Agenda packet — Carmel-by-the-Sea City Council, January 8, 2024 (part 2 of 2)

Overall Objectives and Responsibilities
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EMERGENCY OPERATIONS PLAN
The Public Information Section of the Carmel Emergency Operations Center Staff is charged with coordinating the origin and dissemination of all public information and population warnings for the City. The overall objectives of Emergency Public Information and Population Warning operations and the specific responsibilities of the Public Information Section are to:
• Maintain an accurate and informative flow of emergency related information and/or warnings to the citizens of Carmel-by-the-Sea before, during, and after a major emergency or disaster.
• Ensure that the media and the public within the affected area receive complete, accurate, timely, and consistent information about life preservation procedures, public health advisories, relief and assistance programs, and other vital information. • Coordinate media releases with the Monterey County Operational Area Public Information Officer and other Public Information Officers representing other affected nearby or local jurisdictions and/or agencies.
• Organize press conferences in conjunction with the Emergency Services Director. • Produce and release all Carmel Emergency Bulletins/Press Releases. • Produce and distribute all Carmel Warning Bulletins.
• Establish and maintain a pro-active emergency preparedness program designed to promote and sustain a high level of practical preparedness among residents, merchants, and visitors to the City.
• Provide an organizational infrastructure to allow the expeditious and accurate dissemination of emergency public information within the City.

Public Information Section Positions
The Public Information Section may include the following positions:
• Public Information Section Chief/Public Information Officer. • Dissemination Unit Leader.
• Information Collection Unit Leader.
• Other positions as assigned or deemed necessary for the situation at hand.

See Annex A - CEOC Positions and Duties and Annex B -- Position Operational Checklists for additional details and more definitive description of duties.

Emergency Public Information and Population Warning Systems The following systems/dissemination means are available for use by the Public Information Section to conduct Emergency Public Information and Population Warning operations within the City:
• Use of AlertMontereyCounty .org for the entire City.

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• Use of the Siren located on the Fire Station roof. (Used for imminent emergency notifications; such as Fast moving fires)
• Dissemination using the City's website.
• Displays at appropriate City offices (Police Station, Fire Station, City Hall, etc.) • Printed Carmel Warning Bulletins {CAR WARNBULLS) for hand-to-hand, door-to-door distribution, or posting at designated locations.
• Carmel Emergency Bulletins (CEMERBULLS) or Press Releases to provide information to the local media.
• Direct contact via telephone or face-to-face/door-to-door. • Monterey County Operational Area EOC means, including a Joint Information Center (JIC), if established.
• Use of the Emergency Alert System (EAS).
• Direct interface by City representatives at the Temporary Assistance Center (TAC). • Direct interface by the Mayor and City Council members. • Direct media contact including live interviews. (See Annex F - CEOC Key Points of Contact lists local media resources that could be employed.) • Dissemination via police or fire service personnel.
• Dissemination via American Red Cross volunteers.
• Dissemination via the Carmel Innkeepers Association, the Carmel-by-the-Sea Chamber Commerce, and/or the Carmel Residents Association.
• Dissemination by volunteers or service organizations. (Service clubs, Boys Scouts, etc.) • Dissemination through local schools.
• Dissemination through social media networks/systems. (Facebook, Twitter, etc.) • Use of the Pebble Beach low power radio system. (Tentative: Arrangements pending.) • Other means/systems deemed appropriate to the situation extant.

The use of public meetings for dissemination of information prior to or during an actual emergency is not recommended. (See Emergency Public Information Policies and Procedures Following a CEOC Deactivation or During Emergency Recovery Phase below for employment of this option.)
Emergency Public Information and Population Warning Systems Use It will be the policy of Carmel-by-the-Sea to employ any or all of the systems listed above to ensure complete dissemination of emergency public information and/or population warnings prior to and during a major emergency or disaster. No particular priority is assigned to system employment.

The Emergency Services Director has the authority to direct selective use of systems to ensure the U-5

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most effective means are employed, consistent with the resources available to employ the systems.

Caution should be exercised to guard against over-reliance on any particular system. The overriding goal of using any system or multiple systems is to ensure complete and accurate dissemination of all pertinent information related to the emergency situation extant.

Pre-Activation/Normal Emergency Public Information Operations and Procedures. • General.

The fundamental objective of pre-activation/normal emergency public information operations is to maximize public emergency preparedness prior to an actual emergency. This effort comprises the following basic elements:
o Community Outreach: Direct and indirect outreach to residents and businesses within the City.
o Touristfrransient Population Outreach: Direct and indirect outreach to tourists and temporary residents within the City.
o Outreach to Persons with Functional and Access Needs: Tailored outreach to residents with specific functional and access needs that impair their mobility or ability to respond or care for themselves during an actual emergency. o Emergency Warnings Prior to the Actual Emergency: Those warnings that are intended to provide situational awareness and emergency preparedness instructions prior to the actual occurrence of the emergency.
• General Emergency Preparedness.

The purpose of emergency preparedness is to bring the general population, City employees, and tourist population to a state of readiness that will enable each to provide for their respective safety during a major emergency or disaster. Skills, capabilities, and/or equipment that should be stressed include, but are not limited to:
o Basic first aid.
o Evacuation procedures and equipment.
o Vehicular preparedness.
o Emergency supplies, including food, water, cash, etc. o Personal emergency preparedness considerations, including eyeglasses, medicines, etc.
o Means of emergency communications, including battery powered radio, etc. o Emergency lighting.
o Provision for pets.
o The parameters of evacuation and/or shelter-in-place as applicable to the impending or extant situation.

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EMERGENCY OPERATIONS PLAN
• Community Outreach.

The City will maintain a pro-active and continuous community emergency preparedness outreach program. The following elements will be employed:
o Standard FEMA/American Red Cross and locally developed preparedness literature will be displayed and available for the public at the following locations within the City:
• Vestibule of the Police Station .
• The Fire Station .
• Foyer of the City Hall.
• The Post Office .
• The Carmel Foundation .
• Chamber of Commerce .
• Sunset Center .
o Distribution of emergency preparedness information directly to City residences will be undertaken.
o Emergency preparedness information will be made available on the City's website.

This may include links to other websites providing such information. o Provide outreach in the form of fire/police personnel to provide preparedness talks to community groups.
o Collaborate with the Monterey Bay Chapter of the American Red Cross in the distribution of emergency preparedness information and/or training. o Other means as appropriate.
• Tourist/Transient Population Outreach.

The City will establish and maintain a pro-active and continuous emergency preparedness program to reach tourists and visitors. Collaboration of this effort with appropriate hospitality industry associations will be undertaken. The following actions will be undertaken:
o The City will collaborate with the Carmel Innkeepers Association and the Carmel Chamber of Commerce to develop, distribute, and maintain tourist oriented emergency preparedness information at all hotels/motels within the City. This information should address those potential emergency situations that could be unique to the City and which may not be familiar to guests from outside the local region. (Examples: earthquake, tsunami, urban/wildland interface fire.) ANNEXU
Effective Date: January 1, 2024
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o The City will maintain a working relationship with the Carmel Innkeepers Association and the Carmel Chamber of Commerce to ensure that members of the hospitality industry have a reasonable understanding of local emergency preparedness measures, and are able to respond adequately to inquiries from tourists. o The City will ensure that hospitality associations receive all emergency warning information in order for that information to pass directly to all members of the association. o The Carmel Innkeepers Association and the Carmel Chamber of Commerce will be requested to develop means of rapidly disseminating information to their membership for eventual distribution of tourists. • Persons with Functional and Access Needs Outreach.

