Arroyo Grande City Council
October 25, 2022

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best interest of the City of Arroyo Grande, as well as the general public and interests served by the specific agency. However, it is appropriate to seek City Council input and/or direction on items meeting criteria that has been established by the City Council. The following guidelines outline the criteria and process:
a. When time permits prior to an item scheduled to be voted on by a board or committee that a member of the City Council has been appointed to by the City Council, City Council Members are advised to place items on the City Council agenda for direction and/or input if they meet any of the following criteria:
i. Items that will result in a one-time or annual direct financial impact to the City of over $10,000.
ii. Items that involve new regulations, requirements or other impacts that will result in a significant impact to staff workload or adversely impact Arroyo Grande businesses or citizens.
iii. Items that will create or increase a fee, tax or other charge to Arroyo Grande residents.
iv. Items of a controversial nature that have been frequently reported in the media and have resulted in vocal opposition from the public and/or diverse vocal opinions from interest groups and the public. v. Items involving issues that the City Council has received a significant number of comments or correspondence from members of the community.
b. If time permits, City Council Members are advised to brief the remainder of the City Council on any item that may meet any of these criteria under “City Council Reports” and request whether the City Council would like the item to be placed on the next agenda for formal direction. c. If an upcoming item meets any of these criteria, and there is not sufficient time to brief the City Council under the next scheduled “City Council Reports,” Council Members are advised to notify the City Manager or City Clerk/Director of Information and\ Legislative & Information Services to place the item on the next City Council agenda. If there is not time available, referral of items from other boards and committees may bypass the normal requirement for Council Members to first place under “City Council ItemsCommunications” the request that the item be placed on a future agenda. The City Manager will determine where on the agenda the item will be placed depending upon the nature of the item. d. If an item is scheduled to be decided by the board and committee prior to the next City Council meeting, Council Members are advised to request the item be continued until feedback from the entire City Council can be placed on an agenda. If postponement of the item is not possible or is refused by the board or committee, Council Members are advised to vote on the item independently and report to the full City Council during the next “City Council Reports.”

5.7 Appointment of Primary Voting Delegate and Alternate to National League of Cities and/or League of California Cities Annual Conferences The City Council shall appoint a voting delegate and an alternate to serve as the voting delegate for all League of California Cities annual business meetings.

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However, if the Mayor or a Council Member serves on the League of California Cities (LOCC) Executive Board of Directors, the LOCC Channel Counties Division Board of Directors, or in any other League capacity, priority shall be given to that individual to be designated as the Voting Delegate. In the event that this individual does not attend, the Council shall appoint a voting delegate and alternate.

6. COMMUNICATIONS

6.1 General Communication
A fundamental role of a Councilmember is communication – communication with the public to assess community opinions and needs – communication with members of the legislature and other public agencies to represent the community’s interests – and, communication with the media to inform the public about the functions of government.

Because the City Council functions as a body, i.e.,. acting on a majority vote, it is important that members represent the City’s official position, or if expressing personal views, the public is so advised. To ensure that accurate City communications reach the public in a timely manner, the following shall apply.

6.2 Processing and Delivering of City Council Mail
Members of the City Council receive a large volume of mail and other materials from the public and staff. The City Manager’s Office maintains a mailbox at City Hall for each member. The City Manager, or his/her designee, is authorized to receive and open all mail addressed to the City Council as a whole, the Mayor and/or individual City Council Member, and said mail shall be opened and date stamped the day it was received. Letters addressed to the Mayor and/or individual City Council members will be copied to the full Council. Letters received which include issues directly related to a particular department shall be copied to the City Manager and the Department Director. Mail relating to a legal issue may also be forwarded to the City Attorney. Council Members may pick up their mail any time at City Hall. Notwithstanding mail that is time sensitive needing immediate attention, all other mail that is not picked up at City Hall will be delivered to the Council at every Council meeting.

All correspondence, including email, addressed to the City Council or to individual Council members relating to the conduct of the City’s business is a public record as defined in Government Code Section 6252 and will be retained by the City in accordance with its Records Retention Policy.

6.3 Written Correspondence
Members of the City Council will often be called upon to write letters to citizens, businesses or other public agencies. Typically, the Mayor will be charged with transmitting the City’s position on policy matters to outside agencies on behalf of the City Council. Individual members of the Council will often prepare letters for constituents in response to inquiries or to provide requested information.

City letterhead is available for this purpose, and staff can assist in the preparation of such correspondence.

On occasion, members may wish to transmit correspondence on an issue upon

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which the Council has yet to take a position or about an issue for which the Council has no position. In these circumstances, members should clearly indicate either in correspondence or verbally that they are not speaking for the City Council as a whole, but for themselves as one member of Council. City letterhead and office support may be utilized in these circumstances.

After the City Council has taken a position on an issue, official correspondence should reflect this position. While members who may disagree with a position are free to prepare correspondence on such issues as private citizens, City letterhead, official Council title, and staff support should not be utilized. In addition, City letterhead and staff support cannot be utilized for any personal or political purposes.

Council members are often asked to prepare letters of recommendation for students and others seeking employment or appointment. It is appropriate for individual Council members to utilize City letterhead and their Council titles for such letters.

All Council member correspondence using City letterhead shall be copied to the full Council, the City Manager, the City Attorney, and the City Clerk. In addition, all Council correspondence to public agencies in which the Mayor or Council Member identifies themselves as such, shall be copied to the full Council.

6.4 Use of City Seal and City Logo
The seal and logo are considered symbols of the authority and jurisdiction of the City and, as such, are valuable assets of the City and its citizens. The City seal and logo shall be used for official purposes only and according to policies and guidelines developed by the City Manager, or as authorized by the City Council.

6.5 Speaking Engagements
Council members may accept public speaking invitations.

Presentations shall clearly articulate the Council’s adopted policy position.

A Councilmember may indicate that their individual position differs from that which was adopted.

6.6 Media Relations
Typically, the Mayor is the designated representative of the Council to speak on official City positions.

Individual Council members may comment to the media but should be clear about whether their comments represent the official City position or a personal viewpoint.

Generally, press releases shall be prepared and routed to the City Manager for approval before release to the media.

Police and Fire responses to, and/or press releases regarding, emergencies may be reported directly to the media by the designated department spokesperson.

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6.7 City Council Protocol regarding Communications with Project Applicants
The following are informal protocol guidelines and procedures regarding meetings between developers and City Council members to discuss upcoming projects.
a. When meeting with a project applicant, a council member should state that they represent one vote on the City Council and any statements represent the opinion of the individual council member only. Formal direction or action requires consideration and approval by a majority of the City Council at a lawfully scheduled and notified meeting. b. A council member should encourage the applicant to meet with all other members of the City Council and to seek their input.
c. When a council member meets with an applicant regarding a potential project, the council member should attempt to notify the City Manager when possible. When appropriate, the City Manager will contact the applicant and request they meet with other members of the City Council. d. If any materials are provided by an applicant, the council member should provide them to the City Manager, who will forward copies to each of the other members of the City Council.
e. A council member may request staff to attend a meeting if desired. If staff attends, it should be communicated to the applicant that staff is present to answer any process or technical questions. It is not appropriate for staff to participate in discussion regarding the merits of the project at such a meeting.
f. While the meeting is an appropriate opportunity to express concerns, ask questions and identify issues, the council member should refrain from stating how he/she intends to vote on a project and should avoid making representation or commitments regarding future actions. A vote should be based upon information presented as part of the formal application process.
g. Council members are encouraged to disclose ex parte contacts with a project applicant before consideration of the project.

6.8 Access to Communications/Technology Systems
The City will provide each Council Member with equal and appropriate communications and technological devices to facilitate their public service and within the confines of the Information Technology standards for hardware and software. Use of such devices shall be subject to the City’s Administrative Policies, a copy of which is provided to Council Members upon assuming office.

6.9 Electronic Communications Prohibited during Meetings The following policy shall define electronic communications and establish guidelines and procedures regarding electronic communications during public meetings that have implications under the Ralph M. Brown Act (“Brown Act”) and/or the Public Records Act.
a. Electronic Communications shall mean electronic text or visual communications and attachments distributed via e-mails, websites, instant messaging, text messages, Twitter or comparable services. b. Electronic devices (i.e., iPads or laptops) issued by the City to Council

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Members for use of storing agenda materials and accessing agenda materials during City Council meetings shall be the property of the City and returned to the City when a Council Member is no longer serving in his or her elected capacity. Agenda packets will be distributed through the City’s Paperless Agenda Program so that Council Members receive their agenda packets electronically. Council Members may access agendas and agenda packets using City issued iPads or other electronic devices (including, but not limited to personal computers and smart phones).
c. City Council Members shall not use electronic devices or electronic communications at any time during a meeting of the City Council at which he or she is in attendance to access the internet or to receive or send emails, text messages or other communications. The presiding officer of the meeting may use electronic devices to receive messages from City staff regarding procedural issues arising during the course of the meeting. d. The limitations on use of electronic devices and electronic communications during meetings contained herein shall not apply to the receipt of telephone calls or text messages from family members in the event of an urgent family matter. A Council Member wishing to respond to such a message during a meeting shall do so during a recess or shall excuse him or herself from the meeting to place the return call or text in a manner that does not disrupt the meeting.

6.10 Electronic Communications Using City-Issued and Personal Devices As a public official, your communications regarding City business are potentially subject to disclosure via a Public Records Act (PRA) request, regardless of the medium used to send, receive, or store the records. In order to minimize potential risk, embarrassment, or awkward situations for yourself and for the City, please take the following into consideration when using various electronic communication methods:
a. All City business should be conducted using City communications equipment and accounts to the greatest extent feasible. Conducting work communications in this way assures that the City has a record of your communications, which can then be searched and produced in a noninvasive manner should a public records request be received. However, should you need, under limited circumstances, to use personal devices and/or personal accounts, such as text messaging, email, or social media, to communicate with others regarding City business, please be prepared to timely search for and provide copies of work-related communications if the City receives a related PRA request.
b. Exercise tact and caution when communicating in writing regarding City business, regardless of the medium or recipient. While the PRA's definition of work-related "records" is essentially limited to communications relating to actual conduct of the City's business by an individual in their official capacity, there is no guarantee that any particular personal or seemingly incidental work-related communication will ultimately be deemed exempt from production or disclosure.

While the law attempts to strike a balance between the public's interest in disclosure and the official's personal right to privacy, permitted exemptions from production and disclosure are rather narrow, and the City Attorney must act impartially when determining whether a record is

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exempt. Factors such as potential embarrassment cannot be accounted for in determining what to produce, and the City is obligated by law to err on the side of disclosure.

Additionally, bear in mind that in the event of litigation, a subpoena for records is a more powerful tool that can potentially compel the City to produce a broader array of records, including those that would not have been produced under a PRA request.
c. Consider the appropriate platform for all work-related communications.

As always, a good rule of thumb before hitting "send" is to consider how you would feel if the communication were to be reprinted in the newspaper. If a communication is sensitive enough that you would not want it to be reprinted, you are encouraged to consider using the telephone and personal visits to communicate instead, when appropriate.

A copy of the City’s Administrative Policy regarding the use of electronic communication and City-issued devices will be provided to Council Members upon assuming office.

6.11 Communications with Staff
Pursuant to AGMC Section 2.08.080, “Administrative relationships,” the City Council and its members, except for the purpose of inquiry, shall deal with administrative services solely through the City Manager, and neither the City Council nor any member thereof shall give orders to any officer or employee of the City under the supervision of the City Manager.

In regard to questions relating to agenda items, Council Members are encouraged to contact the City Manager or appropriate Department Director to ask questions for clarification prior to the meeting at which the subject will be discussed.

6.12 Complaints Regarding Performance of Staff
Any concerns by a member of Council over the behavior or work of a City employee should be directed to the City Manager privately to ensure the concern is resolved. Council Members shall not reprimand employees directly, nor shall they communicate their concerns to anyone other than the City Manager.

6.13 Citizen Inquiries
Often a constituent will call a Council Member with a question or a complaint about a particular problem or issue. Sometimes the complaint is related to not understanding why a particular action is taken and sometimes it relates to how a service has been provided or not provided.

When particular service issues or questions come up, the staff is also concerned about getting a quick and accurate response to a citizen. The most effective way for staff to ensure this response is for the Council Member to callcontact the City Manager's office to relay the question or complaint. Staff will take the information, coordinate with the appropriate Department, follow up with the citizen directly or provide information back to the Council Member, whichever is preferred.

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6.14 Handling of Litigation/Confidential Information
Council Members shall keep all written materials and verbal information provided to them on matters that are confidential in complete confidence to ensure that the City’s position is not compromised. No disclosure or mention of information in these materials shall be made to anyone other than Council Members, the City Attorney, or City Manager.

Council Members may not disclose information obtained in closed session unless authorized by a majority vote of the Council, or as otherwise required by law.

6.15 Legislative Communications at the Request of City Affiliated Organizations
From time to time, the City is asked by the League of California Cities or other City-affiliated organizations to take a support and/or oppose position on a particular piece of legislation and/or proposal. When such a request is received, the matter shall be placed on the agenda and acted upon at the next regularly scheduled City Council meeting. When a request is received necessitating a more timely response in that action is required prior to the next regularly scheduled City Council meeting, the Mayor, or his/her designee, on behalf of the City, may sign and submit the requested communication so long as the position is consistent with the position taken by the League and/or other City-affiliated organizations and previous positions, if any, taken by the City. A copy of the communication shall be provided to the City Council and reported on as an informational item under City Manager ReportsCommunications or Council Communications at the next regularly scheduled City Council meeting.

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APPENDIX
Reference Table of Amendments

DATE DESCRIPTION ACTION
04/10/2018
25/2022
City Council adopted City Council Handbook Update Resolution No. 4848
04/24/2018
09/27/2022
Biennial update of City Conflict of Interest Code
(Exhibit D)
Resolution No.
48495223
06/26/2018 Amended Code of Civility to include Regional Code of Civility (Exhibit E)
Resolution No.
4872
09/27/2018 Amended Section 5 to remove references to Parks and Recreation Commission, Traffic Commission, and
Historical Resources Committee (disbanded)
Ordinance No.
695
10/23/2018 Amended the List of Designated Positions in City Conflict of Interest Code to remove members of
disbanded Commissions/Committee (Exhibit D)
Resolution No.
4887
05/25/2021 Adoption of a Flag Display Policy (Exhibit F) Resolution No. 5083 01/11/2022 Adoption of a Diversity, Equity, Inclusion, and Justice Policy (Exhibit G)
Resolution No. 5142
4/12/2022 Adoption of Ordinance Establishing By‐District Elections (Exhibit H)
Ordinance No. 713

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EXHIBIT A: Expanded Description of City Departments
The following is a short description of the services of each of the City’s departments.

City Manager
The City Manager serves at the will of the City Council and is responsible for providing them with policy recommendations, staff support and implementing their directions and decisions. The City Manager is responsible for overseeing day to day operations of the City and appoints professionals to direct departments responsible for a wide variety of services provided to the community. The City Manager is responsible for overall direction and coordination of the City organization to provide services and projects in an efficient manner. The City Manager coordinates with community organizations and individuals to ensure the City is responsive to the community’s needs and concerns. The City’s Human Resources Officer reports directly to the City Manager.

The City Manager is committed to providing leadership to the organization that promotes professionalism, responsiveness to the community, and decision making focused on addressing both current and future needs. The City Manager is dedicated to addressing financial challenges in a prudent and responsible manner, while maintaining critical services the community depends upon and protecting the community’s heritage, natural resources and quality of life.

City Attorney
The City Council appoints a city attorney to whom it turns to for legal advice. He/she attends Council meetings to advise on points of the law and to ensure that all proper procedures are maintained. The City Attorney also provides legal advice and represents the City Council, City Manager, City departments and other City boards and commissions on legal matters. The City Attorney is responsible for drafting ordinances, reviewing contracts and prosecuting municipal code violations.

Administrative Services
The Administrative Services Department collects and disburses all City monies. It maintains accounting records of all monetary transactions, involving cash receipts, accounts payable, payroll, utility billing, and business licensing, and oversees the human resourcesinformation technology function of the City. The Department manages the prudent investment of currently idle City funds. It also prepares the proposed biennial City budget, in conference with various City department directors and key personnel and under the general direction of the City Manager. Following City Council adoption, the final budget is then prepared.

