CITYOF CARMEL-BY-THE-SEA
CITY COUNCIL AGENDA
Mayor Dave Potter, Council Members Jeff Baron,
Karen Ferlito, Bobby Richards, and Carrie Theis
Contact: 831.620.2000 www.ci.carmel.ca.us
All meetings are held in the City Council Chambers
East Side of Monte Verde Street
Between Ocean and 7th Avenues
REGULAR MEETING
Tuesday, January 4, 2022
Governor Newsom’s Executive Order N-29-20 has allowed local legislative bodies to hold public meetings via teleconference and to make public meetings accessible telephonically or otherwise electronically to all members of the public seeking to observe and to address the local legislative body. Also, see the Order by the Monterey County Public Health Officer issued March 17, 2020. The health and well-being of our residents is the top priority for the City of Carmel-by-the-Sea. To that end, this meeting will be held via teleconference and web-streamed on the City’s website ONLY.
Click the following link to attend via Zoom (or copy and paste link in your browser); https://ci-carmel-ca-us.zoom.us/j/82923647521?; Meeting ID: 829 2364 7521; Passcode (if needed) 602915; dial 1 253 215 8782
The public can also email comments to [email protected]. Comments must be received 2 hours before the meeting in order to be provided to the legislative body.
Comments received after that time and up to the beginning of the meeting will be added to the agenda and made part of the record.
Prior to calling the meeting to order, the Board/Commission will conduct an on-site tour of inspection of the properties listed on the agenda and the public is welcome to join. After the tour is complete, the Board/Commission will begin the meeting in the City Council Chambers no earlier than the time noted on the agenda.
OPEN SESSION
4:30 PM
CALL TO ORDER AND ROLL CALL
PUBLIC APPEARANCES
Members of the public are entitled to speak on matters of municipal concern not on the agenda during Public Appearances. Each person's comments shall be limited to 3 minutes, or as otherwise established by the Chair.
Matters not appearing on the agenda will not receive action at this meeting and may be referred to staff. Persons are not required to provide their names, and it is helpful for speakers to state their names so they may be identified in the minutes of the meeting.
ANNOUNCEMENTS
CONSENT AGENDA
Items on the consent agenda are routine in nature and do not require discussion or independent action. Members of the Council, Board or Commission or the public may ask that any items be considered individually for purposes of Council, Board or Commission discussion and/ or for public comment. Unless that is done, one motion may be used to adopt all recommended actions.
1. Monthly Reports for November 1) City Administrator Contract Log; 2) Community Planning and Building Department Reports; 3) Police, Fire and Ambulance Reports; 4) Public Records Act Requests, and 5) Public Works Department Report
2. November 2021 Check Register Summary
3. Resolution 2022-001 authorizing the City Administrator to execute Amendment No. 6 with Pureserve Building Services, Inc., extending the existing janitorial services contract through June 30, 2022 for a fee of $97,000, plus a supplemental services contingency of $5,000, for a not-to-exceed total of $102,000
4. Resolution 2022-002 authorizing the City Administrator to execute Change Order No. 4 to the on-call tree maintenance services contracts with John Ley’s Tree Service and with Iverson’s Tree Service, both for a not-to-exceed amount of $70,000 and extending the term through June 30, 2022
5. Resolution 2022-003 amending Policy C16-02, Records Management Program.
6. Resolution 2022-006 authorizing the purchase of radio antenna equipment from L3Harris Technologies, Inc.in an amount not to exceed $357,786.
7. Adopt Resolution 2022-009 designating Carmel-by-the-Sea CERT as an official City Support Group in accordance with Support Group Policy No. 89-47.
8. Adopt a Resolution No. 2022-008 updating the At-Will (Unrepresented) Miscellaneous and Police Management Pay Schedule/Salary Schedule effective January 1, 2022.
ORDERS OF BUSINESS
Orders of Business are agenda items that require City Council, Board or Commission discussion, debate, direction to staff, and/or action.
9. Receive a verbal report on housing topics affecting the City including: The Regional Housing Number Allocation (RHNA) assessment; Senate Bills SB8, SB9 and SB10; recent grant-funded efforts to produce a feasibility study and to explore the City’s barriers to affordable housing; and the required 2023 General Plan Housing Element update
10. Resolution 2022-004 receive and file the annual comprehensive financial report for the fiscal year ending June 30, 2021
11. Consideration of extending the mandatory removal date for temporary parklets beyond January 20th, 2022
12. Receive a verbal report and discuss resuming in-person meetings.
13. Receive a status report on the various City Council Strategic Initiative projects assigned at the Council’s October 12th, 2021 public workshop.
PUBLIC HEARINGS
14. Consideration of an Appeal (APP 21-415) by Robert Carver on behalf of Dolores & 7 th
, LLC, of the Planning Commission decision to include Condition of Approval #27 restricting modifications to the front of the existing building as part of the approval of a Design Review and Use Permit application (DR 21-114 and UP 21-226 - The Conservatory), for a remodel and change of use for an historic structure, known as the China Arts Center located at Dolores Street, 2 northwest of 7th Avenue in the Central Commercial (CC) Zoning District and Downtown Conservation District (CD) Overlay; APN: 010-147-006
FUTURE AGENDA ITEMS
CLOSED SESSION
4:30 P.M.
CLOSED SESSION
A. CONFERENCE WITH LABOR NEGOTIATORS – Government Code Section 54957.6 Agency designated representatives: City Attorney Unrepresented employee: City Administrator
ADJOURNMENT
2. Correspondence Received
This agenda was posted at City Hall, Monte Verde Street between Ocean Avenue and 7th Avenue, outside the Park Branch Library, NE corner of Mission Street and 6thAvenue, the Carmel-by-the-Sea Post Office, 5thAvenue between Dolores Street and San Carlos Street, and the City's webpage http://www.ci.carmel.ca.us in accordance with applicable legal requirements.
SUPPLEMENTAL MATERIAL RECEIVED AFTER THE POSTING OF THEAGENDA Any supplemental writings or documents distributed to a majority of the City Council regarding any item on this agenda, received after the posting of the agenda will be available for public review at City Hall located on Monte Verde Street between Ocean and Seventh Avenues during regular business hours.
SPECIAL NOTICES TO PUBLIC
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk's Office at 831-620-2000 at least 48 hours prior to the meeting to ensure that reasonable arrangements can be made to provide accessibility to the meeting (28CFR 35.102-35.104 ADA Title II).
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
Staff Report
January 4, 2022
CONSENT AGENDA
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Chip Rerig, City Administrator
APPROVED BY: Chip Rerig, City Administrator
SUBJECT:
Monthly Reports for November 1) City Administrator Contract Log; 2) Community Planning and Building Department Reports; 3) Police, Fire and Ambulance Reports; 4) Public Records Act Requests, and 5) Public Works Department Report RECOMMENDATION:
BACKGROUND/SUMMARY:
FISCAL IMPACT:
PRIOR CITY COUNCIL ACTION:
ATTACHMENTS:
Attachment 1 - City Administrator Contract Log November 2021 Attachment 2 - CPB Monthly Report
Attachment 3 - Police, Fire, and Ambulance Report - November 2021 Attachment 4 - Public Record Act Requests - November 2021 Attachment 5 - Public Works Report for November 2021
The City Administrator did not enter into any contracts in November 2021.
CITY OF CARMEL-BY-THE-SEA
Monthly Report
November 2021
Community Planning and Building Department
NOVEMBER 2021 – DEPARTMENT ACTIVITY REPORT
I. PLANNING APPLICATIONS:
In November of 2021, 35 planning permit applications were received.
II. BUILDING PERMIT APPLICATIONS:
In November of 2021, 31 Building Permit applications were received.
III. CODE COMPLIANCE CASES:
In November of 2021, 4 new code compliance cases were created.
IV. ENCROACHMENT APPLICATIONS:
In November of 2021, 26 encroachment permit applications were received.
V. YEAR-TO-DATE TRENDS
Table 1 includes the November 2021 totals, for planning and building permit applications, encroachments and code compliance cases with a comparison to November 2020 totals. As shown in the table, in 2021 there was a 26% increase in planning permit applications, a 6% decrease in building permit applications, 55% decrease in code compliance cases, and a 15% increase in encroachment permit applications compared to the same period 2020.
Table 1. Permit Application Totals
Planning Building Code Compliance Encroachments
2020 Totals 284 439 117 315
2021 Totals 365 415 53 363
% Difference 26% -6% -55% 16%
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Margi Perotti, Administrative Coordinator SUBMITTED ON: December 2, 2021
APPROVED BY: Brandon Swanson, Community Planning & Building Director Attachment 2
Page: 1 of 5
Planning Permit Report
11/01/2021 - 11/30/2021
Permit
#
Permit Type Project Description Address/Location Date
Received
Date
Approved
Status
21414 Historic
Evaluation
Tear off the existing Cemwood roof, comp roof
system at pitch roof sections and at flat roof
sections remove the one cap sheet roof
system. Install lightweight class "A" fire rated
Da Vinci "Multi-width" simulated slate roof
system over synthetic roofing underlayment.
At main pitched roof areas, install simulated
slates in a straight course pattern at 7"
exposure to the weather.
Junipero 1 SE of 11th 12/1/2021 In Review
21413 Design Study Amend previous permits to make the following changes: Install previously approved window
in primary bedroom; Replace three (e)
windows due to hardware failure; Install new
wood trellis along north elevation; extend
height of (e) stone clad chimney's due to
issues with fireplace flue not being long
enough to function property & install new
decorative copper chimney caps
SE Corner of Lincoln
Street and 13th
Avenue
In Review
21412 Preliminary
Site
Assessment
Build new 294 sf guest house over existing
garage - 2nd floor deck already approved
Carpenter 4 NW of 6th In Review
21411 Preliminary
Site
Assessment
Remodel & addition to an (e) single family
home. Convert 563 SF lower level to new ADU
and add 667 SF for a total of 1,230 SF. Add
555 SF to existing house to increase square
footage to max. allowed 2,460 SF. Remodel
(e) garage. Replace (e) rear yard deck. New
driveway, hardscape and landscape
Casanova Street 4 SW
of 4th Avenue
In Review
21410 Design Study Repair/replace existing 25 year-old deck; increase deck area by 31 Sf (2 ft x 15.5 foot
extension)
Dolores Street 4 NW of
2nd
12/1/2021 In Review
Page: 2 of 5
21409 Design Study Replace front stairs; Rebuild side porch; Remodel rear Studio.
Monte Verde 2 NE of
9th
12/1/2021 In Review
21408 Design Study Build a detached accessory structure to be used as home office
Casanova 4 SE of 12th In Review
21407 Sign New sign for business Ocean Ave, 4 SW of
Dolores , Unit C
In Review
21406 Preliminary
Site
Assessment
Rear Addition and Alterations to existing single
family residence listed in the City's Historic
Inventory
Mission 3 NE of 11th 11/30/2021 In Review
21405 Business
License
Owner Change - Pangaea Grill Ocean Avenue 5 NE of
Lincoln
11/30/2021 In Review
21403 Notice of
Exempt Work
Live music to perform at a holiday dinner on
Sunday, December 5, 2021. This is to include
amplified vocalist/guitarist to perform from
5:30 pm to 8:00 pm.
NW Corner of Mission
& 6th
11/23/2021 11/29/2021 Approved
21402 Variance Variance for fence/retaining wall height. See DS 21-274
In Review
21401 Historic
Determination
Remodel addition to main house Pine Ridge Way 3 NE
of Forest
In Review
21400 Business
License
1. This business license BL 21-400
(Zimmerman Gallery) authorizes use of a
single artist art gallery offering the following
goods and services.
a. Primary Use: This use is classified as an Art
Gallery (NAICS 453920):
i. This industry comprises establishments
primarily engaged in retailing original and
limited edition art works. Included in this
industry are establishments primarily engaged
in displaying works of art for retail sale in art
galleries.
E side Dolores
between Ocean and
7th
11/19/2021 11/30/2021 Approved
21399 Design Study Authorization. Approval of Design Study (DS 21-399, Stepanek) authorizes a revisions to
Design Study 17-294 (Stepanek) including
replacement of two kitchen windows with two
skylights, and removal of wood barge rafter
Guadalupe 4 NE of 3rd
Avenue
11/22/2021 12/1/2021 Approved
Page: 3 of 5
out-lookers and corbels located on Guadalupe
4 NE of 3rd Avenue in the Single-Family
Residential (R-1) District as depicted in the
plans and documents prepared by Jaroslav
(Jerry) Stepanek stamped approved and on
file in the Community Planning & Building
Department.
21398 Historic
Evaluation
Laundry and foyer addition, bathroom
reconfigurations, minor modifications to
existing deck, windows replaced and revised.
Camino Del Monte 4
NW of San Carlos
In Review
21397 Design Study addition of gas fire pit into existing patio area 20 Reset stepping stones of walkway from
front fence
25983 Mission Street 11/22/2021 In Review
21396 Notice of
Exempt Work
Authorization for live music to be played
during anniversary dinner on Wednesday,
November 10th from 5:30 pm to 6:30 pm.
Authorization to include amplified acoustic
music.
NW Corner of Mission
& 6th
11/9/2021 11/9/2021 Approved
21395 Design Study Replace two existing windows and install one new window.
Guadalupe, 5 SW of
Ocean Ave.
In Review
21394 Business
License
Home Occupation Business License SWC of 4th and Perry
Newberry
11/8/2021 11/22/2021 Approved
21393 Design Study Install Synthetic grass, Install rain Garden Forest Road 2nd Southwest of 7th
Avenue
11/5/2021 11/12/2021 Approved
21392 Design Study 1. This approval of Design Study, DS 21-392 (Gilbert) authorizes reorganization and
reduction of existing non-conforming site
coverage including the addition of a 226
square foot New England Stone Patio located
at the front of the property inside the front
perimeter fence. The project includes the
removal of 256 square feet of existing decking
at the rear of the residence to allow for the
addition of the 226 square foot patio –the
resulting site changes would result in 558
square feet of site coverage improvements
3rd Avenue 2 SE of
Lincoln Street
11/4/2021 11/19/2021 Approved
Page: 4 of 5
(588 square feet existing). The installation of a
new French drain is also proposed. The work
shall be consistent with the plan set dated
received on November 3, 2021 on file with the
city, except as modified by these conditions of
approval.
21391 Design Study Paint siding and trim, Replace tile roofing with treated cedar shakes, Vault ceilings in some
rooms, Add two skylights, replace or add five
windows and two exterior doors, create a 376
sq ft addition in the existing crawlspace
Santa Rita 2 SW of 1st Pending
Assignment
21390 Bench
Dedication
New Bench on Scenic Scenic Road, P-16 In Review
21389 Bench
Dedication
New Bench on Scenic P 12 11/9/2021 In Review
21388 Bench
Dedication
New Bench P-5 Scenic Bench 11/8/2021 In Review
21387 Bench
Dedication
Adopt existing bench in Devendorf Park See photo in the northeast corner of
park.
In Review
21386 Bench
Dedication
New Bench P-15 Scenic Road P-15 In Review
21385 Bench
Dedication
New Bench on Scenic P5 OR P6 10/27/2021 In Review
21384 Bench
Dedication
New Bench P-8 P-8 11/8/2021 In Review
21383 Bench
Dedication
New Bench - Location P-7 P-7 11/10/2021 In Review
21382 Bench
Dedication
New Bench - P6 P6 In Review
21381 Bench
Dedication
New Bench for David L Wolfe, Denise C. Gove,
Cheri M. Gove
P3 10/22/2021 In Review
21380 Sign New Sign Near front door on San Carlos.
Replace Menu box that is rotting in the same
location.
NEC of San Carlos and
5th Avenue
In Review
Page: 5 of 5
21379 Design Study Replace existing wood railing with wrought iron railing, replace asphalt with concrete
pavers
Junipero 3 SE of 2nd
Avenue
11/4/2021 In Review
Total Records: 35 12/2/2021
Page: 1 of 4
Building Permit Report
11/01/2021 - 11/30/2021
Permit # Date
Submitted
Date
Approved
Project Description Valuation Permit
Type
Property Location
210473 11/29/2021 Build new patio in front of residence and remove a portion of (e) deck at the rear of
house. Contact: Greener Bay Landscaping
(831) 601-8477
20f,000 Building 3rd 2 SE of Lincoln
210472 11/29/2021 Replace bathtub with shower in one
bathroom. Contact: Scott Anderson (510)
589-3650
3,000 Plumbing NE Corner of Mission & 4th,
Unit "E"
210471 11/29/2021 Install residential EV charging station with disconnect. Contact: Craft Electric (831) 915-
3488
2,580 Electrical SE Corner of Torres & 1st
210470 11/24/2021 11/29/2021 Installation of 50 amp GFI disconnect for new hot tub on existing slab. Contact: DiMaggio
Electric (831) 277-1057
1,200 Electrical Crespi 7 SE of Mountain
View
210469 11/23/2021 Garage Conversion to Bedroom, Add
Detached Garage
500,000 Building Carpenter 2 SW of 4th
210468 11/18/2021 Installation of 18KW Generac generator & 100 amp transfer switch. Contact: Consumer
Electric (831) 373-1600
18,000 Electrical NE Corner of San Antonio
& 7th
210467 11/16/2021 11/17/2021 Replace existing furnace with new Bryant 801SA36045 like for like. Contact: R & S
Heating & Sheet metal (831) 641-0508
4,200 Mechanical SE Corner of Flanders and
Vizcaino
210466 11/16/2021 11/16/2021 Replace furnace with new Bryant 801sa36045 like for like. Contact: R&S Heating & Sheet
metal (831) 641-0508
4,000 Mechanical Flanders 2 SE of Vizcaino
210465 11/16/2021 11/17/2021 Tear off (e) wood shingle system and install new Ceritigrade #1 class B fire treated 16"
cedar shingles. Assembly to meet class "A"
requirements. Contact: Scudder Roofing
(831) 373-7212
60,622 Roofing Carmelo 4 NE of 4th
Page: 2 of 4
210464 11/16/2021 Tear off (e) BUR system and install new 2-ply Bituthene 4000 waterproofing. Approximately
400 square feet in color Black. Contact:
Scudder Roofing (831) 373-7212
13,992 Roofing 2nd 2 NE of Dolores
210463 11/16/2021 Remove comp roof system at pitched roof areas and remove cap sheet at flat area.
Install new DaVinci simulated slate at pitched
areas and new self-adhered cap sheet to flat
area. Contact: Scudder Roofing (831) 373-
7212
51,668 Roofing SE Corner Junipero & 11th
210462 11/16/2021 11/19/2021 Replace bathroom toilet, shower head, bathroom sink, cabinet and faucet. No
movement of plumbing lines. Replace
flooring, towel racks, paint, and replace
broken thermostat in same location. Contact:
Whitton Construction (831) 277-4553
4,000 Plumbing 2928 Franciscan Way
210461 11/16/2021 11/16/2021 Upgrades to downstairs living space to include: remove carpet and linoleum flooring
and replace with vinyl flooring, remove blinds
and replace with curtains, pain interior.
Contact: Whitton Construction (831) 277-
4553
0 Exempt
Work
2928 Franciscan Way
210460 11/15/2021 11/17/2021 Install new gas piping from meter to brick fireplace. CONDITION: Approval of this
permit does not constitute approval of a new
fireplace installation. Fireplace shall be
applied for prior to installation. Contact:
Wilson's Plumbing (831) 375-4591
3,000 Plumbing Camino Del Monte 2 SW of
Junipero
210459 11/15/2021 Replace (e) back deck with a (n) deck with an additional 31sf.
16,000 Building Dolores 4 NW of 2nd
210458 11/15/2021 11/18/2021 Guest house only - Remove existing tar and cap sheet and replace with a new standing
seam metal roof, Custom-Bilt Metals n color
Midnight Bronze. Contact: Dority Roofing
(831) 375-8158
20,565 Roofing NW Corner of Forest and
Mountain View
210457 11/15/2021 Installing irrigation for new plants 1,000 Electrical Santa Rita 6 SE of Ocean 210456 0 Building
Page: 3 of 4
210455 11/15/2021 Construct a new 12'x20' (240 SF) detached garage.
85,000 Building Southwest Corner of
Mission & First
210454 11/9/2021 Remodel to (E) SFR. Relocation of entry foyer with new entry steps/foyer addition.
Expansion of (e) decks with new glass railing
at front and cable railing at the courtyard
deck. Replace (e) exterior wood siding with
(n) horizontal wood sidings. Replace (e)
asphalt shingles with (n) composition
shingles.
240,000 Building Dolores 3 NE of 2nd
210453 11/9/2021 Replace 7.5 ton condenser & air handler inkind. Contact: Karen Dutt (480) 294-762330,000 Building NE Corner of Ocean & San Carlos
210452 11/8/2021 Replace 70' of sewer drain line from cleanout to City Main. Install a new two way cleanout
and backwater valve way.
19,137 Plumbing MONTE VERDE 3 SW OF
2ND
210451 11/8/2021 11/8/2021 Replace (e) grape stake fence with a new 6' redwood fence to match the north and south
side fencing. Replace approx 40' of fencing.
Contact: Darla Harbaugh (419) 345-2286
0 Exempt
Work
Santa Fe 4 SW of Ocean
210450 11/8/2021 12/1/2021 Repair of dry rot around door framing at rear door. Contact: Bob Puccinnili (831) 905-5377
8,000 Building Santa Rita 2 NE of 6th
210449 11/5/2021 11/5/2021 Replace faulty fireplace insert unit with new Direct Vent gas Fireplace "Spark Modern
Fires", Model 88E. Plumbing and Electrical
connections are existing. Contact: Lewis
Builders (831) 250-7168
2,000 Mechanical NW Corner of Monte Verde
& 7th
210448 11/2/2021 11/22/2021 Emergency work authorization. Gas leak in slab sub floor. Replace (e) gas line. Contact:
Plumbing Werx (408) 646-3808
14,700 Building Lopez 5 NE of 4th
210447 11/2/2021 Wiring automatic transfer switch for a new standby generator. Contact: CB Electric (831)
402-9437
2,000 Electrical Lincoln 3 NE of Santa Lucia
210446 11/2/2021 11/2/2021 Repair wall damage to structure damaged in auto accident. Contact: Sal DeFranco (831)
601-1541
13,000 Building Monte Verde 2 SW of 5th
Page: 4 of 4
210445 11/2/2021 11/2/2021 Demo of sheetrock to assess extent of water damage and mold remediation. Contact:
Monterey Peninsula Restoration (831) 275-
1901
8,000 Demolition Camino Real 2 SW of
Ocean
210444 11/1/2021 Development of New two Story single family dwelling with attached one car garage. New
stone patio, driveway, and walkways set on
sand. Grading 160 CU YD.
765,000 Building Mission 5 NW of Santa
Lucia
210443 11/1/2021 11/1/2021 Remove and replace brick walkway to level walking surface. No expansion or change in
design. CONDITION: Any work beyond
property line and in the Public ROW will
require and Encroachment Permit. Contact:
Inca Landscaping (831) 320-4420
0 Exempt
Work
SE Corner of Ocean & San
Carlos
Total Records: 31 12/2/2021
Page: 1 of 1
Code Compliance Report
11/01/2021 - 11/30/2021
Case # Case Type: Status Location Problem
Description
Date
Received
Date Closed
21095 Business
License
Violation
Closed Ocean NW of Dolores Souvenirs display 11/4/2021 11/10/2021 21094 Short-term
Rental
Open Ocean 2 NW of
Guadalupe
Transient Rental 11/17/2021
21093 Lighting
Violation
Open 1st NE of Lobos Bright Exterior Lights 11/16/2021 1/1/1900 21090 Planning
Violation
Open NWC of Monte Verde
and 13th
Fence height 10/27/2021 1/1/1900
Total Records: 4 12/2/2021
Page: 1 of 3
Encroachment Permit Report
11/01/2021 - 11/30/2021
Permit # Permit
Type
Date
Submitted
Project Description Property
Location
Date
Issued
Status
210278 Driveway 11/30/2021 New asphalt driveway. Contact: Coastal Paving & Excavating (831) 262-1425
SW Corner of
Carmelo & 10th
In Review
210277 Temp Ench 11/29/2021 Saw cut 5'x5' sq, dig down to city sewer and install 6'x4' Y. Pipe burst new 4" sewer, backfill, compact,
and repour. Contact: Mr. Rooter Plumbing (831)
277-0292
SE Corner of
Torres & 1st
11/30/2021 Issued
210276 Temp Ench 11/23/2021 Applicant to trench and backfill all, PG&E to install electric underground service. PM# 35270643.
Contact: PG&E (408) 478-1894
Casanova 5 SE of
12th
11/23/2021 Issued
210275 Temp Ench 11/23/2021 Replace sewer lateral using pipe bursting. 811# X132201324. Contact: Rooter King (831) 394-5315
25974 Mission St 11/23/2021 Issued
210274 Temp Ench 11/22/2021 Demolition of an (e) SFR and construction of a new 500sf guest house and pool. Contact: Hare
Construction (831) 655-9507
Scenic 3 & 4 SE
of 9th
11/23/2021 Issued
210273 Temp Ench 11/22/2021 Expose sewer lateral to install two way clean out and backwater valve. 811# X132500035. Contact:
Rooter King (831) 394-5315
Carmelo 2 SW of
9th
11/22/2021 Issued
210272 Perm Ench 11/19/2021 Replace/Reissuance of existing encroachment permit for a fence that was issued by the City to
relocate the sidewalk to the south side of 8th
following the amendment of the original use permit
for the house on the parcel.
NW Corner of
Junipero & 8th
In Review
210271 Temp Ench 11/18/2021 Installation of fencing and dumpster, concrete truck and work truck parking, and site mobilization.
Contact: Ausonio Construction (831) 970-5360
NE Corner of San
Antonio & 13th
11/19/2021 Issued
210270 Perm Ench 11/18/2021 New concrete and AC paving for re-paving of (e) parking stalls in order to provide accessible spaces.
New permeable pavers and concrete retaining walls
NE Corner of San
Antonio & 13th
In Review
Page: 2 of 3
to provide new parking spaces. Existing brick steps
and stone landscape walls to remain.
210269 Temp Ench 11/17/2021 Replace 4" sewer line lateral in road using 8'x2' trench. Work to take place in parking stall. Contact:
Hawk Plumbing (831) 277-8408
Torres 3 NW of
3rd
11/22/2021 Issued
210268 Driveway 11/16/2021 Install a 1,200 sf paver driveway. SE Corner of Mission & 1st
In Review
210267 Temp Ench 11/16/2021 TCp for MH & SB access - splicing existing fiber cable with no excavation. ATT Job #A027CAN.
Contact: AT&T (408) 635-8914
Junipero at 3rd,
4th, and 7th
11/17/2021 Issued
210266 Temp Ench 11/16/2021 Replace 85' of sewer drain line 9' deep using trenchless system. CONDITION: WORK IS
LOCATED BEHIND THE PUBLIC WORKS YARD.
ACCESS GATE OF YARD MUST BE KEPT CLEAR OF
TRUCKS AND MATERIALS FOR ACCESS AT ALL
TIMES. Contact: Chris Wilson Plumbing (831) 393-
9321
Torres 3 SE of
4th
11/17/2021 Issued
210265 Driveway 11/16/2021 New 9'x9' Carmel stone driveway to merge into approx. 15' existing bark chip driveway. Contact:
Maria Tarantino (614) 395-9142
San Carlos 2 NW
of 2nd
11/17/2021 Issued
210264 Temp Ench 11/15/2021 Dig bell hole at street, replace sewer lateral.
Contact: JD's Plumbing (831) 394-3100
SE Corner of
Carmelo & 8th
11/15/2021 In Review
210263 Temp Ench 11/15/2021 10'x10' asphalt restoration for CalAm. Contact:
Coastal Paving and Excavating (831) 262-1425
Dolores 2 NE of
2nd
In Review
210262 Temp Ench 11/10/2021 Replace sewer lateral using pipe bursting. Contact:
Rooter King (831) 394-5315
Carmelo 5 NE of
Ocean
11/10/2021 Issued
210261 Temp Ench 11/10/2021 Replace sewer lateral using pipe bursting. Contact:
Rooter King (831) 394-5315
Mission 3 SE of
Alta
11/10/2021 Issued
210260 Temp Ench 11/8/2021 Replace 70' of sewer drain line from clean out to branch on city main line. Also install a new two-way
cleanout and backwater valve. Contact: Chris
Wilson Plumbing & Heating (831) 393-9321
Monte Verde 3
SW of 2nd
11/10/2021 Issued
210259
Page: 3 of 3
210258 Temp Ench 11/4/2021 Encroachment for trailer while work is taking place on job site. Duration to be 11/1/21 - 9/21/22.
Contact: Nathan Barker (831) 706-5194
11th 2 NW of
Dolores
In Review
210257 Temp Ench 11/3/2021 Replace sewer lateral using pipe bursting. 811# X130602549. Contact: Rooter King (831) 394-5315
Lincoln 3 SW of
10th
11/4/2021 Issued
210256 Temp Ench 11/3/2021 Replace sewer lateral using pipe bursting. 811# W130600271. Contact: Rooter King (831) 394-5315
SE Corner of San
Antonio & 8th
11/4/2021 Issued
210255 Temp Ench 11/1/2021 73'x4' Asphalt patch for Cal Am job #1048.
Contact: Coastal Paving and Excavating (831) 262-
1425
NE Corner of
Dolores & 9th
11/2/2021 Issued
210254 Temp Ench 11/1/2021 Storing of materials and equipment in ROW to prepare for foundation and shoring work.
Encroachment authorized from 11/2/21 - 2/1/22.
CONDITION: 16" OF CLEARANCE MUST BE
PROVIDED AT FLOW LINE FOR RAINWATER
DRAINAGE. Contact: Matthew DeMars (449) 832-
1772
Mission 4 NE of
10th
11/2/2021 Issued
210253 Temp Ench 11/1/2021 Dig up work to clear blocked conduit. AT&T Job #A0269EF. Contact: AT&T (831) 424-2393
SE Corner Lincoln
& 7th
11/1/2021 Issued
Total Records: 26 12/2/2021
CITY OF CARMEL-BY-THE-SEA
Monthly Report
November 2021
Public Safety
AMBULANCE REPORT
Summary of Carmel Fire Ambulance November Calls for Service
AMBULANCE PERFORMANCE MEASURE
The performance goal for Code-3 (life threatening emergency-lights & siren) ambulance calls with a response time of 5 minutes or less from dispatch to arrival is 95%. For the month of November 2021 the ambulance was able to meet the performance measure. The response time was 89% with (3) code3 call over 5 minutes. 37 total calls for service in CBTS
27 Code 3 EMS calls for service – Average response time: 3:09 min, (3) EMS calls over 5:00 min 11/03/2021 – Code 3 response 05:23 min – Crespi/Mt View – Normal response time of night 11/12/2021 – Code 3 response 05:49 min – Dolores/7th – Respond from Monterey 11/18/2021 – Code 3 response 05:02 min – Junipero/3rd – Had hose deployed in training causing delay
MONTEREY FIRE REPORT
Summary of Monterey Fire November Calls for Service
FIRE PERFORMANCE MEASURE
The performance goal for Code-3 (life threatening emergency-lights & siren) fire calls with a response time of 5 minutes or less from dispatch to arrival is 95%. For the month of November 2021 the fire department was unable able to meet the performance measure. The response time was 94.6% with (2) code-3 calls over 5 minutes.
