CC 2022-11-22 Agenda PackageCITY COUNCIL MEETING
AGENDA SUMMARY
Tuesday, November 22, 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
Recommended Action:
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.Introduction of New Employee - Aleah Bergam, Management Analyst
(McDONALD)
6.b.Update Regarding Countywide COVID-19 Efforts
(McDONALD)
Recommended Action:
Receive update, accept public comments, discuss, and provide direction as necessary.
6.c.City Manager Communications
(McDONALD)
Recommended Action:
Receive correspondence/comments as presented by the City Manager and Provide
direction, as necessary.
7.CITY COUNCIL REPORTS
7.a.MAYOR RAY RUSSOM:
California Joint Powers Insurance Authority (CJPIA)1.
South San Luis Obispo County Sanitation District (SSLOCSD)2.
Tourism Business Improvement District Advisory Board3.
Other4.
7.b.MAYOR PRO TEM GEORGE:
County Water Resources Advisory Committee (WRAC)1.
Visit SLO CAL Advisory Board2.
Other3.
7.c.COUNCIL MEMBER BARNEICH:
Audit Committee1.
Homeless Services Oversight Council (HSOC)2.
Zone 3 Water Advisory Board3.
Other4.
7.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.
7.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.
8.COMMUNITY COMMENTS AND SUGGESTIONS
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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.
9.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.
9.a.Consideration of Cash Disbursement Ratification
(VALENTINE)
Recommended Action:
Ratify the attached listing of cash disbursements for the period of October 1 through
October 31, 2022.
9.b.Consideration of Statement of Investment Deposits
(VALENTINE)
Recommended Action:
Receive and file the attached report listing investment deposits of the City of Arroyo Grande
as of September 30, 2022, as required by Government Code Section 53646(b).
9.c.Consideration of Fiscal Year 2022-23 First Quarter Status Report and Request to Approve
Six Budget Adjustment Requests
(VALENTINE)
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Recommended Action:
Receive, consider, and file the FY 2022-23 First Quarter Financial Status Report; and
approve six Budget Adjustment Requests.
9.d.Consideration of a Resolution Accepting the Status Report on Development Impact Fees
(AB 1600)
(VALENTINE)
Recommended Action:
Adopt a Resolution accepting the status report on the receipt and use of Development
Impact Fees (AB 1600) during the fiscal year ending June 30, 2022.
9.e.Approve the Consultant Services Agreement with Baker Tilly for On-Call Accounting and
Human Resources Support
(VALENTINE)
Recommended Action:
Approve the Consultant Services Agreement with Baker Tilly for On-Call Accounting and
Human Resources Support.
9.f.Approval of Minutes
(MATSON)
Recommended Action:
Approve the minutes of the Regular City Council Meeting of October 25, 2022, as
submitted.
9.g.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).
9.h.Consideration of Contract with the County of San Luis Obispo for Animal Care and Control
Services
(McDONALD\CARMEL)
Recommended Action:
Approve the Contract for Animal Care and Control Services (“Contract”) with the County of
San Luis Obispo, and authorize the Mayor to execute the Contract.
9.i.Consideration of Adoption of a Resolution Establishing a Policy for the Arroyo Grande
Tourism Business Improvement District Visit Arroyo Grande Website Calendar of Events
(McDONALD)
Recommended Action:
Adopt a Resolution that establishes a Policy for posting events to the Arroyo Grande
Tourism Business Improvement District Visit Arroyo Grande Website Calendar of Events.
9.j.Consideration of Appointment to the Planning Commission
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(McDONALD)
Recommended Action:
Approve the recommendation of Mayor Pro Tem George to appoint Catherine Sackrison to
the Planning Commission.
9.k.Consideration of Approval of an Agreement for Uniform and Related Services with
Prudential Overall Supply
(ROBESON)
Recommended Action:
Approve and authorize the Mayor to execute a 3-year Service Agreement with Prudential
Overall Supply.
9.l.Monthly Water Supply and Demand Update
(ROBESON)
Recommended Action:
Receive and file the monthly Water Supply and Demand Update.
9.m.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.
9.n.Consideration of a Resolution Authorizing Staff to Participate in Phase 1 of the Desalination
Executable Solution and Logistics Plan with the County of San Luis Obispo
(ROBESON)
Recommended Action:
Adopt a Resolution authorizing staff to participate in Phase 1 of the Desalination Executable
Solution and Logistics (DESAL Plan) in coordination the County of San Luis Obispo and
other participating water-purveying agencies and stakeholders.
9.o.Consideration of Adoption of an Ordinance Amending Title 16 of the Arroyo Grande
Municipal Code Regarding Tiny Homes on Wheels and Finding the Action is Exempt from
the California Environmental Quality Act (CEQA) Pursuant to CEQA Guidelines Sections
15061
(PEDROTTI)
Recommended Action:
Adopt the Ordinance establishing regulations for THOW for use as an accessory use on
parcels developed with a single-family residence.
9.p.Consider a Resolution Approving TUP 22-015; Authorize the Village Holiday Parade &
Jingle Bell Dash on December 4, 2022; Approve Street Closures in the Village; & Find the
Action Categorically Exempt from CEQA Pursuant to Section 15304(e)
(PEDROTTI)
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Recommended Action:
Adopt a Resolution approving Temporary Use Permit 22-015 authorizing the Holiday
Parade in the village and approving the closure of City streets.
9.q.Consideration of a Resolution Ratifying Changes to the Community Service Grant Program
Review Committee
(PEDROTTI)
Recommended Action:
Adopt a Resolution changing the make-up of the Community Service Grant Committee.
10.PUBLIC HEARINGS
10.a.Public Hearing for Preliminary Approval of Community Development Block Grant (CDBG)
Projects for Year 2023
(PEDROTTI)
Recommended Action:
Conduct a public hearing and provide preliminary approval of proposed projects to be
funded with the City’s allocation of Community Development Block Grant (CDBG) funds for
the Year 2023, as shown in Table 1. Final City approval of the CDBG allocation and
projects will tentatively occur in March 2023.
11.OLD BUSINESS
11.a.Consider Approval of 2022 Pavement Management Program
(ROBESON)
Recommended Action:
1) Approve the 2022 Pavement Management Program (PMP); 2) Appropriate the funds
and approve the budget adjustment listed in Table 1 for the PMP; and 3) Review and
approve the recommended treatments and streets as listed in Strategies 1 through 4.
12.NEW BUSINESS
None.
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
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
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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 9.a.
MEMORANDUM
TO: City Council
FROM: Nicole Valentine, Administrative Services Director
BY: Lynda Horejsi, Accounting Manager
SUBJECT: Consideration of Cash Disbursement Ratification
DATE: November 22, 2022
SUMMARY OF ACTION:
Review and ratify cash disbursements.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There is a $2,315,639.23 fiscal impact that includes the following items:
Accounts Payable Checks $1,521,591.39
Payroll & Benefit Checks $794,047.84
RECOMMENDATION:
Ratify the attached listing of cash disbursements for the period of October 1 through
October 31, 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 Polici es 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 2022-23
budget.
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Item 8.a.
City Council
Consideration of Cash Disbursement Ratification
November 22, 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. October 1 – October 31, 2022 – Accounts Payable Check Register
2. October 7, 2022 & October 21, 2022 – Payroll and Benefit Check Registers
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CITY OF ARROYO GRANDECHECK LISTINGOCTOBER 1 - OCTOBER 31, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name1 10/04/2022 295373 $ 50.00 FILING FEE-NOTICE OF EXEMPTION ADU 010.4002.5201 SLO COUNTY CLERK-RECORDER2 10/07/2022 295374 2,143.49 FLEET - MOTOR COMMUNICATION KIT 010.4203.5601 APPLIED TECHNOLOGY GROUP INC3 10/07/2022 295375 2,555.82 REPLACEMENT PARTS FOR WATER METERS FY 22/23 640.4712.5611 AQUA-METRIC SALES CO(DBA)4 10/07/2022 295375 6,383.14 REPLACMENT WATER METERS FOR FY 22/23 640.4712.5207 AQUA-METRIC SALES CO(DBA)5 10/07/2022 295376 76.93 (7) SHOWER HEADS 226.4306.5303 ARROYO GRANDE HOME & GARDEN6 10/07/2022 295377 310.00 MEMBER#262644, CIP MANAGER 010.4307.5503 ASCE MEMBERSHIP7 10/07/2022 295378 24.87 BAN#9391033186 CC MACHINE 010.4145.5403 AT&T8 10/07/2022 295378 48.06 BAN#9391033181 ALARM 640.4710.5403 AT&T9 10/07/2022 295379 189.00 REFUND-SCIENCE DIPPITY 010.0000.4605 FIONA BAGGS10 10/07/2022 295380 750.00 PW-51 SERVICE-OIL CHG, SERVICE PONY MOTOR 612.4610.5601 BOYER'S DIESEL11 10/07/2022 295381 126.00 PEST CONTROL: CITY HALL 010.4213.5303 BREZDEN PEST CONTROL, INC12 10/07/2022 295382 491.00 REFUND FOR APPEAL-APL21-002 010.0000.4504 MICHELLE CHARITON13 10/07/2022 295383 89.85 ORDBANK SUBSCRIPTION RENEWAL 010.4140.5303 CIVICPLUS14 10/07/2022 295383 2,604.66 CIVICREC ANNUAL FEE 10/22-10/23 010.4140.5303 CIVICPLUS15 10/07/2022 295383 2,604.65 CP PAY ANNUAL FEE 10/22-10/23 010.4140.5303 CIVICPLUS16 10/07/2022 295384 614.04 PW-1 TROUBLESHOOT LIGHT MALFUNCTION 220.4303.5603 COASTLINE EQUIPMENT(DBA)17 10/07/2022 295384 49.85 (4) SETS OF KEYS-JOHN DEERE EQUIPMENT 010.4305.5603 COASTLINE EQUIPMENT(DBA)18 10/07/2022 295385 73.86 PRINTING & LAMINATING CITY HALL 010.4102.5201 CRISP IMAGING19 10/07/2022 295385 49.75 PRINTING & LAMINATING CITY HALL 010.4102.5201 CRISP IMAGING20 10/07/2022 295386 574.00 09/22 SENIOR FITNESS 010.4424.5351 GAYLE CUDDY21 10/07/2022 295386 359.10 WRITING FOR LIFE FALL SESSION 010.4424.5351 GAYLE CUDDY22 10/07/2022 295387 368.63 KYOCERA LEASE 010.4421.5602 DE LAGE LANDEN FINANCIAL SVCS23 10/07/2022 295388 645.00 SUMMER CONCERT SERIES MARKETING 010.4421.5504 DIMES MEDIA CORP;24 10/07/2022 295389 344.00 DSA FEES FROM BUS LICENSES RECEIVED 07/22-09/30 010.0000.4050 DIVIS. OF THE STATE ARCHITECT25 10/07/2022 295389 (309.60) LESS 90% THAT CITY RETAINS 010.0000.2231 DIVIS. OF THE STATE ARCHITECT26 10/07/2022 295390 80.44 METER WASHERS 640.4712.5610 FAMCON PIPE AND SUPPLY INC27 10/07/2022 295390 (53.63) CREDIT FOR WASHERS 640.4712.5610 FAMCON PIPE AND SUPPLY INC28 10/07/2022 295390 622.05 (4) 6" X 1" SADDLE 640.4712.5610 FAMCON PIPE AND SUPPLY INC29 10/07/2022 295391 1,097.85 TP, GLOVES 010.4420.5605 FASTENAL COMPANY30 10/07/2022 295391 1,442.77 TRASH CAN LINERS 220.4303.5613 FASTENAL COMPANY31 10/07/2022 295391 76.99 (24) CHEMICAL GLOVES 010.4420.5605 FASTENAL COMPANY32 10/07/2022 295392 1,232.89 (1) PW-51 PENDANT CONTROL 612.4610.6201 HAAKER EQUIPMENT, INC33 10/07/2022 295393 237.50 03/22 BLDG PLAN REVIEWS 010.4212.5303 INTERWEST CONSULTING GROUP34 10/07/2022 295394 19,359.16 3641 GALL #87 GASOLINE 010.0000.1202 JB DEWAR, INC35 10/07/2022 295395 723.19 (10) 5 GALL PAINT-SOTO 010.4430.5274 KELLY-MOORE PAINTS36 10/07/2022 295396 418.61 DRILL DRIVE, BIT SET, EDGE STEP REAM 010.4305.5273 KIMBALL MIDWEST(DBA)37 10/07/2022 295396 418.61 DRILL DRIVE, BIT SET, EDGE STEP REAM 010.4305.5255 KIMBALL MIDWEST(DBA)38 10/07/2022 295397 1,577.00 CASH FOR GRASS- 1577 SQ FT 226.4306.5554 THOMAS H KLEIN39 10/07/2022 295398 60.00 ADULT BASKETBALL SCORER- 4 GAMES 010.4424.5352 JHADE LA PAZPage 10 of 417
CITY OF ARROYO GRANDECHECK LISTINGOCTOBER 1 - OCTOBER 31, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name40 10/07/2022 295398 $ 81.00 PAYRATE CORRECTION- $1/GAME X 81 GAMES (SPR&SUM) 010.4424.5352 JHADE LA PAZ41 10/07/2022 295399 288.75 MILEAGE REIMBURSEMENT 462 MILES X .625/MILE 010.4002.5501 SARAH LANSBURGH42 10/07/2022 295399 398.75 MILEAGE REIMBURSEMENT-638 X .625/MILE 010.4002.5501 SARAH LANSBURGH43 10/07/2022 295400 320.00 09/18 PICKLEBALL CLINIC 010.4424.5351 PRINCESS LEONG44 10/07/2022 295401 1,414.40 08/22 ZUMBA & BARRE 010.4424.5351 HEIDY MANGIARDI45 10/07/2022 295401 1,537.44 09/22 ZUMBA & BARRE 010.4424.5351 HEIDY MANGIARDI46 10/07/2022 295402 200.00 WASHING MACHINE REBATE 226.4306.5554 LOREN MARTIN47 10/07/2022 295403 250.00 FLEET MAINT-DETAIL GOLF CART 010.4203.5601 MICHAEL MARTINEZ48 10/07/2022 295404 110.00 REFUND DOGGIE CLASS 010.0000.4605 JENNIFER MATTHEWS49 10/07/2022 295405 237.05 .75 CU YD 6 SACK CONCRETE 220.4303.5613 MIER BROS LANDSCAPE PRODUCTS50 10/07/2022 295405 2,892.55 45.5 CU YD RECYCLED MULCH 010.4420.5605 MIER BROS LANDSCAPE PRODUCTS51 10/07/2022 295405 188.56 .5 CY YD 5.5 SACK CONCRETE 220.4303.5613 MIER BROS LANDSCAPE PRODUCTS52 10/07/2022 295405 280.15 1 CU YD 6 SACK CONCRETE 220.4303.5613 MIER BROS LANDSCAPE PRODUCTS53 10/07/2022 295405 328.64 8' X 250' WEED BARRIER 010.4420.5605 MIER BROS LANDSCAPE PRODUCTS54 10/07/2022 295405 280.15 4 CU YD WOODCHIPS 010.4420.5605 MIER BROS LANDSCAPE PRODUCTS55 10/07/2022 295405 188.56 1/2 CU YD 5.5 SACK CONCRETE 640.4712.5610 MIER BROS LANDSCAPE PRODUCTS56 10/07/2022 295406 5,320.00 SCIENCE IN MOTION SUMMER CAMPS 010.4424.5351 MINDS IN MOTION OF NJ LLC57 10/07/2022 295407 16.98 TWINE, ROPE-PARADE 010.4420.5605 MINER'S ACE HARDWARE, INC58 10/07/2022 295407 114.18 500' TRACER WIRE 640.5946.7001 MINER'S ACE HARDWARE, INC59 10/07/2022 295407 21.53 (2) GARDEN SHOVELS 640.4712.5273 MINER'S ACE HARDWARE, INC60 10/07/2022 295407 117.31 TOILET FLAPPERS 226.4306.5303 MINER'S ACE HARDWARE, INC61 10/07/2022 295407 16.15 BLACKTOP CRACKSTOP 220.4303.5613 MINER'S ACE HARDWARE, INC62 10/07/2022 295407 258.56 (4) AQUAPHALT ASPHALT PATCH 220.4303.5613 MINER'S ACE HARDWARE, INC63 10/07/2022 295407 51.68 KILZ PRIMER, POST LIGHT CONTROL 010.4213.5604 MINER'S ACE HARDWARE, INC64 10/07/2022 295407 29.07 TOOL CADDY, BIN 010.4420.5605 MINER'S ACE HARDWARE, INC65 10/07/2022 295407 46.31 KNEE PAD, TOOL BOX 640.4712.5273 MINER'S ACE HARDWARE, INC66 10/07/2022 295407 195.72 (3) AQUAPHALT ASPHALT PATCH 220.4303.5613 MINER'S ACE HARDWARE, INC67 10/07/2022 295407 32.15 RUBBER MALLET, BRICKS (15) 010.4420.5605 MINER'S ACE HARDWARE, INC68 10/07/2022 295407 56.01 (2) PIK STIK REACHERS 010.4420.5605 MINER'S ACE HARDWARE, INC69 10/07/2022 295407 12.92 POTTING SOIL 010.4420.5605 MINER'S ACE HARDWARE, INC70 10/07/2022 295407 75.41 GARDEN HOSE 010.4420.5605 MINER'S ACE HARDWARE, INC71 10/07/2022 295407 32.29 (3) MARKING PAINT 220.4303.5613 MINER'S ACE HARDWARE, INC72 10/07/2022 295407 15.07 STAPLES 220.4303.5613 MINER'S ACE HARDWARE, INC73 10/07/2022 295407 18.30 (2) FAST SET CONCRETE 220.4303.5613 MINER'S ACE HARDWARE, INC74 10/07/2022 295407 8.39 WELDABLE STEEL SHEET 010.4420.5605 MINER'S ACE HARDWARE, INC75 10/07/2022 295407 86.17 (3) GFCI RECEPTACLES 010.4213.5604 MINER'S ACE HARDWARE, INC76 10/07/2022 295407 8.60 KEYS 010.4420.5605 MINER'S ACE HARDWARE, INC77 10/07/2022 295408 133.00 REFUND BASKETBALL CAMP 010.0000.4605 CAITLYN MONTOYA78 10/07/2022 295408 6.00 REFUND BASKETBALL CAMP 010.0000.4605 CAITLYN MONTOYAPage 11 of 417
CITY OF ARROYO GRANDECHECK LISTINGOCTOBER 1 - OCTOBER 31, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name79 10/07/2022 295409 $ 29.07 CONTRACT OVERAGE 6/10-9/9 010.4421.5602 OFFICE180 10/07/2022 295410 140.00 PRE-EMPLOYMENT MEDICAL TESTING 010.4425.5315PACIFIC CENTRAL COAST HEALTH81 10/07/2022 295410 182.08 PRE-EMPLOYMENT MEDICAL TESTING 640.4712.5315PACIFIC CENTRAL COAST HEALTH82 10/07/2022 295411 16,812.64 ELECTRIC-STREET LIGHTING 010.4307.5402 PACIFIC GAS & ELECTRIC CO83 10/07/2022 295411 1,489.47 ELECTRIC 010.4307.5402 PACIFIC GAS & ELECTRIC CO84 10/07/2022 295411 7,424.56 ELECTRIC 640.4712.5402 PACIFIC GAS & ELECTRIC CO85 10/07/2022 295411 8,189.13 ELECTRIC 640.4711.5402 PACIFIC GAS & ELECTRIC CO86 10/07/2022 295411 2,316.94 ELECTRIC 612.4610.5402 PACIFIC GAS & ELECTRIC CO87 10/07/2022 295411 9,686.41 ELECTRIC 010.4145.5401 PACIFIC GAS & ELECTRIC CO88 10/07/2022 295411 12.78 ELECTRIC 217.4460.5355 PACIFIC GAS & ELECTRIC CO89 10/07/2022 295412 56.00 PRIVATE TENNIS LESSONS 9/28 010.4424.5351 SUZANNE M PETRIE90 10/07/2022 295413 756.00 REFUND PLOT PLAN REVIEW 010.0000.4510 CAROLINE POTTER91 10/07/2022 295414 2,750.66 SWINGING BRIDGE EVALUATION 350.5620.7501 QUINCY ENGINEERING INC92 10/07/2022 295415 40.35 (5) KEYS FOR CAT EQUIPMENT 010.4305.5603 QUINN COMPANY93 10/07/2022 295416 53.38 SHIRT + EMBROIDERY-EMPLOYEE UNIFORM 640.4712.5255 R & T EMBROIDERY, INC94 10/07/2022 295417 484.37 10/22 GRACE LN LANDSCAPE MAINT 216.4460.5304 RAINSCAPE95 10/07/2022 295417 1,201.41 10/22 PARKSIDE LANDSCAPE MAINT 219.4460.5304 RAINSCAPE96 10/07/2022 295418 180.00 ADULT SOFTBALL HEAD SCORER-12 GAMES X $15 010.4424.5352 MARTINA SARMIENTO97 10/07/2022 295418 120.00 ADULT SOFTBALL SCORER-8 HRS ADMIN 010.4424.5352 MARTINA SARMIENTO98 10/07/2022 295418 120.00 ADULT SOFTBALL SCORER-8 HRS LIGHTS, RESTROOMS 010.4424.5352 MARTINA SARMIENTO99 10/07/2022 295419 96.82 PRUNER, LOPPERS 010.4420.5273 SITEONE LANDSCAPE SUPPLY LLC100 10/07/2022 295419 212.00 VALVE BOX, ELBOWS, BUSHINGS, PRESSURE REG., VALVE 010.4420.5605 SITEONE LANDSCAPE SUPPLY LLC101 10/07/2022 295419 13.12 PVC PIPE 010.4420.5605 SITEONE LANDSCAPE SUPPLY LLC102 10/07/2022 295420 285.00 ADULT BASKETBALL SCORER-17 GAMES X $15+2HRS 010.4424.5352 MACY SMITH103 10/07/2022 295421 15.78 GAS SERVICES-111 S MASON 010.4145.5401 SOCALGAS104 10/07/2022 295422 153.38 DUMPSTERS -PD 010.4213.5303 SOUTH COUNTY SANITARY SVC, INC105 10/07/2022 295422 97.57 DUMPSTERS -PW RECYCLE 010.4213.5303 SOUTH COUNTY SANITARY SVC, INC106 10/07/2022 295422 195.13 DUMPSTERS -RANCHO GRANDE PARK 010.4213.5303 SOUTH COUNTY SANITARY SVC, INC107 10/07/2022 295422 299.73 DUMPSTERS -FCFA 010.4213.5303 SOUTH COUNTY SANITARY SVC, INC108 10/07/2022 295422 195.13 DUMPSTERS -STROTHER PARK 010.4213.5303 SOUTH COUNTY SANITARY SVC, INC109 10/07/2022 295422 84.48 CITY HALL TRASH SVC 010.4213.5303 SOUTH COUNTY SANITARY SVC, INC110 10/07/2022 295423 1,220.00 (92) WATER WALL RENTALS-HARVEST FESTIVAL 220.4303.5552STATEWIDE SAFETY & SIGNS INC111 10/07/2022 295424 90.00 ADULT SOFTBALL SCORER- 5 GAMES X $15 + 1 ADMIN HR 010.4424.5352 HEATHER STRAUSBURG112 10/07/2022 295425 186.73 (50) FAUCET AERATORS 226.4306.5303 STREATOR PIPE & SUPPLY113 10/07/2022 295425 88.00 SLOAN URINAL REPAIR KIT 010.4213.5604 STREATOR PIPE & SUPPLY114 10/07/2022 295426 458.75 PLIERS, PRYBARS, DEEP SOCKETS 010.4305.5273 TCA TOOLS INC115 10/07/2022 295427 62.24 PW-8 OIL CHG, SAFETY CHECK 010.4301.5601 TOM'S AUTO SERVICE116 10/07/2022 295428 1,520.05 POSTAGE FOR MEASURE D-22 MAILERS 010.4145.5208 US POSTMASTER117 10/07/2022 295429 491.00 REFUND FOR APPEAL APL21-005 010.0000.4504 SHARON VALIENZIPage 12 of 417
CITY OF ARROYO GRANDECHECK LISTINGOCTOBER 1 - OCTOBER 31, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name118 10/07/2022 295430 $ 10,094.27 08/22 ONLINE SOCIAL MEDIA TBID 240.4150.5301 VERDIN MARKETING INK119 10/07/2022 295431 936.68 ACCT#208620661-00002 PD CELLPHONES 010.4201.5403 VERIZON WIRELESS120 10/07/2022 295432 80.44 (1) 5 GALL OLIVE TREE 010.4420.5605 WEST COVINA NURSERIES121 10/07/2022 295432 88.48 (3) 5 GALL AGAVE 010.4420.5605 WEST COVINA NURSERIES122 10/07/2022 295433 1,670.00 CASH FOR GRASS 1670 SQ FT 226.4306.5554 WILLIAM R WIDNER123 10/07/2022 295434 180.00 ADULT SOFTBALL SCORER- 12 GAMES X $15 010.4424.5352 SHIRLEY WILLMOTT124 10/07/2022 295435 237.08 WO#3482 BRISCO/ECR REPLACE RED BALL 220.4303.5303 LEE WILSON ELECTRIC COMPANY INC125 10/07/2022 295435 3,011.40 HALCYON/FAIR OAKS INSTALL ADV LOOPS 220.4303.5303 LEE WILSON ELECTRIC COMPANY INC126 10/07/2022 295435 5,336.93 TOWN CTR/W BRANCH-INSTALL NEW CONTROLLER 220.4303.5303 LEE WILSON ELECTRIC COMPANY INC127 10/07/2022 295436 403.48 HAND SANITIZER, WYPALLS, GLOVES 612.4610.5255 WINEMA INDUSTRIAL &128 10/07/2022 295436 403.48 HAND SANITIZER, WYPALLS, GLOVES 640.4712.5255 WINEMA INDUSTRIAL &129 10/07/2022 295437 41.90 UB Refund Cst #00027576 640.0000.2301 JAMAL AFLAU130 10/07/2022 295438 177.20 UB Refund Cst #00027027 640.0000.2301 STEPHANIE CHAVEZ131 10/07/2022 295439 89.54 UB Refund Cst #00028051 640.0000.2301 SEAN FAUSZ132 10/07/2022 295440 215.16 UB Refund Cst #00027816 640.0000.2301 THEODORE GILLAN133 10/07/2022 295441 67.42 UB Refund Cst #00026969 640.0000.2301 DAVID GREEN134 10/07/2022 295442 50,617.64 FEDERAL WITHHOLDING: Payment 011.0000.2104 CITY OF ARROYO GRANDE135 10/07/2022 295442 49,315.44 SOCIAL SECURITY: Payment 011.0000.2105 CITY OF ARROYO GRANDE136 10/07/2022 295442 13,131.20 MEDICARE: Payment 011.0000.2105 CITY OF ARROYO GRANDE137 10/07/2022 295443 2,261.65 CASDI: Payment 011.0000.2111 CA ST EMPLOYMENT DEVEL DEPT138 10/07/2022 295443 20,077.96 STATE WITHHOLDING: Payment 011.0000.2108 CA ST EMPLOYMENT DEVEL DEPT139 10/07/2022 295444 565.60 DEPT OF CHILD SUPPORT SERVICES: Payment 011.0000.2114 CA STATE DISBURSEMENT UNIT140 10/07/2022 295445 7,986.29 DENTAL INSURANCE: Payment 011.0000.2110 DELTA DENTAL141 10/07/2022 295445 322.72 DENTAL INSURANCE: Payment 011.0000.2110 DELTA DENTAL142 10/07/2022 295445 2,500.77 10/22 RETIREE DENTAL PREMIUM: Payment 010.4099.5132 DELTA DENTAL143 10/07/2022 295446 3,672.66 DEFERRED COMPENSATION - EE %: Payment 011.0000.2117 ICMA RETIREMENT CORP144 10/07/2022 295446 11,979.19 DEFERRED COMPENSATION - EE: Payment 011.0000.2117 ICMA RETIREMENT CORP145 10/07/2022 295446 841.66 DEFERRED COMPENSATION - ER: Payment 011.0000.2117 ICMA RETIREMENT CORP146 10/07/2022 295446 275.00 ROTH - AFTER TAX: Payment 011.0000.2117 ICMA RETIREMENT CORP147 10/07/2022 295447 3,190.79 10/22 ACTIVE HEALTH INS-PT NON PERS: Payment 011.0000.2109 PERS - ACTIVE MED148 10/07/2022 295447 10.53 10/22 ACTIVE HEALTH ADMIN FEE: Payment 010.4145.5131 PERS - ACTIVE MED149 10/07/2022 295448 4,020.00 PORAC MED INSURANCE: Payment 011.0000.2109 PERS - ACTIVE MED150 10/07/2022 295448 441.09 PPO PERS PLATINUM - MGMT: Payment 011.0000.2109 PERS - ACTIVE MED151 10/07/2022 295448 441.09 PPO PERS PLATINUM - SEIU: Payment 011.0000.2109 PERS - ACTIVE MED152 10/07/2022 295448 8,111.40 PPO PERS GOLD - MANAGEMENT: Payment 011.0000.2109 PERS - ACTIVE MED153 10/07/2022 295448 15,399.92 PPO PERS GOLD - POLICE: Payment 011.0000.2109 PERS - ACTIVE MED154 10/07/2022 295448 13,871.68 PPO PERS GOLD - SEIU: Payment 011.0000.2109 PERS - ACTIVE MED155 10/07/2022 295448 742.70 BLUE SHIELD TRIO HMO - MGMT: Payment 011.0000.2109 PERS - ACTIVE MED156 10/07/2022 295448 2,673.72 BLUE SHIELD TRIO HMO - POLICE: Payment 011.0000.2109 PERS - ACTIVE MEDPage 13 of 417
CITY OF ARROYO GRANDECHECK LISTINGOCTOBER 1 - OCTOBER 31, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name157 10/07/2022 295448 $ 3,862.04 BLUE SHIELD TRIO HMO - SEIU: Payment 011.0000.2109 PERS - ACTIVE MED158 10/07/2022 295448 15,191.80 HMO-UNITED HEALTHCARE-MGMT: Payment 011.0000.2109 PERS - ACTIVE MED159 10/07/2022 295448 8,681.04 HMO UNITED HEALTHCARE-POLICE: Payment 011.0000.2109 PERS - ACTIVE MED160 10/07/2022 295448 18,403.47 HMO UNITED HEALTHCARE-SEIU: Payment 011.0000.2109 PERS - ACTIVE MED161 10/07/2022 295448 2,293.68 PERS PLATINUM-FIRE MANAGEMENT: Payment 011.0000.2109 PERS - ACTIVE MED162 10/07/2022 295448 4,058.04 PPO PERS PLATINUM - FIRE: Payment 011.0000.2109 PERS - ACTIVE MED163 10/07/2022 295448 8,052.64 PPO PERS GOLD - FIRE: Payment 011.0000.2109 PERS - ACTIVE MED164 10/07/2022 295448 7,595.90 HMO UNITED HEALTHCARE-FIRE: Payment 011.0000.2109 PERS - ACTIVE MED165 10/07/2022 295448 6,045.72 HMO-UNITED HEALTH FIRE-MGMT: Payment 011.0000.2109 PERS - ACTIVE MED166 10/07/2022 295448 327.92 ACTIVE HEALTH ADMIN FEE 010.4145.5131 PERS - ACTIVE MED167 10/07/2022 295448 98.24 ACTIVE FIRE HEALTH ADMIN FEE 010.0000.1111 PERS - ACTIVE MED168 10/07/2022 295448 6,785.77 RETIREE HEALTH INSURANCE 010.4099.5136 PERS - ACTIVE MED169 10/07/2022 295448 602.76 RETIREE HEALTH INSURANCE 010.0000.1111 PERS - ACTIVE MED170 10/07/2022 295448 752.74 RETIREE HEALTH INSURANCE 220.4303.5136 PERS - ACTIVE MED172 10/07/2022 295449 34,074.44 PERS RETIREMENT: Payment 011.0000.2106 PERS - RETIREMENT173 10/07/2022 295449 45,607.17 PERS RETIREMENT: Payment 011.0000.2106 PERS - RETIREMENT174 10/07/2022 295449 117.11 PERS BUYBACK - AFTER TAX: Payment 011.0000.2106 PERS - RETIREMENT175 10/07/2022 295449 1,149.00 PERS Employer Pick Up: Payment 011.0000.2106 PERS - RETIREMENT176 10/07/2022 295449 259.69 PERS BUYBACK - PRE TAX: Payment 011.0000.2106 PERS - RETIREMENT177 10/07/2022 295449 (0.06) ROUNDING DIFFERENCE 010.0000.4818 PERS - RETIREMENT179 10/07/2022 295450 974.30 STANDARD INSURANCE COMPANY: Payment 011.0000.2113 STANDARD INSURANCE CO180 10/07/2022 295450 469.12 STANDARD INSURANCE COMPANY: Payment 011.0000.2113 STANDARD INSURANCE CO181 10/07/2022 295450 23.50 STANDARD LIFE TAXABLE DEDUCT: Payment 011.0000.2113 STANDARD INSURANCE CO182 10/07/2022 295450 1,578.50 STANDARD LTD/STD INSURANCE: Payment 011.0000.2113 STANDARD INSURANCE CO184 10/07/2022 295451 1,490.60 PARS: Payment 011.0000.2107 US BANK OF CALIFORNIA185 10/07/2022 295452 2,102.55 VISION CARE INSURANCE: Payment 011.0000.2119 VISION SERVICE PLAN186 10/07/2022 295452 645.62 10/22 RETIREE PREMIUM 010.4099.5133 VISION SERVICE PLAN187 10/07/2022 295452 34.81 10/22 MISC ADJUSTMENTS 011.0000.2119 VISION SERVICE PLAN188 10/14/2022 295453 82.00 STORMWATER SAMPLING 010.4301.5303 ABALONE COAST ANALYTICAL INC189 10/14/2022 295453 246.00 STORMWATER SAMPLING 010.4301.5303 ABALONE COAST ANALYTICAL INC190 10/14/2022 295454 592.91 3 YARDS SLURRY SEAL 640.4712.5610 ALLIANCE READY MIX, INC191 10/14/2022 295455 20.46 PANASONIC HEADPHONES 010.4212.5201 AMAZON CAPITAL SERVICES192 10/14/2022 295455 74.34 BATTERY BACKUP & SURGE PROTECTOR 010.4130.5201 AMAZON CAPITAL SERVICES193 10/14/2022 295456 9.80 Parks Department Mats/Mopheads 010.4213.5303 ARAMARK UNIFORM SERVICES194 10/14/2022 295456 3.51 Auto Shop Uniforms 010.4305.5143 ARAMARK UNIFORM SERVICES195 10/14/2022 295456 7.01 Bldg. Maintenance Uniforms 010.4213.5143 ARAMARK UNIFORM SERVICES196 10/14/2022 295456 15.49 Parks Department Uniforms 010.4420.5143 ARAMARK UNIFORM SERVICES197 10/14/2022 295456 7.50 Sewer Department Uniforms 612.4610.5143 ARAMARK UNIFORM SERVICES198 10/14/2022 295456 7.00 Soto Sports Complex Uniforms 010.4430.5143 ARAMARK UNIFORM SERVICESPage 14 of 417
CITY OF ARROYO GRANDECHECK LISTINGOCTOBER 1 - OCTOBER 31, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name199 10/14/2022 295456 $ 14.00 Street Department Uniforms 220.4303.5143 ARAMARK UNIFORM SERVICES200 10/14/2022 295456 24.44 Water Department Uniforms 640.4712.5143 ARAMARK UNIFORM SERVICES201 10/14/2022 295456 10.45 Auto Shop Towels 010.4305.5303 ARAMARK UNIFORM SERVICES202 10/14/2022 295456 28.50 Corp Yard Mats 010.4213.5303 ARAMARK UNIFORM SERVICES203 10/14/2022 295456 3.51 Auto Shop Uniforms 010.4305.5143 ARAMARK UNIFORM SERVICES204 10/14/2022 295456 7.01 Bldg. Maintenance Uniforms 010.4213.5143 ARAMARK UNIFORM SERVICES205 10/14/2022 295456 15.49 Parks Department Uniforms 010.4420.5143 ARAMARK UNIFORM SERVICES206 10/14/2022 295456 7.50 Sewer Department Uniforms 612.4610.5143 ARAMARK UNIFORM SERVICES207 10/14/2022 295456 7.00 Soto Sports Complex Uniforms 010.4430.5143 ARAMARK UNIFORM SERVICES208 10/14/2022 295456 14.00 Street Department Uniforms 220.4303.5143 ARAMARK UNIFORM SERVICES209 10/14/2022 295456 24.44 Water Department Uniforms 640.4712.5143 ARAMARK UNIFORM SERVICES210 10/14/2022 295456 9.80 Parks Department Mats/Mopheads 010.4213.5303 ARAMARK UNIFORM SERVICES211 10/14/2022 295456 3.51 Auto Shop Uniforms 010.4305.5143 ARAMARK UNIFORM SERVICES212 10/14/2022 295456 7.01 Bldg. Maintenance Uniforms 010.4213.5143 ARAMARK UNIFORM SERVICES213 10/14/2022 295456 15.49 Parks Department Uniforms 010.4420.5143 ARAMARK UNIFORM SERVICES214 10/14/2022 295456 7.50 Sewer Department Uniforms 612.4610.5143 ARAMARK UNIFORM SERVICES215 10/14/2022 295456 7.00 Soto Sports Complex Uniforms 010.4430.5143 ARAMARK UNIFORM SERVICES216 10/14/2022 295456 14.00 Street Department Uniforms 220.4303.5143 ARAMARK UNIFORM SERVICES217 10/14/2022 295456 24.44 Water Department Uniforms 640.4712.5143 ARAMARK UNIFORM SERVICES218 10/14/2022 295456 10.45 Auto Shop Towels 010.4305.5303 ARAMARK UNIFORM SERVICES219 10/14/2022 295456 28.50 Corp Yard Mats 010.4213.5303 ARAMARK UNIFORM SERVICES220 10/14/2022 295456 3.51 Auto Shop Uniforms 010.4305.5143 ARAMARK UNIFORM SERVICES221 10/14/2022 295456 7.01 Bldg Maintenance Uniforms 010.4213.5143 ARAMARK UNIFORM SERVICES222 10/14/2022 295456 15.49 Parks Department Uniforms 010.4420.5143 ARAMARK UNIFORM SERVICES223 10/14/2022 295456 7.50 Sewer Department Uniforms 612.4610.5143 ARAMARK UNIFORM SERVICES224 10/14/2022 295456 7.00 Soto Sports Complex Uniforms 010.4430.5143 ARAMARK UNIFORM SERVICES225 10/14/2022 295456 14.00 Street Department Uniforms 220.4303.5143 ARAMARK UNIFORM SERVICES226 10/14/2022 295456 24.44 Water Department Uniforms 640.4712.5143 ARAMARK UNIFORM SERVICES227 10/14/2022 295457 480.00 Village watering Sept 2022 010.4420.5605 ARROYO GRANDE IN BLOOM INC228 10/14/2022 295458 126.68 Tower Lease October 2022 010.4201.5303 ATC SEQUOIA LLC229 10/14/2022 295459 709.36 Service/Repairs to PW-63 P/u Truck 640.4712.5601BACK ON THE ROAD AUTOMOBILE230 10/14/2022 295459 709.36 Service/Repairs to PW-63 P/u Truck 220.4303.5601BACK ON THE ROAD AUTOMOBILE231 10/14/2022 295459 668.52 PD-4602 MAINTENANCE & REPAIR 010.4203.5601 BACK ON THE ROAD AUTOMOBILE232 10/14/2022 295460 10.00 CAR WASH-PD ADMIN 010.4201.5601 BOB'S EXPRESS WASH233 10/14/2022 295460 340.00 CAR WASH-PD PATROL 010.4203.5601 BOB'S EXPRESS WASH234 10/14/2022 295460 60.00 CAR WASH-PD SUPPORT SVCS 010.4204.5601 BOB'S EXPRESS WASH235 10/14/2022 295460 24.00 CAR WASH-PW 44 612.4610.5601 BOB'S EXPRESS WASH236 10/14/2022 295460 15.00 CAR WASH-PW 10 640.4712.5601 BOB'S EXPRESS WASH237 10/14/2022 295460 22.00 CAR WASH- PW 6, PW 69 220.4303.5601 BOB'S EXPRESS WASHPage 15 of 417
CITY OF ARROYO GRANDECHECK LISTINGOCTOBER 1 - OCTOBER 31, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name238 10/14/2022 295460 $ 24.00 CAR WASH-PW 8, PW 4 010.4301.5601 BOB'S EXPRESS WASH239 10/14/2022 295460 10.00 CAR WASH- B409 010.4212.5601 BOB'S EXPRESS WASH240 10/14/2022 295461 45.00 REIMBURSEMENT FOR 7/4 PRIZES AT SUMMER CONCERT 010.4421.5504 SHERIDAN BOHLKEN241 10/14/2022 295462 53.34 BUSINESS CARDS-ASST PLANNER 010.4130.5201 BOONE PRINTING & GRAPHICS INC242 10/14/2022 295463 500.00 JANITORIAL SERVICE FOR AGPD 010.4201.5615 BRENDLER JANITORIAL SERVICE243 10/14/2022 295463 1,135.00 JANITORIAL SERVICE FOR VARIOUS CITY BLDGS 010.4213.5615 BRENDLER JANITORIAL SERVICE244 10/14/2022 295463 150.00 9/10 WOMENS CLUB EXTRA SVC 010.4213.5303 BRENDLER JANITORIAL SERVICE245 10/14/2022 295464 96.00 WC Silver- bi-monthly 010.4213.5303 BREZDEN PEST CONTROL, INC246 10/14/2022 295465 624.90 09/22 LITIGATION & RELATED MATTERS 010.4003.5304 CARMEL & NACCASHA, LLP247 10/14/2022 295465 17,973.30 09/22 PROF LEGAL SVCS 010.4003.5304 CARMEL & NACCASHA, LLP248 10/14/2022 295466 756.46 ACCT#8245100960211791-REC TV & INTERNET 010.4145.5401 CHARTER COMMUNICATIONS249 10/14/2022 295466 1,349.00 ACCT#8245100960302509 CITY HALL 211.4101.5330 CHARTER COMMUNICATIONS250 10/14/2022 295467 247.70 MISC PLANTS FOR HARVEST FESTIVAL 010.4420.5605 CHERRY LANE NURSERY(DBA)251 10/14/2022 295467 45.19 MISC PLANTS FOR HARVEST FESTIVAL 010.4420.5605 CHERRY LANE NURSERY(DBA)252 10/14/2022 295468 4,768.00 10/22 CIO SUPPORT 010.4140.5303 CIO SOLUTIONS LP253 10/14/2022 295468 1,600.00 10/22 CROWDSTRIKE ADV DEFEND 010.4140.5303 CIO SOLUTIONS LP254 10/14/2022 295469 292.00 Lab test for Sept. 2022 640.4710.5310 CLINICAL LABORATORY OF255 10/14/2022 295470 368.63 KYOCERA COPIER LEASE 010.4421.5602 DE LAGE LANDEN FINANCIAL SVCS256 10/14/2022 295471 219.56 BRASS BALL VALVE, (14) 90, (14) MALE 010.4430.5605 FARM SUPPLY CO257 10/14/2022 295472 1,120.32 PW-59 (4) NEW TIRES 010.4420.5601 FIGUEROA'S TIRES258 10/14/2022 295472 30.00 4603 - Tire Mounting, Balancing 010.4203.5601 FIGUEROA'S TIRES259 10/14/2022 295473 772.00 CASH FOR GRASS- 772 SQ FT 226.4306.5554 STAN FIORENTINO260 10/14/2022 295474 165.24 October 2022 AETNA Resources 010.4145.5147 HEALTH AND HUMAN RESOURCE CTR261 10/14/2022 295474 41.31 October 2022 AETNA Resources - FCFA 010.0000.1111 HEALTH AND HUMAN RESOURCE CTR262 10/14/2022 295475 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 JESSICA HOPE263 10/14/2022 295476 300.29 Oil (5 cases) 612.4610.5608 JB DEWAR, INC264 10/14/2022 295477 140.00 RGP STREETLIGHT REPAIR ASSISTANCE 010.4213.5303 JD ELECTRIC265 10/14/2022 295478 100.00 REIMBURSEMENT-PW TRAINING FOOD 220.4303.5501 RAUL JUAREZ266 10/14/2022 295479 345.00 IACP CONFERENCE-GSA PER DIEM 5 DAYS X $69 010.4201.5501 MICHAEL MARTINEZ267 10/14/2022 295480 70.04 1 CU YD RECYCLED MULCH 010.4420.5605 MIER BROS LANDSCAPE PRODUCTS268 10/14/2022 295481 91.48 (10) BAGS 50 PD FAST SET CONCRETE 220.4303.5613 MINER'S ACE HARDWARE, INC269 10/14/2022 295481 5.86 KNOB, FASTENERS 010.4213.5604 MINER'S ACE HARDWARE, INC270 10/14/2022 295481 13.11 SCREWS & WASHERS 220.4303.5613 MINER'S ACE HARDWARE, INC271 10/14/2022 295481 82.92 VOLTAGE DETECTOR, LIGHT SOCKET 010.4213.5604 MINER'S ACE HARDWARE, INC272 10/14/2022 295481 12.26 BOLTS & NUTS 010.4213.5604 MINER'S ACE HARDWARE, INC273 10/14/2022 295481 18.31 SCREWDRIVER BITS 010.4420.5605 MINER'S ACE HARDWARE, INC274 10/14/2022 295482 207.70 OFFICE SUPPLIES 010.4421.5201 ODP BUSINESS SOLUTIONS LLC275 10/14/2022 295482 74.07 OFFICE SUPPLIES 010.4421.5201 ODP BUSINESS SOLUTIONS LLC276 10/14/2022 295482 119.35 OFFICE SUPPLIES 010.4421.5201 ODP BUSINESS SOLUTIONS LLCPage 16 of 417
CITY OF ARROYO GRANDECHECK LISTINGOCTOBER 1 - OCTOBER 31, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name277 10/14/2022 295482 $ 105.38 OFFICE SUPPLIES 010.4421.5201 ODP BUSINESS SOLUTIONS LLC278 10/14/2022 295483 32.98 ELECTRIC-WELL#11 640.4711.5402 PACIFIC GAS & ELECTRIC CO279 10/14/2022 295484 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 ANNA PAEZ280 10/14/2022 295485 119.95 10/22 HUBNER WIFI SVC 010.4201.5403 PEAKWIFI LLC281 10/14/2022 295486 50.00 PARK DEPOSIT REFUND-ELM ST 010.0000.2206 SANDRA PITT282 10/14/2022 295487 20,675.90 2021 VERMEER CHIPPER 010.4420.6201 RDO EQUIPMENT CO283 10/14/2022 295487 41,351.80 2021 VERMEER CHIPPER 220.4303.6201 RDO EQUIPMENT CO286 10/14/2022 295488 185.93 SERVICE CITY HALL RO UNIT 010.4213.5303 RICHETTI COMPLETE WATER287 10/14/2022 295489 50.00 PARK DEPOSIT REFUND-STROTHER BBQ#1 010.0000.2206 JON RYAN288 10/14/2022 295489 50.00 PARK DEPOSIT REFUND-STROTHER BBQ#2 010.0000.2206 JON RYAN289 10/14/2022 295490 4,600.00 Bomb Task Force Service 010.4201.5328 SLO COUNTY SHERIFF'S DEPT290 10/14/2022 295491 45.00 RECOGNITION DINNER- 3 ATTENDEES 010.4201.5501 SMRA EMPLOYEE FUND291 10/14/2022 295492 253,268.84 08/22 SEWER SVCS COLLECTIONS 760.0000.2304 SOUTH SLO COUNTY SANIT DIST292 10/14/2022 295492 816.75 08/22 (1) ADU PRORATED SEWER SVCS HOOKUP 760.0000.2305 SOUTH SLO COUNTY SANIT DIST293 10/14/2022 295492 8.81 CITY ACCT-215 E BRANCH 010.4145.5401 SOUTH SLO COUNTY SANIT DIST294 10/14/2022 295492 8.81 CITY ACCT-300 E BRANCH 010.4145.5401 SOUTH SLO COUNTY SANIT DIST295 10/14/2022 295492 8.81 CITY ACCT-211 VERNON ST 010.4145.5401SOUTH SLO COUNTY SANIT DIST296 10/14/2022 295492 8.81 CITY ACCT-RANCHO GRANDE PARK 010.4145.5401 SOUTH SLO COUNTY SANIT DIST297 10/14/2022 295492 8.81 CITY ACCT-STROTHER PARK 010.4145.5401 SOUTH SLO COUNTY SANIT DIST298 10/14/2022 295492 8.81 CITY ACCT-SHORT ST RESTROOMS 010.4145.5401 SOUTH SLO COUNTY SANIT DIST299 10/14/2022 295492 8.81 CITY ACCT-ELM ST PARK 010.4145.5401 SOUTH SLO COUNTY SANIT DIST300 10/14/2022 295492 8.81 CITY ACCT-203 N RENA 010.4145.5401 SOUTH SLO COUNTY SANIT DIST301 10/14/2022 295492 8.81 CITY ACCT-1221 ASH ST 010.4145.5401 SOUTH SLO COUNTY SANIT DIST302 10/14/2022 295492 8.81 CITY ACCT-SOTO SPORTS COMPLEX 010.4145.5401 SOUTH SLO COUNTY SANIT DIST303 10/14/2022 295492 8.81 CITY ACCT-127 SHORT ST 010.4145.5401 SOUTH SLO COUNTY SANIT DIST304 10/14/2022 295492 8.81 CITY ACCT-211 HALCYON RD 010.4145.5401 SOUTH SLO COUNTY SANIT DIST305 10/14/2022 295492 193,620.58 09/22 SEWER SERVICES COLLECTION 760.0000.2304 SOUTH SLO COUNTY SANIT DIST306 10/14/2022 295492 2,475.00 09/22 (1) SFR SEWER SVCS HOOKUP 760.0000.2305 SOUTH SLO COUNTY SANIT DIST307 10/14/2022 295492 8.81 CITY ACCT-215 E BRANCH 010.4145.5401 SOUTH SLO COUNTY SANIT DIST308 10/14/2022 295492 8.81 CITY ACCT- 300 E BRANCH 010.4145.5401 SOUTH SLO COUNTY SANIT DIST309 10/14/2022 295492 8.81 CITY ACCT-211 VERNON ST 010.4145.5401SOUTH SLO COUNTY SANIT DIST310 10/14/2022 295492 8.81 CITY ACCT-RANCHO GRANDE PARK 010.4145.5401 SOUTH SLO COUNTY SANIT DIST311 10/14/2022 295492 8.81 CITY ACCT-STROTHER PARK 010.4145.5401 SOUTH SLO COUNTY SANIT DIST312 10/14/2022 295492 8.81 CITY ACCT-SHORT ST RESTROOMS 010.4145.5401 SOUTH SLO COUNTY SANIT DIST313 10/14/2022 295492 8.81 CITY ACCT-ELM ST PARK 010.4145.5401 SOUTH SLO COUNTY SANIT DIST314 10/14/2022 295492 8.81 CITY ACCT-203 N RENA 010.4145.5401 SOUTH SLO COUNTY SANIT DIST315 10/14/2022 295492 8.81 CITY ACCT-1221 ASH ST 010.4145.5401 SOUTH SLO COUNTY SANIT DIST316 10/14/2022 295492 8.81 CITY ACCT-SOTO SPORTS COMPLEX 010.4145.5401 SOUTH SLO COUNTY SANIT DIST317 10/14/2022 295492 8.81 CITY ACCT-127 SHORT ST 010.4145.5401 SOUTH SLO COUNTY SANIT DISTPage 17 of 417
CITY OF ARROYO GRANDECHECK LISTINGOCTOBER 1 - OCTOBER 31, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name318 10/14/2022 295492 $ 8.81 CITY ACCT-211 HALCYON RD 010.4145.5401 SOUTH SLO COUNTY SANIT DIST319 10/14/2022 295493 50.00 PARK DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 SHERRI SPJUT320 10/14/2022 295494 50.00 PARK DEPOSIT REFUND-HERITAGE SQ 010.0000.2206 CAVIN STOKES321 10/14/2022 295495 112.33 UNIFORMS 010.4203.5272 TEMPLETON UNIFORMS322 10/14/2022 295495 15.72 UNIFORMS 010.4203.5272 TEMPLETON UNIFORMS323 10/14/2022 295495 130.65 UNIFORMS 010.4203.5272 TEMPLETON UNIFORMS324 10/14/2022 295495 112.33 UNIFORMS 010.4204.5272 TEMPLETON UNIFORMS325 10/14/2022 295496 377.40 Notice to Bidders - Pedestrian 350.5607.7301 THE MCCLATCHY COMPANY LLC326 10/14/2022 295496 99.45 PC - Parklet PH Notice - Sept. 010.4130.5301 THE MCCLATCHY COMPANY LLC327 10/14/2022 295496 107.00 PC PH Parklets - Aug. 16, 2022 010.4130.5301 THE MCCLATCHY COMPANY LLC328 10/14/2022 295496 107.00 PC PH ADU - Aug. 16, 2022 010.4130.5301 THE MCCLATCHY COMPANY LLC329 10/14/2022 295497 264.26 (12) SIGN BRACKET CLAMPS, (10) 220.4303.5613 TRAFFIC MANAGEMENT PRODUCTS330 10/14/2022 295497 1,367.60 (6) ROAD CLOSURE SIGNS, (29) 2 220.4303.5613 TRAFFIC MANAGEMENT PRODUCTS331 10/14/2022 295497 1,828.62 (100) DELINEATORS, (60) BASES-HARVEST FESTIVAL 220.4303.5613 TRAFFIC MANAGEMENT PRODUCTS332 10/14/2022 295497 403.34 (4) SQUARE POSTS 220.4303.5613 TRAFFIC MANAGEMENT PRODUCTS333 10/14/2022 295498 382.70 OFFICE ASST FOR WATER W/E 10/02 640.4712.5303 UNITED STAFFING ASSOC.334 10/14/2022 295498 382.69 OFFICE ASST FOR WATER W/E 10/02 612.4610.5303 UNITED STAFFING ASSOC.335 10/14/2022 295499 65.42 ACCT#808089883-00003 CIM CELL 010.4425.5255 VERIZON WIRELESS336 10/14/2022 295499 177.48 ACCT#808089883-00003, PHONE FOR SPECIAL EVENTS 010.4424.5252 VERIZON WIRELESS337 10/14/2022 295500 22,332.51 08/22 TMD ASSESSMENT REMITTANCE 761.0000.2007 VISIT SLO CAL338 10/14/2022 295500 (446.65) 08/22 CITY ADMIN FEE 010.0000.4771 VISIT SLO CAL339 10/14/2022 295501 600.00 CASH FOR GRASS- 600 SQ FT 226.4306.5554 LAWRENCE WOMACK340 10/18/2022 295502 4,626.60 11/22 RETIREE MEDICAL 010.4099.5136 ICMA RETIREMENT CORP341 10/18/2022 295502 608.12 11/22 RETIREE MEDICAL 010.0000.1111 ICMA RETIREMENT CORP342 10/18/2022 295502 368.87 11/22 RETIREE MEDICAL 220.4303.5136 ICMA RETIREMENT CORP343 10/21/2022 295503 997.73 SOFTBALLS FOR ADULT SOFTBALL LEAGUE 010.4424.5257 AD STARR344 10/21/2022 295504 2,797.05 Protective Vests 010.4201.6201 ADAMSON INDUSTRIES, INC345 10/21/2022 295504 216.78 Sales Tax 010.4201.6201 ADAMSON INDUSTRIES, INC346 10/21/2022 295505 2,642.50 August 2022 Cablecasting 010.4002.5330 AGP VIDEO, INC347 10/21/2022 295505 3,220.00 September 2022 Cablecasting 010.4002.5330 AGP VIDEO, INC348 10/21/2022 295505 750.00 Website Streaming & archiving 010.4002.5303 AGP VIDEO, INC349 10/21/2022 295505 750.00 Website streaming & archiving 010.4002.5303 AGP VIDEO, INC350 10/21/2022 295506 614.10 Patrol - Report Writing Room 010.4203.5255 AMAZON CAPITAL SERVICES351 10/21/2022 295507 22,122.75 ANIMAL SVCS CONTRACT- QTR 1 FY 22/23 010.4201.5321 ANIMAL SERVICES352 10/21/2022 295508 134.07 Communications - Radio Repair 010.4204.5606APPLIED TECHNOLOGY GROUP INC353 10/21/2022 295509 33.97 ACCT#23584139568063 ALARM 220.4303.5303 AT & T354 10/21/2022 295509 198.33 ACCT#23845101839190 RADIO 010.4145.5403 AT & T355 10/21/2022 295510 33.26 BAN#9391033183 010.4201.5403 AT&T356 10/21/2022 295510 24.87 BAN9391033180 010.4145.5403 AT&TPage 18 of 417
CITY OF ARROYO GRANDECHECK LISTINGOCTOBER 1 - OCTOBER 31, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name357 10/21/2022 295510 $ 252.29 BAN#9391033184 010.4201.5403 AT&T358 10/21/2022 295510 69.58 BAN#9391033187 010.4201.5403 AT&T359 10/21/2022 295511 100.00 REFUND-FALL ADULT BASKETBALL 010.0000.4606 SAM AUSTIN360 10/21/2022 295512 552.55 Pw-14 Transmission problem. 640.4712.5601 BACK ON THE ROAD AUTOMOBILE361 10/21/2022 295512 271.08 4604 - Maintenance and Repair 010.4203.5601 BACK ON THE ROAD AUTOMOBILE362 10/21/2022 295513 20.00 CAR WASH-PD ADMIN 010.4201.5601 BOB'S EXPRESS WASH363 10/21/2022 295513 235.00 CAR WASH-PD PATROL 010.4203.5601 BOB'S EXPRESS WASH364 10/21/2022 295513 12.00 CAR WASH-PW-22 220.4303.5601 BOB'S EXPRESS WASH365 10/21/2022 295513 12.00 CAR WASH-PW-16 010.4430.5601 BOB'S EXPRESS WASH366 10/21/2022 295513 10.00 CAR WASH-PW-10 640.4712.5601 BOB'S EXPRESS WASH367 10/21/2022 295513 20.00 CAR WASH-PW-4, PW-8 010.4301.5601 BOB'S EXPRESS WASH368 10/21/2022 295513 49.00 CAR WASH-PD SUPPORT SVCS 010.4204.5601 BOB'S EXPRESS WASH369 10/21/2022 295514 71.49 Patrol - Business Cards 010.4203.5255 BOONE PRINTING & GRAPHICS INC370 10/21/2022 295514 83.02 Patrol - Business Cards 010.4203.5255 BOONE PRINTING & GRAPHICS INC371 10/21/2022 295514 57.09 Business Cards 010.4102.5255 BOONE PRINTING & GRAPHICS INC372 10/21/2022 295515 131.41 hose nozzle, 75' hose 220.4303.5613 BRISCO MILL & LUMBER YARD373 10/21/2022 295515 104.62 lag bolts, 2x6 lumber WC 010.4213.5604 BRISCO MILL & LUMBER YARD374 10/21/2022 295515 39.79 (2) spray, bit nut setter 220.4303.5613 BRISCO MILL & LUMBER YARD375 10/21/2022 295515 18.31 Duct tape - Harvest 220.4303.5613 BRISCO MILL & LUMBER YARD376 10/21/2022 295515 33.13 stencils, tape, spray paint 010.4420.5605 BRISCO MILL & LUMBER YARD377 10/21/2022 295515 60.32 New Hose for Corp Yard 640.4712.5604 BRISCO MILL & LUMBER YARD378 10/21/2022 295515 150.22 #pine, dust mop, dust mop head 010.4213.5604 BRISCO MILL & LUMBER YARD379 10/21/2022 295515 60.26 Fabric for Pond Blow-off 640.4711.5603 BRISCO MILL & LUMBER YARD380 10/21/2022 295515 36.92 Ball valve & pipe fittings 612.4610.5610 BRISCO MILL & LUMBER YARD381 10/21/2022 295516 1,175.00 TUITION REIMBURSEMENT-AMU LSTD 010.4201.5502 JEREMY BURNS382 10/21/2022 295517 66.00 LIVESCAN/FINGERPRINT-PD PRE-EMPLOYMENT 010.4204.5329 CA ST DEPT OF JUSTICE383 10/21/2022 295517 93.00 LIVESCAN/FINGERPRINT-IN/OUT 010.4204.5329 CA ST DEPT OF JUSTICE384 10/21/2022 295517 93.00 FINGERPRINT/LIVESCAN-IN/OUT 010.4204.5329 CA ST DEPT OF JUSTICE385 10/21/2022 295517 74.00 FINGERPRINT/LIVESCAN=REC PRE-EMPLOYMENT 010.4425.5316 CA ST DEPT OF JUSTICE386 10/21/2022 295517 212.00 FINGERPRINT/LIVESCAN- REC PRE-EMPLOYMENT 010.4425.5316 CA ST DEPT OF JUSTICE387 10/21/2022 295518 50.00 PARK DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 TAMAR CARMONA388 10/21/2022 295519 987.20 ACCT#8245100960223598 PD DARK 010.4145.5401 CHARTER COMMUNICATIONS389 10/21/2022 295520 70.00 REFUND-QUILTING 010.0000.4605 KATHRYN CHRISCO390 10/21/2022 295521 372.59 ACCT#2901-1271650-01 METRO 010.4140.5303 DIGITAL WEST NETWORKS INC391 10/21/2022 295522 100.00 PARK DEPOSIT REFUND- RANCHO GRANDE 010.0000.2206 LEVONIA DODGEN392 10/21/2022 295523 50.00 PARK DEPOSIT REFUND-ELM ST 010.0000.2206 CHLOE DUFORD393 10/21/2022 295524 65.26 REIMBURSE FUEL 010.4203.5608 ANTHONY ESTRADA394 10/21/2022 295525 128.70 (10) Meter Lids 640.4712.5610 FAMCON PIPE AND SUPPLY INC395 10/21/2022 295525 1,158.30 (20) 1" x 3/4 Meter Bushing 640.5946.7001 FAMCON PIPE AND SUPPLY INCPage 19 of 417
CITY OF ARROYO GRANDECHECK LISTINGOCTOBER 1 - OCTOBER 31, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name396 10/21/2022 295526 $ 1,853.68 Heritage Restrooms (2) 12v mortise lock body, power transfer 010.4430.5303 FRANK'S LOCK & KEY397 10/21/2022 295527 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 LEAH GIANNINI398 10/21/2022 295528 5,798.17 REMOVE TREE AT CITY HALL 010.4420.5303 GREENVALE TREE COMPANY399 10/21/2022 295529 714.00 CASH FOR GRASS- 714 SQ FT 226.4306.5554 JOE HERINGES400 10/21/2022 295530 106.00 PARK RENTAL REFUND-RANCHO GRANDE 010.0000.4354 CHRISTIE HICKEY401 10/21/2022 295530 50.00 PARK DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 CHRISTIE HICKEY402 10/21/2022 295531 195.52 Fuel 010.4203.5608 JB DEWAR, INC403 10/21/2022 295532 300.00 ADULT SOFTBALL UMPIRE SCHEDULE 010.4424.5352 LARRY JUAREZ, SR404 10/21/2022 295533 867.83 (12) 5 g 50-123-5G Lel-Pro interior 010.4430.5274 KELLY-MOORE PAINTS405 10/21/2022 295534 300.00 ADULT BASKETBALL OFFICIAL 010.4424.5352 GASTON KETTING OLIVIER406 10/21/2022 295535 800.00 CASH FOR GRASS- 800 SQ FT 226.4306.5554 CHARLES LINQUIST407 10/21/2022 295536 100.00 REFUND-FALL ADULT BASKETBALL 010.0000.4606 MICAH LIVELO408 10/21/2022 295537 1,719.88 PROVIDE SEWER LINING CONSTRUCT 612.5821.7301 MICHAEL K NUNLEY & ASSOC.409 10/21/2022 295538 88.46 BLDG MAINT-MAT, TIES, TUBING 010.4201.5604 MINER'S ACE HARDWARE, INC410 10/21/2022 295538 8.53 BLDG MAINT-BRICKS 010.4201.5604 MINER'S ACE HARDWARE, INC411 10/21/2022 295538 0.60 BLDG MAINT-FASTENERS 010.4201.5604MINER'S ACE HARDWARE, INC412 10/21/2022 295538 9.69 LSPR RED MARKER 010.4301.5255 MINER'S ACE HARDWARE, INC413 10/21/2022 295539 50.00 PARK DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 LEAH MOTTA414 10/21/2022 295540 59.47 4605 - PARTS 010.4203.5601 MULLAHEY FORD415 10/21/2022 295541 218.40 09/22 YOGA IN THE PARK 010.4424.5351 NICCOLA NELSON416 10/21/2022 295542 372.00 Uniform Cleaning - Patrol Services 010.4203.5303 PARAMOUNT CLEANERS417 10/21/2022 295542 48.25 Uniform Cleaning - Support Services 010.4204.5303 PARAMOUNT CLEANERS418 10/21/2022 295543 750.00 BBQ PAN 010.4420.5605 PLANT MAINTENANCE SERV. INC.419 10/21/2022 295544 16.00 SIG SAUER ACADEMY-POST PER DIEM 010.4203.5501 TIMOTHY RAMIREZ420 10/21/2022 295545 15.00 REVERSE OSMOSIS RENTAL:08/22 010.4201.5303 RICHETTI COMPLETE WATER421 10/21/2022 295545 15.00 REVERSE OSMOSIS RENTAL:07/22 010.4201.5303 RICHETTI COMPLETE WATER422 10/21/2022 295545 15.00 REVERSE OSMOSIS RENTAL:09/22 010.4201.5303 RICHETTI COMPLETE WATER423 10/21/2022 295546 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 MICHAEL ROSS424 10/21/2022 295547 6,750.00 STREET SWEEPING JULY-DEC 2022 220.4303.5303 SCA425 10/21/2022 295547 2,250.00 STREET SWEEPING JULY-DEC 2022 010.4307.5303 SCA426 10/21/2022 295548 545.61 (4) Lesco Proces PRO, (2) zenport 6.5" stainless 010.4420.5605 SITEONE LANDSCAPE SUPPLY LLC427 10/21/2022 295549 1,532.50 Cross Connection Program Manager 640.4710.5303 SLO COUNTY ENVIRONMENTAL428 10/21/2022 295550 1,545.60 Prop Tax 007-462-001 (Huasna Rd RSLB) 287.4103.5551 SLO COUNTY TAX COLLECTOR429 10/21/2022 295551 38.14 Prop Tax 062-074-012 (S. Elm , Oceano) 010.4145.5551 SLO COUNTY TAX COLLECTOR430 10/21/2022 295552 12.00 Prop Tax 006-085-025 (Los Berros) 010.4145.5551 SLO COUNTY TAX COLLECTOR431 10/21/2022 295553 7.00 Prop Tax 006-085-023 (Los Berros) 010.4145.5551 SLO COUNTY TAX COLLECTOR432 10/21/2022 295554 7.00 Prop Tax 006-085-024 (Los Berros) 010.4145.5551 SLO COUNTY TAX COLLECTOR433 10/21/2022 295555 7.00 Prop Tax 006-085-026 (Los Berros) 010.4145.5551 SLO COUNTY TAX COLLECTOR434 10/21/2022 295556 120.55 GAS SERVICES-1375 ASH ST 010.4145.5401 SOCALGASPage 20 of 417
CITY OF ARROYO GRANDECHECK LISTINGOCTOBER 1 - OCTOBER 31, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name435 10/21/2022 295556 $ 14.30 GAS SERVICES-350 S ELM 010.4145.5401 SOCALGAS436 10/21/2022 295556 22.58 GAS SERVICES-200 N HALCYON 010.4145.5401 SOCALGAS437 10/21/2022 295557 552.19 OVERPAYMENT OF SEWER ARREARS 612.0000.4751 SWRCB DFA ARREARAGES PROGRAM438 10/21/2022 295557 719.73 OVERPAYMENT OF SANITATION DISTRICT 760.0000.2304SWRCB DFA ARREARAGES PROGRAM439 10/21/2022 295557 555.44 OVERPAYMENT OF SEWER & SAN DISTRICT 612.0000.4801SWRCB DFA ARREARAGES PROGRAM440 10/21/2022 295558 237.05 Uniforms 010.4204.5272 TEMPLETON UNIFORMS441 10/21/2022 295559 1,365.00 RENTAL/INSTALL SVCS FOR 30 DAY LOAD RECORDING 350.5473.7401 THOMA ELECTRIC, INC442 10/21/2022 295560 52.95 ACCT#090058901-CITY HALL TV 010.4145.5401 TIME WARNER CABLE443 10/21/2022 295561 70.87 Copy Machine Maintenance 9/01/22 - 9/30/22 010.4102.5602 ULTREX BUSINESS PRODUCTS (DBA)444 10/21/2022 295562 386.94 OFFICE ASST-W/E 10/09/22 640.4712.5303 UNITED STAFFING ASSOC.445 10/21/2022 295562 386.94 OFFICE ASST-W/E 10/09/22 612.4610.5303 UNITED STAFFING ASSOC.446 10/21/2022 295563 608.07 DURASTRIPE WHITE FIELD MARKING 010.4430.5605 US SPECIALTY COATINGS447 10/21/2022 295564 50.00 PARK DEPOSIT REFUND-ELM ST 010.0000.2206 MARICRUZ VEGA448 10/21/2022 295565 304.08 ACCT#472480460-00002 CITY IPAD 010.4145.5403 VERIZON WIRELESS449 10/21/2022 295566 50.00 PARK DEPOSIT REFUND-HERITAGE SQUARE 010.0000.2206 DANIELLE VOEGELE450 10/21/2022 295567 50.00 PARKD DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 ASHLEY WEIGAND451 10/21/2022 295568 448.00 CAMERA REPAIR 010.4201.6201 LEE WILSON ELECTRIC COMPANY INC452 10/21/2022 295569 43,499.34 SOCIAL SECURITY: Payment 011.0000.2105 CITY OF ARROYO GRANDE453 10/21/2022 295569 12,230.77 MEDICARE: Payment 011.0000.2105 CITY OF ARROYO GRANDE454 10/21/2022 295569 43,650.13 FEDERAL WITHHOLDING: Payment 011.0000.2104 CITY OF ARROYO GRANDE455 10/21/2022 295570 1,943.71 CASDI: Payment 011.0000.2111 CA ST EMPLOYMENT DEVEL DEPT456 10/21/2022 295570 17,063.97 STATE WITHHOLDING: Payment 011.0000.2108 CA ST EMPLOYMENT DEVEL DEPT457 10/21/2022 295571 565.60 DEPT OF CHILD SUPPORT SERVICES 011.0000.2114 CA STATE DISBURSEMENT UNIT458 10/21/2022 295572 3,367.39 DEFERRED COMPENSATION - EE %: Payment 011.0000.2117 ICMA RETIREMENT CORP459 10/21/2022 295572 11,854.76 DEFERRED COMPENSATION - EE: Payment 011.0000.2117 ICMA RETIREMENT CORP460 10/21/2022 295572 841.66 DEFERRED COMPENSATION - ER: Payment 011.0000.2117 ICMA RETIREMENT CORP461 10/21/2022 295572 275.00 ROTH - AFTER TAX: Payment 011.0000.2117 ICMA RETIREMENT CORP462 10/21/2022 295573 (0.07) ROUNDING DIFFERENCE 010.0000.4818 PERS - RETIREMENT463 10/21/2022 295573 117.11 PERS BUYBACK - AFTER TAX: Payment 011.0000.2106 PERS - RETIREMENT464 10/21/2022 295573 1,065.15 PERS Employer Pick Up: Payment 011.0000.2106 PERS - RETIREMENT465 10/21/2022 295573 32,987.35 PERS RETIREMENT: Payment 011.0000.2106 PERS - RETIREMENT466 10/21/2022 295573 44,401.02 PERS RETIREMENT: Payment 011.0000.2106 PERS - RETIREMENT467 10/21/2022 295574 1,271.08 PARS: Payment 011.0000.2107 US BANK OF CALIFORNIA468 10/28/2022 295575 756.00 Refund of Plot Plan Review app 010.0000.4510 JOSEPH ABRAHAM469 10/28/2022 295576 27.67 OFFICE SUPPLIES 010.4120.5201 AMAZON CAPITAL SERVICES470 10/28/2022 295577 24.44 Water Department Uniforms 640.4712.5143 ARAMARK UNIFORM SERVICES471 10/28/2022 295577 28.50 Corp Yard Mats 010.4213.5303 ARAMARK UNIFORM SERVICES472 10/28/2022 295577 14.00 Street Department Uniforms 220.4303.5143 ARAMARK UNIFORM SERVICES473 10/28/2022 295577 3.51 Auto Shop Uniforms 010.4305.5143 ARAMARK UNIFORM SERVICESPage 21 of 417
CITY OF ARROYO GRANDECHECK LISTINGOCTOBER 1 - OCTOBER 31, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name474 10/28/2022 295577 $ 15.49 Parks Department Uniforms 010.4420.5143 ARAMARK UNIFORM SERVICES475 10/28/2022 295577 24.44 Water Department Uniforms 640.4712.5143 ARAMARK UNIFORM SERVICES476 10/28/2022 295577 14.00 Street Department Uniforms 220.4303.5143 ARAMARK UNIFORM SERVICES477 10/28/2022 295577 7.01 Bldg. Maintenance Uniforms 010.4213.5143 ARAMARK UNIFORM SERVICES478 10/28/2022 295577 3.51 Auto Shop Uniforms 010.4305.5143 ARAMARK UNIFORM SERVICES479 10/28/2022 295577 7.00 Soto Sports Complex Uniforms 010.4430.5143 ARAMARK UNIFORM SERVICES480 10/28/2022 295577 7.50 Sewer Department Uniforms 612.4610.5143 ARAMARK UNIFORM SERVICES481 10/28/2022 295577 7.00 Soto Sports Complex Uniforms 010.4430.5143 ARAMARK UNIFORM SERVICES482 10/28/2022 295577 7.50 Sewer Department Uniforms 612.4610.5143 ARAMARK UNIFORM SERVICES483 10/28/2022 295577 81.91 Parks Department Uniforms 010.4420.5143 ARAMARK UNIFORM SERVICES484 10/28/2022 295577 7.01 Bldg. Maintenance Uniforms 010.4213.5143 ARAMARK UNIFORM SERVICES485 10/28/2022 295577 10.45 Auto Shop Towels 010.4305.5303 ARAMARK UNIFORM SERVICES486 10/28/2022 295578 9.80 Parks Department Mats/Mopheads 010.4213.5303 ARAMARK UNIFORM SERVICES487 10/28/2022 295578 9.80 PARKS DEPT MATS/MOPHEADS 010.4213.5303 ARAMARK UNIFORM SERVICES488 10/28/2022 295579 1,144.56 WC Audio upgrades 010.4213.5303 A-TOWN AUDIO VIDEO489 10/28/2022 295580 1,136.00 Cash for Grass Rebate ~ 226.4306.5554 STACEY AUSTIN-PAULEY490 10/28/2022 295581 150.60 Arroyo Grande Bakery-ground br 010.4421.5504 SHERIDAN BOHLKEN491 10/28/2022 295581 21.74 Vons-batteries 010.4421.5201 SHERIDAN BOHLKEN492 10/28/2022 295582 956.00 200 LBS SODIUM HYPOCHLORITE 640.4712.5274 BRENNTAG PACIFIC INC493 10/28/2022 295582 1,284.89 (4) DRUMS SODIUM HYPOCHLORITE 640.4712.5274 BRENNTAG PACIFIC INC494 10/28/2022 295583 1,376.00 CASH FOR GRASS-1376 SQ FT 226.4306.5554 TAMMY ANN BROWN495 10/28/2022 295584 821.13 S.M.I.P. Jul-Sept 2022 010.0000.2208 CA ST DEPT OF CONSERVATION496 10/28/2022 295584 (41.06)Admin Fee-SMIP 010.0000.4801 CA ST DEPT OF CONSERVATION497 10/28/2022 295585 161.00 State Green Bldg Std Fee 010.0000.2223 CALIFORNIA BUILDING STANDARDS498 10/28/2022 295585 (16.10) Admin/Code Enf Education Fee 010.0000.2223 CALIFORNIA BUILDING STANDARDS499 10/28/2022 295586 545.06 5 Ton Asphalt for Service Patc 640.5946.7001 CALPORTLAND CONSTRUCTION500 10/28/2022 295587 65.00 REIMBURSE-SEPT JIUJITSU 010.4203.5501 JASON CASTILLO501 10/28/2022 295588 185.13 ACCT#8245100960223572 PD TV 010.4145.5401 CHARTER COMMUNICATIONS502 10/28/2022 295589 265.60 Clogging September & drop ins 010.4424.5351 KATHLEEN J CINOWALT503 10/28/2022 295590 9,817.50 REMOTE-END USER BEADLE & RIVER 010.4140.5303 CIO SOLUTIONS LP504 10/28/2022 295591 400.00 09/22 NETBILL MONTHLY MAINT. 640.4710.5303 DATAPROSE LLC505 10/28/2022 295591 481.28 MEASURE D-22 INSERT 010.4102.5255 DATAPROSE LLC506 10/28/2022 295591 1,445.86 09/22 UTILITY BILL MAILING 640.4710.5208 DATAPROSE LLC507 10/28/2022 295591 459.20 09/22 NETBILL CC TRANSACTIONS 640.4710.5555 DATAPROSE LLC508 10/28/2022 295591 114.80 09/20 NETBILL CC TRANSACTIONS 612.4610.5555 DATAPROSE LLC509 10/28/2022 295592 3,076.00 Cash for Grass Rebate 226.4306.5554 ROBERT DOCKERTY510 10/28/2022 295593 1,406.99 One pul dog waste bags 010.4420.5605 DOG WASTE DEPOT511 10/28/2022 295594 750.00 HOMICIDE INVESTIGATION010.4204.5501 STEPHEN DOHERTY512 10/28/2022 295595 672.00 Roller Skate Class: Fall Session 010.4424.5351 DOOMSDAY SKATE LLCPage 22 of 417
CITY OF ARROYO GRANDECHECK LISTINGOCTOBER 1 - OCTOBER 31, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name513 10/28/2022 295596 $ 949.00 ARC22-010 REFUND 010.0000.4507 BRUCE EISENGART514 10/28/2022 295597 2,603.75 GIS SERVICES 010.4301.5303 GHD INC515 10/28/2022 295597 5,587.00 GIS SERVICES 010.4301.5303 GHD INC516 10/28/2022 295598 678.13 PREPARATION OF THE NCMA 2022 ANNUAL REPORT 640.4710.5303 GSI WATER SOLUTIONS517 10/28/2022 295599 85.00 Refund Yoga in the Park 010.0000.4605 DIEDRE HAAB518 10/28/2022 295600 200.00 Washing Machine Rebate 226.4306.5554 MARTIN HAWKE519 10/28/2022 295601 695.00 21/22 ACFR STATISTICAL PKG 010.4120.5303 HDL COREN & CONE520 10/28/2022 295602 41.31 SEPTEMBER 2022 AETNA RESOURCES 010.0000.1111 HEALTH AND HUMAN RESOURCE CTR521 10/28/2022 295602 165.24 SEPTEMBER 2022 AETNA RESOURCES 010.4145.5147 HEALTH AND HUMAN RESOURCE CTR522 10/28/2022 295603 160.55 PVC Glue (10 ea) 640.4712.5610 ICONIX WATERWORKS (US) INC523 10/28/2022 295603 437.76 1" 90 degree Brass (20 ea) 640.5946.7001 ICONIX WATERWORKS (US) INC524 10/28/2022 295603 829.55 1" Stop (10) 640.5946.7001 ICONIX WATERWORKS (US) INC525 10/28/2022 295603 201.51 (11) Lid Lifters 640.4712.5273 ICONIX WATERWORKS (US) INC526 10/28/2022 295603 130.71 313 Miller Way Service Material 640.4712.5610 ICONIX WATERWORKS (US) INC527 10/28/2022 295604 850.00 Cash for Grass Rebate 226.4306.5554 THOMAS A KORNMAIER528 10/28/2022 295605 295.00 HALLOWEEN LIGHT SERVICE 10/29/22 010.4424.5353 LOLA'S LETTERS CENTRAL COAST529 10/28/2022 295606 262.46 MAP CHECKING SERVICES 010.4301.5303 MNS ENGINEERS INC530 10/28/2022 295606 225.00 MAP CHECKING SERVICES 010.4301.5303 MNS ENGINEERS INC531 10/28/2022 295606 225.00 MAP CHECKING SERVICES 010.4301.5303 MNS ENGINEERS INC532 10/28/2022 295607 500.00 DJ SERVICE HALLOWEEN EVENT 10/29/22 010.4424.5353 RICHARD NORMAN533 10/28/2022 295608 170.90 OFFICE SUPPLIES 010.4120.5201 ODP BUSINESS SOLUTIONS LLC534 10/28/2022 295609 800.00 Cash for Grass Rebate 800 sq. 226.4306.5554 PAMELA OLSON535 10/28/2022 295610 300.00 K-Rail Rental 010.4919.5303 PACIFIC PETROLEUM CALIFORNIA536 10/28/2022 295611 56.00 Private Lessons Tennis 010.4424.5351 SUZANNE M PETRIE537 10/28/2022 295612 1,750.00 START CHANGE FOR HALLOWEEN CARNIVAL 010.0000.1033 PETTY CASH538 10/28/2022 295613 500.00 Halloween Supplies Reimbursement 010.4424.5252 JOHN ROGERS539 10/28/2022 295614 225.00 CITY HALL GENERATOR SERVICE & INSPECTION 010.4213.5303 SAN LUIS POWERHOUSE540 10/28/2022 295615 225.00 ADULT SOFTBALL SCORER-8 GAMES 010.4424.5352 MARTINA SARMIENTO541 10/28/2022 295616 375.00 Adult Basketball Scorekeeper 25 games @ $15 (October 10-27) 010.4424.5352 MACY SMITH542 10/28/2022 295616 45.00 3 admin hr 010.4424.5352 MACY SMITH543 10/28/2022 295617 3,500.00 SCCC: TBID: October Administration 240.4150.5303 SOUTH COUNTY CHAMBERS544 10/28/2022 295618 233.50 SLO PARTY RENTALS-HARVEST FESTIVAL 010.4424.5252 U.S. BANK545 10/28/2022 295618 38.46 SMART & FINAL-VOLUNTEER SUPPLIES 010.4424.5250 U.S. BANK546 10/28/2022 295618 9.85 HARVEST FESTIVAL SUPPLIES-WALMART 010.4424.5252 U.S. BANK547 10/28/2022 295618 163.60 GROUNDBREAKING SUPPLIES-SMART&FINAL 010.4421.5504 U.S. BANK548 10/28/2022 295618 48.00 Training - Lodging 010.4203.5501 U.S. BANK549 10/28/2022 295618 24.95 Uniforms - Alterations 010.4203.5272 U.S. BANK550 10/28/2022 295618 242.41 UNIFORMS-SHIRTS 010.4203.5272 U.S. BANK551 10/28/2022 295618 242.32 Preschool Supplies 010.4423.5253 U.S. BANKPage 23 of 417
CITY OF ARROYO GRANDECHECK LISTINGOCTOBER 1 - OCTOBER 31, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name552 10/28/2022 295618 $ 16.15 Amazon- Movie Night Supplies 010.4424.5252 U.S. BANK553 10/28/2022 295618 30.99 Amazon- Movie Night Supplies 010.4424.5252 U.S. BANK554 10/28/2022 295618 1,238.15 OFFICE SUPPLIES, TONER 010.4203.5255 U.S. BANK555 10/28/2022 295618 86.18 Amazon- Movie Night Supplies 010.4424.5252 U.S. BANK556 10/28/2022 295618 200.00 PeachJar- Halloween Marketing 010.4424.5252 U.S. BANK557 10/28/2022 295618 895.51 TRAINING-LODGING 010.4204.5501 U.S. BANK558 10/28/2022 295618 948.00 Teamsideline- Adult Sports Management Program 010.4424.5257 U.S. BANK559 10/28/2022 295618 31.80 Walmart- Adult Softball Supplies 010.4424.5257 U.S. BANK560 10/28/2022 295618 86.19 Big 5- Adult Basketball Supplies 010.4424.5257 U.S. BANK561 10/28/2022 295618 96.00 TeamUp- Soto Sports Complex Management Program 010.4424.5257 U.S. BANK562 10/28/2022 295618 495.00 Swank Motion Pictures- Movie Night 010.4424.5252 U.S. BANK563 10/28/2022 295618 640.00 TRAINING-TUITION 010.4203.5501 U.S. BANK564 10/28/2022 295618 2,065.18 COMMUNITY OUTREACH 010.0000.2019 U.S. BANK567 10/28/2022 295618 165.60 Freight 010.0000.2019 U.S. BANK568 10/28/2022 295618 105.79 UNIFORMS-SHIRTS 010.4204.5272 U.S. BANK569 10/28/2022 295618 139.73 PATROL SUPPLIES-STREAMLIGHT 010.4203.5255 U.S. BANK570 10/28/2022 295618 69.92 UNIFORMS-RANGE 010.4204.5272 U.S. BANK571 10/28/2022 295618 568.00 ALLIED HAND DRYER PARTS 010.4213.5604 U.S. BANK572 10/28/2022 295618 294.59 OFFICE SUPPLIES 010.4201.5201 U.S. BANK573 10/28/2022 295618 887.91 EBAY-CEILINGS TILES-REC 010.4213.5604 U.S. BANK574 10/28/2022 295618 100.00 FACEBOOK ADS 010.4421.5504 U.S. BANK575 10/28/2022 295618 28.98 Cake for going-away lunch for Student Intern 640.4712.5255 U.S. BANK576 10/28/2022 295618 24.06 Freight 010.4213.5604 U.S. BANK577 10/28/2022 295618 85.56 Fuel 010.4203.5608 U.S. BANK578 10/28/2022 295618 1,362.28 Training - Lodging 010.4203.5501 U.S. BANK579 10/28/2022 295618 1,334.93 Patrol Supplies - Duty Ammo 010.4203.5255 U.S. BANK580 10/28/2022 295618 175.62 Patrol - Report Wrting Room 010.4203.5255 U.S. BANK581 10/28/2022 295618 48.26 SWAT - Supplies 010.4204.5255 U.S. BANK582 10/28/2022 295618 156.56 Training - Lodging 010.4209.5501 U.S. BANK583 10/28/2022 295618 54.93 OTS FUEL 010.4209.5501 U.S. BANK584 10/28/2022 295618 173.09 TRAINING-LODGING 010.4209.5501 U.S. BANK585 10/28/2022 295618 100.00 DMV Physical 640.4712.5315 U.S. BANK586 10/28/2022 295618 106.00 AWWA MEMBERSHIP RENEWAL 220.4303.5501 U.S. BANK587 10/28/2022 295618 116.74 HOME DEPOT-HARD HATS 220.4303.5255 U.S. BANK588 10/28/2022 295618 3.00 VILLAGE PARKING- HARVEST FESTIVAL 220.4303.5613 U.S. BANK589 10/28/2022 295618 20.16 EBAY-BUTTON FOR BUCKET TRUCK 010.4420.5601 U.S. BANK590 10/28/2022 295618 100.00 PESTICIDE APPLICATORS SEMINAR 220.4303.5503 U.S. BANK591 10/28/2022 295618 79.20 OTS FUEL 010.4209.5501 U.S. BANK592 10/28/2022 295618 162.73 POS Portal New Card reader 010.4421.5201 U.S. BANKPage 24 of 417
CITY OF ARROYO GRANDECHECK LISTINGOCTOBER 1 - OCTOBER 31, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name593 10/28/2022 295618 $ 234.33 NORTHER WOODSMEN-ARBORIST TOOL 010.4420.5605 U.S. BANK594 10/28/2022 295618 1,429.29 SWAT - Equipment Ballistic Vest 010.4201.6201 U.S. BANK595 10/28/2022 295618 75.00 PeachJar- Parents Night Out 010.4425.5255 U.S. BANK596 10/28/2022 295618 107.75 EBAY-SQ BAR HITCH STEP 010.4420.5601 U.S. BANK597 10/28/2022 295618 75.00 ABPA MEMBERSHIP RENEWAL 220.4303.5501 U.S. BANK598 10/28/2022 295618 399.00 MISAC IT Manager Job Posting 010.4140.5316 U.S. BANK599 10/28/2022 295618 52.10 Authorize.net Credit Card Fee 010.4145.5555 U.S. BANK600 10/28/2022 295618 28.06 Fuel 010.4201.5608 U.S. BANK601 10/28/2022 295618 620.70 Training - Airline Ticket 010.4201.5501 U.S. BANK602 10/28/2022 295618 40.00 Membership - CPCA 010.4201.5503 U.S. BANK603 10/28/2022 295618 20.98 School Year Supplies 010.4425.5255 U.S. BANK604 10/28/2022 295618 18.30 Walmart - PC Frame Cottrell 010.4101.5201 U.S. BANK605 10/28/2022 295618 528.85 ZOOM -MEETING SUPPORT 010.4140.5303 U.S. BANK606 10/28/2022 295618 113.14 APC BACK-UPS 650 010.4140.5602 U.S. BANK607 10/28/2022 295618 200.65 SUBSCRIPTION- THE TRIBUNE 010.4145.5503 U.S. BANK608 10/28/2022 295618 109.02 SUPPLIES-CITY COUNCIL BANNER 010.4101.5201 U.S. BANK609 10/28/2022 295618 16.16 SUPPLIES-B DAY CARD, PLANT 010.4002.5201 U.S. BANK610 10/28/2022 295618 375.00 TRAINING-CJPIA MGMT ACADEMY 010.4002.5501 U.S. BANK611 10/28/2022 295618 149.00 ICMA ONLINE TRAINING-HR TRAINING 010.4110.5501 U.S. BANK612 10/28/2022 295618 35.00 S CTY CHAMBER B'FAST-MCDONALD 010.4101.5501 U.S. BANK613 10/28/2022 295618 198.00 SOUTH COUNTY CHAMBER ANNUAL DINNER 010.4120.5501 U.S. BANK614 10/28/2022 295618 99.00 SOUTH COUNTY CHAMBER ANNUAL DINNER 010.4110.5501 U.S. BANK615 10/28/2022 295618 330.81 TRAINING SUPPLIES-CENTRAL MARKET 010.4307.5501 U.S. BANK616 10/28/2022 295618 14.70 Village Papery - CM Office Supplies 010.4101.5201 U.S. BANK617 10/28/2022 295618 12.68 PR-MEMORIAL PHOTOS 010.4101.5504 U.S. BANK618 10/28/2022 295618 594.00 S CTY CHAMBER ANNUAL DINNER 010.4001.5501 U.S. BANK619 10/28/2022 295618 99.00 S CTY CHAMBER ANNUAL DINNER 010.4130.5501 U.S. BANK620 10/28/2022 295619 27.89 Children in Motion Snack Supplies 010.4425.5259 CARRIE VAN BEVEREN621 10/28/2022 295620 23,933.46 Verdin: 09/22 Social Media Marketing 240.4150.5301 VERDIN MARKETING INK622 10/28/2022 295621 43.25 SSMP 5 Year Update 2019 612.4610.5303 WALLACE GROUP A CALIF CORP623 10/28/2022 295621 2,227.67 FATS, OILS AND GREASE PROGRAM 612.4610.5303 WALLACE GROUP A CALIF CORP624 10/28/2022 295621 627.00 FOG Program - 2021-2022 612.4610.5303 WALLACE GROUP A CALIF CORP625 10/28/2022 295622 3,490.41 STAFF EXTENSION SERVICES FOR NCMA FOR FY 2022/23 640.4710.5303 WATER SYSTEMS CONSULTING INC626 10/28/2022 295623 200.00 Holiday Parade Photography 010.4421.5504 NAMU WILLLIAMS627 10/28/2022 295624 165.00 ADULT SOFTBALL SCORER- 9 GAMES 010.4424.5352 SHIRLEY WILLMOTT628 10/28/2022 295625 756.00 Plot Plan Review Refund 010.0000.4510 JANET WOOD629 10/28/2022 295626 55.00 Use oil & gas filter pickup 010.4305.5303 WORLD OIL ENVIROMENTAL SVCS630 10/28/2022 295626 95.00 Used oil mix - pick up city yard 010.4305.5303 WORLD OIL ENVIROMENTAL SVCS631 10/28/2022 295627 63.42 UB Refund Cst #00028722 640.0000.2301 B&W MGMTPage 25 of 417
CITY OF ARROYO GRANDECHECK LISTINGOCTOBER 1 - OCTOBER 31, 2022ATTACHMENT 1Line Check Date Check # Amount Description Acct # Vendor Name632 10/28/2022 295628 $ 124.71 UB Refund Cst #00028093 640.0000.2301 SAVAYIA BERO633 10/28/2022 295629 881.28 UB Refund Cst #00021634 640.0000.2301 MARIEA WEST634 10/28/2022 295630 814.78 AFLAC PRE TAX: Payment 011.0000.2126 AFLAC INSURANCE635 10/28/2022 295630 24.18 AFLAC AFTER TAX: Payment 011.0000.2126 AFLAC INSURANCE636 10/28/2022 295631 3,153.50 POLICE DEPT DUES: Payment 011.0000.2116 ARROYO GRANDE POLICE ASSN637 10/28/2022 295632 3,200.00 AG CAREER FIREFIGHTERS ASSN: Payment 011.0000.2115 FIVE CITIES PROF. FIREFIGHTERS638 10/28/2022 295633 62.80 PRE-PAID LEGAL SERVICES: Payme 011.0000.2125 LEGALSHIELD639 10/28/2022 295634 1,290.50 SEIU DUES: Payment 011.0000.2118 S.E.I.U. LOCAL 620640 1,521,591.39 Page 26 of 417
ATTACHMENT 2
.