Legislative and Information Services (City Clerk)
The Legislative and Information Services Department is responsible for managing the legislative history of the City; responding to requests for information and researching legislative data for the public, staff, media, and the City Council; recording actions taken at City Council meetings; preparing and distributing City Council meeting agenda packets; coordinating official filings with the California Fair Political Practices Commission; updating the City’s Conflict of Interest and Municipal Codes; maintaining official records and archives of the City including ordinances, resolutions, contracts, agreements, deeds, insurance documents and minutes; and conducting elections for the City. The Legislative and Information Services Department also has management oversight of Information Technology for the City and is responsible for the City’s website, social media, and local government access channel.

Recreation Services
The Recreation Services Department is responsible for providing recreation and leisure opportunities for residents and visitors of all ages. These programs are offered with the hope

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that they not only meet the community's interests, but also inspire residents to try something new. The Department offers adult and youth programs and classes, sport leagues, childcare programs, and special events which are highlighted in a seasonal Activity Guide. The Recreation Services Department manages scheduling and reservations for all recreational facilities, including parks and barbeque areas, community centers, and athletic fields. The Department also provides staff support for the Parks & Recreation Commission's monthly meetings.

Community Development
The primary goal of the Community Development Department is to assist the community, City Council, and Planning Commission in preparing for the City’s future growth and development, as well as review current development plans for consistency with local ordinances. The Department deals with transportation, housing, community facilities, public safety, open space, design, and the use of land. Additionally, the Department oversees economic development efforts to create an atmosphere conducive to the retention, expansion, and creation of quality businesses, consistent with the community’s vision of Arroyo Grande. This effort will result in maintaining and increasing the number of jobs and enhancing the fiscal position of the City through increased business tax, sales, tax, and property tax revenues. The engineering division ensures all construction in the public rightof-way related to land development entitlements comply with adopted codes and engineering standards. Engineering is also responsible for all subdivision processing, approval of final subdivision maps, accepting related offers of dedications and entering into agreements to complete subdivision agreements. The building division
reviews project plans, issues permits, and provides inspection services for compliance of California's building, fire, mechanical, electrical, plumbing, energy, and disabled access codes, as well as city ordinances, for all new and existing buildings in the city. The Department provides staff assistance for the Planning Commission, Architectural Review Committee, Traffic Commission, Downtown Parking Advisory Board, and Historical ResourcesCommunity Service Grant Committee.

Public Works
The Public Works Department is responsible for maintaining all City infrastructure (streets, parks, sports complex, city-owned buildings, water and sewer facilities) as well as maintaining the City’s vehicle fleet and equipment. The capital improvement projects manager administers the design, construction and inspection of all publicly funded capital projects. The Public Works Department also administers the City of Arroyo Grande Community Tree Program including the administration of tree removal requests and permits.

Police
The mission of the Police Department is to maintain the public peace, safeguard lives and property, and to provide for a quality of life whereby those persons within the City have a sense of security and freedom in their daily activities. To accomplish this, the Department provides a wide variety of public safety-related services. These services are provided through the program areas: Uniformed patrol, traffic management, investigations, crime prevention, delinquency prevention, records management, communications, and disaster management.

Five Cities Fire Authority
Pursuant to the Joint Exercise of Powers Agreement creating the Five Cities Fire Authority (FCFA), the FCFA serves the City of Arroyo Grande to provide its citizens with fire protection and other emergency services. The Fire Prevention Division assists in the elimination of fire hazards through inspection of commercial, residential, and industrial areas. The Fire Division is also responsible for the fire protection requirements on new subdivisions and occupancies.

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EXHIBIT B: Travel Policy

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EXHIBIT C: Ethical Standards Policy

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EXHIBIT D: Conflict of Interest Code

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EXHIBIT E – BEST PRACTICES OF CIVILITY AND CIVIL DISCOURSE

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EXHIBIT F – FLAG DISPLAY POLICY

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EXHIBIT G – DIVERSITY, EQUITY, INCLUSION, AND JUSTICE POLICY

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EXHIBIT H – CITY COUNCIL DISTRICTS

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ATTACHMENT 3
Attachment 3 - October 24, 2017 City Council Minutes is available as a link:
https://www.arroyogrande.org/AgendaCenter/ViewFile/Minutes/_10242017-937

ATTACHMENT 4
Attachment 4 - April 10, 2018 City Council Staff Report and Attachments are available as a link: https://ca-arroyogrande.civicplus.com/AgendaCenter/ViewFile/Item/6945?fileID=12910

1 Item 8.f.

ACTION MINUTES

SPECIAL MEETING OF THE CITY COUNCIL
October 11, 2022, 5:00 p.m.

Hybrid City Council Chamber/Virtual Zoom Meeting
215 East Branch Street, Arroyo Grande
Council Members Present: Mayor Ray Russom, Mayor Pro Tem George, Council Member Barneich, Council Member
Paulding, Council Member Storton
Staff Present: City Clerk Jessica Matson, City Attorney Timothy Carmel, City Manager Whitney
McDonald, Assistant City Manager/Public
Works Director Bill Robeson
Given the recent increase in COVID-19 cases in San Luis Obispo County, and in compliance with Assembly Bill (AB) 361, which allows for a deviation of teleconference rules required by the Ralph M.

Brown Act, this meeting was held by teleconference.
_____________________________________________________________________

1. CALL TO ORDER
Mayor Ray Russom called the meeting to order at 5:00 p.m.

2. ROLL CALL
City Clerk Matson took roll call.

3. FLAG SALUTE
Mayor Ray Russom led the flag salute.

4. PUBLIC COMMENT ON CLOSED SESSION ITEMS
Mayor Ray Russom invited public comment. No public comments were received.

5. CLOSED SESSION
City Attorney Carmel read the closed session agenda description. a) CONFERENCE WITH REAL PROPERTY NEGOTIATORS pursuant to Government Code Section 54956.8:

2 Item 8.f.

Property: 400 West Branch Street
Agency negotiators: Whitney McDonald, City Manager; Bill Robeson, Assistant City Manager/Public Works Director
Negotiating parties: Dev Patel, on behalf of Kamla Hotels Under negotiation: Price and terms of payment
City Attorney Carmel announced that the City Council met in Closed Session to discuss the above item, and stated that there was no reportable action.

6. ADJOURNMENT
The meeting was adjourned at 5:50 p.m.
_________________________
Caren Ray Russom, Mayor
_________________________
Jessica Matson, City Clerk

1 ACTION MINUTES

REGULAR MEETING OF THE CITY COUNCIL
October 11, 2022, 6:00 p.m.

Hybrid City Council Chamber/Virtual Zoom Meeting
215 East Branch Street, Arroyo Grande
Council Members Present: Mayor Ray Russom, Mayor Pro Tem George, Council Member Barneich, Council Member
Paulding, Council Member Storton
Staff Present: City Clerk Jessica Matson, City Attorney Timothy Carmel, City Manager Whitney
McDonald, Assistant City Manager/Public
Works Director Bill Robeson, Community
Development Director Brian Pedrotti,
Associate Planner Patrick Holub,
Administrative Services Director Nicole
Valentine
Given the recent increase in COVID-19 cases in San Luis Obispo County, and in compliance with Assembly Bill (AB) 361, which allows for a deviation of teleconference rules required by the Ralph M.

Brown Act, this meeting was conducted in a hybrid in-person/virtual format. _____________________________________________________________________

1. CALL TO ORDER
Mayor Ray Russom called the Regular City Council Meeting to order at 6:07 p.m.

2. ROLL CALL
City Clerk Matson took roll call.

3. MOMENT OF REFLECTION

4. FLAG SALUTE
Council Member Storton led the flag salute.

5. AGENDA REVIEW

5.a Closed Session Announcements
a) CONFERENCE WITH REAL PROPERTY NEGOTIATORS pursuant to Government Code Section 54956.8:

2 Property: 400 West Branch Street
Agency negotiators: Whitney McDonald, City Manager; Bill Robeson, Assistant City Manager/Public Works Director
Negotiating parties: Dev Patel, on behalf of Kamla Hotels Under negotiation: Price and terms of payment
The City Attorney announced that there was no reportable action.

5.b Ordinances read in title only
Moved by Mayor Ray Russom
Seconded by Council Member Storton
That all ordinances presented at the meeting shall be read by title only and all further readings be waived.

AYES (5): Mayor Ray Russom, Council Member Storton, Council Member Barneich, Council Member Paulding, and Mayor Pro Tem George
Passed (5 to 0)

6. SPECIAL PRESENTATIONS

6.a Honorary Proclamation Declaring October 2022 as National Dating and Domestic Violence Action Month
Mayor Ray Russom read the Honorary Proclamation Declaring October 2022 as National Dating and Domestic Violence Action Month. Nancy DePue, Lumina Alliance Board Member, accepted the proclamation.

Mayor Ray Russom invited public comment. No public comments were received.

No action was taken on this item.

6.b Update Regarding Countywide COVID-19 Efforts
City Manager McDonald provided a brief update on COVID-19.

Mayor Ray Russom invited public comment. No public comments were received.

No action was taken on this item.

6.c City Manager Communications
City Manager McDonald provided information regarding the Halloween Carnival and Maze on October 29th; Branch Street closure for Halloween in the Village on October 31st; and Assistant City Manager/Public Works Director Robeson commented on the closure of South Mason Street on October 14th for removal of a tree.

Mayor Ray Russom invited public comment. No public comments were received.

No action was taken on this item.

3 7. COMMUNITY COMMENTS AND SUGGESTIONS
Mayor Ray Russom invited public comment. No public comments were received.

8. CONSENT AGENDA
Mayor Ray Russom asked the Council if there were any questions or any items to be pulled from the consent agenda for further discussion.

Council pulled Item 8.h. for separate vote.

Mayor Ray Russom commented that the Beer and Wine Festival (Item 8.j.) will take place the first weekend in November.

Mayor Ray Russom invited public comment. City Clerk Matson read into the record written comments received from the Arroyo Grande Village Association. No further public comments were received.

Moved by Council Member Paulding
Seconded by Mayor Pro Tem George
Approve Consent Agenda Items 8.a. through 8.k., with the exception of Item 8.h., with the recommended courses of action. City Attorney Carmel read into the record the full title of the Ordinance in Item 8.i.

AYES (5): Council Member Paulding, Mayor Pro Tem George, Council Member Barneich, Council Member Storton, and Mayor Ray Russom
Passed (5 to 0)

8.a Consideration of Cash Disbursement Ratification
Ratified the listing of cash disbursements for the period of September 1 through September 15, 2022.

8.b Consideration of Statement of Investment Deposits
Received and filed the report listing investment deposits of the City of Arroyo Grande as of August 31, 2022, as required by Government Code Section 53646(b).

8.c Approval of Minutes
Approved the minutes of the Regular City Council Meeting of September 27, 2022.

8.d Consideration of Adoption of a Resolution Declaring a Continued Local Emergency Related to the Coronavirus (COVID-19) Pandemic
Adopted a Resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

ARROYO GRANDE DECLARING A CONTINUED LOCAL EMERGENCY RELATED TO THE CORONAVIRUS (COVID-19) PANDEMIC".

8.e Consideration of Cancellation of the December 27, 2022 City Council Meeting Cancelled the regularly scheduled Council meeting of December 27, 2022, due to the holidays.

4 8.f Consideration of Adoption of a Resolution Authorizing the Temporary Closure of South Mason Street from East Branch Street to Nelson Street on Friday October 14, 2022 Adopted a Resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

ARROYO GRANDE AUTHORIZING THE TEMPORARY CLOSURE OF SOUTH MASON

STREET FROM EAST BRANCH STREET TO NESLON STREET REQUESTED BY THE CITY

OF ARROYO GRNADE PUBLIC WORKS DEPARTMENT FOR THE REMOVAL OF A STREET TREE".

8.g Consideration to Adopt a Resolution Pursuant to Public Contract Code Section 22050 Determining to Continue Work Under Emergency Contracts for the FCFA Station 1 Emergency Generator Replacement Project, PW 2021-09
1) Received and filed an update of the emergency generator replacement project at the FCFA Station 1; and 2) Adopted a Resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF ARROYO GRANDE DETERMINING A NEED TO CONTINUE WORK UNDER EMERGENCY CONTRACTS FOR THE FCFA STATION 1 EMERGENCY GENERATOR REPLACEMENT PROJECT".

8.i Consideration of Adoption of an Ordinance Amending Title 16 of the Arroyo Grande Municipal Code (AGMC) Regarding a Permanent Parklet Program; Development Code Amendment 22-003 Location - Citywide
Adopted an Ordinance entitled: "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE AMENDING TITLE 16 OF THE ARROYO GRANDE MUNICIPAL CODE REGARDING THE ESTABLISHMENT OF A PERMANENT PARKLET PROGRAM".

8.j Consideration of Temporary Use Permit 22-010 Authorizing the Use of Heritage Square Park for the 2022 Arroyo Grande Beer and Wine Festival; Location – Heritage Square Park; Applicant – Arroyo Grande Village Association
Adopted a Resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE APPROVING TEMPORARY USE PERMIT NO. 22-010 AND WAIVER OF APPLICATION FEES; AUTHORIZATION TO USE CITY PROPERTY FOR A BEER AND WINE FESTIVAL ON NOVEMBER 5, 2022; LOCATED AT HERITAGE SQUARE PARK; APPLIED FOR BY THE ARROYO GRANDE VILLAGE ASSOCIATION".

8.k Consideration of Approval of an Amendment to the Contract for Consultant Services with Quincy Engineering for the Traffic Way Bridge Project
Approved and authorized the Mayor to execute Amendment 2 to the Contract for Consultant Services with Quincy Engineering Inc.

8.h Consideration of Adoption of an Ordinance Amending Title 16 of the Arroyo Grande Municipal Code Regarding Short Term Rentals (Vacation Rentals and Homestays); Development Code Amendment 22-002
Mayor Pro Tem George and Council Member Barneich declared conflicts of interest and left the meeting.

Staff responded to questions from Council regarding the cap on the number of vacation rentals.

5 City Manager McDonald provided clarification on the Ordinance process.

Mayor Ray Russom invited public comment. Speaking from the public were Brendon and Josh Reynolds. No further public comments were received.

Staff responded to questions from the public.

Council Member Paulding made a motion to adopt the Ordinance. Council discussion ensued regarding revisiting minimum thresholds established for Transient Occupancy Tax (TOT) payments during a six-month lookback of the Ordinance. Council Member Paulding amended his motion.

Moved by Council Member Paulding
Seconded by Council Member Storton
Adopted an Ordinance entitled: "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE AMENDING TITLE 16 OF THE ARROYO GRANDE MUNICIPAL CODE REGARDING VACATION RENTALS AND HOMESTAYS" and directed staff to revisit the TOT minimum threshold upon the six month look back. City Attorney Carmel read the full title of the Ordinance into the record.

AYES (3): Council Member Paulding, Council Member Storton, and Mayor Ray Russom ABSENT (2): Mayor Pro Tem George, and Council Member Barneich Passed (3 to 0)

9. PUBLIC HEARINGS

9.a Consider a Resolution Accepting a Donation of Time and Materials for the Painting of Utility Boxes Citywide and Waiving Encroachment Permit Fees; Staff Project 22-002; Location – Citywide; Applicant – Shirley Horacek, Arroyo Grande Public Art Community Development Director introduced the item, and Associate Planner Holub presented the report and responded to questions from Council.

Mayor Ray Russom opened the public hearing and invited public comment. Upon receiving no public comments, Mayor Ray Russom closed the public hearing.

Moved by Mayor Ray Russom
Seconded by Mayor Pro Tem George
Adopted a Resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

ARROYO GRANDE ACCEPTING A DONATION OF TIME AND MATERIALS FOR THE

PAINTING OF UTILITY BOXES CITYWIDE AND WAIVING OF ENCROACHMENT PERMIT FEES; STAFF PROJECT 22-002; LOCATION – CITYWIDE; APPLICANT – SHIRLEY HORACEK, ARROYO GRANDE PUBLIC ART".

AYES (5): Mayor Ray Russom, Mayor Pro Tem George, Council Member Barneich, Council Member Paulding, and Council Member Storton
Passed (5 to 0)

6 10. OLD BUSINESS
None.

