Buellton City Council
October 13, 2022

CITY OF BUELLTON

CITY COUNCIL AGENDA
Regular Meeting of October 13, 2022 at 6:00 p.m.

City Council Chambers, 140 West Highway 246
Buellton, California
Council meetings will be conducted in person and the public is welcome to attend.

Consistent with Assembly Bill 361, written comments will not be read aloud but can be sent to the City Council via email at [email protected] (please reference agenda item number/subject matter, and include your name and address). The public can observe Council meetings via City TV Live Stream at: http://www.cityofbuellton.com/government/cityTV.php Pursuant to AB 361, cities are allowed to hold City Council meetings via teleconferencing and members of the public can observe and address the meeting electronically by clicking here.

CALL TO ORDER
Mayor Holly Sierra

PLEDGE OF ALLEGIANCE

ROLL CALL
Council Members Elysia Lewis, John Sanchez, Vice Mayor Dave King, and Mayor Holly Sierra

REORDERING OF AGENDA
PUBLIC COMMENTS Speaker Slip to be completed and turned in to the City Clerk prior to commencement of meeting. Any person may address the Council on any subject pertaining to City business, including all items on the agenda not listed as a Public Hearing, including the Consent Agenda and Closed Session. Limited to three (3) minutes per speaker. By law, no action may be taken at this meeting on matters raised during Public Comments not included on this agenda. Public Speakers using a translator are allotted a total of six (6) minutes to speak, unless simultaneous translation equipment is used.

CONSENT CALENDAR (ACTION)
The following items are considered routine and non-controversial and are scheduled for consideration as a group. Any Council Member, the City Attorney, or the City Manager may request that an item be withdrawn from the Consent Agenda to allow for full discussion. Members of the Public may speak on Consent Agenda items during the Public Comment period.

1. Minutes of September 22, 2022 Regular City Council Meeting

City Council Meeting Agenda Page 2 October 13, 2022

2. List of Claims to be Approved and Ratified for Payment to Date for Fiscal Year 2022/2023

3. Financial Report for the Fourth Quarter Ending June 30, 2022  (Staff Contact: Finance Director Shannel Zamora)

PRESENTATIONS

PUBLIC HEARINGS

COUNCIL MEMBER COMMENTS/ITEMS

WRITTEN COMMUNICATIONS
Written communications are included in the agenda packets. Any Council Member, the City Manager or City Attorney may request that a written communication be read into the record.

COMMITTEE REPORTS This Agenda listing is the opportunity for Council Members to give verbal Committee Reports on any meetings recently held for which the Council Members are the City representatives thereto.

BUSINESS ITEMS (POSSIBLE ACTION)

4. Annual Report from the Buellton Visitors Bureau for the Period July 2021 through June 2022
 (Staff Contact: Finance Director Shannel Zamora)

5. Consideration of a New Contract with Metro Ventures Ltd. for Irma L. Tucker to Provide Professional Planning Services
 (Staff Contact: Planning Director Andrea Keefer)

6. Allocation of Funding Sources for the Reservoir 2 Roof Repairs  (Staff Contact: Public Works Director Rose Hess)

7. Resolution No. 22-29 – “A Resolution of the City Council of the City of Buellton, California, Adopting a City Council Manual Establishing Guidelines and Procedures for Council Operations and Related Functions and Activities”  (Staff Contact: City Manager Scott Wolfe)
CITY MANAGER’S REPORT

ADJOURNMENT
The next meeting of the City Council will be held on Thursday, October 27, 2022 at 6:00 p.m.

City Manager Review: SW
Council Agenda Item No.: 1

CITY OF BUELLTON

CITY COUNCIL MEETING MINUTES
Regular Meeting of September 22, 2022
City Council Chambers, 140 West Highway 246
Buellton, California

CALL TO ORDER
Mayor Sierra called the meeting to order at 6:00 p.m.

PLEDGE OF ALLEGIANCE

ROLL CALL

Present: Council Members Elysia Lewis, John Sanchez, Vice Mayor Dave King and Mayor Holly Sierra
Staff: Finance Director Shannel Zamora (Via Zoom), City Clerk Linda Reid, City Attorney Greg Murphy, Public Works Director Rose Hess, Planning Director Andrea Keefer (Via Zoom), and Lt. Garrett TeSlaa

REORDERING OF AGENDA
None

PUBLIC COMMENTS
Pam Gnekow, representing Santa Ynez Valley Community Outreach, announced the Buellton Veteran’s Food Distribution Center luncheon fundraiser is scheduled for Wednesday, October 19. Ms. Gnekow also provided details about the Cars and Cowboys fundraiser on October 1 in Los Olivos. She also stated the Buellton Chamber of Commerce and Educational Foundation have scheduled a Candidate Forum for October 16 at Oak Valley Elementary School from 1:00 to 4:00 p.m.

CONSENT CALENDAR

1. Minutes of August 25, 2022 Regular City Council Meeting

2. List of Claims to be Approved and Ratified for Payment to Date for Fiscal Years 2021/2022 and 2022/2023

3. Monthly Treasurer’s Report – August 31, 2022

City Council Meeting Minutes Page 2 September 22, 2022

4. Resolution No. 22-28 – “A Resolution of the City Council of the City of Buellton, California, Proclaiming the Continuing Need to Meet by Teleconference”

5. Law Enforcement Services Agreement – Amendment No. 2 MOTION:

Motion by Vice Mayor King, seconded by Council Member Lewis, approving Consent Calendar Items 1 through 5 as listed.

VOTE:

Motion passed by a roll call vote of 4-0.

Council Member Sanchez - Yes
Council Member Lewis – Yes
Vice Mayor King – Yes
Mayor Sierra - Yes

PRESENTATIONS

None

PUBLIC HEARINGS
None

COUNCIL MEMBER COMMENTS/ITEMS
Council Member Sanchez and Vice Mayor King thanked the Buellton Chamber of Commerce for hosting the Chamber Mixer at Rudy’s Mexican Restaurant.

Mayor Sierra announced that she, Vice Mayor King, and Council Member Sanchez attended the League of California Cities Annual Conference in Long Beach.

WRITTEN COMMUNICATIONS
None

COMMITTEE REPORTS
Council Member Sanchez announced that he attended the Central Coast Water Authority (CCWA) Board meeting and provided an oral report for the record.

Council Member Sanchez announced that he attended the Buellton Chamber of Commerce and Visitors Bureau board meeting and provided an oral report for the record.

Mayor Sierra announced that she attended a Library Advisory Committee meeting and provided an oral report for the record.

City Council Meeting Minutes Page 3 September 22, 2022

BUSINESS ITEMS

6. Annual Report for January 1, 2021 through December 31, 2021 from Visit Santa Ynez Valley
RECOMMENDATION:

That the City Council receive the 2021 Annual Report from Visit Santa Ynez Valley (VisitSYV).

STAFF REPORT:

Finance Director Zamora presented the staff report.

SPEAKERS/DISCUSSION:

Shelby Sim, President and CEO of VisitSYV displayed a presentation of VisitSYV’s 2021 Annual Report.

7. Sheriff’s Department Mid-Year Crime Statistics Report RECOMMENDATION:

That the City Council receive the mid-year crime statistics report from Lt. Garrett TeSlaa.

STAFF REPORT:

Finance Director Zamora presented the staff report.

SPEAKERS/DISCUSSION:

Santa Barbara County Sheriff’s Department Lt. Garrett TeSlaa provided a mid-year crime statistics report and answered questions from the City Council.

The City Council discussed hiring a full-time motor officer in the next few months and whether the speed trailer can be utilized in different locations throughout the City.

Lt. TeSlaa announced that he has been transferred to the Isla Vista Station and introduced his replacement Lt. Mark Valencia. The Council welcomed Lt. Valencia to the City of Buellton.

8. Progress Drawings for Library Improvement Plans – 202 Dairyland Road RECOMMENDATION:

That the City Council review the Library plans and direct staff as appropriate.

STAFF REPORT:

Public Works Director Hess presented the staff report.

SPEAKERS/DISCUSSION:

The City Council discussed the following issues:
• Increasing the size of the porch and patio around the house • Installing glass garage doors

City Council Meeting Minutes Page 4 September 22, 2022
DIRECTION:

The City Council agreed by consensus to move forward with the current construction plans for the Library with direction regarding the patio and door issues.

9. Allocation of Funding Sources for the Reservoir 2 Roof Repairs RECOMMENDATION:

That the City Council discuss the funding source options for the Reservoir 2 roof repairs and provide direction to staff.

STAFF REPORT:

Public Works Director Hess presented the staff report.

SPEAKERS/DISCUSSION:

The City Council discussed the following issues:
• Looking into using different low interest loans, together with American Rescue Plan Act of 2021 (ARPA) funds to pay for the roof repairs • Using existing funds rather than borrowing funds to pay for the roof repairs DIRECTION:

The City Council agreed by consensus to use ARPA funds for the repairs and to have staff return with further details regarding low interest loans, to allow for a final determination as to whether loan funds or water fund reserves would be paired with the ARPA funds to complete the project funding.

CITY MANAGER’S REPORT
Finance Director Zamora provided an informational report for the record.

ADJOURNMENT
Mayor Sierra adjourned the regular meeting at 7:56 p.m. The next regular meeting of the City Council will be held on Thursday, October 13, 2022 at 6:00 p.m. _________________________________
Holly Sierra
Mayor
ATTEST:
_________________________________
Linda Reid
City Clerk

CITY OF BUELLTON
City Council Agenda Staff Report
City Manager Review: SW
Council Agenda Item No.: 2

To: The Honorable Mayor and City Council
From: Shannel Zamora, Finance Director
Meeting Date: October 13, 2022
Subject: List of Claims to be Approved and Ratified for Payment to Date for Fiscal Year 2022/2023
______________________________________________________________________________

BACKGROUND
Staff is required to submit a check register to the City Council for approval every Council meeting for the most recently completed check register (Attachment 1).

The check register for the period 09/10/2022 through 09/30/2022 has been prepared in accordance to Government Code section 37202 and Buellton Municipal Code section

3.08.070. The check register lists all vendor payments for the specified period above, along with claimant’s name, a brief description of the goods or service purchased, amount of demand, check number, check date and the account number(s) associated with each payment.

The total amount of checks, 09/10/2022 through 09/30/2022, and electronic fund transfers issued for the period of 09/10/2022 through 09/30/2022 was $704,095.66.

FISCAL IMPACT
Payments made to the various vendors were consistent with the approved City’s Budget for FY 2022/23. Cash is available for the payment disbursements of the above liabilities.

RECOMMENDATION
That the City Council review and accept the check register for the period 09/10/2022 through 09/30/2022.

ATTACHMENTS
Attachment 1 – Claims

CONSOLIDATED CLAIMS DISBURSEMENT

BACK-UP/SUPPORT DATA IS A V AIL ABLE FOR COUNCIL REVIEW IN CITY HALL The following is a list of claims for the period of September 10,2022 through September 30,2022 for ratification by the City at the October 13, 2022 City Council Meeting.

EXHffiIT A - AlP Packets processed
AlP Packet # APPKT001901
AlP Packet # APPKT01898
AlP Packet # APPKTO 1895
AlP Packet # APPKTO 1893
AlP Packet # APPKTO 1892
Total AlP Packets:

Utility Packet #UBPKT02890
Total of checks issued:
181 ,786.00
82,305.22
15,669.61
60,203.37
62,272.50
$402,236.70 (13 pages)

84.28 (1 page)
$402,320.98
EXIDBIT B - Payments via Electronic Fund Transfer (EFT) EFT Total:

Payroll processed
City Council Payroll
Staff Payroll
TOT AL AMOUNT OF CLAIMS:
9/2212022
9/23/2022
Total Payroll:
\\FILESERVERIUsersIFinance_SharedICLAIMS APPROVALSIClaims Approval 2022-2023.xlsx $5\ ,081.44
1,771.73
55,066.48
$56,838 .21
$704,095.66

EXIDBITB
Payments via Electronic Fund Transfer (EFT):

From 0911 012022 through 09/30/2022
Payroll Tax - IRS 9112/2022 9,884.25
Bank Fees 9112/2022 124.75
Payroll Tax - EDD 9113/2022 3,574.21
AFLAC 9/1412022 390.07
CalPERS - Classic 9/15/2022 6,291.73
CalPERS - PEPRA 9/15/2022 5,599.00
Payroll Tax - IRS 9/27/2022 9,649.37
Payroll Tax - EDD 9/2712022 3,443 .59
Payroll Tax - IRS 9/27/2022 116.40
CalPERS - Classic 9/28/2022 6,291.73
CalPERS - PEPRA 9/2812022 5,634.46
CalPERS - Classic 9/28/2022 81.88
Total 51,081.44
IIFILESERVERIUserslFinance_SharedICLAIMS APPROVALSIClaims ApprovaI2022-2023.xlsx

Q Check Disbursements - City Council - October 13, 2022 City of Buellton, CA By Payment Number
Payment Dates 9/10/2022 - 9/30/2022
Payment Payment Date Vendor # Payment Amount
Number Payable Number Description Vendor Name Account Number Project Acct Key Item Amount 43126 9/13/2022 001111 TETRA TECH, INC. 62,272.50
51938673 JULY 2022 - ENCROACHMENT PERMIT SERVICES 025-557-60800 455.00 51938674 JULY 2022 - 73 INDUSTRIAL WAY 001-22416 90037-070 971.25 51938675 JULY 2022 - 5-ACRE BLDNG AT IND WAY 001-22416 90044-070 288.75 51938676 JULY 2022 - NETWORK AT INDUSTRIAL WAY 001-22416 90044-070 3,200.00 51938677 JULY 2022 - WAYPOINT PLAN CHECK 001-22416 90039-070 1,225.00 51938678 JULY 2022 - COB ENGINEERING SERVICES 001-551-60800 13,662.50 51938678 JULY 2022 - COB ENGINEERING SERVICES 001-565-60830 2,440.00 51938678 JULY 2022 - COB ENGINEERING SERVICES 005-701-60830 5,382.50 51938678 JULY 2022 - COB ENGINEERING SERVICES 020-601-60800 670.00 51938678 JULY 2022 - COB ENGINEERING SERVICES 025-554-60800 3,630.00 51938678 JULY 2022 - COB ENGINEERING SERVICES 092-220-70005 09222070005 11,995.00 51938678 JULY 2022 - COB ENGINEERING SERVICES 092-320-71500 09232071500 3,597.50 51938679 JULY 2022 - COB ENGINEERING SERVICES 001-22416 80002070 3,440.00 51938680 July 2022 - Reservoir No. 1 Reroof Design 092-613-70005 09261370005 11,315.00 43127 9/13/2022 001497 AARON lIGGETI 50.00
001497-082022 8/24/2022 - PLNG - SPCL PLNG COMM MTNG 001-565-50010 50.00 43128 9/13/2022 000820 ACWA/JPIA 3,285.83
0692429 OCT 2022 - DENTAL/VISION/EAP PREMIUMS 001-401-50400 588.93 0692429 OCT 2022 - DENTAL/VISION/EAP PREMIUMS 001-402-50400 185.11 0692429 OCT 2022 - DENTAL/V1510N/EAP PREMIUMS 001-403-50400 69.04 0692429 OCT 2022 - DENTAL/VISION/EAP PREMIUMS 001-420-50400 200.52 0692429 OCT 2022 - DENTAL/VISION/EAP PREMIUMS 001-511-50400 502.07 0692429 OCT 2022 - DENTAL/VISION/EAP PREMIUMS 001-558-50400 682.91 0692429 OCT 2022 - DENTAL/VISION/EAP PREMIUMS 001-565-50400 182.20 0692429 OCT 2022 - DENTAL/VISION/EAP PREMIUMS 005-701-50400 437.53 0692429 OCT 2022 - DENTAL/VISION/EAP PREMIUMS 020-601-50400 437.52 43129 9/13/2022 001712 ALICIA MACIAS 200.00
001712-09052022 9/5/2022 - REFUND - RVP - SECURITY/DAMAGE DPST 001-22510 200.00 43130 9/13/2022 000022 AMERICAN WATER WORKS ASSOC. 473.00 7002041860 12/1/22-11/30/23 - MEMBERSHIP RENEWAL 020-601-60650 473.00 43131 9/13/2022 000303 ART MERCADO 50.00
000303-082022 8/24/2022 - PLNG - SPCL PLNG COMM MTNG 001-565-50010 50.00 43132 9/13/2022 000035 ASSOC TRANSPORTATION ENGINEERS 2,225.00 22026-00-0000003 6/16-7/15/2022 - PLNG -IN-N-OUT PEER REVIEW 001-22416 90076070 1,250.00 22032-00-0000002 6/16-7/15/2022 - PROF SRVCS - POlO VILLAGE 001-22416 90077070 975.00 43133 9/13/2022 000076 CAL-COAST IRRIGATION, INC. 15.90 2208-651516 8/29/2022 - WTP - MISC MAINT/REPAIR ITEMS 020-601-60250 15.90 43134 9/13/2022 000088 CCI CENTRAL, INC. 51 .74
INST328406 9/29/2022 - POSTAGE MACHINE SUPPLIES 001-410-61130 51.74 43135 9/13/2022 000105 CITY OF BUELLTON 2,037.14
000105-08252022 7/25-8/25/2022 -IRRIGATION - 595 2ND/OAK VLY 001-552-61211 2,037.14 43136 9/13/2022 001649 CIVIC SOLUTIONS 10,461.25
73122 JULY 2022 - PLNG - HOUSING ELEMENT UPDATE 001-565-60820 GM002070 10,461.25 43137 9/13/2022 000655 COAST NETWORX, INC. 1,515.00
22145 8/12/2022 - SET-UP SSL SECURITY CERT(EMAIL SRVR) 001-410-60210 125.00 10/3/2022 10:36:45 AM Page 1 of 13

Check Disbursements - City Council - October 13, 2022 Payment Dates: 9/10/2022 - 9/30/2022 Payment Payment Date Vendor # Payment Amount
Number Payable Number Description Vendor Name Account Number Project Acct Key Item Amount 4006162 2022-2023 - REC - ANNUAL RENEWAL FORTINET FIREWALL 001-511-60210 595.00 MSP-4006156 SEPT 2022 - CH - MNTHLY GUARDIAN MSP SRVC-TIER I 001-410-60210 795.00 43138 9/13/2022 000118 COASTAL COPY, INC. 161.63
1025932 8/31-9/29/2022 - CC - SCANNER LEASE 001-401-60210 161.63 43139 9/13/2022 000122 COMCAST CABLE 94.23
0209119-08242022 8/29-9/28/2022 - WWTP - INTERNET SERVICES 005-701-60210 94.23 43140 9/13/2022 001713 COMMANDER PRINTED PRODUCTS 2,500.10 113689 8/26/2022 - PW - BILL FORMS -BLANK/NO PRNTNGw/Perf 005-701-61130 432.57 113689 8/26/2022 - PW - BILL FORMS -BLANK/NO PRNTNGw/Perf 020-601-61130 432.56 113690 8/26/2022 - PW - ENV#10W-IND W/INDICIA/PERMIT 005-701-61130 344.27 113690 8/26/2022 - PW - ENV#10W-IND W/INDICIA/PERMIT 020-601-61130 344.26 113691 8/26/2022 - PW - ENV#10W ENVELOPES 005-701-61130 180.35 113691 8/26/2022 - PW - ENV#10W ENVELOPES 020-601-61130 180.35 113723 9/6/2022 - CH - ENV#9R ENVELOPES 001-410-61130 585.74 43141 9/13/2022 000172 ECHO COMMUNICATIONS 140.10
203200295 9/1-30/2022 - ANSWRNG/MESSAGE SERVICES 001-558-60800 46.70 203200295 9/1-30/2022 - ANSWRNG/MESSAGE SERVICES 005-701-60800 46.70 203200295 9/1-30/2022 - ANSWRNG/MESSAGE SERVICES 020-601-60800 46.70 43142 9/13/2022 001364 FAMCON PIPE & SUPPLY-SM 2,720.28 S100084950-001 8/5/2022 - RVP - MISC MAINT/REPAIR ITEMS 001-552-60258 306.68 S10OO86317-001 8/29/2022 - WTP - MISC MAINT/REPAIR ITEMS 020-601-60250 2,413.60 43143 9/13/2022 000187 FARM SUPPLY COMPANY 325.26
59111 8/1/2022 - PW - MISC TOOLS 001-558-61127 113.75
59309 8/10/2022 - RVP - MISC MAINT/REPAIR ITEMS 001-552-60258 3.64 59418 5/16/2022 - PW - MISC MAINT/REPAIR ITEMS 001-558-60250 68.17 59435 8/17/2022 - LIB - MISC MAINT/REPAIR ITEMS 001-558-60250 18.82 59586 8/25/ 2022 - BARN - MISC MAINT/REPAIR ITEMS 001-558-60250 104.41 59648 8/29/2022 - BARN - MISC MAINT/REPAIR ITEMS 001-558-60250 16.47 43144 9/13/2022. 000649 FLUID RESOURCE MANAGEMENT, INC. 8,550.78 W21989 7/28/2022 - WWTP - AUGER GEAR BOX INSTALL/REPAIR 005-701-60250 8,550.78 43145 9/13/2022 001430 GSOLUTIONZ, INC. 183.11
226399 OCT 2022 - GPS PREM SUPPORT W/PHONES 001-410-67705 183.11 43146 9/13/2022 001657 IRINA MALKMUS 2,030.00
001657-09022022 8/1-5/2022 - REC - ART CLASS 001-511-67140 2,030.00 43147 9/13/2022 001084 James Porter Tilley, Jr. dba 225.00 SI-2098 AUGUST 2022 - REC - PREVENTATIVE EQUIP MAINT 001-511-60800 225.00 43148 9/13/2022 000395 JOSE RAFAEL RUIZ dba 2,650.00
1997 SEPT 2022 - RVP/OVP - CLEANING SERVICES 001-552-60800 2,650.00 43149 9/13/2022 001444 JUAN CARLOS VELASQUEZ 120.00
001444-08292022 8/29/2022 - REIMBURSEMENT - EXAM/CERT FEE 020-601-60650 120.00 43150 9/13/2022 001433 JULIE EVERETT 843.50
001433-09022022 8/9-9/1/2022 - REC - TINY TOTS JAMBOREE 001-511-67140 843.50 43151 9/13/2022 011300 KAREN PALMER 38.50
011300-09022022 8/2-9/1/2022 - REC - KUNDALINI YOGA 001-511-67140 38.50 43152 9/13/2022 001671 KATIE STEINER 195.00
001671-09122022 8/1-8/31/2022 - REC - STRENGTH & TONE CLASSES 001-511-67140 195.00 43153 9/13/2022 001711 KYLIE KELLEHER 200.00
001711-09122022 9/12/2022 - REFUND - RVP SECURITY/DAMAGE DEPOSIT 001-22510 200.00 10/3/2022 10:36:45 AM Page 2 of 13

--------------- ---------------------------------------------------------- Check Disbursements - City Council - October 13, 2022 Payment Dates: 9/10/2022 - 9/30/2022 Payment Payment Date Vendor # Payment Amount
Number Payable Number Description Vendor Name Account Number Project Acct Key Item Amount 43154 9/13/2022 001679 MALIA MAURER 21.00
001679-09022022 7/2-9/1/2022 - REC - MEDITATION CLASSES 001-511-67140 21.00 43155 9/13/2022 001225 MARCILO SARQUILLA 50.00
001225-082022 8/24/2022 - PLNG - SPCL PLNG COMM MTNG 001-565-50010 50.00 43156 9/13/2022 001377 MARNA PALSGAARD 304.00
001377-09012022 8/1-31/2022 - REC - SPIN/SCULPT CLASS 001-511-67140 304.00 43157 9/13/2022 001710 MARTA NOVIALS-GUMM 125.00
001710-09012022 8/1-3/2022 - REC - YOGA INSTRUCTOR 001-511-67140 125.00 43158 9/13/2022 000353 MICHAEL J. BOGGESS dba 470.00
INV-4668 9/1/2022 - COB - HOSTING/SSL/SCANNER/MAINT/DEV 001-410-60210 470.00 43159 9/13/2022 000342 NIELSEN BUILDING MATERIALS,INC 210.99 51509 8/2/2022 - RVP - MISC TOOLS 001-558-61127 86.99
52145 8/5/2022 - PARKS - MISC MAl NT/REPAIR ITEMS 001-552-60258 64.64 53926 8/16/2022 - PW - MAINT MAINT/REPAIR ITEMS 001-552-61140 16.10 55966 5/26/2022 - BARN - MISC MAINT/REPAIR ITEMS 001-558-60250 14.06 56042 8/26/2022 - PW - MISC MAl NT/REPAIR ITEMS 001-558-60250 18.29 56581 8/30/2022 - WTP - MISC MAINT/REPAIR ITEMS 020-601-60250 6.04 56621 8/30/2022 - RVP - MISC MAINT/REPAIR ITEMS 001-552-60258 4.87 43160 9/13/2022 001187 PAmJHAMMEL 50.00
001187-082022 8/24/2022 - PLNG - SPCL PLNG COMM MTNG 001-565-50010 50.00 43161 9/13/2022 000861 POLYDYNE INC. 1,656.14
1669896 8/25/2022 - WWTP - MISC CHEMICALS 005-701-61111 1,656.14 43162 9/13/2022 000382 PROCARE JANITORIAL SUPPLY, INC. 1,187.44 154372 8/12/2022 - MISC JANITORIAL SUPPLIES 001-552-61140 700.59 154372 8/12/2022 - MISC JANITORIAL SUPPLIES 001-558-61140 415.60 154372 8/12/2022 - MISC JANITORIAL SUPPLIES 005-701-61140 71.25 43163 9/13/2022 001714 RAOUL & JACKIE BORDON 1,000.00
001714-08302022 8/30/2022 - REBATE - LANDSCAPE REBATE PROGRAM 001-558-74100 1,000.00 43164 9/13/2022 000032 READY REFRESH BY NESTLE 186.59
12H0029022365 7/27-8/26/2022 - CH - DRINKING WATER SERVICE 001-410-60800 186.59 43165 9/13/2022 001327 ROBERT PAUL BLOKDYK 50.00
001327-082022 8/24/2022 - PLNG - 5PCL PLNG COMM MTNG 001-565-50010 50.00 43166 9/13/2022 000706 SATCOM GLOBAL, INC. 56.86
AI09220060 AUGUST 2022 - IRIDIUM SIM CARD - GSA PLAN 001-410-60014 56.86 43167 9/13/2022 001390 SCOnWOLFE 800.00
001390-092022 SEPT 2022 - eM - REIMBURSEMENT - MERP PER AGRMNT 001-402-50400 800.00 43168 9/13/2022 001597 SHANA DELEON 1,050.00
001597-09012022 AUG 2022 - REC - SOCIAL MEDIA/OUTREACH SRVCS 001-511-60510 1,050.00 43169 9/13/2022 000521 TODD PIPE & SUPPLY 413.71
S113570601-001 8/3/2022 - WTP - MISC MATL'S/SUPPLIES 020-601-61140 120.61 Sl13589627-001 8/5/2022 - WTP - Mise MAINT/REPAIR ITEMS 020-601-60250 92.45 S113613677-001 8/9/2022 - WTP - MISC MAINT/REPAIR ITEMS 020-601-60250 74.82 S113629265-001 8/9/2022 - WTP - Mise MAINT/REPAIR ITEMS 020-601-60250 111.79 S113679446-001 8/18/2022 - VP - MAINT/REPAIR ITEMS 001-552-60059 3.33 S113716953-001 8/24/2022 - RVP - MISC MAINT/REPAIR ITEMS 001-558-60250 10.71 43170 9/13/2022 001535 TOTAL IMAGING SOLUTIONS, LLC 1,400.75 20290 9/29/22-9/28/23 - MICROFILM SCANNER LEASE RENEWAL 001-565-60310 1,400.75 10/3/2022 10:36:45 AM Page 3 of 13

Check Disbursements - City Council - October 13, 2022 Payment Dates: 9/10/2022 - 9/30/2022 Payment Payment Date Vendor # Payment Amount
Number Payable Number Description Vendor Name Account Number Project Acct Key Item Amount 43171 9/13/2022 000379 U.S. POSTAL SERVICE 520.00
000379-092022 SEPT 2022 - UB POSTAGE 005-701-61131 260.00 000379-092022 SEPT 2022 - UB POSTAGE 020-601-61131 260.00 43172 9/13/2022 OOO53S UNDERGROUND SERVICE ALERT 458.00 820220072 AUG 2022 - NEW TKT /MNTHL Y DB MAINT FEES 005-701-60800 229.00 820220072 AUG 2022 - NEW TKT/MNTHLY DB MAINT FEES 020-601-60800 229.00 43173 9/13/2022 000904 US BANK EQUIPMENT FINANCE 476.56 480994250 8/20-9/20/2022 - PLNG - COPIER LEASE 001-565-60310 476.56 43174 9/13/2022 001680 VANESSA ROBERTSON 458.40
001680-09022022 8/2-9/1/2022 - REC - 2-STEP CLASS 001-511-67140 458.40 43175 9/13/2022 000677 WALLACE GROUP 7,701.26
57033 JULY 2022 - REG COMP ASSIST 2021-2023 005-701-60800 7,701.26 43176 9/20/2022 000005 ABALONE COAST ANALYTICAL, INC. 2,616.00 5887 AUG 2022 - WTP - CHEMICALS/ANALYSIS 020-601-61111 2,616.00 43177 9/20/2022 000028 ARAMARK UNIFORM SERVICES INC 591.65 792212509-082022 AUGUST 2022 - MATS!TOWELS SERVICE 001-558-60800 473.32 792212509-082022 AUGUST 2022 - MATS!TOWELS SERVICE 005-701-60800 118.33 43178 9/ 20/2022 001372 BRENNTAG PACIFIC, INC. 2,256.12 BP1272754 9/9/2022 - WTP . CHEMICALS 020-601-61111 1,225.72 BP1272755 9/9/2022 - WTP - CHEMICALS 020-601-61111 1,030.40 43179 9/ 20/2022 000121 BUELLTON VISITORS BUREAU 37,500.00 000121-092022 SEPT 2022 - MNTHLY INSTALLMENT PER CONTRACT 001-410-67790 37,500.00 43180 9/20/2022 001110 Clare Barcelona 1,260.09
001110-09092022 9/7-9/2022 - LOCC CONVENTION (HELEN PUTNAM AWARD'OOl-565-60710 1,260.09 43181 9/20/2022 000118 COASTAL COPY, INC. 775.83
1027614 9/11-10/10/2022 - AR/AP/HR/FD - BASE RATE/LEASE 001-410-60310 322.18 1027614 9/11-10/10/2022 - AR/AP/HR/FD - BASE RATE/LEASE 001-410-61130 453.65 43182 9/20/2022 000122 COM CAST CABLE 42 .03
INV# 0104898-08202( 8/25-9/24/2022 - REC - INTERNET SERVICES 001-511-61290 42.03 43183 9/20/2022 001204 Dave King 192.28
001204-09122022 9/6-10/2022 - LOCC - CONVENTION 001-401-60710 192.28 43184 9/20/2022 000598 ENGel & GRAY, INC. 8,723.61
28XOOO03 AUGUST 2022 - WWTP - WASTE HANDLING BIO SOLIDS 005-701-60800 8,723.61 43185 9/20/2022 001430 GSOlUTIONZ, INC. 1,077.45
226608 7/13-8/13/2022 - TELEPHONE VOICE SERVICES 001-401-67705 113.92 226608 7/13-8/13/2022 - TELEPHONE VOICE SERVICES 001-410-67705 391.08 226608 7/13-8/13/2022 - TELEPHONE VOICE SERVICES 001-511-61290 190.81 226608 7/13-8/13/2022 - TELEPHONE VOICE SERVICES 001-558-67705 85.44 226608 7/13-8/13/2022 - TELEPHONE VOICE SERVICES 001-565-67705 181.25 226608 7/13-8/13/2022 - TELEPHONE VOICE SERVICES 005-701-67705 57.99 226608 7/13-8/13/2022 - TELEPHONE VOICE SERVICES 020-601-67705 56.96 43186 9/20/2022 000739 HANLY GENERAL ENGINEERING CORP. 19,829.72 2314 7/18-7/31/2022 - WTP - EMERG REPAIR 020-601-60250 19,829.72 43187 9/20/2022 000228 HOlLY SIERRA 310.63
000228-08242022 7/21,8/18, 8/22/2022 - RMBRSMNT SBCAG MTNGS!VSFB 001-401-60710 111.63 000228-09122022 9/6-10/2022 - LOCC ANNUAL CONVENTION 001-401-60710 199.00 10/3/2022 10:36:45 AM Page 4 of 13