General Fund 356,646.85 5101 Salaries Full time 235,729.53
Streets Fund 18,839.63 5101 Volunteer Employee Retirement -
American Rescue Plan Act 2,840.54 5102 Salaries Part-Time - PPT 5,140.29
Sewer Fund 9,503.52 5103 Salaries Part-Time - TPT 13,563.76
Water Fund 22,112.69 5105 Salaries OverTime 17,850.22
409,943.23 5106 Salaries Strike Team OT -
5107 Salaries Standby 1,610.90
5108 Holiday Pay 6,364.82
5109 Sick Pay 9,418.69
5110 Annual Leave Buyback -
Administrative Services - 5111 Vacation Buyback -
Information Services - 5112 Sick Leave Buyback -
Community Development - 5113 Vacation Pay 6,371.17
Police 14,492.59 5114 Comp Pay 2,077.87
Public Works - Maintenance 3,016.77 5115 Annual Leave Pay 1,308.72
Public Works - Enterprise 340.86 5116 Salaries - Police FTO 162.72
Recreation - Administration - 5121 PERS Retirement 29,860.79
Recreation - Special Events - 5122 Social Security 21,010.29
Children In Motion - 5123 PARS Retirement 286.36
17,850.22 5126 State Disability Ins. 1,140.76
5127 Deferred Compensation 716.66
5131 Health Insurance 50,105.30
5132 Dental Insurance 3,186.86
5133 Vision Insurance 806.68
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 188.19
5150 Bi-Lingual Pay 150.00
5151 Cell Phone Allowance 1,082.50
409,943.23
OVERTIME BY DEPARTMENT:
Total FCFA payroll cost for this period is $199,421.19. 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
09/16/2022 - 09/29/2022
10/7/2022
BY FUND BY ACCOUNT
Page 27 of 417
ATTACHMENT 2
.
General Fund 336,566.56 5101 Salaries Full time 228,210.92
Streets Fund 15,761.61 5101 Volunteer Employee Retirement -
American Rescue Plan Act - 5102 Salaries Part-Time - PPT 2,187.10
Sewer Fund 9,505.57 5103 Salaries Part-Time - TPT 15,927.76
Water Fund 22,270.87 5105 Salaries OverTime 6,306.20
384,104.61 5106 Salaries Strike Team OT -
5107 Salaries Standby 1,678.40
5108 Holiday Pay 1,473.80
5109 Sick Pay 9,571.22
5110 Annual Leave Buyback -
Administrative Services - 5111 Vacation Buyback -
Information Services - 5112 Sick Leave Buyback -
Community Development - 5113 Vacation Pay 5,540.56
Police 5,288.16 5114 Comp Pay 2,913.09
Public Works - Maintenance 672.26 5115 Annual Leave Pay 6,434.32
Public Works - Enterprise 345.78 5116 Salaries - Police FTO 154.81
Recreation - Administration - 5121 PERS Retirement 28,904.04
Recreation - Special Events - 5122 Social Security 19,624.80
Children In Motion - 5123 PARS Retirement 242.42
6,306.20 5126 State Disability Ins. 1,074.90
5127 Deferred Compensation 716.66
5131 Health Insurance 46,243.74
5132 Dental Insurance 2,944.82
5133 Vision Insurance 737.62
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 174.78
5150 Bi-Lingual Pay 150.00
5151 Cell Phone Allowance 1,082.50
384,104.61
OVERTIME BY DEPARTMENT:
Total FCFA payroll cost for this period is $179,484.34. 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
09/30/2022 - 10/13/2022
10/21/2022
BY FUND BY ACCOUNT
Page 28 of 417
Item 9.b.
MEMORANDUM
TO: City Council
FROM: Nicole Valentine, Administrative Services Director
BY: Lynda Horejsi, Accounting Manager
SUBJECT: Consideration of Statement of Investment Deposits
DATE: November 22, 2022
SUMMARY OF ACTION:
Presentation of the City’s investment deposits as of September 30, 2022.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There is no funding impact to the City related to these reports. However, the City does
receive interest revenue based on the interest rate of the investments. No or minimal
future staff time is projected.
RECOMMENDATION:
Receive and file the attached report listing investment deposits of the City of Arroyo
Grande as of September 30, 2022, as required by Government Code Section 53646(b).
BACKGROUND:
The Administrative Services department has historically submitted to the City Council a
monthly report, providing the following information:
1. Type of investment.
2. Financial institution (bank, savings and loan, broker, etc).
3. Date of maturity.
4. Principal amount.
5. Rate of interest.
6. Current market value for all securities having a maturity of more than 12 months.
7. Relationship of the monthly report to the annual statement of investment policy.
Page 29 of 417
Item 9.b.
City Council
Consideration of Statement of Investment Deposits
November 22, 2022
Page 2
ANALYSIS OF ISSUES:
This report represents the City’s investments as of September 30, 2022. It includes all
investments managed by the City, the investment institution, investment type, book value,
maturity date, and rate of interest. As of September 30, 2022, the investment portfolio
was in compliance with all State laws and the City’s investment policy.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve staff’s recommendation to receive an d file the attached report listing the
investment deposits;
2. Do not approve staff’s recommendation; or
3. Provide other direction to staff.
ADVANTAGES:
Safety of principal is the foremost objective of the City. Investments are undertaken in a
manner that seeks to ensure the preservation of capital in the overall portfolio.
DISADVANTAGES:
Some level of risk is present in any investment transaction. Losses could be incurred due
to market price changes, technical cash flow complications such as the need to withdraw
a non-negotiable Time Certificate of Deposit early, or even the default of an issuer. To
minimize such risks, diversifications of the investment portfolio by institution and by
investment instruments are being used as much as is practical and prudent.
ENVIRONMENTAL 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. Portfolio Summary: September 30, 2022
Page 30 of 417
ATTACHMENT 1City of Arroyo Grande300 E. Branch St.Arroyo Grande, CA 93420Phone: (805) 473-5400CITY OF ARROYO GRANDEPortfolio ManagementPortfolio SummarySeptember 30, 2022Investments Principal ValueCurrent Market Value Interest Rate Date of PurchaseTerm Maturity Date% of PortfolioLocal Agency Investment Fund15,134,227.23$ 15,134,227.23$ 1.276%48.729%Certificates of DepositPacific Premier Bank 249,000.00 249,000.00 0.200% February 21, 2022 12 mos February 21, 2023 0.802%Sallie Mae Bank 247,000.00 247,000.00 1.900% October 3, 2019 36 mos October 3, 2022 0.795%Eaglebank Bethesda Maryland 249,000.00 249,000.00 1.850% October 4, 2019 36 mos October 4, 2022 0.802%Goldman Sachs Bank USA 247,000.00 247,000.00 1.850% October 24, 2019 36 mos October 24, 2022 0.795%1st Security Bank Washington 249,000.00 249,000.00 1.700% October 4, 2019 42 mos April 4, 2023 0.802%Morgan Stanley Private Bank 247,000.00 247,000.00 2.250% July 11, 2019 45 mos July 11, 2023 0.795%Merrick Bank 249,000.00 249,000.00 1.800% October 16, 2019 48 mos October 16, 2023 0.802%BMW Bank North America 249,000.00 249,000.00 0.500% July 16, 2021 36 mos July 16, 2024 0.802%Enerbank USA 247,000.00 247,000.00 1.850% October 25, 2019 60 mos October 25, 2024 0.795%Beal Bk Plano TX 247,000.00 247,000.00 1.350% March 26, 2022 36 mos March 26, 2025 0.795%Beal Bk Las Vegas NV 247,000.00 247,000.00 1.250% March 26, 2022 36 mos March 26, 2025 0.795%Flagstar Bank 245,000.00 245,000.00 0.850% May 15, 2020 60 mos May 15, 2025 0.789%American Express National Bank 246,000.00 246,000.00 3.100% May 25, 2022 36 mos May 25, 2025 0.792%New York Community Bank 249,000.00 249,000.00 0.550% July 1, 2021 48 mos July 1, 2025 0.802%Live Oak Bank 249,000.00 249,000.00 3.150% May 25, 2022 48 mos May 26, 2026 0.802%UBS Bank USA 249,000.00 249,000.00 0.900% July 21, 2021 60 mos July 21, 2026 0.802%Toyota Financial Savings Bank 248,000.00 248,000.00 0.950% July 22, 2021 60 mos July 22, 2026 0.799%Bank United NA 249,000.00 249,000.00 1.350% December 8, 2021 60 mos December 8, 2026 0.802%Capital One Bank USA 248,000.00 248,000.00 1.250% December 8, 2021 60 mos December 8, 2026 0.799%Discover Bank 246,000.00 246,000.00 3.200% May 18, 2022 60 mos May 19, 2027 0.792%Total Certificates of Deposit4,956,000.00 4,956,000.00 15.957%Agency BondsFederal Farm Credit Bank 2,500,000.00 2,443,365.00 1.600% November 1, 2019 48 mos November 1, 2023 8.050%Federal Farm Credit Bank 1,999,314.00 1,888,502.00 0.350% December 4, 2020 42 mos May 16, 2024 6.437%Federal Home Loan Bank 499,252.43 496,896.23 1.000% July 19, 2022 29 mos December 20, 2024 1.608%Federal Farm Credit Bank 998,431.00 927,003.00 0.430% March 17, 2021 48 mos March 3, 2025 3.215%Federal Natl Mortgage Assn 1,000,000.00 904,544.00 0.500% October 20, 2020 60 mos October 20, 2025 3.220%Federal Home Loan Bank 999,500.00 905,845.00 0.800% March 17, 2021 60 mos March 10, 2026 3.218%Federal Home Loan Bank 994,396.00 939,258.00 2.400% March 17, 2021 72 mos March 29, 2027 3.202%Federal Home Loan Bank 500,000.00 484,359.50 3.375% May 17, 2022 60 mos May 17, 2027 1.610%Total Agency Bonds9,490,893.43 8,989,772.73 30.559%Page 31 of 417
ATTACHMENT 1City of Arroyo Grande300 E. Branch St.Arroyo Grande, CA 93420Phone: (805) 473-5400CITY OF ARROYO GRANDEPortfolio ManagementPortfolio SummarySeptember 30, 2022Investments Principal ValueCurrent Market Value Interest Rate Date of PurchaseTerm Maturity Date% of PortfolioMunicipal BondsCalifornia State GO Various Purp Bond 491,810.00 482,495.00 3.100% May 12, 2022 47 mos April 1, 2026 1.584%Total Municipal Bonds491,810.00 482,495.00 1.584%Treasury ObligationsU.S. Treasury Z-2026 Series 984,728.00 905,859.00 1.100% December 6, 2021 53 mos May 31, 2026 3.171%Total Treasury Obligations984,728.00 905,859.00 3.171%TOTAL INVESTMENTS31,057,658.66$ 30,468,353.96$ 100.000%Page 32 of 417
Item 9.c.
MEMORANDUM
TO: City Council
FROM: Nicole Valentine, Administrative Services Director
SUBJECT: Consideration of Fiscal Year 2022-23 First Quarter Status Report and
Request to Approve Six Budget Adjustment Requests
DATE: November 22, 2022
SUMMARY OF ACTION:
Consider and file the Fiscal Year (FY) 2022-23 First Quarter Financial Status Report and
approve six Budget Adjustment Requests.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
Preparation of the First Quarter Financial Status Report requires staff time within the
existing work plan and budget for the Administrative Services Department. At the end of
the first quarter, FY 2022-23 revenues for the General Fund were $2.3 million, or two
percent (2%), below the Budget Target. Actual Expenditures were $6.7 million, and below
the Budget Target by $1.5 million (7%).
Council is being asked to approve six budget adjustments. The requests include three
budget adjustments for re-appropriation (carryover) of prior year budgets for projects
started but not completed as of June 30, 2022. The remaining three requests are items
identified after the final FY 2022-23 budget was completed. The overall impact to the
budget is an increase in General Fund expenditures of $17,000, Water Availability
expenditures of $6,134, and COPS Fund expenditures of $8,654 as reflected in the
following table:
Request Revenue Expenditure
General
Fund Impact
Water Availability
Fund Impact
COPS Fund
Impact
Original
Budget
Carryover OTS Grant for Traffic/DUI Enforcement 11,542 11,542 - - -
Carryover Retraining Scholarship Program 25,000 25,000 - - -
Cash for Grass Program - 6,134 - 6,134 -
Radio Communication System Upgrade 13,346 26,000 - - 8,654 4,000
Steam Clean Village Sidewalks - 17,000 17,000 - -
Elm Street Park Holiday Tree Lighting 10,000 10,000 - - -
Totals 59,888 95,676 17,000 6,134 8,654 4,000
Page 33 of 417
Item 9.c.
City Council
Consideration of Fiscal Year 2022-23 First Quarter Status Report and Request to
Approve Six Budget Adjustment Requests
November 22, 2022
Page 2
RECOMMENDATION:
Receive, consider, and file the FY 2022-23 First Quarter Financial Status Report; and
approve six Budget Adjustment Requests.
BACKGROUND:
First Quarter Financial Report
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 First Quarter Financial Status
Report is the first of four financial performance reports that staff will present to Council
during the 2022-23 fiscal year.
The purpose of the FY 2022-23 First Quarter Financial Status Report is to:
Compare first quarter revenues received and expenditures incurred to the first
quarter 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 first quarter information including headcount statistics,
completed Capital Improvement Projects, and requests for City Council approval
of Budget Adjustment Requests that have not previously been approved.
The City’s actual first quarter financial results will be compared to both the prior year’s
first quarter and the budgeted Target. The Target for expenditures is calculated as one
fourth (25%) of the FY 2022-23 Budget and represents the 3-month period from July 2022
through September 2022, except for the Non-Departmental Annual Payments line that
has a Target of the full budget. This approach increased the Target from 25% to 35% for
the first quarter. The Target for revenues does not use the 25% Target but a Target of
13.3% that more accurately reflects the anticipated revenues to be received in the first
quarter of the fiscal year. Revenue realization is typically low at the end of the first quarter
of the fiscal year due to the timing of when major tax revenues are received, the time lag
involved in billing cycles, and the receipt of reimbursements. Using the Target as a
comparator against actual results provides a simplified method to evaluate performance
for the quarter.
Budget Adjustments
Council is being asked to approve six budget adjustments. Three of the requests include
a request for re-appropriation (carryover) of prior-year budgets for projects that were
started but not completed as of June 30, 2022. The remaining three requests are items
were identified after the final budget was completed.
Page 34 of 417
Item 9.c.
City Council
Consideration of Fiscal Year 2022-23 First Quarter Status Report and Request to
Approve Six Budget Adjustment Requests
November 22, 2022
Page 3
ANALYSIS OF ISSUES:
First Quarter (Q1) Revenue and Expenditures Compared to Prior Year
Current Year Q1 Actuals Compared to Prior Year Q1 Actuals
The General Fund is the primary operating fund of the Cit y and accounts for resources
and services traditionally associated with government. General Fund revenues at the first
quarter of this year were $49,056 lower than the first quarter of the prior year.
Expenditures were $801,296 higher at the end of the first quarter of the current fiscal year
versus the first quarter of the prior year. A more thorough explanation of first quarter
variances is set forth in the attached financial report. The following is a summary of the
first quarter variances between the two fiscal years.
Revenue ($49,056 lower)
The majority of the $49,056 variance between the first quarter of this year and the prior
first quarter is related to the timing of property taxes received in the first quarter of FY
2021-22 that was not received in the first quarter of FY 2022-23.
Expenditures ($801,296 higher)
As mentioned, first quarter expenditures compared to the prior year were higher by
$801,296. The majority of the variance between the two fiscal quarters is related to timing
and payment of Liability and Property Insurance, as well as additional vacant positions.
First Quarter (Q1) Revenue and Expenditures Compared to Target
Current Year Q1 Actuals Compared to Target
The table above compares first quarter actual results to the budgeted Target. First
Quarter actual revenue was short of the Target by $463,660. First Quarter actual
expenditures were also short of the Target by $1.5 million. The following is a summary of
First Quarter
FY 2022-23
First Quarter
FY 2021-22 Variance
Revenue 2,309,588$ 2,358,644$ (49,056)$
Expenditures 6,670,043$ 5,868,747$ 801,296$
General Fund
FY 2022-23
First Quarter Target
FY 2022-23
First Quarter Actuals Variance
Revenue 2,773,248$ 2,309,588$ (463,660)$
Expenditures 8,248,293$ 6,670,043$ (1,578,250)$
General Fund
Page 35 of 417
Item 9.c.
City Council
Consideration of Fiscal Year 2022-23 First Quarter Status Report and Request to
Approve Six Budget Adjustment Requests
November 22, 2022
Page 4
the first quarter revenue and expenditure variances compared to the budgeted Target. A
more thorough explanation of first quarter variances is set forth in the attached financial
report.
Revenue ($463,660 lower)
The first quarter revenue shortfall compared to the Target is not unusual. Revenue
realization is typically low in the first quarter of the fiscal year due to the time lag involved
in billing cycles and the receipt of reimbursements. Some of the larger revenue variances
are explained below.
The largest single source of City revenue is Secured Property Tax. Secured
Property Tax is billed by the County to property owners and payable in two (2)
installments. Property owners typically receive their first property tax bill at the end
of September or early October, with a due date of November 1st. The majority of
property tax related to the first installment will be received in December 2022. The
second installment is due on April 1st and will be reflected in the fourth quarter
report. The revenue Target includes the equivalent of one month of property tax
revenue, but actuals were still lower than this conservative revenue assumption by
$397,620.
Transient Occupancy Tax (TOT) revenue is reflecting an $122,120 favorable
variance to the Target. The Target and actual TOT revenue represents only two
months of TOT receipts due to the timing of payments. Lodging facilities have thirty
days after the month’s end to make their TOT payment s.
Other revenue is made up of Business License Tax, Fines, Intergovernmental
Income, Other Charges for Service, and Other Revenues . The actual revenue in
this category is lower than the Target by $126,100. The largest variance in this
grouping is related to the anticipated revenue from the sale of the police fleet that
will be received in Q4 after the new Police Explorers are outfitted and ready for
use.
License and permit revenue fell short of the Target by $8,700. Franchise Fees fell
short of the Target by $18,800. Recreation Fees fell short of the Target by $18,800
and Transfers to the General Fund fell short of the Target by $14,500. The Target
is based on 25% or 3 months of the fiscal year’s total budget. The majority of the
variance is timing of payments being issued through first quarter. Revenue in many
of these categories is customer driven and fluctuates over the course of a year as
well as year over year based on demand.
Expenditures ($1.5 million lower)
Actual first quarter expenditures were $1,578,250 under the Target. All of the City’s
departments are under their spending Targets. Some of the more significant savings
Page 36 of 417
Item 9.c.
City Council
Consideration of Fiscal Year 2022-23 First Quarter Status Report and Request to
Approve Six Budget Adjustment Requests
November 22, 2022
Page 5
occurred in the Police, Administrative Services, Public Works, and Community
Development Departments.
A portion of the variance is attributed to the annual CalPERS UAL retirement
payment. This payment was budgeted at $1,856,772 but the actual expenditure
was $1,319,522, resulting in a favorable variance to the budget of $537,250.
Other favorable departmental variances compared to the Target include salary
savings and lower contractual service spending.
Budget Adjustments
One of the purposes of the first quarter report is to recommend the re -appropriation
(carryovers) of prior year budgets for services/products that were begun, but not
completed, as of June 30, 2022. These requested carryovers do not include capital
improvement projects. Each year, the City Council adopts a budget which commits
resources to the Capital Improvement Program (CIP) that addresses infrastructure
maintenance and improvements throughout the City. The CIP is funded through a variety
of sources including significant grants and transfers from other funds. CIP funds do not
have annual appropriated budgets. Control over capital projects is maintained by a
project-length CIP budget. This project-length budget authorizes total expenditures over
the duration of a construction project, rather than year by year. A detailed accounting by
Project is included in Attachment 1 for information purposes.
Staff identified three projects that were budgeted in FY 2021-22 and were not completed
in that fiscal year but are expected to be completed in the current year. It is requested
that the following carryover budget adjustments be approved :
$11,542 Police Department: Carryover $11,542 related to the Office of Traffic
Safety (OTS) Grant for Traffic/DUI Enforcement Program. This Grant program
operates from October 1, 2021 through September 30, 2022. This carryover is
due to the misalignment of the program year ending in September but budgeted in
FY 2021-22. The invoice for July 1 - September 30, 2022 was submitted totaling
$11,542 and it is anticipated to be received within the next few weeks.
$25,000 City Council: Carryover $25,000 for the retraining scholarship program
funded using SB 1090 funds. This program was approved at the March 9, 2021
City Council meeting, item 10.a., but only $15,000 was spent in FY 2021 -22. This
program is administered by the South County Chamber of Commerce in
partnership with SLO Partners. The Chamber is continuing to process scholarships
throughout this fiscal year as needs arise.
Page 37 of 417
Item 9.c.
City Council
Consideration of Fiscal Year 2022-23 First Quarter Status Report and Request to
Approve Six Budget Adjustment Requests
November 22, 2022
Page 6
$6,134 Public Works Department: Carryover $6,134 for the Cash for Grass
program from the Water Availability Special Revenue Fund that has been allocated
to residents participating in the program but has not been processed for payment
related to completion of work in FY 2021-22.
Finally, staff requests approval of three additional budget adjustments that are not
carryovers, as described in more detail below:
$26,000 Police Department: The Police Department has received $13,346 of
Nuclear Power Plant (NPP) PG&E Grant for Emergency Management Systems for
50% of the total project cost of $26,000 to upgrade the radio communications
system to improvement communications on the East side of Arroyo Grande. The
remaining funds will be provided through $4,000 of the current General Fund
Police Department budget and an allocation of COPS Grant fund balance of
$8,654.
$17,000 Public Works Department: It is recommended that the Streets Division
Contractual Services budget be increased by $17,000 to allow the City to contract
with a vendor to steam clean the Village Sidewalks. After meeting with the
businesses in the Village, this request was brought forward and has been included
for Council consideration. This budget request would appropriate $17,000 from the
General Fund balance to complete this project.
$10,000 Recreation Department: The Recreation Department has received
approximately $10,000 in donations to be used for the Elm Street Park Holid ay
Tree Lighting event on December 10, 2022. This event will include a City tree
lighting ceremony, festival crafts, snow and many more activities to be enjoyed by
the community. This budget adjustment request would appropriate approximately
$10,000 of donations to be accepted and to fully fund the costs of the entire event.
No General Fund dollars are proposed to be used for the event.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Receive and file the Fiscal Year 2022-23 First Quarter Financial Status Report and
approve six Budget Adjustment Requests;
2. Provide other direction to staff regarding the FY 2022-23 First Quarter Financial
Status Report and the six Budget Adjustment Requests;
3. Receive and file the FY 2022-23 First Quarter Financial Status Report and do not
approve the Budget Adjustment Requests and provide further direction to staff; or
4. Provide other direction to staff.
Page 38 of 417
Item 9.c.
City Council
Consideration of Fiscal Year 2022-23 First Quarter Status Report and Request to
Approve Six Budget Adjustment Requests
November 22, 2022
Page 7
ADVANTAGES:
The financial report presents an updated review of the City’s financial performance in the
first half of FY 2022-23. Approval of the requested budget adjustments will enable staff to
continue providing high quality services to the organization and to the public.
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 accorda nce with
Government Code Section 54954.2.
Attachments:
1. Fiscal Year 2022-23 First Quarter Financial Status Report
Page 39 of 417
ATTACHMENT 1
City of Arroyo Grande
Fiscal Year 2022-23
First Quarter Financial Status Report
INTRODUCTION
The following report is an overview of the City’s fiscal position at the end of the first quarter of Fiscal Year
(FY) 2022-23. The purpose of this report is to update the public and the City Council on the City’s financial
position at the end of the first quarter of the fiscal year, and compare actual results to the prior year and
the budgeted Target, to determine the City’s performance. The first quarter timeframe is July 1 through
September 30, 2022.
The financial report is organized in the following sections:
Section 1 – an overview of City’s financial position at the
end of the first quarter of the FY 2022-23. This includes a
comparison of first quarter results between the current
and prior year. In addition, first quarter results will be
compared to the budgeted Target. 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 first quarter 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 in the first quarter along with their final
costs.
Section 4 – a listing of Budget Amendment Requests previously approved by Council and completed in
the first quarter, as well as a list of additional budget adjustments that are being presented to Council
along with the first quarter report for consideration and approval.
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 40 of 417
Page 2
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.
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 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 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 expenditures 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 41 of 417
Page 3
CURRENT YEAR ACTUALS COMPARED TO PRIOR YEAR
Table 1 below reflects revenue and expenditure patterns through the end of the first quarter of FY 2022-
23 and compares the current quarter results against the prior year’s results for all Governmental Funds
as well as the City’s General Fund. The calculated percentages in the table reflect the first quarter actuals
for both revenue and expenditures, divided by that fiscal year’s annual budget.
Table 1
The following discussion focuses on both the City’s Governmental Funds and the General Fund and
provides a comparison between first quarter results for the current and prior year for both revenue and
expenditures. Governmental Funds and General Fund revenue and expenditures for the first quarter of
this year are generally on Target with 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 first quarter of FY 2022-23, Governmental Fund revenue was
5%, or $1.5 million higher the prior year, and expenditures were higher by 1% or $850,953.
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 in the first quarter was
1%, or $49,056 lower than the first quarter of the prior year. Expenditures increased by 1% or
$801,296 higher than the first quarter of the prior year.
ARPA Fund – The ARPA Fund was created to help 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. To date the
City has received the full amount allocated totaling $4,300,241 In FY 2021-22 expenditures incurred
totaled $604,246, the remaining $3,695,996.22 is currently recognized as revenue in FY 2022-23.
First Quarter
FY 2022-23
First Quarter
FY 2021-22 Variance
Revenue 6,740,238$ 5,224,312$ 1,515,926$
Expenditures 7,317,897$ 6,466,944$ 850,953$
First Quarter
FY 2022-23
First Quarter
FY 2021-22 Variance
Revenue 2,309,588$ 2,358,644$ (49,056)$
Expenditures 6,670,043$ 5,868,747$ 801,296$
Governmental Funds
General Fund
Page 42 of 417
Page 4
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 Target. Next are expenditures by category (Table
2). This is followed by a summarized look at FY 2022-23 first quarter actual expenditures compared to the
Target (Table 3). Lastly, a discussion of General Fund revenue is included, which compares first quarter
actual results to the Target (Table 4).
Using the Target as a comparator against actual results provides a simplified method to evaluate
performance for quarter. The Target for revenues does not use the 25% Target but a Target of 13.3% that
more accurately reflects the anticipated revenues to be received in the first quarter of the fiscal year.
Revenue realization is typically low at the end of the first quarter of the fiscal year due to the timing of
receipt of major tax revenues, the time lag involved in billing cycles, and the receipt of reimbursements.
The City’s actual first quarter financial results will be compared to both the prior year’s first quarter and
the budgeted Target. The Target for expenditures is calculated as one fourth (25%) of the FY 2022-23
Budget and represents the 3-month period from July 2022 through September 2022, except for the Non-
Departmental Annual Payments line that has a Target of the full budget. This approach increased the
Target from 25% to 35% for the first quarter.
Chart 1
Chart 1 shows a simple comparison
of actual first quarter revenue and
expenditures to the Target. The
actual first quarter General Fund
revenue is less than the budgeted
Target by $500,000, which is not
unusual since revenue realization
is typically lower than the Target
through the first quarter due to the
time lag involved in billing cycles
and the receipt of
reimbursements. Likewise, actual
expenditures through first quarter
totaled $6.7 million, or 29% of the full year’s Budget, and are under the Target by $1.5 million. A more
detailed discussion on General Fund revenue and expenditure variances is included later in this report.
Page 43 of 417
Page 5
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 first
quarter. Within the total expenditures of
$6.7 million, 67.7% of the City’s costs are
associated with personnel, 29.4% with
operating and maintenance, 1.4% for the
City’s debt service, and 1.5% with transfers
to other funds.
Table 3 reflects the first quarter 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.
Table 3 – General Fund Expenditures by Department
Overall, first quarter expenditures were $1,578,250 under the Target. Though all City departments were
under their spending Targets, some of the more significant savings is occurred in the Non-Departmental
Annual Payments, Police, Public Works, and Community Development Departments. The first quarter
Target is based on three months or 25%, except for the Non-Departmental Annual Payments line that has
a Target of the full budget. This line includes the City’s Unfunded Accrued Liability (UAL) retirement
payment and the General and Liability Insurance payment. This approach increased the Target from 25%
to 35% for the first quarter. A more detailed explanation of key expenditure variances by individual
department/division is provided below.
City Administration 1,330,056$ 332,514$ 219,094$ 113,420$ 9%
Legislative & Information Services 496,875 124,219 75,889 48,329 10%
Administration Services 6,171,158 1,542,790 1,511,044 31,745 1%
Non-Departmental Annual Payments 3,218,631 3,218,631 2,681,381 537,250 17%
Community Development 2,099,600 524,900 368,641 156,259 7%
Police Department 6,423,392 1,605,848 1,131,138 474,710 7%
Recreation Services 1,220,500 305,125 269,446 35,679 3%
Public Works 2,377,065 594,266 413,409 180,857 8%
TOTAL EXPEDITURES 23,337,277 8,248,293 6,670,043 1,578,250 7%
%
Fav/(Unfav)
General Fund Department Variances - First Quarter
General Fund Department 2022-23
Budget
2022-23 Q1
Actuals
Dollar
Fav/(Unfav)
2022-23 Q1
Target
FY 2022-23 % of
Q1 Acutals Actuals
Personnel Costs 4,517,983$ 67.7%
Operating Costs 1,964,236 29.4%
Debt Service 90,076 1.4%
Capital Outlay - 0.0%
Transfers Out 97,749 1.5%
Total 6,670,043$
Expenditure Category
Page 44 of 417
Page 6
KEY EXPENDITURE VARIANCES FOR INDIVIDUAL DIVISIONS/DEPARTMENTS FOR
FISCAL YEAR 2022-23
The Administrative Services Department includes the
City’s Fiscal as well as Information Technology
functions. The annual CalPERS UAL retirement payment
was budgeted at $1,856,772 but the actual expenditure
was $1,319,522. This budget also includes funding for a
true-up payment to the Five Cities Fire Authority (FCFA)
totaling an estimated $550,000 ($50,000 per year for 10 years + $50,000 for FY 2022-23) for the City’s
share of accrued actuarial liability for employees who worked for the City before the FCFA was formed.
No new CalPERS plan was created for the FCFA and instead all FCFA employees have been covered under
the City of Arroyo Grande’s CalPERS pension plans. As a result, the City’s CalPERS plans include liabilities
for employees and retirees of the City and of FCFA. Since the JPA was formed, FCFA has paid the full costs
of the City’s Fire Safety CalPERS plans. As a result, the FCFA has been paying the CalPERS liabilities of City
of Arroyo Grande employees that were incurred before the FCFA was formed. The City will be required to
pay back these amounts as part of the unwinding process contemplated in the Third Amendment to the
JPA. The remaining variance is related to minimal contractual services for the Master Fee Study contract
that began work in September and the Accounting/HR Support contract that is anticipated to begin in
December.
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, will be analyzed in total rather
than by individual divisions. Some of the more
significant variances include:
• The Police Patrol Division has salary savings of approximately $240,000 related to a few factors
including: one vacancy of its Police Officer position, one Police Officer out related to workers
comp, and savings related to many Officers working in a different step than budget.
• The Police Support Services Division currently has one vacancy of its Police Officer positions in the
first quarter resulting in labor savings of approximately $40,480.
• The contract with the County Sheriff Department for dispatch services is paid semiannually in the
months of December and June. Payments for these services will not be made until the second and
fourth quarters, resulting in a first quarter favorable variance to the Target of $110,215.
• The City’s contract with the County for Animal Control Services has also resulted in a variance in
Police Administration because the July through September payment was made in the second
quarter, resulting in a first quarter favorable variance to the Target of $22,125.
• The police fleet vehicle payment will not be paid until the City receives the vehicles later this fiscal
year, resulting in a favorable variance of $61,825.
Department: Administrative Services
Division: 4120-Administrative Services and
4145-Non Departmental
Issue: Overall savings in Contractual Services
and CalPERS prepayment
Impact to General Fund: $568,995 savings
Department: Police Services
Division: Various (4201, 4203, 4204, 4209)
Issue: Overall savings in salaries and
benefits
Impact to General Fund: $474,710 savings
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Page 7
The Public Works Department, for purposes of the
General Fund, includes the functions of Government
Buildings, Auto Shop, Administration, Park
Maintenance, and Soto Sports Complex Divisions. The
majority of the favorable variance in this department
can be attributed to salary savings and lower spending
in contractual services. For simplicity, variances will be analyzed in total rather than by individual divisions.
Some of the more significant variances include:
• The Government Buildings Division vehicle replacement payment for 3/4 Ton Pickup with Utility
Bed will not be paid until the City receives the equipment later this fiscal year, resulting in a
favorable variance of $15,250.
• The Public Works Administration Division currently has two vacancies its Associate Engineer and
Administrative Secretary positions in the first quarter resulting in labor savings of approximately
$55,000.
• The September Electricity Payment to PG&E was paid in the second quarter resulting in a first
quarter favorable variance of $23,400.
• Minimal contractual services for the Public Works Administration Division were incurred through
first quarter resulting in $17,170 of favorability to the Target. The following table will summarize
where these savings occurred:
• The vacancy of the Maintenance Worker position in the Parks Maintenance division in the first
quarter resulted in labor savings of approximately $30,500.
• Minimal contractual services for the Parks Maintenance Division were incurred through first
quarter resulting in $10,175 of favorability to the Target. The following table will summarize
where these savings occurred:
• The Parks Maintenance Division equipment replacement payment for the Riding Lawn Mower and
a portion of the Wood Chipper will not be paid until the City receives the equipment later this
fiscal year, resulting in a favorable variance of $29,000.
PW Administration Services Budget Target Expenditures Variance
Street sweeping services 28,800 7,200 4,500 2,700
Traffic signal services 43,000 10,750 3,270 7,480
Facility Dude Annual Fee 1,000 250 - 250
CIP Consultant Services 7,000 1,750 - 1,750
Charter Communication 600 150 160 (10)
Misc. consultant services 20,000 5,000 - 5,000
100,400 25,100 7,930 17,170
Park Maintenance Services Budget Target Expenditures Variance
Tree trimming and removals 12,000 3,000 - 3,000
Landscape services (Misc.)30,000 7,500 - 7,500
Treekeeper contract extension 2,500 625 - 625
Outside assistant & Misc. evaluations 1,000 250 1,200 (950)
45,500 11,375 1,200 10,175
Department: Public Works
Division: Various (4213, 4305, 4307, 4420,
4430)
Issue: Overall savings in salaries and
contractual services
Impact to General Fund: $180,857 savings
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Page 8
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 first quarter of the fiscal year and include:
• A vacancy of the Permit Technician position in the Community Development Department
occurred when a staff member was promoted to Assistant Planner in the first quarter, resulting
in labor savings of approximately $88,500.
• Minimal contractual services for the Planning Division were incurred through first quarter
resulting in $43,000 of favorability to the Target. The following table will summarize where these
savings occurred:
• The part-time CDD Intern position remained vacant through the first quarter.
• Contractual services were budgeted for on-call engineering services; however, none of the
budgeted services were incurred through first quarter, resulting in a favorable variance of
$23,793 to the Target. The following table will summarize where these savings occurred:
Budget Target Expenditures Variance
100,000 25,000 - 25,000
50,000 12,500 - 12,500
30,000 7,500 2,000 5,500
180,000 45,000 2,000 43,000
On-Call Planning Services and Misc. Plann
On-Call Environmental Review Services
Comprehensive General Plan Update
Planning Contractual Services
ngineering Contractual Services Budget Target Expenditures Variance
tormwater:
2nd Nature Software 9,000 2,250 8,574 (6,324)
Annual Water Quality Testing/Report 15,000 3,750 - 3,750
MS4 Permit 7,000 1,750 - 1,750
On-Call Engineering Services 130,000 32,500 7,883 24,617
161,000 40,250 16,457 23,793
Department: Community Development
Division: Various (4301, 4130, 4212)
Issue: Overall savings in salaries and
contractual services
Impact to General Fund: $156,259 savings
Page 47 of 417
Page 9
KEY REVENUE VARIANCES BY ACCOUNT FOR THE FIRST QUARTER
Table 4 – General Fund Revenue
As reflected in Table 4, first quarter actual revenue was short of the Target by $463,660. This table uses a
Target of 13.3% that more accurately reflects the anticipated revenues to be received in the first quarter
of the fiscal year. Revenue realization is typically low at the end of the first quarter of the fiscal year due
to the time lag involved in billing cycles and the receipt of reimbursements. A more detailed discussion is
included below to help explain actual revenue variances through first quarter compared to the Target.
Property Tax –The majority of the City’s property tax revenue comes from Secured Property Taxes. This
tax is billed on a fiscal year (July 1- June 30) basis and is payable in two (2) annual installments. Property
owners typically receive their first property tax bill at the end of September or early October, with a due
date of November 1st. The majority of property tax related to the first installment will be received in
December 2022. The second property tax bill installment is received in April 2023 and will be included in
the fourth quarter report. Property tax typically represents around 29% of the City’s annual revenue. The
Target is based on one month of Property Tax revenue. Actual revenue received in this category was lower
than this conservative Target.
Sales Tax – Sales tax realization through first quarter is on track. Actual sales tax revenue received through
first quarter was $377,949 and represents two months of payments (Jul – Aug). The Target is also based
on two months of revenue, taking into account the timing of anticipated payments.
Transient Occupancy Tax (TOT) – TOT revenue is reflecting an $122,120 favorable variance to the Target.
The Target and actual TOT revenue represents only two months of TOT receipts due to the timing of
payments. Lodging facilities have thirty days after the month’s end to make their TOT payments.
Property Tax in Lieu of Vehicle License Fees (VLF) – Property tax in lieu of VLF is received in two
installments during the fiscal year. Typically, the revenue is received in the months of January (3rd quarter)
and June (4th quarter). The Target for this revenue is zero in the first quarter.
Property Tax 6,079,509$ 506,626$ 109,006$ (397,620)$ -7%
Sales Tax 4,730,375 394,198 377,949 (16,249) 0%
Transient Occ. Tax 1,300,000 216,667 338,786 122,120 9%
Property Tax in Lieu of VLF 1,933,600 - - - 0%
Franchise Fees 703,900 117,317 98,548 (18,769) -3%
License & Permit Fees 431,100 107,775 99,098 (8,677) -2%
User Fees 536,800 134,200 132,027 (2,173) 0%
Planning Fees 353,700 88,425 105,558 17,133 5%
Recreation Fees 822,610 205,653 186,862 (18,790) -2%
Transfers In 3,012,700 753,176 738,675 (14,501) 0%
Other Revenue 996,850 249,213 123,079 (126,134) -13%
TOTAL 20,901,144 2,773,248 2,309,588 (463,660) -2%
FY 2022-23
Q1 Target
%
Fav/(Unfav)
General Fund Revenue Variances - Year End
REVENUE BY CATEGORY 2022-23
Budget
FY 2022-23
Q1 Actuals
Dollar
(Unfav)/Fav
Page 48 of 417
Page 10
Franchise Fees – Only two months of South County Sanitary Services (Waste Connections) franchise fees
were received through first quarter. In addition, Charter Communications franchise fees earned in the
first quarter will not be paid and received until the second quarter. In light of the timing of payments, the
Target is based on 2 months of revenue. Without the Charter communications franchise fee receipts, the
actual revenue at the end of the first quarter is lower than the Target by $18,769.
License & Permit Fees and Planning Fees– License and permit revenue fell short of the Target by $8,677.
Planning revenue exceeded the Target by $17,133. The majority of the negative variance is due to fewer
permits being issued through first quarter than estimated in the Target. The Target is based on 25% or 3
months of the fiscal year’s total budget. Revenue in this category is customer driven and fluctuates over
the course of a year as well as year over year based on demand.
Recreation Fees– Recreation revenue fell short of the Target by $18,790. The Target is based on 3 months
of the fiscal year’s total budget.
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Page 11
SECTION 2: POSITION CHANGES AND HEADCOUNT NUMBERS
POSITION ALLOCATION CHANGES MADE BY THE CITY COUNCIL (1st Quarter)
None made during this quarter.
FULL TIME EQUIVALENT (FTE) BY DEPARTMENT – PERMANENT STAFF ONLY
The following table reflects FTE staffing by department. 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 the first quarter of FY 2022-23 was 10.3%. This equates to
eight (8) 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 Adopted Budget
Headcount (FTE’s)
Vacancies
(1st Qtr)
% of Total
Staffing Vacant Positions
City Manager & Human Resources 3 - 4%Management Analyst
Administrative Services 7 1 9%IT Manager
Community Development 10 3 13%Permit Tech.
Legislative & Info Services 2 - 3%
Police Services 29 1 37%Police Officer
Public Works 24 3 31%Maintenance Worker, Associate Engineer,
Administrative Secretary
Recreation Services 3 - 4%
Total 78 8 100%
Page 50 of 417
Page 12
SECTION 3: UPDATE ON COMPLETED CAPITAL PROJECTS
This information is provided to keep the Council apprised of the status of the City’s Capital Improvement
Projects (CIP). No CIP projects were completed in the first quarter of FY 2022-23.
Page 51 of 417
Page 13
SECTION 4: APPROPRIATION TRANSFERS AND BUDGET ADJUSTMENTS
Administrative and Previously-Approved First Quarter Budget Adjustments
The following first quarter budget adjustments were previously approved by Council or are classified as
administrative and not requiring Council approval.
$5,566,936 Capital Improvement: Administrative Carryover of $5,566,936 for the Capital Projects listed in
the table below. Capital Project funds do not have annual appropriated budgets. Control over capital
projects is maintained by a project-length capital improvement budget. This project-length budget
authorizes total expenditures over the duration of a construction project, rather than year by year. This
list summarized the total project budget and is inclusive of many revenue sources including: General Fund,
Water Fund, Sewer Fund, Sales Tax Fund, Donations, COPS Grant, Other Government Agencies, CDBG,
Park Improvement Fund, RSHA, USHA, Transportation Facilities, HSP, ARPA, and Water Availability.
$110,015 Capital Improvement: Appropriated Sales Tax Fund of $110,015 to complete the Elm Street Park
Inclusive Playground Replacement Project. Approved on 08/09/2022 Council meeting, item 8.f. – this was
completed as in November 4, 2022.
Fund Project #Project Title Project Budget Adjustment
350 5463 Woman's Club Interior Lighting 2,167
350 5470 Report Management System (RMS) Upgrade PD 150,000
350 5473 Replacement Generator at FCFA Station 1 116,911
350 5474 Fuel Management System/Dispenser Replacement 64,350
350 5476 City Hall Front Door Accessibility Improvements 53,341
350 5540 Central Irrigation Controls 10,000
350 5515 Various Park Improvements 13,418
350 5554 Soto Sports Complex ADA Bleachers 5,000
350 5559 ADA Drinking Fountains 12,484
350 5563 Citywide Trash/Recycle Receptacle Replacement 1,582
350 5564 Elm St. Park Playground Structure 170,688
350 5565 Soto Sports Complex Fencing Repairs 2,952
350 5607 Pedestrian Crossing Enhancement Project 75,359
350 5612 Systematic Safety Analysis Report Program (SSARP)2,664
350 5620 Swinging Bridge Reinforcement 610,474
350 5629 Guardrail Replacement 55,000
350 5638 Pavement Management Program 621,150
350 5642 Brisco Road/US 101 Interchange 817,468
350 5679 Traffic Way Bridge Replacement Project 629,030
350 5797 Storm Drain System at 251 E. Grand Ave. (Chervon)39,689
612 5821 South Alpine St. Sewer Rehabilitation 246,777
612 5849 Maintenance Hole Rehabilitation 69,842
640 5911 Phased Mains Replacement 202,224
640 5944 Water Well #11 Facilities 42,771
640 5946 Galvanized Service Replacements 88,093
640 5953 Scada Radio Upgrades 229,900
640 5975 Central Coast Blue 1,233,603
5,566,936
Page 52 of 417
Page 14
$109,000 Police Department: Received $109,000 of Office of Traffic Safety Grant funds and appropriated
the funding to purchase Crossroads Traffic Collision Reporting and Electronic Citations Systems for Traffic
Records Improvement. Approved on 09/13/2022 Council meeting, item 8.h.
$58,000 Police Department: Received $58,000 of Office of Traffic Safety Grant funds and appropriated the
funding to implement driving under the influence enforcement services. Approved on 09/13/2022 Council
meeting, item 8.i.
$90,618 Capital Improvement: Appropriated unexpended American Rescue Plan Act (ARPA) and Sales Tax
funds of $90,618 to complete the 2022 Pedestrian Crossing Improvement Project. Approved on
09/27/2022 Council meeting, item 8.h.
Additional Requested First Quarter Budget Adjustments
In addition to the administrative budget adjustments for the CIP and the adjustments previously-
approved by the City Council during the first quarter, six new budget adjustments are proposed for
approval along with the review and receipt of this report.
Three of the adjustments request to carryover funds for non-CIP projects that were budgeted in FY
2021-22 and were not completed in that fiscal year but are expected to be completed in the current
year. These three requested carryover adjustments include:
• $11,542 Police Department: Carryover $11,542 related to the Office of Traffic Safety (OTS) Grant
for Traffic/DUI Enforcement Program. This Grant program operates from October 1, 2021 through
September 30, 2022. This carryover is due to the misalignment of the program year ending in
September but budgeted in FY 2021-22. The invoice for July 1 - September 30, 2022 was submitted
totaling $11,542 and it is anticipated to be received within the next few weeks.
• $25,000 City Council: Carryover $25,000 for the retraining scholarship program funded using SB
1090 funds. This program was approved at the March 9, 2021 City Council meeting, item 10.a.,
but only $15,000 was spent in FY 2021-22. This program is administered by the South County
Chamber of Commerce in partnership with SLO Partners. The Chamber is continuing to process
scholarships throughout this fiscal year as needs arise.
• $6,134 Public Works Department: Carryover $6,134 for the Cash for Grass program from the
Water Availability Special Revenue Fund that has been allocated to residents participating in the
program but has not been processed for payment related to completion of work in FY 2021-22.
Finally, three additional budget adjustments are requested as described in more detail below:
• $26,000 Police Department: The Police Department has received $13,346 of Nuclear Power Plant
(NPP) PG&E grant funding for Emergency Management Systems for 50% of the total project cost
of $26,000 to upgrade the radio communications system to improvement communications on the
East side of Arroyo Grande. The remaining project costs will be funded from $4,000 of the Police
Department’s current General Fund budget and an allocation of COPS Grant fund balance totaling
$8,654.
• $17,000 Public Works Department: It is recommended that the Streets Division Contractual
Services budget be increased by $17,000 to steam clean the Village Sidewalks. After meeting with
Page 53 of 417
Page 15
the businesses in the Village, this request was brought forward and has been included for Council
consideration. This budget request would appropriate $17,000 from the General Fund balance to
complete this project.
• $10,000 Recreation Department: The Recreation Department has received approximately
$10,000 in donations to be used for the Elm Street Park Holiday Tree Lighting event on December
10, 2022. This event will include a City tree lighting ceremony, festival crafts, snow and many more
activities to be enjoyed by the community. This budget adjustment request would appropriate
approximately $10,000 of donations to be accepted that will fully fund the costs of the entire
event. No General Fund dollars are requested to support the event.
Page 54 of 417
Item 9.d.
MEMORANDUM
TO: City Council
FROM: Nicole Valentine, Administrative Services Director
BY: Lynda Horejsi, Accounting Manager
SUBJECT: Consideration of a Resolution Accepting the Status Report on
Development Impact Fees (AB 1600)
DATE: November 22, 2022
SUMMARY OF ACTION:
Consideration and acceptance of an accounting of development impact fees collected
from development projects during the fiscal year ending June 30, 2022.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There is no direct financial impact of the status report other than the staff time required to
prepare it, which is estimated at 2 hours.
RECOMMENDATION:
Adopt a Resolution accepting the status report on the receipt and use of Development
Impact Fees (AB 1600) during the fiscal year ending June 30, 202 2.
BACKGROUND:
Government Code Sections 66000 et seq. (enacted via AB 1600) requires local agencies
to provide an accounting of impact fees imposed on development projects. These fees
(typically titled AB 1600 fees) are intended to mitigate certain impacts of development
projects on City facilities and infrastructure.
The accounting and reporting responsibilities of AB 1600 require the City to provide a
detailed reporting of the use of development impact fees every five years (beginning with
FY 1997-98). Due to the fact that several of the impact fees have different reporting
periods, it has been the City’s practice to report the status of Devel opment Impact Fees
on a yearly basis so as not to miss a reporting date in error.
Page 55 of 417
Item 9.d.
City Council
Consideration of a Resolution Accepting the Status Report on Development Impact
Fees (AB 1600)
November 22, 2022
Page 2
The City must comply with two basic requirements with respect to the handling of impact
fees. First, the City must report findings on the amount collected for each fee, the use of
the fees, and any unexpended fees at year-end. These findings must:
1. Identify the purpose for the fee;
2. Demonstrate a reasonable relationship between the fee and the purpose for which
it was charged;
3. Identify all sources and amounts of funding anticipated to complete financing of
incomplete improvements;
4. Designate the approximate dates these funding sources are expected to be
deposited into the appropriate account or fund.
When sufficient funds have been collected to complete financing of public improvements
in progress but not completed, the City has 180 days to identify an approximate date by
which the construction of the public improvement will begin or be completed.
The second requirement provides that the City shall establish separate capital facility
accounts for improvements funded by development impact fees. Interest shall be earned
and recorded in each account. The City is required to make available to the public the
following information:
1. A brief description of the type of fee in the account.
2. The amount of the fee.
3. The account’s beginning and ending balance.
4. The amount of fees collected and the interest earned.
5. A description of the improvements on which the funds were expended and the
amount expended on each improvement, including the percentage of the
improvement funded with development fees.
6. An approximate date by which the construction of a public improvement will begin
if the City determines that sufficient funds have been collected to complete
financing on the incomplete improvement.
7. A description of each inter-fund transfer or loan made from the account.
8. The amount of any refunds.
Attached to the Resolution is the required financial information as of June 30, 202 2
(Exhibits A-H). The information consists of beginning and ending fund balances for each
Development Impact Fee charged by the City, including interest earned, and details of all
expenditures made from these sources.
ANALYSIS OF ISSUES:
There are eight active Development Impact Fees identif ied as subject to AB 1600
reporting requirements. Three of the fees were first required to report in January 1999.
Those three fees are the Traffic Signalization Fee, the Transportation Facility Fee, and
Page 56 of 417
Item 9.d.
City Council
Consideration of a Resolution Accepting the Status Report on Development Impact
Fees (AB 1600)
November 22, 2022
Page 3
the Drainage Facility Fee. The Water Neutralization Fee was required to report for the
first time in 2003. The remaining four Development Impact Fees (the Fire Protection Fee,
the Police Facilities Fee, the Community Center Fee, and the Park Improvement Fee)
were first required to report in 2005. The City also charges a Park Development Fee,
which is a Quimby Act Fee (Government Code 66477) and does not fall under the AB
1600 reporting requirements, so it is not included in the attached report.
The City utilizes fund accounting to track and segregate Development Impact Fees from
other City revenues. Although the City pools its cash for investment purposes, interest
income is allocated to each of the funds based on their respective cash balances. Staff
examined the accounts to determine if any Development Impact Fees collected between
January 1989 and June 30, 2022 remained unexpended . The results of this examination
are shown in the attachments to the proposed Resolution and summarized below.
Traffic Signalization Fund (Fund 222)
Ordinance 346 was adopted in May of 1986 as a mechanism for assessing fees on new
developments in proportion to the amount of anticipated traffic generated by a given
development. The fees were restricted for funding the construction of traffic signal
systems, signage, and other traffic control devices. This development impact fee came
under Government Code Section 66000 et seq. in January 1989, when AB 1600 fees
were recognized. The Traffic Signalization Fund has accumulated $1,152,637 in unspent
impact fees, of which $40,000 is identified in the Capital Improvement Program for the
Fair Oaks/Halcyon Road Traffic Signal Update in FY 2022-23 and $959,000 is identified
in the Capital Improvement Program for the Brisco Road/101 Interchange project in FY
2023-24.
Transportation Facility Impact Fund (Fund 224)
The fund was established in January 1994 to track fees paid by developers for the
construction of improvements to streets throughout the City. When a project serves both
new and existing development, only the portion related to new development is charged
against this fund. The Transportation Facility Impact Fund has accumulated $2,6 37,416
in unspent impact fees, of which $1,377,468 is also identified in the Capital Improvement
Program for the Brisco Road/101 Interchange project.
Drainage Facility Fund (Fund 231)
This fund was established in January 1986 to track fees collected from developers to
acquire and construct drainage facilities with a designated drainage zone attributable to
new development. This development impact fee came under Government Code Section
66000 et seq. in January 1989, when AB 1600 fees were recognized. As with the
Transportation Facility Impact fees, when a project serves both new and existing
development, only the portion related to new development is ch arged against this fund.
The Drainage Facility Fund balance is $5,876 and will be expended in FY 2022-23 for the
Page 57 of 417
Item 9.d.
City Council
Consideration of a Resolution Accepting the Status Report on Development Impact
Fees (AB 1600)
November 22, 2022
Page 4
Tally Ho/Corbett Canyon Creek Confluence Restoration and Sedimentation Reduction
project.
Water Neutralization Impact Fund (Fund 226)
This fund was established in October 1998 to account for mitigation fees collected from
developers to neutralize projected water demand of development projects above
historical usage amounts. When a project serves both new and existing development,
only the portion related to new development is charged against this fund. The Water
Neutralization Fund ended the year with a fund balance of $27 6,817, of which $105,000
is budgeted for water rebate programs including “Cash for Grass” and Washing Machine
rebates.
Fire Protection Fund (Fund 210)
The Impact Fee Study of March 2000 instituted the Fire Protection Fee. This fee is to be
used for facilities to house fire fighting personnel and equipment serving future
development. This fee was established pursuant to AB 1600 . Fire Protection Fund ended
the year with $361,485 in fund balance; the FY 2022-23 budget did not identify any
projects at this time.
Police Protection Fund (Fund 212)
The Police Protection Fund was established in March 2000 to account for monies that
were collected from new development for the expansion of police facilities. This fee was
established pursuant to AB 1600. The Police Protection Fund has a balance of $55,324;
the FY 2022-23 budget did not identify any projects at this time.
Community Center Fund (Fund 215)
The Impact Fee Study of March 2000 instituted the Recreation Community Center Fee.
The fee was enacted to ensure community center facilities are maintained at 542 square
feet per thousand population. This fund has a balance of $27,183. The FY 2022-23
budget did not identify any projects for use of this funding at this time.
Park Improvement Fund (Fund 214)
This impact fee resulted from the Impact Fee Study of March 2000. This fee is to be used
to improve parklands in order to maintain 4.0 acres of neighborhood and community parks
per thousand residents. This fee was established pursuant to AB 1600. FY 2000 -01 was
the first-year monies were collected for Park Improvement. The Park Improvement Fund
has a balance of $221,991. These funds are scheduled for various building and park
improvements, which are identified in Exhibit H of Attachment 2.
The complete Status Report of the City’s Development Impact Fees can be found in
Attachment 2 of this staff report.
Page 58 of 417
Item 9.d.
City Council
Consideration of a Resolution Accepting the Status Report on Development Impact
Fees (AB 1600)
November 22, 2022
Page 5
ALTERNATIVES:
The following alternatives are provided for City Council consideration:
1. Adopt the Resolution accepting and filing the report;
2. Do not adopt the Resolution and request further information; or
3. Provide direction to staff.
ADVANTAGES:
By accepting the status report on Development Impact Fees, the City will be complying
with Government Code Sections 66000 et seq. that require local agencies to provide an
accounting of impact fees collected from development projects.
DISADVANTAGES:
There are no disadvantages in relation to the recommended action.
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.
ATTACHMENT:
1. Proposed Resolution – Status Report on Development Impact Fees
Page 59 of 417
ATTACHMENT 1
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO
GRANDE ACCEPTING THE STATUS REPORT ON DEVELOPMENT
IMPACT FEES (AB 1600)
WHEREAS, Government Code Section 66001 (d) requires the City to make findings
once every five fiscal years with respect to any portion of a development impact fee
remaining unexpended in its account five or more years after deposit of the fee; and
WHEREAS, 66001(d) requires the City to: (1) identify the purpose to which the fee is
to be put, (2) demonstrate a reasonable relationship between the fee and the purpose
for which it was charged; (3) identify all sources and amounts of funding anticipated
to complete financing in incomplete improvements; and (4) designate the
approximate dates on which the funding is expected to be deposited into the
appropriate account or fund; and
WHEREAS, the Council has reviewed the development impact fees collected
between July 1, 2013, and June 30, 2022, to determine if any such development
impact fees remain unexpended; and
WHEREAS, the Council finds that expenditures made on public improvements
funded from development impact fees are consistent with the requirements of
Government Code Section 66006; and
WHEREAS, Government Code Section 66006 requires the City to provide the public
with the following information: (1) a brief description of the type of fee in the account
or fund; (2) the amount of the fee; (3) the beginning and ending balance of the account
or fund; (4) the amount of the fees collected and the interest earned; (5) an
identification of each public improvement on which fees were expended and the
amount of the expenditures, including the total percentage of the cost of the public
improvement that was funded with fees; (6) a description of each interfund transfer
or loan made from the account or fund; and (7) the amount of refunds made.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo
Grande hereby accepts and files the Staff Report and Status Report on development
impact fees, as reflected in Exhibits A – H, attached hereto and incorporated herein
by reference, which include the information as required by Government Code Section
66000 et seq.
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 22nd day of November 2022.
Page 60 of 417
RESOLUTION NO.