The City will maintain a pro-active and ongoing program to provide emergency preparedness outreach program to those members of the Carmel community who may have functional and access needs. Program elements will include, but will not be limited to:
o Coordinating with the Carmel Foundation and other community service organizations, the City will endeavor to maintain a voluntary listing of members of the community with functional and access needs. Persons will not be included on this listing without their consent. o Every effort will be undertaken to determine if special outreach efforts or means will be needed to communicate with persons on the list. Critical to this factor will be whether it will be necessary to individually notify a specific person or residence, and/or provide direct assistance during an emergency.
o During an actual major emergency or disaster, or as directed by the Emergency Services Director, regular contact or "welfare checks" will be maintained on those residents with functional and access needs. Using volunteer assets, these residents will be kept informed to the maximum extent possible of all pertinent emergency related information and warning.
• Emergency Warnings Prior to an Actual Emergency. It is conceivable promulgation of emergency warnings may be necessary prior to the actual emergency or activation of the CEOC. This may occur prior to forecast weather events. To ensure consistency of emergency public information prior to an actual emergency and a coordinated transition into actual emergency operations, it is imperative the Public Information Section Chief/Public Information Officer be involved at the onset of any form of emergency public information operations, whether the actual emergency is extant or not.

Emergency Public Information/Emergency Warning Policies and Procedures during a CEOC Activation or During Emergency Response Phase.
• General.

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EMERGENCY OPERATIONS PLAN
The following factors are germane to emergency public information and emergency warnings generated during an activation of the CEOC:
o Consistency of Information. Every effort should be undertaken to ensure the consistency of information provided to the public. Considering that multiple systems may be employed simultaneous, often by different members of the CEOC Staff, this factor may prove challenging. The use of scripted messages, including CEMERBULLs or CAR W ARNBULLs, is strongly encouraged.
o Timeliness of Information. Every effort should be extended to ensure that pertinent emergency public information is disseminated as far in advance of the actual emergency as possible. It may be necessary to promulgate partial information into order to ensure forewarning of the population. If this is undertaken, follow up promulgation of complete information should ensue as soon as practicable. o Message Structure. All emergency public information communications and warnings should be constructed with care. Clear and concise construction should be the goal. Unfamiliar terminology, acronyms, and abbreviations should be avoided.

The overriding objective should be a communication that can be understood quickly and completely by the average recipient.
o Means of Dissemination. As noted earlier, the means of dissemination should be selected based on effectiveness and the intended recipients of the emergency information. A specific means of dissemination may not be effective in reaching all elements of the population. Additionally, some means of dissemination may be rendered ineffective during certain types of emergencies. The Public Information Section Chief should be keenly aware of the effectiveness of each means available during an emergency, and not be reluctant to shift to other means if one means is found lacking.
o Notification of the Mayor, City Council Members, and City Employees. It is imperative that the Mayor, City Council Members, and city employees receive all emergency public information/emergency warnings in a timely and consistent manner. A possibility always exists that citizens will make inquiries of their elected representatives or city employees during the early or warning stages of an emergency; consequently, all concerned need to have sufficient information at hand in order to be able to respond in a knowledgeable manner.
o Coordination with Other Jurisdictions. In some instances, neighboringjurisdictions may have the need to disseminate similar information within a given timeframe.

The Public Information Section Chief should be prepared to closely coordinate information promulgations with other jurisdictions, the Monterey County Operation Area EOC, and/or Joint Information Center (JIC), if established. Care should be taken to ensure that any effort to produce jointly coordinated dissemination of emergency information does not omit or sacrifice Carmel unique information in the interest of "jointness".

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CITY OF CARMEL-BY-THE-SEA

EMERGENCY OPERA TJONS PLAN
• Carmel Emergency Bulletins (CEMERBULLs) and Carmel Warning Bulletins (CARW ARNBULLs)
These documents will be the primary printed means of disseminating emergency public information. The following policies and protocols apply:
o Each category will be numbered sequentially by year starting with 001-12 (for calendar year 2012). o CEMERBULLs will be used primarily to disseminate information to the media, other agencies, and other jurisdictions.
o CARWARNBULLs will be used primarily to disseminate information directly to residents, tourists, and businesses within the City.
o These documents will be originated only by the Public Information Chief/Section. o Either document can be used as a basis for verbal and other means of emergency public information communications delineated in this annex. • Policies and Procedures
The following policies and procedures are applicable to emergency public information/population warnings developed during a CEOC activation or an emergency response:
o All public information releases/population warnings will be staffed through and approved by all applicable section chiefs.
o If controversial issues arise during the staffing process, the Emergency Services Director will approve the communication/release.
o The Public Information Section Chief will maintain a readily accessible file of all emergency public information/releases.

Emergency Public Information Policies and Procedures Following a CEOC Deactivation or During Emergency Recovery Phase.
• General.

The same factors listed in the preceding section remain germane during this phase. The following factors will likely be unique to this phase:
o Coordination with Other Involved External Agencies. Frequently, various state and federal agencies will play a prominent, if not leading role, during the recovery phase. These may include, but are not limited to, Small Business Administration (SBA), Federal Emergency Management Agency (FEMA), commercial insurance companies, and other organizations. These agencies may or may not request the City's assistance in promulgating recovery information, or reaching residents desirous of obtaining recovery assistance information. Additionally, these agencies may elect to disseminate their information through local media, directly bypassing U-10

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the City. To this extent, the City will be pro-active and conduct an aggressive outreach to assist dissemination of information. Means that may be employed include, but are not limited to, the following:
• Including agency information in CARWARNBULLs.
• Hosting open meetings between agency representatives and residents. • Distributing or making available agency literature available at key locations within the City.
o Centralized External Agency Operations. External agencies assisting in recovery operations may elect to elect to operate from one central location or establish assistance centers. • Means of Emergency Public Information Communications in Support of External Agencies.

The systems/dissemination means listed in the Emergency Public Information and Population Warning Systems section above are germane to recovery operations and may be employed. Additionally, public meetings organized with involved external agencies can be a very effective means of disseminating recovery operations and answering valid questions at the same time.

Relationships with the Operational Area Public Information Section or the Joint Information Center (JIC).

It is imperative that close relationships be maintained with the Operational Area Public Information Section, or a Joint Information Center (JIC), if established. It should be expected that either entity will probably possess:
• Greater depth in trained personnel.
• Enhanced means of information dissemination.
• Close working relationships and enhanced means of interface with CALEMA, and other state and federal agencies involved in the emergency.
• Close working relationships with local media resources. • The ability to include all affected jurisdictions into a single warning or information bulletin, thus eliminating the need for similar bulletins from each jurisdiction.

It will be the policy of the City to maintain close working relationships with the Op Area Public Information Section or JIC at all times, and to employ the option of placing City representation in either if the situation warrants.

When working in cooperation with the Op Area Public Information Section or JIC, there exists the possibility that limited detailed knowledge of the City and its needs may exist. Close coordination and/or subtle indoctrination usually will overcome this challenge.

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Relationships with Federal and State Organizations or Public Information Entities.

In certain types of emergency or disaster situations, it is conceivable that a federal or state agency (FBI, FEMA, CALEMA, NTSB, USCG, etc.) may elect to function as the lead public information agency. Should this occur. it will be the policy of the City to cooperate fully with the lead agency, and to the extent possible, coordinate all City public information operations with the lead agency.

To this extent, the City may elect to have representation in the lead agency's emergency operations center, command post, or JIC, or conduct direct liaison in order to coordinate all City public information releases with the lead agency. The overall objectives of this effort will be to present a unified public information front and to avoid duplication of effort and/or dissemination of conflicting information and the confusion that can result. Mutual, supportive cooperation and coordination are paramount.

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Carmel Emere;ency Bulletin (CEMERBULL)

FORMAT/EXAMPLE
Carmel Emergency Bulletin (CEMERBULL) No. 001-12
June 1, 2011
FOR RELEASE TO:

ALL LOCAL MEDIA

ALL CITIZENS AND GUESTS OF CARMEL-BY-THE-SEA

ALL CITY DEPARTMENTS/EMPLOYEES

CALIFORNIA HIGHWAY PATROL (CUP)

MONTEREY COUNTY OFFICE OF EMERGENCY SERVICES/EOC
SUBJECT: The National Weather Service (NWS) has issued a severe weather warning for the Central Coast including the City of Carmel. Heavy rains and high winds are predicted for tonight and tomorrow morning. Localized flooding of underpasses, intersections and low lying areas is possible. These areas should be avoided.