11. NEW BUSINESS
None.

12. COUNCIL COMMUNICATIONS
None.

13. CLOSED SESSION
None.

14. ADJOURNMENT
There being no further business to come before the City Council, Mayor Ray Russom adjourned the meeting at 7:04 p.m.
_________________________
Caren Ray Russom, Mayor
_________________________
Jessica Matson, City Clerk

ACTION MINUTES

ARROYO GRANDE CITY COUNCIL

GROVER BEACH CITY COUNCIL

PISMO BEACH CITY COUNCIL

JOINT CITY COUNCIL SPECIAL MEETING
WEDNESDAY, SEPTEMBER 14, 2022
SOUTH COUNTY REGIONAL CENTER, 800 WEST BRANCH STREET

ARROYO GRANDE, CALIFORNIA
Given the continuation of COVID-19 cases in San Luis Obispo County, and in compliance with Assembly Bill (AB) 361, which allows for a deviation of teleconference rules required by the Ralph M. Brown Act, this meeting was conducted in a hybrid in-person/virtual format.

1. CALL TO ORDER
Grover Beach Mayor Jeff Lee called the meeting to order at 6:00 p.m.

2. MOMENT OF SILENCE

3. FLAG SALUTE

4. ROLL CALL
Arroyo Grande: Council Members Keith Storton, Jimmy Paulding, Mayor Pro Tem Lan George, and Mayor Caren Ray Russom were present. Council Member Kristen Barneich was absent.

Grover Beach: Council Members Anna Miller, Robert Robert, Daniel Rushing, Mayor Pro Tem Karen Bright, and Mayor Jeff Lee were present.

Pismo Beach: Council Members Marcia Guthrie, Scott Newton, Mayor Pro Tem Mary Ann Reiss, and Mayor Ed Waage were present. Council Member Sheila Blake was absent.

Staff Present: City Managers Whitney McDonald, Matthew Bronson, and James R.

Lewis. City Clerks Jessica Matson, Wendi Sims, and Erica Inderlied.

City Attorneys Timothy Carmel, David Fleishman and David Hale.

5. WELCOME AND MEETING ORIENTATION
Mayor Lee provided a brief introduction and outline of proceedings.

Pismo Beach Council Member Sheila Blake joined the meeting via zoom.

Minutes: Joint City Council Page 2
Wednesday, September 14, 2022

6. PROJECT OVERVIEW
Justin Pickard, Water Systems Consulting, provided an overview of the Central Coast Blue Project which included information on how the facility and technology will work.

7. WATER SUPPLY DRIVERS & PROJECT BENEFITS
Jeff Szytel, Water Systems Consulting, provided information of the water supply drivers and project benefits including why the project is critical for the long-term sustainability of the communities.

COUNCIL QUESTIONS
Arroyo Grande Mayor Caren Ray Russom, facilitated Council questions.

Justin Pickard, Water Systems Consulting, responded to questions from Council regarding the microfiltration process resulting in a near distilled water quality; the advanced water purification facility tanks that are being used for chemicals and whether they are the same tanks being used for stabilization at the end of the process; any odor during the purification process that would need to be mitigated; that the facility is being designed to support Phase II of the project; what permits will be necessary; and the level of waste discharge.

8. COSTS AND FUNDING Justin Pickard, Water Systems Consulting Justin Pickard, Water Systems Consulting, provided an overview of the current capital cost estimate.

COUNCIL QUESTIONS
Pismo Beach Mayor Ed Waage facilitated Council questions.

Justin Pickard, Water Systems Consulting, responded to questions from Council regarding grant funding and financing opportunities; construction cost increases for the Project; and value engineering as it relates to reducing construction costs.

Grover Beach City Manager Matthew Bronson responded to a question regarding Prop 218 votes as it relates to rates and charges.

9. PROJECT GOVERNANCE
Arroyo Grande City Manager Whitney McDonald provided a high-level overview of the governance structure of the Project.

10. PROJECT SCHEDULE
Justin Pickard, Water Systems Consulting, provided an overview of the current Project schedule.

COUNCIL QUESTIONS
Grover Beach Mayor Jeff Lee facilitated Council questions.

Staff responded to questions regarding local hire provisions; unused water by each party; and the Project schedule.

Pismo Beach Council Member Sheila Blake left the meeting at 7:30 p.m. and rejoined the meeting at 7:34 p.m.

Minutes: Joint City Council Page 3
Wednesday, September 14, 2022

11. PUBLIC COMMENT
Grover Beach Mayor Jeff Lee facilitated public comments.

Speaking from the public were Jeff Edwards, Jocelyn Brennan, Cynthia Replogle, Brad Snook, Manley McNinch, Julie Tacker, Rick Jenne, and Scott Zimmerman.

Arroyo Grande City Manager Whitney McDonald responded to a question from Council regarding water conservation efforts.

12. CLOSING COUNCIL COMMENTS
Arroyo Grande Mayor Caren Ray Russom, Pismo Beach Mayor Ed Waage, Arroyo Grande Council Member Jimmy Paulding, Grover Beach Council Member Daniel Rushing, and Grover Beach Mayor Jeff Lee, provided closing comments.

13. PRESENTATION OF TITLE XVI GRANT
Ernest Conant, U.S. Bureau of Reclamation, presented the Title XVI Grant to the Mayors.

14. PROJECT COMMITMENT SIGNING

15. ADJOURNMENT
There being no further business to come before the City Councils, Grover Beach Mayor Jeff Lee adjourned the meeting at 8:16 p.m.
________________________
Caren Ray Russom, Arroyo Grande Mayor Jeff Lee, Grover Beach Mayor ATTEST: ATTEST:
________________________
Jessica Matson, Arroyo Grande City Clerk Wendi Sims, Grover Beach City Clerk ________________________
Ed Waage, Pismo Beach Mayor
ATTEST:
________________________
Erica Inderlied, Pismo Beach City Clerk

Item 8.g.

MEMORANDUM
TO: City Council
FROM: Sheridan Bohlken, Recreation Services Director
SUBJECT: Consideration to Adopt Resolutions Updating the Policy Concerning the Naming of Public Parks and Naming the Reconstructed Playground at Elm Street Park the “Kiwanis Inclusive Playground” DATE: October 25, 2022
SUMMARY OF ACTION:

Consider updating the policy concerning the naming of public parks and naming the reconstructed playground at Elm Street Park the “Kiwanis Inclusive Playground.” IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:

There is no immediate fiscal impact to the City of Arroyo Grande from the recommended action. A plaque acknowledging the new name of the playground will be paid for by the Kiwanis Club of Arroyo Grande Valley.

The amended FY 2021-23 Capital Improvement Program budget included $479,499 for the Elm Street Park Playground Replacement Project. The revenue sources for this project include $177,952 from Prop 68 State Grants, $21,000 from donations, $34,106 from the Park Improvement Fund, and $246,441 from the Local Sales Tax Fund.

RECOMMENDATION:
1) Adopt an updated Resolution concerning the naming of public parks; and 2) Adopt a Resolution to name the reconstructed playground at Elm Street Park the “Kiwanis Inclusive Playground.”
BACKGROUND:

On February 14, 1967, the City Council adopted Resolution No. 735 (Attachment 3), which established policies for the naming of public parks. This policy guided the naming of public parks until June 24, 2014, when City Council adopted Resolution No. 4603 (Attachment 4), amending the policy. This policy requires a recommendation from the City’s Parks and Recreation Commission regarding the naming of public parks. In 2018, the Parks and Recreation Commission was dissolved (Attachment 5), deferring all public requests and City staff recommendations concerning parks and recreation directly to the

Item 8.g.

City Council
Consideration to Adopt Resolutions Updating the Policy Concerning the Naming of Public Parks and Naming the Reconstructed Playground at Elm Street Park the “Kiwanis Inclusive Playground”
October 25, 2022

City Council; therefore, the Resolution concerning the naming of public parks needs to be updated (Attachment 1).

In 2015, the Kiwanis Club of Arroyo Grande Valley presented a plan to fund and replace some amenities at the Elm Street Park playground with inclusive play equipment, which was approved by the City Council. Since that time, the concept was further developed into an entire playground replacement project, and the Proposition 68 State Grant Program was applied for to pay, in part, for the playground project. The Kiwanis Club of Arroyo Grande Valley participated and assisted with the design and community input meetings and also has committed over $21,000 towards the project. The playground replacement project is currently under way with a completion date set for early November, 2022.

ANALYSIS OF ISSUES:

The current park naming policy for the City of Arroyo Grande is guided by the following requirements:

1. Parks and recreation areas of sufficient size, which are to be used for recreational purposes shall be given Spanish names and identified as a park.

2. Park areas which are too small to provide recreational facilities, are located or designed primarily to serve purposes other than recreation, shall be called “Pocket Parks.”

3. In cases where a “Park” or “Pocket Park” has been donated in part or in its entirety for park purposes to the City of Arroyo Grande, if so recommended by the Parks and Recreation Commission, said “Park” or “Pocket Park” may commemorate the name of the person or person’s instrumental in said gift to the City.

4. In cases where land is already owned by the City and a majority of funds have been donated for the purpose of developing or renovation the park and the donor has made important contributions to the Arroyo Grande community, upon recommendation by the Parks and Recreation Commission, said “Park” or “Pocket Park” may commemorate the person or persons instrumental in said gift to the City.

5. In cases in which public property cannot be identified as set forth in Sections 1, 2, 3, and 4 hereof, upon recommendation of the Parks and Recreation Commission, said property may be identified by other appropriate names. “Important contributions” stated in Section 4 may include, but are not limited to, the following:

A.) Enhances the lives of the members of the community, B.) Fosters a sense of community identity and pride,
C.) Promotes the preservation and use of historic resources, D.) Engages in actions to improve the environmental health and aesthetics of the community, or

Item 8.g.

City Council
Consideration to Adopt Resolutions Updating the Policy Concerning the Naming of Public Parks and Naming the Reconstructed Playground at Elm Street Park the “Kiwanis Inclusive Playground”
October 25, 2022

E.) Improves the local economy by attracting tourism or other businesses to the community.

As the current City Park Naming Policy refers to recommendations from the Parks and Recreation Commission, which was dissolved in 2018, it is recommended that the policy be updated to remove references to the Commission. It is further recommended that Section 5 of the existing policy be revised to provide additional flexibility to the City Council in naming parks or park features after important public figures or organizations in Arroyo Grande who may not have provided monetary or land donations, if approved by 4/5ths of the City Council. Suggested revisions to this section are shown below:

5. In cases in which public property cannot be identified as set forth in Sections 1, 2, 3, and 4 hereof, upon recommendation of the Parks and Recreation Commission, said property may be identified the City Council may identify said property by other appropriate names, including but not limited to naming of a park, pocket park, playground, or public facility after an important public figure or non-profit organization that has contributed beneficially and directly to the Arroyo Grande community, if approved by 4/5ths of the City Council.

Staff is further recommending that the City Council approve the naming of the reconstructed playground at Elm Street Park to the ‘Kiwanis Inclusive Playground’ (Attachment 2). The Arroyo Grande Kiwanis Club has a long history of projects at Elm Street Park, including the gazebo and sidewalks in between the playground and gazebo area. The organization has been serving the community of Arroyo Grande for many decades, and Kiwanis is a global organization of volunteers dedicated to changing the world one child and one community at a time. Through fundraising efforts, participation and advocacy for the inclusive playground replacement project, the Arroyo Grande Kiwanis Club has helped bring the Elm Street Park Inclusive Playground Project to fruition. This Project is consistent with one of Council’s goals of providing opportunities for diversity, inclusion and equity through play.

ALTERNATIVES:

The following alternatives are provided for the Council’s consideration:

1. Adopt an updated Resolution concerning the naming of public parks; and adopt a Resolution to name the reconstructed playground at Elm Street Park to the “Kiwanis Inclusive Playground”;

2. Do not approve the revisions to the existing Park Naming Policy and/or do not approve the naming of the playground at Elm Street Park the “Kiwanis Inclusive Playground”; or

3. Provide direction to staff.

Item 8.g.

City Council
Consideration to Adopt Resolutions Updating the Policy Concerning the Naming of Public Parks and Naming the Reconstructed Playground at Elm Street Park the “Kiwanis Inclusive Playground”
October 25, 2022

ADVANTAGES:

Approval of naming the playground at Elm Street Park the “Kiwanis Inclusive Playground” will provide recognition to a very dedicated and community-driven organization. This action also supports the City’s organizational values by honoring individuals/organizations who have demonstrated pride in their community through service, professionalism, teamwork, and commitment. Updates to the City’s park naming policy will replace outdated language and provide greater flexibility to the City Council to name parks and their features after important individuals and organizations that have contributed beneficially to Arroyo Grande if approved by 4/5ths of the City Council.

DISADVANTAGES:

There are no known disadvantages at this time.

ENVIRONMENTAL REVIEW:

No environmental review is required for this item.

PUBLIC NOTIFICATION AND COMMENTS:

The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2.

Attachments:

1. Proposed Resolution Updating the Naming of Public Parks

2. Proposed Resolution Naming the Playground at Elm Street Park the ‘Kiwanis Inclusive Playground’

3. Resolution No. 735

4. Resolution No. 4603

5. Ordinance No. 695

ATTACHMENT 1
RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

ARROYO GRANDE UPDATING THE POLICY

CONCERNING THE NAMING OF PUBLIC PARKS
WHEREAS, the City Council has a number of advisory bodies to review City programs, projects, and community issues and to make recommendations to City Council; and WHEREAS, the Parks and Recreation Commission of the City of Arroyo Grande previously determined that public open spaces, beauty areas, small and large park areas and such other uses of land should be identified; and
WHEREAS, the Parks and Recreation Commission has previously recommended that certain public places be named to commemorate certain persons who have contributed lands to the City of Arroyo Grande and to commemorate the Spanish heritage of the City of Arroyo Grande; and
WHEREAS, on February 14, 1967, the City Council adopted Resolution No. 735 approving the Parks and Recreation Commission's recommendation concerning the naming of public parks; and
WHEREAS, on February 12, 2014, the City Council adopted Resolution No. 4603 amending the park naming policy to allow for the naming of a "Park" or "Pocket Park" to commemorate the name of the person or persons who has donated a financial gift to the City that funds a majority of the costs for the purposes of developing or renovating a "Park" or "Pocket Park" and the donor has made important contributions to the Arroyo Grande community; and
WHEREAS, the Parks and Recreation Commission was dissolved on August 14, 2018, and upon the dissolution of the Parks and Recreation Commission, public input and recommendations from City staff on topics concerning parks and recreation are received by City Council; and
WHEREAS, the park naming policy is in need of revisions to reflect the dissolution of the Parks and Recreation Commission and update certain provisions.

NOW THEREFORE BE IT RESOLVED that the City Council of the City of Arroyo Grande hereby approves the park naming policy as follows:

1. Such parks or recreation areas of sufficient size to be used for recreational purposes by neighborhoods or by the entire community shall be given Spanish names and identified as a "Park."

RESOLUTION NO.

PAGE 2

2. Such areas which are too small to provide recreational facilities, or are located or designed primarily to serve purposes other than recreation, shall be called "Pocket Parks."

3. In cases where a "Park" or "Pocket Park" has been donated in part or in its entirety for park purposes to the City of Arroyo Grande, the City Council may commemoratesaid "Park" or "Pocket Park" with the name of the person or persons instrumental in said gift to the City.

4. In cases where land is already owned by the City and a majority of funds have been donated for the purpose of developing or renovating the park and the donorhas made important contributions to the Arroyo Grande community, the City Council may commemorate said "Park" or "Pocket Park" with the name of the person or persons instrumental in said gift to the City. “Important contributions” stated in Section 4 may include, but are not limited to the following:

A.) Enhances the lives of the members of the community, B.) Fosters a sense of community identity and pride,
C.) Promotes the preservation and use of historic resources, D.) Engages in actions to improve the environmental health and aesthetics of the community, or
E.) Improves the local economy by attracting tourism or other businesses to the community.

5. In cases in which public property cannot be identified as set forth in Sections 1, 2, 3, and 4 hereof, the City Council may identify said property by other appropriatenames, including but not limited to naming of a park, pocket park, playground, or public facility after an important public figure or non-profit organization that has contributed beneficially and directly to the Arroyo Grande community, as approved by a 4/5ths vote of the City Council.

6. This Resolution supersedes all past Resolutions concerning the naming of public parks, including but not limited to Resolution 735.