PAGE 2
_________________________________
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 61 of 417
EXHIBITSA - HPage 62 of 417
EXHIBIT AFY 12-13 FY 13-14 FY 14-15 FY 15-16 FY 16-17 FY 17-18 FY 18-19 FY 19-20 FY 20-21 FY 21-22Actual Actual Actual Actual Actual Actual Actual Actual Actual ActualRevenues:Traffic Signal Assessments80,982$ 26,976$ 23,338$ 117,309$ 130,872$ 47,232$ 28,799$ 90,770$ 57,348$ 7,888$ Interest Income2,167 3,197 6,576 10,917 3,631 5,689 16,693 15,892 2,134 7,804 Total Revenues83,149$ 30,173$ 29,914$ 128,226$ 134,503$ 52,922$ 45,492$ 106,662$ 59,482$ 15,691$ Expenditures:Operating Expenses- - - 1,948 - 96 - - - - Excess of Revenues OverExpenditures83,149 30,173 29,914 126,278 134,503 52,826 45,492 106,662 59,482 15,691 Other Financing Uses:Capital Projects- - 12,718 28,180 1,723 - - - - - Excess of Revenues Over(Under) Expenditures andOther Financing Uses83,149 30,173 17,196 98,098 132,780 52,826 45,492 106,662 59,482 15,691 Fund Balance, Beginning of Year511,087 594,236 624,409 641,605 739,703 872,483 925,309 970,801 1,077,463 1,136,945Fund Balance, End of Year594,236$ 624,409$ 641,605$ 739,703$ 872,483$ 925,309$ 970,801$ 1,077,463$ 1,136,945$ 1,152,637$ Capital Project DetailOak Park/West Branch Signal-$ -$ 12,718$ 28,180$ 1,723$ -$ -$ -$ -$ -$ Total Capital Projects-$ -$ 12,718$ 28,180$ 1,723$ -$ -$ -$ -$ -$ Capital Project Estimated % of project funded with fees:Oak Park/West Branch Signal- - 69%91%2%- - - - - There is $40,000 identified in the Capital Improvement Plan for the Fair Oaks/Halcyon Road Traffic Signal Update in FY 2022-23 and $959,000 identified in the Capital Improvement Program for the Brisco Road/101 Interchange project for FY 2023-24. No refunds were made during FY 2021-22CITY OF ARROYO GRANDETraffic Signalization FundComparative Statement of Revenues, Expendituresand Changes in Fund BalancesFiscal Years Ending June 30, 2013-2022Page 63 of 417
EXHIBIT BFY 12-13 FY 13-14 FY 14-15 FY 15-16 FY 16-17 FY 17-18 FY 18-19 FY 19-20 FY 20-21 FY 21-22Actual Actual Actual Actual Actual Actual Actual Actual Actual ActualRevenues:Transportation Impact Fees 221,532$ 76,857$ 74,358$ 188,488$ 366,924$ 133,226$ 72,178$ 248,720$ 151,834$ 23,657$ Interest income 8,657 11,109 20,107 14,545 10,196 13,230 38,029 35,914 4,880 17,845 Total Revenues 230,189 87,966 94,465 203,033 377,120 146,456 110,207 284,634 156,715 41,502Expenditures:Operating Expenses - - 16,800 29,531 - 715 - - - - Excess of Revenues OverExpenditures 230,189 87,966 77,665 173,502 377,120 145,741 110,207 284,634 156,715 41,502 Other Financing Uses:Capital Projects 231,184 128,433 284,497 1,714,300 (1,335,025) 49,217 57,465 7,124 2,532 - Excess of Revenues Over(Under) Expenditures andOther Financing Uses (995) (40,467) (206,832) (1,540,798) 1,712,145 96,525 52,742 277,510 154,183 41,502 Fund Balance, Beginning of Year 2,091,901 2,090,906 2,050,439 1,843,607 302,809 2,014,954 2,111,479 2,164,221 2,441,731 2,595,914 Fund Balance, End of Year 2,090,906$ 2,050,439$ 1,843,607$ 302,809$ 2,014,954$ 2,111,479$ 2,164,221$ 2,441,731$ 2,595,914$ 2,637,416$ Capital Project Detail:Brisco Road/101 Interchange 189,091$ 128,433$ 284,497$ 1,714,300$ (1,335,025)$ 49,217$ 57,465$ 7,124$ 2,532$ -$ Le Point Parking Lot - - - - - - - - - - El Camino Real Rehabilitation 42,093 - - - - - - - - - Total Capital Projects 231,184$ 128,433$ 284,497$ 1,714,300$ (1,335,025)$ 49,217$ 57,465$ 7,124$ 2,532$ -$ Capital Project Estimated % of project funded with fees:Brisco Road/101 Interchange 100% 100% 100% 100% 100% 100% 100% 100% 100% 100%Le Point Parking Lot 0% - - - - - - - - - El Camino Real Rehabilitation 9% - - - - - - - - - The Brisco Road/101 Interchange project start date was in March 2005 and $590,000 is budgeted for FY 22-23 plus an additional $787,468.19 from FY 2021-22 in carryovers for a total of $1,377,468.19 for design work.No refunds were made during FY 2021-22CITY OF ARROYO GRANDETransportation Facility Impact FeeComparative Statement of Revenues, Expendituresand Changes in Fund BalancesFiscal Years Ending June 30, 2013-2022Page 64 of 417
EXHIBIT CFY 12-13 FY 13-14 FY 14-15 FY 15-16 FY 16-17 FY 17-18 FY 18-19 FY 19-20 FY 20-21 FY 21-22Actual Actual Actual Actual Actual Actual Actual Actual Actual ActualRevenues:Drainage Fees 20,648$ -$ -$ -$ -$ -$ -$ -$ -$ -$ Interest Income 15 113 217 130 - 90 105 (14) - - Total Revenues 20,663 113 217 130 - 90 105 (14) - - Expenditures:Operating Expenses - - - - - - - - - - Excess of Revenues OverExpenditures 20,663 113 217 130 - 90 105 (14) - - Other Financing Uses:Capital Projects - - - 21,377 (16,462) 10,975 - - - - Excess of Revenues Over(Under) Expenditures andOther Financing Uses 20,663 113 217 (21,247) 16,462 (10,885) 105 (14) - - - Fund Balance, Beginning of Year 462 21,125 21,238 21,455 208 16,670 5,785 5,890 5,876 5,876 Fund Balance, End of Year 21,125$ 21,238$ 21,455$ 208$ * 16,670$ 5,785$ 5,890$ 5,876$ 5,876$ 5,876$ Capital Project Detail:Creek Presevation/Drainage Imprv - - - 21,377 (16,462) 10,975 - - - - Total Capital Projects -$ -$ -$ 21,377$ (16,462)$ 10,975$ -$ -$ -$ -$ Capital Project Estimated % of project funded with fees:Creek Presevation/Drainage Imprv - - - 29% 24% 100% - - - - The Tally Ho/Corbett Canyon Creek Confluence Restoration/Sedimentation Reduction project is budgeted for FY 2022-23.No refunds were made during FY 2021-22CITY OF ARROYO GRANDEDrainage Facility FeesComparative Statement of Revenues, Expendituresand Changes in Fund BalancesFiscal Years Ending June 30, 2013-2022Page 65 of 417
EXHIBIT DFY 12-13 FY 13-14 FY 14-15 FY 15-16 FY 16-17 FY 17-18 FY 18-19 FY 19-20 FY 20-21 FY 21-22Actual Actual Actual Actual Actual Actual Actual Actual Actual ActualRevenues:Water Neutralization Fee 75,308$ 37,207$ 85,497$ 17,777$ 185,779$ 84,671$ 91,014$ 58,019$ 21,214$ 17,964$ Interest Income 1,597 1,856 2,631 1,697 709 1,554 4,741 5,060 756 2,163 Transfer In - Water Fund 200,000 200,000 50,000 - - - - - Total Revenues 76,905 39,063 288,128 219,474 236,488 86,225 95,754 63,080 21,970 20,127 Expenditures:Operating Expenses 87,011 80,838 327,531 469,443 54,456 73,889 13,181 13,077 12,649 112,420 Excess of Revenues Over/(Under)Expenditures (10,106) (41,775) (39,403) (249,969) 182,032 12,336 82,574 50,003 9,321 (92,293) Other Financing Uses:Capital Projects 44,990 - - - - - - - - - Excess of Revenues Over(Under) Expenditures andOther Financing Uses (55,096) (41,775) (39,403) (249,969) 182,032 12,336 82,574 50,003 9,321 (92,293) - Fund Balance, Beginning of Year 419,087 363,991 322,216 282,813 32,844 214,876 227,212 309,785 359,788 369,110 Fund Balance, End of Year 363,991$ 322,216$ 282,813$ 32,844$ 214,876$ 227,212$ 309,785$ 359,788$ 369,110$ 276,817$ Capital Project Detail:Central Irrigation System 44,990 - - - - - - - - - Total Capital Projects 44,990$ -$ -$ -$ -$ -$ -$ -$ -$ -$ Capital Project Estimated % of project funded with fees:Central Irrigation System 48% - - - - - - - - - There is $105,000 budgeted in FY 2022-23 for the Cash for Grass and Washer Machine rebate programs.No refunds were made during FY 2021-22CITY OF ARROYO GRANDEWater Neutralization FeesComparative Statement of Revenues, Expendituresand Changes in Fund BalancesFiscal Years Ending June 30, 2013-2022Page 66 of 417
EXHIBIT EFY 12-13 FY 13-14 FY 14-15 FY 15-16 FY 16-17 FY 17-18 FY 18-19 FY 19-20 FY 20-21 FY 21-22Actual Actual Actual Actual Actual Actual Actual Actual Actual ActualRevenues:Impact Fees 40,042$ 28,404$ 31,542$ 14,298$ 121,797$ 27,801$ 50,550$ 99,473$ 21,430$ 17,767$ Interest Income 343 636 1,600 2,783 1,207 1,036 3,813 4,513 789 2,427 Transfers in - operating Total Revenues 40,385 29,040 33,142 17,081 123,004 28,837 54,362 103,986 22,219 20,194 Expenditures:Operating Expenses - - - 3,023 - 74,739 - - - - Excess of Revenues OverExpenditures 40,385 29,040 33,142 14,058 123,004 (45,901) 54,362 103,986 22,219 20,194 Other Financing Uses:Capital Transfers Out - - - - 76,849 - - - 23,190 - Excess of Revenues Over(Under) Expendiutres andOther Financing Uses 40,385 29,040 33,142 14,058 46,155 (45,901) 54,362 103,986 (971) 20,194 - Fund Balance, Beginning of Year 67,035 107,420 136,460 169,602 183,660 229,815 183,914 238,276 342,262 341,291 Fund Balance, End of Year 107,420$ 136,460$ 169,602$ 183,660$ 229,815$ 183,914$ 238,276$ 342,262$ 341,291$ 361,485$ Capital Project Detail:Fire Station Security Fencing-$ -$ -$ -$ -$ -$ -$ -$ 23,190$ -$ Bond Debt Repayment - - - - 76,849 - - - -$ -$ -$ -$ 76,849$ -$ -$ -$ 23,190$ -$ 153,698 Capital Project Estimated % of project funded with fees:Bond Debt Repayment - - - - 100% - - - - - No refunds were made during FY 2021-22Comparative Statement of Revenues, Expendituresand Changes in Fund BalancesFiscal Years Ending June 30, 2013-2022CITY OF ARROYO GRANDEFire Protection FeePage 67 of 417
EXHIBIT FFY 12-13 FY 13-14 FY 14-15 FY 15-16 FY 16-17 FY 17-18 FY 18-19 FY 19-20 FY 20-21 FY 21-22Actual Actual Actual Actual Actual Actual Actual Actual Actual ActualRevenues:Impact Fees 20,809$ 3,900$ 7,448$ 8,927$ 10,280$ 7,170$ 4,729$ 12,275$ 7,249$ 1,616$ Interest Income 292 476 461 383 152 270 826 908 135 387 Total Revenues 21,101 4,376 7,909 9,310 10,432 7,440 5,555 13,184 7,384 2,003 Expenditures:Operating Expenses - - - 2,268 - 112 - - - - Excess of Revenues OverExpenditures 21,101 4,376 7,909 7,042 10,432 7,328 5,555 13,184 7,384 2,003 Other Financing Uses:Capital Transfers Out - - 81,400 1,400 (1,400) - - - 16,890 - Excess of Revenues Over(Under) Expendiutres andOther Financing Uses 21,101 4,376 (73,491) 5,642 11,832 7,328 5,555 13,184 (9,506) 2,003 - Fund Balance, Beginning of Year 67,301 88,402 92,778 19,287 24,929 36,761 44,089 49,644 62,827 53,321 Fund Balance, End of Year 88,402$ 92,778$ 19,287$ 24,929$ 36,761$ 44,089$ 49,644$ 62,827$ 53,321$ 55,324$ Capital Project Detail:Evidence Rm 2nd Access-$ -$ -$ -$ -$ -$ -$ -$ 16,890$ -$ Police Station Remodeling - - 81,400 - - - - - - - Citywide Solar Project - - - 1,400 (1,400) - - - - - -$ -$ 81,400$ 1,400$ (1,400)$ -$ -$ -$ 16,890$ -$ 81,400 (2,800) Capital Project Estimated % of project funded with fees:Police Station Remodeling - - 4% - - - - - - - Citywide Solar Project - - - 10% 10% - - - - - There are no current Capital Improvement Projects budgeted for this Fund in FY 2022-23.No refunds were made during FY 2021-22CITY OF ARROYO GRANDEPolice Protection FeeComparative Statement of Revenues, Expendituresand Changes in Fund BalancesFiscal Years Ending June 30, 2013-2022Page 68 of 417
EXHIBIT GFY 12-13 FY 13-14 FY 14-15 FY 15-16 FY 16-17 FY 17-18 FY 18-19 FY 19-20 FY 20-21 FY 21-22Actual Actual Actual Actual Actual Actual Actual Actual Actual ActualRevenues:Impact Fees 2,744$ 2,036$ 4,858$ 859$ 8,686$ 1,859$ 4,488$ 7,188$ 1,364$ 1,601$ Interest Income 190 269 572 364 352 383 766 260 54 180 Expense RecoveryTotal Revenues 2,934 2,305 5,430 1,223 9,038 2,242 5,254 7,449 1,417 1,780 Expenditures:Operating Expenses - - - 262 - 13 - - - - Excess of Revenues OverExpenditures 2,934 2,305 5,430 961 9,038 2,230 5,254 7,449 1,417 1,780 Other Financing Uses:Capital Transfers Out 324 - - 60,000 (54,956) 21,490 30,652 1,088 - - Excess of Revenues Over(Under) Expendiutres andOther Financing Uses 2,610 2,305 5,430 (59,039) 63,994 (19,260) (25,398) 6,361 1,417 1,780 - Fund Balance, Beginning of Year 46,983 49,593 51,898 57,328 (1,711) 62,283 43,023 17,625 23,985 25,403 Fund Balance, End of Year 49,593$ 51,898$ 57,328$ (1,711)$ * 62,283$ * 43,023$ * 17,625$ * 23,985$ * 25,403$ * 27,183$ Capital Project Detail:Elm Street Roof Replacement 324$ -$ -$ -$ -$ -$ -$ -$ -$ -$ Woman's Club Kitchen Remode - - - 60,000 (54,956) 21,490 30,652 1,088 - - 324$ -$ -$ 60,000$ (54,956)$ 21,490$ 30,652$ 1,088$ -$ -$ Capital Project Estimated % of project funded with fees:Elm Street Roof Replacement 100% - - - - - - - - - Woman's Club Kitchen Remode - - - 100% 104% 68% 85% 100% 0% 0%There are no current Capital Improvement Projects budgeted for this Fund in FY 2022-23.No refunds were made during FY 2021-22CITY OF ARROYO GRANDECommunity Center FeeComparative Statement of Revenues, Expendituresand Changes in Fund BalancesFiscal Years Ending June 30, 2013-2022Page 69 of 417
EXHIBIT HFY 12-13 FY 13-14 FY 14-15 FY 15-16 FY 16-17 FY 17-18 FY 18-19 FY 19-20 FY 20-21 FY 21-22Actual Actual Actual Actual Actual Actual Actual Actual Actual ActualRevenues:Impact Fees 94,540$ 34,936$ 83,790$ 14,693$ 148,754$ 31,837$ 77,076$ 124,003$ 23,557$ 27,723$ Interest Income 1,482 570 1,582 2,416 1,226 1,909 4,304 4,340 753 2,251 Total Revenues 96,022 35,506 85,372 17,109 149,980 33,746 81,381 128,343 24,311 29,975 Expenditures:Operating Expenses - - - 3,808 - 187 24,592 16,576 - - Excess of Revenues OverExpenditures 96,022 35,506 85,372 13,301 149,980 33,559 56,788 111,767 24,311 29,975 Other Financing Uses:Capital Transfers Out 359,289 20,000 35,000 20,000 14,967 96,943 48,543 13,168 47,921 115,620 Excess of Revenues Over(Under) Expenditures andOther Financing Uses (263,267) 15,506 50,372 (6,699) 135,013 (63,385) 8,246 98,599 (23,611) (85,646) - Fund Balance, Beginning of Year 356,862 93,595 109,101 159,473 152,774 287,787 224,402 232,648 331,247 307,637 Fund Balance, End of Year 93,595$ 109,101$ 159,473$ 152,774$ 287,787$ 224,402$ 232,648$ 331,247$ 307,637$ 221,991$ Capital Project Detail:Park Improvements 20,614$ 20,000$ 35,000$ 20,000$ 14,967$ 24,381$ -$ 5,652$ 22,275$ 24,307$ Soto Sports Complex ADA Bleachers - - - - - - - - 5,388 - Soto Sports Complex Resurface Courts - - - - - - - - - 40,000 Soto Sports Complex Fencing Repairs - - - - - - - - - 12,790 Soto/Elm Master Plan - - - - - - - - 14,258 - Citywide Trash/Recycle Receptacle Repl- - - - - - - - 6,000 4,418 Replacement lighting-lower basin fields 290,360 - - - - - - - - - Central Irrigation System 48,315 - - - - - - - - - Strother Park Play Structure - - - - - 56,412 - - - - Strother Park Restroom Project - - - - - 16,150 48,543 - - - ADA Drinking Fountains - - - - - - - 7,516 - - Elm St Park Playground Structure - - - - - - - - - 34,106 359,289$ 20,000$ 35,000$ 20,000$ 14,967$ 96,943$ 48,543$ 13,168$ 47,921$ 115,620$ Fiscal Years Ending June 30, 2013-2022and Changes in Fund BalancesComparative Statement of Revenues, ExpendituresPark Improvement FeeCITY OF ARROYO GRANDEPage 70 of 417
EXHIBIT HCapital Project Estimated % of project funded with fees:Park Improvements 100% 100% 100% 44% 100% 100% - 100% 100% 100%Soto Sports Complex ADA Bleachers - - - - - - - - 100% - Soto Sports Complex Resurface Courts - - - - - - - - - 100%Soto Sports Complex Fencing Repairs - - - - - - - - - 100%Soto/Elm Master Plan - - - - - - - - 100% - Citywide Trash/Recycle Receptacle Repl- - - - - - - - 100% 100%Replacement lighting-lower basin fields 100% - - - - - - - - - Central Irrigation System 52% - - - - - - - - - Strother Park Play Structure - - - - - 35% - - - - Strother Park Restroom Project - - - - - 93% 98% - - - ADA Drinking Fountains - - - - - - - 100% - - Elm St Park Playground Structure - - - - - - - - - 46%The FY 2022-23 Capital Improvement Program Budget includes projects totaling $61,000. No refunds were made during FY 2021-22Page 71 of 417
Item 9.e.
MEMORANDUM
TO: City Council
FROM: Nicole Valentine, Administrative Services Director
Tashina Ureno, Human Resources Officer
SUBJECT: Approve the Consultant Services Agreement with Baker Tilly for On-
Call Accounting and Human Resources Support
DATE: November 22, 2022
SUMMARY OF ACTION:
Approve the Consultant Services Agreement with Baker Tilly for On -Call Accounting and
Human Resources Support.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
No costs are associated with awarding the on-call contract. Costs will be incurred for
specific projects and services in compliance with the approved budget. Currently, $75,000
is included in the approved FY 2022-23 budget for Accounting and Human Resources
Support Services.
RECOMMENDATION:
Approve the Consultant Services Agreement with Baker Tilly for On -Call Accounting and
Human Resources Support.
BACKGROUND:
The Administrative Services and Human Resources Divisions are responsible for the
entire financial, accounting, information technology, and human resources operations of
the City, including the receipt, disbursement and deposit in the treasury of all City moneys,
assistance in the preparation of the City budget, maintenance of all accounting
procedures and records, and personnel administration.
On July 27, 2021, the City Council established on -call consultant service agreements in
sixteen disciplines to assist Engineering, Planning, and Public Works staff in the delivery of
future City projects and services. The use of on-call consultants has been found to be an
effective tool in the delivery of City projects and services. The Administrative Services and
Human Resources Divisions would like to use a similar model and select a consultant to
provide services as needed.
Page 72 of 417
Item 9.e.
City Council
Approve the Consultant Services Agreement with Baker Tilly for On-Call
Accounting and Human Resources Support
November 22, 2022
Page 2
On August 11, 2022, the Administrative Services Department issued a Request for
Proposals (RFP) for Accounting and Human Resources support services to all City
departments. Three proposals were received by the RFP closing date of September 22,
2022. The selection process was performed by the City’s Administrative Services
Director, Human Resources Officer, and Accounting Manager and was based on a set of
scoring criteria. The results of that scoring led staff to recommend awarding the City’s
Accounting and Human Resources support services contract to Baker Tilly (formerly
Management Partners). A second consultant, Regional Government Services (RGS),
was also selected as a potential consultant, but the agreement is under negotiation and
not ready for approval at this time.
ANALYSIS OF ISSUES:
Awarding contracts for Accounting and Human Resources support services to Baker Tilly
allows greater project flexibility and increased access to expert resources when the need
for additional support arises.
The City is in the process of completing an RFP for Enterprise Resource Planning (ERP)
System and Implementation Services. This project will update the entire Accounting and
Human Resources systems and will be a considerable undertaking for each division.
Baker Tilly will assist with implementation and continued divisional operations during this
vital transition.
The selection team is recommending approval of a three-year consultant service
agreement with Baker Tilly, formally Management Partners, with the possibility of two
additional one-year extensions based on satisfactory performance. The City selection
team evaluated the firm’s proposal based on several criteria including: thoroughness and
understanding of tasks, background and experience in organizational analysis evaluation,
firm’s expertise and overall experience of personnel assigned to the work, time requ ired
to accomplish the requested services, responsiveness to requirements of the project,
public sector experience in a municipal setting conducting similar studies, and costs.
The Services Requested included assistance with the following:
Updating the Purchasing Policies & Procedures;
Planning and work process forecasting related to the ERP update;
Human Resources support services;
Review of current budget policies and suggested changes, to reflect best practices;
Review of existing reserve policies and providing recommended changes or
additions to reflect financial prudent practices;
Budget Financial Forecast Modeling; and
Other expert advice, as needed.
Effective October 1, 2022, Management Partners became a part of Baker Tilly.
Management Partners has previously assisted the City with Accounting and Human
Page 73 of 417
Item 9.e.
City Council
Approve the Consultant Services Agreement with Baker Tilly for On-Call
Accounting and Human Resources Support
November 22, 2022
Page 3
Resources support and has a strong understanding of how the City’s departments
function. They rated high in regard to understanding the tasks, Accounting and Human
Resources support, and Public Sector experience. Baker Tilly’s proposal includes time
and materials fee schedules.
RGS was also selected as a potential consultant based on its proposal and the services
offered. However, certain essential contract terms have not been agreed upon at this
time. If those terms are settled as recommended by the City Attorney, staff will return to
Council with a request to approve an agreement with RGS.
On-Call Use and Duration
With on-call agreements in place, staff are able to utilize contract resources when support
needs arise. Project specific request for proposals are requested by staff from the
consultants. Staff will evaluate the proposed work plans and cost and then select the
proposal that best meets the City’s needs. If the proposal cost is within the City Council
approved project or service budget, the City will issue a purchase order for this work and
provide direction to the consultant to proceed with specific support activities.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve the Consultant Services Agreement with Baker Tilly for On -Call
Accounting and Human Resources Support;
2. Do not approve the Consultant Services Agreement; or
3. Provide other direction to staff.
ADVANTAGES:
Approving the proposed Consultant Services Agreement and on-call service process will
allow the City to access additional Accounting and Human Resources support services
as these needs arise. The agreement will provide access to qualified support for
circumstances beyond the City’s control to ensure these vital administrative functions
continue without interruption. The on-call consultant will develop a better understanding
of the City's procedures, practices, and expectations ove r time, which will enhance
efficiency.
DISADVANTAGES:
No disadvantages have been identified.
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.
Page 74 of 417
Item 9.e.
City Council
Approve the Consultant Services Agreement with Baker Tilly for On-Call
Accounting and Human Resources Support
November 22, 2022
Page 4
Attachments:
1. Proposed Consultant Services Agreement with Baker Tilly
2. Request for Proposals (RFP) for Accounting and Human Resources support
services
Page 75 of 417
ATTACHMENT 1
Page 1
AGREEMENT FOR CONSULTANT SERVICES
THIS AGREEMENT FOR CONSULTANT SERVICES (“Agreement”), is made and
effective as of October 25, 2022, between Baker Tilly US LLP (“Consultant”), and the
CITY OF ARROYO GRANDE, a Municipal Corporation (“City”). In consideration of the
mutual covenants and conditions set forth herein, the parties agree as follows:
1. TERM
This Agreement shall commence on November 22, 2022 and continue in effect for
a period of three years (the “Initial Term”), or until completion of services as set forth
herein, unless sooner terminated pursuant to the provisions of this Agreement. This
Agreement may be extended for two additional one -year periods after the Initial Term
upon written agreement by City and Consultant. All terms and conditions of this
Agreement shall apply to any additional one year terms.
2. SERVICES
Consultant shall perform the tasks described and comply with all terms and
provisions set forth in the Scope of Work, Exhibit “A”, attached hereto and incorporated
herein by this reference.
3. PERFORMANCE
Consultant shall at all times faithfully, competently and to the best of his/her ability,
experience and talent, perform all tasks described herein. Consultant shall employ, at a
minimum generally accepted standards and practices utilized by persons engaged in
providing similar services as are required of Consultant hereunder in meeting its
obligations under this Agreement.
4. AGREEMENT ADMINISTRATION
City’s Administrative Services Director shall represent City in all matters pertaining
to the administration of this Agreement. Jan Perkins shall represent Consultant in all
matters pertaining to the administration of this Agreement.
5. PAYMENT
The City agrees to pay the Consultant in accordance with the payment rates and
terms set forth in Exhibit “B”, attached hereto and incorporated herein by this reference.
6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE
(a) The City may at any time, for any reason, with or without cause, suspend or
terminate this Agreement, or any portion hereof, by serving upon the Consultant at least
ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall
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immediately cease all work under this Agreement, unless the notice provides otherwise.
If the City suspends or terminates a portion of this Agreement such sus pension or
termination shall not make void or invalidate the remainder of this Agreement.
(b) In the event this Agreement is terminated pursuant to this Section, the City
shall pay to Consultant the actual value of the work performed up to the time of
termination, provided that the work perf ormed is of value to the City. Upon termination of
the Agreement pursuant to this Section, the Consultant will submit an invoice to the City
pursuant to Section 5.
7. TERMINATION ON OCCURRENCE OF STATED EVENTS
This Agreement shall terminate automatically on the occurrence of any of the
following events:
(a) Bankruptcy or insolvency of any party;
(b) Sale of Consultant’s business; or
(c) Assignment of this Agreement by Consultant without the consent of City.
(d) End of the Agreement term specified in Section 1.
8. DEFAULT OF CONSULTANT
(a) The Consultant’s failure to comply with the provisions of this Agreement
shall constitute a default. In the event that Consultant is in default for cause under the
terms of this Agreement, City shall have no obligation or duty to continue compensating
Consultant for any work performed after the date of default and can terminate this
Agreement immediately by written notice to the Consultant. If such failure by the
Consultant to make progress in the performance of work hereunder arises out of causes
beyond the Consultant’s control, and without fault or negligence of the Consultant, it shall
not be considered a default.
(b) If the City Manager or his/her delegate determines that the Consultant is in
default in the performance of any of the terms or conditions of this Agreement, he/she
shall cause to be served upon the Consultant a written notice of the default. The
Consultant shall have ten (10) days after service upon it of said notice in which to cure
the default by rendering a satisfactory performance. In the event that the Consultant fails
to cure its default within such period of time, the City shall have the right, notwithstanding
any other provision of this Agreement to terminate this Agreement without further notice
and without prejudice to any other remedy to which it may be entitled at law, in equity or
under this Agreement.
9. LAWS TO BE OBSERVED. Consultant shall:
(a) Procure all permits and licenses, pay all charges and fees, and give all
notices which may be necessary and incidental to the due and lawful prosecution of the
services to be performed by Consultant under this Agreement;
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(b) Keep itself fully informed of all existing and proposed federal, state and local
laws, ordinances, regulations, orders, and decrees which may affect those engaged or
employed under this Agreement, any materials used in Consultant’s performance under
this Agreement, or the conduct of the services under this Agreement;
(c) At all times observe and comply with, and cause all of its employees to
observe and comply with all of said laws, ordinances, regulations, orders, and decrees
mentioned above;
(d) Immediately report to the City’s Contract Manager in writing any
discrepancy or inconsistency it discovers in said laws, ordinances, regulations, orders,
and decrees mentioned above in relation to any plans, drawings, specifications, or
provisions of this Agreement.
(e) The City, and its officers, agents and employees, shall not be liable at law
or in equity occasioned by failure of the Consultant to comply with this Section.
10. OWNERSHIP OF DOCUMENTS
(a) Consultant shall maintain complete and accurate records with respect to sales,
costs, expenses, receipts, and other such information required by City that relate to the
performance of services under this Agreement. Consultant shall maintain adequate
records of services provided in sufficient detail to permit an evaluation of services . All
such records shall be maintained in accordance with generally accepted accounting
principles and shall be clearly identified and readily accessible. Consultant shall provide
free access to the representatives of City or its designees at reasonable ti mes to such
books and records; shall give City the right to examine and audit said books and records;
shall permit City to make transcripts therefrom as necessary; and shall allow inspection
of all work, data, documents, proceedings, and activities related to this Agreement. Such
records, together with supporting documents, shall be maintained for a period of three (3)
years after receipt of final payment.
(b) Upon completion of, or in the event of termination or suspension of this
Agreement, all original documents, designs, drawings, maps, models, computer files,
surveys, notes, and other documents prepared in the course of providing the services to
be performed pursuant to this Agreement shall become the sole property of the City and
may be used, reused, or otherwise disposed of by the City without the permission of the
Consultant. With respect to computer files, Consultant shall make available to the City, at
the Consultant’s office and upon reasonable written request by the City, the necessary
computer software and hardware for purposes of accessing, compiling, transferring, and
printing computer files.
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11. INDEMNIFICATION
(a) Indemnification for Professional Liability. When the law establishes a
professional standard of care for Consultant’s Services, to the fullest extent permitted by
law, Consultant shall indemnify, protect, defend and hold harmless City and any and all
of its officials, employees and agents (“Indemnified Parties”) from and against any and all
losses, liabilities, damages, costs and expenses, including attorney’s fees and costs to
the extent same are caused in whole or in part by any negligent or wrongful act, error or
omission of Consultant, its officers, agents, employees or subContractors or any entity or
individual that Consultant shall bear the legal liability thereof) in the performance of
professional services under this agreement.
(b) Indemnification for Other Than Professional Liability. Other than in the
performance of professional services and to the full extent permitted by law, Consultant
shall indemnify, defend and hold harmless City, and any and all of its employees, officials
and agents from and against any liability (including liability for claims, suits, actions,
arbitration proceedings, administrative proceedings, regulatory proceedings, losses,
expenses or costs of any kind, whether actual, alleged or threatened, including attorneys
fees and costs, court costs, interest, defense costs, and expert witness fees), where the
same arise out of, are a consequence of, or are in any way attributable to, in whole or in
part, the performance of this Agreement by Consultant or by any individual or entity for
which Consultant is legally liable, including but not limited to officers, agents, employees
or subContractors of Consultant.
(c) General Indemnification Provisions. Consultant agrees to obtain executed
indemnity agreements with provisions identical to those set forth here in this section from
each and every subContractor or any other person or entity involved by, fo r, with or on
behalf of Consultant in the performance of this agreement. In the event Consultant fails
to obtain such indemnity obligations from others as required here, Consultant agrees to
be fully responsible according to the terms of this section. Fail ure of City to monitor
compliance with these requirements imposes no additional obligations on City and will in
no way act as a waiver of any rights hereunder. This obligation to indemnify and defend
City as set forth here is binding on the successors, assigns or heirs of Consultant and
shall survive the termination of this agreement or this section.
12. INSURANCE
Consultant shall maintain prior to the beginning of and for the duration of this
Agreement insurance coverage as specified in Exhibit “C” attac hed hereto and
incorporated herein as though set forth in full.
13. INDEPENDENT CONSULTANT
(a) Consultant is and shall at all times remain as to the City a wholly independent
Consultant. The personnel performing the services under this Agreement on behalf of
Consultant shall at all times be under Consultant’s exclusive direction and control. Neither
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City nor any of its officers, employees, or agents shall have control over the conduct of
Consultant or any of Consultant’s officers, employees, or agents, except as set forth in
this Agreement. Consultant shall not at any time or in any manner represent that it or any
of its officers, employees, or agents are in any manner officers, employees, or agents of
the City. Consultant shall not incur or have the power to incur any debt, obligation, or
liability whatever against City, or bind City in any manner.
(b) No employee benefits shall be available to Consultant in connection with
performance of this Agreement. Except for the fees paid to Consultant as provided in the
Agreement, City shall not pay salaries, wages, or other compensation to Consultant for
performing services hereunder for City. City shall not be liable for compensation or
indemnification to Consultant for injury or sickness arising out of performing services
hereunder.
14. UNDUE INFLUENCE
Consultant declares and warrants that no undue influence or pressure was or is
used against or in concert with any officer or employee of the City of Arroyo Grande in
connection with the award, terms or implementation of this Agreement, including any
method of coercion, confidential financial arrangement, or financial inducement. No officer
or employee of the City of Arroyo Grande will receive compensation, directly or indirectly,
from Consultant, or from any officer, employee or agent of Consultant, in connection with
the award of this Agreement or any work to be conducted as a result of this Agreement.
Violation of this Section shall be a material breach of this Agreement entitling the City to
any and all remedies at law or in equity.
15. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of City, or their designees or agents, and no
public official who exercises authority over or responsibilities with respect to the project
during his/her tenure or for one year thereafter, shall have any interest, direct or indirect,
in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in
connection with the project performed under this Agreement.
16. RELEASE OF INFORMATION/CONFLICTS OF INTEREST
(a) All information gained by Consultant in performance of this Agreement shall be
considered confidential and shall not be released by Consultant without City’s prior written
authorization. Consultant, its officers, employees, agents, or subContractors, shall not
without written authorization from the City Manager or unless requested by the City
Attorney, voluntarily provide declarations, letters of support, testim ony at depositions,
response to interrogatories, or other information concerning the work performed under
this Agreement or relating to any project or property located within the City. Response to
a subpoena or court order shall not be considered “voluntar y” provided Consultant gives
City notice of such court order or subpoena.
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(b) Consultant shall promptly notify City should Consultant, its officers, employees,
agents, or subContractors be served with any summons, complaint, subpoena, notice of
deposition, request for documents, interrogatories, request for admissions, or other
discovery request, court order, or subpoena from any person or party regarding this
Agreement and the work perf ormed thereunder or with respect to any project or property
located within the City. City retains the right, but has no obligation, to represent Consultant
and/or be present at any deposition, hearing, or similar proceeding. Consultant agrees to
cooperate fully with City and to provide the opportunity to review any response to
discovery requests provided by Consultant. However, City’s right to review any such
response does not imply or mean the right by City to control, direct, or rewrite said
response.
17. NOTICES
Any notice which either party may desire to give to the other party under this
Agreement must be in writing and may be given either by (i) personal service, (ii) delivery
by a reputable document delivery service, such as but not limited to, Fede ral Express,
which provides a receipt showing date and time of delivery, or (iii) mailing in the United
States Mail, certified mail, postage prepaid, return receipt requested, addressed to the
address of the party as set forth below or at any other address as that party may later
designate by notice:
To City: City of Arroyo Grande
Administrative Services Director
300 E. Branch Street
Arroyo Grande, CA 93420
To Consultant: Baker Tilly
1730 Madison Road
Cincinnati, OH 45206
18. ASSIGNMENT
The Consultant shall not assign the performance of this Agreement, nor any part
thereof, without the prior written consent of the City.
19. GOVERNING LAW
The City and Consultant understand and agree that the laws of the State of
California shall govern the rights, obligations, duties, and liabilities of the parties to this
Agreement and also govern the interpretation of this Agreement. Any litigation concerning
this Agreement shall take place in the superior or federal distri ct court with jurisdiction
over the City of Arroyo Grande.
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20. ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to
the obligations of the parties described in this Agreement. All prior or contemporaneous
agreements, understandings, representations, and statements, or written, are merged
into this Agreement and shall be of no further force or effect. Each party is entering into
this Agreement based solely upon the representations set forth herein and upon each
party’s own independent investigation of any and all facts such party deems material.
21. TIME
City and Consultant agree that time is of the essence in this Agreement.
22. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL
Consultant is bound by the contents of the City’s Request for Proposal, Exhibit “D”,
attached hereto and incorporated herein by this reference, and the contents of the
proposal submitted by the Consultant, Exhibit “E”, attached hereto and incorporated
herein by this reference. In the event of conflict, the requirements of City’s Request for
Proposals and this Agreement shall take precedence over those contained in the
Consultant’s proposal.
23. CONSTRUCTION
The parties agree that each has had an opportunity to have their counsel review
this Agreement and that any rule of construction to the effect that ambiguities are to be
resolved against the drafting party shall not apply in the interpretation of this Agreement
or any amendments or exhibits thereto. The captions of the sections are for convenience
and reference only, and are not intended to be construed to define or limit the provisions
to which they relate.
24. AMENDMENTS
Amendments to this Agreement shall be in writing and shall be made only with the
mutual written consent of all of the parties to this Agreement.
25. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Consultant warrants
and represents that he/she has the authority to execute this Agreemen t on behalf of the
Consultant and has the authority to bind Consultant to the performance of its obligations
hereunder.
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed
the day and year first above written.
CITY OF ARROYO GRANDE CONSULTANT
By:__________________________ By:____________________________
Caren Ray Russom, Mayor
Its:____________________________
Attest: (Title)
_____________________________
Jessica Matson, City Clerk
Approved As To Form:
_____________________________
Timothy J. Carmel, City Attorney
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EXHIBIT A
SCOPE OF WORK
OUTLINE OF SERVICES TO BE PROVIDED
1. Update the Purchasing Policies & Procedures;
2. Assist with planning for the ERP update;
3. Provide Human Resources support services;
4. Review current budget policies and providing advice on changes, as needed to reflect best
practices;
5. Review the existing reserve policies and providing advice about changes or additions that
would represent financial prudent practices;
6. Assist with the Budget Financial Forecast Modeling; and
7. Provide other expert advice as needed.
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EXHIBIT B
PAYMENT SCHEDULE
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EXHIBIT C
INSURANCE REQUIREMENTS
Prior to the beginning of and throughout the duration of the Work, Consultant will maintain
insurance in conformance with the requirements set forth below. Consultant will use
existing coverage to comply with these requirements. If that existing coverage d oes not
meet the requirements set forth here, Consultant agrees to amend, supplement or
endorse the existing coverage to do so. Consultant acknowledges that the insurance
coverage and policy limits set forth in this section constitute the minimum amount of
coverage required. Any insurance proceeds available to City in excess of the limits and
coverage required in this agreement and which is applicable to a given loss, will be
available to City.
Consultant shall provide the following types and amounts of in surance:
Commercial General Liability Insurance using Insurance Services Office “Commercial
General Liability” policy from CG 00 01 or the exact equivalent. Defense costs must be
paid in addition to limits. There shall be no cross liability exclusion for claims or suits by
one insured against another. Limits are subject to review but in no event less than
$1,000,000 per occurrence.
Business Auto Coverage on ISO Business Auto Coverage from CA 00 01 including
symbol 1 (Any Auto) or the exact equivalent. Lim its are subject to review, but in no event
to be less than $1,000,000 per accident. If Consultant owns no vehicles, this requirement
may be satisfied by a non-owned auto endorsement to the general liability policy
described above. If Consultant or Consultant’s employees will use personal autos in any
way on this project, Consultant shall provide evidence of personal auto liability coverage
for each such person.
Workers Compensation on a state-approved policy form providing statutory benefits as
required by law with employer’s liability limits no less than $1,000,000 per accident or
disease.
Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements,
shall provide coverage at least as broad as specified for the underlyi ng coverages. Any
such coverage provided under an umbrella liability policy shall include a drop down
provision providing primary coverage above a maximum $25,000 self -insured retention
for liability not covered by primary but covered by the umbrella. Cove rage shall be
provided on a “pay on behalf” basis, with defense costs payable in addition to policy limits.
Policy shall contain a provision obligating insurer at the time insured’s liability is
determined, not requiring actual payment by the insured first. There shall be no cross
liability exclusion precluding coverage for claims or suits by one insured against another.
Coverage shall be applicable to City for injury to employees of Consultant, subContractors
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or others involved in the Work. The scope of coverage provided is subject to approval of
City following receipt of proof of insurance as required herein. Limits are subject to review
but in no event less than $1,000,000 per occurrence.
Professional Liability or Errors and Omissions Insurance as approp riate shall be written
on a policy form coverage specifically designated to protect against acts, errors or
omissions of the Consultant and “Covered Professional Services” as designated in the
policy must specifically include work performed under this agre ement. The policy limit
shall be no less than $1,000,000 per claim and in the aggregate. The policy must “pay on
behalf of” the insured and must include a provision establishing the insurer’s duty to
defend. The policy retroactive date shall be on or before the effective date of this
agreement.
Insurance procured pursuant to these requirements shall be written by insurer that are
admitted carriers in the state California and with an A.M. Bests rating of A - or better and
a minimum financial size VII.
General conditions pertaining to provision of insurance coverage by Consultant.
Consultant and City agree to the following with respect to insurance provided by
Consultant:
1. Consultant agrees to have its insurer endorse the third party general liability
coverage required herein to include as additional insureds City, its officials employees
and agents, using standard ISO endorsement No. CG 2010 with an edition prior to 1992.
Consultant also agrees to require all Consultants, and subContractors to do likewise.
2. No liability insurance coverage provided to comply with this Agreement shall
prohibit Consultant, or Consultant’s employees, or agents, from waiving the right of
subrogation prior to a loss. Consultant agrees to waive subrogation rights against City
regardless of the applicability of any insurance proceeds, and to require all Consultants
and subContractors to do likewise.
3. All insurance coverage and limits provided by Consultant and available or
applicable to this agreement are intended to apply to the full extent of the policies. Nothing
contained in this Agreement or any other agreement relating to the City or its operations
limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these
requirements if they include any limiting endorsement of any kind that has not been first
submitted to City and approved of in writing.
5. No liability policy shall contain any provision or definition that would serve
to eliminate so-called “third party action over” claims, including any exclusion for bodily
injury to an employee of the insured or of any Consultant or subcontractor.
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6. All coverage types and limits required are subject to approval, modification
and additional requirements by the City, as the need arises. Consultant shall not make
any reductions in scope of coverage (e.g. elimination of contractual liability or reduction
of discovery period) that may affect City’s protection without City’s prior written consent.
7. Proof of compliance with these insurance requirements, consisting of
certificates of insurance evidencing all of the coverages required and an additional
insured endorsement to Consultant’s general liability policy, shall be delivered to City at
or prior to the execution of this Agreement. In the event such proof of any insurance is
not delivered as required, or in the event such insurance is canceled at any time and no
replacement coverage is provided, City has the right, but not the duty, to obtain any
insurance it deems necessary to protect its interests under this or any other agreement
and to pay the premium. Any premium so paid by City shall be charged to and promptly
paid by Consultant or deducted from sums due Consultant, at City option.
8. Certificate(s) are to reflect that the insurer will provide 30 days notice to City
of any cancellation of coverage. Consultant agrees to require its insurer to modify such
certificates to delete any exculpatory wording stating that failure of the insurer t o mail
written notice of cancellation imposes no obligation, or that any party will “endeavor” (as
opposed to being required) to comply with the requirements of the certificate.
9. It is acknowledged by the parties of this agreement that all insurance
coverage required to be provided by Consultant or any subContractor, is intended to apply
first and on a primary, noncontributing basis in relation to any other insurance or self
insurance available to City.
10. Consultant agrees to ensure that subContractors, and any other party
involved with the project who is brought onto or involved in the project by Consultant,
provide the same minimum insurance coverage required of Consultant. Consultant
agrees to monitor and review all such coverage and assumes all responsibility for
ensuring that such coverage is provided in conformity with the requirements of this
section. Consultant agrees that upon request, all agreements with subContractors and
others engaged in the project will be submitted to City for review.
11. Consultant agrees not to self-insure or to use any self-insured retentions or
deductibles on any portion of the insurance required herein and further agrees that it will
not allow any Consultant, subContractor, Architect, Engineer or other entity or person in
any way involved in the performance of work on the project contemplated by this
agreement to self-insure its obligations to City. If Consultant’s existing coverage includes
a deductible or self-insured retention, the deductible or self -insured retention must be
declared to the City. At the time the City shall review options with the Consultant, which
may include reduction or elimination of the deductible or self -insured retention,
substitution of other coverage, or other solutions.
12. The City reserves the right at any time during the term of the contract to
change the amounts and types of insurance required by giving the Consultant ninety (90)
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days advance written notice of such change. If such change results in substantial
additional cost to the Consultant, the City will negotiate additional compensation
proportional to the increase benefit to City.
13. For purposes of applying insurance coverage only, this Agreement will be
deemed to have been executed immediately upon any party hereto taking any steps that
can be deemed to be in furtherance of or towards performance of this Agreement.
14. Consultant acknowledges and agrees that any actual or alleged failure on
the part of City to inform Consultant of non-compliance with any insurance requirements
in no way imposes any additional obligations on City nor does it waive any rights
hereunder in this or any other regard.
15. Consultant will renew the required coverage annually as long as City, or its
employees or agents face an exposure from ope rations of any type pursuant to this
agreement. This obligation applies whether or not the agreement is canceled or
terminated for any reason. Termination of this obligation is not effective until City executes
a written statement to that effect.
16. Consultant shall provide proof that policies of insurance required herein
expiring during the term of this Agreement have been renewed or replaced with other
policies providing at least the same coverage. Proof that such coverage has been ordered
shall be submitted prior to expiration. A coverage binder or letter from Consultant’s
insurance agent to this effect is acceptable. A certificate of insurance and/or additional
insured endorsement as required in these specifications applicable to the renewing or
new coverage must be provided to City within five days of the expiration of the coverages.
17. The provisions of any workers’ compensation or similar act will not limit the
obligations of Consultant under this agreement. Consultant expressly agrees not to use
any statutory immunity defenses under such laws with respect to City, its employees,
officials and agents.
18. Requirements of specific coverage features or limits contained in this
section are not intended as limitations on coverage, limits or other requirements nor as a
waiver of any coverage normally provided by any given policy. Specific reference to a
given coverage feature is for purposes of clarification only as it pertains to a given issue,
and is not intended by any party or insured to be limiting or all-inclusive.
19. These insurance requirements are intended to be separate and distinct from
any other provision in this agreement and are intended by the parties here to be
interpreted as such.
20. The requirements in this Section supersede a ll other sections and
provisions of this Agreement to the extent that any other section or provision conflicts with
or impairs the provisions of this Section.
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21. Consultant agrees to be responsible for ensuring that no contract used by
any party involved in any way with the project reserves the right to charge City or
Consultant for the cost of additional insurance coverage required by this agreement. Any
such provisions are to be deleted with reference to City. It is not the intent of City to
reimburse any third party for the cost of complying with these requirements. There shall
be no recourse against City for payment of premiums or other amounts with respect
thereto.
22. Consultant agrees to provide immediate notice to City of any claim or loss
against Consultant arising out of the work performed under this agreement. City assumes
no obligation or liability by such notice, but has the right (but not the duty) to monitor the
handling of any such claim or claims if they are likely to involve City.
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ATTACHMENT 2
REQUEST FOR PROPOSAL
FOR
PROFESSIONAL CONSULTING SERVICES FOR
ACCOUNTING AND HUMAN RESOURCES
SUPPORT SERVICES
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City of Arroyo Grande
RFP: Consultant Services for Accounting and Human Resources Support Services
Page 1
Contents
GENERAL INFORMATION ........................................................................................................................... 2
SCHEDULE OF PROPOSAL ACTIVITIES (ALL TIMES PACIFIC) .............................................................. 2
DISCRETION AND LIABILITY WAIVER ....................................................................................................... 3
EVALUATION OF PROPOSALS .................................................................................................................. 4
OUTLINE OF SERVICES TO BE PROVIDED.............................................................................................. 4
FORMAT OF PROPOSAL ............................................................................................................................ 4
FINAL COMMENTS ...................................................................................................................................... 7
ATTACHMENT A - SAMPLE CITY CONTRACT ......................................................................................... 8
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City of Arroyo Grande
RFP: Consultant Services for Accounting and Human Resources Support Services
Page 2
GENERAL INFORMATION
The City of Arroyo Grande is located on California’s central coast approximately half way
between Los Angeles and San Francisco and has a population of approximately 17,555. The City
is currently a General Law city, operating under the City Council/City Manager form of
government. Arroyo Grande is a full service city, with police, streets, engineering, parks,
recreation, water and sewer services. Additionally, residents in the neighboring cities of Pismo
Beach, Grover Beach, and Oceano use many of Arroyo Grande’s recreational services. Fire
services are provided through the Five Cities Fire Authority, a joint powers authority established
between the City of Arroyo Grande, the City of Grover Beach, and the Oceano Community
Services District.
The City currently uses in-house approach to provide Accounting and Human Resources support
services to all City departments. The City is looking to enter into a contract with a firm or f irms to
supplement its in-house Accounting and Human Resources Divisions.
The project scope of work requires professional support of Accounting and Human Resources
services for the City using current Accounting and Human Resources expertise, including
updating the Purchasing Policies & Procedures, planning for the ERP update, and the Human
Resources customer service.
The City will select and negotiate with the qualified consultant(s) whose competitive proposals
are responsive to this RFP and are in the best interest of the City. Any competitive proposal
submitted in response to this RFP must provide sufficient detail and information to complete an
evaluation of its merits. The instructions contained herein must be followed in order for competitive
proposals to be considered responsive to this RFP. The City reserves the right to reject any or all
proposals.
Schedule of Proposal activities (ALL TIMES PACIFIC)
Schedule
Distribution of RFP August 11, 2022
Deadline for submission of questions to be
addressed at the Pre-Proposal Teleconference
September 7, 2022
Optional Pre-Proposal Teleconference September 13, 2022 10:00 am
Proposal submission September 22, 2022 5:00 pm
Proposal review September 26 – October 7, 2022
Notification to all proposers Week of October 10, 2022
Oral presentations, as needed Week of October 17, 2022
Notification to finalists October 24, 2022
Contract approval by City Council November 22, 2022
Project to commence By January 1, 2023
The City has made every effort to include sufficient information within this Request for Proposal
for a consultant to prepare a responsive, comprehensive proposal. In order to achieve an
equitable dissemination of information, a pre-proposal teleconference will be held to allow all
interested firms/consultants to ask questions for the mutual benefit of all involved. The timing of
the proposal process is subject to change, depending on the needs of the City, but is anticipated
as follows:
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City of Arroyo Grande
RFP: Consultant Services for Accounting and Human Resources Support Services
Page 3
a) Distribution of Request for Proposals: August 10, 2022
b) Optional Pre-proposal Teleconference: City staff will meet collectively with firm/consultant
representatives seeking additional information about the proposal process and the RFP. All
firms/consultants interested in submitting a proposal are encouraged to attend the pre-
proposal teleconference. The teleconference is scheduled for September 13, 2022 beginning
at 10:00 am (PST). Teleconference phone number and log in information can be obtained by
contacting Nicole Valentine at nvalentine@arroyogrande.org no later than September 7,
2022. Additionally, any questions to be addressed at the pre-proposal teleconference should
be submitted via email to Nicole Valentine at nvalentine@arroyogrande.org no later than
September 7, 2022.
c) Proposal Submission: Proposals must be clearly marked and delivered directly to the
Administrative Services Department no later than 5:00 pm, September 22, 2022. Late
submissions after the deadline or proposals delivered via fax will not be accepted. A total of
three (3) and an electronic version of the identical proposals must be submitted and labeled
as follows:
City of Arroyo Grande
Attention: Nicole Valentine, Administrative Services Director
Accounting and Human Resources Support Services RFP
300 East Branch Street
Arroyo Grande, CA 93420
d) Proposal Review: Our review committee will evaluate each proposal submitted. It is
anticipated that the review process will be completed by September 26, 2022.
e) Notification to all proposers: We anticipate sending written notification to all firms regarding
the outcome of the review and contract award process by October 10, 2022.
f) Oral Presentations, as needed: During the notification to all proposers, finalists will be
notified to schedule an oral interview during the week of October 17, 2022. Oral Interviews
will take place on zoom: https://zoom.us/j/6282922148
Dial by your location
888 475 4499 US Toll-free
877 853 5257 US Toll-free
Meeting ID: 628 2923 2148
g) Notification to finalists: All finalists will be notified of final decision by October 24, 2022.
Upon written request, we will provide a copy of the successful proposal once the contract is
executed.
DISCRETION AND LIABILITY WAIVER
The City reserves the right to exercise discretion and apply its judgment with respect to all
proposals submitted.
The City reserves the right to reject all proposals, either in part or in its entirety, or to request and
obtain, from one or more of the consulting firms submitting proposals, supplementary information
as may be necessary for City staff to analyze the proposals.
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City of Arroyo Grande
RFP: Consultant Services for Accounting and Human Resources Support Services
Page 4
The City may elect to award a contract in multiple phases, as is deemed to be in the City’s best
interest. Should the City award projects in phases, the City reserves the right to award the phases
to the same firm.
The consultant, by submitting a response to this RFP, waives all right to protest or seek any legal
remedies whatsoever regarding any aspect of this RFP. Although, it is the City’s intent to choose
only a small number of most qualified consulting teams to interview with the City, the City reserves
the right to choose any number of qualified finalists.
This RFP does not commit the City to award a contract, to defray any costs incurred in the
preparation of a proposal pursuant to this RFP or to procure or contract for work.
All proposals submitted in response to this RFP become the property of the City and public
records and, as such, may be subject to public review. The City reserves the right to cancel, in
part or in its entirety, this RFP including, but not limited to: selection procedures, submittal date,
and submittal requirements. If the City cancels or revises the RFP, all interested firms will be
notified using email.
EVALUATION OF PROPOSALS
Proposals will be evaluated based on the following criteria:
Thoroughness and understanding of the tasks to be completed
Background and experience in organizational analysis evaluation
Firm’s expertise and overall experience of personnel assigned to the work
Time required to accomplish the requested services
Responsiveness to requirements of the project
Public sector experience in municipal setting conducting similar studies
Costs
OUTLINE OF SERVICES TO BE PROVIDED
1. Update the Purchasing Policies & Procedures;
2. Assist with planning for the ERP update;
3. Provide Human Resources support services;
4. Review current budget policies and providing advice on changes, as needed to reflect best
practices;
5. Review the existing reserve policies and providing advice about changes or additions that
would represent financial prudent practices;
6. Assist with the Budget Financial Forecast Modeling; and
7. Provide other expert advice as needed.
FORMAT OF PROPOSAL
In order for us to adequately compare and evaluate proposals objectively, all proposals must be
twenty-five (25) pages or less.
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City of Arroyo Grande
RFP: Consultant Services for Accounting and Human Resources Support Services
Page 5
Transmittal Letter (one page maximum): The letter should provide a brief summary of the
proposal, concisely describing the project, its goals and the proposed plan of implementation. The
letter should be addressed to Nicole Valentine and signed by the Client Manager assigned to
the project.
Consultant/Firm Profile: Please respond to the following sections:
Overview: Provide a general overview of the firm/consultant(s) that will be assigned to the
project.
Experience: Describe the firm/consultant’s experience in conducting similar fee studies.
Include information regarding the resumes of consultant(s) that will be assigned and any
other relevant information to demonstrate the firm’s experience with engagements of
similar size and scope.
Approach: Describe the firm/consultant’s approach used to gather and analyze data,
expected interaction with City staff and estimated timeline for completing the scope of
work.
Additional Information: Describe any other information not previously mentioned that the
consultant believes should be given consideration. This could include any additional tasks not
included in the Required Services section above.
References: (minimum 3) specifically in local/municipal/county/state agencies.
Name of agency
Contact name to include: title, phone number and email
Population of jurisdiction
Number of employees
Project start and completion date
Brief summary of project
Pricing: Provide proposed price for the services as well as any proposed payment terms.
FINAL COMMENTS
The City reserves the right to reject any and all proposals, cancel all or part of this RFP, waive
any minor irregularities and to request additional information from proposing firms. By requesting
proposals, the City is in no way obligated to award a contract or pay expenses of the proposing
consultant in connection with the preparation or submission of a proposal.
The City’s decision to award a contract will be based many factors including but not limited to
service, cost, experience and quality. No single factor, such as cost, will determine the final
decision to award.
The City of Arroyo Grande appreciates the efforts all the consultants have put forth in responding
to the Request for Proposal.
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ATTACHMENT A - SAMPLE CITY CONTRACT
AGREEMENT FOR CONSULTANT SERVICES
THIS AGREEMENT FOR CONSULTANT SERVICES (“Agreement”), is made and
effective as of _________________ 202 2, between ____________________
(“Consultant”), and the CITY OF ARROYO GRANDE, a Municipal Corporation (“City”). In
consideration of the mutual covenants and conditions set forth herein, the parties agree
as follows:
1. TERM
This Agreement shall commence on ____________________, 2022 and shall
remain and continue in effect until ____________________________, 202 2, unless
sooner terminated pursuant to the provisions of this Agreement.
2. SERVICES
Consultant shall perform the tasks described and comply wit h all terms and
provisions set forth in Exhibit “A”, attached hereto and incorporated herein by this
reference.
3. PERFORMANCE
Consultant shall at all times faithfully, competently and to the best of his/her ability,
experience and talent, perform all tasks described herein. Consultant shall employ, at a
minimum generally accepted standards and practices utilized by persons engaged in
providing similar services as are required of Consultant hereunder in meeting its
obligations under this Agreement.
4. AGREEMENT ADMINISTRATION
City’s ____________________ shall represent City in all matters pertaining to the
administration of this Agreement. ____________________shall represent Consultant in
all matters pertaining to the administration of this Agreement.
5. PAYMENT
The City agrees to pay the Consultant in accordance with the payment rates and
terms set forth in Exhibit “B”, attached hereto and incorporated herein by this reference.
6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE
(a) The City may at any time, for any reason, with or without cause, suspend or
terminate this Agreement, or any portion hereof, by serving upon the Consultant at least
ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall
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immediately cease all work under this Agreement, unless the notice provides otherwise.
If the City suspends or terminates a portion of this Agreement such suspension or
termination shall not make void or invalidate the remainder of this Agreement.
(b) In the event this Agreement is terminated pursuant to this Section, the City
shall pay to Consultant the actual value of the work performed up to the time of
termination, provided that the work performed is of value to the City. Upon termination of
the Agreement pursuant to this Section, the Consultant will submit an invoice to the City
pursuant to Section 5.
7. TERMINATION ON OCCURRENCE OF STATED EVENTS
This Agreement shall terminate automatically on the occurrence of any of the
following events:
(a) Bankruptcy or insolvency of any party;
(b) Sale of Consultant’s business; or
(c) Assignment of this Agreement by Consultant without the consent of City.
(d) End of the Agreement term specified in Section 1.
8. DEFAULT OF CONSULTANT
(a) The Consultant’s failure to comply with the provisions of this Agreement
shall constitute a default. In the event that Consultant is in default for cause under the
terms of this Agreement, City shall have no obligation or duty to continue compensating
Consultant for any work performed after the date of default and can terminate this
Agreement immediately by written notice to the Consultant. If such failure by the
Consultant to make progress in the performance of work hereunder arises out of causes
beyond the Consultant’s control, and without fa ult or negligence of the Consultant, it shall
not be considered a default.
(b) If the City Manager or his/her delegate determines that the Consultant is in
default in the performance of any of the terms or conditions of this Agreement, he/she
shall cause to be served upon the Consultant a written notice of the default. The
Consultant shall have ten (10) days after service upon it of said notice in which to cure
the default by rendering a satisfactory performance. In the event that the Consultant fails
to cure its default within such period of time, the City shall have the right, notwithstanding
any other provision of this Agreement to terminate this Agreement without further notice
and without prejudice to any other remedy to which it may be entitled at law, in equity or
under this Agreement.
9. LAWS TO BE OBSERVED. Consultant shall:
(a) Procure all permits and licenses, pay all charges and fees, and give all
notices which may be necessary and incidental to the due and lawful prosecution of the
services to be performed by Consultant under this Agreement;
(b) Keep itself fully informed of all existing and proposed federal, state and local
laws, ordinances, regulations, orders, and decrees which may affect those engaged or
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employed under this Agreement, any materials used in Consultant’s performance under
this Agreement, or the conduct of the services under this Agreement;
(c) At all times observe and comply with, and cause all of its employees to
observe and comply with all of said laws, ordinances, regulations, orders, and decrees
mentioned above;
(d) Immediately report to the City’s Contract Manager in writing any
discrepancy or inconsistency it discovers in said laws, ordinances, regulations, orders,
and decrees mentioned above in relation to any plans, drawings, specifications, or
provisions of this Agreement.
(e) The City, and its officers, agents and employees, shall not be liable at law
or in equity occasioned by failure of the Consultant to comply with this Section.
10. OWNERSHIP OF DOCUMENTS
(a) Consultant shall maintain complete and accurate records with respect to sales,
costs, expenses, receipts, and other such information required by City that relate to the
performance of services under this Agreement. Consultant shall maintain adequ ate
records of services provided in sufficient detail to permit an evaluation of services. All
such records shall be maintained in accordance with generally accepted accounting
principles and shall be clearly identified and readily accessible. Consultant s hall provide
free access to the representatives of City or its designees at reasonable times to such
books and records; shall give City the right to examine and audit said books and records;
shall permit City to make transcripts therefrom as necessary; and shall allow inspection
of all work, data, documents, proceedings, and activities related to this Agreement. Such
records, together with supporting documents, shall be maintained for a period of three (3)
years after receipt of final payment.
(b) Upon completion of, or in the event of termination or suspension of this
Agreement, all original documents, designs, drawings, maps, models, computer files,
surveys, notes, and other documents prepared in the course of providing the services to
be performed pursuant to this Agreement shall become the sole property of the City and
may be used, reused, or otherwise disposed of by the City without the permission of the
Consultant. With respect to computer files, Consultant shall make available to the City, at
the Consultant’s office and upon reasonable written request by the City, the necessary
computer software and hardware for purposes of accessing, compiling, transferring, and
printing computer files.
11. INDEMNIFICATION
(a) Indemnification for Professional Liability. When the law establishes a
professional standard of care for Consultant’s Services, to the fullest extent permitted by
law, Consultant shall indemnify, protect, defend and hold harmless City and any and all
of its officials, employees and agents (“Indemnified Parties”) from and against any and all
losses, liabilities, damages, costs and expenses, including attorney’s fees and costs to
the extent same are caused in whole or in part by any negligent or wrongful act, error or
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omission of Consultant, its officers, agents, employees or subContractors or any entity or
individual that Consultant shall bear the legal liability thereof) in the performance of
professional services under this agreement.
(b) Indemnification for Other Than Professional Liability. Other than in the
performance of professional services and to the full extent permitted by law, Consultant
shall indemnify, defend and hold harmless City, and any and all of its employees, officials
and agents from and against any liability (including liabil ity for claims, suits, actions,
arbitration proceedings, administrative proceedings, regulatory proceedings, losses,
expenses or costs of any kind, whether actual, alleged or threatened, including attorneys
fees and costs, court costs, interest, defense costs, and expert witness fees), where the
same arise out of, are a consequence of, or are in any way attributable to, in whole or in
part, the performance of this Agreement by Consultant or by any individual or entity for
which Consultant is legally liable, including but not limited to officers, agents, employees
or subContractors of Consultant.
(c) General Indemnification Provisions. Consultant agrees to obtain executed
indemnity agreements with provisions identical to those set forth here in this sectio n from
each and every subContractor or any other person or entity involved by, for, with or on
behalf of Consultant in the performance of this agreement. In the event Consultant fails
to obtain such indemnity obligations from others as required here, Consu ltant agrees to
be fully responsible according to the terms of this section. Failure of City to monitor
compliance with these requirements imposes no additional obligations on City and will in
no way act as a waiver of any rights hereunder. This obligation to indemnify and defend
City as set forth here is binding on the successors, assigns or heirs of Consultant and
shall survive the termination of this agreement or this section.
12. INSURANCE
Consultant shall maintain prior to the beginning of and for the duration of this
Agreement insurance coverage as specified in Exhibit “C” attached hereto and
incorporated herein as though set forth in full.
13. INDEPENDENT CONSULTANT
(a) Consultant is and shall at all times remain as to the City a wholly independent
Consultant. The personnel performing the services under this Agreement on behalf of
Consultant shall at all times be under Consultant’s exclusive direction and control. Neither
City nor any of its officers, employees, or agents shall have control over t he conduct of
Consultant or any of Consultant’s officers, employees, or agents, except as set forth in
this Agreement. Consultant shall not at any time or in any manner represent that it or any
of its officers, employees, or agents are in any manner officers, employees, or agents of
the City. Consultant shall not incur or have the power to incur any debt, obligation, or
liability whatever against City, or bind City in any manner.
(b) No employee benefits shall be available to Consultant in connection wit h
performance of this Agreement. Except for the fees paid to Consultant as provided in the
Agreement, City shall not pay salaries, wages, or other compensation to Consultant for
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performing services hereunder for City. City shall not be liable for compensat ion or
indemnification to Consultant for injury or sickness arising out of performing services
hereunder.
14. UNDUE INFLUENCE
Consultant declares and warrants that no undue influence or pressure was or is
used against or in concert with any officer or employee of the City of Arroyo Grande in
connection with the award, terms or implementation of this Agreement, including any
method of coercion, confidential financial arrangement, or financial inducement. No officer
or employee of the City of Arroyo Grande will receive compensation, directly or indirectly,
from Consultant, or from any officer, employee or agent of Consultant, in connection with
the award of this Agreement or any work to be conducted as a result of this Agreement.
Violation of this Section shall be a material breach of this Agreement entitling the City to
any and all remedies at law or in equity.
15. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of City, or their designees or agents, and no
public official who exercises authority over or responsibilities with respect to the project
during his/her tenure or for one year thereafter, shall have any interest, direct or indirect,
in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in
connection with the project performed under this Agreement.
16. RELEASE OF INFORMATION/CONFLICTS OF INTEREST
(a) All information gained by Consultant in performance of this Agreement shall be
considered confidential and shall not be released by Consultant without City’s prior written
authorization. Consultant, its officers, employees, agents, or subContractors, shall not
without written authorization from the City Manager or unless requested by the City
Attorney, voluntarily provide declarations, letters of support, testimony at depositions,
response to interrogatories, or other information concerning the work performed under
this Agreement or relating to any project or property located within the City. Response to
a subpoena or court order shall not be consi dered “voluntary” provided Consultant gives
City notice of such court order or subpoena.
(b) Consultant shall promptly notify City should Consultant, its officers, employees,
agents, or subContractors be served with any summons, complaint, subpoena, not ice of
deposition, request for documents, interrogatories, request for admissions, or other
discovery request, court order, or subpoena from any person or party regarding this
Agreement and the work performed thereunder or with respect to any project or property
located within the City. City retains the right, but has no obligation, to represent Consultant
and/or be present at any deposition, hearing, or similar proceeding. Consultant agrees to
cooperate fully with City and to provide the opportunity to review any response to
discovery requests provided by Consultant. However, City’s right to review any such
response does not imply or mean the right by City to control, direct, or rewrite said
response.
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17. NOTICES
Any notice which either party may desire to give to the other party under this
Agreement must be in writing and may be given either by (i) personal service, (ii) delivery
by a reputable document delivery service, such as but not limited to, Federal Express,
which provides a receipt showing date and time of delivery, or (iii) mailing in the United
States Mail, certified mail, postage prepaid, return receipt requested, addressed to the
address of the party as set forth below or at any other address as that party may later
designate by notice:
To City: City of Arroyo Grande
Administrative Services Director
300 E. Branch Street
Arroyo Grande, CA 93420
To Consultant: _____________________________
_____________________________
_____________________________
_____________________________
18. ASSIGNMENT
The Consultant shall not assign the performance of this Agreement, nor any part
thereof, without the prior written consent of the City.
19. GOVERNING LAW
The City and Consultant understand and agree that the laws of the State of
California shall govern the rights, obligations, duties, and liabilities of the parties to this
Agreement and also govern the interpretation of this Agreement. Any litigation concerning
this Agreement shall take place in the superior or federal district court with jurisdiction
over the City of Arroyo Grande.
20. ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to
the obligations of the parties described in this Agreement. All prior or contemporaneous
agreements, understandings, representations, and statements, or written, are merged
into this Agreement and shall be of no further force or effect. Each party is entering into
this Agreement based solely upon the representations set forth herein and upon each
party’s own independent investigation of any and all facts such party deems material.
21. TIME
City and Consultant agree that time is of the essence in this Agreement.
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22. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL
Consultant is bound by the contents of the City’s Request for Proposal, Exhibit “D”,
attached hereto and incorporated herein by this reference, and the contents of the
proposal submitted by the Consultant, Exhibit “E”, attached hereto and incorporated
herein by this reference. In the event of conflict, the requirements of City’s Request for
Proposals and this Agreement shall take precedence over those contained in the
Consultant’s proposals.
23. CONSTRUCTION
The parties agree that each has had an opportunity to have their counsel review
this Agreement and that any rule of construction to the effect that ambiguities are to be
resolved against the drafting party shall not apply in the interpretation of this Agreement
or any amendments or exhibits thereto. The captions of the sections are for convenience
and reference only, and are not intended to be construed to define or limit the provisions
to which they relate.
24. AMENDMENTS
Amendments to this Agreement shall be in writing and shall be made only with the
mutual written consent of all of the parties to this Agreement.
25. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Consultant warrants
and represents that he/she has the authority to execute this Agreement on behalf of the
Consultant and has the authority to bind Consultant to the performance of its obligations
hereunder.
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed
the day and year first above written.
CITY OF ARROYO GRANDE CONSULTANT
By:__________________________ By:____________________________
Caren Ray Russom, Mayor
Its:____________________________
Attest: (Title)
_____________________________
Jessica Matson, City Clerk
Approved As To Form:
_____________________________
Timothy J. Carmel, City Attorney
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EXHIBIT A
SCOPE OF WORK
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EXHIBIT B
PAYMENT SCHEDULE
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EXHIBIT C
INSURANCE REQUIREMENTS
Prior to the beginning of and throughout the duration of the Work, Consultant will maintain
insurance in conformance with the requirements set forth below. Consultant will use
existing coverage to comply with these requirements. If that existing coverage does not
meet the requirements set forth here, Consultant agrees to amend, supplement or
endorse the existing coverage to do so. Consultant acknowledges that the insurance
coverage and policy limits set forth in this section constitute the minimum amount of
coverage required. Any insurance proceeds available to City in excess of the limits and
coverage required in this agreement and which is applicable to a given loss, will be
available to City.
Consultant shall provide the following types and amounts of insurance:
Commercial General Liability Insurance using Insurance Services Office “Commercial
General Liability” policy from CG 00 01 or the exact equivalent. Defense costs must be
paid in addition to limits. There shall be no cross liability exclusion for claims or suits by
one insured against another. Limits are subject to review but in no event less than
$1,000,000 per occurrence.
Business Auto Coverage on ISO Business Auto Coverage from CA 00 01 including
symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event
to be less than $1,000,000 per accident. If Consultant owns no vehicles, this requirement
may be satisfied by a non-owned auto endorsement to the general liability policy
described above. If Consultant or Consultant’s employees will use personal autos in any
way on this project, Consultant shall provide evidence of personal auto liability coverage
for each such person.
Workers Compensation on a state-approved policy form providing statutory benefits as
required by law with employer’s liability limits no less than $1,000,000 per accident or
disease.
Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements,
shall provide coverage at least as broad as specified for the underlying coverages. Any
such coverage provided under an umbrella liability policy shall include a drop down
provision providing primary coverage above a maximum $25,000 self -insured retention
for liability not covered by primary but covered by the umbrella. Coverage shall be
provided on a “pay on behalf” basis, with defense costs payable in addition to policy limits.
Policy shall contain a provision obligating insurer at the time insured’s liability is
determined, not requiring actual payment by the insured first. There shall be no cross
liability exclusion precluding coverage for claims or suits by one insured against another.
Coverage shall be applicable to City for injury to employees of Consultant, subContr actors
or others involved in the Work. The scope of coverage provided is subject to approval of
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City following receipt of proof of insurance as required herein. Limits are subject to review
but in no event less than $_____________ per occurrence.
Professional Liability or Errors and Omissions Insurance as appropriate shall be written
on a policy form coverage specifically designated to protect against acts, errors or
omissions of the Consultant and “Covered Professional Services” as designated in the
policy must specifically include work performed under this agreement. The policy limit
shall be no less than $1,000,000 per claim and in the aggregate. The policy must “pay on
behalf of” the insured and must include a provision establishing the insurer’s duty t o
defend. The policy retroactive date shall be on or before the effective date of this
agreement.
Insurance procured pursuant to these requirements shall be written by insurer that are
admitted carriers in the state California and with an A.M. Bests rating of A- or better and
a minimum financial size VII.
General conditions pertaining to provision of insurance coverage by Consultant.
Consultant and City agree to the following with respect to insurance provided by
Consultant:
1. Consultant agrees to have its insurer endorse the third party general liability
coverage required herein to include as additional insureds City, its officials employees
and agents, using standard ISO endorsement No. CG 2010 with an edition prior to 1992.
Consultant also agrees to require all Consultants, and subContractors to do likewise.
2. No liability insurance coverage provided to comply with this Agreement shall
prohibit Consultant, or Consultant’s employees, or agents, from waiving the right of
subrogation prior to a loss. Consultant agrees to waive subrogation rights against City
regardless of the applicability of any insurance proceeds, and to require all Consultants
and subContractors to do likewise.
3. All insurance coverage and limits provided by Consultant and availa ble or
applicable to this agreement are intended to apply to the full extent of the policies. Nothing
contained in this Agreement or any other agreement relating to the City or its operations
limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these
requirements if they include any limiting endorsement of any kind that has not been first
submitted to City and approved of in writing.
5. No liability policy shall contain any provision or d efinition that would serve
to eliminate so-called “third party action over” claims, including any exclusion for bodily
injury to an employee of the insured or of any Consultant or subcontractor.
6. All coverage types and limits required are subject to approval, modification
and additional requirements by the City, as the need arises. Consultant shall not make
any reductions in scope of coverage (e.g. elimination of contractual liability or reduction
of discovery period) that may affect City’s protection without City’s prior written consent.
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7. Proof of compliance with these insurance requirements, consisting of
certificates of insurance evidencing all of the coverages required and an additional
insured endorsement to Consultant’s general liability policy, shall be delivered to City at
or prior to the execution of this Agreement. In the event such proof of any insurance is
not delivered as required, or in the event such insurance is canceled at any time and no
replacement coverage is provided, City has the right, but not the duty, to obtain any
insurance it deems necessary to protect its interests under this or any other agreement
and to pay the premium. Any premium so paid by City shall be charged to and promptly
paid by Consultant or deducted from sums due Consultant, at City option.
8. Certificate(s) are to reflect that the insurer will provide 30 days notice to City
of any cancellation of coverage. Consultant agrees to require its insurer to modify such
certificates to delete any exculpatory wording stating that failure of the insurer to mail
written notice of cancellation imposes no obligation, or that any party will “endeavor” (as
opposed to being required) to comply with the requirements of the certificate.
9. It is acknowledged by the parties of this agreement that all insurance
coverage required to be provided by Consultant or any subContractor, is intended to apply
first and on a primary, noncontributing basis in relation to any other insurance or self
insurance available to City.
10. Consultant agrees to ensure that subContractors, and any other party
involved with the project who is brought onto or involved in the project by Consultant,
provide the same minimum insurance coverage required of Consultant. Consultant
agrees to monitor and review all such coverage and assumes all responsibility for
ensuring that such coverage is provided in conformity with the requirements of this
section. Consultant agrees that upon request, all agreements with subContractors and
others engaged in the project will be submitted to City for review.
11. Consultant agrees not to self-insure or to use any self-insured retentions or
deductibles on any portion of the insurance required herein and further agrees that it will
not allow any Consultant, subContractor, Architect, Engineer or other entity or person in
any way involved in the performance of work on the project contemplated by this
agreement to self-insure its obligations to City. If Consultant’s existing coverage includes
a deductible or self-insured retention, the deductible or self -insured retention must be
declared to the City. At the time the City shall review options with the Consultant, which
may include reduction or elimination of the deductible or self -insured retention,
substitution of other coverage, or other solutions.
12. The City reserves the right at any time during the term of the contract to
change the amounts and types of insurance required by giving the Consultant ninety (90)
days advance written notice of such change. If such change res ults in substantial
additional cost to the Consultant, the City will negotiate additional compensation
proportional to the increase benefit to City.
Page 109 of 417
Page 19
13. For purposes of applying insurance coverage only, this Agreement will be
deemed to have been executed immediately upon any party hereto taking any steps that
can be deemed to be in furtherance of or towards performance of this Agreement.
14. Consultant acknowledges and agrees that any actual or alleged failure on
the part of City to inform Consultant of non-compliance with any insurance requirements
in no way imposes any additional obligations on City nor does it waive any rights
hereunder in this or any other regard.
15. Consultant will renew the required coverage annually as long as City, or its
employees or agents face an exposure from operations of any type pursuant to this
agreement. This obligation applies whether or not the agreement is canceled or
terminated for any reason. Termination of this obligation is not effective until City executes
a written statement to that effect.
16. Consultant shall provide proof that policies of insurance required herein
expiring during the term of this Agreement have been renewed or replaced with other
policies providing at least the same coverage. Proof that such coverage has been ordered
shall be submitted prior to expiration. A coverage binder or letter from Consultant’s
insurance agent to this effect is acceptable. A certificate of insurance and/or additional
insured endorsement as required in these specifications applicable to the renewing or
new coverage must be provided to City within five days of the expiration of the coverages.
17. The provisions of any workers’ compensation or similar act will not limit the
obligations of Consultant under this agreement. Consultant expressly agrees not to use
any statutory immunity defenses under such laws with respect to City, its employees,
officials and agents.
18. Requirements of specific coverage features or limits contained in this
section are not intended as limitations on coverage, limits or other requirements nor as a
waiver of any coverage normally provided by any given policy. Specific reference to a
given coverage feature is for purposes of clarification only as it pertains to a given issue,
and is not intended by any party or insured to be limiting or all-inclusive.
19. These insurance requirements are intended to be separate and distinct from
any other provision in this agreement and are intended by the parties here to be
interpreted as such.
20. The requirements in this Section supersede all other sections and
provisions of this Agreement to the extent that any other section or provision conflicts with
or impairs the provisions of this Section.
21. Consultant agrees to be responsible for ensuring that no contract used by
any party involved in any way with the project reserves the right to charge City or
Consultant for the cost of additional insurance coverage required by this agreement. Any
such provisions are to be deleted with reference to City. It is not the intent of City to
reimburse any third party for the cost of complying with these requirements. There shall
Page 110 of 417
Page 20
be no recourse against City for payment of premiums or other amounts with respect
thereto.
22. Consultant agrees to provide immediate notice to City of any claim or loss
against Consultant arising out of the work performed under this agreement. City assumes
no obligation or liability by such notice, but has the right (but not the duty) to monitor the
handling of any such claim or claims if they are likely to involve City.
Page 111 of 417
1 Item 9.f.
ACTION MINUTES
REGULAR MEETING OF THE CITY COUNCIL
October 25, 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 Pedrotti, Planning
Manager Andrew Perez, Administrative
Services Director Nicole Valentine
Due to ongoing COVID-19 concerns 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 6:00 p.m.
2. ROLL CALL
City Clerk Matson took roll call.
3. MOMENT OF REFLECTION
4. FLAG SALUTE
Mayor Ray Russom led the flag salute.
5. AGENDA REVIEW
5.a. Closed Session Announcements
None.
5.b. Ordinances read in title only
Page 112 of 417
2 Item 9.f.
Moved by Mayor Ray Russom
Seconded by Council Member Barneich
Move 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 Barneich, Council Member Paulding, Council
Member Storton, and Mayor Pro Tem George,
Passed (5 to 0)
6. SPECIAL PRESENTATIONS
6.a. Mayor's Commendation Recognizing Arroyo Grande Valley Kiwanis Club
Mayor Ray Russom read the Mayor's Commendation recognizing the Arroyo Grande Valley
Kiwanis Club for their involvement and efforts for the nationally accredited Inclusive Playground
Project at Elm Street Park. Ann McCracken accepted the commendation and presented a
commemorative check recognizing the $21k raised for the Project.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
6.b. Honorary Proclamation Recognizing November 2022 as "Family Court Awareness Month”
Mayor Ray Russom read the Honorary Proclamation recognizing November 2022 as "Family
Court Awareness Month.” Tracey Mueller-Gibbs, Survivor and Protective Parent, accepted the
proclamation.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
6.c. Honorary Proclamation Recognizing November 2022 as "National Adoption Month"
Mayor Ray Russom read the Honorary Proclamation recognizing November 2022 as "National
Adoption Month." Owen Martin, Child Welfare Services, accepted the proclamation.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
6.d. Honorary Proclamation Recognizing November 14-20, 2022 as "National Apprenticeship
Week”
Mayor Ray Russom read the Honorary Proclamation recognizing November 14-20, 2022 as
"National Apprenticeship Week.” Diana Mann, Workforce Development Board, accepted the
proclamation.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
Page 113 of 417
3 Item 9.f.
6.e. Update Regarding Countywide COVID-19 Efforts
City Manager McDonald provided a brief update on COVID-19 and mentioned that the State will
be terminating the Emergency Declaration related to the COVID-19 Pandemic on February 28,
2023.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
6.f. City Manager Communications
City Manager McDonald provided information regarding the Halloween Carnival and Trick or
Treat in the Village; the Inclusive Playground Ribbon Cutting on November 4th; Election Day on
November 8th; and discussed upcoming items for Council consideration.
Assistant City Manager/Public Works Director Robeson provided an update on the Pedestrian
Crossing Improvements Project.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
7. COMMUNITY COMMENTS AND SUGGESTIONS
Mayor Ray Russom invited public comment. Speaking from the public were Jamie Sanbonmatsu and
Joe Martinez. No further public comments were received.
8. CONSENT AGENDA
Mayor Ray Russom asked the Council if there were any questions or any items to be pulled from the
consent agenda for further discussion.
Council made comments on Items 8.e. and 8.j.
Mayor Ray Russom invited public comment. No public comments were received.
Moved by Council Member Barneich
Seconded by Council Member Storton
Approve Consent Agenda Items 8.a. through 8.j., with the recommended courses of action.
AYES (5): Council Member Barneich, Council Member Storton, Council Member Paulding, Mayor Pro
Tem George, 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 16 through September 30,
2022.
8.b. Consideration of Fiscal Year 2021-22 Year End Financial Status Report
Received, considered, and filed the FY 2021-22 Year End Financial Status Report.
Page 114 of 417
4 Item 9.f.
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)
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 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)".
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
Adopted a Resolution entitled: "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".
8.e. Consideration of a Resolution Approving the Updated City Council Handbook
Adopted a Resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE APPROVING THE CITY COUNCIL HANDBOOK UPDATE".
8.f. Approval of Minutes
1) Approved the minutes of the Special and Regular City Council Meetings of October 11, 2022,
as submitted; and 2) Approved 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”
1) Adopted an updated Resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ARROYO GRANDE UPDATING THE POLICY CONCERNING THE NAMING OF
PUBLIC PARKS"; and 2) Adopted a Resolution entitled: "A RESOLUTION OF THE CITY
COUNCIL OF THE CITY OF ARROYO GRANDE NAMING THE RECONSTRUCTED
PLAYGROUND AT ELM STREET PARK THE “KIWANIS INCLUSIVE 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
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
Page 115 of 417
5 Item 9.f.
EMERGENCY CONTRACTS FOR THE FCFA STATION 1 EMERGENCY GENERATOR
REPLACEMENT PROJECT".
8.i. Consideration of Approval of Construction Plans and Specifications for the Swinging
Bridge Retrofit Project, PW 2021-06
1) Approved the construction plans and specifications for the Swinging Bridge Retrofit Project,
PW 2021-06; and 2) Authorized staff to advertise for construction bids.
8.j. Monthly Water Supply and Demand Update
Received and filed 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
Council Member Barneich declared a conflict of interest due to design work performed on Mayor
Pro Tem George's ADU, recused herself, and left the meeting. Mayor Ray Russom declared a
conflict of interest due to owning an ADU, recused herself, and left the meeting. Mayor Pro Tem
George presided over the meeting.
Planning Manager Perez presented the staff report and recommended that Council introduce
the Ordinance to establish regulations for the use of Tiny Homes On Wheels (THOW) as an
accessory use on parcels developed with a single-family dwelling.
Mayor Pro Tem George opened the public hearing. Speaking from the public was Joe Pollon.
Upon hearing no further public comments, Mayor Pro Tem George closed the public hearing.
Council Member Paulding requested staff promote the Program on the City's website and social
media channels.
Moved by Council Member Storton
Seconded by Council Member Paulding
Introduce an Ordinance entitled: "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". City Attorney Carmel
read the full title of the Ordinance.
AYES (3): Council Member Storton, Council Member Paulding, and Mayor Pro Tem George
ABSENT (2): Mayor Ray Russom, and Council Member Barneich
Passed (3 to 0)
10. OLD BUSINESS
None.
Mayor Ray Russom and Council Member Barneich returned to the meeting.
Page 116 of 417
6 Item 9.f.
11. NEW BUSINESS
11.a. Discussion and Consideration of Updates to the Arroyo Grande Community Service
Grant Program
Planning Manager Perez presented the staff report and responded to questions from Council.
Council discussion ensued regarding making appointments within districts or at-large.
Mayor Ray Russom invited public comment. No public comments were received.
Moved by Mayor Pro Tem George
Seconded by Council Member Barneich
Directed staff to change the Community Service Grant Program Committee to consist of five
members appointed by each City Council Member, for a term of four years to run concurrent
with their term, and preferably within their district; that the members must be a resident of
Arroyo Grande; and directed staff to add the Committee to Section 5.2 "Committee
Appointments" of the City Council Handbook.
AYES (5): Mayor Pro Tem George, Council Member Barneich, Council Member Paulding,
Council Member Storton, and Mayor Ray Russom
Passed (5 to 0)
12. CITY COUNCIL REPORTS
The City Council provided brief reports from the following committee, commission, board, or other
subcommittee meetings that they attended as the City’s appointed representative.
12.a. MAYOR RAY RUSSOM:
1. California Joint Powers Insurance Authority (CJPIA)
2. South San Luis Obispo County Sanitation District (SSLOCSD)
3. Tourism Business Improvement District Advisory Board
4. Other
12.b. MAYOR PRO TEM GEORGE:
1. County Water Resources Advisory Committee (WRAC)
2. Visit SLO CAL Advisory Board
3. Other
12.c. COUNCIL MEMBER BARNEICH:
1. Audit Committee
2. Homeless Services Oversight Council (HSOC)
3. Zone 3 Water Advisory Board
Page 117 of 417
7 Item 9.f.
4. Other
12.d. COUNCIL MEMBER PAULDING:
1. Air Pollution Control District (APCD)
2. Brisco/Halcyon Interchange Subcommittee
3. Council of Governments/Regional Transit Authority/ South County Transit
(SLOCOG/SLORTA/SCT)
4. REACH SLO Advisory Commission
5. Other
12.e. COUNCIL MEMBER STORTON:
1. Brisco/Halcyon Interchange Subcommittee
2. Five Cities Fire Authority (FCFA)
3. Integrated Waste Management Authority Board (IWMA)
4. South County Chambers of Commerce Governmental Affairs Committee
5. Other
13. COUNCIL COMMUNICATIONS
Mayor Ray Russom stated Election Day is on November 8th; and commented regarding a recent
REACH meeting where it was noted that the City of Atascadero contracts with an Economic
Development Consultant and would like the City to explore this possibility. Council Member Paulding
concurred.
14. CLOSED SESSION
None.
15. ADJOURNMENT
There being no further business to come before the City Council, Mayor Ray Russom adjourned the
meeting at 7:40 p.m.
_________________________
Caren Ray Russom, Mayor
_________________________
Jessica Matson, City Clerk
Page 118 of 417
Item 9.g.
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: November 22, 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 119 of 417
Item 9.g.
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)
November 22, 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 120 of 417
Item 9.g.