Power outages frequently accompany these forecasted conditions. All citizens should have battery powered lights and extra batteries available. Avoid and report immediately any downed power lines. Use candles with caution. Have food available that does not require electrical power for cooking.

Driving during these conditions can be especially hazardous. If possible, avoid travel until the storm passes. If you must drive, drive defensively. Allow extra distances for stopping. Drive no faster than conditions permit.

The City of Carmel has suspended all non-essential municipal operations until the storm passes.

Carmel Unified School District has suspended classes until further notification. The Carmel Emergency Operations Center (CEOC) has been activated and will remain open until the storm passes and the City can resume normal operations.

Additional CEMERBULLs will be issued as the situation warrants. (Insert Name)
City Administrator/Emergency Services Director
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Carmel Warning Bulletin (CARWARNBULL)

FORMAT/EXAMPLE
Carmel Warning Bulletin (CARWARNBULL) No. 001-12
June 1, 2011
FOR HAND DISTRIBUTION/RELEASE IN PRINT TO:

ALL CITIZENS AND GUESTS OF CARMEL-BY-THE-SEA

ALL CITY DEPARTMENTS/EMPLOYEES
FAX TO: MONTEREY COUNTY OFFICE OF EMERGENCY SERVICES/EOC

CALIFORNIA HIGHWAY PATROL (CUP)
SUBJECT: The National Weather Service (NWS) has issued a severe weather warning for the Central Coast including the City of Carmel. Heavy rains and high winds are predicted for tonight and tomorrow morning. Localized flooding of underpasses, intersections and low lying areas is possible. These areas should be avoided.

Power outages frequently accompany these forecasted conditions. All citizens should have battery powered lights and extra batteries available. A void and report immediately any downed power lines. Use candles with caution. Have food available that does not require electrical power for cooking.

The City of Carmel has suspended all non-essential municipal operations until the storm passes.

Additional CARWARNBULLs will be issued as the situation warrants. (Insert Name)
City Administrator/Emergency Services Director
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EMERGENCY OPERATIONS PLAN
Pre-Scripted CEMERBULLs/CARW ARNBULLs/Media Releases:

The following pre-scripted media releases are provided as examples; these releases were formally contained in Annex H -- Pre-Scripted Declarations, Carmel Emergency Bulletins (CEMERBULLS) and Media Releases of the original plan. They have been moved to this Annex in order to consolidate all Emergency Public Information (EPI) and Population Warning (PW) tools and forms in one location. The formats are designed to facilitate the development of CEMERBULLS, CAR W ARNBULLs, and verbal media releases, and are considered interchangeable. • Sample Media Release: Carmel Emergency Bulletin (CEMERBULL). Unidentified Spill/Release in Heavy Traffic Area Sample Media Release- Page U-14. • Sample Media Release: Carmel Emergency Bulletin (CEMERBULL): Low Hazard/Confined Spill/Release (No General Evacuation - Page U-15. • Sample Media Release: Carmel Emergency Bulletin (CEMERBULL): High Hazard/Confined Spill/Release -- General Evacuation (Advisory/Mandatory - Page U16. • Sample Media Release: Carmel Emergency Bulletin (CEMERBULL): Summary Statement for the Media - Page U-17.
• Sample Media Release: Carmel Emergency Bulletin (CEMERBULL}: Road Clo � - Page U-18.
• Sample Media Release: Carmel Emergency Bulletin (CEMERBULL): Approved Viewing Spots- Page U-19.
• Sample Media Release: Carmel Emergency Bulletin (CEMERBULL): Evacuation Ordered Due To Hazardous Conditions - Page U-20.
• Sample Media Release: Carmel Emergency Bulletin (CEMERBULL): Winter Storm/Severe Weather Warning- Page U-21.

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Pre-Scripted CEMERBULLs/CARW ARNBULLs /Media Releases
• Sample Media Release: Carmel Emergency Bulletin (CEMERBULL): Unidentified Spill/Release in Heavy Traffic Area
This is (Name) at the City of Carmel Emergency Operations Center. (Optional) An unidentified substance that may be hazardous has been (spilled/released) at (specific location). Please avoid the area where crews are responding, if possible. The best alternate routes are . If you are already in the area, please be patient and follow directions of emergency response personnel. Specially trained personnel will evaluate the substance and further information will be released as soon as possible.

Thank you for your cooperation.
(Insert Name)
Carmel Public Information Officer
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• Sample Media Release: Carmel Emergency Bulletin (CEMERBULL): Low Hazard/Confined Spill/Release (No General Evacuation This is ameJ at the City of Carmel Emergency Operations Cen- !£!. (Optional) A small amount of a hazardous substance has been spilled/released at . Streets are blocked, traffic is restricted and authorities have asked residents in the immediate block area to evacuate. Please avoid the area.

The material is slightly/highly toxic to humans and can cause the following symptoms:

If you think you may have come in contact with this material, you should (give health instructions and hot line number, if available). For your safety, please avoid the area ifat all possible. Alternate routes are identified and traffic is being diverted. If you are now near the spill/release, please follow directions of emergency response personnel. Cleanup crews are on the scene.

Thank you for your cooperation.
(Insert Name)
Carmel Public Information Officer
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• Sample Media Release: Carmel Emergency Bulletin (CEMERBULL): High Hazard/Confined Spill/Release -- General Evacuation (Advisory/Mandatory) or Shelter in Place
This is __ (Name) at the City of Carmel Emergency Operations Center. (_Optional) A large/small amount of , a highly hazardous substance has been spilled/released at . Because of the potential health hazard, authorities are (requesting/requiring) all residents within (blocks/miles) of the area to evacuate (or shelter in place). If you are within (give evacuation zone boundaries), you and your family (should/must) leave (as soon as possible/now) (or shelter in place). Go immediately to the home of a friend or relative outside the evacuation area or to (indicate shelter) shelter) (or go indoors, close all windows and doors, and remain indoors until instructed otherwise) .. If you can drive a neighbor who has no transportation, please do so. If you need transportation, call . Children attending the following schools: (List) will be evacuated to . Do not drive to your child's school. Pick your child up from school authorities at the evacuation center.

Listen to this station for instructions.

The material is highly toxic to humans and can cause the following symptoms:

If you are experiencing any of these symptoms, seek help at a hospital outside the evacuation area or at the evacuation center at -------
To repeat, if you are in the area of _____ ... ou should/must leave, for your own safety. Do not use your telephone unless you need help.

Thank you for your cooperation.
(Insert Name)
Carmel Public Information Officer
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• Sample Media Release: Carmel Emergency Bulletin ( CEMERBULL): Summary Statement for the Media
Whis is __ (Name) at the City of Carmel Emergency Operations Center. (Optional) At approximately_(a.m./p.m.) today, a (spill/release) ofa potentially hazardous substance was reported to this office by (a private citizen, city employee etc.). (Police/fire) were immediately dispatched to cordon off the area and direct traffic. The material was later detennined to be ______ (describe), a (hazardous/hannless) (chemical/substance/material/gas) which, upon contact, may produce symptoms of . Precautionary evacuation of the (immediate/ block) area surrounding the spill was (requested/required) by (agency). Approximately_ persons were evacuated. (number) clean-up crews from (agency/company) were dispatched to the scene and nonnal traffic had resumed by (time), at which time residents were allowed to return to their homes. There were no injuries reported-OR-_persons, including (fire, police) personnel, were treated at area hospitals for and (all, number) were later released. Those remaining in the hospitals are in condition. Response agencies involved were Thank you for your cooperation.
(Insert Name)
Cannel Public Information Officer
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• Sample Media Release: Carmel Emergency Bulletin (CEMERBULL): Road Clo- �
This is (Name) from the City of Carmel Emergency Operations Center. (Optional) The recent storm has caused [severe/moderate] flooding in [several/many] areas of the [city/adjacent areas]. As of today, the following [roads/streets] have been closed by law enforcement officials: (list) -----------------
Please avoid these [roads/streets]. If you must travel, use alternate routes. Please stay tuned to station for more road closure information.

