Buellton City Council
September 26, 2024

CITY OF BUELLTON

CITY COUNCIL AGENDA
Regular Meeting of September 26, 2024 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

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 Any Council Member, the City Attorney, or the City Manager may request that an item be withdrawn from the Consent Agenda to allow for full discussion.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 September 12, 2024 Regular City Council Meeting

2. List of Claims to be Approved and Ratified for Payment to Date for Fiscal Year 2024/2025

City Council Meeting Agenda Page 2 September 26, 2024

3. Financial Report for the Fourth Quarter Ending June 30, 2024  (Staff Contact: Finance Director Shannel Zamora)

4. Monthly Treasurer’s Report – August 31, 2024
 (Staff Contact: Finance Director Shannel Zamora)

PRESENTATIONS

PUBLIC HEARINGS

COUNCIL MEMBER COMMENTS/ITEMS

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

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

BUSINESS ITEMS (POSSIBLE ACTION)

5. Award of Contract for Consultant Services for Preparation of City of Buellton General Plan Update and Required Environmental Analysis – Civic Solutions  (Staff Contact: Planning Director Andrea Keefer)

6. Discussion of City Council Fiscal Priorities
 (Staff Contact: City Manager Scott Wolfe)
CITY MANAGER’S REPORT

ADJOURNMENT
The next regular meeting of the City Council will be held on Thursday, October 10, 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 September 12, 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 Hudson Hornick, John Sanchez, Vice Mayor David Silva, and Mayor King

Absent: Council Member Elysia Lewis
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
Scott Aiken, Buellton, requested the City Council reconsider the ban on short-term rentals.

Gina Aiken, Buellton, also requested the City Council reconsider the ban on short-term rentals.

Michael Baker, representing the United Boys and Girls Clubs of Santa Barbara County thanked the City Council and staff for their continued support.

A.J. Tarman, Buellton, discussed the dangerous vehicle speeds on Highway 246 and provided possible solutions to slow traffic.

Janice Pope, Solvang, discussed the dangerous traffic conditions through Buellton and requested that additional citations be issued.

City Council Meeting Minutes Page 2 September 12, 2024

CONSENT CALENDAR

1. Minutes of August 8, 2024 Regular City Council Meeting

2. List of Claims to be Approved and Ratified for Payment to Date for Fiscal Year 2023/2024 and Fiscal Year 2024/2025

3. Monthly Treasurer’s Report – July 31, 2024

4. Ordinance No. 24-04 – “An Ordinance of the City Council of the City of Buellton, California, Amending Title 2 of the Buellton Municipal Code Pertaining to the Buellton Planning Commission” (Second Reading)

5. Approval of Bond Reduction for Palm Community Development

6. Authorization for City Manager to Execute the Second Amendment to the Cooperation Agreement between the County of Santa Barbara and City of Buellton for Participation in the Santa Barbara Urban County Community Development Block Grant (CDBG) Program for Three Federal Fiscal Years (2025-2027) MOTION:

Motion by Vice Mayor Silva, seconded by Council Member Sanchez, approving Consent Calendar Items 1 through 6 as listed.

VOTE:

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

Council Member Hornick – Yes
Council Member Sanchez – Yes
Vice Mayor Silva - Yes
Mayor King – Yes

PRESENTATIONS

7. Proclamation Recognizing National Hispanic Heritage Month Mayor King presented Adriana Reyes with a proclamation recognizing National Hispanic Heritage Month. Ms. Reyes thanked the Council for their recognition of National Hispanic Heritage Month.

PUBLIC HEARINGS

None

City Council Meeting Minutes Page 3 September 12, 2024

COUNCIL MEMBER COMMENTS/ITEMS
Council Member Hornick requested that staff look into providing down payment home loans for City staff. Council Member Hornick questioned whether Vector Control can be used in Buellton to help get rid of biting bugs. Council Member Hornick received Council consensus to replace the landscape mulch at the corner of Calor and Highway 246. Council Member Hornick requested that the Santa Barbara County Sheriff’s Department park a Sheriff’s vehicle on Highway 246 to try and slow traffic speeds. Council Member Hornick received Council consensus to have staff agendize a discussion item pertaining to nonbudgeted funding requests in order to establish a priority list of projects.

WRITTEN COMMUNICATIONS
None

COMMITTEE REPORTS
Vice Mayor Silva announced that he attended a Central Coast Community Energy board meeting and provided an oral report for the record.

Council Member Hornick announced that he and Mayor King attended the Green Team meeting and provided an oral report for the record.

Mayor King announced that he attended the Santa Barbara County Association of Governments (SBCAG) North County Sub-Regional Planning Committee meeting and provided an oral report for the record.

BUSINESS ITEMS

8. Annual Report for January 1, 2023 through December 31, 2023 from Visit Santa Ynez Valley
RECOMMENDATION:

That the City Council receive the 2023 Annual Report from Visit Santa Ynez Valley (VisitSYV).

STAFF REPORT:

Finance Director Zamora presented the staff report.

SPEAKERS/DISCUSSION:

Shelby Sim, President and CEO of VisitSYV displayed a presentation of VisitSYV’s 2023 Annual Report and spoke about promoting the Santa Ynez Valley.

City Council Meeting Minutes Page 4 September 12, 2024

9. Consideration of Arts and Culture Project Applications:

A. Buellton Fall Festival 2024
Council Member Sanchez recused himself from Item No. 8A and advised the Council that his daughter is working for the Fall Fest promoter, En Fuego Events and he left the dais at 7:10 p.m.

RECOMMENDATION:

That the City Council consider funding approval for Fall Fest and Santa Ynez Valley Children’s Museum Discovery Days.

STAFF REPORT:

Recreation Coordinator Firey presented the funding request for Fall Fest entertainment.

SPEAKERS/DISCUSSION:

The Council discussed funding the entertainment at Fall Fest.

DOCUMENTS:

Staff report with attachments as listed in the staff report.

MOTION:

Motion by Vice Mayor Silva, seconded by Council Member Hornick, approving funding for the Fall Fest entertainment in the amount of $8,000.

VOTE:

Motion passed by a roll call vote of 3-0.

Council Member Hornick – Yes
Vice Mayor Silva - Yes
Mayor King – Yes
Council Member Sanchez returned to the dais at 7:15 p.m.

B. Santa Ynez Valley Children’s Museum Discovery Days
Ashley Jenkins representing the Santa Ynez Valley Children’s Museum presented the Children’s Museum’s funding request for their upcoming event.

The City Council thanked Ms. Jenkins for her work at the Santa Ynez Valley Children’s Museum and approved $7,000 for funding Discovery Day at the Museum on November 11, rather than $5,000.

MOTION:

Motion by Vice Mayor Silva, seconded by Council Member Hornick, approving Santa Ynez Valley Children’s Museum Discovery Days funding request in the amount of $7,000.

City Council Meeting Minutes Page 5 September 12, 2024
VOTE:

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

Council Member Hornick – Yes
Council Member Sanchez - Yes
Vice Mayor Silva - Yes
Mayor King – Yes

10. Status Update on Highway 246 Traffic Calming Measures RECOMMENDATION:

That the City Council receive the update regarding Highway 246 Traffic Calming Measures.

STAFF REPORT:

Public Works Director Hess presented the staff report.

SPEAKERS/DISCUSSION:

The City Council discussed the proposed Highway 246 calming measures.

A.J. Tarman, Buellton, questioned whether additional traffic signals could be installed on Highway 246 and suggested that rubber posts be installed along the roadway.

11. Resolution No. 24-25 – “A Resolution of the City Council of the City of Buellton, California, Approving the Mitigated Negative Declaration (23-MND-01) and Mitigation Monitoring and Reporting Program for the Willemsen Addition to River View Park Project Located southeasterly of River View Park, Assessor’s Parcel Numbers 099-660-032, -033, -034, - 035, and 099-670-004, -005, and Making Related Findings Under the California Environmental Quality Act” RECOMMENDATION:

That the City Council consider approval of Resolution No. 24-25.

STAFF REPORT:

Planning Director Keefer presented the staff report.

DOCUMENTS:

Staff report with attachments as listed in the staff report.

City Council Meeting Minutes Page 6 September 12, 2024
MOTION:

Motion by Council Member Sanchez, seconded by Council Member Hornick adopting Resolution No. 24-25 – “A Resolution of the City Council of the City of Buellton, California, approving the Mitigated Negative Declaration (23-MND-01) and Mitigation Monitoring and Reporting Program for the Willemsen Addition to River View Park Project Located southeasterly of River View Park, Assessor’s Parcel Numbers 099-660-032, -033, -034, - 035, and 099-670-004, -005, and Making Related Findings Under the California Environmental Quality Act”
VOTE:

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

Council Member Hornick - Yes
Council Member Sanchez – Yes
Vice Mayor Silva – Yes
Mayor King – Yes

12. Approval of Library Parking Lot Plans
RECOMMENDATION:

That the City Council approve the 100% plans and authorize the City Engineer to publicly bid the project.

STAFF REPORT:

Public Works Director Hess presented the staff report.

DOCUMENTS:

Staff report with attachments as listed in the staff report.

DISCUSSION:

The City Council requested that the contractor oversize the conduit for future electrical uses and possibly enlarging the steps for safety.

MOTION:

Motion by Mayor King, seconded by Vice Mayor Silva approving the 100% plans for the Library Parking Lot and authorizing the City Engineer to publicly bid the project.

VOTE:

Motion passed by a roll call vote of 3-1, with Council Member Sanchez voting no.

Council Member Hornick - Yes
Council Member Sanchez – No
Vice Mayor Silva – Yes
Mayor King – Yes

City Council Meeting Minutes Page 7 September 12, 2024

13. Discussion of Possible City Tree Planting Program
RECOMMENDATION:

That the City Council discuss this item and direct staff as appropriate.

STAFF REPORT:

City Manager Wolfe presented the staff report.

SPEAKERS/DISCUSSION:

The City Council discussed the best way to begin the City’s tree planting program with regard to funding, donations, maintenance, appropriate trees, and allocating trees to residents and businesses in the City.

MOTION:

Motion by Vice Mayor Silva, seconded by Mayor King approving an initial funding amount of $30,000 for the City’s Tree Planting Program and creating an Ad-Hoc Committee that includes Mayor King and Council Member Hornick to serve as the City’s representatives in creating a path forward for the City’s Tree Planting Program.

VOTE:

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

Council Member Hornick - Yes
Council Member Sanchez – Yes
Vice Mayor Silva – Yes
Mayor King – Yes
CITY MANAGER’S REPORT
None

CLOSED SESSION ITEMS

14. Closed Session Pursuant to Government Code Section 54956.8 Conference with Real Property Negotiator
Property: 140 West Highway 246, Buellton, CA (APN: 099-261-027) Agency Negotiator: Scott Wolfe, City Manager
Negotiating Party: United States Postal Service
Under Negotiation: Price and Terms of Payment

15. Closed Session Pursuant to Government Code Section 54956.8 Conference with Real Property Negotiator
Property: 140 West Highway 246, Buellton, CA (APN: 099-261-027) Agency Negotiator: Scott Wolfe, City Manager
Negotiating Party: Postal Realty Trust, Inc.

Under Negotiation: Price and Terms of Payment

City Council Meeting Minutes Page 8 September 12, 2024
The City Council met in closed session to discuss Items 14 and 15. No reportable action was taken.

ADJOURNMENT
Mayor King adjourned the regular meeting at 9:31 p.m. The next regular meeting of the City Council will be held on Thursday, September 26, 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: September 26, 2024
Subject: List of Claims to be Approved and Ratified for Payment to Date for Fiscal Year 2024/2025
______________________________________________________________________________

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 08/31/2024 through 09/13/2024 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 08/31/2024 through 09/13/2024 was $983,991.17.

FISCAL IMPACT
Payments made to the various vendors were consistent with the approved City’s Budget for 08/31/2024 through 09/13/2024. 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 08/31/2024 through 09/13/2024.

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: September 26, 2024
Subject: Financial Report for the Fourth Quarter Ending June 30, 2024 ______________________________________________________________________________

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 Fourth Quarter of FY 2023-24 and summarizes the quarter ended June 30, 2024 for the General Fund, Enterprise Funds and Capital Improvement Fund.

Attachment 1 provides an overview of the current economic outlook on the local, state and national levels; General Fund revenues, expenditures, projected fund balances; and activity in the Enterprise Funds. Though this information is not audited and does not contain all the usual periodic adjustments, accruals or disclosures, the information does provide a picture of the City’s activity and developing financial trends. Attachment 2 focuses on the status of the Capital Improvement Budget at the end of the quarter ended June 30, 2024.

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

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

ATTACHMENTS
Attachment 1 - Quarterly Financial Report for the period ending June 30, 2024 Attachment 2 - Quarterly Capital Improvement Project Report for the period ending June 30, 2024

Quarterly Financial Report – FY 2023-24 Fourth Quarter
Unaudited Financial Data Fourth Quarter Ending June 30, 2024 1 Overview
The purpose of this financial report is to provide
financial information for the City of Buellton.

This report focuses on the Fourth quarter of
fiscal year 2023-24 and covers the period July 1,
2023 through June 30, 2024. 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
While job growth remains neutral, the U.S.
economy continues its resilience. The Federal
Reserve kept interest rates high but inflation is
slowing.

According to the Federal Reserve meeting in
December 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. This was
unchanged as of June 2024.

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 2023.

According to the Bureau of Economic Analysis
(BEA), the real domestic product (GDP)
increased at an annual rate of 3.0 percent in the
second quarter of 2024. The increase in this
quarter primarily reflected an upturn in private
inventory investment and increases in consumer
spending.

According to the BLS, the consumer price index
(CPI) for all items over the last 12 months as of
June 2024 was 3 percent, a 0.1 percent decrease
from May. The index for all items less food and
energy rose 3.3 percent, including shelter,
medical care, services (less energy services) and
apparel.

According to the Bureau of Labor Statistics (BLS),
the current unemployment rate increased
slightly to 4.1 percent as of June 2024. Nonfarm
payroll increased 206,000. Job gains occurred in
government; health care; social assistance and
construction.

State Economy
According to the Employment Development
Department (EDD), California’s unemployment
rate was steady at 5.2 percent, up .6 percent
over the year. The state added 22,500 nonfarm
payroll jobs. Eight of the eleven industry sectors
gained jobs in June with Private Education and
Health Services (+10,200), posting the largest
month-over gain. Government (+4,200)
increased month over month. Trade,
Transportation and Utilities is recovering as well
as Financial Activities and Information.

Manufacturing (-4,800) posted the largest loss.

CITY OF BUELLTON
Quarterly Financial Report
Fourth Quarter Ending June 30, 2024
FY 2023-24
Fourth Quarter
September 26, 2024

Quarterly Financial Report – FY 2023-24 Fourth Quarter
Unaudited Financial Data Fourth Quarter Ending June 30, 2024 2 According to the BLS, CPI in California’s Los
Angeles area in June 2024, area prices advanced

3.2 percent from a year ago, influenced by
higher prices for shelter, medical and tuition.

Food prices increased 3.1 percent year over year
but declined 0.2 percent from the prior month.

Energy prices increased 1.2 percent but also
decreased from the prior month. CPI for all
items less food and energy increased 3.6 percent
over the year.

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 June was $900,720, up 7.5
percent from the prior year.

City of Buellton Economy
The City’s General Fund ended the Fourth
quarter of 2023-24 with about $14.78 Million in
Cash Balance. The City’s General Fund Reserve
Policy states the reserve level must be
maintained at 35 percent of budgeted operating
expenditures. The current budgeted
expenditures is about $9.52 million which makes
the target reserve level approximately $3.33
million. Of the current cash balance, about
$11.45 million is available for current and future
capital improvement projects. Current revenue
is 74.76 percent of budget projections while
current expenditures are at 65.66 percent of
budget.

The City is heavily reliant on sales tax and
transient occupancy taxes (TOT) which continue
to show steady revenue. The City benefited from
post-pandemic consumer spending habits and
had experienced high sales tax revenue and TOT
revenue. Since the past year, local travel has
slowed down. The City’s hotel occupancy rates
have declined slightly but are relatively stable.

The growth in sales tax is mostly due to the Auto
Transportation and Fuel and Service Station
business industry categories.

The City has two Enterprise Funds: Water and
Sewer Funds. The goal of these funds is to
finance or recover the cost of providing services
to the public through user charges. These funds
are supported by charging for water and sewer
services.

The Wastewater Fund ended the Fourth quarter
with a combined Fund Balance of about $5.38
Million and $1.14 Million in cash. Wastewater
operating revenue ended the Fourth quarter at
103.47 percent while expenses were at 87.06
percent.

The Water and Water Capital Fund ended the
Fourth quarter with a combined Fund Balance of
about $10.00 Million and $4.65 Million in cash.

Water Fund Operating revenues ended the
Fourth quarter at 111.23 percent while
operating expenses were at 82.53 percent.

Quarterly Financial Report – FY 2023-24 Fourth Quarter
Unaudited Financial Data Fourth Quarter Ending June 30, 2024 3

GENERAL FUND
General Fund Balance
Table 1 below shows that with 100 percent of the fiscal year complete, revenues are within projections at 74.76 percent while expenditures are within budget at 65.66 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 $ - $ 13,963,884 Revenues* 15,266,889 15,765,715 $ 11,786,205 74.76%
Expenditures* (13,276,550) (15,765,715) $ (10,351,566) 65.66% Est.Fund Balance at End of Quarter 15,887,536 - $ 15,398,523 Change in Fund Balance 1,990,339 - $ 1,434,639
* Includes transfers for Capital Improvement Projects
Table 1: General Fund Balance
Table 2 below provides summary comparison information on revenues and expenditures through the quarter ending June 30, 2024 versus the prior year quarter ending June 30, 2023.

Q4 FY 2023-24 Q4 FY 2022-23
Increase
(Decrease) Percent
Revenues:

Taxes $ 9,888,650 $ 10,131,782 $ (243,132) -2.40%
Fees and Permits 13,313 16,515 $ -19.39% (3,202)
Fines and Penalties 13,041 9,254 $ 40.91% 3,786
Charges for Current Services 192,284 201,800 $ -4.72% (9,516) Use of Monies and Properties 719,805 293,473 $ 426,332 145.27% Revenue from Other Agencies 816,327 768,884 $ 47,443 6.17% Other Revenue* 142,785 106,712 $ 36,073 33.80%
Total Revenue $ 11,786,204 $ 11,528,420 $ 257,784 2.24% Expenditures:

Employee Services $ 2,433,296 $ 2,165,142 $ 268,154 11.02% Operating and Maintenance $ 6,463,480 $ 7,029,469 $ (565,989) -8.76% Transfers for Capital Outlay $ 1,412,341 $ 338,732 $ 1,073,609 76.02% Minor Capital $ 42,449 $ 20,375 22,074 52.00%
Total Expenditures $ 10,351,566 $ 9,553,718 797,848 7.71% Change in Fund Balance $ 1,434,638 $ 1,974,702 (540,064) -27.35% Table 2: Previous Year Comparison

Quarterly Financial Report – FY 2023-24 Fourth Quarter
Unaudited Financial Data Fourth Quarter Ending June 30, 2024 4 Total revenues through the Fourth quarter are $257,784 (2.24%) higher than the previous fiscal year during the same period. The revenue category with the largest dollar increase is “Use of Monies and Properties”. 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 City benefited by moving $5 Million of idle money into a money market fund that continues to experience increases in interest earnings. In addition, annual lease receipts from the AT&T tower and Santa Ynez Valley Horseback Rides experienced a rate increase per their respective lease contract, resulting in higher lease revenue during the current fiscal year. The revenue category with the largest dollar decrease is “Taxes”.

The majority of the decrease is due to a slight downward trend in transient occupancy tax (TOT).

Compared to TOT revenue from July 2022 through June 2023, TOT from July 2023 through June 2024 was $312,662.85 less due to a decrease in the average occupancy rate. The average occupancy rate for that same time period is 68% the prior year compared to 64% the current year.

Total expenditures are $797,848 (7.71%) higher than the previous fiscal year’s period. The increase of $268,154 (11.02%) in Employee Services is due to the 5.6% cost-of-living adjustment received by all the City’s full-time employees effective July 1, 2023 in addition to the medical benefit increase which became effective January 1, 2023. Furthermore, regular-full time employees received a salary market equity adjustment effective January 25, 2024 equivalent to a 5.0% pay increase for regular staff and 10.0% for Department Directors. The vacant Assistant/Associate Planner position became filled in January 2023 resulting in budget savings for the first half of the fiscal year 2022-23 compared to fiscal year 2023-24.

The City also added the newly approved Administrative Assistant position that was filled in March 2024.

The Operating and Maintenance expenditure category is the category with the largest decrease of $565,989 (8.76%). The majority of the decrease is due to a one-time additional discretionary payment (ADP) of about $1.2 million made in November 2022 to the California Public Employees’ Retirement System (CalPERS) towards the City’s unfunded accrued liability (UAL). The ADP paid off the City’s UAL as of the June 30, 2021 valuation report. Excluding the CalPERS one-time payment, operating and maintenance expenditures increased by about $795,869 (11.44%). The increase is mostly due to the increase in the contract for public safety services through the Santa Barbara County Sheriff Department which is $340,838 (14.23%) higher than the previous fiscal year’s contract. Additionally, the City Council approved $110,000 in additional funding to the Buellton Senior Center to provide emergency funding to their Meals on Wheels program. Another significant increase to expenditures is due to the City’s $125,000 loan share contribution to the Central Management Area GSA. Additional increases for contract services are due to new contract renewal rates and new contract services being provided, such as the grant management company, California Consulting.

Capital improvement projects (CIP) expenditures currently in progress through June 30, 2024 total $1,412,341 ($1,073,609, or 76.02%, more than last year) and are as follows:

Quarterly Financial Report – FY 2023-24 Fourth Quarter
Unaudited Financial Data Fourth Quarter Ending June 30, 2024 5  Project #092-205 City Hall Roof Repairs - $36,910
 Project #092-207 Santa Ynez River Trail - $30
 Project #092-212 Avenue of Flags Median 3 - $1,600
 Project #092-220 Willemsen Parking Lot - $29,953
 Project #092-221 Willemsen House Renovation - $909,720  Project #092-222 Village Park Improvements - $92,500
 Project #092-223 CDBG 140 W Highway 246 - $59,966.44
 Project #092-307 McMurray Road Widening/TS - $26,699
 Project #092-309 West Highway 246 Safety Improvements - $29,406.45  Project #092-321 FY 2022-23 Road Maintenance Project - $192,757.98  Project #092-322 FY 2023-24 Road Maintenance Project - $12,697  Project #092-401 River View Park Miscellaneous Improvements - $20,100 The increase in minor capital compared to last year is due to the purchase of a conference table and chairs, upgrade to the firewall equipment, upgrade server that hosts Tyler Technologies, backhoe and skid loader lease and treadmill replacement.

Top Five General Fund Revenues
Top Five Revenues
Original
Budget
Current
Budget YTD Actual Percent
Sales Tax $ 3,505,488 $ 3,505,488 $ 3,588,858 102.38%
Transient Occupancy Tax 3,800,000 $ 3,800,000 102.85% 3,908,296 Property Tax 1,938,448 $ 1,938,448 102.80% 1,992,766
MVLF Swap 617,957 $ 617,957 100.14% 618,807
Franchise Fees 434,500 $ 434,500 91.77% 398,730
Other Revenues* 594,571 $ 779,456 164.06% 1,278,748
Total Revenues $ 10,890,964 $ 11,075,849 $ 106.41% 11,786,205 Use of Reserves 4,375,925 4,689,866 0.00% -
Total Funding Sources $ 15,266,889 $ 15,765,715 $ 11,786,205 74.76% Table 3
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 89% of total General Fund Revenues.

Quarterly Financial Report – FY 2023-24 Fourth Quarter
Unaudited Financial Data Fourth Quarter Ending June 30, 2024 6 Sales Tax
At the end of the Fourth quarter, the City received 102.38 percent of the total projected Sales Tax revenue. Payments are recorded when received and applied to the corresponding month of sales. 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. The City receives 12 percent of the total taxable rent collected from each hotel within the City. 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 has received 102.85 percent of anticipated revenues. Even though the City is experiencing lower occupancy rates, higher hotel prices continue to keep TOT revenue steady and within budget projections.

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 102.80 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.

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 received were 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 Fourth quarter at 91.77 percent of revenue projections.

General Fund Expenditures
Table 4 summarizes operating costs by department. As of June 30, 2024, or 100 percent of the year expended, the General Fund ended the Fourth quarter at 65.66 percent expended (including CIP). Actual General Fund expenditures were approximately $10.35 Million. Almost all Budget Units ended the Fourth quarter within budget with the exception of the City Manager and Storm Water Department.

Quarterly Financial Report – FY 2023-24 Fourth Quarter
Unaudited Financial Data Fourth Quarter Ending June 30, 2024 7 Department Expenditures
Adopted
Budget
Current
Budget YTD Actual % Expended
401-City Council 175,857 178,159 162,500 91.21%
402-City Manager 340,173 345,963 357,218 103.25%
403-City Clerk/Human Resources 148,413 160,303 156,080 97.37% 404-City Attorney 212,800 212,800 164,977 77.53%
410-Non-Departmental 1,208,077 1,459,812 1,458,655 99.92% 420-Finance 241,266 273,529 242,588 88.69%
501-Police and Fire 2,772,189 2,987,539 3,002,575 100.50% 510-Library 201,229 202,229 203,288 100.52%
511-Recreation 738,351 744,528 618,453 83.07%
550-Street Lights 50,000 70,000 66,131 94.47%
551-Storm Water 245,700 245,700 300,831 122.44%
552-Public Works - Parks 560,700 597,900 530,339 88.70% 556-Public Works - Landscape 187,300 187,900 139,918 74.46% 558-Public Works - General 899,747 925,838 871,050 94.08% 565-Planning (Comm Dev) 918,823 936,316 664,625 70.98%
Transfer to CIP Fund 92 4,375,925 6,237,199 1,412,341 22.64% Total All Departments 13,276,550 15,765,715 10,351,566 65.66% Table 4: General Fund Expenditures by Department
The overage in the City Manager Department is mostly due to a vacation payout that was not previously budgeted. The overage in the Storm Water Department is due to the $125,000 loan share contribution to the Central Management Area GSA. A budget amendment will not be needed as the overall budget impact to the overall General Fund budget is not significant as it ended the fiscal year with an operating surplus.

