Carmel-by-the-Sea City Council
June 6, 2022

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

CITY COUNCIL SPECIAL MEETING
Monday, June 6, 2022
4:30 PM

THIS MEETING IS VIA TELECONFERENCE ONLY
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 community 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/82037519849? pwd=NDVuSzdEbmxnRGwrRE1iaGVIN3BuQT09; Meeting ID: 820 3751 9849; Passcode: 603572; 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.

OPEN SESSION

CALL TO ORDER AND ROLL CALL

PUBLIC APPEARANCES
Members of the Public are invited to speak on any item that does not appear on the Agenda and that is within the subject matter jurisdiction of the City Council. The exception is a Closed Session agenda, where speakers may address the Council on those items before the Closed Session begins. Speakers are usually given three (3) minutes to speak on any item; the time limit is in the discretion of the Chair of the meeting and may be limited when appropriate. Applicants and appellants in land use matters are usually given more time to speak. If an individual wishes to submit written information, he or she may give it to the City Clerk. Speakers and any other members of the public will not approach the dais at any time without prior consent from the Chair of the meeting.

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 April 2022

2. May 2, 2022 Special Meeting Minutes, May 3, 2022 Adjourned Special Meeting Minutes, May 3, 2022 Regular Meeting Minutes, May 17, 2022 Special Meeting Minutes, and May 24, 2022 Special Meeting Minutes

3. April 2022 Check Register Summary

4. Resolution 2022-042 of the City Council of the City Of Carmel-by-the-Sea Proclaiming the Continuing Need To Meet By Teleconference Pursuant To Government Code Section 54953 (e)

5. Resolution 2022-043 calling for the holding of a Municipal Election to be held on Tuesday, November 8, 2022, requesting the County Elections Department to conduct the Election, requesting consolidation of the election, and providing for a procedure for determining a tie vote for the November 8, 2022 City of Carmel-by-the-Sea Municipal Election

6. Resolution 2022-044 authorizing the City Administrator to extend the contract for animal services with the Monterey County Health Department’s Animal Services Division ending June 30, 2024

7. Resolution 2022-045 authorizing the City Administrator to execute a new Professional Services Agreement with PureServe Building Services, Inc. for a term of three fiscal years, expiring on June 30, 2025, and a not-to-exceed fee of $263,696 for Fiscal Year 2022/23

8. Resolution 2022-046 ratifying the City Administrator's execution of Funding and Reimbursement Agreements with the Transportation Agency for Monterey County for the 2022 Pavement Management Program Update

9. Resolution 2022-051 authorizing the purchase of a lighting box truss system for the stage at Forest Theater

10. Letter authorizing the County of Monterey to execute all documents necessary to continue to implement the annual Used Oil Payment Program on behalf of the City during FY 2022/23

11. Resolution 2022-049 authorizing the City Administrator to Execute Amendment No. 2 to a Professional Services Agreement with Joseph Systems Inc. for a not-to-exceed amount of $38,840.70 and extending the term through February 28, 2023, for computer consulting services

12. Resolution 2022-052 authorizing the City Administrator to establish a newly created job description and salary range for Accountant

CLOSED SESSION
A. CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION Initiation of litigation pursuant to Government Code Section 54956.9(d)(4) (One potential case)
B. CONFERENCE WITH LABOR NEGOTIATORS PURSUANT TO
GOVERNMENT CODE SECTION 54957.6
Agency designated representatives: City Administrator Chip Rerig, Katy Suttorp (Burke, Williams & Sorensen), Brian Uhler, Interim Public Safety Director, Brandon Swanson, Community Planning Building Director
Employee organization: General Employees Unit, an Affiliated Unit of LiUNA; Management Employees Unit, an Affiliated Unit of LiUNA; Police Officers Association (POA); Carmel Fire Ambulance Association

ADJOURNMENT
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
June 6, 2022

CONSENT AGENDA
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Yashin Abbas, Interim City Clerk
APPROVED BY: Chip Rerig, City Administrator
SUBJECT: Monthly Reports for April 2022
RECOMMENDATION:

Review and receive monthly reports.

BACKGROUND/SUMMARY:

This is a monthly series of reports:
1) City Administrator Contract Log
2) Community Planning and Building Department Reports
3) Police, Fire, and Ambulance Reports
4) Public Records Act Requests
5) Public Works Department Reports
FISCAL IMPACT:

N/A
PRIOR CITY COUNCIL ACTION:

Monthly review and approval.

ATTACHMENTS:

Attachment #1 - City Administrator Contract Log April 2022 Attachment #2 - CPB Monthly Report April 2022
Attachment #3 - Police, Fire, and Ambulance Reports
Attachment #4 - Public Records Act Request Log April 2022 Attachment #5 - Public Works Report for April 2022
City Administrator Contract Log
FY 2021-2022
Date entered Into Contractor Contract Amount Purpose
4/1/2022 IWORQ $4,900.00 Software program-Comm Planning and Building 3/22/2022 4Leaf Inc $24,999.00 Traffic Management services-Public Works 3/22/2022 4Leaf Inc $24,999.00 Project Management-Public Works

CITY OF CARMEL-BY-THE-SEA
Monthly Report

Community Planning and Building Department
APRIL 2022 – DEPARTMENT ACTIVITY REPORT
I. PLANNING APPLICATIONS:

In April 2022, 39 planning permit applications were received.

II. BUILDING PERMIT APPLICATIONS:

In April 2022, 39 Building Permit applications were received.

III. CODE COMPLIANCE CASES:

In April 2022, 12 new code compliance cases were created.

IV. ENCROACHMENT APPLICATIONS:

In April 2022, 26 encroachment permit applications were received.

V. YEAR-TO-DATE TRENDS
Table 1 includes the April 2022 totals, for planning and building permit applications, encroachments and code compliance cases with a comparison to April 2021 totals. As shown in the table, in 2022 there was a

2.82% increase in planning permit applications, a 10.70% decrease in building permit applications, a 213.04% increase in code compliance cases, and a 19.23% decrease in encroachment permit applications compared to the same time period in 2021.

Table 1. Permit Application Totals Planning Building Code Compliance Encroachments 2021 Totals 142 187 23 104
2022 Totals 146 167 72 84
% Difference +2.82% -10.70% +213.04% -19.23%
TO: Honorable Mayor and City Council Members

SUBMITTED BY: Leah Young, Administrative Coordinator
SUBMITTED ON: June 7, 2022
APPROVED BY: Brandon Swanson, Community Planning & Building Director Attachment 2
Page: 1 of 7
Planning Permit Report
04/01/2022 - 04/30/2022
Permit # Permit Type Project Description Address/Location Date Received
Date
Approved
Status
22146 Business License Retailer of Boutique Acoustic and Electrical Instruments and related musical equipment
2nd Avenue 2
SW of Santa Rita
4/28/2022 In Review
22145 Sign Install one (1) sandblasted wood sign. Mission between 5th & 6th
4/28/2022 In Review
22144 Design Study Revision to Design Study DS 19-364 and DS 20-113 See attached Scope of Work.

Camino Real 5
SW of 13th
4/28/2022 In Review
22143 Design Study Construction of new 3 BR SFR plus attached 1 BR ADU Mission 3 N of 10th
4/28/2022 In Review
22142 Design Study Fence replacement 25975 MISSION

ST CARMEL, CA
93923
4/26/2022 In Review
22141 Lot Merger Demolition of existing single family residence. Construction of new, 2,675 s.f., 2 story single family residence with a 493 s.f. basement and ADU on lower level. The main residence
consists of 1 bedroom, 3 full baths, 1 half bath, and 1 car garage with car elevator. The ADU consists of 2 bedrooms and 2 full baths.

San Antonio 2
NW of 11th
4/26/2022 In Review
22140 Design Study Demolition of existing single family residence. Construction of new, 2,675 s.f., 2 story single family residence with a 493 s.f. basement and ADU on lower level. The main residence
consists of 1 bedroom, 3 full baths, 1 half bath, and 1 car garage with car elevator. The ADU consists of 2 bedrooms and 2 full baths.

San Antonio 2
NW of 11th
4/26/2022 In Review
Page: 2 of 7
22139 Design Study Track 1 Design Study for revision to Lot 3 exterior stair to roof deck. 1. Stair shifted to rear (west side) of garage, entirely concealed from street view and neighbor. 2. Reduction of 1 0 SF of site coverage oaf deck at west side of garage. 3. No increase in the approved building height. 4. No grading changes nor tree removal required for this revision.:

Casanova 7 NW
of Ocean
4/27/2022 In Review
22138 Design Study Track 1 Design Study for revisions to the garage and rear deck:
1 . Raise garage to avoid significant tree root per Sara Davis' recommendation at site visit. Add 21 SF to the raised
walkway for the garage man door. Add 49 SF toi the rear deck; 4. Reduce walkkway landing 15 SF for site coverage compliance
Casanova 7 NW
of Ocean
4/27/2022 In Review
22137 Design Review Exterior paint Ocean Avenue 2
northeast of
Dolores Street
4/22/2022 In Review
22136 Business License Business license for a specialty food store, 718 sq. ft. Ocean Avenue 2 northeast of
Dolores Street
4/22/2022 In Review
22135 Design Study This is a Modification Request for the permit BP#19-399 1) roofing material / change from standing seem metal roof to comp. shingle three-ply charcoal black 2) lower flat roof material / change from metal standing seam to ceramic tile (reduce light reflecting) 3) change 288 sf permeable main terrace to p.t.d.f. & redwood decking same square footage 4) add a cantilevered 5' x 2'-6" elevator mechanical room on the exterior of the south side of elevator shaft 4b) remove adjacent sliding glass door and replace with (2) fixed panel 14" x 96" windows, match existing
Santa Rita 2 SW
of 5th Ave.
4/22/2022 In Review
22134 Design Study Replace (E) single pane, wood windows with Sierra Pacific Aluminum Clad exterior, wood interior double pane windows.

No alterations to size.

Dolores 2 NW of
3rd
4/22/2022 In Review
Page: 3 of 7
22133 Design Study Approval of Design Study DS 22-133 (Cass) authorizes an 80 square foot shed (8’ x 10’) on an existing stone patio in the rear yard of a single-family residence located on Ocean Avenue 3 NE of Guadalupe Street in the Single-Family
Residential (R-1) District as depicted in the plans prepared by John Mandurrago Design Studios stamped approved and on
file in the Community Planning & Building Department unless modified by the conditions of approval.

Ocean Ave. 3 NE
of Guadalupe
4/19/2022 4/19/2022 Approved
22132 Sign Directory sign (20" x 4") and decal on glass office door; simple wood w/ white lettering of business name. Decal says
business name, my name and phone # and upstairs suite #. 6th 2 NW of
Dolores, Suite 11
4/15/2022 In Review
22131 Business License New business / Location change 6th 2 NW of Dolores
4/15/2022 In Review
22130 Design Study Requesting a simple change to the approved front retaining walls. No shape or height change involved Would like to change from current CMU block with wood pickets applied, to a realistic 6" wide board formed concrete look in an earth tone color. This change will enhance the beauty of the front landscaping. will be maintenance free. and requires only one material be used versus the approved wood picket walls that will require a cap of some sort to cover the raw tops of the CMU block walls and wood pickets. Since the walls are are curved and sloped, a wood cap is not feasible and another building material would have to be used such as a poured concrete cap, a painted stucco cap or a cut up segmented stone cap. None of these cap options are as aesthetically pleasing or more reasonably appropriate than board formed concrete, especially for Scenlc Road. Once the landscaping is established. most of the walls will be behind plants or have plants cascading down the face of the walls to enhance the beauty even more.

Scenic Road 2
SW of 8th
4/22/2022 In Review
22129 Sign Installation of 12" x 24" wooden sign Lincoln 4 NE of 7th, Morgan
Court #7
4/18/2022 In Review
Page: 4 of 7
22128 Design Study Proposed installation of 530 sq. ft. of synthetic turf in back yard, Monterey Riviera.

Lincoln 2 NW of
9th
4/13/2022 Corrections
Required
22127 Historic
Evaluation
Addition of second bedroom, bedroom, den, and garage Carpenter 3 NE of 6th
4/18/2022 In Review
22126 Historic
Evaluation
Driveway replacement with concrete pavers and replacement o1 (E) railing with wrought iron railing, stone cladding of (E) stairs and walkway
Junipero 3 SE of
2nd Avenue
4/18/2022 In Review
22125 Historic
Evaluation
Remove existing windows and install new same style Milguard Dual-Pane Low-E
Junipero 2 SW of
11th Ave.
4/13/2022 In Review
22124 Design Study REVISION TO PERMIT BP 21-431 TO INCREASE SIZE OF POOL EQUIPMENT SHED ATTACHED TO 500 SF GUESTHOUSE FROM
17 SF TO 38 SF. NO CHANGE TO APPROVED LOT MERGER OF
TWO 4,000 SF LOTS INTO ONE 8,000 SF LOT, REPLACEMENT
OF ONE EXISTING TWO-STORY 1,802 SF SINGLE FAMILY
RESIDENCE WITH A NEW ONE-STORY 500 SF GUESTHOUSE
AND A SEPARATE IN-GROUND SWIMMING POOL.

SCENIC ROAD 3
AND 4 SE OF 9TH
AVENUE
4/15/2022 In Review
22123 Historic
Evaluation
Application to request a historic determination of an existing one story single family home.

Guadalupe 2 NW
of 4th Avenue
4/13/2022 In Review
22122 Design Study New 4' tall fence along front of property at property line with oversized gate - 40' wide in grapestake design.

Guadalupe 2 NE
of 3rd
4/13/2022 In Review
22121 Historic
Evaluation
Qualified professional historic review Vizcaino 12 SW
of Mountain
View
4/12/2022 In Review
Page: 5 of 7
22120 Design Study REMODEL OF AN (E) ONE STORY SINGLE FAMILY HOUSE.

REPLACE (E) ALUM. WINDOWS & DOORS WITH NEW ALUM.

CLAD WINDOWS & DOORS. REPLACE (E) WOOD FRONT DOOR
& GARAGE DOOR WITH NEW PAINTED WOOD DOORS.

REPAINT (E) EXT. WOOD SIDING. INSTALL (2) NEW BAY
WINDOWS ALONG BACK OF HOUSE. RESURFACE (E) BRICK

PATIO IN BACK OF HOUSE WITH NEW STONE PATIO, REPLACE
(E) BRICK WALKWAY IN FRONT OF HOUSE WITH NEW STONE
WALKWAY. REPLACE (E) COMPOSITE SHAKE ROOF WITH NEW
METAL STANDING SEAM ROOF. INSTALL NEW GRAPE STAKE
FENCING ALONG FRONT PROPERTY LINE. INSTALL NEW
OUTDOOR SHOWER/DOG WASH.

Lincoln Street 2
N.W. of 13h
Avenue
4/12/2022 In Review
22119 Preliminary Site
Assessment
Complete Remodel or Demolish and Build New Home Carmelo Street, 2 SW of 11th
Ave.
4/12/2022 In Review
22118 Business License New business Lincoln 4 NE of
7th
4/4/2022 In Review
22117 Planning Permit
Revision
adding an accessory structure less than 120 SF 4 SE of 12th Avenue Carmel
By The Sea
Closed
22116 Design Study Tear off (e) wood shingle roof down to its original sheathing.

Install a new matte slate gray 24 GA 16" wide Snap Lock metal roof system over a leayer of high temp self-adhered
underlayment.

NW Corner of
Torres & 2nd
4/8/2022 In Review
22115 Design Study Planting four plants in the public right of way for beautification.

Santa Rita 2 SW
of Ocean
4/7/2022 4/7/2022 Approved
22114 Historic
Evaluation
Replace existing front three windows with a stacking front window.

Junipero 2 SE
Eighth
4/8/2022 In Review
Page: 6 of 7
22113 Design Study 72 Sq. Ft. Addition to Non-Historic Section of Residence that is on the Historic Inventory: Consisting of a New Powder Room and Shower Room in Existing Garage; Proposed California Framed Roof Connection Between Existing Garage and Main Residence; Class ‘A’ Asphalt Shingles to Match Existing; Proposed Wood Vertical Board and Batten Siding, Proposed Wood Framed Windows with True Divided Lites (to match
Non-Historic Section of House); Replace Garage door with (3) panel Folding Door; and (2) Proposed 21”x27” Operable
Skylights with Night Shades and non-glare glass in Existing Master Closet.
2981 Franciscan
Way
4/8/2022 In Review
22112 Design Study Approval of Design Study application DS 22-112 (OSBT Investments) authorizes modifications to Design Study
approval DS 20-305 (OSBT Investments) including, a) replacing wall mounted light fixtures with recessed light fixtures; b) window modifications on the north, south, and west
elevations, and the addition of a new window on the north elevation; c) elimination of a parapet on the south elevation; and, d) modifications to the west facing balcony railing, for a residence currently under construction at the southeast corner of Lincoln Street and 3rd Avenue in the Single-Family Residential (R-1) District as depicted in the plans prepared by Lehman Design Studio stamped approved and on file in the Community Planning & Building Department, unless modified by the conditions of approval .

