CC 2022-10-25 Agenda Package_vs2CITY COUNCIL MEETING
AGENDA SUMMARY
Tuesday, October 25, 2022, 6:00 p.m.
In person at:
Arroyo Grande City Council Chambers
215 E. Branch Street, Arroyo Grande, CA 93420
AND via Zoom at:
https://us02web.zoom.us/j/83255848846
Please click the link above to join the Zoom Meeting:
Webinar ID: 832 5584 8846
Or by Telephone: 1-669-900-6833; 1-346-248-7799
In compliance with Assembly Bill (AB) 361, which allows for a deviation of teleconference rules required by the
Ralph M. Brown Act, this City Council meeting is being conducted in a hybrid in-person/virtual format.
Members of the public may participate and provide public comment on agenda items during the meeting in
person at the location identified above, by joining the Zoom meeting, or by submitting written public comments
to the Clerk of the Council at publiccomment@arroyogrande.org. Meetings will be broadcast live on Channel
20 and streamed on the City’s website and www.slo-span.org.
1.CALL TO ORDER
2.ROLL CALL
3.MOMENT OF REFLECTION
4.FLAG SALUTE
5.AGENDA REVIEW
5.a.Closed Session Announcements
None.
5.b.Ordinances read in title only
Move that all ordinances presented at the meeting shall be read by title only and all further
readings be waived.
6.SPECIAL PRESENTATIONS
6.a.Mayor's Commendation Recognizing Arroyo Grande Valley Kiwanis Club
6.b.Honorary Proclamation Recognizing November 2022 as "Family Court Awareness Month”
6.c.Honorary Proclamation Recognizing November 2022 as "National Adoption Month"
6.d.Honorary Proclamation Recognizing November 14-20, 2022 as "National Apprenticeship
Week”
6.e.Update Regarding Countywide COVID-19 Efforts
(McDONALD)
Recommended Action:
Receive update, accept public comments, discuss, and provide direction as necessary.
6.f.City Manager Communications
(McDONALD)
Recommended Action:
Receive correspondence/comments as presented by the City Manager and Provide
direction, as necessary.
7.COMMUNITY COMMENTS AND SUGGESTIONS
This public comment period is an invitation to members of the community to present issues,
thoughts, or suggestions on matters not scheduled on this agenda. Comments should be limited to
those matters that are within the jurisdiction of the City Council. Members of the public may provide
public comment in-person or remotely by joining the Zoom meeting utilizing one of the methods
provided below. Please use the “raise hand” feature to indicate your desire to provide public
comment.
Click the link below to join the webinar: https://us02web.zoom.us/j/83255848846; Webinar
ID: 832 5584 8846
•
Or by Telephone: 1-669-900-6833; 1-346-248-7799
Press * 9 to “raise hand” for public comment
•
The Brown Act restricts the Council from taking formal action on matters not published on the
agenda. In response to your comments, the Mayor or presiding Council Member may:
• Direct City staff to assist or coordinate with you.
• A Council Member may state a desire to meet with you.
• It may be the desire of the Council to place your issue or matter on a future Council agenda.
Please adhere to the following procedures when addressing the Council:
• Comments should be limited to 3 minutes or less.
• Your comments should be directed to the Council as a whole and not directed to individual Council
members.
• Slanderous, profane or personal remarks against any Council Member or member of the audience
shall not be permitted.
8.CONSENT AGENDA
The following routine items listed below are scheduled for consideration as a group. The
recommendations for each item are noted. Any member of the public who wishes to comment on
any Consent Agenda item may do so at this time. Any Council Member may request that any item be
withdrawn from the Consent Agenda to permit discussion or change the recommended course of
action. The City Council may approve the remainder of the Consent Agenda on one motion.
8.a.Consideration of Cash Disbursement Ratification
(VALENTINE)
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Recommended Action:
Ratify the attached listing of cash disbursements for the period of September 16 through
September 30, 2022.
8.b.Consideration of Fiscal Year 2021-22 Year End Financial Status Report
(VALENTINE)
Recommended Action:
Receive, consider, and file the FY 2021-22 Year End Financial Status Report.
8.c.Consideration of Adoption of a Resolution Declaring a Continued Local Emergency Related
to the COVID-19 Pandemic and Authorizing the Continuance of Remote Teleconference
Meetings of the Legislative Bodies Pursuant to Government Code Section 54953(e)(3)
(McDONALD)
Recommended Action:
Adopt a Resolution declaring a continued local emergency related to the Coronavirus
(COVID-19) pandemic and authorizing the continuance of remote teleconference meetings
pursuant to Government Code Section 54953(e)(3).
8.d.Consideration of Adoption of a Resolution Declaring City-Owned Property Located at 400
W. Branch Street As Non-Exempt Surplus Property and Directing Staff to Proceed to
Dispose of the Property Pursuant to the Surplus Land Act
(McDONALD/CARMEL)
Recommended Action:
Adopt a Resolution Declaring City-Owned Property located at 400 W. Branch Street (APNs:
007-011-055 and 007-055-056) as non-exempt surplus property and direct staff to proceed
to dispose of the property pursuant to the Act.
8.e.Consideration of a Resolution Approving the Updated City Council Handbook
(McDONALD)
Recommended Action:
Adopt a Resolution approving the updated City Council Handbook.
8.f.Approval of Minutes
(MATSON)
Recommended Action:
1) Approve the minutes of the Special and Regular City Council Meetings of October 11,
2022, as submitted; and 2) Approve the minutes of the Central Coast Blue Joint City
Council Special Meeting of September 14, 2022, contingent on the approval of Grover
Beach City Council and Pismo Beach City Council, as submitted.
8.g.Consideration to Adopt Resolutions Updating the Policy Concerning the Naming of Public
Parks and Naming the Reconstructed Playground at Elm Street Park the “Kiwanis Inclusive
Playground”
(BOHLKEN)
Recommended Action:
1) Adopt an updated Resolution concerning the naming of public parks; and 2) Adopt a
Resolution to name the reconstructed playground at Elm Street Park the “Kiwanis Inclusive
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Playground.”
8.h.Consideration to Adopt a Resolution Pursuant to Public Contract Code Section 22050
Determining to Continue Work Under Emergency Contracts for the FCFA Station 1
Emergency Generator Replacement Project, PW 2021-09
(ROBESON)
Recommended Action:
1) Receive and file an update of the emergency generator replacement project at the FCFA
Station 1; and 2) Adopt a Resolution determining that there is a need to continue the
emergency action for the replacement of the emergency generator in accordance with
Public Contract Code Section 22050.
8.i.Consideration of Approval of Construction Plans and Specifications for the Swinging Bridge
Retrofit Project, PW 2021-06
(ROBESON)
Recommended Action:
1) Approve the construction plans and specifications for the Swinging Bridge Retrofit
Project, PW 2021-06; and 2) Authorize staff to advertise for construction bids.
8.j.Monthly Water Supply and Demand Update
(ROBESON)
Recommended Action:
Receive and file the monthly Water Supply and Demand Report.
9.PUBLIC HEARINGS
9.a.Discuss and Consider Introduction of an Ordinance Amending Title 16 of the Arroyo Grande
Municipal Code (AGMC) Regarding Tiny Homes on Wheels; Development Code
Amendment 22-004
(PEDROTTI)
Recommended Action:
Introduce the Ordinance to establish regulations for the use of THOW as an accessory use
on parcels developed with a single-family dwelling.
10.OLD BUSINESS
None.
11.NEW BUSINESS
11.a.Discussion and Consideration of Updates to the Arroyo Grande Community Service Grant
Program
(PEDROTTI)
Recommended Action:
Discuss the Community Service Grant Program and provide direction to staff regarding
desired modifications to the Community Service Grant Program Committee, application,
and/or ranking criteria.
12.CITY COUNCIL REPORTS
12.a.MAYOR RAY RUSSOM:
California Joint Powers Insurance Authority (CJPIA)1.
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South San Luis Obispo County Sanitation District (SSLOCSD)2.
Tourism Business Improvement District Advisory Board3.
Other4.
12.b.MAYOR PRO TEM GEORGE:
County Water Resources Advisory Committee (WRAC)1.
Visit SLO CAL Advisory Board2.
Other3.
12.c.COUNCIL MEMBER BARNEICH:
Audit Committee1.
Homeless Services Oversight Council (HSOC)2.
Zone 3 Water Advisory Board3.
Other4.
12.d.COUNCIL MEMBER PAULDING:
Air Pollution Control District (APCD)1.
Brisco/Halcyon Interchange Subcommittee2.
Council of Governments/Regional Transit Authority/ South County Transit
(SLOCOG/SLORTA/SCT)
3.
REACH SLO Advisory Commission4.
Other 5.
12.e.COUNCIL MEMBER STORTON:
Brisco/Halcyon Interchange Subcommittee1.
Five Cities Fire Authority (FCFA)2.
Integrated Waste Management Authority Board (IWMA)3.
South County Chambers of Commerce Governmental Affairs Committee4.
Other5.
13.COUNCIL COMMUNICATIONS
Any Council Member may ask a question for clarification, make an announcement, or report briefly
on his or her activities. In addition, subject to Council policies and procedures, Council Members
may request staff to report back to the Council at a subsequent meeting concerning any matter or
request that staff place a matter of business on a future agenda. Any request to place a matter of
business for original consideration on a future agenda requires the concurrence of at least one other
Council Member.
14.CLOSED SESSION
None.
15.ADJOURNMENT
All staff reports or other written documentation, including any supplemental material distributed to a
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majority of the City Council within 72 hours of a regular meeting, relating to each item of business on
the agenda are available for public inspection during regular business hours in the City Clerk’s office,
300 E. Branch Street, Arroyo Grande. If requested, the agenda shall be made available in
appropriate alternative formats to persons with a disability, as required by the Americans with
Disabilities Act. To make a request for disability-related modification or accommodation, contact the
Legislative and Information Services Department at 805-473-5400 as soon as possible and at least
48 hours prior to the meeting date.
This agenda was prepared and posted pursuant to Government Code Section 54954.2 Agenda
reports can be accessed and downloaded from the City’s website at www.arroyogrande.org If you
would like to subscribe to receive email or text message notifications when agendas are posted, you
can sign up online through the “Notify Me” feature.
City Council Meetings are cablecast live and videotaped for replay on Arroyo Grande’s Government
Access Channel 20. The rebroadcast schedule is published at www.slo-span.org.
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Item 6.a.Page 7 of 306
Item 6.b. Page 8 of 306
Item 6.c.Page 9 of 306
Item 6.d.Page 10 of 306
Item 8.a.
MEMORANDUM
TO: City Council
FROM: Nicole Valentine, Administrative Services Director
BY: Lynda Horejsi, Accounting Manager
SUBJECT: Consideration of Cash Disbursement Ratification
DATE: October 25, 2022
SUMMARY OF ACTION:
Review and ratify cash disbursements.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There is a $1,465,827.47 fiscal impact that includes the following items:
Accounts Payable Checks $1,081,173.93
Payroll & Benefit Checks $384,653.54
RECOMMENDATION:
Ratify the attached listing of cash disbursements for the period of September 16 through
September 30, 2022.
BACKGROUND:
Cash disbursements are made weekly based on the submission of all required documents
supporting the invoices submitted for payment. Prior to payment, Administrative Services
staff reviews all disbursement documents to ensure that they meet the approval
requirements adopted in the Municipal Code and the City’s Purchasing Policies and
Procedures Manual.
ANALYSIS OF ISSUES:
The attached listing represents the cash disbursements required of normal and usual
operations during the period. The disbursements are accounted for in the FY 2021 -22
and FY 2022-23 budgets.
Page 11 of 306
Item 8.a.
City Council
Consideration of Cash Disbursement Ratification
October 25, 2022
Page 2
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve staff’s recommendation;
2. Do not approve staff’s recommendation; or
3. Provide other direction to staff.
ADVANTAGES:
The Administrative Services Department monitors payments of invoices for
accountability, accuracy, and completeness using standards approved by the City
Council.
Invoices are paid in a timely manner to establish goodwill with merchants.
Discounts are taken where applicable.
DISADVANTAGES:
There are no disadvantages identified in this recommendation.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachments:
1. September 16 – September 30, 2022 – Accounts Payable Check Register
2. September 23, 2022 – Payroll and Benefit Check Register
Page 12 of 306
CITY OF ARROYO GRANDECHECK LISTINGSEPTEMBER 16 - SEPTEMBER 30, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name1 09/16/2022 295172 $ 4,839.46 10/22 RETIREE MEDICAL 010.4099.5136 ICMA RETIREMENT CORP2 09/16/2022 295172 462.03 10/22 RETIREE MEDICAL 010.0000.1111 ICMA RETIREMENT CORP3 09/16/2022 295172 368.87 10/22 RETIREE MEDICAL 220.4303.5136 ICMA RETIREMENT CORP4 09/16/2022 295173 900.00 09/18 SUMMER CONCERT SERIES SOUND 010.4421.5504 ADEPT EVENTS LLC5 09/16/2022 295174 167.92 09/22 COMMUNICATIONS MAINTENANCE 010.4204.5606 APPLIED TECHNOLOGY GROUP INC6 09/16/2022 295175 15.49 PARKS DEPT UNIFORMS 010.4420.5143 ARAMARK UNIFORM SERVICES7 09/16/2022 295175 7.00 SOTO SPORTS COMPLEX UNIFORMS 010.4430.5143 ARAMARK UNIFORM SERVICES8 09/16/2022 295175 14.00 STREETS DEPT UNIFORMS 220.4303.5143 ARAMARK UNIFORM SERVICES9 09/16/2022 295175 24.44 WATER DEPT UNIFORMS 640.4712.5143 ARAMARK UNIFORM SERVICES10 09/16/2022 295175 15.49 PARKS DEPT UNIFORMS 010.4420.5143 ARAMARK UNIFORM SERVICES11 09/16/2022 295175 7.00 SOTO SPORTS COMPLEX UNIFORMS 010.4430.5143 ARAMARK UNIFORM SERVICES12 09/16/2022 295175 14.00 STREETS DEPT UNIFORMS 220.4303.5143 ARAMARK UNIFORM SERVICES13 09/16/2022 295175 24.44 WATER DEPT UNIFORMS 640.4712.5143 ARAMARK UNIFORM SERVICES14 09/16/2022 295175 10.45 AUTO SHOP TOWELS 010.4305.5303 ARAMARK UNIFORM SERVICES15 09/16/2022 295175 28.50 CORP YARD MATS 010.4213.5303 ARAMARK UNIFORM SERVICES16 09/16/2022 295175 15.49 PARKS DEPT UNIFORMS 010.4420.5143 ARAMARK UNIFORM SERVICES17 09/16/2022 295175 7.00 SOTO SPORTS COMPLEX UNIFORMS 010.4430.5143 ARAMARK UNIFORM SERVICES18 09/16/2022 295175 14.00 STREETS DEPT UNIFORMS 220.4303.5143 ARAMARK UNIFORM SERVICES19 09/16/2022 295175 24.44 WATER DEPT UNIFORMS 640.4712.5143 ARAMARK UNIFORM SERVICES20 09/16/2022 295175 3.51 AUTO SHOP UNIFORMS 010.4305.5143 ARAMARK UNIFORM SERVICES21 09/16/2022 295175 7.01 BLDG MAINT UNIFORMS 010.4213.5143 ARAMARK UNIFORM SERVICES22 09/16/2022 295175 7.50 SEWER DEPT UNIFORMS 612.4610.5143 ARAMARK UNIFORM SERVICES23 09/16/2022 295175 3.51 AUTO SHOP UNIFORMS 010.4305.5143 ARAMARK UNIFORM SERVICES24 09/16/2022 295175 7.01 BLDG DEPT UNIFORMS 010.4213.5143 ARAMARK UNIFORM SERVICES25 09/16/2022 295175 7.50 SEWER DEPT UNIFORMS 612.4610.5143 ARAMARK UNIFORM SERVICES26 09/16/2022 295175 3.51 AUTO SHOP UNIFORMS 010.4305.5143 ARAMARK UNIFORM SERVICES27 09/16/2022 295175 7.01 BLDG MAINT UNIFORMS 010.4213.5143 ARAMARK UNIFORM SERVICES28 09/16/2022 295175 7.50 SEWER DEPT UNIFORMS 612.4610.5143 ARAMARK UNIFORM SERVICES29 09/16/2022 295176 9.80 PARKS DEPT MATS/MOPHEADS 010.4213.5303 ARAMARK UNIFORM SERVICES30 09/16/2022 295177 34.26 BAN#9391033183 010.4201.5403 AT&T31 09/16/2022 295177 251.13 BAN#9391033184 010.4201.5403 AT&T32 09/16/2022 295177 73.78 BAN#9391033187 010.4201.5403 AT&T33 09/16/2022 295178 126.68 09/22 TOWER LEASE 010.4201.5303 ATC SEQUOIA LLC34 09/16/2022 295179 440.37 PD-4602 MAINT & REPAIR 010.4203.5601 BACK ON THE ROAD AUTOMOBILE35 09/16/2022 295180 240.00 CAR WASH-PD PATROL 010.4203.5601 BOB'S EXPRESS WASH36 09/16/2022 295180 90.00 CAR WASH-PD SUPPORT SVCS 010.4204.5601 BOB'S EXPRESS WASH37 09/16/2022 295180 21.00 CAR WASH-PW ADMIN, C-MAX, DODGE 010.4307.5601 BOB'S EXPRESS WASH38 09/16/2022 295180 32.00 CAR WASH-ENGINEERING PW-4, B-4 010.4301.5601 BOB'S EXPRESS WASHPage 13 of 306
CITY OF ARROYO GRANDECHECK LISTINGSEPTEMBER 16 - SEPTEMBER 30, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name39 09/16/2022 295180 $ 63.00 CAR WASH-PW-16, 67, 69, 22, 16 220.4303.5601 BOB'S EXPRESS WASH40 09/16/2022 295180 24.00 CAR WASH-PW-44 (2) 612.4610.5601 BOB'S EXPRESS WASH41 09/16/2022 295180 27.00 CAR WASH- PW-10, PW-68 640.4712.5601 BOB'S EXPRESS WASH42 09/16/2022 295180 20.00 CAR WASH-PD ADMIN 010.4201.5601 BOB'S EXPRESS WASH43 09/16/2022 295181 3,254.00 ID CARD SOFTWARE RENEWAL 9/22-8/23 010.4204.5607 CARD INTEGRATORS CORP44 09/16/2022 295182 194.11 BOOTS -SEWER MAINTENANCE 612.4610.5148 CARR'S BOOTS & WESTERN45 09/16/2022 295182 351.24 BOOTS-BUILDING MAINTENANCE X2 010.4213.5148 CARR'S BOOTS & WESTERN46 09/16/2022 295182 338.19 BOOTS- ENGINEERING X2 010.4301.5148 CARR'S BOOTS & WESTERN47 09/16/2022 295182 171.00 BOOTS-AUTOMOTIVE SHOP 010.4305.5148 CARR'S BOOTS & WESTERN48 09/16/2022 295182 374.35 BOOTS-PARK MAINTENANCE X4 010.4420.5148 CARR'S BOOTS & WESTERN49 09/16/2022 295182 583.59 BOOTS-SOTO SPORTS COMPLEX MAINTENANCE X 3 010.4430.5148 CARR'S BOOTS & WESTERN50 09/16/2022 295182 349.61 BOOTS-STREETS X2 220.4303.5148 CARR'S BOOTS & WESTERN51 09/16/2022 295182 134.02 BOOTS-WATER ADMINISTRATION 640.4710.5148 CARR'S BOOTS & WESTERN52 09/16/2022 295182 184.86 BOOTS-WATER PRODUCTION 640.4711.5148 CARR'S BOOTS & WESTERN53 09/16/2022 295182 370.27 BOOTS-WATER DISTRIBUTION X2 640.4712.5148 CARR'S BOOTS & WESTERN54 09/16/2022 295183 199.98 ACCT#8245100960104152 PD INTERNET 010.4201.5403 CHARTER COMMUNICATIONS55 09/16/2022 295184 780.00 CASH FOR GRASS- 780 SQ FT 226.4306.5554 PAUL DABDOUB56 09/16/2022 295185 1,110.00 OAK PARK BLVD/EL CAMINO REAL STORM DRAIN SYSTEM REPAIR 350.5795.7501 EIKHOF DESIGN GROUP57 09/16/2022 295185 21,187.10 2022 CONCRETE REPAIR PROJECT ( PW 2022-07) 350.5658.7501 EIKHOF DESIGN GROUP58 09/16/2022 295186 756.00 REFUND-PLOT PLAN REVIEW 010.0000.4510 CARINNA ELLISON59 09/16/2022 295187 311,690.34 PERFORM THE 2021 STREET REPAIRS 350.5638.7001 FERRAVANTI GRADING & PAVING60 09/16/2022 295188 1,275.00 ONGOING SURVEY WORK 010.4301.5303 GARING TAYLOR & ASSOCIATES INC61 09/16/2022 295189 49.03 REIMBURSE FOR HARVEST FESTIVAL 010.4424.5252 BRIANNA GOULD62 09/16/2022 295190 1,447.83 Q4 FY21-22 APR-JUN CJIS SYSTEM 010.4204.5606 GSA-INFORMATION TECH63 09/16/2022 295191 750.00 9/18 SUMMER CONCERT SERIES BAND 010.4421.5504 TAMMY JILL KNIGHT64 09/16/2022 295192 492.00 REFUND BLD22-000295-PERMIT CANCELLED 010.0000.4183 KUUBIX GLOBAL LLC65 09/16/2022 295193 204.50 07/01 CIM FIELD TRIP-AVILA HOT SPRINGS 010.4425.5303 LUCIA MAR UNIFIED SCHOOL DIST66 09/16/2022 295193 157.00 07/14 CIM SUMMER FIELD TRIP AVILA BARN 010.4425.5303 LUCIA MAR UNIFIED SCHOOL DIST67 09/16/2022 295193 92.00 07/06 CIM SUMMER FIELD TRIP-AGHS 010.4425.5303 LUCIA MAR UNIFIED SCHOOL DIST68 09/16/2022 295194 2,363.85 PROVIDE SEWER LINING CONSTRUCTION 612.5821.7301 MICHAEL K NUNLEY & ASSOC.69 09/16/2022 295194 1,022.53 PROVIDE SEWER LINING CONSTRUCTION 612.5821.7301 MICHAEL K NUNLEY & ASSOC.70 09/16/2022 295195 88.15 COPIER CONTRACT-7/28-8/27 OVERAGE 010.4204.5602 OFFICE171 09/16/2022 295196 300.00 08/22 K-RAIL RENTAL 010.4919.5303 PACIFIC PETROLEUM CALIFORNIA72 09/16/2022 295197 9,643.75 QA TESTING FOR THE 2021 STREET REPAIRS PROJECT 350.5638.7401 PAVEMENT ENGINEERING INC73 09/16/2022 295198 119.95 09/22 MONTHLY WIFI SERVICE-HUBNER 010.4201.5403 PEAKWIFI LLC74 09/16/2022 295199 1,197.00 FTO SOFTWARE SUBSCRIPTION 4/22 010.4204.5607 POWERDMS INC75 09/16/2022 295200 465.00 REIMBURSEMENT-CUSTOM ORTHOTICS 640.4712.5255 TUCKER SCHMIDT76 09/16/2022 295201 20,000.00 FY22/23 NARCOTICS, GANGS SPECIAL OPERATIONS 010.4201.5328 SLO COUNTY SHERIFF'S DEPTPage 14 of 306
CITY OF ARROYO GRANDECHECK LISTINGSEPTEMBER 16 - SEPTEMBER 30, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name77 09/16/2022 295202 $ 135.36 GAS SERVICES-1375 ASH 010.4145.5401 SOCALGAS78 09/16/2022 295202 14.79 GAS SERVICES-350 S ELM 010.4145.5401 SOCALGAS79 09/16/2022 295202 27.70 GAS SERVICES- 200 N HALCYON 010.4145.5401 SOCALGAS80 09/16/2022 295203 99.90 UNIFORMS-PD PATROL 010.4203.5272 TEMPLETON UNIFORMS81 09/16/2022 295203 658.78 UNIFORMS-PD SUPPORT SERVICES 010.4204.5272 TEMPLETON UNIFORMS82 09/16/2022 295204 65.70 ACCT#808089883-00003 CIM CELL 010.4425.5255 VERIZON WIRELESS83 09/16/2022 295205 601.42 STAFF EXTENSION SERVICES FOR NCMA FOR FY 2021/22 640.4710.5303 WATER SYSTEMS CONSULTING INC84 09/16/2022 295205 2,503.70 STAFF EXTENSION SERVICES FOR NCMA FOR FY 2022/23 640.4710.5303 WATER SYSTEMS CONSULTING INC85 09/23/2022 295206 225.00 ADVANCE TRAINING-POST PER DIEM 010.4201.5501 JEREMY BURNS86 09/23/2022 295207 225.00 ADVANCE TRAINING-POST PER DIEM 010.4201.5501 MICHAEL MARTINEZ87 09/23/2022 295208 800.00 START CHANGE FOR MOVIE NIGHT 010.0000.1033 PETTY CASH88 09/23/2022 295209 35.00 WELL#8 SAMPLE 640.4710.5310 ABALONE COAST ANALYTICAL INC89 09/23/2022 295210 164.55 TRAINING-TUITION PD 010.4204.5501 ALLAN HANCOCK COLLEGE JCCD90 09/23/2022 295211 825.00 5 YR FIRE SPRINKLER INSPECTION 010.4213.5303 ALPHA FIRE & SECURITY ALARM CO91 09/23/2022 295212 388.32 OFFICE SUPPLIES-COPY PAPER 010.4102.5201 AMAZON CAPITAL SERVICES92 09/23/2022 295212 46.34 OFFICE SUPPLIES 010.4120.5201 AMAZON CAPITAL SERVICES93 09/23/2022 295212 215.44 SPIC N SPAN CLEANER 010.4213.5604 AMAZON CAPITAL SERVICES94 09/23/2022 295212 754.24 (4) XLERATOR HAND DRYER SENSOR 010.4213.5604 AMAZON CAPITAL SERVICES95 09/23/2022 295212 78.41 SIGNS- NO TRESPASSING, NO SMOKING 010.4213.5604 AMAZON CAPITAL SERVICES96 09/23/2022 295212 226.26 BOOTS-PUBLIC WORKS ADMINISTRATION 010.4307.5148 AMAZON CAPITAL SERVICES97 09/23/2022 295212 319.34 OFFICE SUPPLIES 010.4307.5201 AMAZON CAPITAL SERVICES98 09/23/2022 295212 368.34 BOOTS-PARK MAINTENANCE X2 010.4420.5148 AMAZON CAPITAL SERVICES99 09/23/2022 295212 86.18 WELKFORDER FALL PROTECTION 010.4420.5255 AMAZON CAPITAL SERVICES100 09/23/2022 295212 765.70 VENSTAR THERMOSTAT 010.4420.5605 AMAZON CAPITAL SERVICES101 09/23/2022 295212 (17.22) CREDIT RETURN-SCREEN PROTECTOR 220.4303.5255 AMAZON CAPITAL SERVICES102 09/23/2022 295212 291.94 MICROFLEX GLOVES 220.4303.5255 AMAZON CAPITAL SERVICES103 09/23/2022 295212 1,722.92 HONDA GENERATOR- TO BE RETURNED 220.4303.5273 AMAZON CAPITAL SERVICES104 09/23/2022 295212 40.33 IGNITOR MEGA TORCH 220.4303.5613 AMAZON CAPITAL SERVICES105 09/23/2022 295213 36,918.00 FY22/23 INSTALLMENT#1-NEW ANIMAL SHELTER DEBT SVC 218.4101.5321 ANIMAL SERVICES106 09/23/2022 295214 958.08 SECURETIDE EMAIL SPAM FILTERING 010.4140.5303 APPRIVER107 09/23/2022 295214 240.00 FCFA-SECURETIDE EMAIL SPAM FILTERING 010.0000.1111 APPRIVER108 09/23/2022 295215 2,453.29 WATER METERS FOR FY 2022/23 640.4712.5207 AQUA-METRIC SALES CO(DBA)109 09/23/2022 295215 49.24 REPLACEMENT PARTS FOR WATER METERS FOR FY 2022/23 640.4712.5611 AQUA-METRIC SALES CO(DBA)110 09/23/2022 295216 390.00 08/22 VILLAGE WATERING 010.4420.5605 ARROYO GRANDE IN BLOOM INC111 09/23/2022 295216 195.69 REIMBURSE MATERIALS FOR VILLAGE BULB OUT 010.4420.5605 ARROYO GRANDE IN BLOOM INC112 09/23/2022 295217 33.97 ACCT#23584139568063 ALARM 220.4303.5303 AT & T113 09/23/2022 295217 198.33 ACCT#23845101839190 RADIO 010.4145.5403 AT & T114 09/23/2022 295218 145.00 DO INSPECTION -PW FUEL PUMPS 010.4305.5303 B & T SVC STN CONTRACTORS, INCPage 15 of 306
CITY OF ARROYO GRANDECHECK LISTINGSEPTEMBER 16 - SEPTEMBER 30, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name115 09/23/2022 295219 $ 647.98 B-3 OIL CHG, AIR FILTER, BRAKE 010.4213.5601 BACK ON THE ROAD AUTOMOBILE116 09/23/2022 295219 473.16 P-17 TRAILER BRAKE CONTROL 010.4420.5603 BACK ON THE ROAD AUTOMOBILE117 09/23/2022 295219 240.58 P-56 OIL & FILTER 010.4420.5601 BACK ON THE ROAD AUTOMOBILE118 09/23/2022 295220 50.00 PARK DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 NICOLE BECK119 09/23/2022 295221 977.04 SUMMER CONCERT SERIES -POP UP TENT 010.4421.5504 BRAND CREATIVE120 09/23/2022 295222 1,053.70 300 GALL HYPOCHLORATE 640.4712.5274 BRENNTAG PACIFIC INC121 09/23/2022 295222 1,284.89 4 DRUMS HYPOCHLORATE 640.4712.5274 BRENNTAG PACIFIC INC122 09/23/2022 295222 (320.00) (8) DRUM CREDIT 640.4712.5274 BRENNTAG PACIFIC INC123 09/23/2022 295222 (160.00) (4) DRUM CREDIT 640.4712.5274 BRENNTAG PACIFIC INC124 09/23/2022 295222 2,709.89 40 BAGS AMMONIUM SULFATE, 4DRUMS 640.4712.5274 BRENNTAG PACIFIC INC125 09/23/2022 295223 75.00 PEST CONTROL: REC FLEAS 010.4213.5303 BREZDEN PEST CONTROL, INC126 09/23/2022 295223 136.00 PEST CONTROL: REC 010.4213.5303 BREZDEN PEST CONTROL, INC127 09/23/2022 295223 165.00 PEST CONTROL: CORP YARD 010.4213.5303 BREZDEN PEST CONTROL, INC128 09/23/2022 295224 67.24 POSTERS-PROP 68 010.4421.5504 BURDINE PRINTING (DBA)129 09/23/2022 295225 54.29 LUMBER, 1X4, 2X8, STAKES 220.4303.5613 BURKE AND PACE OF AG, INC130 09/23/2022 295225 13.85 LUMBER 2X8 220.4303.5613 BURKE AND PACE OF AG, INC131 09/23/2022 295225 14.78 (2) 3/8 X 20' REBAR 220.4303.5613 BURKE AND PACE OF AG, INC132 09/23/2022 295225 8.88 LUMBER 1 X 4 220.4303.5613 BURKE AND PACE OF AG, INC133 09/23/2022 295226 2,922.53 05/22 CMC WEED ABATEMENT 220.4303.5303 CA ST DEPT OF CORRECTIONS134 09/23/2022 295226 2,947.49 06/22 CMC WEED ABATEMENT 220.4303.5303 CA ST DEPT OF CORRECTIONS135 09/23/2022 295226 3,683.29 08/22 CMC WEED ABATEMENT 220.4303.5303 CA ST DEPT OF CORRECTIONS136 09/23/2022 295226 2,918.44 07/22 CMC WEED ABATEMENT 220.4303.5303 CA ST DEPT OF CORRECTIONS137 09/23/2022 295227 80.00 PRE-EMPLOYMENT FINGERPRINT, LIVESCAN 640.4710.5316 CA ST DEPT OF JUSTICE138 09/23/2022 295227 16.00 PRE-EMPLOYMENT FINGERPRINT, LIVESCAN 612.4610.5316 CA ST DEPT OF JUSTICE139 09/23/2022 295227 74.00 PRE-EMPLOYMENT FINGERPRINT, LIVESCAN 010.4425.5316 CA ST DEPT OF JUSTICE140 09/23/2022 295228 16,353.20 08/22 PROFESSIONAL LEGAL SERVICES 010.4003.5304 CARMEL & NACCASHA, LLP141 09/23/2022 295228 2,008.50 08/22 LITIGATION & RELATED MATTERS 010.4003.5304 CARMEL & NACCASHA, LLP142 09/23/2022 295229 45.86 PW-6 OIL & FILTERS 220.4303.5603 CARQUEST AUTO PARTS143 09/23/2022 295229 190.31 (2) 20 TON JACKS 640.4712.5273 CARQUEST AUTO PARTS144 09/23/2022 295229 12.08 FAN BELT FOR LIFT STN#1 612.4610.5610 CARQUEST AUTO PARTS145 09/23/2022 295230 3,090.00 IDENTITY AUTOMATION 2FA MULTI-FACTOR AUTHENTICATION 010.4204.5607 CDW GOVERNMENT, INC146 09/23/2022 295231 987.20 ACCT#8245100960223598 PD DARK 010.4145.5401 CHARTER COMMUNICATIONS147 09/23/2022 295231 1,349.00 ACCT#8245100960302509 IT BROADBAND 211.4101.5330 CHARTER COMMUNICATIONS148 09/23/2022 295232 1,420.00 CASH FOR GRASS- 1420 SQ FT 226.4306.5554 RITESH CHOPRA149 09/23/2022 295233 4,768.00 09/22 IT SUPPORT 010.4140.5303 CIO SOLUTIONS LP150 09/23/2022 295233 1,570.00 09/22 CROWDSTRIKE ADV DEFEND 010.4140.5303 CIO SOLUTIONS LP151 09/23/2022 295233 9,240.00 07/22 STAFF AUGMENTATION 010.4140.5303 CIO SOLUTIONS LP152 09/23/2022 295233 393.75 REPLACE CORE SWITCHES-JUNIPER 010.4140.5303 CIO SOLUTIONS LPPage 16 of 306
CITY OF ARROYO GRANDECHECK LISTINGSEPTEMBER 16 - SEPTEMBER 30, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name153 09/23/2022 295233 $ 4,768.00 08/22 CIO SUPPORT 010.4140.5303 CIO SOLUTIONS LP154 09/23/2022 295233 1,540.00 08/22 CROWDSTRIKE ADV DEFEND 010.4140.5303 CIO SOLUTIONS LP155 09/23/2022 295233 1,278.75 07/22 STAFF AUGMENTATION 010.4140.5303 CIO SOLUTIONS LP156 09/23/2022 295233 1,544.00 RENEWAL FOR PRODUCTION SUPPORT 010.4140.5303 CIO SOLUTIONS LP157 09/23/2022 295233 2,584.00 RENEWAL FOR PRODUCTION SNS-VSP 010.4140.5303 CIO SOLUTIONS LP158 09/23/2022 295234 892.00 WATER SAMPLES & 3RD QTR THM/HAS SAMPLES 640.4710.5310 CLINICAL LABORATORY OF159 09/23/2022 295235 1,000.00 SOTO-FIELDLAZER ES100 BATTERY 010.4420.5255 CONTRACTORS MAINT.SERVICES160 09/23/2022 295235 2,421.28 SOTO-FIELDLAZER ES100 BATTERY 010.4430.5255 CONTRACTORS MAINT.SERVICES161 09/23/2022 295236 673.25 CORP YARD-FRONT GATE, (2) DIABLO 010.4213.5303 CREATIVE FENCE CO.162 09/23/2022 295237 25.32 CM SET-OAK PARK/ECR STORM DRAIN SYSTEM 350.5795.7301 CRISP IMAGING163 09/23/2022 295237 66.72 CM PLANS/SPECS PED CROSSINGS PW2021-08 350.5607.7301 CRISP IMAGING164 09/23/2022 295238 20.58 WELL#9 CONTROLLER BATTERY 640.4711.5603 CULLIGAN INDUST.WATER SYSTEMS165 09/23/2022 295239 1,000.00 DEPOSIT REFUND-WOMENS CENTER 010.0000.2206 JASMINE DE LEON166 09/23/2022 295239 (50.00) 2 HOURS SUPERVISION FEES ($25 X 2) 010.0000.4655 JASMINE DE LEON167 09/23/2022 295240 372.59 ACCT#2901-1271650-01 METRO INTERLINK CIRCUIT 010.4140.5303 DIGITAL WEST NETWORKS INC168 09/23/2022 295241 27.18 REIMBURSE FOR HARVEST FESTIVAL 010.4204.5272 STEPHEN DOHERTY169 09/23/2022 295242 1,058.90 DESIGN SERVICES ELM STREET PLAY STRUCTURE 350.5564.7301 EIKHOF DESIGN GROUP170 09/23/2022 295242 631.10 DESIGN SERVICES ELM STREET PLAY STRUCTURE 350.5564.7501 EIKHOF DESIGN GROUP171 09/23/2022 295243 18,757.00 ANNUAL EIS SUPPORT 7/22-6/23 010.4204.5607 EXECUTIVE INFORMATION SERV INC172 09/23/2022 295244 163.02 (2) 1 1/2 " MIP ADAPTER 640.4712.5610 FAMCON PIPE AND SUPPLY INC173 09/23/2022 295244 848.35 MANHOLE LID LIFTER 612.4610.5610 FAMCON PIPE AND SUPPLY INC174 09/23/2022 295245 37.71 (2) STRAWBALES- CITY HALL HARVEST FESTIVAL DISPLAY 640.4712.5255 FARM SUPPLY CO175 09/23/2022 295245 537.46 SOTO (40) 50# BAGS LIME DOLOMITE 010.4430.5605 FARM SUPPLY CO176 09/23/2022 295246 940.14 (4) TIRES FOR PW-14 640.4712.5601 FIGUEROA'S TIRES177 09/23/2022 295246 20.00 FIXED FLAT TIRE 010.4420.5603 FIGUEROA'S TIRES178 09/23/2022 295246 780.34 TIRES FOR PW DODGE TRUCK 010.4307.5601 FIGUEROA'S TIRES179 09/23/2022 295247 400.00 TITLE REPORT-191 TALLY HO RD 010.4301.5303 FIRST AMERICAN TITLE CO180 09/23/2022 295247 400.00 TITLE REPORT 195 TALLY HO RD 010.4301.5303 FIRST AMERICAN TITLE CO181 09/23/2022 295248 2.42 REPLACEMENT KEY 640.4712.5255 FRANK'S LOCK & KEY182 09/23/2022 295249 882.00 SUMMER 2022 NEEDLE ARTS SPINOFFS 010.4424.5351 ELIZABETH FRYER183 09/23/2022 295250 100.00 PARK DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 ASHLEY HARRIS184 09/23/2022 295251 243.52 CHIPPER-ADJ COUPLER, BALL MOUNT 010.4420.5603 HEACOCK TRAILERS & TRUCK185 09/23/2022 295252 50.00 PARK DEPOSIT REFUND-ELM ST 010.0000.2206 STANLEY HORSPOOL186 09/23/2022 295253 6,111.52 1135 GALL RED DIESEL 010.0000.1202 JB DEWAR, INC187 09/23/2022 295253 131.42 FUEL-PD 010.4203.5608 JB DEWAR, INC188 09/23/2022 295254 800.00 PW-50, PW-41, PW-51. PW-27 90 220.4303.5601 L. DIESEL MOBILE SERVICE(DBA)189 09/23/2022 295254 175.00 PW-30 TRAILER 90 DAY BIT INSPECTION 220.4303.5603 L. DIESEL MOBILE SERVICE(DBA)190 09/23/2022 295255 3,927.72 PD-4618 REPAIR 010.4204.5601 LOUIE'S KUSTOMS INCPage 17 of 306
CITY OF ARROYO GRANDECHECK LISTINGSEPTEMBER 16 - SEPTEMBER 30, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name191 09/23/2022 295256 $ 307.09 1 CU YD 7 SACK CONCRETE 220.4303.5613 MIER BROS LANDSCAPE PRODUCTS192 09/23/2022 295256 123.91 1/4 CU YD 5 SACK CONCRETE 220.4303.5613 MIER BROS LANDSCAPE PRODUCTS193 09/23/2022 295256 123.91 1/4 CU YD 5 SACK CONCRETE 220.4303.5613 MIER BROS LANDSCAPE PRODUCTS194 09/23/2022 295256 560.30 1 CU YD 6 SACK CONCRETE 220.4303.5613 MIER BROS LANDSCAPE PRODUCTS195 09/23/2022 295256 215.50 3/4 CU YD 5 SACK CONCRETE 220.4303.5613 MIER BROS LANDSCAPE PRODUCTS196 09/23/2022 295256 129.30 1/4 CU YD 5.5 SACK CONCRETE 220.4303.5613 MIER BROS LANDSCAPE PRODUCTS197 09/23/2022 295257 36.61 (2) HOSE BIBS 010.4420.5605 MINER'S ACE HARDWARE, INC198 09/23/2022 295257 20.46 BRASS BALL VALVE 010.4213.5604 MINER'S ACE HARDWARE, INC199 09/23/2022 295257 27.68 STAIR TREAD, SPRAYPAINT, REFLECTIVE TAPE 010.4420.5605 MINER'S ACE HARDWARE, INC200 09/23/2022 295257 119.57 (5) SHOVELS 220.4303.5273 MINER'S ACE HARDWARE, INC201 09/23/2022 295257 35.54 SAFETY GLASS, DRILL BIT 010.4213.5604 MINER'S ACE HARDWARE, INC202 09/23/2022 295257 23.24 CABLE TIE, PAINT ROLLERS 220.4303.5613 MINER'S ACE HARDWARE, INC203 09/23/2022 295257 13.11 WASHERS, SCREWS 220.4303.5613 MINER'S ACE HARDWARE, INC204 09/23/2022 295257 8.76 INDOOR FOGGER 010.4213.5604 MINER'S ACE HARDWARE, INC205 09/23/2022 295257 96.02 SPRAYPAINT, ROLLER FRAME, STENCIL KIT 220.4303.5613 MINER'S ACE HARDWARE, INC206 09/23/2022 295257 17.22 (2) SPRAYPAINT 220.4303.5613 MINER'S ACE HARDWARE, INC207 09/23/2022 295257 9.89 (2) STENCIL KIT 220.4303.5613 MINER'S ACE HARDWARE, INC208 09/23/2022 295257 48.19 (8) AIR FILTERS 010.4213.5604 MINER'S ACE HARDWARE, INC209 09/23/2022 295257 5.88 FASTENERS 010.4420.5605 MINER'S ACE HARDWARE, INC210 09/23/2022 295257 32.30 (2) FAUCET 010.4213.5604 MINER'S ACE HARDWARE, INC211 09/23/2022 295257 32.31 TRENCHING SHOVEL 010.4420.5605 MINER'S ACE HARDWARE, INC212 09/23/2022 295257 61.36 AIR FILTERS, BATTERIES 010.4213.5604 MINER'S ACE HARDWARE, INC213 09/23/2022 295257 147.55 SUPPLIES FOR ELM ST PLAYGROUND 010.4421.5504 MINER'S ACE HARDWARE, INC214 09/23/2022 295257 62.45 SUPPLIES FOR ELM ST PLAYGROUND 010.4421.5504 MINER'S ACE HARDWARE, INC215 09/23/2022 295257 (35.53) CREDIT RETURN-SPRAYPAINT 010.4421.5504 MINER'S ACE HARDWARE, INC216 09/23/2022 295257 19.38 SHOVEL 010.4301.5273 MINER'S ACE HARDWARE, INC217 09/23/2022 295258 90.00 REFUND SOCCER LESS ADMIN FEE 010.0000.4605 JACLYN MIRAMONTES218 09/23/2022 295259 1,707.96 MAP CHECKING SERVICES 010.4301.5303 MNS ENGINEERS INC219 09/23/2022 295259 1,800.00 MAP CHECKING SERVICES 010.4301.5303 MNS ENGINEERS INC220 09/23/2022 295259 1,800.00 MAP CHECKING SERVICES 010.4301.5303 MNS ENGINEERS INC221 09/23/2022 295260 752.00 CASH FOR GRASS- 752 SQ FT 226.4306.5554 HANNAH NGUYEN222 09/23/2022 295261 1,005.00 PW-16 INSTALLED ARROW STICK, LABOR & MATERIALS 220.4303.5601 NICK'S TELECOM (DBA)223 09/23/2022 295262 445.96 CHAINS, SAFETY BLUE 1/2X150' 010.4420.5605 NOBLE SAW, INC224 09/23/2022 295262 114.15 (3) LIGHT WEIGHT ALLOY FUEL TANK 010.4420.5605 NOBLE SAW, INC225 09/23/2022 295263 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 COREY OAKLEY226 09/23/2022 295264 4.57 DELIVERY CHARGE 010.4201.5208 ON TRAC227 09/23/2022 295265 35.50 UNIFORM CLEANING-PD ADMIN 010.4201.5303 PARAMOUNT CLEANERS228 09/23/2022 295265 512.00 UNIFORM CLEANING-PATROL SERVICES 010.4203.5303 PARAMOUNT CLEANERSPage 18 of 306
CITY OF ARROYO GRANDECHECK LISTINGSEPTEMBER 16 - SEPTEMBER 30, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name229 09/23/2022 295265 $ 94.75 UNIFORM CLEANING-SUPPORT SERVICES 010.4204.5303 PARAMOUNT CLEANERS230 09/23/2022 295266 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 KATIE POWELL231 09/23/2022 295267 1,201.41 09/22 PARKSIDE LANDSCAPE MAINTENANCE 219.4460.5304 RAINSCAPE232 09/23/2022 295267 484.37 09/22 GRACE LN LANDSCAPE MAINTENANCE 216.4460.5304 RAINSCAPE233 09/23/2022 295268 2,146.24 BACA- DUMOR CAST BENCH 010.0000.2204 RECWEST OUTDOOR PRODUCTS INC234 09/23/2022 295269 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 NICHOLAS ROLLINS235 09/23/2022 295270 11,052.00 SUPPORT FCFA EMER GENERATOR REPLACEMENT PROJECT 350.5473.7501 SALAS O'BRIEN236 09/23/2022 295271 225.00 QUARTERLY INSPECTION CITY HALL GENERATOR 010.4213.5303 SAN LUIS POWERHOUSE237 09/23/2022 295272 294.57 BUBBLERS, COUPLINGS 010.4420.5605 SITEONE LANDSCAPE SUPPLY LLC238 09/23/2022 295272 84.91 RAINBIRD OUTLET MANIFOLD, BUBBLER, COUPLER 010.4420.5605 SITEONE LANDSCAPE SUPPLY LLC239 09/23/2022 295272 22.90 VALVE BOX, COVER 010.4420.5605 SITEONE LANDSCAPE SUPPLY LLC240 09/23/2022 295272 38.43 COUPLING SOCKET, REDUCER BUSHING 010.4420.5605 SITEONE LANDSCAPE SUPPLY LLC241 09/23/2022 295272 8.28 COUPLER SOCKET, ADAPTER 010.4420.5605 SITEONE LANDSCAPE SUPPLY LLC242 09/23/2022 295273 195.13 DUMPSTERS -RANCHO GRANDE PARK 010.4213.5303 SOUTH COUNTY SANITARY SVC, INC243 09/23/2022 295273 299.73 DUMPSTERS -FCFA 010.4213.5303 SOUTH COUNTY SANITARY SVC, INC244 09/23/2022 295273 195.13 DUMPSTERS -STROTHER PARK 010.4213.5303 SOUTH COUNTY SANITARY SVC, INC245 09/23/2022 295273 153.38 DUMPSTERS - PD 010.4213.5303 SOUTH COUNTY SANITARY SVC, INC246 09/23/2022 295273 97.57 DUMPSTERS -PW RECYCLE 010.4213.5303 SOUTH COUNTY SANITARY SVC, INC247 09/23/2022 295273 84.48 CITY HALL TRASH SERVICE 010.4213.5303 SOUTH COUNTY SANITARY SVC, INC248 09/23/2022 295274 500.00 CASH FOR GRASS- 500 SQ FT 226.4306.5554 EUMI SPRAGUE249 09/23/2022 295275 161.70 PD-TOILET REPLACEMENT 010.4213.5604 STREATOR PIPE & SUPPLY250 09/23/2022 295275 63.36 SOTO-DRINKING FOUNTAIN 010.4430.5605 STREATOR PIPE & SUPPLY251 09/23/2022 295276 34.34 CAR WASHES-NEIGHBORHOOD SERVICES 010.4212.5601 SUNSET NORTH CAR WASH252 09/23/2022 295277 52.95 ACCT#090058901 BUSINESS TV CITY HALL 010.4145.5401 TIME WARNER CABLE253 09/23/2022 295278 856.03 (4) PED CROSSING SIGN, (4) ARROWS 220.4303.5613 TRAFFIC MANAGEMENT PRODUCTS254 09/23/2022 295279 75.00 07/22 INVESTIGATIVE SERVICES 010.4204.5303 TRANSUNION RISK255 09/23/2022 295280 539.25 WELL # 7 & 8 OUTFALL RIP-RAP R 640.4711.5603 TROESH COLEMAN PACIFIC, INC256 09/23/2022 295281 56.00 REFUND BARRE CONNECT SEPT CLASS 010.0000.4605 TENNILLE TUNNEL257 09/23/2022 295282 1,383.51 DATA PROCESSING EQUIPMENT-REMARKABLE 010.4201.5702 U.S. BANK258 09/23/2022 295282 588.32 UNIFORMS & EQUIPMENT-BLAUER 010.4203.5272 U.S. BANK259 09/23/2022 295282 494.62 TRAINING-TRAVEL, RENTAL CAR 010.4201.5501 U.S. BANK260 09/23/2022 295282 30.00 TRAINING-TRAVEL-BAGGAGE FEE 010.4201.5501 U.S. BANK261 09/23/2022 295282 425.00 TRAINING-REGISTRATION/TUITION 010.4201.5503 U.S. BANK262 09/23/2022 295282 10.00 TRAINING-PARKING 010.4201.5501 U.S. BANK263 09/23/2022 295282 18.00 LOCKERROOM SUPPLIES-TEAMGEAR 010.4203.5255 U.S. BANK264 09/23/2022 295282 1,189.56 DATA PROCESSING SUPPLIES-REMARKABLE 010.4201.5702 U.S. BANK265 09/23/2022 295282 1,123.31 TRAINING-LODGING (ESTRADA) 010.4203.5501 U.S. BANK266 09/23/2022 295282 425.00 TRAINING-TUITION REGISTRATION 010.4201.5501 U.S. BANKPage 19 of 306
CITY OF ARROYO GRANDECHECK LISTINGSEPTEMBER 16 - SEPTEMBER 30, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name267 09/23/2022 295282 $ 515.18 TRAINING-TRAVEL AIRLINE TICKET 010.4201.5501 U.S. BANK268 09/23/2022 295282 106.06 TRAINING SUPPLIES-ACTIVE SHOOTER 010.4203.5501 U.S. BANK269 09/23/2022 295282 865.60 COMBO 4 PC SET & RECIP BLADES 010.4305.5255 U.S. BANK270 09/23/2022 295282 206.88 CITY LOGO FOR VEHICLES & EQUIP 010.4305.5273 U.S. BANK271 09/23/2022 295282 37.44 AMAZON PRIME MEMBERSHIP 010.4420.5503 U.S. BANK272 09/23/2022 295282 37.44 AMAZON PRIME MEMBERSHIP 220.4303.5503 U.S. BANK273 09/23/2022 295282 37.44 AMAZON PRIME MEMBERSHIP 010.4213.5604 U.S. BANK274 09/23/2022 295282 37.45 AMAZON PRIME MEMBERSHIP 010.4430.5605 U.S. BANK275 09/23/2022 295282 166.85 BACKFLOW PREVENTION REPAIR PARTS 010.4420.5605 U.S. BANK276 09/23/2022 295282 137.90 AMAZON-NITRILE GLOVES 220.4303.5501 U.S. BANK277 09/23/2022 295282 4.99 DISPUTED CHARGE 010.4420.5503 U.S. BANK278 09/23/2022 295282 1,602.00 CONTRACT SERVICES 010.4425.5303 U.S. BANK279 09/23/2022 295282 87.62 FUEL 010.4203.5608 U.S. BANK280 09/23/2022 295282 863.32 TRAINING-LODGING 010.4203.5501 U.S. BANK281 09/23/2022 295282 1,302.11 HELMET & COMM KIT INSTALL 010.4203.5272 U.S. BANK282 09/23/2022 295282 747.13 FLEET-MOTORCYCLE REMOTE & SUN SHIELD, STALKER RADAR 010.4203.5601 U.S. BANK283 09/23/2022 295282 148.73 SUPPLIES FOR ALL STAFF MEETING 010.4307.5501 U.S. BANK284 09/23/2022 295282 155.75 SUMMER CONCERT SUPPLIES-MINER'S HARDWARE 010.4421.5504 U.S. BANK285 09/23/2022 295282 50.00 FACEBOOK ADV-STAFF HIRING 010.4421.5504 U.S. BANK286 09/23/2022 295282 14.00 FACEBOOK-ADV SUMMER CONCERT SERIES 010.4421.5504 U.S. BANK287 09/23/2022 295282 598.81 PICKLEBALL NETS-DO IT TENNIS 010.4430.5605 U.S. BANK288 09/23/2022 295282 528.85 ZOOM 010.4140.5303 U.S. BANK289 09/23/2022 295282 806.84 REPAIR TO SEWER INSPECTION CAMERA 612.4610.5603 U.S. BANK290 09/23/2022 295282 (211.41) UNIFORMS- CREDIT RETURN PATAGO 010.4201.5272 U.S. BANK291 09/23/2022 295282 130.00 MISAC MEMBER RENEWAL 010.4140.5503 U.S. BANK292 09/23/2022 295282 250.00 TRAINING-REGISTRATION/TUITION 010.4209.5501 U.S. BANK293 09/23/2022 295282 190.00 GFOA MEMBERSHIP DUES 010.4120.5503 U.S. BANK294 09/23/2022 295282 9.15 AMAZON-HDMI CABLE, EVENT SUPPLIES 010.4424.5252 U.S. BANK295 09/23/2022 295282 145.00 BIG BIG SLO- MARKETING FOR SUMMER CONCERT SERIES 010.4421.5504 U.S. BANK296 09/23/2022 295282 (384.70) CREDIT RETURN-TARGET 010.4424.5252 U.S. BANK297 09/23/2022 295282 337.39 AMAZON-HALLOWEEN SUPPLIES 010.4424.5252 U.S. BANK298 09/23/2022 295282 487.59 FUN EXPRESS HALLOWEEN SUPPLIES 010.4424.5252 U.S. BANK299 09/23/2022 295282 25.12 INVESTIGATIONS-SUPPLIES WOOD SHIMS 010.4204.5255 U.S. BANK300 09/23/2022 295282 54.21 FUEL 010.4204.5608 U.S. BANK301 09/23/2022 295282 479.35 TRAINING-LODGING 010.4204.5501 U.S. BANK302 09/23/2022 295282 1,082.11 KITCHEN, OFFICE SUPPLIES-PAPER 010.4201.5201 U.S. BANK303 09/23/2022 295282 323.23 PICKLEBALLS-PICKLEBALL CENTRAL 010.4424.5251 U.S. BANK304 09/23/2022 295282 19.99 APPLE.COM-DISPUTE CHARGE 010.4002.5201 U.S. BANKPage 20 of 306
