CITY OF BUELLTON
CITY COUNCIL AGENDA
Regular Meeting of November 9, 2023 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.
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
Members of the public can observe and address the meeting electronically by clicking here.
TELECONFERENCE MEETING LOCATION:
Vice Mayor John Sanchez will attend the above referenced regular City Council meeting via teleconference from the following location:
Beco da semina, Casa Veronique
Olhos de agua, 8200-594 albufeira
Algarve, Portugal
CALL TO ORDER
Mayor Dave King
PLEDGE OF ALLEGIANCE
ROLL CALL
Council Members, Hudson Hornick, Elysia Lewis, David Silva, Vice Mayor John Sanchez, and Mayor Dave King
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.
City Council Meeting Agenda Page 2 November 9, 2023
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 Any Council Member, the City Attorney, or the City Manager may request that an item be withdrawn from the Consent Agenda to allow for full discussion.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 October 26, 2023 Regular City Council Meeting
2. List of Claims to be Approved and Ratified for Payment to Date for Fiscal Year 2023/2024
3. Financial Report for First Quarter Ending September 30, 2023 (Staff Contact: Finance Director Shannel Zamora)
4. Resolution No. 23-21 – “A Resolution of the City Council of the City of Buellton, California, Regarding Addition of Red Curb at Vineyard Village Townhomes Emergency Access Driveway on North McMurray Road”
(Staff Contact: Public Works Director Rose Hess)
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)
5. Discussion of Enchanted Garden Holiday Lights Festival and Cowboy Christmas Events
(Staff Contact: Planning Director Andrea Keefer)
6. Consideration of a Request for Funds to Purchase Decorations for Winter Fest (Staff Contact: City Manager Scott Wolfe)
7. SYV Horseback Rides – Proposal to Modify License Agreement for Proposed Expansion of Use
(Staff Contact: Planning Director Andrea Keefer)
8. McMurray Road/Highway 246 Improvement Project
(Staff Contact: Public Works Director Rose Hess)
City Council Meeting Agenda Page 3 November 9, 2023
9. Establishment of City Council Priorities for 2024
(Staff Contact: City Manager Scott Wolfe)
CITY MANAGER’S REPORT
ADJOURNMENT
The next regular meeting of the City Council will be held on Thursday, December 14, 2023 at 6:00 p.m.
City Manager Review: SW
Council Agenda Item No.: 1
CITY OF BUELLTON
CITY COUNCIL MEETING MINUTES
Regular Meeting of October 26, 2023
City Council Chambers, 140 West Highway 246
Buellton, California
CALL TO ORDER
Mayor King called the meeting to order at 6:00 p.m.
PLEDGE OF ALLEGIANCE
ROLL CALL
Present: Council Members Hudson Hornick, Elysia Lewis, David Silva, Vice Mayor John Sanchez, and Mayor Dave King
Staff: City Manager Scott Wolfe, City Attorney Greg Murphy, Public Works Director Rose Hess, Finance Director Shannel Zamora, Planning Director Andrea Keefer, and Staff Assistant Clare Barcelona
REORDERING OF AGENDA
None
PUBLIC COMMENTS
None
CONSENT CALENDAR
1. Minutes of October 12, 2023 Regular City Council Meeting
2. List of Claims to be Approved and Ratified for Payment to Date for Fiscal Year 2023/2024
3 Monthly Treasurer’s Report – September 30, 2023
4. Acceptance and Filing of Stormwater Management Program (SWMP) Annual Report FY 2022-2023
City Council Meeting Minutes Page 2 October 26, 2023
5. Approval of a Joint Powers Agreement for the Central Management Area Relating to Sustainable Groundwater Management Act in the Santa Ynez River Valley Groundwater Basin
6. Consideration of Affordable Housing Agreement and Density Bonus Agreement with People’s Self Help Housing for the Buellton Garden Apartments Project MOTION:
Motion by Council Member Lewis, seconded by Council Member Silva, approving Consent Calendar Items 1-6 as listed.
VOTE:
Motion passed by a roll call vote of 4-1, with Council Member Hornick voting no.
Council Member Hornick – No
Council Member Lewis – Yes
Council Member Silva – Yes
Vice Mayor Sanchez – Yes
Mayor King – Yes
PRESENTATIONS
None
PUBLIC HEARINGS
None
COUNCIL MEMBER COMMENTS/ITEMS
Council Member Hornick suggested the City offer a tree planting incentive program.
WRITTEN COMMUNICATIONS
None
COMMITTEE REPORTS
Council Member Lewis announced that she attended the City/School District Joint Use Committee meeting and provided an oral report for the record.
Council Member Silva announced he attended the Affordable Housing Workshop and provided an oral report for the record.
Vice Mayor Sanchez announced that he attended the Central Coast Water Authority (CCWA) board meeting and provided an oral report for the record.
City Council Meeting Minutes Page 3 October 26, 2023
Mayor King announced that he attended the Coast Rail Coordinating Council meeting and the Santa Ynez Valley Aquatics Foundation meeting and provided oral reports for the record.
BUSINESS ITEMS
7. Consideration of Arts & Culture Project Applications: (Fall Fest & Buellton Community Garden)
RECOMMENDATION:
That the City Council consider approval of $10,000 to fund the Fall Fest music program and $9,500 for the Buellton Community Garden entry structure construction, pursuant to the recommendation of the Arts and Culture Committee.
STAFF REPORT:
City Manager Wolfe presented the staff report.
SPEAKERS/DISCUSSION:
Fall Fest Event:
The City Council discussed anticipated Arts & Culture future funding requests and emphasized that Fall Fest is a free event for the community to enjoy.
SPEAKERS/DISCUSSION:
Buellton Community Garden:
Correspondence was received and made part of the record supporting funding for construction of the Buellton Community Garden entry structure from the following individuals:
• Judi Smith
• Larry Bishop
• Linda Ryles
• Monica and Cal Cluff
• Phil Johnson
• Carla Mead
• Maryanne Perlmutter
Devon DeFazio and Greg Erikson, Buellton, discussed the funding request for the Buellton Community Garden entry structure and thanked the Council for their support.
The City Council discussed the Community Garden’s entry gate structure and funding for other phases of the Community Garden.
DOCUMENTS:
Staff report with attachments as listed in the staff report.
City Council Meeting Minutes Page 4 October 26, 2023
MOTION:
Motion by Council Member Hornick, seconded by Mayor King, approving funding for the Fall Fest music program in the amount of $10,000.
VOTE:
Motion passed by a roll call vote of 5-0.
Council Member Hornick – Yes
Council Member Lewis – Yes
Council Member Silva - Yes
Vice Mayor Sanchez – Yes
Mayor King – Yes
MOTION:
Motion by Council Member Lewis, seconded by Council Member Hornick, approving funding for the Buellton Community Garden entry structure construction, in the amount of $9,500.
VOTE:
Motion passed by a roll call vote of 5-0.
Council Member Hornick – Yes
Council Member Lewis – Yes
Council Member Silva - Yes
Vice Mayor Sanchez – Yes
Mayor King – Yes
8. CalPERS Pension Funding Update and Discussion and Direction on Options for Reducing the City’s CalPERS Pension Unfunded Accrued Liability (UAL) RECOMMENDATION:
That the City Council consider paying an additional discretionary payment (ADP) of $175,000 during FY 2023-24 by November 2023 and pay future UAL payments on a 15- year amortization schedule.
STAFF REPORT:
Finance Director Zamora presented the staff report.
SPEAKERS/DISCUSSION:
Dan Matusiewicz with GovInvest discussed the CalPERS Pension Unfunded Accrued Liability.
The City Council discussed addressing the CalPERS Pension Unfunded Accrued Liability annually and that a more aggressive payment approach is preferred.
City Council Meeting Minutes Page 5 October 26, 2023
DOCUMENTS:
Staff report with attachments as listed in the staff report.
MOTION:
Motion by Council Member Lewis, seconded by Mayor King, approving staff’s recommendation of paying an additional discretionary payment (ADP) of $175,000 during FY 2023-24 by November 2023 and pay future UAL payments on a 15-year amortization schedule.
VOTE:
Motion passed by a roll call vote of 5-0.
Council Member Hornick – Yes
Council Member Lewis – Yes
Council Member Silva - Yes
Vice Mayor Sanchez – Yes
Mayor King – Yes
9. Approval of Measure A Cooperative Agreement for the McMurray Road/Highway 246 Improvement Project
RECOMMENDATION:
That the City Council approve the Measure A Cooperative Agreement with SBCAG and authorize the Mayor to execute the agreement.
STAFF REPORT:
Public Works Director Hess presented the staff report.
SPEAKERS/DISCUSSION:
The City Council discussed the scope of the project.
DOCUMENTS:
Staff report with attachments as listed in the staff report.
MOTION:
Motion by Council Member Lewis, seconded by Council Member Silva, authorizing the Mayor to execute the Measure A Cooperative Agreement with SBCAG.
VOTE:
Motion passed by a roll call vote of 5-0.
Council Member Hornick – Yes
Council Member Lewis – Yes
Council Member Silva - Yes
Vice Mayor Sanchez – Yes
Mayor King – Yes
City Council Meeting Minutes Page 6 October 26, 2023
10. Resolution No. 23-20 - “A Resolution of the City Council of the City of Buellton, California, for the Purpose of Budget Amendments from Operational Changes Related to Fiscal Year 2023-24 Budget through the First Quarter Ending September 31, 2023”
RECOMMENDATION:
That the City Council consider adoption of Resolution No. 23-20.
STAFF REPORT:
Finance Director Zamora presented the staff report.
SPEAKERS/DISCUSSION:
The City Council discussed the City’s funding reserves.
DOCUMENTS:
Staff report with attachments as listed in the staff report.
MOTION:
Motion by Council Member Hornick, seconded by Council Member Lewis, adopting Resolution No. 23-20 – “A Resolution of the City Council of the City of Buellton, California, for the Purpose of Budget Amendments from Operational Changes related to Fiscal Year 2023-24 Budget through the First Quarter Ending September 31, 2023” VOTE:
Motion passed by a roll call vote of 5-0.
Council Member Hornick – Yes
Council Member Lewis – Yes
Council Member Silva - Yes
Vice Mayor Sanchez – Yes
Mayor King – Yes
11. Clarification of Staff Priorities of City Council Requests RECOMMENDATION:
That the City Council review and discuss the materials presented and establish an integrated prioritization for both new requests and the existing list, and direct staff as appropriate.
STAFF REPORT:
City Manager Wolfe presented the staff report.
SPEAKERS/DISCUSSION:
The City Council discussed the list of staff priorities and determined which items they wanted addressed right away.
City Council Meeting Minutes Page 7 October 26, 2023
DOCUMENTS:
Staff report with attachments as listed in the staff report.
DIRECTION:
The City Council agreed by consensus to a revised list of staff priorities and requested that City Manager Wolfe distribute the revised list to Council and bring this item back at the November 9 Council meeting for further discussion.
CITY MANAGER’S REPORT
City Manager Wolfe provided an informational report for the record.