52 total calls for service in CBTS Average response time: 3:18 min. 37 total Code-3 Fire calls for service with (2) Fire call over 5:00 min 11/03/2021 – Code 3 response 05:14 min – Crespi/Mt View – Normal response time of night TO: Honorable Mayor and City Council Members
SUBMITTED BY: Interim Chief Brian Uhler
SUBMITTED ON: December 21, 2021
APPROVED BY: Chip Rerig, City Administrator
Attachment 3
11/18/2021 – Code 3 response 09:17 min – Junipero/3rd – Had hose deployed in training causing delay
BEACH FIRES
(0) Illegal beach fires were recorded during the month of November Attachment 3
INCIDENT PRIORIT DATE ALARM ARRIVAL RESPONSE CALL CLEARED 211101-CFA01482 Emergen 11/1/2021 12:54:15 PM 12:58:21 PM 0:04:06 1:21:31 PM 25981 RIDGEWOOD RD 211102-CFA01488 Emergen 11/2/2021 2:01:02 AM 2:05:49 AM 0:04:47 2:55:00 AM GUADALUPE ST / 6TH A 211103-CFA01492 Emergen 11/3/2021 5:28:56 AM 5:34:19 AM 0:05:23 7:45:00 AM CRESPI AVE / S MOUNT 211104-CFA01496 Emergen 11/4/2021 10:06:45 AM 10:10:21 AM 0:03:36 11:40:00 AM OCEAN AVE / SCENIC R 211105-CFA01503 Emergen 11/5/2021 10:16:07 AM 10:18:39 AM 0:02:32 11:16:04 AM MONTE VERDE ST / 4TH 211106-CFA01508 Emergen 11/6/2021 5:37:55 PM 5:39:59 PM 0:02:04 6:00:04 PM OCEAN AVE / SAN CARL 211106-CFA01510 Emergen 11/6/2021 11:11:39 PM 11:15:41 PM 0:04:02 11:56:04 PM 25985 RIDGEWOOD RD 211109-CFA01515 Emergen 11/9/2021 11:48:55 AM 11:51:35 AM 0:02:40 12:45:00 PM DOLORES ST / 13TH AV 211110-CFA01521 Emergen 11/10/2021 5:01:24 PM 5:03:16 PM 0:01:52 5:11:42 PM 5TH AVE / LINCOLN ST 211110-CFA01523 Emergen 11/10/2021 9:26:49 PM 9:29:46 PM 0:02:57 9:35:17 PM SANTA RITA ST / 6TH A 211111-CFA01525 Emergen 11/11/2021 4:45:42 PM 4:47:45 PM 0:02:03 5:41:40 PM MISSION ST / 7TH AVE 211111-CFA01528 Emergen 11/11/2021 7:40:19 PM 7:43:54 PM 0:03:35 8:28:33 PM LINCOLN ST / 9TH AVE 211112-CFA01529 Emergen 11/12/2021 11:50:07 AM 11:55:56 AM 0:05:49 12:39:44 PM 7TH AVE / DOLORES ST 211114-CFA01546 Emergen 11/14/2021 8:41:01 PM 8:43:52 PM 0:02:51 9:41:17 PM DOLORES/4TH 211115-CFA01550 Emergen 11/15/2021 6:15:09 PM 6:17:31 PM 0:02:22 6:38:00 PM DOLORES ST / 10TH AV 211115-CFA01551 Emergen 11/15/2021 7:53:06 PM 7:56:10 PM 0:03:04 8:02:26 PM CAMINO REAL ST / 4TH 211116-CFA01555 Emergen 11/16/2021 3:25:45 PM 3:29:01 PM 0:03:16 3:40:09 PM CAMINO REAL ST / 4TH 211117-CFA01559 Emergen 11/17/2021 10:48:57 AM 10:49:55 AM 0:00:58 11:20:00 AM MISSION ST / 6TH AVE 211118-CFA01562 Emergen 11/18/2021 3:40:27 PM 3:45:29 PM 0:05:02 4:38:43 PM JUNIPERO AVE / 3RD A 211120-CFA01571 Emergen 11/20/2021 5:51:27 PM 5:54:46 PM 0:03:19 7:02:00 PM LINCOLN ST / 7TH AVE 211121-CFA01575 Emergen 11/21/2021 4:18:50 PM 4:23:05 PM 0:04:15 5:05:00 PM SCENIC RD / SANTA LU 211122-CFA01579 Emergen 11/22/2021 10:15:35 AM 10:17:36 AM 0:02:01 11:00:43 AM DOLORES ST / 3RD AVE 211124-CFA01587 Emergen 11/24/2021 10:56:29 AM 10:57:17 AM 0:00:48 11:30:57 AM SAN CARLOS ST / 5TH 211125-CFA01594 Emergen 11/25/2021 9:40:38 AM 9:44:51 AM 0:04:13 10:40:00 AM 3080 RIO ROAD 211126-CFA01601 Emergen 11/26/2021 10:43:46 AM 10:46:13 AM 0:02:27 11:40:00 AM 5TH AVE / DOLORES ST 211127-CFA01606 Emergen 11/27/2021 3:00:17 PM 3:03:03 PM 0:02:46 4:30:00 PM 7TH AVE / LINCOLN ST 211130-CFA01616 Emergen 11/30/2021 3:27:24 PM 3:29:27 PM 0:02:03 3:44:15 PM SAN CARLOS ST / 7TH NUMBER OF EMS INCIDEN 27 0:03:09
INCIDENT PRIORIT DATE ALARM ARRIVAL RESPONSE CALL CLEARED 211106-CFA01507 Emergen 11/6/2021 9:59:33 AM 9:59:53 AM 0:00:20 10:06:57 AM SAN CARLOS ST / 5TH 211111-CFA01526 Emergen 11/11/2021 5:47:58 PM 5:49:25 PM 0:01:27 6:14:11 PM MISSION ST / 7TH AVE 211112-CFA01530 Non-Eme11/12/2021 3:23:57 PM 3:27:05 PM 0:03:08 3:35:00 PM DOLORES ST / 7TH AVE 211113-CFA01538 Non-Eme11/13/2021 7:07:47 PM 7:12:49 PM 0:05:02 7:21:50 PM JUNIPERO AVE / VISTA 211118-CFA01561 Emergen 11/18/2021 7:44:04 AM 7:48:57 AM 0:04:53 7:51:00 AM SANTA RITA ST / 2ND A 211119-CFA01565 Emergen 11/19/2021 11:38:05 AM 11:42:10 AM 0:04:05 11:55:00 AM 10TH AVE / CASANOVA 211121-CFA01573 Emergen 11/21/2021 7:15:48 AM 7:18:00 AM 0:02:12 7:22:00 AM S MOUNTAIN VIEW AVE 211124-CFA01590 Emergen 11/24/2021 6:23:21 PM 6:26:28 PM 0:03:07 6:30:15 PM 8TH AVE / CASANOVA S 211124-CFA01591 Emergen 11/24/2021 6:40:05 PM 6:42:30 PM 0:02:25 6:53:25 PM LINCOLN ST / 5TH AVE 211127-CFA01604 Emergen 11/27/2021 1:40:12 AM 1:43:29 AM 0:03:17 1:48:00 AM OCEAN AVE / MONTE V NUMBER OF FIRE INCIDENTS 10 0:03:00
TOTAL CARMEL CITY INCIDEN 37 0:03:06
INCIDENT PRIORIT DATE ALARM ARRIVAL RESPONSE CALL CLEARED
CARMEL HIGHLANDS
AVERAGE RESPONSE
FIRE RESPONSES CARMEL CITY
STREET
AVERAGE RESPONSE
RESPONSE SUMMARY REPORT BY DISTRICT
27015 CARMEL-BY-THE-SEA FIRE AMBULANCE
Alarm Dates: 11/01/2021 to 11/30/2021
STREET
INCIDENT
MEDICAL RESPONSES CARMEL CITY
RESPONSES BY DISTRICT
TOTAL AVERAGE RESPONSE TIME
STREET
Attachment 3
211105-CFA01505 Emergen 11/5/2021 6:12:16 PM 6:20:45 PM 0:08:29 6:28:29 PM HWY 1 / LOWER WALDE 211106-CFA01509 Emergen 11/6/2021 6:36:13 PM 6:46:24 PM 0:10:11 7:36:26 PM HWY 1 / GARRAPATA C 211120-CFA01569 Emergen 11/20/2021 1:58:52 PM 2:49:04 PM 0:50:12 4:04:35 PM 188 SAN REMO RD 211123-CFA01586 Emergen 11/23/2021 4:59:20 PM 5:08:38 PM 0:09:18 6:10:00 PM 120 HIGHLAND DR 211125-CFA01596 Emergen 11/25/2021 11:18:01 AM 11:24:49 AM 0:06:48 11:33:51 AM 27720 HWY 1 211126-CFA01600 Emergen 11/26/2021 2:12:36 AM 2:23:43 AM 0:11:07 3:20:00 AM 95 CORONA WAY 211127-CFA01605 Emergen 11/27/2021 12:56:45 PM 1:04:35 PM 0:07:50 2:38:26 PM 1 POINT LOBOS STATE Subtotal 7 Average Response Time 0:14:51
CYPRESS FIRE
211101-CFA01481 Emergen 11/1/2021 7:41:14 AM 7:49:00 AM 0:07:46 8:52:00 AM 24875 OUTLOOK DR 211101-CFA01483 Emergen 11/1/2021 2:44:31 PM 2:49:05 PM 0:04:34 3:28:00 PM 26135 CARMEL RANCHO 211101-CFA01484 Emergen 11/1/2021 4:28:18 PM 4:32:39 PM 0:04:21 4:45:31 PM 26074 MESA DR 211103-CFA01493 Emergen 11/3/2021 8:50:37 AM 8:54:27 AM 0:03:50 10:00:00 AM 24405 SAN LUIS AVE 211103-CFA01495 Emergen 11/3/2021 5:33:21 PM 5:38:01 PM 0:04:40 6:45:00 PM 3574 OLIVER RD 211104-CFA01500 Emergen 11/4/2021 1:25:44 PM 1:32:11 PM 0:06:27 2:30:00 PM 24558 PORTOLA RD 211104-CFA01501 Emergen 11/4/2021 9:08:33 PM 9:15:29 PM 0:06:56 10:15:00 PM 26245 CARMEL RANCHO 211105-CFA01502 Emergen 11/5/2021 12:13:33 AM 12:19:25 AM 0:05:52 12:55:00 AM 26245 CARMEL RANCHO 211105-CFA01506 Emergen 11/5/2021 8:42:44 PM 8:46:14 PM 0:03:30 9:01:04 PM HWY 1 / FLANDERS 211107-CFA01511 Emergen 11/7/2021 8:18:50 AM 8:20:00 AM 0:01:10 8:21:30 AM 26238 CARMELO ST 211109-CFA01512 Emergen 11/9/2021 7:56:16 AM 8:01:08 AM 0:04:52 8:50:21 AM 3850 RIO RD 211110-CFA01522 Emergen 11/10/2021 5:17:43 PM 5:23:10 PM 0:05:27 7:38:05 PM 24520 OUTLOOK DR 211111-CFA01524 Emergen 11/11/2021 6:16:00 AM 6:21:43 AM 0:05:43 7:45:00 AM 24470 SAN LUIS AVE 211111-CFA01527 Emergen 11/11/2021 6:18:22 PM 6:23:00 PM 0:04:38 6:27:27 PM 3850 RIO RD 211112-CFA01531 Emergen 11/12/2021 5:20:49 PM 5:28:41 PM 0:07:52 5:36:01 PM 27953 SAN JOSE CREEK 211113-CFA01532 Emergen 11/13/2021 3:50:07 AM 3:56:30 AM 0:06:23 4:31:20 AM 26245 CARMEL RANCHO 211113-CFA01533 Emergen 11/13/2021 8:59:05 AM 9:03:30 AM 0:04:25 9:20:00 AM 25654 MORSE DR 211113-CFA01535 Emergen 11/13/2021 10:50:45 AM 10:57:10 AM 0:06:25 11:19:43 AM 4860 CARMEL VALLEY R 211113-CFA01540 Emergen 11/13/2021 11:01:37 PM 11:04:27 PM 0:02:50 11:45:00 PM LINCOLN ST / 7TH AVE 211114-CFA01545 Emergen 11/14/2021 7:41:21 PM 7:47:49 PM 0:06:28 7:50:00 PM 2765 RIBERA RD 211115-CFA01547 Emergen 11/15/2021 7:03:37 AM 7:08:41 AM 0:05:04 7:59:00 AM 26349 MONTE VERDE S 211119-CFA01566 Emergen 11/19/2021 5:47:20 PM 5:53:50 PM 0:06:30 6:13:45 PM 25700 CANADA DR 211120-CFA01568 Emergen 11/20/2021 3:34:58 AM 3:41:16 AM 0:06:18 4:30:00 AM 3542 TAYLOR RD 211120-CFA01570 Emergen 11/20/2021 4:37:43 PM 4:42:00 PM 0:04:17 5:00:35 PM 24433 SAN MATEO AVE 211121-CFA01574 Emergen 11/21/2021 2:06:55 PM 2:10:26 PM 0:03:31 2:51:46 PM 24769 HANDLEY DR 211122-CFA01578 Emergen 11/22/2021 5:01:29 AM 5:08:02 AM 0:06:33 6:00:00 AM 26245 CARMEL RANCHO 211122-CFA01580 Emergen 11/22/2021 12:31:50 PM 12:36:20 PM 0:04:30 12:41:45 PM 26388 CARMEL RANCHO 211123-CFA01583 Emergen 11/23/2021 8:23:23 AM 8:32:04 AM 0:08:41 9:22:00 AM 24925 PINE HILLS DR 211125-CFA01593 Emergen 11/25/2021 4:40:52 AM 4:46:51 AM 0:05:59 5:20:20 AM 26408 MISSION FIELDS 211125-CFA01595 Emergen 11/25/2021 10:40:37 AM 10:47:15 AM 0:06:38 10:58:01 AM 26047 ATHERTON DR 211125-CFA01598 Emergen 11/25/2021 7:26:17 PM 7:32:48 PM 0:06:31 7:38:14 PM 25700 CANADA DR 211129-CFA01610 Emergen 11/29/2021 10:15:56 AM 10:21:19 AM 0:05:23 11:00:00 AM 3420 RIO RD 211129-CFA01611 Emergen 11/29/2021 12:45:59 PM 12:48:47 PM 0:02:48 12:55:21 PM HATTON RD / OCEAN A 211129-CFA01613 Emergen 11/29/2021 5:58:17 PM 6:04:41 PM 0:06:24 6:17:16 PM 3542 TAYLOR RD 211130-CFA01614 Emergen 11/30/2021 11:56:50 AM 11:58:34 AM 0:01:44 12:32:41 PM 233 CROSSROADS BLV 211130-CFA01618 Emergen 11/30/2021 10:08:17 PM 10:15:11 PM 0:06:54 11:09:47 PM 3415 RIO RD Subtotal 36 Average Response Time 0:05:20
PEBBLE BEACH
211102-CFA01489 Emergen 11/2/2021 9:10:58 AM 9:23:00 AM 0:12:02 10:12:00 AM SEVENTEEN MILE DR / 211102-CFA01490 Emergen 11/2/2021 3:14:00 PM 3:22:00 PM 0:08:00 4:16:00 PM 3253 STEVENSON DR 211113-CFA01537 Emergen 11/13/2021 1:27:41 PM 1:36:43 PM 0:09:02 2:45:00 PM 3245 SEVENTEEN MILE 211114-CFA01542 Emergen 11/14/2021 11:55:30 AM 12:00:16 PM 0:04:46 12:40:00 PM 3380 - 3399 SEVENTEE Subtotal 4 Average Response Time 0:08:28
CARMEL VALLEY
211008-CFA01357 Emergen 10/8/2021 12:56:47 PM 12:58:00 PM 0:01:13 1:04:40 PM 914 W CARMEL VALLEY 211008-CFA01358 Emergen 10/8/2021 1:55:12 PM 1:59:23 PM 0:04:11 2:25:00 PM 5995 BROOKDALE DR 211010-CFA01366 Emergen 10/10/2021 2:27:00 PM 2:46:00 PM 0:19:00 4:15:00 PM 38 UPPER CIR Subtotal 3 Average Response Time 0:08:08 CARMEL VALLEY
INCIDENT
INCIDENT
PEBBLE BEACH
Carmel Highlands
CYPRESS FIRE
INCIDENT
Attachment 3
MID COAST
211113-CFA01539 Emergen 11/13/2021 8:27:50 PM 8:52:00 PM 0:24:10 10:03:15 PM 37732 PALO COLORADO 211126-CFA01602 Emergen 11/26/2021 12:10:58 PM 12:30:00 PM 0:19:02 2:20:00 PM 5038 GARRAPATOS RD Subtotal 2 Average Response Time 0:21:36
SEASIDE/SAND CITY
211109-CFA01517 Emergen 11/9/2021 1:05:23 PM 1:09:57 PM 0:04:34 1:50:18 PM 1055 FREMONT BLVD 211113-CFA01534 Emergen 11/13/2021 9:49:29 AM 10:03:06 AM 0:13:37 10:40:37 AM 1155 FREMONT BLVD 211118-CFA01563 Emergen 11/18/2021 7:22:37 PM 7:34:02 PM 0:11:25 7:37:16 PM 1153 FREMONT BLVD 211123-CFA01585 Emergen 11/23/2021 12:09:18 PM 12:28:38 PM 0:19:20 1:16:11 PM 1621 MARIETTA ST Subtotal 4 Average Response Time 0:12:14
MARINA
211115-CFA01549 Emergen 11/15/2021 1:11:42 PM 1:18:56 PM 0:07:14 2:37:33 PM 356 RESERVATION RD Subtotal 1 Average Response Time 0:07:14
MONTEREY
211104-CFA01498 Emergen 11/4/2021 12:39:06 PM 12:44:42 PM 0:05:36 12:57:47 PM 2170 N FREMONT ST 211104-CFA01499 Emergen 11/4/2021 1:02:26 PM 1:04:30 PM 0:02:04 1:09:37 PM 930 CASANOVA AVE 211109-CFA01514 Emergen 11/9/2021 9:56:53 AM 10:08:53 AM 0:12:00 11:00:00 AM 101 HERRMANN DR 211109-CFA01518 Emergen 11/9/2021 4:26:12 PM 4:33:56 PM 0:07:44 5:10:00 PM PEARL ST / TYLER ST 211109-CFA01519 Emergen 11/9/2021 5:10:00 PM 5:14:32 PM 0:04:32 6:30:00 PM 100 BARNET SEGAL LN 211113-CFA01536 Emergen 11/13/2021 11:42:48 AM 11:53:18 AM 0:10:30 1:15:00 PM 886 CANNERY ROW 211116-CFA01554 Emergen 11/16/2021 10:05:34 AM 10:10:18 AM 0:04:44 11:06:24 AM 1575 SKYLINE DR 211116-CFA01558 Emergen 11/16/2021 7:26:25 PM 7:28:04 PM 0:01:39 8:57:49 PM 666 CASANOVA AVE 211117-CFA01560 Emergen 11/17/2021 2:19:49 PM 2:30:44 PM 0:10:55 3:32:19 PM 1436 MANOR RD 211121-CFA01576 Emergen 11/21/2021 6:01:43 PM 6:10:14 PM 0:08:31 6:28:00 PM 886 CANNERY ROW 211121-CFA01577 Non-Eme11/21/2021 6:29:56 PM 6:36:09 PM 0:06:13 7:21:08 PM CAMINO EL ESTERO / P 211124-CFA01589 Emergen 11/24/2021 5:20:39 PM 5:27:59 PM 0:07:20 6:30:00 PM 200 GLENWOOD CIR 211128-CFA01609 Emergen 11/28/2021 6:55:30 PM 7:00:00 PM 0:04:30 7:58:00 PM PEARL ST / TYLER ST Subtotal 13 Average Response Time 0:06:38
TOTAL All CALLS 107 0:06:04
MARINA
MID COAST
INCIDENT
INCIDENT
TOTAL AVERAGE RESPONSE TIME
MONTEREY
INCIDENT
INCIDENT
SEASIDE/SAND CITY
Attachment 3
21 11 Carmel Fire Activity Report 1
Incident Alarm Date Incident Number Response
Time Combined Address Cross Street Priority
300-321 Series (EMS)
Medical assist, assist EMS crew 11/5/2021 10:15 AM 211105-MNT07115 0:03:03 MONTE VERDE ST 4TH AVE 3 Medical assist, assist EMS crew 11/6/2021 11:10 PM 211106-MNT07148 0:04:10 25985 RIDGEWOOD RD 3 Medical assist, assist EMS crew 11/11/2021 4:44 PM 211111-MNT07278 0:02:18 MISSION ST 7TH AVE 3 Medical assist, assist EMS crew 11/11/2021 5:47 PM 211111-MNT07279 0:02:14 MISSION ST 7TH AVE 3 Medical assist, assist EMS crew 11/11/2021 7:39 PM 211111-MNT07282 0:03:23 LINCOLN ST 9TH AVE 3 Medical assist, assist EMS crew 11/17/2021 10:48 AM 211117-MNT07393 0:01:03 MISSION ST 6TH AVE 3 Medical assist, assist EMS crew 11/18/2021 3:39 PM 211118-MNT07417 0:09:17 JUNIPERO AVE 3RD AVE 3 EMS call, excluding vehicle accident with injury 11/2/2021 2:00 AM 211102-MNT07027 0:04:47 GUADALUPE ST 6TH AVE 3 EMS call, excluding vehicle accident with injury 11/3/2021 5:27 AM 211103-MNT07047 0:05:14 CRESPI AVE S MOUNTAIN VIEW AVE 3 EMS call, excluding vehicle accident with injury 11/4/2021 10:06 AM 211104-MNT07083 0:03:01 OCEAN AVE SCENIC RD 3 EMS call, excluding vehicle accident with injury 11/9/2021 11:48 AM 211109-MNT07209 0:03:30 DOLORES ST 13TH AVE 3 EMS call, excluding vehicle accident with injury 11/11/2021 12:57 PM 211111-MNT07264 0:02:56 OCEAN AVE DEL MAR AVE 3 EMS call, excluding vehicle accident with injury 11/12/2021 11:48 AM 211112-MNT07288 0:02:47 7TH AVE DOLORES ST 3 EMS call, excluding vehicle accident with injury 11/13/2021 11:01 PM 211113-MNT07322 0:03:06 LINCOLN STREET 7TH AVE 3 EMS call, excluding vehicle accident with injury 11/14/2021 8:40 PM 211114-MNT07340 0:02:41 DOLORES ST 5TH AVE 3 EMS call, excluding vehicle accident with injury 11/20/2021 5:50 PM 211120-MNT07468 0:02:49 LINCOLN ST 7TH AVE 3 EMS call, excluding vehicle accident with injury 11/22/2021 10:14 AM 211122-MNT07504 0:02:34 DOLORES ST 3RD AVE 3 EMS call, excluding vehicle accident with injury 11/24/2021 10:53 AM 211124-MNT07557 0:01:45 SAN CARLOS ST 5TH AVE 3 EMS call, excluding vehicle accident with injury 11/25/2021 9:39 AM 211125-MNT07580 0:04:51 3080 RIO RD 3 EMS call, excluding vehicle accident with injury 11/26/2021 10:43 AM 211126-MNT07604 0:02:37 5TH AVE DOLORES ST 3 EMS call, excluding vehicle accident with injury 11/27/2021 2:59 PM 211127-MNT07631 0:02:25 7TH AVE LINCOLN ST 3 21 0:03:21
322-399 Series (Rescues)
Motor vehicle accident with no injuries. 11/10/2021 5:00 PM 211110-MNT07240 0:02:27 5TH AVE LINCOLN ST 3 Rescue or EMS standby 11/30/2021 3:26 PM 211130-MNT07683 0:03:57 SAN CARLOS ST 7TH AVE 3 2 0:03:12
400 Series (Hazardous Material)
Oil or other combustible liquid spill 11/12/2021 4:20 PM 211112-MNT07293 0:01:59 7TH AVE CAMINO REAL ST 2 Chemical spill or leak 11/10/2021 5:36 PM 211110-MNT07241 0:03:33 5TH AVE LINCOLN ST 2 Electrical wiring/equipment problem, other 11/4/2021 7:50 PM 211104-MNT07110 0:02:25 JUNIPERO AVE 6TH AVE 3 Electrical wiring/equipment problem, other 11/9/2021 9:23 AM 211109-MNT07205 0:04:46 SAN ANTONIO AVE 10TH AVE 3 Electrical wiring/equipment problem, other 11/10/2021 8:45 AM 211110-MNT07228 0:03:10 CARPENTER ST 5TH AVE 2 Electrical wiring/equipment problem, other 11/23/2021 3:16 PM 211123-MNT07537 0:05:14 CAMINO DEL MONTE JUNIPERO AVE 2 6 0:03:31
RESPONSE SUMMARY REPORT BY INCIDENT TYPE
27060 CARMEL-BY-THE-SEA
Alarm Date From: 11/1/2021 To: 11/30/2021
21 11 Carmel Fire Activity Report 2
Incident Alarm Date Incident Number Response
Time Combined Address Cross Street Priority
500 & 600 Series (Service Calls)
Person in distress, other 11/13/2021 7:06 PM 211113-MNT07317 0:05:06 JUNIPERO AVE VISTA AVE 2 Person in distress, other 11/15/2021 7:52 PM 211115-MNT07357 0:00:54 CAMINO REAL ST 4TH AVE 2 Water or steam leak 11/6/2021 9:31 AM 211106-MNT07133 0:04:12 2ND AVE DOLORES ST 2 Public service 11/3/2021 5:50 PM 211103-MNT07061 0:04:12 SAN CARLOS ST 12TH AVE 2 Public service 11/8/2021 1:01 PM 211108-MNT07183 0:00:04 1ST AVE DOLORES ST 2 Public service 11/21/2021 7:14 AM 211121-MNT07475 0:03:36 S MOUNTAIN VIEW AVE TORRES ST 2 Assist invalid 11/29/2021 5:49 PM 211129-MNT07668 0:00:00 CARMELO ST OCEAN AVE 2 No incident found on arrival at dispatch address 11/6/2021 9:59 AM 211106-MNT07134 0:01:28 SAN CARLOS ST 5TH AVE 3 No incident found on arrival at dispatch address 11/12/2021 3:23 PM 211112-MNT07289 0:04:21 DOLORES ST 7TH AVE 2 No incident found on arrival at dispatch address 11/15/2021 6:14 PM 211115-MNT07354 0:03:01 DOLORES ST 10TH AVE 3 No incident found on arrival at dispatch address 11/16/2021 3:25 PM 211116-MNT07377 0:02:52 CAMINO REAL ST 4TH AVE 3 Smoke scare, odor of smoke 11/28/2021 7:05 PM 211128-MNT07647 0:03:30 FOREST AVE OCEAN AVE 3 12 0:02:46
700 Series (False Alarms)
False alarm or false call, other 11/14/2021 12:39 PM 211114-MNT07331 0:04:21 CAMINO REAL ST 7TH AVE 3 False alarm or false call, other 11/23/2021 8:56 PM 211123-MNT07543 0:03:44 5 GUADALUPE ST 3 System malfunction, other 11/16/2021 7:39 AM 211116-MNT07360 0:03:14 CAMINO REAL ST 7TH AVE 3 Smoke detector activation due to malfunction 11/27/2021 1:39 AM 211127-MNT07623 0:03:20 OCEAN AVE MONTE VERDE ST 3 Smoke detector activation, no fire - unintentional 11/3/2021 11:14 AM 211103-MNT07050 0:05:07 SAN CARLOS ST 13TH AVE 2 Smoke detector activation, no fire - unintentional 11/24/2021 6:22 PM 211124-MNT07569 0:02:20 8TH AVE CASANOVA ST 3 Smoke detector activation, no fire - unintentional 11/24/2021 6:39 PM 211124-MNT07570 0:02:14 LINCOLN ST 5TH AVE 3 Detector activation, no fire - unintentional 11/18/2021 7:43 AM 211118-MNT07410 0:05:00 SANTA RITA ST 2ND AVE 3 Detector activation, no fire - unintentional 11/19/2021 11:37 AM 211119-MNT07438 0:03:57 10TH AVE CASANOVA ST 3 Alarm system activation, no fire - unintentional 11/22/2021 10:21 AM 211122-MNT07506 0:04:20 JUNIPERO AVE 3RD AVE 2 Alarm system activation, no fire - unintentional 11/30/2021 6:07 PM 211130-MNT07686 0:02:55 LINCOLN ST 5TH AVE 2 11 0:03:41
Code 2 Calls 15
Code 3 Calls 37
52 94.6%
Over 5 Minute Response Times Cause of Delay: Code 3 Responses Total # of Incidents
% Under 5 Minute Response Time
211118-MNT07417- E 15 had an extended in response due to travel time from Junipero and Santa Lucia and had hose deployed in training.
211103-MNT07047- Normal response due to time of night.
C:\Users\kwade\Downloads\21 11 Carmel Fire Response Summary 12/20/2021 Type of Call Number Average Response Time
Fire 0 0:00
EMS 21 3:21
Rescue 2 3:12
Hazardous Condition 6 3:31
Service Calls 12 2:46
Severe Weather 0 0:00
False Call 11 3:41
Total Responses 52 3:18
Total Code 3 Calls: 37
Response Times for Code 3
Calls ≤ 5 minutes: 94.6%
CARMEL-BY-THE-SEA
NOVEMBER 2021
Response Summary Report by Incident Type
Fire
0%
EMS
40%
Rescue
4%
Hazardous Condition
12%
Service Calls
23%
Severe
Weather
0%
False Call
21%
Fire
EMS
Rescue
Hazardous Condition
Service Calls
Severe Weather
False Call
November 2021 PRA
request
number
Date
Requested
10-day
response
date
records requested requestor date
completed
notes
2021-086 11/2/2021 11/12/2021 Copies of all electronic records and correspondences, including any attachments or files, to or from or copied or blind copied to or from
John Okray 11/3/2021 11.2 -
clarification
emal sent
any system, employee, or official that includes any other individual(s) or entit(ies): 1) with an email address that includes in part:
@dunhillpartners.com or @dunhillpartnerswest.comor 2)
that includes the words "Bill Hutchinson" or "William
Hutchinson" or "William L. Hutchinson" in each case for all time periods up until May 15, 2021.
2021-087 11/3/2021 11/13/2021 When they're ready to be submitted to council for review, please send over the draft minutes of last night's meeting regarding the consideration of an Appeal (APP 21-359, WWI Memorial Plaque) of Historic Resources Board Resolution 2021-10-HRB
Ian Martin 11/3/2021
2021-088 11/5/2021 11/15/2021 Please provide any electronic communications between city staff, city council, and Mark Stilwell from November 1
through November 4, 2021
Steve Wilson 11/15/2021
2021-089 11/9/2021 11/19/2021 Please send me the employment contracts for the following: Theresa Buccola 11/16/2021
CITY CLERK BRITT AVRITT
MAYOR DAVE POTTER
CITY ADMINISTRATOR CHIP RERIG
BOBBY RICHARDS
COUNCILMEMBER KAREN FERLITO
COUNCILMEMBER CARRIE THEIS
CITY ATTORNEY BRIAN PIERIK
LEGAL SECRETARY DEE WETTERS
Along with the corresponding advertisements that were
posted to fill their positions, if applicable.
