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CC 2020-10-27_08c Approval of CC Minutes_10-13-20ACTION MINUTES REGULAR MEETING OF THE CITY COUNCIL TUESDAY, OCTOBER 13, 2020 COUNCIL CHAMBERS, 215 E. BRANCH STREET ARROYO GRANDE, CALIFORNIA In compliance with the State Shelter at Home Order due to the coronavirus pandemic, and as allowed by the Governor’s Executive Order N-29-20, which allows for a deviation of teleconference rules required by the Ralph M. Brown Act, this meeting was held by teleconference. 1. CALL TO ORDER After resolving technical difficulties associated with beginning the meeting, Mayor Ray Russom called the Regular City Council Meeting to order at 6:12 p.m. via teleconference. 2. ROLL CALL City Council: Council Members Lan George, Jimmy Paulding, Kristen Barneich, Mayor Pro Tem Keith Storton, and Mayor Caren Ray Russom were all present via teleconference. Staff Present: City Manager Whitney McDonald, Deputy City Manager/Director of Public Works Bill Robeson, Director of Legislative and Information Services/City Clerk Kelly Wetmore, and Information Technology Manager Walt Cuzick were present in the Council Chambers. City Attorney Timothy Carmel, Administrative Services Director Mike Stevens, Capital Improvement Project Manager Jill McPeek, and Five Cities Fire Authority Fire Chief Steve Lieberman were present via teleconference. 3. MOMENT OF REFLECTION 4. FLAG SALUTE Mayor Ray Russom led the flag salute. 5. AGENDA REVIEW 5.a. Closed Session Announcements. None. 5.b. Ordinances Read in Title Only. Mayor Ray Russom moved, Council Member George seconded, and the motion passed unanimously by roll-call vote that all ordinances presented at the meeting shall be read by title only and all further readings be waived. 6. SPECIAL PRESENTATIONS 6.a. Update Regarding Countywide COVID-19 Efforts. Recommended Action: Receive update, accept public comments, discuss, and provide direction, as necessary. City Manager McDonald provided an update on COVID-19 efforts. She reported that the State has issued new guidance about Halloween gatherings which strongly discourages traditional trick or treating activities and encourages safer alternative activities; that the County has also issued Item 8.c. - Page 1 Minutes: City Council Meeting Page 2 Tuesday, October 13, 2020 a press release based on new guidelines released by the State for private gatherings which set forth that gatherings of more than 3 households are prohibited and that safety protocols should be followed; that all the guidelines are available for public review through the County’s ReadySLO.org website as well as the State of California Department of Public Health website. City Manager McDonald also reported that the COVID-19 testing site located in Arroyo Grande at the Regional Center will be moved to the Woman’s Club between October 26th and November 6th. City Manager McDonald responded to questions from Council. Mayor Ray Russom invited public comment. No public comments were received. No action was taken on this item. 6.b. City Manager Communications. Recommended Action: Receive correspondence/comments as presented by the City Manager and provide direction, as necessary. City Manager McDonald provided an overview of alternative Halloween activities that the City’s Recreation Services Department is coordinating, including the Mayor’s Challenge Halloween House Decorating Contest, the 1st Annual Socially Distanced Walk-In Movie Night, 6-days of Halloween Challenge, and Scarecrow Decorating Contest. She also announced that there will be a free Flu Shot Clinic on October 21st at the WalMart Shopping Center; announced a temporary one-lane closure on the Traffic Way Bridge through October 16th for preliminary geotechnical work in preparation for the upcoming Traffic Way Bridge Replacement project, another closure will occur from November 2nd through 6th and more information will be forthcoming regarding that closure; and reported that the recent Fire Suppression and Fuel Reduction Project in the James Way Open Space was successfully completed. She thanked Jim Newman and the Fire Safe Council for providing a grant to the City that paid for those services and to Fire Chief Lieberman for facilitating the grant and the process. Mayor Ray Russom invited public comment. No public comments were received. No action was taken on this item. 6.c. Honorary Proclamation Declaring October 2020 as “Domestic Violence Awareness Month”.  Mayor Ray Russom presented an Honorary Proclamation declaring October 2020 as "Domestic Violence Awareness Month". Nancy DePue, representing StandStrong (formerly the Women's Shelter Program of San Luis Obispo County), accepted the Proclamation. 