ADJOURNMENT
Mayor King adjourned the regular meeting at 7:56 p.m. The next regular meeting of the City Council will be held on Thursday, November 9, 2023 at 6:00 p.m. ___________________________
Dave King
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: November 9, 2023
Subject: List of Claims to be Approved and Ratified for Payment to Date for Fiscal Year 2023/2024
______________________________________________________________________________
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 10/14/2023 through 10/27/2023 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 and electronic fund transfers issued for the period of 10/14/2023 through 10/27/2023 was $866,024.28.
FISCAL IMPACT
Payments made to the various vendors were consistent with the approved City’s Budget for FY 2023/24. 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 10/14/2023 through 10/27/2023.
ATTACHMENTS
Attachment 1 – Claims
EXHIBIT A - A/P Packets processed
A/P Packet# APPKT02183 89,343.30
A/P Packet# APPKT02182 163,873.22
A/P Packet# APPKT02180 8,984.99
A/P Packet# APPKT02169 511,234.90
Total A/P Packets: $773,436.41 (11 pages)
(1 page)
Utility Packet #UBPKT0XXXX 0.00 (1 page)
Total of checks issued: $773,436.41
EXHIBIT B - Payments via Electronic Fund Transfer (EFT) EFT Total: $29,399.81
Payroll processed
Staff Payroll 10/20/2023 60,214.90
City Council Payroll 10/26/2023 2,973.16
Total Payroll: $63,188.06
Disbursement from Capital Lease Proceeds
TOTAL AMOUNT OF CLAIMS: $866,024.28
CONSOLIDATED CLAIMS DISBURSEMENT
BACK-UP/SUPPORT DATA IS AVAILABLE FOR COUNCIL REVIEW IN CITY HALL The following is a list of claims for the period of October 14, 2023 through October 27, 2023 for ratification by the City at the Council November 09, 2023 City Council Meeting.
\\fileserver\Users\Finance_Shared\CLAIMS APPROVALS\Claims Approval FY2023-2024
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: November 9, 2023
Subject: Financial Report for First Quarter Ending September 30, 2023 ______________________________________________________________________________
BACKGROUND
Four times each year, City staff completes a comprehensive analysis of City finances, including projected fund balances, revenues to date, departmental budgets, expenditures, and encumbrances. This financial report focuses on the First Quarter of FY 2023-24 and summarizes the quarter ended September 30, 2023 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 September 30, 2023.
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 First Quarter Financial Report.
ATTACHMENTS
Attachment 1 - Quarterly Financial Report for the period September 30, 2023 Attachment 2 - Quarterly Capital Improvement Project Report for the period ending September 30, 2023
Quarterly Financial Report – FY 2023-24 First Quarter
Unaudited Financial Data First Quarter Ending September 30, 2023 1 Overview
The purpose of this financial report is to provide
financial information for the City of Buellton.
This report focuses on the first quarter of fiscal
year 2023-24 and covers the period July 1, 2023
through September 30, 2023. 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
Job growth was stronger than expected in
September 2023, a sign that the U.S. economy
continues its resilience despite higher interest
rates, labor issues, and political issues.
According to a CNB report, investors are nervous
that a resilient economy could force the Federal
Reserve to keep interest rates high and perhaps
propose new rate hikes as inflation remains
high.
According to the Federal Reserve meeting in
September 2023, officials agreed to hold
interest rates in their ongoing fight against
inflation. They also agreed that policy should
remain restrictive until the Committee is
confident that inflation is moving down
sustainably toward its objective. The minutes
indicate that policymakers are divided over the
need for additional interest-rate hikes this year.
The Federal Reserve kept the target range for
the federal funds rate at a 22-year high of 5.25
percent to 5.5 percent following a 25 basis
points hike in July.
According to the Bureau of Economic Analysis
(BEA), the real domestic product (GDP)
increased at an annual rate of 2.1 percent in the
second quarter of 2023. The increase in the
second quarter primarily reflected increases in
business investment, consumer spending and
state and local government spending offset with
a decrease in exports.
According to the BLS, the consumer price index
(CPI) for all items over the last 12 months as of
September 2023 was 3.7 percent, a 0.4 percent
increase from August. The index for shelter was
by far the largest contributor to the monthly all
items increase. Another contributor to the
increase is the gasoline index.
According to the Bureau of Labor Statistics (BLS),
the current unemployment rate remained
unchanged at 3.8 percent as of September 2023.
Nonfarm payroll increased 336,000. Job gains
occurred in leisure and hospitality; government;
health care; professional, scientific and technical
service; and social assistance. Motion picture
and sound recording jobs fell by 5,000 and are
down 45,000 since May 2023 amid a labor
gridlock in Hollywood.
State Economy
According to the Employment Development
Department (EDD), California’s unemployment
rate rose slightly to 4.7 percent, a 0.1 percent
increase from the prior month. The state added
CITY OF BUELLTON
Quarterly Financial Report
First Quarter Ending September 30, 2023
FY 2023-24
First Quarter
October 26, 2023
Quarterly Financial Report – FY 2023-24 First Quarter
Unaudited Financial Data First Quarter Ending September 30, 2023 2 8,700 nonfarm payroll jobs. Five of the eleven
industry sectors gained jobs in September with
Private Education and Health Services (+18,200)
leading the way thanks to above average
increases in General Medical and Surgical
Hospitals, Continuing Care Retirement
Communities and Assisted Living Facilities, and
Individual and Family Services. Leisure and
Hospitality (+11,300) also had notable gains in
part to job gains in the Accommodation industry
group. Professional and Business Services (-
10,900) posted the largest loss due to above
average declines in Accounting, Tax Preparation
and Bookkeeping Services, Architectural,
Engineering and Related Services, and Scientific
Research and Development Services.
According to the BLS, CPI in California’s Los
Angeles area in September 2023, increased 3.2
percent from a year ago. Food prices rose 2.7
percent. Energy prices increased 4.5 percent,
due to higher electricity and gasoline, however
natural gas prices decreased during the past
year. CPI for all items less food and energy
increased 3.2 percent over the year. Factors
contributing to the increase included other
goods and services (9.2 percent), and shelter
(5.1 percent), then partially offset by lower
prices for used cars and trucks (-7.7 percent).
Per California Association of Realtors, sales units
and inventory have both declined over the past
year with not enough new inventory backfilling
the sold units. Sales at more affordable price
points have slowed faster than higher price
points due to a lock-in effect. The statewide
median home price in September was $859,800,
up 3.0 percent from the prior year.
City of Buellton Economy
The City’s General Fund ended the first quarter
of 2023-24 with about $13.3 Million in Cash
Balance. Current revenue is 13.81 percent of
budget projections while current expenditures
are at 18.50 percent of budget.
The City is heavily reliant on sales tax and
transient occupancy taxes (TOT) which continue
to show growth after the losses generated from
the COVID pandemic. The City’s hotel occupancy
rates continue to experience a consistent trend
contributing to stable TOT revenue in the
current fiscal year. The growth in sales tax is
mostly due to the Auto Transportation and Fuel
and Service Station business industry categories.
The Wastewater Fund ended the first quarter
with a combined Fund Balance of about $3.1
Million and $1.6 Million in cash. Wastewater
operating revenue ended the first quarter at
27.29 percent while expenses were at 56.51
percent.
The Water and Water Capital Fund ended the
first quarter with a combined Fund Balance of
about $8.6 Million and $5.1 Million in cash.
Water Fund Operating revenues ended the first
quarter at 31.64 percent while operating
expenses were at 24.32 percent.
Quarterly Financial Report – FY 2023-24 First Quarter
Unaudited Financial Data First Quarter Ending September 30, 2023 3
GENERAL FUND
General Fund Balance
Table 1 below shows that with 25 percent of the fiscal year complete, revenues are within projections at 13.81 percent while expenditures are within budget at 18.50 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 $ 13,897,197 $ 13,897,197 $ 13,897,197 Revenues* 15,266,889 15,266,889 $ 2,108,389 13.81%
Expenditures* (13,276,550) (13,649,650) $ (2,525,536) 18.50% Est.Fund Balance at End of Quarter 15,887,536 15,514,436 $ 13,480,050 Change in Fund Balance 1,990,339 1,617,239 $ (417,147)
* 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 September 30, 2023 versus the prior year quarter ending September 30, 2022.
Q1 FY 2023-24 Q1 FY 2022-23
Increase
(Decrease) Percent
Revenues:
Taxes $ 1,827,399 $ 1,838,307 $ (10,908) -0.59%
Fees and Permits 7,640 9,685 $ -21.12% (2,045)
Fines and Penalties 1,826 1,906 $ -4.20% (80)
Charges for Current Services 21,585 34,433 $ (12,849) -37.31% Use of Monies and Properties 148,641 142,860 $ 4.05% 5,781 Revenue from Other Agencies 96,415 90,095 $ 7.01% 6,319 Other Revenue* 4,883 3,696 $ 32.11% 1,187
Total Revenue $ 2,108,389 $ 2,120,983 $ (12,594) -0.59% Expenditures:
Employee Services $ 562,523 $ 496,506 $ 66,017 11.74%
Operating and Maintenance $ 1,899,216 $ 1,911,928 $ (12,712) -0.67% Transfers for Capital Outlay $ 59,325 $ 79,051 $ (19,726) -33.25% Minor Capital $ 4,472 $ 6,110 (1,638) -36.63%
Total Expenditures $ 2,525,536 $ 2,493,595 31,941 1.26% Change in Fund Balance $ (417,147) $ (372,612) (44,535) 11.95% Table 2: Previous Year Comparison
* Misc. Revenue and Cost Reimbursements
Total revenues through the first quarter are $12,594 (0.59%) lower than the previous fiscal year during the same period. Total expenditures are $31,941 (1.26%) greater than the previous fiscal year’s period.
Quarterly Financial Report – FY 2023-24 First Quarter
Unaudited Financial Data First Quarter Ending September 30, 2023 4 The revenue category with the largest dollar increase is “Revenue from Other Agencies”. The increase of $6,319 is due to the receipt of the City’s portion of the Citizens Option for Public Safety (COPS) Growth fund. The second largest dollar increase change is the “Use of Monies and Properties” category. The increase is mainly due to higher interest rates being earned on the Money Market, Certificate of Deposits (CD) and in the Local Agency Investment Fund (LAIF).
The revenue category with the largest dollar decrease is “Charges for Current Services”. The majority of revenue in this category is generated from the Buellton Recreation Program through their camps, programs, events. Due to the Recreation Center’s short staffing during the summer, capacity for Summer Camp was less than previous years resulting in a loss of revenue of about $10,000.
Total General Fund expenditures are $31,941 (1.26%) less compared to the prior fiscal year during the same period. Current fiscal year expenditures are consistent with the prior year operating expenditures.
The increase of $66,017 (11.74%) in Employee Services is due to the 5.6% cost-of-living adjustment received by all the City’s full-time employees in addition to the medical benefit increase which became effective January 1, 2023. 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 September 30, 2023 are $59,325 and are as follows:
Project #092-205 City Hall Roof Repairs - $36,910
Project #092-220 Willemsen Parking Lot - $4,785
Project #092-221 Willemsen House Renovation - $7,500
Project #092-307 McMurray Road Widening/TS - $6,091
Project #092-322 FY 2023-24 Road Maintenance Project - $4,039
Top Five General Fund Revenues
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 93% of total General Fund Revenues.