Major Expenditure Variances
Table 5 and Figure 1 show General Fund operating costs and minor capital expenditures summarized by type. With 100 percent of the fiscal year completed, all of the budget categories ended the year within budget projections.

Expenditures By Type
Original
Budget
Current
Budget YTD Actual
% of Total
Expenditures % Expended
Staffing 2,405,887 2,482,075 2,423,546 23.4% 97.64%
Contract Services 4,738,848 4,958,433 4,755,272 45.9% 95.90% Telecomm and Utilities 361,089 391,403 367,704 3.6% 93.95% Supplies and Materials 28,295 28,295 28,419 0.3% 100.44% Repair and Maintenance 317,807 372,807 279,781 2.7% 75.05% Transfer to Other Funds 4,416,571 6,277,845 1,452,341 14.0% 23.13% Other Operating Costs 919,280 1,184,003 1,004,076 9.7% 84.80% Minor Capital 88,773 70,854 40,427 0.4% 57.06%
Total by Type 13,276,550 15,765,715 10,351,566 100.0% 65.66% Table 5: Expenditure Categories

Quarterly Financial Report – FY 2023-24 Fourth Quarter
Unaudited Financial Data Fourth Quarter Ending June 30, 2024 8 Figure 1
The top three spending categories are: Contract Services, Staffing, and Transfer to Other Funds. Contract Services include services for Police, Fire Department, Legal Services, Engineering, Landscaping Services, Visitor’s Bureau and other services. Contract Services accounts for 45.9 percent of General Fund expenditures. Staffing includes salary and benefits and accounts for 23.4 percent of General Fund expenditures.

The Transfers to Other Funds category represents 14.0 percent of expenditures. In this category, expenditures for capital projects are recorded. The City has expended 23.13 percent of the total General Fund capital improvement projects budget.

Staffing, 23.4%
Contract Services,
Telecomm and 45.9%
Utilities, 3.6%
Supplies and
Materials, 0.3%
Repair and
Maintenance, 2.7%
Transfer to Other
Funds, 14.0%
Other Operating
Costs, 9.7%
Minor Capital, 0.4%
Expeditures By Type

Quarterly Financial Report – FY 2023-24 Fourth Quarter
Unaudited Financial Data Fourth Quarter Ending June 30, 2024 9 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.

Figure 2
$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 Q1FY 23-24 Q2FY 23-24 Q3FY 23-24 Q4 Quarterly Revenue vs. Expenditures
Revenue

Quarterly Financial Report – FY 2023-24 Fourth Quarter
Unaudited Financial Data Fourth Quarter Ending June 30, 2024 10

ENTREPRISE FUNDS
The Enterprise Fund Balance and Statement of Net Position for the Fourth quarter of Fiscal Year 2023- 24 are shown below.

Fund Balance Summary
Enterprise Fund Balance Wastewater
Wastewater
Capital Water Water Capital
Beginning Fund Balance $ 3,178,481 $ 351,081 $ 8,355,457 $ 306,133 Operating Revenue & Transfers 1,280,610 123,032 3,465,304 22,785 Operating Expenses & Transfers (1,607,291) (69,987) (2,048,805) (100,623) Profit(Loss) $ (326,680) $ 53,046 $ 1,416,499 $ (77,838) Ending Fund Balance $ 2,851,801 $ 404,126 $ 9,771,956 $ 228,295 Table 6 Note: Operating expenses include depreciation and exclude 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 3,201,614 (2,059,511) 1,142,103 7,359,256 (2,709,425) 4,649,831 Receivables 190,281 - 190,281 285,028 - 285,028
Inventory - - - 133,377 - 133,377
Prepaid Items 52,426 - 52,426 894,397 - 894,397
Total current assets 3,444,321 (2,059,511) 1,384,809 8,672,058 (2,709,425) 5,962,633 Capital assets (net of
accumulated depreciation) 1,152,611 2,463,738 3,616,348 3,594,755 2,937,721 6,532,475 Other assets 383,228 - 383,228 382,349 - 382,349
- -
Total Assets: $ 4,980,159 $ 404,226 $ 5,384,386 $ 12,649,161 $ 228,295 $ 12,877,457 -

LIABILITIES
Current Liabilities 99,960 - 99,960 129,696 - 129,696
Noncurrent Liabilities 2,013,294 - 2,013,294 2,743,483 - 2,743,483 Other Liabilities 15,104 -
15,104 -
4,027
4,027 -
Total Liabilities: $ 2,128,358 $ - $ 2,128,358 $ 2,877,206 $ - $ 2,877,206 - -
NET POSITION (Assets - Liabilities) $ 2,851,801 404,226$ $ 3,256,028 $ 9,771,956 $ 228,295 $ 10,000,251 Net Position Breakdown
Net Investment in Capital Assets 1,152,611 404,226 1,556,837 3,594,755 228,295 3,823,050 Unrestricted 1,699,190 1,699,190 - 6,177,201 6,177,201 - Total Net Position $ 2,851,801 $ 404,226 $ 3,256,028 $ 9,771,956 $ 228,295 $ 10,000,251 Table 7

Quarterly Financial Report – FY 2023-24 Fourth Quarter
Unaudited Financial Data Fourth Quarter Ending June 30, 2024 11 Wastewater and Wastewater Capital Funds
Wastewater and
Wastewater Capital Funds Wastewater
Wastewater
Capital Wastewater Total
Operating Revenues
Charge for Services 1,235,761 - 1,235,761
Interest Income 44,850 - 44,850
Connection Fees - 59,536 59,536
Other Revenues - - -
Total Operating Revenue 1,280,610 59,536 1,340,147
Operating Expenses
Employee Services 537,470 - 537,470
Operating & Maintenance 930,053 - 930,053
Depreciation* 126,967 69,987 196,954
Minor Capital 12,801 - 12,801
Total Operating Expenses 1,607,291 69,987 1,664,477
Operating Profit(Loss) (326,680) (10,450) (337,130)
Transfers In (Out)
Transfers from Reserves - - -
Transfers In - CIP - 63,496 63,496
Transfers Out - CIP** (42,405) (332,556) (374,961)
Total Revenue 1,280,610 123,032 1,403,643
Total Expenditures 1,564,886 402,543 1,967,428
Net Profit (Loss) (284,275) (279,510) (563,785)
*Depreciation is final.
** 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 Fourth quarter with approximately $1.14 Million in cash combined (Table 7) and combined Fund Balance of approximately $3.25 Million.

Table 9 illustrates the Wastewater Fund budget to actuals. Wastewater Fund operating expenditures have exceeded operating revenues by $326,680 at the end of the Fourth quarter (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. 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 Fourth Quarter
Unaudited Financial Data Fourth Quarter Ending June 30, 2024 12 At 100 percent of the fiscal year, Charges for Services slightly exceeded budget projections at 101.91 percent. Interest income drastically exceeds projections at 179.40 percent of budget projections due to the current higher interest earnings from LAIF, CDs, and the money market fund. Future Wastewater operating revenues are at 103.47 percent of budget projections.

Wastewater operating expenditures are at 87.06 percent of the budget. Overall, Water Fund expense categories were within budget. 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. The transfers out for CIP are displayed for informational purposes to illustrate cash flows, and have been capitalized.

Wastewater Fund 005 Original
Budget
Current
Budget YTD Actuals Percent of Budget
Operating Revenues
Charge for Services 1,212,650 1,212,650 1,235,761 101.91% Interest Income 25,000 25,000 44,850 179.40%
Other Revenues - - - 0.00%
Total Operating Revenue 1,237,650 1,237,650 1,280,610 103.47% Operating Expenses
Employee Services 537,875 547,164 537,470 98.23%
Operating & Maintenance 893,629 953,499 930,053 97.54%
Depreciation* 286,100 286,100 126,967 44.38%
Minor Capital 43,000 59,321 12,801 21.58%
Total Operating Expenses 1,760,604 1,846,084 1,607,291 87.06% Operating Profit(Loss) (522,954) (608,434) (326,680)
Transfers In (Out)
Transfers In- Reserves for
Operating 522,954 608,434 0 0.00%
Transfers In - Reserves
for CIP 565,000 565,000 0 0.00%
Transfers Out - CIP** (565,000) (565,000) 42,405 -7.51% Total Revenue 2,325,604 2,411,084 1,280,610 53.11%
Total Expenditures (2,325,604) (2,411,084) (1,564,886) 64.90% Net Profit (Loss) - - (284,275)
*Depreciation is final. Capital Expenditures are capitalized at the end of the fiscal year. ** 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 - - 59,536 0.00%
Interest Income - - - 0.00%
Transfers from Reserves - - - 0.00%
Transfer In from other Funds 315,000 315,000 63,496 0.00% Total Revenue 315,000 315,000 123,032 39.06%
Expenses
Depreciation 15,000 15,000 69,987 466.58%
Transfer to CIP Projects 300,000 300,000 332,556 110.85% Total Expenses 315,000 315,000 402,543 127.79%
Table 10

Quarterly Financial Report – FY 2023-24 Fourth Quarter
Unaudited Financial Data Fourth Quarter Ending June 30, 2024 13 Water and Water Capital Funds
Water and Water Capital
Funds Water
Water
Capital Water Total
Operating Revenues
Charge for Services 2,628,294 - 2,628,294
Interest Income 148,721 - 148,721
Connection Fees - 22,785 -
Other Revenues 146
Total Operating Revenue 2,777,160 22,785 2,799,945
Operating Expenses
Employee Services 376,142 - 376,142
Operating & Maintenance 1,494,273 -
Depreciation* 165,589 100,623 266,212
Minor Capital 12,801 - 12,801
Total Operating Expenses 2,048,805 100,623 642,354
Operating Profit(Loss) 728,355 (77,838) 650,518
Transfers In (Out)
Transfers from Reserves - - -
Transfers In - CIP 688,144 - 688,144
Transfers Out - CIP** (729,188) (136,944) (866,133)
Total Revenue 3,465,304 22,785 3,488,089
Total Expenditures 2,777,994 237,567 1,508,487
Net Profit (Loss) 687,311 (214,782) 472,529
*Depreciation is final Capital Expenditures recorded here and depreciated annually. ** For information purposes only, capitalized at the end of the fiscal year.

Table 11
Revenue and Expenses
Table 11 summarizes Revenue and Expenditures for the 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 Fourth quarter with approximately $4.65 Million in cash combined (Table 7) and combined Fund Balance of approximately $10.00 Million.

Table 12 illustrates the Water Fund budget to actuals. Water Fund operating revenues have exceeded operating expenditures by $728,355 at the end of the Fourth quarter (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.

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 Fourth Quarter
Unaudited Financial Data Fourth Quarter Ending June 30, 2024 14 At 100 percent of the fiscal year, Charges for Services exceed budget projections at 107.42 percent.

Interest income drastically exceeds projections at 297.44 percent of budget projections due to the current higher interest earnings on LAIF, CDs and money market fund. Overall, Water operating revenues are at 111.23 percent of budget projections.

Water operating expenditures are at 82.53 percent of the budget. Overall, Water Fund expense categories were within budget. The Water Fund utilizes reserves to fund Capital Improvement projects (CIPs). The budgeted transfer out for CIPs for FY 2023-24 is $1,585,415. Table 13 illustrates the Water Capital budget to actuals. The transfers out for CIP are displayed for informational purposes to illustrate cash flows, and have been capitalized.

Water Fund 020 Original
Budget
Current
Budget YTD Actuals Percent of Budget
Operating Revenues
Charge for Services 2,446,670 2,446,670 2,628,294 107.42% Interest Income 50,000 50,000 148,721 297.44%
Other Revenues - - 146 0.00%
Total Operating Revenue 2,496,670 2,496,670 2,777,160 111.23% Operating Expenses
Employee Services 369,294 383,528 376,142 98.07%
Operating & Maintenance 1,768,380 1,839,680 1,494,273 81.22% Depreciation* 200,000 200,000 165,589 82.79%
Minor Capital 18,000 59,324 12,801 21.58%
Total Operating Expenses 2,355,674 2,482,532 2,048,805 82.53% Operating Profit(Loss) 140,996 14,138 728,355
Transfers In (Out)
Transfers In- Reserves for
Operating - - 0 0%
Transfers In - for CIP 1,305,008 1,571,277 688,144 0%
Transfers Out - CIP** (1,446,004) (1,585,415) (729,188) 46% Total Revenue 3,801,678 4,067,947 3,465,304 85%
Total Expenditures (3,801,678) (4,067,947) (2,777,993) 68% Net Profit (Loss) - - 687,311
*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 - - 22,785 0%
Interest Income - - - 0%
Transfers from Reserves - - - 0%
Transfer In from Fund 020 385,000 385,000 - 0%
Total Revenue 385,000 385,000 22,785 6%
Expenses
Depreciation 35,000 35,000 100,623 287%
Transfer to CIP Projects 350,000 350,000 136,944 39%
Total Expenses 385,000 385,000 237,567 62%
Table 13

Quarterly CIP Budget Report
City of Buellton, CA
Account Summary
For Fiscal: 2023-24 Period Ending: 6/30/2024
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 297,009.00 763,125.00 94,469.43 668,655.57 12.38% 092-49727 Transfer from General Fund 4,375,925.00 6,237,249.00 1,412,340.52 4,824,908.48 22.64% 092-49728 Transfer from Measure A 906,518.00 1,222,805.00 503,847.79 718,957.21 41.20% 092-49729 Transfer from Sewer Fund 550,000.00 550,000.00 374,960.93 175,039.07 68.17% 092-49732 Transfer from Water Fund 1,411,004.00 1,550,418.00 866,132.68 684,285.32 55.86% 092-49733 Trsfr from Local Trans Fund 10,000.00 10,000.00 10.00 9,990.00 0.10% 092-49734 Transfer from ARPA Fund 1,228,698.00 1,228,698.00 751,639.71 477,058.29 61.17% Funding SourceTotal: 8,779,154.00 11,562,295.00 4,003,401.06 7,558,893.94 34.62% 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 50.00 49,950.00 0.10% Department: 207 - Santa Ynez River Trail Total: 50,000.00 50,000.00 50.00 49,950.00 0.10% Department: 212 - The Avenue Median 3 Improvement
092-212-70000 Conceptual Plan and Feasibility 125,000.00 125,000.00 1,600.00 123,400.00 1.28% Department: 212 - The Avenue Median 3 Improvement Total: 125,000.00 125,000.00 1,600.00 123,400.00 1.28% 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 29,952.50 70,047.50 29.95% 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 29,952.50 1,370,047.50 2.14%

Status: Not yet started.

Status: Roof repairs completed.

Status: Grants being pursued. State Earmark received, administrative work for contract in process.

Status: Concept alternatives developed by planning intern has been presented to City Council. Planning intern working on City Council recommendations.

Status: Grants being pursued.

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 36,806.75 33,193.25 52.58% 092-221-71500 Project Management and Inspections 75,000.00 75,000.00 23,134.53 51,865.47 30.85% 092-221-74100 Construction/Improvements 1,400,000.00 2,528,441.00 849,779.05 1,678,661.95 33.61% Department: 221 - Willemsen House Renovation Total: 1,545,000.00 2,673,441.00 909,720.33 1,763,720.67 34.03% Department: 222 - Village Park Improvements
092-222-74100 Village Park Improvements 80,000.00 101,750.00 92,500.00 9,250.00 90.91% Department: 222 - Village Park Improvements Total: 80,000.00 101,750.00 92,500.00 9,250.00 90.91% Department: 223 - SYVCO CDBG 140 Highway 246 TI Improvement 092-223-71500 Project Management and Inspections 0.00 10,000.00 0.00 10,000.00 0.00% 092-223-74100 Construction and Improvements 0.00 174,885.00 59,966.44 114,918.56 34.29% Department: 223 - SYVCO CDBG 140 Highway 246 TI Improvement 0.00 184,885.00 59,966.44 124,918.56 32.43% Department: 307 - McMurray Road Widening/TS (13/14)
092-307-70005 Design and Permitting 12,935.00 12,935.00 16,011.11 -3,076.11 123.78% 092-307-71200 Right of Way Acquisition 316,517.00 316,517.00 17,055.95 299,461.05 5.39% 092-307-71500 Project Management and Inspections 50,000.00 195,000.00 0.00 195,000.00 0.00% 092-307-74100 Construction and Improvements 200,000.00 1,092,188.00 14,150.25 1,078,037.75 1.30% Department: 307 - McMurray Road Widening/TS (13/14) Total: 579,452.00 1,616,640.00 47,217.31 1,569,422.69 2.92% 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: 309 - West Highway 246 Safety Improvements
092-309-70000 Conceptual Plan and Feasibility 0.00 53,600.00 29,406.45 24,193.55 54.86% Department: 309 - West Highway 246 Safety Improvements 0.00 53,600.00 29,406.45 24,193.55 54.86% 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 49,845.00 35,155.00 58.64% 092-321-74100 Construction/Improvements 540,000.00 757,863.00 701,129.70 56,733.30 92.51% 700,000.00 917,863.00 750,974.70 166,888.30 81.82%
Department: 322 - Road Maintenance (2023-24)
092-322-70005 Design and Permitting 80,000.00 80,000.00 32,270.00 47,730.00 40.34% 092-322-71500 Project Management & Inspection 80,000.00 80,000.00 0.00 80,000.00 0.00% 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 32,270.00 767,730.00 4.03% Department: 401 - Misc Park Improvements
092-401-74100 Construction and Improvements 50,000.00 50,000.00 20,100.00 29,900.00 40.20% Department: 401 - Misc. Park Improvements Total: 50,000.00 50,000.00 20,100.00 29,900.00 40.20% Department: 603 - WTP Facilities Improvement (13/14)
092-603-74100 Construction and Improvements 150,000.00 150,000.00 65,719.00 84,281.00 43.81% Department: 603 - WTP Facilities Improvement (13/14) Total: 150,000.00 150,000.00 65,719.00 84,281.00 43.81% 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: Project under construction. Estimate completion by end of calendary year 2024.

Status: Project complete. Notice of Completion approved by Council on 3/14/24.

Status: In progress.

Status: Design has commenced.

Status: Project Complete. Notice of Completion was awarded on June 13, 2024.

Status: Not yet started.

Status: Contract awarded by Council on 1/25/24. Notice to proceed for procurement has been issued.

Status: 4 prime contractors have been awarded and contracts fully executed. Materials ordered for 3 Tbar ceilings, demountable partitions and electrical. Project on hold until library can clear from building.

Status: Contract with KOA Corporation for study.

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 71,225.32 28,774.68 71.23% Department: 610 - Water Distribution System Improvements Total: 100,000.00 100,000.00 71,225.32 28,774.68 71.23% Department: 613 - Res No2 Reroof
092-613-70005 Design and Permitting 19,702.00 19,702.00 19,102.50 599.50 96.96% 092-613-71500 Project Management and Inspections 100,000.00 132,000.00 70,174.08 61,825.92 53.16% 092-613-74100 Construction/Improvements 1,720,000.00 1,827,411.00 1,328,055.57 499,355.43 72.67% Department: 613 - Res No2 Reroof Total: 1,839,702.00 1,979,113.00 1,417,332.15 561,780.85 71.61% 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 39,600.00 160,400.00 19.80% Department: 704 - Sewer Line Replacement Total: 250,000.00 250,000.00 42,405.00 207,595.00 16.96% Department: 706 - WWTP Facilities Improvement
092-706-74100 Construction and Improvements 300,000.00 300,000.00 332,555.93 -32,555.93 110.85% Department: 706 - WWTP Facilities Improvement Total: 300,000.00 300,000.00 332,555.93 -32,555.93 110.85% 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 11,562,292.00 4,003,401.06 7,558,893.94 34.62% 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 $ 13,963,883.84 $ 11,786,205.03 $ 8,939,225.40 $ 1,412,340.52 $ 15,398,522.95 005 - Wastewater $ 3,178,481.35 1,280,610.47 1,564,885.68 $ 42,405.00 $ 2,851,801.14 006 - Wastewater Capital $ 351,080.73 385,601.58 - 332,555.93 $ 404,126.38 020 - Water $ 8,355,456.83 3,465,304.17 1,319,616.80 729,188.36 $ 9,771,955.84 021 - Water Capital $ 306,133.12 59,106.66 - 136,944.32 $ 228,295.46 025 - Gas Tax $ 583,150.31 363,648.17 113,469.13 94,469.43 $ 738,859.92 027 - Local Transportation Fund $ 371,284.89 88,646.02 21,999.92 10.00 $ 437,920.99 031- Measure A $ 867,893.86 477,612.31 35,300.00 503,847.79 $ 806,358.38 032- ARPA $ 10,459.01 774,636.13 - 751,639.71 $ 33,455.43 Totals: $ 27,987,823.94 $ 18,681,370.54 $ 11,994,496.93 $ 4,003,401.06 $ 30,671,296.49

Status: In progress.

Status: In progress.

Status: Project complete. NOC approved by Council on 11/10/22.

Capital Improvement Project Funding
FY 2023-24
Status: Construction in progress. Council awarded on 6/22/23.

Status: Not yet started.

Status: In progress.

Status: Project completed and generator operational.

Fund
Fund Balance Analysis

CITY OF BUELLTON
City Council Agenda Staff Report

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

To: The Honorable Mayor and City Council

From: Shannel Zamora, Finance Director

Meeting Date: September 26, 2024

Subject: Monthly Treasurer’s Report – August 31, 2024
______________________________________________________________________________

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 13, 2024, Council adopted the current Investment Policy per Resolution 24-18 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 August 31, 2024. 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 receives and files the Treasurer’s Report for the month ending August 31, 2024.

ATTACHMENTS
Attachment 1 – Monthly Treasurer’s Report – August 31, 2024

[Type text]
A
City of Buellton
Monthly Treasurer’s Report
For the month ending in August 31, 2024
September 26, 2024
This report presents the City’s cash activity and investment portfolio as of August 31, 2024. The report includes:
1) Cash and investments at August 31, 2024 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 August 31, 2024
The following schedule is a summary of the City’s cash and investments based on recorded value as of August 31, 2024 compared with the prior month.

July 31, 2024 August 31, 2024 $ Change
Cash - Pooled $ 5,602,619.45 $ 5,309,315.98 $ (293,303.47) Investments held by the City 17,766,229.92 17,819,590.01 $ 53,360.09 TOTAL CASH AND INVESTMENTS $ 23,368,849.37 $ 23,128,905.99 $ (239,943.38) 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 disbursement for the Water Reroofing project, Willemsen House renovation, and annual library service cost offset with revenue from July 2024 transient occupancy tax (TOT) and June 2024 sales tax. The value of investments also changed due to interest earnings on 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

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The following schedule is a reconciliation of Cash and Investments to City ledger:
14,076,033.49
3,255,912.82
(1,966,694.98)
7,671,990.40
(2,641,070.14)
11,637.68
43,437.82
750,967.48
436,332.01
9,029.81
765,636.18
151,651.07
519,850.47
-
-
43,191.88
-
23,127,905.99
5,298,069.74
5,565,519.75
11,246.24
2,998,541.95
9,255,528.31
23,128,905.99
999-21000 Wages Payable - -
23,128,905.99
23,128,905.99
23,128,905.99
Per Statements: 8/31/2024
Mechanics General Checking 5,438,221.03
Mechanics Money Market 5,565,519.75
Mechanics FSA 11,246.24
Local Agengcy Investment Fund (LAIF) 9,255,528.31
Multi-Bank Securities Bank 2,998,541.95
Total Cash Per Statement: 23,269,057.28
Claim on Cash vs Total (140,151.29)
Outstanding Items: (140,151.29)
Difference: 0.00
Bank Reconciliation - August 2024
City of Buellton, CA
For the Period Ending 8/31/2024
8/1/2024

BALANCE

CURRENT

ACTIVITY
8/31/2024
BALANCE ACCOUNT # ACCOUNT NAME
006-10000 Claim on Pooled Cash (2,061,411.98) 94,717.00 020-10000 Claim On Pooled Cash 7,487,322.19 184,668.21

CLAIM ON CASH
001-10000 Claim On Pooled Cash 13,963,351.96 112,681.53 005-10000 Claim On Pooled Cash 3,236,631.07 19,281.75
024-10000 Claim On Pooled Cash 43,397.62 40.20
025-10000 Claim On Pooled Cash 749,094.88 1,872.60
021-10000 Claim on Pooled Cash (2,709,425.14) 68,355.00 023-10000 Claim On Pooled Cash 11,626.91 10.77
031-10000 Claim On Pooled Cash 724,622.07 41,014.11
032-10001 Claim On Pooled Cash 151,371.65 279.42
027-10000 Claim On Pooled Cash 439,124.76 (2,792.75)
029-10000 Claim On Pooled Cash 10,219.46 (1,189.65)
091-10000 Claim On Pooled Cash - -
092-10000 Claim On Pooled Cash 796,040.86 (752,848.98)
075-10000 Claim On Pooled Cash 526,883.06 (7,032.59)
090-10000 Claim On Pooled Cash - -
TOTAL CLAIM ON CASH 23,368,849.37 (240,943.38)

CASH IN BANK
Cash in Bank
999-10001 Pooled Cash - General Checking 5,591,853.34 (293,783.60) 999-10004 Pooled Cash - Brokerage 2,966,598.81 31,943.14 999-10005 Pooled Cash - LAIF 9,255,528.31 -
999-10002 Pooled Cash - Money Market 5,544,102.80 21,416.95 999-10003 Pooled Cash - FSA 10,766.11 480.13

DUE TO OTHER FUNDS
999-27000 Due To Other Funds 23,368,849.37 (239,943.38) TOTAL DUE TO OTHER FUNDS 23,368,849.37 (239,943.38)
TOTAL: Cash in Bank 23,368,849.37 (239,943.38)
-
TOTAL: Cash in Bank 23,368,849.37 (239,943.38)

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City of Buellton
Investment Summary
August 31, 2024
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
(months) Maturity Date Par Value Market Value
Local Agency Investment Fund - LAIF 52.99% 4.55% n/a n/a $ 9,255,528.31 $ 9,255,528.31 Morgan Stanley Bank 0.57% 1.90% 60 1/23/2025 100,000.00 98,839.00 Security Identifier: 61760A6K0
State Bk India 1.15% 1.60% 60 4/29/2025 200,000.00 196,010.00 Security Identifier: 856285TF8
Sallie Mae Bank 0.69% 0.80% 60 7/1/2025 120,000.00 116,296.80 Security Identifier: 7954506Q3
Spokane Teachers Credit Union 1.03% 0.80% 60 4/15/2027 180,000.00 183,614.40 Security Identifier: 849061AG1
Third Fed Savings 1.40% 3.50% 60 6/28/2027 245,000.00 242,199.65 Security Identifier: 88413QDL9
Morgan Stanley Bank 0.60% 3.75% 60 6/28/2027 104,000.00 103,499.76 Security Identifier: 61773TFC2
Capital One Bank 1.40% 3.75% 60 9/30/2027 244,000.00 246,718.16 Security Identifier: 14042RURO
Hickam Federal Credit Union 0.57% 3.75% 48 1/31/2028 100,000.00 101,025.00 Security Identifier: 42869GAB2
Global Federal Credit Union 1.43% 4.60% 60 4/17/2028 249,000.00 255,160.26 Security Identifier: 37892MAC8
Optum Bk Draper Utah CTF Dep 0.92% 4.45% 60 12/22/2028 160,000.00 163,830.40 Security Identifier: 68405VBV0
First Foundation Bank 0.92% 4.60% 60 5/10/2029 160,000.00 103,310.00 Security Identifier: 68405VBV0
Leaders Credit Union 0.57% 4.00% 60 8/30/2029 100,000.00 100,946.00 Security Identifier: 52171MAN5
United States Treasury Bill 6.01% 5.11% 6 12/5/2024 1,049,000.00 1,060,381.68 Security Identifier: 912797LF2
Multi-Securities Bank - Cash in Holding 26,710.84
Money Market (Held with Mechanics Bank) 29.77% 4.80% n/a 5,200,000.00 5,565,519.75 Total City Investments 100.00% $ 17,466,528.31 $ 17,819,590.01 Average Yield:3.46% Average Maturity (months): 54.92
Certificates of Deposits (Held with Multi-Securities Bank) U.S. Treasury Securities (Held with Multi-Securities Bank)

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The following is a fund balance schedule showing beginning fund balance at July 1, 2024 plus revenues minus expenditures for the period, resulting in ending fund balance at August 31, 2024.