2021-090 11/9/2021 11/19/2021 Please send me the employment contracts for the following: Theresa Buccola 11/16/2021 November 2021 PRA
INTERIM CHIEF OF POLICE BRIAN UHLER
FORMER CHIEF OF POLICE PAUL TOMASI
OFFICER GREG JOHNSON
OFFICER JOSEPH BOUCHER
OFFICER GERALD MALDONADO
OFFICER JEFF WATKINS
OFFICER JANE DOE
OFFICER RACHEL LIGHTFOOT
OFFICER PHLEGER
OFFICER MARTIS
Along with the corresponding advertisements that were
posted to fill their positions.
2021-091 11/10/2021 11/20/2021 Please respond as to whether or not CITY ATTORNEY BRIAN PIERIK is a full-time employee of CITY OF CARMEL
BY THE SEA or a subcontractor. Please also send all
payments made to BRIAN PIERIK and/or his firm for
January 1st, 2020 through December 31, 2020. If the
requested payments are not under your purview, please
forward the email address for the comptroller.
Theresa Buccola 11/12/2021
2021-092 11/12/2021 11/22/2021
Please provide the supervisor's name and title in CARMEL BY THE SEA CITY HALL that is responsible for training staff to fulfill PUBLIC RECORDS REQUESTS. Also forward any
relevant certificates/training as it pertains for each individual that has been trained.
Theresa Buccola 11/16/2021
2021-093 11/15/2021 11/25/2021
Please send me a copy of the front and back of CITY
ATTORNEY BRIAN PIERIK'S bar card and/or bar license.
Theresa Buccola 11/16/2021
2021-094 11/17/2021 11/27/2021 Since the beginning of his contract with CARMEL BY THE SEA CITY HALL, please send the amount of
money CARMEL BY THE SEA paid to BRIAN PIERIK and/or
his firm, BURKE WILLIAMS & SORENSON for answering
PUBLIC RECORDS REQUESTS.
Theresa Buccola 11/29/2021
Please also send the contract he signed to begin doing
business with CITY of CARMEL BY THE SEA.
November 2021 PRA
2021-095 11/22/2021 12/2/2021 Hope you're well. Can you please send over the petition and any email correspondence that opposes the installation of the "sound lock" in the vestibule of the China Arts Building? These are all public records of course, so I expect that the names won't be redacted.
Ian Martin 12/2/2021
2021-096 11/23/2021 12/3/2021 Please tell me how I obtain certified copies of oaths to office for various public servants within the employ CARMEL BY THE SEA.
Theresa Buccola 11/29/2021
2021-097 11/30/2021 12/10/2021 Please forward all relevant training/certificates LESLIE FENTON and ASHLEE WRIGHT have for answering
PUBLIC RECORDS REQUESTS. Please also forward their
job descriptions and the ads they answered to apply for their positions.
Theresa Buccola 12/7/2021
2021-098 11/30/2021 12/10/2021 please send me electronic copies of all the itemized bills the firm BURKE WILLIAMS & SORENSON has submitted to
CITY HALL since the inception of its contract with the People of Carmel
Theresa Buccola 12/7/2021
2021-099 11/30/2021 12/10/2021
Please forward me an electronic copy of the order that was given to your department to enforce the Carmel Beach
"closure" on July 3rd, July 4th and July 5th of 2020
Theresa Buccola 12/9/2021
2021-100 11/30/2021 12/10/2021
I am making a request to review the public records
associated with the city’s general review of the zoning laws which culminated in the zoning revisions enacted in 1959.
Mark Blum 12/9/2021 11.30 -
clarification
requested
The 1959 revisions to the zoning code reclassified Lots 18 and 20 in Block 54 from R-1 to R-1-P-3 (parking). I would like to review any findings, reports or meeting minutes of the Land Use Committee, Planning Commission or Council that discuss aspects of the rezoning of these particular lots. I don’t need to review materials related to any other properties that might have been affected by other code revisions.
Bottom line, I am trying to learn about the thought processes of the staff and decision makers who ultimately approved the rezoning of these two lots.
11.30 -
clarification
Request No.
Request Date &
Received By
10-Day Due
Date
14-Day
Ext. Date
Date Completed
by PSO Requestor Phone Info Requested Status Date & PSO Mailed 2020-0001 11/1/2021 11/14 DA Ivan Fazekas 916-872-0762 970192 completed mailed by DA 2020-0002 11/8/2021 11/14 dA John Elber 831-574-9277 proof of registration COMPLETED cancelled request 2020-0003 11/10/2021 11/20/2021 11/11 DA Metropolitan Reporting Accident No Record mailed back 11/11 2020-0004 11/10/2021 11/20/2021 11/11 DA Metropolitan Reporting CA2100496 completed mailed by DA 2020-0005 11/10/2021 11/20/2021 11-Nov Lexis Nexis CA2100511 completed mailed by DA 2020-0006 11/16/2021 11/26/2021 12/1 DA Denise J. Rico 209-406-2036 CG2100526 completed mailed by DA 2020-0007 11/22/2021 11/30 MJR Stan Mailhiot 831-594-7957 CG2100470 completed released MJR 2020-0008 11/23/2021 11/24 DA Yarra Law Group Report not found No Record mailed letter 2020-0009 11/20/2021 11/30/2021 12/2 DA Levi Dentice 831-356-2608 CG1400675 completed report emailed by DA 1 CITY OF CARMEL-BY-THE-SEA
Monthly Report
Public Works Department – November 2021
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Robert Harary, P.E., Director of Public Works
SUBMITTED ON: December 3, 2021
APPROVED BY: Chip Rerig, City Administrator
City Council Special Meeting of November 1, 2021
• Adopted Resolution 2021-069, authorizing staff to pursue a 2021 Urban and Community Forestry Grant in the amount of $171,600 from Cal Fire to supplement funding for the Urban Forest Management Plan Project.
• Adopted Resolution 2021-070, amending on-call environmental services agreements with Rincon Consultants, for climate adaptation and SB1383 services, and Dudek, for environmental plan checking, with a not-to-exceed fee increase of $101,000 ($75,000 each).
City Council Meeting of November 2, 2021
• Adopted Ordinance 2021-003, amending the Carmel Municipal Code Chapter 8.16 pertaining to Solid Waste and Materials Recovery resulting from SB 1383. • Adopted Resolution 2021-072, amending the operating budget, including a $150,000 increase for additional tree removals, pruning, and planting.
• Considered a Permanent Encroachment Permit Application EN 21-187 (Stillwell) regarding a proposal to place a required grease interceptor within the public right-of-way.
Forest and Beach Commission Special Meeting of November 17, 2021 • Authorized removal of two significant oak trees conflicting with plans for a new home and garage at the northwest corner of Carpenter Street and Fifth Avenue. Applicant to replant one upper and one lower canopy trees.
Climate Action Committee Public Workshop of November 18, 2021 • LSA Associates, Rincon Consultants, and staff presented a summary of the Vulnerability Assessment, a draft list of strategies to adapt to climate change, and potential projects to reduce greenhouse gas emissions. While attendance was lower than anticipated, good public comments and ideas were generated.
Attachment 5
Public Works Department Report – November 2021
2 Public Works Administration
• Presented an overview of Public Works to the Leadership Carmel class. • Coordinated with Leadership Carmel students regarding a possible legacy project. • Senior Maintenance Worker Tom Lang and Maintenance Worker Dom Marquez were recognized for 5-years of service at the Employee Service Award luncheon. • A Tree Care Specialist candidate was selected and candidate accepted position, contingent upon a successful background check.
• Interviews for the Maintenance Worker (streets) position were scheduled for early December. • Interviewed Project Manager candidates and sent a conditional offer letter; however, candidate did not accept due to salary demands. This will further delay the start-up of several Capital Improvement Projects.
• Performed an analysis of staffing capacity, current and anticipated near-future workload, and recommended new staff positions as well as retention strategies. • Evaluated cost sharing options for a possible Lease Agreement with Pac Rep for the Forest Theater.
• Met with California OES and Police Department regarding a Hazard Mitigation Grant application process for backup generators.
Carmel Cares
• Continued to maintain and improve the Scenic Pathway, Devendorf Park, Forest Theater, Vista Lobos Park, Sunset Center grounds, median islands, and other areas. • Participated and assisted in the Halloween Parade and other special events. • Began in-shop construction of seven downtown Carmel map display cases as well as a show bill structure in front of Sunset Center.
• Cleared out the Ocean Avenue median island, between Lincoln and Monte Verde Streets, in preparation for a pilot project to re-landscape the medians for Downtown Beautification. • Began masonry repairs of broken or missing stones on beach access steps.
Environmental Programs
• Continued to coordinate with HF&H Consultants to complete their report evaluating the change in ownership of Greenwaste Recovery, as well as coordinating with GWR, MRWMD, City attorney’s office, and others regarding the proposed Amendment to the Franchise Agreement and rate increase to implement SB 1383. Prepared Council report, resolution, and presentation.
• Prepared presentation for the Climate Committee Workshop and coordinated with consultants. • Coordinated with the Monterey Regional Storm Water Management Program Manager for an extraordinary business presentation for the December 6 Council meeting. • Received report from Monterey Regional Waste Management District regarding container evaluations. This data was needed for the City’s final $120k Cal Recycle Grant report. • Based on further discussions with the California Coastal Conservancy regarding funding for a boardwalk along the west side of the North Dunes, from Del Mar to Fourth Avenue, it appears that we were premature in seeking funding until there is a coastal engineering study to address the ongoing heavy erosion of the foredune directly west of the volleyball courts. While still a worthy project for CCC funding, design of this project may need to be deferred. • Tope Tree Service began the mostly grant-funded, Fire Fuel Reduction Project in MTNP.
Attachment 5
Public Works Department Report – November 2021
3 Facility Maintenance
• Repaired the Fire Station emergency generator engine, saving $4k over hiring a contractor. • Set up holiday lights and decorations in Devendorf Park, and lights along the Ocean Avenue median islands.
• Trained Police and Fire personnel on properly using the new, high-pressure washer for washing trucks at the Public Works Yard.
• Supervisor attended the annual Facility Maintenance Conference to see the latest trends and technologies in facility maintenance.
• Supervisor also completed the Fire Sprinkler Inspection training program. • Repaired a roof leak on the Police building.
• Evaluated repair options and costs for re-coating the rusty metal container below the Police/ Public Works emergency generator. Further rusting may cause possible diesel fuel leaks.
Street Maintenance
• Supported the Halloween Parade, Veteran’s Day, and Homecrafter’s Marketplace events. • Repaired the Ocean Avenue median stone end wall damaged by a “hit and run” vehicle. • Mucked out the drainage channel and culverts along Rio Road. • Reconstructed a number of traffic and street name signs which had rotted wood posts. • Patched additional potholes and made some sidewalk repairs. • As part of our due diligence research for a replacement street sweeper for next fiscal year, a vendor gave a demonstration of a new Elgin brand street sweeper. • Prepared technical narrative of a report regarding use of Road Maintenance and Rehabilitation Account (RMRA) transportation funds and coordinated with Finance.
Forestry, Parks and Beach (Forester’s Report)
• Continued planning for Downtown Beautification’s Ocean Avenue median island replanting project, starting between Lincoln and Monte Verde Streets. Stumps were removed, plants were evaluated and purchased, and a new irrigation system has been ordered. • Met with property owner in Monterey County directly across the newly-striped pickleball court at Forest Hill Park. Requests included installing “park off pavement” signs, which is being reviewed by County Traffic Engineering, and laminated “Be Respectful, Please Reduce Noise” signs to be installed at the courts.
• Planted nine (9) new trees.
• Large logs were removed from the beach.
• Met with Community Planning and Building Department and came up with a few ideas to streamline routine planning-forestry-building activities.
Attachment 5
Public Works Department Report – November 2021
4 Historic Permitted Removals and Required Plantings
Removal
permits
Removal
of upper
Removal
of lower
Replanting
Required
Replanting
of upper
Replanting
of lower
Replanting
%
2012 96 20 20.83%
2013 123 60 63 59 31 29 47.97%
2014 145 64 81 49 35 20 33.79%
2016 90 37 41.11%
2017 119 50 69 43 15 28 36.13%
2018 77 37 60 20 1 18 20.62%
2019 170 107 63 116 53 63 68.24%
2020 98 57 41 93 67 26 94.90%
Permitted
removals
Removal
of upper
Removal
of lower
Replanting
Required
Replanting
of upper
Replanting
of lower
Replanting
%
Applications
processed
2021* 179 77 102 118 74 44 65.92% 197
*year to date
• Private and Development Activities
Permitted Removals and Required Planting
Removals Plant Upper Plant Lower No Room for
New Trees
Meets Density
Recommendations
Total Number of
Trees Required
January 6 3 2 0 0 5
February 20 4 3 0 12 7
March 7 3 1 0 3 4
April 17 6 5 0 6 11
May 12 2 5 0 3 7
June 9 2 2 1 1 4
July 11 6 4 0 3 10
August 21 9 6 0 4 15
September 20 9 3 3 6 12
October 17 10 4 0 7 14
November 39 20 9 0 14 29
December 0
Totals 179 74 44 4 59 118
Attachment 5
Public Works Department Report – November 2021
5 0
10 20
30 40
50 60
70 80
2013 2014 2017 2018 2019 2020 2021*
Required Replanting
Re-planting of upper Re-planting of lower
71 96 67
139 165 149 176 165
132 159
88 207
256
556 425
163
107
187
115 101
90 74
75 38
40 105
113
66 72
59 62
50 0
100
200
300
400
500
600
700
2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021* City Performed Tree Work Year by Year Comparison
Removal Prunning Planting * year to date
City Forestry, Parks, and Beach Activities
Attachment 5
Public Works Department Report – November 2021
6 Work Type Count
Failures 0
Inspections 13
Plan review 6
Plantings 9
Prunings 2
Removals 0
Stop Work Orders 0
Stump Removals 5
Tree Assessments - Planning 0
Attachment 5
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
Staff Report
January 4, 2022
CONSENT AGENDA
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Robin Scattini, Finance Manager
APPROVED BY: Chip Rerig, City Administrator
SUBJECT: November 2021 Check Register Summary
RECOMMENDATION:
Approve the check register for November 2021.
BACKGROUND/SUMMARY:
The check register is produced from the City's financial system. The report groups the checks by the respective department or function. The check register includes the check number, the name of the vendor, a description of the purchase, the check issue date and the amount of the check. Per the California Supreme Court's decision in the case of Los Angeles County Board of Supervisors v. Superior Court (Dec. 29, 2016) (2016 WL 7473802), the check register excludes the specific invoice payments for legal services incurred for pending and active investigations, pending and active litigation, as well as recently concluded matters. The Supreme Court has ruled that these specific invoices are protected under attorney-client privilege and need not be disclosed under the Public Records Act.
On the last page of the report, staff have included the contract balance for the respective vendors that were paid in November.
FISCAL IMPACT:
The check register summary for November 2021 totals $557,954.
PRIOR CITY COUNCIL ACTION:
Council ratified the October 2021 check register at its December 7 regular meeting.
ATTACHMENTS:
November 2021 check register
November 2021 Check Register
Check No. Vendor/Employee Transaction Description Date Amount Department: 110 City Council
47967 Peninsula Messenger LLC Mail service:sorting and delivery FY 2021-22 11/10/2021 4,224.00 47995 Bobby Richards Reimbursement: League of Cal Cities Conf exp. 11/23/2021 1,141.10 48028 Carmel Chamber of Commerce Chambers Excellence Award banquet 4 seats 11/29/2021 740.00 48035 Peninsula Messenger LLC Mail service:sorting and delivery FY 2021-22 11/29/2021 48.00 Total for Department: 110 City Council 6,153.10
Department: 111 City Administration
47917 California Municipal Statistics Inc Direct and Overlapping Debt Statement for audit 11/04/2021 500.00 47918 Carmel Pine Cone Legal noticing 11/04/2021 915.00 47921 Comcast City Hall business cable services 11/04/2021 73.17 47922 Corbin Willits System MOM Financial system FY 2021-22 11/04/2021 720.79 47935 Alhambra Water service City Hall 11/09/2021 111.82 47945 Zoom Imaging Solutions, Imc. Admin/Finance Copier usage fees FY 2021-22 11/09/2021 287.76 47948 Amazon Web Services Inc Data and cloud storage fees 11/10/2021 785.60 47949 AT&T Telephone service citywide FY 2021-22 11/10/2021 1,099.33 47952 Carmel Pine Cone Legal noticing 11/10/2021 270.00 47953 Chavan and Associates, LLC Financial Audit FY20/21 11/10/2021 9,500.00 47972 Sprint Cell service, usage and purchases 11/10/2021 319.13 47974 TCS Total Compensation Systems Inc 2nd Installment:GASB 75 Full evaluation 11/10/2021 1,350.00 47975 T-Mobile Monthly cell service and purchases 11/10/2021 1,517.18 47978 Verizon Wireless Cell phone usage and phone purchases 11/10/2021 299.82 47991 Leslie Fenton Reimburse: employee appreciation lunch supplies 11/18/2021 32.62 47993 US Bank Food for employee appreciation lunch 11/18/2021 1,293.42 48004 Comcast Business NonCNGEN internet and recurring charges 11/23/2021 644.82 48013 NHA Advisors Pension consulting FY 2021-22 11/23/2021 4,304.17 48029 Carmel Pine Cone Legal noticing 11/29/2021 270.00 48032 Image Sales Employee ID Badges 11/29/2021 21.79
48034 Office Depot, Inc. Business office supplies-Adm and Finance 11/29/2021 181.62 48038 Toshiba Financial Service Copier contract Admin:ESTUDIO 5506ACT 11/29/2021 403.46 48039 US Bank IT/HR subscriptions, HR conference fees 11/29/2021 1,929.02 48040 Wageworks,Inc Healthcare monthly Admin and Compliance Fee 11/29/2021 160.00 Total for Department: 111 City Administration 26,990.52 Department: 112 City Attorney
47938 Kennedy, Archer & Giffen Legal fees: Sept 2021 11/09/2021 192.50 47997 Burke,Williams & Sorensen, LLP Legal services: Sept 2021 11/23/2021 50,549.00 48026 Burke,Williams & Sorensen, LLP Legal services: Oct 2021 11/29/2021 34,641.00 Total for Department: 112 City Attorney 85,382.50
Department: 115 Community Planning & Building
47894 Carmel Towing & Garage Fuel for CPB vehicle 11/03/2021 45.74 47895 De Lage Landen Financial Dept Copier maint-service contract 11/03/2021 211.71 47899 US Bank APA conference registration 11/03/2021 150.00 47900 West Coast Signings Notary Services 11/03/2021 40.00 Total for Department: 115 Community Planning & Bu 447.45 Department: 116 Police
47914 Allied Universal Beach patrol services 11/04/2021 2,901.96 47924 Ferguson Enterprises, Inc. Fire station replacement valve 11/04/2021 72.99 47925 Jacob Clifford Reimburse for ammunition purchased for training 11/04/2021 168.67 47940 Monterey County Sheriff-Coroner FY 2021-22 Criminal Justice Information System Jul-Sep 21 11/09/2021 19,416.50 47941 Pacific Gas & Electric Video cameras citywide 11/09/2021 218.97 47944 Transunion Risk & Alterna Investigative services for PD-Monthly fee 11/09/2021 95.50 47951 Caltronics/J.J.R Enterprises. Inc Police Dept copier usage 11/10/2021 559.40 47968 Rachelle Lightfoot Reimburse: new oven for department 11/10/2021 845.76 47973 T2 Systems Canada Inc. Digital Iris service FY 2021-22 11/10/2021 125.00 47977 US Bank Uniform items,meeting costs,fuel, vehicle supplies 11/10/2021 3,348.20 47994 Allied Universal Beach patrol services 11/23/2021 188.09 48003 Comcast Police Dept cable services 11/23/2021 52.60 48005 Department of Justice/Accounting Office Fingerprinting services-Police Dept 11/23/2021 209.00 48008 Jacob Clifford Reimburse for SWAT conference expenses 11/23/2021 55.79 48019 Veritas CVSA Truth Verification Services Professional services PD 11/23/2021 350.00 48022 DLB Associates Inc. IBM Power server software maint renewal 11/29/2021 1,690.00 48024 Alhambra Water service Police Dept 11/29/2021 219.98 48025 American Messaging Messaging services 11/29/2021 2.50 48030 Carmel Towing & Garage Auto repairs-PD vehicles & fuel 11/29/2021 3,023.06 48037 Salinas Valley Pro Squad Uniform-service clothes 11/29/2021 587.64 Total for Department: 116 Police 34,131.61
Department: 117 Fire
47930 Municipal Emergency Services Supplies 11/04/2021 48.91 47946 Alhambra Water service Fire Dept 11/10/2021 316.70 47955 City Of Monterey FY 21-22 Fire Contract monthly charges 11/10/2021 222,578.82 47963 Mission Linen Service Fire Dept-linen service 11/10/2021 119.09 47998 Caltronics/J.J.R Enterprises. Inc Fire Dept copier usage 11/23/2021 13.34 48011 Mission Linen Service Fire Dept-Linen service 11/23/2021 238.18 48030 Carmel Towing & Garage FY 2021-22 Fire Dept fuel purchases 11/29/2021 682.93 Total for Department: 117 Fire 223,997.97
Department: 118 Ambulance
47916 Bound Tree Medical LLC Ambulance medical supplies-FY 2021-22 11/04/2021 477.20 47928 Monterey Auto Supply Inc/Napa Auto Parts Ambulance Dept-auto parts 11/04/2021 11.80 47936 Bound Tree Medical LLC Ambulance medical supplies-FY 2021-22 11/09/2021 240.14 47950 Bound Tree Medical LLC Ambulance medical supplies-FY 2021-22 11/10/2021 19.62 47955 City Of Monterey Ambulance repairs-parts and service 11/10/2021 1,857.62 47996 Bound Tree Medical LLC Ambulance medical supplies-FY 2021-22 11/23/2021 461.94 48020 Wittman Enterprises, LLC Billing services Ambulance FY 2021-22 11/23/2021 9,000.76 48030 Carmel Towing & Garage FY 2021-22 Ambulance Dept fuel purchases 11/29/2021 1,327.34 48031 De Lage Landen Financial Ambulance Copier Lease FY 2021-22 11/29/2021 71.01 48036 Peninsula Welding & Medical Supply, inc. Ambulance Dept-Oxygen tanks 11/29/2021 90.30 Total for Department: 118 Ambulance 13,557.73
Department: 119 Public Works
47913 Ailing House Pest Control FM pest control FY 2021-2022 11/04/2021 80.00 47915 American Lock & Key FM keys FY 21-22 11/04/2021 40.58 47919 Cintas Corporation Uniforms for PW FY 2021-2022 11/04/2021 154.61 47920 City Of Monterey Sweeper repair August charges 11/04/2021 505.00 47923 Dudek Drainage and erosion contral plan reviews 11/04/2021 447.50 47926 LSA Associates, Inc Greenhouse gas emissions analysis 11/04/2021 3,927.50 47927 M & S Building Supply Supplies-PW Maint 11/04/2021 47.35 47928 Monterey Auto Supply Inc/Napa Auto Parts Vehicle Supplies FY 2021-2022 11/04/2021 237.70 47931 Ono Consulting Tree appraisal services 11/04/2021 1,575.00 47932 Rincon Consultants, Inc Climate action planning 11/04/2021 3,928.75 47933 Scarborough Lumber & Building FM supplies FY 2021-2022 11/04/2021 176.06 47934 US Bank Supplies for various city locations and projects 11/04/2021 2,961.39 47946 Alhambra Water for PW FY 2021-2022 11/10/2021 179.96 47947 Always Under Pressure Service Call Zone A 11/10/2021 297.50 47952 Carmel Pine Cone Flyer for Arbor Day Event 11/10/2021 400.00 47954 Cintas Corporation Uniforms for PW FY 2021-2022 11/10/2021 332.15 47956 De Lage Landen Financial PW copier maintenance FY 21-22 11/10/2021 205.39 47957 Drought Resistant Nursery Plants for city landscape 11/10/2021 210.49 47959 Golden State Portables Extra portabaes for Car Week 11/10/2021 761.75 47960 Granite Rock Company Supplies FY 2021-2022 11/10/2021 513.24 47961 M & S Building Supply Supplies-PW Maint 11/10/2021 27.71 47962 M3 Environmental Consulting Periodic Micro Inspection 11/10/2021 1,097.28 47964 Monterey Auto Supply Inc/Napa Auto Parts Fire station generator project 11/10/2021 214.94 47965 Office Depot, Inc. Office Supplies for PW 11/10/2021 215.84 47969 Scarborough Lumber & Building PW Supplies FY 2021-2022 11/10/2021 28.27 47970 Sentry Alarm Systems Alarm monitoring Park Branch Library 11/10/2021 231.00 47976 Tope's Tree Service Inc. Tree work citywide 11/10/2021 2,307.53 47977 US Bank Leaf blower, supplies 11/10/2021 510.20
47998 Caltronics/J.J.R Enterprises. Inc Monthly service for PW copier 11/23/2021 34.76 48000 Carmel Glass Company Window repair at Flanders 11/23/2021 165.00 48002 Cintas Corporation Uniforms for PW FY 2021-2022 11/23/2021 114.06 48006 Golden State Portables Portables at Forest Theater 11/23/2021 761.76 48012 MJ Murphy Lumber and Hardware PW supplies FY 2021-2022 11/23/2021 405.36 48015 Pureserve Building Service Monthly janitorial services 11/23/2021 16,166.72 48016 Scarborough Lumber & Building PW Supplies FY 2021-2022 11/23/2021 14.87 48017 Tope's Tree Service Inc. Tree work citywide 11/23/2021 1,483.50 48018 US Bank Various supplis for City projects 11/23/2021 1,538.78 48041 Ailing House Pest Control FM pest control FY 2021-2022 11/29/2021 414.00 48042 Carmel Towing & Garage PW fuel FY 21-22 11/29/2021 1,980.49 48043 Cintas Corporation Uniforms for PW FY 2021-2022 11/29/2021 147.04 48044 Dominic Marquez Reimbursement: Boot allowance per MOU 11/29/2021 163.88 48045 Greenwaste Recovery Inc Vista Lobos food waste bin 11/29/2021 111.80 48046 Leo Hernandez Reimbursement: Boot allowance per MOU 11/29/2021 221.02 48047 Martins Irrigation Supply, INC. Irrigation repair parts 11/29/2021 29.86 48048 Monterey Auto Supply Inc/Napa Auto Parts Vehicle Supplies FY 2021-2022 11/29/2021 45.00 48049 Pacific Smog Smog inspection for 3 city vehicles 11/29/2021 119.25 48050 Scarborough Lumber & Building PW Supplies FY 2021-2022 11/29/2021 127.21 48051 Sentry Alarm Systems Alarm system with monitoring-First Murphy House 11/29/2021 124.50 48052 Tope's Tree Service Inc. Tree work citywide 11/29/2021 1,945.95 48053 PSTS, Inc. Maintenance in PW yard 11/29/2021 710.00 48054 US Bank Supplies, membership, Arbor Day materials 11/29/2021 2,546.50 Total for Department: 119 Public Works 50,986.00
Department: 120 Library
47942 Pacific Grove Self Storage Storage unit for city art 11/09/2021 279.00 48007 Image Sales Library photo re-takes for ID cards 11/23/2021 46.38 48009 Layer 1 Networks Inc Sunset Center IT work for Homecrafters event 11/23/2021 682.52 Total for Department: 120 Library 1,007.90
Department: 121 Community Activities
47937 Carmel Office Supply Halloween poster on foam board 11/09/2021 65.54 47943 T. Horzen, Inc. Snow for tree lighting ceremony 11/09/2021 2,024.00 47990 Carmel Pine Cone Homecrafters' Marketplace ad 11.12.21 11/18/2021 400.00 47993 US Bank Candy, Halloween & Holiday event supplies 11/18/2021 2,910.47 48001 Carmel Pine Cone Homecrafters' Marketplace ad 11/19/2021 11/23/2021 400.00 48010 M & S Building Supply Wooden stakes for Christmas decor 11/23/2021 504.74 Total for Department: 121 Community Activities 6,304.75 Department: 130 Non-Departmental
47929 Monterey County Tax Collector Agency taxes and direct charges FY 2021-22 11/04/2021 81,791.36 47941 Pacific Gas & Electric Gas and electric service citywide FY 2021-22 11/09/2021 12.78 47966 Pacific Gas & Electric Gas and electric service citywide FY 2021-22 11/10/2021 15.17 48014 Pacific Gas & Electric Gas and electric service citywide FY 2021-22 11/23/2021 8,649.20 48027 Cal-Am Water Company Water service citywide FY 2021-22 11/29/2021 8,378.72 Total for Department: 130 Non-Departmental 98,847.23
Department: 311 Capital Projects
47958 Gates and Associates Annual paving project services 11/10/2021 2,100.00 Total for Department: 311 Capital Projects 2,100.00
Department: 513 Veh & Equip Replacement
48033 J 4 Systems Migration of Active Network Server 11/29/2021 8,047.00 Total for Department: 513 Veh & Equip Replacement 8,047.00 Grand Total 557,953.76
November Contract Payments:
Vendor Contract Amt Paid through Nov Contract Balance
Pen Messenger $ 26,326.00
City of Monterey $ 890,315.28 Fire admin services
Dudek $ 1,067.50
Rincon $ 21,178.00
Pureserve $ 64,666.88
Chavan & Assoc. $ 21,500.00
LSA Associates $ 4,555.00
Tope's Tree Svc $ 53,046.48
$ 32,000.00 $ 10,500.00
$ 65,000.00 $ 11,953.52
$ 19,990.00 $ 15,435.00
$ 102,000.00 $ 37,333.12
$ 23,500.00 $ 22,432.50
$ 50,500.00 $ 29,322.00
$ 122,000.00 $ 95,674.00
$2,670,946.00 $ 1,780,630.72
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
Staff Report
January 4, 2022
CONSENT AGENDA
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Robert Harary, P.E, Director of Public Works APPROVED BY: Chip Rerig, City Administrator
SUBJECT:
Resolution 2022-001 authorizing the City Administrator to execute Amendment No. 6 with Pureserve Building Services, Inc., extending the existing janitorial services contract through June 30, 2022 for a fee of $97,000, plus a supplemental services contingency of $5,000, for a not-to-exceed total of $102,000 RECOMMENDATION:
Adopt Resolution 2022-001 authorizing the City Administrator to execute Amendment No. 6 with Pureserve Building Services, Inc., extending the existing janitorial services contract through June 30, 2022 for a fee of $97,000, plus a supplemental services contingency of $5,000, for a not-to-exceed total of $102,000.
BACKGROUND/SUMMARY:
In 2015, the City issued a Request for Proposals (RFP) to janitorial contractors to clean six (6) City-owned buildings and seven (7) restroom facilities, and furnish cleaning supplies and consumables, such as trash bags, soap, paper towels, etc. Six proposals were received, and the two most qualified firms were interviewed by a selection committee.
The Committee recommended a firm starting in Fiscal Year 2015/16. However, after the City Council awarded a contract, the firm did not meet the required cleaning specifications, and their contract was terminated. The next best qualified firm was then known as Proserve Facility Service. The City Council awarded Proserve a 2-1/3 year professional services agreement, effective March 2016 and ending June 30, 2018, with the option of extending the term up to three more fiscal years. Due to good performance, the City did elect to extend their contract through the subsequent three (3) fiscal year term which expired on June 30, 2021. During this time, the firm was re-named Pureserve Building Services, Inc. (Pureserve).
