CITY OF BUELLTON
CITY COUNCIL AGENDA
Regular Meeting of January 25, 2024 – 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.
CALL TO ORDER
Mayor Dave King
PLEDGE OF ALLEGIANCE
ROLL CALL
Council Members, Hudson Hornick, Elysia Lewis, John Sanchez, Vice Mayor David Silva, 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.
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 Any Council Member, the City Attorney, or the City Manager may request that an item be withdrawn from the Consent Agenda to allow for full discussion.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 January 11, 2024 Regular City Council Meeting
City Council Meeting Agenda Page 2 January 25, 2024
2. List of Claims to be Approved and Ratified for Payment to Date for Fiscal Year 2023/2024
3. Monthly Treasurer’s Report – December 31, 2023
(Staff Contact: Finance Director Shannel Zamora)
4. Award of Bid for McMurray Road/Highway 246 Improvement Project (Staff Contact: Public Works Director Rose Hess)
5. Award of Bid for the SYVCO CDBG – 140 Highway 246 TI Projects (Staff Contact: Public Works Director Rose Hess)
6. Clarification of Council Appointment to GSA Committee (Staff Contact: Public Works Director Rose Hess)
PRESENTATIONS
7. Presentation of Gold Cards to Boys and Girls Club Recipients
8. Proclamation Recognizing California Nature Art Museum (Formerly the Wildling Museum)
9. Proclamation Recognizing International Holocaust Remembrance Day
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)
10. Consideration of Arts & Culture Project Applications:
A. Post Office Poppies Project
B. Buellton Art – Banners Project
(Staff Contact: City Manager Scott Wolfe)
11. Identification of 2024 Recognitions and Cultural Heritage Observances (Staff Contact: City Manager Scott Wolfe)
City Council Meeting Agenda Page 3 January 25, 2024
12. Consideration of Pre-emptive Adjustment of Staff Salary Ranges (Staff Contact: City Manager Scott Wolfe)
CITY MANAGER’S REPORT
CLOSED SESSION ITEMS (POSSIBLE ACTION)
13. Closed Session - California Government Code Section 54957 regarding:
PUBLIC EMPLOYEE PERFORMANCE EVALUATION
Title: City Manager
ADJOURNMENT
The next meeting of the City Council will be held on Thursday, February 8, 2024 at 6:00 p.m.
City Manager Review: SW
Council Agenda Item No.: 1
CITY OF BUELLTON
CITY COUNCIL MEETING MINUTES
Regular Meeting of January 11, 2024
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 Elysia Lewis and John Sanchez, Vice Mayor David Silva and Mayor Dave King
Absent: Council Member Hudson Hornick
Staff: City Manager Scott Wolfe, City Attorney Greg Murphy, Public Works Director Rose Hess, Finance Director Shannel Zamora (Via Zoom), Planning Director Andrea Keefer, and City Clerk Linda Reid
REORDERING OF AGENDA
None
PUBLIC COMMENTS
None
CONSENT CALENDAR
1. Minutes of December 14, 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 – November 30, 2023
City Council Meeting Minutes Page 2 January 11, 2024
MOTION:
Motion by Council Member Lewis, seconded by Vice Mayor Silva, approving Consent Calendar Items 1-3 as listed.
VOTE:
Motion passed by a roll call vote of 4-0.
Council Member Lewis – Yes
Council Member Sanchez - Yes
Vice Mayor Silva – Yes
Mayor King – Yes
PRESENTATIONS
4. Proclamation Recognizing Human Trafficking Awareness Month Mayor King read the proclamation recognizing Human Trafficking Awareness Month.
Ann McCarty, Executive Director of the North County Rape Crisis and Child Protection Center accepted the proclamation and discussed the importance of human trafficking awareness.
5. Proclamation Recognizing Buellton Resident Sam Schmitt for his Lifesaving Efforts Mayor King read the proclamation recognizing Sam Schmitt for his lifesaving efforts in Buellton on October 27, 2023.
PUBLIC HEARINGS
None
COUNCIL MEMBER COMMENTS/ITEMS
Council Member Sanchez announced that he attended the ground breaking ceremony for Buellton Garden Apartments and thanked the Planning Department staff for their work on this project.
Vice Mayor Silva requested that staff look into adding Tesla based standard EV chargers in Buellton. Council Member Sanchez supported this request.
Vice Mayor Silva requested that staff work with the Santa Barbara County Sheriff’s Department to schedule a workshop regarding human trafficking awareness.
Council Member Lewis discussed the recent traffic collisions near Buellton and requested that staff work with Caltrans to be able to sync traffic lights that will increase the flow of traffic resulting from accidents or other events that cause heavy traffic in Buellton.
Mayor King announced that he attended the promotional ceremony at Vandenberg Space Force Base.
City Council Meeting Minutes Page 3 January 11, 2024
WRITTEN COMMUNICATIONS
None
COMMITTEE REPORTS
Council Member Lewis announced that she attended the Joint-Use Committee meeting and provided an oral report for the record.
Council Member Sanchez and Mayor King announced that they attended the Santa Ynez Valley Community Aquatics Foundation meeting and provided an oral report for the record.
Mayor King announced that he attended the North County Sub-Regional Planning Committee meeting and provided an oral report for the record.
BUSINESS ITEMS
6. Identification of 2024 Recognitions and Cultural Heritage Observances RECOMMENDATION:
That the City Council discuss this matter and direct staff as appropriate.
STAFF REPORT:
City Manager Wolfe presented the staff report.
SPEAKERS/DISCUSSION:
The City Council discussed the following issues:
• January annual review of proclamations to be presented for the year • Recognizing January 27 as International Holocaust Remembrance Day • Special proclamation requests not identified in annual review should be placed on Consent Calendar for approval or discussion 60 days prior to issuance of the proclamation
• Individual achievement and (non-controversial) Non-profit Organization requests should continue to be brought forward as determined appropriate by staff DOCUMENTS:
Staff report with attachments as listed in the staff report.
DIRECTION:
The City Council agreed by consensus to reagendize this item for January 25, where each Council Member can provide their list of proposed proclamations for the year.
City Council Meeting Minutes Page 4 January 11, 2024
7. Revision of Social Media Policy
RECOMMENDATION:
That the City Council discuss the matter and if deemed appropriate, direct staff to add Instagram to the social media platforms used by the City.
STAFF REPORT:
City Manager Wolfe presented the staff report.
SPEAKERS/DISCUSSION:
The City Council discussed the one-way social media communication by City staff.
DOCUMENTS:
Staff report with attachments as listed in the staff report.
DIRECTION:
The City Council agreed by consensus to add Instagram to the City’s social media platform.