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 August 31, 2024
Balance
618,277.08 2,527,085.34 13,489,714.69
224,228.12 219,583.98 2,856,445.28
006 - Wastewater Capital 94,717.00 1,900.80 496,942.58
020 - Water Fund 533,789.28 482,574.00 9,823,171.12
021 - Water Capital 68,355.00 - 296,650.46
104.18 - 503,112.65
5,400.78 - 43,384.95
29,914.89 5,434.97 763,339.84
027 - Local Transportation Fund 1,234.09 3,333.32 435,821.76 029 - Transportation Planning 15.81 - (102,380.94)
031 - Measure A 1,485.33 385.09 807,458.62
032 - American Relief Act Fund 151,020.31 150,306.18 34,169.56 075 - Trust & Agency Fund 984.32 - 25,981.38
090 - Long-Term Debt - - (2,944,392.98)
091 - General Fixed Assets - - 27,720,824.52
695,121.02
4,462,601.42 53,873,366.77
27,720,824.52
092 - Capital Improvement Proj Fund - 1,071,997.74 (376,876.72) 55,911,320.98 2,424,647.21
437,920.99
(102,396.75)
806,358.38
33,455.43
24,997.06
(2,944,392.98)
228,295.46
023 - Housing Fees 503,008.47
024 - Traffic Mitigation Fund 37,984.17
025 - Gas Tax Fund 738,859.92
001 - General Fund 15,398,522.95
005 - Sewer Fund 2,851,801.14
404,126.38
9,771,955.84
Fund Balance Report
City of Buellton, CA 8/31/2024
Fund July 1, 2024
Balance
Total Revenues

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: September 26, 2024
Subject: Award of Contract for Consultant Services for Preparation of City of Buellton General Plan Update and Required Environmental Analysis – Civic Solutions
______________________________________________________________________________

BACKGROUND
The City Council authorized staff to issue a Request for Proposals (RFP) for consultant services for the preparation of the City of Buellton General Plan Update and associated environmental analysis. The RFP was issued on June 10, 2024, with a closing date of July 8, 2024. On June 28, 2024, an extension was provided, with a revised closing date of July 19, 2024. The RFP was posted on the City website, listed on the American Planning Association, Central Coast Chapter website, and distributed to a list of potential consultants via email. A copy of the revised RFP is included as Attachment 1.

Four proposals were received on the RFP, from the following companies; Interwest Consulting Group, De Novo Planning Group, Precision Civil Engineering, and Civic Solutions. All four proposals were reviewed by Planning Department staff. After considerable review of each of the proposals, the consensus was to recommend selection of Civic Solutions for the following reasons:
• The scope of work best reflected the requirements and needs of the City as outlined in the City’s RFP.
• The total overall cost was comparable to another proposal received. However, the value-added services that the City would receive if Civic Solutions is selected would result in a more efficient update process and provide an overall cost savings to the City.
• The City’s previous positive work experience with Civic Solutions with their work on the City’s 6th Cycle Housing Element Update. Civic Solutions produced a high quality Housing Element document for the City; which Buellton was the first City in the County to have a Certified Housing Element from State HCD. • Civic Solutions has prepared General Plans and long range planning documents in other small, semi-rural towns.

General Plan Contract Update Page 2 September 26, 2024
• Several very reputable sub-consultants will assist Civic Solutions and staff for specialized sections or tasks associated with this update. One such consultant is KOA. KOA has worked on several projects in the past for the City and would be a valuable team member in the preparation of the traffic analysis.

The total contract amount is $499,508. This cost includes labor, direct costs, and a contingency. Given the size and scale of this project, staff’s position is that it is important to include a contingency in the budget in order to address any unforeseen expenditures.

Utilization of any contingency funds would require staff authorization prior to expending these funds. Given the size and scope of this undertaking, the quoted cost is higher than the City is used to seeing. Most planning projects such as this are more focused in scope, therefore requiring less work. However, the impact of this contract cost can be somewhat mitigated by spreading this cost over three fiscal years to reflect the amount of time required to complete the project and an approximation of funds to be spent each year. This will result in a much smaller impact to the City’s General Fund each fiscal year. It will also allow the City time to apply for any grants that may be offered to assist with such planning functions.

Based on the above, staff is recommending that the City Council authorize the City Manager to enter into a contract with Civic Solutions for consultant services for General Plan Update and associated environmental analysis (Attachment 2 – Draft Professional Services Agreement, including Exhibit A – Civic Solutions Proposal).

FISCAL IMPACTS
The total contract amount is $499,508. A budget amendment in the amount of $424,508 would be required. A total of $75,000 is currently budgeted for this project. Therefore, $75,000 would be rolled over toward this project, requiring a total of $424,508 in additional funds beyond what is currently budgeted. It is anticipated that the General Plan Update process will take two to two-and-a-half years. The expenditures are anticipated to occur during fiscal years 24/25, 25/26 and 26/27. The current budget amendment recommended would be for $175,000 and would apply to FY 24/25, with $224,508 budgeted for FY 25/26, and $100,000 for FY 26/27. Any remaining funds each year should be rolled over to the following fiscal year until FY 26/27.

RECOMMENDATION
That the City Council direct the City Manager to execute a contract with Civic Solutions for consultant services to prepare the City of Buellton General Plan Update and authorize a budget amendment in the amount of $175,000 for Fiscal Year 2024/25, $224,508 for Fiscal Year 2025/26, and $100,000 for Fiscal Year 2026/27. Remaining budget at the end of each fiscal year will be rolled over into the next fiscal year.

ATTACHMENTS
Attachment 1 – Request for Proposals
Attachment 2 – Standard Professional Services Agreement – Civic Solutions (Exhibit A)

REVISION #1 – JUNE 28, 2024

REQUEST FOR PROPOSALS
June 10, 2024
FOR
2025 COMPREHENSIVE GENERAL PLAN UPDATE

CONSULTANT SERVICES
SUBMITTAL:

Five (5) hard copies and one (1) electronic copy must be received on or before 3:00 p.m. July 19, 2024 (extended from the original deadline of July 8, 2024) ADDRESSED TO:

City of Buellton
Attn: Andrea Keefer, Planning Director
107 West Highway 246
P.O. Box 1819
Buellton, CA 93427
MARK ENVELOPE:
"PROPOSAL – GENERAL PLAN UPDATE CONSULTANT SERVICES”

PROPOSALS RECEIVED AFTER THE TIME AND DATE STATED ABOVE

SHALL BE RETURNED UNOPENED TO THE SENDER

GENERAL INFORMATION

CITY CONTACT
All questions regarding this Request for Proposal (“RFP”) are to be submitted in writing via U.S. mail or e-mail to:

CITY OF BUELLTON
Attn: Andrea Keefer
SUBJECT: GENERAL PLAN UPDATE CONSULTANT SERVICES
107 West Highway 246
P.O. Box 1819
Buellton, California 93427
Email: [email protected]

RFP Schedule
Event Date
RFP Issued June 10, 2024
Written Questions Due June 21, 2024
Proposals Due July 8, 2024
Extended Proposal Due Date July 19, 2024
Tentative Award Date * September 12, 2024
Tentative Contract Start Date * September 23, 2024
* Award and start dates are approximate
Respondent Responsibilities
 It is the responsibility of each Respondent to be familiar with all of the specifications, Contract terms and conditions and Site conditions.
 The Respondent agrees and acknowledges all RFP specifications, terms, and conditions and indicates the ability to perform by submission of a proposal.  By the submission of a proposal, the Respondent certifies that if awarded a contract it will make no claim against the City based upon ignorance of conditions or misunderstanding of the specifications.

STATEMENT OF WORK
I. INTRODUCTION
The City of Buellton (“City”) is requesting proposals from a master consultant, or team of consultants (the Consultant), for services related to preparation of a comprehensive General Plan update 2025-2045 (”GPU 2025-45”) along with associated documents and environmental review that provides future streamlining and tiering opportunities.

The successful consultant team will have significant experience preparing general plan updates for small, semi-rural communities located in primarily agricultural regions like the Santa Ynez Valley, as well as experience conducting community outreach. They will be expected to deliver high-quality services and products, develop professional meeting and web-ready graphics, and work cooperatively with City staff, outside agencies, Planning Commission and City Council members, and the public throughout development of the update. This document includes background information, outlines the scope of work for the project, details the submission requirements in response to this RFP, and explains the consultant selection process.

II. BACKGROUND
The City of Buellton (“City”) is located in the Santa Ynez Valley in Santa Barbara County, approximately 20 miles from the City of Lompoc to the west and 3 miles from the City of Solvang to the east. The City is semi-rural in character and encompasses around 1.6 square miles of territory with a population of approximately 5,100. There are two highways that run through the City; US Highway 101, which bisects the City in a north-south direction, and Highway 246 in an east-west direction. A Vicinity Map is included as Attachment 1.

The City’s built environment consists of low-density residential and commercial as the predominant land use designations. Low density residential accounts for approximately 33% of the City’s total land area, and commercial land use makes up just under 30% of the City, with the rest of the land area made up of the following: industrial (12%), open space (12%), public/quasi/public (4%), medium-density residential (5%), and multi-family residential (2%).

The City of Buellton General Plan sets the framework for future growth and development within the City and allows the City to expand while still maintaining the small-town feeling and quality of life that is important to City residents. The major themes of the General Plan Update are to retain and build upon the City’s small-town and neighborhood qualities while achieving a thriving and self-sufficient community.

Since the adoption of the current General Plan 2005-2025, a number of new issues, challenges, and projects have occurred in the City of Buellton.
 Built-Out City
The available land in the City has largely been built out, with very few vacant parcels left.

Some of the resulting challenges include:
 How to achieve a more balanced jobs-housing ratio. The City has maintained an above-average jobs-to-housing ratio, indicating a potential need for additional housing to accommodate a local workforce (Source: 2024 Draft Economic Market Analysis).  How to accommodate additional housing units to: satisfy State RHNA mandates for affordable housing; and provide for additional appropriately-placed “rooftops” to help improve the City’s ability to attract retail development and businesses.

 How to strengthen and protect existing commercial and industrial corridors from residential growth, including state housing mandates, and other potential land use conflicts. Key areas in the City to consider include:
o Avenue of Flags Specific Plan
o The Village Specific Plan
o Industrial Way
o McMurray Road
 Urban Growth Boundary/Sphere of Influence
In 2008, a voter-initiative was passed, approving an Urban Growth Boundary (UGB), which limits growth through December 31, 2025. The current UGB is coterminous with the City limit boundaries and Sphere of Influence Boundary. The City is currently in discussions with LAFCO regarding potential changes to the City’s Sphere of Influence. Additionally, given the upcoming sunset date for the existing UGB, there is a plan to place an item on the November 2024 ballot for the possible extension and expansion of the UGB beyond City limits to the north and potentially other areas.

Related issues to consider include:
o Anticipating potential extension/expansion of UGB and potential future measured growth beyond current City limits (i.e. Sphere of Influence and LAFCO mandates).
o Analysis of potential overall and specific impacts to existing land use patterns:

CEQA, traffic, air quality, noise, safety, open space, etc., along with need for additional public services and facilities (e.g. sewer, water, park lands, related dedications).
 Quality of Life Improvements
The focus of the City has been shifting, from one of providing basic City services and some amenities, to a more pointed focus on quality of life enhancements. Prior community survey responses and PC/CC input showed the desire for more quality of life improvements, particularly recreational facilities, community spaces and activities for youth.

Issues to consider include:
 Adequate Park Space.
o Evaluate whether the City currently has adequate park space per existing General Plan policies to accommodate projected population growth to 2045. o Enhanced definitions of and distinction between open space and park uses. o Determine what updates to policies and programs are needed to address changes that have occurred since last adoption of general plan. o Prior community surveys reflected top-ranked desires for: Recreational Facilities, Community Spaces and Open Space/Parks.
 Traffic & Safety Issues.
o Anticipated unacceptable LOS for key intersections (McMurray/246, Avenue of Flags, and Industrial Way) and balancing economic growth; for example, In-N-Out traffic study showed LOS D at AOF/246 & Industrial Way/246. o Pedestrian & bicycle safety on Hwy 246 especially at roadway crossings. o Physical barriers resulting from Hwy 246 and 101, and how divided quadrants of the City are difficult to walk/bike to.

 Arts & Culture
o Expanding upon existing programs.
o Identifying new opportunities to incorporate arts and culture into the community  Community Identity & Beautification
o Branding and creating a sense of place.
o Enhancing economic development by promoting perception of Buellton as a desirable place to live, visit and conduct business.

III. ADOPTED GENERAL PLAN 2005-2025
The City of Buellton General Plan 2005-25 consists of nine elements: Land Use, Circulation, Conservation and Open Space, Economic Development, Housing, Noise, Parks and Recreation, Public Facilities and Services, and Safety.
 The last comprehensively updated Buellton General Plan was adopted in 2005.  The Land Use Element was last revised in 2008.
 The Circulation, Conservation and Open Space, Economic Development, Noise, Parks and Recreation, Public Facilities and Services elements were revised in 2007.  The last adopted update to the Safety Element was in 2017, with updates having been started in 2023 but not yet completed or adopted.
 The City updated its Housing Element 2023-31 in May of 2023, which was certified by the State Housing and Community Development Department (HCD) in August, 2023 and is not anticipated to be updated as part of the General Plan Update.  The City’s adopted General Plan is available for view on the City website at https://cityofbuellton.com/departments/planning/.

A 2005 Final EIR was prepared for the Land Use and Circulation Element Update of the 2005-2025 General Plan with a 2007 Supplemental EIR.

The City has two adopted Specific Plans: The Village Specific Plan, adopted in 2007, and amended in 2013; and the Avenue of Flags Specific Plan, adopted in 2017.

IV. GENERAL PLAN UPDATE 2025-45 - OVERVIEW
A. Foundational Work for Land Use & Circulation Element (LUCE) Update 2021 Preliminary work for a focused technical update of the Land Use and Circulation Elements (LUCE) was started in 2021, the efforts of which are intended to be taken up and continued through the General Plan Update process. Significant groundwork was laid for the 2025-45 GPU as part the LUCE update effort, including preparation of the following:;  a City-Wide Traffic Study
 2021 LUCE Baseline Conditions Report
 analysis of Social Equity issues and applicability of SB 1000 to the City  summary of public input gathered from a community survey and several public hearings  LUCE policy and program revisions (draft)
 foundational work for a Draft EIR

B. Primary Objectives of the General Plan Update 2025-45 The General Plan Update 2025-45 will include a combination of comprehensive and focused updates to the adopted general plan elements. Staff has prepared a preliminary evaluation of key issues and updates needed to each element as described below. It is anticipated that Land Use, Circulation Elements, Conservation & Open Space, Parks & Recreation, and Public Facilities & Services Elements would have comprehensive updates, while the remaining Elements are anticipated to have minor revisions.

It is important to note that this update is not envisioned as a wholesale rewrite, but rather a “refresh” of the existing Plan intended to: accommodate projected growth during the 20-year planning horizon; address current and emerging community issues; meet new statutory requirements; build upon/strengthen the General Plan policies/programs already in place and evaluate policies/programs that need to be updated..

The Update should also reflect changes that have happened since the various individual Element updates, such as adoption of the Avenue of Flags Specific Plan (2017) and Village Specific Plan (2013), preparation of the 2012 Vision Plan, 2018 Economic Development Strategy, 2024 Economic and Market Analysis, and implementation of several private and public development projects.

General Plan Elements – Key Issues & Anticipated Updates

1. Land Use - Comprehensive
a. Build off of already-completed baseline report done as part of the 2021 LUCE Update.
b. Review draft land use element prepared as part of 2021 LUCE technical update; determine revisions needed. Include social equity analysis and related policies/programs.
c. Consider changes to zoning designations:
 Neighborhood Commercial (CN) zoning where appropriate;  Redefining industrial zone (mixed-use, light industry vs. heavier uses; example Industrial Way).
 Consistency with circulation element direction (i.e. TOD).  Consistency with potential UGB expansion.
d. Consider zoning code refinements to preserve industrial uses in the northern-most portion of McMurray Road industrial corridor. e. Urban Growth Boundary – incorporate any changes into the Land Use Element. f. Include applicable “Greenways” (i.e. River Trail).
g. Address applicable changes in state legislation.
h. Include analysis of updated FEMA flood maps in relation to development areas.

2. Circulation – Comprehensive
a. Obtain community input and PC/CC policy direction regarding scope and components of updates to element.
b. Build off of already-completed baseline report done as part of the 2021 LUCE technical update and any other already-prepared materials. c. Review draft Circulation Element prepared as part of 2021 LUCE update; determine revisions needed.

d. Incorporate policies and programs resulting from “Skinny 246” concept study currently underway (May 2024).
e. Traffic & Circulation issues/updates
 Adding New Goals to Circulation Element
 VMT & LOS Policies
 Complete Streets, bicycle & pedestrian infrastructure, including Hwy 246 safety and restriping, ease of use for bicyclists and pedestrians, and linear/pop-out parks to the extent allowed by Caltrans.  Roadway Standards updates
f. Hwy 246, 101 and AOF intersections – traffic and queueing issues g. Truck parking
h. Transportation & land use connection; transit hubs, TOD, bus service

3. Conservation/Open Space – Comprehensive
a. Determine whether to keep the 2 required elements combined, or split into two separate elements.
b. Determine if “Air Quality” will be included in the Conservation element, spun-off into a separate element, or woven throughout the General Plan. c. Incorporate into Conservation element: Energy Resources, Historic Resources, Natural and Cultural Resources, reference to Buellton Community Garden. d. Green Team – add reference to this new grass-roots community outreach program.
e. Exterior Lighting and Dark-Sky Friendly policies.
f. Protection of viewsheds.
g. Data and figure/exhibit updates.

4. Economic Development - Focused
a. City’s economic development consultant (Kosmont) has prepared a background report to reflect the current economic state of the City along with market trends and projections moving forward.
b. Bulk of work to update element shall be done by Kosmont in collaboration with Staff, to be incorporated as needed into the overall General Plan Update by the general plan consultant.
c. Element needs to reflect the current status of the City and the new, policy-driven direction of the City.

5. Housing – Focused
a. The City of Buellton 2023-2031 Housing Element was recently updated and will not require any major revisions as part of this scope of work.

6. Noise – Focused
a. Noise contours need to be updated – Hwy 101 and Hwy 246 and 246 to Central Ave.
b. Noise element should inform the land use element.
c. Impact of new development and buildout of city since last adoption of General Plan; analysis to capture impact from noise generators and upon sensitive receptors, potential policy changes.

7. Parks & Recreation –Comprehensive
a. Determine what updates to policies and programs are needed to address changes that have occurred since last adoption of general plan. Review current standards re: park availability/acreage within the City.
b. Evaluate whether the City currently has adequate park space per existing General Plan policies to accommodate projected population growth to 2045. c. Add any new park facilities that have been built or are being developed since last update; including Santa Ynez River Trail, Willemsen Addition to River View Park, Avenue of Flags Medians; address applicable policies & programs. d. Text edits and figure updates.
e. Enhance description and policies of recreation component since the program has been expanded since the adopted element.
f. Reference to Arts and Culture Committee.
g. Enhanced definitions of and distinction between open space and park uses. h. Determine if a separate Zoning District should be considered (which could include Zaca Creek Golf Course) to distinguish between parks which are free for the public versus commercial recreation facilities.

8. Public Facilities & Services - Comprehensive
a. Optional element.
b. Will require coordination with all departments and agencies.

Adequacy to address buildout since 2005, projected growth through 2045, potential UGB expansion and other growth in surrounding area, legislative mandates, sustainability trends (i.e. recycling).

9. Safety – Focused
a. LHMP – adopted as part of county-wide multi-jurisdictional LHMP (April 2023). b. Climate adaptations.
c. Evacuation planning/Housing.
d. State agency requirements (need to consult with agencies prior to update). e. FEMA access and function needs populations (i.e. disadvantaged populations).

V. SCOPE OF SERVICES, APPROACH & DELIVERABLES
The City envisions that the General Plan Update (GPU) 2025-45 will include the following components, which must be addressed in proposals. Please note however, that these tasks may be modified as the Consultant may deem appropriate upon mutual agreement from the City.

Based on the Consultant’s experience preparing similar long-range planning policy documents, the Consultant is encouraged to include any alternative strategies and/or additional tasks that are not listed in Section A Scope of Services, but may be needed to adequately assist the City with the General Plan Update.

The approach shall outline the Consultant’s understanding of the relevant issues to be addressed in the General Plan Update. If the Consultant proposes to utilize sub-consultants to complete any portion of the Scope of Services, include a discussion of the proposed sub-consultant(s), the scope of services they will provide, and a cost estimate.

A. Preliminary Scope of Services
The Scope of Services outlined below is preliminary and will be finalized as part of the negotiations between the selected Consultant and the City. The finalized scope of work will be incorporated into the Professional Services Agreement for the General Plan Update

1. Task 1. Project Administration
Provide overall management and administration of tasks under this scope of work.

Task 1.1: Project Kick-Off Meeting. Consultant will schedule a kick-off meeting with City staff and the City’s environmental consultant (if needed) to discuss project expectations regarding coordination, reporting, deliverables and all relevant project information. Consultant will prepare a meeting summary with project goals, objectives and action items.

Deliverable: Meeting Summary
Task 1.2 City Tour. This can be combined or separate from the Kick-Off Meeting. Conduct an in-person city tour to gain additional insight related to community character and recent development projects.

Task 1.3: Project Schedule Development
Consultant will work with City staff to finalize a project schedule and work plan within ten (10) working days after the kick-off meeting that includes the following:
a. Identify project tasks and milestones with time for staff review of work products throughout the project.
b. Include public outreach timeline with public meetings and anticipated Planning Commission and City Council hearings.
c. Include tribal outreach in compliance with SB 18 and AB 52 regulations. d. Include estimated environmental review timeline – an EIR is anticipated. e. Include timelines for City staff review, public participation, and response to agency and public comments.

The project schedule will be confirmed and/or modified by the Consultant and submitted to the City’s project manager on or before the 30th day of each month during the course of the project.

In the event project schedule delays are anticipated, Consultant shall advise the City’s project manager on the strategies to correct and mitigate.

Deliverables:
 Initial Project Schedule and Work Plan (to be submitted to City Council for preliminary approval)
 Monthly Updated Schedules
Task 1.4: Project Coordination
Consultant will meet with City staff for a minimum of 1 monthly progress meeting over the course of the project to review status to ensure objectives and milestones are being achieved.

These meetings may be conducted via Zoom or in person at the City’s Planning office. Consultant will prepare a meeting summary, including action items, for each meeting. Consultant will coordinate with staff to create and make presentations to the City and/or stakeholders as necessary.

Deliverable: Monthly Meeting Summaries

Task 1.5: Project Team Management
a. Coordination with the Environmental Impact Report consultant team and other teams involved in the General Plan Update.
b. Manage sub-consultants’ work efforts, as applicable. c. Available to answer questions via phone or email during the project period.

Deliverable: Progress updates from sub-consultants and other consultant teams included in Monthly Meeting Summaries
Task 2. Environmental Review & CEQA Documents
It is anticipated that a Program Environmental Impact Report (EIR) would be prepared concurrently with the GPU 2025-45, with the intent of creating and adopting a self-mitigating General Plan. Any environmental mitigation identified as necessary should be built into the document as policies or action items. As part of this RFP, the prospective General Plan Consultant shall either: provide a proposal to provide Environmental/CEQA Consultant services in-house; or provide a proposal to subcontract for Environmental/CEQA Consultant services.

Task 2.1: General Plan Consultant
The General Plan Consultant will provide the environmental consultant with the necessary data and analysis to complete the environmental review and coordinate with the environmental consultant to ensure that all legal requirements for public participation through CEQA are accounted for in the project schedule and are satisfied, including consultation with other public agencies and Native American tribes.

If needed, Consultant will also review project specific (non-CEQA-related) public comments and assist in the development of the Response to Comments in the environmental document.

Task 2.2: Environmental Consultant
The Environmental Consultant will prepare all documents, analyses, technical reports, and any other materials needed to comply with CEQA requirements for the GPU 2025-45 project.