Check Disbursements - City Council - October 13, 2022 Payment Dates: 9/10/2022 - 9/30/2022 Payment Payment Date Vendor # Payment Amount
Number Payable Number Description Vendor Name Account Number Project Acct Key Item Arriount 43188 9/20/2022 000263 JOHN SANCHEZ 197.S0
000263-09132022 9/6-9/2022 -LEAGUE OF CITIES CONFERENCE 001-401-60710 197.50 43189 9/20/2022 000827 JOSEPH GRAUER 110.00
000827-09192022 9/19/2022 - REIMBURSEMENT - CERTIFICATE RENEWAL 020-601-60650 110.00 43190 9/20/2022 000310 MARBORG INDUSTRIES 528.50
5613040 8/31/2022 - WWTP - 11 YRD ROLL OFF RENTAL 092-706-74100 09270674100 279.00 5613778 AUG 2022 - WWTP - STORAGE BOX MONTHLY RENT 092-706-74100 09270674100 110.00 5613963 AUG 2022 -202 DRYLND - 25 YD ROLL OFF RENTAL 092-706-74100 09270674100 139.50 43191 9/20/2022 001696 NVIRO 400.00
9/8/2022 8/29/2022 - WTP - AUTOMATION MANAGER TRBLSHT 020-601-60800 400.00 43192 9/20/2022 000801 O'REILLY AUTOMOTIVE STORES, INC. 10.76 4372-297329 8/4/2022 - WTP - MISC MATl'S/SUPPLIES 020-601-60270 10.76 43193 9/20/2022 OO03S2 P G &E 97.42
8062S-7-09082022 8/9-9/7/2022 - 202 DRYLND - UTILITIES - ELECTRIC 001-558-61241 97.42 43194 9/20/2022 000438 SANTA YNEZ VALLEY HARDWARE 234.49 000438-082022 AUG 2022 - MISC MATL'S/SUPPLIES 001-558-61140 23.25 000438-082022 AUG 2022 - MISC MATL'S/SUPPLIES 005-701-61140 117.36 000438-082022 AUG 2022 - MISC MATL'S/SUPPLIES 020-601-61140 93.88 43195 9/20/2022 000449 SBCAG 400.00
CLM 0698367 9/19/2022 - CLM 0698367 - REFUND-OVERPAYMENT 001-44250 400.00 43196 9/20/2022 001071 Tractor Supply Co 34.45
5541-082022 AUG 2022 - MISC MAINT/REPAIR ITEMS 001-558-61140 34.45 43197 9/20/2022 000529 TRANSFIRST HEALTH & GOVERNMENT SVCS 299.35 2540083 AUG 2022 - REC - MERCHANT FEES 001-511-60900 299.35 43198 9/20/2022 000862 TYLER TECHNOLOGIES, INC. 360.00
025-393788 11/1/22-7/31/23-INCODE UTILITY BILLING-ANNUAL FEE 005-701-60210 180.00 025-393788 11/1/22-7/31/23-INCODE UTILITY BILLING-ANNUAL FEE 020-601-60210 180.00 43199 9/20/2022 000556 VERIZON WIRElESS 597.74
9915288290 9/9-10/8/2022 - UTILITIES - TELEPHONE 001-410-60014 0.60 9915288290 9/9-10/8/2022 - UTILITIES - TELEPHONE 001-410-67705 50.68 9915288290 9/9-10/8/2022 - UTILITIES - TELEPHONE 001-511-61290 31.27 9915288290 9/9-10/8/2022 - UTILITIES - TElEPHONE 001-558-60210 40.01 9915288290 9/9-10/8/2022 - UTILITIES - TELEPHONE 001-558-67705 143.69 9915288290 9/9-10/8/2022 - UTILITIES - TElEPHONE 001-565-67705 50.68 9915288290 9/9-10/8/2022 - UTILITIES - TELEPHONE 005-701-67705 162.73 9915288290 9/9-10/8/2022 - UTILITIES - TELEPHONE 020-601-67705 118.08 43200 9/27/2022 001702 3rd GEN PUMP & WELL 4,016.00
1117 8/29/2022 - WTP - PUMP REPAIR 020-601-60250 1,164.00 1121 9/6/2022 - WTP - 20 HP MOTOR 020-601-60250 2,852.00 43201 9/27/2022 001715 ALL PRIVATE UTILITY LOCATING INC. 1,495.00 50110 4/20/2022 - WTP - WELL 9 - LINE LOCATION 020-601-60250 1,495.00 43202 9/27/2022 000035 AS50C TRANSPORTATION ENGINEERS 8,280.00 19042-00-0000008 7/16-8/15/2022 - McMURRAY RD/HWY246 092-307-70005 09230770005 8,280.00 43203 9/27/2022 000753 BEN T. JOHNSON, dba 7,500.00
2604 9/7/2022 - WWTP - RIP (3) WW PONDS & CLEAN UP 005-701-60250 7,500.00 43204 9/27/2022 001704 BILL scon PLANNING CONSULTANT 3,720.00 004 8/6-19/2022 - PLNG - CONSULTING SERVICES 001-22416 90082070 320.00 004 8/6-19/2022 - PLNG - CONSULTING SERVICES 001-565-60800 2,080.00 005 8/22-9/7/2022 - PLNG - CONSULTING SERVICES 001-22416 90079070 480.00 10/3/2022 10:36:45 AM Page 5 of 13

Check Disbursements - City Council - October 13, 2022 Payment Dates: 9/10/2022 - 9/30/2022 Payment Payment Date Vendor # Payment Amount
Number Payable Number Description Vendor Name Account Number Project Acct Key Item Amount 005 8/22-9/7/2022 - PLNG - CONSULTING SERVICES 001-565-60800 840.00 43205 9/27/2022 001372 BRENNTAG PACIFIC, INC. 3,125.08
BPI270765 9/1/2022 - WTP - CHEMICALS 020-601-61111 1,413.07 BPI270766 9/1/2022 - WTP - CHEMICALS 020-601-61111 1,712.01 43206 9/27/2022 000107 CITY OF LOMPOC 1,666.66
9739 OCT 2022 - TRANSIT SERVICES 027-559-67445 1,666.66 43207 9/27/2022 001649 CIVIC SOLUTIONS 4,160.00
83122 AUG 2022 - PLNG & PROJ MGMNT - HOUSING ELEMENT 001-565-60820 GM002070 4,160.00 43208 9/27/2022 000112 CLARK PEST CONTROL 95.00
31623809 9/2/2022 - USPO - PEST CONTROL 001-558-60800 95.00 43209 9/27/2022 001716 CO of SB - COMMUNITY SERVICES DEPARTMENT 250.00 COLLAB21 FY22-23 - PLNG - ANNUAL MEMBERSHIP DUES 001-565-60650 250.00 43210 9/27/2022 000118 COASTAL COPY,INC. 1,076.42
1015897 6/20/2022 - SCANNER - INCREASE PAGE PACK 001-401-60210 1,076.42 43211 9/27/2022 000138 D.L. ELECTRIC, INC. 1,273.29
22-393/2 8/31/2022 - WWTP - YARD LIGHTS REPAIR 005-701-60250 199.23 22-481 7/6&7/2022 - WTP - TROUBLESHOOT AG WELL 020-601-60250 796.73 22-553 8/12/2022 - WWTP - TROUBLESHOOT MAIN BREAKER/SHOI005-701-60250 277.33 43212 9/27/2022 001644 EN FUEGO ENTERPRISES, INC. 20,000.00 706 FALL 2022 - A&C - GRANT - FALL FEST PERFORMERS 001-511-67141 20,000.00 43213 9/27/2022 000649 FLUID RESOURCE MANAGEMENT, INC. 712.23 W22051 7/21/2022 - WWTP - DIAGNOSE & FIX FLOAT ISSUE 005-701-60250 712.23 43214 9/27/2022 001216 Govlnvest 3,200.00
2022-4001 9/16/2022 - FY22 - GASB 75 - FULL VALUATION FEE 001-410-60210 1,066.66 2022-4001 9/16/2022 - FY22 - GASB 75 - FULL VALUATION FEE 005-701-60210 1,066.67 2022-4001 9/16/2022 - FY22 - GASB 75 - FULL VALUATION FEE 020-601-60210 1,066.67 43215 9/27/2022 000739 HANLY GENERAL ENGINEERING CORP. 49,558.54 2280 3/30-6/21/2022 - WTP - EM ERG RESERVOIR REPAIR 092-603-74100 09260374100 49,558.54 43216 9/27/2022 000142 LOGAN R. FITZGERALD dba 2,415.00 000142-082022 AUG 2022 - MONTHLY JANITORIAL SERVICE 001-552-60800 990.00 000142-082022 AUG 2022 - MONTHLY JANITORIAL SERVICE 001-558-60800 1,425.00 43217 9/27/2022 001629 MARCHI & ASSOCIATES 9,147.42
3885-25 9/23/2022 - LlB/202 Drylnd - DESIGN & PRESENTATION 092-221-70005 09222170005 9,147.42 43218 9/27/2022 000835 METRO VENTURES LTD 5,508.00
2022-09-12-buel AUG 2022 - PLNG - CITY PLANNER SERVICES 001-22416 90054-070 405.00 2022-09-12-buel AUG 2022 - PLNG - CITY PLANNER SERVICES 001-565-60800 4,779.00 2022-09-12-buel AUG 2022 - PLNG - CITY PLANNER SERVICES 001-565-60820 GM002070 324.00 43219 9/27/2022 000326 MNS ENGINEERS, INC. 1,260.00
81077 AUG 2022 - CITY/McMURRAY ROAD SIGNAL UPGRADE 092-307-70005 09230770005 1,260.00 43220 9/27/2022 001589 OILFIELD ENVIRONMENTAL & COMPLIANCE, INC. (OEC) 591.53 A220903 AUG 2022 - WWTP - WATER SAMPLE ANALYSIS 005-701-61111 591.53 43221 9/27/2022 000796 ROSE HESS 45.42
000796-082022 8/18-20/2022 - PW - REIMBURSEMENT - EXPENSE REPORT 001-558-60710 45.42 43222 9/27/2022 001510 SANTA MARIA CALIFORNIA NEWS MEDIA INC. dba 30.00 120390-22-23 9/29/22-9/28/23 - PLNG - SYV NEWS RENEWAL (52 WKS) 001-565-60650 30.00 43223 9/27/2022 000894 Santa Ynez Valley Hotel Assn., Inc. dba 49,474.32 000894-082022 AUG 2022 - SYVTBID FEES COLLECTED 001-22160 50,484.00 10/3/202210:36:45 AM Page 6 of 13

Check Disbursements - City Council - October 13, 2022 Payment Oates: 9/10/2022 - 9/30/2022 Payment Payment Date Vendor # Payment Amount
Number Payable Number Description Vendor Name Account Number Project Acct Key Item Amount CM000894-082022 AUG 2022 - SVVTBID - ADMIN FEES 001-442S0 (1,009.68) 43224 9/27/2022 000427 SBCOAPCD 496.00
R15386-R1 8/1/2022 - WTP - ANNUAL PERMIT TO OPERATE 020-601-67575 496.00 43225 9/27/2022 000465 SP MAINTENANCE SERVICES, INC. 2,516.50 85331 AUG 2022 - PW - STREET SWEEPING 001-558-60800 2,516.50 43226 9/27/2022 001063 Wells Fargo Vendor Fin Serv 173.59 5021932567 10/5-11/4/2022 - REC - COPIER LEASE 001-511-60310 173.59 0007535881 9/13/2022 000193 FIRST NATIONAL BANK OF OMAHA 15,669.61 2049-08182022 E LEWIS - CC CHARGES THROUGH 8/18/2022 001-401-60710 416.08 2984-08182022 K ABELLO - CC CHARGES THROUGH 8/18/2022 001-511-60250 16.15 2984-08182022 K ABELLO - CC CHARGES THROUGH 8/18/2022 001-511-67140 51013-040 2,983.49 2984-08182022 K ABELLO - CC CHARGES THROUGH 8/18/2022 001-511-67140 653.65 3072-08182022 K THOMSEN - CC CHARGES THROUGH 8/18/2022 001-511-60900 79.95 3072-08182022 K THOMSEN - CC CHARGES THROUGH 8/18/2022 001-511-67140 51013-040 321.75 3072-08182022 K THOMSEN - CC CHARGES THROUGH 8/18/2022 001-511-67140 3,553.08 3689-08182022 R HESS - CC CHARGES THROUGH 8/18/2022 001-401-61130 21.19 3689-08182022 R HESS - CC CHARGES THROUGH 8/18/2022 001-551-60800 370.20 3689-08182022 R HESS - CC CHARGES THROUGH 8/18/2022 001-558-60250 107.68 3689-08182022 R HESS - CC CHARGES THROUGH 8/18/2022 001-558-60270 37.39 3689-08182022 R HESS - CC CHARGES THROUGH 8/18/2022 001-558-61130 27.99 3689-08182022 R HESS - CC CHARGES THROUGH 8/18/2022 001-558-61140 53.86 3689-08182022 R HESS - CC CHARGES THROUGH 8/18/2022 001-558-67600 97.57 3689-08182022 R HESS - CC CHARGES THROUGH 8/18/2022 005-701-61130 30.47 3689-08182022 R HESS - CC CHARGES THROUGH 8/18/2022 005-701-61140 71.40 3689-08182022 R HESS - CC CHARGES THROUGH 8/18/2022 005-701-67600 97.56 3689-08182022 R HESS - CC CHARGES THROUGH 8/18/2022 020-601-60710 50.00 3689-08182022 R HESS - CC CHARGES THROUGH 8/18/2022 020-601-61130 8.49 3689-08182022 R HESS - CC CHARGES THROUGH 8/18/2022 020-601-67600 97.56 7905-08182022 S WOLFE - CC CHARGES THROUGH 8/18/2022 001-402-60650 400.00 8998-08182022 L REID - CC CHARGES THROUGH 8/18/2022 001-401-60900 194.99 8998-08182022 L REID - CC CHARGES THROUGH 8/18/2022 001-403-61130 106.76 8998-08182022 L REID - CC CHARGES THROUGH 8/18/2022 001-410-60900 92.25 8998-08182022 L REID - CC CHARGES THROUGH 8/18/2022 001-410-61292 100.85 8998-08182022 L REID - CC CHARGES THROUGH 8/18/2022 001-558-72300 259.12 9012-08182022 A KEEFER - CC CHARGES THROUGH 8/18/2022 001-565-60650 30.00 9012-08182022 A KEEFER - CC CHARGES THROUGH 8/18/2022 001-565-60815 GM003073 60.00 9447-08182022 S ZAMORA - CC CHARGES THROUGH 8/18/2022 001-410-60900 70.44 9447-08182022 S ZAMORA - CC CHARGES THROUGH 8/18/2022 001-565-60900 60.39 9447-08182022 S ZAMORA - CC CHARGES THROUGH 8/18/2022 005-701-60900 121.12 9447-08182022 S ZAMORA - CC CHARGES THROUGH 8/18/2022 020-601-60900 105.67 9884-08182022 P SMITH - CC CHARGES THROUGH 8/18/2022 001-511-67140 51014-050 10.00 9884-08182022 P SMITH - CC CHARGES THROUGH 8/18/2022 001-511-67140 794.28 9884-08182022 P SMITH - CC CHARGES THROUGH 8/18/2022 001-511-67140 51013-040 4,168.23 442409202022 9/20/2022 000768 WEXBANK 3,859.60
83494412 AUGUST 2022 - FUEL CHARGES 001-511-61280 1,020.53 83494412 AUGUST 2022 - FUEL CHARGES 001-558-61280 946.35 83494412 AUGUST 2022 - FUEL CHARGES 005-701-61280 946.36 83494412 AUGUST 2022 - FUEL CHARGES 020-601-61280 946.36 41862970899/L273 9/13/2022 001388 VINTAGE WALK OWNERS ASSOCIATION 214.32 41862970899-09202, SEPT 2022 - VB - HOA FEES - 597 AOF #101 001-410-60900 214.32 Payment Total: 402,236.70
10/3/2022 10:36:45 AM Page 7 of 13

Check Disbursements· City Council· October 13, 2022
10/3/2022 10:36:45 AM
Fund
001 - General Fund
005 - Sewer Fund
020 - Water Fund
025 - Gas Tax Fund
Fund Summary
027 - Local Transportation Fund
092 - Capital Improvement Proj Fund
Account Number
001-22160
001-22416
001-22510
001-401-50400
001-401-60210
001-401-60710
001-401-60900
001·401-61130
001-401-67705
001-402-50400
001-402-60650
001-403-50400
001-403-61130
001-410-60014
001-410-60210
001-410-60310
001-410-60800
001-410-60900
001-410-61130
001-410-61292
001-410-67705
001-410-67790
001-420-50400
001-44250
001-511-50400
001-511-60210
001-511-60250
001-511-60310
001-511-60510
001-511-60800
001-511-60900
001-511-61280
001-511-61290
001-511-67140
001-511-67141
001-551-60800
001-552-60059
001-552-60258
001-552-60800
001-552-61140
001-552-61211
001-558-50400
001-558-60210
001-558-60250
001-558-60270
001-558-60710
001-558-60800
Account Summary
Account Name
SYVTBID Payable
Developer Deposit
Park/Damage Charge
Medical Benefit
Grand Total:

Computer Maintenance &Software
Travel & Training
Miscellaneous
Office Supplies
Telephone
Medical Benefit
Membership & Publications
Medical Benefit
Office Supplies
Emergency Operations
Computer Maintenance &Software
Equipment Rental
Contract Services
Miscellaneous
Office Supplies
Internet Access/ Website Maint
Telephone
Visitors Bureau
Medical Benefit
Miscellaneous
Medical Benefit
Computer Maintenance & Software
Maintenance/Repair
Equipment Rental
Advertising
Contract Services
Miscellaneous
Fuel-Vehicles
Telephone/Internet
Buellton Recreation Program
Arts and Culture
Contract Services
Maintenance-Repair Village Park
Maintenance/Repair-River View
Contract Services
Operational Supplies
Utilities - Water
Medical Benefit
Computer Maintenance &Software
Maintenance / Repair
Maintenance - Vehicles
Travel & Training
Contract Services
Payment Dates: 9/10/2022 - 9/30/2022
Report Summary
Payment Amount
210,538.90
46,360.50
43,903.68
4,085.00
1,666.66
95,681.96
402,236.70
Payment Amount
50,484.00
12,555.00
400.00
588.93
1,238.05
1,116.49
194.99

21.19 113.92
985.11
400.00

69.04 106.76
S7.46
2,456.66
322.18
186.59
377.01
1,091.13
100.85
624.87
37,500.00
200.52
(609.68)
502.07
595.00

16.15 173.59
1,050.00
225.00
379.30
1,020.53
264.11
16,499.88
20,000.00
14,032.70

3.33 379.83
3,640.00
716.69
2,037.14
682.91

40.01 358.61

37.39 45.42
4,556.52

Check Disbursements - City Council - October 13, 2022
10/3/2022 10:36:45 AM
Account Number
001-558-61127
001-558-61130
001-558-61140
001-558-61241
001-558-61280
001-558-67600
001-558-67705
001-558-72300
001-558-74100
001-565-50010
001-565-50400
001-565-60310
001-565-60650
001-565-60710
001-565-60800
001-565-60815
001-565-60820
001-565-60830
001-565-60900
001-565-67705
005-701-50400
005-701-60210
005-701-60250
005-701-60800
005-701-60830
005-701-60900
005-701-61111
005-701-61130
005-701-61131
005-701-61140
005-701-61280
005-701-67600
005-701-67705
020-601-50400
020-601-60210
020-601-60250
020-601-60270
020-601-60650
020-601-60710
020-601-60800
020-601-60900
020-601-61111
020-601-61130
020-601-61131
020-601-61140
020-601-61280
020-601-67575
020-601-67600
020-601-67705
025-554-60800
025-557-60800
027-559-67445
092-220-70005
092-221-70005
092-307-70005
092-320-71500
092-603-74100
092-613-70005
Account Summary
Account Name
Tools
Office Supplies
Operational Supplies
Utilities - Electric
Fuel - Vehicles
Safety Equipment
Telephone
Computer Equipment
Improvements
Planning Commission Salaries
Medical Benefit
Equipment Rental
Membership & Publications
Travel & Training
Contract Services
Contract Services - LEAP Grant
REAP Grant
Contract Services-Engineering
Miscellaneous
Telephone
Medical Benefit
Computer Maintenance &Software
Maintenance / Repair
Contract Services
Contract Services-Engineering
Miscellaneous
Chemicals / Analysis
Office Supplies
Postage
Operational Supplies
Fuel - Vehicles
Safety Equipment
Telephone
Medical Benefit
Computer Maintenance &Software
Maintenance / Repair
Maintenance - Vehicles
Membership & Publications
Travel & Training
Contract Services
Miscellaneous
Chemicals / Analysis
Office Supplies
Postage
Operational Supplies
Fuel - Vehicles
Regulatory Compliance
Safety Equipment
Telephone
Contract Services
Contract Services
Lompoc- Wine Country Express
Design and Permitting
Design and Permitting
Design and Permitting
Project Management and Inspection
Construction and Improvements
Design and Permitting
Payment Dates: 9/10/2022 - 9/30/2022
Payment Amount
200.74

27.99 527.16

97.42 946.35

97.57 229.13
259.12
1,000.00
250.00
182.20
1,877.31
310.00
1,260.09
7,699.00

60.00 14,945.25
2,440.00

60.39 231.93
437.53
1,340.90
17,239.57
16,818.90
5,382.50
121.12
2,247.67
987.66
260.00
260.01
946.36

97.56 220.72
437.52
1,246.67
28,852.05

10.76 703.00

50.00 1,345.70
105.67
7,997.20
965.66
260.00
214.49
946.36
496.00

97.56 175.04
3,630.00
455.00
1,666.66
11,995.00
9,147.42
9,540.00
3,597.50
49,558.54
11,315.00

Check Disbursements· City Council· October 13, 2022
10/3/202210:36:45 AM
Account Number
092-706-74100
Project Account Key
··None··
09222070005
09222170005
09230770005
09232071500
09260374100
09261370005
09270674100
51013-040
51014-050
80002070
90037-070
90039-070
90044-070
90054-070
90076070
90077070
90079070
90082070
GM002070
GM003073
Account Summary
Account Name
Construction and Improvements
Grand Total:

Project Account Summary
Grand Total:

Payment Dates: 9/10/2022 . 9/30/2022
Payment Amount
528.50
402,236.70
Payment Amount
271,511.02
11,995.00
9,147.42
9,540.00
3,597.50
49,558.54
11,315.00
528.50
7,473.47

10.00 3,440.00
971.25
1,225.00
3,488.75
405.00
1,250.00
975.00
480.00
320.00
14,945.25

60.00 402,236.70

Check Disbursements - City Council - October 13, 2022
City of Buellton, CA Contract Services Detail
Vendor Name Payment Number
Fund: 001 - General Fund
Department: 410 - NON-DEPARTMENTAL
READY REFRESH BY NESTLE 43164
Department: 511- RECREATION
James Porter Tilley, Jr. dba
Department: 551- STORM WATER
43147
TETRA TECH, INC. 43126
FIRST NATIONAL BANK OF OMAHA 0007535881
Department: 552 - PUBLIC WORKS - PARKS
JOSE RAFAEL RUIZ dba 43148
LOGAN R. FITZGERALD dba 43216
Department: 558 - PUBLIC WORKS - GENERAL
ECHO COMMUNICATIONS 43141
ARAMARK UNIFORM SERVICES INC 43177
CLARK PEST CONTROL 43208
LOGAN R. FITZGERALD dba 43216
SP MAINTENANCE SERVICES, INC. 43225
Department: 565 - PLANNING
TETRA TECH, INC. 43126
CIVIC SOLUTIONS 43136
BILL scon PLANNING CONSULTANT 43204
BILL scon PLANNING CONSULTANT 43204
CIVIC SOLUTIONS 43207
METRO VENTURES LTD 43218
METRO VENTURES LTD 43218
FIRST NATIONAL BANK OF OMAHA 0007535881
Post Date
08/26/2022
08/31/2022
07/29/2022
08/18/2022
09/01/2022
08/28/2022
09/01/2022
08/31/2022
09/02/2022
08/28/2022
08/31/2022
07/29/2022
07/31/2022
08/19/2022
09/07/2022
08/31/2022
08/31/2022
08/31/2022
08/18/2022
Payment Dates 9/10/2022 - 9/30/2022
Description (Item)
7/27-8/26/2022 - CH -

DRINKING WATER SERVICE
Account Number
001-410-60800
Department 410 - NON-DEPARTMENTAL Total:

AUGUST 2022 - REC - 001-511-60800

PREVENTATIVE EQUIP
Department 511- RECREATION Total:

JULY 2022 - COB 001-551-60800

ENGINEERING SERVICES
R HESS - CC CHARGES 001-551-60800
THROUGH 8/18/2022
Department 551- 5TORM WATER Total:

SEPT 2022 - RVP/OVPCLEANING SERVICES
AUG 2022 - MONTHLY

JANITORIAL SERVICE
001-552-60800
001-552-60800
Department 552 - PUBLIC WORKS - PARKS Total:
9/1-30/2022 - 001-558-60800

ANSWRNG/MESSAGE
AUGUST 2022 - 001-558-60800

MATS/TOWELS SERVICE
9/2/2022 - USPO - PEST 001-558-60800

CONTROL
AUG 2022 - MONTHLY 001-558-60800

JANITORIAL SERVICE
AUG 2022 - PW - STREET 001-558-60800

SWEEPING
Department 558 - PUBLIC WORKS - GENERAL Total:

JULY 2022 - COB 001-565-60830

ENGINEERING SERVICES
JULY 2022 - PLNG - 001-565-60820

HOUSING ELEMENT
8/6-19/2022 - PLNG - 001-565-60800

CONSULTING SERVICES
8/22-9/7/2022 - PLNG - 001-S65-60800

CONSULTING SERVICES
AUG 2022 - PLNG & PROJ 001-56S-60820

MGMNT - HOUSING
AUG 2022 - PlNG - CITY 001-56S-60800

PLANNER SERVICES
AUG 2022 - PlNG - CITY 001-565-60820

PLANNER SERVICES
A KEEFER - CC CHARGES 001-565-60815
THROUGH 8/18/2022
Department 565 - PLANNING Total:

Amount
186.59
186.59
225.00
225.00
13,662.50
370.20
14,032.70
2,650.00
990.00
3,640.00

46.70 473.32

95.00 1,425.00
2,516.50
4,556.52
2,440.00
10,461.25
2,080.00
840.00
4,160.00
4,779.00
324.00

60.00 25,144.25
47,785.06
Fund 001- General Fund Total: 47,785.06
10/3/202211:19:08 AM Page 11 of 13

Contract Services Detail Payment Dates: 9/10/2022 - 9/30/2022 Vendor Name Payment Number Post Date Description (Item) Account Number Amount Fund: 005 - Sewer Fund
Department: 701- WASTEWATER
TETRA TECH, INC. 43126 07/29/2022 JULY 2022 - COB 005-701-60830 5,382.50

ENGINEERING SERVICES
ECHO COMMUNICATIONS 43141 09/01/2022 9/1-30/2022 - 005-701-60800 46.70

ANSWRNG/MESSAGE
UNDERGROUND SERVICE ALERT 43172 08/31/2022 AUG 2022 - NEW 005-701-60800 229.00 TKT/MNTHLY DB MAl NT
WALLACE GROUP 4317S 07/31/2022 JULY 2022 - REG COMP 005-701-60800 7,701.26 ASSIST 2021-2023
ARAMARK UNIFORM SERVICES INC 43177 08/31/2022 AUGUST 2022 - 005-701-60800 118.33 MATS!TOWELS SERVICE
ENGEL & GRAY, INC. 43184 08/31/2022 AUGUST 2022 - WWTP - 005-701-60800 8,723.61

WASTE HANDLING BIO
Department 701 - WASTEWATER Total: 22,201.40
22,201.40
Fund 005 - Sewer Fund Total: 22,201.40
Fund: 020 - Water Fund
Department: 601 - WATER
TETRA TECH, INC. 43126 07/29/2022 JULY 2022 - COB 020-601-60800 670.00

ENGINEERING SERVICES
ECHO COMMUNICATIONS 43141 09/01/2022 9/1-30/2022 - 020-601-60800 46.70

ANSWRNG/MESSAGE
UNDERGROUND SERVICE ALERT 43172 08/31/2022 AUG 2022 - NEW 020-601-60800 229.00 TKT /MNTHL Y DB MAl NT
NVIRO 43191 08/29/2022 8/29/2022 - WTP - 020-601-60800 400.00

AUTOMATION MANAGER

TRBLSHT
Department 601 - WATER Total: 1,345.70
1,345.70
Fund 020 - Water Fund Total: 1,345.70
Fund: 025 - Gas Tax Fund
Department: 554 - TRAFFIC 5AFETY
TETRA TECH, INC. 43126 07/29/2022 JULY 2022 - COB 025-554-60800 3,630.00

ENGINEERING SERVICES
Department 554 - TRAFFIC SAFETY Total: 3,630.00
Department: 557 - PUBLIC WORKS - ENGINEERING
TETRA TECH, INC. 43126 07/29/2022 JULY 2022 - 025-557-60800 455.00

ENCROACHMENT PERMIT
Department 557 - PUBLIC WORKS - ENGINEERING Total: 455.00 4,085.00
Fund 025 - Gas Tax Fund Total: 4,085.00
Grand Total: 75,417.16
10/3/202211:19:08 AM Page 12 of 13

Contract Services Detail
10/3/202211:19:08 AM
Fund
001 - General Fund
005 - Sewer Fund
020 - Water Fund
025 - Gas Tax Fund
Account Number
001-410-60800
001-511-60800
001-551-60800
001-552-60800
001-558-60800
001-565-60800
001-565-60815
001-565-60820
001-565-60830
005-701-60800
005-701-60830
020-601-60800
025-554-60800
025-557-60800
Fund Summary
Grand Total:

Account Summary
Account Name
Contract Services
Contract Services
Contract Services
Contract Services
Contract Services
Contract Services
Contract Services - LEAP Grant
REAP Grant
Contract Services-Engineering
Contract Services
Contract Services-Engineering
Contract Services
Contract Services
Contract Services
Grand Total:

Project Account Summary
Project Account Key
**None**
GM002070
GM003073
Grand Total:

Payment Dates: 9/10/2022 - 9/30/2022
Report Summary
Payment Amount
47,785.06
22,201.40
1,345.70
4,085.00
75,417.16
Payment Amount
186.59
225.00
14,032.70
3,640.00
4,556.52
7,699.00

60.00 14,945.25
2,440.00
16,818.90
5,382.50
1,345.70
3,630.00
455.00
75,417.16
Payment Amount
60,411.91
14,945.25

60.00 75,417.16

City of Buellton, CA
UBPKT02891 • Refunds 01 UBPKT02890 Single Billing
Account
04-11500-001
10-03000-004
Total Refunds: 2
Name
JOUETI, scon

BAEDEKER, PETER AND ERICA
Date
9/30/2022
9/30/2022
Check #
43227
43228
Total Refunded Amount:

Revenue Code
996· - UNAPPLIED CREDITS
Account Number Account Name
Fund: 020 - WATER FUND
020-10000 Claim On Pooled Cash
020-22420 Unapplied Credits
Fund: 999 - POOLED CASH
999-10001 Pooled Cash - General Checking
999-27000 Due To Other funds
Amount

79.12 5.16 84./
Revenue Total:
020 Total:
999 Total:

Distribution Total:
9/30/2022 1: 26: 51 PM
Code
Amount

84.28 84.28
Posting Amount
-84.28

84.28 0.00
-84.28

84.28 0.00

0.00 Receipt
1FT
Yes
Yes
Refund Check Register
Refund Check Detail
Amount Type

79.12 Deposit

5.16 Generated From Billing
Revenue Code Summary
General ledger Distribution
Posting Date: 09/30/2022

CITY OF BUELLTON
City Council Agenda Staff Report
City Manager Review: SW
Council Agenda Item No.: 3

To: The Honorable Mayor and City Council
From: Shannel Zamora, Finance Director
Meeting Date: October 13, 2022
Subject: Financial Report for the Fourth Quarter Ending June 30, 2022 ______________________________________________________________________________

BACKGROUND
Four times each year, City staff completes a comprehensive analysis of City finances, including projected fund balances, revenues to date, departmental budgets, expenditures, encumbrances and potential budget adjustments. This financial report focuses on the Fourth Quarter of FY 2021-22 and summarizes the quarter ended June 30, 2022 for the General Fund, Enterprise Funds and Capital Improvement Fund.