Staff began to draft a new RFP for janitorial services based on the City's updated professional services agreement, enhanced enforcement tools for inadequate performance, and improved services and consumables based on "lessons learned" over the past five (5) years. Unfortunately, the continued lack of administrative staff resources resulting from budget reductions due to the pandemic, caused this RFP to be well behind schedule. Without interim contract extensions with Pureserve, janitorial services would cease.
The scope of services includes six days a week cleaning at the Police Station, twice weekly cleanings at City Hall, Harrison Memorial and Park Branch Libraries, and weekly cleanings at Public Works and the Vista Lobos facility. Also included are daily cleanings of public restrooms at Del Mar, Devendorf Park, Scenic/Santa Lucia, First Murphy Park, Forest Hill Park (2), and Piccadilly Park, some of which are cleaned multiple times per day during the peak summer season. The City and Contractor share a web-based reporting tool to track work completed and performance quality. A budget for supplemental services has proven to be a useful tool in the past to quickly increase cleaning frequencies and supplies, particularly during holidays and busy summer weekends, as well as special events.
In June 2020, when the City budget was facing a significant shortfall of revenue, Pureserve agreed to reduce their fees by 14%, from a FY 2019/20 budget of $231,587 down to a budget of $198,349 for FY 2020/21, while only trimming the frequency of cleaning services in certain buildings. Very few complaints were generated by this trimmed level of service; therefore, the trimmed level of service should remain for the proposed six month extension. In the prior 6-month extension approved by the City Council in July 2021, Pureserve requested a modest, and reasonable, 3% increase in monthly fees from the discounted rates for FY 2020/21. Pureseve has agreed to maintain these rates for this next, six-month extension.
FISCAL IMPACT:
The adopted Budget for Fiscal Year 2021/22 included $225,000 for janitorial services in the Public Works Facility Maintenance contractual services account. The monthly rate for the proposed 6-month extension would remain at $16,166.67 per month, which is $97,000 over the six month extension. A 5% contingency of $5,000 is requested, for a not-to-exceed total fee of $102,000.
The balance of the budget ($225,000 - $102,000) of $123,000 remains available for this additional, 6- month contract extension, which is more than adequate to cover the fees.
PRIOR CITY COUNCIL ACTION:
In 2015, Council adopted Resolutions 2015-046 and 2015-110, awarding the base, 2-1/3 year janitorial services contract to Proserve Facility Services (now known as Pureserve Building Services).
In July 2021, Council adopted Resolution 2021-037, approving Amendment No. 5 with Pureserve and extending the janitorial services contract through December 31, 2021 for a fee of $97,000, plus a supplemental services contingency of $5,000, for a not-to-exceed total of $102,000.
ATTACHMENTS:
Attachment #1 - Resolution 2022-00, Amendment No. 6 with Pureserve Attachment #2 - Amendment No. 6 with Pureserve
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2022-001
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE CITY ADMINISTER TO EXECUTE AMENDMENT NO. 6 WITH PURESERVE BUILDING SERVICES, INC., EXTENDING THE EXISTING JANITORIAL SERVICES CONTRACT THROUGH JUNE 30, 2022 FOR A FEE OF $97,000, PLUS A SUPPLEMENTAL SERVICES CONTINGENCY OF $5,000, FOR A NOT-TOEXCEED TOTAL OF $102,000 WHEREAS, in 2015, the City issued a Request for Proposals to janitorial contractors to clean six (6) City-owned buildings and seven (7) restroom facilities, and furnish cleaning supplies and consumables; and
WHEREAS, in 2016, the City Council awarded Proserve Facility Service (since renamed Pureserve Building Services, Inc.) a 2-1/3 year professional services agreement, effective March 2016, with the option of extending the term up to three more fiscal years, which options were implemented, and which expired on June 30, 2021; and WHEREAS, a new RFP for janitorial services based on the City’s updated professional services agreement, enhanced enforcement tools, and improved services and consumables fell behind schedule due to the Covid-19 pandemic; consequently, without an interim contract extension, janitorial services for City Hall, Harrison Memorial and Park Branch Libraries, the Police Station, Public Works, Vista Lobos, and seven public restrooms would cease; and
WHEREAS, in June 2020, when the City budget was facing a significant shortfall of revenue, Pureserve agreed to reduce their fees by 14% for Fiscal Year 2020/21, while only trimming the frequency of cleaning in certain buildings; and WHEREAS, in July 2021, the City Council authorized Amendment No. 5 with Pureserve, with a modest 3% increase in monthly fees above the FY 2020/21 discounted rates, for a six-month extension ending December 31, 2021; and WHEREAS, Pureserve has agreed to maintain their fee of $97,000 for another sixmonth term extension ending June 30, 2021, and a supplemental services contingency is requested to increase cleaning frequencies or supplies, particularly during summer holiday weekends and special events.
Attachment 1
Resolution No. 2020-00?
NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA DOES HEREBY:
Authorize the City Administrator to execute Amendment No. 6 with Pureserve Building Services, Inc., extending the existing janitorial services contract through June 30, 2022 for a fee of $97,000, plus a supplemental services contingency of $5,000, for a not-toexceed total of $102,000.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMELBY-THE-SEA this 4th day of January 2022, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED: ATTEST:
_________________________ _________________________
Dave Potter City Clerk
Mayor
Attachment 1
Attachment 2
Attachment 2
Attachment 2
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
Staff Report
January 4, 2022
CONSENT AGENDA
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Robin Scattini, Finance Manager
APPROVED BY: Chip Rerig, City Administrator
SUBJECT:
Resolution 2022-002 authorizing the City Administrator to execute Change Order No. 4 to the on-call tree maintenance services contracts with John Ley’s Tree Service and with Iverson’s Tree Service, both for a not-to-exceed amount of $70,000 and extending the term through June 30, 2022
RECOMMENDATION:
Adopt Resolution 2022-002 authorizing the City Administrator to execute Change Order No. 4 to the on-call tree maintenance services contracts with John Ley’s Tree Service and with Iverson’s Tree Service, both for a not-to-exceed amount of $70,000 and extending the term of both through June 30, 2022.
BACKGROUND/SUMMARY:
On-call, as-needed tree care service contractors allow the City to address the many needs of our urban forest, such as removal of dead, diseased, or hazardous trees, pruning to maintain clearances and proper tree health, stump grinding, planting new trees, and watering. In addition to the trees located in the City's right-of-way, maintenance is also needed for trees located on all City properties, at City facilities, medians, trails, and parks. The City’s urban forest contains over 9,000 trees.
Public Works forestry staff can perform most of these tasks in a less expensive manner; however, our work force is simply spread too thin. Shifting our resources to work exclusively on trees would have immediate impacts on other facilities, such as the beach, parks, and open space. Having multiple tree care contractors on an on-call basis has proven to be an efficient way to expedite tree services in a cost-competitive manner.
For Fiscal Year (FY) 2021/22, the City Administrator executed Change Orders No. 3 to both the contract with John Ley’s Tree Service and Iverson’s Tree Service, both for $24,999 and extending both through June 30, 2022. Since payments for the fiscal year to both contractors will exceed $25,000, City Council approval is required per Municipal Code Section 3.12.110.
FISCAL IMPACT:
The FY 2021-2022 adopted budget included $110,000 for tree care services. In November 2021, Council adopted Resolution 2021-072 increasing the budget for tree services for FY 2021/22 by $150,000 (Account No. 101-119-45-42001).
PRIOR CITY COUNCIL ACTION:
In September 2018, for FY 2018/19, Council authorized the City Administrator to execute an On-Call Tree Maintenance Service Contract with John Ley’s Tree Service for $100,000 (Resolution 2018-097) and an initial one-year term ending June 30, 2019. In July 2019, for FY 2019/20, Council authorized the City Administrator to execute Change Order No.1 for $100,000 (Resolution 2019-048) and extend their term through June 30, 2020. For FY 2020/21, the City Administrator executed Change Order No. 2 for $24,999 and extended their term through June 30, 2021. For FY 2021/22, the City Administrator executed Change Order No. 3 for $24,999 and extended their term through June 30, 2022.
In September 2018, for FY 2018/19, Council authorized the City Administrator to execute an On-Call Tree Maintenance Service Contract with Iverson Tree Service for $100,000 (Resolution 2018-102) and an initial one-year term ending June 30, 2019. In July 2019, for FY 2019/20, Council authorized the City Administrator to execute Change Order No.1 for $100,000 (Resolution 2019-051) and extend their term through June 30, 2020. For FY 2020/21, the City Administrator executed Change Order No. 2 for $24,999 and extended their term through June 30, 2021. For FY 2021/22, the City Administrator executed Change Order No. 3 for $24,999 and extended their term through June 30, 2022.
ATTACHMENTS:
Resolution 2022-002 Authorize Ley and Iverson Contract Change Order No. 4
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2022-002
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE CITY ADMINISTRATOR TO EXECUTE CHANGE ORDER NO. 4
TO THE ON-CALL TREE MAINTENANCE SERVICES CONTRACTS WITH JOHN LEY’S TREE SERVICE AND WITH IVERSON’S TREE SERVICE, BOTH FOR A NOTTO-EXCEED AMOUNT OF $70,000 AND EXTENDING THE TERMS THROUGH JUNE 30, 2022
WHEREAS, Carmel-by-the-Sea is in an urban forest setting with over 9,000 City-owned trees located in the public right-of-way, medians, parks, and City facilities; and WHEREAS, in September 2018, for Fiscal Year (FY) 2018/19, the City Council authorized the City Administrator to execute On-Call Tree Maintenance Service Contracts with John Ley’s Tree Service and Iverson’s Tree Service, both for $100,000 (Resolutions 2018-097 and 2018-102 respectively) and initial one-year terms ending June 30, 2019; and WHEREAS, in July 2019, for FY 2019/20, the City Council authorized the City Administrator to execute Change Orders No.1 to the contracts with John Ley’s Tree Service and Iverson’s Tree Service, both for $100,000 (Resolution 2019-048 and 2019-051 respectively) and extending the terms through June 30, 2020; and
WHEREAS, for FY 2020/21 and 2021/22, the City Administrator executed Change Orders No. 2 and 3 for both contracts to be increased by $24,999 each for both fiscal years and extending the terms to the end of both fiscal years; and
WHEREAS, in June 2021, the City Council adopted the FY 2021/22 Annual Operating Budget, inclusive of $110,000 for tree care services; and WHEREAS, in November 2021, Council augmented the FY 2021/22 Budget for tree care services by $150,000.
NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA DOES HEREBY:
Authorize the City Administrator to execute Change Order No. 4 to the on-call tree maintenance services contracts with John Ley’s Tree Service and with Iverson’s Tree Service, both for a not-to-exceed amount of $70,000 and extending the terms through June 30, 2022.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-SEA this 4th day of January, 2022, by the following vote:
AYES:
NOES:
ABSENT:
Attachment 1
Resolution No. 2022-002
ABSTAIN:
APPROVED: ATTEST:
_________________________ _________________________
Dave Potter, Mayor Ashlee Wright, Acting City Clerk
Attachment 1
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
Staff Report
January 4, 2022
CONSENT AGENDA
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Ashlee Wright, Director, Libraries & Community Activities APPROVED BY: Chip Rerig, City Administrator
SUBJECT:
Resolution 2022-003 amending Policy C16-02, Records Management Program.
RECOMMENDATION:
Adopt Resolution 2022-003 amending Policy C16-02, Records Management Program.
BACKGROUND/SUMMARY:
On June 6, 2016 the City Council adopted Resolution 2016-032 establishing Policy C16-02, the Records Management Program for the City. On December 7, 2020, the City Council adopted Resolution 2020-080 amending Policy C16-02.
The amendment in December, 2020 updated the procedures to allow current and future staff the opportunity to ensure the City remains compliant with state and federal laws pertaining to City records.
In February of this year, the City Clerk issued RFP 2021-01, Retention Schedule Update to thoroughly review and update the City's Retention Schedule as the City had adopted the State of California’s Retention Schedule by reference which was out of date.
A Committee, comprised of the City Clerk, the Libraries and Community Activities Director and the Local History Librarian reviewed the RFP’s and unanimously chose the RFP submitted by Kaizen InfoSource, LLC.
Over the course of several months, Kaizen met with staff from all City Departments to create a Retention Schedule that encompasses the records created and retained in the course of business for Carmel-by-theSea.
The attached Records Retention Schedule has been reviewed and approved by the City Attorney’s office and reflects, at a minimum, the required local, state and federal retention for the City’s records. Staff recognizes the uniqueness of the City’s records and in many instances, recommended certain records be retained longer than legally required.
It is important to note, any plans that were "created by human hand" versus "printed by a machine" will be retained in paper form permanently due to their historical value.
FISCAL IMPACT:
No direct fiscal impact for this action. FISCT
PRIOR CITY COUNCIL ACTION:
The City Council has adopted the following Resolutions regarding Policy C16-02:
Resolution 2016-032
Resolution 2020-080
The City Council reviewed this item at its last meeting. Upon the request of Council Member Baron and at the direction of Council records, 9, 30 and 72 were made permanent records which is reflected in the records retention schedule. No other changes were made.
ATTACHMENTS:
Attachment 1 - Resolution 2022-003 Records Retention Schedule and Exhibit "A" Attachment 2 - C16-02 Records Management Program red line
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2022-003
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AMENDING POLICY C16-02, RECORDS MANAGEMENT PROGRAM
WHEREAS, the City council adopted Resolution 2016-032 establishing Policy C16-02, Records Management Program; and
WHEREAS, policies should be reviewed and updated on a regular basis to reflect current practices and to be in compliance with current applicable laws; and WHEREAS, Exhibit A reflects an update to Policy C16-02, which updates the retention schedule.
NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMELBY-THE-SEA DOES HEREBY:
Amend Policy C16-02, Records Management Program as provided in Exhibit A.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-SEA this 4th day of January, 2022, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED: ATTEST:
_________________________ _________________________
Dave Potter Ashlee Wright
Mayor Acting City Clerk
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 1
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments 001 Economic Development Programs and Services
Records and information documenting the City's economic development programs including marketing, events and customer relationships management.
Business Incentive Programs (grants, funding )
Business Recruitment Programs
Demographics
Economic Development Programs
Economic Development Strategy
Marketing (website)
Newsletter (electronic)
Administration While Active+4Y CA - CCP 337 - (LA4)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.333 - (CL+3Y)
002 Business Continuity and Emergency Management
All documentation for dealing with preparation for and responses to emergencies, disasters and/or system failures for City facilities and computing systems. Includes the Emergency Operations Center.
After-Hours Binder
Business Continuity Plans
Disaster Recovery Plan
Drill Records
Emergency Contact Lists, Employee Lists, Roster of Workers Emergency Evacuation Procedures
Emergency Operations Center
Emergency Preparedness
Emergency Response
Evacuation Plans
Administration
Information Technology
Police
2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
003 Agreements, Contracts and Leases - Goods and Services Executed agreements and contracts for goods and services (which includes all types of contracts, such as an agreement, franchise, lease, MOA, MOU and associated ancillary documents, between the City and other parties.
(NOTE: For agreements and contracts for construction and/or improvements to real property and facilities, see #016.)
Addendums and Amendments
Attachments / Exhibits
Bids, Awards
Bonds
Certificates of Insurance
Change Orders
Concessions
Disclosures
Exhibits
Letters of Intent
Notices of Intent
Proposals, Quotations
Proof of Insurance Certificates
Receiving Reports
Requests for Proposal (RFP)
Specifications
Statements of Work (SOWs )
Warranties
All Departments While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1 - (4Y)
US - 29 CFR 516.5 - (3Y)
004 Department Administration
General internal administrative records of City departments, including emails that do not pertain to another category.
City Generated Routine Studies / Reports
Department Administrative Documents (staff committees, goals, objectives, staff meeting agendas, staff meeting minutes, meeting tapes/recording, plans not related to a legislative body ) Employee Communication Letters (announcements, new programs, notices )
In-House Committees / Employee Committees
Logs (booking number, case number, daily DR#, subpoenas received ) Organization Charts
Supplies Management
All Departments 2Y CA - GOV 34090 - (2Y)
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year Exhibit "A"
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 2
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 005 Employee Training Materials, Courses, Scheduling
Documentation regarding the content of courses and schedules for training offered to employees, officials and volunteers.
Attendance Lists
Employee Development
Presentation Materials
PowerPoint Slide Decks*
Rosters
Sign-in Sheets
Testing/Qualifications
Training Bulletins
All Departments 5Y CA - 8 CCR 3203(b)(2) - (AC+1)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - GOV 53235.2(b) - (5Y)
CA - GOV 53237.2(b) - (5Y)
* PowerPoint slide decks are the originals, only.
Copies distributed to training attendees are for their
convenience, only, and are not considered official
City records.
006 Financial, Strategic Planning
Records and information relating to financial planning.
Business Plans
Financial Plans
Forecasts
All Departments 2Y CA - GOV 34090 - (2Y)
007 Grants and External Funding Sources
Documents the application, evaluation, awarding, administration, monitoring, reporting, and status of grants and other funding sources in which a local government entity is the recipient, grantor, allocator, or administrator. Includes:
- Community Development Block Grant (CDBG) (State Funded Program) - Combined Federal, State, Local Grants
- Discretionary Grant Program – for community services and cultural activities - Federal Grants
- Local Grants
- State Grants
- Transportation Agency Funding
Applications (including project proposals )
Audits
Award Notification
Funding Requests (State Funded )
Grant Administration
Grant Funding
Grant Evaluations
Payroll (certified, Davis Bacon )
Program Rules, Regulations, Procedures
Reports to Funding Agencies
Semi-annual Labor Reports
All Departments While Active+7Y CA - GOV 8546.7 - (CL+3Y) CA - GOV 34090 - (2Y)
CA - Office of Emergency Services 2019
Subrecipient Handbook §11210 - (AC+7Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 24 CFR 570.502(a)(7)(i)(A) - (AC+4Y)
Unsuccessful applications are retained for 2 years.
NOTE: If a grant requires longer retention, its
specific requirements will take precedence.
008 Outreach, Media and Public Relations
Records and information regarding internal and external-facing communications, advertising and press relations materials, including documentation of outreach activities/events held in cooperation or for the benefit of City staff and for the local community.
Advertising
Artwork
Brochures, Flyers
City Hall Display Sign-up Sheets
Event Operational Plans
Events (sign-in sheets )
FAQs
Flyers
Health Fairs
Mailers
Media Packets
Press Releases
Public / Media Inquiries
Public Information / Outreach / Education
Publications Produced by the City (newsletter, visitors guide ) Publicity Files
Social Media Documentation
Speeches
Videos
Waivers of Liability
All Departments 4Y CA - CCP 337 - (LA4Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 3
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 009 Permits Issued by the City
Documentation of permits issued by the City, other than building permits.
Applications
Beach Permits
Field Use Permits
Filming Permits
High-Heel Permits
Home Security Alarm Systems (registrations, permits )
Live Entertainment Permits
Parade Permits
Parking Stall Permits
Political Sign Registration
Sign/Banner Permits
Special Event Permits
Street Permits
Tent Permits
Temporary Open Air Activities Permits
Transportation Permits (oversize, overweight, wide load ) All Departments CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
010 Policies and Procedures
All administrative documentation of City policies and procedures.
Administrative Policies
Directives
General Orders
Guidelines
Handbooks
Policies
Procedure Manuals
Procedures
Program / Initiative Plans
SOPs
Standards
All Departments While Active+4Y CA - GOV 34090 - (2Y)
US - 26 CFR 301.6501 - (CU+3Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1627.3 - (T+1Y)
011 Procurement - RFP, RFQ, RFI, Bids Not Awarded
Records and information received in response to the City's requisitioning of goods services, or real property, but where the purchase order, contract, or agreement was not awarded.
Bids (unaccepted, rejected )
Exhibits
Price Lists
Quotations
Requisitions
Requests for Information (RFI)
Requests for Proposal (RFP )
Requests for Quote (RFQ )
Scorecards
Specifications
All Departments 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
012 Public Notices
Records documenting compliance with laws requiring public notice of government activities. Subjects include assessments, elections, land use changes, public meetings and hearings, sale of property, and others.
Affidavits of Mailing
Affidavits of Posting
Affidavits of Publication/Legal Notices
Public Hearing Notices
Public Meeting Notices
All Departments 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
013 Records, Information Management
Documentation of the compliance with Records and Information Management policy and procedures.
Certificates of Destruction
Document Hold Notices, Updates
Inactive Records Storage Information (inventories, transmittals ) Lists of Stored / Destroyed Records
Records Transfers (to storage, to other depts. )
All Departments 10Y CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1 - (4Y)
US - 26 CFR 301.6501(a)-1 - (4Y)
Permanent
While Active+4Y
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 4
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 014 Service Requests
Documentation regarding general requests for City services, as well as any issues associated with those requests.
Actions Taken
Complaints
Home Mail Delivery Requests
Issues Log
Related Correspondence
Service Requests
Trouble Reports
All Departments 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
015 Vendor, Supplier Files
Records and information of suppliers and vendors who provide goods and services to City departments.
Contractors - Vendor List
Vendor Packets
Vendor Applications, Profiles
All Departments 2Y CA - GOV 34090 - (2Y)
016 Agreements, Contracts and Leases - Construction, Improvements to Real Property and Facilities
Executed agreements and contracts for construction and/or improvements to the City's real property and facilities .
(NOTE: For agreements and contracts for goods and services, see Agreements, Contracts and Leases - Goods and Services, #003)
Addendums and Amendments
Attachments / Exhibits
Disclosures
Letters of Intent
Memoranda of Agreement (MOAs )
Professional Services Agreements
Statements of Work (SOWs )
Warranties
All Departments Permanent CA - CCP 315 - (LA10Y)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090(a) - (PR)
US - 29 CFR 516.5 - (3Y)
017 Internal Legal Advice and Opinions
Memoranda containing legal advice prepared by the City Attorney's for City departments.
Memos
Opinions
City Attorney 10Y CA - GOV 34090 - (2Y)
018 Litigation
Records generated for or related to any case or action before a judicial, arbitral, or administrative officer or body.
Claims
Complaints
Court Orders
Discovery
Exhibits
Judgments
Pleadings
Related Correspondence
Releases
Settlement Agreements
Subpoenas (for records, civil subpoenas, criminal subpoenas ) City Attorney Final Resolution+10Y CA - 2 CCR 11013 - (AC+2Y) CA - 22 CCR 1085-2(c) - (4Y)
CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
CA - LAB 5410 - (LA5Y)
CA - RTC 19704 - (LA6Y)
CA - UIC 1132 - (LA3Y)
US - 26 CFR 31.6001-1 - (4Y)
US - 26 CFR 301.6501(a)-1 - (4Y)
US - 26 CFR 301.6532-1 - (LA2Y)
US - 26 CFR 301.6532-2 - (LA5Y)
US - 26 USC 6531 - (LA6Y)
US - 26 USC 6532 - (LA2Y)
US - 29 USC 255 - (LA2Y)
US - 29 USC 626(d) - (LA300D)
US - 42 USC 2000e-5(e) - (LA180D)
US - 42 USC 2000e-5(f) - (LA180D)
019 Appointments to Boards, Commissions and Committees
Staff records related to appointments made by authorized elected officials to councils, committees, boards, and commissions.
Applications
Interview Notes
Letters of Appointment
Letters of Recommendation
Oaths of Office
Recruitment Documents
Resumes
Submitted Documents
City Clerk Term of Office*+2Y CA - GOV 34090 - (2Y)
* Where a candidate is not appointed, the records
are retained for 2 years.
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 5
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 020 Claims Against the City
Records detailing claims lodged against the City.
Accident/Incident Reports
Actuarial Reports
Annual Audit of Open Claims
Appraisals
Claims By/Against the City
Closing Letters
Damage Estimate Reports
Supporting Documentation
Insurance Claims, Appraisals, Reports
Investigations
City Clerk Final Resolution+5Y CA - CCP 337 - (LA4Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
021 Election Records - Administrative Files
Documentation of the administration of City elections, including those for:
- Officials
- Measures
- Initiatives
- Recalls
- Referendums
Ballot Measure (Arguments For / Against, Full Text, Rebuttals, Impartial Opinion )
City Attorney Opinions
Correspondence
Non-municipal election files
Petition Administration
City Clerk 5Y CA - ELEC 17300 - (5Y)
CA - GOV 34090 - (2Y)
CA - GOV 81009(f)(g) - (4Y; 2Y)
022 Election Records - Candidates Elected
Records and information related to the filing of campaign and election documentation by candidates who are elected to City offices, as well as committees supporting those candidates.
Campaign Disclosures
Campaign Statements
City Clerk Permanent CA - ELEC 17100(a) - (T+4Y)
CA - GOV 34090 - (2Y)
CA - GOV 81009(b) - (PR)
023 Election Records - Candidates Not Elected
Records and information related to the filing of campaign and election documentation by candidates, but who are not elected, as well as committees supporting those candidates.
Campaign Disclosures
Campaign Statements
City Clerk 5Y CA - GOV 34090 - (2Y)
CA - GOV 81009(b) - (5Y)
024 Election Records - Committees Not Related to Candidates Records and information related to the filing of FPPC forms for Political Action Committees and General Purpose Committees.
FPPC Series 400 Forms City Clerk 7Y CA - GOV 34090 - (2Y) CA - GOV 81009(e) - (7Y)
025 Election Records - Initiative, Recall, or Referendum Petitions Petitions for initiative, referendum, recall, or ballot measures, whether successful or not.
Petitions City Clerk 8M CA - ELEC 17200 - (8 Months)
CA - ELEC 17400 - (8 Months)
026 Election Records - Nomination Documents
Records and information related to the filing of nomination papers and petitions in lieu of filing fee.
Candidate Statements (for sample ballot )
Nomination Papers
Petitions in Lieu of Filing Fee
Signatures in Lieu of Filing Fee Petitions
Supplemental Nomination Papers
City Clerk Term of Office*+4Y CA - ELEC 17100(a) - (T+4Y) CA - GOV 34090 - (2Y)
* Where a candidate is nominated but not elected,
the records are retained for 4 years.
027 FPPC Forms - Mandated Reporting
Forms mandated by state law related to related to receipt and redistribution of gifts and honoraria, ceremonial roles, and holding of multiple positions for certain employees, elected or appointed officials, or consultants.
Form 801
Form 802
Form 806
City Clerk 7Y CA - GOV 34090 - (2Y)
CA - GOV 81009(e) - (7Y)
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 6
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 028 FPPC Forms - Statements of Economic Interest
Statements of economic interest mandated by state law for certain employees, elected or appointed officials, or consultants.
Form 700 City Clerk 7Y CA - GOV 34090 - (2Y)
CA - GOV 81009 - (4Y, 7Y)
029 Legislative Affairs
Records of all action taken by City legislative and advisory bodies during public and closed session meeting, including:
- Building Code Board of Appeals
- City Council
- Climate Committee
- Community Activities Commission
- Forest and Beach Commission
- Harrison Memorial Library Board of Trustees
- Historic Resources Board
- Library Board of Trustees
- Planning Commission
- Traffic Safety Committee
Agendas
Agenda Packets (includes staff reports )
Agenda Summary Reports
Appeals
Bylaws
City-wide Plans/Programs Adopted
Commendations
Formation Documents
Legislative Packets
Meeting Minutes
Minute Books & Index
Municipal Code
Opinions on Pending Legislation
Ordinances
Petitions to Council
Resolutions
Summary of Actions, Statement of Actions (SOAs )
Supplemental Communications
Transcriptions of audio and video recordings of meetings City Clerk Permanent CA - Carmel Municipal Code 17.52.160(C) - (MAINT)
CA - GOV 34090(e) - (PR)
030 Meetings - Audio/Video Records
Audio and Video Recordings of City Council, Commissions, City Committees, and their governing boards, including:
- City Council
- Climate Committee
- Community Activities Commission
- Forest and Beach Commission
- Harrison Memorial Library Board of Trustees
- Historic Resources Board
- Library Board of Trustees
- Planning Commission
Audio and Video Recordings City Clerk CA - GOV 54953.5(b) - (30D) 031 Public Information Requests
Records requested by the public, required for provision to the public.
Formal Public Records Requests
Subpoenas for Records (other than for City legal actions) City Clerk 2Y CA - GOV 34090 - (2Y)
Permanent
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 7
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 032 Real Estate Transactions
Records and information related to the ownership, acquisition, disposition, transfer of, lease of, or improvement of real property, infrastructure and facilities including grant deeds, owned by or used by the City.
Acquisitions
Attachments
Buildings
Capital Improvements
Deeds of Trust
Development Agreements
Dispositions
Housing Authority Owned Properties
Land
Mortgages
Possessory Interest
Property Transaction (DDA, DA, etc. )
Right of Way
Sales
Subdivision Improvement Agreements (SIAs )
Valuation Information
City Clerk
Community Planning & Building
Finance
Public Works
Permanent CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090(a) - (PR)
US - 26 CFR 31.6001-1 - (4Y)
033 Recorded Documents - Vital
Records and information pertaining to those original key documents recorded on behalf of the City.
Abandonments
Address Records
Annexations
Certificate of Correction
Conveyances from the City (deeds, easements, abandonments/vacations ) Conveyances to the City (deeds, easements, dedications ) Deeds
Detachments
Easements
Grant Deeds
Irrevocable Offers to Dedicate
Permanent Encroachment Permits & Associated Insurance
Rights-of-Way
Vacations
City Clerk
Community Planning & Building
Public Works
Permanent CA - GOV 34090(a) - (PR)
034 Recorded Documents - Liens
Records of liens recorded on behalf of the City.
Liens City Clerk
Community Planning & Building
Public Works
While Active+2Y CA - GOV 34090 - (2Y)
035 Historical Documents, Events, Memorabilia, Collections, Artifacts Records and information documenting the history and significant milestones of the City as determined by the City Administrator, City Clerk, or Director of Libraries & Community Activities.
Biographies of City Officials
Census Information
City Seal
City Generated Historical Studies / Reports
City Incorporation
City Publications (historic, significant )
Demographics
Elections (historic, significant )
Executive, City Official Communications, Speeches, Videos (historic, significant )
Local History Collection
Memorial Programs
News, Press Releases (historic, significant )
Newspaper Clippings
Picture Collections
Publicity Photographs
Registered Logos
City Clerk
Library & Community Activities
Permanent CA - GOV 34090 - (2Y)
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 8
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 036 Building, Property Management
Records and information regarding the structure of City-occupied buildings.
As-Built Blueprints
Construction Records
Electrical Wiring Schematics
Floor Plans
Project Specifications
Property Inventory
Utility Consumption Tracking
Community Planning & Building
Public Works
Life*+10Y CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
* LI = Life of Building or Facility
037 CIP and Engineering Project Files
Records and information related to the administration, analysis, design, development, planning, construction and maintenance of capital improvement projects (CIP) and other architectural and engineering projects for City facilities, streets and infrastructure.
Includes projects funded from various sources including bonds, grants, capital improvement, and general fund.
Assessments
Capacity (water, wastewater ) Fees
Daily Inspections and Progress Meetings
Development Impact Fees and Reconciliations
Easements
EIR, Notice of Determination, Categorical Exemptions
Encroachments
Field Inspections, Closures
Final Improvement Plans/As-Built Plans
Geological Reports
Land Development
Permits
Photos/Pictures
Project Plans and Schedules, Insurance, Permits
Real Estate Appraisals
Specifications, Calculations, Change Orders
Studies and Surveys
Underground Utilities Maps
Community Planning & Building
Public Works
Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - 14 CCR 15095 - (Reasonable)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)*
US - 29 CFR 97.42(b) - (AC+3Y)
* Life of Building, Asset or Facility
038 Building Plans, Building Permits, Appeals and Decisions Records and information documenting the building services provided by the City regulating commercial and residential property and developments.