CITY MANAGER’S REPORT
City Manager Wolfe provided an informational report for the record.
CLOSED SESSION ITEMS (POSSIBLE ACTION)
8. Closed Session - California Government Code Section 54957 regarding:
PUBLIC EMPLOYEE PERFORMANCE EVALUATION
Title: City Manager
The City Council met in closed session to discuss Item 8. No reportable action was taken.
ADJOURNMENT
Mayor King adjourned the regular meeting at 8:37 p.m. The next regular meeting of the City Council will be held on Thursday, January 25, 2024 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: January 25, 2024
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 12/30/2023 through 01/12/2024 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 12/30/2023 through 01/12/2024 was $688,243.40.
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 12/30/2023 through 01/12/2024.
ATTACHMENTS
Attachment 1 – Claims
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: January 25, 2024
Subject: Monthly Treasurer’s Report – December 31, 2023 ______________________________________________________________________________
BACKGROUND
California Government Code Section 53646(b)(3) provides mandatory investment reporting requirements for California public agencies. The attached Treasurer’s Report complies with the State’s reporting requirement.
On June 8, 2023, Council adopted the current Investment Policy per Resolution 23-13 which states the City Finance Director, as the investment officer, must submit monthly reports to City Council to demonstrate that sufficient cash flow liquidity is available to meet the succeeding month’s estimated expenditures.
This Treasurer’s Report is for December 31, 2023. Treasurer’s Reports are presented on a monthly basis.
FISCAL IMPACT
There is no fiscal impact; this report is intended to show the City Council the financial performance of the City’s investment portfolio of idle funds.
RECOMMENDATION
That the City Council receive and file the Treasurer’s Report for the month ending December 31, 2023.
ATTACHMENTS
Attachment 1 – Monthly Treasurer’s Report – December 31, 2023
[Type text]
A
City of Buellton
Monthly Treasurer’s Report
For the month ending in December 31, 2023
January 25, 2024
This report presents the City’s cash activity and investment portfolio as of December 31, 2023. The report includes:
1) Cash and investments at December 31, 2023 compared to the prior month;
2) A reconciliation of cash and investments to City ledger balances; 3) All investments managed by the City on its own behalf; 4) Beginning of year fund balance, revenues, expenditures and ending fund balance for each fund at December 31, 2023
The following schedule is a summary of the City’s cash and investments based on recorded value as of December 31, 2023 compared with the prior month.
November 30, 2023 December 31, 2023 $ Change
Cash - Pooled $ 6,964,467.07 $ 7,655,786.77 $ 691,319.70 Investments held by the City 17,191,915.58 17,241,859.38 $ 49,943.80 TOTAL CASH AND INVESTMENTS $ 24,156,382.65 $ 24,897,646.15 $ 741,263.50 Summary of activity for the Month and Future Liquidity: The majority of the difference in the recorded value for cash and investments held by the City from last month is mainly due to the receipt of unsecured and secured property tax revenue. The value of investments also changed due to interest earnings on the money market fund and Certificate of Deposits (CDs). The portfolio is sufficiently liquid to meet expected expenditures for the coming six months.
City of Buellton
M o n t h l y T r e a s u r e r ’ s R e p o r t
A s o f D e c e m b e r 3 1 , 2 0 2 3
P a g e | 2
The following schedule is a reconciliation of Cash and Investments to City ledger:
14,688,035.30
3,361,245.70
(1,773,097.68)
8,144,074.14
(2,734,779.75)
159,455.02
37,304.93
647,204.58
368,921.02
14,420.55
986,681.32
775,808.48
416,942.53
-
-
(194,569.99)
-
24,897,646.15
7,639,484.34
5,403,439.51
16,302.43
2,872,980.32
8,965,439.55
Pooled Cash - Webster Bank Escrow - -
24,897,646.15
999-21000 Wages Payable - -
24,897,646.15
24,897,646.15
24,897,646.15
Per Statements: 12/31/2023
Mechanics General Checking 7,617,086.76
Mechanics Money Market 5,403,439.51
Mechanics FSA 16,302.43
Local Agengcy Investment Fund (LAIF) 8,965,439.55
Multi-Bank Securities Bank 2,872,980.32
Webster Bank - Escrow -
Total Cash Per Statement: 24,875,248.57
Claim on Cash vs Total 22,397.58
Outstanding Items: 22,397.58
Difference: 0.00
TOTAL DUE TO OTHER FUNDS 24,156,382.65 741,263.50
TOTAL: Cash in Bank 24,156,382.65 741,263.50
DUE TO OTHER FUNDS
999-27000 Due To Other Funds 24,156,382.65 741,263.50
999-10006 -
TOTAL: Cash in Bank 24,156,382.65 741,263.50
-
999-10004 Pooled Cash - Brokerage 2,840,154.69 32,825.63 999-10005 Pooled Cash - LAIF 8,965,439.55
999-10002 Pooled Cash - Money Market 5,386,321.34 17,118.17 999-10003 Pooled Cash - FSA 16,495.84 (193.41)
TOTAL CLAIM ON CASH 24,156,382.65 741,263.50
CASH IN BANK
Cash in Bank
999-10001 Pooled Cash - General Checking 6,947,971.23 691,513.11 091-10000 Claim On Pooled Cash - -
092-10000 Claim On Pooled Cash 16,144.42 (210,714.41)
075-10000 Claim On Pooled Cash 366,655.48 50,287.05
090-10000 Claim On Pooled Cash - -
031-10000 Claim On Pooled Cash 941,229.83 45,451.49
032-10001 Claim On Pooled Cash 775,274.37 534.11
027-10000 Claim On Pooled Cash 368,126.53 794.49
029-10000 Claim On Pooled Cash 15,917.28 (1,496.73)
024-10000 Claim On Pooled Cash 37,279.25 25.68
025-10000 Claim On Pooled Cash 649,906.11 (2,701.53)
021-10000 Claim on Pooled Cash (2,734,779.75) -
023-10000 Claim On Pooled Cash 159,263.24 191.78
006-10000 Claim on Pooled Cash (1,773,097.68) -
020-10000 Claim On Pooled Cash 8,113,351.95 30,722.19
CLAIM ON CASH
001-10000 Claim On Pooled Cash 13,777,172.09 910,863.21 005-10000 Claim On Pooled Cash 3,443,939.53 (82,693.83) Bank Reconciliation - December 2023
City of Buellton, CA
For the Period Ending 12/31/2023
12/1/2023
BALANCE
CURRENT
ACTIVITY
12/31/2023
BALANCE ACCOUNT # ACCOUNT NAME
M o n t h l y T r e a s u r e r ’ s R e p o r t
A s o f D e c e m b e r 3 1 , 2 0 2 3
P a g e | 3
City of Buellton
Investment Summary
December 31, 2023
Currently, short-term excess cash is primarily invested in the Local Agency Investment Fund (LAIF) administered by the State Treasurer. This is a high quality investment available in terms of safety, liquidity, and yield. Due to fluctuations in the marketplace, the City may have some investments with a current market value that is greater or less than the recorded value. This difference has no effect on investment yield as the City intends to hold the securities to maturity. However, generally accepted accounting principles require that market gains and losses be reported as interest earnings or losses at year-end.