Attachment 1 provides an overview of the current economic outlook on the local, state and national levels; General Fund revenues, expenditures, projected fund balances; and activity in the Enterprise Funds. Though this information is not audited and does not contain all the usual periodic adjustments, accruals or disclosures, the information does provide a picture of the City’s activity and developing financial trends. Attachment 2 focuses on the status of the Capital Improvement Budget at the end of the quarter ended June 30, 2022.

FISCAL IMPACT
The Interim financial statement provides the community with an understanding of the financial activity of the City’s primary funds.

RECOMMENDATION
That the City Council receive and file the Fourth Quarter Financial Report.

ATTACHMENTS
Attachment 1 - Quarterly Financial Report for the period June 30, 2022 Attachment 2 - Quarterly Capital Improvement Project Report for the period ending June 30, 2022

Unaudited Financial Data
Quarterly Financial Report –Fourth Quarter Ending June 30, 2022 Page 1

CITY OF BUELLTON

QUARTERLY FINANCIAL REPORT
Fourth quarter ending June 30, 2022
October 13, 2022
Overview
The purpose of this financial report is to provide
financial information for the City of Buellton. This
report focuses on the Fourth quarter of fiscal year
2021/22 and covers the period July 1, 2021 through
June 30, 2022. The report is presented quarterly
and concentrates on the General Fund and
Enterprise Funds. The quarterly financial report
presents the City’s financial position, considers
economic factors and highlights trends based on the
City’s budget versus what actually occurred during
the period. A discussion of other economic factors
provides a means of comparing the local economy
against larger economic events that may affect the
City of Buellton. This quarterly financial report is a
valuable tool to the Council, staff and general public.

U.S. Economy
The United States Economy continues to send mixed
signals as some believe a recession is looming as the
U.S. Federal Reserve continues to hike interest rates
to combat inflation. In contrast, others point to a
stronger than usual job market as a signal the
economy is not heading to a recession.

Gross domestic product, or GDP, declined at a 0.3
percent pace in the second quarter of 2022. The
decline was due to decreases in private inventory
investment, residential fixed investment, federal
government spending, and state and local
government spending, which were partly offset by
increases in exports and consumer spending.

According to the BLS, the consumer price index (CPI)
for all items over the last 12 months rose 9.1. That
rate is the largest 12 month increase in 40 years.

Prices for food at home rose 12.2 percent over the
last 12 months, the largest increase since April 1979.

Prices for food away from home rose 7.7 percent,
the largest change since November 1981. Energy
prices rose 41.6 percent over the last year, the
largest increase since April 1980. Within the energy
category, motor fuel prices increased 60.2 percent
over the year, the largest increase since March
1980. Electricity prices rose 13.7 percent, the largest increase since October 2005. Prices for new vehicles
increased 11.4 percent over the year, prices for used
cars and trucks were up 7.1 percent, while prices for
motor vehicle parts and equipment increased 14.9
percent.

According to the Bureau of Labor Statistics(BLS), the
national unemployment rate through June 2022 was

3.6 percent. Total nonfarm payroll employment
rose by 372,000. Notable job gains occurred in
professional and business services, leisure and
hospitality, and health care.

State Economy
According to the Employment Development
Department (EDD), California’s unemployment rate
fell to 4.2 percent in June 2022 as the state added
19,900 nonfarm jobs. California has regained 93.6
percent of nonfarm jobs lost during March and April
of 2020 due to the COVID-19 pandemic. June
marked the sixth consecutive month of labor gains
and a year with a decrease in unemployment. Seven
of California’s eleven industry categories gained
jobs with Trade, Transportation and Utilities,
Education and Health Services having the largest
month-over gain. Both Professional and Business
Services and Construction had the largest monthover losses.

According to the BLS, CPI in California’s Los Angeles
area in June 2022, increased 8.6 percent from a year
ago. Food prices increased 9.3 percent and energy
prices increased 38.4 percent, largely the result of
an increase in the price of gasoline. CPI for all items less food and energy increased 6.0 percent over the

Unaudited Financial Data
Quarterly Financial Report –Fourth Quarter Ending June 30, 2022 Page 2

year. The increase was influenced by price increases
in new and used vehicles (13.3 percent) and shelter
(4.4 percent).

According to HDL, housing demand in California
remained strong through the end of June 2022. The
effects of rising interest rates has begun to cool
down the housing market. The June 2022 median
price was 9 percent higher than what was recorded
in June 2021 while sales volume decreased by 33
percent. According to data from the California
Association of Realtors, the median home value in
June 2022 in California is $863,790.

City of Buellton
The City’s General Fund ended the fourth quarter of
2021/22 with about $11.1 Million in Cash Balance.

Revenues reached 92.11 percent of budget while
expenditures ended the fiscal year at 79.80 percent
of budget.

The City has experienced a fast recovery from
previous revenue losses at the start of the
pandemic. The City is heavily reliant on sales tax and
transient occupancy taxes (TOT) which were the two
revenue sources hardest hit by the pandemic. The
City’s hotel occupancy rates continue to experience
similar rates to pre-pandemic levels. The City
received $4.2 million in TOT revenue making it the
highest amount received in Buellton’s history. Sales
tax showed drastic improvement as well. The City
received $3.2 million in sales tax revenue, also
making it a record breaking amount.

The Water Fund ended the fourth quarter with a
Fund Balance of about $7.9 Million and $4.5 Million
in cash. Water Fund Operating revenues ended the
fourth quarter at 99 percent while operating
expenditures were at 82 percent.

The Sewer Fund ended the fourth quarter with a
Fund Balance of about $3.5 Million and $2 Million in
cash. Wastewater operating revenue ended the
fourth quarter at 102 percent while expenditures
were at 83 percent.

As a response to the pandemic, on April 1, 2020, City
Council passed Resolution No. 20-10, authorizing
the deferral of water and wastewater payments and
the waiving of fees. The City had many residents
take advantage of the deferral. This deferment
ended December 31, 2021. Penalties and water
reconnection fees have resumed.

Unaudited Financial Data
Quarterly Financial Report –Fourth Quarter Ending June 30, 2022 Page 3

GENERAL FUND
General Fund Balance
Table 1 below shows that with 100 percent of the fiscal year complete, revenues are within projections at about 92 percent while expenditures are below budget at about 80 percent of appropriations.“Revenue versus budget” gaps are explained in the next section.

General Fund - Fund Balance Original Budget Current Budget Actual Percent Fund Balance at Start of Year $ - $ - $ 9,668,279
Revenues* 11,166,928 11,883,570 $ 10,945,607 92.11%
Expenditures* (10,439,197) (10,817,618) $ (8,632,803) 79.80% Fund Balance at End of Quarter $ 11,981,084
Change in Fund Balance 727,731 1,065,952 $ 2,312,805
* Includes transfers for Capital Improvement Projects
Table 1: General Fund Balance
Table 2 below provides summary comparison information on revenues and expenditures through the quarter ending June 30, 2022 versus the prior year quarter ending June 30, 2021.

Q4 FY 2021-22 Q4 FY 2020-21
Increase
(Decrease) Percent
Revenues:

Taxes $ 9,761,490 $ 7,999,134 $ 1,762,356 22.03%
Fees and Permits 19,155 13,620 $ 40.64% 5,535
Fines and Penalties 12,089 8,654 $ 39.68% 3,434
Charges for Current Services 228,955 180,116 $ 48,839 27.12% Use of Monies and Properties (6,124) 118,131 $ (124,255) -105.18% Revenue from Other Agencies 766,853 752,627 $ 14,227 1.89% Other Revenue* 163,189 882,998 $ (719,809) -81.52%
Total Revenue $ 10,945,607 $ 9,955,280 $ 990,327 9.95%
Expenditures:

Employee Services $ 2,045,020 $ 1,925,364 $ 119,656 5.85% Operating and Maintenance $ 5,586,430 $ 4,915,128 $ 671,302 12.02% Transfers for Capital Outlay $ 980,841 $ 1,876,699 $ (895,858) -91.34% Minor Capital $ 20,511 $ 57,067 (36,556) -178.22%
Total Expenditures $ 8,632,803 $ 8,774,258 (141,456) -1.64% Change in Fund Balance $ 2,312,805 $ 1,181,022 1,131,783 95.83% Table 2: Previous Year Comparison
* Misc. Revenue and Cost Reimbursements

Unaudited Financial Data
Quarterly Financial Report –Fourth Quarter Ending June 30, 2022 Page 4

Total revenues during the current fiscal year are $990,327 (9.95%) higher than the previous fiscal year. Total expenditures are $141,456 (1.64%) lower than the previous fiscal year.

The revenue category with the largest increase is the “Taxes” category. Revenue from taxes is $1.7 million higher (22.03%). Most of the increase is from transient occupancy tax (TOT) revenue. Compared to the prior fiscal year, TOT revenue is $1,272,304 (42.13%) higher. The average monthly occupancy rate was 70 percent compared to 58 percent the prior fiscal year. Most of the revenue gain in this category is attributed to increase in hotel prices in addition to increased occupancy rates.

The revenue category with the second largest increase was the “Charges for Current Services” category. The increase is due to revenue from park reservation fees and recreation program fees. Last fiscal year, the City was under the Shelter-at-Home order through June 15, 2021. After the economy opened back up, park reservations through the summer increased high volume generating over 60 percent more revenue than pre-pandemic levels. In addition, revenue generated from the Buellton Recreation Center has increased as more sessions and programs are being offered as parents looked for more recreation activities for their children after the pandemic lockdown.

The revenue category with the largest decrease was “Other Revenue”. Last year, the City recognized $829,589 in capital lease proceeds from Sterling National Bank to fund the ENGIE energy savings projects.

The revenue category with the second largest decrease in revenue is “Use of Monies and Properties” category.

Per GAAP, the City recognizes increases and decreases in investements by the fair market market value (FMV).

The City invests the majority of its idle money in the Local Agency Investment Fund (LAIF). The LAIF FMV ended June 30, 2022 was .987 which resulted in an negative adjustment of about $111,000. Other interest revenue losses were due to unrealized losses in Certificate of Deposits (CDs). There is optimism that LAIF and CDs will experience better performance in the new fiscal year as interest rate hikes continue.

Total General Fund expenditures are $141,456 (1.64%) less compared to the prior fiscal year. The majority of the decrease in General Fund expenditures is in the Transfer for Capital Outlay category. Last fiscal year, the majority of those expenditures were for the constuction of Median 2. That project was completed in August 2021. Capital improvement projects (CIP) currently in progress and others not yet started are carried over to the new fiscal year. General Fund CIP expenditures through June 30, 2022 are:
 Completion of Road Maintenance Project FY 2020/21 expenditure $195,670  McMurray Road Widening YTD expenditure $94,048
 Completion of Median 2 at Avenue of Flag $56,689
 ENGIE energy savings project YTD expenditure $533,698  Willemsen Parking Lot YTD expenditure $83,970
 Willemsen House renovation YTD expenditure $4,585
 Road Maintenance Project FY 2021/22 YTD expenditure $12,182 Employee services increased $119,656 (5.85%) from the prior year. The increase is due to a 2% cost-of-living adjustment for full-time employees effective July 1, 2021. In addition, City Council authorized the reclassification of the Parks Foreman to Facilities Supervisor/Utility Fieldworker and Facilities Maintenance Worker to Facilities Foreman/Utility Fieldworker, which required a higher salary. Furthermore, a proposed increase in salary step

Unaudited Financial Data
Quarterly Financial Report –Fourth Quarter Ending June 30, 2022 Page 5

levels was approved for the Maintenance and Utility Fieldworker I, Staff Assistant/Planning Technician and Youth Recreation Coordinator.

General operating and maintenance expenditures increased $671,302 (12.02%) compared to the prior fiscal year. The majority of the increase was the cost of Sheriff services ($307,422, or 14.62% higher than previous year quarter). In addition, the cost for Fire Department services increased $18,800 from the prior year. Other factors that contributed to the increase in expenditures include a $25,000 increase in the CalPERS Unfunded Accrued Liability (UAL), increase of $5,400 for community organization support, $34,305 in principal and interest expenditure, along with other increases in contract services such as the landscape maintenance contract, which now includes the Willemsen Property. Furthermore, there were various unexpected repairs throught the City that required immediate response.

A decrease in Minor Capital was the result of the prior year acquisition of security cameras at City parks, Windows 10 desktop computers and a message board trailer.

Top Five Revenues
*Other Revenues include charges for current Park and Recreation Services, Grants, Interest, and Cost Reimbursements.

Sales Tax
At the end of the fiscal year, the City received 117 percent of the total projected Sales Tax revenue. Payments are recorded when received and applied to the corresponding month of sales; usually payment is received from the State of California two months after the sales tax is collected. The increase is largely due to strong performance in the Fuel and Service Stations, and Autos and Transportation business groups. Sales Tax revenue fluctuates each month in conjunction with seasonal flows.

Transient Occupancy Tax (TOT)
TOT revenue is a major component of the City’s General Fund. TOT payments for the reporting period are due on the 20th of the following month and cause revenue streams to lag one month. The City received 119 percent of anticipated revenue for the fiscal year. The increase is due to higher occupancy rates and higher hotel prices.

The City receives 12 percent of the total taxable rent revenue from each hotel within the City.

Property Tax
The City’s property tax revenues are at intervals set by the Santa Barbara County Auditor-Controller, usually in December and April. Property tax is at 105 percent of projected revenue, exceeding budget projections. The Top Five Revenues
Original
Budget
Current
Budget YTD Actual Percent
Sales Tax $ 2,805,724 $ 2,805,724 $ 3,286,448 117%
Transient Occupancy Tax 2,856,358 3,600,000 4,292,382 119% Property Tax 1,739,052 1,739,052 1,825,824 105%
MVLF Swap 552,716 552,716 556,407 101%
Franchise Fees 308,265 308,265 356,836 116%
Other Revenues* 588,117 561,117 627,710 112%
Total Revenues $ 8,850,232 $ 9,566,874 $ 10,945,607 114% Use of Reserves 2,316,696 2,316,696 - 0%
Total Funding Sources $ 11,166,928 $ 11,883,570 $ 10,945,607 92% Table 3

Unaudited Financial Data
Quarterly Financial Report –Fourth Quarter Ending June 30, 2022 Page 6

City’s ongoing share of property tax is projected to grow at a steady pace as the current housing market conditions remain stable.

Property Tax in Lieu of Motor Vehicle License Fee (MVLF Swap) Payments from the Santa Barbara County Auditor-Controller are received throughout the year, usually January and June. The City has received 101 percent of projected MVLF revenue. This revenue is trending upwards based on historic receipts.

Franchise Fees
Franchise fees are received monthly, quarterly and annually. The majority of the City’s Franchise Fees are collected from Marborg Industries, the City’s solid waste service provider. Other franchise fees are received from Comcast, PG&E and SoCal Gas. Franchise fees ended the fiscal year at 105 percent of revenue projections.

Expenditures
Table 4 below summarizes operating costs by department. As of June 30, 2022, or 100 percent of the year expended, the General Fund ended the fiscal year at 80 percent expended (including CIP). Actual General Fund expenditures were approximately $8.6 Million. All Budget Units ended the Fourth quarter within budget. It should be noted that a portion of budget savings are largely due to incomplete capital improvement projects that will be carried over into the new fiscal year. No budget amendments will be necessary through the fourth quarter.

Department Expenditures
Adopted
Budget
Current
Budget YTD Actual % Expended
City Council 156,170 156,170 148,215 95%
City Manager 293,710 295,310 286,278 97%
City Clerk/Human Resources 135,201 135,201 129,324 96%
City Attorney 195,000 195,000 154,187 79%
Non-Departmental 1,123,449 1,107,810 1,061,330 96%
Finance 209,123 209,123 209,702 100%
Police and Fire 2,725,148 2,725,148 2,656,349 97%
Library 199,929 199,929 200,517 100%
Recreation 624,103 662,089 664,925 100%
Street Lights 65,000 65,000 53,201 82%
Storm Water 335,700 335,700 154,377 46%
Public Works - Parks 440,685 461,839 463,630 100%
Public Works - Landscape 166,985 180,785 116,229 64%
Public Works - General 732,702 732,702 684,341 93%
Planning (Comm Dev) 719,596 869,116 669,356 77%
Transfer to CIP Fund 92 2,316,696 2,486,696 980,841 39% Total All Departments 10,439,197 10,817,618 8,632,803 80% Table 4: General Fund Expenditures by Department
Top Five Revenues for the City of Buellton’s General Fund are Sales Tax, Property Tax, Transient Occupancy Tax (TOT), Motor Vehicle License Fee (MVLF) and Franchise Fees. These revenues account for about 94% of total General Fund Revenues.

Unaudited Financial Data
Quarterly Financial Report –Fourth Quarter Ending June 30, 2022 Page 7

Major Expenditure Variances
Expenditures By Type
Original
Budget
Current
Budget YTD Actual
% of Total
Expenditures % Expended
Staffing 2,070,896 2,081,626 2,045,020 23.7% 98.2%
Contract Services 4,444,599 4,613,434 4,294,064 49.7% 93.1% Telecomm and Utilities 302,296 302,296 287,218 3.3% 95.0% Supplies and Materials 27,475 27,475 28,004 0.3% 101.9% Repair and Maintenance 305,165 320,821 264,231 3.1% 82.4% Transfer to Other Funds 2,342,275 2,512,275 980,841 11.4% 39.0% Other Operating Costs 910,491 921,491 717,594 8.3% 77.9% Minor Capital 36,000 38,200 15,830 0.2% 41.4%
Total by Type 10,439,197 10,817,618 8,632,802 100.0% 79.8% Table 5: Expenditure Categories
Figure 1
Table 5 and Figure 1 above show General Fund operating costs and minor capital expenditures summarized by type. With 100 percent of the fiscal year completed, one of the budget categories exceeds budget projections.

The top three spending categories are: Contract Services, Staffing, and Transfer to Other Funds. Contract Services include services for Police, Fire Department, Legal Services, Engineering, Landscaping Services, Visitor’s Bureau and other services. Transfer to Other Funds consist of transfers to the Capital Improvement Fund for public projects.

The Supplies and Materials category is slightly over budget due to increase in product costs due to inflation.

Staffing, 23.69%
Contract Services,

49.74%
Telecomm and
Utilities, 3.33%
Supplies and
Materials, 0.32%
Repair and
Maintenance,

3.06%
Transfer to Other
Funds, 11.36%
Other Operating
Costs, 8.31%
Minor Capital,

0.18%
Expeditures By Type

Unaudited Financial Data
Quarterly Financial Report –Fourth Quarter Ending June 30, 2022 Page 8

Figure 2
General Fund Trend
Figure 2 illustrates the Quarterly General Fund Revenue versus Expenditure Trend. As illustrated in the figure, revenue cash flows tend to lag a couple of quarters and usually exceed expenditures by the end of the fiscal year.

FY 2019/20 Quarter 4 is an outlier with revenue loss that resulted from the Stay-at-Home order that started in March 2020. The City experienced significant revenue loss in sales tax and TOT tax. Expenditures in that same quarter were higher than the previous year due to the acquisition of the Willemsen Property in May 2020.

Over the last few years, both revenue and expenditures have been increasing at a consistent pace.

$0
$2,000,000
$4,000,000
$6,000,000
$8,000,000
$10,000,000
$12,000,000
FY 18-19 Q1FY 18-19 Q2FY 18-19 Q3FY 18-19 Q4FY 19-20 Q1FY 19-20 Q2FY 19-20 Q3FY 19-20 Q4FY 20-21 Q1FY 20-21 Q2FY 20-21 Q3FY 20-21 Q4FY 21-22 Q1FY 21-22 Q2FY 21-22 Q3FY 21-22 Q4 Quarterly Revenue vs. Expenditures
Revenue Expenditures

Unaudited Financial Data
Quarterly Financial Report –Fourth Quarter Ending June 30, 2022 Page 9

ENTERPRISE FUNDS
The Enterprise Fund Balance and Statement of Net Position for the Fourth quarter of Fiscal Year 2021-22 are shown below.

Fund Balance Summary
Enterprise Fund Balance Water Water Capital Wastewater
Wastewater
Capital
Beginning Fund Balance $ 7,181,784 $ 376,774 $ 3,245,026 $ 217,513 Operating Revenue & Transfers 2,637,962 15,190 1,257,898 - Operating Expenses & Transfers (2,270,982) (24,898) (1,158,308) (9,973) Profit(Loss) $ 366,979 $ (9,708) $ 99,590 $ (9,973)
Ending Fund Balance $ 7,548,763 $ 367,066 $ 3,344,616 $ 207,540 Change in Fund Balance 366,979 (9,708) 99,590 (9,973)
Table 6 Note: Operating expenses include depreciation and exclude capital assets.

Table 6 illustrates the ending Fund Balance of each Enterprise Fund. The change in Fund Balance is attributed to the excess or deficit of revenue over expenses. Table 7 is the Statement of Net Position, illustrating total assets minus total liabilities for the period.

Statement of Net Position Water Water Capital Water Funds Total Wastewater
Wastewater
Capital
Wastewater
Funds Total
ASSETS
Current assets:

Cash and Investments 6,822,023 (2,281,845) 4,540,178 3,690,029 (1,593,198) 2,096,831 Receivables 223,756 - 223,756 138,481 - 138,481
Inventory 138,191 - 138,191 - - -
Prepaid Items 691,521 - 691,521 34,653 - 34,653
Total current assets 7,875,492 (2,281,845) 5,593,647 3,863,163 (1,593,198) 2,269,965 Capital assets (net of
accumulated depreciation) 2,353,427 2,648,911 5,002,338 1,373,550 1,800,738 3,174,287 Other assets 125,900 - 125,900 125,796 - 125,796
- -
Total Assets: $ 10,354,819 $ 367,066 $ 10,721,885 $ 5,362,508 $ 207,540 $ 5,570,048 -

LIABILITIES
Current Liabilities 138,469 - 138,469 99,248 - 99,248
Noncurrent Liabilities 2,641,790 - 2,641,790 1,902,324 - 1,902,324 Other Liabilities 25,797 - 25,797 16,321 16,321 - -
Total Liabilities: $ 2,806,055 $ - $ 2,806,055 $ 2,017,892 $ - $ 2,017,892 - -
NET POSITION (Assets - Liabilities) $ 7,548,763 367,066$ $ 7,915,829 3,344,616$ $ 207,540 $ 3,552,156 Net Position Breakdown
Net Investment in Capital Assets 2,353,427 2,648,911 5,002,338 1,373,550 1,800,738 3,174,287 Restricted for capital expansion (2,281,845) (2,281,845) (1,593,198) (1,593,198) Unrestricted 5,195,336 5,195,336 - 1,971,066 1,971,066 - Total Net Position $ 7,548,763 $ 367,066 $ 7,915,829 $ 3,344,616 $ 207,540 $ 3,552,156 Table 7

Unaudited Financial Data
Quarterly Financial Report –Fourth Quarter Ending June 30, 2022 Page 10

Figure 3 summarizes Enterprise Fund revenue, expenses, connection fees and CIP transfers per fund:

Figure 3
Water Fund
Revenue and Expenses
Water Funds Water
Water
Capital Total
Revenues
Charge for Services 2,651,273 - 2,651,273
Interest Income (16,654) - (16,654)
Connection Fees - 15,190 15,190
Total Operating Revenue 2,634,619 15,190 2,649,809
Other Revenues 3,343 - 3,343
Total Revenues 2,637,962 15,190 2,653,152
Transfers In - CIP - - -
Expenses
Operating 998,947 - 998,947
Depreciation* 178,176 24,898 203,074
State Water 1,093,859 - 1,093,859
Total Operating Expenses 2,270,982 24,898 2,295,880
Operating Profit(Loss) 366,979 (9,708) 357,271
Transfers Out - CIP** 962,338 70,537 1,032,875
Net Profit (Loss) (595,359) (80,246) (675,604)
* Depreciation is actual. Final depreciation posted at the end of fiscal year. **For informational purposes. Capital expenditures are capitalized, at the end of the FY, not expensed.

Table 8
Table 8 summarizes Revenue and Expenditures for the Water and Water Capital Funds. On the Financial Statements, both funds are combined as one fund. The Water Capital Fund is structured to record capital contributions and is used to record capital improvements that enhance capacity. Water Capital will be discussed in detail later in this report.

Water Fund operating revenues have exceeded expenditures by $366,979 at the end of the Fourth quarter 2021- 22 (excludes Capital Improvement expenses). Per Generally Accepted Accounting Principles (GAAP), capital -
500,000
1,000,000
1,500,000
2,000,000
2,500,000
3,000,000
Water Fund Water Capital Wastewater
Fund
Wastewater
Capital
Operating Revenue
Operating Expense
Transfer to CIP

Unaudited Financial Data
Quarterly Financial Report –Fourth Quarter Ending June 30, 2022 Page 11

items are expensed in the depreciation category. The amount spent on capital projects are capitalized and shown on the Balance Sheet at the end of the fiscal year. The Water Fund is currently operating with a surplus compared to operating in a deficit for over a decade. The Water Fund ended the Fourth quarter with approximately $6.8 Million in cash (Table 7) and Fund Balance of approximately $7.5 Million.

Table 9 illustrates the Water Fund budget to actuals. Charges for Services are within budget projections at 100 percent. Interest income is below budget projections due to the interest earnings. Interest rates remained low during the first half of the fiscal year. Stronger interest rates are expected in the new fiscal year as the Federal Reserve continues to hike interest rates.

The Water Fund utilizes reserves to fund Capital Improvement projects (CIPs). The budgeted transfer out for CIPs for FY 2021/22 is $2,049,386. The Water Fund has expensed 47 percent of the CIP budget at the end of the fiscal year. Unspent CIP expenses are rolled forward into the new fiscal year. Overall, Water Fund expense categories were within budget and ended the Fourth quarter at 67 percent.

Water Capital
Water Capital Fund records Connection Fees and CIP expenditures. The change in Fund Balance is due to planned expenditures for CIPs exceeding estimated Connection Fee revenue and offset by any existing Fund Balance.

The Fund Balance at the end of the Fourth quarter is $367,066 (Table 7). In accordance with Generally Accepted Accounting Principles (GAAP), capital expenditures are not recorded as expenditures; rather, depreciation expense is recorded over each asset’s useful life. At year-end, the Water Fund will transfer funds to the Capital Fund to cover any deficit. Table 10 illustrates the Water Capital budget to actuals.

Water Capital 021 Current Budget YTD Actuals Percent
Revenues
Connection Fees - 15,190 0%
Interest Income - - 0%
Transfers from Reserves - - 0%
Transfer In from Fund 020 437,000 - 0%
Total Revenue 437,000 15,190 3%
Expenses
Depreciation* 37,000 24,898 67%
Transfer to CIP Projects 400,000 - 0%
Total Expenditures 437,000 24,898 6%
Table 10
*Depreciation is estimated.

Water Fund 020 Original Budget Current Budget YTD Actuals Percent Revenues
Charge for Services 2,648,500 2,648,500 2,651,273 100%
Interest Income 10,000 10,000 -167% (16,654)
Total Operating Revenue 2,658,500 2,658,500 2,634,619 99% Other Revenues - - 3,343 0%
Transfer from Reserves 2,014,057 2,150,457 - 0%
Total Revenues 4,672,557 4,808,957 2,637,962 55%
Expenses
Operating 1,098,871 1,235,271 1,008,723 82%
Depreciation* 224,400 224,400 168,300 75%
State Water 1,300,000 1,300,000 1,093,959 84%
Total Operating Expenses 2,623,271 2,759,671 2,270,982 82% Operating Profit (Loss) 2,049,286 2,049,286 366,979 18% Transfers Out for CIP** 2,049,286 2,049,286 962,338 47% Total Expenses 4,672,557 4,808,957 3,233,320 67%
*Depreciation is estimated. Capital Expenditures recorded here and depreciated annually. ** For information purposes only, capitalized at the end of the fiscal year.

Table 9

Unaudited Financial Data
Quarterly Financial Report –Fourth Quarter Ending June 30, 2022 Page 12

Wastewater
Wastewater and
Wastewater Capital Funds Wastewater
Wastewater
Capital Wastewater Total
Revenues
Charge for Services 1,264,138 - 1,264,138
Interest Income (7,229) - (7,229)
Connection Fees - - -
Total Operating Revenue 1,256,908 - 1,256,908
Other Revenues 989 - 989
Total Revenues 1,257,898 - 1,257,898
Transfers In -CIP - - -
Expenses
Operating 1,000,603 - 1,000,603
Depreciation* 157,705 9,973 167,678
Total Operating Expenses 1,158,308 9,973 1,168,281
Operating Profit(Loss) 99,590 (9,973) 89,617
Transfers Out - CIP** 986,297 100,404 1,086,701
Net Profit (Loss) 99,590 (9,973) (997,084)
*Depreciation is actual. Capital Expenditures recorded here and depreciated annually. ** For information purposes only, capitalized at the end of the fiscal year.

Table 11
Revenue and Expenses
Table 11 summarizes Revenue and Expenditures for the Wastewater and Wastewater Capital Funds. On the Financial Statements, both funds are combined as one fund. The Wastewater Capital Fund is structured to record capital contributions and used to record capital improvements that enhance capacity. Wastewater Capital will be discussed in detail later in this report.

Wastewater Fund operating revenue slightly exceeded operating expenses causing the Wastewater fund to experience a net operating surplus of $99,590 in the Fourth quarter of FY 2021/22 (excluding Capital Improvement Project expenses). The previous years’ rate increases are narrowly covering the current operating costs and will not be feasible in the future. The Wastewater Fund ended the Fourth quarter with about $3.6 Million in cash (Table 7) and Fund Balance of approximately $3.3 Million.