CITY OF ARROYO GRANDECHECK LISTINGSEPTEMBER 16 - SEPTEMBER 30, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name305 09/23/2022 295282 $ 32.28 OFFICE SUPPLIES-AMAZON USB FLASHDRIVE 010.4002.5201 U.S. BANK306 09/23/2022 295282 179.10 SNACK SUPPLIES 010.4425.5259 U.S. BANK307 09/23/2022 295282 157.63 PRESCHOOL SUPPLIES 010.4423.5253 U.S. BANK308 09/23/2022 295282 308.35 CJPIA ANNUAL CONFERENCE-LODGING 010.4001.5501 U.S. BANK309 09/23/2022 295282 118.91 SUPPLIES-CUZICK RETIREMENT 010.4101.5319 U.S. BANK310 09/23/2022 295282 35.00 SCCC LUNCHEON 010.4001.5501 U.S. BANK311 09/23/2022 295282 35.00 SCCC LUNCHEON 010.4101.5501 U.S. BANK312 09/23/2022 295282 119.99 CANVA SUBSCRIPTION 010.4002.5503 U.S. BANK313 09/23/2022 295282 32.31 OFFICEMAX/OFFICE DEPOT-MAILING 010.4130.5201 U.S. BANK314 09/23/2022 295282 52.30 AUTHORIZE. NET CREDIT CARD FEE 010.4145.5555 U.S. BANK315 09/23/2022 295283 1,900.00 CASH FOR GRASS- 1900 SQ FT 226.4306.5554 GWEN WATKINS316 09/23/2022 295284 564.59 COPY MACHINE LEASE PAYMENT 010.4201.5803 WELLS FARGO VENDOR FINANCIAL317 09/23/2022 295285 88.48 (3) AGAVE BLUE GLOW 010.4420.5605 WEST COVINA NURSERIES318 09/23/2022 295286 1,440.00 06/22 SIGNAL MAINT 12 INTERSECTIONS 010.4307.5303 LEE WILSON ELECTRIC COMPANY INC319 09/23/2022 295286 60.00 OAK PARK & JAMES WAY 010.4307.5303 LEE WILSON ELECTRIC COMPANY INC320 09/23/2022 295286 60.00 OAK PARK & EL CAMINO REAL 010.4307.5303 LEE WILSON ELECTRIC COMPANY INC321 09/23/2022 295286 75.00 OAK PARK & W BRANCH 010.4307.5303 LEE WILSON ELECTRIC COMPANY INC322 09/23/2022 295286 1,440.00 07/22 SIGNAL MAINT. 12 INTERSECTIONS 010.4307.5303 LEE WILSON ELECTRIC COMPANY INC323 09/23/2022 295286 60.00 OAK PARK & JAMES WAY 010.4307.5303 LEE WILSON ELECTRIC COMPANY INC324 09/23/2022 295286 60.00 OAK PARK & EL CAMINO REAL 010.4307.5303 LEE WILSON ELECTRIC COMPANY INC325 09/23/2022 295286 75.00 OAK PARK & W BRANCH 010.4307.5303 LEE WILSON ELECTRIC COMPANY INC326 09/23/2022 295287 13,743.32 MEDICARE: Payment 011.0000.2105 CITY OF ARROYO GRANDE327 09/23/2022 295287 58,018.66 FEDERAL WITHHOLDING: Payment 011.0000.2104 CITY OF ARROYO GRANDE328 09/23/2022 295287 53,138.10 SOCIAL SECURITY: Payment 011.0000.2105 CITY OF ARROYO GRANDE329 09/23/2022 295288 2,795.22 CASDI: Payment 011.0000.2111 CA ST EMPLOYMENT DEVEL DEPT330 09/23/2022 295288 22,883.80 STATE WITHHOLDING: Payment 011.0000.2108 CA ST EMPLOYMENT DEVEL DEPT331 09/23/2022 295289 565.60 DEPT OF CHILD SUPPORT SERVICES 011.0000.2114 CA STATE DISBURSEMENT UNIT332 09/23/2022 295290 4,254.42 DEFERRED COMPENSATION - EE %: Payment 011.0000.2117 ICMA RETIREMENT CORP333 09/23/2022 295290 11,843.59 DEFERRED COMPENSATION - EE: Payment 011.0000.2117 ICMA RETIREMENT CORP334 09/23/2022 295290 841.66 DEFERRED COMPENSATION - ER: Payment 011.0000.2117 ICMA RETIREMENT CORP335 09/23/2022 295290 275.00 ROTH - AFTER TAX: Payment 011.0000.2117 ICMA RETIREMENT CORP336 09/23/2022 295291 341.08 ADJUSTMENTS/CORRECTIONS 011.0000.2106 PERS - RETIREMENT337 09/23/2022 295291 117.11 PERS BUYBACK - AFTER TAX: Payment 011.0000.2106 PERS - RETIREMENT338 09/23/2022 295291 1,149.94 PERS Employer Pick Up: Payment 011.0000.2106 PERS - RETIREMENT339 09/23/2022 295291 259.69 PERS BUYBACK - PRE TAX: Payment 011.0000.2106 PERS - RETIREMENT340 09/23/2022 295291 34,516.35 PERS RETIREMENT: Payment 011.0000.2106 PERS - RETIREMENT341 09/23/2022 295291 46,095.54 PERS RETIREMENT: Payment 011.0000.2106 PERS - RETIREMENT342 09/23/2022 295292 32,920.26 PERS RETIREMENT: Payment 011.0000.2106 PERS - RETIREMENTPage 21 of 306
CITY OF ARROYO GRANDECHECK LISTINGSEPTEMBER 16 - SEPTEMBER 30, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name343 09/23/2022 295292 $ 44,324.51 PERS RETIREMENT: Payment 011.0000.2106 PERS - RETIREMENT344 09/23/2022 295292 117.11 PERS BUYBACK - AFTER TAX: Payment 011.0000.2106 PERS - RETIREMENT345 09/23/2022 295292 1,053.56 PERS Employer Pick Up: Payment 011.0000.2106 PERS - RETIREMENT346 09/23/2022 295292 259.69 PERS BUYBACK - PRE TAX: Payment 011.0000.2106 PERS - RETIREMENT347 09/23/2022 295292 (0.05) ROUNDING DIFFERENCE 010.0000.4818 PERS - RETIREMENT348 09/23/2022 295293 1,276.42 PARS: Payment 011.0000.2107 US BANK OF CALIFORNIA349 09/30/2022 295294 930.45 SUPPLIES- 10' POP UP TENT FOR CITY EVENT 010.4101.5201 4IMPRINT, INC350 09/30/2022 295295 472.00 TAI CHI FALL SESSION 1 010.4424.5351 DIXIE D ADENIRAN351 09/30/2022 295296 508.38 TRAINING TUITION-PD 010.4203.5501 ALLAN HANCOCK COLLEGE JCCD352 09/30/2022 295297 708.17 PW-67 OIL CHG, BELT, TRANS FILTER 220.4303.5601 BACK ON THE ROAD AUTOMOBILE353 09/30/2022 295298 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 JONI BENAKOVICH354 09/30/2022 295299 750.00 CASH FOR GRASS 750 SQ FT 226.4306.5554 BRUCE BERLIN355 09/30/2022 295300 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 LAURIE BIORN356 09/30/2022 295301 273.89 SALES TAX FLYER PRINTING 010.4102.5255 BOONE PRINTING & GRAPHICS INC357 09/30/2022 295301 169.35 GRAND JURY FLYER PRINTING 010.4102.5255 BOONE PRINTING & GRAPHICS INC358 09/30/2022 295301 385.25 ADMIN SERVICES ENVELOPES 010.4102.5255 BOONE PRINTING & GRAPHICS INC359 09/30/2022 295302 500.00 JANITORIAL SERVICE FOR AGPD 010.4201.5615 BRENDLER JANITORIAL SERVICE360 09/30/2022 295302 1,135.00 JANITORIAL SERVICE FOR VARIOUS CITY BUILDINGS 010.4213.5615 BRENDLER JANITORIAL SERVICE361 09/30/2022 295302 300.00 EXTRA SERVICE- WOMEN'S CENTER EVENTS 8/13-8/20 010.4213.5303 BRENDLER JANITORIAL SERVICE362 09/30/2022 295303 181.00 PEST CONTROL: AGPD 010.4213.5303 BREZDEN PEST CONTROL, INC363 09/30/2022 295304 36.22 PW-23 SOCKET ADAPTER, CLEANER 010.4305.5601 CARQUEST AUTO PARTS364 09/30/2022 295304 19.99 PW-51 FUEL FILTER 612.4610.5601 CARQUEST AUTO PARTS365 09/30/2022 295304 (19.99) CREDIT RETURN-PW-51 FUEL FILTER 612.4610.5601 CARQUEST AUTO PARTS366 09/30/2022 295304 19.99 PW-51 FUEL FILTER 612.4610.5601 CARQUEST AUTO PARTS367 09/30/2022 295305 180.27 ACCT#8245100960223572 PD TV 010.4145.5401 CHARTER COMMUNICATIONS368 09/30/2022 295305 736.80 ACCT#8245100960211288 PW DARK 010.4145.5401 CHARTER COMMUNICATIONS369 09/30/2022 295305 327.16 ACCT#8245100960216667 WOMENS CENTER 010.4145.5401 CHARTER COMMUNICATIONS370 09/30/2022 295305 1,349.00 ACCT#8245100960301246 -COUNCIL 211.4101.5330 CHARTER COMMUNICATIONS371 09/30/2022 295305 199.98 ACCT#8245100960104152 PD INTERNET 010.4201.5403 CHARTER COMMUNICATIONS372 09/30/2022 295305 53.37 ACCT#8245100960221923 PW TV 010.4307.5303 CHARTER COMMUNICATIONS373 09/30/2022 295305 122.11 ACCT#8245100960129431 COUNCIL 010.4145.5401 CHARTER COMMUNICATIONS374 09/30/2022 295306 2,000.00 GIS SUPPORT SERVICES 010.4130.5303 CK CONSULTING375 09/30/2022 295307 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 REBECCA CLAIR376 09/30/2022 295308 20.00 REFUND SOCCER CLASS 09/17/22 010.0000.4605 CARO CORONADO377 09/30/2022 295309 400.00 08/22 NETBILL MONTHLY MAINTENANCE 640.4710.5303 DATAPROSE LLC378 09/30/2022 295309 483.28 08/22 NETBILL CC TRANSACTIONS 640.4710.5555 DATAPROSE LLC379 09/30/2022 295309 120.82 08/22 NETBILL CC TRANSACTIONS 612.4610.5555 DATAPROSE LLC380 09/30/2022 295309 1,663.15 08/22 UTILITY BILL MAILING 640.4710.5208 DATAPROSE LLCPage 22 of 306
CITY OF ARROYO GRANDECHECK LISTINGSEPTEMBER 16 - SEPTEMBER 30, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name381 09/30/2022 295310 $ 50.00 PARK DEPOSIT REFUND-ELM ST 010.0000.2206 DAVITA KIDNEY CARE382 09/30/2022 295311 2,177.00 PORTABLE GENERATOR RENTAL FCFA STN 1 7/18-12/18/22 350.5473.7001 ELECTRICRAFT INC383 09/30/2022 295312 25.00 REIMBURSE-HARVEST FESTIVAL UNIFORM 010.4203.5272 ELIA ESPARZA384 09/30/2022 295313 27,370.10 CONTINGENCIES 350.5638.7201 FERRAVANTI GRADING & PAVING385 09/30/2022 295314 1,120.32 B-3 4 NEW TIRES 010.4213.5601 FIGUEROA'S TIRES386 09/30/2022 295315 95.00 HERITAGE SQ-TROUBLESHOOT LOCK 010.4213.5303 FRANK'S LOCK & KEY387 09/30/2022 295316 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 CRYSTAL GALLEGOS388 09/30/2022 295317 105.54 FLOWERS-EMPLOYEE RECOGNITION 010.4101.5504 GRAND BOUQUET389 09/30/2022 295317 89.32 FLOWER BASKET 010.4101.5504 GRAND BOUQUET390 09/30/2022 295318 121.80 PW CORP YARD SEWER BILL 612.0000.4751 CITY OF GROVER BEACH391 09/30/2022 295319 7,334.10 GSI WATER SOLUTIONS NCMA 2021 640.4710.5303 GSI WATER SOLUTIONS392 09/30/2022 295320 86.08 PORTABLE TOILET RENTAL 08/24-09/21 220.4303.5552 HARVEY'S HONEY HUTS393 09/30/2022 295321 8.62 7 WAY TRAILER END-PARKS TRAILER 220.4303.5603 HEACOCK TRAILERS & TRUCK394 09/30/2022 295322 50.00 PARK DEPOSIT REFUND- RANCHO GRANDE 010.0000.2206 ALEXANDRA HECKATHORN395 09/30/2022 295323 723.19 SOTO- (10) 5 GALL PAINT 010.4430.5274 KELLY-MOORE PAINTS396 09/30/2022 295324 1,066.00 08/22 PROF FESS-HOTEL RFQ 010.0000.2563 KOSMONT & ASSOCIATES INC397 09/30/2022 295325 2,429.00 CASH FOR GRASS- 2429 SQ FT 226.4306.5554 JAMES LEGRAND398 09/30/2022 295326 764.39 ACCT#334830 SHORETEL PHONE CHARGES CITY 010.4145.5403 LEVEL 3 COMMUNICATIONS LLC399 09/30/2022 295326 764.39 ACCT#334830 SHORETEL PHONE CHARGES AGPD 010.4145.5403 LEVEL 3 COMMUNICATIONS LLC400 09/30/2022 295327 50.00 PARK DEPOSIT REFUND-ELM ST 010.0000.2206 AIMEE LOFLIN401 09/30/2022 295328 665.00 CASH FOR GRASS 665 SQ FT 226.4306.5554 JOE MANGIN402 09/30/2022 295329 748.86 WEED BARRIER 8' X 250', 6 CU YDS WOOD 010.4420.5605 MIER BROS LANDSCAPE PRODUCTS403 09/30/2022 295330 50.00 PARK DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 SIERRA MOORE404 09/30/2022 295331 5,400.00 MONUMENT PRESERVATION SERVICES 350.5638.7501 NORTH COAST ENGINEERING INC405 09/30/2022 295332 171.81 MAINTENANCE AGREEMENT-COPIER 010.4204.5602 OFFICE1406 09/30/2022 295333 14.70 ELECTRIC-484 BAKEMAN 219.4460.5304 PACIFIC GAS & ELECTRIC CO407 09/30/2022 295334 600.00 08/22 SOTO GOPHER CONTROL 010.4420.5303 PACIFIC GOPHER CONTROL408 09/30/2022 295335 1,187.50 QA TESTING FOR THE 2021 STREET REPAIRS PROJECT 350.5638.7401 PAVEMENT ENGINEERING INC409 09/30/2022 295336 46.66 CITY COUNCIL FOOD 010.4001.5201 PETTY CASH410 09/30/2022 295336 25.00 TABLECLOTH LAUNDRY 010.4101.5201 PETTY CASH411 09/30/2022 295336 26.35 HARVEST FESTIVAL SUPPLIES 010.4101.5201 PETTY CASH412 09/30/2022 295336 (0.90) OVER/SHORT 010.0000.4818 PETTY CASH413 09/30/2022 295337 218.25 08/22 PARKING CITATION PROCESS 010.4204.5303 PHOENIX GROUP414 09/30/2022 295338 45.00 REFUND DOGGIE CLASS 010.0000.4605 DESERAIYE RAMIREZ415 09/30/2022 295339 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 MARISA RENSHAW416 09/30/2022 295339 26.00 REFUND BOUNCE HOUSE FEE 010.0000.4354 MARISA RENSHAW417 09/30/2022 295340 12.50 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 MARTHA SALCIDO418 09/30/2022 295340 37.50 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 MARTHA SALCIDOPage 23 of 306
CITY OF ARROYO GRANDECHECK LISTINGSEPTEMBER 16 - SEPTEMBER 30, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name419 09/30/2022 295341 $ 50.00 PARK DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 ALICE SANCHEZ420 09/30/2022 295341 27.00 REFUND BOUNCE HOUSE FEE 010.0000.4354 ALICE SANCHEZ421 09/30/2022 295342 6,750.00 STREET SWEEPING JULY-DEC 2022 220.4303.5303 SCA422 09/30/2022 295342 2,250.00 STREET SWEEPING JULY-DEC 2022 010.4307.5303 SCA423 09/30/2022 295343 408.51 (2) GLOBE VALVES-RGP 010.4420.5605 SITEONE LANDSCAPE SUPPLY LLC424 09/30/2022 295344 410.00 08/22 PARKING CITATION REVENUE 010.0000.4203 SLO COUNTY AUDITOR-CONTROLLER425 09/30/2022 295345 16.94 GAS SERVICES-1500 W BRANCH 010.4145.5401 SOCALGAS426 09/30/2022 295345 23.38 GAS SERVICES-211 VERNON ST 010.4145.5401 SOCALGAS427 09/30/2022 295345 17.20 GAS SERVICES-215 E BRANCH 010.4145.5401 SOCALGAS428 09/30/2022 295346 3,500.00 09/22 TBID ADMIN FEE 240.4150.5303 SOUTH COUNTY CHAMBERS429 09/30/2022 295347 427.18 700 NO PARKING SIGNS-HARVEST FESTIVAL 220.4303.5613 STATEWIDE SAFETY & SIGNS INC430 09/30/2022 295348 44.34 CAR WASHE- PW-60 DETAIL 640.4712.5601 SUNSET NORTH CAR WASH431 09/30/2022 295349 1,300.00 CASH FOR GRASS- 1300 SQ FT 226.4306.5554 RICHARD TELLEZ432 09/30/2022 295350 143.72 UNIFORM PATCHES-VASQUEZ 010.4203.5272 TEMPLETON UNIFORMS433 09/30/2022 295351 94.35 PC-NOTICE OF INTENT 010.4130.5301 THE MCCLATCHY COMPANY LLC434 09/30/2022 295351 351.90 NOTICE TO BIDDERS-OAK PARK 350.5795.7001 THE MCCLATCHY COMPANY LLC435 09/30/2022 295351 52.70 CC ORDINANCE SUMMARY 716 SB 9 010.4002.5301 THE MCCLATCHY COMPANY LLC436 09/30/2022 295351 64.60 CC NOTICE OF ELECTION 010.4002.5301 THE MCCLATCHY COMPANY LLC437 09/30/2022 295351 94.35 PC -TRAFFIC WAY BRIDGE 010.4130.5301 THE MCCLATCHY COMPANY LLC438 09/30/2022 295351 104.55 PC- SHORT-TERM RENTAL ORDINANCE 010.4130.5301 THE MCCLATCHY COMPANY LLC439 09/30/2022 295352 362.11 ADULT SOFTBALL CHAMPIONSHIP SHIRTS 010.4424.5257 THE TOP SHOP440 09/30/2022 295352 90.00 UNIFORMS-NEW HIRE TRAINING SHIRTS 010.4203.5272 THE TOP SHOP441 09/30/2022 295353 440.00 PD-4608 REPLACE BRAKE PADS & ROTORS 010.4203.5601 TOM'S AUTO SERVICE442 09/30/2022 295354 120.50 (2) CITY HALL PARKING SIGNS 220.4303.5613 TRAFFIC MANAGEMENT PRODUCTS443 09/30/2022 295354 797.04 (6)) PORTABLE SIGN STANDS 220.4303.5613 TRAFFIC MANAGEMENT PRODUCTS444 09/30/2022 295355 75.00 08/22 INVESTIGATIVE SERVICES 010.4204.5303 TRANSUNION RISK445 09/30/2022 295356 3,000.00 POSTAGE BY PHONE ACCT 42167122 010.4145.5208 US POSTAL SERVICE446 09/30/2022 295357 50.00 PARK DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 TERRA VAN ALSTYNE447 09/30/2022 295358 304.08 ACCT#472480460-00002 CITY IPAD 010.4145.5403 VERIZON WIRELESS448 09/30/2022 295359 (578.93) 07/22 CITY ADMIN FEE 010.0000.4771 VISIT SLO CAL449 09/30/2022 295359 28,946.73 07/22 TMD ASSESSMENT REMITTANCE 761.0000.2007 VISIT SLO CAL450 09/30/2022 295360 5,000.00 OCEANO DUNES ECONOMIC IMPACT CO-OP 010.4101.5303 VISIT SLO CAL451 09/30/2022 295361 73.50 DOCUMENT SHREDDING SERVICE 010.4201.5303 VITAL RECORDS CONTROL452 09/30/2022 295362 1,574.38 FATS, OILS AND GREASE PROGRAM 612.4610.5303 WALLACE GROUP A CALIF CORP453 09/30/2022 295363 200.00 WSC AG 2021 UWMP PREP FOR URBAN FY 22-23 640.4710.5303 WATER SYSTEMS CONSULTING INC454 09/30/2022 295364 1,144.40 PLUMBING RETROFIT 226.4306.5303 WATERBOYS PLUMBING455 09/30/2022 295365 1,440.00 08/22 SIGNAL MAINT 12 INTERSECTIONS 010.4307.5303 LEE WILSON ELECTRIC COMPANY INC456 09/30/2022 295365 60.00 OAK PARK & JAMES WAY 010.4307.5303 LEE WILSON ELECTRIC COMPANY INCPage 24 of 306
CITY OF ARROYO GRANDECHECK LISTINGSEPTEMBER 16 - SEPTEMBER 30, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name457 09/30/2022 295365 $ 60.00 OAK PARK & EL CAMINO REAL 010.4307.5303 LEE WILSON ELECTRIC COMPANY INC458 09/30/2022 295365 75.00 OAK PARK & W. BRANCH 010.4307.5303 LEE WILSON ELECTRIC COMPANY INC459 09/30/2022 295366 50.00 PARK DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 HILDIE WIMMER460 09/30/2022 295366 50.00 PARK RENTAL REFUND-LESS ADMIN 010.0000.4354 HILDIE WIMMER461 09/30/2022 295366 27.00 REFUND BOUNCE HOUSE FEE 010.0000.4354 HILDIE WIMMER462 09/30/2022 295367 44.00 REFUND-WRITING FOR LIFE LESS ADMIN FEE 010.0000.4605 CONNIE WINSTEAD463 09/30/2022 295368 24.18 AFLAC AFTER TAX: Payment 011.0000.2126 AFLAC INSURANCE464 09/30/2022 295368 814.78 AFLAC PRE TAX: Payment 011.0000.2126 AFLAC INSURANCE465 09/30/2022 295369 3,153.50 POLICE DEPT DUES: Payment 011.0000.2116 ARROYO GRANDE POLICE ASSN466 09/30/2022 295370 3,200.00 AG CAREER FIREFIGHTERS ASSN: Payment 011.0000.2115 FIVE CITIES PROF. FIREFIGHTERS467 09/30/2022 295371 62.80 PRE-PAID LEGAL SERVICES: Payment 011.0000.2125 LEGALSHIELD468 09/30/2022 295372 1,223.50 SEIU DUES: Payment 011.0000.2118 S.E.I.U. LOCAL 620 $ 1,081,173.93 Page 25 of 306
ATTACHMENT 2
.
General Fund 333,908.24 5101 Salaries Full time 208,262.71
Streets Fund 16,080.38 5101 Volunteer Employee Retirement -
American Rescue Plan Act 2,626.85 5102 Salaries Part-Time - PPT 3,628.79
Sewer Fund 9,744.64 5103 Salaries Part-Time - TPT 12,371.24
Water Fund 22,293.43 5105 Salaries OverTime 9,802.66
384,653.54 5106 Salaries Strike Team OT -
5107 Salaries Standby 1,759.40
5108 Holiday Pay 19,593.27
5109 Sick Pay 5,501.34
5110 Annual Leave Buyback -
Administrative Services - 5111 Vacation Buyback -
Information Services 226.77 5112 Sick Leave Buyback -
Community Development - 5113 Vacation Pay 11,340.09
Police 8,990.74 5114 Comp Pay 3,810.00
Public Works - Maintenance 585.15 5115 Annual Leave Pay 4,264.37
Public Works - Enterprise - 5116 Salaries - Police FTO 175.48
Recreation - Administration - 5121 PERS Retirement 28,731.81
Recreation - Special Events - 5122 Social Security 19,805.73
Children In Motion - 5123 PARS Retirement 243.47
9,802.66 5126 State Disability Ins. 1,058.77
5127 Deferred Compensation 716.66
5131 Health Insurance 46,838.22
5132 Dental Insurance 2,944.82
5133 Vision Insurance 743.70
5134 Life Insurance 386.70
5135 Long Term Disability 585.95
5137 Leave Payouts -
5142 Unemployment Insurance -
5143 Uniform Allowance -
5144 Car Allowance 837.50
5146 Council Expense -
5147 Employee Assistance -
5148 Boot Allowance -
5149 Motor Pay 18.36
5150 Bi-Lingual Pay 150.00
5151 Cell Phone Allowance 1,082.50
384,653.54
OVERTIME BY DEPARTMENT:
Total FCFA payroll cost for this period is $238,711.31. FCFA payroll and accounts payable expenditures are
processed as part of the JPA financial services agreement between Arroyo Grande, Grover Beach and Oceano
Community Services District. Arroyo Grande's portion of the FCFA annual budget is identified in the contractual
services budget.
CITY OF ARROYO GRANDE
DEPARTMENTAL LABOR DISTRIBUTION
PAY PERIOD
09/02/2022 - 09/15/2022
9/23/2022
BY FUND BY ACCOUNT
Page 26 of 306
Item 8.b.
MEMORANDUM
TO: City Council
FROM: Nicole Valentine, Administrative Services Director
SUBJECT: Consideration of Fiscal Year 2021-22 Year End Financial Status Report
DATE: October 25, 2022
SUMMARY OF ACTION:
Consider and file the Fiscal Year (FY) 2021-22 Year End Financial Status Report.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
Preparation of the Year End Financial Status Report requires staff time within the existing
work plan and budget for the Administrative Services Department. At year-end, FY 2021-
22 revenues for the General Fund were $21.7 million, or ten percent (10%) above the
Budget Target. Actual Expenditures were $18.8 million and below the Budget Target by
$2.4 million (11%).
RECOMMENDATION:
Receive, consider, and file the FY 2021-22 Year End Financial Status Report.
BACKGROUND:
Each fiscal year the City Council adopts a budget, which commits government resources
and services to accomplish the City’s mission of making Arroyo Grande the best place
possible for everyone who lives, works, and visits here. The fiscal year-end Financial
Status Report is the fourth of four financial performance reports that staff will present to
Council regarding the 2021-22 fiscal year.
The purpose of the FY 2021-22 Year End Financial Status Report is to:
Compare year end revenues received and expenditures incurred to the end of the
of the prior year and to the budgeted Target to determine the City’s financial
performance;
Provide explanations for key account variances and identify any potential trends
that might impact financial planning; and
Provide other key year end information, including headcount statistics, completed
Capital Improvement Projects, and completed Budget Adjustment Requests.
Page 27 of 306
Item 8.b.
City Council
Consideration of Fiscal Year 2021-22 Year End Financial Status Report
October 25, 2022
Page 2
ANALYSIS OF ISSUES:
Year End Revenue and Expenditures Compared to Prior Year
The following tables identify the FY 2021-22 Year End revenue and expenditure totals
compared to Year End totals for FY 2020-21. Comparing these totals provides information
regarding performance trends between the two years.
Current Year End Actuals Compared to Prior Year Actuals
Governmental Funds includes Special Revenue Funds, Debt Service Funds, as well as
the General Fund. The majority of the revenue and expenditure variances in
Governmental Funds were attributed to variances within the General Fund and the newly
created American Rescue Plan Act (ARPA) Fund, which is separate from the General
Fund. The General Fund is the primary operating fund of the City and accounts for
resources and services traditionally associated with government. General Fund revenues
at the end of FY 2021-22 were $2.6 million higher than at the end of FY 2020-21.
Expenditures from the General Fund were also $1.9 million higher through the end of this
year versus the prior year. A more thorough explanation of year end changes is set forth
in the attached financial report (Attachment 1).
Year End Revenue and Expenditures Compared to Budget
The table below reports actual revenue and expenditure results compared to the budget
for FY 2021-22.
Year End
FY 2021-22
Year End
FY 2020-21 Variance 010 General Fund
Revenue 28,452,284$ 24,498,150$ 3,954,134$ 013 Other Post EE Benefits
Expenditures 23,664,432$ 20,524,058$ 3,140,374$ 070 Investment Fund
210 Fire Protection Impact Fees
211 Public Access TV
Year End
FY 2021-22
Year End
FY 2020-21 Variance 212 Police Impact Fees
Revenue 21,664,431$ 19,053,649$ 2,610,782$ 13.7%213 Parks Developmemt
Expenditures 18,835,153$ 16,920,398$ 1,914,755$ 11.3%214 Park Improvment Impact Fee
215 Community Center Impact
216 Grace Lane Assessment Dist.
217 Landscape Main Dist.
4th QTR
FY 2021-22
4th QTR
FY 2020-21 Variance 218 Local Sales Tax
Revenue 98%109%-11%219 Parkside Assessment Dist.
Expenditures 70%75%-5%220 Streets Fund
222 Traffic Signal Fund
4th QTR
FY 2021-22
4th QTR
FY 2020-21 Variance 223 Traffic Circulation
Governmental Funds
General Fund
Governmental Funds
General Fund
Page 28 of 306
Item 8.b.
City Council
Consideration of Fiscal Year 2021-22 Year End Financial Status Report
October 25, 2022
Page 3
FY 2021-22 Actuals Compared to Budget
FY 2021-22 actual revenue was above the Budget by $2.0 million. Actual expenditures
were below the Budget by $2.4 million. The following is a summary of the year-end
revenue and expenditure variances compared to the budget. A more thorough
explanation of year-end variances is set forth in the attached financial report.
Revenue ($2.0 million higher)
Revenue for FY 2021-22 was budgeted conservatively due to the many unknowns related
to the ongoing COVID-19 pandemic, which resulted in year-end revenue being above the
Budget. Some of the larger revenue variances are explained below.
The largest single source of City revenue is Secured Property Tax. Property tax
ended the year favorable by $425,925, or 8% above the Adjusted Budget. Property
tax collected grew 4% over the previous fiscal year as the housing market
continued to rise during the fiscal year. Property tax represents 28% of the City’s
annual revenue.
Actual sales tax revenue exceeded the Budget by $901,984, or 20% above the
Budget. Sales tax collected grew 21% over the previous fiscal year. Certain
business categories like building and construction, online shopping, general
consumer goods, fuel and service stations, and food and drugs continued to show
strong sales tax receipts and exceeded expectations. Additionally, the City
received a late payment dating as far back as 3 rd quarter of 2020 totaling
approximately $360,000 that is also reflected in this total.
License and permit revenue fell short of the Target by $238,092. Planning revenue
fell short of the Target by $99,679. The majority of the variance is due to fewer
permits being issued through the end of the fiscal year. Revenue in this category
is customer driven and fluctuates over the course of a year as well as year over
year based on demand.
Transient Occupancy Tax (TOT) revenue is reflecting an $504,939 favorable
variance to the Adjusted Budget. TOT continues to exceed Adjusted Budget and
projections reflecting the highest amount of TOT the City has received in a fiscal
year.
FY 2021-22
Budget
FY 2021-22
Actuals Variance
Revenue 19,655,605$ 21,664,431$ 2,008,826$
Expenditures 21,229,153$ 18,835,153$ (2,394,000)$
General Fund
Page 29 of 306
Item 8.b.
City Council
Consideration of Fiscal Year 2021-22 Year End Financial Status Report
October 25, 2022
Page 4
Expenditures ($3.4 million lower)
Actual expenditures were $2,394,000 lower than the Budget by 11%. Though all City
departments were underspent, some of the more significant savings occurred in the
Administrative Services, Police, and Community Development Departments. A more
detailed explanation of key expenditure variances by individual department/division is
provided in the attached financial report, however, a summary of the variance is provided
below.
A portion of the variance is attributed to the CIP Fund Transfers of approximately
$930,000 through the end of the fiscal year related to the approval of using excess
reserve fund balance towards the pavement management program totaling
$1,751,000. The 2021 Pavement Management Project was completed under
budget and resulted in a significant savings to the Non -Departmental budget this
fiscal year.
Other favorable departmental variances compared to the Budget include salary
savings and lower contractual service spending, as described in more detail in the
report (Attachment 1).
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Receive and file the Fiscal Year 2021-22 Year End Financial Status Report;
2. Provide other direction to staff.
ADVANTAGES:
The financial report presents an updated review of the City’s financial performance FY
2021-22.
DISADVANTAGES:
No disadvantages have been identified at this time.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachments:
1. Fiscal Year 2021-22 Year End Financial Status Report
Page 30 of 306
ATTACHMENT 1
Page 1
City of Arroyo Grande
Fiscal Year 2021-22
Year-End Financial Status Report
INTRODUCTION
The following report is an overview of the City’s fiscal position at the end of Fiscal Year (FY) 2021-22. The
purpose of this report is to update the public and the City Council on the City’s financial position at the
year end and compare actual results to the Adjusted Budget to determine the City’s performance. The
year-end report timeframe is July 1, 2021 through June 30, 2022.
The financial report is organized in the following sections:
Section 1 – an overview of City’s financial position after the
end of FY 2021-22. As part of the analysis, brief
explanations of significant revenue and expenditure
variances are included.
Section 2 – a listing of any personnel changes occurring
during the year and a summary of headcount by
department. This section also includes the City’s calculated
vacancy rate.
Section 3 – an update on the Capital Improvement Projects
(CIP) managed by the Public Works and Community
Development Departments. This section includes CIP that
were completed along with their final costs.
Section 4 – a listing of Budget Amendment Requests made
throughout the 4th quarter of the fiscal year.
ENSURING FISCAL
STABILITY:
In Fall 2020, the City Council
established a goal to ensure
financial stability for the
organization throughout the
planning, budgeting, and
expenditure process, including
preparation and presentation
of year-end and quarterly
financial reports.
Page 31 of 306
ATTACHMENT 1
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SECTION 1: OVERVIEW OF FINANCIAL POSITION
CITY FUND STRUCTURE
The overall City budget is comprised of many individual funds, which are categorized below. This financial
report will focus primarily on the General Fund but will also report on all Governmental Funds (i.e. Special
Revenue and Debt Service Funds).
General Fund – The General Fund is the primary operating fund of the City, which accounts for resources
and services traditionally associated with government.
Special Revenue Funds – Special revenue funds are used to account for and report the proceeds of specific
revenue sources that are restricted or committed to expenditure for specified purposes other than debt
service or capital projects.
Debt Service Funds – This fund is used to account for the accumulation of resources and payment of long-
term debt principal and interest. This includes the USDA loan issued by the City to finance the relocation
of City Hall.
Enterprise Funds - An enterprise fund is a separate accounting and financial reporting mechanism for
which revenues and expenses are segregated into a fund with financial statements separate from all other
governmental activities. These funds include Water and Sewer services provided to City residents.
Private Purpose Fund – The private-purpose fund was created to hold the assets of the former
Redevelopment Agency of the City of Arroyo Grande until they are distributed.
Agency Funds – Agency funds are funds that the City holds on behalf of another entity. Currently, there
are two Agency funds. One is the Sanitation District fund, which accounts for the receipt and remittance
of wastewater processing fees on behalf of the South San Luis Obispo County Sanitation District. The other
is the Downtown Parking Fund, which collects assessments from Arroyo Grande Village merchants within
the boundaries of the Parking and Business Improvement Area for maintenance of the Village parking lots.
The following chart below shows an overview of the City’s fund structure.
Legislative & Information Services Fire Protection Impact Fees City Hall Debt Service Sewer Successor Agency to RDA Downtown Parking
Administrative Services Public Access Television Sewer Facility Sanitation Distribution
Community Development Police Protection Impact Water
Police Department Park Development Water Facility
Recreation Services Park Improvement Lopez Water
Public Works Recreation Community Center
Grace Lane Assessment District
Parkside Assessment District
Street (Gas Tax)
Traffic Signalization
Traffic Circulation
Transportation Facility Impact
Transportation
In-Lieu Water Neutralization
In-Lieu Affordable Housing
Tourism Business Improvement Dist.
Water Availability
CDBG Grant Fund
American Rescue Plan Act (ARPA)
State COPS Block Grant Agency FundsSpecial Revenue FundsFIDUCIARY FUNDSGOVERNMENTAL FUNDS
ALL FUNDS
PROPRIETORY FUNDS
General FundDebt Service FundsEnterprise FundsPrivate Purpose FundPage 32 of 306
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CURRENT YEAR ACTUALS COMPARED TO PRIOR YEAR
Table 1 below reflects revenue and expenditure patterns of FY 2021-22 and compares results against the
FY 2020-21 results for all Governmental Funds as well as the City’s General Fund. The table reflect the
year end actuals for both revenue and expenditures.
Table 1
The following discussion focuses on both the City’s Governmental Funds and the General Fund and
provides a comparison between FY2021-22 and FY 2020-21 for both revenue and expenditures.
Governmental Funds and General Fund revenue and expenditures for FY 2021-22 are higher when
compared to the prior year. The Governmental Funds category includes Special Revenue Funds, Debt
Service Funds, as well as the General Fund.
Governmental Funds – At the end of the FY 2021-22, Governmental Fund revenue was $4.0 million
higher than the prior year, and expenditures were $3.1 million higher than FY 2020-21.
The majority of the revenue and expenditure variances in Governmental Funds were attributed to
variances within the General Fund and the newly created American Rescue Plan Act (ARPA) Fund,
which is separate from the General Fund and not otherwise addressed in this report. The
Governmental Funds category includes the General Fund as well as other Special Revenue Funds. The
General Fund and ARPA Fund variances are explained as follows:
General Fund – The General Fund is the primary operating fund of the City and accounts for resources
and services traditionally associated with government. General Fund revenue through the end of the
FY 2021-22 was $2.6 million higher than the prior year. The largest variances are related to an increase
in Property Tax, Sales Tax, and Transient Occupancy Tax. Expenditures were $1.9 million higher
through the end of this year versus the prior year.
ARPA Fund – The ARPA Fund was created to separately track funding provided pursuant to the
American Rescue Plan Act. This Act is intended to provide financial aid to families, governments,
businesses, schools, non-profits and others impacted by the COVID-19 public health crisis. In FY 2021-
22, the City received $2,150,121 in ARPA funds. In FY 2021-22, ARPA expenditures incurred totaled
$604,246. The remaining $1,545,875 ARPA funds received in FY 2021-22 will be reflected as deferred
revenue and recognized in future years as expenditures are incurred.
Page 33 of 306
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GENERAL FUND IMPACTS
The following discussion focuses on the City’s General Fund performance. Chart 1 starts off with a simple
overview of General Fund performance compared to the budget. Next are expenditures by category (Table
2). This is followed by a summarized look at FY 2021-22 actual expenditures compared to the budget
(Table 3). Lastly, a discussion of General Fund revenue is included, which compares actual results to the
budget (Table 4).
Chart 1
Chart 1 shows a simple comparison of
actual revenue and expenditures to the
budget. The actual General Fund revenue
is more than the budget by $2.0 million,
or 10% above budgeted revenues. The
actual expenditures totaled $18.8 million
for the year, or 11.3% less than the $21.2
million budget. A more detailed
discussion on General Fund revenue and
expenditure variances is included later in
this report.
Table 2
Table 2 reflects major expenditure cost
categories within the General Fund. This
chart is intended to explain where the
City’s resources were spent during the
fiscal year. Within the total expenditures
of $18.8 million, 57.5% of the City’s costs
are associated with personnel, 34.3%
with operating and maintenance, 0.8%
for the City’s debt service and capital
outlay, and 7.4% with transfers to other
funds.
Table 3 reflects the year end status of all General Fund operating departments. Some departments include
multiple divisions. The divisions are consolidated under their respective department, rather than reflected
individually within the table.
FY 2021-22 % of
Actuals Actuals Accounts
Personnel Costs 10,838,771$ 57.5%5100-5199
Operating Costs 6,454,835 34.3%5200-5799
Debt Service 128,493 0.7%5801-5803
Capital Outlay 12,998 0.1%6001-6201
Transfers Out 1,400,056 7.4%5902-5909
Total 18,835,153$
18,835,153.69
1$
Expenditure Category
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Table 3 – General Fund Expenditures by Department
Overall, FY 2021-22 expenditures were under the Adjusted Budget by 11% or $2.4 million. Though all City
departments were underspent, some of the more significant savings occurred in the Administrative
Services, Police, and Community Development Departments. A more detailed explanation of key
expenditure variances by individual department/division is provided below.
KEY EXPENDITURE VARIANCES FOR INDIVIDUAL DIVISIONS/DEPARTMENTS
The Administrative Services Department includes the
City’s Fiscal as well as Information Technology
functions. The annual CalPERS UAL retirement payment
was budgeted at $1,571,900 but the actual expenditure
was $1,519,503, resulting in a favorable variance to the
budget of $52,397. The remaining variance is related to
CIP Fund Transfers of approximately $930,000 through the end of the fiscal year related to the approval
of using excess reserve fund balance towards the 2021 Pavement Management Project totaling
$1,751,000. This project was completed under budget and resulted in a significant savings to the Non-
Departmental budget this fiscal year.
Police Services includes the functions of Administration,
Patrol Services, Support Services and the Office of
Traffic Safety (OTS) Grant for Traffic/DUI Enforcement
Program. For simplicity, divisions will be analyzed in
total rather than by individual division. Some of the
more significant variances include:
The Police Patrol Division currently has three vacancies of 2 Police Officer positions and a Training
Technician through the end of FY 2021-22, resulting in labor savings of approximately $432,900.
The variance for Police Administration Machinery and Equipment through the end of the fiscal
year resulted in a favorable variance of $25,800.
City Administration 1,169,656$ 1,125,993$ 43,663$ 4%1,072,096$
Legislative & Information Services 439,875 365,343 74,532 17%357,848
Administration Services 6,007,780 5,077,299 930,481 15%4,624,677
Non-Departmental Annual Payments 2,290,692 2,238,295 52,397 2%1,616,886
Community Development 2,117,900 1,525,663 592,237 28%1,452,993
Police Department 6,054,842 5,590,021 464,821 8%5,089,736
Recreation Services 1,117,500 1,072,351 45,149 4%880,918
Public Works 2,030,908 1,840,188 190,720 9%1,825,245
TOTAL EXPEDITURES 21,229,153 18,835,153 2,394,000 11%16,920,398
89%
114%
FY 2020-21 Actuals
%
Fav/(Unfav)
General Fund Department Variances - Year End
General Fund Department 2021-22
Adjusted Budget
2021-22
Actuals
Dollar
Fav/(Unfav)
Department: Administrative Services
Division: 4120-Administrative Services and
4145-Non Departmental
Issue: Overall savings from CalPERS
prepayment and CIP Fund Transfers
Impact to General Fund: $982,878 savings
Department: Police Services
Division: Various (4201, 4203, 4204, 4208,
4209)
Issue: Overall savings in salaries and
benefits
Impact to General Fund: $464,821 savings
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The Community Development Department includes the
functions of Planning, Engineering, and Building &
Safety Divisions. The majority of the favorable variance
in this department can be attributed to salary savings
and lower spending in contractual services. Salary
savings within Community Development is attributed to a number of staffing variances that occurred
through the fiscal year and include:
The vacancy of the Building Permit Technician position in the Building division was filled in June
2022 but remained vacant the majority of the fiscal year resulting in labor savings of
approximately $59,650. During this fiscal year, this service has been provided by the City’s
Building Services contractor until the recruitment was completed.
The vacancies within the Planning Division have ranged from Planning Manager for approximately
10 months, Community Services Specialist for approximately 8 months, and Assistant Planner for
1 month resulting in labor savings of approximately $263,600.
The vacancy of the part-time Intern position and salary savings from the Permit Tech position
being hired at a lower step than budgeted resulted in labor savings of approximately $45,300.
Minimal contractual services for the Planning Division were incurred through the end of the third
quarter resulting in $214,915 of favorability to the Target. The following table will summarize
where these savings occurred:
The variance for Community Development Travel and Membership Expenditures through the end
of the fiscal year resulted in $6,640 of favorability to the budget. This variance is related to the
continued COVID-19 pandemic and its impact on trainings being attended this fiscal year.