On motion of Council Member , seconded by Council
Member ______________, on the following rollcall vote, to wit:

AYES:

NOES:

ABSENT:
the foregoing Resolution was passed and adopted this 25th day of October, 2022

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

ATTACHMENT 2
RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

ARROYO GRANDE NAMING THE RECONSTRUCTED
PLAYGROUND AT ELM STREET PARK THE “KIWANIS
INCLUSIVE PLAYGROUND”
WHEREAS, it has been determined by the updated policy and Resolution dated October 25, 2022, concerning the naming of public parks that public open spaces, beauty areas, small and large park areas and such other uses of land in the City of Arroyo Grande should be identified; and
WHEREAS, in cases in which public property cannot be identified as set forth in the aforementioned Resolution Sections 1, 2, 3 and 4 hereof, the City Council may identify said property by other appropriate names, including but not limited to naming of a park, pocket park, playground, or public facility after an important public figure or non-profit organization that has contributed beneficially and directly to the Arroyo Grande community; and
WHEREAS, the Kiwanis Club of Arroyo Grande has been a sponsor for special projects within City facilities and an advocate for an inclusive playground at Elm Street Park; and WHEREAS, in 2015, the Kiwanis Club of Arroyo Grande’s proposal to donate inclusive play equipment for Elm Street Park was accepted by the City; and WHEREAS, the Kiwanis Club of Arroyo Grande has raised over $21,000 in support of inclusive playground replacement has made important contributions to the community through youth programs and facility improvements, such as the gazebo at Elm Street Park and the Kiwanis Park in the Village of Arroyo Grande.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Arroyo Grande as follows:

1. That the reconstructed inclusive playground at Elm Street Park Park officially be named the “Kiwanis Inclusive Playground” to acknowledge the efforts of the Kiwanis Club of Arroyo Grande and their dedication to providing an “all ages and all abilities” play structure in the park for benefit of all people of all abilities.

On motion of Council Member , seconded by Council Member , and on the following roll call vote, to wit:

AYES:

NOES:

ABSENT:
the foregoing Resolution was passed and adopted this 25th day of October, 2022.

RESOLUTION NO.

PAGE 2

CAREN RAY RUSSOM, MAYOR
ATTEST:

JESSICA MATSON, CITYCLERK
APPROVED AS TO CONTENT:

WHITNEY MCDONALD,CITYMANAGER
APPROVED AS TO FORM:

TIMOTHY J. CARMEL, CITY ATTORNEY

v
RESOLUTION NO. 735

RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF ARROYO GRANDE CONCERNING THE NAMING OF

PUBLIC PARKS
WHEREAS, it has been determined by the Parks and Recreation commission of the City of Arroyo Grande that public open spaces, beauty areas, small and large park areas and such other uses of land should be identified, ,and
WHEREAS, the Parks and Recreation Commission has, by Resolution, recommended that certain public places be named to commemorate certain persons who have contributed land to the City of Arroyo Grande and to commemorate the spanish heritage of the City of Arroyo Grande, NOW THEREFORE, BE IT HEREBY RESOLVED AS FOLLOWS:

Section 1. Such parks or recreation areas of sufficient size to be used for recreational purposes by neighborhoods or by the entire community shall be given Spanish names and identified as a Park".

Section 2. Such areas which are too small to provide
recreational facilities, or are located or designed primarily to serve purposes other than recreation, shall be called " pocket Parks".

Section 3. In cases where a " Park" or " pocket Park" has been donated in part or in its entirety for park purposes to the City of Arroyo Grande, if so recommended by the Parks and Recreation commission, said " Park" or pocket Park" may commemorate the name of the person or persons instrumental in said gift to the City.

Section 4. In cases in which public property cannot be
identified as set forth in Sections 1, 2 and 3 hereof, upon recommendation of the Parks and Recreation Commission, said property may be identified by other appropriate names.

On motion of Councilman Burt, seconded by Councilman schlegel and by the following roll call vote, to- wit:

AYES: Councilmen Levine, Schlegel, Burt and Mayor Wood.

NOES: None.

ABSENT: Councilwoman Thompson.
the foregoing Resolution was adopted this 14th day of February, 1967.

A_' T~ 4/M- M.."'(
Mayor Ci Clerk
I, Polly S. Miller, City Clerk of the City of Arroyo Grande, County of San Luis Obispo, State of California, do hereby certify that the foregoing Resolution No. 735 is a true, full and correct copy of said Resolution passed and adopted by the City Council of the City of Arroyo Grande at a regular meeting of said Council on the 14th day of February, 1967.

WITNESS may hand and the seal of Arroyo Grande
affixed this 15th day of February,
Arroyo Grande
ATTACHMENT 3

RESOLUTION NO. 4603

A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF ARROYO GRANDE AMENDING THE POLICY

CONCERNING THE NAMING OF PUBLIC PARKS
WHEREAS, it has been determined by the Parks and Recreation Commission of the City of Arroyo Grande that public open spaces, beauty areas, small and large park areas and such other uses of land should be identified, and WHEREAS, the Parks and Recreation Commission has recommended that certain public places be named to commemorate certain persons who have contributed lands to the City of Arroyo Grande and to commemorate the Spanish heritage of the City of Arroyo Grande; and
WHEREAS, on February 14, 1967, the City Council adopted Resolution No. 735 approving the Parks and Recreation Commission' s recommendation concerning the naming of public parks; and
WHEREAS, on February 12, 2014, the Parks and Recreation Commission recommended approval of an amendment to the park naming policy to allow for the naming of a " Park" or " Pocket Park" to commemorate the name of the person or persons who has donated a financial gift to the City that funds a majority of the costs for the purposes of developing or renovating a " Park" or "Pocket Park" and the donor has made important contributions to the Arroyo Grande community, upon recommendation by the Parks and Recreation Commission, said " Park" or " Pocket Park" may commemorate the person or persons instrumental in said gift to the City." NOW THEREFORE BE IT RESOLVED that the City Council of the City of Arroyo Grande hereby approves the recommendation of the Parks and Recreation Commission and the park naming policy is established as follows:

1. Such parks or recreation areas of sufficient size to be used for recreational purposes by neighborhoods or by the entire community shall be given Spanish names and identified as a " Park."

2. Such areas which are too small to provide recreational facilities, or are located or designed primarily to serve purposes other than recreation, shall be called Pocket Parks."

3. In cases where a " Park" or " Pocket Park" has been donated in part or in its entirety for park purposes to the City of Arroyo Grande, upon recommendation by the Parks and Recreation Commission, said " Park" or " Pocket Park" may commemorate the name of the person or person' s instrumental in said gift to the City.

ATTACHMENT 4

RESOLUTION NO. 4603
PAGE 2

4. In cases where land is already owned by the City and a majority of funds have been donated for the purpose of developing or renovating the park and the donor has made important contributions to the Arroyo Grande community, upon recommendation by the Parks & Recreation Commission, said " Park" or " Pocket Park" may commemorate the person or persons instrumental in said gift to the City.

In cases in which public property cannot be identified as set forth in Sections 1, 2, 3, and 4 hereof, upon recommendation of the Parks and Recreation Commission, said property may be identified by other appropriate names.

6. This Resolution supersedes all past Resolutions concerning the naming of public parks, including but not limited to Resolution 735.

On motion of Council Member Costello, seconded by Council Member Brown, and on the following roll call vote, to wit:

AYES: Council Members Costello, Brown, Barneich, Guthrie, and Mayor Ferrara NOES: None
ABSENT: None
the foregoing Resolution was passed and adopted this 24th day of June 2014.

RESOLUTION NO. " A00-3
PAGE 3
j:,:

ATTEST:

RELLY,WETP ORE, CITY CLERK
APPROVED AS TO CONTENT:
r

STEVEN ADAMS, CITY MANAGER
APPROVED AS TO FORM:

TIM THY JLgAKMEL, CITY ATTORNEY

OFFICIAL CERTIFICATION
I, KELLY WETMORE, City Clerk of the City of Arroyo Grande, County of San Luis Obispo, State of California, do hereby certify under penalty of perjury, that the attached Resolution No. 4603 is a true, full, and ' correct copy of said Resolution passed and adopted at a Regular meeting of the City Council of the City of Arroyo Grande on the 24th day of June, 2014.

WITNESS my hand and the Seal of the City of Arroyo Grande affixed this 26th day of June, 2014.
iyRE, CITY CLERK

ATTACHMENT 5
Item 11.a. - Page 14
ORDINANCE NO. 695

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARROYO
GRANDE REPEALING CHAPTERS 2.21, 2.24 AND 2.32 OF TITLE 2 OF

THE ARROYO GRANDE MUNICIPAL CODE TO DISBAND THE

TRAFFIC COMMISSION, PARKS AND RECREATION COMMISSION
AND HISTORICAL RESOURCES COMMITTEE; AMENDING CHAPTER

2.18 OF TITLE 2 RELATING TO THE PLANNING COMMISSION AND HISTORIC DESIGNATION; AND ADDING SECTION 1.04.140 TO TITLE 1 TRANSFERRING THE DUTIES OF THE TRAFFIC COMMISSION,

PARKS AND RECREATION COMMISSION AND HISTORICAL

RESOURCES COMMITTEE

THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE DOES ORDAIN AS FOLLOWS:

SECTION 1. Chapters 2.21, 2.24 and 2.32 of the Arroyo Grande Municipal Code are hereby repealed in their entirety.

SECTION 2. Section 1.04.140 of the Arroyo Grande Municipal Code is hereby added to read in its entirety as follows:

1.04.140 - Former Duties of Traffic Commission, Historical Resources Committee and Parks and Recreation Commission.

Any duties previously assigned by the Arroyo Grande Municipal Code to be performed by the Traffic Commission or Historical Resources Committee will be performed by the Community Development Director or referred by the Community Development Director to. the Planning Commission or City Council and any duties assigned to the Parks and Recreation Commission will be performed by the Director of Recreation Services or Director of Public Works or referred by the Director of Recreation Services or Director of Public Works to the Planning Commission or City Council after the effective date of Ordinance No. 695 adopted on August 28, 2018.

SECTION 3. Chapter 2.18 of the Arroyo Grande Municipal Code is hereby amended to add Sections 2.18.090 and 2.18.100 of the Arroyo Grande Municipal Code to read in their entirety as follows:

2.18.090 - Historic Designation.

The planning commission may nominate places, properties, structures or areas, which they recommend be considered for local, state or national historical designation or considered as an important setting or contributing to the historic character of the surrounding environment.

2.18.100 - Guiding purposes in reviewing projects and Historic Designations.

In reviewing potential designations, the planning commission shall be guided by the following purposes and intent:

A. To ensure consistency with the general plan and compliance with the provisions of Title 16 of this code;

Item 11.a. - Page 15
ORDINANCE NO. 695
PAGE2
B. Promote the designation, preservation, restoration, safety and use of historic struptures to enrich the lives of future generations, providing opportunities to enjoy and learn about the community's history;
C. Improve the local economy by attracting tourism and other business to the community;
D. Foster a sense of community identity and pride;
E. Stabilize and improve the economic value of historic properties and neighborhoods;
F. Enhance the community's aesthetics, interest, and unique historic character; G. Encourage and provide incentives to property owners to preserve and restore historic properties, and to sensitively rehabilitate them for adaptive re-use when necessary.

SECTION 4. This Ordinance is exempt from CEQA pursuant to CEQA Guidelines Section15061(b)(3) which is the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment and CEQA does not apply where it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment.

SECTION 5. A summary of this Ordinance shall be published in a newspaper published and circulated in the City of Arroyo Grande at least five (5) days prior to the City Council meeting at which the proposed Ordinance is to be adopted. A certified copy of the full text of the proposed Ordinance shall be posted in the office of the City Clerk. Within fifteen (15) days after adoption of the Ordinance, the summary with the names of those City Council members voting for and against the Ordinance shall be published again, and the City Clerk shall post a certified copy of the full text of such adopted Ordinance. This Ordinance shall take effect and be in full force and effect thirty (30) days after its passage.

SECTION 6. This Ordinance shall take effect and be in full force and effect thirty (30) days after its passage.

SECTION 7. If any section, subsection, sentence, clause, or phrase of this Ordinance is for any reason held to be invalid or unconstitutional by a decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have passed this Ordinance and each and every section, subsection, sentence, clause, or phrase not declared invalid or unconstitutional without regard to whether any portion of the ordinance would be subsequently declared invalid or unconstitutional.

On motion by Council Member Brown, seconded by Council Member Harmon, and by the following roll call vote to wit:

AYES:

NOES:

ABSENT:

Council Members Brown, Harmon, Barneich, and Mayor Hill Mayor Pro Tern Ray
None
the foregoing Ordinance was adopted this 28th day of August, 2018.

Item 11.a. - Page 16
ORDINANCE NO. [tJq5
PAGE:3

ILL, MAYOR
APPROVED AS TO CONTENT:

JAMES•N~ITY M
APPROVED AS TO FORM:
~~~. THfR K. WHITHAM, CITY ATTORNEY

Item 11.a. - Page 17

OFFICIAL CERTIFICATION
I, KELLY WETMORE, City Clerk of the City of Arroyo Grande, County of San Luis Obispo, State of California, do hereby certify under penalty of perjury, that the attached Ordinance No. 695 which was introduced at a regular meeting of the City Council on August 14, 2018; was passed and adopted at a regular meeting of the City Council on the 28th day of August 2018; and was duly published in accordance with State law (G.C. 40806).
- ---- - ------·--wlTNESS my hand and the Seal of the City of Arroyo Grande affixed this 29th day of August 2018.

Item 8.h.

MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director BY: Steve Kahn, Acting Capital Improvement Project Manager SUBJECT: Consideration to Adopt a Resolution Pursuant to Public Contract Code Section 22050 Determining to Continue Work Under Emergency Contracts for the FCFA Station 1 Emergency Generator Replacement Project, PW 2021-09
DATE: October 25, 2022
SUMMARY OF ACTION:

Adoption of the Resolution by the required four-fifths vote will allow for the continued accelerated replacement of the emergency generator at the Five Cities Fire Authority (FCFA) Station 1.

IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:

There are no additional fiscal impacts from adoption of this Resolution. The FY 2021-22 and FY 2022-23 Capital Improvement Program (CIP) budgets included $680,018 ($46,780 General Fund, $318,738 Sales Tax Funds, and $314,500 of California Nuclear Power Preparedness (NPP) Program funding) for the subject project. The engineer’s construction cost estimate for the project is currently $646,453. FCFA staff will seek to secure the NPP funding upon completion of the construction documents and associated engineer’s construction cost estimate. It is anticipated that NPP funding will cover approximately 50% or $323,277. Staff time will be necessary to coordinate construction activities with the contractor and special inspectors.

RECOMMENDATION:
1) Receive and file an update of the emergency generator replacement project at the FCFA Station 1; and 2) Adopt a Resolution determining that there is a need to continue the emergency action for the replacement of the emergency generator in accordance with Public Contract Code Section 22050.

Item 8.h.

City Council
Consideration to Adopt a Resolution Pursuant to Public Contract Code Section 22050 Determining to Continue Work Under Emergency Contracts for the FCFA Station 1 Emergency Generator Replacement Project, PW 2021-09 October 25, 2022

BACKGROUND:

Public Contract Code (PCC) Section 22050 allows a public agency, in the case of an emergency, to repair or replace a public facility, take any directly related and immediate action required by that emergency, and procure the necessary equipment, services, and supplies for those purposes without going through a formal bid process. At its regular meeting on September 13, 2022, the City Council adopted Resolution No. 5219 declaring an emergency and authorizing the accelerated replacement of the emergency generator at the FCFA Station 1 by eliminating the formal bid process.

PCC Section 22050 requires that after proceeding with an emergency project, the City Council shall review the emergency action at its next regularly scheduled meeting and at every regularly scheduled meeting thereafter until the emergency action is terminated, and if it is determined that there is a need to continue the action, authorize continuation of the emergency action by a four-fifths vote. On September 27, 2022, and October 11, 2022, the Council adopted Resolution Nos. 5225 and 5231, respectively, determining a need to continue work under emergency contracts to replace the emergency generator at the FCFA Station 1.

ANALYSIS OF ISSUES:

Since the October 11, 2022 Council meeting, the status of the project as of October 13, 2022, is as follows:
 The building permit has been issued for the construction documents.

While a portable generator has been brought on site that allows for the opening of the apparatus bay doors and some lighting at the fire station, it does not provide power to the server room or the station alerting system, which are critical needs. Therefore, there remains an imminent danger to public health and safety as this situation may cause delay of emergency 9-1-1 services during the event of a power outage. Because of this, staff recommends that the emergency action be continued.

As required by statute, staff will continue to bring a similar item to the Council on subsequent agendas until the necessary emergency work has been completed or until the emergency action is terminated. Until this future item, staff will continue to work with the design consultant and selected contractor to complete the improvements on an accelerated basis.

Item 8.h.

City Council
Consideration to Adopt a Resolution Pursuant to Public Contract Code Section 22050 Determining to Continue Work Under Emergency Contracts for the FCFA Station 1 Emergency Generator Replacement Project, PW 2021-09 October 25, 2022

ALTERNATIVES:

The following alternatives are provided for the Council’s consideration:

1. Receive and file an update of the emergency generator replacement project at the FCFA Station 1; and adopt the proposed Resolution finding that there is a need to continue the emergency action for the replacement of the emergency generator in accordance with Public Contract Code Section 22050;

2. Receive and file an update of the emergency generator replacement project at the FCFA Station 1; do not adopt the proposed Resolution; and direct staff to prepare a resolution to terminate the emergency action; or

3. Provide other direction to staff.

ADVANTAGES:

Adoption of the Resolution will allow for the accelerated replacement of the emergency generator at the FCFA Station 1 which will ensure power during the event of a power outage thereby providing rapid response time in the event of an emergency situation.

DISADVANTAGES:

No disadvantages are identified at this time.

ENVIRONMENTAL REVIEW:

No environmental review is needed to authorize the continuation of the emergency action.

PUBLIC NOTIFICATION AND COMMENTS:

The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2.

Attachment:

1. Proposed Resolution

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 bidding, was necessary to respond to the emergency; and
WHEREAS, on September 13, 2022, the City Council adopted Resolution No. 5219 declaring an emergency and authorizing the City Manager to enter into any contract or agreement in order to immediately replace the emergency generator; and WHEREAS, PCC Section 22050 requires that after proceeding with an emergency project, the City Council shall review the emergency action at its next regularly scheduled meeting and at every regularly scheduled meeting thereafter until the emergency action is terminated; and
WHEREAS, on September 27, 2022 and October 11, 2022, the City Council adopted Resolution Nos. 5225 and 5231, respectively, determining a need to continue work under emergency contracts to replace the emergency generator; and WHEREAS, if it is determined that there is a need to continue the emergency action, PCC Section 22050 requires a four-fifths vote to authorize the continuation of the emergency action.

NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo Grande that the emergency declared by the City Council on September 13, 2022, and continued on September 27, 2022, and October 11, 2022, regarding replacement of the generator at FCFA Station 1 shall be deemed to continue.

RESOLUTION NO.

PAGE 2
BE IT FURTHER RESOLVED, that the local emergency shall be deemed to continue to exist until its termination is proclaimed by the City Council.

On motion by Council Member _________, seconded by Council Member _______, and on the following roll call vote, to wit:

AYES:

NOES:

ABSENT:

The foregoing Resolution was passed and adopted this 25th day of October, 2022.

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

Item 8.i.

MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director BY: Robin Dickerson, PE, City Engineer
Steve Kahn, Acting Capital Improvement Project Manager
SUBJECT: Consideration of Approval of Construction Plans and Specifications for the Swinging Bridge Retrofit Project, PW 2021-06
DATE: October 25, 2022
SUMMARY OF ACTION:

Approving the construction plans and specifications will allow the City to re-advertise for construction bids for the Swinging Bridge Retrofit Project.

IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:

The FY 2022-23 Capital Improvement Program (CIP) budget includes $1,160,474 of Local Sales Tax Funds as shown in the table below:

A breakdown of the project budget of $1,160,474 is shown in the following table:

Construction $ 920,000
Construction Contingencies (12.5%) 115,000
Contract Admin, Inspection, Advertise 102,824
Testing 5,375
Re-Package Plans & Specs 19,300
Total $ 1,160,474
Additionally, $500,000 in grant funding has been applied for through the Federal Government’s FY23 Community Project Grant. If awarded, $500,000 of sales tax funding allocated to the Project will be returned to the Sales Tax Fund to fund other City projects.

Staff time will be necessary to coordinate construction activities with the contractor and consultants.

Swinging Bridge
FY 2021-22
Budget
FY 2021-22
Spent
FY 2022-23
Budget
Total FY 2022-23
Adjusted Budget
Sales Tax Fund 616,269 5,795 550,000 1,160,474
Construction

Item 8.i.

City Council
Consideration of Approval of Construction Plans and Specifications for the Swinging Bridge Retrofit Project, PW 2021-06
October 25, 2022

RECOMMENDATION:
1) Approve the construction plans and specifications for the Swinging Bridge Retrofit Project, PW 2021-06; and 2) Authorize staff to advertise for construction bids.

BACKGROUND:

On December 14, 2021, the City Council approved construction plans and specifications for retrofitting and upgrading the structural components of the Swinging Bridge. The Project consists of removing and replacing the existing cables and helical anchors (deep steel plate foundation/anchoring system), reinforcing the existing concrete abutments, cleaning and painting the existing steel towers, and tightening and/or installing bolts at the suspension bridge wood connections. During the bidding process, the condition of the existing wood members of the bridge itself was reviewed in detail and it was determined that the treated lumber on the bridge had moved past its useful life. To address this, an Addendum was issued presenting as-built plans that contained a design for replacing the wood members, and added the replacement and painting of the wood members to the project scope as Bid Additive Alternatives.

On February 1, 2022, two bids were received for the Project. The original bidding pool only allowed for Class A (General Engineering License) General Engineers to bid on the project because the project was scoped to mainly address the steel portion of the bridge.

Since the replacement of the existing wood members was added to the project, staff anticipates the extension and allowance of both Class A and Class B (General Building License) licensed contractors to bid on the project will allow for a larger pool of contractors and a more competitive bidding environment. In addition, the cost of material and freight continued to remain inflated in February 2022. As a result, on February 22, 2022, the City Council rejected all bids and directed that the Project be repackaged to include replacement of the wood members as part of the base bid, include both Class A and Class B contractor licensing, and rebid the Project in Fall 2022 in an effort to receive a more favorable bid that includes both the retrofit and wood replacement, and perhaps a stabilization in materials costs.

On April 12, 2022, the City Council adopted a Resolution supporting the FY 2023 Community Project Funding Request for the Swinging Bridget Project submission for the full cost of the project. The City was selected by Congressman Carbajal as one of the top 15 requested projects for the Community Project grant; however, when the projects were reviewed by the Appropriations Committee, the Project was recommended for only $500,000 in grant funding. At this time, it is unknown when the City will learn whether it has been granted the funds. It is likely that more information concerning grant funding allocations will be provided in December 2022. Recipients of Community Project Funding Grants awarded in 2022 were notified in March 2022, therefore, it is reasonable to assume a similar notification period for the 2023 awards. Staff has received clarification that any awarded grant funding will need to be used for costs incurred from the time of award forward and cannot be used to reimburse past costs. However, it is anticipated that more

Item 8.i.

City Council
Consideration of Approval of Construction Plans and Specifications for the Swinging Bridge Retrofit Project, PW 2021-06
October 25, 2022

than $500,000 in costs will be incurred after April 2023 that will be eligible for Community Project Funding.

In order to re-bid the Project and provide immunity to the City, the City Council is requested to approve the plans and specifications prior to the construction bidding process.

ANALYSIS OF ISSUES:

Following the February 22, 2022 Council meeting, staff met with the design consultant to discuss Council’s direction. As a result, City staff and the consultant team have prepared comprehensive construction documents for retrofitting and replacing certain structural components that will preserve the City’s unique Swinging Bridge, eliminate the need for pedestrian weight limit capacity, and provide safe and functional access.

In general, the project consists of retrofitting the existing suspension bridge by replacing the existing rod hangers with new cable hangers, replacement of the existing wind cables with new cables and helical anchors, strengthening the existing abutments, installation of new back span cables and helical anchors, cleaning and painting steel, removal and replacement of wood members, and removal and repair of landscaping, decorative hardscape, curb and gutter, and asphalt paving associated with the retrofit work.

Two bid additive alternatives have been included in the Project should the available budget allow for these items which consist of:

Additive Alternate No. 1: Installation of a composite lumber cap added to the top of the wood railing for the full length of each railing.

Additive Alternate No. 2: Installation of new chain link fabric.

Since the Retrofit of the Swinging Bridge is a CIP and is fully funded through the Local Sales Tax Fund, any secured grant funds, specifically the potential $500,000 from the Community Project Funding request, will be put back into the Sales Tax Fund to fund other City projects. If grant funds are not allocated, the project will move forward through completion utilizing the originally budgeted $1,160,474 from the Sales Tax Fund.

Should favorable bids be received and a construction contract awarded by the end of 2022, the ordering of materials requiring long lead times could begin in early 2023 in an effort to be completed prior to the 2023 Harvest Festival. Although the Swinging Bridge is not a listed historic bridge, staff will meet with the South County Historical Society and others interested in the historical preservation of the City regarding color and exterior design elements. Plans and specifications will be available for review at the Public Works Department.

Item 8.i.

City Council
Consideration of Approval of Construction Plans and Specifications for the Swinging Bridge Retrofit Project, PW 2021-06
October 25, 2022

ALTERNATIVES:

The following alternatives are provided for the Council’s consideration:

1. Approve the construction plans and specifications for the Swinging Bridge Retrofit Project, PW 2021-06; and authorize staff to advertise for construction bids;

2. Approve the construction plans and specifications for the Swinging Bridge Retrofit Project, PW 2021-06 but direct staff to wait to advertise for construction bids until awards of Community Project Funding grants are announced; or

3. Provide other direction to staff
ADVANTAGES:

Retrofit of the Swinging Bridge will remove the 5-person maximum weight limit, will preserve the iconic nature of the bridge, and provide a safe pedestrian only crossing of Arroyo Grande Creek
DISADVANTAGES:

The Swinging Bridge will be closed during construction and some adjacent parking spaces will be needed to accommodate construction activities and staging.

ENVIRONMENTAL REVIEW:

The project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guideline Section 15301(d) covering the restoration or rehabilitation of deteriorated or damaged structures to meet current standards of public health and safety not caused by an environmental hazard. As part of the design, permits have been obtained from California Fish and Wildlife and Regional Water Quality Control Board for Rehabilitation of the Swinging Bridge. Mitigation as required by these permits has been incorporated into the plans and specifications.

PUBLIC NOTIFICATION AND COMMENTS:

The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2.

Item 8.j.

MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director BY: Shane Taylor, Utilities Manager
SUBJECT: Monthly Water Supply and Demand Update
DATE: October 25, 2022
SUMMARY OF ACTION:

The update reports the City’s total water supply and demand for September, 2022.

Current Lopez Reservoir level and projected levels are provided in the attachments.

IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:

Approximately two (2) hours of staff time is required to prepare the report.

RECOMMENDATION:

Receive and file the monthly Water Supply and Demand Report.

BACKGROUND:

On October 12, 2021, the City Council adopted a Resolution declaring a Stage 1 Water Shortage Emergency, and implementing emergency water conservation measures and restrictions as a result of the extreme drought conditions.

In September, the City’s water use was 165.3 acre-feet with a per capita use of 100 gallons per day/per person for all customers. There was a total of 1.8 inches of rainfall in the City in September, 2022.

ANALYSIS OF ISSUES:

The United States Drought Monitor, as of October, 2022, shows Coastal San Luis Obispo County in a severe drought. Rainfall to date for the period of July 1, 2022, through September 30, 2022 is 1.8 inches at the Corporation Yard rain gauge. Lopez Lake, as of October 7, 2022 is at 23.5% capacity (11,625).

The new water year began on April 1, 2022, and the City’s annual Lopez Lake contract supply had been reduced to 10% on August 24, 2021, by the enactment of the Low Reservoir Response Plan (LRRP). On July 21, 2022, the Zone 3 Advisory Board

Item 8.j.

City Council
Monthly Water Supply and Demand Update
October 25, 2022

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 4
th. The deep well index was 5.88 feet above sea
level, which is 1.62 feet below the deep well index threshold value of 7.5 feet and 0.77 feet lower that the index value one year ago. This is the second quarter that the level has been below the 7.5 threshold value. If the index level stays below the 7.5 level for six consecutive quarters, or if indication of sea water intrusion occurs, this could trigger additional water restrictions for Arroyo Grande.

The predicted use for water year 2022/23 is 2,213 acre-feet based on average rainfall.

The September 2022 water use was 18% lower than the September 2021 water use.

This reduction exceeded the City’s goal of an overall 10% reduction from the same month in 2021.

ALTERNATIVES:

The following alternatives are provided for the Council’s consideration:

1. Receive and file the report; or

2. Provide other direction to staff.

ADVANTAGES:

This report provides the City Council and the public with the current and projected conditions of the City’s water supply and demand.

DISADVANTAGES:

No disadvantages noted at this time.

ENVIRONMENTAL REVIEW:

No environmental review is required for this item.

PUBLIC NOTIFICATION AND COMMENTS:

The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2.

Attachments:

1. Lopez Monthly Operations Report for September, 2022

