIs): 6) X d) Storm water drainage? (source lIs): 6) X e) Solid waste disposal? (source lIs): 6) X XIII. AESTHETICS. Would the proposal: a) Affect a scenic vista or scenic highway? (source lIs): 1, 10, 11) X b) Have a demonstrable negative aesthetic effect? (source lIs): 9,10,11) X c) Create light or glare? (source lIs): 9,10) X XIV. CULTURAL RESOURCES. Would the proposal: a) Disturb paleontological resources? (source Its): 6, 11) X b) Disturb archaeological resources (source Its): 6, 11) X c) Affect historical resources? (source Its): 6, 11) X d) Have the potential to cause a physical change which would affect unique ethnic cultural values? (source Its): 11 ) X e) Restrict existing religious or sacred uses within the potential impact area? (source Its): 10, 11) X XV. RECREATION. Would the proposal: a) Increase the demand for neighborhood or regional parks or other recreational facilities? (source Its): 1, 3) X b) Affect existing recreational opportunities? (source Its): 1, 5) X XVI. MANDATORY FINDINGS OF SIGNIFICANCE. a) Does the project have the potential to degrade the quality of the environment, substantially reduce the habitat of a fish or wildlife species, cause a fish or wildlife population to drop below self-sustaining levels, threaten to eliminate a plant or animal community, reduce the number or restrict the range of a rare or endangered plant or animal or eliminate important examples of the major periods of California history or prehistory? X b) Does the project have the potential to achieve short- term, to the disadvantage of long-term, environmental goals? X c) Does the project have impacts that are individually limited, but cumulatively considerable? ("Cumulatively considerable" means that the incremental effects of a project are considerable when viewed in connection with the effects of past projects, the effects of other current projects, and the effects of probable future projects.) X d) Does the project have environmental effects which will cause substantial adverse effects on human beings, either directly or indirectly? X XVII. EARLIER ANALYSES. Earlier analyses may be used where, pursuant to the tiering, program EIR, or other CECA process, one or more effects have been adequately analyzed in an earlier EIR or negative declaration. Section 15063(c)(3)(D). In this case, a discussion should identify the following on attached sheets: a) Earlier analyses used. Identify earlier analyses and state where they are available for review. b) Impacts adequately addressed. Identify which effects from the above checklist were within the scope of and adequately analyzed by earlier documents. c) Mitigation Measures. For effects that are "potentially significant" or "potentially significant unless mitigated", describe the mitigation measures which were incorporated or refined from the earlier document and the extent to which they address site-specific conditions for the project. Authority: Public Resources Code Sections 21083 and 21087. Reference: Public Resources Code Sections 21080(c), 21080.1, 21080.3, 21082.1,21083, 21083.3, 21093, 21094, 21151; Sundstrom v. County of Mendocino, 202 Cal. App. 3d 296 (19881; Leonoff v. Monterey Boe,d of Supervisors, 222 Cal. App. 3d 1337 (1990). SOURCE LIST: 1. City of Arroyo Grande General Plan 2. City of Arroyo Grande General Plan Land Use Map 3. City of Arroyo Grande Development Code 4. City of Arroyo Grande Zoning Map 5. City of Arroyo Grande Existing Setting and Community Issues Report 6. City of Arroyo Grande General Plan EIR 7. Air Pollution Control District Clean Air Plan 8. FEMA - Flood Insurance Rate Map 9. Project Description 10. Project Plans 11. Site Inspection 12. Ordinance 431 C. S. 13. Institute of Traffic Engineers (lTE) Trip Generation Manual PROJECT DESCRIPTION AND ENVIRONMENTAL SETTING The proposed project evaluated by this initial study is to construct a single story, 7,690 square foot office/professional building on a 1 .34-acre parcel. The site slopes up from Camino Mercado and then becomes relatively flat. The property is currently vacant and contains several large Coast Live Oak trees, five (5) of which are proposed to be removed and two (2) are proposed to be relocated on the project site. The access driveway has been designed to avoid excessive cuts into the steep banks by aligning the driveway as parallel as possible to Camino Mercado, starting from the far eastern property line then veering west to the parking area. On-site drainage will be accomplished by a drainage system that will convey runoff from both on-site and off-site sources. The project will be served by a public water system, and thus will have no direct or indirect impact on groundwater resources. EX PLANA TIONS: III. GEOPHYSICAL Based on the General Plan and review of the Alquist-Priolo Zone Fault maps, the proposed project is not located on a known earthquake fault subject to rupture. The proposed project will be subject to the effects of periodic seismic events in the region, including 9ro4nd shaking. However, exposure of people to these events can generally be mitigated to an acceptable level of risk by following Uniform Building Code development standards. IV. WATER Development of the proposed project would require water for both domestic use and landscape irrigation. Projected water demand is approximately 0.77 acre-feet of water per year. The water consumption by this project would further reduce the City's supply of available water. This impact could be mitigated using water conserving designs, fixtures and landscaping. Analysis of Significance: Potentially significant unless mitigated. Mitigation Measures: 1. The applicant shall complete measures to neutralize the estimated increase in water demand created by the project by either: Implement an individual water program that utilizes fixtures and designs that minimize water usage. The calculations shall be submitted to the Director of Public Works for review and approval. The proposed individual water program shall be submitted to the City for approval prior to implementation; or, Pay an in lieu fee. Monitoring: Review of individual water program or payment of the in lieu fee Responsible Department: Public Works Department Timeframe: Prior to issuance of building permit 2. All landscaping shall be consistent with water conservation practices including the use of drought tolerant landscaping, drip irrigation, and mulch. To the greatest extent possible, lawn areas and areas requiring spray irrigation shall be minimized. Monitoring: Review of landscaping and irrigation plans Responsible Department: Parks and Recreation Department Timeframe: Prior to issuance of building permit DRAINAGE Development of the site will increase impervious surfaces, which in turn will change absorption rates and increase the amount of runoff. The site would drain onto Camino Mercado and existing drainage facilities would accommodate the increased flows. Detailed drainage calculations would be reviewed as part of the plan check process. Analysis of Significance: Potentially significant unless mitigated. Mitigation Measure: 3. The applicant shall provide detailed drainage calculations indicating that increased run- off can be accommodated by existing facilities and/or provide on-site retention basins to the satisfaction of the Director of Public Works. Monitoring: Review of grading plans Responsible Department: Public Works Department Timeframe: Prior to issuance of a grading permit The proposed project will not significantly change the quantity of ground water through direct additions or withdrawals, since the project description does not include improvements that would change ground water through these methods. The rate of flow or quality of groundwater is also not anticipated to change as a result of this project. Analysis of Significance: Less than significant V. AIR QUALITY The proposed project would generate approximately 186 average daily automobile trips. Emissions from the trips generated would produce less than 10 Ibs'/day of emissions. Based on the San Luis Obispo County Air Pollution Control District (SLO APCD) emission thresholds, the proposed project would not have a significant adverse impact on air quality. Analysis of Significance: Less than significant Dust generated by the development activities shall be kept to a minimum with a goal of retaining dust on the site. The dust control measures listed below shall be followed during construction of the project, and shall be shown on grading and building plans: Analysis of Significance: Less than significant Mitigation Measures: 4. During clearing, grading, earth moving, excavation, or transportation of cut or fill materials, water trucks or sprinkler systems are to be used to prevent dust from leaving the site and to create a crust after each day's activities cease. 5. During construction, water trucks or sprinkler systems shall be used to keep all areas of vehicle movement damp enough to prevent dust from leaving the site. At a minimum, this would include wetting down such areas in the later morning and after work is completed for the day and whenever wind exceeds 15 miles per hour. 6. Soil stockpiled for more than two days shall be covered, kept moist, or treated with soil binders to prevent dust generation. Monitoring: Review of grading and building plans and site inspections Responsible Department: The Public Works and Building and Fire Departments shall inspect plans, and the Community Development Department shall spot check in the field Timeframe: Prior to issuance of grading permit V. TRANSPORT A TION/CIRCULA TION The City Council has determined that proposed discretionary projects contributing to, or causing independently, the level of service on any roadway segment or any intersection to fall below a level of service "C" without incorporating any tangible mitigation into the project shall be considered a significant impact. "Tangible mitigation" refers to improvements that have been determined to mitigate traffic impacts and that are scheduled to commence within two (2) years or less of the completion of the proposed project. A trip generation and distribution study was conducted for the proposed project. Attention was given to the impacts this project would have on the Brisco Road/Highway 1 01 interchange, currently operating less than a level of service "C". The study is included as Attachment A for reference. Based on trip generation rates described by the Institute of Transportation Engineers UTE) Trip Generation Reference, the project would be expected to generate 186 daily trips, with 11 PM peak hour trips. With respect to the Brisco Road/Highway 101 interchange, the study concluded that the amount of traffic that could potentially use that interchange would be technically immeasurable and would not regularly occur on a daily basis. The study further concludes that all of the surrounding intersections and roadways have sufficient capacity to accommodate the project traffic. The increased vehicle trips is therefore not anticipated to have a significant impact on existing levels of service on the Brisco Road/Highway 101 interchange, or on other surrounding intersections. However, the applicant shall pay the City's Traffic and Signalization Impact fee (based on the adopted fee at the time of building permit issuance). Analysis of Significance: Potentially significant unless mitigated. Mitigation Measures: 7. The applicant shall pay the City's Traffic and Signalization Impact fees prior to issuance of building permit. Monitoring: The applicant shall pay the fees Responsible Department: Public Works Department Timeframe: Prior to issuance of building permit 8. All shift starting and ending periods will not be within the following peak-hour windows: after 7:30 a.m. or before 9 a.m.; after 4:30 p.m. or before 6 p.m. (Monday through Friday). This shall remain in effect. as long as the proposed use exists or when a signal is installed at the Camino Mercado and West Branch Street intersection. The applicant shall provide evidence to the City, including but not limited to the following: an annual letter signed by all business owners within the office complex that the non-peak work schedule is still in effect. Monitoring: The applicant shall submit annual reports Responsible Department: Community Development Department Timeframe: Quarterly reports commencing after the Certificate of Occupancy is issued VII. BIOLOGICAL RESOURCES An arborist report dated September 7, 1998 was prepared for the site and is included as Attachment B for reference. The site does not appear to contain any rare, threatened or endangered plant species. A total of seventeen (17) Coast Live Oak trees exist on the property having varying degrees of health and vigor. The arborist report recommends that seven (7) oak trees be removed. The proposed project would remove four (4) and relocate two (2) oak trees on the project site. The trees proposed for removal are either in poor health, very hazardous, or have dubious structural integrity. Analysis of Significance: Potentially significant unless mitigated Mitigation Measures: 9. The applicant shall retain an arborist during the grading and construction phases of the project. Protective fencing shall be installed around each tree to remain at the dripline, or as directed in the field by the arborist. The fencing shall be installed prior to any site clearing or grading, and shall remain in place until construction is complete, including landscaping. Weatherproof signs shall be permanently posted on the fences, stating the following: Tree Protection Zone No personnel, equipment, materials, or vehicles are allowed Do Not move or remove this fence [Name of arborist or consultant] [Name and phone number of developer or general contractor] Monitoring: Field inspection Responsible Department: Parks & Recreation, Community Development Depts. Timeframe: Prior to issuance of grading permit 10. The arborist shall mark all trees to be removed with either colored ribbon or paint. Monitoring: Field inspection Responsible Department: Parks & Recreation, Community Development Depts. Timeframe: Prior to issuance of grading permit 11. The applicant shall submit written reports prepared and signed by the arborist stating that all tree protection measures have been met per the International Society of Arborculture (lSA) Guidelines. Monitoring: Review of reports Responsible Department: Parks & Recreation, Community Development Depts. Timeframe: Reports filed on a monthly basis commencing after issuance of grading permit 12. Removal of oak trees numbered 4, 9, 14, and 16, and relocation of trees numbered 5 and 6 shall be replaced with 15 gallon Coast Live Oak trees at a 3: 1 ratio, or 18 trees total, and planted on-site. Monitoring: Review landscape plans/Field inspection Responsible Department: Parks & Recreation Department Timeframe: Prior to occupancy X. NOISE Short-term noise increases will be caused by construction of the facility. These impacts can be mitigated through limiting construction hours. No other noise sources are anticipated. XIV. ARCHAEOLOGY The archaeological surface survey prepared for the project site recommends that a monitor with knowledge of archaeological resources be present for all construction excavations. If cultural resources are encountered, then all work in the area of the find shall be suspended and the City of Arroyo Grande shall be notified. An archaeologist qualified to evaluate the find shall be contacted and an assessment completed, and, if necessary, a mitigation plan formulated and implemented. Analysis of Significance: Less than significant impact. Mitigation Measure: 13. A monitor with knowledge of archaeological resources shall be present during all construction excavation. The following note shall be placed on the grading and improvement plans for the project: "In the event that during grading, construction or development of the project, archeological resources are uncovered, all work shall be halted until the significance of the resources are determined. If human remains (burials) are encountered, the County Coroner (781-4513) shall be contacted immediately. The applicant may be required to provide archaeological studies and/or additional mitigation measures as required by the California Environmental Quality Act if archaeological resources are found on the site." Monitoring: Review of grading plans and site visits by the Public Works Inspector. Responsible Department: Public Works, Building Departments Timeframe: Prior to issuance of a grading permit and during site grading S:\Community Development Dept. - Shared\DEVELOPMENT REVIEw\CUP\Camino Mercado - Kolbo\lnitial Study.doc 7/' ATTACHMENT A R R M DESIGN G R 0 U P December 20, 1999 Ms. Kelly Heffernon Planner City of Arroyo Grande 215 East Branch Street Arroyo Grande, CA 93420 Re: Resume processing of CUP Dear Kelly: On behalf of my client, Mr. Phil Kolbo, we request that you schedule this project for the next available Planning Commission hearing. Please let me know if there is additional infonnation you will need to accommodate our request. . Development of this office complex within the City of Arroyo Grande satisfies several previously stated goals for this community. Mr. and Mrs. Kolbo selected this site for their business and this 'community for their residence because they share many of the same "quality of life" values, which have been promoted by the Council and Planning Staff. This project will attract the type of high-tech businesses this community both wants and needs. Throughout the Pre-application process this project has received encouragement and support from the reviewmg bodies' and" recently received a 5-0 vote in favor of approval by the ARC in the CUP application process. The City Councils' 9/29/99 directive has effectively stopped the processing of this application. This . . directive appears to circumvent the intent of CEQA regulations intended to provide municipalities with a means to finance needed improvements to infrastructure, without over-burdening individual projects with a disproportionate share of the costs. We have studied the directive and the methodology stipulated by Council to continue processing projects in the interim 120-day period. This project as proposed, with the following mitigation, does not adversely impact the traffic conditions the Council seeks to address. We have prepared the following measures for consideration by City Staff, Planning Commission and the Council. . ~ Attached please find a trnffic analysis prepared by Penfield & Smith Traffic Engineers, that identifies the number of Average Daily Trips (ADT) generated from this development and the distribution of these trips within the vicinity. Upon review you can see that the number of these trips is far below any significant levels and none of the newly generated trips cause any roadway segment or intersection to fall below level of service. '"C." The factors noted below demonstrate the limited impact arising from this project and should be considered during this approval process. 1. FlexTime Business Operation Hours- 7 im.. to 7 p.rn. wil) be established for businesses at this location to alleviate peak-hour trips: Additionally, Mr. Kolbo's business facilitates telecommutin~' among certain employees, further elimiriating certain traffic impacts. ... -....' ._--" ,.,..-, ., .,. -.." ';'~ . ... ~ ... -- J -.- ~ rr' Ms. Kelly Heffernon Page 2 December 20, 1999 2. Jobs/Housing Balance - The type of professional businesses anticipated in this development provide "Head of Household" income. which can be logically expected to originate from within this community. Mr. Kolbo, in-fact lives within a reasonable walking or cycling distance from this site. Bicycle commuting will be facilitated and encouraged among employees of all tenants. 3. Pass-By Deliveries - Delivery services anticipated for the business uses proposed will be provided by overnight parcel camers (upS/FED-EXlUS ~), already servicing existing businesses in the area and will not contribute additional trips to the impacted intersections. 4. Less Intense Use - The proposed intensity of development is significantly less tha.'1 the all0waole development as specified in the Oak Park Acres Planned Development (PD-!.!). Given the constraints of this site a more aggressive approach could easily yield 15.000 sJ. of office development. As proposed the developed project site coverage is only 7,690 sJ. or 13% coverage. considerably less than the 50% site coverage allowed in the zoning code. This is an important distinction to note, since cumulative impact models typically assess the allowed levels of development of use which can be much higher than build-out. The net impact of this project when combined with the proposed measures has little or no impact upon the traffic issues currently being addressed by the City Council. Furthennore. we believe that this project even surpasses the spirit and intent of the City Councils' directive to satisfy the need for '.tangible mitigation" . Thank you for your prompt attention to this matter. We look forward to moving this project toward approval. Best Regards, ~ Enclosure Penfield {lSmith ENGINEERS . SURVEYORS 101 EAST VICTORIA STREET 2051 NORTH SOLAR DRIVE P.O. BOX 98 SUITE 225 SANTA BARBARA. CALIFORNIA 93102 OXNARD. CALIFORNIA 93030 805-963-9532 . FAX 805-966-9801 805-983-7499 . FAX 805-983-1826 W.O. 13,634.01 December 16, 1999 Mr. Tony Keith RRM Design Group 3701 South Higuera Street San Luis Obispo, CA 93401 SUBJECT: Kolbo Office Project, Arroyo Grande Dear Mr. Keith: Penfield & Smith (P&S) is pleased to submit this letter report to you for the subject project. It is our understanding that Phil and Christy Kolbo are planning to develop a property fronting Camino Mercado in the City of Arroyo Grande. The project consists of a 7,690 square feet of professional office building. The project is located on Camino Mercado, between W. Branch Street and Rancho Parkway. The scope of this letter report is to estimate the trip generation for the project and assign the project trips to the local street system. Trip Generation For the proposed zoning designation, the land use code in the Institute of Transportation Engineers (ITE) Trip Generation Reference, 6th Edition, that most closely matches is the General Office Building code. Based on the trip generation rates described by ITE, the project would be expected to generate 186 daily trips, with 11 PM peak hour trips. Using the standard general office building factors during the PM peak hour, 2 trips would be oriented toward the site, with 9 trips leaving the site. The ITE reference provides a good estimate of a typical office trip characteristics. These characteristics include limited use of alternative transportation modes, 8 AM - 5 PM work days, etc. However, the project applicant office operation is by nature not a typical office. The hours of operation for businesses within this project are 7 AM - 7 PM. Additionally, the-proposed use of the Kolbo Office Building utilizes many forms of alternative transportation systems including telecommuting and cycling. The combination of these peak hour traffic reducing features. result in the reduction of the standard peak hour traffic volumes. Trip Distribution The primary interchange for project traffic to access the regional road system is the Camino Mercado /W. Branch Street/Highway 101 ramps for northbound traffic. The P&'S - Mr. Tony Keith December 16, 1999 Page 2 primary interchange for southbound traffic would be the Oak Park Boulevard ramps. Based our experience in the City of Arroyo Grande, the project traffic was assigned to the local road system in the following manner. The project trips are graphically depicted on Exhibit 1. 40% northwest on US 10 1 30% southeast on US 101 15% south on Oak Park Boulevard 15% north on Rancho Parkway The majority of the freeway oriented traffic for this project is assumed to use the Camino Mercado/W. Branch Street/Highway 101 ramps or the Oak Park Boulevard/ Highway 101 ramps. In general, the road system has sufficient capacity to absorb the added traffic from.the proposed project. For small projects, it is difficult to estimate the travel patterns (trip distribution with less than 5 peak hour trips). Distribution of traffic flows at that level (less than 5 trips) cannot be reliably made with certainty and is beyond that which is reasonable traffic engineering practice. Therefore for this project, the assignment of measurable project traffic beyond the W. Branch Str~et intersections at Camino Mercado and Rancho Parkway is. not technically reliable. With respect to the Brisco Road interchange, the project has the potential to contribute, traffic during some peak hours, on some day, on an infrequent basis. However, the amount of traffic that could potentially use the Brisco Road interchange is technically immeasurable and would not regularly occur on a daily basis. Conclusion The Kolbo Office Project could generate up to 186 daily trips, including 11 during the PM peak hour. All of the surrounding intersections and roadways have sufficient capacity to accommodate the project traffic. Thank you for your consideration of Penfield & Smith for this project. Very truly yours, PENFIELD & SMITH -, ~ I" St n. Oros, .E., P.T.O.E. Principal Traffic ngineer Attachment p&s I & ~ ~ ~ @ i, ~ ~ f:j 9 ~ @ ... OAK P AR'I< ... ... .... .... .... " S ------ ~ 0 r- ~ ~9. ~~ o -a t'f\ ~ -\ j) ~~~~ . ~O~S S~(') ~ A TT ACHMENT B Dave's Tree Serv~ce 625 Jameson Ct. Arroyo Grande, Ca.. 93420 ,(8Q5)481-1038 Se9tembe!:' 7, 1998 Kolbo project 500 Block of C~~o Me!:'cado AJ:royo Grande, c..~ . There are 17 Coast Live O~<S, Querc~s acrrifolia, on this site. They have been numbered 1-17. The tags are located on the north side of the trees at 5'-0' above grade. There a.re J sapling oa.k.s on the b~~ below Tree #2. There are also seve:=al small Mon~erey Cypress, CUDres S';J.S ::nacrcca.:..-oa, along Camino Mercado. The dbh, diameter at breast height, is given. Dbh is 4.5' above grade Ilnless otherllise noted. Approximate height and spread are given. . Leaf color, vigor and canopy density are listed.. Thesa factors' are indicators of tree health. . Trees may be heal thy but have gear st..-uctnre. Condition t~'<es into consideration the health and. st=ucture of the trees. The presence of decay can wea..tcen the st...-ucture of the tree deDending on its lecation. The presence 'of old wounds generally izldicata deca.y even if they are clased. The amount and degree of decay 9resent and its affect on the structure at the tree ( roots, t...-"1lD.k and li.mbs) is difficult to assess. This report dces not necessar-i i y cont~; rt all. the problems (decay, broken or cracked limbs, insect i!tfestations, ate. ) associated -N.ith the oaks on ~~~~ lot. These t=ees ~Nere exami.ned o:rf-suallv f::om the cr=ound. ~any d.efe~..s may be - . - - , - internal, on the top of limbs, high in the cano9Y and otherNise undetectable. Trees "::'.1 #9, #14: and #16 are recommended for removal. 11"., Trees #2, #3 a..t1d #10 are listed as candidates for removal. They can be saved with pruning and limb sup9orts. Traffic should be ke9t out from under these trees. 'T'-QO ~1 .....J..__ i'r_ dbh 16" leaf color geod vigor fair canoovdens i tv SO!5-60!5 '-. - condition good height 18 ' suread 18 ' There 1.5 a small cavity at the base of the tree on t.b.e north side. This tree leans to the southwest at 30e::. Tree #2 dbh /L.1" a i ..., - . " _..::1 leaf color good vigor fai.!:' canopy density 35%+ condition gear height 35 ' -40 ' spread 55 ' The canopy appears to ceme from suc.rcers for:ned from old pruning cuts off the pri.mary limbs at 8' -10 ' above grade. There is extensive decay .in. all the old cuts. There is a clwng of mistletoe on the a.or-...l1ern perimeter of the canopy. The main "t.!..-un..ic growing toward the interior of the CCIIlQlex should be removed. The back prblary limbs shoul.dbe supgorted. Traffic should be ke9t from tmder this tree. This tree is a. candidate for remcva.1. Z Tree #3 dbh 26.85", 18.55"', 15 .7" leaf color fai.= vigor 900r canopy density 45%-50% condition poor height 35'-40' spread 50' The 26.85" t::un..ic has e:ctensive decay at the end of the trunk. This is where 2 9r~f scaffold branches originate. The Qpright limb gre~-ng toward the interior of the complex should be removed. The horizonta.l limb should be reduced and supported. The 15.7" trunk lost a large limb. There is e:ttensive decay at this site. The end weight iJ1tlst be reduced. T~affic should be kept from under this tree. This t=:e is a. candidate fer rsm.ova.l. 'T'-:-i::IQ ~~ -- -- .,.,.- dbh 1'5 . 5 " leaf color fa.i.= vigor fa.i.= canopy density 25 %+ condition fair height 15 ' spread 25 ' This tree has fallen over and should be removed. Tree #5 dbh 17.9" ~ 2.5' leaf color good vigor goed canopy density 75% condition good height 30 t spread 30' There are many old 'WOunds locat-ad around the base of the tree. The 9resence of internal decay er--ending into the trJ.nk and roots is 1~ot:e17. ~ Tree #6 dbh 12.1", 10.7", 6.5" ~ 8" leaf color good vigor excellent canopy density 100% condition goed height 15 ' spre'ad ?-, - I This tree is receiving supplemental ir::iqation from the motels' landscape. There are several old wounds at the base of the tree. Tree #:7 dbh T7 ,... --. - leaf color f.:J'; -r- vigor crcod .. canopy density 45%-50% condition f~i ~ height 20' -25 ' spread 21' This tree is receivincr sutJOlementa..l iI:rigati an f=cm the ~ -- motels" landscape. . The 3 gri.!I1a.ry scaffold branches arise at. the same pobt on the trunk. There is a mark that looks l~re the base of the limb to' the !lor---h. was girdled.. The smal.ler of the -r-aree limbs has inclu.ded. bar~~_ There are several old wounds at the base. Tree #8 dbh 1- 1... ;:)... leaf calor good vigor gaed canopy density 60%-65% condition fa-i~ height 25 t spread 25 t This tree is receivina sUDDlementa.l .L""7i.cration on the ~ _ _ J outside af the no~he-.~ gort.ion of the dripl.i:le. t T",o/O additional trunks have been removed. There is a line of cankers eAtend~~g up the south side of the tru~~ to 8'+. Tree #9 dbh 2.0.1" leaf color faiz vigor poor can09Y density 15% condition poor height 35 ' spread 2S' There are several co~~s (fungal fruiting str~ctures) e~tending f~om the base of the t=ee to 8"=. The enti=e lower trunk is decayed. This tree needs to be removed.. Tree #10 dbh 22 .3" :! 2' leaf color geed vigor excellent canopy density geod condition pear height 35'-4.0' spread 3.0 ' This tree has lest a prima-ry scaffold limb on the scuth side. There is extensive internal decay associated 'rith this wound. A tr~!1_~ '.vas removed on the east side. This tree '..ri 1.1 require a StlIJ90rt en the main l.imb toward the interior of the c01I191ex. This limb 'Hill also havE: to be reduced. T~affic should be kegc from WIder this tree. This t=ee is a candidate for removal. '" Tree #11 dbh 7.7" leaf color good vigor poor canopy density 85%-90% cond.ition fair height 12 ' spread 10 ' Tree #12 dbh 14:.9" leaf color fair vigor fair canopy density 70%-75% condition fair height: 25 ' spread 25 ' There is an old wound at the base of the tree 9a=allel with the trunk. Tree #13 dbh 35.811' @ 2 -, ..') leaf color fair viger fair canopy density 50%:: condition fair height 40'-45' spread 50' The trQ~~ s~lits T~to 2 or~v limbs. Both o~ these have .. -.- large cavities. The largest 1..:b1b leans at a'Qproximately 4:5Q. This leaner 'Nill need to be 3illJ'9or-t-Sd. ~a.ffic should be kept from under this tree. Tree #14 dbh 25.8'" @ 3 -, ..:1 leaf color good ~Tigor good canopy density 90% cona~t.~on poor height. 25 ' suread 30 ' ~ This tree splits L~to 2 orimarv limbs. There is decav at .. - - the bas~ of both 0: these limbs. The ~9right limb has a cavity at the base and another 3' ~D. The horizontal limb has extensive decay on the tog where i- -'- comes of: the trunk. Thera 1.S ~ h;crh orobabi1:.v -hat -hiS -rQ~ w~ll ~a:T -.. _ 4o..J.. ~.. __~'- _ '- '- _ '- __ ___..:....:...- . J.I.. should be removed. Tree #15 dbh 22.8", 17.4" leaf color fa.ir vigor f a.ir canopy density 40%-45% condition ~::a-!~ --- height 5 0 ' --5 a ' spread 45'-50' There is a...'1 old r,yound at the base of the 22.3" trun.<. ~ trunk has been removed on this side. There is a. seam. bet",yeen the 2 trunks. A cable shou.ld ce installed to help support the 17.4" ~-nnk~ Tree #16 dbh 32 . 3 ,." leaf color fair vigor good canopy density 50%--55% condition fair height 40'45' spread 30' '!'he trunk leans at approximately 300. There THaS a la!:ge l...imb removed at 4' above grade. '~here is axtensi'7e decay at tb.i.s site and a cavity which er....snds down into the trunk. It lost a limb at 5' above grade on the south side. There ~s a cavity' at this site which e:t't.ends into the main t...-m.k. All 4. of the main pri.ma.ry Limbs arise in. t~; 5 area af the t.::unk . T"tlO of the primary l.imbs have includ.ed bark. , . Due to the lean, decay and weak bra.c.chinq Qattern I would recommend removal of t!:tis tree. Tree #17 dbh 23.3d leaf color f~ir vigor good canopy density 55%-70% condition good height 50' sprea.d 45' Dave Raa ~~ ~ - ~ o ",. II I I ; !. ! : <, ' , .'1 I.~ . :J. I I. " ";'ff' I: f , f 1- .. . . , ", I I f _ ! . l' I I ; I //~i [r' , j I 1../1 I 'I~~~ / \.,.. : J IJ ,/ I ! 'I I f.-to I ~ I I 'i I : . .. I . , " .. - , I _. 1-, ,. -:::---rs-_ ::\ - ::::- ~ -- ~ , , ~' ( 't . . .'\. \ ! ''''..) \ -: \ /' \. '\.' ~;)'. { ~ . '. ~ I . . , . l. >:-' .; ~ , . . ..... ' .~ . \ .. \ .' > ...... "---. .- . - ." -" ' ~ i .. . - ; i A TT ACHMENT 6 NOTICE OF DETERMINATION To: D Office of Planning and Research From: City Of Arroyo Grande 1 400 Tenth Street P.O. Box 550 Sacramento, CA 95814 Arroyo Grande, CA 93421 Q.( D County Clerk of the Board of Supervisors County of San Luis Obispo 1144 Monterey Street, Suite C San Luis Obispo, CA 93408 PROJECT TITLE AND NUMBER: Conditional Use Permit No. 99-009 PROJECT CONTACT PERSON: TELEPHONE NUMBER: Kelly Heffernon, Associate Planner (805) 473-5420 PROJECT LOCATION: North Side of Camino Mercado (APN 007-771-073) PROJECT DESCRIPTION: Construction of a single story, 7,690 square foot office/professional building. STATE CLEARINGHOUSE NUMBER (if applicable): This is to advise that the City of Arroyo Grande City Council approved the above- described project on October 19, 1999 and made the following determinations: D A Negative Declaration was prepared for this project pursuant to the provisions for CEOA. D An Environmental Impact Report was prepared for this project pursuant to the provisions for CEOA. D A Categorical Exemption per CEOA Guidelines Mitigation measures XX were were not made a condition of project approval. - The project, in its approved form, _will XX_will not have a significant effect on the environment. A statement of overriding considerations _ was _XX_was not adopted for this project. A copy of the project approval may be examined at the City of Arroyo Grande, 214 East Branch Street, Arroyo Grande, CA 93420. SIGNA TURE: DATE RECEIVED FOR FILING: TITLE: COMMUNITY DEVELOPMENT DIRECTOR DATE: February 9, 2000 SAC Meeting Notes A TT ACHMENT 7 August 3, 1999 Page 2 B. 1. Applicant: 'Phil and Cristy KolboNRS Marketing 2. Representative: RRM Design Group 3. Case Number: Conditional Use Permit 99-008 4. Proposal: The applicant is proposing to construct a single story, 7,690 square foot office/professional building for a research and development facility on a 1.34 acre parcel. 5. Location: Camino Mercado Kelly Heffernon, Community Development Department, gave a brief explanation of, the project to the Committee. Dan Hernandez, Parks and Recreation stated that the applicant had done a very good job of saving and protecting the Oak trees on the property. He questioned some of the parking spaces that were close to the trees and stated that he would like the roots protected. Terry Fibich, Fire Department asked if the building was going to have a sprinkler system installed? He stated that it was not a requirement but it would be important to do. If the applicant had two (2) hydrants to service the building it would not need to have a sprinkling system but if there was only one (1) hydrant it would. Mr. Kolbo replied that he would install fire sprinklers because of the open space at the back of the building and the potential fire danger. Police Department - No comments. Larry Schmidt, Building Department, had the following comments and concerns: . The applicant can reduce the need for fire flow by 75% if the building is sprinkled. . The applicable fees will be charged with one exception; there is no water lateral which would result in higher fees if the applicant chooses to have the City install it for him. . The handicapped ramp protrudes out into the loading area of the handicapped parking space. This will have to be moved so that the "ramp" itself is on the sidewalk. Craig Campbell, Public Works, has the following comments and concerns: Site Plan revisions to include: . All improvements within the public right-of-way, including plan and profile drawings. . Show location of all existing utilities. . Clarify raised deck vs. at-grade vs. cantilevered floor (show cross-section or elevation) . 1. The deck needs to have a sturdy railing. 2. There should be a railing or visual barrier at 30 inches from the edge of parking lot. 3. Mr. Campbell stated that shared driveway access with the neighboring property would be good. He will look into this to see if it is feasible or not. 4. The applicant should put in a new fire hydrant with new water line and 15 feet of hydrant connection. 5. The applicant should construct a new curb, gutter, and sidewalk along the property frontage and connect it to the existing ones on the west end of the project. The SAC suggested that the applicant have their landscape and irrigation plans done before they present their project to the Planning Commission. 2 Notes for ARC Meeting ATTACHMENT 8 September 13, 1999 Page 3 of 1 2 B. Applicant: Phil & Kristy KolboNRS Marking Representative: RRM Design Group, Tony Keith Case Number: Conditional Use Permit 99-009 Proposal: The applicant proposes to construct a single story, 7,690 square foot office/professional building for a research and development facility on a 1.34-acre parcel. Location: Camino Mercado Kelly Heffernon explained to the Committee that this project had been all the way to the Planning Commission as a Pre-application and the Conditional Use Permit is now following right behind. The Planning Commission thought that the design and the incorporation of the building with the Oak trees in the natural terrain was done very well. The Planning Commission comments of particular concern were with regard to the parking. They were quite adamant about not allowing compact parking spaces, even if it meant saving some Oak trees or further protecting the root zone area. Therefore, the site plan needed to be modified to show the 31 parking spaces as standard size. Other than this, there were some minor discussions about the wood siding. RRM set up some color boards for the Committee to see. Tony Keith, from RRM, said they had addressed the comments from the last Planning Commission hearing which were the preservation of Oaks trees and the abandonment of any compact parking spaces. He said previously there were 14 compact parking spaces and 20 standard. He told the Committee that the red outlining overlay showed they had eliminated 4 parking spaces, and said there is an existing Oak tree (not shown) that they have saved as directed by the Planning Commission. We have also widened a turnout so that a 35- foot turning radius has been achieved for the Fire Department. He also explained to the Committee how they had eliminated the compact spaces and had achieved 31 standard parking spaces. He said they would also be installing some permeable paving where the drip line extends out into the existing paving so that the Oak tree can be left in place and saved. There would have to be some hand root pruning around the edge of the Oak tree as there is some encroachment vertically to this tree. One of the other comments from the Planning Commission was the concern about access coming out through a standard driveway. Tony Keith, said that they had brought back an expanded color board exhibit to show the North and West elevations as requested. They discussed horizontal wood siding elements, and have changed the note on the material to show non-combustible material. They haven't done product research, but there are several materials that have the textured effect of wood and still have the fire resistance of cement. Warren Hoag asked if this material would be less likely to stain from sprinkler overspray? Tony Keith said that any material would be subject to staining from sprinkler overspray, but this will be much less porous than wood. They would have to make sure that the sprinkler system was properly set. Notes for ARC Meeting September 13, 1999 Page 4 of 1 2 David Sachson said he thought there was an error on Page 2, first paragraph, Attachment I, where it states lithe proposed building coverage is 1.3%". Kelly Heffernon said this is a typo and it should be 1 3 %. David Sachson asked what the construction type of the building was with regard to the wood siding, and if it precluded the use of combustible material on the exterior of the building? The concern of the Planning Commission was of flame spread and fire coming up the hillside and having a combustible material on the side of the building. David Sachson then asked if it was a Type 5 non-rated building? Tony Keith said it was. Warren Hoag asked what the "T" on the last space was on the plan. Tony Keith said it was for the trash enclosure. Kelly asked if it was large enough for the enclosure? Tony Keith said he would check it out. . Warren Hoag said he liked the architecture of the building a lot and that it was probably a good move to go to the simulated wood for the reasons the Planning Commission pointed out and also for maintenance. David Sachson said he had a general question that also applied to this project. He went on to say that the ARC had seen other projects where the final architecture had objects sticking above the roof line that had not been previously shown on the preliminary or schematic elevations. He then asked how the Committee could be assured that roof top units would not be visible above the top of the parapet lines? He said the reason he was asking is that seeing roof top equipment sticking up above the parapet line does effect design appearance, and if something is going to be there the Committee should be able to see it. Kelly Heffernon said that projects could be conditioned to cover this situation. After some discussion Warren Hoag suggested that a condition be added saying that any visible rooftop equipment shall be screened and approved by the Community Development Director, and then if there was a problem it could then be brought back to the ARC. David Sachson made a motion, and Chet Kielan seconded, to approve the project as proposed with the condition that if the roof top equipment is above any of the parapets or ridges it shall be compatible with the building and subject to the approval of the Community Development Director. AYES: 5 NOES: 0 PRESENT: 5 Kelly Heffernon explained to the applicant that this project will be going next to the Planning Commission and that there is an issue going before the City Council on September 28, 1999 regarding traffic. Since this is near the Brisco/101 interchange we need to wait until a decision has been made with the City Council and the applicant may like to check in with Planning with regard to the decision. 