Budget Expenditures Variance 75%
150,000 - 150,000
10,000 - 10,000
50,000 - 50,000
30,000 25,085 4,915
240,000 25,085 214,915
-
Engineering Contractual Services Budget Expenditures Variance
Stormwater:
2nd Nature Software 9,000 8,324 676
On-Call Planning Services and Misc. Planning Studies
On-Call Environmental Review Services
Comprehensive General Plan Studies
Comprehensive General Plan Update
Planning Contractual Services
Department: Community Development
Division: Various (4301, 4130, 4212)
Issue: Overall savings in salaries and
contractual services
Impact to General Fund: $592,237 savings
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KEY REVENUE VARIANCES BY ACCOUNT
Table 4 – General Fund Revenue
As reflected in Table 4, actual revenue exceeded the Adjusted Budget by $2,008,826. The budget was
conservative due to the continued unknowns related to the COVID-19 pandemic during the fiscal year. A
more detailed discussion is included below to help explain actual revenue variances.
Property Tax –The majority of the City’s property tax revenue comes from Secured Property Taxes.
Property tax ended the year favorable by $425,925, or 8% above the Adjusted Budget. Property tax
collected grew 4% over the previous fiscal year, as the housing market continued to rise. Property tax
represents 28% of the City’s annual revenue.
Sales Tax – Actual sales tax revenue exceeded the Adjusted Budget by $901,984, or 20% above the
Adjusted Budget. Sales tax collected grew 21% over the previous fiscal year. Certain business categories
like building and construction, online shopping, general consumer goods, and fuel and service stations
continued to show strong sales tax receipts and exceeded expectations. Additionally, the City received a
late payment dating as far back as 3rd quarter of 2020 totaling approximately $360,000 that is also
reflected in this total.
Transient Occupancy Tax (TOT) – TOT revenue is reflecting an $504,939 favorable variance to the
Adjusted Budget. TOT continues to exceed Adjusted Budget and projections reflecting the highest amount
of TOT the City has received in a fiscal year.
License & Permit Fees and Planning Fees – License and permit revenue fell short of the Adjusted Budget
by $238,092. Planning revenue fell short of the Adjusted Budget by $99,679. The majority of the variance
is due to fewer permits being issued through the end of the fiscal year. Revenue in this category is
customer driven and fluctuates over the course of a year as well as year over year based on demand.
Property Tax 5,665,926$ 6,091,851$ 425,925$ 8%(4001-4005, 4013)
Sales Tax 4,487,142 5,389,126 901,984 20%(4011,4012)
Transient Occ. Tax 972,000 1,476,939 504,939 52%4010
Property Tax in Lieu of VLF 1,895,649 1,901,447 5,798 0%4007
Franchise Fees 696,900 782,494 85,594 12%4030
License & Permit Fees 571,200 432,787 (138,413) -24%(4100-4189)
User Fees 504,000 597,734 93,734 19%(4300-4376)
Planning Fees 510,500 410,821 (99,679) -20%(4500-4518)
Recreation Fees 524,095 827,286 303,191 58%(4600-4655)
Transfers In 3,089,400 2,993,204 (96,196) -3%(4900-4952)
Other Revenue 738,793 760,742 21,949 3%(4700-4880)(4050)(4200-4203)(4400-4499)
TOTAL 19,655,605 21,664,431 2,008,826 10%
Eden 19,655,605 21,664,431
Variance - -
- -
110%21%
25%39%
% Fav/(Unfav)
General Fund Revenue Variances - Year End
REVENUE BY CATEGORY 2021-22 Adjusted
Budget
FY 2021-22
Actuals
Dollar
(Unfav)/Fav
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Recreation Fees – Recreation revenue is reflecting a $303,191 favorable variance to the adjusted Budget.
The recreation revenue budget estimates were conservative due to the many unknowns related to
childcare activities and the COVID-19 pandemic.
FUND BALANCE
The actual Fund Balance for the General Fund ended the year at $10.9 million. Fund Balance increased
this year from $8.1 million at Fiscal Year End 2020-21 because actual revenue exceeded expenditures by
approximately $2.8 million. The City’s auditors are working with Staff to complete the Annual
Comprehensive Financial Report, which will confirm the Fiscal Year End 2021-22 Fund Balance. When this
report is finalized, staff will report the final Fund Balance for the General Fund. At this time, the year-end
reserve fund balance is computed to be 57.8% and exceeds the City’s Fund Balance reserve goal of 20%.
Page 38 of 306
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SECTION 2: POSITION CHANGES AND HEADCOUNT NUMBERS
POSITION ALLOCATION CHANGES MADE BY THE CITY COUNCIL (Year-End)
Division 4307 – Public Works Administration
Add 1 Associate Engineer
FULL TIME EQUIVALENT (FTE) BY DEPARTMENT – PERMANENT STAFF ONLY
The following table reflects FTE staffing by department as of June 30, 2022. The table only includes
permanent staff and does not include part-time or temporary staffing. While departments may hire part-
time staff on a regular or seasonal basis, they are not included in the analysis below.
EMPLOYEE VACANCY RATE
The City’s employee vacancy rate at the end of FY 2021-22 was 8%. This equates to six (6) vacant positions.
The vacancy rate tracks the number of permanent vacant positions at the end of the quarter in comparison
to the total number of permanent positions available. Unlike a turnover rate, which tracks employees that
separated during the period, the vacancy rate only looks at vacancies at the end of period. The costs
associated with turnover includes the cost of advertising new positions, training, overtime, lowered
productivity, and workload balance.
Department Budget Headcount
(Full-Time)
Vacancies
(Year end)
% of Total
Staffing Vacant Positions
City Adminstration 2 - 3%
Administrative Services 7 - 9%
Community Development 10 1 13%Assistant Planner
Legislative & Info Services 2 - 3%
Police Services 29 3 38%Police Officer (3)
Public Works 23 2 30%Maintenance Worker, Associate Engineer
Recreation Services 3 - 4%
Total 76 6 100%
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SECTION 3: UPDATE ON COMPLETED CAPITAL PROJECTS
This information is provided to keep Council apprised of the status of the City’s Capital Improvement
Projects (CIP). The projects listed below represent projects that were completed in the fourth quarter FY
2021-22.
Project Title Comments
Total Amount
Budgeted for
Project
Total Final
Project Costs % Expended Funding
Sources
Storm Drain System at 251 East
Grand Avenue
The project consisted of abandoning and
filling a failed CMP and boring a new steel
storm drain pipe
525,800 486,111 92%Sales Tax
BSB Habitat Mitigation - Year 2
Mitigation planting for the Rehabilitation
project; Five-year monitoring and reporting
period
317,419 TBD TBD HBP
Galvanized Service Replacments Replacement of galvanized water service
laterals with new PVC service laterals 96,826 8,733 9%Water Annual project. Unused funds requested to be carried ober.
Network Switch Replacement
Replace Core, SAN, and TOR switches in
FY21-22, and distribution switches in FY22-
23.
46,000 TBD TBD Sales Tax
Tennis Court Resurfacing
Resurface tennis and pickleball courts and
replace tennis net sleeves at Soto Sports
Complex
40,000 40,000 100%Park
Improvement
Soto Sports Complex Fencing
Repairs
Replace segments of broken chain-
link/barbed wire fencing throughout the
Soto Sports Complex
15,742 12,790 81%Park
Improvement Annual project. Unused funds requested to be carried ober.
FY 2021-22 Fourth Quarter - Completed Capital Improvement Projects
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SECTION 4: APPROPRIATION TRANSFERS AND BUDGET ADJUSTMENTS
Administrative and Previously-Approved Fourth Quarter Budget Adjustments
The following third quarter budget adjustments were previously approved by Council or are classified as
administrative and not requiring Council approval.
$27,550 Public Works Department: Appropriated General Fund money totaling $27,550 to add an
Associate Engineer position to provide additional Capital Improvement Program (CIP) support. With the
influx of American Rescue Plan Act (ARPA) Funds, there is a large increase in CIP projects to complete, in
addition to the growing infrastructure projects planned to be completed in the future. Approved on
02/22/2022 Council meeting, item 8.b. for an effective date in the fourth quarter of FY 2021-22.
In general, revenues and expenditures in all other funds are on target with projections and prior year trends.
No other adjustments are required at this time.
Page 41 of 306
Item 8.c.
MEMORANDUM
TO: City Council
FROM: Whitney McDonald, City Manager
Timothy J. Carmel, City Attorney
SUBJECT: Consideration of Adoption of a Resolution Declaring a Continued
Local Emergency Related to the COVID-19 Pandemic and Authorizing
the Continuance of Remote Teleconference Meetings of the
Legislative Bodies Pursuant to Government Code Section 54953(e)(3)
DATE: October 25, 2022
SUMMARY OF ACTION:
Adoption of the Resolution will continue the declared local emergency related to the
COVID-19 pandemic and will also enable the City to continue to comply with the
requirements of legislation, AB 361, to authorize the continued use of teleconferencing
for meetings of the City’s legislative bodies.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There are no direct fiscal impacts related to the proposed action; however, adoption of
the Resolution will facilitate the ability for the City to request resources including financial
support and reimbursement from the State Office of Emergency Services and the Federal
Emergency Management Agency for costs incurred in preparation and/or response to the
COVID-19 pandemic.
RECOMMENDATION:
Adopt a Resolution declaring a continued local emergency related to the Coronavirus
(COVID-19) pandemic and authorizing the continuance of remote teleconference
meetings pursuant to Government Code Section 54953(e)(3).
BACKGROUND:
As the City Council is aware, in accordance with Section 8.12.060 of the Arroyo Grande
Municipal Code, the former City Manager, in his capacity as the Dire ctor of Emergency
Services, proclaimed a local emergency on March 16, 2020, regarding the COVID -19
pandemic. The City Council ratified the proclamation at its regular meeting on March 24,
2020, and adopted resolutions declaring a continued local emergency since that time as
the pandemic has persisted.
Page 42 of 306
Item 8.c.
City Council
Consideration of Adoption of a Resolution Declaring a Continued Local
Emergency Related to the COVID-19 Pandemic and Authorizing the Continuance
of Remote Teleconference Meetings of the Legislative Bodies Pursuant to
Government Code Section 54953(e)(3)
October 25, 2022
Page 2
In addition, AB 361 amended Government Code Section 54953, adding a new subsection
(e) that permits legislative bodies, when there is a proclaimed State of Emergency
declared by the Governor pursuant to Government Code Section 8625, to make a
determination to authorize meeting remotely via teleconferencing as a result of the
emergency. To do so, a resolution would need to be adopted in which the legislative body
finds that meeting in person would present imminent risks to the health or safety of
attendees, or that State or local officials have imposed or recommended measures to
promote social distancing.
The City Council first adopted a Resolution making findings in accordance with AB 361
and Government Code Section 54953(e) at its September 28, 2021 meeting. The
Resolution is valid for thirty (30) days after teleconferencing for the first time under the
new regulations. If the State of Emergency remains active after that 30 day period, the
local agency may act to renew its resolution authorizing remote teleconferenced meetings
by passing another resolution which includes findings that the State of Emergency
declaration remains active, the local agency has reconsidered the circumstances of the
State of Emergency, and the local agency has either identified: A) ongoing, direct impacts
to the ability to meet safely in-person, or B) active social distancing measures as directed
by relevant State or local officials.
In the past, the City has adopted separate resolutions related to the continuing emergency
declaration and the continuance of remote teleconference meetings pursuant to
Government Code Section 54953(e)(3). Staff has combined the two items into one
resolution to eliminate the need for separate agenda items.
ANALYSIS OF ISSUES:
Arroyo Grande Municipal Code Section 8.12.065(C) provides that the City Council is to
“Review the need for a continuing emergency declaration at regularly scheduled meetings
at least every twenty-one (21) days until the emergency is terminated.” Accordingly, the
City Council has adopted the appropriate Resolutions declaring a continued local
emergency related to the COVID-19 pandemic within the required 21-day time period
since the ratification of the proclamation at its March 24, 2020 meeting.
This item is being presented to the City Council to satisfy the requirements of Section
8.12.065(C) given the ongoing State of Emergency proclaimed by the Governor, the
ongoing public health orders issued by the State, and the ongoing work requi red of City
staff to respond to the pandemic and these proclamations and orders. In addition, the
Resolution will allow the City to continue conducting its public meetings via
teleconference. The Resolution includes continued findings based upon a determin ation
that, as a result of the proclaimed State of Emergency in California due to the COVID-19
pandemic and its continued spread in San Luis Obispo County and Arroyo Grande
Page 43 of 306
Item 8.c.
City Council
Consideration of Adoption of a Resolution Declaring a Continued Local
Emergency Related to the COVID-19 Pandemic and Authorizing the Continuance
of Remote Teleconference Meetings of the Legislative Bodies Pursuant to
Government Code Section 54953(e)(3)
October 25, 2022
Page 3
through the Omicron, BA2 and other variants of SARS-CoV-2, which are far more
transmissible than prior variants of the virus and, as even fully vaccinated individuals can
spread the virus to others, holding meetings in person would present imminent risks to
the health or safety of attendees.
While the Resolution provides authority for the City to continue conducting public
meetings remotely for the next thirty (30) days, the City has also determined to resume
meetings in-person prior to the expiration of that thirty-day period, and conducted the City
Council meetings beginning on March 8, 2022, as in-person meetings at Council
Chambers while also retaining an option for the public, staff, and consultants to participate
via Zoom. It is recommended that the proposed Resolution be adopted to continue to
provide flexibility for future meetings of the City Council and its advisory bodies in the
event that guidance from the State or County Health Officers changes within the next
thirty (30) days. This flexibility will also allow members of the City Council or advisory
bodies to attend meetings remotely if they also desire or if they are required to quarantine
due to exposure to COVID-19.
Based upon the foregoing, it is recommended that the City Council adopt the Resolution
declaring the need to continue the emergency declaration an d also authorizing the
continuance of remote teleconference meetings pursuant to Government Code Section
54953(e)(3).
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Adopt the Resolution declaring the need to continue the declared local emergency
and authorizing the continuance of remote teleconference meetings;
2. Do not adopt the Resolution; or
3. Provide other direction to staff.
ADVANTAGES:
Adoption of the Resolution will satisfy the requirement of the Arroyo Grande Municipal
Code regarding the periodic review of the declared local emergency related to the COVID-
19 pandemic. It will also satisfy the requirements of Government Code Section
54953(e)(3) and allow the City to safely continue carrying out its business in a manner
that will minimize the risk of contracting COVID-19 for everyone involved.
DISADVANTAGES:
No disadvantages have been identified to adopting the Resolution.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
Page 44 of 306
Item 8.c.
City Council
Consideration of Adoption of a Resolution Declaring a Continued Local
Emergency Related to the COVID-19 Pandemic and Authorizing the Continuance
of Remote Teleconference Meetings of the Legislative Bodies Pursuant to
Government Code Section 54953(e)(3)
October 25, 2022
Page 4
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachments:
1. Proposed Resolution
Page 45 of 306
ATTACHMENT 1
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE DECLARING A CONTINUED LOCAL
EMERGENCY RELATED TO THE CORONAVIRUS (COVID-
19) PANDEMIC AND AUTHORIZING THE CONTINUANCE
OF REMOTE TELECONFERENCE MEETINGS OF THE
LEGISLATIVE BODIES OF THE CITY OF ARROYO
GRANDE PURSUANT TO GOVERNMENT CODE SECTION
54953(e)
WHEREAS, in accordance with Section 8.12.060 of the Arroyo Grande Municipal Code,
the former City Manager, in his capacity as the Director of Emergency Services
proclaimed a local emergency on March 17, 2020, regarding the COVID-19 pandemic;
and
WHEREAS, the City Council ratified the emergency proclamation through adoption of
Resolution No. 4974 at its regular meeting on March 24, 2020; and
WHEREAS, Arroyo Grande Municipal Code Section 8.12.065(C) provides that the City
Council is to review the need for a continuing emergency declaration at regularly
scheduled meetings at least every twenty-one (21) days until the emergency is
terminated; and
WHEREAS, the City Council has adopted Resolutions declaring a continued local
emergency related to the coronavirus (COVID-19) pandemic on April 14, April 28, May
12, May 26, June 9, June 23, July 14, August 11, August 25, September 8, September
22, October 13, October 27, November 10, November 24, December 8, 2020, January
12, January 26, February 9; February 23; March 9, March 23, April 13, April 27, May 11,
May 25, June 8, June 22, July 27, August 10, August 24, September 14, September 28,
October 12, October 26, November 9, November 23, December 14, 2021, January 11,
January 25, February 8, February 22, March 8, March 22, April 12, April 26, May 10, May
24, June 14, June 28, July 26, August 9, August 23, September 13, September 27, and
October 11, 2022; and
WHEREAS, the Secretary of Health and Human Services Director issued a Determination
that a Public Health Emergency Exists and has e xisted as of January 27, 2020; and
WHEREAS, the President of the United States declared a State of National Emergency;
the Governor of the State of California has proclaimed a State of Emergency for the State
of California and issued Executive Orders and direction regarding measures to mitigate
the spread of cases of COVID-19 within the State of California and all recitals set forth
therein, are included as though fully set forth herein; and
Page 46 of 306
RESOLUTION NO.
PAGE 2
WHEREAS, subsequently, in March 2020, in response to the COVID-19 pandemic,
Governor Newsom issued Executive Orders N-25-20 and N-29-20. These orders
suspended certain elements of the Brown Act and specifically allowed for legislative
bodies as defined by the Brown Act to hold their meetings entirely electronica lly with no
physical meeting place. On June 11, 2021, Governor Newsom issued Executive Order N -
08-21 which provided that the provisions in Executive Order N-29-20 suspending certain
elements of the Brown Act would continue to apply through September 30, 20 21; and
WHEREAS, on September 16, 2021 Governor Newsom signed AB 361, which added
subsection (e) to Government Code section 54953 of the Brown Act, and makes provision
for remote teleconferencing participation in meetings by members of a legislative body,
without compliance with the requirements of Government Code section 54953(b)(3),
subject to the existence of certain conditions; and
WHEREAS, a required condition of AB 361 is that a state of emergency is declared by
the Governor pursuant to Government Code section 8625, proclaiming the existence of
conditions of disaster or of extreme peril to the safety of persons and property within the
State caused by conditions as described in Government Code section 8558; and
WHEREAS, the City Council has adopted a Resolution making findings in accordance
with AB 361 and Government Code Section 54953(e) authorizing remote teleconference
meetings on September 28, October 26, November 23, and December 14, 2021, and on
January 25, February 22, March 22, April 12, May 10, June 14, June 28, July 26, August
23, and September 27, 2022; and
WHEREAS, the COVID-19 pandemic continues to spread rapidly worldwide and in the
U.S., continuing to present an immediate and significant risk to public health and safety,
and resulting in serious illness or death to vulnerable populations, including the elderly
and those with underlying health conditions.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Arroyo Grande
that:
1. All recitals set forth above, are true, correct and incorporated herein.
2. A local emergency is declared to continue to exist throughout the City of Arroyo
Grande, and the City has been undertaking, and will continue through termination
of this emergency to undertake necessary measures and incur necessary costs,
which are directly related to the prevention of the spread of COVID -19 and are
taken in furtherance of: the Secretary of Health and Human Services’
determination that a public health emergency has existed since January 27, 2020;
the Governor’s Proclamation of a State of Emergency on March 4, 2020; the
President of the United States’ Declaration of a National Emergency on March 13,
2020 and the City Director of Emergency Services’ Proclamation of Local
Emergency on March 17, 2020; and related orders and directives.
Page 47 of 306
RESOLUTION NO.
PAGE 3
3. In accordance with the requirements of Government Code Section 54953(e)(3),
the City Council of the City of Arroyo Grande hereby finds and determines that it
has reconsidered the circumstances of the State of Emergency and tha t the State
of Emergency continues to exist and to directly impact the ability to meet safely in
person due to the COVID-19 pandemic, and its continued spread in San Luis
Obispo County and Arroyo Grande through the Omicron,BA2 and other variants of
SARS-CoV-2, which are far more transmissible than prior variants of the virus, and
can be spread to others even by fully vaccinated individuals, and therefore holding
meetings in person would present imminent risks to the health or safety of
attendees.
4. The City Manager and legislative bodies of the City of Arroyo Grande are hereby
authorized and directed to take all actions necessary to carry out the intent and
purpose of this Resolution including, continuing to conduct open and public remote
teleconferencing meetings in accordance with the requirements of Government
Code section 54953(e) and other applicable provisions of the Brown Act.
5. This Resolution shall take effect immediately upon its adoption and shall be
effective for thirty (30) days after its adoption, subject to being extended for an
additional 30 day period by the City Council’s adoption of a subsequent resolution
in accordance with Government Code section 54953(e)(3) to further extend the
time during which the legislative bodies of the City of Arroyo may continue to
teleconference without compliance with paragraph (3) of subdivision (b) of
Government Code section 54953.
On motion of Council Member , seconded by Council Member , and
by the following roll call vote, to wit:
AYES:
NOES:
ABSENT:
The foregoing Resolution was approved this 25th day of October, 2022.
Page 48 of 306
RESOLUTION NO.
PAGE 4
CAREN RAY RUSSOM, MAYOR
ATTEST:
JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
WHITNEY MCDONALD, CITY MANAGER
APPROVED AS TO FORM:
TIMOTHY J. CARMEL, CITY ATTORNEY
Page 49 of 306
Item 8.d.
MEMORANDUM
TO: City Council
FROM: Whitney McDonald, City Manager
Timothy J. Carmel, City Attorney
SUBJECT: Consideration of Adoption of a Resolution Declaring City-Owned
Property Located at 400 W. Branch Street As Non-Exempt Surplus
Property and Directing Staff to Proceed to Dispose of the Property
Pursuant to the Surplus Land Act
DATE: October 25, 2022
SUMMARY OF ACTION:
Adoption of the Resolution will declare the property located at 400 W. Branch Street to
be non-exempt surplus property and authorize staff to proceed with taking the necessary
actions for compliance with the Surplus Land Act, Government Code Sections 54220 -
54233 (“Act”), which is required by the Act before otherwise disposing of surplus property.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
No financial impact is anticipated from the declaration of the property as non -exempt
surplus property or undertaking the Surplus Land Act process, however, staff resources
will be necessary to complete the statutory process.
RECOMMENDATION:
Adopt a Resolution Declaring City-Owned Property located at 400 W. Branch Street
(APNs: 007-011-055 and 007-055-056) as non-exempt surplus property and direct staff
to proceed to dispose of the property pursuant to the Act.
BACKGROUND:
The City of Arroyo Grande is the owner in fee simple of that certain real property located
at 400 W. Branch Street in the City of Arroyo Grande (APNs: 007-011-055 and 007-055-
056), (the “Property"). The Property is undeveloped, subject to an agreement with the
County of San Luis Obispo, and a lease agreement and development agreement with the
5 Cities Community Service Foundation related to a community sports and recreation
facility project that is no longer being pursued. It also has the potential for development
of a hotel project which would provide needed revenue to the City and tourism business
to the community.
Page 50 of 306
Item 8.d.
City Council
Consideration of Adoption of a Resolution Declaring City-Owned Property Located
at 400 W. Branch Street As Non-Exempt Surplus Property and Directing Staff to
Proceed to Dispose of the Property Pursuant to the Surplus Land Act
October 25, 2022
Page 2
City staff is working with the County to resolve issues related to its agreement, as well as
addressing the issues related to the lease agreement and development agreement with
the 5 Cities Community Service Foundation.
City staff has evaluated the Property for its potential to be used for City work or operations,
and has determined that it is not suitable or needed for existing or future City use. It is not
otherwise being used by the City except as a temporary lay down area for public works
projects, and no planned City facility or building that the City can financially afford to
construct is feasible for the site.
ANALYSIS OF ISSUES:
The Act governs the disposal of surplus property by public agencies in California. The Act
was substantially amended in 2019 (AB 1486), with a number of new provisions, including
new requirements relating to enforcement by the California Department of Housing and
Community Development (HCD) that became effective January 1, 2021. Under the Act,
“surplus land” is land owned by the City for which the City Council takes formal action in
a regular public meeting declaring the land is surplus and not necessary for the City's
use. The land must be declared either exempt surplus land or non -exempt surplus land.
AB 1486 has created a system whereby surplus public property is to be made available
for affordable housing. As further explained below, the Act requires that written notice of
the availability of surplus land must be sent to certain designat ed entities.
Every local agency, prior to agreeing to terms for the disposition of surplus land, is
required to provide HCD with a description of the process followed to dispose of the land.
HCD must then review the description and submit written findings to the local agency. If
notified by HCD of a violation of the Act, and if the local agency fails to correct its violation
within a certain period of time, then HCD may impose a penalty on the local agency of up
to 30% of the final purchase price of surplus property sold, and up to 50% for repeat
violations. The Act also provides that any "beneficially interested person or entity" may
bring an action to enforce the statute and the Attorney General may also bring an
enforcement action, including seeking injunctive and declarative relief.
The following summarizes the process that must be followed under the Act:
1. Determination of Surplus Status by City Council
Prior to taking any action to dispose of real property, the City must declare the property
as “surplus land” or “exempt surplus land” pursuant to Government Code Section
54221(b)(1) The declaration must be made at a regular meeting and must be supported
by written findings.
2. Notices of Availability (“NOA”)
Page 51 of 306
Item 8.d.
City Council
Consideration of Adoption of a Resolution Declaring City-Owned Property Located
at 400 W. Branch Street As Non-Exempt Surplus Property and Directing Staff to
Proceed to Dispose of the Property Pursuant to the Surplus Land Act
October 25, 2022
Page 3
The Act requires that written notice of the availability of surplus land must be sent to the
below entities. HCD has developed a form for the written notice:
a. Low- and Moderate-Income Housing
i. Local public entities authorized to engage in or assist in the development or
operation of housing for persons and families of low or moderate income;
and
ii. Housing sponsors qualified to either own, construct, acquire, or rehabilitate
a housing development for the purpose of housing that have notified HCD
of their interest in surplus land for the purpose of d eveloping low- and
moderate-income housing.
b. Open Space
i. Park or recreation departments of the County and cities;
ii. Any regional park authority; and
iii. The State Resources Agency.
c. School Facilities or Open Space for Schools
School districts that may wish to use the land for school facilities construction or
open space purposes.
d. Infill Opportunity Zone or Transit Village
A county, cities, successor agencies to a former redevelopment agency, public
transportation agencies, or housing authorities for the purpose of developing
property located within an infill opportunity zone or within an area covered by a
transit village plan.
3. 60 Days to Respond to an NOA
Any entity or association (“Interested Party”) desiring to purchase or lease the surplus
land for any of the above-mentioned purposes must notify the City in writing of its interest
in purchasing or leasing the land within 60 days after the NOA is sent via certified mail or
provided via electronic mail.
4. 90 Days for Good Faith Negotiations
If entities express interest in purchasing and developing the land, including for affordable
housing purposes, the City must engage in good faith negotiations as follows:
a. The City and the Interested Party(ies) enter into good faith negotiations to
determine a mutually satisfactory sales price and terms or lease terms. If the price
Page 52 of 306
Item 8.d.
City Council
Consideration of Adoption of a Resolution Declaring City-Owned Property Located
at 400 W. Branch Street As Non-Exempt Surplus Property and Directing Staff to
Proceed to Dispose of the Property Pursuant to the Surplus Land Act
October 25, 2022
Page 4
or terms cannot be agreed upon after a good faith negotiation period of not less
than 90 days, the land may be disposed of without further regard to surplus land
procedures.
b. The required 90-day period for participating in negotiations does not include the
time for commissioning of appraisals, due diligence prior to disposition,
discussions with brokers or real estate agents not representing a potential buyer,
or other studies to determine value or best use of land, issuance of a request for
qualifications, development of marketing materials, or discussions conducted
exclusively among City employees and Council members.
5. Report to California Department of Housing and Community Development
a. Prior to agreeing to terms for the disposition of surplus land, the City is required to
provide to HCD the following information. This information may be submitted after
the City has sent an NOA and concluded negotiations with any Interested
Party(ies).
i. The Notice of Availability;
ii. Description of the negotiations conducted with any Interested Party(ies);
and
iii. A copy of any restrictions to be recorded against the land regarding any
residential units and any requirement that a certain percentage of such units
be sold or rented at an affordable housing cost, as required by the
applicable law.
b. HCD then has 30 days to notify the City of any violations of the Act. Presuming
that the City has not already disposed of the surplus land, the City will then have
60 days to cure and correct the alleged violation before HCD may assess a penalty,
notify the California Attorney General or before an action may be brought against
the City by any interested party specified in the Act.
c. Any purchase and sale transaction shall be contingent upon the City not receiving
a notice of noncompliance from the HCD within 30 days from the date the above -
mentioned information is received by the HCD.
6. Sale of Surplus Land after Completion of Surplus Land Procedures
Page 53 of 306
Item 8.d.
City Council
Consideration of Adoption of a Resolution Declaring City-Owned Property Located
at 400 W. Branch Street As Non-Exempt Surplus Property and Directing Staff to
Proceed to Dispose of the Property Pursuant to the Surplus Land Act
October 25, 2022
Page 5
If entities receiving Notices of Availability do not timely indicate an interest in the purchase
of the land, or terms of sale cannot be agreed upon under the requirements of the surplus
land procedures, then the City can proceed to sell the property to other interested parties.
It is recommended that the City Council adopt the attached Resolution finding that the
Property is non-exempt surplus land based upon staff’s analysis, as set forth above, and
that the Property is surplus and not needed for the City’s use.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Adopt the Resolution Declaring City-Owned Property located at 400 W. Branch
Street (APNs: 007-011-055 and 007-055-056) as non-exempt surplus property and
direct staff to proceed to dispose of the property pursuant to the Surplus Land Act.
2. Do not adopt the Resolution; or
3. Provide other direction to staff.
ADVANTAGES:
Adoption of the Resolution will initiate the process of complying with the Surplus Land
Act, in order for the City to be able to dispose of the Property located at 400 W. Branch
Street.
DISADV ANT AGES:
If the Resolution is not adopted, the City will be una ble to proceed with disposal of the
Property.
ENVIRONMENTAL REVIEW:
As set forth in the Resolution with regard to the applicability of the California
Environmental Quality Act (Public Resources Code Section 21000 et seq.) (“CEQA”), City
staff has determined that the designation of the Property as non -exempt surplus land
does not have the potential for creating a significant effect on the environment and is
therefore exempt from further review under CEQA pursuant to State CEQA Guidel ines
Section 15060(c)(3) because it is not a project as defined by the CEQA Guidelines
Section 15378. Adoption of the Resolution does not have the potential for resulting in
either a direct physical change in the environment or a reasonably foreseeable ind irect
physical change in the environment. If and when the property is sold to a purchaser and
that purchaser proposes a use for the property that requires a discretionary permit and
CEQA review, that future use and project will be analyzed at the appropria te time in
accordance with CEQA.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Page 54 of 306
Item 8.d.
City Council
Consideration of Adoption of a Resolution Declaring City-Owned Property Located
at 400 W. Branch Street As Non-Exempt Surplus Property and Directing Staff to
Proceed to Dispose of the Property Pursuant to the Surplus Land Act
October 25, 2022
Page 6
Attachments:
1. Proposed Resolution
Page 55 of 306
ATTACHMENT 1
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE DECLARING CITY-OWNED
PROPERTY LOCATED AT 400 W. BRANCH STREET
(APNs: 007-011-055 and 007-055-056) AS NON-EXEMPT
SURPLUS LAND AND DIRECTING STAFF TO PROCEED
TO DISPOSE OF THE PROPERTY PURSUANT TO THE
SURPLUS LAND ACT
WHEREAS, the City of Arroyo Grande is the owner in fee simple of that certain real
property located at 400 W. Branch Street in the City of Arroyo Grande (APNs: 007-011-
055 and 007-055-056), (the “Property"); and
WHEREAS, under the Surplus Land Act, Government Code Sections 54220 -54233
(“Act”), surplus land is land owned in fee simple by the City for which the City Council
takes formal action at a regular public meeting declaring the land is surplus and not
necessary for the City's use. The land must be declared either exempt surplus land or
non-exempt surplus land; and
WHEREAS, under the Act, land is necessary for the City's use if the land is being used,
or is planned to be used pursuant to a written plan adopted by the City Council for City
work or operations; and
WHEREAS, the Property is undeveloped, subject to an agreement with the County of
San Luis Obispo, and a lease agreement and development agreement with the 5 Cities
Community Service Foundation related to a community sports and recreation facility
project that is no longer being pursued, and has potential for development of a hotel
project which would provide needed revenue to the City; and
WHEREAS, City staff has evaluated the Property for its potential to be used for City work
or operations, and has determined that it is not suitable for the City's use. It is not
otherwise being used by the City except intermittently as a temporary lay down area for
public works construction projects and no planned City facility or building that the City can
financially afford is feasible to develop on the site. The Property is, therefore, non-exempt
surplus land under the Act and the City intends to dispose of the Property; and
WHEREAS, the City Council desires to declare that the Property is surplus land and not
necessary for the City's use and is non-exempt under the Act; and
WHEREAS, the Act requires that before the City Council disposes of the Property, the
City shall proceed to declare the Property surplus pursuant to the Act; and
WHEREAS, the accompanying staff report provides additional supporting information
upon which the declaration and findings set forth in this Resolution are based.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo Grande
as follows:
Page 56 of 306
RESOLUTION NO.
PAGE 2
SECTION 1. The City Council hereby finds and determines that the foregoing recitals are
true and correct and are incorporated herein by this reference.
SECTION 2. The City Council hereby finds that the Property is undeveloped, subject to
an agreement with the County of San Luis Obispo , and a lease agreement and
development agreement with the 5 Cities Community Service Foundation related to a
community sports and recreation facility project that is no longer being pursued, and has
potential for development of a hotel project which would provide needed revenue to the
City and support for the tourism economy in the community. In addition, based upon City
staff’s evaluation regarding the Property and its potential to be used for City work or
operations, that it is not suitable for the City's use, is not otherwise being used by the City
and that there is no planned City facility or building that the City can financially afford that
is feasible to develop on the site. Therefore, the Property is hereby declared to be non-
exempt surplus land under the Surplus Land Act.
SECTION 3. The City Manager, officers and staff of the City are hereby authorized jointly
and severally, to do all things which they deem necessary or proper to effectuate the
purposes of this Resolution and to dispose of the Property in compliance with the Act,
including send a notice of availability, substantially in the form required by the Department
of Housing and Community Development, to the entities designated in Government Code
Section 54222 by electronic mail or by certified mail.
SECTION 4. If any section, subsection, sentence, clause, phrase or provision of this
Resolution or the application thereof to any person or circumstances is held invalid or
unconstitutional by any court of competent jurisdiction, such invalidity or
unconstitutionality shall not affect the validity of any other provision or applications, and
to this end the provisions of this Resolution are declared to be severable. The City
Council hereby declares that it would have passed this Resolution and each section,
subsection, sentence, clause, phrase or provision thereof, irrespective of the fact that
any one or more sections, subsections, sentences, clauses, phrases or provisions
thereof be declared invalid or unconstitutional.
SECTION 5. This Resolution has been reviewed with respect to the applicability of the
California Environmental Quality Act (Public Resources Code Section 21000 et seq.)
(“CEQA”). City staff has determined that the designation of this property as non-exempt
surplus land does not have the potential for creatin g a significant effect on the
environment and is therefore exempt from further review under CEQA pursuant to State
CEQA Guidelines Section 15060(c)(3) because it is not a project as defined by the CEQA
Guidelines Section 15378. Adoption of the Resolution does not have the potential for
resulting in either a direct physical change in the environment or a reasonably
foreseeable indirect physical change in the environment. If and when the property is sold
to a purchaser and that purchaser proposes a use for th e Property that requires a
discretionary permit and CEQA review, that future use and project will be analyzed at
the appropriate time in accordance with CEQA.
Page 57 of 306
RESOLUTION NO.
PAGE 3
SECTION 6. City staff is directed to file a Notice of Exemption pursuant to CEQA
Guidelines Section 15062.
SECTION 7. This Resolution shall be effective immediately upon its adoption.
On motion by Council Member _________, seconded by Council Member _______, and
on the following roll call vote, to wit:
AYES:
NOES:
ABSENT:
The foregoing Resolution was passed and adopted this 25th day of October, 2022.
Page 58 of 306
RESOLUTION NO.
PAGE 4
________________________________
CAREN RAY RUSSOM, MAYOR
ATTEST:
JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
_________________________________
WHITNEY MCDONALD, CITY MANAGER
APPROVED AS TO FORM:
___________________________________
TIMOTHY J. CARMEL, CITY ATTORNEY
Page 59 of 306
Item 8.e.
MEMORANDUM
TO: City Council
FROM: Whitney McDonald, City Manager
BY: Jessica Matson, Legislative & Information Services Director/City Clerk
SUBJECT: Consideration of a Resolution Approving the Updated City Council
Handbook
DATE: October 25, 2022
SUMMARY OF ACTION:
Approval of an updated comprehensive City Council Handbook that includes guidelines,
procedures, statutory requirements and regulations that will serve as a reference
document for the City Council, staff, and the public.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There is no fiscal impact from this action.
RECOMMENDATION:
Adopt a Resolution approving the updated City Council Handbook.
BACKGROUND:
On December 9, 1997, the City Council adopted a Policy/Procedure for Conducting City
Council Business. Due to a number of policies being adopted by various City Council
Resolutions, these policies were then compiled into a City Council Operations Manual.
On October 24, 2017, the City Council directed staff to develop a more comprehensive
and organized document that would combine the City Council’s existing policies with other
relevant statutory requirements and regulations governing the responsibi lities of the City
Council (Attachment 3). On April 10, 2018, the City Council adopted a City Council
Handbook (Attachment 4).
ANALYSIS OF ISSUES:
The City Council Handbook ("Handbook") is intended to serve as an introduction for future
Council Members unfamiliar with the operations of the City, as well as to serve as a
resource guide and compilation of agreed upon operational practices for Council
Members throughout their terms.
Page 60 of 306
Item 8.e.
City Council
Consideration of a Resolution Approving the Updated City Council Handbook
October 25, 2022
Page 2
Staff has reviewed the current Handbook and has identified the need for language clean-
up, as well as additional content that reflects Council-adopted policies that occurred since
the current Handbook adoption in 2018.
Substantive items that have been added to the Handbook include the following:
Organizational Chart
The City of Arroyo Grande Organizational Chart was updated in Section 1.2 to reflect
service changes in various departments.
Diversity, Equity, Inclusion, and Justice
In January 2022, the City Council adopted a Diversity, Equity, Inclusion and Justice Policy
to provide guidance and standards for the City to model and implement across the
organization and in the community. Language has been added to Section 1.5 to reflect
this new policy.
City Council Districts
Due to the adoption of City Council Districts in April 2022, language has been added in
Section 2.1 reflecting this change to the election system and the wishes of the City Council
to remain united in its service to the community and governing on an at -large basis,
considering the needs and interests of the entire community.
Display of Flags
In May 2021, City Council adopted a Flag Display Policy to provide guidance and
standards for the outdoor display of flags at City facilities, including commemorative flags
other than the United States flag, the State of California flag, and City flags as an
expression of the City Council’s official sentiments. Language has been added to Section
4.13 to reflect this new policy.
Dispute Resolution
City Council directed staff to research and include language in the Handbook update
regarding the resolution of any issues that may arise between the City Council and City
Manager or City Attorney. Staff has modified Section 3.3, “Appointment of City Manager
and City Attorney,” of the Handbook to include a process to assist in the resolution of
issues or concerns.
Remote Meetings and Technology
Updates are proposed to Sections 4.2 and 6.8 to address Council Member attendance at
meetings remotely, as well as the use of technology during Council meetings.
Updates to the list of City Committees and Advisory Bodies
On August 28, 2018, City Council adopted Ordinance No. 695 disbanding the Traffic
Commission, Parks and Recreation Commission, and Historical Resources Committee
Page 61 of 306
Item 8.e.
City Council
Consideration of a Resolution Approving the Updated City Council Handbook
October 25, 2022
Page 3
and transferring the duties of these Bodies to the Planning Commission. The list in Section
5.2 of the Handbook has been updated to reflect this change.
Appointment to the Citizens’ Transportation Advisory Commission (CTAC)
The City Council makes appointments to various City Advisory Bodies as well as to the
San Luis Obispo Council of Government’s advisory body, the Citizens Transportation
Advisory Committee, which provides citizen review and recommendations on agenda
items to staff and the SLOCOG Board of Directors. Membership of the CTAC includes:
three area At-Large SLOCOG appointees, one appointee from each city (7 total), and one
(1) appointee from each supervisorial district (5 total). Past appointments from Arroyo
Grande have been made at the recommendation of the City’s Traffic Commission. In
2017, the City’s Traffic Commission was dissolved, therefore, a new method for
recommending an appointment to the CTAC is needed. Language has been added to
Section 5.2 regarding the process for appointment of an at-large Arroyo Grande
representative. The proposed process is for applications to be made to the City Clerk,
who will forward them to the City Council member who has been appointed to serve on
the City’s SLOCOG Board of Directors, who will make a recommendation to the City
Council for appointment of an applicant to CTAC.
The proposed additions, as well as cleanup language, are reflected in redline in
Attachment 2.
Staff recommends adoption of the Resolution approving the updated City Council
Handbook (Attachment 1). The Handbook will be maintained on file in the City Clerk's
Office, distributed to all Council Members and the City's Executive Team, made available
to the public during business hours, and posted on the City website.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Adopt a Resolution approving the updated City Council Handbook;
2. Modify the Handbook and Adopt a Resolution approving the City Council
Handbook;
3. Direct that specific changes or additions be made to the Handbook and return to
Council at a future date for consideration and approval; or
4. Provide other direction to staff.
ADVANTAGES:
Approving the updated Handbook will provide a comprehensive document that includes
updated policies, procedures, and guidelines that will serve as a reference document for
the City Council and staff.
DISADVANTAGES:
No disadvantages have been identified.
Page 62 of 306
Item 8.e.
City Council
Consideration of a Resolution Approving the Updated City Council Handbook
October 25, 2022
Page 4
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachments:
1. Proposed Resolution
2. Draft City Council Handbook with redlines
3. October 24, 2017 City Council Minutes
4. April 10, 2018 City Council Staff Report and Attachments
Page 63 of 306
ATTACHMENT 1
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE APPROVING THE CITY COUNCIL
HANDBOOK UPDATE
WHEREAS, in 1997, the City Council adopted by Resolution a Policy/Procedure for
Conducting City Council Business, which has been reviewed from time to time and
amended as appropriate; and
WHEREAS, since that time, the City Council has adopted various Resolutions creating
additional policies and guidelines, all of which are compiled into the City Council
Operations Manual; and
WHEREAS, at its meeting on October 24, 2017, the Council directed staff to develop a
comprehensive City Council Handbook and appointed a Council Subcommittee
consisting of Mayor Pro Tem Ray Russom and Council Member Barneich to work with
staff in the development of the Handbook; and
WHEREAS, at its meeting on April 10, 2018, the Council adopted a Resolution
approving a City Council Handbook to include Council’s existing policies and other
relevant statutory requirements and regulations governing the responsibilities of the
Council; and
WHEREAS, staff has reviewed the Handbook and identified the need for some clean -
up language as well as content that reflects Council-adopted policies and direction that
occurred since the adoption of the 2018 Handbook; and
WHEREAS, the City of Arroyo Grande City Council Handbook provides a summary of
relevant statutory requirements, regulations, policies a nd procedures governing
responsibilities of the City Council that will serve as a reference document for the City
Council, serve as an introduction for future Council Members unfamiliar with the
operations of the City of Arroyo Grande; and enable the City Council to effectively
compile, maintain, and implement operational practices that are agreed upon.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo
Grande as follows:
1. The updated City Council Handbook is hereby approved as set forth in Exhibit
A, attached hereto and incorporated herein by this reference.
2. The City Council Handbook may be amended administratively by the City Clerk's
Office in order to remain current with Federal, State, and local law and specific
direction of the City Council.
Page 64 of 306
3. The City Manager is hereby authorized and directed to place copies of the City
Council Handbook in suitable places, including on the City website, for the
guidance of the public.
4. Adoption of the City Council Handbook hereby supercedes any previous version
of the Handbook.
5. This Resolution shall take effect immediately upon its adoption.
On motion of Council Member , seconded by Council Member , and
by the following roll call vote, to wit:
AYES:
NOES:
ABSENT:
The foregoing Resolution was approved this 25th day of October, 2022.
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CAREN RAY RUSSOM, MAYOR
ATTEST:
JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
WHITNEY MCDONALD, CITY MANAGER
APPROVED AS TO FORM:
TIMOTHY J. CARMEL, CITY ATTORNEY
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City of Arroyo Grande
City Council Handbook
Adopted by the City Council:
October 25, 2022, Resolution No. ___
EXHIBIT A
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TABLE OF CONTENTS
1. INTRODUCTION ............................................................................................... 6
1.1 General Law City ...................................................................................... 6
1.2 City Organization Chart ............................................................................. 7
1.3 Arroyo Grande Municipal Code (AGMC) ........................................................ 7
1.4 City of Arroyo Grande Administrative Policy Manual ....................................... 7
1.5 Diversity, Equity, Inclusion and Justice ........................................................ 8
2. COUNCIL ORGANIZATION & DUTIES ................................................................ 8
2.1 City Council Districts ................................................................................. 8
2.2 Newly-Elected Members ............................................................................ 8
2.3 Appointment of Mayor Pro Tem .................................................................. 8
2.4 Meeting Duties of Mayor and Mayor Pro Tem ................................................ 9
2.5 Seating Order .......................................................................................... 9
2.6 Signing of City Documents ......................................................................... 9
2.7 Representation at Ceremonial Functions ...................................................... 9
2.8 Issuance of Proclamations, Commendations, Special Recognition ..................... 9
2.9 Annual Events ......................................................................................... 10
3. COUNCIL ADMINISTRATION .......................................................................... 10
3.1 Salaries and Benefits ............................................................................... 10
3.2 Travel and Expense Reimbursements ......................................................... 10
3.3 Appointment of City Manager and City Attorney ........................................... 10
3.4 City Council/City Manager Mutual Expectations ............................................ 11
3.5 Ethics Policy ........................................................................................... 13
3.6 Sexual Harassment Prevention Training and Education .................................. 13
3.7 The Brown Act ........................................................................................ 13
3.8 Political Reform Act .................................................................................. 13
4. CONDUCTING CITY COUNCIL BUSINESS......................................................... 15
4.1 Meetings ................................................................................................ 15
4.2 Attendance / Quorum ............................................................................... 16
4.3 Best Practices of Civility and Civil Discourse ................................................ 16
4.4 Agendas ................................................................................................. 17
4.5 Agenda Order ......................................................................................... 18
4.6 Meeting Procedures ................................................................................. 18
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4.7 Addressing the City Council ....................................................................... 19
4.8 Council Member Requests and Questions .................................................... 19
4.9 Disturbance of City Council Meetings .......................................................... 20
4.10 Council Action Items ................................................................................ 20
4.11 Process for City Council Appeal of Planning Commission Decisions .................. 21
4.12 Televised and Webstreamed Meeting Coverage ............................................ 22
4.13 Flag Display Policy ................................................................................... 22
5. COMMISSIONS/COMMITTEES/BOARDS .......................................................... 22
5.1 City Commissions, Committees and Boards ................................................. 23
5.2 Appointment ........................................................................................... 23
5.3 Removal ................................................................................................ 24
5.4 City of Arroyo Grande Commissioners Handbook .......................................... 24
5.5 Appointment of Council Members to Various Local and Regional Boards,
Commissions and Committees ................................................................... 25
5.6 Criteria and Process for Council Representatives Seeking Council Direction or
Input on Items Being Considered by Regional or Local Boards and Committees 25
5.7 Appointment of Primary Voting Delegate and Alternate to National League of Cities
and/or League of California Cities Annual Conferences ................................... 26
6. COMMUNICATIONS ........................................................................................ 27
6.1 General Communication ........................................................................... 27
6.2 Processing and Delivering of City Council Mail .............................................. 27
6.3 Written Correspondence ........................................................................... 27
6.4 Use of City Seal and City Logo ................................................................... 28
6.5 Speaking Engagements ............................................................................ 28
6.6 Media Relations ....................................................................................... 28
6.7 City Council Protocol Regarding Communications with Project Applicants ......... 28
6.8 Access to Communications/Technology Systems .......................................... 29
6.9 Electronic Communications Prohibited during Meetings .................................. 29
6.10 Electronic Communications Using City-Issued and Personal Devices ................ 30
6.11 Communications with Staff ....................................................................... 31
6.12 Complaints Regarding Performance of Staff ................................................. 31
6.13 Citizen Inquiries ...................................................................................... 31
6.14 Handling of Litigation/Confidential Information ............................................ 31
6.15 Legislative Communications at the Request of City Affiliated Organizations ...... 32
APPENDIX: Reference Table of Amendments ........................................................... 33
EXHIBIT A: Expanded Description of City Departments ............................................. 34
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EXHIBIT B: Travel Policy ...................................................................................... 36
EXHIBIT C: Ethical Standards Policy ...................................................................... 45
EXHIBIT D: Conflict of Interest Code...................................................................... 49
EXHIBIT E: Best Practices of Civility and Civility Discourse ........................................ 52
EXHIBIT F: Display of Flags Policy ......................................................................... 55
EXHIBIT G: Diversity, Equity, Inclusion and Justice Policy ......................................... 61
EXHIBIT H: City Council Districts ........................................................................... 66
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1. INTRODUCTION
The City Council Handbook includes policies and procedures approved by the City
Council regarding City Council activities. The objectives of the Manual are to:
a) Serve as a reference document for the City Council;
b) Provide comprehensive orientation information for new City Council
Members; and
c) Enable the City Council to effectively compile and maintain operational
practices that are agreed upon.
The guidelines and protocols set forth herein are not intended to limit the inherent
power and general legal authority of the City Council. Any of the protocols herein
may be waived by a majority vote of the Council Members when it is deemed that
there is good cause to do so based upon the particular facts and circumstances.
The policies shall be amended by a majority vote of the City Council and may be
amended administratively by the City Clerk’s Office in order to remain current
with federal, state, and local law.
1.1 General Law City
Arroyo Grande was incorporated as a city on July 10, 1911. Arroyo Grande is
a general law city and the City Council is the governing body. The City Council
is vested with all the regulatory and corporate powers of a municipal
corporation provided for by state law governing general law cities.