2. Lopez Reservoir Storage Projection

3. Monthly Water Use Comparison

4. Monthly Monitoring report for September 2022

San Luis Obispo County Flood Control and Water District Zone 3 - Lopez Project - Monthly Operations Report
September, 2022

0.00 Note: Deliveries are in acre-feet. One acre foot = 325, 850 gallons or 43, 560 cubic feet. Safe yield is 8,730 acre-feet "Year to Date" is January to present for State water, April to present for Lopez deliveries, and July to present for rainfall. 973.42
April to Present

2.62 Arroyo Grande 1832
Lopez Dam OperationsLake Elevation (full at 522.37 feet) 459.8Storage (full at 49200 acre feet) 11686Rainfall 2.62Downstream Release (4200 acre feet/year) 185.36Spillage (acre feet) 0 This Month Year to Date
1100.81

0.00 742.00 148.62
Entl. Surplus
Water
Declared Usage
2574
Total
Available
Water
Lopez Water Deliveries
Oceano CSD 242.4 375.00 617 0.00 0.00Grover Beach 640 204.00 844 67.02 397.88Pismo Beach 713.6 1048.00 1762 70.50 169.46CSA 12 196 230.00 426 6.48 46.31 1240 55.00 1008.91
96 9.50 72.83
750 41.74 349.52
State Water Deliveries
Total 3624 2599.00 6223 292.62 1587.07 2206 111.92 1495.46 Contractor
Difference (feet) -62.57
% Full 23.8%
Comments:
1) Oceano supplied water to Canyon Crest via Arroyo Grande's Edna turn out. A total of 1.71 AF delivered to Canyon Crest was added to Oceano'swater usage this month and 1.71 AF was subtracted from Arroyo Grande's usage this month.2) Lopez Water Deliveries are now operated under the Low Reservoir Response Plan (LRRP). On July 21, 2022 AC endorsed a 20% entitlement reduction (retroactive to April 2022) in anticipation of reaching the 10,000 AF trigger of the LRRP. Entitlements shown represent a 20% reduction. 3)Surplus water shown is actually "Carry Over" water as designated in the LRRP.4) On April 2022, the County presented the Stored State Water minus evaporation losses dating back to the January 1, 2015 water recharacterization.On December 31, 2021 the calculated Stored State Water minus evaporation losses was 659.82 AF. Evaporation losses will be presented annually.

April to Present Lopez Entitlement+Surplus Water Usage
0 50
100150200
Jan '22 Feb '22 Mar '22 Apr '22 May '22 Jun '22 Jul '22 Aug '22 Sep '22 Acre Feet
AG GB OCSD PB CSA12
January to Present State Water Usage
0 50
100150
Jan '22 Feb '22 Mar '22 Apr '22 May '22 Jun '22 Jul '22 Aug '22 Sep '22 Acre Feet
OCSD PB CSA12 SanMig
San Miguelito 120 5.68 64.20
This Month
%
Total
January to Present
Usage
This Month
% of
Annual
Request
Usage % of Annual
Request
148.62
Total Water
Deliveries
This Month

41.7467.02125.515.98

5.68 404.54
Annual
Request

0.00 Usage

0.000.000.000.00
%

0.000.000.000.000.00
973.42

0.00 397.88169.46

46.31 0.00 1587.07 1737.00
SWP
Deliveries
SWP
Deliveries
Change in
Storage
144 32.08
This Month Stored State Water 901.36

0.0%

8.1% 37.8%0.0% 0.0%

10.5% 47.1%

9.9% 9.6%3.3% 10.9%

4.4% 81.4%9.9% 75.9%5.6% 46.6%

8.1% 25.5% 5.1% 67.8%

4.7% 53.5%

0.0%0.0%0.0%0.0%0.0%

0.0%0.0%0.0%0.0%0.0%

53.1%

0.0%

62.2%23.7%23.6%

0.0% 43.8%
Entitlement Surplus
Usage
% Usage
%
Entitlement Surplus
Usage
%
Last Month Stored State Water 869.28
Surplus
Requested
742.00375.00204.00
1048.00
230.00
2599.00
Wednesday, October 5, 2022 Data entered by: D. Bravo Report printed by: Admin Page 1 of 1 ATTACHMENT 1

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 2.03

2.87 3.10

2.77 0.90

0.33 0.060.030.02

0.32 0.62

1.34 2.03

3.02 3.25

2.91 1.13

0.410.070.030.02

0.32 0.62

1.70 2.24

3.12 2.982.84

0.98 0.36

0.070.030.02

0.35 0.67

1.84 2.24

2.76 2.98 3.01

0.98 0.41
12/20/2022, 10000

0.00 2.00

4.00 6.00

8.00 10.00

12.00 14.00
0 5000
10000
15000
20000
25000
30000
35000
40000
1/1/20202/1/20203/1/20204/1/20205/1/20206/1/20207/1/20208/1/20209/1/2020 10/1/202011/1/202012/1/2020
1/1/20212/1/20213/1/20214/1/20215/1/20216/1/20217/1/20218/1/20219/1/2021 10/1/202111/1/202112/1/2021
1/1/20222/1/20223/1/20224/1/20225/1/20226/1/20227/1/20228/1/20229/1/2022 10/1/202211/1/202212/1/2022
1/1/20232/1/20233/1/20234/1/20235/1/20236/1/2023
Storage (AF)
Date

LOPEZ RESERVOIR STORAGE PROJECTION
Actual Precipitation Predicted Precipitation Actual Storage 20,000 AF Storage Projection Storage Projection (No Rain) 10,000 AF
ATTACHMENT 2

NOTE: There was a 18% reduction in September 2022 compare to September 2021 202
165.3
124
100
0 50
100150200250
Sep‐21 Sep‐22
Monthly Water Use Comparison
Acre Feet Usage (gpcd)
ATTACHMENT 3

ATTACHMENT 4
Below is the information you have submitted for the month of September 2022. We use your most recently submitted monthly report in our calculations.

Reporter Shane Taylor
Report Type Full
Urban Water Supplier(Number) Arroyo Grande City of (608) Public Water System ID(s) CA4010001
Reporting Month 1022
County/Counties San Luis Obispo
County Under Drought Declaration Yes
Water Shortage Contingency Plan 1
Water Shortage Level 2
Population 17963
Total Potable Water Production 165.3 AF
Commercial Agricultural Water 0 AF
Residential Use Percentage 80 %
CII Water 18.1 AF
Recycled Water 0 AF
Non-revenue Water AF
Estimated R-GPCD 79.96
Qualification
Emergency Response Section Revealed? Yes
State Water Resources Control Board Office of Research, Planning & Performance

Item 9.a.

MEMORANDUM
TO: City Council
FROM: Brian Pedrotti, Community Development Director
BY: Andrew Perez, Planning Manager
SUBJECT: Discuss and Consider Introduction of an Ordinance Amending Title 16 of the Arroyo Grande Municipal Code (AGMC) Regarding Tiny Homes on Wheels; Development Code Amendment 22-004
DATE: October 25, 2022
SUMMARY OF ACTION:

Introduction of the proposed Ordinance to amend Title 16 of the Arroyo Grande Municipal Code regarding Tiny Homes on Wheels (THOW) will allow for adoption at a future City Council meeting (Attachment 1).

IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:

No financial impact is projected to introduce the proposed Ordinance. Every applicant will be assessed fees for building permit plan review and inspections, which will be a $1,446, based on the City’s current Fee Schedule. In situations where new utility connections and meters are proposed the fees would increase by $3,691 for water service, and $3,730 for sewer service.

RECOMMENDATION:

Introduce the Ordinance to establish regulations for the use of THOW as an accessory use on parcels developed with a single-family dwelling.

BACKGROUND:

On February 8, 2022, the City Council considered introducing amendments to the City’s accessory dwelling unit (ADU) ordinance (Attachment 2). That version of the ADU ordinance included regulations that would allow for the use of THOW as an accessory use on properties with an existing single-family dwelling, with the intent of providing an alternative means to address housing supply shortages and affordability. At that meeting, the City Council directed staff to separate regulations for THOW from the ADU ordinance,

Item 9.a.

City Council
Discuss and Consider Introduction of an Ordinance Amending Title 16 of the Arroyo Grande Municipal Code (AGMC) Regarding Tiny Homes on Wheels; Development Code Amendment 22-004
October 25, 2022

research applicable building standards and certification of THOW, and return to Council for a study session to further refine those regulations.

Council conducted an additional study session on September 13, 2022, to review the first draft of the proposed revised Ordinance (Attachment 3). The draft THOW Ordinance proposed that THOW be allowed as an accessory structure on lots developed with a single-family dwelling. Council supported the provisions of the Ordinance and directed staff to research whether there are additional agencies beyond the ones listed in the Ordinance that can approve and certify a THOW as a habitable dwelling unit. Council also directed staff to revise the Ordinance to include a prohibition of rooftop decks.

Planning Commission reviewed the draft Ordinance at its meeting on October 4, 2022.

The Commission did not direct staff to make any changes and recommended that Council adopt the Ordinance as proposed (Attachment 4).

ANALYSIS OF ISSUES:

The proposed Ordinance defines a THOW as an accessory structure built on a chassis that is intended for independent living quarters for a household. Due to their small size and transient quality, THOW have been identified as an alternative affordable housing option to stick-built and pre-fabricated ADUs that must be affixed to a permanent foundation. A THOW is considered a temporary residential unit because it is not permanently affixed to a foundation.

The regulations for THOW contained in the proposed Ordinance differ greatly from those presented to Council at the February 8, 2022 meeting. The modifications to the Ordinance were made to address the wide variety of structures that have been proposed as THOW and ensure that the Ordinance appropriately regulates each to ensure a safe, habitable dwelling unit. Additionally, the proposed Ordinance is modeled after the ordinance adopted by the City of Grover Beach in an effort to provide a consistent, regional approach to THOW regulation. The Ordinance proposes regulations for size, placement on a lot, design criteria, utility connections, and building code compliance. Because THOW are towable and not moveable under their own power, the proposed Ordinance requires a THOW to remain licensed and registered with the California Department of Motor Vehicles.

Types of Tiny Homes
Currently, there is not a standard statewide definition for THOW. Therefore, the proposed Ordinance allows for a variety of structures to be used as a THOW, such as HUDmanufactured homes, park trailers, or any structure that can demonstrate compliance with the California Residential Code, or California Building Code. A park trailer is defined in Health and Safety Code Section 18009.3 as a type of recreational vehicle designed as temporary living quarters built on a single chassis with a maximum floor area of 400

Item 9.a.

City Council
Discuss and Consider Introduction of an Ordinance Amending Title 16 of the Arroyo Grande Municipal Code (AGMC) Regarding Tiny Homes on Wheels; Development Code Amendment 22-004
October 25, 2022

square feet. Park trailers and manufactured homes are specifically identified because there are State codes that regulate their construction and installation. All other types of recreational vehicles are not allowed for use as a THOW by the proposed Ordinance.

Recreational vehicles may include motor homes, travel trailers, truck campers, or camping trailers, with or without motive power, and are not intended to be used as a dwelling unit. Both park trailers and manufactured homes resemble traditional dwellings, whereas motor homes, truck trailers, and fifth wheels do not have that resemblance and are more likely to alter neighborhood character.

Council previously directed staff to include design criteria in the draft Ordinance to ensure THOW resemble the appearance of a traditional home. Park trailers, although defined as a type of RV, are allowed because they resemble the appearance of a traditional home.

Camping cabins are specifically not allowed because, pursuant to the California Code of Regulations, they cannot include plumbing, and therefore could not support daily cooking, cleaning, and sanitation for the inhabitants as required for a residential unit.

As a residential structure, a THOW must receive approval from the Building Official prior to occupancy, and depending on the type of structure proposed for the THOW, the structure may require certification from a State regulatory body. Currently, the State Department of Housing and Community Development (HCD) does not have a regulatory definition for a tiny home; therefore, the type of approval and relevant Code requirements may change depending on the type of structure proposed for the THOW. For example, a park trailer is defined as a type of recreational vehicle by the California Health and Safety Code; therefore, park trailers are subject to the requirements of the Recreational Vehicle Industry Association. The proposed Ordinance authorizes the Building Official to apply the appropriate code requirements for the type of structure proposed as the THOW.

Previous editions of the THOW draft Ordinance required all structures proposed as THOW to furnish an insignia of approval issued by HUD, which effectively limited the types of structures that could be proposed as a THOW. The current proposal makes a wider variety of structures available for use as a THOW and provides the Building Official flexibility to use the appropriate construction standards based on the type of tiny home.

Section B of the proposed Ordinance contains the criteria for a structure to be considered a THOW. Within that section there are standards for certification to ensure the structure is a safe, habitable dwelling. During the study session, Council directed staff to amend this section in a manner that could allow other agencies to certify that a THOW is suitable for use as a dwelling unit. In response to that direction, Section B.3 was amended to state that “another agency recognized by HCD as capable of certifying a tiny home as suitable for habitation” to provide that flexibility. HCD establishes rules and regulations for inspections to ensure safety standards are met during construction of each unit.

Item 9.a.

City Council
Discuss and Consider Introduction of an Ordinance Amending Title 16 of the Arroyo Grande Municipal Code (AGMC) Regarding Tiny Homes on Wheels; Development Code Amendment 22-004
October 25, 2022

Siting and Design Criteria
The proposed Ordinance considers a THOW to be an accessory structure and allowed on all lots developed with an existing single-family dwelling. Properties that have an existing ADU would be prohibited from adding a THOW. Single family dwellings that have a Junior ADU would still be allowed to add a THOW.

The proposed Ordinance includes several siting and design criteria, as well. The Ordinance would require a four-foot setback from side and rear property lines, and a tenfoot setback from a street side property line. A THOW must be located behind the existing single-family dwelling to minimize aesthetic impacts and maintain community character.

Mechanical equipment is not allowed to be located on a roof of a THOW, and rooftop decks are also prohibited to minimize visual impacts and avoid privacy issues. The THOW must be parked on a surface paved with asphalt, concrete, or approved alternate materials such as pavers.

With regards to utilities, a THOW must connect to City water and sewer service. A property owner may choose to connect to the existing sewer and water laterals that serve the primary dwelling unit to avoid incurring the costs of new meters and connections.

However, an applicant may choose to install separate connections for water and/or sewer, in which case the full connection and meter fees will be assessed. Although a THOW is required to connect to City water and sewer utilities, it may be “off grid” for electrical and natural gas service. When a unit proposes to be “off grid,” the applicant must demonstrate that the means of heating and electrical power for the unit meet the requirements of the California Energy Code. For example, the off-grid system must show that it can maintain a comfortable temperature for the occupants, adequately ventilate the unit, and meet the energy requirements for the building envelope. These standards shall be provided with a building permit application and will be approved ministerially by the Building Official.

Next Steps
Introduction of the Ordinance is the first step in establishing regulations for THOW.

Adoption of the Ordinance is scheduled to occur at the City Council meeting scheduled for November 22, 2022, unless Council directs staff to make significant changes to the Ordinance.

ALTERNATIVES:

The following alternatives are provided for the Council’s consideration:

1. Introduce the attached Ordinance approving Development Code Amendment 22- 004; or

2. Modify as appropriate and introduce the modified Ordinance approving Development Code Amendment 22-004; or

3. Do not introduce the Ordinance and provide direction to staff on specific revisions to the Ordinance; or

Item 9.a.

City Council
Discuss and Consider Introduction of an Ordinance Amending Title 16 of the Arroyo Grande Municipal Code (AGMC) Regarding Tiny Homes on Wheels; Development Code Amendment 22-004
October 25, 2022

4. Provide other direction to staff.

ADVANTAGES:

The Ordinance proposes regulations for allowing THOW as an alternative housing solution that is more affordable than a traditional single-family dwelling or ADU.

DISADVANTAGES:

None identified.

ENVIRONMENTAL REVIEW:

Adoption of the Ordinance is not anticipated to have the potential for causing a significant effect on the environment and no review under the California Environmental Quality Act (CEQA) is necessary per CEQA Guideline Sections, 15061(b)(3), and Sections 15303 regarding new construction of small structures and 15305 minor alterations in land use limitations.

PUBLIC NOTIFICATION AND COMMENTS:

The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2. A public hearing notice was published in the Tribune and on the City’s website on October 14, 2022.

Attachments:

1. Proposed Ordinance

2. Staff Report and Minutes from the February 8, 2022 City Council Meeting

3. Staff Report and Minutes from the September 13, 2022 City Council Meeting

4. Staff Report and Draft Minutes from the October 4, 2022 Planning Commission Meeting

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

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 or offered in the matter as presented at the public hearing.

NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE DOES ORDAIN AS FOLLOWS:

SECTION 1. The above recitals and findings are true and correct and are incorporated herein by this reference.

SECTION 2. Section 16.52.260 is hereby added in its entirety to Title 16, Chapter 52 of the Arroyo Grande Municipal Code to read as follows:

16.52.260 – Tiny Homes on Wheels (THOW)
A. Purpose. A Tiny Home on Wheels that meets the definition in this Section may be built and occupied as a residential unit, subject to the ministerial review and approval of an application if it complies with the standards of this Section.

B. Definition. A Tiny Home on Wheels (THOW) is a structure built on a chassis and intended for separate, temporary, independent living quarters for one household that meets all of the following conditions:

1. Is a detached self-contained unit, designed and built to look like a conventional building structure, and which includes basic functional areas that support normal daily routines such as cooking, sleeping, toilet and bathing facilities; and

2. Is licensed and registered with the California Department of Motor Vehicles as a habitable structure; and

3. Shall comply with the standards of, and be approved as one of the following types of structures: a HUD-Code manufactured homes, California Residential Code or California Building Code home, or park trailer certified by the Recreational Vehicle Industry Association or another agency recognized by HCD as capable of certifying a tiny home as suitable for habitation. The Building Official shall determine the appropriate construction standards based on the type of tiny home; and

4. Is towable by a bumper hitch, frame-towing hitch, or fifth-wheel connection, cannot move under its own power and is no larger than allowed by California State Law for movement on public highways; and

5. Has a minimum living area of 100 square feet and maximum of 400 square feet as measured within the exterior faces of the exterior walls, but not including loft area; and

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 residence with a minimum setback of four (4) feet from any interior side or rear property line, and ten (10) feet from a street side lot line.

4. Parking and Surface. The THOW shall be parked on a paved or alternate pad that includes bumper guards, curbs, or other installations adequate to prevent movement of the THOW. The wheels and leveling or support jacks must sit on a paving surface that meet either of the following criteria:
a. A parking area for a moveable THOW shall be paved with hard, durable asphaltic paving that is at least two inches thick after compaction, or with cement paving at least three inches thick; or