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)
November 22, 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 and also au thorizing 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 121 of 417
Item 9.g.
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)
November 22, 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 122 of 417
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,
October 11, and October 25, 2022; and
WHEREAS, the Secretary of Health and Human Services Director issued a Determination
that a Public Health Emergency Exists and has existed 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 123 of 417
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 enti rely electronically 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, 2021; 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 l egislative 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, September 27, and October 25, 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 ne cessary 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 124 of 417
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 that 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 safe ty 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 22nd day of November, 2022.
Page 125 of 417
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 126 of 417
Item 9.h.
MEMORANDUM
TO: City Council
FROM: Whitney McDonald, City Manager
Timothy J. Carmel, City Attorney
BY: Sarah Lansburgh, Deputy City Clerk
SUBJECT: Consideration of Contract with the County of San Luis Obispo for
Animal Care and Control Services
DATE: November 22, 2022
SUMMARY OF ACTION:
Approval of a three-year Contract for Animal Care and Control Services with the County
of San Luis Obispo (“County”) will allow the County to continue to provide animal control
services to the City through June 30, 2025, at a cost of $88,491 for the first year, with
annual adjustments based on service levels provided to the City each year thereafter.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The new contract will provide for animal services effective fifteen (15) days following the
date of signature of the County, through June 30, 2025. The proposed first year cost for
FY 2022-23 is $88,491. The FY 2022-23 General Fund budget includes a total of $88,500.
Annual costs will be adjusted each year based on the service fee methodology identified
in Section 4 of Exhibit B to the agreement.
RECOMMENDATION:
Approve the Contract for Animal Care and Control Services (“Contract”) with the County
of San Luis Obispo, and authorize the Mayor to execute the Contract.
BACKGROUND:
The San Luis Obispo County Division of Animal Services has provided animal care and
control functions, including enforcement of ordinances and State codes, to the City of
Arroyo Grande for over thirty years. The most recent contract for services between the
City and County was approved by the City Council on August 14, 2019, and expired on
June 30, 2022. Due to the timing of contract negotiations, the COVID-19 pandemic, and
the completion of the County’s new animal shelter facility, the County agreed to continue
Page 127 of 417
Item 9.h.
City Council
Consideration of Contract with the County of San Luis Obispo for Animal Care and
Control Services
November 22, 2022
Page 2
providing service to each city within the County while approvals of a new agreement were
being requested and processed.
In 2009, in response to concerns from a number of municipalities over rising costs for
animal services, the County Health Agency and Administrative staff, working with
representatives of cities, conducted an animal services study. The study identified specifi c
animal services provided to the cities, data collection of elements, and an allocation and
fee setting methodology with the intent of gaining a clearer understanding of the rate
setting process. This study resulted in improved services and a reduction in costs for the
City of Arroyo Grande.
ANALYSIS OF ISSUES:
The Service Based Methodology model adopted in 2010 allocates the cost and revenues
to the cities (and to the County for unincorporated areas) based on each city’s actual use
of services and revenue generated. Usage is measured by allocating costs from four key
facets of Animal Services operations: Field Service, Licensing, Shelter Operations, and
Education Services. This method provides a more direct and measurable relationship
between the actual amount of service being provided to a city, combined with the actual
revenue generated by a city through animal licenses and other fees, and the costs
charged to the city for that service. Cities that have a lower rate of service and/or that
generate more off-setting revenue pay lower contract fees than cities with high usage
rates and/or generate less off -setting revenue. The City of Arroyo Grande benefits under
this methodology by having a service population that is highly responsible with pet
ownership and licensing. For the period of July 1, 2018 through June 30, 2021 the County
responded to an average of 395 field service calls per year within the City of Arroyo
Grande and sheltered an average of 155 animals per year from the City.
The proposed Contract provides the provision of Animal Care and Control Services to the
City of Arroyo Grande for three years, through June 30, 2025. Services include, but are
not limited to:
Sheltering and medical care of stray, owner surrendered, confiscated, and
quarantined household animals;
Reunification of sheltered animals with owners or adopted into new homes;
Receipt and publication of lost and found animal reports;
Responses to calls for service from the Police Department or residents for stray or
loose animals, dangerous or vicious animals, bite and neglect/abuse
investigations, potential rabies exposure investigations and quarantines, pick up
of deceased animals;
Regulation of breeders and sales of domestic animals;
Animal-related nuisance investigations;
Enforcement of State and local animal-related laws.
Page 128 of 417
Item 9.h.
City Council
Consideration of Contract with the County of San Luis Obispo for Animal Care and
Control Services
August 9, 2022
Page 3
One of the City’s obligations under the proposed Animal Care and Control Services
Contract is ordinance uniformity, where the City’s animal control ordinances are in
conformity with and not in substantial conflict with or variation from the County’s animal
control ordinances. The County of San Luis Obispo Board of Supervisors has adopted
ordinances which address the care, keeping, and management of animals. The majority
of the ordinances are contained in Title 9 of the County Code. An update to the County’s
ordinance is currently under review by all participating jurisdictions and, once finalized
and adopted by the County, an updated City ordinance will be presented to the City
Council for review and adoption. The updated City ordinance will include programs and
restrictions aimed at reducing the number of community cats as previously directed by
the City Council.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve the Contract for Animal Care and Control Services with the County of San
Luis Obispo;
2. Do not approve the Contract and direct staff to seek alternatives for animal
services; or
3. Provide other direction to staff.
ADVANTAGES:
Approval of the Contract will enable the County to continue providing animal care and
control services within the City of Arroyo Grande at a cost that reflects the City’s
proportionate calls for service, sheltering, licensing, and education needs.
DISADVANTAGES:
There are no disadvantages identified in approval of the Contract for Animal Care and
Control Services.
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 websit e in accordance with
Government Code Section 54954.2.
Attachments:
1. Proposed Contract for Animal Care and Control Services
Page 129 of 417
ATTACHMENT 1
CONTRACT FOR
ANIMAL CARE AND CONTROL SERVICES
THIS CONTRACT (“Contract”), entered into by and between the County of San Luis Obispo,
a public entity in the State of California, ("County") and, the City of Arroyo Grande, an
incorporated city in the State of California, ("City").
WITNESSETH:
WHEREAS, County has established the Division of Animal Services to provide animal
care and control functions including the enforcement of the ordinances of San Luis Obispo
County Code Title 9 and of California State codes pertaining to the care, keeping, and
management of animals; and
WHEREAS, County, through Animal Services, maintains and operates an animal
shelter and a humane education program; and
WHEREAS, City is desirous of contracting with County for the provision of such
services.
NOW THEREFORE, in consideration of the covenants, conditions, agreements, and
stipulations set forth herein, the parties hereby agree that County shall perform the services
described herein for the compensation set forth herein, subject to the terms and conditions set
forth herein.
1. Services. The parties agree to perform the services described in Exhibit A, attached
hereto and incorporated herein by reference as if set forth in full at this point.
2. Compensation. The parties agree to the compensation described in Exhibit B, attached
hereto and incorporated herein by reference as if set forth in full at this point.
3. Duration. The parties agree to the duration described in Exhibit C, attached hereto
and incorporated herein by reference as if set forth in full at this point.
4. General Conditions. The parties agree to the general conditions described in Exhibit
D, attached hereto and incorporated herein by reference as if set forth in full at this point.
5. Notices. Notices required in this contract shall be provided to:
COUNTY
Eric Anderson, DVM
Animal Services Manager
885 Oklahoma Ave.
San Luis Obispo, CA 93406
CITY
Whitney McDonald
City Manager
300 E Branch Street
Arroyo Grande, CA 93420
Page 130 of 417
Page 2 of 11
IN WITNESS WHEREOF, County and City have executed this Contract on the day and
year set forth below.
CITY OF ARROYO GRANDE
An Incorporated City in the State of California
By: _____________________________________________ Date:______________________
Whitney McDonald, City Manager
By: _____________________________________________ Date:______________________
Jessica Matson, City Clerk
COUNTY OF SAN LUIS OBISPO,
A Public Entity in the State of California
By: _________________________________ Date: _______________________
Chair, Board of Supervisors
ATTEST:
WADE HORTON
Ex-Officio Clerk of the Board of Supervisors
By: _______________________________
Deputy Clerk
Approved as to form and legal effect:
RITA L. NEAL
COUNTY COUNSEL
By: _______________________________ Date: _______________________
Deputy County Counsel
Page 131 of 417
Page 3 of 11
CONTRACT FOR
ANIMAL CARE AND CONTROL SERVICES
EXHIBIT A - SCOPE OF SERVICES
1. County Obligations. The County shall perform the following duties:
a) Shelter Services
i) Maintain, or cause to be maintained, an animal shelter whereat stray,
owner surrendered, confiscated, quarantined and custodially impounded
household pets are received and provided with appropriate care, housing,
and shelter services in accordance with State regulations, local ordinances,
and policies governing the humane treatment of such animals.
ii) Provide services allowing sheltered animals to be returned to their owners,
adopted into new homes, or to be humanely euthanized.
iii) Provide for the receipt and publication of lost and found animal reports.
iv) Provide services for the humane euthanasia of household pets and for the
disposal of their remains.
b) Field Services
i) Receive and respond to public calls for service related to alleged violations
of local or State codes pertaining to the care, keeping, treatment, and
management of animals.
ii) Provide for the response to any of the following circumstances 24 hours
a day, seven days a week:
(1) Domestic animals posing an active and present threat to public safety.
(2) Domestic animals which are severely injured, sick, or in eminent risk
and whose owner is unknown or unavailable.
(3) Domestic or wild animal demonstrating signs of possible rabies infection.
(4) Calls for assistance from law enforcement or emergency response
personnel.
(5) Reported animal bites where the animal remains in the area
unconfined and whose owner is unknown or unavailable.
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Page 4 of 11
(6) Loose livestock roaming on roadways or other public areas.
iii) Provide for the response to any of the following during Animal Services'
normal business hours:
(1) Pick-up and impoundment of unlimited numbers of stray confined
domestic animals.
(2) Pick-up and disposal of unlimited numbers of dead domestic
animals from roadways, parks, and other public areas.
(3) Pick up and transfer to shelter of owned animals for surrender or
euthanasia.
(4) Pick up of dead owned animals for disposal.
iv) Provide for the necessary medical treatment and emergency care for
domestic animals picked up by Animal Services personnel and for those
domestic animals presented directly to veterinarians by private citizens and
emergency response personnel.
v) Provide for the receipt, processing and investigation of animal bite reports as well
as the subsequent quarantine of animals in accordance with State codes pertaining
to rabies control.
vi) Request assistance from the San Luis Obispo County District Attorney's Office
Bureau of Investigations when an animal bite results in significant injury
causing death or likely to cause death or in any case Animal Services believes
may require significant criminal investigation beyond the experience of
Animal Services Officers.
vii) Receive and respond to reports of animals, domestic or wild, which are
suspected to be rabid or to have been exposed to rabies infection and attempt to
affect their capture. Captured animals will be processed in accordance with state
codes pertaining to rabies control.
viii) Receive and process all applications related to the keeping and sale of
household pets; inspect and regulate permitted operations in accordance with
local and State codes.
ix) Provide for the recording, investigation, administrative hearings, and issuance
of findings and orders related to animal nuisances, animal seizures or
confiscations, and dangerous or vicious animals. Nuisances which remain
unresolved following the issuance of an abatement order will be processed to
court through the City Attorney’s office.
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Page 5 of 11
x) Assist in the preparation and filing of court documents related to the civil
and/or criminal prosecution of cases involving violation of municipal
codes pertaining to the care, treatment, and keeping of domestic animals.
xi) Provide for the preparation, filing and civil or criminal prosecution of
cases involving violations of California state codes pertaining to the care,
treatment, and keeping of domestic animals.
c) Reporting: Provide to the City bi-annual service activity and financial reports
reflecting field services, licensing, shelter operations, and humane education
programs. Reports will detail this information for both the individual quarter and
year-to-date.
d) Collaboration: Participate collaboratively with the City in regards to matters
impacting the provision of animal care and control services. County shall not
append or modify the provisions of Title 9 of the San Luis Obispo County Code
without having first consulted with the City.
2. City Obligations. The City shall perform the following duties:
a) Ordinance Conformity: Adopt, either by direct incorporation in the municipal
code or by way of reference, animal control ordinances which are in conformity
to and are not in substantial conflict or in variation from Title 9 of the San Luis
Obispo County Code.
b) Prosecution of Municipal Code Violations: Through the City Attorney, provide
for the preparation, filing and civil or criminal prosecution of cases involving
violation of municipal codes, pertaining to the care, treatment, and keeping of
animals, including all such codes incorporated into the municipal code by way
of reference.
c) Assistance: Provide such assistance and support to Animal Services personnel as
may be reasonably necessary to safely and effectively execute the operations
required by this Contract within the City limits.
3. Animal Care and Control Coordination Group: The County and City agree that
Animal Services is a shared interest of all parties and that all participating
jurisdictions will share in the cost and revenue generated based on actual costs
and fees generated in each jurisdiction. Further, policy-setting and procedure
development will happen in a collaborative manner, with all participating
jurisdictions having input into the best way to conduct these services in San
Luis Obispo County.
To coordinate efforts, the participating jurisdictions, including the City and
County agree to meet and confer periodically to discuss current issues as they
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Page 6 of 11
relate to the fiscal and practical application of this contract, along with other
potential items identified by the group. Such meetings shall be coordinated by
the Health Agency Director from time to time as necessary, but no less than
once quarterly.
This group commits to a goal of reducing animal intakes and total animal
nights by an average of 5% annually for the next five years while maintaining
the compassionate and responsible provision of services and improving
Animal Services revenues to decrease the net cost of services. The targeted
reductions are to be accomplished primarily by reducing the need for services
and the costs of those services, not by reducing or denying needed services.
As part of this commitment, the County agrees to develop performance
benchmarks and communicate them quarterly to the group on the following:
a) Cost of Services/per Capita (by City) over time.
b) Cost of services/per City over time.
c) Number of Full-Time Equivalent (FTE) positions within Animal Control
over time.
d) Number of field FTE within Animal Control over time.
e) Geographical Information Service (GIS) heat maps of calls for service over
time by City (requested development from County IT Department, maps to
be provided when available).
f) Average response times by call types over time by City.
g) Percentage of animals licensed by the City over time.
h) Other data points charted out over time that were used to spread out the
Animal Shelter costs.
In the first quarter of year one of this contract, the group will propose Ordinance
updates aimed at lowering domestic animal populations and costs and increasing
animal services related revenues. The County agrees to present the collaborative
Ordinance updates for consideration by the County Board of Supervisors. The City
agrees to present the Ordinance updates for consideration by their City Council.
Page 135 of 417
Page 7 of 11
CONTRACT FOR
ANIMAL CARE AND CONTROL SERVICES
EXHIBIT B - COMPENSATION
1) First Year Service Fee: The City agrees to pay to the County the amount of $88,491
for services provided under this Contract during the first year of service.
2) Subsequent Years’ Service Fee: The County shall compute on an annual basis a service
fee assessed to the City for services provided under this Contract.
3) Timing of Service Fee: The County shall calculate annual service fees and provide them to
the City prior to April 15th of each year, with service fees becoming effective on July 1st
of that year. No further action by either party is necessary to implement new fees in
subsequent years.
4) Service Fee Methodology: The County shall use a service-based methodology for
determining City service fees. The service-based methodology shall be based on four
key facets of Animal Services' operations:
• Field Service
• Licensing
• Shelter Operations
• Education Services
a) Determination of Cost of Service - The cost of providing services to the City will be
calculated by determining the average percentage of service allocated to the City over
the preceding three years for each of the four facets of operations and multiplying this
percentage against Animal Services operational cost for each facet. Combined, this then
represents the City's total service cost in proportion to the County and all other
contracting parties.
b) Credit for Fees - The average annual revenue generated from fees or fines assessed
directly to residents of the City by Animal Services over the preceding three years will
be applied against the City's total service cost.
c) Determination of Service Fee - The fee assessed to the City for provision of services
outlined in this Contract shall be determined by subtracting the average revenue as
determined by item 4b of this exhibit from the average cost of service as determined
by item 4a of this exhibit.
5) Billing: County shall bill City for contracted services in quarterly increments. City
shall remit payment to the County within thirty (30) days of receipt of billing.
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Page 8 of 11
CONTRACT FOR
ANIMAL CARE AND CONTROL SERVICES
EXHIBIT C - DURATION
1) Effective Date: This Contract shall be effective July 1, 2022, or fifteen (15) days following
of the date of the signature of the County, whichever is later. The County shall be the last
to sign this Contract.
2) Service Date: City and County acknowledge that the services provided under this Contract
are a continuation of those established during the preceding contract term and that these
services may have been provided uninterruptedly between July 1, 2022, and the date of
execution by the County in order to ensure the interest of public service.
a) Both City and County expressly and retroactively authorize the provision of these
services.
b) For the purposes of billing and determination of the First Year Service Fee as provided
in Exhibit B, the first year of service will be presumed to have begun on July 1, 2022.
3) Duration: The term of this Contract shall expire June 30, 2025, unless terminated sooner
as provided in Exhibit D.
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Page 9 of 11
CONTRACT FOR
ANIMAL CARE AND CONTROL SERVICES
EXHIBIT D - GENERAL CONDITIONS
1) Termination: Either party may terminate this Contract at any time by giving the other
party thirty (30) days written notice of termination. Termination for convenience shall
have no effect upon the rights and obligations of the parties arising out of any services
provided occurring prior to the effective date of such termination. County shall be paid for
all work satisfactorily completed prior to the effective date of termination. In the event
that the Contract is terminated prior to the conclusion of a quarterly billing cycle, the City
shall remit to the County a prorated amount based upon the number of days of service
relative to the total number of days in the billing cycle.
2) Indemnification: Nothing in the provisions of this Contract is intended to create duties or
obligations to, or rights in third parties not party to this Contract or affect the legal liability
of either party to Contract, by imposing any standard of care respecting the regulation and
enforcement of laws regarding animals different from the standard of care imposed by law.
It is understood and agreed that neither City, nor any officer or employee thereof is
responsible for any damage or liability occurring by reason of anything done or omitted to
be done by the County under or in connection with any work, authority or jurisdiction
delegated to the County under this Contract. It is also understood and agreed that pursuant
to Government Code 895.4, County shall defend, indemnify and save harmless the City, all
officers, and employees from all claims, suits or actions of every name, kind, and
description brought forth or on account of injuries or death of any person or damage to
property resulting from anything done or omitted to be done by the County under this
Contract except as otherwise provided by Statute.
It is understood and agreed that neither County nor any officer or employee thereof, is
responsible for any damage or liability occurring by reason of anything done or omitted to
be done by the City under or in connection with any work, authority or jurisdiction
delegated to the City under this Contract. It is also understood and agreed that pursuant to
Government Code Section 895.4, the City shall defend, indemnify and save harmless the
County, all officers and employees from all claims, suits or actions of every name, kind and
description brought forth on account of injuries or death of any person or damage to
property resulting from anything done or omitted to be done by City under connection with
any work, authority or jurisdiction delegated to the City under this Agreement except as
otherwise provided by Statute.
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Page 10 of 11
3) Notices: Any notice, payment, statement, or demand required or permitted to be given
hereunder by either party to the other shall be affected by personal delivery in writing or by
mail, postage prepaid. Mailed notices shall be addressed to the parties at the addresses
appearing below, but each party may change its address by written notice in accordance
with this section. Mailed notices shall be deemed communicated as of three days after
mailing.
Notices for County shall be addressed to:
Eric Anderson
Animal Services Manager
885 Oklahoma Ave.
San Luis Obispo, California 93406
Notices for Contractor shall be addressed to:
Whitney McDonald
City Manager
300 E Branch Street Arroyo
Grande, CA 93420
4) Status of the Parties' Officers/Employees/Agents: Neither party’s officers, employees,
agents, partners, other contractors or subcontractors shall be deemed to be employees of
the other party at any time. Nothing in this contract shall be construed as creating a civil
service employer - employee relationship or a joint venture relationship. No officer,
employee, agent, partner, other contractor or subcontractor of the other party shall be
eligible for membership in or receive benefits from any plan for hospital, surgical, or
medical insurance, or be eligible for membership in any retirement program, paid
vacation, paid sick leave, other leave, with or without pay, collective bargaining rights,
grievance procedures, appeals to the Civil Service Commission or any other benefits
which inures to or accrues to an employee of the other party. The only performance and
rights due the other party are those specifically stated in this contract.
5) Governing Law and Venue: This Contract shall be governed by and construed in accordance
with the laws of the State of California. Additionally, this contract has been formed and shall
be performed in San Luis Obispo County; the venue for any legal action on the contract shall
be in San Luis Obispo County.
6) Entire Agreement: This Contract embodies the complete agreement of the parties
hereto, superseding all oral or written previous and contemporary agreements between
the parties relating to matters herein; and except as otherwise provided herein, cannot
be modified without the prior written agreement of the parties.
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Page 11 of 11
7) Severability: In case any one or more of the provisions contained in this Contract shall
for any reason be held to be invalid, illegal, or unenforceable in any respect, such
invalidity, illegality, or unenforceability shall not affect any other provision thereof and
this Contract shall be considered as if such invalid, illegal, or unenforceable provision
had never been contained in this Contract.
8) Successors and Assigns: This Contract shall be binding upon and insure to the benefit of
the parties hereto and their respective heirs, executors, administrators, successors and,
except as otherwise provided in this Contract, their assigns.
9) Captions: The captions to the various clauses of this Contract are for information
purposes only and shall not alter the substance of the terms and conditions of this
Contract.
10) Authorization: Each of the parties represents and warrants to the other that this Contract has
been duly authorized by all necessary corporate or governmental action on the part of the
representing party and that this Contract is fully binding on such party.
Page 140 of 417
Item 9.i.
MEMORANDUM
TO: City Council
FROM: Whitney McDonald, City Manager
BY: Sarah Lansburgh, Deputy City Clerk
SUBJECT: Consideration of Adoption of a Resolution Establishing a Policy for
the Arroyo Grande Tourism Business Improvement District Visit
Arroyo Grande Website Calendar of Events
DATE: November 22, 2022
SUMMARY OF ACTION:
Adoption of the Resolution will establish a Policy for posting events to the Arroyo Grande
Tourism Business Improvement District (AGTBID) Visit Arroyo Grande website Calendar
of Events.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There is no financial or staffing impact from this action.
RECOMMENDATION:
Adopt a Resolution that establishes a Policy for posting events to the Arroyo Grande
Tourism Business Improvement District Visit Arroyo Grande Website Calendar of Events.
BACKGROUND:
In April 2013, the City Council adopted an Ordinance establishing the AGTBID. The
AGTBID was formed under the Parking and Business Improvement Law of 1989,
Sections 36500 et. seq. of the Streets and Highways Code and incorporated into the
Arroyo Grande Municipal Code (AGMC) in Title 3, Chapter 3.46. The purpose of forming
the AGTBID was to provide revenue to defray the costs of services, activities, and
programs to market and promote lodging businesses in the City through the promotion of
scenic, recreational, cultural and other attractions in the AGTBID as a tourist destination.
The AGTBID Advisory Board is responsible for advising the City Council in the
administration and use of the assessment funds and to support the efforts of the City’s
consultants to promote tourism to directly benefit the City’s lodging industry.
At its inception, the AGTBID Advisory Board consisted of three (3) members from the
lodging industry. On February 13, 2018, the Council approved an amendment to the
Page 141 of 417
Item 9.i.
City Council
Consideration of Adoption of a Resolution Establishing a Policy for the Arroyo
Grande Tourism Business Improvement District Visit Arroyo Grande Website
Calendar of Events
November 22, 2022
Page 2
AGTBID Bylaws amending the AGTBID Board membership to a minimum of three (3) but
not more than nine (9) members, 2/3rds of which shall be owners of lodging businesses
within the AGTBID or others with knowledge of tourism and/or the lodging industry.
At the June 27, 2022 AGTBID Advisory Board meeting, an AGTBID Board Member
inquired about adding businesses and events in Arroyo Grande to the Visit Arroyo Grande
website and requested the item be agendized at a future meeting for discussion . During
the August 22, 2022 AGTBID Advisory Board meeting, the AGTBID Board recommended
creating a framework to add businesses and events to the Visit Arroyo Grande website
to align with the 2021-2024 Visit Arroyo Grande strategic plan and Visit SLO CAL’s Events
and Festival Strategy. At the October 24, 2022 AGTBID Advisory Board meeting, South
County Chambers of Commerce staff presented a proposed framework and draft policy
for the Board’s consideration. Upon review and discussion, the Board revised the
framework and draft Policy and made a recommendation that the City Council consider
adopting the revised policy.
ANALYSIS OF ISSUES:
The purpose of the Visit Arroyo Grande calendar of events is to enhance the visitor
experience and increase the likelihood that a visitor will choose Arroyo Grande as a
destination based on the attractive sights and events that provide a broad interest to
potential visitors. The events section of the website is a tool for the AGTBID to encourage
more overnight stays, extended stays, and return visits based on the unique things to see
and do in Arroyo Grande. Calendar postings and “things to see and do” pages are
designed to announce special activities of broad interest to tourism, no t regularly
scheduled activities (i.e., church services, exercise classes, etc.).
The proposed policy includes provisions designed to ensure that the events posted on
the Visit Arroyo Grande website support this stated purpose through requirements such
as the following:
The Visit Arroyo Grande Calendar of Events may be used to post cultural or
recreational events in Arroyo Grande that are open to the general public sponsored
by non-profit, civic, social, charitable, city, or private business if it meets the
purpose and overview of Visit Arroyo Grande and this Policy.
No announcements may be posted that will promote a commercial interest or
commercial cause, unless it is an activity that would encourage overnight lodging
such as a race, wine tasting activities, etc.
The calendar may not be used to promote political or commercial events
The event must take place in Arroyo Grande, Grover Beach, Pismo Beach,
Oceano, Nipomo, Shell Beach, and/or Avila Beach
The event must be of interest to overnight tourists tra veling to South SLO County
The event should be a public festival, fair, parade, wine tasting, tourism attraction
or similar
Page 142 of 417
Item 9.i.
City Council
Consideration of Adoption of a Resolution Establishing a Policy for the Arroyo
Grande Tourism Business Improvement District Visit Arroyo Grande Website
Calendar of Events
November 22, 2022
Page 3
The event cannot be of a political or religious nature
The event cannot be a workshop, class, tour, regular performance, regular
business promotion, club event, private or virtual, or local fundraiser
The event must have a professional looking website and be mobile friendly
The website’s homepage must be public facing in nature with all requests for
volunteers, sponsors, vendors, and participants accessible from the home page
via links only
All events are subject to review and selection by the managing agency for the
Arroyo Grande Tourism Business Improvement District.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Adopt the Resolution establishing a policy for the Arroyo Grande Tourism Business
Improvement District Visit Arroyo Grande Website Calendar of Events;
2. Modify the policy for the Arroyo Grande Tourism Business Improvement District
Visit Arroyo Grande Website Calendar of Events and adopt the Resolution;
3. Do not adopt the Resolution; or
4. Provide other direction to staff.
ADVANTAGES:
Approving the Policy will allow for the AGTBID and Visit Arroyo Grande to promote events
and special activities which could increase the likelihood that a visitor will choose to visit
and stay in Arroyo Grande.
DISADVANTAGES:
No disadvantages have been identified regarding this it em.
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 and Policy
2. Draft Minutes from October 24, 2022 AGTBID Advisory Board Meeting
Page 143 of 417
ATTACHMENT 1
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE ADOPTING A POLICY FOR THE
ARROYO GRANDE TOURISM BUSINESS IMPROVEMENT
DISTRICT VISIT ARROYO GRANDE WEBSITE
CALENDAR OF EVENTS
WHEREAS, on February 26, 2013, the City Council Adopted Resolution No. 4516
establishing the Arroyo Grande Tourism Business District Advisory Board (“Advisory
Board”); and
WHEREAS, the purpose of the Advisory Board is to consult with and advise the City
Council on those matters dealing with the method and basis of levying assessments
within the Arroyo Grande Tourism Business Improvement District, expenditure of
revenues derived from such assessments, and programs, services, improvements, and
activities intended to promote lodging establishments in the City of Arroyo Grande through
the promotion of scenic, recreational, cultural, and other attractions in the Arroyo Grande
Tourism Business Improvement District as a tourist destination; and
WHEREAS, the City Council may, be resolution, adopt policies governing the operation
of the Arroyo Grande Tourism Business Improvement District and the Advisory Board.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Arroyo Grande
as follows:
1. The recitals set forth herein are true and correct and incorporated herein.
2. The City Council hereby adopts the Policy establishing terms and conditions for
the Visit Arroyo Grande website calendar of events attached hereto as Exhibit A
and incorporated herein by this reference.
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 22nd day of November, 2022.
Page 144 of 417
RESOLUTION NO.
PAGE 2
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 145 of 417
RESOLUTION NO.
PAGE 3
EXHIBIT A
ARROYO GRANDE TOURISM BUSINESS IMPROVEMENT DISTRICT
TERMS AND CONDITIONS FOR VISIT ARROYO GRANDE WEBSITE CALENDAR
OF EVENTS
Purpose
The Visit Arroyo Grande Calendar and Events page is for the purpose of enhancing the
visitor experience and increasing the likelihood a visitor will choose our destination based
on the attractive sights, sounds, and events that provide a broad interest. T he events
section of the website is a tool for the Arroyo Grande Tourism Business Improvement
District to encourage more overnight stays, extended stays , and return visits based on
the unique things to see and do in Arroyo Grande .
Overview
Calendar/event postings and the Things to See and Do pages are designed to announce
special activities of broad interest to tourism, not regularly scheduled activities (i.e.,
church services, exercise classes, etc.). No announcements may be posted that will
promote a commercial interest or commercial cause, unless it is an activity that would
encourage overnight lodging in Arroyo Grandes such as a race, wine tasting activities,
etc.
The Community Calendar may be used to promote:
Cultural or Recreational events in Arroyo Grande that are open to the general public
sponsored by non-profit, civic, social, charitable, city, or private business if it meets the
purpose and overview of Visit Arroyo Grande and this Policy.
The Community Calendar may not be used to promote political or commercial events.
Posted events must comply with the following requirements:
The event must take place in Arroyo Grande, Grover Beach, Pismo Beach,
Oceano, Nipomo, Shell Beach, and/or Avila Beach
The event must be of interest to overnight tourists traveling to South SLO County
The event should be a public festival, fair, parade, wine tasting, tourism attraction
or similar
The event cannot be of a political or religious nature
The event cannot be a workshop, class, tour, regular performance, regular
business promotion, club event, private or virtual, local fundraiser
The event must have a professional looking website and be mobile friendly
The website’s homepage must be public facing in nature with all requests for
volunteers, sponsors, vendors, and participants accessible from the home page
via links only
Page 146 of 417
RESOLUTION NO.
PAGE 4
All events are subject to review and selection by the managing agency for the
Arroyo Grande Tourism Business Improvement District.
Page 147 of 417
ATTACHMENT 2
MINUTES
REGULAR MEETING OF THE
TOURISM BUSINESS IMPROVEMENT DISTRICT (TBID) ADVISORY BOARD
MONDAY, OCTOBER 24, 2022 3:30 PM
ARROYO GRANDE CITY HALL CONFERENCE ROOM BOARD ROOM / ZOOM WEBINAR
300 EAST BRANCH STREET, ARROYO GRANDE
1. CALL TO ORDER
Board Chair Dasmann called the Regular AGTBID Advisory Board Meeting to order at 3:38 p.m.
2. ROLL CALL AND FLAG SALUTE
Board members requested to hear Item 8 before Item 7.
Board members present: Sean Dasmann, Yvette Eagles, and Jeanine Miranda.
Board members absent: Myraline Morris Whitaker
City representatives present: City Manager Whitney McDonald, Accounting Manager Lynda Horejsi,
and Deputy City Clerk/Communications Coordinator Sarah Lansburgh.
Chamber representatives present: CEO Kathy McCorry.
Verdin Marketing staff present: President/Chief Strategy Officer Mary Verdin, Account Manager Natalie
Bovee, and Marketing Creative Director Megan Condict.
Visit SLO CAL staff present: Project Manager, Destination Management Melissa Murray and Tracy
Campbell.
3. PUBLIC COMMENT
Speaking from the public was Gaea Powell.
Project Manager, Destination Management Melissa Murray gave an update for Visit SLO CAL. SLO
CAL Welcome is a customer service learning program with six required modules. Completion of the
program results in a certificate, pin, and the individual becoming a certified SLO CAL Welcome Expert
in Service. It was recommended this subject be agendized at a future meeting.
4. APPROVAL OF MINUTES OF THE AUGUST 22, 2022 REGULAR BOARD MEETING
Moved by Board Chair Dasmann to approve August 22, 2022 Regular meeting minutes
Seconded by Board Member Eagles
Motion passed with one abstention by roll call vote
Board Chair Dasmann invited public comment. No public comment was received.
5. REVIEW AND FILE FINANCIAL STATUS REPORTS FROM JULY 2022 THROUGH AUGUST 2022
WITH REVENUE RECEIVED FOR TBID PAYMENTS FROM JULY 2022 THROUGH AUGUST 2022
Accounting Manager Lynda Horejsi presented the financials for the City of Arroyo Grande. Accounting
Manager Horejsi stated July 2022 was the highest month for revenue and TOT is trending higher than
last year, and the fund is operating at a net profit.
Board Chair Dasmann invited public comment. Verdin Partner & VP of Client Services Ashlee Akers
inquired about a possible increase in the budget line by City Council.
Page 148 of 417
Minutes: Arroyo Grande Tourism Business Improvement District Regular Board Meeting
Monday, October 24, 2022
Page 2
City Manager McDonald stated the budget is approved in June and to revisit the budget at that time.
No further public comment was received.
6. REVIEW AND APPROVE THE CALENDAR OF EVENTS POLICY FOR VISIT ARROYO GRANDE
WEBSITE
Chamber CEO Kathy McCorry presented a policy for submitting an event for the event calendar on the
Visit Arroyo Grande website.
Moved by Board Chair Dasmann to forward a recommendation to City Council to approve the policy
with the following changes: Include events that take place in South County, remove the restriction of 2-
day events, and remove references to how far in advance events need to be submitted.
Seconded by Board Member Miranda
Motion passed unanimously by roll call vote
Board Chair Dasmann invited public comment. No public comment was received.
7. REVIEW AND APPROVE REQUEST FROM BASIN STREET REGULARS TO PROMOTE PISMO
JAZZ JUBILEE IN ALL AGTBID ADVERTISING AVENUES AND CHANNELS
Curtis Reinhardt requested the AGTBID Advisory Board advertise the Jazz Jubilee on all AGTBID
avenues.
Moved by Board Chair Dasmann to approve advertising the Jazz Jubilee on all AGTBID avenues and
channels
Seconded by Board Member Miranda
Motion passed unanimously by roll call vote
Board Chair Dasmann invited public comment. No public comment was received.
8. REVIEW AND APPROVE VISIT SLO CAL REQUEST FOR CO-OP PARTNERSHIP OF RESIDENT
RESEARCH STUDY
This Item was heard before Item 7.
Visit SLO CAL Project Manager Tracy Campbell presented a program being sponsored by VISIT SLO
CAL to survey residents in Arroyo Grande to ascertain their overall sentiments regarding the impact of
tourism in the community.
Moved by Board Chair Dasmann to approve the request for funding the survey.
The motion failed due to the lack of a second.
9. RECEIVE AND FILE QUARTERLY STATISTICS SUMMARY REPORT FROM VERDIN MARKETING
FOR FIRST QUARTER FY 2022-2023
Verdin Marketing group reviewed the marketing plan including the vision and mission. After review of
the marketing plan, award received, monthly stats, etc. the report was received and filed.
Board Chair Dasmann invited public comment. No public comment was received.
Board Member Eagles left the meeting.
10. ADJOURNMENT
Items 10 Board Communications and Item 11 Staff Communications were not heard.
Page 149 of 417
Minutes: Arroyo Grande Tourism Business Improvement District Regular Board Meeting
Monday, October 24, 2022
Page 3
Board Chair Dasmann adjourned the meeting due to lack of quorum at 5:36 p.m.
Approved by Board on
Page 150 of 417
Item 9.j.
MEMORANDUM
TO: City Council
FROM: Whitney McDonald, City Manager
BY: Sarah Lansburgh, Deputy City Clerk
SUBJECT: Consideration of Appointment to the Planning Commission
DATE: November 22, 2022
SUMMARY OF ACTION:
Appointment of Catherine Sackrison to the Planning Commission to fill a vacancy.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There is no financial or staffing impact from the recommended action.
RECOMMENDATION:
Approve the recommendation of Mayor Pro Tem George to appoint Catherine Sackrison
to the Planning Commission.
BACKGROUND:
City Council policy sets forth appointment procedures for the City’s Commissions, Boards
and Committees. Section 5.2 of the City Council Handbook states that “the Mayor and
each member of the Council shall appoint one representative to each respective
Commission/Board/Committee…, subject to approval by a majority of the Council.”
A vacancy on the Planning Commission occurred in October 2022 with the resignation of
Commissioner Frank Schiro, previously appointed to the Commission by Mayor Pro Tem
George.
ANALYSIS OF ISSUES:
The Planning Commission is responsible for advising the City Council and Community
Development Department on all matters pertaining to the growth and development of the
City. There is a current unscheduled vacancy on the Commission with a term expiration
date of January 31, 2025. Catherine Sackriso n has applied and is recommended for
appointment by Mayor Pro Tem George.
Page 151 of 417
Item 9.j.
City Council
Consideration of Appointment to the Planning Commission
November 22, 2022
Page 2
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve Mayor Pro Tem George’s recommended appointment of Catherine
Sackrison to the Planning Commission;
2. Do not approve the recommended appointment; or
3. Provide other direction to staff.
ADVANTAGES:
Approving the recommended appointment will provide for a full membership of the
Planning Commission.
DISADVANTAGES:
No disadvantages have been identified.
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. Application – C. Sackrison
Page 152 of 417
CITY OF ARROYO GRANDE
"List of Citizens to Serve"
300 East Branch Street
. Arroyo Grande, CA 93420
RECEIVED
OCT 1 9··2022
Cl~~~~~~~ 9FFICe
OGRANOE
Application to Board, Committee, or Commission
I
PLEASE PLACE A CHECK MARK NEXT TO THE BOARD/COMMITTEE/COMMISSION FOR WHICH YOU WOULD
LIKE TO APPLY (You may make more than one selection}:
/ Planning Commission
_ Tourism Business Improvement District Advisory B.oard
_Downtown Parking Advisory Board
_Architectural Review Committee
_special committees/ subcommittees
************************************************************************************
Date of A'll?lication .:oltJ/.:2-J--,
Name V ttcjq?tr txl_~ dJ.:J1.e,,c11~
Last \ First
Home Address >' ~ Cmrnde.-, CA Cfi1@
Home or Cell Phone Business Phone ________ ..,_._ ________ _
E-mail address (Optional)
Do you reside within the City limits of Arroyo Grande? Yes 1./ No ___ _
Are yo1.,1 a registered voter? Yes v::" No ___ _
Occupation ~f-r(, 01 D l,n ,tr-taL -
I~ i cJ -v1,,, '/ •
Employer K./44 t,I,, J' ·fnYl& JU ec:a:~ A. 1 In e. -. . . .
Education (Include professional or vocatio~al licenses or certificates) {L C.Ll}: • B.ffJCit4 '4fff /8.J} >
Lr20= &m:6'.(d. ll tr: Catcb-. ( tit et~
Community involvement·(List organization memberships and committee assignments) ______ _
Io r11 l Ln <✓ t' ti-1()4 lD ,.J nee·. llU OJ /J.t;C of: c2-Jc./1.0 e I Pm /P711-: /iod£L.a . , j 7
" . I 2 1 . • ' · . / " [/ ,f)"U
t, ' • ~ . ~
• ¥ -•
• I
Rev 0'1 /19/2022
ATTACHMENT 1
Page 153 of 417
.J
' (PLEASE COMPLETE THE REVERSE SIDE OF THIS FORM)
What dCJ you see as the objectives and goals of the advisory board, committee or commission for which you
are applyirig? . bLL..,,
Please list three (3) Arroyo Grande references. PLEASE OBTAIN PERMISSION FROM INDIVIDUALS BEFORE
LISTING THEM AS A REFERENCE, 1
Nam~:! t1 Q 6e lfty-L
Name:,Atzlf. fa,_c/<ri.rm
Name: [if /lt/1J' 01 J
Address:
'
Address:
Addr~ss:
Current meeting schedules are indicated below:
Planning Commission, l st and 3rd Tuesday of each month, 6:00 p.m.
Downtown Parking Advisory Board, meets as needed
Architectural Review Committee, l st Monday at 2:30 p.m. ·and 3rd Monday at 2:30 p.m. each month
Tourism Business Improvement District (TBID) Advisory Board, last Monday of the month at 3:30 p.m. in
. January, February, April, June, August, and October
Are you willing to commit to the ti~. necessary to fulfill the obligations of an appointment to a Board,
Committee or Commission? Yes--"'J/ __ · No ..... __
· I hereby declare that the foregoing information is true and complete to the best of my knowledge and
ber f.
1vb1!~
·' I Date
Notice to Applicants:
1. Applicants appointed by the City Council are required to take an Oath of Office.
· 2. Stqte law and the City's Conflict of Interest Code requires that Board Members, Committee Members, and
Commissioners file Statements of Economic Interests (Form 700) upon assuming office, annually, and upon leaving
an appointed office (e.g. sources of income, loans, gifts, investments, interests in• real property within the City).
3. This application is a matter of public record and portions thereof are subject to disclosure pursuant to the California
Public Records Act.
4. Applications will remain active and on file for o·ne (1) year.
Please return completed Application to:
; CITY CLERK'S OFFICE
300 East Branch Street
Arroyo Grande CA 93420
Rev 01/19/2022
Page 154 of 417
Item 9.k.
MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director
SUBJECT: Consideration of Approval of an Agreement for Uniform and Related
Services with Prudential Overall Supply
DATE: November 22, 2022
SUMMARY OF ACTION:
Approval of an agreement for uniform and related services with Prudential Overall Supply.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
Funds for this agreement are included in the FY 2022-23 budget. Funding is distributed
between the various divisions of the Public Works Department. Funding for years 2 and
3 of the Agreement will be budgeted for in those subsequent years. The estimated annual
cost of this 3-year agreement will be $11,848.20; the estimated cost for the entire
agreement is $35,544.60. Approximately 75 hours per year of staff time is required to
oversee the contract.
RECOMMENDATION:
Approve and authorize the Mayor to execute a 3-year Service Agreement with Prudential
Overall Supply.
BACKGROUND:
The City’s current uniform Service Agreement with Aramark Uniform Services expired on
June 30, 2022. Aramark has since been providing uniform services on a month to month
basis.
Bid specifications to supply uniforms and related services were mailed out August 1 5,
2022, and bids were opened on August 25, 2022. Two companies submitted bids,
Aramark Uniform Services and Prudential Overall Supply. After review and comparison
of the two bids, Prudential Overall Supply has been chosen to provide uniform and other
related services.
Page 155 of 417
City Council
Consideration of Approval of an Agreement for Uniform and Related Services with
Prudential Overall Supply
November 22, 2022
Page 2
Item 9.k.
ANALYSIS OF ISSUES:
Per Article 16 of the current Memorandum of Understanding (MOU) with Service
Employees International Union Local 620 Arroyo Grande Chapter, the City furnishes
uniforms to specified employees. A summary of the bids is attached for Council’s
information (Attachment 2). Prudential Overall Supply will provide services for a three (3)
year term commencing on December 1, 2022. The Service Agreement will provide a set
level of service and pricing on uniform rental and laundry services for the uniforms,
jackets, coveralls and shop towels, and non -slip floor mats at various City-owned
buildings. The proposed cost will amount to approximately $175 per year per employee
for freshly laundered uniforms, which is more cost effective than establishing a set uniform
allowance per employee.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve an Agreement with Prudential Overall Supply for uniform and related
services;
2. Do not approve an Agreement with Prudential Overall Supply;
3. Modify and approve the Agreement with Prudential Overall Supply; or
4. Provide direction to staff.
ADVANTAGES:
Execution of this Service Agreement ensures that Article 16 of the adopted MOU is
satisfied and non-slip mats provide safe access to City buildings.
DISADVANTAGES:
No disadvantages have been identified.
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 Agreement
2. Bid Summary
Page 156 of 417
ATTACHMENT 1
AGREEMENT FOR CONTRACTOR SERVICES
THIS AGREEMENT, is made and effective as of December 1, 2022, between
PRUDENTIAL OVERALL SUPPLY (“Contractor”), and the CITY OF ARROYO
GRANDE, a Municipal Corporation (“City”). In consideration of the mutual covenants and
conditions set forth herein, the parties agree as follows:
1. TERM
This Agreement shall commence on December 1, 2022 and shall remain and
continue in effect until December 1, 2025, unless sooner terminated pursuant to the
provisions of this Agreement.
2. SERVICES
Contractor shall perform the tasks described and comply with all terms and
provisions set forth in Exhibit “A”, attached hereto and incorporated herein by this
reference.
3. PERFORMANCE
Contractor shall at all times faithfully, competently and to the best of his/her ability,
experience and talent, perf orm all tasks described herein. Contractor shall employ, at a
minimum generally accepted standards and practices utilized by persons engaged in
providing similar services as are required of Contractor hereunder in meeting its
obligations under this Agreement.
4. AGREEMENT ADMINISTRATION
City’s Public Works Director shall represent City in all matters pertaining to the
administration of this Agreement. Charles Bautista shall represent Contractor in all
matters pertaining to the administration of this Agreement.
5. PAYMENT
The City agrees to pay the Contractor in accordance with the payment rates and
terms set forth in Exhibit “B”, attached hereto and incorporated herein by this reference.
6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE
(a) The City may at any time, for any reason, with or without cause, suspend or
terminate this Agreement, or any portion hereof, by serving upon the Contractor at least
ten (10) days prior written notice. Upon receipt of said notice, the Contractor shall
immediately cease all work under this Agreement, unless the notice provides otherwise.
If the City suspends or terminates a portion of this Agreement such suspension or
termination shall not make void or invalidate the remainder of this Agreement.
Page 157 of 417
Page 2
(b) In the event this Agreement is terminated pursuant to this Section, the City
shall pay to Contractor the actual value of the work performed up to the time of
termination, provided that the work performed is of value to the City. Upon termination of
the Agreement pursuant to this Section, the Contractor will submit an invoice to the City
pursuant to Section 5.
7. TERMINATION ON OCCURRENCE OF STATED EVENTS
This Agreement shall terminate automatically on the occurrence of any of the
following events:
(a) Bankruptcy or insolvency of any party;
(b) Sale of Contractor’s business; or
(c) Assignment of this Agreement by Contractor without the consent of City.
(d) End of the Agreement term specified in Section 1.
8. DEFAULT OF CONTRACTOR
(a) The Contractor’s failure to comply with the provisions of this Agreement
shall constitute a default. In the event that Contractor is in default for cause under the
terms of this Agreement, City shall have no obligation or duty to continue compensating
Contractor for any work performed af ter the date of default and can terminate this
Agreement immediately by written notice to the Contractor. If such failure by the
Contractor to make progress in the performance of work hereunder arises out of causes
beyond the Contractor’s control, and without fault or negligence of the Contractor, it shall
not be considered a default.
(b) If the City Manager or his/her delegate determines that the Contractor is in
default in the performance of any of the terms or conditions of this Agreement, he/she
shall cause to be served upon the Contractor a written notice of the default. The
Contractor shall have ten (10) days after service upon it of said notice in which to cure
the default by rendering a satisfactory performance. In the event that the Contractor f ails
to cure its default within such period of time, the City shall have the right, notwithstanding
any other provision of this Agreement to terminate this Agreement without further notice
and without prejudice to any other remedy to which it may be entitl ed at law, in equity or
under this Agreement.
9. LAWS TO BE OBSERVED. Contractor shall:
(a) Procure all permits and licenses, pay all charges and fees, and give all
notices which may be necessary and incidental to the due and lawful prosecution of the
services to be performed by Contractor under this Agreement;
(b) Keep itself fully informed of all existing and proposed federal, state and local
laws, ordinances, regulations, orders, and decrees which may affect those engaged or
Page 158 of 417
Page 3
employed under this Agreement, any materials used in Contractor’s performance under
this Agreement, or the conduct of the services under this Agreement;
(c) At all times observe and comply with, and cause all of its employees to
observe and comply with all of said laws, ordinances, regulations, orders, and decrees
mentioned above;
(d) Immediately report to the City’s Contract Manager in writing any
discrepancy or inconsistency it discovers in said laws, ordinances, regulations, orders,
and decrees mentioned above in relation to any plans, drawings, specifications, or
provisions of this Agreement.
(e) The City, and its officers, agents and employees, shall not be liable at law
or in equity occasioned by failure of the Contractor to comply with this Section.
10. OWNERSHIP OF DOCUMENTS
(a) Contractor shall maintain complete and accurate records with respect to sales,
costs, expenses, receipts, and other such information required by City that relate to the
performance of services under this Agreement. Contractor shall mainta in adequate
records of services provided in sufficient detail to permit an evaluation of services. All
such records shall be maintained in accordance with generally accepted accounting
principles and shall be clearly identified and readily accessible. Cont ractor shall provide
free access to the representatives of City or its designees at reasonable times to such
books and records; shall give City the right to examine and audit said books and records;
shall permit City to make transcripts therefrom as necess ary; and shall allow inspection
of all work, data, documents, proceedings, and activities related to this Agreement. Such
records, together with supporting documents, shall be maintained for a period of three (3)
years after receipt of final payment.
(b) Upon completion of, or in the event of termination or suspension of this
Agreement, all original documents, designs, drawings, maps, models, computer files,
surveys, notes, and other documents prepared in the course of providing the services to
be performed pursuant to this Agreement shall become the sole property of the City and
may be used, reused, or otherwise disposed of by the City without the permission of the
Contractor. With respect to computer files, Contractor shall make available to the City, at
the Contractor’s office and upon reasonable written request by the City, the necessary
computer software and hardware for purposes of accessing, compiling, transferring, and
printing computer files.
11. INDEMNIFICATION
(a) Indemnification for Professional Liability. When the law establishes a
professional standard of care for Contractor’s Services, to the fullest extent permitted by
law, Contractor shall indemnify, protect, defend and hold harmless City and any and all
of its officials, employees and agents (“Indemnified Parties”) from and against any and all
Page 159 of 417
Page 4
losses, liabilities, damages, costs and expenses, including attorney’s fees and costs to
the extent same are caused in whole or in part by any negligent or wrongful act, error or
omission of Contractor, its officers, agents, employees or subContractors (or any entity
or individual that Contractor shall bear the legal liability thereof) in the performance of
professional services under this agreement.
(b) Indemnification for Other Than Professional Liability. Other than in the
performance of professional services and to the full extent permitted by law, Contractor
shall indemnify, defend and hold harmless City, and any and all of its employees, officials
and agents from and against any liability (including liability for claims, suits, actions,
arbitration proceedings, administrative proceedings, regulatory proceedings, losses,
expenses or costs of any kind, whether actual, alleged or threatened, including attorneys
fees and costs, court costs, interest, defense costs, and expert witness fees), where the
same arise out of, are a consequence of, or are in any way attributable to, in whole or in
part, the performance of this Agreement by Contractor or by any individual or entity for
which Contractor is legally liable, including but not limited to officers, agents, employees
or subContractors of Contractor.
(c) General Indemnification Provisions. Contractor agrees to obtain executed
indemnity agreements with provisions identical to those set forth here in this section from
each and every subContractor or any other person or entity involved by, for, with or on
behalf of Contractor in the performance of this agreement. In the event Contractor fails to
obtain such indemnity obligations from others as requir ed here, Contractor agrees to be
fully responsible according to the terms of this section. Failure of City to monitor
compliance with these requirements imposes no additional obligations on City and will in
no way act as a waiver of any rights hereunder. T his obligation to indemnify and defend
City as set forth here is binding on the successors, assigns or heirs of Contractor and
shall survive the termination of this agreement or this section.
12. INSURANCE
Contractor shall maintain prior to the beginning of and for the duration of this
Agreement insurance coverage as specified in Exhibit “C” attached hereto and
incorporated herein as though set forth in full.
13. INDEPENDENT CONTRACTOR
(a) Contractor is and shall at all times remain as to the City a wholly independent
Contractor. The personnel performing the services under this Agreement on behalf of
Contractor shall at all times be under Contractor’s exclusive direction and control. Neither
City nor any of its officers, employees, or agents shall have control over the conduct of
Contractor or any of Contractor’s officers, employees, or agents, except as set forth in
this Agreement. Contractor shall not at any time or in any manner represent that it or any
of its officers, employees, or agents are in any manner officers, employees, or agents of
the City. Contractor shall not incur or have the power to incur any debt, obligation, or
liability whatever against City, or bind City in any manner.
Page 160 of 417
Page 5
(b) No employee benefits shall be available to Contractor in connection with
performance of this Agreement. Except for the fees paid to Contractor as provided in the
Agreement, City shall not pay salaries, wages, or other compensation to Contractor for
performing services hereunder for City. City shall not be liable for compensation or
indemnification to Contractor for injury or sickness arising out of performing services
hereunder.
14. UNDUE INFLUENCE
Contractor declares and warrants that no undue influence or pressure was or is
used against or in concert with any officer or employee of the City of Arroyo Grande in
connection with the award, terms or implementation of this Agreement, including any
method of coercion, confidential financial arrangement, or financial inducement. No officer
or employee of the City of Arroyo Grande will receive compensation, directly or indirectly,
from Contractor, or from any officer, employee or agent of Contractor, in connection with
the award of this Agreement or any work to be conducted as a result of this Agreement.
Violation of this Section shall be a material breach of this Agreement entitling the City to
any and all remedies at law or in equity.
15. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of City, or their designees or agents, and no
public official who exercises authority over or responsibilities with respect to the project
during his/her tenure or for one year thereafter, shall have any interest, direct or indirect,
in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in
connection with the project performed under this Agreement.
16. RELEASE OF INFORMATION/CONFLICTS OF INTEREST
(a) All information gained by Contractor in performance of this Agreement shall be
considered confidential and shall not be released by Contractor without City’s prior written
authorization. Contractor, its officers, employees, agents, or subContractors, shall not
without written authorization from the City Manager or unless requested by the City
Attorney, voluntarily provide declarations, letters of support, testimony at depositions,
response to interrogatories, or other information concerning the work performed under
this Agreement or relating to any project or property located within the City. Response to
a subpoena or court order shall not be considered “voluntary” provided Contractor gives
City notice of such court order or subpoena.
(b) Contractor shall promptly notify City should Contractor, its officers, employees,
agents, or subContractors be served with any summons, complaint, s ubpoena, notice of
deposition, request for documents, interrogatories, request for admissions, or other
discovery request, court order, or subpoena from any person or party regarding this
Agreement and the work performed thereunder or with respect to any p roject or property
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located within the City. City retains the right, but has no obligation, to represent Contractor
and/or be present at any deposition, hearing, or similar proceeding. Contractor agrees to
cooperate fully with City and to provide the opportunity to review any response to
discovery requests provided by Contractor. However, City’s right to review any such
response does not imply or mean the right by City to control, direct, or rewrite said
response.
17. NOTICES
Any notice which either party may desire to give to the other party under this
Agreement must be in writing and may be given either by (i) personal service, (ii) delivery
by a reputable document delivery service, such as but not limited to, Federal Express,
which provides a receipt showing date and time of delivery, or (iii) mailing in the United
States Mail, certified mail, postage prepaid, return receipt requested, addressed to the
address of the party as set forth below or at any other address as that party may later
designate by notice:
To City: City of Arroyo Grande
Bill Robeson, Public Works Director
300 E. Branch Street
Arroyo Grande, CA 93420
To Contractor: Prudential Overall Supply
Charles Bautista
1260 E. North Avenue
Fresno, CA 93725
18. ASSIGNMENT
The Contractor shall not assign the performance of this Agreement, nor any part
thereof, without the prior written consent of the City.
19. GOVERNING LAW
The City and Contractor understand and agree that the laws of the State of
California shall govern the rights, obligations, duties, and liabilities of the parties to this
Agreement and also govern the interpretation of this Agreement. Any litigation concerning
this Agreement shall take place in the superior or federal district court with jurisdiction
over the City of Arroyo Grande.
20. ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to
the obligations of the parties described in this Agreement. All prior or contemporaneous
agreements, understandings, representations, and statements, or written, are merged
into this Agreement and shall be of no further force or effect. Each party is entering into
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this Agreement based solely upon the representations set forth herein and upon each
party’s own independent investigation of any and all facts such party deems material.
21. TIME
City and Contractor agree that time is of the essence in this Agreement.
22. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL
Contractor is bound by the contents of the City’s Request for Proposal, Exhibit “D”,
attached hereto and incorporated herein by this reference, and the contents of the
proposal submitted by the Contractor, Exhibit “E”, attached hereto and incorporated
herein by this reference. In the event of conflict, the requirements of City’s Request for
Proposals and this Agreement shall take precedence over those contained in the
Consultant’s proposal.
23. CONSTRUCTION
The parties agree that each has had an opportunity to have their counsel review
this Agreement and that any rule of construction to the effect that ambiguities are to be
resolved against the drafting party shall not apply in the interpretation of this Agreement
or any amendments or exhibits thereto. The captions of the sections are for convenience
and reference only, and are not intended to be construed to define or limit the provisions
to which they relate.
24. AMENDMENTS
Amendments to this Agreement shall be in writing and shall be made only with the
mutual written consent of all of the parties to this Agreement.
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25. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Contractor warrants
and represents that he/she has the authority to execute this Agreement on behalf of the
Contractor and has the authority to bind Contractor to the performance of its obligations
hereunder.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed
the day and year first above written.
CITY OF ARROYO GRANDE CONTRACTOR
By:__________________________ By:____________________________
Caren Ray Russom, Mayor
Its:____________________________
Attest: (Title)
____________________________
Jessica Matson, City Clerk
Approved As To Form:
_____________________________
Timothy J. Carmel, City Attorney
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EXHIBIT A
SCOPE OF WORK
IV. SCOPE OF WORK
1.0 General Scope of Work
Continual Replacement: Garments must at all times be in a condition acceptable to the
City. Garments that, through normal use, are determined to be in an unacceptable
condition shall be replaced with new garments at no cost by successful bidder. Upon
request by the City, Contractor must replace unacceptable garments with new
Repairs: Contractor shall understand and agree that repairs which are made to a
uniform, must be neat and can only be made to a uniform’s seam with the same color
thread of the garment or with transparent thread. A uniform shall be replaced when it
becomes stained, torn and/or when there is a hole in the uniform. All repairs must be
completed within seven (7) days of submission to the vendor.
Normal Wear & Tear: Contractor shall accept all normal wear and tear free of charge.
Normal wear and tear shall be defined as garments that have become faded or discolored,
small holes and/or bleach, paint, or oil spots caused by normal work related activities.
Lost/Damage Charge: The City understands and agrees that all rental garments remain
the property of the contractor. In the event that a garment is damaged in a situation other
than normal wear and tear, the City accepts the fact that a damage charge will be
assessed. Loss/damage charges are to be charged at the unit prices identified on the
pricing sheets of this agreement. Contractor shall identify the employee responsible for
any lost/damage and identify the date said loss occurred.
Any garments turned in to be laundered and not returned in a two -week period, will not
be charged for the time period until the uniforms are delivered.
Notification to the City of any losses must be made in a timely manner to provide
opportunity for the City to identify problem areas and to provide corrective action.
New Employees: The City reserves the right to add employees at any time during the
term of the contract. New employees shall be supplied with appropriate uniforms within
a reasonable time period after verbal notification to the Contractor by the City. Con tractor
shall provide the City with name(s) of persons to contact with additions of new employees
and deletions of terminating employees. Contractor must supply new uniforms to new
employees. There shall be no initial fee to add employees and the weekly service rates
will be as stated under the original agreement.
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Weekly Turn In: City employees shall turn in worn uniforms weekly for pickup by the
Contractor. Contractor shall return the same number of laundered uniforms as the were
turned in by each employee. Ideally each employee shall turn in 5 worn uniforms weekly.
Service Cancellation: The City may cancel service for any employee(s) at any time
without a monetary penalty being imposed by the vendor. Upon cancellation, all uniforms
will be turned in to the vendor. If there is a shortage, the City will make restitution. Cost
of replacement shall be determined by the replacement charge unit price of the contract.
The City will not pay for normal wear and tear of the returned uniforms.
Delivery/System Locations: The City and the Contractor shall mutually agree upon
which day(s) of the week the Contractor shall pickup and deliver the uniforms. The
Contractor understands there are five (5) delivery/pickup locations.
Public Work Yard: 1375 Ash Street, Arroyo Grande (uniforms, mats, auto
towels)
Police Department: 200 North Halcyon Road, Arroyo Grande (mats only)
Women’s Club/Community Center: 211 Vernon Street, Arroyo Grande (mats,
mopheads)
Recreation Center: 1221 Ash Street, Arroyo Grande (mats, mopheads)
City Hall: 300 East Branch Street, Arroyo Grande (mats only)
Garments Specification: Garments initially provided to the City shall be new.
Replacement garments shall also be new. All garments provided shall be free from defect
upon commencement of the contract and when added during the contract period. Fabric
shall be City Employees option (A) 65% Polyester, 35% Cotton or (B) 100% Cotton. The
City reserves the right to designate which employee shall be outfitted with which fabric on
an individual basis. Divisions may have a portion of their employees in blends and a
portion in 100% cotton.
Uniform items that are within 1/4oz of specification will be considered. Proposals that
offer less substantial items by a few percent will be evaluated accordingly.
Special 100% Cotton: Uniforms shall have no metal buttons or snap s; however these
shall have metal zippers on the pants.
Shirts: Shall be a regular style with short or long sleeves (City employees option), two
pockets with buttons. The City employee’s will have a choice of fabric, either 100% cotton
or polyester cotton blend, and color.
Trousers and Shorts: All “Brushed Twill” trousers are to be no less than 9 oz. weight,
poly/cotton blend, with the choice of western or regular cut. Brushed Twill Flex -Waist
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trousers shall be vat dyed and Sanforized with zipper fly, double stitched seat seams, bar
tacked at points of stress, hemmed not cuffed. All Cotton Flex-Waist Shorts are an
alternative and will be purchased by the City and laundered by the Contractor.
Pressing: All shirts shall be form pressed. All trousers shall be flat pressed. Following
pressing, Contractor shall protect the uniforms from wrinkling during the storage and
delivery process. The City may reject any uniforms delivered with wrinkles.
Proper Fit: The Contractor must individually measure each City employee to assure the
uniforms being supplied will fit properly. Following initial delivery, each employee shall
have the opportunity to secure adjustments to make certain his/her personal requirements
are being met. During the contract period, if uniforms do not fit properly they will be
replaced at no charge to the City.
Uniform Samples: Successful Contractor may be required to submit, for City approval,
samples of the following items: ONE SHIRT, ONE PAIR OF TROUSERS, ONE CITY
SEAL/EMBLEM and other items.
Mats and Rags: Standard floor mats and rags are to be laundered and delivered at an
agreed upon schedule at designated facilities.
Additional Charges: Charges not identified on the pricing sheets of this agreement,
such as service charges for specific departments or any other additional charges will not
be honored by the City and should be included in unit pricing.
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EXHIBIT B
PAYMENT SCHEDULE
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CITY OF ARROYO GRANDE
PUBLIC WORKS DEPARTMENT
QUOTATION PAGE
ARTICLE NO. OF
EMPLOYEES
NO. UNITS
PER WEEK
UNIT
PRICE
TOTAL PRICE
TROUSERS 21 125 $.16 $36.96
SHIRTS 21 125 $.15 $34.65
POLO SHIRTS 2 11 $.30 $3.30
TOTAL $.31 $74.91
DIVISION EMBLEMS – to be provided by the vendor, for all shirts, coveralls, and jackets, over
the left front pocket. This is a one-time charge. $_2.50____ $_____
CITY EMBLEMS – to be provided by the vendor to the left sleeve, 2” down from the shoulder on
all shirts, coveralls and jackets. This is a one-time charge.
$_2.50____ $_____
NAME TAGS – to be provided by the vendor, for all shirts, coveralls and jackets over the right
front pocket. This is a one-time charge. $_1.50____ $_____
PRICE FOR JACKETS BOUGHT OUTRIGHT $_25.00____
GO0128, GO0356, GO0575
PRICE FOR COVERALLS BOUGHT OUTRIGHT $_26.00____
PRICE FOR SHORTS BOUGHT OUTRIGHT $_20.00____
Cost to launder jackets $__0.85___
Cost to launder coveralls $__0.48___
Cost to launder shorts $__0.21___
PRICE FOR HATS BOUGHT OUTRIGHT (including
embroidery (48) $__552.00___
SHOP TOWELS (DYED) EVERY OTHER WEEK (50) $_3.50____
AUTO SEAT COVERS EVERY OTHER WEEK (10) $_5.00____
FLOOR RUGS/SCRAPER MATS EVERY OTHER WEEK (66)
28 - 3’ x 4’ (mats) $_56.00___ 1 - 2’ x 3’ (scraper) $_n/a____
18 - 4’ x 6’ (mats) $_45.00__ 8 – 3’ x 5’ (scraper) $__8.00___
6 – 3’ x 10’ (mats) $_ 21.00__ 5 – 4’ x 6’ (scraper) $__7.50___
FLOOR MOPS EVERY OTHER WEEK (12)
24” dry (3) $_3.00____
36” dry (1) $_1.25____
Wet (8) $_10.00____
REPLACEMENT OF LOST OR DESTROYED ARTICLES
Trousers $_24.10____ Shop Towels $_.45____
Shirts $_20.14___ Seat Covers $__18.56___
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EXHIBIT C
INSURANCE REQUIREMENTS
Prior to the beginning of and throughout the duration of the Work, Contractor will maintain
insurance in conformance with the requirements set forth below. Contractor will use
existing coverage to comply with these requirements. If that existing coverage does not
meet the requirements set forth here, Contractor agrees to amend, supplement or
endorse the existing coverage to do so. Contractor acknowledges that the insurance
coverage and policy limits set forth in this section constitute the minimum amount of
coverage required. Any insurance proceeds available to City in excess of the limits and
coverage required in this agreement and which is applicable to a given loss, will be
available to City.
Contractor shall provide the following types and amounts of insurance:
Commercial General Liability Insurance using Insurance Services Office “Commercial
General Liability” policy from CG 00 01 or the exact equivalent. Defense costs must be
paid in addition to limits. There shall be no cross liability exclusion for claims or suits by
one insured against another. Limits are subject to review but in no event less than
$1,000,000 per occurrence.
Business Auto Coverage on ISO Business Auto Coverage from CA 00 01 including
symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event
to be less than $1,000,000 per accident. If Contractor owns no vehicles, this requirement
may be satisfied by a non-owned auto endorsement to the general liability policy
described above. If Contractor or Contractor’s employees will use personal autos in any
way on this project, Contractor shall provide evidence of personal auto liability coverage
for each such person.
Workers Compensation on a state-approved policy form providing statutory benefits as
required by law with employer’s liability limits no less than $1,000,000 per accident or
disease.
Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements,
shall provide coverage at least as broad as specified for the underlying coverages. Any
such coverage provided under an umbrella liability policy shall include a drop down
provision providing primary coverage above a maximum $25,000 self -insured retention
for liability not covered by primary but covered by the umbrella. Coverage shall be
provided on a “pay on behalf” basis, with defense costs payable in addition to policy limits.
Policy shall contain a provision obligating insurer at the time insured’s liability is
determined, not requiring actual payment by the insured first. There shall be no cross
liability exclusion precluding coverage for claims or suits by one insured against another.
Coverage shall be applicable to City for injury to employees of Contractor, subContractors
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or others involved in the Work. The scope of coverage provided is subject to approval of
City following receipt of proof of insurance as required herein. Limits are subject to review
but in no event less than $1,000,000.00 per occurrence.
Professional Liability or Errors and Omissions Insurance as appropriate shall be written
on a policy form coverage specifically designated to protect against acts, errors or
omissions of the Contractor and “Covered Professional Services” as designated in the
policy must specifically include work performed under this agreement. The policy limit
shall be no less than $1,000,000 per claim and in the aggregate. The policy must “pay on
behalf of” the insured and must include a provision establishing the insurer’s duty to
defend. The policy retroactive date shall be on or before the effective date of this
agreement.
Insurance procured pursuant to these requirements shall be written by insurer that are
admitted carriers in the state California and with an A.M. Bests rating of A - or better and
a minimum financial size VII.
General conditions pertaining to provision of insurance coverage by Contractor.
Contractor and City agree to the following with respect to insurance provided by
Contractor:
1. Contractor agrees to have its insurer endorse the third party general liability
coverage required herein to include as additional insureds City, its officials employees
and agents, using standard ISO endorsement No. CG 2010 with an edition prior to 1992.
Contractor also agrees to require all Contractors, and subContra ctors to do likewise.
2. No liability insurance coverage provided to comply with this Agreement shall
prohibit Contractor, or Contractor’s employees, or agents, from waiving the right of
subrogation prior to a loss. Contractor agrees to waive subrogation rights against City
regardless of the applicability of any insurance proceeds, and to require all Contractors
and subContractors to do likewise.
3. All insurance coverage and limits provided by Contractor and available or
applicable to this agreement are intended to apply to the full extent of the policies. Nothing
contained in this Agreement or any other agreement relating to the City or its operations
limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these
requirements if they include any limiting endorsement of any kind that has not been first
submitted to City and approved of in writing.
5. No liability policy shall contain any provision or definition that would serve
to eliminate so-called “third party action over” claims, including any exclusion for bodily
injury to an employee of the insured or of any Contractor or subcontractor.
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6. All coverage types and limits required are subject to approval, modification
and additional requirements by the City, as the need arises. Contractor shall not make
any reductions in scope of coverage (e.g. elimination of contractual liability or reduction
of discovery period) that may affect City’s protection without City’s prior written consent.
7. Proof of compliance with these insurance requirements, consisting of
certificates of insurance evidencing all of the coverages required and an additional
insured endorsement to Contractor’s general liability policy, shall be delivered to City at
or prior to the execution of this Agreement. In the event such proof of any insurance is
not delivered as required, or in the event such insurance is canceled at any time and no
replacement coverage is provided, City has the right, but not the duty, to obtain an y
insurance it deems necessary to protect its interests under this or any other agreement
and to pay the premium. Any premium so paid by City shall be charged to and promptly
paid by Contractor or deducted from sums due Contractor, at City option.
8. Certificate(s) are to reflect that the insurer will provide 30 days notice to City
of any cancellation of coverage. Contractor agrees to require its insurer to modify such
certificates to delete any exculpatory wording stating that failure of the insurer t o mail
written notice of cancellation imposes no obligation, or that any party will “endeavor” (as
opposed to being required) to comply with the requirements of the certificate.
9. It is acknowledged by the parties of this agreement that all insurance
coverage required to be provided by Contractor or any subContractor, is intended to apply
first and on a primary, noncontributing basis in relation to any other insurance or self
insurance available to City.
10. Contractor agrees to ensure that subContractors, and any other party
involved with the project who is brought onto or involved in the project by Contractor,
provide the same minimum insurance coverage required of Contractor. Contractor agrees
to monitor and review all such coverage and assumes all r esponsibility for ensuring that
such coverage is provided in conformity with the requirements of this section. Contractor
agrees that upon request, all agreements with subContractors and others engaged in the
project will be submitted to City for review.
11. Contractor agrees not to self-insure or to use any self-insured retentions or
deductibles on any portion of the insurance required herein and further agrees that it will
not allow any Contractor, subContractor, Architect, Engineer or other entity or p erson in
any way involved in the performance of work on the project contemplated by this
agreement to self-insure its obligations to City. If Contractor’s existing coverage includes
a deductible or self-insured retention, the deductible or self -insured retention must be
declared to the City. At the time the City shall review options with the Contractor, which
may include reduction or elimination of the deductible or self -insured retention,
substitution of other coverage, or other solutions.
12. The City reserves the right at any time during the term of the contract to
change the amounts and types of insurance required by giving the Contractor ninety (90)
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days advance written notice of such change. If such change results in substantial
additional cost to the Contractor, the City will negotiate additional compensation
proportional to the increase benefit to City.
13. For purposes of applying insurance coverage only, this Agreement will be
deemed to have been executed immediately upon any party hereto taking any steps that
can be deemed to be in furtherance of or towards performance of this Agreement.
14. Contractor acknowledges and agrees that any actual or alleged failure on
the part of City to inform Contractor of non -compliance with any insurance requirements
in no way imposes any additional obligations on City nor does it waive any rights
hereunder in this or any other regard.
15. Contractor will renew the required coverage annually as long as City, or its
employees or agents face an exposure from operations of any type pursuant to this
agreement. This obligation applies whether or not the agreement is canceled or
terminated for any reason. Termination of this obligation is not effective until City executes
a written statement to that effect.
16. Contractor shall provide proof that policies of insurance required herein
expiring during the term of this Agreement have been renewed or replaced with other
policies providing at least the same coverage. Proof that such coverage has been ordered
shall be submitted prior to expiration. A coverage binder or letter from Contractor’s
insurance agent to this effect is acceptable. A certificate of insurance and/or additional
insured endorsement as required in these specifications applicable to the renewin g or
new coverage must be provided to City within five days of the expiration of the coverages.
17. The provisions of any workers’ compensation or similar act will not limit the
obligations of Contractor under this agreement. Contractor expressly agrees not to use
any statutory immunity defenses under such laws with respect to City, its employees,
officials and agents.
18. Requirements of specific coverage features or limits contained in this
section are not intended as limitations on coverage, limits o r other requirements nor as a
waiver of any coverage normally provided by any given policy. Specific reference to a
given coverage feature is for purposes of clarification only as it pertains to a given issue,
and is not intended by any party or insured to be limiting or all-inclusive.
19. These insurance requirements are intended to be separate and distinct from
any other provision in this agreement and are intended by the parties here to be
interpreted as such.
20. The requirements in this Section supersede all other sections and
provisions of this Agreement to the extent that any other section or provision conflicts with
or impairs the provisions of this Section.
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21. Contractor agrees to be responsible for ensuring that no contract used by
any party involved in any way with the project reserves the right to charge City or
Contractor for the cost of additional insurance coverage required by this agreement. Any
such provisions are to be deleted with reference to City. It is not the intent of City to
reimburse any third party for the cost of complying with these requirements. There shall
be no recourse against City for payment of premiums or other amounts with respect
thereto.
22. Contractor agrees to provide immediate notice to City of any claim or lo ss
against Contractor arising out of the work performed under this agreement. City assumes
no obligation or liability by such notice, but has the right (but not the duty) to monitor the
handling of any such claim or claims if they are likely to involve Cit y.
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EXHIBIT D
CITY’S REQUEST FOR PROPOSAL
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REQUEST FOR PROPOSALS
City of Arroyo Grande / Public Works Department
PUBLIC WORKS UNIFORM RENTAL
AND RELATED SERVICES
Arroyo Grande, California
Issuing Entity: City of Arroyo Grande
Public Works Department
1375 Ash Street
Arroyo Grande, California 93420
Proposal Due Date: August 25, 2022 by 2:00 PM
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08/15/22
SUBJECT: CITY OF ARROYO GRANDE – PUBLIC WORKS UNIFORM RENTAL
AND RELATED SERVICES
The City of Arroyo Grande is soliciting proposals for laundry services for Public Works
Department employee uniforms and assorted linens. The successful Contractor will pick
up garments and assorted items including rags, auto towels, wet and dry mop heads, and
mats; launder, repair, and deliver to various City locations on a weekly basis. Ownership
of these items is to remain with the Contractor unless specifically noted. Uniforms, rags,
auto towels and mop heads must be delivered clean, dry, f ree of stains and rust, holes,
mildew, and other foreign materials, and shall have no objectionable odors. Specific
service delivery requirements, quality expectations and anticipated uniform quantities
along with other relevant information is listed in the attached Request for Proposal.
The City of Arroyo Grande reserves the right to postpone, accept or reject any and all
proposals in whole or in part, on such basis as the City of Arroyo Grande deems to be in
its best interest to do so.
Please note that your submittal shall reach the following address by August 25, 2022, at
2:00 p.m., or your proposal will not be accepted. Please include your fee schedule with
your proposal.
Attention: Lydia Castillo, Administrative Secretary
City of Arroyo Grande – Public Works Department
1375 Ash Street
Arroyo Grande, CA 93420
Should you require further information or clarification, please contact Bill Robeson, Public
Works Director, at (805) 473-5466 or via e-mail at brobeson@arroyogrande.org. An
electronic version will be available upon request by contacting Lydia Castillo at
(805) 473-5485 or via e-mail at lcastillo@arroyogrande.org.
Sincerely,
Bill Robeson
Public Works Director
City of Arroyo Grande
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REQUEST FOR PROPOSAL
Public Works Uniform Rental and Related Services
City of Arroyo Grande
I. GENERAL PROJECT DESCRIPTION
The City of Arroyo Grande is seeking qualified Laundry Service companies capable of
fulfilling all requirements contained in this Request for Proposal (RFP). It is important to
become fully familiar with all of the provisions of the RFP. The Contractor will be
responsible for all deliveries of uniforms, apparel, and other ass orted items, freshly
processed, repaired and finished, and will replace uniforms and apparel worn out through
normal wear at no additional charge. Uniforms and apparel that are lost or damaged
(except through normal wear) will be paid for by the City at the agreed upon replacement
charge. Uniforms and apparel that have been turned in to be laundered, but not returned
to the City within two weeks, will not be charged until the uniforms are delivered.
General parameters associated with the provision of uniform services include the
following:
a. Supplier is to provide all uniforms, emblems, and name tags in the design,
material and color required by the City to dress and identify City employees
covered by this agreement.
b. Supplier shall tag each garment to identify the user, and the month/year of
issue. It is understood by the City and Supplier that the City may choose to
use 100% cotton shirts for some personnel. Those shirts maybe required
by the City to be replaced prior to their useful life because of fading. The
pro-rated fee using the formula will also be used for these replacements.
c. The supplier is to provide shop rags, protective clothing, and doormats as
specified.
d. The supplier is to provide all labor, equipment, transportation, and mat erials
necessary for the laundering, pickup and delivery of the above garments
and supplies on a weekly basis.
II. TERM OF WORK
The City of Arroyo Grande expects to enter into a three-year contract effective September
13, 2022.
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III. GENERAL TERMS AND CONDITIONS FOR PROPOSAL SUBMITTAL
1.0 General
The following terms and conditions shall prevail unless otherwise modified by the City of
Arroyo Grande within this proposal document. The City of Arroyo Grande reserves the
right to deem unresponsive any proposal that takes exception to the terms and conditions.
2.0 Proposal Completion
Each proposal must be signed by an authorized contractual agent and required
information must be provided on the attached Proposal Questionnaire. Proposal
requirements are listed below. Expenses incurred in developing and submitting a
proposal is borne entirely by the bidder.
2.1 Confidentiality of Proposal Information
Each proposal and supporting documents must be submitted in a sealed envelope to
provide confidentiality of the proposal information prior to the proposal opening. The
outside of the sealed envelope is to be labeled: Public Works Uniform Rental and
Related Services. Bid proposals will be received by the City of Arroyo Grande until 2:00
p.m. on August 25, 2022.
2.2 Late Proposals
Proposals received after the deadline designated in this proposal document will not be
considered and will be returned unopened.
2.3 Proposal Shall Remain in Effect
All proposals submitted in accordance with the terms and conditions of the RFP shall be
binding upon the bidder for 120 calendar days after the proposal opening.
2.4 City Standard Agreement
The Contractor agrees to execute the Standard City Agreement, without modification, and
to furnish proof of the specified insurance coverage within 30 days after Notice of
Acceptance of the proposal by the City of Arroyo Grande. The City will assume that all
firms submitting proposals agree to the terms of the Standard City Agreement.
2.5 Responsible Firms
Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict
competition.
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2.6 Financial Responsibility
The Proposing Contractor shall provide information demonstrating to the City of Arroyo
Grande that it has the necessary financial resources to perform the contract in a
satisfactory manner and within the specified time. Acceptable financial responsibility
must be established by copies of audited or certified financial statements, balance sheets,
bank references, and other related financial information that the Proposing Contractor
deems relevant to the project.
If a Proposing Contractor deems such information confidential or proprietary in nature,
the Proposing Contractor shall place this portion of its proposal in a separate envelo pe
clearly and prominently marked “Proprietary Information.” The City of Arroyo Grande
shall not disclose or reveal the contents of such separately designated proprietary
information unless required to do so by law.