Certain state laws and other established regulations exist, which govern
various responsibilities of the City Council. This manual is not intended to
duplicate, fully articulate all requirements, or repeal any existing statutes or
regulations. City Council Members are responsible for becoming familiar
with these statutes and regulations.
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1.2 City Organization Chart
1.3 Arroyo Grande Municipal Code (AGMC)
Since the City of Arroyo Grande is a General Law City, as opposed to a
Charter City, its City Council must act within the framework of limitations
and procedures established by State Law. Local laws are established by
Ordinance and are compiled in the AGMC. The Municipal Code sets forth the
regulatory, penal and administrative laws of general application to the City.
These laws are enforceable by the City, and violations thereof can constitute
a misdemeanor or an infraction. Other directives and policies of the City
Council are recorded in Council Ordinances, Resolutions or by minute action
of the Council.
1.4 City of Arroyo Grande Administrative Policy Manual
The Administrative Policy Manual consolidates all administrative policies
and procedures of a general or inter-departmental nature into one City
document. Administrative regulations meet the following criteria: 1) are
directed toward an ongoing City process or procedure; 2) are limited to
one major subject area; and 3) are applicable to more than one City
department. Administrative regulations are issued from the City Manager’s
Office. Certain administrative policies that pertain to City Council Members
are included as Exhibits to this Manual and/or will be provided to members
at the time of assuming office.
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1.5 Diversity, Equity, Inclusion, and Justice
It is the mission of the City to make Arroyo Grande the best place possible
for everyone who lives, works and visits Arroyo Grande. The City Council
adopted Resolution 5142 adopting a Diversity, Equity, Inclusion, and Justice
Policy as a commitment to support diversity, equity, inclusion, and justice
in all facets of society and to model and implement the objectives within the
community and City organization (Exhibit G).
2. COUNCIL ORGANIZATION & DUTIES
2.1 City Council Districts
On April 12, 2022, the City Council adopted Ordinance 713 establishing a by-
district election system and created four (4) district boundaries (Exhibit H).
By 2024, each Councilmember will be elected by voters within their district
boundary for a four-year term. The Mayor continues to be elected at-large for
a two-year term.
The City Council wishes to remain united in its service to the community and
will govern on an at-large basis, considering the needs and interests of the
entire community. Professional management of the City will continue to be a
Council-Manager form of government under the policy leadership of the City
Council as a governing body. City resources will be allocated to address
priorities and needs on a citywide basis with a budget adopted by the City
Council as a governing body.
As customer service is a priority, any Council Member will help any member
of the community who contacts them. Current practices regarding invitations
of City Council Members to events and activities and appointments to
committees and various bodies will remain in effect.
2.2 Newly-Elected Members
Newly-elected Council Members are sworn into office generally at a
regular meeting in December following a regular municipal election.
Immediately upon election (even before being sworn into office), newly-
elected Council Members are subject to the provisions of the Brown Act.
A reception is traditionally held immediately following the reorganization
meeting.
2.3 Appointment of Mayor Pro Tem
The City Council appoints a Council Member as Mayor Pro Tem to serve the
duties of Mayor in his/her absence.
The Mayor Pro Tem shall serve a term of one year.
The appointment of the Mayor Pro Tem takes place at the first meeting in
December of each year.
It is the City Council’s policy to rotate appointment of the Mayor Pro Tem
based upon the seniority of City Council Members that have not yet served in
the position of Mayor Pro Tem. City Council Members become eligible to serve
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as Mayor Pro Tem after serving on the City Council for a period of one year.
If two Members of the City Council have the same seniority, the order of
rotation will be based upon time served on a City Council appointed
Commission and/or Committee prior to being elected to the City Council.
2.4 Meeting Duties of Mayor and Mayor Pro Tem
The Mayor shall preside at the meetings of the Council. If he/she is
absent or unable to act, the Mayor Pro Tem shall serve until the Mayor
returns or is able to act.
In the absence of the Mayor and Mayor Pro Tem, the City Clerk shall call
the Council to order, whereupon a temporary Chairperson shall be elected
by the members of the Council present.
2.5 Seating Order
Following the Council reorganization, the City Clerk shall designate the
seating order for the Council dais. The Mayor Pro Tem shall sit to the Mayor’s
left.
2.6 Signing of City Documents
The Mayor, unless unavailable, shall sign all ordinances, resolutions,
contracts/agreements and other documents which have been adopted by the
City Council and require an official signature, except when the City Manager
has been authorized by Council action to sign such documents. In the event
the Mayor is unavailable or has a conflict of interest, the Mayor Pro Tem’s
signature may be used.
2.7 Representation at Ceremonial Functions
The Mayor shall represent the Council at ceremonial functions. The Mayor
may, at his/her own discretion, ask the Mayor Pro Tem or another Council
Member to represent the Council at the function. Voluntary attendance at
ceremonial functions by Council Members is encouraged.
2.8 Issuance of Proclamations, Commendations, Special Recognition
PROCLAMATIONS AND COMMENDATIONS: All requests for proclamations
are subject to the review and approval of the City Manager or his/her designee,
or Mayor. Proclamations and commendations are signed by the Mayor, and
are prepared in response to the type of recognition requested (which may
include recognition of individuals, groups, and events of significance to the
Arroyo Grande community). Proclamations and commendations may be
presented at a City Council meeting or at an outside event or meeting.
Typically, requests are honored for presentation at a Council meeting only if
a local representative from the requesting party can appear to accept the
proclamation or certificate.
IN MEMORY OF: A meeting may be adjourned in memory of an individual
at the direction of the Mayor or a member of the City Council if the
Council Member submits a request to the Mayor or to the City Clerk ahead
of the meeting. The announcement will be made at adjournment of the
meeting.
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2.9 Annual Events
There are a number of Annual Events that the Mayor and Council Members
may attend or participate in, including but not limited to the following:
a. City of Arroyo Grande Volunteer Recognition Dinner
b. South County Chambers of Commerce Annual Installation Dinner
c. League of California Cities New Mayors and Council Members Academy
d. Tip-A-Cop Dinner/Fundraiser for Special Olympics
e. League of California Cities Annual Conference
f. League of California Cities Channel Counties Dinner
g. Harvest Festival Parade
h. Village Holiday Parade
i. Arroyo Grande Police Department Santa Cop Program
j. Annual Employee Recognition Luncheon
3. COUNCIL ADMINISTRATION
3.1 Salaries and Benefits
AGMC Chapter 2.04 sets forth that Council compensation is established by
City Council Resolution. Currently, the Mayor receives a monthly salary of
$798.00, and City Council Members receive a monthly salary of $648.00. The
City contributes an amount equivalent to that received by management
employees towards the Mayor and Council Member’s participation in medical,
dental and vision insurance. Any unexpended amount shall not be distributed
to the Mayor and Council Members in cash. If the Mayor and Council Members
elect to opt out of medical, dental and vision, that individual will not receive
the opt out amount.
3.2 Travel and Expense Reimbursements
The Council shall establish in the biennial budget funding for conferences,
meetings, training, and representation at ceremonial functions. Council
Members shall attend these functions at his/her own discretion for purposes
of improving comprehension of and proficiency in municipal affairs and/or
legislative operations.
The expenses of spouses who accompany public officials in the conduct of
their public duties cannot be reimbursed [75 Cal. Op. Att’y. Gen. 20 (1992)].
Council Members shall be subject to the City’s Administrative Policy and
Procedures for travel and expense reimbursement. Council Members shall
make an oral report on the meeting or conference during Council
Communications as appropriate (EXHIBIT B).
3.3 Appointment of City Manager and City Attorney
The City Manager shall be appointed by the City Council solely on the basis
of his/her executive and administrative qualifications (AGMC Section
2.08.020). The powers and duties of the City Manager are set forth in AGMC
Section 2.08.070. The City Council shall conduct an annual evaluation for the
City Manager in closed session.
The City Attorney shall be appointed by the City Council and shall serve as
legal counsel to the City government and all officers, departments, boards,
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commissions, and agencies thereof. The powers and duties of the City
Attorney are prescribed by State law. The City Council shall conduct an
annual evaluation for the City Attorney in closed session.
In the event a Council Member has issues with, or is concerned about the
performance of either the City Manager or City Attorney, or the City Manager
or City Attorney has concerns or issues regarding his or her relationship with
or treatment by a Council Member, he or she should pursue the following
steps in seeking to resolve the issue:
a. The issues or concerns should be communicated in an appropriate way,
so that the City Manager, City Attorney, or the Council Member is clearly
aware of them and can respond constructively in an effort to resolve the
matter.
b. If the matter is not resolved, request that a closed session be scheduled
to discuss the personnel matter consistent with the Brown Act. At the
closed session, the City Council and affected individual should seek to
resolve the issue or concern, and as appropriate, obtain a clear consensus
on the expectations for the individual and/or Council Member and
communicate those expectations clearly.
c. Depending on the issues or concerns and the circumstances, the City
Council may also consider appointing an ad hoc committee to review the
matter, meet with the individual, and report back on its recommendations
in a follow up closed session. The City Council may also consider retaining
a facilitator to meet with the parties to the conflict, to seek solutions to
the concerns or issues that have been identified.
3.4 City Council/City Manager Mutual Expectations
The following mutual expectations have been agreed upon by the City Council
and City Manager regarding their respective roles and support the successful
operation of the City Manager/Council form of government. They serve as a
general framework to foster a constructive working relationship and provide
new Council Members an overall outline of how we have committed to
operate. They may also serve as a basis for discussion to resolve potential
problems or when changes in the expectations are desired.
Expectation of City Manager
a. Promote a high level of customer service to be provided by the
organization.
b. Clearly communicate to the City Council the operational impacts of
policy decisions and direction.
c. Deal with the City Council, staff and community in an up front and
honest manner at all times.
d. Be responsive to Council direction and needs and keep Council members
informed of key issues, activities and follow-up to requests. Take
necessary steps to avoid surprises for Council in public.
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e. Provide information equally to all Council members.
f. Provide complete information regarding an issue or item. Never
manipulate information in order to promote one viewpoint.
g. Ensure staff reports include alternatives, potential impacts of each
alternative and staff’s best recommendation.
h. Be fully committed to successfully implementing City Council’s
decisions, whether or not they are consistent with staff’s
recommendations.
i. Involve the community in planning activities regarding issues impacting
the public and make every effort to develop a consensus on issues in
which there are differing viewpoints.
j. Demonstrate and insist from all staff the highest level of ethics and
integrity.
k. Be an active and visible member of the community.
l. Be an effective problem solver.
m. Provide strong leadership in the organization, but also promote
participation and responsibility on the part of the executive staff in
accomplishing the City’s goals.
n. Promote professional development of staff in the organization.
o. Be accessible.
Expectations of the City Council
a. Recognize that the City Council gives direction only as a convened body.
Share opinions and views, but refrain from providing direction without
the participation of the full Council. Do not individually attempt to
influence the decisions or recommendations of staff.
b. Conclude discussions requiring staff follow-up or action with specific
direction agreed upon by the City Council.
c. Make an effort to let staff know concerns and questions prior to public
meetings so staff can be prepared as best possible. Questions regarding
agenda items should be submitted to the City Manager by noon on the
Monday prior to a Tuesday Council meeting.
d. Share in staff’s commitment to the highest ethical standards and avoid
any appearances of impropriety.
e. Direct questions or requests for information to the City Manager or
Department Directors only. Make requests that will require staff to
prepare information to the City Manager. Non-emergency
communications to the City Manager or Department Directors should be
made during regular business hours to the extent reasonably possible.
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f. Treat staff in a respectful manner at all times. Recognize good work by
staff. Communicate any concerns involving staff to the City Manager.
Refrain from criticizing staff in public.
g. Prevent disagreements with each other, the City Manager or staff from
becoming personal. Commit to and support teambuilding efforts when
necessary and appropriate.
h. Provide feedback on an ongoing basis.
i. In addition to ongoing communications, meet individually with the City
Manager at least monthly for Council members and twice a month for
the Mayor.
j. Seek and provide honesty, directness and openness.
k. Immediately communicate to the City Manager any items that are
perceived not to be handled in accord with these expectations.
l. Respect staff’s impartiality involving elections and campaign activities.
3.5 Ethics Policy
City Council Resolution No. 3951, adopted by the Arroyo Grande City
Council on September 12, 2006, established an Ethics Policy for City
Employees, Elected Officials and Appointed Officials. The City Council has
adopted this code of ethics and values to promote and maintain the highest
standards of personal professional conduct in the City’s government. Ethics
training shall be required for all elected officials within one year of assuming
office, and every two years thereafter, as required by State law. (Exhibit C)
3.6 Sexual Harassment Prevention Training and Education
State law requires that elected officials who receive any type of
compensation, salary, or stipend from a local agency receive at least two
hours of sexual harassment prevention training and education within the
first six months of taking office, and every two years thereafter
(Government Code Sections 53237-53237.5).
3.7 The Brown Act
The Ralph M. Brown Act is a law which provides that all meetings of a
legislative body, whether meetings of the City Council or its appointed
advisory bodies, shall be open and public and all persons shall be permitted
to attend. Notices of regular meetings must be made 72 hours prior to the
meeting. Special meetings may be called by the Mayor or a majority of the
City Council and must be noticed 24 hours prior to the time of the meeting.
The Open & Public Guide to the Ralph M. Brown Act will be provided to all
Council Members upon assuming office.
3.8 Political Reform Act
The Political Reform Act states that public officials shall perform their duties
in an impartial manner, free from bias caused by their own financial
interests or the financial interests of persons who have supported them.
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The Political Reform Act establishes regulations regarding conflicts of
interests and campaign receipts and expenditures. (Government Code, Title
9, Sections 81000- 91015)
Conflict of Interest - General Provisions of the Law
The Political Reform Act requires state and local government agencies to
adopt a Conflict of Interest Code, which shall be reviewed biennially in even-
numbered years. The Arroyo Grande City Council adopted Resolution No.
5223 amending the City of Arroyo Grande’s Conflict of Interest Code on
September 27, 2022 (Exhibit D).
The Political Reform Act regulates conflicts of interest through disclosure
and prohibition of participation in decisions, which constitutes conflicts of
interest. Specifically, it requires City Council Members and other public
officials to annually disclose all financial interests that may be affected by
decisions made in their official capacity; this includes interests such as
investments, real property, income, and gifts.
Council Members must disqualify themselves from making or participating
in making or influencing any governmental decision that will have a
foreseeable material financial effect on any economic interest of the Council
Member or certain family members. Government Code Section 87105 states
that a Council Member who has a conflict of interest must take the following
steps after determining that a conflict of interest exists under the Political
Reform Act:
a. Publicly identify the financial interest. This must be done in enough
detail for the public to understand the financial interest that creates
the conflict of interest. Note: Residential street addresses do not have
to be disclosed.
b. Recuse yourself from both the discussion and the vote on the matter.
You must recuse yourself from all proceedings related to the matter.
c. Leave the room until the matter has been completed. The matter is
considered complete when there is no further discussion, vote or any
other action.
Exception: According to the FPPC, if the matter is on the consent agenda,
you do not have to leave the room.
Exception: Under limited circumstances, if you wish to speak during public
comment, you may do so as long as you have complied with the disclosure
and recusal requirements, left the dais and the matter you appear on is
related solely to your personal interest.
Government Code Section 1090
Government Code Section 1090 is similar to the Political Reform Act, but
applies only to City contracts in which a public official has a financial
interest. The financial interests covered by GC §1090 are different from
those in the Political Reform Act. Having an interest in a contract may
preclude the City from entering into the contract at all, even if the individual
Council Member with the conflict recuses him or herself. In addition, the
penalties for violating GC §1090 are severe. If a Council Member believes
that he or she may have any financial interest in a contract that will be
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before the Council, the member should immediately seek advice from the
City Attorney and/or the Fair Political Practices Commission.
Gifts
Council Members should carefully consider and monitor “gifts” from any
person or organization whether the gift be financial support, loans, event
tickets or passes, meals, etc. Many of these gifts may need to be reported
and may present a conflict of interest when considering and/or voting on
projects or issues related to the person presenting the gift.
Advice
It is critical to note that compliance with the State’s conflict of interest laws
is each public official’s personal responsibility. While the City Attorney can
render advice on the interpretation of State laws and regulations on conflict
matters, such advice is solely an interpretation of the law. The only
authority that can provide binding interpretations and possible immunity
from civil or criminal liability on such matters is the Fair Political Practices
Commission (FPPC). Council Members or the full Council are encouraged to
solicit opinions on such matters directly from the FPPC.
It is also important to keep in mind that the City Attorney represents the
City and City Council as a whole and not individual Council Members.
FPPC Filing Requirements
Elected officials file a Statement of Economic Interest (Form 700) to disclose
certain investments, interests in real property, sources of income, gifts,
loans and business positions within 30 days of assuming office; annually by
April 1st covering the previous calendar year or from the last filing period,
as required; and within 30 days of leaving office. Certain City commission
members and designated City employees are also subject to this disclosure
requirement.
Form 460/470 – Campaign Disclosure Statements (Form 460 or 470) are
filed annually in July; or semi-annually in January and July as required by
the FPPC.
4. CONDUCTING CITY COUNCIL BUSINESS
The following guidelines are to assist the City Council in the conduct of City business
and are procedural only. Failure to strictly observe such procedures shall not affect
the jurisdiction of the Council nor invalidate any action taken at a meeting that is
otherwise held in conformance with the law.
Except as otherwise provided for in this Handbook, any special rule adopted by the
City Council, or as otherwise provided by state statute, the procedures of the City
Council meetings shall be governed by the latest revised edition of “Sturgis Standard
Code of Parliamentary Procedure”, as modified by Council practices. The City
Attorney is designated as the parliamentarian for City Council meetings. The City
Manager shall preside as the parliamentarian in the City Attorney’s absence.
4.1 Meetings
City Council Meetings
The City Council shall meet in regular session on the second and fourth
Tuesday of each month.
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Business at regular sessions shall be conducted from 6:00 PM to 11:00 PM
only, unless extended by unanimous consent of the City Council Members
present.
A special meeting may be called at any time by the presiding officer (Mayor)
or by a majority of the City Council.
The Council may adjourn any regular, or special meeting, to a time and place
specified in the order of adjournment pursuant to the procedures set forth in
the Brown Act.
A regular meeting may be cancelled by a majority vote of the Council.
Historically, it has been the Council’s policy to cancel the first regular meeting
in July so the City Council and staff can coordinate vacation time during the
summer months. In addition, the City Council generally cancels the second
regular meeting in December due to the holidays and related City office
closures.
The order of business for the City Council shall be as arranged by the City
Manager, except for matters set at a specific time by the Council.
Agency Meetings (Successor Agency)
The City Council also sits as Board Members of the Successor Agency to the
Dissolved Arroyo Grande Redevelopment Agency and shall meet occasionally
to conduct business. The Mayor shall serve as Chairperson and the Mayor Pro
Tem shall serve as the Vice Chairperson. There is no additional compensation
for serving in these capacities.
4.2 Attendance / Quorum
Council Members acknowledge that attendance at lawful meetings of the
City Council is part of their official duty. Council Members shall make a
good faith effort to attend all such meetings unless unable. Council
Members will notify the City Manager or City Clerk if they will be absent
from a meeting.
Three members of the City Council shall constitute a quorum and shall be
sufficient to transact business. If less than three appear at a regular meeting,
the Mayor, Mayor Pro Tem in the absence of the Mayor, any Council Member
in the absence of the Mayor and Mayor Pro Tem, or in the absence of
all Council Members, the City Clerk, or his/her designee, shall adjourn the
meeting to a stated day and hour or cancel the meeting due to the lack of a
quorum.
Council Members may attend meetings remotely, in compliance with all
applicable Brown Act or other legal requirements, if in-person attendance is
not possible due to extenuating circumstances. If attending a meeting
remotely, Council Members are responsible for ensuring that they are using
reliable teleconferencing or videoconferencing services.
4.3 Best Practices of Civility and Civil Discourse
In order to ensure civility and civil discourse in all of its meetings, the City
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Council has pledged its commitment to the best practices of civility and civil
discourse. The Arroyo Grande City Council adopted Resolution No. 4872
amending the pledge to reaffirm the importance of civility and civil discourse
by including a Regional Code of Civility on June 26, 2018 (Exhibit E).
a. To respect the right of all people to hold different opinions in all of our
meetings;
b. To avoid rhetoric intended to humiliate, malign, or question the
motivation of those whose opinions are different from ours in all our
meetings;
c. To strive to understand differing perspectives in all our meetings;
d. To choose words carefully in all our meetings;
e. To speak truthfully without accusation, and avoid distortion in all our
meetings; and
f. To building a civil political community in which each person is respected
and spirited public and political debate is aimed at the betterment of the
City of Arroyo Grande and its people and not the disparagement of those
with whom we disagree.
The City Council shall promote the use of and adherence to the principles of
civility and civil discourse in conducting business with appointed and elected
officials, staff, and citizens.
4.4 Agendas
a. Agendas for the Council will be prepared by the City Manager.
b. The purpose of the agenda is to provide a framework within which
Council meetings can be conducted and to effectively implement the
approved Council Goals, Long Term Financial Plan and Budget,
Critical Needs Action Plan and also work programs, objectives, and
business of the City as established by the City Council. Agenda items
may also include, but are not limited to, recommendations to the City
Council from advisory bodies, public hearings for land use and zoning
actions or appeals, awarding bids, contracts, agreements, and
adoption of resolutions and ordinances establishing various City
regulations or policies. Agenda items will be within the policy context
established by the Council, the scope of existing work programs, and
within the jurisdiction of the City.
For items that are of a regional, State, or Federal nature, including
but not limited to proposed legislation, the item may be placed on
the City Council agenda if it meets any of the following criteria:
1. Items that will result in any direct significant financial impact
to the City;
2. Items that involve new regulations, requirements or other
impacts that will result in a significant impact to staff workload
or adversely impact Arroyo Grande businesses or citizens;
3. Items that will create or increase a fee, tax or other charge
unique to Arroyo Grande residents.
c. The electronic City Council agenda packet, including all reports,
communications, ordinances, resolutions, contracts, documents that
are available, or other matters to be considered by the City Council
at the regular meeting, will be delivered electronically to members of
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the City Council no later than 72 hours preceding the Tuesday Council
meeting to which the agenda packet pertains. Agenda packets for
special meetings will be delivered electronically to members of the
City Council no later than 24 hours preceding the date and time set
for the special meeting.
d. Agendas shall be posted on a bulletin board, publicly accessible, at
City Hall, 300 E. Branch Street, Arroyo Grande, and posted on the
City website at www.arroyogrande.org.
4.5 Agenda Order
The order of the Regular Meeting Agenda is generally as follows:
Call to Order
Roll Call
Moment of Reflection
Flag Salute
Agenda Review
Special Presentations and City Manager Communications
City Council Reports (2nd Meeting of Month)
Community Comments and Suggestions
Consent Agenda
Public Hearings
Old Business
New Business
Council Communications
Closed Session
Adjournment
4.6 Meeting Procedures
a. Council ordinances and resolutions must be reviewed in written form
before binding action is taken on same.
b. A Council order applies mainly as a directive to City officers or
employees. It need not be in writing, as it generally applies to one
specific act only.
c. In the absence or inability of the Mayor and the Mayor Pro Tem to attend
a meeting of the City Council, the Members present shall select one
Member to temporarily preside.
d. A motion shall not be debated or “put to vote”, unless the same is
seconded. When a motion is seconded, if requested, it shall be stated
by the Mayor or the City Clerk before debate.
e. Upon a motion having been made and seconded, it shall be deemed to
be in possession of the Council, but it may be withdrawn at any time,
before decision or amendment, with the assent of a second.
f. A Member called to order should relinquish the floor, unless permitted
to explain; and the Council, if appealed to, shall decide on the case, but
without debate. If there is no appeal, the decision of the Mayor shall be
final.
g. Upon demand of any Council Member, or at the discretion of the Mayor,
the vote shall be by roll call. vVotes on all ordinances or resolutions shall
be by roll call vote.
h. Tie votes shall be lost motions.
i. Tie votes on the appeal of a Commission/Board/Committee or staff
decision sustain the action of the Commission/Board/Committee, or
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staff.
j. Every Council Member, unless disqualified by reason of a conflict of
interest or as otherwise provided by law, shall cast his/her vote upon
any matter put to vote by the legislative body.
k. Any Council Member who abstains from voting without a valid reason
shall be deemed to have voted with the majority on that particular issue.
l. A Council Member who publicly announces that he/she is abstaining from
voting on a particular matter for specified reasons shall not subsequently
be allowed to withdraw that abstention.
m. In order to avoid any attack on the validity of Council hearings, Council
Members shall avoid forming final conclusions or making commitments
with proponents and opponents during any meetings, conferences, or
discussions regarding the merits of the matter or issue before the body,
including but not limited to, specific zoning and related land-use
proposals, comprehensive planning, and like matters.
n. A motion to reconsider a legislative or quasi-legislative action taken by
the Council may be made only at the same meeting at which the action
was taken. Quasi-judicial actions shall not be subject to a motion to
reconsider.
4.7 Addressing the City Council
Each person desiring to address the Council shall proceed to the speaker’s
stand upon invitation by the Mayor. Speakers shall be asked to voluntarily
state their name for the record, but speakers will not be required to state
their name as a condition of attendance or participation. Unless further time
is granted by the Mayor, (unless overruled by a majority vote of the Council),
the speaker shall limit his/her remarks to three (3) minutes unless special
circumstances exist. All remarks shall be pertinent to the subject at hand.
All remarks must be addressed to the Council as a whole and not to any
Member individually. No questions shall be asked of a Council Member or
member of City staff without the permission of the Mayor.
In order to avoid repetitious presentations and delay in the business of the
Council, whenever any group of persons wishes to address the Council on the
same subject matter, it shall be proper for the Mayor to request a
spokesperson be chosen by the group to represent its position. The Mayor
may, in his or her discretion, grant additional time for a speaker that has
been recognized or designated by a group to present comments on their
behalf.
After a motion has been made and seconded, or a public hearing has been
closed, no member of the public shall address the Council from the audience
on the matter under consideration without first securing permission to do so
from the Mayor or a majority vote of the Council.
4.8 Council Member Requests and Questions
a. Under the Council Communications portion of the meeting agenda,
Council Members may ask a question for clarification, make an
announcement, or report briefly on his or her activities. Council Members
may also request staff to report back to the Council at a subsequent
meeting concerning any matter or request that staff place a matter of
business on a future agenda. Any request to place a matter of business
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for original consideration on a future agenda requires the concurrence
of at least one other Council Member.
b. Proper action will then be taken by staff.
4.9 Disturbance of City Council Meetings
The following procedure and format will be used by the City Council to address
disruptive persons at a Council Meeting:
a. The Presiding Officer shall make the following announcement:
“As the Presiding Officer, I am advising you that your comments have
violated the City Council’s rules of procedure for addressing the City
Council and you are causing a serious disruption to this meeting. I must
ask you to immediately cease the disturbance before further action is
necessary. At this time, I am going to recess the meeting for 10
minutes. We will then reconvene our meeting.”
b. Recess and call for police to be present when meeting reconvenes.
c. If the disturbance continues after reconvening the meeting, the
Presiding Officer shall make the following announcement:
“As Presiding Officer, since you are continuing this disturbance, I must
advise you that the Penal Code provides that every person who, without
authority of law, willfully disturbs or breaks up any meeting, not unlawful
in its character, is guilty of a misdemeanor. If you do not immediately
cease this disturbance, I will request the police to arrest you under Penal
Code Section 403.”
d. If the disturbance continues, request the police to come forward to make
the arrest. (Government Code Section 54957.95)
4.10 Council Action Items
Staff Reports
Each City Council agenda business item shall have a coordinating staff
report prepared by the originating department. Staff reports are written
specifically for the purpose of communicating information necessary for
policy and decision-making and generally includes an abbreviated
summary of action, impact on financial and personnel resources,
recommended action, background, analysis of issues, alternatives,
advantages, disadvantages, environmental review (if applicable), and public
notification methods.
Ordinances
Ordinances are the laws of a municipality. An ordinance generally prescribes
some permanent rule of conduct or government that remains in force
until the ordinance is repealed. Ordinances are required to be read in their
entirety at the time of introduction or at the time of passage, unless a regular
motion waiving further reading is adopted by a majority of all Council
Members present (this occurs during the meeting under Agenda Review).
Ordinances may only be passed at a regular meeting or at an adjourned
regular meeting. Except for urgency ordinances, ordinances may not be
passed at a special meeting. Ordinances generally take effect 30 days
following the date of adoption. The following Ordinances take effect
immediately: Ordinances relating to an election; and urgency ordinances for
the immediate preservation of the public peace, health, or safety, containing
a declaration of the facts constituting the urgency, and passed by a four-
fifths vote of the City Council.
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Resolutions
A Resolution expresses City Council policy or directs certain types of
administrative action and may be changed by a subsequent Resolution.
Resolutions are generally effective on the date of adoption.
Agreements/Contracts
Municipal government enters into contracts for many different types of
goods and services. These contracts are usually written agreements that are
legally binding upon the parties. Typically, agreements are entered into with
the approval of the City Council or, if legally authorized, the City Manager.
Minute Motion
A minute motion or motion is appropriate when: 1) the action is not of a
penal nature or intended to be a local law; 2) an ordinance or resolution is
not specifically required; or 3) a formal document reflecting the City
Council’s action is not necessary. The only record of such action is in the
form of minutes taken of the meeting at which the action is taken.
Submitted Materials at Meetings are Public Record
Any written correspondence or other materials, when distributed to all, or
a majority of all, of the members of the City Council by any person in
connection with a matter subject to discussion or consideration at an open
public meeting, are disclosable public records under the California Public
Records Act and shall be made available upon request without delay.
Writings that are public records and that are distributed during a public
meeting shall be made available for public inspection at the meeting if
prepared by City staff or a member of the City Council, or after the meeting
if prepared by some other person. All writings referenced herein shall be
provided to and documented with a received/filed date by the City Clerk.
Minutes
The minutes serve as a permanent record of the City Council’s actions. The
City Clerk, or his/her Deputy, shall attend and prepare action minutes of all
public meetings of the City Council [Gov’t Code Sections 36814 and 40801
and Resolution No. 4341, adopted February 22, 2011].
Minutes ready for Council approval shall be placed on the regular City
Council meeting agenda and included in the Council packet. Minutes of
Council meetings are available for review in the City Clerk's Office and online
at www.arroyogrande.org.
4.11 Process for City Council Appeal of Planning Commission Decisions
Pursuant to Municipal Code Section 1.12.050, the City Council may appeal
decisions of the Planning Commission. The following procedure has been
established for such appeals:
a. City Council will receive the Planning Commission Agenda the Friday
prior to the Planning Commission meeting.
b. The Wednesday following the Planning Commission meeting, staff will
distribute to the City Council an annotated copy of the Planning
Commission Agenda with the action of the Commission highlighted if any
final actions were taken.
c. City Council Members may determine if an appeal is desired after
reviewing the annotated Agenda.
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d. Any Council Member that desires to appeal a decision shall contact the
City Manager or City Clerk by 2:00 p.m. on Thursday following the
Planning Commission meeting to direct that the request be placed on the
next City Council Agenda under “Council Communications.”
e. In order to proceed with an appeal, the City Council shall adopt a motion
to appeal the action of the Planning Commission.
f. If approved by the City Council, the City Clerk will set a date for the
hearing within 60 days of the City Council’s decision to appeal the action
and notify the affected applicant and Planning Commission.
4.12 Televised and Webstreamed Meeting Coverage
All regular City Council meetings are held in a hybrid in-person and virtual
format in the City Council Chambers and online. Meetings are broadcast live
and rebroadcast on the City’s government access channel, webstreamed live
on the City contractor’s website, and archived online for on-demand viewing.
The purpose of televising and webstreaming meetings of the Arroyo Grande
City Council is to enhance the awareness and education of the general public
regarding the actions and deliberations of the City Council.
a. Council coverage is not to be edited or subjected to editorial comment.
b. All regular City Council meetings shall be televised and webstreamed,
except for meetings or portions of meetings which are closed to the
public, or when the Council directs otherwise.
c. Cameras used shall be owned by the City and operated only by City
employees or persons under contract with the City.
d. Cameras shall be operated so that they are focused only on the officially
recognized speaker, and on any visually displayed information they may
be showing.
e. The City Clerk’s minutes shall remain the official record of Council
proceedings.
f. To assure timely information for the public, a link to the Council meeting
video will be placed on the City’s website as soon as possible.
4.13 Flag Display Policy
City Council adopted a Resolution adopting a Flag Display Policy to provide
guidance and standards for the outdoor display of flags at City facilities,
including commemorative flags other than the United States flag, the State of
California flag, and City flags (Exhibit F). The desire of the Council is to reflect
the role of the Arroyo Grande City Hall as an inclusive gathering location and
local symbol of government and democracy. Flying of flags on City facilities is
a nonpublic forum for the display of the United States flag, the State of
California flag, City flags, and any commemorative flag authorized by the City
Council.
The City Council shall only consider a request to display a commemorative flag
if the request is made by a member of the City Council and another City
Council member agrees to place the discussion to authorize such display on
the agenda for a regular or special City Council meeting. Four (4) Council
Members must agree to display the Commemorative Flag.
5. COMMISSIONS/COMMITTEES/BOARDS
The City Council shall appoint committees as deemed necessary for the proper
conduct of City business.
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No committee or subcommittee shall include in its membership more than two (2)
Council Members.
The City Manager, or his/her designee, shall be an ex-officio member of all
committees.
5.1 City Commissions, Committees and Boards
City commissions (which hereinafter include standing Council-appointed
boards, commissions, and committees) serve as advisory bodies to
facilitate public input and citizen participation in the determination of
public policies. This is accomplished by formulating recommended courses
of action and policy to the City Council with whom final determination
rests. The Planning Commission (AGMC Chapter 2.18, “Planning
Commission”) has authority to make final determination in applicable
circumstances (AGMC Title 16, “Development Code”).
5.2 Appointment
Pursuant to Council Resolution, the City Council appoints representatives to
the following City boards, commissions and committees:
Planning Commission
Downtown Parking Advisory Board
Architectural Review Committee
Tourism Business Improvement District (TBID) Board
With exception to the TBID Board, where members are appointed by the full
Council, the Mayor and each Council Member shall appoint one representative
to each respective Commission/Board/Committee. All appointments are
subject to approval by a majority of the Council.
Members of each respective Commission/Board/Committee shall serve for a
term ending the January 31st following the expiration of the term of the
respective appointing Mayor or Council Member, as applicable. The exception
to this process is the TBID Board, which consists of a minimum of three (3)
and a maximum of nine (9) members appointed by the City Council. Vacancies
on the TBID Board are administered by the South County Chambers of
Commerce (Chamber), in coordination with City staff, and applicants are
recommended to the Council for appointment by the Chamber. Members of
each respective Commission/Committee/Board may be removed prior to
expiration of their term by a majority vote of the Council.
Applicants, with the exception of the Downtown Parking Advisory Board, and
TBID Board must be registered voters of Arroyo Grande. Applicants for the
Downtown Parking Advisory Board shall have a business within the Arroyo
Grande City Parking and Business Improvement Area. Two-thirds of
appointees to the TBID Board shall be owners of lodging businesses within
the Arroyo Grande Tourism Business Improvement District or others with
knowledge of tourism and/or the lodging industry.
Those seeking appointment to a Commission/Board/Committee must
submit an application to the City Clerk’s Office. Those
Commission/Board/Committee members whose terms have expired must
submit a new application (terms are not automatically renewed), and
the City Clerk will notify said Commission/Board/Committee members with
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a letter and new application form.
Applications shall remain valid and on file for one year.
Following Council appointment, the new Commission/Board/Committee
member will be notified by the City Clerk’s Office via letter of the
appointment and conflict of interest filing obligations. Copies of the letter
and completed application form(s) will be forwarded to the appropriate
staff liaison, who will contact the successful member(s) regarding meeting
dates, times and responsibilities. All appointees to a City
Commission/Board/Committee are also subject to the City’s Ethics Policy and
training requirements.
The City Council also appoints an Arroyo Grande representative to the San
Luis Obispo Council of Government’s (SLOCOG) Citizens Transportation
Advisory Committee (CTAC). The CTAC provides citizen review and
recommendations on agenda items to SLOCOG staff and the SLOCOG Board
of Directors. Those seeking appointment to the CTAC must submit an
application to the City Clerk’s Office. The City Clerk will then forward the
application to the City’s appointee to the SLOCOG Board of Directors for
review and recommendation for appointment by the City Council.
5.3 Removal
A person appointed by the City Council to a Commission/Board/Committee
shall continue to serve as a member thereof except when:
a. The person's term of office expires and a different person has been
appointed.
b. The person voluntarily resigns from the
Commission/Board/Committee.
c. The person no longer meets the eligibility requirements.
d. The person fails to attend three (3) consecutive meetings of the
Commission and does not have prior approval for said absences by
way of a majority action of the City Council.
e. A majority of the City Council determines the member shall be
removed.
Any member of the City Council may initiate a person's removal from a
Commission by requesting that consideration of the person's removal be
placed on the Council's agenda at a regular or special meeting for
discussion and potential action. The City Clerk shall notify the person
affected of the time and place of the meeting. When the item is on the City
Council agenda, the City Council may, by majority vote, remove the
person from a Commission/Board/Committee.
5.4 City of Arroyo Grande Commissioners Handbook
The Commissioners Handbook assists members of all City commissions,
committees, and boards in carrying out responsibilities in accordance with
the policies and guidelines established by Council. The Handbook outlines
the general purpose and duties of each commission.
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5.5 Appointment of Council Members to Various Local and Regional
Boards, Commissions and Committees
There are a number of local and regional boards, commissions and
committees that either require a member of the City Council as the City
representative or it has been established practice for a Council Member to
serve as the representative. They include, but may not be limited to, the
following:
Air Pollution Control District Board of Directors (APCD)
Audit Committee
Brisco/Halcyon Interchange Subcommittee
California Joint Powers Insurance Authority (CJPIA)
Central Coast Blue Regional Recycled Water Authority Board
Central Coast Community Energy (CCCE) Policy Board
City Selection Committee (Mayors)
Community Action Partnership San Luis Obispo (CAPSLO) (3 year rotation
among South County Cities)
Council of Governments/Regional Transit Authority (SLOCOG/SLORTA)
County Water Resources Advisory Committee
Five Cities Fire Authority Board of Directors
Homeless Services Oversight Council (HSOC) Board
Integrated Waste Management Authority Board (IWMA)
REACH SLO Advisory Commission
South County Chambers of Commerce Arroyo Grande Business Meeting
South County Chambers of Commerce Governmental Affairs Committee
South San Luis Obispo County Sanitation District (SSLOCSD) Board
Visit SLO CAL Advisory Board
Zone 3 Water Advisory Board
The City Council makes these appointments at the first regular meeting in
December following a municipal election.
Most appointments include selection of a primary representative and an
alternate.
5.6 Criteria and Process for Council Representatives Seeking Council
Direction or Input on Items Being Considered by Regional or Local
Boards and Committees
After each election year, the City Council appoints members of the City
Council to serve on regional and local boards and committees that request
Council representation. Appointees represent the City on these various
boards and committees and are granted authority to make decisions in the
best interest of the City of Arroyo Grande, as well as the general public and
interests served by the specific agency. However, it is appropriate to seek
City Council input and/or direction on items meeting criteria that has been
established by the City Council. The following guidelines outline the criteria
and process:
a. When time permits prior to an item scheduled to be voted on by a board
or committee that a member of the City Council has been appointed to
by the City Council, City Council Members are advised to place items on
the City Council agenda for direction and/or input if they meet any of the
following criteria:
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i. Items that will result in a one-time or annual direct financial impact
to the City of over $10,000.
ii. Items that involve new regulations, requirements or other impacts
that will result in a significant impact to staff workload or adversely
impact Arroyo Grande businesses or citizens.
iii. Items that will create or increase a fee, tax or other charge to
Arroyo Grande residents.
iv. Items of a controversial nature that have been frequently reported
in the media and have resulted in vocal opposition from the public
and/or diverse vocal opinions from interest groups and the public.
v. Items involving issues that the City Council has received a
significant number of comments or correspondence from members
of the community.
b. If time permits, City Council Members are advised to brief the remainder
of the City Council on any item that may meet any of these criteria under
“City Council Reports” and request whether the City Council would like the
item to be placed on the next agenda for formal direction.
c. If an upcoming item meets any of these criteria, and there is not sufficient
time to brief the City Council under the next scheduled “City Council
Reports,” Council Members are advised to notify the City Manager or City
Clerk/Director of \ Legislative & Information Services to place the item on
the next City Council agenda. If there is not time available, referral of
items from other boards and committees may bypass the normal
requirement for Council Members to first place under “Council
Communications” the request that the item be placed on a future agenda.
The City Manager will determine where on the agenda the item will be
placed depending upon the nature of the item.
d. If an item is scheduled to be decided by the board and committee prior to
the next City Council meeting, Council Members are advised to request the
item be continued until feedback from the entire City Council can be placed
on an agenda. If postponement of the item is not possible or is refused
by the board or committee, Council Members are advised to vote on the
item independently and report to the full City Council during the next “City
Council Reports.”
5.7 Appointment of Primary Voting Delegate and Alternate to National
League of Cities and/or League of California Cities Annual Conferences
The City Council shall appoint a voting delegate and an alternate to serve as
the voting delegate for all League of California Cities annual business meetings.
However, if the Mayor or a Council Member serves on the League of California
Cities (LOCC) Executive Board of Directors, the LOCC Channel Counties
Division Board of Directors, or in any other League capacity, priority shall be
given to that individual to be designated as the Voting Delegate. In the event
that this individual does not attend, the Council shall appoint a voting delegate
and alternate.
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6. COMMUNICATIONS
6.1 General Communication
A fundamental role of a Councilmember is communication – communication
with the public to assess community opinions and needs – communication with
members of the legislature and other public agencies to represent the
community’s interests – and, communication with the media to inform the
public about the functions of government.
Because the City Council functions as a body, i.e. acting on a majority vote, it
is important that members represent the City’s official position, or if expressing
personal views, the public is so advised. To ensure that accurate City
communications reach the public in a timely manner, the following shall apply.
6.2 Processing and Delivering of City Council Mail
Members of the City Council receive a large volume of mail and other materials
from the public and staff. The City Manager’s Office maintains a mailbox at City
Hall for each member. The City Manager, or his/her designee, is authorized to
receive and open all mail addressed to the City Council as a whole, the Mayor
and/or individual City Council Member, and said mail shall be opened and date
stamped the day it was received. Letters addressed to the Mayor and/or
individual City Council members will be copied to the full Council. Letters
received which include issues directly related to a particular department shall
be copied to the City Manager and the Department Director. Mail relating to a
legal issue may also be forwarded to the City Attorney. Council Members may
pick up their mail any time at City Hall. Notwithstanding mail that is time
sensitive needing immediate attention, all other mail that is not picked up at
City Hall will be delivered to the Council at every Council meeting.
All correspondence, including email, addressed to the City Council or to
individual Council members relating to the conduct of the City’s business is a
public record as defined in Government Code Section 6252 and will be retained
by the City in accordance with its Records Retention Policy.
6.3 Written Correspondence
Members of the City Council will often be called upon to write letters to citizens,
businesses or other public agencies. Typically, the Mayor will be charged with
transmitting the City’s position on policy matters to outside agencies on behalf
of the City Council. Individual members of the Council will often prepare letters
for constituents in response to inquiries or to provide requested information.
City letterhead is available for this purpose, and staff can assist in the
preparation of such correspondence.
On occasion, members may wish to transmit correspondence on an issue upon
which the Council has yet to take a position or about an issue for which the
Council has no position. In these circumstances, members should clearly
indicate either in correspondence or verbally that they are not speaking for the
City Council as a whole, but for themselves as one member of Council. City
letterhead and office support may be utilized in these circumstances.
After the City Council has taken a position on an issue, official correspondence
should reflect this position. While members who may disagree with a position
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are free to prepare correspondence on such issues as private citizens, City
letterhead, official Council title, and staff support should not be utilized. In
addition, City letterhead and staff support cannot be utilized for any personal
or political purposes.
Council members are often asked to prepare letters of recommendation for
students and others seeking employment or appointment. It is appropriate for
individual Council members to utilize City letterhead and their Council titles for
such letters.
All Council member correspondence using City letterhead shall be copied to the
full Council, the City Manager, the City Attorney, and the City Clerk. In addition,
all Council correspondence to public agencies in which the Mayor or Council
Member identifies themselves as such, shall be copied to the full Council.
6.4 Use of City Seal and City Logo
The seal and logo are considered symbols of the authority and jurisdiction of
the City and, as such, are valuable assets of the City and its citizens. The City
seal and logo shall be used for official purposes only and according to policies
and guidelines developed by the City Manager, or as authorized by the City
Council.
6.5 Speaking Engagements
Council members may accept public speaking invitations.
Presentations shall clearly articulate the Council’s adopted policy position.
A Councilmember may indicate that their individual position differs from that
which was adopted.
6.6 Media Relations
Typically, the Mayor is the designated representative of the Council to speak
on official City positions.
Individual Council members may comment to the media but should be clear
about whether their comments represent the official City position or a personal
viewpoint.
Generally, press releases shall be prepared and routed to the City Manager for
approval before release to the media.
Police and Fire responses to, and/or press releases regarding, emergencies
may be reported directly to the media by the designated department
spokesperson.
6.7 City Council Protocol regarding Communications with Project
Applicants
The following are informal protocol guidelines and procedures regarding
meetings between developers and City Council members to discuss upcoming
projects.
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a. When meeting with a project applicant, a council member should state
that they represent one vote on the City Council and any statements
represent the opinion of the individual council member only. Formal
direction or action requires consideration and approval by a majority of
the City Council at a lawfully scheduled and notified meeting.
b. A council member should encourage the applicant to meet with all other
members of the City Council and to seek their input.
c. When a council member meets with an applicant regarding a potential
project, the council member should attempt to notify the City Manager
when possible. When appropriate, the City Manager will contact the
applicant and request they meet with other members of the City Council.
d. If any materials are provided by an applicant, the council member should
provide them to the City Manager, who will forward copies to each of the
other members of the City Council.
e. A council member may request staff to attend a meeting if desired. If
staff attends, it should be communicated to the applicant that staff is
present to answer any process or technical questions. It is not
appropriate for staff to participate in discussion regarding the merits of
the project at such a meeting.
f. While the meeting is an appropriate opportunity to express concerns, ask
questions and identify issues, the council member should refrain from
stating how he/she intends to vote on a project and should avoid making
representation or commitments regarding future actions. A vote should
be based upon information presented as part of the formal application
process.
g. Council members are encouraged to disclose ex parte contacts with a
project applicant before consideration of the project.
6.8 Access to Communications/Technology Systems
The City will provide each Council Member with equal and appropriate
communications and technological devices to facilitate their public service and
within the confines of the Information Technology standards for hardware and
software. Use of such devices shall be subject to the City’s Administrative
Policies, a copy of which is provided to Council Members upon assuming office.
6.9 Electronic Communications Prohibited during Meetings
The following policy shall define electronic communications and establish
guidelines and procedures regarding electronic communications during public
meetings that have implications under the Ralph M. Brown Act (“Brown Act”)
and/or the Public Records Act.
a. Electronic Communications shall mean electronic text or visual
communications and attachments distributed via e-mails, websites,
instant messaging, text messages, Twitter or comparable services.
b. Electronic devices (i.e., iPads or laptops) issued by the City to Council
Members for use of storing agenda materials and accessing agenda
materials during City Council meetings shall be the property of the City
and returned to the City when a Council Member is no longer serving in
his or her elected capacity. Agenda packets will be distributed through
the City’s Paperless Agenda Program so that Council Members receive
their agenda packets electronically. Council Members may access
agendas and agenda packets using City issued iPads or other electronic
devices (including, but not limited to personal computers and smart
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phones).
c. City Council Members shall not use electronic devices or electronic
communications at any time during a meeting of the City Council at which
he or she is in attendance to access the internet or to receive or send
emails, text messages or other communications. The presiding officer of
the meeting may use electronic devices to receive messages from City
staff regarding procedural issues arising during the course of the meeting.
d. The limitations on use of electronic devices and electronic communications
during meetings contained herein shall not apply to the receipt of
telephone calls or text messages from family members in the event of an
urgent family matter. A Council Member wishing to respond to such a
message during a meeting shall do so during a recess or shall excuse him
or herself from the meeting to place the return call or text in a manner
that does not disrupt the meeting.
6.10 Electronic Communications Using City-Issued and Personal Devices
As a public official, your communications regarding City business are
potentially subject to disclosure via a Public Records Act (PRA) request,
regardless of the medium used to send, receive, or store the records. In order
to minimize potential risk, embarrassment, or awkward situations for yourself
and for the City, please take the following into consideration when using
various electronic communication methods:
a. All City business should be conducted using City communications
equipment and accounts to the greatest extent feasible. Conducting work
communications in this way assures that the City has a record of your
communications, which can then be searched and produced in a non-
invasive manner should a public records request be received. However,
should you need, under limited circumstances, to use personal devices
and/or personal accounts, such as text messaging, email, or social media,
to communicate with others regarding City business, please be prepared
to timely search for and provide copies of work-related communications
if the City receives a related PRA request.
b. Exercise tact and caution when communicating in writing regarding City
business, regardless of the medium or recipient. While the PRA's
definition of work-related "records" is essentially limited to
communications relating to actual conduct of the City's business by an
individual in their official capacity, there is no guarantee that any
particular personal or seemingly incidental work-related communication
will ultimately be deemed exempt from production or disclosure.
While the law attempts to strike a balance between the public's interest
in disclosure and the official's personal right to privacy, permitted
exemptions from production and disclosure are rather narrow, and the
City Attorney must act impartially when determining whether a record is
exempt. Factors such as potential embarrassment cannot be accounted
for in determining what to produce, and the City is obligated by law to err
on the side of disclosure.
Additionally, bear in mind that in the event of litigation, a subpoena for
records is a more powerful tool that can potentially compel the City to
produce a broader array of records, including those that would not have
been produced under a PRA request.