Table 12 on the following page illustrates the Wastewater Fund budget to actuals. Charges for Services exceeded budget projections at 103 percent received. Like the explanation in the Water Fund, interest rates remained low during the first half of the fiscal year. Stronger interest rates are expected in the new fiscal year as the Federal Reserve continues to hike interest rates.

The Wastewater Fund utilizes reserves to fund Capital Improvement Projects (CIPs). The budgeted transfer out for CIPs for FY 2021/22 is $100,404. The Wastewater Fund has expensed 52 percent of the CIP Budget at the end of the fiscal year. Overall, the Wastewater Fund expenses are within budget at 65 percent.

Unaudited Financial Data
Quarterly Financial Report –Fourth Quarter Ending June 30, 2022 Page 13

Sewer Fund 005 Original Budget Current Budget YTD Actuals Percent Revenues
Charge for Services 1,222,428 1,222,428 1,264,138 103%
Interest Income 6,400 6,400 (7,229) -113%
Total Operating Revenue 1,228,828 1,228,828 1,256,908 102% Other Revenues - - 989 0%
Transfer from Reserves 2,059,872 2,065,546 - 0%
Total Revenues 3,288,700 3,294,374 1,257,898 38%
Expenses
Operating 1,108,785 1,114,460 1,000,603 90%
Depreciation* 280,500 280,500 157,705 56%
Total Operating Expenses 1,389,285 1,394,960 1,158,308 83% Operating Profit (Loss) 1,899,415 1,899,414 99,590 5%
Transfers for CIP** 1,899,415 1,899,415 986,297 52%
Total Expenses 3,288,700 3,294,375 2,144,605 65%
*Depreciation is actual. Capital Expenditures recorded here and depreciated annually. ** For information purposes only, capitalized at the end of the fiscal year.

Table 12
Wastewater Capital
Wastewater Capital Fund records Connection Fees and CIP expenditures. The change in Fund Balance is due to planned expenditures for CIPs exceeding estimated Connection Fee revenue and offset by any existing Fund Balance. The Fund Balance at the end of the Fourth quarter is $207,540 (Table 7). In accordance with Generally Accepted Accounting Principles (GAAP), capital expenditures are not recorded as expenditures; rather, depreciation expense is recorded over each asset’s useful life. At year-end, the Wastewater Fund will transfer funds to the Capital Fund to cover any deficit. Table 13 below illustrates the Wastewater Capital budget to actuals.

Wastewater Capital 006 Current Budget YTD Actuals Percent Revenues
Connection Fees - - 0%
Interest Income - - 0%
Transfers from Reserves - - 0%
Transfer In from Fund 005 886,000 - 0%
Total Revenue 886,000 - 0%
Expenses
Depreciation 36,000 9,973 28%
Transfer to CIP Projects 850,000 - 0%
Total Expenses 886,000 9,973 1%
Table 13

Budget Report
Account Summary
City of Buellton, CA For Fiscal: 2021-22 Period Ending:6/30/2022 Percent
Used
237,506.76 49.91%
1,505,854.77 39.44%
539,699.78 31.18%
767,726.56 58.80%
836,683.86 58.42%
10,000.00 0.00%
3,897,471.73 48.92%
Department: 102 - Storm Drain Outfall Repairs and Re-Establishment 40,000.00 0.00%
40,000.00 0.00%
Department: 205 - City Hall Repairs
50,000.00 0.00%
50,000.00 0.00%
Department: 207 - Santa Ynez River Trail
50,000.00 0.00%
50,000.00 0.00%
Department: 214 - City Hall Generator/Electrical Replacement 40,000.00 0.00%
40,000.00 0.00%
Department: 215 - Avenue of Flags Specific Plan-Phase 1 -56,689.35 #DIV/0!
-56,689.35 #DIV/0!
Fund: 092 - Capital Improvement Project Fund
Revenue
092-49726 Transfer from Gas Tax Fund 474,195.00 474,195.00 236,688.24 092-49727 Transfer from General Fund 2,316,696.00 2,486,696.00 980,841.23 092-49728 Transfer from Measure A 784,245.00 784,245.00 244,545.22 092-49729 Transfer from Sewer Fund 1,863,415.00 1,863,415.00 1,095,688.44 092-49732 Transfer from Water Fund 2,012,286.00 2,012,286.00 1,175,602.14 092-49733 Trsfr from Local Trans Fund 10,000.00 10,000.00 0.00 Revenue Total: 7,460,837.00 7,630,837.00 3,733,365.27
Expense
092-102-74100 Construction and Improvements 40,000.00 40,000.00 0.00 Department: 102 - Storm Drain Outfall Repairs and Re-Establishment Total: 40,000.00 40,000.00 0.00 092-205-74100 Construction/Improvements 50,000.00 50,000.00 0.00 Department: 205 - City Hall Repairs Total: 50,000.00 50,000.00 0.00 092-207-70000 Conceptual Plan and Feasibility 50,000.00 50,000.00 0.00 Department: 207 - Santa Ynez River Trail Total: 50,000.00 50,000.00 0.00 092-214-74100 Construction and Improvement 40,000.00 40,000.00 0.00 Department: 214 - City Hall Generator/Electrical Replacement Total: 40,000.00 40,000.00 0.00 092-215-74100 Construction and Improvements 0.00 0.00 56,689.35 Department: 215 - Avenue of Flags Specific Plan-Phase 1 Total: 0.00 0.00 56,689.35 Fiscal
Activity
Current
Total Budget
Original
Total Budget
Variance
Favorable
(Unfavorable)
Status: Not started.

Status: Not started.

Status: Not started.

Status: Not started.

Status: Project Complete.

Percent
Used
Department: 217 - River View Park Basketball Court Resurfacing 80,000.00 0.00%
80,000.00 0.00%
Department: 219 - Engie Project
524,438.18 50.44%
524,438.18 50.44%
Department: 220 - Library at Willemsen Property
-13,970.00 119.96%
-13,970.00 119.96%
Department: 221 - Willemsen House Renovation
95,414.68 4.59%
95,414.68 4.59%
Department: 307 - McMurray Road Widening/TS (13/14)
6,185.00 63.62%
313,515.25 32.58%
50,000.00 0.00%
200,000.00 0.00%
569,700.25 22.17%
Department: 308 - No. Ave of the Flags Park and Ride
50,000.00 0.00%
50,000.00 0.00%
092-217-74100 Construction and Improvement 80,000.00 80,000.00 0.00 Budget Report For Fiscal: 2021-22 Period Ending: 6/30/2022 Department: 217 - River View Park Basketball Court Resurfacing Total: 80,000.00 80,000.00 0.00 092-219-74100 Engie Improvements 1,058,136.00 1,058,136.00 533,697.82 Department: 219 - Engie Project Total: 1,058,136.00 1,058,136.00 533,697.82 092-307-70005 Design and Permitting 17,000.00 17,000.00 10,815.00 092-220-70005 Design and Permitting 0.00 70,000.00 83,970.00 Department: 220 - Library at Willemsen Property Total: 0.00 70,000.00 83,970.00 092-221-70005 Design and Permitting 0.00 100,000.00 4,585.32 Department: 221 - Willemsen House Renovation Total:

0.00 Department: 307 - McMurray Road Widening/TS (13/14) Total: 732,000.00 732,000.00 162,299.75 092-307-71200 Right of Way Acquistion 465,000.00 465,000.00 151,484.75 092-307-71500 Project Management and Inspections 50,000.00 50,000.00 0.00 Construction and Improvements 200,000.00 200,000.00
092-308-70005 Design and Permitting 50,000.00
Variance
Favorable
(Unfavorable)
Original
Total Budget
Current
Total Budget
Fiscal
Activity
50,000.00 0.00
Department: 308 - No. Ave of the Flags Park and Ride Total: 50,000.00 50,000.00 0.00 092-307-74100

0.00 100,000.00 4,585.32
Status: Not started.

Status: Project is nearing completion.

Status: Project is pending Right0f-Way aquisition. Design in progress.

Status: On-going.

Status: Project is in design phase.

Status: Project is in design phase.

Percent
Used
Department: 319 - Road Maintenance Project FY 2020/21
48,850.00 34.87%
139,392.55 80.09%
188,242.55 75.71%
Department: 320 - Road Maintenance (2021/22)
63,025.00 15.97%
74,870.00 11.92%
488,030.00 2.39%
625,925.00 5.16%
Department: 401 - Misc. River View Park Improvements
50,000.00 0.00%
50,000.00 0.00%
Department: 603 - WTP Facilities Improvement (13/14)
120,939.30 19.37%
120,939.30 19.37%
Department: 605 - WTP Backwash Reclamation Improvement Project 35,000.00 0.00%
65,000.00 0.00%
100,000.00 0.00%
Department: 609 - Supplemental Well/WTP Feasibility
50,000.00 0.00%
50,000.00 0.00%
Department: 319 - Road Maintenance Project FY 2020/21 Total: 775,000.00 775,000.00 586,757.45 092-320-70005 Design and Permitting 75,000.00 75,000.00 11,975.00 092-319-71500 Project Management and Inspections 75,000.00 75,000.00 26,150.00 092-319-74100 Construction and Improvements 700,000.00 700,000.00 560,607.45 092-320-74100 Construction/Improvements 500,000.00 500,000.00 11,970.00 092-320-71500 Project Management and Inspection 85,000.00 85,000.00 10,130.00 Department: 320 - Road Maintenance (2021/22) Total: 660,000.00 660,000.00 34,075.00 092-401-74100 Construction and Improvements 50,000.00 50,000.00 0.00 Department: 401 - Misc River View Park Imp. Total: 50,000.00 50,000.00 0.00 092-603-74100 Construction and Improvements 150,000.00 150,000.00 29,060.70 Department: 603 - WTP Facilities Improvement (13/14) Total: 150,000.00 150,000.00 29,060.70 092-605-71500 Project Management and Inspections 35,000.00 35,000.00 0.00 092-605-74100 Construction and Improvements 65,000.00 65,000.00 0.00 Department: 605 - WTP Backwash Reclamation Improvement Project Total: 100,000.00 100,000.00 0.00 092-609-70000 Conceptual Plan and Feasibility 50,000.00 50,000.00 0.00 Department: 609 - Supplemental Well/WTP Feasibility Total: 50,000.00 50,000.00 0.00 Variance
Favorable
(Unfavorable)
Original
Total Budget
Current
Total Budget
Fiscal
Activity
Budget Report For Fiscal: 2021-22 Period Ending: 6/30/2022 Status: Project Complete.

Status: Pending.

Status: Not yet started.

Status: Ongoing.

Status: Not yet started.

Status: Not-yet started.

Percent
Used
Department: 610 - Water Distribution System Improvements 18,153.41 81.85%
18,153.41 81.85%
Department: 612 - Engie Project
547,591.15 66.04%
547,591.15 66.04%
Department: 704 - Sewer Line Replacement
48,950.00 2.10%
200,000.00 0.00%
248,950.00 0.42%
Department: 706 - WWTP Facilities Improvement
199,545.39 33.48%
199,545.39 33.48%
Department: 710 - WWTP Lift Station and Plant Power Reliability 20,000.00 0.00%
280,000.00 0.00%
300,000.00 0.00%
Department: 711 - Improvement
19,231.17 98.10%
19,231.17 98.10%
3,816,027.05 48.92%
092-610-74100 Construction and Improvements 100,000.00 100,000.00 81,846.59 Department: 610 - Water Distribution System Improvements Total: 100,000.00 100,000.00 81,846.59 50,000.00 1,050.00
092-704-74100 Construction and Improvements 200,000.00 200,000.00 0.00 092-612-74100 Engie Improvements 1,612,286.00 1,612,286.00 1,064,694.85 Department: 612 - Engie Project Total: 1,612,286.00 1,612,286.00 1,064,694.85 Fund 092 - Capital Improvement Project Fund Total: 7,460,837.00 7,630,837.00 3,733,365.27 092-711-74100 Engie Improvements 1,013,415.00 1,013,415.00 994,183.83 Department: 711 - Improvement Total: 1,013,415.00 1,013,415.00 994,183.83 Fiscal
Activity
092-710-74100 Construction/Improvements 280,000.00 280,000.00 0.00 Department: 710 - WWTP Lift Station and Plant Power Reliability Total:

Budget Report For Fiscal: 2021-22 Period Ending: 6/30/2022 Variance
Favorable
(Unfavorable)
Original
Total Budget
Current
Total Budget
300,000.00 300,000.00 0.00
Department: 706 - WWTP Facilities Improvement Total: 300,000.00 300,000.00 100,454.61 092-710-71500 Project Management and Inspections 20,000.00 20,000.00 0.00 Department: 704 - Sewer Line Replacement Total: 250,000.00 250,000.00 1,050.00 092-706-74100 Construction and Improvements 300,000.00 300,000.00 100,454.61 092-704-71500 Project Management and Inspections 50,000.00 Status: On-going.

Status: On-going.

Status: In Progress.

Status: On-going.

Status: On-going.

Status: On-going.

Fund Balance Analysis - Capital Improvement Project (CIP) Funding Sources (2021-2022) 6/30/2021 FY 21-22 YTD FY 21-22 YTD FY 21-22 YTD Est. 3/31/22 Change in Fund Equity Revenue Expenditures CIP Funding Fund Equity Fund Balance 001 - General Fund $ 9,668,278.96 $ 10,945,607.35 $ 7,651,961.29 $ 980,841.23 $11,981,083.79 $ 2,312,804.83 005 - Wastewater $ 3,245,025.89 1,257,897.85 172,010.93 986,297.00 $ 3,344,615.81 $ 99,589.92 006 - Wastewater Capital $ 217,512.80 - 9,973.05 - $ 207,539.75 $ (9,973.05) 020 - Water $ 7,181,783.92 2,637,961.66 1,308,644.00 962,338.35 $ 7,548,763.23 $ 366,979.31 021 - Water Capital $ 376,774.06 15,190.00 24,898.12 - $ 367,065.94 $ (9,708.12) 025 - Gas Tax $ 462,570.17 313,162.51 129,856.96 236,688.24 $ 409,187.48 $ (53,382.69) 027 - Local Transportation Fund $ 241,229.42 68,443.88 22,961.40 - $ 286,711.90 $ 45,482.48 031 - Measure A $ 715,758.72 477,934.91 63,500.00 244,545.22 $ 885,648.41 $ 169,889.69 Totals: 22,108,933.94 $ $ 15,716,198.16 $ 9,383,805.75 $ 3,410,710.04 $ 25,030,616.31 $ 2,921,682.37 Fund

CITY OF BUELLTON
City Council Agenda Staff Report

City Manager Review: SW
Council Agenda Item No.: 4

To: The Honorable Mayor and City Council
From: Shannel Zamora, Finance Director
Meeting Date: October 13, 2022
Subject: Annual Report from the Buellton Visitors Bureau for the Period July 2021 through June 2022

BACKGROUND
Attachment 1 is the required Annual Fiscal Year-end Report on Visitors Bureau activities from July 2021 through June 2022, as required by the City’s contract with the Chamber of Commerce for operation of the Visitors Bureau. The annual report will be posted on the City’s website. The Visitors Bureau will make a presentation and be available to answer questions from the City Council.

RECOMMENDATION
That the City Council receive the Annual Report from the Buellton Visitors Bureau.

ATTACHMENTS
Attachment 1 – July 2021 through June 2022 Annual Report Presentation

BUELLTON VISITORS BUREAU
July 1, 2021-June 30, 2022 Year End Report

LOOKING BACK TO THE

BEGINNING OF THE

STRATEGIC MARKETING PLAN

Tourism Marketing for Buellton, CA
The task of marketing Buellton falls to the Buellton Visitors Bureau, which is funded by the City of Buellton and managed by the Buellton Chamber of Commerce.

The Visitors Bureau is charged with creating awareness for the destination and influencing potential overnight visitors to stay. These efforts are necessary to make potential visitors aware of the destination, but to also improve its competitive position within the Central Coast marketplace, and to increase revenues, employment and local taxes.

In 2017, the Buellton Chamber of Commerce enlisted destination marketing consultant SMG Consulting to develop a Destination Marketing Action Plan to guide their efforts. The purpose of this plan was twofold: (1) to bring together the ideas and thoughts and insights of the stakeholders and (2) use those ideas to develop a cohesive approach to promoting the destination.

Adapted from: “Buellton Visitors Bureau Tourism Marketing Action Plan” - SMG Consulting

The 2017 Tourism Marketing Action Plan
Overall Strategic Goal:
➢ Increase tourism spending in
the City of Buellton from the
current estimated $60 million to
over $75million over the next
five years by effectively
promoting tourism in a way that
optimizes both Buellton’s assets
by using the regions assets
including its gateway location,
recreation, agriculture, history
while working to support the
rural small town attributes.

The 2017 Tourism Marketing Action Plan, cont.

Supplementary Goals:
➢ Generate an overall awareness and distinct positioning for Buellton including its assets, special events, and local culture in an effort to attract visitors and increase travel spending.
➢ Generate targeted unique visitors to the Buellton Visitor Bureau website from its current 38,000 to approximately 75,000 in an effort to influence consumers to visit the area.
➢ Generate incremental overnight visitation and travel spending. ➢ To serve as a catalyst in the tourism industry in Buellton and the region bringing together all elements of the industry in an effort to effectively compete. ➢ Increase awareness among local residents and public officials the importance of tourism to the local economy.

Putting The Plan In Action
Branding
✓ To create awareness, clearly differentiate Buellton, and to effectively position Buellton as a unique travel destination. Branding efforts must also work to position Buellton as a place that offers visitors the opportunity to experience Santa Barbara County in a different more easy to navigate and relaxed way.

Website
✓ Upgrade the website. Upgrade the responsive tourism website that includes the previously mentioned branding along with expanded visitor information, is a critical first step for Buellton. It should include a blend of content that reflects why Buellton is different and helps inspire the target segments to plan a visit. ✓ Continue to invest in developing ongoing content for the website and other channels. This should include photography, video, and written content.

First Major Milestone - July 2018
1949
• California Highways And Public
Works calls Buellton “Service
Town, U.S.A.” in a two-part
editorial series.
1992
• The City of Buellton was founded.
• The City contracted with the
Buellton Businessmen’s
Association (Buellton Chamber of
Commerce) to operate a visitors
bureau on behalf of the city.
2000
• Buellton Visitor's Bureau brochure
headlines with “Discover
Buellton”. No distinct logo in use.
• Tagline – Heart of the Santa Ynez
Valley
2008
• Joint logo developed for Buellton
Visitors Bureau and Chamber of
Commerce.
• Tagline – Gateway to the Valley
2014
• Joint logo for Buellton
Visitors Bureau and Chamber
of Commerce evolved.
• Tagline – Eat, Stay & Play!!
• Theme - #visitbuellton
2018
•Distinct identity established for
Buellton Visitors Bureau.
•Tagline – Small Town, Big
Adventure
•Theme - #skipthebigcities

Putting The Plan In Action, cont.

Interactive / Social Media Marketing
✓ Continue to invest in a digital media plan to build awareness for Buellton and drive traffic to the website. It should include a mix of brand building online display ads, paid search, social media, eblasts, video, and should be managed in such a way to optimize the budget. ✓ Continue to support social media accounts on Facebook etc. Consider setting up new accounts on other social sites as needed.
✓ Continue the email newsletter. This should include content that differentiates the destination, and introduces the local community culture to visitors. Include stories, video images, events, messaging, and seasonally appropriate specials. Grow the email database should be a primary goal for the above mentioned digital media plan. Email signups should continue to be one of the goals of the new website.

Putting The Plan In Action, cont.

Visitor Information
✓ Promote the upgraded Buellton website as the primary visitor information tool. Include the new Buellton website address in every marketing initiative and encourage regional tourism related businesses and tourism officials to include in their marketing materials.

Out Of Market Content Development
✓ Develop basic tools including the following: A series of video, photography and copy that tells the story of Buellton and how it’s different from other places within the county. Photography that depicts the Buellton visitor experience. Video for inclusion on the website and social media channels.
✓ Provide ongoing fulfillment of information requests. As awareness for Buellton slowly increases there will be continuing requests for information, story ideas, photos, and video from media sources looking to add Buellton to stories or to create stories.

Putting The Plan In Action, cont.

Sales
✓ Implement a unified approach for attracting visitors to Buellton by attending appropriate consumer and trade shows to attract target segments.
✓ Leverage trade show exposure and budget by attending specific shows with neighboring destinations in the Central Coast and Visit California. Work to develop a regional presence and reduce costs at the same time.
✓ Continually review trade shows to ensure there is value in creating awareness and demand for Buellton.
✓ Take advantage of Visit California domestic and international sales opportunities as appropriate.

Putting The Plan In Action, cont.

Advertising
✓ Develop a media plan for advertising placements in specific Southern and Central California target segments.
✓ Create advertisements using messages and photos that effectively promote Buellton’s key attractions. Include photos and message points about area attractions to use as hooks to increase awareness of highly recognized areas.
✓ As the main visitor information tool, drive potential visitors to the new website by making it the primary call to action in every ad and communication piece.

The Results: 2017 to 2022
➢ Overall Strategic Goal: Increase tourism spending in the City of Buellton from the current estimated $60 million to over $75million
According to the City of Buellton Transient Occupancy Tax 2021-22 report dated July 2022, the Estimated TOT to be received for this FY was $3,600,000; and receipts in the FY totaled $4,292,382. This was a 42.1% increase over last year.

Utilizing SMG’s formula, this tells us tourism spending was approximately $16,259,022.70 from July 2021-May 2022.
➢ Supplementary Goal: Generate targeted unique visitors to the Buellton Visitor Bureau website from its current 38,000 to approximately 75,000 FY 21/22 closed out the year with 76,348 unique visits, reaching and exceeding the original goal set by the Marketing Action Plan with steady YoY growth. * See SMG Formula here.

Last Year: By The Numbers
In addition to the audience growth seen in unique visitors to our website, Discover Buellton has seen audience growth and engagement in the following areas since adopting the Marketing Action Plan:

Email Database: 3.6% Growth
Facebook: 2.6% Audience Growth / 664,573 Reach
Instagram: 12.6% Audience Growth / 25,332 Reach
YouTube: 255k+ Views / 1.2k Hours
VisitWidget App: 183 Downloads / 715 Users
Meet Us In Buellton Podcast: 959 Listens (Since Implementation - June 2021)

Buellton Visitors Bureau Budget
Income
7/1/21 – 6/30/22
City of Buellton $450,000.00
Expenses
7/1/21 –
6/30/22
Spent Budget
T-1 Operation
of VB
132,060.79 134,811.00
T-2 Grants/
Specific
Projects
10,915.78 12,000.00
T-3 Economic
Dev.
12,568.00 7,500.00
T-4 Promo/
Advertising
302,396.30 295,689.00
Total Expenses 457,940.87 450,000.00
Expenses
T-1 T-2 T-3 T-4
Over 65% of the
budget was used
for Promotion &
Advertising

Comparison of TOT to VB allocation
90%
10%
Percentage of VB Allocation
compared to TOT collected by the
City
Total TOT
VB Allocation
Over $4 million
was collected in
TOT for the
fiscal year 21/22.

Highest amount
collected in the
history of the
City of Buellton.
10% was used
for tourism
marketing.

Visitor Traffic 2021-2022
Walk-Ins &
Calls Mailings Total Contacts
July 229 1 230
August 294 2 296
September 266 1 267
October 262 0 262
November 216 0 216
December 187 1 188
January 250 0 250
February 246 1 247
March 313 2 315
April 231 3 234
May 240 10 250
June 187 3 190
Totals 2921 24 2945
We saw quite an uptick
in calls and walk-ins this
year as more people hit
the road to travel.

More group travel,
weddings, reunions
were taking place and
the need for welcome
bags increased this year
as well.

The County provided
Covid-19 testing kits that
were free of charge.

The Visitor’s Center was
a distribution point for
these kits and a total of
219 kits were distributed
in January and February.

Q1 300
Q2 1
Q3 20
Q4 160
Totals 481
Visitor Bags

Who’s looking at
Buellton?
DiscoverBuellton.com
Top countries visiting our website are:
• USA
• Canada
• China
• United Kingdom
• Ireland
Top states in the USA
• California
• New York
• Texas
• Washington
• Ohio
DiscoverBuellton.com sees
significant traffic from around the
world.

With the USA being our top visitor,
we also attract visitors from around
the globe. Canada continues to be
a top visitor, especially when
restrictions lifted at the border and
allow them to freely enter our
country. China and the UK have
been long time visitors to our
region and Ireland is a newer
market to show interest in our area
since the pandemic.

On a domestic level, Californians
are our largest market, with
southern CA making weekend
visits to escape the city. New York,
Texas and Washington continue to
show interest in our area and Ohio
is a new market to explore our
destination since the pandemic.

Who are these Visitors?
Over 50% of the visitors to our
site were male. This is a
change from years past when
females were more influential
when searching destinations.

We show the visitors to our site are
within all age ranges 25-65, which
makes our destination attractive
when we can engage and attract
visitors of all ages.

54.1%

45.9%
Gender
Male Female

We were back in person this year for the LA Travel & Adventure Show. We spoke with numerous people from LA and surrounding areas who were anxious to hear what was new in our area, especially since the pandemic.

We collected emails, shared information, maps and gave away some Buellton First Aid Kits. We rented a TV to showcase our new video commercials which drew attention as people approached or passed by our booth.

LA continues to be our feeder market and it was great to be back down in their backyard promoting Buellton.

Travel Shows Returned!

IPW International Travel Show
• We partnered with Visit the Santa Ynez Valley at the IPW International show in Orlando, Florida. Now with our borders opening, international travel is starting to return, so this was a great opportunity to share with travel agents, tour operators and travel writers, things to do and see here in the Valley. Our PR team was in the Media Market Place to meet with travel writers.

Public Relations Snapshot
• We continue to work with 360View PR for our media leads, story pitches and facilitating travel media visits to Buellton. We hosted influencers and travel writers this year and saw an increase in our engagements and media coverage overall.
80 Pieces of
Coverage

1.75B Online
Readership

78.4M
Engagements

39.4K Social
Shares

50.5M
Advertising Value
Equivalency

7.05K Individual
Media Pitched
11 Media Visits

Influencer Trip
• We hosted 6 travel influencers who stayed a couple of days in Buellton and along with our partners we were able to show them everything we have to offer in Buellton. From the Botanic Garden, horseback riding, ostriches, Community Clayworks, wine tasting, food and more. They gave us a great amount of exposure on their social media channels.

PR Highlights
Quarter 1
➢ Eater.com's "18 Roadtrip Worthy Central Coast Restaurants - 2021 Edition" ➢ USAToday.com's "Under The Radar Attractions To Visit On Your Next Vacation" ➢ Cheapism.com's "Gorgeous Weekend RV Trips To Take This Fall" Quarter 2
➢ MSN.com / Thrillist.com's "11 Weekend Getaways Within 5 Hours of LA That Are Perfect for Fall" ➢ Lifeny.com "Top 14 Places You Can Travel With A Baby" ➢ LAEater.com's "Best Places To Eat In Central Coast Wine Country" ➢ TravelCurator's "California's Most Unique Wine Tasting Experiences" ➢ TravelAndLeisure.com's "50 Best Places To Travel In 2022" Quarter 3
➢ Cheapism.com’s “50 Iconic Movie Locations Around the World” ➢ TravelandLeisure.com’s “23 Amazing Glamping Spots in California” ➢ Tiny Beans.com’s “35 Glamping Spots & Cozy Cabins Perfect for Spring” Quarter 4
➢ The Dixon Pilot’s “The Best Family-Friendly Spring RV Destinations” ➢ JetPlane Mommy’s “Discover Buellton with Me”
➢ Rocknroamgirl’s “Getaway in California's Wine Country – Buellton” ➢ RomyRaves’ “5 Unique Things To Do in Buellton California”

Print
Advertising
• Central Coast Map
• Westways, Discover
• CA Road Trips
• Visit SYV Visitor Guide
• Certified Folder Displays
• California 101
• Yosemite Journal
• Good Housekeeping
• Women’s Day
• Adamo Nest Magazine, Canadian Market
• San Diego Magazine
• Buellton Map – Map updates and Reprint
• WorldMark Timeshare in Solvang – TV Video Commercials With the increase in travel
this year, we increased our
print and digital footprint to
capture those looking to
travel. With an emphasis on
road trips, outdoor adventure
and escaping the ordinary,
we worked with local, state
and international
publications.

Once Canada was open, we
began seeing a Canadian
market come back, both
from eastern and western
Canada, so we produced a
couple of ads to hit that
market as well.

Having a presence in both
digital and print allows us to
be seen in a variety of
markets and demographics.

We also placed our
brochures in the Certified
Folder displays across the
Central Coast for people to
discover along their road
trip.

Print Publications

Buellton Digital Marketing Stories
https://discoverbuellton.com/Savor-the-Flavors/ https://discoverbuellton.com/best-of-buellton/

New In FY 21/22
As a way to drive traffic to Buellton businesses, collect guest data and build engagement with guests through the Visitors Center we launched a new digital passport called Discover Buellton Exclusives, in partnership with Bandwango. It will run for one year (into FY 22/23), and includes two geo-based activities:

Check-In Challenge
Earn prizes based on the number of locations visited.

One Time Offers
Special pass-only discounts and offers for first time use.

New In FY 21/22
We participated in a Co-Op opportunity on Pinterest with Central Coast Tourism Council.

Three Unique Themed Campaigns Ran December 2021-July 2022 THEME 1: The Greatest Gift Is A Memory
THEME 2: Escape Completely
THEME 3: Summer Like You Mean It
Results Pending
At Time of Campaign Report: 203,287 Impressions /
5,174 Clicks
At Time of Campaign Report: 193,812 Impressions /
3,252 Clicks

New In FY 21/22
A new award for our general destination commercial:

GOLD - 2021 Davey Award
General Travel/Tourism Category

New In FY 21/22
In April 2022 we acquired the rights to the original Industrial Way SBC brand, social media channels, website and
complete portfolio of assets. While we don’t have a strong plan for this as of yet, we now have the flexibility to create one and further support Industrial Way businesses.
industrialwaysbc.com

Meet Us In Buellton Podcast
The Meet Us In Buellton Podcast
Season 1 is a wrap!
32 Episodes
Will remain available on all podcast
platforms.

Shop Buellton Get Rewarded
The Shop Buellton, Get Rewarded Program
➢ Each year we allocate a portion of our Visitors Bureau budget to event sponsorships, to help attract events to the city that will encourage visitors to come to the area and support local businesses. Due to the pandemic there were no events, so we redirected some of these funds to a direct benefit for Buellton called the Shop Buellton, Get Rewarded program. It awarded a random $25 gift card to Buellton restaurants for every $100 spent at any Buellton business.
➢ We purchased 268 gift cards directly from over 30 Buellton restaurants eateries, and the promotion was so popular among locals and visitors alike that we ran out of gift cards twice.

McMurray Rd Billboard
The Billboard on McMurray Road is switched out throughout the year to advertise the various events going on in Buellton as well as welcoming our visitors to Buellton. With events coming back this year, we were able to showcase all of these occasions and welcome our visitors.

Winter Fest Winter Fest was back in force in
2021. We brought back the
Breakfast with Santa, the parade
and the Holiday Village. We had
a tremendous turnout and kids
and families were glad to be
back to doing something normal
to celebrate the holiday season.

This event continues to grow and
draw people of all ages from
around the Central Coast.

We partner with the Buellton
Rec, Senior Center and the
Chamber of Commerce to put on
this signature event.