2.7 Regulatory Requirements
The Contractor shall comply with all Federal, State, and local licensing and/or regulatory
requirements (including permits) for the provision of uniform laundry services.
The Contractor will be required to comply with all applicable Equal Employment
Opportunity laws and regulations. Any name appearing on the U.S. Comptroller
General’s list of ineligible contractors for federally funded and assisted contracts is not an
eligible bidder and will not be considered.
In connection with the performance of this contract, the Contractor shall comply with the
requirements of Section 508 of the Clean Water Act and Section 306 of the Clean Air Act.
These regulations prohibit the use of facilities included in the EPA “List of Violating
Facilities” under non-exempt federal contract. In addition, these provisions require the
reporting of any violations to FTA and to the EPA.
2.8 Safety
All practices, materials, supplies, and equipment shall comply with the Federal
Occupational Safety and Health Act, as well as any pertinent Federal, State and/or local
safety or environmental codes.
2.9 Licenses, Permits, and Taxes
The Contractor shall be appropriately licensed for the work required by the contract. The
Contractor is also responsible to secure a City of Arroyo Grande business license, prior
to commencing any work. The cost for any required licenses or permits shall be the
responsibility of the Contractor. The Contractor is liable for any and all taxes due as a
result of the contract.
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Page 25
3.0 Submission of Proposal
Proposals shall be submitted with the original and two (2) printed copies of the enclosed
forms. No faxed submittals will be accepted. These must be received by 2:00 pm, August
25, 2022.
City of Arroyo Grande – Public Works Department
Attn: Lydia Castillo, Administrative Secretary
1375 Ash Street
Arroyo Grande, CA 93420
3.1 Evaluation and Selection Process
Contractors who possess the capabilities and conform to the solicitation requirements will
be placed on the Approved Vendor List for Uniform Laundry Rental and Related Services.
However, regardless of rates proposed, the City of Arroyo Grande reserves the
right to select other than the lowest price proposal and will also utilize but not be
limited to the City of Arroyo Grande Municipal Code, Chapter 3.08, Section
3.08.020(G), Guidelines for Evaluating Bids; and Section 3.2 of this RFP (Selection
Criteria and Consideration).
3.2 Selection Criteria and Consideration
The proposals will be evaluated based on the following factors. Factors are l isted
according to the relative importance of each factor.
A. The Proposing Contractors demonstrated understanding of the scope of work and
services to be provided as outlined in this RFP.
B. The Proposing Contractor provided references and demonstrated ability to provide
the said services to similar businesses and organizations.
C. The Proposing Contractor’s uniform options including but not limited to color
selections, material options, uniform styles and sizes.
D. The Proposing Contractor’s inclusion of other services which it feels would benefit
the City of Arroyo Grande in reaching the goals of this RFP.
E. Fee (separate sealed envelope).
3.3 Vendor Selection
Contractor selection will be based on an evaluation of each of the criteria listed above
and on the professional qualifications and experience necessary for the timely and
satisfactory fulfillment of the services.
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Page 26
IV. SCOPE OF WORK
1.0 General Scope of Work
Continual Replacement: Garments must at all times be in a condition acceptable to the
City. Garments that, through normal use, are determined to be in an unacceptable
condition shall be replaced with new garments at no cost by successful bidder. Upon
request by the City, Contractor must replace unacceptable garments with new
Repairs: Contractor shall understand and agree that repairs which are made to a
uniform, must be neat and can only be made to a uniform’s seam with the same color
thread of the garment or with transparent thread. A uniform shall be replaced when it
becomes stained, torn and/or when there is a hole in the uniform. All repairs must be
completed within seven (7) days of submission to the vendor.
Normal Wear & Tear: Contractor shall accept all normal wear and tear free of charge.
Normal wear and tear shall be defined as garments that have become faded or discolored,
small holes and/or bleach, paint, or oil spots caused by normal work related activities.
Lost/Damage Charge: The City understands and agrees that all rental garments remain
the property of the contractor. In the event that a garment is damaged in a situation other
than normal wear and tear, the City accepts the fact that a damage charge will be
assessed. Loss/damage charges are to be charged at the unit prices identified on the
pricing sheets of this agreement. Contractor shall identify the employee responsible for
any lost/damage and identify the date said loss occurred.
Any garments turned in to be laundered and not returned in a two -week period, will not
be charged for the time period until the uniforms are delivered.
Notification to the City of any losses must be made in a timely manner to provide
opportunity for the City to identify problem areas and to provide corrective action.
New Employees: The City reserves the right to add employees at any time during the
term of the contract. New employees shall be supplied with appropriate uniforms within
a reasonable time period after verbal notification to the Contractor by the City. Contractor
shall provide the City with name(s) of persons to contact with additions of new employees
and deletions of terminating employees. Contractor must supply new uniforms to new
employees. There shall be no initial fee to add employees and the weekly service rates
will be as stated under the original agreement.
Weekly Turn In: City employees shall turn in worn uniforms weekly for pickup by the
Contractor. Contractor shall return the same number of laundered uniforms as the were
turned in by each employee. Ideally each employee shall turn in 5 worn uniforms we ekly.
Service Cancellation: The City may cancel service for any employee(s) at any time
without a monetary penalty being imposed by the vendor. Upon cancellation, all uniforms
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Page 27
will be turned in to the vendor. If there is a shortage, the City will make restitution. Cost
of replacement shall be determined by the replacement charge unit price of the contract.
The City will not pay for normal wear and tear of the returned uniforms.
Delivery/System Locations: The City and the Contractor shall mutually agree upon
which day(s) of the week the Contractor shall pickup and deliver the uniforms. The
Contractor understands there are five (5) delivery/pickup locations.
Public Work Yard: 1375 Ash Street, Arroyo Grande (uniforms, mats, auto
towels)
Police Department: 200 North Halcyon Road, Arroyo Grande (mats only)
Women’s Club/Community Center: 211 Vernon Street, Arroyo Grande (mats,
mopheads)
Recreation Center: 1221 Ash Street, Arroyo Grande (mats, mopheads)
City Hall: 300 East Branch Street, Arroyo Grande (mats only)
Garments Specification: Garments initially provided to the City shall be new.
Replacement garments shall also be new. All garments provided shall be free from defect
upon commencement of the contract and when added during the contract period. Fabric
shall be City Employees option (A) 65% Polyester, 35% Cotton or (B) 100% Cotton. The
City reserves the right to designate which employee shall be outfitted with which fabric on
an individual basis. Divisions may have a portion of their employees in blends and a
portion in 100% cotton.
Uniform items that are within 1/4oz of specification will be considered. Proposals that
offer less substantial items by a few percent will be evaluated accordingly.
Special 100% Cotton: Uniforms shall have no metal buttons or snaps; however these
shall have metal zippers on the pants.
Shirts: Shall be a regular style with short or long sleeves (City employees option), two
pockets with buttons. The City employee’s will have a choice of fabric, either 100% cotton
or polyester cotton blend, and color.
Trousers and Shorts: All “Brushed Twill” trousers are to be no less than 9 oz. weight,
poly/cotton blend, with the choice of western or regular cut. Brushed Twill Flex -Waist
trousers shall be vat dyed and Sanforized with zipper fly, double stitched seat seams, bar
tacked at points of stress, hemmed not cuffed. All Cotton Flex-Waist Shorts are an
alternative and will be purchased by the City and laundered by the Contractor.
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Page 28
Pressing: All shirts shall be form pressed. All trousers shall be flat pressed. Following
pressing, Contractor shall protect the uniforms from wrinkling during the storage and
delivery process. The City may reject any uniforms delivered with wrinkles.
Proper Fit: The Contractor must individually measure each City employee to assure the
uniforms being supplied will fit properly. Following initial delivery, each employee shall
have the opportunity to secure adjustments to make certain his/her personal requirements
are being met. During the contract period, if uniforms do not fit properly they will be
replaced at no charge to the City.
Uniform Samples: Successful Contractor may be required to submit, for City approval,
samples of the following items: ONE SHIRT, ONE PAIR OF TROUSERS, ONE CITY
SEAL/EMBLEM and other items.
Mats and Rags: Standard floor mats and rags are to be laundered and delivered at an
agreed upon schedule at designated facilities.
Additional Charges: Charges not identified on the pricing sheets of this agreement,
such as service charges for specific departments or any other additional charges will not
be honored by the City and should be included in unit pricing.
2.0 Records
The Contractor is responsible to maintain current records of all uniforms by Division and
employee as well as all miscellaneous mats, rags, and other linens by drop off location.
A current inventory is to be provided to the City of Arroyo Grande upon request and
automatically distributed annually in the month of January.
2.1 Invoices
Invoices shall be submitted in duplicate to the City of Arroyo Grande prior to the tenth
working day of each month. Individual invoices are to be provided for services rendered
the previous month for each separate facility. The City of Arroyo Grande shall notify the
Contractor in writing within 30 days of receipt of the invoice of any items questioned. The
City of Arroyo Grande will remit payment to the Contractor of all invoices submitted withi n
30 days of resolving any items in question.
V SCHEDULE
The proposals shall be received no later than 2:00 p.m. on August 25, 2022 at:
City of Arroyo Grande – Public Works Department
Attn: Lydia Castillo, Administrative Secretary
1375 Ash Street
Arroyo Grande, CA 93420
Page 184 of 417
Page 29
Consultant is expected to begin fulfilling the requirements of this proposal within 30 days
of contract award.
III PROPOSAL REQUIREMENTS
A. Commitment
The individual or company official with the power to bind the company in its
proposal must sign the proposal. The contents of the proposal shall become a
contractual obligation if the Contractors proposal is accepted.
B. Company Questionnaire
The proposal questionnaire must be completed, signed and attached to the front
of the company’s proposal.
C. Supporting Documentation
The proposal must include documents and information to substantiate the
following:
1. The Proposing Contractors understanding of the scope of work and services
to be provided as outlined in this RFP.
2. The Proposing Contractor provided references and demonstrated ability to
provide the said services to similar businesses and organizations. List
references on the proposal questionnaire.
3. The Proposing Contractor’s uniform options including but not limited to color
selections, material options, uniform styles and sizes. Catalogs may be
attached to the proposal.
4. The Proposing Contractor’s inclusion of other services which it feels would
benefit the City of Arroyo Grande in reaching the goals of th is RFP.
D. Fee
Contractor’s proposed fees for the various laundering services must be attached
separately. Unusually high or low fees will affect the ratings. The proposed fees
are to be on a “fixed fee” basis per item for the services to be rendered a nd shall
include all of Contractors costs including but not limited to material, labor, delivery
and taxes.
Page 185 of 417
Page 30
City of Arroyo Grande
Public Works Uniform Laundry Services
PROPOSAL QUESTIONNAIRE
1
Firm Name:
Address:
City, ST Zip:
Phone: Fax:
Contact: Title:
Email address:
2
Description of Service provider
Provide a brief description of your company’s history and the services provided:
(additional information may be attached)
3
Service References
Provide at least three (3) references for contracts or services that respondent
has provided service to that are similar in nature to the responsibilities listed in
this RFP.
Firm:
Phone: Fax:
Contact: Title:
Firm:
Phone: Fax:
Contact: Title:
Firm:
Phone: Fax:
Contact: Title:
MANAGEMENT AND STAFFING
4
Contact Person
The Contractor shall provide a qualified manager responsible for the quality,
timeliness, and accurate reporting of the potential services performed as
described in this RFP. This person will also serve as the liaison between the
Contractor and City of Arroyo Grande.
Name: Title:
Phone: Email:
Signature Date:
Page 186 of 417
Page 31
CURRENT CITY OF ARROYO GRANDE PUBLIC WORKS
UNIFORM / LAUNDRY INVENTORY
(Subject to change as stated within the Scope of Work)
Uniform Totals
No. of Total Employees Uniforms & apparel Changes (per week)
21 Shirts – 11 for each employee 5
21 Pants – 11 for each employee 5
6 Cover-alls – 2 for each employee 1
DIVISION SPECIFIC
Field Operations: (Streets, Parks, Gov. Buildings, Soto Sports Complex)
Type Item Frequency Max weekly usage
100% Cotton or 65/35 Blend Pants Weekly 75
100% Cotton or 65/35 Blend Shirts Weekly 75
100% Cotton or 65/35 Blend Shorts Weekly 10
TBD Coveralls Weekly as necessary 4
Utilities
Type Item Frequency Max weekly usage
100% Cotton or 65/35 Blend Pants Weekly 35
100% Cotton or 65/35 Blend Shirts Weekly 35
100% Cotton or 65/35 Blend Shorts Weekly 4
TBD Coveralls Weekly as necessary 4
Fleet Maintenance
Type Item Frequency Max weekly usage
100% Cotton or 65/35 Blend Shirts Weekly 5
100% Cotton or 65/35 Blend Pants Weekly 5
TBD Coveralls Weekly 1
Public Works Supervisors
Type Item Frequency Usage
100% Cotton or 65/35 Blend Polo Shirts Weekly 10
100% Cotton or 65/35 Blend Pants Weekly 10
Other Linens
Quantity provided Description Frequency
50 Shop Towels Bi-Weekly
10 Auto Seat Covers Bi-Weekly
2 Floor Rugs 3 x 10 Bi-Weekly
6 Rubber Mat 3 x 4 Bi-Weekly
1 Scraper mat 3 x 5 Bi-Weekly
12 Dust/Wet Mops (see
breakdown on next page)
Bi-Weekly
Page 187 of 417
Page 32
CITY OF ARROYO GRANDE
PUBLIC WORKS DEPARTMENT
QUOTATION PAGE
ARTICLE NO. OF
EMPLOYEES
NO. UNITS
PER WEEK
UNIT
PRICE
TOTAL PRICE
TROUSERS 21 125 $ $
SHIRTS 21 125 $ $
TOTAL $ $
DIVISION EMBLEMS – to be provided by the vendor, for all shirts, coveralls, and jackets, over
the left front pocket. This is a one-time charge. $_____ $_____
CITY EMBLEMS – to be provided by the vendor to the left sleeve, 2” down from the shoulder on
all shirts, coveralls and jackets. This is a one-time charge.
$_____ $_____
NAME TAGS – to be provided by the vendor, for all shirts, coveralls and jackets over the right
front pocket. This is a one-time charge. $_____ $_____
PRICE FOR JACKETS BOUGHT OUTRIGHT $_____
PRICE FOR COVERALLS BOUGHT OUTRIGHT $_____
PRICE FOR SHORTS BOUGHT OUTRIGHT $_____
Cost to launder jackets $_____
Cost to launder coveralls $_____
Cost to launder shorts $_____
PRICE FOR HATS BOUGHT OUTRIGHT (including
embroidery (48) $_____
SHOP TOWELS (DYED) EVERY OTHER WEEK (50) $_____
AUTO SEAT COVERS EVERY OTHER WEEK (10) $_____
FLOOR RUGS/SCRAPER MATS EVERY OTHER WEEK (66)
28 - 3’ x 4’ (mats) $____ 1 - 2’ x 3’ (scraper) $_____
18 - 4’ x 6’ (mats) $____ 8 – 3’ x 5’ (scraper) $_____
6 – 3’ x 10’ (mats) $____ 5 – 4’ x 6’ (scraper) $_____
FLOOR MOPS EVERY OTHER WEEK (12)
24” dry (3) $_____
36” dry (1) $_____
Wet (8) $_____
REPLACEMENT OF LOST OR DESTROYED ARTICLES
Trousers $_____ Shop Towels $_____
Shirts $_____ Seat Covers $_____
Page 188 of 417
Page 33
EXHIBIT E
CONTRACTOR’S PROPOSAL
CITY OF ARROYO GRANDE
PUBLIC WORKS DEPARTMENT
QUOTATION PAGE
ARTICLE NO. OF
EMPLOYEES
NO. UNITS
PER WEEK
UNIT
PRICE
TOTAL PRICE
TROUSERS 21 125 $.16 $36.96
SHIRTS 21 125 $.15 $34.65
POLO SHIRTS 2 11 $.30 $3.30
TOTAL $.31 $74.91
DIVISION EMBLEMS – to be provided by the vendor, for all shirts, coveralls, and jackets, over
the left front pocket. This is a one-time charge. $_2.50____ $_____
CITY EMBLEMS – to be provided by the vendor to the left sleeve, 2” down from the shoulder on
all shirts, coveralls and jackets. This is a one-time charge.
$_2.50____ $_____
NAME TAGS – to be provided by the vendor, for all shirts, coveralls and jackets over the right
front pocket. This is a one-time charge. $_1.50____ $_____
PRICE FOR JACKETS BOUGHT OUTRIGHT $_25.00____
GO0128, GO0356, GO0575
PRICE FOR COVERALLS BOUGHT OUTRIGHT $_26.00____
PRICE FOR SHORTS BOUGHT OUTRIGHT $_20.00____
Cost to launder jackets $__0.85___
Cost to launder coveralls $__0.48___
Cost to launder shorts $__0.21___
PRICE FOR HATS BOUGHT OUTRIGHT (including
embroidery (48) $__552.00___
SHOP TOWELS (DYED) EVERY OTHER WEEK (50) $_3.50____
AUTO SEAT COVERS EVERY OTHER WEEK (10) $_5.00____
FLOOR RUGS/SCRAPER MATS EVERY OTHER WEEK (66)
28 - 3’ x 4’ (mats) $_56.00___ 1 - 2’ x 3’ (scraper) $_n/a____
18 - 4’ x 6’ (mats) $_45.00__ 8 – 3’ x 5’ (scraper) $__8.00___
6 – 3’ x 10’ (mats) $_ 21.00__ 5 – 4’ x 6’ (scraper) $__7.50___
FLOOR MOPS EVERY OTHER WEEK (12)
24” dry (3) $_3.00____
36” dry (1) $_1.25____
Wet (8) $_10.00____
Page 189 of 417
Page 34
REPLACEMENT OF LOST OR DESTROYED ARTICLES
Trousers $_24.10____ Shop Towels $_.45____
Shirts $_20.14___ Seat Covers $__18.56___
Page 190 of 417
ATTACHMENT 2
CITY OF ARROYO GRANDE
BID OPENING LOG SHEET
DEADLINE: AUGUST 25, 2022
PROJECT NAME: PUBLIC WORKS UNIFORM RENTAL AND RELATED SERVICES
SUBMITTED BY TOTAL ANNUAL
LAUNDRY
SERVICE
TOTAL
CONTRACT
LAUNDRY
SERVICE
1. ARAMARK LAUNDRY SERVICES
Lompoc, CA
$12,994.80 $38,984.40
2. PRUDENTIAL OVERALL SUPPLY
Fresno, CA
$11,848.20 $35,544.60
/s/ Lydia Castillo, Administrative Secretary
C: Director of Public Works
Capital Improvement Project Manager
Page 191 of 417
Item 9.l.
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: November 22, 2022
SUMMARY OF ACTION:
The update reports the City’s total water supply and demand for October, 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 Update.
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 October, the City’s water use was 162.4 acre-feet with a per capita use of 95 gallons
per day/per person for all customers. There was a total of 0 inches of rainfall in the City
in October, 2022.
ANALYSIS OF ISSUES:
The United States Drought Monitor, as of November 10, 2022, shows Coastal San Luis
Obispo County in a severe drought. Rainfall to date for the period of July 1, 2022 through
October 31, 2022 is 1.8 inches at the Corporation Yard rain gauge. Lopez Lake, as of
November 14, 2022 is at 22.6% capacity (11,156).
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 192 of 417
Item 9.l.
City Council
Monthly Water Supply and Demand Update
November 22, 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 deliveries, 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 than 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 acre -feet based on average rainfall.
The October 2022 water use was 28% lower than the September 2020 water use. This
reduction exceeded the City’s goal of an overall 1 0% reduction from the same month in
2020.
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 October, 2022
2. Lopez Reservoir Storage Projection
3. Monthly Water Use Comparison
4. Monthly Monitoring report for October 2022
Page 193 of 417
San Luis Obispo County Flood Control and Water DistrictZone 3 - Lopez Project - Monthly Operations ReportOctober, 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.1133.95April to Present2.62Arroyo Grande1832Lopez Dam OperationsLake Elevation (full at 522.37 feet)458.39Storage (full at 49200 acre feet)11213Rainfall0Downstream Release (4200 acre feet/year)187.2Spillage (acre feet)0This MonthYear to Date1288.010.00742.00160.53Entl.Surplus Water DeclaredUsage2574Total Available WaterLopez Water Deliveries0.00Oceano CSD242.4375.000.00617460.26Grover Beach640204.0066.87844193.28Pismo Beach713.61048.0023.82176252.49CSA 12196230.006.184261108.911240100.0080.33968.50390.6675041.14State Water Deliveries1839.9836242599.00257.4062231651.822206157.36Total ContractorDifference (feet)-63.98% Full22.8%Comments:1) Oceano supplied water to Canyon Crest via Arroyo Grande's Edna turn out. A total of 1.77 AF delivered to Canyon Crest was added to Oceano'swater usage this month and 1.77 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 '22 Oct '22Acre FeetAGGBOCSDPBCSA12January to Present State Water Usage050100150Jan '22 Feb '22 Mar '22 Apr '22 May '22 Jun '22 Jul '22 Aug '22 Sep '22 Oct '22Acre FeetOCSDPBCSA12SanMigSan Miguelito71.921207.72This Month%TotalJanuary to PresentUsageThis Month% of Annual RequestUsage% of Annual Request160.53Total Water Deliveries This Month41.1466.87123.8214.687.72414.76Annual Request0.00Usage0.000.000.000.00%0.000.000.000.000.001133.950.00460.26193.2852.491839.980.001737.00SWP DeliveriesSWP DeliveriesChange in Storage0-157.36745.00This Month Stored State Water0.0%8.8%44.1%0.0%0.0%10.4%54.5%3.3%11.0%3.2%12.3%8.1%89.4%8.9%83.7%5.5%52.1%7.1%29.6%7.1%74.9%6.4%59.9%0.0%0.0%0.0%0.0%0.0%0.0%0.0%0.0%0.0%0.0%61.9%0.0%71.9%27.1%26.8%50.8%0.0%EntitlementSurplusUsage%Usage%EntitlementSurplusUsage%902.36Last Month Stored State WaterSurplus Requested742.00375.00204.001048.00230.002599.00Monday, November 7, 2022Page 1 of 1Report printed by:AdminData entered by:D. BravoATTACHMENT 1Page 194 of 417
5.44 0.54 4.70 2.14 0.24 0.52 1.42 5.16 0.22 0.94 2.38 0.30 7.33 0.43 0.34 2.032.873.102.770.900.330.060.030.020.320.621.342.033.023.252.911.130.410.070.030.020.320.621.702.243.122.982.840.980.360.070.030.020.350.671.842.242.762.983.010.980.4112/31/20220.002.004.006.008.0010.0012.0014.0005000100001500020000250003000035000400001/1/20202/1/20203/1/20204/1/20205/1/20206/1/20207/1/20208/1/20209/1/202010/1/202011/1/202012/1/20201/1/20212/1/20213/1/20214/1/20215/1/20216/1/20217/1/20218/1/20219/1/202110/1/202111/1/202112/1/20211/1/20222/1/20223/1/20224/1/20225/1/20226/1/20227/1/20228/1/20229/1/202210/1/202211/1/202212/1/20221/1/20232/1/20233/1/20234/1/20235/1/20236/1/2023Storage (AF)DateLOPEZ RESERVOIR STORAGE PROJECTION Actual PrecipitationPredicted PrecipitationActual Storage20,000 AFStorage ProjectionStorage Projection (No Rain)10,000 AFATTACHMENT 2Page 195 of 417
225.1162.413495050100150200250Sep‐20 Oct‐22Monthly Water Use ComparisonAcre FeetUsage (gpcd)ATTACHMENT 3Page 196 of 417
ATTACHMENT 4
Below is the information you have submitted for the month of October 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 11/22
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 162.4 AF
Commercial Agricultural Water 0 AF
Residential Use Percentage 80 %
CII Water 17.9 AF
Recycled Water 0 AF
Non-revenue Water AF
Estimated R-GPCD 76.02
Qualification
Emergency Response Section Revealed? Yes
State Water Resources Control Board Office of Research, Planning & Performance
Page 197 of 417
Item 9.m.
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: November 22, 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.
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
Page 198 of 417
Item 9.m.
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
November 22, 2022
Page 2
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, October 11 and
25, 2022, the Council adopted Resolution Nos 5225, 5231 and 5239, 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 25, 2022 City Council meeting, the status of the project as of November
9, 2022, is as follows:
The building permit has been issued for the Project.
Construction documents are being assembled to convey to selected contractors
and to commence construction.
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 wit h
the design consultant and selected contractor to complete the improvements on an
accelerated basis.
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
Page 199 of 417
Item 9.m.
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
November 22, 2022
Page 3
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 need to continue work under 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 200 of 417
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, the City Council adopted Resolution No. 5225
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 regarding
replacement of the generator at FCFA Station 1 shall be deemed to continue.
BE IT FURTHER RESOLVED, that the local emergency shall be deemed to continue to
exist until its termination is proclaimed by the City Council.
Page 201 of 417
RESOLUTION NO.
PAGE 2
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 22nd day of November, 2022.
Page 202 of 417
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 203 of 417
Item 9.n.
MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director
SUBJECT: Consideration of a Resolution Authorizing Staff to Participate in Phase
1 of the Desalination Executable Solution and Logistics Plan with the
County of San Luis Obispo
DATE: November 22, 2022
SUMMARY OF ACTION:
Adoption of a Resolution authorizing staff to participate in the preliminary development of
the Desalination Executable Solution and Logistics Plan (DESAL Plan) in coordination
with the San Luis Obispo County Public Works Department and other participating water-
purveying agencies and stakeholders. The DESAL Plan is a 5-phased approach to the
development of a potential desalination project (see Attachment 2, DESAL Plan Timeline
Graphic). Phase 1 and 2 do not require any cost or binding commitment by participating
agencies. Phase 1, which is currently underway and scheduled to be completed towards
the end of 2023, is a nonobligatory and conceptual phase, intended to establish an early
stakeholder and public engagement process and allow the initial exploration of grant
opportunities. Updates regarding the progress of Phase 1 and potential grant
opportunities will be provided to the City Council in mid -2023 as well as a request for
direction for continued participation in Phase 2 of the DESAL Plan.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
No financial commitment is requested during Phase 1 or 2 of the DESAL Plan. Staff time
will be required to participle in the development of Phase 1 of the plan.
RECOMMENDATION:
Adopt a Resolution authorizing staff to participate in Phase 1 of the Desalination
Executable Solution and Logistics (DESAL Plan) in coordination the County of San Luis
Obispo and other participating water-purveying agencies and stakeholders.
BACKGROUND:
Water is critical to the health and well-being of the people, economy, and environment
and the City of Arroyo Grande has an important role in ensuring that the City’s water
supplies are adequate and accommodate change while continuing to meet many various
needs. In the City, existing conditions and future projections indicate that water security
Page 204 of 417
Item 9.n.
City Council
Consideration of a Resolution Authorizing Staff to Participate in Phase 1 of the
Desalination Executable Solution and Logistics Plan with the County of San Luis
Obispo
November 22, 2022
Page 2
is decreasing as demands increase and available supplies and their reliability decrease.
The City Council has expressed interest in evaluating a variety of water sources and
drought response options. Desalination appears to be gaining more probability as a water
supply source with the California Coastal Commission’s unanimous vote on October 13,
2022, to approve the roughly $140 million Doheny Desalination project.
The County of San Luis Obispo has commissioned a multi-phased study to evaluate and
plan for a potential desalination plant in the region. The DESAL Plan, during Phases 1
and 2, offers a no cost, preliminary/exploratory process to incrementally evaluate a
potential regional seawater desalination plant as well as examine associated factors,
issues, technology, and budgetary components, thereby supplying the City Council with
information to address long term water sustainably.
Per City Council direction, staff is pursuing various water supply efforts, including ongoing
conservation, cloud seeding, a water sales agreement with Oceano CSD, other water
distribution system interconnection possibilities, and, most significantly, the Central Coast
Blue (CCB) recycled water/regional resiliency project. Significant progress has been
made toward building the CCB project, with property acquired, design reaching close to
60%, over $17million in grant funding awarded to the project, and agreements in place
between the Cities of Arroyo Grande, Grover Beach, and Pismo Beach to fund, complete,
and operate the project. As a recycled water project that is well underway, CCB is the
highest priority and will provide the most feasible and near-term renewable water source
for the participating cities. Desalination could potentially offer a long-term additional
source of water to the region, but significant work will be required before it can become a
reality.
ANALYSIS OF ISSUES:
Desalination is a drought proof solution for current and projected water supply imbalances
caused by strained alternative supplies, increased demand and could be scalable such
that its capacity could be expanded as future needs increase.
DESAL Plan
Recognizing that a desalination project will take time to plan for, permit, and construct, it
is recommended that the City Council authorize staff to participate in Phase 1 of the plan.
The City has participated in the County coordinated Countywide Water Action Team
(CWAT), an informal working group of staff from entities acr oss the county with water
supply planning responsibilities, to develop a conceptual five-phase approach to
developing a DESAL Plan and project. All phases, including an anticipated schedule for
Phase 1, are described in the following table:
Page 205 of 417
Item 9.n.
City Council
Consideration of a Resolution Authorizing Staff to Participate in Phase 1 of the
Desalination Executable Solution and Logistics Plan with the County of San Luis
Obispo
November 22, 2022
Page 3
Phase 1: DESAL Plan Agreement Phase
The County of San Luis Obispo Flood Control and Water Conservation District Board direction
to proceed on path to desalination (Fall ’22 completed by County staff)
Get resolutions from agencies agreeing to be evaluated in DESAL Plan (Fall ’22/ Today’s
recommended action)
Develop and vet scope of work with participating agencies (Winter ’22/Spring ’23)
Establish stakeholder and public engagement process (implement through all phases)
Seek/pursue grant opportunities (continue through all phases)
Review scope of work/engagement process with the Board/direction to proceed (Summer ’23)
Phase 2: DESAL Plan Development Phase
District procure consultant
Implement public engagement process
Identify project concept alternatives, vet, and analyze
Rank and select preferred project
Phase 3: Project Development Agreement Phase
Commitment from project partners to pay for and proceed with project development and all
efforts necessary to get to construction phase
Phase 4: Project Development Phase
Detailed project design, permits and environmental processes, operations and distribution
plans, right of way negotiations, water supply and Governance Agreement negotiations,
Financing plan
Phase 5: Project Governance Agreement and Construction Phase
Execute Governance agreement for construction and ongoing maintenance
Stakeholder Engagement
Stakeholder outreach and early engagement are critical to the success of a desalination
project for many reasons. One reason is that it takes time to buil d a broad coalition and
public buy-in, both of which are necessary to obtain future permits. This was exhibited
recently when Poseidon, in Huntington Beach, had a regional desalination project denied
by the California Coastal Commission, in part, because there was not sufficient evidence
of local community need/acceptance. Another reason for early engagement is to ensure
comprehensive understanding of existing infrastructure deficiencies and opportunities
from the outset, informing the widest range of conceptual alternatives for consideration.
The key stakeholders in a desalination project are water-purveying agencies because
they are tasked with supplying water to customers and potentially investing in such a
project. The regional infrastructure and/or regional supply associated with these agencies
may also be needed both directly and indirectly to make a project feasible. It follows that
the DESAL Plan, and any resulting project, will be most robust if there is wide interest
and involvement from the local water-purveying agencies and their communities.
Therefore, a first step is asking those water-purveying agencies to adopt resolutions
Page 206 of 417
Item 9.n.
City Council
Consideration of a Resolution Authorizing Staff to Participate in Phase 1 of the
Desalination Executable Solution and Logistics Plan with the County of San Luis
Obispo
November 22, 2022
Page 4
agreeing to participate in the development of the DESAL Plan. Staff would then work with
designated staff from the San Luis Obispo County Public Works Department and other
participating agencies to draft a publicly vetted scope of work for developing the DESAL
Plan and approach for involving the full spectrum of stakeholders, from regulatory
agencies to the general public.
OTHER AGENCY INVOLVEMENT/IMPACT
Throughout development of the DESAL Plan, local stakeholder engagement and public
involvement is anticipated to be facilitated by public meetings of the Water Resources
Advisory Committee, where regular updates and opportunities for input will be provided.
In addition to local stakeholders, the outreach/coordination/permitting requirements and
the practical realities of developing a successful DESAL Plan will require involvement with
many other entities across the State. Other likely entities include, but are not limited to,
the State Water Resources Control Board (SWRCB), California Coastal Commission
(CCC), California Department of Fish and Wildlife, Central Coast Regional Water Quality
Control Board, and National Marine Fisheries Service.
Additionally, it should be noted that on August 11, 2022, Governor Newsom released a
publication called California’s Water Supply Strategy that discusses how the “…State will
help streamline and expedite permitting to provide cla rity and to further desalination
projects. By June 2023, the SWRCB, CCC, the Department of Water Resources, and
other State entities (State Land Commission) will develop criteria for siting of desalination
facilities along the coast and recommend new standards to facilitate approval.” 1
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve the Resolution authorizing staff to participate in Phase 1 of the
development of a Desalination Executable Solution and Logistics (DESAL) Plan;
2. Do not approve the Resolution; or
3. Provide other direction to staff.
ADVANTAGES:
Approval of the Resolution will authorize staff to participate in the preliminary and
conceptual development of a potential alternative water resource project. Participation in
the initial phases and coordination of the DESAL Plan with other participating entities,
may provide an additional long-term water sustainability solution for the City.
1 https://resources.ca.gov/-/media/CNRA-Website/Files/Initiatives/Water-Resilience/CA-Water-Supply-Strategy.pdf
Page 207 of 417
Item 9.n.
City Council
Consideration of a Resolution Authorizing Staff to Participate in Phase 1 of the
Desalination Executable Solution and Logistics Plan with the County of San Luis
Obispo
November 22, 2022
Page 5
DISADVANTAGES:
No disadvantages identified at this time.
ENVIRONMENTAL REVIEW:
No environmental review is required for this time. Potentially, after a project description
and scope are approved during Phase 4 – Project Development Phase, the
Environmental Review process will begin.
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. DESAL Plan Timeline Graphic
Page 208 of 417
ATTACHMENT 1
RESOLUTION NO. _______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE APPROVING PARTICIPATION IN THE
DESALINATION EXECUTABLE SOLUTION LOGISTICS
(DESAL) PLAN
WHEREAS, adequate water for the people, economy and environment in San Luis
Obispo County is needed in perpetuity; and
WHEREAS, conflicts surrounding use of the limited existing water supplies are
increasing, including limitations on groundwater use and transfers, limitations on surface
water diversion and State policies that lead to water system consolidation mandates; and
WHEREAS, despite conservation efforts which have reduced per capita consumption
from 190 gallons per day to 117 gallons per day over the last 25 years, the City of Arroyo
Grande remains highly vulnerable to water shortages due to its isolated location and
dependence on rainfall; and
WHEREAS, the future reliability of existing water supplies and infrastructure that depend
on rainfall, such as groundwater and surface water reservoirs and streams, is uncertain
due to changing hydrologic patterns, land use, environmental regulations, population
growth and aging infrastructure; and
WHEREAS, water-purveying agencies are best positioned to develop and utilize water
supply projects that will reduce dependence on groundwater and surface water and can
thereby relieve competition with individual well owners and the environment for those
water supplies; and
WHEREAS, the City of Arroyo Grande is participating in the Central Coast Blue project,
a regional recycled water project, in partnership with the Cities of Grover Beach and
Pismo Beach, to treat wastewater from the Pismo Beach Wastewater Treatme nt Plant in
Phase 1 to an advanced level and inject it into the groundwater basin to provide additional
potable water to the participating cities and to reduce the potential for seawater intrusion;
WHEREAS, the Central Coast Blue project will provide a renewable and drought-resistant
water source to the participating cities and help meet the State’s articulated goal of
increasing the availability of recycled water to provide greater resiliency to communities
that are otherwise dependent on surface or groun dwater resources; and
Page 209 of 417
RESOLUTION NO.
PAGE 2
WHEREAS, as the Central Coast Blue project has progressed significantly toward
construction and is anticipated to begin supplying water to participating cities in the year
2026 and, as such, is a near-term, high-priority water resiliency project for the City; and
WHEREAS, due to proximity to the ocean, and future water supply quantity, quality and
reliability needs, the 2019 San Luis Obispo County Integrated Regional Water
Management Plan and 2012 Countywide Master Water Report iden tify desalination as a
water resource management strategy to pursue; and
WHEREAS, while desalination can provide a local, reliable, and sustainable water supply
for decades to come, desalination projects take a long time to plan for, permit and
construct; and
WHEREAS, the San Luis Obispo County Flood Control and Water Conservation District
intends to develop the DESAL Plan over the next several years via a public process that,
when complete, will ultimately contain balanced recommendations related to responsibly
advancing the implementation of a regional desalination project that will benefit the
people, economy and environment in the County; and
WHEREAS, the San Luis Obispo County Flood Control and Water Conservation District
will be the lead agency and contract administrator for the DESAL Plan and is requesting
that water-purveying agencies that wish to be evaluated during the development of the
DESAL Plan adopt resolutions approving participation; and
WHEREAS , the City of Arroyo Grande would like to participate in Phase 1, the initial,
nonobligatory, and exploratory phase, of the DESAL Plan with the County of San Luis
Obispo and will consider participating in Phase 2 of the DESAL Plan (the Development
Phase) following an update to the City Council of Arroyo Grande regarding the progress
of Phase 1.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Arroyo Grande
as follows:
1. The City of Arroyo Grande wishes to be included in the development of Phase 1
of the DESAL Plan and to be evaluat ed as a potential partner in such a regional
desalination project in the future in order to inform our decision makers and
constituents.
2. The Public Works Director of the City of Arroyo Grande or designee is hereby
authorized and directed to participate in the development of the DESAL Plan,
Phase 1, and to bring forward related recommendations.
Page 210 of 417
RESOLUTION NO.
PAGE 3
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 22nd day of November, 2022.
Page 211 of 417
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 212 of 417
ATTACHMENT 2
Page 213 of 417
Item 9.o.
MEMORANDUM
TO: City Council
FROM: Brian Pedrotti, Community Development Director
BY: Andrew Perez, Planning Manager
SUBJECT: Consideration of Adoption of an Ordinance Amending Title 16 of the
Arroyo Grande Municipal Code Regarding Tiny Homes on Wheels and
Finding the Action is Exempt from the California Environmental
Quality Act (CEQA) Pursuant to CEQA Guidelines Sections 15061
DATE: November 22, 2022
SUMMARY OF ACTION:
Adopting the Ordinance will establish regulations for Tiny Homes on Wheels (THOW)
Citywide.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
No financial impact is projected from adoption of the proposed Ordinance. Every applicant
for a THOW will be assessed fees for building permit plan review and inspections,
currently set at $1,446 based on the City’s adopted 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:
Adopt the Ordinance establishing regulations for THOW for use as an accessory use on
parcels developed with a single-family residence.
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,
research applicable building standards and certification of THOW, and return to Council
for a study session to further refine those regulations.
Page 214 of 417
Item 9.o.
City Council
Consideration of Adoption of an Ordinance Amending Title 16 of the Arroyo Grande
Municipal Code Regarding Tiny Homes on Wheels and Finding the Action is
Exempt from the California Environmental Quality Act (CEQA) Pursuant to CEQA
Guidelines Sections 15061
November 22, 2022
Page 2
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 Ord inance
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.
The 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). The City Council then
introduced the Ordinance at its October 25, 2022 meeting as proposed.
ANALYSIS OF ISSUES:
The Ordinance is now ready for adoption. The regulations for the use of THOW will
become effective thirty (30) days after adoption .
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Adopt the Ordinance as proposed; or
2. Modify the Ordinance and direct staff to return at a future public hearing to
introduce the modified Ordinance; or
3. 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.
Page 215 of 417
Item 9.o.
City Council
Consideration of Adoption of an Ordinance Amending Title 16 of the Arroyo Grande
Municipal Code Regarding Tiny Homes on Wheels and Finding the Action is
Exempt from the California Environmental Quality Act (CEQA) Pursuant to CEQA
Guidelines Sections 15061
November 22, 2022
Page 3
PUBLIC NOTIFICATION AND COMMENTS:
A summary of the Ordinance was published in The Tribune on November 11, 2022,
pursuant to State law. The Agenda was posted at City Hall and on the City’s website in
accordance with Government Code Section 54954.2.
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 Minutes from the October 4, 2022 Planning Commission Meeting
5. Staff Report and Draft Minutes from the October 25, 2022 City Council Meeting
Page 216 of 417
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 217 of 417
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.
Page 218 of 417
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;
Page 219 of 417
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 220 of 417
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, an d 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 ordinance
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 22nd day of November, 2022.
Page 221 of 417
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 222 of 417
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 223 of 417
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 224 of 417
ATTACHMENT 4
Attachment 4 – Staff Report and Minutes from the October 4, 2022 Planning Commission
Meeting are available as a link:
PC Recommendation Staff Report
Minutes from the October 4, 2022 Planning Commission Meeting
Page 225 of 417
ATTACHMENT 5
Attachment 5 – Staff Report from the October 25, 2022 City Council Meeting is available
as a link:
THOW Introduction Staff Report
Page 226 of 417
1
ACTION MINUTES
REGULAR MEETING OF THE CITY COUNCIL
October 25, 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, Administrative
Services Director Nicole Valentine
Due to ongoing COVID-19 concerns 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 6:00 p.m.
2. ROLL CALL
City Clerk Matson took roll call.
3. MOMENT OF REFLECTION
4. FLAG SALUTE
Mayor Ray Russom led the flag salute.
5. AGENDA REVIEW
5.a Closed Session Announcements
None.
5.b Ordinances read in title only
Moved by Mayor Ray Russom
Seconded by Council Member Barneich
Page 227 of 417
2
Move that all ordinances presented at the meeting shall be read by title only and all further
readings be waived.
AYES (5): Mayor Ray Russom, Mayor Pro Tem George, Council Member Barneich, Council
Member Paulding, and Council Member Storton
Passed (5 to 0)
6. SPECIAL PRESENTATIONS
6.a Mayor's Commendation Recognizing Arroyo Grande Valley Kiwanis Club
Mayor Ray Russom read the Mayor's Commendation recognizing the Arroyo Grande Valley
Kiwanis Club for their involvement and efforts for the nationally accredited Inclusive Playground
Project at Elm Street Park. Ann McCracken accepted the commendation and presented a
commemorative check recognizing the $21k raised for the Project.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
6.b Honorary Proclamation Recognizing November 2022 as "Family Court Awareness Month”
Mayor Ray Russom read the Honorary Proclamation recognizing November 2022 as "Family
Court Awareness Month”. Tracey Mueller-Gibbs, Survivor and Protective Parent, accepted the
proclamation.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
6.c Honorary Proclamation Recognizing November 2022 as "National Adoption Month"
Mayor Ray Russom read the Honorary Proclamation recognizing November 2022 as "National
Adoption Month". Owen Martin, Child Welfare Services, accepted the proclamation.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
6.d Honorary Proclamation Recognizing November 14-20, 2022 as "National Apprenticeship
Week”
Mayor Ray Russom read the Honorary Proclamation recognizing November 14-20, 2022 as
"National Apprenticeship Week”. Diana Mann, Workforce Development Board, accepted the
proclamation.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
6.e Update Regarding Countywide COVID-19 Efforts
Page 228 of 417
3
City Manager McDonald provided a brief update on COVID-19 and mentioned that the State will
be rescinding the Local Emergency declaration related to the COVID-19 Pandemic in February
2023.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
Receive update, accept public comments, discuss, and provide direction as necessary.
6.f City Manager Communications
City Manager McDonald provided information regarding the Halloween Carnival and Trick or
Treat in the Village; the Inclusive Playground Ribbon Cutting on November 4th; Election Day on
November 8th; and discussed upcoming items for Council consideration.
Assistant City Manager/Public Works Director provided an update on the Pedestrian Crossing
Improvements project.
Mayor Ray Russom invited public comment. No public comments were received.
No action was taken on this item.
Receive correspondence/comments as presented by the City Manager and Provide direction, as
necessary.
7. COMMUNITY COMMENTS AND SUGGESTIONS
Mayor Ray Russom invited public comment. Speaking from the public were Jamie Sanbonmatsu, and
Joe Martinez. No further public comments were received.
8. CONSENT AGENDA
Mayor Ray Russom asked the Council if there were any questions or any items to be pulled from the
consent agenda for further discussion.
Council made comments on Items 8.e. and 8.j.
Mayor Ray Russom invited public comment. No public comments were received.
Moved by Council Member Barneich
Seconded by Council Member Storton
Approve Consent Agenda Items 8.a. through 8.j., with the recommended courses of action.
AYES (5): Mayor Ray Russom, Mayor Pro Tem George, Council Member Barneich, Council Member
Paulding, and Council Member Storton
Passed (5 to 0)
8.a Consideration of Cash Disbursement Ratification
Ratified the listing of cash disbursements for the period of September 16 through September 30,
2022.
Page 229 of 417
4
8.b Consideration of Fiscal Year 2021-22 Year End Financial Status Report
Received, considered, and filed 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)
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 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)".
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
Adopted a Resolution entitled: "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".
8.e Consideration of a Resolution Approving the Updated City Council Handbook
Adopted a Resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE APPROVING THE CITY COUNCIL HANDBOOK UPDATE".
8.f Approval of Minutes
1) Approved the minutes of the Special and Regular City Council Meetings of October 11, 2022,
as submitted; and 2) Approved 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”
1) Adopted an updated Resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ARROYO GRANDE UPDATING THE POLICY CONCERNING THE NAMING OF
PUBLIC PARKS"; and 2) Adopted a Resolution entitled: "A RESOLUTION OF THE CITY
COUNCIL OF THE CITY OF ARROYO GRANDE NAMING THE RECONSTRUCTED
PLAYGROUND AT ELM STREET PARK THE “KIWANIS INCLUSIVE 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
Page 230 of 417
5
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 Approval of Construction Plans and Specifications for the Swinging
Bridge Retrofit Project, PW 2021-06
1) Approved the construction plans and specifications for the Swinging Bridge Retrofit Project,
PW 2021-06; and 2) Authorized staff to advertise for construction bids.
8.j Monthly Water Supply and Demand Update
Received and filed 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
Council Member Barneich declared a conflict of interest and recused herself. Mayor Ray
Russom declared a conflict of interest due to owning an ADU and recused herself. Mayor Pro
Tem George presided over the meeting.
Planning Manager Perez presented the staff report and recommended that Council introduce
the Ordinance to establish regulations for the use of THOW as an accessory use on parcels
developed with a single-family dwelling.
Mayor Pro Tem George opened the public hearing. Speaking from the public was Joe Pollon.
Upon hearing no further public comments, Mayor Pro Tem George closed the public hearing.
Moved by Council Member Storton
Seconded by Council Member Paulding
Introduce an Ordinance entitled: "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". City Attorney Carmel
read the full title of the Ordinance.
AYES (3): Mayor Pro Tem George, Council Member Paulding, and Council Member Storton
ABSENT (2): Mayor Ray Russom, and Council Member Barneich
Passed (3 to 0)
10. OLD BUSINESS
None.
Mayor Ray Russom returned to the dais and presided over the meeting. Council Member Barneich
returned to the meeting.
Page 231 of 417
6
11. NEW BUSINESS
11.a Discussion and Consideration of Updates to the Arroyo Grande Community Service
Grant Program
Planning Manager Perez presented the staff report and responded to questions from Council.
Moved by Mayor Pro Tem George
Seconded by Council Member Barneich
Directed staff to change the Community Service Grant Program Committee to five appointed
City Council members, to run concurrent with their term, preferably within their district if
possible, must be a resident of Arroyo Grande, add the committee to Section 5.2 Committee
Appointments, of the City Council Handbook.
AYES (5): Mayor Ray Russom, Mayor Pro Tem George, Council Member Barneich, Council
Member Paulding, and Council Member Storton
Passed (5 to 0)
12. CITY COUNCIL REPORTS
The City Council provided brief reports from the following committee, commission, board, or other
subcommittee meetings that they attended as the City’s appointed representative.
12.a MAYOR RAY RUSSOM:
1. California Joint Powers Insurance Authority (CJPIA)
2. South San Luis Obispo County Sanitation District (SSLOCSD)
3. Tourism Business Improvement District Advisory Board
4. Other
12.b MAYOR PRO TEM GEORGE:
1. County Water Resources Advisory Committee (WRAC)
2. Visit SLO CAL Advisory Board
3. Other
12.c COUNCIL MEMBER BARNEICH:
1. Audit Committee
2. Homeless Services Oversight Council (HSOC)
3. Zone 3 Water Advisory Board
4. Other
12.d COUNCIL MEMBER PAULDING:
Page 232 of 417
7
1. Air Pollution Control District (APCD)
2. Brisco/Halcyon Interchange Subcommittee
3. Council of Governments/Regional Transit Authority/ South County Transit
(SLOCOG/SLORTA/SCT)
4. REACH SLO Advisory Commission
5. Other
12.e COUNCIL MEMBER STORTON:
1. Brisco/Halcyon Interchange Subcommittee
2. Five Cities Fire Authority (FCFA)
3. Integrated Waste Management Authority Board (IWMA)
4. South County Chambers of Commerce Governmental Affairs Committee
5. Other
13. COUNCIL COMMUNICATIONS
Mayor Ray Russom stated Election Day is on November 8th; and commented that at a recent REACH
meeting it was noted that the City of Atascadero contracts with an Economic Development Consultant
and would like the City to explore this possibility. Council Member Paulding concurred.
14. CLOSED SESSION
None.
15. ADJOURNMENT
There being no further business to come before the City Council, Mayor Ray Russom adjourned the
meeting at 7:40 p.m.
_________________________
Caren Ray Russom, Mayor
_________________________
Jessica Matson, City Clerk
Page 233 of 417
Item 9.p.
MEMORANDUM
TO: City Council
FROM: Brian Pedrotti, Community Development Director
BY: Patrick Holub, Associate Planner
SUBJECT: Consider a Resolution Approving TUP 22-015; Authorize the Village
Holiday Parade & Jingle Bell Dash on December 4, 2022; Approve
Street Closures in the Village; & Find the Action Categorically Exempt
from CEQA Pursuant to Section 15304(e)
DATE: November 22, 2022
SUMMARY OF ACTION:
Approval of the Temporary Use Permit will authorize the Holiday Parade in the village
and allow staff to implement safety measures, including closure of: East and West Branch
Streets between Traffic Way and Mason Street; Olohan Alley; and the portion of Wesley
Street between West Branch Street and Larchmont Drive.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
As a City event, there are no fees required for the permit or street closures. Staff costs
are estimated to total approximately $12,100 and hours needed for the event include:
1. 30 Public Works overtime hours;
2. 78 Police Department overtime hours; and
3. 70 Recreation Department regular hours.
RECOMMENDATION:
Adopt a Resolution approving Temporary Use Permit 22-015 authorizing the Holiday
Parade in the village and approving the closure of City streets.
BACKGROUND:
The Arroyo Grande Holiday Parade had been held for several decades, started by Eddie
El Helou, previous owner of Broadway Jewelers in 2003, traditionally on the Sunday
immediately following Thanksgiving. The event was not held in 2020 due to the
Page 234 of 417
Item 9.p.
City Council
Consider a Resolution Approving TUP 22-015; Authorize the Village Holiday Parade
& Jingle Bell Dash on December 4, 2022; Approve Street Closures in the Village; &
Find the Action Categorically Exempt from CEQA Pursuant to Section 15304(e)
November 22, 2022
Page 2
Coronavirus pandemic. The City has traditionally co-sponsored this event; however, this
year, the City is acting as the sole applicant due to a lack of a community sponsor.
ANALYSIS OF ISSUES:
This year’s event is proposed to be held on December 4, 2022, the Sunday one week
after Thanksgiving, based on community input regarding the scheduling of the event. The
Arroyo Grande Recreation Department published a survey requesting community input
regarding the date and time of the event. Responses to the survey indicated
overwhelming support for the event to take place on December 4th to begin at 5pm rather
than 6pm. In past years, there have been event sponsors from the community; however,
this year, the event is proposed to be organized by City staff with two sponsorships to
date totaling $750.
This year’s event will include two separate events utilizing the same road closure: the
Jingle Bell Dash and the Holiday Parade. The Jingle Bell Dash is a road race for the
community’s youth, utilizing the closed portion of Branch Street in the Village. Jingle bells
will be given to all participants to attach to their shoes and the race will be run in a
horseshoe pattern with increasing distances for older age groups. There will be eight (8)
separate categories with ages ranging from Pre-K to 6th grade. The races will begin at
4:00pm and conclude at 4:45pm to allow enough transition time for the parade to begin.
Staging for the event will occur in the Bank of America parking lot. Information regarding
the event has been included as Attachment 2.
The proposed route for the Holiday Parade will begin with staging starting at the west end
of Olohan Alley and the parade will officially begin upon the eastbound entrance to Mason
Street, before turning north to East Branch Street. The parade will then continue on East
Branch Street westbound onto West Branch Street and finally turning north on Wesley
Street. The parade is proposed to conclude at the Bank of America parking lot to facilitate
pick up of parade participants.
The parade route requires the following traffic control from 3:00pm to 8:00pm on
December 4, 2022:
1. “No Parking” restrictions and the closure of Olohan Alley from Bridge Street to
Mason Street;
2. Closure of Branch Street from Mason Street to Wesley Street;
3. Closure of Wesley Street from West Branch Street to Larchmont Drive
City staff is proposing the “No Parking” restrictions in Olohan Alley to begin at 12:00pm
and conclude at 8:00pm on December 4th. A map depicting road closures, detour routes
and event areas is included as Attachment 3, and the no parking restrictions will be posted
a minimum of 72 hours ahead of the event.
Page 235 of 417
Item 9.p.
City Council
Consider a Resolution Approving TUP 22-015; Authorize the Village Holiday Parade
& Jingle Bell Dash on December 4, 2022; Approve Street Closures in the Village; &
Find the Action Categorically Exempt from CEQA Pursuant to Section 15304(e)
November 22, 2022
Page 3
ALTERNATIVES:
1. Adopt a Resolution approving Temporary Use Permit 22 -015 authorizing the
Village Holiday Parade and approving the closure of City streets;
2. Modify and adopt a Resolution approving Temporary Use Permit 22 -015
authorizing the Village Holiday Parade and approving the closure of City streets;
3. Do not adopt a Resolution approving Temporary Use Permit 22-015 authorizing
the Village Holiday Parade and approving the closure of City streets; or
4. Provide direction to staff
ADVANTAGES:
The parade serves as a community event that allows citizens and visitors to celebrate the
holiday season with organized activities in the Village.
DISADVANTAGES:
“No Parking” restrictions and the closure of sections of Branch Street, Olohan Alley and
portions of Wesley Street will have an impact on traffic congestion and parking. Motorists
driving in the area surrounding the parade route will have to use detours to get to their
destinations, which may increase travel time.
ENVIRONMENTAL REVIEW:
In accordance with the California Environmental Quality Act (CEQA), it has been
determined that this project is categorically exempt per Section 15304(e) of the CEQA
Guidelines because it is a minor temporary use of land.
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. Additionally, City staff will be contacting affected
property owners and businesses located in the area of street closures.
Attachments:
1. Proposed Resolution
2. Jingle Bell Dash Event Information
3. Road Closures, Detours and Event Map
Page 236 of 417
ATTACHMENT 1
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE APPROVING TEMPORARY USE PERMIT
CASE NO. 22-015 AUTHORIZING THE VILLAGE HOLIDAY
PARADE AND JINGLE DASH ON SUNDAY, DECEMER 4, 2022 AND
DIRECTING STAFF TO IMPLEMENT RELATED SAFETY
MEASURES INCLUDING NO PARKING ZONES AND STREET
CLOSURES
WHEREAS, the City has applied for a Temporary Use Permit for the Holiday Parade and Jingle
Dash event which, amongst other things, help establish conditions to ensure the safety of the
event; and
WHEREAS, the implementation of safety measures including no parking zones and street
closures will help to facilitate safety for all individuals participating in the event and traveling
through the Village area; and
WHEREAS, the Arroyo Grande Municipal Code (AGMC) provides for the issuance of Temporary
Use Permits for events, AGMC Section 10.16.050 authorizes the City Council to restrict parking
on any street, and California Vehicle Code Section 21101(e) authorizes the closure of streets for
parades and local special events; and
WHEREAS, the City Council finds, after due study, the following circumstances exist:
FINDINGS FOR APPROVAL – TEMPORARY USE PERMIT
1. The operation of the requested use at the locations proposed and within the time period
specified will not jeopardize, endanger, or otherwise constitute a menace to the public health,
safety or general welfare due to the use of traffic safety equipment and dedicated local law
enforcement personnel.
2. The City streets to be used are adequate in size and shape to accommodate the event without
material detriment to the use and enjoyment of other properties located adjacent to and in the
vicinity of the Event.
3. The proposed site is adequately served by streets or highways having sufficient width and
improvements to accommodate the kind and quantity of traffic that the Event will or could
reasonably be expected to generate.
4. Adequate temporary parking to accommodate vehicular traffic to be generated by the Event
is available throughout the City.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande does
hereby approve Temporary Use Permit 22-015 authorizing the following actions, with the above
Page 237 of 417
RESOLUTION NO.
PAGE 2
findings and subject to the conditions as set forth in Exhibit "A", attached hereto and incorporated
herein by this reference:
1. The establishment of a “No Parking” zone in Olohan Alley from Bridge Street to Mason Street
from 2:00PM to 8:00PM;
2. The closure of Branch Street from Mason Street to Wesley Street between the hours of
4:00PM and 8:00PM;
3. The closure of Wesley Street from West Branch Street to Larchmont Drive; and
4. The establishment of a “No Parking” zone at the intersection of East Branch and Mason
Street to allow for truck turning at the intersection during the closure.
BE IT FURTHER RESOLVED that the City Council of the City of Arroyo Grande does hereby find
this project to be categorically exempt pursuant to CEQA Guidelines Section 15304(e).
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 22nd day of November, 2022.
Page 238 of 417
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 239 of 417
RESOLUTION NO.
PAGE 4
EXHIBIT "A"
CONDITIONS OF APPROVAL FOR
TEMPORARY USE PERMIT NO. 22-015
GENERAL CONDITIONS:
1. This Temporary Use Permit authorizes the Holiday Parade and Jingle Dash and directs
staff to implement related safety measures including no parking zones and street
closures on Sunday, December 4, 2022.
2. The applicant shall ascertain and comply with all State, County and City requirements
as are applicable to this project.
3. The event shall occur in substantial conformance with the application and plans on file in
the Community Development Department.
4. The applicant shall comply with all of the Conditions of Approval for Temporary Use Permit
22-015.
5. The applicant shall agree to indemnify and defend at his/her sole expense any action
brought against the City, its agents, officers, or employees because of the issuance of said
approval. The applicant shall reimburse the City, its agents, officers, or employees, for any
court costs and attorney’s fees which the City, its agents, officers or employees may be
required by a court to pay as a result of such action. The City may, at its sole discretion,
participate at its own expense in the defense of any such action but such participation shall
not relieve applicant of his/her obligations under this condition.
6. The applicant shall notify all affected businesses and residents of street closures and
parking restrictions at least 48 hours prior to the event.
7. The applicant shall clean up all debris associated with the event to the satisfaction of
the Public Works Director.
8. Traffic detouring shall be coordinated with the Police Department.
9. The Public Works Department shall be responsible for ordering and directing the setup
of all traffic control equipment through a private purveyor.
10. The applicant shall provide a $1,000,000 commercial general liability insurance policy
naming the City as additional insured, subject to approval by the City Attorney. Proof of
the insurance shall be submitted to the Director of Legislative and Information Services
ten (10) days before the event.
Page 240 of 417
The Jingle Dash Run
Event: A road running race for community’s youth to prelude the Arroyo Grande Christmas
Parade, utilizing the closed road in the village. Jingle bells given to all participants to attach to
shoes, syncing with the holiday spirit of the parade.
Event Purpose: To provide safe and fun racing opportunity for elementary school age children
of the South County. To build community awareness to future efforts and opportunities from
newly organized Central Coast Athletics Foundation.
Background of Group: This group originally formed to organize and execute the All Comers
Track & Field Summer Series at Arroyo Grande High School. It successfully netted over
$25,000 in the first two versions. The foundation is a response from both that success and the
need to have a channel to distribute future funds toward community athletics efforts.
Mission: To promote, enhance and underwrite participation and performance of Central Coast
young people in track & field and running events.
Time/Duration: First race at 4:00pm, last race concludes by 4:45, providing enough transition
time for parade start.
Location: To be run as a “horse shoe” course along parade route from end of parade toward,
looping back to finish adjacent to start. Staging to be in Bank of America parking lot.
Increasing distances with each age category.
Race Categories:
Pre-K girls race / Pre-K boys race
Grade 1-2 girls race / Grade 1-2 boys race
Grade 3-4 girls race / Grade 3-4 boys race
Grade 5-6 girls race / Grade 5-6 boys race
Logistics:
Registration: To take place onsite at identified table, waiver form signed by each
participant’s parent. Name tag given to be worn and used in results collection.
Announcing: Race announcer to utilize available sound system on appropriate part of
parade route.
Start: Age group walked to start line by official starter and volunteers. Starter whistle to
be used.
Race: Competitors to be guided by official “rabbit”, dressed in holiday costume (elf or
reindeer). Caboose running volunteers will collect and guide and stragglers.
Turnaround: Designated and high visibility turnaround point to be moved for each race
for age appropriate distances.
Finish: Funnel (with caution tape) to channel finishers to specific spot where they are
met with finish line staff who will take each name tag sequentially.
Parent Reunion: Corral to be made to be holding pen for parents to reunite with their
children.
Course Safety: Volunteers with orange vests to line race course for crowd control and racer
navigation. Radios to be used for remote communications and integrity of effort.
Volunteer Staffing: Foundation members along with Paulding middle school and AGHS
athletes.
ATTACHMENT 2
Page 241 of 417
Proposed Sponsors: Central Coast Athletics and Splash n' Dash are the proposed sponsors
of the event. We propose they enjoy title sponsorship of the running event, including all
promotional efforts. A popup tent with their branding will be utilized as the turnaround point
in the races.
Entry Fee/Prizes: No proposed entry fee. Perhaps a canned food drive in lieu of entry fee for
Foodbank or other. Prizes to top three in each category and candy canes for all participants.
Contact: Heath Owens 805-441-4396 / Adam Laurent 805-714-7757
Page 242 of 417
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Item 9.q.
MEMORANDUM
TO: City Council
FROM: Brian Pedrotti, Community Development Director
BY: Andrew Perez, Planning Manager
SUBJECT: Consideration of a Resolution Ratifying Changes to the Community
Service Grant Program Review Committee
DATE: November 22, 2022
SUMMARY OF ACTION:
Adoption of a Resolution ratifying changes to the process for the creation of the
Community Service Grant Program (CSGP) review Committee.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
No financial impact is projected.
RECOMMENDATION:
Adopt a Resolution changing the make-up of the Community Service Grant Committee.
BACKGROUND:
In September 2014, the City Council approved the Community S ervice 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 consideration by the City
Council. In order to designate a committee knowledgeable in communi ty 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).
Council adopted Resolution 4650 (Attachment 3) 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;
Page 244 of 417
Item 9.q.
City Council
Consideration of a Resolution Ratifying Changes to the Community Service Grant
Program Review Committee
November 22, 2022
Page 2
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 (Attachment 4).
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. Staff returned to Council on October 25, 2022, to present five (5) possible
updates to the CSGP that would alleviate concerns that the Committee was too business
oriented. Council unanimously agreed that a Committee comprised of five members, each
appointed by one Councilmember, would adequately address the concerns and directed
staff to implement that change.
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 . A Committee
consisting of five (5) appointees will be created by following the appointment process that
is currently employed for filling other vacancies in other City advisory bodies, such as the
Planning Commission, Architectural Review Committee, and Downtown Parking Advisory
Board. Per Council direction on October 25, 2022, Section 5.2 of the City Council
Handbook was amended to reflect this change in process and to include the Committee
as an advisory body appointed by Council. (Attachment 2).
Page 245 of 417
Item 9.q.
City Council
Consideration of a Resolution Ratifying Changes to the Community Service Grant
Program Review Committee
November 22, 2022
Page 3
Residents seeking appointment to the Committee shall submit an application to the City
Clerk’s Office. To be eligible, the applicant must be a registered voter that resides in the
City. Councilmembers shall prioritize applicants from their respective district whenever
possible. Once appointed the Committee member will serve for a term that runs
concurrently with the appointing Councilmember.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Adopt a Resolution changing the make-up of the Community Service Grant
Committee as an advisory body appointed by Council;
2. Modify and adopt the Resolution; or
3. Provide other direction to staff.
ADVANTAGES:
A Committee comprised of Council appointees will alleviate the concerns associated with
a Committee that is too heavily skewed towards the business community and maximize
the effectiveness of the CSGP.
DISADVANTAGES:
None identified.
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. Section 5.2 of the City Council Handbook
3. Council Resolution 4650
4. Council Resolution 5003
Page 246 of 417
ATTACHMENT 1
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF ARROYO GRANDE APPROVING UPDATES TO THE
ARROYO GRANDE COMMUNITY SERVICE GRANT
COMMITTEE
WHEREAS, on September 23, 2014, the City Council approved the Community
Service Grant Program (CSGP) process and annually budgets funds to implement
the program; and
WHEREAS, the CSGP Committee (Committee), consisting of a volunteer from each
of the City’s advisory bodies and one representative from the Chamber of Commerce
Board of Directors, is assembled annually to review eligible applications for the
purposes of making funding recommendations to City Council; and
WHEREAS, on March 8, 2022 Council directed staff to return at a future meeting
with a discussion item regarding updates to the CSGP; and
WHEREAS, on October 25, 2022 Council discussed potential updates to the CSGP;
and
WHEREAS, Council directed staff to amend the composition of the CSGP
Committee from volunteers from each of the City’s advisory bodies and one
representative from the Chamber of Commerce Board of Directors, to a five (5)
member Committee appointed by Council; and
WHEREAS, each Council Member will appoint one member to the Committee, for a
term that runs concurrently with the appointing Councilmember; and
WHEREAS, Section 5.2 of the City Council Handbook has been administratively
updated to include the eligibility requirements, term, and process to appoint a
representative to the Committee.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo
Grande as follows:
1. The recitals stated above are true and correct and incorporated herein by
reference.
2. The City of Arroyo Grande Community Service Grant Committee shall be
changed to consist of five (5) members to be appointed by each City Council
Member.
3. Members of the Committee shall serve for a term ending the January 31 st
following the expiration of the term of the respective appointing Mayor or
Council Member, as applicable.
Page 247 of 417
RESOLUTION NO.
PAGE 2
4. Members of the Committee may be removed prior to expiration of their term
by a majority vote of the Council.
On motion by Council Member_______, seconded by Council Member_______, and
by the following roll call vote, to wit:
AYES:
NOES:
ABSENT:
the foregoing Resolution was adopted this 22nd day of November, 2022.
Page 248 of 417
RESOLUTION NO.
PAGE 3
____________________________________
CAREN RAY RUSSOM, MAYOR
ATTEST:
____________________________________
JESSICA MATSON, CITY CLERK
AS TO CONTENT:
____________________________________
WHITNEY MCDONALD, CITY MANAGER
APPROVED AS TO FORM:
____________________________________
TIMOTHY J. CARMEL, CITY ATTORNEY
Page 249 of 417
CITY COUNCIL HANDBOOK
PAGE 23
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:
x Planning Commission
x Downtown Parking Advisory Board
x Architectural Review Committee
x Tourism Business Improvement District (TBID) Board
x Community Service Grant Program (CSGP) Committee
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. It is preferred that
members of the CSGP Committee reside within the appointing Council
Member’s District, but is not required.
Those seeking appointment to a Commission/Board/Committee must
submit an application to the City Clerk’s Office. Those
ATTACHMENT 2
Page 250 of 417
CITY COUNCIL HANDBOOK
PAGE 24
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.
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.
Page 251 of 417
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 3
Page 252 of 417
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 253 of 417
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 254 of 417
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 255 of 417
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 256 of 417
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 4
Page 257 of 417
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 258 of 417
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
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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
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Item 10.a.
MEMORANDUM
TO: City Council
FROM: Brian Pedrotti, Community Development Director
BY: Andrew Perez, Planning Manager
SUBJECT: Public Hearing for Preliminary Approval of Community Development
Block Grant (CDBG) Projects for Year 2023
DATE: November 22, 2022
SUMMARY OF ACTION:
Conduct a public hearing to consider preliminary funding recommendations for the City’s
allocation of 2023 CDBG funds, which will assist the County of San Luis Obispo with its
2023 Action Plan process. The recommended project funding allocations (see Table 1
below for more detail) are:
Five Cities Homeless Coalition: $13,095
Curb Ramp and Sidewalk Improvement Project: $56,748
City Administration: $6,111
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The County has estimated that $87,305 in CDBG funds will be available to the City in the
Fall of 2023. This represents an increase of $639 over last year’s allocation. The County
will help administer the CDBG program for the City, which will reduce City staff time
involved. County staff will be paid for these administrative services through the CDBG
program funds allocated to the City. Per the Cooperation Agreement between the County
and the City entered into on July 7, 2020 (Attachment 1), 65% of the total available
administration funds, or $11,350, will be deducted by the County to meet its obligations
under the terms of the agreement for administrative costs. The remaining 35% of the total
available administration funds, or $6,111 is recommended to be allocated for City
administration of the projects funded by the CDBG program.
RECOMMENDATION:
Conduct a public hearing and provide preliminary approval of proposed projects to be
funded with the City’s allocation of Community Development Block Grant (CDBG) funds
for the Year 2023, as shown in Table 1. Final City approval of the CDBG allocation and
projects will tentatively occur in March 2023.
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Item 10.a.
City Council
Public Hearing for Preliminary Approval of Community Development Block Grant
(CDBG) Projects for Year 2023
November 22, 2022
Page 2
Table 1: Recommended 2023 CDBG Allocations
Project and Category
2022
Allocation
2023
Requested
Proposed
2023
Allocation
Public Services (15% Cap - $13,095)
5 Cities Homeless Coalition $13,000 $13,095 $13,095
Subtotal $13,000 $13,095 $13,095
Public Facilities (No Cap)
Curb Ramp and Sidewalk Improvement Project $56,333 $0 $56,749
HASLO – Arroyo Terrace Apartments $0 $56,749 $0
Subtotal $56,333 $0 $56,749
Economic Development (No Cap)
Subtotal $0 $0 $0
Area Benefit (30% Cap - $26,191)
Subtotal $0 $0 $0
Housing Rehabilitation (No Cap)
$0 $0 $0
Administration (20% Cap - $17,461)
City Administration $6,067 $6,111 $6,111
County Administration $11,266 $11,350 $11,350
Subtotal $17,333 $17,461 $17,461
Total $87,305
BACKGROUND:
City Council approved a Cooperation Agreement with the County in July 2020 for the joint
participation in the CDBG Program for fiscal years 2021 through 2023. The City, as a
participant in the Housing and Urban Development (HUD) designated Urban County
program, receives an annual formula-based allocation of CDBG funds. These funds are
available for a variety of Community Development activities as long as the activities meet
at least one of three national objectives. The objectives are:
1. Benefit low- and moderate-income persons;
2. Aid in the prevention or elimination of slums or blight; or
3. Address urgent community development needs that pose a serious or immediate
threat to public health or welfare.
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Item 10.a.
City Council
Public Hearing for Preliminary Approval of Community Development Block Grant
(CDBG) Projects for Year 2023
November 22, 2022
Page 3
The County released a Notice of Funding Availability on September 1, 2022, and notified
the public that the County and participating cities would accept applications for funding
until October 14, 2022. Two organizations, the 5 Cities Homeless Coalition (5CHC) and
the Housing Authority of San Luis Obispo (HASLO), submitted applications requesting
funding from the City’s allocation of CDBG funds. Those requests are described in greater
detail below.
ANALYSIS OF ISSUES:
The following criteria set forth by the County are used to make funding recommendations:
1. Consistency with Federal regulations and laws;
2. Community support (for example, approval of project by a City Council);
3. Seriousness of community development need proposed to be addressed by
project;
4. Degree to which project benefits low-income and very low-income families or
persons;
5. Feasibility of the project to be completed as budgeted and by December 31, 2022;
6. Cost effectiveness of funds requested and leveraging of other funds; and
7. Organization's experience or knowledge regarding CDBG or HOME requirements.
The Cooperation Agreement between the County and the City provides the City with
discretion regarding the allocation of funds. Unless the City’s recommendation to the
County for funding is clearly in conflict with CDBG regulations, the County will approve
the recommendation. The County Board of Supervisors will make its final decision for
funding priority in the spring of 2023.
Public Services
The competitiveness for public service funds, which is capped at 15% of the City’s CDBG
allocation, has historically been strong with requests far exceeding available funds. As
discussed in recent years regarding CDBG allocations, HUD has significantly increased
its monitoring efforts of jurisdictions participating in the CDBG program, which means that
local jurisdictions must increase their monitoring efforts of recipients as well. As stated in
the Cooperative Agreement, only activities that can either individually or cumulatively
receive more than $8,000 in CDBG funding will be considered due to the staff cost of
processing such awards in compliance with federal requirements.
Because public service organizations are more aware of the stricter CDBG regulations,
because of the funding opportunity provided to non-profit organizations serving the Arroyo
Grande community through the City’s Community Service Grant Program (CSGP), and
because the City Council had previously directed staff to apply CDBG funds toward Public
Facility projects, the City has received very few applications over the past several years
for CDBG funding.
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Item 10.a.
City Council
Public Hearing for Preliminary Approval of Community Development Block Grant
(CDBG) Projects for Year 2023
November 22, 2022
Page 4
5CHC’s application seeks funding to bolster its Shelter and Outreach Services and its
Housing Program. Together, these programs provide financial assistance to low income
households and individuals facing homelessness. Financial assistance includes rental
assistance, deposit assistance, and case management. The goal of the program is to
assist participants to secure long-term, stable housing that they can afford to retain. The
total amount of CDBG funds requested by 5CHC from local agencies is provided in Table
2.
Table 2: 5CHC Funding Requests by Agency
Agency Amount Requested
City of Arroyo Grande $13,095
City of Atascadero $4,667
City of Morro Bay $3,500
City of Paso Robles $16,333
City of Pismo Beach $5,238
City of San Luis Obispo $20,333
County of San Luis Obispo $29,167
Total $92,333
On February 8, 2022, Council considered CDBG projects for year 2022. During the
discussion at that meeting, Council directed staff to prioritize the City’s available public
service allocation of CDBG funding for homeless services. Therefore, staff recommends
funding 5CHC’s request of 2022 funds for $13,095 to support its services for individuals
facing homelessness.
Public Facilities
The City is committed to and prioritizes addressing Americans with Disabilities Act (ADA)
accessibility deficiencies. During the last several years, with Year 2018 being the
exception, Council has allocated the majority of CDBG funds to help pay for disabled
access barrier removal projects throughout the City. These projects include Hoosegow
Park ADA improvements, mid-block crosswalk ADA improvements, the Arroyo Grande
Woman’s Club building barrier removal project, and various barrier removal projects at
the Soto Sports Complex.
Last year, the City Council approved allocating $56,333 of the 2022 CDBG Public
Facilities funds for improving curb ramp and sidewalk improvement infrastructure at the
intersection of Alder Street and Farroll Avenue near Harloe Elementary to aid accessibility
for residents with disabilities. Upon completion of the project funded by the 2022 CDBG
allocation, the route to Harloe Elementary via Alder Street, south from Ash Street and
north from Cameron Court, will have ADA compliant curb ramps.
Despite last year’s allocation, there are still hundreds of locations throughout the City in
need of ADA compliant curb ramps. Therefore, staff recommends allocating the maximum
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Item 10.a.
City Council
Public Hearing for Preliminary Approval of Community Development Block Grant
(CDBG) Projects for Year 2023
November 22, 2022
Page 5
amount of Public Facilities funding towards additional replacement and construction of
ADA compliant curb ramps. Public Works and Engineering staff identified an additional
location near Harloe Elementary on S. Halcyon Road that is in need of upgrades
(Attachment 4). At the intersection of Virginia Drive and S. Halcyon Road, the southeast
corner does not have a curb ramp, nor is there sidewalk between this corner and the
adjacent property to the south. Staff recommends replacing the existing curb with an ADA
compliant curb ramp and adding approximately 125 feet of City standard sidewalk
between the new curb ramp and the adjacent property to the south. The proposed project,
in conjunction with the current infrastructure improvement projects occurring between
Virginia Drive and Farroll Road, will result in a complete sidewalk route along the east
side of Halcyon Road between Fair Oaks Avenue and the southern boundary of the City.
HASLO also submitted an application requesting funding from the Public Facilities
category to assist with costs associated with constructing the Arroyo Terrace apartments
at 700 Oak Park Blvd. The apartment project consisting of 62 affordable housing units
and one manager’s unit was approved by the Planning Commission on May 18, 2021 .
The recent HASLO application states that sixteen (16) of the apartments will now provide
housing for households experiencing homelessness and the remaining forty-two (42) will
be affordable to tenants with extremely low, very low, and low-income levels. The Arroyo
Terrace Project would be eligible for financial assistance through contributions from the
City’s Inclusionary Affordable Housing Trust Fund, which currently includes
approximately $1.1 million. Therefore, staff does not recommend allocating CDBG
funding for this project. Staff will work with HASLO to process a request for funding from
the City’s Inclusionary Affordable Housing Trust Fund.
Housing Rehabilitation
The City did not receive any requests for housing rehabilitation projects.
Economic Development
The City did not receive any requests for economic development projects.
Area Benefit
The City did not receive any funding requests for this category.
Administration/Planning and Capacity Building
Planning and capacity building funds are limited to a 20% cap of the total CDBG funding
available. Pursuant to the Cooperation Agreement between the County and the City, 65%
of the 20% of available funds for planning and capacity building/administration, or
$11,350, will be deducted by the County to meet its obligations under the terms of the
agreement for administrative costs. The remaining 35% of the total available funds, or
$6,111, is recommended to be allocated for administration of the CDBG funded projects.
Page 265 of 417
Item 10.a.
City Council
Public Hearing for Preliminary Approval of Community Development Block Grant
(CDBG) Projects for Year 2023
November 22, 2022
Page 6
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Conduct a public hearing and approve preliminary funding for the CDBG programs
for the Year 2023, as proposed in Table 1 on page 2 of this staff report;
2. Conduct a public hearing and modify a nd approve preliminary funding for the
CDBG programs for the Year 2023; or
3. Provide other direction to staff .
ADVANTAGES:
The recommended 2023 CDBG allocations fund important City priorities and are
consistent with the Cooperation Agreement between the County and City. The City’s
Community Service Grant Program provides an additional funding opportunity, separate
from CDBG, for local public service programs that address unmet needs in the
community.
DISADVANTAGES:
There are no disadvantages 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. Cooperation Agreement between the County of San Luis Obispo and the City of
Arroyo Grande for the joint participation in the CDBG program, the HOME
Investment Partnerships Program, and the Emergency Solutions Grant Program
for Fiscal Years 2021 through 2023
2. 5CHC 2023 CDBG Application
3. HASLO 2023 CDBG Application
4. Map Depicting Proposed ADA Improvement Locations
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ATTACHMENT 1
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10th September
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Application A: Community/Supportive Services and Infrastructure Activities
Funding sources available: CDBG, ESG, PLHA, GFS
1.APPLICANT INFORMATION
•Entity Name 5Cities Homeless Coalition
•Ultimate Borrower, if applicable Click or tap here to enter text.
•Application Contact (Name and Title) Janna Nichols, Executive Director
•Contact Phone Number 805-471-7404 Cell; 805-574-1638 Office
•Entity Address, City and Zip Code 100 S. 4th Street, Grover Beach, CA 93433
•Mailing Address (if different from above) P.O. Box 558, Grover Beach, CA 93483
•Applicant’s Website 5chc.org
•Unique Entity Identification (UEI) Number KR8JGGKBKEP9
•Type of Agency (501(c)(3), For Profit, Gov’t/Public, CHDO, Other) 501(c)(3)
•Date of Incorporation March 3, 2009
•Project Management
o Project Lead Name Janna Nichols
o Title Executive Director
o Phone 805-471-7404 C, 805-574-1638
o Email Janna.Nichols@5chc.org
2.PROJECT SUMMARY
•Project Title San Luis Obispo County Rapid Re-Housing/Homeless Prevention
•Project Address 100 S. 4th Street, Grover Beach, CA 93433
•APN #, if applicable Click or tap here to enter text.