b. Alternative paving materials may consist of porous asphalt, porous concrete, permeable interlocking concrete pavers, permeable pavers, plastic or concrete grid system confined on all sides and filled with gravel or grass in the voids, or other similar materials that meet the following requirements:
i. Permeable interlocking concrete pavers and permeable pavers shall have a minimum thickness of 80 mm (3.14 inches); and
ii. Products and underlying drainage material shall be installed to meet manufacturers’ specifications. Sub-grade soils shall be compacted as required to meet the product installation specifications; and

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

ORDINANCE NO.

PAGE 5
meeting at which the proposed Ordinance is to be adopted. A certified copy of the full text of the proposed Ordinance shall be posted in the office of the City Clerk. Within fifteen (15) days after adoption of the Ordinance, the summary with the names of those City Council members voting for and against the Ordinance shall be published again, and the City Clerk shall post a certified copy of the full text of such adopted Ordinance.

SECTION 6. This Ordinance shall take effect and be in full force and effect thirty (30) days after its passage.

SECTION 7. If any section, subsection, sentence, clause, or phrase of this Ordinance is for any reason held to be invalid or unconstitutional by a decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have passed this Ordinance and each and every section, subsection, sentence, clause, or phrase not declared invalid or unconstitutional without regard to whether any portion of the ordinance would be subsequently declared invalid or unconstitutional.

On motion by Council Member ______, seconded by Council Member _______, and by the following roll call vote to wit:

AYES:

NOES:

ABSENT:
the foregoing Ordinance was adopted this ____ day of _______, 2022.

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

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

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

ATTACHMENT 4
Attachment 4 – Staff Report from the October 4, 2022 Planning Commission Meeting is available as a link:

PC Recommendation Staff Report

1 ACTION MINUTES

MEETING OF THE PLANNING COMMISSION
October 4, 2022, 6:00 p.m.

Hybrid City Council Chamber/Virtual Zoom Meeting
215 East Branch Street, Arroyo Grande
Commission Members Present: Chair Glenn Martin, Vice Chair Jamie Maraviglia, Commissioner Jim Guthrie
Commission Members Absent: Commissioner Frank Schiro, Kevin Buchanan Staff Present: Planning Manager Andrew Perez, Associate Planner Patrick Holub, Community
Development Director Brian Pedrotti
Given the recent increase in COVID-19 cases in San Luis Obispo County, and in compliance with Assembly Bill (AB) 361, which allows for a deviation of teleconference rules required by the Ralph M.

Brown Act, this meeting was held by teleconference.
_____________________________________________________________________

1. CALL TO ORDER
Chair Martin called the Planning Commission meeting to order at 6:00pm.

2. ROLL CALL

3. FLAG SALUTE
Chair Martin led the flag salute.

4. AGENDA REVIEW
None

5. COMMUNITY COMMENTS AND SUGGESTIONS
None

6. WRITTEN COMMUNICATIONS
None

7. CONSENT AGENDA

7.a Approval of Minutes

2 Moved by Vice Chair Maraviglia
Seconded by Commissioner Guthrie
Approve the Minutes of the September 6, 2022 Regular Meeting Passed

7.b Consideration of Time Extension 22-003 For Conditional Use Permit No. 18-007; One Year Time Extension In Accordance With The Arroyo Grande Municipal Code; Location – 1214 E. Grand Ave; Applicants – Floyd Hinesley and Fred Porter (PEREZ)
Moved by Vice Chair Maraviglia
Seconded by Commissioner Guthrie
It is recommended that the Planning Commission adopt a Resolution approving Time Extension 22-003.

Passed

7.c Consideration of Proposed the Street Name for Tract 2985; Location – Corbett Canyon Road/Highway 227; Applicant –Scott Pace
(PEREZ)
Moved by Vice Chair Maraviglia
Seconded by Commissioner Guthrie
It is recommended that the Planning Commission adopt a Resolution approving the street name for Tract 2985 (Attachment 1).

Passed

8. PUBLIC HEARINGS

8.a Consideration Of Amendments To Title 16 Of The Arroyo Grande Municipal Code (AGMC) Regarding Tiny Homes on Wheels; Development Code Amendment 20-004; Location – Citywide
(PEREZ)
Planning Manager Perez presented the staff report and responded to Commissioner questions regarding the proposed maximum height.

Chair Martin opened the public hearing. Hearing no public comment, Chair Martin closed the public hearing.

Moved by Chair Martin
Seconded by Vice Chair Maraviglia

3 It is recommended that the Planning Commission adopt a Resolution recommending the City Council adopt the Tiny Homes on Wheels ordinance.

Passed

8.b Consideration of Appeal to Planning Commission Case 22-001; Appeal of Plot Plan Review 22-026 for the Establishment of a Vacation Rental; Location – 1136 East Grand Avenue
(HOLUB)
Assistant Planner Holub presented the staff report and responded to Commission questions regarding the emergency contact.

Chair Martin opened the public hearing. Hearing no comments, Chair Martin closed the public hearing.

Moved by Chair Martin
Seconded by Commissioner Guthrie
Adopt a Resolution denying Appeal Case No. 22-001 and approving Plot Plan Review 22-026 (Attachment 1).

Passed

9. NON-PUBLIC HEARING ITEMS
None.

10. NOTICE OF ADMINISTRATIVE ITEMS SINCE SEPTEMBER 6, 2022 Received.

Assistant Planner Holub read an email into the record regarding item number 2 on the notice of administrative items.

11. COMMISSION COMMUNICATIONS
Director Pedrotti responded to Commissioner questions regarding the RFP for a consultant to help with the General Plan update as well as for short term rental host compliance services.

12. STAFF COMMUNICATIONS
Director Pedrotti mentioned that the ADU Ordinance was adopted by the Council on 9/27/22 and that the Ordinance will be sent to HCD for approval.

Director Pedrotti also provided a update on the short term rental ordinance updates as well as the parklets ordinance.

13. ADJOURNMENT
The Meeting adjourned at 6:32.

4 _________________________
Glen Martin, Chair
_________________________
Patrick Holub, Associate Planner

Item 11.a.

MEMORANDUM
TO: City Council
FROM: Brian Pedrotti, Community Development Director
BY: Andrew Perez, Planning Manager
SUBJECT: Discussion and Consideration of Updates to the Arroyo Grande Community Service Grant Program
DATE: October 25, 2022
SUMMARY OF ACTION:

Consider and direct, as appropriate, modifications to the Community Service Grant Program and the Community Service Grant Committee.

IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:

No financial impact is projected.

RECOMMENDATION:

Discuss the Community Service Grant Program and provide direction to staff regarding desired modifications to the Community Service Grant Program Committee, application, and/or ranking criteria.

BACKGROUND:

In September 2014, the City Council approved the Community Service Grant Program (CSGP) as an alternative to funding community service organization projects through the Community Development Block Grant (CDBG) program. When the CSGP was created, a process was established to ensure effective and impartial selection of grantees by establishing appropriate criteria. Part of this process included the creation of a committee to review applications and develop recommendations for consideration by the City Council. In order to designate a committee knowledgeable in community needs, it was recommended that each City board, commission and committee with functions serving the entire community designate one member to serve on the Community Service Grant Committee (Committee).

Item 11.a.

City Council
Discussion and Consideration of Updates to the Arroyo Grande Community Service Grant Program
October 25, 2022

Council adopted Resolution 4650 (Attachment 1) to establish a Committee consisting of:
 One member of the Historical Resources Committee;
 One member of the Parks and Recreation Commission;
 One member of the Traffic Commission;
 One member of the Architectural Review Committee; and  One member of the Downtown Parking Advisory Board.

In November 2018, the City Council adopted Ordinance No. 695 to disband the Historical Resources Committee, Parks and Recreation Commission, and Traffic Commission to address staffing and budgetary shortfalls and to streamline City practices. Because these committees and commissions were disbanded, there was a need to update the Committee criteria accordingly. To allow for future flexibility, Council adopted Resolution 5003, updating the criteria for the Committee membership to consist of one designated representative from each of the City’s current Council-created committees, commissions and boards, and one member from the South County Chambers of Commerce (Chamber) Board of Directors.

Based on the City’s current advisory bodies, the last three Committees have consisted of:
 One member from the Planning Commission;
 One member from the Architectural Review Committee;
 One member from the Downtown Parking Advisory Board;
 One member from the Arroyo Grande Tourism Business Improvement District Board; and
 One member from the Chamber Board of Directors.

At the March 8, 2022 City Council meeting, Council directed staff to return with a discussion item regarding the composition of the Committee to address concerns that the composition of the Committee may be too heavily skewed toward the business community. Council specifically directed staff to consider how to incorporate two “at-large” members, with the goal of making the Committee more representative of the community as a whole.

ANALYSIS OF ISSUES:

The Committee is responsible for objectively evaluating all grant applications and collaboratively making funding recommendations to address the community’s most pressing needs and maximize impact of the CSGP. Staff proposes several options for consideration that may address the concerns that grant recommendations are representative of the City Council and community needs and values.

Item 11.a.

City Council
Discussion and Consideration of Updates to the Arroyo Grande Community Service Grant Program
October 25, 2022

Solicit Representatives from the Community At-Large
The addition of two at-large members to the Committee would require members of the public to file applications with the City Clerk for the role on the Committee. Those applications would then be forwarded to the City Council for consideration and possible appointment. The City Council would be tasked with establishing criteria for selection of the at-large members to ensure impartial appointments to the Committee of qualified applicants. Appointments could be made annually or for longer terms as established by the City Council. This option may be problematic if there are no applicants or if Council cannot come to an agreement on who to appoint to the Committee if there are several qualified applicants.

Council-Appointed Membership
If other modifications to the Committee composition are desired, one potential option would be to have each Councilmember appoint a member of the Committee. This appointment process would be similar to that currently employed for other City advisory bodies, such as the Planning Commission and Architectural Review Committee. The benefit of this option is that the City can use an established process for appointing membership, without additional complications of searching for or choosing from a pool of at-large applicants. Terms for the appointees could be coterminous with the appointing Council Member’s term, as is the case for appointments to all of the City’s advisory bodies with the exception of the Arroyo Grande Tourism Improvement District Advisory Board.

Alternatively, appointments could be made each year prior to the time that the Committee would be convened to review submitted CSGP applications.

Solicit Representatives from Select Non-Profit Organizations Council adopted Resolution 5142 establishing the City’s Diversity, Equity, Inclusion, and Justice (DEIJ) Policy to support diversity, equity, inclusion, and justice in all facets of society (Attachment 3). Seeking representatives from local non-profit organizations that share these values may be a way to garner a different perspective of the applications and make the Committee more representative of the community. However, many of the organizations from which Council could seek representation may wish to obtain grant funding through the CSGP, which would create a conflict of interest and require Committee members to recuse themselves from participating in the Committee for the year. This may make it difficult for the Committee to reach a quorum for reviewing and making recommendations on CSGP applications.

Reduction of Membership
The Council may also consider a reduction in membership of the Committee to alleviate the concern of skewed representation toward the business community. This option could be problematic in that the Committee is currently composed of five members, and although a reduction could potentially balance business interests, a smaller Committee has the potential to provide less diversity of representation overall or lack a quorum if a Committee member is absent.

Item 11.a.

City Council
Discussion and Consideration of Updates to the Arroyo Grande Community Service Grant Program
October 25, 2022

Amend CSGP Application and/or Ranking Criteria
An additional option provided for Council’s consideration is to revise the CSGP application and/or criteria used by the Committee to rank the applications. Currently, to complete the application, an applicant must confirm its eligibility for the program, describe the services provided, and provide a scope of work and budget worksheet for the services that would be funded by the CSGP (Attachment 2). The criteria used by the Committee to rank the applications was created when the grant program was first established, and has remained unchanged since (Attachment 3). The criteria include:
 Complete applications – description of services provided, relationship to community, number of Arroyo Grande residents served, etc.;  Responsiveness – clearly stating the benefits to Arroyo Grande residents;  Number of Residents Served – number of clients served by the organization;  Past Performance – history of providing community services to the residents of Arroyo Grande;
 Financial Need – need for grant funds to provide services; and  Timeline – ability to complete the grant funded project in a timely manner.

Council may direct revisions to the application and/or ranking criteria to require consideration of different criteria on an ongoing basis or on an annual basis to reflect Council’s current goals and priorities. For instance, Council may direct that certain needs be prioritized in the upcoming year’s CSGP as part of the annual budget process when funding is established for the program or as a stand-alone agenda item each year. This direction would then be incorporated into the application form and in the ranking form used by the Committee for that year in the evaluating submitted applications. This option may be used in addition to or in lieu of alterations to the Committee composition.

ALTERNATIVES:

The following alternatives are provided for the Council’s consideration:

1. Discuss the CSGP and direct staff to implement specific changes to the Committee composition and/or to the application and ranking criteria, or

2. Discuss the CSGP Program and make no changes; or

3. Provide other direction to staff.

ADVANTAGES:

A discussion about the CSGP will provide an opportunity for Council to make alterations to maximize the effectiveness of the grant funding available to meet the goals and priorities of the City Council and the community.

DISADVANTAGES:

None identified.

ENVIRONMENTAL REVIEW:

No environmental review is required for this item.

Item 11.a.

City Council
Discussion and Consideration of Updates to the Arroyo Grande Community Service Grant Program
October 25, 2022

PUBLIC NOTIFICATION AND COMMENTS:

The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2.

Attachments:

1. Resolution 4650

2. Resolution 5003

3. Resolution 5142

4. Community Service Grant Program Application

5. Community Service Grant Program Ranking Sheet

RESOLUTION NO. 4650

A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF ARROYO GRANDE APPROVING COMMUNITY

SERVICE GRANT PROGRAM PROJECTS FOR YEAR
2015
WHEREAS, on September 23, 2014 the City Council approved the Community Service Grant Program process and allocated $ 20,000 in the FY 2014- 15 Annual Budget to implement the program; and
WHEREAS, the City received a total of twelve ( 12) applications for the Community Service Grant Program; and
WHEREAS, the City Council established a Community Service Grant Review Panel consisting of one member from each of the City's boards, commissions and committees; and
WHEREAS, this panel convened on February 11, 2015 to review the applications and recommended funding allocations, as indicated in Exhibit A; and WHEREAS, on March 10, 2015 the City Council held a duly noticed public hearing to consider the City's Community Service Grant Program projects.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande, California, hereby approves the 2015 Community Service Grant Program projects as set forth in Exhibit " A" attached hereto and incorporated herein by this reference.

On motion of Council Member Harmon, seconded by Council Member Barneich, and on the following roll call vote, to wit:

AYES: Council Members Harmon, Barneich, Guthrie, and Mayor Hill NOES: Council Member Brown
ABSENT: None
the foregoing Resolution was passed and adopted this 10th day of March, 2015.

ATTACHMENT 1

RESOLUTION NO. i-(lo5b
PAGE 2

JIM ILL, MAYOR
ATTEST:
fir
Ill
KELLY ET isRE, 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

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 n5Cities 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

RESOLUTION NO. 4650
PAGE 4
NAME:,OFt," _ PROJECT :, AREA GRANT' ;. '., AMOUNT; N ' rr , NON-PROFIT SUMMARY 4 ;'

I SERVED AMOUNT RECOMMENDED RECOMMEND,
Y <` REQUESTED,°:; , BYTHE` x
aS }+ . d. COMMITTEE 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,"" i
t i, ix' s;`°'. i,; •r`";y; ',' tirDs,<
i'cr' Ky,-
a°..
vi -, .+ e9 a%. x . o; w=

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

RESOLUTION NO. 5003

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

ARROYO GRANDE APPROVING JIM GUTHRIE COMMUNITY
SERVICE GRANT PROGRAM PROJECTS FOR YEAR 2020
WHEREAS, on September 23, 2014, the City Council approved the Community Service Grant Program process and annually allocates $ 20, 000 to implement the program; and WHEREAS, on March 14, 2017, the City Council renamed the Community Service Grant Program the Jim Guthrie Community Service Grant Program ( JGCSGP); and WHEREAS, the City received a total of sixteen ( 16) applications for the 2020 JGCSGP; and WHEREAS, the City Council established a JGCSGP Community Service Grant Committee the " Committee") consisting of one member from each of the City' s current advisory boards and the South County Chamber of Commerce Board of Directors; and WHEREAS, the Committee convened via teleconference on May 28, 2020, in compliance with all applicable laws and orders, including the Ralph M. Brown Act as modified by the Governor' s Executive Order N- 29- 20, to review the applications and recommended funding allocations, as indicated in Exhibit " A"; and
WHEREAS, on June 9, 2020, the City Council considered the recommendations of the Committee and approved funding for certain proposed JGCSGP projects.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande hereby approves funding for the 2020 JGCSGP projects as set forth in Exhibit " A" attached hereto and incorporated herein by this reference, subject to all of the rules, requirements, and regulations applicable to the JGCSGP and its grant recipients.

On motion of Council Member Paulding, seconded by Council Member Barneich, and by the following roll call vote, to wit:

AYES: Council Members Paulding, Barneich, George, Storton, and Mayor Ray Russom NOES: None
ABSENT: None
the foregoing Resolution was adopted this 9th day of June, 2020.

ATTACHMENT 2