9.a MEMORANDUM TO: CITY COUNCIL FROM: LYNDA K. SNODGRASS, DIRECTOR OF FINANCIAL SERVICES~ SUBJECT: CASH DISBURSEMENT RA TIFICA TION DA TE: FEBRUARY 8, 2000 RECOMMENDA TION: It is recommended the City Council ratify the attached listing of cash disbursements for the period January 16 - January 31, 2000. FUNDING: There is a $536,089.94 fiscal impact. DISCUSSION: The attached listing represents the cash disbursements required of normal and usual operations. It is requested that the City Council approve these payments. ATTACHMENTS: ATTACHMENT A - Cash Disbursement Listing ATTACHMENT B - January 21,2000 Accounts Payable Check Register ATTACHMENT C - January 21,2000 Payroll Vacation/Annual Leave Pay Checks ATTACHMENT D - January 28,2000 Accounts Payable Check Register ATTACHMENT E - January 28,2000 Payroll Checks and Benefit Checks ATTACHMENT A CITY OF ARROYO GRANDE CASH DISBURSEMENTS 70Jl. tk 'PeJUod 05 ~ 16 7~ ~ 31, 2000 " , "" ' "",",', ,~, """ ' February 8, 2000 Presented are the cash disbursements issued by the Department of Financial Services for the period January 16 to January 31, 2000. Shown are cash disbursements by week of occurrence and type of payment. WEEK TYPE OF PAYMENT SCHEDULE AMOUNT January 21, 2000 Accounts Payable Cks 93918-94006 B 347,583.53 Less Payroll Transfer in previous Attachment E (195,547.69) Payroll Vacationj Annual Leave Pay Checks C 47,666.47 199,702.31 January 28, 2000 Accounts Payable Cks 94007-94079 D 156,644.24 Less Payroll Transfer previous Attachment C (47,666.47) Payroll Checks and Benefit Checks E 227,409.86 336,387.63 Two Week Total $ 536,089.94 CITY OF ARROYO GRANDE INDEX FOR BUDGET DEPARTMENTS EDEN COMPUTER SYSTEM GENERAL FUND (010) SPECIAL REVENUE FUNDS City Government (Fund 010) Park Development Fee Fund (Fund 213) 4001 - City Council 4550 - Park Development Fee 4002 - City Clerk Traffic Signal Fund (Fund 222) 4003 - City Attorney 4501 - Traffic Fund 4101 - City Manager Transportation Fund (Fund 225) 4102 - Printing/Duplicating 4553 - Public Transit System 4120 - Financial Services Construction Tax Fund (Fund 230) 4121 - Taxes/ Insurance/ Bonds 4556 - Construction Tax 4130 - Community Development Police Grant Fund (Fund 271) 4131 - Community Building (CDBG) 4202 - State AB3229 Cops Grant 4140 - Management Information System 4203 - Federal COPS Hiring Grant 4145 - Non Departmental 4204 - Federal Local Law Enforcement Public Safety (Fund 010) 4201 - Police ENTERPRISE FUNDS 4211 - Fire Sewer Fund (Fund 612) 4212 - Building & Safety 4610 - Sewer Maintenance 4213 - Government Buildings Water Fund (Fund 640) Public Works (Fund 010) 4710 - Water Administration 4301 - Public Works-Admin & Engineering 4711 - Water Production 4303 - Street/Bridge Maintenance 4712 - Water Distribution 4304 - Street Lighting Lopez Administration (Fund 641) 4305 - Automotive Shop 4750 - Lopez Administration Parks & Recreation (Fund 010) 4420 - Parks CAPITAL IMPROVEMENT PROGRAMS 4421 - Recreation 5501-5599 - Park Projects 4422 - General Recreation 5601-5699 - Streets Projects 4423 - Pre-School Program 5701-5799 - Drainage Projects 4424 - Recreation-Special Programs 5801-5899 - Water/Sewer/Street Projects 4425 - Children in Motion 5901-5999 - Water Projects 4430 - Soto Sport Complex 4460 - Parkway Maintenance Dept. Index for Councilxls ATTAcrnlliNT B VOUCHRE2 CITY OF ARROYO GRANDE PAGE 1 01/19/00 14:33 VOUCHER/CHECK REGISTER FOR PERIOD 20 VOUCHER/ CHECK CHECK VENDOR VENDOR ITEM ACCOUNT ITEM CHECK NUMBER DATE NUMBER NAME DESCRIPTION NUMBER AMOUNT AMOUNT 199 01/12/00 101569 CSMFO 99 CSMFO BUDGET AWARDS PROGRAM 010.4120.5303 25.00 25.00 200 01/13/00 005616 CITY OF ARROYO GRANDE GA.REIMB 1-1-2000 UNIFORMS 011.0000.1015 15,605.24 200 01/13/00 005616 CITY OF ARROYO GRANDE G.A.REIMB 1-06-2000 PR 011.0000.1015 179,942.45 195,547.69 201 01/13/00 081072 SO. CALIF. JUVENILE OFF.A REGIS-RICHARD CHECANSKY 010.4201. 5501 35.00 35.00 202 01/13/00 088218 UNITED STATES POSTMASTE NEWSLETTER POSTAGE 010.4002.5201 901.78 901.78 93918 01/21/00 000234 A & R WELDING SUPPLY OXY/ACET GASES 010.4305.5303 14.00 14.00 93919 01/21/00 000468 A T & T-L/DIST SVC. DATA LINE 010.4140.5303 158.03 158.03 93920 01/21/00 000898 ADDICfION MEDICINE CONS PRE-EMPLOY PHYSICAL-ALARCON 010.4425.5315 90.00 93920 01/21/00 000898 ADDICfION MEDICINE CONS PRE-EMPLOY-STEFFAN 010.4211.5315 45.00 93920 01/21/00 000898 ADDICTION MEDICINE CONS PRE-EMPLOY-MURRAY 010.4301. 5315 45.00 180.00 93921 01/21/00 101338 AIRTOUCH PAGING PAGER SVCS 010.4211.5403 95.45 95.45 93922 01/21/00 002340 JOHN ALLEN REGIS-TRAUMA OF L.E.DEATH 010.4201. 5501 138.00 138.00 93923 01/21/00 003042 AMERICAN EQUIPMENT SVCS DUMP BIN 010.4213.5604 1,000.00 1,000.00 93924 01/21/00 003120 AMERICAN INDUSTRIAL SUP WORK GLOVES/SAFETY GLASSES 612.4610.5255 126.13 93924 01/21/00 003120 AMERICAN INDUSTRIAL SUP WORK GLOVES/SAFETY GLASSES 640.4712.5255 126.12 93924 01/21/00 003120 AMERICAN INDUSTRIAL SUP RESPONDER FIRST AID KIT 010.4201.5272 94.11 346.36 93925 01/21/00 100897 AMERICAN TEMPS DELGADO SVCS-1/9 220.4303.5303 608.00 93925 01/21/00 100897 AMERICAN TEMPS WILLOUGHBY SVCS-12/30 010.4120.5303 527.52 93925 01/21/00 100897 AMERICAN TEMPS WILLOUGHBY SVCS TO 1-9-00 010.4120.5303 753.60 1,889.12 93926 01/21/00 004914 APEX SHARPENING WORKS 4 COMBO WRENCH 010.4211. 5273 27.67 93926 01/21/00 004914 APEX SHARPENING WORKS OIL/GASKETS 010.4211.5603 61. 24 88.91 93927 01/21/00 005070 APPLIED DEVELOP.ECONOMI FINAL-SMALL BUSINESS ASSOC 010.4130.5392 9,375.19 9,375.19 93928 01/21/00 006006 ARROYO GRANDE FLOWER SH FLORAL ARRANGEMENT-S.PAYNE 010.4001. 5504 53.62 93928 01/21/00 006006 ARROYO GRANDE FLOWER SH FLOWERS-ANDERSON/TOBER 010.4201. 5504 94.38 93928 01/21/00 006006 ARROYO GRANDE FLOWER SH FLORAL ARRANGE-MILLER/SMITH 010.4001. 5504 85.80 93928 01/21/00 006006 ARROYO GRANDE FLOWER SH GIFTWARE-P&R 010.4421. 5501 39.39 273.19 93929 01/21/00 101044 CITY OF ARROYO GRANDE CASH SHORT 010.0000.4801 5.27 93929 01/21/00 101044 CITY OF ARROYO GRANDE EXPRESS MAIL 284.4103.5201 15.75 93929 01/21/00 101044 CITY OF ARROYO GRANDE PHOTO PROCESSING 010.4130.5201 10.18 93929 01/21/00 101044 CITY OF ARROYO GRANDE REIMB. MILEAGE 612.4610.5501 12.80 93929 01/21/00 101044 CITY OF ARROYO GRANDE KITCHEN SUPPLIES 010.4101. 5201 18.64 93929 01/21/00 101044 CITY OF ARROYO GRANDE EXPRESS MAIL 010.4101. 5201 11.75 93929 01/21/00 101044 CITY OF ARROYO GRANDE LOCC POLICY MEETING 010.4001. 5501 44.00 93929 01/21/00 101044 CITY OF ARROYO GRANDE PHOTO PROCESSING 010.4130.5201 20.70 93929 01/21/00 101044 CITY OF ARROYO GRANDE OFFICE SUPPLIES 010.4301. 5201 5.99 93929 01/21/00 101044 CITY OF ARROYO GRANDE T.C.MILEAGE REIMB 010.4301. 5608 5.89 VOUCHRE2 CITY OF ARROYO GRANDE PAGE 2 01/19/00 14:33 VOUCHER/CHECK REGISTER FOR PERIOD 20 VOUCHER/ CHECK CHECK VENDOR VENDOR ITEM ACCOUNT ITEM CHECK NUMBER DATE NUMBER NAME DESCRIPTION NUMBER AMOUNT AMOUNT 93929 01/21/00 101044 CITY OF ARROYO GRANDE CM.SUPPLIES 010.4101.5201 35.33 93929 01/21/00 101044 CITY OF ARROYO GRANDE OFFICE SUPPLIES 010.4130.5201 20.91 93929 01/21/00 101044 CITY OF ARROYO GRANDE APWA MEETING SUPPLIES 010.4301.5501 14.00 93929 01/21/00 101044 CITY OF ARROYO GRANDE CSFMO MEETING SUPPLIES 010.4120.5501 22.86 244.07 93930 01/21/00 007722 AVILA SIGN & DESIGN SIGN-COUNCIL CHAMBER DOOR 010.4213.5604 149.18 149.18 93931 01/21/00 100069 MARY BASSETT CAKE-CM FAREWELL 010.4101.5201 68.95 68.95 93932 01/21/00 012168 BOXX EXPRESS SHIPPING 010.4211.5201 7.60 93932 01/21/00 012168 BOXX EXPRESS SHIPPING 010.4211. 5201 5.43 93932 01/21/00 012168 BOXX EXPRESS SHIPPING-DEC 010.4201. 5201 146.17 159.20 93933 01/21/00 013026 BRISCO MILL & LUMBER PAINT/PAINTING SUPPLIES 010.4213.5604 69.92 93933 01/21/00 013026 BRISCO MILL & LUMBER SPONGE/CLOROX 010.4213.5604 17.34 93933 01/21/00 013026 BRISCO MILL & LUMBER CABLE TIES/BULBS 010.4201. 5604 144.67 231. 93 93934 01/21/00 021684 C.COAST RESPIRATORY OXYGEN H FILL 010.4211.5206 12.00 12.00 93935 01/21/00 017202 CA.ST.BOARD OF EQUALIZA U/GROUND FUEL STORAGE FEE 010.4305.5303 363.73 93935 01/21/00 017202 CA.ST.BOARD OF EQUALIZA DIESEL FUEL TAX 2Q-99/00 010.0000.1202 220.86 584.59 93936 01/21/00 021918 CENTRAL COAST SUPPLY WAX FOR FLOORS 010.4213.5604 92 .24 92.24 93937 01/21/00 023010 RICHARD CHECANSKY REIMB. BOOKS 010.4201. 5502 98.65 93937 01/21/00 023010 RICHARD CHECANSKY REIMB.TUITION-CHECANSKY 010.4201. 5502 825.00 923.65 93938 01/21/00 024492 COLD CANYON LAND FILL GREEN WASTE DUMP 220.4303.5307 10.00 93938 01/21/00 024492 COLD CANYON LAND FILL GREEN WASTE DUMP 220.4303.5307 10.00 20.00 93939 01/21/00 024870 COMPUSERVE INC. USER FEES-12/25/99 010.4140.5607 71.82 71. 82 93940 01/21/00 101528 COMPUTERLAND COMPUTER SUPPORT 12/17-1/16 010.4140.5303 2,325.00 2,325.00 93941 01/21/00 026286 CREEK ENVIRONMENTAL LAB WATER SAMPLES 640.4710.5310 140.00 140.00 93942 01/21/00 026754 CRYSTAL SPRINGS WATER C BOTTLED WATER 010.4421. 5201 30.00 93942 01/21/00 026754 CRYSTAL SPRINGS WATER C BOTTLED WATER 010.4130.5201 21. 67 93942 01/21/00 026754 CRYSTAL SPRINGS WATER C BOTTLED WATER 010.4101.5201 21. 67 93942 01/21/00 026754 CRYSTAL SPRINGS WATER C BOTTLED WATER 010.4120.5201 21. 66 93942 01/21/00 026754 CRYSTAL SPRINGS WATER C BOTTLED WATER 010.4301. 5201 15.00 93942 01/21/00 026754 CRYSTAL SPRINGS WATER C BOTTLED WATER 010.4212.5201 15.00 125.00 93943 01/21/00 101369 KIMBERELY DEBLAUW REIMB.BOOKS 010.42,01.5502 146.73 93943 01/21/00 101369 KIMBERELY DEBLAUW REIMB.TUITION 010.4201. 5502 202.00 348.73 93944 01/21/00 100896 LISA DEL VAGLIO AM/PM SNACK SUPPLIES 010.4425.5259 300.00 300.00 93945 01/21/00 029484 DIESELRO INC. REPR.PUMP 220.4303.5603 426.84 426.84 93946 01/21/00 100968 DMG-MAXIMUS PROF.SVCS-COLGAN 010.4145.5303 3,672.64 3,672.64 VOUCHRE2 CITY OF ARROYO GRANDE PAGE 3 01/19/00 14:33 VOUCHER/CHECK REGISTER FOR PERIOD 20 VOUCHER/ CHECK CHECK VENDOR VENDOR ITEM ACCOUNT ITEM CHECK NUMBER DATE NUMBER NAME DESCRIPTION NUMBER AMOUNT AMOUNT 93947 01/21/00 031942 ELECTRONIC PARTS SUPERM BATTERY 010.4211.5603 35.46 35.46 93948 01/21/00 032138 EMERGENCY MEDICAL SVCS. EMT REFRESH-RIPLEY 010.4211.5501 218.00 218.00 93949 01/21/00 100147 ENVICOM CORP. PROF.SVCS-NOV 010.4130.5303 18,444.33 93949 01/21/00 100147 ENVICOM CORP. PROF.SVCS-DEC 010.4130.5303 1,934.99 20,379.32 93950 01/21/00 033462 JOHN FERDOLAGE REGIS-TRAUMA OF L.E.DEATH 010.4201. 5501 393.48 393.48 93951 01/21/00 101379 FERGUSON ENTERPRISES,IN PVC COUPLINGS 640.4712.5610 42.90 93951 01/21/00 101379 FERGUSON ENTERPRISES,IN PVC PIPE 640.4712.5'610 157.17 200.07 93952 01/21/00 100691 FIVE CITIES-TIMES PD TPR SUBSCRIPT TO 1/01 010.4201.5503 42.00 93952 01/21/00 100691 FIVE CITIES-TIMES LEGAL-61141 010.4130.5301 81. 00 93952 01/21/00 100691 FIVE CITIES-TIMES LEGAL-61142 010.4130.5301 78.00 93952 01/21/00 100691 FIVE CITIES-TIMES LEGAL-61145 010.4130.5301 66.00 267.00 93953 01/21/00 035802 FRANK'S LOCK & KEY INC WC CORRIDOR LOCK REPR. 010.4213.5604 32.12 93953 01/21/00 035802 FRANK'S LOCK & KEY INC DOOR LATCH-WC 010.4213.5604 16.46 93953 01/21/00 035802 FRANK'S LOCK & KEY INC DUP KEYS 010.4213 .5604 8.22 56.80 93954 01/21/00 101572 MICHAEL GILLIAM REF. BOOKING-GILLIAM 010.0000.4808 7.50 7.50 93955 01/21/00 038454 GRAND OFFICE SUPPLY OFFICE SUPPLIES 284.4103.5201 1.91 93955 01/21/00 038454 GRAND OFFICE SUPPLY OFFICE SUPPLIES 010.4201. 5201 505.01 93955 01/21/00 038454 GRAND OFFICE SUPPLY OFFICE SUPPLIES 010.4201.5201 44.14- 93955 01/21/00 038454 GRAND OFFICE SUPPLY OFFICE SUPPLIES 010.4002.5201 9.17 93955 01/21/00 038454 GRAND OFFICE SUPPLY OFFICE SUPPLIES 010.4120.5201 30.76 93955 01/21/00 038454 GRAND OFFICE SUPPLY OFFICE SUPPLIES 284.4103.5201 17.69 93955 01/21/00 038454 GRAND OFFICE SUPPLY OFFICE SUPPLIES 010.4120.5201 34.24 93955 01/21/00 038454 GRAND OFFICE SUPPLY OFFICE SUPPLIES 612.4610.5201 2.04 93955 01/21/00 038454 GRAND OFFICE SUPPLY OFFICE SUPPLIES 010.4120.5201 3.82 560.50 93956 01/21/00 036426 GTE WIRELESS CELL PHONE-STREETS/BATTERY 220.4303.5403 192.36 93956 01/21/00 036426 GTE WIRELESS CELL PHONE-F. CHIEF 010.4211. 5403 19.45 93956 01/21/00 036426 GTE WIRELESS CELL PHONE-AUTO 010.4305.5403 21. 97 93956 01/21/00 036426 GTE WIRELESS CELL PHONE-WATER 612.4610.5403 125.51 359.29 93957 01/21/00 101088 HANSON AGGREGATES ASPHALT 220.4303.5613 193.93 193.93 93958 01/21/00 101573 JIMMY HOLFORD REF. PARKING CITE D6359 010.0000.4203 275.00 275.00 93959 01/21/00 044772 INT'L ASSN.CHIEFS OF PO IACP RENEWAL-TERBORCH 010.4201. 5503 100.00 100.00 93960 01/21/00 045942 IRRIGATION WEST PRESSURE GUAGES/HOSE FITTINGS 640.4712.5610 57.38 57.38 93961 01/21/00 046176 J J'S FOOD COMPANY CMC CREW SUPPLIES 220.4303.5613 55.08 55.08 93962 01/21/00 046410 J.W.ENTERPRISES TOILET RENTAL 220.4303.5552 91.73 91.73 93963 01/21/00 046508 JACK'S REPAIR SERVICE LUBE/OIL/BATTERY/PLUGS 010.4201.5601 187.41 187.41 VOUCHRE2 CITY OF ARROYO GRANDE PAGE 4 01/19/00 14 :33 VOUCHER/CHECK REGISTER FOR PERIOD 20 VOUCHER/ CHECK CHECK VENDOR VENDOR ITEM ACCOUNT ITEM CHECK NUMBER DATE NUMBER NAME DESCRIPTION NUMBER AMOUNT AMOUNT 93964 01/21/00 048438 KEY TERMITE & PEST CONT QUARTLEY PEST CONTROL SVCS. 010.4201. 5604 40.00 40.00 93965 01/21/00 100752 KUSTOM SIGNALS, INC. REPR.SMART PALM COMPUTER 010.4201. 5603 80.21 80.21 93966 01/21/00 051012 LEAGUE OF CALIFORNIA CI LOCC REGIS-SPAGNOLO 010.4301.5501 325.00 325.00 93967 01/21/00 052270 LIGHTNING POWDER CO,INC SEMI-INKLESS PADS 010.4201.5255 75.50 75.50 93968 01/21/00 101557 LINEAR SYSTEMS DIGITAL CAMERA SYSTEM 277.4206.6201 3,576.79 93968 01/21/00 101557 LINEAR SYSTEMS CD-ROM PK.SYS.INTEGRATION 271.4202.6201 7,533.95 11,110.74 93969 01/21/00 053820 MC CARTHY STEEL INC ELECTRICAL BOX MATERIAL 010.4430.5605 32.20 32.20 93970 01/21/00 101252 MCI WORLDCOM L/DIST PHONE-5400 010.4145.5403 1. 77 1. 77 93971 01/21/00 056580 MID STATE BANK ACH DISTRIB-1/6/00 010.4145.5319 24.95 24.95 93972 01/21/00 056394 MIDAS MUFFLER & BRAKE PITMAN ARMS/ALIGN 010.4201. 5601 171. 42 171.42 93973 01/21/00 057096 MINER'S ACE HARDWARE FIRE EXT-ABC DRY 010.4201.5601 41. 82 93973 01/21/00 057096 MINER'S ACE HARDWARE HAND TOOL/TOOL ACCESS 010.4211.5273 5.14 93973 01/21/00 057096 MINER'S ACE HARDWARE PVC CEMENT/VELCRO TAPE 010.4211.5255 12.21 93973 01/21/00 057096 MINER'S ACE HARDWARE MILDEW REMOVER/BATTERIES 010.4211.5255 32.43 93973 01/21/00 057096 MINER'S ACE HARDWARE COTTER PINS 640.4712.5610 13 .41 93973 01/21/00 057096 MINER'S ACE HARDWARE PAINT/ELECTRICAL SUPPLIES 220.4303.5613 110.83 93973 01/21/00 057096 MINER'S ACE HARDWARE CONNECTOR/DRIVE STRAP 220.4303.5613 1. 99 93973 01/21/00 057096 MINER'S ACE HARDWARE AAA/6V. BATTERIES/MISC. TOOLS 640.4712.5255 25.77 93973 01/21/00 057096 MINER'S ACE HARDWARE ELBOWS/PIPE 010.4420.5605 42.15 285.75 93974 01/21/00 057252 MISSION UNIFORM SERVICE UNIFORMS/MATS/TOWELS 010.4213.5604 129.00 93974 01/21/00 057252 MISSION UNIFORM SERVICE UNIFORMS/MATS/TOWELS 010.4213.5143 23.75 93974 01/21/00 057252 MISSION UNIFORM SERVICE UNIFORMS/MATS/TOWELS 010.4213.5604 35.00 93974 01/21/00 057252 MISSION UNIFORM SERVICE UNIFORMS/MATS/TOWELS 010.4305.5143 59.00 93974 01/21/00 057252 MISSION UNIFORM SERVICE UNIFORMS/MATS/TOWELS 010.4213.5604 54.12 300.87 93975 01/21/00 060724 NAT'L REC & PARK ASSOC. NATL P&R ASSOC.MEMBERSHIP 010.4421. 5503 350.00 350.00 93976 01/21/00 062712 ORCHARD SUPPLY HARDWARE SHOP LIGHT/CIRCUIT BREAKER 612.4610.5610 86.84 93976 01/21/00 062712 ORCHARD SUPPLY HARDWARE TREE/TABLE COVER 010.4420.5605 17.14 103.98 93977 01/21/00 066690 PITNEY BOWES POSTAGE METER RENTAL/3/31/00 010.4101.5602 311. 61 311.61 93978 01/21/00 067548 POOR RICHARD'S PRESS COPIES-BRISCO RD 350.5615.7301 254.90 93978 01/21/00 067548 POOR RICHARD'S PRESS COLOR COPIES 010.4130.5201 23.29 93978 01/21/00 067548 POOR RICHARD'S PRESS COLORED COPIES 010.4130.5201 23.29- 254.90 93979 01/21/00 101575 HARRY PRESTON REF.L/SCAPE BOND-117 RODEO 010.0000.2210 1,200.00 1,200.00 93980 01/21/00 100707 QUADRANT SYSTEMS,INC QUADRANT SOFTWARE SUPPORT 010.4120.5201 300.00 93980 01/21/00 100707 QUADRANT SYSTEMS,INC QUADRANT SOFTWARE SUPPORT 010.4421. 5201 198.00 93980 01/21/00 100707 QUADRANT SYSTEMS,INC QUADRANT SOFTWARE SUPPORT 010.4201.5201 102.00 600.00 VOUCHRE2 CITY OF ARROYO GRANDE PAGE 5 01/19/00 14:33 VOUCHER/CHECK REGISTER FOR PERIOD 20 VOUCHER/ CHECK CHECK VENDOR VENDOR ITEM ACCOUNT ITEM CHECK NUMBER DATE NUMBER NAME DESCRIPTION NUMBER AMOUNT AMOUNT 93981 01/21/00 069108 QUINN COMPANY SVC/REPR/LOAD TESTING 640.4711.5603 723.71 93981 01/21/00 069108 QUINN COMPANY SVC/REPR/LOAD TESTING 640.4711. 5603 723.71 93981 01/21/00 069108 QUINN COMPANY SVC/REPR/LOAD TESTING 612.4610.5603 723.72 2,171.14 93982 01/21/00 101576 THOMAS SALINAS REF.C/B DEPOSIT-SALINAS 010.0000.2206 250.00 93982 01/21/00 101576 THOMAS SALINAS BLDG. SUPER-SALINAS 010.0000.4355 36.00- 214 . 00 93983 01/21/00 073320 SAN JOAQUIN SUPPLY CO. T/PAPER/CLEANER 010.4213.5604 89.37 93983 01/21/00 073320 SAN JOAQUIN SUPPLY CO. CR:CLEANER 010.4213.5604 48.91- 93983 01/21/00 073320 SAN JOAQUIN SUPPLY CO. LINERS 010.4213.5604 40.91 81. 37 93984 01/21/00 075130 SAN LUIS OBISPO CNTY.NE ADVERTISING-CHRISTMAS FIRE 010.4211. 5504 100.00 93984 01/21/00 075130 SAN LUIS OBISPO CNTY.NE FALL 99 ACTIVITY GUIDE 010.4421.5504 1,136.64 1,236.64 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 010.4001. 5141 43.34 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 010.4101.5141 455.08 93985 .01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 010.4102.5141 122.80 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 010.4120.5141 483.97 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 010.4002.5141 122.80 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 010.4130.5141 585.10 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 010.4140.5141 332.28 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 010.4201. 5141 41,368.84 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 010.4211.5141 5,092.55 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 010.4212.5141 816.25 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 010.4301.5141 1,285.78 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 010.4213.5141 953.50 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 010.4305.5141 1,249.66 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 010.4420.5141 4,984.20 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 010.4421. 5141 144.47 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 010.4422.5141 397.29 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 010.4423.5141 231.15 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 010.4425.5141 1,495.26 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 010.4430.5141 1,097.97 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 220.4303.5141 4,514.67 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 284.4103.5141 166.14 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 612.4610.5141 1,661.40 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 640.4710.5141 953.50 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 640.4711.5141 563.43 93985 01/21/00 073554 CITY OF SAN LUIS OBISPO WORKERS COMP INS-3RD QTR 99/00 640.4712.5141 3,113.32 72,234.75 93986 01/21/00 076848 LENNY DE LOS SANTOS TENNIS CLASSES-DE LOS SANTOS 010.4424.5351 65.45 65.45 93987 01/21/00 078156 SEBASTIAN OIL DISTRIB. GASOLINE/DIESEL 010.4211. 5608 267.03 267.03 93988 01/21/00 078234 SECURED STORAGE STORAGE 010.4002.5303 24.00 24.00 93989 01/21/00 101571 SLOCAP SLOCAP DUES-J.ALLEN 010.4201. 5503 15.00 15.00 93990 01/21/00 101574 SOC. OF AM.MILITARY ENGI S.A.M.E.RENEWAL-SPAGNOLO 010.4301. 5201 49.00 49.00 93991 01/21/00 080886 SOUTHERN AUTO SUPPLY FUSES 010.4201. 5601 10.51 VOUCHRE2 CITY OF ARROYO GRANDE PAGE 6 01/19/00 14:33 VOUCHER/CHECK REGISTER FOR PERIOD 20 VOUCHER/ CHECK CHECK VENDOR VENDOR ITEM ACCOUNT ITEM CHECK NUMBER DATE NUMBER NAME DESCRIPTION NUMBER AMOUNT AMOUNT 93991 01/21/00 080886 SOUTHERN AUTO SUPPLY WIPERS/MIRROR 010.4211.5601 36.69 93991 01/21/00 080886 SOUTHERN AUTO SUPPLY PATCHES/CEMENT/BUFFER/TECHRON 010.4211. 5601 96.35 143.55 93992 01/21/00 080964 SOUTHERN CALIFORNIA GAS GAS SERVICES 010.4145.5401 128.23 93992 01/21/00 080964 SOUTHERN CALIFORNIA GAS GAS SERVICES 010.4145.5401 42.20 170.43 93993 01/21/00 082328 STERLING COMMUNICATIONS INSTL.FLASHLIGHT CHARGER 010.4201. 5601 247.87 93993 01/21/00 082328 STERLING COMMUNICATIONS INSTL. RADIO 010.4420.5601 386.47 634.34 93994 01/21/00 083382 SUPERIOR QUALITY COPIER GESTETNER COPIER/SORTER/FEEDER 010.4212.6001 3,300.00 93994 01/21/00 083382 SUPERIOR QUALITY COPIER GESTETNER COPIER/SORTER/FEEDER 010.4212.5602 389.40 3,689.40 93995 01/21/00 083850 TANKS UNLIMITED HYDRO TESTING 010.4211.5303 330.00 330.00 93996 01/21/00 085684 TRAFFIX DEVICES, INC. SIGNS/POSTS 220.4303.5613 491. 00 491.00 93997 01/21/00 086034 TRI-CITY DISPOSAL SERVI DISPOSAL SERVICES 010.4213.5303 380.18 93997 01/21/00 086034 TRI-CITY DISPOSAL SERVI DISPOSAL SERVICES 010.4213.5303 145.96 526.14 93998 01/21/00 101009 UNISOURCE MAINT SUPPLY PAPER SUPPLIES/CLEANER 010.4213.5604 453.46 93998 01/21/00 101009 UNISOURCE MAINT SUPPLY GUM SOLVANT 010.4213.5604 77 .22 93998 01/21/00 101009 UNISOURCE MAINT SUPPLY TOWELS/SCOURING STICKS 010.4213.5604 152.90 683.58 93999 01/21/00 087672 UNITED RENTALS RENTAL-LOG SPLITER 220.4303.5552 72.70 72.70 94000 01/21/00 088424 URBAN FUTURES INC. PROF.SVCS-RDH 284.4103.5303 2,311.13 2,311.13 94001 01/21/00 087580 US FILTER DISTRIBUTION PIPE COUPLINGS 640.4712.5610 206.40 206.40 94002 01/21/00 087398 USA BLUE BOOK WOODEN PLUGS 640.4712.5610 80.65 80.65 94003 01/21/00 090480 WAYNE'S TIRE WIPER ARM ASSEMBLY 010.4201. 5601 19.31 94003 01/21/00 090480 WAYNE'S TIRE LUBE/OIL/ALIGN/TIRES 010.4201.5601 373.98 393.29 94004 01/21/00 091026 WEST PUBLISHING PAYMENT CA PENAL CODES(10) 010.4201. 5255 171.60 171. 60 94005 01/21/00 092586 LEE WILSON ELECTRIC COM CHECK LOOP CONDUITS-GRAND AVE 350.5806.7001 121. 00 94005 01/21/00 092586 LEE WILSON ELECTRIC COM RE-PROGRAM/GRAND AVE REPRS 350.5806.7001 806.50 94005 01/21/00 092586 LEE WILSON ELECTRIC COM GENERAL MAINT-SIGNALS 010.4304.5402 204.13 94005 01/21/00 092586 LEE WILSON ELECTRIC COM BI TRANS PROGRAMING/ELM & GRAN 350.5806.7001 1,235.89 2,367.52 94006 01/21/00 092976 WITMER-TYSON IMPORTS K-9 SUPPLIES 010.4201.5322 148.01 94006 01/21/00 092976 WITMER-TYSON IMPORTS K-9 TRAINING-DEC 010.4201.5322 135.00 283.01 TOTAL CHECKS 347,583.53 VOUCHRE2 CITY OF ARROYO GRANDE PAGE 7 01/19/00 14:33 VOUCHER/CHECK REGISTER FOR PERIOD 20 FUND TITLE AMOUNT 010 GENERAL FUND 119,549.15 011 PAYROLL CLEARING FUND 195,547.69 220 STREETS FUND 6,779.13 271 STATE COPS BLOCK GRANT FUND 7,533.95 277 98-99 FED LOCAL LAW ENF BL GRT 3,576.79 284 REDEVELOPMENT AGENCY FUND 2,512.62 350 CAPITAL IMPROVEMENT FUND 2,418.29 612 SEWER FUND 2,738.44 640 WATER FUND 6,927.47 TOTAL 347,583.53 ATTACHMENT C CITY OF ARROYO GRANDE DEPARTMENTAL LABOR DISTRIBUTION Vacation/Annual Leave Pay 01/21/00 Fund 010 44,609.87 Salaries Full-time 4,217.90 Fund 220 710.93 Annual Leave Pay 25,360.24 Fund 612 2,345.67 Vacation Buy Back 14,318.37 PERS Retirement 311.35 Social Security 3,361.90 47,666.47 SOl 46.71 Car Allowance 50.00 Total 47,666.47 ATTACHMENT D VOUCHRE2 CITY OF ARROYO GRANDE PAGE 1 01/26/00 08:37 VOUCHER/CHECK REGISTER FOR PERIOD 20 VOUCHER/ CHECK CHECK VENDOR VENDOR ITEM ACCOUNT ITEM CHECK NUMBER DATE NUMBER NAME DESCRIPTION NUMBER AMOUNT AMOUNT 203 01/21/00 005616 CITY OF ARROYO GRANDE G.A.REIMB.1/21/00 VAC CKS/HUNT 011.0000.1015 45,486.20 45,486.20 94007 01/28/00 003120 AMERICAN INDUSTRIAL SUP DELGADO SVCS-1/16 220.4303.5303 608.00 94007 01/28/00 003120 AMERICAN INDUSTRIAL SUP SURVIVAIR HEADGEAR SET/VALVES 220.4303.5255 122.05 94007 01/28/00 003120 AMERICAN INDUSTRIAL SUP SAFETY GLASSES 010.4420.5255 18.88 748.93 94008 01/28/00 004680 STEVE ANDREWS SLI-ANDREWS 010.4201. 5501 138.00 138.00 94009 01/28/00 101038 ARROYO GRANDE LIONS REF.C/B DEPOSIT-AG LIONS 010.0000.2206 250.00 250.00 94010 01/28/00 010022 BATTERY NETWORK,INC. MOTO GP350 BATTERIES 010.4201. 5255 95.55 95.55 94011 01/28/00 010296 BEACH FRONT AUTO SERVIC VALVE WORK 010.4420.5601 306.72 94011 01/28/00 010296 BEACH FRONT AUTO SERVIC LUBE/OIL/FILTER/WIPER BLADES 010.4420.5601 470.88 777.60 94012 01/28/00 013026 BRISCO MILL & LUMBER SAW BLADES/LAMP FIXTURE 220.4303.5255 89.15 94012 01/28/00 013 026 BRISCO MILL & LUMBER DUST MASKS/RAKES 220.4303.5273 55.73 94012 01/28/00 013026 BRISCO MILL & LUMBER DRYWALL TAPE & MUD COMPOUND 220.4303.5613 20.77 165.65 94013 01/28/00 013104 JEFF BROMBY REIMB.BOOKS/TUTION-BROMBY 010.4201. 5502 112.59 112.59 94014 01/28/00 101431 BURDINE PRINTING PRINTING-CITY NEWSLETTER 010.4002.5201 1,773.60 1,773.60 94015 01/28/00 021940 C.COAST TAXI CAB SERVIC TAXI SVCS-JAN.1-15 225.4553.5507 1,322.00 1,322.00 94016 01/28/00 101094 CA. REDEVELOPMENT ASSOC CITIZEN GUIDES 284.4103..5309 69.71 69.71 94017 01/28/00 016692 CALIF. PEACE OFFICER'S A LEGAL UPDATE REVIEW SUBSCRI. 010.4201. 5503 60.00 60.00 94018 01/28/00 016302 CALIFORNIA MENS COLONY CMC CREW-DEC 220.4303.5303 2,179.91 2,179.91 94019 01/28/00 021918 CENTRAL COAST SUPPLY R/R SUPPLIES 010.4420.5605 343.20 343.20 94020 01/28/00 022230 CENTRAL VALLEY TOXICOLO 3 FLS ABUSE SCREENS 010.4201. 5324 132.00 132. 00 94021 01/28/00 023322 CHRISTIANSON CHEVROLET REPL.PARKING BRAKE 010.4305.5601 130.21 130.21 94022 01/28/00 077376 SUSAN SAXE- CLIFFORD EVALUATION-DEBLAUW 010.4201.5315 325.00 325.00 94023 01/28/00 023946 CLINICAL LAB.OF SAN BER WATER SAMPLES 640.4710.5310 361.00 361. 00 94024 01/28/00 101580 MICHELLE RAE CRAIG REF. VISA CLEARANCE-CRAIG 010.0000.4808 10.00 10.00 94025 01/28/00 026286 CREEK ENVIRONMENTAL LAB WATER SAMPLES 640.4710.5310 15.00 94025 01/28/00 026286 CREEK ENVIRONMENTAL LAB GRAND AVE WATER MAIN 640.4710.5310 70.00 85.00 94026 01/28/00 026754 CRYSTAL SPRINGS WATER C BOTTLED WATER 010.4001. 5201 15.00 15.00 94027 01/28/00 101578 DANA CUSACK REF. SUPER SITTER-CUCACK 010.0000.4605 25.00 25.00 94028 01/28/00 101579 JAMIE DIXON REF.B/BALL-DIXON 010.0000.4605 45.00 45.00 VOUCHRE2 CITY OF ARROYO GRANDE PAGE 2 01/26/00 08:37 VOUCHER/CHECK REGI~TER FOR PERIOD 20 VOUCHER/ CHECK CHECK VENDOR VENDOR ITEM ACCOUNT ITEM CHECK NUMBER "DATE NUMBER NAME DESCRIPTION NUMBER AMOUNT AMOUNT 94029 01/28/00 032058 NADINE ELLIOTT REIMB.S/BALL LEAGUE BAGS 010.4424.5257 42.73 42.73 94030 01/28/00 098350 EMPLOYMENT DEVELOPMENT 098350 SDI-PD 011.0000.2111 2.66 94030 01/28/00 098350 EMPLOYMENT DEVELOPMENT 098350 SDI-SEIU 011.0000.2111 44.05 94030 01/28/00 098350 EMPLOYMENT DEVELOPMENT 098350 SIT W/H 011.0000.2108 1,822.21 1,868.92 94031 01/28/00 101379 FERGUSON ENTERPRISES,IN PVC PIPE 640.4712.5610 45.05 94031 01/28/00 1013 79 FERGUSON ENTERPRISES,IN GATE VALVES/COUPLINGS/BOLTS 640.4712.5610 1,577.28 94031 01/28/00 101379 FERGUSON ENTERPRISES,IN GASKET/END RING 640.4712.5610 37.70 1,660.03 94032 01/28/00 033702 TERENCE FIBICH CFCA STRATEGIC PING-FIBICH 010.4211.5501 200.00 200.00 94033 01/28/00 100217 FIRST AMERICAN TITLE CO LOS OLIVOS SIDEWALK TITLE RPT 350.5633.7301 360.00 360.00 94034 01/28/00 100691 FIVE CITIES-TIMES 5C SUBSCRIPTION 010.4101. 5503 84.00 94034 01/28/00 100691 FIVE CITIES-TIMES 5C SUBSCRIPTION 010.4130.5503 42.00 94034 01/28/00 100691 FIVE CITIES-TIMES 5C SUBSCRIPTION 010.4212.5503 42.00 94034 01/28/00 100691 FIVE CITIES-TIMES LEGAL 61166 010.4002.5301 81. 00 94034 01/28/00 100691 FIVE CITIES-TIMES LEGAL 61179 010.4002.5301 76.50 325.50 94035 01/28/00 035600 FRANK EASTERN CO. DESK-ECON DEV.DIRECTOR 284.4103.6001 1,128.00 1,128.00 94036 01/28/00 035802 FRANK'S LOCK & KEY INC DUP.KEYS 220.4303.5255 9.81 94036 01/28/00 035802 FRANK'S LOCK & KEY INC DUP.KEYS 010.4201. 5601 70.62 80.43 94037 01/28/00 101577 GOLDSTAR PRODUCTS,INC. TAR REMOVER 220.4303.5613 229.20 229.20 94038 01/28/00 038454 GRAND OFFICE SUPPLY OFFICE SUPPLIES 010.4211. 5201 8.64 94038 01/28/00 038454 GRAND OFFICE SUPPLY OFFICE SUPPLIES 010.4212.5201 13.14 94038 01/28/00 038454 GRAND OFFICE SUPPLY OFFICE SUPPLIES 010.4101.5201 20.59 94038 01/28/00 038454 GRAND OFFICE SUPPLY OFFICE SUPPLIES 010.4301. 5255 42.12 94038 01/28/00 038454 GRAND OFFICE SUPPLY OFFICE SUPPLIES 284.4103.5201 38.05 94038 01/28/00 038454 GRAND OFFICE SUPPLY OFFICE SUPPLIES 284.4103.5201 5.35- 94038 01/28/00 038454 GRAND OFFICE SUPPLY OFFICE SUPPLIES 010.4101. 5201 50.53 94038 01/28/00 038454 GRAND OFFICE SUPPLY OFFICE SUPPLIES 010.4101.5201 78.30 94038 01/28/00 038454 GRAND OFFICE SUPPLY OFFICE SUPPLIES 612.4610.5201 28.51 274.53 94039 01/28/00 039312 CITY OF GROVER BEACH SKATEBOARD PARK 350.5502.7001 15,000.00 15,000.00 94040 01/28/00 101088 HANSON AGGREGATES ASPHALT 220.4303.5613 194.25 94040 01/28/00 101088 HANSON AGGREGATES ASPHALT 220.4303.5613 195.23 94040 01/28/00 101088 HANSON AGGREGATES ASPHALT 220.4303.5613 191. 80 581.28 94041 01/28/00 101366 HAWTHORN SUITES RESV-STEVE ANDREWS 010.4201. 5501 237.00 237.00 94042 01/28/00 041340 SHERRI HEATH REIMB.BOOKS-HEATH 010.4201.5502 120.74 120.74 94043 01/28/00 044496 INFORMATION SERVICES DP-ON LINE TRANS-DEC 010.4201. 5606 41. 12 94043 01/28/00 044496 INFORMATION SERVICES CIT.PROCESS FEE-OCT-DEC 010.4201. 5303 190.40 231. 52 94044 01/28/00 100903 INTERMOTIVE, INC. DUAL TRANS 301 FINAL ASSEMBLY 010.4211.5601 156.59 156.59 VOUCHRE2 CITY OF ARROYO GRANDE PAGE 3 01/26/00 08:37 VOUCHER/CHECK REGISTER FOR PERIOD 20 VOUCHER/ CHECK CHECK VENDOR VENDOR ITEM ACCOUNT ITEM CHECK NUMBER DATE NUMBER NAME DESCRIPTION NUMBER AMOUNT AMOUNT 94045 01/28/00 052280 LIMBERG EYE SURGERY RX SAFETY GLASSES-MARTINS 220.4303.5255 187.00 94045 01/28/00 052280 LIMBERG EYE SURGERY RX SAFETY GLASSES-ELLIOTT 220.4303.5255 200.00 94045 01/28/00 052280 LIMBERG EYE SURGERY RX SAFETY GLASSES-ROBINSON 220.4303.5255 240.00 94045 01/28/00 052280 LIMBERG EYE SURGERY RX SAFETY GLASSES-CRUZ 640.4712.5255 210.00 94045 01/28/00 052280 LIMBERG EYE SURGERY RX SAFETY GLASSES-SAHAGUN 612.4610.5255 320.00 94045 01/28/00 052280 LIMBERG EYE SURGERY RX SAFETY GLASSES-INESS 010.4305.5255 130.00 94045 01/28/00 052280 LIMBERG EYE SURGERY RX GLASSES-JOHNSON 010.4420.5255 165.00 1,452.00 94046 01/28/00 052455 SUSAN LINTNER POSTAGE 010.4201. 5201 14.26 94046 01/28/00 052455 SUSAN LINTNER PRISONER MEALS 010.4201.5323 4.92 94046 01/28/00 052455 SUSAN LINTNER MEETING SUPPLIES 010.4201. 5501 117.37 94046 01/28/00 052455 SUSAN LINTNER BATTERIES/EASY-UP STAKES 010.4201. 5255 8.02 94046 01/28/00 052455 SUSAN LINTNER CITIZEN ACADEMY GRAD SPLYS 010.4201. 5504 31.47 94046 01/28/00 052455 SUSAN LINTNER BACKGROUND INVEST MEAL 010.4201.5501 4.89 94046 01/28/00 052455 SUSAN LINTNER PARKING FEES-LEAGUE/CPOA 010.4201. 5501 13.00 94046 01/28/00 052455 SUSAN LINTNER GASOLINE 010.4201. 5608 29.99 94046 01/28/00 052455 SUSAN LINTNER VICTIM CAR WASH 010.4201. 5601 6.00 229.92 94048 01/28/00 057096 MINER'S ACE HARDWARE HOLE SAW/DRILL BIT 640.4712.5273 19.82 94048 01/28/00 057096 MINER'S ACE HARDWARE WD40 612.4610.5610 20.03 94048 01/28/00 057096 MINER'S ACE HARDWARE RAGS 612.4610.5610 17.15 94048 01/28/00 057096 MINER'S ACE HARDWARE LOCK/HARDWARE 220.4303.5255 22.62 94048 01/28/00 057096 MINER'S ACE HARDWARE SCRATCH COVER 010.4213.5604 5.03 94048 01/28/00 057096 MINER'S ACE HARDWARE BULBS/SIMPLE GREEN 010.4213.5604 46.55 94048 01/28/00 057096 MINER'S ACE HARDWARE PICTURE HANGERS 010.4213.5604 1. 90 94048 01/28/00 057096 MINER'S ACE HARDWARE MISC. HARDWARE 010.4211. 5255 3.22 94048 01/28/00 057096 MINER'S ACE HARDWARE DRILL BIT 010.4211.5255 3.10 94048 01/28/00 057096 MINER'S ACE HARDWARE HARDWARE 010.4211.5255 2.15 94048 01/28/00 057096 MINER'S ACE HARDWARE M/D8 BATTERIES 010.4211.5255 13.92 94048 01/28/00 057096 MINER'S ACE HARDWARE MISC HARDWARE 010.4213.5604 8.89 94048 01/28/00 057096 MINER'S ACE HARDWARE CLEAR VARNISH SPRAY 010.4211. 5255 5.08 94048 01/28/00 057096 MINER'S ACE HARDWARE NUTS/WASHERS/WD 40 612.4610.5610 7.05 94048 01/28/00 057096 MINER'S ACE HARDWARE DOOR CHAIN FASTNER 010.4420.5605 2.03 94048 01/28/00 057096 MINER'S ACE HARDWARE LUMBER 010.4420.5605 4.70 94048 01/28/00 057096 MINER'S ACE HARDWARE FLAG TAPE 640.4712.5255 6.08 94048 01/28/00 057096 MINER'S ACE HARDWARE COUPLERS/TAPE MEASURE/ELBOW 010.4420.5605 16.00 94048 01/28/00 057096 MINER'S ACE HARDWARE CHAIN DOOR FASTNER/CHAIN 010.4420.5605 3.32 208.64 94049 01/28/00 101128 MISSION MEDICAL ASSOCIA PRE-EMPLOY PHYS-HEFFERNON 010.4130.5315 85.00 85.00 94050 01/28/00 101566 CAROL MOORE ER.MEDICAL DISPATCH-MOORE 010.4201. 5501 50.00 50.00 94051 01/28/00 053428 MPH INDUSTRIES, INC. TRIGGER SWITCH 010.4201. 5603 97.64 97.64 94052 01/28/00 058578 MULLAHEY FORD REPR. FUEL TANK 640.4712.5601 142.83 142.83 94053 01/28/00 059124 MUSTANG TREE CARE 1086 ASH ST. OAK TREE PRUNING 010.4420.5605 600.00 94053 01/28/00 059124 MUSTANG TREE CARE GOLDENWEST TREE PRUNING 010.4420.5605 150.00 94053 01/28/00 059124 MUSTANG TREE CARE ELM ST TREE PRUNING 010.4420.5605 150.00 900.00 94054 01/28/00 060294 NAT'L EMBLEM,INC. AGPD PATCHES 010.4201.5255 726.13 726.13 VOUCHRE2 CITY OF ARROYO GRANDE PAGE 4 01/26/00 08:37 VOUCHER/CHECK REGISTER FOR PERIOD 20 VOUCHER/ CHECK CHECK VENDOR VENDOR ITEM ACCOUNT ITEM CHECK NUMBER DATE NUMBER NAME DESCRIPTION NUMBER AMOUNT AMOUNT 94055 01/28/00 098550 PER S 098550 PERS 011.0000.2106 311.35 311.35 94056 01/28/00 063960 PACIFIC BELL RADIO 451-0183 010.4145.5403 185.10 94056 01/28/00 063960 PACIFIC BELL ALARM 473-1935 640.4710.5403 36.48 94056 01/28/00 063960 PACIFIC BELL ALARM 473-2041 010.4145.5403 18.10 94056 01/28/00 063960 PACIFIC BELL ALARM 841-3953 010.4211.5403 31.71 94056 01/28/00 063960 PACIFIC BELL ALARM 841-3956 220.4303.5403 31.71 94056 01/28/00 063960 PACIFIC BELL ALARM 841-3959 640.4710.5403 31.71 94056 01/28/00 063960 PACIFIC BELL PHONE 271-6566 010.4145.5403 48.27 94056 01/28/00 063960 PACIFIC BELL PHONE 271-7480 010.4145.5403 64.50 94056 01/28/00 063960 PACIFIC BELL PAY PHONE 489-9816 010.4145.5403 68.80 94056 01/28/00 063960 PACIFIC BELL PHONE 489-9867 010.4201. 5403 71.35 587.73 94057 01/28/00 064194 PACIFIC GAS & ELECTRIC ELECTRIC 010.4304.5402 140.47 94057 01/28/00 064194 PACIFIC GAS & ELECTRIC ELECTRIC 010.4304.5402 7.29 94057 01/28/00 064194 PACIFIC GAS & ELECTRIC ELECTRIC 010.4304.5402 155.59 94057 01/28/00 064194 PACIFIC GAS & ELECTRIC ELECTRIC 010.4304.5402 149.20 452.55 94058 01/28/00 066690 PITNEY BOWES POSTAGE MACHINE RENTAL 010.4201. 5602 175.09 175.09 94059 01/28/00 068562 PRYOR INDUSTRIES, INC. DOOR 220.4303.5613 61. 58 61. 58 94060 01/28/00 069576 RAD IO SHACK PRINTER RIBBON/CORD 640.4710.5602 26.79 26.79 94061 01/28/00 075660 SAN LUIS PAINTS FIELD MARKING PAINT 010.4430.5255 54.41 54.41 94062 01/28/00 078156 SEBASTIAN OIL DISTRIB. GASOLINE 010.4201. 5608 1,248.93 94062 01/28/00 078156 SEBASTIAN OIL DISTRIB. GASOLINE/DIESEL 010.4201. 5608 1,116.01 2,364.94 94063 01/28/00 074490 SLO CNTY DEPT. HEALTH CROSS CONNECT-11/99 TO 12/99 640.4710.5303 1,661.06 1,661.06 94064 01/28/00 098680 SLO COUNTY SHERIFF 2Q-OCT/DEC ANIMAL SVCS 010.4201. 5321 7,750.00 7,750.00 94065 01/28/00 080808 SOUTH SLO COUNTY SANIT SEWER SVC COLL-12/99 760.0000.2304 50,903.83 94065 01/28/00 080808 SOUTH SLO COUNTY SANIT SEWER HOOKUPS-12/99 760.0000.2305 4,000.00 94065 01/28/00 080808 SOUTH SLO COUNTY SANIT 12-1 SAN.DIST-203 N.RENA 010.4145.5401 13.47 94065 01/28/00 080808 SOUTH SLO COUNTY SANIT 12-1 SAN.DIST-ASH R/RM 010.4145.5401 13 .47 54,930.77 94066 01/28/00 080964 SOUTHERN CALIFORNIA GAS GAS SERVICES 010.4145.5401 190.31 94066 01/28/00 080964 SOUTHERN CALIFORNIA GAS GAS SERVICES 010.4145.5401 13.68 94066 01/28/00 080964 SOUTHERN CALIFORNIA GAS GAS SERVICES 010.4145.5401 132.01 336.00 94067 01/28/00 073008 ST. PATRICK'S SCHOOL PADDING FOR B/BALL BACKBOARD 010.4426.6201 67.00 67.00 94068 01/28/00 082134 STATEWIDE SAFETY & SIGN SIGNS/BRACES/CLAMPS/OVERLAY 220.4303.5613 466.79 466.79 94069 01/28/00 082328 STERLING COMMUNICATIONS SERVICE AGREEMENT 010.4201. 5606 995.00 94069 01/28/00 082328 STERLING COMMUNICATIONS REPL.LIGHT BAR DOMES 010.4201. 5601 378.06 94069 01/28/00 082328 STERLING COMMUNICATIONS MICROPHONE 010.4201. 5606 110.47 1,483.53 94070 01/28/00 084084 TAYLOR'S TUNE-UP SHOP R & R CAR/EGR VALVE/SCOPE 010.4420.5601 804.68 804.68 VOUCHRE2 CITY OF ARROYO GRANDE PAGE 5 01/26/00 08:37 VOUCHER/CHECK REGISTER FOR PERIOD 20 VOUCHER/ CHECK CHECK VENDOR VENDOR ITEM ACCOUNT ITEM CHECK NUMBER DATE NUMBER NAME DESCRIPTION NUMBER AMOUNT AMOUNT 94071 01/28/00 101169 THOMAS MFG. CO. INC. GRILL/STAND 010.4420.5605 119.05 119.05 94072 01/28/00 086346 TROESH READY MIX CONCRETE 350.5632.7001 295.49 295.49 94073 01/28/00 088084 UNITED GREEN MARK,INC. TORO BODY/NOZZLE 010.4420.5605 9.94 9.94 94074 01/28/00 088842 VALLEY AUTO SERVICE 3 DELCO BATTERIES 010.4211.5601 433.98 433.98 94075 01/28/00 090480 WAYNE'S TIRE TIRES/LUBE/OIL/FILTER/INSPECT 010.4201.5601 183.69 94075 01/28/00 090480 WAYNE'S TIRE LUBE/OIL/FILTER 010.4201. 5601 22.32 206.01 94076 01/28/00 091026 WEST PUBLISHING PAYMENT CA CODE UPDATES-CD ROM 010.4003.5503 84.73 84.73 94077 01/28/00 100431 WILLARD PAPER CO PAPER 010.4102.5255 197.07 94077 01/28/00 100431 WILLARD PAPER CO PAPER/ENVELOPES 010.4102.5255 344.69 94077 01/28/00 100431 WILLARD PAPER CO PAPER 010.4102.5255 394.14 935.90 94078 01/28/00 092586 LEE WILSON ELECTRIC COM OPTICAL DETECTION DEVICES 350.5604.7001 987.30 987.30 94079 01/28/00 093366 J.F. WRIGHT MISC. HECKLER/KOCH SPARE4 PARTS 010.4201. 5603 997.79 997.79 TOTAL CHECKS 156,644.24 VOUCHRE2 CITY OF ARROYO GRANDE PAGE 6 01/26/00 08:37 VOUCHER/CHECK REGISTER FOR PERIOD 20 FUND TITLE AMOUNT 010 GENERAL FUND 25,139.60 011 PAYROLL CLEARING FUND 47,666.47 220 STREETS FUND 5,105.60 225 TRANSPORTATION FUND 1,322.00 284 REDEVELOPMENT AGENCY FUND 1,230.41 350 CAPITAL IMPROVEMENT FUND 16,642.79 612 SEWER FUND 392.74 640 WATER FUND 4,240.80 760 SANITATION DISTRIBUTION FUND 54,903.83 TOTAL 156,644.24 ATTACHMENT E CITY OF ARROYO GRANDE DEPARTMENTAL LABOR DISTRIBUTION PAY PERIOD 1/07TO 1/20/00 01/28/00 FUND 010 197,612.28 Salaries Full time 137,971.76 FUND 220 10,556.40 Salaries Part-Time 21,179.88 FUND 284 4,190.02 Salaries Over-Time 6,145.45 FUND 612 4,671.92 Holiday Pay 235.11 FUND 640 10,379.24 Sick Pay 3,861.27 227,409.86 Annual Leave Pay - Vacation Buy Back - Sick Leave Buy back Vacation Pay 2,316.99 Comp Pay 2,058.95 Annual Leave Pay 482.67 PERS Retirement 14,080.88 Social Security 12,424.29 PARS Retirement 225.54 State Disability Ins. 346.33 Health Insurance 20,463.86 Dental Insurance 3,215.45 Vision Insurance 683.75 Life Insurance 522.41 Long Term Disability 736.85 Uniform Allowance - Car Allowance 200.00 Council Expense - Employee Assistance 158.42 Motor Pay 100.00 Total: 227,409.86 9.b. MEMORANDUM TO: CITY COUNCIL FROM: LYNDA K. SNODGRASS, DIRECTOR OF FINANCIAL SERVICES ~ SUBJECT: STATEMENT OF INVESTMENT DEPOSITS DATE: FEBRUARY 8, 2000 Attached please find a report listing the current investment deposits of the City of Arroyo Grande, as of January, 2000, as required by Government Code Section 53646 (b). ------" CITY OF ARROYO GRANDE MONTHLY INVESTMENT REPORT ?i~ ~ ~ 31. 2000 c' > " '>' '<" February 8, 2000 This report presents the City's investments as of January 31, 2000. It includes all investments managed by the City, the investment institution, type of investment, maturity date, and rate of interest. As of January 31, 2000, the investment portfolio was in compliance with all State laws and the City's investment policy. Current Investments: The City is currently investing all short-term excess cash in the Local Agency Investment Fund (LAIF) administered by the State Treasurer. This is a very high quality investment in terms of safety, liquidity, and yield. The City may readily transfer the LA IF funds to the City's checking account when funds are needed. At this time, the City does not hold any other investments. The following is a comparison of investments based on book values as of January 31, 2000 compared with the prior month and the prior year. I LAIF INVESTMENT CURRENT PRIOR MONTH PRIOR YEAR Date: January 2000 December 1999 January 1999 Amount: $7,010,000 7,580,000 9,410,000 Interest Rate: 5.49% 5.39% 5.37% City Council February 8, 2000 CUP 99-009 Page 2 of 3 Plannina Commission Review The Planning Commission considered the proposed project as a pre-application on August 17, 1999 (reference Attachment 2 for meeting minutes), and discussed issues of tree protection and removal, fire safety of the wood siding, removal of compact parking spaces, adequate access, and light assembly vs. manufacturing uses. Specifically, the Planning Commission directed the applicant to submit revised plans with the Conditional Use Permit incorporating changes to the parking configuration, and to provide more detailed information regarding the proposed use. The Planning Commission reviewed the project as a Conditional Use Permit on January 18, 2000. The revised plans show the original fourteen (14) compact parking spaces replaced with standard parking stalls and the overall parking count reduced from 34 to 31 spaces to reflect Development Code standards. The plans also show expanded root protection areas for the oak trees, and the handicap ramp relocated from the drive isle to the sidewalk per ADA requirements. Other changes reflected in the conditions of approval include: 1. Replacing the wood siding with non-combustible material; 2. Installing a railing at the west end of the parking lot for safety purposes; 3. Screening of all mechanical equipment from public view; and 4. Placing permeable pavers in the parking area under the dripline of oak trees. ISSUES: Traffic ImDacts The project is located in proximity to the Brisco Road/Highway 101 interchange, currently operating at a LOS "0". Based on the Trip Generation and Distribution Report prepared for the project (reference Attachment A of the Initial Study), the proposed project is anticipated to generate eleven (11) p.m. peak hour trips. Because this is considered a small amount of traffic, the report states that it would be technically immeasurable to determine with certainty how many trips would use the Brisco Road interchange. . The report concludes that the surrounding intersections and roadways have sufficient capacity to accommodate the project traffic. To mitigate the added traffic, the project has been conditioned to pay the City's traffic and signalization impact fees. As an added measure, all businesses located within the building are required to implement a flex time work schedule to avoid peak hour traffic. 