SE Corner Lincoln
& 3rd
4/11/2022 5/2/2022 Approved
22111 Business License New location for business, proposed to be Hampton Court, Unit #1 at 7th @ San Carlos
7th & San Carlos 4/5/2022 4/27/2022 Approved
22110 Business License Change of ownership for The Getaway NE Corner Ocean & Junipero
4/5/2022 In Review
Page: 7 of 7
22109 Business License 1. This business license authorizes use of a 24-room, 11,315 square foot, two-story hotel offering the following goods and services:
a. Primary Use: The Primary Use shall be classified as a Hotel – Bed and Breakfast Inn (NAICS 721191): Engaged in
providing short-term lodging with highly personalized service and including full breakfast service to overnight guests. b. Ancillary Use: One Ancillary Use is authorized with this approval, classified as a food service engaged in providing incidental snacks and refreshments throughout the day.
i. All food services shall be provided for hotel guests only, and shall not be offered to the general public.

Junipero 2 NW of
8th
4/5/2022 5/2/2022 Approved
22108 Business License New business 2 SW of 5th on
Mission
4/1/2022 Corrections
Required
Total Records: 39 5/3/2022
Page: 1 of 6
Building Permit Report
04/01/2022 - 04/30/2022
Permit # Date
Submitted
Date
Approved
Project Description Valuation Permit Type Property Location 220167 4/29/2022 Two-story addition to existing historic cabin. 225,000 Building Santa Rita 3 NE of 3rd 220166 4/29/2022 4/29/2022 Interior repairs to existing doors to adjust hardware and sand. Paint interior doors, walls, and
ceilings. Exterior repairs to gate hardware, cleaning
and sealing side walks, patios, and balconies.

Replace topboards of balcony. Paint exterior doors
in-kind. Contact: Dream Home Construction (831)
241-4153
0 Exempt Work Dolores 6 SW of 13th
220165 4/29/2022 Remove existing roof and replace with new Presidential TL Comp Shingle.
3,500 Roofing 25995 Ridgewood Rd
220164 4/29/2022 Interior renovation: 2 bathrooms, interior + exterior paint, wall insulation, new floors, kitchen
renovation, new electrical panel and addition of 30
can lights.
100,000 Building Junipero 5 NE of 2nd
220163 4/28/2022 Ground floor addition in crawlspace for new bathroom, renovate three bathrooms, and new
master bathroom window.
85,000 Building Junipero 6 NE of 10th
220162 4/28/2022 5/2/2022 Tear off (e) shake roof and install (n) CertainTeed Presidential TL shingles over 15 lb felt. Contact:

Williams Roofing Co (831) 758-2749
25,000 Roofing NW Corner of Santa Fe &
3rd
220161 4/28/2022 Minor Interior Demolition for Temporary Tenant / New Flooring / Paint
43,388 Building Ocean Ave. & Mission St.

Suites 212 and 306
220160 4/28/2022 Bathroom remodel including shower over tub to be replaced with stand tile shower
8,000 Building Junipero 3 NW of 10th
220159 4/28/2022 179 sf ENTRY PORCH, 184 SF SECOND FLOOR

ADDITION, INTERIOR REMODEL
650,000 Building N. Camino Real 2 NE of
4th
Page: 2 of 6
220158 4/27/2022 4/28/2022 Remove existing cor ten metal roof, and install new aluminum metal roof in color "Fresh Rust".

Contact: Legacy Roofing & Waterproofing (831)
753-7663
93,231 Roofing Lincoln 2 SE of 3rd
220157 4/27/2022 Remove (e) wood shakes and replace with new Presidential TL fiberglass shingles in color Charcoal
Black, 2000 sf. Contact: Premo Roofing (831) 443-
3605
28,950 Roofing NW Corner of Carmelo &
11th
220156 4/25/2022 Replacement of 40 gallon natural gas water heater.

Contact: All Service Plumbing (831) 901-4062
1,775 Plumbing Torres 4 SE of 1st
220155 4/25/2022 Remove (e) 1400 sf tar and gravel roof and install new 1/2" plywood, ice and water shield, and new
metal roof.
29,000 Building SE Corner of Monterey &
2nd
220154 4/25/2022 Replace/install kitchen cabinets, replace kitchen tile floor with wood floor, relocate gas pipe to
oven, relocated water line for icemaker, update
electrical and plumbing as required, install new
appliances. Contact: Ranch Hands Construction
(805) 450-8039
45,000 Building 1st 2 SE of Lobos
220153 4/22/2022 4/22/2022 Remove water heater. Replace with new Bradford White 40 gallon. Contact: A & R Plumbing (831)
394-7221
2,500 Plumbing 3rd 2 NW of Santa Fe
220152 4/22/2022 4/22/2022 Touch-up of interior paint, steam clean floors, remove metal display case from ceiling, and install
new shelving for new business occupancy. Contact:

Vestiti Hospitality (831) 884-5436
0 Exempt Work Ocean 2 NE of Dolores
220151 4/22/2022 Remove 10,000 sf of existing roof shingles and install new CertainTeed Landmark 30 year shingles
in color Black. Contact: Coast Custom Roofing (831)
578-9436
100,000 Building NE Corner of Monte
Verde & Ocean
220150 4/21/2022 4/26/2022 Replace approx 50' of rusting cast iron pipe.

Replace with new 3" cast iron pipe and fittings.

Contact: A&R (831) 394-7221
5,800 Plumbing NW Corner of Dolores &
5th
Page: 3 of 6
220149 4/20/2022 4/27/2022 Repair damaged gypsum board walls and wood studs in existing staff restroom as necessary due to
water leak in the ceiling. No exterior work. Contact:

Jerry Stepanek Construction (831) 915-2730
2,500 Building Junipero 2 NW of 6th
220148 4/20/2022 Repair of the east elevation (rear) of the residence (future bedrooms #1 and #2); modifications to
existing window openings on the east elevation in
bedrooms #1 and #2; removal of an existing
bathroom window on the south elevation;
relocation of an existing door from the north
elevation to the east elevation; removal of two
existing kitchen windows on the north elevation;
replacing existing French doors on the north
elevation in bedroom #1 with windows;
modification of an existing window opening on the
west elevation in the living room for new French
doors and two side windows; replacement of all
windows and doors with new wood windows and
doors; and, the addition of a 189 square foot
spaced wood deck on the front (west) elevation.
75,000 Building Santa Fe 2 NE of 6th
220147 4/20/2022 Demolish existing wood shake shingle siding and replace with new stucco lower level exterior finish.

Construct new cementitious board and batten
upper level exterior finish. Remove and replace
windows. Additional exterior alterations relating to
wall openings. Construct (2) new upper french
doors with juliette balconies. Construct new
covered entry roof at existing covered entry roof.

Construct new trellis at new west eleveation lower
french door opening.
83,000 Building Dolores 3 NE of 13th
220146 4/20/2022 4/22/2022 Remove comp shingles roof and replace with new Landmark TL Composition Shingle roofing in color
Black. Contact: D Cooper Roofing (831) 455-9168
13,400 Roofing NW Corner of Dolores &
2nd
Page: 4 of 6
220145 4/19/2022 4/19/2022 Remove & replace water heater. Install new Bradford White RE120U6 electric heater. Contact:

A & R Plumbing (831) 394-7221
2,000 Plumbing Carmel Plaza Suite 109
220144 4/19/2022 4/25/2022 Remodel of two bathrooms. Contact: Wynn Construction Services (831) 801-0022
60,000 Building NE Corner of Carpenter
& 6th
220143 4/15/2022 Removal of interior drywall, cabinets and flooring to prepare for remodel work. Contact: Prestige
Construction (559) 351-8318
20,000 Demolition N Casanova 2 SW of 2nd
220142 4/15/2022 4/22/2022 Roof mounted inverter installation that includes (16) ENPHASE IQ7PD-84-2-US inverters. The
installation also includes an energy storage system
that consists of (1) ENPHASE ENCHARGE 10T and
(1) ENPHSE ENPOWER. Installation of a
combiner/communication box. Contact: Santa Cruz
Westside Electric Inc (831) 469-8888
23,820 Electrical SE Corner of Dolores &
2nd
220141 4/14/2022 4/15/2022 Remove (e) tar and gravel roof. Install (n) tar and gravel roof in-kind. Contact: Noble Pride Roofing
(831) 751-3131
17,000 Roofing Guadalupe 4 SE of 4th
220140 4/13/2022 Remove existing single-pane bronze aluminum windows and patio doors. Install new double pane
windows and patio doors. Contact: Alan Unger
(831) 406-0387
0 Exempt Work Junipero 2 SW of 11th
220139 4/13/2022 4/13/2022 Removal of drywall, cabinetry, and flooring inside units 9 & 10 in response to water damage. Contact:

Disaster Kleenup Specialists (831) 899-3938
7,000 Building NE Corner of San Carlos
& 8th
220138 4/12/2022 4/22/2022 Paint house, main color to be Behr Charcoal (gray), garage and wood porch post, and roof line facia to
be Behr Russet stain (mahogany) and Behr Frost
frost for the white trim. Mortar wash the chimney
with a white mix.
0 Exempt Work 6023 San Carlos Street
220137 4/11/2022 4/13/2022 Partial re-roof by removing 800 sf of composition roof down to its original roof sheathing. Install with
new CertainTeed Landmark Premium composition
16,280 Roofing NW Corner of San Carlos
& 6th
Page: 5 of 6
shingles in Moire Black to match existing roof over
one layer of Diamond deck underlayment. Contact:

Scudder Roofing (831) 384-1500
220136 4/11/2022 Erect 8'x10' shed over (e) concrete/stone patio at rear of property.
0 Exempt Work Ocean 3 NE of
Guadalupe
220135 4/11/2022 4/14/2022 1 New TESLA Powerwall 5kw/ New TESLA Gateway/ New 200A Sub Panel. Contact: Scudder Roofing
(831) 384-1500
14,575 Electrical SE Corner Crespi &
Mountain View
220134 4/6/2022 4/6/2022 Replace hardwood floors with new hardwood flooring, replacing kitchen countertops, new paint
in interior of house. Replace kitchen and bathroom
floors with new tile. Contact: Chris Tescher
Construction (831) 623-6994
0 Exempt Work Carmelo 2 SW of Ocean
220133 4/6/2022 4/6/2022 Replace top deck boards of existing deck with 2x6 redwood boards. Add slates to existing deck hand
rail to reduce opening size. Contact: Paradigm
Builders (831) 774-1921
0 Exempt Work Lincoln 5 NE of 3rd
220132 4/5/2022 Interior bathroom renovations, kitchen island renovation, building (e) back patio retaining wall
and landscape steps. Contact: Doble & Sons
Custom Homes, Inc (925) 922-3970
80,000 Building 2nd 2 NW of Lincoln
220131 4/5/2022 4/5/2022 Replace 4 (e) windows and 2 (e) exterior doors with new Sierra Pacific solid wood doors and windows,
painted to match existing. Windows and doors to
be replaced in same location and size. Contact:

Jerry Stepanek (831) 915-2730
0 Exempt Work Crespi 2 NW of Flanders
220130 4/5/2022 Partial remodel of two bathrooms. Upgrade service panel to 200 amp. Contact: Matt Hale Construction
(805) 441-7689
18,500 Building 3rd 2 NW of Lobos
220129 4/5/2022 4/6/2022 New Roof Mount PV 4.32 kW, (12) mods. Contact:

Scudder Roofing (916) 765-2113
19,800 Electrical NE Corner Torres &
Mountain View
Page: 6 of 6
Total Records: 39 5/3/2022
Page: 1 of 1
Code Compliance Report
04/01/2022 - 04/30/2022
Case # Case Type: Status Location Problem Description Date Received Date Closed 22072 Building Violation Open SE Corner of San Antonio
& 4th
Kitchen Remodel-No permit 4/21/2022
22071 Building Violation Open SE Corner of San Antonio
& 4th
Construction w/out permit 4/21/2022
22070 Short-term Rental Potential STR
identified
Junipero 2 SE of 11th Transient Rental 4/12/2022
22069 Sign Violation Open Ocean NE of Lincoln Exterior signage 4/14/2022 22068 Short-term Rental 1st NOV sent NW Corner of N Carmelo and 2nd
Transient Rental 4/6/2022
22067 Short-term Rental 1st NOV sent N San Antonio 2 SW of 2nd
Transient Rental 4/5/2022
22066 Right of way Violation Open Camino Real NW of
Ocean
Speed bumps in street 4/8/2022
22065 Right of way Violation Closed Monte Verde NE of 6th Portable Toilet in ROW 4/4/2022 4/4/2022 22061 Building Violation Open Junipero NW of 6th Unpermitted construction 4/14/2022 22060 Storm Water Violation Closed Lincoln NE of 6th Discharge into street 4/14/2022 4/14/2022 22059 Planning Violation Open Mission 2 NW Vista Fence construction 4/7/2022 22058 Business License Violation Closed Ocean NE of Lincoln Unpermitted use 4/4/2022 4/4/2022 Total Records: 12 5/3/2022
Page: 1 of 3
Encroachment Permit Report
04/01/2022 - 04/30/2022
Permit # Permit Type Date
Submitted
Project Description Property Location Date Issued Status 220086 Temp Ench 4/28/2022 PG&E to trench and backfill all, PG&E to abandon existing gas service. PM# 35339434. Contact: PG&E (408) 478-1894 Scenic 3 SE of 9th 4/28/2022 Issued
220085 Temp Ench 4/28/2022 11'x15' asphalt patch for CalAm Job #0584. Contact: Coastal Paving & Excavating (831) 262-1425
NE Corner of Fraser &
Casanova
4/28/2022 Issued
220084 Driveway 4/27/2022 Add pavers to (e) drivway at the corners and add asphalt apron to connect to the street, not exceeding 26'11".

Contact: Jim Young (831) 601-6537
5th 2 NE of Santa Rita 4/27/2022 Issued
220083 Driveway 4/26/2022 Construction of new driveway. New asphalt apron along with new concrete driveway to match existing. Contact:

Saroyan Master Builder (831) 393-1800
Lincoln 4 SW of 9th In Review
220082 POD 4/26/2022 Installation of moving pod from 5/2/22 - 5/4/22 in front of residence. Contact: Thomas Boland (310) 569-2129
NEC Santa Rita & 2nd 4/27/2022 Issued
220081 Temp Ench 4/25/2022 Replace sewer lateral to City main connection. Contact: A Ramirez Plumbing (831) 809-4707
Guadalupe 2 NE of
3rd
4/27/2022 Issued
220080 Temp Ench 4/25/2022 Crane lift for new construction. Contact: Arc Metal Fabrication (877) 345-9353
7 NW of Ocean on
Casanova, Carmel
93921
4/25/2022 Issued
220079 Temp Ench 4/20/2022 PG&E to replace pole and install overhead transformer. PM# 35320063. Contact: PG&E (408) 478-1894
Santa Rita 2 SW of 5th 4/20/2022 Issued
220078 Temp Ench 4/20/2022 Replace sewer lateral using pipe bursting. Contact: Rooter King (831) 394-5315
Santa Fe 3 SW of 2nd 4/25/2022 Issued
220077 Temp Ench 4/20/2022 Removal and replacement of a PG&E pole. PM# 35334740.

Contact: PG&E (831) 713-6019
NE Corner of Junipero
& 10th
4/20/2022 Issued
220076 Temp Ench 4/18/2022 Installation of a new sewer lateral into sewer main at edge of street
Scenic 2 SE of 8th In Review
Page: 2 of 3
220075 Temp Ench 4/18/2022 Service renewal with 3'x24' asphalt restoration to follow.