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

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

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

RESOLUTION NO. 5142

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

ARROYO GRANDE ADOPTING A DIVERSITY, EQUITY,

INCLUSION, AND JUSTICE POLICY
WHEREAS, it is the mission of the City to make Arroyo Grande the best place possible for everyone who lives, works, and visits; and
WHEREAS, the City is committed to supporting diversity, equity, inclusion, and justice, in all facets of society; and
WHEREAS, the City of Arroyo Grande does not currently have a policy specifically stating its commitment to diversity, equity, inclusion, and justice; and WHEREAS, the City Council desires to establish a diversity, equity, inclusion, and justice DEIJ) policy that provides guidance and standards for the City to model and implement the aforementioned objectives within the community and the City organization; and WHEREAS, in adopting this policy, the City Council declares that it is vital to assume the responsibility to face the challenges and seize opportunities created by diversity, and to identify opportunities in policies, regulations, and guidance to address systemic inequities.

NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Arroyo Grande that:

1. All recitals set forth and above, are true, correct and incorporated herein.

2. The Diversity, Equity, Inclusion, and Justice ( DEIJ) Policy, attached hereto as Exhibit A and incorporated herein, is hereby adopted.

3. This Resolution shall be effective immediately upon its adoption.

On motion of Council Member Storton, seconded by Council Member Paulding, and on the following roll call vote, to wit:

AYES: Council Members Storton, Paulding, Barneich, George, and Mayor Ray Russom NOES: None
ABSENT: None
the foregoing Resolution was passed and adopted this 11th day of January, 2022.

ATTACHMENT 3

RESOLUTION NO. 5142
PAGE 2

CAREN R USSOM, MAYOR
ATTEST:

JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
te •
WHITNEY MC,IDONALD, 11TY MANAGER
APPROVED AS TO FORM:

C
TIMOTHY J. CARMEL, CITY ATTORNEY

Exhibit A

CITY OF ARROYO GRANDE

DIVERSITY, EQUITY, INCLUSION, AND JUSTICE POLICY
POLICY:

The City is committed to supporting diversity, equity, inclusion, and justice ( DEIJ) in all facets of society, the principles of which include fairness of treatment, recognition of rights, acceptance of responsibilities, commitment to equity and justice, and dedication to expanding opportunities for all. The mission of the City is to make Arroyo Grande the best place possible for everyone who lives, works, and visits here. Valuing diversity is a core City principle that will be practiced and communicated at all levels of the organization.

PURPOSE:

Members of our community face challenges and opportunities related to their race, religion, gender, ethnicity, language, age, sexual orientation and gender identity, socioeconomic background, and diverse abilities. It is important for members of our community and the City as a whole to assume the responsibility of facing the challenges and seizing the opportunities created by diversity, and to identify opportunities in policies, regulations, and guidance to address systemic inequities.

Inclusion and equity do not seek to 'treat everyone the same,' but recognize that everyone is different, that there are strengths inherent in those differences, and that people' s needs are met in different ways. This can be as a resident, visitor, City Council Member, City Advisory Body Member, or employee. Diversity awareness recognizes that each individual is unique, engendering recognition, respect, and celebration of the added value that differences bring.

DEFINITIONS:

Diversity
Diversity refers to the variety of similarities and differences between people based on which they experience advantages or encounter barriers to opportunities, including but not limited to: gender, gender identity, ethnicity, race, native or indigenous origin, age, generation, sexual orientation, culture, religion/ belief system, marital status, parental status, socio- economic status, appearance, language and accent, physical and mental ability, mental health, education, geography, and nationality.

Equity
Equity refers to the consistent and systematic, fair, just, and impartial treatment of all individuals, seeking to ensure that all people have access to the same opportunities and resources while recognizing that people do not all start from the same place due to systemic and individual advantages and barriers.

POLICY #:

DIVERSITY, EQUITY, INCLUSION, AND JUSTICE
PAGE 2
Inclusion
Inclusion seeks to support people with different identities to feel valued and welcomed within a given setting, including fostering a sense of belonging by centering and amplifying the voices, perspectives, and styles of those who experience more barriers based on their identities.

Justice
Justice refers to the practice of directly dismantling barriers to resources and opportunities in society so that all individuals and communities can live a full and dignified life.

IMPLEMENTATION:

The City is committed to modeling and implementing diversity, equity, inclusion, and justice within the community and the City organization, and will do so through measures that include but are not limited to the following:

A. Provide informed, authentic leadership supporting diversity, equity, inclusion, and justice by:

1. Connecting diversity, equity, inclusion, and justice to the City' s mission as critical principles to ensure the well- being of the City' s employees and the community;

2. Acknowledging and dismantling inequities within the City' s policies, systems, programs, and services, including continual review and updates to support ongoing progress;

3. Embedding language in the City' s plans, policies, and goals consistent with the intent of this Policy to promote diversity, equity, inclusivity, and justice;

4. Exploring potential underlying, unquestioned assumptions that interfere with diversity, equity, inclusivity, and justice;

5. Advocating for and supporting executive team- level thinking about how systemic inequities impact the City' s work, and how best to address these inequities in a way that is consistent with the City' s mission and this Policy;

6. Challenging assumptions about what it takes to be a strong leader within the City organization and who is well- positioned to provide leadership;

7. Practicing and encouraging transparent and inclusive communication in all interactions, including focus on and commitment to reducing and preventing incidents of prejudice;

8. Committing time and resources to expand diverse leadership opportunities within the City Council, employees, committees, and advisory bodies, including outreach to diverse social and professional organizations and publications;

9. Championing diversity, equity, inclusivity, and justice by leading with respect, awareness, and acceptance;

10. Committing to keeping current on " best practices" that take place in other cities and government jurisdictions, and partnering with other cities in sharing information and efforts;

POLICY #:

DIVERSITY, EQUITY, INCLUSION, AND JUSTICE
PAGE 3

11. Expecting all employees to exemplify this Policy in all workplace interactions and through everyday practices.

B. Abide by the following to help promote diversity and inclusion in the workplace:

1. Pursue cultural competency throughout the organization by creating substantive learning opportunities and formal, transparent policies;

2. Pursue and evaluate quantitative and qualitative research related to justice, equity, diversity, and inclusion initiatives and barriers to guide the implementation of effective measures;

3. Make incremental, measurable progress toward the visibility of the City' s diversity, equity, inclusion, and justice efforts;

4. Improve the City' s cultural leadership pipeline by creating and supporting programs and policies fostering leadership that reflects the full diversity of American society;

5. Identify and incorporate DEIJ efforts and components in the City' s recruitment, retention, and training efforts;

6. Pool resources and expand offerings for underrepresented communities by connecting with other organizations committed to DEIJ efforts;

7. Develop and present sessions internally on DEIJ to provide education and resources and to support full implementation of this Policy;

8. Promote opportunities for organizations, businesses, and advocacy groups to share information with the City and with each other regarding the changing realties of the workforce and workplace;

9. Be intentional in bringing awareness and consciousness of bias during the hiring, promoting, and/ or evaluating process and institute practices to increase DEIJ in all aspects of recruitment and retention;

10. Advocate for public and private- sector policies that DEIJ and challenge systems and policies that create inequity, oppression, and disparity.

C. Promote inclusive outreach to diverse communities by:

1. Identifying traditionally underrepresented or marginalized communities within the City and developing and implementing strategies to increase effective communication and engagement;

2. Regularly conferring with representatives of diversity groups to better understand and support the community and to ensure ongoing application and review of this Policy;

3. Work with community partners to support opportunities for professional leadership and DEIJ training for small businesses within the City;

4. Intentionally incorporate DEIJ initiatives into the City' s economic development efforts, including support for small and diverse businesses;

5. Evaluating barriers to participation in decision- making processes by traditionally underrepresented or marginalized communities and developing mechanisms to reduce identified barriers;

6. Fostering an environment of inclusivity in internal and public- facing events, meetings, and processes through intentional application of this Policy.

OFFICIAL CERTIFICATION
I, JESSICA MATSON, City Clerk of the City of Arroyo Grande, County of San Luis Obispo, State of California, do hereby certify under penalty of perjury, that the attached Resolution No. 5142 was passed and adopted at a regular meeting of the City Council of the City of Arroyo Grande on the 11th day of January, 2022.

WITNESS my hand and the Seal of the City of Arroyo Grande affixed this 13th day of January, 2022.

JESSICA MATSON, CITY CLERK

ARROYO GRANDE COMMUNITY SERVICE GRANT PROGRAM

GRANT APPLICATION
FISCAL YEAR 2022-23

PROGRAM DESCRIPTION
The 2022-23 Arroyo Grande Community Service Grant Program is intended to provide monetary grants to eligible community non-profit organizations. The City recognizes the value of such groups, which provide specialized social service, educational, cultural, beautification, and recreation programs and projects that benefiting Arroyo Grande citizens. Grants will be awarded in minimum amounts of not less than $250.

Funding for 2022-23 Community Service Grant Program is $25,000.

ELIGIBILITY STANDARDS
To be eligible to apply for grant monies under the City's 2021-22 Community Service Grant Program, a community organization must satisfy the following standards:
• Operate as a non-profit 501c3;
• Serve the Arroyo Grande community;
• Use funds to directly provide* a social service, educational, cultural, beautification, or recreation program or project to Arroyo Grande residents and/or businesses; • Not restrict participants based upon race, religion, gender, sexual orientation, marital status, national origin, ancestry, disability, medical condition, or age; and • Not use grant monies specifically for religious activities.

Please provide all required information and attachments.

Incomplete applications will be disqualified.

APPLICATION PROCESS AND DEADLINE:

All interested non-profit organizations must complete an application form, including the following:

1. Attachment A: Cover Sheet
a. Organization/Agency Name (applicant is required to list the local branch if it represents a national or statewide organization)
b. Program or Service Title
c. Executive Director and Program Contact Person (if different) d. Physical Address and Mailing Address (if different)
e. Phone Number
f. Email Address(es)
g. Amount of funds being requested
h. If applicable, funds received in prior year (or most recent year when funds were received)
i. A brief (50 words or less) description of the proposed program or service j. Indicate if your organization has been affected by the COVID-19 pandemic ATTACHMENT 4

COMMUNITY SERVICE GRANT APPLICATION 2022-23

2. Attachment B: Program/Service Information
a. Briefly describe your organization and its mission.
b. Summarize your proposed program or service.
c. How is the program or service beneficial to Arroyo Grande residents? i. How is local need for this program/service determined? ii. Approximate number of City of Arroyo Grande residents served by the non-profit organization.
d. Describe your organizational capacity to successfully carry out the proposed activities (i.e. past performance and history of the organization will be considered to assess the agency’s prospects for achieving its goals and objectives).

3. Attachment C: Scope of Work or Work Plan and Budget Worksheet

4. Attachment D: Signed Agreement with the City of Arroyo Grande (to be fully executed upon grant award).

5. Attachment E: Proof of 501(c)(3) status with a copy of the letter from the IRS.

Completed applications forms, along with supplemental documents must be submitted by 5:00 p.m., ____________________ addressed to:

City of Arroyo Grande
Community Development Department
Andrew Perez, Associate Planner
300 E. Branch Street
Arroyo Grande CA 93420

OR SUBMITTED ELECTRONICALLY TO
[email protected]
Applications are encouraged to be submitted electronically.

Electronic signatures are accepted.

Please download and save this application packet to your computer. This is a fillable PDF, and applicants are encouraged to complete this packet electronically. Alternatively, applicants may print and complete this packet by hand, and either scan and submit electronically to the email address above or mail the hard copy to the above listed address.

For questions please contact:

Andrew Perez
Planning Manager
(805) 473-5425
[email protected]

COMMUNITY SERVICE GRANT APPLICATION 2022-23
ATTACHMENT A: COVER SHEET
Organization/Agency Name:
(local branch)
Mailing Address:

City: State: Zip:

Physical Address:
(if different from Mailing Address)
City: State: Zip:

Fund Amount Requested: $
Previous Funds Received? □ Yes □ No If Yes, Year Received:

Amount Received:

Tax ID Number:

Executive Director:

Email Address:

Phone Number:

Grant Program Contact:
(if different from Executive Director)
Email Address:

Phone Number:

Program or Service Title:

COMMUNITY SERVICE GRANT APPLICATION 2022-23
Brief description of the proposed program or service (50 words or less):

COMMUNITY SERVICE GRANT APPLICATION 2022-23
ATTACHMENT B: PROGRAM/SERVICE INFORMATION
Organization Description (include summary of community services provided):

Mission Statement:

Program or Service Summary:
• List Area(s) Served by Non-Profit Organization:
• Summary:

How is the program or service beneficial to Arroyo Grande residents? Number of Arroyo Grande Residents Served:
• Description:

How is local need for this program or service determined? Describe your organizational capacity to successfully carry out the proposed activities.

Number of Full Time Staff: Number of Part Time Staff:

Number of Volunteers:
• Description:

COMMUNITY SERVICE GRANT APPLICATION 2022-23
ATTACHMENT C: SCOPE/WORK PLAN AND BUDGET WORKSHEET
Scope of Work or Work Plan
When completing this worksheet, refer to the following questions:

A. What are the objectives? What is the program or service aiming to accomplish? B. How will those goals be achieved, and in what timeframe? C. What is the evaluation methodology for measuring results? How can results be quantified and observed?
D. Results should be meaningful, measurable, and demonstrate the difference the proposed project makes, or is intended to make, in the lives of the people within the program or receiving the service.

E. Output results show the amount of work performed or services received.

F. Outcomes show the quality of the performance and answer the questions: who is better off by providing this program or service? What percentage of residents are assisted or are benefitting from this program or service?
Program/Service
Objectives:

Major Tasks to Complete
(to achieve associated goal) Timeline Evaluation Methodology Program/Service OUTPUTS:

Program/Service OUTCOMES:

COMMUNITY SERVICE GRANT APPLICATION 2022-23
Budget Worksheet
Complete this Worksheet for the specified program or service.

PROGRAM/SERVICE PROPOSED EXPENSES
Line Item Proposed Cost Proposed Grant Funding
Amount
Administrative Salaries & Fees / Fiscal Agent Fees
Artistic Salaries & Fees
Other Salaries & Fees

1. 2.

Equipment
Supplies / Materials
Travel / Transportation
Promotion / Publicity
Other Expenses:

1. 2.

TOTALS:

PROGRAM/SERVICE PROPOSED INCOME
Cash Amount
Arroyo Grande Community Service Grant Amount Requested
Other Funding Sources:

Other Public Grants
Private Foundations
Corporation Contributions
Concessions / Ticket Sales
Promotion Sales / Advertisements (Other Cash)
Other Funding Subtotal:

TOTALS:

COMMUNITY SERVICE GRANT APPLICATION 2022-23
ATTACHMENT E: PROOF OF NON-PROFIT STATUS
I. SUPPLEMENTAL DOCUMENTATION:

Proof of 501(c)(3) status with a copy of the letter from the IRS.

II. CERTIFICATION:

I certify on behalf of _________________________________ non-profit organization, that I have read, understand and agree that the aforesaid information is accurate, factual and current. I understand that an award of funds, if granted, will be for the sole use as reflected in this application form. I further certify that as a condition of receiving funds, an agreement with the City of Arroyo Grande, in a form and content provided by the City of Arroyo Grande, will be signed and executed by a duly authorized representative of said non-profit organization.

I am aware of and certify that our non-profit organization will adhere to all City regulations regarding the 2022-23 Community Service Grant Program including, but not limited to, maintaining non-discriminatory policies, practices and intent. I also, on behalf of our nonprofit organization, agree to indemnify, defend, and hold harmless the City of Arroyo Grande relative to any and all liability that may arise as a result of the use of the City of Arroyo Grande Community Service Grant Fund monies.

Date: _______________ Signature: ______________________________ Executive Director or Designee
______________________________
Board of Director or Officer

Arroyo Grande Community Service Grant Program
Ranking Sheet
NAME OF GRANT APPLICANT:

Scoring Category Possible Points
(100 total)
Points
Awarded
Comments
Meets minimum criteria?
Is a non-profit (proof of 501(c)(3) status
with copy of letter from IRS).

Serves AG community.

Use funds directly to provide a social
service, educational, cultural, beautification or
recreation program/project in AG.

Doesn’t restrict participants based upon
race, religion, gender, etc.

Doesn’t use funds for religious activities.
n/a n/a If the application
does not meet
the minimum
criteria, the
application is
ineligible for
grant funding.

Complete application?
Description of community services
provided.

Relationship of non-profit to the community.

Membership information – approx. # of AG
residents served.

Amount of funds requested.

Complete project description and budget
plan.
20 Responsiveness in clearly stating the
benefits to be derived by the residents of AG.
20 # of AG residents by age group served by
the non-profit (including geographic area(s)
and total # of clients served by the non-profit).
10 Non-profit’s history of providing
community services to the residents of AG.
20 ATTACHMENT 5

Non-profit’s financial need for grant funds to
service AG residents.
20 Ability to complete project in a timely
manner (preferably within 1 year of grant
award).
10 Total Points: 100
Amount of Funding Requested:

Amount of Funding Recommended:
(a total of $82,065 is available with this
grant program)