Thank you for your cooperation.
(Insert Name)
Carmel Public Information Officer
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• Sample Media Release: Carmel Emergency Bulletin (CEMERBULL): Approved Viewing Spots
This is (Name) from the City of Carmel Emergency Operations Center. (Optional) The following stonn-damaged areas are still extremely hazardous and should be avoided: (List) _______________________ _
Please do not try to sightsee in these areas. You could be hurt. If you feel you must observe the stonn damage, the following are approved v1ewmg
spots: (List) _____________________ _
Again, please avoid the stonn-damaged areas. You may place your life and the lives of others in danger.

Thank you for your cooperation.
(Insert Name)
Carmel Public Information Officer
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• Sample Media Release: Carmel Emergency Bulletin (CEMERBULL): Evacuation Ordered Due To Hazardous Conditions
This is _(Name) at the Carmel Emergency Operations Center. ( Optional) Hazardous conditions exist within the City of Carmel. For your safety, I am asking that you leave the area as soon as possible (give boundaries of area and evacuation routes). The Red Cross is setting up shelters at . If you cannot stay with relatives or friends outside the evacuation area, go to one of these shelters.

Take only essential items - medicine, special foods, personal items, baby supplies, clothing, money and valuable papers. Do not overload your car. Secure your home before you leave. Lock windows and doors, tum off water and gas and disconnect all electrical appliances except refrigerators and freezers. Be sure you have a full tank of gas.

Pets will not be allowed in Red Cross shelters. Arrange for someone outside the area to take care of your pets. Do not allow your pet to run loose.

If you have no means of transportation, ask help from a neighbor or friend, or walk to one of the following pickup points: (List) ________ _
Bring only what you can carry. A bus will take you to a Red Cross shelter. If you are physically unable to go to one of the pickup points, call _ . Otherwise, please do not use your telephone. Lines must be kept free.

These instructions will continue to be repeated, along with additional information about the emergency. Stay tuned to this station. Remain calm. Your cooperation will help in a safe and quick evacuation.

Thank you for your cooperation.
(Insert Name)
Carmel Public Information Officer
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• Sample Media Release: Carmel Emergency Bulletin (CEMERBULL): Winter Storm/Severe Weather Warning
his is _ (Name) at the Carmel Emergency Operations Center. (Optional) The National Weather Service has issued a (Type) Warning for the Monterey Peninsula and the City of Carmel. Heavy rain and high winds are expected to hit the area ________ (Insert Time/Date) . People living in the area should avoid driving and ensure the safety of their families. If driving is necessary, drive defensively and avoid high speeds.

Thank you for your cooperation.
(Insert Name)
Carmel Public Information Officer
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CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
January 8, 2024

ORDERS OF BUSINESS
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Ashlee Wright, Director, Libraries & Community Activities APPROVED BY: Chip Rerig, City Administrator
SUBJECT:

Resolution 2024-002 reaffirming the City’s public-private partnership with the Carmel Public Library Foundation
RECOMMENDATION:

Adopt Resolution 2024-002 reaffirming the City’s public-private partnership with the Carmel Public Library Foundation.

BACKGROUND/SUMMARY:

The Carmel Public Library Foundation (CPLF) was established in 1989 with the mission to keep the library open, relevant and thriving and to ensure free library service in perpetuity by providing funding for 100% of the books, materials, programs, equipment and services.

In 1992 the City recognized the CPLF as an official City Support Group which are defined in Policy C89-47 as “associations of individuals who have voluntarily joined together in a unit whose sole or primary purpose is to provide assistance – monetary, social, cultural or otherwise – but not political – to the City or one of its departments.”
Over time, the CPLF, in collaboration with the City and the Harrison Memorial Library Board of Trustees, has played a significant role in nurturing a thriving public library. This partnership has been crucial in meeting the diverse informational, educational, and cultural needs of Carmel’s residents. In the 34 years since its founding, the CPLF (with some help from the Friends Of the Library) has provided 100% of funds for books, equipment, technology, and programming. Additionally, the CPLF has also funded special projects such as the Park Branch lobby renovation project and the Gathering Place project which provided a free meeting space for the community for the first time in many years.

The City prioritizes the preservation of its rich cultural and architectural heritage, with the Library standing as a vital symbol of Carmel’s unique character, and as such during Fiscal Years 2022-2023 and 2023-2024 the City allocated a total of $150,000 for a Master Plan study of both the Harrison Memorial and Park Branch libraries. This plan seeks to determine areas for improvement and renovation, as well as identifying special opportunities for restoration at the historic Harrison Memorial Library.

While the Master Plan is still at its beginning phases, the CPLF is anticipating undertaking a significant fundraising campaign in the future to support capital projects for both library buildings. To that end it is an excellent time to reaffirm the City’s partnership with the CPLF which has and will continue to provide the community with an exemplary public library.

FISCAL IMPACT:

The CPLF provides for the Library's annual operating budget.

PRIOR CITY COUNCIL ACTION:

The City Council recognized the CPLF as a City Support Group in 1992.

ATTACHMENTS:

Attachment 1) Resolution 2024-002

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
RESOLUTION NO. 2024-002

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA REAFFIRMING THE CITY’S PUBLIC-PRIVATE PARTNERSHIP WITH THE CARMEL PUBLIC

LIBRARY FOUNDATION
WHEREAS, preservation of the local and renowned architectural, literary and cultural heritage and environment is a City priority; ans
WHEREAS, the Library is both a major contributor to and symbol of the special and highly distinctive quality of life and aesthetics found in Carmel; and WHEREAS, the Carmel Public Library Foundation has historically joined with the City of Carmel-By-The-Sea, and the Harrison Memorial Library Board of Trustees to create a thriving public library to meet the research, information, education, cultural and literary needs of the residents of Carmel; and
WHEREAS, the residents of Carmel depend on the reliability and robustness of the City’s investment in a first-class public library, with such public funding continuously augmented by support from individuals, foundations, and businesses; and WHEREAS, the raison d’etre of the Foundation’s funding is to complement and augment public funding in a public-private partnership for the advancement of the Library and further enhancement and preservation of Carmel; and
WHEREAS, the Foundation has continuously worked to raise increased private sector funds on an annual basis to support ongoing core needs of the Library‘s book collections; created permanent endowments for books and programs; and funded capital projects as appropriate; and WHEREAS, the Foundation is about to embark on the largest fund-raising project in its history to meet major needs of the Library; and
WHEREAS, funds raised for the Library will continue to be use-restricted and Foundation investments in Library facilities/equipment will not in any way diminish or alter the City’s ongoing responsibility for proper Library maintenance and upkeep; and WHEREAS, the City reaffirms its dedication to having an exemplary public library and acknowledges the Foundation and private donors for their philanthropic contributions for the betterment of library services and facilities.

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

1. Reaffirm the City’s public-private partnership with the Carmel Public Library Foundation
Attachment 1

2. Recognize the Carmel Public Library Foundation for its commitment to keeping the library open, relevant, and thriving in past, present, and into the future

3. Assure the Carmel Public Library Foundation and its generous donors of the City’s dedication to having an exemplary public library

4. Ensure that funds raised for the Library will continue to be use-restricted and that Foundation investments in Library facilities/equipment will not in any way diminish or alter the City’s ongoing responsibility for proper Library maintenance and upkeep

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 8th day of January, 2024, by the following roll call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

SIGNED: ATTEST:
_____________________________ _____________________________ Dave Potter, Mayor Nova Romero, MMC, City Clerk
Attachment 1

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
January 8, 2024

ORDERS OF BUSINESS
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Ashlee Wright, Director, Libraries & Community Activities APPROVED BY: Chip Rerig, City Administrator
SUBJECT:

Receive an after action on Third Thursday and an update on the Farmers' Market and consideration of a Resolution 2024-003 authorizing the consumption of alcohol at the Farmers' Market Third Thursday events in 2024
RECOMMENDATION:

1. Receive an after action on Third Thursday and an update on the Farmers' Market.

2. Adopt Resolution 2024-003 authorizing the consumption of alcohol at the Farmers' Market Third Thursday events in 2024.