•Description of the Project
Provide a project description that captures the maximum anticipated scope of the application. It
should include all contemplated actions which logically are, either geographically or functionally,
a composite part of the project, regardless of the source of funding. Describe all physical
aspects of the project, such as plans for multiple phases of development, size and number of
buildings, and activities to be undertaken. Include details of the physical impacts of the project,
including whether there will be ground disturbance. If applicable, indicate whether the project
site will require acquisition or if the sponsor already has ownership.
5CHC seeks funds from multiple sources through this application to continue its
countywide Rapid Re-Housing and Homeless Prevention program, serving communities
throughout San Luis Obispo County – with the exception of Grover Beach (served through other
funding sources). 5CHC's Housing Program braids available funding sources and with multiple
sources of funds, 5CHC is able to target funds with differing eligibility criteria in order to
maximize their use to serve those with the highest needs and greatest number possible.
5CHC’s housing and stabilization services including landlord cultivation, case management
support, and subsistence payments for rent, application fees and deposits to individuals and
families based on income and anticipated need, following a coordinated entry assessment and
progressive engagement model. With these activities we will work to ensure services are low-
barrier and easily accessible; help participants quickly identify and resolve barriers to obtaining
and maintaining housing; assist to resolve the housing crisis before focusing on other non-
housing related services; allow participants to choose the services and housing that meets their
needs; connect participants to appropriate support and services available in the community that
foster long-term housing stability; and offer financial assistance and supportive services in a
manner which offers a minimum amount of assistance initially, adding more assistance over
ATTACHMENT 2
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time if needed to quickly resolve the housing crisis by either ending homelessness, or avoiding
an immediate return to literal homelessness or the imminent risk of literal homelessness
3. BUDGET
• Funds Requested (Amount and Source) ESG $151,945; PLHA $149,978; CBBG –
AG $13,095, Atas $$4,667, MB $3,500, PR, $16,333, PB $5,238, SLO $20,333,
County $29,167
• Total Project/ Program Cost (Identify funding to be used to support the project
throughout affordability period, if applicable) $394.256
• Identify leveraged funds (Committed, Match, Not Yet Committed) 5CHC Match
$151,945; $48,055 Additional Local Grants & Contributions
• Identify additional rental assistance in project, if applicable $177,600 in direct financial
assistance included in total.
• Indicate how the match requirement will be met (include sources and source
documentation), if applicable. Private Contributions & Grants $200,000
4. PURPOSE & NEED
• Purpose of the Proposed Project. Describe the project by addressing each of the
following:
o What activities will be undertaken? Rapid re-housing connects families and individuals
experiencing homelessness to permanent housing through a tailored package of time-
limited financial assistance and targeted supportive services. Rapid Re-Housing involves
intensive and specialized case management targeted at identifying displaced clients’ most
pertinent needs; connect them to community resources. The case manager then works
with the household to create a budget; identify income opportunities; determine eligibility
for entitlement programs (such as SSI and SSDI); research housing options, and create
and carryout case plans. All activities are on-going throughout the year, based on referral
and prioritization protocols, following each participant’s case plan. Homeless Prevention
– Services will be provided to those at imminent risk of homelessness based on need and
qualification. Clients receive targeted case management services per their individual
circumstance, in addition to direct financial assistance to enable them to remain in their
housing, or deposit assistance needed to re-house them to prevent homelessness.
Services may include financial literacy, job and income counseling, benefits advocacy (for
unearned income support as appropriate), housing search supports.
o What are the project goals and objectives? The goal of the program is to assist
participants to secure long-term stable housing that they can afford to retain. Rapid re-
housing is a primary solution for ending homelessness. It has been demonstrated to be
effective in getting people experiencing homelessness into permanent housing and
keeping them there. By connecting people with a home, they are in a better position to
address other challenges that may have led to their homelessness, such as obtaining
employment or addressing substance abuse issues. The intervention has also been
effective for people traditionally perceived to be more difficult to serve, including people
with limited or no income and survivors of domestic violence. Research demonstrates that
those who receive rapid re-housing assistance are homeless for shorter periods of time
than those assisted with shelter or transitional housing. Rapid re-housing is also less
expensive than other homeless interventions, such as shelter or transitional housing. The
program also provides immediate assistance to participants who are homeless or at risk.
Program outcomes track length of time homeless; length of time homeless from program
enrollment; income changes and housing retention rates.
o Explain the need being addressed by this project. Housing costs continue to rise year
over year here in San Luis Obispo County, with more than a 20% increase in just the past
year. Given the tight housing market, most available units comes from private landlords,
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with an increasing trend to charge double-deposits, 5CHC is spending an average of
$4,500 to move families into housing (deposit and first month’s rent). Just since July 1,
2022 we’ve seen rents increase on average by $200-$400 per month, with a high amount
of property turnover. This has affected those living in the units who are often displaced due
to income limits, or those who struggle to retain housing and find themselves at imminent
risk of homeelessness. These continued increases in deposits and monthly rents has had
a direct effect on the number of households projected to be served by this grant, and why
we are requesting expanded funds through additional funding sources.
o Explain how the need was identified. The County’s recently adopted Strategic Plan to
address homelessness calls for a need assist an additional 160 persons to find housing by
adding resources for Rapid Re-Housing activities (Line of Effort 1.d) and to prevent
homelessness for an additional 50 people each year through HP and Diversion (Line of
Effort 2.d)
o Who are the beneficiaries? How will eligibility be determined? 5CHC's Housing
Program targets financial assistance and services to individuals and families based on
income and anticipated need, following a coordinated entry assessment and progressive
engagement model. Those who receive emergency grants for subsistence payments
(rental assistance, 05Q) or for deposit assistance (05T Assistance will be provided to
benefit a clientele who are generally presumed by HUD to be principally L/M income
persons - those who are homeless. This population is among those who are currently
presumed by HUD to be made up principally of L/M income persons: Reference:
§570.208(a)(2)(i)(A). Additionally, as some assistance will be provided to those of imminent
threat of homelessness, 5CHC's program additionally requires information on family size
and income so that it is evident that at least 51% of the clientele are persons whose family
income does not exceed the L/M income limit. Reference: §570.208(a)(2)(i)(B) and (C)
o Is there community and/or political support? Explain. 5CHC receives financial
support for this program with each of its local government parnters annually, in
addition to the recent augmentation of funds through ARPA and other local means.
5CHC is recognized for its RRP and HP work; and is currently receiving strong
support to expand services in other areas on the continuum (including shelter). In
addition, individual community members and local businesses continue to support
5CHC (mostly with unrestricted dollars) with more than $400,000 in contributions
annually.
o Describe how the impact will be sustained once this round of funding ends. The
RRH and HP program has on-going needs that have only increased in recent
years, and housing prices continue to skyrocket. Without this continued funding
this program will not be sustained. In the current fiscal year (2022-23) 5CHC is on
track to serve more than 500 families through RRH and an additional 500 families
through Homeless Prevention efforts. In 2021-22 5CHC expended more than
$500,000 in direct financial assistance this program; and is currently on pace to
spend more than $900,000 in this fiscal year in direct financial assistance. Funding
awards from annual grant funds for ESG and CDBG have been reduced each of
the last several years. Currently nearly all of the funds being dedicated to Rapid
Re-Housing and Homeless Prevention activities in the county, are through CARES
Act CV ESG and CDBG Funds - most of which will be exhausted within the first
quarter of this grant application’s funding cycle. Other one-time monies that have
come available (such as ARPA) have not been targeted to RRH or HP activities,
but instead expanded area shelter activities. Thus, without these funds for 2023-
24, the program will be severely reduced.
• Organizational Capacity. Summarize the organization's background/capacity to carry
out the proposed project. Address the following points:
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o Has the organization carried out this type of project previously? Explain. 5Cities
Homeless Coalition has successfully provided rapid re-housing and homeless prevention
programs since 2015. As noted above, through CARES Act CV funds, 5chc will invest more
than $900,000 this fiscal year in RRP and HP activities. Currently 5CHC is under contract
or has been awarded 10 local, state and federal grants to provide RRH and HP services.
o What makes the organization a preferred provider of this service? 5CHC has been
the leading provider of these services for several years. 5CHC seeks to ensure that its
services are both culturally and professionally competent; and accessible regardless of
race or ethnicity or other condition. 5CHC staff represent a broad cross section including
those of color, Latinx; those with lived experience. Currenlty, 5CHC employs 8 who are
bilingual/bicultural speaking both English and Spanish; additionally, the agency has access
to support those who are mono-lingual Mixteco. 5CHC staff have extensive training and
relationships with those in the LBTGQ community. 5CHC works to train staff to ensure
services are welcoming and provided without discrimination or judgment, that we approach
our work through a trauma-informed perspective, and are attentive to specific
circumstances (such as those who have experienced sex-trafficking or sexual
violence).Collaboration 5CHC Homeless Services program is integrated in the local
Continuum of Care, focusing on collaboration and strategic action. 5CHC is a key
participant in the Coordinated Entry System receiving referrals community partners
throughout the compendium of services. Additionally, 5CHC staff participate in HSOC at
all levels and regularly participate in evidence-based trainings (Mental Health First Aid,
etc.) 5CHC also has a program of providing staff trainings monthly with other service
professionals and partner agencies.
5. ELIGIBILITY
• Indicate the eligible activity category for this project. Rapid Re-Housing: Short-Term
Rent and Housing Stabilization Services including deposit, application fees, case
management.; Homeless Prevention: Short-term rental assistance; homeless prevention
deposit assistance; HMIS: staff and expenses necessary to deliver the activity.
6. SCHEDULE
• Provide a detailed project timeline, include milestones with units of measure. July 1,
2023-June 30, 2024. All activities will be conducted through the 12-month timeline.
Households and number of persons served will be tracked through HMIS.
• Describe agency’s record keep system with relevance to the proposed project and
how reporting requirements will be met. 5CHC employs a dedicated HMIS Data Manager
to ensure quality compliance and track client outcomes. This position is supported with three
finance employees, including one charged with Grants Management for accountability of
expenses and fulfillment of grant commitments. The agency's Associate Director is
responsible for authorizing all funding requests and reporting on program outcomes. With
each program activity case managers report to a Program Manager for supervision and
oversight; including client eligibility and case file review . The agency's Executive Director is
directly engaged in initial program development, and efforts to provide services on a regional
basis.
7. ADDITIONAL INFORMATION
• Has site control been obtained? If so, how is site control held? Attach documentation
of site control. Click or tap here to enter text.
• Zoning. Is the current project location zoned for the proposed activity? If not,
describe steps to be taken to ensure zoning requirements are met. Click or tap here
to enter text.
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• If applicable, indicate the application due date for tax credits. Click or tap here to
enter text.
• Identity all permits necessary for the project. Include estimated dates of application
and approval. Click or tap here to enter text.
• Does this Project require Relocation? If so, attach Relocation Plan. Click or tap here
to enter text.
• Indicate Housing Type (Permanent Homeowner Housing, Rental Housing,
Transitional Housing). Click or tap here to enter text.
• Does the Project intend to target special populations (such as seniors, persons with
disabilities, children in foster care, etc.)? Click or tap here to enter text.
• Will the Applicant be providing services? If so, please provide a brief explanation.
Click or tap here to enter text.
8. ENVIRONMENTAL REVIEW
• Indicate level of environmental review required for proposed project. Click or tap
here to enter text.
• Indicate environmental review steps completed to date. Click or tap here to enter
text.
9. SECTION 3 AND MINORITY AND WOMEN BUSINESS ENTERPRISES (AS
APPLICABLE)
• Section 3: Please explain how Section 3 benchmarks will be met. Click or tap here to
enter text.
• MBE/WBE: Please explain how your project will be marketed towards MBE/WBEs.
Click or tap here to enter text.
10. ADDITIONAL REQUIRED DOCUMENTS – attached as identified below
a) Articles of Incorporation
b) Bylaws
c) Non-profit Determination
d) List of the Board of Directors
e) Authorization to Request Funds
f) Designation of Authorized Official
g) Organizational Chart
h) Most Recent Financial Audit
i) Policies and Procedures
j) SAM Search
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Arroyo
Grande Atascadero Morro Bay
Paso
Robles
Pismo
Beach
San Luis
Obispo County
Personnel (Direct Labor)
Estimated
Hours
Rate per
Hour Estimated Cost
Housing Program Manager 0.3 624 $34 $21,216 $8,199 $8,093 $707 $252 $189 $881 $283 $1,097 $1,574
RRH/HP Case Manager (2 FTE)2 4,160 $24 $99,840 $38,586 $38,086 $3,325 $1,185 $889 $4,148 $1,330 $5,164 $7,407
HMIS Data Manager (.16 FTE)0.16 333 $24 $7,987 $3,087 $3,047 $266 $95 $71 $332 $106 $413 $593
HMIS Program Support Specialist (.5 FTE)0.5 1,040 $20 $20,800 $8,039 $7,935 $693 $247 $185 $864 $277 $1,076 $1,543
Fringe Benefits Rate (%)Base Estimated Cost
Housing Program Manager 18.00%$3,819 $1,476 $1,457 $127 $45 $34 $159 $51 $198 $283
RRH/HP Case Manager (3 FTE)18.00%$17,971 $6,945 $6,856 $599 $213 $160 $747 $239 $929 $1,333
HMIS Data Manager (.16 FTE)18.00%$1,438 $556 $548 $48 $17 $13 $60 $19 $74 $107
HMISProgram Support Specialist (.5 FTE)18.00%$3,744 $1,447 $1,428 $125 $44 $33 $156 $50 $194 $278
Travel
Vehicle Maintenance & Repair - Housing Stabilization Services Estimated Cost
Supplies and Materials
Housing & Stabilization Program Supplies $1,000 $386 $381 $33 $12 $9 $42 $13 $52 $74
HMIS Telephone/Equipment $2,000 $773 $763 $67 $24 $18 $83 $27 $103 $148
Other Direct Costs Households Base
RRH & Stabilization Services
Deposits/Application Fees 20 $2,500 $50,000 $19,324 $19,074 $1,665 $593 $445 $2,077 $666 $2,586 $3,709
Short-Term Rental Assistance 20 $2,000 $40,000 $15,459 $15,259 $1,332 $475 $356 $1,662 $533 $2,069 $2,967
Homeless Prevention & Stabilization Services
Deposits/Application Fees 10 $3,000 $30,000 $11,594 $11,444 $999 $356 $267 $1,246 $400 $1,552 $2,226
Short-Term Rental Assistance (3 mo assistance/avg)12 $4,800 $57,600 $22,261 $21,973 $1,919 $684 $513 $2,393 $767 $2,979 $4,273
Subtotal of Direct Costs 10%$35,741 $13,813 $13,634 $1,190 $424 $318 $1,485 $476 $1,848 $2,652
Total Estimated Costs $393,156 $151,945 $149,978 $13,095 $4,667 $3,500 $16,333 $5,238 $20,333 $29,167
$151,945 $149,978 $13,095 $4,667 $3,500 $16,333 $5,238 $20,333 $29,167
$147,000 $14,000 $10,500 $49,000 $14,000 $61,000 $87,500
Likely to spend per jurisdiction based on prior year service at $3.500/HH
$147,000 $112,000 $17,500 $84,000 $38,500 $119,000 $133,000
# Households Served 2022 YTD By Jurisdiction
RRH 11 28 2 10 7 16 25
HP 31 4 3 14 4 18 13
42 32 5 24 11 34 38
5Cities Homeless Coalition Rapid Rehousing/Homeless Prevention Budget Request - 23-24 ACTION PLAN
CDBG
ESG
Request By Funding Source
Expense Category PLHA
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AMENDED AND RESTATED BYLAWS
for the regulation, except
as otherwise provided by statute or its
Articles of Incorporation,
OF
5CITIES HOMELESS COALITION
A CALIFORNIA PUBLIC BENEFIT CORPORATION
ARTICLE 1
OFFICES
SECTION 1. PRINCIPAL OFFICE
The corporation’s principal office shall be fixed and located at 100 S. 4th Street., Grover Beach or such
place within San Luis Obispo County, California as the Board of Directors (herein called the “Board”)
shall determine. The Board is granted full power and authority to change said principal office from
one location to another.
SECTION 2. OTHER OFFICES
Branch or subordinate offices may be established at any time by the Board.
ARTICLE 2
PURPOSES
SECTION 1. OBJECTIVES AND PURPOSES
The purposes for which this corporation is formed are:
PURPOSE: To promote the health and well-being of the homeless population in our geographic area
through the cooperation of like-minded agencies and organizations.
OBJECTIVES:
a) To promote the health and well-being of individuals and families who are homeless or at risk of
being homeless in San Luis Obispo County.
b) To determine the need for human services; to seek solutions to human problems; to assist in the
development or the change of existing programs; and to foster cooperation among local, state,
and national agencies serving the San Luis Obispo County community.
c) To develop the financial resources (both governmental and voluntary) needed to meet the human
service needs of this population in the San Luis Obispo County community.
d) To provide services either directly or through collaboration with other agencies to best meet the
current and emerging needs of those at-risk in the San Luis Obispo County.
f) To muster community support and commitment to assist those at-risk in San Luis Obispo County.
g) To receive by gift, grant, devise, bequest or otherwise, aid from any private or public sources,
personal or real property, and to hold, administer, sell, invest, re-invest, manage, use, disburse
and distribute, and apply the income and/or principal of the same in accordance with the directions
and intent of such direction, as the corporation may deem best from time to time, for the promotion
of any or all of the foregoing purposes.
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ARTICLE 3
MEMBERSHIP
SECTION 1. MEMBERSHIP
The corporation shall have no members. Any action which would otherwise require approval by a
majority of all members or approval by the members shall require only approval of the Board. All
rights which would otherwise vest in the members shall vest in the directors.
ARTICLE 4
NONPARTISAN ACTIVITIES
SECTION 1. NONPARTISAN ACTIVITIES
This corporation has been formed under the California Nonprofit Public Benefit Corporation Law for
the charitable purposes described above, and it shall be nonprofit and nonpartisan. No substantial
part of the activities of the corporation shall consist of the carrying on of propaganda or otherwise
attempting to influence legislation. The corporation shall not participate or intervene in any political
campaign on behalf of or in opposition to any candidate for public office.
ARTICLE 5
DIRECTORS
SECTION 1. NUMBER
The corporation shall have not less than 5 and not more than 19 directors until changed by
amendment of the Articles or Bylaws. The exact number of directors shall be fixed by approval of the
Board of Directors;
SECTION 2. POWERS
Subject to the provisions of the California Nonprofit Public Benefit Corporation law and any limitations
of the Articles of Incorporation and these Bylaws, the activities and affairs of the corporation shall be
conducted and all corporate powers shall be exercised by or under the direction of the Board. The
Board may delegate the management of the activities of the corporation to any person or persons, a
management company or committees however composed, provided that the activities and affairs of
the corporation shall be managed and all corporate powers shall be exercised under the ultimate
direction of the Board without prejudice to such general powers, but subject to the same limitations, it
is hereby expressly declared that the Board shall have the following powers in addition to the other
powers enumerated in these Bylaws:
(a) To select and remove all the other officers, agents and employees of the corporation, prescribe
powers and duties for them that are not inconsistent with law, the Articles or these Bylaws, fix their
compensation and require from them security for faithful service.
(b) To conduct, manage and control the affairs and activities of the corporation and to make such
rules and regulations therefore not inconsistent with the law, the Articles or these Bylaws, as they
may deem best.
(c) To adopt, make and use a corporate seal and to alter the form of such seal from time to time as
they may deem best.
(d) To borrow money and incur indebtedness for the purposes of the corporation, and to cause to be
executed and delivered therefore, in the corporate name, promissory notes, bonds, debentures,
deeds of trust, mortgages, pledges, hypothecations or other evidences of debt and securities
therefore.
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SECTION 3. DUTIES
It shall be the duty of the directors to:
(a) Perform any and all duties imposed on them collectively or individually by law, by the Articles of
Incorporation of this corporation, or by these Bylaws;
(b) Appoint and remove, employ and discharge, and, except as otherwise provided in these Bylaws,
prescribe the duties and fix the compensation, if any, of all officers, agents and employees of the
corporation;
(c) Supervise all officers, agents and employees of the corporation to assure that their duties are
performed properly. The Board may delegate to the Executive Committee the authority to
supervise and evaluate the performance of the Executive Director and delegate to the Executive
Director the authority to employ, supervise, evaluate the performance of or discharge employees
of the Corporation;
(d) Meet at such times and places as required by these Bylaws;
(e) Register their addresses with the Secretary of the corporation. Notices of meetings mailed or
electronically communicated (such as by e-mail) to such addresses shall be valid notices thereof.
A director shall perform the duties of a director, including duties as member of any committee of the
Board on which the director may serve, in good faith, in a manner such director believes to be in the
best interest of this corporation and with such care, including reasonable inquiry, as an ordinarily
prudent person in a like situation would use under similar circumstances.
In performing the duties of a director, a director shall be entitled to rely on information, opinions,
reports or statements, including financial statements and other financial data, in each case prepared
or presented by:
(a) One or more officers or employees of the corporation whom the director believes to be reliable
and competent in the matters presented;
(b) Counsel, independent accountants or other persons as to matters which the director believes to be
within such person’s professional or expert competence; or
(c) A committee of the Board upon which the director does not serve, as to matters within its
designated authority, which committee the director believes to merit confidence, so long as in any
such case, the director acts in good faith, after reasonable inquiry when the need therefore is
indicated by the circumstances and without knowledge that would cause such reliance to be
unwarranted.
SECTION 4. SELECTION AND TERMS OF OFFICE
A Nominating Committee of no fewer than three directors shall be appointed by the Chair not later
than at the April Board meeting each year. The Nominating Committee shall present at the June
Board meeting each year the names of one or more candidates for at least as many board members
as vacancies shall exist for the upcoming term. Additional nominations may be submitted by current
directors at the June Board meeting. Those nominees for directors receiving the most votes shall be
the elected directors. The directors elected at the June meeting shall assume office on July 1 of the
following new fiscal year. Each term shall be for three years. New directors shall serve no more than
two consecutive terms. After serving two consecutive three-year terms, Directors may not be re-
appointed or re-elected to the Board for a one-year period after they have termed out.
SECTION 5. FEES AND COMPENSATION
Directors and members of committees shall serve without compensation for their services, but may
receive such reimbursement for expenses, as may be f ixed or determined by the Board of Directors in
the performance of their regular duties as specified in Section 3 of this Article.
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SECTION 6. LOANS.
This corporation shall not make any loan of money or property to, or guarantee the obligation of, any
director or officer, unless approved by the California Attorney General; provided, however, that this
corporation may advance money to a director or officer of this corporation or any subsidiary for
expenses reasonably anticipated to be incurred in performance of the duties of such officer or director
so long as such individual would be entitled to be reimbursed for such expenses absent that advance.
SECTION 7. CONFLICTS OF INTEREST
Whenever a director or officer, or their immediate family member, has a financial or personal interest
in any matter coming before the board of directors, the affected person shall a) fully disclose the
nature of the interest and b) withdraw from discussion, lobbying, and voting on the matter. Any
transaction or vote involving a potential conflict of interest shall be approved only when a majority of
disinterested directors determine that it is in the best interest of the corporation to do so. The minutes
of meetings at which such votes are taken shall record such disclosure, abstention and rationale for
approval.
For purposes of this provision, the term "interest" shall include personal interest, interest as director,
officer, member, stockholder, shareholder, partner, manager, trustee or beneficiary of any concern
and having an immediate family member who holds such an interest in any concern. The term
"concern" shall mean any corporation, association, trust, partnership, limited liability entity, firm,
person or other entity other than the organization.
SECTION 8. PLACE OF MEETINGS
Meetings shall be held at any place within the State of California which has been designated from
time to time by a majority consensus of the Board of Directors. In the absence of such designation,
regular meetings shall be held at the principal office of the corporation.
Any meeting not held at the principal office of the corporation shall be valid only if held on the written
consent of all directors given either before or after the meeting and filed with the Secretary of the
corporation, or after all board members have been given written notice of the meeting as hereinafter
provided for special meetings of the board.
Any meeting, regular or special, may be held by conference telephone, electronic video screen
communication, or other communications equipment. Participation in a meeting through use of
conference telephone constitutes presence in person at that meeting so long as all directors
participating in the meeting are able to hear one another. Participation in a meeting through use of
electronic video screen communication or other communications equipment (other than conference
telephone) constitutes presence in person at that meeting if all of the following apply:
a). Each director participating in the meeting can communicate with all of the other directors
concurrently;
b) Each director is provided the means of participating in all matters before the board, including,
without limitation, the capacity to propose, or to interpose an objection to, a specific action to be
taken by the corporation;
c) The corporation adopts and implements some means of verifying 1) that all persons participating in
the meeting are directors of the corporation or are otherwise entitled to participate in the meeting,
and 2) that all actions of, or votes by, the board are taken and cast only by directors and not by
persons who are not directors.
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SECTION 9. REGULAR AND ANNUAL MEETINGS
Regular meetings of the Board shall be held on such dates and at such times as may be fixed by the
Board, subject to notice not less than two calendar day prior to each meeting.
An annual meeting of directors shall be held no later than June 30th of each year. At least four days
notice by email or first-class mail addressed to each director's address as it is shown on the records of
the Corporation shall be given for the annual meeting. Directors shall be elected by the Board of
Directors in accordance with this section. Cumulative voting by directors for the election of directors
shall not be permitted. The candidates receiving the highest number of votes up to the number of
directors to be elected shall be elected. Each director shall cast one vote, with voting being by ballot
only.
SECTION 10. SPECIAL MEETINGS
Special meetings of the Board for any purpose or purposes may be called at any time by the Chair of
the Board, the President, any Vice President, the Secretary or any two (2) Directors. Special
meetings of the Board shall be held upon four (4) days notice by first-class mail or forty-eight hours
(48) notice given personally or by telephone or electronic communication. Any such notice shall be
addressed or delivered to each director at such director’s address as it is shown upon the records of
the corporation or as may have been given to the corporation by records or if not readily
ascertainable, at the place in which the meetings of the directors are regularly held.
SECTION 11. NOTICE OF MEETINGS
Notice by mail shall be deemed to have been given at the time it is delivered to a common carrier for
transmission, or accurately transmitted by the person giving the notice by electronic means, to the
recipient or when written notice is deposited in the United States mails, postage prepaid. Any other
written notice shall be deemed to be given at the time it is personally delivered to the recipient. Oral
notice shall be deemed to have been given at the time it is communicated, in person or by telephone
including a voice messaging system or by electronic
transmission, to the recipient or to a person at the office of the recipient who the person giving the
notice has reason to believe will promptly communicate it to the receiver.
SECTION 12. CONTENTS OF NOTICE
Notice of meetings not herein dispensed with shall specify the place, day and hour of the meeting.
The purpose of any board meeting need not be specified in the notice.
SECTION 13. WAIVER OF NOTICE AND CONSENT TO HOLDING MEETINGS
Notice of a meeting need not be given to any director who signs a waiver of notice or a written
consent to holding the meeting or an approval of the minutes thereof, whether before or after the
meeting, or who attends the meeting without protesting, prior thereto or at its commencement, the
lack of notice to such director. All such waivers, consents and approvals shall be filed with the
corporate records or made a part of the minutes of the meetings.
SECTION 14. QUORUM FOR MEETINGS
A majority of directors shall constitute a quorum of the Board for the transaction of business, except to
adjourn as provided in herein. Every act or decision done or made by a majority of the directors
present at a meeting duly held at which a quorum is present shall be regarded as the act of the Board,
unless a greater number be required by law or by the Articles, except as provided in the next
sentence. A meeting at which a quorum is initially present may continue to transact business
notwithstanding the withdrawal of directors, if any action taken is approved by at least a majority of the
required quorum for such meeting or such greater percentage as may be required by law, or the
Articles of Incorporation or Bylaws of this corporation.
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SECTION 15. ADJOURNMENT
A majority of the directors present, whether or not a quorum is present, may adjourn any directors’
meeting to another time and place. If the meeting is adjourned for more than 24 hours, notice of an
adjournment to another time or place shall be given prior to the time of the adjourned meeting to the
directors who were not present at the time of the adjournment. Otherwise, notice of the time and place
of holding an adjourned meeting need not be given to absent directors if the time and place be fixed at
the meetings adjourned.
SECTION 16. MEETING BY ELECTRONIC CONFERENCE
Participation in any meeting of the Board of Directors or a committee of the Board by means of
conference telephone or any means of communication by which all persons participating in the
meeting are able to hear one another shall constitute presence in person at the meeting.
SECTION 17. CONDUCT OF MEETINGS
Meetings of the Board of Directors shall be presided over by the Chairperson of the Board, or, if no
such person has been so designated or, in his or her absence, the President of the corporation or, in
his or her absence, by the Vice President of the corporation or, in the absence of each of these
persons, by a Chairperson chosen by a majority of the directors present at the meeting. The Secretary
of the corporation shall act as secretary of all meetings of the board, provided that, in his or her
absence, the presiding officer shall appoint another person to act as Secretary of the Meeting.
SECTION 18. ACTION WITHOUT MEETING
Any action required or permitted to be taken by the Board may be taken without a meeting (i.e. via
email) if all (100%) of all the members of the Board shall individually or collectively consent in writing
to such action. Such consent or consents shall have the same effect as a unanimous vote of the
Board and shall be filed with the minutes of the proceedings of the Board.
1. Any action taken by electronic vote must be preceded by an open discussion among all board
members prior to any votes being cast.
2. A board decision made by electronic vote must be unanimous among all installed directors
(except when a director must recuse him/herself due to conflict of interest or loyalty).
3. If a board member expresses concerns or requests additional discussion about the presented
motion, the vote will be deferred until a meeting can be held in-person (or via telephone/video
conference).
Such written consent or consents shall be filed with the minutes of the proceedings of the board. Such
action by written consent shall have the same force and effect as the unanimous vote of the directors.
Any certificate or other document filed under any provision of law which relates to action so taken
shall state that the action was taken by unanimous written consent of the Board of Directors without a
meeting and that the Bylaws of this corporation authorize the directors to so act, and such statement
shall be prima facie evidence of such authority.
SECTION 19. EMERGENCY PROVISIONS
During any emergency resulting from an attack on the United States or on a locality in which the
corporation conducts its activities or customarily holds meetings of its board, or during any nuclear or
atomic disaster, or during the existence of any catastrophe, or other similar emergency condition, as a
result of which a quorum of the Board or of the Executive Committee, if any, cannot readily be
convened for action, a meeting of the Board or of said committee may be called by any officer or
director. Such notice need be given only to such of the directors or members of the committee, as the
case may be, as it may be feasible to reach at the time and by such means as may be feasible at the
time including, without limitation, publication or radio.
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The director or directors in attendance at the meeting of the Board, and the members of the Executive
Committee, if any, in attendance at the meeting of the committee, shall constitute a quorum. If none
is in attendance at the meeting, the officers or other persons designated on a list approved by the
Board before such emergency, all in such order of priority and subject to such conditions and for such
period of time (not longer than reasonably necessary after the termination of the emergency) as may
be provided in the resolution approving the list, shall, to the extent required to provide a quorum at
any meeting of the Board or of the Executive Committee, be deemed directors or members of the
committee, as the case may be, for such meeting.
The Board, either before or during any such emergency, may provide, and from time to time modify,
lines of succession in the event that during such emergency any or all officers or agents of the
corporation shall for any reason be rendered incapable of discharging their duties. The Board, either
before or during any such emergency, may effective in the emergency, change the principal office or
designate several alternative offices or authorize the officers so to do.
SECTION 20. VACANCIES
Subject to the provisions of the California Nonprofit Public Benefit Corporation Law, any director may
resign effective upon giving written notice to the Chair of the Board, the President, or the Secretary of
the Board, unless the notice specifies a later time for the effectiveness of such resignation. If the
resignation is effective at a future time, a successor may be selected before such time, to take office
when the resignation becomes effective.
Vacancy or vacancies on the Board shall be deemed to exist in case of the death, resignation or
removal of any director, or if the authorized number of directors is increased.
The Board may declare vacant the office of a director who has been declared of unsound mind by a
final order of court, or convicted of a felony, or found by a final order or judgment of any court to have
breached any duty arising under Article 3 of the California Nonprofit Public Benefit Corporation Law.
No director may resign if the corporation would then be left without a duly elected director or directors
in charge of its affairs, except upon notice to the Attorney General.
Vacancies on the board may be filled by approval of the board or, if the number of directors then in
office is less than a quorum, by (1) the unanimous written consent of the directors then in office, (2)
the affirmative vote of a majority of the directors then in office at a meeting held pursuant to notice or
waivers of notice complying with this Article of these Bylaws, or (3) a sole remaining director.
A person elected to fill a vacancy as provided by this Section shall hold office until the next annual
election of the Board of Directors or until his or her death, resignation or removal from office.
No reduction of the authorized number of directors shall have the effect of removing any director prior
to the expiration of the director’s term of office.
SECTION 21. PARTICIPATION IN MEETING BY BOARD MEMBERS.
Failure of a director to attend at least fifty percent (50%) of a combination of the regular scheduled
meetings of the board and the committees on which each board member is assigned in any six month
period shall cause said member to be deemed as inactive and same shall be treated as a voluntary
resignation from the board.
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SECTION 22. NON-LIABILITY OF DIRECTORS
A person who performs the duties of a director in accordance with the above shall have no liability
based upon any failure or alleged failure to discharge that person's obligations as a director, including,
without limiting the generality of the foregoing, any actions or omissions which exceed or defeat a
public or charitable purpose to which the corporation, or assets held by it, are dedicated; except if a
person has a financial interest, directly or indirectly, through business, investment, or family.
ARTICLE 6
Indemnification
SECTION 1. DEFINITIONS
For the purposes of this Article 6, “agent” means any person who is or was a director, officer,
employee or other agent of the corporation, or is or was serving at the request of the corporation, as a
partnership, joint venture, trust or other enterprise, or was a director, officer, employee or agent of a
foreign or domestic corporation which was a predecessor corporation of the corporation or of another
enterprise at the request of such predecessor corporation; “proceeding” means any threatened,
pending or completed action or proceeding, whether civil, criminal, administrative or investigative; and
“expenses” includes without limitation attorneys’ fees and any expenses of establishing a right to
indemnification under Section 4 or 5(b) of this Article 6.
SECTION 2. INDEMNIFICATION IN ACTIONS BY THIRD PARTIES
The Corporation shall have power to indemnify any person who was or is a party or is threatened to
be made a party to any proceeding, (other than an action by or in the right of the corporation to
procure a judgment in its favor, an action brought under the California Nonprofit Public Benefit
Corporation Law, or an action brought by the Attorney General or a person granted relator status by
the Attorney General for any breach of duty relating to assets held in charitable trust) by reason of the
fact that such person is or was an agent of the corporation, against expenses, judgments, fines,
settlements and other amounts actually and reasonable incurred in connection with such proceedings
if such person acted in good faith and in a manner such person reasonably believed to be in the best
interests of the corporation and, in the case of a criminal proceeding, had no reasonable cause to
believe the conduct of such person was unlawful. The termination of any proceeding by judgment,
order, settlement, conviction or upon a plea of nolo contendere or its equivalent shall not, of itself,
create a presumption that the person did not act in good faith and in a manner which the person
reasonably believed to be in the best interests of the corporation or that the person had reasonable
cause to believe that the person’s conduct was unlawful.
SECTION 3. INDEMNIFICATION IN ACTIONS BY OR IN THE RIGHT OF THE CORPORATION
The corporation shall have the power to indemnify any person who was or is a party or is threatened
to be made a party to any threatened, pending or completed action by or in the right of the
corporation, or brought under Section 5233 of the California Nonprofit Public Benefit Corporation Law,
or brought by the Attorney General or a person granted relator status by the Attorney General for
breach of duty relating to assets held in charitable trust, to procure a judgment in its favor by reason of
the fact that such person is or was an agent of the corporation, against expenses actually and
reasonably incurred by such person in connection with the defense or settlement of such action if
such person acted in good faith, in a manner such person believed to be in the best interests of the
corporation and with such case, including reasonable inquiry as an ordinarily prudent person in a like
position would use under similar circumstances. No indemnification shall be made under this Section:
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(a) In respect of any claim, issue or matter as to which such person shall have been adjudged to be
liable to the corporation in the performance of such person’s duty to the corporation, unless and
only to the extent that the court in which such proceeding is or was pending shall determine upon
application that, in view of all the circumstances of the case, such person is fairly and reasonably
entitled to indemnity for the expenses which such court shall determine;
(b) Of amounts paid in settling or otherwise disposing of a threatened or pending action, with or
without court approval; or
(c) Of expenses incurred in defending a threatened or pending action which is settled or otherwise
disposed of without court approval, unless it is settled with the approval of the Attorney General.
SECTION 4. INDEMNIFICATION AGAINST EXPENSES
To the extent that an agent of the corporation has been successful on the merits in defense of any
proceeding referred to in Sections 2 or 3 of this Article 6 or in defense of any claim, issue or matter
therein, the agent shall be indemnified against expenses actually and reasonably incurred by the
agent in connection therewith.
SECTION 5. REQUIRED DETERMINATIONS
Except as provided in Section 4 of this Article 6 any indemnification under this Article 6 shall be made
by the corporation only if authorized in the specific case, upon a determination that indemnification of
the agent is proper in the circumstances because the agent has met the applicable standard of
conduct set forth in Section 2 or 3 of this Article 6, by;
(a) A majority vote of a quorum consisting of directors who are not parties to such proceeding; or
(b) The court in which such proceeding is or was pending upon application made by the corporation
or the agent or the attorney or other person rendering services in connection with the defense,
whether or not such application by the agent, attorney or other person is opposed by the
corporation.
SECTION 6. ADVANCE OF EXPENSES
Expenses incurred in defending any proceeding may be advanced by the corporation prior to the final
disposition of such proceeding upon receipt of an undertaking by or on behalf of the agent to repay
such amount unless it shall be determined ultimately that the agent is entitled to be indemnified as
authorized in this Article 6.
SECTION 7. OTHER INDEMNIFICATION
No provision made by the corporation to indemnify it or its subsidiary’s directors or officers for the
defense of any proceeding, whether contained in the Articles, Bylaws, a resolution of members or
directors, an agreement or otherwise, shall be valid unless consistent with this Article 6. Nothing
contained in this Article 6 shall affect any right to indemnification to which persons other than such
directors and officers may be entitled by contract or otherwise.
SECTION 8. FORMS OF INDEMNIFICATION NOT PERMITTED
No indemnification or advance shall be made under this Article 6, except as provided in Sections 4 or
5(b), in any circumstances where it appears:
(a) That it would be inconsistent with a provision of the Articles, these Bylaws, or an agreement in
effect at the time of the accrual of the alleged cause of action asserted in the proceeding in which
the expenses were incurred or other amounts were paid, which prohibits or otherwise limits
indemnification; or
(b) That it would be inconsistent with any condition expressly imposed by a court in approving a
settlement.
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SECTION 9. INSURANCE
The Board of Directors may adopt a resolution authorizing the purchase and maintenance of
insurance on behalf of any agent of the corporation (including a director, officer, employee or other
agent of the corporation) against any liability other than for violating provisions of law relating to self-
dealing (Section 5233 of the California Nonprofit Public Benefit Corporation Law) asserted against or
incurred by the agent in such capacity or arising out of the agent's status as such, whether or not the
corporation would have the power to indemnify the agent against such liability under the provisions of
Section 5238 of the California Nonprofit Public Benefit Corporation Law.
SECTION 10. NONAPPLICABILITY TO FIDUCIARIES OF EMPLOYEE BENEFIT PLANS
This Article 6 does not apply to any proceeding against any trustee, investment manager or other
fiduciary of an employee benefit plan in such person’s capacity as such, even though such person
may also be an agent of the corporation as defined in Section 1 of this Article 6. The corporation shall
have power to indemnify such trustee, investment manager or other fiduciary to the extent permitted
by the California General Corporation Law.
ARTICLE 7
OFFICERS
SECTION 1. NUMBER OF OFFICERS
The officers of the corporation shall be a Chair, a President (if the Board shall determine that the
President shall be a separate person from the Chair), one or more Vice Presidents, a Secretary and a
Treasurer. The corporation may also have, at the discretion of the Board, one or more Assistant
Secretaries, one or more Assistant Treasurers, and such other officers as may be elected or
appointed in accordance with the provisions of Section 3 of this Article 7. Any number of offices may
be held by the same person except as provided in these Bylaws and except that neither the Secretary
nor the Treasurer may serve concurrently as Chair or President. Unless and until such time as the
Board may determine that the President shall be a separate person from the Chair, the term
"President" as it appears in these Bylaws shall be deemed to mean the Chair.
SECTION 2. QUALIFICATION, ELECTION, AND TERM OF OFFICE
The officers of the corporation, except such officers as may be elected or appointed in accordance
with the provisions of Section 3 or Section 5 of this Article 7, shall be chosen annually by, and shall
serve at the pleasure of, the Board, and shall hold their respective offices until their resignations,
removal, or other disqualification from service, or until their respective successors shall be elected.
SECTION 3. SUBORDINATE OFFICERS
The Board may elect, and may empower the President to appoint, such other officers as the business
of the corporation may require, each of whom shall hold office for such period, have such authority
and perform such duties as are provided in these Bylaws or as the Board may from time to time
determine.
SECTION 4. REMOVAL AND RESIGNATION
Any officer may be removed, either with or without cause, by a majority vote of the Board of Directors,
at any time or, in the case of an officer chosen by the Board, by any officer upon whom such power of
removal may be conferred by the Board.
Any officer may resign at any time by giving written notice to the Board of Directors or to the
President or Secretary of the corporation, but without prejudice to the rights, if any, of the corporation
under any contract to which the officer is a party. Any such resignation shall take effect at the date of
the receipt of such notice or at any later time specified therein and, unless otherwise specified therein,
the acceptance of such resignation shall not be necessary to make it effective.
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SECTION 5. VACANCIES
Any vacancy caused by the death, resignation, removal, disqualification, or otherwise, of any officer
shall be filled by the Board of Directors as they occur and not on an annual basis. In the event of a
vacancy in any office other than that of President, such vacancy may be filled temporarily by
appointment by the President until such time as the Board shall fill the vacancy. Vacancies occurring
in offices of officers appointed at the discretion of the board may or may not be filled as the board
shall determine.
SECTION 6. DUTIES OF PRESIDENT
If the Chair of the Board is not determined by the Board to be a different person from the President,
the President shall act as the Chair of the Board and shall be the general manager and chief
executive officer of the corporation and has, subject to the control of the Board, general supervision,
direction and control of the business and officers of the corporation.
Except as otherwise expressly provided by law, by the Articles of Incorporation, or by these Bylaws,
he or she shall, in the name of the corporation, execute such deeds, mortgages, bonds, contracts,
checks, or other instruments which may from time to time be authorized by the Board of Directors.
SECTION 7. DUTIES OF VICE PRESIDENT
In the absence or disability of the President, the Vice President, if any be appointed, in order of their
rank as fixed by the Board, or, if not ranked, the Vice President designated by the Board, shall
perform all the duties of the President and, when so acting, shall have all the powers of, and be
subject to all the restrictions upon, the President. The Vice President shall have such other powers
and perform such other duties as from time to time may be prescribed for them respectively by the
Board.
SECTION 8. DUTIES OF SECRETARY
The Secretary shall keep or cause to be kept, at the principal office or such other place as the Board
may order, a book of minutes of all meetings of the Board and its committees, with the time and place
of holding, whether regular or special, and if special, how authorized, the notice thereof given, the
names of those present at Board and committee meetings, and the proceedings thereof.
The Secretary shall keep, or cause to be kept, at the principal office in the State of California the
original or a copy of the corporation’s Articles and Bylaws, as amended to date.
The Secretary shall give, or cause to be given, notice of all meetings of the Board and any
committees thereof required by these Bylaws or by law to be given, shall keep the seal of the
corporation in safe custody, and shall have such other powers and perform such other duties as may
be prescribed by the Board.
SECTION 9. DUTIES OF TREASURER
The Treasurer is the chief financial officer of the corporation and shall keep and maintain, or cause to
be kept and maintained, adequate and correct accounts of the properties and business transactions of
the corporation. The books of account shall at all times be open to inspection by any director.
The Treasurer shall deposit all monies and other valuables in the name and to the credit of the
corporation with such depositories as may be designated by the Board. The Treasurer shall disburse
the funds of the corporation as may be ordered by the Board, shall render to the President and the
directors, whenever they request it, an account of all transactions as Treasurer and of the financial
condition of the corporation, and shall have such other powers and perform such other duties as may
be prescribed by the Board.
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5Cities Homeless Coalition Bylaws Amended July 19 2021 Page 12 of 16
SECTION 10. EXECUTIVE DIRECTOR
The corporation may employ an executive director who shall be chief administrator of the staff of the
corporation. The executive director shall report to the Board President and the Board of Directors and
is responsible for carrying out the policies and programs of the corporation.
SECTION 11. STAFF
All employees of the corporation shall be designated as staff members.
SECTION 12. STAFF BENEFITS
The executive director, if employed, is delegated the responsibility to develop recommendations on all
matters relating to staff wages, hours, benefits and working conditions. All such recommendations
shall be reviewed and reported to the President and shall be subject to confirmation or rejection by the
Board of Directors.
ARTICLE 8
COMMITTEES
SECTION 1. EXECUTIVE COMMITTEE
The Board of Directors may, by a majority vote of directors, designate two (2) or more of its members
(who may also be serving as officers of this corporation) to constitute an Executive Committee and
delegate to such Committee any of the powers and authority of the board in the management of the
business and affairs of the corporation, except with respect to:
(a) The approval of any action which, under law or the provisions of these Bylaws, requires the
approval of the members or of a majority of all of the members.
(b) The filling of vacancies on the board or on any committee which has the authority of the board.
(c) The fixing of reimbursement of expenses of a director, except that all board members shall
otherwise serve without compensation.
(d) The amendment or repeal of Bylaws or the adoption of new Bylaws.
(e) The amendment or repeal or any resolution of the board which by its express terms is not so
amendable or repealable.
(f) The appointment of committees of the board or the members thereof.
(g) The approval of any self-dealing transaction, as such transactions are defined in Section 5233 of
the California Nonprofit Public Benefit Corporation Law.
By a majority vote of its members then in office, the board may at any time revoke or modify any or all
of the authority so delegated, increase or decrease but not below two (2) the number of its members,
and fill vacancies therein from the members of the board. The Committee shall keep regular minutes
of its proceedings, cause them to be filed with the corporate records, and report the same to the board
from time to time as the board may require.
SECTION 2. OTHER COMMITTEES
The corporation shall have such other committees as may from time to time be designated by
resolution of the Board of Directors. The Board shall have the power to prescribe the manner in which
proceedings of any such committee shall be conducted. Such other committees may consist of
persons who are not also members of the board. These additional committees shall act in an advisory
capacity only to the board and shall be clearly titled as "advisory" committees.
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5Cities Homeless Coalition Bylaws Amended July 19 2021 Page 13 of 16
SECTION 3. MEETINGS AND ACTION OF COMMITTEES
Meetings and action of committees shall be governed by, noticed, held and taken in accordance with
the provisions of these Bylaws concerning meetings of the Board of Directors, with such changes in
the context of such Bylaw provisions as are necessary to substitute the committee and its members
for the Board of Directors and its members, except that the time for regular meetings of committees
may be fixed by resolution of the Board of Directors or by the committee. The time for special
meetings of committees may also be fixed by the Board of Directors. The Board of Directors may also
adopt rules and regulations pertaining to the conduct of meetings of committees to the extent that
such rules and regulations are not inconsistent with the provisions of these Bylaws.
ARTICLE 9
EXECUTION OF INSTRUMENTS, DEPOSITS AND FUNDS
SECTION 1. EXECUTION OF INSTRUMENTS
The Board of Directors, except as otherwise provided in these Bylaws, may by resolution authorize
any officer or agent of the corporation to enter into any contract or execute and deliver any instrument
in the name of and on behalf of the corporation, and such authority may be general or confined to
specific instances. Unless so authorized, no officer, agent, or employee shall have any power or
authority to bind the corporation by any contract or engagement or to pledge its credit or to render it
liable monetarily for any purpose or in any amount.
SECTION 2. CHECKS AND NOTES
Except as otherwise specifically determined by resolution of the Board of Directors, or as otherwise
required by law, checks, drafts, promissory notes, orders for the payment of money, and other
evidence of indebtedness of the corporation shall be signed by the Treasurer and countersigned by
the President of the corporation.
SECTION 3. DEPOSITS
All funds of the corporation shall be deposited from time to time to the credit of the corporation in such
banks, trust companies, or other depositories as the Board of Directors may select.
SECTION 4. GIFTS
The Board of Directors may accept on behalf of the corporation any contribution, gift, bequest, or
devise for the charitable or public purposes of this corporation.
ARTICLE 10
OTHER PROVISIONS
SECTION 1. ENDORSEMENT OF DOCUMENTS; CONTRACTS.
Subject to the provisions of applicable law, any note, mortgage, evidence of indebtedness, contract,
conveyance or other instrument in writing and any assignment or endorsement thereof executed or
entered into between the corporation and any other person, when signed by the Chair of the Board,
the President or any Vice President and the Secretary, the Treasurer or any Assistant Treasurer of
the corporation shall be valid and binding on the corporation in the absence of actual knowledge on
the part of the other person that the signing officer has no authority to execute the same. Any such
instruments may be signed by any other person or persons and in such manner as from time to time
shall be determined by the Board, and, unless so authorized by the Board, no officer, agent or
employee shall have any power or authority to bind the corporation by a contract or engagement or to
pledge its credit or to render it liable for any purpose or amount.
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5Cities Homeless Coalition Bylaws Amended July 19 2021 Page 14 of 16
SECTION 2. REPRESENTATIONS OF SHARES OF OTHER CORPORATIONS.
The President or any other officer or officers authorized by the Board or by the President are each
authorized to vote, represent and exercise on behalf of the corporation all rights incident to any and all
shares of any other corporation or corporations standing in the name of the corporation. The authority
herein granted may be exercised either by any such officer in person or by any other person
authorized to do so by proxy or power of attorney duly executed by said officer.
SECTION 3. CONSTRUCTION AND DEFINITIONS.
Unless the context otherwise requires, the general provisions, rules of construction and definitions
contained in the General Provisions of the California Nonprofit Public Benefit Corporation Law shall
govern the construction of these Bylaws.
ARTICLE 11
CORPORATE RECORDS, REPORTS AND SEAL
SECTION 1. MAINTENANCE OF CORPORATE RECORDS
The corporation shall keep at its principal office in the State of California:
(a) Minutes of all meetings of directors, committees of the board indicating the time and place of
holding such meetings, whether regular or special, how called, the notice given, and the names of
those present and the proceedings thereof;
(b) Adequate and correct books and records of account, including accounts of its properties and
business transactions and accounts of its assets, liabilities, receipts, disbursements, gains and losses;
(c) A copy of the corporation's Articles of Incorporation and Bylaws as amended to date, which shall
be open to inspection by the members, if any, of the corporation at all reasonable times during office
hours.
SECTION 2. CORPORATE SEAL
The Board of Directors may adopt, use, and at will alter, a corporate seal. Such seal shall be kept at
the principal office of the corporation. Failure to affix the seal to corporate instruments, however, shall
not affect the validity of any such instrument.
SECTION 3. DIRECTORS' INSPECTION RIGHTS
Every director shall have the absolute right at any reasonable time to inspect and copy all books,
records and documents of every kind and to inspect the physical properties of the corporation.
SECTION 4. RIGHT TO COPY AND MAKE EXTRACTS
Any inspection under the provisions of this Article may be made in person or by agent or attorney and
the right to inspection includes the right to copy and make extracts.
SECTION 5. ANNUAL REPORT
The board shall cause an annual report to be furnished not later than one hundred and twenty (120)
days after the close of the corporation's fiscal year to all directors of the corporation which report shall
contain the following information in appropriate detail:
(a) The assets and liabilities, including the trust funds, of the corporation as of the end of the fiscal
year;
(b) The principal changes in assets and liabilities, including trust funds, during the fiscal year;
(c) The revenue or receipts of the corporation , both unrestricted and restricted to particular purposes,
for the fiscal year;
(d) The expenses or disbursements of the corporation, for both general and restricted purposes,
during the fiscal year;
(e) Any information required by Section 7 of this Article.
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5Cities Homeless Coalition Bylaws Amended July 19 2021 Page 15 of 16
The annual report shall be accompanied by any report thereon of independent accountants, or, if
there is no such report, the certificate of an authorized officer of the corporation that such statements
were prepared without audit from the books and records of the corporation.
SECTION 6. ANNUAL STATEMENT OF SPECIFIC TRANSACTIONS
This corporation shall mail or deliver to all directors a statement within one hundred and twenty (120)
days after the close of its fiscal year which briefly describes the amount and circumstances of any
indemnification or transaction of the following kind:
(a) Any transaction in which the corporation, or its parent or its subsidiary, was a party, and in which
either of the following had a direct or indirect material financial interest:
(1) Any director or officer of the corporation, or its parent or subsidiary (a mere common directorship
shall not be considered a material financial interest); or
(2) Any holder of more than ten percent (10%) of the voting power of the corporation, its parent or its
subsidiary.
The above statement need only be provided with respect to a transaction during the previous fiscal
year involving more than FIFTY THOUSAND DOLLARS ($50,000) or which was one of a number of
transactions with the same persons involving, in the aggregate, more than FIFTY THOUSAND
DOLLARS ($50,000).
Similarly, the statement need only be provided with respect to indemnifications or advances
aggregating more than TEN THOUSAND DOLLARS ($10,000) paid during the previous fiscal year to
any director or officer, except that no such statement need be made if such indemnification was
approved by the members pursuant to Section 5238(e)(2) of the California Nonprofit Public Benefit
Corporation Law.
Any statement required by this Section shall briefly describe the names of the interested persons
involved in such transactions, stating each person's relationship to the corporation, the nature of such
person's interest in the transaction and, where practical, the amount of such interest, provided that in
the case of a transaction with a partnership of which such person is a partner, only the interest of the
partnership need be stated.
ARTICLE 12
FISCAL YEAR
SECTION 1. FISCAL YEAR OF THE CORPORATION
The fiscal year of the corporation shall begin on July 1 and end on June 30 in each year.
ARTICLE 13
AMENDMENT OF BYLAWS
SECTION 1. AMENDMENT
These bylaws may be adopted, amended or repealed by the vote of a majority of the directors then in
office. Such action is authorized only at a duly called and held meeting of the Board of Directors for
which written notice of such meeting, setting forth the proposed bylaw revisions with explanations
therefore, is given in accordance with these bylaws, unless such notice is waived in accordance with
these bylaws. If any provision of these bylaws requires the vote of a larger proportion of the Board
than is otherwise required by law, that provision may not be altered, amended, or repealed except by
that greater vote.
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Page 306 of 417
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Page 308 of 417
2022-23
5Cities Homeless Coalition
Board of Directors
Ken Dalebout, President
Linda Pierce, Vice President
Mariam Shah, Vice President
Brad Wilbert, Secretary
Paul Jarvis, Treasurer
Nancy Allison
Peggy Coon
Pat Cusack
Kassi Dee
Chief Mike Martinez
Donna Milne
Lisa Murdoch
Jane Renahan
Adam Verdin
Executive Director
Janna Nichols
Janna.Nichols@5chc.org
www5CHC.org
P.O. Box 558
100 S. 4th Street
Grover Beach, CA 93483
Office (805) 574-1638
Fax (805) 668-2380
5Cities Homeless Coalition
A 501(c)(3) Nonprofit Corporation
ID #27-041359
5cities homeless coalition
Page 309 of 417
5 c i t i e s h o m e l e s s c o a l i t i o n
5Ci$es Homeless Coali$on
Board of Directors
Ken Dalebout, President
Linda Pierce, Vice President
Mariam Shah, Vice President
Brad Wilbert, Secretary
Paul Jarvis, Treasurer
Nancy Allison
Peggy Coon
Pat Cusack
Kassi Dee
Mike Mar$nez
Donna Milne
Lisa Murdoch
Jane Renahan
Adam Verdin
Execu$ve Director
Janna Nichols
Janna.Nichols@5chc.org
www5CHC.org
P.O. Box 558
Grover Beach, CA 93483
Office (805) 574-1638
Fax (805) 668-2380
5Cities Homeless Coalition
A 501(c)(3)
Nonprofit Corpora$on
ID #27-041359
Re: Authorization To Request Grant Funds
This is to certify that Board President Kenneth Dalebout and/or
Executive Director Janna Nichols are authorized to request grant
funds through the County of San Luis Obispo 2023 Action Plan for
the following funding sources: CDBG, ESG, PLHA.
This is to certify that the foregoing is true and duly adopted by the
Board of Directors of said corporation on the date set forth below.
Dated: Oct 11, 2022
Brad Wilbert,
Board Secretary
Officer of the Corporation
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5CHC Board
of Directors
Stratgeic
Plan
Executive
Committtee
Executive
Director
Housing Program
Manager
Housing
Rapid
Re-Housing
Homeless
Prevention
Youth
Outreach &
Case
Management
Host
Home
Transitional
Housing &
Case Mgmt
Benefit
Aqcuistiion &
Advocacy
Care
Coordination
CAL AIM
Coordinated
Entry
Information &
Referral
Diversion
Immediate
Needs
Shelter & Outreach
Program Manager
Shelter
Non-Congreagagte
Emergency Shelter
Longbranch
Barca Street Project
Warming Center
Safe Parking
Outreach
Encampment
Jail to
Community
Associate
Director
Grants
Develpment &
Management
Donor Tracking
Corporate and
Foundation Gifts
Donor
Communications &
Social Media
Fundraising
Events
Volunteer
Recruitment
Human
Resources
Accounting
Data Management
& Reporting
Fund
Development
Committee
Marketing
Copmmittee Program
Committee
Facilitty
Committee
5Cities Homeless Coalition
Organization Chart 2022-23
Executive Director Janna Nichols - Bilingual
Supportive Services for Veteran Families Program – Good Samaritan Shelter Employees Good Samaritan Shelter Staff
Associate Director Devon McQuade
Development & Communications Coordinator/Volunteer Coordinator Aidan Beals
Data Specialist Jim Gausling
Business Operations Specialist – Grant Management Amy Sheppard
Business Operations Specialist - Bookkeeper Amber Glabere
Accountant - Contract Burkart & Stevens
Business Operations Specialist – HR & Administration Jessie Sawyers
Business Operations Assistant – Donor Tracking & Communications Julie Burns
Business Operations Assistant Vacant
Shelter & Outreach Program Manager Jorge Gonzales- Bilingual
Outreach & Shelter Case Manager Sergio Ahumada- Bilingual
Outreach & Shelter Case Manager Laura Lewis
Outreach & Shelter Case Manager Charmain Navarette- Bilingual
Outreach & Shelter Case Manager Rachel Perey
Housing Program Manager Michael Azevedo
Benefits Advocate – Case Manager Amelia Stephens
Yourh Program Case Manager Vacant
Case Manager –Housing Case Manager Ben Alonso- Bilingual
Case Manager –Housing Case Manager Heather Miller
Case Manager –Housing Case Manager Janet Rivas- Bilingual
Coordinated Entry Resource & Referral Specialist T.J. Robinson
Coordinated Entry Resource & Referral Specialist Dolores Ruiz- Bilingual
Pale Color = Programs
Under Consideration
Or In Development
Page 311 of 417
PO Box 1930
Newport, Oregon 97365
Prepared by
Certified Public Accountant
DECEMBER 31, 2020
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
AUDITED FINANCIAL STATEMENTS
SIGNE GRIMSTAD
530 NW 3rd Street
Page 312 of 417
Ken Dalebout President
Linda Pierce Vice President
Brad Wilbert Secretary
Paul Jarvis Treasurer
Nancy Allison Director
Peggy Coon Director
Pat Cusack Director
Judith Higgins Director
Pastor David Hutsko Director
Chief Jake Miller Director
Jane Renahan Director
Amy Taylor Director
Mike Wooten Director
Janna Nichols Executive Director
Charlotte Alexander Director of Operations
Grover Beach, California 93483
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
BOARD OF DIRECTORS
STAFF
ADDRESS
PO Box 558
100 S. 4th Street
Page 313 of 417
INTRODUCTORY SECTION
Title page
Board of Directors
Table of Contents
FINANCIAL SECTION Page
Independent Auditor's Report 1-2
Statement of Financial Position 3
Statement of Activities 4
Statement of Functional Expenses for Program and Support Services 5
Statement of Cash Flows 6
Notes to the Financial Statements 7-18
5CITIES HOMELESS COALITION, INC.
Table of Contents
GROVER BEACH, CALIFORNIA
Page 314 of 417
1
INDEPENDENT AUDITOR’S REPORT
To the Board of Directors
5Cities Homeless Coalition, Inc.
PO Box 558
Grover Beach, California 93483
I have audited the accompanying financial statements of 5Cities Homeless Coalition, Inc.
(a nonprofit corporation), which comprise the statement of financial position as of
December 31, 2020, the related statements of activities, functional expenses, and cash
flows for the year then ended, and the related notes to the financial statements.
Management’s Responsibility for the Financial Statements
Management is responsible for the preparation and fair presentation of these financial
statements in accordance with accounting principles generally accepted in the United
States of America; this includes the design, implementation, and maintenance of internal
control relevant to the preparation and fair presentation of financial statements that are
free from material misstatement, whether due to fraud or error.
Auditor’s Responsibility
My responsibility is to express an opinion on these financial statements based on my
audit. I conducted my audit in accordance with auditing standards generally accepted in
the United States of America. Those standards require that I plan and perform the audit
to obtain reasonable assurance about whether the financial statements are free of
material misstatement.
An audit involves performing procedures to obtain audit evidence about the amounts and
disclosures in the financial statements. The procedures selected depend on the auditor’s
judgment, including the assessment of the risks of material misstatement of the financial
statements, whether due to fraud or error. In making those risk assessments, the auditor
considers internal control relevant to the entity’s preparation and fair presentation of the
financial statements in order to design audit procedures that are appropriate in the
circumstances, but not for the purpose of expressing an opinion on the effectiveness of
the entity’s internal control. Accordingly, I express no such opinion. An audit also includes
evaluating the appropriateness of accounting policies used and the reasonableness of
significant accounting estimates made by management, as well as evaluating the overall
presentation of the financial statements.
I believe that the audit evidence I have obtained is sufficient and appropriate to provide a
basis for my audit opinion.
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5Cities Homeless Coalition, Inc.
May 18, 2021
2
Opinion
In my opinion, the financial statements referred to above present fairly, in all material respects, the
financial position of 5Cities Homeless Coalition, Inc. as of December 31, 2020, and the changes in its net
assets and its cash flows for the year then ended in accordance with accounting principles generally
accepted in the United States of America.
GRIMSTAD & ASSOCIATES
Signe Grimstad
Certified Public Accountant
Newport, Oregon
May 18, 2021
Signe Grimstad CPA
Page 316 of 417
Without Donor With Donor
Restrictions Restrictions Total
Assets
Current assets
Cash 189,159$ 7,500$ 196,659$
Grants receivable 420,666 - 420,666
Prepaid expenses 8,264 - 8,264
Deposits 7,646 - 7,646
Total current assets 625,735 7,500 633,235
Property and equipment
Property and equipment, at cost 1,004,835 - 1,004,835
Less: Accumulated depreciation (28,880) - (28,880)
Net fixed assets 975,955 - 975,955
Other assets
Deposits 500 - 500
Total other assets 500 - 500
Total assets 1,602,190$ 7,500$ 1,609,690$
Liabilities and net assets
Current liabilities
Accounts payable 31,022$ -$ 31,022$
Accrued wages 26,285 - 26,285
Accrued paid time off 10,807 - 10,807
Accrued interest 1,983 - 1,983
Deferred revenue 90,711 - 90,711
Notes payable, current portion 55,226 - 55,226
Total current liabilities 216,034 - 216,034
Long-term liabilities
Notes payable, long-term portion 182,274 - 182,274
Total long-term liabilities 182,274 - 182,274
Total liabilities 398,308 - 398,308
Net assets
Without donor restrictions 1,203,882 - 1,203,882
With donor restrictions -7,500 7,500
Total net assets 1,203,882 7,500 1,211,382
Total liabilities and net assets 1,602,190$ 7,500$ 1,609,690$
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
STATEMENT OF FINANCIAL POSITION
as of December 31, 2020
The accompanying notes are an integral part of these financial statements.
3Page 317 of 417
Without Donor With Donor
Restrictions Restrictions Total
Support:
Government grants 54,089$ -$ 54,089$
Foundation grants 87,944 -87,944
Contributions, individuals 320,368 -320,368
Contributions, businesses 59,471 -59,471
Contributions in-kind 131,957 -131,957
Total support 653,829 -653,829
Revenues:
Government contracts 791,481 -791,481
Special events 70,622 -70,622
Bank interest 16 - 16
Realized loss on sale of donated stocks (78)-(78)
Total revenues 862,041 -862,041
Total support and revenues 1,515,870 -1,515,870
Expenses:
Program services:
Housing support 373,187 -373,187
Immediate needs 43,667 -43,667
Homeless youth 83,210 -83,210
Benefits advocacy 64,925 -64,925
Warming center 64,703 64,703
Outreach and other 347,087 -347,087
Total program expenses 976,779 -976,779
Support services:
Management and general 163,363 -163,363
Fundraising 133,221 -133,221
Total expenses 1,273,363 -1,273,363
Change in net assets 242,507 -242,507
Net assets at beginning of fiscal year 971,297 7,500 978,797
Prior period adjustment (9,922) -(9,922)
Net assets at beginning of fiscal year, restated 961,375 7,500 968,875
Net assets at end of fiscal year 1,203,882$ 7,500$ 1,211,382$
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
STATEMENT OF ACTIVITIES
For the Year Ended December 31, 2020
The accompanying notes are an integral part of these financial statements.
4
Page 318 of 417
Housing Immediate Homeless Benefits Warming Outreach Management Fund-Total
Support Needs Youth Advocacy Center and Other Total and General raising Expenses
Salaries and wages 75,000$ -$ 31,000$ 51,300$ 24,184$ 177,335$ 358,819$ 118,336$ 41,945$ 519,100$
Payroll taxes 6,195 - 2,561 4,237 1,997 14,648 29,638 9,775 3,465 42,878
Health insurance 1,726 - 714 1,181 557 4,083 8,261 2,724 966 11,951
Workers' compensation 396 - 164 271 128 937 1,896 625 221 2,742
Total personnel costs 83,317 - 34,439 56,989 26,866 197,003 398,614 131,460 46,597 576,671
Accounting and auditing 1,003 1,003 1,003 1,003 1,003 1,003 6,018 4,435 1,504 11,957
Bank and merchant fees - - - - - - - 329 3,251 3,580
Dues and subscriptions - - - - - - - 330 - 330
Employee recruitment - - - - - 4,315 4,315 138 - 4,453
Eviction prevention 154,626 - 2,300 - - - 156,926 - - 156,926
Insurance 2,115 2,115 2,115 2,115 2,115 2,115 12,690 2,644 2,291 17,625
Interest 1,870 221 421 329 318 1,678 4,837 - - 4,837
Information technology - - - - - 4,333 4,333 1,238 619 6,190
Licenses and taxes - - - - - 20 20 2,067 - 2,087
Mileage - 37 25 - 10 52 124 1,008 - 1,132
Miscellaneous - - - - - - - 516 - 516
Occupancy 1,672 1,672 1,672 1,672 1,672 1,672 10,032 2,091 1,811 13,934
Office supplies - - - - - 8,284 8,284 1,788 446 10,518
Payroll service 717 - 297 491 231 1,696 3,432 1,132 402 4,966
Partner contracts - - 15,000 - - 11,800 26,800 - 2,500 29,300
Postage - - - - - 19 19 660 508 1,187
Printing and reproduction - - 38 - - 173 211 - 254 465
Rapid rehousing 109,417 - 23,520 - - - 132,937 - -132,937
Rent - - - - 6,000 41,914 47,914 3,926 5,093 56,933
Repairs and maintenance - - - - - 1,301 1,301 653 - 1,954
Software - - - - - 20 20 - 2,499 2,519
Special event direct costs - - - - - -- - 8,492 8,492
Staff development - - 54 - - 136 190 30 20 240
Supplies and equipment 16,124 36,293 - - 18,556 6,958 77,931 3,993 5,801 87,725
Website 200 200 200 200 200 200 1,200 - 1,818 3,018
Subtotal expenses 371,061 41,541 81,084 62,799 56,971 284,692 898,148 158,438 83,906 1,140,492
Contributions in-kind - - - - 5,606 60,269 65,875 2,267 55,504 123,646
Depreciation 2,126 2,126 2,126 2,126 2,126 2,126 12,756 2,658 2,303 17,717
Less special event direct costs - - - - - - - - (8,492) (8,492)
Total expenses 373,187$ 43,667$ 83,210$ 64,925$ 64,703$ 347,087$ 976,779$ 163,363$ 133,221$ 1,273,363$
Percent of total expenses 29.31%3.43%6.53%5.10%5.08%27.26%76.71%12.83%10.46%100.00%
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
STATEMENT OF FUNCTIONAL EXPENSES FOR PROGRAM AND SUPPORT SERVICES
For the Year Ended December 31, 2020
Support ServicesProgram Services
The accompanying notes are an integral part of these financial statements.
5
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Without Donor With Donor
Restrictions Restrictions Total
Cash flows from operating activities
Change in net assets 242,507$ -$ 242,507$
Adjustments to reconcile change in net assets
to net cash provided by operating activities:
Depreciation 17,717 - 17,717
Loss on sale of donated stocks 78 78
Donated stocks (8,311) (8,311)
Changes in operating assets and liabilities:
(Increase) decrease in:
Grants receivable (260,798) - (260,798)
Prepaid expenses (3,039) - (3,039)
Deposits (6) - (6)
Increase (decrease) in:
Accounts payable 29,196 - 29,196
Accrued wages 11,297 - 11,297
Accrued vacation 6,305 - 6,305
Accrued interest 1,983 1,983
Deferred revenue 52,107 - 52,107
Net cash provided by operating activities 89,036 - 89,036
Cash flows from investing activities
Purchases of fixed assets (105,952) - (105,952)
Proceeds from sales of donated stocks 8,233 8,233
Net cash used by investing activities (97,719) - (97,719)
Cash flows from financing activities
Bank line of credit proceeds 42,000 - 42,000
Bank line of credit payments (89,457) - (89,457)
Notes payable proceeds 237,500 - 237,500
Notes payable payments (50,000) - (50,000)
Net cash provided by financing activities 140,043 - 140,043
Net increase in cash and equivalents 131,360 - 131,360
Cash and cash equivalents at beginning of year 57,799 7,500 65,299
Cash and cash equivalents at end of year 189,159$ 7,500$ 196,659$
Supplementary cash flow disclosures
Cash paid for interest 2,854$
Schedule of noncash transactions:
In-kind contributions of stocks (8,311)$
Noncash investment in stocks 8,311
Net noncash transactions -$
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
STATEMENT OF CASH FLOWS
For the Year Ended December 31, 2020
The accompanying notes are an integral part of these financial statements.
6
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Note 1 - Description of Organization
Nature of operations
5Cities Homeless Coalition, Inc. (5CHC) is a California nonprofit corporation organized on March 3, 2009. 5CHC
works to transform lives in southern San Luis Obispo County, California, from the Cities of Avila Beach to Nipomo.
5CHC mobilizes community resources, fosters hope, and advocates for the homeless and those facing homeless-
ness with the vision of building an engaged community that fully understands the complexities of homelessness and
actively shares the responsibility of creating and implementing solutions to reduce it and shelter their neighbors. 5CHC
derives its revenue from government and other grants, contracts, contributions and fundraising.
Description of programs
Housing Support
The Housing Support Program serves those who are homeless or at risk of losing housing in San Luis Obispo County.
Case management, rental and deposit assistance, information and referral to community services, comprehensive
needs assessment, identification of barriers to success, and development of an immediate action plan. Those who
visit 5CHC's office are provided access to computer, internet, phone charging, mailing address, food and hygiene
supplies. The program also serves veterans who are homeless or at risk of losing housing through a joint effort with
Good Samaritan Shelter to provide supportive services for veteran families (SSVF). The United States Department of
Veterans Affairs provides funding for this program.
Immediate Needs
Assists homeless and low-income families and individuals who reside in southern San Luis Obispo County with funds
to address their immediate needs and move them to self-sufficiency, home stability, and economic improvement.
Assistance is used for utilities, fuel, auto repairs, food, clothing, and unpaid bills paid directly to applicable vendors
on behalf of program participants.
Homeless Youth
Matches a case manager with unaccompanied youth aged 16-24 to provide education, connection, and services such
as immediate needs, housing, and development of an individualized Action Plan to assist them in living independently,
maintaining steady employment, and continuing their education.
Benefits Advocacy
Those enrolled in 5CHC's case management are offered additional guidance and advocacy for obtaining and retaining
public benefits such as Supplemental Security Income (SSI), Social Security Disability Insurance (SSDI), CalFresh
and other assistance. Participants are encouraged to learn financial literacy and budgeting.
Warming Center
Provides an overnight warming center during the winter months when temperature predications are at or below 40
degrees or rain potential of 50% or more from November through April. Those staying at the warming center are
provided meals and laundry services and may arrive by 5pm and leave by 7am the next day.
Outreach and Other Programs
Provide coordinated entry into the homelessness support system that begins with conducting a comprehensive
assessment of needs, identification of barriers to success, and development of an immediate action plan for each
individual or family who requests assistance. 5CHC's staff serves as a source of information on available resources,
knowledge of county programs for the homeless, and referral services for those in need.
Management and General
Includes the functions necessary to maintain 5CHC's support program; ensure an adequate working environment;
provide coordination and articulation of 5CHC's program strategy through the office of the executive director; secure
proper administrative functioning of the board of directors; maintain competent legal services for the program admin-
istration of 5CHC; and manage the financial and budgetary responsibilities of 5CHC.
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
7Page 321 of 417
Note 1 - Description of Organization (continued)
Fundraising
Includes publicizing and conducting fundraising campaigns; maintaining donor lists; grant writing; conducting
special fundraising events; and other activities involved with soliciting contributions and grants from governments,
foundations, individuals, businesses, and others.
Note 2 - Significant Accounting Policies
5CHC prepares its financial statements in accordance with generally accepted accounting principles promulgated
in the United States of America (U.S.GAAP) for nonprofit entities. The significant accounting and reporting policies
used by 5CHC are described subsequently to enhance the usefulness and understandability of the financial
statements.
Basis of Accounting
The accompanying financial statements have been prepared on the accrual basis of accounting and, accordingly,
reflect all significant receivables, payables, and other accruals.
Use of estimates
The preparation of financial statements in conformity with U.S.GAAP requires management to make estimates and
assumptions that affect the reported amounts of assets and liabilities at the date of the financial statements and
the reported amounts of revenue and expenses during the reporting period. On an ongoing basis, 5CHC's manage-
ment evaluates the estimates and assumptions based upon historical experience and various other factors and
circumstances. 5CHC's management believes that the estimates and assumptions are reasonable in the circum-
stances; however, actual results could differ from those estimates.
Net assets
The financial statements report net assets and changes in net assets in two classes that are based upon the
existence or absence of restrictions on use that are placed by its donors, as follows:
Net assets without donor restrictions
Net assets without donor restrictions are resources available to support operations. The only limits on the use of
these net assets are the broad limits resulting from the nature of the organization, the environment in which it
operates, the purposes specified in its corporate documents and its application for tax-exempt status, plus any
limits resulting from contractual agreements with creditors and others that are entered into in the course of its
operations.
Net assets with donor restrictions
Net assets with donor restrictions are resources that are restricted by donors for use for specified purposes or in
certain future periods. Some donor-imposed restrictions are temporary in nature, and the restrictions expire when
the resources are used in accordance with the donor's instructions or when the stipulated time has passed. Other
donor-imposed restrictions are perpetual in nature; 5CHC must continue to use the resources in accordance with
the donors' instructions. Restricted support is recorded as an increase in unrestricted net assets if the restriction
expires in the reporting period in which the support is recognized.
When donors' restrictions are satisfied, either by using the resources in the manner specified by the donors or by
the passage of time, the expiration of the restrictions are reported in the financial statements by reclassifying the
net assets from net assets with donor restrictions to net assets without donor restrictions. Net assets restricted for
acquisition of buildings or equipment (or less commonly, the contribution of those assets directly) are reported as
net assets with donor restrictions until the specified assets are placed in service by 5CHC, unless the donors
provide more specific instructions about the period of the assets' use.
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
8
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Note 2 - Significant Accounting Policies (continued)
Classification of transactions
All revenues are reported as increases in net assets without donor restrictions in the statement of activities unless
any donor specified the use of the related resources for a particular purpose or in a future period. All expenses are
reported as decreases in net assets without donor restrictions. Net investment gains and losses are recorded as
increases or decreases, respectively, of restricted net assets until designated to be spent when they are recorded
as unrestricted net assets.
Cash and cash equivalents
Cash and cash equivalents include all cash balances on deposit with financial institutions and highly liquid
investments with a maturity of three months or less at the date of purchase.
Grants receivable and allowance for doubtful accounts
Receivables are accounted for on the accrual basis and become past due after 60 days. No allowance for
uncollectable accounts has been provided, as 5CHC typically collects all outstanding amounts. Grant receivables
are written off if all efforts at collection have failed and management determines that collection is unlikely.
Receivables older than 90 days totaled $65,266, at December 31, 2020.
Donations of property and equipment
Donations of property and equipment (long-lived assets) that do not have donor imposed stipulations about how
long the property must be used are recorded as unrestricted contributions in the fiscal year received.
Property and equipment
Purchases of fixed assets costing $2,500 or more are capitalized. Donated fixed assets valued at $2,500 or more
are capitalized and recorded at fair value at the time of receipt. Expenditures for major renewals and betterments
that extend the useful lives of property and equipment are capitalized. Expenditures for maintenance and repairs
are charged to expense as incurred. The cost and accumulated depreciation of property sold or retired is removed
from the related asset and accumulated depreciation accounts and any resulting gain or loss is recorded in the
fiscal year of disposal. Depreciation is calculated utilizing the straight-line method over the estimated useful lives
of the assets, that range from 5 to 10 years for furniture and equipment, 10 to 40 years for building and building
improvements.
Impairment of long-lived assets
Long-lived assets are reviewed for impairment whenever events or changes in circumstances indicate that the
carrying value may not be recoverable. Recoverability is measured by a comparison of the carrying amount of the
asset to the future net undiscounted cash flow expected to be generated and any estimated proceeds from the
eventual disposition. If any long-lived assets are considered to be impaired, the impairment to be recognized is
measured at the amount by which the carrying amount of the asset exceeds the fair value as determined from an
appraisal, discounted cash flow analysis or other valuation technique. There was no impairment loss recognized
during the year ended December 31, 2020.
Investments
Investments typically consist of donated, publicly traded securities with readily determinable fair values, presented
at fair value in the statement of financial position. Realized and unrealized gains and losses are included in the
change in net assets in the accompanying statement of activities. Donated securities are recorded at their fair
value on the date of donation which is the closing price per share per published stock market reports. Donated
securities are sold upon receipt to ensure the highest value of the security is received as intended by the donor(s).
Accounting for contributions
Contributions, including unconditional promises to give, are recognized when received. All contributions are
reported as increases in net assets without donor restrictions unless use of the contributed assets is specifically
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
9
Page 323 of 417
Note 2 - Significant Accounting Policies (continued)
Accounting for contributions (continued)
restricted by the donor. Amounts received that are restricted by the donor to use in future periods or for specific
purposes are reported as increases in net assets with donor restrictions. Unconditional promises with payments
due in future years have an implied restriction to be used in the year the payment is due, and therefore are
reported as restricted until the payment is due, unless the contribution is clearly intended to support activities of
the current fiscal year. Conditional promises, such as matching grants, are not recognized until they become
unconditional, that is, until all conditions on which they depend are substantially met.
Contributions in-kind
5CHC sometimes receives contributions in a form other than cash. Donated supplies are recorded as contributions
at the date of the gift and as expenses when the donated items are placed into service or distributed. If 5CHC
receives a contribution of land, buildings, or equipment, the contributed asset is recognized as an asset at its
estimated fair value at the date of the gift, provided that the value of the asset and its estimated useful life meets
5CHC's capitalization policy. Donated use of facilities is reported as contributions and as expenses at the
estimated fair value of similar space for rent under similar conditions. If the use of the space is promised uncon-
ditionally for a period greater than one year, the contribution is reported as a contribution and an unconditional
promise to give at the date of the gift, and the expense is reported over the term of use.