Contact: Coastal Paving & Excavating (831) 262-1425
Scenic 6 SE of Ocean 4/19/2022 Issued
220074 Temp Ench 4/18/2022 Place approx 28' of cable in existing conduit and place approx 1329' of cable along existing poles. Contact: Quanta Telecom (470) 626-3989
San Carlos from 7th to
10th, 11th at Mission
and Camino Real
In Review
220073 Temp Ench 4/15/2022 Replace sewer lateral using pipe bursting. CONDITIONS OF APPROVAL: Flaggers will be required in addition to SLOW signs. Contact: Rooter King (831) 394-5315
Camino Del Monte 2
NE of 1st
4/18/2022 Issued
220072 Temp Ench 4/15/2022 15'x8' concrete sidewalk and 34'x6' concrete street and curb restoration. CONDITIONS OF APPROVAL:

The street must be done in two separate pours so one lane remains open at all times. Flaggers needed. As indicated on their TCP.

They will need to dowel in #5 rebar into the existing
concrete street 18" apart. No rebar is needed in the
sidewalk.

The concrete will need to be colored with "Sequoia Sand" concrete dye.

Contact: Coastal Paving and Excavating (831) 262-1425
San Carlos NE of 8th 4/18/2022 Issued
220071 Temp Ench 4/14/2022 Trench across street and row to install new underground electrical service. Contact: Carmel Building & Design (831) 626-8606
N Camino Real 3 SW
of 2nd
4/19/2022 Issued
220070 Driveway 4/13/2022 Remove asphalt driveway and replace with dry-set pavers.

Last 3' to be asphalt per city standard.

Guadalupe 2 NE of
3rd
In Review
220069 Perm Ench 4/12/2022 Removal of shed in the right-of-way. Rebuild stone step walkway
Camino Del Monte 4
NW San Carlos
In Review
220068 Driveway 4/11/2022 Remove asphalt and install pavers Monte Verde 3 NE of 6th
In Review
220067 Temp Ench 4/8/2022 Replace sewer lateral, install SRV & BWV. Contact: Easy Drains Plumbing (831) 521-6882
Junipero 5 NE of 2nd 4/14/2022 Issued
Page: 3 of 3
220066 Temp Ench 4/8/2022 Replace sewer lateral, install SRV & BWV. Contact: Easy Drains Plumbing (831) 521-6882
SE Corner of Camino
Real & 7th
4/14/2022 Issued
220065 Temp Ench 4/8/2022 Replace sewer lateral, install SRV & BWV. Contact: Easy Drains Plumbing (831) 521-6882
Mission 2 NE of 10th 4/14/2022 Issued
220064 Temp Ench 4/8/2022 Set up traffic control to access existing AT&T structures (manholes #123 & #13) for splicing existing underground fiber cable - no excavation. AT&T Job# A02BLKD. Contact:

AT&T (408) 635-8914
Intersection of
Junipero & 7th,
Junipero & 3rd
4/11/2022 Issued
220063 Driveway 4/8/2022 Remove asphalt driveway and install with new pavers. Guadalupe 2 NE of 3rd
In Review
220062 Perm Ench VOID - REQUIRES DESIGN STUDY SUBMISSION. Replacement & infill planting as more particularly depicted & described in the attached plans & project description
4 North San Antonio
Avenue
220061 Temp Ench 4/5/2022 Applicant to trench and backfill all. PG&E to install residential underground service. PM# 35298235. Contact:

PG&E (408) 478-1894
Camino Real 3 SW of
2nd
4/5/2022 Issued
Total Records: 26 5/3/2022

CITY OF CARMEL-BY-THE-SEA
Monthly Report
April 2022
Public Safety

AMBULANCE REPORT
Summary of Carmel Fire Ambulance April 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 April 2022 the ambulance was able to meet the performance measure. The response time was 96.15% with (2) code-3 call over 5 minutes.
38 total calls for service in CBTS
26 Code 3 EMS calls for service – Average response time: 3:18 min, (2) EMS calls over 5:00 min 4/14/2022 – Code 3 response 05:16 min – Eleventh Avenue/San Antonio Avenue 4/27/2022 – Code 3 response 05:56 min – Guadalupe Street/Fifth Avenue

MONTEREY FIRE REPORT
Summary of Monterey Fire April 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 April 2022 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.
49 total calls for service in CBTS Average response time: 3:47 min. 36 total Code-2 Fire calls for service with (2) Fire call over 5:00 min 4/2/2022 – Code 3 response 09:07 min – Tenth Avenue/Lincoln Street – Multiple units committed in Carmel.

TO: Honorable Mayor and City Council Members
SUBMITTED BY: Interim Chief Brian Uhler
SUBMITTED ON: May 16, 2022
APPROVED BY: Chip Rerig, City Administrator
Attachment 3
4/12/2022 – Code 3 response 10:34 min – Tenth Avenue/Lincoln Street – Multiple units committed in Carmel.

BEACH FIRES
(0) Illegal beach fires were recorded during the month of April Attachment 3
Request
Number
Date
Requested
10-day due
date
Records Requested Requestor Date
completed
2022-017 4/1/2022 4/11/2022 Ordinance 91-14 Stephanie Locke 4/1/2022 2022-018 4/1/2022 4/11/2022 Proposed Stop Signs at intersection of 7 & Junipero: staff reports and research being considered as part of this evaluation
Richard Fogg 4/1/2022
2022-019 4/1/2022 4/11/2022 1 - A list of all business entities in Carmel that are participating in the Parklet program, and 2 - the seating capacity of each parklet on the list given in item 1 Barbara Buikema on behalf
of Carmel Area Wastewater
District
4/11/2022
2022-020 4/25/2022 5/5/2022 7 bids submitted as part of the RFP for auditing services/cost proposal (fees/hours) around the July 1, 2018 Council meeting
Joseph P. Weber 5/4/2022
2022-021 4/28/2022 5/8/2022 Addresses and map of 93921 residents for mailing Christy Hollenbeck of Stop Cell Towers in Carmel
Neighborhoods
5/5/2022
Request No.

Request Date &
Received By
10-Day
Due Date
Date
Completed by
PSO Requestor Phone Info Requested Status Date & PSO Mailed 2022-0001 4/1 DA 4/11/2022 1-Apr Hunter Duncan 601-607-9244 CA2200110 completed mailed by DA 2022-0002 4/1/22 DA 4/11/2022 1-Apr Sherry Dejenghe 831-277-0108 CA2200130 completed mailed by DA 2022-0003 4/1/22 DA 4/11/2022 1-Apr Metropolitan Reporting CA2200129 completed mailed by DA 2022-0004 04/03/2022 JK 4/13/2022 3-Apr Danna Nelson N/A CC2100682 completed emailed by JK 2022-0005 4/8/22 DA 4/18/2022 8-Apr Kristan Roth CA2200130 completed emailed by DA 2022-0006 4/7/22 DA 4/17/2022 4/9/2022 Metropolitan Reporting 22-4986 No Record Referred to CHP 2022-0006 4/7/22 DA 4/17/2022 4/9 DA Lexis Nexis Accident Report No Record mailed back by DA 2022-0007 4/8/2022 4/18/2022 04092022 DA Andre Silva No record located No Record emailed response by DA 2022-0008 04/11 mw 4/21/2022 04/11 mw Sara Jungroth 650-906-9799 CA2200127 completed picked up - no upload to
carfax
2022-0009 4/13 DA 4/23/2022 4/13 da Metropolitan Reporting CG2200068 under investigation mailed back by DA 2022-0010 4/13/22 DA 4/23/2022 4/13 DA Lexis Nexis CA2200127 completed mailed by DA 2022-0011 4/13/22 DA 4/23/2022 4/13 DA Lexis Nexis CG2200095 under investigation mailed response back to
requestor
2022-0012 04/15/ DA 4/25/2022 04/15 MW Lizette Fiallo 415-377-2618 CG2200143 completed mailed (MW) 2022-0013 04/16/22 mw 4/26/2022 4/17 DA Tennesse bureau inv. 615-744-4000 01-0068 completed mailed by DA 2022-0014 18-Apr 4/28/2022 4/20 DA Marina Rodina CC2200135 completed mailed by DA 2022-0015 04/29 mw 5/9/2022 5/8 DA Solano Gonzalez 831-233-4194 CG2100519 completed mailed by DA

CITY OF CARMEL-BY-THE-SEA
Monthly Report
Public Works Department Report –
April 2022
City Council Special Meeting of April 4, 2022
 Adopted Resolution 2022-027, approving an amendment to the Memorandum of Understanding with the Monterey Regional Waste Management District to allocate our $20,000 CalRecycle SB 1383 Local Assistance Grant for regional program implementation.
 Adopted Resolution 2022-028, amending the Fiscal Year 2021/22 Capital Improvement Plan and ratifying the City Administrator’s emergency purchase of a replacement HVAC control system for Sunset Center for $53,806.
 Adopted Resolution 2022-030 – Approving revised job descriptions for Public Works positions of Public Works Superintendent, Facility Maintenance Supervisor, and Tree Care Specialist.

City Council Meeting of April 5, 2022
 Adopted Resolution 2022-025 approving the conversion from a single stop sign to an all-way stopcontrolled intersction at Junipero Street and Seventh Avenue, and requested additional evaluation by the Traffic Safety Committee.

Forest and Beach Commission Meeting of April 14, 2022
 Approved a tree removal application for an oak tree at Dolores Street, 5 Northwest of Second Avenue, with removal deferred until issuance of the building permit.  Continued a Stop Work Order release at Mission Street 4 Southwest of Tenth Avenue, for a second time, until the applicant’s arborist, who assessed the tree, provides an arborist report for consideration.  Discussed the survey strategy for data collection regarding the Scenic Pathway benches issue to support the Forest and Beach Commission’s ultimate recommendations to the Planning Commission.  Received the Public Works Director’s Report for the months of February and March 2022.

Climate Committee Meeting of April 21, 2022
 Accepted the final Carmel-by-the-Sea Climate Adaptation Plan.  Reviewed the first draft of the Carmel-by-the-Sea Climate Action Plan.  Updated outreach efforts and discussed next steps.

Public Works Administration
 Facilitated a Carmel High School student to attend a mock City Council Meeting as part of Student Government Day.
 New Maintenance Worker/Forestry Mike Wood started on April 18, 2022.  The new Environmental Programs Administrative Technician starts on May 23, 2022.  Short-listed applicants on the Administrative Analyst eligibility list, and interviewed one candidate so far.  Identified and wrote descriptions for 25 proposed projects for the FY 2022/23 CIP.

TO: Honorable Mayor and City Council Members
SUBMITTED BY: Robert M. Harary, P.E., Director of Public Works SUBMITTED ON: May 3, 2022
APPROVED BY: Chip Rerig, City Administrator
Attachment 5
Public Works Department Report – April 2022
 Prepared the staff report and Powerpoint presentation for the 12 FY 2021/22 carry-over projects and 25 new CIP projects for FY 2022/23. Closely coordinated the CIP with the Finance Department.  Coordinated with 4Leaf to prepare scope of work details and refined cost estimates for various projects proposed in the CIP.
 Posted advertisements and sent courtesy notifications to request Statements of Qualifications for 14 professional service areas, known as “Mass SOQs,” to support the execution of the CIP for the next three fiscal years. Interested consultants started to ask questions.  Met with the State Architect’s office to review the City’s ADA Upgrades program and to learn about State funding for educational and outreach services for disability programs.

Carmel Cares
 With support from Public Works, submitted an application for the prestigious League of Cities Helen Putnum Award for the category of “Enhancing Public Trust, Ethics, and Community Involvement.”  Continued to improve the Scenic Pathway and maintain Vista Lobos Park, Sunset Center grounds, and numerous landscaped medians.
 Spruced up the Forest Theater grounds prior to the season’s Pacific Repertory Theatre productions.  Hired a masonry contractor to raise stone walls, with matching stones, along a few beach access stairs.

Environmental Programs
 Finished writing the Climate Action Plan in-house, based on the final greenhouse gas emissions inventory, forecast, reduction targets, and strategies report.  California State University Monterey Bay students cleaned up the beach on April 15th.  Volleyball volunteers removed weeds and planted native plants in the North Dunes Habitat Restoration Area.
 Coordinated the initial survey and pro bono design of the proposed Lailo Pedestrian Bridge, to be located at the north end of the Doolittle Trail in the Mission Trail Nature Preserve.  Checked the draft Stormwater Ordinance Section 17.43 and portions of 17.42 as prepared by Dudek.  Performed stormwater and erosion control measures inspections along medians and in City parks and noted deficiencies.
 A rate adjustment was announced by GreenWaste Recovery, effective July 1, 2022, based on the CPI increase as allowed by the Franchise Agreement for trash and recycling hauling.  Acacia was carefully trimmed at the Del Mar parking area platform exposing a world-class view of Carmel Bay.

Facility Maintenance
 Coordinated with volunteers who installed LED house lighting at Forest Theater.  Coordinated with Pacific Repertory Theatre to repair the Forest Theater stage flooring.  Replaced Vista Lobos parking lot lights with energy-efficient LED lights.  Cleared out old modular and office furniture in the basement of the Harrison Memorial Library.  Vendor painted the Fire Station upstairs gathering room, kitchen, sleeping quarters, and hallway making a marked improvement in appearance. Also continued to make minor repairs at the Station.  Vendor patched the City Hall roof leaks.
 Vendor completed the 5-year Fire Sprinkler Inspection Report, and corrections started to be made.  Ordered a new panic alarm system for City Hall, and fire and burglar alarms for Vista Lobos.  Obtained budgetary quotes for janitorial services from three vendors, and a fourth quote is pending.

Project Management (CIP)
 For the Park Branch Library Generator Replacement Project, a concrete pad for the new generator was poured, and the generator was set. Wiring was placed from the new transfer switch to the basement pit sump pumps and over to the generator. Protective bollards were also installed.

Attachment 5
Public Works Department Report – April 2022
 A structural engineer submitted plans to repair the leaning retaining wall/planter located in the south parking lot of City Hall. The plans require removal of the wall, underpinning the existing building wall footings with larger concrete footings, and restoring the wall.  A traffic engineer developed preliminary concept sketches regarding bicycle and pedestrian pathway along Ocean Avenue, between Monte Verde Street and San Antonio Avenue, as part of the FY 2022/23 Concrete Streets Repair Project.

Street Maintenance
 Continued the annual Traffic Painting Program. The focus in April was white painting of stripes, legends, markings, and parking lot spaces.
 Continued to repair concrete and paver sidewalks, and grind sidewalk/tree root uplifts per the Annual Sidewalk Survey.
 Picked up nearly 30 piles of tree limbs, weeds, and debris from the Mission Trail Nature Preserve.  Spread wood chips over muddy areas in preparation for the Big Sur Marathon.  Obtained contractor quotes to spread beach sand over exposed sandstone areas near the Del Mar parking area and volleyball court dunes, using bulldozers.  Continued to research electric and hybrid street sweeper models. The unproven/problematic hybrid models were eliminated from further consideration.

Forestry Parks and Beach Report (Forester’s Report)
 Cal Fire notified the City of a $150,000 grant award. The funds will be used to support the creation of an Urban Forest Master Plan, public tree inventory, inventory management software, priority planting plan, and tree planting.
 West Coast Arborist has pruned 336 trees downtown. These trees have been pruned for vehicle and sidewalk clearance, away from buildings, and for good structure. The work is on track to be completed before Memorial Day.
 Fresh mulch was placed around the playground area in Forest Hill Park.  The ADA access platform on the large play structure at Forest Hill Park has been closed. The platform is showing signs of interior rusting.
 Weeds are being mowed. So far, Forest Hill Park and a section of Junipero medians have been completed.
2022 Permitted removals and required planting
Removals
Plant
Upper
Plant
Lower
No room
for new
tree
Meets Density
Recommendation
Total Number of
Trees Required
January 2 1 1 0 0 2
February 14 4 5 0 3 9
March 13 4 4 0 4 8
April 7 2 5 3 2 8
May
June
July
August
September
October
November
December
. Private and Development Activities
Attachment 5
Public Works Department Report – April 2022
2022 totals 36 11 15 3 9 27
Historic permitted removals and required planting
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 204 81 123 135 81 54 66.18% 213
2022* 36 14 22 27 11 15 75.00% 52
0 10
20 30
40 50
60 70
80 90
2013 2014 2017 2018 2019 2020 2021 2022*
Required Replanting
Re-planting of upper Re-planting of lower
City Forestry, Parks, and Beach Activities
Attachment 5
Public Works Department Report – April 2022
71 96 67
139 165 149 176 165
132 159
88 47
207
256
556 425
163
107
187
115
0 101
96 371
74 75
38 40
105
113
66 72
59 62
55 9
0 100
200
300
400
500
600
700
2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 City Performed Tree Work Year by Year Comparison
Removal Prunning Planting
2 36 36
43 60
8 9
5 5
12 9
15 14
5 4
1 0
10 20
30 40
50 60
70 80
90 Task Count
Administrative Field Tasks
Failures Inspections Plan reviews Permit intake Site assesments Stop work orders Attachment 5

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
June 6, 2022

CONSENT AGENDA
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Yashin Abbas, Interim City Clerk
APPROVED BY: Chip Rerig, City Administrator
SUBJECT:

May 2, 2022 Special Meeting Minutes, May 3, 2022 Adjourned Special Meeting Minutes, May 3, 2022 Regular Meeting Minutes, May 17, 2022 Special Meeting Minutes, and May 24, 2022 Special Meeting Minutes
RECOMMENDATION:

Approve draft minutes of May 2, 2022 Special Meeting, May 3, 2022 Adjourned Meeting, May 3, 2022 Regular Meeting, May 17, 2022 Special Meeting, and May 24, 2022 Special Meeting.