BACKGROUND/SUMMARY:

The Farmers’ Market is held every Thursday (holidays and Car Week notwithstanding) from 10:00 a.m. to 2:00 p.m. on Mission Street between Ocean and Sixth Avenues, and Sixth Avenue between Mission and Junipero Streets. The Community Activities Commission (CAC) receives an update on the Farmers' Market at each regular meeting and provides staff with feedback.

Good Roots Events, Inc. has been managing the market since early 2020 and has done an admirable job making improvements to the Farmers’ Market operation, ensuring that the Village now has a vibrant market at which the community can gather each week.

Good Roots, continues to make efforts to provide compostable bags to the vendors and improve sustainability practices at the market. They have also worked on increased and better signage and talking points regarding dogs at the Farmers’ Market. This became a problem during some of the markets in the high season and can be particularly contentious with shoppers not wanting to remove their dogs from the market. Since the new signage has been in place issues with dogs and their owners have improved.

Third Thursdays
When the Farmers’ Market was first implemented over 9 years ago, once monthly evening events were proposed that showcased Village chefs, local produce, arts and music. This idea was finally implemented in 2022 with events in September and October, with events again in 2023 April through October.

Third Thursdays features, Farmers’ Market vendors, artist demonstrations, fun games and activities for children, and music sponsored by Sunset Center including Yvan Vucina, The Transducers, Reija, BKeepers, Glenn Bell, TNT & the Explosions, The Sea Dogs, and many more. These events are attended by all-ages of locals and visitors and often have a theme reflecting the time of the year. In July the Library partnered with Third Thursday for the end of Summer Reading program where there were free ice cream sundaes and books for everyone.

In January 2023 the Council received the annual update on the Farmers’ Market. This included a report out about the Third Thursdays held April through October (with the exception of August). The Council also adopted Resolution 2023-007 approving the serving of alcohol at Third Thursdays.

While the Council did approve the serving of alcohol at Third Thursdays, alcohol was only served at the April event by the Carmel Residents’Association. In 2022 the Carmel Youth Center served at the September and October events. Recognizing that some attendees might appreciate a glass of wine and that alcohol sales by nonprofit groups is a good way for them to raise funds and get exposure, staff is requesting that Council again approve the serving of alcohol at Third Thursday events for 2024.

In addition, staff is requesting to change the start date to March as staff is working with Sunset Center on a potential opportunity for a visiting performer that could participate in Third Thursday in March.

FISCAL IMPACT:

There is no fiscal impact to the City to adopt a resolution approving the serving of alcohol at Third Thursday events.

PRIOR CITY COUNCIL ACTION:

At the January 2023 regular meeting Council adopted Resolution 2023-007 authorizing the serving of alcohol at all Third Thursday events in 2023.

ATTACHMENTS:

Attachment 1) Resolution 2024-003

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
RESOLUTION NO. 2024-003

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE CONSUMPTION OF ALCOHOL AT THE FARMERS’ MARKET THIRD THURSDAY EVENTS TO BE HELD MARCH THROUGH OCTOBER 2024
WHEREAS, the City entered into a contract in 2020 with Good Roots Events, Inc. due to their understanding of the Carmel-by-the-Sea community, their vision for the Market, and their overall experience managing Farmers’ Markets and special events; and WHEREAS, when the Farmers’ Market was created in Carmel-by-the-Sea in 2014 a monthly evening component of the Market was an important component; and WHEREAS, the Third Thursday events extends the Farmers’ Market once monthly through October and will feature, artists, musicians, food, and potentially alcoholic beverages; and WHEREAS, Chapter 9.20 of the Carmel-by-the-Sea Municipal Code states that it is unlawful for any person to drink any alcoholic beverage in or upon any public place, but that the City Council has the right, through adoption of a resolution, to make exceptions to the regulation for specific events of limited duration.

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

Authorize the consumption of alcohol at the Third Thursday events to be held March through October 2024.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 8th day of January, 2024, by the following roll call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

SIGNED: ATTEST:
______________________________________ _______________________________ Dave Potter, Mayor Nova Romero, MMC, City Clerk
Attachment 1

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
January 8, 2024

STUDY SESSION
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Dave Potter, Mayor
APPROVED BY: Chip Rerig, City Administrator
SUBJECT:

Discussion of the Ad Hoc Committee findings and recommendations on the way forward for development of the Police facility
RECOMMENDATION:

Summary Recommendations:

1. Receive a presentation from the Ad Hoc Committee regarding their research into the maintenance conditions and operational needs of the Police/Public Works building and their recommendations for moving forward.

2. After analysis of current police department facility requirements and standards, the Ad Hoc Committee recommends that the Police component of the project be scoped to meet today’s standards as required by California Peace Officer Standards and Training (POST) and recommended by the International Police Chief’s Association.

3. After reviewing potential siting options, the Ad Hoc Committee recommends that the initial siting of the new police department facility be designated as Vista Lobos Park for development of project schematic drawings, concept designs and environmental evaluation.

4. The Committee recommends that this concept design effort be immediately initiated, and staff directed to return with a description of the design effort process and the concept for public participation in the process.

5. The Ad Hoc Committee further recommends that the Staff be instructed to simultaneously initiate programming for PW and other City high priorities to determine the future use/function of the current location and its rehabilitation/concept design.

6. Additionally, the Committee recommends that Council direct staff to develop a financing strategy that could support construction of a Police Facility on a new City-owned site and the refurbishment and reprogramming of the existing PD/PW building complex to support the long-term needs of Public Works and potentially other City functions.

7. Provide any further policy guidance.

BACKGROUND/SUMMARY:

FINDINGS and RECOMMENDATIONS
After several months of investigation, consultant work, and Ad Hoc committee meetings, discussions and analysis, the Ad Hoc Committee of Mayor Potter and Councilmember Baron forward the following findings and recommendations for moving the very urgently needed Police Station project forward:

Summary Findings:

1. The current PD/PW facilities’ conditions demand that the building be completely rehabilitated as soon as is possible.

2. The City should build a new Police facility that meets today’s standards for programmatic functions and is designed for a 50-year life.

3. The current site is too small to simultaneously accommodate the Police Department programs required under today’s standards and the Public Works Department.

4. City owned sites that are large enough to meet the PD facility space requirements are the current site, Sunset Center Parking lot and Vista Lobos Park.

5. An initial review of opportunities and constraints of these sites and the cost of constructing “swing space” for PD and PW if the current site were chosen, led to the committee selection of Vista Lobos Park for initial detailed evaluation.

6. The concept designs developed for the Vista Lobos site would include exploration of the mixeduse potential of the site.

7. The urgency of the rehabilitation of the existing PD/PW shared building suggests that a parallel effort of programming the existing site for long term occupancy by PW as well as developing a facility program for the City’s highest priority new facilities. This program could potentially be workforce housing, co-location of Planning with PW to create a permit center or some other priority city facility needs. The existing facility cannot be left “as is” after vacation of the PD.

8. The total budget for the required projects (New police facility and rehabilitation and reuse of current site) would probably exceed $30+ M.

Summary Recommendations:

7. Provide any further policy guidance.

Bottom Lines Up Front:

1. Due to the building’s age, heavy usage, and deferred maintenance, the building systems, such as the electrical, mechanical, HVAC, and plumbing systems, are worn out and need total replacement.

2. Due to the adoption of current building, fire, seismic codes, and police facility standards, the building and the site will require major improvements to meet current disabled access, fire, seismic, electrical, mechanical, and building codes compliance.

3. The cost of building a brand-new Police building with appropriate programmatic functionality on a City-owned site will be in the $20+M range depending on the site difficulty and included police program.

4. The estimated cost to bring the existing building into acceptable functionality for a non-police occupancy is approximately $10.9 M. This number does not include any building expansion to support other high priority City needs. A more precise budget number cannot be developed until there is a better understanding of the programs the City Council would like to see hosted on the site.

5. None of the above options include the cost of providing swing space for the PD and PW functions if the existing building must be vacated during the construction period.