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c. Consider the appropriate platform for all work-related communications.
As always, a good rule of thumb before hitting "send" is to consider how
you would feel if the communication were to be reprinted in the
newspaper. If a communication is sensitive enough that you would not
want it to be reprinted, you are encouraged to consider using the
telephone and personal visits to communicate instead, when appropriate.
A copy of the City’s Administrative Policy regarding the use of electronic
communication and City-issued devices will be provided to Council Members
upon assuming office.
6.11 Communications with Staff
Pursuant to AGMC Section 2.08.080, “Administrative relationships,” the City
Council and its members, except for the purpose of inquiry, shall deal with
administrative services solely through the City Manager, and neither the City
Council nor any member thereof shall give orders to any officer or employee
of the City under the supervision of the City Manager.
In regard to questions relating to agenda items, Council Members are
encouraged to contact the City Manager or appropriate Department Director to
ask questions for clarification prior to the meeting at which the subject will be
discussed.
6.12 Complaints Regarding Performance of Staff
Any concerns by a member of Council over the behavior or work of a City
employee should be directed to the City Manager privately to ensure the
concern is resolved. Council Members shall not reprimand employees
directly, nor shall they communicate their concerns to anyone other than
the City Manager.
6.13 Citizen Inquiries
Often a constituent will call a Council Member with a question or a complaint
about a particular problem or issue. Sometimes the complaint is related to
not understanding why a particular action is taken and sometimes it relates
to how a service has been provided or not provided.
When particular service issues or questions come up, the staff is also
concerned about getting a quick and accurate response to a citizen. The most
effective way for staff to ensure this response is for the Council Member to
contact the City Manager's office to relay the question or complaint. Staff will
take the information, coordinate with the appropriate Department, follow up
with the citizen directly or provide information back to the Council Member,
whichever is preferred.
6.14 Handling of Litigation/Confidential Information
Council Members shall keep all written materials and verbal information
provided to them on matters that are confidential in complete confidence
to ensure that the City’s position is not compromised. No disclosure or
mention of information in these materials shall be made to anyone other
than Council Members, the City Attorney, or City Manager.
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Council Members may not disclose information obtained in closed session
unless authorized by a majority vote of the Council, or as otherwise required
by law.
6.15 Legislative Communications at the Request of City Affiliated
Organizations
From time to time, the City is asked by the League of California Cities or
other City-affiliated organizations to take a support and/or oppose position
on a particular piece of legislation and/or proposal. When such a request is
received, the matter shall be placed on the agenda and acted upon at the
next regularly scheduled City Council meeting. When a request is received
necessitating a more timely response in that action is required prior to the
next regularly scheduled City Council meeting, the Mayor, or his/her
designee, on behalf of the City, may sign and submit the requested
communication so long as the position is consistent with the position taken
by the League and/or other City-affiliated organizations and previous
positions, if any, taken by the City. A copy of the communication shall
be provided to the City Council and reported on as an informational item
under City Manager Communications or Council Communications at the next
regularly scheduled City Council meeting.
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APPENDIX
Reference Table of Amendments
DATE DESCRIPTION ACTION
10/25/2022 City Council adopted City Council Handbook Update
Resolution No. __
09/27/2022 Biennial update of City Conflict of Interest Code
(Exhibit D)
Resolution No.
5223
05/25/2021 Adoption of a Flag Display Policy (Exhibit F) Resolution No. 5083
01/11/2022 Adoption of a Diversity, Equity, Inclusion, and Justice Policy
(Exhibit G)
Resolution No. 5142
4/12/2022 Adoption of Ordinance Establishing By‐District Elections
(Exhibit H)
Ordinance No. 713
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EXHIBIT A: Expanded Description of City Departments
The following is a short description of the services of each of the City’s departments.
City Manager
The City Manager serves at the will of the City Council and is responsible for providing them
with policy recommendations, staff support and implementing their directions and
decisions. The City Manager is responsible for overseeing day to day operations of the City
and appoints professionals to direct departments responsible for a wide variety of services
provided to the community. The City Manager is responsible for overall direction and
coordination of the City organization to provide services and projects in an efficient
manner. The City Manager coordinates with community organizations and individuals to
ensure the City is responsive to the community’s needs and concerns. The City’s Human
Resources Officer reports directly to the City Manager.
The City Manager is committed to providing leadership to the organization that promotes
professionalism, responsiveness to the community, and decision making focused on
addressing both current and future needs. The City Manager is dedicated to addressing
financial challenges in a prudent and responsible manner, while maintaining critical services
the community depends upon and protecting the community’s heritage, natural resources
and quality of life.
City Attorney
The City Council appoints a city attorney to whom it turns to for legal advice. He/she attends
Council meetings to advise on points of the law and to ensure that all proper procedures are
maintained. The City Attorney also provides legal advice and represents the City Council, City
Manager, City departments and other City boards and commissions on legal matters. The
City Attorney is responsible for drafting ordinances, reviewing contracts and prosecuting
municipal code violations.
Administrative Services
The Administrative Services Department collects and disburses all City monies. It maintains
accounting records of all monetary transactions, involving cash receipts, accounts payable,
payroll, utility billing, and business licensing, and oversees the information technology
function of the City. The Department manages the prudent investment of currently idle City
funds. It also prepares the proposed biennial City budget, in conference with various City
department directors and key personnel and under the general direction of the City Manager.
Following City Council adoption, the final budget is then prepared.
Legislative and Information Services (City Clerk)
The Legislative and Information Services Department is responsible for managing the
legislative history of the City; responding to requests for information and researching
legislative data for the public, staff, media, and the City Council; recording actions taken at
City Council meetings; preparing and distributing City Council meeting agenda packets;
coordinating official filings with the California Fair Political Practices Commission; updating
the City’s Conflict of Interest and Municipal Codes; maintaining official records and archives
of the City including ordinances, resolutions, contracts, agreements, deeds, insurance
documents and minutes; and conducting elections for the City. The Legislative and
Information Services Department also is responsible for the City’s website, social media, and
local government access channel.
Recreation Services
The Recreation Services Department is responsible for providing recreation and leisure
opportunities for residents and visitors of all ages. These programs are offered with the hope
that they not only meet the community's interests, but also inspire residents to try something
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new. The Department offers adult and youth programs and classes, sport leagues, childcare
programs, and special events which are highlighted in a seasonal Activity Guide. The
Recreation Services Department manages scheduling and reservations for all recreational
facilities, including parks and barbeque areas, community centers, and athletic fields.
Community Development
The primary goal of the Community Development Department is to assist the community,
City Council, and Planning Commission in preparing for the City’s future growth and
development, as well as review current development plans for consistency with local
ordinances. The Department deals with transportation, housing, community facilities, public
safety, open space, design, and the use of land. Additionally, the Department oversees
economic development efforts to create an atmosphere conducive to the retention,
expansion, and creation of quality businesses, consistent with the community’s vision of
Arroyo Grande. This effort will result in maintaining and increasing the number of jobs and
enhancing the fiscal position of the City through increased business tax, sales, tax, and
property tax revenues. The engineering division ensures all construction in the public right-
of-way related to land development entitlements comply with adopted codes and engineering
standards. Engineering is also responsible for all subdivision processing, approval of final
subdivision maps, accepting related offers of dedications and entering into agreements to
complete subdivision agreements. The building division
reviews project plans, issues permits, and provides inspection services for compliance of
California's building, fire, mechanical, electrical, plumbing, energy, and disabled access
codes, as well as city ordinances, for all new and existing buildings in the city. The
Department provides staff assistance for the Planning Commission, Architectural Review
Committee, Downtown Parking Advisory Board, and Community Service Grant Committee.
Public Works
The Public Works Department is responsible for maintaining all City infrastructure (streets,
parks, sports complex, city-owned buildings, water and sewer facilities) as well as
maintaining the City’s vehicle fleet and equipment. The capital improvement projects
manager administers the design, construction and inspection of all publicly funded capital
projects. The Public Works Department also administers the City of Arroyo Grande
Community Tree Program including the administration of tree removal requests and permits.
Police
The mission of the Police Department is to maintain the public peace, safeguard lives and
property, and to provide for a quality of life whereby those persons within the City have a
sense of security and freedom in their daily activities. To accomplish this, the Department
provides a wide variety of public safety-related services. These services are provided through
the program areas: Uniformed patrol, traffic management, investigations, crime prevention,
delinquency prevention, records management, communications, and disaster management.
Five Cities Fire Authority
Pursuant to the Joint Exercise of Powers Agreement creating the Five Cities Fire Authority
(FCFA), the FCFA serves the City of Arroyo Grande to provide its citizens with fire protection
and other emergency services. The Fire Prevention Division assists in the elimination of fire
hazards through inspection of commercial, residential, and industrial areas. The Fire Division
is also responsible for the fire protection requirements on new subdivisions and occupancies.
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EXHIBIT B: Travel Policy
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EXHIBIT C: Ethical Standards Policy
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EXHIBIT D: Conflict of Interest Code
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EXHIBIT E – BEST PRACTICES OF CIVILITY AND CIVIL DISCOURSE
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EXHIBIT F – FLAG DISPLAY POLICY
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EXHIBIT G – DIVERSITY, EQUITY, INCLUSION, AND JUSTICE POLICY
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EXHIBIT H – CITY COUNCIL DISTRICTS
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City of Arroyo Grande
City Council Handbook
Adopted by the City Council:
April 10, 2018October 25, 2022, Resolution No. 4848___
Updated: Nov 2018
ATTACHMENT 2
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TABLE OF CONTENTS
1. INTRODUCTION ............................................................................................. 65
1.1 General Law City ..................................................................................... 65
1.2 City Organization Chart ............................................................................ 76
1.3 Arroyo Grande Municipal Code (AGMC) ....................................................... 86
1.4 City of Arroyo Grande Administrative Policy Manual ...................................... 86
1.5 Diversity, Equity, Inclusion, and Justice …………………………………………………………… 9
2. COUNCIL ORGANIZATION & DUTIES .............................................................. 97
2.1 Newly-Elected MembersCity Council Districts ............................................... 97
2.2 Appointment of Mayor Pro Tem ................................................................. 97
2.3 Meeting Duties of Mayor and Mayor Pro Tem ............................................. 107
2.4 Seating Order ....................................................................................... 107
2.5 Signing of City Documents ...................................................................... 107
2.6 Representation at Ceremonial Functions ................................................... 108
2.7 Issuance of Proclamations, Commendations, Special Recognition .................. 108
2.8 Annual Events .................................................................................. 1182.2
2.1 ..................................................................... Newly-Elected Members
92.3 ......................................................... Appointment of Mayor Pro Tem
9
2.4 Meeting Duties of Mayor and Mayor Pro Tem ............................................... 10
2.5 Seating Order ......................................................................................... 10
2.6 Signing of City Documents ........................................................................ 10
2.7 Representation at Ceremonial Functions ..................................................... 10
2.8 Issuance of Proclamations, Commendations, Special Recognition .................... 10
2.9 Annual Events ......................................................................................... 11
3. COUNCIL ADMINISTRATION ........................................................................ 118
3.1 Salaries and Benefits ............................................................................. 118
3.2 Travel and Expense Reimbursements ....................................................... 119
3.3 Appointment of City Manager and City Attorney ......................................... 119
3.4 City Council/City Manager Mutual Expectations .......................................... 129
3.5 Ethics Policy ....................................................................................... 1411
3.6 Sexual Harassment Prevention Training and Education .............................. 1411
3.7 The Brown Act .................................................................................... 1411
3.8 Political Reform Act .............................................................................. 1511
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4. CONDUCTING CITY COUNCIL BUSINESS..................................................... 1613
4.1 Meetings ............................................................................................ 1713
4.2 Attendance / Quorum ........................................................................... 1714
4.3 Best Practices of Civility and Civil Discourse ............................................ 1814
4.4 Agendas ............................................................................................. 1815
4.5 Agenda Order ..................................................................................... 1915
4.6 Meeting Procedures ............................................................................. 1916
4.7 Addressing the City Council ................................................................... 2017
4.8 Council Member Requests and Questions ................................................ 2117
4.9 Disturbance of City Council Meetings ...................................................... 2117
4.10 Council Action Items ............................................................................ 2118
4.11 Process for City Council Appeal of Planning Commission Decisions .............. 2219
4.12 Televised and Webstreamed Meeting Coverage ........................................ 2319
4.13 Display of Flags ………………………………………………………………………….. 18
5. COMMISSIONS/COMMITTEES/BOARDS ...................................................... 2420
5.1 City Commissions, Committees and Boards ............................................. 2420
5.2 Appointment ....................................................................................... 2420
5.3 Removal ............................................................................................ 2521
5.4 City of Arroyo Grande Commissioners Handbook ...................................... 2622
5.5 Appointment of Council Members to Various Local and Regional Boards,
Commissions and Committees ............................................................... 2622
5.6 Criteria and Process for Council Representatives Seeking Council Direction or
Input on Items Being Considered by Regional or Local Boards and Committees
2622
5.7 Appointment of Primary Voting Delegate and Alternate to National League of Cities
and/or League of California Cities Annual Conferences ............................... 2723
6. COMMUNICATIONS .................................................................................... 2824
6.1 General Communication ....................................................................... 2824
6.2 Processing and Delivering of City Council Mail .......................................... 2824
6.3 Written Correspondence ....................................................................... 2824
6.4 Use of City Seal and City Logo ............................................................... 2925
6.5 Speaking Engagements ........................................................................ 2925
6.6 Media Relations ................................................................................... 2925
6.7 City Council Protocol regardingRegarding Communications with Project Applicants
3025
6.8 Access to Communications/Technology Systems ...................................... 3026
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6.9 Electronic Communications Prohibited during Meetings .............................. 3026
6.10 Electronic Communications Using City-Issued and Personal Devices ............ 3127
6.11 Communications with Staff ................................................................... 3228
6.12 Complaints Regarding Performance of Staff ............................................. 3228
6.13 Citizen Inquiries .................................................................................. 3228
6.14 Handling of Litigation/Confidential Information ........................................ 3328
6.15 Legislative Communications at the Request of City Affiliated Organizations .. 3329
APPENDIX: Reference Table of Amendments ....................................................... 3430
EXHIBIT A: Expanded Description of City Departments ......................................... 3531
EXHIBIT B: Travel Policy .................................................................................. 3733
EXHIBIT C: Ethical Standards Policy .................................................................. 4642
EXHIBIT D: Conflict of Interest Code.................................................................. 5046
EXHIBIT E: Best Practices of Civility and Civility Discourse ........................................ 49
EXHIBIT F: Display of Flags Policy………………………………………………………………………………….. 58
EXHIBIT G: Diversity, Equity, Inclusion and Justice Policy……………………………………………. 64
EXHIBIT H: City Council Districts…………………………………………………………………………………….69
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1. INTRODUCTION
The City Council Handbook includes policies and procedures approved by the City
Council regarding City Council activities. The objectives of the Manual are to:
a) Serve as a reference document for the City Council;
b) Provide comprehensive orientation information for new City Council
Members; and
c) Enable the City Council to effectively compile and maintain operational
practices that are agreed upon.
The guidelines and protocols set forth herein are not intended to limit the inherent
power and general legal authority of the City Council. Any of the protocols herein
may be waived by a majority vote of the Council Members when it is deemed that
there is good cause to do so based upon the particular facts and circumstances.
The policies shall be amended by a majority vote of the City Council and may be
amended administratively by the City Clerk’s Office in order to remain current
with federal, state, and local law.
1.1 General Law City
Arroyo Grande was incorporated as a city on July 10, 1911. Arroyo Grande is
a general law city and the City Council is the governing body. The City Council
is vested with all the regulatory and corporate powers of a municipal
corporation provided for by state law governing general law cities.
Certain state laws and other established regulations exist, which govern
various responsibilities of the City Council. This manual is not intended to
duplicate, fully articulate all requirements, or repeal any existing statutes or
regulations. City Council Members are responsible for becoming familiar
with these statutes and regulations.
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1.2 City Organization Chart
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1.3 Arroyo Grande Municipal Code (AGMC)
Since the City of Arroyo Grande is a General Law City, as opposed to a
Charter City, its City Council must act within the framework of limitations
and procedures established by State Law. Local laws are established by
Ordinance and are compiled in the AGMC. The Municipal Code sets forth the
regulatory, penal and administrative laws of general application to the City.
These laws are enforceable by the City, and violations thereof can constitute
a misdemeanor or an infraction. Other directives and policies of the City
Council are recorded in Council Ordinances, Resolutions or by minute action
of the Council.
1.4 City of Arroyo Grande Administrative Policy Manual
The Administrative Policy Manual consolidates all administrative policies
and procedures of a general or inter-departmental nature into one City
document. Administrative regulations meet the following criteria: 1) are
directed toward an ongoing City process or procedure; 2) are limited to
one major subject area; and 3) are applicable to more than one City
department. Administrative regulations are issued from the City Manager’s
Office. Certain administrative policies that pertain to City Council Members
are included as Exhibits to this Manual and/or will be provided to members
at the time of assuming office.
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1.5 Diversity, Equity, Inclusion, and Justice
It is the mission of the City to make Arroyo Grande the best place possible
for everyone who lives, works and visits Arroyo Grande. The City Council
adopted Resolution 5142 adopting a Diversity, Equity, Inclusion, and Justice
Policy as a commitment to support diversity, equity, inclusion, and justice
in all facets of society and to model and implement the objectives within the
community and City organization (Exhibit G).
2. COUNCIL ORGANIZATION & DUTIES
2.1 City Council Districts
On April 12, 2022, the City Council adopted Ordinance 713 establishing a by-
district election system and created four (4) district boundaries (Exhibit H).
By 2024, each Councilmember will be elected by voters within their district
boundary for a four-year term. The Mayor continues to be elected at-large for
a two-year term.
The City Council wishes to remain united in its service to the community and
will govern on an at-large basis, considering the needs and interests of the
entire community. Professional management of the City will continue to be a
Council-Manager form of government under the policy leadership of the City
Council as a governing body. City resources will be allocated to address
priorities and needs on a citywide basis with a budget adopted by the City
Council as a governing body.
As customer service is a priority, any Council Member will help any member
of the community who contacts them. Current practices regarding invitations
of City Council Members to events and activities and appointments to
committees and various bodies will remain in effect.
2.12.2 Newly-Elected Members
Newly-elected Council Members are sworn into office generally at a
specialregular meeting in December following a regular municipal
election. Immediately upon election (even before being sworn into
office), newly-elected Council Members are subject to the provisions of the
Brown Act.
A reception is traditionally held immediately following the reorganization
meeting.
2.22.3 Appointment of Mayor Pro Tem
The City Council appoints a Council Member as Mayor Pro Tem to serve the
duties of Mayor in his/her absence.
The Mayor Pro Tem shall serve a term of one year.
The appointment of the Mayor Pro Tem takes place at the first meeting in
December of each year.
It is the City Council’s policy to rotate appointment of the Mayor Pro Tem
based upon the seniority of City Council Members that have not yet served in
the position of Mayor Pro Tem. City Council Members become eligible to serve
as Mayor Pro Tem after serving on the City Council for a period of one year.
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If two Members of the City Council have the same seniority, the order of
rotation will be based upon time served on a City Council appointed
Commission and/or Committee prior to being elected to the City Council.
2.32.4 Meeting Duties of Mayor and Mayor Pro Tem
The Mayor shall preside at the meetings of the Council. If he/she is
absent or unable to act, the Mayor Pro Tem shall serve until the Mayor
returns or is able to act.
In the absence of the Mayor and Mayor Pro Tem, the City Clerk shall call
the Council to order, whereupon a temporary Chairperson shall be elected
by the members of the Council present.
2.42.5 Seating Order
Following the Council reorganization, the City Clerk shall designate the
seating order for the Council dais. The Mayor Pro Tem shall sit to the Mayor’s
left.
2.52.6 Signing of City Documents
The Mayor, unless unavailable, shall sign all ordinances, resolutions,
contracts/agreements and other documents which have been adopted by the
City Council and require an official signature, except when the City Manager
has been authorized by Council action to sign such documents. In the event
the Mayor is unavailable or has a conflict of interest, the Mayor Pro Tem’s
signature may be used.
2.62.7 Representation at Ceremonial Functions
The Mayor shall represent the Council at ceremonial functions. The Mayor
may, at his/her own discretion, ask the Mayor Pro Tem or another Council
Member to represent the Council at the function. Voluntary attendance at
ceremonial functions by Council Members is encouraged.
2.72.8 Issuance of Proclamations, Commendations, Special Recognition
PROCLAMATIONS AND COMMENDATIONS: All requests for proclamations
are subject to the review and approval of the City Manager or his/her designee,
or Mayor. Proclamations and commendations are signed by the Mayor, and
are prepared in response to the type of recognition requested (which may
include recognition of individuals, groups, and events of significance to the
Arroyo Grande community). Proclamations and commendations may be
presented at a City Council meeting or at an outside event or meeting.
Typically, requests are honored for presentation at a Council meeting only if
a local representative from the requesting party can appear to accept the
proclamation or certificate.
IN MEMORY OF: A meeting may be adjourned in memory of an individual
at the direction of the Mayor or a member of the City Council. if the
Council Member submits a request to the Mayor or to the City Clerk ahead
of the meeting. The announcement will be made following roll call. If the
meeting is so adjourned, the individual’s family will be mailed a letter by the
City Clerk’s Office acknowledging theat adjournment. of the meeting.
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2.82.9 Annual Events
There are a number of Annual Events that the Mayor and Council Members
may attend or participate in, including but not limited to the following:
a. City of Arroyo Grande Volunteer Recognition Dinner
b. Arroyo Grande-Grover Beach Chamber ofSouth County Chambers of
Commerce Annual Installation Dinner
c. League of California Cities New Mayors and Council Members Academy
d. Tip-A-Cop Dinner/Fundraiser for Special Olympics
e. Strawberry Festival
f. Arroyo Grande Grover Beach Chamber of Commerce Mega Mixer
g.e. League of California Cities Annual Conference
f. League of California Cities Channel Counties Dinner
h.g. Harvest Festival Parade
i.h. Village ChristmasHoliday Parade
j.i. Arroyo Grande Police Department Santa Cop Program
k.j. Annual Holiday and Employee Recognition Luncheon
3. COUNCIL ADMINISTRATION
3.1 Salaries and Benefits
AGMC Chapter 2.04 sets forth that Council compensation is established by
City Council Resolution. Currently, the Mayor receives a monthly salary of
$798.00, and City Council Members receive a monthly salary of $405648.00.
The City contributes an amount equivalent to that received by management
employees towards the Mayor and Council Member’s participation in medical,
dental and vision insurance. Any unexpended amount shall not be distributed
to the Mayor and Council Members in cash. If the Mayor and Council Members
elect to opt out of medical, dental and vision, that individual will not receive
the opt out amount.
3.2 Travel and Expense Reimbursements
The Council shall establish in the biennial budget funding for conferences,
meetings, training, and representation at ceremonial functions. Council
Members shall attend these functions at his/her own discretion for purposes
of improving comprehension of and proficiency in municipal affairs and/or
legislative operations.
The expenses of spouses who accompany public officials in the conduct of
their public duties cannot be reimbursed [75 Cal. Op. Att’y. Gen. 20 (1992)].
Council Members shall be subject to the City’s Administrative Policy and
Procedures for travel and expense reimbursement. Council Members shall
make an oral report on the meeting or conference during Council
Communications as appropriate (EXHIBIT B).
3.3 Appointment of City Manager and City Attorney
The City Manager shall be appointed by the City Council solely on the basis
of his/her executive and administrative qualifications (AGMC Section
2.08.020). The powers and duties of the City Manager are set forth in AGMC
Section 2.08.070. The City Council shall conduct an annual evaluation for the
City Manager in closed session.
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The City Attorney shall be appointed by the City Council and shall serve as
legal counsel to the City government and all officers, departments, boards,
commissions, and agencies thereof. The powers and duties of the City
Attorney are prescribed by State law. The City Council shall conduct an
annual evaluation for the City Attorney in closed session.
In the event a Council Member has issues with, or is concerned about the
performance of either the City Manager or City Attorney, or the City Manager
or City Attorney has concerns or issues regarding his or her relationship with
or treatment by a Council Member, he or she should pursue the following
steps in seeking to resolve the issue:
a. The issues or concerns should be communicated in an appropriate way,
so that the City Manager, City Attorney, or the Council Member is clearly
aware of them and can respond constructively in an effort to resolve the
matter.
b. If the matter is not resolved, request that a closed session be scheduled
to discuss the personnel matter consistent with the Brown Act. At the
closed session, the City Council and affected individual should seek to
resolve the issue or concern, and as appropriate, obtain a clear consensus
on the expectations for the individual and/or Council Member and
communicate those expectations clearly.
c. Depending on the issues or concerns and the circumstances, the City
Council may also consider appointing an ad hoc committee to review the
matter, meet with the individual, and report back on its recommendations
in a follow up closed session. The City Council may also consider retaining
a facilitator to meet with the parties to the conflict, to seek solutions to
the concerns or issues that have been identified.
3.4 City Council/City Manager Mutual Expectations
The following mutual expectations have been agreed upon by the City Council
and City Manager regarding their respective roles and support the successful
operation of the City Manager/Council form of government. They serve as a
general framework to foster a constructive working relationship and provide
new Council Members an overall outline of how we have committed to
operate. They may also serve as a basis for discussion to resolve potential
problems or when changes in the expectations are desired.
Expectation of City Manager
a. Promote a high level of customer service to be provided by the
organization.
b. Clearly communicate to the City Council the operational impacts of
policy decisions and direction.
c. Deal with the City Council, staff and community in an up front and
honest manner at all times.
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d. Be responsive to Council direction and needs and keep Council members
informed of key issues, activities and follow-up to requests. Take
necessary steps to avoid surprises for Council in public.
e. Provide information equally to all Council members.
f. Provide complete information regarding an issue or item. Never
manipulate information in order to promote one viewpoint.
g. Ensure staff reports include alternatives, potential impacts of each
alternative and staff’s best recommendation.
h. Be fully committed to successfully implementing City Council’s
decisions, whether or not they are consistent with staff’s
recommendations.
i. Involve the community in planning activities regarding issues impacting
the public and make every effort to develop a consensus on issues in
which there are differing viewpoints.
j. Demonstrate and insist from all staff the highest level of ethics and
integrity.
k. Be an active and visible member of the community.
l. Be an effective problem solver.
m. Provide strong leadership in the organization, but also promote
participation and responsibility on the part of the executive staff in
accomplishing the City’s goals.
n. Promote professional development of staff in the organization.
o. Be accessible.
Expectations of the City Council
a. Recognize that the City Council gives direction only as a convened body.
Share opinions and views, but refrain from providing direction without
the participation of the full Council. Do not individually attempt to
influence the decisions or recommendations of staff.
b. Conclude discussions requiring staff follow-up or action with specific
direction agreed upon by the City Council.
c. Make an effort to let staff know concerns and questions prior to public
meetings so staff can be prepared as best possible. Questions regarding
agenda items should be submitted to the City Manager by noon on the
Monday prior to a Tuesday Council meeting.
d. Share in staff’s commitment to the highest ethical standards and avoid
any appearances of impropriety.
e. Direct questions or requests for information to the City Manager or
Department Directors only. Make requests that will require staff to
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prepare information to the City Manager. Non-emergency
communications to the City Manager or Department Directors should be
made during regular business hours to the extent reasonably possible.
f. Treat staff in a respectful manner at all times. Recognize good work by
staff. Communicate any concerns involving staff to the City Manager.
Refrain from criticizing staff in public.
g. Prevent disagreements with each other, the City Manager or staff from
becoming personal. Commit to and support teambuilding efforts when
necessary and appropriate.
h. Provide feedback on an ongoing basis.
i. In addition to ongoing communications, meet individually with the City
Manager at least monthly for Council members and twice a month for
the Mayor.
j. Seek and provide honesty, directness and openness.
k. Immediately communicate to the City Manager any items that are
perceived not to be handled in accord with these expectations.
l. Respect staff’s impartiality involving elections and campaign activities.
3.5 Ethics Policy
City Council Resolution No. 3951, adopted by the Arroyo Grande City
Council on September 12, 2006, established an Ethics Policy for City
Employees, Elected Officials and Appointed Officials. The City Council has
adopted this code of ethics and values to promote and maintain the highest
standards of personal professional conduct in the City’s government. Ethics
training shall be required for all elected officials within one year of assuming
office, and every two years thereafter, as required by State law. (Exhibit C)
3.6 Sexual Harassment Prevention Training and Education
State law requires that elected officials who receive any type of
compensation, salary, or stipend from a local agency receive at least two
hours of sexual harassment prevention training and education within the
first six months of taking office, and every two years thereafter
(Government Code Sections 53237-53237.5).
3.7 The Brown Act
The Ralph M. Brown Act is a law which provides that all meetings of a
legislative body, whether meetings of the City Council or its appointed
advisory bodies, shall be open and public and all persons shall be permitted
to attend. Notices of regular meetings must be made 72 hours prior to the
meeting. Special meetings may be called by the Mayor or a majority of the
City Council and must be noticed 24 hours prior to the time of the meeting.
The Open & Public Guide to the Ralph M. Brown Act will be provided to all
Council Members upon assuming office.
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3.8 Political Reform Act
The Political Reform Act states that public officials shall perform their duties
in an impartial manner, free from bias caused by their own financial
interests or the financial interests of persons who have supported them.
The Political Reform Act establishes regulations regarding conflicts of
interests and campaign receipts and expenditures. (Government Code, Title
9, Sections 81000- 91015)
Conflict of Interest - General Provisions of the Law
The Political Reform Act requires state and local government agencies to
adopt a Conflict of Interest Code, which shall be reviewed biennially in even-
numbered years. The Arroyo Grande City Council adopted Resolution No.
47575223 amending the City of Arroyo Grande’s Conflict of Interest Code
on April 10, 2018September 27, 2022 (Exhibit DC).
The Political Reform Act regulates conflicts of interest through disclosure
and prohibition of participation in decisions, which constitutes conflicts of
interest. Specifically, it requires City Council Members and other public
officials to annually disclose all financial interests that may be affected by
decisions made in their official capacity; this includes interests such as
investments, real property, income, and gifts.
Council Members must disqualify themselves from making or participating
in making or influencing any governmental decision that will have a
foreseeable material financial effect on any economic interest of the Council
Member or certain family members. Government Code Section 87105 states
that a Council Member who has a conflict of interest must take the following
steps after determining that a conflict of interest exists under the Political
Reform Act:
a. Publicly identify the financial interest. This must be done in enough
detail for the public to understand the financial interest that creates
the conflict of interest. Note: Residential street addresses do not have
to be disclosed.
b. Recuse yourself from both the discussion and the vote on the matter.
You must recuse yourself from all proceedings related to the matter.
c. Leave the room until the matter has been completed. The matter is
considered complete when there is no further discussion, vote or any
other action.
Exception: According to the FPPC, if the matter is on the consent
calendaragenda, you do not have to leave the room.
Exception: Under limited circumstances, if you wish to speak during public
comment, you may do so as long as you have complied with the disclosure
and recusal requirements, left the dais and the matter you appear on is
related solely to your personal interest.
Government Code Section 1090
Government Code Section 1090 is similar to the Political Reform Act, but
applies only to City contracts in which a public official has a financial
interest. The financial interests covered by GC §1090 are different from
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those in the Political Reform Act. Having an interest in a contract may
preclude the City from entering into the contract at all, even if the individual
Council Member with the conflict recuses him or herself. In addition, the
penalties for violating GC §1090 are severe. If a Council Member believes
that he or she may have any financial interest in a contract that will be
before the Council, the member should immediately seek advice from the
City Attorney and/or the Fair Political Practices Commission.
Gifts
Council Members should carefully consider and monitor “gifts” from any
person or organization whether the gift be financial support, loans, event
tickets or passes, meals, etc. Many of these gifts may need to be reported
and may present a conflict of interest when considering and/or voting on
projects or issues related to the person presenting the gift.
Advice
It is critical to note that compliance with the State’s conflict of interest laws
is each public official’s personal responsibility. While the City Attorney can
render advice on the interpretation of State laws and regulations on conflict
matters, such advice is solely an interpretation of the law. The only
authority that can provide binding interpretations and possible immunity
from civil or criminal liability on such matters is the Fair Political Practices
Commission (FPPC). Council Members or the full Council are encouraged to
solicit opinions on such matters directly from the FPPC.
It is also important to keep in mind that the City Attorney represents the
City and City Council as a whole and not individual Council Members.
FPPC Filing Requirements
Elected officials file a Statement of Economic Interest (Form 700) to disclose
certain investments, interests in real property, sources of income, gifts,
loans and business positions within 30 days of assuming office; annually by
April 1st covering the previous calendar year or from the last filing period,
as required; and within 30 days of leaving office. Certain City commission
members and designated City employees are also subject to this disclosure
requirement.
Form 460/470 – Campaign Disclosure Statements (Form 460 or 470) are
filed annually in July; or semi-annually in January and July as required by
the FPPC.
4. CONDUCTING CITY COUNCIL BUSINESS
The following guidelines are to assist the City Council in the conduct of City business
and are procedural only. Failure to strictly observe such procedures shall not affect
the jurisdiction of the Council nor invalidate any action taken at a meeting that is
otherwise held in conformance with the law.
Except as otherwise provided for in this Handbook, any special rule adopted by the
City Council, or as otherwise provided by state statute, the procedures of the City
Council meetings shall be governed by the latest revised edition of “Sturgis Standard
Code of Parliamentary Procedure”, as modified by Council practices. The City
Attorney is designated as the parliamentarian for City Council meetings. The City
Manager shall preside as the parliamentarian in the City Attorney’s absence.
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4.1 Meetings
City Council Meetings
The City Council shall meet in regular session on the second and fourth
Tuesday of each month.
Business at regular sessions shall be conducted from 6:00 PM to 11:00 PM
only, unless extended by unanimous consent of the City Council Members
present.
A special meeting may be called at any time by the presiding officer (Mayor)
or by a majority of the City Council.
The Council may adjourn any regular, or special meeting, to a time and place
specified in the order of adjournment pursuant to the procedures set forth in
the Brown Act.
A regular meeting may be cancelled by a majority vote of the Council.
Historically, it has been the Council’s policy to cancel the first regular meeting
in July so the City Council and staff can coordinate vacation time during the
summer months. In addition, the City Council generally cancels the second
regular meeting in December due to the holidays and related City office
closures.
The order of business for the City Council shall be as arranged by the City
Manager, except for matters set at a specific time by the Council.
Agency Meetings (Successor Agency)
The City Council also sits as Board Members of the Successor Agency to the
Dissolved Arroyo Grande Redevelopment Agency and shall meet occasionally
to conduct business. The Mayor shall serve as Chairperson and the Mayor Pro
Tem shall serve as the Vice Chairperson. There is no additional compensation
for serving in these capacities.
4.2 Attendance / Quorum
Council Members acknowledge that attendance at lawful meetings of the
City Council is part of their official duty. Council Members shall make a
good faith effort to attend all such meetings unless unable. Council
Members will notify the City Manager or City Clerk if they will be absent
from a meeting.
Three members of the City Council shall constitute a quorum and shall be
sufficient to transact business. If less than three appear at a regular meeting,
the Mayor, Mayor Pro Tem in the absence of the Mayor, any Council Member
in the absence of the Mayor and Mayor Pro Tem, or in the absence of
all Council Members, the City Clerk, or his/her designee, shall adjourn the
meeting to a stated day and hour or cancel the meeting due to the lack of a
quorum.
Council Members may attend meetings remotely, in compliance with all
applicable Brown Act or other legal requirements, if in-person attendance is
not possible due to extenuating circumstances. If attending a meeting
remotely, Council Members are responsible for ensuring that they are using
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reliable teleconferencing or videoconferencing services.
4.3 Best Practices of Civility and Civil Discourse
In order to ensure civility and civil discourse in all of its meetings, the City
Council has pledged its commitment to the best practices of civility and civil
discourse. The Arroyo Grande City Council adopted Resolution No. 4872
amending the pledge to reaffirm the importance of civility and civil discourse
by including a Regional Code of Civility on June 26, 2018 (Exhibit E).
a. To respect the right of all people to hold different opinions in all of our
meetings;
b. To avoid rhetoric intended to humiliate, malign, or question the
motivation of those whose opinions are different from ours in all our
meetings;
c. To strive to understand differing perspectives in all our meetings;
d. To choose words carefully in all our meetings;
e. To speak truthfully without accusation, and avoid distortion in all our
meetings; and
f. To building a civil political community in which each person is respected
and spirited public and political debate is aimed at the betterment of the
City of Arroyo Grande and its people and not the disparagement of those
with whom we disagree.
The City Council shall promote the use of and adherence to the principles of
civility and civil discourse in conducting business with appointed and elected
officials, staff, and citizens.
4.4 Agendas
a. Agendas for the Council will be prepared by the City Manager.
b. The purpose of the agenda is to provide a framework within which
Council meetings can be conducted and to effectively implement the
approved Council Goals, Long Term Financial Plan and Budget,
Critical Needs Action Plan and also work programs, objectives, and
business of the City as established by the City Council. Agenda items
may also include, but are not be limited to, recommendations to the
City Council from advisory bodies, public hearings for land use and
zoning actions or appeals, awarding bids, contracts, agreements, and
adoption of resolutions and ordinances establishing various City
regulations or policies. Agenda items will be within the policy context
established by the Council, the scope of existing work programs, and
within the jurisdiction of the City.
For items that are of a regional, State, or Federal nature, including
but not limited to proposed legislation, the item may be placed on
the City Council agenda if it meets any of the following criteria:
1. Items that will result in any direct significant financial impact
to the City;
2. Items that involve new regulations, requirements or other
impacts that will result in a significant impact to staff workload
or adversely impact Arroyo Grande businesses or citizens;
3. Items that will create or increase a fee, tax or other charge
unique to Arroyo Grande residents.
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c. The electronic City Council agenda packet, including all reports,
communications, ordinances, resolutions, contracts, documents that
are available, or other matters to be considered by the City Council
at the regular meeting, will be delivered electronically to members of
the City Council no later than 72 hours preceding the Tuesday Council
meeting to which the agenda packet pertains. Agenda packets for
special meetings will be delivered electronically to members of the
City Council no later than 24 hours preceding the date and time set
for the special meeting.
d. Agendas shall be posted on a bulletin board, publicly accessible, at
City Hall, 300 E. Branch Street, Arroyo Grande, and posted on the
City website at www.arroyogrande.org.
4.5 Agenda Order
The order of the Regular Meeting Agenda is generally as follows:
Call to Order
Roll Call
Moment of Reflection
Flag Salute
Agenda Review
Special Presentations and City Manager Communications
City Council Reports (2nd Meeting of Month)
Community Comments and Suggestions
City Manager/Director Report
Consent Agenda
Public Hearings
Old Business
New Business
City Council Reports (2nd Meeting of Month)
Council Communications
Community Comments and Suggestions
Closed Session
Adjournment
4.6 Meeting Procedures
a. Council ordinances and resolutions must be reviewed in written form
before binding action is taken on same.
b. A Council order applies mainly as a directive to City officers or
employees. It need not be in writing, as it generally applies to one
specific act only.
c. In the absence or inability of the Mayor and the Mayor Pro Tem to attend
a meeting of the City Council, the Members present shall select one
Member to temporarily preside.
d. A motion shall not be debated or “put to vote”, unless the same is
seconded. When a motion is seconded, if requested, it shall be stated
by the Mayor or the City Clerk before debate.
e. Upon a motion having been made and seconded, it shall be deemed to
be in possession of the Council, but it may be withdrawn at any time,
before decision or amendment, with the assent of a second.
f. A Member called to order should relinquish the floor, unless permitted
to explain; and the Council, if appealed to, shall decide on the case, but
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without debate. If there is no appeal, the decision of the Mayor shall be
final.
g. Upon demand of any Council Member, or at the discretion of the Mayor,
the vote shall be by roll call, except that the vote. vVotes on all
ordinances or resolutions shall be by roll call vote.
h. Tie votes shall be lost motions.
i. Tie votes on the appeal of a Commission/Board/Committee or staff
decision sustain the action of the Commission/Board/Committee, or
staff.
j. Every Council Member, unless disqualified by reason of a conflict of
interest or as otherwise provided by law, shall cast his/her vote upon
any matter put to vote by the legislative body.
k. Any Council Member who abstains from voting without a valid reason
shall be deemed to have voted with the majority on that particular issue.
l. A Council Member who publicly announces that he/she is abstaining from
voting on a particular matter for specified reasons shall not subsequently
be allowed to withdraw that abstention.
m. In order to avoid any attack on the validity of Council hearings, Council
Members shall avoid forming final conclusions or making commitments
with proponents and opponents during any meetings, conferences, or
discussions regarding the merits of the matter or issue before the body,
including but not limited to, specific zoning and related land-use
proposals, comprehensive planning, and like matters.
n. A motion to reconsider a legislative or quasi-legislative action taken by
the Council may be made only at the same meeting at which the action
was taken. Quasi-judicial actions shall not be subject to a motion to
reconsider.
4.7 Addressing the City Council
Each person desiring to address the Council shall proceed to the speaker’s
stand upon invitation by the Mayor. Speakers shall be asked to voluntarily
state their name for the record, but speakers will not be required to state
their name as a condition of attendance or participation. Unless further time
is granted by the Mayor, (unless overruled by a majority vote of the Council),
the speaker shall limit his/her remarks to three (3) minutes unless special
circumstances exist. All remarks shall be pertinent to the subject at hand.
All remarks must be addressed to the Council as a whole and not to any
Member individually. No questions shall be asked of a Council Member or
member of City staff without the permission of the Mayor.
In order to avoid repetitious presentations and delay in the business of the
Council, whenever any group of persons wishes to address the Council on the
same subject matter, it shall be proper for the Mayor to request a
spokesperson be chosen by the group to represent its position. The Mayor
may, in his or her discretion, grant additional time for a speaker that has
been recognized or designated by a group to present comments on their
behalf.
After a motion has been made and seconded, or a public hearing has been
closed, no member of the public shall address the Council from the audience
on the matter under consideration without first securing permission to do so
from the Mayor or a majority vote of the Council.
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4.8 Council Member Requests and Questions
a. Under the Council Communications portion of the meeting agenda,
Council Members may ask a question for clarification, make an
announcement, or report briefly on his or her activities. Council Members
may also request staff to report back to the Council at a subsequent
meeting concerning any matter or request that staff place a matter of
business on a future agenda. Any request to place a matter of business
for original consideration on a future agenda requires the concurrence
of at least one other Council Member.
b. Proper action will then be taken by staff.
4.9 Disturbance of City Council Meetings
The following procedure and format will be used by the City Council to address
disruptive persons at a Council Meeting:
a. The Presiding Officer shall make the following announcement:
“As the Presiding Officer, I am advising you that your comments have
violated the City Council’s rules of procedure for addressing the City
Council and you are causing a serious disruption to this meeting. I must
ask you to immediately cease the disturbance before further action is
necessary. At this time, I am going to recess the meeting for 10
minutes. We will then reconvene our meeting.”
b. Recess and call for police to be present when meeting reconvenes.
c. If the disturbance continues after reconvening the meeting, the
Presiding Officer shall make the following announcement:
“As Presiding Officer, since you are continuing this disturbance, I must
advise you that the Penal Code provides that every person who, without
authority of law, willfully disturbs or breaks up any meeting, not unlawful
in its character, is guilty of a misdemeanor. If you do not immediately
cease this disturbance, I will request the police to arrest you under Penal
Code Section 403.”
d. If the disturbance continues, request the police to come forward to make
the arrest. (Government Code Section 54957.995)
4.10 Council Action Items
Staff Reports
Each City Council agenda business item shall have a coordinating staff
report prepared by the originating department. Staff reports are written
specifically for the purpose of communicating information necessary for
policy and decision-making and generally includes an abbreviated
summary of action, impact on financial and personnel resources,
recommended action, background, analysis of issues, alternatives,
advantages, disadvantages, environmental review (if applicable), and public
notification methods.
Ordinances
Ordinances are the laws of a municipality. An ordinance generally prescribes
some permanent rule of conduct or government that remains in force
until the ordinance is repealed. Ordinances are required to be read in their
entirety at the time of introduction or at the time of passage, unless a regular
motion waiving further reading is adopted by a majority of all Council
Members present (this occurs during the meeting under Agenda Review).
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Ordinances may only be passed at a regular meeting or at an adjourned
regular meeting. Except for urgency ordinances, ordinances may not be
passed at a special meeting. Ordinances generally take effect 30 days
following the date of adoption. The following Ordinances take effect
immediately: Ordinances relating to an election; and urgency ordinances for
the immediate preservation of the public peace, health, or safety, containing
a declaration of the facts constituting the urgency, and passed by a four-
fifths vote of the City Council.
Resolutions
A Resolution expresses City Council policy or directs certain types of
administrative action and may be changed by a subsequent Resolution.
Resolutions are generally effective on the date of adoption.
Agreements/Contracts
Municipal government enters into contracts for many different types of
goods and services. These contracts are usually written agreements that are
legally binding upon the parties. Typically, agreements are entered into with
the approval of the City Council or, if legally authorized, the City Manager.
Minute Motion
A minute motion or motion is appropriate when: 1) the action is not of a
penal nature or intended to be a local law; 2) an ordinance or resolution is
not specifically required; or 3) a formal document reflecting the City
Council’s action is not necessary. The only record of such action is in the
form of minutes taken of the meeting at which the action is taken.
Submitted Materials at Meetings are Public Record
Any written correspondence or other materials, when distributed to all, or
a majority of all, of the members of the City Council by any person in
connection with a matter subject to discussion or consideration at an open
public meeting, are disclosable public records under the California Public
Records Act and shall be made available upon request without delay.
Writings that are public records and that are distributed during a public
meeting shall be made available for public inspection at the meeting if
prepared by City staff or a member of the City Council, or after the meeting
if prepared by some other person. All writings referenced herein shall be
provided to and documented with a received/filed date by the City Clerk.
Minutes
The minutes serve as a permanent record of the City Council’s actions. The
City Clerk, or his/her Deputy, shall attend and prepare action minutes of all
public meetings of the City Council [Gov’t Code Sections 36814 and 40801
and Resolution No. 4341, adopted February 22, 2011].
Minutes ready for Council approval shall be placed on the regular City
Council meeting agenda and included in the Council packet. Minutes of
Council meetings are available for review in the City Clerk's Office and online
at www.arroyogrande.org.
4.11 Process for City Council Appeal of Planning Commission Decisions
Pursuant to Municipal Code Section 1.12.050, the City Council may appeal
decisions of the Planning Commission. The following procedure has been
established for such appeals:
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a. City Council will receive the Planning Commission Agenda the Friday
prior to the Planning Commission meeting.
b. The Wednesday following the Planning Commission meeting, staff will
distribute to the City Council an annotated copy of the Planning
Commission Agenda with the action of the Commission highlighted if any
final actions were taken.
c. City Council Members may determine if an appeal is desired after
reviewing the annotated Agenda.
d. Any Council Member that desires to appeal a decision shall contact the
City Manager or City Clerk by 2:00 p.m. on Thursday following the
Planning Commission meeting to direct that the request be placed on the
next City Council Agenda under “Council Communications.”
e. In order to proceed with an appeal, the City Council shall adopt a motion
to appeal the action of the Planning Commission.
f. If approved by the City Council, the City Clerk will set a date for the
hearing within 60 days of the City Council’s decision to appeal the action
and notifiesnotify the affected applicant and Planning Commission.
4.12 Televised and Webstreamed Meeting Coverage
All regular City Council meetings are held in a hybrid in-person and virtual
format in the City Council Chambers and online. Meetings are broadcast live
and rebroadcast on the City’s government access channel, webstreamed live
on the City’sCity contractor’s website, and archived online for on-demand
viewing. The purpose of televising and webstreaming meetings of the Arroyo
Grande City Council is to enhance the awareness and education of the general
public regarding the actions and deliberations of the City Council.
a. Council coverage is not to be edited or subjected to editorial comment.
b. All regular City Council meetings shall be televised and webstreamed,
except for meetings or portions of meetings which are closed to the
public, or when the Council directs otherwise.
c. Cameras used shall be owned by the City and operated only by City
employees or persons under contract with the City.
d. Cameras shall be operated so that they are focused only on the officially
recognized speaker, and on any visually displayed information they may
be showing.
e. The City Clerk’s minutes shall remain the official record of Council
proceedings.
f. To assure timely information for the public, a link to the Council meeting
video will be placed on the City’s website as soon as possible for
rebroadcast.
4.13 Flag Display Policy
City Council adopted a Resolution adopting a Flag Display Policy to provide
guidance and standards for the outdoor display of flags at City facilities,
including commemorative flags other than the United States flag, the State of
California flag, and City flags (Exhibit F). The desire of the Council is to reflect
the role of the Arroyo Grande City Hall as an inclusive gathering location and
local symbol of government and democracy. Flying of flags on City facilities is
a nonpublic forum for the display of the United States flag, the State of
California flag, City flags, and any commemorative flag authorized by the City
Council.
The City Council shall only consider a request to display a commemorative flag
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if the request is made by a member of the City Council and another City
Council member agrees to place the discussion to authorize such display on
the agenda for a regular or special City Council meeting. Four (4) Council
Members must agree to display the Commemorative Flag.
5. COMMISSIONS/COMMITTEES/BOARDS
The City Council shall appoint committees as deemed necessary for the proper
conduct of City business.
No committee or subcommittee shall include in its membership more than two (2)
Council Members.
The City Manager, or his/her designee, shall be an ex-officio member of all
committees.
5.1 City Commissions, Committees and Boards
City commissions (which hereinafter include standing Council-appointed
boards, commissions, and committees) serve as advisory bodies to
facilitate public input and citizen participation in the determination of
public policies. This is accomplished by formulating recommended courses
of action and policy to the City Council with whom final determination
rests. The Planning Commission (AGMC Chapter 2.18, “Planning
Commission”) has authority to make final determination in applicable
circumstances (AGMC Title 16, “Development Code”).