The environmental consultant will also conduct all required outreach, noticing, filing of notices, and documents for the environmental review of the General Plan Update.

Task 3. Community Engagement & Public Outreach
As part of the General Plan Update 2025-45, the scope of work will include assisting the City with formulating a Community Engagement & Public Outreach Program, building upon the initial efforts at the staff level and fostering widespread public participation throughout the process.

The Program will consider applicable community input and housing survey responses received during the public engagement effort conducted for the 6th Cycle Housing Element, which was adopted in 2023 and certified by HCD. The Program will also build upon foundational work performed for the LUCE 2021 update, which included public outreach, community engagement and visioning for land use, circulation and social equity conditions and issues. A Community Input Report – Phase I was published April 2021 and included a compilation of community, Planning Commission and City Council input.

As part of the GPU, updates to the LUCE 2021 Community Input Report shall be prepared as needed to reflect any changes that have occurred since that time. At a minimum, additional community engagement and input shall be obtained on the following topics:

 Conservation & Open Space
 Economic Development
 Noise
 Parks & Recreation
 Public Facilities & Services
The City has formulated the following scope of work as an initial framework for consultant responses. Consultants are expected to develop a scope of work that take into account these elements, while incorporating their own best practices and recommendations.

Task 3.1: Community Engagement and Public Outreach Program a. Prepare a Community Engagement and Public Outreach Program (“Program”) in coordination with City staff. The Program shall consider the following elements:
 Additional visioning and/or community surveys (as may be applicable)  Public outreach strategy
 Oversight and facilitation responsibility (Consultant / Staff)  Engagement of key stakeholders and decision-makers
 Web-based information sharing and social media platforms Suggested minimum deliverables:
- Community Engagement and Public Outreach Program
- Web-based information sharing platform
- Meeting/event materials and timeline
- Public Input Report - Description of the outreach efforts made to include all economic segments of the community and/or their representatives, and a compilation of the summaries of public input received and its analysis, with a description of how it will be considered and incorporated into the General Plan Update.
b. At a minimum, the Program shall provide for Consultant tasks:
 Attendance at the following public meetings/hearings and related support tasks:
- two (2) educational and public informational meetings with the public; - two (2) joint Planning Commission/City Council work sessions; - at least two (2) stakeholder meetings;
- at least one (1) Planning Commission hearing; and
- at least one (1) City Council hearing.
 Facilitate public meetings and workshops, prepare materials, make presentations, take notes of meetings, and provide summary of meetings and community input. (City Staff will prepare Staff Reports and Resolutions, and prepare, post, mail, and publish public hearing notices.) Deliverables:
 Presentation Materials
 Public Meeting Summaries

Task 3.2: Social Media and Website Content
a. Provide content, including text, images, data, figures, maps, etc. for public meetings and workshops for City webpages and social media platforms.

Deliverable: Content for City Social Media and Webpages Task 4. Baseline Conditions Report
As part of the General Plan Update 2025-45, the scope will include preparation of the General Plan Baseline Conditions Report. The Baseline Conditions Report will build upon foundational work performed for the LUCE 2021 update, which included an analysis of Land Use, Circulation and Social Equity conditions. Updates to the LUCE 2021 Report and additional analyses and findings shall be prepared as needed on the following topics:
 Land Use, including 2045 buildout projections;
 Circulation & Transportation;
 Conservation & Open Space;
 Noise;
 Parks & Recreation;
 Public Facilities & Services
The Baseline Conditions Report will serve as background information for both the General Plan Update and Environmental Impact Report.

Task 4.1 Review 2021 LUCE Baseline Conditions Report completed (Land Use, Circulation, Social Equity).

Task 4.2 Work with Staff to determine what revisions and additional technical analyses are needed to address 2025 existing conditions for all elements.

Task 4.3 Prepare updated Baseline Conditions Report.

Deliverables: Preliminary drafts, a final draft, and the final document of the General Plan Update 2025-45 Baseline Conditions Report
Task 5. General Plan Update
Task 5.1: Recommend Format
Review format of existing General Plan and recommend a suggested format for the General Plan Update that is easily readable and understandable to the layperson.

Deliverables: Draft Template, Final Format
Task 5.2: Recommend Content
Evaluate adopted General Plan elements and determine, in coordination with City staff, revisions needed to update all required sections as a result of changes in State Laws. Issues to address include the following:
a. Land Use buildout projections through 2045;
b. Circulation and transportation infrastructure to support land use; c. How to address Urban Growth Boundary – November 2025 Ballot measure; d. Review all other elements, determine the extent of potential updates needed; e. Determine what new elements may be warranted;
f. Determine what sub-consultants and technical studies are needed Agreed upon revisions shall be incorporated into the GPU 2025-45 elements.

Deliverables: Summary of recommended updates and issues to address.

Task 5.2 Update General Plan Elements – Administrative Drafts Prepare updates to General Plan elements, in compliance with requirements of State Laws and OPR General Plan Guidelines; and in response to direction/comments from City staff, City Council, and the public/stakeholders. As work progresses, Consultant will provide drafts of each General Plan Element section for review. Consultant is expected to coordinate with City staff to provide adequate time for review and discussion of revisions for each section.

Deliverables: Electronic Draft Sections in Microsoft Word, redlined and clean versions of draft sections if revisions are needed after City staff review.

Task 5.3 Public Review Drafts of General Plan Update
Consultant will work with City staff to review comments/suggestions on adopted elements of the General Plan. Consultant will incorporate revisions and prepare final drafts of the GPU using Microsoft Word, in the established format, for public review and comment. This will include conducting the proper public outreach and notifying interested parties and agencies.

Deliverables: Redlined and Clean Versions of the Public Review Draft in Microsoft Word Task 5.4 Final Draft of General Plan Update
Following public review and comment period, consultant will prepare Final Draft General Plan Update in response to comments from responsible agencies, City staff, the Planning Commission, City Council, and the public.

Deliverables: Redlined and Clean Versions of the Final Draft in Microsoft Word Task 5.5 City Adoption
Coordinate with Staff and prepare agenda materials needed for Planning Commission and City Council consideration and adoption. Upon adoption of the Final Draft of the General Plan Update 2025-45, prepare a final version of the document for publication and uploading to City website. Consultant will prepare and submit required filings with State agencies and County Recorder’s offices.

B. Conceptual Sequence of Tasks
The City has formulated this conceptual sequence of tasks as an initial framework for consultant responses. Consultants are expected to develop a scope of work and related timeline that take into account these elements, while incorporating their own best practices and recommendations. o 2 Q 2024 –Issue RFP
o 3Q 2024 – Interview and select consultant, finalize scope of General Plan update, o 4Q 2024 – Prep baseline reports / analyze existing conditions & opportunities  Technical Studies (TBD)
o 1 Q 2025 – GP Community Engagement ; GP document preparation o 2 Q 2025 – Prepare admin draft GP update documents
o 3 Q 2025 – PC, CC, Study Sessions; Policy guidance, document revisions o 4 Q 2025 - Finalize draft GP update and prepare draft CEQA documents o 1 Q 2026 – Public Review circulation; PC Public Hearings o 2 Q 2026 – CC Public Hearings

VI. PROPOSAL FORMAT
The Consultant shall submit a complete Proposal in response to this RFP utilizing the format outlined below. The Proposal shall not exceed forty (40) single-sided pages, including the cover, back page, letter of transmittal, and table of contents. Font size shall be no smaller than eleven-point. Company brochures shall not be included in the Proposal. All required forms and resumes are excluded from the 40-page limit.

The Proposal shall include, at a minimum, the following information:

1. Organization, Credentials and Experience
a. Provide a summary of your company’s organization, size, qualifications, credentials, and experience related to the project.
b. Include the name, title and contact information for the individual (s) who may be contacted during the period of RFP evaluation and who will be the main point of contact for administration of the contract.
c. Indicate the principal, company official(s), and other personnel who will be assigned to perform the work. The project manager must have experience in managing long-range planning projects of a similar nature. d. Provide a list of three of the company’s prior clients for whom a similar scope of work was performed as described in this RFP. Include contact information (names, titles, addresses, phone numbers and email addresses) for the appropriate person(s) at the client organization that the City can contact.

2. Project Team
a. Describe the composition of the project team, including leadership (i.e., principals, project manager), professional and technical personnel, and if applicable, how sub-consultants fit into the team composition. Please provide a brief summary of qualifications for each proposed sub-consultant, if applicable. b. The Proposal shall include an organizational chart, which identifies each team member (including sub-consultants) and lists their roles and responsibilities. c. Resumes of the Consultant’s key team members and sub-consultants (if applicable) shall be included and shall be limited to one page per person. Resumes shall include educational background and work experience, including employer names for all work experience.

3. Understanding the Scope of Work
Provide a narrative reflecting the company’s understanding of the Scope of Work and detailed proposal to implement the Project. Experience in small, semi-rural California municipalities like the City of Buellton is highly desirable.

4. Tasks & Timeline
Provide a schedule identifying all tasks and subtasks to be performed. Indicate the total time required to complete the overall Project.
a. The selected company will need to coordinate the timing of work with City departments to accommodate meetings, events and other outreach efforts, and with other team members, sub-consultants and outside agencies as applicable. b. The Consultant must demonstrate the capacity to provide the services required by the City in a timely manner.
c. Please indicate the earliest date the Consultant is available to provide services under contract

5. Standard Professional Services Agreement
The selected company shall use and comply with the terms and conditions of the City’s Standard Professional Services Agreement as provided in Attachment 2 of this RFP. Please identify any exceptions or alterations to the agreement that you would potentially request.

6. Cost
The Proposal shall include a preliminary budget, which details the costs for each task, including the cost of any reimbursable items (e.g., printing, mileage, etc.). The budget shall include all work to be completed by the Consultant and sub-consultant(s).

The Consultant shall submit the proposed billing rates for key staff and all other job classifications that may be used by the Consultant and sub-consultants. The billing rates provided as part of the Proposal shall remain in place for the duration of the contract.

V. SELECTION PROCEDURES
Listed below is the City of Buellton’s selection procedure for selecting firms to provide professional services.

1. Review proposals that satisfy the City’s requirements

2. Evaluate and rank the proposals per the following criteria:
a. Completeness of proposal
b. Consultants knowledge and understanding of the Project c. Past experience in preparing similar documents, including recent updates to General Plans in other jurisdictions
d. Adequacy of professional staff and depth of firm
e. (Optional) The top consultants may be invited for an interview with representatives of the City of Buellton.

3. Perform reference checks.

4. Enter negotiations with the top-ranked consultant. If the City and the Consultant are unable to reach agreement, the City will enter negotiations with the next highest ranked Consultant. The process continues until agreement is reached with a qualified consultant, or the City decides to re-issue the Request for Proposals.

5. The Consultant will be required to sign the City’s standard contract for professional services (Attachment 1).

6. Recommend Consultant for contract award at a City Council Meeting.

VI. PROPOSAL PROCEDURES
Submittal: Interested firms shall submit five (5) copies of their proposal to the City of Buellton Planning Department, P.O. Box 1819, 107 W. Highway 246, Buellton, CA 93427, attention: Andrea Keefer, Planning Director and one (1) electronic copy to [email protected]. Proposal must be received and date-stamped by the Planning Department no later than 3:00 p.m. on Friday, July 19, 2024. Postmarks are not accepted.

Clarifications: The City will respond to requests for clarification to the RFP in written Addendum(s) as needed. Inquiries should be directed by email only to [email protected] . No verbal requests will be accepted. All requests for clarification must be received by Friday, June 21, 2024. Any addendums or clarifications to this RFP will be issued to all firms in writing.

Limitations: All reports and pertinent data or materials shall become the property of the City of Buellton (“City”). This RFP does not commit the City to award an agreement, to pay any costs

incurred in preparation of the qualifications, or to procure or contract services and supplies. The City reserves the right to accept or reject any or all qualifications received, to negotiate with any qualified source, or to cancel in part or in its entirety this RFP, if it is in the best interest of the City to do so. The City may require the consultants to participate in negotiations and to submit such price, technical, or other revisions of their qualifications as may result from negotiations.

All qualifications shall remain firm for 90 days following the proposal submittal date.

ATTACHMENT 1: City of Buellton Vicinity Map
ATTACHMENT 2: Standard Professional Services Agreement

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Gaviota
Buellton Santa Ynez
Los Olivos
Las Cruces
SANTA BARBARA CO.

Santa Ynez R iver
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Regional Location Map Figure 1
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SANTA BARBARA CO.

SAN LUIS OBISPO CO. _^ Project Location
Base map sources: U.S. Bureau of the Census Tiger 2000 data and ESRI, 2002.

Project Location
0 25 50 Miles

P A C I F I C O C E A N

PROFESSIONAL SERVICES AGREEMENT

BY AND BETWEEN

THE CITY OF BUELLTON,

A MUNICIPAL CORPORATION
AND
___________________________________
FOR
(name of project/service)
(date)

PROFESSIONAL SERVICES AGREEMENT

BY AND BETWEEN

THE CITY OF BUELLTON,

A MUNICIPAL CORPORATION
AND
___________________________________
FOR
(name of project/service)
(date)

Page i

AGREEMENT FOR PROFESSIONAL CONTRACT SERVICES

BETWEEN

THE CITY OF BUELLTON
AND

CONSULTANT

TABLE OF CONTENTS
PAGE
SECTION 1. TERM OF AGREEMENT 1
SECTION 2. SCOPE OF SERVICES 1
SECTION 3. ADDITIONAL SERVICES 1
SECTION 4. COMPENSATION AND METHOD OF PAYMENT 1
SECTION 5. INSPECTION AND FINAL ACCEPTANCE 2
SECTION 6. OWNERSHIP OF DOCUMENTS 2
SECTION 7. CONTRACTORS BOOKS AND RECORDS 2
SECTION 8. STATUS OF CONTRACTOR 3
SECTION 9. STANDARD OF PERFORMANCE 3
SECTION 10. COMPLIANCE WITH APPLICABLE LAWS;
PERMITS AND LICENSES 4
SECTION 11. NONDISCRIMINATION 4
SECTION 12. UNAUTHORIZED ALIENS 4
SECTION 13. CONFLICTS OF INTEREST 4
SECTION 14. CONFIDENTIAL INFORMATION; RELEASE OF
INFORMATION 5
SECTION 15. INDEMNIFICATION 5
SECTION 16. INSURANCE 6
SECTION 17. ASSIGNMENT 6
PAGE

Page ii
SECTION 18. CONTINUITY OF PERSONNEL 6
SECTION 19. TERMINATION OF AGREEMENT 7
SECTION 20. DEFAULT 7
SECTION 21. EXCUSABLE DELAYS 7
SECTION 22. COOPERATION BY CITY 7
SECTION 23. NOTICES 8
SECTION 24. AUTHORITY TO EXECUTE 8
SECTION 25. BINDING EFFECT 8
SECTION 26. MODIFICATION OF AGREEMENT 8
SECTION 27. WAIVER 8
SECTION 28. LAW TO GOVERN; VENUE 9
SECTION 29. ATTORNEYS FEES, COSTS AND EXPENSES 9
SECTION 30. ENTIRE AGREEMENT 9
SECTION 31. SEVERABILITY 9
EXHIBIT "A" SCOPE OF SERVICES/PROPOSAL A-1
EXHIBIT “B" INSURANCE B-1

AGREEMENT FOR PROFESSIONAL CONTRACT SERVICES

BETWEEN

THE CITY OF BUELLTON
AND

CONSULTANT
This AGREEMENT FOR PROFESSIONAL CONTRACT SERVICES BETWEEN THE CITY OF BUELLTON AND CONSULTANT ("AGREEMENT"), is made and entered into this XXth day of XX 20XX, by and among the City of BUELLTON a municipal corporation ("CITY") and CONSULTANT. (“CONTRACTOR”).

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

SECTION 1. TERM OF AGREEMENT.

Subject to the provisions of SECTION 19 "TERMINATION OF AGREEMENT" of this AGREEMENT, the term of this AGREEMENT shall be for a period of XoneX (X) year from the date of execution of this AGREEMENT, as first shown above. Such term may be extended upon written agreement of both parties to this AGREEMENT.

SECTION 2. SCOPE OF SERVICES.
(CONTRACTOR) agrees to perform the services set forth in EXHIBIT "A", “SCOPE OF SERVICES/PROPOSAL" and made a part of this AGREEMENT.

SECTION 3. ADDITIONAL SERVICES.
(CONTRACTOR) shall not be compensated for any services rendered in connection with its performance of this AGREEMENT which are in addition to or outside of those set forth in this AGREEMENT or listed in EXHIBIT "A" unless such additional services are authorized in advance and in writing by the City Council or City Manager of CITY. (CONTRACTOR) shall be compensated for any such additional services in the amounts and in the manner agreed to by the City Council or City Manager.

SECTION 4. COMPENSATION AND METHOD OF PAYMENT.
(a) Subject to any limitations set forth in this AGREEMENT, CITY agrees to pay (CONTRACTOR) the amounts specified in EXHIBIT “A” and made a part of this AGREEMENT.

The total compensation, including reimbursement for actual expenses, shall not exceed ___XXX______ DOLLARS ($_XXXX__), unless additional compensation is approved in writing by the City Manager.
(b) Each month (CONTRACTOR) shall furnish to CITY an original invoice for all work performed and expenses incurred during the preceding month. The invoice shall detail charges by the following categories: labor (by sub-category), travel, materials, equipment, supplies, sub-consultant contracts and miscellaneous expenses. CITY shall independently review each invoice submitted by the (CONTRACTOR) to determine whether the work performed and expenses incurred are in compliance with the provisions of this AGREEMENT.

In the event that no charges or expenses are disputed, the invoice shall be approved and paid

according to the terms set forth in subsection (c). In the event CITY disputes any charges or expenses, the original invoice shall be returned by CITY to (CONTRACTOR) for correction and resubmission.
(c) Except as to any charges for work performed or expenses incurred by (CONTRACTOR) which are disputed by CITY, CITY will use its best efforts to cause (CONTRACTOR) to be paid within thirty (30) days of receipt of (CONTRACTOR) invoice. (d) Payment to (CONTRACTOR) for work performed pursuant to this AGREEMENT shall not he deemed to waive any defects in work performed by (CONTRACTOR).

SECTION 5. INSPECTION AND FINAL ACCEPTANCE.

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

SECTION 6. OWNERSHIP OF DOCUMENTS.

All original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents prepared, developed or discovered by (CONTRACTOR) in the course of providing any services pursuant to this AGREEMENT shall become the sole property of CITY and may be used, reused or otherwise disposed of by CITY without the permission of the (CONTRACTOR). Upon completion, expiration or termination of this AGREEMENT, (CONTRACTOR) shall turn over to CITY all such original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents.

SECTION 7. CONSULTANTS BOOKS AND RECORDS.
(a) (CONTRACTOR) shall maintain any and all documents and records demonstrating or relating to (CONTRACTOR) 's performance of services pursuant to this AGREEMENT. (CONTRACTOR) shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, or other documents or records evidencing or relating to work, services, expenditures and disbursements charged to CITY pursuant to this AGREEMENT. Any and all such documents or records shall be maintained in accordance with generally accepted accounting principles and shall be sufficiently complete and detailed so as to permit an accurate evaluation of the services provided by (CONTRACTOR) pursuant to this AGREEMENT. Any and all such documents or records shall be maintained for three years from the date of execution of this AGREEMENT and to the extent required by laws relating to audits of public agencies and their expenditures.
(b) Any and all records or documents required to be maintained pursuant to this section shall be made available for inspection, audit and copying, at any time during regular

business hours, upon written request by CITY or its designated representative. Copies of such documents or records shall be provided directly to the CITY for inspection, audit and copying when it is practical to do so; otherwise, unless an alternative is mutually agreed upon, such documents and records shall be made available at (CONTRACTOR) 's address indicated for receipt of notices in this AGREEMENT.
(c) Where CITY has reason to believe that any of the documents or records required to be maintained pursuant to this section may be lost or discarded due to dissolution or termination of (CONTRACTOR)'s business, CITY may, by written request, require that custody of such documents or records be given to the requesting party and that such documents and records be maintained by the requesting party. Access to such documents and records shall be granted to CITY, as well as to its successors-in-interest and authorized representatives.

SECTION 8. STATUS OF CONSULTANT.
(a) CONSULTANT is and shall at all times remain a wholly independent contractor and not an officer, employee or agent of CITY. (CONTRACTOR) shall have no authority to bind CITY in any manner, nor to incur any obligation, debt or liability of any kind on behalf of or against CITY; whether by contract or otherwise, unless such authority is expressly conferred under this AGREEMENT or is otherwise expressly conferred in writing by CITY. (b) The personnel performing the services under this AGREEMENT on behalf of CONSULTANT shall at all times be under (CONTRACTOR)'s exclusive direction and control.

Neither CITY, nor any elected or appointed boards, officers, officials, employees or agents of CITY, shall have control over the conduct of (CONTRACTOR) or any of (CONTRACTOR)'s officers, employees or agents, except as set forth in this AGREEMENT. (CONTRACTOR) shall not at any time or in any manner represent that (CONTRACTOR) or any of (CONTRACTOR)'s officers, employees or agents are in any manner officials, officers, employees or agents of CITY.
(c) Neither (CONTRACTOR), nor any of (CONTRACTOR) 's officers, employees or agents, shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to CITY's employees. (CONTRACTOR) expressly waives any claim (CONTRACTOR) may have to any such rights.

SECTION 9. STANDARD OF PERFORMANCE.
(CONTRACTOR) represents and warrants that it has the qualifications, experience and facilities necessary to properly perform the services required under this AGREEMENT in a thorough, competent and professional manner. (CONTRACTOR) shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all services described herein. In meeting its obligations under this AGREEMENT, (CONTRACTOR) shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing services similar to those required of (CONTRACTOR) under this AGREEMENT.

SECTION 10. COMPLIANCE WITH APPLICABLE LAWS, PERMITS AND LICENSES. (CONTRACTOR) shall keep itself informed of and comply with all applicable federal, state and local laws, statutes, codes, ordinances, regulations and rules in effect during

the term of this AGREEMENT. (CONTRACTOR) shall obtain any and all licenses, permits and authorizations necessary to perform the services set forth in this AGREEMENT. Neither CITY, nor any elected or appointed boards, officers, officials, employees or agents of CITY, shall be liable, at law or in equity, as a result of any failure of (CONTRACTOR) to comply with this section.

SECTION 11. NONDISCRIMINATION.

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

Such action shall include but not be limited to the following: Employment upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. (CONTRACTOR) agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by CITY setting forth the provisions of this nondiscrimination clause. (2) (CONTRACTOR) will, in all solicitations or advertisements for employees placed by or on behalf of (CONTRACTOR), state that all qualified applicants will receive consideration for employment without regard to race creed, color, national origin, ancestry, sexual orientation, political affiliation or beliefs, sex, age, physical handicap, medical condition, marital status or pregnancy (as those terms are defined by the California Fair Employment and Housing Act—Government Code Section 12900-12996), except where such discrimination is based on a bona fide occupational qualification.

SECTION 12. UNAUTHORIZED ALIENS.
(CONTRACTOR) hereby promises and agrees to comply with all of the provisions of the Federal Immigration and Nationality Act, 8 U.S.C.A. §1101, et seq. as amended, and in connection therewith, shall not employ unauthorized aliens as defined therein.

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

SECTION 13. CONFLICTS OF INTEREST.
(a) (CONTRACTOR) covenants that neither it, nor any officer or principal of its firm, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of CITY or which would in any way hinder (CONTRACTOR) 's performance of

services under this AGREEMENT. (CONTRACTOR) further covenants that in the performance of this AGREEMENT, no person having any such interest shall be employed by it as an officer, employee, agent or subcontractor without the express written consent of the City Manager. (CONTRACTOR) agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of CITY in the performance of this AGREEMENT. (b) CITY understands and acknowledges that (CONTRACTOR) is, as of the date of execution of this AGREEMENT, independently involved in the performance of non-related services for other governmental agencies and private parties. (CONTRACTOR) is unaware of any stated position of CITY relative to such projects. Any future position of CITY on such projects shall not be considered a conflict of interest for purposes of this section.

SECTION 14. CONFIDENTIAL INFORMATION; RELEASE OF INFORMATION. (a) All information gained or work product produced by (CONTRACTOR) in performance of this AGREEMENT shall be considered confidential, unless such information is in the public domain or already known to (CONTRACTOR). (CONTRACTOR) shall not release or disclose any such information or work product to persons or entities other than CITY without prior written authorization from the City Manager, except as may be required by law. (b) (CONTRACTOR), its officers, employees, agents or subcontractors, shall not, without prior written authorization from the City Manager or unless requested by the City Attorney of CITY, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this AGREEMENT. Response to a subpoena or court order shall not be considered "voluntary" provided (CONTRACTOR) gives CITY notice of such court order or subpoena. (c) If (CONTRACTOR), or any officer, employee, agent or subcontractor of (CONTRACTOR), provides any information or work product in violation of this AGREEMENT, then CITY shall have the right to reimbursement and indemnity from (CONTRACTOR) for any damages, costs and fees, including attorneys fees, caused by or incurred as a result of (CONTRACTOR)'s conduct.
(d) (CONTRACTOR) shall promptly notify CITY should (CONTRACTOR), its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this AGREEMENT and the work performed thereunder. CITY retains the right, but has no obligation, to represent (CONTRACTOR) or be present at any deposition, hearing or similar proceeding. (CONTRACTOR) agrees to cooperate fully with CITY and to provide CITY with the opportunity to review any response to discovery requests provided by (CONTRACTOR). However, this right to review any such response does not imply or mean the right by CITY to control, direct, or rewrite said response.

SECTION 15. INDEMNIFICATION.

INDEMNITY FOR PROFESSIONAL LIABILITY: When the law establishes a professional standard of care for (CONTRACTOR)’s services, to the fullest extent permitted by law, (CONTRACTOR) shall indemnify, defend and hold harmless CITY and any and all of it’s boards, officials, employees, and agents (“Indemnified Parties”) from and against all losses, liabilities, damages, costs and expenses, including attorney’s fees and costs to the extent same

are caused in whole or in part by any negligent or wrongful act, error or omission of (CONTRACTOR), its officers, agents, employees or subconsultants (or any entity or individual for which (CONTRACTOR) shall bear legal liability) in the performance of professional services under this agreement.