Quarterly Financial Report – FY 2023-24 First Quarter
Unaudited Financial Data First Quarter Ending September 30, 2023 5 Top Five Revenues
Original
Budget
Current
Budget YTD Actual Percent
Sales Tax $ 3,505,488 $ 3,505,488 $ 537,829 15.34%
Transient Occupancy Tax 3,800,000 $ 3,800,000 1,230,345 32.38% Property Tax 1,938,448 $ 1,938,448 8,262 0.43%
MVLF Swap 617,957 $ 617,957 0.00% -
Franchise Fees 434,500 $ 434,500 11.73% 50,963
Other Revenues* 594,581 $ 594,581 47.26% 280,990
Total Revenues $ 10,890,974 $ 10,890,974 $ 2,108,389 19.36% Use of Reserves 4,375,925 4,375,925 0.00% -
Total Funding Sources $ 15,266,899 $ 15,266,899 $ 2,108,389 13.81% Table 3
Sales Tax
At the end of the first quarter, the City received 15.34 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. Revenue from sales tax has been received through August 2023. 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 32.38 percent of anticipated revenues. Higher occupancy rates and higher hotel prices contribute to the increase, as the City receives 12 percent of the total taxable rent collected 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 0.43 percent of projected revenue. The City’s ongoing share of property tax is projected to grow at a steady pace as the current housing market conditions remain stable. Growth is anticipated to be 4.29 percent from the prior year.
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. This revenue is trending upwards based on historic receipts. MVLF fees are expected to be within budget by the end of the fiscal year.
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 quarter at 11.73 percent of revenue projections.
Quarterly Financial Report – FY 2023-24 First Quarter
Unaudited Financial Data First Quarter Ending September 30, 2023 6 General Fund Expenditures
Table 4 summarizes operating costs by department. As of September 30, 2023, or 25 percent of the year expended, the General Fund ended the first quarter at 18.50 percent expended (including CIP). Actual General Fund expenditures were approximately $2.52 Million. Almost all Budget Units ended the first quarter within budget with the exception of Non-Departmental, Library, and Streetlights.
Department Expenditures
Adopted
Budget
Current
Budget YTD Actual % Expended
401-City Council 175,857 175,857 38,936 22.14%
402-City Manager 340,173 343,173 84,638 24.66%
403-City Clerk/Human Resources 148,413 148,413 33,281 22.42% 404-City Attorney 212,800 212,800 44,237 20.79%
410-Non-Departmental 1,208,077 1,341,077 498,779 37.19% 420-Finance 241,266 241,266 56,151 23.27%
501-Police and Fire 2,772,189 2,987,539 785,874 26.31%
510-Library 201,229 201,229 195,673 97.24%
511-Recreation 738,351 738,351 134,485 18.21%
550-Street Lights 50,000 50,000 22,854 45.71%
551-Storm Water 245,700 245,700 52,327 21.30%
552-Public Works - Parks 560,700 560,700 139,654 24.91% 556-Public Works - Landscape 187,300 187,300 32,515 17.36% 558-Public Works - General 899,747 899,747 187,354 20.82% 565-Planning (Comm Dev) 918,823 918,823 159,452 17.35%
Transfer to CIP Fund 92 4,375,925 4,397,675 59,325 1.35% Total All Departments 13,276,550 13,649,650 2,525,536 18.50% Table 4: General Fund Expenditures by Department
The Non-Departmental budgetary unit includes one-time annual payments during the first quarter.
Those annual payments include: Property and liability insurance, Worker’s Compensation Insurance, CalPERS Accrued Unfunded Liability (UAL), support for community organizations and support for the Buellton Senior Center. These annual payments amount to approximately 60 percent of the total yearto-date expenditures. Other significant expenditures in Non-Departmental include monthly payment for contract services with the Buellton Visitors Bureau. The Non-Departmental budgetary unit is expected to be within budget at year-end.
The City of Buellton contracts with the City of Goleta for library services. The annual cost of providing library services is paid as a lump-sum in July causing the Library Department to nearly meet its budget at the end of the first quarter. The Library Department is expected to remain within budget at the end of the fiscal year.
The overage in Street Lights category is due to catch-up charges from December 2022 through September 2023 for city-wide street and highway lighting which includes 134 lamps. Of the catch-up charges, $8,824 were for prior fiscal year charges from December 2022 to June 2023. Last fiscal’s year’s
Quarterly Financial Report – FY 2023-24 First Quarter
Unaudited Financial Data First Quarter Ending September 30, 2023 7 budget showed budget savings of about $11,000 due to the outstanding charge during that period.
About $4,475 of the catch-up charges are for the current fiscal year. Future cost of electricity for these lamps will be monitored and may need a budget amendment at the next quarterly review.
Major Expenditure Variances
Table 5 and Figure 1 show General Fund operating costs and minor capital expenditures summarized by type. With 25 percent of the fiscal year completed, four of the budget categories by type exceeds budget projections.
Expenditures By Type
Original
Budget
Current
Budget YTD Actual
% of Total
Expenditures % Expended
Staffing 2,405,887 2,405,887 562,786 22.3% 23.4%
Contract Services 4,738,848 4,954,198 1,372,270 54.3% 27.7% Telecomm and Utilities 361,089 361,089 136,757 5.4% 37.9% Supplies and Materials 28,295 28,295 8,464 0.3% 29.9%
Repair and Maintenance 317,807 317,807 55,402 2.2% 17.4% Transfer to Other Funds 4,416,571 4,438,321 59,325 2.3% 1.3% Other Operating Costs 919,280 1,055,280 326,060 12.9% 30.9% Minor Capital 88,773 88,773 4,472 0.2% 5.0%
Total by Type 13,276,550 13,649,650 2,525,536 100.0% 18.5% Table 5: Expenditure Categories
Figure 1
The top three spending categories are: Contract Services, Staffing, and Other Operating costs. Contract Services include services for Police, Fire Department, Legal Services, Engineering, Landscaping Services, Visitor’s Bureau and other services. Contract Services accounts for 54.3 percent of General Fund expenditures. Staffing includes salary and benefits and accounts for 22.3 percent of General Fund expenditures.
The Other operating cost category represents 12.9 percent of expenditures. This category is currently over budget but is expected to be within budget at the end of the fiscal year. Examples of costs in this Staffing, 22.3%
Contract Services,
54.3%
Telecomm and
Utilities, 5.4%
Supplies and
Materials, 0.3%
Repair and
Maintenance, 2.2%
Transfer to Other
Funds, 2.3%
Other Operating
Costs, 12.9%
Minor Capital, 0.2%
Expeditures By Type
Quarterly Financial Report – FY 2023-24 First Quarter
Unaudited Financial Data First Quarter Ending September 30, 2023 8 category are annual payments for Property, liability and worker’s comp insurance, support for community organizations and support for the Buellton Senior Center. This cost category also includes expenditures incurred for Buellton Recreation programs and Art and Culture Programs.
The overages in Contract Services and is related to annual one-time payments for certain services such as library services. The overage in Telecomm and Utilities is due to annual software license fees and a catch-up payment to PG&E for street lights. The overage in the Supplies and Material category is for the purchase of bathroom and cleaning supplies for City parks. . These categories are expected to be within budget by the end of the fiscal year.
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. 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
$14,000,000
FY 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 Q4FY 22-23 Q1FY 22-23 Q2FY 22-23 Q3FY 22-23 Q4FY 23-24 Q1 Quarterly Revenue vs. Expenditures
Revenue Expenditures
Quarterly Financial Report – FY 2023-24 First Quarter
Unaudited Financial Data First Quarter Ending September 30, 2023 9
ENTREPRISE FUNDS
The Enterprise Fund Balance and Statement of Net Position for the first quarter of Fiscal Year 2023-24 are shown below.
Fund Balance Summary
Enterprise Fund Balance Wastewater
Wastewater
Capital Water Water Capital
Beginning Fund Balance $ 2,935,031 $ 351,081 $ 8,091,369 $ 306,133 Operating Revenue & Transfers 337,781 - 790,000 -
Operating Expenses & Transfers (435,139) (45,863) (521,544) (3,302) Profit(Loss) $ (97,358) $ (45,863) $ 268,457 $ (3,302)
Ending Fund Balance $ 2,837,673 $ 305,217 $ 8,359,826 $ 302,831 Change in Fund Balance (97,358) (45,863) 268,457 (3,302) Table 6 Note: Operating expenses exclude depreciation and include transfers for CIPs.
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 Wastewater
Wastewater
Capital
Wastewater
Funds Total Water Water Capital Water Funds Total
ASSETS
Current assets:
Cash and Investments 3,499,498 (1,832,355) 1,667,143 7,887,300 (2,757,565) 5,129,735 Receivables 159,564 - 159,564 263,565 - 263,565
Inventory - - - 141,916 - 141,916
Prepaid Items - - - 590,084 - 590,084
Total current assets 3,659,062 (1,832,355) 1,826,707 8,882,864 (2,757,565) 6,125,300 Capital assets (net of
accumulated depreciation) 1,237,173 2,137,572 3,374,745 2,184,015 3,060,396 5,244,411 Other assets 174,333 - 174,333 171,014 - 171,014
- -
Total Assets: $ 5,070,568 $ 305,217 $ 5,375,785 $ 11,237,893 $ 302,831 $ 11,540,724 -
LIABILITIES
Current Liabilities 181,156 - 181,156 122,323 - 122,323 Noncurrent Liabilities 2,050,934 - 2,050,934 2,616,657 - 2,616,657 Other Liabilities 805 - 805 154,650 154,650 - -
Total Liabilities: $ 2,232,895 $ - $ 2,232,895 $ 2,893,630 $ - $ 2,893,630 - -
NET POSITION (Assets - Liabilities) $ 2,837,673 305,217$ $ 3,142,890 $ 8,344,263 $ 302,831 $ 8,647,094 Net Position Breakdown
Net Investment in Capital Assets 1,237,173 305,217 1,542,390 2,184,015 302,831 2,486,846 Restricted for capital expansion - -
Unrestricted 1,600,500 1,600,500 - 6,160,249 6,160,249 - Total Net Position $ 2,837,673 $ 305,217 $ 3,142,890 $ 8,344,263 $ 302,831 $ 8,647,094 Table 7
Quarterly Financial Report – FY 2023-24 First Quarter
Unaudited Financial Data First Quarter Ending September 30, 2023 10 Wastewater and Wastewater Capital Funds
Wastewater and
Wastewater Capital Funds Wastewater
Wastewater
Capital Wastewater Total
Operating Revenues
Charge for Services 328,553 - 328,553
Interest Income 9,228 - 9,228
Connection Fees - - -
Other Revenues -
Total Operating Revenue 337,781 - 337,781
Operating Expenses
Employee Services 122,617 - 122,617
Operating & Maintenance 309,716 -
Depreciation* 71,525 3,750 75,275
Minor Capital - - -
Total Operating Expenses 503,859 3,750 197,892
Operating Profit(Loss) (166,078) (3,750) (169,828)
Transfers In (Out)
Transfers from Reserves - - -
Transfers In - CIP - - -
Transfers Out - CIP** 2,805 45,863 48,668
Total Revenue 337,781 - 337,781
Total Expenditures 506,664 49,613 556,277
Net Profit (Loss) (168,883) (49,613) (218,496)
*Depreciation is estimated. Capital Expenditures recorded here and depreciated annually. ** For information purposes only, capitalized at the end of the fiscal year.