Percent of
Portfolio Yield
Maturity
Term Maturity Date Par Value Market Value
Local Agency Investment Fund - LAIF 52.44% 3.59% n/a n/a $ 8,965,439.55 $ 8,965,439.55 First Technology Bank Fed Cr Union 0.58% 3.35% 5 yrs. 2/6/2024 100,000.00 99,805.00 Security Identifier: 33715LDP2
Comenity Cap Bank 0.94% 2.80% 5 yrs. 4/15/2024 160,000.00 158,854.40 Security Identifier: 20033AU38
Morgan Stanley Bank 0.58% 2.75% 5 yrs. 5/2/2024 100,000.00 99,159.00 Security Identifier: 61760AZR3
Capital One Bank 0.58% 2.00% 5 yrs. 8/21/2024 100,000.00 98,029.00 Security Identifier: 14042TCB1
Morgan Stanley Bank 0.58% 1.90% 5 yrs. 1/23/2025 100,000.00 96,665.00 Security Identifier: 61760A6K0
State Bk India 1.17% 1.60% 5 yrs. 4/29/2025 200,000.00 191,210.00 Security Identifier: 856285TF8
Sallie Mae Bank 0.70% 0.80% 5 yrs. 7/1/2025 120,000.00 112,824.00 Security Identifier: 7954506Q3
Third Fed Savings 1.43% 3.50% 5 yrs. 6/28/2027 245,000.00 234,761.45 Security Identifier: 88413QDL9
Morgan Stanley Bank 0.61% 3.75% 5 yrs. 6/28/2027 104,000.00 100,487.92 Security Identifier: 61773TFC2
Capital One National Association 1.42% 4.30% 5 yrs. 9/30/2027 242,514.04 240,200.92 Security Identifier: 14042RUR0
Global Federal Credit Union 1.46% 4.60% 5 yrs. 4/17/2028 249,000.00 249,057.27 Security Identifier: 37892MAC8
Optum Bk Draper Utah CTF Dep 0.94% 4.45% 5 yrs. 12/22/2028 160,000.00 160,616.00 Security Identifier: 68405VBV0
United States Treasury Bill 6.14% 5.11% 6 mo. 6/15/2023 1,049,000.00 1,025,009.37 Security Identifier: 912797FS1
Multi-Securities Bank - Cash in Holding 6,300.99
Money Market (Held with Mechanics Bank) 30.42% 4.07% n/a 5,200,000.00 5,403,439.51 Total City Investments 100.00% $ 17,094,953.59 $ 17,241,859.38 Certificates of Deposits (Held with Multi-Securities Bank) U.S. Treasury Securities (Held with Multi-Securities Bank)
M o n t h l y T r e a s u r e r ’ s R e p o r t
A s o f D e c e m b e r 3 1 , 2 0 2 3
P a g e | 4
The following is a fund balance schedule showing beginning fund balance at July 1, 2023 plus revenues minus expenditures for the period, resulting in ending fund balance at December 31, 2023. Fund balance includes total assets and liabilities of the City.
As required by Government Code Section 53646 (b) (3), the chief financial officer for the City declares that there is sufficient funds to meet all obligations for the next six months.
Shannel Zamora
Shannel Zamora
Finance Director
Total Expenses November 30, 2023
Balance
4,777,492.59 4,600,767.59 14,073,921.62
653,505.32 784,517.03 2,804,019.18
006 - Wastewater Capital 59,536.40 46,142.43 364,474.70 020 - Water Fund 1,496,761.17 1,232,767.65 8,355,362.81 021 - Water Capital 22,785.00 3,301.69 325,616.43
2,169.19 - 496,022.01
520.43 - 37,033.51
125,291.62 51,738.76 654,573.98
027 - Local Transportation Fund 6,822.89 9,999.96 366,909.29 029 - Transportation Planning 195.41 19,145.82 (121,961.67) 031 - Measure A 164,466.05 10,571.01 1,017,153.39
032 - American Relief Act Fund 10,184.14 267,172.33 (249,793.79) 075 - Trust & Agency Fund 4,282.95 - 16,116.70
090 - Long-Term Debt - - (4,107,720.67)
091 - General Fixed Assets - - 26,470,786.40
614,474.88
7,836,679.64 50,306,433.40
Fund Balance Report
City of Buellton, CA 11/30/2023
Fund July 1, 2023
Balance
Total Revenues
025 - Gas Tax Fund 581,021.12
001 - General Fund 13,897,196.62
005 - Sewer Fund 2,935,030.89
351,080.73
8,091,369.29
306,133.12
023 - Housing Fees 493,852.82
024 - Traffic Mitigation Fund 36,513.08
(196,080.49)
50,204,625.00 7,938,488.04
370,086.36
(103,011.26)
863,258.35
7,194.40
11,833.75
(4,107,720.67)
26,470,786.40
092 - Capital Improvement Proj Fund - 810,555.37
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: January 25, 2024
Subject: Award of Bid for McMurray Road/Highway 246 Improvement Project
______________________________________________________________________________
BACKGROUND
In December 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 January 11, 2024, three (3) bids were received for the project from the following contractors:
Bid Amount
Taylor Jane Construction $1,021,291.00 .
RCH Construction $1,016,713.18 .
RDZ Contractors $992,898.20 .
Staff has reviewed all the bid documents and has found them to be complete. All bids had minor math errors, but the amounts shown in the table above reflect the correct math.
All bid documents for RDZ Contractors are in order. Staff recommends adding a contingency amount of 10%, $99,290.00 for additional repairs that may be needed. This would bring the total contract amount to $1,092,188.20.
It is anticipated that the effective date of the Notice to Proceed in order to procure materials, for work will be issued by end of January. 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.
McMurray/Hwy 246 Project Page 2 January 25, 2024
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 $892,188.20 for construction and $100,000.00 for project/management/inspections for a total increase to Project 092- 307 of $992,188.20. 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: 1) award the McMurray Road/Highway 246 Improvement Project construction contract to RDZ Contractors, Inc. in the amount of $992,898.20 plus a contingency amount of 10% ($99,290.00) for a total contract amount of $1,092,188.20, 2) approve a budget amendment of an additional $992,188.20 to Project 092-307; and (3) authorize the execution of the contract with RDZ Contractors, Inc.