Appeals
Applications
Building Board of Appeals
Building Inspections
Building Permits (issued, active, expired, history, submissions ) Building Plans/Drawings - Commercial & Residential
Certificates of Occupancy
Construction Inspections
Plan Checks
Plan Sets
Stop Work Notices
Community Planning & Building Permanent CA - CBC 107.5 - (180D) CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (Life of Building)
039 Encroachments
Records documenting encroachments upon City property.
Encroachment Permits, Certificates Community Planning & Building While Active+10Y CA - CCP 337.1 - (LA4Y) CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 9
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 040 Planning and Zoning Services
Records and information pertaining to the City's oversight and management of building, planning and zoning activities.
ABC Notifications for Liquor Licenses
Administrative Meeting Minutes, Decisions
Appeals
Applications
CEQA Documents
Coastal Development Records (including exemptions from Coastal Development Permits )
Conditional Use Permits
Design Review
Entitlements (administrative, planning )
General Plan
Home Occupancy Permits
Land Use Permits, Studies
Master Plans and Specific Plans
Master Sign Programs
Parking Requirements
Planned Development
Planning Review Case Files (notices, neighbor letters, plans, blueprints ) Public Hearings
Use Permits
Zoning, Rezoning and Map Amendments
Community Planning & Building Permanent CA - Carmel Municipal Code 17.52.100(J) - (MAINT)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12981 - (FR+1Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (Life of Building)
041 City Forestry Records
Records and information of the establishment and maintenance of trees within the City limits, whether owned by the City or by a commercial or residential entity.
Forestry Permits
Tree Inspections
Tree Maintenance
Tree Service / Tree Requests
Community Planning & Building
Public Works
4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
042 Code Compliance
Records and information documenting compliance with City codes, including such issues as:
- Vehicle related, e.g., abandoned, parking
- Yard/garage sales
- Graffiti
- Illegal dumping and discharge
- Vacant/abandoned buildings
- Property maintenance
- Abandoned shopping carts
- Construction without permits
- Prohibited signage
- Home occupations and business license inspections
- Outdoor Dining
- Short-term rental enforcement
- Environmental compliance and enforcement
- Noncompliance at construction sites
- Illicit discharges
Certificates of Nuisance and Abatement
Citations
Compliance with Conditions of Approval
Hearings
Inspection Log
Inspections / Enforcement (business, residential)
Investigations
Notices of Noncompliance
Notices of Violation
Photographs
Stop Work Orders
Community Planning & Building
Public Works
While Active+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802 - (2Y)
CA - Law Enforcement Evidence and Property
Management Guide
NOTE: Records for repeat offenders may be
retained longer to document a history of violations
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 10
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 043 Property, Infrastructure Maps, Plans and Drawings
Final maps, plans and drawings pertaining to City properties and infrastructure.
Aerial Photos
Assessor Parcel Maps
Annexations
Building Site Determination
Drainage
Functional Classification Maps
Geographic Information System (GIS )
Improvement Plans, Drawings
Lot Line Adjustments
Lot Numbers
Master Maps (CIP, historic, drainage )
Major Subdivisions (SD )
Minor Subdivisions (MS )
Mylars
Parcel Mergers
Parcels, Plats
Rights of Way
Signal Plans
Signing and Striping Plans
Sphere of Influence
Street Address Files
Subdivisions
Tracts
Traffic Signal Plans, Interconnect Plans
Community Planning & Building
Public Works
Permanent CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)*
US - 44 CFR 60.3 - (MAINT)
* Life of Building, Asset or Facility
044 Audits - Internal, External and Administration
Records and information related to both internal and external audits of City activities and administration of auditing activities, including reviewing and documenting operational, compliance, or financial information created as a part of an audit.
Annual Audit Reports
Audit Files, Plans
Audit Schedules
Audit Workpapers
Auditors Reports
General Purpose Financial Audits, Single Audits
Management Responses
Responses
Results
Finance 6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 1.1461-2 - (CU+1Y)
US - 26 CFR 31.6001-1(e)(2) - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
045 Business Licenses
Records and information documenting the issuance of City business licenses.
Annual Licenses
Applications
Fixed Location Business Licenses (applications, fees, financial history, renewals, rate worksheet, reports )
In-and-About Business Licenses (applications, fees, financial history, renewals, rate worksheet, reports )
Home Occupation Licenses
Street Vending
Finance While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 11
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 046 Debt, Investments
Records and information relating to City financing and debt activities.
Annual Reports
Arbitrage Reports
Bond Insurance Transcripts
Bonds (CFD, continuing disclosures, bond rating reports, official statements )
Certificates of Deposit (CDs )
Fiduciary Debt and Investments
Financial Investment Planning
Investment Statements, Reporting and Portfolio Management Loans (debt state loans)
Local Agency Investment Fund (LAIF )
Payment History/Schedules
Promissory Notes
Quarterly Investment Report
Recognized Obligation Payment Schedules (ROPS )
Reporting (continuing disclosure, Mello-Roos, state reports ) Security Instruments
Third Party Trustee Account Statements
Finance Maturity*+10Y CA - CCP 336 - (LA5Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.5 - (LA10Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 301.6501(a)-1 - (4Y)
*Maturity includes cancellation and redemption
047 Financial Reporting - Annual, Periodic
Annual and periodic financial reports, whether required by regulations or generated to track financial transactions and achievements by the City.
Revenue/Expenditures Reports
Treasurer's Report
Workers Compensation Reports
Finance LA + 6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 1.1461-2 - (CU+1Y)
US - 26 USC 6531 - (LA6Y)
048 Financial Reporting - Official
Official financial reports of the City.
American Rescue Plan Reporting
Annual Budget
Annual Financial Statement
Annual Report of Financial Transactions To State
Annual State Controller Filings
Audited Financial Statements
CARES Act Reporting
Comprehensive Annual Financial Repot (final )
Local Government Compensation Report
Measure X Reporting for TAMC
PERS Reports
State Controller's Report
Finance Permanent CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 1.1461-2 - (CU+1Y)
US - 26 CFR 31.6001-1(e)(2) - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
049 Fixed Assets
Records and information related to the ownership, transfer, acquisition, disposition, capital leased, or capital improvement of fixed assets owned by or used by the City.
Acquisitions
Amortization
Asset Retirement Records
Dispositions
DMV Paperwork
Capital Asset Records
Capital Improvements
Depreciation Schedules
Equipment Rental/Usage Reports
Fixed Asset Reports
Fixed Asset Ledger
Fixed/Capital Asset Accounting
Possessory Interest
Sales
Valuation Information
Finance Life*+10Y CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
US - 26 USC 6531 - (LA6Y)
* Life of Asset
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 12
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 050 Funding/Assessment/Improvement Districts
Records and information documenting the formation and operations of funding, assessment, and improvement districts, including:
- Hospitality
- Restaurant improvement
- County tourism
- Transient occupancy
Collection of Funds for Districts
District Formation Documents
Finance Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
CA - GOV 60201 - (PR)
051 General Ledger, Journal Entries, Budget Adjustments Records and information related to the transfer of charges between accounts and summaries of account information, including year end summaries of general ledger transactions.
Account Ledgers
Balance Sheets
Budget Adjustments
Cash Journal Entries
Chart of Accounts
Downloads / Data Exports
Expenditure Reports
General Ledger
Journal Entries and Backup Documentation
Revenue
Sub-Ledgers
Summary Reports
Trial Balance
Year -End / Account Detail History Report
Finance 6Y CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1 - (4Y)
US - 26 USC 6531 - (LA6Y)
052 Insurance Coverage
Records detailing the City's general coverage against property damage and liability, including renewal submission information, insurance quotes, & broker correspondence.
Binding Information
Binders
Broker Correspondence
California Joint Powers Insurance Authority (CSAC/PRISM ) Certificates of Insurance
Completed Applications
Flood Insurance
Insurance Policies
Insurance Quotes
Insurance Submissions
Liability Insurance
Renewal Strategy
Finance While Active+4Y CA - 22 CCR 3267-2 - (MAINT)
CA - CCP 337 - (LA4Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
053 Payroll
Records and information related to the accounting of payroll earnings, deductions, and issuance. This also includes records and information reflecting all earnings and benefits paid to each employee, including:
- Name, address, SSN
- Total amount and date of payments
- Period of service covered for each
- Withholding
- Tax collected
Benefit Payments
Deduction Authorizations, Registers, Reports
Deferred Compensation
Educational Reimbursements
Employee Master File
Federal and State Tax
Payables
Payroll Checks, Copies, Stub Reports
Payroll Certifications, Controls, Earnings
Payroll Taxes
PERS Reporting
Processing Reports, Reports to Government
Salary Schedules
Timekeeping Records (timecards, out of class forms/reports, extra help requests )
W-2, W-4
Finance 6Y CA - 2 CCR 570.5 - (5Y)
CA - 2 CCR 571(b)(1)(E) - (5Y)
CA - 22 CCR 1085-2(c) - (4Y)
CA - GOV 12946 - (2Y)
CA - GOV 34090 - (2Y)
CA - LAB 226a - (3Y)
CA - LAB 1174 - (3Y)
CA - LAB 1197.5 - (LA2Y, LA3Y)
CA - UIC 1132 - (LA3Y)
US - 26 CFR 31.6001-1 - (4Y)
US - 26 USC 6531 - (LA6Y)
US - 29 CFR 516.5 - (3Y)
US - 29 CFR 516.6 - (2Y)
US - 29 CFR 1620.32 - (2Y)
US - 29 CFR 1627.3 - (3Y)
US - 48 CFR 4.705-2 - (4Y; 2Y)
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 13
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 054 Unclaimed Funds
Records and information pertaining to periodic publication of outstanding checks that are 3 years or older. After the City goes through its due diligence of trying to find the rightful owner, Finance returns any unclaimed funds to the City.
Uncashed Checks
Unclaimed Funds
Finance 10Y CA - CCP 1513 - (3Y)
CA - GOV 34090 - (2Y)
US - Uniform Unclaimed Property Act (2016),
Section 404 - (10Y)
055 Accounts Payable and Receivable
Records and information related to the accounting of monies paid by the City including payment for financial obligation.
Aging Reports
Bequests
Cash Records (cash disbursement, cash register receipts, cash receipts ) County Tax Payments
Credit Memos
Donations
Expense Reports, Reimbursements for Employees and Officials Fees and Taxes
FEMA Reimbursements
Form 1099 Records and Form W-9 Records
Invoices and Vouchers
Payables
Public Safety Tax
Purchasing Card Expense Reconciliation/Allocations
Receivables
Reconciliations
Refunds
Sales and Use Taxes Paid
Tax Revenue (gas taxes, property taxes, transient occupancy taxes ) Tuition Reimbursements
Warrant Register
Finance
Library & Community Activities
6Y CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1 - (4Y)
US - 26 USC 6531 - (LA6Y)
US - 48 CFR 4.705-1 - (4Y; 2Y)
056 Bank Account Information
Records and information related to banking authorities, activities, transactions and correspondence. This category includes reconciliations.
Bank Account Administration
Bank Statements (all agencies )
Checks, Canceled
Check Copies
Check Registers, Journals
Corrections / Returns / Adjustments
Deposit Slips/Receipts
Electronic Banking Transactions
Purchasing Card Statements
Reconciliations
Signature Cards
Transfers/Wires
Treasurer Receipts
Trustee Account Statements (CFD, RDA )
Finance
Library & Community Activities
6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1 - (4Y)
US - 26 USC 6531 - (LA6Y)
057 Fire Station Activity Records
Records and information created and maintained by City Fire staff for their activities at the fire station.
Station Logs
Medical Inspections (by County)
Narcotics Inventories
Fire 4Y CA - 17 CCR 1469(a)(11) - (AC+4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 21 CFR 1304.04 - (2Y)
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 14
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 058 Incident Reports
Records and information associated with department responses to emergency incidents, including medical emergencies.
NOTE: This category does not pertain to incident reports that become part of a Police case file.
Ambulance Call Records
Emergency Medical Services Forms
Emergency Services
False Alarm Reports
Hazardous Waste Spills
Incident Reports
Investigation Reports
Mandated Reporting: Child Abuse, Elder Abuse
Patient Care Reports (PCRs)*
Suspicious Activity Reports (SARs)
Fire
Police
Public Works
7Y* CA - California Fire Code, 104.6 - (5Y)
CA - 13 CCR 1100.7 - (3Y)
CA - 17 CCR 1469(a)(11) - (CL+4Y)
CA - 22 CCR 70751(c) - (7Y)*
CA - 22 CCR 100170 - (MAINT)
CA - 22 CCR 100171 - (MAINT)
CA - CCP 340.5 - (3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 11191 - (3Y)
* PCRs for minors must be retained for 7Y or until
the minor reaches the Age of Majority Status (18Y),
whichever is longer.
059 Benefit Plans
Plans established to provide employee benefits and associated administrative documents. Types of plans include:
- CalPERS
- Flexible Spending
- Life Insurance
- Accidental Death & Dismemberment (ADD)
- Deferred Compensation
Employee Benefit Plans
Group Insurance Cost Data
CalPERS Actuarial Reports
CalPERS Retirement Plan
ICMA-RC 457 Deferred Compensation Plan
Summary Plan Descriptions
Human Resources Life*+6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
US - 29 USC 1027 - (6Y)
US - 29 USC 1451 - (LA6Y)
*Life of Plan or Benefit
060 Employee Benefit Files
Employee election (selection), enrollment or termination forms and related correspondence, including transmissions to carriers of additions, changes, claims and deletions (includes employee medical records subject to HIPAA requirements).
Benefits Files, Contract Copies, Enrollments, Appeals
Beneficiary Designations
Death Claims, Life Event Documents
Disability Claims
Educational Reimbursements
Employee Cost-Sharing Amounts
Employment Status, Changes (authorizations, enrollments, terminations, confirmations, status changes, coverage changes )
Premium Information
Required Benefits Reporting
Retirement Loans / Retirement
Supplemental Forms
Human Resources While Active+6Y CA - 22 CCR 1085-2(b) - (4Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 29 USC 1027 - (6Y)
US - 29 USC 1451 - (LA6Y)
061 Employee Hazardous Exposure Medical Records
Documents pertaining to medical records of hazardous exposure of City employees, including exposure to hazardous substances (includes employee records subject to HIPAA requirements).
Employee Hazardous Chemical Exposure
Exposure Monitoring
Field Exposure
Hazardous Exposure
Toxic Substance Exposure Records
Human Resources Termination+30Y CA - 8 CCR 3204 - (T+30Y) CA - 8 CCR 14300.33 - (6Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (AC+2Y)
CA - GOV 34090 - (2Y)
CA - 29 CFR 1904.33 - (6Y)
US - 29 CFR 1910.95 - (2Y)
US - 29 CFR 1910.1020 - (T+30Y)
062 Labor Relations
Documentation related to the negotiations between labor unions for collective bargaining purposes.
Confidential Memos
Costing
Ground Rules
Handouts
Information Requests
Miscellaneous Information
Notes
Proposals - City
Proposals - Union
Human Resources While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 516.5 - (3Y)
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 15
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 063 Labor Relations Grievances
Documentation related to labor grievances filed under current collective bargaining agreements.
Grievance Files/Commission Hearing
Grievance/Hearing Logs
Union Grievances
Human Resources Final Resolution+4Y CA - CCP 337 - (LA4Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (AC+2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1602.31 - (CL+2Y)
US - 29 USC 255 - (LA2Y)
064 Occupational Health Records
Documents pertaining to worker health and safety, including workers compensation and drug screening records of City employees (includes employee records subject to HIPAA requirements).
Drug Screening
Ergonomic Evaluations
Safety Committees
Worker Compensation
Workplace Safety Records
Human Resources While Active+5Y CA - 8 CCR 3203(b) - (1Y) CA - 8 CCR 5157 - (1Y)
CA - 8 CCR 10102 - (Injury+5Y or Closed+1Y)
CA - 8 CCR 14300.33 - (CU+5Y)
CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - LAB 5406 - (LA1Y; LA240W)
CA - LAB 5410 - (LA5Y)
CA - LAB 6401.7 - (MAINT)
CA - LAB 6409.6 - (3Y)
CA - 29 CFR 1904.33 - (5Y)
US - 49 CFR 382.401(b)(1) - (5Y)
065 Personnel Files
All documents related to paid employees (full and part-time), unpaid volunteers, and interns including but not limited to:
- selection/hiring
- assignments
- promotion
- demotion
- transfer
- layoff / recall / out-placement
- termination / discharge / resignation
- pay rates / other terms of compensation
- work authorizations
Applications, Applicant Reference Verifications (candidates hired ) Awards, Rewards, Commendations, Certificates
Background Checks, Investigations, LiveScan Forms (candidates hired ) Complaints and Disciplinary Actions
Drivers License Data - Class B
Employee Policy Acknowledgements
I-9 Documents
Immigration Supporting Documentation
Individual Employee Agreements, Contracts (copies )
Individual Education, Development, Training Records
Investigations
Job Offer Letters, Conditional Offers of Employment
Leave of Absence Documentation, FMLA
Oaths of Office
Performance Evaluations, Reviews or PIPs
Recognition
Volunteer Acknowledgements, Waivers, Executed Policy Receipts Human Resources Termination+3Y CA - 2 CCR 11013 - (AC+2Y) CA - GOV 12946 - (T+2Y)
CA - GOV 34090 - (2Y)
CA - LAB 1198.5 - (T+3Y)
CA - LAB 2810.8 - (3Y)
CA - VEH 1808.1(c) - (1Y)
US - 8 CFR 274a(2) - (3Y or T+1Y, whichever is
longer)
US - 20 CFR 655.760 - (T+1Y)
US - 29 CFR 825.500 - (3Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1602.31 - (AC+2Y)
US - 29 CFR 1627.3 - (T+1Y)
US - 41 CFR 60-1.12(a) - (2Y)
US - 41 CFR 60-741.80 - (2Y)
066 Regulatory Reporting for Human Resources
Official non-financial Human Resources reports issued by City organizations to comply with regulatory requirements.
EEOC Reports
Labor Reports
Office of Self-Insurance Plans (OSIP) Reports
OSHA 300 Reports
Human Resources 5Y CA - 2 CCR 11013(c)(1) - (2Y)
CA - 8 CCR 14300.33(a) - (5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 405.9 - (5Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1602.30 - (3Y)
US - 29 CFR 1602.32 - (3Y)
067 Salary, Compensation
Documentation of job classification compensation.
Classification Studies
Compensation Plans, Planning, Analysis
Cost of Living Adjustments
Job Descriptions
Job Evaluation Documentation
Salary Range History
Salary Surveys
Human Resources 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 516.6 - (2Y)
US - 29 CFR 1602.14 - (AC+1Y)
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 16
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 068 Staffing and Recruitment
Records and information related to recruitment of qualified persons for both paid and unpaid position with the City, whether full time or temporary, including:
- Applications and related records of candidates interviewed but not hired or accepted - Applications received but not acted upon
Applications, CVs, Resumes (rejected, unsolicited )
Applicant Tracking Records (hired, rejected )
Background Checks, Investigations - candidates not hired/accepted Civil Service Examination Results and Rankings
Drug Testing, Pre-Hire Screening - candidates not hired/accepted Interview Notes
Job Descriptions
Job Postings, Announcements
Job Requisition Requests
Job Specifications
Miscellaneous Hiring Process Notes
Position Information
Recruitment of Commission/Committee Candidates
Temporary Intern Staffing
Test Results (non-hires )
Test and Examination Materials
Unpaid Interns (rejected )
Volunteers (rejected )
Human Resources 3Y CA - 2 CCR 11013(c)(2) - (2Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1602.31 (2Y)
US - 29 CFR 1627.3(b)(1) - (1Y)
US - 41 CFR 60-741.44(f)(4) - (3Y)
US - 41 CFR 60-741.44(k) - (3Y)
069 Employee Training
All documents related to general and specialized technical education and training taken by officials, paid employees and unpaid volunteers, including:
- Ethics
- Fire Extinguisher
- First Aid/CPR
- Harassment/Prevention Policy
- Privacy
- Safety
- Specialized Equipment
- Child Protective Services & Boundaries
Attendance
Briefing/Unit Training
Certification Records
Compliance Training
Individual Education, Development
Tailgates
Human Resources
Police
5Y CA - 8 CCR 3203 - (1Y)
CA - GOV 34090 - (2Y)
CA - GOV 53235.2b - (5Y)
CA - GOV 53237.2b - (5Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1602.31 - (2Y)
070 Application, System Development and Maintenance
Technical documentation related to acquisition or development of City technology processes, applications, or systems, as well as conversions, changes or modifications to existing applications or systems.
Business, Functional Requirements
Change Requests
Data Migration Documentation
Database Dictionary / Schema
End User Documentation, User Manuals
Hardware Configurations
Intranet
Network Circuits Inventories
Network/Equipment Control Support Documentation
Source Code
System Documentation (codebooks, record layouts, reference guides, schematics, specifications )
System, Application Maintenance Documentation (hardware/operating system requirements, monitoring logs, operating manuals ) Telecommunications System (telephones, voicemail )
Websites
Information Technology Life*+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
*Life of Application.
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 17
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 071 Technology Help Desk, Access and Security
Records and technical documentation of internal controls and system security. Includes data / information security breaches, notifications, and supporting documentation.
Audit Trail Files
Automated Logs
Computer Usage Files
Data Breaches (notifications, reports, responses )
Data Sets, Extracted Data Summaries
Firewall
Special Access Approvals
Trouble Tickets
Usage Reports (summary, system )
User Access Records (passwords, security logs, user accounts, log-in files, data entry logs, accounts )
User Incident, Response Files
Information Technology 3Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
CA - CIV 1798.27 - (3Y)
072 Artworks
Records of the art collections and exhibits administered by the Library.
Collection Inventories
Donations and Gifts
Exhibit Records
Loans to Other Venues
Library & Community Activities CA - CCP 337 - (LA4Y)
CA - CCP 338(c)(3)(A)- (LA6Y)
CA - CIV 1899.3 - (25Y)
CA - CIV 1899.8 - (LA3Y or Date of loss + 10Y;
whichever occurs earlier)
CA - CIV 1899.10(a) - (LA3Y)
CA - CIV 1899.10(b) - (LA25Y)
CA - CIV 1899.11 - (LA7Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
073 Community Activities
Records pertaining to the oversight of community activities.
Farmers Market
Forest Theater
Special Events
Beach Events
Vista Lobos Community Room rentals
Library & Community Activities While Active+4Y CA - CCP 337 - (LA4Y) CA - FAC 47004(f) - (MAINT)
CA - GOV 34090 - (2Y)
074 Library
Records related to the operation and maintenance of the City's public Library.
Accession Records
Correspondence and Communication with Patrons
Outreach
Patron Records
Reports
Library & Community Activities 4Y CA - CCP 337 - (LA4Y) CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
075 Animal Services
Records and information documenting activities related to the City's animal services.
Bite Records
Case Files
Citations
Excessive Noise Complaints
Photos
Quarantine Records
Police 3Y CA - CCP 335.1 - (LA2Y)
CA - CCP 340(c) - (LA1Y)
CA - FAC 32003 - (3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 122331 - (MAINT)
CA - PEN 597.1(d) - (3Y)
076 Arson Investigations
Records and information associated with arson investigations.
Evidence Files
Investigations
Police Permanent CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 799 (PR)
CA - PEN 800 (LA6Y)
Permanent
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 18
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 077 Case Files - Felonies, Excluding Murder
Records, crime reports and evidence associated with felony violations of laws, excluding homicide and capital violations.
Case Files
Reports
Police While Active*+6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
CA - PEN 799 - (MAINT)
CA - PEN 800 - (LA6Y)
CA - PEN 801 - (LA3Y)
CA - Law Enforcement Evidence and Property
Management Guide
* Case becomes inactive when it has been
adjudicated, all appeals exhausted or all time
served.
078 Criminal Registrations - Gangs
Records for those required to register as gang violence offenders.
Police 5Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 186.32(c) - (5Y)
079 Criminal Registrations - Sex Offenders, Arsonists
Records for those required to register as sex offenders or arsonists.
Police 75Y or Life of Arsonist,
Whichever is Longer
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 290.08 - (75Y)
CA - PEN 457.1(b)(2) - (Life of Arsonist)
080 Parking Enforcement and Traffic Control
Records and information of the Police Department's activities to enforce parking ordinances and control City traffic.
Parking Citations
Residential Parking Permits
Traffic Studies
Police 3Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802 - (LA1Y; LA2Y; LA3Y)
CA - Law Enforcement Evidence and Property
Management Guide
081 Police - General Support and Administrative Records Records of general community support activities and administrative reports received and/or generated in the routine course of law enforcement activities and not associated with a case number.
Activity Reports
Citizen's Academy
Crime Statistics
Daily Bulletins
Incident Logs
LiveScan Research (for non-City organizations)
Published Reports
Ride-Along Program Records
Uniform Crime Reporting
Police 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
082 Police - Personnel Complaints, Internal Investigations Documentation of personnel complaints received, formal inquiries, and investigations, including those by Professional Standards, involving Police department employees (excludes officer involved shootings), whether sustained or not sustained.
Actions Taken
Citizen Complaints
Personnel Complaint Packet
Police Completion of
Investigation+5Y
CA - EVID 1045 - (AC+5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (AC+2Y)
CA - GOV 34090 - (2Y)
CA - PEN 801.5 - (4Y)
CA - PEN 832.5(b) - (5Y)
CA - VEH 2547 - (LA3Y)
083 Police Case Files - Dead Bodies
Records, crime reports and evidence associated with investigations of dead bodies, whether by natural causes or found.
Reports
Statements
Police While Active*+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
CA - PEN 799 - (PR)
* Case is active until body has been identified and
cause of death determined. If determination is
made that the death was a homicide, records are
recategorized as "Felony Murder/Homicide" case
files (see "Police Case Files - Felony
Murder/Homicide, Capital Offenses, Child Abuse,
Elder Abuse, and Violations of Public Trust" below).
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 19
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 084 Police Case Files - Domestic Violence
Records, crime reports and evidence associated with investigations and served protective orders for domestic violence.
Criminal Protective Orders
Reports
Restraining Orders
Statements
Police While Active+10Y CA - CCP 337.5 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 13710 - (MAINT)
085 Police Case Files - Felony Murder/Homicide, Capital Offenses, Child Abuse, Elder Abuse, and Violations of Public Trust
Records, crime reports and evidence associated with capital felony violations of laws, including homicide, child abuse, elder abuse, embezzlement of public funds, or falsification of public documents.
Case Files
Reports
Police Permanent CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 187-199 - (MAINT)
CA - PEN 290.08 - (75Y)
CA - PEN 799 - (PR)
CA - Law Enforcement Evidence and Property
Management Guide
No limitation on commencement of action; PC
§261, 286, 288, 288a, 288.5, 289, 289.5, and 799.
086 Police Case Files - Misdemeanors, Infractions
Records, crime reports and evidence of misdemeanors and infractions, including traffic incidents and parking/moving citations and appeals.
Case Files
Reports
Police 3Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802 - (LA1Y; LA2Y; LA3Y)
CA - Law Enforcement Evidence and Property
Management Guide
087 Police Case Files - Missing Persons, Protective Custody and Runaways Records, crime reports and evidence associated with missing persons and runaways.
Case Files
Reports
Police While Active*+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property
Management Guide
* Case remains active until solved
088 Police Case Files - Officer Involved Shootings
Records, crime reports and evidence associated with criminal cases dealing with officer involved shootings.
Case Files
Personnel Complaint Packet
Reports
Police Permanent CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property
Management Guide
CA - PEN 799 - (PR)
CA - PEN 832.18 - (2Y)
CA - PEN 832.5 - (5Y)
089 Police Case Files - Sealing of Records
Records of court orders to seal the records of adults.
Case Files
Reports
Police SEAL*+3Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 851.8 - (SEAL+3Y)
CA - PEN 851.90 - (MAINT)
CA - WIC 781.5(a) - (SEAL+3Y)
*SEAL = Date Records Sealed
090 Police Case Files - Stolen Property
Records, crime reports and evidence associated with stolen property.
Case Files
Reports
Police While Active*+3Y CA - CCP 338(c)(2) - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property
Management Guide
* Case remains active until solved
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 20
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 091 Police Case Files - Traffic Collisions - Fatal
Records, crime reports and evidence associated with traffic collisions involving fatalities.
Case Files
Reports
Police Permanent CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 799 - (PR)
CA - Law Enforcement Evidence and Property
Management Guide
092 Police Routine Body-Worn Camera Video Records
Recordings of routine body-worn camera video monitoring, to include time and date of video, location of video and other related information.
Body-Worn Camera Recordings (body cam ) Police 60D* CA - PEN 832.18 - (60D) * Exception: If recordings are evidence in any
criminal prosecution, claims filed, potential claims or any pending litigation, they shall be preserved for 2
years after the conclusion of the court action. If
recording is of an incident involving the use of force
by a peace officer or an officer-involved shooting, it
shall be preserved for 2 years.
093 Police Routine Dispatch Telephone and Radio Communications Records Routine daily recording of telephone communications and all radio communications relating to the operations of the department.
911 Emergency Call Logs
Computer Aided Dispatch (CAD )
Dispatch Activity Log
Radio Dispatcher Logs
Police 100D* CA - GOV 34090.6 - (Routine Audio: 100D)
* Exception: Recordings used as evidence in a
criminal prosecution or claim filed or litigation or
potential claims and litigation shall be preserved for
100 days after conclusion of the court action.
094 Police Routine Video Records
Recordings of routine video monitoring, other than body-worn camera recordings, to include time and date of video, location of video and other related information.
Department Camera Recordings
In-Car Video
Jail Observation/Monitoring
Neighborhood Security Recordings
Police 1Y* CA - GOV 34090.6 - (Routine Video: 1Y)
* Exception: If recordings are evidence in any
criminal prosecution, claims filed, potential claims or any pending litigation, they shall be preserved for
100 days after the conclusion of the court action.
095 Seized or Unclaimed Property Records
Records documenting tracking and management of physical property seized by the Police department, or collected by the Police department but unclaimed, and not assigned to a case number or considered as evidence in a criminal investigation.
Asset Forfeiture
Found Property
Police 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property
Management Guide
096 Fleet Management
Records related to the management and maintenance of City vehicles, including automobiles, trucks, and forklifts.
Accident / Incident Reports
Complaints, Service Requests
Maintenance and Repair Work Orders
Maintenance Reports
Vehicles / Fleet (automobiles, trucks, forklifts )
Police
Public Works
Life*+5Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
* Life of Asset
097 Security, Access Operations
Records and information regarding physical access controls and protection for City buildings and facilities.
Access Controls
Access Reports
Daily Activity Logs
Facility Key Lists
Key Cards
Security Guards
Transaction Logs
Police
Public Works
2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 21
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 098 Asset Management, Maintenance
Records related to the installation, management, inspection, and maintenance of City assets, including equipment, parks, real property and infrastructure assets.