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

SECTION 16. INSURANCE.
(CONTRACTOR) agrees to obtain and maintain in full force and effect during the term of this AGREEMENT the insurance policies set forth in EXHIBIT “B" "INSURANCE" and made a part of this AGREEMENT. All insurance policies shall be subject to approval by CITY as to form and content. These requirements are subject to amendment or waiver if so approved in writing by the City Manager. (CONTRACTOR) agrees to provide CITY with copies of required policies upon request.

SECTION 17. ASSIGNMENT.

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

SECTION 18. CONTINUITY OF PERSONNEL.
(CONTRACTOR) shall make every reasonable effort to maintain the stability and continuity of (CONTRACTOR)'s staff assigned to perform the services required under this AGREEMENT. (CONTRACTOR) shall notify CITY of any changes in (CONTRACTOR)'s staff assigned to perform the services required under this AGREEMENT, prior to any such performance.

SECTION 19. TERMINATION OF AGREEMENT.

(a) CITY may terminate this AGREEMENT, with or without cause, at any time by giving thirty (30) days written notice of termination to (CONTRACTOR). In the event such notice is given, (CONTRACTOR) shall cease immediately all work in progress. (b) (CONTRACTOR) may terminate this AGREEMENT at any time upon thirty- (30) days written notice of termination to CITY.
(c) If either (CONTRACTOR) or CITY fail to perform any material obligation under this AGREEMENT, then, in addition to any other remedies, either (CONTRACTOR), or CITY may terminate this AGREEMENT immediately upon written notice. (d) Upon termination of this AGREEMENT by either (CONTRACTOR) or CITY, all property belonging exclusively to CITY, which is in (CONTRACTOR)’s possession, shall be returned to CITY. (CONTRACTOR) shall furnish to CITY a final invoice for work performed and expenses incurred by (CONTRACTOR), prepared as set forth in SECTION 4 of this AGREEMENT. This final invoice shall be reviewed and paid in the same manner as set forth in SECTION 4 of this AGREEMENT.

SECTION 20. DEFAULT.

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

SECTION 21. EXCUSABLE DELAYS.
(CONTRACTOR) shall not be liable for damages, including liquidated damages, if any, caused by delay in performance or failure to perform due to causes beyond the control of (CONTRACTOR). Such causes include, but are not limited to, acts of God, acts of the public enemy, acts of federal, state or local governments, acts of CITY, court orders, fires, floods, epidemics, strikes, embargoes, and unusually severe weather. The term and price of this AGREEMENT shall be equitably adjusted for any delays due to such causes.

SECTION 22. COOPERATION BY CITY.

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

SECTION 23. NOTICES.

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

To CITY: City of Buellton
Attn:

P.O. Box 1819
107 W. Highway 246
Buellton, CA 93427
To: XXX
XXX
XXX
Notice shall be deemed effective on the date personally delivered or transmitted by facsimile or, if mailed, three (3) days after deposit of the same in the custody of the United States Postal Service.

SECTION 24. AUTHORITY TO EXECUTE.

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

SECTION 25. BINDING EFFECT.

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

SECTION 26. MODIFICATION OF AGREEMENT.

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

SECTION 27. WAIVER.

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

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

SECTION 28. LAW TO GOVERN; VENUE.

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

SECTION 29. ATTORNEYS FEES, COSTS AND EXPENSES.

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

SECTION 30. ENTIRE AGREEMENT.

This AGREEMENT, including the attached EXHIBITS "A" and “B", is the entire, complete, final and exclusive expression of the parties with respect to the matters addressed therein and supersedes all other agreements or understandings, whether oral or written, or entered into between (CONTRACTOR) and CITY prior to the execution of this AGREEMENT.

No statements, representations or other agreements, whether oral or written, made by any party which are not embodied herein shall be valid and binding. No amendment to this AGREEMENT shall be valid and binding unless in writing duly executed by the parties or their authorized representatives.

SECTION 31. SEVERABILITY.

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

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

CONSULTANT
By: By:

Title: Title:

CITY OF BUELLTON APRROVED AS TO FORM:

By:

Scott Wolf, City Manager Greg Murphy, City Attorney

EXHIBIT "A"

SCOPE OF SERVICES/PROPOSAL
[NOTE: Scope of Services and (CONTRACTOR) Compensation is set forth in the proposal from ___xxx___- dated __xxxx____, attached hereto and incorporated herein by this reference. Total compensation shall not exceed $_xxx_.]

EXHIBIT "B"

INSURANCE
A. Insurance Requirements. (CONTRACTOR) shall provide and maintain insurance, acceptable to the City Manager or City Council, in full force and effect throughout the term of this AGREEMENT, against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by (CONTRACTOR), its agents, representatives or employees.

Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A: VII. (CONTRACTOR) shall provide the following scope and limits of insurance:

1. Minimum Scope of Insurance. Coverage shall be at least as broad as:
(1) Insurance Services Office form Commercial General Liability coverage (Occurrence Form CG 0001).
(2) Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, including code 1 "any auto" and endorsement CA 0025, or equivalent forms subject to the written approval of the City. (3) Workers' Compensation insurance as required by the
Labor Code of State of California and Employer's Liability insurance and covering all persons providing services on behalf of the (CONTRACTOR) and all risks to such persons under this AGREEMENT.
(4) Errors and omissions liability insurance appropriate to the (CONTRACTOR)'s profession.

2. Minimum Limits of Insurance. (CONTRACTOR) shall maintain limits of insurance no less than:
(1) General Liability: $1,000,000 general aggregate for bodily injury, personal injury and property damage.
(2) Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
(3) Workers' Compensation and Employer's Liability: Workers' Compensation as required by the Labor Code of the State of California and Employers Liability limits of $1,000,000 per accident.
(4) Errors and omissions Liability: $1,000,000 per occurrence.

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

1. All Policies. Each insurance policy required by this paragraph 5 shall be endorsed and state the coverage shall not be suspended, voided, cancelled by the insurer or either party to this AGREEMENT, reduced in coverage or in limits except after 30 days' prior written notice by Certified mail, return receipt requested, has been given to the CITY FINANCE DIRECTOR.

2. General Liability Accident -- Mobile Liability Rates. (1) CITY and its respective elected and appointed officers, officials, and employees and volunteers are to be covered as additional insureds as respects: liability arising out of activities (CONTRACTOR) performs; products and completed operations of (CONTRACTOR); premises owned, occupied or used by CONSULTANT; or automobiles owned, leased, hired or borrowed by (CONTRACTOR).

The coverage shall contain no special limitations on the scope of protection afforded to CITY, and their respective elected and appointed officers, officials, or employees. (2) (CONTRACTOR)'s insurance coverage shall be primary
insurance with respect to CITY, and its respective elected and appointed, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by CITY, and its respective elected and appointed officers, officials, employees or volunteers, shall apply in excess of, and not contribute with, (CONTRACTOR) 's insurance.
(3) (CONTRACTOR)'s insurance shall apply separately to
each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.
(4) Any failure to comply with the reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to CITY, and its respective elected and appointed officers, officials, employees or volunteers.

3. Workers' Compensation and Employer’s Liability Coveraqe.

Unless the City Manager otherwise agrees in writing, the insurer shall agree to waive all rights of subrogation against CITY, and its respective elected and appointed officers, officials, employees and agents for losses arising from work performed by (CONTRACTOR).

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

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

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

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

Page i

AGREEMENT FOR PROFESSIONAL CONTRACT SERVICES

BETWEEN

THE CITY OF BUELLTON
AND

CIVIC SOLUTIONS

TABLE OF CONTENTS
PAGE
SECTION 1. TERM OF AGREEMENT 1
SECTION 2. SCOPE OF SERVICES 1
SECTION 3. ADDITIONAL SERVICES 1
SECTION 4. COMPENSATION AND METHOD OF PAYMENT 1
SECTION 5. INSPECTION AND FINAL ACCEPTANCE 2
SECTION 6. OWNERSHIP OF DOCUMENTS 2
SECTION 7. CONTRACTORS BOOKS AND RECORDS 2
SECTION 8. STATUS OF CONTRACTOR 3
SECTION 9. STANDARD OF PERFORMANCE 3
SECTION 10. COMPLIANCE WITH APPLICABLE LAWS;
PERMITS AND LICENSES 4
SECTION 11. NONDISCRIMINATION 4
SECTION 12. UNAUTHORIZED ALIENS 4
SECTION 13. CONFLICTS OF INTEREST 4
SECTION 14. CONFIDENTIAL INFORMATION; RELEASE OF
INFORMATION 5
SECTION 15. INDEMNIFICATION 5
SECTION 16. INSURANCE 6
SECTION 17. ASSIGNMENT 6

Page ii
PAGE
SECTION 18. CONTINUITY OF PERSONNEL 6
SECTION 19. TERMINATION OF AGREEMENT 7
SECTION 20. DEFAULT 7
SECTION 21. EXCUSABLE DELAYS 7
SECTION 22. COOPERATION BY CITY 7
SECTION 23. NOTICES 8
SECTION 24. AUTHORITY TO EXECUTE 8
SECTION 25. BINDING EFFECT 8
SECTION 26. MODIFICATION OF AGREEMENT 8
SECTION 27. WAIVER 8
SECTION 28. LAW TO GOVERN; VENUE 9
SECTION 29. ATTORNEYS FEES, COSTS AND EXPENSES 9
SECTION 30. ENTIRE AGREEMENT 9
SECTION 31. SEVERABILITY 9
EXHIBIT "A" SCOPE OF SERVICES/PROPOSAL A-1
EXHIBIT “B" INSURANCE B-1

AGREEMENT FOR PROFESSIONAL CONTRACT SERVICES

BETWEEN

THE CITY OF BUELLTON
AND

CIVIC SOLUTIONS
This AGREEMENT FOR PROFESSIONAL CONTRACT SERVICES BETWEEN THE CITY OF BUELLTON AND CIVIC SOLUTIONS ("AGREEMENT"), is made and entered into this ____ day of ______ 2024, by and among the City of BUELLTON a municipal corporation ("CITY") and CIVIC SOLUTIONS. (“CONTRACTOR”).

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

SECTION 1. TERM OF AGREEMENT.

Subject to the provisions of SECTION 19 "TERMINATION OF AGREEMENT" of this AGREEMENT, the term of this AGREEMENT shall be for a period of 2 years from the date of execution of this AGREEMENT, as first shown above. Such term may be extended upon written agreement of both parties to this AGREEMENT.

SECTION 2. SCOPE OF SERVICES.
(CONTRACTOR) agrees to perform the services set forth in EXHIBIT "A", “SCOPE OF SERVICES/PROPOSAL" and made a part of this AGREEMENT.

SECTION 3. ADDITIONAL SERVICES.
(CONTRACTOR) shall not be compensated for any services rendered in connection with its performance of this AGREEMENT which are in addition to or outside of those set forth in this AGREEMENT or listed in EXHIBIT "A" unless such additional services are authorized in advance and in writing by the City Council or City Manager of CITY. (CONTRACTOR) shall be compensated for any such additional services in the amounts and in the manner agreed to by the City Council or City Manager.

SECTION 4. COMPENSATION AND METHOD OF PAYMENT.
(a) Subject to any limitations set forth in this AGREEMENT, CITY agrees to pay (CONTRACTOR) the amounts specified in EXHIBIT “A” and made a part of this AGREEMENT.

The total compensation, including reimbursement for actual expenses, shall not exceed Four Hundred and Ninety Nine Thousand Five Hundred and Eight DOLLARS ($499,508), unless additional compensation is approved in writing by the City Manager. (b) Each month (CONTRACTOR) shall furnish to CITY an original invoice for all work performed and expenses incurred during the preceding month. The invoice shall detail charges by the following categories: labor (by sub-category), travel, materials, equipment, supplies, sub-consultant contracts and miscellaneous expenses. CITY shall independently review each invoice submitted by the (CONTRACTOR) to determine whether the work performed and expenses incurred are in compliance with the provisions of this AGREEMENT.

In the event that no charges or expenses are disputed, the invoice shall be approved and paid according to the terms set forth in subsection (c). In the event CITY disputes any charges or expenses, the original invoice shall be returned by CITY to (CONTRACTOR) for correction and resubmission.
(c) Except as to any charges for work performed or expenses incurred by (CONTRACTOR) which are disputed by CITY, CITY will use its best efforts to cause (CONTRACTOR) to be paid within thirty (30) days of receipt of (CONTRACTOR) invoice. (d) Payment to (CONTRACTOR) for work performed pursuant to this AGREEMENT shall not he deemed to waive any defects in work performed by (CONTRACTOR).

SECTION 5. INSPECTION AND FINAL ACCEPTANCE.

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

SECTION 6. OWNERSHIP OF DOCUMENTS.

All original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents prepared, developed or discovered by (CONTRACTOR) in the course of providing any services pursuant to this AGREEMENT shall become the sole property of CITY and may be used, reused or otherwise disposed of by CITY without the permission of the (CONTRACTOR). Upon completion, expiration or termination of this AGREEMENT, (CONTRACTOR) shall turn over to CITY all such original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents.

SECTION 7. CONSULTANTS BOOKS AND RECORDS.
(a) (CONTRACTOR) shall maintain any and all documents and records demonstrating or relating to (CONTRACTOR) 's performance of services pursuant to this AGREEMENT. (CONTRACTOR) shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, or other documents or records evidencing or relating to work, services, expenditures and disbursements charged to CITY pursuant to this AGREEMENT. Any and all such documents or records shall be maintained in accordance with generally accepted accounting principles and shall be sufficiently complete and detailed so as to permit an accurate evaluation of the services provided by (CONTRACTOR) pursuant to this AGREEMENT. Any and all such documents or records shall be maintained for three years from the date of execution of this AGREEMENT and to the extent required by laws relating to audits of public agencies and their expenditures.

(b) Any and all records or documents required to be maintained pursuant to this section shall be made available for inspection, audit and copying, at any time during regular business hours, upon written request by CITY or its designated representative. Copies of such documents or records shall be provided directly to the CITY for inspection, audit and copying when it is practical to do so; otherwise, unless an alternative is mutually agreed upon, such documents and records shall be made available at (CONTRACTOR) 's address indicated for receipt of notices in this AGREEMENT.
(c) Where CITY has reason to believe that any of the documents or records required to be maintained pursuant to this section may be lost or discarded due to dissolution or termination of (CONTRACTOR)'s business, CITY may, by written request, require that custody of such documents or records be given to the requesting party and that such documents and records be maintained by the requesting party. Access to such documents and records shall be granted to CITY, as well as to its successors-in-interest and authorized representatives.

SECTION 8. STATUS OF CONSULTANT.
(a) CONSULTANT is and shall at all times remain a wholly independent contractor and not an officer, employee or agent of CITY. (CONTRACTOR) shall have no authority to bind CITY in any manner, nor to incur any obligation, debt or liability of any kind on behalf of or against CITY; whether by contract or otherwise, unless such authority is expressly conferred under this AGREEMENT or is otherwise expressly conferred in writing by CITY. (b) The personnel performing the services under this AGREEMENT on behalf of CONSULTANT shall at all times be under (CONTRACTOR)'s exclusive direction and control.

Neither CITY, nor any elected or appointed boards, officers, officials, employees or agents of CITY, shall have control over the conduct of (CONTRACTOR) or any of (CONTRACTOR)'s officers, employees or agents, except as set forth in this AGREEMENT. (CONTRACTOR) shall not at any time or in any manner represent that (CONTRACTOR) or any of (CONTRACTOR)'s officers, employees or agents are in any manner officials, officers, employees or agents of CITY.
(c) Neither (CONTRACTOR), nor any of (CONTRACTOR) 's officers, employees or agents, shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to CITY's employees. (CONTRACTOR) expressly waives any claim (CONTRACTOR) may have to any such rights.

SECTION 9. STANDARD OF PERFORMANCE.
(CONTRACTOR) represents and warrants that it has the qualifications, experience and facilities necessary to properly perform the services required under this AGREEMENT in a thorough, competent and professional manner. (CONTRACTOR) shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all services described herein. In meeting its obligations under this AGREEMENT, (CONTRACTOR) shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing services similar to those required of (CONTRACTOR) under this AGREEMENT.

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

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

SECTION 11. NONDISCRIMINATION.

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

Such action shall include but not be limited to the following: Employment upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. (CONTRACTOR) agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by CITY setting forth the provisions of this nondiscrimination clause. (2) (CONTRACTOR) will, in all solicitations or advertisements for employees placed by or on behalf of (CONTRACTOR), state that all qualified applicants will receive consideration for employment without regard to race creed, color, national origin, ancestry, sexual orientation, political affiliation or beliefs, sex, age, physical handicap, medical condition, marital status or pregnancy (as those terms are defined by the California Fair Employment and Housing Act—Government Code Section 12900-12996), except where such discrimination is based on a bona fide occupational qualification.

SECTION 12. UNAUTHORIZED ALIENS.
(CONTRACTOR) hereby promises and agrees to comply with all of the provisions of the Federal Immigration and Nationality Act, 8 U.S.C.A. §1101, et seq. as amended, and in connection therewith, shall not employ unauthorized aliens as defined therein.

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

SECTION 13. CONFLICTS OF INTEREST.

(a) (CONTRACTOR) covenants that neither it, nor any officer or principal of its firm, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of CITY or which would in any way hinder (CONTRACTOR) 's performance of services under this AGREEMENT. (CONTRACTOR) further covenants that in the performance of this AGREEMENT, no person having any such interest shall be employed by it as an officer, employee, agent or subcontractor without the express written consent of the City Manager. (CONTRACTOR) agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of CITY in the performance of this AGREEMENT. (b) CITY understands and acknowledges that (CONTRACTOR) is, as of the date of execution of this AGREEMENT, independently involved in the performance of non-related services for other governmental agencies and private parties. (CONTRACTOR) is unaware of any stated position of CITY relative to such projects. Any future position of CITY on such projects shall not be considered a conflict of interest for purposes of this section.

SECTION 14. CONFIDENTIAL INFORMATION; RELEASE OF INFORMATION. (a) All information gained or work product produced by (CONTRACTOR) in performance of this AGREEMENT shall be considered confidential, unless such information is in the public domain or already known to (CONTRACTOR). (CONTRACTOR) shall not release or disclose any such information or work product to persons or entities other than CITY without prior written authorization from the City Manager, except as may be required by law. (b) (CONTRACTOR), its officers, employees, agents or subcontractors, shall not, without prior written authorization from the City Manager or unless requested by the City Attorney of CITY, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this AGREEMENT. Response to a subpoena or court order shall not be considered "voluntary" provided (CONTRACTOR) gives CITY notice of such court order or subpoena. (c) If (CONTRACTOR), or any officer, employee, agent or subcontractor of (CONTRACTOR), provides any information or work product in violation of this AGREEMENT, then CITY shall have the right to reimbursement and indemnity from (CONTRACTOR) for any damages, costs and fees, including attorneys fees, caused by or incurred as a result of (CONTRACTOR)'s conduct.
(d) (CONTRACTOR) shall promptly notify CITY should (CONTRACTOR), its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this AGREEMENT and the work performed thereunder. CITY retains the right, but has no obligation, to represent (CONTRACTOR) or be present at any deposition, hearing or similar proceeding. (CONTRACTOR) agrees to cooperate fully with CITY and to provide CITY with the opportunity to review any response to discovery requests provided by (CONTRACTOR).

However, this right to review any such response does not imply or mean the right by CITY to control, direct, or rewrite said response.

SECTION 15. INDEMNIFICATION.

INDEMNITY FOR PROFESSIONAL LIABILITY: When the law establishes a professional standard of care for (CONTRACTOR)’s services, to the fullest extent permitted by

law, (CONTRACTOR) shall indemnify, defend and hold harmless CITY and any and all of it’s boards, officials, employees, and agents (“Indemnified Parties”) from and against all losses, liabilities, damages, costs and expenses, including attorney’s fees and costs to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of (CONTRACTOR), its officers, agents, employees or subconsultants (or any entity or individual for which (CONTRACTOR) shall bear legal liability) in the performance of professional services under this agreement.

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

SECTION 16. INSURANCE.
(CONTRACTOR) agrees to obtain and maintain in full force and effect during the term of this AGREEMENT the insurance policies set forth in EXHIBIT “B" "INSURANCE" and made a part of this AGREEMENT. All insurance policies shall be subject to approval by CITY as to form and content. These requirements are subject to amendment or waiver if so approved in writing by the City Manager. (CONTRACTOR) agrees to provide CITY with copies of required policies upon request.

SECTION 17. ASSIGNMENT.

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

SECTION 18. CONTINUITY OF PERSONNEL.
(CONTRACTOR) shall make every reasonable effort to maintain the stability and continuity of (CONTRACTOR)'s staff assigned to perform the services required under this AGREEMENT. (CONTRACTOR) shall notify CITY of any changes in (CONTRACTOR)'s staff assigned to perform the services required under this AGREEMENT, prior to any such performance.

SECTION 19. TERMINATION OF AGREEMENT.
(a) CITY may terminate this AGREEMENT, with or without cause, at any time by giving thirty (30) days written notice of termination to (CONTRACTOR). In the event such notice is given, (CONTRACTOR) shall cease immediately all work in progress. (b) (CONTRACTOR) may terminate this AGREEMENT at any time upon thirty- (30) days written notice of termination to CITY.
(c) If either (CONTRACTOR) or CITY fail to perform any material obligation under this AGREEMENT, then, in addition to any other remedies, either (CONTRACTOR), or CITY may terminate this AGREEMENT immediately upon written notice. (d) Upon termination of this AGREEMENT by either (CONTRACTOR) or CITY, all property belonging exclusively to CITY, which is in (CONTRACTOR)’s possession, shall be returned to CITY. (CONTRACTOR) shall furnish to CITY a final invoice for work performed and expenses incurred by (CONTRACTOR), prepared as set forth in SECTION 4 of this AGREEMENT. This final invoice shall be reviewed and paid in the same manner as set forth in SECTION 4 of this AGREEMENT.

SECTION 20. DEFAULT.

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

SECTION 21. EXCUSABLE DELAYS.
(CONTRACTOR) shall not be liable for damages, including liquidated damages, if any, caused by delay in performance or failure to perform due to causes beyond the control of (CONTRACTOR). Such causes include, but are not limited to, acts of God, acts of the public enemy, acts of federal, state or local governments, acts of CITY, court orders, fires, floods, epidemics, strikes, embargoes, and unusually severe weather. The term and price of this AGREEMENT shall be equitably adjusted for any delays due to such causes.

SECTION 22. COOPERATION BY CITY.

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

SECTION 23. NOTICES.

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

To CITY: City of Buellton
Attn: Scott Wolfe, City Manager
P.O. Box 1819
107 W. Highway 246
Buellton, CA 93427
To: Jean Ward, Civic Solutions
27362 Calle Arroyo
San Juan Capistrano, CA 92675
Notice shall be deemed effective on the date personally delivered or transmitted by facsimile or, if mailed, three (3) days after deposit of the same in the custody of the United States Postal Service.

SECTION 24. AUTHORITY TO EXECUTE.

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

SECTION 25. BINDING EFFECT.

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

SECTION 26. MODIFICATION OF AGREEMENT.

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

SECTION 27. WAIVER.

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

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

SECTION 28. LAW TO GOVERN; VENUE.

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

SECTION 29. ATTORNEYS FEES, COSTS AND EXPENSES.

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

SECTION 30. ENTIRE AGREEMENT.

This AGREEMENT, including the attached EXHIBITS "A" and “B", is the entire, complete, final and exclusive expression of the parties with respect to the matters addressed therein and supersedes all other agreements or understandings, whether oral or written, or entered into between (CONTRACTOR) and CITY prior to the execution of this AGREEMENT.

No statements, representations or other agreements, whether oral or written, made by any party which are not embodied herein shall be valid and binding. No amendment to this AGREEMENT shall be valid and binding unless in writing duly executed by the parties or their authorized representatives.

SECTION 31. SEVERABILITY.

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

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

CONSULTANT
By: By:

Title: Title:

CITY OF BUELLTON APRROVED AS TO FORM:

By:

Scott Wolfe, City Manager Greg Murphy, City Attorney

EXHIBIT "A"

SCOPE OF SERVICES/PROPOSAL
[NOTE: Scope of Services and (CONTRACTOR) Compensation is set forth in the proposal from Civic Solutions - dated July 19, 2024, attached hereto and incorporated herein by this reference. Total compensation shall not exceed $499,508.]

27362 Calle Arroyo
San Juan Capistrano, CA 92675
949/489-1442
949/489-2408 fax
www.civicsolutions.com
July 19, 2024
Andrea Keefer, Planning Director
City of Buellton
107 West Highway 246
Buellton, CA 93427
Subject: Proposal to Provide Professional Consulting Services for the Buellton General Plan Update
Dear Ms. Keefer:

Thank you for the opportunity to submit this proposal to collaborate with the City of Buellton to comprehensively update your General Plan. After recently working with you on the 2023-2031 Housing Element Update, we have a clear understanding of the community and current issues facing the City, as well as the community’s desire to preserve and enhance its semi-rural, small-town character as a guiding priority for the future.

As statewide policy and community aspirations have continued to evolve, this comprehensive update to the General Plan will help the City more effectively preserve and protect Buellton’s small town character and neighborhoods, while also responding to the community’s desire for more quality of life improvements, including recreational facilities, community spaces and youth activities, multimodal streets and trails, and protection of retail and employment land uses to foster fiscal sustainability and thriving self-sufficiency.

Civic Solutions has assembled a Team of trusted collaborators and technical specialists in each topic area to prepare the Buellton General Plan Update. Our Team offers significant experience preparing tailored General Plan Updates and conducting community outreach.

Our Team is well suited for this assignment based on our local knowledge and experience working in Buellton and the region, and we have technical expertise in each General Plan topic area to ensure the updated General Plan meets new statutory requirements, reflects current conditions and community issues, and recognizes the City’s new plans that have been adopted since the General Plan was last updated. This Team has worked extensively on similar projects and has the necessary skills and experience to result in a community-supported, practical, and easily understandable General Plan that is tailored to Buellton’s

Civic Solutions July 19, 2024  iv
semi-rural character. Notably, we have included Sargent Town Planning on our Team, urban designers with whom we regularly collaborate, who contribute greatly to the policy direction of the Land Use Element by providing community character and placemaking design concepts and strategies that result in humanscaled, walkable, and connected places rather than a town comprised of isolated suburban projects.