FY 21/22 Key Dates
Quarter 1
➢ In Buellton News: Buellton Wine & Chili Festival was held on September 12; Aly’s Grill From Brazil opened September 18. ➢ Pandemic News: COVID-19 Delta Variant caused Santa Barbara County to reinstate indoor mask mandate on August 6; FDA approved the Pfizer COVID vaccine on August 23, 2021. ➢ In National News: California Recall Election took place September 16; Afghanistan withdrawal took place August 30; Hurricane Ida ravaged the south and northeast coast August 29-September 4; Gabby Petito disappearance received broad media coverage.

Quarter 2
➢ In Buellton News: Scarecrow Fest was held October 2021; Nominated for America’s Main Streets Contest; the inaugural Buellton Fall Fest was held on Avenue of Flags November 11-13; Fig Mtn Brew’s 11th Anniversary; Buellton Winter Fest was held December 5.
➢ In Local News: Alisal Fire closed Highway 101 from October 11-14; Massive oil spill of approximately 144,000 gallons occurred in Huntington Beach; Santa Barbara County Wine Region was named 2021 Wine Region of the Year by Wine Enthusiast.

Quarter 3
➢ In Buellton News: Santa Ynez Valley Restaurant Weeks was held January 17-31; Buellton Wine & Chili Festival was held March 20.
➢ In Pandemic News: COVID-19 Omicron brought a third wave of cases to the US, with high cases reported in every district through January and much of February, when the wave finally started to subside.

Quarter 4
➢ In Buellton News: Lagerville was held April 9; Buellton Brew Fest was held May 7; started Discover Buellton Exclusives pass.

Thank you for allowing us the opportunity
to market Buellton as a destination.
#SkipTheBigCities

CITY OF BUELLTON
City Council Agenda Staff Report

City Manager Review: SW
Council Agenda Item No.: 5

To: The Honorable Mayor and City Council
From: Andrea Keefer, Planning Director
Meeting Date: October 13, 2022
Subject: Consideration of a New Contract with Metro Ventures Ltd. for Irma L. Tucker to Provide Professional Planning
Services
________________________________________________________________________

BACKGROUND
The contract for Irma L. Tucker of Metro Ventures, for professional planning services, expires on November 10, 2022. Ms. Tucker has assisted the Planning Department by taking on major special projects and work that is subject to reimbursement by major developers, to reduce the overall Department workload and to provide essential staffing coverage during a period of time of significantly reduced full time staff in the Planning Department.

Ms. Tucker has worked at total of 506 hours from March 3, 2022 through August 31, 2022. This is approximately 70% of the total allowable under the Metro Ventures contract. 37.5 of those 506 hours have been billed to private projects for reimbursement. Therefore, the total charged to the City during this six month period is $44,023.50, including $3,037.50 of that amount billed to private projects.

Additionally, 24.5 hours have been billed toward Housing Element preparation, which are reimbursable to the City through the LEAP and REAP grants, for a total of $1,984.50. This is consistent with the scope of the Metro Ventures contract being major special projects and reimbursable work.

As anticipated under the current contract, Ms. Tucker spent a larger portion of her contract hours than is typical on tasks which are reimbursed through the General Fund. This occurred as a result of the additional temporary staffing gap due to the anticipated extended medical leave of the Planning Director and the lack of a full time Assistant Planner during a large portion of time under the current contract. It is anticipated that Ms. Tucker will expend the total amount of the current contract, however, will not exceed the contract amount.

Metro Ventures Contract Page 2 October 13, 2022
The services provided by Ms. Tucker through Metro Ventures continue to fill the ongoing staffing gap for the City. The Planning Department anticipates that a full time Assistant/Associate Planner will be hired in November 2022. The Planning Department is currently undertaking several long-range planning efforts, as well as processing several large private development projects in the City. At the time of the last request for a new contract with Metro Ventures, Staff anticipated that there would be a need for Ms. Tucker’s services through November 10, 2022. However, based upon the current workload of the Department, anticipated timeline for several projects currently underway, and a significant reduction in Planning Department staff that has occurred over the last six months; Ms. Tucker’s services will continue to be necessary to complete these projects within anticipated timelines and to allow for a smooth transition back into having a full time Assistant/Associate Planner. The proposed contract would be for a total contract amount of $72,000 at a rate of $100 per hour (720 hours total), beginning on November 10, 2022 and ending on May 10, 2024. Once all funds are expended under the contract, any additional hours would need to be reviewed separately, and would be subject to approval by the City Council.

Ms. Tucker has been working on a number of projects which are being funded through outside sources, such as grant funding or developer reimbursement. While the work funded through these sources will continue, the proportion of work that will be paid for through general fund expenditures is unknown at this time. Several of the projects Ms. Tucker is currently working on include the following:

Long Range:
• River Trail Grant Application
• Housing Element
• LUCE Update
Current Planning:
• Creekside Village Mixed Use Project, 480 Avenue of Flags • The 518 Mixed Use Project, 518 Avenue of Flags
• Conceptual Feed Store Project, 545 Avenue of Flags
• Chanin Wines Project, 291 Industrial Way
• BUE 17 Specific Plan
• Other inquiries for potential projects within Avenue of Flags Specific Plan The total proposed contract would be for an amount of $72,000, at $100 per hour.

This would anticipate an average of approximately 14 hours per week over a period of one year. However, depending on the work load, the funds may be expended earlier than one year, or may be expended past one year. It is anticipated that the funds will be expended prior to the expiration date of the contract. The contract would not exceed the amount listed above without separate review and approval by City Council. Ms. Tucker’s services will be invaluable to help alleviate delays and allow the Planning Department to continue to provide timely services.

Metro Ventures Contract Page 3 October 13, 2022
This independent consultant position does not include any benefits, which are provided to Ms. Tucker through her employer or otherwise. Metro Ventures is a private company that employs Ms. Tucker and regularly makes her available to cities and other entities needing planning expertise. Under the existing contract, Ms.

Tucker is given assignments of major projects with key due dates, and she then works out the best schedule for the completion of her tasks. In addition, she is required to check in at City Hall at least twice a month but otherwise determines whether she will work at City Hall or at her home office, depending on the work to be done and her overall schedule.

FISCAL IMPACT
The total fiscal impact to the City would be $72,000. A budget amendment would be required. It is anticipated that a portion of her contract will be covered by private development reimbursement and grant funds that have been awarded to the City to cover the cost of consultant services for certain work. While efforts will be made to cover as much of the contract’s costs with private development reimbursement and grant funding, the amount of future reimbursable work is not known at this time. Therefore, the maximum fiscal impact to the City beyond what is currently budgeted would be $72,000.

RECOMMENDATION
Staff recommends that the City Council authorize the City Manager to enter into a new contract for Contract Planning Services with Metro Ventures Ltd. beginning November 10, 2022 and ending on May 10, 2024 for a total contract amount not to exceed $72,000, with a rate of $100 per hour.

ATTACHMENTS
Attachment 1 – Draft Contract

IRV #4823-8106-7689 v2

AGREEMENT FOR PLANNING PROJECT SERVICES

BETWEEN

CITY OF BUELLTON
AND
METRO VENTURES LTD.

This AGREEMENT FOR PLANNING PROJECT SERVICES BETWEEN THE CITY OF BUELLTON and METRO VENTURES LTD. (“AGREEMENT”), is made and entered into this ____ day of___________, 2022 by and among the CITY OF BUELLTON a municipal corporation (“CITY”) and METRO VENTURES LTD., a California business entity (“CONSULTANT”).

In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:

SECTION 1. TERM OF AGREEMENT.

Subject to the provisions of SECTION 19 “TERMINATION OF AGREEMENT” of this AGREEMENT, the term of this AGREEMENT shall be for a period commencing November 10, 2022 and continuing through May 10, 2024. Such term may be extended upon written agreement of both parties to this AGREEMENT.

Notwithstanding the foregoing, the City Manager and Planning Director shall have the responsibility to review CONSULTANT’s workload and performance on the first business day of March 2023, June 2023, September 2023, December 2023, and March 2024 and may reduce the SCOPE OF SERVICES or may terminate the AGREEMENT pursuant to Section 19 if it is found that the SCOPE OF SERVICES can be carried out by CITY staff without CONSULTANT’s assistance.

SECTION 2. SCOPE OF SERVICES.

CONSULTANT agrees to perform the services set forth in EXHIBIT “A”, “SCOPE OF SERVICES” and made a part of this AGREEMENT.

SECTION 3. ADDITIONAL SERVICES.

CONSULTANT shall not be compensated for any services rendered in connection with its performance of this AGREEMENT which are in addition to or outside of those set forth in this AGREEMENT or listed in EXHIBIT “A” unless such additional services are authorized in advance and in writing by the City Council or City Manager of CITY.

CONSULTANT shall be compensated for any such additional services in the amounts and in the manner agreed to by the City Council or City Manager.

SECTION 4. COMPENSATION AND METHOD OF PAYMENT.

Subject to any limitations set forth in this AGREEMENT, CITY agrees to pay CONSULTANT the amounts specified in EXHIBIT “A” and made a part of this

AGREEMENT,
Each month CONSULTANT shall furnish to CITY an original invoice for all work performed and expenses incurred during the preceding month. The invoice shall detail

IRV #4823-8106-7689 v2
charges for labor only (by sub-category). CITY may provide office space and supplies, which CONSULTANT may choose to use. Time spent on travel and mileage to and from home are not included as part of this AGREEMENT, however the CONSULTANT shall be compensated for travel time and mileage incurred using a private vehicle while performing services under this AGREEMENT as authorized by the City Manager. CITY shall independently review each invoice submitted by the CONSULTANT to determine whether the work performed and expenses incurred are in compliance with the provisions of this AGREEMENT. In the event that no charges or expenses are disputed, the invoice shall be approved and paid according to the terms set forth in subsection (c). In the event CITY disputes any charges or expenses, the original invoice shall be returned by CITY to CONSULTANT for correction and resubmission.

Except as to any charges for work performed or expenses incurred by CONSULTANT which are disputed by CITY, CITY will use its best efforts to cause CONSULTANT to be paid within thirty (30) days of receipt of CONSULTANT invoice.

Payment to CONSULTANT for work performed pursuant to this AGREEMENT shall not be deemed to waive any defects in work performed by CONSULTANT.

SECTION 5. INSPECTION AND FINAL ACCEPTANCE.

CITY may inspect and accept or reject any of CONSULTANTs work under this AGREEMENT, either during performance or when completed. CITY shall reject or finally accept CONSULTANTs work within sixty (60) days after submitted to CITY. CITY shall reject work by a timely written explanation, otherwise CONSULTANTs work shall be deemed to have been accepted. CITY’s acceptance shall be conclusive as to such work except with respect to latent defects, fraud and such gross mistakes as amount to fraud. Acceptance of any of CONSULTANTs work by CITY shall not constitute a waiver of any of the provisions of this AGREEMENT including, but not limited to, sections 15 and 16, pertaining to indemnification and insurance, respectively.

SECTION 6. OWNERSHIP OF DOCUMENTS.

All original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents prepared, developed or discovered by CONSULTANT in the course of providing any services pursuant to this AGREEMENT shall become the sole property of CITY and may not be used, reused or otherwise disposed of by CITY without the permission of the CONSULTANT. Upon completion, expiration or termination of this AGREEMENT, CONSULTANT shall turn over to CITY all such original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents.

SECTION 7. CONSULTANTS BOOKS AND RECORDS.

CONSULTANT shall maintain any and all documents and records demonstrating or relating to CONSULTANTs performance of services pursuant to this AGREEMENT. CONSULTANT shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, or other documents or records evidencing or relating to work, services, expenditures and disbursements charged to CITY pursuant to this AGREEMENT. Any and all such documents or records shall be maintained in accordance with generally accepted accounting principles and shall be sufficiently complete and detailed so as to permit an accurate evaluation of the services provided by CONSULTANT pursuant to this AGREEMENT. Any and

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all such documents or records shall be maintained for three years from the date of execution of this AGREEMENT and to the extent required by laws relating to audits of public agencies and their expenditures.

Any and all records or documents required to be maintained pursuant to this section shall be made available for inspection, audit and copying, at any time during regular business hours, upon written request by CITY or its designated representative. Copies of such documents or records shall be provided directly to the CITY for inspection, audit and copying when it is practical to do so; otherwise, unless an alternative is mutually agreed upon, such documents and records shall be made available at CONSULTANTs address indicated for receipt of notices in this AGREEMENT.

Where CITY has reason to believe that any of the documents or records required to be maintained pursuant to this section may be lost or discarded due to dissolution or termination of CONSULTANTs business, CITY may, by written request, require that custody of such documents or records be given to the requesting party and that such documents and records be maintained by the requesting party. Access to such documents and records shall be granted to CITY, as well as to its successors-in-interest and authorized representatives.

SECTION 8. STATUS OF CONSULTANT.

CONSULTANT is and shall at all times remain a wholly independent contractor and not an officer, employee or agent of CITY. CONSULTANT shall have no authority to bind CITY in any manner, nor to incur any obligation, debt or liability of any kind on behalf of or against CITY; whether by contract or otherwise, unless such authority is expressly conferred under this AGREEMENT or is otherwise expressly conferred in writing by CITY.

The personnel performing the services under this AGREEMENT on behalf of CONSULTANT shall at all times be under CONSULTANT’s exclusive direction and control. Neither CITY nor any elected or appointed boards, officers, officials, employees or agents of CITY, shall have control over the conduct of CONSULTANT or any of CONSULTANTs officers, employees or agents, except as specifically set forth in this AGREEMENT. Neither CONSULTANT nor any of CONSULTANT’s officers, employees or agents shall at any time or in any manner represent that they, or any of them, are in any manner officials, officers, employees or agents of CITY.

Neither CONSULTANT nor CONSULTANT’s officers, employees or agents, shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to CITY’s employees. To the fullest extent permitted by any applicable law(s), CONSULTANT expressly waives any claim(s) CONSULTANT or CONSULTANT’s officers, employees or agents may have to any such rights.

SECTION 9. STANDARD OF PERFORMANCE.

CONSULTANT represents and warrants that it has the qualifications, experience and facilities necessary to properly perform the services required under this AGREEMENT in a thorough, competent and professional manner. CONSULTANT shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all services described herein. In meeting its obligations under this AGREEMENT, CONSULTANT shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing services similar to those required of CONSULTANT under this AGREEMENT.

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SECTION 10. COMPLIANCE WITH APPLICABLE LAWS, PERMITS AND LICENSES.

CONSULTANT shall keep itself informed of and comply with all applicable federal, state and local laws, statutes, codes, ordinances, regulations and rules in effect during the term of this AGREEMENT. CONSULTANT shall obtain any and all licenses, permits and authorizations necessary to perform the services set forth in this AGREEMENT. Neither CITY, nor any elected or appointed boards, officers, officials, employees or agents of CITY, shall be liable, at law or in equity, as a result of any failure of CONSULTANT to comply with this section.

SECTION 11. NONDISCRIMINATION.

Basic Provisions. In performing the Work, CONSULTANT agrees as follows:
(1) CONSULTANT will not discriminate against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, age, sexual orientation, or military and veteran status. (as those terms are defined by the California Fair Employment and Housing Act—Government Code Section 12900-12996), except where such discrimination is based on a bona fide occupational qualification. CONSULTANT will take positive action or ensure that applicants are employed, and that employees are treated during employment with CONSULTANT, without regard to their race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, age, sexual orientation, or military and veteran status. (as those terms are defined by the California Fair Employment and Housing Act—Government Code Section 12900- 12996), except where such discrimination is based on a bona fide occupational qualification.

Such action shall include but not be limited to the following: Employment upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. CONSULTANT agrees to post in conspicuous places, available to its employees and applicants for employment, notices to be provided by CITY setting forth the provisions of this nondiscrimination clause. (2) CONSULTANT will, in all solicitations or advertisements for employees placed by or on behalf of CONSULTANT, state that all qualified applicants will receive consideration for employment without regard to race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, age, sexual orientation, or military and veteran status. (as those terms are defined by the California Fair Employment and Housing Act—Government Code Section 12900- 129961), except where such discrimination is based on a bona fide occupational qualification. (3) CONSULTANT will comply with all applicable training requirements under state and federal harassment prevention laws for its officers, employees or agents and otherwise take reasonable steps to prevent harassment of CITY employees by CONSULTANT’s officers, employees and agents on the basis of their actual or perceived race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, age, sexual orientation, or military and veteran status.

SECTION 12. UNAUTHORIZED ALIENS.

CONSULTANT hereby promises and agrees to comply with all of the provisions of the Federal Immigration and Nationality Act, 8 U.S.C.A. §1101, et seq. as amended, and in connection therewith, shall not employ unauthorized aliens as defined therein. Should

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CONSULTANT so employ such unauthorized aliens for the performance of work and/or services covered by this AGREEMENT, and should any liability or sanctions be imposed against CITY for such use of unauthorized aliens, CONSULTANT hereby agrees to and shall reimburse CITY for the cost of all such liabilities or sanctions imposed, together with any and all costs, including attorneys’ fees, incurred by CITY.

SECTION 13. CONFLICTS OF INTEREST.

CONSULTANT covenants that neither it, nor any officer or principal of its firm, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of CITY or which would in any way hinder CONSULTANTs performance of services under this AGREEMENT. CONSULTANT further covenants that in the performance of this AGREEMENT, no person having any such interest shall be employed by it as an officer, employee, agent or subcontractor without the express written consent of the City Manager.

CONSULTANT agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of CITY in the performance of this AGREEMENT.

CITY understands and acknowledges that CONSULTANT is, as of the date of execution of this AGREEMENT, independently involved in the performance of services for other governmental agencies, community organizations, and/or private parties.

CONSULTANT is unaware of any stated position of CITY relative to such projects. Any future position of CITY on such projects shall not be considered a conflict of interest for purposes of this section.

SECTION 14. CONFIDENTIAL INFORMATION; RELEASE OF INFORMATION.

All information gained or work product produced by CONSULTANT in performance of this AGREEMENT shall be considered confidential, unless such information is in the public domain or already known to CONSULTANT. CONSULTANT shall not release or disclose any such information or work product to persons or entities other than CITY without prior written authorization from the City Manager, except as may be required by law.

CONSULTANT, its officers, employees, agents or subcontractors, shall not, without prior written authorization from the City Manager or unless requested by the City Attorney of CITY, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this AGREEMENT. Response to a subpoena or court order shall not be considered “voluntary” provided CONSULTANT gives CITY notice of such court order or subpoena.

If CONSULTANT, or any officer, employee, agent or subcontractor of CONSULTANT, provides any information or work product in violation of this AGREEMENT, then CITY shall have the right to reimbursement and indemnity from CONSULTANT for any damages, costs and fees, including attorney’s fees, caused by or incurred as a result of CONSULTANT’s conduct.

CONSULTANT shall promptly notify CITY should CONSULTANT, its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this AGREEMENT and the work performed thereunder. CITY retains the right, but has no obligation, to represent

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CONSULTANT or be present at any deposition, hearing or similar proceeding. CONSULTANT agrees to cooperate fully with CITY and to provide CITY with the opportunity to review any response to discovery requests provided by CONSULTANT, However, this right to review any such response does not imply or mean the right by CITY to control, direct, or rewrite said response.

SECTION 15. INDEMNIFICATION.

INDEMNITY FOR OTHER THAN PROFESSIONAL LIABILITY: Other than in the performance of professional services and to the full extent permitted by law, CONSULTANT shall indemnify, defend and hold harmless CITY, and any and all of its boards, employees, officials and agents from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorney’s fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this AGREEMENT by CONSULTANT or by any individual or entity for which CONSULTANT is legally liable, including but not limited to officers, agents, employees or subcontractors of CONSULTANT. With respect to the performance of professional services, CONSULTANT shall indemnify, defend, and hold harmless CITY and the above-listed indemnitees to the greatest extent allowable by California law and this AGREEMENT shall not be construed to require CONSULTANT to indemnify, defend, or hold harmless City or said indemnitees in violation of any provision of California law.

SECTION 16. INSURANCE.

CONSULTANT agrees to obtain and maintain in full force and effect during the term of this AGREEMENT the insurance policies set forth in EXHIBIT “B” “INSURANCE” and made a part of this AGREEMENT. All insurance policies shall be subject to approval by CITY as to form and content. These requirements are subject to amendment or waiver if so approved in writing by the City Manager. CONSULTANT agrees to provide CITY with copies of required policies upon request.

SECTION 17. ASSIGNMENT.

The expertise and experience of CONSULTANT are material considerations for this AGREEMENT. CITY has an interest in the qualifications of and capability of the persons and entities who will fulfill the duties and obligations imposed upon CONSULTANT under this AGREEMENT. In recognition of that interest, CONSULTANT shall not assign or transfer this Agreement or any portion of this AGREEMENT or the performance of any of CONSULTANTs duties or obligations under this AGREEMENT without the prior written consent of the City Council. Any attempted assignment shall be ineffective, null and void, and shall constitute a material breach of this AGREEMENT entitling CITY to any and all remedies at law or in equity, including summary termination of this AGREEMENT. CITY acknowledges, however, that CONSULTANT, in the performance of its duties pursuant to this AGREEMENT, may utilize subcontractors.

SECTION 18. CONTINUITY OF PERSONNEL.

CONSULTANT shall make every reasonable effort to maintain the stability and continuity of CONSULTANTs staff assigned to perform the services required under this

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AGREEMENT. CONSULTANT agrees that the staff currently assigned to perform the services required under this AGREEMENT is Irma Tucker and that CONSULTANT shall notify CITY of any changes in CONSULTANTs staff assigned to the CITY prior to any such changes taking place.

SECTION 19. TERMINATION OF AGREEMENT.

CITY may terminate this AGREEMENT, with or without cause, at any time by giving thirty (30) days written notice of termination to CONSULTANT. In the event such notice is given, CONSULTANT shall cease immediately all work in progress.

CONSULTANT may terminate this AGREEMENT at any time upon thirty- (30) days written notice of termination to CITY.

If either CONSULTANT or CITY fail to perform any material obligation under this AGREEMENT, then, in addition to any other remedies, either CONSULTANT, or CITY may terminate this AGREEMENT immediately upon written notice.

Upon termination of this AGREEMENT by either CONSULTANT or CITY, all property belonging exclusively to CITY, which is in CONSULTANTs possession, shall be returned to CITY. CONSULTANT shall furnish to CITY a final invoice for work performed and expenses incurred by CONSULTANT, prepared as set forth in SECTION 4 of this AGREEMENT. This final invoice shall be reviewed and paid in the same manner as set forth in SECTION 4 of this AGREEMENT.

SECTION 20. DEFAULT.

In the event that CONSULTANT is in default under the terms of this AGREEMENT, the CITY shall not have any obligation or duty to continue compensating CONSULTANT for any work performed after the date of default and may terminate this AGREEMENT immediately by written notice to the CONSULTANT, SECTION 21. EXCUSABLE DELAYS.

CONSULTANT shall not be liable for damages, including liquidated damages, if any, caused by delay in performance or failure to perform due to causes beyond the control of CONSULTANT. Such causes include, but are not limited to, acts of God, acts of the public enemy, acts of federal, state or local governments, acts of CITY, court orders, fires, floods, epidemics, strikes, embargoes, and unusually severe weather. The term and price of this AGREEMENT shall be equitably adjusted for any delays due to such causes.

SECTION 22. COOPERATION BY CITY.

All public information, data, reports, records, and maps as are existing and available to CITY as public records, and which are necessary for carrying out the work as outlined in the EXHIBIT “A” “SCOPE OF SERVICES”, shall be furnished to CONSULTANT in every reasonable way to facilitate, without undue delay, the work to be performed under this AGREEMENT.

SECTION 23. NOTICES.

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All notices required or permitted to be given under this AGREEMENT shall be in writing and shall be personally delivered, transmitted by electronic means, or sent by certified mail, postage prepaid and return receipt requested, addressed as follows:

To CITY: City of Buellton
Attn: Scott Wolfe
P.O. Box 1819
107 W. Highway 246
Buellton, CA 93427
E-mail: [email protected]
To: Metro Ventures, Ltd.

Attn: Irma L. Tucker
2430 Leaflock Avenue
Westlake Village, CA 93161
E-mail: [email protected]
Notice shall be deemed effective on the date personally delivered, transmitted by electronic means with receipt acknowledged by recipient, or, if mailed, three (3) days after deposit of the same in the custody of the United States Postal Service.

SECTION 24. AUTHORITY TO EXECUTE.

The person or persons executing this AGREEMENT on behalf of CONSULTANT represents and warrants that he/she/they has/have the authority to so execute this AGREEMENT and to bind CONSULTANT to the performance of its obligations hereunder.

SECTION 25. BINDING EFFECT.

This AGREEMENT shall be binding upon the heirs, executors, administrators, successors and assigns of the parties.

SECTION 26. MODIFICATION OF AGREEMENT.

No amendment to or modification of this AGREEMENT shall be valid unless made in writing and approved by the CONSULTANT and by the City Council. The parties agree that this requirement for written modifications cannot be waived and that any attempted waiver shall be void. In the event of any conflict between the terms and conditions of this AGREEMENT and attached Exhibit “A”, the terms and conditions of this AGREEMENT shall control. In the event of any conflict between the terms and conditions of this AGREEMENT and any attached exhibits, the terms and conditions of this AGREEMENT will control.

SECTION 27. WAIVER.

Waiver by any party to this AGREEMENT of any term, condition, or covenant of this AGREEMENT shall not constitute a waiver of any other term, condition, or covenant.

Waiver by any party of any breach of the provisions of this AGREEMENT shall not constitute a waiver of any other provision, nor a waiver of any subsequent breach or violation of any provision of this AGREEMENT. Acceptance by CITY of any work or services by CONSULTANT shall not constitute a waiver of any of the provisions of this AGREEMENT.

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SECTION 28. LAW TO GOVERN; VENUE.

This AGREEMENT shall be interpreted, construed and governed according to the laws of the State of California. In the event of litigation between the parties, venue in state trial courts shall lie exclusively in the County of Santa Barbara. In the event of litigation in a U.S.

District Court, venue shall lie exclusively in the Central District of California, in Los Angeles.

SECTION 29. ATTORNEYS FEES, COSTS AND EXPENSES.

In the event litigation or other proceeding is required to enforce or interpret any provision of this AGREEMENT, the prevailing party in such litigation or other proceeding shall be entitled to an award of reasonable attorney’s fees, costs and expenses, in addition to any other relief to which it may he entitled.

SECTION 30. ENTIRE AGREEMENT.

This AGREEMENT, including the attached EXHIBITS “A” and “B”, is the entire, complete, final and exclusive expression of the parties with respect to the matters addressed therein and supersedes all other agreements or understandings, whether oral or written, or entered into between CONSULTANT and CITY prior to the execution of this AGREEMENT. No statements, representations or other agreements, whether oral or written, made by any party which are not embodied herein shall be valid and binding. No amendment to this AGREEMENT shall be valid and binding unless in writing duly executed by the parties or their authorized representatives.

SECTION 31. SEVERABILITY.

If a term, condition or covenant of this AGREEMENT is declared or determined by any court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this AGREEMENT shall not be affected thereby and the AGREEMENT shall be read and construed without the invalid, void or unenforceable provision(s).

IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be executed the day and year first above written.

METRO VENTURES LTD.

By:

Irma L. Tucker

Title: President

CITY OF BUELLTON
By:

Scott Wolfe
Title: City Manager
APPROVED AS TO FORM:

Greg M. Murphy, City Attorney

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EXHIBIT “A”

SCOPE OF SERVICES
The CONSULTANT shall perform contract planning services projects as directed by the City Manager of the City of Buellton, including major special projects and reimbursable work as listed below.
• Serve as project manager on development projects within the Avenue of Flags Specific plan.
• Serve as project manager for large or complex development projects that may arise. • Oversee the preparation of the Land Use and Circulation Element Update, to include the oversight of the requisite environmental documentation preparation. • Oversee the preparation of the Housing Element Update and related implementation documents, to include the oversight of the requisite environmental documentation preparation.
• Research and prepare grant applications.

Similar work may be performed if the City Manager deems it necessary and directs that it be done, but must be accomplished within this AGREEMENT’s hours limitation. CONSULTANT’s billing rate shall be $100/hour. The AGREEMENT is limited to 720 hours for a not-to-exceed cost of $72,000 unless the term of the AGREEMENT is extended in writing pursuant to Section

1. The work schedule shall be mutually agreed upon by the CITY and CONSULTANT, subject to project deadlines and ensuring reasonable availability of CONSULTANT during business hours.

CONSULTANT shall check in with the Planning Director (or City Manager in the Planning Director’s absence) by phone once per month. CONSULTANT can otherwise set its own work hours and location; if CONSULTANT desires to work at a City location and space is available, CITY will offer such space to CONSULTANT at no cost.

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EXHIBIT “B”

INSURANCE
A. Insurance Requirements. CONSULTANT shall provide and maintain insurance, acceptable to the City Manager or City Council, in full force and effect throughout the term of this AGREEMENT, against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by CONSULTANT, its agents, representatives or employees. Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A: VII. CONSULTANT shall provide the following scope and limits of insurance:

1. Minimum Scone of Insurance. Coverage shall be at least as broad as:
(1) Insurance Services Office form number CA 0001 (Ed.1/87) covering Automobile Liability, including code 1 “any auto” and endorsement CA 0025, or equivalent forms subject to the written approval of the City.

2. Minimum Limits of Insurance. CONSULTANT shall maintain limits of insurance no less than:
(1) Automobile Liability: $1,000,000 per accident for bodily injury and property damage.

B. Other Provisions. Insurance policies required by this AGREEMENT shall contain the following provisions:

1. All Policies. Each insurance policy required by this AGREEMENT shall be endorsed and state the coverage shall not be suspended, voided, cancelled by the insurer or either party to this AGREEMENT, reduced in coverage or in limits except after 30 days’ prior written notice by Certified mail, return receipt requested, has been given to the CITY FINANCE DIRECTOR.

2. General Liability Accident -- Mobile Liability Rates. (1) CITY and its respective elected and appointed officers, officials, and employees and volunteers are to be covered as additional insureds as respects: liability arising out of activities CONSULTANT performs; products and completed operations of CONSULTANT; premises owned, occupied or used by CONSULTANT; or automobiles owned, leased, hired or borrowed by CONSULTANT. The coverage shall contain no special limitations on the scope of protection afforded to CITY, and their respective elected and appointed officers, officials, or employees.
(2) CONSULTANTs insurance coverage shall be primary insurance with respect to CITY, and its respective elected and appointed, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by CITY, and its respective elected and appointed officers, officials, employees or volunteers, shall apply in excess of, and not contribute with, CONSULTANTs insurance.
(3) CONSULTANTs insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.

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(4) Any failure to comply with the reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to CITY, and its respective elected and appointed officers, officials, employees or volunteers.

C. Other Requirements. CONSULTANT agrees to deposit with CITY, at or before the effective date of this contract, certificates of insurance necessary to satisfy CITY that the insurance provisions of this contract have been complied with. The City Attorney may require that CONSULTANT furnish CITY with copies of original endorsements effecting coverage required by this Section. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. CITY reserves the right to inspect complete, certified copies of all required insurance policies, at any time.

1. CONSULTANT shall furnish certificates and endorsements from each subcontractor identical to those CONSULTANT provides.

2. Any deductibles or self-insured retentions must be declared to and approved by CITY. At the option of CITY, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects CITY or its respective elected or appointed officers, officials, employees and volunteers or the CONSULTANT shall procure a bond guaranteeing payment of losses and related investigations, claim administration, defense expenses and claims.

3. The procuring of such required policy or policies of insurance shall not be construed to limit CONSULTANTs liability hereunder nor to fulfill the indemnification provisions and requirements of this AGREEMENT.