Accident / Incident Reports
Air Quality Permits
Beaches
Composting
Custodial Services
Equipment Certifications
Fire Pits
Inspection Reports
Irrigation
Landscaping
Maintenance and Repair Work Orders
Maintenance Reports (buildings, equipment, streets, sidewalks ) Parking Lots
Parks
Pesticide (treatments, applications )
Security Cameras
Sewers
Sidewalks
Signs, Signage
Street Lights
Streets (alleys, highways, medians )
Traffic Signals
Waste Wood Utilization
Public Works 4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 4216.2(f) - (3Y)
CA - GOV 34090 - (2Y)
099 City Compliance With Licenses, Permits
Records documenting City compliance records associated with licenses and permits issued to the City.
Operating Permits (CalRecycle, Storm Water )
Permit Correspondence
Public Works While Active+5Y CA - 14 CCR 18104.3 - (2Y) CA - 14 CCR 18104.7 - (5Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 40 CFR 122.21(p) - (3Y)
100 Fuel Management
Records related to the purchase, tracking and management of fuel for City vehicles.
Aboveground Diesel Storage Tanks
California Air Resources Board Certificate
Fuel Card Authorizations
Fuel Reports, Billing Reports, Journals, Fuel Tickets
Pump/Gas Tank Maintenance
Public Works 5Y CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
101 Hazardous Waste - Monitoring and Remediation
Planning, monitoring and contingency/emergency action plans for hazardous waste, emergency and spill response, natural and exposure emergencies, notifications and response; environmental action plans and supporting documentation; hazardous communications plans, including labeling, SDS controls, training programs and procedures.
Employee Hazardous Chemical Exposure
Hazardous Material Incident Reports
Hazardous Substances Shipping Manifests
Hazardous Waste
Proposition 65 Monitoring
Response Plans, Programs
Safety Data Sheets (SDS)
Site Mitigation & Remediation
Toxic Substance Inventory
Public Works While Active+30Y CA - 8 CCR 3204(d) - (CL+30Y) CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25160.8(c)(3)(D) - (AC+3Y)
CA - HSC 25244.20 - (4Y)
US - 29 CFR 1910.1020 - (CL+30Y)
102 Operational Maps
Informal maps and geographical information pertaining to City operations and constituent services.
Road Closures
Sewer TV Surveys
Street Sweeping
Tree Trimming
Trash Pick-up
Public Works 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
103 Solid Waste Oversight Records
Records and information associated with monitoring and administering the City's waste hauler franchise agreement.
Analysis of Amendments to Franchise
Annual Rate Adjustments
Quarterly Reporting
Public Works 3Y CA - 14 CCR 18809.4(a)(4) - (3Y)
CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Attachment 1
City of Carmel - Retention Schedule
Prepared by Kaizen InfoSource Page 22
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 104 Water Drainage and Sewer Management
Records and information documenting the operations, planning, and maintenance of the City's storm drains, pump stations and drainage ditches.
Conservation
Drainage Ditches
Flood Control (plans, SB5)
Inspections
Pump Stations
Reclamation
Reporting
Storm Drains
Underground Service Alerts (USA)
Public Works While Active+5Y CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25244.19 - (4Y)
CA - HSC 25244.20 - (4Y)
US - 40 CFR 70.6 - (5Y)
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
US - 40 CFR 122.44 - (3Y)
US - 40 CFR 261.32 - (3Y)
Attachment 1
C16-02
CITY OF CARMEL-BY-THE-SEA
POLICY AND PROCEDURE
Subject: Records Management Program Policy/Procedure No: C16-02 Effective Date: December 7, 2021 Authority: Resolution No. 2021-080 Purpose:
The purpose of this policy is to establish a citywide records management program for the proper and efficient management of records and to establish a records retention schedule for all City departments in compliance with applicable federal, state and local laws.
Policy/Procedure:
As set forth fully in the policy document attached.
Responsible Parties:
All City departments/divisions to include employees, elected and appointed officials, temporary workers, volunteers and contractors of the City who are acting on behalf of the City and who have access to, use of, or are involved in the maintenance or storage of the City’s records.
The City Council shall approve, adopt, ratify, by resolution, all records management policies, and any amendments thereto.
Department of Origin:
Administration
Revision Dates:
Resolution 2020-080, December 8, 2020
Rescinded Date:
Attachment 2
C16-02
CITY OF CARMEL-BY-THE-SEA
POLICY NO. C2016-02
RECORDS MANAGEMENT PROGRAM
DEFINITIONS
Active Records – Records that are referred to at least once a month. Also – as a retention period for a Perpetual Record that remains “active” until some event occurs to change its status, at which time it has fulfilled its function. (See also Perpetual Record) Administrative Records – Records commonly found in all offices and used in the conduct of daily business.
These are typically retained for short time periods. Examples include subject, chronological, work plans, and policy files.
Email - Short for electronic mail, the transmission of messages over communications networks. The messages may include attachments of electronic files.
Inactive records – Records that are accessed an average of less than once per month, but have not completed their full retention period. These records may be stored in a separate location from active files. Local Government – Government Code, Section 6252 states: “’Local Agency’ includes a county; city, whether general law or chartered; city and county; school district; municipal corporation; district; political subdivision; or any board, commission or agency thereof; other local public agency; or nonprofit entities that are legislative bodies of a local agency pursuant to subdivisions (c) and (d) of Government Code, Section 54952.” Non-Records – Non-records are not retained in the ordinary course of business and may include, without limitation, the following materials to the extent that they have no significant or lasting value; electronic messages created for routine communication or in leiu of a telephone call; transmittal letters; acknowledgements, miscellaneous notices of community affairs, employee meetings or holidays, working files and materials that are considered personal, and papers, drafts, rough notes or calculations created and used in the preparation or analysis of records.
Permanent Records – Records that are required to be kept in perpetuity, usually identified by statute or other written guidance. Examples include original minutes, ordinances, resolutions, land grant deeds, etc. Perpetual Records – Records retained as active files for an indefinite period of time and then stored or destroyed after some event takes place. Examples include personnel files which are active until a person terminates his or her employment; policy files kept until the policy is changed; contract files that are active until the contract terminates, then destroyed a fixed number of years later; current database information that is superseded; etc.
Program Records – Records that relate to the primary function of the agency in response to its daily mission.
Examples include lien files, recorders files, election files, probate records, medical records, etc. Public Records – For purposes of the California Records Act, any writing containing information relating to the Attachment 2
conduct of the public’s business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics.
Record – A “thing which constitutes an objective, lasting indication of a writing, event, or other information which is in the custody of a public officer and is kept either (1) because a law requires it to be kept or (2) because it is necessary or convenient to the discharge of the public officer’s duties and was made or retained for the purpose of preserving its informational content for future reference.” (64 Ops. Cal. Atty. Gen. 317, 326 (1981).) Record Formats – Records received or generated by the City in the course of its business, including paper documents, computer received and generated records in other formats such as microfilm, videos, audio recordings, photographs, maps, etc.
Records Management – the systematic control of the acquisition, processing, use, protection, storage and final disposition of all records, including the establishment and maintenance of a system for filing and indexing records.
Records Retention Schedule – The document describing records maintained by City departments and specifying, in accordance with statutory requirements or evaluations, the period of time established for their retention which must elapse before the records may be destroyed. Retention Period – The length of time a record must be retained to fulfill its administrative, fiscal, historical and/or legal function. Then a record should be disposed of as soon as possible in accordance with an approved Records Retention Schedule.
Software – Any system, program, application, instruction, or protocol designed to store, control or process data.
Vital Records – Records required for daily operations and to resume those operations after a disaster. A Vital Records program protects records from the effects of the disaster and assists in recovery from the event.
PROGRAM SCOPE AND OBJECTIVES:
Introduction
The City of Carmel-by-the-Sea Records Management Program is designed to protect the City’s information assets and manage them effectively by employing systematic methods for creation, maintenance, retention, disposition, and retrieval of official City records. Through application of sound record management practices, the program ensures the availability of records and information when needed by City staff and members of the public. These practices also ensure the elimination of unnecessary, redundant records, the preservation of records of continuing value for historical and legal value, and the destruction of records that are obsolete in accordance with established procedures once they reach their approved retention.
By controlling the life cycle of records from creation to final disposition, the City will better manage its information assets, facilitate efficient access to information when needed, provide documentation of compliance to state and federal agencies, and preserve the valuable history of the organization. Records that are not appropriately maintained or improperly destroyed expose the City to potential liability. The City Clerk’s Office coordinates the Records Management Program in cooperation with all City departments. The City Clerk is also responsible for preserving the City’s legislative history through permanent records such as minutes, ordinances, and resolutions.
Records Retention Schedule
Attachment 2
The Records Retention Schedule provides the foundation for the Records Management Program and plays a pivotal role in its implementation. The City Clerk maintains the retention schedule that covers each department of the City and updates the schedule on a periodic basis to accommodate Changes in federal, state and local laws. Amendments to the Adopted Records Retention Schedule shall be approved by the Department Head, the City Clerk, the City Administrator and the City Attorney.
The schedule, based on the Local Government Records Retention Guidelines (LGRRG), establishes mandatory minimum retention periods for all City records.
Transitory correspondence files, consisting of routine transactions, memoranda or emails holding no administrative, fiscal, historical, or legal value should not be retained. Documents that are not transitory in nature, not addressed in this schedule, and for which there are legal requirements or the records is essential either for legal, historical, fiscal or administrative value shall have a record series title assigned to them and shall be added to the retention schedule.
California Government Code, Section 34090.5 sets forth that if a record can be produced electronically and proper archival methods are set in place, the original may be destroyed, with the exception of those documents that are required to be kept permanently in their original format as outlined in the retention schedule. It is the goal of the City to move toward an electronic imaging program. Until an electronic system is in place, a concerted effort will be made to adhere to the retention schedule and to destroy all appropriate records that are being stored in various facilities throughout the City, and prepare archival material for electronic filing. This process will eliminate a large number of storage boxes and release space for other uses, as well as bring the Records Management Program into full compliance.
Email Retention Policy
The City’s email system is not intended to be used for the electronic storage or maintenance of City records. The email system, to function as intended, anticipates or requires that employees regularly delete communications from the system.
Routine email messages comparable to telephonic communications are non-records. They are not intended to be retained in the ordinary course of City business, and the informational content of such communications is neither necessary nor intended to be preserved for future City use or reference. Email messages and attachments comparable to hard copy documents that would be retained under the Records Retention Schedule should be categorized in the appropriate record series. It is each user’s responsibility to remove non-substantive records from the email system.
This includes items in “received” and “sent” folders.
Disposition
City records are authorized to be destroyed on an on-going basis in accordance with the retention periods and best practices prescribed by the Records Retention Schedules set forth as part of this policy. This policy establishes procedures in accordance with Government Code Section 34090, which states that “unless otherwise provided by law, with the approval of the legislative body by resolution and the written consent of the City Attorney, the head of a city department may destroy any city record, document, instrument, book or paper, under his charge, without making a copy thereof, after the same is no longer required.” However, Section 34090 specifically prohibits the destruction of the following records:
a. Records affecting the title to real property or liens thereon; b. Court records or records relating to legal proceedings and subject to a legal hold; Attachment 2
c. Records required to be kept by statute;
d. Records less than two years old;
e. The minutes, ordinances, or resolutions of the legislative body or of a city board or commission.
No department may dispose of any official City record prior to the expiration of its approved retention period or without following the procedure established in this policy.
PROGRAM AUTHORITY
The City of Carmel-by-the-Sea Records Management Program is based on state and federal laws and agency guidelines governing public records. Numerous State and Federal codes and sections apply to different types of records. The principal California law applicable to City records is Government Code Section 34090 et. seq., which requires original records to be retained a minimum of two years and sets forth other requirements. Each record series listed in the Citywide Records Retention Schedule has applicable laws cited in the “Legal Authority” column.
California has adopted guidelines for retention periods of government records. Any deviation from these guidelines is noted in the “Legal Authority” or “Record Description” sections of the Records Retention Schedule.
1. Government Code Section 34090 – City records may be destroyed with approval of the legislative body by resolution and written consent of the City Attorney, except those records affecting title to real property or liens thereon; court records; records required to be kept by statute; records less than two years old; the minutes, ordinances, or resolutions of the legislative body or of a city commission or committee.
2. Government Code Section 34090.5 – Certain City records may be destroyed without the approval of the legislative body or written consent of the City Attorney if they have been scanned in archival quality in a trusted system that does not permit additions, deletions or changes to the original document. These records shall also be kept in a safe and secure place, and on a device used to reproduce such records as accurately and legibly as the originals and as accessible to the public as the originals.
3. Government Code Section 6200 – Every officer having custody of any record, map, book or paper filed in a public office who is guilty of willfully destroying, altering or removing the whole or any part of such item is punishable by imprisonment in accordance with State law.
4. In addition, California Government Code § 60201 subdivision (d)(4) requires the City to maintain any document that “relates to any pending claim or litigation or any settlement or other disposition of litigation within the past two years.” Depending upon how long litigation remains pending or when settlement is reached, these “legal holds” can potentially extend the life of a document well beyond the otherwise applicable retention period set forth in the accompanying schedules. Departments will be notified of legal holds on specific documents by the City Attorney, City Administrator and/or City Clerk. Since legal holds commonly target a specific subject or set of information, documents unrelated to the legal hold may be disposed according to the approved retention periods.
5. The City Council shall approve, adopt, ratify, by resolution, all records management policies and any amendments thereto.
PROCEDURES:
All records should be retained and destroyed in accordance with the City’s Records Retention Schedule By following the adopted Records Retention Schedule, the City may authorize the destruction of records. Unless otherwise provided by federal, state and local law, the City Administrator/or designee may authorize the destruction of any original document which is more than two years old, with written consent from the City Attorney, without retaining a copy of the documents as long as the retention and destruction of the document complies with the Records Retention Schedule as set forth in this policy. At least annually, the City Clerk will coordinate with City departments in reviewing records against the Records Retention Schedule to apply retention in a routine and consistent manner. Retention of records will be applied to shared drives, personal drives and external storage devices such as thumb drives. Records that have met retention according to the adopted Records Retention Schedule may be destroyed upon written approval of the Department Head, City Attorney, City Administrator and City Clerk.
Attachment 2
Department Heads will sign and provide to the City Clerk a list requesting destruction of records according to the Records Retention Schedule.
The City Clerk will ensure records that have met retention are destroyed in a secure, efficient, and economical manner including using a shredding company and working with Information Technology staff. Records that have met retention pursuant to the adopted Records Retention Schedule and must be retained pursuant to a Litigation Hold will not be destroyed until the records have been released by the appropriate entities.
Responsibilities:
The City Clerk is responsible for coordinating the Records Management Program for the City including:
o Developing and implementing an archival program for the storage of records regardless of the manner in which they are stored
o Providing the training and tools necessary for officials and employees to comply with this policy o Working with a vendor that houses those physical records no longer required in office areas and have not met their legal retention.
The City Clerk is responsible for maintaining an electronic copy of the City’s Records Retention Schedule. The City Attorney, City Administrator and City Clerk are responsible for reviewing updating and approving the City’s Records Retention Schedule in accordance with federal, state and local laws. Officials and employees are responsible for protecting, storing, transferring, using and managing the City’s records in accordance with the City’s Records Retention Schedule and applicable federal, state and local law.
Additionally, officials and employees are responsible for ensuring the economical and efficient maintenance and storage of records and promoting security of records in the most effective media format appropriate for preservation.
Attachment 2
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
Staff Report
January 4, 2022
CONSENT AGENDA
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Sharon Friedrichsen - Director, Contracts and Budgets APPROVED BY: Chip Rerig, City Administrator
SUBJECT:
Resolution 2022-006 authorizing the purchase of radio antenna equipment from L3Harris Technologies, Inc.in an amount not to exceed $357,786.
RECOMMENDATION:
Resolution 2022-006 authorizing the purchase of radio antenna equipment from L3Harris Technologies, Inc.in an amount not to exceed $357,786
BACKGROUND/SUMMARY:
The Fiscal Year 2021-2022 Adopted Budget includes funding for the police radio antenna capital project.
The purpose of this project is to improve public safety communications and adhere to 2013 Federal Communications Commission requirements for digital radio usage.
The City intends to purchase the equipment from L3 Harris Technologies, Inc. The radio equipment will be used to expand the existing digital radio system operated by Monterey County Information Technology Department. The system core, which provides the centralized processing and operations for the countywide system, is based on proprietary technology developed by L3Harris Technology., Inc. Thus, any expansion of the existing system must be L3Harris equipment in order to maintain continuity, connectivity, and interoperability with the rest of the radio system. Purchase of any other vendor’s equipment will render the solution isolated and unusable. This item is on the agenda in accordance with the City’s municipal code that requires purchases and contracts for supplies, services, materials, or equipment of an estimated market value of $25,000 or more be approved by resolution of the City Council.
FISCAL IMPACT:
The Fiscal Year 2021-2022 Adopted Budget allocates $375,000 toward the purchase of the radio antenna equipment. Funding includes $175,000 from a federal Urban Areas Security Initiative grant and $200,000 of general fund (local sales tax measure) revenue.
PRIOR CITY COUNCIL ACTION:
Council approved the adopted budget on June 8, 2021.
ATTACHMENTS:
Resolution 2022-006
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2022-006
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE PURCHASE OF RADIO ANTENNA EQUIPMENT FROM L3 HARRIS TECHNOLOGIES, INC. IN AN AMOUNT NOT TO EXCEED $357,786
WHEREAS, the City of Carmel-by-the-Sea City Council adopted the Fiscal Year 2021- 2022 Budget on June 8, 2021, which included funding of $375,000 for the purchase of radio antenna equipment; and
WHEREAS, Carmel Municipal Code Section 3.12.140E allows for the dispensation of the bidding process “when supplies or equipment, such as communication systems, computer hardware or software, or specialty rolling stock, have been uniformly adopted in the City or otherwise standardized”; and
WHEREAS, the radio equipment purchased by the City of Carmel will be used to expand the existing digital radio system that is based upon L3Harris Technology and operated by Monterey County Information Technology Department; and
WHEREAS, expansion of the existing system must utilize L3Harris equipment in order to maintain continuity, connectivity, and interoperability with the rest of the radio system with the purchase of another vendor’s equipment rendering the system isolated and unusable; and WHEREAS, the Carmel Municipal Code requires the purchase of equipment with an estimated value of $25,000 or more to be approved by City Council by resolution.
NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA DOES HEREBY:
Authorize the purchase of radio antenna equipment from L3Harris technologies, Inc. in an amount not to exceed $357,786.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-SEA this 4th day of January, 2022, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Attachment 1
Resolution No. 2022-006
APPROVED: ATTEST:
_________________________ _________________________
Dave Potter Ashlee Wright
Mayor Acting City Clerk
Attachment 1
Resolution No. 2022
-006
Attachment 1
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
Staff Report
January 4, 2022
CONSENT AGENDA
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Ashlee Wright, Director, Libraries & Community Activities APPROVED BY: Chip Rerig, City Administrator
SUBJECT:
Adopt Resolution 2022-009 designating Carmel-by-the-Sea CERT as an official City Support Group in accordance with Support Group Policy No. 89-47.
RECOMMENDATION:
Adopt Resolution 2022-009 designating Carmel-by-the-Sea CERT as an official City Support Group in accordance with Support Group Policy No. 89-47.
BACKGROUND/SUMMARY:
The City of Carmel by-the-Sea benefits from a number of volunteer and non-profit organizations which help the City. Carmel by-the-Sea CERT is a critically important group which focuses on community readiness and the ability to handle emergencies.
The Carmel by-the-Sea Community Emergency Response Team (CERT) is made up of 35+ dedicated volunteers who support our Village and neighboring communities. During emergencies or disasters, both self-reliance and the use of volunteers under professional management will be necessary. Under the supervision of the Carmel by-the-Sea Police Department CERT provides community members with the disaster-related know-how they need to be self-sufficient and support others, if necessary, until help can arrive. The CERT program is a nationally recognized program developed under the auspices of FEMA and the national CERT network. Carmel by-the-Sea works closely with neighboring communities on the Monterey Peninsula providing mutual aid and shared training. Outside of Carmel by-the-Sea, CERT programs are now active in Monterey, Pacific Grove, Big Sur and Carmel Valley. All CERT team members complete a 21-hour training designed to emphasize hands-on experience taught by FEMA trained personnel. Training includes emergency first aid, light search and rescue, traffic and crowd management along with disaster relief.
The Carmel by-the-Sea CERT members participate in regular training programs and team meetings in preparation for frequent deployments in support of both the Carmel by-the-Sea Police and Fire departments. These deployments include:
Winter storm assistance
Down power lines
Beach or park closures
Special event assistance
Lost person support
Fire incident traffic control
Flood evacuation
Carmel by-the-Sea CERT is recognizable in the community and supports Carmel by-the-Sea’s residents in a variety of ways. In 2021, Carmel by-the-Sea CERT worked 1064 hours (ATTACHMENT #3).
Beyond the deployment of CERT for various activities within the community, CERT’s relationship with the City includes (1) coordination with the Police Department through Corporal Rachelle Lightfoot, (2) providing support for storing CERT equipment at Sunset Center, and (3) appropriate coordination with Monterey Fire Department for events which would be normally led by the fire department and the interface between Carmel by-the-Sea CERT and Monterey CERT.
In recent weeks, the City was asked by CERT leaders for support with their uniform jackets and assisting, where possible, with consistent meeting room space. Through these ongoing efforts, it became clear both the City and CERT would benefit from formalizing the relationship as outlined in City Policy No. 89-47.
FISCAL IMPACT:
At this point in time, there is no financial impact for establishing CERT as an official City Support Group.
However, as the City starts the budget process for FY 2022/23, we anticipate including some ongoing level of support for CERT equipment, training, and uniforms (about $5,000). Further, we anticipate formalizing some mutually agreeable arrangements with CERT leaders relating to meeting space. It is anticipated that the City Council will have an opportunity to review future financial impacts as part of the budgeting process.
PRIOR CITY COUNCIL ACTION:
In October 1989 meeting, Council adopted the City’s Support Groups Policy No. C89-47 per Resolution 89-121.
ATTACHMENTS:
Attachment #1 - Resolution No. 2022-009 Designating Carmel-by-the-Sea CERT as an official Support Group
Attachment #2 - Support Group Policy C89-47
Attachment #3 - CERT Summary Report for 2021
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2022-009
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
DESIGNATING CARMEL COMMUNITY EMERGENCY RESPONSE TEAM (CERT) AS AN OFFICIAL CITY SUPPORT GROUP IN ACCORDANCE WITH SUPPORT GROUP POLICY NO. 89-47
WHEREAS, in October 1989, the City Council adopted Resolution 89-121, the Support Group Policy, which establishes the relationship between the City and private groups; and WHEREAS, in May 1990, the City Council adopted Resolution No. 90-47 designating the support groups of the City; and
WHEREAS, according to their website, Carmel CERT is a group dedicated to preparedness and assisting others in their neighborhood or workplace following an event; and WHEREAS, Carmel CERT has already performed tremendous volunteer efforts, such as:
COVID vaccination process, winter storm assistance, down power lines, beach closures, special event assistance, lost person support, and enhanced preparedness for any emergency; and WHEREAS, Carmel CERT is directly connected with Monterey Fire Department and Monterey CERT which provides training support, CERT leadership, and extra staff for larger scale events.
NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA DOES HEREBY:
1. Require Carmel by-the-Sea CERT to provide all documentation pursuant to Policy No. 89-47.
2. Designate the following groups as Support Groups pursuant to Policy No. 89-47:
a. Friends of Harrison Memorial Library
b. Carmel Public Library Foundation
c. Friends of Carmel Forest
d. Friends of Sunset Foundation
e. Lester Rowntree Native Plant Garden Committee
f. Friends of Mission Trail Nature Preserve
g. Carmel Cares
h. Carmel CERT (upon City Council approval and compliance with #1)
3. Authorize the City Administrator to submit the updated list of support groups to the insurance carrier.
Attachment 1
Resolution No. 2022-009
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-SEA this 4th day of January, 2022, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED: ATTEST:
Dave Potter Ashlee Wright
Mayor Acting City Clerk
Attachment 1
CITY OF CARMEL-BY-THE-SEA
POLICY AND PROCEDURE
Subject: Support Groups Policy Policy/Procedure No: C89-47 Effective Date: 3 October 1989 Authority: Resolution No. 89-121 Purpose:
To establish a formal procedure for relationships between the City and its support groups.
Policy/Procedure:
As fully set forth in the policy document, attached.
Responsible Party:
City Administrator/City Council
Department of Origin:
Administration/City Council
Revision Dates:
6 March 1990 (Resolution No. 90-26)
4 August 1992 (Resolution No. 92-70)
3 April 2007 (Resolution No. 2007-19)
2 October 2012 (Resolution No. 2012-70)
7 September 2021 (Resolution No. 2021-046)
Rescinded Date:
City Administrator Approval:
_____________________________________________________________________________________ Signature Date
Attachment 2
Support Groups Policy
September 21, 1989
General:
The City Council recognizes that individuals of the community will join together from time to time in support groups to assist the municipal organization (City) or one of its departments for a variety of reasons. The City Council also recognizes the value of the assistance so provided by support groups and encourages the formation of such groups where appropriate and/or a need exists. So that both the City and its entities and the support groups have a clear understanding of the nature and extent of the relationship, the following guidelines have been developed and adopted by the City Council.
Definition:
Support groups are associations of individuals who have voluntarily joined together in a unit whose sole or primary purpose is to provide assistance – monetary, social, cultural or otherwise – but not political – to the City or one of its departments.
Nature of Relationship:
The City recognizes the importance of support groups to the financial, social, cultural and environmental fabric of our community as well as the need for private support groups to be independent and freed of the restrictions which are applicable to public entities. It is also recognized by the City that a relationship will exist between support groups and the City. It is the intent of the City to keep the relationship with all support groups to a minimum, recognizing that support groups are private in existence, a status which requires neither the specific public noticing, reporting and liability responsibilities of, nor financial assistance from, the City.
While members of support groups have the freedom of association guaranteed by the Constitution, the support group is recognized by the City as a private body.
City Involvement with Support Groups/Personnel:
City personnel, whether elected, employed or appointed, shall not serve on the board of directors (either as a member or in an ex officio capacity) of a support group. Employees of support groups are not City employees and support groups and their officers shall refrain from representing themselves as agents or officers of the City. City staff will be assigned by the City Administrator to serve in a liaison capacity and to provide technical assistance to support groups if requested.
Use of City Facilities*:
Support groups are entitles to free use of City facilities for meetings, either general membership, board, executive committee, or special committee as long as:
a) The date and time are convenient to the operation and maintenance of the facility in which the meet is desired;
b) The meeting room is not needed for a City board, committee or commission meeting; Attachment 2
c) The meeting is to occur during regular hours of operation or does not require the scheduling of staff beyond regular schedules if held at a time other than regular hours; d) The desired room is available;
e) The City will not incur a substantial cost for providing the room; and f) The use of the City facilities by the support group is in furtherance of the interests of the City.
The City shall draw up an agreement with each support group which shall outline the terms and conditions for the free use of meeting rooms and of storage space. Support groups may also store assets and belongings in a public facility subject to a valid Hold Harmless Agreement and certificate of insurance being on file with the City Clerk’s office and naming the City as an additional insured party, and provided that the space is not required for municipal properties.
City facilities, with the exception of library facilities, may not be used to provide free space or equipment for the business office of the support group. The use of Library facilities shall be determined by the Harrison Memorial Library Board of Trustees, with the exception of events held at these facilities at which alcoholic beverages are offered. Limitations on such use are described in this Policy in the paragraph titled “Insurance”.*
Use of City Equipment*:
No support group, its officers or members, shall utilize any equipment belonging to the City and/or any of its departments except audio/visual equipment and room furnishings which are normally provided upon request with the use of a room. City equipment is defined but is not limited to telephones, desks, copy machines, computers and computer terminals, mail and stamping devices, facsimile machines, typewriters and adding machines. The City Administrator may grant use of City equipment in special circumstances. The use of library equipment shall be determined by the Harrison Memorial Library Board of Trustees.*
Membership Rolls:
Membership rolls of support groups and the City can be exchanged if an agreement is reached between the parties and is consistent with both State and Federal laws.
Postage:
Each support group shall secure and maintain its own Post Office box or mailing address. The City’s or a City department’s Post Office box or bulk mailing permit is to be used for official City business only. Each support group shall incur all expenses associated with the mailing of its literature, minutes, agendas and fund-raising requests.
__________________________
* For statutory provisions governing use of library facilities and equipment, see Education Code, Title 1, Division 1, Part 11, Chapter 5, Section 18919 and Carmel-by-the-Sea Municipal Code Section 2.72.050.
Attachment 2
Political Activities:
No support group, organized for the purpose of assisting the City or one of its departments shall partake, either officially or unofficially, in any political activity involving the City of Carmel-by-the-Sea, its officers, employees, or facilities. Political activity includes, but is not limited to:
• Mayoral and City Council elections
• Local ballot issues
• Involvement in administrative or personnel matters
Support Groups are encouraged to use proper and accepted internal City communication channels and the public appearances section of City Council meetings.
Insurance:
The City will provide general liability insurance coverage for support groups including the cost of the insurance deductible as long as the support groups are meeting or holding events in public buildings or at public facilities. If a support group meets away from a public building or public facility and/or outside the City limits, then it shall be the option of the support group as to whether it desires to secure insurance protection. The City will not provide insurance protection for activities and events held outside of the City limits or away from public buildings and/or public facilities and will not provide coverage at any activity where alcoholic beverages are being served unless such activity is officially sanctioned and cosponsored via a Resolution of the City Council.
Should support groups desire to serve alcoholic beverages at an event, either in a public building or at a public facility, the support group will be required to secure its own insurance coverage, unless the City Council adopts a Resolution of co-sponsorship.
Co-Sponsorship:
A Resolution of the City Council of the City of Carmel-by-the-Sea is required in order for the City to cosponsor with any support group any event, performance, activity or function, whether one-time, cumulative or ongoing.
Fund-Raising Events within Public Facilities:
The City recognizes that support groups from time to time will request the utilization of public facilities for fund-raising activities. Such requests for the use of public facilities shall be forwarded to the City Council for its review at least thirty (30) days prior to the scheduled event. The City will give preferential consideration to support groups over other groups for fund-raising activities within public facilities.
Requests for the use of Library facilities shall be forwarded to the Harrison Memorial Library Board of Trustees for its review at least thirty days (30) prior to the scheduled event.* However, any event approved by the Library Board of Trustees at which alcoholic beverages are to be offered must also have prior approval of the City Council as set forth in this Policy in the paragraph titled “Insurance”.
Support Groups are cautioned that obtaining such approval by both bodies could take seven weeks or more, depending on the scheduling of their respective meetings.
Attachment 2
Bylaws:
Each support group shall provide a copy of its current bylaws to the City Clerk.
Annual Audit:
The City requires a copy of the annual audit, review or internal financial report of each support group.
Responsibility for Implementation of Policy:
The City Administrator is delegated as the City official responsible for the implementation of this policy.
Periodic Review:
The City Council will, from time to time, review the intent and content of this policy and make any necessary amendments which it deems necessary to protect the interests of the City and the support groups. All support groups will be notified whenever a review is determined to be needed. __________________________
* For statutory provisions governing use of library facilities and equipment, see Education Code, Title 1, Division 1, Part 11, Chapter 5, Section 18919 and Carmel-by-the-Sea Municipal Code Section 2.72.050.
Attachment 2
Attachment 2
Attachment 2
Attachment 3
Attachment 3
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
Staff Report
January 4, 2022
CONSENT AGENDA
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Maxine Gullo, Ass't. City Administrator
APPROVED BY: Chip Rerig, City Administrator
SUBJECT:
Adopt a Resolution No. 2022-008 updating the At-Will (Unrepresented) Miscellaneous and Police Management Pay Schedule/Salary Schedule effective January 1, 2022.