5.2 Appointment
Pursuant to Council Resolution, the City Council appoints representatives to
the following City boards, commissions and committees:
Planning Commission
Downtown Parking Advisory Board
Architectural Review Committee
Tourism Business Improvement District (TBID) Board
TheWith exception to the TBID Board, where members are appointed by the
full Council, the Mayor and each Council Member shall appoint one
representative to each respective Commission/Board/Committee,. All
appointments are subject to approval by a majority of the Council.
Members of each respective Commission/Board/Committee shall serve for a
term ending the January 31st following the expiration of the term of the
respective appointing Mayor or Council Member, as applicable. The exception
to this process is the TBID Board, which currently consists of a minimum of
three (3) and a maximum of nine (9) members appointed by the City Council.
Vacancies on the TBID Board are administered by the South County Chambers
of Commerce, (Chamber), in coordination with City staff, and applicants are
recommended to the Council for appointment by the Chamber. Members of
each respective Commission/Committee/Board may be removed prior to
expiration of their term by a majority vote of the Council.
Applicants, with the exception of the Downtown Parking Advisory Board, and
TBID Board must be registered voters of Arroyo Grande. Applicants for the
Downtown Parking Advisory Board shall have a business within the Arroyo
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Grande City Parking and Business Improvement Area. Two-thirds of
applicants forappointees to the TBID Board shall be owners of lodging
businesses within the Arroyo Grande Tourism Business Improvement District
or others with knowledge of tourism and/or the lodging industry.
Those seeking appointment to a Commission/Board/Committee must
submit an application to the City Clerk’s Office. Those
Commission/Board/Committee members whose terms have expired must
submit a new application (terms are not automatically renewed), and
the City Clerk will notify said Commission/Board/Committee members with
a letter and new application form.
Applications shall remain valid and on file for one year.
Following Council appointment, the new Commission/Board/ Committee
member will be notified by the City Clerk’s Office via letter of the
appointment and conflict of interest filing obligations. Copies of the letter
and completed application form(s) will be forwarded to the appropriate
staff liaison, who will contact the successful member(s) regarding meeting
dates, times and responsibilities. All appointees to a City
Commission/Board/Committee are also subject to the City’s Ethics Policy and
training requirements.
The City Council also appoints an Arroyo Grande representative to the San
Luis Obispo Council of Government’s (SLOCOG) Citizens Transportation
Advisory Committee (CTAC). The CTAC provides citizen review and
recommendations on agenda items to SLOCOG staff and the SLOCOG Board
of Directors. Those seeking appointment to the CTAC must submit an
application to the City Clerk’s Office. The City Clerk will then forward the
application to the City’s appointee to the SLOCOG Board of Directors for
review and recommendation for appointment by the City Council.
5.3 Removal
A person appointed by the City Council to a Commission/Board/Committee
shall continue to serve as a member thereof except when:
a. The person's term of office expires and a different person has been
appointed.
b. The person voluntarily resigns from the Commission
/Board/Committee.
c. The person no longer meets the eligibility requirements.
d. The person fails to attend three (3) consecutive meetings of the
Commission and does not have prior approval for said absences by
way of a majority action of the City Council.
e. A majority of the City Council determines the member shall be
removed.
Any member of the City Council may initiate a person's removal from a
Commission by requesting that consideration of the person's removal be
placed on the Council's agenda at a regular or special meeting for
discussion and potential action. The City Clerk shall notify the person
affected of the time and place of the meeting. When the item is on the City
Council agenda, the City Council may, by majority vote, remove the
person from a Commission./Board/Committee.
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5.4 City of Arroyo Grande Commissioners Handbook
The Commissioners Handbook assists members of all City commissions,
committees, and boards in carrying out responsibilities in accordance with
the policies and guidelines established by Council. The Handbook outlines
the general purpose and duties of each commission.
5.5 Appointment of Council Members to Various Local and Regional
Boards, Commissions and Committees
There are a number of local and regional boards, commissions and
committees that either require a member of the City Council as the City
representative or it has been established practice for a Council Member to
serve as the representative. They include, but may not be limited to, the
following:
Air Pollution Control District Board of Directors (APCD)
Audit Committee
Brisco/Halcyon Interchange Subcommittee
California Joint Powers Insurance Authority (CJPIA)
Central Coast Blue Regional Recycled Water Authority Board
Central Coast Community Energy (CCCE) Policy Board
City Selection Committee (Mayors)
Community Action Partnership San Luis Obispo (CAPSLO) (3 year rotation
among South County Cities)
Council of Governments/Regional Transit Authority (SLOCOG/SLORTA)
County Water Resources Advisory Committee
Economic Vitality Corporation Board of Directors
Five Cities Fire Authority Board of Directors
Homeless Services Oversight Council (HSOC) Board
- South County Homeless Taskforce
Integrated Waste Management Authority Board (IWMA)
Oversight Board to the Successor Agency
REACH SLO Advisory Commission
South County Transit BoardChambers of Commerce Arroyo Grande
Business Meeting
South County Chambers of Commerce Governmental Affairs Committee
South San Luis Obispo County Sanitation District (SSLOCSD) Board
Visit SLO CAL Advisory Board
Zone 3 Water Advisory Board
The City Council makes these appointments at the first regular meeting in
December following a municipal election.
AppointmentsMost appointments include selection of a primary
representative and an alternate.
5.6 Criteria and Process for Council Representatives Seeking Council
Direction or Input on Items Being Considered by Regional or Local
Boards and Committees
After each election year, the City Council appoints members of the City
Council to serve on regional and local boards and committees that request
Council representation. Appointees represent the City on these various
boards and committees and are granted authority to make decisions in the
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best interest of the City of Arroyo Grande, as well as the general public and
interests served by the specific agency. However, it is appropriate to seek
City Council input and/or direction on items meeting criteria that has been
established by the City Council. The following guidelines outline the criteria
and process:
a. When time permits prior to an item scheduled to be voted on by a board
or committee that a member of the City Council has been appointed to
by the City Council, City Council Members are advised to place items on
the City Council agenda for direction and/or input if they meet any of the
following criteria:
i. Items that will result in a one-time or annual direct financial impact
to the City of over $10,000.
ii. Items that involve new regulations, requirements or other impacts
that will result in a significant impact to staff workload or adversely
impact Arroyo Grande businesses or citizens.
iii. Items that will create or increase a fee, tax or other charge to
Arroyo Grande residents.
iv. Items of a controversial nature that have been frequently reported
in the media and have resulted in vocal opposition from the public
and/or diverse vocal opinions from interest groups and the public.
v. Items involving issues that the City Council has received a
significant number of comments or correspondence from members
of the community.
b. If time permits, City Council Members are advised to brief the remainder
of the City Council on any item that may meet any of these criteria under
“City Council Reports” and request whether the City Council would like the
item to be placed on the next agenda for formal direction.
c. If an upcoming item meets any of these criteria, and there is not sufficient
time to brief the City Council under the next scheduled “City Council
Reports,” Council Members are advised to notify the City Manager or City
Clerk/Director of Information and\ Legislative & Information Services to
place the item on the next City Council agenda. If there is not time
available, referral of items from other boards and committees may bypass
the normal requirement for Council Members to first place under “City
Council ItemsCommunications” the request that the item be placed on a
future agenda. The City Manager will determine where on the agenda the
item will be placed depending upon the nature of the item.
d. If an item is scheduled to be decided by the board and committee prior to
the next City Council meeting, Council Members are advised to request the
item be continued until feedback from the entire City Council can be placed
on an agenda. If postponement of the item is not possible or is refused
by the board or committee, Council Members are advised to vote on the
item independently and report to the full City Council during the next “City
Council Reports.”
5.7 Appointment of Primary Voting Delegate and Alternate to National
League of Cities and/or League of California Cities Annual Conferences
The City Council shall appoint a voting delegate and an alternate to serve as
the voting delegate for all League of California Cities annual business meetings.
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However, if the Mayor or a Council Member serves on the League of California
Cities (LOCC) Executive Board of Directors, the LOCC Channel Counties
Division Board of Directors, or in any other League capacity, priority shall be
given to that individual to be designated as the Voting Delegate. In the event
that this individual does not attend, the Council shall appoint a voting delegate
and alternate.
6. COMMUNICATIONS
6.1 General Communication
A fundamental role of a Councilmember is communication – communication
with the public to assess community opinions and needs – communication with
members of the legislature and other public agencies to represent the
community’s interests – and, communication with the media to inform the
public about the functions of government.
Because the City Council functions as a body, i.e.,. acting on a majority vote,
it is important that members represent the City’s official position, or if
expressing personal views, the public is so advised. To ensure that accurate
City communications reach the public in a timely manner, the following shall
apply.
6.2 Processing and Delivering of City Council Mail
Members of the City Council receive a large volume of mail and other materials
from the public and staff. The City Manager’s Office maintains a mailbox at City
Hall for each member. The City Manager, or his/her designee, is authorized to
receive and open all mail addressed to the City Council as a whole, the Mayor
and/or individual City Council Member, and said mail shall be opened and date
stamped the day it was received. Letters addressed to the Mayor and/or
individual City Council members will be copied to the full Council. Letters
received which include issues directly related to a particular department shall
be copied to the City Manager and the Department Director. Mail relating to a
legal issue may also be forwarded to the City Attorney. Council Members may
pick up their mail any time at City Hall. Notwithstanding mail that is time
sensitive needing immediate attention, all other mail that is not picked up at
City Hall will be delivered to the Council at every Council meeting.
All correspondence, including email, addressed to the City Council or to
individual Council members relating to the conduct of the City’s business is a
public record as defined in Government Code Section 6252 and will be retained
by the City in accordance with its Records Retention Policy.
6.3 Written Correspondence
Members of the City Council will often be called upon to write letters to citizens,
businesses or other public agencies. Typically, the Mayor will be charged with
transmitting the City’s position on policy matters to outside agencies on behalf
of the City Council. Individual members of the Council will often prepare letters
for constituents in response to inquiries or to provide requested information.
City letterhead is available for this purpose, and staff can assist in the
preparation of such correspondence.
On occasion, members may wish to transmit correspondence on an issue upon
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which the Council has yet to take a position or about an issue for which the
Council has no position. In these circumstances, members should clearly
indicate either in correspondence or verbally that they are not speaking for the
City Council as a whole, but for themselves as one member of Council. City
letterhead and office support may be utilized in these circumstances.
After the City Council has taken a position on an issue, official correspondence
should reflect this position. While members who may disagree with a position
are free to prepare correspondence on such issues as private citizens, City
letterhead, official Council title, and staff support should not be utilized. In
addition, City letterhead and staff support cannot be utilized for any personal
or political purposes.
Council members are often asked to prepare letters of recommendation for
students and others seeking employment or appointment. It is appropriate for
individual Council members to utilize City letterhead and their Council titles for
such letters.
All Council member correspondence using City letterhead shall be copied to the
full Council, the City Manager, the City Attorney, and the City Clerk. In addition,
all Council correspondence to public agencies in which the Mayor or Council
Member identifies themselves as such, shall be copied to the full Council.
6.4 Use of City Seal and City Logo
The seal and logo are considered symbols of the authority and jurisdiction of
the City and, as such, are valuable assets of the City and its citizens. The City
seal and logo shall be used for official purposes only and according to policies
and guidelines developed by the City Manager, or as authorized by the City
Council.
6.5 Speaking Engagements
Council members may accept public speaking invitations.
Presentations shall clearly articulate the Council’s adopted policy position.
A Councilmember may indicate that their individual position differs from that
which was adopted.
6.6 Media Relations
Typically, the Mayor is the designated representative of the Council to speak
on official City positions.
Individual Council members may comment to the media but should be clear
about whether their comments represent the official City position or a personal
viewpoint.
Generally, press releases shall be prepared and routed to the City Manager for
approval before release to the media.
Police and Fire responses to, and/or press releases regarding, emergencies
may be reported directly to the media by the designated department
spokesperson.
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6.7 City Council Protocol regarding Communications with Project
Applicants
The following are informal protocol guidelines and procedures regarding
meetings between developers and City Council members to discuss upcoming
projects.
a. When meeting with a project applicant, a council member should state
that they represent one vote on the City Council and any statements
represent the opinion of the individual council member only. Formal
direction or action requires consideration and approval by a majority of
the City Council at a lawfully scheduled and notified meeting.
b. A council member should encourage the applicant to meet with all other
members of the City Council and to seek their input.
c. When a council member meets with an applicant regarding a potential
project, the council member should attempt to notify the City Manager
when possible. When appropriate, the City Manager will contact the
applicant and request they meet with other members of the City Council.
d. If any materials are provided by an applicant, the council member should
provide them to the City Manager, who will forward copies to each of the
other members of the City Council.
e. A council member may request staff to attend a meeting if desired. If
staff attends, it should be communicated to the applicant that staff is
present to answer any process or technical questions. It is not
appropriate for staff to participate in discussion regarding the merits of
the project at such a meeting.
f. While the meeting is an appropriate opportunity to express concerns, ask
questions and identify issues, the council member should refrain from
stating how he/she intends to vote on a project and should avoid making
representation or commitments regarding future actions. A vote should
be based upon information presented as part of the formal application
process.
g. Council members are encouraged to disclose ex parte contacts with a
project applicant before consideration of the project.
6.8 Access to Communications/Technology Systems
The City will provide each Council Member with equal and appropriate
communications and technological devices to facilitate their public service and
within the confines of the Information Technology standards for hardware and
software. Use of such devices shall be subject to the City’s Administrative
Policies, a copy of which is provided to Council Members upon assuming office.
6.9 Electronic Communications Prohibited during Meetings
The following policy shall define electronic communications and establish
guidelines and procedures regarding electronic communications during public
meetings that have implications under the Ralph M. Brown Act (“Brown Act”)
and/or the Public Records Act.
a. Electronic Communications shall mean electronic text or visual
communications and attachments distributed via e-mails, websites,
instant messaging, text messages, Twitter or comparable services.
b. Electronic devices (i.e., iPads or laptops) issued by the City to Council
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Members for use of storing agenda materials and accessing agenda
materials during City Council meetings shall be the property of the City
and returned to the City when a Council Member is no longer serving in
his or her elected capacity. Agenda packets will be distributed through
the City’s Paperless Agenda Program so that Council Members receive
their agenda packets electronically. Council Members may access
agendas and agenda packets using City issued iPads or other electronic
devices (including, but not limited to personal computers and smart
phones).
c. City Council Members shall not use electronic devices or electronic
communications at any time during a meeting of the City Council at which
he or she is in attendance to access the internet or to receive or send
emails, text messages or other communications. The presiding officer of
the meeting may use electronic devices to receive messages from City
staff regarding procedural issues arising during the course of the meeting.
d. The limitations on use of electronic devices and electronic communications
during meetings contained herein shall not apply to the receipt of
telephone calls or text messages from family members in the event of an
urgent family matter. A Council Member wishing to respond to such a
message during a meeting shall do so during a recess or shall excuse him
or herself from the meeting to place the return call or text in a manner
that does not disrupt the meeting.
6.10 Electronic Communications Using City-Issued and Personal Devices
As a public official, your communications regarding City business are
potentially subject to disclosure via a Public Records Act (PRA) request,
regardless of the medium used to send, receive, or store the records. In order
to minimize potential risk, embarrassment, or awkward situations for yourself
and for the City, please take the following into consideration when using
various electronic communication methods:
a. All City business should be conducted using City communications
equipment and accounts to the greatest extent feasible. Conducting work
communications in this way assures that the City has a record of your
communications, which can then be searched and produced in a non-
invasive manner should a public records request be received. However,
should you need, under limited circumstances, to use personal devices
and/or personal accounts, such as text messaging, email, or social media,
to communicate with others regarding City business, please be prepared
to timely search for and provide copies of work-related communications
if the City receives a related PRA request.
b. Exercise tact and caution when communicating in writing regarding City
business, regardless of the medium or recipient. While the PRA's
definition of work-related "records" is essentially limited to
communications relating to actual conduct of the City's business by an
individual in their official capacity, there is no guarantee that any
particular personal or seemingly incidental work-related communication
will ultimately be deemed exempt from production or disclosure.
While the law attempts to strike a balance between the public's interest
in disclosure and the official's personal right to privacy, permitted
exemptions from production and disclosure are rather narrow, and the
City Attorney must act impartially when determining whether a record is
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exempt. Factors such as potential embarrassment cannot be accounted
for in determining what to produce, and the City is obligated by law to err
on the side of disclosure.
Additionally, bear in mind that in the event of litigation, a subpoena for
records is a more powerful tool that can potentially compel the City to
produce a broader array of records, including those that would not have
been produced under a PRA request.
c. Consider the appropriate platform for all work-related communications.
As always, a good rule of thumb before hitting "send" is to consider how
you would feel if the communication were to be reprinted in the
newspaper. If a communication is sensitive enough that you would not
want it to be reprinted, you are encouraged to consider using the
telephone and personal visits to communicate instead, when appropriate.
A copy of the City’s Administrative Policy regarding the use of electronic
communication and City-issued devices will be provided to Council Members
upon assuming office.
6.11 Communications with Staff
Pursuant to AGMC Section 2.08.080, “Administrative relationships,” the City
Council and its members, except for the purpose of inquiry, shall deal with
administrative services solely through the City Manager, and neither the City
Council nor any member thereof shall give orders to any officer or employee
of the City under the supervision of the City Manager.
In regard to questions relating to agenda items, Council Members are
encouraged to contact the City Manager or appropriate Department Director to
ask questions for clarification prior to the meeting at which the subject will be
discussed.
6.12 Complaints Regarding Performance of Staff
Any concerns by a member of Council over the behavior or work of a City
employee should be directed to the City Manager privately to ensure the
concern is resolved. Council Members shall not reprimand employees
directly, nor shall they communicate their concerns to anyone other than
the City Manager.
6.13 Citizen Inquiries
Often a constituent will call a Council Member with a question or a complaint
about a particular problem or issue. Sometimes the complaint is related to
not understanding why a particular action is taken and sometimes it relates
to how a service has been provided or not provided.
When particular service issues or questions come up, the staff is also
concerned about getting a quick and accurate response to a citizen. The most
effective way for staff to ensure this response is for the Council Member to
callcontact the City Manager's office to relay the question or complaint. Staff
will take the information, coordinate with the appropriate Department, follow
up with the citizen directly or provide information back to the Council Member,
whichever is preferred.
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6.14 Handling of Litigation/Confidential Information
Council Members shall keep all written materials and verbal information
provided to them on matters that are confidential in complete confidence
to ensure that the City’s position is not compromised. No disclosure or
mention of information in these materials shall be made to anyone other
than Council Members, the City Attorney, or City Manager.
Council Members may not disclose information obtained in closed session
unless authorized by a majority vote of the Council, or as otherwise required
by law.
6.15 Legislative Communications at the Request of City Affiliated
Organizations
From time to time, the City is asked by the League of California Cities or
other City-affiliated organizations to take a support and/or oppose position
on a particular piece of legislation and/or proposal. When such a request is
received, the matter shall be placed on the agenda and acted upon at the
next regularly scheduled City Council meeting. When a request is received
necessitating a more timely response in that action is required prior to the
next regularly scheduled City Council meeting, the Mayor, or his/her
designee, on behalf of the City, may sign and submit the requested
communication so long as the position is consistent with the position taken
by the League and/or other City-affiliated organizations and previous
positions, if any, taken by the City. A copy of the communication shall
be provided to the City Council and reported on as an informational item
under City Manager ReportsCommunications or Council Communications at
the next regularly scheduled City Council meeting.
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APPENDIX
Reference Table of Amendments
DATE DESCRIPTION ACTION
04/10/2018
25/2022
City Council adopted City Council Handbook Update
Resolution No.
4848
04/24/2018
09/27/2022
Biennial update of City Conflict of Interest Code
(Exhibit D)
Resolution No.
48495223
06/26/2018 Amended Code of Civility to include Regional Code of
Civility (Exhibit E)
Resolution No.
4872
09/27/2018 Amended Section 5 to remove references to Parks and
Recreation Commission, Traffic Commission, and
Historical Resources Committee (disbanded)
Ordinance No.
695
10/23/2018 Amended the List of Designated Positions in City
Conflict of Interest Code to remove members of
disbanded Commissions/Committee (Exhibit D)
Resolution No.
4887
05/25/2021 Adoption of a Flag Display Policy (Exhibit F) Resolution No. 5083
01/11/2022 Adoption of a Diversity, Equity, Inclusion, and Justice Policy
(Exhibit G)
Resolution No. 5142
4/12/2022 Adoption of Ordinance Establishing By‐District Elections
(Exhibit H)
Ordinance No. 713
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EXHIBIT A: Expanded Description of City Departments
The following is a short description of the services of each of the City’s departments.
City Manager
The City Manager serves at the will of the City Council and is responsible for providing them
with policy recommendations, staff support and implementing their directions and
decisions. The City Manager is responsible for overseeing day to day operations of the City
and appoints professionals to direct departments responsible for a wide variety of services
provided to the community. The City Manager is responsible for overall direction and
coordination of the City organization to provide services and projects in an efficient
manner. The City Manager coordinates with community organizations and individuals to
ensure the City is responsive to the community’s needs and concerns. The City’s Human
Resources Officer reports directly to the City Manager.
The City Manager is committed to providing leadership to the organization that promotes
professionalism, responsiveness to the community, and decision making focused on
addressing both current and future needs. The City Manager is dedicated to addressing
financial challenges in a prudent and responsible manner, while maintaining critical services
the community depends upon and protecting the community’s heritage, natural resources
and quality of life.
City Attorney
The City Council appoints a city attorney to whom it turns to for legal advice. He/she attends
Council meetings to advise on points of the law and to ensure that all proper procedures are
maintained. The City Attorney also provides legal advice and represents the City Council, City
Manager, City departments and other City boards and commissions on legal matters. The
City Attorney is responsible for drafting ordinances, reviewing contracts and prosecuting
municipal code violations.
Administrative Services
The Administrative Services Department collects and disburses all City monies. It maintains
accounting records of all monetary transactions, involving cash receipts, accounts payable,
payroll, utility billing, and business licensing, and oversees the human resourcesinformation
technology function of the City. The Department manages the prudent investment of
currently idle City funds. It also prepares the proposed biennial City budget, in conference
with various City department directors and key personnel and under the general direction of
the City Manager. Following City Council adoption, the final budget is then prepared.
Legislative and Information Services (City Clerk)
The Legislative and Information Services Department is responsible for managing the
legislative history of the City; responding to requests for information and researching
legislative data for the public, staff, media, and the City Council; recording actions taken at
City Council meetings; preparing and distributing City Council meeting agenda packets;
coordinating official filings with the California Fair Political Practices Commission; updating
the City’s Conflict of Interest and Municipal Codes; maintaining official records and archives
of the City including ordinances, resolutions, contracts, agreements, deeds, insurance
documents and minutes; and conducting elections for the City. The Legislative and
Information Services Department also has management oversight of Information Technology
for the City and is responsible for the City’s website, social media, and local government
access channel.
Recreation Services
The Recreation Services Department is responsible for providing recreation and leisure
opportunities for residents and visitors of all ages. These programs are offered with the hope
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that they not only meet the community's interests, but also inspire residents to try something
new. The Department offers adult and youth programs and classes, sport leagues, childcare
programs, and special events which are highlighted in a seasonal Activity Guide. The
Recreation Services Department manages scheduling and reservations for all recreational
facilities, including parks and barbeque areas, community centers, and athletic fields. The
Department also provides staff support for the Parks & Recreation Commission's monthly
meetings.
Community Development
The primary goal of the Community Development Department is to assist the community,
City Council, and Planning Commission in preparing for the City’s future growth and
development, as well as review current development plans for consistency with local
ordinances. The Department deals with transportation, housing, community facilities, public
safety, open space, design, and the use of land. Additionally, the Department oversees
economic development efforts to create an atmosphere conducive to the retention,
expansion, and creation of quality businesses, consistent with the community’s vision of
Arroyo Grande. This effort will result in maintaining and increasing the number of jobs and
enhancing the fiscal position of the City through increased business tax, sales, tax, and
property tax revenues. The engineering division ensures all construction in the public right-
of-way related to land development entitlements comply with adopted codes and engineering
standards. Engineering is also responsible for all subdivision processing, approval of final
subdivision maps, accepting related offers of dedications and entering into agreements to
complete subdivision agreements. The building division
reviews project plans, issues permits, and provides inspection services for compliance of
California's building, fire, mechanical, electrical, plumbing, energy, and disabled access
codes, as well as city ordinances, for all new and existing buildings in the city. The
Department provides staff assistance for the Planning Commission, Architectural Review
Committee, Traffic Commission, Downtown Parking Advisory Board, and Historical
ResourcesCommunity Service Grant Committee.
Public Works
The Public Works Department is responsible for maintaining all City infrastructure (streets,
parks, sports complex, city-owned buildings, water and sewer facilities) as well as
maintaining the City’s vehicle fleet and equipment. The capital improvement projects
manager administers the design, construction and inspection of all publicly funded capital
projects. The Public Works Department also administers the City of Arroyo Grande
Community Tree Program including the administration of tree removal requests and permits.
Police
The mission of the Police Department is to maintain the public peace, safeguard lives and
property, and to provide for a quality of life whereby those persons within the City have a
sense of security and freedom in their daily activities. To accomplish this, the Department
provides a wide variety of public safety-related services. These services are provided through
the program areas: Uniformed patrol, traffic management, investigations, crime prevention,
delinquency prevention, records management, communications, and disaster management.
Five Cities Fire Authority
Pursuant to the Joint Exercise of Powers Agreement creating the Five Cities Fire Authority
(FCFA), the FCFA serves the City of Arroyo Grande to provide its citizens with fire protection
and other emergency services. The Fire Prevention Division assists in the elimination of fire
hazards through inspection of commercial, residential, and industrial areas. The Fire Division
is also responsible for the fire protection requirements on new subdivisions and occupancies.
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EXHIBIT C: Ethical Standards Policy
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EXHIBIT E – BEST PRACTICES OF CIVILITY AND CIVIL DISCOURSE
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EXHIBIT F – FLAG DISPLAY POLICY
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EXHIBIT G – DIVERSITY, EQUITY, INCLUSION, AND JUSTICE POLICY
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EXHIBIT H – CITY COUNCIL DISTRICTS
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ATTACHMENT 3
Attachment 3 - October 24, 2017 City Council Minutes is available as a link:
https://www.arroyogrande.org/AgendaCenter/ViewFile/Minutes/_10242017-937
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ATTACHMENT 4
Attachment 4 - April 10, 2018 City Council Staff Report and Attachments are available
as a link: https://ca-arroyogrande.civicplus.com/AgendaCenter/ViewFile/Item/6945?fileID=12910
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1 Item 8.f.
ACTION MINUTES
SPECIAL MEETING OF THE CITY COUNCIL
October 11, 2022, 5:00 p.m.
Hybrid City Council Chamber/Virtual Zoom Meeting
215 East Branch Street, Arroyo Grande
Council Members Present: Mayor Ray Russom, Mayor Pro Tem George,
Council Member Barneich, Council Member
Paulding, Council Member Storton
Staff Present: City Clerk Jessica Matson, City Attorney
Timothy Carmel, City Manager Whitney
McDonald, Assistant City Manager/Public
Works Director Bill Robeson
Given the recent increase in COVID-19 cases in San Luis Obispo County, and in compliance with
Assembly Bill (AB) 361, 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
Mayor Ray Russom called the meeting to order at 5:00 p.m.
2. ROLL CALL
City Clerk Matson took roll call.
3. FLAG SALUTE
Mayor Ray Russom led the flag salute.
4. PUBLIC COMMENT ON CLOSED SESSION ITEMS
Mayor Ray Russom invited public comment. No public comments were received.
5. CLOSED SESSION
City Attorney Carmel read the closed session agenda description.
a) CONFERENCE WITH REAL PROPERTY NEGOTIATORS pursuant to Government Code Section
54956.8:
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2 Item 8.f.
Property: 400 West Branch Street
Agency negotiators: Whitney McDonald, City Manager; Bill Robeson, Assistant City Manager/Public
Works Director
Negotiating parties: Dev Patel, on behalf of Kamla Hotels
Under negotiation: Price and terms of payment
City Attorney Carmel announced that the City Council met in Closed Session to discuss the above item,
and stated that there was no reportable action.
6. ADJOURNMENT
The meeting was adjourned at 5:50 p.m.
_________________________
Caren Ray Russom, Mayor
_________________________
Jessica Matson, City Clerk
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1
ACTION MINUTES
REGULAR MEETING OF THE CITY COUNCIL
October 11, 2022, 6:00 p.m.
Hybrid City Council Chamber/Virtual Zoom Meeting
215 East Branch Street, Arroyo Grande
Council Members Present: Mayor Ray Russom, Mayor Pro Tem George,
Council Member Barneich, Council Member
Paulding, Council Member Storton
Staff Present: City Clerk Jessica Matson, City Attorney
Timothy Carmel, City Manager Whitney
McDonald, Assistant City Manager/Public
Works Director Bill Robeson, Community
Development Director Brian Pedrotti,
Associate Planner Patrick Holub,
Administrative Services Director Nicole
Valentine
Given the recent increase in COVID-19 cases in San Luis Obispo County, and in compliance with
Assembly Bill (AB) 361, which allows for a deviation of teleconference rules required by the Ralph M.
Brown Act, this meeting was conducted in a hybrid in-person/virtual format.
_____________________________________________________________________
1. CALL TO ORDER
Mayor Ray Russom called the Regular City Council Meeting to order at 6:07 p.m.
2. ROLL CALL
City Clerk Matson took roll call.
3. MOMENT OF REFLECTION
4. FLAG SALUTE
Council Member Storton led the flag salute.
5. AGENDA REVIEW
5.a Closed Session Announcements
a) CONFERENCE WITH REAL PROPERTY NEGOTIATORS pursuant to Government Code
Section 54956.8:
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Property: 400 West Branch Street
Agency negotiators: Whitney McDonald, City Manager; Bill Robeson, Assistant City
Manager/Public Works Director
Negotiating parties: Dev Patel, on behalf of Kamla Hotels
Under negotiation: Price and terms of payment
The City Attorney announced that there was no reportable action.
5.b Ordinances read in title only
Moved by Mayor Ray Russom
Seconded by Council Member Storton
That all ordinances presented at the meeting shall be read by title only and all further readings
be waived.
AYES (5): Mayor Ray Russom, Council Member Storton, Council Member Barneich, Council
Member Paulding, and Mayor Pro Tem George
Passed (5 to 0)
6. SPECIAL PRESENTATIONS
6.a Honorary Proclamation Declaring October 2022 as National Dating and Domestic
Violence Action Month
Mayor Ray Russom read the Honorary Proclamation Declaring October 2022 as National Dating
and Domestic Violence Action Month. Nancy DePue, Lumina Alliance Board Member, accepted
the proclamation.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
6.b Update Regarding Countywide COVID-19 Efforts
City Manager McDonald provided a brief update on COVID-19.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
6.c City Manager Communications
City Manager McDonald provided information regarding the Halloween Carnival and Maze on
October 29th; Branch Street closure for Halloween in the Village on October 31st; and Assistant
City Manager/Public Works Director Robeson commented on the closure of South Mason Street
on October 14th for removal of a tree.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
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7. COMMUNITY COMMENTS AND SUGGESTIONS
Mayor Ray Russom invited public comment. No 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.
Council pulled Item 8.h. for separate vote.
Mayor Ray Russom commented that the Beer and Wine Festival (Item 8.j.) will take place the first
weekend in November.
Mayor Ray Russom invited public comment. City Clerk Matson read into the record written comments
received from the Arroyo Grande Village Association. No further public comments were received.
Moved by Council Member Paulding
Seconded by Mayor Pro Tem George
Approve Consent Agenda Items 8.a. through 8.k., with the exception of Item 8.h., with the
recommended courses of action. City Attorney Carmel read into the record the full title of the
Ordinance in Item 8.i.
AYES (5): Council Member Paulding, Mayor Pro Tem George, Council Member Barneich, Council
Member Storton, and Mayor Ray Russom
Passed (5 to 0)
8.a Consideration of Cash Disbursement Ratification
Ratified the listing of cash disbursements for the period of September 1 through September 15,
2022.
8.b Consideration of Statement of Investment Deposits
Received and filed the report listing investment deposits of the City of Arroyo Grande as of
August 31, 2022, as required by Government Code Section 53646(b).
8.c Approval of Minutes
Approved the minutes of the Regular City Council Meeting of September 27, 2022.
8.d Consideration of Adoption of a Resolution Declaring a Continued Local Emergency
Related to the Coronavirus (COVID-19) Pandemic
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 Consideration of Cancellation of the December 27, 2022 City Council Meeting
Cancelled the regularly scheduled Council meeting of December 27, 2022, due to the holidays.
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8.f Consideration of Adoption of a Resolution Authorizing the Temporary Closure of South
Mason Street from East Branch Street to Nelson Street on Friday October 14, 2022
Adopted a Resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE AUTHORIZING THE TEMPORARY CLOSURE OF SOUTH MASON
STREET FROM EAST BRANCH STREET TO NESLON STREET REQUESTED BY THE CITY
OF ARROYO GRNADE PUBLIC WORKS DEPARTMENT FOR THE REMOVAL OF A
STREET TREE".
8.g Consideration to Adopt a Resolution Pursuant to Public Contract Code Section 22050
Determining to Continue Work Under Emergency Contracts for the FCFA Station 1
Emergency Generator Replacement Project, PW 2021-09
1) Received and filed an update of the emergency generator replacement project at the FCFA
Station 1; and 2) Adopted a Resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF ARROYO GRANDE DETERMINING A NEED TO CONTINUE WORK UNDER
EMERGENCY CONTRACTS FOR THE FCFA STATION 1 EMERGENCY GENERATOR
REPLACEMENT PROJECT".
8.i Consideration of Adoption of an Ordinance Amending Title 16 of the Arroyo Grande
Municipal Code (AGMC) Regarding a Permanent Parklet Program; Development Code
Amendment 22-003 Location - Citywide
Adopted an Ordinance entitled: "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE AMENDING TITLE 16 OF THE ARROYO GRANDE MUNICIPAL CODE
REGARDING THE ESTABLISHMENT OF A PERMANENT PARKLET PROGRAM".
8.j Consideration of Temporary Use Permit 22-010 Authorizing the Use of Heritage Square
Park for the 2022 Arroyo Grande Beer and Wine Festival; Location – Heritage Square
Park; Applicant – Arroyo Grande Village Association
Adopted a Resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE APPROVING TEMPORARY USE PERMIT NO. 22-010 AND WAIVER OF
APPLICATION FEES; AUTHORIZATION TO USE CITY PROPERTY FOR A BEER AND
WINE FESTIVAL ON NOVEMBER 5, 2022; LOCATED AT HERITAGE SQUARE PARK;
APPLIED FOR BY THE ARROYO GRANDE VILLAGE ASSOCIATION".
8.k Consideration of Approval of an Amendment to the Contract for Consultant Services with
Quincy Engineering for the Traffic Way Bridge Project
Approved and authorized the Mayor to execute Amendment 2 to the Contract for Consultant
Services with Quincy Engineering Inc.
8.h Consideration of Adoption of an Ordinance Amending Title 16 of the Arroyo Grande
Municipal Code Regarding Short Term Rentals (Vacation Rentals and Homestays);
Development Code Amendment 22-002
Mayor Pro Tem George and Council Member Barneich declared conflicts of interest and left the
meeting.
Staff responded to questions from Council regarding the cap on the number of vacation rentals.
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City Manager McDonald provided clarification on the Ordinance process.
Mayor Ray Russom invited public comment. Speaking from the public were Brendon and Josh
Reynolds. No further public comments were received.
Staff responded to questions from the public.
Council Member Paulding made a motion to adopt the Ordinance. Council discussion ensued
regarding revisiting minimum thresholds established for Transient Occupancy Tax (TOT)
payments during a six-month lookback of the Ordinance. Council Member Paulding amended
his motion.
Moved by Council Member Paulding
Seconded by Council Member Storton
Adopted an Ordinance entitled: "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE AMENDING TITLE 16 OF THE ARROYO GRANDE MUNICIPAL CODE
REGARDING VACATION RENTALS AND HOMESTAYS" and directed staff to revisit the TOT
minimum threshold upon the six month look back. City Attorney Carmel read the full title of the
Ordinance into the record.
AYES (3): Council Member Paulding, Council Member Storton, and Mayor Ray Russom
ABSENT (2): Mayor Pro Tem George, and Council Member Barneich
Passed (3 to 0)
9. PUBLIC HEARINGS
9.a Consider a Resolution Accepting a Donation of Time and Materials for the Painting of
Utility Boxes Citywide and Waiving Encroachment Permit Fees; Staff Project 22-002;
Location – Citywide; Applicant – Shirley Horacek, Arroyo Grande Public Art
Community Development Director introduced the item, and Associate Planner Holub presented
the report and responded to questions from Council.
Mayor Ray Russom opened the public hearing and invited public comment. Upon receiving no
public comments, Mayor Ray Russom closed the public hearing.
Moved by Mayor Ray Russom
Seconded by Mayor Pro Tem George
Adopted a Resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE ACCEPTING A DONATION OF TIME AND MATERIALS FOR THE
PAINTING OF UTILITY BOXES CITYWIDE AND WAIVING OF ENCROACHMENT PERMIT
FEES; STAFF PROJECT 22-002; LOCATION – CITYWIDE; APPLICANT – SHIRLEY
HORACEK, ARROYO GRANDE PUBLIC ART".
AYES (5): Mayor Ray Russom, Mayor Pro Tem George, Council Member Barneich, Council
Member Paulding, and Council Member Storton
Passed (5 to 0)
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10. OLD BUSINESS
None.
11. NEW BUSINESS
None.
12. COUNCIL COMMUNICATIONS
None.
13. CLOSED SESSION
None.
14. ADJOURNMENT
There being no further business to come before the City Council, Mayor Ray Russom adjourned the
meeting at 7:04 p.m.
_________________________
Caren Ray Russom, Mayor
_________________________
Jessica Matson, City Clerk
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ACTION MINUTES
ARROYO GRANDE CITY COUNCIL
GROVER BEACH CITY COUNCIL
PISMO BEACH CITY COUNCIL
JOINT CITY COUNCIL SPECIAL MEETING
WEDNESDAY, SEPTEMBER 14, 2022
SOUTH COUNTY REGIONAL CENTER, 800 WEST BRANCH STREET
ARROYO GRANDE, CALIFORNIA
Given the continuation of COVID-19 cases in San Luis Obispo County, and in compliance with
Assembly Bill (AB) 361, which allows for a deviation of teleconference rules required by the Ralph
M. Brown Act, this meeting was conducted in a hybrid in-person/virtual format.
1. CALL TO ORDER
Grover Beach Mayor Jeff Lee called the meeting to order at 6:00 p.m.
2. MOMENT OF SILENCE
3. FLAG SALUTE
4. ROLL CALL
Arroyo Grande: Council Members Keith Storton, Jimmy Paulding, Mayor Pro Tem Lan
George, and Mayor Caren Ray Russom were present. Council Member
Kristen Barneich was absent.
Grover Beach: Council Members Anna Miller, Robert Robert, Daniel Rushing, Mayor
Pro Tem Karen Bright, and Mayor Jeff Lee were present.
Pismo Beach: Council Members Marcia Guthrie, Scott Newton, Mayor Pro Tem Mary
Ann Reiss, and Mayor Ed Waage were present. Council Member Sheila
Blake was absent.
Staff Present: City Managers Whitney McDonald, Matthew Bronson, and James R.
Lewis. City Clerks Jessica Matson, Wendi Sims, and Erica Inderlied.
City Attorneys Timothy Carmel, David Fleishman and David Hale.
5. WELCOME AND MEETING ORIENTATION
Mayor Lee provided a brief introduction and outline of proceedings.
Pismo Beach Council Member Sheila Blake joined the meeting via zoom.
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Wednesday, September 14, 2022
6. PROJECT OVERVIEW
Justin Pickard, Water Systems Consulting, provided an overview of the Central Coast Blue
Project which included information on how the facility and technology will work.
7. WATER SUPPLY DRIVERS & PROJECT BENEFITS
Jeff Szytel, Water Systems Consulting, provided information of the water supply drivers and
project benefits including why the project is critical for the long-term sustainability of the
communities.
COUNCIL QUESTIONS
Arroyo Grande Mayor Caren Ray Russom, facilitated Council questions.
Justin Pickard, Water Systems Consulting, responded to questions from Council regarding the
microfiltration process resulting in a near distilled water quality; the advanced water purification
facility tanks that are being used for chemicals and whether they are the same tanks being used
for stabilization at the end of the process; any odor during the purification process that would need
to be mitigated; that the facility is being designed to support Phase II of the project; what permits
will be necessary; and the level of waste discharge.
8. COSTS AND FUNDING Justin Pickard, Water Systems Consulting
Justin Pickard, Water Systems Consulting, provided an overview of the current capital cost
estimate.
COUNCIL QUESTIONS
Pismo Beach Mayor Ed Waage facilitated Council questions.
Justin Pickard, Water Systems Consulting, responded to questions from Council regarding grant
funding and financing opportunities; construction cost increases for the Project; and value
engineering as it relates to reducing construction costs.
Grover Beach City Manager Matthew Bronson responded to a question regarding Prop 218 votes
as it relates to rates and charges.
9. PROJECT GOVERNANCE
Arroyo Grande City Manager Whitney McDonald provided a high-level overview of the
governance structure of the Project.
10. PROJECT SCHEDULE
Justin Pickard, Water Systems Consulting, provided an overview of the current Project schedule.
COUNCIL QUESTIONS
Grover Beach Mayor Jeff Lee facilitated Council questions.
Staff responded to questions regarding local hire provisions; unused water by each party; and the
Project schedule.
Pismo Beach Council Member Sheila Blake left the meeting at 7:30 p.m. and rejoined the meeting
at 7:34 p.m.
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Wednesday, September 14, 2022
11. PUBLIC COMMENT
Grover Beach Mayor Jeff Lee facilitated public comments.
Speaking from the public were Jeff Edwards, Jocelyn Brennan, Cynthia Replogle, Brad Snook,
Manley McNinch, Julie Tacker, Rick Jenne, and Scott Zimmerman.
Arroyo Grande City Manager Whitney McDonald responded to a question from Council regarding
water conservation efforts.
12. CLOSING COUNCIL COMMENTS
Arroyo Grande Mayor Caren Ray Russom, Pismo Beach Mayor Ed Waage, Arroyo Grande
Council Member Jimmy Paulding, Grover Beach Council Member Daniel Rushing, and Grover
Beach Mayor Jeff Lee, provided closing comments.
13. PRESENTATION OF TITLE XVI GRANT
Ernest Conant, U.S. Bureau of Reclamation, presented the Title XVI Grant to the Mayors.
14. PROJECT COMMITMENT SIGNING
15. ADJOURNMENT
There being no further business to come before the City Councils, Grover Beach Mayor Jeff Lee
adjourned the meeting at 8:16 p.m.
________________________
Caren Ray Russom, Arroyo Grande Mayor Jeff Lee, Grover Beach Mayor
ATTEST: ATTEST:
________________________
Jessica Matson, Arroyo Grande City Clerk Wendi Sims, Grover Beach City Clerk
________________________
Ed Waage, Pismo Beach Mayor
ATTEST:
________________________
Erica Inderlied, Pismo Beach City Clerk
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Item 8.g.
MEMORANDUM
TO: City Council
FROM: Sheridan Bohlken, Recreation Services Director
SUBJECT: Consideration to Adopt Resolutions Updating the Policy Concerning
the Naming of Public Parks and Naming the Reconstructed
Playground at Elm Street Park the “Kiwanis Inclusive Playground”
DATE: October 25, 2022
SUMMARY OF ACTION:
Consider updating the policy concerning the naming of public parks and naming the
reconstructed playground at Elm Street Park the “Kiwanis Inclusive Playground.”
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There is no immediate fiscal impact to the City of Arroyo Grande from the recommended
action. A plaque acknowledging the new name of the playground will be paid for by the
Kiwanis Club of Arroyo Grande Valley.
The amended FY 2021-23 Capital Improvement Program budget included $479,499 for
the Elm Street Park Playground Replacement Project. The revenue sources for this
project include $177,952 from Prop 68 State Grants, $21,000 from donations, $34,106
from the Park Improvement Fund, and $246,441 from the Local Sales Tax Fund.
RECOMMENDATION:
1) Adopt an updated Resolution concerning the naming of public parks; and 2) Adopt a
Resolution to name the reconstructed playground at Elm Street Park the “Kiwanis
Inclusive Playground.”
BACKGROUND:
On February 14, 1967, the City Council adopted Resolution No. 735 (Attac hment 3),
which established policies for the naming of public parks. This policy guided the naming
of public parks until June 24, 2014, when City Council adopted Resolution No. 4603
(Attachment 4), amending the policy. This policy requires a recommendation from the
City’s Parks and Recreation Commission regarding the naming of public parks. In 2018,
the Parks and Recreation Commission was dissolved (Attachment 5), deferring all public
requests and City staff recommendations concerning parks and recreation d irectly to the
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Item 8.g.
City Council
Consideration to Adopt Resolutions Updating the Policy Concerning the Naming
of Public Parks and Naming the Reconstructed Playground at Elm Street Park the
“Kiwanis Inclusive Playground”
October 25, 2022
Page 2
City Council; therefore, the Resolution concerning the naming of public parks needs to be
updated (Attachment 1).
In 2015, the Kiwanis Club of Arroyo Grande Valley presented a plan to fund and replace
some amenities at the Elm Street Park playground with inclusive play equipment , which
was approved by the City Council. Since that time, the concept was further developed
into an entire playground replacement project, and the Proposition 68 State Grant
Program was applied for to pay, in part, for the playground project. The Kiwanis Club of
Arroyo Grande Valley participated and assisted with the design and community input
meetings and also has committed over $21,000 towards the project. The playground
replacement project is currently under way with a completion date set for early November,
2022.
ANALYSIS OF ISSUES:
The current park naming policy for the City of Arroyo Grande is guided by the following
requirements:
1. Parks and recreation areas of sufficient size, which are to be used for recreational
purposes shall be given Spanish names and identified as a park.
2. Park areas which are too small to provide recreational facilities, are located or
designed primarily to serve purposes other than recreation, shall be called “Pocket
Parks.”
3. In cases where a “Park” or “Pocket Park” has been donated in part or in its entirety
for park purposes to the City of Arroyo Grande, if so recommended by the Parks
and Recreation Commission, said “Park” or “Pocket Park” may commemorate the
name of the person or person’s instrumental in said gift to the City.
4. In cases where land is already owned by the City and a majority of funds have
been donated for the purpose of developing or renovation the park and the donor
has made important contributions to the Arroyo Grande community, upon
recommendation by the Parks and Recreation Commission, said “Park” or “Pocket
Park” may commemorate the person or persons instrumental in said gift to the City.
5. In cases in which public property cannot be identified as set forth in Sections 1, 2,
3, and 4 hereof, upon recommendation of the Parks and Recreation Commission,
said property may be identified by other appropriate names.
“Important contributions” stated in Section 4 may include, but are not limited to , the
following:
A.) Enhances the lives of the members of the community,
B.) Fosters a sense of community identity and pride,
C.) Promotes the preservation and use of historic resources,
D.) Engages in actions to improve the environmental health and aesthetics of the
community, or
Page 226 of 306
Item 8.g.
City Council
Consideration to Adopt Resolutions Updating the Policy Concerning the Naming
of Public Parks and Naming the Reconstructed Playground at Elm Street Park the
“Kiwanis Inclusive Playground”
October 25, 2022
Page 3
E.) Improves the local economy by attracting tourism or other businesses to the
community.
As the current City Park Naming Policy refers to recommendations from the Parks and
Recreation Commission, which was dissolved in 2018, it is recommended that the policy
be updated to remove references to the Commission. It is further recommended that
Section 5 of the existing policy be revised to provide additional flexibility to the City Council
in naming parks or park features after important public figures or organizations in Arroyo
Grande who may not have provided monetary or land donations, if approved by 4/5ths of
the City Council. Suggested revisions to this section are shown below:
5. In cases in which public property cannot be identified as set forth in Sections 1, 2,
3, and 4 hereof, upon recommendation of the Parks and Recreation Commission,
said property may be identified the City Council may identify said property by other
appropriate names, including but not limited to naming of a park, pocket park,
playground, or public facility after an important public figure or non -profit
organization that has contributed beneficially and directly to the Arroyo Grande
community, if approved by 4/5ths of the City Council.
Staff is further recommending that the City Council approve the naming of the
reconstructed playground at Elm Street Park to the ‘Kiwanis Inclusive Playground’
(Attachment 2). The Arroyo Grande Kiwanis Club has a long history of project s at Elm
Street Park, including the gazebo and sidewalks in between the playground and gazebo
area. The organization has been serving the community of Arroyo Grande for many
decades, and Kiwanis is a global organization of volunteers dedicated to changing the
world one child and one community at a time. Through fundraising efforts, participation
and advocacy for the inclusive playground replacement project, the Arroyo Grande
Kiwanis Club has helped bring the Elm Street Park Inclusive Playground Project to
fruition. This Project is consistent with one of Council’s goals of providing opportunities
for diversity, inclusion and equity through play.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Adopt an updated Resolution concerning the naming of public parks; and adopt a
Resolution to name the reconstructed playground at Elm Street Park to the “Kiwanis
Inclusive Playground”;
2. Do not approve the revisions to the existing Park Naming Policy and/or do not approve
the naming of the playground at Elm Street Park the “Kiwanis Inclusive Playground”;
or
3. Provide direction to staff.
Page 227 of 306
Item 8.g.
City Council
Consideration to Adopt Resolutions Updating the Policy Concerning the Naming
of Public Parks and Naming the Reconstructed Playground at Elm Street Park the
“Kiwanis Inclusive Playground”
October 25, 2022
Page 4
ADVANTAGES:
Approval of naming the playground at Elm Street Park the “Kiwanis Inclusive Playground”
will provide recognition to a very dedicated and community-driven organization. This
action also supports the City’s organizational values by honoring
individuals/organizations who have demonstrated pride in their community through
service, professionalism, teamwork, and commitment. Updates to the City’s park naming
policy will replace outdated language and provide greater flexibility to the City Council to
name parks and their features after important individuals and organizations that have
contributed beneficially to Arroyo Grande if approved by 4/5ths of the City Council.