CITY OF BUELLTON
City Council Agenda Staff Report
City Manager Review: SW
Council Agenda Item No.: 6
To: The Honorable Mayor and City Council
From: Rose Hess, Director of Public Works
Meeting Date: October 13, 2022
Subject: Allocation of Funding Sources for the Reservoir 2 Roof Repairs ______________________________________________________________________________

BACKGROUND
At the September 22, 2022 City Council meeting, Council discussed options for funding sources for the Reservoir 2 Roof Repairs Project, with a current cost estimate of $1,965,000 (CIP No. 092-613).

Limited funding is available from the Water Enterprise Fund, which as a Reserve balance of ~$3M. There is approximately $1M available in ARPA funds that the City has been allocated. Other potential funding sources include low interest loans from State Agencies and the USDA, which offer 1.5%-2.5% fixed rate 40 year loans. Alternatively, the General Fund may loan money to the Water Fund, to be repaid at a set term.

At the September 22, 2022 meeting, the Council recommended use of the remaining ARPA funds to be applied to this project and also directed staff to investigate the in State Loan process. In discussion with the representative from the Division of Financial Assistance, the current 2022 loan rate is 1.1%. She is unable to confirm if that is firm through our process so long as we apply in 2022 or if we will have to see what the rate is at the time our application is complete.

There are 4 application components (General, Technical, Financial, and Environmental) that need to be submitted prior to their review. The submittal of the General Application is being prepared currently for submittal as that will assign us to a Project Manager who can answer more detailed questions. The Financial and Environmental component submittals can follow, however the design of the project must be 100% complete before that is accepted by the State. Approximate timeline for design completion is January, 2023. State review of the completed applications will take approximately 4-6 months after all packages are deemed complete.

Reservoir 2 Funding Page 2 October 13, 2022
The City may withdraw the loan application at any time prior to award (to be confirmed with Project Manager once assigned), however information regarding reasoning will need to be substantiated. At this time, based upon direction received from the City Council at the September 22 meeting, the financing appears to be the preferred approach given the favorable rates, but this flexibility would allow the City to reconsider should the terms of the financing change considerably between what they appear to be now and what they will be at the time that the application process is complete.

FISCAL IMPACT
The fiscal impact will be determined by the option chosen by the City Council. The identified funding sources will be included in the next quarterly budget amendment for FY 22/23.

RECOMMENDATION
Staff recommends that Council discuss the funding source options proposed and provide staff with direction.

CITY OF BUELLTON
City Council Agenda Staff Report
City Manager Review: SW
Council Agenda Item No.: 7

To: The Honorable Mayor and City Council
From: Scott Wolfe, City Manager
Meeting Date: October 13, 2022
Subject: Resolution No. 22-29 – “A Resolution of the City Council of the City of Buellton, California, Adopting a City Council Manual Establishing Guidelines and Procedures for Council Operations and Related Functions and Activities”
______________________________________________________________________________

BACKGROUND
The City Council has adopted a number of resolutions in the past to address the conduct of City business by the City Council. Resolutions typically made incremental changes and built upon previous ones, leading to a chain of documents that was often difficult to follow.

The latest resolution, Resolution No. 14-04, repealed previous guideline resolutions and restated the guidelines in full.

On August 25, 2022, in an effort to update and expand the guidelines staff presented a draft City Council Manual with the intent to produce a document to serve as a uniform and comprehensive resource to address many of the issues that the City Council will face, both as a body and individually.

There was a highlighted section in Chapter 14 of the original draft document that included language on the attendance by Council Members at outside events and conferences. In the absence of specific policy, this has been pared down. However, as with any section of the current draft document, the City Council may change it to meet their desires.

RECOMMENDATION
That the City Council discuss the proposed Council Manual and consider adoption of Resolution No. 22-29 – “A Resolution of the City Council of the City of Buellton, California, Adopting a City Council Manual Establishing Guidelines and Procedures for Council Operations and Related Functions and Activities”

ATTACHMENTS
Attachment 1 - Resolution No. 22-29
Attachment 2 - Draft City Council Manual

RESOLUTION NO. 22-29

A RESOLUTION OF THE CITY COUNCIL OF THE

CITY OF BUELLTON, CALIFORNIA, ADOPTING A

CITY COUNCIL MANUAL ESTABLISHING

GUIDELINES AND PROCEDURES FOR COUNCIL

OPERATIONS AND RELATED FUNCTIONS AND

ACTIVITIES
WHEREAS, Section 2.04.040 of the Buellton Municipal Code requires that the City Council adopt guidelines of procedure to govern the conduct of its meetings and any of its other functions and activities, and regulations pertaining thereto; and WHEREAS, California Government Code Section 65804 requires all cities and counties to have adopted procedures for the conduct of zoning hearings; and WHEREAS, the City Council desires to have uniform procedures for the conduct of hearings at City Council meetings so that all individuals and persons appearing before the City Council are treated fairly and equally; and
WHEREAS, on February 25, 1999, the City Council adopted its Resolution No. 99-05 setting forth the "City of Buellton Guidelines of Procedure for Council Meetings and Related Functions and Activities" (the "Guidelines"). On May 9, 2002, the City Council adopted its Resolution No. 02-11 for Amendment No. 1 to the Guidelines. On August 9, 2012, the City Council adopted its Resolution No. 12-22 for Amendment No. 3 to the Guidelines (proposed Amendment No. 2 failed to be adopted). On February 27th, 2014, the City Council adopted its Resolution No. 14-04 for amended and restated guidelines; and WHEREAS, it is the desire of the City Council to incorporate the Guidelines into a larger manual to address a wider range of topics and issues that the City Council may address in its course of business.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Buellton does hereby resolve, determine, and order as follows:

SECTION 1. The City Council hereby finds that the above recitations are true and correct and, accordingly, are incorporated as a material part of this Resolution.

SECTION 2. The City Council hereby adopts the City of Buellton City Council Manual attached hereto, marked as Exhibit A, and incorporated herein by this reference.

SECTION 3. Upon the effective date of this Resolution, Resolution No. 14-04 is hereby repealed.

Resolution No. 22-29 Page 2 October 13, 2022
SECTION 4. The City Clerk shall certify to the adoption of this Resolution.

PASSED, APPROVED, and ADOPTED this 13th day of October, 2022. ________________________
Holly Sierra
Mayor
ATTEST:
__________________________
Linda Reid
City Clerk

City Council
Manual
____________, 2022
As adopted by Resolution 22-__
City of Buellton
107 W. Highway 246 • P.O. Box 1819 • Buellton, CA 93427 • t: 805.688.5177 • f:805.686.0086 • www.cityofbuellton.com

City of Buellton
City Council Manual
Table of Contents

Chapter 1 – Purpose of Manual

1.1 Introduction 1-1

1.2 Intent 1-1

1.3 Amending and Updating Manual 1-1

1.4 City Documents 1-2

1.5 Orientation of New City Councilmembers 1-4
Chapter 2 – Type/Form of Government

2.1 Powers and Authority 2-1

2.2 General Law City 2-1

2.3 City Organization 2-2
Chapter 3 – City Council Duties and Responsibilities

3.1 General Description of Council Duties and Responsibilities 3-1

3.2 Council Goals 3-2

3.3 City Representation 3-2

3.4 Positions on Regional, State and Federal Issues 3-3

3.5 Handling of Litigation and Other Confidential Information 3-3 Chapter 4 – Mayor and Vice Mayor Roles

4.1 Office of Mayor 4-1

4.2 Mayoral Duties and Roles 4-1

4.3 Selection of Vice Mayor 4-2

4.4 Vice Mayor Duties and Roles 4-2
Chapter 5 – Council/Manager Form of Government

5.1 Introduction 5-1

5.2 Council’s Functions 5-1

5.3 City Manager’s Functions 5-2

5.4 Council/Manager Relationship 5-2

5.5 Distribution of Information 5-3

5.6 Council Non-Participation in Administration 5-4

Chapter 6 – Council/City Attorney Relationship

6.1 Introduction 6-1

6.2 City Attorney’s Client 6-1

6.3 City Attorney’s Functions 6-1

6.4 Distribution of Legal Opinions 6-1

Chapter 7 – Council Meeting Guidelines and Procedures

7.1 Meeting Schedule 7-1

7.2 Notice of Meetings and Posting of Agendas 7-2

7.3 Quorum 7-2

7.4 Meetings to Be Public 7-3

7.5 Council Meeting Agenda 7-3

7.6 Presiding Officer 7-7

7.7 Council Meeting Procedures 7-8

7.8 Council Meeting Decorum and Protocol 7-8

7.9 Addressing the Council 7-11

7.10 Motions 7-13

7.11 Voting Procedure 7-15

7.12 Resolutions 7-16

7.13 Ordinances 7-17

7.14 Council Meeting Coverage 7-18
Chapter 8 –Open Meetings (Brown Act)

8.1 Overview 8-1

8.2 Applicability 8-1

8.3 Definition of Meetings 8-1

8.4 Serial Meetings 8-2

8.5 Notice and Agenda Requirements 8-3

8.6 Public Participation 8-4

8.7 Closed Sessions 8-5
Chapter 9 – Ethics

9.1 Ethical Practices 9-1

9.2 Ethics Training (AB 1234) 9-1

9.3 Responsibilities of Public Service 9-1

9.4 Political Reform Act and Government Code Section 1090 (Conflicts of Interest) 9-2

9.5 Identifying Conflicts 9-3

9.6 General Rules/Principles 9-3
Chapter 10 – Land Use and Planning

10.1 Municipal Planning 10-1

10.2 Benefits of Planning 10-1

10.3 Legal Side of Planning 10-1

10.4 Council’s Planning Roles and Responsibilities 10-3

10.5 Planning Components 10-3

10.6 Land Use and Planning Terms 10-6
Chapter 11 – Council Committees

11.1 Establishment of Council Committees 11-1

11.2 Procedure for Council Committee Appointments 11-1

11.3 Notice of Meetings 11-1

11.4 Staff Support of Committees 11-1

11.5 Committee Reports 11-2

11.6 Annual Review of Committees 11-2
Chapter 12 – Council Participation in Outside Organizations

12.1 Appointments to Outside Organizations 12-1

12.2 Representational Responsibilities of Appointees 12-1

12.3 Reporting Responsibilities of Appointees 12-1

12.4 Limited Participation and Memberships in National Organizations 12-1 Chapter 13 – Press/Media Relations

13.1 Official Positions of the City 13-1

13.2 Press Releases 13-1

13.3 Contacts with Media 13-1

13.4 Councilmembers’ Communication with Media 13-1

13.5 Social Media Policy 13-1
Chapter 14 – Council Compensation, Professional Development, and Communications

14.1 Council Compensation 14-1

14.2 Reimbursement of City-Related Expenses 14-1

14.3 Professional Development 14-1

14.4 Attendance at Local Meetings and Community Events 14-1

14.5 Council Communications 14-2

Appendix A – 10 Tips for Creating a More Effective City Council-City Attorney Relationship
Appendix B – The ABCs of Open Government Laws
Appendix C – Open & Public V: A Guide to the Ralph M. Brown Act Appendix D – City of Buellton Code of Ethics
Appendix E – ICMA Code of Ethics
Appendix F – CEQA and Environmental Issues
Appendix G Glossary of Land Use and Planning Terms
Appendix H – City of Buellton Travel Policy

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Chapter 1
Purpose of Manual
Sections:

1.1 Introduction

1.2 Intent

1.3 Amending and Updating Manual

1.4 City Documents

1.5 Orientation of New City Councilmembers

1.1 Introduction
As provided by California Government Code Section 36813, the City Council hereafter referred to as “Council” of the City of Buellton may establish a set of procedures, practices and policies by which the Council, the City Manager and staff conduct City business and activities. With that in mind, the Council hereby establishes this Manual for the benefit of the current and future Councils, staff and the general public.

1.2 Intent

The Council’s procedures, policies, and norms are contained in this Manual for easy reference by the Council and the public. They have been established so that expectations and practices can be clearly articulated to guide Councilmembers in their actions and to promote continued collegiality and teamwork in the conduct of City business. Additionally, this Manual is intended to serve as a resource document for the public, Council candidates, and newly elected Councilmembers by laying a foundation for an understanding of the roles, responsibilities and operations of the Council. Lastly, all City staff are obligated to follow the procedures, practices and policies contained in this Manual.

In the event of any conflict between these procedures, practices and policies and any statutes, ordinances, resolutions, or contracts, the statutes, ordinances, resolutions, or contracts shall prevail.

1.3 Amending and Updating Manual
The Council may determine its own policies, procedures and practices and amend them from time to time and/or adopt new ones as it deems appropriate. This Manual may be amended by a majority vote of the Council. Requests to amend this Manual should be directed to the Council in writing or at a meeting of the Council. Should the Council desire to consider amending the Manual, City staff will be directed to place the matter for discussion on a future Council meeting agenda.

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1.4 City Documents
This Manual provides a brief overview of important aspects of City business and Council activities. It is not intended, nor can it reasonably be expected, to incorporate or detail all material and information necessary for the undertaking of the Council’s roles and responsibilities. Many laws, policies, documents and plans exist which bind the Council to certain courses of action and practices. However, a summary of several of the most notable documents that guide Council direction is noted below.

1.4.1 Municipal Code
The Municipal Code contains local laws and regulations adopted by ordinance. Title 2 of the Municipal Code contains chapters addressing various City officials, Council meetings, duties of Councilmembers, City Council compensation, roles and responsibilities of the City Manager, and other administrative matters. . Additionally, the Municipal Code contains laws addressing a variety of topics including revenue and finance, health and safety, public peace, licensing of certain businesses, streets, sewers, water system, stormwater system, building regulations, zoning requirements, and subdivision regulations. The Municipal Code in its entirety is available on the City’s website (www.CityOfBuellton.com). The direct URL for the Code is http://qcode.us/codes/buellton/

1.4.2 City Budget
The biennial budget which covers a two year period beginning on July 1 of the first year to June 30 of the second year is the primary document and “road map” in which goals and objectives are accomplished through the funding of City programs, projects, and activities. By adopting the City’s budget, the Council essentially makes policy decisions, sets priorities, allocates resources and provides for government operations and services, and provides direction and spending authority to the City staff. The document also describes the staffing, contract operations and other resources used to provide services organized on a departmental basis.

The biennial budget format is helpful in promoting a more in-depth review of the City’s finances thereby providing a valuable fiscal planning tool in considering future program funding options and budgeting alternatives.

Budget adjustments are done on a quarterly basis, and a full budget review and evaluation is conducted at about the one-year mark within each budget cycle.

1.4.4 City Investment Policy
The City Investment Policy recites the guidelines and standards for the

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responsible management of the City’s funds that are available for investment. The document sets forth the City’s primary investment objectives which, in priority order, include: (1) safety and preservation of capital; (2) liquidity; and (3) return on investment. The Investment Policy also defines the overall structure of the City’s investment program which is derived from Government Code Section 53600 et. seq. This annuallyreviewed document is available from the City Manager or Finance Department upon request.

1.4.5 Annual Comprehensive Financial Report
The City’s annual audit includes the financial statements of the City on a fiscal year basis. It includes the financial condition of the City as reflected in the balance sheet, the results of operations as contained in income statements, and an analysis of the uses of City funds. The audit also includes statements for the various groups of funds and a consolidated group of statements for the City as a whole. The Council has the responsibility of selecting an independent auditor and reviewing and accepting the audit each year.

1.4.6 General Plan
The state-mandated General Plan is a policy document designed to give long-range guidance concerning the character and future land uses of the City. Often called the “constitution for development,” it represents the City’s official statement regarding its physical development as well as its economic, social and environmental goals to be met through physical development. It also acts to clarify and articulate the City’s intentions with respect to the rights and expectations of the general public, property owners and prospective investors and business interests. This document contains a number of elements (i.e., chapters) addressing topics such as land use, circulation, housing, conservation, open space, noise, and safety. The General Plan is available on the City’s Planning Department web page. The Housing Element is a portion of the General Plan that is required by state law to be updated on an 8 year cycle. It can also be found on the Planning Department website.

1.3.7 Emergency Management Plan
As required by state law, the City maintains a comprehensive multi-hazard disaster response plan that details actions to be taken in times of extreme emergency. The primary organization of the plan revolves around the National Incident Management System (NIMS) and the Standardized Emergency Management System (SEMS) which dictate an “incident command” structure featuring the following sections: management; operations; planning/intelligence; logistics; and finance/administration.

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As established through the Municipal Code, the City Manager is designated as the Director of Disaster Services and has the authority and responsibility to direct the City’s responses during times of emergency. When required, the Director may request the Council to proclaim the existence or threatened existence of a local emergency if the Council is in session, or may issue such proclamation if the Council is not in session. Per the Municipal Code, whenever a local emergency is proclaimed by the Director, such proclamation has no force or effect after seven days unless it has been ratified by the Council within that period.

The Emergency Management Plan can be found on the City’s website.

1.5 Orientation of New Councilmembers
It is important that, upon election to the Council, new Councilmembers gain an understanding of their roles, responsibilities and duties as well the full range of services, programs and projects provided by the City.

As new members join the Council, the City Manager will host a comprehensive orientation program designed to do the following:
distribute various materials and documents including those cited in Section

1.4 of this Manual; facilitate meetings with City staff, contract personnel, representatives from agencies serving the City, etc.; establish a meeting with the City Attorney for conflict of interest training, review of current legal matters, pending litigation, parliamentary procedures, and other legal matters; arrange a meeting with the City Clerk/Human Resources Director prior to the first pay period to address information dealing with the Council pay, benefits, and other employment matters, as well as to review and discuss housekeeping matters, travel procedures, periodic filing of required documents, etc.

The City Manager will also provide information regarding opportunities for attendance at conferences designed to educate newly elected officials on roles and responsibilities, and requirements and laws governing Council actions.

The orientation program for new Councilmembers will commence in November immediately following the General Municipal Election and will be completed no later than the following month of December. In the event that a new Councilmember is appointed by the City Council between General Municipal Elections, the orientation will take place within 45 days of appointment of the new Councilmember by the Council.

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Chapter 2
Type/Form of Government
Sections:

2.1 Powers and Authority

2.2 General Law City

2.3 City Organization

2.1 Powers and Authority
The powers and authority of a city council to establish policy are quite broad and far reaching. Basically, city councils may undertake any actions related to city affairs other than those preempted or forbidden by state or federal law. Having said that, state and federal law do preempt many areas that city councils would otherwise be interested in regulating.

It is significant to point out that the City Council acts as a body and no individual Councilmember has any extraordinary power beyond those of other Councilmembers. While the Mayor and Vice Mayor have several additional ceremonial and administrative responsibilities during their tenure in those positions, all five Councilmembers are equal when it comes to exercising the power of the City. It is also important to note that policy is established only by at least a majority vote of the Council. During the deliberations over topics, Councilmembers may occasionally disagree with the decisions of the majority; nonetheless, except in rare situations when a “supermajority” vote is required, the decision of the majority does bind the Council as a whole to a particular course of action.

Additionally, it should be recognized that actions of staff to pursue or implement policy direction established by a majority of the Council do not reflect any staff preference for that policy or bias against positions held by a minority opinion.

2.2 General Law City
California classifies cities as either general law or charter cities. General law cities derive their authority from the “police power” granted by the state constitution and from the general laws enacted by the Legislature. By contrast, with respect to “municipal affairs,” a charter city is exempt from state control and is subject only to the restrictions contained in the charter and to constitutional limitations.

In terms of organization, charter cities may be organized in any manner determined by the charter. General-law cities, because they usually are governed by part-time councilmembers, typically are administered by a professional administrator, called the city manager or city administrator. Government Code Section 34851 authorizes cities to establish a “city manager form of government.”

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The City of Buellton is a general law city and operates under what is typically called the council/manager plan with an appointed city manager.

2.3 City Organization

2.3.1 Overview
Since its inception in 1992, Buellton has operated under the “contract city” model in which many of its services and programs are provided by outside contracts with both governmental entities and private vendors. This model dictates that the City’s in-house staff remain small with only a hand-full of permanent full-time positions supplemented by consultants, contract staff, and part-time staff. Several of the advantages of this approach include the flexibility to expand and contract services quickly and effectively depending on needs and budgetary constraints, a lower administrative overhead and lower long-term financial liabilities, the ability to focus expertise from outside resources in a managed and efficient manner, and the cross-training of in-house staff allowing for efficient delivery of services.

2.3.2 Departments
The City provides its municipal services through major departments, which include City Manager; City Attorney; City Clerk; Human Resources; Planning; Finance; Engineering/Public Works; and Recreation (see Organizational Chart on next page). Public Safety and Library also hold Department level positions in the budget, although these services are provided through contracts with the County of Santa Barbara and the City of Goleta, respectively.

2.3.3 City Staffing
The City’s staffing contingent currently consists of twenty Council-authorized fulltime positions: City Manager; City Clerk/HR Director; Planning Director; Finance Director; Public Works Director/City Engineer; Chief Plant Officer (Wastewater), Recreation Supervisor; Assistant Planner; Planning Technician/Staff Assistant; Revenue Specialist; Accounting Specialist; Accounting Technician/Code Enforcement Officer; Lead Water Field Worker, Journeyman Field Worker (3 positions); Parks Foreman; Facilities Maintenance Worker; Recreation Center Coordinator; and Youth Recreation Coordinator. Additionally, there are a number of part-time and seasonal positions in the City service, primarily in the Recreation Department.

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Chapter 3
Council Duties and Responsibilities
Sections:

3.1 General Description of Council Duties and Responsibilities

3.2 Council Goals

3.3 City Representation

3.4 Positions on Regional, State and Federal Issues

3.5 Handling of Litigation and Other Confidential Information

3.1 General Description of Council Duties and Responsibilities The Council is the legislative body that creates and enacts policies, programs and projects under which the City operates. The Council is required to act on all legislative matters of the City by considering, approving and adopting all ordinances, resolutions, and programs requiring policy decisions. Ultimately, this dictates that the Council use wise leadership through policy development in establishing the direction of the City. The Council also sets priorities for the City and determines the types and levels of programs and services provided to the community.

In a very real sense, the Council plays the primary role in defining the forces of change that shape the community. Again, this direction is set through policies expressed in the City’s adopted plans such as the General Plan, Zoning Ordinance, etc., and through approval of the City budget, capital improvement program and its annual goals and priorities which help establish the framework for staff’s work program during the fiscal year.

In summary, it is the overall responsibility of the Council to gather information, keep a long-range perspective on issues of importance to the community, hold itself to the highest standards of ethical and professional conduct in the performance of its duties, be free of favoritism, listen carefully to the public, and conduct a reasonable and reasoned period of discussion prior to entering into the decision-making process. Aspiring to meet these responsibilities for the benefit of the public, the following list represents a summary of general City Council practices:

1. The Council encourages citizen participation in the development of City policies, programs, and projects;

2. The Council desires the public to be fully informed about decisions that impact the community, and strongly encourages public participation and input as policies are established;

3. The Council grants the City Manager sufficient authority and autonomy to implement Council policy direction, and, in turn, the City Manager (through City staff) implements Council policy, and keeps each Councilmember fully and equally informed as to all matters of importance to the City including agenda items, needs of the City, citizen concerns, financial matters, staffing needs, and urgency items;

4. The Council looks to the City Manager, staff, and advisory

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committees/boards for advice on City policies and legislative actions;

5. The Council complies with all laws relating to open meetings, public records, and conflicts of interest;

6. The Council participates in regional and state programs and meetings which serve the best interests of the City;

7. The Council makes adequate provision when budgeting resources to allow for the training and continuing education of the Council, staff and volunteers; and

8. Councilmembers inform either the City Clerk or the City Manager as far in advance as possible of when they will be out of town or otherwise unavailable to conduct City business.

3.2 Council Goals and Priorities
Councilmembers are local leaders. The electorate of the community expects its Council to set the tone and direction for municipal operations. With that in mind, strategic planning and goal setting are the tools that allow the Council to shape the vision of the community and determine the courses of action needed to reach that vision. Goal and priority setting provides certain benefits including: giving the Council a framework for defining what it wants to achieve over a given period of time; helping the Council allocate time and resources efficiently when goals are clearly defined; allowing individual Councilmembers an opportunity to share their priorities and views, fostering a collaborative and cooperative process when the Council approves a list of goals to which everyone is committed to achieve; and giving the City Manager clear guidelines through approved Council goals and priorities to get the job done.

Each year, as part of the budget review process, the Council considers its broad goals for the coming fiscal year. In recent years, these goals have been based in the concepts espoused in the City’s Vision Plan. By basing broad goals on the Vision Plan, implementation of the adopted Vision remains at the forefront of City policy and practice.

Additionally, each year, the City Manager requests from the City Council a list of more specific priorities which serve to “fine tune” staff work to address specific issues that may require attention outside of the typical program schedules. These priorities are set by consensus of the Council, after discussion as a Business Item at a noticed public meeting of the City Council. This process ideally sees the City Manager prepare a report reflecting each Councilmember’s suggested goals along with pertinent background information. While the priorities discussion is a formal opportunity for the City Council to convey its desires to City staff, the Council may at any time add to or change the priorities by directing the City Manager to place an item on the agenda to discuss a particular matter.

3.3 City Representation
At all times, Councilmembers are viewed as representatives of the City. The conduct of Councilmembers is a direct reflection on the City, and Councilmembers should always conduct themselves accordingly. Except when specifically

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authorized by Council action or for purely ceremonial purposes, no Councilmember should make any statement on behalf the entire Council or indicate in any way that he/she is representing the City. In communications regarding City business, it is important to distinguish a Councilmember’s personal views and opinions and the adopted City position, if one exists.

3.4 Positions on Regional, State and Federal Issues
The Council has occasionally discussed and debated as to whether it should take positions of a broader perspective on issues of a regional, state or federal nature or limit itself to purely municipal positions and actions related to, or connected with, the City. It is the practice of the Council that it will only take positions on matters directly impacting the City.

3.5 Handling of Litigation and Other Confidential Information When the City is involved in litigation and/or when closed sessions are conducted with the Council on subjects permitted by law, Councilmembers keep all written materials and verbal information provided to them on such matters confidential.

No disclosure or mention of information on these matters and discussions should be made to anyone other than to the City Attorney or City Manager. State law prohibits unauthorized disclosure of confidential information obtained during a closed session, and violations can be addressed through injunctions and referral to the grand jury.

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Chapter 4
Mayor and Vice Mayor Roles
Sections:

4.1 Office of Mayor

4.2 Mayoral Duties and Roles

4.3 Selection of Vice Mayor

4.4 Vice Mayor Duties and Roles

4.1 Office of Mayor
The Mayor of the City of Buellton is a separately elected member of the City Council, elected at large (rather than by district) for a term of two years. This shortened term and at-large constituency reflect an expectation of consideration and decision-making based upon benefit to the City as a whole, rather than to a particular segment of the population. Despite the distinction of office and election, the Mayor is one of the members of the City Council and has no rights or authority different from that of any other Councilmember.

4.2 Mayoral Duties and Roles
The following summarizes the Mayor’s general duties and roles.

1. The Mayor represents the City and presides over all Council meetings.

2. The Mayor, as well as each Councilmember, recognizes and understands the unique role of representing the City, and takes both pride and care in ensuring that this representation always takes precedence over representing oneself or one’s own personal views.

3. The Mayor is recognized as the official head of the City for all ceremonial purposes.

4. In conjunction with the City Manager, the Mayor reviews the agenda for each Council meeting in preparation of presiding over the meeting.

5. It is the Mayor’s prerogative to submit recommendations regarding annual Council committee assignments from preferences provided by Councilmembers, and the Mayor will strive to accommodate such preferences whenever possible. The Mayor is also appointed as a member of specific Council committees and serves in the same capacity as all other Councilmembers. All committee assignments are ratified by the full Council.

6. At a public meeting, the Mayor has the discretion, subject to Council approval, to move agenda items and/or to take agenda items out of order

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to accommodate the needs of the public or the Council.

7. The Mayor serves in the capacity of a facilitator during public meetings, and ensures that all views are heard and that the flow of the meeting progresses in an orderly and timely fashion. The Mayor takes care in providing an equal opportunity for each Councilmember to be heard.

8. The Mayor manages and coordinates the procedure for calling on members of the public wishing to address the Council at meetings by: (a) ensuring that individual speakers come forward to the podium rather than speaking from the audience; and (b) requiring speakers to address their comments directly to the Council as opposed to the audience.

9. The Mayor is expected to be an advocate for his/her views, just as other Councilmembers are, but strives to not take advantage of the mayoral status on the dais to coerce or to advocate in excess of what is typically allowed to other Councilmembers.

10. The Mayor signs all official correspondence of the City, counter-signs all warrants and other financial documents as authorized by ordinance or resolution of the Council, and executes all legal instruments in which the City is a party upon their approval by the Council unless execution authority has been delegated by the Council to the City Manager or another City official.

4.3 Selection of Vice Mayor

4.3.1 Intent
It is the intent of the Council that each Councilmember should have a fair and equal opportunity to serve as Vice Mayor. With that in mind, the following describes the guidelines for the selection of Vice Mayor.

4.3.2 Election by Council Vote
All four Councilmembers are elected by district to four year staggered terms. The Vice Mayor is selected by the Council at the Council’s annual reorganization meeting each year for a one year term, and serves at the pleasure of the Council.

The Vice Mayor can be changed at any time through a majority vote of the Council.

The Vice Mayor remains as one of the members of the Council and has no rights or authority different from that of any other Councilmember.

4.3 Vice Mayor Duties and Roles
The following summarizes the Vice Mayor’s general duties and responsibilities.

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1. The Vice Mayor performs all the duties of the Mayor during his/her absence, disability or when so designated by the Mayor.

2. The Vice Mayor is authorized to countersign all warrants upon their approval by the Council and any other legal documents as set forth by ordinance or resolution by the Council.

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Chapter 5
Council/Manager Plan
Sections:

5.1 Introduction

5.2 Council’s Functions

5.3 City Manager’s Functions

5.4 Council/Manager Relationship

5.5 Distribution of Information

5.6 Council Non-Participation in Administration

5.1 Introduction
The Municipal Code (Chapter 2.08) establishes the administration of the City through the creation of the office of the City Manager and the detailing of general duties and responsibilities of this appointed position. This administrative framework combined with the elected Council dictates that the City operates under the council/manager form of government typical of many jurisdictions in California.

This framework or plan reflects a representative government system in which the entire Council determines the policies and services of the community while the City Manager implements such policies and the delivery of services via the administration of the City.

In theory, the distinction between policy and administration is clear: policy is both the process and product of what is to be done, while administration involves the carrying out of that policy. In other words, a policy is what the Council defines it to be, while the day-to-day operation of the City is defined as administration.

Notwithstanding this distinction, one of the major responsibilities of the City Manager is to identify policy options, analyze needs, address available resources, and recommend courses of actions. In the end, however, it is the Council which sets policies, programs and projects.

5.2 Council’s Functions
The Council is the legislative body and its members are the community’s decision makers. Authority is centralized in the elected Council collectively and not in individual Councilmembers. For example, the Council approves the City budget and determines the public services to be provided to the community. It focuses on the community’s goals, major projects and such long term considerations as community financing, strategic planning, land use planning, etc., as opposed to administrative details. Rather than focus on the day-to-day operations of the City, the Council hires and relies on a professional City Manager to carry out the administrative responsibilities and duties, and it evaluates the City Manager’s performance. As such, the City Manager follows the direction of the entire Council and not individual Councilmembers, and the position serves at the sole discretion of the Council.