9.c. MEMORANDUM TO: CITY COUNCIL FROM: LYNDA K. SNODGRASS, DIRECTOR OF FINANCIAL SERVICES ~ SUBJECT: CASH FLOW ANALYSIS/APPROVAL OF INTERFUND ADVANCE FROM THE WATER FACILITY FUND DATE: FEBRUARY 8, 2000 RECOMMENDATION: It is recommended the City Council: . Accept the December cash report, . Approve the interfund advance of $273,490 from the Water Facility to cover cash deficits in other funds as of December 31, 1999. FUNDING: No outside funding is required. A TT ACHMENT A CITY OF ARROYO GRANDE CASH BALANCE / INTERFUND ADVANCE REPORT At December 31, 1999 Balance at Recommended Revised Fund 12/31/1999 Advances Balance 010 General Fund 447,909 447,909 213 Park Development 117,790 117,790 217 Landscape Maintenance 22,672 22,672 220 Street (Gas Tax) Fund 143,396 143,396 222 Traffic Signalization 440,163 440,163 223 Traffic Circulation 378,161 378,161 224 Transportation Facility Impact 1,570,658 1,570,658 225 Transportation (114,157) 114,157 0 226 Water Neutralization Impact 17,617 17,617 230 Construction Tax 137,786 137,786 231 Drainage Facility 7,121 7,121 241 Lopez Facility Fund 276,900 276,900 271 State COPS Block Grant Fund 26,406 26,406 274 Federal Universal Hiring Grant (5,800) 5,800 0 276 97-98 Fed Local Law Enforcement Grant 91 91 277 98-99 Fed Local Law Enforcement Grant 5,445 5,445 284 Redevelopment Agency (151,024) 151,024 0 285 Redevelopment Set Aside 3,349 3,349 350 Capital Projects 138,497 138,497 466 Canyon Way Bond Fund 11,317 11,317 612 Sewer Fund 16,374 16,374 634 Sewer Facility 156,696 156,696 640 Water Fund 1,691,934 1,691,934 641 Lopez 1,080,210 1,080,210 642 Water Facility 1,162,023 (273,490) 888,533 751 Downtown Parking 20,994 20,994 760 Sanitation District Fund 142,607 142,607 761 Rubbish Collection Fund (2,509) 2,509 0 Total City Wide Cash 7,742,626 0 7,742,626 THE ABOVE LISTING ARE THE CASH BALANCES SHOWN IN THE GENERAL LEDGER OF THE CITY OF ARROYO GRANDE AS OF DECEMBER 31, 1999 ~A/a ~~ cia K. Snodgrass Director of Financial Services 9.d. MEMORANDUM TO: CITY COUNCIL FROM: LYNDA K. SNODGRASS, DIRECTOR OF FINANCIAL SERVICES ~ SUBJECT: ANNUAL REVIEW OF CITY INVESTMENT POLICY DATE: FEBRUARY 8, 2000 RECOMMENDATION: It is recommended the City Council approve without changes the City of Arroyo Grande Investment Policy. FUNDING: There is no funding involved with this policy review. DISCUSSION: Attached is the City's recommended Investment Policy, which was last reviewed by the City Council on February 23, 1999. State law requires the treasurer or chief fiscal officer of local governments to annually submit a statement of investment policy to their governing body. In compliance with that State law, the City's Investment Policy is presented for City Council review. The City's Investment Policy authorizes only the more conservative investments, requires monthly investment reports to City Council, and requires that the due diligence of a "prudent person" be followed in the investment of City funds. Outside of modifications to dates, the Investment Policy, presented at this time, is the same policy that was approved February 23, 1999. CITY OF ARROYO GRANDE INVESTMENT POLICY FEBRUARY 8, 2000 Prepared by the Financial Services Department TABLE OF CONTENTS Page In.vesbn.ent Policy............. ........................................................................................................ 1 In.vesbn.ent Objective ........ ...................................................................................... ............. ....1 Prudence Standard.................................................................................................................. 1 Areas of In.vesbn.ent Policy: 1 Authorities, Control, and Care ............ ...... ........ .................... ................ .............. 2 n. Portfolio Diversification Eligible Financial Institutions............................... .................. .............. ......... 3 Code Authorized Instruments and Portfolio Limitations .....................3 City Placement Practice ..................................................................................4 m. Cash Management and Maturities ............................... ................. ............. ........ 5 In.vesbn.ent Reporting, Policy Review and Effective Policy Term ....................................6 CIlY OF ARROYO GRANDE STATEMENT OF INVESTMENT POLICY February 8, 2000 INVFSfMENT POLICY: It is the policy of the City to invest public funds in a manner that will provide maximum security, adequate liquidity, and sufficient yield, while conforming to all statutes governing the investment of public funds. INVESTMENT OBJECTNE: The investment objective of the City of Arroyo Grande is to optimize the following goals: Security Liquidity Yield Security of principal is the foremost objective of the City. Security means preserving the safety of City monies, via credit-worthiness study of various depositories, brokers, and issuers; insurance and collateral protection; and diversification of the portfolio. Liquidity means availability of money when needed. Liquidity of the investments guarantees the City's ability to meet operating requirements. Yield means the rate and amount of interest earned. Optimization means striving to achieve a balance between all three objective goals. Should a demand be perceived to prioritize the three goals, they are listed in preferred order. PRUDENCE STANDARD: The standard of prudence to be used by the Financial Services Director/designee shall be the "prudent person rule" and shall be applied in the context of managing City investments. Persons acting in accordance with written procedures and exercising due diligence shall be relieved of personal responsibility for a individual investment loss, provided that deviations are reported in a timely fashion, and appropriate action is taken to control adverse developments. 1 AREAS OF INVESTMENT POLICY AUTHORITIES, CONTROL AND CARE: A. The City currently invests only in the State Local Area Investment Fund. City Manager approval shall be required prior to any other allowable investment vehicle being utilized. B. The Director of Financial Services has been authorized, via Resolutions #2260 and #2261, to establish deposit and investment agreements and undertake deposit/ investment transactions on behalf of the City of Arroyo Grande. The Director of Financial Services may delegate to another official the individual placement of monies in deposit/investment transactions, but must review and approve each one. C. The Financial Services Department is responsible for implementing this policy, and maintaining a system of internal control designed to prevent employee error or imprudent actions, misrepresentation by parties to an investment agreement, fraud, or unexpected changes in the financial market place. State of California Government Code Sections 53600 et seq. 53683 and 16429.1 regulate the deposit/investment activities of general law cities. See Sec. 53635 and 16429.1. Based upon the relatively small size of the City's portfolio, the City does not utilize a professional investment manager. Rather, Arroyo Grande's investment program is simply a part of the City's financial management activity. D. The Director of Financial Services (and any delegate) shall use good judgement and care, as a "prudent person" would, when entering contracts for deposits and investments, and when placing individual investment transactions. Such care is that which would be exercised by a person concerning his/her own affairs; not for speculation, but for safe investment and earned interest. Some level of risk is present in any investment transaction, however. 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, diversification of the invesbnent portfolio by institution and by investment instruments will be used as much as is practical and prudent 2 PORTFOLIO DNERSIFICATION: A. Eligible Financial Institutions: Government Code Section 53635 distinguishes between "deposits" and "investments" . It provides that "as far as possible" City monies shall be "deposited" in State or National banks, or State or Federal savings and loan associations; or may be "invested" in specified instruments. Thus, eligible financial institutions would include: 1. Banks plus savings and loans, primarily for active demand deposits (checking accounts and passbook savings) and inactive deposits (non- negotiable Time Certificates), also for investment instruments. See Government Code Sec. 53638 for maximum deposit limitations for banks and savings and loans, involving bank paid up capital and saving and loan net worth. 2. Brokers and issuers, for various investment instruments listed below. B. Authorized Instruments and Portfolio Limitations as provided in Government Code Section 53635 and 16429.1: 1. Bonds issued by the City of Arroyo Grande. No limit 2. U.S. Treasury Notes, bonds, bills, or other certificates of indebtedness. No limit 3. California State registered notes, bonds, or warrants. No limit 4. Other local agencies within California, bonds, notes, warrants, or other indebtedness. No limit 5. Bank issued obligations for Federal agencies as the Government National Mortgage Association (GNMA'S), the Federal National Mortgage Association (FNMA'S), and the Small Business Administration (SBA notes), etc. No limit 6. Bankers acceptances (bills of exchange or time drafts) drawn on and accepted by a commercial bank, and which are eligible for purchase by the Federal Reserve System. These are limited to 30 percent of the City's surplus funds, and limited to 270-day maximum maturities. 7. Commercial paper of "prime" quality, as rated by Moody's Investor Service or Standard and Poor's Corporation. These are limited to 15 percent of the \ 3 City's portfolio, and limited to 180-day maximum maturities, plus some other qualifications. 8. Negotiable Certificates of Deposit, issued by either a National or State bank or savings and loan. These are limited to 30 percent of the City's available reserves. 9. Repurchase agreements or reverse repurchase agreements, whereby the seller of securities will repurchase them on a specified date and for a specified amount 10. Local Agency hwestment Fund, State of California, per Government Code Sec. 16429.1. Pooled monies of various agencies within California. Limit of $20,000,000 account balance. CTIY PLACEMENT PRACTICE: 1. The following financial institutions will be used by the City of Arroyo Grande, for non-negotiable Time Certificates of Deposit: a) Commercial banks having offices in Santa Barbara and San Luis Obispo Counties, especially in the Five Cities area. b) Savings and loans maintaining offices in San Luis Obispo County, especially in the Five Cities area. 2. The State of California Local Agency Investment Fund (L.A.I.F.) will be utilized, to pool current surplus City monies for demand deposit earnings. 3. For other investment instruments, three institutions may be selected from a list of qualified primary dealers in government securities, which maintain offices in the State of California. 4. Prior to establishing a contract for deposit of monies per Sec. 53649, or placing an individual investment, the credit-worthiness of each financial institution will be determined. As a minimum, the ratio of net worth (equity) to total assets shall be 3.0% or more. 5. No more than 30% of the City's available surplus shall be placed with any one financial institution (excluding the State L.A.I.F. and government agency issues). I 4 6. No more than 50% of the City's available surplus shall be placed with savings and loan institutions. 7. The City, as authorized in Government Code Sections 53635 and 16429.1, may use all deposit and investment instruments; except repurchase and reverse repurchase agreements shall not be used. However, non-negotiable time certificates with commercial banks and savings and loans, plus deposits in the State Local Agency Investment Fund, will be the primary instruments used by the City, along with possible U.s. Treasury bills and bankers acceptances. 8. Collateral security on Certificates of Deposit will be provide in according to Government Code Sections 53651and 53653 by the commercial banks and savings and loans, at 110% when government securities are used, or at 150% when promissory notes secured by 1st mortgages or 1st trust deeds on improved residential real property located in California are used. 9. Individual placements of deposits and investments will be made based upon highest rate quotes, in most instances. 10. Within the context of any portfolio limitations and quoted rates, deposits shall be distributed between institutions as evenly as practical or possible. CASH MANAGEMENT AND MATURITIES: A. A maximum investment of all City monies, not needed to meet current cash flow needs, will be maintained as closely as practical. A sufficient compensating balance will also be provided, regarding the City's banking service agreement B. All monetary resources will be pooled for investment purposes, to maximize interest earnings, which will be periodically allocated to the various funds of the City based upon average cash balances at month ends. No interest will be credited. to individual accounts within the various funds. C. Time deposits and investments will be held to maturity, unless it is absolutely necessary to withdraw a depositor sell an investment early due to an unexpected liability. D. Maturities of deposits and investments will be scheduled in such a manner as to provide a steady stream (weekly) of available cash to meet a cash flow need. The California State Local Agency Investment Fund deposits of the City of Arroyo Grande are available on a same-day / next-day telephone call basis. 5 INVESTMENT REPORTING, POLICY REVIEW AND EFFECTIVE POLICY TERM Government Code Section 53646 requires a report of earned interest be prepared following each calendar quarter. On a sunset basis, the text was amended to be operative in its revised form until January 1, 1991 (through 12-31-90). At that time, the revised text is repealed unless re-enacted or extended. The amended, temporary text requires the Director of Financial Services to submit annually to the City Council a statement of investment policy. In addition, the temporary text requires the Director of Financial Services to submit to the City Council a monthly report, providing the following information: A. Type of investment B. Financial institution (bank, savings and loan, broker, etc). C. Date of maturity. D. Principal amount E. Rate of interest F. Current market value for all securities having a maturity of more than 12 months. G. Detail of investments in repurchase and reverse repurchase agreements. H. Relationship of the monthly report to the annual statement of investment policy. The City of Arroyo Grande shall review and present to the City Council, pursuant to the temporary text of Government Code Section 53646: A. The current investment policy with technical updates each year. This policy generally will remain in force unchanged, unless significant requirements arise necessitating change. B. Monthly reports of investments held on the last day of each month. The City's independent certified public accountant shall review and make recommendations, when appropriate, regarding the City of Arroyo Grande's investment policy. 6 9.e. CITY COUNCIL/REDEVELOPMENT AGENCY MINUTES TUESDAY, JANUARY 25,2000 CITY COUNCIL CHAMBERS, 215 EAST BRANCH STREET, ARROYO GRANDE, CALIFORNIA 1. CALL TO ORDER Honorable Mayor Lady called the regular City Council/Redevelopment Agency meeting of the City of Arroyo Grande to order at 7:00 p.m. 2. ROLL CALL City Council: Redevelopment Aaencv: X Council Member Runels x.. Board Member Runels X Council Member Tolley X Board Member Tolley X Council Member Dickens X Board Member Dickens X Mayor Pro Tem Ferrara X Vice-Chair Ferrara X Mayor Lady X Chair Lady Staff Present: X-Interim City Manager/Chief of Police X-City Attorney X-Director of Administrative Services ---Director of Building and Fire X-Director of Community Development X-Director of Economic Development X-Director of Public Works X-Director of Parks and Recreation X-Director of Financial Services X-Contract Planner X-Consultant Engineer 3. FLAG SALUTE Members of Camp Fire Club, An-Wa-Ca-O, led the Pledge of Allegiance. 4. INVOCATION Rabbi Norman Mendel, Congregation Beth David, delivered the invocation. 5. SPECIAL PRESENTATIONS None. 6. AGENDA REVIEW Mayor Lady announced that a letter had been received from the Lucia Mar Unified School District requesting Item 11.a. be pulled from the Agenda. CITY COUNCIL/REDEVELOPMENT AGENCY MINUTES JANUARY 25,2000 6.A. RESOLUTIONS AND ORDINANCES READ IN TITLE ONL Y Council Member Dickens moved, Council Member Runels seconded, and the motion passed unanimously that all resolutions and ordinances presented at the meeting shall be read in title only and all further reading be waived. PUBLIC HEARINGS: 7.a. CONSIDERATION OF A HOME-BASED BUSINESS DEVELOPMENT PLAN Economic Development Director Sheeley highlighted the staff report. Members of the audience present to hear the item were asked to sign in for the record. She explained that the City had received a Planning and Technical Assistance Grant from the State of California Community Development Block Grant Program to prepare a Home-Based Business Development Plan. She noted that Wes Ervin from Applied Development Economics was present. After being assured that the public hearing had been duly published and all legal requirements met, Mayor Lady opened the Public Hearing. Hearing no comments from the audience, Mayor Lady closed the Public Hearing. Council Member Tolley stated it was an interesting report with some interesting concepts. He referred to page 7 of the Plan titled "Element 1 - Committed local leadership" and read the section for the record. He said that he agreed with the statements in the report and that the Council had been doing a good job in improving its commitment by adopting clear policies and programs. Council Member Runels agreed that it was a good report. He said it seems that most of the small businesses in the City are content to stay where they are. He said streamlining the regulation process so that small businesses could move forward was a good idea. Council Member Dickens stated as a City looking after the small business community, there was a need to promote an atmosphere to help small businesses be successful. He noted in the list of objectives the need to work collaboratively with the Economic Vitality Corporation and other professional development agencies to make sure that the City was supporting home-based businesses. Mayor Pro Tem Ferrara commended the consultant on a good, comprehensive report. He referred to the staff report, noting two items listed as the City's best diversification opportunities. He said the issue of redevelopment was missing and redevelopment opportunities as they relate to promoting small home-based businesses. He said redevelopment was an area that the City needed to emphasize as a diversification opportunity. Further, he asked for clarification as he referred to conflicting statements in the report that the City should encourage home-based businesses to grow, create new jobs, graduate into off,ice, manufacturing, and other commercial space, while the survey results indicated that Arroyo Grande home-business owners are content and prefer to work at home. 2 CITY COUNCIL/REDEVELOPMENT AGENCY MINUTES JANUARY 25,2000 Wes Ervin, Sr. Associate at Applied Development Economics, Inc., responded that the original premise of the report was based on the fact that the City had a couple of home-based businesses which started out in garages and evolved into office space outside of the City. He explained that the office space needed was larger than what Arroyo Grande had the capacity to provide. He said once the study of home-based businesses began, they found that home-business owners were reasonably happy with their situation. He said there were about twenty companies that might be interested in growth and expansion. In response to diversification, he explained that in the report they were seeking to identify Arroyo Grande's best opportunities for economic growth and diversification. He said they narrowed it down to 1) growing small businesses, including home- based businesses, and 2) creating additional land for more industrial uses, larger office and commercial spaces. He said at the time of the study, the Arroyo Linda project was being discussed and promoted. In response to redevelopment, Mr. Ervin stated that the Redevelopment Plan was an excellent tool for assisting small businesses through loan programs and working with companies on relocation. Mayor Pro Tem Ferrara asked the Consultant to expand on the redevelopment issue in the report. Mr. Ervin stated it was mentioned as a tool; however, it could be looked at in more depth. There was discussion relating to the various loan programs available through the Economic Vitality Corporation and how viable the programs might be for small home-based business owners. There was further discussion about the involvement of the Chamber of Commerce in promoting the program and emphasizing its partnership with the City, and linking the Redevelopment Implementation Plan, and the Economic Development Strategic Plan with the Home-Based Business Development Plan for the City so that there was one strategy for the City. Mayor Pro Tem Ferrara moved to approve the final Home-Based Business Development Plan report prepared by Applied Development Economics as modified to include amplification in the report of the consistency with the Redevelopment strategy for the City as a diversification opportunity; and further amplification of the partnership with the Chamber of Commerce aligned with the eight-point program described in the report. Council Member Dickens seconded the motion. _Voice Vote L Roll Call Vote 3 CITY COUNCIL/REDEVELOPMENT AGENCY MINUTES JANUARY 25,2000 ~Lady ~Ferrara Ave Runels Ave Tolley ~Dickens There being 5 A YES and 0 NOES, the motion is hereby declared to be passed. 7.b. AMENDMENT TO PORTIONS OF TITLE 9. SECTION 13 (SIGN REGULATIONS) AND SECTION 18 (DEFINITIONS) OF THE MUNICIPAL CODE Contract Planner Prutch highlighted the staff report. He explained that Council had previously directed staff to examine the possibility of allowing portable signs in the City. He stated that staff recommended the Council introduce an Ordinance amending the Development Code to allow portable signs within the City. Council Member Dickens asked for clarification on whether or not it was recommended that portable signs be separated by a minimum of 25 feet along building frontages. Contract Planner Prutch replied that this amendment was removed and would not be included in the portable sign standards. After being assured that the public hearing had been duly published and all legal requirements met, Mayor Lady opened the Public Hearing. Hearing no comments, Mayor Lady closed the Public Hearing. Council discussion and questions included the intent to help small business owners be more creative in advertising; monitoring and enforceability issues; design standards for portable signs; concerns about upkeep of portable signs; the possibility of allowing portable signs only for promotional or special events; sign permit expenses; and review of the comments made by the Architectural Review Committee and Planning Commission. Mayor Lady commented that the business owners and complaints about code enforcement brought this issue to his attention. He stated that the City has a responsibility to support business and portable signs have the potential to enhance a business. He suggested allowing portable signs on a trial basis. Interim City Manager TerBorch explained legal issues relating to the Development Code. He suggested that if Council adopted the Ordinance and made the change, it could direct staff to come back in one year with an evaluation report of the effectiveness of portable signs. City Attorney Carmel confirmed that portable signs are currently prohibited under the Code and the Code would have to be amended to allow them. He said the most effective way was to enact the Ordinance, evaluate it in year, and if it was found to be ineffective amend the Code back to prohibit portable signs. 4 CITY COUNCIUREDEVELOPMENT AGENCY MINUTES JANUARY 25,2000 Council Member Runels moved to introduce for first reading an Ordinance of the City Council of the City of Arroyo Grande amending Chapters 13 and 18 of Title 9 of the Arroyo Grande Municipal Code to allow portable signs, and further directing staff to bring the issue back to the Council in one year for review. Mayor Pro Tem Ferrara seconded the motion. _Voice Vote L Roll Call Vote Aye Lady Ave Ferrara Aye Runels No Tolley Ave Dickens There being 4 A YES and 1 NO, the motion is hereby declared to be passed. 8. CITIZENS'INPUT. COMMENTS. AND SUGGESTIONS Mike Titus, 404 Lierly Lane, spoke about the formation of a focus group two years ago to start the General Plan Update process. He spoke about the money that has been spent on the process. He expressed his concerns about where the City stands today on the General Plan Update. He requested that there be a major Council agenda item scheduled to have Ii full update on the status of the General Plan Update and an anticipated completion date. 9. CONSENT AGENDA Council Member Tolley requested that Item 9.1. be pulled because he could not support the Resolution. Council Member Runels moved and Council Member Dickens seconded the motion to approve Consent Agenda Items 9.a. through 9.e., with the recommended courses of action. a. Cash Disbursement Ratification. Approved. b. City (Employer) Payment of Member Contributions to the California Public Employees' Retirement System. Resolution No. 3425 Adopted. c. Minutes of City Council Meeting of January 5, 2000 and January 11, 2000. Approved. d. Waiver of Fees - South County Historical Society. Approved. e. Grand Avenue, Elm Street to Halcyon Road, Project No. 60-70-90-98-6, Progress Payment No.6. Approved. _Voice Vote ~ Roll Call Vote 5 CITY COUNCIL/REDEVELOPMENT AGENCY MINUTES JANUARY 25, 2000 City Council Ave Mayor Lady Aye Mayor Pro Tem Ferrara ~Council Member Runels ~Council Member Tolley Aye Council Member Dickens There being 5 A YES and 0 NOES, the motion is hereby declared to be passed. Mayor Pro Tem Ferrara asked for discussion on Item 9.f. Council Member Tolley stated that he disagreed with findings 1 through 4 listed in the Resolution, and he could not support it. Council Member Dickens moved to adopt a Resolution denying the appeal of the Planning Commission's denial of Conditional Use Permit No. 99-014, applied for by L.C. LaVine, for a second residential unit located at 137 Tally Ho Road. Mayor Pro Tem Ferrara seconded the motion. 9.1. Resolution Upholding Planning Commission's Denial of Conditional Use Permit No. 99-014. Resolution No. 3426 Adopted. _Voice Vote LRolI Call Vote Citv Council Aye Mayor Lady Aye Mayor Pro Tem Ferrara Aye Council Member Runels ~Council Member Tolley Ave Council Member Dickens There being 4 A YES and 1 NO, the motion is hereby declared to be passed. Council Member Runels moved, Council Member Dickens seconded the motion to approve Consent Agenda Item 9.g., with the recommended course of action. 9.g. Acceptance of Audited Annual Financial Reports. Received and filed. _Voice Vote LRolI Call Vote City Council ~Mayor Lady Ave Mayor Pro Tem Ferrara Ave Council Member Runels Ave Council Member Tolley Aye Council Member Dickens 6 CITY COUNCIL/REDEVELOPMENT AGENCY MINUTES JANUARY 25,2000 There being 5 A YES and 0 NOES, the motion is hereby declared to be passed. Board Member Runels moved, Board Member Tolley seconded the motion to approve Consent Agenda Item 9.g., with the recommended course of action. 9.g. Acceptance of Audited Annual Financial Reports. Received and filed. - Voice Vote LRolI Call Vote Redevelopment Aaencv Ave Chair Lady Aye Vice-Chair Ferrara ~Board Member Runels ~Board Member Tolley Aye Board Member Dickens There being 5 A YES and 0 NOES, the motion is hereby declared to be passed. 10. CONTINUED BUSINESS 10.a. VILLAGE GLEN - ALTERNATIVE WATER SUPPLY Council Member Tolley commented that he was unable to take part in the vote on the Village Glen project due to a conflict of interest; however, this issue involves a City water source which was located 5,700 feet from his property therefore he did not have a conflict of interest. Director of Public Works Spagnolo highlighted the Staff Report. He stated that staff recommended the City Council approve the dedication of the Deer Tail Well site and payment of $266,200 as mitigation for the Village Glen Water Demand, and direct staff to apply the funds to the Reservoir 3 Upgrade project and the Rancho Grande - Oro Pressure Zone project. Mayor Lady opened the discussion for public comment. C.Z. Brown, 350 Old Ranch Road, stated he was supportive of the Village Glen project; however, he needed clarification on the water resource issue. He talked about the importance of water resources and questioned the advisability of storing water in larger reservoirs for this project. He said he understood by prior Council action that the well would be dedicated and tested with regard to quality and quantity. He questioned if there would be sufficient water resources in the future. Hearing no further comments, Mayor Lady closed the public comment and brought the discussion back to the Council. Council Member Tolley asked staff to address Mr. Brown's comments about the quality and quantity of water at the well site. 7 CITY COUNCIL/REDEVELOPMENT AGENCY MINUTES JANUARY 25, 2000 Director Spagnolo responded that if and when the well was drilled in the future, there would be additional facilities built to make sure the water met present standards. He said based on preliminary tests, there was enough water to support the Village Glen development. He stated that there was an existing well that is very close to the site. Tim Cleath, Cleath and Associates, spoke about working with the applicant on the project; working on water issues in the Oak Park area for the past fifteen years; identification of the acquifer at the Deer Trail site; and testing that has been done on the acquifer. Council Member Runels commented that this was a good proposal and was in favor of using the funds to upgrade the City's existing facilities to increase water storage with the option to drill the well in the future. Council Member Dickens commented that if the well was developed, the City was not in a situation where it needed the water now because the Master Water Plan suggests that the City would need additional water resources at build-out in approximately nine to eleven years. He said that on the other side, there was a General Plan policy dealing with City boundary expansion that requires there be no impact on available water resources to the City. He explained that when he reviewed the annexation proposal, it was his understanding that the well would be the mitigating factor to address water resource issues. He read comments made by the City's consultant, David Foote, relating to the acquifer and existing wells. He stated that it would be difficult to support the recommendation without assurances that there would be sufficient water resources for the project. He asked staff if the Council's direction was to require the applicant to develop the well site as mitigated in the EIR, could the City use water fund balances to complete the two projects identified in the staff report within the next two years. Director Spagnolo responded that the money from the developer would help toward the funds required for the two construction projects. He explained that the projects were included in the capital improvement program; however, the funds were to be determined. There was further discussion about projects in the capital improvement program; priority status of the capital improvement projects; clarification on funding issues; and timing of completing approved capital improvement projects. In response to questions from Council, Mr. Cleath explained that the Department of Water Resources evaluated the acquifer and recognized it as having significant storage. Council Member Runels moved to approve the dedication of the Deer Trail Well site and payment of $266,200 as mitigation for the Village Glen Water Demand, and direct staff to apply the funds to the Reservoir 3 Upgrade project and the 8 CITY COUNCIL/REDEVELOPMENT AGENCY MINUTES JAN UARY 25, 2000 Rancho Grande - Oro Pressure Zone project. Council Member Tolley seconded the motion. _Voice Vote LRolI Call Vote ~Mayor Lady Ave Mayor Pro Tem Ferrara ~Council Member Runels ~Council Member Tolley ~ Council Member Dickens There being 4 A YES and 1 NO, the motion is hereby declared to be passed. 10.b. APPROVAL OF THE BRISCO ROAD/HALCYON ROAD/ROUTE 101 PROJECT STUDY REPORT (PSR) Director of Public Works Spagnolo highlighted the Staff Report. He stated that the draft PSR was distributed for a 30-day public review and comment period. He stated that a list of the comments received along with responses from the consultant has been included in the staff report. He explained that the schedule to approve the report was based on time constraints set to meet the funding requirements of AB 1012. He explained that because technical comments were received today from CalTrans, it did not appear the PSR would be approved by the deadline of February 1 st. He said that staff was recommending the City Council postpone approval of the PSR and continue the item so that staff could review and incorporate all comments including Cal Trans comments. Council Member Tolley asked SLOCOG Executive Director Ron DeCarli to address the Council. Ron DeCarli, SLOCOG Executive Director, stated that Arroyo Grande was one of only two local jurisdictions in the State that submitted advanced development funding applications through its Council of Governments. He explained the status of the PSR; and stated that SLOCOG would recommend funding for the project when the PSR is complete through an FTIP amendment. There was further discussion relating to advance development work and project alternatives. Mayor Lady opened up the discussion for public comment. Howard Mankins submitted written comments on the PSR to the Council and read them for the record. John Keen, 298 N. Elm Street, spoke in support of extending the review period; obtaining more public input; and exploring other options. 9 CITY COUNCIL/REDEVELOPMENT AGENCY MINUTES JANUARY 25,2000 Carter Hooker, Spanish Moss Lane, spoke about the access going east to west across the freeway. He said this was a main problem and people use the 101 as a street. He said all the accesses from east to west should be reviewed. Hearing no further comments, Mayor Lady closed the public comment and brought the discussion back to the Council. There was discussion about the regional significance of the project. There was Council consensus to continue the item. Mayor Lady called a break at 9:05 p.m. Mayor Lady reconvened the meeting at 9:10 p.m. 10.c. FIVE CITIES CENTER - REDUCTION OF LETTER OF CREDIT Council Member Tolley declared a conflict of interest and stepped down from the dais. Mayor Pro Tem Ferrara stated that over the past couple of months he has had several contacts with the Fair Political Practices Commission (FPPC). He stated the FPPC did not feel that the circumstances of this issue represents a conflict of interest. He explained that this was an implementation of action taken by the Council in June 1998, therefore does not represent a conflict. He stated with the direction received from the FPPC, he would vote on the item. Director of Public Works Spagnolo highlighted the Staff Report. He stated that staff recommended the Council approve a reduction in the amount of the Letter of Credit securing completion of on-site improvements at the Five Cities Center from $750,000 to $314,340. He explained this would cover only the remaining items of work to be done. Council Member Dickens stated the improvements were to be completed within eight months after issuance of the first Certificate of Occupancy. He asked when the first Certificate of Occupancy was issued. Ty Green, representing the Five Cities Center, stated the first Certificate of Occupancy was issued one year ago. He explained that there were several pads that need to be developed which do not have tenants in them yet. He said the improvements that they are requesting not be done are those that could be removed by a future tenant. Council Member Dickens asked what the intent of the condition was if the improvements were not completed within the specified timeframe. City Attorney Carmel explained that the intent of the agreement was to adequately protect the City to ensure that the project was built out. 10 CITY COUNCIL/REDEVELOPMENT AGENCY MINUTES JANUARY 25,2000 There was clarification that all of the off-site improvements had been completed. Parks and Recreation Director Hernandez explained that the amount the Department estimated was based on the incomplete work on areas near building pads I, L, and M. Mayor Lady opened the discussion for public comment. Hearing no comments, Mayor Lady closed the public comment period and brought the issue back to the Council for consideration. Council Member Runels stated it was a reasonable request and he had no problem with reducing the amount of the letter of credit. Council Member Dickens stated that reducing the Letter of Credit was a reasonable request, although he had difficulties with the intent of the agreement. He said he would like to see the project move forward in a reasonable amount of time toward completion with all the improvements in place. He stated that reducing the amount of the Letter of Credit would maintain protection for the City. Mayor Pro Tem Ferrara said the improvements need to be addressed when the project was built out and the Letter of Credit served as a security measure so when the pads ~ere developed, landscaping and infrastructure would be installed. He supported the reduction. Mayor Lady agreed it was fair and equitable to the developers while giving fair protection to the City. Council Member Runels moved to approve a reduction in amount of the Letter of Credit securing completion of on-site improvements at the Five Cities Center from $750,000 to $314,340. Council Member Dickens seconded the motion. _Voice Vote LRolI Call Vote Aye Mayor Lady Aye Mayor Pro Tem Ferrara Aye Council Member Runels Absent Council Member Tolley Ave Council Member Dickens There being 4 AYES, 0 NOES, and 1 ABSENT, the motion is hereby declared to be passed. 11. NEW BUSINESS 11.a. WAIVER OF UTILITY CONNECTION FEES BY LUCIA MAR UNIFIED SCHOOL DISTRICT FOR THE CLARK CENTER FOR PERFORMING ARTS The applicant requested that the item be pulled. 11 CITY COUNCIL/REDEVELOPMENT AGENCY MINUTES JANUARY 25,2000 12. CITY COUNCIL REPORTS: a. MAYOR MICHAEL LADY (1) South San Luis Obispo County Sanitation District (SSLOCSD). 1) Adopted a brine disposal ordinance fee; 2) Replaced sludge grinder pumps; and 3) Approved employee medical insurance change to PERS. (2) Other. None. b. MAYOR PRO TEM TONY M. FERRARA (1 ) Integrated Waste Management Authority Board (IWMA). 1) Discussed item on the APCD Agenda relating to the new burn rule; 2) the City of Morro Bay has terminated its contract with RALCCO; and County Environmental Health is continuing to monitor RALCCO; 3) Through regional JPA, the composite diversion rate is 51% which meets the requirements of AB939. However, if the region falls below 50%, individual diversion rates go back to each of the cities; 4) Discussed how construction/demolition waste could impact diversion rate; Cold Canyon is opening a construction recycling center; met with Community Development Director to discuss amending recycling agreement to include construction/demolition. (2) Economic Vitality Corporation (EVC). No report. (3) Air Pollution Control District (APCD). No report. (4) Economic Development Task Force. No report. February 17, 2000 is the next meeting. (5) Other. None. c. COUNCIL MEMBER THOMAS A. RUNELS (1 ) Zone 3 Advisory Board. 