RECOMMENDATION:
Adopt a Resolution No. 2022-008 updating the At-Will (Unrepresented) Miscellaneous and Police Management Pay Schedule/Salary Schedule effective January 1, 2022.
BACKGROUND/SUMMARY:
During the December 4, 2021 council meeting, the City Council adopted Resolution No. 2021-077 updating and adopting the salary schedule for the At-Will (Unrepresented) employees and approved the new banding and salary for the following classifications:
· Assistant City Administrator
· Public Safety Director
· Public Works Director
· Community Planning and Building Director
· Director of Budgets and Contracts
· Library and Community Activities Director
· Police Commander
· Finance Manager
· Human Resources Manager
· Information Services/Network Manager
· Environmental Compliance Manager
· Project Manager
· City Clerk
· Building Official
· Deputy City Clerk
· Senior Human Resources Analyst
During the meeting, City Council provided direction to review the salary/banding options for the following classifications:
· Administrative Analyst
· Administrative Technician
· Executive Assistant
The Administrative Technician and Administrative Analyst classifications were approved by City Council in 2018 as a new flexibly staffed job series that provides a variety of technical administrative and entry-level analytical assignments related to research and analysis of administrative and business management policies and practices and therefore, cannot be banded together. There is one minor change to band the Administrative Analyst and Deputy City Clerk that includes a 5% increase to the band.
FISCAL IMPACT:
No impact.
PRIOR CITY COUNCIL ACTION:
Resolution #2021-077: A Resolution of the City Council of the City of Carmel-by-the-Sea adopting the AtWill Classifications salary plan in accordance with Municipal Code 2.52.520 effective December 1, 2021.
ATTACHMENTS:
Resolution
Exhibit A
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2022-088
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA ADOPTING THE ATWILL CLASSIFICATIONS SALARY PLAN IN ACCORDANCE WITH MUNICIPAL CODE 2.52.520 EFFECTIVE JANUARY 1, 2022
WHEREAS, the City of Carmel-by-the-Sea At-Will (Unrepresented) Management employees are not organized or represented for the purposes of meeting and conferring with the City in the areas of salary, benefits, and working conditions; and
WHEREAS, Municipal Code 2.52.520 and amendments thereto provide, among other things that the City Council establish the legal current salary range from the salary schedule for each class of position.
WHEREAS, the salary resolution is adopted annually or periodically by the City Council upon review and recommendation of the City Administrator; and
WHEREAS, the California Public Employee’s Retirement Law, at Section 570.5 of the California Code of Regulations Title 2, requires the City to publish pay rates and ranges on the City’s internet site and the City Council to approve the pay rates and range in its entirety each time a modification is made; and WHEREAS, the At-Will (unrepresented), management classification do not receive Cost of Living Adjustments (COLA) or salary adjustments on an annual basis such as employees represented by bargaining units; and
WHEREAS, Council provided direction to increase the At-Will (unrepresented) salary schedule to aid in the ability to attract and retain employees; and
WHEREAS, the City Council approved the unrepresented employees salary schedule for Assistant City Administrator, Public Safety Director, Public Works Director, Community Planning and Building Director, Director of Budgets and Contracts, Library and Community Activities Director, Finance Manager, Human Resources Manager, Information Services/Network Manager, City Clerk, Police Commander, Environmental Compliance Manager, Project Manager, Building Official, and Senior Human Resources Analyst during the December 6, 2021 council meeting; and
WHEREAS, the City Council provided direction to staff to provide additional banding options for Deputy City Clerk, Administrative Analyst, Executive Assistant and Administrative Technician; and WHEREAS, the Administrative Technician and Administrative Analyst is a flexibly staffed job series and cannot be banded together; and
WHEREAS, the minor modification to band the Deputy City Clerk and Administrative Analyst; and WHERAS, a 5% increase is reflected to the salary range for Administrative Technician, Administrative Technician and Deputy City Clerk and is based on an annual performance evaluation.
Attachment 1
NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-SEA DOES HEREBY:
Authorize and approve City of Carmel-by-the-Sea current pay rates and ranges (salary schedule) in accordance with municipal code 2.52.520 as of January 1, 2022. (Exhibit A).
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 4th day of JANUARY, by the following roll call vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ABSTAIN: COUNCILMEMBERS:
SIGNED: ATTEST:
_______________________ ___________________________
Dave Potter, Mayor Ashlee Wright, Acting City Clerk
Attachment 1
Grade Barg.
Unit
Classification Resolution # Effective
Date
Minimum
Annual Salary
Maximum
Annual Salary
ATWILL Assistant City Administrator 2021-077 12/1/2021 $ 167,416.00 $ 203,495.00 ATWILL Public Safety Director 2021-077 12/1/2021 $ 167,416.00 $ 203,495.00 ATWILL Public Works Director 2021-077 12/1/2021 $ 164,022.00 $ 199,370.00 ATWILL Community Planning and Building Director 2021-077 12/1/2021 $ 164,022.00 $ 199,370.00 ATWILL Director of Budgets and Contracts 2021-077 12/1/2021 $ 144,795.00 $ 176,000.00 ATWILL Library and Community Activities Director 2021-077 12/1/2021 $ 144,795.00 $ 176,000.00 AT WILL Finance Manager 2021-077 12/1/2021 $ 131,221.00 $ 159,500.00 AT WILL Human Resources Manager 2021-077 12/1/2021 $ 131,221.00 $ 159,500.00 ATWILL Information Services/Network Manager 2021-077 12/1/2021 $ 131,221.00 $ 159,500.00 ATWILL City Clerk 2021-077 12/1/2021 $ 131,221.00 $ 159,500.00 ATWILL Police Commander 2021-077 12/1/2021 $ 131,221.00 $ 159,500.00 AT WILL Environmental Compliance Manager 2021-077 12/1/2021 $ 108,388.00 $ 131,726.00 AT WILL Project Manager 2021-077 12/1/2021 $ 108,388.00 $ 131,726.00 ATWILL Building Official 2021-077 12/1/2021 $ 108,388.00 $ 131,726.00 6 ATWILL Senior Human Resources Analyst 2021-077 12/1/2021 $ 89,390.00 $ 111,909.00 ATWILL Deputy City Clerk 2022-XXX $ 77,212.80 $ 93,844.00 AT WILL Administrative Analyst 2022-XXX $ 77,212.80 $ 93,844.00 8 ATWILL Executive Assistant* 2022-XXX $ 77,664.00 $ 84,000.00 9 ATWILL Administrative Technician 2022-XXX $ 65,596.65 $ 79,768.50 Historical:
*This classification will be eliminated from the Unrepresented classifications through attrition.
Resolution #2021-077 adopted December 7, 2021
4 CITY OF CARMEL-BY-THE-SEA
PAY SCHEDULE FOR AT-WILL (UNREPRESENTED) CLASSIFICATIONS Effective January 1, 2022
Pending Adoption by City Council January 4, 2022 (Reso#2022-008) 1 2
3 7
5 Resolution #2020-073 adopted November 3, 2020
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
Staff Report
January 4, 2022
ORDERS OF BUSINESS
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Brandon Swanson, Community Planning & Building Director APPROVED BY: Chip Rerig, City Administrator
SUBJECT:
Receive a verbal report on housing topics affecting the City including: The Regional Housing Number Allocation (RHNA) assessment; Senate Bills SB8, SB9 and SB10; recent grant-funded efforts to produce a feasibility study and to explore the City’s barriers to affordable housing; and the required 2023 General Plan Housing Element update
RECOMMENDATION:
Receive a verbal report on housing topics affecting the City BACKGROUND/SUMMARY:
At the December 8, 2021 City Council meeting, staff was asked to return with a brief update on the Regional Housing Needs Allocation (RHNA) process and how it will impact the City of Carmel-by-the-Sea.
At a basic level, RHNA is a process by which the State of California allocates a specific number of affordable housing units that are required to be constructed in a region during an eight-year cycle. Staff will provide the Council with an overview of how the RHNA numbers are divided across our region, what it means for the City, and a general timeline leading up to implementation of the next cycle. In addition to RHNA, there are currently other housing-related initiatives to be aware of, all of which have some correlation to RHNA. So, staff will also include these as part of the verbal report to Council on January 4th. Those other initiatives include:
Senate Bills SB8, SB9, and SB10: Effective as of January 1st, 2022, these recently adopted bills include major elements such as ministerial approval of certain subdivisions, encouraging greater density in single family zoning districts, and other legislative changes aimed at increasing housing production in the State. Staff will provide an overview of the Bills, and anticipated impacts on the City of Carmel-by-the-Sea Feasibility Study and Barriers to Affordable Housing: In order to make a meaningful attempt at creating opportunities for building affordable housing, first the City must determine feasibility (locations, process, etc.) and identify current barriers which might be able to be removed. In 2021, the City received three (3) grants totaling $290,000, which are slated to help prepare those analyses. Over the past few months, City staff has been working with other cities in the Monterey Bay area in an attempt to take a collaborative approach to this study, including potential partnerships on consultant contracts. Staff will provide an update on those meetings, development of a consultant work plan, and upcoming next steps. 2023 Housing Element Update: By law, jurisdictions are required to update the Housing Element of their General Plans on a periodic basis. The City of Carmel-by-the-Sea’s required update is due December, 2023. The main goal of regularly updating a jurisdiction’s Housing Element is to ensure that there are practical plans and regulatory systems in place that provide opportunities for (and do not unduly constrain), housing development. This update will incorporate requirements from the City’s RHNA assessment, as well as plans and strategies from the previously mentioned grant-funded housing studies. Staff will provide an overview upcoming milestones on the way to this important General Plan update.
FISCAL IMPACT:
PRIOR CITY COUNCIL ACTION:
ATTACHMENTS:
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
Staff Report
January 4, 2022
ORDERS OF BUSINESS
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Sharon Friedrichsen - Director, Contracts and Budgets APPROVED BY: Chip Rerig, City Administrator
SUBJECT:
Resolution 2022-004 receive and file the annual comprehensive financial report for the fiscal year ending June 30, 2021
RECOMMENDATION:
Resolution 2022-004 receive and file the annual comprehensive financial report for the fiscal year ending June 30, 2021.
BACKGROUND/SUMMARY:
This item is on the Council's agenda to receive the Annual Comprehensive Financial Report for the fiscal year ending June 30, 2021 (Fiscal Year 2020-2021). The Financial Report includes the City's audited basic financial statements and the independent auditor's report. It also includes a narrative on the City’s financial activities known as the Management Discussion and Analysis and a statistical section pertaining to financial trends, revenue capacity, debt capacity, demographic and economic information and operating information.
State law requires that an independent certified public accountant annually examine the accounts and fiscal affairs of all municipal entities. The City retained Chavan and Associates, LLP to audit the City’s financial statements in accordance with auditing standards generally accepted in the United States, including financial auditing standards issued by the Comptroller General of the United States. The purpose of the audit is to determine if the City’s financial statements are misstated or misrepresented based on either fraud or error. Chavan and Associates, LLP, has issued an unmodified opinion that the financial statements for the year ended June 30, 2021, are fairly presented in conformity with generally accepted accounting principles (GAAP).
As part of the audit process, Chavan and Associates, LLP, also test the City’s internal controls over financial reporting and compliance and reports on the outcome of these tests (“findings”) as part of the Communication Letter. There are different categories of findings, including a material weakness, meaning that a deficiency or a combination of deficiencies, in internal controls exists and that there is a reasonable possibility that a material misstatement of the City’s financial statements will not be prevented, detected or corrected on a timely basis. No material weaknesses or other findings were identified as part of the audit. Sheldon Chavan of Chavan and Associates LLP will give a presentation as part of the Council's January 2022 meeting.
The Financial Report uses guidelines issued by the Government Finance Officers Association of the United States and Canada (GFOA) as part of its Certificate of Achievement for Excellence in Financial Reporting Program. This program encourages state and local governments to prepare reports that exceed the minimum requirements of generally accepted accounting principles. The intent of the program is to produce a readable and efficiently organized document to promote greater public transparency and full disclosure of the City’s financial health. The City received Certificates of Achievements for the last three years and will seek a certificate for the fourth consecutive year.
FISCAL IMPACT:
There is no fiscal impact associated with receiving the financial report inclusive of the audited financial statements. The Fiscal Year 2021-2022 Adopted Budget includes funding totaling $32,000 for the cost of various financial audits.
PRIOR CITY COUNCIL ACTION:
There is no prior action taken on this item.
ATTACHMENTS:
Attachment #1- Resolution 2022-004
FY20-21 Annual Comprehensive Financial Report
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2022-004
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
RECEIVING THE ANNUAL COMPREHENSIVE FINANCIAL REPORT FOR THE FISCAL YEAR ENDING JUNE 30, 2021
WHEREAS, California State law requires that all accounts and fiscal affairs of municipal entities be examined annually by an independent certified public accountant; and WHEREAS, the City retained the independent auditing firm of Chavan and Associates, LLP to audit the financial statements of the City of Carmel-by-the-Sea and Chavan and Associates, LLP has issued an unmodified opinion that the financial statements for the fiscal year ending June 30, 2021 (“Fiscal Year 2020-2021)” are fairly presented in conformity with generally accepted accounting principles; and
WHEREAS, the audited financial statements are a component of the Annual Comprehensive Financial Report and the Report was prepared using guidelines developed by the Government Finance Officers Association (GFOA) for its Certificate of Achievement for Excellence in Financial Reporting program.
NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA DOES HEREBY:
Receives the Annual Comprehensive Financial Report for the Fiscal Year Ending June 30, 2021.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMELBY-THE-SEA this 4th day of January, 2022, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED: ATTEST:
_________________________ _________________________
Dave Potter Ashlee Wright
Mayor Acting City Clerk
Attachment 1
Annual Comprehensive Financial Report
City of Carmel-by-the-Sea
California
Fiscal Year Ended June 30, 2021
Attachment 2
Page Intentionally Left Blank
Attachment 2
City of Carmel-by-the-Sea
California
Annual Comprehensive Financial Report
For the Fiscal Year Ended June 30, 2021
Prepared by the Finance Department
Robin Scattini, Finance Manager
Attachment 2
Page Intentionally Left Blank
Attachment 2
CITY OF CARMEL-BY-THE-SEA
ANNUAL COMPREHENSIVE FINANCIAL REPORT
FOR THE YEAR ENDED JUNE 30, 2021
TABLE OF CONTENTS
INTRODUCTORY SECTION
Transmittal Letter ............................................................................................................... 1 Principal Officials ............................................................................................................... 9 Organizational Chart .......................................................................................................... 10 GFOA Certificate ............................................................................................................... 11
FINANCIAL SECTION
Independent Auditor’s Report ............................................................................................. 14 Management’s Discussion and Analysis (Required Supplementary Information) ................. 20 Basic Financial Statements:
Government-Wide Financial Statements:
Statement of Net Position ......................................................................................... 38 Statement of Activities ............................................................................................. 39 Fund Financial Statements
Governmental Funds:
Balance Sheet ..................................................................................................... 41 Reconciliation of the Government Funds Balance Sheet
to the Government-Wide Financial Statement of Net Position ......................... 42 Statement of Revenues, Expenditures and Changes in Fund Balances .................. 43 Reconciliation of the Governmental Funds Statement of Revenues, Expenditures and Changes in Fund Balances to the Government-Wide Statement of Activities .................................................................................. 44 Proprietary Funds:
Statement of Net Position ................................................................................... 45 Statement of Revenues, Expenses, and Changes in Fund Net Position .................. 46 Statement of Cash Flows ..................................................................................... 47
Notes to the Basic Financial Statements ........................................................................ 48
REQUIRED SUPPLEMENTARY INFORMATION
Schedule of Revenues, Expenditures and Changes in Fund Balances – Budget and Actual (GAAP Basis):
General Fund ........................................................................................................... 82 Measure C Sales Tax Fund ....................................................................................... 83 Harrison Memorial Library Fund .............................................................................. 84 Schedule of Pension Contributions ..................................................................................... 85 Schedule of Proportionate Share of Net Pension Liability ................................................... 86 Schedule of Total OPEB Liability ...................................................................................... 87 Attachment 2
CITY OF CARMEL-BY-THE-SEA
ANNUAL COMPREHENSIVE FINANCIAL REPORT
FOR THE YEAR ENDED JUNE 30, 2021
SUPPLEMENTARY INFORMATION
Combining Nonmajor Governmental Funds:
Combining Balance Sheet.............................................................................................. 91 Combining Statement of Revenues, Expenditures and Changes in Fund Balances ........... 93 Schedule of Revenues, Expenditures and Changes in Fund Balances – Budget and Actual (GAAP Basis):
Gas Tax Fund ........................................................................................................ 95 Transportation Safety Fund ................................................................................... 96 COPS Grant Fund .................................................................................................. 97 Parking In-Lieu Fun .............................................................................................. 98 Asset Seizure Fun .................................................................................................. 99 Debt Service Fund ............................................................................................... 100 Combining Internal Service Funds:
Combining Statement of Net Position .......................................................................... 103 Combining Statement of Revenues, Expenses and Changes in Fund Net Position ......... 104 Combining Statement of Cash Flows ........................................................................... 105
STATISTICAL SECTION
Net Position by Component ................................................................................................... 110 Changes in Net Position ........................................................................................................ 111 Fund Balances of Governmental Funds .................................................................................. 113 Changes in Fund Balances of Governmental Funds ................................................................ 115 General Governmental Tax Revenues by Source .................................................................... 117 General Fund Tax Revenues by Source .................................................................................. 118 Net Assessed Value of Taxable Property ............................................................................... 119 Direct and Overlapping Property Tax Rates ........................................................................... 120 Principal Property Tax Owners ............................................................................................. 121 Property Tax Levies and Collections ..................................................................................... 122 Ratios of Outstanding Debt by Type ...................................................................................... 123 Ratios of Net General Bonded Debt Outstanding ................................................................... 124 Computation of Direct and Overlapping Debt ........................................................................ 125 Legal Debt Margin Information ............................................................................................. 126 Pledged Revenue Coverage ................................................................................................... 127 Demographic and Economic Statistics ................................................................................... 128 Principal Employers .............................................................................................................. 129 Number of City Employees by Department ............................................................................ 130 Operating Indicators by Function .......................................................................................... 131 Capital Asset Statistics by Function ...................................................................................... 132
OTHER INDEPENDENT AUDITOR REPORTS
Independent Auditor’s Report on Internal Control over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards ........................................................ 135 Attachment 2
TRANSMITTAL LETTER
Attachment 2
CITY OF CARMEL-BY-THE-SEA
P.O. BOX CC
CARMEL-BY-THE-SEA, CA 93921
December 17, 2021
Honorable Mayor Dave Potter
Members of the Carmel-by-the-Sea City Council, and
Citizens of Carmel-by-the-Sea
SUBJECT: Annual Comprehensive Financial Report – June 30, 2021 The Annual Comprehensive Financial Report (ACFR) for the City of Carmel-by-the-Sea for the fiscal year ended June 30, 2021 is hereby submitted.
REPORT PURPOSE AND ORGANIZATION
California State law requires that an independent certified public accountant annually examine the accounts and fiscal affairs of all municipal entities. Accordingly, the City of Carmel-by-the-Sea retained an independent auditor, Chavan and Associates, LLP, to audit the City’s financial statements. Chavan and Associates, LLP, has issued an unmodified opinion that the financial statements for the year ended June 30, 2021, are fairly presented in conformity with generally accepted accounting principles (GAAP).
This opinion, along with the basic financial statements, are submitted as the Annual Comprehensive Financial Report (ACFR) for the City for the fiscal year ended June 30, 2021. The information included in the financial section of this report fulfills the above requirement.
This report consists of City management’s representations regarding the finances of the City of Carmelby-the-Sea. Management assumes full responsibility for the completeness, data accuracy, and fairness of the information presented, including all footnotes and disclosures. Management believes the data presented are accurate in all material respects and presented in a manner designed to fairly set forth the financial position and results of operations of the City.
To provide a reasonable basis for making these representations, City management has established a comprehensive framework of internal controls that is designed to both protect the City’s assets from loss, theft or misuse and to compile sufficiently reliable information for the preparation of the City’s financial statements in conformity with generally accepted accounting principles.
Because the cost of internal controls should not exceed their benefits, the City’s internal controls have been designed to provide reasonable, rather than absolute, assurance that the financial statements are free from material misstatements. The audit is intended to provide users with reasonable assurance that the information presented is free from material misstatements. As management, we assert, that to the best of our knowledge and belief, this financial report is complete and reliable in all material respects.
Generally accepted accounting principles require management to provide a narrative introduction, overview, and analysis that accompanies the basic financial statements in a format known as the Management’s Discussion and Analysis (MD&A). This letter of transmittal is intended to augment the MD&A and is meant to be read in conjunction with the MD&A. The MD&A can be found in the Financial Section of this document, immediately following the report of the independent auditor.
Attachment 2
CITY OF CARMEL-BY-THE-SEA PROFILE
The City of Carmel-by-the-Sea is a coastal village with a population of 4,023 that is located 120 miles south of San Francisco on the Monterey Peninsula. Carmel’s natural beauty includes a white sand beach, an urban forest of over 9,000 public trees comprised of Monterey pines, live oaks, and Monterey cypress and natural parklands all contained within a one-square-mile, built-out community. In addition to recreational opportunities afforded by such scenery, dining and shopping opportunities are available within the walkable downtown area. The City sponsors community events such as the City Parade, Sandcastle Contest and Pumpkin Roll; supports other special events throughout the year and offers cultural activities at such venues as the Sunset Center performing arts center and the Forest Theater, an outdoor amphitheater.
The median age of the City’s residents is 59.6 years. Approximately 55 percent of the population age 25 or older possess a bachelor’s degree. The City’s per capita income is $53,961. The Carmel area offers outstanding educational opportunities through the Carmel Unified School District as well as institutions of higher learning on the Monterey Peninsula including the Monterey Peninsula College, the Monterey Institute for International Studies, California State University Monterey Bay, and the Hopkins Marine Station operated by Stanford University.
Form of Government
The incorporation date of the City of Carmel-by-the-Sea is October 31, 1916. As a General Law City, Carmel-by-the-Sea operates under a Council-City Manager (City Administrator) style of government and derives its power from the California Constitution and laws enacted by the State legislature.
The publicly elected five-member City Council holds all legislative power. The Council consists of the Mayor and four Councilmembers. The Mayor serves a two-year term while Council members serve a four-year term, with overlapping terms with municipal elections occurring in November of each even numbered year. City Council is the policy making legislative body of the City and it adopts the annual budget, enacts ordinances, and approves major contracts, acquisitions and leases. The Council appoints the City Administrator to serve as the City’s chief administrative officer.
The City Administrator is responsible for the enforcement of City laws and ordinances, implementation of Council orders and overseeing the City’s day-to-day operations. This includes oversight of the departments of Community Planning and Building, Library, Community Activities, Public Safety and Public Works. The City Administrator also directs the centralized administrative functions of the City Clerk, Finance, Human Resources and Information Technology.
City Services
The City provides a variety of services to the residents, businesses and visitors to the village of Carmelby-the-Sea. Administration provides oversight of daily City functions and financial activity. The Department of Community Planning and Building provides building safety services, code compliance and planning functions while Community Activities and Library manage new and ongoing special events and provide library services at two branch locations. Public safety services include crime prevention, emergency medical response, law enforcement, and fire protection, with the latter provided through a contractual arrangement with the City of Monterey. Public Works is responsible for facility and vehicle maintenance, capital projects; construction, improvement and repair of the City’s streets, sidewalk, pathway and storm drain systems and maintaining the Village forest, parks and shoreline areas.
Attachment 2
The ACFR includes all financial activities of the City. Financial data for all funds through which services are provided by the City have been included in this report using criteria adopted by the Governmental Accounting Standards Board (GASB), which is the authoritative body establishing U.S. Generally Accepted Accounting Principles (GAAP) for local governments.
Budgetary Policy and Control
The accounts of the City are organized on the basis of funds. A fund is an independent fiscal and accounting entity with a self-balanced set of accounts. The minimum number of funds is maintained consistent with legal and managerial requirements. Annually appropriated budgets are legally adopted on a budgetary basis for the governmental fund types and are controlled on a fund and departmental level. These funds are used to account for most of the City’s general government activities.
Governmental fund types use the flow of current financial resources measurement focus and the modified-accrual basis of accounting and budgeting. Expenditures are recognized as encumbrances when a commitment is made. Unencumbered appropriations lapse at year-end.
The goal of the City Administrator is to present a balanced budget to the City Council for review and adoption. A balanced budget is a budget in which sources meet or exceed uses. Available funding sources shall be at least equal to recommended appropriations. As a general rule, the year-end undesignated General Fund balance should not be used to fund ongoing operations.
As set in the Carmel Municipal Code prior to the beginning of each fiscal year, the City Council shall adopt a budget for expenditures and anticipated revenues. On or before 15 February of each year, the City Administrator will present to the City Council a proposed budget schedule. The City Administrator prepares and submits to the City Council a proposed operating and capital budget for the forthcoming fiscal year. The City Council shall adopt the budget by 1 July.
The City Administrator shall have the right to approve the transfer of appropriations within a departmental budget; however, no additional positions shall be created without the authorization of the City Council. All transfers of appropriations between departments or in regards to capital items or projects shall be approved by the City Council. The City Administrator shall be charged with the responsibility of controlling the expenditures for all departments in accordance with the approved budget. A report on current year revenues, expenditures and fund balances shall be maintained.
FACTORS AFFECTING FINANCIAL CONDITION
This brief narrative on the local economy, City financial policies and major initiatives outlined within the annual budget are intended to provide context to the MD&A and financial statements.
Local Economy
The City’s three major sources of General Fund revenue are property tax, sales and use tax and transient occupancy tax. As shown on the chart on the next page entitled “City’s Major Revenues Historical Trend”, property taxes have been a strong component to the City’s financial health over the last ten years, with a steady annual increase year over year. Revenue generated from sales and use taxes have become increasingly important to the City, especially after the initial passage of a local 1% sales tax measure by Carmel voters in 2012 and the subsequent approval of a new 1.5% sales tax for 20 years in March 2020. Transient occupancy taxes (“TOT”) also have significantly contributed to the City’s revenues, eclipsing nearly $7 million in fiscal year 2018-2019 and rebounding to approximately $5.3 million in fiscal year 2020-2021 after sustaining losses related to COVID-19 travel restrictions.
Attachment 2
Historically, these revenues each represent about 1/3 of the City’s total General Fund revenues. These revenues also illustrate the unique opportunities attributed to the City of Carmel-by-the-Sea. Located within one square mile, the City’s land capacity for new housing is limited, which curtails the availability of housing stock. This limited supply, coupled with a high demand for housing driven by the City’s desirability as a place to live and close proximity to the San Francisco metropolitan area, contributes to a healthy real estate market and thus the stability and strength of property tax revenues.
Many of the features that contribute to residential quality of life, such as a temperate climate, natural beauty, architecture and unique design standards and cultural, dining and shopping opportunities also attract visitors. The variety of restaurants and other dining options located within the City’s boundary as well as art galleries, jewelry and clothing retailers contributes to shopping opportunities for residents and visitors alike. Similarly, visitors have many lodging options to choose from when staying overnight within the City. The lodging establishments charge, on behalf of the City, a 10% transient occupancy tax for stays of 30 days or less.
On November 6, 2012, the Carmel electorate approved a temporary 1% transaction and use tax (“sales tax”’) for ten years to raise revenue for general purposes, known as Measure D. The City received its first tranche of Measure D in the spring of 2013, and, as shown in the chart below entitled “City’s Major Revenues Historical Trend”, the advent of Measure D has increased the viability of sales tax as one of the City’s three major revenue sources.
While fiscal year 2019-2020 was on track to meet revenue projections, the City’s economic forecast for two of its major revenue streams quickly began to change as news regarding the coronavirus (“COVID19”) emerged. By March 2020, while the initial news focused on the spread of the virus internationally, the associated economic effects were already beginning to materialize locally. Travel restrictions coupled with decreased consumer spending and demand, particularly in the areas of travel and leisure, resulted in the underperformance of sales and transient occupancy taxes in fiscal year 2019-2020 when compared to both the adopted budget and prior year actuals. However, TOT continued to grow in fiscal year 2020-2021 despite ongoing pandemic-related travel restrictions and sales and use taxes reached a ten-year high of $7.0 million due to increased consumer spending, including online sales, deferred payment of sales tax to the State, which was delayed as part of State-enacted COVID-19 relief and the collection of the local 1.5% sales tax.
$0
$1,000,000
$2,000,000
$3,000,000
$4,000,000
$5,000,000
$6,000,000
$7,000,000
$8,000,000
2012 2013 2014 2015 2016 2017 2018 2019 2020 2021
Fiscal Year End
City's Major Revenues Historical Trend
TOT Sales Property
Attachment 2
Property Taxes
The desirability of Carmel-by-the-Sea as a place to reside, coupled with its limited housing stock, contribute to a strong local real estate market. Property tax revenue totaled $4.6 million in fiscal year 2011-2012, increasing on average by 6% over the past 9 years, until reaching $7.4 million in fiscal year 2020-2021. Unlike sales tax and transient occupancy tax, the fiscal year 2020-2021 budget assumed that property taxes remained resilient to potential negative economic impacts associated with COVID19. As such, the budget projected incremental growth of 3% in property tax. In actuality, the performance of the real estate market improved during the pandemic.
The Economic Outlook contained within the Governor’s Fiscal Year 2021-2022 Budget discusses the strong housing market despite the COVID-19 recession as well as the ability of high-income households to purchase homes. The State median home price averaged over $600,000 in March through May, set new record highs from June to September 2020 and reached a record high of $712,430 in September 2020. The California median home sales price through November 2020 reflected a 9.2% increase, on average, compared to the same period in 2019. This real estate phenomenon affected Carmel, which already had a consistently strong property tax base. In fiscal year 2020-2021, the total amount of revenue received from property taxes was $7.4 million, a 10% increase over fiscal year 2019-2020.
Sales and Use Taxes
The majority of the City’s sales and use taxes are attributed to businesses within the categories known as general consumer goods and restaurants. The City receives a portion (1%) of the statewide sales tax as well as revenue from a local sales tax. The Carmel electorate approved a local 1% sales tax measure in November 2012. Sales tax has steadily increased each year since 2012, dropping slightly in 2016 and then rising each year thereafter to reach approximately $5.7 million in 2019. As explained in more detail within the transient occupancy tax narrative below, the City faced a decline in the number of visitors due to COVID-19 for the last quarter of fiscal year 2019-2020, which also impacted sales tax.
In addition, restaurants and other eating establishments were initially only able to serve patrons through pick-up orders and delivery, and then through outdoor dining. Sales tax in 2020 totaled approximately $4.8 million. Moving forward, consumer spending for certain goods and services remained high, particularly for online shopping, dining and certain retail sectors. In addition, on March 3, 2020, Carmel voters approved Measure C, which increased the local sales tax by 0.5 percent to a new rate of 1.5 percent effective on July 1, 2020. Sales tax in 2021 generated approximately $7.0 million.