Table 8
Revenue and Expenses
Table 8 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 is used to record capital improvements that enhance capacity. The change in Fund Balance is due to planned operating and CIP expenditures exceeding estimated revenue from charges for wastewater service and connection fee revenue and offset by any existing Fund Balance. The Wastewater Funds ended the first quarter with approximately $1.6 Million in cash combined (Table 7) and combined Fund Balance of approximately $3.1 Million.
Table 9 illustrates the Wastewater Fund budget to actuals. Wastewater Fund operating expenditures have exceeded operating revenues by $94,553 at the end of the first quarter 2023-24 (excludes Capital Improvement expenses). 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 Funds. The amount spent on capital projects are capitalized and shown on the Balance Sheet at the end of the fiscal year.
Quarterly Financial Report – FY 2023-24 First Quarter
Unaudited Financial Data First Quarter Ending September 30, 2023 11 Charges for Services exceed budget projections at 27.09 percent. Interest income drastically exceeds projections due to the current higher interest earnings. Stronger interest rates are expected as the Federal Reserve continues to hike interest rates. Overall, Wastewater operating revenues are at 27.29 percent of budget projections.
Wastewater operating expenditures were at 24.21 percent of the budget. Overall, Water Fund expense categories were within budget, with the exception of operating and maintenance. The Wastewater Fund utilizes reserves to fund Capital Improvement projects (CIPs). The budgeted transfer out for CIPs for FY 2023-24 is $565,000. Table 10 illustrates the Wastewater Capital budget to actuals.
Wastewater Fund 005 Original
Budget
Current
Budget YTD Actuals Percent of Budget
Operating Revenues
Charge for Services 1,212,650 1,212,650 328,553 27.09%
Interest Income 25,000 25,000 9,228 36.91%
Other Revenues - - - 0.00%
Total Operating Revenue 1,237,650 1,237,650 337,781 27.29% Operating Expenses
Employee Services 537,875 537,875 122,617 22.80%
Operating & Maintenance 893,629 918,629 309,716 33.72%
Depreciation* 286,100 286,100 - 0.00%
Minor Capital 43,000 43,000 - 0.00%
Total Operating Expenses 1,760,604 1,785,604 432,334 24.21% Operating Profit(Loss) (522,954) (547,954) (94,553)
Transfers In (Out)
Transfers In- Reserves for
Operating 522,954 547,954 0 0%
Transfers In - Reserves
for CIP 565,000 565,000 0 0%
Transfers Out - CIP** (565,000) (565,000) (2,805) 0%
Total Revenue 2,325,604 2,350,604 337,781 14%
Total Expenditures (2,325,604) (2,350,604) (435,139) 19% Net Profit (Loss) - - (97,358)
*Depreciation is estimated. Capital Expenditures recorded here and depreciated annually. ** For information purposes only, capitalized at the end of the fiscal year.
Table 9
Wastewater Capital 006 Original Budget Current Budget YTD Actuals Percent Revenues
Connection Fees - - - 0%
Interest Income - - - 0%
Transfers from Reserves - - - 0%
Transfer In from Fund 005 315,000 315,000 - 0%
Total Revenue 315,000 315,000 - 0%
Expenses
Depreciation 15,000 15,000 - 0%
Transfer to CIP Projects 300,000 300,000 45,863 15%
Total Expenses 315,000 315,000 45,863 15%
Table 10
Quarterly Financial Report – FY 2023-24 First Quarter
Unaudited Financial Data First Quarter Ending September 30, 2023 12 Water and Water Capital Funds
Water and Water Capital
Funds Water
Water
Capital Water Total
Operating Revenues
Charge for Services 762,226 - 762,226
Interest Income 27,775 - 27,775
Connection Fees - - -
Other Revenues -
Total Operating Revenue 790,000 - 790,000
Operating Expenses
Employee Services 88,140 - 88,140
Operating & Maintenance 440,952 -
Depreciation* 50,000 8,750 58,750
Minor Capital - - -
Total Operating Expenses 579,092 8,750 146,890
Operating Profit(Loss) 210,908 (8,750) 202,158
Transfers In (Out)
Transfers from Reserves - - -
Transfers In - CIP - - -
Transfers Out - CIP** 8,015 3,302 11,316
Total Revenue 790,000 - 790,000
Total Expenditures 587,107 12,052 599,158
Net Profit (Loss) 202,894 (12,052) 190,842
*Depreciation is estimated. 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 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. The change in Fund Balance is due to planned operating and CIP expenditures exceeding estimated revenue from charges for Water service and connection fee revenue and offset by any existing Fund Balance. The Water Funds ended the first quarter with approximately $5.1 Million in cash combined (Table 7) and combined Fund Balance of approximately $8.6 Million.
Table 12 illustrates the Water Fund budget to actuals. Water Fund operating revenues have exceeded operating expenditures by $210,908 at the end of the first quarter 2023-24 (excludes Capital Improvement expenses). 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 Funds. The amount spent on capital projects are capitalized and shown on the Balance Sheet at the end of the fiscal year.
Quarterly Financial Report – FY 2023-24 First Quarter
Unaudited Financial Data First Quarter Ending September 30, 2023 13 Charges for Services exceed budget projections at 31.15 percent. Interest income drastically exceeds projections due to the current higher interest earnings. Stronger interest rates are expected as the Federal Reserve continues to hike interest rates. Overall, Water operating revenues are at 31.64 percent of budget projections.
Water operating expenditures were at 24.32 percent of the budget. Overall, Water Fund expense categories were within. The Water Fund utilizes reserves to fund Capital Improvement projects (CIPs).
The budgeted transfer out for CIPs for FY 2023-24 is $1,553,415. Table 13 illustrates the Water Capital budget to actuals.
Water Fund 020 Original
Budget
Current
Budget YTD Actuals Percent of Budget
Operating Revenues
Charge for Services 2,446,670 2,446,670 762,226 31.15%
Interest Income 50,000 50,000 27,775 55.55%
Other Revenues - - - 0.00%
Total Operating Revenue 2,496,670 2,496,670 790,000 31.64% Operating Expenses
Employee Services 369,294 369,294 88,140 23.87%
Operating & Maintenance 1,768,380 1,793,380 440,952 24.59% Depreciation* 200,000 200,000 50,000 25.00%
Minor Capital 18,000 18,000 - 0.00%
Total Operating Expenses 2,355,674 2,380,674 579,092 24.32% Operating Profit(Loss) 140,996 115,996 210,908
Transfers In (Out)
Transfers In- Reserves for
Operating - - 0 0%
Transfers In - Reserves
for CIP 1,305,008 1,437,419 0 0%
Transfers Out - CIP** (1,446,004) (1,553,415) (8,015) 1% Total Revenue 3,801,678 3,934,089 790,000 20%
Total Expenditures (3,801,678) (3,934,089) (587,107) 15% Net Profit (Loss) - - 202,894
*Depreciation is estimated. Capital Expenditures recorded here and depreciated annually. ** For information purposes only, capitalized at the end of the fiscal year.
Table 12
Water Capital 021 Original Budget Current Budget YTD Actuals Percent Revenues
Connection Fees - - - 0%
Interest Income - - - 0%
Transfers from Reserves - - - 0%
Transfer In from Fund 020 385,000 385,000 - 0%
Total Revenue 385,000 385,000 - 0%
Expenses
Depreciation 35,000 35,000 - 0%
Transfer to CIP Projects 350,000 350,000 45,863 13%
Total Expenses 385,000 385,000 45,863 12%
Table 13
Budget Report
City of Buellton, CA
Account Summary
For Fiscal: 2023-24 Period Ending: 09/30/2023
Original
Total Budget
Current
Total Budget
Fiscal
Activity
Variance
Favorable
Percent
Used
Fund: 092 - Capital Improvement Proj Fund
Funding Source
092-49726 Transfer from Gas Tax Fund 297,009.00 297,009.00 2,897.94 294,111.06 0.98% 092-49727 Transfer from General Fund 4,375,925.00 4,397,675.00 59,325.18 4,338,349.82 1.35% 092-49728 Transfer from Measure A 906,518.00 1,124,381.00 7,748.53 1,116,632.47 0.69% 092-49729 Transfer from Sewer Fund 550,000.00 550,000.00 48,668.43 501,331.57 8.85% 092-49732 Transfer from Water Fund 1,411,004.00 1,518,415.00 11,316.36 1,507,098.64 0.75% 092-49733 Trsfr from Local Trans Fund 10,000.00 10,000.00 0.00 10,000.00 0.00% 092-49734 Transfer from ARPA Fund 1,228,698.00 1,228,698.00 75,032.07 1,153,665.93 6.11% Funding SourceTotal: 8,779,154.00 9,126,178.00 204,988.51 8,921,189.49 2.25% Expense
Department: 102 - Storm Drain Outfall Repairs and Re-Establishment 092-102-71500 Project Management/Inspection 40,000.00 40,000.00 0.00 40,000.00 0.00% Department: 102 - Storm Drain Outfall Repairs and Re-Establishment Total: 40,000.00 40,000.00 0.00 40,000.00 0.00% Department: 205 - City Hall Repairs
092-205-74100 Construction/Improvements 50,000.00 50,000.00 36,910.00 13,090.00 73.82% Department: 205 - City Hall Repairs Total: 50,000.00 50,000.00 36,910.00 13,090.00 73.82% Department: 207 - Santa Ynez River Trail
092-207-70000 Conceptual Plan and Feasibility 50,000.00 50,000.00 0.00 50,000.00 0.00% Department: 207 - Santa Ynez River Trail Total: 50,000.00 50,000.00 0.00 50,000.00 0.00% Department: 212 - The Avenue Median 3 Improvement
092-212-70000 Conceptual Plan and Feasibility 125,000.00 125,000.00 0.00 125,000.00 0.00% Department: 212 - The Avenue Median 3 Improvement Total: 125,000.00 125,000.00 0.00 125,000.00 0.00% Department: 214 - City Hall Generator/Electrical Replacement 092-214-74100 Construction and Improvement 40,000.00 40,000.00 0.00 40,000.00 0.00% Department: 214 - City Hall Generator/Electrical Replacement Total: 40,000.00 40,000.00 0.00 40,000.00 0.00% Department: 217 - River View Park Basketball Court Resurfacing 092-217-74100 Construction and Improvement 80,000.00 80,000.00 0.00 80,000.00 0.00% Department: 217 - River View Park Basketball Court Resurfacing Total: 80,000.00 80,000.00 0.00 80,000.00 0.00% Department: 220 - Willemsen Parking Lot
092-220-70005 Design and Permitting 100,000.00 100,000.00 4,785.00 95,215.00 4.79% 092-220-71500 Project Management and Inspection 100,000.00 100,000.00 0.00 100,000.00 0.00% 092-220-74100 Construction/Improvements 1,200,000.00 1,200,000.00 0.00 1,200,000.00 0.00% Department: 220 - Willemsen Parking Lot Total: 1,400,000.00 1,400,000.00 4,785.00 1,395,215.00 0.34%
Status: Not yet started.