1) Dam has 66% capacity; 2) Discussed potential fees for use of recreational area; 3) Gave updates relating to Lopez Dam remediation project; 3) Discussed having workshops on the Bond issue, and asking the cities to adopt a Resolution supporting the bond measure; 4) Reported that a meeting will be held to review the preliminary Budget which shows an 11 % increase for Arroyo Grande; and 5) Discussed new water contracts. (2) County Water Resources Advisory Committee (WRAC). Met and discussed routine business. (3) Other. None. d. COUNCIL MEMBER STEVE TOLLEY (1 ) Long-Range Planning Committee. No report. (2) South County Youth Coalition. No report. (3) San Luis Obispo Council of Governments/San Luis Obispo Regional Transit Authority (SLOCOG/SLORT A). 1) SLORT A reviewed a performance audit; 2) SLOCOG appointed new officers; 3) Discussed Route 46 corridor project update and Route 46 corridor safety improvement. 12 CITY COUNCIUREDEVELOPMENT AGENCY MINUTES JANUARY 25,2000 d. COUNCIL MEMBER STEVE TOLLEY (continued) (4) Other. 1) Attended League Employee Relations Policy Committee meeting where topics discussed included 3% at 50 and binding arbitration; and 2) Will be a speaker at upcoming Employee Relations Institute presenting "Educating the Elected Official on Human Resources/Labor Relations". e. COUNCIL MEMBER JIM DICKENS (1 ) South County Area Transit (SCAT). Will communicate concerns of Arroyo Grande City Council at next SCAT meeting. (2) Economic Development Committee/Chamber of Commerce. No report. (3) Five Cities Recreational Center Subcommittee. An aggressive presentation schedule is planned to present concepts, and receive comments and feedback from area ~gencies such as the City of Grover Beach, SLO County, City of Pismo Beach, and Lucia Mar Unified School District. An non-profit Oceano group is involved to raise funds for a municipal pool. (4) Economic Opportunity Commission. 1) Approved purchase of property in Kerman for a Head-Start Program; 2) Received funds from SLOCOG for complete count program and will utilize EOC staff for Census 2000; 3) Reported that the City will receive Human Service Grant request from EOC for mentor alliance; and 4) EOC is looking for a permanent office location. (4) Other. None. 13. COUNCIL COMMUNICATIONS . Mayor Pro Tem Ferrara reported that he had attended the League's Public Safety Policy Committee meeting. He said the principal issue was Proposition 1A and Indian gaming. The Policy Committee rejected a request for support from the League of California Cities. . Mayor Pro Tem Ferrara spoke about redevelopment and asked for a consensus from Council on conducting a meeting of the Redevelopment Agency so that staff could provide a status of the Redevelopment Plan. He said he was interested in what was being planned for future Implementation strategy of the Plan. He expressed concerns that the City might be missing out on opportunities by not aggressively pursuing redevelopment. Interim City Manager TerBorch suggested scheduling a Special Redevelopment Agency Workshop. There was consensus of the Council to hold a Special Redevelopment Agency Meeting to receive a status report on the Redevelopment Plan. . Council Member Runels provided an update on the Santa Maria groundwater basin lawsuit. 13 CITY COUNCIL/REDEVELOPMENT AGENCY MINUTES JANUARY 25,2000 14. STAFF COMMUNICATIONS None. 15. ADJOURNMENT Council Member Tolley moved, Council Member Dickens seconded, and the motion passed unanimously to adjourn the meeting. Time: 10:10 p.m. MICHAEL A LADY, MAYOR ATTEST: KELL Y WETMORE, DIRECTOR OF ADMINISTRATIVE SERVICES/ DEPUTY CITY CLERK 14 9.f. MEMORANDUM TO: CITY COUNCIL FROM: KELLY WETMORE, DIRECTOR OF ADMINISTRATIVE SERVICES-fJJ SUBJECT: REJECTION OF CLAIM AGAINST CITY - S. GALLOP DATE: FEBRUARY 8, 2000 RECOMMENDATION: It is recommended the City Council reject the attached Claim for Damages against the City filed by Susan Gallop, 1708 Mill Street, San Luis Obispo. FUNDING: None. DISCUSSION: The City's insurance adjusters have reviewed the claim of Ms. Gallop and recommend it be rejected. c:~~ ~. City of Arroyo Grande R CLAIM FOR DAMAGES ~c...., W~ TO PERSON OR PROPERTY RECEIVED ~to-u I{<O Jeo CITY Of ARROYO GRMWE 0 File with: RESERVE FOR FIL~~~~. I.D -! -< CITY CLERK'S OFFICE Claim No. ~ AH ,,: 0 ~ 0 214 East Branch Street ~ '"TJ Arroyo Grande, CA 93420 n ;t>~ N -.J :;Un :::OfT1 INSTRUCTIONS 0- :::> -<< 1. Claims for death, injury to person or personal property must be filed ~ 0'" 0 not later than six months after the occurrence. (Gov. Code Sec. 911.2) == c;) 2. Claims for damages to real property must be filed not later than 1 year.. :::0 > after the occurrence. (Gov. Code Sec. 911.2) ~ ~ -- 3. Read entire claim form before filing. 0 4. See page 2 for diagram upon which to locate place of accident. f'1 5. This claim form must be signed on Page 2 at bottom. 6. Attach separate sheets, if necessary, to give full details. SIGN EACH SHEET. TO: (Name of City) Date of Birth A rtr"Q \{o ~rr~ of Claimant J(UI\. Name of Claimant occupation of ~OJ/\ cJl,o -€-'E:dA Home Address of Claimant City/State Home Telephone Number 11-O~ M \\ \ st-. SCU1 L,v,I) ck(5 pO c.. 5~ I -~I ep; Business Address of Claimant city/State Business Telephone Number L(7-5- 1-63Cf Give address and telephone number to Claimant's social which you desire notices or communica- security Number tions to be sent regarding this claim: ~ ~. 53 cl -I S - r;OI?? ~When did DAMAGE or INJURY occur? Names of any city.employees ;f.- Ad.:. Date Time involved in INJURY or DAMAGE ~~ \ If claim is for Equitable It .evv<)V- ~ J ~~\ Indemnity, give date claimant Au \-e. ~ ~G . served with that complaint: -:L- "\ W\ V\D\- 5\A;Ve Date: Where did DAMAGE or INJURY occur? Describe fully, and locate on diagram on reverse side of this sheet. Where appropriate, give street names and ~rR:n~e~r~nts~o~GkS' \-41010Vl rzd.... Ikvc:>s, ~roVv1 ~ ~~,<t(PWPcvJ~tit;;;\fD~ COVvt~ (1-o;f"1~~ 1\1\,~ WOv.> . . t:l1 -stW d(; ~ rot::id-) ~ ~ Describe in d tail how the DAMAGE or INJURY occurred. W~ ~Ov\~ ~ uuJJ-i ~ pCVt'~ cM5fVVt 0 IVtiW U---z cV:A a~ COV{A-td lMA{ Cf}J\. Wl~ -h~"i w~--h s-pftS fdnk o.~ ev-Ul Why do you claim the City is responsible? , .-.' T~ Ci'kt :pM'vctJ -fi--t CW(L~ . Describe in detail each INJURY or DAMAGE 1WA.e.- QA1 wlb cUh ~ ~ oJ1 (9Ak\ ~~ SEE PAGE 2 (OVER) THIS CLAIM MUST BE SIGNED ON REVERSE SIDE The amount claimed, as of the date of presentation of this claim, is computed as follows: Damage incurred to date (exact) : Estimated prospective damages Damage to property......$ \5i).0() as far as known: Future expenses for medical Expenses for medical and hospital care.....$ and hospital care.......$ Future loss of Loss of earnings........$ earnings..............$ Special damages for Other prospective special ....................... .$ damages. . . . . . . . . . . . . . . $ General damages.........$ Prospective general Total damages incurred damages...............$ ~ 2, to date...............$ Total estimate prospective t / damages.............$ ~ ~ Total amount claimed as of date of U H'~ -vfl presentation of this claim........$ /50. a1J'- V^~~tl) Was damage and/or injury investigated by police? VVb If so, what city: Were paramedics or ambulance called? ~ If so, name city or ambulance If injured, state date, time, name and address of doctor of your first visit WITNESSES to DAMAGE or INJURY: List all persons and addresses of persons known to have information: Name IIvCM.J- Address Phone Name Address Phone Name Address Phone DOCTORS an~ITALS: Hospi tal Ii . Address Phone Doctor Address Phone Doctor Address Phone READ CAREFULLY For all accident claims place on following diagram names of streets, including North, East, South, and West: indicate place of accident by "X" and by showing house numbers or distances to street corners. If city Vehicle was involved, designate by letter "A" location of city Vehicle when you first saw it, and by "B" location of yourself or your vehicle when you first saw city vehicle: location of City vehicle at time of accident by "A- I" and location of yourself or your vehicle at the time of the accident by "B-1" and the point of impact by "X." NOTE: If diagrams below do not fit the situation; attach hereto a proper diagram signed by claimant. S L (:::) -:::,.... \...) ---.. :! SIDEWALK cuna rM\KWAY SIDEwALl< (:tVlOYO Gj~ I Ca>ll~ I (/1 T signature of Claimant or person Typed Name: Date: filing on behalf giving 50.S~e, 6a\lvp 12-21--q 9' relationship 0 CIai t: E FILED WITH CITY CLERK (Gov. Code Sec. 915a). false claim is a felony (Pen. Code Sec. 72) . < RECEiVED ~"'A CITY OF ARROYO GRAHDE 00 JAN 24 Pi; I: I 6 Next Report Due: February 18, 2000 STATUS REPORT #2 January 18, 2000 City of Arroyo Grande P.O. Box 550 Arroyo Grande, CA 93420 AnN: Robert Hunt, City Manager RE: Our Principal: City of Arroyo Grande Date of Loss: November 22, 1999 Claimant: ~"Susan Gallop' -? Our File No.: A9791-:-T PREVIEW: The claimant alleges that city workers who were painting the curb oversprayed her vehicle. REPLY REQUEST: I believe that this is a claim that should now be rejected. If you COI}cur, please send a standard rejection letter to: Susan Gallop 1708 Mill Street San Luis Obispo, CA 93401 Please send a copy of said rejection to the undersigned for the completion of my file. PUBLIC WORKS DEPT. REPORT: Thank you for providing me with a copy of Randy Robinson's report relative to this matter. This reflects that the curb painting work was done on November 18, 1999. At the . time the work was done there were no cars in the area. They do not spray at high pressure when painting curbs because of possible overspray onto the sidewalks. There is no paint on the surrounding asphalt, sidewalk or wood fence. CARL WARREN & CO. CLAIMS MANAGEMENT. CLAIMS ADJUSTERS P.O. Box 1052 . San Luis Obispo, CA 93406-1052 Phone: (805) 544-7963. Fax: (805) 544-1068 City of Arroyo Grande Robert Hunt January 18, 2000 Page Two (A9791-T) CLAIM STATUS: Claim Status Reserves LPD-Susan Gallop Open Loss $150.00 Expense $500.00 COMMENT: I shall now place my fIle on diary to February 18,2000 awaiting receipt of the standard rejection letter. / I / ( j Pat Tumbarello, AlC, CPCU ~Uy 0/ ,P.O. Box 550 .~ ~~ 214 East Branch Street , Arroyo Grande, CA 93421 ADMINISTRATIVE SERVICES ' Phone: (80S) ~73-5414 ' FAX: (80S) 473-0386 E..Man: agcfty@arroyogrande.org February 9, 2000 . Susan'Gallop 1708 Mill Street San Luis Obispo, CA 93401 REJECTION OF CLAIM PRESENTED WITHIN SIX MONTHS Dear Ms. Gallop: Notice is hereby given that the claim you presented to the City. Council of the City of Arroyo Grande on December 27,1999 was rejected on February 8,2000. WARNING Subject to certain exceptions, you have only six (6) months from the date this notice was personally delivered or deposited in the United States mail to file a Court Action in a Municipal or a Superior Court of the State of California on this claim (See' Government Code Section 945.6). You may seek the advice of an attorney of your choice in connection with this matter. If you desire to consult an attorney, you should do so immediately. Kelly Wetmore Director of Administrative Services c: City Manager City Attorney . Director of Public Works Carl Warren & Co. 9.g. MEMORANDUM TO: CITY COUNCIL FROM: RICK TerBORCH, INTERIM CITY MANAGE~ SUBJECT: APPOINTMENT TO ARCHITECTURAL REVIEW COMMITTEE AND DOWNTOWN PARKING ADVISORY COMMITTEE DATE: FEBRUARY 8, 2000 RECOMMENDATION: It is recommended the City Council approve: . Mayor Pro Tern Ferrara's appointment of Charles E. (Chuck) Fellows to the Architectural Review Committee; and, . Mayor Pro Tem Ferrara's appointment of Henry Gonzalez to the Downtown Parking Advisory Board. FUNDING: There is no fiscal impact. DISCUSSION: Architectural Review Committee Member B. David Sachson submitted his resignation on December 17, 1999. Mr. Sachson was the appointment of Mayor Pro Tern Ferrara. Downtown Parking Advisory Board Member John Gutierrez submitted his Form 700, Leaving Office Statement, on June 23, 1999. Mr. Gutierrez was the appointment of Mayor Pro Tern Ferrara. On January 14,1997, the City Council adopted Ordinance No. 481 amending the composition of applicable Commissions and Boards from seven to five members and also adopted Resolution No. 3192 establishing Council policy as it relates to the appointment procedure to the Boards and Commissions. It is recommended the Council approve the appointment of Charles E. (Chuck) Fellows to the Architectural Review Committee and approve the appointment of Henry Gonzalez to the Downtown Parking Advisory Board. CITY OF ARROYO GRANDE RESERVOIR OF CITIZENS TO SERVE _ Planning Commission RECEIVED . - Parks and Recreation Commission YeaYJI~Jtfirf.~6\X>%~~~OJ? fJ 1"2- Traffic Commission _ Senior Advisory Commission Regi~~~Of MY~? ~f:nde ~ Special Committees (Architectural ~w, etc.) NAME CHARL.e$ e. C C-H-1Jc....-c- ') f7~ l-L.-O w.$ HOME ADDRESS :;2..0'2... D"'T "-.J "'<<J ^-.J W!\Y PHONE tf~ J - 3 'f-6cf PRESENT " PRESENT EMPLOYER ToNeS , Guc::fD6"1-c.. r Ft?L.L 0 w s) liVe. 'POSITION C 1-11 C""P F I ~ tJ c. tl'h- O?P..c-EP.. OFFICE .s. f-+Ar..Ct.iCN "f.CD. j AG- BUSINESS V-0f-0(OO ADDRESS 2t'i TELEPHONE EDUCATIONAL BACKGROUND High School ~vE'}'L- ~~ H.:S. College 1.. A. P ( c=. (<.ce- c.-o (...L..6Cs-e=' (,-q A) ADDITIONAL EDUCATIONAL INFORMATION ~M.EO'-Pr ..5T..,-...e: 0. (5.4) fv\.14) o ~6,,10 ..S'L"'"'l--c& U. (POY' 6fun). ~~ COMMUNITY AND CIVIC INTERESTS Suo r{ (510 ((( un- -S\) c-<erY - I H-Dv ~ 0;;:;. . /<.ViS i r - s:r: ,vtoftpl) UC\A+ SL-ctvVL- -:J:,'/Ij LNTef1-E~ IN N.frtrJfAINliVG- A.G. "QV;f(..("'tH' 01==- 4F-e ~... ILUIlf5 T~5 rilJTollLOh- BL-'D6" pl2tjE~\lA-r(Qr-J 1 ~v /t{<Cbf(7&C-r\J(U5. The City Council ~ould like to have the names of three (3) Arroyo Grande References: ADDRESS (7 5<<1 VI A- NAME 1. --ro0! ~ i<-A /U-If'tfIJ~ p(2{)-~ ~roJVV'~) 2. Le)J ,J( ::::r'i) ~ s t@/- (000 ( Wit L. r...;vr nve J A0 3. !viltKtI- Mc,u<-S- A.G. fAIl J.A4t~~ ( ?,) ARE YOU WILLING TO SERVE ON THE COMMISSION/COMMITTEE MEETING TIMES SHOWN BELOW: Planning Commission, First and Third Tuesday of each month, 7:30 p.m. Yes - No - Parks and Recreation Commission, Second Wednesday of each month, 6:00 p.m. Yes - No - Traffic Commission, Monday Previous to Third Tuesday of each month, 7:30 p.m. Yes - No - Senior Advisory Commissio.O,FirsL\lVednesda nth, 6:00 p.m. Yes No - - Special ~ommittee Q, ?7\rchitectur. view mmittee c.), Various meeting v;;:_ times and dates ~ Yes Signature Date f-31-~V The Arroyo Grande City Council requests infonnation about your interest (and education, if applicable), in serving on a commission or committee, specifically your comments and views relative to the role and responsibilities of the Planning Commission, Parks and Recreation Commission, Traffic Commission, Senior Advisory Commission, or a Special Committee. Please note such infonnation on the reverse side of this fonn. Thank you for your interest. THIS FORM IS A MATTER OF PUBLIC RECORD IF APPOINTED. COMPLETION OF A STATE CONFLICT OF INTEREST FORM IS REQUIRED (11/02198) (~;.y: !Jv" ~ 391 Chaparral Lane Arroyo Grande, CA 93420 12113/1999 Office of the City Clerk City of Arroyo Grande Gentlemen: This letter will advise you that I will be moving out of Arroyo Grande in January of2000 and will therefore no longer qualify for service on the Architectural Review Committee. Thanks for allowing me to serve in this worthwhile capacity. ~ B. David Sachson AIA ~ \.D -i , \D -< 0 a rr1 -., ("") :t>~ - ~C? -.J :;:0 r1l 0- -0 -<< :::= am 0 ~ C) ::T.) CJ1 .> -.J z 0 r1 . CITY OF ARROYO GRANDE RESERVOIR OF CITIZENS TO SERVE _ Planning Commission RECEIVED _ Parks and Recreation Commissior\';ITY OF ARROYO GRANDE _ Traffic Commission 00 FEB -3 PH I: 28 Years Lived in Arroyo Grande _ Senior Advisory Commission Registered Voter of Arro~nde ~ Special Committees (Architectu al Review, etc.) Yes_ No_ j/,.<?I:!/(I/IJ& A'.oi//~o to., G..o ~ NAME r0 ( 10 "Z.;::) q HOME ADDRESS A.f)() N ~e:> PHONE .1~~-8~ J \ PRESENT t.:>lI ~~ PRESENT EMPLOYER POSITION D~if OFFICE BUSINESS ADDRESS l"'Z0 e ~VA.-J('~ S\-cLtt TELEPHONE 4B'1- cb'16 EDUCATIONAL BACKGROUND High School tACM( 'J~~ IM-\tS College ADDITIONAL EDUCATIONAL INFORMATION COMMUNITY AND CIVIC INTERESTS :J :,,)M..~ MU.\.bU J ~l A--r.~ () tA(~ ~~L{uh The City Council would like to have the names of three (3) Arroyo Grande References: NAME ADDRESS 1, J,.ALt\ ~ )~ V\cts j . B',V,,-t ~~\L e. ~"J 2. ~o'0 l.0~\ LuwdS 3. 'ZJ~ bV'\ V.,\ \ \~t. C d1 l '- ARE YOU WILLING TO SERVE ON THE COMMISSION/COMMITTEE MEETING TIMES SHOWN BELOW: Planning Commission, First and Third Tuesday of each month, 7:30 p.m. Yes - No - Parks and Recreation Commission, Second Wednesday of each month, 6:00 p.m. Yes - No - Traffic Commission, Monday Previous to Third Tuesday of each month, 7:30 p.m. Yes - No - Senior Advisory Commission, First Wednesday of each month, 6:00 p.m. Yes - No - Special Committee (Le. Architectur I Review Committee, etc.), Various meeting Yes i/ times and dates No - Signature Date /- ZC;,O{) The Arroyo Grande City Co II requests' fo tion about your interest (and education, if applicable), in serving on a commission or committee, specifically your comments and views relative to the role and responsibilities of the Planning Commission, Parks and Recreation Commission, Traffic Commission, Senior Advisory Commission, or a Special Committee. Please note such information on the reverse side of this form. Thank you for your interest. THIS FORM IS A MATTER OF PUBLIC RECORD IF APPOINTED. COMPLETION OF A STATE CONFLICT OF INTEREST FORM IS REQUIRED (11/02198) 9.h. MEMORANDUM TO: CITY COUNCIL FROM: DON SPAGNOLO, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER~ SUBJECT: SERVICE AGREEMENT WITH LEE WILSON ELECTRIC FOR MAINTENANCE OF TRAFFIC SIGNALS DATE: FEBRUARY 8, 2000 RECOMMENDATION: It is recommended that the Council approve the attached Agreement for Services of Contractor with Lee Wilson Electric for traffic signal maintenance. FUNDING: Funding for traffic signal maintenance in the amount of $18,000 was budgeted for in FY1999/2000 (account number 010-4304-5303). The remaining balance in this account is $10,800. The estimated annual cost to maintain the existing traffic signals, including the signals installed as part of the Five Cities Center development, is $14,600, excluding any work performed at time and material. The work to be performed for the remainder of FY1999-00 is estimated to be $7,000. DISCUSSION: The City has routinely contracted for services to maintain the eight (8) existing traffic signals. Lee Wilson Electric has been performing this service for the last ten (10) years. However, since April of 1997, the City has not updated its service agreement with Lee Wilson Electric for signal maintenance. The previous agreement with Lee Wilson lapsed and maintenance has been performed without a formal agreement. Signal maintenance includes routine inspection of the equipment including the signal heads, lamps, inductor loops, pedestrian push buttons and cleaning of the signal control cabinet. The agreement also provides for the replacement of all lamps and cleaning of the lenses and reflectors on a yearly basis. The new construction of the Five Cities Center has added three (3) new intersections with traffic signals to be maintained. All intersections (including the three (3) new intersections, marked with a double asterisk) are listed in Exhibit "An of the attached Agreement for Services of Contractor. The present cost each month for maintenance is $126.00 per intersection. The new Agreement provides for the same cost per intersection with no increase for work to be performed as listed in Exhibit "B" (attached). Staff recommends that a new agreement with Lee Wilson Electric be approved based on their knowledge and experience of the City's system, outstanding past performance and timely emergency response. Lee Wilson Electric is the only contractor performing signal maintenance services in the County. The only other contractors that are currently performing maintenance services are located in Santa Barbara and Bakersfield. Alternatives The following alternatives are provided for the Council's consideration: 1. Approve the attached service agreement; 2. Modify as appropriate and approve the service agreement; 3. Reject the agreement and direct staff to prepare a request for qualification for distribution to selected contractors; 4. Provide direction to staff. Attachment: Agreement for Services of Contractor ......'.. AGREEMENT FOR SERVICES OF CONTRACTOR This Agreement, made March 1, 2000, by and between LEE WILSON ELECTRIC (hereinafter referred to as "CONTRACTOR"), and the CITY OF ARROYO GRANDE, a Municipal Corporation (hereinafter referred to as "CITY"). The parties hereto, in consideration of the mutual covenants contained herein, hereby agree to the following terms and conditions: 1.00 GENERAL PROVISIONS 1.01 TERMS: The terms of this Agreement shall be for a period of five (5) years commencing on March 1, 2000 and expiring on midnight of February 28, 2005, unless sooner terminated as specified herein. There shall be an option to extend this Agreement an additional five (5) years subject to the prior written approval of the parties as to the terms and conditions thereof. 1.02 SERVICES TO BE PERFORMED BY CONTRACTOR: CONTRACTOR agrees to perform or provide the services specified in "Description of Services" attached hereto as Exhibit "A" and incorporated herein by this reference. CONTRACTOR shall determine the method, details and means of performing the above-referenced services. CONTRACTOR may, at CONTRACTOR's own expense, employ such assistants as CONTRACTOR deems necessary to perform the services required of CONTRACTOR by this Agreement. CITY may not control, direct or supervise CONTRACTOR's assistants or employees in the performance of those services. 1.03 COMPENSATION: In consideration for the services to be performed by CONTRACTOR, CITY agrees to pay CONTRACTOR the consideration set forth in the amounts and under the terms provided in Exhibit "B" attached hereto and incorporated herein by this reference. 2.00 OBLIGATIONS OF CONTRACTOR 2.01 MINIMUM AMOUNT OF SERVICE BY CONTRACTOR: CONTRACTOR agrees to devote the hours necessary to perform the services set forth in this Agreement in an efficient and effective manner. CONTRACTOR may represent, perform services for and be employed by additional individuals or entities, in CONTRACTOR's sole discretion, as long as the performance of these extra-contractual services does not interfere with or present a conflict with CITY's business. 2.02 TOOLS AND INSTRUMENTALITIES: CONTRACTOR shall provide all tools and instrumentalities necessary to perform the services under this Agreement. 1 . - . ~ -..",. . 2.03 WORKERS' COMPENSATION AND OTHER EMPLOYEE BENEFITS: CITY and CONTRACTOR intend and agree that CONTRACTOR is an independent contractor of CITY and agrees that CONTRACTOR and CONTRACTOR's employees and agents have no right to Workers' Compensation and other employee benefits. If any worker insurance protection is desired, CONTRACTOR agrees to provide Workers' Compensation and other employee benefits, where required by law, for CONTRACTOR's employees and agents. CONTRACTOR agrees to hold harmless and indemnify CITY for any and all claims arising out of any claim for injury, disability, or death of CONTRACTOR and CONTRACTOR's employees or agents. 2.04 INDEMNIFICATION: CONTRACTOR hereby agrees to, and shall, hold CITY, its elective and appointive boards, officers, agents and employees, harmless and shall defend the same from any liability for damage or claims for damage, or suits or actions at law or in equity which may allegedly arise from CONTRACTOR's or any of CONTRACTOR's employees' or agents' operations under this Agreement, whether such operations be by CONTRACTOR or by anyone or more persons directly or indirectly employed by, or acting as agent for, CONTRACTOR provided as follows: a. That CITY does not, and shall not, waive any rights against CONTRACTOR which it may have by reason of the aforesaid hold-harmless agreement, because of the acceptance by CITY, or the deposit with CITY by CONTRACTOR, of any of the insurance policies hereinafter described. b. That the aforesaid hold-harmless agreement by CONTRACTOR shall apply to all damages and claims for damages of every kind suffered, or alleged to have been suffered, by reason of any of the aforesaid operations of CONTRACTOR or any agent or employee of CONTRACTOR regardless of whether or not such insurance policies shall have been determined to be applicable to any of such damages or claims for damages. 2.05 INSURANCE: CONTRACTOR shall not commence work under this Agreement until it has obtained all insurance required under this section and such insurance shall have been approved by CITY as to form, amount and carrier: a. Public Liability and Property Damage Insurance. CONTRACTOR shall take out and maintain during the life of this Agreement such public liability and property damage insurance as shall protect CITY, its elective and appointive boards, officers, agents and employees, and CONTRACTOR and any agents and employees performing work covered by this Agreement from claims for damages for personal injury, including death, as well as from claims for property damage which may arise from CONTRACTOR's or any subcontractor's operations under this Agreement, whether such operations be by CONTRACTOR or by anyone directly or indirectly employed by CONTRACTOR and the amounts of such insurance shall be as follows: (1 ) Public Liability Insurance. In an amount not less than $1,000,000 for injuries, including, but not limited to, death to anyone person and, subject 2 - - ~ ..~ . to the same limit for each person, in an amount not less than $1,000,000 on account of any one occurrence: (2) Property Damage Insurance. In an amount of not less than $2,000,000 for damage to the property of each person on account of anyone occurrence. b. Comprehensive Automobile Liability. Bodily injury liability coverage of $100,000 for each person in anyone accident and for injuries sustained by two or more persons in anyone accident. Property damage liability of $100,000 for each accident. c. Workers' Compensation Insurance. In the amounts required by law as set forth in Section 2.03 above. d. Deductibles and Self-Insured Retentions. Any deductible or self-insured retention must be declared to, and approved by, CITY. CITY may require that either the insurer reduce or eliminate such deductibles or self-insured retentions as respects CITY, its elected or appointed officials, employees, agents or volunteers; or CONTRACTOR shall procure a bond guaranteeing payment of all losses, and related investigation, claims administration and legal expenses. e. Proof of Insurance. CONTRACTOR shall furnish CITY, concurrently with the execution hereof, with satisfactory proof of carriage of the insurance required, and adequate legal assurance that each carrier will give CITY at least thirty (30) days' prior notice of the cancellation of any policy during the effective period of this Agreement. The certificate or policy of liability of insurance shall name CITY as an additional insured with CONTRACTOR. 3.00 OBLIGATIONS OF CITY 3.01 COOPERATION: CITY agrees to comply with all reasonable requests of CONTRACTOR necessary to the performance of CONTRACTOR's duties under this Agreement. 4.00 TERMINATION OF AGREEMENT 4.01 TERMINATION OF NOTICE. Notwithstanding any other provision of this Agreement, any party hereto may terminate this Agreement, at any time, without cause by giving at least thirty (30) days prior written notice to the other parties to this Agreement. 4.02 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 the business of any party; c. Death of any party; d. The end of the (30)/(60)/(90) days as set forth in Section 4.01; 3 . ~ ...,; .. e. End of the Agreement to which CONTRACTOR's services were necessary: or f. Assignment ofthis Agreement by CONTRACTOR without the consent of CITY. 4.03 TERMINATION BY ANY PARTY FOR DEFAULT OF CONTRACTOR: Should any party default in the performance of this Agr~ement or materially breach any of its provisions, a non-breaching party, at its option, may terminate this Agreement, immediately, by giving written notice of termination to the breaching party. 4.04 TERMINATION: Subject to earlier termination as specified above, this Agreement shall terminate on February 28, 2005, unless extended as set forth in this section. CITY MANAGER, with the agreement of CONTRACTOR, is authorized to extend the term of this Agreement beyond the termination date, as needed, under the same terms and conditions set forth in this Agreement. Any such extension shall be in writing and be an amendment to this Agreement. 5.00 SPECIAL PROVISIONS (Optional) 6.00 MISCELLANEOUS 6.00 REMEDIES: The remedies set forth in this Agreement shall not be exclusive but shall be cumulative with, and in addition to, all remedies now or hereafter allowed by law or equity. 6.01 NO WAIVER: The waiver of any breach by any party of any provision of this Agreement shall not constitute a continuing waiver or a waiver of any subsequent breach of this Agreement. 6.02 ASSIGNMENT: This Agreement is specifically not assignable by CONTRAC- TOR to any person or entity. Any assignment or attempt to assign by CONTRACTOR, whether it be voluntary or involuntary, by operation of law or otherwise, is void and is a material breach of this Agreement giving rise to a right to terminate as set forth in Section 4.03. 6.03 ATTORNEY FEES: In the event of any controversy, claim or dispute between the parties hereto, arising out of or relating to this Agreement, or the breach thereof, the prevailing party shall be entitled, in addition to other such relief as may be granted, to a reasonable sum as and for attorney fees. 6.04 TIME FOR PERFORMANCE: Except as otherwise expressly provided for in this Agreement, should the performance of any act required by this Agreement to be performed by either party be prevented or delayed by reason by any act of God, strike, lockout, labor trouble, inability to secure materials, or any other cause except financial inability not the fault of the party required to perform the act, the time for performance of 4 -.." . the act will be extended for a period of time equivalent to the period of delay and performance of the act during the period of delay will be excused; provided, however, that nothing contained in this section shall exclude the prompt payment by either party as required by this Agreement or the performance of any act rendered difficult or impossible solely because of the financial condition of the party required to perform the act. 6.05 NOTICES: Except as otherwise expressly provided by law, any and all notices or other communications required or permitted by this Agreement or by law to be served on or given to any party to this Agreement shall be in writing and shall be deemed duly served and given when personally delivered or in lieu of such personal service when deposited in the United States mail, first-class postage prepaid to the following address for each respective party: CITY: City of Arroyo Grande Attn: Public Works Department P.O. Box 550 Arroyo Grande, CA 93421-0550 CONTRACTOR: Lee Wilson Electric 1151 EI Camino Real Arroyo Grande, CA 93420 6.06 GOVERNING LAW: This Agreement and all matters relating to this Agreement shall be governed by the laws of the State of California in force at the time any need for the interpretation of this Agreement or any decision or holding concerning this Agreement arises. 6.07 BINDING EFFECT: This Agreement shall be binding on and shall inure to the benefit of the heirs, executors, administrators, successors and assigns of the parties hereto, but nothing in this section shall be construed as a consent by CITY to any assignment of this Agreement or any interest in this Agreement. 6.08 SEVERABILITY: Should any provision of this Agreement be held by a court of competent jurisdiction or by a legislative or rule making act to be either invalid, void or unenforceable, the remaining provisions of this Agreement shall remain in full force and effect, unimpaired by the holding, legislation or rule. 6.09 SOLE AND ENTIRE AGREEMENT: This Agreement constitutes the sole and entire agreement between the parties with respect to the subject matter hereof. This Agreement correctly sets forth the obligations of the parties hereto to each other as of the date of this Agreement. All agreements or representations respecting the subject matter of this Agreement not expressly set forth or referred to in this Agreement are null and void. 6.10 TIME: Time is expressly declared to be of the essence of this Agreement. S '. ~ ..-.; . 6.11 DUE AUTHORITY: The parties hereby represent that the individuals executing this Agreement are expressly authorized to do so on and in behalf of the parties. 6.12 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. 6.13 AMENDMENTS: Amendments to this Agreement shall be in writing and shall be made only with the mutual written consent of all of the parties to this Agreement. Executed on ,2000, at , California. CITY OF ARROYO GRANDE By: Mayor ATTEST: Director of Administrative Services/ Deputy City Clerk CONTRACTOR By: APPROVED AS TO FORM: By: City Attorney 6 ...,;.. EXHIBIT "A" DESCRIPTION OF SERVICES The Contractor shall perform routine inspection of equipment and operation bf traffic signals at intersections listed below on a monthly basis, including 1) inspect, clean and vacuum cabinet; 2) clean & vacuum filters and replace as necessary; 3) inspect all lamps and replace as necessary; 4) inspect all heads, back plates and visors; 5) inspect all traffic loops; 6) check operation of all pedestrian push buttons; and 7) complete log entry in controller log. The Contractor, on a yearly basis will replace all lamps in all signals listed in Exhibit "A" and also clean, polish, and inspect all lenses and reflectors at the time the traffic signals are relamped. CITY OF ARROYO GRANDE - LIST OF INTERSECTIONS: 1) Grand Avenue & Elm Street 2) 'Grand Avenue & Halcyon Road 3) Halcyon Road & Fair Oaks Avenue 4) Grand Avenue & Courtland Street 5) Grand Avenue Pedestrian Crossing 6) Oak Park Boulevard & James Way (Arroyo Grande pays 50%; Pismo Beach pays 50%) 7) Oak Park Boulevard & EI Camino Real (Arroyo Grande pays 50%; Grover Beach pays 50%) 8) Oak Park Boulevard & West Branch Street (Arroyo Grande pays 62.5%; Pismo Beach pays 37.5%) 9) **West Branch Street & Rancho Parkway 10) **EI Camino Real & Brisco Road 11) **West Branch Street & Town Center Drive ** New intersections with Traffic Signals installed in 1999 7 -.." .. EXHIBIT "B" CITY OF ARROYO GRANDE - LABOR, EQUIPMENT & MATERIAL RATES 1) MONTHLY MAINTENANCE CHARGE....$126.00/MONTH/INTERSECTION 2) TIME & MATERIAL LABOR STRAIGHT TIME (M-F 7:30am - 3:30pm) $ 55.00/HOUR OVER TIME (M-F 3:30pm - 7:30am, all day SA TURDA Y) $ 75.00/HOUR DOUBLE TIME (SUNDAYS & HOLIDAYS) $ 95.00/HOUR 3) EQUIPMENT RATES: SERVICE TRUCK....:...........................................$ 8.00/HOU R BUCKET TRUCK............................................... ..$23.00/HOUR CRAN E TRUCK..................... ........................... ...$25.00/HOU R 4) MATERIAL TO BE BILLED AT COST + 15% WHERE COST IS BASED ON END COLUMN OF BIDDLE TRADE BOOK. (NOTE: Biddle Trade Book is guide for pricing electrical fittings and end column is the least expensive.) 8 ...~ . CITY OF ARROYO GRANDE - LIST OF EMERGENCY PERSONNEL 1) JOHN KEEN Home: 481-0590 Mobile: 459-5797 2) LEE WILSON III Home: 461-3233 Mobile: 459-5807 3) GENE FORSYTHE Home: 937 -3738 Mobile:. 459-5817 - 9 9.i. MEMORANDUM TO: CITY COUNCIL FROM: DANIEL C. HERNANDEZ, DIRECTOR PARKS AND RECREATION t#' SUBJECT: REQUEST FOR PROPOSALS - RANCHO GRANDE PARK CONSTRUCTION DOCUMENTS DATE: FEBRUARY 8, 2000 RECOMMENDATION: It is recommended the City Council authorize staff to solicit request for proposals for Rancho Grande Park construction documents. FUNDING: The Fiscal Year 1999-00 Capital Improvement Program includes $10,000 for development of construction documents. DISCUSSION: The City Council adopted the Schematic Plan for Rancho Grande Park at the February 23, 1999 Council meeting. This plan recommended a park with amenities similar to Strother Park. The Request for Proposal (Attachment 1) and standard City Consultant Services Agreement (Attachment 2) are attached for review. Construction of the Park is scheduled to begin in Fiscal Year 2000-01. It is proposed to be constructed in 3 phases and be completed in 2004. Alternatives The following alternatives are provided for the Council's consideration: - Approve staff's recommendation; Modify staff's recommendation; - Reject staff's recommendation; - Provide direction to staff. Attachments: Attachment 1 (Request for Proposal) Attachment 2 (City Consultant Services Agreement) ATTACHMENT 1 Rancho Grande Park Request for Proposals GENERAL INFORMATION Project Statement The City of Arroyo Grande is seeking a qualified Landscape Architecture and Civil Engineering firm for design and construction documents of a 'O-acre park in Arroyo Grande, California. Proposal Submission If your firm would like to be considered for this contract, please submit: J. Five (5) copies, plus one ( ') unbound reproducible copy of your completed proposal. (Please see page 8 for content requirements.) 2. Deliver your sealed package clearly marked: Rancho Grande Park Design Proposal for Services Date to the following location: City of Arroyo Grande Department of Parks & Recreation Attn: Mr. Dan Hernandez Director of Parks & Recreation P.O. Box 550, '2' Ash Street Arroyo Grande, CA 9342' 3. Include a transmittal with the firm name and address, as well as the person to contact and his/her name, phone number, and e-mail address. 4. Submit your proposal before 5:00 PM on _(date)_. Contact Person Please contact Mr. Dan Hernandez at the City of Arroyo Grande with any questions about the RFP. Questions should be in writing. The cut-off point for questions is (date) . Phone: 805/473-5474 Fax: 805/473-5479 E-mail: agcity@arroyogrande.org 1 Rancho Grande Park Request for Proposals TABLE OF CONTENTS Pae:e General Information .................................................................................... 1 Project Summary......................................................................................... 3 Project Background Information.................................................................. 4 Scope of Work ............................................................................................. 5 Proposal ~()l1tel1t 1111c1 ~all1ati()I1................................................................. 7 Proposal Terms and Conditions ...... ............. .................. ....... ..... .................. 9 Con tract...................................................................................................... 13 2 Rancho Grande Park Request for Proposals PROJECT SUMMARY Rancho Grande Park Size: 1 0 acres total. Area planned for improvements - approximately 8.5 acres. Area to be left undeveloped - approximately 1.5 acres. Location: South side of James Way, adjacent to the northeast corner of the Rancho Grande project on Avenida de Diamante in the City of Arroyo Grande. Budget: A final construction budget has not yet been determined. The City's preliminary estimate to build the park is $948,000. Funding: Currently, the City has budgeted $80,000 from the Park Development Fund. Phasing: Depending on available funding, the City anticipates that the park will be built in two or more phases. Time frames: Project documents to be completed fiscal year July 2000 to July 2001. Special requirements: 1. The project team must have a California licensed Landscape Architect and Registered Civil Engineer. 2. The project program must be strictly adhered to in the construction documents. 3. The consultant must coordinate with the City to determine the precise area of the park (square footage) adjacent to Collado Corta, which will remain undeveloped and potentially reserved for future sale by the City. 4. The Director of Parks & Recreation will be very involved in the design of the playground, and the selection of any manufactured play equipment or structures. 5. The City anticipates using a prefabricated structure for the park restroom building. The Park Project Team Oly: The project will be managed by the Department of Parks & Recreation. The consultant will also interface with the Department of Public Works during the preparation of construction documents. Committees: The project has been approved by the City of Arroyo Grande Parks and Recreation Commission and City Council, therefore, the City does not anticipate the consultant interfacing with any committees. Public: During the preliminary design process, the City held a number of community meetings and public hearings. The City does not anticipate the consultant facilitating or attending public hearings or community meetings during the preparation of construction documents. The consultants may attend one City Council hearing when the plans are authorized for bidding. PROJECT BACKGROUND INFORMATION 3 Rancho Grande Park Request for Proposals The City of Arroyo Grande City Council directed staff in May 1998 to develop a "passive" park design for Rancho Grande Park. The City used Strother Park as a model to determine the fevel of amenities that would be included in the park program. City staff developed a program for the park and held community workshops regarding drafting a plan. These meetings have been held in conjunction with the Parks & Recreation Commission. Members from all segments of the City were invited and participated in the discussion process. Following the development of the program, a schematic plan was prepared by RRM Design Group. In addition to the four public meetings, the schematic plan was distributed with a cover letter asking for comments to all residents located within 300 feet of the Rancho Grande Park site, and a press release was also issued to the local newspapers. On February 23, 1999, the City Council adopted the schematic pl~n for the Rancho Grande Park. The City is now planning to undertake the design development and construction document phase of the project. The park construction may be completed in one or more phases depending on final construction costs and available funding, including grants. This project will be scheduled as part of the City's Five Year Capital Improvement Program. One source of funding may be from the sale of approximately 1.5 acres of the park property for development of residential lots. The area could be subdivided into approximately 3 lots. For the purposes of design, this area will be left as "natural" probably in a hydroseeded state. Creating the lots and subdividing the property will not be part of this project. The City of Arroyo Grande is seeking the seNices of an experienced and qualified firm to assist in the preparation of a design development plan and construction documents. During the preparation of plans, the City will determine the number of phases anticipated to complete park construction. The consultant will advise the City on constructability issues regarding potential phasing alternatives. The City anticipates completing the plan preparation phase prior to July 2001. 