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5.3 City Manager’s Functions
The City Manager is hired to serve the Council and the community, and to bring to bear the benefits of education, training and experience in administering the City’s projects, programs, and public services on behalf of the Council. Among a range of duties and responsibilities, the City Manager prepares a recommended annual City budget for the Council’s consideration; recruits, hires and supervises the City’s personnel, contract staff and consultants; negotiates City contracts and oversees them in an effective manner; serves as the Council’s chief advisor, and provides policy options and recommendations on all matters pertaining to the City; and implements the Council’s policies, programs, and public services in an efficient and effective manner. The City Manager also provides professional advice on intergovernmental affairs and economic development.

5.4 Council/Manager Relationship
The employment relationship between the Council and the City Manager reflects the fact that the City Manager serves as the chief executive officer of the City.

This relationship is formally codified through an employment agreement between the Council and the City Manager.

There are a number of key factors involved in a successful and productive council/manager relationship including regular communication, effective interpersonal relations, and mutual trust. All dealings with the City Manager, whether in public or private, should be consistent with the authority of the City Manager in administrative and personnel matters. Councilmembers should avoid situations that could result in City staff being directed, intentionally or unintentionally, by one or more Councilmembers.

As reflected in the employment agreement, the Council has the responsibility of evaluating the City Manager to ensure that both the Council and the City Manager are in agreement regarding organizational performance and the meeting of annual goals and priorities set by the Council. While there are any number of performancerelated criteria, several of the more critical areas of evaluation of the City Manager include: leadership; teamwork; job knowledge; attitude; accountability; empowerment of staff; communications; problem-solving skills; responsiveness; quality of services; and implementation and administration of adopted Council policy.

As in any professional relationship, it is vitally important that the City Manager keep the Council fully informed. With this in mind, the City Manager communicates with the Council in various ways. In addition to both formal written and oral reports at Council meetings, the City Manager uses a host of other means to keep the Council briefed on City matters including formal and informal briefings with individual Councilmembers; written memoranda and reports; telephone calls, and e-mail and other digital communications. Communications must be undertaken in such a way as to ensure that all Councilmembers are treated similarly and kept equally informed. As communication is a two-way process, it is also important that

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the Council provide on-going feedback, information and perceptions to the City Manager on a regular basis.

5.5 Distribution of Information

5.5.1 Overview
It is essential that every Councilmember have the same information from which to form and to base decisions and actions. Any information distributed to one Councilmember is typically distributed to all Councilmembers. Documents and materials of a voluminous nature may be referenced and made available upon request.

5.5.2 Access to information
It is the intent of the City Manager to ensure that all Councilmembers have free, easy and unencumbered access to City information to ensure that such information is communicated completely, with candor and without bias. Individual Councilmembers as well as the Council as a whole receive the full cooperation of staff in being provided with any requested information. City staff will make every effort to respond in a timely and professional manner to all requests made by individual Councilmembers for information and assistance. The exception to this practice is when a request for information is of such magnitude either in terms of workload, time commitment (i.e., over several hours in duration), or policy, that it would be more appropriately handled and assigned to staff through the direction of the full Council.

To ensure proper responsiveness, Councilmembers are asked to copy the City Manager on all correspondence and e-mails to staff. Additionally, staff is directed to report to the City Manager any communications with a Councilmember, other than social communications. These practices keep the City Manager informed as to the Council’s needs, interests and priorities which, in turn, help the City Manager undertake his duties and responsibilities.

In cases where a staff response to an individual Councilmember’s request involves written material that may be of interest to other Councilmembers, the City Manager will provide copies of the material to all Councilmembers. In making this judgment, the City Manager will consider whether the information is significant, new, otherwise not available to the Council, or of interest to the Council.

5.5.3 Dissemination of Information
In addition to regular, comprehensive memoranda written by the City Manager directly to the Council concerning all aspects of City operations, all Councilmembers receive copies of all correspondence received, or sent, by the City Manager and other staff that will assist them in their policy-making role.

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5.6 Council Non-Participation in Administration
In order to uphold the integrity and proper functioning of the council/manager form of government, Councilmembers refrain from becoming directly involved in the administrative affairs of the City, unless directed by a majority of the Council to participate in a specific policy or project.

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Chapter 6
Council/City Attorney Relationship
Sections:

6.1 Introduction

6.2 City Attorney’s Client

6.3 City Attorney’s Functions

6.4 Distribution of Legal Opinions

6.1 Introduction
Serving as the legal advisor to the City, the City Attorney is relied upon heavily by both the City Council and the City staff to ensure that decisions, actions, and programs of the City comply with relevant legal requirements. Given the litigious nature of California, establishing and maintaining a good working relationship with the City Attorney as a Council member is critical to the effective functioning of the City.

The City has hired the firm of Burke, Williams, & Sorensen (Burke) to provide City Attorney services. The Buellton City Attorney is Greg Murphy. Burke has a wealth of experience in Municipal Law and the variety of sub-specialties that are frequently encountered by cities in the course of operation, in the form of over 120 attorneys that Mr. Murphy can call on to work for the City or to simply give advice on a matter recurring throughout the state. This ensures a much wider scope of expertise than can be typically found in an in-house City Attorney’s Office.

6.2 City Attorney’s Client
The California State Bar’s Rules of Professional Conduct mandate that, when an attorney represents an organization, the attorney’s client is the organization itself acting through its highest authorized officer, employee, body or constituent. In accordance with this rule, the City Attorney’s client is the City and not individual Councilmembers, City employees, or City residents. The City Attorney is appointed by, and serves at the pleasure of, the Council.

6.3 City Attorney’s Functions
The City Attorney advises City officials in legal matters pertaining to City business, and performs other City-related legal services required from time to time by the Council.

6.4 Distribution of Legal Opinions
City Attorney legal opinions generally are prepared upon request of the Council and are distributed to all Councilmembers and to the City Manager. However, from time to time, an individual Councilmember will request the City Attorney to prepare a conflict of interest analysis related to an item of City business. Typically such a legal opinion is distributed only to the Councilmember who requested the

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analysis and to the City Manager, but a copy will be provided to other Councilmembers on request. Confidential City Attorney legal opinions are protected by the attorney-client privilege and only the Council may waive that privilege.

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Chapter 7
Council Meeting Guidelines and Procedures
Sections:

7.1 Meeting Schedule

7.2 Notice of Meetings and Posting of Agendas

7.3 Quorum

7.4 Meetings to Be Public

7.5 Council Meeting Agenda

7.6 Presiding Officer

7.7 Council Meeting Procedure

7.8 Council Meeting Decorum and Protocol

7.9 Addressing the Council

7.10 Motions

7.11 Voting Procedure

7.12 Resolutions

7.13 Ordinances

7.14 Council Meeting Coverage

7.1 Meeting Schedule

7.1.1 Meetings of Council
The Council provides by enactment of a Resolution the time and place of holding meetings. Public interest and convenience are several primary considerations when decisions are made as to the time, location and frequency.

7.1.2 Regular Meetings
Regular Council meetings are held on the second and fourth Thursdays of each month at the hour of 6:00 p.m., or, if any such day is on a holiday, no meeting shall be held on such holiday, but a special meeting in lieu of said regular meeting may be called at the discretion of the City Council. Regular meetings are held in the Council Chambers at 140 West Highway 246 in the City.

7.1.3 Adjourned Meetings
Unless determined to the contrary by a super majority vote of all Council Members in attendance, the City Council shall conduct meetings so as to adjourn at 10:00 p.m. with the remaining agenda items being considered at (i) a reconvened meeting, or (ii) the next regularly scheduled meeting, or (iii) a duly noticed special meeting.

7.1.4 Workshops

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Members of the Council may meet in a workshop to study and obtain information concerning specific topics or issues. Such sessions may be called by the Mayor or by majority of the Councilmembers and shall be subject to the notice requirements of special meetings.

7.1.5 Special Meetings
Special Meetings may be called by the Mayor or majority of Councilmembers on 24-hour notice, as set forth in Section 54956 of the Government Code of the State of California. Only matters contained in the notice may be considered and no ordinances (other than urgency ordinances) may be adopted. Emergency Meetings may be called in emergency situations as provided in Section 54956.5 of the Government Code.

7.2 Notice of Meetings and Posting of Agendas
Notice of regular meetings is not required. Mailed or personally delivered notice is required of special meetings. Mailed and posted notice is required of meetings adjourned by the City Clerk. Posted notice is required of all other adjourned meetings. (Section 54955 Government Code).

The City Clerk or designee is charged with the responsibility of posting a meeting agenda on the City website and in the following locations at least 72 hours before each regular meeting, or at least 24 hours before each special meeting, of the Council: City Hall (107 W. Highway 246).and Buellton Library (140 W. Highway 246) Following the posting of an agenda, the City Clerk or designee, is required to sign a declaration of the date and place of the positing of the agenda and retain this declaration of posting as a public record as part of the Council meeting record to which the posting relates.

7.3 Quorum
A majority of the Council constitutes a quorum to undertake business and under most circumstances, motions on items may be passed 2-1 or 2-0-1 if only three Councilmembers are in attendance. However, the following matters require three affirmative votes: (1) adoption of ordinances; (2) orders for payment of money (i.e., approval of warrant register); and (3) adoption of resolutions.

If a majority of the Council shall be disqualified to vote on a matter by reason of actual or apparent conflict of interest, the Council shall select by lot or other means of random selection, or by such other impartial and equitable means as the Council shall determine, that number of its disqualified members which, when added to the members eligible to vote, shall constitute a quorum.

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7.4 Meetings to be Public
Workshops and all regular, adjourned or special meetings of the City Council shall be open to the public, provided, however, the Council may hold closed sessions from which the public may be excluded for the consideration of the following subjects:

7.4.1 Personnel Matters
To consider appointment, employment, or dismissal of a public employee unless such employee requests a public hearing. The Council may exclude from any such closed session during the examination of a witness any or all other witnesses in the matter being investigated.

7.4.2 Attorney-Client Matters
To consider possible or pending litigation in which the City is, or could be, a party.

7.4.3 Real Property Negotiations
To consider and establish price and terms of property acquisition or sale or lease of City-owned property with the City’s Real Property Negotiator.

7.4.4 Other
As otherwise permitted by law.

7.5 Council Meeting Agenda
The purpose of the agenda is to provide a framework within which Council meetings can be conducted and to effectively implement the approved Council goals, budget, work programs, projects and activities and overall business of the City as established by the Council.

It is the City Manager’s responsibility to coordinate the preparation of the agenda, establish items to be placed on the agenda, prepare or direct others to prepare staff reports for the agenda, and to review all items that appear on the Council agenda.

Barring unforeseen circumstances, the Council agenda is ordinarily delivered to Councilmembers on the Friday afternoon preceding the Thursday meeting to which it pertains. The Council agenda is also available to the general public at the time it is delivered to the Council.

7.5.1 Placing an Item on the Agenda (Councilmembers)

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Any Councilmember may request an item be placed on a future agenda. This is typically done through an oral request made to the Council during the Councilmember Comments/Items period at a City Council meeting. Upon consensus of a majority of the Council, the City Manager will place the matter on a future agenda and prepare a staff report for formal review by the Council.

7.5.2 Placing an Item on the Agenda (the public)
During the Public Comments period at a Council meeting, or via communication with Councilmembers, a member of the public may request an item be placed on a future agenda. Upon consensus of a majority of Council, the City Manager will place the matter on a future agenda and prepare a staff report for formal review by the Council.

7.5.3 Order of Business
The order of business of each regular meeting is contained in the agenda prepared by the City Manager. The agenda consists of a listing of topics of the subjects which are taken up for consideration in the following order:

Call to Order
Pledge of Allegiance
Roll Call
Reordering of Agenda
Public Comments
Consent Calendar
Presentations
Public Hearings
Council Member Comments/Items
Written Communications
Committee Reports
Business Items
City Manager’s Report
Closed Session Items (when needed)
Adjournment
With respect to Council Member Comments, each Councilmember is expected to limit her/his comments thereunder to a total of three minutes.

Except as specifically noticed for a different time, the first public hearing on the agenda at a regular meeting of the City Council shall commence at 6:00 p.m., or as soon thereafter as the City Council may conveniently hear the matter.

Except with majority consent of the Council, items may not be taken out of the order

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prescribed above.

No matters other than those on the agenda shall be finally acted upon by the Council; provided, however, that the Council may take action on items of business which do not appear on the posted agenda under any of the following conditions or circumstances:

1. Upon a determination by a majority vote of the Council that an emergency situation exists, as defined in Section 54956.5 of the California Government Code;

2. Upon a determination by a two-thirds vote of the members of the Council present at the meeting or, if less than two-thirds of the members are present, a unanimous vote of those members present that an immediate need to take action arose subsequent to the agenda having been posted (Government Code Section 54954.2);

3. The item was posted for a prior meeting of the Council occurring not more than five (5) calendar days prior to the date action is taken on the item, and at the prior meeting the item was continued to the meeting at which action is being taken (Government Code Section 54954.2).

7.5.4 Consent Calendar
Items of routine nature, and non-controversial, shall be placed on the Consent Calendar. All items may be approved by one blanket motion upon unanimous consent. Prior to, or following review of, the Consent Calendar by the City Manager, any Council Member may request that any item be withdrawn from the Consent Calendar for separate consideration. However, any Council Member may abstain from voting on any Consent Calendar item without requesting its removal form the Consent Calendar, and the City Clerk shall be instructed to record such abstentions in the minutes. Members of the public may speak on Consent Calendar items during the Public Comment period.

7.5.5 Public Comments
Pursuant to Government Code Section 54954.3, each agenda for a regular meeting shall provide an item entitled “Public Comments.” The purpose of this agenda item is to provide an opportunity for members of the public to directly address the Council on items of interest to the public that are within the subject matter jurisdiction of the Council.

In order to assure that the intent of Government Code Section 54954.3 is met, it is the practice of the City to allow three minutes as the amount of time allocated for each individual speaker. As the presiding officer of the Council, the Mayor has discretion to allow for a limited amount of additional time if so requested by a speaker and if there are no objections by a majority of the Council.

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In the event that a member of the public submits a written comment prior to a Council meeting in lieu of making a verbal address, City staff shall circulate the comment to the Council. There is no legal requirement that written comments from the public be read aloud. Thus, in order to discourage the use of written comments as a substitute for a verbal address, and to avoid the possibility of misrepresentation, the recommended practice is that the Mayor simply note for the record who submitted the comment and (if it is clear) what position the comment takes (i.e., for or against an item).

Additionally, should a speaker wish to provide a video or power point presentation during the Public Comments portion of an agenda, the subject of the presentation must be on an item of interest to the public that is within the subject matter jurisdiction of the Council. To the extent feasible, speakers wishing to provide such presentations are encouraged to contact City staff by 12:00 noon on Monday in advance of the meeting to make arrangements for use of the City’s equipment.

7.4.6 Public Hearings
Generally, public hearings are conducted in the following order:

Hearing Opened by Mayor
Staff Presentation
Council Questions of Staff
Applicant Presentation
Council Questions of Applicant
Public Statements in Favor/Opposition
Staff Response
Hearing Closed by Mayor
City Council Deliberation
City Council Decision
During public hearings, questions or comments from the public are limited to the subject matter under consideration. Typically, at the beginning of the hearing, the Mayor will note that public testimony, outside of the presentation by an applicant, will be confined to no more than three minutes per individual (or fewer, depending on the number of speakers). Additionally, quasi-judicial hearings are conducted in accordance with the principles of due process, and the City Attorney is available to advise the Council in this regard.

7.5.7 Reconsideration
In general, it is the practice of the Council to discourage the resubmittal of issues previously acted upon. However, in extraordinary situations, a request to reconsider any action taken by the Council may be considered.

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7.6 Presiding Officer

7.6.1 Presiding Officer
The Mayor shall be the Presiding Officer at all meetings of the Council. In the absence of the Mayor, the Vice Mayor shall preside. In the absence of both the Mayor and the Vice Mayor, the Council shall elect a temporary presiding officer to serve until the arrival of the Mayor or Vice Mayor or until adjournment.

7.6.2 Call to Order
The meeting of the Council shall be called to order by the Mayor or, in his absence, by the Vice Mayor. In the absence of both the Mayor and the Vice Mayor, the meeting shall be called to order by the City Clerk, whereupon the City Clerk shall immediately call for the selection of a temporary Presiding Officer.

7.6.3 Participation of Presiding Officer
The presiding officer may move, second, and debate from the chair and is not deprived of any of the rights and privileges of a Councilmember by reason of his/her acting as presiding officer. However, the presiding officer is primarily responsible for the conduct of the meeting.

7.6.4 Questions to be Stated
The Presiding Officer shall verbally restate each question immediately prior to calling for the vote. Following the vote, the Presiding Officer shall verbally announce whether the question carried or was defeated. The Presiding Officer may also publicly state the effect of the vote for the benefit of the audience before proceeding to the next item of business.

7.6.5 Signing of Documents
The Mayor is required to sign ordinances adopted by the Council; however, in the absence of the Mayor, the Vice Mayor may sign ordinances. The City Clerk, or Deputy City Clerk, attests to the signature on all ordinances.

7.6.6 Maintenance of Order
The Mayor or Presiding Officer is responsible for the maintenance of order and decorum at all times. No person is allowed to speak who has not first been recognized by the Chair. All questions and remarks shall be addressed to the Chair.

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7.7 Council Meeting Procedures
The Council uses Robert’s Rules of Order to guide discussions and actions at Council meetings, but strict adherence is not required.

7.8 Council Meeting Decorum and Protocol

7.8.1 General Decorum at Council Meetings
In general, the following procedures are observed at Council meetings:

1. Any Councilmember desiring to speak shall address the Chair and, upon recognition by the Presiding Officer, shall confine himself/herself to the question under debate.

2. A Councilmember desiring to question the staff shall address his/her question to the City Manager or City Attorney, in appropriate cases, who shall be entitled either to answer the inquiry himself/herself or designate some member of his/her staff for that purpose.

3. A Councilmember, once recognized, shall not be interrupted while speaking unless called to order by the Presiding Officer; unless a Point of Order is raised by another Councilmember; or unless the speaker chooses to yield to questions from another Councilmember.

4. Any Councilmember called to order while he/she is speaking shall cease speaking immediately until the question of order is determined.

If ruled to be in order, he/she shall be permitted to proceed. If ruled to be not in order, he/she shall remain silent or shall alter his/her remarks so as to comply with the guidelines of the Council.

5. Councilmembers shall accord the utmost courtesy to each other, to City employees, and to the public appearing before the Council and shall refrain at all times from rude and derogatory remarks, reflections as to integrity, abusive comments and statements as to motives and personalities.

6. Any Councilmember may move to require the Presiding Officer to enforce the guidelines and the affirmative vote of a majority of the Council shall require him/her to so act.

7. Members of the administrative staff and employees of the City shall observe the same rules of procedure and decorum applicable to Members of the Council. The City Manager shall insure that all City employees observe such decorum. Any staff members, including the

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City Manager, desiring to address the Council or members of the public shall first be recognized by the Chair. All remarks shall be addressed to the Chair and not to any one individual Councilmember or member of the public.

7.8.2 Questions of Staff
A Councilmember should, after recognition by the presiding officer, address questions to the designated staff member. Councilmembers are strongly encouraged to provide questions to staff prior to meetings and also to request briefings by staff on issues of a complex nature.

7.8.3 Council Meeting Protocol
At all Council meetings, both Councilmembers and staff should strive for the following:

1. work earnestly to preserve appropriate order and decorum during all meetings;

2. discourage side conversations, disruptions, interruptions or delaying efforts;

3. inform the presiding officer when departing from a meeting; and

4. limit the use of personal electronic devices to urgent matters while seated at the dais.

7.8.4 Decorum and Order - Public
Members of the public attending Council meetings shall observe the same rules of order and decorum applicable to the Council. Any person making impertinent and slanderous remarks or who becomes boisterous while addressing the Council or while attending the Council meeting shall be removed from the room if the sergeant at arms is so directed by the Presiding Officer, and such person may be barred from further audience before the Council. Unauthorized remarks from the audience, stamping of feet, whistles, yells and similar demonstrations shall not be permitted by the Presiding Officer, who may direct the sergeant at arms to remove such offenders from the room. Aggravated cases shall be prosecuted on appropriate complaint signed by the Presiding Officer.

7.8.4 Enforcement of Decorum
The head of the City's police agency or his/her designee shall be ex-officio sergeant at arms of the Council. He/she shall carry out all orders and instructions given to him/her by the Presiding Officer for the purpose of maintaining order and decorum in the Council Chambers. Upon instructions from the Presiding Officer,

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it shall be the duty of the sergeant at arms or his/her representative to eject any person from the Council Chambers or place him/her under arrest or both.

As set forth in Government Code Section 54957.9, in the event that any meeting is willfully interrupted by a group or groups of persons so as to render the orderly conduct of such meeting unfeasible and order cannot be restored by the removal of individuals who are willfully interrupting the meeting, the Members of the Council may order the meeting room cleared and continue in session. Only matters appearing on the Agenda may be considered in such a session. Duly accredited representatives of the press or other news media, except those participating in the disturbance, shall be allowed to attend any session held pursuant to this Section. Nothing in this Section shall prohibit the Council from establishing a procedure for readmitting an individual or individuals not responsible for willfully disturbing the orderly conduct of the meeting.

7.8.5 Personal Privilege:

The right of a member to address the Council on a question of personal privilege shall be limited to cases in which his/her integrity, character, or motives are assailed, questioned, or impugned.

7.8.6 Conflict of Interest
All Councilmembers are subject to the provisions of California law, including, but not limited to, Chapter 7, Title 9, of the California Government Code, relative to conflicts of interest, and to conflicts of interest codes adopted by the Council. Any Councilmember prevented from voting because of a conflict of interest shall refrain from debate and voting. Such Councilmember shall leave the Council Chambers during debate and voting on the issue.

7.8.7 Limitation of Debate
A Councilmember normally should speak no more than once upon any one subject until every other Member choosing to speak thereon has spoken. No Member shall speak for longer time than five (5) minutes each time he has the floor, without the approval of a majority vote of the Council.

7.8.8 Dissents, Protests, and Comments
Any Member shall have the right to express dissent from or protest to or comment upon any action of the Council and have the reason entered in the minutes. If such dissent, protest or comment is desired to be entered in the minutes, this should be made clear by language such as, "I would like the minutes to show that I am opposed to this action for the following reasons...."

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7.8.9 Procedures in Absence of Guidelines
In the absence of a guideline herein to govern a point or procedure, Robert's Rules of Order, Newly Revised, shall be used as a guide.

7.8.10 Ruling of Chair Final unless Overruled
In presiding over Council meetings, the Mayor, Vice Mayor or temporary Presiding Officer shall decide all questions of interpretation of these guidelines, points of order or other questions of procedure requiring rulings. Any such decision or ruling shall be final unless overridden or suspended by a majority vote of the Councilmembers present and voting, and shall be binding and legally effective (even though clearly erroneous) for purposes of the matter under consideration.

7.8.11 Actions Not Invalidated
Failure to strictly comply with these Guidelines of Procedure shall not necessarily invalidate any action taken by the City Council.

7.9 Addressing the Council

7.9.1 Manner of Addressing the Council
Any member of the public desiring to address the Council shall proceed to the podium and wait to be recognized by the Presiding Officer. After being recognized he/she shall state his/her name and city of residence for the record.

All remarks and questions shall be addressed to the Chair and not to any individual Councilmember, staff member or other person. During a public hearing, all remarks shall be limited to the subject under consideration. No person shall enter into any discussion without being recognized by the Presiding Officer.

7.9.2 Time Limitation:

Any member of the public desiring to address the Council shall limit his/her address to Three (3) minutes unless further time has been granted by the Presiding Officer in the individual case, or in accordance with Section 2.5. A limit of less than three (3) minutes may be imposed if determined necessary by the Council to ensure that all those wishing to speak can be heard in the time allotted.

7.9.3 Addressing the Council after the Motion is Made

After a motion has been made, or after a public hearing has been closed, no member of the public shall address the Council without first securing permission by a majority vote of the Council.

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7.9.4 Limitations Regarding Public Comments and Reports The making of oral communications to the Council by any member of the public during the "Public Comments" portion of the Agenda shall be subject to the following limitations:

1. At any time, before or after the oral communication is commenced, the Presiding Officer may, if he/she deems it preferable, direct that the communications be made instead either to the City Manager or other appropriate staff member during regular business hours, or in writing for subsequent submittal to Councilmembers, pursuant to Section 5.5.

2. No speaker shall be permitted to address the Council on a topic which is currently before or about to be submitted for consideration by a City commission, board or other agency before which the speaker should make his presentation, until that latter body has completed its deliberations and taken its final action. In case the speaker should have followed an otherwise available appeal procedure, the Presiding Officer shall not allow oral communication to the Council outside that procedure.

3. The Presiding Officer may limit the number of speakers heard on nonagenda topics at any single meeting. Those whose presentations are postponed shall be given priority at the next meeting (during the "Public Comments" portion of the Agenda).

4. If it appears that several speakers desire to speak regarding a single topic, the Presiding Officer may reasonably limit the number speaking as to each side of an issue. In this regard, preference may be given to speakers who represent groups or persons who have designated a spokesperson.

5. No oral communication shall be allowed to include charges or complaints against any employee of the City, regardless of whether such employee is identified in the presentation by name or by any other reference which tends to identify him/her. All charges or complaints against employees shall be submitted to the City Manager for appropriate action, and may also be submitted to members of the Council by written communication.

7.9.5 Written Correspondence
The City Manager is authorized to receive and open all mail addressed to the Council as a whole and give it immediate attention to the end that all administrative business referred to in said communications, and not necessarily requiring Council action, may be disposed of between Council meetings. A copy of such communication shall be sent to each Councilmember.

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Any communication relating to a matter pending, or to be brought before the City Council shall be included in the Agenda packet for the meeting at which such item is to be considered.

Letters of appeal from administrative or commission decisions shall be processed under applicable provisions of the Municipal Code, or other Ordinances.

Copies of all other communications sent to the Council will be transmitted to them.

7.9.6 Persons Authorized to Be Within Platform

No person except City officials shall be permitted within the platform area in front of the Council table without the invitation or consent of the Presiding Officer.

7.10. Motions

7.10.1 Processing of Motions
When a motion is made and seconded, it shall be stated by the Presiding Officer before debate. A motion so stated shall not be withdrawn by the mover without the consent of the person seconding it.

7.10.2 Motions Out of Order
The Presiding Officer may at any time, by majority consent of the Council, permit a Member to introduce an Ordinance, Resolution, or motion out of the regular Agenda order.

7.10.3 Division of Question
If the question contains two or more divisible propositions, the Presiding Officer may, and upon request of a Member shall, divide the same.

7.10.4 Precedence of Motions
When a motion is before the Council, no motion shall be entertained except the following, which shall have precedence in the following order:

1. Adjourn

2. Fix hour of adjournment

3. Table

4. Limit or terminate discussion

5. Amend

6. Postpone

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7.10.5 Motion and Adjourn (not debatable)
A motion to adjourn shall be in order at any time except as follows:

1. When repeated without intervening business or discussion.

2. When made as an interruption of a Member while speaking.

3. When discussion has been ended, and vote on motion is pending, and

4. While a vote is being taken.

A motion to adjourn "to another time" shall be debatable only as to the time to which the meeting is adjourned.

7.10.6 Motion to Fix Hour of Adjournment
Such a motion shall be to set a definite time at which to adjourn and shall be undebatable and shall be unamendable except by unanimous vote.

7.10.7 Motion to Table
A motion to table shall be used to temporarily by-pass the subject. A motion to table shall be undebatable and shall preclude all amendments or debate of the subject under consideration. If the motion shall prevail, the matter may be "taken from the table" at any time prior to the end of the next regular meeting.

7.10.8 Motion to Limit or Terminate Discussion
Such a motion shall be used to limit or close debate on, or further amendment to, the main motion and shall be undebatable. If the motion fails, debate shall be reopened; if the motion passes, a vote shall be taken on the main motion.

7.10.9 Motion to Amend
A motion to amend shall be debatable only as to the amendment. A motion to amend an amendment shall be in order, but a motion to amend an amendment to an amendment shall not be in order. An amendment modifying the intention of a motion shall be in order, but an amendment relating to a different matter shall not be in order.

A substitute motion on the same subject shall be acceptable, and voted on before a vote on the amendment. Amendments shall be voted first, then the main motion as amended.

7.10.10 Motion to Continue
Motions to continue to a definite time shall be amendable and debatable as to propriety of postponement and time set.

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7.11 Voting Procedure

7.11.1 Voting Procedure
In acting upon every motion, the vote shall be taken by voice or roll call or any other method by which the vote of each Councilmember present can be clearly ascertained. The vote on each motion shall then be entered in full upon the record.

The order of voting shall be alphabetical with the Councilmember making the motion voting first, the Councilmember seconding the motion voting next; and, unless he/she has made or seconded the motion, the Vice Mayor shall vote next to last, and the Mayor voting last. The City Clerk shall call the names of all Members seated when a roll call vote is ordered or required. Members shall respond "aye," "no" or "abstain" provided that when a vote is collectively taken by voice or roll call is used, any Councilmember not audibly and clearly responding "no" or "abstain" or otherwise registering an objection shall have his vote recorded as "aye."

7.11.2 Roll Call Voting:

Every Ordinance, Resolution, and Motion or orders for franchises or payments of money shall require (3) affirmative votes. A roll call vote shall be used for these changes. Any other question before the Council shall not require a roll call vote unless demanded by any member. It shall not be in order for Members to explain their vote during roll call. Any Member may change his/her vote before the next order of business.

7.11.3 Failure to Vote
Every Councilmember should vote unless disqualified for cause. A Councilmember who abstains shall, for purpose of the time under consideration, be considered as if absent.

7.11.4 Reconsideration
Any Councilmember who voted with the majority may move a reconsideration of any action at the same or next meeting. After a motion for reconsideration has once been acted upon, no other motion for a reconsideration thereof shall be made without unanimous consent of the Council.

7.11.5 Tie Votes
Tie votes shall be lost motions. When all Councilmembers are present, a tie vote on whether to grant an appeal from official action shall be considered a denial of such appeal, unless the Council takes other action to further consider the matter. If a tie vote results at a time when less than all Members of the Council are present, the matter shall automatically be continued to the Agenda of the next regular meeting of the Council, unless otherwise ordered by the Council.

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7.12 Resolutions

7.12.1 Definitions
As a rule of thumb, it can be said the legislative acts of the City Council (usually a role of public conduct for long-term application) are taken by ordinance, whereas, more routine business and administrative matters (usually more temporary and transitory in nature) are accomplished by "resolution." The term "resolution" in its general sense will denote any action taken affirmatively via a vote of the Council, other than one taken by ordinance. As used in this City, however, three (3) terms are in general use to denote such (non-ordinance) actions: "resolution," "minute order," and "motion" (thereafter recorded by minute entry). Technically, all three are equally as legally effective and binding; they just vary in the formality of respective memorialization. The most formal is referred to locally as a "resolution." This, in addition to being referenced in the minutes, will be recorded by a separate document, numbered in sequence and preserved in a separate set of books. Such "resolutions" are used in this City for various reasons, such as when specifically required by law, when needed as a separate evidentiary document to be transmitted to another governmental agency, or where the frequency of future reference back to its contents warrants a separate document (with the additional "whereas" explanatory material it often recites) to facilitate such future reference and research.

A "minute order" as used locally denotes a separate document which is also maintained in a separate set of books, under a system of sequential numbering, and is referenced in the minutes; however, the "minute order" is drafted far more briefly than a "resolution" and is distinguished from a mere minute entry only by the need, in general, to have a separate document to facilitate certain administrative processes to which it pertains.

The "motion" (assuming it was one which passed) is a Council action which is recorded simply by an item entry in the minutes of the meeting at which it was accomplished, and no separate document is made to memorialize it.