Status: Roof repairs completed.
Status: Grants being pursued.
Status: Concept alternatives being developed by planning intern.
Status: Not yet started
Status: Estimates being obtained.
Status: Design almost completed and will be posted to bid soon.
Budget Report
Original
Total Budget
Current
Total Budget
Fiscal
Activity
Variance
Favorable
(Unfavorable)
Percent
Used
Department: 221 - Willemsen House Renovation
092-221-70005 Design and Permitting 70,000.00 70,000.00 7,500.00 62,500.00 10.71% 092-221-71500 Project Management and Inspections 75,000.00 75,000.00 0.00 75,000.00 0.00% 092-221-74100 Construction/Improvements 1,400,000.00 1,400,000.00 0.00 1,400,000.00 0.00% Department: 221 - Willemsen House Renovation Total: 1,545,000.00 1,545,000.00 7,500.00 1,537,500.00 0.49% Department: 222 - Village Park Improvements
092-222-74100 Village Park Improvements 80,000.00 101,750.00 0.00 101,750.00 0.00% Department: 222 - Village Park Improvements Total: 80,000.00 101,750.00 0.00 101,750.00 0.00% Department: 307 - McMurray Road Widening/TS (13/14)
092-307-70005 Design and Permitting 12,935.00 12,935.00 4,187.50 8,747.50 32.37% 092-307-71200 Right of Way Acquistion 316,517.00 316,517.00 6,324.15 310,192.85 2.00% 092-307-71500 Project Management and Inspections 50,000.00 50,000.00 0.00 50,000.00 0.00% 092-307-74100 Construction and Improvements 200,000.00 200,000.00 0.00 200,000.00 0.00% Department: 307 - McMurray Road Widening/TS (13/14) Total: 579,452.00 579,452.00 10,511.65 568,940.35 1.81% Department: 308 - No. Ave of the Flags Park and Ride
092-308-70005 Design and Permitting 50,000.00 50,000.00 0.00 50,000.00 0.00% Department: 308 - No. Ave of the Flags Park and Ride Total: 50,000.00 50,000.00 0.00 50,000.00 0.00% Department: 321 - Road Maintenance (2022/23)
092-321-70005 Design and Permitting 75,000.00 75,000.00 0.00 75,000.00 0.00% 092-321-71500 Road Maintenance (2022/23) 85,000.00 85,000.00 0.00 85,000.00 0.00% 092-321-74100 Construction/Improvements 540,000.00 757,863.00 0.00 757,863.00 0.00% 700,000.00 917,863.00 0.00 917,863.00 0.00%
Department: 322 - Road Maintenance (2023-24)
092-322-70005 Design and Permitting 80,000.00 80,000.00 0.00 80,000.00 0.00% 092-322-71500 Project Management & Inspection 80,000.00 80,000.00 10,265.00 69,735.00 12.83% 092-322-74100 Construction and Improvement 640,000.00 640,000.00 0.00 640,000.00 0.00% Department: 322 - Road Maintenance (2023-24) Total: 800,000.00 800,000.00 10,265.00 789,735.00 1.28% Department: 401 - Misc Park Improvements
092-401-74100 Construction and Improvements 50,000.00 50,000.00 0.00 50,000.00 0.00% Department: 401 - Misc Park Improvements Total: 50,000.00 50,000.00 0.00 50,000.00 0.00% Department: 603 - WTP Facilities Improvement (13/14)
092-603-74100 Construction and Improvements 150,000.00 150,000.00 0.00 150,000.00 0.00% Department: 603 - WTP Facilities Improvement (13/14) Total: 150,000.00 150,000.00 0.00 150,000.00 0.00% Department: 605 - WTP Backwash Reclamation Improvement Project 092-605-71500 Project Management and Inspections 35,000.00 35,000.00 0.00 35,000.00 0.00% 092-605-74100 Construction and Improvements 65,000.00 65,000.00 0.00 65,000.00 0.00% Department: 605 - WTP Backwash Reclamation Improvement Project Total: 100,000.00 100,000.00 0.00 100,000.00 0.00%
Status: Design almost complete, then structural plan check can proceed. Council approved plans to move forward on 4/27/23.
Status: Council awarded construction contract on 9/14/23. Coordinating with Contractor on kick-off.
Status: In progress.
Status: Not yet started.
Status: Council approved construction contract on 9/14/23. Work to commence October.
Status: Not yet started.
Status: Project bid (twice), potential award to Council November.
Status: In progress.
Status: Not yet started.
Budget Report
Original
Total Budget
Current
Total Budget
Fiscal
Activity
Variance
Favorable
(Unfavorable)
Percent
Used
Department: 607 - Water Meter Upgrades
092-607-74100 Construction and Improvements 100,000.00 100,000.00 0.00 100,000.00 0.00% Department: 607 - Water Meter Upgrades Total: 100,000.00 100,000.00 0.00 100,000.00 0.00% Department: 609 - Supplemental Well/WTP Feasibility
092-609-70000 Conceptual Plan and Feasibility 50,000.00 50,000.00 0.00 50,000.00 0.00% Department: 609 - Supplemental Well/WTP Feasibility Total: 50,000.00 50,000.00 0.00 50,000.00 0.00% Department: 610 - Water Distribution System Improvements 092-610-74100 Construction and Improvements 100,000.00 100,000.00 0.00 100,000.00 0.00% Department: 610 - Water Distribution System Improvements Total: 100,000.00 100,000.00 0.00 100,000.00 0.00% Department: 613 - Res No2 Reroof
092-613-70005 Design and Permitting 19,702.00 19,702.00 11,892.50 7,809.50 60.36% 092-613-71500 Project Management and Inspections 100,000.00 100,000.00 10,960.00 89,040.00 10.96% 092-613-74100 Construction/Improvements 1,720,000.00 1,827,411.00 0.00 1,827,411.00 0.00% Department: 613 - Res No2 Reroof Total: 1,839,702.00 1,947,113.00 22,852.50 1,924,260.50 1.17% Department: 704 - Sewer Line Replacement
092-704-71500 Project Management and Inspections 50,000.00 50,000.00 2,805.00 47,195.00 5.61% 092-704-74100 Construction and Improvements 200,000.00 200,000.00 0.00 200,000.00 0.00% Department: 704 - Sewer Line Replacement Total: 250,000.00 250,000.00 2,805.00 247,195.00 1.12% Department: 706 - WWTP Facilities Improvement
092-706-74100 Construction and Improvements 300,000.00 300,000.00 45,863.43 254,136.57 15.29% Department: 706 - WWTP Facilities Improvement Total: 300,000.00 300,000.00 45,863.43 254,136.57 15.29% Department: 710 - WWTP Lift Station and Plant Power Reliability 092-710-71500 Project Management and Inspections 20,000.00 20,000.00 0.00 20,000.00 0.00% 092-710-74100 Construction/Improvements 280,000.00 280,000.00 63,495.93 216,504.07 22.68% Department: 710 - WWTP Lift Station and Plant Power Reliability Total: 300,000.00 300,000.00 63,495.93 236,504.07 21.17% Fund: 092 - Capital Improvement Project Fund Expenditure Total: 8,779,154.00 9,126,178.00 204,988.51 8,921,189.49 2.25% 6/30/2023 FY 23/24 YTD FY 23/24 YTD FY 23/24 YTD Est. 6/30/2024 Est. Fund Equity Revenue Expenditures CIP Funding Fund Equity 001 - General Fund $ 13,897,196.62 $ 2,108,388.65 $ 2,496,210.59 $ 59,325.18 $ 13,450,049.50 005 - Wastewater $ 2,935,030.89 337,780.94 439,656.18 $ - $ 2,833,155.65 006 - Wastewater Capital $ 351,080.73 - - 45,863.43 $ 305,217.30 020 - Water $ 8,091,369.29 790,000.00 534,301.77 2,805.00 $ 8,344,262.52 021 - Water Capital $ 306,133.12 - - 11,316.35 $ 294,816.77 025 - Gas Tax $ 581,021.12 54,685.83 22,714.16 2,897.94 $ 610,094.85 027 - Local Transportation Fund $ 370,086.36 3,290.66 4,999.98 - $ 368,377.04 031- Measure A $ 863,258.35 40,662.68 - 7,748.53 $ 896,172.50 032- ARPA $ 7,194.40 5,416.25 - 75,032.07 $ (62,421.42) Totals: $ 27,402,370.88 $ 3,340,225.01 $ 3,497,882.68 $ 204,988.51 $ 27,039,724.71
Capital Improvement Project Funding Sources
FY 2023-24
Status: Construction in progress. Council awarded on 6/22/23.
Status: Not yet started.
Status: In progress.
Status: Generator installed. Final punchlist items to be completed.
Fund
Fund Balance Analysis
Status: Project complete. NOC approved by Council on 11/10/22.
Status: In progress.
Status: In progress.
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: Rose Hess, Public Works Director
Meeting Date: November 9, 2023
Subject: Resolution No. 23-21 – “A Resolution of the City Council of the City of Buellton, California, Regarding Addition of Red Curb at Vineyard Village Townhomes Emergency Access Driveway on North McMurray Road”
______________________________________________________________________________
BACKGROUND
The City has received a request from the Vineyard Village Townhomes HOA to red curb the emergency access driveway on north McMurray Road. There have been vehicles and trucks parked in front of the emergency access driveway on a regular basis, despite the driveway configuration.
In order for the Sheriff Department to successfully enforce the restriction to park in front of the emergency access, additional marking and signage need to be installed. Notifications to businesses and residents within a 300’ radius has been mailed to inform them of this potential action.
Attached Resolution No. 23-21 incorporates the findings and recommendations to provide the marking and signage needed. The specific location is shown on Exhibit A to the resolution.
FISCAL IMPACT
Approval of curb painting and signage and/or removal of curb painting will have minimal Fiscal Impact as such work can be completed by staff.
RECOMMENDATION
That the City Council consider adoption of Resolution No. 23-21 – “A Resolution of the City Council of the City of Buellton, California, Regarding Addition of Red Curb at Vineyard Village Townhomes Emergency Access Driveway on North McMurray Road”
ATTACHMENTS
Resolution No. 23-21 (Exhibit A)
RESOLUTION NO. 23-21
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF BUELLTON, CALIFORNIA, REGARDING ADDITION
OF RED CURB AT VINEYARD VILLAGE TOWNHOMES
EMERGENCY ACCESS DRIVEWAY ON NORTH
MCMURRAY ROAD
WHEREAS, certain portions of the Santa Barbara County Code, including Chapter 23:
Motor Vehicles and Traffic, have been adopted as part of the Buellton Municipal Code Section
10.01.010; and,
WHEREAS, California Vehicle Code Section 22507 and Section 23-11.1 of the Santa Barbara County Code authorizes the City Council, by Resolution, to designate limited, no parking, loading, and bus zones; and
WHEREAS, the conditions on north McMurray Road at the emergency access driveway for Vineyard Village Townhomes has had continuous issues with vehicles parking in front of the emergency access driveway; and
WHEREAS, the City can address this issue by painting red curb and add signage, as shown on Exhibit “A” attached hereto and proposing 50 feet of new red curb on McMurray Road; and
WHEREAS, the clearance of the emergency access driveway can be enforced by the Sheriff Department with the addition of appropriate marking and signage.