We understand that this General Plan Update is not a wholesale rewrite of your current General Plan. Our scope of work and preliminary budget assume we will build upon, organize, and synthesize information from the previous community engagement and analyses from the Housing Element Update and foundational work for the 2021 Land Use and Circulation Element (LUCE) Update with further public engagement and analysis to produce a comprehensively updated General Plan document. If selected to discuss our proposal with you, we will work collaboratively to further tailor the scope and budget to best meet the needs of the City.

We appreciate the opportunity to submit this proposal and work with you on this important project. Please let us know if you have any questions or need additional information. We look forward to discussing this proposal with you in the near future.

Sincerely,
Jean Ward, AICP Thomas G. Merrell
Vice President, Community Planning Services President

City of Buellton Proposal for Comprehensive General Plan Update Civic Solutions July 19, 2024  v
Contents

1. Organization, Credentials and Experience.......................................................................................... 1

2. Project Team....................................................................................................................................... 5

3. Understanding the Scope of Work...................................................................................................... 9

4. Tasks and Timeline............................................................................................................................25

5. Standard Professional Services Agreement......................................................................................27

6. Cost ...................................................................................................................................................28 Attachment: Resumes ..............................................................................................................................31

City of Buellton Proposal for Comprehensive General Plan Update Civic Solutions July 19, 2024  1

1. Organization, Credentials and Experience
a. Firm Overview and Qualifications
Civic Solutions is a planning consulting firm that provides comprehensive planning and entitlement services to municipalities and other public agencies. The firm is established around the principle that community planning and development ultimately serve the public interest. Serving numerous cities and counties allows us to bring broader perspective to the City, giving us the ability to use the best practices of the planning profession for the ultimate benefit of the community.

Civic Solutions is a full-service planning firm, providing a range of services including project management and preparation of comprehensive plans and policy documents, community engagement efforts, zoning and development codes, specific plans and design guidelines preparation, ministerial and discretionary processing, and CEQA documentation. Civic Solutions has 23 employees and has been in business for over 30 years. As a full-service planning firm, Civic Solutions has the broad base of urban planning and design experience needed to prepare visionary General Plans and General Plan elements for a variety of physical environments and diverse communities. Our plans balance community input and vision with state requirements and good planning practice to create meaningful policies and objectives that will help the City realize its goals over time.

Civic Solutions is ideally equipped to successfully provide planning services to the satisfaction of our clients and the communities we serve. A major component of our services is to provide contract planning staff at all levels to our municipal clients. With this experience, we have the unique perspective of implementing policy plans and regulatory documents on a daily basis, giving us the depth of understanding of how plans and regulations function “at the counter” and how policies function in their use to decision makers. Most importantly, by working in municipalities all over Southern California as contract planners, we are adept and responsive, providing the highest level of customer service to our clients. We fit seamlessly into the cities we serve and maintain open lines of communication.

The Civic Solutions team has significant combined experience preparing General Plan updates and conducting community outreach, and we are uniquely qualified to work in small, semi-rural communities located in agricultural regions, as described in more detail in Section 2 of this proposal, and described in the project descriptions below. Listed below are several of our most recent General Plan updates, focused General Plan element updates, and long-range planning projects of similar nature. Additional relevant project experience is included in the resumes for each of our Team members in the Attachment.

N orco G eneral Plan Update
Civic Solutions’ Vice President, Jean Ward, is currently directing Norco’s General Plan update as the City’s Contract Project Manager. Through an expansive year-long public
engagement process, the consultant/City team has clarified the community’s vision and core values for a unique, semirural small town with a powerful focus on preserving and supporting its equestrian and agrarian lifestyle. The General Plan is not aimed at changing anything fundamental to
Norco; rather, the overarching intent is to protect and enhance the City’s agricultural and equestrian lifestyle and to maintain fiscal sustainability to pay for the lifestyle that residents enjoy, including trails and open space amenities.

The primary opportunities for economic development are
along the City’s commercial corridors, and the key areas of

City of Buellton Proposal for Comprehensive General Plan Update Civic Solutions July 19, 2024  2
discussion focused on enhancement opportunities that are consistent with Norco’s small town, semi-rural character and how to make best use of Norco’s commercial corridors to help generate revenue for the City while preserving and enhancing the character and values of Norco. While there are many clear points of consensus among community members, there remained some areas of competing interests, and the focus of community discussion was on how best to balance the competing interests, economic realities, and values of the community. We will draft the General Plan in the coming months, and adoption is expected in late 2025.

Rancho Cucamonga G eneral Plan Update
Jean served as the City’s Contract Project Manager for the Rancho Cucamonga General Plan Update. This General Plan focuses on organizing growth within Centers, Corridors, and Districts, aiming to transform auto-dependent suburban arterial corridors and commercial strips into walkable, mixed-use places, while protecting the character of existing
neighborhoods. As part of this update, our team prepared detailed vision plans for eight Focus Areas. Jean has continued to work with the City to manage the preparation of detailed master implementation plans for two of those areas. The City Council enthusiastically and unanimously adopted the General Plan in December 2021. It has since been recognized with SCAG’s 2022 Sustainability Award for Efficient and Sustainable Land Use, as well as the National APA Sustainable Communities Division award for Citywide Plan.

Jurupa Valley Pedley Town Center Plan and Citywide Corridors Plan Jean is currently directing a Citywide Corridors
Plan and recently completed the Pedley Town
Center Plan for Jurupa Valley to guide the
transformation of suburban development built
under Riverside County standards to the “semirural small town” that residents envision. The City of Jurupa Valley spans approximately 45
square miles between the Southern California
cities of Ontario and Riverside. Much of the
city’s area is made up of either semi-rural
equestrian properties or conventional
suburban development; however, specific
areas like Pedley, due to their history and location, began as small, traditional centers of commerce and activity. The Pedley Town Center Plan is designed to be a tool for clearly articulating an implementationfocused, community-based vision to guide the future of the Pedley area, and to preserve and enhance its many unique characteristics and attributes, including the equestrian character and trail connections and the Metrolink station, which provides regional access. The Pedley Town Center Plan will be adopted this year as part of the City’s General Plan, the first of three “town center plans” in the City. The Citywide Corridors Plan presents an opportunity to address the functional and aesthetic characteristics of the City’s major corridors, rather than viewing the streets solely as transportation infrastructure that moves cars around. Preparing a long-range plan for the City’s major corridors will provide customized Jurupa Valley Street Standards that can accommodate the necessary vehicular traffic while also supporting pedestrian, transit, bicycle, and equestrian modes, and reflecting the community’s semi-rural character.

City of Buellton Proposal for Comprehensive General Plan Update Civic Solutions July 19, 2024  3
Buellton 2 023-20 31 Housing Element Update
Civic Solutions, with Project Manager Jean Ward, prepared the City of Buellton’s 2023-2031 (6th Cycle) Housing Element Update. The Housing Element provides for the development of sufficient housing units to meet and exceed the City’s RHNA numbers through the development of pending
pipeline projects, remaining AHOZ sites, development of ADUs, and remaining vacant residential sites. Based on the “Adequate Sites” analysis conducted as part of the update, Buellton has an estimated RHNA surplus of 598 units. This means an estimated 598 units above the City’s RHNA
allocation (165 units) could be accommodated within
existing zoning standards. The updated Housing Element
removes obstacles to the development of housing in the City in compliance with state law and meets all other state requirements. The Housing Element was adopted in May 2023 and certified by HCD on August 1, 2023. Civic Solutions also prepared targeted updates to the Development Code to implement new housing laws to accommodate special needs housing, and recommendations for updates to the Safety Element, which can be used as a foundation for the focused updates to the Safety Element. The Housing Element Update included a significant community engagement, outreach, and educational component regarding housing development and current state law. This direct experience with the City and the community enhances our understanding of the assignment and our ability to update the General Plan efficiently and meet the desired outcomes of the community. b. Point of Contact
The main point of contact for the period of RFP evaluation and for administration of the contract is:

Jean Ward, AICP, Vice President of Community Planning Services Phone: 626-584-8951
Email: [email protected]
c. Civic Solutions’ Personnel Assigned to the Project
With over 25 years of experience, Jean Ward will provide principal-level experience in management of the General Plan Update process. Jean has directed numerous comprehensive plans, specific plans, community engagement efforts, and other complex planning projects, and has a successful track record of managing a diversity of community-based, implementation-oriented plans on schedule and within budget. She pays great attention to working with specialized professionals who share her core values and passion for creating livable places and providing the framework for a collaborative approach to every project.

As the Project Manager and Principal-In-Charge for the General Plan Update, Jean Ward will manage all components of the General Plan effort and coordinate the efforts of the consultant Team. Current and recent General Plan updates and long-range planning projects that Jean has directed, or is currently managing, include City of Norco General Plan Update, City of Rancho Cucamonga General Plan Update, City of Buellton Housing Element Update, City of Jurupa Valley Pedley Town Center Plan, City of Jurupa Valley Citywide Corridors Plan, City of Jurupa Valley Housing and Safety Element Updates, Etiwanda Heights Neighborhood & Conservation Plan for the City of Rancho Cucamonga, and North Business Park Specific Plan for the City of Westlake Village, among others. Jean’s resume, including a more comprehensive list of planning projects of similar nature, is included in the Attachment to this proposal.

City of Buellton Proposal for Comprehensive General Plan Update Civic Solutions July 19, 2024  4
Through her consulting management experience, Jean works regularly with outside agencies, community groups, and organizations, and understands the communication needed to prepare and implement a General Plan Update. Jean is an experienced and responsive Project Manager who can successfully collaborate with City staff, a multi-disciplinary team of specialists, and the community to create a forward-thinking General Plan that reflects the unique goals and vision of the community and is focused on implementation and realization of that vision.

Adam Pisarkiewicz, Principal Planner, will work closely with Jean throughout the process as the primary planner for the General Plan Update. Adam will lead the research and analysis related to the land use, social equity, sustainability, conservation/open space, parks and recreation, and public facilities and services elements, as well as leading on General Plan policy development in coordination with City staff. Adam will also lead in writing and managing the production of General Plan draft documents and will conduct presentations to City officials and the public with Jean and the Team.

Civic Solutions recently worked with the City of Buellton on the 2023-2031 Housing Element, draft updates to the Safety Element, and focused updates to the Development Code for streamlining housing production. This experience has provided both Jean and Adam with valuable local knowledge and insight into the City’s goals and aspirations, community dialogue and perspectives, and existing plans, policies, regulations and processes.

In addition, Jean and Adam have built relationships with Planning staff, allowing us to jump right into the process, forming a seamless team with the City staff and kick-off the General Plan update process immediately, efficiently, and effectively.
d. References
Below is a list of three references for whom similar scope of work was performed:

Norco General Plan Update
Alma Robles, Community Development Director
2870 Clark Avenue
Norco, CA 92860
(951) 270-5682
[email protected]
Rancho Cucamonga General Plan Update
Matt Burris, Deputy City Manager
10500 Civic Center Drive
Rancho Cucamonga, CA 91730
(909) 774-4201
[email protected]
Jurupa Valley Pedley Town Center Plan and Citywide Corridors Plan Dianne Guevara, Deputy Community Development Director
8930 Limonite Avenue
Jurupa Valley, CA 92509
(951) 332-6464, ext. 203
[email protected]

City of Buellton Proposal for Comprehensive General Plan Update Civic Solutions July 19, 2024  5

2. Project Team
Civic Solutions has assembled a Team of visionary and technical professionals to prepare the Buellton General Plan Update. This Team has worked extensively on similar projects and has the necessary skills and experience to result in a community-supported, practical, and easily understandable General Plan that is tailored to Buellton’s semi-rural character. The Team we have assembled includes many of our teammates from recent General Plan Updates and long-range planning efforts. In addition, the majority of our Team members have experience in Buellton and/or the region, and we are uniquely qualified based on our experience working in small, semi-rural, agricultural communities. An organizational chart identifying each Team member and their role is provided below, followed by descriptions and qualifications of each firm comprising our Team. Resumes for the key Team members, including all subconsultants, are included in the Attachment.

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Civic Solutions will serve as the project lead and will be responsible for overall project management, cohesive General Plan development, land use policy, and policy related to open space, sustainability, and social equity. As a fullservice planning firm, Civic Solutions has the broad base of urban planning and design experience needed to prepare visionary General Plans and General Plan Elements for a variety of physical environments and diverse communities. Our plans balance community input and vision with state requirements and good planning practice to create meaningful policies and objectives that will help the City realize its goals over time. Civic Solutions’ Vice President, Jean Ward, excels in assembling the right team for the unique challenges and opportunities of every planning project. Jean has successfully collaborated on a wide range of planning projects with all of the subconsultants on our Team, which are described below.

Additional firm information, experience, and qualifications for Civic Solutions can be found in Section 1 of this proposal.

We have included Sargent Town Planning on our Team as the lead urban designers, who contribute greatly to the policy direction of the Land Use Element by providing community character and placemaking strategies for human-scaled design. Sargent Town Planning brings significant experience in small, semi-rural and agricultural communities, and we collaborate regularly on many of our projects. Sargent Town Planning was founded in 1995 as the antidote to suburban sprawl, with a commitment to planning and urban design for small towns and walkable neighborhoods throughout California, many in rural settings. Examples of their relevant experience includes a Citywide Corridors Plan and Pedley Town Center Plan for Jurupa Valley to guide the transformation of suburban development built under Riverside County standards to the “semi-rural small town” that residents envision; a new General Plan for Tehachapi, replacing their “one-size-fits-all” General Plan with a completely new plan based on their identity as “a small mountain town;” a new plan for a mixeduse town center for Saticoy, a historic lemon packing house township that was being swallowed by Ventura’s eastward sprawl; a “Neighborhood Planning” community design analysis of Ojai, characterizing the development patterns and forms that make Ojai unique, as the foundation for a General Plan Update; and a comprehensive General Plan Update for the City of Norco, focused on preserving and enhancing their treasured semi-rural small-town lifestyle.

Sargent Town Planning also brings John Baucke (resume included in the Attachment) to coordinate and calibrate commercial, residential, and mixed-use infill development types and intensities in relation to Kosmont’s economic analysis and development strategy work. John’s long background in planning and developing walkable mixed-use places, and entitling infill development in Santa Barbara County and around the state, will help the Team to develop visionary and practical strategies for attracting new investment in forms that reinforce Buellton’s small-town patterns, forms, and character.

Circlepoint will lead the Team’s community outreach and engagement program for the General Plan Update. With offices in Oakland, San Jose, and Orange, Circlepoint is a privately held California corporation and a certified Small Business and Disadvantaged Business Enterprise established in 1987. Circlepoint has designed and led several very successful community engagement programs for complex and challenging projects with Civic Solutions and this Team over the past several years. Helping communities bring their visions for development to fruition is a collaborative effort, one where stakeholders – from regulatory agency staff to local agencies to the public – are brought into the process to define and support the objectives. Finding the appropriate balance between competing objectives is essential for helping the voices of stakeholders, elected officials, and the public-at-large to reach informed consensus. Circlepoint is well versed in employing communications and community engagement tactics to help public agencies plan and implement programs and address complex

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public policy and design issues. Circlepoint excels in helping clients navigate the ever-changing landscape of public outreach and communications to engage stakeholders and community members and ensure broad public participation. Susan Harden, Managing Principal who will lead this engagement process, also led the community visioning effort for Buellton’s 2012 Vision Plan, including workshop planning, facilitation, and project coordination.

Founded in 1987, KOA Corporation (KOA) is a leading provider in professional services in transportation planning, modeling, and transportation engineering for public agencies and private sector clients. Their focus on safety for all travelers is the foundation of their professional practice. Over the last 5 years, KOA has worked closely with the City of Buellton on several projects and studies. In 2020-2021, KOA completed a baseline circulation conditions report update for the City of Buellton. This document took into account existing traffic conditions at close to 15 city intersections and 9 roadway segments to assess operational conditions. In 2021- 2022, KOA and the City partnered to prepare the Traffic Impact Assessment and Vehicle Miles Traveled guidelines. KOA is currently working with the City on an assessment of SR-246. This direct experience with the City of Buellton is augmented by KOA’s vast expertise in preparing Circulation Element Updates as part of General Plan Updates and Specific Plans. Through this work, KOA has engaged in travel demand modeling, vehicle miles traveled assessments, and traditional level of service analyses. KOA has worked closely with land use and housing consultants to estimate future growth conditions and ensure that transportation infrastructure is able to accommodate anticipated growth. KOA will bring this same level of expertise to the City of Buellton. Building off their direct experience with the City, the KOA team will be able to hit the ground running to ensure the General Plan Update work is completed effectively and in an efficient manner.

Atlas Planning Solutions will prepare the Noise Element and Safety Element Updates, building on the work of the recently adopted Local Hazard Mitigation Plan and draft updates to the Safety Element prepared by Civic Solutions as part of the 6th Cycle Housing Element update process. Atlas Planning Solutions specializes in providing solutions to climate adaptation and hazard mitigation with a keen understanding of urban planning and how to create resilient places to live and work, and communities that thrive in this ever-changing landscape. Atlas Planning Solutions is a leader in the field, and our firms regularly collaborate on General Plan updates. Founded in 2018 as a small, woman-owned, and disabled-veteran-owned business, their mission is to leverage their skills and experience in comprehensive planning, climate adaptation, and hazard mitigation, offering clients a wide range of consulting services to help them navigate their complex problems and issues. Atlas Planning Solutions specializes in climate adaptation services and the integration of Hazard Mitigation Planning and General Plan Safety Elements. Since 2006, the State of California has incentivized integrating these two documents, which has become a core service of the firm.

Meridian Consultants will work with the Team to prepare the Environmental Impact Report for the General Plan Update. Meridian Consultants, founded in 2012, is a leader in the fields of community, environmental, and natural resource planning, and offers diverse experience in assisting public agencies with meeting the environmental review requirements of CEQA. The primary focus of Meridian’s practice is the preparation of documents that comply with the requirements of CEQA and NEPA for public agencies ranging from Notices of Exemption or Exclusion to Initial Studies and Environmental Assessments, Negative Declarations, and Mitigated Negative Declarations (MNDs) to complex Environmental Impact Reports (EIRs), Environmental Impact Statements, and joint CEQA and NEPA documents for major projects. Meridian’s technical expertise and experience are matched by their ability to communicate planning and environmental

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information in well-organized and straightforward reports and presentations that produce successful outcomes.

Meridian regularly participates in the preparation of General Plans and Specific Plans and major amendments and updates to General Plans and Specific Plans. Their work on major projects involves tiering off the analysis and mitigation in Program EIRs for General Plans and Specific Plans. This experience allows for appropriately scoping and focusing programmatic analysis for plans and producing Program EIRs that facilitate the review of subsequent projects. Meridian has been working for the cities of Solvang and Lompoc since the firm was established in 2012, and their experience with community planning in the portion of Santa Barbara County where Buellton is located enhances the Team’s ability to assist the City with updating the General Plan. In addition, Tony Locacciato, Principal and lead CEQA consultant for this effort, has extensive experience with major specific plan projects in Ventura County involving general plan amendments, amendments to voter-approved urban growth boundaries, and annexations.

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3. Understanding the Scope of Work
We understand that this General Plan Update is not a wholesale rewrite of your current General Plan. Our scope of work assumes we will build upon, organize, and synthesize information from the previous community engagement and analyses from the Housing Element Update, and foundational work for the 2021 Land Use and Circulation Element (LUCE) Update with further public engagement and analysis to produce a comprehensively updated General Plan document. In addition, we will work cooperatively with the economic and market analysis work being prepared by Kosmont, and work efforts of the Skinny 246 Plan. Our Team is well suited for this assignment based on our local knowledge and experience working in Buellton and the region, and we have technical expertise in each General Plan topic area to ensure the updated General Plan meets new statutory requirements, reflects current conditions and community issues, and recognizes the City’s new plans that have been adopted since the General Plan was last updated.

Based on the RFP, our previous work experience with the City of Buellton, and our Team’s combined experience preparing General Plans, we further understand that additional goals and objectives for this General Plan Update include:
• Preserve and enhance Buellton’s small-town identity and quality of life, and its strong visual and physical connections to the surrounding rural setting.
• Preserve and support the success of existing commercial and industrial districts and corridors. • Develop strategies to enable a balanced mix of new housing to better support local businesses while preserving and strengthening the identity, scale, and patterns of Buellton’s existing and future neighborhoods.
• Enhance pedestrian and bicycle connectivity and compatibility between neighborhood-serving commercial centers and adjoining neighborhoods, and further strengthen the identity and function of the Avenue of the Flags District as an important commercial and cultural destination for the City and for the region.
• Reimagine the potential of Highway 246 as an important “connector space” in the center of town – better connecting the north and south halves of town across 246, and the east and west halves across Highway 101.
• Ensure that any potential expansion of the town’s Urban Limit Line respects Buellton’s small-town patterns and the integrity of surrounding rural landscapes, and enhances Buellton’s economic and fiscal health.
• Creatively define unique, small-town public space design concepts for safer, more beautiful streets, more useful and accessible parks, and more lively welcoming places for cultural activities and the arts. • Identify necessary trade-offs, balance competing priorities, and address policy issues head-on to overcome barriers to implementation and maintain the small town, semi-rural community character that is central to quality of life in Buellton.
• Be implementation-oriented by identifying specific and clear short, medium, and long-term actions and responsibilities, methods for tracking and evaluating progress, and strategies for funding recommendations programs and actions items.
• Create a document that is clear, understandable to the layperson, and easy to use by a variety of audiences.

The Scope of Work outlined below is preliminary and will be further tailored and finalized based on discussions with City staff if selected. Please note this scope of work and preliminary budget are based on assumptions about level and applicability of work already completed on the Adminstrative Draft LUCE and associated CEQA work. Based on future review of those documents, as well as further discussions about the potential UGB expansion, the scope of work and budget may be adjusted. We will work closely with City staff to further tailor the scope and budget to best meet the needs of the City. For the purposes of this preliminary scope and

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budget, we have assumed all working meetings with City staff, with the exception of the Kick-Off Meeting/City Tour, to be virtual meetings.

Task 1. Project Initiation and Administration
Task 1.1: Initial Document Review
In advance of the kick-off meeting, Civic Solutions will meet with Planning staff virtually to identify and collect relevant background documents, including any administrative review draft documents prepared as part of the LUCE effort, and other ongoing efforts such as the Skinny 246 Plan. In addition, we will gather any relevant current development plans and data sets, and begin initial review of these documents to bring ourselves up to speed in advance of the kick-off meeting and citywide tour.

Task 1.2: Kick-O ff Meeting and City Tour
Civic Solutions will work with Planning staff to organize and attend a kick-off event in Buellton that includes a kick-off meeting attended by the key members of the Consultant Team and appropriate City staff from all relevant departments, followed by a citywide tour led by City staff. The purpose of the meeting will be to discuss project goals and expectations and project management protocols, review the scope of work and timeline, and discuss the community engagement approach. Additional issues to be addressed will include the identification of key individuals, organizations, and agencies to be involved in the General Plan Update and communication and review protocols. Together with, or separate from, the kick-off meeting, Civic Solutions will schedule a City Tour with City staff to gain additional insight into the community related to community character and recent development projects, and discuss areas of particular interest and focus.

Task 1.3: Scope and Schedule Refinement
Civic Solutions will work with City staff to refine and finalize the overall work plan and schedule to identify major project tasks, milestones, outreach events, and hearings. In addition, throughout the duration of the project, we will work closely with Planning staff to provide more detailed working schedules at each major phase of the process with more specific dates identified for product deliverables, timelines for City review, and public engagement events and meetings.

Task 1.4: Project Management and Team Coordination
Jean Ward will be the point of contact and will provide overall management of the project and the project Team. She will stay in regular contact with City staff to discuss ongoing work efforts, public engagement events, milestones, environmental review, and deliverables associated with the General Plan Update. To meet an 18-month schedule, we suggest establishing regularly scheduled weekly or biweekly Zoom meetings with City staff to discuss current work efforts and plan for next steps throughout the process. We will submit monthly invoices and project status reports. Jean will be the lead in coordinating with outside agencies, and will work with City staff to ensure coordination and collaboration with the efforts of other consultants engaged with the City on economic development and transportation projects. Jean is available to answer questions via phone or email during the project period.

We understand that City Planning staff will provide technical and logistical assistance to the Team in meeting and coordinating with representatives of all relevant City departments. We anticipate that City staff will also work collaboratively with our Team to ensure accuracy of information provided, to interpret the intent and relevance of existing plans, and to identify and clarify major new proposals and initiatives by all City departments.

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Deliverables:
• Kick-Off Meeting Agenda and Meeting Notes
• Revised Schedule and Work Plan
• Monthly Progress Updates
Task 2. Community Engagement Strategy
As part of the General Plan Update, Circlepoint will assist the Team and City staff with formulating a community engagement strategy, building upon the initial efforts at the staff level, and fostering widespread public participation throughout the process. The engagement strategy will consider applicable community input and housing survey responses received during the public engagement effort conducted for the 6th Cycle Housing Element, which was adopted in 2023 and certified by HCD. The program will also build upon foundational work performed for the LUCE 2021 update, which included public outreach, community engagement and visioning for land use, circulation, and social equity conditions and issues. Outreach methods will be customized to maximize community participation, and will include creative and innovative strategies to increase the number of people engaging in the process. Input will be sought from residents, business proprietors, property owners, neighborhood groups, community and faith-based organizations, and other constituencies identified by the City. Special effort will be made to include minority, low-income, youth, renter, non-English speaking, and disabled persons.

Task 2.1: Public O utreach Program
In collaboration with the City, our Team will develop a “Program” outlining the community engagement goals and strategy. The Program will identify key stakeholders, primary communication and outreach tools (city website, social media, workshops, and surveys), roles and responsibilities of the Team/City, and a timeline for implementation. The Program will clearly articulate how to leverage the City’s social media and “Engage Buellton” as key tools of web-based sharing platforms for the planning effort.