DISADVANTAGES:
There are no known disadvantages at this time.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachments:
1. Proposed Resolution Updating the Naming of Public Parks
2. Proposed Resolution Naming the Playground at Elm Street Park the ‘Kiwanis In clusive
Playground’
3. Resolution No. 735
4. Resolution No. 4603
5. Ordinance No. 695
Page 228 of 306
ATTACHMENT 1
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE UPDATING THE POLICY
CONCERNING THE NAMING OF PUBLIC PARKS
WHEREAS, the City Council has a number of advisory bodies to review City programs,
projects, and community issues and to make recommendations to City Council; and
WHEREAS, the Parks and Recreation Commission of the City of Arroyo Grande
previously determined that public open spaces, beauty areas, small and large park areas
and such other uses of land should be identified; and
WHEREAS, the Parks and Recreation Commission has previously recommended that
certain public places be named to commemorate certain persons who have contributed
lands to the City of Arroyo Grande and to commemorate the Spanish heritage of the City
of Arroyo Grande; and
WHEREAS, on February 14, 1967, the City Council adopted Resolution No. 735
approving the Parks and Recreation Commission's recommendation concerning the
naming of public parks; and
WHEREAS, on February 12, 2014, the City Council adopted Resolution No. 4603
amending the park naming policy to allow for the naming of a "Park" or "Pocket Park" to
commemorate the name of the person or persons who has donated a financial gift to the
City that funds a majority of the costs for the purposes of developing or renovating a "Park"
or "Pocket Park" and the donor has made important contributions to the Arroyo Grande
community; and
WHEREAS, the Parks and Recreation Commission was dissolved on August 14, 2018,
and upon the dissolution of the Parks and Recreation Commission, public input and
recommendations from City staff on topics concerning parks and recreation are received
by City Council; and
WHEREAS, the park naming policy is in need of revisions to reflect the dissolution of the
Parks and Recreation Commission and update certain provisions.
NOW THEREFORE BE IT RESOLVED that the City Council of the City of Arroyo Grande
hereby approves the park naming policy as follows:
1. Such parks or recreation areas of sufficient size to be used for recreational
purposes by neighborhoods or by the entire community shall be given Spanish
names and identified as a "Park."
Page 229 of 306
RESOLUTION NO.
PAGE 2
2. Such areas which are too small to provide recreational facilities, or are located or
designed primarily to serve purposes other than recreation, shall be called "Pocket
Parks."
3. In cases where a "Park" or "Pocket Park" has been donated in part or in its entirety
for park purposes to the City of Arroyo Grande, the City Council may
commemorate said "Park" or "Pocket Park" with the name of the person or
persons instrumental in said gift to the City.
4. In cases where land is already owned by the City and a majority of funds have
been donated for the purpose of developing or renovating the park and the
donor has made important contributions to the Arroyo Grande community, the
City Council may commemorate said "Park" or "Pocket Park" with the name of
the person or persons instrumental in said gift to the City.
“Important contributions” stated in Section 4 may include, but are not limited to the following:
A.) Enhances the lives of the members of the community,
B.) Fosters a sense of community identity and pride,
C.) Promotes the preservation and use of historic resources ,
D.) Engages in actions to improve the environmental health and aesthetics of the
community, or
E.) Improves the local economy by attracting tourism or other businesses to the
community.
5. In cases in which public property cannot be identified as set forth in Sections 1,
2, 3, and 4 hereof, the City Council may identify said property by other
appropriate names, including but not limited to naming of a park, pocket park,
playground, or public facility after an important public figure or non-profit
organization that has contributed beneficially and directly to the Arroyo Grande
community, as approved by a 4/5ths vote of the City Council.
6. This Resolution supersedes all past Resolutions concerning the naming of public
parks, including but not limited to Resolution 735.
On motion of Council Member , seconded by Council
Member ______________, on the following roll call vote, to wit:
AYES:
NOES:
ABSENT:
the foregoing Resolution was passed and adopted this 25th day of October, 2022
Page 230 of 306
RESOLUTION NO.
PAGE 3
CAREN RAY RUSSOM, MAYOR
ATTEST:
JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
WHITNEY MCDONALD, CITY MANAGER
APPROVED AS TO FORM:
TIMOTHY J. CARMEL, CITY ATTORNEY
Page 231 of 306
ATTACHMENT 2
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE NAMING THE RECONSTRUCTED
PLAYGROUND AT ELM STREET PARK THE “KIWANIS
INCLUSIVE PLAYGROUND”
WHEREAS, it has been determined by the updated policy and Resolution dated
October 25, 2022, concerning the naming of public parks that public open spaces,
beauty areas, small and large park areas and such other uses of land in the City of Arroyo
Grande should be identified; and
WHEREAS, in cases in which public property cannot be identified as set forth in the
aforementioned Resolution Sections 1, 2, 3 and 4 hereof, the City Council may identify
said property by other appropriate names, including but no t limited to naming of a park,
pocket park, playground, or public facility after an important public figure or non -profit
organization that has contributed beneficially and directly to the Arroyo Grande
community; and
WHEREAS, the Kiwanis Club of Arroyo Grande has been a sponsor for special projects
within City facilities and an advocate for an inclusive playground at Elm Street Park; and
WHEREAS, in 2015, the Kiwanis Club of Arroyo Grande’s proposal to donate inclusive
play equipment for Elm Street Park was accepted by the City; and
WHEREAS, the Kiwanis Club of Arroyo Grande has raised over $21,000 in support of
inclusive playground replacement has made important contributions to the community
through youth programs and facility improvements, such as the gazebo at Elm Street
Park and the Kiwanis Park in the Village of Arroyo Grande.
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Arroyo Grande
as follows:
1. That the reconstructed inclusive playground at Elm Street Park Park officially be
named the “Kiwanis Inclusive Playground” to acknowledge the efforts of the
Kiwanis Club of Arroyo Grande and their dedication to providing an “all ages and
all abilities” play structure in the park for benefit of all people of all abilities.
On motion of Council Member , seconded by Council Member , and
on the following roll call vote, to wit:
AYES:
NOES:
ABSENT:
the foregoing Resolution was passed and adopted this 25th day of October, 2022.
Page 232 of 306
RESOLUTION NO.
PAGE 2
CAREN RAY RUSSOM, MAYOR
ATTEST:
JESSICA MATSON, CITYCLERK
APPROVED AS TO CONTENT:
WHITNEY MCDONALD,CITYMANAGER
APPROVED AS TO FORM:
TIMOTHY J. CARMEL, CITY ATTORNEY
Page 233 of 306
v
RESOLUTION NO. 735
RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF ARROYO GRANDE CONCERNING THE NAMING OF
PUBLIC PARKS
WHEREAS, it has been determined by the Parks and Recreation
commission of the City of Arroyo Grande that public open spaces, beauty
areas, small and large park areas and such other uses of land should be
identified, ,and
WHEREAS, the Parks and Recreation Commission has, by Resolu-
tion, recommended that certain public places be named to commemorate
certain persons who have contributed land to the City of Arroyo Grande
and to commemorate the spanish heritage of the City of Arroyo Grande,
NOW THEREFORE, BE IT HEREBY RESOLVED AS FOLLOWS:
Section 1. Such parks or recreation areas of sufficient
size to be used for recreational purposes by neighborhoods or by
the entire community shall be given Spanish names and identified as a
Park".
Section 2. Such areas which are too small to provide
recreational facilities, or are located or designed primarily to
serve purposes other than recreation, shall be called "pocket Parks".
Section 3. In cases where a "Park" or "pocket Park" has
been donated in part or in its entirety for park purposes to the
City of Arroyo Grande, if so recommended by the Parks and Recreation
commission, said "Park" or pocket Park" may commemorate the name of
the person or persons instrumental in said gift to the City.
Section 4. In cases in which public property cannot be
identified as set forth in Sections 1, 2 and 3 hereof, upon recommen-
dation of the Parks and Recreation Commission, said property may be
identified by other appropriate names.
On motion of Councilman Burt, seconded by Councilman schlegel
and by the following roll call vote, to-wit:
AYES: Councilmen Levine, Schlegel, Burt and Mayor Wood.
NOES: None.
ABSENT: Councilwoman Thompson.
the foregoing Resolution was adopted this 14th day of February, 1967.
A_'T~4/M- M.."'(
MayorCiClerk
I, Polly S. Miller, City Clerk of the City of Arroyo Grande,
County of San Luis Obispo, State of California, do hereby certify that
the foregoing Resolution No.735 is a true, full and correct copy of
said Resolution passed and adopted by the City Council of the City of
Arroyo Grande at a regular meeting of said Council on the 14th day
of February, 1967.
WITNESS may hand and the seal of Arroyo Grande
affixed this 15th day of February,
Arroyo Grande
ATTACHMENT 3
Page 234 of 306
RESOLUTION NO. 4603
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF ARROYO GRANDE AMENDING THE POLICY
CONCERNING THE NAMING OF PUBLIC PARKS
WHEREAS, it has been determined by the Parks and Recreation Commission of the
City of Arroyo Grande that public open spaces, beauty areas, small and large park
areas and such other uses of land should be identified, and
WHEREAS, the Parks and Recreation Commission has recommended that certain
public places be named to commemorate certain persons who have contributed lands to
the City of Arroyo Grande and to commemorate the Spanish heritage of the City of
Arroyo Grande; and
WHEREAS, on February 14, 1967, the City Council adopted Resolution No. 735
approving the Parks and Recreation Commission's recommendation concerning the
naming of public parks; and
WHEREAS, on February 12, 2014, the Parks and Recreation Commission
recommended approval of an amendment to the park naming policy to allow for the
naming of a "Park" or "Pocket Park" to commemorate the name of the person or
persons who has donated a financial gift to the City that funds a majority of the costs for
the purposes of developing or renovating a "Park" or "Pocket Park" and the donor has
made important contributions to the Arroyo Grande community, upon recommendation
by the Parks and Recreation Commission, said "Park" or "Pocket Park" may
commemorate the person or persons instrumental in said gift to the City."
NOW THEREFORE BE IT RESOLVED that the City Council of the City of Arroyo
Grande hereby approves the recommendation of the Parks and Recreation Commission
and the park naming policy is established as follows:
1. Such parks or recreation areas of sufficient size to be used for recreational
purposes by neighborhoods or by the entire community shall be given Spanish
names and identified as a "Park."
2. Such areas which are too small to provide recreational facilities, or are located or
designed primarily to serve purposes other than recreation, shall be called
Pocket Parks."
3. In cases where a "Park" or "Pocket Park" has been donated in part or in its
entirety for park purposes to the City of Arroyo Grande, upon recommendation by
the Parks and Recreation Commission, said "Park" or "Pocket Park" may
commemorate the name of the person or person's instrumental in said gift to the
City.
ATTACHMENT 4
Page 235 of 306
RESOLUTION NO. 4603
PAGE 2
4. In cases where land is already owned by the City and a majority of funds have
been donated for the purpose of developing or renovating the park and the donor
has made important contributions to the Arroyo Grande community, upon
recommendation by the Parks & Recreation Commission, said "Park" or "Pocket
Park" may commemorate the person or persons instrumental in said gift to the
City.
In cases in which public property cannot be identified as set forth in Sections 1,
2, 3, and 4 hereof, upon recommendation of the Parks and Recreation
Commission, said property may be identified by other appropriate names.
6. This Resolution supersedes all past Resolutions concerning the naming of public
parks, including but not limited to Resolution 735.
On motion of Council Member Costello, seconded by Council Member Brown, and on
the following roll call vote, to wit:
AYES: Council Members Costello, Brown, Barneich, Guthrie, and Mayor Ferrara
NOES: None
ABSENT: None
the foregoing Resolution was passed and adopted this 24th day of June 2014.
Page 236 of 306
RESOLUTION NO. "A00-3
PAGE 3
j:,:
ATTEST:
RELLY,WETP ORE, CITY CLERK
APPROVED AS TO CONTENT:
r
STEVEN ADAMS, CITY MANAGER
APPROVED AS TO FORM:
TIM THY JLgAKMEL, CITY ATTORNEY
Page 237 of 306
OFFICIAL CERTIFICATION
I, KELLY WETMORE, City Clerk of the City of Arroyo Grande, County of San Luis
Obispo, State of California, do hereby certify under penalty of perjury, that the attached
Resolution No. 4603 is a true, full, and 'correct copy of said Resolution passed and
adopted at a Regular meeting of the City Council of the City of Arroyo Grande on the
24th day of June, 2014.
WITNESS my hand and the Seal of the City of Arroyo Grande affixed this 26th day of
June, 2014.
iyRE, CITY CLERK
Page 238 of 306
ATTACHMENT 5
Item 11.a. - Page 14
ORDINANCE NO. 695
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARROYO
GRANDE REPEALING CHAPTERS 2.21, 2.24 AND 2.32 OF TITLE 2 OF
THE ARROYO GRANDE MUNICIPAL CODE TO DISBAND THE
TRAFFIC COMMISSION, PARKS AND RECREATION COMMISSION
AND HISTORICAL RESOURCES COMMITTEE; AMENDING CHAPTER
2.18 OF TITLE 2 RELATING TO THE PLANNING COMMISSION AND
HISTORIC DESIGNATION; AND ADDING SECTION 1.04.140 TO TITLE
1 TRANSFERRING THE DUTIES OF THE TRAFFIC COMMISSION,
PARKS AND RECREATION COMMISSION AND HISTORICAL
RESOURCES COMMITTEE
THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE DOES ORDAIN AS
FOLLOWS:
SECTION 1. Chapters 2.21, 2.24 and 2.32 of the Arroyo Grande Municipal Code are
hereby repealed in their entirety.
SECTION 2. Section 1.04.140 of the Arroyo Grande Municipal Code is hereby added to
read in its entirety as follows:
1.04.140 -Former Duties of Traffic Commission, Historical Resources Committee
and Parks and Recreation Commission.
Any duties previously assigned by the Arroyo Grande Municipal Code to be
performed by the Traffic Commission or Historical Resources Committee will be
performed by the Community Development Director or referred by the Community
Development Director to. the Planning Commission or City Council and any duties
assigned to the Parks and Recreation Commission will be performed by the Director of
Recreation Services or Director of Public Works or referred by the Director of Recreation
Services or Director of Public Works to the Planning Commission or City Council after the
effective date of Ordinance No. 695 adopted on August 28, 2018.
SECTION 3. Chapter 2.18 of the Arroyo Grande Municipal Code is hereby amended to
add Sections 2.18.090 and 2.18.100 of the Arroyo Grande Municipal Code to read in their
entirety as follows:
2.18.090 -Historic Designation.
The planning commission may nominate places, properties, structures or areas,
which they recommend be considered for local, state or national historical designation or
considered as an important setting or contributing to the historic character of the
surrounding environment.
2.18.100 -Guiding purposes in reviewing projects and Historic Designations.
In reviewing potential designations, the planning commission shall be guided by
the following purposes and intent:
A. To ensure consistency with the general plan and compliance with the provisions
of Title 16 of this code;
Page 239 of 306
Item 11.a. - Page 15
ORDINANCE NO. 695
PAGE2
B. Promote the designation, preservation, restoration, safety and use of historic
struptures to enrich the lives of future generations, providing opportunities to
enjoy and learn about the community's history;
C. Improve the local economy by attracting tourism and other business to the
community;
D. Foster a sense of community identity and pride;
E. Stabilize and improve the economic value of historic properties and
neighborhoods;
F. Enhance the community's aesthetics, interest, and unique historic character;
G. Encourage and provide incentives to property owners to preserve and restore
historic properties, and to sensitively rehabilitate them for adaptive re-use when
necessary.
SECTION 4. This Ordinance is exempt from CEQA pursuant to CEQA Guidelines
Section15061(b)(3) which is the general rule that CEQA applies only to projects which
have the potential for causing a significant effect on the environment and CEQA does not
apply where it can be seen with certainty that there is no possibility that the activity may
have a significant effect on the environment.
SECTION 5. A summary of this Ordinance shall be published in a newspaper published
and circulated in the City of Arroyo Grande at least five (5) days prior to the City Council
meeting at which the proposed Ordinance is to be adopted. A certified copy of the full text
of the proposed Ordinance shall be posted in the office of the City Clerk. Within fifteen
(15) days after adoption of the Ordinance, the summary with the names of those City
Council members voting for and against the Ordinance shall be published again, and the
City Clerk shall post a certified copy of the full text of such adopted Ordinance. This
Ordinance shall take effect and be in full force and effect thirty (30) days after its passage.
SECTION 6. This Ordinance shall take effect and be in full force and effect thirty (30)
days after its passage.
SECTION 7. If any section, subsection, sentence, clause, or phrase of this Ordinance is
for any reason held to be invalid or unconstitutional by a decision of any court of
competent jurisdiction, such decision shall not affect the validity of the remaining portions
of this Ordinance. The City Council hereby declares that it would have passed this
Ordinance and each and every section, subsection, sentence, clause, or phrase not
declared invalid or unconstitutional without regard to whether any portion of the ordinance
would be subsequently declared invalid or unconstitutional.
On motion by Council Member Brown, seconded by Council Member Harmon, and by the
following roll call vote to wit:
AYES:
NOES:
ABSENT:
Council Members Brown, Harmon, Barneich, and Mayor Hill
Mayor Pro Tern Ray
None
the foregoing Ordinance was adopted this 28 th day of August, 2018.
Page 240 of 306
Item 11.a. - Page 16
ORDINANCE NO. [tJq5
PAGE:3
ILL, MAYOR
APPROVED AS TO CONTENT:
JAMES•N~ITY M
APPROVED AS TO FORM:
~~~. THfR K. WHITHAM, CITY ATTORNEY
Page 241 of 306
Item 11.a. - Page 17
OFFICIAL CERTIFICATION
I, KELLY WETMORE, City Clerk of the City of Arroyo Grande, County of San
Luis Obispo, State of California, do hereby certify under penalty of perjury, that
the attached Ordinance No. 695 which was introduced at a regular meeting of the
City Council on August 14, 2018; was passed and adopted at a regular meeting
of the City Council on the 28 th day of August 2018; and was duly published in
accordance with State law (G.C. 40806).
------------·--wlTNESS my hand and the Seal of the City of Arroyo Grande affixed this 29 th
day of August 2018.
Page 242 of 306
Item 8.h.
MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director
BY: Steve Kahn, Acting Capital Improvement Project Manager
SUBJECT: Consideration to Adopt a Resolution Pursuant to Public Contract
Code Section 22050 Determining to Continue Work Under Emergency
Contracts for the FCFA Station 1 Emergency Generator Replacement
Project, PW 2021-09
DATE: October 25, 2022
SUMMARY OF ACTION:
Adoption of the Resolution by the required four-fifths vote will allow for the continued
accelerated replacement of the emergency generator at the Five Cities Fire Authority
(FCFA) Station 1.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There are no additional fiscal impacts from adoption of this Resolution. The FY 2021-22
and FY 2022-23 Capital Improvement Program (CIP) budgets included $680,018
($46,780 General Fund, $318,738 Sales Tax Funds, and $314,500 of California Nuclear
Power Preparedness (NPP) Program funding) for the subject project. The engineer’s
construction cost estimate for the project is currently $646,453. FCFA staff will seek to
secure the NPP funding upon completion of the construction documents and associated
engineer’s construction cost estimate. It is anticipated that NPP funding will cover
approximately 50% or $323,277. Staff time will be necessary to coordinate construction
activities with the contractor and special inspectors.
RECOMMENDATION:
1) Receive and file an update of the emergency generator replacement project at the
FCFA Station 1; and 2) Adopt a Resolution determining that there is a need to continue
the emergency action for the replacement of the emergency generator in accordance with
Public Contract Code Section 22050.
Page 243 of 306
Item 8.h.
City Council
Consideration to Adopt a Resolution Pursuant to Public Contract Code Section
22050 Determining to Continue Work Under Emergency Contracts for the FCFA
Station 1 Emergency Generator Replacement Project, PW 2021-09
October 25, 2022
Page 2
BACKGROUND:
Public Contract Code (PCC) Section 22050 allows a public agency, in the case of an
emergency, to repair or replace a public facility, take any directly related and immediate
action required by that emergency, and procure the necessary equipment, services, and
supplies for those purposes without going through a formal bid process. At its regular
meeting on September 13, 2022, the City Council adopted Resolution No. 5219 declaring
an emergency and authorizing the accelerated replacement of the emergency generator
at the FCFA Station 1 by eliminating the formal bid process.
PCC Section 22050 requires that after proceeding with an emergency project, the City
Council shall review the emergency action at its next regularly scheduled meeting and at
every regularly scheduled meeting thereafter until the emergency action is terminated,
and if it is determined that there is a need to continue the action, authorize continuation
of the emergency action by a four-fifths vote. On September 27, 2022, and October 11,
2022, the Council adopted Resolution Nos. 5225 and 5231, respectively, determining a
need to continue work under emergency contracts to replace the emergency generator
at the FCFA Station 1.
ANALYSIS OF ISSUES:
Since the October 11, 2022 Council meeting, the status of the project as of October 13,
2022, is as follows:
The building permit has been issued for the construction documents.
While a portable generator has been brought on site that allows for the opening of the
apparatus bay doors and some lighting at the fire station, it does not provide power to the
server room or the station alerting system, which are critical needs. Therefore, there
remains an imminent danger to public health and safety as this situation may cause delay
of emergency 9-1-1 services during the event of a power outage . Because of this, staff
recommends that the emergency action be continued.
As required by statute, staff will continue to bring a similar item to the Council on
subsequent agendas until the necessary emergency work has been completed or until
the emergency action is terminated. Until this future item, staff will continue to work with
the design consultant and selected contractor to complete the improvements on an
accelerated basis.
Page 244 of 306
Item 8.h.
City Council
Consideration to Adopt a Resolution Pursuant to Public Contract Code Section
22050 Determining to Continue Work Under Emergency Contracts for the FCFA
Station 1 Emergency Generator Replacement Project, PW 2021-09
October 25, 2022
Page 3
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Receive and file an update of the emergency generator replacement project at the
FCFA Station 1; and adopt the proposed Resolution finding that there is a need to
continue the emergency action for the replacement of the emergency generator in
accordance with Public Contract Code Section 22050;
2. Receive and file an update of the emergency generator replacement project at the
FCFA Station 1; do not adopt the proposed Resolution; and direct staff to prepare
a resolution to terminate the emergency action; or
3. Provide other direction to staff.
ADVANTAGES:
Adoption of the Resolution will allow for the accelerated replacement of the emergency
generator at the FCFA Station 1 which will ensure power during the event of a power
outage thereby providing rapid response time in the event of an emergency situation.
DISADVANTAGES:
No disadvantages are identified at this time.
ENVIRONMENTAL REVIEW:
No environmental review is needed to authorize the continuation of the emergency action.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachment:
1. Proposed Resolution
Page 245 of 306
ATTACHMENT 1
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE DETERMINING A NEED TO
CONTINUE WORK UNDER EMERGENCY CONTRACTS
FOR THE FCFA STATION 1 EMERGENCY GENERATOR
REPLACEMENT PROJECT
WHEREAS, on September 13, 2022, pursuant to Public Contract Code (PCC) Section
22050, the City Council deemed it was is in the public interest to immediately authorize
the expenditure of City funds needed to safeguard the health, safety and welfare and to
proceed immediately with the replacement of the emergency generator at the Five Cities
Fire Authority (FCFA) Station 1; and
WHEREAS, On September 13, 2022, the City Council deemed the immediate
replacement of the emergency generator was necessary in order to protect the public
health, safety and welfare and would not permit a delay resulting from a competitive
solicitation for bids and that prompt action, including authorization to expend all funds
required for such replacement without competitive bidd ing, was necessary to respond to
the emergency; and
WHEREAS, on September 13, 2022, the City Council adopted Resolution No. 5219
declaring an emergency and authorizing the City Manager to enter into any contract or
agreement in order to immediately replace the emergency generator; and
WHEREAS, PCC Section 22050 requires that after proceeding with an emergency
project, the City Council shall review the emergency action at its next regularly scheduled
meeting and at every regularly scheduled meeting thereafter until the emergency action
is terminated; and
WHEREAS, on September 27, 2022 and October 11, 2022, the City Council adopted
Resolution Nos. 5225 and 5231, respectively, determining a need to continue work under
emergency contracts to replace the emergency generator; and
WHEREAS, if it is determined that there is a need to continue the emergency action, PCC
Section 22050 requires a four-fifths vote to authorize the continuation of the emergency
action.
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo Grande
that the emergency declared by the City Council on September 13, 2022 , and continued
on September 27, 2022, and October 11, 2022, regarding replacement of the generator
at FCFA Station 1 shall be deemed to continue.
Page 246 of 306
RESOLUTION NO.
PAGE 2
BE IT FURTHER RESOLVED, that the local emergency shall be deemed to continue to
exist until its termination is proclaimed by the City Council.
On motion by Council Member _________, seconded by Council Member _______, and
on the following roll call vote, to wit:
AYES:
NOES:
ABSENT:
The foregoing Resolution was passed and adopted this 25th day of October, 2022.
Page 247 of 306
RESOLUTION NO.
PAGE 3
___________________________________
CAREN RAY RUSSOM, MAYOR
ATTEST:
___
JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
_________________________________
WHITNEY MCDONALD, CITY MANAGER
APPROVED AS TO FORM:
___________________________________
TIMOTHY J. CARMEL, CITY ATTORNEY
Page 248 of 306
Item 8.i.
MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director
BY: Robin Dickerson, PE, City Engineer
Steve Kahn, Acting Capital Improvement Project Manager
SUBJECT: Consideration of Approval of Construction Plans and Specifications
for the Swinging Bridge Retrofit Project, PW 2021-06
DATE: October 25, 2022
SUMMARY OF ACTION:
Approving the construction plans and specifications will allow the City to re-advertise for
construction bids for the Swinging Bridge Retrofit Project.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The FY 2022-23 Capital Improvement Program (CIP) budget includes $1,160,474 of
Local Sales Tax Funds as shown in the table below:
A breakdown of the project budget of $1,160,474 is shown in the following table:
Construction $ 920,000
Construction Contingencies (12.5%) 115,000
Contract Admin, Inspection, Advertise 102,824
Testing 5,375
Re-Package Plans & Specs 19,300
Total $ 1,160,474
Additionally, $500,000 in grant funding has been applied for through the Federal
Government’s FY23 Community Project Grant. If awarded, $500,000 of sales tax funding
allocated to the Project will be returned to the Sales Tax Fund to fund other City projects.
Staff time will be necessary to coordinate construction activities with the contractor and
consultants.
Swinging Bridge
FY 2021-22
Budget
FY 2021-22
Spent
FY 2022-23
Budget
Total FY 2022-23
Adjusted Budget
Sales Tax Fund 616,269 5,795 550,000 1,160,474
Construction
Page 249 of 306
Item 8.i.
City Council
Consideration of Approval of Construction Plans and Specifications for the Swinging
Bridge Retrofit Project, PW 2021-06
October 25, 2022
Page 2
RECOMMENDATION:
1) Approve the construction plans and specifications for the Swinging Bridge Retrofit
Project, PW 2021-06; and 2) Authorize staff to advertise for construction bids.
BACKGROUND:
On December 14, 2021, the City Council approved construction plans and specifications
for retrofitting and upgrading the structural components of the Swinging Bridge. The
Project consists of removing and replacing the existing cables and helical anchors (deep
steel plate foundation/anchoring system), reinforcing the existing concrete abutments,
cleaning and painting the existing steel towers, and tightening and/or installing bolts at
the suspension bridge wood connections. During the bidding process, the condition of the
existing wood members of the bridge itself was reviewed in detail and it was determined
that the treated lumber on the bridge had moved past its useful life. To address this, an
Addendum was issued presenting as-built plans that contained a design for replacing the
wood members, and added the replacement and painting of the wood members to the
project scope as Bid Additive Alternatives.
On February 1, 2022, two bids were received for the Project. The original bidding pool
only allowed for Class A (General Engineering License) General Engineers to bid on the
project because the project was scoped to mainly address the steel portion of the bridge.
Since the replacement of the existing wood members was added to the project, staff
anticipates the extension and allowance of both Class A and Class B (General Building
License) licensed contractors to bid on the project will allow for a larger poo l of contractors
and a more competitive bidding environment . In addition, the cost of material and freight
continued to remain inflated in February 2022. As a result, on February 22, 2022, the City
Council rejected all bids and directed that the Project be repackaged to include
replacement of the wood members as part of the base bid, include both Class A and Class
B contractor licensing, and rebid the Project in Fall 2022 in an effort to receive a more
favorable bid that includes both the retrofit and wood replacement, and perhaps a
stabilization in materials costs.
On April 12, 2022, the City Council adopted a Resolution supporting the FY 2023
Community Project Funding Request for the Swinging Bridget Project submission for the
full cost of the project. The City was selected by Congressman Carbajal as one of the top
15 requested projects for the Community Project grant; however, when the projects were
reviewed by the Appropriations Committee, the Project was recommended for only
$500,000 in grant funding. At this time, it is unknown when the City will learn whether it
has been granted the funds. It is likely that more information concerning grant funding
allocations will be provided in December 2022. Recipients of Community Project Funding
Grants awarded in 2022 were notified in March 2022, therefore, it is reasonable to assume
a similar notification period for the 2023 awards. Staff has received clarification that any
awarded grant funding will need to be used for costs incurred from the time of award
forward and cannot be used to reimburse past costs. However, it is anticipated that more
Page 250 of 306
Item 8.i.
City Council
Consideration of Approval of Construction Plans and Specifications for the Swinging
Bridge Retrofit Project, PW 2021-06
October 25, 2022
Page 3
than $500,000 in costs will be incurred after April 2023 that will be eligible for Community
Project Funding.
In order to re-bid the Project and provide immunity to the City, the City Council is
requested to approve the plans and specifications prior to the construction bidding
process.
ANALYSIS OF ISSUES:
Following the February 22, 2022 Council meeting, staff met with the design consultant to
discuss Council’s direction. As a result, City staff and the consultant team have prepared
comprehensive construction documents for retrofitting and replacing certain structural
components that will preserve the City’s unique Swinging Bridge, eliminate the need for
pedestrian weight limit capacity, and provide safe and functional access.
In general, the project consists of retrofitting the existing suspension bridge by replacing
the existing rod hangers with new cable hangers, replacement of the existing wind cables
with new cables and helical anchors, strengthening the existing abutments, installation of
new back span cables and helical anchors, cleaning and painting steel, removal and
replacement of wood members, and removal and repair of landscaping, decorative
hardscape, curb and gutter, and asphalt paving associated with the retrofit work.
Two bid additive alternatives have been included in the Project should the available
budget allow for these items which consist of:
Additive Alternate No. 1: Installation of a composite lumber cap added to the top of the
wood railing for the full length of each railing.
Additive Alternate No. 2: Installation of new chain link fabric.
Since the Retrofit of the Swinging Bridge is a CIP and is fully funded through the Local
Sales Tax Fund, any secured grant funds, specifically the potential $500,000 from the
Community Project Funding request, will be put back into the Sales Tax Fund to fund
other City projects. If grant funds are not allocated, the project will move forward through
completion utilizing the originally budgeted $1,160,474 from the Sales Tax Fund.
Should favorable bids be received and a construction contract awarded by the end of
2022, the ordering of materials requiring long lead times could begin in early 2023 in an
effort to be completed prior to the 2023 Harvest Festival. Although the Swinging Bridge
is not a listed historic bridge, staff will meet with the South County Historical Society and
others interested in the historical preservation of the City regarding color and exterior
design elements. Plans and specifications will be available for review at the Public Works
Department.
Page 251 of 306
Item 8.i.
City Council
Consideration of Approval of Construction Plans and Specifications for the Swinging
Bridge Retrofit Project, PW 2021-06
October 25, 2022
Page 4
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve the construction plans and specifications for the Swinging Bridge Retrofit
Project, PW 2021-06; and authorize staff to advertise for construction bids;
2. Approve the construction plans and specifications for the Swinging Bridge Retrofit
Project, PW 2021-06 but direct staff to wait to advertise for construction bids until
awards of Community Project Funding grants are announced; or
3. Provide other direction to staff
ADVANTAGES:
Retrofit of the Swinging Bridge will remove the 5 -person maximum weight limit, will
preserve the iconic nature of the bridge, and provide a safe pedestrian only crossing of
Arroyo Grande Creek
DISADVANTAGES:
The Swinging Bridge will be closed during construction and some adjacent parking
spaces will be needed to accommodate construction activities and staging.
ENVIRONMENTAL REVIEW:
The project is categorically exempt from the California Environmental Quality Act (CEQA)
pursuant to CEQA Guideline Section 15301(d) covering the restoration or rehabilitation
of deteriorated or damaged structures to meet current standards of public health and
safety not caused by an environmental hazard. As pa rt of the design, permits have been
obtained from California Fish and Wildlife and Regional Water Quality Control Board for
Rehabilitation of the Swinging Bridge. Mitigation as required by these permits has been
incorporated into the plans and specifications.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Page 252 of 306
Item 8.j.
MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director
BY: Shane Taylor, Utilities Manager
SUBJECT: Monthly Water Supply and Demand Update
DATE: October 25, 2022
SUMMARY OF ACTION:
The update reports the City’s total water supply and demand for September, 2022.
Current Lopez Reservoir level and projected levels are provided in the attachments.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
Approximately two (2) hours of staff time is required to prepare the report.
RECOMMENDATION:
Receive and file the monthly Water Supply and Demand Report.
BACKGROUND:
On October 12, 2021, the City Council adopted a Resolution declaring a Stage 1 Water
Shortage Emergency, and implementing emergency water conservation measures and
restrictions as a result of the extreme drought conditions.
In September, the City’s water use was 165.3 acre-feet with a per capita use of 100
gallons per day/per person for all customers. There was a total of 1.8 inches of rainfall in
the City in September, 2022.
ANALYSIS OF ISSUES:
The United States Drought Monitor, as of October, 2022, shows Coastal San Luis Obispo
County in a severe drought. Rainfall to date for the period of July 1, 2022, through
September 30, 2022 is 1.8 inches at the Corporation Yard rain gauge. Lopez Lake, as of
October 7, 2022 is at 23.5% capacity (11,625).
The new water year began on April 1, 2022, and the City’s annual Lopez Lake contract
supply had been reduced to 10% on August 24, 2021, by the enactment of the Low
Reservoir Response Plan (LRRP). On July 21, 2022, the Zone 3 Advisory Board
Page 253 of 306
Item 8.j.
City Council
Monthly Water Supply and Demand Update
October 25, 2022
Page 2
approved the Technical Advisory Committee’s recommendations to reduce contract
deliveries by 20% prior to the lake reaching 10,000 acre-feet. As a result, the City began
reducing the flow of deliveries on July 26, 2022, to 1.7 million gallons per day compared
to the normal flow of 2.2 million gallons per day.
In addition to Lopez Lake deliverie s, the City has 1323 acre-feet of groundwater
entitlement from the Santa Maria basin and wells within the Pismo formation that can
produce 160 acre-feet per year. The fourth quarter monitoring for the Santa Maria Basin
sentry wells was completed on October 4th. The deep well index was 5.88 feet above sea
level, which is 1.62 feet below the deep well index threshold value of 7.5 feet and 0.77
feet lower that the index value one year ago. This is the second quarter that the level has
been below the 7.5 threshold value. If the index level stays below the 7.5 level for six
consecutive quarters, or if indication of sea water intrusion occurs, this could trigger
additional water restrictions for Arroyo Grande.
The predicted use for water year 2022/23 is 2,213 acr e-feet based on average rainfall.
The September 2022 water use was 18% lower than t he September 2021 water use.
This reduction exceeded the City’s goal of an overall 10% reduction from the same month
in 2021.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Receive and file the report; or
2. Provide other direction to staff.
ADVANTAGES:
This report provides the City Council and the public with the current and projected
conditions of the City’s water supply and demand.
DISADVANTAGES:
No disadvantages noted at this time.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachments:
1. Lopez Monthly Operations Report for September, 2022
2. Lopez Reservoir Storage Projection
3. Monthly Water Use Comparison
4. Monthly Monitoring report for September 2022
Page 254 of 306
San Luis Obispo County Flood Control and Water DistrictZone 3 - Lopez Project - Monthly Operations ReportSeptember, 20220.00Note: Deliveries are in acre-feet. One acre foot = 325, 850 gallons or 43, 560 cubic feet. Safe yield is 8,730 acre-feet"Year to Date" is January to present for State water, April to present for Lopez deliveries, and July to present for rainfall.973.42April to Present2.62Arroyo Grande1832Lopez Dam OperationsLake Elevation (full at 522.37 feet)459.8Storage (full at 49200 acre feet)11686Rainfall2.62Downstream Release (4200 acre feet/year)185.36Spillage (acre feet)0This MonthYear to Date1100.810.00742.00148.62Entl.Surplus Water DeclaredUsage2574Total Available WaterLopez Water Deliveries0.00Oceano CSD242.4375.000.00617397.88Grover Beach640204.0067.02844169.46Pismo Beach713.61048.0070.50176246.31CSA 12196230.006.484261008.91124055.0072.83969.50349.5275041.74State Water Deliveries1587.0736242599.00292.6262231495.462206111.92Total ContractorDifference (feet)-62.57% Full23.8%Comments:1) Oceano supplied water to Canyon Crest via Arroyo Grande's Edna turn out. A total of 1.71 AF delivered to Canyon Crest was added to Oceano'swater usage this month and 1.71 AF was subtracted from Arroyo Grande's usage this month.2) Lopez Water Deliveries are now operated under the Low Reservoir Response Plan (LRRP). On July 21, 2022 AC endorsed a 20% entitlement reduction (retroactive to April 2022) in anticipation of reaching the 10,000 AF trigger of the LRRP. Entitlements shown represent a 20% reduction. 3)Surplus water shown is actually "Carry Over" water as designated in the LRRP.4) On April 2022, the County presented the Stored State Water minus evaporation losses dating back to the January 1, 2015 water recharacterization.On December 31, 2021 the calculated Stored State Water minus evaporation losses was 659.82 AF. Evaporation losses will be presented annually.April to Present Lopez Entitlement+Surplus Water Usage050100150200Jan '22 Feb '22 Mar '22 Apr '22 May '22 Jun '22 Jul '22 Aug '22 Sep '22Acre FeetAGGBOCSDPBCSA12January to Present State Water Usage050100150Jan '22 Feb '22 Mar '22 Apr '22 May '22 Jun '22 Jul '22 Aug '22 Sep '22Acre FeetOCSDPBCSA12SanMigSan Miguelito64.201205.68This Month%TotalJanuary to PresentUsageThis Month% of Annual RequestUsage% of Annual Request148.62Total Water Deliveries This Month41.7467.02125.515.985.68404.54Annual Request0.00Usage0.000.000.000.00%0.000.000.000.000.00973.420.00397.88169.4646.311587.070.001737.00SWP DeliveriesSWP DeliveriesChange in Storage14432.08901.36This Month Stored State Water0.0%8.1%37.8%0.0%0.0%10.5%47.1%9.9%9.6%3.3%10.9%4.4%81.4%9.9%75.9%5.6%46.6%8.1%25.5%5.1%67.8%4.7%53.5%0.0%0.0%0.0%0.0%0.0%0.0%0.0%0.0%0.0%0.0%53.1%0.0%62.2%23.7%23.6%43.8%0.0%EntitlementSurplusUsage%Usage%EntitlementSurplusUsage%869.28Last Month Stored State WaterSurplus Requested742.00375.00204.001048.00230.002599.00Wednesday, October 5, 2022Page 1 of 1Report printed by:AdminData entered by:D. BravoATTACHMENT 1Page 255 of 306
5.440.54
4.70
2.14
0.24 0.52
1.42
5.16
0.22
0.94
2.38
0.30
7.33
0.430.34
2.03
2.873.10
2.77
0.900.33
0.060.030.02
0.320.62
1.34
2.03
3.02
3.25
2.91
1.13
0.410.070.030.02
0.320.62
1.70
2.24
3.12
2.982.84
0.98
0.360.070.030.02
0.350.67
1.842.24
2.762.98 3.01
0.98
0.41
12/20/2022, 10000
0.00
2.00
4.00
6.00
8.00
10.00
12.00
14.00
0
5000
10000
15000
20000
25000
30000
35000
40000
1/1/20202/1/20203/1/20204/1/20205/1/20206/1/20207/1/20208/1/20209/1/202010/1/202011/1/202012/1/20201/1/20212/1/20213/1/20214/1/20215/1/20216/1/20217/1/20218/1/20219/1/202110/1/202111/1/202112/1/20211/1/20222/1/20223/1/20224/1/20225/1/20226/1/20227/1/20228/1/20229/1/202210/1/202211/1/202212/1/20221/1/20232/1/20233/1/20234/1/20235/1/20236/1/2023Storage (AF)Date
LOPEZ RESERVOIR STORAGE PROJECTION
Actual Precipitation Predicted Precipitation Actual Storage
20,000 AF Storage Projection Storage Projection (No Rain)
10,000 AF
ATTACHMENT 2
Page 256 of 306
NOTE: There was a 18% reduction in September 2022 compare to September 2021202165.3124100050100150200250Sep‐21 Sep‐22Monthly Water Use ComparisonAcre FeetUsage (gpcd)ATTACHMENT 3Page 257 of 306
ATTACHMENT 4
Below is the information you have submitted for the month of September 2022. We use your most
recently submitted monthly report in our calculations.
Reporter Shane Taylor
Report Type Full
Urban Water Supplier(Number) Arroyo Grande City of (608)
Public Water System ID(s) CA4010001
Reporting Month 1022
County/Counties San Luis Obispo
County Under Drought Declaration Yes
Water Shortage Contingency Plan 1
Water Shortage Level 2
Population 17963
Total Potable Water Production 165.3 AF
Commercial Agricultural Water 0 AF
Residential Use Percentage 80 %
CII Water 18.1 AF
Recycled Water 0 AF
Non-revenue Water AF
Estimated R-GPCD 79.96
Qualification
Emergency Response Section Revealed? Yes
State Water Resources Control Board Office of Research, Planning & Performance
Page 258 of 306
Item 9.a.
MEMORANDUM
TO: City Council
FROM: Brian Pedrotti, Community Development Director
BY: Andrew Perez, Planning Manager
SUBJECT: Discuss and Consider Introduction of an Ordinance Amending Title 16
of the Arroyo Grande Municipal Code (AGMC) Regarding Tiny Homes
on Wheels; Development Code Amendment 22-004
DATE: October 25, 2022
SUMMARY OF ACTION:
Introduction of the proposed Ordinance to amend Title 16 of the Arroyo Grande Municipal
Code regarding Tiny Homes on Wheels (THOW) will allow for adoption at a future City
Council meeting (Attachment 1).
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
No financial impact is projected to introduce the proposed Ordinance. Every applicant will
be assessed fees for building permit plan review and inspections, which will be a $1,446,
based on the City’s current Fee Schedule. In situations where new utility connections and
meters are proposed the fees would increase by $3,691 for water service, and $3,730 for
sewer service.
RECOMMENDATION:
Introduce the Ordinance to establish regulations for the use of THOW as a n accessory
use on parcels developed with a single-family dwelling.
BACKGROUND:
On February 8, 2022, the City Council considered introducing amendments to the City’s
accessory dwelling unit (ADU) ordinance (Attachment 2). That version of the ADU
ordinance included regulations that would allow for the use of THOW as an accessory
use on properties with an existing single-family dwelling, with the intent of providing an
alternative means to address housing supply shortages and affordability. At that meeting,
the City Council directed staff to separate regulations for THOW from the ADU ordinance,
Page 259 of 306
Item 9.a.
City Council
Discuss and Consider Introduction of an Ordinance Amending Title 16 of the
Arroyo Grande Municipal Code (AGMC) Regarding Tiny Homes on Wheels;
Development Code Amendment 22-004
October 25, 2022
Page 2
research applicable building standards and certification of THOW, and return to Council
for a study session to further refine those regulations.
Council conducted an additional study session on September 13, 2022, to review the first
draft of the proposed revised Ordinance (Attachment 3). The draft THOW Ordinance
proposed that THOW be allowed as an accessory structure on lots developed with a
single-family dwelling. Council supported the provisions of the Ordinance and directed
staff to research whether there are additional agencies beyond the ones listed in the
Ordinance that can approve and certify a THOW as a habitable dwelling unit. Council also
directed staff to revise the Ordinance to include a prohibition of rooftop decks.
Planning Commission reviewed the draft Ordinance at its meeting on October 4, 2022.
The Commission did not direct staff to make any changes and recommended that Council
adopt the Ordinance as proposed (Attachment 4).
ANALYSIS OF ISSUES:
The proposed Ordinance defines a THOW as an accessory structure built on a chassis
that is intended for independent living quarters for a household. Due to their small size
and transient quality, THOW have been identified as an alternative affordable housing
option to stick-built and pre-fabricated ADUs that must be affixed to a permanent
foundation. A THOW is considered a temporary residential unit because it is not
permanently affixed to a foundation.
The regulations for THOW contained in the proposed Ordinance differ greatly from those
presented to Council at the February 8, 2022 meeting. The modifications to the Ordinance
were made to address the wide variety of structures that have been proposed as THOW
and ensure that the Ordinance appropriately regulates each to ensure a safe, habitable
dwelling unit. Additionally, the proposed Ordinance is modeled after the ordinance
adopted by the City of Grover Beach in an effort to provide a consistent, regional approach
to THOW regulation. The Ordinance proposes regulations for size, placement on a lot,
design criteria, utility connections, and building code compliance. Because THOW are
towable and not moveable under their own power, the proposed Ordinance requires a
THOW to remain licensed and registered with the California Department of Motor
Vehicles.
Types of Tiny Homes
Currently, there is not a standard statewide definition for THOW. Therefore, the proposed
Ordinance allows for a variety of structures to be used as a THOW, such as HUD -
manufactured homes, park trailers, or any structure that can demonstrate compliance
with the California Residential Code, or California Building Code. A park trailer is defined
in Health and Safety Code Section 18009.3 as a type of recreational vehicle designed as
temporary living quarters built on a single chassis with a maximum floor area of 400
Page 260 of 306
Item 9.a.
City Council
Discuss and Consider Introduction of an Ordinance Amending Title 16 of the
Arroyo Grande Municipal Code (AGMC) Regarding Tiny Homes on Wheels;
Development Code Amendment 22-004
October 25, 2022
Page 3
square feet. Park trailers and manufactured homes are specifically identified because
there are State codes that regulate their construction and installation. All other types of
recreational vehicles are not allowed for use as a THOW by the proposed Ordinance.
Recreational vehicles may include motor homes, travel trailers, truck campers, or
camping trailers, with or without motive power, and are not intended to be used as a
dwelling unit. Both park trailers and manufactured homes resemble traditional dwellings,
whereas motor homes, truck trailers, and fifth wheels do not have that resemblance and
are more likely to alter neighborhood character.
Council previously directed staff to include design criteria in the draft Ordinance to ensure
THOW resemble the appearance of a traditional home. Park trailers, although defined as
a type of RV, are allowed because they resemble the appearance of a traditional home.
Camping cabins are specifically not allowed because, pursuant to the California Code of
Regulations, they cannot include plumbing, and therefore could not support daily cooking,
cleaning, and sanitation for the inhabitants as required for a residential unit.
As a residential structure, a THOW must receive approval from the Building Official prior
to occupancy, and depending on the type of structure proposed for the THOW, the
structure may require certification from a State regulatory body. Currently, the State
Department of Housing and Community Development (HCD) does not have a regulatory
definition for a tiny home; therefore, the type of approval and relevant Code requirements
may change depending on the type of structure proposed for the THOW. For example, a
park trailer is defined as a type of recreational vehicle by the California Health and Safety
Code; therefore, park trailers are subject to the requirements of the Recreational Vehicle
Industry Association. The proposed Ordinance authorizes the Building Official to apply
the appropriate code requirements for the type of structure proposed as the THOW.
Previous editions of the THOW draft Ordinance required all structures proposed as
THOW to furnish an insignia of approval issued by HUD, which effectively limited the
types of structures that could be proposed as a THOW. The current proposal makes a
wider variety of structures available for use as a THOW and provides the Building Official
flexibility to use the appropriate construction standards based on the type of tiny home.
Section B of the proposed Ordinance contains the criteria for a structure to be considered
a THOW. Within that section there are standards for certification to ensure the structure
is a safe, habitable dwelling. During the study session, Council directed staff to amend
this section in a manner that could allow other agencies to certify that a THOW is suitable
for use as a dwelling unit. In response to that direction, Section B.3 was amended to state
that “another agency recognized by HCD as capable of certifying a tiny home as suitable
for habitation” to provide that flexibility. HCD establishes rules and regulations for
inspections to ensure safety standards are met during construction of each unit.
Page 261 of 306
Item 9.a.
City Council
Discuss and Consider Introduction of an Ordinance Amending Title 16 of the
Arroyo Grande Municipal Code (AGMC) Regarding Tiny Homes on Wheels;
Development Code Amendment 22-004
October 25, 2022
Page 4
Siting and Design Criteria
The proposed Ordinance considers a THOW to be an accessory structure and allowed
on all lots developed with an existing single -family dwelling. Properties that have an
existing ADU would be prohibited from adding a THOW. Single family dwellings that have
a Junior ADU would still be allowed to add a THOW.
The proposed Ordinance includes several siting and design criteria, as well. The
Ordinance would require a four-foot setback from side and rear property lines, and a ten-
foot setback from a street side property line. A THOW mu st be located behind the existing
single-family dwelling to minimize aesthetic impacts and maintain community character.
Mechanical equipment is not allowed to be located on a roof of a THOW, and rooftop
decks are also prohibited to minimize visual impacts and avoid privacy issues. The THOW
must be parked on a surface paved with asphalt, concrete, or approved alternate
materials such as pavers.
With regards to utilities, a THOW must connect to City water and sewer service . A
property owner may choose to connect to the existing sewer and water laterals that serve
the primary dwelling unit to avoid incurring the costs of new meters and connections.