6.d. Presentation by Central Coast Community Energy - Annual Member Agency Update. Lina Williams, representing Central Coast Community Energy, provided a presentation on the Annual Member Agency Update regarding the state of the organization. Ms. Williams responded to questions from Council. Mayor Ray Russom invited public comment. No public comments were received. Item 8.c. - Page 2 Minutes: City Council Meeting Page 3 Tuesday, October 13, 2020 No action was taken on this item. 7. COMMUNITY COMMENTS AND SUGGESTIONS Mayor Ray Russom invited public comment. City Clerk Wetmore read into the record written correspondence received from Jean Lang. No further public comments were received. 8. CONSENT AGENDA Mayor Ray Russom asked the Council if there were any questions or any items to be pulled from the consent agenda for further discussion. In response to questions from Council regarding Item 8.f. (Construction of the Habitat Mitigation Phase of the Bridge Street Bridge Rehabilitation Project), Assistant City Manager/Public Works Director Robeson and Capital Improvement Project Manager McPeek provided clarification regarding the bid that was received for the project, the process and potential for receiving additional grant funding for the project, and confirmed that the project schedule is currently on track and under budget. Mayor Ray Russom invited public comment on the Consent Agenda. No public comments were received. Action: Mayor Pro Tem Storton moved to approve Consent Agenda Items 8.a. through 8.g., with the recommended courses of action. Council Member Barneich seconded, and the motion passed on the following roll-call vote: AYES: Storton, Barneich, Paulding, George, Ray Russom NOES: None ABSENT: None 8.a. Consideration of Cash Disbursement Ratification. Action: Ratified the listing of cash disbursements for the period September 16, 2020 through September 30, 2020. 8.b. Consideration of a Resolution Authorizing the Deposit of City Funds in Various Financial Institutions. Action: Adopted a Resolution entitled: “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE AUTHORIZING THE DEPOSIT OF CITY FUNDS IN VARIOUS FINANCIAL INSTITUTIONS.” 8.c. Consideration of Approval of Minutes. Action: Approved the minutes of the Regular City Council Meeting of September 22, 2020, as submitted. 8.d. Adoption of a Resolution Declaring a Continued Local Emergency Related to the Coronavirus (COVID-19) Pandemic. Action: Adopted a Resolution entitled: “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE DECLARING A CONTINUED LOCAL EMERGENCY RELATED TO THE CORONAVIRUS (COVID-19) PANDEMIC”. 8.e. Cancellation of the December 22, 2020 City Council Meeting. Action: Canceled the regularly scheduled Council meeting of December 22, 2020 due to the holiday. Item 8.c. - Page 3 Minutes: City Council Meeting Page 4 Tuesday, October 13, 2020 8.f. Consideration of Program Supplement No. F018 to Administering Agency-State Agreement for Federal Aid Project No. 05-5199F15 and Award of Contract to Quincon, Inc. for Construction of the Habitat Mitigation Phase of the Bridge Street Bridge Rehabilitation Project, PW 2020-08. Action: 1) Adopted a Resolution entitled: “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE AUTHORIZING THE MAYOR TO EXECUTE PROGRAM SUPPLEMENT NO. F018 TO ADMINISTERING AGENCY-STATE AGREEMENT FOR FEDERAL-AID PROJECT NO. 05-5199F15”; 2) Awarded a contract for the Habitat Mitigation Phase of the Bridge Street Bridge Rehabilitation Project to Quincon Inc. in the amount of $317,419; 3) Authorized the City Manager to approve change orders for 10% of the contract amount, $317,419, for unanticipated costs during the construction phase of the project (total construction costs = $317,419 + $31,741 = $349,160); and 4) Transferred $166,060 of Local Sales Tax funds from the Annual Pavement Management Program budget to the subject project. 8.g. Consideration of an Amendment to the Fiscal Year 2020-21 Capital Improvement Budget for the Five Cities Fire Authority Station 1 Security Fencing and Gate Project, PW 2020-12. Action: 1) Authorized the City Manager to approve change orders for 10% of the contract amount for unanticipated costs during the construction phase of the project (total construction costs = $23,190 (contract amount) + $2,319 (10% contingency) = $25,509); 2) found that project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301(a) and directed the City Clerk to file a Notice of Exemption; and 3) approved an amendment to the Fiscal Year 2020-21 Capital Improvement Program budget to add $2,509 of Fire Impact Fees for the subject project. 