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: Rose Hess, Public Works Director
Meeting Date: January 25, 2024
Subject: Award of Bid for the SYVCO CDBG – 140 Highway 246 TI Projects
______________________________________________________________________________
BACKGROUND
In December 2023 the City published a Notice to Contractors inviting sealed bids for the SYVCO CDBG – 140 Highway 246 TI Projects. The Project includes 4 different “Prime” contracts: 1. Demountable Partitions; 2. T-Bar Ceilings; 3. Electrical; and 4.
Heating/HVAC. This scope of work is for tenant improvements to the existing library space, to be occupied by the Santa Ynez Valley Community Outreach.
On January 16, 2024, the following bids were received for the project from the following contractors:
DEMOUNTABLE PARTITIONS:
Bid Amount
Pacific Acoustic North $100,070.00 .
Santa Barbara Office Interiors $ 86,876.48 .
TBAR CEILINGS:
Bid Amount
Pacific Acoustic North $10,250.00 .
Santa Maria Acoustical $8,319.00 .
ELECTRICAL:
Bid Amount
ASM Electric $19,800.00 .
No bids were received for the Heating/HVAC work and will be rebid and brought to Council for award at a later date. In addition, as of preparation of this staff report, CDBG staff is reviewing if they will require us to rebid the Electrical since only 1 bid was received.
CDBG 140 Hwy 246 TI Project Page 2 January 25, 2024
Staff has reviewed all the bid documents and has found them to be complete and correct.
All contractors licenses have been checked and are current and in good standing.
Staff recommends adding a contingency amount of 10% to each contract for additional repairs that may be needed. This would bring the total contract amount to the following:
DEMOUNTABLE PARTITIONS:
Bid Amount Contingency Total
Contract
Amount
Santa Barbara Office Interiors $ 86,876.48 . $ 8,687.65 . $ 95,561.13 .
TBAR CEILINGS:
Bid Amount Contingency Total
Contract
Amount
Santa Maria Acoustical $ 8,319.00 . $ 831.90 . $ 9,150.90 .
ELECTRICAL:
Bid Amount Contingency Total
Contract
Amount
ASM Electric $ 19,800.00 . $ 1,980.00 . $ 21,780.00 .
It is anticipated that the effective date of the Notice to Proceed in order to procure materials, for work will be issued by end of January. The project term is 60 working days, however work would not start until the City gives a clearance once the library has relocated. The specifications stipulate that the contractor is to procure all materials prior to field construction. However staff will work with the contractors if work can be performed with minimal intrusion to existing library operations. CDBG funds expire June 30, 2024.
FISCAL IMPACT
Expenditures made on this project will be reimbursed with CDBG funds through SYVCO, and therefore is expected to result in no net cost to the City. The City Council authorized a budget amendment to add this project to the Capital Improvement Projects in an amount of $184,885 at the December 14, 2023 meeting.
CDBG 140 Hwy 246 TI Project Page 2 January 25, 2024
RECOMMENDATION
That the Council: 1) award the SYVCO CDBG TI Project – Demountable Partitions contract to Santa Barbara Office Interiors in the amount of $86,876.48, plus a contingency amount of 10% ($8,687.65) for a total contract amount of $95,564.13, 2) award the SYVCO CDBG TI Project – TBAR Ceilings contract to Santa Maria Acoustical in the amount of $8,319.00, plus a contingency amount of 10% ($831.90) for a total contract amount of $9,150.90, 3) award the SYVCO CDBG TI Project – Electric contract to ASM Electric in the amount of $19,800, plus a contingency amount of 10% ($1,980.00) for a total contract amount of $21,780.0, and 4) authorize the execution of the contracts.
CITY OF BUELLTON
City Council Agenda Staff Report
City Manager Review: SW
Council Agenda Item No.: 6
To: The Honorable Mayor and City Council
From: Rose Hess, Public Works Director
Meeting Date: January 25, 2024
Subject: Clarification of Council Appointment to GSA Committee
BACKGROUND
In December 2023 the City Council appointed Council members to various committees. At that meeting, Council Member John Sanchez was appointed as the City’s representative on the Central Management Area GSA and Vice Mayor David Silva is the alternate representative.
The City’s representatives appointed to the Central Management Area GSA will also be the appropriate appointments to the GSA Joint Powers Authority (JPA), as the Western Management Area GSA, Central Management Area GSA and Eastern Management Area GSA each form their respective JPA’s and start to collaborate and form umbrella JPA’s.
The action of the Buellton City Council through this report and approval will confirm this appointment.
RECOMMENDATION
That the Council confirm appointments of Council Member John Sanchez (representative) and Vice Mayor David Silva (alternate) to the Central Management Area GSA and to the resulting Joint Powers Authority.
CITY OF BUELLTON
City Council Agenda Staff Report
City Manager Review: SW
Council Agenda Item No.: 10
To: The Honorable Mayor and City Council
From: Scott Wolfe, City Manager
Meeting date: January 25, 2024
Subject: Consideration of Arts & Culture Project Applications:
A. Post Office Poppies Project
B. Buellton Art – Banners Project
________________________________________________________________________
BACKGROUND
The City’s Arts and Culture Committee has received applications requesting grant funds for two projects, and has forwarded them to the City Council with recommendations to authorize the fund allocation. The first project is a request for funding to install handmade tilework poppies on the eastern wall of the Post Office buildling. The second project is a request for funding to pay for a banner program similar to the “Flowers and Butterflies” project funded in 2022.
The Post Office Poppies project request is in the amount of $22,060, and is proposed to pay the costs of creating the tilework to be used in the art piece. A photo rendering of the proposed artwork is included in the application materials, and the post office has indicated that the newspaper racks on the side of the building would be moved to make room for the installation. The installation for the project is anticipated in September of 2024. The tilework is to be created by the Veronica Medina and Staci Curry. The application materials for this project accompany this report as Attachment
1. The applicants have indicated that the project cannot be completed without the full funding amount requested.
The Buellton Art – Banners Project 2024/25 request is for funding in the amount of $18,427 and is proposed to cover the costs of production, sales, design and administration costs that cannot be otherwise funded to produce and hang street light banners with images compiled from a variety of artworks created by community members. This process includes considerable outreach, community engagement through classroom lessons, and a campaign to find artists through advertising such as the City’s Utility Bill program. The requested amount of $18,427 reflects the replacement of all existing banners, plus the hanging of new banners on 14 additional light poles not currently used to hang banners on Highway 246. These costs could be reduced if sponsors are obtained through the sale of business logos on each banner.