4 Rancho Grande Park Request for Proposals SCOPE OF WORK The following project outline summarizes the City's requirements for preparation of a final Park Design for Rancho Grande Park. As part of the proposal submitted in response to this outline, responding firms may also offer modifications to the steps outlined below if it is believed that time and/or cost efficiencies may be achieved. Also, any such proposed modifications must be discussed in detail in the submitted proposal. If such modifications are suggested, the corresponding impacts on the estimated time frame and costs should be identified. A. Staff Interviews This consultant shall meet with various City staff at the beginning of the project to determine all project requirements, standards, and procedures. The consultant and staff will jointly define project roles and agree on a final schedule for project deliverables. B. Design Development Plan Based on the adopted park schematic plan, the consultant shall finalize the program elements and prepare a design plan which refines and finalizes the location of al park features. This plan will be reviewed and approved by City staff prior to commencement of construction documents. The design development plan must include the following: . Preliminary Grading Plan Prepare a preliminary grading plan which allows the park to be constructed without import or export of soil. . Playground Design Working closely with staff, prepare a detailed design for the playground area. The playground design must reflect the most current State and Federal guidelines regarding safety and accessibility. C. Topographic Base Map The consultant shall provide an up-to-date and accurate project base map including project boundary and topography with one-foot center interval. D. Design Development Statement of Probable Cost Prepare a line item order of magnitude estimate of construction costs for all park elements. E. Staff Meetings In addition to Task A, the consultant shall plan to attend a minimum of five (5) meetings with City staff during the course of the project. Meetings may be held at City Hall or the Department of Parks and Recreation. F. Construction Documents The consultant shall prepare a complete set of construction documents to be used by the City for bidding and construction of Rancho Grande Park. The plans will be submitted to the City for plan check at 75% and 100% completion. Following the final plan check, the 5 Rancho Grande Park Request for Proposals plans will be submitted for bidding award. The construction documents shall include the following: 1. Grading and Drainage Plan 2. Horizontal Control Plan 3. Site Utilities Plan 4. Construction Plan / Site Plan 5. Electrical/Lighting Plan 6. Construction Details 7. Irrigation Plan and Details 8, Planting Plan and Details 9. Specifications (book format) 10. Final Cost Statement (Engineer's Estimate) G. Bidding and Construction Services The consultant shall assist the City during the bidding phase of project by attending a pre-bid conference and responding in writing to questions during the bidding period. The consultant shall also issue addenda, if necessary, during the bidding period. During construction, the City will provide inspection services, supported by consultant site observations and design consultations. The consultant shall provide for a minimum of five (5) to seven (7) site visits during construction. H. Record Drawings During construction, the contractor shall be required to maintain accurate and ongoing as-built plans on site. Following completion of construction, the City will provide the as- built plans to the consultant. The consultant shall prepare record drawings for submission to the City. 6 Rancho Grande Park Request for Proposals PRoPOSAL CONTENT AND EvALUATION Proposal Content Please submit your proposals with a Table of Contents, page numbers, and section dividers in a spiral binding. Five (5) bound and one (I) unbound reproducible copy are required. Organize your response in the following manner: A. Project Understanding and Approach 2 pages maximum Briefly describe your understanding of the project and its challenges. Describe how you would approach this project. B. Project Team Please include the following information on your team: . A brief paragraph on each key team member that summarizes their role on the project and their qualifications. . Individual one ( I) page resumes for each team member. . Resume for each subconsultant. . A one (I) page summary of firm information for the lead consultant. Include abbreviated information about subconsultant firms if appropriate. C. Scope of Work Prepare a comprehensive, clearly defined scope of work identifying all products, deliverables, or milestones at the end of each task. D. . Relevant Project Experience and References Please include: . Brief written descriptions of related project experience including project name, location, agency, contact name, and phone number. . Graphic examples of relevant experience. . A list of five (5) references. . A brief listing of subconsultants relevant project experience. E. Timeline and Proposed Fee Please include: . A schedule for the completion of the work scope. Include tasks, meetings, agency review, and milestones. The project schedule should be a graphic schedule which depicts a realistic time frame for completing the plans. . A proposed fee that indicates cost for each task and any optional tasks, and hourly rates of each key team member with estimated hours for each task. The completed proposal fee should have subtotals for each major task, a total budget for reimbursable expenses, and a grand total for the project. F. Appendix 7 Rancho Grande Park Request for Proposals . Exceptions to requirements - describe why any component of this RFP cannot be met by the consultant team . Insurance documentation . Contract Proposal Evaluation and Selection Process Proposals will be evaluated utilizing the following criteria: . Understanding of the scope of work . Demonstrated professional skills and credentials of assigned personnel . Relevance and quality of comparable experience . Quality and organization of the proposal . References . Fee . Proximity of consultant to City Interviews may be conducted with firms that have provided responsive proposals. Based on this evaluation process, a recommendation will be made to the City Council, which will award the contract. The City reserves the right to select a consultant based solely on the submittal. 8 Rancho Grande Park Request for Proposals PRoPOSAL TERMS AND CONDITIONS Requirement to Meet All RFP Provisions: Each proposer shall meet all of the specifications and proposal terms and conditions. By virtue of the proposal submission, the proposer acknowledges agreement with and acceptance of all provisions of the specifications except as expressly qualified in the proposal. Nonsubstantial deviations may be considered provided that the proposer submits a full description and explanation of and justification for the proposed deviations. Whether any proposed deviation is nonsubstantial will be determined by the City of Arroyo Grande in its sole discretion. Communications Rel!:ardinl!: RFP: All timely requests for information submitted in writing will receive a written response from the City. Telephone communications with City staff are not encouraged but will be permitted. However, any such verbal communication shall not be binding on the City. Proposal Submission: Five (5) copies of the proposal shall be enclosed in an envelope which shall be sealed and addressed to the Proposal Review Committee, Department of Parks and Recreation, Attn: Dan Hernandez, City of Arroyo Grande. The proposal shall be clearly labeled with the proposal title, name of proposer, and date. Submission of One Proposal Only: No individual, or business entity of any kind shall be allowed to make or file or to be interested in more than one proposal, except an alternative proposal when specifically requested. However, an individual who has quoted prices on materials to a proposer submitting a proposal is not thereby disqualified from quoting prices to other proposers submitting proposals. Proposal Withdrawal: A proposer may withdraw its proposal without prejudice prior to the time specified for the proposal opening by submitting a written request to the Parks and Recreation Commission for its withdrawal. If this occurs, the proposal will be returned to the proposer unopened. No proposal received after the time specified or at any place other than the place stated in the Request for Proposals will be considered. Proposal Retention and Award: The City reseNes the right to retain all proposals for a period of 45 days after the proposal opening date for examination and comparison. The City also reseNes the right to determine and waive nonsubstantial irregularities in any proposal, to reject any or all proposals, to reject one part of a proposal and accept the other, except to the extent that the proposals are qualified by specific limitations, and to make award as the interest of the City may require based on the criteria identified in this Request for Proposals. Confidentiality: Prior to aware of the contract, all proposals will be designated confidential to the extent permitted by the California Public Records Act. After award of the contract, or if not awarded, after rejection of all proposals, all responses will be regarded as public records and will be subject to review by the public. Any language purported to render confidential, all or portions of the proposals will be regarded as non-effective and will be disregarded. Labor Actions: In the event that the successful proposer is experiencing a labor action at the time of the award of contract {or if its suppliers or subcontractors are experiencing such a labor 9 Rancho Grande Park Request for Proposals action), the City reserves the right to declare said proposer is no longer the most qualified proposer and may accept the proposal from the next most qualified proposer that is not experiencing a labor action and declare it to be the most qualified proposer. Contract Requirement: The proposer to whom award is made shall execute a written contract with the City within thirty (30) calendar days after notice of the award has been sent by mail to the address given in the proposal, or within ten (10) calendar days after receipt by proposer of oral communication of the intent to award, whichever occurs first. The Contract shall be made in the form adopted by the City and incorporated in these specifications. The proposer warrants that proposer possesses, or has arranged through subcontracts, all capital and other equipment, labor and materials to carry out and complete the work hereunder in compliance with all Federal, State, County, City and Special District Laws, Ordinances, and Regulations which are applicable; and further, proposer shall comply with all Federal, State, County, City and Special District Laws, Ordinances, and Regulations which are applicable. Failure to Acceut Contract: If upon notification of intent to award the contract by the City, the proposer fails to enter into the Contract within the specified time period, the pending award may be annulled. Any proposal security will be forfeited in accordance with these Proposal Terms and Conditions if a proposer's bond or security is required. An award may be made to the next most qualified proposer who shall fulfill every term and condition of the proposal. Delivery: All services provided by the successful proposer shall be delivered to the City within the time frames specified in the Scope of Work unless otherwise conditioned by the proposer in the proposal exceptions. Insuections: City reserves the right to inspect the work being accomplished by Consultant at any time, Assi2:nment of Personnel: The Consultant shall have City's approval prior to making substantial changes in the key personnel assigned to this project. Insurance: The Contractor shall meet the following provisions (Sections I through 7) relating to insurance coverages. A. General Conditions: Without limiting the Contractor's indemnification of City, Contractor shall provide and maintain at its own expense the insurance listed under Section 7 (Evidence of Coverages) covering its operations, subject to the following conditions: I) The City, its Boards, Officers, Agents, and Employees shall be included as additional insureds in all liability insurance policies and endorsements thereto except for Workers' Compensation and Professional Errors and Omissions. The City shall be named Loss Payee as its interest may appear in all property insurance. 2) Such insurance shall be primary with respect to any insurance maintained by City and shall not call on City" insurance for contributions. 3) With respect to the interests ofthe City, the Contractor's insurance shall not be cancelled nor reduced in coverage or limits until after thirty (30) days written 10 Rancho Grande Park Request for Proposals notice shall have been sent by certified mail (return receipt requested) to the City of Arroyo Grande, Department of Parks and Recreation, . Arroyo Grande, CA , and shall contain an unequivocal clause so stating. 4) A City approved endorsement or certified copy of insurance policy providing coverage shall be submitted to and approved by the City's Risk Manager prior to commencement of any work or tenancy. B. Workers' Compensation: The Contractor shall procure and maintain, during the life of the contract, workers' compensation insurance or a valid certificate of consent to se/f- insure for all its employees engaged on or at the site of the project. In case any of the work is sublet, the Contractor shall require all subcontractors to similarly provide workers' compensation insurance for all the latter's employees unless such employees are covered by protection afforded by workers' compensation insurance carried by the Contractor. By submitting a proposal pursuant to these specifications, Contractor hereby certifies that it is aware of the provisions of Section 3700 et seq., of the Labor Code which require every employer to be insured against liability for Workers' Compensation. C. Aeree:ate Limits I Blanket Coverae:e: If any of the required insurance coverages contain aggregate limits or apply other operations of tenancy of the Contractor outside these specifications, Contractor shall give City prompt, written notice of any incident, occurrence, claim, settlement, or judgement against that insurance which may diminish the protection that such insurance affords the City. Contractor shall further take immediate steps restoring such aggregate limits or shall provide other insurance protection for such aggregate limits. D. Modification of Coverae:e: The City reserves the right at any time during the term of any contract executed with the Contractor pursuant to these specifications (Contract) to change the amounts and types of insurance required hereunder by giving Contractor ninety (90) days written notice. If such change should result in a premium increase in excess of ten percent (10%) to Contractor, City agrees to negotiate additional compensation proportional to the increased benefit to the City. E. Failure to Procure or Maintain Insurance: Contractor's failure to procure or maintain required insurance program shall constitute a material breach of contract under which the City may immediately terminate the Contract or, at its discretion, procure or renew such insurance to protect the City's interests and pay any and all premiums in connection therewith, and recover all monies so paid from Contractor, or deduct all monies so paid from payments due Contractor. F. Underlyine: Insurance: Contractor shall be responsible for requiring indemnification and insurance from its employees receiving mileage allowance, consultants, agents, and subcontractors, if any, to protect the Contractor's and the City's interests, and for ensuring that such persons comply with any applicable insurance statutes. Contractor is encouraged to seek professional advice in this regard. G. Evidence of Coverae:es: Evidence of coverages (as checked below) having as a minimum the limits shown must be submitted and approved prior to commencement of 11 Rancho Grande Park Request for Proposals work or any tenancy. Amounts shown are Combined Single Limit (CSL). Split limits may be substituted if the total per occurrence equals or exceeds the CSL amount. Description Limits ..K.. Workers' Compensation Statutory (x) Employer's Liability $ 100,000 ( ) Waiver of Subrogation ..K.. General Liability (must be written on an Occurrence Form) $ 1,000.000 (x) Premises and Operations (x) Contractual Liability (x) Independent Contractors (x) Products / Completed Operations (x) Broad Form Property Damage (x) Personal Injury (x) Broad Form Liability Endorsement ( ) Explosion Hazard ( ) Collapse / Underground Hazard ..K.. Automobile Liability (must be written on an Occurrence Form) $ 1.000.000 (x) Owned Automobiles (x) Non-owned / Hired Automobiles ( ) Garage Keeper's Legal Liability c/pfan \staff\admin \jf-AG-RFP 12 ATTACHMENT 2 CONSULTANT SERVICES AGREEMENT This Agreement is made upon the date of execution, as set forth below, by and between (hereinafter referred to as CONSULTANT), and the CITY OF ARROYO GRANDE, a Municipal Corporation (hereinafter referred to as "CITY). The parties hereto, in consideration of the mutual covenants contained herein, hereby agree to the following terms and conditions: 1.00 GENERAL PROVISIONS . 1.01 TERMS: This Agreement will become effective on the date of execution set forth below, and will continue in effect until terminated as provided herein. 1.02 SERVICES TO BE PERFORMED BY CONSULTANT: CONSULTANT agrees to perform or provide the services specified in "Description of Services" attached hereto as Exhibit A" and incorporated herein by this reference. CONSULTANT shall determine the method, details and means of performing the above-referenced services. CONSULTANT may, at CONSULTANT's own expense, employ such assistants as CONSULTANT deems necessary to perform the services required of CONSULTANT by this Agreement. CITY may not control, direct or supervise CONSULTANT's assistants or employees in the performance of those services. 1.03 COMPENSATION: In consideration for the services to be performed by CONSULTANT, CITY agrees to pay CONSULTANT the consideration set forth in the amounts and under the terms provided in Exhibit 8" attached hereto and incorporated herein by this reference.. 2.00 OBLIGATIONS OF CONSULTANT 2.01 MINIMUM AMOUNT OF SERVICE BY CONSULTANT: CONSULTANT agrees to devote the hours necessary to perform the services set forth in this Agreement in an efficient and effective manner. CONSULTANT may represent, perform services for and be employed by additional individuals or entities, in CONSULTANT's sole discretion, as long as the performance of these extra-contractual services does not interfere with or present a conflict with CITY's business. 2.02 TOOLS AND INSTRUMENTALITIES: CONSULTANT shall provide all tools and instrumentalities necessary to perform the services under this Agreement except those listed in Tools and Instrumentalities Provided by City" attached hereto as Exhibit C" and hereby incorporated herein by this reference. 2.03 WORKERS COMPENSATION AND OTHER EMPLOYEE BENEFITS: CITY and CONSULTANT intend and agree that CONSULTANT is an independent consultant of CITY and agrees that CONSULTANT and CONSULTANT's employees and agents have no right to WorkersCompensation and other employee benefits. If any worker insurance protection is desired, CONSU L T ANT agrees to provide Workers Compensation and other employee benefits, where required by law, for CONSULTANT's employees and agents. CONSU L T ANT agrees to hold harmless and indemnify CITY for any and all claims arising out of any claim for injury, disability, or death of CONSULTANT and CONSULTANT's employees or agents. 2.04 INDEMNIFICATION: CONSULTANT hereby agrees to, and shall, hold CITY, its elective and appointive boards, officers, agents and employees, harmless and shall defend the same from any liability for damage or claims for damage, or suits or actions at law or in equity which may allegedly arise from CONSULTANT's or any of CONSULTANT's employees' or agents operations under this Agreement, whether such operations be by CONSULTANT or by anyone or more persons directly or indirectly employed by, or acting as agent for, CONSULTANT provided as follows: a. That CITY does not, and shall not, waive any rights against CONSULTANT which it may have by reason of the aforesaid hold-harmless agreement, because of the acceptance by CITY, or the deposit with CITY by CONSULTANT, of any of the insurance policies hereinafter described. b. That the aforesaid hold-harmless agreement by CONSU L T ANT shall apply to all damages and claims for damages of every kind suffered, or alleged to have been suffered, by reason of any of the aforesaid operations of CONSULTANT or any agent or employee of CONSUL T ANT regardless of whether or not such insurance policies shall have been determined to be applicable to any of such damages or claims for damages. 2.05 INSURANCE: CONSULTANT shall not commence work under this Agreement until it has obtained all insurance required under this section and such insurance shall have been approved by CITY as to form, amount and carrier: a. Public Liability and Property Damage Insurance. CONSULTANT shall take out and maintain during the life of this Agreement such public liability and property damage insurance as shall protect CITY, its elective and appointive boards, officers, agents and employees, and CONSULTANT and any agents and employees performing work covered by this Agreement from claims for damages for personal injury, including death, as well as from claims for property damage which may arise from CONSULTANT's or any subconsultant's operations under this Agreement, whether such operations be by CONSULTANT or by anyone directly or indirectly employed by CONSULTANT and the amounts of such insurance shall be as follows: (1 ) Public Liability Insurance. In an amount not less than $ for injuries, including, but not limited to, death to anyone person and, subject to the same limit for each person, in an amount not less than $ on account of anyone occurrence: 2 (2) ProDerty Damage Insurance. In an amount of not less than $ for damage to the property of each person on account of anyone occurrence. b. ComDrehensive Automobile Liability. Bodily injury liability coverage of$ for each person in anyone accident and for injuries sustained by two or more persons in anyone accident. Property damage liability of $ for each accident. c. Workers Compensation Insurance. In the amounts required by law as set forth in Section 2.03 above. d. Deductibles and Self-Insured Retentions. Any deductible or self-insured retention must be declared to, and approved by, CITY. CITY may require that either the insurer reduce or eliminate such deductibles or self-insured retentions as respects CITY, its elected or appointed officials, employees, agents or volunteers; or CONSULTANT shall procure a bond guaranteeing payment of all losses, and related investigation, claims administration and legal expenses. e. Proof of Insurance. CONSULTANT shall furnish CITY, concurrently with the execution hereof, with satisfactory proof of carriage of the insurance required, and adequate legal assurance that each carrier will give CITY at least thirty (30) days' prior notice of the cancellation of any policy during the effective period of this Agreement. The certificate or policy of liability of insurance shall name CITY as an additional insured with CONSULTANT. 3.00 OBLIGATIONS OF CITY 3.01 COOPERATION: CITY agrees to comply with all reasonable requests of CONSULTANT necessary to the performance of CONSULTANT's duties under this Agreement. 3.02 PLACE OF WORK. CITY agrees to furnish space for use by CONSULTANT while performing the services described in this Agreement only as set forth in Exhibit "0" attached hereto and incorporated herein by this reference. Any work space requirements not set forth in Exhibit "0" shall be the responsibility of CONSULTANT and CONSULTANT may use alternate spa~e for performing described services. 4.00 TERMINATION OF AGREEMENT 4.01 TERMINATION OF NOTICE. Notwithstanding any other provision of this Agreement, any party hereto may terminate this Agreement, at any time, without cause by giving at least (30)/(60)/(90) days prior written notice to the other parties to this Agreement. 3 4.02 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 the business of any party; c. Death of any party; d. The end of the (30)/(60)/(90) days as set forth in Section 4.01 ; 5. End of the Agreement to which CONSULTANT's services were necessary: or f. Assignment of this Agreement by CONSUL T ANT without the consent of CITY. 4.03 TERMINATION BY ANY PARTY FOR DEFAULT OF CONSULTANT: Should any party default in the performance of this Agreement or materially breach any of its provisions, a non-breaching party, at its option, may terminate this Agreement, immediately, by giving written notice of termination to the breaching party. 4.04 TERMINATION: This Agreement shall terminate on unless extended as set forth in this section. CITY, with the agreement of CONSULTANT, is authorized to extend the term of this Agreement beyond the termination date, as needed, under the same terms and conditions set forth in this Agreement. Any such extension shall be in writing and be an amendment to this Agreement. 5.00 SPECIAL PROVISIONS (Optional) 6.00 MISCELLANEOUS 6.00 REMEDIES: The remedies set forth in this Agreement shall not be exclusive but shall be cumulative with, and in addition to, all remedies now or hereafter allowed by law or equity. 6.01 NO WAIVER: The waiver of any breach by any party of any provision of this Agreement shall not constitute a continuing waiver or a waiver of any subsequent breach of this Agreement. 6.02 ASSIGNMENT: This Agreement is specifically not assignable by CONSULTANT to any person or entity. Any assignment or attempt to assign by CONSULTANT, whether it be voluntary or involuntary, by operation of law or otherwise, is void and is a material breach of this Agreement giving rise to a right to terminate as set forth in Section 4.03. 6.03 ATTORNEY FEES: In the event of any controversy, claim or dispute between the parties hereto, arising out of or relating to this Agreement, or the breach 4 thereof, the prevailing party shall be entitled, in addition to other such relief as may be granted, to a reasonable sum as and for attorney fees. 6.04 TIME FOR PERFORMANCE: Except as otherwise expressly provided for in this Agreement, should the performance of any act required by this Agreement to be performed by either party be prevented or delayed by reason by any act of God, strike, lockout, labor trouble, inability to secure materials, or any other cause except financial inability not the fault of the party required to perform the act, the time for performance of the act will be extended for a period of time equivalent to the period of delay and performance of the act during the period of delay will be excused; provided, however, that nothing contained in this section shall exclude the prompt payment by either party as required by this Agreement or the performance of any act rendered difficult or impossible solely because of the financial condition of the party required to perform the act. 6.05 NOTICES: Except as otherwise expressly provided by law, any and all notices or other communications required or permitted by this Agreement or by law to be served on or given to any party to this Agreement shall be in writing and shall be deemed duly served and given when personally delivered or in lieu of such personal service when deposited in the United States mail, first-class postage prepaid to the following address for each respective party: CITY: City of Arroyo Grande Attn: (Department) P.O. Box 550 Arroyo Grande, CA 93421-0550 CONSULTANT: 6.06 GOVERNING LAW: This Agreement and all matters relating to this Agreement shall be governed by the laws of the State of California in force at the time any need for the interpretation of this Agreement or any decision or holding concerning this Agreement arises. 6.07 BINDING EFFECT: This Agreement shall be binding on and shall inure to the benefit of the heirs, executors, administrators, successors and assigns of the parties hereto, but nothing in this section shall be construed as a consent by CITY to any assignment of this Agreement or any interest in this Agreement. 6.08 SEVERABILITY: Should any provision of this Agreement be held by a court of competent jurisdiction or by a legislative or rule making act to be either invalid, void or unenforceable, the remaining provisions of this Agreement shall remain in full force and effect, unimpaired by the holding, legislation or rule. 6.09 SOLE AND ENTIRE AGREEMENT: This Agreement constitutes the sole and entire agreement between the parties with respect to the subject matter hereof. This 5 Agreement correctly sets forth the obligations of the parties hereto to each other as of the date of this Agreement. All agreements or representations respecting the subject matter of this Agreement not expressly set forth or referred to in this Agreement are null and void. 6.10 TIME: Time is expressly declared to be of the essence of this Agreement. 6.11 DUE AUTHORITY: The parties hereby represent that the individuals executing this Agreement are expressly authorized to do so on and in behalf of the parties. 6.12 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. 6.13 AMENDMENTS: Amendments to this Agreement shall be in writing and shall be made only with the mutual written consent of all of the parties to this Agreement. Executed on ,20_, at , California. . CITY OF ARROYO GRANDE By: Mayor ATTEST: Director of Administrative Services CONSULTANT By: APPROVED AS TO FORM: By: City Attorney 6 9.j. MEMORANDUM TO: CITY COUNCIL FROM: DON SPAGNOLO, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER ~ SUBJECT: NOTICE OF COMPLETION AND RELEASE OF RETENTION FOR CITY COUNCIL CHAMBERS PARKING LOT, CITY PROJECT NO. 80-99-1 DATE: FEBRUARY 8, 2000 RECOMMENDATION: It is recommended that the City Council: A. direct staff to file a Notice of Completion; and, B. authorize release of the retention of $5,728.38, thirty-five (35) days after the Notice of Completion has been recorded, if no liens have been filed. FUNDING: On September 14, 1999, the Council awarded the construction contract for the Public Parking Lot Behind the Council Chambers Project to Souza Construction, Inc. in the amount of $56,104 and authorized a contingency of $6,000 to be used for unanticipated costs during the construction phase of the project ($62,104 total available funding). DISCUSSION: As of January 14th, the Contractor had completed all items of work on the project in accordance with the plans and specifications. The final adjusted contract amount is $57,283.80. Subject to final cost accounting, the project will be completed $4,820.20 below the construction budget. Staff is recommending the release of the 10% retention ($5,728.38) to Souza Construction, Inc. thirty-five (35) days after the Notice of Completion has been recorded, if no liens are filed. Attachment: Application for Progress Payment NO.3 (Release of Retention) Notice of Completion rrdityof ~rJ~ Public Works Department Application for Progress Payment Contract Name: City Council Chambers Parking Lot Contract No: 80-99-1 Progress Payment No: 3 City Account No: 350-5623-7001 = $ 5,728.38 Payment Date: 3/14/2000 Bid Estimate Amended Estimate Pay to Date Bid Unit Unit Unit % Item Unit Description Qty Price Amount Qty Price Amount Qty Price Amount Compl. General Requirements 1 LS Mobilization Allowance 1 $ 2,500.00 $ 2,500.00 1 $ 2,500.00 $ 2,500.00 1 $ 2,500.00 $ 2.500.00 100% 2 LS Trench Sheeting, Shoring or Bracing 1 $ 600.00 $ 600.00 1 $ 600.00 $ 600.00 1 $ 600.00 $ 600.00 100% 3 LS Construction Survey 1 $ 2,000.00 $ 2,000.00 1 $ 2,000.00 $ 2,000.00 1 $ 2,000.00 $ 2,000.00 100% 4 LS Site Work 1 $ 11,000.00 $11,000.00 1 $11,000.00 $11.000.00 1 $11,000.00 $ 11,000.00 100% Drainage & Landsr.ape Improvements a I bS Water Service /!.. Meter iiex 6 LF 3" Schedule 40 PVC Conduit 120 $ 12.50 $ 1,500.00 120 $ 12.50 $ 1,500.00 120 $ 12.50 $ 1.500.00 100% 7 LS 2' x 2' Drainage Inlet 1 $ 1,050.00 $ 1.050.00 1 $ 1,050.00 $ 1,050.00 1 $ 1,050.00 $ 1,050.00 100% Surface Improvments 8 CY Class II Aggregate Base 238 $ 36.00 $ 8,568.00 238 $ 36.00 $ 8,568.00 238 $ 36.00 $ 8.568.00 100% 9 TONS Class "B" Asphalt Concrete 203 $ 46.00 $ 9,338.00 198.3 $ 46.00 $ 9,121.80 198.3 $ 46.00 $ 9,121.80 100% 10 LF Concrete Curb 430 $ 16.50 $ 7,095.00 426 $ 16.50 $ 7,029.00 426 $ 16.50 $ 7,029.00 100% 11 LF Concrete Curb & Gutter 265 $ 23.00 $ 6,095.00 265 $ 23.00 $ 6,095.00 265 $ 23.00 $ 6,095.00 100% 12 SF Concrete Sidewalk Integral with Curb 300 $ 8.00 $ 2,400.00 300 $ 8.00 $ 2,400.00 300 $ 8.00 $ 2,400.00 100% 13 LF Parking Lot Striping 318 $ 1.00 $ 318.00 324 $ 1.00 $ 324.00 324 $ 1.00 $ 324.00 100% 14 LF Cast-in-place Retaining Wall 20 $ 182.00 $ 3.640.00 20 $ 182.00 $ 3,640.00 20 $ 182.00 $ 3,640.00 100% Contract Change Orders CC0#1 I LF Increase Bid Item 14 by 8 If 8 $ 182.00 $ 1,456.00 8 $ 182.00 $ 1,456.00 100% Total II $56,104.00 I II $57,283.80 I 11$ 57,283.80 I 100.0% Contractor Date Total Pay to Date $ 57,283.80 Tptal Retention $ - Previous Payment $ 51,555.42 Project Manager Date IThis Payment I $ 5,728.38 I Public Works Director Date Contract Start Date: 10/11/1999 Original Contract Days: 45 Adjusted Contract Days: 26 City Manager Date Adjusted Contract End Date: 12/20/1999 Send Payment Amount to: Souza Construction, Inc. PO Box 3903 San Luis Obispo, CA 93403 RECORDING REQUESTED BY AND WHEN RECORDED RETURN TO: CITY CLERK CITY OF ARROYO GRANDE P.O. BOX 550 ARROYO GRANDE, CA 93421 NOTICE OF COMPLETION NOTICE IS HEREBY GIVEN THAT: 1. The undersigned is owner or agent of owner of the interest or estate stated below the property hereinafter describe. 2. The FULL NAME of the OWNER is: The City of Arroyo Grande 3. The FULL ADDRESS of the OWNER is: 214 East Branch Street. Arroyo Grande. California 93421 4. The NATURE OF THE INTEREST or ESTATE of the undersigned is:. in fee 5. THE FULL NAME and FULL ADDRESS of ALL PERSONS, if any, who hold such interest or estate with the undersigned as JOINT TENANTS or as TENANTS IN COMMON are: NAMES ADDRESSES None 6. THE FULL NAMES and FULL ADDRESSES of the PREDECESSOR'S in interest of the undersigned if the property was transferred subsequent to the commencement of the work of improvements herein referred to: NAMES ADDRESSES None 7. All work of improvement on the property hereinafter described was COMPLETED January 14. 2000 8. The NAME OF THE ORIGINAL CONTRACTOR, if any, for such work of improvement is: Souza Contracting Inc.. PO Box 3903. San Luis Obispo. California 93403 9. The street address of said property is: Parking lot behind City Council Chambers 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: City Council Chambers Parking Lot. City Proiect No. 80-99-1 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 Public Works Director of 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. February 8.2000 Don Spagnolo, PE, Director of Public Works/City Engineer Date 9.k. MEMORANDUM TO: CITY COUNCIL TERRY FIBICH, DIRECTOR OF BUILDING AND FIR~ FROM: SUBJECT: AUTHORIZATION TO SOLICIT BIDS FOR THE RE-ROOFING OF CITY HALL, ELM STREET CENTER, AND FIRE STATION DATE: FEBRUARY 8, 2000 RECOMMENDATION: It is recommended the Council authorize the solicitation of bids for the re-roofing of City Hall, Elm Street Center, and Fire Station. FUNDING: The adopted FY1999/00 Government Buildings Structures and Improvements Budget includes $57,000 for the re-roofing of City Hall, Elm Street Center, and Fire Station. DISCUSSION: The City Hall, Elm Street Center, and Fire Station all have outdated roofs. The roofs leak when it rains and have been patched many times. The City Hall roof has been leaking for an undetermined amount of time, the Fire Station roof has been leaking for at least eight years, and the Elm Street Center has been leaking for 3 years. The patching doesn't hold up for very long, therefore, we have them patched several times during the same rainy season. We have had three reputable roofing companies evaluate the condition of the roofs and all three have stated that they are not repairable and recommend replacement. Bid solicitations will be obtained by written quote. Alternatives The following alternatives are provided for the Council's consideration: -Approve staffs recommendation; -Do not approve staffs recommendation; -Modify as appropriate and approve staffs recommendation; -Provide direction to staff. Attachment: Supporting Budget Documentation FY1999-00 GOVERNMENT BUILDINGS DIVISION OPERATING EQUIPMENT AND STRUCTURES .6201 MACHINERY & EQUIPMENT $800 Replacement of 20 vear old vacuum cleaners $800 The replacement of these vacuums is necessary because they are unreliable and are not cost effective to be repaired. OPERATING EQUIPMENT TOTAL $800 .6401 STRUCTURES AND IMPROVEMENTS $61,000 Re-roof Fire Station 30,000 Re-roof Elm St. Preschool 12,000 Re-roof City Hall 15,000 Termite damage repair 4,000 STRUCTURESANDIMPRO~EMENTSTOTAL $61,000 . 010-4213 1-19 10.8. MEMORANDUM TO: CITY COUNCIL FROM: DANIEL C. HERNANDEZ, DIRECTOR PARKS AND RECREATIONfi SUBJECT: DISPOSITION OF PROPERTY ADJACENT TO WOMAN'S CLUB COMMUNITY CENTER DATE: FEBRUARY 8, 2000 RECOMMENDATION: It is recommended the City Council approve the recommendation of the Parks and Recreation Commission regarding disposition of the property which was leased to the YMCA and returned to the City on August 10, 1999. The Commission recommends the property be retained by the City for a possible site for a Community Center (Priority 1) or a future Civic Center (Priority 2). FUNDING: There are no funding issues at this time. Final disposition of property will determine any cost to the General Fund. DISCUSSION: In July of 1996, the parcel adjacent to the Woman's Community Center was leased to the San Luis Obispo County YMCA with the intention of constructing a YMCA multi-use facility on the parcel. This facility was to have included a gymnasium and other amenities of benefit to the community. In September of 1998, the YMCA Facility Committee compiled a report as to the development of a facility on this parcel (Attachment 1). Due to primarily financial constraints, it was decided to return this parcel to the City. A surrender of leasehold was finalized in September of last year. Now that this parcel has been returned to the City, a review of options regarding use and/or disposition of the property was held at the January 12th meeting of the Parks and Recreation Commission. In 1993, this property, originally owned by the County, was transferred to the City with certain deed restrictions (Attachment 2). The restriction pertaining to the parcel states that "said property shall be used for Municipal Facilities, or with the prior approval of the County Board of Supervisors may be leased to a private nonprofit organization for use in fulfillment of a charitable purpose, including youth recreation. If this restriction is violated, Parcel 2 shall revert back to County." The property is currently zoned Public Facilities. This restricts what can be done on this parcel. After discussion, the following recommendations were adopted by the Parks and Recreation Commission and forwarded to the City Council. They are: 1. Set aside the parcel for future construction of a multi-use community center. 2. Set aside the parcel for future construction of a civic center. Alternatives The following alternatives are provided for the Council's consideration: - Approve the Parks and Recreation Commission's recommendation; - Modify the Parks and Recreation Commission's recommendation; - Reject the Parks and Recreation Commission's recommendation; - Provide direction to staff. Attachments - Attachment 1 YMCA Facility Committee Report Attachment 2 Parcel Agreement ATTACHMENT #1 . .