Background
In June 2023, Council awarded a Professional Services Agreement with Indigo/ Hammond+Playle Architects (Indigo) for $300,000 to provide the following services:

1. Condition assessment report

2. Space programming report

3. Two design schematics

4. Final Report with cost estimates and schedules
To date, Indigo has substantially completed the first two reports which have been checked by staff and discussed with the Ad Hoc Committee. Indigo will complete these two reports and initiate concept design work based on the guidance received from Council. An execution schedule will also be developed after that guidance is received. This report summarizes these two reports and outlines decision points for Council that are necessary to move the project forward.

Condition Assessment
The Indigo Condition Assessment Report addressing the existing Police Building conditions was based on as-built plans provided by the City, on-site visual inspections by Indigo and each of their subconsultants in the key building disciplines, and interviews with City Staff familiar with the building and its problems. The portion of the building occupied by the Public Works Department and the adjoining Garage space had been previously assessed by the Bureau Veritas’s Assessment Report, dated March 2023, under a separate Capital Improvement Project. The Condition Assessment Report for the Police Building is still in draft form pending guidance from the City Council.

The Indigo conditions assessment addressed the physical problems and code deficiencies of the existing Police Department building. The building and its major systems are far more deteriorated than was initially anticipated. The building is over 50 years old and is in such poor condition that it is no longer suitable for occupancy by any City department. It suffers from years of heavy use and deferred maintenance. It has never undergone a major remodel to bring it up to current codes or current Police operational requirements. The building requires major repairs, upgrades, and/or replacement of all building systems.

The assessment report findings point to the URGENT need for the City to either move towards a complete and thorough renovation of the existing Police facility at the existing site or the construction of a new facility at a different site. The continued “band aid” approach, or doing nothing, are not viable approaches from an officer safety or public safety perspective.

The existing PD building and the PW Garage have some good, salvageable “structural bones.” However, to make the Police Building usable, the building will likely need to be gutted down to its structural frame and rebuilt. Whether it is wiser to rebuild on the existing bones or demolish the existing buildings and start over with a new building on the existing site, will not be quantifiable until all phases of this study are completed.

Based on Indigo’s current findings, the high-level, estimated budget-level cost of renovating the existing Police Building for generic City office use would be $1,175 per sq. ft. or $10.9 million total cost, assuming no expansion. The estimated budget level cost for renovating the Public Works Garage roof will be $73 per sq. ft. or $0.9 million total cost. Currently, the average construction cost for building a new Police Station is on the order of $1,200 per sq. ft.

Carmel-by-the-Sea requires a new or totally renovated and expanded Police Station as soon as possible due to multiple functional, safety and code deficiencies, as summarized above but will be enumerated in detail in the final Indigo Condition Assessment Report. Additionally, the existing PD/PW building cannot be left in the existing condition after the PD is moved to a new facility. In parallel with the design effort for the new PD facility in a new location, the City must move forward with the design of the rehabilitation of the existing PD/PW building. This design effort should be proceeded by a programing effort to determine the most appropriate reuse of the existing PD portion of the building, potential expansion of the existing facility for high priority City uses and updated programming for the current Public Works spaces. There is a wide array of potential City programs that could be accommodated by an upgraded building. Addition of workforce housing and/or co-location of PW and Planning to create a one stop permitting center are but just a few examples of current City needs that could be considered in the programming effort.

A summary of the Condition Assessment is included as Attachment #1 Space Programming
The Police Department also needs substantial additional space to meet the programmatic needs of a modern, small community police force that were identified in Indigo’s Programmatic analysis. The Police programmatic analysis is also in final draft form, pending guidance from the City Council. The report includes limited programmatic review of the Public Works programs. However, a summary of Police programmatic needs is included as Attachment #2.

Indigo’s Police Department Draft Program Narrative indicates the need for a significantly larger Police Station with increased parking, citing a minimum need for a 15,900 square foot facility on 2/3 of an acre, with a beneficial need (or “want”) for an 18,500 square foot facility on 1-acre site. The construction cost for either a new or remodeled and expanded facility is likely to cost in the range of $19.0 to $22.2 million.

The Program is based on Indigo’s experience and familiarity with best practices in Police Department functional requirements and design standards. Indigo also interviewed individuals that currently work in the Department or support the functions of the Department.

New Police Facility Options
There are four potential options for moving forward with development of a new Police Facility but only 3 would yield an adequate facility.

1. New facility on new site- Build an entirely new Police Station on a new site. Police and Public Works remain in existing quarters until completion of the new Station. After the Police move, existing buildings are remodeled for use by Public Works and/or other City departments or for mixed use to maintain housing unit goals. This option provides the most expeditious route to a new police facility.

2. Rehabilitated and expanded building on current site and move PW to a new site - The existing PD portion of the site is too small to support the required Police program in a new police station that will serve the community for the next 50 years and Public Works. In this option, the existing Police Building would be renovated and expanded with an addition over the Garage. PD and PW would move to temporary housing until construction is complete. a. Programmatically, the Police would ultimately take possession of the existing Public Works spaces, including the basement level of the Police Building, the parking level of the Garage, and the Corporation Yard.
b. This option would require an addition over the Garage to provide sufficient space for the PD. The detailed programming and design of this space will be explored in Task 3 of this study if this option were to be selected. Indigo assumes a 9,000 square foot, 1-story frame structure with a simple mansard frame roof as the basis for preliminary analysis of this addition. The Structural Condition Assessment has determined that with some modifications, the existing PW Garage can successfully support it. This space would be vital to the success of this option to allow for a design that meets the minimum programmatic needs for a modern Police facility serving Carmel-by-the-Sea’s residents, its daytime workforce, and its tourists. c. Public Works would move their operations to a new site yet to be determined and at a cost to be determined. This option would require swing space for the PD during construction. The delivery of the new PD facility would be delayed until the construction and occupancy of the new PW facility. These delays in providing an adequate PD facility and swing space costs led the committee to dismiss this option.

3. Rehabilitated and expanded building on site without PW displacement -Indigo and the Police Chief have evaluated the scope of the required Police functions and programs that would fit on the existing site without displacing Public Works. Critical space short falls would include the size of internal spaces for various functions, requirement to dual-purpose spaces, the lack of onsite secure Police vehicle storage and parking, secure prisoner transfer implications, EV charging, and resilience improvements. This option would envision refurbishing the existing Police Building and building an expansion with the addition located over the Garage. Police and Public Works would move to temporary housing during construction. The cost and exact location of this swing space is yet to be determined.

Programmatically, Police would continue to share the existing Public Works spaces, including the basement level of the Police Building, the parking level of the Garage, and the Corporation Yard.

The construction of an addition over the Garage is feasible but would still provide insufficient space for a modern PD facility for a community the size of Carmel.

THE AD HOC COMMITTEE DISMISSED THIS OPTION AS IT WOULD STILL LEAVE THE POLICE IN AN INADEQUATE FACILITY THE DAY IT OPENED.

4. Demolish the existing Police Station and Public Works Garage and build new facilities on the existing site - PD and PW would move to temporary housing until construction is complete.

This option would be developed so that Police take sole possession of the property. This option would have substantial difficulties in siting and substantial costs associated with creating temporary facilities for the 2 departments.

The location and construction costs of the Public Works facility will have to be developed based on site acquisition costs and the required PW program.

The costs of demolishing the existing buildings have not been determined.

THE AD HOC COMMITTEE DISMISSED THIS OPTION DUE TO RESULTING DELAY IN

PROVIDING ADEQUATE SPACE FOR THE PD, THE SITE ACQUISITION COSTS, COST OF

SWING SPACE FOR PD AND PW, AND DEMOLTION COST UNKNOWNS
Potential Sites
Within the City limits, there are only three (3) sites that are currently owned by the City and large enough to be considered as potential sites for the Police project. Each of the sites have strengths and weaknesses that should be considered as part of the Council decision making. The sites are the current shared site of the PD/PW complex, the Sunset Center north parking lot, and the Vista Lobos parking lot/park site.

The Sunset Center and Vista Lobos site are currently identified as potential opportunity housing development sites in the draft Housing Element. The concept designs that will be developed during the next phase of the PD building project should consider the potential for mixed use at the two sites selected for development consideration by the Council. The design requirement will be to not negatively impact the overall dwelling unit count addressed in the Housing Element.