Arts & Culture Projects Page 2 January 25, 2024
However, allowing sponsors to be listed on banners may require a separate action of the City Council, which will need to be addressed at a later date, if so desired. A breakdown of costs are included in the application materials, which accompany this report as Attachment 2. The applicant has indicated a willingness to complete the project even if full funds are not allocated by the City Council.
Detailed reciepts for expenditures must be submitted to the City to justify all costs to be paid with City funds. Any funds granted to the applicants that are not spent for the items requested, are required to be returned to the City.
FISCAL IMPACT
The fiscal impact of the requested funding would be $40,487 from the General Fund. The FY 23/24 Budget includes $100,000 budgeted for the Arts & Culture Committee, of which $26,500 has already be allocated for other projects, leaving $73,500 currently unallocated and available to fund projects.
RECOMMENDATION
That the City Council consider approving $22,060 to fund the Post Office Poppies project and $18,427 for the Buellton Art – Banners Project 2024/25, pursuant to the recommendation of the Arts and Culture Committee.
ATTACHMENTS
Attachment 1: Buellton Arts & Culture Committee Project Request for the Post Office Poppies Project
Attachment 2: Buellton Arts & Culture Committee Project Request for Buellton Art – Banners Project 2024/25
BUELLTON ARTS & CULTURE COMMITTEE
PROJECT FUNDING REQUEST FORM
DATE:
NAME OF PROJECT:
PROJECT DATE(S):
SPONSORING ORGANIZATION:
KEY ORGANIZER:
CONTACT INFORMATION:
TYPE OF PROGRAM: [ ] ARTS PROGRAM [ ] CULTURE PROGRAM [ ] BOTH TOTAL PROJECT BUDGET:
AMOUNT OF FUNDING REQUESTED:
HAS APPLICANT RECEIVED FUNDING FROM THE BUELLTON ARTS & CULTURE PROGRAM PERVIOUSLY? IF SO, WHEN WAS THE LAST TIME?
YES NO YEAR:
HOW DID YOU HEAR ABOUT THE CITY OF BUELLTON ARTS & CULTURE GRANT PROGRAM:
IF APPLICANT DOES NOT RECEIVE THE FULL AMOUNT OF FUNDING REQUESTED, WILL THE PROPOSED PROJECT STILL MOVE FORWARD:
YES NO
DESCRIPTION OF EVENT — Include goals, objectives, key organizer’s vitae / relevant previous experience, and a list of other project partners/collaborators:
BUELLTON ARTS & CULTURE COMMITTEE
PROJECT FUNDING REQUEST FORM
DESCRIPTION OF EVENT — Include goals, objectives, key organizer’s vitae / relevant previous experience, and a list of other project partners/collaborators:
BUELLTON ARTS & CULTURE COMMITTEE
PROJECT FUNDING REQUEST FORM
DESCRIPTION OF EVENT — cont.
BUELLTON ARTS & CULTURE COMMITTEE
PROJECT FUNDING REQUEST FORM
PROJECT BUDGET DETAIL:
PROJECT FUNDING (list anticipated funding sources and amounts) — must equal Total Project Budget SOURCE OF REVENUE AMOUNT
TOTAL $
PROJECT EXPENSES (promotional materials; space rental; artist honoraria; advertising; etc.) — must equal Total Project Budget
EXPENSE CATEGORY AMOUNT
TOTAL $
BUELLTON ARTS & CULTURE COMMITTEE
PROJECT FUNDING REQUEST FORM
CHECKLIST OF ITEMS TO SUBMIT:
Completed application
If art, craft or other objets d’arte are to be exhibited or otherwise displayed, either links to artists/artisans websites, 4-6 digitized images (minimum 300dpi).
If music, dance or other types of performance work is to be presented, either links to the artists’ websites or digitized video of their work.
If your project or event will be held on public property (streets, sidewalks, parks), submit a completed Special Event Permit Application.
If your project or event includes temporary sales and the like on private property, submit a completed Temporary Use Permit Application. Consult the Quick Reference Guide for links to the application form and general information.
BUELLTON ARTS & CULTURE COMMITTEE
PROJECT FUNDING REQUEST FORM
DATE:
NAME OF PROJECT:
PROJECT DATE(S):
SPONSORING ORGANIZATION:
KEY ORGANIZER:
CONTACT INFORMATION:
TYPE OF PROGRAM: [ ] ARTS PROGRAM [ ] CULTURE PROGRAM [ ] BOTH TOTAL PROJECT BUDGET:
AMOUNT OF FUNDING REQUESTED:
HAS APPLICANT RECEIVED FUNDING FROM THE BUELLTON ARTS & CULTURE PROGRAM PERVIOUSLY? IF SO, WHEN WAS THE LAST TIME?
YES NO YEAR:
HOW DID YOU HEAR ABOUT THE CITY OF BUELLTON ARTS & CULTURE GRANT PROGRAM:
IF APPLICANT DOES NOT RECEIVE THE FULL AMOUNT OF FUNDING REQUESTED, WILL THE PROPOSED PROJECT STILL MOVE FORWARD:
YES NO
DESCRIPTION OF EVENT — Include goals, objectives, key organizer’s vitae / relevant previous experience, and a list of other project partners/collaborators:
12/1/23
Buellton.Art - Banner Project 2024/5
Start trying to get Art & Sponsors 1/24, banners up 6/1/24-5/31/25 Kristin Neperud Merz
[email protected] • Cell: 773.983.3306
x
If we can do logos on banner - hopefully $0, or $13,000- 22,300 It depends on how many banners to include
x 2023
x
See proposal attached
To see last year's project, please go to:https://buellton.art/
1 - Buellton.Art - Kristin Neperud - (773) 983-3306
The Banner Art:
Create artwork for city streets (see placement options page 4).
With 12-14 designs. Last year we used art elements from 36 community artists ages 5-77.
Buellton.art
2 - Buellton.Art - Kristin Neperud Merz (773) 983-3306
Plus the Outreach:
• Social media artwork: Create one
square digital art piece and one rectangle digital art piece that the city and Chamber send out on social media with
the month’s featured artwork and artists.
• Water Bill Insert - Create a one sided
flyer featuring the artwork for 2 months
and sent in the water bill every other
month (when there is not a Buellton Buzz).