BACKGROUND/SUMMARY:

The City Council routinely approves the minutes of its meetings.

FISCAL IMPACT:

None.

PRIOR CITY COUNCIL ACTION:

None.

ATTACHMENTS:

Attachment 1: May 2, 2022 draft minutes of special meeting Attachment 2: May 3, 2022 draft minutes of adjourned meeting Attachment 3: May 3, 2022 draft minutes of regular meeting Attachment 4: May 17, 2022 draft minutes of special meeting Attachment 5: May 24, 2022 draft minutes of special meeting City Council Meeting Minutes
May 2, 2022

SPECIAL MEETING
Monday, May 2, 2022

OPEN SESSION
4:30 PM

CALL TO ORDER AND ROLL CALL
Mayor Potter called the meeting to order at 4:30 PM.

Present: Council Members: Baron, Theis, Mayor Pro Tem Richards, Mayor Potter

Absent: Council Member Ferlito

PUBLIC APPEARANCES
None

CONSENT AGENDA
Item 8 was pulled for discussion.

Item 1: Monthly Reports for March 2022
Item 2: April 4, 2022 Special Meeting Minutes, April 5, 2022 Regular Meeting Minutes, and April 25, 2022 Special Meeting Minutes
Item 3: March 2022 Check Register Summary
Item 4: Resolution 2022-034 of the City Council of the City Of Carmel-by-the-Sea Proclaiming the Continuing Need To Meet By Teleconference Pursuant To Government Code Section 54953 (e)
Item 5: Resolution 2022-035 authorizing a refund of application fees for Preliminary Site Assessment application PSA 22-052 (Higgins) and Track 2 Design Study application DS 22-051 (Higgins) in the amount of $4,830 to Hastings Construction Item 6: Resolution 2022-037 authorizing the City Administrator to execute Change Order No. 3 to the on-call tree maintenance services contract with West Coast Arborists, Inc. for a not-to-exceed amount of $160,000 and to extend the term to June 30, 2022
Item 7: Resolution 2022-038 ratifying final costs associated with the Sunset Center Emergency Fire Pump Replacement Project
Item 8: Resolution 2022-039 approving a list of street projects for Fiscal Year 2022/23 funded by SB 1: the Road Repair and Accountability Act of 2017 Item 9: Resolution 2022-040 approving the Acceptance of Grant Funds from the California Department of Forestry and Fire Protection for the Carmel-by-the-Sea Urban and Community Forestry Management and Priority Planting Plan Attachment 1
May 2, 2022 City Council Special Meeting Minutes

On a motion by Mayor Pro Tem Richards and seconded by Council Member Theis, the City Council approved items 1, 2, 3, 4, 5, 6, 7 and 9 on the Consent Agenda by the following roll call vote:

AYES: BARON, THEIS, RICHARDS, POTTER
NOES: NONE
ABSENT: FERLITO
ABSTAIN: NONE
The following item was pulled for discussion:

Item 8: Resolution 2022-039 approving a list of street projects for Fiscal Year 2022/23 funded by SB 1: the Road Repair and Accountability Act of 2017 Council discussion followed.

On a motion by Council Member Baron and seconded by Council Member Theis, the City Council adopted Resolution 2022-039 approving a list of street projects for Fiscal Year 2022/23 funded by SB 1: the Road Repair and Accountability Act of 2017 by the following roll call vote:

AYES: BARON, THEIS, RICHARDS, POTTER
NOES: NONE
ABSENT: FERLITO
ABSTAIN: NONE

CLOSED SESSION
City Attorney Pierik announced the closed session items.

Item A: CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION Initiation of litigation pursuant to Government Code Section 54956.9(d)(4) (One potential case)
Item B: CONFERENCE WITH LABOR NEGOTIATORS PURSUANT TO GOVERNMENT CODE SECTION 54957.6
Agency designated representatives: City Administrator Chip Rerig, Katy Suttorp (Burke, Williams & Sorensen), Brian Uhler, Interim Public Safety Director, Brandon Swanson, Community Planning Building Director
Employee organization: General Employees Unit, an Affiliated Unit of LiUNA; Management Employees Unit, an Affiliated Unit of LiUNA; Police Officers Association (POA); Carmel Fire Ambulance Association
Public Comment - None

ADJOURNMENT
The City Council adjourned to Closed Session at 4:40 PM.

APPROVED: ATTEST:
________________________________ _________________________________ Dave Potter, Mayor Yashin Abbas, Interim City Clerk
Attachment 1
City Council Meeting Minutes
May 3, 2022

ADJOURNED SPECIAL MEETING
Tuesday, May 3, 2022
3:30 PM
A Special Meeting of the City Council held on May 2, 2022 at 4:30 PM to consider Closed Session Item A was adjourned to May 3, 2022 at 3:30 PM.

CALL TO ORDER
Mayor Potter called the meeting to order at 3:31 PM.

Present: Council Members: Baron, Ferlito, Theis, Mayor Pro Tem Richards, Mayor Potter

CLOSED SESSION
City Attorney Pierik announced the closed session item.

Item A: CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION Initiation of litigation pursuant to Government Code Section 54956.9(d)(4) (One potential case)
Public Comment - None

ADJOURNMENT
APPROVED: ATTEST:
________________________ __________________________
Dave Potter, Mayor Yashin Abbas, Interim City Clerk
Attachment 2
Attachment 3
Attachment 3
Attachment 3
Attachment 3
Attachment 3
Attachment 3
Attachment 4
Attachment 5

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
June 6, 2022

CONSENT AGENDA
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Robin Scattini, Acting Director of Budget and Contracts APPROVED BY: Chip Rerig, City Administrator
SUBJECT: April 2022 Check Register Summary
RECOMMENDATION:

Approve the check register for April 2022.

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 April.

FISCAL IMPACT:

The check register summary for April 2022 totals $1,122,687.

PRIOR CITY COUNCIL ACTION:

Council ratified the March 2022 check register at its May 2 special meeting.

ATTACHMENTS:

April 2022 check register
April 2022 Check Register
Check Vendor/Employee Transaction Description Date Amount Department: 110 City Council
48816 Peninsula Messenger LLC Mail service:sorting and delivery FY 2021-22 04/11/2022 4,320.00 48872 Bobby Richards Reimburse: Travel exp Nat League of Cities Conf 3/12-3/15/22 04/22/2022 3,012.00 48880 Dave Potter Reimburse: Travel exp Nat League of Cities Conf 3/12-3/15/22 04/22/2022 2,189.48 48890 Peninsula Messenger LLC Mail service:sorting and delivery FY 2021-22 04/22/2022 48.00 Total 9,569.48
Department: 111 City Administration
48770 Carmel Pine Cone Legal noticing 04/11/2022 187.50 48774 FedEx Shipping fees-Business office 04/11/2022 20.28 48785 NHA Advisors Bond arbitrage and complicance reporting/consulting 04/11/2022 3,700.00 48792 Alhambra Water service City Hall 04/11/2022 111.82 48794 Amazon Web Services Inc Data and cloud storage fees 04/11/2022 916.91 48795 AT&T Telephone service citywide FY 2021-22 04/11/2022 2,836.96 48796 Bob Murray & Associates Executive recruitment services 04/11/2022 1,399.49 48799 Carmel Pine Cone Legal noticing 04/11/2022 450.00 48801 Comcast City Hall business cable services 04/11/2022 73.31 48803 Corbin Willits System MOM Financial system FY 2021-22 04/11/2022 720.79 48807 Digital Deployment Website support agreement FT 2021-22 04/11/2022 1,400.00 48808 Diversified Management Group Job accomodation review services 04/11/2022 230.00 48810 Image Sales Employee ID Badges 04/11/2022 22.07
48811 Jane Wilson Reimburse: Snacks for new employee orientation 04/11/2022 18.85 48818 Robert Half Temporary help services 04/11/2022 4,560.00 48819 Sprint Cell service fees, usage and purchases 04/11/2022 29.99 48821 T-Mobile Monthly cell service and purchases 04/11/2022 1,492.90 48822 Toshiba Financial Service Copier contract Admin:ESTUDIO 5506ACT 04/11/2022 403.46 48823 Traffic Patterns Recruitment services 04/11/2022 4,235.00 48824 US Bank HR/IT subscriptions, meetings, IT purchases, recruitments 04/11/2022 7,863.75 48825 Verizon Wireless Cell phone usage and phone purchases 04/11/2022 289.16 48826 Wageworks,Inc Healthcare monthly Admin and Compliance Fee FY 2021-22 04/11/2022 150.00 48832 Carahsoft Software maintenance license 04/15/2022 537.70 48833 Carmel Pine Cone Legal noticing 04/15/2022 1,585.00 48837 Comcast Business NonCNGEN internet and recurring charges 04/15/2022 644.82 48842 Jessica Juico Reimburse: new employee fingerprinting 04/15/2022 67.00 48843 Joel Staker Reimburse: 3 lunch meetings with CIty IT systems upgrade team 04/15/2022 303.11 48844 Layer 1 Networks Inc Install 4 Telecom outlets at City Hall/parts and labor 04/15/2022 2,024.66 48850 Robert Half Temporary help services 04/15/2022 9,120.00 48852 The Idea Brand DBA 62Above Production: City recruitment video 04/15/2022 11,550.00 48853 Traffic Patterns Recruitment services 04/15/2022 4,922.50 48858 Zoom Imaging Solutions, Imc. Admin/Finance Copier usage fees FY 2021-22 04/15/2022 311.65 48883 Jeffrey's Grill and Catering Catering service for 4/26/22 Appreciation lunch 04/22/2022 3,422.00 48892 Purchase Power Postage-meter refills fee 04/22/2022 39.00 48894 Robert Half Temporary help services 04/22/2022 4,560.00 48896 Sloan Sakai Yeong & Wong Professional services: FY21-22 04/22/2022 1,311.00 48897 Toshiba Financial Service Copier contract Admin:ESTUDIO 5506ACT 04/22/2022 403.56 Total 71,914.24
Department: 112 City Attorney
48830 Best Best & Krieger, Attorneys At Law Legal services: Telecommuncations 04/15/2022 11,706.50 48831 Burke,Williams & Sorensen, LLP Legal services: Feb 2022 04/15/2022 34,959.88 48871 Best Best & Krieger, Attorney At Law Legal services: Telecommuncations 04/22/2022 12,889.00 Total 59,555.38
Department: 115 Community Planning & Building
48772 CSG Consultants, Inc. Building Plan Review Services 04/11/2022 15,035.62 48773 De Lage Landen Financial PBD copier usage 04/11/2022 216.37 48776 Office Depot, Inc. Office supplies 04/11/2022 118.87 48778 Universal Staffing Inc Planning Dept:temp staffing expense 04/11/2022 5,910.60 48779 US Bank Working lunch 04/11/2022 39.68
48873 Brandon Swanson Reimburse: Rental van for Winter & Co. design review project 04/22/2022 199.86 Total 21,521.00
Department: 116 Police
48771 County of Monterey, Dept of Emgcy Comm. NGEN Operations and maintenance: PD 04/11/2022 13,299.00 48801 Comcast Police Dept cable services 04/11/2022 496.58 48802 Community Hospital of the Monterey Pen. Testing services Police Dept 04/11/2022 54.00 48804 County of Monterey IT Dept Police Dept: Cellular access/telephone calling and access 04/11/2022 1,491.48 48805 De Lage Landen Financial Police Dept Copier maint-service contract 04/11/2022 161.69 48806 Department of Justice/Accounting Office Fingerprinting services 04/11/2022 160.00 48815 Pacific Gas & Electric Video cameras citywide 04/11/2022 206.61 48820 Summit Uniforms Specialty uniform expense 04/11/2022 62.34 48824 US Bank Training video 04/11/2022 395.00
48828 Alhambra Water service Police Dept 04/15/2022 233.16 48834 Carmel Towing & Garage PD-Fuel purchases 04/15/2022 5,389.29 48836 Comcast Police Dept cable services 04/15/2022 55.58 48838 Cypress Coast Ford/Lincoln PD vehicle repairs 04/15/2022 35.44 48839 De Lage Landen Financial Police Dept Copier maint-service contract 04/15/2022 243.63 48840 Department of Justice/Accounting Office Fingerprinting services 04/15/2022 194.00 48851 Salinas Valley Pro Squad Uniform-service clothes 04/15/2022 322.00 48854 Transunion Risk & Alterna Investigative services for PD-Monthly fee 04/15/2022 75.00 48879 Comcast Police Dept cable services 04/22/2022 253.18 48889 Nystrom Automotive Services Inc Tire repair-2020 Dodge Durango PD 04/22/2022 37.50 48891 Potter's Electronics Video conversion services for PD 04/22/2022 75.00 48895 Seaside Chrysler, Dodge, Jeep Police Dept: Vehicle repairs 04/22/2022 106.96 Total 23,347.44
Department: 117 Fire
48771 County of Monterey, Dept of Emgcy Comm. NGEN Operations and maintenance: Fire 04/11/2022 5,867.00 48792 Alhambra Water service-Fire Dept 04/11/2022 194.15 48793 Allstar Fire Equipment Inc Personnel uniform outfitting 04/11/2022 976.70 48798 Caltronics/J.J.R Enterprises. Inc Fire Dept copier usage 04/11/2022 262.81 48800 City Of Monterey FY 21-22 Fire Contract monthly charges 04/11/2022 222,578.82 48804 County of Monterey IT Dept Fire Dept:Cellular access/telephone calling and access 04/11/2022 130.08 48809 First Alarm Alarm services Carmel Fire Station 04/11/2022 289.44 48812 Mission Linen Service Laundry service 04/11/2022 357.81 48813 Municipal Emergency Services New uniform equipment Fire Dept 04/11/2022 58.82 48827 Air Exchange, Inc. Service and repairs-Carmel Fire Station 04/15/2022 623.77 48834 Carmel Towing & Garage FY 2021-22 Fire Dept fuel purchases 04/15/2022 686.46 48845 Mission Linen Service Laundry service 04/15/2022 238.18 48886 Mission Linen Service Laundry service 04/22/2022 359.27 Total 232,623.31
Department: 118 Ambulance
48786 Poe's Plumbing & Backflow FM plumbing repairs FY 2021-2022 04/11/2022 482.00 48797 Bound Tree Medical LLC Ambulance medical supplies-FY 2021-22 04/11/2022 779.44 48800 City Of Monterey FY 2021-22 Ambulance agreement-Overtime expenses 04/11/2022 15,600.18 48800 City Of Monterey FY 2021-22 Ambulance agreement 04/11/2022 1,777.30 48800 City Of Monterey FY 2021-22 Ambulance repairs 04/11/2022 116.01 48817 Peninsula Welding & Medical Supply, inc. Ambulance Dept-Oxygen/hazardous materials transport service 04/11/2022 83.63 48825 Verizon Wireless Ambulance Vehicles air cards FY 21-22 04/11/2022 517.42 48829 American Supply Company Janitorial supplies 04/15/2022 487.09 48834 Carmel Towing & Garage FY 2021-22 Amb Dept fuel purchases 04/15/2022 1,165.90 48835 City Of Monterey Ambulance repairs-parts and service 04/15/2022 775.05 48839 De Lage Landen Financial Ambulance Copier Lease FY 2021-22 04/15/2022 71.01 48848 Peninsula Welding & Medical Supply, inc. Ambulance Dept-Oxygen/hazardous materials transport service 04/15/2022 90.30 48901 Verizon Wireless Ambulance Vehicles air cards FY 21-22 04/22/2022 14.04 48902 Wittman Enterprises, LLC Billing services Ambulance FY 2021-22 04/22/2022 4,388.48 Total 26,347.85
Department: 119 Public Works
48781 Ailing House Pest Control FM pest control FY 2021-2022 04/11/2022 194.00 48782 Airtec Inc PW pump failure repair 04/11/2022 1,517.64 48783 Carmel Area Wastewater District Vactor services FY 2021-2022 04/11/2022 3,601.92 48784 Cintas Corporation Uniforms for PW FY 2021-2022 04/11/2022 133.73 48786 Poe's Plumbing & Backflow FM plumbing repairs FY 2021-2022 04/11/2022 285.00 48787 Scarborough Lumber & Building PW Supplies FY 2021-2022 04/11/2022 117.41 48788 Sentry Alarm Systems Alarm service at CH 04/11/2022 180.00 48789 Tope's Tree Service Inc. Tree work city-wide 04/11/2022 11,262.50 48791 West Coast Arborists Inc . Tree work city-wide 04/11/2022 2,574.60 48870 Ailing House Pest Control FM pest control FY 2021-2022 04/22/2022 310.00 48875 California Fire Protection, Inc. 5 yr sprinkler inspection 04/22/2022 4,350.00 48876 Carmel Towing & Garage PW fuel FY 21-22 04/22/2022 2,774.78 48877 Cintas Corporation Uniforms for PW FY 2021-2022 04/22/2022 170.40 48878 City Of Monterey Sweeper curtain and repair to damaged pick up head 04/22/2022 3,500.10 48881 Drought Resistant Nursery Supplies for Forestry Division 04/22/2022 363.66 48882 Granite Rock Company Supplies FY 2021-2022 04/22/2022 421.98 48884 M & S Building Supply Supplies-PW Maint 04/22/2022 115.74 48885 Michael Tope Wellness reimbursement per MOU 04/22/2022 56.97 48887 Monterey Bay Analytical Services Testing services 04/22/2022 70.00 48888 Monterey Regional Waste Mgmt District SB1383 implementation fee per agreement 04/22/2022 4,343.00 48893 Quinn Company Inc Loader rental 04/22/2022 1,945.27 48898 Tree Stuff Lockbox No 639707 Safety supplies for forestry division 04/22/2022 264.32 48899 Uline Inc. New cones and delineators 04/22/2022 2,815.92 48900 Underground Service Alert Nor Cal Annual underground service alert fee 04/22/2022 366.83 Total 41,735.77
Department: 120 Library
48847 Pacific Grove Self Storage Storage unit for City art 04/15/2022 307.00 Total 307.00
Department: 122 Economic Revitalization
48857 Visit Carmel Marketing and economic development contribution: Q4 04/15/2022 25,200.00 Total 25,200.00
Department: 130 Non-Departmental
48777 U.S. Bank PARS Acct 6746050100: Sec 115 trust pension mitigation payment 04/11/2022 250,000.00 48790 U.S. Bank PARS Acct 6746050100: Sec 115 trust pension mitigation payment 04/11/2022 250,000.00 48815 Pacific Gas & Electric Gas and electric service citywide FY 2021-22 04/11/2022 11,061.27 48846 Pacific Gas & Electric Citywide gas & electric services 04/15/2022 1,003.87 48849 Prism Public Risk Innovation Claim deductibles 04/15/2022 4,297.03 48874 Cal-Am Water Company Water service citywide FY 2021-22 04/22/2022 10,574.23 Total 526,936.40
Department: 411 Debt Service
48856 US BANK St. Paul Sunset Center Refunding Lease Revenue Bond: interest 21-22 04/15/2022 77,899.09 Total 77,899.09
Department: 513 Veh & Equip Replacement
48841 J 4 Systems Migration of Active Network Server Capital Project 04/15/2022 5,730.00 Total 5,730.00
Grand 1,122,686.96
April Contract Payments:

Vendor Contract Amt Paid thru April Contract Balance
Pen Messenger $ 47,878.00
City of Monterey $ 2,003,209.38 Fire admin services
Tope's Tree Svc $ 38,561.98
Bob Murray & Assoc. $ 16,030.88
Traffic Patterns $ 19,184.91 contract amendment forthcoming West Coast Arborists $ 2,574.60
J4 Systems $ 20,725.00
$ 51,000.00 $ 34,969.12
$ 15,000.00 $ (4,184.91)
$ 160,000.00 $ 157,425.40
$ 28,840.70 $ 8,115.70
$ 122,000.00
$ 2,670,946.00
$ 65,000.00
$ 74,122.00
$ 667,736.62
$ 26,438.02

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
June 6, 2022

CONSENT AGENDA
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Brian Pierik, City Attorney
APPROVED BY: Chip Rerig, City Administrator
SUBJECT:

Resolution 2022-042 of the City Council of the City Of Carmel-by-the-Sea Proclaiming the Continuing Need To Meet By Teleconference Pursuant To Government Code Section 54953 (e)
RECOMMENDATION:

Adopt Resolution 2022-042 of the City Council of the City of Carmel-by-the-Sea proclaiming the continuing need to meet by teleconference pursuant to Government Code Section 54953 (e).

BACKGROUND/SUMMARY:

All meetings of the City of Carmel-by-the-Sea legislative bodies are open and public as required by the Ralph M.

Brown Act (Cal. Gov. Code 54950 – 54963).

Before COVID-19, Section 54953(b) of the Brown Act allowed for teleconferencing if the public agency complied with the following requirements:

1. At least a quorum of the members of the legislative body must participate from locations within the boundaries within the jurisdiction of the local agency.

2. An agenda shall be posted at all teleconference locations.

3. Each teleconference location shall be identified in the notice and agenda of the meeting.

4. Each teleconference location shall be accessible to the public.

AB 361 amended Government Code Section 54953 and authorizes a City to allow for modified teleconferencing rules, subject to the existence of certain requirements which are listed below in this Staff Report.

Government Code section 54953(e)(1) lists the circumstances under which a local agency may use such modified teleconferencing procedures, as follows:
(1) A local agency may use teleconferencing without complying with the requirements of paragraph (3) of subdivision (b) if the legislative body complies with the requirements of paragraph (2) of this subdivision in any of the following circumstances:
(A) The legislative body holds a meeting during a proclaimed state of emergency, and state or local officials have imposed or recommended measures to promote social distancing. (B) The legislative body holds a meeting during a proclaimed state of emergency for the purpose of determining, by majority vote, whether as a result of the emergency, meeting in person would present imminent risks to the health or safety of attendees.
(C) The legislative body holds a meeting during a proclaimed state of emergency and has determined, by majority vote, pursuant to subparagraph (B) that, as a result of the emergency, meeting in person would present imminent risks to the health or safety of attendees.

March 4, 2020, Governor Newsom declared a State of Emergency as a result of the COVID-19 pandemic.

The State of Emergency remains in effect and COVID-19 continues to threaten the health and lives of the public and the Delta variant is highly transmissible in indoor settings. In addition, breakthrough cases are becoming more common.

On September 22, 2021, the County of Monterey Health Department issued a Recommendation Regarding Social Distancing Including Remote Meetings of Legislative Bodies (see Attachment 1) which provides:
“The Monterey County Health Department continues to recommend that physical and social distancing strategies be practiced in Monterey County, which includes remote meetings of legislative bodies of local agencies, to the extent possible.

Monterey County continues to experience transmission of COVID-19 locally. Physical and social distancing is still an effective measure to reduce the spread of COVID-19, especially when combined with use of face coverings, frequent hand washing, staying home when ill, testing, and vaccination with U.S.

Food and Drug Administration approved or authorized COVID-19 vaccines.

Remote meetings of legislative bodies allow for the virtual participation of agency staff, presenters, and community members in safer environments, with less risk of exposure to SARS-CoV-2, the virus that causes COVID-19.

The Monterey County Health Officer will continue to monitor local metrics and the necessity of this recommendation.”
Thus, meetings of the City Council and its legislative bodies may be held pursuant to the terms of Government Code Section 54953(e)(1)(A) so long as a proclaimed state of emergency continues and state or local officials continue to impose or recommend measures to promote social distancing.

If, for some reason, state or local officials discontinue imposing or recommending measures to promote social distancing, the proposed Resolution would also authorize teleconferencing under the rules of 54953(e) so long as a proclaimed state of emergency continues.

On October 4, 2021, the City Council adopted the initial Resolution No. 2021-057 authorized by AB 361 to allow for meetings of the City Council to be held telephonically.

Government Code Section 54953 (e) (3) provides that every 30 days after teleconferencing for the first time, and every 30 days thereafter, to continue teleconferencing the City Council must state that it has reconsidered the circumstances of the state of emergency and that either of the following circumstances exist: (1) The state of emergency continues to directly impact the ability of the members to meet safely in person or (2) State or local officials continue to impose or recommend measures to promote social distancing. Currently, both of these circumstances continue to exist and, for that reason, the recommended action is for the City Council to adopt the attached Resolution Of The City Council Of The City Of Carmel- by-the-Sea Proclaiming The Continuing Need To Meet By Teleconference Pursuant To Government Code Section 54953 (e), Attachment 2 to this Staff Report.

This Resolution will authorize the City Council, and other legislative bodies of the City, to hold teleconference meetings within the requirements of AB 361, but does not prohibit the City from holding in person meetings in the future.

If the Resolution is adopted, then the City and its legislative bodies which hold teleconference meetings must follow the procedures set forth by AB 361, which include the following:

1. Notice of the meeting must still be given in compliance with the Brown Act, and the notice must include the means by which the public may access the meeting and provide public comment.

2. The public must be provided access to the meeting via a call-in option or internet-based service option and allowed to “address the legislative body directly.” The agency does not have to provide an in-person option for the public to attend the meeting.

3. The meeting must be conducted “in a manner that protects the statutory and constitutional rights of the parties and the public appearing before the legislative body.”

4. If there is a disruption to the meeting broadcast or in the ability to take call-in or internet-based public comment, no further action can be taken on agenda items until the issue is resolved.

5. The body cannot require comments to be submitted before the start of the meeting. The public must be allowed to make “real time” public comment.

6. Reasonable time for public comment must be provided. If the agency provides a timed public comment period, the public comment period must be left open until the time expires.

7. All votes must be taken by roll call.

8. The legislative body must approve a resolution making findings every 30 days to continue to conduct teleconference meetings under AB 361. The body must find it has reconsidered the circumstances of the state of emergency and either 1) the emergency continues to impact the ability to meet safely in person, or 2) State or local officials continue to impose or recommend social distancing.

If the state of emergency ends or if the City Council decides to rescind the Resolution, then meetings of the City Council and other legislative bodies of the City must comply with the pre-COVID teleconferencing rules of 54953(b) described earlier in this Staff Report.

Without this Resolution, as noted, if a Council Member or a member of a City Board or Commission does not attend a meeting in person, then the agenda would need to be posted at the location of that person and the public would have access to that location. This Resolution (so long as Government Code Section 54953 allows) would provide flexibility to the Council, Board Members and Commissioners when meetings are held in person to attend remotely if they do not attend in person without the necessity of posting an agenda at their location and there would be no limit on the number (quorum must be physically present without this Resolution) of Council Members, Board Members and Commissioners who attend remotely. There are some public agencies in California which have adopted a Resolution authorized by AB 361 and use a “hybrid” method for attendance at meetings in which some members attend in person and other members attend remotely and the staff and public also can attend in person or remotely.

FISCAL IMPACT:

No direct fiscal impact for this action.

PRIOR CITY COUNCIL ACTION:

Adoption of Initial Resolution No.2021-057 on October 4, 2021 and continuing Resolutions at subsequent meetings of the City Council.

ATTACHMENTS:

Attachment 1 - County of Monterey Health Department Recommendation Regarding Social Distancing Including Remote Meetings of Legislative Bodies issued September 22, 2021 Attachment 2 - Resolution 2022-042
Recommendation Regarding Social Distancing Including Remote Meetings of Legislative Bodies
Issued: September 22, 2021
The Monterey County Health Department continues to recommend that physical and social distancing strategies be practiced in Monterey County, which includes remote meetings of legislative bodies of local agencies, to the extent possible.

Monterey County continues to experience transmission of COVID-19 locally. Physical and social distancing is still an effective measure to reduce the spread of COVID-19, especially when combined with use of face coverings, frequent hand washing, staying home when ill, testing, and vaccination with U.S. Food and Drug Administration approved or authorized COVID-19 vaccines.

Remote meetings of legislative bodies allow for the virtual participation of agency staff, presenters, and community members in safer environments, with less risk of exposure to SARS-CoV-2, the virus that causes COVID-19.

The Monterey County Health Officer will continue to monitor local metrics and the necessity of this recommendation.

Attachment 1
Attachment 2
Attachment 2

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
June 6, 2022

CONSENT AGENDA
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Yashin Abbas, Interim City Clerk
APPROVED BY: Chip Rerig, City Administrator
SUBJECT:

Resolution 2022-043 calling for the holding of a Municipal Election to be held on Tuesday, November 8, 2022, requesting the County Elections Department to conduct the Election, requesting consolidation of the election, and providing for a procedure for determining a tie vote for the November 8, 2022 City of Carmel-by-the-Sea Municipal Election
RECOMMENDATION:

Adopt Resolution 2022-043 calling for the holding of a Municipal Election to be held on Tuesday, November 8, 2022, requesting the County Elections Department to conduct the Election, requesting consolidation of the election, and providing for a procedure for determining a tie vote for the November 8, 2022 City of Carmel-by-the-Sea Municipal Election.

BACKGROUND/SUMMARY:

California Elections Code Division 10 outlines the general provisions and procedures for the conduct of local and consolidated elections. The City Clerk, as the Elections Official for the City of Carmel-by-the-Sea hereby requests City Council authorization to consolidate the election for the office of Mayor and two Council Member seats to be held on November 8, 2022.

The filing period begins Monday, July 18, 2022 and ends at 5:00 p.m. on Friday, August 12, 2022.

According to Elections Code §10225, if any incumbents for a specific office fail to file or qualify by the close of the workday on August 12, 2022, the filing period will be extended five (5) calendar days for the specific office, for non-incumbents only, thus closing at 5:00 p.m. on Wednesday, August 17, 2022.

Adoption of Resolution 2022-043 authorizes the City Clerk to procure the services of the Monterey County Elections Department for conducting the election.

California Elections Code §15651 authorizes the City Council to determine the means and manner in which a tie vote is to be resolved in the event that two or more persons receive an equal number of votes and the highest number of votes (“tie vote”) for an office to be voted upon in a city. Section §15651 provides the tie vote shall be resolved by lot or by conducting a Special Election. Resolution by lot is recommended, due to the expense of conducting a Special Election.

Candidates have the option of providing a Candidate Statement of not more than 200 words, stating the candidate’s background, education, and qualifications as expressed by the candidate. Pursuant to Election Code §10228, all candidates filing nomination papers are required to pay a filing fee of $25.00.

Additionally, the City Clerk shall estimate the costs to the candidate associated with candidate statements and is not bound by this estimate.

FISCAL IMPACT:

Monterey County Elections Department estimates that the City of Carmel-by-the-Sea’s share for the cost of the election to be between $7.50 and $10.00 per registered voter. The County of Monterey reports that the City currently has 2,575 registered voters which would estimate election cost for $19,000-26,000.

PRIOR CITY COUNCIL ACTION:

The City Council takes action for General Municipal Elections every two-years in even-numbered years.

The City Council approved a similar Resolution for the 2020 election.

ATTACHMENTS:

Attachment 1: Resolution 2022-043 Calling for Election
Attachment 2: Statement of Election Facts
Attachment 3: Monterey County Election Services Agreement

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
RESOLUTION NO. 2022-043

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA

CALLING FOR THE HOLDING OF A MUNICIPAL ELECTION TO BE HELD ON TUESDAY, NOVEMBER 8, 2022, REQUESTING THE COUNTY ELECTIONS

DEPARTMENT TO CONDUCT THE ELECTION, REQUESTING CONSOLIDATION OF

THE ELECTION, AND PROVIDING FOR A PROCEDURE FOR DETERMINING A TIE VOTE FOR THE NOVEMBER 8, 2022 CITY OF CARMEL-BY-THE-SEA MUNICIPAL

ELECTION
WHEREAS, under the provisions of the applicable laws in the State of California, a General Municipal Election shall be held on Tuesday, November 8, 2022 for the election of Municipal Officers; and
WHEREAS, pursuant to Elections Code Section 10002, the governing body of any city or district may by resolution request the Board of Supervisors of the county to permit the county elections official to render specified services to the city or district relating to the conduct of an election. The city or district shall reimburse the county in full for the services performed upon presentation of a bill to the city or district; and WHEREAS, pursuant to Elections Code Section 10400, whenever two or more elections, including bond elections, of any legislative or congressional district, public district, city, county or other political subdivision are called to be held on the same day, in the same territory, or in territory that is in part the same, they may be consolidated upon the order of the governing body or bodies or officer or officers calling the elections.