- FACILITY COMMITTEE REPORT DEVELOPMENT OF SITE AT BRANCH STREET AND OLD RANCH ROAD, ARROYO GRANDE , - SEPTEMBER, 1998 The Facility Committee, as part of its original objective, attempted to determine how the YMCA should go about developing the site at Old Ranch Road and Branc~ Street, Vv'hich it currently had under Lease. . This was a question that needed to be dealt with, as certain performance bench marks were coming due and previously obtained approvals were expiring. . . . The most immediate need 'NaS to extend the approvals, so as not to lose any progress that had been made, and to give the YMCA more time to determine its direction. This was done. The Committee then attempted to reach a conclusion on how to proceed with the site. After several months of looking at the financial aspects of developing the site, both in its presently approved configuration and in a much reduced manner, the Facility Committee has reached its conclusion. That conclusion is that the site should be graciously returned to the City of Arroyo Grande and other means of establishing a presence and serving the Five Cities community should be pursued. The reasons for this conclusion are primarily financial, but also involve the appropriateness of the long-term commitment that would be required by the YMCA given the inability for the YMCA to terminate the arrangement, should it decide in the future to do so. The financial considerations fall generally into three categories. The YMCA's ability to raise the required funds, the question of whether the site could be operated without sustaining an opeiating lossl and lastly. the question of 'Nhether the expenditure of the funds for this type of use would be prudent if the funds could be raised. Before answering these questions, a couple of things should be stated. The option of developing the site in its presently approved configuration was not reviewed in great detail. The costs to construct such a facility would be somewhere well beyond the $2,000,000 to $3,000,000 range. From a historical perspective, this appeared to be so far beyond the ability of the YMCA or the Five Cities community, that we felt it did not warrant further study. . , . The second fact that needs to be stated is that the eventual outcome became evident almost from the start, and while preliminary financial analysis and discussion was undertaken, its detail was not pursued to what would be required if the decision was one to pursue a project. In short, it was clear that more detailed analysis was not warranted, and probably not within the ability of the Facility Committee, given its time constraint. A separate task force, possibly with the assistance of outside consultants, would be required. Again, this did not appear warranted. A substantially reduced project involving a multi-use skate facility, parking lot and restrooms, along with site development and landscaping, was analyzed. Assuming the approval for such a facility could be obtained, and the City would modify our lease agreement to allow such a scaled back use, both of 'Nhich are major assumptions, the costs would be in the $400,000 to $450,000 range. The reason for this rather high cost is that ther~ are approximately $250,000 in off site costs to bring the utilities to the site. After discussions and meetings with the City, it was clear they could not help with these costs. The assumption was made that it was possible that this level of capital might be successfully raised and the analysis should continue. We next need to look into whether a project of this nature could be operated without losing money. It was determined that if the facility was aggressively programmed, and I must accentuate the word aggressively, it was possible we could break even. This possibility was based on several optimistic assumptions being correct. The question of 'Nhether this level of capital expense was a prudent one was more subjective. It seemed to this committee that this was an awfully large expense for 'Nhat we got in return. Part of the reason for this was the large expense to bring the utilities to the site. The other was that in essence we were building and supporting a park for the community in the process. This we determined was something the YMCA should not be engaged in. We would , simply not get enough for the cost. When all these factors were considered, what the committee felt was an unfortunate, but obvious, conclusion became apparent. The YMCA should not pursue development of the site. Where do we go from here? Should the Board agree with the Committee's findings there are several things that need to be done. A plan needs to be formulated by the YMCA, through a joint effort of its programming and facilities committees, the board and staff, as to how we are going to serve the Five Cities community. Possibly a task force should be \ . . created to do so. The more complete serving of this community is probably overdue. The publicizing of this plan needs to occur, not only verbally but with actual, concrete examples. Talk is great, but once it becomes public the site is not going forward, other examples of the YMCA's involvement in this community must be apparent. ' . - - The site needs to be returned to the City with a clear explanation as to >tA1y we are not going forvvard and with our deep appreciation for the original opportunity. One thing the City asked, when the approvals for the site were extended in August of this year, was that if we were not going to move forward, that we let them know as soon as possible, and not necessarily use the full twelve month extension we were granted. (Note: The project approvals were extended for one year. The YMCA actually has two or three more years to perform under the lease, before the City has the right to terminate the lease for failure to perform.) In closing, the Facility Committee would like to ask the Board's consent to do the following. First, give the committee its position on returning the site to the City. in a positive manner. Second, allow the Facility Committee to create a task force to pursue, with the use of some of the Five Cities development funds now being held, the development of an alternative roller hockey facility. We feel there are funds and cooperation within the community available to us. This program is in dire need of an adequate facility if this program is to grow or even maintain its level. In addition, this would be the quickest and most concrete example of the YMCA's commitment, not abandonment, of the community. Lastly, to work with the programming and marketing committee to publicize vvhat has taken place and how the YMCA intends to and is serving their community. Also to work with this committee to pursue other programs for the area. -'. -, -~~'-; :' ~. -. .' -. ATTACHMENT #2 : I ~ AGREEMENT THIS AGREEMENT is entered by and between the County of San Luis Obispo, her~inafter "County" and the City of Arroyo G~ande, a Municipal Corporation, .in the State of California, hereinafter "city." WHEREAS, county is the fee owner of real property in the City of Arroyo Grande legally described on Exhibit 'A' attached hereto and incorporated by . this reference, hereinafter "Parcell"; and , WHEREAS, City is the fee owner of real property in the City of Arroyo Grande legally described on Exhibit 'B' attached hereto and incorporated by this reference, hereinafter "Parcel 2"; and WHEREAS, County desires to conclude a lot line adjustment, general plan amendment and zone change on Parcell; and WHEREAS, city desires to have certain deed restriction placed on Parcel 2 by County changed; and WHEREAS, approval of this Agreement by County and City is in the best interest of the general public. NOW, THEREFORE, in consideration of the conditions and agreements herein contained, County and City agree as follows: 1. city agrees that the County shall have the right to conclude a lot line adjustment on Parcell. Said lot line adjustment shall occur in the general area known as the sewer access road. The area annexed to the existing County Engineering Yard shall become public facility and shall become part of the South County Regional Center property through the lot line adjustment. The remainder piece shall retain its existing zoning. The County shall not be required to pay any permit fees or other applicable City fees relative to 'the general plan amendment, zone change and lot line adjustment. 2. The County agrees that the deed restriction on Parcel 2 shall be changed to read as follows: "Said property shall be used for Municipal Facilities, or with the prior approval of the County Board of Supervisors may be leased to a private nonprofit organization for use in fulfillment of a charitable purpose, including youth recreation. If this restriction is violated, Parcel 2 shall revert back to County." 3. The revision to the deed restriction shall not become effective until the general plan amendment, zone change and lot line adjustment referenced in Paragraph 1 above have been completed. - . , - ...--... - .- , 4. The parties hereto agree that all the conditions hereof are to be construed as covenants and that all of the conditions hereof shall bind and enure to the benefit of the parties hereto and their . respective heirs, legal representatives, successors and assigns. . . IN WITNESS WHEREOF, the parties hereto have executed this Agreement the /D #.. day of CU.Lc! , 1993. (j · . COUNTJl SAN LUIS rs~ By: ~~ t~ )h ~ Chai~ the~Board of Supervisors CI OF ARROYO G~ // ~ By: .' -u:-. ~L.)<. - ( ~) a~ / By: . ~ ATTEST: City A or ._~ FRANCIS M. COONEY ~erkof the ~oa~d 9fJSu~rvisors ~,' /((ib__~cL ~taf..RjA- AP~ROVED AS TO .FORM AND LEGAL EFFECT: JAMES B. LINDHOLM, JR. county ounsel By: ,QQ3 mkelA:\Prop\AGAgrect.CS - - -. . - -. . .. . - . EXHIBIT "A" . DESCRIPTION , Lot C of Tract No. 1930, in the City of Arroyo Grande, County of San Luis Obispo, State of California, according to the map thereof, recorded August 2, 1988 in book 14, Page 73 of Maps, in the Office of the County Recorder of said County, and as amended by certificate of Correction recorded February 7, 1989 in Book 3266, Page 428 of Official Records. . Except therefrom an undivided 5/12ths interest in and to all oil, gas and other hydrocarbon substances produced on said land, as reserved by William Quaresma, Joseph Quaresma, Edward Quaresma, Eveline Lovacz,formerly Eveline Quaresma, Ernest Olive and Lucille Olive Simas, in deed dated January 3, 1952 and recorded January 28, 1952 in Book 643, Page 426 of Official Records. Said surface rights have been relinquished by certain documents recorded December 29, 1977 in'Book 2036, Page 749 through 752 of Official Records; January 9, 1978 in Book 2039, Page 2 of Official Records; and August 17, 1979 in Book 2178, Page 840 of Official Records. (END OF DESCRIPTION) \ - ! - -. -. - .- . . . ... .- EXHTRIT fiB" . , Parcel 1 of Map AG-76-451, in the City of Arroyo Grande, County of San Luis Obispo, State California, according to the map filed October 27, 1976 in Book 21, Page 20 of Parcel Maps, in the Office of the County Recorder of said County. . . A:\Prop\AOA~CS.cjt '. .- - -- ~ . . . " h ,'. , , STATE OF CALIFORNIA COUNTY OF SAN LUIS OBISPO . On Julv 13, 1993 , personally appeared Matthe<N' Peter G:Illaqher, III , personally known to me (or proved to me on the basis of satisfactory evidence) to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledqed to me that he/she/they executed the same in his/her/their authorized capacity(ies) , and that his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. WITNESS my hand and official seal. ~a.~ NAJ.'1CY A. DA: S, CITY CLERK CITY OF ARROYO GRANDE '. MACRO/ACXNOW - .- -.- - , .. STATE OF CALIFORNIA ) COUN1Y OF SAN LUIS OBISPO ) . . On August 10, 1993 before me, FRANCIS M. COONEY, County Clerk and Ex- Officio Clerk of the Board of Supervisors, County of San Luis Obispo, State of California, personally appeared Harry L. Ovitt and Francis M. Cooney by Patricia Van Orden, Deputy . > Clerk, personally known to me (or proved to me on the basis of satisfactory evidence) to be the persons whose names are subscribed to the within instrument and acknowledged to me that they executed the same in their authorized capacities, and that by their signatures on the instrument the persons or the entity upon behalf Df which the persons acted, executed the instrument. WITNESS my hand and official seal. FRANCIS M. COONEY, County Clerk- Recorder and Ex-officio Clerk of the Board of Supervisors J~ ~~ . By: Deputy C erk-Record (SEAL) . 11.8. MEMORANDUM TO: CITY COUNCIL FROM: KERRY L. MCCANTS, COMMUNITY DEVELOPMENT DIRECTOR SUBJECT: JOINT CITY COUNCIL/PLANNING COMMISSION MEETING DATE: FEBRUARY 8, 2000 RECOMMENDATION: It is recommended the City Council set a date and time for a joint meeting with the Planning Commission regarding items of mutual interest. FUNDING: There will be no fiscal impact. DISCUSSION: From time to time, it is beneficial to conduct a joint meeting with the Planning Commission to review and discuss projects and issues. The last joint meeting was conducted on February 12, 1998. The City Council may wish to include the Traffic Commission in the joint meeting. The following is a suggested list of discussion items: 1. Status of General Plan Update 2. Standardization of City Policies regarding Traffic Studies and Level of Service Thresholds. The following is a list of suggested dates: 1. Thursday, March 16, 2000 2. Wednesday, March 22, 2000 3. Thursday, April 6, 2000 11.b. MEMORANDUM TO: CITY COUNCIUREDEVELOPMENT AGENCY BOARD OF DIRECTORS FROM: LYNDA K. SNODGRASS, DIRECTOR OF FINANCIAL SERVICES ~ SUBJECT: FISCAL YEAR 1999/00 MID-YEAR BUDGET STATUS REPORT DATE: FEBRUARY 8, 2000 RECOMMENDATION: It is recommended the City Council: . Approve detailed budget adjustments and recommendations as shown on Schedule B. . Approve (Deny) requests for additional appropriations in the General Fund as detailed in the Funding Section below. . Approve (Deny) funding of Community Requests as presented detailed in the Funding Section below. . Approve Schedules A through E included in the Mid-Year Status Report. FUNDING: The requested actions will impact several fund budgets as outlined in the First Quarter Budget Status Report and supporting schedules. The departments have requested the following additional appropriations for unexpected and unbudgeted expenses in the General Fund: Projected Fund Balance 6/30/2000 Before Adjustments $260,881 Carryover Appropriations (130,700) Approved Adjustments 13,530 Proposed Adjustments (33.280) Total Decrease to General Fund Balance (150.450) Adjusted Fund Balance 6/30/2000 $110,431 Five community non-profit organizations requested donations from the City at the First Quarter. The City Council asked that staff bring these requests back as a part of the Mid- Year Budget Status Report. Each group provides worthwhile services to City and County residents. The requests have not been included in the calculation of the June 30, 2000 adjusted Fund Balance shown above. The granting of any of those requests will further reduce the Fund Balance. The requests are as follows: MID-YEAR REPORT February 8,2000 PAGE 2 COMMUNITY GROUP ACTIVITY REQUEST Economic Opportunity Comm. Homeless Shelter $ 750 Family Service Center Low Cost Counseling 1,000 EOC Health Services Senior Health Screening 1,500 YMCA Multi Use Recreation Facility 5,000 SLO Cty Visitors Bureau Promote Tourism 6.230 Total Requests 14.480 Adjusted Fund Balance 6/30/2000 (from previous page) 110,431 Adjusted Fund Balance should all donations be approved $95.951 DISCUSSION: Each year, the City Council adopts a budget, which commits resources to the accomplishment of its policies. The Financial Services Department routinely prepares quarterly budget updates for the City Council. The purpose of the City's Mid-Year budget review is to: . Conduct a review of all City funds to recommend budgetary changes to address known budget deficiencies. . Identify budget changes that materially impact fund balances. . Comment on the significant budget trends that will impact financial planning. SUMMARY OF KEY MID-YEAR POINTS: . The 1999-2000 Fiscal Year audit has been completed and the Annual Financial Report was accepted on January 25, 2000 by the City Council. The total Citywide Fund Balance at June 30, 1999 is shown as $8,960,516. . The current projected available General Fund Balance for June 30, 2000 is $110,431. This balance is the lowest projected fund balance in years. However, the projected Fund Balance of $110,431 is based on a "worse case" scenario, i.e. revenues received exactly as budgeted, all budget expenditures made, and all capital transfers required by the CIP Program. Historically the General Fund has not been required to fund all budgeted capital transfers ($489,983) and expenditures at year-end are traditionally $100,000 less than budgeted, which results in an audited fund balance of approximately $200,000 more than budgeted. Therefore it is more likely that the June 30, 2000 General Fund Balance will be approximately $310,431. . The budget for General Fund revenue is being increased by $53,580. The increase is primarily the result of the renegotiated Tosco Franchise Agreement ($19,700); State reimbursements of costs incurred by the Fire Department to respond to the Jones Fire MID-YEAR REPORT February 8,2000 PAGE 3 ($5,540) and the Moccasin Fire Incident ($4,740); and a re-evaluation of the estimated revenues based on a comparison of Mid-Year revenues at December 31, 1998 and 1999. The detail of these adjustments may be found beginning on Page 8 and Schedule B (Page 22) of the report. . It is recommended the General Fund appropriation budget be increased by $22,200 for Annual Leave Buy Back. Management employees have the opportunity to sell a portion of their Annual Leave balance each year. The new financial management system enables staff to tract this annual leave sale as a separate component of salary costs. In the past this cost was combined with other payroll costs, making it difficult to project each year. An estimate of the Annual Leave Buy Back, based on last year's history, was included in the 1999-2000 Fiscal Year budget. This budgeted amount was insufficient to cover the actual cost incurred, thus requiring the recommended additional appropriation. . A Community Development carry-over of $125,000 for the Envicom contract and $5,600 for the City share of the Small Business Assistance Grant is recommended. These carry- overs were not included at the time of the First Quarter Report. . The City of Pismo Beach recently completed a department directors' salary survey of San Luis Obispo County cities. The survey showed that the Arroyo Grande department directors are paid significantly less than the median salary paid to directors in this county. Rather than use the staff prepared Pismo Beach study to modify the City's salary ranges, an update of the Andersen Study, completed on all City salaries in 1997, is proposed. At the City Council's direction the former City Manager, Robert Hunt, requested and received an estimate of the cost to update the City's study. Johnson & Associates (formerly Andersen & Associates) has indicated that an update could be completed for approximately $7,500. It is recommended that an additional appropriation of $5,930 in the General Fund, $840 in the RDA Fund, and $365 each in the Water and Sewer Funds be approved to conduct this update. . There is a substantial amount of time and expense associated with the requirement and hiring of new employees. When the budget is being drafted most requirements are unanticipated and thus are not included in the final adopted budget. The expenses include advertising, oral board supplies, and physical exams for new hires. The requirement and hiring activity during this budget year has been greater than usual. It is recommended that an appropriation of $3,250 for physical exams and $1,350 for requirement expenses be added to the General Fund. . Adjustments to the City Manager departmental budget are recommended. In October 26, 1999 the City Council approved increases to the City Manager contract of $4,900. The January 21st departure of the City Manager decreased the departmental full-time salary account by $11,650. Both the contract increase and the early departure savings are shared by the four funds incurring payroll costs, through personnel transfers. . Increased enrollment in the Recreation Children In Motion Program warrants an $11,000 increase in estimated revenue. However, this revenue increase is offset by an $11,000 increase in Permanent Part-Time Salary expense required to accommodate the additional children. MID-YEAR REPORT February 8,2000 PAGE 4 . Three adjustments are recommended to salary accounts. First, the Public Works Department has requested that the Deputy Public Works Director be reclassified to an Assistant City Engineer. This change reduces the budgeted Public Works salary and benefits by $850. Secondly, the salary and benefits in the Parks Department are increased by $8,900 to reflect the July 1, 1999 City Council approval of part-time salary increases. Finally, the Utility Billing Clerk position in Financial Services is being filled through a temporary employee agency until the requirement process can be completed. This staffing arrangement causes the need to shift $12,100 from full-time salaries to contract services within the Financial Services Department. . Requests from five local non-profit organizations for specific programs were presented at First Quarter. The City Council delayed action on the requests until a clear picture of the City's financial position could be presented at Mid-Year. The organizations, the community activity provided, and the requested donations are shown on page 14 of this report. . The Management Reporting System focus on departmental accomplishments and key issues in progress is presented as a separate section at the rear of this report. Each department/division reports the work accomplished during the first half of the fiscal year toward an improved City government. Also reported is the progress toward those on- going projects/work efforts that will continue into the remaining quarters. . Approve the following Schedules A through E, included in Mid-Year Budget Status report that summarizes budget adjustments. A. Unreserved Fund Balance-Control. B. Recommended Adjustments. C. Adjustments to Fund Balance. D. Unreserved Fund Balance Mid-Year Changes. E. Two Year Comparison of First Quarter Revenues and Expenses. I't1 \) ~ ~. c::r "f1 ~ ~ $::I S' > .;; ~ ~ ~-.it. N Q ~. -.it. 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"".... 00 0'\ >0(1-< 'D ""U1oo'D 'D 'I II>' 'D U1 II>' 00U1~ N......II>' 1I>''D......II>'00 , "" , " ",.?:1 \;J' , ~~ 1-.,' 00 1>>'..... 1>> ' en i5. ~ ~~~R ;j ~ ~ ~ ~ IV ~U1~~~~~~tv ~~~~~ ~ II>' ......'DN:t: oc 00...... 00 U1 ~ O'\01<3'1;:,\U1......O'\oo '1......00'1...... !!j - -- "'-" City of Arroyo Grande MANAGEMENT REPORTING SYSTEM MID-YEAR BUDGET STATUS REPORT FISCAL YEAR 1999/2000 February 8, 2000 MANAGEMENT REPORTING SYSTEM MID-YEAR July 1. 1999 - December 31.1999 FUND: GENERAL FUND DEPARTMENT: CITY ADMINISTRATION City Administration consists of the City Council, City Manager, City Attorney, Print Shop, and Taxes/lnsurance/Bonds Budgets. Mid-Year Accomplishments . Initiated recruitment for Computer Support Technician, Assistant/Associate Planner, and Management Assistant positions. . Completed recruitment process for Fire Captain position. . Scheduled fifth annual Sexual Harassment training for January 27, 2000. . In cooperation with the Computer Technology Committee, successfully mitigated any and all Y2K problems. . Successfully made the transition to a new vendor for curbside recycling services with a minimal amount of disruption and complaints. Key Issues I Work Efforts In Progress . Finalize process to conduct a second Council - Staff Leadership Workshop during the first quarter of calendar year 2000. . Initiate recruitment for City Manager. . Initiate recruitment for Fire Division Chief. . As part of the FY2000-01 Budget process, request Council authorization to review, for possible adjustment, salary ranges for all Department Directors. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1.1999 - December 31.1999 FUND: GENERAL FUND DEPARTMENT: ADMINISTRATIVE SERVICES Mid-Year Accomplishments . Compiled and edited articles for second issue of the City-wide newsletter, Staqecoach Express, to be published and mailed to approximately 8,870 residences, post office boxes, and businesses. . Legal analysis of the City's Municipal Code was prepared to identify ambiguities, inaccuracies, duplications, and compliance with current California statutes in an effort to update, reformat, and recodify the Code. . Compiled information to report the amount of time spent during the second quarter preparing City Council Agendas to receive reimbursement for State-mandated costs relative to SB90. Kev Issues I Work Efforts In ProQress . Continue review of legal analysis report conducted on City's Municipal Code and prepare appropriate Ordinances for City Council approval to repeal or amend obsolete, superseded, or unconstitutional ordinances and portions thereof in the Municipal Code. . Review annual Statements of Economic Interest Forms filed by all elected and appointed officials of the City, including members of the City Council, commissions, boards, committees, staff, and consultants. . Serve as Chair on the Computer Technology Committee for calendar year 2000. MANAGEMENT REPORTING SYSTEM MID-YEAR Julv 1. 1999 - December 31. 1999 FUND: GENERAL FUND DEPARTMENT: FINANCIAL SERVICES Mid-Year Accomplishments . Completion of Fiscal Year 1998-99 audit. . Reduced the original thirty-eight (38) 1995-96 outstanding Auditor Management Comments from five in FY1997 -98 to two. . Completion of Y2K testing of Eden computer system, Quadrant cash registers, and electronic meter readers. . Initiated, secured information, and drafted sales tax report on business competition with Five Cities Center. . Designed and issued Fiscal Year 1999-00 Annual Budget. . Issued Budget in Review pamphlet highlighting the 1999-00 Annual Budget information. . Prepared and mailed to utility customers a Disaster and Y2K Preparedness pamphlet that outlined steps to be prepared for natural and man made disasters. . Modified City's contract with CalPERS to allow the purchase of military service credit by retirees and to bring Fire retirement plan into alignment with Police plan. . Accepted the Government Finance Officers Association award for Distinguished Budget Presentation for the 1998-99 Annual Budget. . Investigated, recommended, and joined H.C.M. Benefits Insurance Pool to purchase vision and dental insurances at an annual saving of $11,600, while contracting for increased benefits. . Represented the City's Speakers Bureau in a talk to the Nipomo Rotary on financial issues facing California cities. . Signed a Calnet contract that effectively "piggy backed" on the State contract with Pacific Bell and MCI to provide telephone services at a significantly reduced price. . Submitted a claim to State of California for $28,120 of booking fees paid between July 1, 1997 and July 1, 1998. Kev Issues I Work Efforts In Proaress . Completion of Fee Study and Impact Fee Study. . Issuance of Purchasing Policy and Procedure Manual. . Implementation of formal Purchase Order System. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1.1999 - December 31.1999 FUND: GENERAL FUND DEPARTMENT: MANAGEMENT INFORMATION SYSTEMS Mid-Year Accomplishments . Assisted the Director of Financial Services with the coordination of Y2K readiness. . Increased capacity of hard drive on the Finance file server. . Completed construction of "Clean Room" for protection of Finance file server. . Completed computer network connection between City Hall and Council Chambers building initiating the City's first use of fiber optics cable. . Revised "Administrative Policies and Procedures Computer Policy". . In cooperation with the City Manager's Office, initiated recruitment for full-time Computer Support Technician position. . Installed virus protection software on all City file servers. Kev Issues I Work Efforts In Progress . In cooperation with the City Manager's Office, finalize recruitment for full-time Computer Support Technician. . Re-establish independent back-up tape drive on Parks & Recreation Department server eliminating the need for back-up on the Finance server. . Reformat existing computer hard drives and install new file server at Department of Building and Fire to complete conversion to the Novell network. . Proceed with development of "Paperless Agenda" for City Council meetings. . Upgrade the current Novell Netware Version 4.11 software on the Finance server to Novell Netware Version 5 including an increase in City licenses. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1.1999 - December 31. 1999 FUND: GENERAL FUND DEPARTMENT: COMMUNITY DEVELOPMENT Community Development consists of the Planning Commission, Architectural Review Committee, Downtown Parking Advisory Board, Code Enforcement, and Current and Long Range Planning functions. Responsibilities include development review, environmental review, Community Development Block Grant (CDBG) administration, and administration of recycling/solid waste programs. Mid-Year Accomplishments . The Planning Commission and the City Council certified the EIR for the Village Glen Annexation Project, including School Site #12 and approved the project. . The Village Glen Annexation was approved by LAFCO on December 16, 1999. . Applications for CDBG funds were distributed to City departments and several private non-profit agencies. The applications were returned to the Community Development Department and a preliminary recommendation was prepared. . The Planning Commission considered an amendment to the Development Code to allow portable signs. . Processed 31 discretionary/administrative reviews. . Acted on 105 code enforcement complaints; completed 53. . The LOS issue has been considered at multiple meetings by the Traffic Commission and Planning Commission. Comments from the two Commissions will be considered by the City Council on February 22nd. . Participated in community forum on the Arroyo Linda Crossroads Project. . The Planning Commission recommended the Council approve a policy requiring applicants to post signs at project development sites. . The Planning Commission considered the Affordable Housing Ordinance. . The City Council adopted an ordinance requiring mandatory recycling by all businesses. Key Issues I Work Efforts In Progress . Continue working with General Plan consultant on completion of Public Review Draft documents. . Public Hearing in March 2000 to approve CDBG funding proposals. . Continue processing the Arroyo Linda Environmental Impact Report. . Public Hearing on Affordable Housing Ordinance. . Working with the Integrated Waste Management Authority to implement the Commercial and Industrial Recycling Ordinance. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1. 1999 - December 31.1999 FUND: GENERAL DEPARTMENT: POLICE Mid-Year AccomDlishments . Overall crime declined 25.9% during the first six (6) months of FY 1999-00. The FBI Index crime rate (29.3 crimes per 1,000 population) is 36.9% below the national average and 32.5% below the state index crime rate. . There were three (3) alcohol related traffic collisions reported during the first half of FY 1999-00. There was only one (1) alcohol related traffic collision in December, 1999. On November, 20, 1999, the Police Department was recognized by the Santa Barbara - San Luis Obispo Chapter of Mothers Against Drunk Drivers (MADD) for its efforts against driving under the influence (DUI). . The Police Department received approximately 68 written commendations from the community over the last six (6) months and the Department's Quality Services Program continues to show a 98.8% citizen satisfaction rate with the Department's overall performance. . In the Fall of 1999, the Police Department's Community Oriented Policing philosophy was featured as a "Flagship Program" on the California Commission on Peace Officer Standards and Training Clearinghouse web page and as a "Success Model" on the California Attorney General's Community Oriented Policing and Problem Solving Clearinghouse web page. . The Police Department's DARE web page was given the "Study Web Academic Excellence" Award in November, 1999 for having "one of the best educational resources on the web" by Study Web, an internet educational resource site. Key Issues I Work Efforts In Progress . The Police Department has completed developing the Business Academy in partnership with the Chamber of Commerce. The first session of the program is scheduled to be given in late January, 2000. . Due to the New Year's Millenium deployment, the Police Department expended 137 hours for overtime to field additional personnel and 83.25 hours of overtime for personnel placed on standby. While the total fiscal impact has not yet been determined, this will have an impact on the Police Department's overtime expenditures for FY 1999-00. Staff will continue to closely monitor the Department's overtime usage. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1.1999 - December 31.1999 FUND: GENERAL FUND DEPARTMENT: BUILDING & FIRE DIVISION: FIRE & EMERGENCY SERVICES Mid-Year Accomplishments . Public Education Programs Daily crews provided station tours, school presentations, and local business presentations to over 1,250 children and adults during this period. This included topics on fire safety, emergency preparedness, and fire extinguisher training. The Division has successfully coordinated two quarterly blood drives with the Tri-Counties Blood Bank. In addition, the Division joined together with Pismo Beach, Grover Beach, and Oceano Fire Departments to successfully host the First Annual South County Fire Prevention Open House at the Prime Outlet Center in Pismo Beach. . Call Statistics During this period, the crews responded to the following number of incidents: Medical 373 Fire 51 Vehicle Accidents 47 Hazardous Materials 13 Automatic/Mutual Aid 73 Public Assist 37 Other 14 TOTAL INCIDENTS 608 The Department goal of a 6 minute or less response time was achieved 70% of the time. . Administrative Report A Countywide 4-Digit Numbering System has been implemented by the Division. The numbering system standardizes the numbers and designators used to identify personnel, apparatus, and equipment for each fire agency. The Division implemented the application permit process for the one time sale of safe and sane fireworks for the New Year's Eve celebration. Both the Fourth of July and the New Year's Eve Safe and Sane Fireworks celebrations were successful in that no fire activity occurred resulting from the fireworks. The City processed six fireworks permits to local non-profit organizations for each celebration. The Retired Senior Volunteer Program (RSVP) provided over 270 hours of assistance to fire administration during this period. . Training Report The Division conducted a live training burn at the proposed Berry Gardens subdivision. The structure burning provided the firefighters with fire behavior, indirect and direct fire attack, ventilation, and search and rescue training. Key Issues I Work Efforts In Progress . Recruitment The Division continues to recruit for Volunteer Firefighters and will be assisting in the recruitment process for a full time Fire Division Chief. . Training Staff is working toward expanding the training program to include multi-agency training drills. This will provide familiarity and consistency of practices used on the fire ground during automatic/mutual aid responses. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1. 1999 - December 31.1999 FUND: GENERAL FUND DEPARTMENT: BUILDING & FIRE DIVISION: BUILDING AND LIFE SAFETY Mid-Year Accomplishments . Certificates of Occupancy were issued for the Peoples' Self Help Housing project on Juniper Street, Office Max, Marshalls, Albertsons, and several smaller tenant spaces in the Five Cities Center. . Implemented the 1997 Uniform Model Codes. . Assisted the South County Historical Society with relocation of Santa Manuela schoolhouse and seismic retrofit for the I.O.O.F. Hall. . Implemented first phase of the City's Americans with Disabilities Act (AD.A) transition plan by coordinating completion of Council Chambers AD.A improvements. . Building permits totaling 275 have been issued this period, holding steady with 277 permits issued for the same period last year. Projections for FY 1999/00 indicate another productive year compared to this Division's ten-year valuation average as shown in the following chart: PROJECTED FY 1999/00 INDICATORS Projected number of building permits 520 Projected number of field inspections and plan reviews 4,000 Valuation Actual valuation 7/99 -12/99 $11,799,338.00 Projected residential valuation 1/00 - 6/00 $12,000,000.00 Projected commercial valuation 1/00 - 6/00 $ 2,500,000.00 Total Projected Valuation FY 1999/00 $26,299,338.00 Ten-Year Valuation Average 1990-1999 $16,588,677.00 Key Issues / Work Efforts In Progress . Staff participating in preparation of Developer's Guide promoting consistent countywide fire prevention standards. . Providing plan review for the Village Creek Promenade commercial project. . Coordinating City services with Lucia Mar Unified School District in relation to new construction of South County Performing Arts Center and Elementary School off James Way. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1. 1999 - December 31.1999 FUND: GENERAL FUND DEPARTMENT: BUILDING & FIRE DIVISION: GOVERNMENT BUILDINGS Mid-Year AccomDlishments . Project Completions The following projects were completed during this period: 1. The exterior painting of the Civic Center Complex. 2. Americans with Disabilities Act (ADA) compliance project for the Council Chambers. 3. Improvements to the Council Chambers conference room, kitchen, bathroom, and upstairs office space. 4. Construction of a computer clean room in the basement of City Hall. 5. The computer network connection from City Hall to the upstairs Council Chamber's office. 6. The final phase of the installation of linoleum at the Elm Street Recreation Center. 7. The stripping and waxing of floors throughout the City. 8. The professional cleaning of carpets in offices with high traffic areas. 9. The professional cleaning of windows and blinds at the Civic Center Complex. Key Issues I Work Efforts In Progress . Re-roofing of City Buildings Staff will request authorization from the Council to solicit bids for the re-roofing of City Hall, the Elm Street Center, and the Fire Station. . Smoke Detector Testing Staff is taking an inventory of smoke detectors in all City buildings and checking to see if they are operational. Testing of the smoke detectors will take place quarterly. . Fire Extinguisher Servicing Staff is having all fire extinguishers in the City buildings and vehicles serviced. This includes the tracking of service dates and maintenance of each one. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1.1999 - December 31.1999 FUND: GENERAL FUND DEPARTMENT: PARKS AND RECREATION DIVISION: PARKS Mid-Year Accomplishments . Completed preparations, clean up, and replanting in City planters for Annual Peddler's Faire in the Village during the 4th of July. . Staff assisted with the set-up for community special events including the Harvest Festival, Halloween Carnival, and Haunted Maze. . Completed annual inspection and repairs to the City's 70-75 backflow devices. . Staff attended annual classes to maintain chemical applicator licensing and Pest Control Advisor licenses. . Prepared Oro Park playground to receive new play equipment. This process included dismantling existing equipment, sand removal, and pouring concrete pads. . In preparation for underground utilities by PG&E, completed trimming of 37 trees to prevent potential root loss due to trenching along the side of the trees. Key Issues I Work Efforts In Progress . Initiate winter turf renovation at Strother and Terra De Oro Parks and City Hall. . Ongoing Citywide tree trimming and weed abatement. . ADA req u ired improvements to swing structures at playgrounds to include replacement of swing seats and hardware. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1.1999 - December 31.1999 FUND: GENERAL FUND DEPARTMENT: PARKS AND RECREATION DIVISION: RECREATION ADMINISTRATION Mid-Year AccomDlishments . Entered into agreement to assume operational management of the Five Cities Youth Basketball Program. Developed joint agreement with the cities of Pismo Beach, Grover Beach, and the YMCA for operation of program. . Successfully negotiated lease for City owned property at 134 Mason Street. . Revised fee waiver policy for the Arroyo Grande and Woman's Community Center. . Ordered new gazebo for park adjacent to City Hall. . Completed renovations to all City playground structures to comply with the Americans with Disablities Act access requirements. . Established donation program for Rancho Grande Park. Key Issues I Work Efforts In Progress . Solicit bids for Rancho Grande Park construction documents. . Install gazebo, with the assistance of volunteers, at park adjacent to City Hall. . Finalize fee revisions for Recreation Programs. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1.1999 - December 31.1999 FUND: GENERAL FUND DEPARTMENT: PARKS AND RECREATION DIVISION: GENERAL RECREATION Mid-Year Accomclishments . The City of Arroyo Grande and Woman's Club Community Center hosted 441 group meetings totaling 21,489 participants. . The Elm Street Community Center hosted 373 group meetings totaling 11,639 participants. . Rented the Elm Street Park Barbecue Area to 30 groups. . Rented the three Strother Park Barbecue Areas to 112 groups. . Conducted Summer Playground Programs at Strother and Elm Street Parks with average daily attendance of 40 children at Elm Street and 10 children at Strother. . Held a summer carnival with 140 children participating. . Conducted the Winter Playground Program at the Elm Street Park site with an average of 21 children per day. Key Issues I Work Efforts In Proaress . Collect new rental agreements for ongoing groups for new calendar year. . Organize playground participant files to combine summer and winter registration and medical information. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1.1999 - December 31. 