• Press release to local media sent
each month featuring one design
and crediting contributing artists
• Send emails to artist’s contact
person letting them know their artwork
will be featured that month, and providing them the artwork if they want to also post on social media
Additional Outreach with Sponsor see page 7
Sample Social Media
Sample Water Bill Insert
3 - Buellton.Art - Kristin Neperud Merz (773) 983-3306
ONE TIME COSTS for the year Breakdown Cost
Convert artwork to digital format @ 1.5 hours per $3,300 planning for 40 pieces
Create compilation of 14 banners 1 per 770
Last Year - About 2 per
Buellton.art - Modify website for new project Sponsorship and submissions & put up new art and banners Last year - A lot Unscribbled Plus - Ongoing web maintenance for one year (.25 per month) (Ok to be website only if we get paid sponsors)
Created lesson and go to classrooms Time: Sponsorship
(last year we went to 5 classrooms) Last year - A lot Kat & Squirrel Lesson: https://katandsquirrel.com/2022/08/19/
squirrels-funky-flower-garden-art-lesson-celebrating-diversity-acceptance/ (Ok to be website only if we get paid sponsors)
Try to get sponsors Time: Get Potential
Last Year: 2 paid sponsors, 3 in-kind sponsors Last year - A lot Sales Person/Entity (Not compensated)
Calling All Artist Campaign 5 275
Create Social Media, Flyer & Water Bill and Flyers up Last Year - More than 5 Print Flyers and Water Bill One Pager and Buy Protector Sheets 160 Admin/Organization Last year - A lot -
MONTHLY ACTIVITIES
(Price based on estimated time at $55 an hour)
Set up 2 sizes of social media pieces, 1.5x12=18 990
Chamber/City Newsletter and/or Website
Art, (City to put out on social media)
Send emails to artist’s contact person .5x12=6 330
letting them know their artwork will be featured that month, and providing them the artwork if they want to also post on social media
Write and distribute press release with Setup- 2.5 137.50 one page artwork design to: Distribute 0.5x12=6 330
Newspapers: SYV News, Santa Ynez Valley Star
TV: KEYT, KSBY
Set up 6 one-pagers (front and back) .5x6 sides=3 165
to go with Water Bill
Printing costs with city to mail (1,400 copies) $100x6 600 Every other month
Price Breakdown (1 of 2 pages)
Sub Total:
$7,057
(not including banner printing)
4 - Buellton.Art - Kristin Neperud Merz (773) 983-3306
Price Breakdown (2 of 2 pages)
BANNER PRINTING Last Year This Print Total # of
OPTIONS: Cost/Est. Estimate Cost Banners
Just Avenue of Flags $5,187.50 $5,878 $12,935 37
17: 30”x80” 20: 30”x82.5” $5,707 + 3%
Avenue + All Existing Banners $7,392.00 $8,066 $15,123 60 25: 30”x80” 20: 30”x82.5” 15:24”x48” $7,832 + 3%
All Existing Banners + 14 unused areas on Hwy 246 - $11,370 $18,427 74 Estimate $115 per banner with set up and inflation (Adds $1,610 Going Forward (with no hanger costs):
Hanger Cost $70-110 per+Shipping + $1,694) $16,733
All Existing Banners + 14 on Industrial Way - $11,930 $18,987 74 Estimate $155 per with set up and inflation (Adds $2,170 Going Forward:
Hanger Cost $70-110 per+Shipping + $1,694) $17,293
All Existing Banners + 14 on Industrial Way $15,234 $22,291 88 +14 of the Unused Spaces on Hwy 246 - Going Forward
$18,903
Last Year
Changed Last Year
City Banner Currently
Not Changed
City Pole Currently
Proposed Add
Industrial Way
Proposed Add
PG&E Crane
No Banner
Industrial Way
No Banner
City Pole Currently
No Banner
Green Poles
No Banner
Small Circles with orange
outlines indicate PG&E
Crane, some have banner,
some don’t. Not supposed to use?
A
B
C
D
E
Nothing here currently
Option
Recommended
by Committee
5 - Buellton.Art - Kristin Neperud Merz (773) 983-3306
Just an
FYI
With More Sponsors we could...
Propose adding logos to banners to make this project sustainable:
If logos can be added to the banners (see photo on
right as a sample), I think this could be a good
sustainable project going forward.
When I was in Black River Falls, Wisconsin last year, I noticed all the banners had business sponsors and it actually made the banners FEEL more community oriented https://blackriverfalls.us/community-banner-program/.
And here is the pricing info: https://communityshowcasebanners.com/black-river-falls-wi/ (This is a town of 3,500 people and less tourism.)
On top of a one year banner displaying their logo,
our program would also give the first 12 sponsors:
• acknowledgment in one month’s social media,
• 1 month acknowledgment in the press release,
• acknowledgment in the water bill flyer
(shared with one other sponsor)
All sponsors would also receive website mention.
So it seems like a good value to the businesses.
If we could get $850 for one year banner placement,
and we paid someone $160 per sale and put $40
towards extra design/admin time, we would need:
Just Avenue of Flags (37 Banners)
We would need 20 Paying Sponsors
to participate and get all costs met.
Sales person could earn: $3,200-5,920
Avenue + All Existing Banners (60 Banners)
We would need 24 Paid Sponsors
Sales: $3,840-9,600
All Existing Banners
+ 14 unused on Hwy 246 (74 Banners)
We would need 26 Paid Sponsors
Sales: $4,160-11,840
All Existing Banners
+ 14 on Industrial Way (74 Banners)
We would need 27 Paid Sponsors
Sales: $4,320-11,840
All Existing Banners
+ 14 on Industrial Way
+ 14 of the Unused Spaces on Hwy 246 (88 Banners)
We wold need 30 Paid Sponsors
Sales: $4,800-14,080
Black River’s Program:
City Banner (2.5’ x 6’)
– Full Color Logo
– Choose Preferred Street Lamp Location
– 1 Year Display
– Share a Photo of Banner Online
– Keep Your Banner as a Souvenir
1 Banner=$795, 2 for $1,395, 3 for $1,995
• Create a Zazzle store with products
for sale (proceeds could help for
following year).
• Have a picture day -
community artists with their banners.
• Include more community art elements
• I am sure we can come up with more ideas too!
Possible Pricing Structure:
1 Banner for $850
$650 towards production costs (P),
$160 to Sales person/entity (S),
$40 to Design/Admin (D/A)
2 Banners for $1,550 ($775 each)
$1,300-P, $200-S, $50-D/A
After minimum threshold met: $350-S, $75-D/A
3 Banner for $2,250 ($750 each)
$1,950-P, $240-S, $60-D/A
After threshold: $400-S, $75-D/A
The Arts Committee is recommending that we table this idea for now until the sign ordinances are revamped this coming year. Once we know if this would be an option we could gure it out more, but this page is just so you can see a possible future option.