WHEREAS, pursuant to Elections Code Section 10403, whenever an election called by a district, city or other political subdivision for the submission of any question, proposition, or office to be filled is to be consolidated with a statewide election, and the question, proposition, or office to be filled is to appear upon the same ballot as that provided for that statewide election, the district, city or other political subdivision shall, at least 88 days prior to the date of the election, file with the board of supervisors, and a copy with the elections official, a resolution of its governing board requesting the consolidation, and setting forth the exact form of any question, proposition, or office to be voted upon at the election, as it is to appear on the ballot. Upon such request, the Board of Supervisors may order the consolidation. The resolution requesting the consolidation shall be adopted and filed at the same time as the adoption of the ordinance, resolution, or order calling the election; and WHEREAS, pursuant to Elections Code Section 13307, whenever an election called by a district, city, or other political subdivision has offices to be filled, it is required to fix and determine the number of words that a candidate may submit on the candidate’s statement to be either 200 or 400 words and to determine if the candidate and or the political subdivision will pay the cost of the statement; and
Attachment 1
Resolution No. 2022-043

WHEREAS, Elections Code Section 15651 requires the city or district to determine the means and manner in which a tie vote is to be resolved in the event that two or more persons receive an equal number of votes and the highest number of votes (“tie votes”) for an office to be voted upon; and
WHEREAS, various district, county, state and other political subdivision elections may be or have been called to be held on November 8, 2022.

NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA:

The City of Carmel-by-the-Sea hereby orders an election be called and consolidated with any and all elections also called to be held on Tuesday, November 8, 2022 insofar as said elections are to be held in the same territory or in territory that is in part the same as the territory of the Board of Supervisors of the County of Monterey to order such consolidation under Elections Code Section 10401 and 10403, and; Pursuant to Elections Code Section 10002 said governing body hereby requests the Board of Supervisors of the County of Monterey to permit the Monterey County Elections Department to provide any and all services necessary for conducting an election and agrees to pay for said services in full.

RECITALS
Section1: The General Municipal Election for the year 2022 is hereby called and shall be held in Carmel-by-the-Sea, under and by virtue of the provisions of California Elections Code on the 8th day of November, 2022, said date being the Tuesday following the first Monday in November, 2022.

Section 2: The following officers of Carmel-by-the-Sea shall be elected at said General Municipal Election:  Mayor, one (1) for a full term of two years  Member of the City Council, two (2) for a full term of four years Section 3: Nomination papers shall be filed with the City of Carmel-by-the-Sea’s City Clerk not later than 5:00 p.m. on Friday, August 12, 2022, except that the nomination filing period will be extended to 5:00 p.m. on Wednesday, August 17, 2022, if an incumbent does not file or fails to qualify by close of the regular nomination period on August 12, 2022.

Section 4: Pursuant to California Elections Code Section 13307, the City of Carmelby-the-Sea has determined that candidates for office may file a written statement of qualifications (Candidate Statement), not to exceed 200 words, with their nomination papers, and has resolved that all costs of the Candidate Statement as determined by the Registrar of Voters shall be paid by the candidate.

Attachment 1
Resolution No. 2022-043

Section 5: Pursuant to California Elections Code Section 15651, if any two or more persons receive an equal and the highest number of votes for an office to be voted for within the City, the tie votes shall be resolved by lot. “By lot” means, by deciding the matter through implementing a method of chance, in order to afford each candidate receiving tie votes a fair opportunity at the election. In the interest of maintaining decorum, fairness and transparency, the method implemented for resolving tie votes in Carmel-by-the-Sea’s November 8, 2022 General Municipal Election shall be drawing of names in accordance with the following procedure:

The City Clerk shall type the name of each candidate who has tied for office on a separate, but identical piece of paper, which shall be folded and deposited into a container and mixed so that the pieces of paper become indistinguishable. The City Clerk shall then draw from the container as many pieces of paper as there are seats on the City Council to be filled by the candidates who have tied. The candidate(s) whose name(s) appear(s) upon the drawn piece(s) of paper shall be deemed elected.

Section 6: The City authorizes the Registrar of Voters to consolidate this election with any other election on November 8, 2022 for the convenience of the registered voters and to effectuate any cost savings by such consolidation.

Section 7: This Resolution shall apply only to the election to be held on Tuesday, November 8, 2022 and shall be repealed upon the City Council’s declaration of election results.

Section 8: The County of Monterey Elections Department is hereby directed to publish such notices as are provided by law for the holding of the Municipal Election, which said notices shall be published as required by law.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-SEA this 6th day of June, 2022, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED: ATTEST:

Dave Potter Yashin Abbas
Mayor Interim City Clerk
Attachment 1
City

STATEMENT OF ELECTION FACTS
FULL LEGAL NAME OF CITY AS IT SHOULD APPEAR ON ALL ELECTION DOCUMENTS:

MAIL SHOULD BE ADDRESSED TO: _____________ _ TITLE: ____________ _ MAILING ADDRESS: __________________ _ TELEPHONE: __________ _ FAX: ________ _ E-MAIL:, ___________ _ WEBSITE: ___________ _

CITY ELECTED OFFICIALS LIST
NAME ADDRESS Member was
CITY AND elected bx: YEAR Full-term IF THE MEMBER
DISTRICT Term ends =4yrs WAS APPOINTED
(If applicable) 1) ELECTION/AIL• BY THE BOARD OR TO FILL A OR Short-term VACANCY, WHO
= 2yrs DID THIS
2) APPOINTED TO MEMBER
FILL A VACANCY REPLACE?
*AIL= Appomted-1n-heu of Election (filed for office and didn't go on the ballot) Name of City Clerk/Manager:

Print Name
Name of Deputy City Clerk/Secretary:

Print Name
Check the box which applies to your city:
□ The District boundaries have changed since the last election. Enclosed is a new map to reflect those changes. □ I declare that there have been no boundary changes since the ------=,--,---=------election.

Election Date
The limitation on the number of words in a candidate statement will be:

The entity charged for the candidate statement sent to each voter will be the:

In case of a tie vote, the winner will be determined by:

Signature of City Clerk/Manager Date
□ 200 words □ 400 words
□ City □ Candidate
□ Lot □ Runoff election
Carmel-by-the-Sea
P.O. BOX CC, Carmel-by-the-Sea, CA 93921 831-620-2016
831-620-2004 [email protected] www.ci.carmel.ca.us Dave Potter 7th 2 NW of Monte Verde Carmel-by-the-Sea
Carmel-by-the-Sea
Carmel-by-the-Sea
Carmel-by-the-Sea
Carmel-by-the-Sea
Bobby Richards
Carrie Theis
Jeff Baron
Karen Ferlito
Santa Fe 3 NW Ocean Ave.
1 NE of 4th Ave. on Dolores St.

Camino Real, 13 NE of 4th St.
1 1
1 1
1 2022
2022
2022
2024
2024
2 yrs
4 yrs
4 yrs
4 yrs
4 yrs
x
x
x
x unknown
City Administrator Chip Rerig
Chip Rerig City Administrator
End of 12th Ave., 3 E Junipero
Attachment 2
6th June
Attachment 3
Attachment 3
CONSIDERATION:

In consideration of the performance of services and supplies provided by the Registrar of Voters, the City shall pay to the Registrar of Voters a sum equal to the actual cost of such services, expenses, and supplies related to the work performed on behalf of City. In the event that this Agreement is terminated prematurely, the City shall pay to the Registrar a sum equal to the actual cost of such services performed or supplies/expenses incurred as of the effective date of the termination.

The City shall make payment within 30 days of receipt of invoice from Registrar of Voters.

Signature:

Print Name:

Title:

COUNTY:

Signature:

Print Name:

Title:

Election Services Agreement
County of Monterey Registrar of Voters and
City of Carmel-by-the-Sea
Date:

Date:
------
NOVEMBER 8, 2022

Chip Rerig
City Administrator
Attachment 3

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
June 6, 2022

CONSENT AGENDA
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Chip Rerig, City Administrator
APPROVED BY: Chip Rerig, City Administrator
SUBJECT:

Resolution 2022-044 authorizing the City Administrator to extend the contract for animal services with the Monterey County Health Department’s Animal Services Division ending June 30, 2024
RECOMMENDATION:

Adopt Resolution 2022-044 authorizing the City Administrator to extend the contract (Amendment 3) for animal services with the Monterey County Health Department’s Animal Services Division ending June 30, 2024.

BACKGROUND/SUMMARY:

In August 2014, the City entered into an agreement with the Monterey County Health Department’s Animal Services Division to provide animal services. This agreement was entered into on July 1, 2014, and was for three years, expiring June 30, 2017. Two extensions were executed by the City since the original agreement. The Agreement and all Amendments are
attached (Attachment 2).

The Monterey County Health Department’s Animal Services Division is responsible for providing animal control services in the unincorporated areas of Monterey County. It also operates an Animal Services Center located at 160 Hitchcock Road, Salinas, CA that offers an array of services, including but not limited to shelter, veterinary, quarantine, and licensing services. The Animal Service Center was built in conjunction with the Cities of Carmel-by-the-Sea, Gonzales, Greenfield, Sand City, Seaside, Soledad, and King City.

Each of these cities has paid a share of the Animal Services Center’s construction costs and is offered the option to contract with the County for the use of the shelter and other services.

The City of Carmel-by-the-Sea desires to continue its contract with the County for the provision of services at the Animal Services Center as delineated in the Agreement. Generally, the services to be provided to the City of Carmel-by-the-Sea by the County Health Department’s Animal Services Division include shelter at the Animal Service Center, emergency medical treatment, rabies quarantine and management, and other services for stray domestic animals found within the incorporated boundaries of the City. The City of Carmel-by-the-Sea will compensate the County for provision of animal services as set forth in the agreement. The contract agreement has been reviewed by the City Attorney and approved to form.

For the first time since inception, with this extension, Monterey County has introduced an increase to the fees. Additionally, Monterey County has added new service categories. The fees and categories are represented in Exhibit A to the Agreement. Staff has reviewed these increases and do not believe it represents significant City impacts.

FISCAL IMPACT:

The Police Department FY 22/23 budget has allocated funds to cover costs related to Monterey County Animal Services under Contract Services Account 101-116-00-42001. For this budget year, allocated funds were increased by $500 to account for Monterey’s increase in fees.

PRIOR CITY COUNCIL ACTION:

August 2014 - The City entered into a three-year agreement with the County of Monterey for use of Animal Services.

August 2017 - The City approved a two-year extension of the existing contract with Monterey County for use of Animal Services.

October 2020 - The City approved a two-year extension of the existing contract with Monterey County for use of Animal Services.

ATTACHMENTS:

Attachment 1: Resolution 2022-044
Attachment 2: Agreement with Exhibit
Attachment 1
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
June 6, 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 2022-045 authorizing the City Administrator to execute a new Professional Services Agreement with PureServe Building Services, Inc. for a term of three fiscal years, expiring on June 30, 2025, and a not-to-exceed fee of $263,696 for Fiscal Year 2022/23
RECOMMENDATION:

Adopt Resolution 2022-045 authorizing the City Administrator to execute a new Professional Services Agreement with PureServe Building Services, Inc. for a term of three fiscal years, expiring on June 30, 2025, and a not-toexceed fee of $263,696 for Fiscal Year 2022/23, with the option for renewal of up to three additional years.

BACKGROUND/SUMMARY:

In 2015, the City issued a Request for Proposals to janitorial contractors to clean six (6) City-owned buildings and eight (8) 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. During this time, the firm was re-named PureServe Building Services, Inc. (PureServe).

Due to good performance, the City Council approved the extension of their contract through the subsequent four (4) fiscal years, and the contract term will expire on June 30, 2022.

In June 2020, when the City budget was facing a revenue shortfall due to the pandemic, 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. July 2021, Council approved a 3% increase in monthly fees from the discounted rates for FY 2021/22.

Over the past few months, Public Works/Facilities Maintenance was preparing backup information for the draft FY 2022/23 operating budget and editing a new Request for Proposal to start a competitive bid process from scratch, staff asked for informal, budgetary quotes from four janitorial services firms that previously contracted with the City, or expressed an interest in working for the City. Having this budgetary data would allow for a better estimate to include in the operating budget and guide staff to customize the scope of janitorial services in the new RFP to fit the anticipated budget.

As shown in the following table, while the informal, quote-seeking process was intended for budgetary information only and not in strict accordance with formal bidding requirements in the Purchasing Policy, the results, as shown below, were so startling, that it is believed that soliciting formal proposals at this time would not be in the City’s interest.

No. Company Monthly
Budget Quote
Annual
Budget Quote
1 PureServe Building Services $21,141 $253,696
2 A.E.R. Janitorial Services 55,488 665,850
3 Monterey Bay Solutions 62,861 754,332
4 Central Coast Cleaning Declined to Quote Declined to Quote 5 Tentative FY 2022/23 Budget 22,917 275,000
All firms were given the building cleaning frequency schedules and attended a guided tour with the Facilities Maintenance Supervisor. The monthly quote provided by PureServe of $21,141 is 62% below that of A.E.R. Janitorial Services ($55,488) and 66% below that of Monterey Bay Solutions ($62,861). Other than these disparate quotes, it is assumed that all three firms are fully qualified to provide the services desired by the City.

Carmel Municipal Code Section 3.12.140, “Bidding Procedures – Dispensation When,” states, “Purchase of supplies, materials, or equipment shall be by quotation or bid procedures as set forth in this chapter.

Such procedures may be dispensed with by the purchasing agent, at her or his sole discretion and judgment, as to the best interest of the City." (Emphasis added.) PureServe has agreed to honor their budgetary quote as a firm price for FY 2022/23 and confirms their prices reflect inflation in commodities and labor cost for the new contract term. Attachment #2 provides a detailed breakdown of costs by location. As a guide for the subsequent two fiscal years, Attachment #2 shows anticipated rate increase of 3% per year; however, we negotiated to have the actual rates reflect the Consumer Price Index of the San Francisco Bay Area for those subsequent years. PureServe has also agreed to enter into the new standard form of Professional Services Agreements which covers more protections for the City and clarifies how amendments and extra costs may be awarded to the contractor.

The new scope of services reflects pre-Covid level of services with some supplemental cleaning frequencies at certain high-use public restrooms. The scope of work includes:

Buildings:
· Six days a week cleaning at the Police Station/Public Works facility · Three days a week cleaning at City Hall, Harrison Memorial Library, and the Park Branch Library · Weekly cleaning at the Vista Lobos facility.

Restrooms:
· Three times per day cleanings at Del Mar, Devendorf Park, Scenic/Santa Lucia, First Murphy Park, and Piccadilly Park restrooms
· The above restrooms are cleaned four times per day during summer season holidays and special events
· Daily cleaning at Forest Hill Park restrooms (2) and Forest Theater restrooms.

As per the prior contract, the City and PureServe will continue to 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.

FISCAL IMPACT:

The new monthly rate for janitorial services in FY 2022/23 would be $21,141 per month, which is $253,696 over the year. An annual contingency of $10,000 is recommended for a total FY 2022/23 not-to-exceed fee of $263,696.

The proposed Budget for Fiscal Year 2022/23 included $275,000 for janitorial services in the Public Works Facility Maintenance contractual services account, 101-119-42-42001, which is sufficient to cover this contract.

PRIOR CITY COUNCIL ACTION:

In 2015, Council adopted Resolutions 2015-046 and 2015-110, awarding a base, 2-1/3 year janitorial services contract to Proserve Facility Services (now Pureserve).

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. In January 2022, Council adopted Resolution 2022- 001 extending the contract for the last time through June 30, 2022 and approving a $102,000 budget for this final six-month extension.