5CHC benefits from personal services provided by many volunteers. Those volunteers have donated regular amounts
of time and services in 5CHC's program operations and in its fundraising campaigns. However, the majority of the
contributed services do not meet the criteria for recognition in the financial statements. 5CHC records the fair value
of contributed services in the financial statements if the services either (a) create or enhance a nonfinancial asset
or (b) require specialized skills; are provided by persons possessing those skills; and would need to be purchased
if they were not donated as required by ASC 958.
Grant revenue
Grant revenue is recognized when the qualifying costs are incurred for cost-reimbursement grants or contracts or
when a unit of service is provided for performance grants. Grant revenue for federal agencies is subject to indepen-
dent audit under the Office of Management and Budget's audit requirements for federal awards and review by
grantor agencies. The review could result in the disallowance of expenditures under the terms of the grant or
reductions of future grant funds. Based on prior experience, 5CHC's management believes that costs ultimately
disallowed, if any, would not materially affect the financial position of the organization.
Expense recognition and allocation
The cost of providing 5CHC's programs and other activities is summarized on a functional basis in the statement
of functional expenses. Expenses that can be identified with a specific program or support service are charged
directly to that program or support service. Costs common to multiple functions have been allocated among the
various functions benefitted using a reasonable allocation method that is consistently applied, as follows:
Salaries, wages, benefits, and payroll taxes are allocated based on activity reports prepared by key personnel.
Occupancy costs such as utilities, depreciation, and interest are allocated based on the actual costs per
square foot for each program.
Insurance, some supplies and miscellaneous expenses that cannot be directly identified are allocated on the
basis of employee headcount for each program and supporting activity.
Every 3 years, or more often when new space or programs are added, the bases on which costs are allocated are
evaluated.
Management and general expenses include those costs that are not directly identifiable with any specific program,
but which provide for the overall support and direction of 5CHC.
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
10
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Note 2 - Significant Accounting Policies (continued)
Expense recognition and allocation (continued)
Fundraising costs are expensed as incurred, even though they may result in contributions received in future years.
5CHC generally does not conduct its fundraising activities in conjunction with its other activities. In the few cases
in which it does, such as when the annual report or donor acknowledgements contain requests for contributions,
joint costs are allocated between fundraising and management and general expenses in accordance with U.S.
GAAP for costs of activities that include fundraising.
Advertising costs
Advertising costs are recorded as expenses of the applicable program in the period incurred.
Income taxes
5CHC has been determined to be exempt from federal income tax under section 501(c)(3) of the Internal Revenue
Code, qualifies for the charitable contribution deduction under Section 170(b)(1)(A) and has been classified as an
organization other than a private foundation under Section 509(a)(2). With few exceptions, 5CHC is no longer
subject to U.S. federal and state income tax examinations by tax authorities for fiscal years before January 1, 2016.
The preparation of financial statements in conformity with U.S. GAAP requires 5CHC to report information regarding
its exposure to various tax positions taken by 5CHC. 5CHC has determined whether any tax positions have met the
recognition threshold and has measured any entity exposure to those tax positions. Management believes that all
relevant tax positions have been adequately addressed and that there are no unrecorded tax liabilities. Federal and
state tax authorities generally have the right to examine and audit the previous three years of tax returns filed.
Subsequent events
Management has evaluated subsequent events through May 18, 2021, which was the date the financial statements
were available to be issued.
Fair value measurements
FASB ASC 820, Fair Value Measurements and Disclosures, establishes a framework for measuring fair value. That
framework provides a fair value hierarchy that prioritizes the inputs to valuation techniques used to measure value.
The hierarchy gives the highest priority to unadjusted quoted prices in active markets for identical assets or liabil-
ities (Level 1 measurements) and the lowest priority to unobservable inputs (Level 3 measurements). The three levels
of the fair value hierarchy under FASB ASC 820 are described on the following page.
Level 1. Inputs to the valuation methodology are unadjusted quoted prices for identical assets or liabilities in active
markets that 5CHC has the ability to access.
Level 2. Inputs to the valuation methodology include quoted prices for similar assets or liabilities in active or
inactive markets, inputs other than quoted prices that are observable for the asset or liability, and inputs that are
derived principally from or corroborated by observable market data by correlation or other means. If the asset or
liability has a specified (contractual) term, the Level 2 input must be observable for substantially the full term of the
asset or liability.
Level 3. Inputs to valuation methodology are unobservable and significant to the fair value measurement.
5CHC did not have any assets or liabilities using Level 3 valuation methodology.
The primary uses of fair value measures in 5CHC's financial statements are as follows:
Initial measurement of in-kind contributions including donated public securities.
Change in accounting principles
FASB is the Financial Accounting Standards Board and ASU is Accounting Standards Update.
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
11
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Change in accounting principles (continued)
5CHC implemented FASB ASU No. 2016-01 - Financial Instruments-Overall (Subtopic 825-10): Recognition and
Measurement of Financial Assets and Financial Liabilities in the current year. This ASU did not have an effect on
5CHC's financial statements since the required disclosures are made annually.
5CHC implemented FASB ASU No. 2016-18 - Statement of Cash Flows (Topic 230): Restricted Cash in the
current year which added a column on the statement of cash flows for restricted cash activity.
5CHC implemented FASB ASU No. 2014-09 - Revenue from Contracts With Customers (Topic 606). This ASU
did not have an effect on 5CHC's financial statements.
5CHC implemented FASB ASU No. 2018-08 - Revenue Clarifying the Scope and the Accounting Guidance for
Contributions Received and Contributions Made (Topic 958). This ASU did not have an effect on 5CHC's financial
statements.
Note 3 - Liquidity and Availability
Financial assets available for general expenditure, that is, without donor or other restrictions limiting their use,
within one year of December 31, 2020 are:
Financial assets:Amount
Cash 196,659$
Grants receivable 420,666
Prepaid expenses 8,264
Deposits 7,646
Total financial assets 633,235
Less financial assets held to meet donor-imposed restrictions:
Restricted cash 7,500
Total restricted financial assets 7,500
Amount available for general expenditures within one year 625,735$
Restricted cash of $7,500 is not available for general operations, rather it is restricted for a specific purpose.
The deposits are rental deposits and will be returned to 5CHC in 2021, and, accordingly are included in the
amount available for general expenditures in the next year.
5CHC also has a bank line of credit of $125,000 for cash flow purposes if grants receivable continue to be
collected slowly during the pandemic.
Note 4 - Cash
Cash and money market funds are held in separate bank and investment accounts. All cash deposits were
insured by federal depository insurance at December 31, 2020, and consisted of the following:
Bank Books
SESLOC Credit Union money market 100,016$ 100,016$
SESLOC Credit Union share account 5 5
Mechanics Bank operations 112,560 95,411
Mechanics Bank programs 1,202 1,027
Petty cash - 200
Subtotal cash in banks and on hand 213,783 196,659
Less restricted cash - 7,500
Total operating cash 213,783$ 189,159$
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
GROVER BEACH, CALIFORNIA
5CITIES HOMELESS COALITION, INC.
Balance per
12
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Note 5 - Concentrations
Concentrations of grants receivable at December 31, 2020 are as follows:
Amount % of Total
San Luis Obispo County (all grants)364,086$ 86.55%
City of Grover Beach (CDBG)42,591 10.12%
All other 13,989 3.33%
Total accounts receivable 420,666$ 100.00%
Concentrations of support and revenues for the year ended December 31, 2020 are as follows:
Amount % of Total
San Luis Obispo County (all grants)580,816$ 38.32%
City of Grover Beach (all grants)181,032 11.94%
Other government contracts 29,633 1.95%
Other grants 142,033 9.37%
Contributions (individuals and businesses)379,839 25.06%
Contributions in-kind 131,957 8.71%
Other 70,560 4.65%
Total support and revenues 1,515,870$ 100.00%
Note 6 - Prepaid Expenses and Deposits
Prepaid expenses and deposits consisted of the following at December 31, 2020:
Prepaid expenses:Amount
Prepaid employee benefits 3,446$
Prepaid rent 4,306
Prepaid property taxes 512
Total prepaid expenses 8,264$
Deposits:
Former office deposit (to be refunded in 2021)7,146$
Warming Center deposit (to be refunded in 2021)500
Subtotal current deposits 7,646
WEX Bank, gas credit card deposit (long-term)500
Total deposits 8,146$
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
13
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Note 7 - Property and Equipment
Property and equipment activity for the fiscal year ended December 31, 2020, is detailed in the following
schedule.
Beginning Ending
Property and equipment:Balance Additions Disposals Balance
Land 350,000$ -$ -$ 350,000$
Building 525,500 - - 525,500
Improvements - 97,759 - 97,759
Vehicles 15,248 - - 15,248
Equipment 8,135 8,193 - 16,328
Fixed assets at cost 898,883 105,952 - 1,004,835
Less: Accumulated depreciation 11,163 17,717 - 28,880
Net fixed assets 887,720$ 88,235$ -$ 975,955$
Note 8 - Investments
Investment activity for the year ended December 31, 2020 is detailed below.
Cost Sale Realized Fair Value
Donated stocks Basis Proceeds Gain(loss)Level
Abbott Labs, 54 shares, 12/2/2020 5,840$ 5,736$ (104)$ 1
Abbott Labs, 23 shares, 12/23/2020 2,471 2,497 26 1
Total 8,311$ 8,233$ (78)$
The stocks were held long enough to sell, accordingly, no other investment income was earned. See Note 14
on in-kind contributions. The above stocks are considered fair value level 1 investments. See Note 2 on pages
10-11 for more details. In brief, the stocks were valued for cost basis at the closing stock market price on the
dates of donation.
Note 9 - Deferred Revenue
Deferred revenue consists of payments received from area governments for contracts that have not yet been
earned. Deferred revenue is moved to contract revenue once the funds are earned. Deferred revenue for the
year ended December 31, 2020 consisted of the following:
Deferred revenue
Vendor, Program Program Amount
City of Arroyo Grande, Warming Center 444$
City of Pismo Beach, operations 15,000
Emergency Food and Shelter National Board Program (EFSP)
Coronavirus Aid, Relief, and Economic Security (CARES) Act 188$
EFSP 3,087 3,275
San Luis Obispo County
Community Based Organization (CBO), Preventive Health Grant 21,411
Bank of the Sierra, COVID-19 4,719
Hoag Foundation, operations 8,750
Community Foundation of San Luis Obispo County (CFSLOCo)
Eviction Prevention (EP)9,319
Adult Health 17,000
Opportunity to Thrive grant program 4,078
Community Needs 3,715 34,112
Central Coast Funds for Children grant (CCFC)3,000
Total deferred revenue 90,711$
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
14
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Note 10 - Bank Line of Credit
5CHC has a $125,000 line of credit with Mechanics Bank at prime plus 2.75% or 8.25% in 2020. The line of
credit matures on July 9, 2020, and is secured by all assets of 5CHC. Interest expense on the line of credit
totaled $1,505 for 2020 including an annual loan fee of $750. There was no outstanding balance on the credit
line at December 31, 2020 and activity for the line during 2020 is as follows:
Beginning Ending
Balance Borrowed Repaid Balance
Bank line of credit activity 47,457$ 42,000$ (89,457)$ -$
Note 11 - Notes Payable
Notes payable consisted of the following at December 31, 2020:
Amount
Note payable to Mechanics Bank for the Paycheck Protection Program loan
sponsored by the U.S. Small Business Administration (SBA), dated April 24,
2020, payments begin in 2021 unless the forgiveness application is successful,
matures April 24, 2024, repayable in 18 monthly payments of principal plus
interest at 1%, totaling $4,924, unsecured. See Note 20.87,500$
Note payable to the SBA for Economic Disaster Injury Loan (EIDL) of $150,000,
dated September 1, 2020, matures September 1, 2050 when all outstanding
total $641 and begin on September 1, 2021. Secured by all assets of 5CHC and
interest expense includes a $100 lien filing fee.150,000
Total notes payable 237,500
Less current portion 55,226
Long-term portion 182,274$
Notes payable maturities are as follows:
Year ending December 31,Amount
2021 55,226$
2022 33,145
2023 3,637
2024 3,738
2025 3,949
Thereafter 137,805
Total Notes payable 237,500$
Note 12 - Net Assets With Donor Restrictions
Net assets with donor restrictions activity for the year ended December 31, 2020, is as follows:
Beginning Ending
Donor and restriction:Balance Received Released Balance
New Life Community Church of the Nazarene
for 100 S. 4th Street 2,500$ -$ -$ 2,500$
California Fine Wine for 100 S. 4th Street 5,000 -- 5,000
Total 7,500$ -$ -$ 7,500$
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
15
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Note 13 - Special Events
5CHC held four special events during 2020 as detailed below. Special event revenue excludes contributions
generated by the events which totaled an additional $10,126, presented in individual contributions on the
accompanying statement of activities.
Event Direct Net
Special events:Revenue Costs Income
Empty Bowls 43,570$ 6,533$ 37,037$
Fin's Fiesta and Fin's Giving Tuesday 20,547 806 19,741
Hope for Homeless Golf Tour 14,997 1,153 13,844
Total special events 79,114$ 8,492$ 70,622$
Note 14 - Contributions In-kind
5CHC received in-kind contributions from many donors during the year ended December 31, 2020 as listed
below.
In-kind contribution:Amount
Special events auction items and supplies 55,504$
Donated stocks (see Note 8 for details)8,311
Warming Center blankets and other items 5,606
Other program supplies 60,269
Operating supplies 2,267
Total in-kind contributions income 131,957
Less donated stocks capitalized as investments (8,311)
Total in-kind contributions expense 123,646$
In addition to the above in-kind contributions, 141 volunteers provided 1,750 hours of work valued at $52,413 for
the year ended December 31, 2020. These services did not meet the criteria for recognition in these financial
statements as described in Note 2.
Note 15 - Revenue from Contracts
Disaggregation of revenue
5CHC is awarded contracts from local government agencies for provision of services to individuals and families
who are homeless, are facing homelessness, or require support to remain housed in south San Luis Obispo
County. Support, such as grants and contributions, are received and recorded as income when received since
they are not contracts with performance obligations.
Type of income:Amount % of Total
Contracts 791,481$ 52.21%
Grants and contributions 653,829 43.13%
Other revenue 70,560 4.66%
Total support and revenue 1,515,870$ 100.00%
Grant receivables
Grant receivables on the accompanying statement of financial position records amounts owed for contracts
that are either not yet completed or not yet paid for in full. Grant receivables for 2020 are as follows:
Grant receivables beginning balance 159,868$
Grant receivables ending balance 420,666
Amount of change 260,798
Percent change 163%
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
16
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Note 15 - Revenue from Contracts (continued)
Deferred revenue
All of the revenue deferred received last year for unearned contract revenue was earned in 2020 as follows:
Beginning Ending
Balance Received Earned Balance
Deferred revenue from contracts 38,604$ 90,711$ (38,604)$ 90,711$
See Note 9 for deferred revenue detail.
Performance obligations
Contracts generally run for one fiscal year, some longer. All contracts are invoiced to funders as services are
provided and revenue is earned, typically on a monthly basis. Contract revenue that has not been recognized
at December 31, 2020 was approximately $2,123,026. Of these remaining performance obligations, 5CHC
expects to recognize revenue of 57% of this balance over the next twelve months and 43% thereafter.
Other revenue and cost of revenue
Other revenue is primarily special events revenue as detailed in Note 13 along with direct costs of special events.
The remaining revenue is interest income and investment loss.
Note 16 - Operating Leases
5CHC leases office and Warming Center space under operating leases that mature in 2021. Rent Expense for
the year ended December 31, 2020 totaled $56,933 for these leases as presented in the accompanying state-
ment of functional expenses. Future lease maturities total $16,306 to be paid for rent in 2021, with $4,306 due
for office rent and $12,000 for Warming Center rent.
Note 17 - Concentrations of Risk
Amounts held in financial institutions may at times be in excess of the Federal Deposit Insurance Corporation
and Securities Investor Protection Corporation limits during the year. 5CHC deposits its cash with high quality
financial institutions and management believes 5CHC is not exposed to significant credit risk on those amounts.
The majority of 5CHC's grants and contracts are received from governmental agencies and foundations. As such,
5CHC's ability to generate resources via grants and contributions is dependent upon the economic health of the
governmental agencies and area foundations. An economic downturn could cause a decrease in grants and
contributions that coincides with an increase in demand for 5CHC's services.
Note 18 - Commitments
5CHC has a contract with a construction company for roof, windows, and renovations to its building at
100 S. 4th Street for $50,134. The contract balance at December 31, 2020 was $27,145. Of this amount
$12,459 is accrued as accounts payable and $14,686 will be completed in 2021.
Note 19 - Prior Period Adjustments
Prior period adjustments were necessary to correct the beginning balance of net assets including restricted
contributions recorded as restricted net assets and as unrestricted deferred revenue, plus the omission of 2019
accruals such as prepaid health insurance, accrued wages and paid-time off. Adjustments to the beginning
balance of net assets for these prior year accruals are detailed in the following schedule:
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
17
Page 331 of 417
Note 19 - Prior Period Adjustments (continued)
Prior period adjustments:Unrestricted Restricted Total
Net assets beginning balance at January 1, 2020 971,297$ 7,500$ 978,797$
Reclass restricted net assets from
deferred revenue at year-end 2019 7,500 - 7,500
Record January 2020 health insurance as
prepaid expenses at year-end 2019 2,068 - 2,068
Record accrued wages at year-end 2019 (14,988) - (14,988)
Record paid time off at year-end 2019 (4,502) - (4,502)
Total prior period adjustments (9,922) - (9,922)
Net assets beginning balance, restated 961,375$ 7,500$ 968,875$
Note 20 - Subsequent Events
Funding
The following grants and contracts were awarded or renewed by 5CHC's current funders for one or more
fiscal years beginning after December 31, 2020:
Contracts Amount
CAPSLO for various programs 507,811$
City of Grover Beach, Community Development Block Grant 187,301
San Luis Obispo County, various programs 1,332,003
Good Samaritan, Supportive Services for Veterans Families 31,023
Local Initiatives Support Corp., Emergency Rental Assistance 88,936
Total contracts 2,147,074
Grants
Bank of America 10,000
Bank of the Sierra, COVID-19 9,719
Central Coast Funds for Children 3,000
Community Foundation of San Luis Obispo County 62,269
City of Arroyo Grande 444
City of Pismo Beach 15,000
San Luis Obispo County 21,411
Emergency Food and Shelter Program 7,739
Hoag Foundation 8,750
Subtotal grants 138,332
Total contracts and grants 2,285,406$
Bank Line of Credit
Mechanics Bank line of credit was renewed in September 2020. The line maximum borrowing amount
remains $125,000, at prime plus 2.75% or 6% initial rate, matures on July 9, 2022 and is secured by all
assets of 5CHC.
Notes Payable
The SBA Paycheck Protection Program loan of $87,500 through Mechanics Bank was forgiven in full on
March 24, 2021 including accrued interest totaling $812. The loan forgiveness changes the notes
payable maturity schedule presented in Note 11 to the following amounts for the EIDL loan only. The
negative amount due in 2021 occurred because loan payments do not begin until September 2021 while
interest accrued from September 2020 and was added to principal (negative net payments).
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
Net Assets
18
Page 332 of 417
Note 20 - Subsequent Events (continued)
Notes Payable (continued)
Revised notes payable maturities are as follows:
Year ending December 31,Amount
2021 (2,667)$
2022 3,538
2023 3,637
2024 3,738
2025 3,949
Thereafter 137,805
Total Notes payable 150,000$
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
19
Page 333 of 417
5CITIES HOMELESS COALITION (5CHC)
CONFLICT-OF-INTEREST POLICY
The purpose of this conflict-of-interest policy is to prevent the institutional or
personal interests of 5CHC board members, officers, volunteers and staff in
decision making roles from interfering with the performance of their duties to
5CHC, and to ensure that there is no personal, professional, or political gain at
the expense of 5CHC. This policy is not designed to eliminate relationships and
activities that may create a duality of interest, but to require the disclosure of any
conflicts of interest and the recusal of any interested party in a decision relating
thereto.
A conflict of interest may exist when the interests or potential interests of any
director, officer, volunteer (in a decision making role) or staff member, or that
person’s close relative, or any individual, group, or organization to which the
person associated with 5CHC has allegiance, may be seen as competing with
the interests of 5CHC, or may impair such person’s independence or loyalty to
5CHC. A conflict of interest is defined as an interest that might affect, or might
reasonably appear to affect, the judgment or conduct of any director, officer,
volunteer (in a decision making role) or staff member in a manner that is adverse
to the interests of 5CHC.
Examples
A conflict of interest may exist if a director, officer, volunteer (in a decision
making role), staff member, or close relative
Has a business or financial interest in any third party dealing with 5CHC. This
does not include ownership interest of less than 5 percent of outstanding
securities of public corporations.
Holds office, serves on a board, participates in management, or is employed
by any third party dealing with 5CHC, other than direct funders to 5CHC.
Derives remuneration or other financial gain from a transaction involving
5CHC (other than salary reported on a W -2 or W-9 or salary and benefits
expressly authorized by the board).
Receives gifts from any third party on the basis of his or her position with
5CHC (other than occasional gifts valued at no more than $[50], or if valued
at more than $[50], the gift is made available in a team space or common
area for others to share — e.g., fruit baskets, boxes of candy). All other gifts
should be returned to the donor with the explanation that 5CHC policy does
not permit the acceptance of gifts. No personal gift of money should ever be
accepted.
Engages in any outside employment or other activity that will materially
encroach on such person’s obligations to 5CHC; compete with 5CHC’s
activities; involve any use of 5CHC’s equipment, supplies, or facilities; or
imply 5CHC’s sponsorship or support of the outside employment or activity
Page 334 of 417
5CHC Confidentiality Policy, Draft 3.26.2012 Page 1 of 2
Use of Information
Directors, officers, volunteers (in decision making role) and staff shall not use
information received from participation in 5CHC affairs, whether expressly
denominated as confidential or not, for personal gain or to the detriment of
5CHC.
Disclosure and Recusal
Whenever any director has a conflict of interest or a perceived conflict of interest
with 5CHC, he or she shall notify the board chair of such conflict in writing.
Whenever any staff member (paid or volunteer), or volunteer (in a decision
making role) has a conflict of interest or a perceived conflict of interest with
5CHC, he or she shall notify the chief executive of such conflict in writing.
When any conflict of interest is relevant to a matter that comes under
consideration or requires action by the board, or a board committee, the
interested person shall call it to the attention of the board chair and shall not be
present during board or committee discussion or decision on the matter.
However, that person shall provide the board or applicable committee with any
and all relevant information on the particular matter.
The minutes of the meeting of the board or its committee shall reflect that the
conflict of interest was disclosed, that the interested person was not present
during discussion or decision on the matter, and did not vote.
Dissemination
A copy of this conflict-of-interest policy shall be furnished to each director, officer,
volunteer (in a decision making role) and staff member who is presently serving
this organization or who may become associated with it.
Certification
The policy and its application shall be reviewed annually for the information and
guidance of directors, officers, volunteers (in a decision making role) and staff
members, each of whom has a continuing responsibility to scrutinize their
transactions and outside business interests and relationships for potential
conflicts of interest, and make such disclosures as described in this policy.
As administered by the chief executive, each director or volunteer (in a decision
making role) will be asked to complete a certification of agreement with the policy
and disclosure of any known conflicts of interest upon his or her election or re-
election to the board and annually thereafter. As administered by the employee in
charge of human resources, each senior staff member will be asked to complete
such a certification upon his or her employment and on an annual basis
thereafter. All certifications shall be reviewed by the board as appropriate.
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5CHC Confidentiality Disclosure Form, 3.26.2012 Page 1 of 1
CONFLICT CERTIFICATION FOR 5CHC
Board and Senior Staff
Please initial in the space at the end of Item A or complete Item B, whichever is
appropriate; complete the balance of the form; sign and date the statement; and
return it to the board chair.
A. I am not aware of any relationship or interest or situation involving my
family or myself that might result in, or give the appearance of being,
a conflict of interest between such family member or me on one hand
and 5CHC on the other. Initials: _______
B. The following are relationships, interests, or situations involving me or
a member of my family that I consider might result in or appear to be
an actual, apparent, or potential conflict of interest between such family
members or myself on one hand and 5CHC on the other. Initials: _______
Corporate (either nonprofit or for-profit) directorships, positions, and employment:
________________________________________________________________
Memberships in the following organizations:
________________________________________________________________
Contracts, business activities, and investments with or in the following
organizations:
________________________________________________________________
Other relationships and activities:
________________________________________________________________
My primary business or occupation at this time:
I have read and understand 5CHC’s Conflict-of-Interest Policy and agree to be
bound by it. I will promptly inform the board chair of 5CHC of any material
change that develops in the information contained in the foregoing statement.
________________________ ________________________ __________
Type/Print Name Signature Date
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5CHC DEI Policy.docx Page 1 of 3
5CITIES HOMELESS COALITION
DIVERSITY AND INCLUSION
At 5CHC, Diversity and Inclusion are more than just words, they are values and principles that shape
our organizational culture and guide how we interact with one another, our partners, clients, donors,
volunteers and community. These values are not high-minded theory that we save only for
discussions at staff meetings and retreats. We believe that these values are the foundation for our
philosophy, culture, and practices and are present in every 5Cities Homeless Coalition employee,
volunteer, and Board member. Those who we serve are resilient, diverse, and multi-cultural, and we
are committed to reflecting this in our Staff, Board and workplace. We are striving to create an
environment where everyone feels empowered to be their full, authentic self; where all voices are
welcomed, heard and valued; where our similarities are embraced, our differences respected, and
both are celebrated for the value they bestow.
R-I-T-E VALUES
Our values shape our organizational culture and guide how we interact with one another, our partners,
clients, donors, volunteers and community. These values are not high-minded theory that we save only
for discussions at staff meetings and retreats. We believe that these values are the foundation for our
philosophy, culture, and practices and are present in every 5Cities Homeless Coalition employee,
volunteer, and Board member.
RESPECT
We see the whole person, and do not simply focus on the barrier or issue they may face. We
recognize the contributions and value of each individual.
• CARING
We desire to make a difference in the lives of others by acting with compassion, empathy and
truth. We begin by listening, with a focus on putting ourselves in the shoes of others.
• ELEVATE
We seek to lift up our customers and teammates through positivity, confidence, and
graciousness.
• DIVERSITY
We recognize the contributions and value of each individual. We are committed to
a positive environment in which everyone may experience a sense of belonging
and worth.
• INCLUSIVE
We embrace each individual’s unique talents and honor our diversity in life and work. We
share our stories of heritage, strengths and vulnerabilities so that we may grow together.
• SAFETY
We maintain a safe environment for our employees, volunteers, clients and community.
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5CHC DEI Policy.docx Page 2 of 3
INTEGRITY
We act with transparency, integrity, and honesty.
• HONESTY
We conduct our business with honesty and transparency. We are trustworthy and authentic.
• ACCOUNTABILITY
We hold ourselves accountable for our choices, actions, and results. When things don’t go as
planned, we proactively use the experience as an opportunity to share and learn.
• COMPLIANCE
We do what we say we will do. We honor the commitments we make, whether to clients,
donors, agency partners or to one another.
• CONFIDENTIALITY
We strictly protect all confidential information we may have about our clients, donors,
employees or the organization.
• STEWARDSHIP
We recognize that we have a responsibility to the community to maintain the public trust
through fiscal accountability and transparency.
TEAMWORK
We are a team on a mission, and will achieve our goals by working together.
• COOPERATION
We overcome obstacles, find solutions and deliver exceptional results through cooperation
and teamwork. We openly offer our ideas and suggestions while objectively considering
ideas from others.
• SERVICE
We put mission and team before self.
• RELATIONSHIPS
We seek to connect with clients, partners, donors, and each other to drive success.
By building relationships, we deliver better results together.
• COMMUNICATION
We build trust through constructive, candid communication that serves the common good.
• COMMITMENT
We are committed to putting forth our personal and professional best toward our shared
mission.
EXCELLENCE
We constantly push ourselves to be our best.
• IMPACT
We focus on solutions, and aspire to make an impact every day through our talents,
passion and hard work.
• PERSISTENCE
We recognize that the stakes are high for those we serve, and we endeavor to knock down
barriers to their success.
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5CHC DEI Policy.docx Page 3 of 3
• MISSION-FOCUSED
We live by our mission and act with great urgency to achieve life-changing results.
• INNOVATION
We operate with an intense focus to continually improve and strive to become the
benchmark through innovation and initiative.
• LEARNING
We strive to foster personal development and professional growth through
continuous learning opportunities for our employees, clients, volunteers and
community.
Page 339 of 417
Employee Handbook – 5Cities Homeless Coalition REV 08‐26‐2019
_______________________________________________________________________________________________
26
related injuries and illnesses.
Substance Abuse
The use of illegal drugs, and the abuse of legal drugs, is a matter of grave concern to the Organization.
Consumption of alcohol or drugs prior to or while working is strictly prohibited. A limited exception for
the consumption of alcohol is permitted if an employee is attending an Organization‐sanctioned event
and is expressly authorized by the Executive Director to consume alcohol during the event. Except as
expressly provided, the use or possession of any intoxicants or controlled substances during work hours
or on Organization property is strictly prohibited. If you are taking any medication which may adversely
affect your ability to perform your job in a safe or productive manner, you must report that situation
to the Executive Director.
Drug‐Free Workplace Policy and Awareness Program
5CHC strives to maintain an employment environment free of illegal drugs. The unlawful manufacture,
distribution, dispensing, possession, or use of a controlled substance is prohibited on company‐owned
or controlled property. This policy applies equally to supervisors, managers, employees and new hires
still in the probationary period of employment.
The Executive Director shall be responsible for establishing a drug‐free awareness program to inform
employees about the dangers of drug abuse in the workplace, the 5CHC policy of maintaining a drug‐
free workplace, the availability of drug counseling and rehabilitation programs, and the penalties for
violating this policy.
Compliance with this policy is a condition of employment. Any employee who violates this policy is
subject to disciplinary action that may include, but is not limited to, warnings, reprimands, suspension,
expulsion, demotion, or dismissal. Within 30 days of receiving notice that an employee has violated this
drug‐free workplace policy, the Executive Director will take appropriate disciplinary action against the
employee.
5CHC will implement this policy in a manner that complies with relevant federal, state and local law.
Security of Organization Premises and Property
All doors leading to public areas should be kept closed at all times. All employees with keys to the
Organization premises must use those keys responsibly, and must report any loss of theft of keys
immediately to the Executive Director. All keys must be returned to the Organization upon the
termination of employment.
Theft of any property belonging to the Organization, its employees, or its customers will not be
tolerated. Any theft by an employee, regardless of the value, may subject the employee to immediate
discharge and criminal prosecution.
Driving for Organization Business
Organization employees who may be required to drive their personal vehicle on Organization business
must possess a valid California state driver's license and proof of liability insurance. Any accident, no
Page 340 of 417
5CHC Housing First Policy.docx Oct. 2021
5Cities Homeless Coalition
Housing First Policy
For 5Cities Homeless Coalition “Housing First” means that we seek to provide housing as a
means to recovery, rather than a reward. Our overarching goal is to connect homeless people
to permanent housing as quickly as possible. Meeting the client “where they’re at,” our work is
focused on the development of a case plan that is oriented toward their success in obtaining or
maintaining housing, which is predicated by consumer choice and self-determination. Our
services support the client in identifying the barriers to stable housing that they are
experiencing, and assisting them with services to address these fundamental challenges. Each
level of service adheres to Housing First practices, which are embedded in policies, procedures,
and staff training.
Through this Housing First lens, we engage clients in a progressive process that takes our clients
through engagement, assessment, diversion, and addressing immediate needs (such as food
and sheltering) as we work with the client with housing stabilization planning, including
financial management.
5Cities Homeless Coalition offers services as needed and requested on a voluntary basis and
does not make housing contingent on participation in services. Within the Housing First
framework, our approach with clients is based on the following principles:
• Trauma Informed;
• Housing Focused;
• Recovery Oriented;
• Person Centered; and
• Strengths Based.
Page 341 of 417
5CITIES HOMELESS COALITION
POLICY AND PROCEDURES FOR COMMUNICATION WITH
PERSONS WITH LIMITED ENGLISH PROFICIENCY
POLICY:
5Cities Homeless Coalition (5CHC) will take reasonable steps to ensure that persons with
Limited English Proficiency (LEP) have meaningful access and an equal opportunity to
participate in our services, activities, programs and other benefits. The policy of 5Cities
Homeless Coalition is to ensure meaningful communication with LEP clients and their
authorized representatives involving their participation in 5CHC programs. The policy also
provides for communication of information contained in vital documents, including but not
limited to, waivers of rights, consent release information, etc. All interpreters, translators and
other aids needed to comply with this policy shall be provided without cost to the person being
served, and clients and their families will be informed of the availability of such assistance free
of charge.
Language assistance will be provided through use of competent bilingual staff, staff
interpreters, contracts or formal arrangements with local organizations providing interpretation
or translation services, or technology and telephonic interpretation services. All staff will be
provided notice of this policy and procedure, and staff that may have direct contact with LEP
individuals will be trained in effective communication techniques, including the effective use of
an interpreter.
5Cities Homeless Coalition will conduct a regular review of the language access needs of our
clients, as well as update and monitor the implementation of this policy and these procedures,
as necessary.
PROCEDURES:
1. IDENTIFYING LEP PERSONS AND THEIR LANGUAGE
5Cities Homeless Coalition will promptly identify the language and communication needs of the
LEP person. If necessary, staff will use a language identification card (or “I speak cards,”
available online at www.lep.gov) or posters to determine the language. In addition, when
records are kept of past interactions with clients or family members, the language used to
communicate with the LEP person will be included as part of the record.
2. OBTAINING A QUALIFIED INTEPRETER
5CHC Associate Director and Program Managers are responsible for:
(a) Maintaining an accurate and current list showing the name, language, phone number and
hours of availability of bilingual staff;
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(b) Contacting the appropriate bilingual staff member to interpret, in the event that an
interpreter is needed, if an employee who speaks the needed language is available and is
qualified to interpret;
(c) Obtaining an outside interpreter if a bilingual staff or staff interpreter is not available or
does not speak the needed language.
MIXTECO:
Herencia Indigena provides qualified interpreter services in Mixteco;
Irebid Gilbert MPP, BA - Executive Director: director@herenciaindigena.com
Judity Sanchez, Program Manager: judith@herenciaindigena.com
www.Herenciaindigena.com
P: (805) 619-5383
ASL:
Independent Living Resources provides American Sign Language Interpreters
Operations Coordinator: interp@ilrc-trico.org, 805-963-0595 ext 106.
ASL After Hours/Emergency Numbers
Some LEP persons may prefer or request to use a family member or friend as an interpreter.
However, family members or friends of the LEP person will not be used as interpreters unless
specifically requested by that individual and after the LEP person has understood that an offer
of an interpreter at no charge to the person has been made by the facility. Such an offer and
the response will be documented in the person’s file. If the LEP person chooses to use a family
member or friend as an interpreter, issues of competency of interpretation, confidentiality,
privacy, and conflict of interest will be considered. If the family member or friend is not
competent or appropriate for any of these reasons, competent interpreter services will be
provided to the LEP person.
Children and other clients will not be used to interpret, in order to ensure confidentiality of
information and accurate communication.
3. PROVIDING WRITTEN TRANSLATIONS
(a) When translation of vital documents is needed, 5CHC will submit documents for
translation into frequently-encountered languages to 5CHC HMIS Program Support
Specialist. Original documents being submitted for translation will be in final, approved form
with updated and accurate legal and medical information.
(b) 5CHC will provide translation of other written materials, if needed, as well as written notice
of the availability of translation, for LEP individuals.
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4. PROVIDING NOTICE TO LEP PERSONS
5CHC will inform LEP persons of the availability of language assistance, free of charge, by
providing written notice in languages LEP persons will understand. At a minimum, notices and
signs will be posted and provided in intake areas and other points of entry, including but not
limited to the lobby, client meeting rooms, etc. Notification will also be provided through one
or more of the following: outreach documents, website, signage.
5. MONITORING LANGUAGE NEEDS AND IMPLEMENTATION
On an ongoing basis 5CHC will assess changes in demographics, types of services or other needs
that may require reevaluation of this policy and its procedures. In addition, 5CHC will regularly
assess the efficacy of these procedures, including but not limited to mechanisms for securing
interpreter services, equipment used for the delivery of language assistance, complaints filed by
LEP persons, feedback from patients and community organizations, etc.
5CHC Limited English Proficiency (LEP) Policy Statement
5Cities Homeless Coalition is committed to ensuring that all clients have meaningful and equal
access to services. Clear communication and mutual understanding are essential components
of consistently effective, high-quality services to clients, regardless of Limited English
Proficiency.
To ensure that all clients are able to effectively utilize our services, we will assign Limited
English Proficiency clients and/or their immediate family members to staff proficient in the
client’s/family’s primary language or will arrange appropriate translation or interpretative
services, free of charge.
To ensure a positive, welcoming physical environment, we utilize universal symbols to
designate respective male and female restrooms, exits, handicap areas, and to indicate that our
facility is smoke-free.
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10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 0 of 40
5Cities Homeless Coalition
Rapid Re-Housing
& Homeless Prevention
Program Serving
San Luis Obispo County
5CHC
DRAFT 9.6.2021
Page 345 of 417
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 1 of 40
Table of Contents
Introduction
Guiding Principles
Program Overview
Allocations for Program Activities
Eligibility Policies
Eligibility Determination
Referral Process
Consultation/Intake Process
Income Verification
Housing Status
Eligibility Rapid-Rehousing Assistance
Coordination with other Agencies
Agency Specific Coordination
Preferences
Eligible Activities and Limits
Rent Assistance
Last Month’s Rent
Rent Arrears
Application Fees
Security Deposits
Utility Deposits & Arrears
Utility Payments
Moving Costs
Coordination: Housing Relocation and Stabilization Services
Fair Market Rent and Rent Reasonableness
Lead –based paint Requirements
Emergency Solutions Grants CARES Act (ESG-CV)
Grievance Policy
Termination, Complaints and Appeals
Data Collection – HMIS and ClientTrack
Confidentiality
Recordkeeping
Nondiscrimination and Equal Opportunity Requirements
Forms & Exhibits
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10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 2 of 40
1. Introduction
The Emergency Solutions Grant Program (ESG) is administered by 5Cities Homeless Coalition (5CHC)
with referrals and support from a coalition of non-profit agencies serving the homeless and at-risk
population in San Luis Obispo County. Clients from throughout the county are referred to this
program.
The ESG Program has been developed within the parameters set forth by HUD and input from the
County’s Continuum of Care. The ESG Program set forth was designed to maximize to the extent
possible partner agency and community resources within the funding constraints. This program is
targeted to serve individuals and families who “without” this assistance will remain homeless.
2. 5CHC’s Guiding Principles
I. Housing First
For 5Cities Homeless Coalition “Housing First” means that we seek to provide housing as a means to
recovery, rather than a reward. Our overarching goal is to connect homeless people to permanent
housing as quickly as possible. Meeting the client “where they’re at,” our work is focused on the
development of a case plan that is oriented toward their success in obtaining or maintaining housing,
which is predicated by consumer choice and self-determination. Our services support the client in
identifying the barriers to stable housing that they are experiencing, and assisting them with services
to address these fundamental challenges. Each level of service adheres to Housing First practices,
which are embedded in policies, procedures, and staff training.
Through this Housing First lens, we engage clients in a progressive case management model that takes
our clients through engagement, assessment, diversion, and addressing immediate needs (such as
food and sheltering) as we work with the client with housing stabilization planning, including financial
management.
5Cities Homeless Coalition offers services as needed and requested on a voluntary basis and does not
make housing contingent on participation in services. Within the Housing First framework, our
approach with clients is based on the following principles: Trauma Informed; Housing Focused;
Recovery Oriented; Person Centered; and Strengths Based.
II. Personal and Professional Integrity
All staff, board members, and volunteers of 5CHC and its partners act with honesty, integrity, and
openness in all their dealings as representatives of the organization. The organization promotes a
working environment that values respect, integrity, teamwork, and excellence through its RITE Values.
III. Mission
5Cities Homeless Coalition strengthens our community by mobilizing resources, fostering hope, and
advocating for those who are homeless and facing homelessness. 5CHC has clearly stated this mission
and purpose, approved by the board, in pursuit of the public good. All of its programs support this
mission and all who work for or on behalf of the organization understand and are loyal to that mission
and purpose.
IV. Governance
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5CHC has an active governing body, the board, which is responsible for setting the mission and
strategic direction of the organization and oversight of the finances, operations, and policies of 5CHC.
IV. Responsible Stewardship
5CHC manages its funds responsibly and prudently. This should include the following considerations:
● Spends an adequate amount on administrative expenses to ensure effective accounting systems,
internal controls, competent staff, and other expenditures critical to professional management;
● Compensates staff, and any others who may receive compensation, reasonably and appropriately;
● Knows that solicitation of funds has reasonable fundraising costs, recognizing the variety of factors
that affect fundraising costs;
● Does not accumulate operating funds excessively;
● Draws prudently from funds consistent with donor intent and to support the public purpose of
5CHC;
● Ensures that all spending practices and policies are fair, reasonable, and
● Ensures that all financial reports are factually accurate and complete in all material respects.
VI. Openness and Disclosure
5CHC provides comprehensive and timely information to the public, the media, and all stakeholders
and is responsive in a timely manner to reasonable requests for information. All information about
5CHC will fully and honestly reflect the policies and practices of the organization. Basic informational
data about 5CHC, such as the Form 990, will be posted online or otherwise made available to the
public. All solicitation materials accurately represent 5CHC’s policies and practices and will reflect the
dignity of program beneficiaries. All financial, organizational, and program reports will be complete
and accurate in all material respects.
VII. Legal Compliance
5CHC is knowledgeable of, and complies with, laws and regulations. 5CHC will maintain copies of all
marketing, outreach, and other materials used to inform eligible persons of the program to document
compliance with the requirements. 5CHC complies with CFR 578.93 requirements related to Fair
Housing and Equal Opportunity.
VIII. Program Evaluation
5CHC regularly reviews program effectiveness and has mechanisms to incorporate lessons learned
into future programs. The organization is committed to improving program and organizational
effectiveness and develops mechanisms to promote learning from its activities and the field. 5CHC is
responsive to changes in its field of activity and is responsive to the needs of its constituencies.
IX. Inclusiveness and Diversity
5CHC has a policy of promoting inclusiveness and its staff, board, and volunteers reflect diversity in
order to enrich its programmatic effectiveness. 5CHC takes meaningful steps to promote inclusiveness
in its hiring, retention, promotion, board recruitment, and constituencies served. All programs and
services provided by 5CHC do not discriminate on the basis of sexual orientation or gender identity.
Commented [1]: confirm CFR 578.93
Commented [JN2R1]:
Commented [3]: Mention here about random spot checks
with county - sending supporting documentation with billing??
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3. Program Overview
5CHC’s ESG Program aligns with 25 CCR § 8409 Core Practices and is targeted to individuals and
families who “without” this program will become or will remain homeless. This program targets area
residents with the most urgent and severe needs including Families with Children; Chronically
Homeless; Veterans; Unaccompanied Youth; Victims of Domestic Violence.
Following local coordinated entry protocols, we seek to identify and serve people who:
• Are unsheltered and living in places not designed for human habitation;
• Have experienced the longest amount of time homeless;
• Have multiple and severe service needs that inhibit their ability to secure housing on their own; and
• Through homelessness prevention activities, are at greatest risk of becoming literally homeless
without an intervention and are at greatest risk of experiencing a longer time in shelter or on the
street should they become homeless.
With these activities we will work to ensure services are low-barrier and accessible; help participants
identify and resolve barriers to housing; assist them to resolve their housing crisis before focusing on
other non-housing related services; allow participants to choose the services and housing that meets
their needs; connect participants to appropriate services and offer financial assistance initially at a
minimum level and adding as needed through progressive engagement.
The program will provide temporary financial assistance and housing relocation and stabilization
services to individuals and families who are homeless, or would be homeless but for this assistance.
Services and assistance will be targeted and prioritized through the Coordinated Entry Process to
those most in need of this temporary assistance, and are most likely to achieve stable housing,
whether subsidized or unsubsidized, outside of ESG funding when the program concludes.
This ESG program assistance is not intended to provide long-term support for program participants,
and it is not intended to provide all supportive service needs of households that affect housing
stability. The program instead is part of a plan made in partnership with the family and other
community resources, relies on community resources, agency partners, and mainstream benefits to
help households regain stability.
Program information, including eligibility and procedures will be posted at 5chc.org/programs
4. Allocation of Funds for Program Activities
Eligible activities that may be funded under each program component are set forth in 24 CFR Parts
§ 576.101 through § 576.107. See current grant year program agreements and budgets for specific
program activities and allocation of resources.
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5. Eligibility Policies
Participant Eligibility
As stated above, the primary purpose of ESG-funded rapid rehousing and prevention is to reduce
entries into homelessness and/or shorten stays in homelessness to the greatest extent feasible.
To be eligible to receive ESG prevention or rapid rehousing assistance, participant households in must
meet both national and local requirements, and this eligibility must be documented with Notice of
Action (eligibility determination form) and Program Participation Agreement and supporting
documentation kept in a client file. These requirements include:
• Participants must be homeless or at imminent risk of homelessness, per the applicable HUD
definitions in the ESG regulation (§576.2) supported by documentation;
• Participants must be one of the locally targeted populations for the program, as specified on
the Notice of Action eligibility determination form;
• Participants must be willing to participate in the program and to meet the terms of a self-
developed Housing Stability Plan;
• Participants may not have already received 24 months of ESG assistance during the past 36
months (§576.105(c));
In addition:
• Participants receiving homeless prevention assistance must have incomes at or below 30% of
the Area Median Income (§576.103).
Eligibility for Rapid-Rehousing
Rapid Re-housing is available for persons who are homeless according to HUD’s definition of literally
homeless. (See Attached Homeless Definition)
There is no income eligibility for Rapid Re-housing assistance; both financial and housing relocation
and stabilization services.
Homelessness Verification: 5CHC documents homeless status through a certification by the individual
or head of household as the primary method of establishing homeless eligibility. 5CHC follows the ESG
guidance in assessing and verification of homelessness status. 5CHC does not provide a nightly
assessment of status but only upon point of entry in the program. 5CHC uses the following prioritized
list to verify homelessness status, in this descending order:
1. Third-party documentation, including written and source documentation, and HMIS records.
2. Intake worker observations.
3. Certification from persons seeking assistance. When possible all three verifications are used.
Rapid Re-Housing Income Requirements. Participants receiving ESG “Rapid Re-Housing" assistance, an
income assessment is not required at initial evaluation. At re-evaluation -- which must take place not
less than once annually for rapid re-housing -- the participant's household must have an annual
income that does not exceed 30% of AMI
Eligibility for Homeless Prevention Assistance
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Imminent Risk of Homelessness: An individual or family who will imminently lose their primary
nighttime residence, provided that:
Prevention assistance will be directed to persons who are not literally homeless but are at imminent
risk of homelessness per the HUD Homeless definition (Category 2). Prevention assistance may
include support to a household to retain its current housing or to move to other housing without
having to become literally homeless. (See HUD Definition Attachment)
Note: Includes individuals and families who are within 14 days of losing their housing, including
housing they own, rent, are sharing with others, or are living in without paying rent. Individuals and
families residing in hotels and motels may be eligible under either Homeless Category 1 or 2
depending upon how the costs of the hotel or motel are being paid.
If less than 51% of the costs are paid for by a charitable organization or federal, state, or local
government program for lowincome individuals, the household may be eligible under Category 2 if
they lack the resources and support networks to continue residing in the hotel or motel.
6. Eligibility Determination
5CHC must determine whether potential participants are eligible for assistance, and document this
eligibility, including verifying income and housing status. 5CHC’s Housing Assistance Packet contains
key questions and documentation requirements to determine eligibility.
Referral Process & Coordination with Other Agencies
A participant can enter the ESG program by referral from another agency, or self-referral.
Intake and eligibility assessments are made by the ESG Coordinated Entry Specialist and Case
Manager.
This program should not supplant existing case managers working with the participant. Instead, this
program should complement and add capacity to ensure eligible participants find permanent housing.
Case managers from partner agencies who refer clients from within their region are expected to
provide co-case management support by providing regional expertise for housing search, relocation
and stabilization services in support of the participant’s stability.
Agency Specific Coordination
Services for this ESG Program coordinate with specific agencies and collaboratives, including those
listed below:
• Local and Regional Homeless Shelters and Day Centers – The ESG Program coordinates with local
Homeless Shelters to ensure access to services. Coordination includes participation in regional
agency collaborations and policy-making groups including HSOC.
• Community Health Centers of the Central Coast (CHC) – CHC, the regional clinic in San Luis Obispo
serving low-income populations has a homeless grant which funds health specific services for
homeless. The ESG Program will coordinate services to ensure eligible homeless clients receive
access to services and streamlined referrals.
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• Workforce Investment Act (WIA) – The ESG Program works closely with WIA programs
throughout San Luis County to ensure that Homeless clients have access to its resources.
• Family Resource Centers – Resource Centers are accessed throughout the county to ensure
Families have access to school-based services, resources, and family advocates who work closely
with homeless service providers.
• Head Start Programs – The ESG Program works with Head Start Program Family Advocates to
ensure access to resources for eligible clients.
• TBRA Assistance Programs – The ESG Program currently accesses through direct referrals the
TBRA programs with the Paso Robles Housing Authority. 5CHC will ensure membership in the San
Luis Obispo Supportive Housing Consortium to access additional TBRA assistance for homeless
clients.
• Veterans Programs – HUD/ VASH and SSVF Case workers work closely with the ESG Housing Case
Manager. Veterans identified by the ESG Caseworkers with be linked to the SSVF and/or
HUD/VASH programs in San Luis County. SSVF and HUD/VASH Caseworkers attend local
continuum of care agency provider meetings to disseminate information.
• Mental Health Services -5CHC and ESG Case manager attends regular agency meetings and
stakeholder policy-making meetings to ensure strong coordination of services between SLO
County Behavioral Health Department services.
Coordinated Entry System Operation
1. Coverage: The Coordinated Entry System (CES) covers the entire geographic area claimed by the
CA-614 CoC in San Luis Obispo County. 5CHC works in collaboration with Community Action
Partnership of San Luis Obispo County (CAPSLO) and El Camino Homeless Organization (ECHO). The
three organizations together cover the geographic area of the CoC in the north, central, and south
county. All agencies participate in the CES and utilize the CAPSLO-created CoC approved coordinated
intake and assessment tools.
2. Accessibility: Effective June 1, 2017 coordinated assessment and intake has been made available at
the three main access points by the CES providers in the county and the roll-out of CES to non- COC or
ESG-funded projects will continue. Clients may receive assessment through any of the three CES entry
points. The CES is advertised within the CES operating shelters, partnering community agencies and
social media. In addition to receiving assessment at the physical locations, the client may elect to call
CAPSLO or ECHO to receive assistance and coordinated assessments.
3. Assessment Tools: Case managers at CES entry points apply the developed Coordinated Assessment
tools to clients seeking services. In order to address the large volume of clients requesting assistance,
the CES has adopted a two-part standardized screening and assessment process:
a. Pre-screening: Prevention and Diversion Trained case managers meet with clients that
present at CES entry points and conduct an initial screening using the standardized Prevention and
Diversion tool adopted by the three agencies. This tool is used to determine whether clients will need
a greater intensity of services and/or housing, or whether the provision of available services will be
the only action necessary to assist the client with self-resolution.
b. VI-SPDAT If, after the initial Prevention and Diversion tool has been applied, the client is deemed to
require more intensive services and/or housing, the case manager will then utilize the standardized
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VI-SPDAT tool to determine the vulnerability of the client and their household. Upon completion of
the assessment tool, the case manager will enter the information into the CES database software
(HMIS). The VI-SPDAT score of the clients, along with regular case management conferences, will
assist in the determination of the ranking of clients in the order in which they receive housing. Initial
Evaluation/Intake Process
Intake and eligibility assessment consists of completing 1) a coordinated entry assessment established
by the Continuum of Care; 2) an income assessment; 3) housing status assessment; 4) preference
assessment; and 5) resource and barrier assessment.
Income Verification
There is no income threshold for receiving Rapid Re-housing Assistance. Eligibility is assessed based on
the parameters set forth in this document.
All households applying for ESG Homeless Prevention assistance must have a current gross income
below 30% Area Median Income (AMI). 50% AMI for ESG-CV. For current AMI,
https://www.huduser.gov/portal/datasets/il/il2021/2021summary.odn
A household’s income is any money that goes to, or on behalf of, the head of household or spouse
(even if temporarily absent) or to any other household member. When calculating income for
eligibility, annual income includes the current gross income of all adult household members and
unearned income attributable of a minor (e.g., child support, TANF payments, SSI payment, and other
benefits paid on behalf of a minor).
Income Definitions
Gross income is the amount of income earned before any deductions (such as taxes and health
premiums) are made.
Current Gross Income is the income that the household is currently receiving at the time of
application for assistance. Income recently terminated should not be included.
Income Inclusions
The following types of income are counted when calculating current gross income for ESG eligibility:
✔ Earned Income ✔ Self-Employment/Business Income
✔ Interest & Dividend Income ✔ Pension/Retirement Income
✔ Unemployment & Disability Income ✔ TANF/Public Assistance
✔ Alimony, Child Support & Foster Care
Income
✔ Armed Forces Income
Income Exclusions
The following are NOT counted when calculating current gross income for ESG eligibility:
✔ Income of Children ✔ Inheritance and Insurance Income
✔ Medical Expense Reimbursements ✔ Income of Live-in Aides
✔ Disabled Persons ✔ Student Financial Aid
✔ Armed Forces Hostile Fire Pay ✔ Self-Sufficiency Program Income
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✔ Other Income (i.e. temporary, non-
recurring or sporadic income).
✔ Reparations
✔ Income from full-time students ✔ Adoption Assistance Payments
✔ Deferred and Lump Sum Social Security
& SSI payments
✔ Income Tax and Property Tax
refunds
✔ Home Care Assistance ✔ Other Federal Exclusions
Annualizing Wages and Periodic Payments
When calculating income based on hourly, weekly or monthly payment information, the gross amount
earned will be added to each payment period that is documented, and divided by the number of
payment periods. This provides an average wage per payment period. Depending on pay periods used
by the employer or the schedule of periodic payments, the following calculations convert the average
wage into annual income:
• Hourly Wage multiplied by hours worked per week multiplied by 52 weeks.
• Weekly Wage multiplied by 52 weeks.
• Bi-weekly (every other week) Wage multiplied by 26 bi-weekly periods.
• Semi-Monthly Wage (twice a month) multiplied by 24 semi-monthly periods.
• Monthly Wage multiplied by 12 months.
If a household’s periodic benefits and/or period of employment are capped, benefits/pay will not be
annualized beyond the maximum level of benefit/pay that can be received. For example, a client
receives $100 of unemployment per week, but unemployment is capped at $4,000 per year, the
client’s annualized unemployment benefits should be calculated at $4,000, and not $100 x 52 = $5,200.
Another example, the household is employed for a quarter and will receive $500/week. The client’s
annualized pay should be calculated at $6,000 and not $500*52 = $26,000. With regard to seasonal or
cyclical fluctuations in income, for the purposes of determining household income, only current
gross income will be annualized per the directions specified above. However, to the extent that there
is certainty about expected income, future income will be taken into account when determining
whether a household has other financial resources.
Treatment of Assets
Assets are cash or material items that can be converted to cash quickly. They include both real and/or
personal property and investments that a household may possess, including assets that are owned by
more than one person, but allow unrestricted access to the applicant. Assets may include:
• Amounts in checking and saving bank accounts.
• Stocks, bonds, savings certificates, money market funds, and other investment accounts.
• The cash value of trusts that may be withdrawn by the household.
• IRA, Keogh and similar retirement savings accounts, even when early withdrawal will result in a
penalty.
• Lump sum receipts of cash received and accessible by household, such as inheritances, capital
gains, lottery winnings, tax refunds (with the exception of federal tax refunds received within
the previous 12 months), insurance settlements, and other claims.
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$7,500 is the maximum amount a client can have in liquid assets (this includes checking/savings,
stocks/bonds, cash inheritance, insurance settlements, lottery winnings) when determining eligibility.
Retirement accounts that have not yet been converted to income (i.e. A 40-year old potential client
has $50,000 saved in a retirement plan such as an IRA, but the client does not plan to start accessing
the funds until age 59) will not be included as a liquid assets.
If Federal tax refunds received within the previous 12 months make up part of a household’s cash
assets, that part of the household’s cash assets will not be counted among the household’s financial
resources when determining the household’s eligibility or need for assistance under ESG.
Recertification:
Homeless Prevention - Documentation of income is required to be recertified every 3 months.
Rapid Rehousing - Documentation of income is required to be recertified annually.
For participants utilizing Shelter, Services, Rapid Rehousing, and Street Outreach documentation of
income at intake is not required and there are no recertification requirements for Shelter, Services,
and Street Outreach.
7. Notice of Action Eligibility Determination:
Effective September 2021, 5CHC will use the “Notice of Action” form to notify the participant of their
approval of all eligible assistance or their denied status of the ESG program along with documentation
demonstrating their ineligible activity. (See attached example of NOA)
8. Housing Stabilization Plan
The Housing Stabilization Plan plays a primary role in determining the amounts and types of
assistance the participant will need to become housed in permanent housing or move toward
stability.
5CHC will develop a plan with each program participant on how they will retain permanent housing
after the ESG assistance ends (see 24 CFR 576.401(e)(1)(ii)). Program participants are required to
meet with a case manager not less than once per month while they are receiving ESG-assistance to
implement the plan and monitor progress towards housing stability (see § 576.401(e)(1)(i)) based on
their housing stabilization plan developed in partnership with the case manager and participant.
A stabilization plan can be developed by any case worker currently working with the participant. The
plan, however, must be accepted by the ESG Case Manager. A sample housing stabilization plan is
attached.
The types of and amount of assistance below should be part of an interrelated strategy articulated
within the Housing Stabilization Plan that creates housing and stabilization opportunities in
partnership with the participant. Assistance limits defined below, therefore, should not be viewed as
an entitlement for eligible participants. Instead, they should interrelate with other agency and
community resources to best leverage the limited amount of assistance.
9. Eligible Activities & Limits
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This program aligns with the recommendations of the National Alliance to End Homeless, which
asserts that “small amounts of assistance can be extremely effective, and it is better to stretch
resources by providing smaller amounts of assistance to more people.”1
Homeless Prevention
ESG funds may be used to provide housing relocation and stabilization services and short and/or
medium-term rental assistance necessary to prevent an individual or family from moving into an
emergency shelter or another place described in paragraph (1) of the “homeless” definition. This
assistance, referred to as homelessness prevention, may be provided to individuals and families who
meet the criteria under the “at risk of homelessness” definition, or who meet the criteria in paragraph
(2), (3), or (4) of the “homeless” definition and have an annual income below 30 percent of median
family income for the area under ESG, and 50% AMI under ESG-CV, as determined by HUD.
1. Homeless Prevention Housing Relocation And Stabilization Services:
a. Financial Assistance
i. Rental application fees: Application fee that is charged by the owner to all applicants.
ii. Security deposits: Equal to no more than two months’ rent.
iii. Last month’s rent: Paid at the time the owner is paid the security deposit and the first month's
rent.
iv. Utility Deposits: Eligible utility services are gas, electric, water, and sewage.
v. Utility Payments: Up to 24 months of utility payments per program participant, per service,
including up to 6 months of utility payments in arrears, per service. Eligible utility services are
gas, electric, water, and sewage.
vi. Moving costs: Moving costs, such as truck rental or hiring a moving company. May also include
payment of temporary storage fees for up to 3 months accrued after the date the program
participant begins receiving assistance.
b. Services
i. Housing search and placement. Services or activities necessary to assist program participants in
locating, obtaining, and retaining suitable permanent housing
1. Assessment of housing barriers, needs, and preferences
2. Development of an action plan for locating housing
3. Housing search
4. Outreach to and negotiation with owners
5. Assistance with submitting rental applications and understanding leases
6. Assessment of housing for compliance with ESG requirements for habitability, lead-based
paint, and rent reasonableness
7. Assistance with obtaining utilities and making moving arrangements
8. Tenant counseling
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ii. Housing stability case management. Assessing, arranging, coordinating, and monitoring the
delivery of individualized services to facilitate housing stability for a program participant who
resides in permanent housing or to assist a program participant in overcoming immediate
barriers to obtaining housing.
1. Using the centralized or coordinated assessment system to evaluate individuals and families
applying for or receiving homelessness prevention or rapid rehousing assistance
2. Conducting the initial evaluation, including verifying and documenting eligibility, for
individuals and families applying for homelessness prevention or rapid re-housing assistance
3. Counseling
4. Developing, securing, and coordinating services and obtaining Federal, State, and local
benefits
5. Monitoring and evaluating program participant progress
6. Providing information and referrals to other providers
7. Developing an individualized housing and service plan, including planning a path to
permanent housing stability
8. Conducting re-evaluations
iii. Mediation. Between the program participant and the owner or person(s) with whom the
program participant is living, provided that the mediation is necessary to prevent the program
participant from losing permanent housing in which the program participant currently resides.
iv. Legal Services. Eligible costs regarding matters that interfere with the program participant’s
ability to obtain and retain housing.
1. Hourly fees for legal advice and representation by attorneys licensed and in good standing
with the bar association of the State in which the services are provided, and by person(s)
under the supervision of the licensed attorney
2. Eligible subject matters include:
a. Landlord/ tenant matters
b. Child support
c. Guardianship
d. Paternity
e. Emancipation
f. Legal separation
g. Orders of protection and civil remedies for victims of
domestic violence, dating violence, sexual assault, and
stalking
h. Appeal of veterans and public benefit claim denials
3. Resolution of outstanding criminal warrants
4. Client intake
5. Preparation of cases for trial
6. Provision of legal advice
7. Representation at hearings
8. Counseling
9. Fees based on the actual service performed (i.e., fee for service) but only if the cost would be
less than the cost of hourly fees
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10. Filing fees and other necessary court costs
11. Ineligible costs include:
a. Legal services for immigration and citizenship matters
b. Issues relating to mortgages
c. Retainer fee arrangements
d. Contingency fee arrangements
v. Credit repair. ESG funds may pay for credit counseling and other services necessary to assist
program participants with critical skills related to household budgeting, managing money,
accessing a free personal credit report, and resolving personal credit problems. This assistance
does not include the payment or modification of a debt.
2. Homeless Prevention Short-Term And Medium-Term Rental Assistance
a. Short-Term Rental Assistance. Up to 3 months of rent.
b. Medium-Term Rental Assistance. More than 3 months but not more than 24 months of rent.
c. Rental Arrears. One-time payment for up to 6 months of rent in arrears, including any late fees
on those arrears.
d. Any Combination Of The Three Types Of Rental Assistance Above. Up to 24 months of rental
assistance during any 3-year period.
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Rapid Rehousing
5CHC will provide housing relocation and stabilization services and short and/or medium-term rental
assistance as necessary to help a homeless individual or family move as quickly as possible into
permanent housing and achieve stability in that housing. This assistance, referred to as rapid re-
housing assistance, may be provided to program participants who meet the criteria under paragraph
(1) of the “homeless” definition or who meet the criteria under paragraph (4) of the “homeless”
definition and live in an emergency shelter or other place described in paragraph (1) of the
“homeless” definition.
1. Rapid Re-Housing Housing Relocation And Stabilization Services
a. Financial Assistance
i. Rental application fees: Application fee that is charged by the owner to all applicants.
ii. Security deposits: Equal to no more than two months’ rent.
iii. Last month’s rent: Paid at the time the owner is paid the security deposit and the first month's
rent.
iv. Utility Deposits: Eligible utility services are gas, electric, water, and sewage.
v. Utility Payments: Up to 24 months of utility payments per program participant, per service,
including up to 6 months of utility payments in arrears, per service. Eligible utility services are
gas, electric, water, and sewage.
vi. Moving costs: Moving costs, such as truck rental or hiring a moving company. May also include
payment of temporary storage fees for up to 3 months accrued after the date the program
participant begins receiving assistance.
b. Services
i. Housing search and placement. Services or activities necessary to assist program participants in
locating, obtaining, and retaining suitable permanent housing:
1. Assessment of housing barriers, needs, and preferences
2. Development of an action plan for locating housing
3. Housing search
4. Outreach to and negotiation with owners
5. Assistance with submitting rental applications and understanding leases
6. Assessment of housing for compliance with ESG requirements for habitability, lead-based
paint, and rent reasonableness
7. Assistance with obtaining utilities and making moving arrangements
8. Tenant counseling
ii. Housing stability case management. Assessing, arranging, coordinating, and monitoring the
delivery of individualized services to facilitate housing stability for a program participant who
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resides in permanent housing or to assist a program participant in overcoming immediate
barriers to obtaining housing.
1. Using the centralized or coordinated assessment system to evaluate individuals and families
applying for or receiving homelessness prevention or rapid rehousing assistance
2. Conducting the initial evaluation, including verifying and documenting eligibility, for
individuals and families applying for homelessness prevention or rapid re-housing assistance
3. Counseling
4. Developing, securing, and coordinating services and obtaining Federal, State, and local
benefits
5. Monitoring and evaluating program participant progress
6. Providing information and referrals to other providers
7. Developing an individualized housing and service plan, including planning a path to
permanent housing stability
8. Conducting re-evaluations
iii. Mediation. Between the program participant and the owner or person(s) with whom the
program participant is living, provided that the mediation is necessary to prevent the program
participant from losing permanent housing in which the program participant currently resides.
iv. Legal Services. Eligible costs regarding matters that interfere with the program participant’s
ability to obtain and retain housing.
1. Hourly fees for legal advice and representation by attorneys licensed and in good standing
with the bar association of the State in which the services are provided, and by person(s)
under the supervision of the licensed attorney
2. Eligible subject matters include:
a. Landlord/ tenant matters
b. Child support
c. Guardianship
d. Paternity
e. Emancipation
f. Legal separation
g. Orders of protection and civil remedies for victims of
domestic violence, dating violence, sexual assault, and
stalking
h. Appeal of veterans and public benefit claim denials
3. Resolution of outstanding criminal warrants
4. Client intake
5. Preparation of cases for trial
6. Provision of legal advice
7. Representation at hearings
8. Counseling
9. Fees based on the actual service performed (i.e., fee for service) but only if the cost would be less
than the cost of hourly fees
10. Filing fees and other necessary court costs
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11. Ineligible costs include:
a. Legal services for immigration and citizenship matters
b. Issues relating to mortgages
c. Retainer fee arrangements
d. Contingency fee arrangements
v. Credit repair. ESG funds may pay for credit counseling and other services necessary to assist program
participants with critical skills related to household budgeting, managing money, accessing a free
personal credit report, and resolving personal credit problems. This assistance does not include the
payment or modification of a debt.
10. Lead –based paint Requirements
Lead-based paint remediation and disclosure requirements apply to all housing occupied by ESG Program
participants.
For Rapid-rehousing or housing relocation, where program participants are entering into new permanent
housing, the participant will be provided a “Disclosure of Information on Lead-Based Paint and/or Lead-
Based Paint Hazards” form, along with information regarding such hazards in the language in which they
speak.
Housing owners and landlords must comply with all lead-based paint requirements and disclosures.
A Disclosure of Information on Lead-Based Paint and/or Lead-Based Paint Hazards form must be signed by
the owner/landlord before execution of a new lease, and copies given to the participant and kept in the
ESG program participant’s file.
11. Fair Market Rent and Rent Reasonableness
Whether a household is seeking to maintain its current housing or relocate to another unit to avoid
homelessness (Homelessness Prevention), or exiting homelessness into new housing (Rapid Re-
Housing), the process for determining acceptable rent amounts is the same: The recipient or
subrecipient first compares the gross rent (see box below) for the current or new unit with current Fair
Market Rents (FMR) limits, which are updated annually.
FMRs for each fiscal year can be found by visiting HUD’s website at
www.huduser.org/portal/datasets/fmr.html and clicking on the current “Individual Area Final FY20__
FMR Documentation” link. This site allows you to search for FMRs by selecting California and San Luis
Obispo County from the provided list. The site also provides detailed information on how the FMR
was calculated for each area.
If the unit’s gross rent is at or below FMR, the recipient/subrecipient next uses current data to
determine Rent Reasonableness (see certification form). 5CHC determines rent reasonableness by
considering the location, quality, size, type, and age of the unit, and any amenities, maintenance, and
utilities to be provided by the owner. Comparable rents can be checked by using Craigslist or other
Rental Services to check rents charged for units of comparable size and features (location, size,
amenities, quality, etc.). A printout of three comparable units rents and evidence that these units
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share similar features (location, size, amenities, quality, etc.) should be included in the file
documentation along with a Rent Reasonableness Certification form. Another acceptable method of
documentation is written verification signed by the property owner or management company, on
letterhead, affirming that the rent for a unit assisted with ESG funds is comparable to current rents
charged for similar unassisted units managed by the same owner.
If the gross rent is at or below both the FMR and the rent reasonableness standard for a unit of
comparable size, type, location, amenities, etc., ESG funds may be used to pay the rent amount for
the unit.
If the gross rent for the unit exceeds either the rent reasonableness standard or FMR, ESG recipients
are prohibited from using ESG funds for any portion of the rent, even if the household is willing and/or
able to pay the difference. However, because the FMR and rent reasonableness requirements apply
only to rental assistance, ESG funds may be used:
1. to pay for financial assistance and services to help the eligible program participant stay in the
unit, or
2. to pay for financial assistance and services to locate and move to a different unit that meets the
rent reasonableness standard and is at or below FMR and pay rental assistance in that unit.
Rent reasonableness and FMR requirements do not apply when a program participant receives only
financial assistance or services under Housing Stabilization and Relocation Services. This includes
rental application fees, security deposits, an initial payment of “last month’s rent,” utility
payments/deposits, and/or moving costs, housing search and placement, housing stability case
management, landlord-tenant mediation, legal services, and credit repair. (Note: “Last month’s rent”
may not exceed the rent charged for any other month; security deposits may not exceed 2 months’
rent.)
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12. Emergency Solutions Grants CARES Act (ESG-CV)
ESG-CV funds must be used to prevent, prepare for, and respond to coronavirus, among individuals and
families who are homeless or receiving homeless assistance and to support additional homeless assistance
and homeless prevention activities to mitigate the impacts created by coronavirus. Requirements at 24
CFR Part 576 will apply to the use of these funds, unless otherwise provided by the alternative
requirements and flexibilities established under the CARES Act, Notice CPD-20-08 issued September 1st,
2020, or subsequent waivers, amendments or replacements to the Notice. (See
https://www.hudexchange.info/programs/esg/esg-cv/#program-requirements )
13. Grievance Policy
These procedures were developed to provide guidelines for responding to client or provider grievances.
Definition:
A grievance for the purpose of this program is defined by the as: a client complaint or expression of
dissatisfaction regarding service delivery, or any expression of dissatisfaction by an agency partners or
service provider.
Procedures:
If a client or service provider expresses dissatisfaction verbally or in writing, a Program staff member will
attempt to resolve the situation with the client or service provider.
If this is not possible, then the Program staff that receives the complaint shall notify the Program
Supervisor or the person to whom that staff reports to. The supervisor who receives the complaint will
document the complaint in the Grievance Log. The Grievance Log shall include the following information.
1. Client ID# (not name)
2. Nature of complaint and identification of those involved.
3. Date complaint was received and by whom.
4. Summary of follow-up activities
5. Date grievance was referred to Grievance Committee, if necessary.
6. Date of resolution.
The Supervisor will be responsible for collecting relevant information about the grievance, for taking
action to resolve the grievance, and for documenting all progress.
The Supervisor will attempt to resolve the complaint between the parties involved. If no satisfactory
results can be achieved, the Supervisor will present the situation to the 5Cities Homeless Coalition (5CHC)
Executive Director and then on to the Board of Directors Program Committee for a decision.
Thirty days after expressing a grievance, clients or service providers will receive in writing all grievance
facts and decisions.
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The Grievance Committee is a minimum of four individuals to include a program supervisor, a case
manager who is not a part of the grievance, an agency partner who has expertise in relevant program
management, and the 5CHC Executive Director.
All information, including the Grievance Log, will be available to appropriate contract monitors. This
procedure will be provided to each client and attached to all appropriate case files.
14. Termination, Complaints and Appeals
ESG Program Assistance and activities may be terminated in cases where program participants violate
program requirements, or when the participant no long meets minimum eligibility requirements for
program assistance (i.e., income change).
Termination and grievance procedures will be verbally explained, with a copy of the termination and
grievance policy signed by the participant at program entry (grievance policy form attached).
When a program participant’s assistance is terminated, the participant will be given written notice
containing a clear statement of the reasons for termination.
A program participant will be given the opportunity to file a grievance and present written or oral
objections before a person other than the person (or subordinate of that person) who made or approved
the termination decision.
Prompt written notice of the final decision to the program participant will be made.
15. Data Collection - Homeless Management Information System (HMIS):
5CHC participates in the community-wide Homeless Management Information System (HMIS) and adheres
to the San Luis Obispo County Continuum of Care’s Homeless Management Information System Policies
and Procedures. ESG Program participants will be entered into the HMIS and ClientTrack databases.
5CHC collects and maintains common data fields as determined by the HMIS Administrator, considering all
relevant regulations. This helps to ensure coordination between service providers through the Coordinated
Entry System (CES) while avoiding duplication of services and participant data, and provides an
opportunity to document homelessness. All staff using HMIS are required to complete basic HMIS
training(s). Those running and maintaining reports must also complete other HMIS data quality training.
5CHC has made Data Quality an integral part of the program’s reporting policies and procedures.
San Luis Obispo County HMIS Policies, Procedures and Privacy Notice can be found at:
https://www.slocounty.ca.gov/Departments/Social-Services/Homeless-Services/Provider-
Resources/HMIS.aspx
ESG HMIS Data Standards Manual can be found at:
https://files.hudexchange.info/resources/documents/ESG-Program-HMIS-Manual.pdf
HMIS Data Standards can be found at: https://www.hudexchange.info/resource/3824/hmis-data-
dictionary/
16. Confidentiality and Privacy
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Policies regarding client data are founded on the premise that a client owns his/her personal information.
5CHC adheres to the SLO County CoC’s HMIS Privacy Notice to protect client, agency, and the SLO County
CoC’s interests. Collection, access and disclosure of client data through HMIS is only permitted by the
procedures set forth by the SLO County CoC. Client Data will only be shared if the Client consents and has
signed the Release of Information Authorization.
The privacy of records pertaining to any individual assessed or served by the ESG program will be
protected at all times. All records including files, forms, and other documents that identify an individual
and/or members of a household will be enclosed in a locked location when not in use by the case manager
or ESG Program Staff. When files are in use by a program staff, they shall not be visibly accessible by any
person other than ESG Program Staff or the participant of whom the information identifies.
17. File Checklist
The basis of all determinations (eligibility, assistance needed, assistance provided, etc.) will supported by
the evidence documented in the case file. Documentation will enable a supervisor or other entity charged
with monitoring the program to readily identify the factors and process that resulted in the determination
that each participant meets HUD requirements. 5CHC will maintain a participant file that will include but is
not limited to the following documents:
1. Initial Evaluation
2. Proof of eligibility - Documentation of Homelessness, must follow HUD’s prioritization of
documentation of homelessness.
3. Program Intake Documents including: (See Attached Housing Intake Packet)
a. HMIS Release of Information,
b. Notice of Privacy Practices,
c. Participant grievance,
d. Participant consent form,
e. Release of Information if applicable,
4. Case Plan that showed the program and program participant developed a plan to assist the program
participant to retain permanent housing after the ESG assistance ends, taking into account all relevant
considerations, such as:
a. The program participant’s current or expected income and expenses,
b. Other public or private assistance for which the program participant will be eligible and likely to
receive; and
c. The relative affordability of available housing in the area
5. Lease agreement between the Owner and program participant
6. Minimum Habitability Standards
7. Case notes that reflect the program participant met with a case manager at least once per month to
assist the participant in ensuring long-term housing stability.
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8. Back-up documentation for the services and assistance provided to that program participant, including,
as applicable, security deposit, rental assistance, and utility payments made on behalf of the program
participant, and copies of documentation of payments made to owners for rental assistance provided,
and supporting documentation for these payments, including dates of occupancy by program
participants in the participant file.
9. Referrals made by the program-to-program participant to obtain other resources as needed.
10. Notice of Action – Notification to participant of eligible services
11. Income Recertification (If Applicable)
12. Rent Reasonableness/Fair Market Rent Certification (if Applicable)
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18. Recordkeeping
All program records will be maintained by 5Cities Homeless Coalition for a minimum of 5 years after the
final expenditure under the ESG contract.
19. Nondiscrimination and Equal Opportunity Policies
5CHC does not exclude, deny benefits to, or otherwise discriminate against any person on the basis of
race, color, national origin, disability, or age in admission to, participation in, or receipt of the services and
benefits under any of its programs and activities, whether carried out by the 5CHC directly or through a
contractor or any other entity with which 5CHC arranges to carry out its programs and activities.
This statement is in accordance with the provisions of Title VI of the Civil Rights Act of 1964, Section 504 of
the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, and Regulations of the U.S. Department
of Health and Human Services issued pursuant to these statutes at Title 45 Code of Federal Regulations
Parts 80, 84, and 91.
20. Definition of Homeless
The definition of homeless is as follows:
1. An individual or family who lacks a fixed, regular, and adequate nighttime residence, meaning:
a. An individual or family with a primary nighttime residence that is a public or private place not
designed for or ordinarily used as a regular sleeping accommodation for human beings, including a
car, park, abandoned building, bus or train station, airport, or camping ground;
b. An individual or family living in a supervised publicly or privately operated shelter designated to
provide temporary living arrangements (including congregate shelters, transitional housing, and
hotels and motels paid for by charitable organizations or by federal, state, or local government
programs for low-income individuals); or
c. An individual who is exiting an institution where he or she resided for 90 days or less and who
resided in an emergency shelter or place not meant for human habitation immediately before
entering that institution;
2. An individual or family who will imminently lose their primary nighttime residence provided that:
a. The primary nighttime residence will be lost within 14 days of the date of application for homeless
assistance;
b. No subsequent residence has been identified; and
c. The individual or family lacks the resources or support networks, e.g., family, friends, faith-based or
other social networks, needed to obtain other permanent housing;
3. Unaccompanied youth under 25 years of age, or families with children and youth, who do not
otherwise qualify as homeless under this definition, but who:
a. Are defined as homeless under section 387 of the Runaway and Homeless Youth Act (42 U.S.C.
5732a), section 637 of the Head Start Act (42 U.S.C. 9832), section 41403 of the Violence Against
Women Act of 1994 (42 U.S.C. 14043e-2), section 330(h) of the Public Health Service Act (42 U.S.C.
254b(h)), section 3 of the Food and Nutrition Act of 2008 (7 U.S.C. 2012), section 17(b) of the Child
Nutrition Act of 1966 (42 U.S.C. 1786(b)) or section 725 of the McKinney-Vento Homeless
Assistance Act (42 U.S.C. 11434a);
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b. Have not had a lease, ownership interest, or occupancy agreement in permanent housing at any
time during the 60 days immediately preceding the date of application for homeless assistance;
c. Have experienced persistent instability as measured by two moves or more during the 60-day
period immediately preceding the date of applying for homeless assistance; and Can be expected
to continue in such status for an extended period of time because of chronic disabilities, chronic
physical health or mental health conditions, substance addiction, histories of domestic violence or
childhood abuse (including neglect), the presence of a child or youth with a disability, or two or
more barriers to employment, which include the lack of a high school degree or General Education
Development (GED), illiteracy, low English proficiency, a history of incarceration or detention for
criminal activity, and a history of unstable employment; or
4. Any individual or family who:
a. Is fleeing, or is attempting to flee, domestic violence, dating violence, sexual assault, stalking, or
other dangerous or life-threatening conditions that relate to violence against the individual or a
family member, including a child, that has either taken place within the individual’s or family’s
primary nighttime residence or has made the individual or family afraid to return to their primary
nighttime residence;
b. has no other residence; and
c. Lacks the resources or support networks, e.g., family, friends, faith-based or other social networks,
to obtain other permanent housing.