Task 2.2: Public Engagement Activities
Our Team will organize two community workshops/informational meetings to continue engaging the public in the General Plan Update. These workshops are suggested to occur towards the end of Tasks 3 and 4; however, this can be adjustment as we develop the Public Outreach Program and schedule. We envision these workshops to begin with a short presentation followed by collaborative tabletop activities, interactive polling exercises, or other hands-on tools. A hybrid option for participation can be incorporated if desired, allowing participants to listen to the presentation virtually and participate in breakout room discussions and/or similar online polling activities. Alternative options to traditional workshops may be explored with the City – such as open houses, pop-up events, or walking workshops. The workshop polling/survey tool can also be replicated for an online survey to expand participation.

Task 2.3: Branding, Social Media and W ebsite Content
Circlepoint will develop content, including text, images, figures, and maps, for use on the City’s website and social media channels, as well as for email blasts and newsletters. This content can be reproduced and used for public meetings and other stakeholder interactions. Circlepoint will help the City manage public responses to social media questions and/or Buellton Engage submissions as part of the final Public Input Report. As part of this effort, we will work with City staff to create a unique, identifiable brand for the planning effort (colors, font, logo) for use on the website, social, and other project materials.

Note: Stakeholder meetings, Joint City Council/Planning Commission Study Sessions (2), and public hearings with the Planning Commission (1) and the City Council (1) are included within the appropriate tasks below.

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Deliverables:
• Draft and final Community Engagement & Public Outreach Program (Microsoft Word) • Preparation for and facilitation of two (2) public workshops/meetings, including presentation materials, handouts, and notes
• Unique Buellton General Plan project “brand” – draft and final • Project content for City website, including updated text at two (2) key junctures • Social media content/graphics + email/newsletter content (4 sets at key points in process) • Draft and final Public Input Report (summarizing input from web-based platform, social, survey, and public workshops)
Task 3. Baseline Conditions Analysis
Task 3.1: Base Mapping
Concurrent with starting the baseline conditions analysis described below, the Team will compile a General Plan Base Map from which to build future maps for the General Plan process and document. We will incorporate City of Buellton (and/or Santa Barbara County) GIS data layers, including but not limited to:

General Plan land use designations, Housing Element sites, existing zoning, transportation facilities (e.g., roads, transit stops), infrastructure (e.g., water, wastewater, stormwater), public facilities (e.g., parks, libraries), and environmentally sensitive habitat. This mapping will include areas being considered for the potential expansion of the Urban Growth Boundary (UGB) and Sphere of Influence.

Task 3.2: Stakeholder Meetings
During this phase the process, the Team will meet in person and virtually with identified stakeholder individuals and groups. The timing, format and attendees for these meetings will be clarified through discussion with City staff during Task 1, and adjusted through discussion as the work proceeds.

Task 3.3: Preliminary Baseline Conditions Report
The Civic Solutions Team will prepare a comprehensive, multi-disciplinary baseline conditions analysis that addresses all topics of the General Plan required by law and identified in the RFP. The primary purpose of this analysis is to provide a solid foundation of information and understanding of the community, as it is, on which plans for future growth and change can be built. This information will be summarized in a clear, highly graphic presentation that will provide all participants in the General Plan process with a shared understanding of the existing community and the forces that may shape its future.

In preparing the Baseline Conditions Report for the General Plan Update process, the Team will aim to rely heavily on the foundational work performed for the LUCE 2021 Update, which included an analysis of land use, circulation, and social equity conditions, and will supplement this work with additional analyses to account for changes since 2021, and address the full range of topics to be covered by the General Plan. The Team will review the existing documents, plans, and data, and identify key findings, including issues and constraints, needs, and opportunities, which will, in turn inform future land use, circulation, and open space alternatives and decision making as the General Plan Update proceeds. We will work closely with City staff to determine what revisions and additional technical analyses are needed to address existing conditions for all topics of the General Plan. The Baseline Conditions Report will also include a summary of community input gathered to date through the stakeholder interviews and initial community visioning survey described in Task 2.

KOA completed the LUCE Baseline Conditions Report in 2021, which focused on circulation and traffic conditions. As part of that work, KOA collected data and analyzed 14 intersections and 9 roadway segments.

Additionally, growth factors were estimated to account for future growth conditions. KOA will work with the Team and City staff to determine the necessary revisions to this report. Changes to the report may be

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triggered due to changes of intersection configuration, major roadway improvements, and other changes that might alter the conclusions established in the Baseline Conditions Report. KOA will update the Baseline Conditions Report as it relates to transportation/roadway conditions, public transit service changes, bicycle facility improvements, and micro-transit/micromobility/transportation technology improvements. KOA will also account for one day of field work to verify roadway conditions have not changed. This scope assumes that no new traffic counts will be collected. If the City requires collection of data, a change order or amendment to scope will be required.

As part of the baseline conditions analysis, we will coordinate and collaborate with the market analyses and economic development work being conducted by Kosmont, and the recommendations being developed as part of the Skinny 246 planning process. This analysis will consider and address anticipated potential expansion of the Urban Growth Boundary (UGB) and Sphere of Influence to the north, and potentially other areas.

With strong urban design and placemaking experience on our Team, this task will include preparation of a series of diagnostic maps and diagrams documenting existing building patterns, building size, public open space patterns, private on-site open space patterns, and other physical characteristics that define the existing community design character. This analysis, combined with the foundational work of the LUCE, will address and confirm opportunities for multimodal connectivity enhancements, improved transitions between different land uses and development intensities, visual and physical access to community open spaces, and opportunities for additional parks and trails. The physical analysis will include an inventory of recent, current, and proposed construction/development activity since the 2021 LUCE. The General Plan housing inventory will be coordinated with Housing Element housing inventory.

Task 3.4: W orking Session with City Staff and Draft and Final Baseline Conditions Report Based on this initial analysis, initial engagement, and discussions with City staff and stakeholders, the Team will identify some initial strategies and design concepts that may be helpful in capitalizing on key opportunities, additional findings not presented in the LUCE process, and confirming and/or refining the vision of the LUCE.

We will hold a working session with City staff to review the Preliminary Draft Baseline Conditions Report, and then update the report (Draft and Final) based on input from City staff. We suggest holding the first of our two community workshops at this stage, although this will be confirmed in development of the Community Engagement Program with City staff in Task 2.

Deliverables:
• General Plan Base Map
• Summary of Stakeholder Interviews
• Preliminary Draft, Draft and Final Baseline Conditions Report Task 4. Refinement and Clarification of the Preferred Alternative At this phase of the process, based upon baseline analyses and community input gathered to date, our Team’s typical approach would be to develop a vision and strategy for the General Plan Update by preparing several land use and circulation scenarios for community discussion prior to embarking on writing the General Plan document. Because this assignment calls for building on the foundational work of the LUCE, the Team will instead confirm and refine the preferred alternative identified in the LUCE, including updating the buildout projections to 2045.

Task 4.1: Design Concepts and Vision Refinement
This will be an important stage of the process in which we will prepare initial conceptual plans and supporting maps and diagrams that will clearly illustrate areas that may be prioritized for conservation and very limited change, areas prioritized for targeted improvements, and areas in which more significant infill development

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and public space improvements may be most appropriate. The intent is to animate the physical outcomes of the preferred alternative with small town, semi-rural community design and bring it to life to confirm, and refine as appropriate, the vision and preferred alternative reached in the LUCE. In addition, high level strategies for realizing such outcomes will be discussed as a framework for policy direction for the General Plan Update.

This exercise of confirming and refining vision and preferred alternative through illustrative land use, mobility, and public realm design concepts will ensure that the General Plan Update will clearly reflect and support the community’s vision and lifestyle aspirations, while also maintaining consistency with state laws and local economic and fiscal imperatives. The preferred alternatives will be confirmed and refined to support housing and commercial development, to facilitate mobility, environmental, and social equity goals, and to balance development with conservation of open space and Buellton’s semi-rural character. The intent is to promote the development of healthy, walkable neighborhoods, and enhance opportunities for residents to easily access transportation, and public services and facilities.

By this stage of the process, we will know the outcome of the 2024 ballot measure to expand the UGB.

Depending on the results of this measure, additional work may be done to help strategically expand the footprint of the City to Sites A, B and C, as identified in the proposed initiative. We understand that one of the City’s goals is to provide opportunities for new housing to continue to be a desirable community for families and to support commercial development and employment uses. The contributions of potential new neighborhoods to Buellton’s small town and neighborhood qualities (and to the success of existing and future neighborhood-serving commercial activity centers) will depend heavily on the ways in which those new neighborhoods are seamlessly connected to the existing town, rather than appearing in the typical form of a new, walled housing project “tacked on” to the fabric of the town. We will illustrate and provide clear policies to ensure seamless connectivity, walkability, and small town lifestyle enhancement. Each new piece of development and improvement must incrementally contribute more to Buellton’s small town, semi-rural character, rather than appearing as a fragment of cookie cutter suburban development dropped into the Santa Barbara County landscape. Depending upon the outcome of the ballot measure and direction of the City, this task may require additional budget or use of some of the contingency funds to cover this additional analysis, mapping and conceptual design work for Sites A, B and C.

Task 4.2: W orking Session with City Staff and Refined Preferred Alternative Our Team will convene in Buellton for a half-day working session with City staff to review and discuss the design concepts that illustrate the preferred alternative. We will revise and edit based on City staff input and direction to prepare for a Study Session with the Planning Commission and the City Council and community workshop on the refined preferred alternative.

Task 4.3: Joint City Council/ Planning Commission Study Session and Community W orkshop The Team will prepare for and lead a working session with the City Council and the Planning Commission to review design concepts for the refined vision and preferred alternative. The study session will be highly interactive to discuss the land use, circulation, and public realm design concepts and to receive feedback and direction on the refined vision and preferred alternative. We recommend holding the second community workshop at this stage, either before or after the joint City Council/Planning Commission Study Session, although this will be confirmed in development of the Community Engagement Program with City staff in Task 2.

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Task 4.4: Final Preferred Alternative
Based on input received from the community and from the City Council and the Planning Commission, the Team, in consultation with final input from City staff, will prepare the final vision and preferred alternatives that will serve as the basis for the General Plan Update. This will be documented primarily in the form of a PowerPoint presentation, with clear maps, diagrams, illustrations, photography, tables, and charts so that the alternative can be easily understood by all audiences.

Deliverables:
• Initial Draft and Draft Design Concepts and Vision Refinement (in PowerPoint) • Quantified and updated development potential for 2045 buildout • Final Preferred Alternative (in PowerPoint)
Task 5 . G eneral Plan Update
Based on the final preferred alternative and direction from City staff, the Team will prepare the updated General Plan document. The General Plan will serve as the City’s long-range, comprehensive land use, circulation, and implementation plan for guiding development within the plan boundary through 2045. As stated in the RFP, this update will not be a wholesale rewrite, but rather a “refresh” of the existing General Plan. It is intended to accommodate projected growth during the 20-year planning horizon, address the current and emerging community issues identified in the process, meet new statutory requirements, and build upon and strengthen the General Plan policies and programs already in place. The updated General Plan will reflect changes that have happened since the various individual Element updates, such as adoption of the Avenue of Flags Specific Plan (2017) and the Village Specific Plan (2013), preparation of the 2012 Vision Plan, 2018 Economic Development Strategy, 2024 Economic and Market Analysis, and implementation of several private and public development projects.

Task 5.1: G eneral Plan O utline, Format and Design
Civic Solutions will work with the City to prepare a detailed outline of the General Plan. Based on the RFP, it is anticipated that the updated General Plan will generally be organized by element/chapter similar to the current General Plan, although the Team may recommend modifications based on our experience preparing General Plans for other communities and/or information on key topics gleaned from the process to this point.

We are flexible to organize the General Plan; however, the City determines what is best, in a way that is logical for City staff to use on a daily basis. We are also cognizant of the importance of creating a document that is clear and easy for the public to understand, and this will be of foremost consideration.

We will prepare an updated layout and design for the General Plan document that will complement the style and branding of the General Plan logo designed earlier in the process. We will develop sample page layouts for City staff to review. Based on the comments, we will revise the design for the General Plan. We strongly recommend using InDesign for final report production of the document for the most professional, easy to read, and graphically appealing General Plan that will serve as the first stop for residents to understand the future of Buellton and to communicate the community’s vision and core values to developers and outside parties. We can provide the text for early drafts of the General Plan in Microsoft Word, for ease of use in editing and revisions, as noted below.

Task 5.2: Administrative Draft General Plan
The Team will prepare the updated Administrative Draft General Plan based on the approved outline and format. As noted in the RFP, some elements will be comprehensively updated, while others will be focused or have minor changes only. As work progresses, we will provide drafts of each General Plan element/chapter for review. Jean will coordinate closely with City staff and the consultant Team to provide adequate time for

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review and discussion of revisions for each section. The updated General Plan will address the following topics (initial suggested organization only).

Introduction and Vision
This would be a new chapter of the updated General Plan and will provide an overview and context for the chapters that follow. It will include the community’s vision, core values, and guiding principles for the future of Buellton. This introductory chapter will provide brief history and context for community character. In addition, this chapter will provide a high level overview of the community engagement process to identify and recognize the community’s contribution to the General Plan.

Land Use and Community Character
The purpose of this Element is to ensure an appropriate mix of housing, employment, retail/services, recreation, culture/arts, education, and entertainment for the City’s residents and businesses, and to ensure that new growth is responsible and benefits the community now and into the future, and is compatible with the small town, semi-rural, and surrounding agricultural environment. This element will present comprehensive quantitative and qualitative information regarding the distributions of land use types, development intensities, the scale and character of the built environment – including both private development and the public spaces that connect and are defined by development. The comprehensive update to this element will build off the already-completed baseline report done as part of the 2021 LUCE Update. As indicated in the RFP, the work effort for this element will include:
• Revisions to the LUCE as needed.
• Social equity policies/programs as determined by the Social Equity Analysis completed for the LUCE. • Potential changes to land use designations, particularly Neighborhood Commercial. • Redefining industrial zone (mixed-use, light industry vs. heavier uses; particularly as it relates to the changes occurring on Industrial Way).
• Consistency with Circulation Element direction.
• Consistency with potential UGB expansion.
• Considering land use refinements to preserve industrial uses in the northernmost portion of McMurray Road industrial corridor.
• Including applicable “Greenways” (e.g., River Trail). • Addressing applicable changes in state legislation.
• Identifying new opportunities to incorporate arts and culture into the community fabric. • Identifying placemaking opportunities and providing strategies to enhance quality of life and economic development by creating a sense of place.

We suggest the Land Use Element expands, both in title and content, by merging the topic of land use with urban design and placemaking. The City may want to consider place-type designations rather than conventional land-use-only designations. This can be discussed further with City staff during our process. The added value Sargent Town Planning brings to our Team is to translate and embed Buellton’s small town, semirural, and neighborhood qualities into a tangible set of “uniquely Buellton” policy imperatives regarding the scale, siting, massing and frontage design for new buildings of all types (most particularly housing), in the General Plan, as well as ensuring “appropriately-placed rooftops” that recognize connections and transitions to adjacent land uses. In this way, it would be very difficult for builders to demand “waivers” of zoning requirements aimed at ensuring “semi-rural small-town character,” and offer the City more protection against off-the-shelf housing projects. Equally important for community character are traffic calming, pedestrian safety, and park improvements. We will illustrate and provide very specific policies for an integrated, safe,

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comfortable, human-scale public realm that is “the framework of community.” The public realm is all the spaces in between the buildings and is the fabric of the community. A coherent, comprehensive policy framework for how those spaces are designed and connected is the difference between an authentic small town and individual “projects” in a suburban setting.

Circulation
The Circulation Element will define the City’s multimodal transportation network and transportation policies to support the anticipated land use growth and provide adequate mobility options and a safe transportation system. From initial review of available documents, it appears the mobility recommendations from the 2021 LUCE and ongoing Skinny 246 efforts are largely developed and have generated discussion, excitement, and general support from the City Council and community. In addition, KOA has a successful recent project history and partnership with the City, having completed a citywide traffic study in 2021 as part of the LUCE Update, developing Traffic Impact Study and Vehicle Miles Traveled Guidelines, and currently working on the “Skinny 246” concept study. This will allow for efficient work on the Circulation Element and support with any required CEQA transportation analysis. The comprehensive update to this element will build off the already-completed baseline report done as part of the 2021 LUCE Update. As indicated in the RFP, the work effort for this element will include:
• Revising the LUCE as needed as it relates to transportation and mobility. • Obtaining community input and Planning Commission/City Council policy direction regarding scope and components of updates to the element.
• Building off the already-completed baseline report done as part of the 2021 LUCE technical update and any other already-prepared materials.
• Reviewing and revising draft Circulation Element prepared as part of 2021 LUCE Update. • Incorporating policies and programs resulting from the “Skinny 246” concept study currently underway. • Adding new goals and policies related to vehicle miles travelled (VMT). • Adding new goals and policies related to Complete Streets, bicycle & pedestrian infrastructure, including Highway 246 safety and restriping, ease of use for bicyclists and pedestrians, and linear/popout parks to the extent allowed by Caltrans. This will involve identifying general mobility goals and providing high-level recommendations that position the City for future complete street, active transportation, and mobility plans. KOA’s scope will not provide detailed, location-by-location mobility improvements but will identify opportunity areas where bicycle, pedestrian, transit, and other complete street improvements can be identified and explored further by the City. • Updating roadway standards and VMT thresholds.
• Addressing traffic and queueing issues at the Highway 246, Highway 101, and Avenue of the Flags intersections.
• Addressing truck parking.
• Connecting transportation and land use by addressing transit hubs, TOD, and bus service.

Conservation and Open Space
This will include goals and policies related to the retention and enhancement of open space and natural resources, and historic and cultural resources. It will also address approaches to improve air quality and water quality. As indicated in the RFP, the work effort for this element will be comprehensive and will include:
• Determining if “Air Quality” will be included in the Conservation Element, spun-off into a separate element, or woven throughout the General Plan. Based on our experience in preparing General Plans, we recommend this element include resource conservation (and this could be reflected in the title), and, therefore, include air quality in this chapter.

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• Incorporating the following topics: Energy Resources, Historic Resources, Natural and Cultural Resources, and reference to Buellton Community Garden.
• Referencing the Green Team, which is the City’s new grass-roots community outreach program. • Including exterior lighting and Dark-Sky friendly policies. We recommend these also be integrated into Land Use and Community Character.
• Protection of viewsheds.
• Updating data and figures/exhibits, and providing new figures where appropriate.

The RFP requests consideration of whether to keep these two required topics combined, or split into two separate elements. Our Team is flexible and has approached it both ways for other jurisdictions, and we can discuss both approaches with City staff to determine the best outcome for this General Plan. Based on the extent to which natural and agricultural environments define the context within which the City of Buellton exists and are tied to its self-image and identity, and the extent to which natural open spaces are interwoven with the urban fabric, a third option would be to integrate some of the content and policies for open space into the Land Use and Community Design Element, and keep those open space policies related to conservation and management in a combined Conservation and Open Space Element.

Economic Development
The purpose of the Economic Development Element is to provide a long-term roadmap and yardstick for the City’s economic development efforts over the next several decades. This focused update needs to reflect the current status of the City and the new policy-driven direction of the City. Our Team will coordinate with the City’s economic development consultant (Kosmont), who has prepared a background report to reflect the current economic state of the City along with market trends and projections moving forward. We understand the bulk of the work to update this element shall be done by Kosmont in collaboration with City staff, to be incorporated as needed into the overall General Plan Update. It is assumed any needed fiscal impact analysis related to the General Plan buildout or potential annexation will be conducted by Kosmont.

As an added value to our Team, Sargent Town Planning brings the expertise of John Baucke to help us integrate and translate the recommendations of Kosmont’s market study and economic development work to implementable policies and programs into the General Plan. We will coordinate and calibrate commercial, residential, and mixed-use infill development types and intensities in relation to Kosmont’s economic analysis and development strategy work. This will help ensure the General Plan attracts new investment in forms that reinforce Buellton’s small-town patterns, forms, and character.

Based on our experience in preparing General Plans, the City may want to consider replacing the Economic Development Element, which often “goes stale” or becomes outdated during the 20-year planning horizon of a General Plan, with a more short- and mid-term Economic Development Strategy that could be incorporated into the recommended Implementation section of the updated General Plan. Our Team is flexible and will organize the document in the manner that best suits City staff, and we are happy to discuss all possible approaches to this topic at the time of General Plan development.

Housing
Civic Solutions worked with the City to prepare the 2023-2031 (6th Cycle) Housing Element. This element will not require any major revisions; however, we will make minor revisions and clean-ups as needed for consistency with the overall General Plan Update.

Noise
The Noise Element will include goals and policies that seek to minimize and mitigate excessive noise impacts on noise sensitive receivers. Update of the Noise Element will occur in conformance with Government Code

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§65302(f) and will set appropriate noise standards and regulations for different land use types in Buellton consistent with the requirements of state law and the California 2017 General Plan Guidelines. The standards and regulations will include tailoring traditional approaches to be conducive to the development types throughout the City. As indicated in the RFP, the work effort for this element will be focused and will include:
• Updating noise contours for Highway 101, Highway 246, and Highway 246 to Central Avenue. • Informing the Land Use and Community Character Element. • Determining the Impact of new development and buildout of the city since last adoption of the General Plan and conducting analysis to capture impact from noise generators and upon sensitive receptors.
• Reviewing policies and programs for potential changes.

Parks and Recreation
This element provides parks and recreation policies to address the provision of future facilities associated with population growth in the City. The types and location of parks and recreation facilities will be considered to address any existing deficiencies and future needs. As indicated in the RFP, the work effort for this element will be comprehensive and will include:
• Determining what updates to policies and programs are needed to address changes that have occurred since last adoption of the General Plan.
• Reviewing current standards regarding park availability and acreage within the City. • Evaluating whether the City currently has adequate park space per existing General Plan policies to accommodate projected population growth to 2045.
• Adding any new park facilities that have been built or are being developed since the last update, including the Santa Ynez River Trail, Willemsen Addition to River View Park, Avenue of Flags Medians. • Reviewing policies and programs for potential changes. • Updating data and figures/exhibits, and providing new figures where appropriate. • Enhancing the description and policies for recreation since the program has been expanded since the adoption of this element.
• Referencing the Arts and Culture Committee.
• Enhancing definitions of, and distinction between, open space and park uses. • Determining if a separate Zoning District should be considered (which could include Zaca Creek Golf Course) to distinguish between parks which are free for the public versus commercial recreation facilities.

Public Facilities and Services
The RFP identifies this as an optional element and as a comprehensive update. Based on our experience preparing General Plans, we recommend this be a separate element; however, we have also identified public facilities and services within the Land Use Element. Our Team is flexible, and we can discuss the considerations of both approaches during development of the General Plan outline. We understand this will require coordination with all departments and agencies and will need to address adequacy of public facilities and services since 2005 and projected growth through 2045, including potential UGB expansion. An efficient and reliable system of public facilities and infrastructure is essential as the City grows. We will also address legislative mandates and sustainability trends (e.g., recycling).

Safety
This focused update will be in compliance with Government Code §65302(g). Based on a review of the existing element, draft edits prepared by Civic Solutions as part of the Housing Element Update, and our understanding

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of the conditions within the City and the vicinity, we anticipate that seismic/geologic hazards, flooding, and wildfire will be the key hazards of focus for the update. Relying on the recently completed Multi-Jurisdictional Hazard Mitigation Plan completed by the County, our Team will develop an updated element that complies with the latest requirements relevant to the City, including climate adaptation. Although the City is located in close proximity to wildfire hazard zones, none of these zones are located within City limits.

Understanding the possibility of an expansion in the City’s UGB, changes to the City limits could encroach into Very High Fire Hazard Severity Zones identified by CAL FIRE. The presence of these zones would require SB 1241 compliance, which includes review and approval by CAL FIRE and the California Board of Forestry and Fire Protection. If the UGB expands, we will conduct an SB 99 analysis, develop the necessary goals, policies, and implementation actions to meet these requirements, and facilitate the review and approval of the element with CAL FIRE and the Board of Forestry. Depending on the outcome of the ballot measure and direction of the City, this task may require additional budget or use of some of the contingency funds to cover this additional analysis and policy work.

Implementation
For every General Plan, we recommend including a chapter or section, or standalone companion document, that provides an implementation strategy that is tailored to the needs of the City. The implementation strategy is a series of actions large and small that are essential to realizing the goals and policies of this General Plan.

Because City resources are finite, it is essential that a work plan be developed that prioritizes how the City implements the General Plan. In some cases, the action may simply be carrying on those things that the City is already doing, while for others a change in a regulation is needed. The implementation strategy could be in the form of a work plan that is a guide for City staff, decision makers, developers, and the public that lays out specific actions and steps required to achieve the goals set forth in the General Plan. The work plan is a flexible framework within which more precise measures are addressed and re-prioritized over time.

In cases where there is an overall section on implementation, this could be the location of the Economic Development Strategy, as suggested previously in our scope of work. As mentioned numerous times, we are flexible to organize the General Plan; however, the City determines what is best, in a way that is logical for City staff to use on a daily basis. We want to offer ideas and suggestions based on our combined experience updating General Plans for numerous cities in California.

Task 5.3: Public Review Draft G eneral Plan and Joint City Council/ Planning Commission Study Session
Upon completing the City's review of the Administrative Draft General Plan elements, the Team will prepare a Public Review Draft General Plan to be released for public comment. At this stage, we recommend holding a Joint Study Session with the City Council and the Planning Commission to present and discuss the Draft General Plan in advance of public hearings and allow for feedback.

Task 5.4: Adoption and Final G eneral Plan
Following public review and comment period, the Team will make any necessary minor revisions in response to comments from responsible agencies, City staff, the Planning Commission, the City Council, and the public.

This revised Draft General Plan will be presented to the Planning Commission and the City Council during the public hearing process. Jean will coordinate with City staff to help prepare agenda materials needed for Planning Commission and City Council consideration and adoption. Upon adoption, we will prepare a Final General Plan for publication and uploading to the City’s website. Our Team will prepare and submit required filings with state agencies and County Recorder’s offices.