ATTACHMENTS:

Attachment #1 - Resolution 2022-045
Attachment #2 - Cost Breakdown by Location

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
RESOLUTION NO. 2020-045

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA

AUTHORIZING THE CITY ADMINISTRATOR TO EXECUTE A NEW PROFESSIONAL SERVICES AGREEMENT WITH PURESERVE BUILDING SERVICES, INC. FOR A TERM OF THREE FISCAL YEARS, EXPIRING ON JUNE 30, 2025, AND A NOT-TO-EXCEED FEE OF $263,696 FOR FISCAL YEAR 2022/23
WHEREAS, PureServe Building Services (PureServe) has been under contract with the City of Carmel to provide janitorial services since March 2016 under a prior contract that expires on June 30,2022; and
WHEREAS, Public Works Department staff asked four janitorial services firms to provide budgetary quotes for the purposes of preparing the department’s operating budget for Fiscal Year 2022/23 and completing a Request for Proposal to formally solicit proposals for janitorial services for the next three fiscal years; and
WHEREAS, the annual budgetary quote of $263,696 submitted by PureServe was 62% to 66% below that of two other, qualified competitors; and WHEREAS, PureServe agreed to honor their quote as a firm not-to-exceed cost for Fiscal Year 2022/23, and this cost reflects inflationary cost increases for labor and commodities, as well as services that meet or exceed the level of services prior to the Pandemic; and WHEREAS, PureServe has agreed to enter into the City’s current Professional Services Agreement form; and
WHEREAS, Carmel Municipal Code Section 3.12.140, “Bidding Procedures – Dispensation When,” states, “Purchase of supplies, materials, or equipment shall be by quotation or bid procedures as set forth in this chapter. Such procedures may be dispensed with by the purchasing agent, at her or his sole discretion and judgment, as to the best interest of the City.”

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 a new Professional Services Agreement with PureServe Building Services, Inc. for a term of three fiscal years, expiring on June 30, 2025, a not-to-exceed fee, including contingency, for Fiscal Year 2022/23 of $263,696, and with the option for renewal for up to three additional years.

Attachment 1
Resolution No. 2022-045

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-SEA this 6th day of June, 2022, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED: ATTEST:
_________________________ _________________________
Dave Potter Yashin Abbas
Mayor Interim City Clerk
Attachment 1
FY 2022-2023
Budget
See Note 1
Preliminary Estimate
Pending CPI
Adjustment
See Note 2
Preliminary Estimate
Pending CPI Adjustment
See Note 2

FACILITY
Fiscal Year
2022-23
(7/1/22-6/30/23)
Fiscal Year
2023-24
(7/1/23-6/30/24)
Fiscal Year
2024-25
(7/1/24-6/30/25)
Del Mar Beach Restrooms $ 30,485.62 $ 31,400.19 $ 32,342.19 Devendorf Park Restrooms $ 30,485.62 $ 31,400.19 $ 32,342.19Forest Hill Park Lower Restrooms $ 8,274.98 $ 8,523.23 $ 8,778.93Forest Hill Park Upper Restrooms $ 8,274.04 $ 8,522.26 $ 8,777.93Murphy Park Restrooms $ 30,485.62 $ 31,400.19 $ 32,342.19Piccadilly Park Restroom $ 9,013.53 $ 9,283.94 $ 9,562.45Scenic Drive Restroom $ 29,737.91 $ 30,630.05 $ 31,548.95Harrison Memorial Library $ 16,167.26 $ 16,652.28 $ 17,151.85Park Branch Library $ 16,167.26 $ 16,652.28 $ 17,151.85Police Headquarters $ 36,470.24 $ 37,564.35 $ 38,691.28Public Works $ 7,376.48 $ 7,597.77 $ 7,825.71City Hall $ 16,167.26 $ 16,652.28 $ 17,151.85Vista Lobos Meeting Room $ 6,854.25 $ 7,059.88 $ 7,271.67Forest Theather Restrooms $ 7,736.18 $ 7,968.27 $ 8,207.31 Total: $ 253,696 $ 261,307 $ 269,146
Supplemental Work: See Note 3 $ 10,000 $ 10,000 $ 10,000 Maximum Not To Exceed 263,696 $ 271,307 $ 279,146 $
123 Supplemental Work to be billed at $30/hour, with a 4-hour minimum Actual rates for FY 2023/24 amd 2024/25 will be based on the actual CPI of the San Francisco/Oakland Bay Area. The Preliminary Estimates in the table reflect a 3% increase each fiscal year.

Notes:

Total Includes Comprehensive / Detail Cleaning of Public Restrooms and Includes all labor and labor-related costs, management and supervision, consumable supplies, cleaning supplies, equipment, restroom detail cleaning, miscellaneous costs, overhead and profit

EXHIBIT B
City of Carmel-by-the-Sea
Janitorial Services

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
June 6, 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 2022-046 ratifying the City Administrator's execution of Funding and Reimbursement Agreements with the Transportation Agency for Monterey County for the 2022 Pavement Management Program Update
RECOMMENDATION:

Adopt Resolution 2022-046, ratifying the City Administrator's execution of Funding and Reimbursement Agreements with the Transportation Agency for Monterey County (TAMC) for the 2022 Pavement Management Program Update.

BACKGROUND/SUMMARY:

Most municipalities within California use a Pavement Management Program (PMP) to assess the condition of local streets and prioritize street maintenance and rehabilitation projects. In 1997, the City selected Nichols Consulting Engineers (NCE) to survey the condition of all City streets and develop Carmel’s PMP using the (Bay Area) Metropolitan Transportation Commission’s “Street Saver” computer program. In 2003, 2007, 2013, and 2018, NCE updated the City's PMP. Best practice recommends conducting field surveys and updating the database in three to five year intervals.

In November 2016, Monterey County voters passed Measure X, a 3/8ths cent tax that will provide funding to local agencies for roadways improvements for 30 years. In July 2017, Council authorized a Master Programs Funding Agreement with TAMC for the use of Measure X funds. As a condition of receiving Measure X funds, the City must have and maintain a PMP.

In March 2022, TAMC released a Request for Proposals (RFP) seeking qualified firms to perform roadway condition surveys and upload data into MTC’s Street Saver program, update pavement repair strategies, reevaluate funding scenarios, and submit reports. TAMC recently announced that their evaluation panel selected NCE as best qualified to perform these services.

The City of Carmel, five (5) other municipalities, and Monterey County expressed interest in combining resources to achieve a cost-effective and consistent PMP, which will result in Pavement Condition Indices that can be benchmarked with others on an “apples-to-apples” basis. Under this regional approach, NCE’s fee to re-survey and update our PMP is $18,070, a significant savings over doing the same work for Carmel independently. This is a great example of local agencies pooling resources to the benefit of all. NCE estimates a six-month timeframe to complete the project.

In order to proceed with the Project expeditiously, TAMC requested that the participating agencies execute the attached PMP Funding and Reimbursement Agreements for the City’s fair share costs as part of this regional PMP. To be responsive to TAMC's sense of urgency, the City Attorney reviewed and the City Administrator already executed the Agreements. Adopting Resolution 2022-046 would ratify the City Administrator's execution of the Agreements.

FISCAL IMPACT:

Approval of these agreements obligate the City to reimburse TAMC for actual PMP implementation costs related to the City’s road network.up to $18,070. Separately, there is an annual software subscription fee to the MTC for the StreetSaver program for $1,500 which is funded in the Public Works Operating Budget. These expenses will be charged to the contract services accounts 101-119-40-42001 and 101-119-41-42001 in the Public Works operating budget for Fiscal Year 2022/23.

To reiterate, the City is required to maintain a PMP in order to receive Measure X funds, estimated to be $203,095 in FY 2022/23. The Agreements with TAMC provide a cost-effective approach to meet this compliance and ensure ongoing receipt of these funds. In addition, the City anticipates receiving $91,703 from the Road Repair and Rehabilitation Act (SB 1) for FY 2022-23..

PRIOR CITY COUNCIL ACTION:

In July 2017, Council adopted a resolution authorizing the City Administrator to execute a Master Programs Funding Agreement with TAMC for the use of Measure X funds.

In January 2018, Council adopted Resolutions 2018-004 and 2018-005 authorizing the City Administrator to execute Funding and Reimbursement Agreements with TAMC for the 2018 Pavement Management Program Update.

On May 2, 2022, Council adopted Resolution 2022-039 approving a list of concrete street projects partially funded by Measure X and SB 1, the Road Repair and Accountability Act.

ATTACHMENTS:

Attachment #1 - Resolution 2022-046
Attachment #2 - Funding and Reimbursement Agreements with TAMC Attachment 1
Attachment 1
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
June 6, 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 2022-051 authorizing the purchase of a lighting box truss system for the stage at Forest Theater
RECOMMENDATION:

Adopt Resolution 2022-051, authorizing the purchase of a lighting box truss system for the stage at Forest Theater.

BACKGROUND/SUMMARY:

On March 1, 2022, Council adopted Resolution 2022-023, approving a Lease Agreement with Pacific Repertory Theatre (Pac Rep) for Operations and Management of the Forest Theater and approving a Public Works budget amendment of $60,000 for one-time, initial upgrades.

Per the Agreement, Pac Rep committed to a $15,000 investment for initial upgrades in addition to the City's $60,000 allocation. Pac Rep and staff agreed to appropriate the collective amount to purchase and repair five (5) features of the Forest Theater site, budget permitting. The status of these improvements are noted below.

1. Stage floor and subfloor repairs. These repairs were completed. Most of the lumber was donated by Hayward Lumber, and Pac Rep provided the labor. The City spent $1,524 for trash bins to haul away the prior stage floor materials.

2. Lighting truss/towers. This agenda item, to be paid by the City.

3. Picnic Tables. Approximately five picnic tables are being considered. They may be hand crafted by Carmel Cares or purchased by Pac Rep and/or the Rotary Club and installed by Carmel Cares and Public Works. Volunteers are also anticipated to establish short pathways to the picnic tables and add plantings around these picnic areas.

4. Stage Rigging. Pac Rep is getting quotes on rigging systems to attach to the proposed lighting box trusses. Rigging will allow set panels and flying apparatus to move across the stage.

5. Prefabricated box office. This purchase has been deferred to a future date if/when funding becomes available.

The existing truss system currently at Forest Theater consists of four towers and two side rail trusses, both purchased by the City in 2016, and a lighting/rigging box truss and tower system that is being rented by Pac Rep for the summer season at a cost of $8,500. All of the truss components were provided by Stages Unlimited, located in Gilroy, California. Stages Unlimited specializes in lighting systems, elevated platforms, stages, temporary roof systems, and bleachers.

Carmel Municipal Codes Section 3.12.140, "Bidding Procedures," allows for the disposition from bidding, per paragrah C, "When the supply, material, or equipment can be obtained from only one vendor or supplier." Since Stages Unlimited furnished the existing towers and truss system above the stage, it is prudent and safest to use the same proprietary system for all truss elements.

The quote from Stages Unlimited, shown in Attachment #2, of $53,673.42 includes engineered plans, fabrication, delivery, installation based on prevailing wage labor, and tax. Delivery is expected to take at least six weeks after issuance of a Purchase Order. However, since Pac Rep will be in the active production season at that time, it is assumed that the installation will occur as soon as the production season ends.

The photograph shown in Attachment #3 shows the identical (rented) box truss system with City-owned side rail trussses and towers for the Shrek set.

FISCAL IMPACT:

Approximately $58,476 remains in the special Forest Theater Upgrades Account 122PW-FORTHTR in Fiscal Year 2021/22. The cost for the lighting box trusses is $53,673.42. Unlike most Purchase Orders, a 50% downpayment is due prior to fabrication with the balance due after the installation.

PRIOR CITY COUNCIL ACTION:

On March 1, 2022, Council adopted Resolution 2022-023, approving a Lease Agreement with Pacific Repertory Theatre for Operations and Management of the Forest Theater, and approving a Public Works budget amendment of $60,000 for initial upgrades.

ATTACHMENTS:

Attachment #1 - Resolution 2022-051
Attachment #2 - Stages Unlimited Quote
Attachment #3 - Photo of Truss System for Shrek

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
RESOLUTION NO. 2022-051

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA

AUTHORIZING THE PURCHASE OF A LIGHTING BOX TRUSS SYSTEM FOR THE STAGE

AT FOREST THEATER
WHEREAS, on March 1, 2022, Council adopted Resolution 2022-023, approving a Lease Agreement (Agreement) with Pacific Repertory Theatre (Pac Rep) for Operations and Management of the Forest Theater; and
WHEREAS, the Agreement with Pac Rep allocates a City budget of $60,000 and a Pac Rep budget of $15,000 for one-time, initial upgrades, including a lighting box truss system for the stage; and
WHEREAS, the existing truss system currently at Forest Theater consists of four towers and two side rail trusses, both purchased by the City in 2016, and a lighting/rigging box truss and tower system that is being rented by Pac Rep; and
WHEREAS, all of the truss components were provided by Stages Unlimited, located in Gilroy, California; and
WHEREAS, Carmel Municipal Code Section 3.12.140, "Bidding Procedures," allows for the disposition from bidding "When the supply, material, or equipment can be obtained from only one vendor or supplier." Since Stages Unlimited furnished the existing towers and side rail truss system above the stage, it is prudent to use one proprietary system for all truss elements; and WHEREAS, the quote from Stages Unlimited of $53,673.42 includes engineered plans, fabrication, delivery, installation, and tax.

NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA DOES HEREBY:

Authorize the purchase of a lighting box truss system for the Forest Theater Stage from Stages Unlimited for a cost of $53,673.42.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-SEA this 6th day of June, 202, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Attachment 1
Resolution No. 2022-051

APPROVED: ATTEST:
_________________________ _________________________
Dave Potter Yashin Abbas
Mayor Interim City Clerk
Attachment 1
Attachment 2
Attachment 3

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
June 6, 2022

CONSENT AGENDA
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Agnes Martelet, Manager, Environmental Compliance APPROVED BY: Chip Rerig, City Administrator
SUBJECT:

Letter authorizing the County of Monterey to execute all documents necessary to continue to implement the annual Used Oil Payment Program on behalf of the City during FY 2022/23
RECOMMENDATION:

Authorize the City Administrator to send a letter authorizing the County of Monterey to execute all documents necessary to continue to implement the annual used Oil Payment Program on behalf of the City during Fiscal Year 2022/23.

BACKGROUND/SUMMARY:

For over 15 years, the Monterey County Environmental Health Bureau has successfully collaborated with the City and other local municipalities to implement a countywide Used Oil and Filter Recycling Program. This program is funded by an Oil Payment Program (OPP) grant from the California Department of Resources Recycling and Recovery (CalRecycle). The Monterey County Environmental Health Bureau has served as the administrator of the OPP on behalf of all cities and the unincorporated area of the County, resulting in the leveraging of resources and consistency in outreach efforts. In order to continue this partnership, the City must each year provide a letter authorizing the Monterey County Environmental Health Bureau to act as the lead agency to administer the OPP (Attachment 2).

In Fiscal Year (FY) 2020/21, the County collected 179,023 gallons of oil and 30,681 oil filters for proper disposal. Over the past FY, the County ran 764 ads through various media outlets, including radio, newspaper and online, and hosted 1 outreach event held at a local harbor. Due to the COVID-19 pandemic, tabling and other close-contact activities were cancelled. Additional program highlights are included in the County’s letter to the City (Attachment 1).

FISCAL IMPACT:

The program is funded by a CalRecycle grant and thus does not impact the City’s budget.

PRIOR CITY COUNCIL ACTION:

Council authorized sending a letter on July 6, 2021 to continue the program in FY 2021/22.

ATTACHMENTS:

Attachment 1: Letter from Monterey County Department of Health and annual report for Used Oil Payment Program
Attachment 2: Draft letter to Monterey County from the City Administrator May 23, 2022
Chip Rerig
City Administrator
City of Carmel-by-the-Sea
PO Box CC
Carmel-by-the-Sea, CA 93921
Dear Mr. Rerig:

Each year the Monterey County Environmental Health Bureau (EHB) requests a letter of authorization from the City Administrator or designee authorizing the County of Monterey to execute all documents necessary to continue to implement the annual Oil Payment Program Cycle 13 (OPP13) on your city’s behalf. A sample letter is enclosed for your convenience. We request that you return the signed authorization letter to our office by June 23, 2022 to ensure timely submittal to CalRecycle.

For over 15 years, the EHB has administered a successful countywide Used Oil & Filter Recycling Program on behalf of all cities and the unincorporated area of Monterey County. The Program is funded by a grant from the California Department of Resources Recycling and Recovery (CalRecycle) and supports used oil and filter recycling activities throughout the County. Enclosed is the FY 2020-2021 Annual Report Summary detailing the activities, outreach events and volume collected as a result of this program. Below are a few highlights of program activities:
• Ran over 764 ads in English and Spanish through various media outlets including radio, newspaper and online,
• Through our contracted vendor Save Our Shores, hosted 1 outreach event held at local harbors targeting boaters, and
• Due to the COVID 19 pandemic, tabling and majority of other close contact activities were cancelled.