7.12.2 Resolutions Prepared In Advance
Where a Resolution has been prepared in advance, the procedure shall be: Motion, second, discussion, vote pursuant to methods prescribed in Section 7.10.1, and result declared. It shall not be necessary to read a resolution in full or by title except to identify it. Any Member may require that the Resolution be read in full.

7.12.3 Resolutions Not Prepared In Advance
Where a Resolution has not been prepared in advance, the procedure shall be to instruct the City Manager or City Attorney to prepare a Resolution for presentation at the next Council meeting.

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7.12.4 Urgency Resolutions
In matters of urgency, a Resolution may be presented verbally in motion form together with instructions for written preparation for later execution. After the Resolution has been verbally stated, the voting procedure in 7.11.2 above shall be followed.

Urgency Resolutions shall be avoided except when absolutely necessary; and shall be avoided entirely when Resolutions are required by law, in improvement acts, zoning matters, or force account work on public projects. Where the Resolution has been drafted in written form, either before or during the meeting, this paragraph shall not be deemed applicable.

7.13. Ordinances

7.13.1 Introduction and Adoption of Ordinances
Ordinances shall not be passed within five (5) days of their introduction, nor at other than a regular meeting or at an adjourned regular meeting. However, an urgency ordinance may be passed immediately upon introduction and either at a regular or special meeting. Except when, after reading the title, further reading is waived by regular motion adopted by unanimous vote of the Councilmembers present, all ordinances shall be read in full either at the time of introduction of passage. When ordinances, other than urgency ordinances, are altered after introduction, they shall be passed only at a regular or at an adjourned regular meeting held at least five (5) days after alteration.

Corrections of typographical or clerical errors are not alterations within the meaning of this Section.

7.13.2 Effective Date
All ordinances, except as provided in Section 36937 of the Government Code, shall take effect thirty (30) days after adoption, but may be made operative at such later date as may be designated in the ordinance.

7.13.3 Publishing
It shall be the duty of the City Clerk to post or publish all ordinances in accordance with Government Code Section 36933 within fifteen (15) days after adoption.

7.13.4 Urgency Ordinances
All urgency ordinances must receive four (4) affirmative votes to be adopted and to become effective immediately. If such an ordinance fails to receive a four-fifths

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(4/5ths) majority, it may thereafter be considered and passed in the same manner as regular ordinances.

7.14 Council Meeting Coverage
The City strongly encourages citizen involvement, input and awareness associated with all of its actions and deliberations. With that in mind, the City provides live video streaming of its regular meetings via the City’s website. The video recordings of regular meetings are also available for playback on the City’s website and via YouTube.

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Chapter 8
Open Meetings (Brown Act)
Sections:

8.1 Overview

8.2 Applicability

8.3 Definition of Meetings

8.4 Serial Meetings

8.5 Notice and Agenda Requirements

8.6 Public Participation

8.7 Closed Sessions

8.1 Overview
The Ralph M. Brown Act (“Brown Act”) is the state’s “sunshine law” for local government and is codified in the Government Code beginning in Section 54950 (see Appendices A and B). This statute requires that the business of local government be conducted at open and public meetings, except in certain limited cases. The Brown Act is based upon the notion that people must be informed so they can keep control over their government.

8.2 Applicability
The intent of the Brown Act is to ensure that deliberations and acts of local public agencies are conducted in open and public settings. It applies to “legislative bodies” of cities and other local agencies. The term “legislative body” is defined to include the governing body of a local agency (e.g., the Council) and any commission, committee, board or other body of the local agency, whether permanent or temporary, decision making or advisory, created by formal action of a legislative body.

Standing committees of a legislative body are subject to the requirements of the Brown Act if they have either a “continuing subject matter jurisdiction” or a meeting schedule fixed by formal action of the legislative body. However, the Brown Act does not apply to an advisory committee of a legislative body if the advisory committee is composed solely of members of the body and it does not have a continuing subject matter jurisdiction or a meeting schedule fixed by formal action of a legislative body.

8.3 Definition of Meetings
The Brown Act meaning of the term “meeting” is a very broad definition that encompasses almost every gathering of a majority of legislative body members.

Specifically, Government Code Section 54952.2 defines a meeting as “any congregation of a majority of the members of a legislative body at the same time and location, including teleconference location, to hear, discuss, deliberate, or take action on any item that is within the subject matter jurisdiction of the legislative

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body.” This means that a meeting is any gathering of a majority of Councilmembers to hear or discuss any item of City business or potential City business.

Conversations, whether in person, by telephone or other means, between a legislative body member and any other person do not constitute a meeting.

However, such contacts may constitute a “serial meeting” in violation of the Brown Act if they are part of a series of individual contacts with other legislative body members for the purpose of “developing a collective concurrence.” There are six types of gatherings that are exceptions to the Brown Act’s meeting definition and are not subject to the statute. These exceptions are categorized as follows: (1) the “individual contact” exception where a conversation takes place (whether in person, by telephone or other means) between a legislative body member and any other person; (2) the “seminar or conference” exception which allows attendance by a majority of legislative body members at a seminar, conference or similar educational gathering; (3) the “community meeting” exception which allows a majority of legislative body members to attend open and publicized privately-sponsored neighborhood meetings, town hall forums, chamber of commerce events or other community meetings at which issues of local interest are discussed; (4) the “other legislative body” exception that allows a majority of members of a legislative body to attend open and noticed meetings of other legislative bodies of their local agency, or of another local agency; (5) the “social or ceremonial occasion” exception which allows attendance of a majority of legislative body members at purely social or ceremonial occasions; and (6) the “standing committee” exception which allows members of a legislative body who are not members of a standing committee of that body to attend an open and noticed meeting of the standing committee only as “observers.” When relying upon exceptions (2) - (5), it is impermissible for the legislative body members to discuss among themselves, except as part of the scheduled program, business of a specific nature that is within the subject matter jurisdiction of their legislative body.

8.4 Serial Meetings
As noted above, a serial meeting is a series of meetings or communications between individuals in which ideas are exchanged among a majority of a legislative body (such as three Councilmembers) through either one or more persons acting as intermediaries or through use of a technological device (i.e., telephone answering machine, e-mail, voice mail, etc.). A serial meeting can occur even through a majority of legislative body members never gather together in a room at the same time, and it typically occurs in one of two ways. The first situation is when a staff member, a legislative body member, or some other person individually contacts a majority of legislative body members and shares ideas among the majority. Alternatively, without the involvement of a third person, councilmember A calls councilmember B, who then calls councilmember C, and so on, until a majority of the legislative body has reached a collective concurrence on a matter.

Councilmembers should take care so that an inadvertent violation of the serial meeting rule does not occur. Both the City Manager and the City Attorney can

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provide further advice and suggestions on how to avoid potential serial meetings when dealing with staff, other fellow Councilmembers, constituents, developers, etc.

8.5 Notice and Agenda Requirements

8.5.1 Time of Notice and Contents of Agenda
The Brown Act requires that legislative bodies publicly post agendas prior to their meetings. The time by which an agenda has to be posted in advance of a meeting, and the content of the agenda, depends on whether the meeting is “regular,“ ”special,” or “emergency.”
Legislative bodies, except advisory committees and standing committees, are required to establish a time and place for holding regular meetings. A “regular” meeting is defined as a meeting that occurs on the legislative body’s established meeting day. Agendas for a regular meeting must be publicly posted 72 hours in advance of the meeting, and must contain a brief general description of each item of business to be transacted or discussed.

In contrast to regular meetings, a “special” meeting is a meeting that is held at a time or place other than the time and place established for a regular meeting.

Special meetings require that the “call and notice” of the meeting and the agenda must be posted at least 24 hours prior to the meeting. Additionally, each member of the legislative body must personally receive written notice of the special meeting either by personal delivery or by any other means (such as facsimile, e-mail or U.S. mail) at least 24 hours before the time of the special meeting. Members of the press and other members of the public can also request written notice of special meetings and, if they have, then that notice must be given at the same time notice is provided to the legislative body.

An “emergency” meeting may be called to address certain exigent situations, such as a disaster or emergency condition, without complying with the 24-hour notice requirement for special meetings.

In summary, the Brown Act requires local agencies to mail the agenda or the full agenda packet to any person making a written request no later than the time the agenda is posted or is delivered to the members of the legislative body, whichever is earlier.

8.5.2 Action on and discussion of Non-Agenda Items
The Brown Act ensures the public’s business is conducted openly by restricting legislative bodies’ ability to deviate from posted agendas. The statute affords legislative bodies limited authority to act on or discuss non-agenda items at regular meetings, but forbids doing so at special meetings.

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As a general rule, a legislative body may not act on or discuss any item that does not appear on the agenda posted for a regular meeting. However, this rule does not preclude a legislative body from acting on a non-agenda item if it determines by a majority vote that an emergency situation exists. Additionally, this rule does not preclude a legislative body from acting on a newly discovered urgent item if it determines by a two-thirds vote (unanimous if less than two-thirds of the body are present) that: (I) the item came to the agency’s attention after the agenda posting; and (ii) the item requires immediate action.

Notwithstanding the general rule set forth above, legislative bodies may discuss non-agenda items at a regular meeting under certain exceptions:

1. Legislative body members or staff may briefly respond to statements made or questions posed by persons during public comment periods;

2. Legislative body members or staff may ask a question for clarification, make a brief announcement or make a brief report on their own activities;

3. Legislative body members may provide a reference to staff or other resources for factual information;

4. Legislative body members may request staff to report back to the legislative body at a subsequent meeting concerning any matter; and

5. Legislative body members may take action to direct staff to place a matter of business on a future agenda.

It is important to note that even with the above exceptions, a legislative body may not discuss non-agenda items to any significant degree, and this restriction precludes long or wide-ranging discussions, question and answer sessions, etc.

8.6 Public Participation

8.6.1 Regular Meetings
The Brown Act requires that agendas for regular meetings allow for two types of comment periods. The first is a general audience comment period, which is part of the meeting where the public can comment on any item of interest that is within the subject matter jurisdiction of the City. The second is the specific comment period pertaining to items on the agenda. The Brown Act requires a legislative body to allow members of the public to comment on agenda items either before or during the body’s consideration of that item.

8.6.2 Public Comments at Special meetings
The Brown Act requires that agendas for special meetings provide an opportunity for members of the public to address the legislative body concerning any item listed on the agenda prior to the body’s consideration of that item. Unlike regular

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meetings, however, the legislative body does not have to allow public comment on non-agenda matters at a special meeting.

8.7 Closed Sessions
The Brown Act allows a legislative body to convene a “closed session,” sometimes referred to as an “executive session,” during a meeting in order to meet privately with its advisors on specifically enumerated topics. Examples of subjects that may be discussed in closed session include personnel evaluations, threats to public safety, labor negotiations, pending litigation and real estate negotiations.

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Chapter 9
Ethics
Sections:

9.1 Ethical Practices

9.2 Ethics Training (AB 1234)

9.3 Responsibilities of Public Service

9.4 Political Reform Act and Government Code Section 1090 (Conflicts of Interest)

9.5 Identifying Conflicts

9.6 General Rules/Principles

9.1 Ethical Practices
Elected and appointed officials as well as employees and contract personnel at all levels of the City are guardians of the public trust. City officials, employees and contract personnel are required to be impartial and responsible in the fulfillment of their duties and responsibilities. The citizens of Buellton expect and must receive the highest standard of ethics from all those in public service, regardless of personal consideration or interest. To this end, the City of Buellton has adopted a Code of Ethics (see Appendix C) establishing standards of behavior for “all elected and appointed officials, City employees, volunteers, and others who participate in the City’s government.”
As a member of the International City Management Association (ICMA), the City Manager is also subject to that organization’s professional code of ethics (see Appendix D). This code binds the City Manager to certain practices that are designed to ensure actions are always in support of the City’s best interests.

Violations of such principles can result in censure by the ICMA.

9.2 Ethics Training (AB 1234)
Effective January 1, 2006, AB1234 (Salinas) enacted Government Code 53235 et seq. to require public officials to complete two hours of training in ethics principles and laws every two years. In addition to Councilmembers, the City requires the training of a number of staff including the City Manager, Planning Director, and Finance Director. The League of California Cities offers AB 1234 training, often in conjunction with the annual conference, and on-line training is offered through the Institute for Local Government and the Fair Political Practices Commission (“FPPC”). Following training sessions, certificates of course completion are kept on file in the City Clerk’s office.

9.3 Responsibilities of Public Service
City officials and employees are obligated to uphold the U.S. Constitution and the California Constitution, and to comply with all federal, state and local laws and City policies. Recognizing the special responsibilities of serving the City and its citizens,

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City officials and staff are required to maintain the highest standards of integrity and honesty, and they are expected to treat all members of the public and each other with respect, courtesy, concern and responsiveness. The conduct of City officials and staff in both their official and private affairs should always be beyond reproach to assure the public’s highest trust and respect in its local government.

9.4 Political Reform Act and Government Code Section 1090 (Conflicts of Interest)
The Political Reform Act of 1974 (“PRA”) is the principal law in California that governs conflicts of interest for public officials. As the state agency charged with administering and enforcing the PRA, the FPPC issues regulations interpreting the statute and provides conflict of interest advice.

In essence, the PRA prohibits public officials from making, participating in the making, or in any way attempting to use their official position to influence a decision in which they know or have reason to know they have a financial interest. The term “public official” is defined as including every member, officer, employee or consultant of the state or local government agency. The FPPC has promulgated a four-step test for determining when disqualification is required. A public official has a conflict of interest and must abstain if a decision will have a reasonably foreseeable material financial effect on certain economic interests (such as business interests and real property interests), unless that effect is indistinguishable from the effect on the public generally. FPPC regulations provide guidance for most of the terms used in the PRA, as well as standards for determining if each element of the PRA’s prohibitions has been satisfied.

The determination of the application of conflict of interest laws in particular circumstances may require a complicated analysis. Accordingly, Councilmembers are encouraged to contact the City Manager who may, in turn, contact the City Attorney to discuss the matter. Should the City Attorney need additional information, the City Attorney will contact the Councilmember directly to discuss the issue. If the determination is that there is a conflict of interest, the Councilmember is required to abstain from any participation in the decision.

Additionally, the Councilmember must disclose the reason for the abstention before discussion on the matter begins and, in most cases, is required to leave the Council Chambers until the matter is voted on by the remaining Councilmembers.

If the Councilmember has a remote interest that does not require disqualification, the Councilmember must disclose the interest at the beginning of discussion on the item. The disclosure of the interest or conflict shall be made a part of the record of the meeting.

Another law that governs conflicts of interest is Government Code Section 1090 which is similar to the PRA, but applies only to City contracts in which a public official or a public employee has a financial interest. A Councilmember having a financial interest in a contract may preclude the City from entering into the contract at all. Also, the penalties for violating this section of the Government Code are severe. If a Councilmember believes that he/she may have any financial interest

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in a contract that will be before the Council, the Councilmember should immediately seek advice from the City Attorney.

In summary, City officials and employees should always avoid the appearance of conflicts of interest in order to ensure that City decisions are made in a completely independent and impartial manner. With that in mind, every elected official, officer, appointee, employee, consultant and contract personnel of the City shall disclosure completely the nature and extent of any interest, either direct or indirect, which conflicts with his/her responsibility or duty.

9.5 Identifying Conflicts
It is the responsibility of each Councilmember to identify, disclose and declare his/her conflict before the matter is heard by the Council. If possible, the conflicted Councilmember should notify the City Manager prior to the Council meeting at which the matter will be heard to ensure the presence of a quorum. Staff will attempt to assist with identifying obvious conflicts, but the ultimate responsibility rests with each Councilmember.

The City Clerk assists only in the filing of conflict of interest forms and does not provide any interpretations of the FPPC regulations. Such assistance can be provided by the City Attorney or by FPPC staff.

9.6 General Rules/Principles
The following general rules and principles apply regarding conflicts of interest.

1. City officials and employees shall not use their official positions to influence government decisions in which they have a financial interest, or where they have an organization responsibility, or personal relationship that would present a conflict of interest under applicable State law. As required by law, Councilmembers declaring a conflict of interest shall recuse themselves and leave the Council Chambers.

2. City officials and employees shall not use the prestige or influence of the City office or employment for private gain or advantage of himself/herself or another, unless so specified by contract or approved by the Council.

3. City officials and employees shall not use City time, City funds, or City facilities, equipment or supplies for personal use, or personal gain, or for campaign-related political activities, nor shall they use or attempt to use their position to secure unwarranted privileges or exemptions for themselves or others.

4. City officials and employees shall not use confidential information acquired by or available to them in the course of their dealings with the City for personal gain or for personal, non-City business related reasons. City officials and employees shall uphold the public’s right to know, and in

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accordance with the Brown Act, uphold the public’s right to know not only the decisions taken, but also the deliberations which shape public policies and programs.

5. City officials and employees shall not accept money or other consideration or favors from anyone other than the City for the performance of an act which they would be required or expected to perform in the regular course of their duties; nor shall City officials and employees violate the PRA’s gift limitations.

6. Councilmembers shall represent the official policies or positions of the Council to the best of their ability when designated as delegates for that purpose. When presenting individual opinions and positions, Councilmembers shall explicitly state that they do not represent their body of the Council, nor will they allow the inference that they do.

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Chapter 10
Land Use and Planning
Sections:

10.1 Municipal Planning

10.2 Benefits of Planning

10.3 Legal Side of Planning

10.4 Council’s Planning Roles and Responsibilities

10.5 Planning Components

10.6 Land Use and Planning Terms

10.1 Municipal Planning
Local elected officials have many responsibilities and chief among them is the determination of how the physical configuration of their communities will change, develop and adapt to meet the needs of their residents. In essence, communities take control and guide their physical growth and development through municipal planning. Planning covers a broad spectrum of tasks and activities ranging from overseeing and approving new development on vacant land to overseeing new land uses on existing properties. Planning also results in the establishment of goals and policies for directing and managing future growth and development of a community.

10.2 Benefits of Planning
When exercised in an appropriate manner, planning offers a number of benefits and opportunities. Effective land use planning can ensure that architectural, environmental and aesthetic elements are incorporated into projects to connect residents to their community and establish a sense of place. Property values also can be enhanced when a community provides for a balance of different uses and separates conflicting uses. Proper planning and design can make communities safer places in which to live and work through the application of building codes and other needed regulations. Additionally, well-planned communities offer residents and businesses a range of choices for business development, housing, schools, parks, open space and other services and amenities.

10.3 Legal Side of Planning

10.3.1 State Planning Law
In California, the state delegates most local land use and development decisions to cities and counties. State law requires that all cities and counties adopt “a comprehensive long-term general plan for their physical development and any land outside of their boundaries that bears relation to their planning.” This general plan establishes the groundwork for community decisions affecting the location of housing, businesses, roads, parks and other land uses as well as the protection of

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the public from various environmental hazards. Each municipality carries out its general plan through its zoning, subdivision and other ordinances.

10.3.2 Police Power
Planning and the regulation of land use are based upon local government’s “police power.” The courts have held that the police power may be used to regulate a wide and expanding variety of activities as long as it is exercised in a manner that is reasonably related to the protection of the public’s health, safety and welfare, is not preempted by federal or state law, and is within the framework of state statute.

Municipal planning, zoning laws, subdivision regulations, sign controls and certain types of dedications of land as a condition of development approval represent several examples of the police power. Constitutional guarantees - such as equal protection, free speech, due process, and just compensation for the taking of private property - define the boundaries of the police power. An illegal “taking” may occur as a result of either a public agency’s acquisition of private property without just compensation or of excessively restrictive land use regulations that deprive a property owner of all uses of his/her land.

10.3.3 Findings
Planning decisions made by a municipality must be based on a rational decisionmaking process. Quite often, the planning body of a city must adopt written “findings” explaining the factual reasons for its decision. A finding is a statement of fact relating the information that the planning body has considered to the decision that is made. If a decision is challenged in court, the findings will be used to trace the planning body’s reasoning and to determine whether its action was legally justified.

Findings must be supported by evidence in the hearing (i.e., testimony, reports, environmental documents, etc.) and should not contain unsupported statements.

Complete findings should be included in the planning body’s resolution of approval or denial. By way of illustration, the following planning actions require findings:

1. zone change: finding of consistency with the general plan and any specific plans;

2. subdivision: finding of consistency with the general plan and any specific plans, and finding supporting approval or denial per state and local codes;

3. specific plan adoption or amendments: finding of consistency with the general plan;

4. conditional use permit: locally required findings supporting approval and conditions;

5. variance: specific findings required by state statute; and

6. projects involving an environmental impact report: findings of significant effect and findings of overriding consideration for any unmitigated significant effects.

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10.4 Council’s Planning Roles and Responsibilities
In serving as a decision-making body for planning matters, the Council reviews development applications and makes factual findings on a case-by-case basis to ensure consistency with the provisions of the general plan and other planningrelated policies and ordinances. In this planning role, the Council typically acts in three capacities:
(1) Legislative: adopting broad policies governing development, such as general plans, zoning ordinances, fee schedules, etc.;
(2) Quasi-judicial: applying approved policies and state law to specific projects through permit approvals such as planned development permits, variances, and oak tree permits; and
(3) Enforcement: directing staff to take necessary steps to assure that projects, once approved, comply with the applicable laws and conditions of approval.

10.5 Planning Components
The Council relies on seven essential components of planning in undertaking its land use and planning responsibilities as briefly outlined below:

1. General Plan
The general plan is the foundation for local land use planning, and it creates a vision for the foreseeable planning horizon, usually 10 to 20 years, and translates the vision into objectives, goals, policies and implementation programs for the physical development of the community. All other land use ordinances and policies flow from the general plan. Projects will not be able to proceed unless they are found to be consistent with the general plan.

General plans typically contain a number of mandatory and optional elements. Buellton’s general plan contains nine such elements: land use, circulation, economic development, housing, conservation and open space, noise, safety, parks and recreation, and public facilities and services.

2. Zoning
Zoning is the separation of a community into various districts or “zones” that regulate land uses and the intensity of development. The goal of zoning is to ensure that neighboring land uses are compatible.

A zoning designation is assigned to every legally defined parcel within a zone in the community. Buellton’s zoning ordinance contains twenty such districts covering residential areas, commercial areas, business parks, public institutional areas, and open space areas. Each zone sets forth certain permitted and conditionally permitted uses as well as various development regulations and design standards.

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3. Subdivisions
A subdivision is any division of contiguous land into separate parcels for sale, lease, or financing. Any land transaction that legally separates property into distinct ownership units in which long-term ownership rights can be vested is a subdivision. California’s Subdivision Map Act (“Map Act”) governs how local agencies oversee the subdivision of land. The process encourages orderly development and also protects against fraud by assuring that all subdivisions are recorded with the county recorder.

Each city must adopt an ordinance that designates a local process for subdivision approval. Local ordinances can be more restrictive than the Map Act so long as they are consistent with its provisions.

The Map Act contains two procedures to process subdivision applications based on project size. “Major subdivisions” containing five or more parcels require more formal procedures that involve filing both a tentative map and a final map for approval. Minor subdivisions involving four or fewer parcels require only a single parcel map. The reasoning for this distinction is that minor subdivisions are less likely to raise complex issues, such as traffic and infrastructure needs.

4. Design Review
Design review is used to ensure that development is compatible with the aesthetic character of a community or individual neighborhood. While the zoning code focuses on the type and intensity of a use, design review focuses on aesthetic and architectural standards.

During the design review process, various materials and information may be used to evaluate projects including conceptual exterior elevations and plans, color samples, design details, landscape plans, lighting elements, etc.

5. Environmental Review (California Environmental Quality Act) Requiring measures to protect the long-term health of the state’s environment has become an integral element of land use planning. The environmental protection law most frequently applied to land use decisions is the California Environmental Quality Act (CEQA).

CEQA is a complex law with a simple purpose: to assure that decisionmakers understand and account for the environmental consequences of a project. A key purpose of CEQA is informational, since it gives decisionmakers information on what the environmental impacts of a project will be and how to minimize those impacts (see Appendix E for further information on CEQA).

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6. Development Agreements
In California, a project that is in the approval process or has been approved but not yet built may be subject to new regulations and fees as they are adopted. Landowners or developers generally do not have an assured or “vested” right to develop until they obtain a building permit and have performed substantial work in reliance on that permit. Until then, there is no guarantee that the local land use policies and regulations will remain the same.

To offset this risk, developers sometimes propose that their project be approved through a development agreement which is a detailed contract between a developer and a local agency that spells out the rules for a particular project in very specific terms. Development agreements are typically reserved for projects that are likely to be developed in several phases over a number of years.

For developers, the advantage is that they can lock in their entitlements and the local regulations that are in effect at the time the agreement is approved, allowing them to obtain financing and get the project underway. For local agencies, the advantage is that the agency and developer may agree to additional conditions such as extra park land, certain fees, and public improvements that go beyond what the agency could require through the normal development process.

7. Dedications and Fees
Dedications of land and development fees are often imposed as conditions on projects to offset new demands on public services and facilities.

Dedications and fees are sometimes referred to as “exactions.” New development usually requires the extension of infrastructure, such as roads, water and sewer lines, parks, pathways, libraries, and schools. Cities use dedications and fees to ensure that new development pays its fair share of required public improvements.

A dedication occurs when ownership of an interest in real property is transferred to a local agency. Development fees are often imposed in lieu of dedications when the type of infrastructure does not lend itself easily to individual dedications of property, such as with sewers, water systems, affordable housing and open space.

The basic rule when imposing dedications and fees is that they must have an “essential nexus” with, and be “roughly proportional” in amount to, the impacts caused by the development. This means dedication and fee requirements may be used to fund improvements necessary to address the effects of the project.

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10.6 Land Use and Planning Terms
In serving in the planning commission role, the Council will typically deal with various land use and planning terms. As in other professional disciplines, many of these terms are technical in nature. To assist the Council in understanding such terms, several planning organizations have developed resource documents. One such organization is the Institute for Local Government which has developed a comprehensive glossary of land use and planning terms (see Appendix F).

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Chapter 11
Council Committees
Sections:

11.1 Establishment of Council Committees

11.2 Procedure for Council Committee Appointments

11.3 Notice of Meetings

11.4 Staff Support of Committees

11.5 Committee Reports

11.6 Annual Review of Committees

11.1 Establishment of Council Committees
The Council may establish standing committees for policy review of a specific area or subject matter. Additionally, ad-hoc committees may be established to undertake a specific program of work, and once the program of work is completed such committees will dissolve. Both standing and ad hoc committees are typically composed of two Councilmembers.

Council committees may not speak for nor act on behalf of the Council. Instead, both standing and ad-hoc committees are created to assist the Council by preparing policy alternatives and implications for Council consideration. In other words, Council committees serve the entire Council, and, as such, committees are not seen as territorial, but neither do Councilmembers interfere in the committee work of others.

11.2 Procedure for Council Committee Appointments
It is the role of the Mayor to present any recommended standing and ad hoc committee assignments for Council concurrence at the Council’s annual reorganization meeting, or at a subsequent Council meeting shortly thereafter.

Initial appointments to new committees will take place upon the establishment of the committee, or at a subsequent Council meeting. Assignment to a Council Committee will be by Council consensus.

11.3 Notice of Meetings
All standing committees must be scheduled with proper public notice provided through staff.

11.4 Staff Support of Committees
Both standing and ad-hoc committees receive staff support and assistance at their meetings and in their deliberations. At committee meetings, Councilmembers are typically presented with background materials prepared by staff that are pertinent to the issues or subjects under review, and Councilmembers may request further assistance and information as needed. However, a committee may not direct staff in the performance of their duties as all staff involvement with a committee needs

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to be approved by the City Manager so as not to unduly interfere with the day-today operations or priorities established by Council.

11.5 Committee Reports
Both standing and ad hoc committees will typically report on their work and deliberations, when any recommendations are reached, during the Committee Reports portion of the Council’s agenda. Such written reports are prepared and initially presented by staff with further comments offered by committee members.

When there is not agreement between the two members of a standing or ad hoc committee on a particular issue, the committee report to the entire Council will reflect the position of both members.

Should questions arise concerning the work and deliberations of any committee prior to the presentation of a formal committee report at a Council meeting, it is recommended that interested Councilmembers initiate contact with the City Manager.

11.6 Annual Review of Committees
The Council will review annually the relevance of the Council’s standing and ad hoc committees and determine which committees are no longer necessary and which committees should continue their work and deliberations.

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Chapter 12
Council Participation in Outside Organizations
Sections:

12.1 Appointments to Outside Organizations

12.2 Representational Responsibilities of Appointees

12.3 Reporting Responsibilities of Appointees

12.4 Limited Participation and Memberships in National Organizations

12.1 Appointments to Outside Organizations
The City maintains on-going relationships with outside organizations and regional authorities and governmental bodies, such as the League of California Cites (Cal Cities), the Central Coast Water Authority (CCWA), the Santa Barbara County Association of Governments (SBCAG), etc. Typically, the Council assigns one or more Councilmembers, as applicable, to serve as the City’s representative to such organizations and authorities at the time that the Council reorganizes itself each year.

12.2 Representational Responsibilities of Appointees
Councilmembers assigned to outside organizations or regional authorities represent the City’s interests as determined by a majority of the Council.

Councilmembers should not represent or vote their own or individual positions on an issue, but rather that of the City as may be articulated or instructed by a majority of the Council. Whenever possible, all significant policy issues should be brought before the Council for determination and instruction to the assigned Councilmember(s).

12.3 Reporting Responsibilities of Appointees
All Councilmembers representing the City on outside organizations and regional authorities should periodically summarize their activities at Council meetings during the Council Comment portion of the agenda. If the City reimburses a Councilmember for any necessary expenses incurred in such representation, the Councilmember should give a report of such meeting attended at the expense of the City at the next regular meeting of the Council.

12.4 Limited Participation and Memberships in National Organizations It has been the past practice of the Council to confine City participation and memberships to organizations of a more local, regional and state nature as opposed to organizations of a national orientation, such as the National League of Cities. Should a need or desire arise for a Councilmember to attend a conference or event outside of California which benefits the City, special Council approval is required prior to the actual registration and attendance at the event.

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Chapter 13
Press/Media Relations
Sections:

13.1 Official Positions of the City

13.2 Press Releases

13.3 Contacts with Media

13.4 Councilmembers’ Communication with Media

13.5 Social Media Policy

13.1 Official Positions of the City
In responding to inquiries from the media, it is the general practice of the Council and staff to represent the official position of the City and to limit comments to stating the facts and circumstances, without personal opinions or conclusions.

13.2 Press Releases
All press releases pertaining to the City are issued by the City Manager on behalf of the City. The City Manager is authorized to issue press releases pertaining to City activities and events of public importance as deemed necessary and appropriate to keep the public informed. When the City issues a press release, the Mayor and Councilmembers are consulted in terms of any Councilmember quotes or references. All press releases are immediately distributed to the Council upon their release to the media.

13.3 Contacts with the Media
When dealing with the members of the media, it is usually the Mayor who represents the position and interest of the City. However, the press may also contact the City Manager or department heads from time to time, and in those instances City staff will express the position of the Council.

13.4 Councilmembers’ Communication with Media
It has always been the City’s position that the Council maintains open lines of communication with the media providing Councilmembers the ability and opportunity to speak directly with the media on City issues. When speaking to the media, Councilmembers will clarify whether they are speaking on behalf of the Council or themselves. Additionally, if a Councilmember does not feel knowledgeable about a particular issue when questioned by the media, it is recommended that the Councilmember direct the media contact to the City Manager. Finally, it is suggested that Councilmembers advise the City Manager when media contact occurs.

13.5 Social Media Policy

In an effort to expand communication with the public, the City may maintain a