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Deliverables:
• Administrative Draft of General Plan Elements (in Microsoft Word for ease of editing and redlining) • Public Review Draft General Plan for public review (PDF) • Presentations for Study Session and public hearings (PowerPoint) • Final General Plan (Web-ready PDF and InDesign)
Task 6 . Environmental Review
Meridian will prepare a Program Environmental Impact Report (PEIR) for the Buellton General Plan Update to assess the potential environmental impacts of the proposed General Plan in compliance with the provisions of the California Environmental Quality Act (CEQA) consistent with CEQA Guidelines Article 9. The approach and budget are based on the assumption that the prior work completed for the 2021 LUCE Update provides a recent solid database of information that can be incorporated and updated into the General Plan Update Program EIR. KOA will prepare the required transportation technical studies to support the environmental review.

Task 6.1: Transportation Analysis
In support of the environmental review and CEQA documents, KOA will conduct a Vehicle Miles Traveled (VMT) analysis based on the Santa Barbara County Association of Governments’ (SBCAG) Regional Travel Demand Model (RTDM), since the City does not have its own travel demand model. Utilizing the RTDM, KOA will estimate the origin and destination pairs generated by the land use changes as proposed by the General Plan Update. The model will calculate all the trips generated by the new set of land uses and calculate their anticipated length (based on the trip type and OD pairings).

Additionally, depending on the proposed roadway changes and improvements (e.g., major roadway and/or intersection capacity improvements), KOA will adjust the model to estimate VMT generated due to major transportation facility expansion projects. KOA will work with the City to determine the extent of the proposed improvements (as minor transportation facility expansions would not be captured by the RTDM). If a transportation facility expansion is considered major (as determined by KOA and the City), KOA will calculate any induced travel demand that is generated because of this improvement.

KOA will commence the CEQA VMT analysis by conducting a project screening. This screening will provide information on whether the GPU land use changes (along with any major transportation projects) will require a VMT analysis. The assumption is that the GPU will require the VMT analysis – the project screening step is a formal part of the process. KOA will conduct an impact analysis by comparing the baseline VMT conditions in Buellton to the GPU’s generated VMT. If the GPU VMT is below the applicable threshold of significance, it would normally result in a less than significant VMT impact, and would therefore not require further analyses and/or mitigation. KOA will assess the VMT totals and determine if thresholds of significance are exceeded.

Additionally, KOA will assess whether any major transportation projects, as recommended by the GPU, will need to be analyzed and whether VMT generated by them will exceed any significance thresholds.

KOA will work with the City and the General Plan consultant to determine appropriate mitigation measures that will reduce GPU-generated VMT. These can include the development of Transportation Demand Management (TDM) programs, plans for increased alternative modes of transportation, and additional programs such as mitigation banks, exchanges, and fee programs.

Task 6.2: Kick-off, N otice of Preparation and Scoping Meeting Meridian will participate in the kick-off meeting and tour with the City to introduce Team members, discuss initial data requests, and develop the project schedule. Meridian will confirm the scope of environmental analysis and methodologies with the City at the kick-off meeting. Meridian will prepare a Notice of Preparation

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(NOP) for the Draft PEIR, including the project description, information regarding the scoping meeting, and a discussion of probable environmental effects, consistent with CEQA Guidelines §15082. Meridian will post the NOP with the Santa Barbara County Clerk and submit the NOP to the State Clearinghouse for distribution to state agencies for review and comment. Meridian will also moderate a scoping meeting to provide an opportunity for comment on the potential environmental effects of the proposed General Plan Update from agencies and the public. Meridian will prepare a presentation and supporting information materials for the scoping meeting. Comments received in response to the NOP and at the scoping meeting will be considered in finalizing the scope of study in the PEIR and included in an appendix to the PEIR.

Task 6.3: Administrative Draft PEIR
The Meridian team will prepare a project description for the PEIR including the following information, consistent with CEQA Guidelines §15124:
• A description of the relevant interrelated documents and projects (i.e., various General Plan elements, including the Housing Element; development code and zoning updates; and specific plans). • A statement of project objectives.
• A description of the technical, economic, and environmental characteristics of the project. • Graphics showing the proposed General Plan updates such as land use, zoning, transportation, etc. • A statement briefly describing the intended uses of the PEIR.

Setting, impact evaluation, and mitigation discussions will be prepared for each environmental topic identified in the Environmental Checklist (Initial Study) in Appendix G of the CEQA Guidelines. Meridian will prepare a summary of existing conditions, pertinent regulations, and a description of the regional setting, placing special emphasis on rare or unique environmental resources in the City based on the information in the Draft General Plan.

The PEIR will provide a program level analysis of the proposed General Plan, focusing on the potential physical effects on the environment from implementation of the proposed land use plan in the General Plan Land Use Element. A primary objective of the PEIR will be to facilitate tiering for future projects that are consistent with the updated General Plan.

The policies, standards, and implementation measures identified in the General Plan will be identified as appropriate for the mitigation of any potential significant impacts identified. Additional mitigation measures will only be identified if necessary. New mitigation measures will be developed for use as conditions of approval for future projects to facilitate the streamlined clearance of future projects. The methodologies proposed for select environmental topic areas are discussed further below. Other topics will be addressed based on the information in the Draft General Plan, information available from the prior update of the Land Use and Circulation Elements, and publicly available information.

Because the Urban Growth Boundary initiative on the November 2024 ballot states that specific plans will be required for Areas A and C with project level associated environmental review, and an approved development plan will be required for Area C prior to annexation, these areas will be addressed at a programmatic level if the City includes these areas in the General Plan Update based on the project level documentation developed for these areas.

Air Quality, Greenhouse Gas, and Energy
Meridian will prepare Air Quality, Greenhouse Gas Emissions, and Energy evaluations in accordance with all relevant requirements of the Santa Barbara Air Pollution Control District and the adopted air quality plan. The evaluation will assess the local and regional air emissions impacts of VMT changes that will result from the General Plan Update.

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Biological/Cultural Resources
Meridian will complete a search of the California Department of Fish and Wildlife California Natural Diversity Database (CNDDB) to identify sensitive biological resources in the City’s Planning Area. A California Historical Resources Information System (CHRIS) records search will be conducted at the Central Coast Information Center at the Santa Barbara Museum of Natural History to identify recorded cultural resources in the City’s Planning Area.

Noise
The Meridian team will prepare a noise analysis, the results of which Meridian will incorporate into the PEIR.

The noise analysis will focus on localized noise increases that may occur in areas receiving additional housing units or other development based on the General Plan Update. Noise modeling will be completed for major roadways in the City based on traffic volumes and information on fleet mix, speed limits, and other information provided from the General Plan Transportation Study. Based on this modeling, the potential for uses allowed by the proposed General Plan Update to be exposed to noise levels exceeding applicable noise standards will be identified and appropriate programmatic mitigation measures will be identified.

Alternatives Analysis and Assessment of Cumulative Impacts In addition to those sections include in CEQA Guidelines Appendix G, Meridian will prepare the following required sections of the PEIR.
• Alternatives: Under CEQA, project alternatives should be developed that avoid or reduce significant impacts identified in the technical sections of the PEIR. Meridian will work with the City and the Team to identify appropriate alternatives for the PEIR. For the purposes of scoping, Meridian assumes that this section will analyze up to three alternatives in total, one being the CEQA-required “No Project” alternative.
• Cumulative Impacts: CEQA allows cumulative impact analysis to be based on a list of related projects or a summary of projections contained in an adopted local, regional or statewide plan, or related planning documents that describe or evaluate conditions contributing to cumulative impacts. Meridian will develop cumulative impact discussions for all topics addressed in the PEIR based on projections in applicable planning documents and a list of projects to be provided by the City. • Other Required Analyses: Meridian expects to utilize this section to cover a number of environmental topic areas that are anticipated to result in conclusions of no impact. Discussions will provide evidence to support these anticipated conclusions. In addition, this section will cover other required analyses, including growth inducement, any significant irreversible environmental changes, and identification of any significant unavoidable impacts.

Task 6.4: Public Draft PEIR
Meridian will revise the Administrative Draft EIR in response to comments from City staff and submit hard copy and web-ready versions of the PEIR and all associated appendices. Meridian will also prepare the Notice of Availability (NOA) and a Notice of Completion in accordance with the CEQA Guidelines, submit the Draft PEIR to the State Clearinghouse for distribution to state agencies for review and comment, and post the NOA with the Santa Barbara County Clerk. Meridian will also provide advice as needed to the City regarding distribution of the Draft PEIR pursuant to CEQA and City review procedures. The PEIR will be circulated to the public for no less than 45 calendar days.

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Task 6.5: Final PEIR and Public Hearings
Meridian will prepare responses to comments received on the Draft PEIR on behalf of the City, any minor updates or revisions to the Draft PEIR, and a Mitigation Monitoring and Reporting Program (MMRP) for incorporation into the Final PEIR. Meridian will compile and index all comments and develop a list of major issues and topics of concern identified in the comments. Meridian will meet with City staff following the close of the comment period to discuss the best approach, which may include the use of master responses to facilitate the response to similar or repeated comments. The Final PEIR budget is based on an allowance of hours to respond to comments. If an unusually large volume of comments is received (over 30 distinct comment letters), Meridian will confer with the City to determine an appropriate path forward. The scope and budget are also based on the assumption that responses will not require substantial additional research or analysis.

In a parallel process with preparation of administrative draft responses to comments, Meridian will incorporate edits and changes to the Draft PEIR by using redline/strikeout text as appropriate. Following review by City staff, Meridian will revise and finalize the responses to comments and the Final PEIR.

The Meridian management team will attend up to two public hearings for certification of the PEIR (Planning Commission, City Council). This task includes the preparation of a PowerPoint presentation on the environmental review process.

Deliverables:
• Technical memorandum prepared by KOA documenting the VMT analysis methodology, results, and recommendations
• Notice of Preparation (Word and PDF format)
• PowerPoint Presentation for Scoping Meeting
• Administrative Draft PEIR (Word and PDF format)
• Draft PEIR (Word and PDF format)
• Final PEIR (Word and PDF format)

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4. Tasks and Timeline
Below is a preliminary timeline identifying all tasks and subtasks to be performed and the timeframes for each task. The preliminary schedule on this page is based on our experience with General Plan Updates, including typical time allowances for City and community review at each step, and this schedule will be refined with City staff as part of Task 1 of the Scope of Work. Jean will coordinate the timing of this work with all City departments and outside agencies, when applicable, to accommodate meetings, events, and other outreach efforts, as well as coordinate with the Consultant Team, including all subconsultants.

Throughout the process, we will work with the City on any needed schedule changes while ensuring that the overall project deadline is maintained. The Civic Solutions Team is prepared to begin work on the General Plan Update project immediately upon notification to proceed. Assuming a kick-off in October 2024, General Plan adoption could occur by end of Q2 2026, and we will also work with City Staff to identify efficiencies in the project schedule where possible.

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City of Buellton Proposal for Comprehensive General Plan Update Civic Solutions July 19, 2024  27

5. Standard Professional Services Agreement
Civic Solutions agrees to use and comply with the terms and conditions of the City’s Standard Professional Services Agreement as provided in Attachment 2 of the June 10, 2024 Request for Proposals (RFP).

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6. Cost
The preliminary budget to assist the City of Buellton with the General Plan Update is estimated to be $499,508, which includes labor, direct costs, and a contingency. This estimate is based on our experience managing similar projects and the scope of work described in Section 3, which assumes our Team will be able to streamline the work effort by utilizing the foundational work of the LUCE and other efforts. Please note this scope of work and preliminary budget are based on assumptions about the level and applicability of work already completed on the Adminstrative Draft LUCE and associated CEQA work. Based on future review of those documents, as well as further discussions with City staff about the potential UGB expansion, the scope of work and budget may be adjusted. We will work closely with City staff to further tailor the scope and budget to best meet the needs of the City.

The budget is organized by task and by firm, providing estimated hours and current billing rates for each Team member/role. If selected for this project, we would work closely with City staff to make any adjustments in alignment with scope adjustment. If selected, Jean will closely monitor the Team’s budget throughout the life of the project, and keep the City apprised of any anticipated challenges or opportunities in monthly status reports.

We always recommend that clients maintain contingency funds to allow the City and the Consultant Team to adapt to any unforeseen opportunities and/or changing circumstances that often arise over the life of plans such as this. We suggest that the contingency be approximately 5%-10% of the total professional fees. The Team would utilize contingency funds as needed with prior authorization from the City, and any funds remaining in the contingency upon project completion would, of course, remain City funds.

City of Buellton Proposal for Comprehensive General Plan Update Civic Solutions July 19, 2024  29
Buellton General Plan Update Preliminary Budget
Civic Solutions Sargent Town Planning Circlepoint KOA Atlas Planning Solutions Meridian PIC/Project ManagerPrincipal PlannerSenior PlannerReport Production Total
Senior PrincipalAssociate PrincipalAssociateSenior Consulting PlannerSenior Managing PrincipalProject ManagerAssociateAssistant/CoordinatorArt DirectorAdministrative SupportProject ManagerEngineerPlanner IIIAssociate Planner/EngineerPrincipalSenior PlannerSenior PlannerAssociate PlannerPrincipalProject ManagerEnvironmental ScientistProject PlannerDocument Production $195$170$148$105$250$200$155$225
Total
$310$195$150$130$180$135
Total
$250$250$180$160
Total
$250$175$150$135
Total
$225$155$140$130
Team
$95
Total
Task 1. Project Initiation and
Administration

1.1 Initial Document Review 8 12 8 $4,784 2 4 $1,300 $0 $0 $0 $0

1.2: Kick-Off Meeting and City Tour 12 16 $5,060 8 8 $3,600 $0 12 $3,000 $0 $0

1.3: Scope and Schedule Refinement 4 $780 $0 $0 $0 $0 $0

1.4: Project Management and Team
Coordination
62 $12,090 $0 $0 4 4 $1,720 $0 8 24 $5,520
Subtotal 86 28 8 0 $22,714 10 12 0 0 $4,900 0 0 0 0 0 0 $0 16 0 4 0 $4,720 0 0 0 0 $0 8 24 0 0 0 $5,520 $37,854 Task 2. Community Engagement Strategy

2.1: Public Outreach Program 4 $780 $0 2 8 24 2 $6,050 $0 $0 $0

2.2: Public Engagement Activities 24 16 6 20 $10,388 $0 35 24 40 4 8 2 $23,760 $0 $0 $0

2.3: Branding, Social Media and Website
Content
6 6 $2,190 $0 3 16 24 24 16 2 $13,920 $0 $0 $0
Subtotal 34 22 6 20 $13,358 0 0 0 0 $0 40 48 88 28 24 6 $43,730 0 0 0 0 $0 0 0 0 0 $0 0 0 0 0 0 $0 $57,088 Task 3. Baseline Conditions Analysis

3.1: Base Mapping 2 8 12 $3,526 $0 $0 $0 4 40 $8,000 $0

3.2: Stakeholder Meetings 12 12 $4,380 $0 $0 $0 $0 $0

3.3: Preliminary Baseline Conditions Report 8 18 12 4 $6,816 4 8 4 $3,220 $0 6 30 $5,880 $0 $0

3.4: Working Session with Staff/Finalize
Baseline Conditions
12 16 8 4 $6,664 $0 $0 2 6 $1,320 $0 $0
Subtotal 34 54 32 8 $21,386 4 8 4 0 $3,220 0 0 0 0 0 0 $0 0 0 8 36 $7,200 4 40 0 0 $8,000 0 0 0 0 0 $0 $39,806 Task 4. Refinement and Clarification of
the Preferred Alternative

4.1: Design Concepts and Vision
Refinement
8 4 6 $3,128 8 38 52 $17,660 $0 $0 $0 $0

4.2: Working Session with Staff/Refined
Preferred Alternative
12 16 8 6 $6,874 4 12 10 $4,950 $0 $0 $0 $0

4.3: Joint CC/PC Study Session and
Community Workshop
16 16 $5,840 12 $3,000 $0 $0 $0 $0

4.4: Final Preferred Alternative 8 8 8 4 $4,524 4 4 4 4 $3,320 $0 $0 $0 $0 Subtotal 44 44 22 10 $20,366 28 54 66 4 $28,930 0 0 0 0 0 0 $0 0 0 0 0 $0 0 0 0 0 $0 0 0 0 0 0 $0 $49,296

City of Buellton Proposal for Comprehensive General Plan Update Civic Solutions July 19, 2024  30
Civic Solutions Sargent Town Planning Circlepoint KOA Atlas Planning Solutions Meridian PIC/Project ManagerPrincipal PlannerSenior PlannerReport Production Total
Senior PrincipalAssociate PrincipalAssociateSenior Consulting PlannerSenior Managing PrincipalProject ManagerAssociateAssistant/CoordinatorArt DirectorAdministrative SupportProject ManagerEngineerPlanner IIIAssociate Planner/EngineerPrincipalSenior PlannerSenior PlannerAssociate PlannerPrincipalProject ManagerEnvironmental ScientistProject PlannerDocument Production $195$170$148$105$250$200$155$225
Total
$310$195$150$130$180$135
Total
$250$250$180$160
Total
$250$175$150$135
Total
$225$155$140$130
Team
$95
Total
Task 5. General Plan Update

5.1: General Plan Outline, Format and
Design
6 8 12 $3,790 $0 $0 $0 $0 $0

5.2: Administrative Draft General Plan 52 102 78 20 $41,124 4 8 12 16 $8,060 $0 2 2 22 80 $17,760 22 16 18 68 $20,180 $0

5.3: Public Review Draft GP and Joint
CC/PC Study Session
42 58 48 12 $26,414 2 6 10 4 $4,150 $0 2 2 8 20 $5,640 8 6 10 12 $6,170 $0

5.4: Adoption and Final General Plan 20 18 10 $8,010 8 8 $0 $0 $0 $0 $0 Subtotal 120 186 126 54 $79,338 14 22 22 20 $12,210 0 0 0 0 0 0 $0 4 4 30 100 $23,400 30 22 28 80 $26,350 0 0 0 0 0 $0 $141,298 Task 6. Environmental Review

6.1: Transportation Analysis 4 4 $1,460 $0 $0 2 4 28 152 $30,860 $0 $0

6.2: Kick-Off, Notice of Preparation and
Scoping Meeting
6 8 $2,530 $0 $0 $0 $0 8 24 15 $6,945

6.3: Administrative Draft PEIR 6 8 $2,530 $0 $0 $0 $0 16 80 60 160 40 $49,000

6.4: Public Draft PEIR 2 4 $1,070 $0 $0 $0 $0 8 32 12 40 16 $15,160

6.5 Final PEIR and Public Hearings $0 $0 $0 $0 $0 32 56 16 40 20 $25,220 Subtotal 18 24 0 0 $7,590 0 0 0 0 $0 0 0 0 0 0 0 $0 2 4 28 152 $30,860 0 0 0 0 $0 64 192 88 240 91 $96,325 $134,775 Labor Total 336 358 194 92 $164,752 56 96 92 24 $49,260 40 48 88 28 24 6 $43,730 22 8 70 288 $66,180 34 62 28 80 $34,350 72 216 88 240 91 $101,845 $460,117 Admin Sub Management (2.5%) $7,384
Direct Expenses $1,200 $800 $600 $800 $1,000 $4,400
Contingency (6%) $27,607
Grand Total: $165,952 $50,060 $44,330 $66,980 $34,350 $102,845 $499,508

City of Buellton Proposal for Comprehensive General Plan Update Civic Solutions July 19, 2024  31
Attachment: Resumes
Civic Solutions
Jean Ward, AICP
Adam Pisarkiewicz, AICP
Sargent Town Planning
David Sargent
Peter VanderWal
Greg Tung
John Baucke
Circlepoint
Susan Harden, FAICP, CNU-A, LEED AP
Regina Merrill
KOA
Carlos Velasquez, AICP
George Rhyner, PE
Armin Jorgenson, AICP
Atlas Planning Solutions
Aaron Pfannenstiel, AICP
Dennis Larson
Crystal Stueve
Robert Jackson
Meridian Consultants
Tony Locacciato, AICP
Christ Kirikian, MS
Leanna Williams

Jean Ward, AICP
Principal-In-Charge and Project Manager
Jean is Vice President of Community Planning Services with Civic Solutions and provides principal-level experience and continuity in management of long-range planning projects for several cities in Southern California. As embedded staff and as the manager of multi-disciplinary teams, she has directed General Plan Updates, form-based codes, specific plans, community engagement efforts, and other complex planning projects. Jean pays great attention to working with specialized professionals who share her core values and passion for creating livable places, and providing the framework for a collaborative approach to every project. Jean has a successful track record of managing a diversity of community-based, implementation-oriented plans on schedule and within budget.

Key projects include:
• Contract Project Manager, General Plan Update, City of Norco • Contract Project Manager, General Plan and Development Code Update*, City of Rancho Cucamonga
• Housing & Safety Element Updates and Housing Implementation, City of Buellton • Citywide Corridors Plan, City of Jurupa Valley
• Pedley Town Center Plan, City of Jurupa Valley
• Housing Development Streamlining Educational Materials and Workshops*, Southern California Association of Governments
• Principal Staff Support Services and Project Manager, City of Jurupa Valley • Management of Staff Support Services and Special Projects, City of Moorpark • Focused General Plan and Development Code Updates and 6th Cycle Housing Element, City of Buellton
• 6th Cycle Housing and Safety Element Update, City of Westlake Village • 6th Cycle Housing and Safety Element Update, City of Jurupa Valley • North Business Park Specific Plan* and Implementation Financing, City of Westlake Village
• Etiwanda Heights Neighborhood and Conservation Plan* and Annexation, City of Rancho Cucamonga
• Environmental Justice Element*, City of Inglewood
• Downtown Specific Plan, City of Baldwin Park
• Downtown Hemet Specific Plan*, City of Hemet
• Downtown Riverside Specific Plan*, City of Riverside
• Magnolia Avenue Specific Plan*, City of Riverside
• San Jacinto Arts & Culture Element of the General Plan, City of San Jacinto • Riverside General Plan and Zoning Code Update, City of Riverside • Yucca Valley Mid-Town Land Use and Mobility Plan, Town of Yucca Valley • North City Specific Plan*, City of Cathedral City
• Baldwin Park Citywide Design Guidelines, City of Baldwin Park • Downtown Village Specific Plan*, City of La Canada Flintridge • Los Angeles City Market Land Use & Feasibility Studies, City of Los Angeles • Portland International Airport Mixed Use District, Portland, Oregon *Denotes award-winning project
Expertise
• Project Management
• General Plan Updates
• Housing Policy
• Specific Plan Preparation
• Design Standards and
Guidelines
• TOD Standards
• Policy Planning
• Legislative Code
Amendments
• Zoning Code Updates
• Public Outreach and
Consensus Building
Education
Master in Community and
Regional Planning,
University of Oregon,
School of Architecture and
Allied Arts, Department of
Planning, Public Policy and
Management
Bachelor of Arts,
Environmental Studies,
University of California,
Santa Barbara
Affiliations
American Institute of
Certified Planners
American Planning
Association
Professional Experience
Civic Solutions, 2017-present
The Arroyo Group, Pasadena,
California; Principal
Angelo Planning Group,
Portland, Oregon;
Associate
W&H Pacific, Portland,
Oregon; Project Manager

Adam Pisarkiewicz, AICP
Principal Planner
Mr. Pisarkiewicz is a motivated planning professional with strengths in research and analysis for planning, zoning, and land use policy. His experience includes assisting in the writing and preparation of General Plan updates, Housing Element updates, Zoning Code and General Plan amendments, and implementing land use policies aimed at achieving community objectives. Mr. Pisarkiewicz is skilled in the preparation of graphics, maps, and conducting public presentations.

Expertise includes:
• General Plan updates and amendments, including Housing Element updates
• Implementation of new state laws related to land use regulation • Zoning Code audits, amendments, and comprehensive updates • Creation, management, and implementation of long-range plans • Preparation of memos, reports, and plan documents including master plans, specific plans, and general plan amendments
• Presentations to public approval authorities such as Planning Commissions and City Councils
• Support to public engagement efforts through preparation of presentation materials, collecting and analyzing feedback, and attending/supporting community meetings and events
• Staff support to municipal planning departments in preparing staff reports, resolutions, and ordinances
Experience includes:

City of Rancho Cucamonga
• General Plan Update (2021) and subsequent amendments (2022-present) • Implementation of Housing Element programs and policies (2023) City of Buellton
• General Plan Housing Element Update (2022)
• Draft General Plan Safety Element Update (2022)
City of Jurupa Valley
• General Plan Housing Element programs and policy implementation and associated Zoning Code amendments (2023)
• General Plan Safety Element Update (2023)
City of Westlake Village
• General Plan Housing Element programs and policy implementation and associated Zoning Code amendments (2021)
Technical Skills
• Adobe Illustrator
• Adobe InDesign
• SketchUp
• Microsoft Office Suite
Education
Master of Urban Planning,
University at Buffalo,
Buffalo, New York
Bachelor of Science and
Politics, Ithaca College,
Ithaca, New York
Affiliations
American Planning
Association
American Institute of
Certified Planners

EXHIBIT "B"

INSURANCE
A. Insurance Requirements. (CONTRACTOR) shall provide and maintain insurance, acceptable to the City Manager or City Council, in full force and effect throughout the term of this AGREEMENT, against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by (CONTRACTOR), its agents, representatives or employees.

Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A: VII. (CONTRACTOR) shall provide the following scope and limits of insurance:

1. Minimum Scope of Insurance. Coverage shall be at least as broad as:
(1) Insurance Services Office form Commercial General Liability coverage (Occurrence Form CG 0001).
(2) Insurance Services Office form number CA 0001 (Ed.
1/87) covering Automobile Liability, including code 1 "any auto" and endorsement CA 0025, or equivalent forms subject to the written approval of the City. (3) Workers' Compensation insurance as required by the
Labor Code of State of California and Employer's Liability insurance and covering all persons providing services on behalf of the (CONTRACTOR) and all risks to such persons under this AGREEMENT.
(4) Errors and omissions liability insurance appropriate to the (CONTRACTOR)'s profession.

2. Minimum Limits of Insurance. (CONTRACTOR) shall maintain limits of insurance no less than:
(1) General Liability: $1,000,000 general aggregate for bodily injury, personal injury and property damage.
(2) Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
(3) Workers' Compensation and Employer's Liability: Workers' Compensation as required by the Labor Code of the State of California and Employers Liability limits of $1,000,000 per accident.
(4) Errors and omissions Liability: $1,000,000 per occurrence.

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