1999 FUND: GENERAL FUND DEPARTMENT: PARKS AND RECREATION DIVISION: RECREATION PROGRAMS Mid-Year Accomclishments . The noontime sports program for the Lucia Mar Unified School District successfully operated at Harloe Elementary School. . Held a Diaper Derby during Harvest Festival for children ages 4 months to 24 months. . Conducted the Halloween Carnival and Haunted Maze on October 30th with 750 participants. . Conducted the Holiday DecoratincP Contest for businesses and residences with 16 businesses receiving 1 st, 2nd, or 3r place awards and 20 residences receiving 1 st, 2nd, or 3rd place awards. . Organized and completed nineteen special events including Summer Carnival, Pine Wood Derby, Sand Soccer Tournament, five Sports Card Shows, Punt Pass & Kick, two sports camps, a fun run, the Chili Fest, harvest Festival Barbecue, Diaper Derby, Halloween Carnival and haunted Maze (750 participants), the Turkey Trot with 213 children, holiday craft show, and holiday decorating contest. . Completed the summer softball league and playoffs with 55 teams participating. This program showed a nine team increase over summer 1998. . All Summer and Fall Recreation classes have been completed, including Aerobics, Art, Pre-School, Self Defense, Cheer and Pom, Tae Kwon Do, Puppy Play School, Dog Obedience, Jazzercise, Youth and Adult Tennis, Super Sitter Baby Sitting, Creative Drama, Pottery Painting, Hand Tinting Black and White Photos, Yoga, Sing Language. . The Five Cities Youth Basketball Program is in mid-season with 1,100 kids and 135 teams. Key Issues I Work Efforts In Progress . Staff continues to work with community members to implement the South County Youth Master Plan. In addition, after-school recreation programs are operating in the middle schools this school year. These programs are joint efforts with the YMCA and Lucia Mar School District. . Staff if preparing for the Men's Adult Basketball league. Thirty teams are expected. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1. 1999 - December 31. 1999 FUND: GENERAL FUND DEPARTMENT: PARKS AND RECREATION DIVISION: PRE-SCHOOL Mid-Year Accomplishments . Completed the Summer Pre-School Program with 15 children participating. . Conducted a summer field trip with preschool students to Vons Supermarket. . Staff attended an area workshop on various preschool activities. . Conducted an open house and orientation for new fall students and parents. . The Fall Pre-School Program is operating with 59 students participating. . Conducted a mini-trip to Holloway's Tree Farm with 73 students and chaperones. . Closed the program during the holiday break from December 20 to January 7. Key Issues I Work Efforts In Proaress . Updating the Employee and Parent Handbooks. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1. 1999 - December 31.1999 FUND: GENERAL FUND DEPARTMENT: PARKS AND RECREATION DIVISION: CHILDREN IN MOTION (AM/PM) Mid-Year Accomclishments . Conducted the Summer Children In Motion Program with an average of 135 children participating daily. . Conducted 16 mini-trips to local businesses during the Summer Program. . Elm Street, Harloe, Ocean View, and Branch sites have been operating with an average of 220 children participating daily. . Hired and trained new staff members to work at the Harloe and Ocean View child care sites. Promoted staff to fill a vacant Teacher position at the Harloe site. . Staff received training on ways to identify child abuse from the Arroyo Grande Police Department. . Dr. Diagle gave a presentation to the staff about Attention Deficit Hyper Activity Disorder. He explained what it was and how to handle a child with that disorder. . Conducted a winter Children In Motion Program with an average of 70 children participating daily. Key IssueslWork Efforts In-Progress . Updating participant files and payment collection procedures. . Hiring staff members to fill recent vacant positions. . Updating the Parent Handbook and all relevant forms. . Teachers will be attending a licensing workshop in Santa Barbara. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1.1999 - December 31. 1999 FUND: GENERAL FUND DEPARTMENT: PARKS AND RECREATION DIVISION: SOTO SPORTS COMPLEX Mid-Year AccomDlishments . Approximately 105,000 square feet of turf was hydro-seeded on Ikeda and Volunteer Fields at the Soto Sports Complex enabling the City's summer softball league and all of the fall season soccer programs to operate. . Eight softball and baseball tournaments were hosted at the Soto Sports Complex including the Babe Ruth 14 Year Old All-Star District Championships and the Central Coast Sober Softball Tournament, which featured 62 teams from throughout California. . Three major soccer tournaments were held at the Soto Sports Complex. The Condor Classic hosted 56 teams, while the AYSO Tournament featured 84 teams. . Five tennis tournaments were held on the Theis/Keisler courts. New light covers were also installed. . Cops and Kids Day was held in November on Ikeda and Volunteer Fields. . Over 600 Field preps were done for Baseball/Softball, and Soccer/ Football. Key Issues I Work Efforts In Progress . Completed retaining walls and slabs at Ikeda and Volunteer fields. . Completed winter turf renovation. . Completed annual tree pruning. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1. 1999 - December 31.1999 FUND: GENERAL FUND DEPARTMENT: PARKS AND RECREATION DIVISION: FIVE CITIES YOUTH BASKETBALL Mid-Year Accomplishments . Staff have processed 1,100 youth basketball registrations, formed 135 teams, and recorded $48,000 of revenue. . The first 166 Youth Basketball games have been completed. . Schedules have been prepared for the final 550 games of league play. . Referees have been trained and scheduled. Key IssueslWork Efforts In-Progress . Continue ongoing preparation of referee schedules. . Prepare for the end of the season tournament and awards. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1. 1999 - December 31. 1999 FUND: GENERAL FUND DEPARTMENT: PUBLIC WORKS DIVISION: ADMINISTRATION I ENGINEERING Mid-Year AccomDlishments . Completed the Water and Sewer Rate Study which included new water and sewer rate structures for the City. . Completed the Water Master Plan. . Completed the Drainage Master Plan. . Completed the Grand Avenue/East Branch Street (State Route 227) Corridor Study. . Completed updates to the Traffic Signalization and Transportation Facility Impact Fee Fund project cost estimates. . Completed revisions to the Commissioners' Handbook and established a formal process for development review by the Traffic Commission. . Conducted a public hearing and received City Council approval to change Grand Avenue to East Grand Avenue contingent upon the City of Grover Beach also approving the change. . Council adopted speed limits on La Canada, Oak Park Boulevard, Rancho Parkway, and Vista Drive based on radar speed surveys conducted by staff. . Prepared and submitted grant funding applications to SLOCOG thereby securing $125,000 of TEA funds for Phase III of the Scenic Creekside Walk Through the Historic Village of Arroyo Grande project. . Prepared annual report and update to the City's Disadvantaged Business Enterprise (DBE) Plan assuring all DBE's who wish to conduct business with the City on Federally funded projects have an equal opportunity to compete. Key Issues I Work Efforts In Progress . Completion of the Brisco Road-Halcyon Road/Route 101 and EI Campo Road/Route 101 Project Study Reports. . Revise and update the City's Standards Plans and Specifications. . Continue to actively work with the County of San Luis Obispo on the financing and construction alternatives for the Lopez Dam retrofit project. . Continue to monitor and apply for all available grant funding. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1.1999 - December 31.1999 FUND: GENERAL FUND DEPARTMENT: PUBLIC WORKS DIVISION: AUTOMOTIVE SHOP Mid-Year Accomplishments . The Automotive Shop has the overall responsibility for the maintenance and repair of the City vehicle fleet, exclusive of the Fire Department vehicles. The Automotive Shop also maintains the mechanical equipment by providing limited in-house repairs and maintenance. Most extensive repairs are contracted out to private shops and staff monitors these services to be assured of the best service in both price and workmanship. . At Mid-Year, the Automotive Shop has carried out the following services: Services (lube, oil, filter, safety insp.) 84 Tune Up (scope, spark plugs, rotor, cap) 07 General (mechanical i.e., pumps, cables) 72 Electric (starter, alternator, wiring) 47 Brake Repair 14 Warranty Repair 09 Transmission Service and Repair 07 Tire Services (replacing, mount & balance) 08 Tire Repair 03 Pre Trip Check 43 Smog Certificates 22 Key Issues / Work Efforts in Progress . Preparation of seasonal equipment (e.g., crack sealer, chipper) for the next cycle. . Deploy PO 984 Radar Trailer two (2) times per week in cooperation with Police Department and the Traffic Commission. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1. 1999 - December 31.1999 FUND: STREET FUND DEPARTMENT: PUBLIC WORKS DIVISION: STREETS Mid-Year Accomplishments . Completed annual underground storm drain line cleaning program. . Completed biannual striping program of City streets. . Completed annual cleaning and repainting of sidewalk drain program. . Completed 410 feet of sidewalk on EI Camino Real between Brisco Road and North Halcyon Road. . Completed widening of upper Car Corral parking lot. . Completed 8 locations in concrete replacement program. . Completed asphalt repairs on major streets in City using 87 tons of asphalt. . Completed asphalt paving of Le Point Street from Crown Terrace to Tally Ho Creek. Key Issues / Work Efforts In Progress . Continue with asphalt repairs on all City streets. . Continue with concrete replacement as long as weather permits. . Continue with Street Name Sign Program, which is replacement of the old ceramic street signs. . Completion of annual cleaning of Tally Ho, Meadow, and Arroyo Grande Creeks. . Completion of guardrail on Branch Mill Road. . Completion of sidewalk on Los Olivos. . Completion of railing on Bridge Street. . Completion of street evaluations for pavement management program. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1. 1999 - December 31. 1999 FUND: WATER FUND DEPARTMENT: PUBLIC WORKS DIVISION: WATER ADMINISTRATION Mid-Year Accomplishments . Completed Fair Oaks Water Main Project. . Implemented Water & Sewer Rate Study. . Hired new Clerk Typist for Corporation Yard. . Completed a total of 102 Underground Service Alert location requests. Key Issues I Work Efforts In Progress . Complete Reservoir No. 1 design/specifications. . Complete water main/service installations on Grand Avenue Project. . Plan check / review for Vista Del Mar Tract 2207. . Plan check / reviews for Berry Gardens Tract 2260. . Plan check / reviews for Village Creek Promenade CUP #98-565. . Plan check / reviews for Village Glen Tract 2265. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1. 1999 - December 31.1999 FUND: WATER FUND DEPARTMENT: PUBLIC WORKS DIVISION: UTILITIES I WATER DISTRIBUTION Mid-Year Accomplishments . Completed annual Valve Exercise Program. . Completed annual AirNacuum Valve Maintenance Program. . Completed biannual Booster Pump/Motor Maintenance Program. . Installed 32 new water meters. . Responded to 68 service calls. . Abandoned Valley Road/Cerro Vista 8" main under the Arroyo Grande Creek. . Completed all water booster station auxiliary pumping tests in preparation for Y2K. . Completed all required water quality testing. . Completed the installation of the computer conduit from City Hall to Council Chambers. Key Issues I Work Efforts In Progress . Acceptance of Rancho Grande Tract 1834-4 Booster Pump Station. . Acceptance of the Grand Avenue, Elm Street to Halcyon Road, capital improvement project water meter/service. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1. 1999 - December 31. 1999 FUND: WATER FUND DEPARTMENT: PUBLIC WORKS DIVISION: UTILITIES I WATER PRODUCTION Mid-Year Accomplishments . Pumped a total of 54 acre feet of well water into the distribution system. This is up 11 acre feet from last year at this time. . Completed all required water quality testing requirements on Wells 1 through 7. Key Issues I Work Efforts In Progress . Completion of Well #9 control valve repairs. . Installation of new well chlorinating pump/control system. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1. 1999 - December 31. 1999 FUND: SEWER FUND DEPARTMENT: PUBLIC WORKS DIVISION: UTILITIES I SEWER MAINTENANCE Mid-Year Accomplishments . Completed cleaning all six (6) sewer lift station wet wells. . Completed cleaning problem area sewer mains. . Completed cleaning of lines and lift stations for City of Grover Beach, County of San Luis Obispo (the City is reimbursed). . Completed testing of all auxiliary pumping methods for all six (6) sewer lift stations for Y2K preparation. Key Issues I Work Efforts In Progress . Acceptance of the sewer main replacement on the Grand Avenue, Elm Street to Halcyon Road capital improvement project. . Completion of the Lift Station #1 Electrical Upgrade capital improvement project. . Acceptance of Tract 1834 Phase IV sewer mains. MANAGEMENT REPORTING SYSTEM MID-YEAR July 1. 1999 - December 31.1999 FUND: CAPITAL IMPROVEMENT PROGRAM DEPARTMENT: PUBLIC WORKS DIVISION: CAPITAL IMPROVEMENT PROJECTS Mid-Year Accomplishments . Awarded and completed the Optical Detection Devices at Mason Street and East Branch Street Project. . Completed the FY 1998/99 Spring Slurry Seal Project. . Advertised, awarded, and completed the FY 1999/00 Fall Pavement Management Project. . Awarded and completed the Montego Street Sidewalk Project. . Advertised, awarded, and completed the City Council Chamber Parking Lot Project. . Advertised, awarded, and completed the Fair Oaks Avenue Waterline Replacement Project. . Awarded and began construction on the Grand Avenue, Phase II Reconstruction Project. Construction is approximately 85% complete. . Began construction of the Grand Avenue Undergrounding Project located between Barnett Street and Alder Street. Work is approximately 25% complete. . Advertised, awarded, and completed the Scenic Creekside Walk through the Historic Village of Arroyo Grande Phase I Project. . Advertised, awarded, and completed the Paulding Middle School Bikelanes Project. . Completed initial survey and prioritization of potential projects for the Creekside Pedestrian Path, Phase II. Key Issues I Work Efforts in Progress . Continue construction on the Grand Avenue, Phase II Reconstruction Project. . Began design of the Fair Oaks Avenue Reconstruction, Traffic Way to Valley Road Project. . Continued upgrading of City Standard Drawings and Specifications. . Continued design of Reservoir #1 Replacement Project. . Continue to work with Caltrans on the relinquishment of Highway 227 through the Village. . Continued discussions with property owners regarding final alignment of Newsom Springs Drainage Project. MANAGEMENT REPORTING SYSTEM MID-YEAR Julv 1. 1999 - December 31. 1999 FUND: REDEVELOPMENT DEPARTMENT: ECONOMIC DEVELOPMENT Mid-Year Accomplishments . Economic Development Director assumed duties October 11, 1999. . Conducted Strategic Planning Session with Economic Development Task Force December 15,1999. . Amended Redevelopment Agency Bylaws to redesignate ex officio positions. . Council supported staff's recommendation to appoint Council Member Jim Dickens as the Economic Opportunities Commission representative to the Board of Directors. Mayor Pro Tem Tony Ferrara was appointed as the alternate. Kev Issues I Work Efforts In Proaress . Initiate Redevelopment Implementation Plan approved by Redevelopment Agency in May 1999. . Present draft Economic Development Plan to Economic Development Task Force in February 2000. . Work with Economic Vitality Corporation of San Luis Obispo County and Arroyo Grande Chamber of Commerce to conduct Business Retention and Expansion Survey. . Finalize Home-Based Business Development Plan prepared by Applied Development Economics. City of Arroyo Grande I COMMUNITY REQUESTS MID-YEAR BUDGET STATUS REPORT FISCAL YEAR 1999/2000 February 8, 2000 EOC - - .... - ~ \ ~.. "I . '._-.. ,.". ":;") \. :."1: : :; 1030 SOUTHWOOD DRIVE "'. .,j , . . -. SAN LUIS OBISPO CALIFORNIA 93401 ECONOMIC OPPORTUNITY . COMMISSION · SINCE 1965 (805) 544-4355 FAX (805) 549-8388 June 14, 1999 Mayor Mike Lady, Arroyo Grande City Council 214 E. Branch Street Arroyo Gr~'"lde, CA 93420 Dear Mayor Lady and Council Members: We submit to the City of Arroyo Grande our request for funding of ouT Emergency Homeless Shelter. The Economic Opportunity Commission of San Luis Obispo County (EOC) operates the only Emergency Homeless Shelter in the County for homeless men, women and children. EOC requests $750 for FY99-QO from the City of Arroyo Grande to help support operations of the Emergency Homeless Shelter. In 1998, the EOC Emergency Homeless Shelter provided 706 shelter nights to homeless citizens of Arroyo Grande. This is $1.07 for each night we anticipate sheltering, feeding and assisting each former Arroyo Grande resident. Other services provided to Arroyo Grande clients include showers, clothes, meals, client mail and phone services, information and referral, case management and staff support, health clinics, access to transitional housing programs and other outreach and educational programs. In 1998, we placed approximately 25% of all EOC Emergency Homeless Shelter clients into permanent, safe and stable housing. We appreciate the City of Arroyo Grande's consideration of our request. If you have any questions, please do not hesitate to call me. Cordially, 71t(!/t~t!J!bA-lJVt~ Michael A. Morton Director, EOC Homeless Services . Cbild Care Resource Connection · Emergmcy Serl'ices · Energy Consermtion · \f'eatheri:ation 5errices · . Family Planning Serrices · Head Start. Homeless Shelter · .Iligr(l1It Child Ctlre · Senior Healtb Screening · rem Parenting Program · ~ ~~o/ P.O. Box 550 ~ 8!~' 214 East Branch Street Arroyo Grande, CA 93421 Phone: (805) 473-5404 CITY MANAGER'SOFF1CE FAX: (805) 473-0386 E-Man: agcity@arroyogrande.org June 17,1999 Michael A. Morton, Director Economic Opportunity Commission Homeless Services . 1030 Southwood Drive San Luis Obispo, CA 93401 Re: Request for Funding Dear Mr. Morton: r am writing in response to your letter of June 14th to the City Council requesting funding in the amount of $750.' The Council adopted its FY1999-00 Annual Budget on June 10th. The First Quarter' Budget Report, which is, the next scheduled review of the budget. by the CmJncil, is scheduled for November 1999. , Once confirmed, you will be notified of the specific date of the Council meeting at which the First Quarter Report will be considered. ' Please contact me at your convenience should you have any 'questions. Sincerely, tx'ij i-tLlli 1 .... ROBERT L. HUNT CITY MANAGER c: City Council , Financial Services Director ; " " FAMILY SERVICES CENTER 1129 Marsh Street San Luis Obispo, CA 93401 Phone 805 543-7969 (FAX 805 543-0859) November 17, 1999 Lynda Snodgrass, Director of Financial Services City of Arroyo Grande P. O. Box 550 Arroyo Grande, CA 93421 Dear Ms. Snodgrass: As the new executive director of Family Services Center, I was dismayed to receive your November 15 letter advising us of the delay of the approval of funding to February 2000. Local government support of non-profit service providers is most important not only because of financial necessity, but also ftom the prospective of other funders, donors, and volunteers. Our organization relies on a number of different funding sources in order to continue serving the needy residents of our County~ I hope that we will continue to count the City of Arroyo Grande among those funders which recognize the importance oflow-cost counseling to those that cannot otherwise afford help. Please let me know if there is anything I can do to assure that support. I would be glad to give a presentation regarding Family Services Center if that would be desired. Thank you and the City Council for your consideration. Sincerely, ~0?/<2,,,-(~2~ ,,/ Barbara F. Roche Executive Director c: City Manager FAMILY SERVI~ES CENTER 1129 Marsh Street n \.D . -4 Sari Luis Obispo, CA 93401 .\.0 -< Phone 805 543-7969 (FAX 805 543-:0859) -., .0 rT1 -" CD ~~ - :::0 n . 0"' :::0 rrt 0- -0' -<< F ebruaiy 12~ 1999 .=::: .og - C> .. :::0 W ~ 0 ::z: CJ fTI Mr. Robert Hunt City Manager. City of Arroyo Grande P.O. Box 550 Arroyo Grande, CA 93421 Dear Mr. Hunt: With this packet, Family Services Center wishes to apply for $1,000 for FY 1999-2000. For 30 years - since 1968 - Family Services Center has been providing low-cost counseling to residents of San Luis Obispo County,-induding the City of Arroyo Grande. Our 'clients are people who seek counseling for problems such as anxiety, stress, and depression, that are brought on by the problems that life has thrown in their paths. Unemployment, parent-child conflicts, marital conflicts and divorce, death and grieving are some of the problems t~at our clients are facing. But when they explore counseling, they discover that it is too expensive, or their insurance does not cover counseling, or they don't have insurance. It is then that FSC is in a position to help the'm. We have 56 professional therapists, all of whom donate their services, to provide up to ten sessions 'of counseling at whatever fee the client can afford. In the 1980's, the City of Arroyo Grande funded us each year. We are requesting help now for one reason. The demand for our services is steadily increasing. Over the last two years, we have seen a 22% increase. In the first six months of 1999-00, we have an 8% increase compared to the first six months of 1998-99. Last year,. our counselors helped 47 clients from Arroyo Grande. The average number of sessions for each client is seven, so that number represents 329 sessions with a licensed mental health professional. A private therapist chargmg $65 per session would bill those clients $21,285. Would you please h~lp us? We believe our services are of benefit not ~:mly to our clients but to the communj.ty as a whole. Feeling of frustration, anger and alienation that can evolve into antisocial and even criminal behavior are diffused in counseling, thus reducing rates of alcohol and substance abuse, domestic violence, and other expensive social ills. . . . . W e are~nclos\ng iDfo~atiOn about fSC. Jf YOU wish additional iDfonnatiOo, please call our eJ<ecuti~~. director, runLeV'f, at 543.0859. . .' We hope that vieWiJI ha~e theopport\1nitY to roake.a btiet presentation to the Council at the. budget hearing. . 'thank )rou. Sincerely, ., anet Miner, president . Jim LeV)' Board of Directors t$ecutive Director - , - - . . h"__._._ . - FAMILY SERVICES CENTER AGENCY PROFILE Family Services Center is a non-profit 501(c)(3) organization that has provided individual and family counseling to low and midclleincome families since 1968. .- Counselin~ . Our primary program is to provide short-term counseling to people unable to afford private therapy. Our fees are based on a sliding scale, depending on the client's ability to pay. Our standard fees range from $10 to $25 per session, but we charge as little as $1.00 per session. Weare able to offer such low fees because our 55 therapists volunteer their services. In 1997-98 we had 500 counseling clients. Referrals Referrals are an important part of our work. We receive many calls from people who are grappling with problems better served by another organization, such as Drug and Alcohol programs, children~youth services, and the hundreds of other agencies listed in the Human Services Directory created by Hotline. Our staff has studied the Directory and supplemented it as new information comes in. In 1997-98, FSC made 1,206 referral. calls. '\" ,. . Latino Program In March 1996, FSC began its Latino Mental Health Program. We hired a coordinator and opened an office in Arroyo Grande. Being bilingual and bicultural, our coordinator was able to connect with the Latino community in South County, providing education and referrals. She created a series of lectures in Spanish about mental health issues, and worked with families to help them obtain the help they required. In 1997-98, we received an $80,000 graht from California Endowment, and we began counseling in Spanish in Nipomo, Oceano, Grover Beach, SLO, Paso Robles and Cambria. The grant funds expired in December 1998 and we are in the process of transferring the program to a Latino-governed non-profit agency. PEOPLE WE SERVE Our clients are people with problems such as anxiety, depression, marital or parent/child conflict who cannot afford to see a private therapist. They must be residents of SLOCO, and the problems they bring to therapy must be appropriate..to short-term counseling. By short-term, we mean up to ten sessions. For thirty years, FSC has provided lower-income residents of SLOCO with a place where they can see a professional counselor at an affordable cost. -I- I CLIENTS SERVED 1997-98 Counseling Clients Total 500; Latino Program 99 . 195 were male, 305 were female , . 196 from SLO, 82 from North County, 119 from South County, and 103 froD;l .Central Coast towns . All were low or middle income, with income less than $30,000 a year. The majority had incomes of less t~an $18,000 a year. Referral Clients Total 1,206 . 433 were male, 773 were female . 584 from SLO, 230 from North County, 2~3 from South County, and 135 from Central Coast towns and 24 from out of County. VOLUNTEERS AND STAFF All of our therapists donate their time and services at no charge. We currently have 58. They are required by us to be licensed in the State of California and to carry professionalli~bility insurance. We recruit volunteer counselors and therapists from organizations su'th'as Centr~ Coast Chapter of California Association of Marriage and Family Therapists, Central Coast Psychological Association, and Licensed Clinical Social Workers Association. We also use ads in publications and word of mouth. . In 1997-98 our counselors donated a total of 3,362 hours of counseling and related activities; such as documentation and supervision. Of those hours, 1,915 were spent counseling clients At the standard rate of $70 per hour, they donated $134,050 to the residents of SLOCO. FSC's paid staff is four part-time people whose FTE total 2.1 people. Ratio between paid staff and professional volunteers is 1 to 30. COLLABORATION One of our primary functions is making referrals to other agencies. In doing so, our staff uses the current Human Services Directory produced by Hotline as well as its own knowledge of organizations. The ones we work closely with the most are Drug and ~cohol Services, County Mental Health, EOC,Parent Support Center, Family Support Division of the District Attorney's Office and VictimlWitness, but we make referrals to many other agencies as well. We also receive referrals from many agencies, and these either become our counseling clients or are referred by us to more appropriate organizations. As a United Way agency, we work with UW to raise .funds: and we hold a joint fundraiser each year with Transitions-Mental Health Association. .. , -2- - .. - .--. r- Our workshops and conferences are usually in collaboration with other organizations, such as California Association of Marriage and Family Therapis~s, Transitions-Mental Health Association" and AIDS Support Network. Our Latino program has worked closely with La Fuerza, Latino Communication Network, Oceano Healthy Start and Central Coast Counseling and Support Services inputting on our educational program. FUNDING SOURCES (please see enclosed budget) 1999-2000 Budget Client fees '$22,100 Room rentals $ 300 Donations (churches, service organizations) $3,500 Membership fees $ 5,200 Fundraising Events $ 9,500 United Way $19,600 Government $20,800 Foundations $ 3,500 Interest $ 2,350 FUNDRAISlNG ACTIVITIES . \. I' . In January we conduct a membership drive, and anticipate raising more than $5,000. Throughout the year we have fundraising events, which will gross about $10,000. In 1999-00 we plan on four fundraising events, including raffles, retail sales, and donor luncheons. SUMMARY . .' Family Services Center provides a vital service to the residents of SLOCO. Its professionals serve those in need of counseling, at an affordable rate. Without FSC, our clients would have no where else to turn. 1 -3- . FAMILY SERVICES CENTER COUNSELING AND REFERRAL PROGRAMS FISCAL YEAR 1997-98 STATISTICS PEOPLE SERVED I Information and referral calls 1206 Counseling clients 500 Latino Program counseling 99 Total 1805 VOLUNTEER HOURS Counselor client-counseling hours 1915 Counselor/supervision,admin.other hours 1447 Board and non-counselor volunteer 170 Total volunteer (including Board of Directors) 3532 DEMOGRAPHIC SUMMARY , '" San Luis North South Out of - Obispo County County Coast Area Information/refemal 584 230 233 135 24 48% 20% 19% 11% 2% FSC Counseling Clients 196 82 119 103 0 39% 16% 24% 21% 0% . - "--- . - FAMILY SERVICES CENTER FISCAL YEAR 1997-98 DEMOGRAPIDCS ****** INFO/REFERRAL CALLS COUNSELING CLIENTS CITY #F #M TOTAL -I. OF #F #M TOTAL -I. OF TOTAL TOTAL Atascadero 67 50 117 9.7% 24 14 38 7.6% Arroyo GTande 78 33 111 9.2% 30 17 47 9.4% Paso Robles 57 29 86 7.1% 20 8 28 5.6% Los 0505 30 17 47 3.9% 27 20 47 9.4% Grover Beach 29 15 44 3.6% 13 17 30 6.0% Morro Bay 43 31 74 6.1% 30 17 47 9.4% , Pismo Beach 26 14 40 3.3% 16 5 21 4.2% Cayucos 1 1 2 0.2% 2 2 4 0.8% Oceano 15 12 27 2.2% 13 5 18 3.6% Nipomo 9 4 13 1.1% 3 0 3 0.6% . Templeton 7 5 12 1.0% 3 2 5 1.0% Cambria 8 4 12 1.0% 4 1 5 1.0% Santa Margarita 6 5 11 0.9% 6 4 10 2.0% San Miguel 1 1 2 0.2% 0 1 1 0.2% Out of Area 17 7 24 2.0% 0 0 0 0.0% Other 0 0 0 0.0% 0 0 0 0.0% San Luis Obispo 379 205 584 48.4% 114 82 196 39.2% TOT ALS 773 433 1206 100.0% 305 195 ' 500 100.0% ," Percent of Total 64.1 35.9 61.0 39.0 % % % % ; FAMILY SERVICES CENTER BUDGET July 1, 1999 to June 30,... 2000 REVE!\TUES Amount ---------------- --------- Client fees 22,100 Room Use 300 Donations 3,500 Membership 5,200 Fundraisers-Revenues 9,500 United Way 19,600 Governme~t Grants 20,800 Other Grants 3,500 , Interest Income 2,350 Administrative Income" 500 Total Revenues 87,350 EXPENSES ---------------- Salaries 42,466 SS/Med Tax-EmployER 3,800 Staff Dev/Mileage 200 Indep Contractors-Admin 1,100 Indep Contractors-Prof 5,800 Counselor/Board Exp 900 Public Relations 1,000 Fundraising-Exp 3,400 Supplies 1,600 Printing & Copying 850 Depreciation . 1,164 Rent 15,520 Telephone 1,350 Utilities 1,800 Maintenance 1,300 Insurance 3,500 Postage 1,100 Other Expense 500 Total Expenses 87,350 Net Income 0 - . _4 u . ...---- - FAMILY SERVICES CENTER Board of Directors February 1999 PRESIDENT VICE PRESIDENT Janet Miller, Ph.D. 3315 Barranca Ct., SLO 93401 Vacant (H) 543-8267 fVV) 544-1912 (FAX) 545-0177 Psychologist AD.A, C.P.A . . TREASURER SECRETARY Santos Arrona Charlie Noffiet 410 Conida Dr., SLO 93401 2134 Santa Ynez Ave., SLO 93405 (H) 544-6634 fVV) 781-5959 (H) 541-1344 CVV) Principal Personnel Analyst Engineer (Retired) County of San Luis Obispo Stephen Allyn Nancy Hay, Ph.D. 3057 S. Higuera, #203, SLO 93401 341 Harbor View, PB 93449 (H) 545-8225 (H) 773-2943 (W) 773-0432 Management Analyst Psychologist - Private Practice Social Worker, MSW Ed Bloomgren, MFCC American Psychological Assoc. 6405 Los Gatos National Council of Health -Atascadero, CA 93422 Service Providers Educational Psychologist 466-4130 . . Liz Johnston, LCSW 1283 Woodside Drive, SLO 93401 Ruth Bostrom (H) 594-1906 (PG) 547-5~13 1933 San Luis Drive, SLO 93401 Social Worker (H) 543-4447 Sierra Vista Hospital Retired T eacher~ Market Research Asst. ~ Assoc. For Women in Psychology Real Estate Agent~ Advisor/Counselor Cal Poly Board Member, Women's Shelter Ann Travers Department of Social Services Arlene Chandler P.O. Box 8119, SLO 93403 2045 Skylark Ln., SLO 93401 (W) 781-4383 (II) 543-1432 Retired Teacher and Administrator Mary Vickers . . League of Women Voters 909 Bluebell Way, SLO 93401 .. President's Round Table, Cal Poly (H) 542-9448 CVV) 541-4141 Women in Philanthropy .. Gulliver's Travel, Owner upd3tcbo.wpd Internal Revenue ServIce Department of the Treasury District P.O. Box 391,los Angeles. Calif. 90053 Director Person to Contact: L BARRAGAN ~FAMILY SERVI~ES CENTER Telephone Number: , (213) 894-2336 504 HIGUERA STREET Refer Reply to: ( SAN LUIS OBISPO, CA 93401-3B35 EO 121592) Date: . . JANUARY 11, 1993 RE: FAMILY SERVICES CENTER 95-2906369 "GENTLEMEN: This is in response to your request for a determination letter of the above-named organization. A review of our records indicates that the above-named organization was recognized to be exempt from Federal income tax in AUGUST 1968, as an organization described in , Internal Revenue Code section 501(c)(3). It is further classified as an organization that is not a private foundation as defined in section 509(a) of the code, because it is an organization described in section 170(b)(1)(A)(vi). This letter is to verify yo~r exempt status and the fact that the determination letter issued in AUGUST 1968 continues to. be in effect. If you are in need of further assistance, please feel free to contact our office at the abd~e address or telephone number. Sincerely, ~~ {l . . C[ ~f.v~ )' L L. "- -- ~. . - Disclosure Assistant , . - - Hayes & Hayes, ePAs . AUDITOR'S REPORT Board of Directors Family Services Center Of San Luis Obispo, Inc. San Luis Obispo, California , We have audited the accompanying statement of financial position of Family Services Center of San Luis Obispo, Inc. as of June 30, 1998, and the related statements. of activities, functional expenses and cash flows for the year then ended. These financial statements "are the responsibility of the organization's "management. Our responsibility is to express an opinion on these financial statements " based on our audit. We conducted our audit in accordance Vlith generally accepted auditing standards. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are tree of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our op1Illon. In our opinion, the financial statements referred to above present fairly, in all material aspects, the financial position of Family Services Center of San Luis Obispo, Inc., as of June 30, 1998, and the results of its operations for the year then ended in conformity Vlith generally accepted accounting principles. . September 28, 1998 , v-. ~ I t..,. -.J .'..-ll 1ft! -~ - jI~li.. _a-.~ II~..-..;:.-. .. JI!fJUf.t~ _ _ __-.aM,;. JI ~--.c::! ~~. - .~ ""')II'-~."'';~-~~:.'I'_.;.Eillitlm!ilit~~~.~~~~'~~-::~C!B~~.~'~ 124 W. Carmen Lane. Suite A . Santa Maria, CJ\93454 . (805) 925-2675 . FAX (805) 928-0808 - F AMIL Y SERVICES CENTER OF SAN LUIS OBISPO, INC. .. STATEMENT OF FINANCIAL POSmON JUNE 30, 1998 ASSETS Petty cash . $ 50 Cash - checking 14,187 Cash - latino time deposit ..8,726 Accounts receivable 32 Refunds due 1,273 - Prepaid expenses 2,722 Investments - Certificate of deposit 39,621 Rent deposit 600 Furniture and equipment 20,508 Accumulated depreciation (17.921 ) TOTAL ASSETS $ 69.798 LIABILITIES AND NET ASSETS LIABILITIES - Accounts payable $ 2,300 Deferred revenue 13,320 .. TOTAL LIABILITIES 15,620 NET ASSETS , Unrestricted 50,216 Temporarily restricted 3,962 TOTAL NET ASSETS 53.642 TOTAL LIABILmES AND NET ASSETS $ 69.798 SEE ACCOMPANYING NOTES AND AUDITOR'S REPORT 2 .- F AMIL Y SERVICES CENTER OF SAN LUIS OBISPO, INC. STATEMENT OF ACTMTIES YEAR ENDED JUNE 30, 1997 (Continued From Page 3) Changes in Temporary Restricted Net Assets: ! Revenues and Gains: Client fees $ 1,236 Interest income 2,726 Latino outreach revenues 55.804 Total Temporarily Restricted Revenues and Gains 59.766 . Less: .~xpenses and Losses: Salaries 25,972 Payroll taxes 2,085 Staff DevelopmentlMileage 528 Office Supplies. 773 Independent Contractors 14,395 Printing and Copying 811 Expendable equipment 536 Rent 2,144 Telephone 1,342 Insurance 600 Office maintenance 295 Public relations 219 Postage 229 Administrative allocation . 5,820 Other 55 Total Temporarily Restricted Expenses and Losses 55,804 INCREASE IN TElv1PORARILY RESTRICTED NET ASSETS 3.962 Increase in Net Assets 7,472 Net Assets, Beginning 46,754 Miscellaneous Adjustment (48) Net Assets, Ending $ 54,178 SEE ACCOMPANYING NOTES AND AUDITOR'S REPORT. .- - 4 - F AMIL Y SERVICES CENTER OF SAN LUIS OBISPO, INC. STATEMENT OF CASH FLOWS YEAR ENDED JUNE 30, 1998 "' . . CASH FLOWS FROM OPERATING ACTIVITIES: Increase in net assets $ 7,4 72 Adjustments to reconcile changes in net assets to net cash provided by operating activities: Depreciation expense ! 1,164 Miscellaneous 25 Changes in assets and liabilities: Decrease in accounts receivable $. 484 Increase in prepaid expense (248) Increase in refunds due (1,273) Decrease in payroll taxes payable (191) Increase in accounts payable 1,550 Decrease in deferred revenues (51.055) . Total changes (50.773) Net Cash (Used) By Operating Activities (42.072) CASH FLOWS FROM INVESTING ACTIVITIES: Redemptions of certificate of deposits 62.857 Net Cash (provided) By Investing Activities 62.857 NET iNCREASE IN CASH 20,785 I BEGINNING CASH - AS RECLASSIFIED 2.178 , , ENDING CASH. $ 22.963 SEE ACCOMPANYING NOTES AND AUDITOR'S REPORT. 6 F AMIL Y SERVICES CENTER OF SAN LUIS OBISPO, INC. NOTES TO FINANCIAL STATEMENTS JUNE 30, 1998 ! Latino mental he~lth program Implemented in 1996, the Latino Mental Health program focuses on service to Latino groups by working closely with the Latino Communications Network and other Latino organizations. The program is designed to reach out and provide needed mental health services to the Latino community of San Luis Obispo County. The program is expected to phase out in the 1998-99 year as the remaining latinofunds of $8,726 are expended. In-Kind r.evenue/expens~ In-kind revenue consist of donated counselor services calculated at an average billing rate multiplied by total hours donated. The donated in-kind revenue is offset by in-kind expense. Donated services are considered expended in the year received. The value of in-kind revenue and expense in the financial statements for the year ended June 30, 1998, is as follows: Revenue (contributions) , Donated counselor services $ 134.050 - Expense Donated professional counselor expense $ 134.050 .. - 8 ',e .... .' '~? ~A~SN~ t~~~~N ~~~~~. RECEIVED CITY OF ARROYO GRAHDE 99 JUL-1 PH 2: 02 June 30, 1999 ' Mayor MikeLa.dy<- Arroyo Grande City Council 214 E. Branch Street ' Arroyo Grand~, CA 93420 Dear Mayor Lady, Please find enclosed our 'proposal to the City for funds to support services to the elderly and low- income population ofthe City of Arroyo Grande. When you re-enter the budget process in September, we hope you will 'consider our proposal. We are very appreciative of the opportunity to continue critical health screening services in your community. We look forward to hearing from you regarding our proposal. Ifthere are any questions, please don't hesitate to call me at 544-2478. - . , : 1. CONTACT INFORMATION EOC Health Services of San Luis Obispo County, Inc. 705 Grand Avenue San Luis Obispo, CA 93401 544-2478 II. AMOUNT OF FUNDS REQUESTED: EOC Health Services is requesting $1,500 for our Senior Health Screening Program. Funds would be use to augment the Senior Health Screening's other funding from United Way, local county and city funding, foundations, and private donations, Currently, no South County cities provide funding. A concurrent application to the City ofPismo Beach has been submitted. Initial recommendations indicate they will contribute $1,000 for FY 1999/2000, III. LIST OF CURRENT BOARD OF DIRECTORS AND ADMINISTRATIVE STAFF Copies of the full governing Board of Directors and the Health Services Division Advisory Board are attached. Elizabeth Steinberg, Executive Director 1030 Southwood, San Luis Obispo, CA 93401 Joan Limov Paterson, Chief Finance Officer 1030 Southwood, San Luis Obispo, CA 93401 Catherine Bazzani, Human Resources Director . 1030 Southwood, San Luis Obispo, CA 93401 Emma Valdivieso, Affirmative Action Officer 1030 Southwood, San Luis Obispo, CA 93401 Janice Fong Wolf, Health Services Director 705 Grand Ave, San Luis Obispo, CA 93401 IV. IRS DETERMINATION LETTER Attached, V. AGENCY PURPOSE & GOALS The Economic Opportunity Commission is a private non-profit community action agency serving San Luis Obispo county since 1965. EOC operates a number of diverse programs aimed at meeting human needs primarily through direct service delivery including Head Start and Migrant Head Start, training of childcare providers and subsidized childcare; energy and weatherization services, emergency food and rental assistance; homeless services and shelter, and community health services. The mission of the Economic Opportunity Commission is to help community members achieve self- sufficiency. EOC Health Services has been a division of the Economic Opportunity Commission since 1972. Prevention is the primary focus of our medical and educational services--prevention of unintended and teenage pregnancy, complications :trom chronic disease, the spread of sexually transmitted diseases, mv/AIDS, reproductive cancers, and infant mortality. Through a wide array of services we strive to improve the quality of health of the residents of San Luis Obispo county. (Organizational brochure attached) In 1999, our goals are to provide 5000 low-income residents with preventative health care, screening and treatment; 6000 community members with health education;. 