6 - Buellton.Art - Kristin Neperud Merz (773) 983-3306
Last year we had 2 paying sponsors and about $1,000 in donations (one person) The rest were in-kind trade sponsors. This is based on the pricing of sponsors signing up before March 15 $550, after March 15 $600, with 10% going to partnering non-profit (see next page).
Paid Sponsorship Goals
Goal # 1 - A Zazzle Store
We will create a Zazzle store, where people can purchase the designs (this year and last years) on various products of their choosing. Water bottles, mugs, phone cases, canvas bags, baseballs, shirts, there are tons of options. Including the “heARTing... Buellton, CA” in all artwork (possibly different fonts each time - see postcard below).
We can accomplish this with 2 sponsors at $495 each (-10%)= $990 Goal # 2 - Books for Kids (See non-profit partnership next page) Donating books or stickers to the Buellton schools for participating in our classroom visits. Going along with our lesson, the kids grades K-2nd (estimating 160 kids) could receive a copy of Face in Water’s book encouraging kids to learn how to swim, “Life with Lou,” or stickers for the kids and books for the classrooms. We will purchase the books at cost for $6 per book.
Last year, we were invited into 5 classrooms. A LOT of the art used was from these kids. (The school’s website says there are about 600 kids in the school district.) At a cost of about $6 a book, with 2 sponsors at $495 each (-10%)= $990 Planning about $35 for shipping, we can purchase about 159 books.
Or, enough for 5-6 classroom visits.
If we can get one large sponsor for Goal #3, or are not able to get 1 or 2 more sponsors to do Goal #3, with each additional sponsor, we can give more books to kids:
3rd sponsor = $495 - we can purchase 300 sticker sheets for some of the older classrooms 3rd and 4th sponsor = $990 - we can purchase sticker sheets for all of the kids OR, we can hope to get a one time sponsor for $1,250 to get books for K-2.
Add a “Book gifted to Buellton from....” sticker on all the books with sponsor's name.
OR, a one time sponsor for $2,350, and get books and sticker sheets including the sponsor’s logo as one of the stickers on the sheet.
Goal # 3 - A Free Promotional Postcard
Each month we will create a postcard using the featured monthly design.
The postcard could be given away for free at the Chamber, City offices, and other locations, so visitors can mail this free promotion of Buellton to their friends.
Printing 250 postcards per month about $100 x 12 = $1,200 (the difference between printing 100 vs 250 was about $10) Pre-paid Postage for 250 postcards is about $130 x 12 = $1,560 Pre-paid Postage for 100 postcards is about $51 x 12 = $612 Extra Design Work about $1,000
Total about $3,000- 3,760
Looking for a one time sponsor of
$4,000 to get their logo on the postcards,
or 8 individual paid sponsors.
Modification:
100 postcards per month = $2,700
with 6 individual sponsors
TO:
The post office will decorate below with a barcode for you.
Community Art featured on this postcard includes:
Flowers by Jonathan Perez,
Vines and background pattern by Vienna Sun
Buellton.comArt
This free postcard and community art project “Exploring the Ocean” was made possible by Buellton’s Art & Culture
Program, generous donations, our Patron of the Arts Sponsors, this year’s non-profit partner Face in Water, and our postcard sponsor ___________________.
Find out more and see the original art at:
Enjoy the
Ocean Safely!
Learn more at
Faceinwater.org
Drowning is
Preventable! Sponsor
ALL the
postcards
and get
your
logo here
HEARTing...
HEARTing...
Buellton,California Buellton,
Buellton,
7 - Buellton.Art - Kristin Neperud Merz (773) 983-3306
P.S. I am looking into possibly creating a non-profit to use going forward.
POSSIBLE
Partnership
Partnering Non-profit
Since we are thinking this year’s time
will be “Exploring the Ocean” I asked
a non-profit that I work with if we
could allow sponsors and donors to
support the project THROUGH them.
As a 501c3, this will give sponsors and
donors a tax write-off.
In exchange, we would help to get
the word out about their non-profit,
promoting people of all ages learning
to swim.
This helps them meet their outreach
goals and helps us help our donor
and sponsors, and will hopefully
increase participation.
10% of all funds raised would go to
Face in Water, 90% to our efforts.
Sponsors signing up BEFORE March 15,
at $550 per =
$495 to Buellton.Art project
$55 to Face in Water
Sponsors signing up AFTER March 15,
at $600 per =
$540 to Buellton.Art project
$60 to Face in Water
Promotional material would change
slightly to also promote Face in Water
for this assistance.
See samples here.
Buellton.comArt
This Community Art Project
was made possible by
Buellton’s Art & Culture
Program, generous
donations, our monthly
Patron of the Arts Sponsors,
and this year’s non-profit
partner Face in Water.
Find out more and
see the original art at:
Buellton’s
community art project:
Exploring the
Ocean
Thank you to all of the artists!
We were able to combine the
works of 36 community artists
aged 5-75 to create the 14
designs you will find around
town (and below).
November’s Patron of the Arts: December’s Patron of the Arts:
BlackGoldRoo ng.com
Remember to Enjoy
the Ocean Safely!
Learn more at
Faceinwater.org
Drowning is
Preventable!
December’s Featured
Artwork by:
Flowers - Christine Edwards
November’s Featured Artwork by: Red Flower - Jamie LeMay, Orange Flower - Vienna Sun
Yellow Flower - Amalia C. Miller,
Green Flower - Mason Fritz
Blue Flower - Joleen Lee, Purple Flower - Fin Carey
CITY OF BUELLTON
City Council Agenda Staff Report
City Manager Review: SW
Council Agenda Item No.: 11
To: The Honorable Mayor and City Council
From: Scott Wolfe, City Manager
Meeting Date: January 25, 2024
Subject: Identification of 2024 Recognitions and Cultural Heritage Observances
______________________________________________________________________________
BACKGROUND
On January 11, the City Council postponed the determination of annual cultural heritage observances to the meeting of January 25.
The City Council also discussed the methods for bringing forward requests for proclamations and recognition that are not identified on the annual determination. The following approach seemed to have City Council support:
Cultural Heritage Observances: These types of observances could be identified by the City Council annually at a regular meeting in January (to include January of the subsequent calendar year). Observances will be suggested by Council Members, and ratified by the Council as a body as part of the annual January discussion.
Special Achievements or Events: These recognitions will be handled in the manner which they have been handled in recent years. The person/organization requesting recognition would request a proclamation from the City Clerk, who will prepare the proclamation for the Mayor’s signature and schedule it for presentation at an upcoming City Council meeting. Requests may be made by a local resident or organization to recognize a special achievement (such as earning the Eagle Scout Award, or being granted a scholarship), or by a local non-profit organization to recognize a special achievement or special event in support of the organization.