21. Definition of “At Risk of Homelessness
The definition of at risk of homelessness is as follows:
1. An individual or family who:
a. Has an annual income below 30 percent of median family income for the area, as
determined by HUD;
b. Does not have sufficient resources or support networks, e.g., family, friends, faith-based or
other social networks, immediately available to prevent them from moving to an
emergency shelter or another place described in paragraph (1) of the ‘‘Homeless’’ definition
in this section; and
c. Meets one of the following conditions:
2. Has moved because of economic reasons two or more times during the 60 days immediately
preceding the application for homelessness prevention assistance;
3. Is living in the home of another because of economic hardship;
4. Has been notified in writing that their right to occupy their current housing or living situation will
be terminated within 21 days after the date of application for assistance,
5. Lives in a hotel or motel and the cost of the hotel or motel stay is not paid by charitable
organizations or by federal, State, or local government programs for low-income individuals;
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6. Lives in a single-room occupancy or efficiency apartment unit in which there reside more than two
persons or lives in a larger housing unit in which there reside more than 1.5 people per room, as
defined by the U.S. Census Bureau;
7. is exiting a publicly funded institution, or system of care (such as a health-care facility, a mental
health facility, foster care or other youth facility, or correction program or institution); or
8. Otherwise lives in housing that has characteristics associated with instability and an increased risk
of homelessness, as identified in the recipient’s approved consolidated plan;
9. A child or youth who does not qualify as ‘‘homeless’’ under this section, but qualifies as
‘‘homeless’’ under section 387(3) of the Runaway and Homeless Youth Act (42 U.S.C. 5732a(3)),
section 637(11) of the Head Start Act (42 U.S.C. 9832(11)), section 41403(6) of the Violence Against
Women Act of 1994 (42 U.S.C. 14043e– 2(6)), section 330(h)(5)(A) of the Public Health Service Act
(42 U.S.C 254b(h)(5)(A)), section 3(m) of the Food and Nutrition Act of 2008 (7 U.S.C. 2012(m)), or
section 17(b)(15) of the Child Nutrition Act of 1966 (42 U.S.C. 1786(b)(15)); or
10. A child or youth who does not qualify as ‘‘homeless’’ under this section, but qualifies as
‘‘homeless’’ under section 725(2) of the McKinney-Vento Homeless Assistance Act (42U.S.C.
11434a (2)), and the parent(s) or guardian(s) of that child or youth if living with her or him.
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Habitability Standards Certification Form
Instructions: Mark each statement as ‘A’ for approved or ‘D’ for deficient. The property must meet all standards in order to be
approved. A copy of this checklist should be placed in the client file.
Approved
or Deficient Element
1. Structure and materials: The structures must be structurally sound so as not to pose any threat to the health
and safety of the occupants and so as to protect the residents from hazards.
2. Access: The housing must be accessible and capable of being utilized without unauthorized use of other
private properties. Structures must provide alternate means of egress in case of fire.
3. Space and security: Each resident must be afforded adequate space and security for themselves and their
belongings. Each resident must be provided with an acceptable place to sleep.
4. Interior air quality: Every room or space must be provided with natural or mechanical ventilation. Structures
must be free of pollutants in the air at levels that threaten the health of residents.
5. Water Supply: The water supply must be free from contamination.
6. Sanitary Facilities: Residents must have access to sufficient sanitary facilities that are in proper operating
condition, may be used in privacy, and are adequate for personal cleanliness and the disposal of human
waste.
7. Thermal environment: The housing must have adequate heating and/or cooling facilities in proper operating
condition.
8. Illumination and electricity: The housing must have adequate natural or artificial illumination to permit
normal indoor activities and to support the health and safety of residents. Sufficient electrical sources must
be provided to permit use of essential electrical appliances while assuring safety from fire.
9. Food preparation and refuse disposal: All food preparation areas must contain suitable space and equipment
to store, prepare, and serve food in a sanitary manner.
10. Sanitary condition: The housing and any equipment must be maintained in sanitary condition.
11. Fire safety: Both conditions below must be met to meet this standard.
a. Each unit must include at least one battery-operated or hard-wired smoke detector, in proper working
condition, on each occupied level of the unit. Smoke detectors must be located, to the extent practicable, in
a hallway adjacent to a bedroom. If the unit is occupied by hearing-impaired persons, smoke detectors must
have an alarm system designed for hearing-impaired persons in each bedroom occupied by a hearing-
impaired person.
b. The public areas of all housing must be equipped with a sufficient number, but not less than one for each
area, of battery-operated or hard-wired smoke detectors. Public areas include, but are not limited to,
laundry rooms, day care centers, hallways, stairwells, and other common areas.
CERTIFICATION STATEMENT
I certify that I am not a HUD certified inspector and I have evaluated the property located at the address
below to the best of my ability and find the following:
☐ Property meets all of the above standards.
☐ Property does not meet all of the above standards.
Therefore, I make the following determination: _____________________________________________
☐ Property is approved.
Case Name:
Street Address:
Apartment: City: State: Zip:
Evaluator’s Signature: Date:
Please Print. Name:
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Sample Housing Stabilization Plan
Date: October 2, 2012
Client Name (s): Donald Landry
Total Household Size: 3
City / Address: Atascadero, 2111 El Bordo - Bordeaux Apartments B
Current Housing Status:
Donald is currently losing his housing due to income loss 2 months ago. He was laid off from work in
construction. He also lost his work truck because he couldn’t make payments. Don has two daughters in
elementary school. His apartment complex has given him a 3 day notice to quit. Don has been working odd
jobs and serving as a handyman for his income. Although he has been growing his handyman business, he
has not made enough income to cover bills and rent fully. He is losing his housing because he has been late
on rent for 2 months, and is $400 short in rent for this month.
Current Household Income:
Don currently works as a Handyman and makes between $300 and $500 per week. His total income has
been consistently $1,200 - $1,900 per month max. He currently does receive public income assistance.
There is no other income coming into the household.
Income/Sustainability Plan
(How does the participant plan to balance income with expenses moving forward?)
Don is a licensed carpenter and experienced in all areas of construction. He is focusing his efforts to build
this income source, which has a strong possibility of giving him sustainable income. Don is also looking for
an apartment with lower rent. Don also continues to look for other jobs, but is limited to working daytime
hours due to his young children who do not have childcare after 5pm. Don also has a friend willing to sell
him a truck and he is willing to accept payments. Once Don recovers from this housing crisis, he can
purchase the truck, which will allow him to get more work. Don can meet his monthly expenses with
$2,500 per month.
Proposed Assistance & Plan After Assistance after this Program Ends:
This program will provide Homeless Prevention/ Rental Assistance of $300 per month for 3 months to
stabilize the household’s housing. During this period, Don expects to gain extra work as a handyman, and
purchase a work truck on payments to gain more work. Moving forward Don will continue to look for
stable jobs. After 3 months Donn expects to make $2,500 per month or more.
Submitted by (Case Manager’s Name, Agency, Phone #):
Case Manager Date
Client Signature Date
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THE 5CHC CLIENT NOTICE AND CONSENT FOR RELEASE
THIS CLIENT NOTICE AND CONSENT FOR RELEASE FORM DESCRIBES HOW INFORMATION ABOUT YOU MAY
BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT
CAREFULLY. IF YOU HAVE ANY QUESTIONS OR DESIRE ANY FURTHER INFORMATION REGARDING THIS FORM
PLEASE CONTACT Veronica Cablayan (805) 952 5028
I, __________________________________ (insert client's name), understand and acknowledge that 5Cities Homeless Coalition
(the "Agency") is affiliated with the County of San Luis Obispo ("County"), and I consent to and authorize the collection of data
and information and preparation of records pertaining to the services provided to me by the Agency and the release of such data
and all records maintained by the Agency to the County and agencies affiliated with the County, provided such agency is a party
to The San Luis Obispo County Homeless Management Information System ("HMIS") agency agreement with the County under
which the Agency has specifically agreed to share information with such agency. The data, information and records gathered and
prepared by the Agency and the County will be included in the HMIS database and shall be utilized by the County and its affiliated
agencies, including Agency, to: (a) provide individual case management; (b) produce reports regarding utilization of services; (c)
track individual program outcomes; (d) provide accountability for individuals and entities that provide funds for use in providing
services in the County of San Luis Obispo area; (e) identify unfilled service needs and plan for the provision of new services; (f)
allocate resources among agencies engaged in the provision of services in and around San Luis Obispo County; and (g) be used for
all other purposes deemed appropriate by the County. I understand and acknowledge that my data and information may be
aggregated with the data and information of other individuals served by the Agency and other County agencies for the purposes
described above. I understand and acknowledge that that data, information and records pertaining to the services provided to
me by the Agency will only be disclosed to agencies, individuals and entities other than the County and its affiliated agencies with
my written authorization.
_______ (please initial) I understand and acknowledge that the data pertaining to the services provided to me by the Agency and
the records maintained by the Agency may include medical/health information and other information the privacy of which may
be protected by federal and or California law and expressly consent to the release of such information.
_______ (please initial) I understand and acknowledge that I have the right to (a) inspect, copy, and request amendment of all
records maintained by the Agency related to the provision of services to me and to receive a paper copy of this form; (b) request
restriction of how my data, information and records are utilized and disclosed but that the Agency is not required to agree to such
requested restrictions; (c) request that the Agency communicate with me about my services in a manner designed to promote
confidential communications; and (d) complain to the Agency or the County by providing written notice of the alleged violation if
I believe my privacy rights have been violated and that I will not be retaliated against for filing such a complaint.
_______ (please initial) I understand and acknowledge that I have the right to opt out of having my data, information and records
disclosed to the County and other County affiliated agencies by providing written notice to the Agency and that I am entitled to
services regardless of my decision. I further understand and acknowledge that I may revoke this consent at anytime by providing
written notice to the Agency. However, I understand and acknowledge that regardless of my decision to opt out or revoke
consent, my data may be disclosed to the County and included in the HMIS database in an aggregated and deidentified form for
purposes of making future resource allocation decisions.
_______ (please initial) I understand and acknowledge that the Agency is required to abide by the terms of this notice but that
the Agency reserves the right to change the terms of this notice and to make such revised or changed notice effective for
information already held by the Agency as well as information received in the future.
Signature: Date:
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5Cities Homeless Coalition
Grievance Policy
These procedures were developed to provide guidelines for responding to client or provider grievances.
Definition:
A grievance for the purpose of this program is defined by the as: a client complaint or expression of dissatisfaction
regarding service delivery, or any expression of dissatisfaction by an agency partners or service provider.
Procedures:
If a client or service provider expresses dissatisfaction verbally or in writing, a Program staff member will attempt to
resolve the situation with the client or service provider.
If this is not possible, then the Program staff that receives the complaint shall notify the Program Supervisor or the
person to whom that staff reports to. The supervisor who receives the complaint will document the complaint in
the Grievance Log. The Grievance Log shall include the following information.
7. Client ID# (not name)
8. Nature of complaint and identification of those involved.
9. Date complaint was received and by whom.
10. Summary of follow-up activities
11. Date grievance was referred to Grievance Committee, if necessary.
12. Date of resolution.
The Supervisor will be responsible for collecting relevant information about the grievance, for taking action to
resolve the grievance, and for documenting all progress.
The Supervisor will attempt to resolve the complaint between the parties involved. If no satisfactory results can be
achieved, the Supervisor will present the situation to the 5Cities Homeless Coalition (5CHC) Executive Director and
then on to the Board of Directors Program Committee for a decision.
Thirty days after expressing a grievance, clients or service providers will receive in writing all grievance facts and
decisions.
The Grievance Committee is a minimum of four individuals to include a program supervisor, a case manager who is
not a part of the grievance, an agency partner who has expertise in relevant program management, and the 5CHC
Executive Director.
All information, including the Grievance Log, will be available to appropriate contract monitors. This procedure will
be provided to each client and attached to all appropriate case files.
If this procedure is not clear, or you have any questions, please call Agency Director at (805)574- 1638.
I have read the Grievance Policy and consent to Case Management Services from the Homeless Prevention/Rapid
Rehousing Program.
Head of Household Signature Date
Spouse/Partner Signature Date
Other Adult Signature Date
Case Manager’s Signature Date
Page 373 of 417
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 28 of 40
CLIENT CONCERN FORM
This form is to be used by ESG Rapid Rehousing clients to submit grievances regarding the level of service quality, violation of
program policies, or breaches of confidentiality. Once completed, return this form to the program’s designated grievance liaison
Please complete the following information:
Your Name Today’s Date
Your Case Manager Date of Incident
Briefly describe the incident or concern:
Briefly describe your expected resolution to this problem or concern:
Sign your name
Your signature here provides consent for release of information regarding this grievance to ESG RR 5Cities Homeless Coalition
and other appropriate parties.
Page 374 of 417
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 1 of 40
THIS PAGE – OFFICE USE ONLY Designated liaison for this grievance
Step 2 Date this form provided to case manager Date of meeting with client
Result Description of proposed resolution
Client is satisfied with resolution ❑ Client is dissatisfied with resolution ❑
Satisfied client signature Date Dissatisfied client signature Date
Step 3 Date this form provided to grievance committee Date of meeting with client
Date of committee decision to liaison Date of meeting with client
Result Description of proposed resolution
Client is satisfied with resolution ❑ Client is dissatisfied with resolution ❑
Satisfied client signature Date Dissatisfied client signature Date
Step 4 Date this form provided to board of directors Date of meeting
Date of board decision to liaison
Result Description of proposed resolution
Program has received this decision ❑ Client has received this decision ❑
Liaison signature Date Liaison signature Date
Page 375 of 417
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 2 of 40
5Cities Homeless Coalition
Notice of Action/Aviso de Acción
Head of Household - Jefe de hogar: Spouse - Partner - Pareja
Dependent - Dependiente Dependent - Dependiente
Dependent - Dependiente Dependent - Dependiente
Dependent - Dependiente Dependent - Dependiente
q Effective ________________________________, you are eligible for the assistance based on your
current housing status and/or current income. You have been approved to receive:
q Efectivo, ________________________________ usted es elegible para la asistencia según por su estado
actual de vivienda y/o sus ingresos actuales. Ha sido aprobado para recibir:
q Security Deposit
Assistance
Depósito de seguridad
q Utility Deposit
Depósito de servicios
públicos
q Rental Assistance
Asistencia de alquiler
q Utility Payment
Pago de servicios
públicos
q Application Fees
Costos de aplicación
q Moving Cost
Costo de mudanza
In order to maintain in good standing for assistance, you must comply with items outlined in your
Program Agreement. Failure to comply may result in termination of the program. Please refer to you
Program Agreement.
Para mantenerse en el programa y recibir asistencia, debe cumplir con los elementos descritos en su Acuerdo
del Programa. El incumplimiento puede resultar en la terminación del programa. Consulte el Acuerdo del
programa.
EXIT
q Effective _________, you are being exited from the program for noncompliance. You have violated
one or more requirements outlined in the program agreement.
q Efectivo ___________, usted ha sido terminado del program por incumplimiento. Ha violado uno o
más requisitos descritos en el acuerdo del programa.
_________________________________________ _________
Case Manager Date
Page 376 of 417
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 3 of 40
Client Self-Declaration of Homelessness
Instructions: If third-party documentation is not available, individuals or households may self-certify their current homeless status.
Please initial the line below next to your current living situation and provide the details requested.
Applicant Name:
My current living situation is:
_____ Place not meant for human habitation (e.g. such as cars, parks, sidewalks)
Location and Dates:
_____ Emergency shelter (Emergency Shelter Name, Location and Dates of Residency)
_____ Transitional Housing (Transitional Housing Program Name, Location and Dates of Residency)
AND Previous Homeless Living Situation (Name, Location) and Dates:
_____ Discharging from a Hospital or other Institution (Hospital or Institution Name, Location, Date of Entry, and Expected
Discharge Date):
AND Previous Homeless Living Situation Details and Dates:
_____ Fleeing a domestic violence, including dating violence, sexual assault, stalking, human trafficking, and other
dangerous/life-threatening conditions that relate to violence against me or a family member that make me afraid to return to
my primary residence: (initial all that are true)
_____ Have no other place to live
_____ Do not have the financial resources and support networks to obtain other housing
_____ Being evicted from the housing we are presently staying in: (initial all that are true)
[Note: such individuals are eligible for a limited subset of programs – consult documentation checklist]
_____ Must leave this housing within the next ________ days
_____ Have not identified other housing
_____ Do not have the financial resources and support networks to obtain other housing
I certify the above-stated information to be true.
Applicant Signature: Date:
Page 377 of 417
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 4 of 40
Homelessness Certification
Client(s) Name(s): ____________________________________________________________________________________________
Household without dependent children Household with dependent children Number in the household: _____________
This form is to certify that the above-named individual or household is currently homeless based on the check mark, other indicated
information, and signature indicating their current living situation. By signing this form, you are certifying this information to be true.
Check only one box and complete only that section.
Living Situation: Place Not Meant For Human Habitation
The person(s) named above was/were living in a public or private place not designed for, or ordinarily used as a regular sleeping
accommodation for humans, including a car, park, abandoned building, bus station, airport, or camp ground on the date(s) below.
Description of living situation (please provide the location and detailed description of living conditions):
_________________________________________________________________________________________
___________________________________________________________________________________________________________
Homeless Street Outreach/Referral Program Name: _________________________________________________________________
Date(s) of Contact: ___________________________________________________________________________________________
Authorized Agency Representative Name: _________________________________________________________________________
Authorized Agency Representative Signature: _______________________________________________ Date: _________________
Living Situation: Emergency Shelter
The person(s) named above was/were living in a supervised publicly or privately operated shelter on the date(s) below:
Emergency Shelter Program Name: ______________________________________________________________________________
Date(s) of Night(s) in the Shelter: ________________________________________________________________________________
Authorized Agency Representative Name: _________________________________________________________________________
Authorized Agency Representative Signature: _______________________________________________ Date: _________________
Living Situation: Transitional Housing
[NOTE: USE ONLY FOR PURPOSES OF DOCUMENTING ELIGIBILITY FOR TRANSITIONAL HOUSING PROGRAMS]
The person(s) named above is/are currently living in a transitional housing program for persons who are homeless. The persons(s)
named above is/are graduating from or timing out of the transitional housing program:
Transitional Housing Program Name: _____________________________________________________________________________
Immediately prior to entering transitional housing the person(s) named above was/were residing in:
emergency shelter OR a place unfit for human habitation OR ____________________________________________
Authorized Agency Representative Name: _________________________________________________________________________
Authorized Agency Representative Signature: ______________________________________________ Date: __________________
Page 378 of 417
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 5 of 40
Staff Supplement to Certification Based on Intake Conversation
I understand that third-party verification is the preferred method of certifying homelessness for an individual or household
who is applying for assistance. I understand my declaration at intake is only permitted when I have attempted to but cannot
obtain third party verification.
Documentation of attempt(s) made for third-party verification:
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
Printed Name Organization Title
_____________________________________________________________________________________________
Applicant Signature Date Phone Number
Staff Signature: _________________________________________________________ Date: __________
Page 379 of 417
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 6 of 40
Criteria For Defining Homeless
Category 1 Literally
Homeless
(1) Individual or family who lacks a fixed, regular, and adequate
nighttime residence, meaning:
(i) Has a primary nighttime residence that is a public or private
place not meant for human habitation;
(ii) Is living in a publicly or privately operated shelter
designated to provide temporary living arrangements
(including congregate shelters, transitional housing, and
hotels and motels paid for by charitable organizations or by
federal, state and local government programs); or
(iii) Is exiting an institution where (s)he has resided for 90 days
or less and who resided in an emergency shelter or place
not meant for human habitation immediately before
entering that institution.
Category 2
Imminent
Risk of
Homelessness
(2) Individual or family who will imminently lose their primary
nighttime residence, provided that:
(i) Residence will be lost within 14 days of the date of
application for homeless assistance;
(ii) No subsequent residence has been identified; and
(iii) The individual or family lacks the resources or support
networks needed to obtain other permanent housing
Category 3
Homeless
under other
Federal
statutes
(3) Unaccompanied youth under 25 years of age, or families with
children and youth, who do not otherwise qualify as homeless
under this definition, but who:
(i) Are defined as homeless under the other listed federal
statutes;
(ii) Have not had a lease, ownership interest, or occupancy
agreement in permanent housing during the 60 days prior
to the homeless assistance application;
(iii) Have experienced persistent instability as measured by two
moves or more during in the preceding 60 days; and
(iv) Can be expected to continue in such status for an extended
period of time due to special needs or barriers
Category 4
Fleeing/
Attempting to
Flee DV
(4) Any individual or family who:
(i) Is fleeing, or is attempting to flee, domestic violence;
(ii) Has no other residence; and
(iii) Lacks the resources or support networks to obtain other
permanent housing
Page 380 of 417
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 7 of 40
5Cities Homeless Coalition
PROGRAM EXPECTATIONS AGREEMENT
PARTICIPANT EXPECTATIONS
1. Complete an Assessment with a Program Staff Member and answer all questions honestly.
2. You will meet with your Case Manager approximately [once a week, twice a week, twice a month] for an hour or for another
mutually agreed upon time.
3. Both you and your housing Case Manager will create a strategy to help locate permanent housing, which takes into account
all of the housing resources 5Cities Homeless Coalition has available. During each appointment, you will work together to set
individual goals.
4. Submit all required documentation requested to verify eligibility criteria for 5Cities Homeless Coalitions program
requirements.
5. You will be expected to make phone calls to housing authorities, landlords, and property owners and to complete rental
applications.
6. You will be required to complete and follow a budget and savings plan in order to receive 5Cities Homeless Coalition services.
7. 5Cities Homeless Coalition will keep a file for you, which includes copies of applications and other housing search-related
material.
8. 5Cities Homeless Coalitions will provide you with stamps and envelopes, as well as access to a copy machine, fax machine,
and telephone for all housing-search related business.
9. Housing advocates may be available to view apartments and attend meetings pertaining to your housing search, as long as
advance notice is given.
10. Report any changes, such as loss/gain of employment, enrollment/drop of school, family composition, or contact information
within 10 Days.
MUTUAL EXPECTATIONS
1. All services provided by 5Cities Homeless Coalition are free of charge. No exchange of money or gifts by either party is
allowed.
2. You and your housing advocate will treat each other with respect.
3. Both parties are expected to be prompt to meetings and prepared for the time together. Both parties should call ahead if the
meeting needs to be rescheduled.
I Further Understand That Failure To Comply With The Above-Mentioned Statements Could Result In The Following:
• A Meeting With An Staff Member And/Or Other Service Providers To Establish A Plan For Continued Services;
• A Halt In The Provision Of Financial Resources And Services To Obtain Placement Into Housing;
• Possible Termination Of Program Services
I, , Agree With The Terms And Requirements To Receive Rapid Re- Housing/Homeless Prevention Program assistance. I Also
Understand That Providing False Information May Result In Disqualification/Termination From The Program.
I Understand This Is Not An Entitlement Program. Decisions Regarding Eligibility And Service Are Based On A Review Of
Information About A Household And Whether That Household Meets The Criteria Outlined In Program Policies, The
Availability Of Funds, And Staff Needed For Participation.
By Signing Below, I Affirm I Have Reviewed, Understand, And Agree To This Housing Program Agreement, The Housing Program
Grievance Policy/Procedure, And The Housing Program Release of Information (HMIS and DSS 815).
Head of Household Date Spouse/Partner Date
Other Adult Date Case Manager Date
Page 381 of 417
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 8 of 40
Today’s Date: / / Staff Member:
Name: _
(First) (Last)
Social Security Number: - - Birth Date: / /
Date of Program Entry: / / Date of Last Recertification: / /
Any change in the number of individuals residing in this household: Yes No
If Yes, please provide the following information:
Name Relationship to
Head of Household
Sex Date of
Birth
Race Social Security
Number
Update of the following is required:
Income/Benefits Assessment
Verification of Income
Housing Stabilization Plan
Participant requires continued assistance with the following items:
Housing Relocation & Stabilization Services: Financial Assistance:
¨ Housing Search & Placement
¨ Case Management
¨ Mediation (between client & landlord)
¨ Legal Services
¨ Credit Repair
¨ Moving Costs
¨ Rental Application Fee
¨ Security Deposit
¨ Last Month’s Rent
¨ Utility Deposit
¨ Utility Payments
¨ Utility Arrears (up to 6 months)
Shelter Operations:
¨ Motel/Hotel
Voucher
Rental Assistance:
¨ Short-term (1-3 months)
¨ Medium-term (4-24 months)
¨ Rental Arrears (up to 6 months)
ESG Recertification Form
Participants must be re-evaluated not less than once every 3 months to
verify eligibility for continued assistance.
Page 382 of 417
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 2 of 40
Any other information regarding the participant’s recertification information and/or needs at this time:
Next Recertification is due: / /
I/We certify that the information provided on this application is accurate and complete to the best of my
knowledge. I/We understand that false statements or information are punishable under Federal Law. I/We
also understand that false statements or information are grounds for termination of assistance under this
program. I/We also understand that if I/we are receiving assistance as a Victim of Domestic Violence and
move back in with the abuser, I/we will be terminated from the program.
I/We understand that I/we are to provide any and all information as requested by the Case Manager or
Program Manager that the information provided will be subject to verification, that the housing unit I/we are
renting is subject to a physical inspection and must meet HUD standards before assistance can be approved.
I/We also understand that any approved assistance will be paid directly to the landlord, property manager or
utility company and that I/we are responsible for making whatever payments this program determines are
my/our responsibility on time and in full each month. I/We also understand the case manager must be
notified of any changes in income or other circumstances (e.g. changes in household composition) that affect
the eligibility of assistance under this program.
Print Full Name Print Full Name
Signature Signature
Date Date
STAFF USE ONLY:
Client/Household is approved for continued assistance in the ESG Program? _ Yes No
If no, please provide reason:
Date Recertification Completed: / /
Staff Member Approving:
(please print)
Staff signature: Date:
Page 383 of 417
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 3 of 40
RENT REASONABLENESS CHECKLIST AND CERTIFICATION
Proposed
Unit
UNIT #1
COMPARISON
UNIT #2
COMPARISON
UNIT #3
COMPARISON
ADDRESS
NUMBER OF BEDROOMS
SQUARE FEET
TYPE OF UNIT/CONSTRUCTION
HOUSING CONDITION
LOCATION/ACCESSIBILITY
AMENITIES
UNIT:
SITE:
NEIGHBORHOOD:
AGE IN YEARS
UTILITIES (TYPE)
UNIT RENT
UTILITY ALLOWANCE
GROSS RENT
HANDICAP ACCESSIBLE?
CERTIFICATION:
A. COMPLIANCE WITH PAYMENT STANDARD
____________________ _____________ __________________
PROPOSED CONTRACT RENT + UTILITY ALLOWANCE = PROPOSED GROSS RENT
APPROVED RENT DOES NOT EXCEED APPLICABLE PAYMENT STANDARD OF $_____________.
B. RENT REASONABLENESS
Based upon a comparison with rents for comparable units, I have determined that the proposed rent for the unit
[ ] is [ ] is not reasonable.
NAME: SIGNATURE: DATE:
Page 384 of 417
Page 385 of 417
Case management and financial assistance for deposit, rent and immediate needs for those who are homeless or
facing homelessness. Together, these programs prevent loss of housing and aid in rehousing.
Total Number of
Calls Received:
547
Total Number of
Walk-ins:
253
Households with
Children: 15
Households
without children: 37
Number of Coordinated
Entry Surveys: 52
23 45
Single-Parent
Households:Seniors (62+): Disabled:
Youth
(under 25):Veterans:
6 14 13 0 1
Rapid Re-Housing and Homeless Prevention Programs
Information & Coordinated Entry
5Cities Homeless Coalition
September 2022 Program Report
Assistance begins with a Coordinated Entry Intake, a service utilized by Homeless Service Providers throughout the
County that provides a standardized assessment to ensure a consistent, streamlined experience for those seeking
services. Clients complete a comprehensive needs assessment, identify barriers to employment or housing, and
develop an immediate action plan. Those visiting 5CHC’s offices are provided access to computer, internet, phone
charging, mailing address, food, and hygiene supplies.
Homeless Youth
Outreach and case management targeting homeless youth age 16-24, providing support for immediate needs,
education and job development, and housing assistance. Program is offered in partnership with Dignity Health, Good
Samaritan Shelter, and Lucia Mar Unified School District, Police Departments of Arroyo Grande and Grover Beach.
New
Contacts
Made
This
Month
Total # of
Case
Managed
Youth
Youth Who
Gained New
Housing,
Employment,
Benefits, or
Education
Permanently Housed This Month: 18
Rapid Rehousing Year to Date: 124 Families
Average Amount
Spent on Deposit
Year to Date:
$1,860
Average Amount
Spent on Deposit:
$2,110
Average Amount
Spent on Rental
Assistance:
$2,012
Prevented Homelessness (Eviction) This Month: 24
Prevented Homelessness (Eviction) Year to Date: 146
Average Amount
Spent on Rental
Assistance Year
to Date: $1,825
Page 386 of 417
Individuals Connected to
Resources This Month
Through Outreach
64
Cabins for Change Opening Soon!
New Benefits
Cases
0
New Benefits
Awarded
0
Cases Opened on
Behalf of Medically
Fragile
1
Outreach Efforts:
5CHC staff conducts outreach to ensure the health and safety of
individuals and families living in local encampments. 5CHC works with law
enforcement, County Public Health, and others to conduct health checks
and provide food, hygiene, and access to case management. This month,
we targeted Grover Beach extensively.
Immediate Needs:
Assists homeless and low-income families and individuals in the Five Cities area with limited funds to address their
immediate needs, and move them to self–sufficiency. Helping families overcome a one-time barrier can enable them
to move toward self-sufficiency, stability, and economic improvement. Examples of assistance include gasoline,
clothing, employment readiness, detox/sober living, basic needs, etc. Average amount spent per client: $97.39
Benefits Advocacy/Medically Fragile Clients:
5CHC clients are offered guidance in attaining public benefits, including SSI, Cal Fresh, etc. Housing clients are also
encouraged to participate in financial literacy and budgeting training. Our work with medically fragile clients is aimed
at improving discharge planning and case management with Arroyo Grande Community Hospital. Monthly Averages:
Winter Warming Center
During the winter season, 5CHC operates an overnight warming center to provide a
safe, warm, and dry place for homeless adults to find shelter on nights with specific
forecasts of inclement weather. The Warming Center 2021-2022 Season has
concluded.
News & Happenings
This new temporary emergency housing program in Grover Beach, also referred to
as “Cabins for Change,” will use modular cabins at 16th Street and Long Branch
Avenue. With 24/7 support, wrap-around case management, and services
providing nutrition, recovery and housing stabilization guidance, 5CHC's Cabins
for Change program will help homeless individuals achieve long-term housing.
Total Nights
Open
18
Families with
Children
0
Avg. # of
Guests This
Season7
# of 1st Time
Guests
24
5Cities Homeless Coalition
A 501(c)(3) Nonprofit | Tax ID #27-0413593
(805) 574-1638 | 5CHC.org
P.O. Box 558
Grover Beach, CA 93483-0558
@5citieshomelesscoalition
New Benefits
Cases
1
Page 387 of 417
Application B: Housing Activities
Funding sources available: CDBG, HOME, Title 29, PLHA
1.APPLICANT INFORMATION
x Entity Name San Luis Obispo Non-profit Housing Corporation / (HASLO)
x Ultimate Borrower, if applicable A to be formed LP
x Application Contact (Name and Title) Ken Litzinger, CFO
x Contact Phone Number 805-594-5304
x Entity Address, City and Zip Code 487 Leff Street, San Luis Obispo, CA 93401
x Mailing Address (if different from above) Same
x Applicant’s Website www.haslo.org
x Unique Entity Identification (UEI) Number 965581304
x Type of Agency (501(c)(3), For Profit, Gov’t/Public, CHDO, Other) 501(C)(3) & CHDO
x Date of Incorporation 10/15/1991
2.PROJECT SUMMARY
x Project Title Arroyo Terrace Apartments
x Project Address(es) 700 N. Oak Park Blvd, Arroyo Grande, CA
x APN(s) 077-011-010, 077-011-011, 077-011-012, 077-011-013
x Description of the Project
Provide a project description that captures the maximum anticipated scope of the
application. It should include all contemplated actions which logically are, either
geographically or functionally, a composite part of the project, regardless of the source
of funding. Describe all physical aspects of the project, such as plans for multiple phases
of development, size and number of buildings, and activities to be undertaken. Include
details of the physical impacts of the project, including whether there will be ground
disturbance. If applicable, indicate whether the project site will require acquisition or if
the sponsor already has ownership.
The mixed-use project consists of 63 100% affordable multi-family
residential units, including a manager’s unit, a 1,342 square-foot community
room, and 1,178 square feet of commercial space. As proposed, 16 of the units
will be designated for those experiencing homelessness or at risk for
homelessness as defined by HCD. This project received a County funding
commitment of ARPA funds last year. However, because of the large size of the
project, additional public funds are needed to make the project competitive for a
tax credit award. The project has also applied to HCD for Multifamily Housing
Program (MHP) funding. HCD should announce awards in December 2022.
The project includes outdoor recreational space with a barbeque area and
children’s playground near the remaining grove of oak trees near the eastern
portion of the project site for the residents of the development. The 63 dwelling
units are proposed in three (3) separate, three-story buildings, and contains 30
one-bedroom, 17 two-bedrooms, and 16 three-bedroom units.
3. BUDGET
x Funds Requested (Amount and Source) City & County CDBG & HOME & Title
29: $1,000,000
x Total Project/ Program Cost (Identify funding to be used to support the project
ATTACHMENT 3
Page 388 of 417
throughout affordability period, if applicable) Total Project Costs: 33,883,732.
See attached Sources & Uses schedule.
x Identify leveraged funds (Committed and Not Yet Committed) County ARPA
funds – Committed, HCD MHP Funds – Applied with awards to be announced in
December, City of Arroyo Grande Funds – Not Yet Committed.
x Identify additional rental assistance in project, if applicable 16 of the units will
have a Project Based Voucher commitment.
x Indicate how the match requirement will be met, if applicable. Low Income
Housing Tax Credits
x
4. PROJECT MANAGEMENT
x Project Lead Name: Ken Litzinger
o Title: CFO
o Phone: 805-594-5304
o Email: klitzinger@haslo.org
x Project Team
Please include information on the project team in the table below. Describe the roles,
financial structure, and legal relationships of the entities identified in the project team
table below.
Team
Member
Contact Person/Phone
Number
Company Name/Address
Developer
Ken Litzinger 805-594-
5304
HASLO 487 Leff St, San
Luis Obispo, CA 93401
Owner(s)
Ken Litzinger 805-594-
5304
HASLO 487 Leff St, San
Luis Obispo, CA 93401
General
Partner(s)
(Please
specify if
managing,
sole, etc.)
Ken Litzinger 805-594-
5304
San Luis Obispo Non-
profit Housing Corp, 487
Leff St, CA 93401
Sponsor
Ken Litzinger 805-594-
5304
San Luis Obispo Non-
profit Housing Corp, 487
Leff St, CA 93401
Administrative
Subagreement
N/A N/A
General
Agreement
Click or tap here to enter
text.
Click or tap here to enter
text.
Architect
TBD Click or tap here to enter
text.
Construction
Specialist
Michael Burke 805-594-
5330
HASLO 487 Leff St, San
Luis Obispo, CA 93401
Page 389 of 417
Construction
Lender
TBD Click or tap here to enter
text.
Permanent
Lender
TBD Click or tap here to enter
text.
Property
Management
Company
Elaine Archer, 805-594-
5331
HASLO 487 Leff St, San
Luis Obispo, CA 93401
Relocation
Consultant
N/A Click or tap here to enter
text.
Market
Analyst
Click or tap here to enter
text.
Click or tap here to enter
text.
Service
Provider(s)
Elaine Archer, 805-594-
5331
HASLO 487 Leff St, San
Luis Obispo, CA 93401
Green
Building &
Sustainability
Consultant
Click or tap here to enter
text.
Click or tap here to enter
text.
Other Project
Partners:
Financial
Consultant
Click or tap here to enter
text.
Click or tap here to enter
text.
5. PURPOSE & NEED
x Purpose of the Proposed Project. Describe the project by addressing each of the
following:
x What activities will be undertaken? Construction of 62 affordable housing rental
units + manager unit.
x What are the project goals and objectives? Provide 16 units of homeless housing
with rental subsidy plus an additional 46 affordable units.
x Explain the need being addressed by this project. Housing for homeless and
affordable housing
x Explain how the need was identified. Affordable housing and housing for the
homeless are among the most critical needs in the County.
x Who are the beneficiaries? How will eligibility be determined? Those experiencing
homelessness, or at risk for homelessness, and/or tenants at Low, Very Low, and
Extremely Low Income levels.
x Is there community and/or political support? Explain. Yes. All City project
approvals have been received, and City and County staff are supportive of the
project.
x Describe how the impact will be sustained once this round of funding ends. These
units will be restricted for affordable housing for 55 years. The project will be
financially self-sustaining, as tenant rents will cover all operating expenses.
x Organizational Capacity. Summarize the organization's background/capacity to
Page 390 of 417
carry out the proposed project. The narrative should address the following points:
o Has the organization carried out this type of project previously?
Explain. Yes, SLONP and HASLO have been developing affordable
housing for 40+ years.
o What makes the organization a preferred provider of this service?
SLONP and HASLO are community based local organizations that
have an award winning history of developing and operating affordable
housing in San Luis Obispo County. As property management agent,
HASLO coordinates with area non-profit service providers to accept
homeless and other special high need referrals. Staff is certified in all
aspects of compliance, and maintains detailed financial records and
tenant files for audit purposes. SLONP is dedicated to ensuring these
units benefit the community permanently
6. ELIGIBILITY
x Indicate the eligible activity category for this project. New construction of
affordable housing units
7. SCHEDULE
x Provide a detailed project timeline, include milestones with units of measure. See
Exhibit
x Describe agency’s record keep system with relevance to the proposed project
and how reporting requirements will be met. HASLO administers Federal, State,
and Local grants, and has strong systems and controls in place. HASLO will
provide the record keeping services for the project. Both HASLO and SLONP
undergo annual audits by an independent CPA firm.
8. ADDITIONAL INFORMATION
x Has site control been obtained? If so, how is site control held? Attach
documentation of site control. Yes, HASLO currently owns the site, and will
provide site control to the to be formed tax credit partnership via a long term land
lease agreement. This is consistent with recent projects completed with the
County’s partnership.
x Zoning. Is the current project location zoned for the proposed activity? If not,
describe steps to be taken to ensure zoning requirements are met. Yes, the
proposed development is consistent with land use and zoning requirements.
x If applicable, indicate the application due date for tax credits. March 1st, 2023
x Identity all permits necessary for the project. Include estimated dates of
application and approval. The only remaining permit is the building permit, which
is anticipated by November, 2023
x Does this Project require Relocation? If so, attach Relocation Plan. No.
x Indicate Housing Type (Permanent Homeowner Housing, Rental Housing,
Transitional Housing). Permanent Rental Housing
x Does the Project intend to target special populations (such as seniors, persons
with disabilities, children in foster care, etc.)? Yes, 16 units are proposed for
homelessness, and a portion of the units will be deeply income targeted for
families at 30% of area median income.
Page 391 of 417
x Will the Applicant be providing services? If so, please provide a brief explanation.
Yes, HASLO will be providing resident and supportive services.
9. ENVIRONMENTAL REVIEW
x Indicate level of environmental review required for proposed project. Proposed
project is exempt from CEQA. NEPA is anticipated.
x Indicate environmental review steps completed to date. Notice of Exemption filed
for CEQA determination.
10. SECTION 3 AND MINORITY AND WOMEN BUSINESS ENTERPRISES (AS
APPLICABLE)
x Section 3: Please explain how Section 3 benchmarks will be met. The construction
bid documents will contain Section 3 requirements, which will be included in the
construction contract. Contractor will be required to utilize best efforts to
demonstrate compliance.
x MBE/WBE: Please explain how your project will be marketed towards MBE/WBEs. The
construction bid documents will contain MBE/WBE requirements, which will be included
in the construction contract. Contractor will be required to utilize best efforts to
demonstrate compliance.
11. ADDITIONAL REQUIRED DOCUMENTS
1. Articles of Incorporation/Bylaws
2. Non-profit Determination
3. List of the Board of Directors
4. Authorization to Request Funds – N/A
5. Designation of Authorized Official
6. Organizational Chart
7. Most Recent Financial Audit
8. Policies and Procedures
9. SAM Search
10. Sources and Uses Statement
11. Timeline of Project Expenditures
12. Timeline of Project Milestones
13. Phase I or II Environmental Assessment
14. Site Photos
15. Complete construction drawing package
16. Commitment Letters
17. Operating Pro forma for length of period of affordability
18. Partnership agreement and equity letters indicating general and limited partner
contributions
19. Rent schedule for rental housing project
Page 392 of 417
ATTACHMENT 4
Page 393 of 417
MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director
BY: Steve Kahn, Acting Capital Improvement Project Manager
SUBJECT: Consider Approval of 2022 Pavement Management Program
DATE: November 22, 2022
SUMMARY OF ACTION:
Approval of the updated recommended treatments and streets will allow the City to
prepare construction documents for the entirety of the 2022 Pavement Management
Program (PMP) and approve a Budget Adjustment Request.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The total funds available for the PMP is $5,676,497 and is broken down in Table 1 below:
Table 1
A budget adjustment totaling $268,799 ($81,5400 of SB 1 Funds and $187,259 of Sales
Tax Funds) is requested to provide the total budget for the PMP.
RECOMMENDATION:
1) Approve the 2022 Pavement Management Program (PMP); 2) Appropriate the funds
and approve the budget adjustment listed in Table 1 for the PMP; and 3) Review and
approve the recommended treatments and streets as listed in Strategies 1 through 4.
BACKGROUND:
In order to stretch the available budget and slow the deterioration of certain streets to help
avoid near-term reconstruction (complete rebuilding of an existing street) for the 2021
Street Repairs project, staff and the City’s pavement engineer recommended to Council
Revenue
Source
FY 2021-22
Budget
FY 2021-22 Anticipated
to Complete or
Carryover
FY 2021-22
Actuals
FY 2021-22
Carryover
FY 2022-23
Budget
Budget
Adjustment Total
USHA 131,000 131,000 131,000 - 68,900 68,900
General Fund 1,751,000 982,315 982,315 - 768,685 768,685
SB 1 468,072 468,072 540,280 - 307,200 81,540 388,740
Sales Tax Fund 1,717,837 982,315 361,165 621,150 3,641,763 187,259 4,450,172
Total 4,067,909 2,563,702 2,014,760 621,150 4,786,548 268,799 5,676,497
Page 394 of 417
City Council
Consider Approval of 2022 Pavement Management Program
November 22, 2022
Page 2
in April 2021 that the City continue to correct base failures (digouts) and alligator crackin g
on streets found to be in the most urgent condition up to the amount of the budget
available. On July 27, 2021, Council reviewed alternatives for appropriating funds in
excess of the 20% Fund Balance Goal Limit and elected to invest $1.75 million of excess
reserves into the City’s infrastructure, specifically pavement maintenance. As a result,
additional street segments that had been evaluated and identified in the April 27, 2021
staff report were added to the 2021 Street Repairs project utilizing the excess reserves. `
The proposed 2022 PMP was presented to the City Council on August 23, 2022, and was
developed with City’s pavement engineer. The proposed 2022 PMP consists of a
combination of four pavement maintenance strategies that are used based on the
condition of the existing asphalt paving and base. This multi-pronged strategy maximizes
the lane miles of road that can be repaired based on the funding that is available. The
four strategies are:
1. Preventive Maintenance
2. Pavement Rehabilitation
3. Hot Spot Repairs on key city streets
4. Value Engineering
Strategy 1: Preventative Maintenance (Slurry Seal)
Pavement maintenance treatments are designed to slow the pavement aging process.
Mainly, the treatments are designed to protect the pavement from the adverse effects of
water and to some extent vehicle traffic. For this year’s program, it is recommended that
some preventative maintenance be accomplished due to the additional funding available.
Twelve areas within the City have been identified that would benefit from receiving a slurry
seal preventative maintenance treatment at this time. A slurry seal helps to preserve and
protect the underlaying pavement structure, provides a new wearing surface, protects it
from sun damage, and most importantly seals the pavement, thus preventing the
infiltration of water, which is the most frequent cause of pavement failure. At the August
23rd City Council Meeting this Strategy was approved. A list of the streets are presented
in Attachment 1; a map of the locations are presented in Attachment 2.
Strategy 2: Pavement Rehabilitation (Overlay)
Pavement rehabilitation consists of treatments used to restore the existing pavement or
to add additional structural support to the pavement. An asphalt overlay is a layer of new
asphalt applied over the existing base layer of asphalt on a road. An overlay is a treatment
that can significantly extend the useful life of the road when the base of the pavement is
in good shape.
In August 2022, staff recommended completing the James Way digout and overlay
rehabilitation project as part of the 2022 PMP. The project would consist of overlaying the
Page 395 of 417
City Council
Consider Approval of 2022 Pavement Management Program
November 22, 2022
Page 3
pavement on James Way from Equestrian Way to Tally Ho Road where digouts were
previously performed. The project was also proposed to include upgrading twenty-four
non-compliant curb ramps within the project limits as an overly is considered an alteration
of a street under the Americans with Disabilities Act (ADA) and triggers the City’s
obligation to provide ADA compliant curb ramps where pedestrian walkways intersect the
resurfaced street. At the August 23rd City Council Meeting this strategy was approved.
Since that meeting staff has found a road that is in greater need of rehabilitation and the
rehabilitation cost better fits the budget. This will be discussed in more detail in the
“Analysis of Issues” section.
Strategy 3: Hot Spot Repairs (Digouts)
Digouts are small areas of deteriorated pavement which are removed and replaced with
new asphalt concrete to correct base failures and to help slow the deterioration of a street
and avoid near-term reconstruction. This approach is a “stop-gap” measure to keep
important streets safe and help reduce the need for the road crew’s immediate attention.
The City has successfully used this approach over the past several years to address
important, well used streets throughout the City. At the August 23rd City Council Meeting
this Strategy was approved. A list of streets proposed to include digout repairs is
presented in Table 2 on the following pages.
Strategy 4: Value Engineering (Overlay)
Staff recommended using the remaining funds in this year’s budget to address residential
streets that are in poor condition in the Equestrian Way neighborhood, which are listed in
Table 3 below. These streets have a PCI between 27 and 49. Residential streets are
typically low volume roads that were constructed with a thin layer of asphalt concrete
ranging between 2 and 3 inches. Poor roads with low PCIs do not always require
reconstruction. Sometimes these roads look bad but are still structurally adequate. The
intent is to test these pavements, using non-destructive deflection testing to determine
the structural adequacy of the pavement. If it is determined that the pavement is
structurally adequate, then value engineering methods can be applied. Value Engineering
is defined as the art of providing the most cost -effective pavement treatments without
sacrificing quality or longevity. Value engineering approaches used in the past by other
agencies include TMOs (thin maintenance overlays), cape seals with or without a leveling
course, or fiberized slurry seals.
At the August 23rd City Council Meeting, the City Council directed staff to proceed with
deflection testing and coring on these streets and to use the information for value
engineering. Staff would then return to Council to present the findings and
recommendations and to request approval with the plans and specifications for the 2022
Street Repairs project.
Page 396 of 417
City Council
Consider Approval of 2022 Pavement Management Program
November 22, 2022
Page 4
Available Budget
As part of the August 23, 2022 staff report and presentation to Council, staff reported that
the available budget for the 2022 PMP totaled $6,264,665. This included an estimated
$5,119,880 in Sales Tax Fund money; however, $4,450,170 is actually available from the
Sales Tax Fund due to a miscalculation in the amount of funds available to carryover from
the last fiscal year. In total, $5,676,497 is available for the 2022 PMP. This includ es
$68,900 of Urban State Highway Account (USHA) funds, $768,685 of General Fund
money, $388,740 of Senate Bill 1 (SB1) funds, and $4,450,172 of Local Sales Tax funds.
A budget adjustment in the amount of $268,799 is necessary to reach the total anticipated
budget for the project of $5,676,497, as discussed in more detail below.
ANALYSIS OF ISSUES:
Based on City Council direction at the August 23, 2022 Meeting on the 2022 PMP, the
City’s pavement engineer and staff completed the following:
Evaluation of selected residential streets with value engineering to determine the
most cost-effective asphalt treatment for the street surface.
Produced a 2022 PMP based on using the multi-pronged treatment approach and
total funds available.
Listed below are staff’s recommendations for 2022 PMP using the four strategies, value
engineering results, and available construction funds.
Strategy 1: Preventative Maintenance
It is recommended that slurry seal treatments be applied to the streets listed in Attachment
1. At the August 23, 2022 Council meeting, the preliminary estimated cost of this Strategy
was $1,683,000. Since that time, field pavement testing has allowed staff to refine
projected costs for this component of the 2022 PMP, which are now estimated to be
$1,423,100.
Strategy 2: Pavement Rehabilitation
During the August 23, 2022 Council meeting, the 2022 PMP proposed an overlay
rehabilitation and curb ramps project for James Way, from Equestrian Way to Tally Ho
Road, at an estimated cost of $1,580,000. At this time, it is recommended that the cost
for the overlay and curb ramps could be spent better on streets with a more
immediate/higher rehabilitation need and a lower cost. This would allow better use of
funds when applying the multi-pronged strategy. In the meantime, the digouts previously
completed on this street are holding up well and conditions are expected to remain stable
over the coming year.
Staff reviewed the streets in need of rehabilitation with a high traffic volume and a cost to
construct with the remaining 2022 PMP funds. In 2021, digouts were completed on
Corbett Canyon Road, from Route 227 to the north City limits. Completing an overlay of
that segment as part of the 2022 PMP would increase the life of the road by 12-15 years.
Page 397 of 417
City Council
Consider Approval of 2022 Pavement Management Program
November 22, 2022
Page 5
The estimated cost of an overlay of this segment is $409,000. It is a medium volume
arterial and at a southern entrance to the city, and there are no curb ramps needing
replacement. Staff recommends postponing the James Way Pavement Rehabilitation
portion of the project and replacing it with the Corbett Canyon Road segment described
above for the 2022 PMP.
Strategy 3: Hot Spot Repairs (Digout)
At the August, 23, 2022 meeting, the preliminary estimated cost of hot spot repairs for the
streets identified in Table 2 below was $373,000. Following field design work, estimated
costs for this Strategy have increased slightly to $381,000. Table 2 includes a list of
selected streets:
Table 2
Strategy 4: Value Engineering (Overlays)
Value engineering was performed on the streets list in Table 3. The streets were cored to
investigate the condition and depth of the asphalt and base, and deflection testing was
completed to determine the strength of the existing surface. From this information , the
City’s pavement engineer designed repair treatments using Value Engineering to provide
the most cost-effective pavement treatments without sacrificing quality or longevity. The
Value Engineering results showed that the streets do not need full reconstruction and that
overlays will provide repair treatment using value engineering to restore the street
segments. The estimated costs to provide the value engineered treatments total
$2,274,000 as shown in the table below:
List of Selected Streets
Estimated
08/23/2022
Costs
Updated
Engineering
Costs
Nevada Street - E. Branch Street to Le Point Street 15,000 22,000
Mason Street - E. Branch Street to Le Point Street 40,000 9,000
Traffic Way - Address Tree Roots between Fair Oaks Avenue and Bridge Street 10,000 49,000
Huasna Road - Callie Court to City Limit (After Strother Park)300,000 260,000
California Street at Intersection of Fair Oaks Avenue 8,000 41,000
373,000 381,000
Page 398 of 417
City Council
Consider Approval of 2022 Pavement Management Program
November 22, 2022
Page 6
Table 3
Table 4 below provides a summary of Strategies 1 through 4 for the recommended 2022
PMP.
Table 4
Additionally, Attachment 2 is included to show a Map of Recommended Street Segments.
$1,423,100
$409,000
Nevada Street E Branch Street to Le Point Street $22,000
Mason Street E Branch Street to Le Point Street $9,000
Traffic Way Fair Oaks Avenue to Bridge Street $49,000
Huasna Road Callie Court to City Limit $260,000
California Street Intersection to Fair Oaks Avenue $41,000
$2,274,000
$4,487,100
$381,000
4 - Value Engineering
Equestrian Way Neighborhood and Via Vaquero
Preliminary Construction Total:
Total Construction Budget for Recommended 2022 PMP
1 - Preventative Maintenance
Area 1 thru Area 12
2 - Pavement Rehabilitation
Corbett Canyon Route 227 to North City Limits
3 - Hot Spot Repairs
Page 399 of 417
City Council
Consider Approval of 2022 Pavement Management Program
November 22, 2022
Page 7
The totals costs for the 2022 PMP are listed below in Table 5:
Table 5
The following is more detailed information on the expenditures listed above:
Construction – This amount is detailed further in Table 4 above and is limited to
construction costs for the 2022 PMP.
Construction - Public Works - This amount represents the costs for City staff to
perform crack sealing and/or striping on City roads.
Construction Contingencies – This amounts to 13.45% of the construction budget.
Contract Admin – This amount will cover contract administration costs, advertising,
printing and environmental fees.
Testing – This amount will cover the costs of material testing.
Design/Survey – This amount will cover costs of design and survey for the design
and construction phases of the Project.
Studies – This amount covers the costs of an update to the City’s Streetsaver
update (Streetsaver is a software program used to analyze the condition of the
roads in Arroyo Grande and help prioritize repair schedule and meth od).
Budget Adjustments
Staff is requesting a budget adjustment totaling $268,799 for the PMP as shown in Table
6. The adjustment includes $81,540 of SB 1 Funds and $187,259 of Sales Tax Funds.
Table 6
The first part of the budget adjustment would increase the revenue budget and
appropriate $81,540 from SB1 revenues to the PMP. It is anticipated that the City will
receive an additional $81,540 in revenue of SB 1 – RMRA (Road Maintenance and
Expenditures Cost
Construction 4,487,100
Construction - Public Works 60,000
Construction Contingencies 603,395
Contract Admin 37,506
Testing 163,085
Design/Survey 321,911
Studies 3,500
Total 5,676,497
Revenue
Source
Budget
Adjustment
SB 1 81,540
Sales Tax Fund 187,259
Total 268,799
Page 400 of 417
City Council
Consider Approval of 2022 Pavement Management Program
November 22, 2022
Page 8
Rehabilitation Account) Funds. The original budget was based on a conservative estimate
of $307,200. Updated estimates were obtained from a Revenue Finance Expert, Michael
Coleman, showing an anticipated increase of $81,540 in SB 1 funding that the City will
receive this fiscal year. W hen including this additional revenue source, it is anticipated
that a total of $388,740 of SB 1 funds will be available for the PMP project.
The second part of the budget adjustment is to appropriate $187,259 of Sales Tax Fund
Balance to the PMP as shown in Table 7. In FY 2021-22, the City received an additional
$163,587 above the anticipated revenues that increased the Sales Tax Fund Balance
and was not allocated in the FY 2022-23 Mid-Cycle Budget Update. Additionally, $23,672
of unspent expenditures in the FY 2021-22 budget were returned to fund balance for
future use.
Table 7
Next steps
If the Council approves the PMP, staff would move forward with completion of the Plans,
Specifications, and Estimate (PS&E) and return to Council in early 2023 with a request to
approve the PS&E and authorize solicitation of bids. Once bids are received and
reviewed, staff will present Council with a Bid Award recommendation in winter of 2023.
Construction is anticipated to begin in Spring of 2023 and is estimated to be completed
by the end of 2023.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve the 2022 Pavement Management Program (PMP); Appropriate the funds and
approve the budget adjustment listed in Table 1 for the PMP; and Review and approve
the recommended treatments and streets as listed in Strategies 1 through 4;
2. Do not approve staff’s recommendation;
3. Direct staff to investigate other potential treatments and streets and return to Council;
or
4. Provide other direction to staff.
ADVANTAGES:
The available pavement management program budget will be maximized by employing
four different pavement management strategies. Slurry seals will help to preserve and
protect the underlaying pavement structure from sun and water. Overlays will significantly
extend the useful life of the road when the pavement base is in good shape. Digouts will
provide permanent repairs where the pavement is failing helping to extend the pavement
life. Value engineering will determine the most cost-effective pavement treatments.
Sales Tax Fund Budget Adjustment
Increased Revenues 163,587
Unspent Expenditures 23,672
187,259
Page 401 of 417
City Council
Consider Approval of 2022 Pavement Management Program
November 22, 2022
Page 9
DISADVANTAGES:
Implementation of the proposed pavement maintenance strategies reduces available
funding for other potential street maintenance projects.
ENVIRONMENTAL REVIEW:
The project is categorically exempt from the California Environmental Quality Act (CEQA)
pursuant to CEQA Guideline Section 15301(c) covering the repair and ma intenance of
existing streets, sidewalks, gutters and similar facilities.
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 Pavement Maintenance Streets List
2. Recommended Street Segment Map
3. August 23, 2022 Staff Report and Attachments
Page 402 of 417
City of Arroyo Grande
Potential Slurry Seal Streets
Road Name BegLocation EndLocation Est. Section Cost
Blackberry Avenue Boysenberry Street Cranberry Street $20,400
Blueberry Avenue Boysenberry Street Courtland Street $11,900
Boysenberry Street Raspberry Avenue Strawberry Avenue $22,300
Cedar Street Courtland Street Spruce Street $19,200
Courtland Street E.Grand Avenue Ash Street $71,900
Cranberry Avenue Raspberry Avenue Blackberry Avenue $17,900
Huckleberry Avenue Cranberry Street Courtland Street $10,900
Loganberry Avenue Cranberry Street Courtland Street $11,200
Raspberry Avenue Boysenberry Street Cranberry Street $21,100
Seabright Avenue Oak Park Boulevard Cranberry Street $4,400
Strawberry Avenue Boysenberry Street Cul De Sac $23,400
$234,600
El Camino Real Oak Park Boulevard E.Grand Avenue $257,400
$257,400
Asilo Street La Canada Vista Drive $28,800
Asilo Street La Canada Street (North End)La Canada Street (South End)$22,800
La Canada Asilo Street Vista Drive $20,900
Los Ciervos Court Vista Drive Cul De Sac $25,000
Paraiso Court Asilo Steet Cul De Sac $4,400
Puesta del Sol Los Ciervos Vista Drive $27,400
Rosemary Court La Canada Cul De Sac $33,400
Vista Drive PCC at Median La Canada $42,100
$204,800
Rosemary Lane West End Cul De Sac $23,400
Salida de Sol James Way Cul De Sac $14,400
Sombrillo Salida de Sol Rosemary Court $17,600
$55,400
Hidden Oak Road James Way End of Road $26,400
Quail Ridge Court Hidden Oak Road Cul De Sac $7,700
$34,100
Village Glen Drive James Way Hidden Oak Road $26,900
$26,900
Ridgeview Way Tally Ho Road White Court $29,100
White Court Ridgeview Way Cul De Sac $8,700
$37,800
Pearwood Avenue Huasna Road Oak Hill Road (EOS)$32,100
$32,100
Coach Road Branch Mill Road Flora Road - CIW N/O Flora $17,200
Flora Road Coach Road End of Street $15,400
Greenwood Drive Flora Road End of Street $15,200
Tanner Lane Flora Road Branch Mill Road $14,300
$62,100
GROUP 1
GROUP 2
GROUP 3
GROUP 4
GROUP 9
GROUP 5
GROUP 6
GROUP 7
GROUP 8
SUBTOTAL
SUBTOTAL
SUBTOTAL
SUBTOTAL
SUBTOTAL
SUBTOTAL
SUBTOTAL
SUBTOTAL
SUBTOTAL
GROUP 10
Page 1 of 2
ATTACHMENT 1
Page 403 of 417
City of Arroyo Grande
Potential Slurry Seal Streets
Road Name BegLocation EndLocation Est. Section Cost
James Way Oak Park Boulevard Equestrian Way $106,200
$106,200
E. Grand Avenue/Branch
Street El Camino Real Mason Street $170,300
$170,300
Castillo del Mar End of Street Orchard Avenue $68,400
Cherry Avenue (W)Arroyo Avenue End of Street (AGHS)$24,300
Orchard Avenue Fair Oaks Avenue Castillo de Mar $55,600
Via Avante Castillo del Mar Cul De Sac $8,300
Via Belmonte Court (North)Castillo del Mar Cul De Sac $7,900
Via Belmonte Court (South)Castillo del Mar Cul De Sac $15,500
Via Firenze (North)Castillo del Mar Cul De Sac $10,700
Via Firenze (South)Castillo de Mar Cul De Sac $10,700
$201,400
$1,423,100
SUBTOTAL
SUBTOTAL
SUBTOTAL
TOTAL
GROUP 12
GROUP 11
Page 2 of 2Page 404 of 417
Page 405 of 417
MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director
BY: Jill McPeek, Capital Improvement Project Manager
SUBJECT: Consideration of Street Selection for the 2022 Pavement Management
Program
DATE: August 23, 2022
SUMMARY OF ACTION:
Approval of the recommended treatments and streets will allow the City to prepare
construction documents for the 2022 Pavement Management Program projects.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The FY 2022-23 Capital Improvement Program (CIP) budget includes $4,786,548 for the
subject project, and it is anticipated that $1,478,117 of unencumbered FY 2021-022
revenues will be available for carryover for a total budget of $6,264,665 ($68,900 of Urban
State Highway Account (USHA) funds, $768,685 of General Fund, $307,200 of Senate
Bill 1 (SB1) funds, and $5,119,880 of Local Sales Tax funds). It is estimated $5,109,700
will be used for construction and $510,915 for construction contingencies. The remaining
$644,050 will be used for consultant engineering and testing services for the project, and
additional pavement management program items that include the annual StreetSaver
subscription and City-wide striping refresh. Staff time will be necessary to coordinate the
design plans with the consultant.
RECOMMENDATION:
Review and approve the recommended treatments and streets for the 2022 Pavement
Management Program, including the streets identified in Attachments 1 through 3, and
direct staff to work with the City’s design consultant to value engineer proposed
treatments and proposals for the streets identified in Attachment 4.
BACKGROUND:
In 2017, based on recommendations from staff and the City’s pavement consultant, the
City Council approved a street repairs program focused on addressing potential structural
issues and other critical point repairs, rather than a rotating slurry seal program, in order
to prioritize spending of the City’s limited budget. This approach has also resulted in
ATTACHMENT 3
Page 406 of 417
City Council
Consideration of Street Selection for the 2022 Pavement Management Program
August 23, 2022
Page 2
annual street repair programs that have provided corrections to arterials and collector
streets, with little to no ability to address needs on residential streets.
On April 10, 2018, the City Council reviewed treatment options for the 2018 Street Repairs
project (James Way) and selected Alternative 1 - Digouts and Overlay, as the preferred
alternative. For this alternative, it was estimated that 2-1/2 years of the City’s Pavement
Management Program budget would be dedicated to James Way, with, digouts
completed in Summer 2018 and curb ramps and overlain y scheduled to be completed in
the subsequent years (e.g., 2019 and 2020). The digouts of James Way were completed
in 2018, however, due to ongoing deterioration and the winter rains of 2019, two vital
arterials, West Branch Street and Traffic Way, reached a critical point of deterioration in
2019 that would have moved into a full “reconstruction category” without immediate
repairs to multiple segments. In response, on June 11, 2019, Council approved digout
improvements on West Branch Street and Traffic Way and delayed the curb ramps and
overlay on James Way based on the fact that the digouts previously completed were
effective and could hold up another year or two without deteriorating while awaiting a full
overlay treatment.
In order to stretch the available budget and slow the deterioration of certain streets to help
avoid near-term reconstruction for the 2021 Street Repairs project, staff and the City’s
pavement engineer recommended to Council in April 2021 that the City continue to
correct base failures (digouts) and alligator cracking on streets found to be in the most
urgent condition up to the amount of the budget available. On July 27, 2021, Council
reviewed alternatives for appropriating funds in excess of the 20% Fund Balance Goal
Limit and elected to invest $1.75 million of excess reserves into the City’s infrastructure,
specifically pavement maintenance. As a result, additional street segments that had been
evaluated and identified in the April 27, 2021 staff report were added to the 2021 Street
Repairs project utilizing the excess reserves. At that time, it was identified that any funds
remaining after the 2021 Street Repairs project would be carried over to the 2022
pavement management program.
The City’s contractor has recently completed the 2021 Street Repairs project and it is
estimated that approximately $1.478 million will be carried over to the 2022 pavement
management program. In addition, $3.6 million of Sales Tax monies have been made
available for the 2022 pavement management program through reallocation of funds
previously allocated to the Brisco/Halcyon Interchange Project, savings from Sales Tax
projects that were funded through American Recovery Plan Act (ARPA), and allocations
of the Sales Tax fund balance. In total, the FY 2022-23 CIP budget includes $6,264,665
for the 2022 Street Repairs project ($68,900 of Urban State Highway Account (USHA)
funds, $768,685 of General Fund, $307,200 of Senate Bill 1 (SB1) funds, and $5,119,880
of Local Sales Tax funds).
Page 407 of 417
City Council
Consideration of Street Selection for the 2022 Pavement Management Program
August 23, 2022
Page 3
ANALYSIS OF ISSUES:
The proposed 2022 Pavement Management Program was developed in consultation with
City’s pavement engineer and consists of a combination of three pavement maintenance
strategies that may be employed because of the greater number and amount of streets
that can be addressed with this year’s additional funding. These three strategies are:
1.Preventive Maintenance
2.Pavement Rehabilitation
3.Hot Spot Repairs on Key City Streets
The purpose of this approach is to maximize the additional amount of funding infused into
this year’s pavement management program budget while also addressing critical point
needs within the City’s roadway network. If approved, the proposed 2022 Street Repair
project will include some slurry seal treatments as well as repairs to a number of
residential streets, as described in more detail below and in the attachments. The
proposed strategy assumes that the increase will be limited due to the one-time nature of
additional funds for the 2022 project. Consistent annual increases will allow staff to modify
the annual pavement maintenance strategy on a longer-term basis.
Strategy 1: Preventative Maintenance $1,683,000
Pavement maintenance treatments are designed to slow the pavement aging process.
Mainly, the treatments are designed to protect the pavement from the adverse effects of
water and to some extent vehicle traffic. Over the past several years, the City has elected
to forego preventative maintenance treatments to focus on correcting structural
deficiencies (digouts) on streets segments, mainly collectors and arterials, that had
moved into a critical point of deterioration and would most likely move into a
reconstruction category without immediate structural repairs.
For this year’s program, it is recommended that some preventative maintenance be
accomplished due to the additional funding available. Twelve areas within the City have
been identified that would benefit from receiving a slurry seal preventative maintenance
treatment at this time. A slurry seal helps to preserve and protect the underlaying
pavement structure, provides a new wearing surface, protects it from sun damage, and
most importantly seals the pavement, thus preventing the infiltration of water, which is the
most frequent cause of pavement failure.
These streets were selected using a best first approach that will keep the City’s good
streets in good condition. The City has expended several millions of dollars to improve
streets throughout the City. Currently 26% of the City’s network is identified as in “Good”
condition (PCI between 90-71). Preventative maintenance will preserve that condition.
This year’s program, as proposed, will address approximately 12.4% p ercent of those
good condition streets.
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City Council
Consideration of Street Selection for the 2022 Pavement Management Program
August 23, 2022
Page 4
A map of the twelve locations and street list are presented in Attachments 1 and 2.
Strategy 2: Pavement Rehabilitation $1,580,000
Pavement rehabilitation consists of treatments used to restore the existing pavement or
to add additional structural support to the pavement.
For this year’s program, staff is recommending completing the James Way digout and
overlay rehabilitation project. The project consists of overlaying the pavement on James
Way from Equestrian Way to Tally Ho Road where digouts were previously performed.
This street segment was selected to stay in alignment with the intent to come back in the
future, when funds were available, and complete the James Way project that was partially
completed in 2018.
An asphalt overlay is a layer of new asphalt applied over the existing base layer of asphalt
on a road. An overlay is a treatment that can significantly extend the useful life of the road
when the base of the pavement is in good shape.
The project will also include upgrading twenty-four non-compliant curb ramps within the
project limits as an overly is considered an alteration of a street under the Americans with
Disabilities Act (ADA) and triggers the City’s obligation to provide ADA compliant curb
ramps where pedestrian walkways intersect the resurfaced street.
Scenario 3: Hot Spot Repairs on Key City Streets $1,837,000
Digout Repairs $373,000
Digouts are small areas of deteriorated pavement which are removed and replaced with
new asphalt concrete to correct base failures and to help slow the deterioration of a street
and avoid near-term reconstruction.
Staff’s recommendation is to continue with the a pproach of performing localized repairs
or digouts on key streets throughout the City. This approach is a “stop-gap” measure to
keep important streets safe and help reduce the need for the road crew’s immediate
attention. The City has successfully used this approach over the past few years to address
important, well used streets throughout the City.
A list of streets proposed to include digout repairs is presented in Attachment 3.
Value Engineer Selected Residential Streets $1,464,000
Staff recommends using the remaining funds in this year’s budget to address residential
streets that are in poor condition. A proposed street list is presented in Attachment 4.
These streets have a PCI between 27 and 49. Residential streets are typically low volume
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City Council
Consideration of Street Selection for the 2022 Pavement Management Program
August 23, 2022
Page 5
roads that were constructed with a thin layer of asphalt concrete ranging between 2 and
3 inches. Poor roads with low PCIs do not always require reconstruction. Sometimes
these roads look bad but are still structurally adequate. The intent is to test these
pavements, using non-destructive deflection testing to determine the structural adequacy
of the pavement. If it is determined that the pavement is structurally adequate, then value
engineering methods can be applied. Value Engineering is defined as the art of providing
the most cost-effective pavement treatments without sacrificing quality or longevity. Value
engineering approaches used in the past by other agencies include TMOs (thin
maintenance overlays), cape seals with or without a leveling course, or fiberized slurry
seals.
The streets list in Attachment 4 were identified as moving into a condition requiring
reconstruction, which is estimated at $4,115,000. For this year’s program, staff is
recommending a value engineering process of these streets, preceded by deflection
testing, in order to stretch the amount of funding available. The goal is to address as many
streets as possible on the list. It should be noted that some treatments will trigger curb
ramp upgrades. Seventeen potential curb ramps have been identified that may need to
be upgraded depending on the selected treatment. The current estimated construction
cost of a curb ramp is approximately $10,000. Staff is recommending to work closely with
the design engineer to evaluate value engineering options with the intent of treating most,
if not all, of the streets presented in Attachment 4.
Should the Council agree with the three pavement maintenance strategies presented
above, it is recommended Council direct staff to work with the design engineer to evaluate
the selected street segments identified in Attachment 4, verify that the proposed
treatments are appropriate for each street segment, and identify the associated treatment
costs. Staff will then return to Council to present the findings and recommendations and
to request approval with the plans and specifications for the 2022 Street Repairs project.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1.Approve staff’s recommendation;
2.Do not approve staff’s recommendation;
3.Direct staff to investigate other potential treatments and streets and return to Council;
or
4.Provide other direction to staff.
ADVANTAGES:
The available pavement management program budget will be maximized by employing
three different pavement management strategies. Slurry seals will help to preserve and
protect the underlaying pavement structure from sun and water. Overlays will significantly
extend the useful life of the road when the pavement base is in good shape. Digouts will
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City Council
Consideration of Street Selection for the 2022 Pavement Management Program
August 23, 2022
Page 6
provide permanent repairs where the pavement is failing helping to extend the pavement
life. Value engineering will determine the most cost-effective pavement treatments.
DISADVANTAGES:
Implementation of the proposed pavement maintenance strategies reduces available
funding for other potential street maintenance projects.
ENVIRONMENTAL REVIEW:
The project is categorically exempt from the California Environmental Quality Act (CEQA)
pursuant to CEQA Guideline Section 15301(c) covering the repair and maintenance of
existing streets, sidewalks, gutters and similar facilities.
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 Pavement Maintenance Locations Map
2.Proposed Pavement Maintenance Streets List
3.Proposed Digout Repairs on Key City Streets List
4.Proposed Residential Streets List for Value Engineering
5.Staff Report from the April 10, 2018 City Council meeting
6.Staff Report from the June 11, 2019 City Council meeting
7.Staff Report and Attachments from the April 27, 2021 City Council meeting
8.Staff Report and Attachments from the July 27, 2021 City Council meeting
Page 411 of 417
ATTACHMENT 1
Page 412 of 417
City of Arroyo Grande
Potential Slurry Seal Streets
Road Name BegLocation EndLocation Est. Section Cost
Courtland Street (S)Ash Street Raspberry Avenue $28,315
Courtland Street (S)Strawberry Avenue COP at CIW $23,547
Courtland Street (S)COP at CIW E. Grand Avenue $10,618
Courtland Street (S)Raspberry Avenue Strawberry Avenue $248,625
Strawberry Avenue Boysenberry Street Courtland Street $10,054
Strawberry Avenue Courtland Street Cul De Sac $6,116
Blackberry Avenue Boysenberry Street Cranberry Street $17,595
Huckleberry Avenue Cranberry Street Courtland Street $8,211
Cedar Street Aspen Street Spruce Street $37,086
Loganberry Avenue Cranberry Street Courtland Street $7,876
Blueberry Avenue Boysenberry Street Courtland Street $8,093
Raspberry Avenue Boysenberry Street Cranberry Street $17,595
Cranberry Avenue Raspberry Avenue Blackberry Avenue $11,981
Boysenberry Street Raspberry Avenue Courtland Street $15,584
Seabright Avenue Oak Park Boulevard Cranberry Street $4,105
$455,401
El Camino Real City Limit Oak Park Boulevard $2,412
El Camino Real Oak Park Boulevard Hillcrest Drive $39,087
El Camino Real Hillcrest Drive W/C 850' E/O Hillcrest Drive $21,609
El Camino Real W/C 850' E/O Hillcrest Drive Brisco Road $31,524
El Camino Real Brisco Road Halcyon Road (North)$82,444
El Camino Real Halycyon Road (North)Bennett Road $50,133
El Camino Real Bennet Road E. Grand Avenue $19,283
$246,492
Los Ciervos Vista Drive Cul De Sac $13,548
Los Ciervos Court Vista Drive Cul De Sac $5,080
Puesta del Sol Los Ciervos Vista Drive $21,352
Vista Drive PCC at Median La Canada $134,314
Asilo Street La Canada Vista Drive $19,143
Asilo Street La Canada Street (North End)La Canada Street (South End)$75,114
Paraiso Court Asilo Steet Cul De Sac $2,798
La Canada Asilo Street Vista Drive $13,151
Rosemary Court La Canada Cul De Sac $19,917
$304,417
Rosemary Lane West End Cul De Sac $17,965
Sombrillo Salida de Sol Rosemary Court $13,842
Salida de Sol James Way Cul De Sac $10,013
$41,820
Hidden Oak Road James Way End of Road $16,533
Quail Ridge Court Hidden Oak Road Cul De Sac $5,613
$22,146
Village Glen Drive James Way Hidden Oak Road $84,179
$84,179
Ridgeview Way Tally Ho Road White Court $10,806
White Court Ridgeview Way Cul De Sac $5,118
$15,924
SUBTOTAL
SUBTOTAL
SUBTOTAL
GROUP 1
GROUP 2
GROUP 3
GROUP 4
GROUP 5
GROUP 6
GROUP 7
SUBTOTAL
SUBTOTAL
SUBTOTAL
SUBTOTAL
ATTACHMENT 2
Page 413 of 417
City of Arroyo Grande
Potential Slurry Seal Streets
Road Name BegLocation EndLocation Est. Section Cost
Pearwood Avenue Huasna Road Oak Hill Road (EOS)$20,778
$20,778
Flora Road Coach Road End of Street $12,542
Coach Road Branch Mill Road Flora Road - CIW N/O Flora $13,582
Tanner Lane Flora Road Branch Mill Road $11,360
Greenwood Drive Flora Road End of Street $11,943
$49,427
James Way Oak Park Boulevard Equestrian Way $175,383
$175,383
E. Grand Avenue (EB)El Camino Real PCC @ 101 Overcrossing $13,347
E. Grand Avenue (WB)El Camino Real PCC @ 101 Overcrossing $13,347
E. Grand Avenue (EB)AC @ Hwy 101 Overpass W. Branch $35,333
E. Grand Avenue (WB)PCC @ Hwy 101 Overpass W. Branch $35,333
Branch Street (W)E. Grand Avenue Traffic Way $8,739
Branch Street (W)Traffic Way Bridge Street $64,542
Branch Street (E)Bridge Street (Bricks)Mason Street (Bricks)$86,567
$257,208
Orchard Avenue Fair Oaks Avenue West Cherry Avenue $38,774
Orchard Avenue West Cherry Avenue COP S. of Pilgram Way $77,704
Orchard Avenue COP S. of Pilgram Way Castillo de Mar $47,191
Cherry Avenue (W)Arroyo Avenue End of Street (AGHS)$17,387
Castillo del Mar End of Street Orchard Avenue $52,418
Via Avante Castillo del Mar Cul De Sac $4,265
Via Firenze (North)Castillo del Mar Cul De Sac $5,758
Via Firenze (South)Castillo de Mar Cul De Sac $5,758
Via Belmonte Court (North)Castillo del Mar Cul De Sac $4,672
Via Belmonte Court (South)Castillo del Mar Cul De Sac $9,099
$263,026
$1,682,274
SUBTOTAL
SUBTOTAL
SUBTOTAL
TOTAL
SUBTOTAL
SUBTOTAL
GROUP 12
GROUP 11
GROUP 10
GROUP 9
GROUP 8
Page 414 of 417
City of Arroyo Grande
Potential Digout Repairs on Key Streets
List of Selected Streets
Estimated
Const.
Costs
Nevada Street - E. Branch Street to Le Point Street 15,000$
Mason Street - E. Branch Street to Le Point Street 40,000$
Traffic Way - Address Tree Roots between Fair Oaks Avenue and Bridge Street 10,000$
Huasna Road - Callie Court to City Limit (After Strother Park)300,000$
California Street at Intersection of Fair Oaks Avenue 8,000$
373,000$
ATTACHMENT 3
Page 415 of 417
City of Arroyo Grande
Proposed Residential Streets for Value Engineering
Value Engineer Reminaing Funds on the Following Street Segements
Actual
Estimated
Costs
Available
Budget
Stevenson Drive - James Way to Hodges Road 99,000$
Hodges Road - Equestrian Way to Cul De Sac 254,000$
Equestrian Way - James Way to Noyes Road (11 Ramps)1,230,000$
Acron Drive - Equestrian to Equestrian 523,000$
Oak Leaf Circle - Equestrian Way to Cul De Sac 105,000$
Scenic Circle - Equestrian Way to Cul De Sac 143,000$
Mustang Circle - Equestrian Way to Cul De Sac 124,000$
Vista Circle - Equestrian Way to Cul De Sac 144,000$
Vista Drive - Equestrian Way to PCC S/O Los Ciervos Court 933,000$
Arabian Circle - Vista Drive to Cul De Sac (2 Ramps)241,000$
Deer Trail Circle - Equestrian Way to Cul De Sac 189,000$
Via Vaquero - Rancho Parkway to Via Bandolero (4 Ramps)130,000$
Estimated Cost if the Right Treatment was Used:4,115,000$
Use remaining
project funds
and value
engineer these
streets
1,464,000$
ATTACHMENT 4
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ATTACHMENTS 5 - 8
Attachment 5 – April 10, 2018 Staff Report
Attachment 5 is available as a link:
https://ca-arroyogrande.civicplus.com/AgendaCenter/ViewFile/Item/6944?fileID=12909
Attachment 6 – June 11, 2019 Staff Report
Attachment 6 is available as a link:
https://www.arroyogrande.org/AgendaCenter/ViewFile/Item/8570?fileID=15248
Attachment 7 – April 27, 2021 Staff Report and Attachments
Attachment 7 is available as links:
https://www.arroyogrande.org/AgendaCenter/ViewFile/Item/10957?fileID=17104
https://www.arroyogrande.org/AgendaCenter/ViewFile/Item/10957?fileID=17209
Attachment 8 – July 27, 2021 Staff Report and Attachments
Attachment 8 is available as links:
https://www.arroyogrande.org/AgendaCenter/ViewFile/Item/11251?fileID=17362
https://www.arroyogrande.org/AgendaCenter/ViewFile/Item/11251?fileID=17388
https://www.arroyogrande.org/AgendaCenter/ViewFile/Item/11251?fileID=17387
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