1200 Latino families with outreach, health education and patient advocacy services; and 200 te~n parents with case management services EOC Health Services has operated its Senior Health Screening program for over 20 years. Senior Health Screening promotes and maintains health and well-being, and assists, through early detection, with preventative health services for low-income seniors throughout San Luis Obispo County. Health education and maintenance topics include diet, exercise, life style modifications, reinforcement of medication compliance, bereavement issues, and referrals as indicated to their doctor, a clinic and/or other social, health and legal services. Clinics are currently conducted regularly at local churches, senior centers, residential facilities, mobile home parks, and other locations at which seniors gather. Specifically in the City of Arroyo Grande, services are provided at the First Methodist Church and Parkview Manor. Arroyo Grande residents also take advantage of screening services conducted in our other South County locations, including: the Oceano Senior Center, Pismo Beach Mobile Home Park, and Nipomo Senior Center. In 1999, we will have seen over 100 Arroyo Grande low-income seniors and provided them with over 550 units of service. EOC Health Services has a long history of working with local city, county and private agencies, including referrals with: the Department of Social Services, SLO County Health Department, Cuesta College, Mission Medical Associates, County Drug & Alcohol, American Heart Association, Area Agency on Aging, MAYDAY, Arthritis Foundation, Senior Nutrition, and Homeless Services. Program staff serve on local committees, including the American Cancer Society Board, Tri-Counties Breast Cancer Early Detection Partnership, French Hospital Senior Advisory Council, the Adult Day Health Center Advisory Council, Long-Term Care and Continuity of Care committees. VI. PROPOSED OVERALL PROGRAM BUDGET Amount Re uested From Arro 0 Grande $ 800 $ 430 $ 154 $ 116 $1,500 Overall Pro~ram Budget FY 99-00 Budget Category Amount Income City of San Luis Obispo $ 3,000 City of Morro Bay , $ 1,325 City of Atascadero $ 725 City ofPismo Beach $ 1,000 City of Arroyo Grande $ 1,500 County of San Luis Obispo $19,385 United Way $ 3,951 Atascadero United Seniors $ 450 PacifiCare Foundation . $ .5,000 California Endowment $ 4,500 Donations $ 4,000 Patient Fees $ 2,500 Other Income $10,000 Total Income $57,336 Expense Salaries $32,546 Fringe & Payroll Taxes $ 9,285 Local Mileage $ 2,000 Screening Tests $ 3,000 Medical Supplies-Misc $ 2,000 Educational Materials $ 100 Office Supplies $ 262 Copying/Printing $ 350 Insurance $ 1,000 Rent $ 2,000 Telephone $ 150 Training $ 200 Indirect Administration @ 8.4% $ 4,443 Total Budget $57,336 VII. PROGRAM DESCRIPTION . EOC Health Services has operated its Senior 1fealth Screening program for over 20 years. Staff consists of a regi:stered nurse, a clerk/aide, and volunteer hearing and vision specialists, who carry all equipment and supplies with them, to 18 senior-focused sites throughout the county. Services include: blood pressure, pulse, hemoglobin, blood glucose, glaucoma and hearing screening at no charge, hemoccults to detect colo-rectal cancer and cholesterol tests at cost. Flu vaccines are offered in the Fall. Health education and maintenance topics include diet, exercise, life style modifications, reinforcement of medication compliance, bereavement issues, and referrals as indicated to their doctor, a clinic and/or other social, health and legal services. Screenings are conducted regularly at local churches, senior centers, residential facilities, mobile home parks, and other locations at which seniors gather. Because of the uniqueness of our program, we are sought out by other organizations to collaborate on bringing services to seniors. Historically, the Senior Health Screening program was funded by the County, along with several local cities, United Way, and private donations. Increased need demands diversification of funding resources. Senior Health Screening serves over 2000 county residents with a wide array of preventive screening tests and education. These are services which promote health and early detection of chronic disease and serve patient advocacy "in the field", complementing local medical providers. From an editorial of the October 1997 American Journal of Public Health "the most important health problem of developed nations is the need for a reduction in the morbidity of our aging populations. With the average age of populations increasing, prevention of morbidity associated with aging represents a central issue for future health". As is the trend nation-wide, San Luis Obispo's senior population has increased at least 30% over the past 15 years and is currently estimated at 54,500. At ~east 3000 of these seniors live at or below the poverty line and another 5000 .are considered low- Income. The delivery of affordable quality health care is a serious unmet need for local seniors living on fixed incomes. When seniors are poor, non-English speaking, and geographically or culturally isolated, the physical process of aging becomes more difficult for them, their families and health care givers, and their communities. Basic health screening, education and preventive care is critical to the physical, mental and social well-being of our senior community. Seniors who lack transportation and financial access to affordable health care, or knowledge of preventive health care, remain critically at risk for undetected health hazards or even life-threatening conditions. San Luis Obispo county has a limited mass transit system to serve the far-reaching North and South County areas where much of the low- income population resides. The county in square miles is the State's 15th largest and has geographic barriers to accessing services~ and North and South county regions which have developed uniquely in order to address the needs of its specific community. These issues all have had an impact on the service delivery system. Seasonal farm work (31% according to the 1993 San Lllis Obispo Latino Community Needs Assessment-LCNA) and the service industry are the predominant employment for the Hispanic population. Mono-lingual Spanish speaking seniors are over represented in this population due to language ability. Many of the senior focused programs struggle with providing services to the Spanish dominant population due to limited funding to hire bi-lingual staff and the lack of qualified bi-lingual and bi-cultural health and social service workers. According to the California Behavioral Risk Factor Survey conducted from 1992-1994, 78% of men and 80% of women aged 60 and older had physical check-ups in the past year. Seniors age 55+ represented 26% of all hospitalizations due to pneumonia. Although annual influenza vaccination has long been recommended for people in high risk groups, many still do not receive the vaccine. In the 1997 flu season, local hospitals were inundated with patients, and many had not been vaccinated. Among the primary concerns expressed by respondents in the LCNA were lack of low cost health care and access to care. While Latinos share some health problems with the general population, such as heart disease, stroke, cancer and AIDS, Latinos suffer from diabetes at higher rates than the overall population. The February 1997 issue of Diabetes Care reported that a higher proportion of Latinos than whites have no regular physician for diabetes care. Additionally, San Luis Obispo county is undergoing a major transformation in itstlealth care delivery system. The county's low income seniors are at risk of under service, prolonged illness, and a higher probability of subsequent need for costlier modes of care. In a December 1996 American Journal of Public Health study, it was determined that "a longer duration oftime between patient and health care provider was associated with substantially lower costs of inpatient and outpatient care and with a lower risk of hospitalizations". Additionally, it was noted that with the rapidly changing medical care landscape, the enduring doctor-patient relationships are at risk. By providing assessment, early detection screening and monitoring, and health education services by licensed professionals, our community can delay the utilization of costly in-patient services and disability. A 1995 multi-cultural survey of San Luis Obispo county, "Vulnerable Populations at Risk", cited "the most vulnerable sub-groups within the population experience the greatest needs for services and the greatest barriers to obtaining them. These sub-groups -- Medi-Cal recipients, Latinos, the uninsured, and low-income residents, are shown to be at greater risk of under service, prolonged illness and a higher probability of subsequent need for costlier modes of care". Survey findings further indicated that "vulnerable populations require special attention to ensure that access is more equitable across geographic, ethnic and income lines". A full gamut of health issues associated with the aging process are present in San Luis Obispo County's senior community. With City of Arroyo Grande funding we will be able to reach at least 125 low-income seniors (age 50 and older) in Arroyo Grande. While most of us dpn't consider ourselves seniors at age 50, we do know that age 50 is a significant marker in the detection of many chronic diseases. Incidence rates increase after age 50, and standard medical practice recommends annual screening beginning at age 50. EOC Senior Health Screening seeks to provide access to low- income persons for the purpose of early detection, prevention and monitoring of serious chronic disease. While existing services are of high quality and comprehensive in nature; geographic, socio-economic, cultural and language barriers present the greatest challenges to health and social service providers. To truly reach the under-served, health care providers must work in collaboration and utilize grassroots approaches to increasing access to services. VIII. BENEFITS TO ARROYO GRANDE RESIDENTS Examples of the impact of our Senior Health Screening program can be seen by these recent South County clients' stories. A woman who discovered she had diabetes by coming to our screening clinic. Our nurse counseled her and supplied her with educational materials about a diabetic diet low in fat and the importance of exercise. She now has her blood glucose under control and comes regularly to have her home monitoring system c..hecked A woman who came to just get her blood pressure checked, and decided to take advantage of the glallcoma screening we had available that day. She tested positive and was able to get on medication immediately, . saving her from any further vision loss. Lastly, a local small plane pilot who needs ongoing documented monitoring of his blood pressure. He checks in regularly with our nurse and has been able to work with his physician to control his blood pressure. Without Ollr service he would need to schedule costly office visits to receive the need documentation to continue flying. There is currently no other program in the county like our Senior Health Screening. The County Health Dept's Preventive Health Care for the Aging (PHCA) program which provided a single comprehensive health assessment, and then often referred seniors back to our program for ongoing monitoring, has lost their funding. We work closely with all local senior organizations ITom the Area Agency on Aging with their Vial of Life program, to the Senior Nutrition Program with their lunch programs at local senior centers. EQC . .. . a' ... <t ~:. ;. . '.:;. ""... .... .!;... . . -- 1O.~O SOtlTIIWOOD DRI\'E sm LUIS OIllSI'O CAI.IFOHNIA 93401 ECONOMIC OPPORTUNITY . COMMISSION · SINCE 1965 BOARD OF DIRECTORS - 1999 (805) 544-4355 FAX (801) 549-1W-lS Sallto~ ^rr1ll1:l, Chair (71\2-1 H5 pagnI Mike ^rr;IIilhitle I'rivatc RC(1re~t'lIt;l!h'e - COllllllissil1l1Cr !'uhlic Reprc~t"l/alivc- City or ^Iasl'adero 4 \ () C,'orrida COli r( (,.'\O(J 1';llma ^ vcnuc San I.uis Ohispo. C^ 9.1401 ^I"~cadero. C^ 9.1422-4299 (0) 781-59(.2 (III 5.14-('(,'\,\ (F) 7RI-lfl44 I( II <161 ~5{)R() (F) 4(1I-0(iU(1 . I'alrick Wilboll. Viel' Chair. Ilislrit'1 II ('coIlIY Cr,'lIl'r. lllorm Bay Cil)' Cl1Ul1\:iI 1.111'.' IlIt'Olllc ({cpreSt'lIlalin: - Cuast I'lIhlie \{qll"csl'lIlalivc - CoaSI P.O. Bux 6055 - :'ilJ5 Ilarhor I.os I ):>IIS. C^ 9.1412 f\\ornl lIar. C^ 9.1<142 528-1755 (0) 7i2-()200 (F) 772-7'329 Anita R()hin~()II. Sl,t')'-Tn::Is., Gloria Ramire7.. DistriCI IV I'riv:llc Repn:sclltalive - COntnt. ^ Low Int~()me Reprcscntalivc - South County 1'.0. lIox 789 1'.0. Box 91 R San Luis OhisJlo, C^ 9.1406-07!W Oceallo. C^ 93445 (0) 7R2-5000 (F) 782-50.'\4 41\9-59U8 . f'ranccs I. Coughlin - Dislrict V Mike RY:ln Low Income Rcprcscnlalive - North Cuunly COllnlY Board of Supcrvisors 94(iO Carmel I'lIhlic Represcnlali ve - Cuunly ^tasc:lt!ero, C^ 9.'\422 County Governmcnt Cenlcr. Room :no 461-33.14 5all Luis Ohi~po. C^ 93408 (0) 781-5450 (F) 781- 1350 Peter Keilh, Grover Bcach City Coullcil I{cv. l{lIbell r. Tatc. Jr., Pastor - District 1 Public Rcpre~elllalivc - South County Low 111C{)mC Reprcsentative - North Counly 865 Charles Strcel 1732 POllucrosa Lane Grover Beach, C^ 93433 Paso Rohlcs. CA 93446 489-7586 (0) 23H-2011 (It) 238-6334 (F) 237-1091 Joall Lawcllcc Paul Wolff I'rh'alc Representativc - Contln. B Privatc Rcprescnralive - COnlm. E II Perla Lane J J 2R Spring Courl S:ln Luis Ohispo, C^ 9J401 S:l1I Luis Ohispo. CA 93401 544-777(1 .'\44-.1450 (F) 544-9225 Jail 11\1\1'1:11 Mar:\ I.i~a Ddl; City of San Luis Obispo 1.(1\\' Inco/llc - Soulh C\IUlllY 8M OSOS S I. 396 S. 7'" SI.. ^pl. II San Luis Ohispo. C^ 93401 Grover 11t';II:h. C^ 934.'3 (O) 541-271() (F) 541-2239 4~9-75Mi Kathleen ^tkinsun. PhI) Parcnt Policy Council Rcprcsenl:llive Private Rcpresent:Hive N{lt a Buard Mcmber \52\ Higuera SI. Mr. Kim Johnson San Luis Obispo. C^ 9340\ P.O, Box 54 545-5720, 545-5727 fax Sail Miguel, CA 9345\ 238-8903 (work) . ClJilcl ulrt /(('Stlllr(~ WIIIIL'Clirlll · EII/(?'gl!/lcy JeniCl'S · Hller!..I' CnI/Jl!rmlioll · If(!(llberbllioll .5errirl!S · . FIIlI/i(1' I'((//II/i/lg .'it?l'in~ . lh'lId .Wllrl . f{o/l,,:l~t .\1)(1(('1' · ,Iligm/ll ClJild Cllrt · S<'IIi/Jr f{('(/~/b .'irrre/lil/R · Tee/l Parl!/lli/lg I'ro[!.rtI/II · ~ ~'? ~A~~N:~~~:~N ~r~c~~ ADVISORY BOARD ROSTER 1/99 SANDY AMBORN (alternate) (Board Liasion) - --- Cuesta College PO Box 8106 SLO, CA 93403-8106 546-3138 (w) 544-6388 (h) 10/00 KATCHY ANDREWS JENNIFER SAWYER Cuesta College 2281 Bushnell Street PO Box 8106 San Luis Obispo, CA 93401 SLO, CA 93403-8106 541-9299 (w) 546-3138 (w) - 543-0132 (h) 781..,8435 (h) 9/98- 2/01 KATHY BOYD RUTH SCHEFFER 1164 Murray Avenue 202 Indi6 Drive - SLO, CA 93405 Pismo Beach, CA 93449 783-1068 (h) 773-2310 (h) 6/00 2/01 KARON CUSHING VICTORIA SCHMIDT 4488 Cross Creek Way 1200 Ocean Blvd San Luis Obispo, CA93401 Shell Beach, CA 93449 - 547-0684(h) cushingmd@aol.com 773 -5.622 (h) 546-7667, op 4 (w) 1/00 7/01 LORRAINE DUENEZ SHELLY STANWYCK PO Box 14928 SLO Chamber of Commerce - SLO, CA 93406 1039 Chorro Street. 547-1800 (W) 481-9382 (H) San Luis Obispo, CA93401 12/98 544-1007 (h) 781-2673 (w) 8/00 GALE GASCHO, CEO MIKE STENVALL French Hospit.al 1156 Ocean Blvd 1911 ~ohnson Avenue Shell Beach, CA. 93449 . San Luis Obispo, CA 93401 781-2231 (w) 773-6965 _ (h) 542-6300 (w) 543-'5708 FAX 781-2234 FAX 1/02 07/01 ~ ,... . 1""'\:.,...,-... .., n..~,,~ orH::-!:;/III-")1I7A. I=A'X RnC;-C;Ll.LI.-":\('4 REr'. ',,, . _ _ I:J;:;l! \" C1 '$':'W -.:.; . Internal Revenue Service Department of the Treasury P.o. Box 2350 Los Angeles, Calif. 90053 /--- District , Director , Econanic Opportunity Carmission Person to Contact: L. Barragan I> Of San Luis Obisp:> County Inc. Telephone Number: (213) 89,4-2336 1030 Southwood Dr. San Luis Obispo, CA.93401 Refer Reply to: 020696 Date: April 9, 1996 Dear Taxpayer: This letter is in response to your request for a copy of tHe determination letter for the above named organization. Our records indicate that this organization was recognized to be exempt from Federal income tax in ~ay 1966 as described in Internal Revenue Code section SOlCc) (3). It is further classified as an organization that is not a private foundation as defined in section 509 (a) of the Code, because it is an organization described in section 170(b) (l)(A) (vi). The exempt status for the determination letter issued - in May 1966 continues to be in effect. If you need further assistance, please contact our office at the above address or telephone number. . .- " . ~ .. ... -~." , . .. . _'.' }'o-.. . '. :.~ :":...-. ..~::....;:...:,.-:....~. COMMUNITY Saturday. ~riI18. 1998 . -. ..__. . San Luis Obis~ County Telegi~Tnb. . --- . .,. .. _. .. - .-_. .. ------- "- -_. ._.- --._- .._--~-- Free . health clinic pinpoint senior can problem~ SlO COUNTY By Michael RIIY Telegram.Tribune ( "W~ 1,11111 0111' g'.!ntlclJlan." $.')'s Jail Sarhall. Ule reglstcrp.d lIur.'e who sees patienl~ f(lur days a wt'(!k for thc Economic Opportullitr Conmtissl()n's frcc scllior hcallh clinic. "wl,,~ hemoglobiu !('!O! came oul high." Usually In the!'C screenings, she's look illg f(lr low n\Uubers, I\'hlch illdialle allcmla. .Uul he was up 10 19, which is hIgh enough 10 cau~ con~rn." She recnlmncnded that he scc a docl/),; bllt he was reluct.lllt. "Well. he wa~ bu~y with IIli.. or ~e wa.. busy with lhal. lie 'IItln't RII. When I testcd him again hp. was up tll 21." Again, she rcconllucndcd it doctor - right away Agaiu, he ditln't gn. 111C I'luhlcll1 with hIgh hemoglobin !e",ls Is that the blood has bN:ome tllO thick 10 do Its Job. It won't now through the body like it should. . At the third test, when he had reached 2.1. . SMhatt got 101lgh. She looked him straight III the e)'es, and ~hp didn't ask him - she totd hIm: "See a d., I"" 11Iere'~ nothing I C3l1 do for )'Uu. " W~II, the w'.lllirne he saw her, he pul his arm atlllutd hl'l: To thank hcr. lip. hac! bP.en to his doclor. The doctor had $ccn the l'C5ull' 3I1r.1 right away caUcd a sp<xlal. 1st. The speclalisl called Ihe hospital. And that's whel'e he eurled up. 111ey removed ttow pints of his blood, diluting il back to a normal ams(slrncy. ''And he told m~ that when he wellt home:' she sayS, "he slepl UII'Ough lI,e entire nighl f')r Ule first time in five }-ears. And the next dOl)' he went nshing wilh ill. son." When he thanked her. he was crying. And so RolMr! Dy.rITeleg'. was she. ROLL UP YOUR SLEEVES: Nurse Jan Sarhall prepares to lake a genlfeman's blood pressure during a recent EO( Bul that's her job. Thal's the best part of her job. The free screening clinic sees 2.001 seniors screening at the San Luis Obispo Senior Center. s year at sites all arowld the COWIN. from San Miguel to Nipomo. S<Jmetimes she 'Ii wor1< witi, givec" results ill seconds. patient visil a doclor or oUler service. each one is for. what its side eIrecl:' a student nllrse. Somctimes It's Just SarhaH Salhalt ~pcnds an avernge of only six min. And aU of this is /n!c. Donations arc accept. how il should be taken. Even more i and hl'r clerk :tide UoroU.y Ferre. ules ",iUI each client. but in those six minutes. cd and welcome. bul funding for the program the pharmacist poillts out any dangI.' TIley IrnVl'1 light, wiU~ulpment for fing~r she gels am! gives a lot of IlIformation. She has comes from the county. the cities, sometimes binations of medicines. stick blood le..t5 and bl pressme ch~cks. a cal d for eaclll>t'r5'm where she keeps her from ~nior centers. iiI adlliti/)II. S,1rhatrs hoss, There are also cholesterol cUnics ! 111ey set uf. on t.,hlcs and chairs in senior cen. nnles flu," previl,u5 visit.. She uses Ule card to Janice Wolf of EOC Health Services. wriles times each year, with a cost of $15 f ters, chure ICS or low.lncome hO\lSing. tailur her lests, questi'lllS and advice. granls year ruwld. to cover Ihe necessary supplies. 1'1 They test for allemla and blood sug~r. and Anemia, high blood pressure and blood They also occasionally orfer expanded ser. . Uwugh. requite advaJIce reglstratio IIle clients know the 1"CSlllts before Uley gr.1 out sligar imbalance are some of IIle /IIore cllm. vices in conjunction WiOl loc.l.I valulllc!'!r pro- . U:ey take a billonger and you have of Ule chair. 1111)1\ things she's looking fi/r. and oneil she's fcssiollals. Twice a year OIl each site Ulel'e are 12 hours beforehand. "111s u~ to take Ilut'<! d"ys when I was in ch('Ckill~ on people who are already aware of free glaucoma and hearing lests. And then "Anrll don't need a line of 600 I scho..I," says Sal'hatt "We had to send 5.1,"plo.s thes/'! problem~. Ulcrc's Ule brown bag me\!idne review. niors gettulg Irril;llcd with me .for out to the lab c"r lesting and wait for Ih~ 11.!1')11 Sometimes, she discovers something that a for the revicw, seniors simply bring in aU . U,al takes 1:; mUlutes each," she)okc to COIIII.! ba('k." dient is unaware of. All\! ill thaI case, she's Ihe medicines Ule{re laking. and a volulllcer l11ere's onJy so much olle pcroon Now she has a srn:lll hand. held machine Ih.,1 able \0 olter advice ood \n recommend that a p!~".macist is available to explain exactly what dc/ail. cnJl U,e EOC.I &l4-ZISI. . CIRCLE OF FRIENDS ,,'"', _: ,". .' ", ~ "', . ..: .. , . , c.-. . ..' . . .!! (/) .-g 8-+'" ,..b" '., " (/) g' .. -0 ..;:J 8 ~.!! 'S ,,0 "" F' .. ., :: iIJ .." '. . 'C"" .!I ~ ....;.!! ~ .: '. · If. (/)" 'lit'a 10 .2 0 -!> :';", It, \: Q.' ,:' " ,: ,> 'E !!!;'.:". .' .,0 J ,,', '1- - '. ,:.. C (;i;; 0 <I) . Z;' II ,tI II Ii ''', ' if; ...Ii o~.~ <I f? <<';," c.."," ..:! "C~' . ;:,.,"" ffi 0 ,. .<;' ~' '! ~ ", , ~ '" ~ 1;\ ~! ' '" "s :x: ...:' ' '" ~. _,,"",~.__ ""-",, "," "1'".,0. ,',' ~ ,,'-' ..... "'"'..... 'Ii ~ - ,,' io\ "'.. u'" ,"'" ;t :~~ ~~\:;.i;\l \1'?'," :.. '" ~'!: - 'H ..X;.. III $ "! ~ 5 ~ '" . . \II ~ -0 ':.-11 & '" ~ ~ g 11 \;! " . ",. ~V~' ~o"" \!! 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Ii; \: ~ .~ ~ f, \;' 0> C. '" '" '" ~~o/ P.O. Box 550 I~ !ff~ 214 East Branch Street "Arroyo Grande, CA 93421 " " Phone: (805) 473-5404 CITY MANAGER'S OmCE " "FAX: (805) 473-0386 " . .., "E-Man: agdty@arroyogrande.org' July 2,1999 Janice Fong Wolf Division Director EOC Health Services 705 Grand Avenue San Luis Obispo, ,CA'93401 Re: Request for Funding Dear Ms. Wolf: I am writing in response to your letter of June" 30, 1999 to the City Council requesting funding in the amount of $1,500. The Council adopted its FY1990-00 Annual Budget on June 10th. The First Quarter Budget Report, which is the next scheduled review of the budget by the " " Council, is scheduled for November 1999. Once confirmed, you will be notified of the specific date of the Council meeting at which the First Quarter Report will be considered. Please contact me at your convenience should you. have any questions. Sincerely, &\f)JtwI! ' " ROBERT L. HUNT CITY MANAGER . c: City Council Financial Services Director J - \~ We build strong kids, strong families, strong communities. Date: June 10, 1999 To: The City of AIroyo Grande City Council BOARD OF DIRECTORS From: San Luis Obispo County YMCA, General Director, Karen Aydelott Matt Beecher YMCA Five Cities Roller Hockey Task Force, Parent Representative, Fred Bond Jeff Brinley Re: Council Goal-Setting for Fiscal Year 2000 Lauren Brown BarTie Cleveland Matt Fortier What: Lisa Gonzalez The San Luis Obispo County YMCA is requesting funding consideration for Kevin Gridiron support of a permanent multi use facility that will accommodate both roller hockey Ken Hampian Kim Heath and basketball to be located at Paulding School in Arroyo Grande. Such a facility Vicki Janssen will help meet the pressing need this community has for facilities and programs RoT)' Livingston designed to support the positive and healthy development of our youth. We are Glenn Martin requesting $5000.00 for the fiscal year 2000. Mitch Massey Steve McCarty It is our belief that the San Luis Obispo County YMCA, Lucia Mar School District and Craig McColluJ'"' Tom Murray the City of AIroyo Grande have a unique opportunity to meet one of the pressing Mike W. Rader developmental and preventative needs of this city's youth by constructing such a facility. Ted Rich With such facilities and programs, we can increase the support and opportunities that John Rosetti Edna Ryzebol will enrich out young people's lives, build positive life long skiHs, connect them with P;lUl Thorvaldsen their community and support healthy life choices. When the City's Park and Recreation Bob Tillman I Commission recommended to the City Council financial support for the Grover Beach Karen Woodling Skate Park, they also recommended that funds be set aside for a roner hockey facility in Kri s Yetter Arroyo Grande. The YMCA was also committed to the construction of a facility for STAFF roner hockey and proceeded to explore a range of options for such a facility. Karen Aydelott General Director The 1992 report, A Matter of Time: Risk and Opportunity in the Nonschoo/ Hours, Sandra Augustin published by the Carnegie Council on Adolescent Development, is very clear in stating Trina Baumsteiger that a community approach is very important to successful youth programming and that Lissa Lalonde community collaborations must take the lead in identifying and assessing youth needs, Karey Rademacher and then providing them the opportunity to participate in positive, values building Karen Sisco programs. This funding would allow the San Luis Obispo County YMCA to maximize existing resources, to increase our collaborative efforts, and to seek additional funding. The Board of Directors of the YMCA has voted to contribute $20,000.00 to this project, with the goal of raising an additional $10,000 to $15,000 in the community to complete the facility. Our Task Force has already begun that process. On June 1, 1999, the Lucia Mar Unified School District.Board voted unanimously to accept the project. San Luis Obispo CountyY:\1CA 1020 Southwood Drive: .San Luis Obispo. CA 93401.(805) 543-8235+Fax (805) 543-6202 ..~. - -.-. ....~_._.. . - . - . -. - - ~ ~ ---~.--.- - . . -. ~. --~_. -.- ~ Why: - Schools, parents, and especially youth have convinced us that Anoyo Grande and So~th County students are a very underserved population at a time in their lives when they are most vulnerable. Young adolescents especially are experiencing many developmental changes and often experiment with many options as they develop their individual self concepts and begin the transition to adulthood. Obviously, the after school hours provide ample opportunity for these young people to make a variety of choices, often not always in their own best interest. By increasing the options and opportunities a multi use facility and the a~endant programs will add to the community support structure that our youth require to grow up healthy and strong. The 1993 study, Utilizing Community Assets in Revitalizing Neighborhoods by the Center for Urban Affairs and Policy Research at Northwestern University, recommends using funds where they will make the biggest impact and that those programs were preventative, developmental, and especially those that involved youth as resources not problems. We believe that a multi-use facility such as we are proposing is an ideal example of an wise investment of funds. We have all heard the lament of Arroyo Grande youth: "There is nothing to do here". This seems particularly significant when looking at the recommendations of a long tenn study of American youth, Adolescent Time Use and Risky Behavior, which found that when comparing teens who spent one to four hours a week in extracurricular activities with those who spent no time in such activities, the "no time" students were 57% more likely to drop out their senior year, 49% more likely to use drugs, 37% more likely to be a teen parent, 35% more likely to smoke and 27% more likely to smoke. We also know this from the Search Institute's two year study of 90,000 teenagers, I Healthy Communities, Healthy Youth. Youth do best when the community actively supports their health development and where schools, houses of worship and youth- serving agencies like the YMCA are the strongest. How: The Carnegie Council also stressed that youth need opportunities directed at overcoming bad attitudes and developing skills needed to prevent these attitudes. This requires programs that build social competence, problem solving skills, and a sense of purpose and autonomy. This fonns a web of attributes and approaches to life that help reduce the rate of risky behavior. - The best programs are the ones where youth want to be in the programs. Those are the programs that give young people the freedom to select and structure the programs to a great degree and that view young people as assets, not potential liabilities. The YMCA Rol1er Hockey Program, like many other youth sports programs clearly has the interest of many youth. Children, both boys and girls, from kindergarten through high school enjoy this activity. Another significant value associated with this program is the involvement of parents and other caring adults who coach and oversee the practices and games. Youth involved develop skills and the self confidence the comes with skill acquisition; they learn to work together as a team and to communicate with each other; and they learn discipline and good sportsmanship. The funding which we are requesting from the City Council for this multi use facility will leverage the community dollars raised and the YMCA investment of $20,000. It is our hope that the result will be a premier multi-use facility that will be ready for use by September, 1999. The San Luis Obispo County YMCA is very committed to providing the youth of this community with supported opportunities to stretch, to grow, and to develop the skins necessary to live happy and productive lives. As we know this is not easy in today's society. We believe, however, that with your support and funding we can make a lasting difference in the lives of the youth in our city. Thank you very much ~or your consideration of this request: Arroyo Grande City Council Proposal 6/10/99 I .. 3 ~ CITY O~PlCEIVEO I RROYO G::'J:J,~.... .t. "Ca.J~ 99 IJ,oR - 5 PH. 12: U~I San Luis Obispo County Visitors & Conference Bureau April 2, 1999 The Honorable Michael Lady City of Arroyo Grande 214 East Branch Street Arroyo Grande, CA 93421 Dear Mr. Mayor: For the funding cycle 1997/98 fiscal year, the San Luis Obispo County Visitors & Conference Bureau (VCB) is requesting $6,230 (3.5% of the TOT collected in 1997/98) for tourism promotion. In general, these funds will be used to continue our efforts to promote tourism through advertising, publicity, direct sales, and other special promotions in our targeted markets. The results will be an increase in transient occupancy and sales taxes collected in the municipality. A detailed marketing plan is forthcoming. Each year the VCB has shown an incredible return on the City's investment, posting as much as"10 times more value to our businesses than the amount funded. The requested funds will - enable the VCB to keep pace with the needs of promoting the county's tourism opportunities as well as place much needed resources towards attracting filming business. Tourism, including filming business, is a proven economic development tool for our communities in San Luis Obispo County. It has generated revenues when other industries have failed. We look forward to working together to ensure our economic vitality. - 1037 Mill Street. San Luis Obispo, Califomia 93401 (805) 541-8000 FAX, (805) 543-9498 Web: SanLuisObispoCounty.com ~~o/ P.O. Box 550 214 East Branch Street ~ &~ Arroyo Grande, CA 93421 Phone: (805) 473-5430 Finance Phone: (805) 473-5434 . Business Lice~ FINANCIAL SERVICES Phone: (805) 473-~38 ' Water BnIing . FAX: (805) 473-0386.. . . !1:.M~i1: agcity@ari'oyogrande.org . April14,.1~99 San'Luis Obispo County Visitors . & Conference Bureau 1037 Mill Street San. Luis Pbispo, CA 93401. Dear Ms. Jonni S. Biaggini: Thank you for your letter of April 2, 1999. to the City of Arroy? Grande.. The City recognizes the fine work your organization has done. to promote tourism in San Luis C?bispo County. Your request for 3.5% of the transient occupancy tax (fOT) will be presented to the City Council through the budget process. The Financial Services Department is currently preparing the Fiscal Year 1999-00 Budget. When thaf budget is presented to the City Council in June, your request will also be presented. However, since the audited TOT revenue was $155,615., the requested amount will be adjusted to $5,450 (155,615 X 3.5% = $5,446). I suspect that audit adjustments and accruals account for the diffe!ences between the City's reported revenue and your calculations. If I can be of further service to your organization, please feel.free to call me at47~-5432. .c!i~~~=:J Lynda Snodgrass Director of Financial Services C: City Manager . 11.c. MEMORANDUM TO: CITY COUNCIL FROM: DON SPAGNOLO, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER A SUBJECT: APPROVAL TO RECLASSIFY DEPUTY DIRECTOR OF PUBLIC WORKS POSITION TO ASSIST ANT CITY ENGINEER DATE: FEBRUARY 8, 2000 RECOMMENDATION: It is recommended that the Council adopt the attached Resolution approving the reclassification of the Deputy Director of Public Works position to an Assistant City Engineer position. FUNDING: Funding for this reclassification is included in the mid-year budget adjustments. The amount of the adjustment for the remaining three months for FY 1999-00 is $841. DISCUSSION: The Public Works Department presently has a vacancy for the position of Deputy Director of Public Works. A recruitment was initiated to seek qualified candidates to fill this position, however the applications that were received either did not meet the specific job requirements and responsibilities or did not have the necessary years of experience. Several factors may have contributed to this failed recruitment. The present state of the building and construction industries have drawn a large portion of the available human resources into a very competitive market. Therefore, the pool of potential candidates has become smaller and the salary requirements have increased, Staff has re-evaluated this position and is recommending that the Council reclassify this position from Deputy Director of Public Works to Assistant City Engineer. This reclassification will provide a better fit with the present structure of the Engineering Division by providing more direct technical supervision of the Associate Engineers for land development and capital projects and provide direction to the Engineering Assistant and Public Works Inspector. This change reflects more of an emphasis on the technical skills needed to supervise the engineering staff and less of an emphasis on the administrative and managerial functions. The reclassification will provide an opportunity to recruit from a larger pool of applicants. Alternatives The following alternatives are provided for the Council's consideration: - Approve staff's recommendation, - Do not approve staff's recommendation, - Modify as appropriate and approve staff's recommendation, - Provide direction to staff. dw:2000\citycouncil\jan\ASSIS CITY ENGINEER & RESOLUTION.wpd ..,.... . RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE RECLASSIFYING THE POSITION OF DEPUTY DIRECTOR OF PUBLIC WORKS TO ASSISTANT CITY ENGINEER WHEREAS, the City Council is authorized to reclassify positions and establish compensation levels for those positions as it deems necessary to effectively operate municipal services; and WHEREAS, the City Council desires to reclassify the position of Deputy Director of Public Works to Assistant City Engineer; and WHEREAS, the City Council deems it to be in the best interest of the City of Arroyo Grande to establish a salary range for the position of Assistant City Engineer. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Arroyo Grande that the position of Deputy Director of Public Works be reclassified to Assistant City Engineer with a salary range of $4,340 - $5,275 monthly (Range 47 - Management). On motion by Council Member , seconded by Council Member , and by, the following roll call vote, to wit: AYES: NOES: ABSENT: the foregoing Resolution was passed and adopted this day of February, 2000. - ., RESOLUTION NO. Page 2 MICHAEL A. LADY, MAYOR ATTEST: KELLY WETMORE, ADMINISTRATIVE SERVICES DJRECTOR/ DEPUTY CITY CLERK APPROVED AS TO F.ORM: TIMOTHY J. CARMEL, CITY ATTORNEY 11.d. MEMORANDUM TO: CITY COUNCIL ~ FROM: RICK TerBORCH, INTERIM CITY MANAGE SUBJECT: FISCAL YEAR 2000-01 BUDGET DEVELOPMENT GUIDELINES AND CALENDAR DATE: FEBRUARY 8, 2000 RECOMMENDATION: It is recommended the City Council: 1. Approve the Budget Development Guidelines for the preparation of the Fiscal Year 2000-01 Preliminary Base Budget; and, 2. Approve the attached calendar for the development and review of the Fiscal Year 2000-01 Preliminary Base Budget. DISCUSSION: As in previous fiscal years, it is requested the City Council provide staff with overall direction for the development of the Preliminary Base Budget. Additionally, it is requested the Council review and approve the Proposed Budget Development Calendar. Before detailing the recommended guidelines, staff is requesting the Council confirm the overall policy parameters that act as a frameoork for the Budget process. Policv Frame\NOrk It is recommended the Council reaffirm the City's Fiscal Policy by which the City's budgetary/fiscal functions are administered. The Policy parameters are as follows: . The City will adopt and maintain a balanced Budget by ensuring that all annual operating revenues meet or exceed operating expenses. . The City will maintain a prudent General Fund reserve of 15% of budgeted expenditures. The target of 15% is to be achieved by FY 1996-97 through FY 2000-2001. FY 2000-01 is the target year for achieving the 15% goal, CITY COUNCIL FY 2000-01 BUDGET DEVELOPMENT GUIDELINES FEBRUARY 8, 2000 PAGE 2 . The City will maintain and contribute annually to the Equipment Replacement Fund. . One-time revenues shall not be used to fund ongoing operating program expenses. Any such revenues shall be used to pay for one-time capital expenditures (if budgeted and authorized by the City Council) or placed in the appropriate fund reserve balance. . One-time expenditures that result in long-term cost savings and/or efficiencies will be considered money well invested. Fiscal Year 2000-01 Budaet Development Guidelines Most economists believe the State is in a sustained period of moderate growth. The City's revenues in FY 1999-00 generally reflect this economic condition. Total FY 1999-00 General Fund revenues are projected to be above actual revenues received in the prior Fiscal Year. Despite the positive economy, the City of Arroyo Grande needs to continue its conservative approach to budgeting because local revenue increases do not match national or State growth trends. Therefore, it is necessary to ensure that expenditures are at least held to present levels and are reduced where possible to maintain fund balances at prudent levels. It is recommended that the City Council continue to provide conservative guidelines for the Fiscal Year 2000-01 Budget process. To direct staff in the preparation of the Preliminary Base Budget document, the following FY 2000- 01 Budget guidelines are proposed for the Council's consideration: 1. Line items in the Base Budget will not be any greater than the current year's Budget unless written justification is provided. A general inflation factor will not be appropriate justification for any across-the-board increase; 2. "Policy Items" are to be submitted only for budgetary needs that have previously received support from the Councilor have a significant potential for expenditure savings or revenue enhancement; 3. Requests for the replacement of existina capital items are to be included in the Base Budget. All replacement requests must be in conformance with the City's Equipment Replacement Policies; CITY COUNCIL FY 2000-01 BUDGET DEVELOPMENT GUIDELINES FEBRUARY 8, 2000 PAGE 3 4. Citizen partictpation is to be encouraged by continuing to conduct the Citizens Participation meeting prior to Council action on the Preliminary Budget. Budaet Development and Review Calendar Staff has prepared a calendar for the development and review of the FY 2000-Q1 Preliminary Base Budget. The calendar is designed to provide for a considerable amount of review of department requests by the City Manager's Office and the City Council. Consistent with recent past practices, Planning Commission review of the Preliminary Capital Improvement Program is also proposed as part of the FY 2000-Q1 Budget process. Additionally, a Citizens Participation Meeting will be conducted to provide the public an opportunity for review and comment prior to the Budget hearings before the Council. Summary During the current Fiscal Year, City departments have continued to follow a conservative fiscal posture by limiting and closely monitoring expenditures in all program areas. The economic outlook indicates moderate growth in California. Nevertheless, Fiscal Year 2000-Q1 will require the continued financial diligence of all City departments. It is recommended the City Council adopt the proposed Budgetary/Fiscal Policy Statements, Budget Development Guidelines, and Budget Development Schedule for the City's Fiscal Year 2000-Q1 Preliminary Base Budget. CITY COUNCIL FY 2000-01 BUDGET DEVELOPMENT GUIDELINES FEBRUARY 8, 2000 PAGE 4 FISCAL YEAR 2000-01 BUDGET DEVELOPMENT AND REVIEW SCHEDULE Departments' Preliminary Budget Requests are submitted to the City Manager's Office April 7, 2000 City Manager's Office and Departments review and finalize Preliminary Budget Requests April 10-14, 2000 Departments submit Revised Budgets to City Manager's Office for inclusion in the Preliminary Base Budget Document April 20-24, 2000 Preliminary Base Budget distributed May 12, 2000 Planning Commission Review of Capital Improvement Projects May 16, 2000 Citizens Participation Meeting, 6:30 p.m. May 25, 2000 Budget Session June 2000 (TBD) Budget Session - Adoption of Budget June 2000 (TBD) Budget Session - Adoption of Budget/Back-up June 27, 2000 (\) ~ ~ ~ 'E. ~ % g ~ ~ to , ~ ~ ~ ." .,; "'0 ~a " " .~ .~ " - .s:. ~ .,; " ;!\ ~ (;' " ~ V ';; " .~ ~ ~ '" '6 -0 " " 0 '" "-~", ~ ~ ~~ - 'Ia" ~ a "... 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