A chart highlighting the pros and cons of each of these sites is included in Attachment #3.

Existing Facility Requirements and Options
While the primary focus and recommendations from the Committee deal with the creation of an adequate long-term home for the Police Department, we must also make some critical investments in the existing structure now, to rectify critical issues identified during the building assessment process. An example of a project recently completed was the installation of new electrical panels in the PW garage because of the ongoing moisture problem when it rains. The widespread roof leaks over the PW garage are another example of a deficiency that needs to be addressed very soon.

Because of the current building conditions and building, fire, and other safety code requirements, it follows that once Police have vacated the property, the existing Building and Garage must undergo a major renovation for Public Works and other potential occupants. Portions of Public Works may need to move to temporary housing until construction is complete. The cost of this swing space has not been calculated.

There are substantial renovations that will be required in the building to make it acceptable for long term Public Works and/or any other civic use. The cost estimates above do not include any unique programmatic cost that might be required to support a new occupancy. Leaving the building in a vacant as-is condition after the Police move into a new facility is not a viable option.

How these longer-term renovations are defined and scheduled will be impacted by the future city functions that are ultimately planned for the building. A programming effort to define the future functional needs of Public Works must be undertaken very soon to determine the total project costs for the building systems renovation and any new or updated program spaces.

In addition to the PW programming and planning effort described above, the City must undertake a planning process to determine the highest and best use for the renovated and potentially expanded portion of the building that was previously occupied by the Police Department.

Potential uses that might be considered as examples could be workforce housing, colocation of Planning and Public Works, a permit center, etc. The uses selected by the City will drive the ultimate building program which will impact how the current facility is renovated, repaired and potentially expanded. All the above will drive the ultimate costs.

The cost and schedule for this programming effort will be better defined and returned to the City Council soon.

RECOMMENDATIONS/REQUESTED GUIDANCE

1. Receive the project update from the Ad Hoc Committee and staff, and receive public comments.

2. Adopt a policy decision that the priority is to maximize the programmatic capability of the Police Department to meet current and future community needs.

3. Direct staff to initiate the design process for constructing a new Police Station at Vista Lobos as the best-located, City-owned parcel that has sufficient size to accommodate the Police functional program to take the City through the next 50 years.

4. Direct staff to initiate the programing and design process for the total rehabilitation and potential expansion of the current PD/PW building. Develop the planning process that would assist in determining best City uses, programming needs of those uses, design parameters and rehabilitation strategy for the building.

5. Direct staff to initiate development of a financing strategy to fund a potential total project of $30+ million.

FISCAL IMPACT:

The City Council appropriated $3,239,000 in Fiscal Year 2023/24 for this Capital Improvement Project. The current unencumbered balance is approximately $2,600,000.

The current professional services agreements for project management (4Leaf) and condition assessment/space programming (Indigo) will need to be amended based on the increase of the required project scope to meet operational requirements, address deferred maintenance, and code upgrades required for continued occupancy of the building complex and potential mixed-use occupancy of the selected sites. Other expenses to date included renovation of the Dispatch room, electrical repairs, and interim security upgrades.

The next phase of the project that follows will be based on City Council guidance and will provide a more precise cost for the design effort, environmental review and attendant cost estimating for the construction phases of the project.

PRIOR CITY COUNCIL ACTION:

The Council has been dealing with this project since 2017. At the December 2022 meeting, the City Council appointed the Ad Hoc Committee of Mayor Potter and Councilmember Baron to develop a set of recommendations on the way forward.

In June 2023, Council approved a Professional Services Agreement with Indigo Architects to assess the current building condition, develop the recommended program for a new Police facility, and develop concept designs for 2 options.

ATTACHMENTS:

Attachment #1 - PD Condition Assessment Summary
Attachment #2 - Police Program Needs
Attachment #3 - Land Use Considerations

CARMEL-BY-THE-SEA POLICE

DEPARTMENT

ASSESSMENT REPORT
Prepared by: Indigo | Hammond + Playle Architects, LLP.

Date: 10/26/2023
Attachment 1

SCOPE OF STUDY
Obtain background and historical information about the facility from City staff prior to the walk- through portion of the assessment. Review available construction documents to familiarize ourselves with, and be able to comment on, the in-place construction systems, life safety, mechanical, electrical, and plumbing systems, and the general built environment.

Visit the Police Building property to evaluate the general condition of the buildings and site. Observe a representative sample of the interior spaces, including some Public Works spaces, to gain a clear understanding of the property’s overall condition. Other areas to be observed include the exterior of the property, the roofs, interior common areas, and the significant mechanical, electrical and elevator equipment rooms. Review maintenance records and procedures with the in-place maintenance personnel.

Provide a full description of the property with descriptions of in-place systems and commentary on observed conditions. Identify those components and conditions that are exhibiting deferred maintenance issues and provide estimates for immediate repair and replacement costs. And provide needed renovation cost estimates based on observed conditions, maintenance history and industry standard useful life estimates.

Provide recommendations for additional studies, if required, with related budgetary information. Provide an Executive Summary at the beginning of this report, which highlights key information for the City’s consideration.

GOALS OF THE CITY
Carmel-by-the-Sea’s goals in commissioning this assessment are as follows:
 Improving the safety and security of the Police Station. This may involve making changes to the building and site layouts and security features, as well as addressing any shared spaces or security concerns with Public Works.
 Creating a more functional and efficient work environment for Police staff and officers. This may involve providing more space for offices, equipment, and storage, as well as improving the flow of traffic through the building.
 Making the Police Station more accessible to members of the public with disabilities. This may involve adding ramps, elevators, and other accessibility features.
 To ensure that the Police Station meets the needs of the community in Attachment 1
a way that is cost- effective and sustainable. This includes considering the impact of tourism on the department's workload and the need to provide a safe and welcoming environment for visitors.
 Improving the overall appearance and image of the Police Station. This may involve making cosmetic improvements to the building and grounds, as well as making the station more visible and welcoming to visitors.
 By commissioning an assessment of the condition of its existing Police Station, Carmel is taking a positive step towards ensuring that its Police Department has the facilities and resources it needs to continue to protect and serve its community.

EXECUTIVE SUMMARY
The Carmel-by-the-Sea Police Department (CPD) Building is located in the heart of this charming and tiny community that regularly swells with tourists. This visiting population drives the functional requirements and responsibilities for the CPD beyond the requirements of its small residential population.

This Draft Assessment Report on the existing Carmel Police Building is based on as-built plans provided by the City, on site visual inspections and interviews with City Staff familiar with the building and it’s problems, conducted by Indigo and our team of engineers. The portion of the building occupied by the Public Works Department and the adjoining Garage space has been previously assessed by the attached Bureau Veritas’s Assessment Report, dated March 2023.

This report addresses the physical problems and code deficiencies of the existing Carmel Police Department building which is over 50 years old and is in such poor condition that it is no longer suitable for occupancy by any City department. It obviously suffers from years of deferred maintenance. In addition, it has never undergone a major remodel to bring it up to current code standards and current Police operational requirements. It needs major repairs, upgrades and or replacement of all building systems. The most serious code deficiencies involve life safety issues and lack of required accessibility. The findings contained herein point to the urgent need for the City of Carmel-by-the-Sea to either move towards a complete and thorough renovation of the existing Police facility or the construction of a new facility.

This report assumes that the existing PD building, and the Public Works Garage will be the subject of a major remodel and likely expansion within the next 2-5 years for the Police department or some other City department. There are some good salvageable “structural bones” here; Attachment 1
however, to make the Police Building usable, the building will likely need to be gutted down to its structure and rebuilt. Whether it is wise to rebuild on the existing bones, demolish the existing buildings and start over with a new building, or simply sell the property, will not be quantifiable until all three phases of this study are completed. The final decision will ultimately also involve historical, political and other considerations that are beyond the scope of this study. At this assessment phase of the study, based on our current findings the estimated budget level cost (rounded) of renovating the existing Police Building for generic Police or City office use would be $1,175 per sq. ft. or $10.9 million total cost, assuming no expansion. The estimated budget level cost (rounded) for renovating the Public Works Garage roof will be $73 per sq. ft. or $0.9 million total cost.