Transient Occupancy Taxes
Transient occupancy taxes (“TOT”) contributed $4.2 million toward citywide revenues in fiscal year 2011-2012. TOT grew, on average, by 9% over the next 4 fiscal years until reaching $6.1 million in fiscal year 2016-2017. Revenues continued to rise and TOT totaled $6.8 million in fiscal year 2018- 2019 with expected strong performance on the horizon. However, with global news emerging in February 2020 regarding the coronavirus, local hotels experienced an immediate decline in occupancy due to international travel restrictions. Subsequently Monterey County issued a shelter in place (“SIP”) order on March 17, 2020 followed by a statewide SIP issued by Governor Newsom on March 19, 2020.
Hotels faced a near absolute shut down with little to no guests in February and March 2020 and entered the early summer, which is one of the City’s busier periods for tourism, with decreased occupancy rates.
As a result, TOT generated $5.1 million in fiscal year 2019-2020, or $1.7 million (25%), less than the fiscal year 2019-2020 Adopted Budget. The City assumed a continued loss of revenue for fiscal year 2020-2021 due to the pandemic and associated ongoing travel restrictions. However, domestic travel remained strong and the sector started to rebound ahead of the projected 3-5 year schedule. TOT generated approximately $5.3 million in fiscal year 2020-2021.
Attachment 2
Relevant Financial Policies
Financial and Budget Policies
The City Council adopted Council Policy C94-01: Financial and Budget Policies to provide direction to help ensure sound fiscal planning and the management of fiscal integrity. The Policies pertain to the capital and operating budgets, fund balance, debt management and investments.
Highlights of policy guidelines include the following:
Capital
ƒ The City deferred capital projects for most of fiscal year 2020-2021 in order to control expenditures in light of anticipated decreased revenues due to the economic impact of COVID19 on the City’s revenues.
Operating
ƒ The fiscal year 2020-2021 Adopted Budget did not include a revenue buffer of five percent of projected expenditures.
Fund Balance
ƒ General Fund and Hostelry Fund reserves were maintained at no less than ten percent of their annual projected revenue. In addition, depleted reserves shall be restored as soon as possible in accordance with policies. The increase in transient occupancy taxes over the budgeted revenue shall be used to replace hostelry fund balance that was used to address the shortfall in revenue in fiscal year 2019-2020.
Major Initiatives
Revenue Enhancement and Stability
On November 6, 2012, the Carmel electorate approved a temporary 1% transaction and use tax (“sales and use tax”’) known as Measure D. Measure D sunsets in 2023. Recognizing the importance of this revenue to the City’s financial health, the City Council began discussions regarding the renewal of Measure D well ahead of the sunset date. Council drafted a new sales tax initiative to replace the existing Measure D and increase the local sales tax by 0.50%. On March 3, 2020, Carmel voters approved Measure C, which authorizes a 1.5% tax for 20 years for general City purposes. The criticality of Measure C to both the City’s short and long-term fiscal sustainability immediately became apparent with the emergence of the coronavirus pandemic in the spring of 2020. As the new sales tax rate became effective on July 1, 2020, the additional 0.50% tax rate mitigated projected decreases in visitordriven sales tax performance. In addition, online purchases are subject to local sales tax and this type of spending greatly increased during the pandemic.
Addressing Pension Liabilities
The California Public Employees’ Retirement System (“CalPERS”) is the largest pension fund in the country, managing investments for nearly 2 million members on behalf of the state, schools and other public agencies. The City is a participating member of CalPERS and has two primary CalPERS plans, one for miscellaneous members and one for safety members.
Annually, the City makes a payment to CalPERS that consists of (1) the annual cost for current employees (“normal cost”) and (2) the unfunded accrued liability (“UAL”). The UAL is the actuarial liability less the actuarial value of the assets. In other words, it is the difference between what CalPERS needs in order to pay for retirement benefits when people retire as compared to the amount that CalPERS currently has on hand to pay for the estimated costs of the retirement benefits. Similar to other public agencies, the City’s pension costs have risen. The UAL for the City, as of 6/30/2020, is $26.2 million.
Attachment 2
The City has historically used a combination of strategies to help mitigate the costs associated with pension liability, such as the:
x Issuance of pension obligation bonds;
x Negotiation of employee contributions toward the employer’s cost of pensions; and x Prepaying the annual UAL payment in order to save interest.
More recently, the City Council considered additional pension cost management strategies including:
x Developing a “fresh start” amortization and new amortization schedule with CalPERS; x Establishing a Pension Rate Stabilization Program (e.g. Section 115 Trust); x Making additional lump sum payment to CalPERS to pay down the UAL; x Issuing new pension obligation bonds (POB); and/or
x Restructuring remaining debt service payments on the existing POB.
In January 2019, Council endorsed the City’s participation in a Pension Rate Stabilization Program to pre-fund pension obligations and authorized staff to issue a request for proposals for a Section 115 Trust Administrator. A Section 115 Trust is a tax-exempt investment vehicle authorized by the Internal Revenue Services to prefund government expenses, such as retirement plan benefits. Funds placed within the trust can remain within the trust until such time that the City chooses to draw on its assets to pay an annual benefit obligation (i.e. make either an annual and/or additional payment to CalPERS) or seek reimbursement for a pension-related expense. Other benefits associated with the establishment of a trust include (1) greater investment flexibility and risk diversification compared to the City’s general investment options and (2) City oversight of investment and control over the risk tolerance of its investment portfolio as compared to investments managed by CalPERS. On August 2, 2021, Council authorized the adoption of a Section 115 Trust known as the Public Agencies Post-Employment Benefits Trust administered by the Public Agency Retirement Services (PARS) and authorized the City’s participation within this program. Subsequently, on September 7, 2021, Council authorized City staff to make an initial deposit of $1 million into the Trust.
Bond Refinancing
On September 30, 2020, the City refinanced the 2010 Refunding Lease Revenue Bond related to improvements at the Sunset Center (the Sunset Theater Project). Payments for Fiscal Year 2021-2022 approach $163,000. Future payments approximate $500,000 annually until the bond matures on November 1, 2032.
AWARDS
Government Finance Officers Association of the United States and Canada (GFOA) awarded a Certificate of Achievement for Excellence in Financial Reporting to the City of Carmel-by-the-Sea for its comprehensive annual financial report for the fiscal year ended June 30, 2020. In order to receive a Certificate of Achievement, a government must publish an easily readable and efficiently organized comprehensive annual financial report. This report must satisfy both generally accepted accounting principles and applicable legal requirements.
A Certificate of Achievement is valid for a period of one year only. We believe that our current comprehensive annual financial report continues to meet the Certificate of Achievement Program’s requirements and we are submitting it to the GFOA to determine its eligibility for another certificate.
Attachment 2
Attachment 2
CITY OF CARMEL-BY-THE-SEA PRINCIPAL OFFICERS
Fiscal Year 2020-21
City Council
Dave Potter, Mayor
Bobby Richards, Mayor Pro Tempore
Jeff Baron, Councilmember
Karen Ferlito, Councilmember
Carrie Theis, Councilmember
City Administrator
Chip Rerig
Attachment 2
CITY OF CARMEL-BY-THE-SEA ORGANIZATIONAL CHART
Attachment 2
Government Finance Officers Association
Certificate of
Achievement
for Excellence
in Financial
Reporting
Presented to
City of Carmel-by-the-Sea
California
For its Comprehensive Annual
Financial Report
For the Fiscal Year Ended
June 30, 2020
Executive Director/CEO
Attachment 2
FINANCIAL SECTION
Attachment 2
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Attachment 2
15105 Concord Circle, Ste. 130, Morgan Hill, CA 95037
Tel: 408-217-8749 • E-Fax: 408-872-4159
[email protected] • www.cnallp.com
INDEPENDENT AUDITOR’S REPORT
To the Honorable Mayor and Members of the
City Council of the City of Carmel-By-The-Sea
Carmel-by-the-Sea, California
Report on the Financial Statements
We have audited the accompanying financial statements of the governmental activities, each major fund, and the aggregate remaining fund information of the City of Carmel-By-The-Sea (the “City"), as of and for the year ended June 30, 2021, and the related notes to the financial statements, which collectively comprise City’s basic financial statements as listed in the table of contents.
Management’s Responsibility for the Financial Statements The City’s management is responsible for the preparation and fair presentation of these financial statements in accordance with accounting principles generally accepted in the United States of America; this includes the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error.
Auditor’s Responsibility
Our responsibility is to express opinions on these financial statements based on our audit. We conducted our audit in accordance with auditing standards generally accepted in the United States of America, the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement.
An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditor’s judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the City’s preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the City’s internal control. Accordingly, we express no such opinion. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statements.
We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinions.
Attachment 2
15105 Concord Circle, Ste. 130, Morgan Hill, CA 95037
Tel: 408-217-8749 • E-Fax: 408-872-4159
[email protected] • www.cnallp.com
Opinions
In our opinion, the financial statements referred to above present fairly, in all material respects, the respective financial position of the governmental activities, each major fund, and the aggregate remaining fund information of the City of Carmel-By-The-Sea, as of June 30, 2021, and the respective changes in financial position and, where applicable, cash flows thereof for the year then ended in accordance with accounting principles generally accepted in the United States of America.
Other Matters
Required Supplementary Information
Accounting principles generally accepted in the United States of America require that the management’s discussion and other required supplementary information, as listed in the table of contents, be presented to supplement the basic financial statements. Such information, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context. We have applied certain limited procedures to the required supplementary information in accordance with auditing standards generally accepted in the United States of America, which consisted of inquiries of management about the methods of preparing the information and comparing the information for consistency with management’s responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We do not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance.
Supplementary Information
Our audit was conducted for the purpose of forming opinions on the financial statements that collectively comprise the City’s financial statements as a whole. The introductory section, combining individual non-major fund schedules, statistical data, and other information as listed in the table of contents, are presented for purposes of additional analysis and are not a required part of the financial statements.
The combining and individual nonmajor fund financial statements and schedules are the responsibility of management and were derived from and relate directly to the underlying accounting and other records used to prepare the financial statements. Such information has been subjected to the auditing procedures applied in the audit of the basic financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the basic financial statements or to the basic financial statements themselves, and other additional procedures in accordance with auditing standards generally accepted in the United States of America. In our opinion, the combining and individual nonmajor fund financial statements and schedules are fairly stated in all material respects in relation to the basic financial statements as a whole.
Attachment 2
15105 Concord Circle, Ste. 130, Morgan Hill, CA 95037
Tel: 408-217-8749 • E-Fax: 408-872-4159
[email protected] • www.cnallp.com
The introductory, budgetary and statistical sections have not been subjected to the auditing procedures applied in the audit of the basic financial statements and, accordingly, we do not express an opinion or provide any assurance on them.
Other Reporting Required by Government Auditing Standards In accordance with Government Auditing Standards, we have also issued our report dated December 17, 2021 on our consideration of the City’s internal control over financial reporting and on our tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements and other matters. The purpose of that report is to describe the scope of our testing of internal control over financial reporting and compliance and the results of that testing, and not to provide an opinion on internal control over financial reporting or on compliance. That report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the City’s internal control over financial reporting and compliance.
December 17, 2021
San Jose, California
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Attachment 2
MANAGEMENT’S DISCUSSION
AND ANALYSIS
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Attachment 2
City of Carmel-by-the-Sea Management’s Discussion and Analysis
INTRODUCTION
As management of the City of Carmel-By-The-Sea, we offer readers of the City’s financial statements this narrative overview and analysis of financial activities of the City of Carmel-By-The-Sea for the fiscal year that ended on June 30, 2021. We encourage readers to consider the information presented here in conjunction with additional information that we have furnished in the other sections of the attached audited financial statements, required supplemental information and other supplemental information. The required components of the report are listed below.
Required Components of the Annual Financial Report
FISCAL YEAR 2020/21 FINANCIAL HIGHLIGHTS
Government-Wide Highlights
x The assets and deferred outflows of resources of the City of Carmel-by-the-Sea exceeded the liabilities at the close of the most recent fiscal year by $27.82 million (net position). Of this amount, net position included $34.85 million classified as net investment in capital assets; $4.75 million as restricted; and $11.78 million as a deficit unrestricted net position (negative net position). The negative unrestricted net position is largely due to GASB 68 – Accounting and Financial Reporting for Pensions. This pronouncement requires local governments to record pension liabilities on the government-wide financial statements. The City’s pension liability in accordance with GASB 68 as of June 30, 2021 was $24.3 million.
x The City of Carmel-by-the-Sea’s total net position decreased by $2.4 million from last fiscal year mostly due to a decrease in cash and investments.
Management’s
Discussion & Analysis
Government-Wide
Financial Statements
Fund
Financial Statements
Notes to the
Financial Statements
Basic
Financial Statements
Attachment 2
City of Carmel-by-the-Sea Management’s Discussion and Analysis Fund Highlights
x At the close of Fiscal Year 20/21 the City of Carmel-by-the-Sea’s governmental funds reported combined fund balances of $17.9 million, an increase of $5.26 million in comparison with the prior year. Approximately 51% or $9.2 million is classified as unassigned fund balance and is available for spending at the government’s discretion, which is up from $4.1 million in the prior year. x At the end of the current fiscal year, unrestricted fund balance (the total of the committed, assigned, and unassigned components of fund balance) for the general fund was $12.6 million, or 69% of total general fund expenditures, prior to transfers, versus $8.76 million and 46% in the prior year. x The City’s long-term liabilities increased by $1.4 million primarily as the result of increases to employee benefit liabilities totaling $2.2 million which were offset by the refunding of the Sunset Center COP.
x The City’s net capital assets decreased by 4.5% or $1.89 million primarily as a result of depreciation during the year.
OVERVIEW OF THE FINANCIAL STATEMENTS
The discussion and analysis are intended to serve as an introduction to the City of Carmel-by-the-Sea’s financial statements. The City of Carmel-by-the-Sea’s basic financial statements are comprised of (1) Government-wide Financial Statements (2) Fund Financial Statements, and (3) notes to the financial statements. This report also contains other supplementary information in addition to the basic financial statements themselves.
Government-Wide Financial Statements
The government-wide financial statements are designed to provide readers with a broad overview of the City of Carmel-by-the-Sea’s finances, in a manner similar to a private-sector business. Government-wide financial statements are prepared on the accrual basis, which means they measure the flow of all economic resources of the City as a whole. Government-wide financial statements consist of the Statement of Net Position and the Statement of Activities.
The Statement of Net Position presents financial information on all of the City of Carmel-by-the-Sea’s assets, liabilities, and deferred inflows/outflows of resources, with the difference reported as net position. Over time, increases or decreases in net position may serve as a useful indicator of whether the financial position of the City of Carmel-by-the-Sea is improving or deteriorating.
The Statement of Activities presents information showing how the City of Carmel-by-the-Sea’s net position changed during the most recent fiscal year. All changes in net position are reported as soon as the underlying event giving rise to the change occurs, regardless of the timing of related cash flows. This is consistent with a full accrual concept, which may result in the reporting of revenues and expenses in the current fiscal year, with cash flows occurring in future fiscal periods (e.g. uncollected revenues and earned but not used vacation leave).
Both of the government-wide financial statements distinguish functions of the City of Carmel-by-the-Sea that are principally support by taxes and intergovernmental revenues (governmental activities) from other functions that are intended to recover all or a significant portion of their costs through user fees and charges (businesstype activities). An overview of the City’s functions associated with each classification is listed below.
Attachment 2
City of Carmel-by-the-Sea Management’s Discussion and Analysis Governmental Activities – All of the City's basic services are considered to be governmental activities. This includes general government, public safety, public works, library, and community planning and building.
These services are supported by general City revenues such as taxes, and by specific program revenues such as development and general government program fees. The City also operates three internal service funds, which are combined with the governmental funds and reported as governmental activities. The government-wide financial statements can be found on pages 38-39 of this report.
Fund Financial Statements
A fund is a grouping of related accounts that is used to maintain control over resources that have been segregated for specific activities or objectives. The City, like other state and local governments, uses fund accounting to ensure and demonstrate compliance with finance-related legal requirements.
Fund financial statements provide detailed information about each of the City's most significant funds, called major funds. Major funds are presented individually, with all nonmajor funds summarized and presented only in a single column. Subordinate schedules present the detail of these nonmajor funds. Major funds present the major activities of the City for the fiscal year and may change from year to year as a result of changes in the pattern of the City's activities. The City's funds are segregated into three categories: governmental funds, proprietary funds, and fiduciary funds.
Governmental Funds
Governmental funds are used to account for essentially the same function reported as governmental activities in the government-wide financial statements. However, unlike the government-wide financial statements, governmental funds focus on near-term inflows and outflows of spendable resources, as well as on balances of spendable resources available at the end of the fiscal year. This represents a modified accrual basis of accounting, with capital assets, long-lived assets, and long-term liabilities excluded from the financial statements. Such information may be useful in evaluating the City's near-term financing requirements.
Because the focus of governmental funds is narrower than that of the government-wide financial statements, it is useful to compare the information presented for the governmental funds with similar information presented for governmental activities in the government-wide financial statements. By doing so, readers may better understand the long-term impact of the government’s near-term financing decisions. Both the governmental fund balance sheet and the governmental fund statement of revenues, expenditures, and changes in fund balances provide a reconciliation to facilitate the comparison between governmental funds and governmental activities.
The City maintains eleven governmental funds. Information is presented separately in the governmental fund balance sheet and in the governmental fund statement of revenues, expenditures, and changes in fund balances for the General Fund, the Measure C Sales Tax Fund, the Capital Projects Fund and the Harrison Memorial Library Fund. These funds are considered to be major funds. Data from the other governmental funds are combined into a single aggregated presentation. Individual fund data for each of these nonmajor governmental funds is provided in the form of combining statements in the combining and individual fund statements and schedules section of this report.
The City of Carmel-by-the-Sea adopts an annual budget for its governmental funds. A budgetary comparison statements have been provided to demonstrate compliance with this budget. The basic governmental fund financial statements can be found on pages 41-44 of this report.
Attachment 2
City of Carmel-by-the-Sea Management’s Discussion and Analysis Proprietary Funds
Internal service funds are an accounting mechanism used to accumulate and allocate costs internally among the City of Carmel-by-the-Sea’s various functions. The City uses internal service funds to account for the management of its retained risks associated with liability self-insurance, workers compensation and other post-employment benefits (OPEB). The City also uses an internal service fund, the Vehicle & Equipment Replacement Fund, to manage the costs of various equipment purchased, maintained and utilized to operate City services for various departments. Because these internal services predominately benefit governmental rather than business-type functions, they have been included within governmental activities in the Government-Wide Financial Statements.
Proprietary funds provide the same type of information as the government-wide financial statements, only in more detail. The internal service funds are combined into a single aggregated presentation in the proprietary fund financial statements. Individual fund data for the internal service funds are provided in the form of combining statements in the combining and individual fund statements and schedules section of this report. The basic proprietary fund financial statements can be found on pages 45-47 of this report.
NOTES TO THE FINANCIAL STATEMENTS
Notes to the Financial Statements provide additional information that is essential to a full understanding of the data provided in the government-wide and fund financial statements. The notes can be found immediately following the fund financial statements.
OTHER INFORMATION
In addition to the basic financial statements and accompanying notes, this report also presents required supplementary information concerning the City of Carmel-by-the-Sea’s budgetary information for the General Fund and Major Special Revenue Funds, and the City’s funding progress for its employee pension and OPEB benefit obligations. The required supplementary information can be found on pages 82-87 of this report.
The combining statements referred to earlier in connection with nonmajor governmental funds and internal service funds are presented immediately following the required supplementary information. Combining and individual fund statements and schedules can be found on pages 91-105 of this report.
An un-audited statistical section provides historical and current data on financial trends, revenue and debt capacity, demographic and economic information, and operating information. This information can be found on pages 110-132 of this document.
Attachment 2
City of Carmel-by-the-Sea Management’s Discussion and Analysis
GOVERNMENT-WIDE FINANCIAL ANALYSIS
Over time, net position may serve as an indicator of a government’s financial position. In the case of the City of Carmel-by-the-Sea, assets and deferred outflows of resources exceeded liabilities by $27.8 million at the close of the Fiscal Year. This represents an increase of $2.4 million over the prior year.
The following table summarizes the City’s ending net position:
A significant portion or $34.85 million of the City's net position reflects its investment in capital assets, (e.g., land, buildings, general government infrastructure, equipment, etc.), less accumulated depreciation and any outstanding debt that was used to acquire or construct those assets. Capital assets represent infrastructure which provide services to citizens and are not available for future spending. Although the City’s investment in capital assets is reported net of related debt, it should be noted that the resources to repay this debt must be provided from other sources, since the capital assets themselves cannot be used to liquidate the liabilities.
An additional $4.75 million of the City of Carmel-by-the-Sea’s net position represents resources that are subject to external restrictions on how they may be used. The remaining deficit balance of $11.78 million is classified as unrestricted. This negative unrestricted balance is largely due to GASB 68 – Accounting and Financial Reporting for Pensions. The City participates in the CalPERS Miscellaneous and Safety pension plans.
GASB 68 impacted local governments by requiring them to report a proportional share of their pension plan’s net pension liabilities on financial statements. As of June 30, 2021, the City’s proportionate share of the CalPERS pension liability was $24.3 million. See note 8 for detailed information related to the Plans, along with the required supplementary information section of this report.
At the end of the current fiscal year, the City of Carmel-by-the-Sea is able to report a positive balance for the government as a whole. The reasons for the overall financial changes are discussed in the following Increase
2021 2020 (Decrease)
Assets
Current and other assets 21,417,241 $ 16,253,649 $ 5,163,592 $ Capital assets 39,773,062 41,666,561 (1,893,499)
Total Assets $ 57,920,210 61,190,303 $ 3,270,093 $
Deferred Outflows of Resources $ 5,152,629 5,875,068 $ 722,439 $ Liabilities
Current and other liabilities 2, $ 2,486,283 302,046 $ (184,237) $ Noncurrent liabilities 34, 33,060,079 703,650 1,643,571 Total Liabilities $ 35,546,362 37,005,696 $ 1,459,334 $ Deferred Inflows of Resources $ 2,083,689 2,240,132 $ 156,443 $ Net Position
Net investment in capital assets 34,846,110 $ 36,611,510 $ (1,765,400) $ Restricted 4,748,736 3,310,294 1,438,442
Unrestricted (11,775,303) (14,479,016) 2,703,713
Total Net Position $ 25,442,788 27,819,543 $ 2,376,755 $ Governmental Activities
Table 1 - Net Position
Attachment 2
City of Carmel-by-the-Sea Management’s Discussion and Analysis sections for governmental activities.
Governmental Activities
As shown in the Statement of Changes in Net Position schedule below, the change in net position for governmental activities increased by $4.2 million. This increase is largely due to an increase of $3.24 million in taxes which is a direct result of increased property values and a new sales tax measure (Measure C). Total revenues from governmental activities increased by $3.2 million from the prior year, which included a $166 thousand increase in program revenues and a $3 million increase in general revenues. The net change in expenses from the prior year was a decrease of $1.07 million.
With total revenues for the fiscal year at $25.08 million and total expenses at $22.7 million, the change in net position for current activity was $2.38 million. An analysis of the changes in revenues and expenses is as follows:
Increase
Functions/Programs 2021 2020 (Decrease)
Program Revenues
Charges for services 2,410,904 $ 2,362,914 $ 47,990 $
Operating grants and contributions 813,139 695,186 117,953 Total Program Revenues 3,058,100 3,224,043 165,943
General Revenues
Taxes 21,037,561 17,798,280 3,239,281
Intergovernmental 704,337 672,399 31,938
Investment earnings 47,554 207,153 (159,599)
Other revenues 63,692 169,680 (105,988)
Total General Revenues 18,847,512 21,853,144 3,005,632
Expenses
General government 5,423,821 5,356,175 67,646
Community Planning and Building 1,280,518 1,214,005 66,513 Public Safety 8,968,364 9,166,804 (198,440)
Public Works 4,162,030 4,410,995 (248,965)
Library 1,539,410 2,011,886 (472,476)
Community Activities 119,562 256,698 (137,136)
Economic Reviltalization 819,202 1,081,813 (262,611)
Interest on fiscal charges 387,525 268,721 118,804
Total Expenses 23,767,097 22,700,432 (1,066,665)
Increase / (Decrease) in Net Position 2,376,755 (1,861,485) 4,238,240 Net Position, Beginning of Year 27,304,273 25,442,788 (1,861,485) Net Position, End of Year $ 25,442,788 27,819,543 $ 2,376,755 $ Governmental Activities
Table 2 - Statement of Changes in Net Position
Attachment 2
City of Carmel-by-the-Sea Management’s Discussion and Analysis Governmental Revenues
The following chart summarizes the changes in revenues by category during the fiscal year:
Significant changes in governmental revenues consisted of the following:
x Property tax increased by $698,709, or approximately 10%, over the prior year due to a strong real estate market bolstered by the coronavirus pandemic, the ability of high-income households to purchase homes and the desirability of Carmel-by-the-Sea as a place to reside, coupled with its limited housing stock.
x Travel and tourism remained strong during the pandemic even with ongoing travel restrictions. Sales and use taxes increased by $2,261,728 over the prior year due to a combination of factors including greater than expected consumer spending for online purchases and other types of goods and services; receipt of prior year sales tax revenue related to the State’s extension for businesses to file taxes as part of a COVID-19 relief package; strong restaurant and dining sales, bolstered in part by outdoor dining options; and a new local sales tax measure that increased the local sales tax rate from 1% to 1.5% effective on July 1, 2020. Transient occupancy taxes increased by $224,014 over the prior year primarily due to an increase in the average daily room rates charged by lodging operators.
Attachment 2
City of Carmel-by-the-Sea Management’s Discussion and Analysis Governmental Expenses
The following chart summarizes the changes in expenses by category during the fiscal year:
Significant changes in governmental expenses include decreases to Public Safety, Public Works and Library expenses of $198 thousand, $249 thousand and $472 thousand, respectively. In general, City services and related costs were reduced because of COVID-19. However, those reductions were offset by increased pension and other postemployment benefit expenses related to actuarial assumption changes and estimated provided by CalPERS and the City’s OPEB actuary.
FINANCIAL ANALYSIS OF THE CITY’S GOVERNMENTAL FUNDS
As noted earlier, the City of Carmel-by-the-Sea uses fund accounting to ensure and demonstrate compliance with finance-related legal requirements.
The focus of the City’s governmental funds is to provide information on near-term inflows, outflows, and balances of spendable resources. Such information is useful in assessing the City’s financing requirements.
In particular, the unassigned fund balance may serve as a useful measure of a government’s net resources available for discretionary use as they represent the portion of fund balance which has not yet been limited to use for a particular purpose by either an external party, the City itself, or a group or individual that has been delegated authority to assign resources for particular purposes by the City of Carmel-by-the-Sea’s Council.
Attachment 2
City of Carmel-by-the-Sea Management’s Discussion and Analysis The following is a summary of the changes in fund balance of the major and other (nonmajor) governmental funds:
The fund balance of the City’s General Fund increased by $3.86 million mostly due to transfers if from the Measure C Sales Tax fund. The fund balance in the Measure C Sales Tax Fund increased by $957 thousand mostly due to the collection of sales tax revenue related to Measure C.
Combined Funds – Components of Fund Balance
As of June 30, 2021, the City of Carmel-by-the-Sea’s reported combined fund balances of $17.9 million, which represents a $4.1 million increase over the prior year. Approximately 51%, or $9.2 million, was classified as unassigned fund balance, which is available for spending at the government’s discretion. The remainder of the fund balance was either committed, restricted, or assigned. The committed balance of $2.4 million represents funds that are set-aside for specific purposes via resolution of the City Council. The restricted balance of $4.75 million reflects fund that are legally required to remain intact, while the remainder of $1.56 million represents funds that were assigned to a particular purpose by the City Council or management given legal authority by the Council.
General Fund – Components of Fund Balance
The general fund is the chief operating fund of the City of Carmel-by-the-Sea. At the end of the current fiscal year, the unassigned fund balance of the general fund was $9.2 million, and the total fund balance decreased to $12.6 million. As a measure of the general fund’s liquidity, it may be useful to compare both unassigned fund balance and total fund balance to total general fund expenditures. The total general fund expenditures, prior to transfers was $18.3 million. Unassigned fund balance represents approximately 50% of the total general fund expenditures, while total fund balance represents approximately 69% of total general fund expenditures.
Harrison
Measure C Capital Memorial Other
General Sales Tax Projects Library Governmental
Fund Fund Fund Fund Funds Total
Total Revenues 20,197,923 $ 4,007,104 $ 22,249 $ 320,415 $ 521,976 $ 25,069,667 $ Total Expenditures 18,306,686 - 54,043 270,944 1,046,525 19,678,198 Revenues Over (Under) Expenditures 1,891,237 4,007,104 (31,794) 49,471 (524,549) 5,391,469 Other Financing Sources (Uses) - - - - (128,099) (128,099) Transfers in 1,965,485 - - - 1,244,515 3,210,000
Transfers out - (3,050,000) - - (160,000) (3,210,000)
Net change in fund balances 3, 957,104 856,722 (31,794) 49,471 431,867 5,263,370 Beginning of year 8,758,147 678,802 571,657 1,421,249 1,210,243 12,640,098 End of year $ 1,635,906 12,614,869 $ 539,863 $ 1,470,720 $ 1,642,110 $ 17,903,468 $ Major Funds
Table 3 - Summary of Changes in Fund Balance - Governmental Funds
Attachment 2
City of Carmel-by-the-Sea Management’s Discussion and Analysis The following charts provide an annual comparison of the fund balance components included in the general fund and the other governmental funds.
The assigned fund balance in other governmental funds was from the Capital Projects Fund which had $539,863 in fund balance assigned for capital projects.
Attachment 2
City of Carmel-by-the-Sea Management’s Discussion and Analysis FINANCIAL ANALYSIS OF CITY’S INTERNAL SERVICE FUNDS
The following is a summary of the changes in fund balance of the City’s internal service funds:
CAPITAL ASSETS
The City of Carmel-by-the-Sea’s investment in capital assets includes land, buildings, systems, improvements, machinery, equipment, facilities, roads, and other similar assets and infrastructure. The following table summarizes the City’s capital assets at the end of the year:
The City reported depreciation expense of $2.16 million for fiscal year 2020-21 as compared to $1.86 million for fiscal year 2019-20.
See Note 5 in the notes to financial statements section for additional information.
Vehicle
Workers OPEB & Equipment
Compensation Reserve Replacement
Fund Fund Fund Total
Total Revenues - $ - $ - $ - $
Total Expenditures 21,965 - 281,403 303,368
Revenues Over (Under) Expenditures (21,965) - (281,403) (303,368) Nonoperating Revenue (Expense) 1,621 5,900 - 7,521
Transfers in - - - -
Transfers out - - - -
Net change in fund balances (20, 5,900 344) (281,403) (295,847) Beginning of year - 1,839,429 1,063,997 2,903,426
End of year $ 1,845,329 (20,344) $ 782,594 $ 2,607,579 $ Table 4 - Summary of Changes in Net Position - Internal Service Funds Increase
2021 2020 (Decrease)
Land 5,101,641 $ 5,101,641 $ - $
Construction in Progress 50,529 260,965 (210,436)
Buildings and improvements 15,089,245 15,520,829 (431,584) Infrastructure 18,949,776 19,973,392 (1,023,616)
Vehicles 162,735 172,899 (10,164)
Technology/Hardware and Software 120,343 244,735 (124,392) Machinery and equipment 298,793 392,100 (93,307)
Total Capital Assets, Net 39,773,062 $ 41,666,561 $ (1,893,499) $ Table 5 - Capital Assets at Year End - Net
Governmental Activities