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 restricts parking on north McMurray Road, as shown on Exhibit “A” attached hereto and incorporated by this reference.
SECTION 3. The City Council hereby removes red curbing on south McMurray Road, as shown on Exhibit “A” attached hereto and incorporated by this reference.
SECTION 4. The City Council hereby approves and directs the maintenance of red curb markings as shown on Exhibit “A.”
SECTION 5. The City Clerk shall certify to the adoption of this Resolution.
Resolution No. 23-21 Page 2 November 9, 2023
PASSED, APPROVED and ADOPTED this 9th day of November, 2023.
_________________________________
Dave King
Mayor
ATTEST:
__________________________________
Linda Reid
City Clerk
Exhibit A – McMurray Road
EXHIBIT
NORTH M
A TO RESO 2
CMURRAY R
23-21
OAD
EXHIBIT A TO RESO 23-21
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: November 9, 2023
Subject: Discussion of Enchanted Garden Holiday Lights Festival and Cowboy Christmas Events
______________________________________________________________________________
BACKGROUND
Two separate special events are proposed in November and December at River View Park and the Willemsen Property. This is the second year that both events will be taking place during overlapping weekends. Each event will require access through Sycamore Drive.
One of the events will require use of both River View Park parking lots (east and west lots).
There will be overlapping dates and times during which both events will be occurring concurrently (dates listed below). Without monitoring and good planning, this may cause potential traffic, parking and noise impacts to the surrounding area. Staff has been working with both event applicants to ensure that these issues are addressed and that both event coordinators are working together to resolve any issues prior to and during the events.
Below is a description of each proposed event.
Enchanted Garden Holiday Lights Festival
A special event application has been filed by the Santa Ynez Botanic Garden for the “Enchanted Garden Holiday Lights Festival” event (Attachment 1 – Special Event Application). The event would occur at the Botanic Gardens and a portion of River View Park over three weekends (eight days total) in December; December 1st and December 2nd, December 8th through 10th, December 15th through December 17th. The event organizers expect to draw approximately 2,000 event guests per weekend. Parking for the event would be provided at the west parking lot at River View Park, and the southern portion of the lower Willemsen property. A drop-off location will be provided in the east parking lot.
This event will occur each day from 5:30pm-8:30pm. Tickets are required to be purchased for this event, and the holiday lights tours will be provided at established intervals to limit the number of guests at the event at any one time.
Christmas Events Page 2 November 9, 2023
Cowboy Christmas
A special event application has been filed by Bob Sweeney for the “Cowboy Christmas” event (Attachment 2 – Special Event Application). This event would occur on a portion of the Willemsen property, at the location of SYV Horseback Rides, over five weekends, starting November 24th through December 23rd.The event organizers expect to draw approximately 500 guests per day. Parking for the event would be provided on the northern portion of the lower Willemsen property, located approximately in the same location as the future permanent parking lot. Parking at this location is expected to accommodate approximately 60 cars. Directional signage will be placed along the access route to ensure that event attendees will know which parking lot to park in, depending on which event they will be attending. This event will occur each day from 2:00pm-8:00 pm. Tickets are required to be purchased for this event, and attendance at the event will occur at established intervals to limit the number of guests at the event at any one time.
There will be an overlap of both events occurring at the same time from approximately 5:00pm – 8:00pm on the following dates:
Friday, December 1nd
Saturday, December 2nd
Friday, December 8th
Saturday, December 9th
Friday, December 15th
Saturday, December 16th
DISCUSSION
Current City Council policy sets limits on the number, size and frequency of special events at River View Park. Due to the location, size, duration and timing of both events, staff is requesting direction from City Council in determining whether or not both events are consistent with the general intent of established policies for special events at River View Park. The Cowboy Christmas event will not be taking place on any portion of River View Park this year, however, access to this event will require vehicles to utilize the same access route as the Enchanted Garden event; through the River View Park parking lot and the lower Willemsen access road.
Pursuant to current policy adopted by the City Council, a maximum of 1 event per year can have 2,500 to 3,000 attendees, 4 events per year can have 1,000-2,500 attendees and 5 events per year can have fewer than 1,000 attendees. It is unclear if these thresholds were established based on the assumption that each event would occur on a single day. In this particular case, both events will occur over multiple days and weekends.
The Special Event application also indicates a requirement that a minimum of two weeks between two special events. In this case, these events will occur concurrently.
Christmas Events Page 3 November 9, 2023
Staff Comments
In anticipation of additional uses and activities which are planned for the Willemsen property, City Council may have interest in re-evaluating the current event limits which are placed both on River View Park and on City-owned properties throughout the City.
With regards to the currently-proposed events, staff finds that as long as there is coordination between the two separate event coordinators as it relates to traffic and parking, potential impacts of these events can be kept to a minimum and can be allowed. However, because these events are occurring concurrently, immediately adjacent to one another, and will be utilizing the same access point, staff is seeking input from City Council as to the interpretation of established policies related to time, frequency, and size of special events.
Last year, both events occurred with minimal issues and both event coordinators worked together to resolve any issues that did arise. Staff has met with both event coordinators in preparation for the proposed events this year, and both event coordinators agree to work together this year to ensure that both events run smoothly and minimal impacts to the surrounding area occur.
If Council is in support of allowing both events to occur concurrently, staff recommends that both events are approved for this year. Additionally, staff recommends that future Enchanted Garden and Cowboy Christmas events not be required to come before the City Council, and instead be reviewed and approved administratively by staff. Should any issues arise during the overlapping events, staff has the authority to seek any remedy necessary, including shutting down one or both events, until the issue(s) can be resolved.
RECOMMENDATION
That the City Council consider allowing deviations from adopted policy pertaining to size and frequency limits of events in River View Park, in order to allow both the Enchanted Garden and Cowboy Christmas events for 2023.
Staff further recommends that City Council authorize the City Manager to review and approve future applications for both events.
ATTACHMENTS
Attachment 1 – Special Event Permit Application – Enchanted Garden Attachment 2 – Special Event Permit Application – Cowboy Christmas
1 City of Buellton
Special Event Permit Application
It is the City’s desire that all groups and individuals who would like to stage a special event which utilizes public facilities (medians, streets, sidewalks, parks etc.) and has a significant impact on the community be able to do so in a manner which assures both the safety of the public and the success of the event. An application and agreement process has been set in place to achieve these goals.
Special Events FAQs
Q: Who needs to complete a Special Events Application?
A: Any group or individual who would like to put on an event that will 1) utilize public facilities (e.g., medians, streets, sidewalks, parks, etc.) and/or 2) have a significant impact on the community. For example, a street festival or parade on the Avenue of Flags or its landscaped medians would require a Special Events Application. A private party at River View Park would not (there is a simple form for group picnic area reservations at the Park on the City website).
Q: How far ahead of time does an event sponsor need to complete a Special Event Permit Application?
A: A Special Event Permit Application must be submitted at least 45 days before the event (movie film crews may be allowed to apply for a permit on shorter notice). Each application is reviewed on a case-bycase basis by multiple departments within the City to determine the need for security, traffic management, waste disposal, and other considerations that accompany special events. During this time, a City representative will work with the sponsor to address any concerns regarding the event and to obtain compliance with any conditions the City may require in order to permit the event.
Q: Is there a fee associated with the Special Events Application? A: There is a $100 fee to process your Special Events Application, and there are costs associated with putting on a special event that are the responsibility of the event sponsor. All events are required to carry a minimum of one million dollars ($1,000,000) liability insurance naming the City as additionally insured for the entirety of time City property is being used, including set up and clean up. All events with over 50 people in attendance are required to provide a damage deposit of $500 to the City. Additional costs depend on the size and scope of the event and services required (these will be detailed in the application). For example, if the event requires Sheriff’s involvement for traffic control, etc. a deposit in the amount of $2,500 will be required.
Q: When will the event be approved and when can it be publicized? A: After the City has reviewed the Application and addressed any concerns regarding the event, an official Special Event Permit will be issued. Then, and only then, is the event approved. This document will permit the event as described in the Application and may include conditions of approval depending on its size and scope. Only after the Special Event Permit has been issued should publicizing of the event occur.
Q: Is there a limit on the number or size of special events at River View Park? A: Yes, the limits on the number or size of special events at River View Park are as follows:
Up to 1 event per year of 2500-3000 attendees
Up to 4 events per year of 1000-2500 attendees
Up to 5 events per year of under 1000 attendees
Q: Are there any restrictions on the frequency of Special Events? A: The City requires a minimum of two weeks between Special Events. Please check with the Planning Department as to the availability of your proposed date.
2 SPECIAL EVENT PERMIT APPLICATION
NOTE: These permit rules are in addition to Buellton Municipal Code Chapter 12.24 Median Strips in Avenue of Flags and Chapter 12.28 Park and Recreational Facilities.
Event Title ________________
Event Sponsor (Group or individual) ________________________ Event Organizer (This is the person responsible for organizing the event and is authorized to make all decisions related to the event and the Application process.) Name__________________ Phone_______________ E-mail __________________________ Street Address_________________________________________________________________ City___________________ State _____ ZIP ______________ Fax ______________________ Additional cell # for day of event________ alternate contact name/phone__________________ Event Type (you may check more than one)
Auto Show
Athletic Event
Concert/Performance
Farmers/Outdoor Market
Festival/Celebration
Parade
Other ________________
Event Description and Location (briefly describe the event and where it is to take place) Event Date/Time
Date(s) of event ____________________
Start Time (including set up)___________Stop Time (including clean up)__________ (If it is a multi-day event, please include start and stop times for each day) Event Estimated Attendance (per day, if more than one day)_____________________ Enchanted Garden Holiday Lights Festival
Santa Ynez Botanic Garden
Andres Nuno 805-448-7070 [email protected]
1072 Casitas Pass Rd. #232, Carpinteria, CA
Christmas lights in the Botanical Garden from 5:30 - 8:30 p.m. It will also feature pictures with Santa, food and merchant vendors, Christmas Carolers, live reinder (on select weekend) and more holiday fun activities for families.
10 a.m.
The Enchanted Garden Holiday Lights Festival is a 3 weekend long Holiday event featuring a maze of December 1st - 3rd, December 8th - 10th, December 15h - 17th 10 p.m.
2,000 per weekend
3 Event Checklist
Please use the following checklist to provide the City with more detailed information about the proposed event and to refine the event plan. For each item checked, please include the appropriate information; attach additional sheets if necessary. Event Site Plan (Clearly draw the proposed layout of the event on the map provided. Be sure to show the locations of any street closure requests, portable structures, vendor booths, first aid facilities, barricades, show vehicles or animals, signs/banners, and any other information that will better assist the City in reviewing the activities associated with the event.)
Admission Fees (Are entry or participant fees required? Please describe.) Parade (See parade route map provided. All parades will require a traffic management plan approved by the Sheriff’s Department)
Race (Will the event feature an organized run, walk, or bicycle race? Please describe.) Portable Restrooms (Portable restrooms may be required if the event will last longer than one hour and if permanent restrooms are not available on site. One chemical toilet for every 250 people in attendance is recommended with at least 10% of toilets ADA accessible. How many portable toilets will the sponsor provide? Where? Please describe.) Parking (Will your event require off-site parking? Please describe where.) ___________________________________________________________________________ Trash/Recycling (The sponsor is responsible for providing proper disposal of trash/recycling during the event and the area should be returned to a clean condition at the conclusion of the event. How many trash cans and recycling containers will the sponsor provide? Where? Please describe.)