Currently the typical construction cost for building a new Police Station will be on the order of
$1,200 per sq.ft..

CONCLUSION
Carmel-by-the-Sea needs a new Police Station as soon as possible due to multiple life safety and code deficiencies, as enumerated in the body of this report. The band aid approach, or continuing to do nothing, is not a viable approach from an officer safety or public safety perspective. In addition, Indigo’s Carmel Police Department Draft Program Narrative (10- 11- 2023) indicates the need for a significantly larger Police Station with increased parking, citing a minimum need for a 15,900 sq ft facility on 2/3 of an acre, with a beneficial need (or “want”) for an 18,500 sq ft facility on 1 acre. The likely construction cost for either the new or remodeled and expanded facility is likely to cost in the range of $19.1 million to $22.2 million. Not including the costs related to Public Works.

Below are three options for moving forward, two of which will be confirmed and quantified by the conceptual design studies that will be carried out next in Task 3 of this study:

1. Build an entirely new Police Station on a new site to be determined.

Police and Public Works remain in existing quarters until completion of the new Station. After Police move, existing buildings are remodeled for use by Public Works and or another agency. a. It follows that once Police have vacated the property, the existing Building and Garage shall be renovated for Public Works. Public Works shall move to temporary housing until construction is complete.
b. There are substantial renovations that will be required in the building to make it acceptable for this or any other civic Attachment 1
use.

2. Refurbish the existing Police Building and expand with addition over the Garage. Police move to temporary housing until construction is complete.
a. Programmatically, the Police shall take possession of the existing Public Works spaces, including the basement level of the Police Building, the parking level of the Garage, and the Corporation Yard.
b. Public Works shall move their operations to a new site to be determined. c. Regarding the required addition over the Garage, its programming and design shall be explored in Task 3 of this study. However, using a 9,000 square foot, 1-story frame structure with a simple mansard frame roof as the basis for preliminary analysis of this addition, the Structural
Assessment herein has determined that with some
modifications the existing Garage can successfully support it.

This is vital to the success of this option, because an addition of this size would likely allow for a design that meets the minimum programmatic needs for a modern Police facility serving Carmel-by-the-Sea’s residents, its daytime workforce, and its tourists.

3. Demolish the existing Police Station and Public Works Garage, build new facilities on the existing site. Police move to temporary housing until construction is complete.
a. This option presupposes that Police take sole possession of the property. b. Public Works shall move their operations to a new site to be determined. c. The cost of removing the existing buildings completely will have to be investigated.

If the chosen path is simply to abandon the property, this will come with costs that will then have to be investigated.

Attachment 1
Needs Exists in Current Building Comments
Police Entrance w/Lobby x Space needed for people to wait for help, be fingerprinted, and interviewed. Need to add: Bulletproof counter/window, Secure Entry door into PD areaPublic Restroom A public restroom needs to be included and off of the lobby so citizens don't have to go into the police station to use the restroom. Currently there is No Public Restroom in Building Interview Area in Lobby The interview room provides some privacy for non-emergency reports by the public. Currently reports are provided in earshot of other members of the public at the PD for other business. The lobby interview area also provides a legal holding area for non-custody juveniles. Holding non-custody juveniles in a non-secure area is required by law.

Front Counter-Reception x Part of the lobby for the police department. This is a window combined into Dispatch areaDispatch Room x This room needs to be big enough to hold two disaptch desks with monitors and wall space for existing and future city-wide camera systems. The current Dispatch Center is appropriately sized Existing but lacking essential equipment to be adequate Dispatch; CAD, Console, View of City Cameras Property & Evidence Storage Non-Esistant- PD has been using poorly secured office space with none compliant ventilation, storage & secuirty measures.Property & Evidence Processing Non-Esitant- Workstations used for both office work and evidence processing- Non-compliant. With the existance of drugs like fentynl there needs to be ventilated space for processing drugs and evidence.

Soft interview Room Needed for victims of crimes. Soft rooms are standard in all police departments. Currently the Police Department has zero interview rooms. non-existant- Interviews held in office space or in lobby -no privacyInterview Room Suspect interview/holding area. Needs to include recording and ability to restrain suspects. (Office space not adequate)Holding Cell Non-Existant- Need a space to hold a subject temporaily. There are a number of legal requirements with having a holding cell. This could be combined with suspect interview room. Booking Room x Current set up should include a caged area for suspect while being booked- Currently unsafe as suspect is unrestrained and Detective Office x Detectives work on crimes that require privacy. They often have photos, files, and information that needs to remain confidential. A detectives office needs to be secure from the rest of the police officers and staff. Breakroom Microwave, Stove, Fridge, Dishwasher, Sink, table for 4Lockerooms Lockers, Restroom, Shower, Sink. Many newer lockerooms are unisex reducign the number of lockerooms from two to one. Briefing Room Non-existant- Briefing room converted to Evidence storage in 2019. The patrol room could double as a briefing room but ideally you have a breifing rom and patrol room where officers can write their reports. Patrol Supervisor Office x Curently one office for Patrol Supervisor- Needed for private conversationsCommander Office x Curently one office for Commander - Needed for private conversationsChief's Office x Curently one office for Chief - Needed for private conversationsAdmin Asst. Office Non-existant Parking Control Office Space x Two work stations Combined w/ Dispatch, Parking, Animal Control, VOlunteers at back entry of PD. No Privacy and inadequate space Animal Control Office Space x Two work stations Combined w/ Dispatch, Parking, Animal Control, VOlunteers at back entry of PD. No Privacy and inadequate space Records Room Storage x Currently in basement- difficult to access and requires from counter of Dispatch personnel to leave work area for extended period of time to access. Volunteer Room, w/Storage Non-Existant -20-30 volunteers with VIPS' & CERT working for PD. VIP and CERT Members need space for their equipment Having a room with small lockers and shelving for equipment is needed. Community/EOC/Training Room This is a multi-use room that would be converted depending on circumstances. Emergency Operations Centers (EOC) are only utilized in emergnecies. Sharing space by combining rooms that can be converted saves overall space. Animal Storage- Live and Dead x Currently a caged area in front of PD for temporary storage of live animals. Freezer in back lot for dead animals. Neither are modern or ideal ways to store animals. Parking/Animal Control Equipment Storage Room Vista Lobos Garage space used for storage of equipment Police Office Equiment Storage Room x
Interior Restroom converted to patrol storage space- Need adequate space for equipment including firearms. Ideally, this space is where we house, radios, flashlihgts, patrol bags, and addional police equipment when not in use. This space should be located off of the Lockeroom so officers can gather gear on way to patrol vehicle.

Secure Parking for Patrol Vehicles Non-Existant- No safe plce to park, numerous encounters with people in back lot of police department. Unsafe for removing of suspects and vehicles with weapons stored inside. Secure Covered parking/garage for Police Bikes, Motorcycles, Barricades, Cones x Small garage in back lot converted to motor bay. Too small for two motocycles, three bikes, and barricades- Vista Lobos Garage used for bikes and barricades. If space is large enough you could use it to store the classic 1951 Police Vehicle.

Parking for Classic Vehicle 51 Chevy Vista Lobos Garage used for 51 ChevyFiring Range x Currently a four lane range in PD- Ideal for qauarterly required shooting. Police Range unrealible for booking dates, times, and weather. No guaruntee as an option in future.

Wants Exists in Current Building Comments
Quiet Rooms Idea for de-stressing a critical incident, call. Mental Health recovery and lactation room Sally Port Would reduce risk of prisoner escape, lynching and injury to suspect & officer Secure Parking for Employees Would provide safety and secuirty for officers vehicles. Gym Provides exercise space for officers, reduces stress and improves mental health.

Attachment 3

Carmel-by-the-Sea City CouncilJanuary 8, 2024

Carmel-by-the-Sea City Council
January 8, 2024