9. PUBLIC HEARINGS None. 10. OLD BUSINESS: None. 11. NEW BUSINESS 11.a. Consideration of Fiscal Year 2019-20 Year-End Financial Status Report. Administrative Services Director Stevens presented the FY 2019-20 Year-End Financial Status Report, which compared revenues received and expenditures incurred to the budget to determine the City’s financial performance; provided explanations for major account variances and identified potential trends that might impact financial planning; and reviewed the amount of fund balance available to be used as a source of funding in future years or identified as a gap to be recovered in the current year. Director Stevens responded to extensive questions from Council. Mayor Ray Russom invited public comment. No comments were received. No formal action was taken. The report was received and filed. Item 8.c. - Page 4 Minutes: City Council Meeting Page 5 Tuesday, October 13, 2020 11.b. Consideration of an Update on CARES Act 2020 Funding and Direction and Authorization on the Use of Those Funds. Administrative Services Director Stevens presented an overview of the administrative requirements for the CARES Act 2020 funding. City Manager McDonald provided an overview of options for allocation of the funds. Staff recommended the Council provide direction on the use of the CARES Act 2020 funding, including reimbursement to the City for COVID-19 related expenses as well as consideration of an allocation of a portion of the City’s CARES Act revenue to a business assistance grant program, the Community Service Grant program, and/or a grant for Holiday Lights in the Village. Staff responded to questions from Council. Mayor Ray Russom invited public comment. Speaking via teleconference were Sara Gibbs, stating that she was available for any questions regarding holiday lights in the Village; Jocelyn Brennan, representing South County Chambers of Commerce, stating that the Chamber is an advocate for Arroyo Grande businesses, thanked the Council for considering grants for local businesses, spoke in support of using Cares Act funding for Holiday Lights in the Village, and answered questions from Council regarding a proposed business assistance grant program. No further comments were received. Council and staff discussion ensued regarding support for Option 2, to allocate some CARES Act revenue to fund the proposed grant programs including a Small Business Assistance Program, the Community Service Grant Program, and providing a grant to the Chamber to support continuation of the holiday lighting in the Village for the upcoming holiday season, while retaining funds to reimburse the City for direct COVID19 expenses. Mayor Ray Russom also suggested that any unspent funds from the grant programs be returned to the General Fund. Action: Mayor Ray Russom moved, and Council Member George seconded the motion to allocate the Cares Act revenue and authorize use of the revenue as follows: Recipient Description of Use/Program Amount City Reimbursement of Hard Costs Associated with COVID-19 Response $125,384 Local Businesses Business Assistance Grant Program $60,000 Community Service Organizations Increase to Community Service Grant Program Fund $25,000 Chamber Holiday Lights in the Village $8,000 Total $218,384 Mayor Ray Russom clarified that the motion included returning any unspent funds in the Community Service Grant Program or Business Assistance Grant program to the General Fund. The motion passed on following roll call vote: AYES: Ray Russom, George, Barneich, Paulding, Storton NOES: None ABSENT: None Item 8.c. - Page 5 Minutes: City Council Meeting Page 6 Tuesday, October 13, 2020 12. COUNCIL COMMUNICATIONS In response to a question by Council Member Barneich regarding cancellation of South County Sanitary Service’s Clean-up Week, Assistant City Manager/Public Works Director Robeson responded that staff met with Waste Connections to discuss the alternative plans to locate temporary dumpsters for a week at the Corporation Yard for residents to dispose of bulky waste items at no charge in lieu of hauling items to the landfill. He stated that for a one week period, Waste Connections would periodically pick up the dumpsters at the Corporation Yard for disposal at the landfill. He stated staff is finalizing the arrangements and will provide an update and more details to Council regarding the dates and public notification. Mayor Ray Russom encouraged people in the community to decorate their homes for Halloween so that people can drive by and see houses that are decorated, and to participate in alternative COVID19 friendly activities. 13. CLOSED SESSION At 10:01 p.m., City Attorney Carmel announced the City Council would adjourn to closed session to consider the following item: a) PUBLIC EMPLOYEE PERFORMANCE EVALUATION pursuant to Government Code Section 54957: Title: City Attorney At 10:21 p.m., the closed session concluded and City Attorney Carmel announced that there was no reportable action. He stated that this report would also be made at the beginning of the next City Council meeting as this portion of the meeting is not recorded or videotaped. 14. ADJOURNMENT There being no further business to come before the City Council, Mayor Ray Russom adjourned the meeting at 10:22 p.m. ____________________________ Caren Ray Russom, Mayor ATTEST: ___________________________ Kelly Wetmore, City Clerk (Approved at CC Mtg _______________) Item 8.c. - Page 6