Music/Amplified Sound (Will musical entertainment be a part of the event and will amplified sound be used in any way? Please describe.) The allowable decibel level for amplified music is 65 dbl. The City requires onsite monitoring by the Code Enforcement Officer.
We will charge $25 for adults and $10 for kids.
We would like to utilize the overflow parking at River View Park.
We will bring in 30 trash / recycle cans.
We will have Christmas Carolers and some live music from 5:30 - 8:30 pm.
We will bring in 10 restrooms and 5 hand sinks per weekend.
4 Security (see Conditions of Use #9)
Vendors (Will the event include commercial vendors? Will there be vendor fees? Please describe.)
Food (Will food be served at the event? Will it be prepared on site? Will food be sold? Please describe. All food preparation and sales must comply with County Public Health Department standards, Call Rick Furtado: 346-8480)
Alcohol (Will alcohol be served? Any event where alcohol is present requires a security plan approved by the Sheriff’s Department. Will alcohol be sold? The sale of alcohol requires a Special Daily License from Alcoholic Beverage Control, 543-7183, and a Seller’s Permit from the Board of Equalization, 1-800-400-7115) Power (Will the event require electric power? Please describe. City provided power may be available upon request at cost.)
Water (Will the event require water? Please describe. City provided water may be available upon request at cost.)
City Staff Assistance (Will the event require City staff time or assistance? Please describe. Large events may be required to have staff monitor. City will bill for staff time at $90/hour.)
Other (Please describe any other important aspect of the event not covered above.) We will have food trucks on site with food for sale.
We will have beer and wine for sale.
We would like to utilize the power on site for our entry but will supply a generator for the lights in the Garden.
No.
No.
We are charging $200 for the weekend for food and merchant vendors.
5 Agreement
In consideration of the issuance of a permit by the City, the Sponsor agrees to accept the following terms and conditions.
Definitions
City – the City of Buellton
Sponsor – the authorized agent of the group or individual applying for an event permit Event – the special event proposed in this application
Public Property – parks, streets, sidewalks, right of ways, or other City owned facilities used by Applicant during an event
A. Conditions of Use
1. A person who is at least eighteen (18) years of age must sign this agreement. If alcohol will be served, a person who is at least twenty-one (21) years of age must sign this agreement.
2. Sponsor shall provide the City with a single contact who is to serve as the representative for Sponsor’s activities.
3. Sponsor shall be responsible for securing all required permits and licenses.
4. Any Public Property shall be used for the purpose stated in the application and no other use will be permitted.
5. Sponsor shall not use the City’s name to suggest endorsement or sponsorship of the Event without prior written approval of the City Manager or his/her designee. Sponsor’s publicity of the Event shall clearly and accurately identify the name of the sponsoring organization or individual and shall not use the City’s name in any manner except to designate the location of the event.
6. Sponsor shall permit any City employees to visit the Event described in this application to insure compliance with Event terms and conditions.
7. Under no circumstances shall Sponsor sublease or allow any other organization or individual to use the Public Property for the period which the Sponsor has contracted. Sponsor is an independent contractor and not the agent or employee of the City.
8. In the event that Public Property is left damaged, Sponsor shall be charged for any and all janitorial and/or repair fees incurred by City as a result of same and these fees shall be billed to Sponsor.
9. The City, at its sole discretion, may require a certain number of security officers for the Event.
Sponsor shall be responsible for procuring and paying for security officers through the City or a private security agency.
10. Sponsor is solely responsible for supervising all individuals on Public Property during the Event.
The City is not responsible for providing this supervision. However, the City may evict individuals from the Event if their conduct is not in the best interest of the public or is deemed to be detrimental in any way.
6 11. Sponsor, caterers, bands, transportation of rental equipment, and related individuals and activities will not be permitted access to Public Property prior to or after the Event time period. Sponsor shall be responsible for arranging access during the time requested for entry and exit of the facility.
12. Sponsor shall be responsible for all clean up of Public Property at the end of the Event. Sponsor shall pick up, bag, and remove all trash generated by all activity in any way connected with the Event, leaving Public Property clean and free of all trash and litter.
13. Sponsor shall not store any equipment or materials on Public Property without prior written approval of the City Manager or his/her designee.
14. Sponsor shall not remove, or relocate City property for any reason without prior written approval of the City Manager or his/her designee.
15. Sponsor shall secure the approval of the City before using audio/visual systems, public address systems, and live or recorded amplified music. Sponsor shall not record, televise, or broadcast the Event or any portion thereof without prior written approval of the City Manager or his/her designee.
16. Sponsor shall comply with all local, state, and federal laws and regulations related to the use of Public Property.
17. Gambling of any kind is not permitted on Public Property.
18. If Sponsor violates any part of this agreement or reports false information to the City, the City may refuse Applicant further Event use of Public Property and Sponsor shall forfeit a portion of or all of the deposit.
19. The City may impose additional requirements as deemed necessary to protect the health, safety, and/or welfare of the community.
20. Any person aggrieved by the City’s decision with respect to this Agreement may appeal to the City Manager or his/her designee in writing no later than five (5) days after the City’s decision has been communicated to the aggrieved party.
21. It any provision of this agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
B. Indemnification and Insurance
1. Sponsor shall indemnify, defend, and hold harmless the City, its officers, employees, and agents from any and all losses, costs, expenses, claims, liabilities, actions, or damages, including liabilities for injuries to any person or persons or damage to property arising at any time during and/or arising out of or in any way connected to the Sponsor’s use of Public Property, unless solely caused by the gross negligence or willful misconduct of the City, its officers, employees, or agents.
2. Sponsor shall procure and maintain general liability insurance against any and all losses, costs, expenses, claims, liabilities, actions, or damages, including liability for injuries to any person or persons or damage to property arising at any time during and/or arising out of or in any way connected to the Sponsor’s use of Public Property in the amount of one million dollars ($1,000,000) per occurrence.
Such insurance shall name the City, its officers, employees, and agents as additionally insured prior to the event date. Said insurance certificate should cover all dates including set up and tear down dates.
Sponsor shall file certificates of such insurance with the City, which shall be endorsed to provide thirty
..
(30) days notice to the City of cancellation or any change of coverage or limits. If a copy of the insurance certificate is not on file prior to the event, the City may deny permitting the event.
3. Sponsor shall report any personal injuries or property damage arising at any time during and/or arising out of or in any way connected with the Sponsor's use of Public Property to the City Manager or his/her designee, in writing and as soon as practicable.
4. Sponsor waives any right of recovery against the City, its officers, employees, and agents for fires, floods, earthquakes, civil disturbances, regulation of any public authority, and other causes beyond their control. Sponsor shall not charge results of "acts of God" to the City, its officers, employees, or agents.
5. Sponsor waives any right of recovery against the City, its officer, employees, and agents for indemnification, contribution, or declaratory relief arising out of or in any way connected with Sponsor's use of Public Property, even if the City, its officers, employees, or agents seek recovery against Sponsor.
IMPORTANT - READ BEFORE SIGNING
I am an authorized agent of the organization submitting this Agreement. The information provided in this Agreement is true and correct. I have read and understand this Agreement and the Sponsor agrees to all of the aforementioned rules, regulations, and conditions of use.
Sponsor
Signature
________
and Title of Responsible
_
Person _ _..,.�------------"Date JI<:
PrintName AJ.rvr H�
Updated 7/16
7 1/12/23
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: Scott Wolfe, City Manager
Meeting Date: November 9, 2023
Subject: Consideration of a Request for Funds to Purchase Decorations for Winter Fest
______________________________________________________________________________
BACKGROUND
The City Manager has been contacted by the Kathy Vreeland of the Buellton Visitors Bureau with a request to assist with the purchase of holiday decorations for use at the Annual Winterfest event held in December.
Each year, the Visitors Bureau, assisted by Buellton Rec, organizes the Winterfest event.
With a variety of vendor booths, food and beverage opportunities, and snow brought in for the children to play in, this is a widely attended and very popular event each year. For the past several years, different iterations of a holiday tree have been used, with varying degrees of expense and success. These usually have been of less-than-commercial grade quality, and have only lasted a year or two, despite considerable cost.
This year, the Visitors Bureau would like to request some additional funding to purchase commercial grade decorations and an artificial holiday tree that would be pre-lit and reusable for multiple years. A quote has been presented for an artificial tree (16’ in height, pre-lit, with a treetop star ornament), commercial grade lights for the Village Park gazebo, and a variety of ornaments for both the tree and other decorated features around the park during the event. The ornaments are designed to be decorative, but not so expensive that they would result in large numbers of them being taken, or large expenses if they needed to be replaced.
While used for Winterfest, the tree and decorations will remain on site for weeks following the event, and will bring attention to Village Park and the through the holiday season. The cost for these decorations is expected to be less than $3,900, plus the cost of shipping and handling (which is unknown at this time). These decorations would be stored for use in subsequent years so that annual purchases for the Winterfest event would be minimized.
With the cost of a natural tree of the height purchased being about $850 per year, this purchase could result in overall savings within 4 years.
Request for Winterfest Funds Page 2 November 9, 2023
Staff recommends that the City Council consider the request, and if deemed appropriate, authorize an expenditure in an amount not to exceed $5,000.
FISCAL IMPACT
This contract will result in an expenditure of $3,900, plus shipping and handling costs, but not to exceed $5,000 from the City’s General Fund. These funds are expended in support of the established Winterfest event.
RECOMMENDATION
Staff recommends that the City Council authorize the expenditure of General Fund monies in an amount not to exceed $5,000 for the purpose of purchasing commercial-grade decorations for the annual Winterfest event.
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: Andrea Keefer, Planning Director
Meeting Date: November 9, 2023
Subject: SYV Horseback Rides – Proposal to Modify License Agreement for Proposed Expansion of Use
______________________________________________________________________________
BACKGROUND
On August 12, 2021, the City entered into a license agreement with Bob Sweeney, owner of SYV Horseback Rides, for use of a portion of the Willemsen Property for a horseback riding and petting zoo facility (Attachment 1 – License Agreement). A Conditional Use Permit was approved by the Planning Commission on October 7th, 2021.
Mr. Sweeney has submitted a request to expand the types of uses allowed on the property as well as to increase the size of the use area by approximately 25% (18,000 square feet - expansion proposed to the south of existing facility). Details of the proposed modifications are included as Attachment 2.
The request submitted by Mr. Sweeney would require a modification to the approved Conditional Use Permit. Before an application may be filed and a modification to the Conditional Use Permit is considered by the Planning Commission, the City Council must first review the request under the current terms of the license agreement and determine, as the property owner, 1) whether the proposed changes in operation are acceptable to the City Council, 2) whether to authorize an application to be filed to amend the Conditional Use Permit and 3) whether any additional terms or requirements be placed on the license holder.