However, an applicant may choose to install separate connections for water and/or se wer,
in which case the full connection and meter fees will be assessed. Although a THOW is
required to connect to City water and sewer utilities, it may be “off grid” for electrical and
natural gas service. When a unit proposes to be “off grid,” the applicant must demonstrate
that the means of heating and electrical power for the unit meet the requirements of the
California Energy Code. For example, the off-grid system must show that it can maintain
a comfortable temperature for the occupants, adequately ventilate the unit, and meet the
energy requirements for the building envelope. These standards shall be provided with a
building permit application and will be approved ministerially by the Building Official.
Next Steps
Introduction of the Ordinance is the first step in establishing regulations for THOW.
Adoption of the Ordinance is scheduled to occur at the City Council meeting scheduled
for November 22, 2022, unless Council directs staff to make significant changes to the
Ordinance.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Introduce the attached Ordinance approving Development Code Amendment 22 -
004; or
2. Modify as appropriate and introduce the modified Ordinance approving
Development Code Amendment 22-004; or
3. Do not introduce the Ordinance and provide direction to staff on specific revisions
to the Ordinance; or
Page 262 of 306
Item 9.a.
City Council
Discuss and Consider Introduction of an Ordinance Amending Title 16 of the
Arroyo Grande Municipal Code (AGMC) Regarding Tiny Homes on Wheels;
Development Code Amendment 22-004
October 25, 2022
Page 5
4. Provide other direction to staff.
ADVANTAGES:
The Ordinance proposes regulations for allowing THOW as an alternative housing
solution that is more affordable than a traditional single-family dwelling or ADU.
DISADVANTAGES:
None identified.
ENVIRONMENTAL REVIEW:
Adoption of the Ordinance is not anticipated to have the potential for causing a significant
effect on the environment and no review under the California Environmental Quality Act
(CEQA) is necessary per CEQA Guideline Sections, 15061(b)(3), and Sections 15303
regarding new construction of small structures and 15305 minor alterations in land use
limitations.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2. A public hearing notice was published in the Tribune
and on the City’s website on October 14, 2022.
Attachments:
1. Proposed Ordinance
2. Staff Report and Minutes from the February 8, 2022 City Council Meeting
3. Staff Report and Minutes from the September 13, 2022 City Council Meeting
4. Staff Report and Draft Minutes from the October 4, 2022 Planning Commission
Meeting
Page 263 of 306
ATTACHMENT 1
ORDINANCE NO.
AN ORDINANCE OF THE CITY COUNCIL ADOPTING
AMENDMENTS TO TITLE 16 OF THE ARROYO GRANDE
MUNICIPAL CODE (AGMC) REGARDING TINY HOMES ON
WHEELS; LOCATION- CITYWIDE
WHEREAS, the City of Arroyo Grande (“City”) currently does not allow the use of tiny
homes on wheels as dwelling units; and
WHEREAS, alternative housing models, such as tiny houses on wheels, can provide
flexible housing options for a variety of households living at different income levels; and
WHEREAS, this Ordinance adds Tiny Homes on Wheels as a separately regulated
residential use to encourage housing supply, choices, and affordability; and
WHEREAS, Tiny Homes on Wheels will allow for in-fill development that maintains the
scale and character of existing development; and
WHEREAS, Tiny Homes on Wheels will contribute to the equitable distribution of housing
opportunities that are cost accessible to all residents; therefore, reducing regulatory and
procedural barriers to increasing housing production and capacity in appropriate
locations; and
WHEREAS, the City desires to preserve its cultural, historical, and architectural heritage
and resources as living parts of community life that benefit and enrich the lives of its
present and future residents; and
WHEREAS, the City of Arroyo Grande has duly initiated amendments to the Arroyo
Grande Municipal Code; and
WHEREAS, the Planning Commission of the City of Arroyo Grande, after giving notices
thereof as required by law, held a public hearing on October 4, 2022 concerning this code
amendment and carefully considered all pertinent testimony and the staff report offered
in the case as presented; and
WHEREAS, the City Council of the City of Arroyo Grande has, after giving notice thereof
as required by law, held a public hearing on October 25, 2022, concerning proposed
amendments to Title 16 of the Arroyo Grande Municipal Code; and
WHEREAS, the City Council of the City of Arroyo Grande, at its regularly scheduled public
meeting on October 25, 2022 introduced this Ordinance to add Section 16.52.260 to Title
16, Chapter 52 of the Arroyo Grande Municipal Code; and
Page 264 of 306
ORDINANCE NO.
PAGE 2
WHEREAS, the City Council has carefully considered all pertinent testimony and the staff
report, its attachments and all supporting materials referenced therein o r offered in the
matter as presented at the public hearing.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE DOES
ORDAIN AS FOLLOWS:
SECTION 1. The above recitals and findings are true and correct and are incorporated
herein by this reference.
SECTION 2. Section 16.52.260 is hereby added in its entirety to Title 16, Chapter 52 of the
Arroyo Grande Municipal Code to read as follows:
16.52.260 – Tiny Homes on Wheels (THOW)
A. Purpose. A Tiny Home on Wheels that meets the definition in this Section may be
built and occupied as a residential unit, subject to the ministerial review and
approval of an application if it complies with the standards of this Section.
B. Definition. A Tiny Home on Wheels (THOW) is a structure built on a chassis and
intended for separate, temporary, independent living quarters for one household
that meets all of the following conditions:
1. Is a detached self-contained unit, designed and built to look like a
conventional building structure, and which includes basic functional areas
that support normal daily routines such as cooking, sleeping, toilet and
bathing facilities; and
2. Is licensed and registered with the California Department of Motor Vehicles
as a habitable structure; and
3. Shall comply with the standards of, and be approved as one of the following
types of structures: a HUD-Code manufactured homes, California
Residential Code or California Building Code home, or park trailer certified
by the Recreational Vehicle Industry Association or another agency
recognized by HCD as capable of certifying a tiny home as suitable for
habitation. The Building Official shall determine the appropriate construction
standards based on the type of tiny home; and
4. Is towable by a bumper hitch, frame-towing hitch, or fifth-wheel connection,
cannot move under its own power and is no larger than allowed by California
State Law for movement on public highways; and
5. Has a minimum living area of 100 square feet and maximum of 400 square
feet as measured within the exterior faces of the exterior walls, but not
including loft area; and
Page 265 of 306
ORDINANCE NO.
PAGE 3
6. The use of recreational vehicles, as defined in Section 18010(a) of the
California Health and Safety Code, or camping cabins are prohibited from
being used as a Tiny Home on Wheels.
C. Criteria. Notwithstanding any other provision of this Code to the contrary, a Tiny
Home on Wheels (THOW) shall be allowed as an accessory use to a single-family
dwelling. A THOW cannot be attached to or located within a primary residence, or
created through the conversion of an existing structure, and shall be subject to all
of the following criteria:
1. Number. One THOW shall be allowed in all residential zones with an
existing single-family dwelling. No THOW shall be allowed if there is a
permitted Accessory Dwelling Unit. A THOW shall be removed prior to
granting final occupancy for an Accessory Dwelling Unit. The presence of a
Junior Accessory Dwelling Unit, developed pursuant to AGMC Section
16.52.150, would not prohibit the construction of a THOW.
2. Limitation on Use. A THOW shall not be utilized as a short-term rental of
less than 30 days.
3. Location. A THOW shall be located behind the primary re sidence with a
minimum setback of four (4) feet from any interior side or rear property line,
and ten (10) feet from a street side lot line.
4. Parking and Surface. The THOW shall be parked on a paved or alternate
pad that includes bumper guards, curbs, or other installations adequate to
prevent movement of the THOW. The wheels and leveling or support jacks
must sit on a paving surface that meet either of the following criteria:
a. A parking area for a moveable THOW shall be paved with hard, durable
asphaltic paving that is at least two inches thick after compaction, or with
cement paving at least three inches thick; or
b. Alternative paving materials may consist of porous asphalt, porous
concrete, permeable interlocking concrete pavers, permeable pavers,
plastic or concrete grid system confined on all sides and filled with gravel
or grass in the voids, or other similar materials that meet the following
requirements:
i. Permeable interlocking concrete pavers and permeable pavers shall
have a minimum thickness of 80 mm (3.14 inches); and
ii. Products and underlying drainage material shall be installed to meet
manufacturers’ specifications. Sub-grade soils shall be compacted
as required to meet the product installation specifications; and
Page 266 of 306
ORDINANCE NO.
PAGE 4
iii. No additional parking shall be required for the THOW, and displaced
parking resulting from the placement of THOW is not required to be
replaced.
5. Utilities. The THOW shall be connected to City water, and sewer utilities in
compliance with the Municipal Code. A tiny home may be off grid for
electrical and gas if it can be demonstrated that the unit has adequate
heating and electrical power to the satisfaction of the Building Official. Gas
powered generators are not allowed as a means to provide electricity to a
THOW.
6. Design. The THOW shall resemble the general appearance of a traditional
home and incorporate all of the following design elements:
a. Windows shall be at least double pane glass, and include exterior trim.
b. Mechanical equipment shall be incorporated into the structure and not
be located on the roof.
c. Decks: Attached patios, decks, landings, or similar architectural
features, whether covered or uncovered, shall be open on at least two
sides and are limited to 100 percent of the floor area of the THOW .
Rooftop decks are not allowed on THOW.
d. Screening. The THOW undercarriage (wheels, axles, tongue and hitch)
shall be hidden from view by use of skirting or landscaping.
7. Height. A THOW shall not exceed one story or 16 feet in height, whichever
is less.
8. Addresses. No separate addresses shall be assigned for a THOW .
SECTION 3: Arroyo Grande Municipal Code Section 16.04.070 is hereby amended as
follows:
16.04.070 Definitions
“Tiny Home on Wheels” means a structure built on a chassis and intended for separate,
temporary, independent living quarters for one household that meets the conditions
listed in Section 16.52.260.B.
SECTION 4. Upon adoption of this Ordinance, the City Clerk shall file a Notice of
Exemption pursuant to 14 CCR § 15062.
SECTION 5. A summary of this Ordinance shall be published in a newspaper published
and circulated in the City of Arroyo Grande at least five (5) days prior to the City Council
Page 267 of 306
ORDINANCE NO.
PAGE 5
meeting at which the proposed Ordinance is to be adopted. A certified copy of the full text
of the proposed Ordinance shall be posted in the office of the City Clerk. Within fifteen
(15) days after adoption of the Ordinance, the summary with the names of those City
Council members voting for and against the Ordinance shall be published again, and the
City Clerk shall post a certified copy of the full text of such adopted Ordinance.
SECTION 6. This Ordinance shall take effect and be in full force and effect thir ty (30)
days after its passage.
SECTION 7. If any section, subsection, sentence, clause, or phrase of this Ordinance is
for any reason held to be invalid or unconstitutional by a decision of any court of
competent jurisdiction, such decision shall not affect the validity of the remaining portions
of this Ordinance. The City Council hereby declares that it would have passed this
Ordinance and each and every section, subsection, sentence, clause, or phrase not
declared invalid or unconstitutional without regard to whether any portion of the ordi nance
would be subsequently declared invalid or unconstitutional.
On motion by Council Member ______, seconded by Council Member _______, and by
the following roll call vote to wit:
AYES:
NOES:
ABSENT:
the foregoing Ordinance was adopted this ____ day of _______, 2022.
Page 268 of 306
ORDINANCE NO.
PAGE 6
___________________________________
CAREN RAY RUSSOM, MAYOR
ATTEST:
___________________________________
JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
___________________________________
WHITNEY McDONALD, CITY MANAGER
APPROVED AS TO FORM:
___________________________________
TIMOTHY J. CARMEL, CITY ATTORNEY
Page 269 of 306
ATTACHMENT 2
Attachment 2 – Staff Report and Minutes from the February 8, 2022 City Council Meeting
are available as links:
ADU Introduction Staff Report
Minutes from the February 8, 2022 City Council Meeting
Page 270 of 306
ATTACHMENT 3
Attachment 3 – Staff Report and Minutes from the September 13, 2022 City Council
Meeting are available as links:
THOW Study Session Staff Report
Minutes from the September 13, 2022 City Council Meeting
Page 271 of 306
ATTACHMENT 4
Attachment 4 – Staff Report from the October 4, 2022 Planning Commission Meeting is
available as a link:
PC Recommendation Staff Report
Page 272 of 306
1
ACTION MINUTES
MEETING OF THE PLANNING COMMISSION
October 4, 2022, 6:00 p.m.
Hybrid City Council Chamber/Virtual Zoom Meeting
215 East Branch Street, Arroyo Grande
Commission Members Present: Chair Glenn Martin, Vice Chair Jamie
Maraviglia, Commissioner Jim Guthrie
Commission Members Absent: Commissioner Frank Schiro, Kevin Buchanan
Staff Present: Planning Manager Andrew Perez, Associate
Planner Patrick Holub, Community
Development Director Brian Pedrotti
Given the recent increase in COVID-19 cases in San Luis Obispo County, and in compliance with
Assembly Bill (AB) 361, 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
Chair Martin called the Planning Commission meeting to order at 6:00pm.
2. ROLL CALL
3. FLAG SALUTE
Chair Martin led the flag salute.
4. AGENDA REVIEW
None
5. COMMUNITY COMMENTS AND SUGGESTIONS
None
6. WRITTEN COMMUNICATIONS
None
7. CONSENT AGENDA
7.a Approval of Minutes
Page 273 of 306
2
Moved by Vice Chair Maraviglia
Seconded by Commissioner Guthrie
Approve the Minutes of the September 6, 2022 Regular Meeting
Passed
7.b Consideration of Time Extension 22-003 For Conditional Use Permit No. 18-007; One Year
Time Extension In Accordance With The Arroyo Grande Municipal Code; Location – 1214
E. Grand Ave; Applicants – Floyd Hinesley and Fred Porter
(PEREZ)
Moved by Vice Chair Maraviglia
Seconded by Commissioner Guthrie
It is recommended that the Planning Commission adopt a Resolution approving Time Extension
22-003.
Passed
7.c Consideration of Proposed the Street Name for Tract 2985; Location – Corbett Canyon
Road/Highway 227; Applicant –Scott Pace
(PEREZ)
Moved by Vice Chair Maraviglia
Seconded by Commissioner Guthrie
It is recommended that the Planning Commission adopt a Resolution approving the street name
for Tract 2985 (Attachment 1).
Passed
8. PUBLIC HEARINGS
8.a Consideration Of Amendments To Title 16 Of The Arroyo Grande Municipal Code (AGMC)
Regarding Tiny Homes on Wheels; Development Code Amendment 20-004; Location –
Citywide
(PEREZ)
Planning Manager Perez presented the staff report and responded to Commissioner questions
regarding the proposed maximum height.
Chair Martin opened the public hearing. Hearing no public comment, Chair Martin closed the
public hearing.
Moved by Chair Martin
Seconded by Vice Chair Maraviglia
Page 274 of 306
3
It is recommended that the Planning Commission adopt a Resolution recommending the City
Council adopt the Tiny Homes on Wheels ordinance.
Passed
8.b Consideration of Appeal to Planning Commission Case 22-001; Appeal of Plot Plan
Review 22-026 for the Establishment of a Vacation Rental; Location – 1136 East Grand
Avenue
(HOLUB)
Assistant Planner Holub presented the staff report and responded to Commission questions
regarding the emergency contact.
Chair Martin opened the public hearing. Hearing no comments, Chair Martin closed the public
hearing.
Moved by Chair Martin
Seconded by Commissioner Guthrie
Adopt a Resolution denying Appeal Case No. 22-001 and approving Plot Plan Review 22-026
(Attachment 1).
Passed
9. NON-PUBLIC HEARING ITEMS
None.
10. NOTICE OF ADMINISTRATIVE ITEMS SINCE SEPTEMBER 6, 2022
Received.
Assistant Planner Holub read an email into the record regarding item number 2 on the notice of
administrative items.
11. COMMISSION COMMUNICATIONS
Director Pedrotti responded to Commissioner questions regarding the RFP for a consultant to help with
the General Plan update as well as for short term rental host compliance services.
12. STAF F COMMUNICATIONS
Director Pedrotti mentioned that the ADU Ordinance was adopted by the Council on 9/27/22 and that
the Ordinance will be sent to HCD for approval.
Director Pedrotti also provided a update on the short term rental ordinance updates as well as the
parklets ordinance.
13. ADJOURNMENT
The Meeting adjourned at 6:32.
Page 275 of 306
4
_________________________
Glen Martin, Chair
_________________________
Patrick Holub, Associate Planner
Page 276 of 306
Item 11.a.
MEMORANDUM
TO: City Council
FROM: Brian Pedrotti, Community Development Director
BY: Andrew Perez, Planning Manager
SUBJECT: Discussion and Consideration of Updates to the Arroyo Grande
Community Service Grant Program
DATE: October 25, 2022
SUMMARY OF ACTION:
Consider and direct, as appropriate, modifications to the Community Service Grant
Program and the Community Service Grant Committee.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
No financial impact is projected.
RECOMMENDATION:
Discuss the Community Service Grant Program and provide direction to staff regarding
desired modifications to the Community Service Grant Program Committee, application,
and/or ranking criteria.
BACKGROUND:
In September 2014, the City Council approved the Community Service Grant Program
(CSGP) as an alternative to funding community service organization projects through the
Community Development Block Grant (CDBG) program. When the CSGP was created, a
process was established to ensure effective and impartial selection of grantees by
establishing appropriate criteria. Part of this process included the creation of a committee
to review applications and develop recommendations for consid eration by the City
Council. In order to designate a committee knowledgeable in community needs, it was
recommended that each City board, commission and committee with functions serving
the entire community designate one member to serve on the Community Service Grant
Committee (Committee).
Page 277 of 306
Item 11.a.
City Council
Discussion and Consideration of Updates to the Arroyo Grande Community
Service Grant Program
October 25, 2022
Page 2
Council adopted Resolution 4650 (Attachment 1) to establish a Committee consisting of:
One member of the Historical Resources Committee;
One member of the Parks and Recreation Commission;
One member of the Traffic Commission;
One member of the Architectural Review Committee; and
One member of the Downtown Parking Advisory Board.
In November 2018, the City Council adopted Ordinance No. 695 to disband the Historical
Resources Committee, Parks and Recreation Commission, and Traffic Commission to
address staffing and budgetary shortfalls and to streamline City practices. Because these
committees and commissions were disbanded, there was a need to update the
Committee criteria accordingly. To allow for future flexibility, Council adopted Resolution
5003, updating the criteria for the Committee membership to consist of one designated
representative from each of the City’s current Council-created committees, commissions
and boards, and one member from the South County Chambers of Commerce (Chamber)
Board of Directors.
Based on the City’s current advisory bodies, the last three Committees have consisted
of:
One member from the Planning Commission;
One member from the Architectural Review Committee;
One member from the Downtown Parking Advisory Board ;
One member from the Arroyo Grande Tourism Business Improvement District
Board; and
One member from the Chamber Board of Directors.
At the March 8, 2022 City Council meeting, Council directed staff to return with a
discussion item regarding the composition of the Committee to address concerns that the
composition of the Committee may be too heavily skewed toward the business
community. Council specifically directed staff to consider how to incorporate two “at-large”
members, with the goal of making the Committee more representative of the community
as a whole.
ANALYSIS OF ISSUES:
The Committee is responsible for objectively evaluating all grant applications and
collaboratively making funding recommendations to address the community’s most
pressing needs and maximize impact of the CSGP. Staff proposes several options for
consideration that may address the concerns that grant recommendations are
representative of the City Council and community needs and values.
Page 278 of 306
Item 11.a.
City Council
Discussion and Consideration of Updates to the Arroyo Grande Community
Service Grant Program
October 25, 2022
Page 3
Solicit Representatives from the Community At-Large
The addition of two at-large members to the Committee would require members of the
public to file applications with the City Clerk for the role on the Committee. Those
applications would then be forwarded to the City Council for consideration and possible
appointment. The City Council would be tasked with establishing criteria for selection of
the at-large members to ensure impartial appointments to the Committee of qualified
applicants. Appointments could be made annually or for longer terms as established by
the City Council. This option may be problematic if there are no applicants or if Council
cannot come to an agreement on who to appoint to the Committee if there are several
qualified applicants.
Council-Appointed Membership
If other modifications to the Committee composition are desired, o ne potential option
would be to have each Councilmember appoint a member of the Committee. This
appointment process would be similar to that currently employed for other City advisory
bodies, such as the Planning Commission and Architectural Review Committee. The
benefit of this option is that the City can use an established process for appointing
membership, without additional complications of searching for or choosing from a pool of
at-large applicants. Terms for the appointees could be coterminous with the appointing
Council Member’s term, as is the case for appointments to all of the City’s advisory bodies
with the exception of the Arroyo Grande Tourism Improvement District Advisory Board.
Alternatively, appointments could be made each year prior to the time that the Committee
would be convened to review submitted CSGP applications.
Solicit Representatives from Select Non-Profit Organizations
Council adopted Resolution 5142 establishing the City’s Diversity, Equity, Inclusion, and
Justice (DEIJ) Policy to support diversity, equity, inclusion, and justice in all facets of
society (Attachment 3). Seeking representatives from local non-profit organizations that
share these values may be a way to garner a different perspective of the applications and
make the Committee more representative of the community. However, many of the
organizations from which Council could seek representation may wish to obtain grant
funding through the CSGP, which would create a conflict of interest and require
Committee members to recuse themselves from participating in the Committee for the
year. This may make it difficult for the Committee to reach a quorum for reviewing and
making recommendations on CSGP applications.
Reduction of Membership
The Council may also consider a reduction in membership of the Committee to alleviate
the concern of skewed representation toward the business community. This option could
be problematic in that the Committee is currently composed of five members, and
although a reduction could potentially balance business interests, a smaller Committee
has the potential to provide less diversity of representation overall or lack a quorum if a
Committee member is absent.
Page 279 of 306
Item 11.a.
City Council
Discussion and Consideration of Updates to the Arroyo Grande Community
Service Grant Program
October 25, 2022
Page 4
Amend CSGP Application and/or Ranking Criteria
An additional option provided for Council’s consideration is to revise the CSGP application
and/or criteria used by the Committee to rank the applications. Currently, to complete the
application, an applicant must confirm its eligibility for the program, describe the services
provided, and provide a scope of work and budget worksheet for the services that would
be funded by the CSGP (Attachment 2). The criteria used by the Committee to rank the
applications was created when the grant program was first established, and has remained
unchanged since (Attachment 3). The criteria include:
Complete applications – description of services provided, relationship to
community, number of Arroyo Grande residents served, etc.;
Responsiveness – clearly stating the benefits to Arroyo Grande residents;
Number of Residents Served – number of clients served by the organization;
Past Performance – history of providing community services to the residents of
Arroyo Grande;
Financial Need – need for grant funds to provide services; and
Timeline – ability to complete the grant funded project in a timely manner.
Council may direct revisions to the application and/or ranking criteria to require
consideration of different criteria on an ongoing basis or on an annual basis to reflect
Council’s current goals and priorities. For instance, Council may direct that certain needs
be prioritized in the upcoming year’s CSGP as part of the annual budget process when
funding is established for the program or as a stand-alone agenda item each year. This
direction would then be incorporated into the application form and in the ranking form
used by the Committee for that year in the evaluating submitted applications. This option
may be used in addition to or in lieu of alterations to the Committee composition.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Discuss the CSGP and direct staff to implement specific changes to the Committee
composition and/or to the application and ranking criteria, or
2. Discuss the CSGP Program and make no changes; or
3. Provide other direction to staff.
ADVANTAGES:
A discussion about the CSGP will provide an opportunity for Council to make alterations
to maximize the effectiveness of the grant funding available to meet the goals and
priorities of the City Council and the community.
DISADVANTAGES:
None identified.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
Page 280 of 306
Item 11.a.
City Council
Discussion and Consideration of Updates to the Arroyo Grande Community
Service Grant Program
October 25, 2022
Page 5
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachments:
1. Resolution 4650
2. Resolution 5003
3. Resolution 5142
4. Community Service Grant Program Application
5. Community Service Grant Program Ranking Sheet
Page 281 of 306
RESOLUTION NO. 4650
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF ARROYO GRANDE APPROVING COMMUNITY
SERVICE GRANT PROGRAM PROJECTS FOR YEAR
2015
WHEREAS, on September 23, 2014 the City Council approved the Community Service
Grant Program process and allocated $20,000 in the FY 2014-15 Annual Budget to
implement the program; and
WHEREAS, the City received a total of twelve (12) applications for the Community
Service Grant Program; and
WHEREAS, the City Council established a Community Service Grant Review Panel
consisting of one member from each of the City's boards, commissions and committees;
and
WHEREAS, this panel convened on February 11, 2015 to review the applications and
recommended funding allocations, as indicated in Exhibit A; and
WHEREAS, on March 10, 2015 the City Council held a duly noticed public hearing to
consider the City's Community Service Grant Program projects.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo
Grande, California, hereby approves the 2015 Community Service Grant Program
projects as set forth in Exhibit "A" attached hereto and incorporated herein by this
reference.
On motion of Council Member Harmon, seconded by Council Member Barneich, and on
the following roll call vote, to wit:
AYES: Council Members Harmon, Barneich, Guthrie, and Mayor Hill
NOES: Council Member Brown
ABSENT: None
the foregoing Resolution was passed and adopted this 10th day of March, 2015.
ATTACHMENT 1
Page 282 of 306
RESOLUTION NO. i-(lo5b
PAGE 2
JIM ILL, MAYOR
ATTEST:
fir
Ill
KELLY ET is RE, CITY CLERK
APPROVED AS TO CONTENT:
Fv2 7./".
ROBERT c L, INTERIM CITY MANAGER
APPROVED AS TO FORM:
TIM HY J. C L, CITY ATTORNEY
Page 283 of 306
RESOLUTION NO. 4650
PAGE 3
EXHIBIT "A"
Arroyo Grande 2015 Community Service Grant Program
Summary of Applications (12 Total)
Not listed in any particular order)
NAME;OF„ PROJECT AREA ; ,' GRANT,., ,'
NON-PROFIT;;' ,SUMMARY, .SERVED AMOUNT V4°' RECOMMENDED
REQUESTED'
r rvn,a ' = '
r,,,;:
i , . . COMMITTEE n-
5Cities Housing and [Five Cities 1$1,500 1,500
Homeless other
Coalition transitional
5CHC)assistance for
the homeless.
South County Upgrade and [City of AG 2,000 1,000
Historical maintenance of
Society the museum
gardens.
Arroyo Grande Monument to City of AG 16,000 i$0
Public Art (AG the fire fighters
in Bloom) of the 9/11
World Trade
Center.
Senior Nutrition Food and food City of AG 5,000 1$3,000
Program of SLO containers for
County seniors in AG.
CAPSLO Emergency SLO County 1$8,600 1$2,500
intervention
services and
shelter for the
homeless.
Central Coast Sage City of AG 3,998 1,500
Salmon Waterways
Enhancement Workshop—
school children
education.
Peoples' Self Educators City of AG 10,000 1$4,000
Help Housing salary at
Courtland
Street
Page 284 of 306
RESOLUTION NO. 4650
PAGE 4
NAME:,OF t," _ PROJECT :, AREA N 'GRANT' ;. '., AMOUNT;rr ,
NON-PROFIT SUMMARY 4 ;'
SERVED AMOUNT RECOMMENDEDIRECOMMEND,
Y <` REQUESTED,°:; , BYTHE`x
it
COMMITTEEaS }+ . d. k - 4.t` '
6
Apartments -
after school
education
program.
Transitional Provide food City of AG 2,500 1,500
Food and and shelter for
Shelter, Inc. homeless
persons who
are too ill,
injured or
disabled to be
in an overnight
or day shelter.
Camp Fire Camp Fire Out- Five Cities 2,500 1,500
Central Coast of-School-Time
of California program.
SCORE San Entrepreneur ISLO County J$2,500 450
Luis Obispo education.
Big Brothers Staff time for SLO County $5,000 1,700
Big Sisters of training, emphasis on
SLO County screening, City of AG
enrolling and
matching
families and
volunteers
within the City
of AG.
Family Care Purchase of City of AG 1,350.48 1,350
Network, Inc.new 12-door
CBY Mail Box.
TOTAL:, 6.0;948:48 :$
t&. ; > , r' fM1 .f..
s. cwr,""
yyy
i t i,ix's;`°'.i,; •r`";y; ','tirDs,<
i'cr'Ky,-
a°..vi -, .+e9 a%.x .o;w=
Page 285 of 306
1
OFFICIAL CERTIFICATION
I, KELLY WETMORE, City Clerk of the City of Arroyo Grande, County of San Luis
Obispo, State of California, do hereby certify under penalty of perjury, that the attached
Resolution No. 4650 was passed and adopted at a regular meeting of the City Council
of the City of Arroyo Grande on the 10th day of March, 2015.
WITNESS my hand and the Seal of the City of Arroyo Grande affixed this 13th day of
March, 2015.
0.- / / / e ,
KELLY 'T RE, CITY CLERK
Page 286 of 306
RESOLUTION NO. 5003
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE APPROVING JIM GUTHRIE COMMUNITY
SERVICE GRANT PROGRAM PROJECTS FOR YEAR 2020
WHEREAS, on September 23, 2014, the City Council approved the Community Service
Grant Program process and annually allocates $ 20,000 to implement the program; and
WHEREAS, on March 14, 2017, the City Council renamed the Community Service Grant
Program the Jim Guthrie Community Service Grant Program ( JGCSGP); and
WHEREAS, the City received a total of sixteen (16) applications for the 2020 JGCSGP; and
WHEREAS, the City Council established a JGCSGP Community Service Grant Committee
the "Committee") consisting of one member from each of the City's current advisory boards
and the South County Chamber of Commerce Board of Directors; and
WHEREAS, the Committee convened via teleconference on May 28, 2020, in compliance
with all applicable laws and orders, including the Ralph M. Brown Act as modified by the
Governor's Executive Order N-29-20, to review the applications and recommended funding
allocations, as indicated in Exhibit "A"; and
WHEREAS, on June 9, 2020, the City Council considered the recommendations of the
Committee and approved funding for certain proposed JGCSGP projects.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande
hereby approves funding for the 2020 JGCSGP projects as set forth in Exhibit "A" attached
hereto and incorporated herein by this reference, subject to all of the rules, requirements,
and regulations applicable to the JGCSGP and its grant recipients.
On motion of Council Member Paulding, seconded by Council Member Barneich, and by
the following roll call vote, to wit:
AYES: Council Members Paulding, Barneich, George, Storton, and Mayor Ray Russom
NOES: None
ABSENT: None
the foregoing Resolution was adopted this 9th day of June, 2020.
ATTACHMENT 2
Page 287 of 306
RESOLUTION NO. 5003
PAGE 2
CARE ' "AY R
191 •
M, MAYOR
ATTEST:
KELLY ETr ORE,
CITAle2.
4410/(A
CLERK
AS TO CONTENT:
411:6
BILL ROBESON, A TING CITY MANAGER
APPROVED AS TO FORM:
TIMOTHY J. CARMEL, CITY ATTORNEY
Page 288 of 306
RESOLUTION NO. 5003
PAGE 3
EXHIBIT 'A'
Arroyo Grande 2020 Jim Guthrie Community Service Grant Program
NAME OF NON- AREA
APPROVED
PROFIT
PROJECT SUMMARY SERVED GRANT
AMOUNT
SCORE San Luis Entrepreneur SLO County $500
Obispo education.
Five Cities Meals on Purchase food for Five Cities $2,500
Wheels residents in Arroyo
Grande.
Assistance League Operation School Bell SLO County $2,500
of SLO County clothing for
impoverished K-12th
grade students).
Five Cities Diversity Education and training Five Cities $1,000
Coalition program.
Shower the People Providing hot showers SLO County $2,500
for the homeless.
Meals That Connect Meals for 5 seniors in SLO County $2,500
Senior Nutrition AG for a year.
Program)
CASA of San Luis Recruitment, SLO County $1,500
Obispo screening, training and (emphasis
supervising community on AG)
volunteers to advocate
for abused and
neglected children
who are under the
jurisdiction of the
Juvenile Dependency
Court.
Food Bank Coalition Staffing to coordinate AG 1,000
of SLO County food distribution.
5Cities Homeless Rapid rehousing and Five Cities $5,500
Coalition eviction prevention,
warming center, an
immediate needs.
Life Steps Training for 24 staff SLO County $500
Foundation Central members.
Coast Adult
Services
Totals: $20,000
Page 289 of 306
OFFICIAL CERTIFICATION
I, KELLY WETMORE, City Clerk of the City of Arroyo Grande, County of San Luis
Obispo, State of California, do hereby certify under penalty of perjury, that the attached
Resolution No. 5003 was passed and adopted at a regular meeting of the City Council
of the City of Arroyo Grande on the 9th day of June, 2020.
WITNESS my hand and the Seal of the City of Arroyo Grande affixed this 10th day of
June, 2020.
KELLY W TM* 'E, CITY CLERK
Page 290 of 306
RESOLUTION NO. 5142
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE ADOPTING A DIVERSITY, EQUITY,
INCLUSION, AND JUSTICE POLICY
WHEREAS, it is the mission of the City to make Arroyo Grande the best place possible
for everyone who lives, works, and visits; and
WHEREAS, the City is committed to supporting diversity, equity, inclusion, and justice, in
all facets of society; and
WHEREAS, the City of Arroyo Grande does not currently have a policy specifically stating
its commitment to diversity, equity, inclusion, and justice; and
WHEREAS, the City Council desires to establish a diversity, equity, inclusion, and justice
DEIJ) policy that provides guidance and standards for the City to model and implement
the aforementioned objectives within the community and the City organization; and
WHEREAS, in adopting this policy, the City Council declares that it is vital to assume the
responsibility to face the challenges and seize opportunities created by diversity, and to
identify opportunities in policies, regulations, and guidance to address systemic
inequities.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Arroyo Grande
that:
1. All recitals set forth and above, are true, correct and incorporated herein.
2. The Diversity, Equity, Inclusion, and Justice (DEIJ) Policy, attached hereto as
Exhibit A and incorporated herein, is hereby adopted.
3. This Resolution shall be effective immediately upon its adoption.
On motion of Council Member Storton, seconded by Council Member Paulding, and on
the following roll call vote, to wit:
AYES: Council Members Storton, Paulding, Barneich, George, and Mayor Ray Russom
NOES: None
ABSENT: None
the foregoing Resolution was passed and adopted this 11th day of January, 2022.
ATTACHMENT 3
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RESOLUTION NO. 5142
PAGE 2
CAREN R USSOM, MAYOR
ATTEST:
JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
te •
WHITNEY MC,IDONALD, 11TY MANAGER
APPROVED AS TO FORM:
C
TIMOTHY J. CARMEL, CITY ATTORNEY
Page 292 of 306
Exhibit A
CITY OF ARROYO GRANDE
DIVERSITY, EQUITY, INCLUSION, AND JUSTICE POLICY
POLICY:
The City is committed to supporting diversity, equity, inclusion, and justice (DEIJ) in all
facets of society, the principles of which include fairness of treatment, recognition of
rights, acceptance of responsibilities, commitment to equity and justice, and dedication to
expanding opportunities for all. The mission of the City is to make Arroyo Grande the best
place possible for everyone who lives, works, and visits here. Valuing diversity is a core
City principle that will be practiced and communicated at all levels of the organization.
PURPOSE:
Members of our community face challenges and opportunities related to their race,
religion, gender, ethnicity, language, age, sexual orientation and gender identity,
socioeconomic background, and diverse abilities. It is important for members of our
community and the City as a whole to assume the responsibility of facing the challenges
and seizing the opportunities created by diversity, and to identify opportunities in policies,
regulations, and guidance to address systemic inequities.
Inclusion and equity do not seek to 'treat everyone the same,' but recognize that everyone
is different, that there are strengths inherent in those differences, and that people's needs
are met in different ways. This can be as a resident, visitor, City Council Member, City
Advisory Body Member, or employee. Diversity awareness recognizes that each
individual is unique, engendering recognition, respect, and celebration of the added value
that differences bring.
DEFINITIONS:
Diversity
Diversity refers to the variety of similarities and differences between people based on
which they experience advantages or encounter barriers to opportunities, including but
not limited to: gender, gender identity, ethnicity, race, native or indigenous origin, age,
generation, sexual orientation, culture, religion/belief system, marital status, parental
status, socio-economic status, appearance, language and accent, physical and mental
ability, mental health, education, geography, and nationality.
Equity
Equity refers to the consistent and systematic, fair, just, and impartial treatment of all
individuals, seeking to ensure that all people have access to the same opportunities and
resources while recognizing that people do not all start from the same place due to
systemic and individual advantages and barriers.
Page 293 of 306
POLICY #:
DIVERSITY, EQUITY, INCLUSION, AND JUSTICE
PAGE 2
Inclusion
Inclusion seeks to support people with different identities to feel valued and welcomed
within a given setting, including fostering a sense of belonging by centering and amplifying
the voices, perspectives, and styles of those who experience more barriers based on their
identities.
Justice
Justice refers to the practice of directly dismantling barriers to resources and opportunities
in society so that all individuals and communities can live a full and dignified life.
IMPLEMENTATION:
The City is committed to modeling and implementing diversity, equity, inclusion, and
justice within the community and the City organization, and will do so through measures
that include but are not limited to the following:
A. Provide informed, authentic leadership supporting diversity, equity, inclusion, and
justice by:
1. Connecting diversity, equity, inclusion, and justice to the City's mission as critical
principles to ensure the well-being of the City's employees and the community;
2. Acknowledging and dismantling inequities within the City's policies, systems,
programs, and services, including continual review and updates to support ongoing
progress;
3. Embedding language in the City's plans, policies, and goals consistent with the
intent of this Policy to promote diversity, equity, inclusivity, and justice;
4. Exploring potential underlying, unquestioned assumptions that interfere with
diversity, equity, inclusivity, and justice;
5. Advocating for and supporting executive team-level thinking about how systemic
inequities impact the City's work, and how best to address these inequities in a
way that is consistent with the City's mission and this Policy;
6. Challenging assumptions about what it takes to be a strong leader within the City
organization and who is well-positioned to provide leadership;
7. Practicing and encouraging transparent and inclusive communication in all
interactions, including focus on and commitment to reducing and preventing
incidents of prejudice;
8. Committing time and resources to expand diverse leadership opportunities within
the City Council, employees, committees, and advisory bodies, including outreach
to diverse social and professional organizations and publications;
9. Championing diversity, equity, inclusivity, and justice by leading with respect,
awareness, and acceptance;
10.Committing to keeping current on "best practices" that take place in other cities
and government jurisdictions, and partnering with other cities in sharing
information and efforts;
Page 294 of 306
POLICY #:
DIVERSITY, EQUITY, INCLUSION, AND JUSTICE
PAGE 3
11.Expecting all employees to exemplify this Policy in all workplace interactions and
through everyday practices.
B. Abide by the following to help promote diversity and inclusion in the workplace:
1. Pursue cultural competency throughout the organization by creating substantive
learning opportunities and formal, transparent policies;
2. Pursue and evaluate quantitative and qualitative research related to justice, equity,
diversity, and inclusion initiatives and barriers to guide the implementation of
effective measures;
3. Make incremental, measurable progress toward the visibility of the City's diversity,
equity, inclusion, and justice efforts;
4. Improve the City's cultural leadership pipeline by creating and supporting programs
and policies fostering leadership that reflects the full diversity of American society;
5. Identify and incorporate DEIJ efforts and components in the City's recruitment,
retention, and training efforts;
6. Pool resources and expand offerings for underrepresented communities by
connecting with other organizations committed to DEIJ efforts;
7. Develop and present sessions internally on DEIJ to provide education and
resources and to support full implementation of this Policy;
8. Promote opportunities for organizations, businesses, and advocacy groups to
share information with the City and with each other regarding the changing
realties of the workforce and workplace;
9. Be intentional in bringing awareness and consciousness of bias during the hiring,
promoting, and/or evaluating process and institute practices to increase DEIJ in all
aspects of recruitment and retention;
10.Advocate for public and private-sector policies that DEIJ and challenge systems
and policies that create inequity, oppression, and disparity.
C. Promote inclusive outreach to diverse communities by:
1. Identifying traditionally underrepresented or marginalized communities within the
City and developing and implementing strategies to increase effective
communication and engagement;
2. Regularly conferring with representatives of diversity groups to better understand
and support the community and to ensure ongoing application and review of this
Policy;
3. Work with community partners to support opportunities for professional leadership
and DEIJ training for small businesses within the City;
4. Intentionally incorporate DEIJ initiatives into the City's economic development
efforts, including support for small and diverse businesses;
5. Evaluating barriers to participation in decision-making processes by traditionally
underrepresented or marginalized communities and developing mechanisms to
reduce identified barriers;
6. Fostering an environment of inclusivity in internal and public-facing events,
meetings, and processes through intentional application of this Policy.
Page 295 of 306
OFFICIAL CERTIFICATION
I, JESSICA MATSON, City Clerk of the City of Arroyo Grande, County of San Luis
Obispo, State of California, do hereby certify under penalty of perjury, that the attached
Resolution No. 5142 was passed and adopted at a regular meeting of the City Council
of the City of Arroyo Grande on the 11th day of January, 2022.
WITNESS my hand and the Seal of the City of Arroyo Grande affixed this 13th day of
January, 2022.
JESSICA MATSON, CITY CLERK
Page 296 of 306
ARROYO GRANDE COMMUNITY SERVICE GRANT PROGRAM
GRANT APPLICATION
FISCAL YEAR 2022-23
PROGRAM DESCRIPTION
The 2022-23 Arroyo Grande Community Service Grant Program is intended to provide monetary grants
to eligible community non-profit organizations. The City recognizes the value of such groups, which
provide specialized social service, educational, cultural, beautification, and recreation programs and
projects that benefiting Arroyo Grande citizens. Grants will be awarded in minimum amounts of not less
than $250.
Funding for 2022-23 Community Service Grant Program is $25,000.
ELIGIBILITY STANDARDS
To be eligible to apply for grant monies under the City's 2021-22 Community Service Grant Program, a
community organization must satisfy the following standards:
•Operate as a non-profit 501c3;
•Serve the Arroyo Grande community;
•Use funds to directly provide* a social service, educational, cultural, beautification, or recreation
program or project to Arroyo Grande residents and/or businesses;
•Not restrict participants based upon race, religion, gender, sexual orientation, marital status,
national origin, ancestry, disability, medical condition, or age; and
•Not use grant monies specifically for religious activities.
Please provide all required information and attachments.
Incomplete applications will be disqualified.
APPLICATION PROCESS AND DEADLINE:
All interested non-profit organizations must complete an application form, including the following:
1.Attachment A: Cover Sheet
a.Organization/Agency Name (applicant is required to list the local branch if it represents a
national or statewide organization)
b.Program or Service Title
c.Executive Director and Program Contact Person (if different)
d.Physical Address and Mailing Address (if different)
e.Phone Number
f.Email Address(es)
g.Amount of funds being requested
h.If applicable, funds received in prior year (or most recent year when funds were
received)
i.A brief (50 words or less) description of the proposed program or service
j.Indicate if your organization has been affected by the COVID-19 pandemic
ATTACHMENT 4
Page 297 of 306
COMMUNITY SERVICE GRANT APPLICATION 2022-23
2. Attachment B: Program/Service Information
a. Briefly describe your organization and its mission.
b. Summarize your proposed program or service.
c. How is the program or service beneficial to Arroyo Grande residents?
i. How is local need for this program/service determined?
ii. Approximate number of City of Arroyo Grande residents served by the non-profit
organization.
d. Describe your organizational capacity to successfully carry out the proposed activities
(i.e. past performance and history of the organization will be considered to assess the
agency’s prospects for achieving its goals and objectives).
3. Attachment C: Scope of Work or Work Plan and Budget Worksheet
4. Attachment D: Signed Agreement with the City of Arroyo Grande (to be fully executed upon
grant award).
5. Attachment E: Proof of 501(c)(3) status with a copy of the letter from the IRS.
Completed applications forms, along with supplemental documents must be submitted by 5:00 p.m.,
____________________ addressed to:
City of Arroyo Grande
Community Development Department
Andrew Perez, Associate Planner
300 E. Branch Street
Arroyo Grande CA 93420
OR SUBMITTED ELECTRONICALLY TO
aperez@arroyogrande.org
Applications are encouraged to be submitted electronically.
Electronic signatures are accepted.
Please download and save this application packet to your computer. This is a fillable PDF, and applicants
are encouraged to complete this packet electronically. Alternatively, applicants may print and complete
this packet by hand, and either scan and submit electronically to the email address above or mail the
hard copy to the above listed address.
For questions please contact:
Andrew Perez
Planning Manager
(805) 473-5425
aperez@arroyogrande.org
Page 298 of 306
COMMUNITY SERVICE GRANT APPLICATION 2022-23
ATTACHMENT A: COVER SHEET
Organization/Agency Name:
(local branch)
Mailing Address:
City: State: Zip:
Physical Address: (if different from Mailing Address)
City: State: Zip:
Fund Amount Requested: $
Previous Funds Received? □ Yes □ No If Yes, Year Received:
Amount Received:
Tax ID Number:
Executive Director:
Email Address:
Phone Number:
Grant Program Contact:
(if different from Executive Director)
Email Address:
Phone Number:
Program or Service Title:
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COMMUNITY SERVICE GRANT APPLICATION 2022-23
Brief description of the proposed program or service (50 words or less):
Page 300 of 306
COMMUNITY SERVICE GRANT APPLICATION 2022-23
ATTACHMENT B: PROGRAM/SERVICE INFORMATION
Organization Description (include summary of community services provided):
Mission Statement:
Program or Service Summary:
• List Area(s) Served by Non-Profit Organization:
• Summary:
How is the program or service beneficial to Arroyo Grande residents?
Number of Arroyo Grande Residents Served:
• Description:
How is local need for this program or service determined?
Describe your organizational capacity to successfully carry out the proposed activities.
Number of Full Time Staff: Number of Part Time Staff:
Number of Volunteers:
• Description:
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COMMUNITY SERVICE GRANT APPLICATION 2022-23
ATTACHMENT C: SCOPE/WORK PLAN AND BUDGET WORKSHEET
Scope of Work or Work Plan
When completing this worksheet, refer to the following questions:
A. What are the objectives? What is the program or service aiming to accomplish?
B. How will those goals be achieved, and in what timeframe?
C. What is the evaluation methodology for measuring results? How can results be quantified and
observed?
D. Results should be meaningful, measurable, and demonstrate the difference the proposed
project makes, or is intended to make, in the lives of the people within the program or receiving
the service.
E. Output results show the amount of work performed or services received.
F. Outcomes show the quality of the performance and answer the questions: who is better off by
providing this program or service? What percentage of residents are assisted or are benefitting
from this program or service?
Program/Service
Objectives:
Major Tasks to Complete
(to achieve associated goal) Timeline Evaluation
Methodology
Program/Service OUTPUTS:
Program/Service OUTCOMES:
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COMMUNITY SERVICE GRANT APPLICATION 2022-23
Budget Worksheet
Complete this Worksheet for the specified program or service.
PROGRAM/SERVICE PROPOSED EXPENSES
Line Item Proposed Cost Proposed Grant Funding
Amount
Administrative Salaries & Fees / Fiscal Agent Fees
Artistic Salaries & Fees
Other Salaries & Fees
1.
2.
Equipment
Supplies / Materials
Travel / Transportation
Promotion / Publicity
Other Expenses:
1.
2.
TOTALS:
PROGRAM/SERVICE PROPOSED INCOME
Cash Amount
Arroyo Grande Community Service Grant Amount Requested
Other Funding Sources:
Other Public Grants
Private Foundations
Corporation Contributions
Concessions / Ticket Sales
Promotion Sales / Advertisements (Other Cash)
Other Funding Subtotal:
TOTALS:
Page 303 of 306
COMMUNITY SERVICE GRANT APPLICATION 2022-23
ATTACHMENT E: PROOF OF NON-PROFIT STATUS
I. SUPPLEMENTAL DOCUMENTATION:
Proof of 501(c)(3) status with a copy of the letter from the IRS.
II. CERTIFICATION:
I certify on behalf of _________________________________ non-profit organization,
that I have read, understand and agree that the aforesaid information is accurate, factual
and current. I understand that an award of funds, if granted, will be for the sole use as
reflected in this application form. I further certify that as a condition of receiving funds, an
agreement with the City of Arroyo Grande, in a form and content provided by the City of
Arroyo Grande, will be signed and executed by a duly authorized representative of said
non-profit organization.
I am aware of and certify that our non-profit organization will adhere to all City regulations
regarding the 2022-23 Community Service Grant Program including, but not limited to,
maintaining non-discriminatory policies, practices and intent. I also, on behalf of our non-
profit organization, agree to indemnify, defend, and hold harmless the City of Arroyo
Grande relative to any and all liability that may arise as a result of the use of the City of
Arroyo Grande Community Service Grant Fund monies.
Date: _______________ Signature: ______________________________
Executive Director or Designee
______________________________
Board of Director or Officer
Page 304 of 306
Arroyo Grande Community Service Grant Program
Ranking Sheet
NAME OF GRANT APPLICANT:
Scoring Category Possible Points
(100 total)
Points
Awarded
Comments
Meets minimum criteria?
Is a non-profit (proof of 501(c)(3) status
with copy of letter from IRS).
Serves AG community.
Use funds directly to provide a social
service, educational, cultural, beautification or
recreation program/project in AG.
Doesn’t restrict participants based upon
race, religion, gender, etc.
Doesn’t use funds for religious activities.
n/a n/a If the application
does not meet
the minimum
criteria, the
application is
ineligible for
grant funding.
Complete application?
Description of community services
provided.
Relationship of non-profit to the community.
Membership information – approx. # of AG
residents served.
Amount of funds requested.
Complete project description and budget
plan.
20
Responsiveness in clearly stating the
benefits to be derived by the residents of AG.
20
# of AG residents by age group served by
the non-profit (including geographic area(s)
and total # of clients served by the non-profit).
10
Non-profit’s history of providing
community services to the residents of AG.
20
ATTACHMENT 5
Page 305 of 306
Non-profit’s financial need for grant funds to
service AG residents.
20
Ability to complete project in a timely
manner (preferably within 1 year of grant
award).
10
Total Points:
100
Amount of Funding Requested:
Amount of Funding Recommended:
(a total of $82,065 is available with this
grant program)
Page 306 of 306