Proclamations for Local Organizations/Businesses: These recognitions will be addressed in the same manner as the Special Achievements or Events (above) for local or regional non-profit charitable or community organizations (charities, service clubs, social service organizations, etc.) wishing recognitions for particular events or programs, or for observances in keeping with the function of the given organization (such as Donate Life Month as requested by the local representative of Donate Life California). Requests for recognition outside these criteria by non-profits, requests of a controversial nature as
City Recognitions and Observances Page 2 January 25, 2024 determined by the City Manager, or any request by a commercial enterprise, will be placed on the agenda of an upcoming City Council meeting for discussion and approval with presentation at a subsequent meeting, if approved. Requests requiring City Council consideration must be made no less than 60 days prior to the proposed date of recognition by the City Council.
Staff is seeking direction from the City Council on both the approved list of 2024 Cultural Heritage Observances, and the above-described process for the approval and issuance of proclamations by the City Council.
RECOMMENDATION
That the City Council discuss this matter and direct staff as appropriate.
CITY OF BUELLTON
City Council Agenda Staff Report
City Manager Review: SW
Council Agenda Item No.: 12
To: The Honorable Mayor and City Council
From: Scott Wolfe, City Manager
Meeting Date: January 25, 2024
Subject: Consideration of Pre-emptive Adjustment of Staff Salary Ranges ______________________________________________________________________________
BACKGROUND
In February of 2019, an informal salary survey of various cities in the County was conducted to measure the relative competitiveness of staff pay rates. At the time, most staff positions were found to be lagging behind the County average. However, with a few exceptions, this lag was within 5% of the average. Those that were lagging by more than 5% were the Public Works field staff positions, the department heads, and the Staff Assistant/Planning Technician.
At the time of the informal survey in 2019, the City Council took action to adjust the salaries of most of the field staff to be within 5% of the average. A subsequent adjustment as a result of some departmental restructuring in 2021 resulted in other positions being brought to within this range, leaving only the department heads outside the 5% range. They currently lag between 10% and 29% behind the county average for comparable positions, based upon a more recent survey of department head positions conducted this month by the Human Resources Director (see Attachment 1).
Anticipating this to be an issue moving forward, staff has placed (and the Council has approved) a budget allocation for a Classification and Compensation Study to take place in Fiscal Year 2024/25. However, changes have taken place over the past 5 years that exacerbate the concerns that led staff to propose the Study, and the City Manager feels that a pre-emptive adjustment of salary ranges may stave off some potential staff losses Inflation over the past year has increased financial strain on all residents of the Central Coast. While the cost of goods and services has increased nation-wide, this inflation is even more impactful with regard to staffing sustainability in the Santa Ynez Valley area.
Housing costs, while rising across most of the country, have risen even more precipitously in the Santa Ynez Valley. Many people who are moving to the County for work in the Santa Barbara/Goleta area are unable to find housing in the vicinity of their workplace, and therefore come north to find housing that is both available and more affordable. This has had the effect of limiting the available supply of housing in the Central County, and further driving the costs upward as demand continues to exceed supply.
Pre-emptive Salary Range Adjustment Page 2 January 25, 2024 The end result of this from a staffing perspective is that it has become increasingly difficult for Buellton to recruit for positions. Salaries are not high enough for many workers to consider moving in from outside the County. Assuming a reasonable commute range extending from southern San Luis Obispo County in the north to Santa Barbara in the south and Lompoc to the west, there is a relatively limited area from which to draw qualified applicants. The more technical the qualifications for a position are, the less likely it will be to find someone with those qualifications. If such potential applicants do exist, a competitive salary will be essential to attracting them. Further, to avoid the increased costs associated with filling a position temporarily during recruiting efforts, the costs of recruiting efforts, and the training time for bringing on new employees, it becomes increasingly clear that the best approach is to work proactively to keep the trained staff that we currently have.
There has been a surge in higher level municipal recruitments in Northern California over the past year, and it appears that the number of such recruitments in Southern California are increasing as well. As these positions continue to be filled, it will open lower level positions, and may result in positions in our region opening up with salary ranges that could be very attractive to our employees, particularly if our ranges are below average.
In an attempt to ensure that the City’s salary ranges become and remain competitive over the next year during which time the Classification and Compensation Study will be completed, the City Manager is recommending that the City Council consider changes which will increase the staff salary ranges in the following manner:
Non-Department Head positions:
• Create a sixth step, effectively increasing the salary range for each position by 5%. • Staff members already at the current step 5 would be advanced to step 6 immediately.
• Staff members not already at step 5 would be advanced one step immediately and see their next increase at their next anniversary date.
Department Head positions:
• Create sixth and seventh steps, effectively increasing the salary range for each position by 10%.
• Staff members already at the current step 5 would be advanced to step 7 immediately. All Department Heads are currently at step 5.
These additional steps are expected to be temporary in nature. If approved, staff would effectively eliminate steps at the bottom of the range of any given position once there are no employees at that step until only five steps remain. This will be formally resolved through the ultimate completion of the Classification and Compensation Study and adoption of any of the study’s recommendations, as the Council deems appropriate.
Pre-emptive Salary Range Adjustment Page 3 January 25, 2024
FISCAL IMPACT
The Fiscal Impact of these requests to the adopted General Fund Budget are expected to be about $110,675 per year. The actual amount of a budget adjustment for the current fiscal year would depend upon the effective date of the change in salary ranges, but is estimated to be approximately $46,000.
RECOMMENDATION
Staff recommends that the City Council discuss the salary range adjustments for the department head and non-department head positions, and if deemed appropriate, direct the staff to return with a resolution reflecting this change.
ATTACHMENTS
Attachment 1 – Department Head Salary Survey – January 2024
Position Buellton Carpinteria Goleta Lompoc Solvang Santa Maria Santa Barbara Average Difference Base Salary
% to Market
City Clerk 11,368 10,014 16,129 9,292 10,580 11,432 13,410 11,810 <442> 4% HR Director 11,368 10,014 12,454 14,868 8,684 11,432 18,412 12,644 <1276> 10% Finance Director 11,368 11,593 17,580 12,109 11,401 11,432 18,919 13,839 <2471> 18% Planning Director 11,368 14,796 19,163 15,128 10,845 11,432 19,108 15,079 <3711> 25% Public Works Director/City Engr. 11,368 14,796 19,163 15,388 12,850 11,432 21,892 15,920 <4552> 29% Department Head Salary Survey - January 2024