Continuing to pool funds allows both the Cities and County to continue to achieve greater efficiencies by maximizing resources, allowing consistency in outreach efforts and preventing duplication of labor. I look forward to continue working with your city in providing used oil and filter recycling services to our community.

Please contact Recycling Services at (831) 755-4579 should you need further information regarding this program.

Sincerely,
Ric Encarnacion, REHS, MPH
Bureau Chief, Environmental Health Bureau
Attachment 1
Attachment 1
Attachment 1
Attachment 1
June 8, 2022
Mr. Ric Encarnacion, REHS, MPH
Bureau Chief of Environmental Health Bureau
County of Monterey
1270 Natividad Road
Salinas, CA 93906
Subject: Authorization Letter for the Used Oil Payment Program Cycle 13, FY 2022/23 As the City Administrator of the City of Carmel-by-the-Sea, I am authorized to contractually bind the City of Carmel-by-the-Sea. Pursuant to this authority, I hereby authorize the County of Monterey to submit a regional application and act as Lead Agency for the Used Oil Payment Program Cycle 13 for Fiscal Year 2022/23 on behalf of the City of Carmel-by-the-Sea.

The County of Monterey is hereby authorized to execute all documents necessary to implement the grant under the Used Oil Payment Program Cycle 13 (OPP 13).

For any questions, please contact Agnes Martelet, Environmental Compliance Manager, at 831- 620-2078.

Sincerely,
Chip Rerig
City Administrator
P.O. Box CC
Carmel-by-the-Sea, CA 93921
Attachment 2

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
June 6, 2022

CONSENT AGENDA
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Joel Staker, Information Network Services Manager APPROVED BY: Chip Rerig, City Administrator
SUBJECT:

Resolution 2022-049 authorizing the City Administrator to Execute Amendment No. 2 to a Professional Services Agreement with Joseph Systems Inc. for a not-to-exceed amount of $38,840.70 and extending the term through February 28, 2023, for computer consulting services
RECOMMENDATION:

Adopt Resolution 2022-049 authorizing the City Administrator to execute Amendment No. 2 to a Professional Services Agreement with Joseph Systems Inc. for a new not to exceed amount of $38,840.70 for contract computer consulting services and extending the term through February 28, 2023.

BACKGROUND/SUMMARY:

The City utilizes a variety of consultants to augment its staffing capacity, especially to provide specialized services. Joseph Systems is providing specialized server migration services.

The City Administrator entered into an agreement with Joseph Systems for contract Computer Consulting services on August 9th, 2021 for a not to exceed cost of $23,008.70. According to the Carmel-by-the-Sea Municipal Code, contracts exceeding $24,999 shall be entered into only by Council authorization. The City and Joseph Systems amended the agreement after Council authorization on March 1, 2022 for a not to exceed amount of $28,840.70. The proposed recommendation for City Council consideration is to authorize the City Administrator to execute a second amendment to the existing agreement with Joseph Systems Inc. that will increase it by an additional $10,000 for a new not to exceed amount of $38,840.70 with an end date of February 28, 2023.

FISCAL IMPACT:

There are funds budgeted in the FY22-23 budget to cover this agreement increase.

PRIOR CITY COUNCIL ACTION:

Council approved contract Amendment No.1 on March 1, 2022.

ATTACHMENTS:

Attachment #1: Resolution 2022-049 Joseph Systems Inc Agreement Amendment #2 Attachment #2: J4 Systems Agreement Amendment #2

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
RESOLUTION NO. 2022-049

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE CITY ADMINISTRATOR TO EXECUTE AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES AGREEMENT WITH JOSEPH SYSTEMS INC. FOR COMPUTER CONSULTING SERVICES FOR A NOT-TOEXCEED AMOUNT OF $38,840.70 AND EXTENDING THE TERM THROUGH FEBRUARY 28, 2023 WHEREAS, on August 9, 2021, the City Administrator entered into a Professional Services Agreement with Joseph Systems Inc. for the provision of specialized server migration services in the amount of $23,008.70 with an end date of December 15, 2021; and
WHEREAS, on March 1, 2022, the City Council passed Resolution 2022-020 authorizing the City Administrator to amend the Professional Services Agreement with Joseph Systems Inc. for the provision of specialized server migration services in the amount of $28,840.70 with an end date of June 30, 2022; and WHEREAS, the server migration services require an additional amount of time and funding beyond the original Professional Services Agreement; and
WHEREAS, the Carmel-by-the-Sea Municipal Code requires contracts exceeding $24,999 to be entered into only by Council authorization.

NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-SEA DOES HEREBY:

Authorize the City Administrator to execute Amendment No. 2 to the Professional Services Agreement with Joseph Systems Inc. for computer consulting services in the amount of $10,000 for a new not-to-exceed amount of $38,840.70 and extending the contract term through February 28, 2023.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 6th day of June, 2022, by the following roll call vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

APPROVED: ATTEST:
_______________________ ___________________________
Dave Potter,, Mayor Yashin Abbas, Interim City Clerk
Attachment 1
AMENDMENT NO. 2
AGREEMENT NUMBER: IT-J4SYSTEMS-43-21-22
JOSEPH SYSTEMS, INC. dba J4 SYSTEMS

1. This amendment (the "Amendment") is made by City of Carmel-by-the-Sea and Joseph Systems, Inc. dba J4 Systems, parties to agreement IT-J4SYSTEMS-43-21-22 (the "Agreement") executed on August 9, 2021 and amended on March 1, 2022.

2. The Agreement is amended as follows:
a. Term of the Agreement is modified as follows:

The work under this contract shall continue from June 30, 2022 and shall terminate on February 28, 2023, unless services are no longer needed prior to February 28, 2023. In that case the contract shall terminate sooner
b. The Compensation of the Agreement is modified as follows:

CITY shall pay CONSULTANT in an amount not to exceed $38,840.70 for the term of the entire agreement stipulated in 2a.
c. The scope of services shall include 63 additional hours of consulting services to include:
● Desktop Management deployment services and training
● Authentication configuration services
● File Migration services

3. Except as set forth in this Amendment, the Agreement is unaffected and shall continue in full force and effect in accordance with its terms. If there is conflict between this amendment and the Agreement or any earlier amendment, the terms of this amendment will prevail.

CONSULTANT:

By: _____________________________ Date: ______________________ Ivan MacNamara
CITY:

By: _____________________________ Date: ___________________ Chip Rerig, City Administrator
ATTEST:

By: _____________________________ Date: ______________________ Yashin Abbas, Interim City Clerk
APPROVED AS TO FORM:

By: _______________________________ Date: ______________________ Brian Pierik, City Attorney
Attachment 2

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
June 6, 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:

Resolution 2022-052 authorizing the City Administrator to establish a newly created job description and salary range for Accountant
RECOMMENDATION:

Adopt Resolution 2022-052 authorizing the City Administrator to establish a newly created job description and salary range for Accountant.

BACKGROUND/SUMMARY:

In 2016, the City of Carmel-by-the-Sea retained the services of Municipal Resource Group (MRG) to provide a high-level assessment of the Administration Department. The assessment provided a report that contains several recommendations / menu of choices for the City Administrator to consider and implement as needed to improve the efficiencies in the department’s structure and provide a higher level of customer service to the village and client departments.

Due to the vacancy of the Director of Budgets and Contracts, it provided the opportunity to review workload, workflow, and staffing levels and assignments and refer back to the report. The report indicated there were two overlapping functions: Finance and Contracts and Budget. Currently, the Finance function is responsible for budget development and administration, and the inclusion of “Budget” in the Contracts and budget function is confusing. As indicated the Finance function is currently responsible for the City’s budget development and administration and should continue with these responsibilities. Due to the confusing nature of the Director of Contracts and Budget function and the position did not perform duties similar to the Department Directors classifications, the City has reviewed and assessed with our internal Subject Matter expert to restructure the Finance division as follows:

Finance Manager
Accountant (NEW!)
Finance Analyst
Finance Technician
The new structure eliminates the Director of Budgets and Contracts and adds the new position of Accountant.

This will allow a better transition of the finance function to provide the full scope of services that include budget preparation and administration, account receivable and payable, fix asset management, debt management, fund balance management, investments, financial audits and reports, and labor negotiations costing models.

FISCAL IMPACT:

The proposed FY 22/23 budget eliminates 1.0 Director of Budgets and Contracts and adds 1.0 Accountant. As indicated, there are no new positions, however, a restructure of the Finance function to align with the workload.

PRIOR CITY COUNCIL ACTION:

ATTACHMENTS:

Resolution 2022-052
Exhibit A_Accountant Job Description
Exhibit B_Management Employees Unit Salary Schedule
Attachment 1
Attachment 1

CITY OF CARMEL-BY-THE-SEA

ACCOUNTANT (DRAFT)

POSITION SUMMARY
Under the direct supervision of the Finance Manager, the Accountant performs a variety of highly responsible and complex accounting functions to support the City’s strategic and financial goals and adherence to financial policies. Duties include budgeting, audits, financial transactions and support work, financial planning, forecasting and modeling, creates complex financial statements and spreadsheets; develop and maintain investment reports and performance monitoring and management reporting for all governmental funds.

ESSENTIAL DUETIES AND RESPONSIBILITIES
The list of duties is a representative of the work appropriate this class and does not include all the duties that may be assigned to a particular position. The incumbent may perform a combination of some or all of the following duties:
 Assists Finance Manager with all aspects of finance accounting, journal entry preparation, general ledger review, work paper preparation and tracking.
 Act as Project Lead for the City’s annual audit and Annual Comprehensive Financial Report (ACFR); provide information and documentation to external auditors; prepares audit work papers; prepares year-end and closing journal entries; drafts financial statements including GAAP adjustments; and gathers historical and statistical data.
 Compiles, analyzes, and prepares a variety of financial reports, general and subsidiary ledgers, supporting schedules, and other financial and statistical reports; and prepares correspondence and various financial reports for federal and state agencies as well as for internal auditing.  Assists Finance Manager with year-end reports, preparation of work papers, and working with auditors.
 Performs advanced governmental and proprietary fund accounting work.  Verifies bank account transactions and serves as backup for monthly bank reconciliations.  Prepares monthly, quarterly, and year-end journal entries.  Coordinates cash management functions; reviews and processes investment transactions; updates and reconciles related reports and accounts.
 Implements bank transfers; audits reports; and serves as liaison with financial institutions.  Assists the Finance Manager with preparation of financial reports, including reconciliation of accounts, drafting narrative, performance measurement reporting and ensuring financial and written information are consistent with annual and ongoing monitoring of the City’s budget.  Assists in the preparation of annual financial statements and in the performance of compliance and single audits; coordinates periodic and year-end audit activities; and works/interacts with other City departments on accounting and financial reporting matters.

Attachment 2
City of Carmel-by-the-Sea
Accountant (continued)
 Participates in the purchasing process of the City.
 Provides backup to operational functions such as payroll, accounts payable, daily cash receipts processing.
 Responsible for fixed asset tracking and related accounting functions.  May be responsible for grant monitoring and quarterly/annual reporting.  Assists in documenting, updating and implementing internal control policies and procedures.  Trains and directs the work of others and performs other related duties as assigned.  Supports the relationship between the City of Carmel-by-the-Sea and the constituent population by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains absolute confidentiality of work-related issues, client records, and City information; performs other duties as required or assigned.

Knowledge of:
 Generally accepted accounting theory, principles and practices and their application to a wide variety of accounting transactions.
 Principles, practices and terminology of governmental accounting, budgeting, and auditing.  Principles of financial administration, including budgeting and reporting.  Principles and practices of cost accounting in a public agency.  Current computer systems and application programs such as Microsoft Office Suite; automated financial management systems, spreadsheets and financial transaction processing and report preparation.
 Applicable laws, codes and regulations affecting municipal finance administration.  Principles of financial auditing and reconciliation.
 Financial and statistical research and analysis techniques.  Effective time management principles and practices.
 Standard office practices and procedures, including the use of standard office equipment.  English grammar, vocabulary, syntax, spelling, and punctuation at a level sufficient to perform the duties of the position and communicate and write in a clear, concise, and understandable manner for staff and the public.
 Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Attachment 2
City of Carmel-by-the-Sea
Accountant (continued)
Ability to:
 Analyze, review, interpret, and reconcile financial data, reports, and transactions.  Verify the accuracy of financial transactions and reports.  Ensure proper authorization and documentation for disbursements and transactions.  Learn and work with modern, integrated financial systems (Enterprise Resource Planning (ERP) systems).
 Analyze accounting and financial data generated by computer-based finance systems.  Prepare clear, concise, and accurate financial and accounting reports and records.  Learn, understand, interpret, and apply complex guidelines and procedures.  Effectively apply accounting techniques in a variety of situations.  Learn and effectively apply City policies, procedures, and practices.  Carry out oral and written instructions.
 Use sound, independent judgment within policy and procedural guidelines.  Organize and prioritize own work and meet critical deadlines and operational needs.  Make mathematical and statistical calculations rapidly and accurately.  Maintain accurate records and files.
 Explain technical data to non-technical user staff.
 Communicate effectively, orally and in writing.
 Use tact, initiative, prudence, and sound judgment in politically sensitive situations.  Establish and maintain effective working relationships with those contacted in the course of the work.

MINIMUM QUALIFICATIONS
Education, Training, and Experience Guidelines:

Graduation from an accredited college or university with a degree in Accounting, Business Administration, or a closely related field and three (3) years of experience in accounting or auditing on a professional level. Governmental accounting experience is highly desirable.

PHYSICAL REQUIREMENTS and WORKING CONDITIONS
The physical requirements described are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed primarily in an office environment. An employee is regularly required to sit for long Attachment 2
City of Carmel-by-the-Sea
Accountant (continued)
periods of time; talk or hear, in person, in meetings and by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with hands and arms. The employee is frequently required to, bend and twist to reach files, walk and stand, and occasionally lift up to 20 pounds. While performing duties, the employee is regularly required to use written and oral communication skills; read and interpret complex data, read fine print and computer monitors; maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, operating assigned equipment, reading and writing. At times, the incumbent may be required to attend evening meetings and work beyond the established workday.

Pursuant to California Government Code Section 3100, all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them by their supervisors or by law.

Established: 06/07/2022
Resolution #: 2022-xxx
FLSA Status: Exempt
Bargaining Unit: Management Employees Unit, an affiliated unit of LiUNA Attachment 2
Classification Grade Pay Step 1 Step 2 Step 3 Step 4 Step 5 Hourly: $ 36.18 $ 38.01 $ 39.90 $ 41.90 $ 43.99
Associate Planner M-284 Monthly: $ 6,271.20 $ 6,588.40 $ 6,916.00 $ 7,262.67 $ 7,624.93 Annual: $ 75,254.40 $ 79,060.80 $ 82,992.00 $ 87,152.00 $ 91,499.20 Hourly: $ 38.80 $ 40.76 $ 42.80 $ 44.93 $ 47.19
Facilities Maintenance Supervisor M-298 Monthly: $ 6,725.33 $ 7,065.07 $ 7,418.67 $ 7,787.87 $ 8,179.60 Annual: $ 80,704.00 $ 84,780.80 $ 89,024.00 $ 93,454.40 $ 98,155.20 Hourly: $ 50.56 $ 53.08 $ 55.73 $ 58.52 $ 61.45
Accountant (New, Pending Approval) M-351 Monthly: $ 8,763.73 $ 9,200.53 $ 9,659.87 $ 10,143.47 $ 10,651.33 Senior Planner Annual: $ 105,164.80 $ 110,406.40 $ 115,918.40 $ 121,721.60 $ 127,816.00 Hourly: $ 52.11 $ 54.71 $ 57.44 $ 60.32 $ 63.33
City Forester M-357 Monthly: $ 9,032.40 $ 9,483.07 $ 9,956.27 $ 10,455.47 $ 10,977.20 Public Works Superintendent Annual: $ 108,388.80 $ 113,796.80 $ 119,475.20 $ 125,465.60 $ 131,726.40 Hourly: $ 55.73 $ 58.52 $ 61.45 $ 64.52 $ 67.75
Principal Planner M-363 Monthly: $ 9,659.87 $ 10,143.47 $ 10,651.33 $ 11,183.47 $ 11,743.33 Annual: $ 115,918.40 $ 121,721.60 $ 127,816.00 $ 134,201.60 $ 140,920.00

CITY OF CARMEL-BY-THE-SEA

PAY SCHEDULE FOR LIUNA MANAGEMENT CLASSIFICATIONS
EFFECTIVE JUNE 1, 2022
PENDING APPROVAL COUNCIL MEETING JUNE 7, 2002