In the event that the City Council authorizes the above, a formal application for a modification to the Conditional Use Permit would then need to be filed with the Planning Department for consideration by the Planning Commission. The Planning Commission would then review the application for consistency with the Zoning Ordinance and other City requirements and make a determination whether or not to approve the proposed modifications.
SYV Horseback Rides Page 2 November 9, 2023
DISCUSSION
In summary, the proposed modifications include the following:
• Addition of After School Farm Camp for 6-12 year old children • Addition of Cowboy Breakfast (Saturdays and Sundays, two sittings each day) • Addition of Cowboy Harvest in the month of October to host a pumpkin patch, and associated activities
• Expansion of facility size by approximately 25% to the south to accommodate Cowboy Breakfast seating area, kitchen and upgraded barn area An application has not been formally submitted to amend the Conditional Use Permit, and therefore, staff has not reviewed the proposed additions for consistency with the Zoning Ordinance and established City policies. In the event that City Council authorizes some or all of the above modifications to the license agreement, Mr. Sweeney would then be authorized to submit a complete application package for review. At that time, staff would conduct the review for consistency with all applicable zoning standards and those findings would be presented to the Planning Commission for their consideration of the proposed modifications to the Conditional Use Permit.
In addition to the change to the uses of the property, the expansion of the area to be occupied by the business necessitates a discussion of additional compensation to the City for use of the additional property. As a 25% increase in use area is proposed, a 25% increase in rental payments would be a reasonable consideration. Currently, SYV Horseback Rides pays $3605.00 in monthly rent, with an increase of 3% to be added on January 1, 2024, bringing the new rent to $3,713.15.
A 25% increase in this amount to account for a 25% increase in license area would result in a monthly rent payment of $4,641.44.
The City Council may set the rental charge for the license agreement at a level which is justifiable from a fair market value perspective. This value may be partially offset by value provided to the City, but any offset will need to be justified and quantified by the Council at the time that the agreement amendment is approved. The increase in rent can occur at such time as any required Conditional Use Permits are issued and the additional property is occupied.
RECOMMENDATION
That the City Council:
1) Determine whether the proposed changes in operation are acceptable to the City Council.
2) Determine whether to authorize an application to be filed to amend the Conditional Use Permit.
3) Determine whether any additional terms or requirements be placed on the license holder under the license agreement.
SYV Horseback Rides Page 3 November 9, 2023
4) Authorize the Mayor to sign an amended agreement, in a form acceptable to the City Attorney, which includes any additional terms or requirements determined appropriate by the City Council.
ATTACHMENTS
Attachment 1 – License Agreement (Dated August 12, 2021) Attachment 2 – Description of Proposed Expansion of SYV Horseback Riding Facility
CITY OF BUELLTON
City Council Agenda Staff Report
City Manager Review: SW
Council Agenda Item No.: 8
To: The Honorable Mayor and City Council
From: Rose Hess, Public Works Director
Meeting Date: November 9, 2023
Subject: McMurray Road/Highway 246 Improvement Project
BACKGROUND
In September 2023 the City published a Notice to Contractors inviting sealed bids for the McMurray Road/Highway 246 Improvement Project. The Project includes widening of the north leg of McMurray Road at Highway 246 with additional traffic signal improvements. The project also includes road, sidewalk and curb, and gutter and driveway improvements as well as utility relocations and appurtenant work. The project addresses turning movement conflicts to northbound McMurray Road and will develop the intersection to the ultimate right-of-way width at the north leg of the intersection.
On October 10, 2023, two (2) bids were received for the project from the following contractors:
Bid Amount
Taylor Jane Construction $1,020,241.00
RDZ Contractors $ 861,677.45
Staff has reviewed all the bid documents and has found them to be complete. However, on October 1, 2023, staff received a bid protest from Taylor Jane Construction, stating that it appears RDZ will be subcontracting approximately 74% of the work and the Greenbook requirements state the General Contractor must perform at least 50% of the work. Upon further investigation of RDZ’s bid and bid protest response, there are inconsistencies on the original bid’s itemization of work to be performed by subcontract.
The response provided by RDZ does not sufficiently explain the reason for showing the allocation as submitted in the original bid in a manner that would allow the bid to be accepted. In light of the inconsistencies, staff consulted with the City Attorney for further review and has determined that the bid protest should be upheld and the bid rejected. In light of this determination, we recommend disqualifying the apparent low bidder, RDZ Contractors. The second low bidder, Taylor Jane Construction would be the recommended low bidder.
McMurray Road/Hwy 246 Project Page 2 November 9, 2023
All bid documents for Taylor Jane Construction are in order. Staff recommends adding a contingency amount of 10%, $102,024.10 for additional repairs that may be needed. This would bring the total contract amount to $1,122,265.10.
It is anticipated that the effective date of the Notice to Proceed for work will be issued November. The project term is 70 working days, however there is a long lead time for materials and supply for this project – approximately 6-9 months. The specifications stipulate that the contractor is to procure all materials prior to field construction. Actual field construction activities are anticipated to start in the summer of 2024 with anticipated completion date by end of the year. The specifications also state that work is to be completed at night to minimize impact to the public.
FISCAL IMPACT
The McMurray Road/Highway 246 Improvement Project is budgeted in the Capital Improvement Project List. (092-307). Funding is appropriated in the 2023/24 Biennial budget for construction ($200,000) and project management/inspections ($50,000) through General Fund, Gas Tax, and Measure A. A budget adjustment will need to be made to increase the construction budget by an additional $922,265.10 for construction and $100,000.00 for project/management/inspections for a total increase to Project 092- 307 of $1,022,265.10. The City has Measure A Regional Funds that will provide a reimbursement of $800,000.00, of the construction cost to the City.
RECOMMENDATION
That the Council consider upholding the bid protest filed by Taylor Jane Construction and reject the RDZ bid and award the McMurray Road/Highway 246 Improvement Project construction contract to Taylor Jane Construction in the amount of $1,020,241.00, plus a contingency amount of 10% ($102,024.10), for a total contract amount of $1,122,265.10, and approve a budget amendment of an additional $922,265.10 to Project 092-307 and authorize the execution of the contract with Taylor Jane Construction.
CITY OF BUELLTON
City Council Agenda Staff Report
City Manager Review: SW
Council Agenda Item No.: 9
To: The Honorable Mayor and City Council
From: Scott Wolfe, City Manager
Meeting Date: November 9, 2023
Subject: Establishment of City Council Priorities for 2024 ______________________________________________________________________________
BACKGROUND
In an effort to ascertain policy direction on items of particular interest of the City Council, staff has requested each City Council Member provide the City Manager with priorities to be focused upon in the coming year. Based largely on a condensed list of the items requested by the City Council since January of this year (See Attachment 1), the Council Members have provided the requested feedback, which have been prioritized. Please note that the highlighted items on Attachment 1 indicate items which are significantly in progress with action underway, and in light of this, Council Members may not have considered these items in their list of priorities provided to the City Manager.
From the pared list of 17 items which came from the October 26 meeting’s discussion, the City Council identified top priorities. The listing of top priorities has created three “tiers” of priority, based upon the order given. The top priority tier includes improvements to Highway 246 (Item 1 on Attachment 1) and construction of a splash pad (Item 8). The second tier includes investigation of Ring Cameras for public safety (Item 5), alternative approaches to appointment of Planning Commissioners (Item 14), and upgrades to City’s email server (Item 4). The third tier includes discussion of flags to be flown on Avenue of Flags (Item 3), expansion of the City’s Social Media Policy to allow the use of Instagram (Item15), and the investigation of adding dog waste bag stations at/near PAWS Park (Item 11).
The establishment of priorities serves several purposes. First and foremost, it allows the City Council to set the direction of the City for the coming year. These priorities then become a portion of the work plan for the City Manager, who will then use them to inform the work plan of each City department head. By following up on the progress of these priorities, the City Council can also gauge the effectiveness of the City Manager and staff, and help determine areas where adjustment of staffing resources may be needed.
2024 City Council Priorities Page 2 November 9, 2023
It should be noted that the prioritization of Council requests identifies where staff resources should be focused, but not necessarily an order in which completion will take place. A number of requests that are not in the Top 3 tiers are in progress and may be completed sooner than those in the first tier. Each request has its own issues to address and its own processes necessary to bring it to conclusion. From time to time, opportunities present themselves which will allow for the completion of requests more quickly. However, the tiered list of priorities will give staff an indication of the importance of these matters to the City Council as a whole, which will inform the allocation of resources when decisions are made. All items on Attachment 1 will remain, as will new requests from the City Council.
Staff recommends that the City Council discuss the priorities, make adjustments as deemed appropriate, and direct staff accordingly. Over the course of the next year, staff will add any additional requests from the City Council to this list, and will bring an updated list to the City Council in December of 2024 or January of 2025 for re-prioritization. Should an item be added to the list before this time which the City Council finds should be placed at the top of the priorities list, staff should be given such direction at the time the request is made.
FISCAL IMPACT
The establishment of City Council priorities is not anticipated to result in direct fiscal impacts to the City. Individual priorities may require expenditure of funds which will be addressed at a future date following staff analysis and a report back to the City Council.
RECOMMENDATION
Staff recommends that the City Council discuss the priorities, make adjustments as deemed appropriate, and direct staff accordingly by adopting those priorities which the City Council deems appropriate as official City Council Priorities.
ATTACHMENTS
Attachment 1 – City Council Request List – October 26, 2023
City Council Request List - October 26, 2023:
1. Investigate/return to Council with discussion of traffic calming measures on Highway 246 through Buellton. (Public Works/Planning/City Manager)
2. Investigate/return to Council with discussion of adding truck or large vehicle parking on the Avenue of Flags. (Public Works)
3. Investigate/return to Council with discussion of what flags can be flown on the Avenue of Flags. (Public Works/City Manager)
4. Investigate/return to Council with discussion of upgrading of the City’s email server. (City Manager)
5. Investigate/return to Council with discussion of installing Ring cameras around town for safety. (City Manager/Police)
6. Investigate/return to Council with discussion of traffic safety measures (crosswalks/re-striping) be added around Rancho de Maria and Flying Flags RV Resort. (Public Works/City Manager)
7. Investigate/return to Council with discussion of expanding Library hours. (City Manager)
8. Investigate/return to Council with discussion of installing a splash pad in Buellton. (Public Works/Recreation)
9. Investigate/return to Council with discussion of the purchase of a second speed trailer. (Public Works/City Manager)
10.Investigate/return to Council with discussion of adding bike racks throughout Buellton. (Public Works/City Manager)
11.Investigate/return to Council with discussion of adding dog bag stations on Dawn Drive near PAWS Park. (Public Works)
12.Investigate/return to Council with discussion of installing shade structures at River View Park. (Public Works)
13.Investigate/return to Council with discussion of creating a monthly food truck event in Buellton. (City Manager)
14.Investigate/return to Council with discussion of alternative approaches to Planning Commissioner appointment. (City Manager/City Attorney)
15.Investigate/return to Council with discussion of adding Instagram to social media used by the City for public engagement. (City Manager)
16.Investigate/return to Council with discussion of renewal of the Urban Growth Boundary. (City Manager)
17.Investigate/return to Council with discussion of tree planting and preservation programs/policies. (Public Works/Planning/City Manager)